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POLICY MANUAL
PROCEDURES
&
PRACTICES
Updated 30 July 2014
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FOREWORD
This publication is a “living” document, which has been designed to serve as a tool for
Council, staff and any other person who wishes to use it in their dealings with Council. It is
only one of several reference sites to guide you in conducting your daily business with the
City.
Users should be mindful of the fact that in simple terms:
❑
❑
❑
Policy provides what can be done;
Management Practices provides for how to do it;
Delegation provides for who can do it.
It is important to note that Council’s adopted policies have been made to facilitate:
❑
❑
❑
Consistency and equity in decision making;
Promptness in responding to customer needs; and
Operational efficiency.
R S Tame
Chief Executive Officer
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DEFINITIONS
POLICY:
A course or principle of action.
Policies will generally only be developed if they will further the achievement of the City’s
strategic goals or contribute to the fulfilment of mandatory obligations. They are defined
courses of action that should be followed in particular circumstances and are intended to give
guidance to staff on what is permissible when dealing with certain matters. They guide the
discretionary part of Council’s decision making and form an essential step in the delegation
of Council powers.
Policies are determined by Council and may be amended or waived according to
circumstances. This power is conveyed to Council in section 2.7(2)(b) of the Local
Government Act 1995.
All policies shall be reviewed at least once every three (3) years.
MANAGEMENT PRACTICE:
“A series of actions conducted in a
certain order or manner to perform a task.”
Management practices represent the strategies and actions by which a policy is to be
implemented and shall detail the steps and processes to be observed by staff.
Management practices are a function of management and are subject to review at any
time according to circumstances, to ensure that policies are being implemented in a correct,
efficient and effective manner.
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PROCEDURE FOR DEVELOPING AMENDING AND REVIEWING
POLICIES AND MANAGEMENT PRACTICES
1. New Policy
1.1.
1.2.
Where the Strategic Plan identifies a need or Council requests a policy, the
Executive Director who will have responsibility for it, shall nominate an officer to
prepare a draft proposal/policy.
Where an officer has identified a need to establish a policy, he must first discuss
the matter with the relevant Executive Director and scope the proposed policy with
all potential users and interested parties including Council.
1.2.1. Following consideration by the Executive Director, the originating officer is to
prepare a formal proposal.
The proposal is to contain elements identifying:
• details of the issue.
• the key staff/people involved.
• the impact on internal and external stakeholders.
• any procedures and/or delegations that would be required.
• budget implications.
When developing a policy, it shall:
• be reasonable, equitable and sustainable at law.
• meet the definition of policy i.e. – “A course or principle of action”.
• be simple.
• be a statement mandating decision making.
• not be procedural.
• not be confused with the terms “protocol” or “practice”.
• not be a statement of vision.
1.3. Once completed, the originating officer is to forward the proposal to the Coordinator
Governance & Administration for verification. Where the policy is one of a
straightforward nature, the proposal shall be in its final form and steps 1.5 and 1.6
are to be by passed.
1.4. The Coordinator Governance & Administration is to sign off the draft proposal and
forward back to the originating officer.
1.5. The Executive Director shall then present the draft proposal/policy to MANEX for
consideration.
1.6. On endorsement by MANEX, the originating officer is to prepare the policy,
procedure and any delegations in the approved format (Templates provided).
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1.7. The draft proposal/policy, in its final form, is to be re-presented to MANEX for final
endorsement.
1.8. The originating officer is to present the policy and delegation (if necessary) to the
appropriate standing committee for recommendation to Council.
1.9. On adoption of the policy by Council, the contents are to be communicated to all
relevant staff by the originating officer. This may include memos, discussions with
individual officers or a formalised meeting/training session.
1.10. The originating officer is to forward a copy of the policy/management
practice/delegation and Council resolution to the Governance and Admin
Department, who will:
• include the changes in the Policy Manual
• arrange prompt forwarding of update pages to all holders of the Policy Manual
• arrange prompt update of the intranet and web site copies.
2. Policy Amendments
2.1. Any amendment to a policy is to follow the above procedures.
2.2. Where any amendment to a Policy is proposed as part of the three (3) yearly review
process, the above procedures need not apply and the matter can be placed directly to
the appropriate standing committee.
3. Policy Review
3.1. A review of every policy is to be made every 3 years by the relevant Executive
Director, with a third of the policies being reviewed every year.
3.2. The Governance & Administration Department is to prepare annually, a list of
policies due for revision and submit them to the relevant Executive Director for
action.
3.3. The entire Policy Manual, including procedures, shall be reviewed every six years in
line with the Strategic Plan.
4. Management Practices
Where a need has been identified by a Councillor or an officer to establish or amend a
management practice relating to an adopted Policy, an officer is to prepare a formal proposal
for consideration by the relevant Executive Director.
Following consideration by the Executive Director, the originating officer is to forward the
proposal to the Coordinator Governance & Administration for verification.
The Coordinator Governance & Administration is to “sign off” the draft proposal and
forward it back to the originating officer.
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The Executive Director shall then present the draft proposal to the Chief Executive Officer
for consideration.
The Chief Executive Officer may then:
•
•
•
approve the management practice; or
refer the proposal to Manex for consideration prior to approving the management
practice; or
in the case of a management practice which is considered to affect Elected Members,
shall refer the proposal to the Standing Order & House Advisory Group for eventual
endorsement by Committee/ Council.
On approval/endorsement of the management practice by the CEO or Council, the contents
are to be communicated to all relevant staff by the originating officer.
The originating officer is to forward a copy of the procedure, together with evidence of the
formal approval/endorsement, to the Governance & Administration Department, who will:
•
•
•
include the changes in the Policy Manual
arrange prompt forwarding of update pages to all holders of the Policy Manual
arrange prompt update of the intranet and web site copies.
Footnote:
Where development of a change in Management practice is considered to
conflict with the intent of a Policy refer to the earlier Procedure for Policy Amendment (2).
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FLOWCHART OF POLICY DEVELOPMENT
Officer instigated
policy
Strategic Plan or
Council request
Scope proposed policy and
discuss with all users and
interested parties including
Council
Officer report
(If straight forward,
draft policy)
Compliance
verified
Corporate
consideration.
(MANEX)
Consider
alternative means
of addressing
issue
No
Yes
Draft policy
including
delegation if
required
Where straight
forward
Corporate
confirmation
(MANEX)
No
Make
modifications
Yes
Endorsement of Standing
Committee without
modification
No
Yes
Adoption by Council
without modification
Communicate &
implement.
Review every 3
years
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Procedure as
required
No
Update manual
INDEX
POLICIES & MANAGEMENT PRACTICES
POLICY
MGNT PRACTICE
ADMINISTRATION (ADM)
ADM 1
ADM 2
ADM 2
ADM 3
ADM 3
ADM 4
ADM 4
ADM 5
ADM 6
ADM 6
ADM 7
ADM 7
ADM 8
ADM 9
ADM 10
ADM 11
ADM 12
ADM 13
ADM 14
ADM 15
ADM 16
ADM 17
ADM 18
ADM 19
ADM 20
ADM 21
ADM 22
ADM 9
ADM 10
ADM 12
ADM 15
ADM 16
ADM 17
ADM 18
ADM 19
ADM 21
ADM 22
TITLE
Staff Resignation Gifts
Property Lease Rentals
Conferences, Seminars and Training
Staff Study Time
Staff Establishment Levels
Recognition of Achievement in the Community
Defence and Emergency Service – Staff Paid Leave
for Volunteer Duty
Environmental Purchasing Policy
Deleted - 23 March 2009 (CA2/3/09)
Vehicle Use
Use of Council Crest and Logo
Vesting of Crown Reserves in Urban Areas
Acting ‘Senior’ Positions
Petitions in City Premises
Safety and Health
Record Keeping Policy
Equal Employment Opportunity
Legal Representation
Common Seal
Procurement of Goods and Services
Public Notice Boards (Yet to be received)
Authority to Sign Documents
Social Media
COMMUNITY DEVELOPMENT (COMD)
COMD 1
COMD 1
Requests For Financial Assistance
COMD 2
COMD 2 - 1
Community Consultation
COMD 2 - 2
Establishment of Advisory, Working, Reference
Groups and Committees of Management
COMD 3
COMD 3
Volunteer Involvement
COMD 4
COMD 4
Art Collection
COMD 5
COMD 5
Sponsorship of the City’s Events, Programs,
Facilities and Publications
DEVELOPMENT SERVICES (DEV)
DEV 1
DEV 1
Street Numbering
DEV 2
DEV 2
Naming of Parks, Places and Buildings
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POLICY
MGNT PRACTICE
ELECTED MEMBERS (EM)
EM 1
EM 2
EM 2
EM 3
EM 4
EM 5
EM 6
EM 7
EM 8
EM 9
EM 10
EM 11
EM 12
EM 13
EM 14
EM 15
EM 5
EM 6
EM 8
EM 9
EM 10
EM 11
EM 12
EM 13
EM 15
ENGINEERING (ENG)
ENG 1
ENG 1
ENG 2
ENG 3
ENG 4
ENG 4
ENG 5
ENG 5
ENG 6
ENG 6
ENG 7
ENG 8
ENG 9
ENG 10
ENG 7
ENG 8
ENG 9
ENG 11
ENG 12
ENG 13
ENG 14
ENG 15
ENG 16
ENG 17
ENG 18
ENG 19
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ENG 13
ENG 14
ENG 15
ENG 16
ENG 17
ENG 18
ENG 19
TITLE
Reimbursement of Councillor’s Expenses
Councillor’s Use of Council Facilities
Councillors Communication Equipment
Deleted - 18 October 2004 (CS52/10/04)
Requests For Reports By Councillors
Conferring of Honours
Public Question Time
October Council and Committee Meetings
Communication between Councillors and Staff
Councillor Communications
Councillors’ Lounge – Use in conjunction with
meetings/events
Promotional Presentation Gifts – Sale of
Orderly Conduct of Meetings
Provision and Use of Mayoral Vehicle
Recognition of Service by Councillors
Councillor Referrals to Standing Committees
Taking of Flora
Standard Crossovers
Road Closures for Events
Footpath/Kerb Security Deposits and Bonds
Tendering and Purchasing
Deleted - 23 March 2009 (CA2/3/09) Refer to
ADM19
Street Tree Management – Removals and
Replacements, Trees in Streets, Ways and Reserves
Public Access Ways – Management
Fireworks
Managing Phytophthora Dieback
Hire of Local Government Property & Equipment
Deleted - 4 March 2003 (CS6/2/03) Refer to
RECN4
Street Lighting Requests
Resumptions
Asset Management Vision
Landscaping
Constructed Waterbodies
Graffiti
Footpaths (In Progress)
CCTV
MCCTV
POLICY
MGNT PRACTICE
FINANCE (FIN)
FIN 1
FIN 1
FIN 2
FIN 2
FIN 3
FIN 4
FIN 4
FIRE CONTROL (FIRE)
FIRE 1
FIRE 1
FIRE 2
FIRE 3
FIRE 4
FIRE 3
FIRE 4
HEALTH (HLTH)
HLTH 1
HLTH 2
HLTH 2
HLTH 3
HLTH 4
HLTH 3
HLTH 5
HERITAGE (HTG)
HH 1
HH 2
HH 2
HH 2
HTG 1
HTG 2
HTG 1
HTG 2
LIBRARY (LIB)
LIB 1
LIB 2
LIB 3
LIB 2
LIB 3
RECREATION (RECN)
RECN 1
RECN 1
RECN 2
RECN 2
RECN 3
RECN 3
RECN 4
RECN 5
RECN 6
RECN 7
RECN 4
RECN 5
RECN 6
RECN 7
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TITLE
Officer Telephone Accounts
Severance Payments to Officers
Payments to Members of Committees Who Have a
Disability
Investments
Firebreaks
Brigade Acquisition of Appliances, Equipment &
Apparatus Deleted - 9 February 2009 (C3/2/09)
Training and Qualifications
Health Declaration
Smoke Free Outdoor Areas
Advice to the Public on Collection & Disposal of
Improperly Discarded Sharps Deleted - 28 March
2011 (D21/3/11)
Alcohol Risk Minimisation
Occupation of a Caravan Other than at a Caravan
Park
Smoke Free Workplace
History House Collection Deleted – 10 April 2012
(C21/4/12)
History House Display Deleted – 10 April 2012
(C21/4/12)
Movable Heritage Collection
Local Studies Library Collection
Displays of Arts and Crafts in Library
Buildings
Library Public Notice Boards
Public Internet Use
Lighting on Sporting Reserves
Sponsorship Recognition Deleted - 8 March 2010
(C7/3/10) Refer to COMD 5
Club/Community Group Application(s) for Council
Support of Capital Works Projects
Hire of Halls and Buildings
Provision of Goal Posts and Structures
Recreation Fees and Charges
Major Event Sponsorship
POLICY
ADM 1 – Staff Resignation Gifts
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To recognise the contribution made by long serving employees to the organization.
Policy
The Chief Executive Officer may approve presentation of a Council gift, to a value of $15 for
each year of service to a maximum of $300, for staff terminating their employment with the
City after at least 7 years service.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
M1
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
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Council Meeting of:
4 March 2003 (C6/2/03)
Amended - 19 April 2004 (CS14/4/04)
23 July 2012 (CS64/7/12)
POLICY
ADM 2 – Property Lease Rentals
Management Practice
ADM 2
Relevant Delegation
N/A
Rationale
To encourage community groups to accept the responsibility for a lease, which in turn
provides them with security of tenure.
Policy
The City has a preference to lease, where possible, land and/or facilities under City
ownership or control to non commercial groups/organizations, by charging rentals at a rate
less than market valuation and subsidising legal costs incurred in the establishment of the
lease.
Such assistance shall be in accordance with the following Schedule and current Management
Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
M3, M12
Last Reviewed
4 March 2003
Next Review Date
4 March 2005
Council Meeting of:
4 March 2003 (C6/2/03)
Authority
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SCHEDULE
ADM 2 - Property Lease Rentals
Rental Classification
(a)
Community groups/Associations
(b)
Sporting clubs/Associations with no liquor licence
(c)
Sporting clubs/Associations with liquor licence
(d)
Commercial enterprises and Government departments
(minimum)
$50 per annum
$100 per annum
$500 per annum
Market Valuation
Council Contribution to Legal Costs
(a)
(b)
(c)
Community groups/Associations
Sporting clubs/Associations with no liquor licence
Sporting clubs/Associations with liquor licence
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100%
75%
50%
POLICY
ADM 3 – Conferences, Seminars and
Training
Management Practice
ADM 3
Relevant Delegation
N/A
Rationale
To support the professional development of both staff and councillors by maintaining an
environment of innovative thought in which employees and councillors can develop and
endorse policies and programmes that will improve the services provided and the quality of
life for residents in the City of Armadale.
Policy
Council will support and fund the attendance by councillors and staff at conferences,
seminars and other training opportunities in order to enhance the professional and technical
expertise within the organization.
Such assistance shall be in accordance with current Management Practices.
Related Local Law
N/A
Related Policies
EM 1
Related Budget Schedule
Various schedules
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
23 July 2012 (CS64/7/12)
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POLICY
ADM 4 – Staff Study Time
Management Practice
ADM 4
Relevant Delegation
N/A
Rationale
To encourage the professional development of staff.
Policy
The City will provide assistance to staff for study that is relevant to an employee’s career
development and of benefit to the City or local government generally.
Assistance will be provided in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
23 July 2012 (CS64/7/12)
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POLICY
ADM 5 – Staff Establishment Levels
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To ensure that adequate resources are available to undertake the day-to-day tasks of the City
in an efficient manner.
Policy
Staff establishment levels are to be reported annually, as part of the budgetary process.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of :
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/06)
23 July 2012 (CS64/7/12)
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POLICY
ADM 6 – Recognition of Achievement in
the Community
Management Practice
ADM 6
Relevant Delegation
N/A
Rationale
To recognise the contribution made to the community by individuals and organizations.
Policy
The City will support a system of awards for people and/or organizations who have made an
outstanding contribution to its community. The awards may recognise a high achievement,
citizenship or a contribution to the environment.
Selection of the recipients of this award will be in accordance with the current Management
Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/063
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
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POLICY
ADM 7 – Defence and Emergency Service
– Staff Paid Leave For Volunteer Duty
Management Practice
ADM 7
Relevant Delegation
N/A
Rationale
To recognise the important community role performed by staff who volunteer for Defence
Reserve and Emergency Services organizations.
Policy
Council will allow staff who are registered volunteer members of the Defence reserve or an
emergency service to respond to official emergency situations during normal working hours
and where approval has been given in accordance with the current Management Practices,
Council will protect staff by ensuring that their normal salary or wages are maintained.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
23 July 2012 (CS64/7/12)
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POLICY
ADM 9 – Vehicle Use
Management Practice
ADM 9
Relevant Delegation
N/A
Rationale
To achieve higher levels of productivity, more flexible work practices and to remain
competitive in the employment market by offering varying levels of vehicle usage to new and
existing key personnel.
Policy
The City may provide specified staff with a council vehicle for either commuting or private
use on the basis of work requirement or as part of a salary package.
The provision and use of such vehicles shall be in accordance with the current Management
Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Various schedules
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
23 July 2012 (CS64/7/12)
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POLICY
ADM 10 – Use of Council Crest and Logo
Management Practice
ADM 10
Relevant Delegation
N/A
Rationale
To ensure that Council maintains control over the use of the City’s crest, by others.
Policy
The Council Crest shall only be used by special permission of Council.
The use of the Crest and/or Logo by organizations may be considered under the following
circumstances:
•
The request to be for a specific purpose and be associated with the applicant’s normal
activity.
• The use to have the effect of promoting the district to people or target groups living
both inside and outside of the district.
• Applications from non-profit or altruistic organizations to have their main centre of
activity located within the district.
Any approval is to be in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 March 2007 (CS23/3/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
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POLICY
ADM 11 – Vesting of Crown Reserves
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To establish clear guidelines for the determination of whether or not Council should accept
the vesting of unvested Crown reserves.
Policy
The City will accept management responsibility for Crown Reserves in Urban areas where:a)
Such reserves are identified as public open space and/or drainage in an
adopted Structure Plan or Town Planning Scheme.
or
b) The reserves are Public Open Space that do not form part of (a) above but satisfy
the criteria as outlined in the following Schedule.
Acceptance of the management responsibility for Crown reserves in non Urban areas and
drainage reserves shall be based on each individual application.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
16 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
23 March 2009 (D23/3/09)
16 July 2012 (D1/7/12)
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SCHEDULE
ADM 11 – Vesting of Crown Reserves
SOCIAL/RECREATIONAL CRITERIA
Adequate provision of different types of POS
The adequacy of open space for active and passive recreation should be considered in
accordance with Table 1 and the comments below.
Except where Regional Open Space is in part designated as District or Neighbourhood Open
Space, active and passive recreation needs should be adequately catered for before setting
aside parkland for Regional Open Space purposes.
Table 1:
Park types, key recreational functions, adequacy provisions and specific
suitability criteria.
Park Type
Area
Key
recreational
functions
Local
Less than
4000m2
Children’s
playgrounds and
resting places,
small intimate
places
Neighbourhood 4-5000m2
Children and
adolescents play
areas (eg
Skateboards,
kites,
playgrounds)
resting places,
small intimate
places
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Adequacy/provision Specific
criteria
suitability
criteria &
notes
Should not be
accepted unless
there are
inadequate
Neighbourhood
Parks. Other
criteria as per
Neighbourhood
Parks
Maximum 400m
Should have at
walk, from most
least 75% of
dwellings, serves
boundary with
about 600 houses.
surveillance (ie
District Distributors houses facing
and other major
park). Soil
roads should be
types should be
identified as barriers suitable for
to walking.
facilities such
as playgrounds
etc.
District
2.5-4 ha
Grassed areas for
informal games,
organised sport,
hard surfaces for
games such as
netball.
Maximum 600m
walk, from most
dwellings, serves
about 1,800 houses.
Community
facilities sites
Approximately Places/community Maximum 600m
5000m2
centres,
walk from most
playgroups,
dwellings, serves
services etc
about 1,800 – 3000
houses.
Should
preferably be
associated
with schools.
Adequate
water supply
(eg
groundwater)
needs to be
available.
Soil types
must be
capable of
supporting
grassed areas.
Natural and
human made
differences in
elevation
desirable, but
site needs to
be able to have
flat areas for
sporting fields.
Suitability criteria (ie Quality)
Open space primarily set aside in response to Functional and environmental criteria (see
below) can only be included as part of Social/Recreational Open Space if its role and function
is compatible. For example, a watercourse buffer that is not steep and vegetated may provide
a Local Park function. Multiple use of Public Open Space should be maximised.
All Public Open Space to be included as part of Social/Recreational Open Space must not:
•
•
•
Be located under powerlines;
Have steep grades (more than 1:12);
Be geologically unstable, prone to waterlogging or have unsuitable fill or materials
(eg stones) that would inhibit development.
Open space that has the above characteristics should not be accepted unless it has a particular
functional or environmental value (see Functional and environmental criteria below).
The shape of the open space is a consideration for all park types, but no specific criterion has
been developed.
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FUNCTIONAL AND ENVIRONMENTAL CRITERIA
Sites selected based on functional and environmental criteria fulfil a specific function such as
environmental protection, environmental management, linear open space or cultural heritage
protection by virtue of the site’s characteristics or location.
Unless otherwise indicated, land area and vegetation condition is not a criterion for the
following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Is the land within the historical extent of the Forrestfield, Guildford of Swan
Vegetation Complexes and covered with more than 1200m2 of vegetation in Fair
to Good condition (ie weed cover less than 20%)?
Is the land within:
• 50m of the centreline of a drain or watercourse with permanent water
• 50m of the high water mark of a Conservation category wetland
• 50m of the high water mark of a lake covered by the Environmental Protection
(Swan Coastal Plain Lakes) Policy 1992
• 30m of a seasonally flowing drain or watercourse
• 10m of a drain or watercourse that flows in response to specific rainfall events.
If the land has vegetation in Fair to Good Condition and lies within the
Environmental Protection (Peel Inlet – Harvey Estuary) Policy 1992 area indicate
a yes response only if:
• The land cannot be protected by other means; or
• The land is to be given up as part of subdivision.
Is the land valuable as a fauna link (see Draft Green Link Strategy Plan)?
Is the land required for urban stormwater quality management purposes?
Is the land adjacent to existing publicly owned bushland (eg owned or vested in
the City or part of the Jandakot or Darling Range Regional Park)? If so, identify
if there is a benefit in locating public open space next to the Regional Park as a
buffer. If the land is bushland vegetation in Fair to Good condition (ie weed cover
less than 20%) it should be accepted.
Is the land identified as significant from a social, cultural, historical, scientific or
landscape perspective (Check Municipal Heritage Inventory, Aboriginal Sites
Register, Australian Heritage Commission Register, City of Armadale Rural
Strategy)?
Does the area contain locally significant stands of trees?
Does the land form part of an existing or potential network of linear open space or
trails (eg walking, cycling or bridle paths)?
Is the land identified for protection in the City’s Local Biodiversity Strategy or
other documents?
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ECONOMIC CRITERIA
The following economic criteria should be utilised in determining the location and
arrangement of Public Open Space:
•
Public Open Space that can serve both Functional/Environmental purposes
and Social/Recreational purposes in a compatible manner should be identified.
Multipurpose Public Open Space is preferable to single-purpose open space (ie
integration of POS functions should be maximised).
• Where Functional open space (eg for vegetation protection) of less than
4000m2 is identified, opportunities to expand it so that it can also fulfil
Social/Recreational Open Space needs as well should be accepted and sought.
• District Open Space should preferably be associated with schools to maximise
usage. Shared facilities are preferable, and opportunities for partnerships in
management should be identified.
• Soil types and the presence of materials such as stones, rubble and the like are
considerations for Neighbourhood and District Open Space because these
affect the economics of park development.
For new structure plans and subdivisions the following principles should be applied:
•
•
•
•
•
•
Sharing of facilities owned by the City of Armadale, State Government,
Commonwealth Government and private organizations is encouraged.
Acquisition costs should be minimised.
Developer contributions to the enhancement of POS should be appropriately
sought.
Accept cash-in-lieu of POS in cases where there is already adequate POS, or
POS is less than 4000m2 and cannot be joined to existing POS or where it is
identified by the TPS, Structure Plan or there is other planning rationale.
Management Orders (i.e. vesting) for POS in new subdivision areas need to be
accepted, notwithstanding the fact that the subdivider is obliged to maintain
the POS for a period of two (2) years from the date of subdivision approval.
The two issues are addressed separately.
For POS areas not in Urban areas and either historical or otherwise,
acceptance of Management Orders should be treated on their merits.
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POLICY
ADM 12 – Acting “Senior” Positions
Management Practice
ADM 12
Relevant Delegation
N/A
Rationale
To formalise an agreed scheme of arrangements for the relief of designated senior employees
who are absent on leave.
Policy
Relief arrangements made for the Chief Executive Officer and designated ‘Senior’ employees
who are on leave are to be by Council resolution.
Arrangements shall be in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
23 July 2012 (CS64/7/12)
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POLICY
ADM 13 – Petitions in City Premises
Management Practice
N/A
Relevant Delegation
N/A
Rationale
It is reasonable to expect that the public would view a petition placed in any of the City’s
premises as having Council’s support which may not be the case hence the need for Council
to approve all petitions prior to their placement in any of the City’s premises.
Policy
Petitions or other materials soliciting support will not be placed in premises under the care,
control or management of the City without the prior permission of Council.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
23 July 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/06)
28 April 2009 (CS43/4/09)
28 May 2012 (CS40/5/12)
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POLICY
ADM 14 – Safety and Health
Management Practice
N/A
Relevant Delegation
N/A
Rationale
The City of Armadale is committed to providing a safe and healthy work environment for all
employees, contractors and visitors. All levels of management and supervisors are
responsible for ensuring that reasonable efforts are made to minimise the potential for injury
or illness within their area of responsibility.
Policy
All employees, regardless of status, must recognise that they are responsible for their own
safety and that of their co-workers. The safety committee, safety and health representatives,
management and employees must co-operate and work collectively with a “team spirit”.
The objectives are to:
•
•
•
•
•
•
Establish and actively seek to have all employees adopt safe work practices and
procedures.
Provide employees with adequate information, training and supervision to ensure they
are competent to perform their duties in a safe manner.
Build a safety culture where all employees are dedicated to minimising the risk of
injury, illness or damage to plant and property.
Identify. And then eliminate and/or control workplace hazards, so far as is practicable.
Encourage all parties involved to actively participate in the continuous improvement
of safety and health standards in the workplace.
Ensure compliance with the relevant Occupational Safety and Health legislation,
Australian Standards, Codes of Practice and Guidance Notes.
This policy shall be reviewed annually to ensure legislative compliance is met.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
3 August 2005
Next Review Date
3 August 2006
Authority
This Policy is currently under review
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POLICY
ADM 15 – Record Keeping Policy
Management Practice
ADM 15
Relevant Delegation
N/A
Rationale
To define the principles that underpin the City’s records keeping function and the role and
responsibilities of those individuals who manage or perform record keeping processes on
behalf of the City and to establish a framework for the reliable and systematic management of
the City’s records in accordance with legislative requirements and best practice standards
Policy
All Elected Members, staff and contractors will create full and accurate records, in the
appropriate format, of the City’s business decisions and transactions to meet all legislative,
business, administrative, financial, evidential and historical requirements.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 May 2012
Next Review Date
March 2015
Authority
Council Meeting of:
2 February 2006 (C6/1/04)
17 July 2006 (CS73/7/06)
28 April 2009 (CS43/4/09)
28 May 2012 (CS40/5/12)
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POLICY
ADM 16 – Equal Employment
Opportunity
Management Practice
ADM 16
Relevant Delegation
N/A
Rationale
To outline the City’s commitment to Equal Opportunity as an employer and as a service
provider to the community.
Policy
The City recognises its legal obligations under the Equal Opportunity Act, 1984 (as amended)
and will actively promote the principles of equity and diversity in the workplace. This means
that the City aims to provide a work environment that fosters good working relationships
where employees, contractors and volunteers are treated fairly and equally and that unlawful
discrimination does not take place.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 May 2012
Next Review Date
March 2015
Authority
Council Meeting of:
21 November 2005 (CS102/11/05)
23 July 2012 (CS64/7/12)
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POLICY
ADM 17 - Legal Representation
Management Practice
ADM 17
Relevant Delegation
N/A
Rationale
To facilitate full, frank and impartial decision-making and actions by relevant persons
(meaning current and former serving councillors, non-elected members of Council
Committees and employees) in the performance of their roles and responsibilities in pursuit
of good government of persons in the City.
Policy
The City will fund or partly fund the cost of providing legal representation for relevant
persons in circumstances as described in the related Management Practice.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 March 2014
Next Review Date
March 2017
Authority
Council Meeting of:
21 May 2007 (CS40/5/07)
28 March 2011 (CS26/43/11)
24 March 2014 (CS22/3/14)
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POLICY
ADM 18 – Common Seal
Management Practice
ADM 18
Relevant Delegation
N/A
Rationale
To provide greater clarity, consistency and efficiency as to the proper and authorized use of
the City’s Common Seal.
Policy
The Chief Executive Officer may by general authority of Council, affix the City’s Common
Seal to the documents as listed from time to time, in the SCHEDULE as attached to this
Policy.
A list of the documents to which the City’s Common Seal has been affixed by general
authority of Council in accordance with this Policy, shall be reported monthly to Council for
information purposes.
.
Related Local Law
Standing Orders Local Law
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 March 2014
Next Review Date
March 2017
Authority
Council Meeting of:
19 May 2008 (CS57/5/08)
28 March 2011 (CS26/43/11)
24 March 2014 (CS22/3/14)
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SCHEDULE
ADM 18 – Common Seal
Documents to Which the Common Seal May be Affixed under General Authority of
Council
1. Restrictive Covenants – under s.129BA of the Transfer of Land Act 1893 and any
discharge or modifications of covenants;
2. Lodgement, modification and withdrawal of Caveats;
3. Lodgement, modification and withdrawal of Memorials;
4. Leases where Council has previously resolved to enter into including renewals,
extensions or modifications of leases;
5. Deeds of Agreement, Development Contribution Deeds and Deeds of Release;
6. Licences;
7. Covenants and any discharge or modification of covenants;
8. Easements and the surrender or modification of easements;
9. Notifications on title and withdrawal or modification of notifications;
10. Rights of Carriageway agreements and withdrawal or modification of Rights of
Carriageway agreements;
11. Reciprocal Access agreements and withdrawal or modification of Reciprocal Access
agreements;
12. Management Statements and withdrawal or modification of Management Statements;
13. General Legal and Service Agreements;
14. Transfer of land documents where Council has previously resolved to either purchase
or dispose of land or land is being transferred to the City for a public purpose;
15. Debenture documents for loans which Council has resolved to raise;
16. New Funding or Contracts of Agreement between the Council and State or
Commonwealth Governments or Private Organisations for programs to which Council
has previously adopted, or additions to existing programs, which in the view of the
Chief Executive Officer are in accordance with the original intent of the adopted
program;
17 Town Planning Scheme Amendments;
18. Any other documents stating that the Common Seal of the City of Armadale is to be
affixed or arising from conditions of subdivision, survey strata, strata title or
development approvals or provisions of a Structure Plan or Detailed Area Plan.
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POLICY
ADM 19 – Procurement of Goods and
Services
Management Practice
ADM 19
Relevant Delegation
Chief Executive Officer
Rationale
To:
•
Deliver value for money using a best practice approach to the procurement of all goods
and services;
•
Ensure consistency for all purchasing activities.
•
Provide compliance with the Local Government Act 1995 and the Local Government
(Functions and General) Regulations 1996
•
Ensure that the City considers the environmental impact of the procurement process
across the life cycle of the goods and services procured.
Policy
The City is committed to operating efficient, effective, economical and sustainable
procedures for the procurement of all goods and services and adopts a value for money
approach, which allows the best possible procurement outcome to be achieved.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 May 2012
Next Review Date
March 2015
Authority
Council Meeting of:
23 March 2009 (CA2/3/09)
28 May 2012 (CS40/5/12)
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POLICY
ADM 21 – Authority to Sign Documents
Procedure
ADM 21
Relevant Delegation
N/A
Rationale
To provide greater clarity, consistency and efficiency as to the proper and authorised signing
of documents in the course of the City’s day-to-day business affairs.
Section 9.49A of the Local Government Act 1995 refers, i.e. 9.49A. Execution of documents
states in part:
(1)
(4)
A document is duly executed by a local government if —
(b)
it is signed on behalf of the local government by a person or persons
authorised under subsection (4) to do so.
A local government may, by resolution, authorise the chief executive officer, another
employee or an agent of the local government to sign documents on behalf of the local
government, either generally or subject to conditions or restrictions specified in the
authorisation.
Policy
The Chief Executive Officer has authority to sign all documents on behalf of the City of
Armadale other than documents requiring the City’s Common Seal – refer to Council Policy
ADM 18.
The Executive Directors have authority to sign documents on behalf of the City of Armadale
that are within the scope of their position descriptions, but this authority does not extend to
the following document types :1. Documents requiring the City’s common seal
2. Employment contract offers, employment terminations and employee salary
reclassifications;
3. Contracts arising from tendering decisions made by Council;
4. Correspondence to state and federal members of parliament;
5. Funding/grant applications and agreements where the dollar value of the application
or agreement is greater than $100,000;
6. Prosecutions through the courts unless specifically authorised by Council.
This Policy is to read in conjunction with Policy ADM 18 – Common Seal.
Version: 01:01:B
.Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
22 February 2013
Next Review Date
March 2016
Authority
Council Meeting of:
22 February 2013 (CS17/2/13)
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POLICY
ADM 22 - Social Media Policy
Management Practice
ADM 22
Relevant Delegation
N/A
Rationale
To set the backdrop for and define the City’s future strategic approach to use of Social Media
Policy
The City of Armadale will develop, monitor and maintain a corporate, strategic social media
presence to enhance and promote City activities, services and facilities and to facilitate City
participation in online conversations with the community, stakeholders and potential residents,
business owners and visitors.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
22 April 2014
Next Review Date
March 2017
Authority
Council Meeting of
28 April 2014 (C28/4/14)
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POLICY
COMD 1 – Requests For Financial
Assistance
Management Practice
COMD 1
Relevant Delegation
Chief Executive Officer
Rationale
Council is committed to recognising, and assisting individuals, groups and organisations that
provide services and support to residents of the City of Armadale.
This policy guides how Council responds to requests for financial assistance from
individuals, groups and organisations in line with the City’s Community Strategic Plan. The
policy aims to optimise the use of Council funds and to support capacity building of
community groups and organisations.
Policy
Council will consider requests for assistance according to the following categories:
1. Donation
2. Community grant
3. Annual contribution
Within each category there are criteria
against which requests must be assessed.
These criteria are outlined in the
Management Practice.Related Local
Law
N/A
Related Policies
N/A
Related Budget Schedule
Community Development
Last Reviewed
24 March 2014
Next Review Date
March 2017
Authority
Council Meeting of :
3 May 2004 (C59/4/04)
6 March 2007 (C14/2/07)
8 March 2010 (C7/3/10)
19 December 2011 (C41/12/11)
24 March 2014 (C8/3/14)Council Meeting of
28 April 2014 (C28/4/14)
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POLICY
COMD 2 - Community Consultation
Management Practice
COMD 2 – 1 COMD 2 - 2
Relevant Delegation
N/A
Rationale
Council is committed to maintaining dialogue with its community to understand their needs
and expectations. In achieving its Strategic aims, Council recognises the need to consult with
its community and encourage community participation so as to enhance its decision-making.
This policy provides the framework and principles for undertaking community consultation
and encouraging participation.
Policy
Council will be guided by the following principles in relation to community consultation.
Council will:
•
•
•
•
•
•
•
Keep the community informed of decisions made and actions taken in relation to its
activities, listen to and acknowledge concerns, and provide feedback on how public
input influenced the decision.
Encourage participation as appropriate.
Be open and honest about the purpose of any consultation activity so as to be
transparent with its decision making processes.
Use a range of approaches to engage community views and enable everyone
interested to contribute.
Allow sufficient time to consult effectively.
Undertake to make balanced decisions using the outcomes of community consultation
whilst taking into account other influences such as budget constraints, statutory
obligations and strategic directions.
Strive to continuously improve its community consultation methods.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Community Development
Last Reviewed
12 May 2014
Next Review Date
March 2017
Authority
Version: 01:01:B
Council Meeting of:
3 December 2007 (C68/11/07)
8 March 2010 (C7/3/10)
12 May 2014 (C20/5/14)
POLICY
COMD 3 – Volunteer Involvement
Management Practice
COMD 3
Relevant Delegation
N/A
Rationale
To establish a framework that respects and protects the relationship between the City and its
volunteers and recognises the valuable contribution made by volunteers in the community.
Policy
The City of Armadale will develop and implement procedures that define and acknowledge
both the roles and responsibilities of its volunteers and those of the City as a volunteer host
organisation.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
March 2012
Next Review Date
March 2015
Authority
Council Meeting of:
14 September 2009 (C36/9/09)
12 March 2012 (12/3/12)
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POLICY
COMD 4 – Art Collection Policy
Management Practice
COMD 4
Relevant Delegation
N/A
Rationale
The City of Armadale Art Collection has evolved as the City has grown and developed
and is an indication of its evolving cultural identity.
To provide clear collection and management guidelines in relation to the current and
future acquisitions of the City’s Art Collection.
Policy
To ensure that the City Art Collection is as a collection of aesthetic and artistic
excellence, Council will:
•
•
•
•
•
•
Acquire and preserve items that create a diverse and varied collection of varying
themes and mediums.
Acquire and preserve items that express the social, environmental and cultural
heritage of the City of Armadale.
Promote increased understanding and enjoyment of contemporary art by making the
Art Collection accessible to the community.
Consider outward loans of the Art Collection subject to certain criteria, including
reciprocal lending.
Encourage discussion, critical dialogue and education about the art collection.
Consider acquisitions through donations and bequests.
Related Local Law
N/A
Related Policies
H1, HH2
Related Budget Schedule
N/A
Last Reviewed
8 April 2013
Next Review Date
March 2016
Authority
Council Meeting of:
8 February 2010 (C1/2/10)
8 April 2013 (C13/4/13)
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POLICY
COMD 5 – Sponsorship of the City’s
Events, Programs, Facilities and
Publications
Management Practice
COMD 5
Relevant Delegation
N/A
Rationale
To increase the revenue available for City’s Cultural Events, Programs, Publications,
Facilities, and encourage positive corporate relations between the City and the business
community.
Policy
Council supports and encourages the seeking of corporate sponsorship of Council’s Events,
Programs, Facilities or Publications as a means of financially supplementing the revenue of
those activities and thus potentially reducing the direct cost to the City.
Council approves the use of the sponsor’s logo, by-line or slogan as a means of sponsorship
recognition in accordance with the current management practice.
Council will not consider sponsorship proposal that promotes alcohol or tobacco products or
any other socially inappropriate product or service.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Tourism
Last Reviewed
12 May 2014
Next Review Date
March 2017
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
3 September 2007 (C54/8/07)
8 March 2010 (C7/3/10)
12 May 2014 (C20/5/14)
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POLICY
DEV 1 – Street Numbering
Management Practice
DEV 1
Relevant Delegation
N/A
Rationale
To provide a consistent and clear procedure for the street numbering of properties within the
City of Armadale.
To ensure that the requirements of Emergency Service Responders and other service
providers are met.
Policy
Street numbering and addressing through the City is to be in accordance with the current
Management Practice, and is based on the Australian/New Zealand Standard ‘Geographic
Information – Rural and Urban Addressing’ AS/NZS 4819:2003, or any superseding standard
adopted.
The City’s responsibilities include confirming street numbers for new subdivisions, and
advising landowners, authorities and service providers of any changes to existing street
numbers.
Requests to change a street number may be considered in accordance with the current
Management Practice.
Related Local Law
Street Numbering
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
25 February 2013
Next Review Date
March 2016
Authority
Council Meeting of:
23 August 2010 (D68/8/10)
25 February 2013 (D9/3/13)
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POLICY
DEV 2 - Naming Of Roads,Parks, Places
and Buildings
Management Practice
DEV 2
Relevant Delegation
N/A
Rationale
To provide a consistent framework for the naming or renaming of Roads, Parks, Places and
Buildings owned or managed by the City. To enable the acknowledgement of local history,
recognise the contribution of individuals to the community and facilitate the identification of
parks and reserves in the City.
Policy
Proposed names for facilities developed and owned by the City or roads located within the
City, shall be in accordance with the current Management Practice and Geographic Names
Committee Guidelines. The following will be taken into consideration:
a)
The locality within which the facility is situated (eg – Kelmscott Hall);
b)
Any historical events associated with or near the site (eg – Martin’s Cairn, Cole’s
Shaft);
c)
Indigenous and cultural heritage relevant to the site (eg - Minnawarra Park, Migrant
Park);
d)
Marketing opportunities for the City (eg - Armadale Arena);
e)
Pioneering families (family names only) associated with the immediate area (5-10
kilometres radius) (eg - Fancote Park);
f)
Social or calendar events relevant to the place or building (eg – Kelmscott
Agricultural Showgrounds);
g)
Individuals who have contributed substantially to the community, including business
owners and service providers (eg - Harold King Community Centre); and
h)
Road name theme suitability of the proposed development and associated location.
A list will be updated / maintained by the City of names suitable for the naming of Roads,
Parks, Places and Buildings. Preference should be given to the application of names on this
list. Compilation of the list of names shall follow the Geographic Names Committee of
Western Australia’s Principles, Guidelines and Procedures (as amended).
Version: 01:01:B
For the purposes of this policy a “Place” is a geographical location such as a town or area.
Any approval by the City for the naming of Roads, Park, Place or Building is to be in
accordance with the current Management Practice and the Geographic Names Committee
Guidelines.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 July 2014
Next Review Date
March 2017
Authority
Council Meeting of:
28 February 2011 (D14/2/11)
28 July 2014 (D38/7/14)
Version: 01:01:B
POLICY
EM 1 – Reimbursement of Councillor’s
Expenses
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To ensure councillors are not disadvantaged financially for the work undertaken in their
voluntary capacity as Council Members.
Policy
The City will consider reimbursing Elected Members for expenses incurred whilst conducting
Council business, which are not prescribed expenses and which are not otherwise recoverable
under an insurance policy.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Council Members
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/06)
24 May 2010 (CS51/5/10)
24 June 2013 (CS58/6/13)
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POLICY
EM 2 – Councillor’s Use of Council
Facilities
Management Practice
EM 2
Relevant Delegation
N/A
Rationale
To assist councillors in fulfilling their role as defined under section 2.10 of the Local
Government Act 1995.
Policy
Council members shall be allowed free use of Council facilities in accordance with the current
Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Council Members
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
19 March 2007 (CS23/03/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
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POLICY
EM 4 – Requests For Reports by
Councillors
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To ensure that appropriate protocols are maintained in communication between Councillors
and officers.
Policy
All requests by Councillors for reports from officers are to be directed through the Chief
Executive Officer or appropriate Executive Director and be made available to all Councillors
when prepared.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 May 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/06)
28 April 2009 (CS43/4/09)
28 May 2012 (CS40/5/12)
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POLICY
EM 5 – Conferring of Honours
Management Practice
EM 5
Relevant Delegation
N/A
Rationale
To recognize recipients who have made an outstanding contribution to the City of Armadale by
bestowing the honours of Freeman of the City, Freedom of Entry and Keys to the City of Armadale.
Policy
The City will consider bestowing the following prestigious honours noting that the bestowing of such
honours carries with it no legal rights or privileges.
Freeman of the City of Armadale
The Freeman of the City honour is to be granted to previously serving Councillors and Officers of the
City and other individuals who are considered by Council to have made an outstanding, significant
and meritorious contribution to the City of Armadale, Western Australia, Australia or world affairs.
Freedom of Entry to the City of Armadale
The Freedom of Entry to the City honour is to be granted to units of the Defence Forces which have a
significant attachment to the City of Armadale, as determined by Council.
Key to the City of Armadale
The Key to the City honour is to be granted to individuals or groups who are considered by Council to
have either:
(i)
reached a high level of achievement and service in their chosen field, or
(ii)
made an outstanding, significant and meritorious contribution to the City of Armadale,
Western Australia, Australia or world affairs.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17July 2006 (CS73/7/06)
19 November 2007 (S97/11/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
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POLICY
EM 6 – Public Question Time
Management Practice
EM 6
Relevant Delegation
N/A
Rationale
To provide for the orderly and fair conduct of public question time.
Policy
•
•
Meetings of the Community Services, Development Services, Technical Services and
City Strategy committees shall be open to the public and include a public question
time.
Unless otherwise determined by the person presiding, or a majority of the members
present, the procedures for public question time at Council and committee meetings
shall be in accordance with the current Management Practices.
Related Local Law
Standing Orders Local Law
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
19 March 2007 (CS23/03/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
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POLICY
EM 7 – October Council and Committee
Meetings
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To enable Council to appropriately conclude its business prior to a new Council being
elected.
Policy
During a Council election year, meeting dates be set such that all October Standing
Committee meeting business is reported to a Council meeting to be held prior to the election
date.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/06)
19 March 2007 (CS23/03/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
Version: 01:01:B
POLICY
EM 8 –Communication Between
Councillors and Staff
Management Practice
EM 8
Relevant Delegation
N/A
Rationale
To ensure that appropriate protocols are maintained in communications between Councillors
and Officers.
Note: Section 5.41 of the Local Government Act stipulates that the CEO is responsible for
…”management, supervision and direction…” of Council employees.
Policy
•
•
All communication to staff should (technically) be via the CEO. For practical reasons
however, specific requests and/or queries may be forwarded to the relevant Director
through a Councillor Memo.
The procedure for communication between Councillors and staff shall be in accordance
with current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
5 April 2004 (CS10/3/04)
19 March 2007 (CS23/03/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
Version: 01:01:B
POLICY
EM 9 – Councillor Communications
Management Practice
EM 9
Relevant Delegation
N/A
Rationale
To provide Councillors with modern communication technologies at their place of residence,
thus enhancing their role as Councillor by facilitating communications between the
community and the Council.
Policy
To reimburse Councillors for modern communication technology expenses incurred in
accordance with current Management Practice.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
18 October 2004 (CS52/10/04)
19 March 2007 (CS23/03/07)
27 April 2010 (CS36/4/10)
24 June 2013 (CS58/6/13)
Version: 01:01:B
POLICY
EM 10 – Councillors’ Lounge – Use in
conjunction with meetings/events
Management Practice
EM 10
Relevant Delegation
N/A
Rationale
To ensure appropriate security is in place and to identify limitations on the use of the
Councillors’ Lounge to enable Elected Members to gain full value and quiet enjoyment from
the facility without being compromised in the discharge of their official duties.
Policy
-
-
On those evenings when Council, Committee meetings or civic occasions are held in the
Administration centre, the Councillors’ Lounge is not accessible to members of the
public, unless they have the express permission of the Mayor or Deputy Mayor and are
accompanied by a Councillor or Officer at all times.
It is not considered appropriate that persons having a specific personal, financial or
proximity interest in a matter currently before Council for consideration be allowed in
the Lounge area.
The protocol to be observed by Members and Officers shall be in accordance with the
adopted Management Practice.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Council Members
Last Reviewed
24 March 2014
Next Review Date
March 2017
Authority
Council Meeting of:
26 April 2005
28 April 2008 (CS37/4/08)
28 March 2011 (CS26/43/11)
24 March 2014 (CS22/3/14)
Version: 01:01:B
POLICY
EM 11 – Promotional Presentation Gifts –
Sale of
Management Practice
EM 11
Relevant Delegation
N/A
Rationale
To assist in promoting, enhancing and maintaining the City’s image, opportunities and
potential both within and outside of the local community, by satisfying genuine and
reasonable demand for Council’s unique promotional products.
Policy
The City will allow the limited sale of promotional presentation gift products produced
specifically for it, to the general public.
Such sales shall be in accordance with prevailing Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Council Members
Last Reviewed
24 March 2014
Next Review Date
March 2017
Authority
Council Meeting of:
26 April 2005
28 April 2008 (CS37/4/08)
28 March 2011 (CS26/43/11)
24 March 2014 (CS22/3/14)
Version: 01:01:B
POLICY
EM 12 – Orderly Conduct At Meetings
Management Practice
EM 12
Relevant Delegation
N/A
Rationale
To foster effective Council decision making via the orderly conduct of Council Meetings,
Committee Meetings and Meetings of Electors.
Policy
While Council encourages broad public consultation and community input to elected
members and officers alike, Council’s decision-making process via its Council Meetings,
Committee Meetings and Meetings of Electors shall not be impaired by the disruptive
behaviour of members of the public attending such meetings. To this end and an aid and
guide to Presiding Members of Council held meetings, a Management Practice has been
developed to guide and assist Presiding Members in coping with instances of disruptive
behaviour by the public.
Related Local Law
Standing Orders Local Law
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 May 2012
Next Review Date
March 2015
Authority
Council Meeting of:
18 April 2006 (CS36/4/06)
28 April 2009 (CS43/4/09)
28 May 2012 (CS40/5/12)
Version: 01:01:B
POLICY
EM 13 - Provision and Use of Mayoral
Vehicle
Management Practice
EM 13
Relevant Delegation
N/A
Rationale
The City has reached a point in its growth and maturity both locally and nationally where it is
reasonable to expect the position of Mayor to be provided with a vehicle for the performance of
the many and varied functions required of the Office of the Mayor.
The number of occasions requiring the presence of the Mayor as the City’s leader and
representative has increased significantly and to continue to expect the Mayor to use his/her
private vehicle for organisational business purposes, is considered no longer reasonable.
Policy
The Mayor’s position shall, for the purposes of carrying out the functions of the Mayoral Office,
be entitled to receive the provision of a fully maintained City owned vehicle to the equivalent
standard of the CEO.
The vehicle provided to the Mayor’s position:
•
•
•
•
is to be in lieu of travel/mileage claims otherwise claimable by the Mayor for use of
his/her personal vehicle;
can be used for private purposes but only on the basis that the cost of that private use
is fully reimbursed by the Mayor to the City;
will not occur at the reduction of the fees, allowances and reimbursements (other than
the travel/mileage claims) otherwise ordinarily payable to the Mayor’s position as
approved by Council in accordance with the relevant provisions of the Local
Government Act 1995; and
will be administered in accordance with the related Management Practice to this
Policy.
Related Local Law
N/A
Related Policies
ADM 9 – Vehicle Use
Related Budget Schedule
N/A
Last Reviewed
28 May 2012
Next Review Date
March 2015
Authority
Council Meeting of:
29 September 2009 (CS97/9/09)
28 May 2012 (CS151/5/12)
Version: 01:01:B
POLICY
EM 14 Recognition of Service by
Councillors
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To recognise the years of service by Councillors, at the end of their elected term as a
Councillor.
Policy
The City may recognise the retirement of a Councillor by way of presentation of a gift in
accordance with section 5.100A of the Local government Act 1995 and regulation 34C of the
Local Government (Administration) Regulations 1996.
The decision on the type of gift to be provided is to be made by the Chief Executive Officer
and the Mayor which may include discussion with the relevant Councillor.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
26 March 2012
Next Review Date
March 2015
Authority
Council Meeting of:
26 March 2012 (CS23/3/12)
Version: 01:01:B
POLICY
EM 15 Councillor Referrals to Standing
Committees
Management Practice
EM 15
Relevant Delegation
N/A
Rationale
To ensure that appropriate protocols are maintained when Councillors refer matters to
standing committees.
Policy
All matters referred to standing committees by Councillors shall be included as a brief
summary in the appropriate Committee agenda and that any additional information is to be
conveyed to all Councillors and the CEO under separate cover prior to the meeting.
The procedure for referring matters to standing committees shall be in accordance with
current Management Practices.
.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of :
26 March 2012 (CS24/3/12)
24 June 2013 (CS58/6/13)
Version: 01:01:B
POLICY
ENG 1 – Taking of Flora
Management Practice
ENG 1
Relevant Delegation
N/A
Rationale
To allow the taking of flora only for the purposes of research, dieback mapping and revegetation
works within the City or for rehabilitation into the wild of rare fauna.
Policy
The City will only permit the taking of flora, cuttings or seed from land owned or vested in
the City only when undertaken for the purpose of research, dieback mapping or revegetation
works within the City, or to assist with the rehabilitation into the wild of rare fauna protected
under State or Federal legislation. Permission will only be given in accordance with the
current Management Practices.
.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
11 February 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
7 June 2005 (T49/05/05)
2 July 2007 (T46/6/07)
9 March 2010 (T20/3/10)
11 February 2013 (T5/2/13)
Version: 01:01:B
POLICY
ENG 2 – Standard Crossover
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To clearly determine the type and material that will be accepted by Council in the construction of
crossovers.
To clearly identify a standard crossover upon which Council will base its contribution as
required by Regulation 15 of the Local Government (Uniform Local Provisions) Regulations.
Policy
Construction of the crossover shall be:
•
•
•
For concrete a minimum of 100 mm thickness concrete for residential crossovers and a
minimum of 150mm thickness for commercial crossovers (where the use is clearly
above residential standard).
For brick/block paved the minimum brick thickness shall be 60mm for residential
crossovers and 75mm for commercial business.
For asphalt the minimum thickness shall be 150mm thick compacted road base with
25mm thickness asphalt for residential crossovers and 200mm thick compacted road
base with 40mm thickness asphalt for commercial crossovers.
Unless otherwise approved all existing paths shall be cut and removed and the crossover
designed to tie in vertically with the cut edge of the path.
Related Local Law
Activities and Trading in Thoroughfares and
Public Places Local Law
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
7 March 2006 (T12/02/06)
9 March 2009 (T18/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 3 – Road Closures for Events
Management Practice
N/A
Relevant Delegation
Chief Executive Officer
Rationale
To ensure that Council is aware of activities being conducted on roads under its care and
management.
Policy
Prior to Council’s approval of an application for road closures for events other than for the
Minnawarra Festival, Australia Day and Armadale Classic, applicants be required to lodge
appropriate fees and charges as determined and advertised by Council in its annual budget
Related Local Law
Activities and Trading in Thoroughfares and
Public Places Local Law
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
7 March 2006 (T12/02/06)
9 March 2009 (T18/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 4 – Footpath/Kerb Security Deposits
and Bonds
Management Practice
ENG 4
Relevant Delegation
Chief Executive Officer
Rationale
To ensure that Council does not suffer financially from any damage caused to footpaths by
builders.
Policy
A footpath security deposit shall be paid by:•
Registered Builders who undertake less than 10 separate projects in the City
per annum;
•
Owner builders;
•
Private below ground swimming pool installers.
A footpath security annual bond shall be paid by Registered Builders who undertake 10 or
more separate projects in the City per annum.
Deposits/bonds shall be handled in accordance with the current Management Practices.
Related Local Law
Activities and Trading in Thoroughfares and
Public Places Local Law
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
14 April 2014
Next Review Date
March 2017
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
7 June 2005 (T49/05/05)
10 March 2008 (T18/3/08)
27 June 2011 (T35/6/11)
14 April 2014 (T19/4/14)
Version: 01:01:B
POLICY
ENG 6 – Street Tree Management –
Removals and Replacements, Trees in
streets, Ways and Reserves
Management Practice
ENG 6
Relevant Delegation
N/A
Rationale
To maintain satisfactory streetscape standards.
Policy
When developing and maintaining streetscapes, the City will ensure that tree management
creates a consistent, coherent streetscape sympathetic to the surrounding neighbourhood.
Such activities shall be in accordance with the current Management Practices.
Related Local Law
Activities and Trading in Thoroughfares and
Public Places Local Law
Related Policies
N/A
Related Budget Schedule
Parks
Last Reviewed
11 February 2013
Next Review Date
March 2016
Authority
Council Meeting of :
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
5 February 2007 (T4/1/07)
9 March 2010 (T20/3/10)
11 February 2013 (T5/2/13)
Version: 01:01:B
POLICY
ENG 7 – Public Access Ways –
Management
Management Practice
ENG 7
Relevant Delegation
N/A
Rationale
To ensure remaining Public Access Ways throughout the City are well maintained.
Policy
Where Council has previously refused to close a public access way it will ensure that the
amenity is well maintained.
It shall be maintained in accordance with current Management Practices.
Related Local Law
N/A.
Related Policies
N/A
Related Budget Schedule
Parks
Last Reviewed
11 February 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
5 February 2007 (T4/1/07)
9 March 2010 (T20/3/10)
11 February 2013 (T5/2/13)
Version: 01:01:B
POLICY
ENG 8 – Fireworks
Management Practice
ENG 8
Relevant Delegation
N/A
Rationale
To identify those reserves on which permission may be granted to hold fireworks displays.
Policy
Council will only approve fireworks displays conducted by community groups, on the
following reserves:
• John Dunn Oval
• Gwynne Park
• Rushton Park
• Frye Park
Minnawarra Park shall only be used for fireworks displays that are under direct control of
Council. Conditions of use are those required for the above reserves.
Any approval shall be in accordance with the current Management Practices.
Related Local Law
Local Government Property Local Law.
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
11 February 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
5 February 2007 (T4/1/07)
9 March 2010 (T20/3/10)
11 February 2013 (T5/2/13)
Version: 01:01:B
POLICY
ENG 9 – Managing Phytophthora Dieback
Management Practice
ENG 9
Relevant Delegation
N/A
Rationale
The City’s vision is for a place combining city living with a beautiful bushland setting, with the
associated aim of enhancing the qualities and benefits of our natural and built environment.
Dieback is known to be a significant threat to bushland in the City of Armadale. Dieback affects
not only Jarrah trees but an array of native vegetation, ecosystems and their dependent fauna and
flora assemblages.
The threat of dieback is cross tenure, both in bushland found in City of Armadale reserves,
Crown lands and private property. Dieback is also a threat to a number of industries such as the
avocado and cut wildflower industries.
The dieback pathogen Phytophthora cinnamomi is spread by soil and water movement. Any
activities which involve the spread of soil have the potential to spread dieback.
Whilst the symptoms of dieback are treatable with the fungicide Phosphite, there is no cure.
Policy
Council seeks to protect native vegetation within the Local Government area by minimising the
risk of introducing and spreading the pathogen in accordance with current Management Practices
Related Local Law
Local Government Property Local Law.
Related Policies
ENG 14
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 Mar 2003 (C6/2/03)
7 June 2005 (T49/05/05)
7 September 2007 (T53/7/07)
23 March 2009 (D23/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 11 – Street Lighting Requests
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To ensure and facilitate initiatives to improve the safety and security of the community by
considering upgrading or improvements of street lighting in accordance with AS 1158
Policy
The Executive Director Technical Services may authorise Western Power to install street
lights at any one location to a maximum capital expenditure of $7,000.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
EDTS Maintenance
Last Reviewed
14 April 2014
Next Review Date
March 2017
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
10 March 2008 (T18/3/08)
27 June 2011 (T35/6/11)
14 April 2014 (T19/4/14)
Version: 01:01:B
POLICY
ENG 12 – Resumptions
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To provide an effective administrative process for the timely acquisition of land for approved
Council projects.
Policy
Where land is required to be resumed for approved Council projects, officers may negotiate
acquisition up to its taxation valuation without reference to Council.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Various Schedules
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
7 March 2006 (T12/02/06)
9 March 2009 (T18/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 13 – Asset Management Vision
Management Practice
ENG 13
Relevant Delegation
N/A
Rationale
To provide clear direction in the provision and management of all Council’s assets
that ensures sustainable outcomes and appropriate levels of service, for present and future
stakeholders.
Policy
The City will undertake to provide the required level of service of the assets and services it is
responsible for, in a whole-of-life and economically sustainable manner. Budgeting priority
will be given to the operation, maintenance and renewal of existing assets and services, and
adequate resources will be provided to manage them in a cost effective manner.
The Policy considers an “Asset”, by definition, to be:
“A physical component of a facility which has value, enables services to be
provided and has an economic life of greater than twelve (12) months.”
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
15 May 2006 (CS48/5/06)
9 March 2009 (T18/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 14 – Landscaping
Management Practice
ENG 14
Relevant Delegation
N/A
Rationale
The City’s vision is for a place combining city living with a beautiful bushland setting, with
the associated aim of enhancing the qualities and benefits of our natural and built
environment.
A landscaping policy provides a mechanism to enhance environmental amenity and civic
pride, create a sense of place, return aspects of biodiversity to local areas, and has significant
effects in respect to water and fertiliser requirements and subsequent off-site impacts such as
nutrient loads that reach our rivers.
Policy
By providing guidance on landscape design the City seeks to:
1.
Meet or exceed the recommended Urban Water Management Strategy target of the use
of 30% native plantings in public open space in the Southern River/ Forrestdale/
Brookdale/ Wungong District Structure Plan area as part of an overall effort to reduce
nutrient export to rivers, whilst providing a planting theme that permits diversity.
2.
Establish a common landscaping theme for industrial areas using local plants and plants
from drier coastal sandplain areas of Western Australia; and
3.
Maintain Roleystone, Karragullen and Bedfordale’s bushland setting and sense of place
by using of local bushland species in landscaping.
Related Local Law
N/A
Related Policies
ENG 6, ENG 9
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
5 February 2007 (T7/01/07)
9 March 2009 (T18/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 15 - Constructed Waterbodies
Management Practice
ENG 15
Relevant Delegation
N/A
Rationale
Constructed waterbodies that are not designed properly or which have water of poor quality
flowing into them present costly ongoing management problems such as mosquitoes and
midge, algal blooms toxic to wildlife and foul odours that are a nuisance to surrounding
residents and potential significant cost to Council which should be incurred by the developer.
Policy
Constructed waterbodies in existing or proposed public open space areas should only be
approved where they satisfy a district recreation need (as per Local Planning Policy PLN 2.9
Landscaping) and are required for irrigation purposes. When considering constructed
waterbodies the City will ensure that prior to their construction that they are designed and can
be managed to so that costly ongoing management problems will not arise.
Constructed waterbodies will be evaluated in accordance with the current management
practice
Related Local Law
N/A
Related Policies
ENG 13 Asset Management Vision, ENG 14
Landscaping, Local Planning Policy PLN 2.9
Landscaping
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
2 February 2007 (T8/1/07)
9 March 2009 (T18/3/09)
10 April 2012 (27/4/12)
Version: 01:01:B
POLICY
ENG 16 – Graffiti
Management Practice
ENG 16
Relevant Delegation
N/A
Rationale
To establish a strategic approach for the management and reduction of graffiti damage.
Policy
The City will manage graffiti by:
1.
2.
3.
4.
Providing a graffiti database for information collection, analysis and reporting.
Ensuring rapid removal of graffiti from Council assets.
Maintaining an efficient Police reporting system.
Providing preventative initiatives such as youth diversionary programs and crime
prevention through environmental design.
5. Providing information and support for graffiti prevention and removal.
6. Engendering community ownership and responsibility.
7. Evaluation and monitoring.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
14 April 2014
Next Review Date
March 2017
Authority
Council Meeting of:
10 March 2008 (C6/3/08)
27 June 2011 (T35/6/11)
14 April 2014 (T19/4/14)
Version: 01:01:B
POLICY
ENG 18 – CCTV
Management Practice
ENG 18
Relevant Delegation
N/A
Rationale
To establish, promote and support a Closed Circuit Television System (CCTV) in partnership
with the Police and other community policing groups that will encourage a safe and
responsible community.
Policy
The purpose of the CCTV system is to assist in deterring and detecting instances of crime and
anti social behaviour, and to reduce the public’s perception of crime and the fear of crime.
The CCTV system will not be monitored by the City on a real time basis for the purposes of
alerting and deploying relevant person/s agencies, rather the system will be used by the City
to aid in gathering evidence against offenders after the event.
The City shall manage the CCTV system in accordance with the current management
practice.
Related Local Law
N/A
Related Policies
ENG 16 - Graffiti
Related Budget Schedule
N/A
Last Reviewed
14 April 2014
Next Review Date
March 2017
Authority
Council Meeting of:
12 September 2011 (T48/9/11)
14 April 2014
Version: 01:01:B
POLICY
ENG 19 – MCCTV
Management Practice
ENG 19
Relevant Delegation
N/A
Rationale
The purpose of the MCCTV system is to deploy mobile cameras in particular areas in order
to assist in deterring and detecting instances of crime and anti social behavior, and to reduce
the public’s perception of crime and the fear of crime.
The MCCTV system will not be monitored by the City on a real time basis for the purposes
of alerting and deploying relevant person/s agencies, rather the system will be used by the
City to aid in gathering evidence against offenders after the event.
The City shall manage the MCCTV system in accordance with the current management
practice.
Policy
To establish, promote and support a Mobile Closed Circuit Television (MCCTV)
in
partnership with the Police and other community policing groups that will encourage a safe
and responsible community.
Related Local Law
N/A
Related Policies
ENG 16 – Graffiti
ENG 18 - CCTV
Related Budget Schedule
N/A
Last Reviewed
16 January 2012
Next Review Date
4 March 2015
Authority
Council Meeting of:
16 January 2012 (T1/1/12)
Version: 01:01:B
POLICY
FIN 1 – Officer Telephone Accounts
Management Practice
FIN 1
Relevant Delegation
N/A
Rationale
To appropriately recompense those officers who are required to receive and/or make after
hours telephone calls as part of their normal duties.
Policy
Council will reimburse designated officers for telephone services at their place of residence
in accordance with the current Management Practices
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Various Schedules
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
19 March 2007 (CS23/03/07)
24 May 2010 (CS51/5/10)
24 June 2013 (CS58/6/13)
Version: 01:01:B
POLICY
FIN 2 – Severance Payments to Officers
Management Practice
FIN 2
Relevant Delegation
N/A
Rationale
To meet the requirements of section 5.50 of the Local Government Act 1995.
Policy
Council will consider severance payments to employees whose employment terminates by
resignation, dismissal or redundancy.
All payments shall be made in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 May 2010
Next Review Date
4 March 2013
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
24 May 2010 (CS51/5/10)
Version: 01:01:B
POLICY
FIN 3 – Payments to Members of
Committees Who Have a Disability
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To facilitate the membership and participation of persons with a disability on Council
established committees, by removing transport cost impediments.
Policy
Council appointed committee members with disabilities who are eligible for the Department
of Transport Taxi Users Subsidy Scheme, shall be entitled to receive a reimbursement from
the City of the difference between a full taxi fare and the subsidy available to them from the
Department of Transport, when attending as members of Council established Committees.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
17 July 2006 (CS73/7/06)
19 March 2007 (CS23/03/07)
24 May 2010 (CS51/5/10)
24 June 2013 (CS58/6/13)
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POLICY
FIN 4 - Investments
Management Practice
FIN 4
Relevant Delegation
N/A
Rationale
Local governments are required to establish and document internal control procedures to
ensure control over investments and that effective and accountable systems are in place to
safeguard the City’s financial standing.
Policy
Municipal, Trust and Reserve funds surplus to the immediate needs of the City may be
invested with approved financial institutions in accordance with current Management
Practices
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
24 June 2013
Next Review Date
March 2016
Authority
Council Meeting of:
20 November 2006 (CA4/11/06)
24 May 2010 (CS51/5/10)
24 June 2013 (CS58/6/13)
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POLICY
FIRE 1 – Firebreaks
Management Practice
FIRE 1
Relevant Delegation
N/A
Rationale
To ensure that all property owners comply with the firebreak notice and ensure that all
precautions are taken to reduce the fire risk.
Policy
Council Rangers shall continue to undertake property firebreak inspections in accordance
with the annual firebreak inspection programme, the Bush Fires Act 1954 and the current
Management Practices during the period of December 1st and March 14th the year following.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Fire Prevention
Last Reviewed
12 May 2014
Next Review Date
March 2017
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
6 March 2007 (C14/2/07)
8 March 2010 (C7/3/10)
12 May 2014 (C20/5/14)
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POLICY
FIRE 3 – Training and Qualifications
Management Practice
FIRE 3
Relevant Delegation
N/A
Rationale
To ensure that volunteer fire fighters are adequately skilled to fulfil their roles and Council
exercises its duty of care.
Policy
Council shall provide sufficient resources to ensure that Volunteer Bush Fire Fighters are
properly trained to perform their tasks in a safe and effective manner and that a basic level of
skills is acquired for all members of the organization.
Training and qualifications shall be in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
12 March 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
6 June 2006 (C34/5/06)
9 February 2009 (C3/2/09)
12 March 2012 (12/3/12)
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POLICY
FIRE 4 – Health Declaration
Management Practice
FIRE 4
Relevant Delegation
N/A
Rationale
To assist in ensuring the protection and safety of brigade members.
Policy
It shall be a requirement for all fire fighting members to complete a Health Declaration in the
form required by Council.
Matters pertaining to the Health Declaration shall be in accordance with the current
Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
8 April 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
6 March 2007 (C14/2/07)
8 March 2010 (C7/3/10)
8 April 2013 (C13/4/13)
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POLICY
HLTH 1 – Smoke Free Outdoor Areas
Management Practice
N/A
Relevant Delegation
N/A
Rationale
The aim of limiting exposure to smoking in outdoor public places under the jurisdiction of
the City of Armadale:
1.
2.
3.
4.
Reduce harm caused by exposure to tobacco smoke.
Raise community awareness of the issues associated with smoking.
Provide community leadership on the issue of protecting health and wellbeing.
Minimise cigarette butt pollution on and near to Council facilities.
Policy
Smoking is not permitted:
1. Within 5 metres of doorways and 10 metres of air intake vents of Council owned
or managed buildings
2. Within the boundaries of the following designated outdoor congregation areas:
a. Youth Activity Area (Orchard Road).
b. Armadale Aquatic Centre
3. At all Council run events on its reserves, parks, ovals and playing fields.
4. On active reserves (sportsgrounds) during sporting and community events.
Appropriate signs and/or stickers will be used to inform the community that these areas are
smoke-free.
Council buildings that are leased, licensed or hired by Council will have smoke-free
clauses inserted into their agreements for use. Otherwise, the policy will primarily be self
regulatory.
Related Local Law
N/A
Related Policies
HLTH 5 - Smoke Free Workplace Policy
Related Budget Schedule
N/A
Last Reviewed
27 February 2012
Next Review Date
4 March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 February 2007 (D15/02/07)
22 June 2009 (CS61/6/09)
27 February 2012 (D8/2/12)
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POLICY
HLTH 3 – Alcohol Risk Minimisation
Management Practice
HLTH 3
Relevant Delegation
N/A
Rationale
The City recognises its obligation to take all reasonable measures to help ensure the
protection of public health and safety in the community through initiatives that promote
responsible alcohol consumption and provide a safe and secure environment.
The effects of alcohol misuse go beyond diseases, accidents and injuries to a range of social,
economic and environmental costs to the City and the community due to anti social
behaviours such as drink driving, violence, crime, vandalism and littering, which can have a
detrimental effect on the community.
The City is in a position to help minimise alcohol related harm through supporting safer
environments for drinking, managing the physical availability of alcohol, and through
environmental design and planning that supports community wellbeing.
Application of Policy
This policy has application throughout the whole of the City.
Policy
The City is committed to support and promote the responsible sale, supply and consumption
of alcohol and to reduce the effects of unhealthy drinking practices. In order to achieve those
outcomes, the City will:
1. Rigorously assess all applications for planning approval of licensed premises, liquor
licences and permits regarding potential unreasonable impacts on the health, wellbeing,
amenity and safety of the community, including internal engagement with relevant
Departments within the City and externally where appropriate with the WA Police
Service, the Drug and Alcohol Office and other agencies;
2. Promote an appropriate mix of land use that will prevent licensed premises having an
unreasonable impact on the health, wellbeing, amenity and safety of the community;
3. Require all liquor licence applicants to demonstrate a commitment to the responsible sale,
supply and promotion of alcohol;
4. Work alongside agencies to help improve public health, community safety and wellbeing
and to assist with the reduction of the harmful effects of alcohol;
5. Reflect community values and expectations in the City's services and programs in
assisting with the management of alcohol and the issues it creates;
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6. Consult with the community and encourage participation to enhance decision making
processes;
7. Advocate on behalf of the community when substantiated complaints have been lodged in
relation to licensed premises; and
8. Promote responsible drinking and personal accountability at events supported and
organised by the City and venues it owns or manages.
Related Local Law
Related Policies
N/A
•
•
COMD 2 – Community Consultation
COMD 5 – Sponsorship of the City’s Events,
Programs, Facilities and Publications
RECN 4 – Hire of Halls and Buildings
Related Budget Schedule
•
N/A
Last Reviewed
22 April 2013
Next Review Date
March 2016
Authority
Council Meeting of;
4 March 2003 (C6/2/03)
9 February 2007 (D15/02/07)
25 October 2010 (D82/10/10)
22 April 2013 (D23/4/13)
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POLICY
HLTH 4 – Occupation of a Caravan
Other than at a Caravan Park
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To specify the City’s position regarding approval to camp in a caravan for more than 3 days, on
land a person owns or has a legal right to occupy.
Policy
Pursuant to Regulations 11(1) (a) and 11(2) of the Caravan and Camping Grounds Regulations
1997, camping in a caravan on land a person owns or has a legal right to occupy may be approved
in the following circumstances:
Visitors to the Occupier of a House
Provided that:
 the caravan is used in conjunction with the facilities of that house; and
 the period of occupancy does not exceed 28 days
Owner/s of Land Where a Building Licence is in Force
Provided that:
 the caravan is occupied in association with construction of a dwelling on that land;
 the land is zoned by the City’s Town Planning Scheme No.4 as General Rural or Rural Living;
 the caravan is provided with adequate sanitary and ablution facilities connected to a sewage
treatment and effluent disposal system that has been approved for use by the City; and
 the period of occupancy is not longer than 12 consecutive months.
All other applications in circumstances in which the Caravan Parks and Camping Grounds Act
1995 permit approval to occupy a caravan other than in a caravan park are to be considered on
their individual merits by Council.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
27 February 2012
Next Review Date
4 March 2015
Authority
Council Meeting of:
20 February 2006 (D9/2/06)
22 September 2008 (D98/9/08)
27 February 2012 (D8/2/12)
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POLICY
HLTH 5 - Smoke Free Workplace
Management Practice
N/A
Relevant Delegation
N/A
Rationale
To protect the health of Council employees, contractors and visitors by eliminating exposure
to environmental tobacco smoke in and around all Council controlled buildings, recreational
facilities, both indoor and outdoor and work vehicles.
Application of Policy
This policy applies to all employees, contractors and visitors to City of Armadale buildings
and facilities.
Policy Statement
Smoking Restrictions
• Smoking is prohibited in all Council owned and controlled buildings, enclosed
workplaces, enclosed recreational facilities and work vehicles at all times.
• To prevent drift of smoke into smoke free environments, no smoking will be permitted
within 5 metres of doorways and 10 metres of air intake vents of Council premises.
• Smokers are expected to be considerate of the health and wellbeing of others. It is
unacceptable to smoke where it is possible for others to inhale smoke e.g. along
thoroughfares and footpaths and near access ways.
• Smokers are expected to be discreet. It is unacceptable to smoke where the activity is
clearly visible to work colleagues and the general public e.g. outside offices in full view
of other staff.
• Smokers are only permitted to smoke during official work breaks in designated outdoor
areas.
Programs to Assist in Quitting Smoking
• The City of Armadale will provide assistance to any member of staff who wishes to stop
smoking by contributing towards the costs of an accredited stop smoking program.
• Consideration may be given to providing paid leave to attend an approved course during
working hours.
Signage and Waste Disposal
• No smoking signs and butt bins will be installed at appropriate locations to discourage
smoking near to City owned and controlled buildings.
Recruitment
• The City of Armadale will advertise in all recruitment material, including Council’s
website, of its smoke free workplace policy.
• All new employees will be informed of the smoke free workplace policy at
commencement of employment and at induction training for new staff.
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Environmental Waste Reduction
Staff are responsible for ensuring that any waste such as cigarette butts are properly
disposed.
Environmental Waste Reduction
Staff are responsible for ensuring that any waste such as cigarette butts are properly
disposed.
Related Local Law
N/A
Related Policies
HLTH 1-Smoke Free Outdoor Areas Policy
Related Budget Schedule
N/A
Last Reviewed
27 February 2012
Next Review Date
4 March 2015
Authority
Council Meeting of:
27 April 2009 (CS46/4/09)
27 February 2012 (D8/2/12)
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POLICY
HTG 1 - Moveable Heritage Collection
Management Practice
HTG 1
Relevant Delegation
N/A
Rationale
The City of Armadale’s moveable heritage collection has evolved as the City has grown and
developed and is an indication of its evolving cultural identity.
To provide clear collection and management guidelines in relation to the current and future
acquisitions and display of the City’s Museum Collection, to ensure safeguarding of all items
and to remove any doubt as to ownership of artefacts.
Policy
The City of Armadale will retain or accept items in its museums that are significant to the
history of the City of Armadale and the people who live or have lived there.
Displays will be maintained, both permanent and temporary, from materials within the City’s
collections or those covered by a temporary loan agreement that are relevant to the City of
Armadale district and its history.
Acceptance, retention and display of materials shall be in accordance with current
management practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
10 April 2012 (C21/4/12)
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POLICY
HTG 2 - Birtwistle Local Studies Library
Collection
Management Practice
HTG 2
Relevant Delegation
N/A
Rationale
The City of Armadale’s written, oral and photographic heritage collection has evolved as the
City has grown and developed and is an indication of its evolving cultural identity.
To provide clear collection and management guidelines in relation to the current and future
acquisitions of the City’s Local Studies Collection.
Policy
The City of Armadale Birtwistle Local Studies Library will collect material in written, oral,
photographic or digital format that documents the history of the City and its community.
Acceptance and retention of materials shall be in accordance with current management
practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
10 April 2012 (C21/4/12)
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POLICY
LIB 1 – Displays of Arts and Crafts in
Library Buildings
Management Practice
N/A
Relevant Delegation
N/A
Rationale
Council’s libraries are a community resource, and as such should not be used for the financial
gain of any individual or business enterprise. Displays that support local artists or arts and
crafts groups, that are of a community based nature, are permitted, display booking timetables
and space permitting.
Policy
Painting, handicraft and other works of art, displayed for commercial purposes, shall not be
permitted in the City’s libraries.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
10 April 2012
Next Review Date
March 2015
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
6 June 2006 (C34/5/06)
9 February 2009 (C3/2/09)
12 March 2012 (12/3/12)
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POLICY
LIB 2 – Library Public Notice Boards
Management Practice
LIB 2
Relevant Delegation
N/A
Rationale
Public libraries receive a large number of community notices and “handout” pamphlet type
material in association with their role of information providers. This policy and its associated
management practices seek to ensure that the City’s libraries are not used for inappropriate
commercial, political or religious gain.
Policy
The City of Armadale Library & Information Service will provide community information
notice boards and will disseminate community information brochures.
Permission to place notices on the notice boards, or to disseminate community information
brochures will be in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
9 February 2009
Next Review Date
4 March 2012
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
4 July 2005 (C58/6/05)
9 February 2009 (C3/2/09)
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POLICY
LIB 3 – Public Internet Use
Management Practice
LIB 3
Relevant Delegation
N/A
Rationale
Strict guidelines related to access to the Internet are required to be displayed in the libraries,
together with the adopted policy, to ensure that the City is not held responsible for
inappropriate usage of the Internet.
Policy
The City of Armadale Library & Information Service will provide free and equitable access
to the world wide web for the public.
Usage of the internet shall be in accordance with the current Management Practices.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
8 April 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
6 March 2007 (C14/2/07)
12 April 2010 (C15/4/116
8 April 2013 (C13/4/13)
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POLICY
RECN 1 – Lighting on Sporting Reserves
Management Practice
RECN 1
Relevant Delegation
N/A
Rationale
To support local sporting groups within the City by assisting with the provision of adequate
standard lighting.
Policy
Council will on a progressive basis provide or upgrade reserve lighting on selected reserves
for training, competition and public safety purposes.
The provision and upgrading of lighting shall be in accordance with the current Management
Practice and Australian Standards AS 2560.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
Parks
Last Reviewed
8 April 2013
Next Review Date
March 2016
Authority
Council Meeting of:
4 March 2003 (C6/2/03)
19 April 2004 (CS14/4/04)
29 May 2007 (C28/4/07)
12 April 2010 (C15/4/10)
8 April 2013 (C13/4/13)
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POLICY
RECN 3 - Club/ Community Group
Application(s) for Council Support of
Capital Works Projects.
Management Practice
RECN 3
Relevant Delegation
N/A
Rationale
Council will support local sporting clubs and community groups who wish to undertake
capital works projects to improve their facilities provided that it complies with the City’s
Strategic direction. This support is predicated on ensuring that due process is undertaken for
the planning, assessment and funding of those capital works.
Policy
In supporting local sporting clubs and community groups in undertaking capital works on
public facilities, Council will invite quotes and tenders on the approved project, with a view
to maximising benefits and minimising risk, when a minimum of 75% of the group’s
nominated cash contribution towards the project has been received. The assessment process
shall be in accordance with Management Practice RECN 3. (Note: no “in-kind”
contributions by Clubs are to be accepted
Related Local Law
N/A
Related Policies
RECN 1, COMD 1
Related Budget Schedule
Parks & Property
Last Reviewed
12 May 2014
Next Review Date
March 2017
Authority
Council Meeting of:
5 July 2004 (C102/6/04)
6 March 2007 (C15/02/073
10 May 2010 (C19/5/10)
12 May 2014 (C20/5/14)
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POLICY
RECN 4 – Hire of Community Facilities
and Reserves
Management Practice
RECN 4
Relevant Delegation
N/A
Rationale
To maximise and promote diversity of usage of Council Halls, Community Centres and
Pavilions.
Policy
Council’s intention is to manage its Halls, Community Centres and Pavilions in a fair and
equitable manner for the benefit of the community.
Council aims to maximise the use of its facilities and wherever possible, accommodate a
diverse range of activities and user groups rather than provide exclusive use of facilities for a
single user group or activity.
Hire of Council Halls, Community Centres and Pavilions shall be in accordance with
Management Practice RECN 4.
Related Local Law
Property Local Law.
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 January 2014
Next Review Date
March 2017
Authority
Council Meeting of:
4 March 2003 (C29/4/07)
12 April 2010 (C15/4/10)
28 January 2014 (C3/1/14)
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POLICY
RECN-5 Provision of Goal Posts and
Structures
Management Practice
RECN-5
Relevant Delegation
N/A
Rationale
To ensure that all goal posts and structures used at the City’s sporting reserves and venues
comply with all relevant safety standards, and are correctly installed and maintained so as to
minimise the risk of accident or injury that may be attributed to the goal post or structure.
Policy
The City shall be responsible for the provision, installation and maintenance of permanent goal
posts and structures at the City’s sporting reserves and recreation venues. The individual
sporting clubs that use the City’s sporting reserves and recreation venues shall be responsible
for the provision, installation and maintenance of all portable and modified goal posts or
structures under the risk management guidelines and procedures as set out in Management
Practice RECN 5.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
8 April 2013
Next Review Date
March 2016
Authority
Version: 01:01:B
Council meeting of:
5 June 2007 (C34/5/07)
12 April 2010 (C15/4/10)
8 April 2013 (C13/4/13)
POLICY
RECN6 - Community Facilities, Reserves
and Leisure Centre Fees and Charges
Management Practice
RECN-6
Relevant Delegation
N/A
Rationale
To establish a rationale and philosophical basis for setting of fees and charges for the use of the
City’s recreation facilities and programs.
Policy
Council acknowledges that it is not feasible or in the interests of the community for recreation
fees and charges to be set at a level which seeks to recover the full cost of providing the
various facilities.
Council’s “user contribution” philosophy seeks to achieve a balance between its social
responsibility of providing opportunities for all sectors of the community to participate in
affordable and enjoyable activities, and its financial responsibility of minimising the level of
Council subsidy on its various recreation facilities. The level of user contribution that Council
aims to achieve from its recreation facilities is set out in Management Practice RECN6.
Council will provide free use of its facilities to certain organisations that have been identified
as making a valuable contribution to the local community and discount fees for other special
groups as set out in Management Practice RECN6.
Recreation fees and charges shall be reviewed each year as part of Council’s annual budget
process.
Related Local Law
N/A
Related Policies
N/A
Related Budget Schedule
N/A
Last Reviewed
28 January 2014
Next Review Date
March 2017
Authority
Council meeting of:
7 July 2003 (C97/6/03)
12 April 2010 (C15/4/10)
28 January 2014 (C3/1/14)
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POLICY
RECN 7- Major Event Sponsorship Policy
Management Practice
RECN 7
Relevant Delegation
N/A
Rationale
Council is committed to promoting the City of Armadale locally, nationally and
internationally and also supporting the Champion Lakes Complex and major events.
This policy provides guidelines determining how Council responds to sponsorship requests
for major events that occur within the City boundaries including but not limited to the
Champion Lakes Complex.
Policy
Council will consider requests for sponsorship of major events held within the City of
Armadale.
Sponsorship proposals will be assessed against criteria which are outlined in the Management
Practice.
Related Local Law
N/A
Related Policies
COMD1 Requests for Financial Assistance
COMD5 Sponsorship of the City’s Events,
Programs, Facilities and Publications
Related Budget Schedule
Leisure Services
Last Reviewed
13 February 2012
Next Review Date
March 2015
Authority
Council Meeting of
13 February 2012 (C8/2/12)
Version: 01:01:B
MANAGEMENT PRACTICE
ADM 2
Property Lease Rentals
1.
All leases are to be presented to Council for approval.
2.
All requests for leases must be in writing.
3.
All applications must include financial details of the club/organization covering at
least the previous 3 years.
4.
All applications are to address their ability to meet all the costs associated with a
lease.
5.
Rental imposed for land or facilities leased from Council shall be assessed in
accordance with the Schedule attached to the Policy.
6.
Council may contribute towards the total legal costs of preparing leases (inc GST) for
local community groups and sporting clubs who lease land or facilities from Council
according to the Schedule attached to the Policy.
Last Reviewed
Authority
Version: 00:01:B (INT/18255/14)
MANAGEMENT PRACTICE
ADM 3
Conferences, Seminars and Training
Council will support the attendance by staff and councillors at conferences, seminars and
relevant training in the following circumstances and manner:
1.
STAFF
(a)
(i)
It is relevant to the area of expertise and the benefits derived will
further assist the staff member in his/her duties.
(ii)
(iii)
Any absence will not unduly disrupt work patterns.
Is supported by the immediate supervisor and the Executive Director
(Conferences/Seminars involving accommodation are to be approved
by the CEO).
It can be accommodated within Budget.
(iv)
2.
3.
(b)
Requests for attendance are submitted to the Human Resources Manager,
so that the training budget can be monitored and training hours properly
recorded. Approval to attend can be given administratively for
conferences within Western Australia.
(c)
Requests for attendance at conferences and seminars outside Western
Australia must be submitted to and approved by the CEO, providing
information as indicated in Part (a) above, together with estimated costs
and comments on its impact on the adopted corporate training budget.
COUNCILLORS
(a)
Conferences, Seminars, Training opportunities from which Councillors
are likely to gain advantage to be submitted through the appropriate
Standing Committee for deliberation.
(b)
If, in the opinion of a Standing Committee, attendance at a conference,
seminar or training course would enhance the development of a
Councillor and to be of benefit to the City, then an appropriate
recommendation to attend can be made. The report should duly
consider full estimated costs of attendance and have due regard for the
adopted budget.
(c)
Decisions for Councillors to attend a conference, seminar or training
course outside of Western Australia are to be authorised by Council.
(d)
Where a member of Council at the date of the conference, seminar or
training course has an electoral term of less than six (6) months to
complete, such member shall be ineligible to attend unless such is
specifically authorised by Council.
In respect of approved attendances at conferences, seminars and training courses, the
City will pay the following expenses:
Registration fees;
Economy air fares, if air travel is required, and other necessary transport costs;
Version: 00:01:B (INT/18255/14)
Accommodation costs, including meals;
If held outside the Perth Metropolitan Area, and greater than 1 day, reimbursement of actual
incidental costs incurred to an amount of $50 per day. (NB: supporting
receipts and/or a signed statement certifying the costs having been incurred,
will be required for reimbursement/payment purposes). Estimated expenses
beyond that will be considered on application.
4.
Council representatives who have attended a conference shall prepare a written summary
(1/2 pages) for appropriate presentation or distribution to Council at the earliest
opportunity.
5.
Where it is appropriate, or an offer is available for Councillors to attend a seminar,
conference or training course, the Executive Director to arrange for the matter to be
considered by their Standing Committee in the report format required by the CEO.
Last Reviewed
Authority
Version: 00:01:B (INT/18255/14)
MANAGEMENT PRACTICE
ADM 4
Staff Study Time
Council is committed to creating a workplace where staff are innovative, confident and
continue to learn. The City will provide funds for regular training and development
opportunities for all employees. The City also provides assistance to staff for part time study
leading to a formal qualification that is relevant to an employee’s career development and of
benefit to the City or local government generally.
Assistance to officers studying an approved course will be provided by:
a. Staff Study Time: officers can apply for paid time off during normal office hours to
participate in a course of study, subject to conditions.
b. Study Fee Assistance: officers can apply for receiving a contribution towards the costs
of the study, subject to conditions.
Staff Study Assistance will only be granted for part time study for approved courses.
Approved courses will be those offered by recognised providers of courses from Certificate
through to the Post Graduate level. Recognised providers are usually, but not limited to,
TAFE and the universities. It is acceptable that some courses may be undertaken in distance
mode.
Apprentices, trainees and cadets have special study leave and reimbursements as set out in
their terms and conditions of employment.
Course Approval
To obtain approval for a course of study the officer shall make application in writing. This
application is to be made on the “application to approve a course of study” form and must
include
-
an outline of the course content,
a memorandum demonstrating the relevance of the course of study to the officers’
role and
an “application for study fee assistance and service agreement”, if the officer intends
to claim for fee assistance.
Once completed this form should be forwarded to Human Resources for filing.
A.
Staff Study Time
Council will allow officers time off during normal office hours to participate in an approved
course of study at recognised learning institutions subject to:
1. The officer making application in writing to the Executive Director and then
forwarded to Human Resources for processing. The Executive Director is authorised
to approve up to five hours study time per week. Any request in excess of that period
to be determined by the Chief Executive Officer.
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2. The officer making up, in their own time, 50% of the time taken off.
3. Approval of time off to attend lectures, will be subject to:
- operational requirements
- officer making satisfactory progress with their study.
4. Where officers have to attend examinations held during their normal hours of duty,
they shall be granted time off with pay for such attendance.
Footnote: “Participation” should generally be interpreted to mean “attendance” at
lectures/workshops but in the case of approved external studies (eg post graduate) may
extend to study/assignment time.
B.
Study Fee Assistance
The City will provide financial assistance to officers studying an approved course. The City
will provide an over award contribution towards the costs of the study fees. The contribution
to Undergraduate Units will be subject to a limit of $1000 per financial year and Post
Graduate Units will be subject to a limit of $2500 per financial year. The contribution is also
subject to:
1. The officer being employed on a permanent full time or permanent part time basis.
Part time employees receive the contribution on a pro-rata basis. Casual and
temporary employees are not entitled to the benefits.
2. The officer seeking study fee assistance shall complete an “application for study fee
assistance and service agreement” form and attach a copy of the unit enrolment form.
The request shall be submitted to the relevant Executive Director for approval or
rejection and then forwarded to Human Resources for processing.
3. Payment will be made on the successful completion of a unit *. The officer shall
submit a copy of the results and receipt (to prove payment of fees has been made) to
Human Resources before study reimbursement can be claimed.
4. Should an officer leave the City, within 12 months of successfully claiming for a unit
of study, they agree to repay an amount, using the sliding percentage scale in the
following table.
Time served after completion of Unit of Repayment amount to the City
study at the City
0 – 4 months
75%
over 4 and up to 8 months
50%
over 8 and up to 12 months
25%
* Footnote: Under special circumstances the officer can request to receive the subsidy before
completion of the unit. This request shall be submitted to the Executive Director for approval
or rejection.
Last Reviewed
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MANAGEMENT PRACTICE
ADM 6
Recognition of Achievement in the Community
The following categories shall be considered for awards:
•
•
•
•
•
Premier’s Australia Day Active Citizenship Award for a person 25 years or older;
Premier’s Australia Day Active Citizenship Award for a person under 25 years;
Premier’s Australia Day Active Citizenship Award for a community group or event;
City of Armadale Environmental Contribution of the Year Award;
City of Armadale High Achiever Award.
Selection for awards shall be in accordance with the following guidelines:
PREMIER’S AUSTRALIA DAY ACTIVE CITIZENSHIP AWARDS
1.
Nominees should reside principally within the local authority.
2.
Awards will not be granted posthumously.
3.
Groups of people or couples will not normally be eligible except when meeting the
criteria for a community group.
4.
A person cannot receive the same award twice but can be considered for another
award.
5.
Unsuccessful nominees may be nominated in future years.
6.
Sitting members of State, Federal and Local Government are not eligible.
7.
•
•
•
•
Nominees shall have shown:
A significant contribution to the local community;
Demonstrated leadership on a community issue resulting in the enhancement of
community life;
A significant initiative which has brought about positive change and added value to
community life;
Inspiring qualities as a role model for the community.
CITY OF ARMADALE ENVIRONMENTAL CONTRIBUTION OF THE YEAR AWARD
Nominees shall be individuals or groups who portray outstanding and tireless work in the
community on environmental matters.
HIGH ACHIEVER AWARDS
1.
Achievement to be interpreted for the purposes of this procedure to include, but not
restricted to, persons or clubs/organizations who have achieved a high performance in
academic, artistic or sporting pursuits.
2.
An Award may be presented to:
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(a)
(b)
(c)
(d)
An individual who normally resides within the City boundaries;
An individual who is a member of a successful team, which is based within
the City boundaries whether or not that individual normally resided in the
district.
An individual who normally resides within the City boundaries but is part of a
successful team, which is not based within the district.
Clubs/organizations who are based within the City boundaries.
3.
In granting High Achievers Award Council will have regard to the value of such
achievement in terms of, image it has brought upon the City but does not in any way
rule out high achievement in a pursuit, which has a low public profile, nor has any
formal recognitive process.
4.
Council recognition for individuals will only be granted when the nominee/s has been
initially recognised at a minimum of State level, either formally or informally, at the
discretion of Council.
5.
Council recognition of clubs/organizations will be at the discretion of Council.
6.
A Councillor can only nominate persons or clubs/organizations for an Award at an
Ordinary meeting. The Councillor must, at the meeting, present full details and
reasons for any nomination.
7.
Prior to making a nomination at an Ordinary Council meeting, the Councillor
proposing such recognition shall raise this matter with the Community Services
Committee to ensure that it complies with the policy. Any recommendation will then
be placed before Council through the Chief Executive Officer’s Report. If the matter
is to be debated then Council will decide the matter behind closed doors.
8.
The manner of presenting Awards of Achievement for individuals will be as follows:State level rolled and tied with ribbon and presented by Mayor and nominating
Councillor at an association/club function or in the case of an individual, at an
Ordinary meeting of Council.
International and National framed Award presented Level by the Mayor and
nominating Councillor at an Ordinary meeting of Council, or such other function of
Council, as determined.
The manner of presenting Awards of Achievement for clubs/organizations shall be
determined by Council.
9.
In all cases, the decision of Council is final and no justification with persons outside
the organization will be entered into.
10.
A register of recipients and their achievements to be kept for historical purposes.
Last Reviewed
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MANAGEMENT PRACTICE
ADM 7
Defence and Emergency Service – Staff Paid Leave for Volunteer
Duty.
In this policy/procedure, an emergency service is Fire, SES, Sea Rescue, Ambulance or Police
and an emergency includes Defence Reserve training.
1.
Employees of Council who are registered Emergency Service Members shall be allowed
paid leave to attend emergencies during working hours. Further, in the instance where an
employee attends an emergency outside of normal working hours, the employee shall be
allowed so much paid leave as is necessary to provide a 10 hour break between having
attended the emergency and commencing normal Council duties.
2.
A request seeking permission to attend an emergency during working hours shall be
subject to the approval of the employee’s immediate supervisor. The supervisor’s
approval, or otherwise shall be made having regard for the employee’s work situation at
the time of the request, however, such approval shall not be unreasonably withheld.
3.
In the situation of an emergency occurring outside of normal working hours and which,
on account of the abovementioned 10 hour break provision, precludes the employee from
commencing Council duties at the normal start time, the employee shall make every effort
at the earliest possible time to inform his/her immediate supervisor of the emergency
having been attended and his/her expected time of arrival at Council to commence
Council duties.
4.
The subsequent application for paid leave shall be:
(a)
(b)
(c)
In writing and signed by the employee
Specify the times for which paid leave is applied
Be supported by a certification from the Emergency Service verifying the
employee’s attendance at the emergency, inclusive of the times involved.
Signed by the employee’s immediate supervisor and/or the appropriate
authorising officer pursuant to Council’s internal control document, should the
immediate supervisor not be an authorised officer
Forwarded to the wages clerk for payment and subsequent file and record
purposes.
(d)
(e)
5.
Payment of approved applications referred to in (4) above shall be at the rate of pay
ordinarily payable to the employee, had they been at work during the period to which the
application for paid leave refers.
6.
The paid leave provisions, pursuant to clauses (1) to (5) inclusive above, are conditional
upon the employee providing Council with a prior written undertaking that they, their
beneficiaries or agents, will not claim against Council for any personal injury sustained
and/or property damage/loss occurring from the time of being released from, and
returning to, Council duties.
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MANAGEMENT PRACTICE
ADM 9
Vehicle Use
Category
Vehicle
A (i)
Full Private
Use
Executive –
In accordance
with Contract
Driver
MANEX Members
•
CEO
•
Executive Directors
Use permitted
Comments
whilst on
annual leave &
long service
leave
AL: yes
The vehicle will wherever possible be
made available at the discretion of the
LSL: yes
Executive Director, during business
hours for use by other staff.
Members of the employees immediate
family are permitted to drive the
vehicle within the guidelines provided
by the CEO and provided they have a
current drivers licence.
Use of the vehicle is restricted to the
State of Western Australia unless
otherwise approved by the CEO.
A (ii)
Full Private
Use
6-Cylinder (as
negotiated as
part of
remuneration
package)
Executive Managers
AL: yes
Level 11 positions (negotiated
as part of remuneration
LSL: yes
package)
•
Executive Manager
Corporate Services
•
Executive Manager
Planning Services
•
Executive Manager
Technical Services
•
Executive Manager
Community Services
•
Director City Projects
Fuel Card provided.
The vehicle must generally be made
available, during business hours, for
use by other staff members who
require a vehicle to carry out their
normal duties.
The employees’ partner is permitted to
drive the vehicle within the guidelines
provided by the CEO and provided
they have a current drivers licence.
Use of the vehicle is restricted to the
State of Western Australia unless
otherwise approved by the CEO.
Extensive travel to be approved by the
CEO. Extensive travel is set at 400 km
from the City of Armadale.
Fuel Card provided but not to be used
for extensive travel.
*
* special (extra benefit) arrangements have been made for current incumbent holding
position
^ these positions are subject of a trial of purchased private use.
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Category
B
Commuting
use with
option to
negotiate
restricted
private use.
Vehicle
As per
operational
requirements
Driver
Use permitted
Comments
whilst on
annual leave &
long service
leave
Operational Managers and other AL: Permitted
The vehicle must, at all times, be made
nominated positions
when purchased available, during business hours, for
private use
use by other staff members who
•
Manager Health
require a vehicle to carry out their
Services*
LSL: CEO
normal duties.
•
Manager Building
approval
Services*
The employee’s partner is permitted to
•
Manager Engineering required.
drive the vehicle in the presence of the
& Design
employee and provided they have a
•
Manager Civil Works
current drivers licence.
•
Manager Parks
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Manager ITC
Manager Ranger &
Emergency Services *
Manager Human
Resources
Manager
Communications
Manager Libraries &
Heritage Services*
Manager Leisure
Services
Manager Community
Development
Manager Governance
& Administration
Manager Financial
Services
Manager Community
Infrastructure
Planning
Manager
Environmental
Services
Manager Statutory
Planning
Manager Strategic
Planning
Manager Economic
Development
Manager Waste
Services
Manager Tourism and
Events
Manager Asset
Management
Senior Subdivision
Engineer
Where an officer agrees to purchase
private use an agreed amount will be
deducted from the officer’s salary. This
amount is subject to review at the end
of each financial year or at any other
time, at the discretion of the
organisation. Purchased private use
price set for this category is $10 per
week.
Deduction for private use shall be after
tax.
An officer may choose to retain
commuter use only and not pay for
purchased private use.
No Fuel Card provided. If a Fuel Card
has been provided for operational
purposes it should not to be used for
extensive travel.
Extensive travel to be approved by the
CEO. Extensive travel is set at 200km
from the City of Armadale
City Logo to be retained on vehicle.
* special (extra benefit) arrangements have been made for current incumbent holding
position
^ these positions are subject of a trial of purchased private use.
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Category
C
Commuting
use with
option to
negotiate
restricted
private use
Vehicle
As per
operational
requirements
Driver
Use permitted
whilst on
annual leave &
long service
leave
Nominated positions
AL: permitted
with CEO’s
•
Manager Property
approval,
Services
•
Coordinator Building subject to
operational
Services x 2
requirements for
•
Coordinator Asset
sedans & dualManagement
•
Coordinator Statutory cabs when
purchased
Planning
private use
•
Project Coordinator
(Planning)
LSL: no
•
Coordinator Parks
•
Coordinator
Engineering Design
•
Senior Environmental
Health
Officer(Shared)
•
Senior Technical
Officer Parks
•
Senior Building
Surveyor
•
Project Engineer
•
Operations Engineer
(Tech Services)
•
Subdivision Engineer
x4
•
Design Engineer
•
Indigenous
Development
Coordinator
•
Coordinator Health
Services
•
Special Projects
Officer (POS)
•
Coordinator Property
Services
•
Senior Project
Management Officer
•
Landscape Architect
Comments
The vehicle must, at all times, be
available during business hours for use
by other staff members who require a
vehicle to carry out their normal duties.
The employee’s partner is permitted to
drive the vehicle in the presence of the
employee and provided they have a
current drivers licence.
Where an officer agrees to purchase
private use an agreed amount will be
deducted from the officer’s salary. This
amount is subject to review at the end
of each financial year or at any other
time, at the discretion of the
organisation. Purchased private use
price set for this category is $20 per
week for sedans and dual cab utilities
and $15 per week for single cab
utilities.
Deduction for private use shall be after
tax.
Single-cab utilities will not be
available for Annual Leave.
An officer may choose to retain
commuter use only and not pay for
purchased private use.
No Fuel Card provided.
Extensive travel to be approved by the
CEO. Extensive travel is set at 100 km
from the City of Armadale.
City Logo to be retained on vehicle at
all times.
* special (extra benefit) arrangements have been made for current incumbent holding
position
^ these positions are subject of a trial of purchased private use.
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Category
D^
Commuting
Use with
option to
purchase
restricted
private use
Vehicle
As per
operational
requirements
Driver
Positions which nature of the
duties require frequent use of a
vehicle
•
Supervisor Property
Services x 2
•
Supervisors Parks x
4^
•
Supervisors Civil
Works x 2^
•
Sr Liaison &
Compliance Officer^
•
Supervisor Waste^
•
Team leader
Mechanical Services^
Use permitted
Comments
whilst on
annual leave &
long service
leave
AL: no
Vehicle is for business use only.
LSL: no
Where the officer, together with their
partner is required to attend a social
occasion on behalf of Council the
officer’s partner is permitted to drive
the vehicle if in the company of the
officer and provided they have a
current drivers licence.
The vehicle will
not be available
for the
employee’s use
whilst on leave,
leave without
pay or sick leave No Fuel Card providedof more than
City Logo to be retained on vehicle at
three (3) days
all times.
duration.
Use of the vehicle is restricted to a
radius of 100km from the City of
Armadale. Extended travel must be
authorised by the CEO.
^Where an officer is offered and agrees
to purchase private use an amount will
be deducted from the officer’s salary.
This amount is subject to review at the
end of each financial year or at any
other time, at the discretion of the
organisation. Purchased private use
price set for this category is $30 per
week.
D
Commuting
Use Only
As per
operational
requirements
Positions which nature of the
duties require frequent use of a
vehicle
•
Coordinator
Technical Services*
•
Senior Ranger
•
Rangers x 6
•
Risk Management
Coordinator
•
Senior Statutory
Planning Officers x 2
•
Assistant Supervisor
Property Services x2
•
Irrigation Fitters x 3
AL: no
LSL: no
^Deduction for private use shall be
after tax.
Vehicle is for business use only.
Where the officer, together with their
partner is required to attend a social
occasion on behalf of Council the
officer’s partner is permitted to drive
the vehicle if in the company of the
officer and provided they have a
current drivers licence.
The vehicle will
not be available
for the
employee’s use
whilst on leave,
leave without
pay or sick leave No Fuel Card - exception Rangers
(operational requirements)
of more than
three (3) days
City Logo to be retained on vehicle at
duration
all times.
* special (extra benefit) arrangements have been made for current incumbent holding
position
^ these positions are subject of a trial of purchased private use.
Last Reviewed
Adopted June 2004
Revised July 2006
Revised October 2007
Revised August 2008
Revised June 2012
Revised May 2013
Revised July 2013
Authority
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MANAGEMENT PRACTICE
ADM 10
Use of Council Crest and Logo
Consideration for the use of Council’s Crest and Logo shall be within the following
guidelines:
•
All requests shall be in writing.
•
Details of how and where the Crest/Logo is to be used must be supplied on
application.
•
In applications from organizations with a profit motive, it will normally be a
requirement that Council has a direct involvement with the specific purpose.
•
Permission to use the crest shall only be given by Council.
•
Permission to use the logo may be given by the CEO.
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MANAGEMENT PRACTICE
ADM 12
Acting ‘Senior’ Positions
1. CHIEF EXECUTIVE OFFICER’S POSITION
(a) Planned Leave Absences
Executive Director’s will be appointed to the position of Acting Chief Executive Officer by
resolution of Council upon recommendation by the Chief Executive Officer. Generally,
Executive Directors will be appointed to the position on a rotational basis.
(b) Unplanned Leave Absences
Unless otherwise determined by Council, the Executive Director Corporate Services will be
the Acting Chief Executive Officer.
2. EXECUTIVE DIRECTOR TECHNICAL SERVICES’ POSITION
(a) Planned Leave Absences
The Executive Manager Technical Services will be appointed to the position of Acting
Executive Director Technical Services by resolution of Council upon recommendation by the
Chief Executive Officer.
(b) Unplanned Leave Absences
Unless otherwise determined by Council, the Executive Manager Technical Services will be
Acting Executive Director Technical Services.
3. EXECUTIVE DIRECTOR DEVELOPMENT SERVICES’ POSITION
(a) Planned Leave Absences
The Executive Manager Planning Services will be appointed to the position of Acting
Executive Director Development Services by resolution of Council upon recommendation by
the Chief Executive Officer.
(b) Unplanned Leave Absences
Unless otherwise determined by Council, the Executive Manager Planning Services will be
the Acting Executive Director Development Services.
4. EXECUTIVE DIRECTOR CORPORATE SERVICES’ POSITION
(a) Planned Leave Absences
The Executive Manager Business Services will be appointed to the position of Acting
Executive Director Corporate Services by resolution of Council, upon recommendation by
the Chief Executive Officer.
(b) Unplanned Leave Absences
Unless otherwise determined by Council, the Executive Manager Business Services will be
the Acting Executive Director Corporate Services.
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5. EXECUTIVE DIRECTOR COMMUNITY SERVICES’ POSITION
(a) Planned Leave Absences
The Executive Manager Community Services will be appointed to the position of Acting
Executive Director Community Services by resolution of Council upon recommendation by
the Chief Executive officer.
(c) Unplanned Leave Absences
Unless otherwise determined by Council, the Executive Manager Community Services will
be Acting Executive Director Community Services.
6. RATES OF PAY
Other than a salary adjustment as determined by the Chief Executive Officer, it is not
anticipated that other benefits shall accrue to the officer acting in the higher level position
beyond that which they ordinarily receive e.g. vehicle, telephone, professional membership
etc.
7. EXTENT OF RESPONSIBILITY
Unless otherwise determined by Council, officers appointed to the aforementioned acting
higher level positions shall have the full range of responsibilities and authorities as ordinarily
associated with the higher level position.
Last Reviewed
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MANAGEMENT PRACTICE
ADM 15
1.
Record Keeping
Scope
The Management Practice applies to all government records created or received by a City of
Armadale employee, contractor or Elected Member, or an organisation performing
outsourced services on behalf of the City of Armadale, regardless of their physical format,
storage location or date of creation.
NOTE: The policy approach of the State Records Commission in monitoring the record
keeping obligations in respect to Local Government Elected Members is:
“In relation to the record keeping requirements of Local Government Elected Members,
records must be created and kept which properly and adequately record the performance of
member functions arising from their participation in the decision making process of
Council and Committees of Council. This requirement should be met through the creation
and retention of records of meetings of Council and Committees of Council of Local
Government.
Activities or transactions that stem from the performance of other roles by Local
Government Elected Members that are not directly relevant to the decision-making
processes of Council or Committees of Council are not subject to mandatory record
keeping requirements. Accordingly, the creation and retention of records relating to these
activities or transactions is at the discretion of the Local Government.”
2.
Custodianship of Records
The City of Armadale recognises its records as a government-owned asset and will ensure
that they are managed as such. Ownership and proprietary interest of records created or
collected during the course of business (including those from outsourced bodies or
contractors) is vested in the City of Armadale.
3.
Roles and Responsibilities
•
•
•
Elected Members: All Elected Members are to create, collect and retain records
relating to their role as an Elected Member for the City of Armadale in a manner
commensurate with legislation and the City’s policies and procedures for record
keeping. Party political and personal records of Elected Members are exempt (refer
NOTE above).
Chief Executive Officer: The Chief Executive Officer is to ensure than an
organisational system for the capture and management of records is maintained that is
compliant with legislative requirements and best practice standards.
Managers: All Managers are to ensure record keeping policy and procedures are
known and adhered to in their area of responsibility.
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•
4.
All Staff: All staff (including contractors) are to create, collect and retain records
relating to the business activities they perform. They are to identify significant and
ephemeral records, ensure vital/significant records are captured into the Record
Keeping System and that all records are handled in a manner commensurate with
legislation and the City’s policies and procedures for record keeping.
Creation of Records
All Elected Members, staff and contractors will create full and accurate records, in the
appropriate format, of the City’s business decisions and transactions to meet all legislative,
business, administrative, financial, evidential and historical requirements.
5.
Capture and Control
All records created and received in the course of City business are to be captured at the point
of creation, regardless of format, with required metadata, into appropriate record keeping and
business systems that are managed in accordance with sound record keeping principles.
6.
Security and Protection of Records
All records are to be categorised as to their level of sensitivity and adequately secured and
protected from violation, unauthorised access or destruction, and kept in accordance with
necessary retrieval, preservation and storage requirements.
7.
Access to Records
Access to the City’s records by staff and contractors will be in accordance with designated
access and security classifications. Access to the City’s records by the general public will be
in accordance with the Freedom of Information Act 1992 and City policy. Access to the
City’s records by Elected Members will be via the Chief Executive Officer in accordance
with the Local Government Act 1995.
8.
Appraisal, Retention and Disposal of Records
All records kept by the City will be disposed of in accordance with the General Disposal
Authority for Local Government Records, produced by the State Records Office and WA.
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9.
Statutory Obligations
There are legislative requirements for managing records. The primary legislation relating to
the keeping of public records is the State Records Act 2000.
Numerous other legislation impacts upon records management, including:
•
•
•
•
•
•
•
10.
Evidence Act 1906
Limitation Act 1935
Freedom of Information Act 1992
Local Government Act 1995
Financial Administration and Audit Act 1985
Criminal Code 1913 (Section 85)
Electronic Transactions Act 2000
Definitions
A Record
For the purposes of this document, a record is defined as meaning “any record of information
however recorded and includes –
(a)
(b)
(c)
(d)
(e)
(f)
Any thing on which there is writing or Braille;
A map, plan, diagram or graph
A drawing, pictorial or graphic work, or photograph;
Any thing on which there are figures, marks, perforations or symbols having
meaning for persons qualified to interpret them;
Any thing from which images, sounds or writings can be reproduced with or
without the aid of anything else; and
Any thing on which information has been stored or recorded, mechanically,
magnetically or electronically.
(State Records Act, 2000)
Ephemeral Records (listed in the Record Keeping Plan)
Ephemeral records are duplicated records and/or those that have only short-term value to the
City, with little or no on-going administrative, fiscal, legal, evidential or historical value.
They may include insignificant drafts and rough notes, records of routine enquiries.
Significant Records
Significant records contain information which is of administrative, legal, fiscal, evidential or
historical value and are not recorded elsewhere on the public record. They describe an issue,
record who was involved, record why a decision was made, and may embody actual
guidelines.
Vital Records
Vital records are records that are essential to the continued business of the City. Vital records
include those that protect the rights of individuals and the City, and are absolutely essential
for the City’s reconstruction in the event of a disaster. Some examples would include core
computer system records, Council and Committee Minutes and Agendas, Title Deeds, Policy
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and Procedure Manuals, Registers, Section 51b applications, Contracts/Tenders, Licences,
Historical documents, Delegation of Authority, Insurance Policies, Town Planning Scheme
deeds/information, Budget documents and any documents detailing approvals of some kind
Non-Records
Non-records are documents that are generally available in the public domain and do not form
part of a business process in respect to the City’s activities. They are generally used for
reference and information purposes, such as reports or plans from another organisation, a
published directory, or a training manual of a third party.
11.
Comprehensive Review
This Record Keeping Policy and Procedures Manual must be reviewed no less than every five
(5) years.
12.
Compliance/Annual Report
State Records Commission Standard 2 – Record Keeping Plans, Principle 6: Compliance
requires each government organisation (which includes Local Government Authorities) to
include within its Annual Report an appropriate section that addresses the following four (4)
points:
1. The efficiency and effectiveness of the organisation’s record keeping systems is
evaluated not less than once every five (5) years.
2. The organisation conducts a record keeping training program.
3. The efficiency and effectiveness of the record keeping training program is reviewed
from time to time.
4. The organisation’s induction program addresses employee roles and responsibilities in
regard to their compliance with the organisation’s record keeping plan.
The brief report will include the following information:
•
•
•
•
•
•
•
13.
Statement regarding the organisation’s commitment to good and compliant record
keeping practices;
Details of the Record Keeping Training Program and key findings from the annual
review;
Brief statement regarding how the Record Keeping Induction addresses employee
record keeping roles and responsibilities;
Annualized Corporate Record Keeping Indicators (including a comparison to the
previous year);
Brief statement regarding results of Record Keeping Audits conducted during the
year;
Brief statement regarding any significant improvements or developments of the
Record Keeping System; and
If the Annual Report is published after a five year comprehensive review of the
Record Keeping System, details of key findings and recommendations of the review.
Penalties
There are severe penalties for the unauthorised destruction of public records:
• Section 78 of the State Records Act, 2000 provides that:
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- (1) A government organisation employee who does not keep a government record
in accordance with the Record Keeping Plan of the organisation, commits an offence.
- (2) A government organisation employee who, without lawful authority, transfers,
or who offers to transfer, the possession of a government record to a person who is
not entitled to possession of the record, commits an offence.
- (3) A government organisation employee who destroys a government record
commits an offence unless the destruction is authorised by the Record Keeping Plan
of the organisation.
- (4) A person who destroys a government record while the record is the subject of
a notice under section 52 or an application made, or order or warrant issued, under
section 53, commits an offence.
- (5) A person who had unauthorised possession of a government record and who
destroys that record, commits an offence unless the person owns the record.
- (6) It is a defence to a charge of an offence under subsection (2), (3), (4) or (5) to
prove that the alleged act was done pursuant to –
(a)
a written law; or
(b)
an order or determination of a court or tribunal.
- (7) It is a defence to a charge of an offence under subsection (5) to prove that the
person had no reasonable cause to suspect that the record was a government record.
Penalty: $10,000
•
Section 110 to the Freedom of Information Act, 1992 provides that:
- “A person who conceals, destroys or disposes of a document or part of a
document or is knowingly involved in such an act for the purpose (sole or
otherwise) of preventing an agency being able to give access to that document
or part of it, whether or not an application for access has been made, commits
an offence.”
Penalty: $5,000 or 6 months imprisonment
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MANAGEMENT PRACTICE
ADM 16
Equal Employment Opportunity
The City aims to be respected for its commitment to Equal Opportunity as an employer and
as a service provider to the community by adopting the following practices;
• Appointments, promotion and training:
Access to employment, contracts, promotion and training is to be fair and equitable.
Decisions on matters affecting (prospective) employees, contractors and volunteers will
be made on merit, and are based on relevant experience, skills and ability required for the
role. No decisions will be made on the basis of nepotism or patronage.
• Diversity:
The City recognises, values and respects social, cultural and linguistic diversity.
Assistance will be provided to employees, contractors and volunteers with special needs
in order to assist them in undertaking their roles effectively.
• Discrimination and harassment free environment:
The City promotes an environment where people are able to work effectively without the
fear of unlawful discrimination or harassment. Discrimination is treating one person less
favourably than another because of a personal attribute which is covered by equal
opportunity laws, and includes: gender, marital status, pregnancy, family responsibilities
or status, race, religious and/or political conviction, impairment, age, gender history and
sexual orientation. Discrimination is unlawful. Harassment is also not tolerated.
Harassment is defined as any unwelcome, offensive action or remark concerning a
person’s gender, race, age, impairment or one of the other attributes as covered in the
Equal Opportunity legislation.
• Good working relationships:
The City aims to provide an enjoyable, challenging and harmonious work environment.
Workplace bullying is one activity that detracts from this environment. It can create a risk
to health and safety and will not be tolerated. Workplace bullying is defined as repeated,
unreasonable behaviour directed towards a person or a group of persons at a workplace.
• Responsibilities:
All employees, volunteers and contractors have a shared responsibility to apply and
promote the equal opportunity principles.
• Grievances:
Grievances in relation to discrimination, harassment and bullying will be dealt with fairly,
quickly and confidentially by the Equal Opportunity Co-ordinator who has received
appropriate training to undertake this role. The Human Resources Manager is appointed
as the Equal Opportunity Co-ordinator.
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MANAGEMENT PRACTICE
ADM 17
Legal Representation For Councillors and Employees
The City of Armadale may provide financial assistance to relevant persons in connection with
the performance of their functions provided that the relevant person has acted in good faith
and in accordance with their role(s), power(s) and responsibility(s).
In each case it will be necessary to determine whether assistance with legal costs and other
liabilities is justified for the good government of the City.
1.
KEY TERMS
In this management practice, unless the contrary intention appears:
“approved lawyer” means –
(a)
a ‘certified practitioner’ under the Legal Practices Act 2003; or
(b)
a law firm on the City’s panel of legal service providers, unless the Council
considers that this is not appropriate – for example where there is or may be a
conflict of interest or insufficient expertise,
approved in writing by the Council or the CEO under delegated authority.
“City” means the City of Armadale.
“legal proceedings” may be civil, criminal or investigative.
“legal representation’’ is the provision of legal services, to or on behalf of a relevant
person, by an approved lawyer that is in respect of a matter or matters arising from the
performance of the functions of the relevant person; and legal proceedings involving the
relevant person that have been, or may be, commenced.
“legal representation costs” are the costs, including fees and disbursements, properly
incurred in providing legal representation.
“legal services” includes advice, representation or documentation that is provided by
an approved lawyer.
“payment” by the City of legal representation costs may be either by –
(a)
a direct payment to the approved lawyer (or relevant firm); or
(b)
a reimbursement to the relevant person.
“relevant person” means a current or former councillor, non-elected members of a
committee or employee.
2.
PAYMENT CRITERIA
There are three (3) major criteria for determining whether the City will pay the legal
representation costs of a relevant person. These are –
(a)
the legal representation costs must relate to a matter that arises from the
performance, by the relevant person, of his or her functions;
(b)
in performing his or her functions, to which the legal representation relates,
the relevant person must have acted in good faith, and must not have acted
unlawfully or in any way that constitutes improper conduct; and
(c)
the legal representation costs must not relate to a matter that is of a personal or
private nature.
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3.
EXAMPLES OF LEGAL REPRESENTATION COSTS THAT MAY BE APPROVED
3.1
If the criteria in clause 2 are satisfied, the City may approve the payment of
legal representation costs –
(a)
where proceedings are brought against a relevant person in connection
with his or her functions – for example, an action for defamation or
negligence arising out of a decision made or action taken by the
relevant person;
(b)
to enable proceedings to be commenced and/or maintained by a
relevant person to permit him or her to carry out his or her functions –
for example where a relevant person seeks to take action to obtain a
restraining order against a person using threatening behaviour to the
relevant person; or
(c)
where exceptional circumstances are involved – for example, where a
person or organisation is lessening the confidence of the community in
the Council by publicly making adverse personal comments about a
relevant person.
3.2 Subject to clause 3.1, the City will not approve, other than in exceptional
circumstances, the payment of legal representation costs in respect of legal
proceedings instituted by a relevant person, such as a defamation action or
negligence action.
4.
APPLICATION FOR PAYMENT
4.1 A relevant person who seeks assistance under this policy is to make written
application to the Council.
4.2 The written application for payment of legal representation costs is to give details of
–
(a) the matter for which legal representation is sought;
(b)
how that matter relates to the functions of the relevant person making
the application;
(c)
the lawyer (or law firm) who is to be asked to provide the legal
representation;
(d)
the nature of legal representation to be sought (such as advice,
representation in court, preparation of a document etc);
(e)
an estimated cost of the legal representation; and
(f)
why it is in the interests of the City for payment to be made.
4.3 The application is to contain a declaration by the applicant that he or she has acted
in good faith and has not acted unlawfully or in a way that constitutes
improper conduct in relation to the matter to which the application relates.
4.4 As far as practicable the application is to be made before commencement of the
legal representation to which the application relates.
4.5 The application is to be accompanied by a signed written statement by the applicant
that he or she –
(a)
has read and understands the terms of this Management Practice;
(b)
acknowledges that any approval of legal representation costs is
conditional on the repayment provisions of clause 8 and any other
conditions to which the approval is subject; and
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(c)
undertakes to repay to the City any legal representation costs in
accordance with the provisions of clause 8.
4.6 An application is also to be accompanied by a report prepared by the CEO or, where
the CEO is the applicant, by the Executive Director Corporate Services.
5.
LEGAL REPRESENTATION COSTS – LIMIT
5.1 Unless otherwise determined by the Council, payment of legal representation costs
in respect of a particular application is not to exceed $12,000. A relevant
person may make a further application to the Council in respect of the same
matter.
5.2 As far as practicable, approved payments for legal representation of relevant
persons will be made by the City directly to the approved lawyer.
6.
COUNCIL’S POWERS
6.1
The Council may –
(a) refuse;
(b) grant; or
(c) grant subject to conditions, including a financial limit,
an application for payment of legal representation costs.
7.
6.2
In assessing an application, the Council may have regard to any insurance
benefits that may be available to the applicant under the City’s Directors and
Officers Liability Insurance or Directors and Officers Supplementary Legal
Expenses insurance policies (or their equivalent).
6.3
The Council may at any time revoke or vary an approval, or any conditions of
approval, for the payment of legal representation costs.
6.4
The Council may, subject to clause 6.5, determine that a relevant person
whose application for legal representation costs has been approved has, in
respect of the matter for which legal representation costs were approved –
(a)
not acted in good faith, or has acted unlawfully or in a way that
constitutes improper conduct; or
(b)
given false or misleading information in respect of the application.
6.5
A determination under clause 6.4 may be made by the Council only on the
basis of, and consistent with, the findings of a court, tribunal or inquiry.
6.6
Where the Council makes a determination under clause 6.4, the legal
representation costs paid by the City are to be repaid by the relevant person in
accordance with clause 8.
CHIEF EXECUTIVE OFFICER’S POWERS AND DUTIES
7.1 In cases where a delay in the approval of an application would be detrimental to the
legal rights of the applicant, the CEO may authorise financial assistance for
legal representation costs in accordance with delegated authority.
7.2 Where the CEO is the applicant, the Executive Director Corporate Services may
authorise financial assistance for legal representation costs in accordance with
delegated authority.
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7.3 An application approved by the CEO under clause 7.1, or by the Executive Director
Corporate Services under clause 7.2, is to be submitted to the next meeting of
the Council which may exercise any of its powers under this policy, including
its powers under clause 6.3.
8.
REPAYMENT OF LEGAL REPRESENTATION COSTS
8.1 A relevant person whose legal representation costs have been paid by the City is to
repay the City –
8.2
(a)
all or part of those costs – in accordance with a determination by the
Council under clause 6.4;or
(b)
as much of those costs as are available to be paid by way of set-off –
where the relevant person receives monies paid for costs, damages or
settlement, in respect of the matter for which the City paid all or part of
the legal representation costs.
The City may take action in a court of competent jurisdiction to recover any
monies due it under this Management Practice.
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MANAGEMENT PRACTICE
ADM 18
Common Seal
This Management Practice has been developed to assist staff in the submission of documents
that require the common seal affixed to them to ensure that a consistent approach is made
throughout the organisation.
1.
Unless otherwise required under legislation, all documents that require the
common seal must incorporate either of the following sealing clauses:
(i)
Sealing of documents outside of Policy ADM 18
The common seal of the City of Armadale was hereunto affixed by authority of a
resolution of Council in the presence of;
__________________________
_______________________
Mayor
Chief Executive Officer
(ii)
Sealing of documents in accordance with Policy ADM 18
The common seal of the City of Armadale was hereunto affixed by general
authority of Council in the presence of;
__________________________
_______________________
Mayor
Chief Executive Officer
2.
Any document requiring the common seal affixed must be signed by both the
Mayor and CEO as required under the City’s Standing Orders Local Law.
3.
All documents that require the common seal affixed must be accompanied by a
“Request to Sign Documents” form.
4.
Complete the relevant sections of the “Request to Sign Documents” form by:
(a) inserting who is to sign the document;
(b) inserting the subject matter;
(c) include a file reference;
(d) provide a brief description of the subject matter;
(e) advise the Council resolution number if applicable;
(f) the requesting officer is to sign where indicated; and
(g) the relevant manager/director to sign where indicated.
5.
Affix “sign here’ and/or “initial here” stickers on all copies of the document
where a signature and/or initial is required.
If the document includes a plan that needs to be initialled affix an “initial here”
sticker at a clear space near the bottom margin.
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6.
Attach a copy of the Council resolution (if applicable) to the “Request to Sign
Document” form along with any other relevant document(s).
7.
Forward completed Request to Sign form to CEO’s office.
8.
Once the documents have been signed and had the common seal affixed, the date
is to be entered onto the “Request to Sign Document” form and then forwarded to
Governance & Admin for recording in the Common Seal Register.
9.
Once recorded in the register Governance & Admin is to then forward all
documents to Records for scanning into the City’s electronic records management
system.
10.
Once scanned, Records then return documents to the initiating officer.
11.
On a monthly basis the Senior Governance & Administration Officer is to report
to Council via the Information Bulletin on those documents that have had the
Common Seal attached.
12.
Once the documents have been fully executed by all parties the original
documents must be returned to Governance & Admin, as custodian of all legal
documents, for retention.
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MANAGEMENT PRACTICE
ADM 19
1.
Procurement of Goods and Services
GENERAL
1.1
The City of Armadale is committed to setting up efficient, effective,
economical and sustainable procedures in all purchasing activities. This
Management Practice and associated policy is intended to:
•
•
•
•
•
•
•
1.2
Provide the City with an effective way of purchasing goods and
services.
Ensure that purchasing transactions are carried out in a fair and
equitable manner.
Strengthen integrity and confidence in the purchasing system.
Ensure that the City receives value for money in its purchasing.
Ensure that the City is compliant with all regulatory obligations.
Promote effective governance and definition of roles and
responsibilities.
Uphold respect from the public and industry for the City’s purchasing
practices and that withstands probity.
Ethics and Integrity
All employees of the City of Armadale shall observe the highest standards of ethics
and integrity in undertaking purchasing activity and act in an honest and professional
manner that supports the standing of the City of Armadale.
The following principles, standards and behaviours must be observed and enforced
through all stages of the purchasing process to ensure the fair and equitable treatment
of all parties:
•
full accountability shall be taken for all purchasing decisions and the efficient,
effective and proper expenditure of public monies based on achieving value for
money;
•
all purchasing practices shall comply with relevant legislation, regulations, and
requirements consistent with the City’s policies, Code of Conduct and
Management Practices;
•
purchase orders must be raised for all goods and services at the time the
commitment to purchase is made;
•
purchasing is to be undertaken on a competitive basis in which all potential
suppliers are treated impartially, honestly and consistently;
•
all processes, evaluations and decisions shall be transparent, free from bias and
fully documented in accordance with applicable policies and audit requirements;
•
any actual or perceived conflicts of interest are to be identified, disclosed and
appropriately managed; and
•
any information provided to the City by a supplier shall be treated as
commercial-in-confidence and should not be released unless authorised by the
supplier or relevant legislation.
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•
the use of brand names in quotation and tender documents is to be avoided
(unless it’s clearly impractical) so as not to give rise to a competitive advantage.
1.3
Value For Money
Value for money is an overarching principle governing purchasing that allows the best
possible outcome to be achieved for the City. It is important to note that compliance
with the specification is more important than obtaining the lowest price, particularly
taking into account user requirements, quality standards, sustainability, life cycle
costing, and service benchmarks.
An assessment of the best value for money outcome for any purchasing should
consider:
•
all relevant whole-of-life costs and benefits (for goods) and whole of contract
life costs (for services) including transaction costs associated with acquisition,
delivery, distribution, as well as other costs such as but not limited to holding
costs, consumables, deployment, maintenance and disposal.
•
the technical merits of the goods or services being offered in terms of
compliance with specifications, contractual terms and conditions and any
relevant methods of assuring quality;
•
financial viability and capacity to supply without risk of default. (Competency
of the prospective suppliers in terms of managerial and technical capabilities
and compliance history);
•
a strong element of competition in the allocation of orders or the awarding of
contracts. This is achieved by obtaining a sufficient number of competitive
quotations wherever practicable.
Where a higher priced conforming offer is recommended, there should be clear and
demonstrable benefits over and above the lowest total priced, conforming offer.
1.4
Sustainable Procurement
Sustainable Procurement is defined as the procurement of goods and services that
have less environmental and social impacts than competing products and services.
The City of Armadale is committed to sustainable procurement and where appropriate
shall endeavour to design quotations and tenders to provide an advantage to goods,
services and/or processes that minimise environmental and negative social impacts.
Sustainable considerations must be balanced against value for money outcomes in
accordance with the City’s sustainability objectives.
Practically, sustainable procurement means the City of Armadale shall endeavour at
all times to identify and procure products and services that:
•
•
•
•
Have been determined as necessary;
Demonstrate environmental best practice in energy efficiency / and or
consumption which can be demonstrated through suitable rating systems and
eco-labelling.
Demonstrate environmental best practice in water efficiency.
Are environmentally sound in manufacture, use, and disposal with a specific
preference for products made using the minimum amount of raw materials from
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•
•
•
1.5
a sustainable resource, that are free of toxic or polluting materials and that
consume minimal energy during the production stage;
Products that can be refurbished, reused, recycled or reclaimed shall be given
priority, and those that are designed for ease of recycling, re-manufacture or
otherwise to minimise waste.
For motor vehicles – when selecting vehicles, criteria such as cost v benefit,
vehicle type, purpose, pricing, fuel efficiency etc shall be taken into account;
For new buildings and refurbishments – where available and practicable and
taking into account the principal of cost v benefit, use renewable energy and
technologies.
Definitions
In this Management Practice unless the contrary intention appears –
“EOI” means the document prepared by the City seeking preliminary information
from parties who may be interested in supplying goods or services prior to any formal
tender process being implemented.
“RFT” means the document prepared by the City seeking formal submissions from
interested parties for the provision of goods or services.
“Supervisor” means any officer of the City responsible for other officers.
“Tender” means a formal offer for the provision of goods or services.
“TRIM” means the City’s electronic records management system.
“WALGA” means the Western Australian Local government Association as
constituted under s9.58 of the Local Government Act 1995.
1.6
Purchasing
1.6.1
General
(a)
(b)
(c)
(d)
(e)
The scheduling of specific expenditure items in the adopted
budget is considered as authority for officers to commence the
process of purchasing such items.
The purchase of all goods and services shall be as set out in the
tender threshold schedule listed below at clause 2 or by:
• the use of preferred supplier contracts established by
WALGA’s Purchasing Service, or
• the use of the permitted Common Use Arrangements as
established by the Department of Treasury and Finance.
Prior to calling tenders, officers shall first consult the WALGA
preferred supplier list to ascertain whether the goods or services
intended to be purchased are available through this resource.
All existing City Of Armadale service contractors are to be
provided with a copy of tender documents when tenders are
called for works within their scope of expertise.
Tendering will be conducted in accordance with the Local
Government (Functions and General) Regulations 1996, this
management practice and any code or guides that may be
produced by relevant industry bodies from time to time.
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(f)
1.6.2
All $ values quoted in this Management Practice are exclusive
of GST and in AUSD.
Contracts via WALGA and State/Commonwealth Government
contracts
Any decision to use the preferred supplier contracts established by
WALGA’s Purchasing Service or the permitted Common Use
Arrangements as established by the Department of Treasury and
Finance shall be endorsed by the relevant Executive Director and
comply with the following:
(a)
(b)
(c)
(d)
(e)
1.6.3
1.7
a written specification of the City’s requirements is to be
prepared and provided to prospective suppliers,
where there is a decision to utilise the above and there are
multiple suppliers listed, officers are to ensure that they obtain
quotes in accordance with the tender threshold schedule,
supplier responses to the City’s specifications must be in
writing,
a written evaluation of the supplier responses must be
undertaken and form part of the documentation presented to the
approving officer,
there must be compliance with the terms and conditions of the
supply contracts held by WALGA and the State and
Commonwealth Governments (often these terms and conditions
are referred to as the “buying rules”) and this compliance
aspect is to form part of the documentation presented to the
approving officer.
WALGA Tender Bureau Service
WALGA’s Tender Bureau Service provides, on an hourly fee basis, an
option to engage professional procurement specialists to either
undertake the entire tender process or parts thereof.
Officers may make use of this service for reasons of complexity or
uniqueness and where specialist expertise may be required.
Any decision to utilise this service shall be endorsed by the relevant
Executive Director with the Governance & Administration department
acting as the primary liaison between the City and WALGA for such
services.
Documentation
1.7.1
1.7.2
Tender/Expression of Interest Forms
All forms required in the Tender/EOI process are available as
templates in the Electronic Records Management system (TRIM) in
file CM/TEN/2.
RFT/EOI Documents
The RFT/EOI documents can be made available to prospective
tenderers in hard copy or electronic form and may be issued by any of
the following methods:
(a)
Collection in person;
(b)
Email;
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2.
(c)
Mail; or
(d)
Facsimile.
PURCHASING THRESHOLDS
The purchase of all goods and services shall be in accordance with the following tender
threshold schedule. The contract value is exclusive of GST and is or expected to be the full
contract period (including options to extend):CONTRACT
VALUE
(Excluding GST)
REQUIREMENT TO PURCHASE
GENERAL
PURCHASE
APPROVAL
STRUCTURE
Less than $5,000
Seek at least one verbal quote
$5,000 to $9,999
Seek at least one written quote
Supervisor / Coordinator / Senior
Officer or Above
$10,000 - $19,999
Seek at least two written quotations
Manager or Above
$20,000 - $49,999
Seek at least three written quotations or
public tender at the discretion of the relevant
Executive Director.
Executive
or Above
$50,000 - $99,999
Seek at least three written quotations
containing price and specification of goods
and services (with procurement decision
based on all value for money considerations
and endorsed by the relevant Executive
Director) or public tender at the discretion of
the relevant Executive Director.
Executive Director or
Above
$100,000 and above
Conduct a public tender process
Chief
Officer
Manager
Executive
Where it is considered beneficial, tenders may be called in lieu of seeking quotations for
purchases under the $100,000 threshold (excluding GST). If a decision is made to invite
public tenders for Contracts of less than $100,000 a Request For Tender process that entails
all the procedures for tendering outlined in this management practice must be followed in
full.
Note:
The Chief Executive Officer has delegated authority to accept any tender under the value of
$100,000 (Delegation 9).
Note:
1.
Quotations must be itemised and can be provided by facsimile or email.
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2.
Acceptance of any quotation may be given by any officer authorised to approve
orders but only within their respective approval limits.
3.
Prior to calling tenders or obtaining quotes refer to clause 1.6.1(c).
2.1
Less than $5,000
Unless otherwise approved by the relevant immediate supervisor, where the value of
the contract for the procurement of goods or services is less than $5,000, purchase on
the basis of one verbal quotation is permitted
However it is recommended to use professional discretion and occasionally undertake
market testing to ensure best value is maintained.
This purchasing method is suitable where the purchase is relatively small and low
risk.
Record keeping requirements must be maintained in accordance with record keeping
policies.
Verbal quotes are to be recorded on Form 2 available in TRIM file ref CM/TEN/2.
The original of the form is to be forwarded to the Records Dept with the written
quotes.
Notes: The general principles for obtaining verbal quotations are:
•
•
•
•
Ensure that the requirement/specification is clearly understood by the Local
Government employee seeking the verbal quotations.
Ensure that the requirement is clearly, accurately and consistently
communicated to each of the suppliers being invited to quote.
Read back the details to the Supplier contact person to confirm their accuracy.
Written notes detailing each verbal quotation must be recorded.
*Note: Prior to calling tenders or obtaining quotes refer to clause 1.6.1(c).
2.2
$5,000 to $9,999
Unless otherwise approved by the relevant immediate supervisor, where the value of
the contract for the procurement of goods or services ranges from $5,000 to $9,999
inclusive, purchase on the basis of at least one written quotation is permitted.
However it is recommended to use professional discretion and occasionally undertake
market testing to ensure best value is maintained.
This purchasing method is suitable where the purchase is relatively small and low
risk.
Record keeping requirements must be maintained in accordance with record keeping
policies.
Written quotes are to be recorded on the prescribed Form 2 available in TRIM file ref
CM/TEN/2.
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The original of the form is to be forwarded to the Records Dept with the written
quotes.
General principles relating to written quotations are detailed in clause 2.4 below.
*Note: Prior to calling tenders or obtaining quotes refer to clause 1.6.1(c).
2.3
$10,000 to $19,999
This category is for the procurement of goods or services where the value of such
procurement ranges from $10,000 to $19,999.
Unless otherwise approved by the relevant immediate supervisor, at least two written
quotations are required. Where this is not practical, e.g. due to limited suppliers, it
must be noted through records relating to the process.
Record keeping requirements must be maintained in accordance with record keeping
policies.
Written quotes are to be recorded on the prescribed Form 2 available in TRIM file ref
CM/TEN/2.
The original of the form is to be forwarded to the Records Department with the
written quotes.
General principles relating to written quotations are detailed in clause 2.4 below.
*Note: Prior to calling tenders or obtaining quotes refer to clause 1.6.1(c).
2.4
$20,000 to $49,999
Unless otherwise approved by the relevant immediate supervisor, for the procurement
of goods or services where the value of the contract for such procurement ranges from
$20,000 to $49,999, it is required to obtain at least three written quotes (commonly a
sufficient number of quotes would be sought according to the type and nature of
purchase) or proceed with a public tender at the discretion of the relevant Executive
Director.
The responsible officer is expected to demonstrate due diligence seeking quotes and
to comply with any record keeping and audit requirements.
All quotes are to be recorded on the prescribed Form 2 available in TRIM file ref
CM/TEN/2.
Record keeping requirements must be maintained in accordance with record keeping
policies.
Notes: The general principles relating to written quotations are;
1.
2.
An appropriately detailed specification should communicate
requirement(s) in a clear, concise and logical fashion.
The request for written quotation should include as a minimum:
•
Written Specification
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3.
4.
5.
6.
7.
•
Selection Criteria to be applied
•
Price Schedule
•
Conditions of responding
•
Validity period of offer
Invitations to quote should be issued simultaneously to ensure that all
parties receive an equal opportunity to respond.
Offer to all prospective suppliers at the same time any new information
that is likely to change the requirements.
Responses should be assessed for compliance, then against the
selection criteria, and then value for money and all evaluations
documented.
Respondents should be advised in writing as soon as possible after the
final determination is made and approved.
Contracts for the provision of services, which in the event of default of
the contractor would require Council intervention and funding (e.g.
works, major studies, etc) between $20,000 and $99,999 must have a
performance retention bond of 10% of the contract value, or other
percentage as determined by the relevant Executive Director depending
on the nature of the work, refundable upon the completion of the work
to the City’s requirements.
*Note: Prior to calling tenders or obtaining quotes refer to clause 1.6.1(c).
2.5
$50,000 to $99,999
Unless otherwise approved by the relevant Executive Director, for the procurement of
goods or services where the value of the contract ranges from $50,000 to $99,999, it is
required to obtain at least three written quotations containing price and a sufficient
amount of information relating to the specification of goods and services being
purchased or proceed with a public tender at the discretion of the relevant Executive
Director.
Record keeping requirements must be maintained in accordance with record keeping
policies.
For this procurement range, the selection should not be based on price alone. It is
strongly recommended to consider some of the qualitative factors such as quality,
stock availability, accreditation, time for completion or delivery, warranty conditions,
technology, maintenance requirements, organisation’s capability, previous relevant
experience and any other relevant factors as part of the assessment of the quote.
Once all quotes have been received they are to be recorded on the prescribed Form 2
available in TRIM file ref CM/TEN/2.
General principles relating to written quotations are detailed in clause 2.4 above.
*Note: Prior to calling tenders or obtaining quotes refer to clause 1.6.1(c).
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3
TENDER REGULATORY INFORMATION
3.1
Tender Exemption (Reg 11(2) Local Government (Functions & General)
Regulations 1996)
In the following instances public tenders or quotation procedures are not required
(regardless of the value of expenditure):
•
•
•
•
•
3.2
An emergency situation as defined by the Local Government Act 1995;
The purchase is under a contract of WALGA (Preferred Supplier
Arrangements), Department of Treasury and Finance (permitted Common Use
Arrangements), Regional Council, or another Local Government;
The purchase is under auction which has been authorised by Council;
The contract is for petrol, oil, or other liquid or gas used for internal
combustion engines;
Any of the other exclusions under Regulation 11 of the Local Government
(Functions and General) Regulations 1996 apply.
Sole Source of supply (Monopoly Suppliers)
The procurement of goods and/or services available from only one private sector
source of supply, (i.e. manufacturer, supplier or agency) is permitted with the
approval of the officer’s immediate supervisor, without the need to call competitive
quotations provided that there must genuinely be only one source of supply. Every
reasonable endeavour to find alternative sources must be made. Written confirmation
of this must be kept on file for later audit.
Note: The application of provision "sole source of supply" should only occur in
limited cases as procurement experience indicates that generally more than one
supplier is able to provide the requirements.
3.3
Anti Avoidance
The City shall not enter two or more contracts of a similar nature for the purpose of
splitting the value of the contracts to take the value of consideration below the level of
$100,000, thereby avoiding the need to publicly tender.
3.4
No Tenders Received
Where the City has invited tenders and no compliant submissions have been received,
direct purchases can be arranged on the basis of the following:
•
•
•
•
3.5
a sufficient number of quotations are obtained;
the process follows the guidelines for seeking quotations between $50,000 &
$99,999 (listed above);
the specification for goods and/or services remains unchanged;
purchasing is arranged within 6 months of the closing date of the lapsed
tender.
Addendum to Tender
If, after the tender has been publicly advertised, any changes, variations or
adjustments to the tender document and/or the conditions of tender are required, the
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City may vary the initial information by taking reasonable steps to give each person
who has sought copies of the tender documents notice of the variation.
3.6
Minor Variation
If after the tender has been publicly advertised and a successful tenderer has been
chosen but before the City and tenderer have entered into a Contract, a minor
variation may be made by the City.
A minor variation will not alter the nature of the goods and/or services procured, nor
will it materially alter the specification or structure provided for by the initial tender.
3.7
Records Management
All records associated with the tender process or a direct purchase process must be
recorded and retained. For a tender process this includes:
•
•
•
•
•
Tender documentation;
Internal documentation;
Evaluation documentation;
Enquiry and response documentation;
Notification and award documentation.
For a direct purchasing process this includes:
•
•
•
Quotation documentation;
Internal documentation;
Order forms and requisitions.
Record retention shall be in accordance with the minimum requirements of the State
Records Act 2000, and the City’s Record Keeping Policy ADM 15.
4
TENDERING & EXPRESSIONS OF INTEREST (EOI) PROCEDURES
a.
The originating department (OD) is to determine the scope of the contract.
b.
OD is to prepare tender specifications.
a.
G & A to request Records to create new file. Advise OD of tender number and
TRIM file number.
b.
OD shall before tenders are publicly invited, determine in writing the criteria
for deciding which tender should be accepted.
An evaluation panel shall be established prior to the advertising of a tender
and include a mix of skills and experience relevant to the nature of the
purchase and shall wherever practicable wherever practicable include either
the Manager Governance & Administration, Coordinator Governance &
Administration or the Senior Governance & Administration Officer.
For Requests with a total estimated (Excluding GST) price of:
•
•
Between $50,000 and $99,999, the panel must contain a minimum of 2
members; and
$100,000 and above, the panel must contain a minimum of 3 members.
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4.5
OD with assistance from G & A to prepare tender documentation
incorporating specifications, scope and selection criteria.
4.6
OD to submit completed RFT documents to G & A for verification.
4.7
OD to prepare and arrange advertisement.
4.8
G & A to book an available meeting room for the opening of tenders and
advise originating department.
4.9
G & A to arrange with the IT Department to place tender details (Tender
number, description, closing date and time, contact person and their details) on
the City’s website.
4.10
OD to arrange the printing and issuing of tender documentation.
Details of persons obtaining tender documentation are to be recorded on Form
12 – List of Tender Recipients.
4.11
OD to complete Form 16 - Attendees at Tender Briefing/Site Inspection if
applicable.
4.12
Tenders will be received through the mail, by lodgement in the letterbox at the
office, or by deposit in the locked container provided for that purpose, and
designated as the tender box, at the reception desk in the foyer on the ground
floor of the Administration Centre.
4.13
Tenders are not to be accepted by faxes or electronic mail and the invitation to
tender must clearly state this.
4.14
As soon as a tender is received at the Administration centre and recognised as
such, it is to be placed in the tender box.
4.15
Staff dealing with and handling tenders, are to treat them in a confidential
manner prior to the advertised closing time.
4.16
In a case where an envelope containing a tender is not marked, as required,
and is therefore opened in the normal process of mail handling, the tender and
the envelope are to be resealed immediately by the person dealing with the
mail, properly endorsed with the tender number and a note stating why the
tender was opened in error, signed by the person who opened it and placed
immediately in the tender box.
4.17
The custody of the tender register and the keys to the tender box are to be the
responsibility of G & A.
The opening of the tender box is to be performed by an officer from G & A
and be witnessed by at least one other staff member from the OD.
No tender is to be removed from the tender box prior to the tender deadline.
Where more than one tender is current at the one time, all tenders in the tender
box, other than the one closing, are to be replaced in the box, which is to be
locked again immediately the tenders have been sorted and identified.
4.18
G & A and OD to open tenders and they are to be opened whenever
practicable in public immediately after the tender closing time.
Tenders must not be opened prior to the advertised closing time and are to be
opened in accordance with the advertised time and place. Tendered prices are
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not to be disclosed or recorded at the tender opening, and price information
should be regarded as commercial-in-confidence to the City.
Members of the public are entitled to be present.
4.19
The Tenderer’s Offer form and Price Schedule from each tender shall be date
stamped and initialled by at least two officers present at the opening of
tenders.
4.20
G & A to enter relevant details in the tender register.
4.21
Each officer present at the opening shall sign the tender register.
4.22
Any tender received after closing time and date is to be received and recorded,
and clearly marked “Late Tender”. Any such tender cannot be accepted and
OD will notify tenderer.
4.23
Tenders must not be amended after tenders have closed, although minor
variations may be agreed with the successful tenderer in accordance with the
Regulations.
4.24
The practice of allowing tenderers to be present at tender opening is to be
brought to the attention of prospective tenderers in the invitation to tender
documentation along with advice that prices will not be disclosed.
4.25
Following the opening of the tenders G & A to forward all tender
documentation to the Records Dept for registration and scanning.
4.26
Records to return all documentation to OD.
4.27
Tenders that have not been rejected shall be assessed by the City by means of
a written evaluation, prepared by OD, against the pre-determined criteria. The
tender evaluation panel shall assess each tender that has not been rejected to
determine which tender is most advantageous.
4.28
OD to prepare report for Committee agenda.
4.29OD to notify successful/unsuccessful tenderers.
Each tenderer shall be notified of the outcome of the tender following Council
resolution. Notification shall include:
•
The name of the successful tenderer;
•
4.30
The total value of consideration of the successful tenderer/s.
OD to notify G & A of successful tender.
The details and total value of consideration for the successful tenderer/s must
be entered into the Tenders Register at the conclusion of the tender process
along with the Council resolution number.
4.31
G & A to prepare contract and arrange for signing and distribution.
4.32
All original contracts resulting from the tender process must be retained by G
& A and recorded in the Contracts Register. Copies will be made available to
the project manager of the contract.
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MANAGEMENT PRACTICE
ADM 21
Authority to Sign Documents
1.
This Management Practice provides guidance on the procedure to be followed when
requiring documents to be signed by the Chief Executive Officer or the Executive
Directors, thereby ensuring the timely and proper execution of all legal documents.
2.
All documents submitted for signing by the CEO or Executive Directors must have a
covering duly completed “Request to Sign” form which can be found on the City’s
intranet at http://coaintranet/forms.php
3.
Request to Sign forms requiring the CEO’s signature, are to be approved/signed by the
relevant Executive Director or Executive Manager, and Request to Sign forms requiring
and executive Director’s signature are to be approved/signed by the relevant Executive
Manager or Manager.
4.
Once the document(s) has been signed, the document(s) is then:(i)
forwarded to the Governance & Administration Assistant for recording in the
relevant Registers;
(ii)
forwarded to the Records Department for recording and scanning in the City’s
records management system;
(iii)
returned to the Officer having initiated the Request to Sign form for the
appropriate actioning including an original of the signed document(s) being
forwarded to the Governance & Administration Assistant for filing/retention in
the legal documents file.
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MANAGEMENT PRACTICE
ADM 22
Social Media
1. Objective
This Management Practice has been developed:
• To provide guidance to City employees on the use of social media for City business and
sets out the City’s expectations for employees as representatives of the City either at work
or in a personal capacity.
• To ensure the City’s social media channels are used in an appropriate manner, consistent
with business needs and best practice.
• To ensure the City maximises the use of social media tools to inform and engage with
stakeholders and the community.
• To protect the City’s reputation.
2. Scope
This Management Practice applies to all employees using social media sites.
3. Definitions
Social media tools are online platforms or sites which facilitate the building of social
networks for the purpose of communicating and sharing news, comments and opinions. The
business objective of social media tools is to converse and engage with stakeholders,
customers and the community. The social media tools currently used by the City are:
•
Facebook – a social networking website which allows online users to connect and share
information with online users.
•
Twitter – a micro-blogging site where users can provide and publish brief updates or
tweets on a subject.
•
YouTube – a video sharing website on which users can upload, share, and view videos.
4. Management of Social Media Tools and Content
Marketing and Communications team
Social media content is managed and monitored by the Marketing and Communications team
with the assistance of Social Media Champions from each Business Unit of the City.
Only the City’s Marketing and Communications team may post on City profiles unless
another employee is authorised by the Chief Executive Officer.
It is the responsibility of the Manager Marketing and Communications through consultation
with the Chief Executive Officer and relevant Executive Directors to determine whether any
additional officers have the ability to post information and respond to comments made by
members of the community.
Information Communications Technology
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It is the responsibility of Information Technology to ensure that staff have an appropriate
level of access to the internet.
Information Technology will be responsible for management of software and systems for the
purposes of monitoring Social Media and meeting Record Keeping requirements.
5. Business Use of Social Media
When preparing information to post on the City’s social media sites, employees are to:
•
•
•
•
•
•
•
•
•
•
•
Ensure appropriate approvals are obtained before providing any information for posting,
or making posts, on social media sites.
Ensure that any information posted online serves to enhance the services of the City, is in
line with the City’s mission and values, and will not bring the City into disrepute.
Comply with City policies and management practices, in particular:
• the City’s Code of Conduct.
• the City’s IT Policy and Guidelines.
• the Record Keeping Policy and Plan.
Comply with all laws relating to copyright, recordkeeping, privacy and defamation,
including the need for accurate information, maintaining reliable records of official use,
and ensuring comments are free from discrimination, harassment and offensive material.
Cite all sources quoted within information posted.
Ensure that appropriate approvals are obtained before publishing, or providing
information to be posted.
Ensure all communication is objective and courteous.
Ensure that the privacy and confidentiality of information acquired at work is protected at
all times.
Avoid making statements or engaging in activities of a party political nature.
Seek advice if unsure what is required.
Ensure that all content published is accurate not misleading, and complies with City
policies and protocols.
Noncompliance with City policies and protocols may result in disciplinary action, and will be
subject to the provisions of the City’s Code of Conduct Policy and/or provisions of other
relevant State or Commonwealth legislation.
Directors and Managers are responsible for staff compliance with this Management Practice.
6. Personal Use of Social Media
The Code of Conduct provides City of Armadale staff with consistent guidelines for an
acceptable standard of professional conduct and should be considered in all use of social
media.
Employees should be aware of potential implications of Social Media use and ensure they do
not bring themselves, their colleagues, or the City into disrepute in their personal use of
social media, regardless of whether they are using a personal computer or mobile device at
home or at work. Guidelines City of Armadale employees are expected to consider are:
• Avoid derogatory comments about the City of Armadale.
• Ensure that any personal comments that relate to the City or its activities, are declared as
personal comments and not official City statements.
• Ensure that all content published is accurate, not misleading or inappropriate.
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• Ensure that comments about fellow City employees cannot be regarded as harassing or
discriminatory, or impact on workplace relationships.
• Disclose and discuss only publicly available information relating to the City.
• Be polite and respectful to people.
7. Community Use of the City’s Social Media Sites
Guidelines which determine appropriate conduct for public users of the City’s social media
tools are to be made available on each profile. Guidelines include the following:
The City of Armadale does not accept responsibility for external comments on this
page. They are not representative of the opinions or views of the City of Armadale.
Posts may be deleted as determined, at the City of Armadale’s absolute discretion, if
comments contain:
•
•
•
•
•
•
•
•
•
violent, obscene, profane, hateful, derogatory, racist or sexist language links or
images,
information that may compromise the safety or security of the public,
any discussion or promotion of behaviour that is unlawful,
comments that threaten or defame any person or organisation,
solicitations, advertisements, endorsements or spam,
encouragement or glamorisation of the use of alcohol, tobacco, or illegal drugs,
multiple successive irrelevant posts by a single user,
repetitive posts copied and pasted or duplicated by single or multiple users,
any other inappropriate content or comments as determined by the City of
Armadale.
When interacting with this page, the City of Armadale requests that you:
•
•
•
•
exercise courtesy,
do not post your personal address or phone number,
acknowledge that the City cannot check the accuracy of every public post and
does not take any responsibility for reliance on posts on this page,
adhere to Facebook Guidelines (or other social media guidelines appropriate
to each profile).
By ‘liking’ this page you acknowledge the terms outlined in these Guidelines for
Visitors and Users. Users who do not comply with these guidelines will be blocked
from the page at the discretion of the City of Armadale.
8. Promotion of City Programs, Services, Events and Information Updates
8.1
The Marketing and Communications Officer and Social Media Champions from each
Business Unit will identify relevant City programs, services and events to be promoted
via social media tools, i.e. Facebook and Twitter and how these will be cross promoted
through the website, eNewsletters and traditional print mediums, and develop an annual
program. The Marketing and Communications Officer will also be reactive to timely
events and topical information and make posts where appropriate.
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8.2
Champions will liaise with staff from their Business Unit to provide content for Social
Media (e.g. information, links, images, videos) and if required initiating staff will work
with Marketing to develop materials, content, videos as required.
8.3
Where proposed Social Media posts are not direct repeats of existing approved
promotional materials, or are more than simple links to website content, Champions
will seek relevant approval of content from Managers or Directors.
8.4
Social Media Champions refer content to Marketing and Communications for review
and uploading to the relevant sites if the content is acceptable. If content is not
acceptable it will be referred back to Business Units for redrafting.
8.5
Marketing and Communications upload content to the respective social media sites.
8.6
Marketing and Communications monitor social media platforms on a regular basis each
day during business hours.
9. Responding to Comments from the Public
9.1
The Marketing and Communications Officer assesses whether a response is required to
social media posts made on the City’s Social Media profiles or about City matters on
other profiles.
9.2
If a comment posted on a City social media site, or regarding the City on a public
profile, is deemed to require a response:
•
•
•
If the response is a basic direction to content on the City’s website or an FAQ, the
Marketing and Communications Officer, in consultation with Customer Service, drafts
a response and publishes the comment. This will endeavour to be achieved within two
business hours.
If the content is of a specific nature or considered to be contentious, the Marketing and
Communications Officer will endeavour to acknowledge the post within two business
hours, and will refer the response to the relevant Champion. (The Marketing and
Communications Officer will also alert the Manager Marketing and Communications
for evaluation of who to alert to the matter.) The relevant Champion will provide
approved information to the Marketing and Communications Officer within four
business hours, to post a follow up response.
Requests for information or services made via social media sites, that cannot be
answered by the Marketing and Communications Officer or Customer Services, will be
forwarded to the Records Inbox for processing to the relevant Business Unit for
actioning to the relevant Business Unit.
9.3. If community posts are deemed to be inappropriate or derogatory, the Marketing and
Communications Officer will respond to the comments, advising that the item has been
removed as it does not meet the City’s Social Media Guidelines for Visitors and Users.
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9.4
If community posts are inaccurate, the Marketing and Communications Officer will
respond with accurate and relevant information to clarify the issue. If the content is
considered to be contentious, the Marketing and Communications Officer refers the
response to the relevant Managers, Directors or the Chief Executive Officer for
approval before publishing.
9.5
If City officers other than the Marketing and Communications Officer are permitted to
provide standard responses directly to community posts, content is to be drafted and
agreed by the Business Unit Manager and the Marketing and Communications Officer
before publishing.
9.6
If complaints are received via social media posts, the Marketing and Communications
Officer will acknowledge and attempt to redirect offline. The complaint will then be
handled in accordance with City’s existing complaint handling process, as detailed
Customer Service Charter.
10. Record Keeping Requirements
10.1 City officers must store a copy of any information, videos, photos etc. to be published
on social media platforms in accordance with the City’s record keeping requirements.
10.2 Periodic snap shots of Social Media profiles will be undertaken periodically and stored
within the City’s corporate recordkeeping system (TRIM).
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MANAGEMENT PRACTICE
COMD 1
Requests for Financial Assistance
Requests for financial assistance will be based on the following guidelines and criteria:
1.
Requests must be received in writing, the form of which may vary depending on the
category.
2.
The following General Criteria will apply to all requests:
a. Primarily benefit residents of the City of Armadale;
b. Individuals must be a resident or ratepayer in the City of Armadale; and nonprofit groups or organisations must be based in or primarily service residents
of the City of Armadale;
c. Considered to be a worthy contribution made on behalf of City of Armadale
residents.
1. DONATIONS
Donations may be awarded to requests that:
1.1 Recognise achievement for Armadale residents who:
a. Have been selected to represent the State or Nation in an interstate or overseas
competition in a sport, recreational, educational or arts activity.
b. Can supply supporting documentation from the relevant governing association of
the activity.
c. Only one application will be approved for any individual in the City’s financial
year.
d. The City does not require any acknowledgement for its contribution.
e. Maximum per individual donation $150.
f. Delegated Authority:
CEO
g. Secondary Delegation: Executive Director Community Services
Manager Community Development
1.2 Support an appeal for assistance in relation to natural and other disasters:
a. In cases of emergency emanating from fire, flood, earthquake and other disasters.
Delegated authority exists for requests to the maximum value of $1,000. A
donation request which exceeds $1,000 will be referred to Council for
determination.
b. Delegated Authority:
CEO
c. Secondary Delegation: Executive Director Community Services
Executive Manager Community Services
1.3 Support community groups, individuals or organisations toward fundraising and
promotional initiatives. Types of assistance may include vouchers to Armadale
Aquatic Centre or Armadale Arena or from external businesses to the City.
a. Maximum voucher value $1,000
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b. Delegated Authority: CEO
c. Secondary Delegation:
(i) up to $1,000 Executive Director Community Services
(ii) up to $500 Manager Leisure Services
1.4 General Donations
The City will consider requests for assistance from members of the community or
community organisations that will benefit the community.
a. Maximum $1,000
b. Delegated Authority: CEO
c. Secondary Delegation:
(i) up to $1,000 Executive Director Community Services
(ii) up to $500 Executive Manager Community Services
(iii) all other requests to be referred to the Community Service Committee
1.5 All donations to be included in the Councillor Information Bulletin.
2. COMMUNITY GRANTS
2.1 Applications will be considered in two rounds per financial year.
2.2 Applicants are eligible to receive a grant only once per financial year.
2.3 Eligibility criteria for community groups or organisations:
a. Must be based in the City of Armadale or primarily benefit residents of the
City.
b. Applications will be received from non-profit community groups or
organisations including sporting, welfare, educational (only school P&C’s are
eligible to apply for funding), arts, cultural, children, youth, seniors’ and other
relevant groups.
c. Must be a non-profit, incorporated organisation or auspiced by an incorporated
non-profit organisation.
d. Can demonstrate the ability to manage a project of the proposed type.
e. Can demonstrate a matching or significant contribution in cash or ‘in kind’.
f. Have satisfactorily acquitted any previous community grant allocations.
Applicants with an outstanding acquittal will be ineligible to receive funding.
2.4 Community grant project criteria:
a. Clearly demonstrated need for this project.
b. Will be of benefit to the local community and/or the City of Armadale
generally.
c. Will not require ongoing funding from the City beyond the initial funded
period.
d. Does not duplicate an activity already available in the local area.
e. Other avenues of funding have been exhausted and/or the project would not
successfully attract other sources of funding.
f. Requests for equipment will only be granted once in three years.
g. Funding will not be made available for:
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i. Personal items unless the applicant can demonstrate a benefit to the
general community;
ii. Deficit funding for organisations which are experiencing a shortfall of
cash revenue or anticipated revenue;
2.5 Maximum community grant allocation is $1,000 per application.
a. Delegated Authority: CEO
b. Secondary Delegation: Executive Director Community Services
Executive Manager Community Services
2.6 Successful applicants must ensure that:
a. The City’s financial support is acknowledged through promotional means such
as advertising and media publicity associated with the project. Approval may be
given for the use of the City’s logo where appropriate.
b. A written acquittal report detailing how the grant was utilised and the
outcomes/benefits achieved to be submitted within three months of the
completion of the project.
3. ANNUAL CONTRIBUTIONS
3.1 Annual contributions may be granted for a period of 12 months and recommended for
up to three years, depending on the capacity of the applicant to demonstrate:
a. A need for funding for one to three years.
b. A longstanding service to the local community.
c. A proven capacity to achieve intended outcomes.
There is no obligation for the City to grant beyond a 12 month period.
3.2 Eligibility criteria for community groups or organisations:
a. Must be based in the City of Armadale or primarily benefit residents of the
City.
b. Applications will be received from non-profit community groups or
organisations including sporting, welfare, educational (only school P&C’s are
eligible to apply for funding), arts, cultural, children, youth, seniors’ and other
relevant groups.
c. Must be a non-profit, incorporated organisation or auspiced by an incorporated
non-profit organisation.
d. Can demonstrate the ability to manage a service, project or program of the
proposed type.
e. Can demonstrate a matching or significant contribution in cash or ‘in kind’.
f. Have satisfactorily acquitted any previous community grant or annual
contribution allocations. Applicants with an outstanding acquittal will be
ineligible to receive funding.
3.3 Annual contribution criteria:
a. Clearly demonstrated need for this project.
b. For services, projects and programs that the City recognises as being of benefit
to City of Armadale residents.
c. Does not duplicate an activity already available in the local area.
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d. Other avenues of funding have been exhausted and/or the project is unlikely to
secure other sources of funding.
e. Funding will not be made available for:
i. Deficit funding for organisations which are experiencing a shortfall of
cash revenue or anticipated revenue.
3.4 In the event that the application is successful applicants must ensure that:
a. The City’s financial support is acknowledged through promotional means such
as advertising and media publicity associated with the service, project or
program. Approval may be given for the use of the City’s logo where
appropriate.
b. A written acquittal report is submitted at the end of the funded period detailing
how the contribution has been utilised and the benefits/outcomes achieved.
3.5 The contribution amount is discretionary, generally between $1,000 to $25,000
depending on the number and value of applications received and the total budgeted
amount for annual contributions. Applications for more than $25,000 may be
awarded where the merit of such are determined.
3.6 All requests for annual contributions will be referred to the Community Services
Committee.
Last Reviewed
Authority
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MANAGEMENT PRACTICE
COMD2 - 1
Community Consultation
Overview
Local Government is regulated by statutory frameworks to inform the community, consult
with the community and to provide opportunities for the community to participate in decision
making.
Beyond its statutory obligations, there are a range of benefits that Council obtains through
consultation processes (from information exchange to participatory and collaborative
practices). Consultation offers mechanisms that:
•
•
•
•
Assist in the supply of information to the community.
Assist in receiving and interpreting information about community issues,
characteristics and attitudes.
Provide opportunities for better understanding by the community in regard to roles
and responsibilities of organisations and government.
Develop trust between Council and communities of interest/neighbourhoods in order
to reduce conflict between Council and the community – if Council is able to
demonstrate to residents, local businesses etc that it is actively concerned with their
neighbourhood and/or issues then it can potentially improve relations with and
attitudes towards Council.
Elected Members role in this process is to ensure the principles outlined in the Policy are
encompassed in the decision making process of Council. Where Council decision making is
involved, the City’s administration is responsible for:
•
•
•
•
Identifying the Consultation opportunity
Recommending the appropriate approach
Determining and implementing the consultation methodology
Reporting to Council on the outcomes of the consultation process if required
Different levels of consultation and participation are appropriate depending on the issue to be
addressed, the objective of the community consultation and participation, the nature of the
information involved and the characteristics of the stakeholders.
All issues, projects, activities or events that Council seeks community input into are to be
considered individual and unique. This management practice is intended to be used as a
framework and a guide to undertaking community consultation and encouraging relevant and
appropriate participation. The Community Development Department is the principal
organisational resource for advice on Community Consultation of a generic nature, with
individual Directorates responsible for specific statutory obligations and operational
requirements.
Attachments
Flow Chart – Community Consultation Process.
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of Each.
Table 2 – Guide to Minimum requirements according to specific legislative prescriptions.
Note: Table is correct at the time of Council adoption, however officers should verify with Corporate
Services for changes at the time of consultation.
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The Community Consultation Process
1.
Planning – Context and Preparation
Planning is integral to successful consultation. It is at this stage that the issue is identified,
who is going to be affected (stakeholders) and what is the intention/outcome to be achieved
by consultation. Once there is an understanding of these three elements, the next step is to
determine which approach to take, what resources are required and what Council’s
obligations (statutory or otherwise) are.
Depending upon on the level of impact of the issue and relevant Executive Director
assessment, it is at this stage that a report may be put to Council, outlining the issues and the
intended approach inclusive of methods to be used.
Officers need to be conscious that with any method chosen the information provided is
sufficient for the community to assess and if required make comment. Whilst it is
acknowledged that the right level of information depending on complexity and technicalities
may be difficult to ascertain, information should include matters such as rationale, legislative
implications and budget/resource impacts.
It is necessary to consider the characteristics of stakeholders so that methods chosen are
likely to give quality information. Characteristics to consider include literacy, age, interest
and accessibility.
Approaches of Consultation
There are four core approaches to assist the process of consultation for the City of Armadale.
1.
Information
This is the approach when the community does not have an opportunity to alter or change an
issue. For example, the removal of diseased trees or advising of a required road closure for
short term road maintenance. It may provide an opportunity for the community to seek
further information but is not a consultative process that requires consolidation of feedback.
This approach is also used for informing the community of a decision or direction that has
been taken, with or without prior community consultation. For example Council’s intention to
upgrade a community facility, a geographical name change or ward boundary changes.
The Information approach is used:
• To advise the community of a situation or proposal
• To inform the community of a decision or direction
• To provide advice on an issue.
• When there is no response required, although people are free to seek a further
level of explanation or participation.
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2.
Consultation
This is the approach when feedback is required to inform a decision or where the community
has the opportunity to comment and/or influence the final decision of Council. It is probably
the most common understanding and use that Council has for consulting with its community
and often falls within the statutory frameworks. For example, a Development application,
intention to close a service or facility, intended realignment of roads, budget proposal, Plan
for the Future. It is also used to undertake market research, feasibilities and to give an
indication of community viewpoint on an issue. It may include the opportunity for people to
seek further involvement but in general it provides limited opportunity for dialogue and
discussion.
The Consultation approach is used:
•
•
•
•
•
3.
To undertake research to identify needs or issues
To seek comment on a proposal, action or issue
To seek feedback on a service or facility
When a response is required, but there is limited opportunity for continued
dialogue and discussion.
Where there is an option for people to seek a further level of participation
Involvement
This is the approach taken when detailed information is required or the community has an
opportunity to review and debate feedback. It is used when it is appropriate to actively
involve the community in the decision making process. For example the redevelopment of a
local park, developing a community or social plan, or facilitating cross agency discussion to
determine a position on an issue.
The Involvement process is used:
•
•
•
•
4.
To involve the community in discussion and debate
To ensure informed input through briefings and information
To adopt a more personal and innovative approach through personal contact and
meetings / sessions that encourage participation
To involve the community at different times in the planning process, i.e. keeping
informed and enabling further comment
Partnership
A Partnership approach is taken when there is an opportunity for ongoing involvement in the
management or progression of issues such as the management of assets (Settlers Common
Management Committee) or ongoing monitoring of an issue such as the Disability Access
and Inclusion Plan. It is also the approach taken with joint ventures such as the Roleystone
Revitalisation Project, PCYC management of the Armadale Arena and provides the
framework for initiating and developing a new service such as the Indigenous Development
Centre / Aboriginal Interpretive Enterprise Centre.
The Partnership approach is used:
•
•
•
To establish a structure for involvement in decision making, e.g. working party,
committee
To enable ongoing involvement and keeping informed
To allocate responsibility in achieving initiatives
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Methods of Application
Table 1 has details of methods that can be used for each Approach. It may be a choice of one
or a combination of methods dependent on the issue. Using more than one method of
consultation will increase the chance of a better response in terms of both quality and
quantity. It is also necessary to plan for what will occur if different methods come up with
different results. It is important that officers consider resources and associated issues. There
are benefits and constraints with any method chosen and these are summarised in the Table.
2.
Practice – Conducting the Consultation
Once the Consultation approach and methods have been identified and endorsed, the
consultation is then implemented.
Once the consultation period has been completed, information is analysed and there may be
need for clarification of the information or new issues may arise. At this stage it may be
necessary to initiate additional methods to seek clarification or commence a separate process
for new issues.
3.
Results – Outcomes and Outputs
Once information collected is analysed and dependent on the issue, it may form the basis of a
report to Council, inform practices to be adopted or determine options for the next steps. It is
necessary in any consultation process to ensure there is adequate feedback to participants. In
some cases this will be conveyed at the commencement of the consultation, for example
where it is for Information purposes only, community should be made aware that there will
be limited or no feedback dependent on the issue. In all other approaches, a feedback
mechanism needs to be considered.
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Community Consultation Flowchart
Who are the Stakeholders
Identify the Issues
PLANNING
Clarify the Intent
or Purpose
Context &
Preparation
Determine the Approach
Determine Resources
Determine Obligations
Inform, Consult, Involve or
Choose Methods using Table 1
or 2 as a guide in accordance
with relevant Departmental
Practices
PRACTICE
Conducting the
Implement
Are there new
issues?
Collate Information, Submissions
and Analyse
Is there a
need for
Outcomes
RESULTS
Outputs &
Policy/Strategy Choices & Options
Feedback to Participants
Response & Implementation
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Fig: 1
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
INFORMATION APPROACH
The Information Approach is used:
•
•
•
•
To advise the community of a situation or proposal
To inform the community of a decision or direction
To provide advice on an issue
When there is no response required, although people are free to seek a further level of explanation or participation
Possible Method
Description
Comments / Issues
Telephone Informal
unstructured • Limited capacity to discuss issues
• Opportunity to exchange basic information
information exchange
• Tends to be customer initiated
• No formal record / tracking of information.
In Person Meeting
Informal / semi formal • Capacity to discuss issues and exchange different points of view
discussion either one-to- • Opportunity to develop rapport with community
• Tends to be customer initiated
one or in a small group
• Limits the number of people accessing information
Written
Personally addressed letter • All affected people receive the same information
Correspondence
informing residents of a • Record of communication
project, issue, service or • Generally cost effective
• Assumes literacy levels of residents
action
Personal
Contact
Pamphlet
A leaflet designed to • Enables presentation of the facts
provide information on a • Potential to create greater interest through appealing presentation
• Can be a costly exercise
particular item
• Assumes literacy levels of residents
Letter Box Drop
Mass
produced • All affected people receive the same information
communication to affected • Affordable broadcast of information
• Assumes literacy levels of residents
people
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
INFORMATION APPROACH
The Information Approach is used:
•
•
•
•
To advise the community of a situation or proposal
To inform the community of a decision or direction
To provide advice on an issue
When there is no response required, although people are free to seek a further level of explanation or participation
Possible Method
Description
• May be perceived as ‘junk mail’ and ignored.
Paid advertisement in local • A method of advising all residents
• Assumes interested / affected people will read the paper.
newspaper
Notice in Local Paper
Media Statement
Release
Comments / Issues
•
•
•
On-site information board •
describing
proposed •
development / activity
/ Press article in local paper
Site Display
Creates interest in an issue through local media
Depends on media reporting
Risk of misinterpretation
Places information in local area which is accessible to affected residents
Impact of information depends on the quality of the display
Displays in other Visual and / or auditory • Potential to capture and inform a wide cross section of the community
locations e.g. libraries information is placed in • Dependent on the quality of the display
and shopping centres
areas of high public use • May be a high cost if display is supported by staff to explain / answer questions
Manned and unmanned.
Presentations
–
Community Groups,
Stakeholders,
Committees
Formal
or
informal • Good for targeted information.
presentations
at • Enables interaction and communication for the purpose of clarification.
Community, Stakeholders • Need to be consistent across community and stakeholder organisations so as to ensure equality
of access to information.
meetings.
• Cost associated with staff resources and ‘out of hours’ meetings.
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
CONSULTATION APPROACH
The Consultation approach is used:
•
•
•
•
•
To undertake research to identify needs or issues
To seek comment on a proposal, action or issue
To seek feedback on a service or facility
When a response is required, but there is limited opportunity for dialogue
Where there is an option for people to seek a further level of participation
Possible Method
Request for Comment
Telephone Survey
Written Survey
Description
Comments / Issues
Provision of a place for customers • Easy to implement
• Will lose impact if feedback is not provided on suggestions
to lodge ideas / feedback
• Can appear tokenistic if used as sole source of consultation
Individual phone contact to • Provides data to assess needs / trends
• Personal approach tends to increase the level of response
complete a structured review
• Capacity to reach a wide range of groups in the community
• Can be costly and time-consuming depending on the sample size
• Need to limit question options for ease of analysis
• Excludes people who do not have a telephone
• Major surveys can result in high ‘knock back’ (too busy, invasion of personal
space etc)
Written structured survey to gather • Provides basis for assessing needs / trends or obtaining feedback on a service
• Enables broad or targeted input
data / information
• Attracts the interested respondents
• Can be costly depending on sample size
• Tend to be limited to closed questions for ease of analysis
• Assumes literacy levels of residents
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
CONSULTATION APPROACH
The Consultation approach is used:
•
•
•
•
•
To undertake research to identify needs or issues
To seek comment on a proposal, action or issue
To seek feedback on a service or facility
When a response is required, but there is limited opportunity for dialogue
Where there is an option for people to seek a further level of participation
Possible Method
Hotline / Phone-in
Description
Comments / Issues
Time-limited opportunity for • Capacity to reflect / expand and clarify points
customers to make contact and • Relies on skilled interviewers
• Relies on publicity and public interest
provide feedback in a semistructured / informal context
Broadcast to community seeking a • Useful as part of a wider consultation process
written presentation of views on a • Broadens potential information source
Inviting Submission
• Easy to implement
proposal/
• Enables formal comments on issues
concept / activity
• Demonstrates commitment to resident input
• Limits the opportunity for dialogue / clarification
• Attracts organised & motivated groups/ individuals (not the silent majority)
Presentations – Community Formal or informal presentations • Good for targeted information.
Groups,
Stakeholders, at
Community,
Stakeholders • Enables interaction and communication for the purpose of clarification.
• Need to be consistent across community and stakeholder organisations so as to
Committees
meetings.
ensure equality of access to information.
• Cost associated with staff resources and ‘out of hours’ meetings.
Media Promotion
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
CONSULTATION APPROACH
The Consultation approach is used:
•
•
•
•
•
To undertake research to identify needs or issues
To seek comment on a proposal, action or issue
To seek feedback on a service or facility
When a response is required, but there is limited opportunity for dialogue
Where there is an option for people to seek a further level of participation
Possible Method
Public Exhibition
Interview
Focus Group Session
Meeting
with
User
Stakeholder Groups
Description
Comments / Issues
The formal exhibition of a plan or • Gives all people in the community the opportunity to view and comment on a
plan or strategy
document at key locations for a set
•
Requires a high level of promotion
period of time
• Requires the allocation of additional time to a planning process
• Requires motivated people to respond
Face to face structured interview
• Forms the basis of assessing issues / trends
• Rich source of customer information
• Capacity to reflect / expand and clarify points
• Time consuming and costly
• May not be representative of all groups
Semi-structured interview in a • Participants explore and build on issues
small
group
(with
invited • Allows in-depth discussion
• May not be representative of all groups
representative participants)
•
•
structured meeting with a specific •
group
•
or Face to face semi-
Version: 00:01:B (INT/18255/14)
Capacity to draw out issues of concern to the group
Opportunity to clarify issues of contention / uncertainty
Opportunity to develop an action that responds to issues
Requires a competent and effective facilitator
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
INVOLVEMENT APPROACH
The Involvement process is used:
•
•
•
•
To involve the community in discussion and debate
To ensure informed input through briefings and information
To adopt a more personal and innovative approach through personal contact and meetings / sessions that encourage
participation
To involve the community at different times in the planning process, i.e. keeping informed and enabling further comment
Possible Method
Description
Comments / Issues
Meeting with existing interest Link to an existing meeting or • Involves people who would normally not have the interest or time
group,
e.g.
environmental, formed group to discuss broader • Provides rich source of information on needs and issues within the community
• Requires facilitator who is skilled in relating to different groups and creating an
parents, school children, youth, community needs or issues
interest in the topic
aged, people with disabilities,
business groups, etc.
Workshop Session
Structured approach to involving
meeting participants in working
through an issue and / or
developing solutions.
Can be
selected participants or an open
meeting, although generally need
to limit numbers to be effective,
i.e. 10-30 people
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• Can produce a plan or recommended actions or obtain specific feedback on
plan or programme
• Enables the involvement of all participants
• Requires participants to be open minded and represent a diversity of interests
• Requires a skilled facilitator
• Requires detailed recording of notes
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
INVOLVEMENT APPROACH
The Involvement process is used:
•
•
•
•
To involve the community in discussion and debate
To ensure informed input through briefings and information
To adopt a more personal and innovative approach through personal contact and meetings / sessions that encourage
participation
To involve the community at different times in the planning process, i.e. keeping informed and enabling further comment
Possible Method
Description
Comments / Issues
•
•
•
•
•
Public Art Session
The integration of public art into
the consultation process, i.e. using
public art as a tool to encourage
people to express their ideas,
views and values
Community Forum
The use of speakers to provide • Participants become informed of all aspects of an issue
information
and
facilitate • Good for less contentious issues or when seeking to generate interest in a topic
• Requires organisation in advance
informed discussion on a topic
• Need to ensure speakers give balanced view
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A positive and creative way to involve people
Contributes to community development
Results in an art ‘product’ that can be used to enhance the urban environment
Resources required for materials
Requires a skilled facilitator
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
INVOLVEMENT APPROACH
The Involvement process is used:
•
•
•
•
To involve the community in discussion and debate
To ensure informed input through briefings and information
To adopt a more personal and innovative approach through personal contact and meetings / sessions that encourage
participation
To involve the community at different times in the planning process, i.e. keeping informed and enabling further comment
Possible Method
Community Debate
Site Tour / Meeting
Public Meeting
Description
Comments / Issues
Organised speakers and debating • Promotes informed thinking
• Ensures managed debate and discussion, and the recognition that there is more
panels used to discuss an issue
than one side to an argument
• Requires organisation in advance
• Needs to be clear sides to an issue
Semi-structured or unstructured • Opportunity for affected parties to view / visualise issues or proposals
• Opportunity to clarify concerns and exchange views
meeting at place of issue
• Require balanced participation to resolve issues and make recommendations
Gathering of large numbers of • Broadcast of information to a large group
people to inform them of an issue • Open to anyone who has an interest
• Requires good facilitation to ensure information exchange is handled well
or enable comment / input
• Risk of control or disruption by interest groups / individuals
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
PARTNERSHIP APPROACH
The Partnership approach is used:
•
•
•
To establish a structure for involvement in decision making, e.g. committee
To enable ongoing involvement and keeping informed
To allocate responsibility in achieving initiatives
Possible Method
Committee
of
Advisory Group
Group.
Management,
or Reference
Description
Comments / Issues
Committee that works with Council
under delegated power to manage a
service or facility.
Representation
may
appointment or election.
be
•
•
•
•
Shares responsibility for the management of a facility and / or delivery of a service
Involves community members in the care and control of local resources
Need to ensure the broad involvement of interested individuals
Potential to be controlled by select few
by
Taskforce or Working Party
Group of people selected to work with
Council to complete a task or develop
a new service or facility
• Opportunity to maximise skills and resources within the community
• Rich source of skills and abilities to complement the roles undertaken by Council
• Requires a skilled chairperson to maximise the contribution of all members
Joint Venture
A
formal
arrangement
with
stakeholders or organisations to plan
for and achieve a project or service,
e.g. a funding joint venture
• Greater commitment and responsibility from within the community to establish a
facility or service
• Less reliance on Council funding and resources
• Tendency for strong sense of ownership by groups that have contributed funds and
time
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Affected owners to
LGA S3.51
be notified of certain
(3)
proposals
Given notice prior to
anything being done
Annual Reports
LGA S5.55
No later than 31 December
Boundary Review
LGA
Schedule
2.2(7)
42 Days
LGA
S3.59(4)
42 Days
LGA
S3.59(4)
42 Days
Commercial
Enterprises –
Major Trading
Undertaking
Major Land
Transaction
Compliance Audit
Return
LGA 7.13(I)
Conditions for
exercise if power of
sale of land
LGA
Schedule 6.3
(1) (B)
Version: 00:01:B (INT/18255/14)
Not less than 3 months and
not more than 12 months
requiring payment if no
sufficient address is
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
available
LGA
S3.58(3)
14 Days
LGA
S4.64(1)
No later than on 19th day
before Election Day
Close of
Enrolments
LGA
S4.39(2)
On or after 20th day, but no
later than 56th day before
Election Day
Call for
Nominations
LGA S4.47
On or after 56th day but not
later than 45th day before
Election Day
LGA S6.19
7 Days minimum
LGA
S6.36(1)
21 Days
Disposal of Property
Elections –
Election Notice
Finance Fees and
Charges
Amendment
Rates Differential or
Minimum
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Local Laws LGA
S3.12(3)(a)
42 Days
After Gazettal
LGA
S3.12(6)
7 Days minimum (Law
effective 14 days after
Gazettal)
Review
LGA
S3.16(5)
84 Days
Purpose and
Effect
Meetings Admin Reg's
Notice of
Council
Meetings
Change of
Meeting Dates
or Times
Electors
Meetings
At least once annually
12(1)
Admin Reg's
7 Days minimum
12(2)
LGA S5.29
Version: 00:01:B (INT/18255/14)
14 Days
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Payment to
employees in
addition to contract
LGA 5.5
or award
21-42 Days
Depending on the
significance of the
amendment other
advertising may also be
desirable. Local Public
Notice as per Planning
leglisation.
Planning Town
Town Planning Planning
Regs 1967
Scheme
S.25
Amendments
Can be all or one of
advertising methods
21 Days
Local Planning
Policy
Development
Applications –
Advertising
** Local Public Notice to be
published once a week for
two consecutive weeks
TPS 4
S2.4
TPS 4
Town Planning Scheme
allows any other form of
advertising if deemed
necessary
Where Required
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Where
Required
Where
Required
Depending 14 Days – Most
on delegation development applications do
not require advertising.
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
occurs when
required by RCodes and/or
TPS.
Structure Plan
or Outline
Development
Plans
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
S9.4
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Applicant can consult
neighbours as per the RCodes.
Where advertising occurs, it
can be all or one of
advertising methods
21-42 Days. Can be one or
Depending more of the advertising
on
methods, where advertising
Delegation required. In some instances,
advertising is not required.
TPS 4
S6A.3
Pedestrian
Access way
Closures
Service
Authorities
21-42 Days. Advertised inaccordance with WAPC
Planning Bulletin No.57.
Can be one or more of the
advertising methods.
Planning for the
future
One Month
Power to Borrow
LGA 6.20
*Unless it is of a prescribed
kind or:
** (4) A local government
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
is not required to give local
public notice under
subsection (3) —
(a) where the change of
purpose has been disclosed
in the annual budget of the
local government for the
relevant financial year; or
(b) in such other
circumstances as are
prescribed.
Planning For the
Future
LGA
S5.57(2)
Procedure to change
method of election
LGA 2.12A
by council
Regulations about
council and council
committee meetings
and committees
LGA 5.25(g)
Admin Regs
12
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7 Days
42 days
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
Reserve Accounts
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
LGA 6.11
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Except: a) where the change
of purpose or of proposed
use of money has been
disclosed in the annual
budget of the local
government for that
financial year; or
(b) in such other
circumstances as are
prescribed.
Reserve accounts –
LGA
Transitional
Schedule 9.3
provisions/Financial
30 (2)
management & audit
LGA 6.74
Reinvestment of land
for non payment of Financial
rates
Management
Regs 77(1)
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Where it is proposed to take
any action under subclause
(1) after the adoption of the
annual budget, give one
month’s local public notice
of the proposal.
30 days
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
(1) Before carrying out a
review a local government
has to give local public
notice advising —
(a) that the review is to be
carried out; and
Reviews –
Provisions about
names, wards and
representation
LGA
Schedule 2.2
7 (1)
(b) that submissions may be
made to the local
government before a day
fixed by the notice, being a
day that is not less than 6
weeks after the notice is
first given.
(2) In carrying out the
review the local government
is to consider submissions
made to it before the day
fixed by the notice.
Road Closures
LGA S3.50
Tenders for
LGA MP
providing goods and
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35-42 days Advertising
period. Can be one or more
of the advertisisng methods
14 days for any tender
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
services
3.57 (2)
exceeding $50,000
Private swimming
pools
LGA MP
245A (10)(a)
Give notice of charges for
swimming pool inspections
Gazettal of
establishment of
pounds or
appointment or
removal of pound
keeper to be
evidence
LGA 450
Local government
may close pound or
dismiss pound
keeper
LGA MP
451 (2)
Notice of fees to be
exhibited at pound
LGA MP
456
Give notice of fees and
charges
Local government
fees may vary
LGA MP
464
Give notice of increase or
variation to pound fees
Notice of cattle
impounded must be
posted up
LGA MP
468
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Give public notice of the
establishment of a pound
and the appointment or
removal of pound keepers
and rangers.
In newspaper circulating the
area
Give notice of impounded
cattle
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Notice of
impounding
LGA MP
469 (5)
Give notice of the
impounding of cattle after
24hours after impounding
the cattle
Sale of unclaimed
cattle
LGA MP
474
Give 3 days notice within 7
days of the impounding
notice of sale of cattle
BFA
17(8)(9)
Give notice of variation of
prohibited burning times no
later than 2 days before.
Notify adjoining councils,
FESA, other govt
departments, Newspaper
circulating in district, radio
broadcast, prominent
positions in district or by
other means notified.
Prohibited burning
times may be
declared by the
Minister
Restricted burning
times may be
declared by
Authority
BFA 18(5)
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Give notice of variation of
prohibited burning times no
later than 2 days before.
Notify adjoining councils,
FESA, CALM, other govt
departments, Newspaper
circulating in district, radio
broadcast, prominent
Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
positions in district or by
other means notified.
Local government
may appoint bush
fire control officer
BFA 38(2)(a)
Local government
may appoint fire
weather officer
BFA 38(6d)
Disability and
inclusion plans
Fees and charges
may be fixed by
resolution
Local Government
Inventories
Give notice of appointment
Give notice of appointment
DSA 28(10)
Must undertake public
consultation when
preparing, reviewing or
amending a disability access
and inclusion plan
HA 344C(2)
Give notice of council
resolution setting fees at
least 14 days before it is to
take effect
HWA 45(4)
Ensure that inventory of
heritage building is
compiled with proper public
consultation
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Table 1 – Description of Approaches, Possible Methods and Benefits/Constraints of each.
METHOD
ISSUE
STATUTE
LETTER OR
LETTER BOX
DROP Personally
addressed letter
first preference
SITE
DISPLAY
To consult/notify
key stakeholders
On –site
eg.
information
Adjoining/affected
board
owners, specific
describing
community groups proposed
or members, other development
government
/ activity
bodies
MEDIA
RELEASE
News story
in Local
Paper
CITY
VIEWS
LOCAL
PUBLIC
NOTICE
STATEWIDE SPECIAL
PUBLIC
INTEREST DISPLAYS
NOTICE
GROUPS
GOVT.
GAZETTE
PUBLIC INTRANET
WEBSITE
MEETING
/ EMAIL
To provide
opportunity
To advise
To advise
of discussion
key
To advise key
key
To consult To notify the To notify the
with key
stakeholders
stakeholders
stakeholders
specific key
general
wider
stakeholders
and the
and the wider
and the local
stakeholders community community
and the
general
community
community
general
community
community
To inform
staff
REPORT
TO
COUNCIL
COMMENTS
To seek
To notify
the general resolution of
Council
community
Street tree
management
CP ENG 6
Residents and occupants to
be formally advised of
proposed tree removals
Alcohol
HLTH 3
Consultation with affected
residents for liquor licence
applications
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Abbreviations
LGA – Local Government Act 1995
LGA MP - Local Government (Miscellaneous Provisions) Act 1960
TPS – Town Planning Scheme
BFA - Bush Fires Act 1954
DSA – Disability Services Act 1993 Disability Services Regulations 2004
HA – Health Act 1911
HA – Heritage of Western Australia Act 1990
PDA – Planning and Development Act 2005
ENG – Council Policy
HLTH - Council Policy
WAPC – Western Australian Planning Commission
Definitions – Local and Statewide Public Notices
1.7. Local public notice
(1) Where under this Act local public notice of a matter is required to be given, a notice of the matter
is to be —
(a) published in a newspaper circulating generally throughout the district;
(b) exhibited to the public on a notice board at the local government’s offices; and
(c) exhibited to the public on a notice board at every local government library in the district.
(2) Unless expressly stated otherwise it is sufficient if the notice is —
(a) published under subsection (1)(a) on at least one occasion; and
(b) exhibited under subsection (1)(b) and (c) for a reasonable time, being not less than —
(i) the time prescribed for the purposes of this paragraph; or
(ii) if no time is prescribed, 7 days.
[Section 1.7 amended by No. 64 of 1998 s. 18(3).]
1.8. Statewide public notice
Where under this Act Statewide public notice of a matter is required to be given, section 1.7
applies except that the newspaper referred to in section 1.7(1)(a) is required to circulate
generally throughout the State.
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MANAGEMENT PRACTICE
COMD 2 - 2
Establishment of Advisory, Working, Reference Groups
and Committees of Management
Introduction
The City and Council will at times establish a group that includes community or agency
representation for a variety of reasons. The purpose, intent and timeframe for the group will
determine which format they should be established and operate under.
The purpose of this Management Practice is to provide guidelines for establishing Advisory,
Working, Reference Groups and Committees of Management as defined in the Community
Consultation Policy and Management Practice COMD2 under the heading of ‘Partnership
Approach’ (For ease of reference this is included in Appendix 1).
The intent of these guidelines are not to be overly arduous so as to place unnecessary burdens
on the community engagement opportunities and benefits that arise from including
community or agency involvement in City activities. Rather they are provided to guide and
direct a process that enables that community engagement to be fully realised whilst ensuring
consistency across the City organisation.
Purpose and Intent
The purpose of the Groups will determine what level of formality should apply to its
establishment. Some reasons to establish groups could be:
•
•
•
•
Assist with the provision of a once off activity or event.
Assist with the provision of information to inform reports, policy or general service
provision.
Assist with the management of a service or facility.
Provide an opportunity for specialised or professional input.
If the purpose of the group is to significantly influence Council or City activities, operations
or decision making then the relevant Executive Director with the CEO will determine if it
requires a resolution of Council. If there is resolution of Council then the group/committee is
to be treated as a Committee created under Section 5.8 of the Local Government Act 1995.
Purpose Statement / Terms of Reference
Groups may be established for a set period of time to focus on a clearly defined purpose.
Others will be longer term or may be for an indefinite period such as facility / service
reference group or for a continuous community or professional reference group.
Where groups are for a short – medium term, there would be the expectation that a purpose
statement is established to ensure that all members are aware of the reason and intent of
forming the group.
For those groups who are formed for an indefinite period or have a purpose that has a
working, management or influence on decision making, a Terms of Reference will be
established.
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As a guide, the Terms of Reference may include:
•
•
•
•
•
•
•
•
•
Purpose of the Group
A statement that specifies the purpose of establishing the group.
Objectives of the Group
Specified objectives of what the group is expected to achieve / contribute.
Membership
Details of what membership the group will comprise of including the provision for a
nominated Councillor if and where appropriate.
Group / Committee positions
Details of what positions are required, eg Chairperson, Secretary and how those
positions will be determined.
Meetings
Details of what the format and timing of meetings will be.
Quorum / Voting
Details of how the group will reach a consensus and agreement if required.
Minutes
Details of how the activities and meetings of the group will be recorded and
distributed
Communication and Public Relations
Confirmation that only the Mayor and the CEO are authorised to make public
statements in regard to City operations and activities.
Conduct of Members
Members of groups are to be governed by the same Code of Conduct as required by
Elected members and staff.
Membership
The purpose of the group and the level of community engagement that is expected to be
achieved will determine its membership, including the nomination of a Councillor where
appropriate.
The relevant Executive Director will determine the appropriate methods of advertising and
recruiting of members.
Appointment of Members and Term of Membership
The purpose and timeframe of the group, will provide guidance for how membership
appointment and length of tenure will be determined.
For short term groups, the membership will be approved by the relevant Executive Manager
or Manager as appropriate and the term will be for the length of period relevant to the group.
For example a short term reference or event group.
For medium / long term groups that have a definitive end date no longer than two years, the
membership and term will be approved by the relevant Executive Director.
For continuous groups, the membership should be for a period of two years and appointment
will be approved by the relevant Executive Director. Where appropriate, Council will be
informed administratively.
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For groups requiring a resolution of Council, then the group/committee is to be treated as a
Committee created under Section 5.8 of the Local Government Act 1995. Accordingly,
Council approves the appointment and term of membership.
Rights of Members
Members of groups are considered volunteers of the City and as such the Volunteer
Management Policy and Practice (COMD3) apply.
Formal Agreements
Depending on circumstances, the relevant Executive Director will determine if a formal
agreement such as a Memorandum of Understanding or Deed of Agreement needs to be
initiated.
Appendix 1
Community Consultation Policy Management Practice: Partnership Approach
The Partnership approach is to:
• establish a structure for involvement in decision making, e.g. committee
• enable ongoing involvement and keeping the community informed
• allocate responsibility in achieving initiatives
The possible methods for a Partnership approach are:
Possible Method
Committee
of
Management, Advisory
Group or Reference
Group.
Taskforce or Working
Party
Description
Committee that works with
Council under a Terms of
Reference to manage a service or
facility.
Representation may be by
appointment or election.
Group of people selected to
work with Council to complete a
task or develop a new service or
facility
•
•
•
•
•
•
•
Joint Venture
A formal arrangement with
stakeholders or organisations to
plan for and achieve a project or
service, e.g. a funding joint
venture
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Authority
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•
•
•
Comments / Issues
Shares responsibility for the management of a
facility and / or delivery of a service
Involves community members in the care and
control of local resources
Need to ensure the broad involvement of
interested individuals
Potential to be controlled by select few
Opportunity to maximise skills and resources
within the community
Rich source of skills and abilities to complement
the roles undertaken by Council
Requires a skilled chairperson to maximise the
contribution of all members
Greater commitment and responsibility from
within the community to establish a facility or
service
Less reliance on Council funding and resources
Tendency for strong sense of ownership by
groups that have contributed funds and time
MANAGEMENT PRACTICE
COMD 3
Volunteer Involvement
Volunteers participate in a wide range of City of Armadale programs for the benefit of
the community. These range from ‘one off’ projects to an ongoing involvement in
community-based initiatives. The City is committed to ensuring best practice
procedures are in place that:
•
•
•
Clearly define the roles and responsibilities of the volunteer and the City;
Reduce risk of harm or litigation to the volunteer and the City of Armadale;
Acknowledge the contribution of volunteers in the community.
DEFINITION
Formal volunteering is an activity that takes place in organisations and is undertaken: •
•
•
•
For the benefit of the community and the volunteer.
Of the volunteer’s own free will and without coercion.
For no financial payment.
As a designated volunteer position only.
AIM OF VOLUNTEER INVOLVEMENT WITHIN THE ORGANISATION
To involve volunteers in partnership with paid workers, to:
•
•
•
Initiate, enhance and extend service provision;
Add a community perspective;
Increase community awareness and involvement.
MANAGEMENT OF VOLUNTEERS AND VOLUNTEER PROGRAMS
The roles of volunteers vary greatly depending on the scope of the activity undertaken.
Whenever working with volunteers however, the following guidelines should be
applied:
•
•
•
•
•
Ensure that volunteers are managed within a structured system by capable
personnel, with appropriate authority and resources.
Identify and document the policies and procedures for volunteer involvement
and ensure that these are understood, implemented and maintained at all levels of
the organisation where volunteers are involved.
Have defined systems to control all documentation and personnel records that
relate to the management of volunteers.
Have clearly documented volunteer recruitment, screening, selection and
orientation procedures that are consistent with non-discriminatory practices and
guidelines.
Clearly specify and control the volunteer’s participation and work place,
ensuring that it is conducive to their well being and provides a safe and healthy
environment.
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•
•
•
•
•
•
•
Ensure that volunteers have access to and are aware of the same grievance
procedure as that available to paid staff and contractors.
Define and document the scope of the volunteer’s role. This may be in the form
of a Position Description document or scoping document of a general nature.
Undertake a Risk Assessment of any activity involving volunteers ensures that:
 OH&S related requirements are identified;
 Potential exposure to litigation by third parties on the volunteer or City as
a result of the volunteering activity;
 Police and working with children checks are obtained where necessary.
Ensure appropriate inductions are undertaken.
Ensure that relevant training and support mechanisms are provided for
volunteers.
Ensure that volunteers are recognised within the organisation and within the
community for their efforts in contributing to the improved well being of the
community.
Continually work towards best practice in volunteer management, utilising the
‘Volunteering Australia National Standards for Involving Volunteers in Not for
Profit Organisations’.
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MANAGEMENT PRACTICE
COMD 4
1.
Art Collection
Introduction
The City of Armadale’s Visual Art Collection comprises art in a diversity of traditional, new
and hybrid media. Some of the Collection represents artists connected with, and/or themes
relevant to the City of Armadale. Generally these artworks date from the 1980s onwards.
2.
The Art Acquisition Panel (AAP)
The AAP will meet as required to assess and approve acquisitions, de-accessions and
outward loans based on and in accordance with the specifics of this Management Practice.
The AAP will consist of: The Mayor or delegated elected member, CEO or relevant City of
Armadale Officer designated by the CEO and the contracted Curator.
3.
Acquisitions
Acquisitions into the collection are made through:
• Purchase, commission, donation or bequest;
• Items obtained by the City of Armadale or acquired by elected members or staff in
the course of their duties.
In order to be considered for the City of Armadale’s Art Collection all items should be
considered within the following preferred acquisition criteria:
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• Compliments and enhances the current scope and value of the
collection.
Where appropriate have a verifiable connection with the City of Armadale (ie
lived, worked, studied, created artworks about City of Armadale).
Be an unconditional donation or purchase which has valid and clearly verifiable
legal title.
Have the capacity to be placed on display in a Council building without hindrance
to public access or safety, and without breaching the artist’s moral rights.
Acquisitions must be in a good state of preservation or manufacture. Work
requiring extensive conservation and storage or exhibition conditions which
cannot be realistically provided by collection resources, unless the works,
following significance assessment be essential for the collections, should not be
acquired.
De-Accessioning and Disposal
De-accessioning is the process whereby works from the collection may be considered for
removal from the collection.
An item may be nominated for de-accessioning if it:
• Is an item which does not fall within the Acquisition Criteria,
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Is in a poor condition and is considered to be of insufficient merit to allocate the
resources to ensure its conservation,
• Cannot be displayed due to its properties, and is not suitable for
research,
• Is a duplicate that serves no specific function,
• Is irreparably damaged or destroyed or is stolen without hope of
return.
A de-accessioning assessment will contain a detailed description of the item; a photographic
record, an estimated market value and a recommendation of how it is to be best disposed of
which will be presented to the AAP for final decision.
5.
Collection Management
Art Collection Register
All items are officially receipted and registered upon acquisition into the collection and
entered into the Art Collection Register.
The Art Collection Register will:
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Record essential information, including but not limited to, valuations, loans,
condition, location, identifying features, provenance and legal requirements and
copyright agreement, i.e., whether the artist has retained copyright or transferred
copyright to the CoA,
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Document the significance of the item,
Record an image of the item,
Be regularly maintained and updated,
Record any conservation, repairs or reframing of the work.
De-accessioned items will remain on the City of Armadale Art Collection Register with
details of its de-accession assessment and disposal details.
Valuation and Insurance
The collection will be valued to its replacement value in accordance with Local Government
Accounting Regulation AAS27. Collection valuations are currently undertaken every four
years by a suitably qualified art valuer and recorded on the City of Armadale asset register.
Collection insurance will be maintained at the current valuation through standard City Of
Armadale procedure.
Storage
The collection should be stored securely and, wherever possible, to museum industry
standards of preservation.
Conservation
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The general condition of the collection will be assessed and documented in the asset register
by City of Armadale’s designated officer and/or contracted Curator on a bi-annual basis in
accordance with the National Standards for Australian Museums and Galleries. Items
requiring maintenance/repairs will be identified during this process and action documented in
the asset register.
6.
Collection Access:
The City of Armadale rotates artworks from the collection within the public access areas of
its own buildings to provide access to the collection.
Broader access may be facilitated through the use of temporary displays in appropriate
places, for example, District Hall, Libraries and Civic Administration Centre.
Access is provided through the following:
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Publications and reproductions, programs, exhibitions and display of collection
items,
Supervised research access is available through the Birtwistle Local Studies
Library. Photographic reproductions and supplementary information relating to
the artworks is available for public access and research only,
• Digital access via the City of Armadale’s web site,
• Loans.
Priorities and standards for the regular display of works in Council premises
The priority for display locations within Council premises will increasingly focus on those
areas most commonly accessible to the public. Collection items will be placed on display
primarily in public areas and secondary meeting rooms and offices.
Regular and special exhibitions and display of the collection will progressively aim towards
best museum standards of practice in terms of access, interpretation, space, lighting and
security, according to allocated resources.
Period of Display
Not all collection items may be displayed. Suitable items for display are limited by
environmental conditions/conservation values and will be displayed in a manner to satisfy
conservation concerns. Items may be on display in the same place over a period of 6 to 12
months. After such time the display will be rotated and the item may be relocated.
Where items are particularly sensitive to deterioration they may only be exhibited for a
maximum period of up to 6 months. At such time the CoA contracted curator will review the
condition of the item, to determine whether the item may remain on display, be conserved, or
temporarily returned to storage.
Special Exhibitions
Special exhibitions of the collection may be displayed in accessible, secure venues,
appropriate to the material and the exhibition content.
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Artist’s Moral Rights
During exhibition and display, the artist’s moral rights will be observed and the work will be
labeled in full view with the following information as a minimum requirement. Artist's
name, title of the artwork, date of the work, medium and, as appropriate, the name of the
donor or credit to the source of the work.
The work will:
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Not be displayed so as to be obscured or altered without written permission of the
artist,
• Not be displayed if it is in disrepair, and
Be properly identified as a reproduction, where an item on display is not the
original work.
Publications and Reproductions
Printed publications including exhibition catalogues may be produced and made available for
reference purposes or for sale. The City of Armadale’s Art Collection will be professionally
photographed and added to the City of Armadale website. The ongoing programme for the
production of digital imaging of the collection will continue to provide visual reference and
information to the website on an annual basis.
Loans
The collection may accept loans from time to time for exhibition purposes and only within a
specifically defined period. All loans to the collection will be properly cared for in keeping
with the standards outlined in this management practice.
All loans either inward or outward will be detailed on the Art Collection Register and be for
a set period of time. Outward loans will be for a maximum period of 12 months.
The City may lend objects to other museums and organizations holding art and history
collections. Where applicable and appropriate outward loans will be made on the
understanding of reciprocal lending. It will generally not lend to private collectors.
All outward loan conditions are in reference to Period of Display and Artist’s Moral Rights
and will be made under signed agreement with the City of Armadale.
All outward loans are subject to notification and acceptance of the City’s Insurer noting the
following:
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Address and details of display area (Main Foyer, office etc)
Loan period
• Details of building security or other methods of securing the item.
• Value of the piece/pieces
The lender will be responsible for any additional insurance cost that the City may incur as a
result of the loan. Where applicable the City may require the lender to include the piece
under their insurance cover and to provide confirmation of coverage.
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Notes
Artists in Australia have three rights under Moral Rights legislation. These are:
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the right of attribution (to be identified/credited as the creator of a work)
the right to not be falsely attributed as the creator of a work
the right to object to distortion, mutilation or modification of, or other derogatory
treatment of, the work which is prejudicial to the artist’s honour or reputation.
Moral rights cannot be sold, however, there is a consent clause in the legislation. In most cases moral
rights remain with the artist regardless of who has physical possession or ownership of the work.
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MANAGEMENT PRACTICE
COMD 5
Sponsorship of the City of Armadale Events, Programs,
Facilities & Publications
1.
Sponsorship may be sought via a formal application process in the case of a
government grant or be direct call, mail out, personal approach or by being referred
by a fellow member of the business community.
2.
Potential Sponsors shall be referred for Council’s consideration and approval via the
Community Services Committee in the following manner:
(a) Cultural Events Calendar – In a strategy presented annually prior to the
commencement of the events ‘season’.
(b) Facilities, Publications and Programs – On a case by case basis as the
opportunity for sponsorship arises.
3.
The schedule of benefits that may be offered to potential sponsors include the
following:
Standard Benefits
(a) Placement of the logo, by-line or slogan on the City’s designed and paid
newspaper advertising.
(b) Placement of logo by-line or slogan on all printed brochures and
promotional material including posters.
(c) Placement of the logo on City’s web site on the page that is specific to the
event, program or facility and in a designated sponsor’s column.
(d) Invitation to the event or program opening or VIP functions.
Optional Benefits
(e) Display of a vinyl banner and/or corflute signs (or similar) at the stage area
of the event or appropriately approved location outside of/or within a
facility.
(f) Acknowledge in verbal presentations and/or speeches by the Mayor and/or
elected members.
(g) Provision of display space (not including a marquee) at the specific event
subject to event type and space available.
(h) Naming rights. (discretionary)
4. The obligations of the sponsors will be negotiated on a case by case basis, and will
take the form of cash, contra or a combination there of.
The draft sponsorship agreements shall provide benefits that are commensurate with the level
of the sponsor’s contribution and be submitted to the Chief Executive Officer for approval.
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MANAGEMENT PRACTICE
DEV 1
1.
Scope and Application:
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2.
Street Numbering
The City will assign urban and rural street numbers and may change them in
accordance with this policy and Local Law.
Numbering of properties shall be in accordance with the Methodology and
Processes established by the Australian/New Zealand Standard ‘Geographic
Information – Rural and Urban Addressing’, or any superseding standard.
The property owner is required to display and maintain the number in a
conspicuous place as viewed from the street prior to the property being first
occupied.
A sign on the kerb is permitted if clearly visible.
Where a number is not clear or is misleading, the City may bring this to the
attention of the owner in accordance with the Local Law, and request that the
owner complies with the Local Policy.
Details of Street Number Allocation and Addressing:
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The start point for street addressing is determined in accordance to the Start Point
– Numbering system established in the Australian/New Zealand Standard.
Numbering is to be consecutive with odds and evens on opposite sides of the
street.
Odd numbers shall generally be allocated to the right and evens to the left
commencing from the start point, where practical, as according to established
local convention.
Each lot shall be allocated a number. In the case of a lot with two street frontages
where the orientation of a building is yet to be determined, one number for each
road frontage shall be allocated. In accordance with the Australian/New Zealand
Standard, upon completion of the development, a primary address for one
frontage shall be allocated, correlating to the primary frontage of the building, or
driveway access, whichever is more appropriate. The unused number will be
reserved in case of future use, and will not be reallocated to the adjoining
property.
All lots (including new reserves) shall be allocated a number.
If subdivision is to occur along a street in stages, an estimate will be made of the
numbers to be included within any temporary gaps between developed areas.
This estimate is based on the likely average frontage of future developments.
Numbers shall be allocated at clearance/endorsement of subdivision for urban
residences. Numbers shall be allocated once a Building Application has been
approved for rural residences.
Where one number is available yet more than one building requires numbering,
developments will be allocated suffixes (such as ‘A’), and a single development
will not exceed five of such suffixes. Where more than five (5) suffixes are
required, they will be allocated with a numeric prefix (such as 1/71). Further
requirement for street numbering for subdivided properties shall follow the
Australian/New Zealand Standards.
An existing dwelling shall retain the number and a new dwelling shall be
allocated a suffix if there is only one street number available. In battleaxe lots the
front property shall retain the number and the rear be allocated a suffix.
Ancillary accommodation is in accordance with the Residential Design Codes of
Western Australia “an additional dwelling or independent accommodation
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associated with a single house and on the same lot”. Due to ancillary
accommodation being reliant upon the existing residence for some services,
ancillary accommodation does not qualify for a separate street number.
3.
Display of Street Numbers:
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The minimum dimensions for each number on a residential letterbox shall be
50mm and 150mm for non-residential property and of construction and materials
in accordance to the Australian/New Zealand Standard.
Where a lot has a rear laneway access for garages/carports, the street address will
be the primary street frontage of the residence. Owners must display this number
at the front of the residence and on the letterbox.
The City may specify the location of a letterbox and property number on a
Detailed Area Plan and/or Structure Plan and/or development approval,
particularly if variation to this policy is required.
When assessing and approving engineering drawings, the City’s Technical
Services Directorate may require the provision of letterboxes in uniform front
fencing where appropriate.
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Changes to Street Numbers and Addresses:
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Requests to change a property number would require payment of application fee
and provision of reasons. Considerations relating to numbers being preferred or
not preferred on the basis of luck, religion, ‘feng shui’, or the effect on property
values will not be considered.
Owners and occupiers of affected properties shall be consulted on proposals to
change street numbers where required or appropriate.
Where a change to a street number is accepted, the City will notify the property
owner, Landgate and:
Western Australian Electoral Commission
Telstra
Alinta Gas
Synergy
Water Corporation
St John Ambulance
FESA
Australia Post
WA Police
Western Power
All costs associated with changes to street numbering shall be met by the
applicant, ie. the property owner or developer. This includes the replacement or
relocation of letterboxes, costs of new numbers, and amendments to numbers on
buildings. Informing all other agencies or organisations, business contacts,
family, friends and acquaintances and amendments to business and personal
stationary, of changes to the street address, is the responsibility of the owner/s.
The City is unable to change personal details.
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MANAGEMENT PRACTICE
DEV 2
Naming of Roads, Parks, Places and Buildings
1.
List of Possible Names
A list of possible names for Roads, Parks, Places and Buildings within the City shall
be maintained / updated as required by the Executive Director Development Services.
Such list may be broken up into localities and types of facilities proposed within that
locality with appropriate names based on the criteria set out below listed under each
locality and type of facility. Other names may be deemed suitable for any part of the
City. Names may be included on the list if they meet one or more of the criteria set
out in the Policy.
2.
Geographical Names Committee - Guidelines
The suitability of a chosen name including those on the ‘List of Possible Names’ is to
be assessed using the Geographic Names Committee’s (GNC) Principles, Guidelines
and Procedures (refer:
www.landgate.wa.gov.au/corporate.nsf/web/Geographic+Names+Committee) or any
document that supersedes this document, where it is applicable.
3.
Selection of Names
The selection of names for roads, a park, place or building can be made from the list
maintained by the City or suggested by the developer or City.
4.
Naming of Roads
Naming roads is an important part of the subdivision process where new roads are
being created as part of a subdivision. Roads must be named in accordance with GNC
Guidelines to obtain approval.
5.
Naming of Parks, Sporting Reserves and Places
In accordance with GNC Guidelines Naming of Parks, Sporting Reserves and Places
within the City of Armadale should relate to one of the following:
6.
i
An event which historically occurred or occurs regularly on the site;
ii
A geographical and/or environmental/landscape feature of the place;
iii
A Nyoongar language name for the place; or
iv
Street or Suburb on which the park / reserve is located;
v
A person who resided on the site who is of historical significance.
Naming of Buildings
Naming of buildings on Parks and Sporting Reserves (eg the club room/changerooms
on Frye Park) shall preferably be named after an individual meeting the criteria set out
in 7. below. Naming of stand-alone buildings shall preferably be named after the
suburb within which they are located (ie Karragullen Hall) although in larger
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buildings with multiple rooms particular rooms (ie the Bob Smith auditorium) or
associated outdoor areas may be named after individuals and should be named in
accordance with GNC Guidelines
7.
Criteria for Assessment of New Proposed Name (City Asset)
A request to name a City Asset after a person shall be in accordance with GNC
Guidelines and should be assessed against the following criteria:
a)
Whether the person being honoured has been instrumental in the development
of the City Asset or contributed in a significant way to the City Asset or the
City.
b)
The views of the community with respect to honouring the person or event
after which the City Asset is proposed to be named.
c)
The length of the residency of the person proposed. For the purposes of
guidance, residency of ten (10) years or more in a relevant location and/or area
is likely to be favourably looked upon.
d)
The contribution made by the person to the local community through
education, representation on Council/State Government, voluntary input,
association with a local group, sporting or service club or through business
development or the like. (If the person which the asset is being named after
has passed away, the GNC require a period of 2 years to have lapsed in order
for formal approval to be received from the Geographic Names Committee). A
significant contribution could include:
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Five (5) or more years or two (2) terms in office on Council.
ii Twenty (20) or more years association with a local community or sporting
group, such as Scouts, Apex, Rotary, Chamber of Commerce, School P &
C, business owners and business associations etc.
iii Actions by an individual to protect, restore, enhance, or maintain an area
that produces substantial long-term improvements for the community or
area.
iv Evidence of works undertaken being of a pioneering nature for the benefit
of the community.
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Contributors to the community.
All requests to name a City Asset in acknowledgement of events of historical,
environmental or cultural significance or a collective community action shall be in
accordance with GNC Guidelines and shall be assessed against the following criteria:
i
Date and details of the event or activities of historical or environmental
significance.
ii Historical and/or media records of the event.
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iii Evidence of community involvement and/or community significance and
spirit, if relevant.
8.
Renaming of Parks, Places and Buildings
Names chosen for parks and reserves are expected to be permanent, and renaming is
discouraged. If renaming is proposed because of exceptional circumstance, the
following general guideline will apply:
9.
a)
Evidence of substantial community support for a change of name to be
provided by the party making the renaming request; and
b)
The relevance and history of the existing name.
c)
Criteria set out in 7 above.
Community Consultation
Community Consultation may be undertaken in accordance with Council policy
regarding the assignment or change of name of a public place / reserve prior to final
adoption.
In newly developing urban areas (ie areas that do not have a longstanding residential
population) or where a small park or reserve is involved, community consultation
prior to the assignment of a name to a new park or facility will not generally be
considered necessary.
10.
Approval Process
Prior to a name being formally applied to a particular road, park, place or building,
Councillors will be advised by memorandum of the proposal and given seven (7) days
to advise of any objections / support or comments.
Naming or re-naming a road, park, place or building will generally only require a
resolution of Council where a Councillor raises an objection to the use of a name on
the list in a particular instance.
The City will then submit the proposal to Geographical Names Committee for
approval of any name for a road, park, place or facility.
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MANAGEMENT PRACTICE
EM 2
1.
Councillor’s Use of Council Facilities
Councillors may be permitted use of any public facility normally available for hire or
part thereof, free of charge, subject to the following conditions:
(a)
(b)
The facility is used solely for the purposes of Councillors meetings with
electors and providing information as to Council’s operations and activities
and no canvassing of electors or campaigning in respect to elections or polls
carried out under the Local Government Act 1995 or any other Act to be
carried out in the hall or surrounds during such booking.
Each booking is to be arranged through the City’s Manager Leisure Services
and shall be subject to all conditions contained in the Property Local Law.
2.
Councillors also be permitted to hire City leased facilities for the same purposes as
referred to in (1)(a) above and that the hire fee and associated refundable bond/deposit as
determined by the lessee be paid by the City from the Member’s Expenses budget.
3.
Councillors are permitted to arrange, through local newspapers, display
notice(s)/advertisement(s) of meetings referred to in (1)(a) above at the City’s expense
subject to the expense to be paid by the City not exceeding $200.
4.
Where Councillors use parts (2) and (3) above, the details of those instances be reported
through the Councillor Information Bulletin.
5.
Councillors intending to use the provisions of this procedure are requested to contact the
Chief Executive Officer’s office who, will assist and make the necessary arrangements.
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MANAGEMENT PRACTICE
EM 5
Conferring of Honours
A confidential supporting statement/report is to be presented with
applications/nominations to Council via firstly the Mayor or Chief Executive Officer.
any
To preserve the integrity of the process in awarding such prestigious honours, the related
application, consideration and determination processes will at all times up until a final
decision is made by Council, be conducted in a confidential manner meaning that when such
matters are raised at committee or council meetings, that part of the committee/council
meeting shall be closed to the public. Generally the initial consideration given by Council
will be to determine whether the nomination made is to be progressed for research and if that
consideration is in the affirmative, then within the next three months the research shall be
conducted and a subsequent report prepared for Council’s consideration and determination.
The nominee’s acceptance of the honour is to be confirmed prior to its public announcement.
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MANAGEMENT PRACTICE
EM 6
Public Question Time
1.
Minimum time allocated to Question Time is 15 minutes. Where it is apparent that
additional time is required, the person presiding will invite Committee or Council to
resolve to extend for a given period.
2.
If at the end of the allotted extension, there are still questions outstanding these may be
submitted in writing for an early response.
3.
The order in which questions are to be asked, will be determined by the person presiding.
4.
The procedure for asking questions is as follows:(a)
The person asking the question is requested to give their name and address prior
to asking the question.
(b)
In regard to Council meetings, questions must be relevant to a matter, which
affects the City Of Armadale while in regard to Committee meetings, questions
must be relevant to a matter which relates to the function of that Committee.
(c)
Questions are to be directed to the person presiding who will have the discretion
of:
Accepting or rejecting a question;
Nominating a Councillor and/or Officer to answer the question; or
Determining that any complex questions requiring research will be taken on
notice and answered in writing.
5.
No debate or discussion will be permitted on any question or answer.
6.
Question time is available as a means by which the public may easily and quickly obtain
information and is not a forum in which to make statements.
7.
Questioners are encouraged (but not required) to forward questions in writing. Questions
should be succinct, with personal explanation kept to a minimum.
8.
Answers to questions are provided in good faith, however, unless reasonable prior written
notice is given the answer provided should not be relied upon as being totally
comprehensive.
9.
The procedure for Public Question time is to be made available to the public with
Committee and Council agendas to ensure that the public are aware of the requirements.
10.
When a question is taken on notice under 4(c) a response is to be forwarded to the
member of the public in writing by the Chief Executive Officer or the respective
Executive Director, and a copy is to be included in the agenda of the next meeting of the
Council or Committee as the case requires.
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11.
A summary of each question raised and response given during Public Question Time will
be recorded in the Minutes.
In the event that the person having raised a question believes the substance of their
question (or response given) was not appropriately recorded, it may be the subject of a
further question at the next meeting.
Where an elected member believes the substance of the question or response has not been
appropriately recorded, it may be addressed during Confirmation of Minutes.
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MANAGEMENT PRACTICE
EM 8
Communications between Councillors and Staff
1.
Correspondence from Councillors to be in the appropriate pre-printed memo form or if
sent electronically then in the approved Councillor Memo template.
2.
Memos can be either:
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Personally handed to the CEO’s Executive Assistant
Emailed to the Council’s generic email service on info@armadale.wa.gov.au
Faxed to the office on the appropriate office fax machine
3.
On receipt memos will be registered by Records and directed to the relevant Directorate
for appropriate action.
4.
The relevant Director will advise the CEO where a Memo has cross-Directorate or
broader implications.
5.
The officer responsible in each Directorate will acknowledge receipt and provide a reply
at the earliest but no later than 10 working days.
Note: In the event that an appropriate response can not be provided within ten (10)
working days, an interim response is to be provided advising the estimated time in
which the required information will be forwarded.
NOTE:
Policy EM 4 “Requests for Reports by Councillors” applies where a response provides substantial
advice or a report.
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MANAGEMENT PRACTICE
EM 9
Councillor Communication
Pursuant to Section 5.98(2)(b), (3) & (4) of the Local Government Act 1995, Councillors may
make claim for reimbursement of “allowable expenses” incurred provided such a reimbursement
has been detailed in the Notes to and forming part of Council’s Annual Budget re: Payments to
Councillors.
The maximum reimbursement amount that a councillor may claim in any financial year will be
that as detailed in Council’s Annual Budget.
“Allowable expenses” for the purpose of this Management Practice shall include expenses
incurred by a Councillor that can be reasonably be demonstrated as being of a communication
technology nature to facilitate effective and efficient communications from their place of
residence with the community and the Council.
The following “allowable expenses” are examples only:
Technology hardware
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Personal computer; printer; scanner; facsimile; keyboard; modem/router; USB
memory stick; monitor; memory upgrades; network capabilities (hubs, network
cards, wired/wireless), DVD/CD burner, digital recorder.
Computer software
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E-mail software; office software; anti-virus software,
Other Technologies
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Internet connection/installation including broadband, ADSL, ISDN, satellite;
internet service provider (ISP) fees; repairs and maintenance.
The procedure for claiming reimbursement is as follows:
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All claims for reimbursement shall be in writing and lodged with the Chief
Executive Officer who shall have the authority to approve payment claims,
Claims for reimbursement can be made at any time during the financial year and
will be paid within (14) days from date of lodgement,
Claims for reimbursement are to clearly describe the nature/type of the expense and show
that the expense has at the time of the claim, been paid.
Reimbursement of the above “allowed expenses” is subject to the following conditions:
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Councillors are to maintain during their term of office, a current email address
and/or facsimile to facilitate communications between themselves and Council’s
administration;
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Councillors must regularly monitor their emails for inwards communications as
emails will be Council administration’s minimum standard written
communication medium with Councillors (excluding Agendas and Minutes which
will be distributed in hard copy), and
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The expense being related to a Councillor’s communication capabilities at their
place of residence.
Technology acquired using this policy/management practice shall remain the property of the
Councillor who shall be responsible for all associated repairs and maintenance.
Note: This Management Practice does not preclude the use of facsimile as this will be an
alternative means of communication when experiencing problems with ISP addresses. Facsimiles
are also required for communication with members of the public who do not have email facilities.
Other examples of technology/hardware that can be cited in the Policy include ADSL, ISDN,
satellite, DVD/CD Burner, digital recorders etc.
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MANAGEMENT PRACTICE
EM 10
Councillors’ Lounge – Use in conjunction with meetings/events
1. Where a Member (or Officer) is aware that a person has a specific personal, financial
or proximity interest in a matter currently before Council for consideration, it is their
responsibility not to extend (or attempt to extend) an invitation to that person to enter
the Councillors’ Lounge.
2. Generally, guests are not to be invited to use the Councillors’ Lounge prior to
meetings or functions held where the public attends, however with the express
permission of the Mayor (or in the absence of the Mayor, the Deputy Mayor), guests
may be invited into the Lounge after a meeting or function at the request of a Member
(or Officer) on the understanding that the Member (or Officer) accompanies the
guest/s for the duration of their stay.
3. On all occasions, the permission of the Mayor (or Deputy Mayor) must be obtained
prior to the guest entering the Councillors’ Lounge area.
4. Prior to seeking permission to invite a person as a guest into the Lounge, Members (or
Officers) should satisfy themselves that the presence of a particular guest will not
cause discomfort or embarrassment to any other person/s present, or likely to be
present, in the Lounge area.
5. When seeking the Mayor’s (or Deputy Mayor’s) permission for a guest to be invited
into the Lounge, the Member (or Officer) must give the Mayor (or Deputy Mayor) the
courtesy of not making the request in the presence of the intended guest.
6. During working hours, the CEO may authorise use of the Councillors’ Lounge after
consultation with the Mayor or Deputy Mayor.
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MANAGEMENT PRACTICE
EM 11
Promotional Presentation Gifts – Sale of
1.
Presentation gifts are available for use by Elected Members and Senior Officers to
assist in the promotion of the City. They will normally be reserved for
presentation to dignitaries from both the public and private sectors to facilitate
achievement of the promotional objective.
2.
At the discretion of the Mayor, a presentation gift (one only) may also be provided
at no cost to an Elected Member, an Elected Member’s spouse and / or to local
volunteers in recognition of a valuable contribution to the community.
3.
Any individual, who, after having received a gift, wishes to obtain another, may
do so by purchasing the additional item/s. Similarly, any member of the
community not eligible to receive a formal presentation gift may also choose to
purchase an item.
4.
All requests to purchase an item must be made through an Elected Member or
Senior Officer who will pass the request to the Personal Assistant-Corporate
Relations. Subject to satisfactory availability, the Personal Assistant-Corporate
Relations will arrange to deliver the item to the purchaser together with a Tax
Invoice requiring payment in full within 14 days.
5.
The sale price of each item will be an approximation of the cost to the City of
acquiring the product plus 10% to cover administration and CPI plus GST, to be
re-evaluated annually.
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MANAGEMENT PRACTICE
EM 12
Orderly Conduct at Meetings
This Management Practice has been developed to assist Presiding Members cope with
instances of disruptive behaviour by the public at Council held meetings.
Rationale
The Local Government Act promotes participation of the community in Council held
meetings through public question time and observation of the decision-making process which
should be conducted in an open and transparent manner. It is important that meetings of
Council be conducted in an atmosphere of inclusiveness and openness to foster productive
relationships with the community. The general conduct of meetings of Council, particularly
during public question time, depends upon mutual respect and good faith between
Councillors and the public.
There can be instances at council held meetings where a member of the public fails to show
respect or consideration for the presiding member, councillors, council staff and other
members of the public. Such disruptive behaviour makes the conduct of the meeting more
difficult and stressful, reducing the efficiency and effectiveness of meetings. Disruptive
behaviour also denies other members of the public the opportunity to participate and observe
council proceedings.
Suggested Strategies for Coping with Disruptive Behaviour
Most interjections whether from an individual or a group will be of limited duration. In such
instances the dignity of the meeting can often be retained by the Presiding Member simply
ignoring the interjection(s) and moving onto the next item of business. If the interjections
continue it may be appropriate for the Presiding Member to ask the offending person(s) to
cease.
If the disruptive behaviour continues then it may be appropriate for the Presiding Member to
adjourn the meeting for a specific time during which time, the CEO or Senior Officer may be
requested by the Presiding Member to speak with the offending person(s) about behaving
more appropriately. It is important during such times that the Presiding Member and other
Councillors not interact with the offending persons. Upon resuming the meeting, the
Presiding Member may issue a cautionary advice to the effect that any further disruptive
behaviour will be cause for firmer action to be taken. Should the disruptive behaviour
nevertheless continue, the Presiding Member might then further adjourn the meeting during
which time the Presiding Member may request the CEO or Senior Officer to again speak to
the offending parties advising them that unless the disruptive behaviour stops, they will be
required to leave the premises and that failing to heed this final request, will lead to the Police
being called to remove them from the premises (NB: The CEO, or his delegate must take
this action for whilst the Presiding Member is in charge of the meeting, it is the CEO who,
under section 5.41(d) of the Act, has control or management of council's premises,
including the meeting forum).
Examples of disruptive and inappropriate behaviour may include:
•
constant interjection, particularly when the presiding member or councillors are
speaking;
•
members of the public calling for points of order;
•
booing councillors;
•
contemptuous laughter or derisive comments at decisions or during debate;
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•
refusal to give up the floor to allow other members of the public to ask questions
or demanding to ask questions before others in contradiction of an order by the
presiding member;
refusal to accede to a presiding member's instructions, particularly when asked to
desist from disruptive behaviour;
use of abusive and/or inflammatory language when addressing council with a
question;
unnecessarily repetitive questioning; and
aggressive/threatening behaviour towards either councillors, council staff or other
members of the public.
•
•
•
•
NOTE:
•
•
A person who, without lawful excuse, trespasses on a place is guilty of an offence
and is liable to imprisonment for 12 months and a fine of $12,000;
Clause 8.6 of the City’s Standing Orders Local Law also refers, namely:
Prevention of Disturbance
1.
Any member of the public addressing the Council or a committee is to extend due
courtesy and respect to the Council or committee and the processes under which they
operate and must take direction from the person presiding whenever called upon to
do so.
Penalty $1,000
2.
No person observing a meeting, is to create a disturbance at a meeting, by
interrupting or interfering with the proceedings, whether by expressing approval or
dissent, by conversing or by any other means.
Penalty $1,000
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MANAGEMENT PRACTICE
EM 13
Provision and Use of Mayoral Vehicle
The provision and use of the Mayoral Vehicle is to be administered as follows:
•
the type/standard of vehicle to be provided, will be equivalent to the CEO’s
vehicle;
•
the use of the vehicle by the Mayor for both business and private purposes
shall be consistent with the conditions applying to the designated Senior
Officers of the City as per Policy ADM 9;
•
the purchase and replacement/changeover of the Mayoral vehicle will be
administered in accordance with the City’s Light Vehicle Fleet Acquisition
and Disposal practices;
•
the calculation of the private use component of the vehicle costs to be
reimbursed to the City by the Mayor, is to be as follows:
•
a logbook is to be kept for an initial period of 6 weeks at the end of which time
the percentage of private use (expressed as a % of the total use) shall be
agreed with the Mayor as being the basis upon which cost of private use to be
paid by the Mayor to the City will be determined and applied for the
remainder of the year;
•
on the basis that the predominant use of the vehicle will be for business
purposes, only those vehicle costs of a “variable” nature directly affected by
the additional private use will be used for determining the payment for private
use to be made by the Mayor, eg. the variable costs will include fuel, vehicle
servicing costs (and then only the additional servicing costs occasioned by the
private use) and depreciation where it can be shown that the additional private
use has negatively impacted on the trade value of the vehicle.
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MANAGEMENT PRACTICE
EM 15
Councillor Referrals to Standing Committees
1.
Following a referral by a Councillor to Committee a brief outline/comment on the
referral item is to be provided to the CEO in the required format.
2.
A summation of the proposal will then be included on the relevant Committee agenda.
3.
As this is not a full report to Committee, it is not anticipated that a recommendation
other than “that a report be prepared” will follow. Normally, no officer
comment/report will be required at this initial stage.
4.
Where the Councillors presentation or brief demands advice from officers, at the time,
(normally a correction of fact), this will need to be included.
5.
In the event that a Councillor has any additional information to provide besides the
brief summary in the public agenda, that this information be communicated by the
Councillor via a memo under separate cover to all Councillors and the CEO.
6.
There will be instances where an officer’s report is already “in the pipeline” and, in
the interests of expediency, a Councillors’ Item will be picked up in the process,
enabling a quick recommendation to Council.
7.
In the event of the Councillor who has made the referral not being able to attend the
Committee meeting, then the deputy or an alternative Councillor as nominated by the
referring Councillor may speak to the item.
8.
If however, the referring Councillor is not in attendance at the Committee meeting
and there is no alternative spokesperson to respond to queries then Committee may
determine whether the matter should lapse or be recommitted to a subsequent
meeting.
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MANAGEMENT PRACTICE
ENG 1
Taking of Flora
DEFINITIONS
“Flora” means any plant (including any wildflower, palm, shrub, tree, fern, creeper or vine)
which is:(a) Native to the State of Western Australia; or
(b) Declared to be flora pursuant by notice published by the Minister in the Government
Gazette, and includes any part of flora and all seeds and spores thereof.
“Friends Group” means any organization with a demonstrated interest in the protection of the
City’s bushland (as determined by the Executive Director Technical Services).
“licence” means a licence issued pursuant to the provisions of the Wildlife Conservation Act
1950.
“to take” in relation to any flora includes to gather, pluck, cut, pull up, destroy, dig up,
remove or injure the flora or to cause or permit the same to be done by any means.
“Introduced plant” means any plant that does not meet the definition of flora as defined in
this procedure.
1.
Material not being sourced from vegetation of regional significance namely
vegetation between Southern River/Wungong Brook and the base of the Darling
Scarp, vegetation on Forrestdale Lake bushland Reserve 21675 Forrestdale and
vegetation on Gibbs Road Reserve 32635 unless:
(a)
For research by State Government agencies or accredited dieback interpreters,
university staff or a Friends Group; or
(b)
There is no other source of material for revegetation works that meets
provenance criteria;
2.
The taking of flora, cuttings or seed for revegetation projects being supervised by a
person or organization with prior experience in successful revegetation projects;
3.
Where groups of students are required to make up herbaria, cooperation occurs
between students so that the number of cuttings required is minimised;
4.
Determination that the site will not be adversely impacted from cumulative operations
that involve the taking of native flora; and
5.
If it is proposed to take flora from a reserve, a valid licence must be held.
6.
Requests for taking introduced plants shall be approved in writing where the taking is
likely to result in increased invasion of weeds into natural areas.
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MANAGEMENT PRACTICE
ENG 4
1.
Registered Builders who undertake less than 10 separate projects in the City per
annum; Owner Builders and private below ground swimming pool installers:
(a)
(b)
(c)
2.
If no footpath or kerb is present – no deposit;
If footpath or kerb is present, a Footpath/Kerb Security Deposit of $400; and
Payment to be made in the form of cash or bank guarantee.
Registered Builders who undertake 10 or more separate projects in the City, per
annum:
(a)
(b)
3.
Footpath/Kerb Security Deposits
An annual bond in the form of cash or bank guarantee covering all applications;
and
The value of the bond shall be $2,000.
In all cases where footpath/kerb security deposits are applicable:
(a)
(b)
(c)
Should damage occur, the builder should first be given the opportunity to repair
it to the City’s requirement. The City will carry out repairs and invoice the
builder if authorised to do so by the builder or in the event of the failure of the
builder to carry out repairs within the time specified in the notice;
The person taking out the building licence is responsible for notifying the City
14 days before commencing works on site to allow a pre-construction
inspection, and also upon completion of the works to commence the refund and
clearance process.
Where footpath/kerb security deposits are refunded, these will be payable
without interest and refunded only to the person taking out the building licence,
unless written authority is received for the amount to be made payable to the
third party.
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MANAGEMENT PRACTICE
ENG 6
Streetscape Management – Street Tree Removals and
Replacements, Trees in Streets, Ways and Reserves
1.
It shall be an objective of the Council to work towards achieving and implementing an
Annual Street Planting Programme to ensure the development of sympathetic
streetscapes within the City.
2.
Street trees shall be removed where they are dead, diseased or dangerous, damaging
(or considered to damage) private property, or deemed unsuitable due to interference
with City or public utilities following an assessment of the tree and examination of all
other options to removal.
3.
Street trees shall be removed if they are considered unsuitable trees species only
where replacement strategies are in place to avoid mass reduction of living vegetation
in the streetscape environment.
4.
Residents and occupants shall be advised formally of proposed tree removals and
when any follow up tree planting can be expected.
5.
Trees beneath powerlines shall be pruned to ensure a suitable clearance is maintained.
6.
Trees in parks and reserves not affected by overhead powerlines shall be allowed to
develop their natural canopy.
7.
Trees in streets and ways shall be under pruned and shaped where necessary to
maintain vehicle clearance, pedestrian access and vehicle driver and pedestrian vision.
8.
All requests for removal of oversized street trees and/or trees not considered
appropriate to the location are to be received in writing before any consideration is
given to the request.
9.
Where Council determines at the request of an applicant, to extend approval to
remove a tree beyond those conditions outlined in (3) and (4) above, such removal
will be undertaken only at the full cost of the applicant.
10.
A street tree may be removed where a written request has been received for its
removal to facilitate the development of a landscape project, which the City considers
will have a positive impact on the street environment. Such an application must be
accompanied by a landscape development plan and be subject to agreement by the
applicant to meet all costs associated with the removal.
11.
Applications for planning, building and crossover permits shall be considered with
regard as to whether trees are adversely affected by the development. If they are
affected, a clear strategy is to be outlined for their care and protection or selective
removal during construction upon which specific approval may be granted. Only
where other action is impractical are trees to be removed.
12.
Owing to the hazardous nature of the task, residents/occupants will not be granted
permission to remove trees in streets, ways and reserves.
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MANAGEMENT PRACTICE
ENG 7
Public Access Ways - Management
1.
Remove or otherwise cover up graffiti on both fencing and footpaths within the PAW.
2.
Where feasible install lighting at ends of the PAW.
3.
Establish a twice a year maintenance programme that is to include the collection and
removal of rubbish, mowing and edging of grass, spraying of herbicide, tree pruning
and sweeping of the path on a regular basis.
4.
Arrange to treat any ant infestation/repairs to path and bollards.
5.
Install and empty rubbish bins at the entrance of the PAW where the access way leads
onto a park or reserve.
6.
Provide full width paving in PAW’s up to 3.0 metres wide and 2.0 metre wide paving
in access ways wider than 3.0 metres.
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MANAGEMENT PRACTICE
ENG 8
Fireworks
Approval may be granted to community groups to hold fireworks displays subject to the
following conditions:
1.
The fireworks displays are to be under the control of a licensed pyrotechnician;
2.
A copy of the pyrotechnician’s current licence and Public Liability insurance to the
value recommended by the City’s Public Liability Insurer at the time of the display is
to be provided;
3.
A copy of the Fire and Emergency Services Authority of WA permit and the
commitment by FESA of the necessary number of fast attack fire units to be in
attendance for the event is to be provided;
4.
A copy of the Department of Minerals and Energy permit is to be provided;
5.
A copy of the advice to the Department of Conservation and Land Management
detailing the event and the nominated reserve is to be provided;
6.
A copy of the advice to the City Of Armadale Chief Bush fire Control Officer
detailing the event is to be provided;
7.
Placement of a number of fire extinguishers around perimeter of the fireworks display
area;
8.
Residents directly surrounding the reserve are to be notified by letter drop 2 weeks
prior to the event;
9.
An advertisement is to be placed in the local newspaper notifying the wider
community of the event. Costs incurred are the responsibility of the applicant;
10.
A special performance bond is to be lodged with the City before the event at a level
commensurate with potential cost to the City. Minimum amount to be $200.00;
11.
The fireworks display will not proceed if the Fire Weather Danger Rating is Very
High or Extreme on the nominated day;
12.
The City can withdraw its approval for a fireworks display at any time and even at
short notice if the Chief Executive Officer considers it too dangerous or inappropriate
to proceed;
13.
In the event of withdrawal of approval for a fireworks display, any financial loss to
the applicant will not be the responsibility of the City.
14.
It be noted that the City holds authorised fireworks displays at Minnawarra Park
under strict controls and arrangement with relevant authorities.
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MANAGEMENT PRACTICE
ENG 9
Managing Phytophthora Dieback
1. Introduction
This policy applies to City of Armadale staff and contractors planning to undertake, or
undertaking works with the potential to move soil in or adjacent to areas of bushland.
Practice identified below is consistent with current best practice as defined in Part 5 of the
“Managing Phytophthora Guidelines for Local Government” manual prepared by the Dieback
Working Group (2000).
2. Definitions
Phytophthora Dieback: The plant disease caused by the pathogen Phytophthora cinnamomi.
High PC Risk Site: An area containing or adjacent to, remnant native vegetation that is not
degraded, or that has vegetation which was planted for revegetation purposes.
Note: High PC Risk Sites include:
o Areas where there is vegetation that is not degraded on the verge.
o Areas where there is no vegetation on the verge but remnant native vegetation that is not
degraded occurs in a neighbouring property which is not zoned residential under Town
Planning Scheme 4.
Disease area: an area within a High PC Risk Site known to contain Phytophthora Dieback.
Clean area: an area within a High PC Risk Site known to be Phytophthora Dieback free or
with unknown Phytophthora Dieback status.
Bushland Reserves: Land vested in, owned, or managed by the City of Armadale which
contains Bushland in ‘good’ or better condition.
3. Policy Implementation
The policy will be achieved through the implementation of the following practices and
through the provision of staff training and regular review of new information concerning
Phytophthora Dieback.
3.1 Support of community volunteers
3.1.1
Reasonable requests for information about Phytophthora Dieback from
community conservation groups and other groups or individuals concerned with
protecting the natural environment will be met. Requests for information should
be forwarded to the City of Armadale Environmental Officer.
3.1.2
Appropriate materials for Phytophthora Dieback management (as determined by
the Executive Director Technical Services) will be provided to community
conservation groups when:
a) The material is to be used on land owned or vested in the City;
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b) The community conservation group can demonstrate that adequate training has
been or will be provided to ensure safe and effective use of equipment and
materials; and
c) Adequate funds are available.
3.1 Identification of High Risk PC Sites
3.2.1
The Civil Works five year works program shall be forwarded annually to the
City of Armadale Environmental Officer to identify High PC Risk Sites to
which this policy may apply.
3.2.2 The City of Armadale Engineering Department and Environmental
Department shall then work in consultation to arrange Phytophthora Dieback
status of vegetation on the verge of a High Risk PC Sites to be mapped by a
qualified interpreter. Funding for dieback interpretation shall be sourced from
the project budget.
3.2.3 Mapping received as an outcome of 3.2.2 will be placed on Intramaps where
appropriate as coordinated by the City of Armadale Environmental Officer in
coordination with GIS officers.
3.2 Planning and design of road construction, road reconstruction, drainage works and
paths in High PC Risk Sites
3.2.1
Work programs shall be planned and designed as a collective unit (determined
from the five year work program) to occur in dry weather conditions where
practicable.
3.2.3 Designs shall include a site plan which clearly identifies the following areas
(where applicable) :
Diseased and Clean areas (from mapping undertaken in CL3.2.2 and
made available on Intramaps);
areas of native vegetation;
the construction zone;
areas in which can be utilised for stockpiles;
vehicle parking areas;
clean down stations.
3.2.4 Stockpile, vehicle parking, and clean down areas are to be located on a sealed
or hard stand surfaces. Stockpile, vehicle parking, and clean down areas are
not be located on native vegetation or located upslope of a Clean area.
3.2.5 Road drainage will not be directed into Clean areas.
3.2.6 Where road drainage travels from Disease areas into Clean areas, alternatives
to open drainage (such as piping) shall be considered to minimise the risk of
spore transfer.
3.3 Road, path and drainage construction/ maintenance in High Risk PC Sites
3.3.1 Works shall be undertaken during dry soil conditions where practicable.
3.3.2 Civil Works supervisors shall identify any Disease areas shown on-site using
flagging tape and/or appropriate signs on the verge and brief field staff about
the demarcated areas and the location of stockpile, vehicle parking, and clean
down areas as identified on the site plan.
3.3.3 Construction activities must stay within the construction zone as shown on the
site plan and must not enter bushland.
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3.3.4
3.3.5
3.3.6
3.3.7
3.3.8
3.3.9
3.3.10
3.3.11
3.3.12
All vehicles and footwear are to be free of mud and soil before arriving at
High PC Risk Site. Vehicles are to be parked only in areas identified as
parking areas on the site plan.
Where the movement of soil is possible on plant or equipment, the sequence of
construction shall generally be from Clean areas too Disease areas in order to
minimise the need for on-site clean down.
Vehicles that enter Disease areas identified on the site plan must be cleaned
down at the location designated on the site plan prior to working on or within
unsealed surfaces. Clumps of soil on shoes must be brushed off before leaving
Disease areas. Clean down should be undertaken consistent with section 3.7 of
this management practice.
Once leaving a Disease area, vehicles may return to the depot for cleaning
provided they do not leave sealed roads.
Grading works are to minimise soil transfer where practicable.
Only scheme or sterilised water is to be utilised.
Unless gravel can be sourced from a certified dieback free source, limestone
shall be used for construction activities in Clean areas shown on the site plan.
Materials such as gravel, sand and soil derived on-site from a Clean area shall
be stockpiled and re-used during construction in preference introducing other
materials. If in excess, these materials may be used at other location in the
City.
Materials such as gravel, sand and soil derived on-site from a Disease area
shall not be re-used at other locations in the City and shall be disposed of at
one of the Cities landfill facilities.
3.4 Guidelines for the management of Phytophthora Dieback in City of Armadale
Bushland Reserves
3.4.1
3.4.2
3.4.3
3.4.4
3.4.5
3.4.6
3.4.7
3.4.8
3.4.9
3.4.10
3.4.11
3.4.12
Dieback status of vegetation shall be considered as part of management plan
preparation.
New dieback mapping will be forwarded to GIS Officers to be made available
on the Intramaps system.
All contractors undertaking works in Armadale Bushland Reserves shall be
provided a copy of dieback mapping and ENG 9 Managing Phytophthora
Dieback and its associated Management Practice. It is the responsibility of the
Officer engaging the contractor to provide this information.
Works involving the movement of soil shall be undertaken in dry soil
conditions where practicable.
Where funding permits, a phosphite treatment program will be implemented
on a three to five year basis.
Where practicable works will begin in Clean areas and finish in Disease areas
to minimise transfer on vehicles, footwear, materials or equipment.
Where reasonable, tracks shall not be designed to cross dieback fronts.
Materials shall not be introduced unless the Phytophthora Dieback status of
the area and the materials is known and this activity poses minimal risk.
Where practical and where funding permits, paths will be sealed to minimise
the likelihood of Phytophthora Dieback spread.
Where practical, Phytophthora Dieback fronts will be delineated on-site
Where practical, mowing, slashing or the use of herbicide will be used as a
firebreak maintenance procedure in preference to grading or ploughing.
Tools, equipment or plant will be clean prior to entering a bushland area.
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3.5 Guidelines for the management of Phytophthora Dieback during fire suppression
activities
3.5.1
The City of Armadale Environmental Officer will annually forward dieback
mapping to the Fire and Emergency Services Authority, Roleystone Volunteer
Fire Brigade and Bedfordale Volunteer Fire Brigade.
3.6 Guidelines for landscaping
3.6.1
Plants shall be sourced from a nursery accredited by the Nursery & Garden
Industry Western Australia (NAISA).
3.7 Guidelines for Clean Down at High Risk PC Sites
3.7.1
3.7.2
3.7.3
Machinery, vehicles and equipment shall arrive on-site free of soil or mud.
Cleaning on-site shall be undertaken on a hard stand surface or in an area
where water will not wash soil into the High Risk PC site.
The cleaning of machinery, vehicles or equipment shall be undertaken using
dry methods such as brushing with a brush/ broom or blowing with
compressed air. Cleaning with water should only be undertaken on-site when
other means are not appropriate.
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MANAGEMENT PRACTICE
ENG 13
Asset Management Vision
The City aims to sustainably provide the required assets and services to its customers, at an
appropriate level of service by adopting the following practices;
1.
The Asset Steering Group (ASG) must ensure that it adheres to the City’s Asset
Management Policy and Management Practice. The ASG reports directly to Manex.
The ASG is appointed to review and monitor the corporate Asset Management
Improvement Programme which documents the tasks required to satisfy the Asset
Management Policy. The ASG also ensures the development of integrated Asset
Management Processes and Plans are consistent with organisational goals and
objectives. It is the responsibility of the ASG to resource the work needed to progress
the AM Improvement Strategy. Attachment A defines the ASG’s scope and role.
2.
In considering the decision to provide a new asset, the following principles will be
taken into account;
a) That adequate research has been conducted into:
(i)
the new asset to ensure that it will deliver significant, direct and tangible
benefits to its stakeholders,
(ii)
its impact on rates & charges,
(iii)
that the asset will remain cost effective over the course of its life.
b) That provision has been made to set aside funds for the future operation,
maintenance and renewal/refurbishment of the asset.
3.
Priority will be given in the annual budgeting for the operation, maintenance and
renewal/refurbishment of existing assets, where need requires their retention.
4.
The City of Armadale’s Strategic Plan, Occupational Safety & Health Policy, Financial
Plans, Five Year Programmes and Annual Business Plan & Budget will all take account
of Asset Management requirements.
5.
Asset Management Plans will be developed and maintained on all key asset groups. The
Plans will document asset levels of service, long term financial planning, gap analysis,
future demand and life cycle management processes. The Plans will utilise results from
customer consultation to help set the levels of service for each asset group. Where
required, the assets level of services will be both economically and environmentally
sustainable for present and future customers.
6.
Where required, Asset Management Plans will accompany assets created either by the
City, or contributed to it from development. The plans will provide whole life cycle
information on future operating, maintenance, renewal/refurbishment and disposal costs
to ensure that the new assets are sustainable.
7.
Necessary information regarding the creation, maintenance, renewal/refurbishment or
disposal of an asset will be recorded onto the City’s asset management inventories.
Inventory information will be maintained centrally on one master database that will be
readily available to the whole organisation.
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8.
Under performing assets will be reviewed in-line with the asset review procedure to
determine whether they provide a fit for purpose benefit to their stakeholders and
maybe considered for upgrade, replacement or disposal.
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MANAGEMENT PRACTICE
ENG 14
1.
Landscaping
Introduction
This policy applies to landscaping of public open space and street verges, whether undertaken
by Council or developers on behalf of Council, but only in the areas defined by the policy.
2.
Definitions
Darling Range plants are plants that occur in the Darling Range portion of the City of
Armadale.
Local native plants are plants that are indigenous to the soil type that underlies a public open
space area or street, as mapped by Heddle (see Map 2.2 of the State of the Environment
Report 2000).
Landscaping with local plants Policy and Guidelines refers to Chapter 2.3.2 Landscaping
with Local Plants in the Local Government Natural Resource Management Policy Manual
published by the Swan River Trust and Eastern Metropolitan Regional Council (see EMRC
website – Services/ Environmental Services/ Natural Resource Management
Policy Manual).
‘Living Streams’ are wetlands and watercourses which have attributes similar to those found
in the natural environment. A living stream achieves multiple outcomes, including creating a
healthy ecosystem, improving water quality, conveying floodwaters and creating an attractive
landscape feature for the residential community (Water and Rivers Commission, 1998b). For
the purpose of this policy document, ‘living streams’ refer to areas where there are existing or
created water-bodies such as lakes, wetlands and streams or open (un-piped) drains.
Landscaping within or adjacent to Living Streams should be undertaken using native species.
Sandplain plants are plants that occur within the Swan Coastal Plain bioregion north of
Armadale, or plants that occur within the Geraldton Sandplains bioregion south of Geraldton
(see map).
GS = Geraldton Sandplain
SWA = Swan Coastal Plan
JF = Jarrah Forest
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Waterwise means designed and operated in accordance with the principles described by the
Water Corporation as waterwise for new gardens (see Water Corporation website Saving Water).
3.
Overarching practice for areas defined by the policy
For each of the policy areas described below, landscaping of public open space will
endeavour to:
(a)
retain native vegetation already present within the public open space;
(b)
achieve “Waterwise” design
(c)
minimise the need for ongoing irrigation and fertilisation;
(d)
ensure soils have a high phosphorus retention index or are amended to achieve a high
phosphorus retention index; and
(e)
where appropriate, achieve design and management in accordance with the
“Landscaping with local plants - Policy and guidelines”.
Plants shall be sourced from a nursery accredited by the Nursery & Garden Industry Western
Australia (NAISA).
Plants
resistant
to dieback (Phytophthora cinnamomi) should be used (see
www.dwg.org.au for a list), but a limited number of indicator species may be used for the
monitoring of dieback presence.
4.
Areas within the Southern River/ Forrestdale/ Brookdale/ Wungong District
Structure Plan area, and areas zoned General Industry and Industrial Business in
Town Planning Scheme No. 4
a)
Landscaping of public open space is to utilise local native plants or sandplain plants to
the maximum practicable extent, but no less than 30% of the landscaped area within a
development (as an average across the development).
b)
Landscaping that utilises an area of remnant locally native species count towards the
30% target (see a above), provided that this area is not subject to 1:10 AR1 rainfall
events.
c)
Landscaping of public open space used for drainage should be consistent with ‘Living
Stream’ concepts.
5.
Areas in the suburb of Roleystone, Bedfordale and Karragullen
a)
Landscaping of public open space is to utilise Darling Range plants.
b)
Street trees should be Jarrah forest species wherever practically possible.
6.
Policy Administration and Responsibility
The following provides guidance for processing Landscape Plans and Engineering Drawings
for subdivisions.
1) Engineering and Landscaping Drawings are received by records (one hard copy and
one electronic copy).
a. Engineering drawings to be profiled to EDM as TIFF files and sent to
Subdivision Engineer. When supplied, CAD files are to be saved to T Drive.
One hard copy to be placed in daybox.
b. Electronic landscaping drawings to be profiled to EDM as TIFF files and sent
to Coordinator Parks and Parks Technical Officer, with cc to Senior
Environmental Planner. When supplied, CAD files are to be saved to T Drive.
One hard copy to be placed in daybox.
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2) Parks Technical Officer to enter details into Plan Location Register including a
hyperlink to EDM plans in the register.
3) Parks Technical Officer assesses landscaping drawings with reference to this policy,
guidelines for landscaping and any subdivision conditions, completes an assessment
form in liaison with Senior Environmental Planner and Coordinator Parks.
4) If plans do not meet policy requirements, Parks Technical Officer liaises with
developer until suitable plans are submitted.
5) If/ when plans meet policy requirements, Parks Technical Officer seeks manager
Parks approval of assessment and advises Subdivision Engineer.
6) Subdivision Engineer further liaises with developer.
The following provides guidance for processing Landscape Plans prepared to meet conditions
on a Notice of Determination for planning approval. The need for landscaping conditions is
identified through Development Control Unit meetings.
1) Landscaping drawings received by records, profiled to Authority and sent to
Coordinator Parks and Parks Technical Officer.
2) Parks Technical Officer to assess landscaping drawings with reference to this policy,
guidelines for landscaping and any development conditions as detailed in Authority.
3) If plans do not meet policy requirements, Parks Technical Officer liaises with
applicant until suitable plans are submitted.
4) If plans meet policy requirements, Parks Technical Officer seeks manager Parks
approval of assessment and advises the relevant Planning Officer.
5) Planning Officer to advise applicant.
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MANAGEMENT PRACTICE
ENG 15
Constructed waterbodies
Constructed waterbodies in existing or proposed public open space areas will only be
approved if it can be demonstrated that they serve a district recreation function and are
required for irrigation purposes, including irrigation of private property via a third pipe
system.
In demonstrating the need for a constructed waterbody for irrigation purposes, the proponent
must first demonstrate that landscape design has sought to maximise water conservation by
reference to the overarching practice for areas defined by policy ENG 14 Landscaping, by
seeking to:
(a) achieve “Waterwise” design;
(b) minimise the need for ongoing irrigation and fertilisation; and
(c) where appropriate, achieve design and management in accordance with the
“Landscaping with local plants - Policy and guidelines”.
Where practical, other technologies or tanks rather than constructed waterbodies should be
used for water treatment.
If a constructed waterbody is justified on the grounds of providing water for a third pipe
system responsibility for the constructed waterbody should be the responsibility of the
organisation operating the third pipe system.
Where a constructed waterbody is proposed as part of a development proposal, the City
requires the waterbody to be:
•
Off-line from the stormwater drainage system, receiving stormwater input by overland
flow only in rainfall events greater than the 1 in 1 year Annual Recurrence Interval.
•
Lined with a 0.75mm thick PVC or similar quality liner, covered with at least 400mm of
clean sand and with a proven system in place to allow gas release from under the liner.
•
Filled from a groundwater bore of sufficiently high water quality to not compromise the
good functioning of the waterbody, or if water quality is near ANZECC trigger values the
lake volume should be designed to achieve a whole of waterbody volume turnover period
of six days during summer. Waterbody volume is measured as the volume of water held
by the liner to the top water level less the volume of sand cover over the liner and this
total volume must be removed from the lake, used for irrigation and replaced.
•
Used for irrigation purposes via a wet well or similar method.
•
Maintained by the proponent for a period of at least three years from commissioning of
the waterbody before handover to the City.
•
Audited by the proponent from the end of the maintenance period (3 years) to a time 10
years after commissioning.
The City further requires the proponent to provide, prior to approval or construction of the
waterbody:
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•
Detailed Engineering drawings to allow full analysis of the waterbody its equipment and
any associated infrastructure;
•
Whole of life costing information for the lake, equipment and its associated infrastructure
in order to confirm that the proposals comply with Council’s POS requirements for
maximum expenditure values for operations, maintenance and asset renewal;
•
Documentation addressing the risk evaluation matrix contained in the Chironomid Midge
and Mosquito Risk Assessment Guide for Constructed Waterbodies;
•
An Operation and Maintenance Plan for the constructed waterbody and associated Public
Open Space to the satisfaction of the Executive Director Technical Services. The
Operation and Maintenance Plan should include and address, but not be limited to
consideration of;
o Water quality monitoring and reporting, which as a minimum should be
consistent with the City of Gosnells Guidance Notes for Water Quality
Monitoring in Constructed Waterbodies.
o Whole of life asset management and replacement costs and expected availability
of replacement parts;
o Measures to discourage feeding of waterbirds;
o Response times in relation to complaints, including complaints regarding
vandalism (e.g. puncturing of the liner) and rubbish in the waterbody (e.g.
shopping trolleys);
o A review and audit process to ensure operation is carried out in accordance with
the plan and that operational procedures are reviewed and changed in response to
new information.
o Responsibilities for operation and maintenance during the three year
maintenance period.
o Responsibility for review, audit and overall performance of the waterbody until
such time as the bond is fully repaid.
Construction and testing of the proposed water supply for parameters including colour,
turbidity, and nutrients.
A commitment, through payment of a bond to cover the costs of altering or removing a
constructed water body or the estimated whole of life annual cost over a period of five years,
whichever is the greater. The bond will need to be paid prior to clearance of any lots and will
be retained for a period of up to ten years after commissioning of the waterbody subject to
satisfactory performance of the waterbody. If there are no indications of major operational or
environmental problems for a period of three years after full development an estate the City
will start to release portions of the bond as per the table below. The table below assumes
development of the estate takes two years.
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Year
0
1
2 (estate completed)
3
4
5
6
7
8
9
10
Percentage bond withheld
100%
100%
100%
100%
100%
100%
90%
75%
50%
30%
0%
The bond can be paid as cash or as a bank guarantee that can be accessed unconditionally
from an approved organisation.
Construction of the bore and testing of the water supply for parameters including colour,
turbidity and nutrients is required prior to commencing preparation of the Operation and
Maintenance Plan.
Policy review
Policy reviews should take into account information concerning the success or otherwise of
constructed waterbodies in North Forrestdale after they been operational for at least five
years.
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MANAGEMENT PRACTICE
ENG 16
1.
Graffiti
Introduction
1.1
The City of Armadale will carry out graffiti removal on the properties and
assets that it owns as part of regular maintenance and in response to specific
reports. Such assets include;
•
•
•
•
•
•
•
•
2.
City owned properties;
Boundary fences or walls facing onto ovals, parks, public access ways and
open public space;
Park furniture and playground equipment;
City signage;
Rubbish bins;
Lighting Columns;
Bus shelters and bus stops;
All trees within the City of Armadale excluding trees within the
boundaries of private residences/business/state land/utilities or other
government or non government agencies.
1.2
Graffiti removal from City leased or managed properties is the responsibility
of the tenant/lessee.
1.3
Graffiti removal from private residential and/or private commercial property is
the responsibility of the property owner and/or manager.
1.4
The City will record all graffiti incidents reported to it and either remove the
graffiti on Council or redirect the report, as appropriate.
1.5
The City will support proactive community programs in relation to graffiti
removal and prevention.
Reporting
2.1
Graffiti damage on council assets is reported to Technical Services
Administration.
2.1.1
Complainants should be told that the City aims to remove the graffiti:
• Within 24hrs if racist or obscene;
• Within 48 hrs for all other graffiti.
Graffiti reports on all other property should be redirected to either to the Goodbye Graffiti
hotline 1800 44 22 55 or the online reporting system at
https://secure.police.wa.gov.au/GGReportingForm.
These properties include:
• Private housing;
• Homes west properties;
• Commercial businesses;
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•
•
•
•
•
3.
Western Power assets (Power poles. (steel, concrete & timber), Kiosks,
Zone Sub Stations etc.);
WA Water Corporation assets;
Main Roads assets (Main Roads are responsible for Albany Highway,
Armadale Road, Brookton Highway, South western Highway and Tonkin
Highway;
Regulatory road signs, walls/fences adjacent to main roads/main road
underpasses.);
Perth Transport Authority assets (including bus timetables).
2.2
Private property owners and businesses should also be directed to the City of
Armadale website/tip sheets on how to remove graffiti and how to prevent it.
It should be stressed to owners and business alike that it is essential to remove
ASAP to avoid notoriety for the graffiti vandal.
2.3
The out of hours contact number is 1800 44 22 55 (goodbye graffiti website).
2.4
Graffiti information for council assets will be placed directly onto the
Technical Services graffiti database. Graffiti incident reports will be
generated and emailed to the Manager of Property Services or nominated
deputy.
2.5
Information received via the Goodbye Graffiti web site will be sent to
Technical Services Administration to be entered onto the Graffiti database
2.6
Graffiti reported internally from Rangers/Parks/Civil works etc should be sent
to Technical Services Administration to be entered onto the Graffiti database.
Removal
3.1
Following the receipt of a Graffiti incident report the Manager of Property
Services or nominated deputy will allocate the job to:
•
Appropriately trained City Staff
•
A City nominated graffiti contractor
•
Appropriately trained volunteers
3.2
The allocation of the job will be dependant on the extent, location, time of day
and level of specialization required to remove the graffiti.
3.3
On site, City employees, volunteers and private contractors will adhere to the
safety policies of the appropriate body.
3.4
Digital photographs will be taken of the graffiti damage.
3.4.1
Images will be downloaded and filed with the associated Graffiti
Incident Report. Since there is the potential for such information to go
to court, a log must be kept of who took the photograph and who
downloaded it (for practical purposes this should be the same person).
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3.5
3.4.2
The cost of removal, the Graffiti Incident Report, digital photograph
and the above information should be emailed to the Armadale Police at
Armadale.Graffiti@police.wa.gov.au as soon as possible.
3.4.3
The City will receive an incident report number from the Armadale
Police; this should be sent to Technical Services Administration who
will file it with the associated Graffiti Incident Report.
Graffiti will be removed by the most appropriate technique including:
•
Painting out;
•
•
Use of high pressure equipment;
Use of solvents.
The City aims to return the vandalised surface as near as possible to its
appearance before the graffiti incident. This includes working to minimise
surface damage from chemical or physical treatments and closely matching
paint colours where appropriate and if necessary reapplying sacrificial/non
sacrificial surfaces.
3.6
The City will aim to remove the graffiti;
• Within 24hrs if racist or obscene;
• Within 48 hrs for all other graffiti.
NB: The Premier’s Circular 2006/04 implements the State Government’s
policy on prompt removal of graffiti vandalism by requiring all public sector
bodies to adopt a 48-hour graffiti vandalism removal standard for their assets
(from the time of reporting), with immediate removal if the graffiti is racist or
obscene.
4.
3.7
When City officers/private contractors are removing graffiti from privately
owned walls or fences facing onto ovals, parks, public access ways and open
public space, a notice of works should be posted explaining the City’s practice
to each affected resident as a matter of courtesy.
3.8
The City will work with the state government to help put in place ‘service
level agreements’ outlining agreed local graffiti reporting and removal
processes for property and assets managed by the state. These agreements will
only be sought where they will significantly benefit local graffiti control
efforts and where they can formalise reporting, removal, or other functions.
3.9
The City will support proactive community programs in relation to graffiti
removal and prevention.
Prevention
4.1
Graffiti prevention tips will be provided on the City of Armadale’s website.
4.2
The City will take into account CPTED principles for new Council buildings.
Sacrificial and non sacrificial coatings should be applied to surfaces where
applicable and cost effective. In addition, details of paints/coatings used will
be recorded against the asset to ensure that when graffiti is removed through
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‘painting out’ an exact match is achieved. NB the cheapest way to remove
graffiti is to paint it out.
When considering planning applications for all other buildings, the City
should take into account CPTED principles, where possible.
5.
6.
4.3
The City will implement CPTED strategies on existing problem areas within
its control including planting of suitable bushes/trees along existing long
fence-lines etc.) Again uniformity of paint/colour ensures graffiti removal
through ‘paint out’ will be quick, of high quality and least costly.
4.4
The City will promote recreational opportunities available to local young
people.
Information and Support
5.1
Graffiti management information will be provided on the City of Armadale’s
website.
5.2
As and when appropriate the City will distribute graffiti management
information brochures to local residents and businesses.
5.3
The City will provide graffiti management advice to local residents and
traders.
5.4
Graffiti management community information sessions will be held by the City
for local community groups and service clubs.
5.5
The City will conduct graffiti community education campaigns at key
times/localities.
Evaluation and Monitoring
6.1
The database information will be used to evidence a decrease/increase in the
incidence and recurrence of graffiti in Armadale.
6.2
The City will include graffiti incidence as part of any customer satisfaction
surveys.
6.3
Technical Services Administrator will run regular monitoring reports on:
• Hot spots;
• Timelines of removal;
• Removal costs etc.
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MANAGEMENT PRACTICE
ENG 18
CCTV
DEFINITIONS
2.
•
CCTV
Closed Circuit Television.
•
Authorised Officer
Officer/s of the City of Armadale appointed by the
Chief Executive Officer to manage and / or operate
the CCTV system that may also have access to the
Control Room.
•
Control Room
A dedicated room with restricted access, established
to contain the CCTV digital storage equipment.
•
CCTV Monitors
Dedicated monitors for the purpose of viewing real
time events and / or recorded material. Monitors
and operating equipment are not to be located in
public view.
•
Recording 24/7
Recording of digital images and photographs - 24
hours, 7 days per week, that are kept for a period of
not less than 30 days from cameras located in the
Armadale CBD and for not less than 7 days in all
other locations.
•
Daily Log Book
Register for entering all incidences, requests to view
or obtain copies of digital images, and the names of
those who accessed the Control Room.
GENERAL
2.1
The City of Armadale is committed to establishing efficient, effective,
economical and sustainable procedures in all matters relating to the installation
and ongoing management of a CCTV system.
2.2
The CCTV system is installed to detect and deter crime but is not a monitoring
system.
2.3
The City may at its discretion view real time events and / or recorded material
for its own purposes.
2.4
Members of the public are not permitted to view CCTV recordings.
2.5
Members of the public wanting to report an incident shall be directed to the
Police to make a formal report. Authorised Officers may on request by the
Police extract the relevant digital recording in order to assist the Police with
their investigation.
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2.6
Digital images and photographs are recorded 24 hours, 7 days a week and are
retained for a period of not less than 30 days from cameras located in the
Armadale CBD and for not less than 7 days in all other locations.
2.7
The City shall manage the day to day operations of the CCTV system in
accordance with this Management Practice and the following documentations:
•
•
2.8
The Technical Services Directorate shall be responsible for:
•
•
•
•
2.9
3.
Standard Operation Procedure.
Memorandum of Understanding with the WA Police.
the management of the CCTV system;
the maintenance of the CCTV system;
the upgrade of the CCTV system; and
the day today operations of the CCTV system.
Only Authorised Officers are permitted to use CCTV equipment, enter details
of incidences into the Log Book, and have access to the Control Room.
EVALUATION AND MONITORING
3.1
As part of the conditions of the grant, an independent evaluation of the CCTV
system shall be carried out 12 months from the “going live” date to ascertain
public perception of crime and the fear of crime in areas where CCTV
cameras have been located.
3.2
An annual report shall be presented to the Chief Executive Officer following
an external audit of the CCTV system. The annual report should also
incorporate an internal review of the Standard Operations Procedure.
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MANAGEMENT PRACTICE
ENG 19
MCCTV
DEFINITIONS
2.
•
MCCTV
Mobile Closed Circuit Television
•
CCTV
Closed Circuit Television
•
Authorised Officer
An officer/s of the City of Armadale appointed
by the Chief Executive Officer to manage and /
or operate the MCCTV camera and equipment
that may have access to the Control Room.
•
Recording
Recording of digital images and photographs
shall be programmed upon environmental
circumstances and applicable camera settings.
•
Log Book
Register for entering all incidences, requests to
view or obtain copies of digital images.
GENERAL
2.1
The City of Armadale is committed to establish efficient, effective,
economical and sustainable procedures in all matters relating to the
management of a MCCTV system.
2.2
The MCCTV system is installed at specific locations to detect and deter crime
but is not a monitoring system.
2.3
The MCCTV system may be used in conjunction with the CCTV system as
necessary.
2.4
The City may at its discretion view real time events and / or recorded material
for its own purposes.
2.5
Members of the public are not permitted to view CCTV recordings unless
required by law.
2.6 Members of the public who request to view MCCTV footage as a result of an
alleged criminal activity shall be directed to the Police to make a formal
report. Authorised Officers shall upon request by the Police extract the
relevant digital recording in order to assist the Police with their investigation.
2.7 Digital images and photographs are recorded 24 hours, 7 days a week and are
retained for a period of not less than 30 days from cameras located in the
Armadale CBD and for not less than 7 days in all other locations.
2.8 The City shall manage the MCCTV system in accordance with the management
practice and the following documentations:
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•
•
Standard Operating Procedure for the management of Mobile Closed
Circuit Television system.
Memorandum of Understanding with the Police
2.6 The Technical Services Directorate shall be responsible for:
•
•
•
3.
4.
the management of the MCCTV system.
the maintenance of the MCCTV system.
the day today operations of the MCCTV system
MCCTV CAMERAS
3.1
Request to deploy MCCTV at a location must be approved by the Chief
Executive Officer.
3.2
The Technical Services Directorate shall arrange a MCCTV camera location
programme that shall be based on historical evidence where criminal or anti
social activity such as vandalism and graffiti against Council’s assets has been
extensive.
3.3
Amendment to the MCCTV camera location programme must be authorised by
the Chief Executive Officer or the Executive Director Technical Services.
3.4
The WA Police may request an MCCTV camera to be located at a specific
location to assist in their investigation work. Any request from the WA Police
must be in writing and must be approved by the Chief Executive Officer. The
City will respond to WA Police in writing.
EVALUATION AND MONITORING
4.1
The database information will be used to evidence a decrease/increase in
criminal or anti social activity in various locations where surveillance cameras
are employed.
4.2
The Technical Services Directorate will run regular monitoring reports with
advice to Council.
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MANAGEMENT PRACTICE
FIN 1
Officer Telephone Accounts
Designated officers eligible to receive reimbursement in respect of the telephone service at their
place of residence shall be all of those officers whose residential telephone number is displayed
for contact purposes in the City’s Emergency After Hours Contact Directory.
The quantum of reimbursement shall be:(a)
the amount prescribed in the officer’s employment contract, or
(b)
100% of the telephone service rental and telephone calls to the value of $18 per
quarter, and
(a) the actual cost of substantiated work related calls in excess of $18 per quarter subject
to the approval of the officers immediate supervisor.
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MANAGEMENT PRACTICE
FIN 2
Severance Payments to Officers
The purpose of this procedure is to set down the severance payable to terminating employees
for the purpose of Section 5.50(1) of the Local Government Act.
1.
Employees leaving the organization of their own volition for the purposes of
retirement or career change will not be paid an ex-gratia or severance payment
except as provided for in this procedure.
2.
A terminating employee is entitled to severance pay and benefits in accordance
with:(a)
(b)
(c)
(d)
Any Federal or State Award or Industrial Agreement applicable to that
employee;
Any applicable provisions within the employee’s contract of employment;
Any applicable award or order made by a Federal or State Industrial
Tribunal arising from the circumstances of that employee being specifically
brought before that tribunal, subject to any right of appeal;
Where Council so agrees, any recommendation made by a Federal or state
Industrial Commissioner arising from the circumstances of that employee
being specifically brought before that Commissioner.
3.
Where an employee’s position is made redundant then he/she shall receive a
redundancy payment as per the employee’s contract of employment, Award or any
other agreement.
4.
Nothing in these procedures prevents Council from determining that in unforeseen
circumstances, terminating employees may be paid additional monies or be
provided with additional benefits where justified and where it is demonstrably in
the best interests of the City. If Council so determines, details of the severance pay
and benefits shall be published in accordance with Section 5.50(2) of the Act.
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MANAGEMENT PRACTICE
FIN 4
Investments
1. Investment Objectives
To take a conservative approach to investments, but with a focus to add value through
prudent investment of funds.
To have investment funds achieve a return consistent with the UBSA 90 day Bank Bill Index.
To achieve a high level of security by using recognised ratings criteria.
To maintain an adequate level of diversification.
To have ready access to funds for day-to-day requirements, without penalty.
To streamline administrative procedures through the selective use of managed funds.
2. Statutory Compliance
All investments are to be made in accordance with:
Local Government Act 1995 - Section 6.14; and
Local Government (Financial Management) Regulations 1996 – Regulation 19 and 19C
The Trustees Act 1962 – Part III Investments as amended by the Trustees Amendment Act
1997.
3. Authorised Institutions
Investments shall be made with Authorised institutions defined under regulation 19C(1) of
the Local Government (Financial Management ) Regulations 1996 that meet this policy’s
guidelines on diversification and credit risk as defined by the Standard & Poor’s long term
ratings.
4. Authorised Investments
Authorised Investments shall be limited to:
Bank accepted/endorsed bills issued by Authorised Institutions (ADIs);
Bank interest bearing deposits issued by ADIs, including both fixed term deposits and
floating rate notes;
Managed Cash Funds;
Managed Cash Plus / Cash Enhanced Funds;
Other specific securities approved by Council.
5. Investment Guidelines
Council’s Direct Investments
Term to Maturity
The term to maturity of any of Council’s direct investments may range from “at Call” to 12
months unless specifically approved by Council.
Investments with Funds Managers
Investments in managed funds will only include those rated either at least A1 short term
or A long term. Products will only include cash funds for funds invested for 0-3 months and
cash-plus/cash enhanced funds for funds available for investment over 3 months.
In determining the composition of the portfolio between direct investments and managed
fund investments, Council officers shall have regard for the following:
the ongoing performance of investment products.
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Council’s cash flow requirements.
6. Performance Benchmarks
Investment
Cash
Performance Benchmark
11am Cash rate
Cash Plus / or Equivalent / Direct Investments
UBSA Bank Bill Index
7. Diversification / Credit Risk
Investments made shall be within the percentage limits set out in the table below. When
placing investments, consideration should be given to the relationship between credit rating
and interest rate.
Long Term
Short Term
Direct
Managed
Maximum
Rating
Rating
Investments
Funds
% Total
(S&P)
(S&P)
Maximum %
Maximum %
Portfolio
with any one
with any one
Institution
Institution
AAA category
A1+
25%
45%
100%
AA category
A1+
20%
45%
90%
A category
A1
15%
30%
80%
BBB Category
A2
10%
n/a
15%
If any of the funds/securities held are downgraded such that they no longer fall within the
above listed credit ratings and exposure limits, they shall be divested immediately or as soon
as is possible.
The short term rating order 0-365 days is:
A1+
extremely strong degree of safety regarding timely payment
A1
a strong degree of safety for timely payment
A2
a satisfactory capacity for timely payment
Long Term Rating Order is:
AAA
an extremely strong capacity to repay
AAAAA+
to
a very strong capacity to repay
AAA+
to
a strong capacity to repay
ABBB+
to
an adequate capacity to repay
BBB-
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8. Reporting
Documentary evidence must be held for each investment and details thereof maintained in an
Investment Register.
Certificates must be obtained from the financial institutions confirming the amounts of
investments held on Council’s behalf as at 30th June each year and reconciled to the
Investment Register.
A monthly report shall be submitted to Council with details of the investment portfolio
including performance figures and percentage exposure to categories as restricted by this
policy.
An annual report (financial year) shall be submitted to Council reviewing the performance of
the portfolio and investment strategy as required by S18 (3) of the Trustees Act 1962.
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MANAGEMENT PRACTICE
FIRE 1
1.
Firebreaks
VARIATIONS
Any variation in the positioning of firebreaks is to be the subject of a specific request
to Council or its duly authorised officer, and any such variation shall be for one year
only.
2.
INSPECTIONS
(a)
(i)
(ii)
(iii)
(iv)
(v)
The list of firebreak area priorities be reviewed annually, taking into account:Population risk;
Related fire history (ie known fire hazard areas);
Geographical features (difficulty of terrain when fires do occur and resulting
problems caused to fire fighters);
Seasonal conditions; and
Brigade liaison
(b)
A series of articles and advertisements advising residents of the dangers of
fires and inadequate firebreaks be organised through the local press. The
advertising campaign to commence four weeks prior to the firebreak season.
(c)
An annual inspection of land owned by, or under the care, management and
control of the City shall be undertaken in September and October each year to
determine whether firebreaks need upgrading or the block needs to be burnt
off.
(d)
A similar inspection be undertaken on Crown reserves (except Water
Catchment and Forestry areas) and close liaison be maintained to ensure that
problem reserves are prioritised for action.
(e)
The local Volunteer Bush Fire Brigades be encouraged to liaise more closely
with the Firebreak Inspectors in identifying problem areas to determine if
alternative fire preventative measures need to be considered by Council.
The following guidelines and procedures be adopted in relation to whether or
not an infringement notice or warning should be issued in respect of properties
which do not comply with firebreak requirements:
(f)
(i)
(ii)
A brief detailing the location of the property, conditions of the land
and topography, shall be written out by the Firebreak Inspector.
A warning notice giving property owners 7 days in which to comply
with the requirements contained in the City’s “Firebreak Notice” shall
be issued when:•
The ownership of the property has changed or the owner has
died since official notices of firebreak requirements were
mailed to all property owners, and/or;
•
There is clear evidence that the owner has made an attempt to
firebreak their property but at the time of inspection, those
firebreaks were inadequate.
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(iii)
Owners of non complying properties who are eligible for a warning
under (ii) above, to be issued with an infringement notice if they do not
comply within 7 days of receiving the warning and immediate action
be take by the City to construct a firebreak, where practical, at the
expense of the owner in accordance with powers provided in the Bush
Fires Act 1954.
(iv)
Owners of non complying properties where provisions contained in (ii)
above are not applicable, to be immediately issued with an
infringement notice and immediate action taken by the City to
construct a firebreak, where practical, at the expense of the owner in
accordance with the powers provided in the Bush fires Act 1954.
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MANAGEMENT PRACTICE
FIRE 3
Training and Qualifications
The following training requirements are to be applied to all Volunteer Bush Fire Brigades within
the City.
1. TRAINING AND THE BUSH FIRE ORGANISATION
Responsibilities differ at various levels in the fire organization and accordingly the level
of skills required to perform related tasks varies.
The Bush Fire Service of WA assists local authorities by providing a variety of training
courses with define prerequisites, which address specific skills and knowledge required
by the various levels of brigade members.
These courses offer an accredited level of training, which recognises a promotional
structure and development programme for the volunteer fire fighter, and are recognised
by the City as being applicable to the volunteer bush fire organization.
2. TRAINING OFFICERS
(a)
A bush fire brigade shall endeavour to appoint a member of the brigade as the
Brigade Training Officer.
It will be the responsibility of the Training Officer to ensure that all fire fighters
are trained in basic fire fighting procedures and in the efficient and safe operation
of the brigade’s equipment.
A Brigade Training Officer appointment may be held in conjunction with any
other position within the Brigade.
(b)
Appointed Training Officers will undertake a “Train the Trainer” course with the
Bush Fire Service and will adopt and practice the procedures and standards
recommended by the Bush Fire Service.
(c)
All accredited Training Officers will be authorised to present training to fire
fighters throughout the City.
(d)
The person in charge of training shall at all times keep the safety of those
personnel under his/her direction as a primary consideration.
3. NEW AND SERVING BRIGADE MEMBERS - TRAINING STANDARDS
(a)
Trainees (New Members)
(i)
Persons joining a brigade shall be classified as Trainee Members.
(ii)
A Trainee is a member of a Volunteer Bush Fire Brigade who has not
completed the Fire Fighters Course and has not attended at least two
hazard reduction burns.
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(iii) Trainees should not be engaged in physical fire fighting duties at the fire
face and wild fire situations until they have qualified as fire fighters.
(iv)
(b)
Fire Fighter Modules 1-8 are accepted as a minimum standard required
for a member of the City Of Armadale Volunteer Bush Fire Brigades to
be regarded as a fully active fire fighter.
Serving Members
1. Serving brigade members who have not already undertaken formal training
courses must satisfy their Bush Fire Control Officer and brigade
Training Officer that they have a level of knowledge and skills at least
equal to the Fire Fighter Course level.
(ii)
That volunteer fire fighters be encouraged to complete Modules 9-12
within 18 months of the completion of Fire Fighter Modules 1-8.
(iii) Brigade members likely to be promoted within a brigade should be
encouraged to attend accredited courses conducted by the Bush Fire
Service or their equivalent.
(iv) Promotion within the brigade shall be based on experience and
accredited training.
4.
(i)
The City requires Brigade Officers to be trained to a level consistent
with their rank and role within the bush fire organization.
(ii)
The City will require, wherever possible, Bush Fire Service Training
Course accreditation or its equivalent as a prerequisite for future
appointments to the positions of FCO, DCBFCO and CBFCO.
BUSH FIRE TRAINING COMMITTEE
The Bush Fire Training Committee comprising the Training Officer from each
brigade, together with the CBFCO, DCBFCO and the City’s Senior Fire Ranger, will
advise the Bush Fire Advisory Committee on matters pertinent to the safety and
training of volunteer bush fire fighters.
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MANAGEMENT PRACTICE
FIRE 4
Health Declaration
1. The Health Declaration shall be completed and delivered to the City each fifth year
immediately following the brigade AGM.
2. Upon receipt of a Health Declaration, which offers cause for concern regarding a
members’ ability to safely carry out fire fighting duties and following advice from the
Bush Fire Advisory Committee, Council may vary the status of that member to associate
member. Any member who’s status has been varied in this manner shall, at his/her own
expense be required to produce a medical certificate issued by a qualified medical
practitioner (which offers advice to the effect that the member is fit to carry out normal
fire fighting duties) prior to the membership status being reverted to fire fighting member.
3. In order to reinforce the importance of the policy, it is necessary to deem any member
who has not delivered a completed Health Declaration to Council by the 1 July every five
years to be no longer a Fire Fighting member with effect from that date (1 July). It is
important to note that any member, other than a Fire Fighting member, should under no
circumstances attend any fire in a fire fighting capacity as this may render any claim
under insurance policies invalid.
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MANAGEMENT PRACTICE
HLTH 3
Alcohol Risk Minimisation
INTRODUCTION
The management practice has been developed to encourage and assist officers across the City
to take all reasonable measures to prevent risks to public health, safety and amenity resulting
from the sale, supply and consumption of alcohol. It is divided into four (4) sections:
1.
Assessing Applications for Licensed Premises and Liquor Licences
2.
Supporting and Organising Events

Community Events

Council Events

Youth Events
3.
Leasing and Hiring of Council Owned Land, Property and Facilities

Sporting, Leisure and Recreational Club Leases

Hire of Buildings and Public Land for Functions and Events
4.
Responding to the Community
1.
ASSESSING APPLICATIONS FOR LICENSED PREMISES AND LIQUOR LICENCES
All development applications for planning approval of licensed premises and for *Section 39
and 40 certificates required to accompany liquor licence applications to the Department of
Racing, Gaming and Liquor, will be assessed to ensure that licensed venues and activities
have a minimal impact on surrounding land uses and alcohol related problems in the
community are prevented or minimised. Assessments will include considerations of the
requirements of the Liquor Control Act 1988, Town Planning Scheme, public health
legislation and relevant policies of the City.
Factors that will be taken into account when assessing applications will include:
1.1
Location and Compatibility with Other Land Uses and Activities
o The location of the proposed facility, the nature and potential impact of the
proposed facility and compatibility with adjoining land uses and activities,
including noise levels, operational hours, traffic flow, car parking, harm and
amenity risks and the scale and size of the development, (This could include the
requirement for specialist studies by suitably qualified consultants).
1.2
Location and Public Safety
o Whether the proposed location or activity of the licensed premises poses a high risk
to public safety, including due to poor lighting, inadequate access to taxi services
and public transport and connected streets.
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1.3
Public Interest Test
o Whether it can be demonstrated that the application is in the public interest (This
could include providing the City with copies of documentation required by the Department of
Racing, Gaming and Liquor in support of the application).
1.4
Density
o The density of existing liquor outlets in terms of the potential to adversely affect the
amenity and safety of households, businesses, public space and visitors in the area.
1.5
Strategies to Prevent Anti Social Behaviour
o The applicant being able to demonstrate responsible service strategies for patrons
and security measures to reduce opportunities for anti social behaviour in
surrounding areas that are relevant to the location and nature of the proposed
facility and related activities. An *Alcohol Management Plan may be required to
support the application which outlines the licensee’s planned operational
responses/position regarding alcohol-related risks and management at the venue.
(This could be achieved by providing the City with copies of documentation required by the
Department of Racing, Gaming and Liquor in support of the application).
1.6
Accessibility
o Whether the premises is appropriately designed in relation to access, egress and
compliance with relevant legislation.
1.7
Past History
o The past history of the facility and/or applicant/s with respect to noise, public safety,
harm and anti social behaviour.
* Defined in Appendix 1
2.
SUPPORTING AND ORGANISING EVENTS
2.1
Community Events
Community events have the primary purpose of entertainment and in some
circumstances, the City may be involved in either a support role and/or organising an
event. The City recognises it should provide leadership to the community by promoting
responsible drinking and personal accountability. As such, the City will promote events
to encourage safe, enjoyable and community orientated activities and a positive healthy
lifestyle.
Although alcohol free events are preferred, where applications for events involving
alcohol are submitted to the City for approval, they will be subject to all relevant
policies, conditions and legislative requirements and processed as per the City's
procedures for liquor licence applications. Requirements will include:
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2.1.1
Each relevant department will consider the potential impact that the licence or
permit may have on the safety, health and wellbeing of the community. This
assessment will include communication with the WA Police Service and the
Drug and Alcohol Office where appropriate.
2.1.2
The City will require all applicants to demonstrate a commitment to the
provision of a safe and healthy environment, ensuring the responsible sale,
supply and promotion of alcohol and the provision of appropriate facilities.
2.1.3
Access to non alcoholic and low alcohol drinks, as well as potable water and
* substantial food must be available for the duration of the event.
2.1.4
The consumption and supply of alcohol during *youth specific events
organised by the City or by outside agencies or groups is prohibited. This
situation applies to adults who may also be attending youth events.
2.1.5
Approval for alcohol consumption will be granted to a nominated person, who
will be required to ensure:
 the responsible provision of alcohol;
 monitoring and control of people under the influence of alcohol while
they are in the licensed area and its vicinity;
 bar staff are trained in the responsible service of alcohol;
 minimal impact on neighbouring properties and people due to excessive
noise or anti social behaviour;
 no person under the age of 18 is able to purchase or consume alcohol;
and
 compliance with any relevant legislation.
2.1.6
At the discretion of the City applications for a *Liquor Consumption Permit or
*Liquor License may require preparation of an *Alcohol Management Plan to
ensure all the requirements listed above can be met.
N.B. Council reserves the right to deny the responsible person or the
organisation he/she represents permission to hold licensed events on land
under the City’s control.
2.1.7
2.2
The nature and operation of a licensed area will be subject to conditions listed
in a contract with the City.
Council Events
The City is committed to the provision of a safe and healthy working
environment and encourages healthy living. This part applies to all City staff,
Councillors, volunteers, contractors, visitors to the City and work placement
students attending official events such as corporate functions, ceremonies and any
other forum of business of Council and Council officers on Council premises.
2.2.1
Low percentage alcohol beverages will be made available at all
functions. Non alcoholic drinks and * substantial food will also be
served and drinking water that is free of charge will be readily available.
2.2.2
Alcohol is not to be consumed or supplied during * youth specific events
organised by the City.
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2.2.3
2.2.4
2.3
For each Council event, the City will nominate a person, who will be
responsible for ensuring:
 the responsible provision of alcohol and availability of low
percentage and non alcoholic alternatives;
 monitoring and control of people under the influence of alcohol
while they are in the licensed area and its vicinity;
 bar staff are trained in the responsible service of alcohol;
 minimal impact on neighbouring properties and people due to
excessive noise or anti social behaviour;
 no person under the age of 18 is able to purchase or consume
alcohol; and
 compliance with any relevant legislation, including any *Liquor
Consumption Permit or *Liquor License, where applicable.
.
Generally, the availability of alcoholic beverages will be limited to the
length of the event.
*Youth Specific Events
The City acknowledges that young people feature strongly in alcohol-related harm
statistics and supports the provision of healthy environments and experiences for
young people, which promote positive role modelling and harm minimisation. In
particular:
2.3.1
The consumption and supply of alcohol during *youth specific events
organised by the City or by outside agencies or groups is prohibited.
This situation applies to adults who may also be attending.
2.3.2
Preventing the availability and potential access to alcohol by young
people will be considered when determining approval of any liquor
licence application before the City.
2.3.3 Where a specific problem relating to young people and alcohol is known,
the City is committed to collaborating with relevant agencies to ensure
the minimisation of alcohol-related harm to young people.
* Defined in Appendix 1
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3
LEASING AND HIRING OF COUNCIL OWNED LAND, PROPERTY AND FACILITIES
3.1
Sporting, Leisure and Recreational Clubs
Clubs exist for the benefit of their members and some types, such as senior sporting
clubs, have a longstanding dependence on licensed bar sales for a significant percentage
of their annual revenue.
As the City hires and leases land, property and facilities to clubs, it has an obligation to
encourage responsible alcohol consumption and reduce associated risks. In order to
satisfy its obligations therefore, the City has adopted the following principles when
considering the leasing and hiring of Council owned land, property and facilities:
3.1.1
*Alcohol Consumption Permits will not be issued for functions involving
people under 18 years of age.
3.2
3.1.2
When reviewing *Restricted Club, Club and Special Facility Licenses,
the amenity, safety and wellbeing of the members, local residents,
businesses and visitors in the area will be taken into account;
3.1.3
Licensed premises may be required to produce an acceptable *Alcohol
Management Plan detailing responsible service strategies to ensure the
health, safety and wellbeing of customers, staff and individuals within the
surrounding areas;
3.1.4
A Club's constitution, policies and rules must support the stated
commitments in the *Alcohol Management Plan and the requirements of
the *Liquor Licence;
3.1.5
The previous performance of the applicant and the associated
organisation in complying with the Liquor Control Act 1988, the City
Local Laws and policies, and the prevention and minimisation of alcoholrelated harm will be taken into account when reviewing leases.
3.1.6
When approving a new lease or reviewing an existing one, the position of
the WA Police Service and Drug and Alcohol Office or other relevant
agencies/stakeholders will be sought where it is appropriate.
Hire of Buildings and Public Land for Functions and Events
Council provides halls, public land and other facilities for hiring to the community for
functions and events. In order to ensure the prevention and minimisation of the harmful
effects of alcohol and the responsible sale, supply and consumption of alcohol to venue
users and community members living in and visiting the surrounding areas, the
following restrictions will apply:
3.2.1
Consumption of alcohol is not permitted unless an *Liquor Consumption
Permit, or where appropriate, a *Liquor Licence has been issued.
3.2.2
Approval for alcohol consumption will be granted to a nominated person, who
will be required to ensure:
 the responsible provision of alcohol;
 people under the influence of alcohol are monitored while they
are in the licensed area and its vicinity;
 bar staff are trained in the responsible service of alcohol;
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


4
minimal impact on neighbouring properties and people due to
excessive noise or anti social behaviour;
no person under the age of 18 is able to purchase or consume
alcohol; and
compliance with all relevant legislation.
3.2.3
At the discretion of the City applications for a *Liquor Consumption Permit or
*Liquor License may require preparation of an *Alcohol Management Plan to
ensure all the requirements listed above can be met.
3.2.4
Times that alcohol may be supplied or consumed may be restricted, to prevent
and minimise harm and disturbance in the community.
3.2.5
Non-alcoholic beverages, low alcoholic products, water and food must be
available during the duration of the event.
3.2.6
No person under the age of 18 years is permitted within the licensed areas
unless accompanied by a responsible adult and is not permitted to consume or
be supplied with alcohol. There may be some instances where youths will not
be permitted within the licensed area at all, which will be advised at the time
of hire.
3.2.7
The supply and consumption of alcohol can only occur within the designated
boundary area as defined in the *Liquor Licence, and must be situated as far
away as practical from any body of water.
3.2.8
Any breaches of the conditions of the *Liquor Licence or *Liquor
Consumption Permit may result in the responsible person and the organisation
or group to which that person belongs, being unable to utilise
public/community halls.
* Defined in Appendix 1
RESPONDING TO THE COMMUNITY
The community has a legitimate expectation that the City will act on its behalf to address
concerns about health, wellbeing, amenity and safety associated with the harmful effects of
alcohol consumption. The community also expects to be consulted where appropriate, when
proposals for licensed premises and liquor licences are received by the City, which have the
potential to lead to adverse neighbourhood impacts.
In order to understand community expectations and respond appropriately to reflect
community values the City commits to:
4.1
Assess applications for large public events held in the City and take measures to
ensure they are managed and well organised to prevent community impacts on
health, wellbeing, amenity and safety.
4.2
Investigate and take action to resolve complaints lodged in relation to licensed
premises and where necessary, liaise with other enforcement agencies to achieve a
satisfactory outcome.
4.3
Monitor complaint data and information and where necessary, use it in documents
to inform both internal and external decision making regarding development
approval and liquor licence applications.
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4.4
Consult with the community and relevant private and public sector agencies where
appropriate, to provide opportunities for input into the City’s decision making
processes. (ref: Council Community Consultation Policy COMD 2-1)
4.5
Develop and implement evidence-based safety and crime prevention initiatives to
minimise effects of alcohol related harm.
4.6
Support state-wide evidence based community education initiatives to reduce and
prevent alcohol-related harm and ill-health.
* Defined in Appendix 1
5
APPENDIX 1: DEFINITIONS
5.1
Alcohol Management Plan
An alcohol management plan describes how the licensed premises will minimise
and prevent harm and antisocial behaviour on and in the vicinity of the premises,
as a result of alcohol abuse.
5.2
Club Licence
A licence allowing liquor to be supplied to a member, or guest of a member of the
club for consumption on or off the premises.
5.3
Extended Trading Permit
An extended Trading Permit enables licensees to operate outside the normal
constraints of their liquor licence conditions. There are two types of Extended
Trading Permit:
 Short term or one off
 Ongoing or infinite
5.4
Liquor Consumption Permit
A Liquor Consumption Permit issued to hirers wishing to consume liquor on City
premises. It is the hirer’s responsibility to obtain the necessary liquor
permit/license from the police station nearest to the community facility.
5.5
Liquor Licence
A licence to sell or supply liquor, issued by the Department of Racing, Gaming
and Liquor.
5.6
Restricted Club Licence
Similar to a Club Licence except the sale of packaged liquor is not permitted and
trading hours are limited.
5.7
Section 39 Certificate
A Section 39 Certificate is required to be signed by the local government health
authority, confirming the premises applying for a licence comply with the relevant
provisions of:
 The Health Act 1911;
 The Local Government Act 1995;
 The Local Government (Miscellaneous Provisions) Act 1960; and
 Any written law applying to the sewerage and drainage of those premises.
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The certificate is also able to state how the premises can be made to comply,
however it cannot be issued until construction of the premises has been
completed.
5.8
Section 40 Certificate
A Section 40 Certificate is required to be signed by the City’s Planning
Department, confirming that the proposed use of the premises:
 Will comply with the requirements of the City’s Town Planning Scheme;
 Would comply if consent were to be given by Council, if it is known that
consent would be given and the conditions that would be applied; or
 Can not comply for reasons that are specified
5.9
Special Facility Licence
A Special Facility Licence can only be issued in situations described in regulation
9 of the Liquor Licensing Regulations and the supply and sale must take place
within the terms and conditions of the licence.
5.10
Substantial Food
Food provided that is nourishing and abundant in order to maintain and sustain
human health.
5.11
Youth Specific Event
An event organised specifically for the attendance of young people including
those who are under the legal drinking age.
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MANAGEMENT PRACTICE
HTG 1
Moveable Heritage Collection
1. Introduction
The City of Armadale’s moveable heritage collection currently comprises material
collected by History House Museum and the Bert Tyler Vintage Machinery Museum.
The City of Armadale seeks to collect, preserve, research, document, interpret, store and
exhibit items that enhance the understanding of the history of the City of Armadale and its
people.
2. Definition of the City of Armadale for Collection Purposes
The City of Armadale will be defined as the gazetted geographical local government
boundary at the given time of the objects provenance. For the period pre 1894 today’s
local government boundary will be used.
3. Key Collecting Themes
The City of Armadale will only retain or accept in the collection those items which have
provenance and significance relating to the following themes:
• Culturally appropriate objects relating to the Aboriginal occupation and use of the
area.
• Items significant to how people, families, groups have lived their lives within the
City of Armadale over time.
• Items relating to any person, family, group, organisation or event that have a
significant connection to the City of Armadale.
• Items relating to the development of early industries in the City of Armadale.
• Items that relate to the effect of national or international social, political and/or
economic events or practices on the City of Armadale.
• Representative examples of natural history from the City of Armadale that relate
to human occupation.
• Items not directly related to the history of the City of Armadale but are reflective
of the known social environment at the time and which can supplement the
collection (these items to be de-accessioned when a more appropriate item enters
the collection).
4. Museum Resources and Procedures
The City of Armadale will only retain or accept items if adequate resources and
procedures can be provided to preserve, research, document, interpret, store and
exhibit the item in accordance with accepted professional standards.
5. Item Physical Condition
The City of Armadale will only retain or accept objects whose physical condition
allows it to contribute to the interpretation of the history of the City of Armadale and
not pose a health and safety threat to staff, volunteers or patrons.
6. Documentation of Provenance and Significance
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The City of Armadale will, where possible, only accept or retain items in the
collection that are accompanied by:
• Documented provenance
• Documented significance to the City of Armadale.
7. Duplication within the Collection
The City of Armadale will avoid the unnecessary duplication of like or similar
objects, and will co-operate where possible with other collecting and cultural
institutions to avoid duplication of thematic collections.
Highly significant or fragile items may be duplicated to assist with security,
environmental, research, education, conservation or display purposes.
8. Acquisition of the Collection by the City of Armadale
All items previously under the care of the Armadale Kelmscott Historical Society, and
clearly not identified as a loan prior to the transfer of management of the History
House Museum from the History House Museum Management Committee to the City
of Armadale in 2003, will be regarded as belonging to the City of Armadale Moveable
Heritage Collection.
Items can be accepted into the City of Armadale Moveable Heritage Collection by
donation, acquisition, bequest, internal transfer, salvage or external transfer. Where
possible all items that enter the collection will be accompanied by appropriate
documentation such as a receipt, transfer document or a signed donation/deed of gift
form.
Donation or deed of gift forms must clearly state that the donor is the legal owner of
the item or that they have the legal authority to transfer the ownership of the item to
the City of Armadale.
9.
Item Restrictions
The City of Armadale as general practice will not accept an item with any restrictions
from the donor attached. If a sufficiently important case exists for a highly significant
item to be accepted with restrictions, a reasonable date will be agreed to with the
donor for the termination of the restrictions. The City of Armadale will strictly adhere
to the provisions of the restrictions unless a court of competent jurisdiction authorises
otherwise.
10. Secondary Collection
Not all items offered to the City of Armadale will meet the criteria established in this
document. Some items may have an educational significance and be accepted into the
City of Armadale’s Secondary Collection. Donors must be made aware of this
distinction prior to acceptance of donations.
The secondary collection is to be used for public and educational programs. These
items will be used by members of the public and may be subject to possible damage.
They are not a part of the City of Armadale’s Moveable Heritage Collection, they will
not be documented on the primary collection database and not be subject to the
management practices set out in this document except that they must be safe to use by
staff, volunteers and members of the public.
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11. Ethics
The City of Armadale will only acquire items for its collection:
• In accordance with State and Federal law and international agreements between
Australia and other nations.
• That have legal and ethical provenance.
• In accordance with the Museum Australia Code of Ethics of which it is a
member.
• That preserve human dignity.
The City of Armadale will:
• Promote the legal and ethical responsibilities of natural and cultural
preservation to the general public.
• Not provide appraisals for tax deductions or other external purposes.
• Only provide identification and authentication for professional, scientific or
educational purposes as outlines in the Museums Australia Code of Ethics.
12. De-accessioning and disposal
De-accessioning is the process whereby an item from the collection maybe considered for
removal. In accordance with good collection management practice and International
Council of Museums (ICOM) ethics, the City of Armadale has the right to de-accession
items over which it has ownership.
13. Condition for De-accessioning
The City of Armadale may de-accession an item if it:
• Fails to meet the criteria set out in the City of Armadale’s management
practices for the acceptance and retention of material on a permanent basis.
• Does not have adequate documentation proving provenance and significance.
• Is more appropriate for the item to belong in another cultural or collecting
institution.
14. Community Consultation
For an item to be disposed of or transferred to another organisation the City of
Armadale will present the recommendation for de-accessioning to a Council
recognized community committee for ratification.
For items that have significant financial or cultural value, or where the community
committee is unable to reach a consensus on disposal or transfer, the decision will be
referred to Council for resolution.
15. Conditions for Disposal
The City of Armadale may dispose or de-accessioned items using the following
methods:
•
•
•
•
Offer the item in the first instance back to the original donor or immediate
member of the family.
Offer the item to another appropriate cultural or collecting institution.
Offer the item to an appropriate community organisation.
Transfer the item to the City of Armadale’s Secondary Collection.
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•
•
•
Cannibalise the item for spare parts for other, more significant items in the
collection.
Sell the item via public auction and in accordance with the ethics outlined in
this document.
As a last resort destruction of the item while being witnessed by an impartial
observer.
16. Proceeds from the Sale of an item
Any proceeds from the sale of a de-accessioned item should be committed back into
the development and care of the moveable heritage collection. The City of Armadale
should not be seen to be profiting from the communities’ heritage.
17. Ethics
No City of Armadale staff member, Councillor, volunteer, community group member
or member of their family may purchase or be seen to gain personal benefit from the
disposal of a de-accessioned item regardless of method of disposal including public
auction.
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18. Loans
The acceptance of items by the City of Armadale on a ‘long term loan’ or a
‘temporary loan’ basis will be refused. Loans may be accepted on a short term basis
for exhibition purposes and only within a specifically defined period. All loans to the
collection will be properly cared for in keeping with the standards outlined in this
management practice.
The City may lend objects to other museums and organizations holding history
collections. Outward loans will be for a set period of time. Where applicable and
appropriate, outward loans will be made on the understanding of reciprocal lending. It
will generally not lend to private collectors.
All outward loans will be made under signed agreement with the City of Armadale,
and depending on value may be subject to notification and acceptance of the City’s
Insurer noting the following:
•
•
•
•
Address and details of display area (Main Foyer, office etc)
Loan period
Details of building security or other methods of securing the item.
Value of the piece/pieces
The lender will be responsible for any additional insurance cost that the City may
incur as a result of the loan. Where applicable the City may require the lender to
include the piece/s under their insurance cover and to provide confirmation of
coverage.
19. Display of Moveable Heritage Collection Artefacts
Prior to display all artefacts must be transferred to the legal ownership of the City of
Armadale.
•
•
If the artefact is deemed not to belong to City of Armadale’s moveable
heritage collection it may only be included in a display provided that the
artefact is covered in a temporary loan agreement and is essential to the
success of the display.
The City of Armadale should hold those artefacts that originate from
indigenous groups under mutual agreement. The rights to such cultural
material will legally remain with the indigenous custodians.
Establishing the aim of display
Before any artefact is placed within a display it must be considered to comply with
the Moveable Heritage Collection Policy/Management Practice.
The artefact or display must be placed in a location within the museum that is suitable
for exhibition of artefacts. Due care is to be given to the condition requirements of
artefacts such as exposure to light, heat and biological agents.
Appropriateness
The City will only display in its museums those objects or archival materials, which
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are relevant to and consistent with the defined purposes of the museum, as defined by
the Moveable Heritage Collection Policy/Management Practice.
Research requirements of displayed objects
Those artefacts that are used in displays must have a minimum standard of research so
that the object can be interpreted in an appropriate manner. This level of research
should include:
•
•
•
Knowledge on the use or application of the object/artefact.
Accessioning information at time of donation completed as far as is
practicable.
The object must have a research relevance to the display in which it is to be
placed.
Condition of objects to be displayed
All objects earmarked for display should be considered to be in good general order.
Any conservation works to objects should be carried out prior to display.
•
•
•
Objects that are placed in long-term displays should be assessed at least once
per calendar year.
Any object found to have deteriorated while on display should be removed
immediately and not replaced until stabilised.
If necessary replacement artefacts should be used to complement the display.
Safety
The museum will avoid displaying items that may endanger the health or safety of
museum staff or the public given reasonable safety precautions.
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MANAGEMENT PRACTICE
HTG 2
Local Studies Library Collection
1. Introduction
The City’s Local Studies Library was named in 2003 in honour of Ivor T. Birtwistle, the first
president of the Armadale-Kelmscott Historical Society. Birtwistle’s private collection of
books and documents, donated after his death and originally held in the History House
Museum, remains an integral part of the collection. The Birtwistle Local Studies Library is
committed to acquiring materials to develop a comprehensive history of the district.
2. Key Collecting Themes
The City of Armadale’s local history collection will reflect the following acquisition criteria:
•
•
•
3.
Items should have a verifiable connection with the City of Armadale (i.e. people,
places, activities or events).
Published district history works of other local government areas will be collected.
The collection will include oral history recordings and transcripts, photographs,
documents, ephemera, books and manuscripts, newspapers, serials, council records,
private archives, cartographic materials, micro formats and limited artefacts.
Acquisition
Acquisitions into the collection are made through:
•
purchase, donation, copying agreements or by bequest.
Where possible all donations that enter the collection will be accompanied by appropriate
documentation such as a receipt, transfer document or a signed donation/deed of gift form.
Donations that include a large collection of items, e.g. minutes and correspondence of a
community group or organisation, might not be retained in full, rather a sample collection of
the items only may be retained depending on the significance of the collection. Remaining
items will be returned to the donor or destroyed by agreement.
Where donors do not wish, or are unable, to fulfil these requirements, then donors may be
approached for a loan of such materials to be copied for the collection. When an item is on
loan for such purpose, a termination date will be specified.
Donation or deed of gift forms must clearly state that the donor is the legal owner of the
item or that they have the legal authority to transfer the ownership of the item to the City
of Armadale.
Preferably, acquisitions must be in a good state of preservation or manufacture. Items
requiring extensive conservation and storage conditions that cannot be adequately
provided for by the collection resources should not be acquired unless it meets
significance criteria.
3. De-accessioning and disposal
De-accessioning is the process whereby an item from the collection maybe considered for
removal if it:
•
Is an item that does not fall within the Acquisition Criteria,
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•
•
Is in poor condition and is considered to be of insufficient merit to allocate the
resources to ensure its conservation,
It is a duplicate and a more physically intact item is available.
The City of Armadale may dispose or de-accession items using the following methods:
•
•
•
•
Return to the donor if indicated on the donor’s receipt or deed of gift.
Transfer to another collection agency.
Sale or auction.
Destruction.
4. Collection management
All items are officially receipted and registered into the collection and catalogued within the
City of Armadale’s current Library Management System.
The library catalogue record includes information, including, but not limited to: loans,
physical condition, identifying features, provenance and legal requirements and copyright
agreement, i.e. whether the donor has retained copyright or transferred copyright to the City.
5. Copyright
Published materials
•
•
•
Copyright practices should be within the Copyright Act 1968 and apply to all
published material in the collection. Should a researcher wish to use any unpublished
item for publication, written permission must be first sought from the City of
Armadale’s Historian/Local Studies Librarian, who will seek any clearances on behalf
of the researcher.
Photographs will only be available on application to the City of Armadale’s Local
Studies Library, which will work within the Copyright Act.
Digitisation of significant items will be in accordance with the Copyright Act 1968.
Unpublished materials
•
Copies of all or part of unpublished materials may be made, subject to the wishes of
the donor of the material.
6. Ethics
The City of Armadale will abide by the codes of ethical practice established by the:
•
•
•
Australian Library & Information Association
Australian Society of Archivists
Oral History Association of Australia
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MANAGEMENT PRACTICE
LIB 2
Library Public Notice Boards
1.
Notice Board items promoting an event should be of a non-commercial nature, ie they
should be “non profit” other than commercial cultural advertising, such as theatre,
ballet, musical events, film etc.
2.
Promotion of community courses/events for which payment is required is acceptable,
if the course/events are of an educational nature or health/welfare related, and it is
considered that they are not being run from a purely profit driven motive. This
decision rests with the Branch Librarian in the first instance, with the Manager
Library & Cultural Services making the final decision in case of dispute. The
Library’s community service obligation should be the prime factor in making such a
decision.
3.
Any religious promotional material should be of a general nature and should not
promote one particular church and its actual location. A telephone number for contact
on such notices or handouts is permissible. An address is acceptable for specific
events at a religious centre, eg fete, guest speaker, carol singing event.
4.
Political advertising in support of particular candidates is not permitted. However,
promotion of a particular event eg guest speaker, rally etc is acceptable. It is not the
Library’s responsibility to seek advertising material from the other side of political
opinion if it does display material promoting an event supporting one particular point
of view.
5.
When space becomes an issue on notice boards, local events will take priority.
6.
Notices should where possible be “classified” so that like events are promoted on one
board.
7.
A separate notice board will be used to display all Council related notices and to
promote the City’s events.
8.
Open ended notices will in most instances be displayed for a 3 month period only,
other than those deemed to be of greater use to the community. This decision rests
with the Branch Librarian.
9.
Informational handouts will be offered as space permits. No group has the right to
request that their handouts be placed in a more prominent position than another.
10.
The placing of handouts inside of books when issued will be restricted to City
supported events.
11.
The City at its discretion, reserves the right, with or without reason being provided, to
refuse the placement of material on its library notice boards which in its view does not
comply with the intent of this policy and that decision shall be final.
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MANAGEMENT PRACTICE
LIB 3
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Public Internet Use
Members using the internet are responsible for reading the terms and conditions
associated with its use as required prior to log on access being approved. (“Member”
includes those persons using a “guest” membership in all matters relating to internet
use.)
The City reserves the right to deny access or to restrict access to certain internet sites
and/or materials, and to terminate a member's internet privileges if any of its rules and
procedures are breached.
Due to the changing nature of the internet, guidelines and procedures are subject to
change without notice and at the City's discretion.
The City does not take responsibility for the information gathered on the internet, or
for any technical problems in accessing sites on the internet. If the internet is
unavailable during a time where a member has booked a session then the member will
lose this booking.
The City takes all care to protect against viruses and unauthorised use of data.
However, members are responsible for ensuring their own privacy by logging out
completely from all sites which require a password.
The City is bound by an agreement with the Internet Service Provider (ISP) that
prohibits any unlawful use of the internet.
A member must not use a computer to ‘transmit, obtain possession of, demonstrate,
advertise or request the transmission of an article knowing it to contain objectionable
material’ (WA Censorship Act 1996, s101) or to make restricted material available to
a minor (a person under 18 years of age).
A member must not violate or attempt to violate any computer network system
security or modify the installed hardware or software in any way.
Members must respect copyright laws and licensing agreements.
Supervision or restriction of a minor's access to the internet, and software is the
responsibility of the parent or legal guardian.
Members will be assisted in their use of the internet, and software installed on the
PCs, to the same degree as assistance is given in the use of other library resources. (ie:
Direction given in locating our resources and information).
The City will determine the maximum number of sessions a member may have per
day across all branches.
Members are to advise the library if the session time booked is no longer required.
Failure to do so may affect future computer use.
Members are permitted to print and download information from the internet at costs
determined by the City. Downloading to the hard drive is not permitted.
The City provides a wireless hotspot for public access to the internet free of charge
within each library building. All of the computer/internet use terms and conditions
apply to the use of the wireless hotspot service.
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MANAGEMENT PRACTICE
RECN 1
Lighting On Sporting Reserves
Any sporting club wishing to upgrade the lighting at a City venue must firstly discuss its
proposal with the Manager Technical Services or Manager Recreation Services to
ensure the proposal is in line with the City’s Lighting Strategy for Sporting Reserves.
Under no circumstances is any club permitted to proceed with the installation of any
lighting at a City venue without the City’s formal approval.
2.
Subject to the proposal being in accordance with the City’s Lighting Strategy for
Sporting Reserves, a Lighting Plan is to be prepared which reflects the long term
needs for the reserve.
3.
A formal proposal is to be presented to the City which, as a minimum, provides the
following information:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Summary of proposal
Needs analysis
Feasibility
Lighting Plan
Cost Estimates
Funding Proposal
Future Development
The Community Services Committee (need and concept aspects) and the Technical
Services Committee (technical feasibility and costing aspects) shall consider the
matter prior to a recommendation to Council.
4.
If supported by Council, the project is to be referred to the Technical Services
Committee for consideration of inclusion in the Parks Development 5 Year Rolling
Programme.
5.
Grant applications are to be prepared which seek the nominated grant contribution to
the project. Grant applications are to tie in with the likely timeframe for any City
contribution to the project.
6.
Subject to final approval of funding for the project, the installation of any new
lighting or upgrading of existing lighting is to be carried out by an approved
Contractor under City supervision.
7.
Design Criteria:
(a)
For all new lighting installations or upgrades, a Lighting Design must be
prepared which provides the following information:
A computer print-out of horizontal illumination over the playing surface;
Average illumination;
Maximum illumination;
Minimum illumination;
Uniformity;
Maintenance factor;
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Playing surface boundaries and dimensions;
Column positions.
Lighting Plans must comply with the following Australian Standards for outdoor
sports lighting.
AS2560 2.1 - Outdoor tennis
AS2560 2.3 - Football (all codes)
AS2560 2.6 - Baseball/softball
AS 2560 2.7 - Hockey
AS2560 2.8 - Bowling Greens
(c)
Any new light pole to be installed must be designed to accommodate its
ultimate carrying capacity in accordance with the approved Lighting Plan and
supplier’s specifications.
(d)
Minimum heights for any new lighting towers to be installed on sporting
reserves and tennis/hard courts are as follows:
Sporting reserves
Tennis/hard courts
-
20 metres
15 metres
(e)
The base for any new lighting tower must be designed to accommodate the
ultimate carrying capacity of the lighting tower and comply with the supplier’s
specifications.
(f)
The City’s Electrical Consultant must approve the electrical specifications.
(g)
Factors to be considered when selecting light fittings for a sporting reserve
include:
(i)
Light output
(ii)
Maintenance factor
(iii) Luminous efficacy (how efficiently a light converts electrical
energy to light)
(iv)
Rated life (expected average operating life of the lamps)
(v)
Lamp guarantee
(vi)
Lamp replacement costs
(vii) Uniformity
(viii) Energy consumption
(ix)
Cabling and switching needs
(x)
The sail area and mass of the floodlight
(xi)
Spill light control
(xii) Aesthetic considerations
(xiii) Robustness
(xiv) Back up services such as preparation of lighting plans, aiming
of
lights, availability of parts and lamps etc
(xv) Price
(h)
Once a particular type of light fitting has been chosen for a sporting reserve,
any subsequent upgrading of the lighting at that venue is to utilise the same type of
floodlight wherever possible.
1.
Funding
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(a)
Any proposal, which is in accordance with the City’s Lighting Strategy for
sporting reserves, and is supported by the City, shall be funded through a combination
of City, Club and grant contributions. Subject to availability of funding, some projects
may need to be staged over a number of years.
(b)
Any proposal, which is not in accordance with the City’s Lighting Strategy for
sporting reserves (e.g. a proposal for a training standard lighting venue to be upgraded
to competition standard), will be considered on its merits by the City, but may not
attract financial support from the City.
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MANAGEMENT PRACTICE
RECN 3
Club/ Community Group Application(s) for Council Support of
Capital Works Projects
1.
Any sporting club or community group wishing to upgrade, replace or install new
sporting facilities or playing surfaces at a City venue must firstly discuss its proposal
with the City’s Recreation Department to ensure the proposal is consistent to the
City’s Strategic Plan and/or Five Year Capital Works Program. Applications that are
sought for external grants and require no funding contribution from Council must still
be presented to that Department for analysis and appropriate approval/report. Under
no circumstances is any club permitted to proceed with a capital works project at a
City venue without written approval of the Executive Director Technical Services and
appropriate Planning and Building approvals.
2.
A formal proposal is to be presented to Council and, as a minimum, provides the
following information:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Summary of proposal
Needs analysis
Feasibility
Project Design/ Plan
Cost Estimates
Funding Proposal
Future Development
3.
The Community Services Committee (need and concept aspects) and the Technical
Services Committee (technical feasibility and costing aspects) shall consider the
proposal, prior to a recommendation to Council.
4.
If supported by Council, the project proposal is to be referred for consideration of
inclusion in either the Parks Development or Property Development 5 Year Works
Programme. If the proposal does not require any funding from Council, it may
proceed subject to written approval of the Executive Director Technical services and
adherence of the Local Government Planning and Building regulations and
procedures.
5.
Grant applications are to be prepared in consultation with the City’s Recreation
Department, and are to tie in with the likely timeframe for any Council contribution to
the project.
6.
Funding
Any proposal, which is in accordance with the above procedure for sporting reserves,
and is supported by Council, may be funded through a combination of Council, Club
and grant contributions. Subject to availability of funding, some projects may need to
be staged over a number of years. (Note: all Club contributions are to be in cash and
no “in kind” contributions are to be accepted.)
Any proposal, which is not in accordance with the above, will be considered on its
merits, but may not attract financial support from Council.
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Following approval for the project and funding by Council, the timetable for payment
of the cash contribution from the club/community group shall be as follows:
a. 20% cash contribution at the lodgement of the grant application with Council.
Evidence must be provided that the amount is available to the club (eg. bank
statement).
b. Evidence of 50% of the total cash contribution is required at the time the funding
application gains approval from any other external source such as the Department
of Sport and Recreation or Lottery West.
c. A minimum of 75% cash contribution is required to be received by the City prior
to tenders or quotes being called. For projects that will be less than a month in
duration Council must receive 100% of the funds at the letting of the contract.
Any outstanding balance is a pre-requisite to the finalisation and handover of the
project.
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Project Conception
Project proposal lodged with Recreation Department for
analysis and assessment. Evidence of 20% of group’s cash
contribution required.
Community Services Committee
Approval.
Technical Services Committee Approval.
Council Approval for project proposal and requested
f
d
External grant applications prepared in
consultation with the Recreation
Department and lodged by the City.
External grant application approved.
Evidence of 50% of group’s cash
contribution required.
Minimum of 75% of the cash contribution
to be received by Council.
Tenders and/or quotes called for
Project construction.
100% of cash contribution to be received by
Council.
Project finalisation and handover.
Project Completion
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If the project is of a minor nature and does
not require Council funding, it may
proceed with the written approval of the
appropriate Executive Director and/or
Manager within the extent of their
authority and adherence to the standard
l i
d b ildi
l ti
Date
Action
September:
Lodgement of
applications with
the City by the
Clubs.

Letter
to
the
applicant
club(s) Community
acknowledging receipt of the application
and outlining the remainder of the
application process.
 List of applications and projects to be
referred to the Asset Management
Steering Group Meeting for comment.
October

Preceding the October Council Meeting,
Community
there will be an opportunity for clubs who
have applied for CSRFF grant funds to
present their final project proposals at a
forum prior to the October Community
Services Committee Meeting.
Letter to the club(s) advising whether
Council is able to support their application
and if so, the priority ranking the
application received.

Directorate
March

Letter to the club(s) advising the outcome Community
of the application with DSR.
July

Letter to the club(s) advising whether the Community
requested Council contribution has been
prioritised within its budget and the
preliminary time frame for the project.
In the event of
quotes/tenders
being
higher than the
project budget.

The City and the Club to discuss options Community/Technical
for resolving the matter.
Upon contracting 
successful tender.
Letter to the club(s) outlining the proposed Technical
construction time line as set by the
contractor.
In the event of
delays
to
the
project

Letter to club(s) indicating amended date Technical
of expected completion.
Construction
Completion

Formal hand over to club .
Technical
Project Completion

Grant Acquittal
Technical
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MANAGEMENT PRACTICE
RECN4
Hire of Community Facilities and Reserves
Community Facilities and are available for hire, inclusive of set up and pack up, from 6.00am
to 1.00am. Charges will apply for the full duration of the booking and the booking must
include the period from set up to pack down.
Example:
A wedding will be held on Saturday evening, with set up booked Friday evening 6pm
to 10pm. Set up fee will apply from 6pm to 1am Friday evening and 6am to event
time Saturday plus other charges.
1.
Hire of Facilities
Any initial queries will be assisted by the Customer Service Team to determine the nature of
the booking request. On determination of the booking type, outlined below, Customer
Service will forward any regular or seasonal queries to the Leisure Services team and
complete the initial stages of an occasional Hirer at reception.
Once a booking application is received a two week processing time is required to process and
confirm or decline the request. All applicants will be notified in writing the outcome of the
booking request.
The City reserves the right to decline or refuse hire of its facilities.
2.
Types of Hirers
2.1. Regular Hirer
Description
Regular Hirer of facilities or reserve is available, subject to availability and the
activity suitability for the venue.
All regular Hirers are required to have Public Liability Insurance and those serving
liquor require the appropriate license from Department gaming, Racing and Liquor.
Eligibility
Any request for regular hire of a community facility or reserve will be referred to the
Leisure Services Department. Regular hire of a community facility or reserve is
reviewed annually and the maximum period of any booking is 1 year i.e. 1 January –
31 December. The minimum time for any booking is one (1) hour.
Tenure
Regular Hirers will have access to the facility for the allocated time of booking
(including set up and pack down). Keys and a unique alarm code will be provided at
the commencement of the booking period.
Subject to availability of storage space, the City will consider requests from regular
Hirers to store equipment in community facilities on the condition that the City
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accepts no responsibility for the loss or damage of any equipment. Fees apply for all
storage.
Payments
Regular Hirers are invoiced monthly and charges are consistent with the annual
budget schedule of fees and charges.
2.2. Seasonal Hirer
Description/Types
Seasonal hire of facilities or reserve is available to sporting clubs for the duration of
the season.
Summer season: 1 November to 31 March
Winter season: 1 April to 31 October
A two week active reserve maintenance program is scheduled between seasons.
Active reserves may not be available for this period by any seasonal Hirers.
All seasonal Hirers are required to have Public Liability Insurance and Senior clubs
serving liquor the appropriate license from Department Gaming, Racing and Liquor.
Eligibility
Requests for seasonal hire will be invited and reviewed annually by the Leisure
Services Department. Bookings are for the duration of the sport season i.e. Cricket 1
November – 31 March. The minimum time for any booking is one (1) hour.
From October 2014 only incorporated bodies under the Associations Incorporate Act
1987 will be considered for seasonal hire of an active reserve.
Pre-season booking requests will only be accepted and subject to change in
consideration of the ‘in season’ club requirements.
Tenure
Bookings will be taken on an annual basis. Preference will be given to seasonal
Hirers who have previously accessed the active reserve.
Seasonal Hirers have access to the facility for the allocated time of booking, a key and
unique alarm code will be provided at the commencement of the booking.
Subject to availability of storage space, the City will consider requests from seasonal
Hirers to store equipment in community facilities on the condition that the City
accepts no responsibility for the loss or damage of any equipment. Fees apply for all
storage.
Payments
Seasonal Hirers are invoiced monthly and charges are consistent with the annual
budget schedule of fees and charges.
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2.3. Occasional Hirer
Description/Types
Oneoff or short term hire of facilities or reserve is available to organisation or
individuals over the age of 18.
Occasional Hirers are required to have Public Liability Insurance when part of an
organisation. Individuals are not required to have Public Liability Insurance unless
requested.
Eligibility
Any request for occasional hire of a community facility or reserve will be referred to
the Leisure Services Department. Occasional hire requests must be received at least
two weeks prior to the booking. The minimum time for any booking is one (1) hour.
Tenure
Occasional Hirers will have access to the facility for the allocated time of booking
(including set up and pack down), a key and alarm code must be collected from the
administration building during business hours, prior to the booking.
No storage is available before or after the allotted time.
Payments
Occasional Hirers are invoiced on confirmation of the booing and payment must be
made prior to the booking. Charges are outlined in the annual budget schedule of fees
and charges.
3.
Non-Compliance of Conditions of Hire
The City reserves the right to cancel any seasonal or regular booking where it has been
determined that the Hirer has either breached the Conditions of Hire, has outstanding hire
fees for 60 days or when the Hirer has accessed the facility outside of allocated hire times
without prior permission.
In exercising its rights, the City will:
•
•
•
Issue a first warning in writing to the Hirer in regard to the non-compliance/s.
Suspend use for a period of up to one month in the event of a second non-compliance.
Cancel the booking in the event of a third non-compliance.
The Hirer will have the right of appeal in accordance to the Local Government Property Law
(clause 7.1).
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MANAGEMENT PRACTICE
RECN 5
1.
Provision, installation and maintenance of goal posts on
Sporting Reserves.
Permanent Goal Posts or Structures
Provision
The City shall be responsible for the initial provision of permanent goal posts and
structures at the City’s Sporting Reserves and Recreation Venues. This includes
the goals that may be removed from ‘sleeves’ in the ground at the end of a playing
season e.g. Australian Rules Football.
1.2 Installation
The City shall ensure that all goals are correctly installed in accordance with any
relevant safety standards, manufacturer’s specifications and/ or a structural
engineer’s certificate.
1.3 Maintenance
The City shall be responsible for the maintenance of all permanent goals and
structures. The level of maintenance required shall be determined via an annual
inspection by the Parks and Reserves Department prior to the commencement of
the winter playing season in March. The inspection shall include checks for the
following:
a. Stability of structure especially the condition of joints and welded areas.
b.Rust and/or corrosion
c. Appearance and/or condition of paint.
Each soccer goal post shall have three warning notices, in the form of the official
Department of Consumer and Employment Protection warning sticker, placed on the
both upright bars and the crossbar. The stickers warn anyone against the dangers of
swinging from the crossbar and climbing on the goals.
1.4 Replacement
The City shall be responsible for replacing and repairing any permanent goals that
have either reached the end of their structural life or are assessed to be unsafe
and/or no longer viable to repair or maintain.
2.
Temporary or Portable Goal Posts or Structures
The individual clubs that use the City’s sporting reserves and recreation venues shall
be responsible for the provision of, installation, maintenance and safe storage of any
portable or modified size goals that they use.
Any portable or modified goal post or structures that the sporting clubs wish to use
must fully comply with all relevant safety requirements for individual sports as
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detailed below and must be correctly installed so as to minimise the risk of injury to
any player, spectator or member of the public.
Australian Rules Football
a. ‘In order to prevent injuries to players, officials and spectators, all fixed goal
posts must be padded and PVC or plastic posts replace all portable steel
posts’. (Source WA Football Commission, WA Junior Club Manual,
Policies and Procedures. 2006)
Soccer
a. Definition: ‘Moveable soccer goalposts can be described as any freestanding
goal post designed to be moved from field to field or to be moved on and off a
field.’ (Source: Department of Consumer Protection, ‘Soccer Goal Safety’,
2006’)
b. Securing: ‘Generally it takes 200 kg to anchor moveable soccer goalposts,
with weights distributed evenly on the ground bar and both side supports.
This equates to: using 10 hooded pegs or 12 sandbags or 10 bags of cement
mix. Moveable goalposts can also be secured by inserting the frame into
ground sleeves……. Before use, adults, preferably club officials, should test
all moveable soccer goal post to make sure they are stable. (Source:
Department of Consumer Protection, ‘Soccer Goal Safety’, 2006)
All portable soccer goal sleeves in the City are housed in lockable valve
boxes for which the clubs are issued keys.
c. Notification: Each soccer goal post shall have three warning notices, in the
form of the official warning sticker placed on the both upright bars and the
crossbar. The individual clubs shall be responsible for this on temporary and
moveable goal posts.
Rugby
a. ‘All goals post within the playing enclosure must be fitted with goal post
padding’ (Source: Rugby Union WA, Modified Games, Coordinators
Handbook, and 2005 Edition)
Hockey – awaiting policy documentation from the WA Hockey Federation
Netball - awaiting policy documentation from Netball WA
3.
Policy Implementation
All sporting clubs that use goal structures shall be notified of the policy by letter and a
copy distributed to the clubs with the seasonal ground hire application.
Awareness and compliance with the policy will be included in the Conditions of Hire on
the application form for which each club is required to sign the declaration.
The City’s Parks and Reserves Department shall conduct an annual inspection of all goal
structures, both permanent and temporary, during the month of March each year, prior to
the commencement of the winter sporting season. At this time a staff member of the
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Parks and Reserves Department will demonstrate to clubs the safe and correct
installation of temporary goal structures to be followed by the clubs during the season.
The recording of this inspection will be consistent with the current inspection of the
City’s playgrounds. An inspection form will be signed and dated by the inspecting
officer and retained on the City’s records system.
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MANAGEMENT PRACTICE
RECN 6
.
Community Facilities, Reserves and Leisure Centre Fees and
Charges
Schedule Fees and Charges
A schedule of Fees and Chargers applicable to Community Facilities and Reserves are
determined annually through Council’s budget process in accordance with the Local
Government Act 1995 Section 6.16 (Imposition of Fees and Charges) and Section
6.17 (Setting Fees and Charges).
The fees and charges are set given consideration to
•
•
•
The cost to Council of providing the facility or service.
The importance of the facility or services to the community
The price at which the facility or services could be provided by an alternative
supplier.
The aim in determining fees and charges is to maintain affordable access to Council
facilities and services. Fees and charges will need to increase each year in order to
recover the increased cost of doing business – a consideration to those dot points
above is measured.
The annual fees and charges include a standard fee, a discounted community rate for
incorporated community groups and function rate for casual bookings, including
parties, weddings and other standard bookings from 5pm Thursday to Sunday.
User Contributions
When setting fees and charges the level of user contribution is calculated based on
operational costs of the facilities and reserves. These figures are used as a guide for
setting the charges:
Facility Type
Community Facilities
Active Reserves
Floodlighting
Leisure Centres
2.
User Contribution
15%
4%
100%
45%
Council Subsidy
85%
96%
0%
55%
Waivered fees
Consideration will be given to waiver the fees for:
•
•
•
Use of active sporting reserves and change room facilities for junior teams.
One booked meeting per month for seasonal clubs.
Use of its active sporting reserves by schools during normal school hours.
Delegated Authority:
CEO
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Secondary Delegation:
Executive Director Community Services
Manager Leisure Services
The City has arrangements with a number of groups for free use of its facilities. These
organisations include:
Armadale District Historians
Armadale Red Cross Blood Service
BreastScreen WA
Kelmscott Agricultural Society
Hills Orchard and Improvement
Group
RSL
Resident / Community Associations
History House Museum – monthly
meetings.
Use of car park space, kitchen and
toilet facilities for the mobile blood
service 6-8 times per year. Following
negotiation of available venue.
Use of car park space following once
a year following negotiation of
available venue.
Rushton Park and Kelmscott Hall –
one week per year for Kelmscott
Show. Under a current Memorandum
of Understanding.
Karagullen Oval and Hall – for two
days each year for the Karagullen
Field Day. Part of the lease
agreement.
Kelmscott Hall – ANZAC Day and
Remembrance Day.
Memorial Park – ANZAC Day and
Remembrance Day.
One free meeting per month at local
hall, only on establishment of a
Memorandum of Understanding.
Any other requests for waiver of fees will be referred to the appropriate officer to determine
suitability for a partnership arrangement with City’s activities or if through the COMD1
Request for Financial Assistance Policy, requesting general donations.
3.
Bonds
Bonds apply to all facility and reserve bookings.
Bonds are paid to ensure against breakage, damages or not leaving the premises in a clean and
tidy condition.
Technical Services will determine levels and costs associated with breakage, damage or levels of
cleanliness of a facility within a week of a booking.
Hirers will be responsible for any additional cost in excess of bonds paid for costs incurred by the
City in relation to booking.
4. Cancellations
All cancellations must be submitted in writing.
Cancellation received within 10 days of booking forfeit hire fees.
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5. Commercial personal training and outdoor exercise groups in Active and Passive
Reserves
The City will make available active and passive reserves for fully qualified Personal
Trainers with public liability insurance and subject to ground availability and
restrictions.
Personal Trainers have the option of either casual hourly rates or annual rate. Hire of
active reserves have the additional cost of floodlighting. Use is not exclusive and
Personal Trainers must not deny reserve access to any members of the community.
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MANAGEMENT PRACTICE
RECN 7
Major Event Sponsorship
Requests for sponsorship will considered having regard for the following guidelines and
criteria:
1.1 Eligibility criteria
a. Local, national and international recognition and affiliation with relevant
sporting or community associations and governing bodies.
b. Must present a proposed sponsorship agreement.
c. The event must attract spectators and volunteers from the local and wider
community.
d. Can demonstrate a high level of community interaction with local business and
residents.
e. Has the ability to manage a high profile event of the proposed type.
f. Demonstrates a significant contribution in cash and/or ‘in kind’.
g. Demonstrate annual events have capacity to become sustainable without
sponsored funds.
h. Provide promotional opportunities for the City before, during and after the event.
1.2
In the event that the application is successful applicants must:
a. Adhere to the sponsorship agreement proposed by the City.
b. Ensure that the Council’s sponsorship is acknowledged through means such as
advertising, promotional and media publicity associated with the event. Extent
of acknowledgement will be dependent on each individual sponsorship
agreement.
c. Provide a sponsorship report with detail of the outcomes and event summary
within 3 months of the event.
a. All requests for sponsorship will be referred to the Community Services
Committee for inclusion in the budgeting process.
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