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Shire of Dardanup
Full Review Due: 2015
Last Updated - 26/08/2014
SHIRE OF DARDANUP – POLICY MANUAL
POLICY MANUAL INDEX
SECTION
DESCRIPTION
COLOURED PAGES
ON HARD COPY
1
EXECUTIVE
2
CORPORATE SERVICES DIRECTORATE
YELLOW
3
DEVELOPMENT SERVICES DIRECTORATE
GREEN
4
ENGINEERING SERVICES DIRECTORATE
BLUE
Authorised by
Chief Executive Officer
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PINK
SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
REFERENCE
DESCRIPTION
OLD POLICY
REFERENCE
EXEC1
REFRESHMENTS
C 1.5
EXEC2
ANNUAL LEAVE
C 1.7
EXEC3
PURCHASED LEAVE – DEFERRED SALARY ARRANGEMENT
C 1.9
EXEC4
COMMON SEAL – AFFIXING OF
C 1.10
EXEC5
PASSING OF EX SHIRE COUNCILLORS
C 1.11
EXEC6
REGIONAL COOPERATION
C 1.12
EXEC7
HONORARY SHIRE FREEMAN STATUS
C 1.15
EXEC8
DEFENCE RESERVIST LEAVE
C 1.16
EXEC9
COST SHIFTING ASSESSMENT
C 1.17
EXEC10
ACTING CHIEF EXECUTIVE OFFICER
A 2.1
EXEC11
PRIVATE USE OF MOTOR VEHICLES – PRINCIPAL COMPLIANCE
OFFICERS
A 2.9
EXEC12
PROVISION OF MOTOR VEHICLES - COMPLIANCE OFFICER
A 2.10
EXEC13
PRIVATE USE OF COUNCIL’S MOTOR VEHICLE BY THE CHIEF
EXECUTIVE OFFICER
A 2.11
EXEC14
PRIVATE MOTOR VEHICLE USE – DIRECTORS & MANAGERS
A 2.12
EXEC15
USE OF POOL VEHICLE
A 2.13
EXEC16
STAFF UNIFORMS
A 2.14
EXEC17
TRAVEL EXPENSES
A 2.15
EXEC18
STAFF TRAINING TRAVEL COSTS
A 2.16
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SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
REFERENCE
DESCRIPTION
OLD POLICY
REFERENCE
EXEC19
VOLUNTARY WORKS/TASKS –EQUIPMENT
A 2.17
EXEC20
COUNCIL CHAMBER TABLE, CHAIRS AND DESK
A 2.18
EXEC21
CASUAL HIRERS LIABILITY COVER
A 2.19
EXEC22
LONG SERVICE LEAVE
A 2.24
EXEC23
TOURISM POLICY
A 2.25
EXEC24
LEGAL REPRESENTATION - COSTS INDEMNIFICATION
A 2.29
EXEC25
STAFF SEEKING SECONDARY EMPLOYMENT
A 2.30
EXEC26
EMPLOYEE TELEPHONE PRIVATE RESIDENCE POLICY
F 3.8
EXEC27
ANNUAL GENERAL MEETING OF ELECTORS
G 8.1
EXEC28
CHILD CARE FEES – ELECTED MEMBERS
G 8.2
EXEC29
COMPLAINTS HANDLING
G 8.4
EXEC30
DISTRIBUTION OF MINUTES OF COUNCILLORS
G 8.8
EXEC31
PRE-EMPLOYMENT MEDICALS
HR 11.1
EXEC32
EMPLOYEE ASSISTANCE PROGRAM [EAP]
HR 11.2
EXEC33
EQUAL EMPLOYMENT OPPORTUNITY
HR 11.3
EXEC34
PRE-EMPLOYMENT POLICE CLEARANCES
HR 11.4
EXEC35
STUDY LEAVE / STUDY ASSISTANCE
HR 11.5
EXEC36
LOSS OF DRIVERS LICENCE
HR 11.6
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SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
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OLD POLICY
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DESCRIPTION
EXEC37
ALCOHOL, DRUGS
WORKPLACE
EXEC38
SEVERANCE PAY POLICY – SECTION 5.50 OF THE LOCAL
GOVERNMENT ACT 1995
EXEC39
PROJECT DEVELOPMENT POLICY
N/A
EXEC40
CORPORATE BUSINESS PLAN DEADLINE
N/A
EXEC41
USE OF COUNCIL CREST & SHIRE CORPORATE LOGO
N/A
EXEC42
RISK MANAGEMENT
N/A
EXEC43
CIVIC FUNCTIONS
N/A
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Next Full Review Policy Date: July 2015
&
ILLEGAL
SUBSTANCE
USE
IN
THE
HR 11.7
HR 11.8
SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
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DESCRIPTION
OLD POLICY
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CORP1
USE OF CLOSED CIRCUIT TELEVISION (CCTV)
A 2.2
CORP2
INFORMATION TECHNOLOGY MANAGEMENT
A 2.22
CORP3
USE OF CORPORATE CREDIT CARDS
F 3.20
CORP4
EATON RECREATION CENTRE EMPLOYEE FINANCIAL INCENTIVE
SCHEME
A 2.27
CORP5
ELECTRONIC MAIL AND INTERNET USAGE.
A 2.28
CORP6
RECORDS MANAGEMENT
A 2.31
CORP7
SUNDRY DEBTORS – RECOVERY PROCEDURES
F 3.2
CORP8
PAYMENT OF ACCOUNTS
F 3.5
CORP9
PROCUREMENT POLICY
F 3.6
CORP10
INVESTMENT POLICY
F 3.9
CORP11
SELF SUPPORTING LOANS
F 3.15
CORP12
CREDIT CARD TRANSACTION – MAXIMUM PAYMENT
F 3.17
CORP13
PROVISION FOR SUPPRESSING PROPERTY INFORMATION
F 3.18
CORP14
SALE OF INFORMATION ON RECORD
F 3.19
CORP15
MOBILE PHONE USAGE
CORP16
SOCIAL MEDIA
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Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
REFERENCE
DESCRIPTION
OLD POLICY
REFERENCE
DEV1
EQUIPMENT FOR FIRE SUPPRESSION
C 1.3
DEV2
REQUIREMENTS FOR FIRE TRAINING
C 1.4
DEV3
LIQUOR LICENCE APPROVALS
C 1.6
DEV4
COMMUNITY RECOGNITION & AUSTRALIA DAY CITIZENSHIP
AWARDS
G 8.10
DEV5
CITIZENSHIP CEREMONY PRESENTATIONS
G 8.6
DEV6
FIREBREAKS – ENFORCEMENT
A 2.4
DEV7
PROHIBITED BURNING TIMES
G 8.5
DEV8
PROVISION OF FOOD/REFRESHMENTS AT FIRE SCENES
A 2.7
DEV9
YOUTH POLICY
A 2.26
DEV10
DONATIONS AND GRANTS
F 3.3
DEV11
PHONE RENTAL COSTS – SHIRE BUSHFIRE TRAINING COORDINATOR
F 3.4
DEV12
MAJOR COMMUNITY, SPORT &RECREATION FACILITY FUNDING
F 3.11
DEV13
RECOUP OF RANGER CALL OUT FEES
R 9.1
DEV14
TRESPASSING SHEEP ON COUNCIL LAND
R 9.2
DEV15
DOG CONTROL – PROSECUTION
C 1.2
DEV16
RESIDENTIAL DESIGN GUIDELINES
P 5.1
DEV17
MILLBRIDGE ESTATE – SPECIAL PROVISIONS
P 5.2
DEV18
SUSTAINABILITY
P 5.3
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SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
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DESCRIPTION
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DEV19
DARDANUP WEST/CROOKED BROOK AREA -PROVISION OF
FORESHORE FACILITIES DEVELOPER CONTRIBUTION POLICY
P 5.4
DEV20
LOCAL BIODIVERSITY
P 5.5
DEV21
SEA CONTAINERS
P 5.7
DEV22
EATON COMMERCIAL CENTRE DESIGN GUIDELINES
P 5.8
DEV23
SECOND HAND RELOCATED AND TRANSPORTABLE DWELLINGS
P 5.10
DEV24
DISPLAY HOMES
P 5.11
DEV25
ANCILLARY ACCOMMODATION – SMALL HOLDING ZONES
P 5.12
DEV26
VARIATIONS TO RESIDENTIAL DESIGN CODES – OUTBUILDINGS,
PATIOS, PERGOLAS & CARPORTS
P 5.13
DEV27
SOUTHBANK DEVELOPMENT GUIDELINES
P 5.15
DEV28
ACID SULFATE SOILS
P 5.17
DEV29
CARAVANS AS TEMPORARY ACCOMMODATION
H 7.2
DEV30
HEALTH SURVEYOR’S GENERAL AUTHORITY
H 7.3
DEV31
SEPTIC SYSTEMS – HENTY BROOK SUBDIVISION
H 7.4
DEV32
WINERIES AND BREWERY DEVELOPMENTS
H 7.5
DEV33
APPLICATION OF CLAUSE 3.4.1 – ‘GROUPED DWELLING
REQUIREMENTS’ OF TOWN PLANNING SCHEME NO.3
N/A
DEV34
HERITAGE ADVISORY SERVICE - GUIDELINES
N/A
DEV35
DOG POLICY – APPLICATION TO KEEP MORE THAN TWO DOGS
N/A
DEV36
CAT POLICY – APPLICATION TO KEEP MORE THAN TWO CATS
N/A
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Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
REFERENCE
DESCRIPTION
OLD POLICY
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ENG1
PRIVATE BUS SHELTERS
C 1.1
ENG2
BICYCLE CLUB EVENTS
C 1.8
ENG3
TWO WAY RADIOS
A 2.8
ENG4
COMMERCIAL USE OF HALLS
A 2.20
ENG5
DARDANUP HALL HIRE BY DARDANUP SCHOOLS
A 2.21
ENG6
HALL COMMITTEE LEVIES
F 3.7
ENG7
VEHICLE ACQUISITIONS AND DISPOSAL
F 3.21
ENG8
HALL HIRE CONDITIONS
B 4.4
ENG9
ROAD SAFETY AUDIT
E 6.1
ENG10
CROSSOVERS IN TOWNSITES AND RURAL AREAS
E 6.2
ENG11
CROSSOVERS – RESPONSIBILITY FOR PROVISION ON NEW
SUBDIVISIONS
E 6.3
ENG12
PATHWAYS - PROVISION FOR AND CONTRIBUTIONS BY
DEVELOPERS
E 6.4
ENG13
DUST CONTROL
E 6.5
ENG14
ENGINEER’S CERTIFICATES AND REPORTS
E 6.6
ENG15
GRAVEL PIT REHABILITATION POLICY
E 6.7
ENG16
FIRE CONTROL – COUNCIL EMPLOYEES
E 6.8
ENG17
RESIDENTIAL ROAD VERGE POLICY
E 6.9
ENG18
ROADSIDE VEGETATION
E 6.10
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NEW POLICY
REFERENCE
DESCRIPTION
OLD POLICY
REFERENCE
ENG19
ROAD CONSTRUCTION PRIORITY
E 6.11
ENG20
STORM WATER DISCHARGE FROM BUILDINGS
E 6.12
ENG21
STREET TREES – PLANTING OF
E 6.13
ENG22
CLEARING OF VEGETATION AS PART OF THE SUBDIVISION OF
URBAN LAND
E 6.14
ENG23
ROAD SIDE MARKERS
E 6.15
ENG24
VERGE DEPOSIT POLICY
E 6.16
ENG25
UPGRADE OF EXISTING ROADS – VOLUNTARY CONTRIBUTIONS
BY ADJOINING PROPERTY OWNERS
E 6.17
ENG26
TREES ON ROADS – RESPONSIBILITY FOR THE REMOVAL OF
FALLEN TREES
E 6.18
ENG27
SHIRE OF DARDANUP GUIDELINES FOR SUBDIVISIONAL
DEVELOPMENT
E 6.20
ENG28
NEW ROADS AND UPGRADES – PROVISION FOR AND
CONTRIBUTIONS BY DEVELOPERS
E 6.21
ENG29
UNIFORM FENCING ABUTTING PUBLIC LAND AND STREET
LANDSCAPING WITHIN SUBDIVISIONS - MAINTENANCE
E 6.22
ENG30
WASTE MANAGEMENT POLICY
H 7.6
ENG31
OCCUPATIONAL SAFETY AND HEALTH
O 10.1
ENG32
OCCUPATIONAL SAFETY AND HEALTH PROCEDURAL MANUAL
O 10.2
ENG33
WORKPLACE BULLYING
O 10.3
ENG34
NAMING OF PARKS AND RESERVES
G 8.7
ENG35
ROADSIDE BURNING – RURAL AREAS
A 2.6
ENG36
ASSET MANAGEMENT
N/A
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Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
NEW POLICY
REFERENCE
DESCRIPTION
OLD POLICY
REFERENCE
ENG37
DRAFT DIRECTIONAL SIGNAGE POLICY FOR FIXED SIGNS WITHIN
ROAD RESERVES
N/A
ENG38
DRAFT DIRECTIONAL SIGNAGE POLICY FOR PUBLIC EVENTS
AND ACITIVITES – TEMPORARY SIGNS WITH ROAD RESERVES
N/A
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Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC1
DESCRIPTION
REFRESHMENTS
COUNCIL RESOLUTION
984/98
DATE
23/10/1998
PREAMBLE:
:
The Shire of Dardanup is a progressive local authority that has
established a role as a community and regional leader. The Council
encourages senior employees (the CEO and Directors) to promote
the shire as a place to live and do business.
Many community members volunteer their time freely to contribute
to the affairs of Council.
Council and staff regularly engage in discussion and negotiation
with business people that are investing or considering investing within
the shire.
OBJECTIVE
:
To be professional in offering refreshments following meetings to
encourage interaction, the forming of networks and to express
thanks to volunteers and to be hospitable toward visitors generally.
POLICY
:
All Council and Senior Staff have free reasonable use of the
refreshment facilities in the Council Chambers.
Councillors have the authority to extend reasonable use of those
facilities to members of the community provided the occasion is to
the benefit of the Shire Community.
The Chief Executive Officer is authorised to make reasonable use of
these facilities at his/her discretion providing the function is of benefit
to the Community.
The following conditions apply: 1. Use of facilities and consumption of refreshments is not to be
abused.
2. Use is not permitted for personal benefit.
3. Visitors and guests are not to be left in the premises alone at
any time.
4. A staff member is to be the last to leave the premises and set
the security system.
5. Where circumstances dictate that an elected member is the
last to leave, they are to set the security system.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
6. The facilities are to be tidied up to the extent that empty
bottles, plates, dishes and glasses are to be stacked within
the kitchen.
7. The CEO is responsible under the Occupational Health and
Safety Act for the duty of care of people using the facilities,
the CEO may ask persons to leave or cease serving
refreshments where he/she is concerned for their health,
safety and welfare.
PROCESS
:
Elected members, the CEO and Directors are to use their discretion
when the facilities are used.
Use should be avoided if there are other people using the meeting
rooms at the time that guests are leaving meetings to avoid causing
disruption and perception of unprofessional conduct.
HEAD OF POWER
:
Local Government Act 1995 2.10 (Councillors) 5.41 (CEO) 5.44
(Employees)
Code of Conduct
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC2
DESCRIPTION
ANNUAL LEAVE
COUNCIL RESOLUTION
410/03
DATE
21/12/1990
PREAMBLE:
:
The role of the CEO is to manage the day to day operations of
Council and to manage the employees. Annual leave approvals fall
within these parameters, however, the deferral of leave beyond 8
weeks impacts upon the resources at Councils disposal, therefore
the Council is to approve any deferral of leave greater than 8 weeks.
OBJECTIVE
:
To ensure the Council is informed of accumulation of annual leave.
POLICY
:
Annual Leave entitlements to employees may be accumulated up
to 8 weeks.
Requests beyond 8 weeks are to be referred to Council for
consideration.
PROCESS
:
The CEO is to receive applications for deferral of annual leave in
writing from employees.
The CEO is to advise the employees in writing of his/her decision.
Applications to the CEO for greater than 8 weeks accumulation of
Annual Leave are to be presented to Council for approval.
HEAD OF POWER
:
Local Government Act 1995 5.41 (g)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC3
DESCRIPTION
PURCHASED LEAVE – DEFERRED SALARY ARRANGEMENT
COUNCIL RESOLUTION
77/10
DATE
24/03/2010
PREAMBLE:
:
This policy outlines a clear guideline for the effective administration
and management of deferred salary arrangements. “Deferred
Salary” is a self-funded year of leave for the fifth year of a 5 year
arrangement.
OBJECTIVE
:
In order to provide employees with greater work-life balance, this
initiative has been adopted as an attraction and retention incentive
for employees wishing to access one full paid year off following a
four-year period receiving 80% of their regular salary.
POLICY
:
The salary, as well as superannuation, is reduced over the four years
to 80%, thus the fifth year is also paid at 80%.
Eligible employees may apply for the scheme, therefore electing to
receive, over a four-year period, 80% of the salary they would
otherwise be entitled to receive.
All permanent employees may apply for a deferred salary
arrangement.
Application must be made in writing on the approved Application
for Deferred Salary Scheme Form. The request will be assessed by the
employee’s Director. The Director (if supportive of the application)
requests approval of the Chief Executive Officer.
Leave
Employees may take any form of paid leave during the four years of
the deferred salary arrangement, without effect to their participation
in the scheme. Periods of leave will also be paid at 80% of the regular
salary.
Employees cannot apply for any paid leave during the 5th year off,
except for maternity leave or specific approvals of sick leave.
Accruals
No leave entitlements will accrue during the 5th year off. This
includes sick leave, annual leave and long service leave.
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SHIRE OF DARDANUP – POLICY MANUAL
Terminations
If an employee ceases employment with the Shire during the term of
the deferred salary arrangement, payment of accumulated funds
will be paid in the final pay (termination pay).
Withdrawal from the Arrangement
An employee may withdraw from the arrangement prior to
completion of the fourth year and the withdrawal must be given in
the form of a written notice. The officer will receive a lump sum
payment of salary forgone to that time, but will not be entitled to
equivalent absence from duty.
An early return from the approved period of absence may be
approved in special circumstances, but a request for this must be
made in writing to the Chief Executive Officer.
Overtime
An employee on a deferred salary arrangement who works
authorised overtime will be paid overtime rates based on their
normal rate of salary, i.e. the rate of salary payable prior to any
fortnightly deferred leave salary deductions being made.
Workers Compensation
Employees receiving workers’ compensation payments are not
eligible to access a purchased leave agreement. Where an
employee who is participating in the deferred salary scheme
becomes entitled to workers’ compensation, the agreement should
be suspended effective from the first day of the period of incapacity
and remain suspended until the last day of incapacity.
Outside Work
An employee engaging in work outside the organisation during this
period of leave, make it their own responsibility to ensure they are
aware of the specific tax and superannuation implications.
Other Formalities of the Arrangement
•
Deferred leave must be taken immediately
completion of the 4 year service period.
•
Deferred leave will not constitute a break in service and will
count as service for all purposes except for salary increments.
•
The employer will ensure that superannuation arrangements
and taxation effects are fully explained to the employee.
•
The 12 months of deferred leave will be paid at 80% of the
salary they were otherwise entitled to in the fourth year of
deferment.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
after
the
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
Applications are to be in the format required by the Chief Executive
Officer and are subject to operational requirements and approval
from the Chief Executive Officer.
Each application will be assessed on its merits, by the employee’s
Director.
Each approved application will be held within payroll and will be
administered accordingly, i.e., pay rate changes and entitlement
calculations will all be overseen by the Payroll Officer.
Approval decisions will give consideration to the personal
circumstances of the employee seeking the arrangement,
operational requirements, including impact on service delivery and
capacity to find and fund a replacement.
When applying for the deferred salary arrangement, an employee
will need to nominate the period of participation (spanning 4 years)
and also the expected 12 month extended leave period.
A full and reasonable assessment of operational requirements should
be conducted when considering any application.
In cases of approved applications, the employee must be provided
with confirmation in writing, including the proposed dates of the
purchased leave to be taken and also the basis for calculating the
applicable salary deductions and any other issues the parties may
wish to include.
Participants must complete four years recognised service within the
agreement before taking paid deferred leave.
Appointments and periods of leave not considered as deferred
salary arrangement service include:
•
Special Leave without pay;
•
Unpaid Maternity Leave and Parental Leave;
•
Other forms of unpaid leave, such as study leave;
•
Temporary appointment or secondment to a position outside
the Shire;
These periods are considered non-participatory periods and will
delay the commencement of the deferred leave by the length of
the non-participatory period.
(Employees will be paid their normal salary during non-participatory
periods, ie. salary will not be subject to the 80% reduction of the
deferred salary scheme.)
PROCEDURE
:
Employees interested in entering into a
Arrangement, should take the following steps:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Deferred
Salary
SHIRE OF DARDANUP – POLICY MANUAL
•
Read this document to learn about eligibility of their application,
the administration and process once approval is granted.
•
Discuss any proposal to participate in the scheme with their
direct Director.
•
Seek advice from employer regarding any impact the
arrangement may have on their superannuation and taxation.
•
Seek advice from their Superannuation Fund, Australian Taxation
Office and/or a financial adviser regarding any impact the
arrangement may have on their individual circumstances.
•
Complete “Application for Deferred Salary Scheme Form” and
submit to their Director for initial approval.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC4
DESCRIPTION
COMMON SEAL – AFFIXING OF
COUNCIL RESOLUTION
410/03
DATE
23/05/1997
PREAMBLE:
:
Council Standing Orders 19.1 sets out the requirements for use of the
Common Seal, this Policy and the Annual delegation of Authority
enables the CEO and the Shire President to apply the Common Seal
as and when required.
OBJECTIVE
:
The Policy sets out the conditions that apply to the use of the
Common Seal.
POLICY
:
The Shire President and Chief Executive Officer are authorised, when
the situation demands, to sign and affix the Common Seal of this
Shire to documents, provided Council’s prior resolution has been
made to enter into a contract or agreement, of any nature, which
requires affixing of the Common Seal of the Shire.
Details of when the Common Seal has been used are to be
recorded in the Delegations Register, and reported as information to
Council.
PROCESS
:
Prior to the Common Seal being used Council is to have resolved to
enter into a contract or agreement.
The CEO is charged with the care of the Common Seal and is to
apply the Common Seal to documents as agreed by Council in
association with the Shire President.
Details of when the Common Seal have been used are to be
recorded in the Register, and a report for information made to the
Council.
HEAD OF POWER
:
Local Government Act 1995 5.42
Standing Orders 19.1
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC5
DESCRIPTION
PASSING OF EX SHIRE COUNCILLORS
COUNCIL RESOLUTION
323/98
DATE
27/03/1998
PREAMBLE:
:
As a sign of recognition and respect to past Councillors the Council
wishes to acknowledge to the family of the deceased their respect
and high regard for the deceased and to express openly these signs
of honour and sympathy.
OBJECTIVE
:
To be respectful toward the people that have committed many long
hours of community service and to show the families that the people
still remember the commitment made for the community by their
loved ones.
POLICY
:
On receiving advice that a past Councillor of the Shire of Dardanup
has passed away, the Chief Executive Officer is authorised to fly the
Shire Flag at half-mast on the day of the deceased person’s funeral
as a sign of respect to the deceased and their family.
On receiving advice that a past Councillor of the Shire of Dardanup,
or his/her partner, has passed away, the Chief Executive Officer shall
forward a sympathy card to the surviving partner and or family of the
deceased on behalf of the Shire President, Councillors and Staff.
PROCESS
:
Once the CEO receives notification that an ex Councillor is
deceased he is to instigate the policy.
HEAD OF POWER
:
A matter of Council policy in managing the affairs of the community,
and in keeping with good government practices.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC6
DESCRIPTION
REGIONAL COOPERATION
COUNCIL RESOLUTION
059/00 UPDATE 673/98
DATE
09/02/2000 UPDATED - 07/07/1998
PREAMBLE:
:
Definition of Regional Cooperation:
Regional Cooperation is defined as ‘The investigation, establishment,
and/or maintenance of any scheme, development, project, plan or
similar activity undertaken by the Shire of Dardanup in conjunction
with any 2 or more local governments within the South West of the
State.
OBJECTIVE
:
To establish parameters as guide to staff and Council when drafting
the annual budget.
POLICY
:
That in the course of preparing its annual budget, Council shall
consider participation in activities and projects of a regional nature
incurring to a maximum expenditure by Council of no more that 3%
of the years estimate of income from rates and that this policy
specifically excludes items of expenditure in resource sharing of
services that may be agreed to from time to time where Council’s
involvement achieves a saving to ratepayers.
PROCESS
:
As Council is supportive of regional cooperation and resource
sharing, a budget guideline has been adopted to ensure that a
minimum of funds are allocated so that projects that arise after the
budget has been adopted can still be considered.
HEAD OF POWER
:
Local Government Act 1995 6.2 (2) (a)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC7
DESCRIPTION
HONORARY SHIRE FREEMAN STATUS
COUNCIL RESOLUTION
177/05
DATE
24/05/2005
PREAMBLE:
:
Local Government is well placed within the community to recognise
significant contributions made by community members toward the
social, economic and environmental development of the
community over a long period of time.
A time honoured tradition for some local governments is to bestow
the honour of Honorary Freeman upon worthwhile recipients.
The award is in title only; no financial benefit is attached to the
award. Recipients are however invited to annual dinners and other
significant events that are sponsored by the local government.
OBJECTIVE
:
To establish a policy to guide the Council in a prescribed process for
the appointment of Honorary Freeman.
POLICY
:
The following shall be taken into account when consideration is
given to granting the honour of Honorary Freeman of the Shire:1.
It shall not be restricted to Councillors.
2.
It may be awarded to a Councillor in office where the
Council considers that the criteria as described in Clause 5
has been met.
3.
The length of service as a Councillor is not in itself a criterion.
4.
Preference shall be given to a person who performs in a
voluntary capacity, but this should not preclude the award to
a person whose dedication and contribution is significantly
above that expected from that occupation.
5.
The contribution to the welfare of the community must
involve one or more of the following factors:(a)
Significant contribution to the person's time in serving
members of the Community for the improvement of
their welfare.
(b)
The promotion and attainment of Community services
in which a real personal role and contribution is
made.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
(c)
PROCESS
:
Whilst difficult to define, the contribution must be
outstanding in that it can be seen to stand above the
contributions of most other persons.
PROCEDURE
1. Initial Requirements
1.1
A Councillor should submit to the Council a proposal for a
particular person to be made a Freeman of the Shire. This
submission is to outline the voluntary service to the
community and any other examples of "Community Spirit" to
justify the honour.
1.2
The submission must bear in mind this Policy.
1.3
The proposing Councillor should
recommendation to Council:-
submit
the
following
"1.
That the person nominated at the Council be invited
to accept the Office of Freeman of the Shire.
2.
That if the Office is accepted then arrangements be
commenced for bestowal of the honour at the
appropriate ceremony and that a draft of
arrangements be presented to the Council."
2.
After Council Approval
2.1
Once approval by Council has been given, a special
meeting of Council is approved for the presentation of the
Honour of Freeman.
2.2
Normally up to three months is to be allowed for the
preparation for the Special Meeting. During this period
Council will prepare all the necessary requirements for the
ceremony.
3. The Ceremony
The order of business at the Special Meeting is as follows:ORDER OF PROCEEDINGS
SPECIAL MEETING OF COUNCIL
DATE
•
Shire President, welcome the Guests.
•
Special Meeting of the Council of the Shire of Dardanup.
•
Bestowal of the Title of Honorary Freeman of the Shire of
Dardanup.
•
Nominating Councillor to move the recommendation to
confer upon the recipient the Title of Honorary Freeman of
the Shire.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
The Motion to be seconded by a Councillor.
•
Resolution to affix the Common Seal and to sign the
Certificate of "Freeman of the Shire".
•
Presentation Ceremony.
•
Response by recipient.
•
Meeting Close.
•
Shire President to lead the Guests to the Reception.
HEAD OF POWER
:
None.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC8
DESCRIPTION
DEFENCE RESERVIST LEAVE
COUNCIL RESOLUTION
318/05
DATE
25/08/2005
PREAMBLE:
:
It is recognised that the Australian Defence Reserves are an
important part of our national defence strategy and that support to
Defence Reserves is essential to their continued effectiveness. This
Policy applies to all employees who are Reservists and undertake
training and/or military service with the Australian Defence Forces.
OBJECTIVE
:
To ensure that members of the Defence Reserve Service employed
by the Organisation are able to access a reasonable amount of
additional leave for that purpose.
POLICY
:
Background
1. The Defence Reserve Service (Protection) Act 2001 (the Act)
provides that:
•
“Defence Service” means service in a part of the Reserves
and includes training.
•
Reserve service may be continuous full-time defence service
or other defence service (eg short periods of defence reserve
service which may include training), and must not
prejudicially affect employees’ entitlements or other
conditions of employment.
•
The Act does not invoke any obligation on employers to pay
the Reservists’ remuneration in respect of the civilian
employment whilst absent on defence service or to provide
make-up pay in circumstances where the Defence Force pay
is lower than employees’ public sector pay.
•
Any entitlements relating to Reserve service (including
training) and/or military service contained in industrial awards
or agreements will continue to apply, subject to them
satisfying the provisions of the Act.
•
There is no scope for employers to ask employees to limit the
number of training courses per year or to take less reserve
service leave as this is in breach of the Act. Section 17 of the
Act draws no distinction between essential and non-essential
training or service and specifically contemplates a reservist
“volunteer(ing)” for service or training.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
There is no discretion under the Act for employers to refuse
requests for reserve service or training leave, irrespective of
inconvenience to the employer or the nonessential nature of
the leave. Employers are only entitled to verify that the leave
request relates to the actual reserve service or training.
2. Employer Support Payment Scheme
In 2001, the Commonwealth Government introduced legislation to
enhance and encourage Reserve personnel. One of the key
features of the new Reserve legislation has been the introduction of
the Employer Support Payment (ESP). This payment is available to
employers who release Reservists for more than 2 weeks per year.
The Scheme involves payment of an amount equivalent to the
Average Weekly full-time Ordinary Time Earnings (AWOTE) as
calculated by the Australian Bureau of Statistics, and is as
recognition of the costs and/or disruption to employers caused as a
consequence of releasing a reservists for a period of continuous
Defence service.
Service that is considered under the Employer Support Payment is:
•
•
Ordinary Reserve Service, and
Voluntary continuous full-time service, if the relevant Service
Chief (that is the Chief of Navy, Army or Air Force) of their
delegates have designated the service as protected service.
Under the Scheme an employer is eligible to receive the ESP once a
Reservist has completed 14 days continuous Reserve service in any
financial year. The qualifying period can be undertaken as a single
period or as multiple periods of continuous Defence service, as long
as each period of continuous Defence service is a minimum of five
consecutive days.
Further details of the operation of the Australian Defence Force
Reserves Employer Support Payment (ESP) Scheme can be obtained
from the Defence Reserve Support Council on 1800 803 485 or their
website www.defence.gov.au/reserves.
PROCESS
:
1. Employees applying for Defence Reservist Leave are required to
provide evidence from the Defence Force of the extent of the
leave requirement.
2. Employees wishing to take Defence Reservist Leave are to
provide reasonable notification to the Organisation. Generally
this should be three months prior to the period of leave required.
3. At the discretion of the Chief Executive Officer, 4 weeks reservist
leave paid leave may be granted to employees who are
members of the Defence Forces Reserves for the purpose of
participating in training camps, or equivalent continuous duty.
Employees may elect to have leave without pay for Reservist
exercises.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
4. Leave for Reservists is typically 4 weeks (20 working days or 28
calendar days) leave each year although an additional 2 weeks
leave to allow for a Reservists’ attendance at recruit/initial
employment training will be granted where required.
5. Where the Employer agrees to make payment for Defence
Reservist Leave it will be paid on the basis of the difference
between the employee’s normal weekly salary (calculated on
the same basis as annual leave provisions) and the remuneration
received from the Armed Services. Should the amount received
from the Armed Services be greater than the normal weekly
salary, no additional payments will be made by the Organisation.
Superannuation contributions will be based on the employee’s
normal weekly salary.
6. “Continuous full-time defence service” (excluding any time
taken on annual or long service leave), will not count for annual
leave or sick leave, as the employee’s contract is temporarily
suspended. These entitlements will accrue with the relevant
Defence Force during the period of service. For periods of
defence service other than continuous full-time defence service,
employees’ entitlements will continue to accrue with their
employer.
7. Full time military service will count as service for long service
leave purposes.
8. Unpaid Leave will be treated as leave without pay.
9. The period of military service will count as service for increment
progression and increments falling due whilst the employee is
absent should be processed as normal.
10. An employee’s contract is suspended whilst undertaking
continuous fulltime defence service. In order to preserve
employment entitlements, an employee must apply to resume
duty as soon as reasonably practicable and not more than 30
days after the completion of the period of military service.
11. The Employer will keep Reservist employees who are undertaking
peacetime training or deployment informed of critical
developments in the workplace e.g. organisational change,
salary related matters (enterprise or workplace agreement
negotiations).
HEAD OF POWER
:
Defence Reserve Service (Protection) Act 2001
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC9
DESCRIPTION
COST SHIFTING ASSESSMENT
COUNCIL RESOLUTION
242/06
DATE
13/07/2006
PREAMBLE
:
Council having experienced considerable administration burdens
associated with the additional functions being imposed upon local
government by state and federal government have adopted the
following policy to place government on notice that the Shire will not
accept these impositions without additional resources being
committed for ongoing funding.
OBJECTIVE
:
To ensure the officers and elected members of the Council initiate
this policy as a precursor to all discussions with government about
new services to ensure government provides the resources to fully
fund these services.
POLICY
:
i)
The Shire of Dardanup will not undertake any additional
function/tasks until an independent analysis has been
undertaken, at the cost of the Australian Government, State
Government, Department or any other organisation involved
in imposing these additional functions/tasks, to determine if
additional resources are required to adequately cater for the
additional functions/tasks being expected of the Shire.
ii)
If the outcome of the analysis is the Shire would need
additional
resources
to
undertake
the
additional
functions/tasks then the Shire will perform these
functions/tasks whilst such resources are available
iii)
In the event additional resources are not made available for
the additional functions/tasks being requested of the Shire,
the Shire will formally advise the relevant organisation(s) and
all relevant parliamentarians that they cannot perform these
functions/tasks. This advice is to state that in the event of any
claim against the Shire, due to non-compliance with the
requirement to perform the additional functions/tasks, the
Shire will use as a defence the fact they informed the
relevant individuals and organisations of their inability to
comply due to adequate resources not accompanying the
additional functions/tasks.
PROCESS
:
On receipt of notice that a new task or function is to be passed on to
the Shire of Dardanup the Chief Executive Officer is to advise the
proponent of this policy.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
The Chief Executive Officer is to advise the Council via the
information bulletin of all approaches to Council requiring initiation
of this policy.
HEAD OF POWER
:
Local Government Act 1995 Section 2.7 The Role of Council.
(1) The Council(a) directs and controls the local government’s affairs: and
(b) is responsible for the performance of the local government’s
functions.
(2) Without limiting subsection (1), the Council is to –
(a) oversee the allocation of the local government’s finances and
resources; and
(b) determine the local government’s policies.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC10
DESCRIPTION
ACTING CHIEF EXECUTIVE OFFICER
COUNCIL RESOLUTION
02/12
DATE
19/01/2012
PREAMBLE:
:
When the Chief Executive Officer takes annual or other Leave the
Chief Executive Officer is to appoint one of the Directors as Acting
Chief Executive Officer.
OBJECTIVE
:
To enable the CEO to select the most appropriate officer at the time
to be Acting CEO, taking into account the workload at the time and
availability of the Director. If none of the Directors are available the
Chief Executive Officer may appoint one of the Managers.
POLICY
:
That the Chief Executive Officer be authorised to appoint any of the
Directors to be Acting Chief Executive Officer during the absence of
the Chief Executive Officer on leave, the Directors are to be rotated
at the Chief Executive Officer's discretion to encourage
development of each Director’s leadership skills.
The Shire President and Council is to be provided with prior notice of
the appointment when possible, or as soon as practicable.
In the event that the Chief Executive Officer cannot delegate the
appointment of the Acting Chief Executive Officer position, the
Council will authorise the appointment.
In the event that no Directors are available the Chief Executive
Officer may appoint one of the Managers.
PROCESS
:
Appointment by the CEO or Council is to be in writing.
HEAD OF POWER
:
Local Government Act 1995 5.36 and 5.42
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC11
DESCRIPTION
PRIVATE USE OF MOTOR
COMPLIANCE OFFICERS
COUNCIL RESOLUTION
130/13
DATE
15/05/2013
VEHICLES
–
PRINCIPAL
PREAMBLE
:
In the circumstances where the Shire provides a vehicle for use by
Principal Compliance Officers, the conditions that follow are to
apply:
OBJECTIVE
:
Provide guidance to Compliance Officers in their use and care of
Council vehicles.
POLICY
:
1.
The Chief Executive Officer shall assign the vehicle to the officer
of Council to care for the vehicle after hours (The Caretaker).
2.
The caretaker of the vehicle shall be responsible for keeping the
vehicle in a clean and tidy state.
3.
The caretaker is granted private use of the vehicle, inclusive of
commuting rights to work from their usual place of residence
(except if that residence is greater than 100 km from Shire of
Dardanup) on the following conditions:
a)
A maximum of 7,500 km per year applies to private use
exclusive of commuting;
b)
the officer is responsible for fuel costs where fuel is
required during private use.
c)
the vehicle may be used during periods of annual leave
and sick leave.
4.
Council accepts responsibility for all repairs and/or
maintenance during the leave, with the exception that if there
is an accident that is the employee’s fault and Council’s insurer
does not cover expenses the employee is responsible for those
repairs.
5.
The vehicle is only to be driven by the officer, other Council
employees or Council members unless with specific approval of
the Chief Executive Officer. The officer's partner may drive the
vehicle after hours subject to the approval of the officer.
6.
The caretaker is not to take the vehicle outside of Western
Australia or above the 26th parallel.
7.
During normal working hours the vehicle is to be available for
employees of Council and elected members for business use.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
8.
Where a dispute arises with respect to use of the vehicle the
Chief Executive Officer is to intervene and the Chief Executive
Officer’s decision is final.
PROCESS
:
Compliance Officers assigned a vehicle as part of their employment
benefit is to be provided with a copy of this policy with their
employment package.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 15/05/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC12
DESCRIPTION
PAYMENT IN LIEU PROVISION OF MOTOR VEHICLES COMPLIANCE OFFICER
COUNCIL RESOLUTION
130/13
DATE
15/05/2013
PREAMBLE:
:
Where in the opinion of the Chief Executive Officer, a compliance
officer requires a motor vehicle for the efficient discharge of their
duties, a suitable vehicle will be provided for that officer and its use
shall be in accordance with Policy EXEC15 "Use of Pool Vehicles".
OBJECTIVE
:
In those circumstances where, although the Chief Executive Officer
is of the opinion that a motor vehicle is required, and no vehicle can
be provided, the officer shall, at the discretion of the Chief Executive
Officer, be subject to an over-award payment of up to $7,500 by
way of compensation.
POLICY
:
The Chief Executive Officer will determine the amount of the overaward payment but will not exceed the amount stated in the
objective above.
Such over-award payment shall cease on a motor vehicle being
provided.
PROCESS
:
The Chief Executive Officer will consider the necessity to provide
compliance officers with vehicles or over award payments on a
case by case basis.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 15/05/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC13
DESCRIPTION
PRIVATE USE OF COUNCIL’S MOTOR VEHICLE BY CHIEF
EXECUTIVE OFFICER
COUNCIL RESOLUTION
130/13
DATE
15/05/2013
PREAMBLE:
:
As a part of the CEO Contract of Employment a motor vehicle is
provided for unlimited private use except for the exceptions listed
below in this policy.
OBJECTIVE
:
To make clear the use rights of the CEO’s use of the Shire vehicle.
POLICY
:
In accordance with Section 5.3 and the Schedule, forming part of
the Employment Contract signed by Council and the Chief
Executive Officer, a motor vehicle is provided for the private use of
the Officer, additional to business use which includes access by
other employees. The terms and conditions in relation to private use
of the vehicle are as follows:
1.
The vehicle is available to the CEO at all times during the term
of the contract.
2.
All Fuel purchased for the vehicle during any period of annual,
long service, and other leave, and also for private weekend use
is to be the Officer’s responsibility. (The intent of the “weekend”
condition is for fill-ups on long private weekend trips is to be at
the Officer’s cost.)
3.
Council accepts responsibility for all repairs and/or
maintenance during the leave, with the exception that if there
is an accident that is the employee’s fault and Council’s insurer
does not cover expenses the employee is responsible for those
repairs.
4.
Prior Council approval in writing is required before the vehicle is
taken outside the State, or north of the 26th parallel.
5.
The vehicle to be driven only by the officer, other Council
employees or Council members unless with specific prior
approval of the Shire President. The Officer’s spouse and family
may drive the vehicle after work hours subject to the approval
of the Officer.
6.
The Officer’s family members may drive the vehicle providing
they are no longer probationary drivers, and the use is
authorized by the Officer.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
This policy is self-evident and forms a part of the CEO’s Contract of
Employment.
HEAD OF POWER
:
Local Government Act 1995 5.39
DATE REVIEWED
:
Ordinary Meeting of Council held – 15/05/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC14
DESCRIPTION
PRIVATE MOTOR VEHICLE USE – DIRECTORS & MANAGERS
COUNCIL RESOLUTION
130/13
DATE
15/05/2013
PREAMBLE:
:
Directors and Managers receive as a benefit the private use of a
motor vehicle.
OBJECTIVE
:
To establish the rules that apply to the private use of the motor
vehicles by Directors and Managers.
This policy applies to all Director or Manager as appointed from time
to time, who report directly to the Chief Executive Officer.
POLICY
:
Where a motor vehicle is provided for a Director or Manager and the
salary package negotiated includes the private use of a motor
vehicle, the following conditions apply:
1.
The vehicle is available to the Directors and Manager at all
times during the period of employment.
2.
All Fuel purchased for the vehicle during any period of annual,
long service, and other leave, and also for private weekend use
is to be the Officer’s responsibility. (The intent of the “weekend”
condition is for fill-ups on long private weekend trips is to be at
the Officer’s cost.)
3.
Council accepts responsibility for all repairs and/or
maintenance during the leave, with the exception that if there
is an accident that is the employee’s fault and Council’s insurer
does not cover expenses the employee is responsible for those
repairs.
4.
Prior Chief Executive Officer approval in writing is required to
take the vehicle outside of the state or north of the 26th
parallel.
5.
The vehicle is only to be driven by the officer, other Council
employees or Council members unless with specific written
approval of the Chief Executive Officer. The officer’s partner or
designated family member may drive the vehicle after work
hours subject to the approval of the Officer and limited to a 200
km radius of the Shire of Dardanup.
6.
The officer is responsible for the washing and cleaning of the
vehicle, keeping the vehicle in a clean and tidy state as
expected of an officer of Council having the privilege of a Shire
vehicle.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
7.
The vehicle is to be available for use by other employees of
Council during normal working hours, such use is to be
authorised by the officer prior to use and will be approved
unless the officer has an immediate need for the vehicle.
8.
The officer is responsible for ensuring the vehicle is in a
roadworthy condition, and will ensure the vehicle is serviced as
required and the tyres are maintained in a roadworthy state.
Council accepts responsibility for all repairs and/or
maintenance during the leave.
9.
The officer is responsible to comply with all laws and regulations
pertaining to the use and operation of motor vehicles.
10.
The officer is to ensure that at all times the driver of the vehicle
is known and identified and the officer takes full responsibility for
any road traffic infringements when the driver cannot be
identified as being responsible for any infringement relating to
the vehicle.
From time to time other officers of Council and family members drive
the vehicle assigned the Directors and Manager, it is the officer’s
responsibility to ensure only authorised people drive the vehicle.
Fuel cards are provided from a fuel supplier. It is the Officer’s
responsibility to ensure that all fuel is purchased lawfully with the fuel
card and receipts and acknowledgements of those purchases are
passed on to the creditors clerk as soon as possible.
Whilst on annual leave, the officer is to keep records of fuel
purchased for private use so that the record can be included in
Councils Fringe Benefit Tax Returns.
HEAD OF POWER
:
Local Government Act 1995 6.2, 6.5 Financial Regulations 1996.
DATE REVIEWED
:
Ordinary Meeting of Council held – 15/05/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC15
DESCRIPTION
USE OF POOL VEHICLE
COUNCIL RESOLUTION
130/13
DATE
15/05/2013
PREAMBLE:
:
Council may purchase a vehicle to be designated as the pool
vehicle, notwithstanding other vehicles owned by the Shire and in
the care of other officers are also available for use by Council staff
on Council business.
OBJECTIVE
:
To establish the rules that apply to the use of the pool vehicle.
POLICY
:
In the circumstances where the Shire purchases a vehicle for use as
a pool vehicle the following conditions are to apply:
1.
The Chief Executive Officer shall assign the vehicle to an
officer of Council to care for the vehicle after hours (The
Caretaker).
2.
The caretaker of the vehicle shall be responsible for keeping
the vehicle in a clean and tidy state.
3.
The caretaker is granted occasional private use of the
vehicle, inclusive of commuting rights to work from their usual
place of residence (except if that residence is greater than
100km from Shire of Dardanup) on the following conditions:
a)
a maximum of 5,000km per year applies to private use
exclusive of commuting;
b)
the officer is responsible for fuel costs where fuel is
required during private use .
4.
The pool vehicle is not available to the caretaker during
leave of any nature, inclusive of annual leave, sick leave,
long service leave and other leave as prescribed in the Local
Government Industry Award 2010 (LGIA), inclusive of Workers
Compensation; where that leave is of a duration of a period
greater than 24 hours, in such circumstances the vehicle will
be handed over to the Chief Executive Officer for continued
use by Shire employees and/or Councillors.
5.
Where the caretaker is on leave for any reason for a duration
greater than 24 hours the Chief Executive Officer shall assign
the vehicle to another officer. This policy shall also apply to
that other officer.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
6.
The caretaker is not to take the vehicle outside of Western
Australia or above the 26th parallel.
7.
During normal working hours the pool vehicle is to be
available for employees of Council and elected members for
business use.
8.
Where a dispute arises with respect to use of the vehicle the
Chief Executive Officer is to intervene, the Chief Executive
Officer’s decision, including removing the vehicle from the
caretakers care and assigning a new caretaker; is final.
9.
The Chief Executive Officer is to assign the pool car to a
caretaker, in writing, such advice to include a copy of this
policy.
Note: Occasional private use of the vehicle and commuting rights
is recognised as a benefit for keeping the vehicle clean and
tidy, the use of the vehicle is a privilege not a right.
PROCESS
:
The CEO, if of the view that a pool vehicle is required, is to present a
case to Council for consideration.
If Council agrees to the purchase of the pool vehicle, this policy and
others that are developed from time to time, as relevant, are to
apply to the use of that vehicle.
HEAD OF POWER
:
Local Government Act 1995, 6.5
DATE REVIEWED
:
Ordinary Meeting of Council held – 15/05/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC16
DESCRIPTION
STAFF UNIFORMS
COUNCIL RESOLUTION
350/99
DATE
23/06/99
PREAMBLE:
:
Council has adopted the Local Government Uniform as its corporate
uniforms for the Administration officers (This contract is awarded by
WA Local Government Association and is subject to review and
change).
This policy defines the conditions that apply to officers for Council to
fund the purchase of uniforms.
OBJECTIVE
:
To clarify the conditions that apply to the funding of the Shire of
Dardanup uniform.
POLICY
:
That unless otherwise negotiated in salary considerations or under
contract, the following is Council policy to assist with the provision of
recognised uniforms to staff members.
PROCESS
:
a)
That permanent officers be offered a maximum of $900.00
plus GST per annum in the first year of employment as
Council contribution for an approved staff uniform. [Part
time staff will be eligible for full time equivalent (FTE) pro-rata
amount allowed.]
b)
In the second and subsequent years of employment as
Council’s continuing contribution for an approved staff
uniform an allowance will be made as per the adopted
budget for that year for permanent officers. [Part time staff
will be eligible for FTE pro-rata amount allowed.]
c)
Those officers claiming Council’s staff uniform contribution will
be obliged to wear them for working purposes whilst in the
employ of the Shire of Dardanup.
d)
A separate policy is in place for staff employed at the Eaton
Recreation Centre, with the exception of the manager, who
comes under this policy.
At the time of appointment new officers are to be advised that
subject to satisfactory completion of the 3 month probationary
period an allowance will be provided to finance the purchase of the
shire uniform.
The officer, on receipt of the letter confirming permanency is to
contact the Accounts Payable officer to arrange for uniform
purchases.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
The Accounts Payable Officer manages the acquisition, billing and
all liaisons with the supplier.
All costs over and above the allowance is invoiced to the relevant
officer.
HEAD OF POWER
:
Local Government Act 1995 2.7 (2) (b) 6.2 (2)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC17
DESCRIPTION
TRAVEL EXPENSES
COUNCIL RESOLUTION
058/00
DATE
09/02/2000 updated -
PREAMBLE:
:
Council encourages staff to attend training courses and/or Council
related meetings , but is mindful of the high cost associated with
travel and accommodation.
OBJECTIVE
:
To provide resources in a fair way that will enable more staff to
attend training courses and/or meetings, whilst reimbursing staff for
reasonable costs.
POLICY
:
When an officer is required to be away from his/her normal
residence for 1 or more nights, the following shall apply:Hotel/Motel Accommodation - shall be at the discretion of the
Director, at the facility that is the most convenient, economical and
of reasonable standard and quality. Payment shall be made direct
to the facility by Council cheque or Council credit card if early
payment is required. The employee shall be reimbursed for all
reasonable out-of-pocket and meal expenses on production of
receipts.
Private Accommodation - A general allowance of $100 per
overnight stay without production of evidence of expenditure to
cover all expenses if electing to arrange private accommodation.
Private Vehicle Use – Council staff may elect to use their own private
vehicle however it is Council’s preference, where practicable, for
staff to us the train service. If electing to use own private vehicle to
travel to Perth, an allowance equivalent to a return train fare,
Bunbury to Perth to Bunbury, to the total value of $75.00 will be paid
for use of a private vehicle. A pro-rata equivalent of the cost of
return train fare will be paid when travelling to destination other than
Perth.
In situations where there is no train service the shire may offer the
person a shire car, however, if the course is over two days the
impacts on the employee who has that car as a part of their
package has to be considered.
The employee going on the course alternatively can have their
actual fuel costs covered, ie. Fill their car up before they leave and
when they return, keeping receipts for reimbursement. If more fuel is
needed while away receipts are to be kept for reimbursement
purposes.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Where an employee is going to a meeting and wishes to do private
business such as visit family and friends over a weekend, the Shire is
not compelled to offer them a vehicle or fuel, however in the
interests of fairness the $75.00 can be provided, or the fuelling up
and keeping receipts for reimbursement, but a log book would also
be needed if fuelling up is used as Council are not compelled to pay
for people doing their private leisure travel.
PROCESS
:
Approval for training courses is subject to:
•
The cost of the course, accommodation and travelling being
provided for in the budget.
•
The Director of the department authorizing the employees’
attendance.
•
The Director authorizing the accommodation
accommodation other than private is required.
•
Payment for reimbursement of expenses is subject to the
employee providing receipts and a signing a payment claim
with the creditors clerk.
•
Payment of the $100 per day to cover private
accommodation and expenses is subject to the employee
claiming the payment in writing, the claim is to provide full
details of the course attended.
where
Staff are advised that they may have access to a pool vehicle, if
one is available, to use to travel to courses in Perth or other locations.
Where staff for personal reasons choose to use their own motor
vehicle as a matter of convenience, the ‘Private Vehicle Use’ part of
the policy applies.
HEAD OF POWER
:
Local Government Act 1995 6.2 (2) Financial Regulations 1996 11
Local Government Industry Award 2010 (LGIA)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC18
DESCRIPTION
STAFF TRAINING TRAVEL COSTS
COUNCIL RESOLUTION
399/00
DATE
26/07/00
PREAMBLE:
:
Council encourages staff to attend training courses, but is mindful of
the high cost associated with travel, and the contribution staff make
in travelling in their own time.
OBJECTIVE
:
To encourage staff to attend training courses Council will recognize
part of their travelling time.
POLICY
:
Where staff attend training courses/meetings etc in Perth and its
suburbs which assist in their professional development, Council will
allow the accrual of “time off in lieu” for a maximum of two hours for
travelling time at the penalty rate of time and a half, the remainder
of the travelling time is considered to be the staff members
contribution.
PROCESS
:
Staff attending training courses in Perth are to record the travelling
time on their time sheets to record the penalty due them as per the
policy.
HEAD OF POWER
:
Local Government Act 1995 2.7 (2) (b)
Local Government Industry Award 2010 (LGIA)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC19
DESCRIPTION
VOLUNTARY WORKS/TASKS -EQUIPMENT
COUNCIL RESOLUTION
487/98
DATE
15/05/98
PREAMBLE:
:
Council is thankful for the work undertaken by volunteers on behalf
of the community and wishes to encourage the continued support
of volunteers.
OBJECTIVE
:
To provide some security to volunteers in having them insured whilst
doing volunteer work, and to show support by providing plant and
equipment as required.
POLICY
:
All voluntary organisations are required to provide the Chief
Executive Officer a list of members and tasks to be undertaken to
ensure that the members of the organisation are adequately
covered by insurance when undertaking voluntary tasks and/or acts
within the Shire of Dardanup.
Works requiring registered or qualified tradespeople to undertake
these works, must be carried out by the appropriately qualified and
registered tradespeople.
Delegation – Voluntary Workers/Tasks/Equipment
THAT the Chief Executive Officer be authorised to approve, on
behalf of Council, the list of members within an organisation and the
tasks and/or acts to be undertaken by the organisation with respect
to the above policy. The authority includes the use of Council plant
and equipment as necessary or required, providing the volunteers
have received training in the use of the plant or equipment
PROCESS
:
The volunteer organization is to provide the list of volunteers and the
details of works proposed to the CEO prior to the project
commencing. The advice is to include start and finish dates.
HEAD OF POWER
:
Local Government Act 1995 2.7 (2) (b)
Local Government Insurance – Volunteer Risk
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC20
DESCRIPTION
COUNCIL CHAMBERS DESK, CHAIRS, TABLE
COUNCIL RESOLUTION
698/98
DATE
24/07/98
PREAMBLE:
:
As Council resolved to move the main administration to Eaton,
Council decided to place antique style boardroom tables and
chairs in the Dardanup office.
To assist with the financing of this venture the pieces were advertised
for members of the community to pay a price to have ownership of
a piece, with the furniture to stay in place until Council decided
otherwise.
OBJECTIVE
:
To secure the ownership details of the furniture at the Dardanup
office meeting room.
POLICY
:
PART ONE
That the Jarrah Boardroom table, desk and 14 floral
upholstered chairs be clearly identified as being donated by
members of the community by a plaque fixed to the item.
Each plaque to clearly state the name of the sponsor.
PART TWO
That the identified items of furniture remain in the Dardanup
office of the Shire of Dardanup.
PART THREE
That if in the event that a future Council wishes to replace the
identified Boardroom table, desk and chairs that the items be
first offered to be handed over to the sponsor family as
identified on the plaque.
PROCESS
:
The names have been recorded on the furniture pieces and the
details are recorded in the official contracts register held in the
strong room at the Eaton Administration Centre.
If Council resolves to replace the aforementioned furniture, the CEO
is to write to the owners and advise them that the furniture held in
their name is to be removed by them.
HEAD OF POWER
:
Local Government Act 1995 2.7 (2) (b)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC21
DESCRIPTION
CASUAL HIRERS LIABILITY INSURANCE
COUNCIL RESOLUTION
571/98
DATE
12/06/98
PREAMBLE:
:
Local Government Insurance Services advise WA that the following
situation exists with respect to hire of buildings/facilities to other
parties.
Unincorporated Bodies - As Council now has in place a ‘Casual
Hirers Liability Policy’ the Council and the hirer are indemnified
against bodily injury and/or property damage.
Incorporated Bodies - The brokers advise that as these bodies are
legal entities in their own right they are required to carry their own
public liability insurance.
This being so, It may well be the case that if the incorporated bodies
do not have public liability cover then the Council could be subject
to claims for damages and the following was made policy: -
OBJECTIVE
:
To provide security for users of Council halls and facilities.
POLICY
:
Insurance – Incorporated Bodies
That any incorporated body that wishes to hire or use a Council
facility must provide detail of insurance cover that will indemnify
Council against any possible insurance claim as a result of that use
or hire.
Insurance – Unincorporated Bodies
That any unincorporated body that wishes to hire or use a Council
facility in excess of ten times per annum, must provide detail of
insurance cover that will indemnify Council against any possible
insurance claim as a result of that use or hire.
PROCESS
:
Persons and groups wishing to hire Council halls and facilities are to
make application to Council on the designated application form.
Applications are to be assessed by the CEO and officers delegated
by the CEO.
HEAD OF POWER
:
Local Government Act 1995 2.7 (2) (b)
Municipal Insurance Services
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC22
DESCRIPTION
LONG SERVICE LEAVE
COUNCIL RESOLUTION
410/03
DATE
22/10/2003
PREAMBLE:
:
Local Government Employees are entitled to 13 weeks long service
leave after completion of ten years continuous service.
Employees may wish to defer taking leave depending upon their
individual circumstances.
OBJECTIVE
:
To provide, by agreement between the Council and the employee,
a process for the deferment of long service.
POLICY
:
That approvals for deferment of Long Service Leave be subject to a
minimum of one month being taken annually and deferment being
for no more than two years.
PROCESS
:
To defer long service leave the employee is to apply to the CEO in
writing not more than 6 months before and no more than 6 months
after the long service leave is due.
The CEO is to refer the application to Council for approval.
HEAD OF POWER
:
Local Government (Long Service Leave) Regulations 7
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC23
DESCRIPTION
TOURISM POLICY
COUNCIL RESOLUTION
057/00
DATE
09/02/2000 updated -
PREAMBLE:
:
This policy is to be read in conjunction with the document "An
Overview of Activity and Strategic Opportunities for Tourism in the
Shire of Dardanup.
OBJECTIVE
:
a)
To recognise tourism as a social and economic force and as
a potential major employer within the Council’s area.
b)
To foster and create a community awareness of the benefits
of tourism within the Council’s area.
c)
To promote the name "Ferguson Valley" as a marketing
identifier and use of the Ferguson Valley Logos where
appropriate.
d)
To ensure that Council will guide and influence the
development of tourism in the Council area.
e)
To provide the basic facilities and infrastructure sufficient to
encourage development.
f)
To ensure that facilities within the area are adequate to cater
for visitors and residents.
POLICY
:
GUIDELINES
1.
Council will work closely with the South West Regional Tourism
Commission, Western Australian Tourism Commission,
Ferguson Valley Marketing & Promotions (Inc.) and other
relevant Tourism and Government Departments, in all
aspects of tourist development.
2.
Council will endeavour to provide an adequate annual
budget allocation for tourism expenditure.
3.
Council will endeavour to assist (financially and by other
means) tourist organisations or events which have the
potential to develop tourism in the South West, subject to
annual budget submissions.
4.
In the formulations of its planning regulations, Council will
have regard to the requirements of tourism development.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
5.
Council, in its review of planning instruments, ie. Strategic
Plans, Town Plans and Development Plans, will take into
consideration policies on tourism and other leisure related
issues.
6.
In the preparation of local laws and regulations, Council will
have regard to their impact on tourism and the balanced
development of the Council’s area.
7.
Council will encourage tourism product development and
investment throughout the area and will facilitate the
development application process.
8.
Council will demand a high standard of design and
aesthetics in all forms of tourist development.
19.
Council will consider the welfare of the whole community
when supporting tourism development and the provision of
facilities.
10.
When considering tourism developments, Council will
consider the social, cultural, economic and environmental
impact of the proposal within the area.
11.
Council will ensure that where sensitive environmental historic
or cultural areas exist, these areas will be adequately
protected in relation to development or usage.
12.
Council will support the provision of facilities sufficient to cater
for destination and day trip visitors to appropriate areas
within its boundaries.
13.
Council will assist in seeking financial involvement from other
sources wherever possible in the provision of tourist facilities.
14.
Council will encourage the landscaping of residential and
commercial centres within Council’s area.
15.
Council will, where practicable support the establishment of
National Parks, enhancement of specific natural features,
conservation areas of outstanding beauty, and recognise
items of heritage significance.
PROCESS
:
Outlined within the policy.
HEAD OF POWER
:
Local Government Act 1995 6.2 and Financial Regulations 1996 11.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC24
DESCRIPTION
LEGAL REPRESENTATION - COSTS INDEMNIFICATION
COUNCIL RESOLUTION
594/00
DATE
22/11/2000
PREAMBLE:
:
This policy is designed to protect the interests of Council members
and employees (including past members and former employees)
where they become involved in civil legal proceedings because of
their official functions. In most situations the local government may
assist the individual in meeting reasonable expenses and any
liabilities incurred in relation to those proceedings.
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 district. This policy applies in that respect.
OBJECTIVE
:
a)
Any amount recovered by a member or employee in
proceedings, whether for costs or damages, will be off set
against any moneys paid or payable by the local
government.
b)
Assistance will be withdrawn where the Council determines,
upon legal advice, that a person has acted unreasonably, illegally,
dishonestly, against the interests of the local government or
otherwise in bad faith; or where information from the person is shown
to have been false or misleading.
c)
POLICY
:
Where assistance is so withdrawn, the person who obtained
financial support is to repay any moneys already provided.
The local government may take action to recover any such
moneys in a court of competent jurisdiction.
General Principles
a)
The local government may provide financial assistance to
members and employees in connection with the
performance of their duties provided that the member or
employee has acted reasonably and has not acted illegally,
dishonestly, against the interests of the local government or
otherwise in bad faith.
b)
The local government may provide such assistance in the
following types of legal proceedings:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
i)
proceedings brought by members and employees to
enable them to carry out their local government
functions (eg where a member or employee seeks a
restraining order against a person using threatening
behaviour);
ii)
proceedings brought against members or employees
[this could be in relation to a decision of Council or an
employee which aggrieves another person (eg refusing
a development application) or where the conduct of a
member or employee in carrying out his or her functions
is considered detrimental to the person (eg defending
defamation actions)]; and
iii)
c)
statutory or other inquiries where representation of
members or employees is justified.
The local government will not support any defamation actions
seeking the payment of damages for individual members or
employees in regard to comments or criticisms levelled at their
conduct in their respective roles. Members or employees are
not precluded, however, from taking their own private action.
Further, the local government may seek its own advice on any
aspect relating to such comments and criticisms of relevance to
it.
d) The legal services the subject of assistance under this policy will
usually be provided by the local government's solicitors. Where
this is not appropriate for practical reasons or because of a
conflict of interest then the service may be provided by other
solicitors approved by the local government.
3.0
Applications for Financial Assistance
a)
Subject to item (e), decisions as to financial assistance under
this policy are to be made by the Council.
b)
A member or employee requesting financial support for legal
services under this policy is to make an application in writing,
where possible in advance, to the Council providing full
details of the circumstances of the matter and the legal
services required.
c)
An application to the Council is to be accompanied by an
assessment of the request and with a recommendation
which has been prepared by, or on behalf of, the
Chief Executive Officer (CEO).
d)
A member or employee requesting financial support for legal
services, or any other person who might have a financial
interest in the matter, should take care to ensure compliance
with the financial interest provisions of the Local Government
Act 1995.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
e)
Where there is a need for the provision of urgent legal
services before an application can be considered by
Council, the CEO may give an authorisation to the value of
$5000 provided that the power to make such an
authorisation has been delegated to the CEO in writing
under section 5.42 of the Local Government Act 1995.
f)
Where it is the CEO who is seeking urgent financial support for
legal services the Council shall deal with the application.
4.0
Repayment of Assistance
a)
Any amount recovered by a member or employee in
proceedings, whether for costs or damages, will be off set
against any moneys paid or payable by the local
government.
b)
Assistance will be withdrawn where the Council determines,
upon legal advice, that a person has acted unreasonably,
illegally, dishonestly, against the interests of the local
government or otherwise in bad faith; or where information
from the person is shown to have been false or misleading.
c)
Where assistance is so withdrawn, the person who obtained
financial support is to repay any moneys already provided.
The local government may take action to recover any such
moneys in a court of competent jurisdiction.
PROCESS
:
Applications for financial support to the Council are to be
accompanied by an assessment of the request along with a
recommendation which has been prepared by, or on behalf of, the
Chief Executive Officer (CEO).
HEAD OF POWER
:
Shire of Dardanup
Local Government Act 1995 Financial Provisions, Section 5.42
DATE REVIEWED
:
Ordinary Meeting of Council held - 11/03/2009
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC25
DESCRIPTION
STAFF SEEKING SECONDARY EMPLOYMENT
COUNCIL RESOLUTION
489/01
DATE
7/11/2001
PREAMBLE:
:
Staff wishing to engage in employment outside their official duties,
must obtain prior permission from the Chief Executive Officer via the
‘Secondary
Employment
–
Application
Form’
prior
to
commencement of secondary employment.
OBJECTIVE
:
To allow staff to make application for secondary employment which
will not interfere with or prejudice their employment with Council.
POLICY
:
Staff that are approved to engage in Secondary Employment by this
Policy are to acknowledge that their first duty is to the Shire of
Dardanup and they are not to be engaged in providing their
service/expertise to clients that will require a decision of the
Dardanup Shire Council either by a Council resolution, delegated
authority or Council policy.
•
•
•
Staff shall not engage in secondary employment, which
might be detrimental to their performance of official duties.
Secondary employment should not affect their efficiency or
performance;
Should be wholly in the staff members private time; and
If in the course of their official duties, they have access to confidential
information not available to the public, they will not be permitted to
engage in any secondary employment to which this information
might be relevant.
Should the Shire/management resolve to change the spread of hours
of the officer then the Shire of Dardanup as principal employer takes
priority. Secondary Employment Form Attached as Appendices
PROCESS
:
Staff member is to complete the Secondary Employment –
Application Form and submit it to the Chief Executive Officer for
consideration.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Appendices to Policy EXEC25:-
SECONDARY EMPLOYEMENT – APPLICATION FORM
This form is to be used as an Assessment Application for employees who undertake
employment or businesslike activities outside their employment by the Shire of Dardanup. This
may or may not involve remuneration.
As you are aware, the Chief Executive Officer is responsible for the employment,
management, supervision and direction of all staff employed by the Shire. Approval by the
Chief Executive Officer is required for employees to undertake activities of this nature.
The Shire of Dardanup as your employer is entitled to your exclusive service during the usual
hours associated with your employment. In addition, as a condition of employment, the Shire
reserves the right to consider whether certain activities beyond your employment may
impact upon the proper conduct of your duties and responsibilities.
Staff that are approved to engage in Secondary Employment by this Policy are to
acknowledge that their first duty is to the Shire of Dardanup and they are not to be engaged
in providing their service/expertise to clients that will require a decision of the Dardanup Shire
Council either by a Council resolution, delegated authority or Council policy.
This form is for your self-assessment of any such activity you may be involved with, or may be
proposing.
You should complete the self-assessment (see reverse) and submit it to your Manager.
Any approval may be conditional and subject to review should circumstances alter.
Name:
Manager:
Secondary Position:
Main Duties:
(for more than one position complete a separate application)
Location within Shire of Dardanup
other 
Signed
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Location
Date
SHIRE OF DARDANUP – POLICY MANUAL
SECONDARY EMPLOYEMENT
APPLICANT’S ASSESSMENT FORM
The purpose of this checklist is to help assess –


Whether the activity will interfere with the officer’s prime employment with the Shire of
Dardanup
Whether there is any conflict or potential conflict between the officer’s duties and the
proposed activity.
The following questions are to be answered by ticking the appropriate box and then
forwarding the form to your Manager.
Question to Employee
Is the activity in the field of:
Profession
Investments
Similar to role with Council
Other work
Business Activity
Entertainment
Sport
Arts
Is the activity lawful?
Is the activity a conflict of interest with your employment?
Does it have a potential to create such a conflict?
Does the activity require approval of other staff within the
organisation? If yes;
Once only
Occasionally
Regularly
Will undertaking this activity be likely to create an adverse
perception within the community?
Will undertaking this activity place any potential liability on the
Shire of Dardanup?
Will the Shire continue to have your services as required?
Will these other duties detract from your present duties?
In carrying out these other duties will you be prepared to inform
your superior if the situation changes?
Employee
Manager
CEO
























Y
Y
Y
Y
N
N
N
N
Y
Y
Y
Y
N
N
N
N
Y
Y
Y
Y
N
N
N
N









Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Y N
Manager
Y N
Y N
Y N
Initials
Note: If there are any other comments you wish to add to this application, please do so.
These may include involvement in voluntary work, which may affect the community.
Please attach extra pages if required.
The Shire as your employer is entitled to your exclusive service during the usual hours
associated with your employment. This approval may be subject to review should
circumstances alter.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Approved :
(Chief Executive Officer)
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Date:
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC26
DESCRIPTION
EMPLOYEE TELEPHONE PRIVATE RESIDENCE POLICY
COUNCIL RESOLUTION
053/00
DATE
09/02/2000 updated - 15/05/98
PREAMBLE:
:
To ensure a continued high level of customer service and availability
to electors of officers outside of normal office hours, Council meets
the rental and a percentage of call charges for these specified
officers.
OBJECTIVE
:
The Shire of Dardanup recognises that officers of Council are
required to make and receive telephone calls after hours. This policy
identifies the Shire of Dardanup contribution toward the cost of
installation, rental and call costs as it applies to various employee
positions.
POLICY
:
1)
INSTALLATION
Where it is a requirement for an employee of the Shire of Dardanup
to receive and make telephone calls after normal working hours, the
cost of installation of one telephone service at their place of
residence will be paid by the Council, this is a once only cost during
the term of employment.
Where an employee changes their place of residence whilst still an
employee of Council, the cost of installing the telephone service at
the new residence shall be at the employees cost.
2)
RENTAL
Where it is a requirement for an employee of the Shire of Dardanup
to make and receive telephone calls after normal working hours, the
cost of rental of one telephone service over the period is to be paid
by Council, including linking to Telstra Message Bank.
3)
CALLS
Where this policy applies to employees of the Shire of Dardanup, the
Council shall pay the following percentage of the cost of calls
made, as they apply for the following positions:
Position
CEO
Directors
Principal Works Supervisor
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Percentage Paid
66.66%
66.66%
33.33%
SHIRE OF DARDANUP – POLICY MANUAL
4)
CONTRACTS
Where Council and the employee undertake to negotiate a
contract of employment, the contract may incorporate an
agreement between parties to the contract that differs from the
Council in relation to telephones.
5)
PAYMENT
a)
Telephone in the name of Shire of Dardanup
Where the telephone is registered in the name of the Shire of
Dardanup, the Council will pay telephone accounts in total by the
due date and invoice the employee for their costs as per the policy.
The invoice to include a copy of the itemised account from the
service provider.
b)
Telephone in Employee Name
In circumstances where the telephone is registered in the
employee’s name, the employee is to pay the account by the due
date and submit to Council a claim for the amounts to be paid by
Council as per the policy, the claim to include a receipted copy of
the itemised account.
6)
MOBILE TELEPHONES
Where the Council supplies a mobile telephone for the employees
business use the Council will pay for all calls and associated costs.
The Chief Executive Officer is to monitor mobile phone itemised
accounts on a regular basis. Where it is evident that there is
excessive personal use of the phone, the Chief Executive Officer is
delegated authority to invoice the employee for the identified
personal use at the Chief Executive Officer’s discretion and direct
that the personal use be significantly reduced.
PROCESS
:
The original telephone account must be presented by the officer for
authorisation and reimbursement of rental charges and percentage
of calls.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC27
DESCRIPTION
ANNUAL GENERAL MEETING OF ELECTORS
COUNCIL RESOLUTION
055/00
DATE
09/02/2000
PREAMBLE:
:
In accordance with the Local Government Act 1995, a general
meeting of the electors of a district is to be held once every financial
year.
OBJECTIVE
:
The Annual General Meeting of Electors is to be held following an
Ordinary Meeting of Council.
POLICY
:
Annual General Meeting of Electors are to be held at the
appropriate time coinciding with an Ordinary meeting of Council.
PROCESS
:
The meeting is held within 56 days of the local government
accepting its annual report for the previous financial year.
The meeting is provided with copies of the annual report which
includes the audited financial statement and audit report for the
previous financial year, and minutes of the previous year’s meeting.
Other matters to be discussed at the general electors meeting are to
be those prescribed.
Should the business of the Ordinary meeting of council being held
prior to the Annual General Meeting of electors, not be completed
by the advertised start time, the presiding member is to adjourn the
Ordinary meeting to enable the annual meeting to commence on
time, with the Ordinary meeting resuming following the close of the
annual meeting.
HEAD OF POWER
:
Local Government Act 1995 – Section 5.27
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC28
DESCRIPTION
CHILD CARE FEES – ELECTED MEMBERS
COUNCIL RESOLUTION
327/07
DATE
08/11/2007
PREAMBLE:
:
Under the Local Government Act 1995, Councillors with children are
allowed to claim professional child care fees, where meetings are
scheduled that require their children to be put into child care so that
they can attend a meeting.
OBJECTIVE
:
To ensure that Councillors are not out of pocket by having to pay for
professional child care so that they can attend a Council or
committee meeting.
POLICY
:
In accordance with the Local Government Act, 1995, Council allow
for elected members to be reimbursed for child care costs incurred
whilst they are in attendance at a Council meeting or a meeting of
a Committee of which he/she is a member on the following basis:
a)
child carer not be close relative of the member, being for
example husband, wife, grandparent;
b)
reimbursement to be only paid on production of a receipt of
cost incurred; and
c)
maximum amount reimbursed is to be $20 per hour total.
PROCESS
:
A Councillor can claim for child care as part of their quarterly fees,
the receipt showing the fees paid for the Councillors children
showing the date and if possible the time that they were in child
care shall be attached to the quarterly return, the Councillor should
note which meeting it refers too. The fees paid will be reimbursed up
to a maximum of $20.00 per hour with the other fees claimed.
HEAD OF POWER
:
Local Government Act 1995 – Section 5.98
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC29
DESCRIPTION
COMPLAINTS HANDLING
COUNCIL RESOLUTION
24/13
DATE
13/02/2013
PREAMBLE:
:
A formal complaints handling procedure has been implemented to
ensure all complaints are treated with the same amount of respect
and diligence, and that complainants receive prompt action and
formal response.
OBJECTIVE
:
To ensure the Shire of Dardanup continues to provide a high level of
customer service, and in those instances where a complaint is
received ensure it is acted upon and procedures put in place where
possible to ensure that complaints of a similar nature do not reoccur.
To establish a framework for how the Shire of Dardanup will respond
to a customer who is dissatisfied with a process or service offered or
provided by the Council.
POLICY
:
The Council:
•
Welcomes complaints as a form of feedback that will
ultimately identify service improvement opportunities.
•
Values integrity, responsible management, fairness and
equity, and will continue to strive to maintain the highest
standards in its dealing with its customers while meeting the
needs of the community.
•
Is committed to identifying, investigating and where possible
resolving complaints and grievances.
•
Recognises the importance of transparency in decision
making and the need to provide a fair and objective
procedure for the review of all decisions and service
provisions.
These principles are of utmost importance in the Council’s
endeavours to retain the trust, confidence and support of its
community.
Customers have a right to expect that principles of economy,
efficiency, effectiveness, fairness impartiality and responsiveness will
underpin Council service delivery.
This policy does not apply to complaints involving the following
issues:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
Conflicts of interest - refer to Code of Conduct.
•
Code of Conduct complaints against an Elected Member –
refer Code of Conduct for Elected Members.
•
Access to information - Freedom of Information (FOI).
•
Internal Council employee complaints.
•
Relate to a matter before a Court, Tribunal.
This policy applies to complaints in relation to service provision and
delivery received by Council from customers and any other external
organisation or person.
The Shire of Dardanup:
•
Views its management of complaints as an important
component of continuously improving the service offered to
customers.
•
Is committed to identifying, investigating and resolving issues
whether these arise as service requests, suggestions or
complaints.
•
Recognises the importance of transparency in decision
making and the need to provide a fair and objective
procedure for the resolution of all complaints.
•
In resolving ongoing customer concerns or complaints is
conscious of not over committing resources and funds to the
detriment of the community at large.
•
Is committed to tracking the progress of complaint handling
within the organisation and reporting this on a regular basis.
This Policy aims to ensure:
•
Improved customer service through consistent, effective
management of complaints.
•
Complaints are resolved in a timely manner.
o All complaints will be acknowledged within 5 working
days.
o When a resolution cannot occur within 10 working
days a response will be delivered to the customer
outlining time frames set by the staff member
responsible for resolving the complaint.
•
That the complainant understands what Council can and
cannot do and, will and will not do.
•
That the Council’s limited resources are not utilised on
malicious, frivolous, unreasonable, persistent or vexatious
complaints.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
That the complainant is informed of the role of Elected
Members in relation to decision making.
•
That Council will use its complaint received to assist with its
continuous improvement across the organisation.
•
Complaints will be recorded in Councils Electronic Records
and Document Management System to enable tracking and
effective response.
•
Decision making processes in relation to complaints will be
equitable, transparent and accountable.
In line with its values, the Shire of Dardanup will provide a complaints
handling procedure which:
DEFINITIONS
:
•
Demonstrates everyone will be treated with dignity and
respect.
•
Ensures all of the community is listened to and will be dealt
with equally.
•
Encourages staff to be positive and take responsibility for their
role in the complaint handling process.
For the purposes of this policy the following definitions apply: Shire of Dardanup – the organisation.
Chief Executive Officer – refers to the Chief Executive Officer
(including their delegate) of the Shire of Dardanup, or an Acting
Chief Executive Officer of the Shire of Dardanup (including their
delegate).
Complaint is when a customer:
•
•
•
Expresses dissatisfaction with the Council’s decisions, policies,
procedures, charges, employees, agents or the quality of the
services it provides.
Considers the Council has failed to act on a request for
service within an accepted timeframe.
Considers the conduct of a Staff member has been
unsatisfactory.
Complaint Resolution – a complaint is resolved when a customer is
satisfied that the Council has made its best attempt to fix the
problem. It is possible they may not be completely satisfied with the
outcome but they are prepared to accept it and not to escalate the
complaint any further.
Customer - ratepayer, resident, visitor or business.
Frivolous – a complaint that lacks substance or merit.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Malicious – someone who is motivated by wrongful, vicious, or
mischievous purposes.
Persistent – Someone who is refusing to give up or let go and/or is
obstinate and/or insistently repetitive or continuous
Request for Information – when Council receives a request for
information regarding services.
Request for Service – a customer requests the provision of service or
for some action to be taken to address a problem, or a request for a
change to the way the Shire of Dardanup delivers a service. If a
service is not dealt with appropriately it may then become a
complaint.
Review of a Council Decision – when a customer seeks a review of a
decision made by the Council, an employee of the Council or
persons acting on behalf of the Council. These are dealt with in
Council’s “Internal Review of Council Decisions Policy”
Unreasonable complainant conduct – unreasonable conduct by
complainants, which goes beyond normal situational stress
associated with the complainant behaviour.
Unreasonable
complaint conduct is discussed in greater detail within this Policy.
Vexatious – when a complaint is considered to harass, annoy, delay
or cause detriment or trouble. A complaint can also be considered
vexatious where the complaint is without foundations and cannot
possibly succeed, or where the complaint lacks reasonable grounds
for lodging the complaint, or possesses insufficient direct interest in
the issue complained about.
PROCESS
:
Lodging Complaints
Complaints may be lodged with Council in the following ways:
•
In writing including by letter, email, facsimile or via web
www.dardanup.wa.gov.au
On receiving a complaint staff must distinguish between a request
for service, complaint or formal review of a decision.
Where a
customer is requesting a service and there is no prior indication of
failure to provide that service to the customer, the request will be
managed via the Council’s customer request process.
Where a complaint is lodged with an Elected Member the member
should direct the complaint in the first instance to the Chief
Executive Officer.
Anonymous Complaints
If the complaint is anonymous the complaint will be dealt with in a
similar manner to any other complaint.
If the matter is not considered serious or there is insufficient
information in the complaint to enable the investigation to be
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
conducted, the complaint may not be investigated, nor will we be
able to advise the complainant of the outcome.
Recording of Complaints
All complaints will be recorded and managed in Council’s Electronic
Records Management system. Procedures will be developed to
provide guidance to staff to ensure that these records can be
tracked and that all similar types of complaints are dealt with in a
consistent manner.
Once a complaint has been lodged, the Council will acknowledge
receipt of the complaint and the complainant will be notified of the
appropriate time frame within which an investigation will be
undertaken and a determination made to resolve the complaint.
Confidentiality
Council will ensure that confidentiality is maintained where
appropriate and care will be taken to ensure that the complainant
will not experience any form of victimisation or retribution as a result
of the complaint.
Where the complaint relates to the conduct or behaviour of an
individual staff member this will be handled by the relevant Director
and will be dealt with in accordance with the Shire of Dardanup
Code of Conduct.
Grievances that relate to an individual Councillor will be handled by
the Chief Executive Officer and will be dealt with in accordance of
the Shire of Dardanup Code of Conduct.
Formal Complaints of a Serious Nature
All formal complaints alleging maladministration, serious and
substantial waste of public money, corrupt conduct or pecuniary
interest are to be referred directly to the CEO. The Chief Executive
Officer will refer such complaints to the appropriate office.
Unreasonable Complaints
Occasionally complainants may not accept Council’s determination
or response to their complaint and engage in unreasonable
complainant conduct. This conduct is defined as:
•
Using unreasonable persistence by persisting with a
complaint even though it has been comprehensively
considered by the Council, and even where all avenues of
internal review have been exhausted by showing an inability
to accept the final decision.
•
Using unreasonable demands by insisting on outcomes that
are unattainable, (e.g. demanding outcomes that are
beyond a Council’s power to deliver, demanding
unreasonable outcomes, wanting to turn back time,
unreasonable prosecution of individuals). By insisting on a
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
‘moral’ outcome, (e.g. Justice in the community interest,
when really a personal interest is at stake) and demanding
an apology and/or compensation when no reasonable basis
for expecting such an outcome exists.
•
Using unreasonable lack of cooperation by presenting a
large quantity of information which is not organised, sorted,
classified or summarised, where the complainant is clearly
capable of doing this. By displaying unhelpful behaviours,
(e.g. withholding information, dishonesty, misquoting others,
swamping Council with documents).
•
Using unreasonable arguments by holding irrational beliefs,
holding what is clearly a conspiracy theory unsupported by
any evidence. By insisting that a particular solution is the only
correct one in the face of valid contrary or alternative
arguments.
•
Using unreasonable behaviours by displaying confrontational
behaviour, including rudeness, aggression, threats by phone
calls, in person or via letters/emails.
•
Where the complaint is about something that is beyond
Council’s jurisdiction or outside of Council’s control.
Managing Malicious, Frivolous, Persistent and Vexatious Complaints
All complaints received by Council will be treated with the utmost
seriousness. If following investigation, the Chief Executive Officer
determines a complainant to be malicious, frivolous, unreasonable,
persistent or vexatious, Council will take into consideration the
following action:
•
Such a determination must take into account any previously
similar complaints from the complainant, the response and
outcome to the previous complaints, the resources required
to address the complaint to ensure that it is not an
unreasonable diversion of public resources and that the
principles of equity and procedural fairness have been taken
into account.
•
A decision to take no further action on the complaint will be
made by a Director or the CEO, and the complainant will be
informed in writing that no evidence was found to support
the allegations or the allegations have been previously
addressed.
•
Council has determined that the complainants conduct is
unreasonable and Council refuses to communicate with the
complainant further on the matter.
•
A decision to take no further action on the complaint may be
made by a Director or the Chief Executive Officer and the
complainant will be informed in writing.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Limiting Contact Between the Council and members of the public
The Council is entitled to expect that members of the public who
have a complaint will behave in an acceptable manner. In certain
circumstances it is appropriate and legitimate for the Council to
place limits on the type of services that will be made available to
complainants whose behaviour goes beyond acceptable limits.
The Council may impose limits on the times and days that
correspondence be accepted from a complainant, or may request
all complaints and communications be provided in writing.
Where limitations on contact with a complainant are imposed, the
Council will inform the complainant in writing, specifying the limits,
and the reasons for their impositions. Before imposing the limits
Council may try alternatives, such as determining whether a different
and more senior office is able to deal with the complainant.
Imposing limitations may also be appropriate where a complainant
continually includes substantial inappropriate, offensive, threatening
or abusive content in their complaint and communication.
The Council is aware of the legitimate right of members of the public
to access Council information under the Freedom of Information Act
1991. Any limits will not impede these statutory rights.
Not replying to Correspondence
Where following an appropriate written response to a complainant,
the Council receives further complaints that detail the same or
substantially similar matters to those received previously, the Staff or
Elected Member is entitled to inform the complainant that the
Council will not provide a substantive response to the current matter,
or similar complaints.
This approach provides the complainant with the opportunity to
reframe the complaint if the similarities were unintentional.
Terminating Phone Calls
In some instances it may be appropriate for Staff or elected Member
to inform the complainant that they will no longer deal with their
complaints over the telephone, and terminate the call. This will only
be done in exceptional circumstances.
Where a complainant repeatedly telephones a Staff or Elected
Member, or employs insulting, threatening or abusive language, they
will be asked to limit their communications to written
correspondence with a nominated senior officer.
This will be
communicated to the complainant in writing.
Limiting Face to Face Contact
Where a complainant is making the same or a substantially similar
complaint to numerous Staff or Elected Members in person, it is
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
appropriate for Council to nominate a particular officer to deal with
the complaints.
The Council will notify the complainant in writing of the name and
contact details of the officer who will respond to complaints, and
specify that no other officer will respond to complaints made by the
complainant.
Declining to Further Investigate Complaints
Where:
•
A thorough examination of a complaint has occurred.
•
The complainant remains dissatisfied with the outcome of the
complaint and demands further review.
Council will consider placing limits on further communications with
the complainant.
This action will only be taken as a last resort with the decision taken
by the Chief Executive Officer or his representative after all other
avenues have been exhausted, and where the complainant is
making unacceptable demands on the Council’s complaint
handling process.
Limits could include: •
Declining to respond to any further communications unless
they are in writing.
•
Informing the complainant that any further complaints will be
filed by the Council with or without acknowledgement unless
it includes significant new information or new issues which in
the opinion of Council warrant action.
•
Informing the complainant that the complaint will be referred
to the Ombudsman (or other external agency) for action.
If it appears to the Council that the complainant is deliberately
providing information in a selective manner, the Council will request
the complainant to immediately pass on all relevant information to
the Council. The Council may advise the complainant that if further
material is provided, the Council will require satisfactory explanation
as to why it was not provided earlier, before it will give consideration
to the material.
Seeking Legal Advice
In some instances it may be appropriate for staff to seek legal
advice with respect to the implications of a suspected malicious,
frivolous, unreasonable, persistent or vexatious complaint. A decision
to seek legal advice will be taken by the Chief Executive Officer or
his representative.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Where a complaint relates to a particular member of Staff,
consideration will be given to making advice available to the
employee on request.
Where a particular member of Staff or Elected Member of the
Council believes that a complaint may have impugned their
professional reputation, they may seek their own legal advice in
relation to what private action that may take.
Supporting Staff and Elected Members
The Council has certain obligations under Occupational Health,
Safety and Welfare legislation to provide a safe working
environment. Council is mindful of the stress that dealing with
difficult complainants can place on Staff and Elected Members.
Management will always provide support to junior Staff when
dealing with difficult complainants, and ensure appropriate
customer service policies are in place.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 13/02/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC30
DESCRIPTION
DISTRIBUTION
OF
COUNCILLORS
COUNCIL RESOLUTION
073/98
DATE
23/01/1998
AGENDAS
AND
MINUTES
TO
PREAMBLE:
:
Formalise procedures for the timely delivery of Agenda’s and
Minutes to Councillors.
OBJECTIVE
:
To ensure Councillors receive copies of Ordinary Council Meeting
Minutes and Agenda’s as soon as they ready, so as to ensure that
Councillors have the most up to date information.
POLICY
:
i)
Ordinary Council meeting, Minutes of all Council meetings
are to be mailed or delivered to elected members as soon as
they have been prepared and cleared by the Chief
Executive Officer.
ii)
The Agenda for subsequent meetings not include a copy of
the previous meeting’s minutes, having previously been
forwarded.
iii)
Elected members be responsible for bringing the minutes of
the previous meeting with them to the meeting at which they
are to be confirmed.
iv)
Once the Minutes have been have been completed and
distributed to Councillors, a copy is to be posted on Councils
website.
PROCESS
:
Minutes and Agendas of all Council meetings are to be mailed or
delivered to elected members as soon as they have been prepared
and cleared by the Chief Executive Officer no later than Friday prior
to the next Council meeting.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC31
DESCRIPTION
PRE-EMPLOYMENT MEDICALS
COUNCIL RESOLUTION
331/04
DATE
24/08/2004
PREAMBLE:
:
Prospective employees that will carry out duties of a sedentary
nature will not be required to undertake a pre-employment medical,
but will fill be required to fill out a Medical Declaration Form.
Prospective employees that will carry out duties that are of a nonsedentary nature will be required to undertake a pre-employment
medical to ensure they are physically able to perform the duties that
they are to undertake.
OBJECTIVE
:
To ensure that persons being considered for employment at the Shire
of Dardanup are physically able to perform the duties of the position
and that due diligence and a duty of care has been exercised when
employing personnel.
POLICY
:
All offers of employment, whether permanent, temporary or casual,
with the Shire of Dardanup, will be subject to the applicant
satisfactorily completing a Medical Declaration Form Or a preemployment Medical Examination conducted [wherever reasonably
possible] by Councils nominated medical practitioner.
PROCESS
:
The Chief Executive Officer will identify if the prospective employee’s
position is of a sedentary or non-sedentary nature.
SEDENTARY POSITIONS
1.
The preferred candidate will be requested to complete a
Medical Declaration Form detailing their medical fitness. The
form require the employee to disclose any injury, illness or
disability that is likely to prevent them from carrying out the
duties of the position.
2.
Completed Medical Declaration Forms to be reviewed by
the Chief Executive Officer. If the employee records an injury
or illness that may put them at risk, the Chief Executive Officer
may direct the prospective employee to have a Preemployment medical carried out in line with requirements of
Non Sedentary positions.
NON SEDENTARY POSITIONS
1.
The preferred candidate will be requested to complete a
Pre-Employment Medical Examination with a registered
Medical Practitioner of the Shire of Dardanup’s choice.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
2.
Such examination will be carried out at the Shire’s expense,
by Council’s preferred supplier for Pre-Employment Medical
Examinations, however, an alternative doctor or surgery may
be nominated by the Shire of Dardanup.
Prospective
employees can make application to have their preemployment medical carried out by their own General
Practitioner if required.
3.
Human Resources will provide the medical practitioner with:
•
a copy of the Position Description to assist the medical
assessment of the applicant’s physical capabilities in
relation to the physical requirements of the position;
•
a Pre-Placement Medical Report Form, which includes
medical history details provided by the applicant;
•
Instructions to return the medical report and account to
the Chief Executive Officer.
4.
If, in the opinion of the medical practitioner, the applicant is
considered fit for employment, and all other selection
processes have been satisfactorily completed, Chief
Executive Officer will continue with the formal offer of
employment to the applicant in accordance with
established procedure.
5.
If, in the opinion of the medical practitioner, the applicant is
considered to be unfit, the Chief Executive Officer will notify
the applicant verbally and in writing that, based on medical
opinion, the formal offer of employment has been withdrawn
and the applicant has the option to:
6.
7.
(a)
obtain full details of the examination through their own
medical practitioner; and/or
(b)
make application to Council’s Freedom of Information
Officer to obtain specific details of why he/she is
considered unfit.
An applicant will only be rejected on physical or medical
grounds if:
(a)
the applicant is certified by a medical practitioner as
being unfit to perform the direct tasks required of the
position; and
(b)
the applicant is physically unable to perform the tasks
required of the position; and
(c)
the tasks cannot easily be modified so that they can
be performed.
Having a disability or an existing ailment is not grounds for not
employing a person where it does not prevent them from
performing the required duties. However, care should be
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
taken to:
8.
(a)
seek medical opinion as to whether an existing ailment
might be worsened by undertaking the position;
(b)
determine whether there is unreasonable risk of injury,
either to the person or to others; and/or
(c)
determine whether it is unreasonably difficult to
provide special facilities for the person to be able to
work.
Consistent with the provisions of clause 7, where any doubt is
raised about offering employment to a person with a
disability, the matter will be referred to the Equal Opportunity
Officer who will initiate discussions with the Commissioner for
Equal Opportunity and assess any legal implications.
HEAD OF POWER
:
Council Policy
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC32
DESCRIPTION
EMPLOYEE ASSISTANCE PROGRAM [EAP]
COUNCIL RESOLUTION
67/04
DATE
09/03/2004
PREAMBLE:
:
To assist in the identification and resolution of productivity problems
associated with employees impaired by personal concerns including
health, marital, family, financial, alcohol/drug, emotional, stress and
any other problems that adversely affect job performance.
OBJECTIVE
:

To identify and resolve people issues.

To identify work performance concerns.

To assist people in coping with organisational and personal
change.

To make available confidential counselling to employees
who experience personal or work related problems such as
family crisis, emotional distress or any other difficulty.

To make available crisis/critical incident counselling.
POLICY
:
The Shire of Dardanup seeks to strike a balance between work
performance, privacy and the concern of the individual. The Shire
has no wish to intrude into the private lives of staff. However, the
Shire has a responsibility to take action if problems of a personal
nature are adversely effecting work performance, putting other
employees at risk; or bring the Shire into disrepute.
PROCESS
:
Employee Assistance Programs (EAP) are designed to assist
employees with personal and work related problems. The Shire of
Dardanup recognises that an employee’s wellbeing significantly
impacts on the work environment.
Counselling services can assist with problems such as interpersonal
conflict, work related problems, relationships and family issues,
emotional stress, financial difficulties, career issues, grief and
alcohol/drug related problems.
Eligibility
The Employee Assistance Program is available to Permanent full time
and part time staff only.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Procedure
Employees may be referred by Chief Executive Officer, Human
Resource Officer, Occupational Health & Safety Officer, Equal
Opportunity Officers, their Supervisor, or by self-referral to
appropriate outside counselling and support facilities.
An
information booklet will be provided to staff wishing to participate in
the Employee Assistance Program, that outlines the services offered
and relevant contact numbers to make a booking.
Employees can make bookings personally or request the assistance
of the above mentioned Officers.
Leave Provisions
At the discretion of the Chief Executive Officer, paid time off during
work hours may be allowed to an employee to attend the
Employee Assistance Program up to a maximum of 5 working hours
over a 12 month period.
Confidentiality
A vital feature of the program is the high level of confidentiality and
the respect for the employee’s privacy. Information on all referrals
under the Program will be in strict confidence. Confidentiality means
that the Shire of Dardanup will not receive any information from the
program or any of its counsellors concerning the employee's
problem, other than contact in order to arrange for payment of the
consultations.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC33
DESCRIPTION
EQUAL EMPLOYMENT OPPORTUNITY
COUNCIL RESOLUTION
380/03
DATE
07/10/2003
PREAMBLE:
:
The WA Equal Opportunity Act 1984, requires all local government
authorities to prepare and implement an Equal Opportunity
Management Plan in order to achieve the objects of the Act.
OBJECTIVE
:
To set out procedures through which the Shire of Dardanup
achieves compliance with Equal Opportunity Legislation
POLICY
:
The Shire of Dardanup recognises its legal obligations under the
Equal Opportunity Act 1984, and will actively promote equal
employment opportunity based solely on merit to ensure that
discrimination does not occur on the grounds of sex, marital status,
pregnancy, race, impairment, age, religious or political convictions,
family responsibilities and family status or gender history and sexual
orientation, as follows:
PROCESS
:
1.
All employment training will be directed towards providing
equal opportunity to all employees provided their relevant
experience, skills and ability meet the minimum requirements
of such training.
2.
All promotional policies and opportunities will be directed
towards providing equal opportunity to all employees
provided their relevant experience, skills and ability to meet
the minimum requirements for such promotion.
3.
All offers of employment will be directed towards providing
equal opportunity to prospective employees provided their
relevant experience, skills and ability meet the minimum
requirements of engagement.
4.
The Shire of Dardanup will not tolerate harassment within its
workplace.
Harassment is defined as any unwelcome,
offensive action or remark concerning a person's race,
colour, age, language, ethnicity, political or religious
convictions, sex, marital status, impairment or other
unwarranted comment.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
•
•
•
•
•
DATE REVIEWED
:
The WA Equal Opportunity Act 1984
The Racial Discrimination Act (Cth) 1976
The Sex Discrimination Act (Cth) 1984
The Human Rights and Equal Opportunity Commission Act
(Cth) 1987
The Disability Discrimination Act (Cth) 1992
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC34
DESCRIPTION
PRE-EMPLOYMENT POLICE CLEARANCES
COUNCIL RESOLUTION
386/04
DATE
28/09/2004
PREAMBLE:
:
The assessment of an applicant's suitability for employment or
volunteer work with the Shire of Dardanup includes consideration of
any police record, which may make the person unsuitable for the
position.
OBJECTIVE
:
To provide appropriate levels of risk management in the recruitment
process to minimize the risk of employing people with prior criminal
convictions in areas relevant to their employment.
POLICY
:
The Council believes that all organisations providing services to
youth, children, the disabled and the elderly have a responsibility to
ensure that the rights of program participants and users are
adequately protected and that activities are conducted in a safe
and healthy environment.
The requirement to undergo a Police Clearance will be indicated on
the Position Descriptions of relevant positions and will also be
included in the Selection Criteria.
Employees appointed as casuals will be required to have their Police
Clearances updated on a regular basis and as considered
necessary by the relevant Director, in particular for casual staff
employed on Local Government operated/sponsored programs for
youth, children, the disabled and the elderly. The cost of obtaining
the Police Clearance will be borne by the Local Government.
The Shire of Dardanup requires Pre-employment Police Clearances
to be carried out on prospective candidates to be in positions that:
PROCESS
:
•
Directly deal with children, the elderly or disabled persons;
•
Employees that deal directly with money; and
•
All employees that have access to firearms.
•
Any other position that the Chief Executive Officer identifies
that may be an area of risk.
Police Clearances are conducted by the Western Australian Police
Service and provide details of information recorded against an
individual from State and Federal Police records, including all
criminal offences and any outstanding warrants. Documentation
does not include spent convictions for the purposes of the Spent
Convictions Act 1988.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Only individuals are able to obtain their own police records, hence
the applicant will be required to obtain the relevant documentation
and provide it to the Shire.
The following process is to be followed:
1.
Prior to commencement of employment or voluntary work, the
applicant will be required to produce a Police Clearance.
2.
Police Clearance information shall only be accessible to the
Chief Executive Officer, relevant Director and Human Resource
Officer.
3.
Police Clearance information on employees will be stored on a
restricted personnel file and will remain confidential.
4.
The need to undergo a Police Clearance will be stated in the
position description and recruitment documentation and at
interview so that prospective employees are aware of the
Council’s policy on Police Clearances.
5.
Key selection criteria for relevant positions will include the
criteria “Applicant consents to undergo a Police Clearance
Check at the expense of the Shire of Dardanup to
demonstrate the absence of a relevant criminal history.”
7.
If an applicant refuses to consent to a Police Clearance, staff
will then document that the applicant did not demonstrate
that he/she possessed the essential selection criteria for the
position.
8.
All decisions on Police Clearances must be timely and should
not cause undue delay in the overall selection process.
9.
An applicant who is denied employment or a volunteer
position because of a criminal offence history will be given the
opportunity
to
discuss
the
history
with
relevant
Director/Manager.
Assessment of Criminal Histories
1.
An applicant should not be automatically precluded from a
position with the Organisation on the basis of having a criminal
record, although certain convictions will deem the applicant
unable to meet the selection criteria. Examples would include
a history of sex offences if the position were responsible for
children and matters of theft if the position involved contact
with the disabled or handling cash.
2.
When considering prospective employees and volunteers with
criminal histories, important factors to consider are:
•
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
The nature of the offence and the relationship of the
offence to the particular position for which the applicant
is being considered.
SHIRE OF DARDANUP – POLICY MANUAL
•
The length of time since the offence took place.
•
The number of offences committed. An accumulation of
individual minor offences may be sufficient to warrant
rejection. The question to be decided is whether or not
the offences are considered to establish a pattern or
behaviours, which renders the applicant unsuitable for
employment.
•
Severity of punishment imposed.
•
Mitigating or extenuating circumstances, which might be
revealed in relation to the offence(s), committed. These
could include provocation, age of applicant at the time
of offence(s), and the circumstances in which the
offence was committed.
Mitigating circumstances,
however, may not necessarily always be in favour of the
applicant.
•
General character since the offence was committed.
Relevant factors would include whether the person is
currently employed and, if so, referee reports on his/her
performance, other referee reports, steady employment
record and favourable reports by past employers.
•
Whether the offence is still a crime. The ‘offence’ may
have now been decriminalised.
The final decision on whether to employ or not employ a prospective
employee with a police record, lays with the Chief Executive Officer.
A decision not to employ or place an applicant with the Shire of
Dardanup because of a National Police Records Check result and
the rationale for the decision must be communicated to the
applicant by the Chief Executive Officer.
A person denied employment or placement with the Shire of
Dardanup because of a National Police Records Check is to be
provided with the opportunity to discuss the results and the rationale
for the decision.
If the person believes that a significant injustice has occurred, the
Chief Executive Officer may review the decision in the first instance,
and the person may seek review through the State Ombudsman, or
the Commonwealth Human Rights and Equal Opportunity
Commission.
HEAD OF POWER
:
Council Policy
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC35
DESCRIPTION
STUDY LEAVE / STUDY ASSISTANCE
COUNCIL RESOLUTION
91/13
DATE
17/04/2013
PREAMBLE:
:
The Shire of Dardanup is supportive of granting Study Leave and or
reimbursing Study Expenses, for permanent full time or part time
employees who are undertaking studies relevant to their Shire of
Dardanup role and responsibilities, from a recognised Australian, or
other approved, educational institution. Any variation from this will
be at the discretion of the employee’s Director.
OBJECTIVE
:
•
•
•
•
•
POLICY
:
1.
Promote continuous learning and development as a joint
responsibility;
Encourage a continuous learning environment;
Support employees to study part-time;
Provide fair access to assist learning and development; and
Contribute value to the organisation by adding to its
knowledge, skill and abilities base.
Approved Courses:
a)
Graduate, Undergraduate and Post Graduate
Degree courses offered by a recognized University or
other accredited institution.
b)
Diploma or Certificate courses offered by a Technical
and Further Education College (TAFE) or other
equivalent
accredited
college
or
training
organization.
c)
Continuing education courses offered by a
recognized work related professional institute or
organization (e.g. CPA or AHRI)
It is recognized that some courses may be undertaken in
distance mode, possibly from overseas or interstate, and this
is acceptable under this policy.
2.
Study Leave:
Application for Study Leave must be made via the Study
Assistance & Study Leave Application Form and approved by
the employee’s Director and the Chief Executive Officer.
Study Leave shall not adversely affect the normal operations
of the Council and generally an employee will be granted
study leave to attend only one intensive course per annum.
An employee may be granted time off with pay for part-time
study purposes.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
a)
b)
c)
d)
Approval of Time Off to attend lectures and tutorials, in
every case, will be subject to the –
Department’s operational requirements;
Course being studied on a part-time basis;
Employee completing an acceptable formal study
load in their own time; and
Employee making satisfactory progress with their
study.
•
Time off with Pay to be approved at the Chief
Executive Officer’s discretion. Chief Executive Officer
to assess whether lectures and tutorials are available
after working hours.
•
Examinations – employees shall be granted sufficient
time off with pay to travel to and sit for examinations.
Sufficient prior notice is necessary to allow for any work
arrangements to be considered.
Study Leave must be applied for on the Shire of Dardanup’s
Study Assistance & Study Leave Application Form available
from Payroll or Human Resources.
3.
Study Assistance (Fees):
The Shire of Dardanup will provide financial assistance to
employees studying an approved course, including units,
books and associated expenses including tuition fees on a
semester-by-semester basis. Application must be made each
semester via the Study Assistance & Study Leave Application
Form and approved by the employee’s Director and the
Chief Executive Officer.
Note: Successful completion means receiving a minimum
pass for the subject.
Employees will reimburse Council 25% of the cost of their
course fees and books per semester by the 30 of June in the
applicable financial year.
Fees will be paid in advance by the Shire. If approved, the
25% amount will be recouped within the financial year by
fortnightly after tax payroll deductions.
If the employee leaves the employ of the Shire or the Shire
terminates the employee, at any time, outstanding payments
will be deducted from the final salary payout.
Employees whose Shire of Dardanup employment terminates
(by either party) within twelve (12) months of having received
the 75% benefit Study Expenses for their most recent claim,
shall be required to repay a percentage of the value of the
contribution made by the Shire, to the Shire of Dardanup,
according to the following schedule:
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SHIRE OF DARDANUP – POLICY MANUAL
Termination within 3 months – 75%
Termination within 6 months – 50%
Termination within 12 months – 25%
(This level of reimbursement to the Shire recognizes that
replacement employees may bring with them, qualifications
funded by their previous employees. That is, it recognizes the
benefit to the individual and the industry as a whole.)
Recipients of the study support shall prove the Chief
Executive Officer a copy of their exam results.
Should an employee not pass the exam then 100% of the
fees paid by the Shire is to be repaid to the Shire.
Repayment shall be made via payroll deduction from salary
owing to the employee and/or via the issuing of an invoice.
Repayments by payroll deduction are to clear the sum owing
within twelve months of the notification of the exam results or
in full prior to the employee separating from the Shire’s
employ, whichever comes first.
The repayment options and policy requirements are to be
agreed to in writing with the applicant.
4.
Study Assistance:
Study assistance must be applied for on the Shire of
Dardanup’s Study Assistance & Study Leave Application Form
available from Payroll or Human Resources.
The Application Form together with a copy of the –
•
•
•
Enrolment Form
Receipt for fees paid and/or invoice, plus a book
receipt
For course fees, a copy of the exam results is required.
shall be submitted to the relevant Director and the Chief
Executive Officer for consideration and signatures. These are
then forwarded to the Human Resource Officer for
processing.
5.
Continuity:
To continue to qualify for assistance under the Study Leave &
Study Assistance policy, employees will need to successfully
complete each semester’s subjects according to the course
they are undertaking.
6.
Promotion:
The successful completion of any approved course shall not
necessarily entitle an employee to a higher classification or
salary level.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
7.
Other Expenses:
Accommodation and meals will not be the responsibility of
the Council while employees are undertaking a course of
study, or sitting examinations.
The operation of this Study Leave/Study Assistance Policy will
be reviewed annually and the continued operation of the
Policy is at the discretion of the Chief Executive Officer.
PROCESS
:
1.
Employee
completes
Study
Leave/Study
Assistance
Application Form and requests in writing to their Director for
approval to commence study [Form available from Human
Resource Officer or Payroll Office].
2.
Director considers request and submits decision for approval
to the Chief Executive Officer.
3.
Chief Executive Officer makes final decision, authorises the
Application Form and returns the form to the Director.
4.
Director advises Employee in writing of decision and
conditions that apply – copies are sent to Human Resources
and Payroll, including the payroll authorisation to deduct the
25% contribution toward costs.
5.
Employee commences study.
6.
Employee completes unit/course and submits the exam
results notification to their Director.
7.
Director to submit invoice request to Debtors Officer if
employee does not receive a minimum pass mark for the
subject.
8.
Employee completes a payroll deduction authorisation as
per the agreement to recoup the incurred costs within twelve
months.
HEAD OF POWER
:
Council Policy
DATE REVIEWED
:
Ordinary Meeting of Council held – 17/04/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC36
DESCRIPTION
LOSS OF DRIVERS LICENCE
COUNCIL RESOLUTION
244/08
DATE
13/08/2008
PREAMBLE:
:
It is essential that employees maintain certain skills
qualifications in order to satisfactorily undertake their duties.
and
The need for a valid Driver’s Licence is one such qualification that
is needed in many positions.
Should an employee lose their driver’s licence, this may negatively
impact on their ability to perform their duties.
OBJECTIVE
:
To outline the possible outcomes if an employee loses their drivers
licence or if their drivers licence was to lapse (or invalidated) and
such licence is needed for them to satisfactorily perform their
duties.
“Loss of licence’ for the purpose of this policy shall include lapsed,
cancelled, failure to renew, renewal not issued, suspension and
cancellation.
POLICY
:
An employee is required to notify their supervisor/Director at the
earliest opportunity when they lose their licence.
An employee who has lost their licence must not operate any
Local Government vehicle. Any employee who does operate a
vehicle whilst not in possession of a current drivers licence will face
disciplinary action. Driving a Local Government Vehicle whilst not
possessing a current drivers licence is violating the law and can
potentially be invalidating the Local Government’s vehicle
insurance policy.
PROCESS
:
Where an employee has lost their driver's licence and it is a
requirement of the position that they hold a current C, HR or MR
Class licence, then the employee’s immediate Supervisor and
Divisional Director, together with the Human Resources Officer
and/or Chief Executive Officer shall formulate a strategy to deal
with the situation based on the individual merits of the case.
Factors that shall be taken into account shall include:
•
the extent to which the employee is required to use the Local
Government’s vehicles in performing the functions of their role;
•
the reasons for loss of licence;
Authorised by
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SHIRE OF DARDANUP – POLICY MANUAL
•
whether alternative duties/suitable vacancies are available;
•
the employee’s length of service, work performance and
behaviour record; and
•
the length of time before the employee will gain an
extraordinary licence/regain their driver’s licence.
Depending on the merits of any particular case, the following
strategies may be implemented:
•
the employee shall perform alternative duties which do not
require a driver’s licence within their current section/division;
•
the employee shall be redeployed elsewhere within the Local
Government [which can be at a lesser level of pay];
•
the employee shall apply for and be granted annual leave,
long service leave or leave without pay;
•
the employee’s services shall be terminated.
The Chief Executive Officer shall have the final say as to whether
employment shall continue, however the affected employee shall
be advised of their right to contest any such decision through the
appropriate dispute resolution process.
Should an employee’s services be terminated that person may
reapply for employment should a suitable vacancy be advertised
once they have regained their licence.
Any redeployment to an alternative position shall be for a limited
time period until the employee’s licence is reinstated. However an
employee may remain in the alternative position if the Local
Government believes that the employee may re-offend during
work time and compromise the Local Government’s duty of care
to the community.
An employee will receive the relevant rate of pay under their
award for the alternative position during this period.
Alcoholism
Attempts must be made to ascertain whether or not the
employee has an underlying behavioural problem where an
employee loses their licence due to a drink driving charge.
It is recognised that alcoholism is an illness which causes socioeconomic problems for individuals and the community as a
whole. People who suffer from alcoholism require treatment,
support and counselling to overcome their addiction.
Employees who stipulate that they have a problem which resulted
in them losing their licence may be assisted by the Local
Government. The level of support will be determined at the
discretion of the Chief Executive Officer. If the employee is willing
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
to undergo rehabilitation and counselling to assist with their
addiction then the Local Government will look more favourably
upon supporting them through the transitional period of recovery.
Due to the employer’s duty of care to the community, those
people who have previously lost their licence due to a drink
driving charge may be required at the discretion of the Chief
Executive Officer to undergo a breath test before and after the
use of a vehicle.
The decision to supply and fund counselling to the employee to
assist with recovery during the employee’s illness lies with the Chief
Executive Officer’s discretion. No employee will be forced to
attend counselling, however, the Local Government will look more
favourably upon an employee who admits they have a problem
and willing to seek treatment.
Variation to Policy
This policy may be varied from time to time at the discretion of Chief
Executive Officer.
All employees will be notified by the normal correspondence
method of any variation to this policy.
All employees are responsible for reading this policy prior to operating
a Local Government Vehicle.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC37
DESCRIPTION
ALCOHOL, DRUGS & ILLEGAL SUBSTANCE USE IN THE
WORKPLACE
COUNCIL RESOLUTION
259/08
DATE
27/08/2008
PREAMBLE:
:
The Shire of Dardanup has a legal obligation to manage alcohol
and drugs in the workplace. The 'Duty of Care' imposed by the
Occupational Safety and Health Act 1984 means employers must
minimise employees' exposure to any hazards in the workplace that
may be caused by intoxicated or drug affected employees.
Employees also have a legal duty of care under the Occupational
Safety and Health Act. This means that they must act responsibly at
all times and not expose themselves or others to safety risks due to
impairment caused by alcohol or drugs. This includes not
undertaking work if they believe they are impaired, and reporting to
management if they believe another employee, or anyone in the
workplace, is affected and may be creating a workplace hazard.
OBJECTIVE
:
To ensure that management strategies are in place with an aim to
eliminate employees being under the influence of drugs and alcohol
in the workplace.
The aim of this policy is to ensure a safe workplace free from the
effects of drugs and alcohol. The policy is directed towards the
welfare of the individual and the safety and health of other people.
Although disciplinary action may be necessary, the focus is on
preventative measures.
The use of drugs or alcohol in the workplace is forbidden. An
employee being under the influence of alcohol, drugs or illegal
substances is not acceptable. The Chief Executive Officer may
waive this requirement in relation to the consumption of alcohol
where circumstances warrant (for example, during a social event).
Employees are personally responsible for any civil or criminal penalty
which results from being under the influence of drugs or alcohol in
the workplace.
The objective of this policy is to:

Maintain a safe and healthy work environment.

Reduce the costs of the impact of alcohol and other drug
use to the organisation and to individuals.
Address the workplace factors which may contribute to

Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL

Provide access to information on alcohol and other drug use
and to encourage those with problems to seek assistance.

POLICY
:
harmful drug and other drug use.
Link action on alcohol and other drug issues with other
occupational health and safety initiatives.
.
The Shire of Dardanup considers being at work under the influence
of drugs and/or alcohol as unacceptable and will not tolerate it
under any circumstances.
Disciplinary action will be taken against any employee found to be
at work under the influence of drugs or alcohol. Discipline may
involve a warning, transfer, counselling, demotion or dismissal,
depending on the circumstances.
Definitions

Under the influence: The term “under the influence” refers to
the presence of any alcohol (above the legal limit) or other
drugs (illicit or prescription) in the bloodstream in any
detectable manner, which creates impairment with the
employee and places an unacceptable safety risk to the
employee or to other people or property.

The term “supervisor” means the up line supervisor of the
officer’s position.
Prescribed Drugs or Medication
It is the employee’s responsibility to advise their Supervisor if they
are taking any prescribed drug or medication that may affect
their fitness for duty or work performance. The employee should
also find out from their doctor or pharmacist what the effects of
the prescribed drugs are on work performance.
Council’s Rights When Drug or Alcohol Use is Suspected
If a Director, Chief Executive Officer or Supervisor has justifiable
cause to doubt an employee’s fitness for duty, the Chief Executive
Officer may have the employee removed from the workplace
and may initiate any reasonable action considered necessary. If
it is believed that the use of drugs or alcohol renders risk to the
safety or health of the employee, co-workers or the public, the
Chief Executive Officer reserves the right to remove the employee
from duty pending an urgent medical examination within twenty
four (24) hours to determine fitness for duty.
Testing Individuals for Presence of Drugs or Alcohol (Which may
include a blood or urine test)
Worksafe Australia (1993) stated that because drug testing in the
workplace raised issues of privacy, it should be carried out only if
“substantial” risk existed for the employee, co-workers or the
public. Employees should be notified of testing programs—not
individual tests—and the consequences. The Privacy Committee
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
of NSW (1993) Report stated that drug and alcohol testing should
be limited to certain justifiable circumstances including:

where an employee’s impairment by drugs poses a
substantial and demonstrable safety risk to the employee or
to other people.

where there is reasonable cause to believe that the
employee to be tested may be impaired by drugs.

where the type of drug test to be used can identify the
presence of a drug at concentrations which may cause
impairment.
Scope
This policy applies to all elected members and employees
including the Chief Executive Officer, Directors and Supervisors,
casual employees’, independent contractors’, consultants’ and
volunteers.
Responsibilities
All employees are responsible for ensuring compliance with the
policy.
It is the employees’ responsibility to advise their Supervisor or
Director if they are taking any prescribed drug or medication
which may affect their fitness for duty or work performance. The
employee should also find out from their doctor or pharmacist
what the effects of the prescribed drugs are on work
performance.
Employees’ have a responsibility to report to their Supervisor any
person who cannot work safely due to impairment by alcohol or
other drugs.
PROCESS
:
The Shire of Dardanup is to identify hazards in the workplace and
assess and control risks associated with those hazards. Reducing the
risk to the welfare of staff and public by providing safe and healthy
systems of work with adequate information, instruction, training and
supervision for employees.
Procedure
If a Director or Supervisor has justifiable cause to doubt an
employee’s fitness for duty, the Chief Executive Officer (or
appropriate employee) may have the employee removed from the
workplace and may initiate any reasonable action considered
necessary. If it is believed that the use of drugs or alcohol renders risk
to the health or safety of the employee, co-workers or the public, the
Local Government reserves the right to remove the employee from
duty pending an urgent medical examination to determine fitness
for duty.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
The procedure for dealing with drug and alcohol abuse is divided into
four stages:Stage One
1.1
Removal of the employee from the workplace. The Chief
Executive Officer, relevant Director, Human Resource Officer/
Equity Officer, must be advised immediately that the employee
is unfit for work.
1.2
If an employee has been observed or reported as “unwell” and
showing symptoms of intoxication or “under the influence”, and
is deemed to present a substantial and demonstrable safety risk
if allowed to continue to work:
 The employee’s Supervisor shall approach the employee,
and instruct them to cease work immediately, because of a
performance issue, and ask them to move to a quiet area
(office) to talk.
 The Supervisor shall inform the employee of his/her specific
concerns and observations, and stress they will not be
allowed to continue to work as this may endanger their own
safety or that of others.
 The employee shall be advised that a blood or urine test will
be undertaken within twenty four (24) hours and that the
results will be presented to determine fitness for work. The
Chief Executive Officer will be immediately advised.
 The employee will be suspended by the Chief Executive
Officer on full pay until the results of the blood or urine test
have been received and the employee is deemed fit for
work by a medical practitioner.
 An employee refusing to undertake a blood or urine test
may be stood down without pay until they produce a
medical certificate declaring them fit for work. The Shire of
Dardanup will pay for the appointment for the employee
with the general practitioner and for the cost of the blood
or urine test.
 When the results are received, the Chief Executive Officer
will determine a return to work outcome in consultation with
the employee, their Supervisor, and Human Resource
Officer/Equity Officer. A return to work outcome may be in
accordance with the following but not limited to:
~
the employee to leave the workplace and return to work
at the commencement time of the next working day;
~
~
the employee to produce a medical certificate declaring
them fit for work before they return to work;
issue a verbal warning; and
~
offer Employee Assistance Program counselling, and
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SHIRE OF DARDANUP – POLICY MANUAL
advise that a follow up timeframe will be set for a review
of the employee’s performance.
~
Alcohol, drug or illegal substance blood or urine test
results will be treated with strict confidentiality and placed
on the employee’s personnel file.
Stage Two
2.1 The employee, immediate Supervisor, and Human Resource
Officer/Equity Officer should participate in Stage Two, although
the employee may request a representative to be present. An
observer should be present if an employee representative
attends.
 The first stage of the process should be presented as a
counselling session. Procedural fairness must be observed
and the Supervisor must clearly state the performancerelated reasons for the interview and the employee must be
given the opportunity to respond. The Supervisor must clearly
state what standards of performance are required or
expected.
 The Supervisor should offer assistance by encouraging the
employee to participate in an Employee Assistance Program
although the employee is not obliged to accept.
 A timeframe for a review should be established.
The
employee should be informed of expected changes, ongoing performance monitoring by the supervisor and the
compulsory interview at the end of the review period.
 The employee should be made aware of possible
consequences if there is no significant improvement in that
the Shire of Dardanup’s Disciplinary Procedure will be
followed which may involve demotion or dismissal.
 The Supervisor should prepare a brief summary of the
interview and give two copies to the employee. After
reading the summary, the employee should sign both of the
copies and return one to the Supervisor. This copy should be
placed under confidential cover on the employee’s
personnel file. The second copy is to be retained by the
employee for their own records.
 The review interview should be held at the prescribed time.
The points discussed should respond exactly to those raised
interview;
improvements
should
be
at
the
first
acknowledged. Continuing problems, such as continued
decline in performance, and any new performance-based
problems should also be identified and discussed. The
Supervisor should again prepare a summary of the interview.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Stage Three (if the risk to the workplace continues)
3.1 The participants at Stage Three should be the employee,
Supervisor, Director, and Human Resource Officer/Equity Officer,
and at the option of the employee, a representative.
3.2 The third meeting should be held using the same procedure as
the second, although the employee should be made fully aware
of the possible consequences if there is no significant
improvement and that this represents either a final warning,
counselling, demotion or dismissal, depending on the
circumstances, using the Shire of Dardanup’s Disciplinary
Procedure.
Stage Four
4.1 If the issue remains a problem, the fourth stage of the procedure
is in accordance with the Organisation’s disciplinary procedure,
resulting in termination of employment.
Education of Staff
Management to ensure that the rules on drug and alcohol use on
the premises and the Shire of Dardanup’s requirements for
employees to come to work unimpaired are very clear and
conveyed to all employees. Education on this and other policies to
be included in new employee induction process.
All existing staff to be given a copy of the adopted policy on
Workplace Drug and Alcohol Use.
Employees to be made aware of the risks associated with alcohol
and drugs in the workplace, and the workplace rules will promote
the safety message.
HEAD OF POWER
:
Occupational Safety and Health Act 1984
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC38
DESCRIPTION
SEVERANCE PAY POLICY – SECTION 5.50 OF THE LOCAL
GOVERNMENT ACT 1995
COUNCIL RESOLUTION
395/09
DATE
02/12/2009
PREAMBLE:
:
S5.50(1) of the Local Government Act 1995, prescribes that Council
must prepare a policy in relation to employees whose employment
with the local government is finishing.
The policy is to set out:
a)
the circumstances in which the Shire of Dardanup will pay an
employee an amount in addition to any amount which the
employee is entitled under a contract of employment or
award relating to the employee; and
b)
the manner of assessment of the additional amount.
OBJECTIVE
:
As required under Section 5.50(1) of the Local Government Act 1995
this severance payment policy outlines the circumstances and
manner of assessment upon which the Shire of Dardanup will pay an
employee an amount (severance payment) in addition to any
amount to which the employee is entitled under a contract of
employment, award, industrial agreement, or order by a Court or
Tribunal.
POLICY
:
1.
APPLICATION
1.1
This policy applies to all employees of the Shire of Dardanup.
1.2
Decisions under this policy are to be made.
a)
By Council where decision involves a severance
payment to the CEO.
b)
By the CEO where the decision involves a severance
payment to any other employee of the Shire of
Dardanup.
2.
CIRCUMSTANCES FOR SEVERANCE PAYMENT
2.1
The Shire of Dardanup may pay a severance payment in the
following circumstances:
a)
Redundancy.
b)
Local
Government
amalgamations.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
boundary
change
and
SHIRE OF DARDANUP – POLICY MANUAL
c)
Any other termination matter that does not relate to
an employee being made redundant (e.g. dismissal).
3.
EXCLUSIONS
3.1
A severance payment will not be made to an employee
who:
a)
b)
c)
d)
Is redeployed within the Shire of Dardanup
Is dismissed for misconduct
Is employed on either a temporary or casual basis
Is under probation
4.
DETERMINATION OF SEVERANCE PAYMENT
4.1
Recognition of Service
Recognition of service may be extended to employees upon
cessation of employment with the Shire of Dardanup. In the
following manner:
a)
Service 0-5 Years = A contribution towards a gift of up
to $50.
b)
Service more than 5 year and less than 10 years = A
contribution towards a gift of up to $200.
c)
4.2
Service more than 10 years = A contribution towards a
gift of up to $500. Contribution toward a function up to
$2,000.
Settlements and other terminations
For the purposes of determining the amount of severance
payment in respect of settling a matter under clause 2.1 (c )
of this policy, the following may be taken into account:
4.3
a)
advice of an industrial advocate or legal practitioner
on the strength of the case of respective parties in
any litigation or claim in an industrial tribunal.
b)
the cost of any industrial advocate or legal advice
support.
c)
the general costs associated with the hearing
including witness fees, travel costs.
d)
disruption to operations.
Additional Payment
Council may pay to an employee whose employment with the Shire
of Dardanup is finishing an additional severance payment over and
above that prescribed in the relevant award or contract of
employment.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
The maximum severance payment made to an employee shall be in
accordance to that prescribed under the Local Government Act
1995.
19A. Payments to employee in addition to contract or award —
s. 5.50(3)
(1) The value of a payment or payments made under section
5.50(1)
and (2) to an employee whose employment with a local
government finishes after 1 January 2010 is not to exceed in
total —
(a) if the person accepts voluntary severance by resigning as
an employee, the value of the person’s final annual
remuneration; or
(b) in all other cases, $5 000.
An additional payment made under clause 4.3 will require local
public notice to be made in relation to this payment.
HEAD OF POWER
:
Local Government Act 1995 and Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC39
DESCRIPTION
PROJECT DEVELOPMENT POLICY
COUNCIL RESOLUTION
186/12
DATE
14/06/2012
PREAMBLE:
:
The Shire of Dardanup continues to grow at a rate of 4% per annum.
The growth in population and the desire of Council to provide quality
services and infrastructure for a diverse Shire creates an environment
where many activities are progressed simultaneously.
The aim of this policy is to make projects happen.
OBJECTIVE
:
The purpose of this proposed policy is to set guidelines for elected
members and staff to adhere to in order to concentrate resources
on the projects that have been given the support of the Council. It is
necessary for projects to be given approval for the initial planning
stage, with a condition that the project is referred to Council or the
Strategic Planning Committee for final consideration before being
referred to the Strategic Community Plan, and then the annual
budget.
The Local Government (Administration) Regulations 1996 requires
Council to have a Strategic Community Plan that is developed
through a community planning process, (Integrated Planning)
involving a period of community consultation.
This policy is considered to be an imperative for staff and Council to
use the Shires resources more effectively by setting a procedure in
place that brings in the projects that are prioritized by Council
through the Strategic Community Plan against those that originate
from elected members, staff or community groups.
It is recommended that any projects that originate from Council and
not the community be included in the community consultation
process as a part of the draft Strategic Community Plan to make sure
that the Council is being transparent with the community. If the
project is introduced mid the planning review process then the
Council has the opportunity to authorise the development of the
proposal to the stage where estimate costs are identified and the
project can be referred to the Strategic Community Plan.
POLICY
:
The Shire of Dardanup has the responsibility to respond to community
requirements for new facilities and infrastructure by prioritizing
projects against those existing in the Strategic Community Plan and
other proposals under consideration.
Only having followed the following process where the project
development is endorsed by Council are staff to invest resources as
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SHIRE OF DARDANUP – POLICY MANUAL
approved by Council to develop a project through the planning
stage to an approved project.
This policy is to incorporate and acknowledge the requirements of
funding agencies, including but not limited to the Department of
Sport and Recreation, LotteryWest and the Department of Regional
Development and Lands.
PROCESS
:
In order to use resources effectively the following process is to be
adhered to:
Planning Phase
1.
2.
Whether initiated by a suggestion from a member of staff,
elected member, community group, community sporting
club, member of parliament or member of the public, the
request is to include:
a)
A covering letter explaining the justification of the
project.
b)
Details of the demand for the project and how the
demand is verified using the following criteria –
Number of people to benefit from project.
c)
An estimated cost of the project.
d)
Details of how it is intended that the project costs are
to be shared.
e)
An indication of how the project is to be funded.
f)
Details of similar facilities or infrastructure within the
Shire and adjoining Shires.
g)
Include letters of support from others.
h)
An acknowledgement that the information provided
is preliminary and that more detail will be evident
following further assessment by Shire officers if the
project is given consent by Council to proceed to the
planning stage.
The Chief Executive Officer is to refer the request subject of 1)
above to the appropriate Director for a report to be
presented to Council. The Director is to immediately make
enquiries to seek grants to assist with the planning phase from
government agencies. The report is to recommend if the
project is to be further developed by staff only, a working
party or a Council committee, and the outcomes of requests
for planning funding from other agencies and how the
planning phase is to be funded.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
3.
4.
On consideration of the report the Council is to either:
a)
Endorse the project to be considered further by staff,
a working party or Council committee conducting
further research and evaluation.
b)
Refer the project back to the initiator for further
information.
c)
Reject the project outright.
If Council endorse the project for further planning Council is
to nominate if, staff, a working party or a Council Committee
are to conduct further research to:
a) Identify a suitable site, or confirm that the site suggested
by the initiator is suitable.
b) If the planning can proceed using Council funds only or if
the project is to be delayed until funding for planning and
or a feasibility study can be obtained from a third party
funding agency.
6.
7.
c)
Assess if the project requires a Master Plan and or
Feasibility Study to comply with funding agency
guidelines (e.g. Department of Sport and Recreation).
d)
Identify possible sources of funding.
e)
Following completion of the research to report to
Council the findings and make a relevant
recommendation to Council for the project to either
proceed or be rejected and the grounds for rejection.
f)
Council when prioritizing the project will consider the
project against existing projects in the Strategic
Community Plan, using the attached major Project
Prioritisation Matrix.
If the Council approves the project subject to funding then
the following is to occur:
a)
Refer the project to the Strategic Community Plan.
b)
An application is to be made to the appropriate
funding agencies for funding to be available in the
year the project is to proceed.
c)
Council is to include the Shire’s share of the funding
and the source of the funding (loan, grants or rates) in
the Strategic Community Plan.
Subject to the funding being approved the Council is to
include the project in the Strategic Community Plan in the
year the funding grant is available. Council has the authority
to defer the project to later years as funding dictates.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
8.
If the funding is not approved then the Chief Executive
Officer is to direct a report to Council for Council to consider
fully funding the project or cancelling the project and advise
the initiator accordingly.
9.
All projects to be presented to the Corporate Plan review for
consideration and review annually.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 14/06/2012
Attachment:
Major Projects Prioritization Matrix can be found on the shared
Governance drive:
V:\Executive\Governance\DOCUMENTS\2012 MAJOR PROJECTS PRIORITISATION MATRIX.doc
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROJECT
DEVELOPMENT
POLICY
PROJECT PROPOSED
BY COUNCILLOR
GROUP
OR OFFICER
CEO RECEIVED
OFFICER SEEKS PLANNING
FUNDING FROM AGENCIES
[DSR]
ADVISE PROPOSER
PROJECT
ON HOLD
OFFICER REPORTS
TO COUNCIL
REQUEST FURTHER
INFORMATION
FUNDING FOR PLANNING
ALLOCATED
REJECTED
APPROVED
RESEARCH PLANNING
STAFF, WORKING PARTY OR
COMMITTEE
OFFICER REPORTS TO
COUNCIL
PROJECT
STOPS
PLANNING PHASE
OFFICER OBTAINS MORE
INFORMATION
REJECTED
INCLUDE IN STRATEGIC
COMMUNITY PLAN
APPLY FOR
FUNDING
REJECTED
COUNCIL TO FUND?
APPROVED
APPROVED
CORPORATE BUSINESS PLAN
YEAR OF FUNDING
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
REJECTED
IMPLEMENTATION
APPROVED
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CHIEF EXECUTIVE OFFICER
POLICY REFERENCE
EXEC40
DESCRIPTION
CORPORATE BUSINESS PLAN DEADLINE
COUNCIL RESOLUTION
257/12
DATE
26/07/2012
PREAMBLE:
:
Each year with the best endeavours Council aims to consider a draft
budget for adoption by the end of June. To achieve this aim the
draft Corporate Business Plan (budget) needs to be compiled within
the last weeks of May. In order for staff to assess budget requests it is
imperative that ample time be provided for research, referral to
Council and if endorsed to proceed to the budget, to include in the
Corporate Business Plan papers.
OBJECTIVE
:
To remove late items being presented for consideration for inclusion
in the Corporate Business Plan after the draft has been prepared.
POLICY
:
1.
All requests from community groups, elected members and
staff to be included in the annual Corporate Business Plan
shall be lodged with the Chief Executive Officer no later than
the 31st of March in each year.
2.
If the Chief Executive Officer receives a request later than the
31st of March the Chief Executive Officer is to advise the
applicant without reference to Council that the request is
rejected due to lateness and that the request will be referred
to the mid-year review with no guarantees of success.
3.
The Chief Executive Officer is to advertise in February each
year in a newspaper circulating in the district that submissions
for the Corporate Business Plan close on the 31st of March
each year and that there will be no exceptions for late
submissions.
PROCESS
:
The Chief Executive Officer is to arrange an advertisement calling for
submissions in February each year, advising that the 31st of March is
the deadline with no exceptions.
All submissions are to be referred to the Chief Executive Officer and
directed by the Chief Executive Officer to the relevant Director for
research and referral to Council for the Corporate Business Plan.
Where submissions are received after the 31st of March in any year
the Chief Executive Officer is to reject the request and refer the
matter to the Director Corporate Services for the mid-year review.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Local Government Financial Management Regulations Part 2 5. (g)
Local Government Act 1995 6.2
DATE REVIEWED
:
Ordinary Meeting of Council held – 26/07/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC41
DESCRIPTION
USE OF COUNCIL CREST & SHIRE CORPORATE LOGO
COUNCIL RESOLUTION
98/13
DATE
17/04/2013
PREAMBLE:
:
COUNCIL CREST
Council Crest / Shield Shape Design
Horizontal lines representing ploughed agricultural land surmounted
by representation of hills
The tree is representative of forests and the reflection being the
Collie River.
SHIRE CORPORATE LOGO
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Corporate Logo Design
Representation of the Shire’s geographical features.
Abstract of greens hills to the right (representing the East) of the
design. An intersection of lines in the design (or other representation)
representing the Ferguson Valley transiting into vibrant blue on the
left (representing the West) of the design representing the Collie
River and the current and future urbanised areas of the Shire along
the river.
Colours of Logo
Vibrant Green representing fertile green hills & agricultural and
Blue representing the Collie River & Ferguson River
“Shire of Dardanup” Font = Homizio
OBJECTIVE
:
The objective of this policy is to establish guidelines for the use of the
Council’s logos.
This policy aims to ensure that Council’s role in the community is
clearly recognised and that its reputation is protected and
enhanced through accurate, consistent and high quality
reproduction of its logo in all applications, including its use by
approved external groups and organisations.
POLICY
:
SHIRE CORPORATE LOGO
The Corporate Logo is to be used for the public branding of
the Shire of Dardanup. To be used on correspondence,
marketing activities and promotions of Council activities and
services. This includes (but not limited to) stationery,
brochures, printed media, to identify Council assets used
within the community and on internal documentation.
COUNCIL CREST
The predominate use of the Council Crest is for the purpose
of being the badge of office of the Shire President and
Council. Examples of use includes (but not limited to),
included on legal documents of Council, Council Minutes &
Agendas, other documents where the common seal is used
under resolution of Council.
The Shire Flag (bearing the Council Crest)
Council permits the loan of the shire flag (subject to availability) if the
organisation is conducting an event that:
•
Council has provided financial or in kind support by way of
sponsorship; and/or
•
Brings major economic benefit or a large number of visitors to
the Shire.
Loan of the city flag is limited to seven days (subject to extension)
authorised by the Chief Executive Officer USE OF LOGOS.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Council permits an organisation/individual to use the Shire Corporate
Logo if the organisation/individual is conducting an event or project
towards which Council has provided financial or in kind support by
way of sponsorship.
The
use
of
the
Shire
Corporate
Logo
by
private
enterprise/commercial organisations is only permitted where some
advantage could, in the opinion of the CEO, accrue to the Council.
The approval by the CEO shall be required to the use in each case.
If an organisation obtains permission to use the Shire Corporate
Logo, the following conditions apply:
•
The logo remains the property of Shire of Dardanup and can
only be used on approved materials.
•
The Shire Corporate Logo must not be used in conjunction
with any merchandise, fundraising appeal or activity, or any
product, without prior written approval from the CEO.
•
The logo must be reproduced without alteration or
modification. There is to be no manipulation of individual
elements, including colour, in any way. Tilting, compressing or
expanding the logo components is not acceptable. The
elements of design and text are integral components of the
logo device and must not be deleted or modified.
•
No fees will be charged but eligible groups will be responsible
for any costs associated with artwork, design and production.
•
The use of Council’s logos must not in any way bring discredit
or disrepute upon Council.
•
Council or the CEO may exercise its right to withdraw any
authorisation at any time
USE OF LOGOS BY COUNCILLORS & STAFF
Council’s logos shall only be used by Councillors & Staff for Council
related business.
Candidates at elections are to be expressly advised that the
Council logo is not authorised to be used for electoral purposes.
PROCESS
:
Use of logos by external organisations require approval by Council or
the Chief Executive Officer.
HEAD OF POWER
:
There is no legislative requirement for Council to have a policy
relating to this matter. It is considered appropriate and good
management to establish some formal arrangements for the use of
Council’s logos.
DATE REVIEWED
:
17/04/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC42
DESCRIPTION
RISK MANAGEMENT
COUNCIL RESOLUTION
240/13
DATE
24/07/2013
PREAMBLE:
:
The Shire of Dardanup acknowledges that there is a level of risk
associated with the projection of the creation and the maintenance
of assets and services. The process for the development of new
assets per the Assets Management Plan identifies risk assessment by
application of the Australian Standard AS/NZS ISO 31000:2009 – Risk
Management – Principles and Guidelines.
Prior to the implementation of a new strategy, activity, service, event
or project, officers of the Shire of Dardanup will analyse the likelihood
and consequence of any risks associated with the subject matter
and recommend to management and or the Council whether the
level of risk is acceptable, manageable or not manageable at all.
Officers will assess the level of risk using this policy and Australian
Standard AS/NZS ISO 31000:2009 – Risk Management – Principles and
Guidelines.
Risk Management Definition:
“…the possibility of something happening that impacts on your
objectives. It is the chance to either make a gain or a loss. It is
measured in terms of likelihood and consequence.”
OBJECTIVE
:
To ensure that sound risk management practices and procedures
are fully integrated into the Shire of Dardanup’s strategic and
operational planning processes and day to day business practices.
POLICY
:
POLICY STATEMENT
The Directors, Managers and Employees of the Shire of Dardanup
are committed to the implementation of an enterprise wide risk
management approach to identify and manage all risks and
opportunities associated with the performance of the Shire of
Dardanup functions and the delivery of services.
To achieve this policy a risk management strategy has been
developed for the organisation. In implementing this strategy the
Shire of Dardanup will actively;
•
identify and prioritise all strategic and operational risks and
opportunities using the risk management process.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
ensure risk management becomes part of day to day
management and processes.
•
provide staff with the policies and procedures necessary to
manage risks
•
ensure staff are aware of risks and how to identify, assess and
control them; and
•
compile and monitor a register of operational and strategic
risks in order to achieve continuous improvement in risk
management
Australian Standard AS/NZS ISO 31000:2009 – Risk Management –
Principles and Guidelines shall be used as the model for the
implementation of the risk management strategy and process within
the organisation.
Management and staff are to be familiar with, and competent in,
the application of risk management principles and practices and
are accountable for applying them within their areas of
responsibility.
The following risk categories are to be considered in application of
this policy:







Reputation
Environment
Financial
Operational
Health
Legal & Regulatory
Assets
The level of risk associated with the consequence of the risk
outcome is to be considered by the following table:
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
RISK CATEGORY CONSEQUENCE TABLE - GUIDELINE
RISK CATEGORIES
INSIGNIFICANT
MINOR
MODERATE
SIGNIFICANT
SEVERE
Low impact, with low profile
and no complaint
Low impact, with low profile,
low media attention, possible
complaint
Moderate impact and media
attention, public complaint
Damage to reputation, public
embarrassment, high media
attention, several public
complaints, third party
intervention
Irreversible damage to
reputation, very high level of
public embarrassment, very
high media attention, many
public complaints
Minor effects on biological or
physical environment
Moderate, short-term effects
but not affecting ecosystem
functions
Serious medium term
environment effects
Very serious, long-term
environment impairment of
ecosystem functions.
Catastrophic irreversible
environmental harm or
permanent negative impact on
urban design or heritage
structure.
ENVIRONMENT
FINANCIAL
$10,000
$10,000 - $50,000
$50,000 - $150,000
$150,000 - $250,000
$250,000+
OPERATIONAL
Little impact, business-asusual
Some objectives effected, can
Minor impact, easily dealt with,
continue as usual with minor
still business-as-usual
controls executed
Some of the major objectives
cannot be achieved, business
can still deliver but not to
expected level
Most objectives cannot be
achieved and business will not
operate
HEALTH
No injuries
First aid treatment
Medical treatment
Loss time injury
Death or disablement
LEGAL & REGULATORY
No action
Low/level legal issue. Penalty
or prosecution unlikely.
Serious breach with
investigation by or report to
authority. Moderate penalty
possible
Major breach with potential
major penalty and/or
investigation and prosecution
by authority. Major litigation.
Investigation by authority and
significant penalty awarded.
Very serious litigation,
including class actions.
ASSETS
Little or no impact
No impact on community
lifestyle
Potential increase in future
cost and impact on community
access to facilities
Medium to long term financial
implications and loss of ability
to maintain a level of service
Significant imposition of cost
on ratepayers and loss of
service
REPUTATION
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
:
Specific responsibilities are:
•
Chief Executive Officer - promote risk management as a vital
business principle
•
Directors and Operational Managers
•
o
manage implementation and maintenance of the risk
management policy in their areas of responsibility and
create an environment where staff are responsible for
and actively involved in managing risk
o
implement and review the risk management strategy
and provide advice in relation to risk management
matters
o
To facilitate training on the implementation of risk
management
Executive Management Team
o
consult and communicate with the Chief Executive
Officer in relation to the identification of risks, reviews
of
identified
risks
and
controls,
and
the
documentation of risks
In order to ensure continued awareness, assessment and assurance
in relation to risk management practices and procedures, regular
reports from the risk register will be provided to Directors and
Operational Managers on the status of risk management within the
organisation and identify the need for specific areas of action or
review.
In addition, the Executive Management Team will
communicate with the employees in order to ensure they are
informed and aware of the risks identified that may impact upon the
annual operational and strategic plans.
The risk management policy and process will be supported by the
Executive Management Team, to assist with the implementation,
promotion, review and maintenance of this policy and the
associated risk management strategy. The risk management policy,
strategy and the strategic risk register shall be reviewed by the Audit
Committee.
PROCESS
:
Officers will assess the risk of all operational and strategic decisions
including all decisions made under delegated authority and or
referred to a Council Committee or an Ordinary meeting of Council.
Officer reports will identify if there is a likelihood of risk associated
with the item subject of the report and advise the outcome of the
risk analysis in accordance with this policy and the Appendices.
Council and committee reports will include a reference to risk,
explaining if a risk has been identified and how the risk is to be
managed based on this policy and other relevant matters.
Where the outcome is high or very high the finding is to be disclosed.
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SHIRE OF DARDANUP – POLICY MANUAL
Action, if any is to be recommended with regard to treatment of the
risk or to not proceed with the project.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held 24/07/2013
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SHIRE OF DARDANUP – POLICY MANUAL
APPENDICES TO POLICY EXEC42 AS FOLLOWS:
LIKELIHOOD TABLE
DESCRIPTION
EXAMPLE
Expected to occur in most
circumstances.
Will probably occur in most
circumstances.
Almost Certain
Likely
Possible
Should occur at some time.
Unlikely
Could occur at some time.
Rare
May occur, only in exceptional
circumstances.
FREQUENCY
The event is expected to occur
more than once a year.
The event will probably occur at
least once per year.
The event should occur at least
once in 3 years.
The event could occur at least
once in 10 years.
The event is not expected to
occur more than once in 15
years.
LIKELIHOOD
LEVEL OF RISK GUIDE
INSIGNIFICANT
1
MINOR
2
MODERATE
3
SIGNIFICANT
4
SEVERE
5
ALMOST CERTAIN
5
Medium (5)
Medium (10)
High (15)
Very High (20)
Very High (25)
LIKELY
4
Low (4)
Medium (8)
High (12)
High (16)
Very High (20)
POSSIBLE
3
Low (3)
Medium (6)
Medium (9)
High (12)
High (15)
UNLIKELY
2
Low (2)
Low (4)
Medium (6)
Medium (8)
Medium (10)
RARE
1
Low (1)
Low (2)
Low (3)
Low (4)
Medium (5)
CONSEQUENCE
ACTION PLAN
Low = 0 – 4
Medium = 5 – 11
High = 12 – 19
Very High = 20 - 25
Very High Risk – Immediate action
required.
Senior management review, notify CEO.
Medium Risk – Specific monitoring
required. Supervisor review with
Management input.
High Risk – Action plan required.
Management review with Director input.
Low Risk – Monitor. Managed through
routine procedures. Officer review with
Supervisor input.
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RISK MANAGEMENT PROCESS
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SHIRE OF DARDANUP – POLICY MANUAL
RISK ACCEPTANCE CRITERIA (RISK TOLERANCE TABLE)
RISK
LEVEL OF
RISK
1–4
5 – 11
12 – 19
20 – 25
TOLERANCE
MANAGED BY
WHO IS RESPONSIBLE
ENTERED
ONTO RISK
REGISTER
Acceptable
Periodic monitoring - via routine procedures
Staff member / Supervisor
No
Acceptable with Regular
Adequate controls and appropriate changes to
Supervisor / Manager
Monitoring
procedures – regular reviews
No
Manager / Director
Yes
Director /Chief Executive Officer
Yes
May be Acceptable with Urgent
Management Attention
May be Unacceptable
Action plan - specific reviews and monitoring
Only acceptable with excellent controls if project / task /
service MUST be undertaken
EXISTING CONTROLS TABLE
LEVEL OF
CONTROL
DESCRIPTOR
FORESEEABLE CONTROLS
E
Excellent
More than what a reasonable person would be expected
to do in the circumstances
A
Adequate
I
Inadequate
Only what a reasonable person would be expected to do
in the circumstances
Less than what a reasonable person would be expected
to do in the circumstances
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EXAMPLE DETAIL DESCRIPTION
Controls fully in place and require only ongoing maintenance and
monitoring. Protection systems are being continuously reviewed and
procedures are regularly tested.
Being addressed reasonably. Protection systems are in place and
procedures exist for given circumstances. Periodic review.
Little or no action being taken. No protection system exists or they
have not been reviewed for some time. No formalized procedures.
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
EXECUTIVE
POLICY REFERENCE
EXEC43
DESCRIPTION
CIVIC FUNCTIONS
COUNCIL RESOLUTION
251/14
DATE
13/08/2014
PREAMBLE:
:
To specify the basis upon which the Council may hold Civic
Functions
The aim of this policy is to give guidance for the Shire President
Local government 2.8 S1(c)
(1)
The Shire President or president —
(c)
OBJECTIVE
:
Role of Shire president or president
carries out civic and ceremonial duties on behalf of the
local government;
The intent of this policy is to specify when Council will hold civic
functions and how they should be conducted.
A Civic Function may take the form of a civic function, civic
welcome, an official opening of facilities or civic event.
In certain circumstances the Shire President on behalf of Council
may wish to recognise outstanding community service or other
significant achievements by an individual or group by holding a
Civic Function. Elected members may request that the Shire
President consider hosting a civic function that aligns with this policy,
or submit a request to Council to host a function.
Civic functions may be conducted for:
•
Exceptional achievement in sport,
endeavours and community service.
•
Commemorative events that celebrate significant occasions of
importance to the local community.
•
Official Delegations
delegations.
•
Community Acknowledgement – exceptional voluntary service
by groups and individuals, over and above Civic Recognition
Awards.
•
Commemorative – events that happen that impact on the local
community.
•
Celebratory – exceptional achievement in sports, the arts, fundraising, community participation or signing of significant
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Chief Executive Officer
Next Full Review Policy Date: July 2015
recognising
the
overseas
arts,
or
charitable
interstate
SHIRE OF DARDANUP – POLICY MANUAL
agreements/accords with State/Federal Governments etc.
POLICY
:
•
Opening of Council facilities.
•
The Council shall determine whether a Civic Function is to be
held for any other purpose not currently covered by this policy.
Requests for civic functions must be made in writing to the Shire
President of the day. The Shire President will then either approve or
decline the request based on the criteria above, and the available
budget.
An elected member may submit a request for a civic function to
Council.
PROCESS
:
Requests for civic functions must be made in writing to the Shire
President of the day. The request is to detail why the civic function is
required. The Shire President will then either approve or decline the
request based on the criteria above, and the available budget, the
applicant will be advised of the outcome within 10 working days.
The date, time and invitation list shall be determined by the Shire
President. All civic functions must be held at a Council facility where
possible with the venue determining the number of guests who may
be invited.
Once the civic function has been approved the Governance
Services Section will send out a form to finalise the details of the
function if necessary (see appendix). This form is to be returned at
least eight weeks before the agreed date of the civic function. The
Governance Services Section will then liaise with the applicant to
organise the function, e.g. venue, catering, invitation list, MC,
running sheet, staffing and audio/lighting if applicable. The Shire
President will decide whether it is appropriate to present a gift at the
civic function.
The role of the Shire President/Councillors and Chief Executive
Officer will then be arranged, with the details of the event secured in
the relevant diaries. The media officer will be contacted in relation to
any media releases and alerts.
The Chief Executive Officer shall be authorised to determine the
format and all other administrative arrangements associated with
the organisation and conduct of the Civic Function.
HEAD OF POWER
:
Local Government Act 1995 S 2.8(1)(c)
DATE REVIEWED
:
Ordinary Meeting of Council held – 13/08/2014
CIVIC FUNCTIONS POLICY EXEC42 - APPENDIX
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SHIRE OF DARDANUP – POLICY MANUAL
CIVIC FUNCTION:……………………………………………………….….
DATE & TIME:……………………………………………………………..
Name of contact person:
Position held:
Email:
Phone:
Names of Guest Speakers provided by your organisation and their titles:
Will you be providing an MC for the function? Yes / No
If yes, please provide name and title of MC
Do you require data projector or other IT equipment? Yes / No
Dress Code:
Neat
Casual
Business
Wear
Formal
(Black Tie)
Will there be any presentations made at the Reception, if so please provide details:
CIVIC FUNCTION:
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The Shire president will be required to acknowledge Official Guests in attendance – please list
any official guests and their titles:
Provide a brief background or history of your organisation including how many
members: (may be an attachment to this document)
Any other relevant information:
PLEASE NOTE:
The above information is to ensure the efficient and timely running of this function and we ask your
full cooperation to make this possible.
Should you have any queries in relation to this matter please do not hesitate to contact
______________
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DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP1
DESCRIPTION
USE OF CLOSED CIRCUIT TELEVISION (CCTV)
COUNCIL RESOLUTION
008/08
DATE
30/01/2008
PREAMBLE:
:
CCTV is a long established technology which has been widely
deployed, from corner shops to major city centres. The deployments
fall into 2 main types, monitored and un-monitored installations
reflecting the 2 main purposes; either to provide real time
observation of events so that real time responses can be initiated, or
to capture evidence of events which can be acted upon
subsequently.
OBJECTIVE
:
The objective of this policy is to provide a framework for the
deployment of CCTV installations in public locations within the Shire
of Dardanup.
The available research on CCTV identifies that CCTV does not
absolutely prevent crime or anti-social behaviour, but that it can
reduce the incidence of opportunistic anti-social behaviour and
does provide real forensic evidence when such behaviour occurs.
That evidence can be used to identify perpetrators for potential
prosecution under the relevant Acts. Research also identifies that
CCTV provides real comfort in the context of reducing the fear of
crime in public places.
This Policy describes the criteria to be used when a new installation is
being considered for deployment.
POLICY
:
All CCTV installations will meet the requirements of the Shire of
Dardanup CCTV Camera Program Code of Practice [Appendix A
2.2]. All installations will be designed to meet the particular needs of
the deployment location and the circumstances at the time.
Unmonitored CCTV installations will be used as a preferred
deployment type over monitored installations.
Unmonitored
deployments will require the approval of the Director Corporate
Services.
Monitored CCTV will only be deployed where the real time
observation of events is deemed essential. Deployment of a
monitored CCTV installation requires the approval of the Chief
Executive Officer. Monitored CCTV requires the presence of at least
one officer at all times, with no other conflicting duties.
CCTV installations will always be of a sufficient standard, including
ambient and artificial lighting and image quality for valid forensic
evidence to be obtained. Image data may be retained locally to
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the installation or transferred to another location and stored away
from the installation
PROCESS
:
CCTV installations will be installed where recurrent antisocial or
criminal behaviour has generated a sufficient fear of crime or
community response that the costs are considered appropriate in
the circumstances. CCTV installations will also be deployed where
the value of the asset, or the requirement of public perception make
it a valid tool within the framework of “Crime Prevention through
Environmental Design”.
CCTV installations will be clearly signed across the deployment.
Case law recognises that persons in public places have extremely
limited rights to privacy; however our approach will be to ensure
good levels of public awareness that an installation is present.
CCTV installations may be deployed on Council or private land, with
the permission of the land owner. Installations may be permanent or
temporary or a combination of both.
CCTV installations may be passive or “event activated” by means of
motion, heat, sonic or other detectors.
HEAD OF POWER
:
Security Devices Act 1988
Privacy Act 1998
Australian Government – Australian Institute of Criminology - Open
Street in Australia
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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SHIRE OF DARDANUP – POLICY MANUAL
POLICY MANUAL APPENDIX “CORP1”
SHIRE OF DARDANUP – CODE OF PRACTICE
CLOSED CIRCUIT TELEVISION CAMERA PROGRAM
1. OVERVIEW
1.1.
Key Principles
1.1.1. This Code of Practice contains the basic standards in accordance with which Shire of
Dardanup’s CCTV Camera Program will be operated.
1.1.2. The Code of Practice is based on 12 key principles. In each section the key principle is
stated, followed by further explanatory information.
1.1.3. The key principles are as follows:
Principle 1
The CCTV Camera Program will be operated fairly, within applicable law, and only for
the purposes for which it is established or which are subsequently agreed in accordance
with this Code of Practice.
Principle 2
The CCTV Camera Program will be operated with due regard to the privacy and civil
liberties of individual members of the public, including the rights to freedom of
religious and political expression and assembly.
Principle 3
The public interest in the operation of the CCTV Camera Program will be recognised
by ensuring the security and integrity of operational procedures.
Principle 4
The Shire of Dardanup has primary responsibility for compliance with the purposes and
objectives of the CCTV Camera Program, for the maintenance, management and
security of the Program, and the protection of the interests of the public in relation to
the Program.
Principle 5
The Shire of Dardanup will be accountable for the effective operation and management
of the CCTV Camera Program.
Principle 6
Staff employed to work in the CCTV Camera program, whether they be operators or
Directors, will meet the highest standards of probity.
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Principle 7
The public will be provided with clear and easily accessible information in relation to
the operation of Shire of Dardanup’s CCTV Camera Program.
Principle 8
Information recorded will be accurate, relevant and not exceed that necessary to fulfil
the purposes of the CCTV Camera Program.
Principle 9
Information will be obtained fairly and in accordance with the privacy provisions of the
Code of Practice.
Principle 10
Access to the CCTV Camera data will be restricted to qualified operating staff and their
Directors and there will be no unauthorised access to the data.
Principle 11
The retention of, and access to tapes, photographs and recorded material will be only
for the purposes provided by this Code of Practice. Tapes, photographs and recorded
material will be retained for 28 days unless they are required in relation to the
investigation of crime or for court proceedings. They will then be erased, taped over, or
destroyed.
Principle 12
Contact related to the CCTV Camera Program between Shire of Dardanup staff and the
WA Police, will be conducted strictly in accordance with the Code of Practice.
2
PRELIMINARY INFORMATION
2.1
Introduction
2.1.1
It is recognised that the threat of violence or antisocial behaviour are important factors
in any public perception on how safe residents, visitors and other stakeholders feel in
the Shire of Dardanup. As part of its effort to combat the fear of crime and reduce the
likelihood of criminal behaviour in public places, the Shire of Dardanup has adopted a
Community Safety and Crime Prevention Plan (CS&CPP).
2.2
CCTV Camera Program
2.2.1
The CCTV Camera Program comprises Shire of Dardanup’s closed circuit television
operations and is one of the initiatives that forms part of the CS&CPP.
2.2.2
The CCTV Camera Program is only one of several initiatives designed to assist in
preventing criminal behaviour. It is recognised, however, that such crime will never
totally be prevented.
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2.3
Code of Practice
2.3.1
This Code of Practice is to ensure that the principles and purposes on which the CCTV
Camera Program is based are realised.
2.3.2
Involvement in any aspect of the Program by relevant organisations or individuals will
depend upon their willingness to comply with this Code of Practice. This Code of
Practice is subject to state and federal law.
2.4
System description
2.4.1
The Program involves a range of reticulated cameras connected to a server control
room via IP networks with a planned series of stand-alone camera systems connected to
a recording device in the server control room. All images are recorded and retained for
28 days unless they are required in relation to the investigation of crime or for court
proceedings.
2.5
Camera Design
2.5.1
All cameras are of sufficient design quality to enable effective monitoring. Each camera
is, or may be housed in a tinted environmental dome, which both protects the camera
and ensures that the camera itself is not intrusive in impact.
2.5.2
State of the art technology will be used to ensure optimum resolution and picture
quality for its deployment. The technology used will be regularly reviewed to ensure
the most up to date equipment appropriate to the purposes of the CCTV Camera
Program is used.
2.6. Camera locations
2.6.1
Cameras are installed in those areas where there is a demonstrated need to either view
activities in real time or capture activities for later reporting to relevant authorities,
including the WA or Federal Police.
2.6.2
Cameras are installed in the following locations at the time of publication: i)
Eaton Administration Centre (2);
Investigation is underway to look at up to four (4) further cameras being
mounted in and around the Eaton Administration Centre.
Council may also consider cameras being mounted in and around the Eaton
Recreation Centre.
2.7
Ownership of the CCTV Camera Program
2.7.1
The Shire of Dardanup is the owner of the CCTV Camera Program. The Shire of
Dardanup retains ownership of and has copyright in all equipment, videos,
photographs and documentation pertaining to the Program. The responsibilities of the
Shire of Dardanup in relation to the system are outlined in section 5.
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2.8
Partners in the CCTV Camera Program
2.8.1
There are no financial partners in the program at time of publication. The WA Police
are considered as partners in the context of their law enforcement role in the state of
Western Australia.
.
3.
CHANGES TO THE CCTV CAMERA PROGRAM AND/OR THE CODE OF
PRACTICE
3.1.1
A minor change to the CCTV Camera Program or Code of Practice may be made with
the agreement of both the Chief Executive Officer and Director Corporate Services.
A minor change is such as may be required for the purposes of adjustment of the
Program or clarification of the Code of Practice, for example, a change to the wording
of a particular section of the Code of Practice where its meaning might otherwise be
ambiguous, or a proposal to install further cameras under the prevailing conditions of
use.
.
3.1.2
4.
A major change to the CCTV Camera Program or to the Code of Practice will be
brought back to Council for formal approval.
PURPOSE
4.1.1
The primary purpose of Shire of Dardanup’s CCTV Camera Program is to assist in the
prevention of serious criminal offences, particularly malicious damage to property,
including graffiti.
4.1.2
The secondary purpose of the CCTV Camera Program is to assist in the prevention of
crimes against the person.
4.1.3
The objectives of the CCTV Camera Program are:
i)
ii)
iii)
iv)
to reduce crime levels by deterring potential offenders;
to reduce fear of crime;
to assist in the detection and prosecution of offenders; and
to help secure a safer environment for those people who live in, work in and
visit the Shire of Dardanup.
4.1.4
The CCTV Camera Program will not be used for general intelligence gathering.
5.
RESPONSIBILITIES OF THE OWNER OF THE PROGRAM
5.1.1
The Shire of Dardanup will be responsible for the introduction and implementation of
the Code of Practice and for ensuring compliance with the principles contained within
the Code.
5.1.2
The Shire of Dardanup will comply with the requirements for accountability set out in
this Code of Practice.
5.1.3
The Shire of Dardanup will consult as necessary in connection with the implementation
or modification of any part of the CCTV installation.
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6.
RESPONSIBILITIES OF PARTNER TO THE PROGRAM
6.1.1
Incidents that may involve or lead to a crime against the person or other serious threat
to public safety, or other serious criminal offence will be reported to the WA Police.
The police will assess the situation and determine an appropriate response to the
incident.
6.1.2
It is the responsibility of the WA Police to respond to incidents identified to the extent
that its resources and priorities allow.
7.
7.1.1
PUBLIC INFORMATION
Clearly visible signs that CCTV cameras are operating will be displayed at key points
covered by cameras. These signs will:
i)
ii)
iii)
inform the public that cameras are in operation;
allow people entering the area to make a reasonable approximation of the area
covered by the system; and
identify Shire of Dardanup as the owner of the system.
7.1.2
Copies of the Code of Practice will be made available to the public on request.
7.1.3
Inquiries in relation to the Shire of Dardanup’s CCTV Camera Program and its
operation can be made in writing to:
Chief Executive Officer
Shire of Dardanup
P O Box 7016
EATON WA 6232
or, alternatively, can be made by telephone on (08) 9724 0000.
8.
ASSESSMENT OF THE SYSTEM AND CODE OF PRACTICE
8.1.1
The Shire of Dardanup will regularly monitor the operation of the CCTV Camera
Program and implementation of the Code of Practice.
8.1.2
The results of the periodic review will be taken into account in the future functioning,
management and operation of the Program.
9.
MANAGEMENT OF CAMERA DATA
9.1
The camera data will only be accessed by authorised officers on those occasions when
anti-social behaviour has occurred in range of the cameras, this data will then be used
in an effort to identify the perpetrators of the anti-social behaviour.
10
CONTROL AND OPERATION OF CAMERAS
101.1
The locations of cameras will be clearly apparent to the public.
10.1.2 All use of cameras will accord with the purposes of the CCTV Camera Program as
outlined in the Code of Practice.
10.1.3. No sound will be recorded.
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10.1.4. Operators of camera equipment will act in accordance with the highest standards of
probity.
10.1.5. Only staff with responsibility for using the equipment will have access to operating
controls.
11. TAPES, PHOTOGRAPHS AND RECORDED MATERIAL
11.1.1 Access to and use of videotaped material and photographs will only take place: in
compliance with the needs of police in connection with the investigation of crime; or if
necessary for the purposes of legal proceedings.
11.1.2 Videotaped material and photographs will not be sold or used for commercial purposes
or the provision of entertainment.
11.1.3 The showing of videotapes or photographs to the public will be allowed only in
connection with the investigation of crime or in any other circumstances provided by
law.
11.1.4 Appropriate security measures will be taken against unauthorised access to, alteration,
disclosure, accidental loss or destruction of recorded material.
11.1.5 Recorded material will be treated according to defined procedures to ensure continuity
of evidence.
12. BREACHES OF THE CODE
12.1.1 Prime responsibility for ensuring the Code of Practice is adhered to rests with the Shire
of Dardanup. This responsibility includes ensuring that breaches of the Code are
investigated and remedied to the extent that breaches of the Code are within the ambit
of Shire of Dardanup’s power to remedy.
12.1.2 Complaints in relation to any aspect of the management or operation of the system may
be made in writing to:
The Chief Executive Officer
Shire of Dardanup
P O Box 7016
EATON WA 6232
The Privacy and Personal Information of individuals will be respected and observed
under any written law applicable in Western Australia.
12.1.3 Shire of Dardanup will cooperate with the investigation of any complaint under any
written law made to any other empowered Agency.
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DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP2
DESCRIPTION
INFORMATION TECHNOLOGY MANAGEMENT
COUNCIL RESOLUTION
062/00
DATE
09/02/2000
PREAMBLE:
:
Senior Management should ensure in conjunction with the
Information Technology Officer, that adequate information security
management policies are implemented to protect their information
asset.
OBJECTIVE
:
That Departmental Managers should establish and maintain in
conjunction with the Director Corporate Services and Information
Technology Officer, an awareness and involvement in their
departments IT infrastructure, including accountability of IT
investments and benefits.
Office wide software and common computer hardware is managed
and under the responsibility of the Information Technology Officer
who provides computer system support and arranges contracted
computer support on a needs basis.
Departmental managers must take responsibility for the effective use
of their IT resource ensuring that:
IT requirements are included in their business planning.
IT requisitions are cost and benefit justified and meet budgetary
requirements.
Ongoing associated costs are realised and planned for.
The Information Technology Officer is informed of any impending
software or hardware change, upgrade or implementation
Threats to data security may come from many areas including
malicious intent (internal or external), virus transmittal, unauthorised
access, accidental deletion, fire, theft and hard disk failure.
Definition
The Copyright Act 1968 encompasses software through the definition
of “computer program”. The definition is very wide in scope and for
all practical purposes means all software, be it designed application
and/or system software by any other name.
Power Of Search
A copyright owner can obtain the right, through the Federal Court,
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to enter business premises, unannounced, and search for evidence
of illegal copying of software. Individuals as well as organisations
can be fined for breaches of copyright.
Background
It is the responsibility of all users of computers owned or leased by the
Shire of Dardanup to comply with this policy.
Duplicating, selling, distributing or otherwise copying computer
software (except as permitted by the licensing agreement) is illegal.
Accordingly the following practices must be adopted:
POLICY
:
•
Sufficient licences of software should be purchased to meet the
needs of the organisation.
•
Shire of Dardanup personnel will not unlawfully copy software
licensed by the Shire of Dardanup.
•
Shire of Dardanup personnel will not use copies of illegal software
or load software not licensed to the Shire of Dardanup. All
software will be purchase through the Information Technology
Officer.
•
Software may only be used on Shire IT equipment when there is
no infringement of the software copyright.
That Departmental Managers are to establish and maintain in
conjunction with the Director Corporate Services and the
Information Technology Officer an awareness and involvement in
their departments IT infrastructure, including accountability of IT
investments and benefits.
Disciplinary action will be taken against personnel engaged in the
unlawful copying or use of software.
Public domain or shareware may only be used where it meets the
performance and other criteria specified by the Director Corporate
Services or Information Technology Officer and where these officers
specifically load it.
Software licences and disks are to be held by the Information
Technology Officer.
PROCESS
:
The following guidelines indicate current safeguards are in place
with management to ensure further precautions are taken if
deemed necessary:
Computer Access Control - Access to network computer work
stations is by user id and passwords.
Network Access Control - Only the Director Corporate Services,
Information Technology Officer and Support Contractor have access
to all areas of the network and also control user access.
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Data Backups - Automated backups of the main accounting system
are run every night and checked the following morning. Backups are
stored in the Dardanup Office and . checked by Information
Technology Officer
Individual PC Backups of specific data can be saved to the main
server, a CD Burner has also been installed in the internet PC to
enable saving of specific data.
Internet Access - The internet facilities at the Dardanup and Eaton
library is currently run on stand-alone machines, which means there is
no access to the Shire’s Local Area Network.
Virus Protection - All PC’s and the main server have an active virus
checker running in memory while the workstation is switched on.
When a new file is detected the virus checker automatically scans
the contents for viruses before allowing the file to be used. The virus
software is upgraded regularly.
Breach of Security
It is the responsibility of the Information Technology Officer to notify
management all known breaches of data access security.
The course of disciplinary action to be undertaken must be
determined by the Chief Executive Officer (or delegate) on a case
by case basis.
Software Copyright
Software usage within the Shire will be in compliance with the
requirements of the Copyright Act 1968 in relation to software.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP3
DESCRIPTION
USE OF CORPORATE CREDIT CARDS
COUNCIL RESOLUTION
441/05
DATE
10/11/2005
PREAMBLE:
:
Credit Cards are being used within Government as a purchasing
resource. They can however, expose Council to significant risk if not
properly controlled.
OBJECTIVE
:
1.
To ensure the proper use and control of Corporate Credit.
2.
To comply with s6.5(a) Local Government Act 1995 and
regulation
11
(1)(a)
Local
Government
(Financial
Management) Regulations.
POLICY
:
New Cards
-
Application for a Credit Card shall only be made for the Chief
Executive Officer;
-
A card for the Chief Executive Officer shall be applied for on
approval of Council.
-
A “non reward” scheme card shall be applied. Should a
reward scheme exist, the benefits of a “reward scheme” shall
be the property of the Shire of Dardanup.
Security
-
The cardholder is responsible for the physical and information
security of the card in their possession.
-
In the case of a lost or misplaced card, the cardholder shall
notify bank and the Director Corporate Services immediately.
Purchasing
-
The use of the Credit Card is at the Chief Executive Officer’s
discretion and shall not supersede
Councils ordinary
purchasing system and procedures;
-
The Credit Card shall only be used for purchasing goods or
services on behalf of the Shire of Dardanup;
-
Personal expenditure is prohibited;
-
The Credit Card Credit shall not be used for cash withdrawals;
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PROCESS
:
-
Expenditure shall comply with the Chief Executive Officer’s
delegated purchasing authority;
-
The Cardholder is responsible for obtaining a “Tax Invoice”
receipt for Australian Purchases to enable GST tax credits to be
claimed. This shall be provided to the Director Corporate
Services.
-
The cardholder is responsible for the accuracy of card
statements and shall authorise the validity of statements by
signing.
Non Compliance with Policy
Failure to comply with this policy may incur disciplinary action at the
discretion of the Chief Executive Officer.
Use of Personal Credit Cards
Emergency expenditure by an employee, made on behalf of the
Shire of Dardanup, may be reimbursed at the discretion of the Chief
Executive Officer.
Authorised reimbursement to the employee shall be made through
Councils normal purchasing process on submission of documentary
evidence supporting the expense. Australian expenditure shall be
supported by a “Tax Invoice” receipt to enable GST tax credits to be
claimed.
HEAD OF POWER
:
Local Government Act 1995, Section 2.7(2)(a) & (b) and Section
6.5(a). Local Government (Financial Management) Regulations
11(1)(a).
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
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DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP4
DESCRIPTION
EATON RECREATION
INCENTIVE SCHEME
COUNCIL RESOLUTION
25/12
DATE
09/02/2012
PREAMBLE:
:
CENTRE
EMPLOYEE
FINANCIAL
The Eaton Recreation Centre (the centre) is owned and operated by
the Shire of Dardanup. The centre operates as a fee for service
facility catering for the indoor sporting needs of shire residents.
The centre’s operations are integrated with the shire budget
therefore any deficit is subsidised from general revenue.
OBJECTIVE
POLICY/PROCESS
:
:
1.
To maximise the financial efficiency of the centre by
providing a profit sharing incentive scheme to staff employed
at the centre.
2.
To enhance centre employee retention in order to attract
and retain high quality centre staff.
1.
ELIGIBLE EMPLOYEES
1.1
This policy applies to an employee of the Shire of Dardanup
whose principal place of employment is at the Eaton
Recreation Centre and whose wages are allocated to the
centres operations.
1.2
An eligible employee must have an employment status that
requires the supply of a PAYG Summary (Group Certificate)
from the Shire of Dardanup for the financial year.
1.3
Where an employee of the Shire has another principal place
of employment in addition to that of the Centre, only the
wages applicable to the centre shall be taken into account
for the purposes of this policy.
1.4
An employee must be a current employee of the Shire of
Dardanup at the time a payment is made under this policy to
be eligible. (i.e. employees who leave the employ of the
Shire during the financial year shall not be entitled for any
payment made under this policy).
2.
CALCULATION
2.1
50% (Fifty percent) of the Centre Surplus for a financial year
shall be disbursed to eligible employees.
2.2
Disbursements shall be calculated pro rata, on an eligible
employee’s ordinary gross wages for that financial year.
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2.3
The maximum total pool of funds available for disbursement
to eligible employees for any one year shall be $50,000. (i.e.
Centre profit of $100,000 and greater).
3.
PAYMENT
3.1
Payments made under this policy shall be made a soon as
practicable following the receipt of the independent Audit
Report on the accounts of the shire for the financial year.
3.2
Payment shall be made to the employee through the normal
payroll process of the shire.
3.3
Any payment made under this policy shall be taxed at the
time of payment to the employee in accordance with
prevailing legislation regarding payment of bonuses.
3.4
Any payment made under this policy shall not be deemed to
be ordinary gross earnings of the employee and shall not be
used in any entitlement calculations (e.g. leave,
redundancy, superannuation).
4.
FINANCIAL YEAR
4.1
The period under which this policy applies is a financial year
1st July – 30th June.
5.
DISPUTES
5.1
Decisions under this policy are to be made by the CEO and
any disputes shall be resolved by the determination of the
CEO.
6.
DEFINITIONS
In the context of this policy, the following terms shall be used;
Centre Surplus
Operating Expenditure Less Operating Revenue. Plus;
•
•
Non-Operating Expenditure (Net of grants, disposal
revenue, reserve transfers).
Revenue in Lieu of Shire Vacation Care Employee
Subsidy.
Operating Revenue
Note: Operating Revenue is calculated on the accrued
basis.
Actual Operating Revenue for the financial year generated
from the ordinary operating activities of the Centre and
excludes the following revenue;
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•
•
•
•
Grants & Contributions for the development and
purchase of assets.
Profit on disposal of assets.
Asset Revaluations.
Any abnormal items as determined by the CEO.
Operating Expenditure
Note: Operating Expenditure is calculated on the accrued
basis.
Actual Operating Expenditure (net of reserve transfers) for
the financial year generated from the ordinary operating
activities of the Centre and excludes the following
transactions;
•
•
•
•
•
•
Depreciation.
Loss on disposal of assets.
Administration Overheads allocation.
Provisions.
Asset Revaluations.
Any abnormal items as determined by the CEO.
Ordinary Gross Wages
The ordinary gross wage of an employee (excluding
allowances) used in calculations made under this policy shall
be that as recorded on the employee’s PAYG Summary
(Group Certificate) for the financial year (excluding any
payments under this policy).
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP5
DESCRIPTION
ELECTRONIC MAIL AND INTERNET USAGE
COUNCIL RESOLUTION
588/00
DATE
08/11/2000
PREAMBLE:
:
This policy details the e-mail/Internet policy for the Shire of
Dardanup. It sets out guidelines for e-mail/Internet by all Shire staff
members. It clearly identifies those areas where common sense is
required (eg. personal e-mails in the case of family emergency), as
well as those areas where there is no leeway, (eg. pornography).
OBJECTIVE
:
1. To make all employees aware of the Shire of Dardanup's email/Internet policy.
2. To ensure that the Shire's investment in computer hardware,
software and services is used in the most productive manner to
the greatest possible benefit of the Shire of Dardanup.
3. To ensure that all the Shire's business e-mails are preserved and
available as corporate knowledge.
POLICY
:
1. All e-mails sent or received via the Shire's e-mail system are the
property of the Shire, although the Shire does not accept
responsibility for items of an informal nature that are transmitted
through its system without consent.
2. Employees should only give their Shire of Dardanup e-mail
address to people and organisations that are business partners of
the Shire of Dardanup.
3. Employees should not give their Shire of Dardanup e-mail
address to friends and relatives who are personal associates of
the employee and not business associates of the Shire of
Dardanup.
4. All discs to be loaded onto Council’s equipment are to be virus
scanned using software as set by the Information Technology
Officer/Director Corporate Services.
5. No attachment should be opened or stored unless the employee
can positively identify the sender.
6. Distribution of e-mail containing non-business related material
such as jokes is not encouraged. If personal mail is sent, the
employee is requested to keep the volume to a minimum and
required to enter CCC or PERSONAL in the subject line.
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7. No employee may send or distribute e-mail containing expletives
or pornography.
8. No Shire employee may send or distribute e-mail containing
derogatory, inflammatory, insulting or libellous information about
any other Shire employee, customer, associate or any other
person whatsoever.
9. No Shire employee may conduct any business (of a private
nature) via the Shire's e-mail/Internet system other than
legitimate Shire business.
10. Any Shire employee receiving questionable material (as
described above in policies 6,7,8 and 18) should immediately
forward all such material to their Director for appropriate action
and then delete all local copies.
11. Employees may not use e-mail/Internet or electronic messaging
systems to infringe copyright or other intellectual property rights
of third parties.
12. All staff are required to protect the confidentiality provisions of
the Shire, exercise due care and adhere to confidentiality
agreements when handling data or information on/from the
shire’s information systems.
13. Unauthorised advertising or promotion of products or services via
the e-mail/Internet system IS NOT permitted.
14. Electronic records produced or received by an officer in the
course of public duties are deemed to be public records. All
such records are captured electronically.
15. Staff are discouraged from e-mailing matters of a legal or
contractual nature.
In some circumstances, the intended
recipient should be contacted as to whether an e-mail “verified
signature” is required.
16. E-mail is the preferred means of exchanging standard
administrative and technical information and other informal
correspondence. It should not be used for formal documents
recording significant decisions or approvals or which otherwise
warrant becoming part of the permanent record. E-mail should
not be a substitute for other communication methods such as
telephone, facsimile, or face to face meetings that would be
more effective. E-mail should be viewed as merely another
means of communication. Further discussion on the applicable
use of e-mail is at Appendix A.
17. Users are to be responsible for their use of e-mail and will be held
accountable for messages issued in their name. All Teams should
ensure that e-mail facilities and services in their work areas are
used suitably and in accordance with this policy.
18. E-mail should not be used for sending messages that are abusive,
obscene, libellous and insulting or in bad taste. Further discussion
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on the ethics of e-mail use is at Appendix C.
19. It is inappropriate for e-mail to be used for the creation and/or
the distribution of jokes, cartoons or other inappropriate material.
Staff must be individually responsible for e-mails that they create
and/or may receive. Refer to Appendix A.
Monitoring e-mails
The Shire has installed an e-mail management system. This system is
capable of capturing all e-mail business transactions and to trap
and report all questionable e-mails. The Shire's employees should be
aware that all e-mails are being monitored to ensure that the Shire's
e-mail/Internet policy is being adhered to.
Consequences
Shire employees found to be acting in contravention of the above
directives will receive a first written warning and if required, a second
written warning by the Senior Records Officer and asked not to reoffend. Employees who continue to disregard the above directives
will be formally warned by their Director and then may face
suspension pending court action and/or dismissal if the offence is
considered to be of a serious nature. Note that any offence
associated with pornography or insulting behaviour will be
automatically classified as being of a serious nature.
Capturing e-mail
All staff have a Shire of Dardanup email address, Records has access
to ALL e-mails via Records Archive.
It is the responsibility of the Senior Records Officer to decipher which
email requires keeping, registering or deleting.
The following steps will apply to capturing e-mail, which will be given
no greater or lesser priority than other forms of communication when
being processed.
1.
E-mail received in Records and opened daily.
2.
Incoming e-mails addressed to Records will be forwarded on
to the relevant person and if required registered.
3.
The email is registered and only the first page is printed on
yellow paper then placed on file. The remainder of the email
and any attachments can be viewed electronically.
ATTACHMENTS
♦
Appendix A:
Applicable and Unsuitable Use of E-mail
♦
Appendix B:
Security and Privacy
♦
Appendix C:
mail
Etiquette and Ethics for the Effective Use of E-
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♦
Appendix D:
Users
E-mail Maintenance for Shire of Dardanup
APPENDIX A: APPLICABLE AND UNSUITABLE USE OF ELECTRONIC MAIL
Applicable Use of Electronic Mail
1. E-mail offers some unique and powerful advantages over the
more traditional communication methods. The following are
some examples of when e-mail should be used:
a)
Minimising telephone time.
Attempting to make telephone contact can be very
frustrating and time consuming. Many daily business
transactions can be quickly and effectively completed
by a brief exchange of e-mail messages.
b)
Commenting on a document or issue.
E-mail should be used to check comments on an issue or
a document.
It can overcome the problems of
photocopying, collating, determining exact locations of
people and arranging delivery of draft documents. In
addition, all replies will come straight back to the
originator, in electronic format for easier revision.
c)
Record of an instruction or request is required.
E-mail can be used to provide a permanent record of an
instruction or request by saving a copy of the message as
sent mail. Confirmation that the message was received
and opened by the recipient can be recorded by
requesting a read receipt on systems that implement this
facility.
d)
2.
Communicating information to groups.
Use e-mail if the same information needs to be sent
quickly to a group of people. It is just as easy to send
information to ten people as it is to one using the ability of
e-mail to join separate addressees into groups. Care
should be taken not to overload the network by sending
large messages (or attachments) to more than 20
recipients.
Understanding the medium and knowing how to use it
effectively can make e-mail a valuable and effective tool.
Inappropriate Use of Electronic Mail
3.
E-mail has a tendency to be overused or used
inappropriately because of its speed, convenience and
informality. Most effective communication can be achieved
by selecting the best tool for the job, eg telephone, facsimile,
internal mail services, Australia Post, courier, bulletin board, e-
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mail, posters, meetings, videoconferencing or in person. If a
message requires clarification or discussion, then a
conversation may well cut through to the heart of the issue,
rather than starting a thread of messages and responses that
may lead to misunderstandings.
4.
The e-mail services provided within the Shire of Dardanup are
for official use only and should be confined to business
matters. For example, e-mail is not provided for users to
distribute the latest game software to friends or associates.
This is not only illegal in some cases, but also is an obvious
waste of the organisation’s time and money.
5.
E-mail is not to be used to convey personal personnel
information unless consent has been obtained from the
individual(s) concerned to do so.
6.
The right to use e-mail may be withdrawn if it is used
inappropriately.
The following are some examples of
inappropriate use:
a.
abusive or otherwise objectionable language in either
public or private messages;
b.
sending of illegal messages eg. Breaches of copyright
and pornography
c.
sending of messages that are likely to result in the loss
of the recipient’s work or systems;
d.
sending of chain letters;
e.
intentional sending of huge messages or attachments
to large groups of recipients. Consideration should
be given to using other forms of communication (ie
mail) when sending large documents that exceed 20
pages or contain more than two embedded graphic
files.
f.
any other types of use which would knowingly cause
congestion of the networks or otherwise interfere with
the work of others.
Encounter of Controversial Material (In particular Pornographic or
Offensive E-mail)
7.
Unfortunately, the Shire of Dardanup is powerless to prevent
any inappropriate e-mail being received at a particular email address, but it will in no way condone any pornographic
or offensive e-mail being forwarded on to any person; either
as a knowing recipient of the material, or as an unknowing
recipient of the material.
The Shire of Dardanup considers such material totally
inappropriate to the workplace and expects that any person
who receives such material will immediately delete it from
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the system.
Should you receive such e-mail you should report this to the
Chief Executive Officer or your Immediate Director, as it is our
practice to advise the organisation that hosts the sender,
that such e-mail is being sent from their organisation and
asking them to prohibit the sending of such e-mail to us.
The sending of offensive or pornographic e-mail may expose
the Council to claims of sexual harassment, which further
emphasise the reasons behind the obvious restrictions placed
upon this type of material.
Given the Shire of Dardanup’s strong opposition to this
matter, it must be understood that any person who is found
to store this material in their own private folders, or who
forwards this material onto any other person, either within our
internal network or by external e-mail, will have their e-mail
services terminated immediately.
APPENDIX B: SECURITY AND PRIVACY
1. The widespread introduction of e-mail throughout the World
Wide Web has substantially increased the risk of loss of
confidentiality and integrity of essential information. Except
where encryption is used, e-mail messages are easily accessible
by personnel with specific technical knowledge.
2. Council members, employees, contractors or other users are not
to intercept messages while in transmission or access messages
stored on a system if not authorised to do so. The Records Officer
and the Systems Administrator may only intercept messages if
necessary to identify a source of interference or to troubleshoot
problems on the network.
3. The weakest link in e-mail security is the user. E-mail relies for its
security on being able to identify uniquely the person who
originates every message.
This is achieved by password
protection of the user account and/or e-mail account. Mail
accounts must be password protected and users must not store
the password in the mail configuration file as the default. The
operating system should be configured so that individual access
to the e-mail service is controlled through the use of passwords.
4. If passwords are shared with another person then a key aspect of
the mail system security is effectively defeated. Passwords
should be at least six alphanumeric characters long and, where
possible, they should be checked to make sure they are not
easily guessed. Passwords should be kept secure and changed
at least every 90 days. All e-mail users will be held accountable
for every message issued in their name.
5. Security is not to be confused with privacy. The Shire of
Dardanup owns the mail system, including the information being
deposited and sent. The e-mail services are for official use only
and the messages contained in the system should represent a
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significant public record of Council’s business matters. For this
reason the SHIRE OF DARDANUP reserves the right to initiate
random checks of e-mail folders should it be considered
appropriate to do so.
6. Freedom of Information. Along with Council’s paper based
documents, e-mail falls within the definition of a record under the
Freedom of Information Act “any article on which information
has been stored or recorded. Either mechanically, magnetically
or electronically” Therefore e-mail may fall within the ambit of an
Freedom of Information application to Council, and the
applicant may have a legally enforceable right to access the
(edited or unedited) information contained in the e-mail.
7. Many networks are UNCLASSIFIED and have connections to other
external networks. There is no guarantee of security or privacy
for e-mail across any of those networks. Always use your own
judgement in relation to receipt of an e-mail. Be aware of
VIRUSES and if you are unsure of the origin of an e-mail you have
received and there is a file attachment which requires opening contact the Information Technology Officer who can arrange for
the file to be checked for any virus.
APPENDIX C: ETIQUETTE AND ETHICS FOR THE EFFECTIVE USE OF E-MAIL
1. Since e-mail is not quite like other methods of communications, a
distinct etiquette for its use has evolved. Following are some
guidelines that have been adapted from the `The Business of
Electronic Mail’, issued by Telstra, Melbourne (1997)’.
E-mail Ethics
2. Use good judgment by not sending messages that are libellous,
defamatory, abusive and obscene or in bad taste. All users of email systems must act with courtesy and refrain from the use of
inflammatory or offensive language at all times. Remember that
you may be legally liable for any libellous or defamatory
statements made.
3. Never forget that a person is receiving the e-mail. It is very easy
to make critical or intemperate comments across e-mail when
the recipient of these comments and the impact it has on them
does not confront you.
4. Like the information in Council’s paper based record, the
contents of Council’s e-mail system are also part of the public
record. It may therefore be subjected to public access and
scrutiny under disclosure law such as the Freedom of Information
Legislation. Hence e-mail content needs to be objective in
nature with all system users endeavouring to avoid the use of
subjective comments.
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E-mail Etiquette
5.
Read and respond to Messages.
Check your e-mail regularly; ignoring a message is
discourteous and confusing to the sender. If you receive a
message intended for another person, do not just ignore it;
return it to the sender. Answer messages in a timely manner,
informing senders when their requests cannot be
accommodated. Delete messages as soon as they have
been answered or the issue resolved. For messages that must
be retained, develop an orderly filing system.
6.
All Capital Letters give the effect of SHOUTING!
Many people interpret the use of all capitals in e-mail to
indicate shouting, anger or rudeness.
Shouting is most
effective if it is reserved for special occasions. In any case,
studies show that proper use of upper and lower case assists
word recognition and makes a message easier to read.
Capitalise words only to HIGHLIGHT an important point or
distinguish a title or heading.
7.
Be courteous.
While conciseness is good, it should never be at the expense
of common courtesy; say please and thank you.
8.
Review before Sending.
Reading a message before sending will not only reveal
spelling and grammatical mistakes, but if you put yourself in
the place of the recipient you will detect whether your
message is sensible and is going to be well received and
understood. Human conversation uses gesture and tone to
convey the meaning of words. An e-mail message can
contain words which were humorously intended by the
author but which, without the accompanying expression or
inflection if the words were spoken, seem insulting to the
recipient. If you must use sarcasm or express emotion in a
message, clearly label it.
9.
Sign-off your Messages.
Include your name and affiliation at the end of a message.
Not only is this courteous, but it serves the practical function
of reassuring the reader that the message has not been
truncated in its travels. This is particularly important if sending
through a gateway to a different mail system, where a
message can sometimes be truncated on the way to its
destination.
10.
Forwarding Earlier Messages.
Be professional and careful what you say about others in email. In the case of your own messages, you should say
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clearly in the message if you do not want all or part of its
contents relayed. In the case of messages you receive from
others, think first of any possible damage or embarrassment
to the originator before forwarding it. It may be possible to
remove sensitive parts of the message before sending it on to
others. Do not edit and resend a message that you have
received without indicating that changes have been made
to the original. Remember that e-mail is not confidential; it is
neither absolutely private nor absolutely secure.
The
recipient of a message has control of the content and can
use it how they choose. If you wish to on-forward a previously
received e-mail to a third party, you should, as a matter of
courtesy, seek permission from the originator that you are
relaying their message.
11.
E-mail Responsibly.
Do not waste resources by sending inconsequential
messages and do not accumulate large amounts of e-mail
which are no longer required. Try to avoid irrelevancies and
try to keep messages succinct and brief. Focus on one
subject per message. Always define the topic of a message
in the e-mail subject header to make it easy for the recipient
to quickly review their list of messages.
12.
Message Distributions.
Keep the list of recipients and carbon copies (cc) to a
minimum. It is too easy to widely disseminate messages that
are of limited or no interest to most recipients (commonly
referred to as junk mail).
13.
Large File Attachments.
14.
Do not send e-mail messages enclosing large file
attachments and distribute these widely (eg Everyone in
mailing lists) as they can cause e-mail servers and gateways
to fail. It can also cause traffic problems on the network. A
preferred approach is to make the file accessible to other
users by placing it in a shared folder or directory and
informing users of its availability.
Assume the competence and honesty of the sender.
Giving someone the benefit of the doubt is a good starting
point, especially if you do not know them and they’re
hundreds of kilometres away. There have been examples of
replies to messages that appear to assume the sender is
incompetent or an idiot when the recipient has
misunderstood the context or intent of the message.
15.
Use Receipts.
If a message is important, then you need to be sure that it is
received and read. In this case make sure you ask for a
delivery receipt and a read-receipt.
This will cause a
message to be sent to you automatically to tell you when the
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message has been delivered to the recipients’ mail box, and
when the recipient has opened your message to read it.
16.
Keep a Copy.
Before removing mail messages from your Sent Mail folder,
make sure that any important matters they relate to are
closed.
17.
Schedule a reminder.
If you have an electronic diary, or indeed any sort of diary,
schedule a reminder to check on the status of an important
message after an appropriate period.
18.
Treat e-mail as a permanent, official record.
What you write can be used in evidence. Keep this in mind
before you click the send button. Even if you do not think the
matter is important enough to keep a copy, your recipient
may keep a copy. Assume that any message you send is
permanent and could be modified and/or forwarded
throughout the world without your knowledge or consent.
APPENDIX D: E-MAIL MAINTENANCE FOR SHIRE OF DARDANUP USERS
1. Some mail systems keep users mail in folders in a single file on the
Post Office server. This file can get quite large, and the bigger it
gets, the slower e-mail will work. Performance can be improved
by limiting the number of items in the busiest of folders to as few
as possible. The in-box and sent mail folders are the most
frequently used folders.
If possible, keep the number of
messages in each folder down to less than 50 or so and regularly
review the contents of the sent mail folder for message copies
which no longer need to be kept. Remember to “Empty your
Trash”.
2. Problems can occur in the sending of attachments between
organisations using different systems. For example a Microsoft
Word document sent by a user using a Novell based system
might not be readable by a recipient who uses a Unix system.
Even when the systems are the same, applications software such
as spread sheets may be incompatible. The following tips can
help:
a
confirm the acceptability of the document, spread
sheet or database format with the recipient before
transmitting it;
b
where feasible convert documents to standard text
before transmission - in addition to ensuring
compatibility this will reduce transmission time and
cost; and
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c
ensure that the format of attachments is clearly
identified in the message.
3. Problems can also occur in the handling of attachments
between different mail systems. This is particularly evident in mail
transmitted over the Internet where several different mail
protocols are in use. Where feasible, inclusion of documents as
embedded text within the message can help. The SSO can
provide assistance with decoding attachments sent from
incompatible systems.
4. E-mail can quickly grow and place demands on on-line storage
and on communication systems. If absent for extended periods,
have someone clear your mail or arrange to have it redirected.
Automatic return messages can be generated by GroupWise.
Avoid sending large messages or attachments to large numbers
of recipients as this can result in service degradation for all e-mail
users.
PROCESS
:
The Shire of Dardanup's e-mail/Internet system is a corporate
resource and is to be used for corporate business as a vehicle for
business to business and business to customer transactions. They
should be viewed in a similar manner to the Shire's telephone system
in that personal usage should be kept to an absolute minimum. For
example, if all exchange lines were in use for personal business, the
Shire would not be able to function. The following policies are to
ensure that the Shire's e-mail/Internet system is used almost
exclusively for Shire business. To this end, all e-mails sent or received
by a Shire employee are Shire's property. There is no concept in the
Shire's e-mail system of personal ownership of e-mails.
HEAD OF POWER
:
Policy Manual
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
---------------------------------------------------------------------------------------------------------------Tear off and return to Human Resources:
[email protected]
SHIRE OF DARDANUP E-MAIL POLICY ACCEPTANCE FORM
I __________________________________________________________
having read the Shire of Dardanup E-mail Policy document and
Appendices, agree to abide by the terms and conditions as outlined.
Signed:______________________________________________
(This form is to be retained on the employees personnel file)
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DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP6
DESCRIPTION
RECORDS MANAGEMENT
COUNCIL RESOLUTION
410/03
DATE
22/10/2003
PREAMBLE:
:
Sound record management practices are an integral part of any
business, legislative changes are ensuring that local government as
an industry is more accountable.
OBJECTIVE
:
To capture, control and provide accurate records in all formats, by
developing systems and practices that make the recording, storing
and accessibility of information more readily available to all staff.
To safeguard records of continuing
administrative, or historical purposes.
POLICY
:
value
for
legal,
fiscal,
Council will maintain a Records Office that manages the efficient
capture, creation, distribution, storage, retrieval and disposition of its
records in accordance with the State Records Act 2000.
This includes all records whether received or created by staff or by
Elected Members acting in their official capacity as Councillors, will
capture, create or provide full and accurate records, in the
appropriate form, of the Council's business decisions and
transactions to meet all legal, evidential, administrative, financial
and historical requirements.
PROCESS
:
All records, regardless of format, and whether internal or external,
are to be captured at the point of creation, with required metadata,
into appropriate corporate systems that are managed in
accordance with record keeping principles and the Australian
Standard for Records Management AS ISO 15489
All records are to be categorized as to their level of sensitivity and
adequately secured and protected from violation, unauthorized
access and destruction in accordance with necessary preservation
and storage requirements.
Access to the Council's records by staff and contractors will be
regulated according to security classifications.
Access to the
Council's records by the general public will be in accordance with
the Freedom of Information Act 1992. Access to the Council's
records by elected Members will be via the chief executive Officer in
accordance with the Local Government Act 1995.
All records maintained by the Council are to be retained and
disposed of in accordance with the state Records Office's General
Disposal Authority for Local Government Records.
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HEAD OF POWER
:
State Records Act 2000
Australian Standards ISO 15489
General Disposal Authority for Local Government Records 1999
Synergy Soft Records Management System
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP7
DESCRIPTION
SUNDRY DEBTORS - RECOVERY PROCEDURES
COUNCIL RESOLUTION
1010/98
DATE
23/10/1998
PREAMBLE:
:
Formalises the collection
requirements to Council.
OBJECTIVE
:
The purpose of this policy is to use staff time more efficiently, reduce
the amount of individual letters sent to debtors and to expedite the
recovery of debts due to Council.
POLICY
:
1.
All sundry debtors shall be issued with an invoice for services
or goods rendered and shall be due and payable to the
Council within 30 days of issue.
2.
Debtors will be issued with a Statement of Account if their
debt remains unpaid after the 30 day period.
3.
All debts overdue up to 90 days from the date of issue, shall
be recovered by way of legal action with or without further
notice as deemed appropriate by the Chief Executive
Officer.
of
debts
process
and
reporting
Footnote:
PROCESS
:
a)
The purpose of this policy is to use staff time more efficiently,
reduce the amount of individual letters sent to debtors and
to expedite the recovery of debts due to Council.
b)
The effect of this policy will be to instigate a more formal
process for recovery of debts due to Council.
1.
All sundry debtors shall be issued with an invoice for services
or goods rendered and shall be due and payable to the
Council within 30 days of issue.
2.
Debtors will be issued with a Statement of Account if their
debt remains unpaid after the 30 day period.
3.
All debts overdue up to 90 days from the date of issue, shall
be recovered by way of legal action with or without further
notice as deemed appropriate by the Chief Executive
Officer.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP8
DESCRIPTION
PAYMENT OF ACCOUNTS
COUNCIL RESOLUTION
241/11
DATE
27/07/2011
PREAMBLE:
:
In accordance with clause 12 of the WA Local Government
(Financial Management) Regulations 1996, Council may delegate
the authority to the Chief Executive Officer to authorise payments.
The Chief Executive Officer is responsible to ensure effective systems
and procedures are in place for proper authorisation for the
incurring of liabilities and the making of payments.
OBJECTIVE
:
To ensure there is an effective system and procedure for authorised
payment of accounts.
POLICY/PROCESS
:
1.
Procedure for ordering and authorisation of goods and
services.
a)
For the purposes of this policy an Authorised Officer shall be
an officer that has delegated authority by the Chief
Executive Officer to purchase and authorise payments on
behalf of Council.
b)
An official Council Purchase Order shall be created and
signed by the Authorised Officer prior to any goods or
services being ordered. Notwithstanding that, in some
instances, the issuing of a Purchase Order is not practical. The
Authorised Officer shall be responsible for ensuring that the
expense being incurred is in accordance with Council’s
Procurement Policy.
c)
Upon creation of the Purchase Order, the Authorised Officer
shall cause for the Purchase Order to be passed to the
Accounts Payable Officer. The Purchase Order shall then be
held until the appropriate invoice is received.
d)
Each invoice and approval for payment shall be physically
marked as correct and approved for payment by the
Authorised Officer incurring the debt.
2.
Payment of Accounts
a)
Council staff shall settle accounts due and payable every
fortnight. Notwithstanding that, the CEO is authorised to
make a special payment at any time where an incentive to
pay prior to a date is offered (either a penalty or discount) or
the terms of trade require an early payment.
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b)
Payments shall not be made in cash (other than through the
Petty Cash system) in accordance with regulation 11(3)(a)
Local Government (Financial Management) Regulation 1996.
c)
Only officers authorised by the CEO or Director Corporate
Services (or officers acting in those roles, with the required
authority) shall be responsible for payment processing and
shall be independent of payments approvals.
d)
A list of all accounts paid in the month prior, shall be
presented to the Council. The list shall comprise of details as
prescribed in the WA Local Government Act (Financial
Management Regulations) 1996.
i)
Payments by Cheque
1.
Where a payment is made by cheque, the cheque
shall only be generated electronically using Council’s
Accounts Payable System.
2.
Each cheque raised, shall be supported by sufficient
documentation, including an official Council Order
(where one is required) or in the absence of an order,
details relating to why the expense has been
incurred. An invoice satisfying the requirements of a
"Tax Invoice" must also form part of the supporting
documentation where relevant.
3.
Two signatures are required on each Council cheque.
The Director Corporate Services (or authorized officer
acting in that role) shall be required to sign all
cheques, together with an officer with delegated
authority to sign cheques.
4.
Both signatories shall be independent of payments
processing and cheque generation.
5.
Under no circumstances shall a blank cheque be
signed.
6.
Blank cheque forms shall be under physical control
and kept in a secure place.
7.
Cheque forms shall be sequentially numbered and
used in sequence.
8.
Cancelled cheques shall be properly mutilated by
way of notation as cancelled and retained in
numerical order.
9.
A photocopy of the signed cheque accompanied by
complete evidence of the transaction shall be
securely retained and filed in cheque number order.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
ii)
Payments by Electronic Funds Transfer (EFT)
1.
Where a payment is made by EFT, it shall be made
utilising Council’s online banking facility.
2.
The EFT file shall only be generated electronically
using Council’s Accounts Payable, or Payroll system.
3.
Two electronic signatories shall be required to
authorise an EFT payment file. The Director Corporate
Services (or authorized officer acting in that role) shall
be required to electrically authorise an EFT payment
file together with an Authorised Officer.
4.
Both signatories shall be independent of payment
processing and EFT file generation.
5.
A photocopy of each Accounts Payable EFT
Remittance Advice, accompanied by complete
evidence of the transaction, shall be securely
retained and filed in EFT Remittance Number order.
With respect to EFT payments, the following EFT Authorised
Officers (or authorized officers acting in the role) shall be
assigned access to Council’s online banking facility.
OFFICER
ADMINISTRA-
LOAD
AUTHORISE
EFT
ACCOUNTS
PAYABLE
AUTHORISE
EFT PAYROLL
TOR
PAYMENT FILE
CHIEF EXECUTIVE
OFFICER
X
X
X
X
DIRECTOR CORPORATE
SERVICES
X
X
X
X
SENIOR FINANCIAL
ACCOUNTING OFFICER
X
X
X
X
SENIOR RATES OFFICER
X
X
X
X
PAYROLL OFFICER
X
ACCOUNTS PAYABLE
OFFICER
X
RATES OFFICER
X
RELIEVING OFFICER
X
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Next Full Review Policy Date: July 2015
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EFT Authorised officers shall each be assigned a personal
identification number and password. This number shall act as
the signature to authorise EFT payments. The personal
identification number and password is the responsibility of the
EFT Authorised Officer and shall not be distributed, or
accessible, to any other person.
iii)
Payments by Petty Cash
CUSTODIANSHIP
A)
Reason:
Responsible
Officer:
Petty Cash funds shall be maintained on an
imprest system
•
Places a limit on amounts held.
•
Keeps records up to date
•
Is easily surprise checked as vouchers
equal imprest amount at all times.
Petty Cash Officers
Date Due:
Daily
CUSTODIANSHIP
B)
Delegated Petty Cash Officer
Reason:
Single responsibility essential to custodianship.
Responsible
Officer:
•
•
•
•
Date Due:
CUSTODIANSHIP
C)
Reason:
Responsible
Officer:
Eaton – Reception
CSO Dardanup – Customer Service
Officer
Recreation Centre – Administration
Officer
Eaton Community Library – Shire Librarian
Daily
Petty Cash funds shall be separated from other
cash by an exclusive use securable “Petty
Cash Tin”
Prevents funds being used to cover
deficiencies in Petty Cash.
Petty Cash Officers
Date Due:
Daily
CUSTODIANSHIP
D)
“Petty Cash Tin” to be secured and locked
when not being accessed.
Reason:
To prevent unauthorised access
Responsible
Officer:
Petty Cash Officers
Date Due:
Daily
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
CUSTODIANSHIP
E)
Reason:
Responsible
Officer:
Petty Cash limit for purchase to any one
supplier shall be $20 (Twenty Dollars)
Ensures cash payments are kept to minimal
amounts.
Petty Cash Officers
Date Due:
Daily
CUSTODIANSHIP
F)
IOU’s Prohibited
Reason:
Ensures payments are supported by receipts
Responsible
Officer:
Petty Cash Officers
Date Due:
Daily
APPROVAL - A)
All payments shall be supported by a Receipt
Reason:
Prevents fraudulent claims
Responsible
Officer:
Petty Cash Officers
Date Due:
Prior to supply of Cash
APPROVAL - B)
All vouchers shall be prepared in Ink
Reason:
Prevents amounts being fraudulently increased
Responsible
Officer:
Petty Cash Officers
Date Due:
Prior to supply of Cash
APPROVAL - C)
Reason:
Responsible
Officer:
Date Due:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Payment shall be approved by an authorised
cheque signatory or Line Director in absence
Petty Cash Officers are often not senior
employees hence approval of expenditure is
necessary to control disbursements
Petty Cash Officers
Prior to supply of Cash
SHIRE OF DARDANUP – POLICY MANUAL
ACCOUNTING
A)
Reason:
Responsible
Officer:
Vouchers (with attached receipts) to be
attached to the “Petty Cash Reimbursement”
Purchase Order
•
To ensure vouchers are Bona Fide
•
For authorisation by purchasing officer
Petty Cash Officers
Date Due:
As required
ACCOUNTING
B)
Reimbursement cheques shall be made
payable to “Shire of Dardanup” NEVER TO
“cash”
Reason:
Helps prevent loss if cheque is accidentally lost
Responsible
Officer:
Accounts Payable Officer
Date Due:
As required
INTERNAL
AUDITING
Surprise counts & reconciliations of funds are
carried out periodically
Reason:
Deterrent against IOU’s and irregularities
Responsible
Officer:
Internal Auditor
Date Due:
Periodically
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP9
DESCRIPTION
PROCUREMENT POLICY
COUNCIL RESOLUTION
302/11
DATE
12/10/2011
PREAMBLE
:
The Shire of Dardanup is committed to maintaining efficient,
effective, economical and sustainable procedures in all
procurement activities. This policy:
• Provides the Shire of Dardanup with an effective way of
purchasing goods and services.
• Ensures that procurement is carried out in a fair and equitable
manner.
• Strengthens integrity and confidence in the procurement
system.
• Ensures that the Shire of Dardanup receives value for money in
its purchasing.
• Ensures the Shire of Dardanup is compliant with all regulatory
obligations.
• Promotes effective governance and definition of roles and
responsibilities.
OBJECTIVE
:
To provide clear guidelines to Council officers and suppliers in
regards to the procurement of goods or services to allow consistency
and robust control over the Shires procurement activity.
To ensure that the purchasing process results in the acquisition of
goods and services which provide best value to the Shire of
Dardanup.
To provide compliance with the Local Government Act, 1995 and
the Local Government Act (Functions and General) Regulations,
1996.
To deliver a best practice approach to procurement for the Shire of
Dardanup.
Provide guidance on ethical behaviour and ensure probity,
transparency, competition and the avoidance of conflicts of
interests and nepotism in all Shires procurement and contracting
activities.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
:
1 ETHICS & INTEGRITY
All officers and elected members of the Shire of Dardanup shall
observe the highest standards of ethics and integrity in undertaking
procurement activities and act in an honest and professional
manner that supports the good reputation of the Shire of Dardanup.
The following principles, standards and behaviours must be observed
and enforced through all stages of the procurement process to
ensure the fair and equitable treatment of all parties:
•
•
•
•
•
•
full accountability shall be taken for all procurement
decisions and the efficient, effective and proper expenditure
of public monies based on achieving value for money;
all procurement practices shall comply with relevant
legislation, regulations, and requirements consistent with the
Shire of Dardanup’s policies and Code of Conduct;
procurement 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 to the department Directors and
appropriately managed (using Public Interest Disclosure
guidelines); and
any information provided to the Shire of Dardanup by a
supplier shall be treated as commercial-in-confidence and
should not be released unless authorised by the supplier or as
required by relevant legislation.
2. VALUE FOR MONEY
Value for money is an overarching principle governing procurement
that allows the best possible outcome to be achieved for the Shire of
Dardanup. 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,
sustainable procurement objectives, 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 whole of life cycle costs
(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;
Authorised by
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Next Full Review Policy Date: July 2015
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•
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 offer is recommended, there should be clear
and demonstrable benefits over and above lower priced offering,
supported by the evaluation of the selection criteria.
3. RECORDS MANAGEMENT
For Tenders & formal Request for Quotations (RFQ)
All records associated with procurement process shall be recorded
and retained as official Council records, including:
i.
All tender or RFQ documentation
ii.
Internal documentation
iii.
Evaluation documentation
iv.
All correspondence including enquiry and response
documentation
v.
Notification and award documentation
For direct procurement
All records that are required under this policy must be attached to
any purchase order, including:
i.
Quotation documents
ii.
Internal documentation
iii.
Order forms
Verbal Quotations
Where a verbal quotation is required under this policy then a written
record must be made of both the quotation and any submission of
quotation. This written record shall include:
i.
Details of the goods and services required;
ii.
name of any supplier who has been requested to provide a
quotation and the date on which it was requested;
iii.
name of any supplier who submitted a quotation, the
amount of the quotation
This information is to be recorded in the pre-printed verbal quotation
section on the Office Copy Purchase Order.
Written Quotations
Where a written quotation is required under this policy then the
written request for quotation and any submission of quotations must
Authorised by
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Next Full Review Policy Date: July 2015
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be attached to the Office Copy Purchase Order.
4. PAYMENT THRESHOLDS
The following thresholds apply where the value (excluding GST) of
like products or services, procured from a single supplier;
i.
ii.
over a 1 year period 1st July – 30 June; or
under a contract over the full contract period (including
options to extend)
is or is expected to be: Value of Procurement
Excluding GST)
Less than $1,000
$1,000 – less than $10,000
$10,000 – less than $100,000
$100,000 and above
Requirements
Professional discretion of market in
accordance with the objectives of
this Procurement Policy.
2 (two) or more verbal or written
quotations or priced printouts from
separate suppliers’ catalogues or
websites and evidence attached to
Purchase Order.
3 (three) or more written quotations
from
separate
suppliers
and
attached to Purchase Order.
Conduct a public tender process in
accordance
with
prevailing
legislation and the shires procedures.
Note: 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 to seek public tenders
for contracts of less than $100,000, a Request for Tender
process that entails all the procedures for tendering outlined
in this policy must be followed in full.
5. EXEMPTION FROM PROCUREMENT QUOTATIONS REQUIREMENTS
1. Purchases of Goods and/or Services under;
a. Current Western Australian Local Government
Association (WALGA) Preferred Supplier contracts;
b. Current WA Department Finance Common Use
Agreements (CUA’s)
Note
Procurements made under CUA or WALGA preferred supplier
contracts shall be checked for currency of contract at the time
of quotation.
The contract number of CUA or WALGA Preferred Supplier
contracts must be quoted at the time of quote sourcing and
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
ordering, in order to identify Council to the supplier as party to
the contract pricing structure.
2. Sole Source of Supply (Monopoly Suppliers).
The procurement of goods and/or services available from only
one source of supply, (i.e. manufacturer, supplier or agency) is
permitted without the need to call competitive quotations
provided that there must genuinely be only one source of supply.
Every endeavour to find alternative sources must be made.
Written confirmation of this must be made in accordance with
the record management section of this policy.
Note: The application of provision “sole source of supply” should
only occur in limited cases and experience indicates that
generally more than one supplier is able to provide the
requirements.
3. An emergency situation as defined by the Local Government
Act 1995.
4. The purchase is under public auction which has been
authorized by Council.
5. The purchase is for petrol, oil, or other liquid or gas used for
internal combustion engines.
6. Shelf acquired non bulk Grocery, Alcohol & Sundry Hardware
No quotations are required for the procurement of non-bulk fixed
price retail grocery, alcohol and sundry hardware products
sourced off the shelf from retail stores that are open to the
public. It is considered that the non-negotiable pricing together
with strong competition within the grocery and hardware sector
is sufficient to provide best pricing.
7. Software Support / Maintenance
No quotations are required for contracts for the provision,
maintenance or support of software where;
a. the value of the contract is less than or equal to
$100,000 and;
b. the responsible officer has good reason to believe
that because of the unique nature of the software
support and maintenance required, or for any other
reason, it is unlikely that there is more than one
potential supplier.
8. Any of the other exclusions under Regulation 11 of the
Functions and General Regulations apply.
9. Chief Executive Officers or Director Discretion
The Chief Executive Officer or Director may, at their discretion,
waive the requirements in writing to obtain the necessary
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
quotations providing that written justifiable reasons for such
waiver, are provided by the responsible purchasing officer to the
Chief Executive Officer, or their Director in the following situations;
a. the responsible officer has sought required quotations,
but has only received less than the required responses
that met the quotation specifications; or
b. The goods or services are to be supplied by or
obtained through the government of the State or the
Commonwealth or any of its agencies, or by a local
government or a regional local government.
6.
CONTRACT SPLITTING PROHIBITED
It is a breach of this policy (and Local Government Act 1995 with
regard to tender thresholds) to enter into 2 (two) or more contracts in
circumstances such that the desire to avoid the requirements of this
policy is a significant reason for not dealing with the matter in a
single contract.
7.
DECISION MAKING
When considering quotations or tenders submitted under this policy
a decision may be taken either to:
a. Not accept any quotation / tenders; or;
b. Accept the quotation which will
advantageous for the Shire of Dardanup.
PROCESS
:
be
most
Procurement of goods or services (GST Excl)
Less than $1,000
Where the value of procurement of goods or services does not
exceed $1,000, purchasing officers are required to use professional
discretion and are encouraged to undertake occasional market
testing to ensure best value is maintained.
$1,000 to less than $10,000
This category is for the procurement of goods or services where the
value of such procurement ranges between $1,000 and less than
$10,000.
At least 2 (two), or more of the following quotations from separate
suppliers are required.
a) Verbal quotations;
b) Written quotations;
c) Priced printouts from a reputable supplier’s catalogue or
website;
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
d) or a combination of the above
The principles for obtaining verbal quotations are:
a) Ensure that the requirement / specification is clearly
understood by the employee seeking the verbal quotations;
b) Ensure that the requirement is clearly, accurately and
consistently communicated to each of the suppliers being
invited to quote;
c) Read back the details to the supplier contact person to
confirm their accuracy;
d) Written notes detailing each verbal quotation must be
recorded in the pre-printed verbal quotation section on the
Office Copy Purchase Order.
$10,000 to less than $100,000
This category is for the procurement of goods or services where the
value of such procurement ranges between $10,000 and less than
$100,000.
At least 3 (three), or more, written quotations from separate suppliers
are required.
The principles for obtaining written quotations shall be:
a) An appropriately detailed specification should communicate
requirement(s) in a clear, concise and logical fashion.
b) The request for written quotation should include as a
minimum:
i.
Written Specification
ii.
Selection Criteria to be applied
iii.
Price Schedule
iv.
Conditions of responding
v.
Validity period of offer
c) Invitations to quote should be issued simultaneously to ensure
and all parties receive an equal opportunity to respond.
d) Advise all prospective suppliers at the same time any new
information that is likely to change the requirements.
e) Responses should be assessed for compliance, then against
the selection criteria, and then value for money and all
evaluations documented.
f) Respondents should be advised in writing as soon as possible
after the final determination is made and approved.
$100,000 and above
This category is for the procurement of goods or services where the
value of such procurement is $100,000 and greater.
For procurements over $100,000 shall be by Public Tender.
Prior to calling for tenders the responsible officer is to prepare
selection criteria for scoring and evaluating the tenders. The
selection criteria are to be assessed by at least one other senior
officer before the tender is advertised.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Advertising Tenders
Tenders are to be advertised in a state wide publication e.g. “The
West Australian” newspaper, Local Government Tenders section,
preferably on a Wednesday or Saturday.
The tender must remain open for at least 14 days after the date the
tender is advertised. Care must be taken to ensure that 14 full days
are provided as a minimum.
The notice shall include;
• The tender reference number;
• a brief description of the goods or services required;
• information as to where and how tenders may be submitted;
•
A statement that no tender will necessarily be accepted;
• the date and time after which tenders cannot be submitted;
• particulars identifying a person from who more detailed
information as to tendering may be obtained;
Detailed information shall include;
• such information as the responsible officer decides should be
disclosed to those interested in submitting a tender;
• detailed specifications of the goods or services required;
• the criteria for deciding which tender should be accepted;
• whether or not the Shire of Dardanup has decided to submit a
tender; and
• whether or not tenders can be submitted by facsimile or other
electronic means, and if so, how tenders may so be submitted.
Issuing Tender Documentation
Details of all parties who acquire the documentation whether by
counter, mail, internet, referral, or other means will be recorded.
This is essential as if clarifications, addendums or further
communication is required prior to the close of tenders, all potential
tenderers must have equal access to this information in order for the
Local Government not to compromise its Duty to be Fair.
Tender Deadline
A tender that is not received in full in the required format by the
advertised Tender Deadline shall be rejected.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Opening of Tenders
No tenders are to be removed from the tender box, or opened (read
or evaluated) prior to the Tender Deadline.
Tenders are to be opened in the presence of the Chief Executive
Officer’s delegated nominee and at least one other Council Officer.
The details of all tenders received and opened shall be recorded in
the Tenders Register.
Tenders are to be opened in accordance with the advertised time
and place. There is no obligation to disclose or record tendered
prices at the tender opening, and price information should be
regarded as commercial-in-confidence to the Local Government.
Members of the public are entitled to be present.
The Tenderers Offer Form, Price Schedule and other appropriate
pages from each tender shall be date stamped and initialled by at
least two Local Government Officers present at the opening of
tenders.
No Tenders Received
Where the Local Government has invited tenders, however no
compliant submissions have been received, direct purchases can be
arranged on the basis of the following:
• a sufficient number of quotations are obtained;
• the process follows the guidelines for seeking quotations below
$100,000 (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.
Tender Evaluation
Tenders that have not been rejected shall be assessed by the Local
Government by means of a written evaluation against the predetermined criteria. The tender evaluation panel shall assess each
tender that has not been rejected to determine which tender is most
advantageous.
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 Local Government 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.
Minor Variation
If after the tender has been publicly advertised and a successful
tenderer has been chosen but before the Local Government and
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
tenderer have entered into a Contract, a minor variation may be
made by the Local Government.
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.
Notification of Outcome
Each tenderer shall be notified of the outcome of the tender
following Council resolution. Notification shall include:
• The name of the successful tenderer
• The total value of consideration of the winning offer
The details and total value of consideration for the winning offer must
also be entered into the Tenders Register at the conclusion of the
tender process.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Procurement Flowchart
Start
No Quotation
Required
WALGA
Preferred
Supplier
Yes
No
Yes
Common
Use
Agreement
No
Yes
Existing Tender or
RFQ
No
Yes
Exempt from quotations
per Policy
• Monopoly Supplier
• Public Auction
• Fuel
• Software
• CEO / Exec
Discretion
• Sundry Groceries /
Hardware
• Exemption per reg 11
No over
Continued
page
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Procurement Flowchart (cont)
Procurement
$100,000 +
Yes
Tender
No
Procurement
$10,000 to less than
$100 000
Yes
Three
written
quotations
Yes
Two written or
verbal
quotations
No
Procurement
$1,000 to less than
$10 000
Attach / record
quotes on
Purchase Order
No
Procurement less
than $1,000
Yes
Professional
Discretion of
best pricing
HEAD OF POWER
:
Local Government Act 1995, Section 2.7(2)(a)&(b) and Section
6.5(a). Local Government (Financial Management) Regulations
11(1)(a) Local Government Act (Functions and General) Regulations,
1996 (as amended).
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP10
DESCRIPTION
INVESTMENT POLICY
COUNCIL RESOLUTION
388/01
DATE
22 August 2001
PREAMBLE:
:
OBJECTIVE
:
•
•
•
POLICY
:
1)
To undertake investment of surplus funds.
To ensure the security of Councils funds.
To maximise earnings from authorised investments.
Authorised Officers
Chief Executive Officer, Director Corporate Services be authorised to
invest surplus funds.
2)
Authorised Investment
Direct Investments
•
•
•
3)
Interest bearing capital guaranteed deposits with a
licensed Australian bank.
Bank accepted/endorsed bank bills
State / Commonwealth Government Bonds
General Policy Guidelines
Direct Investments
•
Term to Maturity
The term to maturity of any Councils direct investments may
range from “at call” to twelve months, unless specifically
approved by Council.
•
Quotations on Investments
Not less than two (2) quotations shall be obtained from
authorised institutions when investing in an institution other
than Councils contracted bankers.
4)
Review / Reporting
I.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
A monthly report is provided to Council detailing
Investments held at month end.
SHIRE OF DARDANUP – POLICY MANUAL
5)
II.
The report will detail investment income earned versus
budget.
III.
A register of all investments be maintained.
Variation to Policy
The Chief Executive Officer or his delegated representative is
authorised to approve variations to this policy if the
investment is to Councils advantage and/or due to revised
legislation.
All changes to this policy are to be reported to Council within
14 days.
PROCESS
:
A report is presented monthly to Council giving details of current
investments, including investment period and rates.
HEAD OF POWER
:
Local Government Financial Management Regulations
•
•
DATE REVIEWED
:
Local Government Act 1995 - s6.14
The Trustees Amendment Act 1997 - Part III Investments
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP11
DESCRIPTION
SELF SUPPORTING LOANS
COUNCIL RESOLUTION
099/03
DATE
11 MARCH 2003
PREAMBLE:
:
To ensure fairness and equity in the assessment of all applications for
self-supporting loans by community and sporting groups from within
the Shire of Dardanup.
OBJECTIVE
:
To ensure that all applications are treated in the same manner and
meet the same criteria, and to ensure the amount borrowed is
adequately covered by guarantors from the borrowing party, to
protect Council and the Community from becoming liable for the
balance of the loan debt, should the borrower default in their
repayment of the loan.
POLICY
:
That Community Groups and Sporting organisations located in the
Shire of Dardanup be advised that all self-supporting loans funded
through Council must meet the following conditions;
1)
Incorporated community groups or sporting clubs, which are
resident and operate within the Shire of Dardanup can apply
in writing for a self-supporting loan to be considered by
Council.
2)
All applications are to be supported with a business plan that
sets out the purpose, objectives and benefits to their
members and the community at large.
3)
Community groups and sporting clubs must provide with their
request a copy of their last 5 years audited financial
statements and current year’s budget which will demonstrate
the organisations/clubs ability to repay the loan funds
advanced.
4)
Guarantors, legally bound by contract, will be required for all
self-supporting loans, Council has the right to set a lower
percentage of cover required, if the financial information
provided by the applicant adequately shows that the
Club/Organisation has been financially sound during the past
5 years and can prove it can meet its financial obligations in
being able to repay the loan whilst carrying on its normal
activities.
5)
All self-supporting loans will require a written agreement to be
signed by both parties, stating the loan repayment dates and
amounts payable along with a list of guarantors, before any
loan funds are advanced.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
6)
The loan borrower will supply to Council on an annual basis a
set of the audited financial statements within four (4) months
of the close of the financial year, as well as a copy of the
budget for the current year, Council may at any time during
the period of the loan request that the loan borrower to
provide current financial statements and budgets.
7)
Self-funding loan requests not previously approved and
included in Councils annual budget, will need to be
advertised in accordance with the requirements of the Local
Government Act 1995, to allow for written submissions to be
made, these submissions will be presented to Council, so that
a decision to approve or disapprove a self–funding loan
request can be made.
A formal application is made to Council as per the policy including a
business plan, previous five years audited financial years statements,
reason for the loan, Council would ideally consider the application
for inclusion in the next financial year budget, where the funds are
required sooner than the loan will be publicly advertised.
At the end of the advertising period if there have been no
submissions, the applications will again go before Council, who will
decide the level of guarantor required, a formal written agreement
will be entered into and the loan applied for and drawn down. A
loan repayment schedule will form part of the agreement, with
invoices sent out on the required dates. (Please follow detailed
policy steps).
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP12
DESCRIPTION
CREDIT CARD TRANSACTION – MAXIMUM PAYMENT
COUNCIL RESOLUTION
294/01
DATE
11/07/2001
PREAMBLE:
:
Council accepts payment of rates by credit card, this policy allows
Council to refuse excessive payments by credit card where Council
would be penalized by high fee charges.
OBJECTIVE
:
This policy allows staff to act within the limits of the maximum amount
set, and refer to the CEO any requests to pay greater amounts by
credit card.
POLICY
:
Council sets a maximum limit of $10,000.00 per credit card payment
of all fees and accounts per customer, per instalment and that the
policy applies to all the accounts held by the one customer.
The Chief Executive Officer and the Director Corporate Services be
authorised to use discretion to increase the limit in individual
exceptional cases.
PROCESS
:
Policy is monitored by all staff accepting payment of rates or other
Council charges by electors by credit card.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP13
DESCRIPTION
PROVISION FOR SUPRESSING PROPERTY INFORMATION
COUNCIL RESOLUTION
475/01
DATE
24/10/2001
PREAMBLE:
:
Persons claiming suppression of personal information being given out
can do so under a Section 51B Notice, as provided for under the
Electoral Act 1907.
OBJECTIVE
:
Council’s policy is intended to assist in the anonymity of the
applicants for reasonable, lawful purposes, however Council will not
accept any liability where such information is given out by accident,
or where such information is available from existing reports or other
sources.
POLICY
:
That Council suppress and withhold property information on the
following basis:
•
Where the State Electoral Commission has granted a “silent
address” under Section 51B of the Electoral Act 1907; or
•
Where the applicant makes a written application to the Chief
Executive Officer for the withholding of the property information.
The Chief Executive Officer will approve applications on the
following concept:
•
That the applicants have real fears for their own and families
safety.
This policy will not apply to those wishing to not receive
advertisement mail. Where Council approves the withholding of
property information, property information will include:
•
The lot number, street number and name, the certificate of title
details, zoning, lot size, plan or diagrams, Valuer General’s
valuation, the names of the owner/s and any previous owners,
the residential and postal address of the owners, all enrolled
electors, any animal registration information, any building health
planning or engineering information.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
Council will control this information by highlighting each property
with a memo instructing the withholding of all information, and by
recording such electors under a separate rate code which will be
excluded for reporting purposes.
This information will not be withheld from State or Federal
Government organisations who provide written request for such
information.
HEAD OF POWER
:
Electoral Act 1907
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP14
DESCRIPTION
SALE OF INFORMATION ON RECORD
COUNCIL RESOLUTION
476/01
DATE
24/10/2001
PREAMBLE:
:
Local Governments can provide and recover the reasonable costs in
providing information which is available to the general public.
OBJECTIVE
:
Policy allows for the recovery of staff time and materials in provision
of hard or disk copies of information provided to the general public,.
Ie; minutes, town planning information.
POLICY
:
That Council provide information which is available to the general
public in the following formats:
•
•
•
Printed on paper;
Verbally by telephone or in person.
Electronically where information can be provided on this format.
The Chief Executive Officer reserves the right to refuse to provide
such information where it is believed that the information will be used
for a non-suitable purpose.
PROCESS
:
Application is received for say supply of Council minutes, charges
are as set in fees and charges, hard copy is provided on payment of
fee.
Where the Chief Executive Officer refuses to supply information
request, then a letter stating the reason for refusal shall be sent, with
a copy of the letter being recorded in the records section.
HEAD OF POWER
:
Local Government Act 1995 & Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP15
DESCRIPTION
MOBILE PHONE USAGE
COUNCIL RESOLUTION
274/12
DATE
08/08/2012
PREAMBLE:
:
Council provided mobile phones are issued to ensure relevant staff
are accessible, communications are enhanced and responses to
customers are timely.
Mobile phones provided by the Shire are to be used primarily for the
conduct of Council related business and employees issued a mobile
phone will assume personal responsibility for their appropriate use.
OBJECTIVE
:
Mobile phones are provided to employees as a work tool and will be
allocated where the requirement for a mobile telephone service:
1) Is of an essential nature in the conduct of Council business;
2) Is for safety reasons; and
3) Meets justifiable business criteria.
POLICY
:
All mobile phone handsets, SIM Cards, accessories and service
numbers are Shire property and must be used in accordance with
this policy, employment contracts, agreements, applicable
legislation and the Shire’s Code of Conduct.
The issuance of mobile phones to employees is at the discretion of
the Chief Executive Officer.
PROCESS
:
Employee Responsibilities
The following guidelines have been prepared to assist employees
with the acquiring, use and care of a Shire issued mobile phone:
•
Supply of mobile handsets and services will only be made
through IT.
•
Employees must use issued mobile phones in accordance
with manufacturer’s instructions. Any faults or damage should
be reported to IT as soon as possible, so repairs or
replacement can be arranged.
•
Employees must observe all statutory requirements relating to
mobile phone usage whilst driving a motor vehicle.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
In the event that an issued mobile phone is noticed as lost or
stolen, the respective phone service provider and IT shall be
contacted immediately to have the account closed and/or
services stopped.
•
Any work related images or recordings taken on the issued
mobile phone are corporate records and employees using
these functions should ensure images are downloaded for
the Shire’s records.
•
Employees who are careless or negligent in the use of an
issued mobile phone may incur the cost of repairs,
replacement of the phone, or reimbursement to the Shire for
any insurance excess.
•
Employees must return any issued mobile
resignation or termination of employment.
•
Reasonable Personal Use is permitted. Excessive personal use
will result in the employee being billed for usage in the first
instance. Ongoing excessive use will result in disciplinary
action being taken against the employee.
•
Personal international calls are to be reimbursed by the
employee.
•
Mobile phones with access to the Internet and Email must
also comply with the Shire’s policy on ‘Electronic Mail and
Internet Usage’.
•
All mobiles must be switched off when at a refuelling point
and any other place that prohibits the use of radio
transmitting devices.
phone
on
Billing And Charging
Monthly summary reports of individual Directorate mobile phone
charges will be forwarded to each Director. Excessive personal use
of the mobile phone will result in the employee being billed for their
usage.
Emergency Usage
In the event of an emergency, the Shire or CEO reserves the right to
appropriate any mobile phone for the purpose of assisting in relief
operations.
Breaches
The Shire may withdraw the use of an issued mobile phone at any
time if the Director or Chief Executive Officer determines that the
basis for issuing the phone is no longer relevant, there are health and
safety concerns around the use of the phone, or where the Director
or Chief Executive Officer reasonably determines that there has
been misuse of the phone.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 08/08/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
CORPORATE SERVICES DIRECTORATE
POLICY REFERENCE
CORP16
DESCRIPTION
SOCIAL MEDIA
COUNCIL RESOLUTION
325/13
DATE
16/10/2013
PREAMBLE:
:
This policy is applicable for establishing official Shire social media
networks whether they be; Facebook styled sites, GeoLocation sites,
blogs, microblogs, message boards or image and video sharing sites.
Social media is a group of online applications such as social networking
sites, wikis, blogs, microblogs, video and audio sharing sites, and
message boards that allow people to easily publish, share and discuss
content.
Conversations in social media are a dialogue, an opportunity to listen,
share, collaborate and respond to colleagues and communities.
This policy and guidelines will support staff as they engage in any
conversations or interactions using social media for official use.
What an officer produces or posts can ultimately have consequences.
The lines between personal and professional lives can be blurred in
online social networks therefore what might be considered ‘public’
versus ‘private’ requires defined boundaries to be established.
An officer’s or elected member’s role with the Shire creates an
association between what is posted online when representing the Shire
and the Shire itself. An officers and elected members should represent
the Shire in an on-line environment as they would in their ordinary work
activities.
Speaking on behalf of the local government is the role of the Shire
President, the Shire President has the power to delegate this authority to
the Chief Executive Officer and the CEO likewise to other officers.
OBJECTIVE
:
The key objective is to use social media as an information delivery
platform to a community that is technically capable who commonly use
social media to converse, interact and share.
This policy is applicable for establishing official Shire social media
networks whether they be; Facebook styled sites, GeoLocation sites,
blogs, microblogs, message boards or image and video sharing sites.
Authorised staff contributors to social media sites on behalf of the Shire
shall adhere to the following policy:
POLICY
:
1.
Only authorised officers shall contribute to social media sites
1.1. An officer may only contribute to a social media site on behalf
of the Shire upon authorisation by the Chief Executive Officer
(CEO) or a Director (if delegated authority to do so by the Chief
Executive Officer).
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
1.2. Elected members, with the exception of the Shire President, shall
not publish content on official Shire of Dardanup social media
platforms.
2.
Only Authorised Shire Accounts Are To Be Created
2.1. Official Shire of Dardanup social media accounts that are
established to represent the activities of the Shire of Dardanup
shall be approved by the CEO or Director.
2.2. All official sites and accounts must be registered with the
Manager Information Services.
2.3. Contributions representing the Shire of Dardanup may only be
made using an identifiable Shire of Dardanup profile.
2.4. Personal accounts may not be listed or cross‐promoted on Shire
platforms unless approved by the Director, Corporate Services.
3.
Contributions Are Lawful
3.1. Officer contributions to sites shall comply with Australian law.
3.2. Officer contributions shall comply with the terms and conditions
of the site provider.
3.3. Any postings from members of the public on a Shire site that
contravenes Australian law or the terms and conditions the site
provider shall be reported to the Director Corporate Services
and the site provider.
3.4. Officer contributions shall comply with copyright.
4.
Adherence To Shire Policies (Including The Code Of Conduct).
4.1. Officer contributions to sites shall comply with Council policies.
5.
4.2. Officer contributions to sites shall comply with Councils Code of
Conduct.
Contributions Are To Be Accurate And Factual
5.1. Officers are to ensure published content, contributions and
responses to questions from the public are;
5.1.1. Accurate
5.1.2. Factual
5.1.3. Apolitical
5.1.4. Impartial
5.1.5. Professional
6.
Contributions Are To Represent Formal Council Position
6.1. Posted content shall represent the formal position of the Shire.
6.2. Officers are not to post personal views or opinion.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
7.
Limit Of Authority
7.1. Officers shall only make posts consistent with their level of
authority.
7.2. Officers shall only make posts as they relate to the activities of
their department.
8.
Statements To Main Stream Media
8.1. All requests for statements from the main stream media (Radio,
Newspapers, TV etc) are to be referred to the CEO.
9.
Promotion of Commercial Enterprises
9.1. Private commercial enterprises are not to be promoted or
endorsed unless in conjunction with the promotion of a Shire
event / service.
10. Content Management
The Shire of Dardanup actively seeks ideas, questions, complaints,
and compliments from members of the public. The public is
encouraged to join the open conversation and debate, but is
expected to participate in a respectful manner.
Therefore, on platforms with public editorial access, The Shire of
Dardanup reserves the right to delete:
a) Knowingly false or mischievous complaints or statements
about individuals, companies or the government.
b) Content that is misleading, obscene, off-topic, sexist, racist or
spam.
c) Content that uses the Shire of Dardanup site for promotional
or commercial purposes
d) Content that breaks or encourages others to break the laws
of Australia and its states and territories in any way, including
breaching privacy laws; and
e) Content that defames or harasses any participant of the
Shire of Dardanup site, administration, employees or
volunteers.
f) Any content determined by the Chief Executive Officer.
11. Statement of Disclaimer
The Shire of Dardanup will not and does not warrant the
completeness or accuracy of public comments found on its social
media sites, nor its usefulness for any particular purpose. Nor will the
Shire of Dardanup represent or warrant that the comments on the
pages comply with the laws of any country outside Australia.
The Shire of Dardanup is not responsible for the uptime of these
platforms.
The views expressed by a participant, invitee, expert, guest or other
person are not necessarily the views of the Shire of Dardanup.
The Shire of Dardanup accepts no responsibility arising from reliance
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
by any person or party on any comment or information published on
any Shire of Dardanup social media site. Further, the Shire of
Dardanup does not guarantee the accuracy or currency of any
comment published on a Shire of Dardanup social media site.
Links to external websites and users social media accounts are
provided as a convenience to users and such sites and associated
content are not under the control of the Shire of Dardanup. When
links have been included, the content of these links does not and
should not imply endorsement of that website, service or person by
the Shire of Dardanup.
12. Elected Members
12.1. This policy does not prevent elected members from establishing
their own personal social media platforms or presence.
12.2. Content posted by elected members shall comply with the
Shire of Dardanup Code of Conduct.
12.3. Elected members are not to post on official Shire of Dardanup
social media sites.
12.4. Elected member social media sites will have no official Shire of
Dardanup standing.
12.5. Shire of Dardanup resources will not be used in establishing or
maintaining elected member social media sites.
12.6. The views expressed and published by an elected member on
social media platforms shall be personal opinion only and are
not to represent the position of the Shire of Dardanup.
12.7. The Shire of Dardanup accepts no responsibility arising from
social media comments or postings made by elected members.
12.8. Published content, contributions and responses to questions
from the public are to be;
12.8.1.
Accurate
12.8.2.
Factual
12.8.3.
Apolitical
12.8.4.
Impartial
12.8.5.
Professional
12.9. All requests for statements from the main stream media (Radio,
Newspapers, TV etc) are to be referred to the Shire President or
CEO.
Social Media Guidelines
1.
Consider what you post, before you post it.
1.1. If you are uncertain about something, don’t publish!
1.2. It will be around for a long time so make sure it’s correct before
you post and seek advice if in doubt.
1.3. Don’t forget to check your spelling and grammar – your
professional credibility is inextricably linked to your online
comments.
1.4. Published content is to meet normal professional standards
required under Council Code of Conduct and operational limits
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
of responsibilities.
2.
Be original and respect copyright
2.1. It is critical that you show the proper respect for copyright laws
and fair use of copyrighted materials owned by others,
including user-generated content.
2.2. Acknowledge your source – it’s also good practice to link to
other people’s work. Links are to be checked against this policy
and these guidelines.
2.3. If in doubt seek permission from content owners for permission to
publish.
3.
Use discretion
3.1. In your efforts to be transparent, you need to take care not to
publish information that should not be made public.
3.2. If you are not responsible for the information, ask permission to
publish content that isn’t already in the public domain.
3.3. Avoid discussion of industrial or legal issues, and refer these to
the relevant directorates if asked to comment specifically.
3.4. Content published on the internet is widely accessible and is
public for a long time.
3.5. If you are in doubt about whether information can be made
public, seek advice from your Manager.
4.
Be fair, polite and considerate
4.1. Be professional. You are representing the Shire,
5.
Produce content about your area of responsibility
5.1. Make sure you produce content about your areas of
responsibility, as they relate to the activities of your department.
5.2. If you are responding to a question that falls outside your area of
responsibility, state that it isn’t your area of expertise and that
you’ll follow up.
5.3. Seek advice from the appropriate area within the Shire to
develop a response.
6.
It’s a conversation so be human
6.1. Listen to what people are saying, avoid ‘lecturing’, and produce
content that’s open-ended and invites response.
6.2. Actively encourage people to submit comments.
6.3. Be plain-speaking, informal but respectful, empathetic, friendly,
positive, concise and honest.
7.
Admit your mistakes
7.1. When you make a mistake, be quick to admit and correct it.
7.2. If you are correcting a mistake do so, but indicate the change
you’ve made.
7.3. If it is more serious and could lead to legal action, contact your
Manager for advice.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
8.
Make sure that your personal online activities don’t interfere with
your job performance.
8.1. Only your own personal time can be spent on personal social
media.
9.
If it’s official department communication, be dedicated, be
constant.
9.1. If you decide it’s appropriate to use social media for official
department communication, you need to get permission from
the senior manager in your area first, then ensure other
appropriate approvals, if required.
9.2. Listen to what people are saying and have someone champion
the account to keep the conversation going.
9.3. An untended conversation can send the wrong message, so if
you don’t have the resources to maintain it, don’t start the
conversation in the first place.
PROCESS
:
As above
HEAD OF POWER
:
Policy Manual
DATE REVIEWED
:
Ordinary Meeting of Council held – 16/10/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV1
DESCRIPTION
EQUIPMENT FOR FIRE SUPPRESSION
COUNCIL RESOLUTION
983/98
DATE
23/10/1998
PREAMBLE:
:
Fire needs to be managed as quickly as possible, at times the use of
water is not enough to get the fire under control to protect life and
property.
OBJECTIVE
:
To enable the CEO, the Shire President and the Chief Fire Control
Officer to act quickly when requested to do so, where life and
property is threatened by fire.
POLICY
:
a)
The Council authorises the use of Council's Plant and
Equipment, at the discretion of the Chief Executive Officer or
the Shire President in the absence of the CEO.
b)
The Council authorises the Chief Fire Control Officer, in
consultation with the Area Fire Control Officer, to spend up to
$2,000 to hire plant or equipment if and when a bushfire
cannot be effectively controlled by other means, or where it
is considered necessary to engage additional resources to
protect life or property.
This policy does not limit the Shire Presidents authority to
authorise expenditure in an emergency under section 6.8 (1)
( c) of the Local Government Act 1995.
PROCESS
:
The Chief Fire Control Officer, or the Fire Control Officer in charge of
a fire is to contact the CEO in the first instance to request the use of
Council plant. If the CEO is not available the Shire President is to be
contacted.
Should the Shire President also not be available the Chief Fire Control
Officer is authorized by this policy to incur plant hire expenditure to
the value of $2,000.
HEAD OF POWER
:
Local Government Act 1995 5.41 (CEO)
Local Government Act 1995 6.8 (1) (c) (President)
Bush Fires Act 1954 36 (Council expenditure)
Bush Fires Act 1954 39 (d) (g) (Bush Fire Control Officers)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV2
DESCRIPTION
REQUIREMENTS FOR FIRE TRAINING
COUNCIL RESOLUTION
295/07
DATE
11/10/2007
PREAMBLE:
:
The Shire of Dardanup has the care and control of all bushfire
brigades within its boundaries in accordance with the Bushfire Act
1954.
Council has a duty of care to ensure that our volunteer bushfire
officers have received an acceptable level of training so as to be
able to undertake fire fighting duties safely, efficiently and
confidently whilst on the Fire Ground.
FESA has developed new training procedures which all new
volunteer bushfire brigade members must pass before being allowed
on the fire ground.
OBJECTIVE
:
To adopt the following approved training packages “A to D” as the
minimum requirement for all new volunteer bushfire brigade
members, with the training to be coordinated and recorded by the
Bushfire Training Coordinator for the issue of certificates.
Fire Control Officer and Captains are to complete the approved Fire
Control Officer packages within one (1) year of election to the
position and completing refresher courses every five (5) years
thereafter whilst holding this position.
POLICY
:
That all new volunteer Bushfire brigade members;
a)
will complete the Volunteer Induction Program
b)
will complete the Introduction to Fire Fighting Course.
c)
will complete the Bush Fire Fighting Course.
d)
will complete the Basic Driver Training Course. (For members
wishing to become drivers
And Fire Control Officers/Captains
e)
prerequisite for Fire Control Officer/Captain is a minimum 2
years active Fire Fighting and the completion of A to D.
f)
and are required to complete the relevant refresher course
every five years.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
The Training Coordinator is to recommend to the Bush Fire Advisory of
any changes to this policy for the revision of Training .
The Bush Fire Advisory to submit relevant changes to Council for
Approval.
HEAD OF POWER
:
Local Government Act 1995
Bush Fires Act 1954
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV3
DESCRIPTION
LIQUOR LICENCE APPROVALS – PARKS & RESERVES
COUNCIL RESOLUTION
410/03
DATE
28/02/1997
PREAMBLE:
:
Parks within the shire are attractive to the public for holding picnics
and functions, Council encourages the use of these facilities to
develop a sense of community and outdoor lifestyle.
OBJECTIVE
:
To expedite the approval process where members of the public
book facilities and desire to consume alcohol during their function.
POLICY
:
The Chief Executive Officer has authority to issue liquor licence
approvals for the consumption of alcohol on Parks and Reserves
under the care and control of the Shire, subject to compliance with
the Liquor Licensing Act by the proponent.
Approval is subject to the application form being completed and
signed by the proponent, who must be of the minimum age of 18
years.
Where necessary for Liquor Licensing Act approval, it is the
proponent’s responsibility to obtain this approval.
Condition of Approval:
~
The applicant accepts responsibility in ensuring that only
persons who are over the age of 18 consume alcohol.
~
If hiring the Eaton or Dardanup halls, alcohol is only to be
served and consumed inside the hall, drinking outside the
halls is not permitted.
~
If alcohol is to be sold permission must also be obtained
from the Liquor Licensing Court. Further information is
available from the Bunbury Police or Bunbury court house.
PROCESS
:
The signed application is to be presented to the CEO for approval.
HEAD OF POWER
:
Local Government Act 1995 3.18 3.19 3.21 5.42
Liquor Licensing Act
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV4
DESCRIPTION
COMMUNITY RECOGNITION AND AUSTRALIA DAY
CITIZENSHIP AWARDS
COUNCIL RESOLUTION
398/04
DATE
28/09/2004
PREAMBLE:
:
The policy extends Councils capacity to formally recognise
community members who have made significant contributions to
the community but would not necessarily be eligible for a Citizen of
the Year Award.
OBJECTIVE
:
To recognise the contribution of individuals and groups made in the
local community.
POLICY
:
Annual awards to be presented at the Australia Day Breakfast
celebrations including:
Premier’s Australia Day Awards:
•
•
•
•
Citizen of the Year
Young Citizen of the Year
Community Group or Event of the Year; And
Community Recognition Awards
Unsuccessful nominees for Citizenship awards to be presented with a
Community Recognition Award.
Nominations for these awards to be advertised in the Shire newsletter
and website throughout the year and advertised in local papers in
October each year.
PROCESS
:
Council will consider nominations in December each year and
award recipients be invited to attend presentations at the Australia
Day Breakfast celebrations.
HEAD OF POWER
:
Shire of Dardanup
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV5
DESCRIPTION
CITIZENSHIP CEREMONY PRESENTATIONS
COUNCIL RESOLUTION
201/98
DATE
13/02/1998
PREAMBLE:
:
It is common practice for Councils to present new Australians with a
gift to commemorate their Citizenship Ceremony, be it a plant or a
bottle of wine.
OBJECTIVE
:
A gift from the Council to residents on becoming Australian Citizens,
Promotes Council as a caring entity.
POLICY
:
Council presents a bottle of wine or a plant to all adults who
complete their Australian Citizenship ceremony at the Shire of
Dardanup.
PROCESS
:
The Shire President swears in new citizens and presents them with a
certificate from the Commonwealth and the adults with a gift with a
presentation slip from the Council.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV6
DESCRIPTION
FIREBREAKS – ENFORCEMENT
COUNCIL RESOLUTION
985/98
DATE
23/10/1998
PREAMBLE:
:
Where landowners fail to heed notices for firebreaks to be installed,
except in circumstances where an exemption may have been
claimed but overlooked, Council provides staff with the option of
using Council’s equipment or contractors to install the breaks and
charging the full costs to the landowner.
OBJECTIVE
:
In the interests of protecting property and life from the dangers of
fire, Council requires that staff take all steps possible to have fire
breaks installed in accord with the Fire Break Order.
POLICY
:
The Shire’s road grader may be used or contractors and their
equipment to provide the required firebreaks on any property where
the owner has failed to comply within seven (7) days of any formal
request to make necessary improvements to the firebreaks, the
charge incurred is to be levied for the service to be the full actual
assessed costs including overheads, travelling, etc.
PROCESS
:
The Fire Control Officer is to report the offence to the Shire Ranger,
who will consult with the Director Development Services to initiate
the policy at the land owners cost.
HEAD OF POWER
:
Bush Fires Act 1954, Section 33.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV7
DESCRIPTION
PROHIBITED BURNING TIMES
COUNCIL RESOLUTION
816/1997
DATE
19/12/1997
PREAMBLE:
:
Prohibited burning times are set by the Minister in accordance with
Section 17 (1) of the Bush Fire Act 1954, the Act recognises that
variations to those dates may need to be made to cover local
weather conditions, and allows for the local government to amend
the prohibited burning times.
OBJECTIVE
:
This policy allows for weather conditions to be taken into account in
either reducing or extending the prohibited burning times.
POLICY
:
In accordance with Section 17(10) of the Bush Fires Act 1954 (as
amended), the Chief Bush Fire Control Officer, be delegated
authority to vary the “Prohibited Burning Times” [Section 17(7) and
Section 17(8)] for the Shire of Dardanup as they deem appropriate
for prevailing seasonal conditions.
PROCESS
:
The Chief Bush Fire Control Officer gives reason why the prohibited
burning times should be amended, the Chief Executive Officer if in
agreement signs a notice to that effect which is faxed to all
neighbouring shires and advertised in the next available local
newspaper. Notice is also sent out to all Fire Control Officers.
HEAD OF POWER
:
Bush Fires Act 1954 (as amended) – Section 17 (10)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV8
DESCRIPTION
PROVISION OF FOOD/REFRESHMENTS AT FIRE SCENES
COUNCIL RESOLUTION
410/03
DATE
22 October 2003
PREAMBLE:
:
Council appreciates the efforts that volunteer fire fighters put into
protecting property from fire and acknowledges that on occasions
fires take a long time to get under control. Fire fighters need to keep
up their strength and have energy to do the work they do in hot and
sometimes very dangerous conditions.
OBJECTIVE
:
To ensure the wellbeing of volunteer fire fighters by providing them
with sustenance whilst they are in the field fighting fires.
POLICY
:
Council directs that the Chief Fire Control Officer, or in his absence,
the authorized person in control of a major fire, shall have authority
to order the provision of the refreshments to fire fighters who have
been engaged in fire fighting at a fire scene for a reasonable time.
PROCESS
:
The CFCO or authorized person in control of the fire is to make
arrangements for the supply of food and refreshments for fire fighters.
The Director Development Services is to authorize a purchase order
for the meals and arrange delivery to the fire scene.
No alcoholic beverages are to be supplied under this policy to the
fire scene.
HEAD OF POWER
:
Local Government Act 1995 6.2 4 (a), Financial Management
Regulations 1996 11
Bush Fires 1954 36 (g)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV9
DESCRIPTION
YOUTH POLICY
COUNCIL RESOLUTION
327/05
DATE
25/08/05
PREAMBLE:
:
The young people’s needs are seen by Council as integral to the
development of a strong healthy community and an important
investment in the Shire’s future.
OBJECTIVE
:
To provide support to the young people of the Shire of Dardanup, by
recognising their needs in the areas of Recreation, Leisure, Arts,
Health, Transport and improved communication between agencies,
Council and other service providers.
To recognise young people’s potential in becoming valued
community members.
POLICY
:
Through Youth Services assist young people experiencing difficulties
by providing support, mediation, advocacy, referral and counselling
services.
To encourage greater participation by youth in the community in
identifying their needs.
PROCESS
:
Gathering information through Youth Advisory Council meetings, and
the development of strategies and programs to address any arising
issues.
This will be achieved through assisting youth in need with personal
counselling
services,
youth
activity
nights
and
running
activities/programs specifically developed by the Youth Counsellor
for young people and their families.
HEAD OF POWER
:
None
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV10
DESCRIPTION
DONATIONS AND GRANTS
COUNCIL RESOLUTION
40/12
DATE
23/02/2012
PREAMBLE
:
Provide positive financial support to not for profit community
groups/organisations, educational institutions and individuals to assist
with the development of their chosen interest.
There are 3 categories that financial support can fall into.
•
•
•
Educational
Community Groups/Organisations – Shire of Dardanup
Personal Development
The policy sets out the criteria for each category of financial support
available.
OBJECTIVE
:
Provide financial support to such requests that meet the policy criteria
(subject to budget constraints) and promote the Shire of Dardanup as
a positive, supportive and caring community organisation.
POLICY
:
Educational:
The Shire of Dardanup will make an annual donation for a Citizenship
Award to all schools located in the Shire of Dardanup, and also to the
Australind Senior High School on the following basis:
Primary Schools:
Middle and High Schools:
Awards to the value of $150.00 each
Awards to the value of $300.00 each
An allowance for these funds will be included in the draft budget, and
notification will be forwarded to the schools via a formal letter upon
adoption of the budget.
Community Groups/Organisations – Shire of Dardanup
The Shire of Dardanup will make an allocation of funds in its budget to
be used to provide financial assistance to Not for Profit Community
Groups/Organisations that can demonstrate an association with the
Shire of Dardanup. Funding to Community Groups/Organisations fall
into two categories: 1.
Minor Community Grants
Funding of less than $1,000 with no matching funds required
from applicant.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
2.
Community Grants
Funding between $1,000-$5,000 with a 50:50 matching
component where applicants must contribute at least 50% of
total project cost from either the applicant organisation or
confirmed other funding sources. Evidence of other funding
sources must be provided.
Funding for Not for Profit Community Groups/Organisations will be
made bi-annually. Calls for submissions will be advertised in the South
West Times in January and July each year.
Examples of Not for Profit groups are: - Sporting, CWA, P & C’s,
art/cultural groups or Shire of Dardanup local interest groups.
Personal Development
The Shire of Dardanup will make an allocation of funds in its budget to
be used to help promote the personal development (nonprofessional) of individuals that reside within the Shire of Dardanup.
E.g. music, sports, arts, science, cultural or academic.
All applications for financial assistance for Personal Development must
meet the application criteria for Personal Development.
All applications for financial assistance for Personal Development shall
be made on the “Application for Financial Assistance” application
Form.
This financial assistance is limited to:
•
$400 for State/National representation.
•
Should the Personal Development budget be exceeded any
other applications received will be approved at the discretion
of the Chief Executive Officer and will be assessed on an
individual basis.
An allowance for these funds will be included in the draft budget.
The Chief Executive Officer be delegated the authority to make
payments for Personal Development in accordance with the
Donations and Grants Policy.
PROCESS
:
Assessment
Groups registered for GST will have their grant grossed up by 10%.
Applications need to demonstrate the benefits to the community and
or individual.
Applications for Minor and Community Grants will be assessed by the
Director Development Services and Community Development Officer,
and referred to Council for a final determination.
Applications for Educational and Personal Developments funding will
be assessed by the Director Development Services and Community
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Development Officer, and approved by the Chief Executive Officer
under the delegation of Council.
Preference will be given to projects with demonstrated community
support.
All applicants will be notified in writing of the outcome of their
application for Shire of Dardanup assistance.
Decisions regarding funding applications are final and will not be
reconsidered in that funding round.
Funding will not be provided for: •
•
•
•
•
•
•
Deficit funding – for organisations that are experiencing a
shortfall in cash or revenue or anticipated revenue;
Team uniforms.
Consumables (including food and beverages)
Minor equipment (football, netballs, hockey sticks)
Recurrent salaries and recurrent operational costs
Applications for completed projects or equipment already
purchased.
Projects which are the responsibility of other Government
agencies.
Application Criteria - Educational:
No application form is required to be submitted.
The Chief Executive Officer be delegated the authority to make
payments in accordance with the Donations and Grants Policy.
Application Criteria - Community Groups/Organisations
•
The applicant organisation must be based within the Shire of
Dardanup, and the majority of members of the application
organisation must be residents of the shire of Dardanup.
•
All applications for financial assistance must be submitted on
the Shire of Dardanup “Application for Financial Assistance”
form (Appendix 1).
•
The applicant should submit documented estimates of
expenditure as part of the application.
•
All applications must be received by the designated closure
date. No late applications will be considered.
•
For Community Grants the applicant’s and other contributions
to the proposed project may come from one or more of the
following sources:
o
o
o
Authorised by
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Next Full Review Policy Date: July 2015
Applicant organisation’s cash;
State or Federal Government funding agencies;
Donations of materials and/or cash; or
SHIRE OF DARDANUP – POLICY MANUAL
o
o
Voluntary labour (max. 1/3 of total project cost).
Voluntary labour cost to be calculated at a maximum
of $25 per hour.
•
Only one (1) application per group/organisation for financial
assistance for a Community Grant per financial year will be
considered. (In exceptional circumstances and only at the
discretion of the Chief Executive Officer a second request may
be presented to Council for consideration).
•
Community Groups/Organisations may apply for Minor Grants
in each of the funding rounds, however, each grant must be
for a separate project. (Where a group/organisation applies
for more than one Minor Grant they must prioritise their
applications).
•
The proposed project must be acquitted within 12 months of
funding being made available.
•
Prior approval must be sought for any substantial changes to
an application.
•
Project and financial reports must be submitted to the Shire of
Dardanup, on the form provided, within one month of the
completion of the project.
•
Project and financial reports must be submitted to the Shire of
Dardanup, on the “Grant Acquittal” form provided, within one
month of the completion of the project.
•
If satisfactory acquittal is not submitted no further grants will be
made available to the group.
•
Once an allocated budget has been utilised all subsequent
requests for funding must be presented to Council for
consideration.
The Chief Executive Officer be delegated the authority to make
payments in accordance with the Donations and Grants Policy.
Application Criteria – Personal Development:
•
All applicants seeking financial assistance should reside within
the Shire of Dardanup.
•
All applications for financial assistance must be submitted on
the Shire of Dardanup “Application for Financial Assistance”
form (Appendix 1).
•
To be eligible for the $400 for State or National representation,
a letter from the governing body advising of the applicant’s
selection must accompany the application form.
•
The applicant should submit documented estimates of
expenditure as part of the application.
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SHIRE OF DARDANUP – POLICY MANUAL
•
Approval for all applications for financial assistance will be at
the discretion of the Chief Executive Officer.
•
The proposed development/representation must take place
within 6 months of funding being made available.
•
Prior approval must be sought for any substantial change to
the assistance request.
•
Acquittal form including a feedback report must be submitted
to the Shire of Dardanup, on the form provided, within one
month of the completion of the development/representation.
Only one (1) application by an individual, for financial assistance per
financial year will be considered
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Appendix 1
APPLICATION FOR FINANCIAL ASSISTANCE
An “Application for Financial Assistance” form is required for the
following categories.
Please indicate which category of funding you are applying for: •
Community Groups/Organisation
(Complete Sections A, B, C, D and F)
•
Personal Development
(Complete Sections A, C, D and F)
SECTION A – APPLICANT INFORMATION: To be completed by ALL applicants.
Name/Organisation
Contact Person
Postal Address
Telephone
Email
SECTION B – INFORMATION ABOUT YOUR ORGANISATION
1.
What are the main services and/or activities of your organisation?
2.
What are/were your membership numbers?
3.
2010
……………………..
2011
……………………..
2012
……………………..
Have
you
applied
to
development/representation?
 Yes
 No
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any
other
funding
body
for
this
SHIRE OF DARDANUP – POLICY MANUAL
If yes:
Which organization?
What year?
Was it successful?
Grant approved $
If no, are you planning to apply to other funding bodies
SECTION C – DEVELOPMENT/REPRESENTATION DETAILS
1.
Development/representation name
2.
What category does your application relate to (please tick):Culture, arts and events
Youth Development
Minor development/representations
Sport and Recreation
3.
Development/representation location (address)
4.
Expected start and finish dates
5.
Development/representation
description
(Please
summarise
your
development/representation, who it will cater for, what services it will offer or
improve and how it will be managed).
6.
What
are
the
objectives
development/representation?
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and
expected
benefits
of
your
SHIRE OF DARDANUP – POLICY MANUAL
7.
Any other details, or supporting information?
SECTION D – BUDGET
(If insufficient space is provided please attach additional pages).
INCOME
Net Income
Council contribution
(grant funds requested in this application)
Council contribution (other – e.g. site works)
$
Total Council Contribution Requested $
Other Grant Funding (please specify)
$
Donations (External contributions)
Organisation Cash Contribution
$
Organisation In Kind Contribution (max 1/3 of total
$
cost)
Total Organisation Contribution $
TOTAL INCOME $
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SHIRE OF DARDANUP – POLICY MANUAL
EXPENDITURE – Please detail each item
In Kind
TOTAL EXPENDITURE $
Cash
Total
$
$
SECTION E - UNDERTAKINGS AND CONDITIONS
If a grant is provided the organisation/individual agrees to the following
conditions:
1.
The grant will be used for the purpose for which it was given and will be
expended within the financial year granted, unless otherwise agreed in
writing by the Shire of Dardanup.
2.
Copies of receipts or invoices, certified by the Chairperson, or delegated
officer as true copies of originals, to support expenditure will be returned to
the Shire of Dardanup along with the grant acquittal within 1 month of
completion.
3.
Any unexpended funds will be returned to the Shire of Dardanup within 3
months of payment of the grant, unless otherwise agreed in writing by the
Shire of Dardanup.
4.
If there is to be any delay in the expenditure of the grant, a written request
will be made seeking approval for the extension of time.
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SHIRE OF DARDANUP – POLICY MANUAL
5.
A grant will not be approved for a development/representation that has
been commenced/completed.
6.
Any special conditions that are attached to the grant will be met.
7.
All relevant records will be kept for a period of 7 years and will be made
available for audit at any time.
8.
The Shire of Dardanup will be acknowledged in any publications or media
coverage for its support.
9.
Your development/representation should be discussed with the Shire of
Dardanup’s Community Development Officer prior to applying.

Please keep a copy of your application for your own record.

The Shire’s Community Development Officer will contact you if more
information is required.

All applicants are advised in writing of the outcome.

Applications are processed in the order in which they are received.

Assessment will take a minimum of one month
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SHIRE OF DARDANUP – POLICY MANUAL
SECTION F - DECLARATION
I, the undersigned, certify that I have been authorised to submit this application,
accept the undertakings and conditions of the application and that the
information contained herein and attached is to the best of my knowledge true
and correct.
Name/Organisation
Contact Person
Position
Signature
Date
Please return to:
Shire of Dardanup
Community Development Officer
PO Box 7016
EATON WA 6232
Phone: 08 97240054
Or email to [email protected]
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SHIRE OF DARDANUP – POLICY MANUAL
Appendix 2
Community / Minor Grants and Personal Development
Financial Assistance - Acquittal Form
Your acquittal form must be received by the Shire of Dardanup within 1
month of your development/representation completion.
(If insufficient space is provided please attach additional pages).
Grant Amount:
Title
Organisation:
Address:
Contact person:
Position:
Telephone:
Email:
What were the aims of your development/representation and did you achieve
them?
Participants: How many people were involved and who were they?
Outcomes: What were the results / outcomes for development/representation
participants and/or your organisation?
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DEVELOPMENT/REPRESENTATION BUDGET
Development/Representation Expenditure
Amount $
Total Expenditure
Development/Representation Income
Amount $
Total income:
Note: Total expenditure should equal total income
Have you spent all the grant money?
Yes
No
If you have not fully expended the grant money, what is the balance remaining:
$_____________________
Note that for any unspent funds, attach a cheque payable to the Shire of Dardanup
Please attach copies of receipts relevant to your development/representation.
Please attach other relevant materials such as promotional flyers, advertising,
newsletters, and photos.
Signature:
Date:
Name:
Position:
Please return completed acquittal form to:
Shire of Dardanup
Community Development Officer,
PO Box 7016, EATON WA 6232
For queries: Phone – 08 9724 0054 or Email: [email protected]
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV11
DESCRIPTION
PHONE RENTAL COSTS – SHIRE BUSHFIRE TRAINING COORDINATOR
COUNCIL RESOLUTION
1012/98
DATE
23/10/1998
PREAMBLE:
:
The position of Bush Fire Training Officer is a voluntary position, this
policy ensures that the incumbent is reimburse for telephone rental
made in carrying out the duties of training officer.
OBJECTIVE
:
This position requires contact with brigade personnel, and ensure
that the incumbent is not out of pocket for the calls they make.
POLICY
:
That the Shire reimburse the Shire Bush Fire Training Coordinator’s
phone rental charges (upon presentation of copies of the account)
from the Emergency Services Levy funding.
Reimbursement is pro rata for the period applicable to the individual
holding office.
PROCESS
:
The Bush Fire Training Officer must produce a copy of the bill, with
details of calls made to volunteers, before reimbursement is made.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV12
DESCRIPTION
MAJOR COMMUNITY, SPORT & RECREATION FACILITY
FUNDING
COUNCIL RESOLUTION
363/01
DATE
08/08/2001
PREAMBLE:
:
Formalises the manner in which groups formally apply for funding on
an annual basis for consideration in the following years financial
year’s budget. Previously funding was on an ad-hoc basis.
OBJECTIVE
:
This policy ensures that all Shire of Dardanup community groups and
sporting organisations funding applications are evaluated on the
same basis, prior to being submitted to Council for funding
consideration.
POLICY
:
That Community Groups and Sporting organisations located in the
Shire of Dardanup be advised that the Shire will only contribute to
the funding of a project on the following basis:
1. Council will only contribute up to a maximum of one third of
the total cost of the project, subject to overall budget
consideration
2. The community group is to seek funding assistance from other
sources inclusive of the Ministry for Sport and Recreation, the
Lotteries Commission, Healthway and the Department of
Youth Affairs or any other organisation that has funding
possibilities.
3. The shortfall in funding will be made up from the community
group or organisation that is making the request.
4. Council will prioritise the project prior to the adoption of its
Strategic Financial Plan. Prioritisation will be based on the
overall community need for the facility. The commitment
from the community group making the request and the
support of other sources of funding.
5. Council reserves the right not to approve all funding
applications as overall budget considerations have to be
taken into account when prioritising projects.
6. For larger projects, groups will be able to access selfsupporting loans through Councils loan borrowing facility.
The group will be totally responsible for all repayments
inclusive of interest on the loan schedule repayment date.
“Refer to policy F 3.15 for conditions applicable to selfsupporting loan applications.”
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7. Applications for funding will be in accordance with the
model application form.
8. Projects with demonstrated community support will be given
a higher rating than those that lack such support.
9. Council will only consider projects for the following financial
year.
10. All requests must be addressed through the Shire’s Sport and
Recreation Forum process prior to Council consideration.
PROCESS
:
Applications are required to be made in accordance with the
approved application form, with those projects demonstrating
community support being given a higher rating.
All requests must be addressed through the Shire’s Sport and
Recreation Forum Process and conform to this policy prior to Council
consideration.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV13
DESCRIPTION
RECOUP OF RANGER CALL OUT FEES – AFTER HOURS
COUNCIL RESOLUTION
303/98
DATE
13/03/1998
PREAMBLE:
:
This policy was put in place to recover the rangers call-out fees,
when attending to calls for wandering stock in accordance with the
award where the standard ranger fee per head of stock does not
cover the actual wage cost.
OBJECTIVE
:
Recover call-out fees incurred when the Ranger has to attend to
wandering stock on roads mainly in the rural area.
The callout rate under the award for Rangers is a minimum payment
of three (3) hours at penalty rates.
POLICY
:
Where Council’s Ranger is required to attend a callout after normal
rostered working hours because of wandering stock, and it can be
fully established who the alleged offending party/parties may be,
Council staff are required to recover actual costs, incurred by
Council from the offending party/parties should such costs exceed
Rangers Fees for impounding cattle.
PROCESS
:
The greater majority of the callouts are late at night, the rangers first
duty is to get the stock off the road to ensure not only their safety,
but to ensure that no motor vehicle accidents are caused by the
stock wandering at large on the road.
The ranger will investigate the immediate area to see if any fences or
gates are down, however stock can wander considerable distances,
before being reported to the ranger or police.
If it is not evident where the stock escaped from, the ranger will
secure the stock in an adjacent paddock, and work on locating the
stock’s owners, to arrange collection and issue an account in
accordance with this policy.
The ranger will also check the stock owners fencing to ensure the
problem of straying stock does not happen again.
HEAD OF POWER
:
Local Government Act 1995 – Section 3.39 (1)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV14
DESCRIPTION
TRESPASSING LIVESTOCK ON COUNCIL LAND
COUNCIL RESOLUTION
161/00
DATE
22/03/2000
PREAMBLE:
:
This policy was introduced to cover those occasions where it has
proved impossible to trace the owner of trespassing livestock on
Council land.
OBJECTIVE
:
To provide the ranger with the means to legally dispose of
trespassing livestock found on Council land, where the owner of the
livestock cannot be traced.
POLICY
:
Where small numbers of livestock are found trespassing on Council
land, the Ranger is to request a destruction order from a Justice of
the Peace in accordance with Section 459 of the Act which reads:
“Where cattle trespassing are not impounded, and it is proved to the
satisfaction of a justice that it is not possible to impound the cattle
except at an undue expense, and that the owner of the cattle is
unknown or cannot be found, the justice may order the destruction
of the cattle in such manner as he thinks fit, and may, if the animal is
a horse, mare, filly, foal, gelding, colt, camel, bull, bullock, cow,
heifer, steer, calf, ass, or mule, order the production and delivery to a
police constable of the hide of the animal and by the order give
such direction as to the disposal of the hide as he thinks fit, and an
order so made has effect according to its tenor and is not subject to
appeal.”
PROCESS
:
The Ranger is to request a destruction order from a Justice of the
Peace in accordance with Section 459 of the Act:
HEAD OF POWER
:
Local Government Act 1960 Section 459
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV15
DESCRIPTION
DOG CONTROL – PROSECUTION
COUNCIL RESOLUTION
410/03
DATE
AUGUST 1996 (AMENDED)
PREAMBLE:
:
Dog attacks are a traumatic experience for both the persons and
animal attacked, the owners of animals and the alleged
perpetrators owner.
OBJECTIVE
:
To expedite dealing with dog attacks to ensure evidence is
gathered while it is fresh and obtainable and to have the matter
dealt with quickly.
POLICY
:
The Shire Ranger in consultation with the Director Development
Services has authority, in accordance with the Dog Act 1976, Part VII
and that requirement being adhered to, to implement immediate
proceedings against the owner of any dog that has been
responsible for biting or attacking a person or animal.
PROCESS
:
The Ranger is to investigate the incident as soon as he/she becomes
aware that the incident has occurred.
The Ranger is to consult with the Director Development Services as
soon as the evidence has been gathered.
Consultation to be a report from the Ranger to the Director
Development Services explaining the circumstances, evidence,
regulations as they apply and options for recommended courses of
action.
Where the Ranger or Director Development Services believe
necessary, the Police are to be involved in the process.
HEAD OF POWER
:
Dog Act 1976
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
PLANNING
POLICY REFERENCE
DEV16
DESCRIPTION
RESIDENTIAL DESIGN GUIDELINES
COUNCIL RESOLUTION
260/12
DATE
26/07/2012
PREAMBLE:
:
These Design Guidelines are intended to provide Council’s
requirements for the design of residential development occurring on
land in the townsites of Eaton, Burekup and Dardanup.
OBJECTIVE
:
•
To achieve a high standard of residential infill development to
enhance the amenity of the existing area.
•
To increase passive surveillance of the public street and
approach to dwellings to enhance security.
•
To achieve a high standard of residential infill development in
Burekup and Dardanup to maintain the existing character of the
areas.
DEFINITIONS
:
:
Major Opening -
As per Residential Design Codes.
Habitable Room -
As per Residential Design Codes.
Barn-Style Shed/House -
Barn-style shed constructed as a
dwelling normally consisting of metal
cladding (Appendix 1 shows typical
appearance).
Rear Lot -
The lot at the end of the common
property/ battle-axe accessway that
has a portion of its boundary adjoining
the common property/ battle-axe
accessway which is parallel to the
public street.
Sufficient Solid fencing -
Fencing of an acceptable nature (i.e.
1.8m
Fibre
cement
or
1.8m
Colorbond™) and in an acceptable
condition to the discretion of Council.
1.
The Shire requires the following residential design elements to be
incorporated into any residential infill development on land
within the townsites of Eaton, Burekup or Dardanup:
a.
At least one major opening from a habitable room from the
rear lot to overlook the public street and common access
driveway;
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2.
b.
Garages that provide vehicle parking parallel to the public
street being designed to not have a solid wall facing the
public street; and
c.
Sufficient solid fencing (up to 1.8m above natural ground
level) for all external boundaries of the parent lot excluding
the front boundary.
The Shire requires the following residential design elements to be
incorporated into any residential infill development on land
within the townsites of Burekup and Dardanup:
a.
The front setback to the public street being a minimum of
6m (no averaging) to maintain the existing streetscape;
b.
Dwellings having a verandah along the front and eaves
around the remainder of the dwelling;
c.
Roof pitch being consistent with surrounding dwellings;
d.
Landscaping of the front of the dwelling incorporating the
planting of trees and encourages the use of low water use
native gardens; and
e.
No Barn-Style shed/houses being constructed for the
purpose of human habitation.
PROCESS
:
Compliance with these Design Guidelines to be demonstrated in the
Development Application or Building Licence Application,
whichever occurs first.
HEAD OF POWER
:
Shire of Dardanup Town Planning No. 3 Clause 8.1
DATE REVIEWED
:
Ordinary Meeting of Council held – 26/07/12
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Appendices to DEV16 ‘Residential Design Guidelines’
Appendix 1 - Example of Barn Style Shed/House
Appendix 2 – Examples of ‘Rear Lot’
Rear lot(s) denoted by Common Property/ Battle-axe accessway denoted by (if no star is indicated, clause 1.a. does not apply)
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DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV17
DESCRIPTION
MILLBRIDGE ESTATE – SPECIAL PROVISIONS
COUNCIL RESOLUTION
399/06
DATE
09/11/2006
PREAMBLE
:
Clause 3.3 of the Shire of Dardanup Town Planning Scheme No. 3
refers to special application of the Residential Design Codes
throughout the Shire. Sub clause 3.3.8 states that the special
requirements applying to land coded R10 - along Millars Creek within
Wellington Location 49, Eaton include:
i)
Housing shall generally be orientated towards Millars Creek.
ii)
Existing trees and substantial vegetation shall not be removed
unless determined to be dead, diseased or dangerous, and then
only with the approval of Council, or for approved site works.
iii) Uniform rural-styled fencing shall be constructed along Millars
Creek Foreshore Reserve.
Because of the orientation requirement, the vegetation retention
objectives and the topography of the land abutting the Creek, it is
necessary to vary the requirements of the Residential Design Codes
with respect to front and rear setback distances. In addition, it is
desirable to control other aspects of development on these lots
(such as the siting of outbuildings and garages) in order to prevent
undesirable development from being visible from the open space
reserve along the Creek and the extent of works carried out within
development exclusion zones (Protected Area).
Clause 8.1 of the Shire of Dardanup Town Planning Scheme No. 3
makes provision for Council to prepare a Local Planning Policy in
respect of any planning and development matter and to vary the
provisions of the Residential Design Codes.
OBJECTIVE
:
To achieve an urban design vision shared by the Shire and the
Developer and apply site specific development and design controls
to address the unique characteristics of the site and prevent
inappropriate development.
DEFINITIONS
:
Rural Fencing -
means treated pine logs in a post and rail style
to a maximum height of 1.2m above the
adjoining natural ground level with infill being
ring lock wire mesh.
Soft Landscaping - means the planting of native species approved
by the Developer and/or mulch with a
maximum depth of 100mm and being kept
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SHIRE OF DARDANUP – POLICY MANUAL
Outbuilding -
POLICY
:
clear from the base of existing mature trees.
means an enclosed non-habitable structure
that is required to meet the standards of the
Building Code of Australia and is detached from
any dwelling.
This policy applies to the area known as Millbridge Estate, specifically
those lots enjoying a common boundary with Millars Creek.
1.
Further to Clause 3.3 of the Shire of Dardanup Town Planning
Scheme No. 3, Council may adopt Development Guide Plans for
any stage of the Estate for lots abutting Millars creek.
2.
A parcel of land included on a Development Guide Plan
adopted under this Policy shall:
2.1.
Be developed in accordance with
Covenant registered against the land;
2.2.
Be developed in accordance with the Millbridge Private
Estate Building Design Guidelines – Lifestyle Lots;
2.3
Not have the existing ground level altered for that portion
of land within the designated Protection Area;
2.4
Not have that portion of land within the designated
Protection Area developed, except for the following:
(a)
(b)
(c)
the
Restrictive
Rural fencing including a single pedestrian gate.
Pedestrian access pathway (including steps or stairs)
with a maximum width of 1.5m; and
Soft landscaping.
2.5 Have dwelling setbacks in accordance with the adopted
Development Guide Plan for the relevant lot;
2.6 Outbuilding to be sited and developed in accordance with
the adopted Development Guide Plan for the relevant lot.
ADOPTION OF
PLANS
:
1.
For each stage of the Estate, the developers, Ardross Estates will
submit a Development Guide Plan for those lots fronting Millars
Creek for adoption by Council, in accordance with this Policy.
2.
An adopted Development Guide Plan forms part of this Policy.
HEAD OF POWER
:
Shire of Dardanup Town Planning Scheme No. 3
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
PLANNING
POLICY REFERENCE
DEV18
DESCRIPTION
SUSTAINABILITY
COUNCIL RESOLUTION
103/11
DATE
20/04/2011
PREAMBLE:
:
A Sustainability Outcomes and Implementation Plan was
commissioned by the Shire of Dardanup to identify practical
sustainability outcomes that can be applied to future development
of the Dardanup Townsite in conjunction with the Dardanup Townsite
Expansion. This plan is to be used as the basis for the Policy, guiding
future development throughout the entirety of the Shire of Dardanup.
OBJECTIVE
:
To enable the Environmental, Social and Economic objectives at all
levels of development to be clarified and described how they can
be implemented.
POLICY
:
1. Environment
1.1 Water Use
Initiatives to be considered regarding water use include;
• Waterwise Public Open Space (POS) landscaping.
• Stormwater harvesting.
• Provide waterwise landscaping packages to lot purchasers.
• Use of rainwater tanks for house and garden watering.
• Encourage waterwise garden design for house lots.
• Water efficient fittings and appliances in household.
• Landscaping design including native plants and soil moisture sensitive irrigation
equipment.
• Revegetation after first winter rains to reduce summer watering.
Objectives: Reduce demand on total water usage.
Reduce demand on potable water supply.
Development
Stage
Implementation
Townsite
Strategy
•
-
Responsible Authority
Apply WSUD principles including:
water re-use
development densities
waterwise principles
• Preparation
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of
District
Council/ WAPC
Water
By negotiation/ DOW
SHIRE OF DARDANUP – POLICY MANUAL
Development
Stage
Implementation
Structure Plan
• Apply WSUD principles to structure plan
and develop implementation provisions
Developer/ Council
• Preparation
of
Local
Management Strategy
Developer/ DOW
Subdivision
Development
Application
Responsible Authority
Management
Water
• Prepare Urban Water Management Plan
Developer/ Council
• Implement Water Management Plans
Developer/ Council
• Develop best practice manual which
brings together best ideas and makes
them available to lot owners and
households
Council
1.2 Water Quality
Initiatives to be considered regarding water quality include;
• Application of WSUD throughout subdivision including using soil amendments, bio
retention gardens and detention basins.
• Correct local fertilizer requirements.
• Encouragement of builders to be Green Smart accredited.
Objective: Decrease in nutrient/ sediment/ contaminant discharge to the environment
Development
Stage
Implementation
Responsible Authority
Subdivision
• A nutrient Management Plan to be
incorporated into landscaping plan for
the site
Developer
• An erosion management plan to be
prepared if circumstances justify
Developer
• Design and construction of stormwater
infrastructure
Developer/ Council
• Nutrient and sediment control prepared
to guide subdivision construction.
Developer
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Development
Stage
Implementation
Responsible Authority
Development
Application
• Enforcement of best practice during
house building works to stop sediment
leaving building sites
Builder/ Council
1.3 Energy
Initiatives to be considered regarding energy include;
• Installation of grid connected photovoltaics on each residence to meet part of in
house demand.
• Installation of photovoltaics in POS to power lights, BBQ etc.
• Solar hot water heating.
• Developer to provide incentive packages.
• Solar passive/ energy efficient housing.
• Use of reverse cycle air conditioners.
• Buildings to be set back off Northern and Southern boundaries to achieve winter solar
gain.
Objectives:Reduce usage of energy.
Reduced usage of energy from fossil carbon sources
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Design to facilitate walking and cycling
Council/ WAPC
• Investigate alternative power options
Council
• Consolidate urban densities
Council/ WAPC
• Incorporate cycleway and pedestrian
movement plan
Developer/ Council
• Urban consolidation
housing choice
Developer/ DOW
Structure Plan
Subdivision
and
lot
size/
• Incorporate lots with either the long axis
of the block east-west or the lot is
sufficient in size that the long axis of the
house can run close to east to west
Developer/ Council
• Construction of cycleways
Developer
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Development
Stage
Implementation
Responsible Authority
• Correct solar orientation of lots
Developer/ Council
• Design
guidelines
approved
Development
Application
prepared
and
Developer/ Council
• Developer to install energy efficient
street lighting
Developer/ Council
• Implement Design Guidelines
Lot owner/ Council
• Develop best practice manual which
brings together best ideas and makes
them available to lot owners and
households
Council
• Requirements to meet energy rating as
a minimum provided by the Building
Code of Australia.
Council
1.4 Biodiversity
Initiatives to be considered regarding biodiversity include;
• Native front garden packages.
• Native foreshore vegetation totally retained. Where possible the remaining trees to
be retained.
• Vesting of reserves should be linked to management responsibility, resources and the
purpose for which the reserves were created.
• Plant POS with suitable native species.
• Developer to provide landscaping packages for front gardens that are composed of
native species.
• Construct living streams as part of integrated vegetation protection, landscaping and
drainage concept.
Objective: Protection and enhancement of local biodiversity values.
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Minimise clearing of native vegetation
Council/ WAPC
• Appropriate reserve identification
Council/ WAPC
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Development
Stage
Implementation
Responsible Authority
Structure Plan
• Use POS to protect and enhance
biodiversity through extra habitat and
ecological linkages
Developer/ Council
• Investigate appropriate management
of POS and Foreshore Reserves
• Foreshore and other reserves created
Developer/ Council
• Prepare and implement foreshore and
other POS Management plans
Developer/ Council
• Vegetation
construction
protection
during
Developer/ Council
• Vegetation
construction
protection
during
Building/ Council
Subdivision
Development
Application
Developer/ Council
1.5 Landform
Initiatives to be considered regarding landform include;
• Slope to be retained as much as possible with small retaining walls for ‘ready to build’
house lots where appropriate.
Objectives: Minimise changes to local landform
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Acknowledge
constraints
Structure Plan
• Landuse response to topography and
land capability
Subdivision
• Comprehensive
prepared
land
capability
earthworks
Development
• Minimise ad hoc retaining walls
Application
1.6 Waste and Recycling
plan
Council/ WAPC
Developer/ Council
Developer/ Council
Building/ Council
Initiatives to be considered regarding waste and recycling include;
• Site construction waste to be appropriately recycled on site or removed as part of
works.
• Builders encouraged to be Green Star accredited.
• Shire to provide recycling facilities.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
•
Where possible material reused on site.
Where possible recycled material from other areas used on site.
Objectives: Clean building sites.
Recycled material used.
Development
Stage
Implementation
Responsible Authority
Subdivision
• Look for opportunities to use recycled
material
Developer
Development
Application
• Contain waste on site in approved
manner until disposed of correctly
Building/ Council
• Facilitate the use of recycled materials
Council
2. Social
2.1 Visual Amenity/ Landscape
Initiatives to consider regarding visual amenity and landscape include;
• The use of interpretive signage to highlight points of historical and/ or cultural interests
plus the planting of native species.
• Building guidelines, while allowing for innovation, provide a framework for buildings to
complement the existing townsites and the characteristics of the sites themselves.
• Protection and enhancement of scenic or important views and vistas.
Objective: Create a vibrant community that is visually appealing.
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Identify key
features
Structure Plan
• Structure plan enhances and protects
views
Developer/ Council
Subdivision
• Landscape plan that addresses any
significant ecological, cultural and
heritage aspects on the site
Developer/ Council
landmarks
and
natural
Council/
Developer
WAPC/
2.2 Roads/ Transport
Initiatives to consider regarding roads and transport include;
• Incorporated planting of street trees and bioretention gardens within the road
reserves.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
•
Multi-modal pathways to allow for cycling and walking around the subdivision and to
the townsite.
Identification of nodes and roads that may be able to be used for future public
routes.
Objectives: Roads safe and active.
Reduce the need for vehicle dependency.
Promote public transport opportunities.
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Undertake transport assessment to
identify means to improve accessibility
by public transport and other vehicle
modes
Council
Structure Plan
• Incorporate cycleway and pedestrian
movement plan
Developer/ Council
• Provide a road and pathway network
that
is
visually
enhanced
with
incorporated street trees and designed
to the human scale
Developer/ Council
• Construction of multi-modal pathways
Developer/ Council
Subdivision
2.3 Housing Design and Diversity
Initiatives to consider regarding housing design and diversity include;
• Range of lot sizes, group dwellings and possibly a lifestyle village identified in structure
plan.
• Acceptance of a range of lot sizes in structure plan and subdivision approvals.
• Accept and enforce design guidelines to at least meet energy rating standards
adopted by the Building Code of Australia.
Objectives: Range of housing options.
Building efficiency.
Development
Stage
Implementation
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Responsible Authority
SHIRE OF DARDANUP – POLICY MANUAL
Development
Stage
Implementation
Responsible Authority
Structure Plan
• Development concept to provide a
variety of lot sizes and formats to cater
for current and changing community
lifestyle requirements
Developer/ Council
Subdivision
• Subdivision design to provide variety of
lot sizes and formats to cater for current
and changing community lifestyle
requirements
Developer/ Council
2.4 Safety
Initiatives to consider regarding safety include;
• Incorporate liveable neighbourhood guidelines.
• Structure plans that incorporate relevant liveable neighbourhood guidelines on
safety.
Objectives: Good personal safety and security.
Development
Stage
Implementation
Responsible Authority
Structure Plan
• Structure Plan incorporates
neighbourhood guidelines
liveable
Developer/ Council
Subdivision
• Subdivision design incorporates liveable
neighbourhood guidelines
Developer/ Council
2.5 Local Community Development/ Design
Initiatives to consider in regards to local community development and design include;
• Use of multiple use corridors and well-designed streets that connect to existing
townsite and other parts of the subdivision as shown in the structure plan.
Objectives: -
Good connectivity
Development
Stage
Implementation
Responsible Authority
Structure Plan
• Structure
plan
to
demonstrate
connectivity
of
the
proposed
development internally and surrounding
land uses external to the site
Developer/ Council
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
2.6 Community Awareness
Initiatives to consider in regards to community awareness include;
• Create community awareness through existing media such as local newspapers and
newsletters and also through one off events such as public meetings and letter drops.
Objectives: -
Cohesive and supportive communities.
Development
Stage
Implementation
Townsite
Strategy
• Prepare
a
concise
consultation plan
Structure Plan
Responsible Authority
community
Council
• Evidence of efforts to understand and
consider the wishes of the local
community
Council/ WAPC
• Evidence that community feedback has
been considered and incorporated
where possible
Developer/ Council
• Consideration
and
appropriate
preservation and/ or recognition of
indigenous and post European cultural
heritage
Developer/
WAPC
3 Economic
3.1 Employment
Initiatives to consider regarding employment include;
• Assist with ‘work from home’ opportunities.
Objectives: Local employment.
General employment options.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Council/
SHIRE OF DARDANUP – POLICY MANUAL
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Identify areas within the townsite for
employment generating activities
Council
• Investigate opportunities to establish
complementary
uses
that
create
synergies with the existing businesses
located in the townsite
Council/ WAPC
Structure Plan
• Incorporate land use controls to allow
for home based enterprises
Developer/ Council
Subdivision
• Provide lots that are conducive to the
establishment
of
home
based
enterprises
Developer/ Council
Development
Application
• Allow for home based enterprises
Developer
3.2 Affordability
Initiatives to consider regarding affordability include;
• Developer to provide a range of lot sizes and types including group dwellings and
possibly a lifestyle village. This is to be detailed in the structure and subdivision
application.
• Approval of structure plan and subdivision application that includes a variety of lot
sizes and types.
Objectives: House and land affordability.
Development
Stage
Implementation
Responsible Authority
Townsite
Strategy
• Investigate the implementation of
developer incentives to incorporate
affordable housing
Council/ WAPC
PROCESS
:
Upon submission of a town site expansion, structure plan, subdivision
application or a development application, the application will be
assessed in accordance with the policy.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV19
DESCRIPTION
DARDANUP WEST/CROOKED BROOK AREA -PROVISION
OF FORESHORE FACILITIES DEVELOPER CONTRIBUTION
POLICY
COUNCIL RESOLUTION
303/10
DATE
08/09/2010
PREAMBLE
:
In 2007 the “Dardanup West/Crooked Brook Structure Plan” (plan)
was approved by the Western Australian Planning Commission. The
plan is for the further development of small holding (rural residential)
lots in the plan area. The potential additional lot yield is estimated to
be 400 lots. As part of this policy developers are required to
contribute to the establishment of foreshore facilities.
This policy shall only apply to land which has been rezoned and is
being subdivided into small holding (rural residential) lots.
OBJECTIVE
:
To ensure that the future development of foreshore facilities in the
area covered by the plan is sufficiently funded via developer
contributions so as not to place added burden on the ratepayers.
POLICY
:
There will be significant development in the plan area which will
create the demand for foreshore facilities.
The Shire of Dardanup Town Planning Scheme No. 3 contains the
following provision regarding contribution to foreshore facilities in the
plan area.
(n)
The Local Government will request that the WAPC impose a
condition of subdivision requiring a contribution towards the
upgrading and construction of foreshore facilities identified in the
Structure Plan area in accordance with the Local Government
Policy.
The cost of developer and Council funded foreshore facilities that
will be required is estimated at $207,909 as at 1 July 2010.
Based on a predicted 25% usage from residents from outside plan
area $51,977 has been deducted from estimated cost of $207,909.
Developer’s portion of these costs is $155,931 as at 1 July 2010.
Based on a lot yield of 400 lots in the plan area the developer
contribution per lot is $390 as at 1 July 2010.
These costs will be reviewed on an annual basis and be subject to
increase according to a review. The annual review will be carried
out in conjunction with Council’s works program based on material
costs at that time.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
This policy is based on the distribution of the cost of works that are a
consequence of development in the plan area.
This policy shall only apply to land which has been rezoned and is
being subdivided into small holding or rural residential lots.
FORESHORE FACILITIES
It is expected that three separate areas with foreshore facilities
along the Preston River will be required. It has been assumed that
each area will consist of the following features, when determining
the cost of developing these areas:
Grassed Area 2000 m2
Natural vegetation 2000m2
Picnic Settings x 2
Pathways adjoining roadside parking and picnic area
REVIEW OF DEVELOPER CONTRIBUTIONS
The developer contribution amount shall be reviewed on an annual
basis in accordance with the following process:
 The review shall be undertaken in June each year.
 The new contribution rate shall come into effect on the latter of
the 1st of July that year or when the review has been
completed and a new rate has been adopted by Council.
 The review will consist of a review of estimates for the
construction of the shared cost infrastructure.
 The review will consist of a review of contributions received and
interest earned.
The construction estimates are based on works being undertaken by
Council construction crews and all required materials being sourced
and/or purchased through the Council.
The review of estimates will be carried out in conjunction with
Council’s annual budget deliberations. Therefore, the estimates shall
be adjusted in accordance with plant, labour and construction
material rates used in the development of Council’s annual budget.
All quantities used in the estimates will remain constant and shall not
be adjusted during each review.
PROCESS
:
The Shire will request the WAPC apply the following subdivision
condition to all subdivision applications in the Dardanup
West/Crooked Brook Structure Plan area:
The subdivider making satisfactory arrangements with the Local
Government to contribute towards the costs of provision of foreshore
facilities identified in the Dardanup West/Crooked Brook Structure
Plan area in accordance with the Dardanup West/Crooked Brook
Area Road Provision of Community Facilities Developer Contribution
Policy.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Funds will be collected from the subdividers at the time of request for
subdivision clearance and will be placed in a reserve for the specific
purpose they are collected.
HEAD OF POWER
:
Shire of Dardanup Town Planning Scheme No. 3
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV20
DESCRIPTION
LOCAL BIODIVERSITY
COUNCIL RESOLUTION
251/11
DATE
10/08/2011
PREAMBLE:
:
Biodiversity is the natural variety of living things including plants,
animals and micro-organisms, the genes they contain, and the
ecosystems of which they form a part.
The conservation of biodiversity is critical given our community and
lifestyle, which are intrinsically dependent on it. Biodiversity is
fundamental to the continued growth and prosperity of the Shire. It
supports all of our natural systems keeping our soil, water and air
cleaner than it otherwise would, and provides attractive places for
residential and recreational use.
All levels of Government – Federal, State and Local – have a
responsibility to plan for the conservation of biodiversity and natural
areas.
Biodiversity can only be conserved by protecting and managing
natural areas. These are areas of native vegetation, wetland,
watercourses or other ecosystems that retain a reasonable level of
naturalness, and therefore biodiversity.
The protection of trees and other native flora is fundamentally
important in providing additional habitat for native animals, but it is
the protection and management of natural areas that is the key
requirement for biodiversity conservation.
A discussion paper was produced for the Shire of Dardanup by
Ironbark Environmental and Eco Logical Australia, which provided an
opportunity for comments to be made for the Shire’s Local
Biodiversity Strategy.
The discussion paper has provided the basis for the Shire of
Dardanup’s Biodiversity Policy.
OBJECTIVE
:
To preserve significant areas of remnant vegetation, significant
wetlands and waterways as well as key biodiversity corridors for
future generations.
ABBREVIATIONS
:
LNA: Local Natural Area
LPS: Local Planning Strategy
ROS: Regional Open Space
POS: Public Open Space
WSUD: Water Sensitive Urban Design
PIP: Preston Industrial Park
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
TPS: Town Planning Scheme
EPA: Environmental Protection Authority
POLICY
:
•
Regionally significant natural areas to be protected in Regional
Open Space
•
Significant natural areas to be protected in the following
development precincts, but not limited to;
a)
Eaton future urban development
conservation and recreation.
–
reserves
for
b)
Preston Industrial Park – Conservation covenants, or
reserves as Habitat Conservation Reserves, Regional Open
Space as part of scheme amendments.
c)
Dardanup West/ Crooked Brook
i) Reserve Preston River Foreshore for future Regional
Open Space.
ii)
:
Scheme amendments to identify areas to be
covered by conservation covenants or Habitat
Conservation Reserves.
d)
Burekup Townsite Expansion – Local reserves for recreation,
conservation and drainage (Henty Brook) or recreation and
conservation.
e)
Dardanup Townsite Expansion – Local
recreation, drainage and conservation.
f)
Wellington Mills small holdings and other future small
holdings – Identify Habitat Conservation reserves in scheme
amendments, and zone as such.
g)
The following to be considered on submission;
- Burekup Agri-Food Precinct
- Waterloo Area
reserves
for
Eaton
•
Ensure buffers for ROS in new residential areas are based on
ecological requirements of vegetation complexes and
separation of wetlands from proposed residences (mosquito
management zones). These should be achieved through the
structure planning process.
•
Ensure existing ROS is reserved for recreation and conservation
where there are natural areas.
•
Maximize protection of tree stands and understorey in POS, local
schools and wider road reserves and road islands.
•
Consider providing proponents with incentives to change road
layouts to accommodate tree and understorey retention – eg.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Increased densities adjacent to protected natural areas.
Burekup Townsite Expansion
Ensure scheme amendments and structure plans;
• Identify Henty Brook floodplain.
•
Protect Henty Brook vegetation and floodplain in public lands.
The protected area should include a buffer to protect all slopes
greater than 1 in 6 in the floodplain and all existing native
vegetation.
•
Protect the natural areas in the South-West of the site (Guildford
Vegetation Complex).
Revegetate a corridor along the Henty Brook to provide
movement, shelter and feeding habitat for fauna.
•
•
Ensure scheme amendments/ structure plans require submission
of management plans for significant natural areas at time of
subdivision application and implementation prior to clearance of
titles.
Dardanup Townsite Expansion
•
Ensure scheme amendments/ structure plans require protection
of stormwater corridors and the revegetation of Gavin’s Gully
with local native species.
Possible Future New Residential Areas
•
Ensure scheme amendment reports carry out thorough
ecological assessments. All natural areas should be identified,
and assessed against the criteria in EPA Guidance Statement 10.
•
New residential areas should be designed into existing cleared
areas and should not involve the clearing of any natural area or
native vegetation, unless approved by Council.
•
Where relevant, require provisions in new scheme amendments
to identify values of natural areas and protect these where
possible in local POS, but also recognising the need for active
usable space in appropriate locations.
•
Ensure structure plans/ scheme amendments include provisions
to require management plans to be submitted with subdivision
applications, and implemented prior to clearance of titles.
Small Holdings – Dardanup West/ Crooked Brook
Scheme amendments and structure plans should;
•
Ensure that natural areas are not fragmented by subdivision (new
lot boundaries do not intersect areas of native vegetation or
intact wetlands).
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
Protect natural areas on individual lots, and cover them by
‘Habitat Conservation Areas’ in the scheme or by conservation
covenants.
•
Ensure significant wetlands are protected by adequate
vegetated buffers, which includes the revegetation of cleared
areas adjacent to wetlands.
Include provisions to identify and revegetate corridors of no less
than 40m wide to link existing natural areas.
•
•
New subdivision to use WSUD principles as part of subdivision
conditions.
•
Ensure protection (public reservation) of the Preston River
floodplain, a regional ecological linkage, which should
encompass all of the floodway and flood fringe areas.
Preston Industrial Park
•
Identify in the Shire’s LPS, the areas recommended for ROS by the
EPA as “Significant natural areas of regional significance which
should be protected by the State Government”.
•
Identify all other natural areas in the PIP as significant natural
areas and reserve as such.
•
Ensure all scheme amendments and structure plans in the PIP
adequately identify and assess natural areas.
Proposed Waterloo Industrial Park
•
Ensure all scheme amendments, structure plans and
developments retain and protect natural areas. There are not
many natural areas to protect – these should be protected in
local reserves.
•
Management plan for significant natural areas to be required at
time of subdivision application, and implemented.
•
Consider the creation of a revegetated ecological corridor on
the site to link the Ferguson River with the Collie River. This would
be parallel to South Western Highway and avoid the movement
of fauna across the South Western Highway.
Local Reserves
•
Local reserves with natural areas should be vested for purposes
which include conservation, or similar.
•
All local reserves with natural areas should have management
plans which identify, protect and restore the area’s natural
values. The Council has a large number of local reserves and so
a number of management plans should be produced each
year.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV21
DESCRIPTION
SEA CONTAINERS
COUNCIL RESOLUTION
57/12
DATE
08/03/2012
PREAMBLE:
:
It may be argued that it is economical or convenient to use sea
containers for storage or for use as part of a development. The use of
sea containers may be acceptable within the Shire of Dardanup
providing the development complies with the relevant Shire of
Dardanup Town Planning Scheme No. 3 provisions for the zoning, and
has a minimal effect on the amenity of the area.
OBJECTIVE
:
To regulate the use of sea containers within the Shire of Dardanup so
as to ensure that they have minimal impact on the amenity of the
area.
DEFINITIONS
POLICY
:
:
‘Sea Container’
Standardized re-sealable transportation box for unitized freight
handling.
•
This policy does not apply to sea containers already approved
by Council.
•
Council will not permit sea container(s) within any townsite
defined by the Shire of Dardanup Town Planning Scheme No. 3.
•
Council may approve the placement of sea container(s) on
properties outside of townsites as defined by the Shire of
Dardanup Town Planning Scheme No. 3 subject to sea
container(s) not being located within the front setback area or
in areas designated for car parking, landscaping, effluent
control or storm-water control.
•
Council may approve the placement of sea container(s) on
properties outside of townsites as defined by the Shire of
Dardanup Scheme No. 3 subject to;
a) the approved
habitation;
sea
container(s)
not
being
used
for
b) the approved sea container(s) are used for the purpose of
storage only, unless otherwise approved by Council;
c) the approved sea container(s) being screened from view
and shall not be highly visible from nearby roads, other
public places, or adjoining properties as determined by
Council;
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
and/or
d) if the sea container(s) are highly visible from nearby roads,
other public places, or adjoining properties, then the
exterior of the sea container(s) shall be upgraded (i.e.
painted to blend in with the surrounding development or
landscape) within 3 months of being granted planning
approval.
PROCESS
:
•
In all zones and within townsites, sea container(s) may be
placed on a property to store building materials while
construction of a house or commercial building is being carried
out on the property, without requiring planning approval. A sea
container must not be placed on the property prior to the issue
of a building licence for the construction and must be removed
immediately upon completion of construction or expiry of the
building licence.
•
The number of sea containers allowable on a property at one
given time will be dealt with on a case-by-case base, with
each application assessed on its merits.
Application
This policy shall apply to the placement and use of sea containers
within the Shire of Dardanup
Approval Requirements
a) All proposals for the placement and use of sea containers within
the Shire of Dardanup require an application for planning
consent to be submitted to the Shire of Dardanup for approval. In
considering an application for planning consent, Council shall
before granting consent, be satisfied as to the impact of the
proposal on the amenity of the area. If in the opinion of Council,
a sea container will have a detrimental effect on the local
amenity, or have the potential to visually impair or detract from
the exterior design or appearance of other buildings in the
vicinity, the application will be refused.
b) An application for planning consent shall be made on an
Application for Planning Consent form together with the following
information:
i) A site plan showing the proposed location of the sea
containers on the property and the location of any existing
buildings/ structures;
ii) Plans, dimensions, and details of the sea containers; and
iii) Details of modifications and other works to be carried out on
sea containers such as painting etc.
c) Notwithstanding that Planning Consent may be granted by
Council, a building license may be required prior to the
placement of the sea containers if modifications are to be made
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
to the sea container (for example if a roof or patio were to be
attached).
The structure will need to meet all relevant
requirements under the Building Code of Australia and relevant
Australian Standards.
Standard Conditions of Planning Approval
The placement and use of sea containers may be approved subject,
but not limited to, the conditions stipulated below:
a) All development being generally in accordance with the
approved development plans which form part of this
Development Approval.
b) The exterior of the sea container shall be upgraded (i.e. painted
to blend in with the surrounding development or landscape)
within 3 months of being granted planning approval.
c) Any activity relating to the hereby approved development is not
to cause injury to or prejudicially affect the amenity of the locality
including injury, or prejudicial affection due to the emission of
light, noise, vibration, electrical interference, smell, fumes, smoke,
steam, soot, ash, dust, grit, oil, liquid wastes or waste products.
d) The hereby approved development shall not be used for
habitable purposes.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV22
DESCRIPTION
EATON COMMERCIAL CENTRE DESIGN GUIDELINES
COUNCIL RESOLUTION
641/99
DATE
24 NOVEMBER 1999
PREAMBLE:
:
OBJECTIVE
:
POLICY
:
The Shire of Dardanup Town Planning Scheme No. 3 is unusual in that
it prescribes development standards for uses rather than zones. The
Eaton Commercial Centre is zoned Mixed Business under the
Scheme, in which a number of different commercial and business
type uses are permitted. In order to have some consistency of
development throughout the Commercial Centre, it necessary to
apply design guidelines to override the provisions of the Scheme.
•
To achieve a high standard of development within the Eaton
Commercial Centre.
•
To promote the consistent application of setbacks, site
coverage, plot ratio and landscaped areas for all development
in the precinct.
•
To accommodate a wide range of uses such as warehouses,
showrooms, service industries, offices, wholesaling, motor repair
facilities and extensive retail which by virtue of their scale and
character are generally not appropriate to, or cannot
conveniently or economically be accommodated within the
Business – Commercial or Industry zones.
a) Any Development Application for any proposed development or
change of use within the area bounded by Eaton Drive,
Recreation Drive, Blue Wren Drive and Lot 139 (1) Recreation
Drive, Eaton will be assessed against the Eaton Commercial
Centre Design Guidelines.
b) Any variations to the design guidelines which are not covered by
Town Planning Scheme No 3 will have to be approved by
Council.
PROCESS
:
a) Developers wishing to develop within the Eaton Commercial
Centre are required to submit an Application for Council
Planning Consent to Commence Development together with
appropriate plans, details and application fee.
b) Council may grant its consent to development within the
Commercial Centre having due regard to the site and
development standards set out in the Eaton Commercial Centre
Design Guidelines and any other appropriate provision
contained within the Shire of Dardanup Town Planning Scheme
No. 3.
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Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Shire of Dardanup Town Planning Scheme No. 3
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV23
DESCRIPTION
SECOND HAND
DWELLINGS
COUNCIL RESOLUTION
269/11
DATE
14/09/2011
PREAMBLE:
:
OBJECTIVE
:
•
•
:
AND
TRANSPORTABLE
Council appreciates that it may be economical to use second hand
relocated and transportable dwellings as housing in lieu of
constructing new homes. These may be acceptable within the Shire,
providing the development is in keeping with the rest of the dwelling
stock of the area into which it is proposed to bring the relocated or
transportable dwelling.
•
DEFINITIONS
RELOCATED
To maintain a high standard of dwelling stock with the Shire of
Dardanup.
Ensure that the relocation of second hand dwellings and the
construction of transportable dwellings is undertaken to an
approved standard with regard to local amenity and
aesthetics.
Ensure the style, construction and design of relocated second
hand and transportable dwellings is consistent with the
character of the surrounding dwellings and the locality in
general.
‘Second hand dwelling’
-
A residential dwelling which has not been specifically designed
as a transportable residence and has previously been located at
any place other than the lot upon which it is erected; or
A building which has been specifically designed as a
transportable residence and which has been used as residential
dwelling at any place other than on the lot upon which it is to be
erected.
‘Townsite’
-
Residential areas bounded by a townsite boundary defined by
the Shire of Dardanup Town Planning Scheme No. 3.
‘ Transportable dwelling’
-
POLICY
:
Any dwelling or part of that is prefabricated at any place other
than on the site upon which it is to be erected.
•
Council will consider all applications for the relocation of
second hand dwellings and their re-erection outside of
‘townsites’ within the Shire of Dardanup.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
•
PROCESS
:
Relocated second hand dwellings are not permitted within
‘townsites’ of the Shire of Dardanup.
Council will consider all applications for transportable
dwellings.
Application
This policy shall apply to the relocation and installation of second
hand dwellings and the construction of a transportable dwelling
within the Shire of Dardanup.
This policy does not apply to:
a) Relocated buildings for non-habitable uses;
b) Sea and shipping containers; or
c) Caravan and park homes.
Approval Requirements
a) All proposals for the relocation and use of second hand dwellings
and the construction of transportable dwellings require an
application for planning consent to be submitted to the Shire of
Dardanup for approval. In considering an application for
planning consent, Council shall before granting consent, be
satisfied as to the impact of the proposal on the amenity of the
area. If in the opinion of Council, a second hand relocated
dwelling or a transportable dwelling will have a detrimental effect
on the local amenity, or have the potential to visually impair or
detract from the exterior design or appearance of other buildings
in the vicinity, the application will be refused.
b) An application for planning consent shall be made on an
Application for Planning Consent form together with the following
information:
i)
A site plan showing the proposed location of the building on
the property;
ii) Plans, evaluations, and details of the building;
iii) Details of modifications and other works to be carried out on
the building such as re-cladding, painting, construction of
verandahs, etc; and
iv) Certification and a detailed report from a practicing structural
engineer stating that the design and condition of the building
is suitable for transportation and re-erection (in the case of
second hand relocated dwellings), is required to be lodged
with the application for Planning Consent.
c) Notwithstanding that Planning Consent
Council, a building license is required
construction commencing. The building
relevant requirements under the Building
relevant Australian Standards.
may be granted by
prior to relocation or
will need to meet all
Code of Australia and
d) With regards to second hand relocated dwellings, a condition of
planning approval will be the payment of a bond to the amount
of $8,000 to be paid prior to the issuance of a building licence.
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Next Full Review Policy Date: July 2015
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Refund of this bond will only occur upon fulfilment of conditions of
planning approval. Partial refunds of the bond based on
progressive completion of conditions will not be considered.
Failure to comply with all conditions of planning approval within
12 months from the issuance of the building license, will result in
forfeiture of the bond and removal of the building unless
otherwise determined by Council.
e) No person shall occupy a relocated dwelling or a transportable
dwelling until such time as a Certificate of Occupancy or
equivalent has been issued by a Building Surveyor on behalf of
Council.
Development Guidelines
a) Minimum Dwelling Standard
The following minimum dwelling standard applies:
i)
A minimum gross floor area of 60m²;
ii)
At least one (1) bedroom separate from the other rooms
the dwelling;
iii)
A lounge, meals and kitchen area (may be open plan); and
iv)
A separate bathroom and laundry.
in
To be used as a dwelling, the building will be assessed against
and must comply with the requirements for Class 1 buildings
under the Building Code of Australia and Australian Standards.
b) Energy Efficiency Requirements
A second hand relocated or transportable dwelling is required to
meet the current Energy Efficiency requirements for the Climate Zone
outlined in part 3.12 of the Building Code of Australia to the
satisfaction of the Shire of Dardanup. A condition requiring
compliance may be included in the planning consent.
c) Amenity
When giving consideration to an application for planning consent,
Council shall give consideration to:
i)
The second hand relocated or transportable dwelling being
rendered visually acceptable by the use of verandahs,
screening and/ or landscaping.
ii)
The design, scale and bulk of the second hand relocated or
transportable dwelling being compatible with the type of
dwellings that exist in the locality in which it is to be located.
In recognition of the higher standards of development and
amenity expected within the Residential and Small Holding
zones, applications for transportable dwellings within these
zones will be subject to stringent assessment to ensure their
iii)
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
compatibility with the amenity, character and development
standards of that area.
iv)
In recognition of the higher standards of development and
amenity expected within the Small Holding zones,
applications for second hand relocated dwellings within this
zone will be subject to stringent assessment to ensure their
compatibility with the amenity, character and development
standards of that area.
Standard Conditions of Planning Approval
Second hand relocated and transportable dwellings may be
approved subject, but not limited to, the conditions stipulated below:
a) All development being generally in accordance with the
approved development plans which form part of this
Development Approval.
b) This approval shall expire unless the development hereby
approved has been completed within 12 months of the date of
issuance of the building license, or within any extended period for
which Council has granted written consent. An application for
such consent must be made within one month of the date of
expiry of the approval.
c) Any activity relating to the hereby approved development is not
to cause injury to or prejudicially affect the amenity of the locality
including injury, or prejudicial affection due to the emission of
light, noise, vibration, electrical interference, smell, fumes, smoke,
steam, soot, ash, dust, grit, oil, liquid wastes or waste products.
d) No development shall take place on the subject site until an
application for a crossover is submitted and approved by
Council, unless a Council approved crossover already exists on
the subject site.
e) The hereby approved second hand relocated or transportable
dwelling is to be assembled, upgraded and maintained in the
following manner within twelve months of the date of issuance of
the building license, to the satisfaction of the Shire of Dardanup:
f)
i)
The dwelling shall be properly fixed to stumps on the subject
site and effectively re-joined or constructed in compliance
with all legislation;
ii)
External walls, fixtures and fittings to be made good;
iii) The dwelling is to have a high quality external
finish/cladding (painted or otherwise) completed in a
tradesman-like manner.
All debris to be removed from the subject site and left in a tidy
state to the satisfaction of the Shire of Dardanup.
g) No person shall occupy a second hand relocated or
transportable dwelling until such time that a Certificate of
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Occupancy or equivalent has been issued by the Shire of
Dardanup.
h) A bond of $8,000 is payable to the Shire of Dardanup prior to the
issue of a Building License.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV24
DESCRIPTION
DISPLAY HOMES
COUNCIL RESOLUTION
261/12
DATE
26/07/2012
PREAMBLE:
:
Council acknowledges that builder’s display homes are an
important marketing tool for the Real Estate Industry and are useful in
attracting potential homeowners to the Shire. However, this type of
development, because it is located in residential areas, has the
potential to impact upon amenity and the Shire of Dardanup Town
Planning Scheme does not contain development guidelines specific
to display homes.
OBJECTIVE:
:
To provide appropriate development standards for display homes so
that they are appropriately serviced and do not impact upon
residential amenity.
POLICY:
:
Display Homes shall be subject to the following provisions:
a) Unless Council agrees otherwise, a car parking area (exclusive of
roadways and verges) shall cater for a minimum of 4 cars per
display home, being paved to the satisfaction of the Director
Engineering Services for the duration of the display home.
b) Any illumination of a display home is to be directed onto the
property itself. The Council will require lighting to be modified if it
is of the opinion that the adjoining properties and the roadway
are unduly affected.
c) Display home signage shall be subject to the following provisions:
i)
A maximum of one (1) freestanding advertising sign
(maximum of 6m² and no more than 4m high) shall be
permitted provided it is setback a minimum of 2m from the
front boundary.
ii)
No advertising sign shall be permitted within a corner lot’s
6m by 6m visual truncation area.
iii)
Advertising shall be permitted on the garage door of an
approved display home.
iv)
Illumination of advertising signs shall not be permitted.
v)
Removable ‘A-Frame’ advertising signage shall only be
located within the property boundary and be securely
fixed to the ground to reduce the hazard potential to the
public.
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Next Full Review Policy Date: July 2015
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vi)
Portable signs (including A-Frame signage) shall not be
permitted on public reserves, public streets, road verges,
vehicle roundabouts, pedestrian paths and accessways.
vii)
Signage proposed to be erected after a Display Home has
been granted Planning Approval shall be subject to a new
Application for Planning Consent to Commence
Development.
d) Approval of display homes is limited to a 36 month period.
Renewals will be granted if no problems have been noted or are
foreseen.
PROCESS
:
a) Companies wishing to erect display homes are required to
submit an Application for Planning Consent to Commence
Development together with appropriate plans and details.
Details of proposed signage shall form part of the Application.
b) All applications must be accompanied with payment of a
Planning Application Fee.
HEAD OF POWER
:
Shire of Dardanup Town Planning Scheme No. 3
DATE REVIEWED
:
Ordinary Meeting of Council held – 26/07/12
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV25
DESCRIPTION
ANCILLARY
ZONES
COUNCIL RESOLUTION
56/12
DATE
08/03/2012
ACCOMMODATION
–
SMALL
HOLDING
PREAMBLE:
:
The R-Codes states that the ancillary accommodation is to
‘accommodate the needs of large or extended families without
compromising the amenity of adjoining properties’. Whilst the RCodes do not apply in zones other than Residential, the purpose of
ancillary accommodation as stated in the R-Codes is considered
relevant. The significant factor is that the additional accommodation
is ‘ancillary’ or ‘secondary’ to the main dwelling which should be
reflected in the size of the ancillary accommodation and its
relationship with the main dwelling.
OBJECTIVE
:
To facilitate the development of ancillary accommodation through
the provision of a consistent framework for the assessment of such
development within the Small Holding zones.
DEFINITIONS
:
Ancillary Accommodation:
Self-contained living accommodation on the same lot as a single
dwelling that may be attached or detached from the single dwelling
occupied by members of the same family as the occupiers of the
main dwelling.
Second Dwelling:
A dwelling that is one of a group of two dwellings on the same lot
such that no dwelling is placed wholly or partly vertically above
another.
POLICY
:
•
On Small Holding lots that permit a ‘Second Dwelling’ under TPS
3, ancillary accommodation shall be classed as a grouped
dwelling under the Shire of Dardanup Town Planning Scheme
No. 3.
•
On General Farming lots, ancillary accommodation shall be
classed as a grouped dwelling under the Shire of Dardanup
Town Planning Scheme No. 3.
•
The ancillary accommodation shall have a maximum floor area
of 100m² (excluding carport/garage, verandas, patios, pergolas
and the like).
•
The ancillary accommodation shall have a maximum of 2
bedrooms and 1 bathroom.
•
The construction of a new crossover(s) shall not be permitted for
the proposed ancillary accommodation.
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PROCESS
:
•
The appearance of the ancillary accommodation shall be of
complimentary style to the existing dwelling.
•
Where an approved building envelope exists on the property,
the ancillary accommodation shall be wholly contained within
the approved building envelope.
•
Where an approved building envelope does not exist on the
property, the ancillary accommodation shall be located within
20 metres of the main dwelling or as otherwise determined by
Council with consideration being given to factors such as
topography, effluent disposal issues or other similar constraints on
the land.
•
A minimum of one parking space shall be provided in addition to
those required for the main dwelling.
•
The existence of ancillary accommodation on a property shall
not be construed as an avenue for subdivision.
•
An application for ancillary accommodation will require that a
notification be placed on the Certificate of Title (Under Section
70A of the Transfer of Land Act) advising owners and subsequent
owners that the ancillary accommodation shall only be
occupied by a member or members of the same family as the
occupiers of the main dwelling. Council will require that this be
placed on the title prior to the issue of a Building Licence for the
ancillary accommodation.
Application
This policy shall apply to the development of ancillary
accommodation on Small Holding lots within the Shire of Dardanup.
Approval Requirements
a) All proposals for the development of ancillary accommodation
on Small Holding lots within the Shire of Dardanup require an
application for planning consent to be submitted to the Shire of
Dardanup for approval. In considering an application for
planning consent, Council shall before granting consent, be
satisfied as to the impact of the proposal on the amenity of the
area. If in the opinion of Council, the ancillary accommodation
will have a detrimental effect on the local amenity, the
application will be refused.
b) An application for planning consent shall be made on an
Application for Planning Consent form together with the following
information:
i)
A site plan showing the proposed location of the ancillary
accommodation on the property including setbacks from
boundaries and the location of any existing buildings/
structures; and
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ii)
Plans, dimensions, elevation drawings and any other details
considered
relevant
to
the
proposed
ancillary
accommodation.
iii) A letter stating the intended occupant of the proposed
ancillary accommodation and their relationship to the
occupants of the main dwelling.
c) Notwithstanding that Planning Consent may be granted by
Council, a building license will be required prior to the
development of the ancillary accommodation.
Standard Conditions of Planning Approval
The development of ancillary accommodation may be approved
subject, but not limited to, the conditions stipulated below:
a) All development being generally in accordance with the
approved development plans which form part of this
Development Approval.
b) The development approved is to be substantially commenced
within 2 years, or such other period as is specified in the approval,
after the date of the determination. The approval lapses if the
development has not substantially commenced before the
expiration of the period (2 years).
c) A notification shall be placed on the Certificate of Title (Under
Section 70A of the Transfer of Land Act) advising owners and
subsequent owners that the ancillary accommodation shall only
be occupied by a member or members of the same family as the
occupiers of the main dwelling, prior to the issuance of a Building
Licence.
Advice Note:
1) The existence of ancillary accommodation on a property shall
not be construed as an avenue for subdivision.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV26
DESCRIPTION
VARIATIONS TO RESIDENTIAL DESIGN CODES –
OUTBUILDINGS, PATIOS, PERGOLAS & CARPORTS
COUNCIL RESOLUTION
227/09
DATE
08/07/2009
PREAMBLE
:
The Residential Design Codes and the Shire of Dardanup Town
Planning Scheme No. 3 provides requirements for size and setback of
outbuildings and the setback of patios, pergolas and carports.
Clause 8.1 of the Shire of Dardanup Town Planning Scheme No. 3
makes provision for Council to prepare a Local Planning Policy in
respect of any planning and development matter and to vary the
provisions of the Residential Design Codes.
There is currently no guidance on an acceptable maximum size of
outbuildings for the small holdings zone.
OBJECTIVE
:
To clarify Council’s position in relation to the maximum floor area,
height and setback requirements of outbuildlings, patios, pergolas
and carports proposed within the residential and small holdings
zones.
DEFINITIONS
:
Outbuilding -
means an enclosed non-habitable structure
that is required to meet the standards of the
Building Code of Australia and is detached from
any dwelling.
Patio -
means a water impermeable roofed opensided area.
Pergola -
means an unroofed open framed structure.
Carport -
means a roofed structure designed to
accommodate one or more motor vehicles
unenclosed except to the extent that it abuts a
dwelling or a property boundary on one side
and being without a door unless that door is
visually permeable.
POLICY
:
This policy applies to the development of outbuildings, patios,
pergolas and carports on land located within the residential and
small holdings zones.
1.
Outbuildings, Patios, Pergolas and Carports shall comply with the
following:
1.1.
Be setback from boundaries as required by the Residential
Design Codes or Town Planning Scheme, unless otherwise
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approved by Council;
1.2
PROCESS
:
Have the following maximum dimensions:
Zoning
Max. Floor
Area (m2)
Max. Wall
Height (m)
Residential
Small Holdings
80
200
3
5
Max. Overall
(Ridge) Height
(m)
3.9
-
2.
In regard to clause 1.1, Council will consider a reduction of
boundary setbacks for outbuildings, patios, pergolas and
carports (or similar structures) subject to the applicant submitting
an additional plan that has been sighted and signed by the
affected neighbour(s). This setback reduction applies generally
to side and rear setbacks.
3.
Adjoining and affected landowner(s) comment shall be sought
for outbuildings with a floor area in excess of 54m2.
4.
An application for planning consent shall be made for an
outbuilding that does not comply with any of the Policy
requirements and submitted with written justification for the
variation and shall be referred to Council for determination.
5.
The approval of a nil side setback under this Policy does not
apply to solid boundary or parapet walls or walls intended to
form part of the dividing fence.
1.
On submitting an application for building licence that proposes
an outbuilding, patio, pergola or carport (or similar structure) that
requires written consent of affected landowner(s), the applicant
is required to submit an additional plan that has been signed by
the affected landowner(s).
2.
If the adjoining and affected landowner(s) cannot be
contacted or does not wish to sign the plan, Council will write to
the landowner to seek comment. Submissions must be received
within 14 days and any objections will be referred to Council for
determination.
HEAD OF POWER
:
Shire of Dardanup Town Planning Scheme No. 3
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV27
DESCRIPTION
SOUTHBANK DEVELOPMENT GUIDELINES
COUNCIL RESOLUTION
127/07
DATE
10/05/2007
PREAMBLE:
:
OBJECTIVE
:
This policy is designed to provide development guidelines for the
proposed Southbank Development.
•
To encourage high quality development addressing the
prominent riverside location and orientation advantages of the
site.
•
To facilitate a mix of uses and scale of development enhancing
public use of adjacent foreshore.
•
Integrating the open spaces of the river foreshore with the urban
development.
POLICY
:
Any Development Application for any proposed development or
change of use on land shown in Figure 1, Southbank Development
Guidelines will be assessed against the Southbank Development
Guidelines which form part of this policy.
PROCESS
:
a)
Southbank Development Guidelines form part of this Planning
Policy (Policy Manual Appendix: P 5.15).
b)
Developers wishing to develop within the Southbank Policy
area are required to submit an Application for Council
Planning Consent to Commence Development together with
appropriate plans, details and application fee.
c)
Council will consider an application for development within
the Southbank Policy area having due regard to the site and
development standards set out in the Southbank
Development Guidelines and any other appropriate provision
contained within the Shire of Dardanup Town Planning
Scheme No. 3.
HEAD OF POWER
:
Shire of Dardanup Town Planning Scheme No. 3 Clause
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
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DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV28
DESCRIPTION
ACID SULFATE SOILS
COUNCIL RESOLUTION
253/08
DATE
05/08/2008
PREAMBLE:
:
With an increasing number of developments around rivers, creeks
and high risk areas of Acid Sulfate soils, Council shall ensure that
these areas are managed with minimal impact to these soils.
OBJECTIVE
:
To ensure that the subdivision, rezoning and development of land
containing acid sulfate soils is planned and managed to avoid
potential adverse effects on the natural and built environment
(including infrastructure).
POLICY
:
1. The Shire of Dardanup recognizes the Western Australian (WAPC)
Planning Bulletin No 64 (which forms part of this policy) as the
appropriate means of dealing with Acid Sulfate Soils (POLICY
MANUAL APPENDIX: P 5.17). [http://www.wapc.wa.gov.au/Publications/213.aspx]
2. Areas of high risk Acid Sulfate Soils should be recognised in the
Development Guide Plan or Subdivision Guide Plan, prior to
approval of the subdivision or rezoning or development.
3. Any application on such land shall be accompanied by a
Preliminary Site Assessment (prepared in accordance with the
Department of Environment and Conservation guidelines), in the
circumstances set out in the Western Australian (WAPC) Planning
Bulletin No 64.
4. Where the presence of Acid Sulfate Soils is confirmed by the
Preliminary Site Assessment, the application should be
accompanied by a Detailed Site Assessment and an Acid Sulfate
Soil Management Plan that addresses the matter set out in the
Western Australian (WAPC) Planning Bulletin No 64, prior to the
approval of the subdivision rezoning or development.
5. All costs associated with site assessment, and implementation of
management plans and works shall be at the proponents cost.
PROCESS
:
The risk of Acid Sulfate soils to be determined prior to the approval
of any subdivision, rezoning or development within the Shire of
Dardanup.
An application in a high risk area as outlined in the Western
Australian (WAPC) Planning Bulletin No 64, Figure 24 Australind –
Bunbury and Figure 23 Greater Bunbury Regional Scheme acid
sulfate soils shall require this policy to be carried out prior to the
subdivision, rezoning or development application.
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HEAD OF POWER
:
Planning and Development Act 2005
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV29
DESCRIPTION
CARAVANS AS TEMPORARY ACCOMMODATION
COUNCIL RESOLUTION
184/00
DATE
05/04/2000
PREAMBLE:
:
Legislation now permits the occupation of caravans with Council
approval, in connection with the erection of dwelling houses.
OBJECTIVE
:
To ensure that the use of caravans as temporary accommodation
does not impact adversely on the amenity of an area on the
environment.
POLICY
:
Council permits the use of a caravan for temporary
accommodation in areas outside of townsites of the Shire while a
house is being erected subject to the following conditions:
a)
b)
Satisfactory toilet and ablution facilities are available for use
by the occupants.
(i)
(ii)
The approval will be for a six (6) month period
inclusive of a period of up to two months prior to the
commencement of the building.
Council may, at its discretion, approve a further six
(6) month period.
c)
Plans and specifications for the house have been approved
by the Building Surveyor.
d)
Any requests for approval for a period longer than twelve
(12) months shall be made to the Department of Local
Government and Regional Development.
Permission will not be granted for the use of a caravan for living
purposes on building sites in any of the townsites within the Shire.
PROCESS
:
Initial application is to be in writing and addressed to the Chief
Executive Officer where the applicant requires approval for twelve
months or less. If a greater period than twelve months is required
then application must be made to the Department of Local
Government and Regional Development
HEAD OF POWER
:
Caravan and Camping Ground Regulations 1997: Reg 6 and
11(2)(a)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV30
DESCRIPTION
MANAGER
ENVIRONMENT
&
ENVIRONMENTAL
HEALTH
OFFICER'S
AUTHORITY
COUNCIL RESOLUTION
039/00 update - 1017/98
DATE
09/02/2000 updated - 23/10/1998
EMERGENCY/
GENERAL
PREAMBLE:
:
This Policy is necessary for the timely discharge of Council’s functions
under the Health Act 1911.
OBJECTIVE
:
To ensure that where breaches of the Health Act are observed the
remedial action can be expedited with the minimum of delay.
POLICY
:
The Manager Environment & Emergency and Environmental Health
Officer are Authorised to issue orders on behalf of the local
government on matters where they observe breaches of the Health
Act or Health Local Laws.
Footnote: The Manager Environment & Emergency’ approval to
issue such orders will only remain in force as long as the person
occupying the position of Manager Environment & Emergency is a
qualified Environmental Health Officer.
PROCESS
:
Such Authorisation is only for a period of twelve months and shall be
renewed by Council following a satisfactory review of how the
authorization has been exercised during the preceding twelve
month period
HEAD OF POWER
:
Health Act 1911, As Amended: Section 26
(Note: under the Health Act there is no power for the person[s] so
authorized to pass such authorization to another person)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV31
DESCRIPTION
SEPTIC SYSTEMS – HENTY BROOK SUBDIVISION
COUNCIL RESOLUTION
452/03
DATE
02/12/03
PREAMBLE:
:
When this subdivision was first released alternative treatment units
had not been approved by the Health Dept. of WA. Given the
nature of the soil/subsoil in this area ordinary septic tanks and
effluent disposal systems may not work satisfactorily.
OBJECTIVE
:
To ensure that treatment units and effluent disposal systems work
correctly and do not pose a threat to human health or to the
environment.
POLICY
:
a)
Alternative Treatment Units (ATU) are required on all lots
within the Henty Brook Estate, unless a hydrological survey,
undertaken by a suitably qualified hydrologist and at the
owner’s expense, indicates that conventional septic tank
systems will operate efficiently.
b)
That in all instances nutrient removal from final effluent is
required. Soils are to have a phosphate Retention Index [PRI]
of 20 or greater.
c)
That the requirements of the "managed septic tank areas"
should remain in place.
PROCESS
:
Approval for the installation of any system must be made at the time
of applying for a building permit and on the appropriate form, which
is available from the Council Offices. All installations must be
inspected and approved for use by Council’s Environmental Health
staff.
HEAD OF POWER
:
Health Act 1911 Section 26
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV32
DESCRIPTION
WINERIES AND BREWERY DEVELOPMENTS
COUNCIL RESOLUTION
536/00
DATE
11 OCTOBER 2000
PREAMBLE:
:
With the increasing number of development applications being
received for the establishment of Wineries (and possibly in the future,
Breweries) Council wishes to ensure that sanitary facilities and
effluent disposal systems associated with the premises are adequate
and that water used on the premises complies with NHMRC
guidelines.
OBJECTIVE
:
To ensure that the developments install correct and sufficient
sanitary facilities and effluent disposal systems so as to work
efficiently with only routine maintenance: water supplies at the
premises must be of a potable standard.
POLICY
:
1.0
GENERAL REQUIREMENTS
Proposals will need to comply with relevant acts, regulations, local
laws and requirements of the Shire of Dardanup, the Department of
Environmental Protection (DEP) and the Health Department of
Western Australia.
The proponent is required to submit in writing, or on a suitable plan:

An application for approval to install the proposed
effluent treatment and disposal system.

Details of the type of effluent disposal system that is
proposed. The source and volume of effluent to be
treated (to be calculated as per DEP guidelines).

Demonstrate where effluent disposal systems will be
located in relation to setbacks from existing and
proposed buildings, boundaries and outbuildings.
Technical Information to be submitted:

The proponent is required to submit the following
technical information to support an application and to
enable determination of the appropriate effluent disposal
system.
i)
ii)
iii)
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
soil types.
nutrient retention capabilities of soil.
evidence that the treatment and disposal
system can be located where proposed.
SHIRE OF DARDANUP – POLICY MANUAL
iv)
standard absorption tests shall be carried out
in accordance with the guidelines of the
Health Act 1911, “Bacteriolytic Treatment of
Sewage and Disposal of Effluent and Liquid
Waste Amendment Regulations 1989”.
If the winery is expected to produce greater than 50KL (71
tonne of grapes) of wine a year it must advise the
Department of Environmental Protection.
2.0
EFFLUENT DISPOSAL OPTIONS –
(Fixture Effluent – Disposal Systems)
Option 1 – Aerobic Treatment Units
Approval for the installation of an Aerobic Treatment Unit
may be granted, subject to compliance with the general
requirements for all proposals.
Note: Apparatus to be installed in accordance with
manufacturer’s specifications and the requirements
of the Health Department of Western Australia.
Option 2 – Conventional septic tanks with leach drains/soak wells.
Onsite effluent treatment and disposal systems utilising
conventional septic tanks and leach drains or soak wells
may be considered, subject to compliance with the general
requirements for all proposals.
Note: Minimum separation between base of
drains/soak well and water table – 500mm.
3.0
leach
EFFLUENT FROM BREWING AND WINE MAKING PROCESS
The potential for odours, nuisance or hazards will determine
the treatment process adopted.
All process liquid waste
shall be collected by an approved means and discharged to
a sedimentation tank (size dependant on volume) then to
either:

Disposal system in accordance with options 1 and 2
for the disposal of fixture effluent.
and / or

A waste stabilisation pond/lagoon system.
Note: Size of effluent disposal system will be determined on
the volume of effluent to be treated and disposed of.
4.0
ALTERNATIVE EFFLUENT TREATMENT AND DISPOSAL SYSTEM
Alternative effluent and disposal systems, including broad acre
irrigation or onsite waste water treatment plants may be considered
subject to:
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
5.0
•
Compliance with the general requirements for all proposals.
•
Health Department of Western Australia specific approval.
CELLAR SALES

Disabled access must be available to the cellar sales area.

Where toilets are provided to the public, separate or combined
facilities must be provided for the use of disabled persons.

The premises must conform to the requirements of the Health
(Food Hygiene) Regulations 1993, and Food Standards Code.

The premises must be supplied with potable water that complies
with the National Health and Medical Research Council Potable
Water Guidelines.

Planning approval must be obtained from the Shire of Dardanup
for commercial viticulture, processing and/or cellar door sales
and shall address vehicle access, parking and hours of
operation.
Any construction, alterations or additions to any building for the
purposes of cellar sales must first obtain a building licence from the
Shire of Dardanup.
PROCESS
:
When proponents make enquiries about the development
requirements for premises such as Wineries and/or Breweries they will
be advised of the requirements of this policy and be provided with a
copy of it. Development approval will not be dependent on the
proponent submitting the information required as part of the
planning process but will be required to submit such information with
the application to install the effluent disposal system.
HEAD OF POWER
:
Health Act 1911 Section 26
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES DIRECTORATE
POLICY REFERENCE
DEV33
DESCRIPTION
APPLICATION OF CLAUSE 3.4.1 – ‘GROUPED DWELLING
REQUIREMENTS’ OF TOWN PLANNING SCHEME NO.3
COUNCIL RESOLUTION
316/13
DATE
16/10/2013
PREAMBLE:
:
Clause 3.4.1 – ‘Grouped Dwelling Requirements’ was introduced into
the Shire of Dardanup Town Planning Scheme No. 3 (TPS3) to
encourage residential infill within the townsites of the Shire.
OBJECTIVE
:
To clarify Council’s position on the application of Clause 3.4.1 of TPS3
for all proposed ‘grouped dwelling’ developments and proposed
subdivisions within the ‘Residential’ zones of the Shire of Dardanup.
DEFINITIONS
:
R-Codes -
State Planning Policy 3.1 - Residential Design
Codes of Western Australia.
TPS3
Shire of Dardanup Town Planning Scheme No.
3.
POLICY
:
-
Residential Zone -
All zones defined as Residential by the Shire of
Dardanup Town Planning Scheme No. 3.
Corner Lot -
A lot that has two adjacent street frontages
and contains a discernible corner truncation
indicated on the certificate of title or relevant
deposited plan.
1. Council will only consider applications for grouped dwelling
development or subdivision that propose to utilise Clause 3.4.1 of
TPS3, if the parent lot that is subject to the application is a
minimum of 900m².
2. Notwithstanding Provision 1. of this policy, Council may consider
utilising Clause 3.4.1 for a minimum parent lot size of 880m² in the
case of a corner lot with a corner truncation in accordance with
Clause 6.1.2 of the R-Codes.
3. Council will not exercise their discretion to grant a 5% variation to
the minimum and/ or average lot size in accordance with Clause
6.1.3 of the R-Codes for all Applications for Planning Consent and
Subdivision applications proposing to utilise Clause 3.4.1 of TPS3.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
Compliance with this Policy shall be demonstrated when the Shire is
in receipt of an Application for Planning Consent for ‘Grouped
Dwellings’ in a ‘Residential’ zone and for Subdivision Applications
within a ‘Residential’ zone.
HEAD OF POWER
:
Shire of Dardanup Town Planning No. 3 Clause 8.1
DATE REVIEWED
:
Ordinary Meeting of Council held – 16/10/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
PLANNING
POLICY REFERENCE
DEV34
DESCRIPTION
HERITAGE ADVISORY SERVICE - GUIDELINES
COUNCIL RESOLUTION
359/13
DATE
27/11/2013
PREAMBLE
:
The primary goal of the heritage advisory service is to support the
conservation of heritage places, by assisting the local government
and its community to effectively manage their heritage assets.
OBJECTIVE
:
•
The heritage advisor works with the local government to
provide advice to officers on applications relating to places
included in the Local Heritage Inventory or Heritage List.
•
The heritage advisor works with the local government to
provide advice and assistance to the Shire and its officers to
implement the actions identified in its Heritage Strategy 20132023.
•
The heritage advisor is available to provide advice and
assistance to landowners of a place in the Local Heritage
Inventory or Heritage List.
DEFINITIONS
POLICY
:
:
Heritage Listed Places -
refers to places included in the Local
Heritage Inventory or on the Scheme
Heritage List.
Burra Charter -
adopted by the Australian (ICOMOS)
International Council on Monuments
and Sites and sets a standard of
practice for those who provide
advice, make decisions about, or
undertake works to places of cultural
significance,
including
owners,
managers and custodians.
1.
Use by the Local Government – the following provides the
expected role of the heritage advisor:
a)
Assist with the development of a document which clearly
explains the differences and implications of the State Register
of Heritage Place, the Municipal Heritage Inventory and the
Scheme Heritage List.
b)
Assist with the development of a concise document to clearly
guide the development (including alterations and additions)
of heritage listed places.
c)
Assist with the development of a ‘Heritage At Risk’ register to
identify places that may be at risk of neglect and future
demolition.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
d)
Assist officers to periodically liaise with landowners of places
identified ‘at risk’ to encourage the implementation of actions
to prevent further neglect.
e)
Assist with the development of a clear set of principles (based
on the Burra Charter to guide the management and care of
Shire owned heritage places).
f)
Assist officers to ensure Asset Management Plans identify the
heritage significance of Shire owned places, potential risks to
those places and enhancement projects for future funding.
g)
Assist officers to apply for grant funding to digitally capture
heritage records and produce a detailed collection of
historical photos, records and maps.
h)
Assist officers to formulate a list of incentives for the
conservation of heritage places for consideration by Council.
i)
Assist with the compilation of a register of grants opportunities
and grant providers for public and private heritage places
and provide on the Shire’s website for download.
j)
Assist officers with providing internal training sessions for staff
and elected members focusing on the technical aspects of
heritage management tools (legislation, inventory, and
scheme list).
k)
Assist the Shire to ensure that future strategies and
management plans include consideration of the Shire’s
heritage.
2.
Use by landowners – the following provides the expected role
of the heritage advisor:
a)
Provide advice in relation to proposed works of a heritage
place prior to applying for Council approval of such works.
b)
Provide advice on any relevant sources of funding and nonfinancial contributions towards maintaining and/or conserving
a heritage place.
The Heritage Advisor is contracted by the Shire and the use of the
advisor is chargeable to the Shire.
Therefore, the following
procedure has been formulated to provide accountability of the
use of the advisor by landowners of a heritage place:
1. If a landowner of a heritage place wishes to obtain advice from
the heritage advisor, the landowner shall first request use of
the service from the Shire.
The request is to be in writing and shall provide the following
information:
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
∗
∗
∗
∗
Name of landowner making the request
Preferred contact method and time
Property address of the heritage place and
Nature of advice sought (to ensure the advice is within the
scope of the heritage advisory service).
2.
If the request for advice is within the scope of the heritage
advisory service, Shire officers will forward the request to the
heritage advisor.
3.
The heritage advisor will then
landowner directly.
contact the requesting
HEAD OF POWER
:
Shire of Dardanup Town Planning No. 3 Clause 8.1.
DATE REVIEWED
:
27/11/2013
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES
POLICY REFERENCE
DEV35
DESCRIPTION
DOG POLICY - APPLICATION TO KEEP MORE THAN TWO
DOGS
COUNCIL RESOLUTION
173/14
DATE
11 JUNE 2014
PREAMBLE:
:
This policy will provide for a consistent application/assessment and
approval process for keeping more than two dogs.
OBJECTIVE
:
•
To encourage responsible dog ownership and compliance with
the Dog Act 1976 and the Shire of Dardanup Local Law Relating
to Dogs (1998).
•
To adopt a formal process for investigation and assessment of
applications received from residents who wish to keep more than
two (2)dogs, but not more than four (4) (over the age of three (3)
months) at a property.
POLICY
PROCESS
:
:
The policy:
•
Limits the number of dogs on a property within the Shire of
Dardanup to a maximum of four (4) dogs over the age of three
(3) months.
•
Definition – For the purpose of this policy a puppy is not deemed
to be a dog until it is three (3) months of age, in accordance with
the Dog Act 1976.
Provisions of the Dog Act 1976 and the Shire of Dardanup Dog Local
Law Relating to Dogs, stipulate that a person may only keep two (2)
dogs over the age of 3 months with Local Government approval.
•
•
PROCEDURE
:
An application shall be made to keep more than two (2) dogs
over the age of 3 months. The application shall be submitted on
the prescribed form (DEV34 - Appendix 1) and payment of the
required application fee.
Surrounding property owners will be notified in writing of the
proposed application requesting comment on the prescribed
form (DEV34 - Appendix 2).
)
The Shire Ranger(s) are required to investigate the application and
ensure a formal recommendation is submitted to the Director of
Development Services for consideration.
Upon receipt of an application to keep more than two (2) dogs the
Shire Ranger(s) will inspect the property as part of the application
assessment to ensure:
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
•
•
•
•
•
There is adequate provision of shade, water and protection
for the dogs;
The size of the property is adequate for more than two (2)
dogs;
There are suitable means to contain the dogs to the property;
The cleanliness of the property; and
The existing dogs appear to be clean and well cared for.
Minimum standards for the keeping of dogs:
•
•
•
•
All dogs must be registered with the Shire of Dardanup;
All faeces and urine to be disposed of without causing a risk
to the health and safety of any person;
No environmental harm; and
The fences must be of a height and construction to prevent
to dogs from escaping over, through or under.
Dogs must not be kept in a manner which:
•
•
Endangers, or is likely to, endanger the health of any person
or animal; and
Causes a nuisance of any kind to the occupiers of premises in
the surrounding areas.
Approval may be granted subject to the following conditions:
•
•
•
•
•
•
Once any of the existing registered dogs at the property are
deceased, sold or otherwise disposed of, the approval
automatically lapses;
The applicant’s approval will automatically lapse if any
offences relating to the Dog Act 1976 are substantiated;
The property must be kept clear of all animal excreta using
proper disposal methods;
Adequate cover and protection is available for the dogs at
all times;
The dogs being at all times adequately confined in
accordance with the Dog Act 1976; and
The approval may be revoked or varied at any time in
accordance with the Dog Act 1976.
In the event an application is refused, the applicant will be informed
An
of their right to request reconsideration of the decision.
application to review Council’s decision may be made to the State
Administrative Tribunal.
HEAD OF POWER
:
Dog Act 1976 – Sections 26 (3)
Shire of Dardanup – Local Law Relating to Dogs – Part lV Section 18
(a) & (b).
DATE REVIEWED
:
11/06/2014
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
DEVELOPMENT SERVICES
POLICY REFERENCE
DEV36
DESCRIPTION
CAT POLICY - KEEPING THREE OR MORE CATS
COUNCIL RESOLUTION
275/14
DATE
13/08/2014
PREAMBLE:
:
OBJECTIVE
:
With the introduction of the Cat Act 2011, Cat Regulations 2012 and
the Shire of Dardanup Keeping and Control of Cats Local Law
2014(Draft) there is a requirement to have a policy that sets out the
principles of cat ownership/care within the Shire of Dardanup.
DEFINITION
POLICY
:
PROCESS
:
•
To encourage responsible cat ownership and compliance
with the Shire of Dardanup Keeping and Control of Cats
Local Law 2014 (draft), the Cat Act 2011 and Cat Regulations
2012.
•
To adopt a formal process for investigation and assessment of
applications received from residents who wish to keep three
(3) or more cats, but not more than four (4) (over the age of
six (6) months at a premises.
•
For the purpose of this Policy, the term ‘keep’ refers to a cat
being owned and registered to the owner and also a cat
being fostered and/or waiting to be rehomed at a premises
where the owner is ordinarily resident.
•
For the purpose of this policy a kitten is not deemed to be a
cat until it is six (6) months of age, in accordance with the
Cat Act 2011.
The policy:
• Limits the number of cats on a premises within the Shire of
Dardanup to a maximum of four (4) cats over the age of six
(6) months.
The Shire of Dardanup Cat Policy, permits a person to keep up to
four (4) cats over the age of 6 months with approval.
•
Written application (Appendix 1) shall be made to keep
three (3) or more cats over the age of six (6) months, but not
more than four (4) cats. The application shall be submitted
on the prescribed form with payment of the required
application fee.
•
Assessment will be undertaken by the Shire Ranger(s).
•
Surrounding premises owners will be notified in writing, of the
proposed application requesting comment on the required
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SHIRE OF DARDANUP – POLICY MANUAL
Submission Form (Appendix 2).
PROCEDURE
:
The Shire Ranger(s) are required to investigate all applications to
keep three (3) or more cats and ensure a formal recommendation is
submitted to the Director of Development Services for consideration.
Upon receipt of an application to keep three (3) or more cats the
Shire Ranger(s) will inspect the premises as part of the application
assessment to ensure:
•
There is adequate provision of shade, water and protection
for the cats;
•
The size/area of the premises is adequate;
•
That any existing cats appear to be clean and well cared for;
and
•
The premises, shelters, enclosures, yards and grounds in which
cats are kept shall be kept in a clean condition and free from
vectors of disease at all times and clean and disinfected.
Minimum standards for the keeping of cats are:
•
All cats must be registered with the Shire of Dardanup, micro
chipped and sterilised, in accordance with the Cat Act; and
•
All excreta to be disposed of without causing a risk to the
health and safety of any person.
Cats must not be kept in a manner which:
•
Endangers, or is likely to, endanger the health of any person
or animal; and
•
Causes a nuisance of any kind to the occupiers of premises in
the surrounding areas.
Approval may be granted to keep up to four (4) cats subject to the
following, but not limited to, conditions:
•
The approval lapses when the number of registered cats is
reduced by death, sales or otherwise disposed of such that
only two (2) cats remain. The number of cats may not be
increased back to four unless a new application is granted
approval;
•
The applicant’s approval will automatically lapse if any
offences relating to the Cat Act 2011 and the Cat
Regulations 2012 are substantiated;
•
The premises must be kept clear of all animal excreta using
hygienic disposal methods; and
•
Adequate cover and protection is available for the cats at all
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SHIRE OF DARDANUP – POLICY MANUAL
times.
The approval may be revoked or varied at any time for any breach
of the Cat Act 2011 and Cat Regulations 2012 and the Shire of
Dardanup Keeping and Control of Cats Local Law 2014 (draft).
Cat Foster Carers
Applications to keep three or more cats by Cat Foster Carers will be
considered on the merits of the application. Due to the
circumstances in which Cat Foster Carers operate, discretion will be
used to assess these applications and conditional approval will vary
from residential cat owner applications for the keeping of 3 or more
cats. The discretion exercised will allow for the keeping of cats up to
the maximum number of cats set by this policy, without specifying
the cats being kept. To qualify for this discretion the application to
keep cats under the Cat Foster Carer provision, the following will be
required:
•
Written evidence that the person applying for the keeping
three or more cats is a current member of a local Cat Foster
or Cat Re-homing organisation.
•
Written evidence that the person applying for the discretion
to keep cats under the Cat Foster Carer provision is ordinarily
resident at premises at which the cats are to be kept.
Approval/refusal
Approval/refusal will be granted by the Director Development
Services under the delegation of the Chief Executive Officer.
In the event an application is refused or the applicant is aggrieved
by a condition of approval, the applicant will be informed of their
right to request Council to reconsider the officer’s decision. An
application to review Council’s decision may be made to the State
Administrative Tribunal.
HEAD OF POWER
:
Cat Act 2011
Cat Regulations 2012
Shire of Dardanup Keeping and Control of Cats Local Law 2014
(draft)
DATE REVIEWED
:
13/08/2014
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG1
DESCRIPTION
PRIVATE BUS SHELTERS
COUNCIL RESOLUTION
410/03
DATE
21/04/1972
PREAMBLE:
:
Private Bus shelters include shelters for school children on rural roads
and town streets, and also include Department of Transport shelters
within townsites.
From time to time the bus companies request shelters be re-located
due to the change in the location of their patrons, and families apply
for shelters near their properties to cater for the children as they
reach school age.
OBJECTIVE
:
To enable the CEO to expedite applications for the location of bus
shelters on condition that persons living nearby are consulted prior to
the installation of the shelter.
POLICY
:
Private bus shelters are permitted on road reserves provided the
siting and construction of the shelter is first approved by the Chief
Executive Officer.
Council will undertake community consultation with the surrounding
residents before any shelters are placed.
PROCESS
:
1.
Applications to locate or re-locate bus shelters are to be in
writing addressed to the CEO.
2.
The CEO is to instigate investigation of the request inclusive of
consultation with surrounding residents and if the application
is from a resident, the bus service provider.
3.
Consultation is to be at minimum with the adjoining and
adjacent residents to the proposed site, contacts made are
preferable in writing, if not at minimum a file note is required
recording the details (name, address, date, time and
comments) of the discussions held.
4.
Following approval or otherwise of the application the CEO is
to advise the outcome to the applicant and the neighbours
consulted.
5.
The CEO is to report to Council in the Information Bulletin that
the matter has been dealt with and the outcome.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Local Government Act 1995 Schedule 9.1
Local Government Act 1995 (Uniform Local Provisions) Regulations
1996 17
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG2
DESCRIPTION
BICYCLE & CAR CLUB EVENTS
COUNCIL RESOLUTION
982/98
DATE
27/07/1990
PREAMBLE:
:
The terrain and environment in the Shire of Dardanup attracts many
road enthusiasts for various events for racing and showcasing
vehicles and events.
OBJECTIVE
:
To manage, control and expedite the approval process for
temporary road closures.
POLICY
:
The Chief Executive Officer is authorised to consider and approve all
applications from cycle clubs and car clubs to use roads in the Shire
for race events and authorise the necessary closures as per
applications received.

Temporary Suspension of the Road Traffic Act.
Council has no objection to the Temporary Road Closure, providing
that the following conditions are adhered to.
PROCESS
:
1.
Council is indemnified against any claims for damage as a
result of this event.
2.
Appropriate warning signs are erected on the route.
3.
That Council is supplied with a copy of the applicants Public
Risk Liability Insurance Policy. This should be for a sum of
$5,000,000.
4.
Permission is to be obtained from the West Australian Police
Service Road Traffic Branch.
5.
The event is to be advertised in the South Western Times, on
at least one occasion.
6.
Residents who will be effected by the event are to be
advised in writing, by the applicant a minimum of 4 weeks
prior to the event, or as soon as possible if time does not
permit 4 weeks’ notice.
The application detailing the event, times and dates, the route, is to
be submitted to the CEO in writing.
The Chief Executive Officer is to refer the application to the
appropriate Council officer to establish suitability of the route, traffic
management issues and signage requirements.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
The CEO is to supply to the applicant name and address details of
the people affected by the road closures.
A copy of the letter to affected persons and the newspaper
advertisement are to be provided to the CEO before they are
initiated.
HEAD OF POWER
:
Local Government Act 1995 3.50
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG3
DESCRIPTION
TWO WAY RADIOS / MOBILE PHONES
COUNCIL RESOLUTION
410/03
DATE
18/04/1997
PREAMBLE:
:
The safety and welfare of employees is of paramount importance to
the Shire of Dardanup. Council is committed to making every effort
to ensure employees have adequate up to date communication
equipment at their disposal while they are at work.
OBJECTIVE
:
To ensure the employees have the means to contact supervisors
and/or other staff at all times.
POLICY
:
a)
The specifications for all new engineering or works vehicles
purchased by Council include the provision of a new twoway radio (note - this does not include replacement vehicles
already fitted with a two-way radio); and
b)
Council implements a programme to upgrade all existing
crystal type two-way radios with programmable synthesized
sets.
c)
Vehicles used by the departments may be fitted with hands
free
mobile
telephones
in
accordance
with
recommendations handed down by the Health Safety &
Welfare Committee.
PROCESS
:
The Directors of departments are to ensure that existing and new
vehicles comply with this policy.
HEAD OF POWER
:
Occupational Health & Safety Act Regulation 3.3
Occupational Safety & Health Policy
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG4
DESCRIPTION
COMMERCIAL USE OF HALLS
COUNCIL RESOLUTION
060/00
DATE
09/02/2000
PREAMBLE:
:
Council is mindful of the high cost to businesses to operate from
commercial premises and will oppose applications by commercial
enterprises to operate from Council owned and managed halls and
facilities.
OBJECTIVE
:
To discourage part time commercial activities in Council halls and
encourage local businesses that operate from properly zoned and
operated business premises.
Definition of “commercial use”:
To trade by selling or buying goods and or services for the exchange
of either cash, cheque, credit card or commercial terms, with or
without interest rates.
POLICY
:
It is Council’s policy to decline/refuse the use of any facility under
Council’s direct care and control in cases where there is a sales or
commercial element. Applications to waive this policy will be
referred to the Chief Executive Officer for determining in the first
instance.
PROCESS
:
The applicant is to complete a hall hire application form for
consideration by the CEO.
The CEO may waive this policy as per the Policy. Applicants may
appeal the CEO’s decision in writing to the Council.
The Councils decision is final.
HEAD OF POWER
:
Local Government Act 1995 2.7 (2) (b)
Stall Holders Local Laws
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG5
DESCRIPTION
DARDANUP HALL HIRE BY DARDANUP SCHOOLS
COUNCIL RESOLUTION
061/00
DATE
09/02/2000
PREAMBLE:
:
At the request of local schools to use the Dardanup Hall in cases of
inclement weather when outside activities had been scheduled as
part of the schools daily activities.
OBJECTIVE
:
The policy allows for usage of the Dardanup Hall for the betterment
of the school children in the area, on those occasions when the hall
is not already booked by another group. this also allows better use of
a Council asset.
POLICY
:
The schools, once having checked with Council staff that the hall is
not already hired out, may book the hall for that day at a hourly hire
rate equal to 50% of the normal hourly concession rate applying at
that time.
Any bookings made more than one day in advance, are to be
charged at the normal concession rate.
PROCESS
:
The school is to contact staff at the Dardanup Shire Office to check
availability of the Dardanup Hall and request use in accordance
with this policy at the discounted rate.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG6
DESCRIPTION
HALL COMMITTEE GRANT
COUNCIL RESOLUTION
052/00 update - 1015/98
DATE
09/02/2000 updated - 23/10/1998
PREAMBLE:
:
The Shire has entered into a lease with Management Committees of
the Burekup and Ferguson halls .
The grant provided under this policy shall be used for the purposes of
building maintenance as required under the terms of the lease.
OBJECTIVE
:
To assist with hall maintenance the Shire will pay to each lessee a
grant each year for an amount to be set during the adoption of the
annual budget.
POLICY
:
The Shire of Dardanup is to provide the Hall Committees with an
annual grant to assist towards general maintenance of the halls.
PROCESS
:
Grants as per the budget are to be paid following receipt of tax
invoice or grant request form from the committee. Applications are
to include a copy of the most recent audited financial statement of
the committee.
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG7
DESCRIPTION
PLANT & VEHICLE ACQUISITIONS AND DISPOSAL
COUNCIL RESOLUTION
222/07
DATE
26/07/2007
PREAMBLE
:
This policy covers the acquisition and trade-in/sale of plant,
executive sedans and four wheel drives as well as light commercial
vehicles, including 4 cylinder vehicles, 4 cylinder utilities and vans
and 6 cylinder vehicles.
OBJECTIVE
:
To formalise the acquisition and trade-in/sale of Council’s plant,
executive and light commercial vehicles at the optimum time, so as
to provide the best financial advantage to Council.
POLICY
:
Plant and vehicle replacement triggers:
TYPE
REPLACEMENT TRIGGERS
YEARS
KM/HRS
Grader
10
8,000 hrs
Loader
8
8,000 hrs
Truck - Light
6
150,000 km
Truck - Medium
8
200,000 km
Mower – Front Deck
5
2,000 hrs
Tractor
8
5,000 hrs
Trailer - Heavy
15
-
Trailer - Light
10
-
Quad Bike
5
-
Backhoe Loader*
7
5,000 hrs
5
5,000 hrs
Sweeper*
8
8,000 hrs
4 cylinder vehicles
4
80,000 km
4 cylinder utilities & vans
5
120,000 km
6 cylinder vehicles
5
120,000 km
Skid Steer loader*
PROCESS
:
Plant, executive sedans and four wheel drives and light commercial
vehicles will be purchased and traded-in/sold either by tender or
under agreements negotiated by the State Government. The
purchase consideration is take into account fuel type, safety, resale,
all of life costs and fuel efficiency.
All purchases are to be new vehicles. The Chief Executive Officer
may approve the purchase of low mileage/hours near second hand
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
plant and vehicles if it is considered that significant financial benefits
can be obtained.
HEAD OF POWER
:
Local Government Act 1995 and Tender Regulations
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG8
DESCRIPTION
HALL HIRE CONDITIONS
COUNCIL RESOLUTION
108/09
DATE
08/04/2009
PREAMBLE:
:
As an owner of Buildings used by the public, Council has an
obligation to ensure that such buildings are fit for the intended use.
This includes the cleanliness of such buildings.
OBJECTIVE
:
To ensure that Council Halls are used, maintained and left in a clean
condition by hirers and, if not, that there is a mechanism in place to
recoup any costs incurred by Council in cleaning such halls.
POLICY
:
Eaton & Dardanup Halls – Conditions of Hire
1.
2.
Bookings
i)
Bookings should be made at least one month in
advance of the proposed hire date.
ii)
A hall hire bond of $1,000.00 is to paid within 14 days
prior to the booking date, to enable cheques to be
cleared by the bank. Should a booking be taken less
than 14 days prior to the hire date the hall hire bond
must be paid in cash or by credit card.
iii)
Hall hire charges will be paid at the time of picking up
the Hall keys. Keys are not to be duplicated under
any circumstances.
Preliminary Inspection
i)
3.
Any problems should be reported to the Shire Office
as soon as possible.
Public Liability
i)
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Council is covered by a Public Liability insurance
policy for events which may be deemed to be the
responsibility of the Council. It is the responsibility of
the hirer to obtain separate liability insurance cover if
any item whatsoever, additional to that provided or
installed in the Hall by the Council, is brought into the
building. This would include private or hired
equipment such as electrical appliances, stage
props, catwalks, sound systems, bar equipment and
heavy decorations. Hirers should check with the Chief
Executive Officer if in doubt.
SHIRE OF DARDANUP – POLICY MANUAL
4.
5.
ii)
The Hall stage area is not to be accessed or used
unless booked specifically for an appropriate
purpose. Children on the stage area must be kept
under adult supervision and control at all times.
iii)
Hirers intending to have alcoholic beverages on the
premises must obtain written consent (Liquor Permit)
from the Chief Executive Officer to do so. If alcohol is
to be sold, permission must also be obtained from the
Liquor Licensing Court. Further information is available
from the Bunbury Police or Bunbury Court House.
iv)
Nails, screws, adhesives or any other forms of fixing
device or material are not to be used on any part of
the buildings internal or external structure or finish,
without the prior approval of the Chief Executive
Officer.
Cleaning
i)
The Hall should be left as clean as it was found.
ii)
All liquid spillage’s on floors should be cleaned with a
slightly damp (not saturated) mop as soon as possible.
Floor areas to be swept and left clean.
iii)
Crockery [where available], cutlery and various
utensils to be washed and stacked away in the
correct locations
iv)
Urns, stoves, refrigerators and other appliances to be
turned off and wiped clean.
v)
Benches and bench tops to be left clean.
vi)
Hall to be left clear of decorations, props or any other
items brought in by the hirer.
vii)
Chairs, tables and trestles to be neatly stacked in the
storeroom.
viii)
If used, the Bar area to be left clear of spillage’s and
sink/bench tops/ refrigerator wiped clean.
ix)
Hirers are responsible for any breakage’s or damage
during the period of hire.
Final Check and Exit
i)
All external doors and windows to be checked to
ensure they are locked or secured.
ii)
A final check should be made to ensure all
appliances are turned off and other items have been
stored away in the correct places.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
6.
iii)
Before exiting the building, set the outside light delay
timer on (if it is dark), then turn off all light and power
switches (except main switch) at the switchboard.
With delay timer set ‘on’ external lighting will allow
approximately 5 minutes for exit.
iv)
Ensure main door is properly locked at time of leaving
the building.
v)
Return keys promptly to Shire Office.
General
i)
To ensure compliance with legal requirements,
events/functions must be limited to a total of 200
persons in the Dardanup Hall or 100 persons in the
Eaton Hall at any one time.
ii)
Noise or sound from PA systems, bands, recorded
music and the like need be kept to a reasonable level
– the cooperation of hirers is sought in this regard to
avoid unpleasant situations developing.
iii)
The Council has provided for the Hirer the use of the
electric stoves, hot water urns, refrigerator, tables and
chairs. The cleaning brooms and mops are kept in the
storeroom. A chair carrying trolley is also in the
storeroom. The tables are to be carried over the floor
not dragged.
iv)
Events/functions which are held specifically for
children will require adult supervision on the ratio on
one (1) adult for each ten (10) children on the
premises. Persons not having attained the age of 18
years may not book the Hall in their own right (that is,
they may not be the ‘Hirer’). A parent, guardian or
adult representative is required as the ‘Hirer’.
v)
Council reserves the right to require payment of a
bond of up to $1,000 for hire of the Hall if considered
appropriate. Such bond will be fully or partially
refunded according to the level of compliance with
the conditions of hire at the Chief Executive Officer’s
discretion.
vi)
Hirers are required to clean up all rubbish, sweep
floors and leave the Hall in a tidy state, failure to do so
will incur retention of bond monies or part thereof.
vii)
Hirer to provide own items of:-
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
-
cleaning fluids, ie. kitchen, benches, floors etc,
especially the toilets.
-
Garbage bags for rubbish and replacing
same in Hall bins.
SHIRE OF DARDANUP – POLICY MANUAL
-
An electric power board if more than one
appliance/outlet is to be used – failure will
cause power failure.
The cleaning of the Hall and Supper Room floors, the
water must be kept clean at all times, changing the
warm water up to three times if dirty. Please
remember that the Hall is used up to three times each
day and our cleaner is hired once a week so it is most
important that all cleaning is covered. Please rinse
mops and put the dirty water down the drain at the
rear of the Hall, not by the kitchen door.
viii)
Events/functions are normally not allowed to proceed
beyond 11.00pm with cleaning to be carried out at
the end of the function, as there are regular bookings
for Saturday and Sunday mornings. Permission must
be obtained from the Chief Executive Officer to
extend events beyond this time, and a surcharge will
apply.
ix)
The Shire of Dardanup reserves the right to seek
compensation from the Hirer for any damage and
repairs not covered by bond monies paid.
x)
The Council is constantly working towards improving
the building and its facilities for the use and
enjoyment of the community. Constructive comments
and suggestions on improvements are always
welcome, and may be directed to the Shire Office.
xi)
If liquor is to be consumed in the Hall an application
licence is to be forwarded to the Chief Executive
Officer for approval. Sale of liquor requires a permit in
accordance with the Liquor Act in addition to the
Chief Executive Officer’s approval.
xii)
Litter Regulation penalties will be enforced.
xiii)
Approval of Hall Hire is at the Chief Executive Officer’s
discretion.
PROCESS
:
At the time of hiring the Hall a copy of the Conditions of Hire be
given or made available to the hirer.
HEAD OF POWER
:
As owner of the buildings Council has a duty to ensure that they are
maintained in a clean and presentable condition.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG9
DESCRIPTION
ROAD SAFETY AUDIT
COUNCIL RESOLUTION
42/08
DATE
12/03/2008
PREAMBLE:
:
The aim of the policy is to adopt a formal process of road safety
auditing within the Policies and Procedures of Council.
OBJECTIVE
:
To identify potential safety risks for road users and to ensure that
measures to eliminate or reduce the risks are fully considered.
POLICY
:
Council will include Road Safety Audit goals and objectives in its
corporate plan and quality management systems.
Adopted procedures shall be in accordance with Austroads Road
Safety Audit Manual and Checklists, and Main Roads Western
Australia and IPWEA (WA Division) complimentary checklists and
procedures.
A Road Safety Audit shall be undertaken for the following:
•
All road safety projects in excess of $100,000 will be subject to
a formal road safety audit.
•
On sections of existing Council road networks where there is a
recognised level of conflict between vehicular traffic and
vulnerable road users or traffic management/safety concerns
will be subject to audit within a defined timeframe.
•
As part of the Development conditions for new subdivisions
over 100 lots, and where developments adjoin or are
serviced by roads of hierarchy levels above local distributor
level – except that where Council exempts this condition.
•
As part of any planning application for new or redeveloped
commercial developments greater than 20,000m2 floor area
or as requested by Council -– except that where this
condition is exempted by Council. A Traffic Impact Report
shall also be submitted.
•
Any new schools, from the structure planning stage through
to ultimate construction.
Road Safety Audits shall be undertaken by appropriately trained,
experienced and independent road safety auditors.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Technical staff, that meet the necessary pre-requisites for
accreditation, shall be given the opportunity to fulfil the training and
experience requirements to achieve and maintain Road Safety
Auditor accreditation.
Council will negotiate with other local governments to undertake a
reciprocal partnership agreement, whereby qualified independent
members from partnering Local Governments undertake road safety
audits.
PROCESS
:
Road Safety Audits can be completed at any or all of the following
stages:
•
•
•
•
Feasibility stage
Following preliminary design development
Completion of the details design stage
At pre-opening stage
Road Safety Audits are to be carried out according to Austroads
guidelines, using Austroads checklists and additional checklists
produced by Main Roads WA.
HEAD OF POWER
:
Austroads Road Safety Audit Manual
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG10
DESCRIPTION
CROSSOVERS IN TOWNSITES AND RURAL AREAS
COUNCIL RESOLUTION
96/11
DATE
20/04/2011
PREAMBLE:
:
To control the construction of crossovers in urban and rural areas
within the Shire.
OBJECTIVE
:
To ensure that any constructed crossovers are built to Council’s
standards.
POLICY
:
A crossover is defined as a crossing that is constructed to give access
to private land from a public thoroughfare. Generally, the crossing is
situated on a road verge between the edge of a sealed road and
the adjoining property boundary.
An application form is to be completed and submitted for every
proposed crossover by or on behalf of the current property owner.
No crossover is to be commenced until Shire approval (with or
without conditions) is granted. An application form is not required
when the crossover forms part of a subdivision/development
application that requires the preparation of engineering drawings
which includes the provision of crossovers.
Layout
Dimensions of crossovers are to be in accordance with the
specifications provided within this policy and variations to the
specifications may be approved by the Director Engineering
Services.
The proposed location for a crossover must be approved by the Shire
of Dardanup. Shire staff shall assess the location in terms of its
suitability, visibility and sightlines, safety, services and other
infrastructure.
All crossovers must be linked to a driveway access within the
property. Standalone crossovers for the purpose of only parking
vehicles on the verge shall not be approved under the requirements
of this policy. However, parking bays on residential property verges
may be considered under Policy E6.9 – Residential Road Verge
Policy.
Crossovers should be constructed such that any ramping within the
longitudinal profile allows the clear movement of a standard vehicle.
In areas of steep grades, the Council may request a longitudinal
profile to be provided to confirm that the crossover does not exceed
maximum grades and that any changes in longitudinal grades are
within an acceptable range.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
It is a requirement in built-up areas that a minimum of 2.5 metres from
the kerb line is constructed at a gradient of 2% to accommodate any
future pathways within the road verge. This requirement may be
relaxed under certain circumstances (e.g. due to restrictive site
conditions) and may only occur with the approval of Council.
Specifications and Requirements
The following specifications are the minimum standard required and
Shire Technical Staff may stipulate further requirements depending
on the site conditions, the nature and purpose of the proposed
crossover, and any other conditions which may require attention.
RESIDENTIAL (IN BUILT UP AREAS) CROSSOVER – STANDARD
SPECIFICATION
Dimensions
Width – standard 3m, min. 3m, max. 6m
Winged at the kerb line – 1.5m wide
Dimensions may be varied subject to approval.
Constructio
n/Materials
Any of the following surface types are acceptable:
Concrete (including decorative and exposed
aggregate concrete, excluding poured limestone) –
min. 100mm thick, reinforced (F62 mesh) concrete
(min. 25MPa), on compacted bedding sand on a
suitable subgrade (90% MDD or 7 blows PSP).
Poured Limestone – min. 125mm thick, reinforced
(F62 galvanised mesh) limestone concrete (min.
15MPa), on compacted bedding sand on a suitable
subgrade (90% MDD or 7 blows PSP).
Bitumen Spray Seal – min. 150mm thick compacted
gravel base course (92% MDD) on a suitable
subgrade (90% MDD or 7 blows PSP), two-coat
bitumen emulsion spray seal with 10mm and 7mm
aggregate (“double/double seal”)
Note: although acceptable, this type of surface is
not recommended for areas of high vehicle stresses
(i.e. heavy turning)
Asphalt - min. 150mm thick compacted gravel base
course (92% MDD) on a suitable subgrade (90% MDD
or 7 blows PSP), with 25mm thick of AC5 or AC7
asphalt (basalt aggregate) or 30mm thick of gravelpave (laterite aggregate) asphalt.
Brick Paved – 150mm compacted sub base of
limestone or crushed rock base (90% MDD), 30mm
compacted screeding sand with min. 60mm thick
clay or concrete pavers. Rectangular pavers to be
laid in herringbone pattern at 45 degrees to the
direction of vehicle movement. Square pavers to be
staggered where laid perpendicular to direction of
vehicle movement otherwise at 45 degrees to the
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
direction of vehicle movement. All pavers shall be
laid with a header course along all edges,
compacted and joint filled with sand. All free edges
are to be restrained by means of a mortar or
concrete edge restraint.
Other
Flush concrete edge beams are required on all free
edges of bituminous and asphalt crossovers. This is
required to prevent edge breakages.
It is recommended that exposed aggregate
concrete and poured limestone crossovers are
sealed using a supplier recommended sealing
product.
Exposed aggregate crossover min. thickness of
100mm is measured as the finished thickness
following aggregate exposure. It is recommended
that formwork be set at 110mm to achieve a final
thickness of 100mm.
Standard
Drawings
Standard drawings are available to assist in the
preparation of designs for crossovers and depict the
above minimum requirements.
INDUSTRIAL
/
COMMERCIAL
CROSSOVER
–
STANDARD
SPECIFICATION
Dimensions
Width – min. 6m, max. 12m (subject to vehicle size
and manoeuvrability)
Suitable radius at the kerb line – to be designed to
accommodate the largest anticipated vehicle
configuration to enter and exit site.
Dimensions may be varied subject to approval.
Constructio
n/Materials
Any of the following surface types are acceptable:
Concrete– min. 125mm thick, reinforced (F72 mesh)
concrete (min. 25MPa), on compacted bedding
sand on a suitable subgrade (90% MDD or 7 blows
PSP).
(Note: Poured limestone, and exposed aggregate
concrete is not accepted)
Asphalt - min. 200mm thick compacted gravel base
course (96% MDD) on a suitable subgrade (92% MDD
or 7 blows PSP), with 25mm thick of AC7 or AC10
asphalt (basalt aggregate).
Brick Paved – 150mm compacted limestone sub
base (90% MDD), 30mm compacted screeding sand
with min. 76mm thick clay or concrete pavers.
Pavers to be laid in herringbone pattern with a
header course along all edges, compacted and
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
joint filled with sand. All free edges are to be
restrained by means of a mortar or concrete edge
restraint.
(Note: Brick paving is not accepted on industrial
crossovers with truck movements)
Other
Flush concrete edge beams are required on all free
edges of bituminous and asphalt crossovers. This is
required to prevent edge breakages.
Standard
Drawings
Due to the large scope of businesses and
environments standard drawings are not available.
Each crossover must be designed and assessed on a
case-by-case basis.
RURAL CROSSOVER (OUTSIDE BUILT UP AREAS) – STANDARD
SPECIFICATION
(this does not include industrial or commercial properties)
Dimensions
Width – standard 3.5m, min. 3.5m, max. 6m
Min. 3m radius at the road edge
Dimensions may be varied subject to approval.
Constructio
n/Materials
Culvert – a suitably sized culvert must be provided
on all crossovers (min. 375mm diameter).
Any of the following surface types are acceptable:
Gravel – min. 150mm thick compacted gravel
Bitumen Spray Seal – min. 150mm thick compacted
gravel base course (95% MDD) on a suitable
subgrade (90% MDD or 7 blows PSP), two-coat
bitumen emulsion spray seal with 10mm and 7mm
aggregate (“double/double seal”)
Note: although acceptable, this type of surface is
not recommended for areas of high vehicle stresses
(i.e. heavy turning)
Asphalt - min. 150mm thick compacted gravel base
course (95% MDD) on a suitable subgrade (90% MDD
or 7 blows PSP), with 25mm thick of AC5 or AC7
asphalt (basalt aggregate) or 30mm thick of gravelpave (laterite aggregate) asphalt.
Other
Flush concrete edge beams are recommended on
all free edges of bituminous and asphalt crossovers.
This is required to prevent edge breakages.
Standard
Drawings
Standard drawings are available to assist in the
preparation of designs for crossovers and depict the
above minimum requirements.
Other Requirements
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Where a concrete pathway exists on the verge, the pathway must
remain in place and shall not be removed unless it requires repair.
Crossovers must be installed to butt up to the pathway and the
surface should be finished flush with the pathway surface with no trip
hazards.
Where a kerb is not a mountable type and requires modification, and
is adjacent to a residential property, the Council will saw cut and
remove the section immediately adjacent to the crossover location,
at no cost to the property owner. The property owner will be
responsible for the cost of installing a mountable kerb or a ramp to
the satisfaction of the Council. The property owner may request the
Council to organise the new kerbing; however, all costs associated
with this shall be borne by the property owner. In all other areas not
designated as residential, the cost of removing and replacing
kerbing is the responsibility of the property owner and to the
satisfaction of the Council.
Where a crossover installation requires modification of other Council
infrastructure (e.g. storm water gullies etc) then such modification
shall be carried out by Council or Council approved contractor at
the cost of the property owner. All other infrastructure within close
proximity to the crossover should be protected and any damage
shall be rectified at the property owners expense.
The owner of the crossover shall ensure that the crossover is
adequately drained. Council may stipulate requirements for the
drainage of the crossover and shall not accept any responsibility for
any drainage problems as a result of the installation of the crossover.
The property owner shall ensure that the surrounding verge and/or
neighbouring properties are not adversely affected by the crossover.
The owner of the crossover shall ensure that the verge is left tidy at
the completion of works and that any spoil, surplus materials and
waste are disposed of correctly.
Property owners and contractors are to ensure that sand, silt, fines,
residues, slurry, dust or any other contaminant do not spill over onto
the road and/or are not washed into the roadside drainage as a
result of the construction of a crossover. This includes any slurry or
washed concrete from exposed aggregate finishes. Such materials
have the potential of reducing the infiltration properties of Council
drainage basins by “clogging” the sands within these basins. Property
owners and contractors must ensure that appropriate measures are
in place to contain any contaminants prior to commencing any
works.
Ongoing Maintenance
The ongoing maintenance and upkeep of crossovers is the
responsibility of the property owner and at their own cost. The
Council does not accept any costs associated with any repairs,
unless the repairs are required as a direct result of the action by
Council and any of its contractors.
Authorised by
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Subsidy
The Shire of Dardanup is bound by the Local Government Act 1995
and Local Government Regulations 1996 which state that the local
government is obliged to bear 50% of the cost of a standard
crossover if:
1. It is the first crossover to the property;
2. the crossover is a standard crossing or is a type that is superior
to a standard crossing; and
3. the crossover is approved by the local government.
For residential crossovers, the subsidy payable (by cheque) is
calculated as 50% of the estimated cost to construct a standard
crossover. The subsidy is calculated as:
Subsidy Payable (ex. GST) = $Rate per metre x Length of Crossover.
The “$Rate per metre” is the rate adopted annually by Council in the
Fees & Charges section of the Budget.
The “Length of Crossover” is measured along the centreline of the
crossover from the back of kerb to the property boundary, or where
no kerb exists, from the edge of seal to the property boundary.
For rural crossovers, Council subsidy provided is the supply of a culvert
pipe and matching precast headwalls only to a maximum size of
375mm diameter. Where a pipe size greater than 375mm diameter is
deemed necessary, then the property will reimburse Council for the
additional expenditure required over and above the cost of a
375mm diameter pipe and matching precast headwalls. It is the
applicant’s responsibility to construct the crossover and install the
culvert to the levels, specifications and satisfaction of Council.
The subsidy will only be provided on a one-off basis and for one (1)
crossover per property.
Additional crossovers per property may be approved but the subsidy
is not applicable. Such additional crossovers must comply with the
requirements of this policy.
The subsidy will not be paid retrospectively and will be payable upon
completion of the crossover, inspection and approval by Shire staff.
PROCESS
:
1.
All property owners (or their agents) proposing to construct a
crossover(s) must complete and lodge an “Application to
Construct a Crossover” form.
2.
The Director Engineering Services is to assess the application
to construct a crossover(s) and advise the applicant on
whether the application has been approved, approved
subject to conditions or rejected. No works are to commence
unless approval (with or without conditions) is granted. Rural
crossovers eligible for the supply of a culvert are to be notified
and culvert supplied.
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Next Full Review Policy Date: July 2015
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3.
Following approval (with or without conditions) the applicant
must notify Council staff to carry out inspections and approval
of works at the following hold points:
HOLD
POINT
1
2
3
AFTER COMPLETING
BEFORE COMMENCING
Boxout, subgrade
preparation, formwork
setout
Sub base layer, base
course layer
Final surfacing and overall
completion
Sub base, base course,
concrete pouring.
Spray sealing, asphalt
laying, brick paver laying
Works completed at each hold point must be approved
before proceeding to the next step. Non-conforming works
shall be rectified until approved.
4.
On completion and final approval of residential, industrial and
commercial crossovers which are eligible for a subsidy, the
Director Engineering Services shall determine the amount to
be subsidised and authorise the payment to the property
owner.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG11
DESCRIPTION
CROSSOVERS – RESPONSIBILITY FOR PROVISION ON NEW
SUBDIVISIONS
COUNCIL RESOLUTION
42/08
DATE
12/03/2008
PREAMBLE:
:
To ensure that crossovers are constructed where necessary on new
subdivided land.
OBJECTIVE
:
To define the responsibility for provision of crossovers on new
subdivisions.
POLICY
:
The responsibility for the provision of crossovers on subdivided land is
as follows:TOWNSITE RESIDENTIAL BLOCKS
Where battle-axe and/or common property driveway access
is created, the subdivider is wholly responsible for the cost of
constructing the crossover(s) and no subsidy can be claimed.
In all other cases, the purchasers of residential land shall be
responsible for the construction of a crossover and shall be
eligible for a subsidy under Council Policy E6.2.
INDUSTRIAL AND COMMERCIAL BLOCKS
The purchasers of industrial and/or commercial land are
wholly responsible for the cost of constructing crossovers to
their blocks.
RURAL BLOCKS
The subdividers of rural land are wholly responsible for the cost
of constructing crossovers to all of the blocks created by their
subdivision.
All crossovers shall meet the requirements of Council Policy E6.2.
PROCESS
:
The requirements of this policy, relating to responsibility for the
provision of crossovers, is to be placed as a condition of approval on
all industrial, commercial and rural subdivision applications.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG12
DESCRIPTION
PATHWAYS - PROVISION FOR AND CONTRIBUTIONS BY
DEVELOPERS
COUNCIL RESOLUTION
96/11
DATE
20/04/2011
PREAMBLE:
:
This policy ensures that pathways are constructed where necessary
on new subdivided land and financial contributions are made
towards new or upgraded pathway infrastructure that is required
immediately or in future as a result of infill subdivision/development in
existing areas.
OBJECTIVE
:
The objective of this policy is to:
1. Define the standards for the provision of pathways in
subdivisions and developments;
2. Define the responsibility for the provision of new pathways in
subdivisions and developments;
3. Ensure that a financial contribution is paid by subdividers/
developers as part of infill subdivision/development within
existing areas; and
4. Provide a method of calculation of the contribution required.
POLICY
:
NEW SUBDIVISIONS
This section applies to new residential, commercial and industrial
subdivisions and does not apply to subdivisions within existing built-up
areas (i.e. this section applies only to pathways that are required
through the creation of new roads).
The responsibility for the provision of new pathways on subdivided
land is wholly the responsibility of the subdivider. All costs associated
with the provision of the pathways will be met by the subdivider.
The location of pathways will be determined in accordance with the
Shire of Dardanup’s Pathway Asset Management Plan and to the
satisfaction of the Shire of Dardanup. The standards to be adopted
for the design and construction of the pathways shall be in
accordance with the requirements stipulated in the Pathway Asset
Management Plan.
Preliminary pathway layouts shall be included on subdivision guide
plans and further detailed in subdivision engineering plans.
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Next Full Review Policy Date: July 2015
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All pathways within subdivisions are to be constructed as part of
subdivision works unless other arrangements are agreed by the
Council.
SUBDIVISIONS / DEVELOPMENTS WITHIN EXISTING BUILT UP AREAS
This section applies to subdivisions and developments within existing
built-up areas (i.e. This section applies to existing developable
properties that front an existing road network).
The need for a pathway on an existing street is based on the
understanding that an increase in residential density as a result of
single, multiple and/or accumulative subdivision/development will
create the need for new pathway infrastructure or an upgrade to
the existing infrastructure. As each subdivision/development adds to
the increase in residential density, then each new residence created
must contribute proportionally to the pathway.
Subdividers/developers will be required to contribute towards a new
pathway or upgrade of an existing pathway on the road it has
frontage on if it is deemed necessary as a result of the approved
subdivision/development on its own or as part of accumulative
development along that road. The need for a pathway along a
particular road shall be determined by:
1. Assessing the potential residential density as depicted by the
relevant town planning scheme and its amendments.
2. A pathway is deemed necessary if the total foreseeable
residential development will generate traffic volumes and
other conditions that will meet the pathway needs criteria as
outlined in the Pathway Asset Management Plan.
A condition requiring pathway contribution shall be placed on all
subdivision/development approvals in built-up areas.
The contribution required shall be calculated based on the
proportion of area of the proposed subdivision/development
property site to the total area of properties that have frontage on
the road. The following formula shall be used:
Contribution $ = (Aapproval / Atotal) x L x W x R x N + 5% admin
Where:
Aapproval = Area of the lot subject to approval
Atotal = Total area of properties that have frontage on
the road
L = Total length of pathway required in metres
W = Width of pathway in metres
R = Rate per square metre to construct pathway
N = No. of pathways required in street (i.e. one side or
both)
The Rate per square metre “R” is the rate adopted annually by
Council in the Fees & Charges section of the Budget.
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Next Full Review Policy Date: July 2015
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The standards to be adopted for the design and construction of the
pathways shall be in accordance with the requirements stipulated in
the Pathway Asset Management Plan and will determine the rate
per square metre to be used.
The method of calculation is demonstrated diagrammatically by the
following example:
Example: Contribution $ =1,200/18,000 x 180 x 2.3 x 45 x 1 + 5% =
$1,304.10
The contribution is to be calculated and invoiced at the time of
condition clearance application. All costs to be used are as at the
time of clearance application. The clearance of the condition shall
only be granted on full payment of the contribution amount due.
The Shire of Dardanup may consider part payment of the
contribution in cases where full residential density is not achieved
and further dwellings may be created in future - for example, on a
site where subdivision has created a lot that may be further
subdivided under the current residential density. Under these
circumstances, the Shire may agree to a partial payment of the
calculated contribution on a pro-rata basis using a ratio of the
number of dwellings created to the total potential of dwellings under
the residential density. This will not apply where new dwellings are
constructed that limit the addition of further dwellings.
The Shire of Dardanup will determine when the pathway is to be
constructed and contribution by a subdivider/developer does not
mean that the equivalent length or any length of pathway will be
constructed immediately. Contributions will be held in an interest
bearing Trust account identified for the purposes of constructing a
pathway along that particular road.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
The requirements of this policy, relating to the provision of, or
contribution towards, pathways is to be placed as a condition of
approval on all subdivision and development applications in built up
areas.
The contribution required shall be calculated in accordance with this
policy at the time of application for clearance of subdivision
condition or approval of compliance with development conditions.
Clearance/approval of conditions relating to pathway contribution
shall only be granted on full payment of contribution amount due.
HEAD OF POWER
:
Local Government Act 1995, Planning and Development Act 2005
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG13
DESCRIPTION
DUST CONTROL
COUNCIL RESOLUTION
42/08
DATE
12/03/2008
PREAMBLE:
:
Construction activities inevitably result in the exposure and
disturbance of soil. Without the implementation of appropriate dust
control
measures,
dust
and
soil
is
emitted
at
subdivision/development sites as a result of wind erosion over the
exposed earth surface causing soil and dust to be deposited off site.
In planning for dust control, less soil is exposed at any one time,
therefore there will be less potential for dust generation, reduced
emissions and less impact on surrounding areas.
OBJECTIVE
:
To prevent surface and air movement of dust from exposed surfaces
and reduce airborne substances.
POLICY
:
That requirements under the publication titled “Land development
sites and impacts on air quality - A guideline for the prevention of
dust and smoke pollution from land development sites in Western
Australia” by the Department of Environmental and Conservation be
adhered to for all future developments within the Shire, and that
developers be advised of the requirements, if applicable, at the time
of subdivision or development approval.
PROCESS
:
Developers shall be advised of the requirement, if applicable, at the
time of subdivision or development approval.
HEAD OF POWER
:
Environmental Protection Act 1986 - Prevention of air quality impacts
from land development sites (No 18)
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG14
DESCRIPTION
ENGINEER’S CERTIFICATES AND REPORTS
COUNCIL RESOLUTION
42/08
DATE
12/03/2008
PREAMBLE:
:
Council will ensure that engineering qualifications are a prerequisite
to engineering projects.
OBJECTIVE
:
To ensure that necessary qualifications are applied to engineering
contracts.
POLICY
:
Any engineer involved in any planning, design, analysis, building or
construction projects in which Council is involved must hold, as a
minimum prerequisite, the grade of ‘member’ (e.g. MIEAust) of
Engineers Australia (Institute of Engineers (Australia)).
PROCESS
:
Engineers employed on Council projects will be required to submit
their qualifications.
HEAD OF POWER
:
Membership to Engineers Australia (Institute of Engineers (Australia)).
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG15
DESCRIPTION
GRAVEL PIT REHABILITATION POLICY
COUNCIL RESOLUTION
028/98
DATE
23/01/1998
PREAMBLE:
:
The Shire of Dardanup recognises and accepts that the
rehabilitation of extractive industry sites is necessary to avoid soil
compaction, increased surface drainage, erosion and visual
pollution.
OBJECTIVE
:
To rehabilitate abandoned extractive industries sites and include
progressive rehabilitation in the management of current sites within
the Shire of Dardanup Local Government.
POLICY
:
An extractive industry is as defined in the Shire of Dardanup
Extractive Industries Local Law and is defined as an operation
involved in the quarrying and excavating for stone, gravel, sand
and other material.
Operating Sites
General Policy relevant to all sites:
1.
Prior to opening an extractive industry site, a plan for the
management of the site will be written which will include a
plan for rehabilitation and monitoring.
2.
Private operators are required to submit and abide to a pit
management plan, which includes a plan for rehabilitation
and monitoring, before establishing the site.
3.
Wherever possible, new pits will be established on cleared
land, not existing bushland.
4.
Extractive sites will not be located on a road verge.
5.
Where necessary, the visual impacts of an operating site will
be minimised through the establishment of buffers between
the pit and visual vantage point/s.
6.
Where necessary, the dust and noise impacts of an operating
site will be minimised through the establishment of buffers
between the pit and neighbours.
Throughout the life of the pit, topsoil, overburden and
vegetation will be stockpiled separately ready for
respreading in the rehabilitation process.
7.
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8.
If weeds have developed on the topsoil mounds these should
be removed prior to respreading the topsoil.
9.
If necessary, drainage structures will be established within the
pit, to alleviate any ponding and surface erosion.
10.
Rehabilitation will be done progressively throughout the life of
the pit.
11.
The site will be monitored every year and for three years after
closure of the pit. If rehabilitation is inadequate, appropriate
measures will be taken to ensure success.
Specific Policy for Bush Sites:
12.
Prior to opening a pit, seed from local endemic species will
be collected from the site and stored for use in the
revegetation phase of rehabilitation.
13.
Prior to opening a pit, approval to clear will be obtained from
the relevant authority if necessary.
14.
The general process of rehabilitation will be to first rip the floor
of the pit at 1m intervals across the contour. Following ripping
the pit needs to be shaped so that the surfaces are as
smooth as possible, and the edges are battered down to
blend in with the landscape. The batter slopes should be no
steeper than 4H:1V. Next, the overburden, and then topsoil
should be returned to the pit. The site should then be crossripped at 1m intervals on the contour to encourage plant
growth. Finally, the vegetation and debris should be returned
to the pit.
15.
Seeds collected prior to pit establishment should be
scattered on the site at the time of year suited for
germination (varies with location) if establishment from
respreading vegetation has been inadequate. If a store of
seeds is not available, seed from local endemic species
should be collected from surrounding areas.
16.
If the pit is located on farm land, it will be fenced to exclude
stock to help ensure adequate regeneration.
Specific Policy for Pastured Sites:
17.
Prior to establishment of the site, the landowner will be asked
how they want the site rehabilitated.
18.
For sites to be rehabilitated back to pasture the general
process of rehabilitation will be as follows. Firstly the floor of
the pit will be ripped to a depth of at least 50cm along the
contour. Following ripping the pit needs to be shaped so that
the surfaces are as smooth as possible, and the edges are
battered down to blend in with the landscape. Next, the
overburden, and then topsoil should be returned to the pit.
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Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Abandoned Pits
19.
The method for rehabilitation will not change from that
mentioned in the section on current pits.
20.
If fill is no longer available, spoil from roadworks etc will be
used. Topsoil, if no longer on site, will be carted to the area to
ensure regeneration will be satisfactory.
21.
The site will be monitored every year for three years after
rehabilitation works. If rehabilitation is inadequate,
appropriate measures will be taken to ensure success.
Rehabilitation Bond to be Held
PROCESS
:
22.
A bond shall be paid to the Shire by the applicant in
accordance with the Shire of Dardanup Extractive Industries
Local Law.
23.
The bond shall be refundable on completion and
rehabilitation of the site in accordance with the endorsed
rehabilitation plan and to the satisfaction of the Shire of
Dardanup.
1.
The requirements of this policy shall be applied to all
extractive industry applications made under the Shire of
Dardanup Extractive Industries Local Law and to Shire
operated sites.
2.
On completion and rehabilitation of an extractive site, the
Director Engineering Services is to report to Council in the
Information Bulletin that the matter has been dealt with and
the outcome.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG16
DESCRIPTION
FIRE CONTROL – COUNCIL EMPLOYEES
COUNCIL RESOLUTION
1092/98
DATE
06/11/1998
PREAMBLE:
:
Fire needs to be managed as quickly as possible to get the fire under
control to protect life and property.
OBJECTIVE
:
To enable the Chief Executive Officer, the Director Engineering
Services and the Principal Works Supervisor to act quickly when
requested to do so, where life and property is threatened by fire.
POLICY
:
The CEO be authorised to allow works staff and plant to attend fires
within the Shire or in adjoining Shires when practical to do so with no
costs to be charged against the landowner for any assistance given.
Staff to be under the control of the Chief Fire Control Officer or
incident controller whilst in attendance at the fire.
PROCESS
:
The Chief Fire Control Officer, or the Fire Control Officer in charge of
a fire is to contact the CEO in the first instance to request works staff
to attend fires within the Shire or in adjoining Shires.
If the CEO is not available the Director Engineering Services is to be
contacted.
Should the Director Engineering Services also not be available the
Principal Works Supervisor is authorised by this policy to approve
works staff to attend fires.
HEAD OF POWER
:
Local Government Act 1995 5.41 (CEO)
Bush Fires Act 1954
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG17
DESCRIPTION
RESIDENTIAL ROAD VERGE POLICY
COUNCIL RESOLUTION
115/10
DATE
28/04/2010
PREAMBLE:
:
It is accepted that road reserves form a significant proportion of
public open space available to residents for improving their
streetscape and lifestyle.
OBJECTIVE
:
To control, manage and permit verge treatments other than grass.
POLICY
:
Council delegates its authority to the CEO to approve the installation
of any gardens, reticulation, landscaping or treatments other than
grass to the verge between the front property line and the kerb.
Guidelines
The following principles shall apply to any application:
No permanent structure can be permitted in the road reserve
except with the written approval of Council.
Verge treatments will be assessed on an individual basis against the
following criteria:

Safety;

Drainage;

Water Conservation;

Ongoing Maintenance;

Appearance; and

Impact on others (including public services).
Safety
No part of verge treatment shall present any trip hazards, slip hazards
or obstructions.
Hazards include but are not limited to the following examples:
Trip Hazards - sudden depressions, protruding (ie. Not flush) garden
edging, kerbing, etc.
Slip Hazards - loose aggregate and stones, etc.
Obstructions - stakes, pickets, walls, etc.
Designs shall take into account the sight lines of vehicles using
nearby intersections and driveways.
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Consideration should be made for pedestrians, gophers, bikes, etc.
An allowance should be made for a clear zone of 2m wide if no
footpath is provided.
Materials used shall be a different colour to the existing road surface
to provide definition and reduce the chance of the verge being
confused as part of the road.
Planting within 6m of an intersection is restricted to grass, ground
covers, low shrubs or similar plant; and no plants may be planted
between 6m and 10m of an intersection that exceeds or may
exceed 750mm in height.
Drainage
Stormwater run-off should not affect any other property, roadway or
adjoining verge. If non-permeable materials are used as any part of
the verge treatment, drainage must be accounted for in the design.
Water Conservation and Environment
Council encourages designs to incorporate planting of drought
tolerant and water sensitive plants and ground covers.
When considering planting options allowances for
absorption and bio filtration, etc should be considered.
carbon
Ongoing Maintenance
The ongoing maintenance requirements will form an important part
of Council’s assessment. The assessment will consider the overall
maintenance requirements of the treatment as a whole, including
pruning, stabilisation of hardstand areas, etc.
All verge treatments must be maintained by the adjoining property
owner to ensure any approved treatments do not become
unacceptable. Where there is a change in ownership the new
owner will become responsible for any ongoing maintenance.
Appearance
Proposed works will be assessed on their aesthetic qualities and
should be designed with the local streetscape in mind.
Impact on Others and/or Services
Proposed treatments should take into account the impact on
neighbours and service providers.
Examples:
• Planting low growing plants under power lines; and
• A minimum clearance of 3m around any letterbox.
Other requirements to be considered by the applicant include:
1. Australia Post requirements;
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2. Access to the water meter; and
3. The Shire’s Verge Tree Policy.
PROCESS
:
The treatments are to be in accordance with the Policy and
installation may take place after formal written approval from the
Chief Executive Officer.
1.
All property owners (or their agents) proposing to modify any
verge treatment other than the planting of grass must
complete and lodge an “Application for Verge Treatment”
form.
2.
The Director Engineering Services is to assess the application
against the listed criteria and advise the applicant on whether
the application has been approved, approved subject to
conditions or not approved. No works are to commence unless
approval (with or without conditions) is granted.
3.
Following approval the applicant must notify Council at any
hold points requested as part of the approval. Works
completed at each hold point must be approved before
proceeding to the next step. Non-conforming works shall be
rectified until approved.
4.
On completion of works a final inspection shall be undertaken
to ensure the works have been completed as per the
approval.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG18
DESCRIPTION
ROADSIDE VEGETATION
COUNCIL RESOLUTION
DATE
26th JUNE 2002
PREAMBLE:
:
Required to effectively manage the vegetation on the road corridor.
OBJECTIVE
:
To ensure that clearing of roadsides is completed in a professional
and satisfactory manner.
POLICY
:
1.
POLICY TO ENSURE COMPLIANCE WITH EXISTING LEGISLATION
1.1 SOIL AND LAND CONSERVATION ACT 1945. (AGRICULTURE
WA)
Clearing of any area of vegetation exceeding 1 hectare (this
also includes the removal of a 1 m strip along a fence of
length of 1km) requires that the Shire and the landowner gain
the approval of Agriculture WA prior to the proposed action.
1.2 WILDLIFE CONSERVATION ACT 1950 - 1979
Under this Act, native vegetation may only be removed from
a road reserve for the purposes of road construction or
maintenance, drain construction and maintenance or within
one metre of an adjoining fence.
Main Roads WA should be contacted for any clearing on a
main road, which is under the care and control of Main
Roads WA.
The following legislation also pertains to the management of
road reserves and should be consulted prior to any roadside
verge works.
State legislation:
•
•
•
•
•
•
•
•
•
•
•
Aboriginal Heritage Act 1972
Agriculture and Related Resources Protection Act 1976
Bush Fires Act 1954
Conservation and Land Management Act 1984
Environmental Protection Act 1986
Heritage of WA Act 1990
Land Act 1933
Local Government Act 1995
Main Roads Act 1930
Mining Act 1978
Soil and Land Conservation Act 1945
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SHIRE OF DARDANUP – POLICY MANUAL
• State Energy Commission Supply Act 1979
• Water Authority Act 1987
• Wildlife Conservation Act 1950 - 1979
Commonwealth legislation:
• Environmental Protection and Biodiversity Conservation Act
1999
2
2.1
POLICY TO ADDRESS CONSERVATION ISSUES
ROADSIDE CONSERVATION COMMITTEE’S ASSESSMENT MAP
That the Roadside Conservation Committee’s assessment
map for the Shire of Dardanup be consulted before verge
clearing permits are issued and that particular care be taken
in the removal of vegetation in the medium - high and high
categories.
2.2
DIRECTIONAL FELLING OF VEGETATION
That vegetation to be removed be felled in the direction that
minimises damage to surrounding vegetation.
2.3
DISPOSAL OF EXCESS WASTE MATERIALS
Tree litter and excess material left over from road
construction of verge clearing activities be removed and
disposed of at a designated site of low conservation value
specified by the Shire Engineer or representative and not
spread over existing vegetation or dumped on a nearby
roadside.
2.4
TRANSFER OF SOIL AND MATERIALS
That wherever possible and especially in high conservation areas,
that soil or materials used for road maintenance operations not to be
taken from identified disease infested sites.
That in the event of major works that modify existing indigenous
vegetation on a road side or where verges have become denuded
of vegetation then rehabilitation of verges should be encouraged
following guidelines proposed by the Roadside Conservation
Committee.
3
POLICY TO ADDRESS CLEARING AND MAINTENANCE ISSUES
3.1
CLEARING AND MAINTENANCE OF ROADSIDE VEGETATION
That the guidelines for the clearing and maintenance of
roadside vegetation by local government authorities
contained in the Roadside Conservation Manual, and
endorsed by the WALGA be formally adopted as guidelines
for road verge clearing in the shire.
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SHIRE OF DARDANUP – POLICY MANUAL
3.2
WEED CONTROL
Weed control methods that minimise disturbance to native
vegetation will be implemented as in the Roadside
Conservation Committee Manual.
4
POLICY TO ADDRESS MANAGEMENT ISSUES
4.1
PROPOSALS TO CLEAR VEGETATION
That all proposals to clear vegetation on a road reserve must
be submitted to the CEO in writing and should detail the
location, number of trees and type of vegetation to be
removed.
4.2
AUTHORISATION TO REMOVE VEGETATION FOR FENCE LINES
That Council delegate authority to the CEO and relevant
Ward member to approve, after an on-site inspection,
removal of necessary vegetation only, and within a minimum
distance of one metre from the fence line. All requests for
removing vegetation in excess of one metre from the fence,
or more than 20 trees per kilometre, must be submitted to
Council for prior approval.
4.3
APPLICATIONS TO CLEAR VEGETATION FROM SERVICES
That service authorities operating in the Shire of Dardanup be
advised of the necessity to consult with the shire when
planning to extend or maintain activities which involve the
disturbance of road verge vegetation and that they be
informed of high conservation verge areas and the
appropriate practices in these areas.
4.4
WRITTEN AUTHORISATION PROCESSES
That the removal of roadside vegetation must be authorised
by the CEO in writing, prior to the commencement of such
clearing, and that the authorisation specify the conditions of
the clearing process in terms of the policies outlined above.
Clearing to be carried out within 3 months of written
approval, after which time the approval lapses.
4.5
ON- SITE IMPLEMENTATION
Either the Shire Principal Works Supervisor or the designated
contractor be given the onsite responsibility to ensure that no
indigenous vegetation beyond the working zone be
removed, disturbed or damaged.
4.6
VERGE TREE PLANTING
Community groups or individuals wishing to plant verge trees
are required to submit, in writing, plans of tree species and
locations for planting to the Council and the Council will
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decide upon the suitability of the proposal.
5
VEGETATION
All roadside revegetation projects to be only of trees that are native
to the area.
6
REVEGETATION PLAN
The Engineer is to include roadside revegetation proposals on his
design plans for all reconstruction projects in Rural areas of the Shire.
PROCESS
:
As above.
HEAD OF POWER
:
Soil And Land Conservation Act 1945. (Agriculture WA)
Wildlife Conservation Act 1950 – 1979
Aboriginal Heritage Act 1972
Agriculture and Related Resources Protection Act 1976
Bush Fires Act 1954
Conservation and Land Management Act 1984
Environmental Protection Act 1986
Heritage of WA Act 1990
Land Act 1933
Local Government Act 1995
Main Roads Act 1930
Mining Act 1978
Soil and Land Conservation Act 1945
State Energy Commission Supply Act 1979
Water Authority Act 1987
Wildlife Conservation Act 1950 – 1979
Environmental Protection and Biodiversity Conservation Act 1999
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG19
DESCRIPTION
ROAD CONSTRUCTION PRIORITY
COUNCIL RESOLUTION
186/99
DATE
16/04/1999
PREAMBLE:
:
Council is under no obligation to construct roads on road reserves.
OBJECTIVE
:
For Council to have a clear definition in regards to the construction
of roads within a gazetted road reserve.
POLICY
:
A public access road will be constructed on a priority basis as
determined annually by Council at the budget meeting.
Alternatively, if funds are available, the applicant may hasten
development by offering to meet the construction cost of 2/3 of the
road to a standard to be determined by Council.
1.
Council gazetted roads are not to be fenced across unless
by permission of Council and in accordance with the
provisions of the Local Government Act 1995. Those roads
that are identified as being currently fenced without prior
consent are to have the obstruction removed within 30 days
of advice in writing.
2.
Council is under no obligation to construct a gazetted road
(section 3.53 Local Government Act 1995).
3.
Land owners wishing to create a public access to their land
are required to complete the following (not subdivision of
land):
A)
Supply Council with plan of proposal
B)
Provide Council with agreement of all land owners
where more than one land holder is involved
C)
Agree to construct the road access to Council
specifications and satisfaction.
D)
Agree to all costs involved including survey, design,
and Department of Land Administration costs.
E)
Where required, agree to provide land at no cost to
Council for public road.
F)
The road is deemed to be a private road until
dedicated
in
accordance
with
the
Land
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SHIRE OF DARDANUP – POLICY MANUAL
Administration Act 1997.
PROCESS
:
4.
Where the construction of a roadway within a gazetted
reserve is considered too expensive, physically impractical
and/or adversely impacting on an area of significance, the
Council will approach the landowners with proposals for
alternative access. In this case Council may pay for the land
required for road purposes, if it was resumed from private
property (not benefiting from the new road). Council to
abide by relevant section of the Land Administration Act
1997.
1.
Applications to construct a public access or gazetted
roadway are to be in writing.
2.
The Director Engineering Services is to instigate investigation
of the request.
3.
Following approval or otherwise of the application the
Director Engineering Services is to advise the outcome to the
applicant.
4.
The Director Engineering Services is to report to Council in the
Information Bulletin that the matter has been dealt with and
the outcome.
HEAD OF POWER
:
Land Administration Act 1997; Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG20
DESCRIPTION
STORM WATER DISCHARGE FROM BUILDINGS
COUNCIL RESOLUTION
313/04
DATE
10/08/2004
PREAMBLE:
:
Council Policy is to put in place a means where by storm water can
be disposed from private property.
OBJECTIVE
:
To ensure that stormwater discharge from private property is
adequately planned.
POLICY
:
Council requires the submission of stormwater drainage plans for all
developments other than single residential, together with the
building licence application.
PROCESS
:
The applicant shall provide a stormwater drainage plan showing the
following information:
•
Table showing volume calculations, including lot area,
impermeable area, minimum soak well volume required and
additional volume required for high ground water or non-sandy
soils.
•
Plan of the site showing location, size and levels of soak wells,
pipes and other drainage features.
•
Where additional volume is required for high groundwater or
non-sandy sites, calculations showing the additional storage
volume and any levels necessary to ensure this is achieved. A
sample stormwater drainage plan is attached at Appendix C.
•
Details of any proposed connections to Council’s drainage
system.
•
Construction details for soak wells, other drainage structures and
any proposed connections to Council’s drainage system.
•
Rainfall run-off from the development of private property into
Council’s drainage system shall generally be retained on site.
Residential Development
Soak wells shall be provided and maintained in all instances where
the aggregate impervious area including roofs, carparks, driveways,
carports and patios exceeds 250 square metres or where the lot size
is less than 400m².
Soak wells shall be provided at the rate of 1.0 cubic metres of
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storage for each 65 square metres of impervious area in excess of
250 square metres.
An additional 1m³ per 65m² of impervious area shall be provided in
areas of clayey or silty soils or in high groundwater table areas. The
collection points and soak wells shall be located so as to minimise the
amount of run-off entering the road reserve.
Group Dwellings,
Development
Strata
Lots,
Commercial
and
Industrial
Stormwater run-off from all roofs, carparks, driveways and other
impervious areas shall be collected and disposed of into sufficient
soak wells on site. Soak wells shall be provided at the rate of 1.0
cubic metres of storage for each 65 square metres of impervious
area.
An additional 1m³ per 65m² of impervious area shall be provided in
areas of clayey or silty soils or in high groundwater table areas.
General
Soak wells shall be provided in accordance with Appendix A –
Standard Requirements for Soak wells.
An overflow provision into Council’s system for any further stormwater
run-off may be provided at the developer’s cost subject to approval
of the Director Engineering Services.
Connections to the Shire’s stormwater drainage system shall be in
accordance with the requirements of Appendix B – Standard
requirements for Connection to the Shire’s Stormwater Drainage
System.
If in the opinion of the Director Engineering Services, the soak wells
have become inoperative, the property owner is to undertake such
maintenance as directed.
Large Developments
Nothing in this policy shall prevent an applicant carrying out a
detailed drainage plan that demonstrates drainage of the
development by alternative means. Preparation of a drainage plan
shall be in accordance with a brief approved by the Director
Engineering Services and shall be carried out by a professional
engineer experienced in drainage design. Recommendations of the
drainage plan will be subject to acceptance by the Director
Engineering Services.
Appendix A –
Standard Requirements for Soak wells
The following outlines minimum requirements for soak wells for new
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developments. The purpose of these requirements is to prevent
increased stormwater run-off entering the Shire’s drainage system
causing overloading and flooding.
1.
Soak wells shall be provided for all residential development
where the aggregate impervious area including roofs,
driveways, carports, patios, paved areas and carparks is in
excess of 250m² or where the lot size is less than 400m2 and for
all commercial and industrial development where direct
connection to the Shire’s drainage system is not available.
2.
Storage shall be provided at a rate of 1m³ of storage for every
65m² of impervious area in areas of sandy soil without high
groundwater. In case of residential development soak wells
shall be provided where the impervious area is in excess of
250m2.
3.
Storage shall be provided at a rate of 2m³ of storage for every
65m² of impervious area where there is high groundwater or
soils are not free draining.
4.
The first 1m³ per 65m² of storage to be provided in a soak well
or approved equivalent. The second 1m³ per 65m² may be
provided in soak wells or above ground in basins, swales or
within car parking areas.
5.
Collection points shall be located to minimise runoff entering
the road reserve.
6.
Drainage plans shall be submitted to the Council’s Building
Department including:
6.1.
Existing ground levels or contours.
6.2.
Proposed location and levels of roofs, driveways,
parking and other paved or sealed areas.
6.3.
Details of soak wells including depth, diameter, location
and construction detail.
6.4.
Location, size and level of pipes.
6.5.
Detail of any proposed connections to the Shire’s
drainage system including size, level and location.
(Note:
6.6.
For requirements for connection to the Shire’s
drainage system, refer “Standard Requirements for
Connection to the Shire’s Stormwater Drainage
System”)
Additional information for high groundwater sites (typically
sites where winter ground water table is within 0.5m below
base of soak wells)
Assumed winter groundwater level, location of subsoil
drainage and levels of crossovers, carparks and building
floor levels for areas utilised for above ground storage for
the second 1m³/65m².
(Note:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Standard Drawing
drainage plan.)
MISC-02-01shows
a
typical
SHIRE OF DARDANUP – POLICY MANUAL
7
The volumes and areas served by standard sized soak wells is
summarised in the following table:
4.6m³
Area served 2m² per
65m²
150-m²
Area served – sandy
areas
1m³ per 65m²
300 m²
Ø 1.8m x 1.2m
3.0m³
100 m ²
200 m²
Ø 1.5m x 1.2m
2.1 m³
70 m²
140 m²
Ø 1.2m x 1.2m
1.4 m³
45 m²
90 m²
Ø 1.2m x 0.9m
1.0 m³
35 m²
70 m²
Ø 0.9 x 0.6m
0.4 m³
12 m²
25 m²
Soak well size
Diameter (m) x
depth (m)
Ø 1.8m x 1.8m
Storage
Volume
8.
Provisions for overflow into the Shire’s drainage system is subject
to the approval of the Director Engineering Services (refer to
Standard Requirements for Connection to the Shire’s
Stormwater System)
9.
The property owner is responsible for the maintenance of soak
wells on private property. If in the opinion of the Director
Engineering Services soak wells have become inoperative, the
property owner shall undertake any necessary maintenance.
Appendix B –
Standard Requirements for Connection to the Shire’s
Stormwater Drainage System
1.
Connections to the Shire’s stormwater system shall be approved
in writing.
2.
Overflow connections from soak wells shall be made from the
final soak well of the private drainage system. A trapped
manhole shall be placed at the boundary of the lot prior to
entering the Shire’s system.
3.
All connections shall have a trapped manhole placed at the
boundary of the lot prior to entering the Shire’s system.
Connections shall be fitted with a non-return valve to prevent
surcharging from the Shire’s stormwater system.
4.
All connections shall have a provision for an overflow.
Overflows shall be located to allow stormwater to flow overland
to the street without entering buildings.
5.
Connections shall only be made to manholes. No direct
connections to pipes shall be permitted.
Where a new
manhole is required, it shall be approved by the Director
Engineering Services and constructed at the applicants cost.
6.
Connections may be constructed by the applicant or the by
the Shire at the applicant’s cost. Contact for construction of
connections is the Engineering Department.
7.
Where the applicant makes connections, the applicant is
required to have a road-opening permit prior to commencing
work and to comply with requirements for works in road
reserves. Include traffic management plan.
8.
Connections shall be smoothly and neatly grouted.
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9.
Maintenance of connections is the responsibility of the
applicant.
Council accepts no responsibility for any
maintenance costs or damages arising through lack of
maintenance of the connection, backflow prevention or
overflow provisions.
10.
The Shire requires pollution control facilities to be installed to
remove sediments, rubbish and oils prior to connecting to the
Shire’s stormwater system. Pollution control is required on
connections from carparks and paved areas in commercial,
industrial, light industry and mixed business areas. Pollution
control facilities and devices shall be selected and designed to
suit the site and shall be approved by the Shire Engineer.
11.
All Subdivision of lot classification less than an “A” must be
provided with a drainage connection point for each lot.
12.
The drainage connection shall be 90mm overflow.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
Appendix C –
Stormwater Drainage Plan
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG21
DESCRIPTION
STREET TREES – PROVISION & PLANTING OF
COUNCIL RESOLUTION
86/10
DATE
14/04/2010
PREAMBLE:
:
To foster pride in the street appearance through efforts of tree
planting and encourage ratepayers to undertake development of
street trees.
OBJECTIVE
:
To Control and manage the supply and planting of street trees.
POLICY
:
Council is prepared to provide upon request, suitable trees to
townsite householders for planting on the street verge fronting their
properties on the condition that they are prepared to plant and
maintain them.
Residents are permitted to plant and tend suitable street trees in
townsites provided: 1)
Trees are planted in accordance with acknowledged
standards for street placement.
2)
Trees planted below power lines, etc, to be of a type that the
average growth shall not exceed the height of the overhead
lines.
3)
Street trees shall be of a variety suitable for pruning.
4)
No resident shall plant trees on the road reserve without the
prior approval of the CEO who is authorised to stipulate the
position and spacing and who may refuse tree varieties
which he considers unsuitable.
5)
Trees to be of a type or variety in accordance with the
Townscape Plan.
6)
All street trees must be planted with a root barrier or root
director system.
7)
Refer also to other Policy No E 6.10 “Roadside Vegetation” for
trees on verges.
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SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
1)
Applications for trees for planting on the street verge fronting
the property are to be in writing.
2)
Following approval or otherwise of the application the
Director Engineering Services is to advise the outcome to the
applicant.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
TYPE
PV
DPV
PV!
DPV
VM
P
V!
P
V
PV
PV
PV!
PV!
DPV
DPV
DPV
PV
DP
DV
DP
DPV
PV!
PV
PV
V
DV
DP
DP
V!
DV!
DP
P
P
P
SUGGESTED TREE SPECIES FOR PLANTING WITHIN
SHIRE OF DARDANUP PARKS AND STREET VERGES
BOTANICAL NAME
COMMON NAME
Genus
Species
AGONIS
Flexuosa
WA Peppermint
BRACHICHITON
Acerifolius
Illawara Flame Tree
CALLISTEMON
Kings Park
Bottlebrush
CELTIS
Australis
Elm
CUPANIOPSIS
Anarcardioides
Tuckeroo
EUCALYPTUS
Citriodora
Lemon Scented Gum
EUCALYPTUS
Cladocalyx
Nana Dwarf Sugar Gum
EUCALYPTUS
Botoyoides
Swamp Gum
EUCALYPTUS
Ficifolia
Red Flowering Gum
EUCALYPTUS
Nicholli
Peppermint Gum
EUCALYPTUS
Leucoxylon
Var Macrocarpa
EUCALYPTUS
Leucoxylon
Var Rosea
EUCALYPTUS
Lane Poolei
FRAXINUS
Excelsior
Golden Ash
FRAXINUS
Excelsior
Var Aureum
FRAXINUS
Oxycarpa
Var Raywoodi Claret Ash
HYMENOSPORUM
Flavum
Native Frangipani
JACARANDA
Mimosifolia
Jacaranda
LAGERSTROEMIA
indica
Crepe Myrtle
LIQUIDAMBER
Styraciflua
LIQUIDAMBER
Orientalis
MALUS
Floribunda
Crab Apple
MELLALEUCA
Quinquinervia
Broad Leaf Paper Bark
MELLALEUCA
Leucadendra
Long Leaf Paper Bark
MELLALEUCA
Armirallis
PISTACHIA
Chinensis
Chinese Pistachio
PLATANUS
Acerifolia
London Plane Tree
PLATANUS
Orientallis
Oriental Plane Tree
PHOTINIA
X Fraseri
Robusta
PRUNUS
Var spps
Flowering Plums
QUERCUS
Robur
English Oak
GINKGO
Biloba
Maiden Hair Tree
TRISTANIA
Conferta
Box Tree
TRISTANIA
Var Variegata
Variegated Box Tree
TREE TYPE
SIZE
D = Deciduous
S = Small 5m
V = Verges
P = Parks
M = Medium 10m
Authorised by
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Next Full Review Policy Date: July 2015
! = Power Lines
L = Large 20m
SIZE
M
M
S
M
M
L
S
L
M
M
M
M
S/M
M
S/M
M
M
L
M
L
M
S
M
M
S
M
L
L
S
S
L
L
L
L
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG22
DESCRIPTION
CLEARING OF VEGETATION AS PART OF THE SUBDIVISION
OF URBAN LAND
COUNCIL RESOLUTION
123/09
DATE
20/10/1989
PREAMBLE:
:
Clearing is generally required on the subdivision of urban land.
OBJECTIVE
:
To ensure that suitable vegetation is retained where possible.
POLICY
:
The following conditions shall apply to all urban subdivision:
1. As far as practicable, vegetation worthy of retention be
retained and protected within areas to be dedicated as
road, public open space and other Shire controlled reserves.
The removal of any vegetation to be in agreement with the
Shire.
2. Vegetation within existing roads and reserves shall only be
removed with the written support of the Shire and in
accordance with the Environmental Protection Act 1986.
PROCESS
:
Within land to be subdivided:
1.
Vegetation worthy of retention to be identified with the
subdivider’s consultant and approved by the Shire as a part
of the engineering drawing and specification approval stage
and prior to commencing any construction works on site.
On existing roads and reserves:
1.
Applications to be made to the Shire in writing stating the
extent, nature and purpose of the clearing.
2.
Following support or otherwise of the application the Director
Engineering Services is to advise the outcome to the
applicant.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Soil And Land Conservation Act 1945. (Agriculture WA)
Wildlife Conservation Act 1950 – 1979
Aboriginal Heritage Act 1972
Agriculture and Related Resources Protection Act 1976
Bush Fires Act 1954
Conservation and Land Management Act 1984
Environmental Protection Act 1986
Heritage of WA Act 1990
Land Act 1933
Local Government Act 1995
Main Roads Act 1930
Mining Act 1978
Soil and Land Conservation Act 1945
State Energy Commission Supply Act 1979
Water Authority Act 1987
Wildlife Conservation Act 1950 – 1979
Environmental Protection and Biodiversity Conservation Act 1999
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG23
DESCRIPTION
ROAD SIDE MARKERS
COUNCIL RESOLUTION
539/99
DATE
22/09/1999
PREAMBLE:
:
Family and friends may wish to place roadside makers in the location
to commemorate where a family member or a friend who has died
in a car accident.
OBJECTIVE
:
To have consistent, control and to be able to manage road side
markers.
POLICY
:
1)
Council resolves that it has no objections to the placing of
small white crosses on the verge area at the scene of major
road accidents providing that the applicant indemnifies
Council against any action or damage claim arising from the
installation of the markers.
2)
White crosses to be no more than 450 mm in width and to be
less than 600 mm in height.
3)
Applicant to agree that whilst the crosses remain in
existence, they are to be properly maintained.
4)
Derelict crosses littering the verge area shall be removed.
5)
In urban areas no crosses shall be erected without the
consent of the residents of the street.
6)
Council reserves the right to reject installations if procedures
are not followed.
7)
Director Engineering Services to ensure that a site plan be
presented before approval.
8)
Council can remove crosses at any time if they are causing a
problem with pedestrians or traffic.
9)
In relation to (1) above, Council obtain a suitable pro forma
indemnity for applicants to sign from Council’s insurers.
1.
Applications shall be in writing and supported by a sketch of
the proposal.
2.
Following approval or otherwise of the application the CEO is
to advise the outcome to the applicant.
PROCESS
:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
HEAD OF POWER
:
Shire of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG24
DESCRIPTION
VERGE DEPOSIT POLICY
COUNCIL RESOLUTION
96/11
DATE
20/04/2011
PREAMBLE:
:
During site works and construction of buildings and improvements a
wide range of damage and maintenance issues to the road verge
can arise.
It is therefore necessary that a deposit be available to recoup repair
costs on a verge should the property owner or their contractor
damage infrastructure and not repair it. This deposit should cover
commercial, residential and industrial developments (new and
significant improvements).
OBJECTIVE
:
To allow Council to recoup costs incurred in repairing damage to
road verges caused during the construction of buildings and
improvements to properties.
POLICY
:
1
The Reason for Verge Deposits
On 7th December 2007 Council published their Local
Government Property Local Law (the Local Law) in the
Gazette. Section 3.16(b) requires any permit holder to leave
Local Government property in a clean and tidy condition
after its use; and section 3.16(c) requires the permit holder to
report any damage sustained to Local Government property
as a result of their activities.
Experience has shown that a significant portion of property
owners or their contractors tend not to report damage to the
Shire, the verge deposit is thus taken as security against a
permit holder failing to abide by the requirements of the
Local Law.
2
Where Verge Deposits are Applied
A verge is defined as the area from the edge of the roadway
to the property boundary, irrespective if there is a kerb or not.
Verge deposits are applied to properties falling under the
following zones as set out in the Shire of Dardanup’s Town
Planning Scheme No. 3:
•
•
•
•
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Residential;
Small Holdings;
Light Industry;
Commercial; and
SHIRE OF DARDANUP – POLICY MANUAL
•
•
Additional Uses.
General Industry
This deposit is applied to new buildings as well as significant
improvements over $12,000 (excluding GST) in value
(considered significant structures under the Builder’s
Regulation Act – requiring a registered or owner builder to
carry out works).
3
What is Covered Under Verge Deposits
The verge deposit should be sufficient to cover the
rectification works of any damage or mess to the verge
caused by the property owner or their contractor.
During construction (including site works) of a new building or
improvement to an existing building, a wide range of
damage and maintenance issues can arise on the road
verge. These are and not limited to:
•
•
•
•
•
•
•
Materials temporarily stockpiled on verges blowing or
being washed onto roadways;
Materials washing or blowing into the drainage network;
Swale drains (generally where no kerb or flush kerbing
exists) not being reshaped after stockpiled materials are
removed and site works completed that result in ponding
of stormwater runoff;
Damage to road vegetation that may have previously
existed or was planted by the developer be it grass,
shrubs, trees or mulch;
Damage to footpaths and dual use paths;
Damage to services such as scour valve boxes, manhole
covers and side entry pits; and
Damage to regulatory and recommendatory signage.
Any damage to the verge caused by the property owner or
their contractor is covered under the Verge Deposit.
4
How Verge Deposits are Collected
Under Section 6.16(2)(d) of the Local Government Act 1995,
a Local Government may impose fees and charges in
relation to receiving applications, issuing approvals, making
inspections and issuing licences.
A Building Licence Application is lodged at the Shire of
Dardanup Offices. Once the technical details have been
assessed and approved a letter will be sent to the applicant
detailing separately the following costs:
•
•
Verge Inspection Fee; and
Verge Deposit.
On payment of the fees and deposit due [as adopted by the
annual budget] or receipt of a bank guarantee of $5,000 for
project home builders, the Building Licence is issued.
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Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
The verge deposit is calculated as follows:
For verge widths less than 20 metres:
Verge Deposit = Minimum Verge Deposit
The Minimum Verge Deposit is as adopted annually by
Council in the Fees & Charges section of the Budget.
For verge widths greater than 20 metres:
Verge Deposit = Verge Width in Metres X Rate Per Metre
The Rate Per Metre used to calculate the Verge Deposit is as
adopted annually by Council in the Fees & Charges section
of the Budget.
The Verge Width is the distance measured along the property
boundary which shares a common boundary with the road
reserve. In corner lots, this the total distance on the front and
side of the lot.
5
How Verge Deposits are Reimbursed
On completion of the building or improvements a final
inspection is conducted by the Building Inspector, the
Building Inspector then notifies the Engineering Department
for them to conduct a verge inspection. If the verge has
been left in a satisfactory state the bond will be returned; if
not, the owner or their contractor will be notified of the
reason.
Verges are to be left clean; trimmed (if material stockpiles
were temporarily stored); and the kerb, gutter, road shoulder
and seal swept to remove all materials. Any washed or
blown materials shall also be removed and the road surface
swept clean.
Any infrastructure such as manhole covers and scour valves,
covered by stockpiles, shall be exposed and swept clean.
Swale drains are to be trimmed to reinstate the original
gradient and shape.
Any vegetation damaged is to be reinstated to its original
condition.
Damaged signs, manhole covers, side entry pits, kerbing,
pathways, etc. are to be replaced at the applicant’s cost.
Replacement must be according to Council’s specifications.
6
Use of Verge Deposit by Council
Should damage or a maintenance issue be observed the
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deposit will be withheld and contact made with the
applicant to rectify the defect.
If the defect is not rectified within twenty-one (21) days of
notification the Verge Deposit will be used to fund the repairs.
Should the said repairs exceed the Verge Deposit, Council
may seek the balance of repair costs in terms of the Road
Traffic Act 1974 (Section 85) through any court of competent
jurisdiction.
7
Verge Inspection Fees.
Shire staff are needed to perform inspections and keep
detailed records in order to prove damage was caused
during construction activities. To cover these administration
costs, an inspection fee will be charged at the time of
charging for the deposit. The fee will be kept in a fund
specifically used to draw upon for repairs to Council
property. The fee is adopted annually by Council in the Fees
& Charges section of the Budget.
8
Works in Road Reserves Carried Out by Contractors
Property owners are advised that all contractors must carry
the necessary Public Liability Insurance and follow Council’s
Work Safety Standards when engaged in works on road
verges.
PROCESS
:
Under Section 6.16(2)(d) of the Local Government Act 1995,
a Local Government may impose fees and charges in
relation to receiving applications, issuing approvals, making
inspections and issuing licences.
A Building Licence Application is lodged at the Shire of
Dardanup Offices. Once the technical details have been
assessed and approved a letter will be sent to the applicant
detailing separately the following costs:
•
•
Verge Inspection Fee; and
Verge Deposit
The Building Licence is issued upon payment of all the fees
due.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG25
DESCRIPTION
UPGRADE OF EXISTING ROADS – VOLUNTARY
CONTRIBUTIONS BY ADJOINING PROPERTY OWNERS
COUNCIL RESOLUTION
327/08
DATE
05/11/2008
PREAMBLE:
:
This policy provides a mechanism and guidelines by which property
owners and/or residents adjoining a road may contribute financially
towards the upgrade of that road to a standard higher than is
required for that particular road in the Council’s Road Asset
Management Plan.
OBJECTIVE
:
The objective of this policy is to:
1. Define the circumstances under which a contribution for
road upgrade is to be sought from property owners/residents
adjoining the road;
2. Provide an opportunity for property owners/residents to fund
the sealing of a road when works are scheduled to a gravel
standard only;
3. Provide a method of calculating the contribution required
from each property owner/resident; and
4. Provide guidelines for the payment of contributions and the
delivery of works.
POLICY
:
The Shire of Dardanup may consider a request from property
owners/residents for the upgrade of a road adjoining their property
to a standard higher than is required for that particular road in the
Council’s Road Asset Management Plan if the property
owners/residents are willing to contribute towards the upgrade of
that road.
The Shire may consider upgrading a part or whole of a road, and the
upgrade costs shall be equally distributed between property
owners/residents that are willing to contribute towards the cost.
Ideally, all properties that will benefit from the road upgrade should
contribute equally towards the upgrade of the road, thus, minimizing
the individual contribution amount required. That is, all properties
that have road frontage, are considered to benefit from the
upgrade and should pay an equal proportion of the upgrade cost.
In the case where the Shire has scheduled works on a road to a
gravel standard only (i.e. widening a gravel road, gravel resheeting),
the Shire will provide an opportunity for property owners to
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SHIRE OF DARDANUP – POLICY MANUAL
contribute towards increasing the standard to a sealed road. Under
these circumstances, the Shire will write to all adjoining property
owners advising them of the proposed works and the opportunity to
fund a higher standard road, together with a copy of this policy and
estimated costs. A suitable deadline shall be provided for residents
to respond in writing to the offer.
CONTRIBUTION AMOUNT REQUIRED
If there are no upgrade works identified in the Road Asset
Management Plan for the road, then the full cost of the requested
upgrade is to be funded by contribution. The contribution is
calculated as follows:
Contribution per property = Upgrade Cost /No of Contributing
Properties
If upgrade works are identified in the Road Asset Management Plan
as being necessary, but are scheduled in the future, the property
owners/residents may wish to bring the project forward. Under these
circumstances, the full cost of the requested upgrade is to be
funded by contribution. The contribution is calculated as follows:
Contribution per property = Upgrade Cost /No of Contributing
Properties
If works are identified in the Road Asset Management Plan as being
necessary and are scheduled to coincide with the requested
upgrade, then the difference in cost between the requested
upgrade and Council’s works is to be funded by contribution. This is
valid in circumstances where the requested standard is higher than
that proposed by Council. The contribution is calculated as follows:
Contribution per property =
(Requested Upgrade Cost – Scheduled Works Cost)/No of
Contributing Properties
Costs shall be based on estimations prepared by Technical Services
staff and approved by the Director Engineering Services. Where
works are deferred or delayed into a new financial year, the
estimates shall be revised.
PAYMENT
Where upgrading works are scheduled, 50% of the required
contribution shall be paid before any works commence. Failure by
any contributing party to make payment will place the works on
hold until the matter is resolved. On completion of the works, the
remaining 50% of the required contribution shall be paid by the
contributing parties. Where a project is cancelled, contributions held
by the Shire for that project shall be refunded.
Standard Shire procedures for invoicing and payment of outstanding
accounts shall apply to the contributions to be paid.
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SHIRE OF DARDANUP – POLICY MANUAL
TIMING OF WORKS
Any upgrading works agreed to by the Shire, shall be programmed
into the Capital Works Program and shall be programmed such that
it meets the objectives for the delivery of the overall works program
for that financial year.
USE OF CONTRACTORS
Subject to the approval of Council, property owners/residents may
wish to engage contractors to carry out upgrade works on the road
at their own expense. Under these circumstances, the property
owners/residents are responsible for:
1. The preparation of engineering designs and drawings by a
suitably qualified civil engineer, to be submitted for approval
by the Shire of Dardanup.
2. Engaging a suitably qualified civil engineer to supervise and
manage the delivery of construction works to the satisfaction
of the Shire of Dardanup.
3. All cost associated with the preparation of designs and
drawings, supervision, contract management, contractors
and all construction works including plant and equipment,
labour and materials.
PROCESS
:
If the Shire has scheduled works on a road to a gravel standard, the
Director Engineering Services shall write to all adjoining property
owners advising them of the proposed works and the opportunity to
fund a higher standard road, together with a copy of this policy and
estimated costs.
In all other circumstances, property owners/residents shall make
requests for a road to be upgraded in writing. The request shall be
considered in accordance with this policy by the Director
Engineering Services.
Contributions amounts shall be calculated and paid in accordance
with this policy.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG26
DESCRIPTION
TREES ON ROADS – RESPONSIBILITY FOR THE REMOVAL OF
FALLEN TREES
COUNCIL RESOLUTION
328/08
DATE
05/11/2008
PREAMBLE:
:
Existing trees in reserves and other property may fall resulting in a
safety risk to the public, damage to property and/or inconvenience
thus requiring removal of the fallen tree(s). In many cases it is unclear
as to the responsibility for the removal of fallen trees and the costs
associated with this.
OBJECTIVE
:
The objective of this policy is to define the responsibilities for:
1. The removal of fallen trees from roads, verges and/or
property.
2. Costs associated with the removal of fallen trees.
POLICY
:
The responsibility for the removal and costs associated with the
removal of fallen trees is as follows:
TREES THAT FALL ONTO A SHIRE ROAD
Non-native or planted (non-remnant) trees growing in Shire
controlled reserve - to be removed from the road by the Shire for
safety purposes. If the planter of the tree is known then they will be
requested to remove the remainder of the tree. The reimbursement
of costs is to be sought from them.
Native and remnant trees growing in Shire controlled reserve – to be
removed by the Shire.
Non-native or planted (non-remnant) trees growing in private
property and/or non-Shire controlled reserves – to be removed from
the road by the Shire for safety purposes. The property owner or
organisation responsible for the land on which the tree came from
will be requested to remove the remainder of the tree.
Reimbursement of costs is to be sought from them.
Native and remnant trees growing in private property and/or nonShire controlled reserves – to be removed from the road by the Shire
for safety purposes. The property owner or organisation responsible
for the land on which the tree came from will be responsible for the
portion of the tree on their land and for any damage to their
property.
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TREES THAT FALL AFFECTING PRIVATE PROPERTY AND/OR NONCOUNCIL OWNED PROPERTY.
Non-native or planted (non-remnant) tree growing in Shire controlled
reserve – to be removed by the property owner and all repairs to be
carried out at their cost.
Native and remnant trees growing in Shire controlled reserve – where
the stability of the tree has not been affected in anyway by any
activities of the Shire, the tree is to be removed by the property
owner and all repairs to be carried out at their cost. Where the
stability of the tree has been affected by the activities of the Shire
(i.e. building a road in close vicinity affecting root system) and this is
clearly demonstrable, the Shire will remove the tree and organise
repairs to damaged property through its insurer.
PROCESS
:
Where a tree has fallen in a manner that will place risk to the safety
of motorists, pedestrians or other members of the public, the Shire
staff will act immediately to eliminate or reduce the risk to an
acceptable level.
In all other cases, the situation and responsibilities shall be assessed in
accordance with this policy and all matters to be dealt with in
writing.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG27
DESCRIPTION
SHIRE OF DARDANUP GUIDELINES FOR SUBDIVISIONAL
DEVELOPMENT
COUNCIL RESOLUTION
96/11
DATE
20/04/2011
PREAMBLE:
:
OBJECTIVE
:
POLICY
:
The aim of the policy is to adopt a formal set of guidelines to be used
as a minimum standard for the design, construction and verification
of subdivisional development. It also provides Council Officers with
guidelines to follow during the assessment, inspection and
supervision of subdivisional development works undertaken within
the Shire.
•
To achieve a high standard of subdivisional development
throughout the Shire of Dardanup.
•
To specify requirements for the subdivision of residential, industrial
and commercial lots, in a clear, transparent and consistent
manner.
a) All developers and/or their consultants are required to submit
designs, drawings and specifications for the subdivisional
development of land within the Shire of Dardanup where it is
required as a condition of WAPC subdivision approval.
b) The Shire of Dardanup adopts the ‘Institution of Public Works
Engineering Australia (WA Division Inc) Local Government
Guidelines for Subdivisional Development – Edition No. 2 - 2009’
(the “Guidelines”) along with the attached Addendum as the
minimum requirements for the subdivisional development of land
within the Shire of Dardanup.
c) All designs, drawings and specifications prepared and submitted
for the subdivisional development of land within the Shire will be
assessed against the Guidelines and the Addendum.
d) Any variations to the Guidelines proposed by the developer
and/or their consultant, which are not covered by the
Addendum, will require approval by the Director Engineering
Services.
e) All construction works associated with the subdivisional
development will be inspected and approved or not approved
to ensure all works are executed to the true intent and meaning
of the approved drawings and specifications.
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PROCESS
:
c) All subdivisional development plans, drawings and specifications
shall be assessed using the Guidelines and the Addendum as a
minimum standard.
d) Council may grant its consent for subdivisional development
works within the Shire, taking into consideration the site
requirements and development standards set out in the
Guidelines and the Addendum. Subdivisional works shall only
commence once consent is granted.
e) All inspections and verification of construction activities and
materials shall be in accordance with the Guidelines and
Addendum as a minimum requirement.
f)
Subdivision clearance shall only be granted if the subdivisional
development is in accordance with the Guidelines and
Addendum as a minimum requirement.
HEAD OF POWER
:
Planning and Development Act 2005
Environmental Protection Act 1986
Contaminated Sites Act 2003
Disability Services Act 1993
Conservation and Land Management Act 1945
Native Title Act 1993 and Amendments 1998 (Federal)
Aboriginal Heritage Act 1972
Local Government Act 1995
Fire and Emergency Services Authority WA Act 1998
Occupational Safety and Health Act 1984
Environmental Protection and Biodiversity Conservation Act 1999 as
amended
Environmental Protection Noise Regulations 1997
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
SHIRE OF DARDANUP
ADDENDUM FOR IPWEA LOCAL GOVERNMENT GUIDELINES FOR SUBDIVISIONAL DEVELOPMENT –
EDITION 2 - 2009
ADDENDUM NO. 1
The following standards shall apply to all subdivisional developments within the Shire of
Dardanup and is in addition to the specifications and requirements of the IPWEA Local
Government Guidelines for Subdivisional Development – Edition 2 – 2009 document (the
“Guidelines”). Where the requirements in the Addendum and the Guidelines overlap, the
requirements as described in the Addendum shall have precedence over that in the
Guidelines.
1.1 ENGINEERING SUPERVISION FEE (Section 1.2.2.1 Guidelines)
A fee shall be paid to the Council, prior to the release of the diagram of survey ('survey
release') for the subdivision, for the inspection and supervision (if applicable) of the civil
engineering works.
Where the developer has engaged a consulting engineer, the supervision fee shall be 1.5%
of the total contract value of the construction work. If no consulting engineer is engaged
(e.g. on very minor subdivisions), the fee shall be 3% of the value of all construction work.
Goods and Services Tax (GST) is applicable to the supervision fee.
The supervision fee shall be based on the total value of all construction works including site
establishment, engineering survey, clearing, earthworks, roadworks, drainage, road crossings,
landscaping, rehabilitation, signage and other associated works involving inspection and
verification by the Local Authority, including variations occurring during the construction
period. Where requested by the Council, the Developer or Consulting Engineer shall lodge
documentary evidence to support the contract value stated for the construction works.
1.2 NOTIFICATION OF WORKS (Section 1.17.1 Guidelines)
1.2.1 SIGNAGE
Where required by the Shire, a project signboard shall be erected at a suitable location
within the site and visible from outside the site boundary, to advise the public of: the project
details; the names of the Developer, Contractor, Consulting Engineer and Licensed Surveyor;
contact details for the Consulting Engineer and Contractor; and the expected completion
date of the project.
1.2.2 NEIGHBOURHOOD DISRUPTION
The Shire is an area noted for its peaceful environment. Disruption to local neighbourhoods
caused by work activities associated with a development shall be minimised and the
Developer shall comply with any constraints imposed by the Shire relating to neighbourhood
disruption. Transport routes to and from development sites shall be approved by the Shire,
and the developer shall ensure that such routes are used by all Contractors.
The Developer is to be aware that the provisions of the Noise Regulations shall apply.
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1.2.3 RESIDENT NOTIFICATION OF PROPOSED WORKS
Residents, affected either directly or indirectly, shall be notified by the Contractor or the
Representative in writing of the proposed subdivisional works 7 days prior to the works
commencing. This notice shall include at least the following:
•
The names of the developer and contractor;
•
Date of commencement of the works;
•
Expected completion date;
•
Details of measures proposed for the prevention of unacceptable levels of dust, noise
and vibration;
•
A statement regarding compliance with the Department of Environmental Protection
(DEP) publication: A guideline for the prevention of dust and smoke pollution from
land development sites in Western Australia (1996), and advice that a copy can be
obtained from the Officer; and
•
Contact details for the Contractor's representative to whom complaints regarding
excessive dust, noise and vibration can be directed.
1.2.4 NOTIFICATION TO BE PROVIDED TO THE COUNCIL
The Contractor shall give the following notices to the Shire’s Representative and comply with
the following requirements:
NOTICE TYPE
COMMENTS
Preliminary
Seven (7) days’ notice of intention to commence work.
Clearing
Seven (7) clear days’ notice of clearing or burning any section of
the work. The Contractor must obtain all permits to clear and any
necessary permits to burn off and comply with the conditions of
same. The clearing limits are to be inspected before clearing.
The Shire has a Policy requiring major developments to mulch and
chip for reuse on-site vegetative materials from clearing.
Kerbing
Two (2) days’ notice shall be given prior to the placing of concrete,
to allow for inspecting lines and levels.
Pipe, Drainage
and Conduits
(i)
Notice is to be given when trenches will be open.
(ii)
Notice is to be given when pipes are laid and jointed.
Trenches are not to be filled until approval has been obtained from
the Shire’s Representative or, if the Shire cannot provide a
representative, the Consulting Engineer appointed to the works. A
minimum of two days’ notice shall be given to enable inspections to
be made.
Sub-grade
Two (2) days’ notice shall be given when the sub-grade is ready for
inspection and conduits have been laid. Pavement construction
must not commence until it has been tested, inspected, verified as
compliant and approved.
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NOTICE TYPE
COMMENTS
Pavement
Construction
Two (2) days’ notice shall be given when each pavement course is
ready for inspection. The next layer shall not be commenced until
the pavement has been tested, inspected, verified as compliant
and approved.
Pavement Sealing
Two (2) clear days’ notice shall be given to the actual day that
bituminous sealing and/or priming will be undertaken. If weather
conditions necessitate any alteration, the Shire’s Representative is to
be advised, if necessary by telephone, of the new day and time,
giving as much notice as possible. Spray records are to be
submitted for inspection within seven (7) days of spraying.
1.3 EARTHWORKS, RE-CONTOURING and LOT PREPARATION
1.3.1 DISPOSAL OF WATER (Section 2.2.1.1 Guidelines)
Where earthworks on a subdivision involve filling that affects a neighbouring property all
stormwater must be disposed of within the site.
1.3.2 RESIDENTIAL AREAS (Section 2.2.1.2 Guidelines)
The following diagram should be used to assist the understanding of Section 2.2.1.2 of the
IPWEA Local Government Guidelines for Subdivisional Development.
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SHIRE OF DARDANUP – POLICY MANUAL
1.4 SITE STABILISATION
1.4.1 DUST and SAND DRIFT
Developers or landowners shall develop and implement a dust management plan for land
development and subdivision projects. The plan is to identify contingency measures that
will be implemented to prevent any adverse impacts from arising from the development
site.
The Shire requires the Developer to provide a dust management plan a minimum of 7 days
prior to any ground disturbing activities. Developers remain liable for pollution or dust
nuisance from their sites, regardless of any contractual arrangement that imposes similar
obligations on their Engineers and Contractors.
The Developer is also responsible to ensure that all works conducted by utility providers are
monitored and measures are taken to minimise dust and sand drift.
In addition to meeting contractual obligations, Engineers and Contractors shall not cause
dust nuisance or pollution in breach of relevant Acts, Regulations and Local Laws.
Stabilisation bonds are normally required by the Shire as a condition of approval, to be
used as security against the performance of dust control and stabilisation measures. The
bond amount is calculated as per section 2.2.1.5.5 of Institute of Public Works Engineering
Australia (WA Division Inc) Subdivisional Guidelines Edition No.2 – 2009. The Shire may take
action where a Contractor fails to act appropriately, and recover any costs incurred.
1.4.2 HYDRO MULCHING
Hydro mulching shall consist of the application of a mixture of water, seed, fertiliser, binding
agent and bio-degradable filler to the surface of the ground. Hydro mulch which does not
incorporate seed and fertiliser will not be accepted as a permanent soil stabilisation
measure.
The designated areas shall be hydro mulched with seed approved by the Shire, which will
be specified according to site requirements. The fertiliser, mulch and stabiliser shall be
applied by mechanical spray, by an approved operator. Proposed seed mix shall be
submitted to the Shire for approval seven (7) days prior to works.
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Generally, seed shall consist of Cereal Rye, Wimmera Rye and Harbinga Medic, sown at
the rate of 320kg/ha. Nitrogen applied as “Urea” or “Agran” at the rate of 75kg/ha is to be
included with the fertiliser. Stabiliser shall be “Ecologel 42” or “Curasol AG 45”, or
equivalent product, applied at 250 ℓ/ha. Other mixes may be submitted for Shire
consideration and approval.
Mulch shall be of a paper-mache type.
Prior to hydro mulching, all areas to be treated shall be graded to present a smooth, even
surface on completion of the hydro mulch application.
Hydro mulching shall take place between the months of April and August, inclusive to
ensure the seed is given a greater opportunity to germinate. Hydro mulching beyond these
dates will require approval from the Shire’s Representative.
Where germination is deemed unsatisfactory by the Shire’s Representative, re-seeding may
be requested; if germination is still deemed unsatisfactory at the end of the Maintenance
period, re-seeding may be required before the Stabilisation Bond is released.
1.5 CLEARING (Section 6.4.1 Guidelines)
1.5.1 TOPSOIL
Topsoil shall be removed and stockpiled: where a geotechnical report advises that the
topsoil is suitable, it shall be respread after re-contouring and earthworks to encourage
vegetation regrowth. In some cases it may not be suitable to respread the topsoil due to
health and environmental issues, therefore all developments need to be assessed on a
case-by-case basis: conditions will be specific to each development. Council may request
testing to be undertaken.
1.6 DISPOSAL OF CLEARED VEGETATION (Section 2.2.1.5.6 Guidelines)
In considering the disposal of vegetation cleared from subdivisional development sites,
priority should be given to options other than burning, such as:
•
Transplanting appropriate species;
•
Stacking and cutting of timber for fire wood for sale or collection as per the Institute
of Public Works Engineering Australia (WA Division Inc) Subdivisional Guidelines
Edition No.2 – 2009; and
•
Chipping and mulching for soil stabilization.
As a last resort the burning of vegetation may be allowed in rural areas, however approval
must be granted by the Shire. Burning in urban areas is prohibited under Environmental
Protection Regulations 1987, Part 7A, Regulation 1 6B.
1.7 ROAD GRADES (Section 3.3.2 Guidelines)
The minimum longitudinal grade on all roads shall be 1% (1 in 100).
The maximum allowable longitudinal grades are indicated below.
Table 1.7 Allowable longitudinal grades in roads.
Desirable maximum %
Absolute maximum %
Desirable minimum %
Absolute
Straight Alignment
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Sealed
Roads
8
10
1
0.30
Unsealed
Roads
6
8
1
0.60
SHIRE OF DARDANUP – POLICY MANUAL
minimum %
Up to 60m radius curve
Less than 60m radius curve
0.40
0.75
0.50
0.75
1.8 KERBING (Section 3.3.5 Guidelines)
All kerbing is to be constructed with crack control joints every 2.5m and expansion joints
every 5m.
Along any radius expansion joints must be every 2.5m, removing the need for crack control
joints.
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1.9 BATTLEAXE ACCESS LEGS (Section 3.3.17.3 Guidelines)
Minimum battleaxe leg widths should be calculated as per Table 1.10:
Table 1.10 Minimum battle-axe widths.
Lot Size
Min. access leg width for a single lot
Min. access leg width for two or more lots
Min. pavement width for a single lot
Min. pavement width for two or more lots
Width of shoulders
1.10
1000m2 – 2
ha
5m
8m
4m
6m
500mm
2 ha – 5 ha
> 5 ha
Min width
6m
10m
4m
6m
500mm
7m
12m
4m
6m
500mm
ROAD SEALING AGGREGATES
1.10.1 Average Least Dimension (ALD) Requirements
The average least dimension requirements should comply with Table 1.11.1:
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Table 1.11.1 Allowable ALD for aggregates used in road seals.
SIZE No.
1
2
Nominal Size
14mm
10mm
ALD
8-13mm
5-9mm
3
7mm
4-6mm
1.11
CLAY PAVING UNITS (Section 3.4.13 Guidelines)
The following requirements shall apply where brick or concrete block paving is approved:
1. The sub-grade, sub base and base course shall be prepared as specified for flexible
pavements;
2. Bricks or blocks shall be bedded on a layer of clean, course sand free of any clay, stone
or other deleterious matter. The sand bedding shall be 30mm (+5mm -0mm) thick after
laying and compacting of bricks;
3. Bricks shall be laid in a herringbone pattern unless otherwise approved. After laying, the
brick paving shall be thoroughly compacted and all joints filled;
4. Bricks and blocks shall be ‘high performance’ pavers or equivalent approved pavers;
5. The finished pavement surface shall be uniform, matching the horizontal and vertical
design profiles and edge details. The finished surface shall not deviate by more than
10mm from the base of a 3m straight edge when placed in any direction; and
6. The finished surface shall be firm and even, and free of any looseness.
When brick or block paving is proposed, brick or block type and colour is to be previously
approved by Council.
Bricks or blocks shall be guaranteed by the manufacturer for structural soundness and
performance for a minimum of 10 years from the date of laying, a written guarantee shall be
provided to the Shire prior to work commencing.
1.12
TOLERANCES
Table 1.12 Allowable construction tolerances at different road pavement layers.
Allowable Tolerances from Design
Width
Finished Level
Thickness
Sub-grade
+200mm to -0mm
+0mm to -30mm
N/A
Sub-base
+200mm to -0mm
+5mm to -10mm
+20mm to -5mm
Base Course
+200mm to -0mm
+10mm to -0mm
+20mm to -5mm
Finished Sealed Surface
+5mm to -2mm
+5mm to -2mm
1.13
CONTAMINATION
Measures shall be taken during road construction to prevent contamination to any part of
the base layers. The constructed edge of the base material shall be deemed the limit of noncontaminated material, measurements of the base width will be determined thus. Care
should therefore be taken during construction by pushing subgrade material well away from
the new road pavement at box-out stage; and by ensuring water does not pond on the new
base pavement during construction.
1.14
SURFACE COURSE
The surface course, regardless of material, shall be constructed so there is no ponding.
1.15
STORMWATER DRAINAGE
The minimum allowable diameter of pipework is 300mm.
The maximum allowable length of pipe between manholes is 100m.
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The minimum allowable velocity of water flow in pipes is 0.75m/s and the maximum 4m/s.
The minimum cover for class 2 pipes is 800mm.
All manholes that receive stormwater run-off shall be either Universal Side Entry Pits or
Universal Gully Pits.
Design grades shall meet the minimum requirements indicated in Table 1.15.
Table 1.15 Minimum allowable design grade for stormwater pipework.
Diameter (mm)
300
375
450
525
600
675
750
900
1,050
1,200
>1,200
Minimum Design Grade
1:300
1:370
1:470
1:580
1:690
1:800
1:930
1:1,200
1:1,450
1:1,500
1:1,500
As constructed figures are to be analysed for drainage performance and submitted to the
Shire.
1.15.1 Construction Tolerances
Pipework shall be constructed within the following tolerances: for pipes with design grades
<1:500, the constructed grade shall be within 10% of design; for pipes with design grades
≥1:500, the constructed grade shall be up to 10% steeper or up to 5% flatter than design;
outlet and inlet levels at manholes shall be within 10mm of design.
All stormwater pits shall be designed to have a minimum 10mm fall between the inlet(s)
and the outlet.
All drainage structures are to be within 50mm of the design location.
The first step iron within manholes must be ≤1m from the surface, and all subsequent step
irons spaced 300mm.
The finished clear opening for access into a manhole must be bigger than a 500mm
diameter circle.
1.16
NON-CONFORMANCE / CORRECTIVE ACTION
The Shire of Dardanup may issue a non-conformance / corrective action request (CAR) to
the contractor and/or project superintendent/consultant. A CAR may be issued for the
following:
•
Non-conforming works.
•
Non-conforming materials.
•
Defective works.
•
Defective materials.
•
Any activities requiring approval undertaken without prior approval.
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•
Any activities having the potential to cause or causing property damage, nuisance or
disruption to the public or others external to the construction site.
•
Any activities or situations which may risk the safety of personnel and/or the public.
The Shire of Dardanup reserves its right to halt works on the project site until the nonconformance is rectified.
CARs will be issued in writing via a completed form, email, letter or other means of written
communication. The CAR shall provide the details of the problem and the action required
to rectify the situation and the required timeframe.
The CAR shall instigate the recipient company’s own corrective action system which must
document and deal with the non-conformance.
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DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG28
DESCRIPTION
NEW ROADS AND UPGRADES – PROVISION FOR AND
CONTRIBUTIONS BY DEVELOPERS
COUNCIL RESOLUTION
96/11
DATE
20/04/2011
PREAMBLE:
:
This policy ensures that new roads are constructed and/or existing
roads are upgraded where necessary on and for new subdivided
land and developments. The policy also ensures that financial
contributions are made towards the upgrading of road infrastructure
that is required immediately or in future as a result of
subdivision/development in existing rural areas.
OBJECTIVE
:
The objective of this policy is to:
1. Define the responsibility for the provision of new roads in
subdivisions and developments and any upgrades required
outside of the subdivisions and development as a direct
impact of the proposal;
2. Ensure that a financial contribution is paid by subdividers/
developers as part of infill subdivision/development within
existing rural areas; and
3. Provide a method of determining the contribution required.
POLICY
:
NEW SUBDIVISIONS
This section applies to all new subdivisions in all areas of the Shire (i.e.
green-field sites).
The responsibility for the provision of new roads internally within
subdivided land is wholly the responsibility of the subdivider. All costs
associated with the provision of the roads will be met by the
subdivider.
Where a new subdivision will directly impact on road infrastructure
external to the subdivision and requires improvements to be made,
for example an intersection capacity upgrade, then the developer
must contribute to the improvements by the following means:
1.
If a specific contribution scheme has been prepared that is
applicable to the subject subdivision, then the amount
specified in that document.
2.
In the case where there is no specific contribution scheme
applicable to the subdivision, then all costs associated with
the design and construction of the upgrade will be met
directly by the subdivider. The Council may consider
accepting a contribution equal to the value of the design
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and construction of the upgrade plus a 5% administration
charge.
The provision of new roads in new subdivisions is a standard
condition of subdivision approval. However, additional conditions
shall be placed for specific improvements and upgrades and also
where a specific contribution scheme is applicable.
SUBDIVISIONS / DEVELOPMENTS WITHIN EXISTING BUILT UP AREAS
This section applies to subdivisions and developments within existing
built-up areas (i.e. infill subdivision, fronting an existing road network,
includes townsites).
No contribution is required unless:
1.
A specific contribution scheme has been prepared that is
applicable to the subject subdivision, and the amount
specified in that document shall be paid.
2.
The subdivision/development requires modifications to the
existing road network to accommodate increased traffic,
manoeuvres and road safety. All costs associated with the
design and construction of the upgrade will be met directly
by the subdivider. The Council may consider accepting a
contribution equal to the value of the design and
construction of the upgrade plus a 5% administration charge.
SUBDIVISIONS AND DEVELOPMENTS OUTSIDE OF BUILT-UP AREAS
This section applies to the subdivisions and developments outside of
built-up areas and not within townsites (i.e. rural areas). This section
also applies to semi-rural areas e.g. Dardanup West Structure Plan
Area, Pile Road Area, Wellington Mills Structure Plan Area.
Subdividers/developers of land outside of built-up areas are required
to contribute towards the future road upgrade of existing roads
required as a result of the cumulative effect of additional traffic
created through subdivision / development.
The need for a road upgrade on an existing road is based on the
understanding that an increase in properties (i.e. lots) will create the
need to upgrade existing roads to a higher standard. As each
subdivision/development adds to an increase in traffic volume, then
each property created must contribute proportionally to fund future
upgrades.
The standards to be adopted for rural road upgrades shall be in
accordance with the requirements stipulated in the Shire’s Road
Asset Management Plan. The following extract from the Road Asset
Management Plan is applicable to the development of this policy
and provides road width standards and traffic volume triggers for
upgrades:
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RURAL ROAD STANDARDS
5.5
4.5
6
DESIRED
SHOULDER
WIDTH (m)
MIN.
SHOULDER
WIDTH (m)
1000 + Bitumen
500 Bitumen
1000
250 - 500 Bitumen
100 - 250 Bitumen
20 - 50
Gravel
4.5
0 - 20
Gravel
4.5
50 – 100 Gravel
5.5
(VPD = Vehicles per day)
DESIRED
SEAL WIDTH
(m)
FORMATION
WIDTH
(m)
MIN. SEAL
WIDTH
(m)
MIN.
FORMATION
WIDTH
(m)
DESIRED
SURFACE
TYPE
TRAFFIC
VOLUME
(VPD)
All rural roads except long vehicle routes, tourist routes and semirural roads – the following table provides surface and width
standards for all roads within the Shire that are not designated as a
truck route (RAV 2 and 3) and/or tourist route:
7
8+
1.1
6.0
7.0
0.8
1.1
5.5
4.5
6.0
6.0
0.5
0
1.1
0.5
4.5
5.5
6.0
6.0
6.0
7.0
0
0.5
0.8
7
8+
1.1
MINIMUM
SHOULDER
WIDTH
(m)
DESIRED
SHOULDER
WIDTH
(m)
DESIRED SEAL
WIDTH
(m)
1000 + Bitumen
(VPD = Vehicles per day)
MIN.
SEAL WIDTH
(m)
0 - 250 Bitumen
250 - 500 Bitumen
500 - 1000 Bitumen
DESIRED
FORMATION
WIDTH
(m)
MIN.
FORMATION
WIDTH
(m)
SURFACE TYPE
TRAFFIC
VOLUME (VPD
Semi-Rural Roads – the following table provides minimum standards
for roads designated as a semi-rural roads:
0.5
1.1
1.1
The contribution required is determined as a charge for each
additional lot created. The charge is adopted annually by Council in
the Fees & Charges section of the Budget. The contribution amount
will be reviewed annually and adjusted using the Road and Bridge
Construction Index for Western Australian produced by the Australian
Bureau of Statistics. The contribution rate will commence as of the 1st
July of each financial year and will be fixed for duration of the
financial year.
For example, where a lot is subdivided into three (3) lots, a
contribution charge for two new lots would be required.
The contribution charge is based on 50% of the cost required to
upgrade a rural road to the next level of road standard per lot. The
remaining 50% of the cost will be funded from Council sources and is
in recognition that a portion of the traffic on a road is not directly
related to the subdivision.
Road upgrades will be carried out when traffic volumes require an
increase in road standard. Therefore the funds collected should be
sufficient to enable the upgrade of the road to the next standard as
depicted in the Road Asset Management Plan and theoretically
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could occur to the point where the road ultimately becomes part of
a built-up area.
Where a development will generate additional traffic volumes in
excess of ten (10) vehicles per day per lot and/or includes vehicle
types larger than Austroads Vehicle Classification System Class 2,
then a road upgrade shall be carried out as a condition of approval
to the satisfaction of the Shire of Dardanup. The upgrade required
shall meet the Shire standards for the increased traffic volume and
class. An estimate of traffic volume shall be determined by the Shire
of Dardanup or by an appropriately qualified consultant approved
by the Shire of Dardanup and at the cost of the applicant.
A condition requiring road upgrade shall be placed on all
subdivision/development approvals outside of built-up areas.
The standards to be adopted for the design and construction of the
road upgrade shall be in accordance with the requirements of the
Shire of Dardanup.
The contribution is to be calculated and invoiced at the time of
condition clearance application. All costs to be used are as at the
time of clearance application. The clearance of the condition shall
only be granted on full payment of the contribution amount due.
PROCESS
:
The requirements of this policy, relating to the provision of, or
contribution towards, roads is to be placed as a condition of
approval on all subdivision and development applications in both
built up areas and outside of built up areas.
The contribution required shall be in accordance with this policy at
the time of application for clearance of subdivision condition or final
approval of development conditions.
Clearance/approval of conditions relating to road upgrade
contribution shall only be granted on full payment of contribution
amount due.
HEAD OF POWER
:
Local Government Act 1995, Planning and Development Act 2005
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG29
DESCRIPTION
UNIFORM FENCING ABUTTING PUBLIC LAND AND STREET
LANDSCAPING WITHIN SUBDIVISIONS - MAINTENANCE
COUNCIL RESOLUTION
358/10
DATE
20/10/10
PREAMBLE:
:
There may be a requirement within subdivisions in the Shire of
Dardanup for the provision of uniform fencing which abuts public
land and also street landscaping.
If these areas are not satisfactorily maintained prior to Council
assuming control, expensive remediation may need to be
undertaken at Council’s expense
OBJECTIVE
:
To ensure that when Council assumes the maintenance role for
uniform fencing abutting public land, it is in a good clean order and
that street landscaping is adequately established.
POLICY
:
Any future requirement for the provision of uniform fencing abutting
public land and street landscaping within any subdivision in the Shire
of Dardanup shall be subject to being constructed and maintained
to the satisfaction of Council.
Maintenance is defined as being the developer’s responsibility to
ensure that for a for twenty four (24) month period from completion,
the fence is kept in a sound condition, free from graffiti and other
unsightly stains and that landscaping is maintained for twenty four
(24) months.
A maintenance bond of 2.5% of the cost of construction of the fence
will be required as a condition of this policy.
PROCESS
:
The requirements of this policy will be initiated where the condition of
subdivision require the provision of uniform fencing abutting public
land.
Council will not sign off to this particular condition unless the
developer agrees to comply with this policy and has lodged the
appropriate maintenance bond with Council.
HEAD OF POWER
:
Local Government Act 1995 Section 3.25.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG30
DESCRIPTION
WASTE MANAGEMENT POLICY
COUNCIL RESOLUTION
33/10
DATE
24/02/10
PREAMBLE:
:
The Shire of Dardanup has a duty of care under the Health Act to
facilitate the efficient and effective collection and disposal of
domestic waste within the prescribed areas of the Shire of
Dardanup.
This policy details the collection method and the services included in
the waste management program provided by the Shire of Dardanup
including the provision of waste and recycling containers, service
areas and alternative waste disposal options.
OBJECTIVE
:
To ensure that domestic waste is managed in a manner that
minimises the risk to public health.
The objective of this policy is to ensure properties within the
prescribed area are provided with an effective and timely waste
and recycling collection services.
The Policy also provides clarification of the level of service available
to areas outside of the prescribed areas.
POLICY
:
The Shire of Dardanup has prescribed areas listed in the Shire of
Dardanup Health Local Laws 2000, as being the townsites of
Burekup, Dardanup and Eaton and the smallholdings areas of
Copplestone and Padbury Fields.
Kerbside waste collection consists of a weekly kerbside collection
and a fortnightly recycling collection service using 240 Litre
containers.
URBAN AREAS
Residential properties with approved habitable dwellings within the
prescribed area are provided with a Compulsory Waste Collection
Service consisting of a single 240 Litre waste container and a single
240L recycling container.
NON-URBAN
SMALL HOLDINGS
Properties within the smallholding zoning of Padbury Fields and
Copplestone are within the prescribed area.
Habitable Dwellings within the prescribed areas are provided with a
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Compulsory Waste Collection Service consisting of a single 240 Litre
waste container and a single 240L Recycling container.
LIGHT INDUSTRIAL
A waste collection service may be offered to the light industry lots
bordered by Harris Road and Martin Pelusey Road, subject to
approval by Council and the service provider.
OPTIONAL
Rural properties that are not included in the prescribed area but are
located on the waste collection route used by the service providers
may be able to access the Waste Collection Service on an optional
basis.
The properties within these areas not charged the Rubbish Collection
Service Fee. If, however, the occupants request the kerbside waste
and recycling services and the service providers agree to provide
the service, the service may be approved and the appropriate fees
will be charged.
Council and or its service providers reserve the right to refuse an
optional service to any property not with in the Prescribed areas.
These conditions apply to rural and small holding areas. In specific
circumstance the optional service may apply to commercial
premises subject to approval of the service providers and Council.
NON-RESIDENTIAL AREAS – RURAL - SMALLHOLDINGS
Rural properties and smallholdings that are not included in the
prescribed area or within the waste collection service (optional)
areas are not charged the Rubbish (Compulsory Service) Fee.
The kerbside waste and recycling services are generally not
provided to these areas.
ADDITIONAL BIN SERVICE
Additional waste and recycling containers are available to
properties within the collection area on request. Additional services
will be charged at a rate equal to the rate as defined in the Shire of
Dardanup Fees and Charges – Rubbish Charge (Additional Service).
TIP PASSES
Tip Passes are available for purchase from the Shires administration
offices. The passes may be used for the disposal of Domestic Waste
and general household yard waste.
GREEN WASTE
Green Waste that does not contain any contamination (non-green
waste) may be disposed of at the Banksia Road Landfill subject to
the relevant fees and charges.
PROCESS
:
Waste Collection fees are charged per annum with the Council
Rates. These charges are subject review in accordance with the
relevant service contracts.
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Standard Waste and Recycling Fees to be reviewed and are subject
to change. Costs are to be listed in the Council’s annual Fees and
Charges.
HEAD OF POWER
:
Health Act 1911 , Shire of Dardanup Health Local Laws 2000
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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Chief Executive Officer
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DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG31
DESCRIPTION
OCCUPATIONAL SAFETY AND HEALTH POLICY
COUNCIL RESOLUTION
401/10
DATE
01/12/2010
PREAMBLE:
:
The Shire of Dardanup Occupational Safety and Health Policy was
adopted by Council to detail the principles that support the Shires
obligations and aims in developing, maintaining and regularly
updating the Occupational Safety and Health program.
OBJECTIVE
:
To provide a safe workplace and to ensure that the Shire discharge
their duties under relevant Occupational Safety and Health
legislation.
To provide a safe work place and design a safe system of work and
provide adequate training for all employees.
Employees are to maintain their work place and work in a safe
manner at all times
POLICY
:
It is the policy of the Shire of Dardanup to do everything practicable
to ensure that the Shire’s employees are not exposed to hazards. The
Shire will strive to provide all employees with workplace conditions
and job procedures, which seek to minimise the risk of injury and
illness to people and damage to property.
Key Principles
The Shire of Dardanup accepts that it has a duty of care towards
all staff and volunteers working with the Shire.
The Shire is committed to continuous improvement in
Occupational Safety and Health through strategic planning,
procedure implementation and reviewing performance with the
aim of limiting work-related injury and illness.
In fulfilling this commitment, the Shire will provide, where
reasonably practicable, a safe and healthy work environment as
required by using proven best practices complying with all
relevant legislation and standards together with the
Occupational Safety and Health and Committee and Safety
Representatives to consult with staff, Council in achieving a high
standard of safety.
The Shire of Dardanup’s OSH policy and procedures, apply to all
people, design, operations and maintenance of facilities and
equipment.
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All employees, contractors, volunteers and Councillors will
perform their jobs in accordance with established procedures,
and have a personal commitment to safety and loss prevention.
Occupational Safety and Health disputes shall be handled in
accordance with Council’s disputes resolution procedures.
Council and management will promote compliance with all
relevant legislation, and industry standards, in particular the
Occupational Safety and Health Act 1984 and Australian
Standard AS/NZS 4801:2001 – Occupational Safety and Health
Management Systems.
This policy will be pursued, achieved and maintained by:
Ensuring that management and supervisory personnel remain
aware of the Council's statutory obligations and take action as
necessary to achieve compliance.
Ensuring the consultative and cooperative participation of
management and the general workforce in Health and Safety
related activities;
Identifying and controlling physical and procedural hazards;
Conducting formal and informal training to improve the safety
related knowledge and skills of employees;
Ensuring plant and equipment is safe and suitable for the job, via
effective purchasing and maintenance systems;
Providing an effective system of incident investigation and
reporting;
Providing to employees the most appropriate type of personal
protective equipment as required for any Shire activity;
Conducting an effective Occupational Safety and Health
Committee process which will generate and support safe
working initiatives;
Maintaining a rehabilitation program, where appropriate, for any
employee who sustains a work related injury or illness, and
Ensuring that contractors employed and engaged by the Shire
comply with the Shire’s OSH standards, policies, procedures and
codes of conduct.
Application:
The responsibility for Occupational Safety and Health in the Shire of
Dardanup is as follows:
Council:

Provide adequate resources and funding to support risk
Authorised by
Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
management

Receive, review and endorse the Shire of Dardanup
Occupational Safety and Health Policy
Chief Executive Officer:




Implement and review the Shire Occupational Safety and
Health Manual
Ensure compliance with OSH legislation throughout the Shire’s
Directors:
lead Occupational Safety and Health Risk Management
strategies
Establish, maintain and evaluate the organisation's
Occupational Safety and Health Management Manual.
Safety Officer (OHS Coordinator):









Administer
the
Occupational
Safety
and
Health
management systems
Coordinate Occupational Health, Safety and Welfare
Committee and work group meetings
Coordinate employee safety representatives elections &
training
Coordinate health programs
Coordinate emergency response program
Induct staff, contractors, volunteers in OSH Policies and
Procedures
Coordinate safety compliance training programs
Ensure safety information is accurate and accessible to
stakeholders
Ensure the Occupational Safety and Health Manual is
reviewed at least every two years with regular updates made
as and when requires subject to endorsement by the HSW
Committee.
Safety Representatives:







Develop and review workplace safety plans in conjunction
with Department Directors
Implement and monitor organisation's OSH policies,
procedures and programs
Coordinate and consult with stakeholders on implementing
safety controls within the workplace
Conduct accident/incident investigations
Conduct safety inspections
Induct staff, contractors, volunteers in worksite hazards and
safety controls
Implement emergency response procedures
Employees:


Participate in safety training and development programs
Follow defined Occupational Safety Health policies &
procedures
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SHIRE OF DARDANUP – POLICY MANUAL

PROCESS
:
Identify hazards and assess Occupational Safety and Health
Risks
The Chief Executive Officer is responsible for the implementation and
monitoring of this policy.
The Manager Environment & Emergency is assigned the authority to
act as the Safety Coordinator and is responsible for initiating and
driving all Health and Safety strategies on behalf of the Chief
Executive Officer.
This policy is to be constantly reviewed and monitored by the HSW
Committee with a major reviewed every two years.
HEAD OF POWER
:
Occupational Safety and Health Act 1986.
This policy and the Occupational Safety and Health Manual will be
reviewed regularly in the light of legislation and Council changes.
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG32
DESCRIPTION
OCCUPATIONAL SAFETY AND HEALTH PROCEDURAL
MANUAL
COUNCIL RESOLUTION
403/10
DATE
01/12/2010
PREAMBLE:
:
The Shire of Dardanup Occupational Safety and Health Manual
provides and describes the processes and procedures relating to
Occupational Safety and Health within the Shire.
The Manual provides specific details on the administrative processes,
requirements, inspection
schedules
and
review
reporting
mechanisms that will ensure the Shire is compliant with the
Occupational Safety and Health Policy (O 10.1).
OBJECTIVE
:
To provide a process for the ongoing improvement of Health and
Safety issues at the Shire of Dardanup.
POLICY
:
The Shire of Dardanup Occupational Safety and Health Manual
provides details of administrative processes and procedures relating
to Occupational Safety and Health in the Shire of Dardanup.
The Manual provides information on processes, reporting
requirements, inspection schedules and review mechanisms. The
The Occupational Safety and Health Manual operates as the
working document that shall be reviewed at least every 2 years.
Specific sections of the Manual shall be updated and reviewed.
PROCESS
:
The Occupational Safety and Health Manual is a working document
and should be reviewed regularly with a full review every two years
as a minimum.
The Policy allows for amendments to be made to the Occupational
Safety and Health Manual as and when required.
HEAD OF POWER
:
Occupational Safety & Health Act 1984
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
Authorised by
Chief Executive Officer
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DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG33
DESCRIPTION
WORKPLACE BULLYING
COUNCIL RESOLUTION
02/05
DATE
25/01/2005
PREAMBLE:
:
The Shire of Dardanup has a duty under occupational safety and
health laws to protect workers from workplace bullying.
OBJECTIVE
:
To ensure that anti bullying strategies are in place with an aim to
eliminate workplace bullying.
POLICY
:
The Shire of Dardanup considers workplace bullying unacceptable
and will not tolerate it under any circumstances.
Workplace bullying is behaviour that harms, intimidates, offends,
degrades or humiliates an employee, possibly in front of other
employees, clients or customers.
Workplace bullying may cause the loss of trained and talented
employees, reduce productivity and morale and create legal risks.
Shire of Dardanup believes all employees should be able to work in
an environment free of bullying. Directors and supervisors must
ensure employees are not bullied.
Shire of Dardanup has grievance and investigation procedures to
deal with workplace bullying. Any reports of workplace bullying will
be treated seriously and investigated promptly, confidentially and
impartially.
Shire of Dardanup encourages all employees to report workplace
bullying in accordance with the Commission for Occupational Safety
& Health Guidelines.
Directors and supervisors must ensure
employees who make complaints, or witnesses, are not victimised.
Disciplinary action will be taken against anyone who bullies a coemployee. Discipline may involve a warning, transfer, counselling,
demotion or dismissal, depending on the circumstances.
The contact persons for bullying at this workplace are
Equity/Contact Officers Mr Neil Nicholson, Mrs Cathy Lee, Mr Ben
Jordan and Mrs Sue Rebello.
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PROCESS
:
The Shire of Dardanup is to identify hazards in the workplace and
assess and control risks associated with those hazards. Reducing the
risk of exposure to workplace bullying by providing safe and healthy
systems of work with adequate information, instruction, training and
supervision for employees.
Each employee to be supplied with a copy of the Commission for
Occupational Safety and Health Guide for Workers “Dealing with
Bullying at Work”.
HEAD OF POWER
:
Occupational Safety and Health Act 1984
Shire of Dardanup - Equal Opportunity and Diversity Plan
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
(Appendix: ENG33)
Commission for Occupational Safety and Health Guide for Workers “Dealing with Bullying at
Work”. (Policy Manual Appendix: ENG33)
http://www.docep.wa.gov.au/worksafe/PDF/Guidance_notes/Dealing_with%
20bullying_english.pdf
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DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG34
DESCRIPTION
NAMING OF PARKS AND RESERVES
COUNCIL RESOLUTION
232/98
DATE
27/02/1998
PREAMBLE:
:
Because the naming of parks and reserves is a complicated process
and in some instances Ministerial approval is required, a detailed
policy and guidelines were established.
OBJECTIVE
:
The naming of Parks and Reserves in accordance with defined
guidelines.
POLICY
:
i)
Requests for Naming Parks and Reserves are to be presented
to Council;
ii)
Council on agreeing to consider naming of Parks and
Reserves to give local public notice of the proposed name
and location of the reserve;
iii)
Information substantiating the name is to be provided by the
applicant and is to be available for public inspection;
iv)
Public suggestion for different names to that advertised to be
substantiated with evidence of historical significance;
v)
Council to consider all submissions;
vi)
Name chosen and supporting information to be forwarded to
Geographic Names Committee as per the guidelines;
vii)
Guidelines to be appended to the Policy Manual for public
inspection.
PROCESS
:
GUIDING PRINCIPLES OF NOMENCLATURE
•
Names established
unchanged.
•
Names in public use shall have primary consideration.
•
Name duplication and dual naming should be avoided.
•
Names of living persons should be used only in exceptional
circumstances.
•
Names characterised as follows are to be avoided where
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by
statutory
authority
are
accepted
SHIRE OF DARDANUP – POLICY MANUAL
possible incongruous; Christian and surname combinations;
qualified names; double names; corrupted, unduly cumbersome,
obscene,
derogatory
or
discriminating
names;
and,
commercialised names.
•
The preferred sources of names are:descriptive names appropriate to the features; pioneers; war
casualties and historical events connected with the area;
and, names from Aboriginal languages currently or formerly
identified with the general area.
•
Generic terms must be appropriate to the features described.
•
New names proposed must be accompanied by exact
information regarding location, feature identification, origin, or, if
alteration is proposed, by a rationale.
•
The use of the genitive apostrophe is to be avoided
Butcher’s).
•
Hyphenated words in place names shall only be used where
these have been adopted in local usage.
(e.g.
GEOGRAPHIC NAMES COMMITTEE
GUIDELINES FOR THE NAMING OF PARKS AND RESERVES
General Guidelines
1)
Priority will be given to the naming of parks and reserves after
an adjacent street or feature to maximise the identification of
that park or reserve with an area.
2)
Names that commemorate or may be construed to
commemorate living persons will not be considered for parks
or reserves over 1ha.
3)
Proposals to name parks or reserves should include evidence
of community support for the name. This support can be
ascertained by some of the following:
•
•
•
•
•
4)
advertising proposals to name parks and reserves
in local papers, inviting comments.
advertising proposals to name parks and reserves
in local libraries.
erection of signs on the park or reserve, advising
of the proposed name.
advising residents in the area surrounding the park
or reserve of the proposed name in writing.
advising local progress associations of proposed
names and requesting their comments.
For personal names, the person being honoured by the
naming should have either had a direct long term
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association with the area, or have made a significant
contribution to the area of the park or reserve, or the State.
Association or contribution can include:•
•
•
5)
two or more terms of office on a local
government Council.
20 or more years association with a local
community group, such as Scouts, Apex, Rotary,
School P&C, etc.
action by an individual to protect, restore,
enhance, or maintain an area that produces
substantial long term improvements for the
community or area.
Service to the community or organisation must have been
voluntary. Given names may be included as part of the
naming proposal, and given and surname combinations are
acceptable. Death, and former ownership of land are not
acceptable reasons for proposing a name, unless previous
criteria apply.
Naming of Parks and Reserves under 1ha
1)
The approval of the Minister for Lands is not required, but the
Department of Land Administration must be advised of all
names assigned.
2)
The names of living persons are acceptable except for those
persons holding any form of public office.
3)
The general guidelines listed above shall apply for the
naming of such parks and reserves.
Naming of Ovals, Pavilions, etc
1)
Components of reserves (e.g. pavilions, ovals, gardens, etc)
may be named in honour of still living community members
who have contributed towards the establishment of the
particular feature or towards the community in general.
2)
The approval of the Minister for Lands is not required for such
names when the park or reserve has already been named as
a whole. The Department of Land Administration should be
informed of the name if it is to be included on maps.
Renaming of Parks and Reserves
1)
Names chosen for parks and reserves are expected to be
permanent, and renaming is discouraged. If renaming is
proposed because of some exceptional circumstances, the
general guidelines will apply.
2)
Evidence of substantial community support for a change of
name must be provided.
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Advice to Department of Land Administration
All naming proposals for parks and reserves shall include:1)
2)
3)
4)
A map showing the location of the park or reserve.
The reason for the choice of name.
For personal names: biographical details, including dates of
birth and death (if relevant), length and years of service or
association.
Proof of community support, including evidence of
consultation.
Advice of names assigned to parks and reserves under 1ha should
also include the above details in order that these names can be
included on maps and in the names database.
HEAD OF POWER
:
Land Administration Act, Geographic Names Committee and Shire
of Dardanup
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG35
DESCRIPTION
ROADSIDE BURNING – RURAL AREAS
COUNCIL RESOLUTION
410/03
DATE
22/02/1995 – Amended 15/05/98
PREAMBLE:
:
Council recognises the concerns of rural property owners regarding
potential fire hazards on some roadsides and the following
procedures and guidelines are adopted as policy:
OBJECTIVE
:
To reduce the risk of fire.
POLICY
:
Fire Control Officers are authorised to act on Council’s behalf in
arranging for the burning of dry grass and material from sections of
roadsides, for the purpose of removing fire hazards, subject to:
PROCESS
:
i)
The adjoining property owner(s) supports the burn and
accepts responsibility for protection of his/her fencing;
ii)
Burning is carried out or directly supervised by members of a
registered Bushfire Brigade of the Shire;
iii)
Brigades are given instructions to only burn by way of a Fire
Permit, issued with or without conditions as are considered
appropriate by the issuing Fire Control Officer for each
section of roadside;
iv)
All reasonable precautions are taken to protect flora and
fauna during the course of roadside burning (pest plants and
wild weeds excluded).
v)
Warning signs must be displayed on the road at either end of
each burn in accordance with Australian Standards on Traffic
Management.
vi)
Council is to coordinate the placing and removal of traffic
warning signs.
Landowners requiring their road verge to be burned are to apply to
their local Bush Fire Brigade Fire Control Officer.
The FCO is to coordinate the burning proposed by confirming that all
adjoining neighbours have been contacted, and that they support
the burn and accept responsibility for their fences
The FCO is to contact the Director Engineering Services of the Shire
of Dardanup to arrange signage.
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HEAD OF POWER
:
Bush Fires Act 1954 25
Occupational Health & Safety
Road Traffic Act 1974
DATE REVIEWED
:
Ordinary Meeting of Council held – 10/05/2012
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DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG36
DESCRIPTION
ASSET MANAGEMENT
COUNCIL RESOLUTION
106/13
DATE
17/04/2013
PREAMBLE:
:
Asset Management is defined as:
The systematic and coordinated activities and practices of an
Organisation to optimally and sustainably deliver on its objectives
through the cost-effective lifecycle management of its assets.
Source: International Infrastructure Management Manual ( V4.0 - 2011 )
An asset, with respect to Local Government, is defined as a tangible
physical item that is required to deliver services essential for the
normal and proper functioning of a community.
The Shire has a varied portfolio of assets under its control. The
Department of Local Government (WA) defines these assets as
follows:
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Source: Asset Management – Framework and Guidelines
Department of Local Government (WA) – May 2011
The Shire of Dardanup directorates responsible for the management
of each Asset Class are defined below:
Asset Class
Land
Buildings
Infrastructure
Plant and Equipment
Information Technology
Other Assets
Directorate Responsible
Engineering Services
Engineering Services
Engineering Services
Engineering Services
Corporate Services
Corporate Services
Engineering Services
This Asset Management Policy forms part of the Integrated Planning
process that has been adopted by the Shire of Dardanup, linking
into the Shire’s Strategic Community Plan, Corporate Business Plan
and Strategic Financial Plan as shown below.
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SHIRE OF DARDANUP – POLICY MANUAL
Source: Asset Management – Framework and Guidelines
Department of Local Government (WA) – May 2011
OBJECTIVE
POLICY
:
:
This policy aims to:
•
Outline asset management objectives, targets and plans for the
assets managed by the Shire of Dardanup;
•
Establish a platform for service delivery associated with those
assets;
•
Provide the framework that enables the Asset Management
Strategy and Plans to be produced; and
•
Support a ‘whole of life’ and ‘whole of organisation’ approach
to asset management.
Council will ensure that its asset management practices and
decisions:
•
Provide effective and efficient management of assets owned
and/or managed by the Shire of Dardanup;
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PROCESS
:
•
Provide transparency in the decision making processes
undertaken with respect to the management of assets;
•
Comply with the requirements and intent of relevant legislation;
•
Are consistent with Council’s strategic, corporate and financial
directions; and
•
Suited to the current and future community need and capacity.
Asset Management will be delivered in the Shire of Dardanup by
Shire Officers following the procedures and guidelines outlined in the
Asset Management Strategy and in the Asset Management Plans
that have been developed for each Asset Class.
In the development of Asset Management documentation for use
by the Shire of Dardanup, Shire Officers shall use the guiding
principles outlined in the following documents:
•
Asset Management – Framework and Guidelines
Department of Local Government ( WA ) – May 2011
•
International Infrastructure Management Manual
Institution of Public Works Engineers, Australia (IPWEA) V4.0 - 2011
•
Risk Management – Principles and Guidelines
AS/NZS ISO 31000:2009
•
Quality Management Systems (AS/NZS ISO 9001:2008)
Shire Officers shall ensure that the following areas are considered in
the preparation of Asset Management documentation:
•
•
•
•
Public Safety
Sustainability
Governance
Financial Management
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•
•
•
•
Stakeholder Consultation
Quality Management
Risk Management
Industry Best Practice
SHIRE OF DARDANUP – POLICY MANUAL
Asset Management documents will be “living documents” to be
reviewed on a regular basis. This will ensure that the management of
assets within the Shire remains current, relevant and in line with
industry best practice.
A schedule for the review of these documents is outlined below:
Document
Asset Management Policy
Asset Management Strategy
Asset Management Plans
Program of Works and Long-Term Financial Plan
Review
Every 3 years
Every 2 years
Every 1 year
Every 1 year
The International Infrastructure Management Manual (2011)
describes a process for determining the “Maturity Level” of an
organisation with respect to Asset Management. On a bi-annual
basis, the Shire of Dardanup shall determine its “Asset Management
Maturity Index” and report this in its Annual Report. The aim, to
ensure the Shire is moving forwards with respect to Asset
Management, management practices.
HEAD OF POWER
:
Local Government Act 1995
DATE REVIEWED
:
17/04/2013
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Chief Executive Officer
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SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG37
DESCRIPTION
DRAFT DIRECTIONAL SIGNAGE POLICY FOR FIXED SIGNS
WITHIN ROAD RESERVES
COUNCIL RESOLUTION
???/14
DATE
NOT ADOPTED YET
PREAMBLE:
:
This policy has been developed to provide guidance in the approval
of directional signage within the Shire and for the implementation of
the Ferguson Valley brand to signage within the Shire.
This policy applies to fixed signs within road reserves for the purpose
of directing traffic to:
•
Community facilities and services;
•
Tourist attractions and destinations; and
•
Tourism related businesses.
The policy sets guidelines for various types of signage to ensure there
is a well defined and consistent approach to signage in the Shire.
The policy aims to reduce the proliferation of signs at many
intersections, thus addressing safety concerns, and to provide a user
friendly system of signage.
This policy relates to fixed signs within road reserves under the care,
control and management of the Shire of Dardanup.
It is noted that the Shire of Dardanup has been authorised by the
Commissioner of Main Roads to carry out non-regulatory signing
works along local roads.
OBJECTIVE
:
To provide the travelling public (including visitors and tourists) with
clear and uniform roadside information that gives directions to
recognised community facilities and services, tourist attractions and
tourism businesses, while minimising the number of signs and
avoiding direct advertising.
To gain an appreciation and recognition of Ferguson Valley as a
tourism region of the South West and to promote the Ferguson Valley
brand.
POLICY
:
Council delegates its authority to the Chief Executive Officer to
approve the erection of any directional signage within any local
authority road reserve in the Shire of Dardanup as per the following
criteria.
It is noted that businesses do not have an automatic right to
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SHIRE OF DARDANUP – POLICY MANUAL
directional signage and must address the eligibility criteria to be
considered.
Eligibility Criteria
1. To be eligible for consideration for a directional sign, the
community facility or service, tourist attraction or tourist service
facility must:

Be approved by the Shire of Dardanup for the use as
indicated on the proposed sign;

Be of sufficient interest and importance to the travelling
public, as determined by the Shire of Dardanup, with
consideration given to the WA Tourism Commission and Main
Roads WA guidelines. The Shire of Dardanup will seek the
guidance of the Ferguson Valley Marketing & Promotions
Inc.# regarding tourism related businesses.

Where the sign is tourism related, meet a majority of the WA
Tourism Commission criteria. It should be noted that the WA
Tourism Commission criteria shall be used as a guide;
however, the requirements may be varied to suit local needs.
(# The Ferguson Valley Marketing & Promotions Inc. is an organisation that
was created at the request of Dardanup Shire Council to encourage
business operators within the Shire to take ownership of the promotion of the
Shire and their businesses independent of Council.)
2.
Community facilities and services that may be approved for
directional signage may include, but not limited to:
•
Post offices;
•
Emergency service facilities (eg. Police Stations etc);
•
Public health emergency facilities (eg. Hospital, medical
centre);
•
Public toilets;
•
Community centres;
•
Significant public educational facilities (eg. Library, schools);
•
Significant public cultural facilities (eg. Gallery, Museum);
•
Significant heritage places/buildings;
•
Places of public worship;
•
Public transport facilities (eg. Train or Bus Stations);
•
Information centres and tourist bureaus;
•
Government services;
•
Shopping centres;
•
Boat ramps;
•
Heavy combination vehicle generators, eg. Mine sites, sale
yards, public weighbridge;
•
Waste disposal facilities;
•
Industrial areas/precincts; and
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•
Other sites that are considered to be in the public’s interest.
3. Tourism related businesses that may be approved for directional
signage may include, but not limited to:
•
Wineries
•
Breweries
•
Accommodation
•
Galleries
•
Cafes
•
Other business operated attractions
4. The Ferguson Valley Marketing & Promotions Inc will be consulted
in regards to the eligibility of individual tourism related businesses.
Ferguson Valley Marketing & Promotions Inc will carry out an
assessment based on WA Tourism Commission guidelines, the
location of the business, exposure of the business and other
factors and provide advice to the Shire of Dardanup CEO in
regards to the eligibility of the business.
The Ferguson Valley Marketing & Promotions Inc shall ensure that
it has a documented eligibility assessment process and checklist
to ensure a consistent and transparent approach. The
documented eligibility assessment process and checklist shall be
approved by the Shire CEO prior to implementation.
The CEO will determine the tourism related business eligibility for a
directional sign taking into consideration the advice provided by
Ferguson Valley Marketing & Promotions Inc.
Sign Styles and Configurations
Signs are to meet AS1742 Parts 5 & 6, AS1744 and Main Roads WA
(MRWA) guidelines as to size, colour, lettering, national and
international symbols, fixing and installation.
Individual business names or complex names will not be considered
as appropriate wording for community facility or service signs.
Individual business names are permitted on tourism related business
signs.
The following exceptions to the standards and guidelines applies to
directional signage on local authority roads within the Shire of
Dardanup:
Major Intersection Signs
1. A major intersection consists of distributor roads only and no local
access roads (refer to the Shire of Dardanup Road Hierarchy
Map).
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2. Sign stacks shall be used at major intersections.
3. Stacks shall consist of the Ferguson Valley brand generally at the
top of the stack.
4. The following layout shall apply to major intersections:
Location A:
• On the approach to an intersection on a terminating road.
• Tourist related business signs to be placed on this sign only.
• Sample:
(Note: The design of the Ferguson Valley brand section of sign
may vary to that shown here)
Location B:
• At the intersection on a terminating road.
• Destinations and service signs to be placed on this sign only.
No tourist related business signs.
• Sample:
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Location C:
• On the approach to an intersection on a through road.
• Destinations, service and tourist related business signs to be
placed on this sign.
• Sample:
Location D:
• This sign is a reassurance sign and serves the purpose of
advising the motorist of the destinations on the current route.
• Located following an intersection on a through road.
• Destinations, service and tourist related business signs to be
placed on this sign.
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• Road name is not required.
• Sample:
Locations E and F:
• These signs are similar to signs at locations C and D
respectively.
Location G:
• Opposite an intersecting road.
• This consists of a road name sign only.
• Sample:
5. The total number of directional signs, excluding the Ferguson
Valley brand and road name, shall not exceed eight (8) on a
stack.
When the number of tourism related business signs exceed eight,
individual signs may be replaced by a generic symbolic sign
indicating the nature of the attraction(s) or through the
installation of extra stack signs prior to the intersection.
6. The positioning of signs on site shall be determined by the Shire of
Dardanup.
Minor Intersection Signs
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SHIRE OF DARDANUP – POLICY MANUAL
1. A minor intersection consists of a local access road intersecting
with a distributor road or another local access road (refer to the
Shire of Dardanup Road Hierarchy Map).
2. Signs at these intersections will consist of the road name and
tourist related businesses and service signs.
3. These sign will not include the Ferguson Valley brand.
4. Sample:
Advanced Location Warning Signs
1. Advanced location warning signs may be used where
attractions are located on distributor roads and are not clearly
visible. Location warning signs are to be placed in advance of
the attraction to warn motorists of the approaching access. In
these cases, a tag stating either “200m on Left” or “200m on
Right” shall be added to the location sign. The following generic
template is to be used:
Temporary Signage
1. There is to be no use of temporary signage (ie. A-frame or Banner
signage) within the road reserve without prior approval.
2. Temporary signs are recommended for use to indicate whether a
site is open or closed to the public. Drop-down tags or suitably
sized and placed A-frame type temporary signs may be used
subject to approval.
3. Approval may be given at the discretion of the Shire CEO for the
use of temporary signage for one-off or non-regular community
events or festivals. All temporary signage requests shall be
assessed in accordance with Shire Policy Eng... Directional
Signage Policy for Public Events and Activities – Temporary Signs
Within Road Reserves.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
4. If unauthorised signage is found within the road reserve the Shire
has the authority to remove and dispose of the sign immediately,
advising the beneficiary of the sign of this action.
Standard Conditions
1.
Prior to any new sign(s) being installed, all unauthorised
temporary and/or permanent signs, including those that do not
conform to this policy, within any road reserve relating to the
attraction or facility are to be removed at the applicant’s
expense.
2.
The number of sign locations allowed per tourism related
business shall be restricted as follows:
Criteria
Meets WA Tourism
Commission
Guidelines
Does Not Meet WA
Tourism
Commission
Guidelines
Possible Directional Sign Locations To
Be Considered
All intersections within 10 km travel
distance to the destination entry
gate
All intersections within 3 km travel
distance to the destination entry
gate
Sign locations within the specified travel distances are subject
to the conditions outlined in this policy document and are
therefore do not have automatic approval for any or all
locations within the specified distance.
3.
All business signs are to be supplied and installed by the Shire at
the cost of the applicant.
4.
The responsibility for costs associated with the maintenance of
tourism
related
business
directional
signs,
including
replacement if the sign(s) is damaged beyond practical repair
(by accident, vandalism or any other cause) or is stolen shall be
at the cost of the applicant. All and any maintenance of signs
and sign structures is strictly to be carried out only by MRWA,
Council or their respective contractors.
5.
MRWA and/or Council have the authority to remove the sign(s)
if the attraction or facility is closed down or if the nature of the
attraction or facility changes. Where a sign is removed by the
Shire, it will be disposed of by the Shire.
6.
Signs are not to be modified in any way without the prior written
approval of MRWA or Council.
Fees and Charges
1.
The Shire will adopt fees and charges for tourism related
business directional signs for the following:
•
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Supply and installation of standalone directional signs.
SHIRE OF DARDANUP – POLICY MANUAL
2.
PROCESS
:
•
Supply and installation of directional signs on a stack
sign.
•
Supply and installation of advanced location warning
sign.
•
Annual fee for directional signs.
•
Other fees if deemed necessary.
Failure of a business to pay the annual fee will result in the
removal of all directional signs to that business.
New Directional Signs:
The signage is to be in accordance with the Policy and installation
will take place after formal written approval from the Chief Executive
Officer.
1. All business owners (or their agents) requesting the erection of
any directional signage must complete and lodge an
“Application for Directional Signage” form.
2. If the application is for a tourism related business, the
application will be forwarded to the Ferguson Valley
Marketing & Promotions Inc for consideration and advice on
eligibility. The Ferguson Valley Marketing & Promotions Inc. will
also provide advice as to which tourism businesses are to be
included in a stack where the number of businesses is greater
than five.
3. The Director Engineering Services is to assess the application
against the policy. Signs and sign locations are to be
assessed based on the policy as well as safety standards,
visibility, legibility and aesthetics. Comments and advice from
Ferguson Valley Marketing & Promotions Inc. will be
considered in the assessment where the sign is for a tourismrelated business.
4. The applicant will then be advised on whether the
application has been approved, approved subject to
conditions or not approved.
5. If the application is approved, and the applicant is
responsible for the cost of the sign(s), the applicant will be
issued with an invoice for payment in accordance with the
Shire’s ‘Schedule of Fees and Charges’. Upon receipt of
payment the sign(s) will be purchased and installed as per
the approval, by Council Staff or its contractors.
6. Approved signs will then be registered in a ‘Directional Sign
Register’, maintained by the Engineering Services
Directorate.
Collection of Fees:
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
1. Following the adoption of the annual budget, a tax invoice
will be sent to each tourism related business which has
directional signage for payment of the annual fee.
2. Payment shall be made in accordance with the Shire’s
standard payment terms and conditions.
3. Failure of a business to pay the annual fee will result in the
removal of all directional signs to that business.
Annual Review:
1. The Directional Sign Register will be sent to the Ferguson
Valley Marketing Promotions Inc for validation of tourism
related business directional signs on an annual basis. This is to
be carried out by June each year in preparation for the new
financial year.
Disputes may be referred to the Director Engineering Services for a
resolution in the first instance, with appeal rights to Council.
In the case of applications involving signs along Main Roads
controlled roads, Council will forward the application to MRWA for
approval.
HEAD OF POWER
:
Local Government Act 1995, AS1742.5 1997, AS1742.6 2004
DATE REVIEWED
:
Ordinary Meeting of Council held - ##/##/##
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
DEPARTMENT
ENGINEERING SERVICES DIRECTORATE
POLICY REFERENCE
ENG38
DESCRIPTION
DRAFT DIRECTIONAL SIGNAGE POLICY FOR PUBLIC
EVENTS AND ACTIVITIES – TEMPORARY SIGNS WITHIN
ROAD RESERVES
COUNCIL RESOLUTION
???/14
DATE
NOT ADOPTED YET
PREAMBLE:
:
This policy has been developed to provide guidance in the approval
of temporary directional signs relating to one-off or non-regular
community events and activities. This policy relates to signage of a
short term nature that provides the location and/or direction to the
event or activity site.
OBJECTIVE
:
This policy sets the guidelines for the use of temporary directional
signs for one-off events and activities that may generate high traffic
volumes on side roads and areas away from the central business
district.
It is the intent that all temporary directional signage is of a suitable
type and is safely located within road reserves, so they are easily
identified, located and understood, without compromising the safety
of motorists and pedestrians.
Road signage is provided for guidance to the motorist and to
facilitate safe, efficient and orderly travel. It is not to be provided for
promotional or advertising purposes for individual businesses.
POLICY
:
Council delegates its authority to the Chief Executive Officer to
approve the placement of any temporary directional signs within
any local authority road reserve in the Shire of Dardanup in
accordance with the following:
Approval Criteria
1.
The sign should not add to visual clutter at the proposed
location.
2.
The sign should be suitably sized and located within the road
reserve, so that:
a)
b)
c)
d)
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
It does not block motorist or pedestrian (including
disabled) visibility of the road, pathway or traffic;
It does not affect the visibility of traffic signs and
devices;
It does not impede on pedestrian access, including
disabled access.
It does not impede on private property or affect a
property in anyway;
SHIRE OF DARDANUP – POLICY MANUAL
e)
f)
It does not impede, affect or damage the road and its
associated infrastructure; and
It will not damage landscaping and streetscaping.
3.
Signs should be of a temporary nature that can be easily
installed and removed.
4.
Signs should be securely fixed to ensure that they do not
become dislodged and move.
5.
Signs must be static in nature i.e. no spinning, rotating or
moving parts.
6.
Signs must not be illuminated.
7.
Activities that may be considered for temporary signage, but
not limited to these, include:
•
•
•
•
•
8.
Real estate for sale;
Home opens;
Garage sales;
Community events; and
Other activities that are considered to be in the public’s
interest.
The following table provides details on the number, duration
and approval requirements for temporary signage:
Activity
No. of Signs
Allowed
Duration
allowed
Real estate
for sale (at
property)
Maximum three
(3) per property.
Signs to be
placed adjacent
to property
boundary.
To be determined
by Shire staff
based on details
provided.
Unlimited. Signs to
be placed along
route between
home and
nearest arterial
route.
Unlimited. Signs to
be placed along
route between
home and
nearest arterial
route.
unlimited
Real estate
for sale
(away from
property)
Home open
Garage sale
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
Approval
Application
Requirement
No approval
required.
Compliance
with policy only.
unlimited
Approval
required.
Up to five
(5) days.
No approval
required.
Compliance
with policy only.
One (1) day
(Garage
sale day).
No approval
required.
Compliance
with policy only.
SHIRE OF DARDANUP – POLICY MANUAL
Activity
No. of Signs
Allowed
Duration
allowed
Events
To be determined
by Shire staff
based on details
of the event.
To be determined
by Shire staff
based on details
of the activity.
Up to thirty
(30) days
prior to the
event.
To be
determined
by Shire staff
based on
details of
the activity.
Other
activities
Approval
Application
Requirement
Approval
required.
Approval
required.
Standard Conditions
1.
The sign(s) are to be supplied and installed by the person or
representative of the person organising the activity. The Shire
may require a Shire Officer to be present during the installation
of the temporary sign.
2.
Signs are to be in good order and condition to the satisfaction
of MRWA and Council and to be appropriately worded.
3.
MRWA and/or Council have the authority to remove the sign(s)
if:
a)
The activity is cancelled or if the nature of the attraction
or facility changes;
b)
The sign(s) of a type requiring approval have been
installed without approval;
c)
The signs are not in accordance with the approval
given or not in accordance with the requirements of
this policy.
d)
The sign poses a risk to public safety.
e)
The sign content is inappropriate and/or offensive.
f)
The activity has finished and the signs have been left
out beyond the allowed duration – refer to the table in
Point 8 of the Approval Criteria for allowed durations.
4.
Where a sign has been approved, it is not to be modified in
any way without the prior written approval of MRWA and/or
Council.
5.
Where a sign is a type that requires approval, all requests for
permission to have directional signs installed are to be
submitted in writing to Council using the “Application for
Directional Signage” form.
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
PROCESS
:
Temporary directional signage is to be in accordance with this
Policy. Where the policy requires a sign to be approved, the
installation will take place only after formal written approval from the
Chief Executive Officer.
Where the policy requires a sign to be approved, the following
process applies:
1.
All business owners (or their agents) and activity organisers
requesting the placement of any temporary directional
signage must complete and lodge an “Application for
Directional Signage” form.
2.
The Director Engineering Services is to assess the application
against the listed criteria. Signs and sign locations are to be
approved based on safety standards, visibility, legibility and
aesthetics. The application may be amended as necessary
for compliance. The applicant will then be advised on
whether the application has been approved, approved
subject to conditions or not approved.
3.
Approved signs will be registered in a ‘Directional Sign
Register’, maintained by the Engineering Services
Directorate.
All fees and charges are to be listed in the Council’s ‘Schedule of
Fees and Charges’.
Disputes may be referred to the Director Engineering Services for
resolution in the first instance, with appeal rights to Council.
In the case of applications involving signs along Main Roads
controlled roads, Council will forward the application to MRWA for a
decision.
HEAD OF POWER
:
Local Government Act 1995
Australian Standards, AS1742.5 – 1997 and AS1742.6 – 2004
DATE REVIEWED
:
Ordinary Meeting of Council held - ##/##/20##
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
SHIRE OF DARDANUP – POLICY MANUAL
OLD POLICY NUMBER REFERENCE –
PRIOR TO MAY 2012 POLICIES WERE NUMBERED AS FOLLOWS:
POLICY
REFERENCE
DESCRIPTION
C 1.1
PRIVATE BUS SHELTERS
ENG1
C 1.2
DOG CONTROL – PROSECUTION
DEV15
C 1.3
EQUIPMENT FOR FIRE SUPPRESSION
DEV1
C 1.4
REQUIREMENTS FOR FIRE TRAINING
DEV2
C 1.5
REFRESHMENTS
EXEC1
C 1.6
LIQUOR LICENCE APPROVALS
DEV3
C 1.7
ANNUAL LEAVE
EXEC2
C 1.8
BICYCLE CLUB EVENTS
ENG2
C 1.9
PURCHASED
LEAVE
ARRANGEMENT
C 1.10
COMMON SEAL – AFFIXING OF
EXEC4
C 1.11
PASSING OF EX SHIRE COUNCILLORS
EXEC5
C 1.12
REGIONAL COOPERATION
EXEC6
C 1.15
HONORARY SHIRE FREEMAN STATUS
EXEC7
C 1.16
DEFENCE RESERVIST LEAVE
EXEC8
C 1.17
COST SHIFTING ASSESSMENT
EXEC9
A 2.1
ACTING CHIEF EXECUTIVE OFFICER
EXEC10
A 2.2
USE OF CLOSED CIRCUIT TELEVISION (CCTV)
CORP1
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
–
DEFERRED
SALARY
EXEC3
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
A 2.3
FIREBREAKS – ROAD VERGE MAINTENANCE
A 2.4
FIREBREAKS – ENFORCEMENT
A 2.5
FIREBREAKS – PENALTY
A 2.6
ROADSIDE BURNING – RURAL AREAS
A 2.7
PROVISION OF FOOD/REFRESHMENTS AT FIRE SCENES
DEV8
A 2.8
TWO WAY RADIOS
ENG3
A 2.9
PRIVATE USE OF MOTOR
COMPLIANCE OFFICERS
A 2.10
PROVISION OF MOTOR VEHICLES - COMPLIANCE
OFFICER
EXEC12
A 2.11
PRIVATE USE OF COUNCIL’S MOTOR VEHICLE BY THE
CHIEF EXECUTIVE OFFICER
EXEC13
A 2.12
PRIVATE MOTOR
MANAGERS
EXEC14
A 2.13
USE OF POOL VEHICLE
EXEC15
A 2.14
STAFF UNIFORMS
EXEC16
A 2.15
TRAVEL EXPENSES
EXEC17
A 2.16
STAFF TRAINING TRAVEL COSTS
EXEC18
A 2.17
VOLUNTARY WORKS/TASKS –EQUIPMENT
EXEC19
A 2.18
COUNCIL CHAMBER TABLE, CHAIRS AND DESK
EXEC20
A 2.19
CASUAL HIRERS LIABILITY COVER
EXEC21
A 2.20
COMMERCIAL USE OF HALLS
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
DELETED
DEV6
DELETED
ENG35
VEHICLES
VEHICLE
USE
–
–
PRINCIPAL
DIRECTORS
&
EXEC11
ENG4
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
A 2.21
DARDANUP HALL HIRE BY DARDANUP SCHOOLS
A 2.22
INFORMATION TECHNOLOGY MANAGEMENT
CORP2
A 2.23
INTERNET AND OTHER EXTERNAL COMMUNICATION
TECHNOLOGY USAGE
DELETED
A 2.24
LONG SERVICE LEAVE
EXEC22
A 2.25
TOURISM POLICY
EXEC23
A 2.26
YOUTH POLICY
A 2.27
EATON RECREATION CENTRE EMPLOYEE FINANCIAL
INCENTIVE SCHEME
CORP4
A 2.28
ELECTRONIC MAIL AND INTERNET USAGE.
CORP5
A 2.29
LEGAL REPRESENTATION - COSTS INDEMNIFICATION
EXEC24
A 2.30
STAFF SEEKING SECONDARY EMPLOYMENT
EXEC25
A 2.31
RECORDS MANAGEMENT
CORP6
F 3.1
DARDANUP PRE-SCHOOL – EXPENSES
DELETED
F 3.2
SUNDRY DEBTORS – RECOVERY PROCEDURES
CORP7
F 3.3
DONATIONS AND GRANTS
DEV10
F 3.4
PHONE RENTAL COSTS – SHIRE BUSHFIRE TRAINING COORDINATOR
DEV11
F 3.5
PAYMENT OF ACCOUNTS
CORP8
F 3.6
PROCUREMENT POLICY
CORP9
F 3.7
HALL COMMITTEE LEVIES
ENG6
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
ENG5
DEV9
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
F 3.8
EMPLOYEE TELEPHONE PRIVATE RESIDENCE POLICY
EXEC26
F 3.9
INVESTMENT POLICY
CORP10
F 3.11
MAJOR COMMUNITY, SPORT &RECREATION FACILITY
FUNDING
DEV12
F 3.13
EXPENDITURE OF FIRE PROTECTION CONTRIBUTION
FUNDS – SUBDIVISIONS
DELETED
F 3.15
SELF SUPPORTING LOANS
CORP11
F 3.17
CREDIT CARD TRANSACTION – MAXIMUM PAYMENT
CORP12
F 3.18
PROVISION FOR SUPPRESSING PROPERTY INFORMATION
CORP13
F 3.19
SALE OF INFORMATION ON RECORD
CORP14
F 3.20
USE OF CORPORATE CREDIT CARDS
CORP3
F 3.21
VEHICLE ACQUISITIONS AND DISPOSAL
B 4.1
FENCING MATERIALS IN TOWNSITES
DELETED
B 4.3
STOP WORK ORDERS ON BUILDINGS
DELETED
B 4.4
HALL HIRE CONDITIONS
ENG8
P 5.1
RESIDENTIAL DESIGN GUIDELINES
DEV16
P 5.2
MILLBRIDGE ESTATE – SPECIAL PROVISIONS
DEV17
P 5.3
SUSTAINABILITY
DEV18
P 5.4
DARDANUP WEST/CROOKED BROOK AREA -PROVISION
OF FORESHORE FACILITIES DEVELOPER CONTRIBUTION
POLICY
DEV19
P 5.5
LOCAL BIODIVERSITY
DEV20
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
ENG7
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
P 5.7
SEA CONTAINERS
DEV21
P 5.8
EATON COMMERCIAL CENTRE DESIGN GUIDELINES
DEV22
P 5.10
SECOND HAND RELOCATED AND TRANSPORTABLE
DWELLINGS
DEV23
P 5.11
DISPLAY HOMES
DEV24
P 5.12
ANCILLARY ACCOMMODATION – SMALL HOLDING
ZONES
DEV25
P 5.13
VARIATIONS TO RESIDENTIAL DESIGN CODES –
OUTBUILDINGS, PATIOS, PERGOLAS & CARPORTS
DEV26
P 5.15
SOUTHBANK DEVELOPMENT GUIDELINES
DEV27
P 5.17
ACID SULFATE SOILS
DEV28
E 6.1
ROAD SAFETY AUDIT
ENG9
E 6.2
CROSSOVERS IN TOWNSITES AND RURAL AREAS
ENG10
E 6.3
CROSSOVERS – RESPONSIBILITY FOR PROVISION ON
NEW SUBDIVISIONS
ENG11
E 6.4
PATHWAYS - PROVISION FOR AND CONTRIBUTIONS BY
DEVELOPERS
ENG12
E 6.5
DUST CONTROL
ENG13
E 6.6
ENGINEER’S CERTIFICATES AND REPORTS
ENG14
E 6.7
GRAVEL PIT REHABILITATION POLICY
ENG15
E 6.8
FIRE CONTROL – COUNCIL EMPLOYEES
ENG16
E 6.9
RESIDENTIAL ROAD VERGE POLICY
ENG17
E 6.10
ROADSIDE VEGETATION
ENG18
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
E 6.11
ROAD CONSTRUCTION PRIORITY
ENG19
E 6.12
STORM WATER DISCHARGE FROM BUILDINGS
ENG20
E 6.13
STREET TREES – PLANTING OF
ENG21
E 6.14
CLEARING OF VEGETATION AS PART OF THE
SUBDIVISION OF URBAN LAND
ENG22
E 6.15
ROAD SIDE MARKERS
ENG23
E 6.16
VERGE DEPOSIT POLICY
ENG24
E 6.17
UPGRADE OF EXISTING ROADS – VOLUNTARY
CONTRIBUTIONS BY ADJOINING PROPERTY OWNERS
ENG25
E 6.18
TREES ON ROADS – RESPONSIBILITY FOR THE REMOVAL
OF FALLEN TREES
ENG26
E 6.20
SHIRE OF DARDANUP GUIDELINES FOR SUBDIVISIONAL
DEVELOPMENT
ENG27
E 6.21
NEW ROADS AND UPGRADES – PROVISION FOR AND
CONTRIBUTIONS BY DEVELOPERS
ENG28
E 6.22
UNIFORM FENCING ABUTTING PUBLIC LAND AND STREET
LANDSCAPING WITHIN SUBDIVISIONS - MAINTENANCE
ENG29
H 7.2
CARAVANS AS TEMPORARY ACCOMMODATION
DEV29
H 7.3
HEALTH SURVEYOR’S GENERAL AUTHORITY
DEV30
H 7.4
SEPTIC SYSTEMS – HENTY BROOK SUBDIVISION
DEV31
H 7.5
WINERIES AND BREWERY DEVELOPMENTS
DEV32
H 7.6
WASTE MANAGEMENT POLICY
ENG30
G 8.1
ANNUAL GENERAL MEETING OF ELECTORS
EXEC27
G 8.2
CHILD CARE FEES – ELECTED MEMBERS
EXEC28
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
G 8.4
COMPLAINTS HANDLING
G 8.5
PROHIBITED BURNING TIMES
DEV7
G 8.6
CITIZENSHIP CEREMONY PRESENTATIONS
DEV5
G 8.7
NAMING OF PARKS AND RESERVES
ENG34
G 8.8
DISTRIBUTION OF MINUTES OF COUNCILLORS
EXEC30
G 8.9
VANDALISM PREVENTION
DELETED
G 8.10
COMMUNITY RECOGNITION & AUSTRALIA DAY
CITIZENSHIP AWARDS
DEV4
R 9.1
RECOUP OF RANGER CALL OUT FEES
DEV13
R 9.2
TRESPASSING SHEEP ON COUNCIL LAND
DEV14
O 10.1
OCCUPATIONAL SAFETY AND HEALTH
ENG31
O 10.2
OCCUPATIONAL SAFETY AND HEALTH PROCEDURAL
MANUAL
ENG32
O 10.3
WORKPLACE BULLYING
ENG33
HR 11.1
PRE-EMPLOYMENT MEDICALS
EXEC31
HR 11.2
EMPLOYEE ASSISTANCE PROGRAM [EAP]
EXEC32
HR 11.3
EQUAL EMPLOYMENT OPPORTUNITY
EXEC33
HR 11.4
PRE-EMPLOYMENT POLICE CLEARANCES
EXEC34
HR 11.5
STUDY LEAVE / STUDY ASSISTANCE
EXEC35
HR 11.6
LOSS OF DRIVERS LICENCE
EXEC36
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE
EXEC29
SHIRE OF DARDANUP – POLICY MANUAL
POLICY
REFERENCE
DESCRIPTION
HR 11.7
ALCOHOL, DRUGS & ILLEGAL SUBSTANCE USE IN THE
WORKPLACE
EXEC37
HR 11.8
SEVERANCE PAY POLICY – SECTION 5.50 OF THE LOCAL
GOVERNMENT ACT 1995
EXEC38
Authorised by
Chief Executive Officer
Next Full Review Policy Date: July 2015
NEW POLICY REFERENCE