Maranoa Logo Process

 

Minutes of the General Meeting of maranoa Regional Council held at Surat Administration Centre on 22 February 2012 commencing at 9.00am

 

ATTENDANCE

 

Mayor Cr. R S Loughnan chaired the meeting with, Deputy Mayor Cr. T G Hartley, Cr. J P Bartels, Cr. J L Chambers, Cr. R J Denton, Cr. W M Newman, Cr. W S Wason, Cr. J S Watson,  Chief Executive Officer – Paul Bawden, Director Community Services – Tony Klein, Director Corporate Services – Matthew McGoldrick, Director Planning & Environment – Rob Hayward, Corporate Communications Officer – Jane Frith, and Kelly Rogers Minutes Officer in attendance.

 

GUESTS

 

Jock Douglas representing Australian Land Management Group.

Liz Todd representing Queensland Murray Darling Committee.

 

WELCOME

 

The Mayor welcomed all present and declared the meeting open at 9.15am.

 

APOLOGIES   

 

Resolution No. GM.030.12

Moved Cr Denton                                                          Seconded Cr Bartels

 

That apologies be received and leave of absence granted for Cr. Price for this meeting.

 

CARRIED                                                                                                                      8/0

 

 

 

Confirmation of Minutes

 

Resolution No. GM.031.12

Moved Cr Newman                                                       Seconded Cr Hartley  

 

That the minutes of the General Meeting (2-15.02.12) held on 15 February 2012 be confirmed.

 

CARRIED                                                                                                                      8/0

 

 

Business Arising FROM MiNUTES

 

There was no business arising from the minutes.

 

On the Table

 

There were no items for discussion on the table.

 

Presentations/Petitions and Deputations

 

Jock Douglas representing Australian Land Management Group.

Liz Todd representing Queensland Murray Darling Committee.

 

Consideration of notices of business

 

There were no notices of business for consideration.

 

Consideration of notices of motion

 

There were no notices of motion for consideration.

 

Reception of notices of motion for next meeting

 

No notices of motion were received for the next meeting.

 

Business

 

Corporate Services

 

Item Number:                                   12.1

File Number: D12/2102

Subject Heading:                          Purchasing Policy

Author and Officer’s Title:                Gemma Lines, Stores and Purchasing Coordinator

 

Executive Summary: 

In accordance with the Local Government Act 2009 Council is required to establish a Purchasing Policy which sets out Council’s legally compliant Purchasing and contracting principles that will be applied by all Council staff when undertaking any Purchasing.

 

Discussion:

Council at length discussed the Policy. The below mentioned motion was put forward, however “no vote” was taken on the motion, with the “Mover” and “Seconder” electing to withdraw the motion. 

 

Resolution No. Not applicable

Moved Cr Hartley                                                          Seconded Cr Newman  

That Council adopts the revised Purchasing Policy as presented.  

 

MOTION WITHDRAWN                                                                                                  

 

Delegated Officer

Stores and Purchasing Coordinator

 

Resolution No. GM.032.12

Moved Cr Hartley                                                          Seconded Cr Watson

 

That Council further consider the Purchasing Policy as part of a Council Workshop to be held on 29 February 2012.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

 

 

 

Item Number:                                   12.2

File Number: D11/35639

Subject Heading:                          Request for write off of Quarry Inventory

Author and Officer’s Title:                Gemma Lines, Stores and Purchasing Coordinator

 

Executive Summary: 

This report recommends to Council the write off of items that have been disclosed previously in the Financial Statements and records of Council as Inventory-Quarry Stock.

 

 

 

Resolution No. GM.033.12

Moved Cr Denton                                                          Seconded Cr Watson  

That Council approve the write off of $505,513.39 of Inventory – Quarry Stock, being the difference between the stockpiles held at the quarry and the Council records.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Stores and Purchasing Coordinator

 

 

Item Number:                                   12.3

File Number: D12/2752

Subject Heading:                          Application for Conversion of Special Lease 3        6/44733

Location:                                          Lot 297 on WV1772, Duke Street South Roma

Author and Officer’s Title:                Tanya Mansfield, Manager Risk and Facilities

 

Executive Summary: 

The Department of Environment and Resource Management seeks Council’s views on an Application for Conversion of Special Lease 36/44733, Lot 297 on WV1772.    This land is located in Duke Street South and is used for industrial purposes.  The proposed use of the land is secondary industry (Roma Industrial Estate). 

 

Resolution No. GM.034.12

Moved Cr Wason                                                          Seconded Cr Newman  

That Council advise the Department of Environment and Resource Management that it has no objection to the conversion of Special Lease 36/44733 over Lot 297 on WV1772 with the proposed use of the land being secondary industry and furthermore that there are no known non-indigenous cultural heritage values associated with the land.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Manager Risk and Facilities

 

 

Infrastructure

 

Item Number:                                   13.1

File Number: D12/1117

Subject Heading:                          Roma Refuse Tip - Weighbridge Tender and        Grant Application

Author and Officer’s Title:                Benjamin Godford, Project Officer - Airport/Roads

 

Executive Summary: 

The Council has applied for a “Local Government and Ancillary Equipment Grant” through the Department of Environment and Resource Management, for a Weighbridge at the Roma refuse tip.  To fully fund this project a commitment of approximately $40,000.00 is required from Council to cover the variance between the grant funding and the recommended Tenderer.

 

Discussion:

Council requested the Chief Executive Officer follow up on installation of power arrangements. costing. 

 

Resolution No. GM.035.12

Moved Cr Newman                                                       Seconded Cr Hartley  

1)   Council accepts the tender from Australian Weighing Equipment for $191,759.80 for the provision of a weighbridge at the Roma refuse tip, on the basis that grant amount of $154,604 which is specified for funding the weighbridge is received from DERM.

 

2)   Council conditionally fund this project in the 2012/13 budget for a value of $200,000, reliant on payment of the grant by DERM.

 

CARRIED                                                                                                                      6/2

 

Delegated Officer

Project Officer - Airport/Roads

 

 

Item Number:                                   13.2

File Number: D12/1749

Subject Heading:                          Sewer Relining - Tender Assessment

Author and Officer’s Title:                Benjamin Godford, Project Officer - Airport/Roads

 

Executive Summary: 

Tender 12/6 calls for the relining of 1,937 metres of sewer main, of various diameters, in the Roma Town area.  The tenderer recommended for the work is Kembla Watertech, as they display the best value for money as well as having a favourable past history of work for Council.

 

Resolution No. GM.036.12

Moved Cr Denton                                                          Seconded Cr Watson  

That tender 12/6 for sewer relining be awarded to Kembla Watertech, based on value for money as well as favourable previous work history with Council for the sum of $215,736.94 (GST Inc).

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Project Officer - Airport/Roads

  

 

LATE ITEMS

 

 

Item Number:                                   L.1

File Number: D12/4350

Subject Heading:                          Local Government Caretaker Period        Protocol

Author and Officer’s Title:                Paul Bawden, Chief Executive Officer

 

Executive Summary: 

Council will enter the caretaker period on 10 March 2012 in preparation for the 2012 quadrennial election on 28 April 2012.  During the caretaker period a number of restrictions apply to Council, Councillors and Council officers. 

 

 

 

Resolution No. GM.037.12

Moved Cr Denton                                                          Seconded Cr Newman  

That Council adopts the Caretaker Period Protocol as presented and that the Chief Executive Officer communicates internally and externally the adopted protocol of Council.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

 

Item Number:                                   L.2

File Number: D12/4606

Subject Heading:                          Additional Ordinary Meeting of Council

Author and Officer’s Title:                Paul Bawden, Chief Executive Officer

 

Executive Summary

The Council will shortly be entering the Caretaker Period prior to the 2012 quadrennial elections.  Due to the calendar for February including five Wednesdays and impacts of floods on general operations an additional Ordinary Meeting is proposed to be scheduled.

 

Resolution No. GM.038.12

Moved Cr Watson                                                         Seconded Cr Chambers  

That an additional Ordinary Meeting of Council be arranged for the 7 March 2012 to be held in Roma.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

Cr. Hartley and Cr Chambers declared a percieved conflict of interest in the following item due to Cr. Hartley being President of the Maranoa Diggers Race Club and Cr. Chambers the Secretary of same.  N J Contracting have in the past and have indicated a future intention to sponsor  Maranoa Diggers Race Club meets.  Both Councillors left the Chambers at 10.24am taking no further part in debate or discussion.

 

Item Number:                                   L.4

File Number: D12/4643

Subject Heading:                          Approved contractor list for NDRRA program

Location:                                          Infrastructure

Author and Officer’s Title:                Barry Omundson, Director Infrastructure

 

Executive Summary: 

Council requested expressions of interest (EOI) for companies interested in providing civil construction and maintenance materials and/or services for Council’s NDRRA program.   The intention of the EOI is to select respondents onto an ‘approved contractor list’ established in accordance with section 180 of the Local Government (Finance, Plans and Reporting) Regulation 2010 (Qld).  The expressions of interest have been evaluated and six companies are recommended to be included on the ‘approved contractor list’.  The establishment of an ‘approved contractor list’ does not prevent Council from seeking tenders for work under the NDRRA program from companies that are not on the ‘approved contractor list’.

 

 

 

Resolution No. GM.039.12

Moved Cr Watson                                                         Seconded Cr Bartels  

That Council approves the following respondents for inclusion onto an ‘approved contractor list’ established in accordance with section 180 of the Local Government (Finance, Plans and Reporting) Regulation 2010 (Qld), for the provision of civil construction and maintenance services for Council’s NDRRA program:-

 

·         Watpac

·         FKG

·         Probuild

·         NJ Contracting

·         G & R Brown & Sons

·         Civil Contractors

 

CARRIED                                                                                                                      6/0

 

Delegated Officer

Director Infrastructure

 

Cr. Chambers and Cr. Hartley entered the Chambers at 10.29am.

 

Item Number:                                   L.5

File Number: D12/4608

Subject Heading:                          Short-listing of respondents to expressions          of interest for annual lease of parking bays -         Roma Airport, and lease of car rental booths        - Roma Airport.

Location:                                          Roma Airport

Author and Officer’s Title:                Barry Omundson, Director Infrastructure

 

Executive Summary: 

Two related expressions of interest were recently called in respect of the major upgrade to Roma Airport.  The expressions of interest were in respect to the annual lease of car parking bays at Roma Airport (Car Rental Bays) and lease of commercial booths in the Terminal Building at Roma Airport to provide car rental services (Car Rental Booths).  Responses to the expressions of interest have been evaluated.  The next stage of the process is to invite tenders from a short-list of respondents.

 

 

Resolution No. GM.040.12

Moved Cr Denton                                                          Seconded Cr Bartels  

1.  That Council approves the following short-listed respondents for the Car Rental Bays, and to invite tenders from these short-listed respondents:

 

·         Thrifty

·         Avis

·         Budget

·         Europcar

 

2. That Council approves the following short-listed respondents for the Car Rental Booths, and to invite tenders from these short-listed respondents:

 

·         Thrifty

·         Avis

·         Budget

·         Europcar

 

3.  That Council authorise the Chief Executive Officer to negotiate with the preferred tenderers for the Car Rental Booths and preferred tenderers for the Car Rental Bays, and to enter into contracts in respect of the Car Rental Booths and the Annual Lease.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Director Infrastructure

 

 

Subject Heading:  suspension of standing orders

Council adjourned the meeting for morning tea at 10.33am

 

Subject Heading:  resumption of standing orders

Council returned from morning tea at 11.07am

 

PRESENTATION

 

Jock Douglas on behalf of Australian Land Management Group and Liz Todd of Queensland Murray Darling Committee provided Council an overview of a proposed program designed to establish the Maranoa Region as leading the way in Australian land management.  Council’s support of the program was also sought. 

 

Council agreed to further discuss the request at the next Council Workshop scheduled for 29 February 2012.

 

 

CONFIDENTIAL ITEMS

 

In accord with the provisions of section 72 of the Local Government (Operations) Regulation 2010, Council resolved to close the meeting to discuss items it has deemed to be of a confidential nature and specifically pertaining to the following sections:-

          (d)      rating concessions;

          (h)      other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage;

 

Resolution No. GM.041.12

Moved Cr Chambers                                                     Seconded Cr Denton

 

That Council close the meeting to the public at 11.52am.

 

CARRIED                                                                                                                      8/0

 

 

Subject Heading:  suspension of standing orders

Council adjourned the meeting for lunch at 12.23pm

 

Subject Heading:  resumption of standing orders

Council returned from lunch at 1.34pm

 

Cr. Bartels declared a perceived conflict of interest for the confidential report “Roma Airport Accommodation Village,”  due to him owning an accommodation facility in Roma and left the Chambers at 1.36pm taking no further part in closed discussions on the matter.

 

Closed discussion on the Roma Airport Accommodation report ceased and Cr. Bartels entered the Chambers at 2.13pm.

 

 

Resolution No. GM.042.12

Moved Cr Wason                                                          Seconded Cr Hartley

 

That Council open the meeting to the public at 2.39pm.

 

CARRIED                                                                                                                      8/0

 

 

Cr. Chambers declared a conflict of interest in the following item due to her being a member of the Mungallala Rural Fire Brigade and left the Chambers at 2.40pm taking no further part in discussions or debate.

 

Item Number:                                   22.1

File Number: D12/2531

Subject Heading:                          Wavier of Vacant Water and Sewerage Charge

Location:                                          Lot 18/M54416 Redford Street, Mungallala

Applicant:                                         Paul Storrs

Author and Officer’s Title:                Kirsty Grams, Rates Officer

 

Executive Summary: 

Correspondence has been received from Paul Storrs requesting that the vacant water and sewerage charges on the rates for the Mungallala Rural Fire Brigade be waived as it is run by volunteers and being a small community the Brigade have limited fund raising opportunities.

 

Resolution No. GM.043.12

Moved Cr Denton                                                          Seconded Cr Watson  

That Council waives the vacant water and sewerage charges on the property owned by State of Queensland (Rate Notice paid by Mungallala Rural Fire Brigade) as it is run by volunteers, has limited fundraising opportunities and is a vital service to the surrounding small communities.

 

That Council make representation via LGAQ to approach the Queensland Government to seek that the State of Queensland meet rate payments for properties that are operated for emergency service purposes by volunteers.

 

CARRIED                                                                                                                      7/0

 

Delegated Officer

Rates Officer

 

Cr. Chambers entered the Chambers at 2.42pm.

 

 

Item Number:                                   22.3

File Number: D12/3742

Subject Heading:                          Request for Rates Discount and Interest

Location:                                          Yuleba

Author and Officer’s Title:                Kirsty Grams, Rates Officer

Executive Summary: 

Ms Shipley has made a request for the reduction of the discount amount and interest charged on the unpaid rates for the property identified on rates assessment number - 11009867.

 

 

Resolution No. GM.044.12

Moved Cr Hartley                                                          Seconded Cr Chambers  

That Council resolves not to allow a reduction of the discount and interest.  

 

CARRIED (Casting Vote exercised by the Mayor in favour of the motion.)                            4/4

 

Delegated Officer

Rates Officer

 

 

Item Number:                                   22.4

File Number: D12/2539

Subject Heading:                          Wavier of Interest

Location:                                          Surat

Author and Officer’s Title:                Kirsty Grams, Rates Officer

 

Executive Summary: 

Ratepayer has requested that interest stop accruing on overdue rates and charges for rates assessment number – 15001142.

 

Resolution No. GM.045.12

Moved Cr Bartels                                                          Seconded Cr Watson  

That Council at this stage denies the request for interest to stop accruing on the overdue rates, and that Ms Reinke be advised that if she enters into an instalment arrangement, interest on the outstanding balance will cease.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Rates Officer

 

Cr. Bartels declared a perceived conflict of interest in the following item due to him owning an accommodation facility in Roma and left the Chambers at 2.50pm, taking no further part in discussions or debate.

 

Item Number:                                   L.1

File Number: D12/4653

Subject Heading:                          Roma Airport Accommodation Village

Author and Officer’s Title:                Edward Sims, Manager Organisational Performance

 

Executive Summary: 

Strategy number two (2) of Council’s nine (9) point plan to address the housing needs of the Maranoa calls for the:

 

•    “Provision of Council land for short/medium term development”

 

On the 14th of December 2011 at its general meeting, Council resolved to go to open tender to identify a developer with which to negotiate a contract based on the abovementioned criteria. 

 

This report delivers the outputs of the tender process and makes recommendations for further actions which will deliver this project to the community.

 

Resolution No. GM.046.12

Moved Cr Newman                                                       Seconded Cr Chambers  

1.       Council resolves to select the consortia “Resource Connect” as its preferred    contractor for this development and

 

2.       Council authorises the Chief Executive Officer to negotiate and sign a contract         with the preferred contractor that will deliver the goals of the project to the      community.  

 

CARRIED                                                                                                                      7/0

 

Delegated Officer

Manager Organisational Performance

 

Cr. Bartels entered the Chambers at 2.52pm.

 

Item Number:                                   L.2

File Number: D12/4665

Subject Heading:                          Support for Community Initative

Author and Officer’s Title:                Paul Bawden, Chief Executive Officer

 

Executive Summary: 

As part of the flood recovery community groups/organisations have taken a lead in managing both monetary and in-kind donations.

 

Following the initial establishment of a centre in an industrial building, larger premises were sought.  There was some support at the councillor level in identifying larger premises.  This led to the former Roma Motors site on Bowen Street, Roma being made available.  Subsequently the power was connected by Ergon and some tidying of the property provided informally by Council Officers.

 

Through a range of meetings a number of matters have been progressed, while an additional request has been raised as to support for waste disposal.

 

Resolution No. GM.047.12

Moved Cr Bartels                                                          Seconded Cr Newman  

  1. That the report on support for community initiative be received and noted.

 

  1. That Council authorise the Chief Executive Officer to further negotiate waste disposal arrangements from the site with operators of the donation centre.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

 

Item Number:                                   L.3

File Number: D12/4670

Subject Heading:                          Tender 12/02 - Roma Airport - Security       Screening Equipment

Location:                                          Airport Drive, Roma Qld 4455

Applicant:                                         Roma Airport

Author and Officer’s Title:                Barry Omundson, Director Infrastructure

 

Executive Summary: 

Tenders were called for the supply, installation & commissioning of security screening equipment at the Roma Airport to comply with the requirements of the Office of Transport Security.

 

Resolution No. GM.048.12

Moved Cr Denton                                                          Seconded Cr Wason  

  1. That Council approves the tender from Smiths Detection (Australia) Pty Ltd for six hundred & thirty seven thousand, six hundred & fifteen dollars [$637,615.00]  excluding GST for the supply, installation of security screening equipment at the Roma Airport;

 

  1. That Council accepts the option offered by Smith’s to upgrade the passenger baggage screening equipment to a maximum sum of six hundred and fifty thousand dollars [$650,000.00] excluding GST;

 

  1. That Council authorises the commencement of design and tendering for the amended conveyor belt system to enable the security screening to be commissioned.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Director Infrastructure

 

 

CLOSURE

 

There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 3.02pm.

                                 

 

These Minutes are to be confirmed at the next General Meeting of Council to be held on 7 March 2012, at Roma Administration Centre.

 

 

 

 

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Mayor.                                                                  Date.