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Minutes of the General Meeting of maranoa Regional Council held at Injune Administration Centre on 23 November 2011 commencing at 9.22AM

 

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. M L Price, 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, Director Infrastructure – Barry Omundson, Corporate Communications Officer – Jane Frith, and Kelly Rogers Minutes Officer in attendance.

 

GUESTS

 

There were no guests in attendance at the meeting.

 

WELCOME

 

The Mayor welcomed all present and declared the meeting open at 9.22am.

 

APOLOGIES   

 

There were no apologies for the meeting.

 

Confirmation of Minutes

 

Resolution No. GM.399.11

Moved Cr Chambers                                                     Seconded Cr Denton  

 

That the minutes of the General Meeting (20-9.11.11) held on 9 November 2011 be confirmed as amended below:-

 

It was requested that the town of Injune be included in the “Subject Heading” of Item 12.1.

 

CARRIED                                                                                                                      9/0

 

 

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

 

There were no presentations/petitions or deputations at the meeting.

 

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

 

Executive Services

 

Item Number:                                   10.1

File Number: D11/30380

Subject Heading:                          2011/2012 Operational Plan Quarterly Review

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

 

Executive Summary: 

The 2011/12 Operational Plan sets out the most significant projects and initiatives that Council decided to pursue this financial year towards achieving the long term objectives in the Corporate Plan 2009-2013.

 

Regular monitoring of progress against this Operational Plan is an important element of Council’s governance process and is also a requirement of the Local Government Act 2009. 

 

Discussion:

Councillors enquired on the progress of a number of items contained within the report.

 

Resolution No. GM.400.11

Moved Cr Newman                                                       Seconded Cr Hartley  

That the first quarterly report on the activities to achieve the goals and strategies outlined in the 2011/12 Operational Plan be received.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

Item Number:                                   10.2

File Number: D11/31313

Subject Heading:                          Council Meeting Dates 2012

Author and Officer’s Title:                Kerry Dean, Executive Support Assistant

 

Executive Summary: 

Council holds General Meetings on the 2nd and 4th Wednesday of each month with the first monthly meeting held in Roma and the second at Council offices across the region on a rotational basis.  Exceptions due to public holidays are considered as part of rostering arrangements.

 

Resolution No. GM.401.11

Moved Cr Wason                                                          Seconded Cr Watson  

1.       That Council continues to hold General Meetings on the 2nd and 4th         Wednesday in      line with current arrangements;

 

2.       That Council adopts the attached meeting Schedule from January to June 2012.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Executive Support Assistant

 

Item Number:                                   10.3

File Number: D11/33248

Subject Heading:                          Employee Attraction & Retention

Author and Officer’s Title:                Donald  Wells, Manager Human Resources

 

Executive Summary: 

Attraction and retention of employees is one of the big challenges currently facing Maranoa Regional Council. Council’s ability to retain and attract employees ensures the delivery of excellent customer satisfaction, essential services and community projects. Traditional approaches to attraction and retention are not as effective in today’s environment due in part to generational and cultural diversity in the workplace and a more multi-dimensional strategic approach is required.

 

 

Action:

That the matter lay on the table for further consideration at a later point during the meeting subsequent to receipt of the Employee Attraction & Retention Policy.

                                                                                                                                     

 

 

Community Services

 

Item Number:                                   11.1

File Number: D11/33305

Subject Heading:                          Economic Development & Tourism Monthly       Statistical Report

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

 

Executive Summary: 

This report provides council with a summary of the performance of the Economic Development and Tourism Unit against key performance indicators for October 2011 compared with September 2011.

 

Resolution No. GM.402.11

Moved Cr Price                                                             Seconded Cr Bartels  

That Council receive and note the Officer’s report as presented.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Organisational Performance

 

Corporate Services

 

Item Number:                                   12.1

File Number: D11/33242

Subject Heading:                          Rate Recovery Policy

Author and Officer’s Title:                Karen Searle, Financial Services & Rates Coordinator

Executive Summary: 

The Rate Recovery Policy is presented for Council’s consideration.

 

Action:

That the matter lay on the table for further consideration at a later point during the meeting to review policy wording  with respect to “Small Debt Write-offs.”

 

 

 

Item Number:                                   12.2

File Number: D11/33407

Subject Heading:                          Relinquishing of the Trusteeship of the Parks         Reserves in McDowall Street across from the           Hospital - Lot 19 WV1912 and Lot 20 SP178377

Location:                                          Upper McDowall Street across from the Hospital

Applicant:                                         Urban Land Development Authority

Author and Officer’s Title:                Matthew McGoldrick, Director of Corporate Services

 

Executive Summary: 

The Urban Land Development Authority (ULDA) have requested that Council consider and approve relinquishing the Trusteeship over the two Reserves across from the Hospital in order that the ULDA can reconfigure these two lots to better utilise the available land within the ULDA area and retain the existing park facilities in a smaller Park Reserve. The ULDA would then arrange for the redesignation of the Park Reserves in a reconfigured form and rededication of the Reserves with Council as the Trustee.

 

Discussion:

Council raised concerns with respect to available parking at the Roma Hospital.

 

Resolution No. GM.403.11

Moved Cr Hartley                                                          Seconded Cr Bartels  

 

That the matter lay on the table pending further investigation into potential impacts of car park availability in the vicinity of Roma Hospital.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director of Corporate Services

  

 

Status Reports

 

Corporate Services

 

Item Number:                                   17.1

File Number: D11/33236

Subject Heading:                          Financial Sustainability Report September 2011

Author and Officer’s Title:                Karen Searle, Financial Services & Rates Coordinator

 

 

Executive Summary: 

The Financial Sustainability Report for the period ending 30 September 2011 is presented for Council’s consideration.  Each month, year to date financial statements are prepared in order to monitor actual performance against the latest adopted budget.

 

 

Resolution No. GM.404.11

Moved Cr Wason                                                          Seconded Cr Chambers  

That the Progressive Financial Statements of Account for the period ending 30 September 2011 as included in the Financial Sustainability Report be received subject to audit.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Financial Services & Rates Coordinator

 

 

Item Number:                                   17.2

File Number: D11/33237

Subject Heading:                          Financial Sustainability Report October 2011

Author and Officer’s Title:                Karen Searle, Financial Services & Rates Coordinator

Month & Year of Report:                   October 2011

Name of Department:                       Corporate Services

 

Executive Summary: 

The Financial Sustainability Report for the period ending 31 October  2011 is presented for Council’s consideration.  Each month, year to date financial statements are prepared in order to monitor actual performance against the latest adopted budget.

 

Resolution No. GM.405.11

Moved Cr Bartels                                                          Seconded Cr Newman  

That the Progressive Financial Statements of Account for the period ending 31 October 2011 as included in the Financial Sustainability Report be received subject to audit.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Financial Services & Rates Coordinator

  

 

Subject Heading:  suspension of standing orders

Council adjourned the meeting for morning tea at 10.09am

 

Subject Heading:  resumption of standing orders

Council resumed the meeting at 10.42am

 

 

PRESENTATION

 

Mark Springer, representing the Department of Families for the region provided Council information on the Child Safety Service. The Service manages care of children under child protection orders.  Mark highlighted the shortage of Foster carers in the town of Roma and welcomed any support Council could provide in promoting the Foster Care system.

 

PRESENTATION

 

Heather Gardner, representing FKG, provided Council an update of the company’s functions and approach the management of work camps.

 

 

Item Number:                                   10.3

File Number: D11/33248

Subject Heading:                          Employee Attraction & Retention

Author and Officer’s Title:                Donald  Wells, Manager Human Resources

 

Executive Summary: 

Attraction and retention of employees is one of the big challenges currently facing Maranoa Regional Council. Council’s ability to retain and attract employees ensures the delivery of excellent customer satisfaction, essential services and community projects. Traditional approaches to attraction and retention are not as effective in today’s environment due in part to generational and cultural diversity in the workplace and a more multi-dimensional strategic approach is required.

 

 

 

That the matter lay on the table, including the draft Policy,  for further consideration at the General Meeting of Council on 14th December 2011.

                                                                                                                                     

 

Delegated Officer

Manager Human Resources

 

 

Item Number:                                   12.1

File Number: D11/33242

Subject Heading:                          Rate Recovery Policy

Author and Officer’s Title:                Karen Searle, Financial Services & Rates Coordinator

Executive Summary: 

The Rate Recovery Policy is presented for Council’s consideration.

 

Resolution No. GM.406.11

Moved Cr Wason                                                          Seconded Cr Chambers  

That the Rate Recovery Policy be adopted, subject to the following amendment:-

 

Small Debt Write-offs

 

“If a ratepayer has short paid their rates by $10.00 or less and as a consequence would have missed their discount, Council will allow the outstanding amount to be carried forward to the next rating period without penalty.”

 

This reference is found on page 162 of the Agenda.

 

CARRIED                                                                                                                      8/1

 

Delegated Officer

Financial Services & Rates Coordinator

 

 

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:-

          (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.407.11

Moved Cr Hartley                                                          Seconded Cr Chambers

 

That Council close the meeting to the public at 11.51am.

 

CARRIED                                                                                                                      9/0

 

 

Cr. Price declared a conflict of interest in the Item “Round One Community Grants 2011/12,” due to one of the received applications being submitted by  Wallumbilla Town Development Group, for which she is a member. Cr. Price left the chambers at 11.52am , removing herself from further  discussion on the topic.

 

Following discussions on “Round One Community Grants 2011/12” Cr. Price entered the chambers at 12.02pm.

 

Resolution No. GM.408.11

Moved Cr Hartley                                                          Seconded Cr Newman

That Council open the meeting to the public at  12.45pm.

 

CARRIED                                                                                                                      9/0

 

 

Subject Heading:  suspension of standing orders

Council adjourned the meeting for lunch at 12.46pm

 

Subject Heading:  resumption of standing orders

Council resumed the meeting at 1.51pm

 

Cr. Price again declared an interest in the following item due to one of the received applications being submitted by  Wallumbilla Town Development Group, for which she is a member, and left the chambers at 1.52pm.

 

Item Number:                                   20.1

File Number: D11/31392

Subject Heading:                          Round One Community Grants 2011/2012

Applicant:                                         Multiple Applicants

Author and Officer’s Title:                Mark McDevitt, Community Development Coordinator -         Roma

 

Executive Summary

Round One of Council’s Grants Program 2011/2012 opened on 1 September 2011 and closed 31 October 2011.  Applications were invited under categories of Major and Community Grants as set out in Maranoa Regional Council’s 2011/2012 Grants Program Guide.

 

A total of 11 applications were received by Council for Round One with a total potential financial cost implication for Council of $80,848.00.

 

Resolution No. GM.409.11

Moved Cr Watson                                                         Seconded Cr Hartley  

That Council endorse the Grants Advisory Committee’s grant assessment recommendations specified below;  and approve the grants  level of funding which is in accordance with Council’s Grants Policy and 2011/2012 budgetary allocation.

 

Organisation                 

Project       

Approval Amount

Pinaroo Ladies Auxiliary Committee

Shading of outdoor activity areas

$5,130

Surat Cricket Club

Relocation of Surat Cricket Practice Nets           

$ 2,750

Surat Golf Club Inc       

Surat Golf Club Amenities Upgrade

$ 5,000

Australian Red Cross

Establishment of Surat Men’s Group

$ 4,450

Wallumbilla Town Development Group

Wallumbilla Cemetery Maintenance

$ 5,000

Easter in the Country Inc

Easter in the Country 2012 Marketing Campaign

$15,000

Wallumbilla Surat Red Bulls RLFC

Purchase of Catering Equipment & Line Marker

$     369

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Community Development Coordinator - Roma

 

Cr. Price entered the Chambers at 1.53pm.

 

Item Number:                                   20.2

File Number: D11/33240

Subject Heading:                          Financial Sustainability - Debtors and     Creditors for September & October 2011

Author and Officer’s Title:                Karen Searle, Financial Services & Rates Coordinator

Month & Year of Report:                   September & October 2011

Name of Department:                       Corporate Services

 

Executive Summary: 

The Financial Sustainability Debtor and Creditor Report for the months of September and October 2011 is presented for Council’s consideration.  Each month, details of major 90 day accounts and payment register is prepared in order to monitor possible financial risks.

Resolution No. GM.410.11

Moved Cr Chambers                                                     Seconded Cr Bartels  

That the Financial Sustainability Debtor and Creditor Report for the months of September & October 2011 be received subject to audit.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Financial Services & Rates Coordinator

 

 

Item Number:                                   20.3

File Number: D11/33296

Subject Heading:                          Regional Community Newsletter

Author and Officer’s Title:                Kelly Rogers, Coordinator Executive Services

Executive Summary: 

At the General Meeting on 10 August 2011, Council resolved that officer’s request quotations for the production and distribution of a 16, 20 and 24 page publication containing Council and community information.

 

Resolution No. GM.411.11

Moved Cr Bartels                                                          Seconded Cr Price  

1.       That Council approves the production and distribution of a 20 page        newsletter;

 

2.       That the quotation received from Booringa Action Group for the sum of $128,040                (GST inclusive) is approved.  This approval is based on the issue of 12 newsletters    distributed on a monthly basis, commencing January 2012.  

 

3.       That Officer’s investigate  additional communication opportunities to further    distribute Council focused information.

 

CARRIED                                                                                                                      5/4

 

Delegated Officer

Coordinator Executive Services

 

LATE ITEM

 

Item Number:                                   11.2

 

Subject Heading:                          Regional Development Australia Fund- Round 2

Officer’s Name & Title:                     Tony Klein, Director Community Services

Executive Summary:

Council’s direction sought on Maranoa Regional Council submitting an application under the Federal Government’s Regional Development Australia Fund (RDAF) Round 2, for the development of a new community hub located in Roma.

Resolution No. GM.412.11

Moved Cr Price                                                             Seconded Cr Wason

 

That Council approves the submission of an Expression of Interest under the Federal Government’s  Regional Development Australia Fund – Round 2; based on the development of a new community hub, in Roma.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director Community Services

 

CLOSURE

 

There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 1.58pm.

                                 

 

These Minutes are to be confirmed at the next General Meeting of Council to be held on 14 December 2011, at Roma Administration Centre.

 

 

 

 

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Mayor.                                                                  Date.