Maranoa Logo Process

 

Minutes of the General Meeting of Maranoa Regional Council held at Roma Administration Centre on 10 October 2012 commencing at 9.00am

 

ATTENDANCE

 

Mayor Cr. R S Loughnan chaired the meeting with, Deputy Mayor Cr. W S Wason, Cr. J L Chambers, Cr. R J Denton, Cr. P J Flynn, Cr. W M Newman, Cr. C J O’Neil, Cr. M L Price, Cr. D J Schefe, Chief Executive Officer – Julie Reitano, Corporate Communications Officer – Jane Frith, and Lauren Owen – Minutes Officer in attendance.

 

AS REQUIRED

 

Director Community Services – Tony Klein, Director Corporate Services – Matthew McGoldrick,  Director Infrastructure – Barry Omundson, Grants Coordinator – Susan Sands, Manager Utilities & Waste – Troy Pettiford

 

GUESTS

 

There were no guests in attendance at the meeting.

 

WELCOME

 

The Mayor welcomed all present and declared the meeting open at 9.35am.

 

APOLOGIES   

 

There were no apologies for the meeting.

 

Confirmation of Minutes

 

Resolution No. GM.310.12

Moved Cr Newman                                                       Seconded Cr O'Neil  

 

That the minutes of the General Meeting (17-26.09.12) held on 26 September 2012 be confirmed with an amendment to resolution GM.296.12 to state:

 

That Council offer no objections to the request from the Department of Transport and Main Roads to incorporate the part of Lot 334 on CP880097 shown on the map attached to the agenda report into the operational reserve known as Lot 9 on CP880097 on the condition that the Department of Transport and Main Roads fence the land and Council furthermore advise that the balance of Lot 334 on CP880097 is still required by Council for its gazetted local government purpose.

 

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: D12/32118

Subject Heading:                          Councillor attendance at upcoming         conferences

Location:                                          Various locations

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

 

Executive Summary: 

Councillors must represent the current and future interest of residents.  In meeting that responsibility Councillors may determine it necessary and of value to attend a range of conferences that will enhance strategy and policy development, and inform the decision making of Council for the benefit of the local government area.

 

Resolution No. GM.311.12

Moved Cr Wason                                                          Seconded Cr Schefe  

 

That Council endorse the attendance of Councillors at upcoming conferences as follows:

 

Conference

Location

Date

Councillor

RV Futures Forum

Boonah

19 October 2012

Cr. Price

Cr Newman

LGAQ Annual Conference

Brisbane

22 – 25 October 2012

Cr. Loughnan (delegate)

Cr Chambers (delegate)

Cr. Flynn (observer)

Cr. O’Neil (observer)

RACQ Southern Queensland Tourism Industry Conference

Toowoomba

13 - 14 November 2012

Cr. Price

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator Executive Services

 

Community Services

 

Item Number:                                   11.1

File Number: D12/31232

Subject Heading:                          Local Government Grants and Subsidies          Program Applications

Author and Officer’s Title:                Susan Sands, Grants Coordinator

 

Executive Summary: 

Maranoa Regional Council is eligible to submit projects for funding under the Local Government Grants and Subsidies Program, administered by the State Government. Officers have identified a number of eligible projects and prioritised them from an operational and strategic perspective.  These were presented to Council for consideration.

 

Discussion:

Council requested further information from Director Infrastructure regarding the Surat Water Treatment Plant Upgrade and determined that the matter should lay on the table for discussion at a later point during the meeting due to concerns that the funding submission could delay commencement of the project.

 

Action:

That the matter lay on the table for further discussion at a later point during the meeting.

 

 

Corporate Services

 

Item Number:                                   12.1

File Number: D12/30419

Subject Heading:                          Regional Cemeteries - Fees & Charges Revision         - Injune Cemetery

Author and Officer’s Title:                Dale Waldron, Manager Administration

 

Executive Summary: 

The purpose of this report was to request a change to the Cemetery Fees and Charges to include Injune in the monumental section in order to correctly reflect the current installation of a monument procedure for this cemetery.

 

Moved Cr Chambers                                                     Seconded Cr Denton  

 

That Council approve the inclusion of Injune Cemetery into the section of the Register of Fees and Charges for Council’s monumental cemeteries and be removed from the lawn section.

 

NO VOTE TAKEN

 

Discussion:

No vote was taken on the above drafted resolution, with Council electing to withdraw the draft motion and further discussion ensued on the matter.

A second draft motion was put forward as stated below.  Council then requested further information from the report initiator and determined that the matter should lay on the table for discussion at a later point during the meeting.  As a result, no vote was taken on the draft motion.

Moved Cr Chambers                                                     Seconded Cr Denton  

 

That a separate section be created under the lawn cemeteries section of the Register of Regulatory Fees and Commercial charges and that this fee be the same as the fee for monumental cemeteries.

 

NO VOTE TAKEN

 

Action:

That the matter lay on the table for further discussion at a later point during the meeting.

 

 

Item Number:                                   12.2

File Number: D12/30629

Subject Heading:                          Construction of Proposed Men’s Shed

Location:                                          Lot 8 on R8687, Recreation Reserve, Crystal Street Roma

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

 

Executive Summary: 

Men’s Shed Inc. require a parcel of land on which to construct a Men’s Shed in Roma.  The group have approached the Department of Natural Resources and Mines who have identified a recreation reserve described as Lot 8 on R8687as being possibly suitable for this purpose.  Council was asked to provide in-principle support for the construction of a Men’s Shed at this location.

 

Discussion:

Council discussed the application with respect to location suitability and financial implications.

 

Resolution No. GM.312.12

Moved Cr Denton                                                          Seconded Cr Flynn  

That Council advise the Department of Natural Resources and Mines that it supports in principle the construction of a Men’s Shed on Lot 8 on R8687;

 

And;

 

That Council enter into negotiations with Men’s Shed Inc. in regard to:

·   Entering into a trustee lease arrangement

·   Securing building approvals

·   Ongoing maintenance of the facility to be the responsibility of Men’s Shed Inc.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager Risk and Facilities

 

 

Item Number:                                   12.3

File Number: D12/30718

Subject Heading:                          Review of Fees and Charges - Great Artesian   Spa

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

 

Executive Summary: 

H2O Rush requested a review of spa entry fees as included in Council’s fees and charges for the 2012/2013 year.  In the management agreement with Council, H2O Rush retain all admission fees and are required to seek Council’s permission before amending their entry fees and charges.  It was recommended that Council amend the 2012/2013 fees and charges to reflect the fees and charges proposed by H2O Rush.

 

Resolution No. GM.313.12

Moved Cr O'Neil                                                            Seconded Cr Newman  

That Council amend the 2012/2013 Register of Regulatory Fees and Commercial Charges to reflect the following new fees and charges for the Great Artesian Spa, effective from 28 October 2012:

 

DAY PASS

 

Adult

$7.70

Concession/child/student

$6.00

Family (2 adults & 2 children)

$25.25

 

 

TWO DAY PASS

 

Adult

$12.60

Concession/Child/Student

$9.30

Family (2 adults & 2 children)

$40.10

 

 

THREE DAY PASS

 

Adult

$18.00

Concession/child/student

$13.00

Family (2 adults & 2 children)

$58.00

 

 

SEVEN DAY PASS

 

Adult

$40.00

Concession/child/student

$28.00

Family (2 adults & 2 children)

$130.00

 

 

ONE MONTH PASS

 

Adult

$150.00

Concession/child/student

$120.00

Family (2 adults & 2 children)

$250.00

 

 

YEARLY PASS

 

Adult

$189.15

Concession/child/student

$152.30

Family (2 adults & 2 children)

$288.75

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager Risk and Facilities

  

 

Item Number:                                   11.1

File Number: D12/31232

Subject Heading:                          Local Government Grants and Subsidies          Program Applications

Author and Officer’s Title:                Susan Sands, Grants Coordinator

 

Executive Summary: 

Maranoa Regional Council is eligible to submit projects for funding under the Local Government Grants and Subsidies Program, administered by the State Government. Officers have identified a number of eligible projects and prioritised them from an operational and strategic perspective.  These were presented to Council for consideration.

 

Discussion:

Council again considered the matter which was previously laid on the table, following receipt of input from the Director Infrastructure, who advised that the Surat Water Treatment Plant Upgrade was included in the 2012/13 budget.  The Director further advised that a report would be presented to Council at the next meeting with regard to tender of the project.

 

Resolution No. GM.314.12

Moved Cr Price                                                             Seconded Cr Newman  

 

That Council submit the following identified projects for funding under the Local Government Grants and Subsidies Program:

 

Local Government Floods Response Subsidy

Early Flood Warning Systems & Essential Infrastructure

1.  Additional river height and rainfall gauges - Locations to be confirmed as the project is   

     developed, and working on advice from Bureau of Meteorology (BOM)

2.  Elevate electrical components at Pump Station No. 1 in Mitchell

 

Infrastructure Subsidy

1.   Unfunded components of the Roma Sewerage Augmentation Project

2.   Injune Bore and Water Upgrade

3.   Roma Community Hub

 

Further that in the event that the funding is successful, a budget amendment be made to transfer any required Council contribution from reserve.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Grants Coordinator

 

Item Number:                                   12.1

File Number: D12/30419

Subject Heading:                          Regional Cemeteries - Fees & Charges Revision         - Injune Cemetery

Author and Officer’s Title:                Dale Waldron, Manager Administration

 

Executive Summary: 

The purpose of this report was to request a change to the cemetery fees and charges to include Injune in the monumental section to correctly reflect the current installation of a monument procedure for this cemetery.

 

Discussion:

Council again considered the matter which was previously laid on the table, following receipt of input from the report initiator.

 

Resolution No. GM.315.12

Moved Cr Chambers                                                     Seconded Cr Denton  

That Council approve the inclusion of Injune Cemetery in a separate classification under the Lawn Cemeteries section of the Register of Regulatory Fees and Commercial Charges due to the unique requirements and design of the plaques;

 

And;

 

That the charges for this new section be updated as follows-

 

Fee Category                

Fee

Burial Fees

$1,100.00

Weekend & Public Holidays   

$1,650.00

Children – 5 Years & Under    

$220.00

Children – 5 Years & Under – Weekend & Public Holidays

$220.00

Ashes Interment            

$165.00

Reservation (per lot)

$165.00

Re-Opening Vault of Grave (add to all cemeteries)                            

$330.00                                                      

Application to Erect a Headstone

$99.00        

Purchase of a Lot to erect memorial                    

$165.00

 

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager Administration

 

 

Subject Heading:  suspension of standing orders

Council adjourned for morning tea at 10.29am.

 

Subject Heading:  resumption of standing orders

Council resumed the meeting at 11.04am

 

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:-

          (e)      contracts proposed to be made by it;

          (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;

          (a)      the appointment, dismissal or discipline of employees;

 

Resolution No. GM.316.12

Moved Cr O'Neil                                                            Seconded Cr Schefe

 

That Council close the meeting to the public at 11.04am.

 

CARRIED                                                                                                                      9/0

 

Cr O’Neil left the Chambers at 12.56pm and did not return.

 

Resolution No. GM.317.12

Moved Cr Wason                                                          Seconded Cr Denton

 

That Council open the meeting to the public at 1.00pm.

 

CARRIED                                                                                                                      8/0

 

Subject Heading:  suspension of standing orders

Council adjourned for lunch at 1.00pm.

 

Subject Heading:  resumption of standing orders

Council resumed the meeting at 2.05pm.

 

The Mayor left the Chambers with the Deputy Mayor taking the chair at 2.09pm.

 

LATE ITEMS

 

Cr Chambers declared a perceived conflict of interest in the following item due to her being a relative of one of the applicants and left the Chambers at 2.12pm, taking no further part in discussion or debate on the matter.

 

The Mayor re-entered the Chambers assumed the Chair at 2.13pm.

 

Item Number:                                   L.1

File Number: D12/32386

Subject Heading:                          Access by Type 1 Road Trains to Council's        Water Supply Standpipe

Location:                                          Station Road, Roma

Author and Officer’s Title:                Peter Weallans, Manager Construction & Maintenance

Melissa Fleming, Administration Assistant

 

Executive Summary: 

Council has received formal requests from Roma Transport and Tresed Liquid Waste to access Council’s standpipe in Station Road.  The standpipe is on the Southern side of Station Road between Tiffin Street and Arthur Street.

 

Resolution No. GM.318.12

Moved Cr Denton                                                          Seconded Cr Flynn  

That Council approve the following actions:

 

  1. The CEO is delegated the authority to issue vehicle movement permits for type 1 road trains to travel along Station Road (between Tiffin Street and Gregory Street) to allow access to Council’s Station Road water supply standpipe. The permits will be in place until Council can make alternative arrangements and relocate the standpipe to a more appropriate location.

 

  1. Residents in the area be notified of the temporary arrangements and the steps that Council will be taking to progress the relocation.

 

3.   The relocation be included in Council’s works planning.

 

CARRIED                                                                                                                      7/0

 

Responsible Officer

Administration Assistant

 

At cessation of discussion and debate on the above mentioned item, Cr Chambers re-entered the Chambers at 2.14pm.

 

Item Number:                                   L.2

File Number: D12/32426

Subject Heading:                          Fees and Charges Error Amendment - Waste     Charges

Author and Officer’s Title:                Troy Pettiford, Manager of Utilities & Waste

 

Executive Summary: 

The report sought to correct an administrative error in the fees and charges schedule, within the building waste section.

 

Discussion:

Cr Schefe expressed concern regarding the impact on other waste facilities and illegal dumping.

 

Resolution No. GM.319.12

Moved Cr Wason                                                          Seconded Cr Newman  

That  Council approve the following changes to the building waste section of the Register of Regulatory Fees and Commercial Charges:

 

6x4 Trailer  $14.00 per load

Light Trucks         $25.00 per cubic metre

Heavy Trucks        $25.00 per cubic metre

Semi Trailer         $25.00 per cubic metre

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Manager of Utilities & Waste

 

Item Number:                                   L.3

File Number: D12/32428

Subject Heading:                          Roma Sewerage Treatment Plant - Effluent     Disposal Update

Location:                                          Roma Sewerage Treatment Plant

Author and Officer’s Title:                Troy Pettiford, Manager of Utilities & Waste

 

Executive Summary: 

Council was provided an update on capacity overloading of Roma’s sewerage treatment plant due to the speed and frequency that trucked regulated septic waste is being disposed onsite.

 

Roma’s sewerage treatment plant, due to limited available capacity, will become the only disposal point for this type of waste stream from the energy sector.

 

As a result Council will face challenges in receiving waste at the Roma sewerage treatment plant and will need to ensure licence and operational requirements will not be negatively affected.

 

Resolution No. GM.320.12

Moved Cr Price                                                             Seconded Cr Schefe  

That Council endorse the proposal to urgently upgrade facilities at the Roma sewerage treatment plant to receive trucked regulated waste, using the revenue received from the said incoming waste, and that the budget be amended accordingly.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Manager of Utilities & Waste

  

CONFIDENTIAL ITEMS

 

Item Number:                                   23.1

File Number: D12/31625

Subject Heading:                          Mitchell Multi Purpose Health Service - Construction Tender (RFT 13/9)

Author and Officer’s Title:                Tony Klein, Director Community Services

 

Executive Summary: 

Tenders were called for the construction of the Mitchell Multi Purpose Health Service facility.  Tenders closed on 27 September 2012.  Council’s approval of the appointment of a contractor was sought.

 

Resolution No. GM.321.12

Moved Cr Chambers                                                     Seconded Cr Flynn  

That Council accept the tender submitted by Kane Constructions Pty Ltd for $2,384,345 (plus GST) for Tender RFT 13/9 for the construction of the Mitchell Multi Purpose Health Service facility and that Council enter into an appropriate contract with Kane Constructions Pty Ltd.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Director Community Services

 

 

Item Number:                                   23.2

File Number: D12/31000

Subject Heading:                          Injune Multi-Purpose Centre Lettable Space

Location:                                          Lot 1 on SP166537

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

 

 

Executive Summary: 

The Injune Multi-Purpose Centre includes a room next to the Injune Information Centre that when constructed was designed to be used by an entity separate to Council.  In 2009 Council provided approval for the Injune Art Group to develop an Art gallery within the space.  Council has recently received correspondence from a commercial entity interested in leasing the space to establish a new business in Injune.  Council’s direction was sought in regard to calling for tenders for a three year lease over the space.

 

Resolution No. GM.322.12

Moved Cr Newman                                                       Seconded Cr Chambers  

That Council call for tenders to lease the space at the Injune Multi-Purpose Centre for a three year period, with tenderers to provide the following:

 

  • details of proposed use;
  • anticipated assistance from Council with regards to establishment and on-going maintenance;
  • demonstrated value of offered weekly rental;

 

And noting that Council has a preference for commercial proposals that collaborate with existing community organisations.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Manager Risk and Facilities

 

 

Item Number:                                   23.3

File Number: D12/30967

Subject Heading:                          Refunds - Injune Cemetery Fees

Author and Officer’s Title:                Dale Waldron, Manager Administration

 

Executive Summary: 

The purpose of this report was for Council to consider write off of fees paid during 2011/12 for the Injune Cemetery in light of changes to the regional cemeteries fees and charges.  Those applicants who were charged during 2011/12 should receive a write-off for part of the fee charged as they had paid for the plaques.

 

Resolution No. GM.323.12

Moved Cr Schefe                                                          Seconded Cr Denton   

That Council refund the difference between fees paid for burials in Injune during 2011/12, and the new Injune lawn cemetery fee structure.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Manager Administration

 

 

Item Number:                                   23.4

File Number: D12/31280

Subject Heading:                          Santos Funded Rent Assist Program

Author and Officer’s Title:                Tony Klein, Director Community Services

 

Executive Summary: 

Council administers the Santos funded Rent Assist program which provides assistance to people experiencing rental stress.  Consideration by Council of the future service delivery model of the program was sought.

 

Resolution No. GM.324.12

Moved Cr Wason                                                          Seconded Cr Chambers  

That Council approve the relinquishing of the Santos funded Rent Assist program and advocate to Santos that the corresponding funding and program management be transferred to Horizon Housing Company.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Director Community Services

 

Item Number:                                   LC.1

File Number: D12/32425

Subject Heading:                          Regional Tourism Organisation Membership

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

 

Executive Summary: 

Officers have been advised that Council may wish to reconsider its membership in the Southern Queensland Country Tourism Ltd (SQCT) in favour of the Outback Queensland Tourism Association (OQTA). 

 

Resolution No. GM.325.12

Moved Cr Denton                                                          Seconded Cr Newman  

 

That Council remain with Southern Queensland Country Tourism and develop closer links with projects initiated by Outback Queensland Tourism Association;

 

And;

 

That membership be subject to inclusion of a satisfactory “out clause” which would release Council from the agreement for its own reasons, on the first or subsequent anniversaries of the commencement date;

 

And;

 

That Council endorse Cr David McMahon from Goondiwindi Regional Council as its representative for this first term on the board.

 

CARRIED                                                                                                                      6/2

 

Responsible Officer

Manager Organisational Performance

 

Cr. Flynn declared a potential perceived conflict of interest in the following item due to his business involvement at Roma Airport, and left the Chambers at 2.27pm, taking no further part in discussions or debate on the matter.

 

LATE ITEM

 

Subject Heading:                          roma airport security screening

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

 

Executive Summary: 

Councillor update on Roma Airport security screening matters.

 

Resolution No. GM.326.12

Moved Cr Denton                                                          Seconded Cr Price

 

That Council approve the following actions:

 

1.    Extend Queensland Airport Limited’s short term security screening contract by three months, to end on 31 January 2013;

 

2.    Enter into negotiations with Queensland Airport Limited and TOLL for the provision of security screening services at Roma Airport;

 

3.    At the end of contract negotiations in recommending selection of the security screening contractor, a report be submitted to Council for consideration.

 

CARRIED                                                                                                                      7/0

 

Responsible Officer

Director Infrastructure

 

At cessation of discussion and debate on the above mentioned item, Cr. Flynn re-entered the Chambers at 2.28pm.

 

CONFIDENTIAL ITEMS CONTINUED

 

Item Number:                                   LC.2

File Number: D12/32052

Subject Heading:                          Follow-up Report - Next Stage Review of         Organisational Structure (Coordinator           Level) - Incorporating Related Change     Management Documents

Author and Officer’s Title:                Julie Reitano, Chief Executive Officer

 

Executive Summary: 

Feedback was provided to Council on the results of the recent consultation process (held by way of follow-up to the initial report to Council on 26 September 2012).  Proposed updates to the Portfolio Structure were considered to more closely align with the new Organisational Structure.

 

Discussion:

Cr Flynn indicated that his preference was for maintenance of key sporting facilities to be placed within the Community Services division – removing the need to split the Sport & Recreation Portfolio.

 

Resolution No. GM.327.12

Moved Cr Schefe                                                          Seconded Cr Price  

That Council:

 

  1. Adopt the Organisational Structure tabled in the officer’s report, noting that:

(a)   The Coordinator Local Laws Development position will be reviewed after six months;

(b)   The Specialist Position – Governance & Organisational Development will be reviewed after two years;

 

  1. Approve the undertaking of a salary budget review to release funding from vacant positions for the new positions in the current year and that permanent appointments occur as funding is identified;

 

  1. Endorse the new Vision, Mission and Guiding Principles for the new Corporate Plan;

 

  1. Endorse the new position terminology;

 

  1. Endorse the summary Change Management Plan;

 

  1. Give in principle support to the concept of Managers Works (Areas 1 and 2) and that a further consultation period of 2 weeks occurs to provide a recommendation on how this area will be structured (Coordinator Level and Areas);

 

  1. Adopt the new portfolio structure to ensure clear lines of communication in light of the new organisational structure, and that this be embodied within the new community engagement framework.

 

CARRIED                                                                                                                      7/1

 

Responsible Officer

Chief Executive Officer

 

 

CLOSURE

 

There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 2.40pm.

                                 

 

These Minutes are to be confirmed at the next General Meeting of Council to be held on 26 October 2012, at Roma Administration Centre.

 

 

 

 

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Mayor                                                          Date