Maranoa Logo Process

 

Minutes of the General Meeting of maranoa Regional Council held at Roma Administration Centre on 14 November 2012 commencing at 9.00am

 

ATTENDANCE

 

Mayor Cr. R S Loughnan chaired the meeting with Deputy Mayor W S Wason and 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 Minutes Officer – Kelly Rogers in attendance.

 

AS REQUIRED

Director Community & Commercial Services – Tony Klein, Director Infrastructure Services – Barry Omundson, Director Corporate Services – Matthew McGoldrick, Director Development & Environment Services – Rob Hayward, Manager Major Projects, Economic Development & Tourism – Ed Sims,  Coordinator Grants - Susan Sands.

 

GUESTS

 

Attending representatives from Roma Menshed.

 

WELCOME

 

The Mayor welcomed all present and declared the meeting open at 9.07am.

 

The Mayor acknowledged State Emergency Services (SES) Week and commended the organisation’s work in assisting communities during times of disaster.

 

APOLOGIES   

 

There were no apologies for the meeting.

 

Confirmation of Minutes

 

Resolution No. GM.360.12

Moved Cr Chambers                                                     Seconded Cr Newman  

 

That the minutes of the General Meeting (19-26.10.12) held on 26 October 2012 be confirmed as amended below:-

 

GM344.12 –

Final item reference in appending table to state-

 

192

Heading – Membership

Table - Row 2

Table - Row 3

 

Council Nominee/s

LDC Nominee/s

 

In addition to the following items:

 

Page Number      

Heading/Paragraph

Amendment

GM.331.12

Petition Names    

‘Johanssen’ rather than ‘Gohanssen’

GM.345.12                     

Change of Legislation for Separate Charges on Rates

Correction of Typographical error – ‘Legistration’

GM.357.12            

Request for Council Approval for Contractor Appointment – NDRRA Tender No. 13/2 (Injune Area)

Correction of Typographical error – ‘Councill’

CARRIED                                                                                                                      9/0

 

Business Arising FROM MiNUTES

 

There was no business arising from the minutes.

 

On the Table

 

Item Number:                                   5.1

File Number: D12/24649

Subject Heading:                          Memorandum of Understanding - Darling Downs South West Queensland Medicare Local

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

Executive Summary: 

Darling Downs South West Queensland Medicare Local seeks to develop a Memorandum of Understanding with Maranoa Regional Council.

 

Resolution No. GM.361.12

Moved Cr Wason                                                          Seconded Cr Price 

 

That Council endorse the Darling Downs South West Queensland Medicare Local Maranoa Regional Council Memorandum of Understanding as presented, with the inclusion of the following clause in 4.5:

·            DDSWQML will provide Maranoa Regional Council with service directory data and updates in a format that will assist Council to collate and maintain a whole of community service directory.

 

And  authorise the Mayor to sign the document.

 

CARRIED                                                                                                                      8/1

 

Responsible Officer

Director -  Community & Commercial Services

  

 

Presentations/Petitions and Deputations

 

Representatives of the Roma Menshed were in attendance at the meeting to make presentation to the Mayor and Councillors.

 

Roma catering firms accredited under the “Healthy Catering Guidelines” showcased healthy food options during lunch break.

 

 

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: D12/37800

Subject Heading:                          Injune District Tourism Association - Request For Construction Of New Caravan Park

Applicant:                                         Injune District Tourism Association

Author and Officer’s Title:                Ryan Gittins, Coordinator Business Development

Executive Summary: 

The Injune District Tourism Association (IDTA) requested that Council consider the construction of a second caravan park in Injune. Written Correspondence dated July 2012 states a new caravan park could be constructed on vacant land located at Third Avenue Injune, adjacent to the existing caravan park.

 

Consultation with the Department of Environment and Resource Management (DERM) has revealed that the proposed use of the land for a caravan park is inconsistent with the current purpose of  the reserve.

 

Resolution No. GM.362.12

Moved Cr Chambers                                                     Seconded Cr O'Neil  

That Council:

 

1.   Note the advice  from the Department of Environment & Resource Management that the land on Third Avenue is currently a Reserve for Recreation and consequently its proposed use as a caravan park (the provision of accommodation and amenities) is inconsistent with its approved purpose;

 

2.   Advise that it is not in a position to endorse the IDTA proposal due to the Reserve’s current purpose;

 

3.   Make application to excise a portion of available land on Third Avenue, requesting a change  to the purpose of the Reserve - noting that the proposed park location, being immediately opposite the existing one, would lend itself to being able to be operated individually in the short term but also as a single entity in future.  (It should be noted that Council does not provide any commitment that it will invest in a new caravan park);

 

4. Continue work at the Injune Rodeo Ground in the interim, providing a suitable short-stay area for caravans and campers.

 

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator Business Development

 

 

 

 

 

 

 

 

Item Number:                                   10.2

File Number: D12/38263

Subject Heading:                          Councillor attendance at upcoming conferenceS, deputations, meetings

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 Council 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.  The Mayor and Councillors may also, from time to time, be required to attend other meetings and deputations for which travel outside the region is required.  

 

Discussion:

Due to family commitments, Cr. Price advised that she was no longer in a position to attend the QLD Tourism Awards in Longreach on 15 – 18 November 2012.  This being the case Council determined that the item be removed from the Agenda.  Cr. Price further advised she would contact Lloyd Mills, CEO of Outback Tourism Regional Tourism Organisation (RTO) to arrange a representation to Council in the new year.

 

The Mayor advised Council he was in receipt of an invitation to attend a deputation with

Minister Scott Emmerson (Minister Transport and Main Roads) and Cr. Paul Antonio (Mayor, Toowoomba Regional Council), as well as an invitation to meet with representatives of the Toowoomba & Surat Basin Enterprise (TSBE).  The Mayor requested Council give consideration to endorsement of his attendance.

 

Resolution No. GM.363.12

Moved Cr Wason                                                          Seconded Cr Chambers  

 

That due to Cr. Price being unable to attend the QLD Tourism Awards in Longreach on 15 – 18 November 2012, the item be removed from the agenda, and;

 

That Council endorse the attendance of the Mayor at a Deputation with Minister Scott Emmerson and Cr. Paul Antonio, and a second meeting with representatives of the Toowoomba & Surat Basin Enterprise(TSBE) in Brisbane on 15 & 16  November 2012.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator- Executive Services

 

Community Services

 

Item Number:                                   11.1

File Number: D12/37941

Subject Heading:                          Local Government Grants Program Extended to Include Flood Infrastructure

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

Executive Summary: 

The Department of Local Government has invited further applications under the Flood Response component of the recent Grants and Subsidy Program.  The criteria have been extended to include structural flood mitigation projects, and Council’s endorsement was sought for an application to be included for components of the proposed Roma Flood Mitigation works.

 

 

 

 

Resolution No. GM.364.12

Moved Cr Schefe                                                          Seconded Cr O'Neil  

That Council submit the Roma flood mitigation project for funding under the Local Government Grants and Subsidies Program.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator - Grants

 

 

Item Number:                                   11.2

File Number: D12/38259

Subject Heading:                          Eligible Projects Identified Under Royalties for Regions Program Proceed to  Business Case stage

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

Executive Summary: 

Maranoa Regional Council has been advised that four applications submitted under the Royalties for Regions funding program have been short-listed.  Council has to submit business cases to the government for a final funding decision.

Projects have been identified under the three funding streams:

Floodplain Security

-     Flood Mitigation Project

Resource Community Building Fund

-     Roma Sewerage Augmentation Project

-     Injune Bore and Water Upgrade

Roads to Resources

-     Wallumbilla North Road

 

Resolution No. GM.365.12

Moved Cr Denton                                                          Seconded Cr Price  

That Council endorse the submission of business cases for the four identified projects for the Royalties for Regions program: Flood Mitigation Project, Roma Sewerage Augmentation Project, Injune Bore and Water Upgrade and Wallumbilla North Road.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator - Grants

 

 

Item Number:                                   11.3

File Number: D12/36876

Subject Heading:                          Local Government Grants and Subsidies Program

Location:                                          Mitchell

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

Executive Summary: 

Maranoa Regional Council has submitted a late application for funding under the Local Government Grants and Subsidies Program.  The funding is to enhance the Council building entrance and community space in Cambridge St in Mitchell.   An increased level of subsidy is sought to assist with the cost of the project.

 

 

Resolution No. GM.366.12

Moved Cr Newman                                                       Seconded Cr Chambers  

That Council endorse the funding application.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator - Grants

 

 

Item Number:                                   11.4

File Number: D12/38209

Subject Heading:                          Applications for Regional development australia Funding

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

Executive Summary: 

Maranoa Regional Council is eligible to submit projects for funding under the Regional Development Australia Fund, administered by the Commonwealth Government. The following projects have been identified as eligible, and were submitted to Council for prioritisation.

Projects have been identified under the two funding streams:

Round Three

-     Roma Mid-Street Crossing

-     Equine Hydrotherapy Facility at Bassett Park

Round Four

-     Roma Flood Mitigation

-     Roma Sewerage Project

 

Resolution No. GM.367.12

Moved Cr O'Neil                                                            Seconded Cr Chambers  

That Council endorse the submission of an Expression of Interest under the Regional Development Australia Fund for Rounds Three and Four as follows:-

 

Round Three                                     Round Four

Roma Mid-Street Crossing                Roma Flood Mitigation 

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator - Grants

 

Corporate Services

 

Item Number:                                   12.1

File Number: D12/36678

Subject Heading:                          Sale of Land Wallumbilla

Location:                                          Lot 703 on W4091, 6 May Street Wallumbilla

Author and Officer’s Title:                Tanya Mansfield, Manager - Property, Legal & Enterprise      Risk

 

Executive Summary: 

At its General Meeting held on 22 August 2012, Council resolved to offer for sale by tender Lot 703 on W4091 located at 6 May Street Wallumbilla.  This land was advertised for sale by tender, however no tenders were received by the closing date of 26 September 2012.  It was recommended that Council place the land for sale with its real estate agents Ray White Roma.

 

Resolution No. GM.368.12

Moved Cr Denton                                                          Seconded Cr Newman  

That Council place for sale with Ray White Roma Lot 703 on W4091 located at 6 May Street Wallumbilla with the Chief Executive Officer and Mayor to set the listing price with consideration for the market valuation. 

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager - Administration

 

 

Item Number:                                   12.2

File Number: D12/38280

Subject Heading:                          Financial Sustainability Report for the period to 31 October 2012

Author and Officer’s Title:                Alan Marchant, Manager- Finance

Executive Summary: 

The Financial Sustainability Report for the period to 31 October 2012, together with a summary of Council’s actual performance at sub program level against Council’s approved budget, was presented for Council’s consideration.

 

Discussion:

Cr. Chambers enquired on the methodology and timelines  for payment of funds claimed by Council  under the Natural Disaster Relief and Recovery Arrangements (NDRRA).  The Director Corporate Services provided an explanation.

 

Resolution No. GM.369.12

Moved Cr Chambers                                                     Seconded Cr Flynn  

That the progressive Financial Statements for the period to 31 October 2012 as included in the Financial Sustainability Report  be received subject to audit.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager- Finance

 

Infrastructure

 

Item Number:                                   13.1

File Number: D12/35890

Subject Heading:                          Injune Airport - External Funding Request

Location:                                          Injune

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

Executive Summary: 

The Injune airport has been closed (other than to emergency flights) since February 2012 for safety reasons.  Extensive damage to the infrastructure has been caused by Santos related energy sector flights of larger and heavier aircraft.  Santos has advised of a forward program that would intensify the use of the Injune airport, well above the existing design parameters. Santos has requested from Council a letter explaining the situation and the provision of an estimate for repair and extension.

 

To cater for the expected increase in use, and to repair the existing damage, required works amount to proposed expenditure of $10.4M. 

 

 

 

Discussion:

Council discussed the importance for development of  a strategic plan for regional airports to assure viability of future arrangements.

 

Resolution No. GM.370.12

Moved Cr Denton                                                          Seconded Cr Newman  

That Council:

1.   Endorse the letter to Santos for Injune Airport funding;

2.   Through the Mayor and Chief Executive Officer, include the matter of Injune Airport funding in the CSG Steering Group’s first meeting for consideration with other energy sector funding opportunities.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Director - Infrastructure Services

 

 

Item Number:                                   13.2

File Number: D12/38159

Subject Heading:                          Pickanjinnie North Road Affected by Santos GLNG Traffic

Location:                                          Pickanjinnie North Road

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

Executive Summary: 

It is a requirement of the Queensland State Government Co-ordinator General’s Department that Energy Sector proponents, in the coal seam gas industry, have a Road Impact Assessment (RIA) of the relevant transport routes within Council’s road network, that are being used for their commercial operations.

 

The Road Impact Assessment is a living document.  As the Energy Sector expand, so will their requirements to use different haul routes within the region and as a consequence the need to amend the RIA accordingly.

 

Roads included within the RIA will form part of the Infrastructure Agreement.  The Energy Sector are responsible for capital upgrade treatments and the maintenance of the roads identified in the RIA.

 

Discussion:

Council discussed the importance of urgently signing off Infrastructure Agreements with Energy Sector Companies to address maintenance of  regional roads identified to be impacted by high/and or heavy traffic loads as a result of Energy Sector activities in the region. Council determined that the matter again be discussed at a later point during the meeting.

 

Resolution No. GM.371.12

Moved Cr Denton                                                          Seconded Cr Price  

That Council note the contents of the report for future reference.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager -  Construction & Maintenance

 

 

 

 

 

 

Item Number:                                   13.3

File Number: D12/38381

Subject Heading:                          Infrastructure Depot Upgrade

Location:                                          Roma

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

Executive Summary: 

Accommodation issues at the Infrastructure Depot  (Cartwright St) and the Main office (Cnr Bungil & Quintin Sts) have necessitated the need to have both short and longer term physical structural changes.

 

Resolution No. GM.372.12

Moved Cr Denton                                                          Seconded Cr O'Neil  

That Council:

 

1.   Approve the reallocation of funding (from the Depot Upgrade budget) to set up temporary office space at Council’s Infrastructure Depot while the longer term space issues are resolved;

2.   Endorse the ten (10) point process detailed in the officer report.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Director - Infrastructure Services

  

PRESENTATION

 

Representatives of the Roma Menshed presented Councillors with a gift of carved wooden pens made by members of the local group.  The Mayor thanked attendees and commended the group on the opportunities made available to the Roma community through the activities initiated by the group.

 

Subject Heading:  suspension of standing orders

Council adjourned for morning tea at 10.40am.

 

Subject Heading:  resumption of standing orders

Council resumed the meeting at 10.59pm.

 

Late Items

 

Item Number:                                   L.1

File Number: D12/38822

Subject Heading:                          Roma Flood Study & Mitigation Project – Preliminary Dam and Choke Analysis

Location:                                          Roma

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

Executive Summary: 

A number of concerns were expressed during the recent community consultation in terms of the proposed mitigation measures recommended by Consultants Engeny.  More specifically, a number of our community believed that the proposed levee would not work and is not needed if a dam were to be constructed upstream of Roma.

 

Advice from Engeny was that a cost benefit analysis of a dam as a possible mitigation measure had been considered, however further investigation of this possible flood mitigation measure has been undertaken by renowned dam specialist GHD. 

Working with Engeny in terms of modelling various flood events as they relate to the construction of a dam at several sites, GHD has provided preliminary advice, pending a final report yet to hand.  The preliminary advice indicates the least cost of a dam to be $48M with the higher order costs of $187M.  This is compared to the costs of the possible levee in its current proposed alignment as recommended by Engeny of $9M.

 

Furthermore, even with the lowest cost dam option it is predicted that only 45% of the flow into Roma, based upon the February 2012 flood event, would be contained.

 

Resolution No. GM.373.12

Moved Cr Chambers                                                     Seconded Cr Wason  

That Council:

1.   Approve in principle the construction of a levee pending funding and further report to Council on the detailed alignment;

2.   Continue community consultation on the project.

 

CARRIED                                                                                                                      8/1

 

Responsible Officer

Director - Infrastructure Services

 

 

Item Number:                                   L.2

File Number: D12/38810

Subject Heading:                          Community Consultation Report

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

Executive Summary: 

Engeny, a consultancy specialising in water management produced Stage 1 and Stage 2 Roma Flood Study & Mitigation reports which after extensive flood event modelling recommended a range of flood mitigation measures for Roma. 

 

A comprehensive community consultation program was then undertaken discussing mitigation measures and collating responses from individual members of the Roma community, businesses and stakeholders within the Maranoa Region.  The consultation process commenced mid-July and officially ran until early September 2012, although in effect consultation continued long after this date. 

 

Over 940 engagement opportunities were utilised by community members, businesses and stakeholders through a variety of engagement activities to share their views, experiences, concerns, and suggestions on the floods in Roma and the flood mitigation strategies being considered by Council.

 

A range of short and longer term outcomes were canvassed within the body of the Community Consultation Report, as areas the community felt needed addressing by Council, a number of which are currently in progress.

 

Property owners surveyed regarding support for the proposed strategies saw 46% expressing their support for the proposed strategies, as opposed to 31% of those surveyed who were not supportive. Twenty-three percent (23%) of those surveyed reported that they were either neutral or unsure about whether they supported the proposed strategies or not.

 

Resolution No. GM.374.12

Moved Cr Chambers                                                     Seconded Cr O'Neil  

 

That Council:-

 

 

  1. Receive and note the officer’s report as presented;

 

2.     Commence clearing of vegetation, in consultation with relevant authorities, including consideration of the use of fire as a clearing method,  along the banks of the following river systems:-

 

    • Bungil Creek, Roma - (north) from the Pony club site to 100m down stream of the railway bridge (south);

 

    • Maranoa River, Mitchell-  1km up and down stream from the bridge.

 

3.     Endorse the preparation and issue of a Frequently Asked Questions (FAQ) document including placement on Council’s website for community access.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Director - Infrastructure Services

 

Item Number:                                   L.3

File Number: D12/38839

Subject Heading:                          Draft Community Engagement Framework

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

Executive Summary: 

 

The Draft Community Engagement Policy Framework is a work in progress, that aims to increase opportunities for Councillors to:

    Have dialogue with residents who Councillors may not ordinarily come in contact with;

    Be available and visible in various towns and communities;

    Seek broader input and information for the determination of Council’s priorities;

    Gain greater knowledge of Council and Community assets;

    Gain a broader understanding of local issues;  

    Achieve a greater balance of perspectives – ensuring that decision making is not weighted towards a vocal minority at the detriment of a silent majority;

    Communicate the background to Council’s decisions.

 

The document that was presented is the culmination of a number of workshops with the Mayor and Councillors, facilitated by the Chief Executive Officer.    Although still in its early stages, presenting the document now will enable Councillors to get started on its implementation.   The first day planned (for the new ‘Out and About’ initiative) is the 20 November 2012.

 

Discussion:

Council requested that the Draft Community Engagement Framework be distributed to local community groups across the region.

 

Resolution No. GM.375.12

Moved Cr O'Neil                                                            Seconded Cr Schefe  

 

That Council:

 

  1. Adopt the Community Engagement Framework, recognising that it is a work in progress.    Further that Council continue to workshop future engagement opportunities.

 

  1. Launch the the ‘Out & About’ initiative commencing on 20 November – both at the Saleyards and Woolworths, with advertising to commence as soon as possible.

 

  1. Relaunch the MRC Audit Committee – commencing with confirmation of previous community representatives’ continued interest in participation.

 

  1. Distribute the Draft Community Engagement Framework to local community groups across the region.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Chief Executive Officer

 

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;

          (d)      rating concessions;

          (c)      the local government budget;

 

Resolution No. GM.376.12

Moved Cr Denton                                                          Seconded Cr Newman

 

That Council close the meeting to the public at 11.29am.

 

CARRIED                                                                                                                      9/0

 

 

Cr. Denton declared a potential perceived ‘Conflict of Interest’ in Item 22.5 “Regional Arts Development Fund Applications from Round 2, 2012/13 Financial Year,” due to her being a member of the Injune District Tourism Association.  The association had put forward an application under the fund.  Council determined that Cr. Denton could remain in the Chamber for discussion on the item. 

 

Councillor O’Neil declared a ‘Conflict of Interest’ in the following items:-

Item 23.7 “Roma Saleyards Development," due to a family member owning local Real-estate Agency, L J Hooker, and the likelihood that the agency may seek participation in potential future development proposals;

Item 23.8 “Material Change of Use - Undefined Use (250 Unit Accommodation Village)” due to a family member owning local Real-estate Agency, L J Hooker who are the current Agents for the sale of Derrick Drive, Roma (Lot 13 on S)P226952);

Cr. O’Neil declared a ‘Pecuniary Interest’ in Item LC.1 “Radio Communications” due to him being a casual employee of Macquarie Radio Networks 4ZR, the subject of discussion for this item.

As items 23.7, 23.8 and LC.1 were discussed in succession, Cr. O’Neil left the Chamber at 12.02pm, taking no further part in discussions on all three items.

At cessation of discussion on all of the abovementioned items Cr. O’Neil entered the Chamber at 12.24pm.

 

The Mayor left the Chamber at 12.11pm.

The Mayor entered the Chamber at 12.15pm.

 

Subject Heading:  suspension of standing orders

Council adjourned for lunch at 12.22pm.

 

Subject Heading:  resumption of standing orders

Council resumed the meeting at 1.32pm.

 

Cr. Flynn declared a potential ‘Conflict of Interest’ in Item LC.5 “Roma Airport – Outstanding Issues” due to his personal business operations out of the Roma Airport being owner of Maranoa Travel and left the Chambers at 1.26pm taking no further part in discussion on the item.

 

At cessation of discussion on the abovementioned item Cr. Flynn entered the Chamber at 1.43pm.

 

Cr. O’Neil left the Chambers at 1.47pm.

Cr. O’Neil entered the Chambers at 1.55pm.

 

The Mayor left the Chambers at 1.48pm.

The Mayor entered the Chambers at 1.51pm.

 

Cr. O’Neil left the Chambers at 2.45pm.

Cr. O’Neil entered the Chambers at 2.47pm.

 

The Mayor left the Chambers at 2.56pm.

The Mayor entered the Chambers at 3.00pm.

 

Cr. Schefe left the Chambers at 3.06pm.

Cr. Schefe entered the Chambers at 3.13pm.

 

 

Resolution No. GM.377.12

Moved Cr Denton                                                          Seconded Cr Price

 

That Council open the meeting to the public at 3.38pm.

 

CARRIED                                                                                                                      9/0

 

 

Subject Heading:  suspension of standing orders

Council adjourned for a brief recess at 3.38pm.

 

Subject Heading:  resumption of standing orders

Council resumed the meeting 3.43pm.

 

 

Item Number:                                   23.1

File Number: D12/34284

Subject Heading:                          Supplementary Report: Roma Flood Study and Mitigation Project - Impact of Flood Mitigation on over Floor Flood Inundation

Location:                                          Roma

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

Executive Summary: 

Following the receipt of final survey data, Council’s consultants, Engeny, undertook additional hydraulic and hydrological modelling to ascertain more accurately over the floor flooding of buildings in Roma, based on the February 2012 flood event. The analysis and findings takes into consideration a range of aspects including the affects of flooding with or without a levee.

 

Resolution No. GM.378.12

Moved Cr Price                                                             Seconded Cr Flynn  

That given the alignment of the proposed levee may change, the matter lay on the table pending further investigations for presentation at a future meeting of Council.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Director - Infrastructure Services

 

 

Item Number:                                   23.2

File Number: D12/34343

Subject Heading:                          Delivery of Council's Road Maintenance, Construction and Flood Delivery Programs

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

Executive Summary: 

This report outlined the NDRRA process in terms of delivering road construction projects and provides an update to Council on a review of NDRRA procurement and contractual matters.  Furthermore, the report provides an overview of road construction finish parameters and addresses the betterment or ‘enhancement’ aspect.   It also addresses concerns raised as they relate to the engagement of smaller civil contractors, not on Council’s Approved Contractor list.

 

Resolution No. GM.379.12

Moved Cr Newman                                                       Seconded Cr Schefe  

That Council receive and note the information as presented.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Director - Infrastructure Services

 

 

Item Number:                                   23.3

File Number: D12/36580

Subject Heading:                          Mungallala Memorial Hall Management

Location:                                          Redford Street, Mungallala

Applicant:                                         Mungallala Progress Association

Author and Officer’s Title:                Tanya Mansfield, Manager - Property, Legal & Enterprise      Risk

Executive Summary: 

The Mungallala Progress Association had submitted a proposal to Council offering to manage the daily operations of the Mungallala Hall.  Council was requested to consider the proposal.

 

Resolution No. GM.380.12

Moved Cr Newman                                                       Seconded Cr O'Neil  

Council enter a formal agreement with the Mungallala Progress Association for a three year period with the organisation to manage the Mungallala Hall including bookings, issuing of keys, cleaning and some improvements to the grounds with the association to have free use of the hall and retain all income from bookings, and Council to remain responsible for payment of utilities, maintenance of the hall and grounds.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager - Administration

 

Item Number:                                   23.4

File Number: D12/37656

Subject Heading:                          Request for garbage service charge to be removed from rates notice

Location:                                          Roma

Author and Officer’s Title:                Dana Harrison, Coordinator - Rates

Executive Summary: 

Correspondence has been received from the applicant requesting the garbage service charge be removed from the rates notice for her property in Roma.

 

Resolution No. GM.381.12

Moved Cr O'Neil                                                            Seconded Cr Denton  

That given the circumstances and the evidence provided, Council provide a remission of the garbage service for the identified property, for as long as the current owner and living arrangements are in place.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Coordinator - Rates

 

 

Cr. Denton declared a potential perceived ‘Conflict of Interest’ in the following item due to her being a member of the Injune District Tourism Association.  The association had put forward an application under the fund and she left the Chamber at 3.47pm. 

 

Item Number:                                   23.5

File Number: D12/37860

Subject Heading:                          Regional Arts Development Fund Applications from Round 2,  2012/13 Financial Year

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

Executive Summary: 

The Maranoa Regional Council Regional Arts Development Fund (RADF) Committee had assessed funding applications for arts and cultural projects and activities submitted under the 2012/13 financial year funding Round 2, ending 12 October 2012.

 

Resolution No. GM.382.12

Moved Cr Chambers                                                     Seconded Cr Newman  

That Council endorse the Regional Arts Development Fund (RADF) Committee’s grant assessment recommendations to approve the following applications:-

 

Organisation

Project

Approved Funds

Injune District Tourism Association

Two-day photography workshop

$3,392

Isolated Children’s and Parents Association (ICPA) – Mitchell Tomoo Branch

Inclusion of a theatre component to the annual Mitchell Swim, Arts & Gym Camp for isolated children

$3,061

 

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Coordinator - Grants

 

 

At cessation of discussion and debate on the abovementioned item Cr. Denton entered the Chamber at 3.49pm.

 

Item Number:                                   23.6

File Number: D12/35808

Subject Heading:                          Roma Multi Purpose Sporting Precinct

Author and Officer’s Title:                Fiona Vincent, (Acting) Manager- Community     Development

Executive Summary: 

Over some time Council has been considering aggregating sporting fields in Roma.  Due to the recent change of State Government, much of the work undertaken with the previous government to enter into a land swap arrangement to facilitate the project has become redundant.

 

At a workshop in August 2012, Councillors and Senior Council staff reviewed the land swap deal and preliminary planning for sporting club rationalisation at Bungil Street Ovals. This included overall site design, incorporating field layout and clubhouse planning and costing.  Consideration was also given to alternative flood free sites within Roma, such as Bassett Park.

 

An outcome of the workshop was that the Mayor was to have discussions with the relevant Minister(s) to determine a suitable way forward in relation to the previous land swap arrangements.  The Mayor subsequently advised the Director Community Services that the most appropriate action to progress the matter was for officers to recommence discussions with relevant departmental personnel.

 

Resolution No. GM.383.12

Moved Cr O'Neil                                                            Seconded Cr Flynn  

That Council endorse the draft correspondence to be sent and for negotiations to recommence with relevant current State Government Ministers and/or their representatives.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

(Acting) Manager- Community Development

 

Councillor O’Neil declared a ‘Conflict of Interest’ in the following two items:-

Item 23.7 “Roma Saleyards Development," due to a family member owning local Real-estate Agency, L J Hooker, and the likelihood that the agency may seek participation in potential future development proposals;

Item 23.8 “Material Change of Use - Undefined Use (250 Unit Accommodation Village)” due to a family member owning local Real-estate Agency, L J Hooker who are the current Agents for the sale of Derrick Drive, Roma (Lot 13 on S)P226952);

Cr. O’Neil declared a ‘Pecuniary Interest’ in a third item,  Item LC.1 “Radio Communications” due to him being a casual employee of Macquarie Radio Networks 4ZR, the subject of discussion for this item; and, left the Chamber at 3.48pm.

 

 

 

 

 

COUNCILLOR REPORT

Item Number:                                   23.7

File Number: D12/37983

Subject Heading:                          Roma Saleyards Development Opportunities

Location:                                          Roma

Author and Councillor’s Title:           Cr. Scott Wason

Councillor’s Summary:

The Roma Saleyards is Australia’s largest cattle selling centre.  Like any business, continual improvement strategies need to be developed to ensure its longevity and ongoing profitably.  Various opportunities could be investigated to achieve these desired outcomes while addressing the changing needs of the users at the Roma Saleyards.

 

Resolution No. GM.384.12

Moved Cr Wason                                                          Seconded Cr Price  

That Council endorse further investigation into the development of the Roma Saleyards site and an appropriate officer’s report be developed before any commitment is made to progress any development opportunities at the site.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Director Community & Commercial Services

 

 

Item Number:                                   23.8

File Number: D12/36656

Subject Heading:                          Material Change of Use - Undefined Use (250 Unit Accommodation Village)

Location:                                          Derrick Drive, Roma Qld 4455 (Lot 13 on SP226952)

Applicant:                                         Warrego Equities

Author and Officer’s Title:                Danielle Pearn, Coordinator- Planning

Executive Summary:  This application sought to carry out a Material Change of Use – Undefined Use (250 Unit Accommodation Village) on land at Derrick Drive, Roma Qld 4455, described as Lot 13 on SP226952.

 

The proposed development is inconsistent with the provisions of the Roma Town Planning Scheme 2006 including the Desired Environmental Outcomes (DEOs) and Industrial Zone Code.

 

Resolution No. GM.385.12

Moved Cr Schefe                                                          Seconded Cr Chambers  

That the application for a Material Change of Use – Undefined Use (250 Unit Accommodation Village) on land at Derrick Drive, Roma QLD 4455 and described as Lot 13 on SP226952, be refused due to the application being  inconsistent with provisions of the Roma Town Planning Scheme 2006, including the Desired Environmental Outcomes (DEOs) and Industrial Zone Code.

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Coordinator- Planning

 

 

LATE CONFIDENTIAL ITEMS

 

Cr. Flynn declared a potential perceived ‘Conflict of Interest’ in the following item, due to his voluntary broadcast activities undertaken at Macquarie Radio Networks 4ZR and left the Chamber at

3.54pm.

 

 

 

Item Number:                                   LC.1

File Number: D12/38212

Subject Heading:                          Radio Communications

Author and Officer’s Title:                Jane Frith, Corporate Communications Officer

Executive Summary: 

Radio has previously been used as a communication tool by Council to share Council information and news with residents.  With a permanent contract no longer in place, Council has requested a review of the different options available with regard to radio communications.

 

Resolution No. GM.386.12

Moved Cr Denton                                                          Seconded Cr Newman  

That Council accept the new proposal put forward by Macquarie Radio Network’s 4ZR, commencing Friday, 7 December until 30 June 2013, and;

 

Council consider Hot FM as a communication tool to reach younger residents as part of the 2013/14 budget deliberations.

 

CARRIED                                                                                                                      7/0

 

Delegated Officer

Corporate Communications Officer

 

At cessation on discussion and debate on items 23.7, 23.8 and LC.1 Cr. O’Neil entered the Chamber at 3.56pm.

 

At cessation on discussion and debate on item LC.1 Cr. Flynn entered the Chamber at 3.56pm.

 

Item Number:                                   LC.2

File Number: D12/38842

Subject Heading:                          Update on Organisational Reforms & Associated Budget Amendments

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

Executive Summary: 

The report provided an overview and update on:

   Organisational Structure Changes (Implementation)

   Conduct & Integrity Reviews

   Project Management

   Customer Service Facilitation

   Development of Work Programs (Template)

   Implementation of Human Resources Plan

   Authority (Civica) Improvement Plan

 

Resolution No. GM.387.12

Moved Cr Chambers                                                     Seconded Cr Newman  

That Council:

 

  1. Note the information as presented;

 

  1. Approve the proposed budget amendments (Schedule Tabled) to enable the remaining appointments to be made, and the commencement of the IT projects outlined in this and a previous  report to Council (Resolution No. GM.388.12)

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Chief Executive Officer

 

 

Item Number:                                   LC.3

File Number: D12/38844

Subject Heading:                          Correspondence from Residents - Marra Marra Road

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

Executive Summary: 

Council’s consideration was sought for a range of issues including:

      • The grids on Marra Marra Road
      • Signage
      • Financial Implications
      • Legal Implications
      • Risk

 

Resolution No. GM.389.12

Moved Cr Price                                                             Seconded Cr Chambers 

 

That Council:

1.     Advise Mrs Muriel Markey and Mr Ron Markey (in relation to the first grid on Marra Marra Road - located approximately 300m from the PEI Road / Marra Marra Road intersection) that, after a reasonable notice period (determined by the Chief Executive Officer), Council will:

    • remove the grid installed by the former Bendemere Shire Council, as it is:

-       non-compliant with specifications currently in use by Maranoa Regional Council’s Infrastructure Services Directorate;

-       incapable of complying with these specifications;  and

-       not the subject of an approval granted by Council as required under Local Law No. 1 (Administration) 2011;

    • if necessary restore the road to a safe and trafficable condition.

2.     During the notice period, provide Mrs Muriel Markey and Mr Ron Markey the opportunity to:

o  apply to Council for the grant of an approval to install a grid; and

o  subject to the grant of an approval, install a grid on Marra Marra Road in accordance with the conditions of the approval, and at the landholder’s (Mrs & Mr Markey’s) cost.

 

 

 

 

 

Further that Council:

 

1.     Advise Mr & Mrs Shane Elliott (in relation to the second grid on Marra Marra Road - at the common boundary between RP 328 FTY 1860 and RP 65 BWR 518) that it is:-

-       non-compliant with specifications currently in use by Maranoa Regional Council’s Infrastructure Services Directorate; and

-       not the subject of an approval granted by Council as required under Local Law No. 1 (Administration) 2011;

 

2.     Provide a reasonable notice period (determined by the Chief Executive Officer), for Mr & Mrs Elliott to:-

 

o   apply to Council for the grant of an approval to upgrade or replace the grid  to ensure compliance with specifications currently in use by Maranoa Regional Council’s Infrastructure Services Directorate; and

 

o    subject to the grant of the approval, upgrade or replace the grid in accordance with the conditions of the approval at the landholder’s (Mr & Mrs Elliott’s) cost;   

     

       or

 

o   remove the second grid from Marra Marra Road and restore the road in the vicinity of the second grid to a safe and trafficable condition at the landholder’s (Mr & Mrs Elliott’s) cost.

 

 

CARRIED                                                                                                                      6/3

 

Delegated Officer

Chief Executive Officer

 

 

Item Number:                                   LC.4

File Number: D12/38824

Subject Heading:                          Engagement of Consultant Roma Flood Study & Mitigation Project

Location:                                          Roma

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

Executive Summary: 

Council engaged Engeny Water Management and GHD to prepare studies in relation to the flood and flood mitigation strategy for Roma.  The reports recommended the construction of a flood levee as providing the best ‘value for money’ in terms of funding constraints and flood mitigation effectiveness.   However, at that stage, no decision had been made by Council.

 

Looking ahead, Council, on advice from its third party advisers, determined that the most suitable procurement approach would be to engage a contractor to design and construct the flood mitigation project, pursuant to a two stage procurement process (an expression of interest process followed by a tender process).    Given the time involved in the process, this was commenced so as to ensure as much preparation was completed, should the project progress.

 

Council does not have the expertise or resources to prepare a project brief (PPR), review a flood levee (or other flood mitigation alternative) design, superintend or perform other related work in relation to the design and construction of a flood levee (or other flood mitigation alternative).  Accordingly, Council released a tender for the provision of those services.

 

Resolution No. GM.390.12

Moved Cr Schefe                                                          Seconded Cr Newman  

 

That Council:

 

1.   Approve the recommendation of GHD as the preferred tenderer for the PPR;

 

2.   Does not make a decision on the Superintendency at this time;

 

3.   Authorise the Chief Executive Officer to enter into negotiations with GHD for the PPR;

 

4.   Authorise the Chief Executive Officer to enter into a contract with GHD for the PPR on suitable contract terms; and

 

5.   Resolve, pursuant to section 177(3) of the Local Government (Finance, Plans and Reporting) Regulation 2010, that it would be in the public interest to invite expressions of interest for the purposes of short-listing before inviting written tenders for the design and construction of the flood mitigation project.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director - Infrastructure Services

 

Cr. Flynn declared a potential ‘Conflict of Interest’ in the following Item due to his personal business operations out of the Roma Airport being owner of Maranoa Travel and left the Chamber at 4.01pm taking no further part in discussion or debate on the item.

 

Item Number:                                   LC.5

File Number: D12/38581

Subject Heading:                          Roma Airport - Outstanding Issues

Location:                                          Roma Airport

Author and Officer’s Title:                Jodie Young, Support Officer - Airports      Administration/Infrastructure

Executive Summary: 

This report sought to address matters arising from the Council workshop on Airports, held Wednesday 7 November.  Issues addressed include fees and charges, status of the regulated route between Roma and Brisbane, Kiosk and cleaning tender status, terminal design, pavement concession process and the need to complete an airport master plan.  

 

Resolution No. GM.391.12

Moved Cr O'Neil                                                            Seconded Cr Wason  

 

 

That Council:

    Advocate that it be included in the discussion process for any future flight routes and or arrangements;

 

    Approve the following charges:

o    Hire car depot is charged at $3/bay 

o    A car park lost ticketed charge of $70 – equivalent of 1 week

o    Administration fee for car park swipe cards charged at $5/card/month

 

    Delegates authority to the CEO for pavement concession;

 

    Approve $130,000 to complete a Roma airport master plan – with the funding to be made available from increased revenue being earned at the Airport – and the budget be amended accordingly.  

 

CARRIED                                                                                                                      8/0

 

Responsible Officer

Support Officer - Airports Administration/Infrastructure

 

At cessation of discussion and debate on the abovementioned item Cr. Flynn entered the Chamber at 4.02pm.

 

Item Number:                                   LC.6

File Number: D12/38269

Subject Heading:                          Engagement of a Principle Engineering Consultant to provide Engineering Services to Council in the delivery of Energy Sector funded Capital and Maintenance Works Programmes

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

Executive Summary: 

Council is undertaking the project management of substantial capital upgrade works on its road network on behalf of GLNG Santos and APLNG Origin.

 

The upgrade works are a number of those projects identified in the APLNG and GLNG Road Impact Assessments (RIA).  Namely Yuleba-Taroom Road, Horse Creek Road, Reedy Creek Road and Injune-Taroom Road.  The estimated cost of these works is in the order of $50 million.  Council currently does not have the required number of its own technical staff to project manage the works.  Accordingly it is necessary to engage additional Engineering capacity externally.

 

Resolution No. GM.392.12

Moved Cr Denton                                                          Seconded Cr Schefe  

That Council appoint Aurecon Australia Pty Ltd. under Local Buy Contract BVS220 to provide Engineering Services associated with the delivery of Council’s Energy Sector funded Capital and Maintenance Works Programmes.

 

The procurement of the services of Aurecon Australia Pty Ltd. satisfies Council’s current Purchasing Policy as a LGA Arrangement under the Local Government Act 2009 and the Local Government (Finance, Plans and Reporting) Regulations 2010.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager -  Construction & Maintenance

 

Item Number:                                   LC.7

File Number: D12/39058

Subject Heading:                          APLNG Origin Reedy Creek Gas Facility - Upgrade Works FOR Council Roads

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

Executive Summary: 

Australian Pacific Liquefied Natural Gas (APLNG) is constructing a gas facility at Reedy Creek Road. 

 

 

The traffic generated by this facility has been assessed as potentially having an adverse impact on Council roads.  The company is required to mitigate against this impact and fund upgrade works on the associated roads. 

 

Resolution No. GM.393.12

Moved Cr Price                                                             Seconded Cr Flynn  

That, Council authorise the undertaking of package works, for Packages 3b, 2 and 5 for upgrade works of Yuleba-Taroom Road and Horse Creek Road, in accordance with Procurement Policy and procedure.

 

CARRIED                                                                                                                      9/0

 

Responsible Officer

Manager -  Construction & Maintenance

 

 

Item Number:                                   LC.08

File Number: D12/34006

Subject Heading:                          Tender 12/33 - Crushing and Stockpiling of Various Quarry Products at Roma Quarry

Location:                                          Roma Quarry

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

Executive Summary: 

Tenders were received for the provision of Crushing and Stockpiling Various Quarry Products at Roma Quarry.  The tendered work involves three separable portions being the crushing and stockpiling of aggregate, road base and sub base materials. Pricing was required by each tenderer for each separable portion.  Each tendered separable portion was then assessed by a panel with the weighted scoring for a range of set parameters.

 

Resolution No. GM.394.12

Moved Cr Wason                                                          Seconded Cr Denton  

That Council under clause 11.3 (c) of the Conditions of Tender, shortlist the top two tenderers in Glendun Group and SEE Civil Pty Ltd and request that those tenderers provide revised pricing based on the change of specifications, with a report to Council at its next meeting recommending the preferred contractor.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director - Infrastructure Services

 

The Mayor left the Chambers at 4.07pm and did not return for the remainder of the meeting.

 

The Deputy Mayor assumed the Chair at 4.07pm

 


LATE ITEMS CONTINUED

 

Item Number:                                   L.4

File Number: N/A

Subject Heading:                          road impact assessment – energy sector

Location:                                          Maranoa Region

 

Executive Summary: 

Council discussed earlier during the meeting the importance of urgently signing off Infrastructure Agreements with Energy Sector Companies to address maintenance of  regional roads identified to be impacted by high/and or heavy traffic loads as a result of Energy Sector activities in the region. Council re-commenced discussion on the matter.

 

Resolution No. GM.395.12

Moved Cr Price                                                             Seconded Cr Chambers

 

That Council urgently progress the signing of Infrastructure Agreements with Energy companies’ through escalation to the CSG Steering Group, and;

 

That the Mayor advocate to the Coordinator General Council’s position on this matter.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

 

 

Item Number:                                   L.5

File Number: N/A

Subject Heading:                          Roma Multi Purpose Sporting Precinct

Author and Officer’s Title:                Fiona Vincent, (Acting) Manager- Community     Development

Executive Summary: 

Following earlier discussions on the Roma Multi Purpose Sporting Precinct, Council further discussed the endorsement and development of a Master Plan for Bassett Park.

 

Resolution No. GM.396.12

Moved Cr O'Neil                                                            Seconded Cr Flynn

 

That Council endorse the development of a Master Plan for Bassett Park to include the possible aggregation of sporting fields and facilities in Roma.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Director Community & Commercial Services

 

 

 

 

 

 

 

Item Number:                                   L.6

File Number: N/A

Subject Heading:                          councillor representation - Santos water working group

Location:                                          Maranoa Region

 

Executive Summary: 

Council representation of Community Committees is closely aligned to Councillor Portfolios.  Individual Councillors participate in external/community committees where invited, and as nominated by Council.     These are reflected in the Community Engagement Framework.

 

Resolution No. GM.397.12

Moved Cr O'Neil                                                            Seconded Cr Flynn

 

That Cr. Schefe be Council’s nominated delegate on the Santos Water Working Group and the Community Engagement Framework be updated accordingly.

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

 

 

CLOSURE

 

There being no further business, the Deputy Mayor thanked Council for their attendance and declared the meeting closed at 4.15pm.

                                 

 

These Minutes are to be confirmed at the next General Meeting of Council to be held on 28 November 2012, at Roma Administration Centre.

 

 

 

 

...............……….....................................                                           ..................................

Mayor & Deputy Mayor.                                                             Date.