Description: Maranoa Logo Process

 

BUSINESS PAPER

 

General Meeting

 

Wednesday 7 March 2012

 

Roma Administration Centre

 

NOTICE OF MEETING

 

Date: 2 March 2012

 

 

Mayor:                                                    Councillor R S Loughnan

 

Deputy Mayor:                                        Councillor T G Hartley

Councillors:                                             Councillor J P Bartels

                                                              Councillor J L Chambers

                                                              Councillor R J Denton

                                                              Councillor W M Newman

                                                              Councillor M L Price

                                                              Councillor W S Wason

                                                              Councillor J S Watson

 

Chief Executive Officer:                            Mr Paul Bawden

 

Senior Management:                                Mr Tony Klein (Director Community Services)

                                                              Mr Matthew McGoldrick (Director Corporate Services)

                                                              Mr Barry Omundson (Director Infrastructure)

                                                              Mr Rob Hayward (Director Planning & Environment)

 

Officers:                                                  Ms Jane Frith (Corporate Communications Officer)

 

Please find attached agenda for the General Meeting to be held at the Roma Administration Centre on March 7, 2012 at 9.00am.

Paul Bawden

Chief Executive Officer

 

 


Maranoa Regional Council

    

General Meeting -  7 March 2012

TABLE OF CONTENTS

Item       Subject

No

1            Welcome

 

2            Present/Apologies

 

3            Confirmation of Minutes

              General  22 February 2012

 

4            Business arising from Minutes

 

5            On the Table  

 

6            Presentations/Petitions and Deputations

6.1         Revaluation of the Maranoa Regional Council area          11.00AM

Paul Schefe on behalf of State Valuation Service will provide Council a presentation concerning the upcoming revaluation of the Council area.

 

 

7            Consideration of notices of business

 

8            Consideration of notices of motion  

 

9            Reception of notices of motion for next meeting

 

Reports

 

10          Executive Services

10.1      Annual Leave Policy

Prepared by:      Donald  Wells, Manager Human Resources

Attachment 1:     Annual Leave Management Guidelines

Attachment 2:     Annual Leave Policy

 

11          Community Services

 

12          Corporate Services

12.1      Annual Report 2010/11 for Maranoa Regional Council

Prepared by:      Matthew McGoldrick, Director of Corporate Services

12.2      Audited Financial Statements for the year ended 30th June, 2011

Prepared by:      Matthew McGoldrick, Director of Corporate Services

 

13          Infrastructure

13.1      Energy Sector Coordinator

Prepared by:      Barry Omundson, Director Infrastucture

 

14          Commercial Business

 

15          Planning & Environment

 

Status Reports

 

16          Executive Services

 

17          Community Service

 

18          Corporate Services

 

19          Infrastructure

 

20          Commercial Business

 

21          Planning & Environment

 

Next General Meeting

 

 

Confidential Items

 

In accordance with the provisions of section 72 of the Local Government (Operations) Regulation 2010, a local government may resolve to close a meeting to the public and move ‘into Committee’ to discuss confidential items that it’s Councillors or members consider it necessary to close the meeting.

 

22          Confidential Items

22.1      Purchase of Land in Roma

              Classification:         Closed Access

Local Government (Operations) Regulation 2010 Section 72(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.

22.2      Expression of Interest for the Lease and Management of Roma Recreation Centre

              Classification:         Closed Access

Local Government (Operations) Regulation 2010 Section 72(e) contracts proposed to be made by it.

22.3      Gunggari People #2 QUD6027/2001

              Classification:         Closed Access

Local Government (Operations) Regulation 2010 Section 72(f) starting or defending legal proceedings involving it.

22.4      Management of Temporary Flood Accommodation

              Classification:         Closed Access

Local Government (Operations) Regulation 2010 Section 72(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.

22.5      Roma Flood Study & Mitigation Project Reports - Stage 1 and 2

              Classification:         Closed Access

Local Government (Operations) Regulation 2010 Section 72(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.

 

Councillor Business

 

23          Councillor Business

 

 

Closure

 


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

 

ATTENDANCE

 

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

 

GUESTS

 

Jock Douglas representing Australian Land Management Group.

Liz Todd representing Queensland Murray Darling Committee.

 

WELCOME

 

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

 

APOLOGIES   

 

Resolution No. GM.030.12

Moved Cr Denton                                                          Seconded Cr Bartels

 

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

 

CARRIED                                                                                                                      8/0

 

 

 

Confirmation of Minutes

 

Resolution No. GM.031.12

Moved Cr Newman                                                       Seconded Cr Hartley  

 

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

 

CARRIED                                                                                                                      8/0

 

 

Business Arising FROM MiNUTES

 

There was no business arising from the minutes.

 

On the Table

 

There were no items for discussion on the table.

 

Presentations/Petitions and Deputations

 

Jock Douglas representing Australian Land Management Group.

Liz Todd representing Queensland Murray Darling Committee.

 

Consideration of notices of business

 

There were no notices of business for consideration.

 

Consideration of notices of motion

 

There were no notices of motion for consideration.

 

Reception of notices of motion for next meeting

 

No notices of motion were received for the next meeting.

 

Business

 

Corporate Services

 

Item Number:                                   12.1

File Number: D12/2102

Subject Heading:                          Purchasing Policy

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

 

Executive Summary: 

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

 

Discussion:

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

 

Resolution No. Not applicable

Moved Cr Hartley                                                          Seconded Cr Newman  

That Council adopts the revised Purchasing Policy as presented.  

 

MOTION WITHDRAWN                                                                                                  

 

Delegated Officer

Stores and Purchasing Coordinator

 

Resolution No. GM.032.12

Moved Cr Hartley                                                          Seconded Cr Watson

 

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

 

 

 

Item Number:                                   12.2

File Number: D11/35639

Subject Heading:                          Request for write off of Quarry Inventory

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

 

Executive Summary: 

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

 

 

 

Resolution No. GM.033.12

Moved Cr Denton                                                          Seconded Cr Watson  

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Stores and Purchasing Coordinator

 

 

Item Number:                                   12.3

File Number: D12/2752

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

Location:                                          Lot 297 on WV1772, Duke Street South Roma

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

 

Executive Summary: 

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

 

Resolution No. GM.034.12

Moved Cr Wason                                                          Seconded Cr Newman  

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Manager Risk and Facilities

 

 

Infrastructure

 

Item Number:                                   13.1

File Number: D12/1117

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

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

 

Executive Summary: 

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

 

Discussion:

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

 

Resolution No. GM.035.12

Moved Cr Newman                                                       Seconded Cr Hartley  

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

 

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

 

CARRIED                                                                                                                      6/2

 

Delegated Officer

Project Officer - Airport/Roads

 

 

Item Number:                                   13.2

File Number: D12/1749

Subject Heading:                          Sewer Relining - Tender Assessment

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

 

Executive Summary: 

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

 

Resolution No. GM.036.12

Moved Cr Denton                                                          Seconded Cr Watson  

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Project Officer - Airport/Roads

  

 

LATE ITEMS

 

 

Item Number:                                   L.1

File Number: D12/4350

Subject Heading:                          Local Government Caretaker Period       Protocol

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

 

Executive Summary: 

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

 

 

 

Resolution No. GM.037.12

Moved Cr Denton                                                          Seconded Cr Newman  

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

 

Item Number:                                   L.2

File Number: D12/4606

Subject Heading:                          Additional Ordinary Meeting of Council

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

 

Executive Summary

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

 

Resolution No. GM.038.12

Moved Cr Watson                                                         Seconded Cr Chambers  

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

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

 

Item Number:                                   L.4

File Number: D12/4643

Subject Heading:                          Approved contractor list for NDRRA program

Location:                                          Infrastructure

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

 

Executive Summary: 

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

 

 

 

Resolution No. GM.039.12

Moved Cr Watson                                                         Seconded Cr Bartels  

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

 

·         Watpac

·         FKG

·         Probuild

·         NJ Contracting

·         G & R Brown & Sons

·         Civil Contractors

 

CARRIED                                                                                                                      6/0

 

Delegated Officer

Director Infrastructure

 

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

 

Item Number:                                   L.5

File Number: D12/4608

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

Location:                                          Roma Airport

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

 

Executive Summary: 

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

 

 

Resolution No. GM.040.12

Moved Cr Denton                                                          Seconded Cr Bartels  

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

 

·         Thrifty

·         Avis

·         Budget

·         Europcar

 

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

 

·         Thrifty

·         Avis

·         Budget

·         Europcar

 

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Director Infrastructure

 

 

Subject Heading:          suspension of standing orders

Council adjourned the meeting for morning tea at 10.33am

 

Subject Heading:          resumption of standing orders

Council returned from morning tea at 11.07am

 

PRESENTATION

 

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

 

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

 

 

CONFIDENTIAL ITEMS

 

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

          (d)      rating concessions;

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

 

Resolution No. GM.041.12

Moved Cr Chambers                                                     Seconded Cr Denton

 

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

 

CARRIED                                                                                                                      8/0

 

 

Subject Heading:          suspension of standing orders

Council adjourned the meeting for lunch at 12.23pm

 

Subject Heading:          resumption of standing orders

Council returned from lunch at 1.34pm

 

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

 

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

 

 

Resolution No. GM.042.12

Moved Cr Wason                                                          Seconded Cr Hartley

 

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

 

CARRIED                                                                                                                      8/0

 

 

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

 

Item Number:                                   22.1

File Number: D12/2531

Subject Heading:                          Wavier of Vacant Water and Sewerage Charge

Location:                                          Lot 18/M54416 Redford Street, Mungallala

Applicant:                                         Paul Storrs

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

 

Executive Summary: 

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

 

Resolution No. GM.043.12

Moved Cr Denton                                                          Seconded Cr Watson  

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

 

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

 

CARRIED                                                                                                                      7/0

 

Delegated Officer

Rates Officer

 

Cr. Chambers entered the Chambers at 2.42pm.

 

 

Item Number:                                   22.3

File Number: D12/3742

Subject Heading:                          Request for Rates Discount and Interest

Location:                                          Yuleba

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

Executive Summary: 

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

 

 

Resolution No. GM.044.12

Moved Cr Hartley                                                          Seconded Cr Chambers  

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

 

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

 

Delegated Officer

Rates Officer

 

 

Item Number:                                   22.4

File Number: D12/2539

Subject Heading:                          Wavier of Interest

Location:                                          Surat

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

 

Executive Summary: 

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

 

Resolution No. GM.045.12

Moved Cr Bartels                                                          Seconded Cr Watson  

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Rates Officer

 

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

 

Item Number:                                   L.1

File Number: D12/4653

Subject Heading:                          Roma Airport Accommodation Village

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

 

Executive Summary: 

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

 

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

 

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

 

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

 

Resolution No. GM.046.12

Moved Cr Newman                                                       Seconded Cr Chambers  

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

 

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

 

CARRIED                                                                                                                      7/0

 

Delegated Officer

Manager Organisational Performance

 

Cr. Bartels entered the Chambers at 2.52pm.

 

Item Number:                                   L.2

File Number: D12/4665

Subject Heading:                          Support for Community Initative

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

 

Executive Summary: 

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

 

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

 

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

 

Resolution No. GM.047.12

Moved Cr Bartels                                                          Seconded Cr Newman  

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

 

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Chief Executive Officer

 

 

Item Number:                                   L.3

File Number: D12/4670

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

Location:                                          Airport Drive, Roma Qld 4455

Applicant:                                         Roma Airport

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

 

Executive Summary: 

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

 

Resolution No. GM.048.12

Moved Cr Denton                                                          Seconded Cr Wason  

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

 

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

 

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

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Director Infrastructure

 

 

CLOSURE

 

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

                                 

 

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

 

 

 

 

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

Mayor.                                                                          Date.

 

 

 

 

   


Maranoa Regional Council

    

General Meeting -  7 March 2012

Officer Report

Meeting: General  7 March 2012

Date: 27 February 2012

Item Number: 10.1

File Number: D12/5306

 

Subject Heading:                     Annual Leave Policy

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

Following feedback from employees and management a set of guidelines has been developed to assist in the management of Annual Leave whilst giving the flexibility desired. The proposed changes require amendments to Council’s current Annual Leave Policy.

 

 

Officer’s Recommendation: 

1.   That Council adopt the revised Annual Leave Policy as presented; and

2.   That the CEO communicates the revised Annual Leave Policy to the workforce.

 

 

Body of Report:

Council’s current EBAs, on an annual basis, allow provision for 25 days of Annual Leave. Recent feedback from employees indicated a desire for greater flexible access to their annual leave.

 

In September 2011the CEO addressed a letter to all employees to open up communication on items and issues that would improved the way Council conducts its business and retains current staff. Feedback received created a discussion paper to centralise ideas from Council’s workforce on the retention of staff – this included flexible annual leave arrangements.

 

The feedback in the discussion paper on flexible annual leave provided a basis for a draft set of guidelines to outline rules to assist in granting greater leave flexibility. The guidelines also addressed Council’s need to maintain an available workforce to deliver services to the Community and internal customers. Through Department (Senior) Managers, feedback on the draft Annual Leave Guidelines was sought from Council’s workforce. From all feedback received and discussion at a managerial level the attached Annual Leave Management Guidelines was released.

 

The Annual Leave Management Guidelines recognise that Maranoa Regional Council’s leave liability has to be effectively managed to ensure that employees have a reasonable period of rest and recreation. The guidelines also recognise that it is also equally important to manage all forms of leave in terms of the organisation’s current and future financial liabilities. In particular the guidelines recognise that good workforce planning is essential to ensure that leave flexibility is a deliverable initiative that does not negatively impacts on Council’s service delivery or financial exposure.

 

The guidelines have necessitated a revision of Council’s Annual Leave Policy. The additional changes are highlighted in the attached draft Annual Leave Policy.  The previous provision requiring a minimum stock of five days annual leave has been removed and gives Council’s employees the flexibility requested and through workforce planning manages Council’s service delivery requirements and financial exposure.

Consultation (internal/external):

Internal

Feedback from employees in response to Paul Bawden’s letter to employees inviting ideas on improving Council as a better place to work.

Discussion and input from Directors and Senior Managers.

 

External

Nil.

Risk Assessment (Legal, Financial, Political etc.):

Nil.

Policy Implications:

Requires amendments to Council’s adopted Annual Leave Policy.

Financial Resource Implications:

Cost neutral.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.1.2(a) To provide and develop contemporary and professional human resource practices and functions in an environment that promotes Equal Employment Opportunity principles and recognises all employees in a fair and respectful manner.

Supporting Documentation:

1View

Annual Leave Management Guidelines

D11/37476

2View

Annual Leave Policy

D10/19278

 

Report authorised by:

Paul Bawden, Chief Executive Officer


Attachment 1

Annual Leave Management Guidelines

 







Attachment 2

Annual Leave Policy

 

 

POLICY STATEMENT

TITLE:   ANNUAL LEAVE POLICY                 

Category:                                   Administrative

Endorsed by Council on:     26 November 2008

Responsible Department:     Human Resources

Reference No.:                        A.4.1

POLICY PURPOSE

The purpose of this policy is to clearly outline the way in which employees’ annual leave entitlements are managed in order to both ensure that employees take their annual leave regularly each year to ensure Council’s annual leave liability is minimised.

POLICY SCOPE

This policy applies to all current and future Maranoa Regional Council employees.

DEFINITIONS

Accrued Annual Leave  

means Annual Leave hours that has accumulated over time in accordance with the provisions of the employment instrument.

Balance             

 

means the amount of leave available to a staff member, that being the difference between the leave entitlement granted to an individual and leave taken by that individual.

CEO

Chief Executive Officer

Council

Maranoa Regional Council

Department Manager          

means the head of the Department in which an Employee is working. Also known as a Senior Manager.

Director

means the head of the Directorate in which an Employee is working.

EBA    

 

means Enterprise Bargaining Agreement an agreement certified in the Queensland Industrial Relations Commission.

Entitlement       

means an established right granted in accordance with the provisions of the employment instrument.

Leave Loading

means an additional payment employees receive when taking paid annual leave. Under current legislation annual leave loading is calculated at 17.5% on the ordinary time rate of pay.

Management Plan

means a negotiated Leave Management Plan between the employee and their Supervisor.

Policy    

 

means the set of basic principles and associated guidelines, formulated and enforced by the governing body of an organisation, to direct and limit its actions in pursuit of long-term goals.

RDO   

means Rostered Day Off

TOIL

means Time Off In Lieu

POLICY STATEMENT/DETAILS

Maranoa Regional Council’s leave liability must be effectively managed to ensure that employees have a reasonable period of rest and recreation. It is also equally important to manage leave in terms of the organisations financial liabilities

The process of managing leave is the responsibility of Senior Managers. Supervisors will consult with their staff to ensure, where possible, leave accruals are taken at a mutually convenient time and the operations of the areas are not adversely affected.

Annual Leave Entitlement

Council grants employees generous leave provisions particularly when compared to many organisations within the Private Sector.

·    All fulltime employees covered by an EBA will accrue five (5) weeks annual leave per year of service.

·    All part-time employees covered by an EBA will accrue annual leave on a pro-rata basis based on five (5) weeks annual leave accrual per year of service.

·    Casual employees are not entitled to paid annual leave.

·    All other employees not covered by an appropriate EBA will accrue annual leave in accordance with the relevant Awards and/or Contract of Employment.

Workforce Planning

The accumulation of leave benefits dictates that good workforce planning is required to ensure:

•    The future financial risk to Council from excess accumulation of leave is minimised;

•    That an employee has the opportunity to have a say in the timing of their leave;

•    That as much as possible, all leave for all employees is preplanned to ensure their absence from the workforce will not adversely affect the ability of Council or the Team to deliver services to the Community and internal customers; and

•    That when planning for Annual Leave throughout the year, considered is given for enough Annual Leave time to be available to cover for the Annual Christmas Shutdown.

The following procedures are to be followed for the purpose of Annual Leave planning. When planning Annual Leave, Supervisors also need to consider the management of other types of leave, i.e. while on one type of leave the employee could be accumulating another type of leave.

For example, when planning Annual Leave the Supervisor should consider in their planning that for every day an employee covered by the Field EBA has off on Annual Leave 0.9 hours of RDO time is accumulated. This is the same accumulation value for Officers covered by the Officer’s EBA who directly supervise those employees covered by the Field EBA. Whereas, all other Officers covered by the Officer’s EBA will accumulate 0.42 hours of RDO for each day of Annual Leave.

Leave Management Plan

Ideally as part of Workforce Planning all employees should establish a leave plan for each calendar year. The plan should be developed by the employee in consultation with their Supervisor. Such a plan should address Annual Leave, and where appropriate Long Service Leave, RDOs usage and balances.

Where an employee has an excess Annual Leave balance a Leave Management Plan is to be established to ensure that the employee takes their leave entitlement on a regular basis, and that the Council is able to continue its business by managing the timing of leave, and that accrual is understood and managed.

A Leave Management Plan template is attached.  The template is for the purposes of planning and is indicative only.  It does not substitute the leave application form.  Employment agreements require that leave balances are to be maintained at or below the prescribed limit.

Annual Council Christmas Shutdown

Council may decide to shutdown one or more sections of Council’s offices, teams, business units and/or sections for a given number of days over the December/January Christmas period.

It is the Supervisors’ responsibility to ensure their staff maintain sufficient leave for the Annual Council Christmas Shutdown.

Recording of Leave

Every employee must complete and submit a Leave Application form for every absence from work for the purpose of annual leave, sick leave, bereavement leave or long service leave etc.

Supervisors are required to consider and approve/decline applications for leave and ensure that their employees are submitting applications forms correctly.  Supervisors are required to ensure the employee completes and submits their leave applications correctly.

Excess Annual Leave Balances

Any Annual Leave accrued above the amounts permitted within applicable employment agreements is deemed an excess and a Leave Management Plan must be developed to ensure that Annual Leave is reduced to an appropriate balance by an agreed date. 

Where a staff member has in excess of 50 days annual leave, the balance between 50 days and actual accrual of leave entitlements, must be exhausted in accordance with the following procedure:

1.   The Human Resource Manager will write to the employee informing the employee that they have an excess leave balance and encourage the employee to discuss their leave balance with their Supervisor.

2.   The Human Resource Manager will copy the letter to the employee’s Senior Manager.

3.   The employee’s Senior Manager will instruct the employee’s Supervisor to discuss a method to reduce the excess and complete a Leave Management Plan.

4.   When a Leave Management Plan has been agreed the employee’s Supervisor will:

•     keep a copy to assist in Workforce Planning;

•     give a copy to the employee;

•     inform their Senior Manager of agreement; and

•     forward the original  Leave Management Plan to Human Resources for filing and recording on agreement on the Excess Annual Leave Report.

If agreement cannot be reached between the employee and their Supervisor the following procedure will apply:

1.         the Senior Manager is to meet with the employee to negotiate a balance to reduce the excess and when a Leave Management Plan has been agreed to:

•     give a copy to the employee’s Supervisor to assist in Workforce Planning;

•     give a copy to the employee;

•     inform their Director of agreement; and

•     forward the original  Leave Management Plan to Human Resources for filing and recording on agreement on the Excess Annual Leave Report.

If agreement cannot be reached between the employee and their Senior Manager the following procedure will apply:

1.   The Director is to meet with the employee’s Senior Manager and Supervisor to discuss an appropriate time for the employee to take the amount of Annual Leave that will reduce the value to 50 days or less;

2.   The Director will write to the employee informing the employee the date of the commencement of annual leave; and

3.   Forward a copy of the original letter to Human Resources for filing on the employee’s Personnel File and recording the direction on the Excess Annual Leave Report.

Reasonable notice of the commencement of annual leave shall be given to the employee. Where an employee is required to take annual leave as from a specific date at least 14 days' notice, in writing, of such requirement shall be given to the employee.

Monitoring

Human Resources will regularly review the leave data to identify which Employees are accumulating excessive leave and report to Directors and Senior Managers, on a fortnightly basis, the names and balances of Employees with Annual Leave.

Resigning whilst on Annual Leave

An employee can terminate their employment whilst on annual leave. Such resignations must be in writing and addressed to the CEO.

Termination of an Employee whilst they on Annual Leave

The initial notification of termination may be given by the CEO whilst the employee is on annual leave, however, the notice will not commence until the employee returns to work after the conclusion of annual leave.

In a situation where notice has been given and this notice extends into an annual leave period the notice will cease while the employee is on annual leave and recommence when the annual leave concludes.

 

Communication

This Policy is available through Human Resources and the Council’s Policies website.

This policy, after adoption by Council, will be presented at a Senior Managers Meeting for communication and distribution by Senior Managers to all staff in their area/s of responsibility.

Policy Review

This policy can be varied by the Chief Executive Officer if exceptional circumstances prevail.

This policy must be reviewed at 2 years months since its adoption (or latest amendment).

RELATED POLICIES AND LEGISLATION

The Annual Leave Management Guidelines that were developed from employee feedback and as released on the 28th of November 2011 will form part of this policy.

This policy complements other legislation and where it is silent on matters referred to in the following legislation such matters must be followed in accordance with the legislation.

·    Industrial Relations Act 1999

·    Local Government Act 2009

·    Family Leave Award 2003

·    National Employment Standards (NES)

This policy complements existing Certified Agreements and where it is silent on matters referred to in the Certified Agreements such matters must be followed in accordance with current Certified Agreements or future Certified Agreements.

This policy should read in conjunction with the following Council Policies.

·    Human Resource Policy

·    Approved Leave Without Pay Policy

·    Employee Leave Policy

·    Employee Code of Conduct

·    Enterprise Risk Management

·    Overtime & Time Off In Lieu Policy

·    Paternity & Maternity Leave Policy

·    Payroll Procedures Policy

·    Rostered Day Off Management Policy

·    Sick Leave Policy

·    Annual Leave Management Guidelines

 

 

 

 

 

 

 

Version control:

Version

Reason/ Trigger

Change (Y/N)

Endorsed by / Reviewed by

Date

1.0

Create new

N/A

Council

26/11/2008

1.1

Review

YES

Council /Human Resources

24/02/2010

1.1.1

Changes To  Leave Applications

YES

CEO / Human Resources

12/04/2010

1.1.2

Updated meanings & legislation

YES

CEO / Human Resources

04/01/2011

1.1.3

Updated to be in line with legislation

YES

CEO / Human Resources

04/01/2011

1.1.3

Changes to Procedures

YES

Council

 

 

Signatures

 

 

 

                                                                                                                                               

Mayor                                                                         Chief Executive Officer

 

Date:                                                                            Date:                                       

 

 


 


Maranoa Regional Council

    

General Meeting -  7 March 2012

Officer Report

Meeting: General  7 March 2012

Date: 7 February 2012

Item Number: 12.1

File Number: D12/3432

 

Subject Heading:                     Annual Report 2010/11 for Maranoa Regional Council

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

Executive Summary: 

Council are required to prepare an Annual Report by the 30th November each year. This year Council requested and were granted an extension on the preparation of the Annual Report until the 31st January, 2012. A further extension was requested in order to meet the requirements of audit.

 

 

Officer’s Recommendation: 

That the Annual Report for the year ended 30th June 2011 as presented be adopted and be approved for publication.

 

 

Body of Report:

Council’s Annual Financial Statements have been re-signed by the Mayor and CEO and submitted to the Queensland Audit Office for signing by the Auditor General. These Statements are included in the Annual Report along with a Community Financial Report, other Statutory reporting requirements and other information about the performance of Council.

 

An Annual Report in Electronic form will be forwarded to all Councillors. The final report will also be loaded onto Council’s web site. A presentation of this report can be made should Councillors so desire.

Consultation (internal/external):

Shaun Mayfield and Nick George of the Queensland Audit Office

Risk Assessment (Legal, Financial, Political etc.):

Nil, Council needs to document and publish the financial and organisational performance for the prior year.

Policy Implications:

Nil

Financial Resource Implications:

Nil

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.2.1(a) To instil confidence to Council and other stakeholders in their decision making by developing and implementing financial procedures, processes and methodologies in an environment that promotes integrity and accountability.

Supporting Documentation:

Nil.

Report authorised by:

Paul Bawden, Chief Executive Officer


Maranoa Regional Council

    

General Meeting -  7 March 2012

Officer Report

Meeting: General  7 March 2012

Date: 28 February 2012

Item Number: 12.2

File Number: D12/5441

 

Subject Heading:                     Audited Financial Statements for the year ended 30th June, 2011

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

Council prepared draft Financial Statements for the year ended 30th June 2011 and presented these Statements for audit on the 15th September, 2011. The audit of these Statements is now complete. The audited statements have been qualified by the Auditors and there have been some changes to the Draft Statements that have arisen due to new information or due to a request for a change in accounting treatment by audit. The audit opinion and the variances between the draft and final statements will be highlighted in this report.  

 

 

Officer’s Recommendation: 

That the changes to the Draft Financial statements are noted and that Council recognises the qualification issued by the Auditors but submits that limited resources do not permit Council to be able to carry out a proper asset impairment assessment at this stage and as a consequence Council would have had a lack of confidence in the completeness and accuracy of any impairment assessment of Council’s assets.

 

 

Body of Report:

A comparison of the Draft Statements to the final audited Statements reveals the following differences:

 

Statement of Comprehensive Income                                Draft                            Final

Grants, Subsidies, contributions and Donations $67,382,868                $53,274,181

 

Variance : $14,108,687 this variance is due to incorrect accounting for grants and subsidies received and billed at the 30th June, 2011 wherein grants received were also accounted for as billed and not yet received. The final amount has been corrected for this overstatement.

 

 

 

Statement of Comprehensive Income                                Draft                            Final

Increase in asset revaluation surplus                                 $ -                    $406,456,031

 

Variance : $406,456,031 this variance is due to the asset valuation data not being available for the Draft accounts but being ready, included and accounted for in the final statements. The increase in asset revaluation surplus is due mainly to an increase in the fair value of the Roads Infratsructure.

 

Statement of Financial Position

Cash and Cash Equivalents                                   $41,351,842              $38,912,691

 

Variance : $2,439,151 this variance is due to incorrect accounting treatment of receipts for cash grants received as at 30th June. The final Cash balance is amended for the error.

 

Trade and other Receivables                                 $29,266,378              $17,599,287

 

Variance : $11,667,091 this variance is due to incorrect accounting treatment of receipts for cash grants received as at 30th June. The final Receivables balance is amended for the error.

 

Property Plant and Equipment                               $559,432,542            $965,008,206

 

Variance : $405,575,664 this variance is due to asset revaluations being applied to Council’s assets and the value of the assets on the Balance Sheet being reflected at this new value.

 

Asset Revaluation Surplus                                      $243,486,685            $649,942,716

 

Variance : $406,456,031 this variance is due to asset revaluations being applied to Council’s assets and the value of the assets on the Balance Sheet being reflected at this new value.

 

Retained Surplus                                                     $39,174,188                  $36,755

 

Variance : $39,137,433 this variance is due to a change to the revenue accounted for in the draft statements as unconstrained to constrained in the final statements.

 

General Reserves                                                    $17,504,416              $39,699,763

 

Variance : $22,195,347 this variance is due to a change to the revenue accounted for in the draft statements as unconstrained to constrained in the final statements.

There are other smaller variances in the statements that are much less than the variances documented above. These smaller adjustments do not have the material affect that the changes above have had on the statements.

At the time of writing this report the Queensland Audit Office had indicated that they will issue a Qualification on Council’s Financial Statements. This qualification is issued because Council did not devalue or write off (impair)the assets that were impacted as part of the 2010 and 2011 flood events and also did not restore the values of the repaired assets on the Balance Sheet. As stated in the recommendation above Council did not have the resources to be able to carry this process out adequately and accurately. Significant internal changes would be required to be able to impair assets correctly and restore to the asset register those assets that are repaired as they are repaired.

Consultation (internal/external):

Directors and Managers of the Infrastructure Department, Chief Executive Officer

Queensland Audit Office

Risk Assessment (Legal, Financial, Political etc.):

The risk to Council is that the value of Council’s assets are inflated. There are no known consequences of this over statement other than the over statement of depreciation and the treatment of prepaid revenue as revenue of the current year.

Policy Implications:

Nil

Financial Resource Implications:

Resources could be diverted to this activity however that would take away limited Council resources for many core activities.

 

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.2.1(a) To instil confidence to Council and other stakeholders in their decision making by developing and implementing financial procedures, processes and methodologies in an environment that promotes integrity and accountability.

Supporting Documentation:

Nil.

Report authorised by:

Paul Bawden, Chief Executive Officer  


Maranoa Regional Council

    

General Meeting -  7 March 2012

Officer Report

Meeting: General  7 March 2012

Date: 28 February 2012

Item Number: 13.1

File Number: D12/5453

 

Subject Heading:                     Energy Sector Coordinator

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                           Roma

Author & Officer’s Title:                 Barry Omundson, Director Infrastucture

 

Executive Summary: 

At a recent Councillor Workshop the role of the Energy Sector Coordinator was discussed and agreed and was seen as a critical role in facilitating a rapid and strong response to the increased energy sector activities.  This report informs Council as to the progress in managing our energy sector responsibilities.

 

 

Officer’s Recommendation: 

For the information of Council.

 

 

Body of Report:

Councillors would be well cognizant of the increasing affects of the energy sector in general and more specifically relating to Council’s roads infrastructure. 

 

There currently exist significant demands in terms of time on Council Officers to review design parameters, negotiate infrastructure agreements, and ensure value for money as it relates to road maintenance and or construction activities arising from the energy sector.  These demands compete for time against a backdrop of flood recovery works and many other normal Council activities, including cultural change aspects.  Without a dedicated resource to facilitate the demands of the energy sector more stress would be placed on existing limited resources, and consequently Council would not be able to provide the efficient and professional service it would expect to provide the energy sector, or any other of our clients.

 

To ensure Council provides a professional response and leads energy sector activities in our region the position of Energy Sector Coordinator is being created and advertised.  The position will not commence without an agreed cost recovery mechanism provided by the energy sector participants. There been limited interest to date, however we are confident of attracting the right person to this challenging role.  The functional responsibilities related to the Energy Sector Coordinator include:

 

·    Liaise with local energy sector participants i.e. Santos, Ergon, Origin, etc;

·    Financial management of a large portfolio of work;

·    Inspection and quality control of road construction/maintenance (both rural and urban);

·    Regular liaison with area Overseers and Supervisors;

·    Coordinate and implement permitting systems;

·    Liaise with various entities to ensure that the construction of Council’s road network by the energy sector meets Council’s specifications;

·    Ensuring works undertaken is captured and recorded in Council’s asset management system;

·    Liaise with a range of internal stakeholders to ensure probity of process and a quick response to energy sector enquiries;

·    Further develop systems and processes that are capable of ensuring the quality of the work undertaken by or on behalf of the energy sector provides best practice; and

 

The Energy Sector Coordinator role is to be funded from the energy sector itself and reports directly to the Director of Infrastructure.

Consultation (internal/external):

Santos

Origin

Directors

CEO

Councillors

Risk Assessment (Legal, Financial, Political etc.):                                               This position will assist in addressing a number of risks faced by Council including financial risk in terms of future road maintenance costs; social risk in terms of inadequately addressing our community’s needs through the provision of a safe road network; and political risk.

Policy Implications:

Policy will be required to determine how best to adequately ensure financial resources are appropriate for the impacts and services rendered.

Financial Resource Implications:

To be funded from energy sector participants

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.5.3(a) To undertake any road works maintenance requirements in a planned, responsive and efficient manner for the benefit of all road users.

Supporting Documentation:

Nil

Report authorised by:

Paul Bawden, Chief Executive Officer