Description: Maranoa Logo Process

 

BUSINESS PAPER

 

General Meeting

 

Wednesday 14 March 2012

 

Roma Administration Centre

 

NOTICE OF MEETING

 

Date: 13 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 14, 2012 at 9.00am.

Paul Bawden

Chief Executive Officer

 

 


Maranoa Regional Council

    

General Meeting -  14 March 2012

TABLE OF CONTENTS

Item       Subject

No

1            Welcome

 

2            Present/Apologies

 

3            Confirmation of Minutes

              General  7 March 2012

 

4            Business arising from Minutes

 

5            On the Table  

 

6            Presentations/Petitions and Deputations

 

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      2011/2012 Operational Plan Quarterly Review

Prepared by:      Tanya Mansfield, Manager Risk and Facilities

Attachment :       Operational Plan Quarterly Review

10.2      Update on Roma Airport Works and Official Opening

Prepared by:      Paul Bawden, Chief Executive Officer

 

11          Community Services

11.1      Regional Arts Development Fund (RADF) Annual Bid 2012-2013

Prepared by:      Noela Ward, Manager Community Development

 

12          Corporate Services

12.1      Purchasing Policy

Prepared by:      Gemma Lines, Stores and Purchasing Coordinator

Attachment 1:     Purchasing Policy 2011

Attachment 2:     Purchasing Procedure 2011

Attachment 3:     Process Checklist Tendering

Attachment 4:     Part 1 - Conditions of Tender for Goods, Services, Goods and Services

Attachment 5:     Part 2 - Specification for Goods,Services,Goods and Services by Tender

Attachment 6:     Part 3 - Tender Response for Goods,Services,Goods and Services

Attachment 7:     Part 4c - General Conditions of Contract for the Supply of Goods and Services

12.2      Complaints Management Policy

Prepared by:      Debbie Tully, Administration Manager

Attachment 1:     Complaints Management Policy

Attachment 2:     Complaints Management Guidelines

 

13          Infrastructure

 

14          Commercial Business

 

15          Planning & Environment

15.1      Application for Material Change of Use - "Motel" (33 Units) File No. 2011/17879

Prepared by:      Robert Hayward, Director Planning & Environment

Attachment 1:     Body of Report

Attachment 2:     Trunk Infrastructure Report

Attachment 3:     DTMR Response  

 

Status Reports

 

16          Executive Services

 

17          Community Service

 

18          Corporate Services

18.1      Financial Sustainability Report for December 2011

Prepared by:      Karen Searle, Financial Services & Rates Coordinator

Attachment 1:     Income Statement December 2011

Attachment 2:     Balance Sheet December 2011

Attachment 3:     Income Expense Statement December 2011

Attachment 4:     Expenditure and Revenue Graphs December 2011

 

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      Ratification of the February 2012 RADF Funding Round

              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 Roma Administration Centre on 7 March 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. M L Price, Cr. W S Wason, Cr. J S Watson,  Chief Executive Officer – Paul Bawden,  Director Corporate Services – Matthew McGoldrick, Director Planning & Environment – Rob Hayward, Director Infrastructure – Barry Omundson, Corporate Communications Officer – Jane Frith, and Kelly Rogers Minutes Officer in attendance.

 

GUESTS

 

Paul Schefe & John Thomas representing Queensland State Valuation Service.

 

WELCOME

 

The Mayor welcomed all present and declared the meeting open at 9.05am.

 

APOLOGIES   

 

There were no apologies for the meeting.

 

Confirmation of Minutes

 

Resolution No. GM.050.12

Moved Cr Chambers                                                     Seconded Cr Hartley  

 

That the minutes of the General Meeting (3-22.02.12) held on 22 February 2012 be confirmed.

 

CARRIED                                                                                                                      9/0

 

 

Business Arising FROM MiNUTES

 

The Mayor and Chief Executive Officer provided the attending gallery members an outline of the approach being undertaken by Council in relation to the initial Roma Flood Study findings, mitigation strategies and future implementation, taking into consideration the February 2012 flood event.  An explanation was further provided detailing the reasoning behind the matter being dealt with as part of the “closed session” agenda at the meeting.

 

On the Table

 

There were no items for discussion on the table.

 

Presentations/Petitions and Deputations

 

Paul Schefe and John Thomas on behalf of State Valuation Service will provided Council a presentation concerning the upcoming revaluation of the Council area in “Closed” session.

 

 

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: D12/5306

Subject Heading:                          Annual Leave Policy

Author and 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.

 

Resolution No. GM.051.12

Moved Cr Watson                                                         Seconded Cr Newman  

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

 

And,

 

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

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Human Resources

 

 

Corporate Services

 

Item Number:                                   12.1

File Number: D12/3432

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

Author and 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.

 

Resolution No. GM.052.12

Moved Cr Wason                                                          Seconded Cr Price  

That Council adopts the Annual Report for the year ended 30th June 2011 as presented  for publication.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director of Corporate Services

 

 

Item Number:                                   12.2

File Number: D12/5441

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

Author and 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.  

 

Discussion:

Director Corporate Services outlined the process and complexity of undertaking an asset impairment assessment.  The Director in turn discussed the impacts in valuing Council assets in the instance of an asset impairment assessment being undertaken versus the instance of same not being undertaken. He further advised a number of flood affected local government areas have chosen the same approach as that recommended to Council.

 

The Director also highlighted the changes to accounting standards for local government.  The Mayor requested additional information be provided for representation on the matter with the Local Government Association of Queensland on 8th March 2012.

 

Resolution No. GM.053.12

Moved Cr Watson                                                         Seconded Cr Hartley  

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.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director of Corporate Services

 

 

Infrastructure

 

Item Number:                                   13.1

File Number: D12/5453

Subject Heading:                          Energy Sector Coordinator

Location:                                          Roma

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

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.

 

Discussion:

Director Infrastructure provided Council background on creation of the new position within Council’s organisational structure.  Council requested retrospective costs to Council resulting from the Energy sector activities be investigated once the  position is filled.

 

Resolution No. GM.054.12

Moved Cr Denton                                                          Seconded Cr Price  

 

That Council approves the creation of the position and role of the Energy Sector Coordinator subject to matters raised in the report.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director Infrastructure

  

CONFIDENTIAL ITEMS

 

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

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

          (e)      contracts proposed to be made by it;

          (f)       starting or defending legal proceedings involving it;

 

Resolution No. GM.055.12

Moved Cr Denton                                                          Seconded Cr Chambers

 

That Council close the meeting to the public at 9.40am.

 

CARRIED                                                                                                                      9/0

 

 

Cr. Bartels declared a perceived conflict of interest in the item “Management of Temporary Flood Accommodation” due to him owning an accommodation facility in Roma and left the Chambers at 10.37am taking no further part in discussions on the matter.

 

 

Resolution No. GM.056.12

Moved Cr Denton                                                          Seconded Cr Chambers

 

That Council open the meeting to the public at 10.45am.

 

CARRIED                                                                                                                      9/0

 

Cr. Bartels entered the Chambers at 10.46am at cessation of discussion on “Management of Temporary Flood Accommodation.”

 

 

Subject Heading:          suspension of standing orders

Council adjourned the meeting for morning tea at 10.47am

 

Subject Heading:          resumption of standing orders

Council returned from morning tea at 11.15am

 

 

 

 

 

 

 

Resolution No. GM.057.12

Moved Cr Watson                                                         Seconded Cr Wason

 

That Council close the meeting to the public at 11.16am.

 

CARRIED                                                                                                                      9/0

 

 

The Mayor left the Chambers at 11.17am.

 

The Mayor entered the Chambers at 11.21am.

 

 

Subject Heading:          suspension of standing orders

Council adjourned the meeting for lunch at 12.53pm

 

Subject Heading:          resumption of standing orders

Council returned from lunch at 1.37pm

 

 

Resolution No. GM.058.12

Moved Cr Price                                                             Seconded Cr Newman

 

That Council opens the meeting to the public at 1.49pm.

 

CARRIED                                                                                                                      9/0

 

 

 

Item Number:                                   22.1

File Number: D12/3400

Subject Heading:                          Purchase of Land in Roma

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

 

Executive Summary: 

This report has been prepared to inform Council on the progress of negotiations for the purchase of land.

 

Resolution No. GM.059.12

Moved Cr Wason                                                          Seconded Cr Chambers  

That Council endorses the offer made and outlined in the report to acquire the identified  land based on a mix of assets and cash and make provision for the purchase of the Land by allocating funds held in the Future Capital Works Reserve for that purpose and that any difference be made available either in a Budget Review prior to the end of the year or be put forward as a high priority project for the 2012/13 year.   

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director of Corporate Services

 

 

 

 

 

 

Item Number:                                   22.2

File Number: D12/4347

Subject Heading:                          Expression of Interest for the Lease and          Management of Roma Recreation Centre

Location:                                          35 Gregory Street, Roma

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

 

Executive Summary: 

Draft Expressions of Interest documentation have been prepared for presentation and adoption by Council for use in the Expression of Interest and Tender process for the Lease and Management of the Roma Recreation Centre.

 

Resolution No. GM.060.12

Moved Cr Price                                                             Seconded Cr Watson  

That Council endorses the detailed Expression of Interest (EOI) documentation, subject to advised specification amendments,  as the basis for initiation of an EOI process for the Roma Recreation Centre.  Advertising is to commence as soon as possible and that:

 

-     at the end of the EOI process an evaluation be carried out by a panel approved by Council,

-     the evaluation panel determine whether the Expressions of Interest need to be short listed or not,

-     the Expressions of Interest be used as a basis for the preparation of Tender Documents for the Tender process,

-     that all the short listed Expressors of Interest be invited to Tender and that as such a full Public Tender would not be required and

-     the current lessee be contacted to propose a further extension of the current extension of the management rights and lease for another two months.

 

 

CARRIED                                                                                                                9/0

 

Delegated Officer

Director of Corporate Services

 

 

Item Number:                                   22.3

File Number: D12/4482

Subject Heading:                          Gunggari People #2 QUD6027/2001

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

Executive Summary: 

The Gunggari People assert to hold native title over an area of land which overlaps the local government areas of Balonne Shire Council, Murweh Shire Council and Maranoa Regional Council and made an application for a determination of native title on 23 August 2001.

 

Balonne Shire Council, Maranoa Regional Council and Murweh Shire Council are respondent parties to the claim.  Other parties include Ergon Energy, Telstra, Delhi Petroleum Pty Ltd, Associated Petroleum Pty and Santos Ltd.

 

Councils entered into an Indigenous Land Use Agreement (ILUA) with the Gunggari People in 2008.  The ILUA was subsequently registered with the National Native Title Tribunal (NNTT) on 15 December 2008.

 

The Gunggari People are seeking all parties’ consent to Federal Court orders that the Gunggari People hold native title in the claim area (“the determination”).  The Court has tentatively allocated 22 June 2012 for the determination to be heard.

 

Discussion:

Council requested an additional map which further identifies location of land be provided.

 

Resolution No. GM.061.12

Moved Cr Denton                                                          Seconded Cr Chambers  

 

1.   That Council consent to the determination of native title in the Gunggari People #2 Claim (QUD6027/01) substantially in the terms of the draft Consent Determination attached with such amendments as may be required to enable the Consent Determination to be made by the Federal Court.

 

2.   That Council delegate to the Chief Executive Officer the power to negotiate and agree to any changes to the draft Consent Determination referred to in paragraph 1 of this resolution which may be required to enable the Federal Court to make the Consent Determination.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

Cr. Bartels declared an interest in the following item due to him owning an accommodation facility in Roma and left the Chambers at 1.54pm taking no further part in discussions or debate.

 

Item Number:                                   22.4

File Number: D12/5393

Subject Heading:                          Management of Temporary Flood             Accommodation

Location:                                          Roma and Mitchell

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

 

Executive Summary: 

Council has established temporary accommodation for residents impacted by the recent flood event.  In managing stock, dialogue with Department of Communities has identified the need to address fees that can appropriately be linked to the provision and maintenance of the stock.

 

Resolution No. GM.062.12

Moved Cr Newman                                                       Seconded Cr Hartley  

That Council introduce a rental schedule for the provision of temporary flood accommodation as specified below:-

 

Accommodation

Description     

Community

Pensioners           

Trade Contractors

Bunkhouses

$140

$125

Market  Value Rent

Hutchinson buildings

$165

$145

Market  Value Rent

1 bedroom single relocatable units

$165

$145

Market  Value Rent

2 bedroom relocatable units   

$180

$160

Market  Value Rent

If insurance covers accommodation Council will negotiate a market rental value with community individuals and pensioners.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Chief Executive Officer

 

Cr. Bartels entered the Chambers at 1.57pm.

 

Item Number:                                   22.5

File Number: D12/5447

Subject Heading:                          Roma Flood Study & Mitigation Project Reports - Stage 1 and 2

Location:                                          Roma

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

Executive Summary: 

Stage 1 of the Roma Flood Study & Mitigation Project entailed the investigation and modelling of the March 2010 flood event in Roma.  This work was extended to include the April 2011 event.  The Roma Flood Study & Mitigation Interim Report (Stage 1) details the outcomes of Stage 1 and provides maps of modelled flood and inundation levels.  Stage 2 of the report is an assessment of the 10 flood mitigation study and mitigation project previously presented to Council at its last Meeting in Injune.

 

Resolution No. GM.063.12

Moved Cr Bartels                                                          Seconded Cr Watson  

1.         That Council endorses the flood modelling tools and results developed in Stage 1 of the Roma Flood Study and Mitigation Project subject to the modelling being extended to include the 2012 flood event;

 

2.         That Council generally endorses the preferred mitigation measures and progresses the investigation of the recommendations contained in the interim Stage 2 Report being:

 

                        a) Levee embankment;

                        b) Western Diversion Channel;

                        c) House raising where appropriate

 

3.         That Council endorses the schedule and studies outlined in the report and seeks detailed design of works and funding of the proposed mitigation measures for Roma;

 

4.         That Council seeks funding as outlined within this report for an appropriate flood drainage study of Mitchell that is to include a high level of community consultation;

 

5.         That documentation be prepared and distributed at the earliest opportunity to support community consultation on the Roma Flood Study and Mitigation Project and the outcomes inform the next stages of the work.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Director Infrastructure

 

 

 

 

 

 

 

 

 

LATE ITEMS

 

Item Number:                                   L1

File Number: D12/3364

Subject Heading:                          Valuation of Land at Roma

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

 

Executive Summary: 

Further to the report to Council on the Sale of Neighbourhood Centre site, 29A Bowen Street, Roma  on the 14 December,2011 and the resolution from that meeting which was to determine whether the offer was fair by obtaining two valuations and comparing these to the offer made by Bret Taylor. The other part of the recommendation was to consider the alternate accommodation options and the impact on staffing.

Resolution No. GM.064.12

Moved Cr Chambers                                                     Seconded Cr Bartels  

Council reject the monetary offer received from ABFAB Queensland Pty Ltd atf Taylor Family Trust but request the company submit a Tender and include in the Tender the option submitted which was for Council to sell the site on the basis that a deferred settlement would be available for a period of 12 to 18 months to allow Council to relocate the buildings on site to another location chosen by Council and leave the site clear of all buildings.

 

CARRIED                                                                                                                      6/3

 

Delegated Officer

Director of Corporate Services

 

 

  CLOSURE

 

There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 2.03pm.

                                 

These Minutes are to be confirmed at the next General Meeting of Council to be held on 14 March 2012, at Roma Administration Centre.

 

 

 

 

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

Mayor.                                                                          Date.

 

 

 

   


Maranoa Regional Council

    

General Meeting -  14 March 2012

Officer Report

Meeting: General  14 March 2012

Date: 28 February 2012

Item Number: 10.1

File Number: D12/5389

 

Subject Heading:                     2011/2012 Operational Plan Quarterly Review

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

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

 

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

 

The attached report on progress to 31st December 2011 is presented for Council’s consideration.  An update on activities identified in the Operational Plan has been undertaken and explanations provided.

 

Officer’s Recommendation: 

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

 

 

Body of Report:

The 2011/12 Operational Plan review for the second quarter is presented for Council’s consideration.  An update on activities identified in the Operational Plan to address the strategies outlined in the Corporate Plan has been undertaken and explanations provided where appropriate.

 

Quarterly reports on the implementation of Corporate and Operational Plans must be submitted to Council.  The intention of the quarterly report is to describe the activities undertaken in the preceding period in support of the activities in the Operational Plan and to explain the extent to which the activities have advanced a strategy in the Corporate Plan.

 

It is recommended that the quarterly report on the activities to achieve the goals and strategies outlined in the 2011/12 Operational Plan for the second quarter be adopted in accordance with the Local Government Act.

Consultation (internal/external):

Council Managers and Directors have reviewed and approved sections of the report relevant to their areas of responsibility.

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

Statutory requirement of the Local Government Act 2009.

Policy Implications:

The recommendation supports Council’s strategic priority to provide effective organisational leadership and a framework of policies, plans and strategies that are responsive to the community’s needs and which promote accountable and ethical standards of practice.

Financial Resource Implications:

Activities have been included in Council’s budget 2011/12.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.2.3(a) To implement Council’s governance policies and procedures in an evolving organisational environment whilst ensuring legislative relevance, consistency and fairness in application.

Supporting Documentation:

1View

Operational Plan Quarterly Review

D12/6378

 

Report authorised by:

Paul Bawden, Chief Executive Officer


Attachment 1

Operational Plan Quarterly Review

 
























































































































Maranoa Regional Council

    

General Meeting -  14 March 2012

Officer Report

Meeting: General  14 March 2012

Date: 7 March 2012

Item Number: 10.2

File Number: D12/6316

 

Subject Heading:                     Update on Roma Airport Works and Official Opening

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

The purpose of this report is to provide an update to Council on the Roma Airport Works and Official Opening on 17 March, 2012.

 

 

Officer’s Recommendation: 

That Council notes and endorses the report providing an update on Roma Airport Works and Official Opening.

 

 

Body of Report:

The Council has committed to a significant upgrade of Roma Airport due to the increasing passenger numbers, revised operational legislation, in particular security screening and increased size of aircraft/passenger numbers.

 

The works fall into the following groupings:

 

·    Runway/airside works that include a resurfacing of main runway, apron and lighting.

·    New terminal building that will include statutory security screening from 1 July, 2012, updated check in/baggage handling, hire car facilities, improved amenities and access to apron area.

·    Revised internal road layout and a sealed car park capable of accommodation close to 300 vehicles.

 

The project constitutes the largest single capital investment undertaken in Maranoa Region by Council and has included a series of new challenges in its delivery including:

·    Construction standards

·    Safety/security systems

·    Management/statutory documentation.

 

There has been a need to liaise with a wide range of stakeholders, in particular CASA (Civil Aviation Safety Authority), OTS (Office of Transport Safety), airlines (QantasLink and Charter operators), emergency authorities, aero club/hangar operators and commercial companies in the region.

 

Some of the particular challenges have been:

·    Coordinating design/specification consultants

·    Tendering multi-million dollar contracts

·    Project management of complex construction works

·    Maintaining current airport operations

·    Working through flood events

 

Inevitability there has been a need to manage some unanticipated factors.  It is noted that:

·    Council has been successful in obtaining contributory funds from both Government and commercial partners (Santos and Origin)

·    Some modifications have been necessary to the design to achieve improved functionality and more cost effective outcomes.  These have included:

o Redesign of main car park to separate hire car and general visitors

o Additional office space under main roof of terminal to ensure needs of airlines and general management can be met.

o Revised layout of apron and strengthening of pads for parking of helicopters/aeroplanes.

o Redesign of entry to site from Northern Road in association with Department of Transport and Main Roads.

 

The final costing will be close to $14M and it is anticipated that this can principally be covered through the existing funding model/contributors.

 

The works are scheduled to ensure that the official opening of the Airport can proceed on 17 March and will include an opportunity for a community celebration through the presence of a new 400 series QantasLink aeroplane, aerobatic displays, markets, entertainment and evening fireworks.  The event is being widely advertised and following the significant recent flooding in the region can provide for a strong community participation.

 

Following the opening there will be a need to further integrate operations involving:

·    Full security screening becoming operational from 1 July 2012.

·    Coordination of parking management across the airport precinct.

·    Integration of charter and hangar operations with the new terminal/passenger management.

Consultation (internal/external):

Directors, MRC

Statutory Authorities

Contractors

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

Airport works and operations designed to minimise risks to Council.

Policy Implications:

Nil.

Financial Resource Implications:

The works will involve a financial expenditure of around $14M and some additional external contributions are being pursued.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.5.2(a) To undertake all commercial operations of Council to a preferable minimum breakeven standard based on the application of full cost pricing principles with a view to minimising any community service obligation that may eventuate.

Supporting Documentation:

Nil.

 

   


Maranoa Regional Council

    

General Meeting -  14 March 2012

Officer Report

Meeting: General  14 March 2012

Date: 5 March 2012

Item Number: 11.1

File Number: D12/6022

 

Subject Heading:                     Regional Arts Development Fund (RADF) Annual Bid 2012-2013

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

Author & Officer’s Title:                 Noela Ward, Manager Community Development

 

Executive Summary:  The Regional Arts Development Fund (RADF) Bid is an annual application submitted by Council to Arts Queensland for funds to support the local RADF Program.

 

 

 

Officer’s Recommendation: 

That Council-

 

(a)  approve the amount of $35,000.00 for the Regional Arts Development Fund (RADF) Annual Bid 2012-2013 for funds from Arts Queensland; and

 

(b)  approve a budgetary allocation of $15,000.00 for the 2012-2013 Council Budget being Council’s contribution toward the 2012-2013 Regional Arts Development Fund (RADF) Program.

 

 

 

Body of Report:

Maranoa Regional Council has successfully partnered with Arts Queensland to deliver the Regional Arts Development Fund (RADF) program since 2009. The program funds artistic and cultural pursuits for individuals and community groups which are beneficial to the broader regional community.

 

A Regional Arts Development Fund (FADF) Committee, comprising of members who are representative of the arts and cultural community across the Maranoa Region, has been established to oversee the program.  The Committee meets on a regular basis to receive and assess applications under the program.  All applications are assessed in accordance with the Regional Arts Development Fund guidelines as set by Arts Queensland. The Committee’s recommendations for funding allocations are subsequently submitted to Council for endorsement.

 

 

The Maranoa Region’s Regional Arts Development Fund (RADF) Program has supported many worthwhile arts and cultural programs throughout the region which have delivered many positive outcomes for residents.  The program is well supported by the community which is evidenced by the constant submission of funding applications under each funding round and the positive outcomes which are achieved.

 

As Maranoa Regional Council is classified as a Population Class 2 under the Regional Arts Development Fund (RADF) Guidelines, i.e. Council area with population between 5001 and 25 000, the maximum amount of funds which can be requested from Arts Queensland under the Regional Arts Development Fund (RADF) Class Two Percentages Category is $35 000.00. As per Arts Queensland’s funding guidelines the minimum amount that Council is required to contribute to the program is 30% of the total yearly program allocation, therefore in order to take advantage of the maximum Arts Queensland contribution for a Population Class 2, $15,000.00 would be the minimum contribution required from Council.

 

It is recommended that Council commit a budgetary allocation of $15,000.00 to the Regional Arts Development Fund (RADF) program for 2012 –2013 in order to achieve the total RADF program allocation as detailed down below:

 

Arts Queensland contribution                                  $35 000.00                (70%)

Maranoa Regional Council contribution                 $15 000.00                (30%)

TOTAL RADF program allocation  2012 -13        $50 000.00                (100%)

Consultation (internal/external):

Maranoa Regional Council RADF Committee

Arts Queensland

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

Political risk may apply if funding is not approved for this program.

 

Policy Implications:

Interim Arts & Cultural Policy

Financial Resource Implications:

$15 000.00 contribution to the Arts Queensland Regional Arts Development Fund (RADF) 2012 - 2013 program allocation.

 

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.4.4(a) To develop community capacity and encourage community engagement with arts and culture so as to address the identified needs and opportunities to enhance the quality of life and wellbeing for residents of our region.

Supporting Documentation:

Nil

 

   


Maranoa Regional Council

    

General Meeting -  14 March 2012

Officer Report

Meeting: General  14 March 2012

Date: 28 February 2012

Item Number: 12.1

File Number: D12/5417

 

Subject Heading:                     Purchasing Policy

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

Author & 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.

 

 

Officer’s Recommendation: 

That Council adopts the revised Purchasing Policy as presented.  

 

 

Body of Report:

Through the implementation of this policy, Council is able to:-

 

(1)       Facilitate the procurement of goods and services for Council in the most timely and cost effective manner.

(2)       Ensure that all procurement activities are within Council’s legal and statutory obligations; and

3)         Ensure that all procurement activities are carried out in a professional manner and that all Council officers responsible for purchasing goods and services have a clear understanding of the procurement process as well as to their meaning and intent.

 

Council has provided a draft of this Policy to external and internal users of the Policy. The Policy has been amended to meet the needs of both internal and external users.

 

The major revision of this Policy is a revamp of the selection criterion used in selecting a contractor. In particular, this review has added into the Policy a selection criterion that enables Council to provide some preference to Local Contractors.

Consultation (internal/external):

Matthew McGoldrick, Director of Corporate Services

King & Co Solicitors, Brisbane

 

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

This policy is designed to reduce risk incurred by Councils Obligations under the Local Government Act 2009.

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:

1View

MRC Purchasing Policy 2011 V3

D12/5687

2View

MRC Purchasing Procedure 2011

D12/5688

3View

1 - Process Checklist Tendering

D12/3085

4View

Part 1 - Conditions of Tender for Goods, Services, Goods and Services

D12/3086

5View

Part 2 - Specification for Goods,Services,Goods and Services by Tender

D12/3087

6View

Part 3 - Tender Response for Goods,Services,Goods and Services

D12/3088

7View

Part 4c - General Conditions of Contract for the Supply of Goods and Services

D12/3089

 

Report authorised by:

Matthew McGoldrick, Director of Corporate Services


Attachment 1

MRC Purchasing Policy 2011 V3

 













Attachment 2

MRC Purchasing Procedure 2011

 







Attachment 3

1 - Process Checklist Tendering

 





Attachment 4

Part 1 - Conditions of Tender for Goods, Services, Goods and Services

 













Attachment 5

Part 2 - Specification for Goods,Services,Goods and Services by Tender

 




Attachment 6

Part 3 - Tender Response for Goods,Services,Goods and Services

 


















Attachment 7

Part 4c - General Conditions of Contract for the Supply of Goods and Services

 



















Maranoa Regional Council

    

General Meeting -  14 March 2012

Officer Report

Meeting: General  14 March 2012

Date: 2 March 2012

Item Number: 12.2

File Number: D12/5928

 

Subject Heading:                     Complaints Management Policy

Classification:                                  Open Access  

Name of Applicant:                         N/A

Location:                                          

Author & Officer’s Title:                 Debbie Tully, Administration Manager

 

Executive Summary: 

Under Section 268 (1) of the Local Government Act 2009, Council is required to establish a complaints management process for resolving administrative action complaints. 

 

 

Officer’s Recommendation: 

That Council adopt the Complaints Management Policy as presented.

 

 

Body of Report:

Under Section 268 (1) of the Local Government Act 2009, Council is required to establish a complaints management process for resolving administrative action complaints.  This process must include the elements contained in Section 119 of the Local Government (Operations) Regulation 2010 and support Council’s priority to deliver inclusive and ethical governance for the community.  This includes clear accountabilities, ethical standards of behaviour and a commitment to act in accordance with the ‘local government principles’ under section 4 of the Act.

 

This policy and associated guidelines has been established to provide a clear administrative method of handling and resolving complaints made by affected persons about a decision, or a failure to make a decision, including a failure to provide a written statement of reasons for a decision; an act, or failure to do an act; the formulation of a proposal or intention; and / or the making of a recommendation.

Consultation (internal/external):

Matthew McGoldrick, Director Corporate Services

Dale Waldron, Governance Coordinator

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

This policy is designed to reduce the risk incurred by Councils’ obligation under the Local government Act 2009.

Policy Implications:

Nil

Financial Resource Implications:

Nil

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.2.3(a) To implement Council’s governance policies and procedures in an evolving organisational environment whilst ensuring legislative relevance, consistency and fairness in application.

Supporting Documentation:

1View

Complaints Management Policy

D12/5926

2View

Complaints Management Guidelines

D12/6473

 

Report authorised by:

Matthew McGoldrick, Director of Corporate Services


Attachment 1

Complaints Management Policy

 

                           

 

 

POLICY STATEMENT

 

TITLE:   Complaints Management Policy

                 

 

Category:                                    Statutory

Endorsed by Council on:           14 March , 2012

Responsible Department:         Administration

Reference No.:                         

 

 

POLICY PURPOSE

 

This policy supports Council’s priority to deliver inclusive and ethical governance for the community and has been established to provide a clear administrative method of handling and resolving complaints made by affected persons about:

 

·    A decision, or a failure to make a decision, including a failure to provide a written statement of reasons for a decision;

·    An act, or failure to do an act;

·    The formulation of a proposal or intention; and/or

·    The making of a recommendation.

 

This policy provides a clear administrative method of handling and resolving complaints made about the conduct of Council officers.  It does not apply to complaints made about councillors.

 

POLICY SCOPE

 

This policy refers to all current and future staff of Maranoa Regional Council including Full Time, Part Time, Temporary, Casual employees and Contractors.

 

DEFINITIONS

 

“Council” means Maranoa Regional Council

 

“The Act” means Local Government Act 2009

 

“CEO” means Chief Executive Officer of Council

“Complaint” is an expression of dissatisfaction by a person or organisation regarding a decision or other action of Council or an alleged minor breach.

 

“Complainant” is the affected person or organisation making a complaint.

 

POLICY STATEMENT

 

1.   The complaints process is to be readily accessible to and able to be understood by all people including those with special needs.  Information about the complaints process is to be available on Council’s website and at its customer service centres.

 

2.   All complaints received by Council will be considered on their merits and addressed in an equitable and unbiased manner through an established complaints process and the observation of the principles of natural justice.  Complainants will not suffer any reprisal as a result of making a complaint.

 

3.   Complaints may be categorised by the CEO for the purpose of prioritisation, reporting, effective resolution, and ensuring legislative compliance.

 

4.   Where possible, a complainant and a Council manager/supervisor should attempt to have the matter resolved to avoid the need for a formal complaint requiring investigation, e.g. by the aggrieved person working the issue through with a Council manager to obtain an outcome that is satisfactory to both parties.

 

5.   Receipt of each administrative action complaint will be acknowledged in accordance with the Complaints Management Process Guideline.

 

6.   Complainants will be treated courteously; and will be kept informed of the progress of the handling of their complaint, the timing of its handling and the outcome of their complaint.

 

7.   All complaints will be treated with appropriate respect for the confidentiality and privacy of the complainant and officers involved.  It is Council’s policy not to notify the subject of the complainant’s name.  Publication of information relating to complaints about Council officers will be limited to that prescribed by legislation.

 

8.   The subjects of complaints will, at the time they are notified of a complaint against them, be informed that it is Council’s policy to disclose information about the progress of the investigation and its’ outcome to the complaint.

 

9.   Council will co-operate fully with any investigating authority charged with dealing with a complaint, e.g. the Crime and Misconduct Commission.

 

10. Where multiple complaints are received about the same or similar issue, an effective and efficient method of dealing with them will be determined.

 

11. Complaints about decisions of Council will not be dealt with under this policy.

 

12. The complaint process is not a tool to bring Council business to a halt nor to delay or prevent Council from making decisions.

 

13. Council staff who will be undertaking roles in resolving or investigating complaints will receive training, the effectiveness of which will be reviewed at least as frequently as this policy and associated guidelines.

 

14. A Council staff member who attempts to informally resolve a complaint or who investigates a complaint must be senior to the person subject of the complaint (if the complaint is about an officer) and senior to the person directly responsible for providing the service (if the complaint is about that service).  The only exception to this is for a complaint made about the CEO, in which case the CEO will delegate the responsibility to resolve or investigate the complaint to a Manager of Council.

 

15. Council’s systems, this policy and associated guideline will be reviewed periodically to maintain best practice.

 

16. If there is any conflict between this policy or associated guideline and the requirements of the Act or any other relevant legislation, the legislative requirements must take precedence.

 

 

RELATED POLICIES AND LEGISLATION

 

·    Local Government Act 2009

 

This policy should be read in conjunction with the following:-

 

·    General Complaints Management Process Guidelines

 

 

Signatures

 

 

________________________________                    _______________________________

Mayor                                                                         Chief Executive Officer

 

 

 

Date: ___________________________                    Date:___________________________

 

 

 

 

 

 

 

 

Version control:

 

Version

Reason/ Trigger

Change (Y/N)

Endorsed/ Reviewed by

Date

1.0

Create new

 

 

09/02/2012

 

 

 

 

 

 

 


Attachment 2

Complaints Management Guidelines

 

                           

 

 

GUIDELINE

 

TITLE:   Complaints  Management Process Guideline

                 

 

Reference No.:                        

 

 

Complaints Management Process

 

1.    AUTHORISATION

 

1.1  Section 268(1) of the Local Government Act 2009 (the Act), requires Council to establish a process for resolving administrative action complaints.  This process must include the elements contained in Section 119 of the Local Government (Operations) Regulation 2010.

 

2.    SCOPE AND PURPOSE

 

2.1  This complaints management process is a process for resolving complaints about administrative actions of the local government that:

a.    Covers all administrative actions of the local government;

b.    Requires the local government to quickly and efficiently respond to complaints in a fair and objective way;

c.     Includes the criteria considered when assessing whether to investigate a complaint; and

d.    Require the local government to inform an affected person of the local government’s decision about the complaint and the reasons for the decision, unless the complaint was made anonymously.

 

2.2  This guideline  has been established to provide a clear method of handling and resolving administrative action complaints made by affected persons.

 

2.3  For the purposes of this guideline the definitions section below summarises what is meant by an administrative action complaint and the term ‘affected person’.

 

2.4  This guideline does not apply to:

 

a.    Complaints about the conduct and performance of Councillors (inappropriate conduct and misconduct). 

b.    Complainants who are not affected persons.  Complaints from a person who is not an affected person will not be accepted.

c.     Complaints about decisions of Council.  Such matters should be referred by an aggrieved person to his/her elected members.

d.    A complaint made under the Public Interest Disclosure Act 2010.

e.    Internal work grievances between Council employees

f.     National competition policy

g.    Appeals against any previous outcomes of complaints investigations.

 

3.    DEFINITIONS

 

“Act” means the Local Government Act 2009

 

“Administrative Action” is an action of a local government about a matter of administration including each of the following:

 

·          A decision, or a failure to make a decision, including a failure to provide a written statement of reasons for a decision;

·          An act, or failure to do an act;

·          The formulation of a proposal or intention; and/or

·          The making of a recommendation.

      

“Affected Person” is a persons who is directly affected by an administrative action of a local government.

 

“CEO” means Chief Executive Officer of Maranoa Regional Council (Senior Complaints Officer).

 

“Code of Conduct” is the Maranoa Regional Council Employee Code of Conduct

 

“Complaint” is an affected person’s statement of dissatisfaction regarding a matter of administration, including a Council service or a Council officer’s conduct.

 

                A complaint is not the same as a request for service, a request for information, a general statement of dissatisfaction with a service or individual, or an inquiry seeking clarification of an issue.  Examples of communications not classified as complaints under this policy include:

 

·           An inquiry to seek clarification or further information about the amount of a rates bill;

·          A request to Council to take action on barking dog, a noisy pool filter, a leaking water pipe or any other services;

·          An inquiry made to Council on a particular development or compliance matter that is processed in accordance with statutory or administrative  timeframes established by Council;

·           Petitions to Council.

 

“Complaints Officer” is an officer authorised to undertake investigations of complaints appointed by the CEO.

 

“Council” means Maranoa Regional Council

 

“Council Officer” means for the purposes of this guideline, the term includes Council employees (whether permanently employed or not); consultants engaged on Council assignments; and contractors working for Council.

 

“Customer Service Request” is a request by a customer of Council for a service to be provided.  This includes follow up communication regarding the progress in delivering that service.

 

“Director” is director of a directorate of the Maranoa Regional Council who reports directly to the CEO.

 

“Frivolous” means trivial, superficial or senseless.

 

“General Complaints System” is the database for recording complaints which contains details required for statutory reporting and other information for managing and reporting on complaints.

 

“General Complaints Number” is a number issued internally for use with the General Complaints System.

 

“Misconduct” encompasses any disgraceful or improper conduct relating to an officer’s duties and any private act by an officer that compromises the officer’s public duties.  This includes any breach of the Code of Conduct for Council Officers.

 

“Natural Justice” is making sure that:

·             a person who is the subject of a complaint is fully informed of the allegations against them;

·             a person against whom the complaint is made is given reasonable opportunity to put forward their case;

·             the allegations are properly investigated, all parties heard and relevant submissions considered;

·             a person should not be a decision maker in a case in which they are involved;

·             a person against whom an adverse decision may be made should be kept fully informed of all information provided about them and given an opportunity to respond to it;

·             the investigator and decision make act fairly and without bias;

·             irrelevant matters are not taken into account and all relevant matters are considered; and

·             decisions are made based on fact and evidence that logically shows the findings of fact.

 

“Official Misconduct” is conduct that could, if proved, be –

(a)             a criminal offence; or

(b)             a disciplinary breach providing reasonable grounds for terminating the person’s services, if the person is or was the holder of an appointment.  (Section 15 Crime and Misconduct Act 2001)

 

“Oral Complaints” is a complaint made in person or by telephone.

 

“Regulations” means Local Government (Operations) Regulation 2010

 

“Senior Complaints Officer” is the Chief Executive Officer of Maranoa Regional Council (CEO).

 

“Significant Matter” is a complaint about one or more of the following:

·             official misconduct by a Council officer;

·             a second or subsequent allegation about the officer’s conduct;

·             a second or subsequent allegation about Council’s performance in delivering a particular service;

·             where there is the potential for public and/or media interest;

·             where there has been substantial loss (or potential loss) to the complainant;

·             where there may be a need to review Council’s policies or procedures; or

·             where there are more than two complainants (who are not from the same household).

 

“Social Media” is a term used to describe the type of media that is based on conversation and interaction between people on-line.

 

“Vexatious” includes unwarranted persistence in pursuing matters that are being or have been resolved; changing the substance of a complaint or continually raising new issues; unwillingness to accept documented evidence; failure to precisely identify the issues or provide any material to support the allegation; making threats to or harassing any person involved in the matter; a complaint intended for retaliation against a specific  officer for the purpose of harassment; or making unreasonable demands.  A complaint that was not initially determined to be vexatious can be determined as such if any of the conditions above occur.

 

“Written Complaints” are complaints received in writing whether by letter, fax, or email but not by social media.

 

4.    GENERAL

 

4.1  The principles of natural justice apply to the handling, investigation and decision-making in relation to complaints that fall within this Guideline.

 

5.    RECEIVING COMPLAINTS

 

5.1  A complainant wishing to lodge a formal complaint about a significant matter must be advised to put his/her complaint in writing and address it to the CEO, including:

a.    As much detail as possible;

b.    Detail of any loss or detriment they have suffered;

c.     List any other agencies or authorities they may have also reported the incident to;

d.    Their contact details;

e.    An outline of the outcome they are seeking; and

f.     Any supporting information and documentation including names and contact details of any other persons who are able to support the complaint.

 

5.2  Oral complaints will be accepted if the complainant cannot or refuses to put his/her complaint in writing.  In such cases, the officer receiving the complaint will make comprehensive written notes of the complaint.

 

5.3  Complaints about matters that are not significant matters may be made in writing or orally and should include the details at ‘5.1’ above.

 

5.4  A complainant may supply additional information to support his/her complaint.  Any such information will be registered and will be referred initially to the CEO; and then sent to the person who has responsibility for the management of the complaint at that time.

 

5.5  Complaints submitted by social media sites will not be accepted or acknowledged by Council.  Examples of social media sites include:  MySpace, Facebook, Twitter, Internet Forums, weblogs, social blogs, wikis, podcasts, etc.

 

6.    REGISTERING COMPLAINTS

 

6.1  All written and oral complaints are to be registered as soon as practicable.  This applies irrespective of the nature of the complaint, who deals with it and how quickly it is dealt with,  e.g. an oral complaint to a manager about a service that is resolved within a few minutes of the complaint being made must still be registered.

 

6.2  Written correspondence will be registered in TRIM.

 

7.    ASSESSING COMPLAINTS

 

Initial Assessment:

 

7.1  Written complaints should be addressed to the CEO.  A written complaint received by another Council employee or a councilor should be referred to the CEO.  Oral complaints should be made to the CEO, a Director or Senior Manager of Council.  Oral complaints received by another Council employee or councillor should be referred to a manager within the relevant department or to the CEO. 

 

7.2  An acknowledgement letter or email will be sent to the complainant upon receipt of a written complaint.  This will be done by the CEO’s Office, upon receipt of the written complaint.

 

7.3  If an officer receiving an oral complaint believes that the complaint is frivolous or vexatious, the officer will refer the matter to the CEO for determination.

 

7.4  If the officer receiving an oral complaint does not consider the complaint be frivolous or vexatious, the officer will then decide if the complaint is either a complaint about a Council service, or is a complaint about a Council officer.  The officer will also determine if the complaint is about a significant matter.  A ‘significant matter’ is defined above and requires immediate referral to the CEO.

 

Frivolous or Vexatious Complaints:

 

7.5  The CEO is the only person who can make a determination that a complaint is frivolous or vexatious.

 

7.6  If the CEO decides that a written or oral complaint is frivolous or vexatious, he/she may decide to take no further action in relation to the matter.  The CEO will provide the complainant with written advice of the decision and the reasons for it.

 

Complaints About a Council Service:

 

7.7  A complaint about a Council service may be best dealt with by a manager within the department that provides, or could provide, the service.

 

7.8  If a manager has received an oral complaint about a Council service, the manager may seek to resolve the matter in discussion with the complainant and relevant staff, without the need for formal investigation.

 

7.9  If the matter is a significant matter, the CEO will decide how the matter is dealt with.  This may include referral to the departmental director, or allocation to a complaints officer to investigate the complaint.

 

Complaints About a Council Officer;

 

7.10                A complaint about a Council officer may be best dealt with by the officer’s director or senior manager.

 

7.11                In resolving the complaint, the manager may decide to take such measures as are within his/her delegated authority to manage the performance of the officer.

 

7.12                If the matter is a significant matter, the CEO will decide how the mater is dealt with.  This may include referral to the Director or Senior Manager of the relevant Council department, or allocation to a complaints officer to investigate the complaint.

 

7.13                If a complaint is received about the CEO, the CEO will delegate his/her responsibilities under this Guideline in writing to a director.

 

7.14                The director will deal with the matter in accordance with procedures in this Guideline.  This includes referral to the CMC if the allegation is about official misconduct and the CEO has not already referred the matter.

 

7.15                To ensure the independence of the handling of any complaint about the CEO, the following additional steps are required:

 

a.    The CEO will advise the Mayor about the complaint.

b.    If the director considers that the complaint is frivolous or vexatious, he/she will consult with the Mayor.  Only if both the Mayor and the director consider the complaint to be frivolous or vexatious, will a decision be made to that effect;

c.     If the complaint is neither frivolous nor vexatious and it is not about official misconduct, or if it is about official misconduct, it has been referred back to Council to deal with by the CMC, the director will appoint an independent person (external investigator) to investigate the allegations.  The external investigator will be a person who is independent of Council and who has knowledge and experience sufficient to be capable of conducting the investigation;

d.    The external investigator will report his/her findings to the director; and

e.    Upon receipt of that report, the director will present it to the Mayor  for consideration and to make any decisions in relation to the report’s findings and recommendations.  The mayor may consult with other councilors during that process.

 

Anonymous Complaints:

 

7.16                Anonymous complaints, whether oral or written, will be assessed in the same way as any other complaint.  If an anonymous complaint is determined by the CEO to be frivolous or vexatious, the CEO will record his/her decision and take no further action.  If the CEO determines that the complaint is about a Council service or a Council officer, the CEO may refer the matter to a director or senior manager.

 

Complaints Involving Councillors and Council Officers:

 

7.17                A single complaint which is made against both a councillor and a Council officer will be dealt with separately.  The process for dealing with ‘conduct and performance’ complaints against councillors will apply in relation to the allegations made specifically against the councillor.

 

7.18                The process under this guideline will apply to the allegations made against the officer.

 

7.19                A complaints officer appointed by the CEO to investigate a complaint against an officer, may work with members of another body (for example a regional conduct review panel) to share information to ensure the investigation processes are managed effectively and efficiently.

 

Multiple Complaints Regarding the Same or Similar Issue:

 

7.20                The complaints process is not a tool to bring Council business to a halt, to delay or prevent Council from making decisions, or to interrupt Council’s operations.

 

7.21                If multiple complaints are received about the same or similar issue, e.g. if several separate complaints are received about Council’s delivery of a service, such as grass cutting in a park, or about the behavior of a Council officer:

 

a.    An effective and efficient method for dealing with them will be determined by the CEO;

b.    A single general complaints number may be allocated to cover all the complaints.

 

       7.22 An appropriate method for dealing with such complaints will ensure that all the information provided by the complainants is considered, but may limit further enquiries that are made to those which are necessary for an investigator to conclude an investigation and make appropriate recommendations.

 

8.    PROCESS FOR HANDLING ORAL COMPLAINTS

 

8.1  The officer who receives an oral complaint will make a written copy of the complaint and will seek the agreement of the complainant that the substance of the complaint has been correctly captured.

 

8.2  If the complaint is about a significant matter, the officer receiving the complaint must refer the matter to the CEO immediately.

 

8.3  The officer (CEO, director or senior manager) who is dealing with the complaint will notify the person responsible for the management of the general complaints system of the details required to register the complaint into that system.

 

8.4  The officer will notify his/her senior manager of the complaint and the manner in which he/she intends to deal with it.

 

8.5  The officer will negotiate with the complainant a timeframe for dealing with the matter and will maintain contact with the complainant until the matter is finalized.

 

8.6  The officer will also advise the officer subject of the complaint (if it is a complaint about an officer):

a.    The nature of the allegations; and

b.    That it is Council’s Policy to disclose information about the progress of the investigation and its outcome to the complainant

 

8.7  If the matter is confirmed as having been resolved to the satisfaction of the complainant, the officer will notify their senior manager and inform the person who manages the general complains system of the outcome.  Notification will also be provided to any officer subject of the complaint.

 

8.8  If the matter is not resolved to the complainant’s satisfaction, the officer will advise his/her senior manager (or if the officer is a senior manager, the CEO).

 

8.9  The senior manager or CEO will determine if the matter is capable of resolution and may, after consideration which should include discussion with the complainant, decide what action to take.  This may include the appointment of a complaints officer by the CEO to investigate the complaint formally, or may result in a decision to take no further action if avenues to resolve the matter have been exhausted.

 

8.10                The senior manager or CEO will advise the complainant of his/her decision and the reason for it if a decision has been made that no further action will be taken.

 

8.11                Upon completion of an attempt to resolve a complaint or of an investigation, the responsible manager will advise the complainant and any officer subject of the complaint, of the outcome in writing.

 

8.12                The manager will also advise the person who manages the general complaints system of the outcome of the complaint.

 

9.    PROCESS FOR HANDLING WRITTEN COMPLAINTS

 

9.1  All written complaints will be addressed or forwarded to the CEO.

 

9.2  The CEO will notify the person responsible for the management of the general complaints system of the details required to enter the complaint into the system.

 

9.3  The CEO will at his/her discretion (unless the complaint is about official misconduct), determine how to deal with the complaint.

 

9.4  The CEO may instruct another officer (director or senior manager) to try to resolve the complaint without the need for a formal investigation.

 

9.5  The officer will negotiate with the complainant a timeframe for dealing with the matter and will maintain contact with the complainant until the matter is finalised.

 

9.6  The officer will also advise the officer subject of the complaint (if it is a complaint about an officer):

a.    The nature of the allegations; and

b.    That it is Council’s Policy to disclose information about the progress of the investigation and its outcome to the complainant.

 

9.7  If the matter is confirmed as having been resolved to the satisfaction of the complainant, the officer will notify their manager and inform the person who manages the general complaints system of the outcome.  Notification will also be provided to any officer subject of the complaint.

 

9.8  If the mater cannot be resolved, the officer will refer the matter back to the CEO.

 

9.9  The CEO will determine if the matter is capable of resolution and may, after consideration which should include discussion with the complainant, decide what action to take.  This may include the appointment of a complaints officer by the CEO to investigate the complaint formally, or may result in a decision to take no further action if avenues to resolve the matter have been exhausted.

 

9.10                The CEO will advise the complainant of his/her decision and the reason for it if a decision has been made that no further action will be taken.

 

9.11                The CEO may appoint a complaints officer to investigate the complaint.

 

9.12                The complaints officer will conduct an investigation and submit a report of his/her findings and recommendations to the CEO.

 

9.13                The CEO will determine what action to take following receipt of the report.

 

9.14                Upon completion of an investigation, the CEO will advise the complainant and any officer subject of the complaint, of the outcome in writing. 

 

9.15                The CEO will advise the person who manages the general complaints system of the outcome of the complaint.

 

10.  PROCESS FOR HANDLING COMPLAINTS ABOUT OFFICIAL MISCONDUCT

 

10.1                The CEO has statutory obligation (Section 38(2)) under the Crime and Misconduct Act 2001 to report suspected official misconduct to the CMC.  The threshold for “suspicion of official misconduct” is low, and the CEO has little or no discretion as to whether to report his/her suspicion.  In addition, the CEO has no role or authority to investigate his/her suspicion before reporting it to the CMC.

 

10.2                The CEO will refer the matter in writing to the CMC using the standard referral form.  The referral will include a request for approval to notify the officer subject of the complaint that the complaint has been made and referred.

 

10.3                The CEO will notify the complainant in writing at the same time that the complaint has been assessed as one of official misconduct and is being referred to the CMC.

 

10.4                The CEO will delay notifying the officer that a complaint of official misconduct has been made against him/her until written approval of the CMC has been received, and will only do so once that approval is given.

 

10.5                The CMC will either investigate the complaint or will refer it back to the CEO.

 

10.6                If the CMC investigates the matter, it will assume responsibility for communication will all parties to the complaint unless advice to the contrary is provided to the CEO.

 

10.6.1    If the matter is referred back to the CEO, he/she will notify the complainant and the officer.  The subject officer will be advised:

 

a.    The nature of the allegations; and

b.    That it is Council’s Policy to disclose information about the progress of the investigation and its outcome to the complainant.

 

 

10.7                The CEO will appoint a complaints officer to investigate

 

10.8                Upon completion of an investigation, the CEO will advise the complainant and any officer subject of the complaint of the outcome in writing.

 

10.9                The CEO will advise the person who manages the general complaints system of the outcome of the complaint.

 

11.  INVESTIGATIONS

 

11.1                All investigations must be conducted impartially.  The complaints officer must not have, and must not be perceived to have, any conflict of interest in relation to the complaint, or to the persons, the conduct or the policies and procedures that are subject of the investigation.

 

11.2                A person acting as a complaints officer will be sufficiently competent to undertake the investigation and will have undertaken relevant training.  The level of training will vary dependent upon the requirements of the investigator’s role.

 

11.3                The complaints officer will investigate the complaint and prepare a report which includes:

 

a.    a  summary of the allegations;

b.    a chronology of the events;

c.     the methods used in the investigation;

d.    documentary evidence;

e.    Interview transcripts or detailed summaries;

f.     any other evidence;

g.    findings of the investigation;

h.    any recommendations; and

i.     associated attachments.

 

11.4                Where the investigation draws solely on information from internal sources (e.g. interviews, professional opinions, etc), an excessive reliance could be placed on evidence and opinion from employees with a personal interest in the matter.  To ensure that investigations are impartial and are perceived as such, an independent review to validate the information provided should be sought when investigating complaints that are significant matters (as defined above) or which otherwise would, in the CEO’s or complaints officer’s view, benefit from independent verification.

 

11.5                Where an adverse report is prepared by the complaints officer, the relevant officer(s) may be given an opportunity to make submission to the complaints officer before the investigation report is provided to the CEO.  The timing of this opportunity is a matter for the CEO’s discretion.  The CEO will take into account the circumstances of the complaint and the draft investigation report as well as natural justice requirements when making this decision.

 

11.6                The complaints officer will prepare a draft letter to the complainant and relevant officer advising of the outcome.

 

11.7                The report and draft letter to the complainant will be provided to the CEO for review and approval.

 

12.  REFUSAL TO INVESTIGATE COMPLAINT

 

12.1                The CEO may refuse to investigate a complaint if, in his/her view:

 

a.    The complaint is frivolous or vexatious;

b.    The person who made the complaint (the complainant) does not have sufficient direct interest in the matter complained about (i.e. is not an affected person);

c.     Both of the following apply:

§ The complainant has a right of appeal, reference or review, or another remedy, that the person has not exhausted; and

§ It would be reasonable in the circumstances to require the complainant to exhaust the right or remedy before the officer investigates, or continues to investigate, the complaint; or

d.    In the circumstances, investigating the complaint is unnecessary or unjustifiable.

 

12.2                If the CEO makes such a decision, he/she will notify the complainant in writing of the decision and the reasons for it.

 

13.  WITHDRAWING A COMPLAINT

 

13.1                A complainant may withdraw a complaint by writing to the Council’s CEO.  In the event that a complainant wishes to withdraw a complaint, the CEO will usually cease any investigation.  There may be circumstances where the CEO decides to continue an investigation, despite the complaint having been withdrawn, e.g. if an investigation has uncovered evidence relating to a significant matter.

 

14.  INFORMATION ABOUT COMPLAINTS

 

Recording Complaints:

 

14.1                Upon receipt of the complaint from the CEO, the officer responsible for the management of the general complaints system will ensure that:

 

a.    The complaint is recorded on a confidential register; and

b.    A general complaint number is allocated to the complaint.

 

14.2                There is no requirement to record a complaint in the general complaints system that is assessed by the CEO as being about a frivolous matter or as having been made vexatiously, or is a public interest disclosure within the meaning of the Whistleblowers Protection Act 1994.

 

Access to Information and Confidentiality:

 

14.3                Summary information relating to complaints will be published in Council’s annual report as required by the Local Government (Finance, Plans and Reporting) Regulation 2010.

 

14.4                The identity of a complainant and copies of all relevant documentation, including the original complaint, the investigation report and all correspondence between the complainant and the investigator, will be treated as confidential information and kept in accordance with Council policy.  This policy does not take precedence over state legislation that deals with information, e.g. Right to Information Act 2009 and Information Privacy Act 2009.

 

15.  TIMEFRAMES

 

15.1                With regard to sending written acknowledgements to complainants as described above, such letters will be sent within five business days of receipt of the written complaint and will advise the general complaint number and the name of a person who may be contacted about the handling of the complaint.  This timeframe may be extended in unusual circumstances, e.g. if a large number of complaints are received about the same matter.  If this occurs, written acknowledgements will be sent as soon as is practicable and will include an explanation for the delay.

 

15.2                It shall be the intention of all who handle complaints to deal with the matters without any undue delay.  It is important that any person responsible for managing the handling of a complaint takes responsibility for keeping the complainant informed of the progress of the matter, explaining and managing the timelines for each stage of the process.

 

16.  APPEALS

 

16.1                Any complainant who, at the conclusion of the process for resolving or investigating their complaint, remains dissatisfied with the outcome may request the matter be reviewed by a more senior officer.  The manager responsible for the management of that complaint will refer the matter to their director, or if that manager is a director, to the CEO.

 

16.2                If a complainant is dissatisfied with the outcome of a complaint that has been dealt with by the CEO, he/she may seek advice from the Queensland Ombudsman’s Office.

 

 

17.  REPORTING AND REVIEWING

 

17.1                Public reporting of the handling of complaints will be through the Annual Report in accordance with the requirements of the Act. 

17.2                The policy and guideline will be subject to review not less that once ever two years.  Amendments will be proposed at any time if improvements have been identified to achieve best practice.

 

18.  REFERENCE DOCUMENTS

 

18.1                This Guideline has been developed to support the application of the Complaints Management Policy.

 

19.  ASSOCIATED DOCUMENTS

 

·     Local Government Act 2009;

·     Local Government (Operations) Regulation 2010;

·     Local Government (Finance, Plans and Reporting) Regulation 2010;

·     Right to Information Act, 2009

·     Information Privacy Act, 2009;

·     Complaints Management Policy

·     Facing the Facts – Crime and Misconduct Commission

·     Maranoa Regional Council Employee Code of Conduct.

 

 

 

 

 

 

 

 

 

 

  


Maranoa Regional Council

    

General Meeting -  14 March 2012

Officer Report

Meeting: General  14 March 2012

Date: 24 February 2012

Item Number: 15.1

File Number: D12/5040

 

Subject Heading:                     Application for Material Change of Use - "Motel" (33 Units) File No. 2011/17879

Classification:                                  Open Access  

Name of Applicant:                         Paul Middlemiss Rivogold Holdings Pty Ltd atf The Rivogold Holdings Trust

Location:                                           46 - 48 Hawthorne Street, Roma QLD 4455 (Lot 5 on R868)

Author & Officer’s Title:                 Robert Hayward, Director Planning & Environment

 

Executive Summary: 

This application seeks to carry out a Material Change of Use (Motel – 33 units) on land at 46-48 Hawthorne Street, Roma and described as Lot 5 on R868. The proposed development consists of 33 units and a caretaker’s residence in 2, two storey accommodation buildings.  

The proposed development is consistent with the provisions of the Roma Town Planning Scheme including the DEOs and Town Area Code.

 

 

Officer’s Recommendation: 

Council approve the application for a Material Change of Use (Motel – 33 units) at 46-48 Hawthorne Street, Roma and described as Lot 5 on R868, subject to the following conditions:

 

Complete and Maintain

 

1.         Complete and maintain the approved development as follows: (i) generally in accordance with development approval documents and (ii) strictly in accordance with those parts of the approved development which have been specified in detail by the Council or Referral Agency unless the Council or Referral Agency agrees in writing that those parts will be adequately complied with by amended specifications.

 

2.         Complete and maintain all operational, building and plumbing and drainage work associated with this development approval, including work required by any of the development approval conditions.

 

3.         Maintain the approved development being Material Change of Use (Motel – 33 units) in accordance with the approved plans and any conditions that cause alteration to the approved plans via landscaping provisions.

Plan/Document number

Plan/Document name

Date

1128.001 Issue G

Site Plan

12 December 2011

1128.102 Issue A

Vehicle Simulation Swept Path Diagrams

12 December 2011

1128.101 Issue C

Typical Unit Plan

30 September 2011

1128.002 Issue B

Upper Floor Plan

30 September 2011

1128.201 Issue B

Elevations

30 September 2011

1128.202 Issue B

Elevations

30 September 2011

 

Stormwater and Drainage

 

4.         Stormwater must not be allowed to pond on the property being developed during the development process and after development has been completed unless the type and size of ponding has been agreed in writing by the Council or as a specific development approval condition.

 

5.         Any increases in volume, concentration or velocity of stormwater from the property being developed must be channelled to lawful points of discharge or to other storage or dispersal arrangements which must all be agreed in writing by the Council.

 

6.         There must be no increases in any silt loads or contaminants in any overland flow from the property being developed during the development process and after development has been completed.

 

7.         The stormwater disposal system must be designed to include appropriate pollution control devices or methods to ensure no contamination or silting of creeks or other waterways.

 

8.         Soil erosion and sediment is controlled in accordance with Schedule 6: “Standards for Stormwater Drainage”.

 

Erosion Control

 

9.         If there is a possibility of erosion or silt or other materials being washed off the property being developed during the development process, the developer must document and implement a management plan that prevents this from occurring.

 

10.       During construction, soil erosion and sediment is to be managed in accordance with Schedule 7: “Standards for Construction Activity”.

 

 

 

Services Provisions

 

11.       The site must be connected to the reticulated sewerage network in accordance with Planning Scheme Schedule 5: “Standards for Sewerage Supply”.  Where the proposed building will be constructed over existing sewerage infrastructure (sewer main) the main is to be bridged and piered to a minimum of 600 mm below the invert level of the main.

 

12.       The site must be provided with a water connection, up to and including a path cock to the water distribution network.

 

13.       The development is to be connected to a reticulated electricity supply at no cost to Council.

 

14.       If the premises is connected to a telecommunications reticulation service, then such works shall be undertaken in accordance with the relevant service provider’s requirements and specifications along with relevant building standards requirements and specifications (as relevant).

 

Rubbish Collection and Amenity

 

15.       At all times while the use continues, waste containers shall be maintained in a clean and tidy state and shall be emptied and the waste removed from the site on a regular basis.

 

16.       The area allocated for rubbish collection, as shown on the approved site plan, is to be visually obscured from Hawthorne Street by a solid screen gate that is to remain closed when a collection is not taking place.

 

Access, Roads, Landscaping and Lighting

 

17.       Vehicle manoeuvring areas must be provided on-site so that all vehicles, with the exception of buses, can enter and leave the site in a forward direction.

 

18.       The landowner shall be responsible for construction and maintenance of vehicle crossovers from the road carriageway to the property boundary and for obtaining any approvals that may be required and for complying with the applicable designs and standards.

 

19.       All landscaping, streetscaping, vehicular access, parking, roads, bikeways, footpaths, street lighting, parks, street plantings, street furniture and related items must comply with (i) the development approval conditions, (ii) any relevant provisions in the planning scheme for the area, (iii) Council’s standard designs for such work where such designs exist  (iv) Schedule 2: “Standards for Roads, Car Parking, Access and Manoeuvring Areas” (v) any relevant Australian Standard that applies to that type of work and (vi) any alternative specifications that Council has agreed to in writing and which the developer must ensure do not conflict with any requirements imposed by any applicable laws and standards.

 

20.       Landscaping must be provided within recessed areas of the masonry fence along the Bowen Street frontage of the site, as shown on Plan No. 1128.001, Issue G dated 12.12.11.  Landscaping must reach a minimum height of 3 metres within 18 months of planting and must be maintained at all times while the use is operating at the site. Landscaping must be established on the street side of the fence.

 

21.       A landscaping plan must be lodged with the assessment manager (Council) for approval.

 

22.       Provide a total of 34 car parking spaces on the site, and 1 bus parking space, in accordance with the approved plans.

 

23.       All carparking spaces and driveway areas are to be sealed with an approved impervious surface. Surfacing shall consist of either patterned, reinforced concrete, concrete pavers, segmental clay pavers, asphaltic hotmix or two coat (primerseal/seal) bitumen seal.

 

24.       Services and infrastructure required in connection with the establishment of the approved development must be provided at no cost to Council.

 

25.       Any damage to roads and infrastructure that is attributable to the progress of works on the site or vehicles associated with the development of the site, must be repaired to Council’s satisfaction or the cost of repairs paid to Council.

 

Avoiding Nuisance

 

26.       Lighting of the site, including any security lighting, shall be such that the lighting intensity does not exceed 8.0 lux at a distance of 1.5 metres from the site at any property boundary.

 

27.       All lighting shall be directed or shielded so as to ensure that no glare directly affects nearby properties.

 

28.       Any airconditioning, generator, refrigeration, pump, exhaust, fans, processing or other equipment must be acoustically screened to ensure noise levels do not exceed 5dB  above the background noise level.

 

Buildings

 

29.       All buildings are to comply with the approval documents.

 

Advertising Signs

 

30.       Any sproposed advertising devices shall be subject to a further development application and planning approval unless the advertising devices are in accordance with the exempt or self assessable requirements of the relevant Council planning scheme.

 

No Cost to Council

 

31.       The developer is responsible for meeting all costs associated with the approved development unless there is specific agreement by other parties, including the Council, to meeting those costs.

 

32.       All civil and related work shall be designed and supervised by RPEQ Registered Professional Engineers of Queensland (RPEQ) who are competent in the construction of the works.

 

Use

 

33.       All development approval conditions related to the establishment of the approved development must be fulfilled prior to any approved use commencing.

 

Infrastructure Contributions

 

34.       An infrastructure contribution, in accordance with Council’s adopted Priority infrastructure Plan, of $226,500.00 is payable to Council.  The stated charge is to be paid before commencement of construction.

 

End of Conditions

 

 

Body of Report:  Refer to Attachment 1.

Consultation (internal/external):

-    MRC Manager Engineering Services (Internal)

-    Ken Ryan and Associates Pty Ltd and Lou Scarpato Futureproof Strategies as of the Local Government Planning Alliance

-    Department of Transport and Main Roads (Concurrence Agency)

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

The applicant has appeal right under SPA against any decision of Council.

Policy Implications:  The application generally accords with the Policy position of the Roma Planning Scheme.

Financial Resource Implications:  Any conditions imposed will be at the cost of the applicant.

 

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.3.1(a) Regulate and control development in a consistent and responsible manner that enhances the lifestyle of our community whilst promoting sustainable development.

Supporting Documentation:

1View

Body of Report

D12/5083

2View

Trunk Infrastructure Report

D12/5086

3View

DTMR Response

D12/5085

 

Report authorised by:

Paul Bawden, Chief Executive Officer



Attachment 1

Body of Report

 

 

1.0 Background information

 

The application is for a Motel consisting of 33 units and a caretaker’s residence. The proposed development has a gross floor area of 1,582 square metres and a site cover of 42.5% of the total site area. All proposed buildings will be limited to a maximum height two storeys and 7.4 metres above ground level.

 

Vehicular access to the site is obtained from Hawthorne Street via a new 6.0 metre wide vehicle crossover (refer Plan No. 1128.001).

 

Each unit will be provided with a dedicated car parking space with an additional space for the site manager, resulting in a total of 34 spaces.  A bus parking bay has also been provided on site (refer Plan No. 1128.001).

 

A 1.8 metre high acoustic fence will be provided along the northern and eastern side boundaries of the site to minimise any adverse affects of noise on adjoining uses (refer Attachment 3)

 

A landscape strip will be provided at the Hawthorne Street frontage of the site, while additional landscaping will be provided within recessed fence areas at the Bowen Street frontage of the site.

 

The applicant has provided a town planning report addressing the Town Area Code of the Roma Town Planning Scheme 2006.

 

The applicant has provided the following plans in support of the proposed development -

 


Attachment 1

Body of Report

 

 

 



Attachment 1

Body of Report

 

 

2.0       Definition of use and assessment status - the premises – locality and zoning

The proposed use is defined as a "Motel" in the Roma Town Planning Scheme 2006 which is described as follows:

“Motel” means any premises used for temporary accommodation of travellers and the motor vehicles used by them and includes, if provided, any restaurant, office and/or manager’s residence on the same site.  The term also includes boarding-houses, guest houses, hostels, unlicensed hotels, serviced rooms, student accommodation, or any similar use.

 

The site is situated at 46-48 Hawthorne Street, Roma and described as Lot 5 on R868 (refer Figure 1 - Locality Plan).

 

Figure 1 - Locality Plan                                                                                                      Source: Whereis 2011

 

The site is situated in the Commercial Zone of the Town Area of the Roma Town Planning Scheme 2006 (refer Figure 2 - Zoning).

Figure 2 - Zoning                                                                 Source: Roma Town Planning Scheme 2006

 

The site contains a one storey building (refer Figure 3 - Aerial Photograph).

 

The adjoining sites to the east and north contain single storey commercial buildings, including the Ambulance Station, Library and Arts Centre.  The site is bounded to the west and south by Hawthorne Street and Bowen Street respectively (refer Figure 3 - Aerial Photograph).

 

Figure 3 - Aerial Photograph                                                                                                            Source: Google 2010

 

 

 

 

3.0       Assessment against the planning scheme

 

Impact assessment

This application is subject to Impact Assessment and is assessed against the relevant provisions of the planning scheme, including any relevant codes. The provisions of the Sustainable Planning Act 2009 [SPA] may be summarized: s313 provides that the assessment manager must carry out the impact assessment having regard to—

(a)  the State planning regulatory provisions;

(b)  the regional plan for a designated region, to the extent it is not identified in the planning scheme as being appropriately reflected in the planning scheme;

(c)  any applicable codes, other than concurrence agency codes the assessment manager does not apply, that are identified as a code for IDAS under this or another Act;

(d)  State planning policies, to the extent the policies are not

(i)   any relevant regional plan as being appropriately reflected in the regional plan; or

(ii)  the planning scheme as being appropriately reflected in the planning scheme;

(e)  any applicable codes in the following instruments—

(i)   a structure plan;

(ii)  a master plan;

(iii) a temporary local planning instrument;

(iv) a preliminary approval to which section 242 applies;

(v)  a planning scheme;

(f)   if the assessment manager is an infrastructure provider—the priority infrastructure plan.

 

There is no conflict with these provisions of the Sustainable Planning Act 2009. 

 

Proposed use is not in conflict with planning scheme

Although the planning scheme requires Impact Assessment for the proposed use, there is no conflict with the intent of the Roma Town Planning Scheme. The proposed development will provide for additional accommodation opportunities within the Residential Precinct, and will not result in significant adverse impact on existing Houses in the surrounding area.

 

Desired Environmental Outcomes

The Desired Environmental Outcomes (DEOs) are based on ecological sustainability established by IPA and are the basis for the measures of the planning scheme.  Compliance is outlined below:

 

(a)  Environment

 

(i)   The areas of high scenic amenity, remnant vegetation, wetlands, fauna habitats and wildlife corridors and regionally significant open space in the town are protected.

 

The proposal will incorporate landscaping along both site frontages to maintain the visual amenity of the site as viewed from the street.  The subject site is not in proximity to any environmentally significant areas, including wetlands, habitats, corridors and open spaces, and the proposed development will not adversely impact the natural environment. 

 

(ii)  Places, areas or sites identified as being susceptible to land degradation, including contamination, erosion, salinity and landslip, are protected and further degradation is minimised.

 

The subject site is not identified as being susceptible to land degradation and therefore will not be adversely impacted by contamination, erosion, salinity or landslip. 

 

(iii) Ecological sustainability is achieved by maintaining and improving biodiversity, water and air quality.

 

The proposed development is located within an established urban area and will not adversely impact on biodiversity, water or air quality. 

 

(iv) Places of historical and indigenous cultural heritage and social significance are protected, maintained and enhanced.

 

The site is not identified as being in proximity to a place of historical, cultural or social significance. 

 

(b)  Economic

 

(i)   Business and commercial development shall be located within the Commercial Zone to promote and strengthen the existing central Business District.

 

The proposal will provide additional accommodation options for itinerant workers and tourists. The use will be located in the Commercial Zone, which is consistent with the preferred location of Motels.

 

(ii)  The Central Business District (CBD) or inner core of the commercial Zone is intended to contain the more intensive commercial uses.  Entertainment facilities and tourist accommodation will also be favoured within and adjacent to the CBD to provide a central focus of activity and promote vitality after office hours.

 

The proposal is for a Motel in the Commercial Zone, in close proximity to the CBD. The development will be two storeys and a maximum of 7.4 metres in height to reflect the higher intensity of commercial uses expected in the inner core of the Commercial Zone, and in particular tourist accommodation facilities.

 

(iii) Beautification and improved parking facilities will enhance the efficiency, attractions and vitality of the Town CBD.

 

The proposed development will incorporate landscaping screening and features to enhance the aesthetics of a prominent corner site in the Roma CBD. Landscaping is proposed along both site frontages to maintain the visual amenity of the site as viewed from the street.  The development incorporates 35 on-site car parks to cater for the parking demand of the residents and visitors to the site and minimise on-street parking.

 

(iv) Tourism will be promoted with significant economic and social benefits to the town as a regional centre with close association with the oil and gas industry and the proximity of the Carnarvon National Park.

 

The proposed development will support both tourism and resource industries by providing accommodation opportunities for itinerant workers and tourists visiting Roma.

 

(v)  Industry, business and employment opportunities are improved and appropriately located to service the community and region, and encourage economic activity within the local area.

 

The proposed development will support the growth of the town as a regional centre, which will increase the town’s potential to reap the economic and social benefits of tourism. 

 

(c)  Community Well-Being & Lifestyle

(i)   Convenient access to roads and services is achieved through well located land uses and the efficient use and timely provision of infrastructure such as water, sewerage and roads walkways and cycling facilities.

 

The proposed development is located in an established urban area and has convenient access to roads, services and appropriate infrastructure. 

 

(ii)  Infrastructure networks such as road and rail, water cycle and electricity infrastructure are protected from encroachment by sensitive land uses which may adversely affect or limit the normal operation of that infrastructure.

 

The proposed development gains access from Hawthorne Street, which is a State-controlled road.  A landscaped buffer and 1.8 metre high masonry fence is proposed at the Bowen Street to ameliorate adverse noise impacts from the road to the proposed development.  Access to the site is via a new 6.0 metre wide crossover from Hawthorne Street.  DTMR are a Concurrence Agency for the proposed development and have imposed conditions to address the impact of the development on road corridors (refer Attachment 3).

 

(iii)  Rural residential and urban residential development occurs in distinct localities that provide a sense of community, amenity, services, and a safe, affordable living environment, whilst maintaining the rural amenity of the Town Area.

 

The proposed development is for a Motel, which is considered to be a commercial use. The proposed development is located in the Commercial Zone and will not encroach on rural or urban residential areas.

 

(iv) The adverse effects from natural and other hazards, including bushfires are minimised.

 

The site is not subject to natural or other hazards and is located within the Town Centre. 

 

(v)  The range of housing types, services and facilities meets the needs of the community and other uses.

 

The proposal is for a Motel consisting of 33 units. The development will contribute to the range of housing options available in Roma by providing accommodation for itinerant workers and tourists.

 

(vi)  Community well being is not compromised by inappropriate development that impacts upon noise levels, traffic volume, lighting levels, local amenity.

 

The proposal is for a Motel in the Roma Town Area.  A total of 34 car parking spaces have been provided on the site to reduce the potential impact of on-street car parking in Hawthorne and Bowen Streets.  Screen fencing is proposed on all boundaries to reduce the potential noise and lighting impacts on the adjoining dwellings and from the state-controlled roads.  The bulk and scale of the proposed development is considered to be consistent with the intended intensity of development in the CBD, with all buildings having a maximum height of 2 storeys and 7.4 metres above ground level.  

 

The proposed fence fronting Bowen Street is a stepped design and a condition is proposed to ensure 3 metre high mature vegetation is established within 18months on the outside of the fence within the recesses of the fence.  This is design to soften the look of the building from Bowen Street.

Overall Outcomes for Urban Area Code

The Urban Area Code identifies overall outcomes providing direction about relevant assessment issues.  The overall outcomes for the Urban Area Code are the purpose of the code.  The overall outcomes sought for the Urban Area are the following:

 

(a)   Roma is a focus for a range of business, industrial, tourist, community and recreational activity in the local government area.

 

The proposed development will support the expansion of business, industrial, tourist, community and recreation activity in the local government area by providing accommodation opportunities for itinerant workers and tourists.

 

(b)   Business and commercial development is located primarily in the CBD to provide central and accessible services to the local government area.

 

The proposal is for a Motel, which is considered a commercial use, and will be located in the Commercial Zone of the Roma CBD.

 

(c)   The residential and heritage character and amenity of the Urban Area is retained.

 

The proposed development is for a Motel of 33 units.  The bulk and scale of the proposed development from Hawthorne and Bowen Streets is considered to be consistent with the intended intensity of development in the CBD, with all buildings limited to 2 storeys and a maximum of 7.4 metres in height. 

 

(d)   Safe and convenient access for pedestrians and cyclists is maintained and enhanced.

 

The proposed development will maintain a high level of amenity along pedestrian pathways at the Hawthorne Street and Bowen Street frontages of the site through landscaping and appropriately located and safe vehicle access.

 

 

(e)   Residential (including Rural Residential) development occurs where there is no adverse impact on Good Quality Agricultural Land.

 

The site is not located in proximity to Good Quality Agricultural Land.

 

(f)    Residential development is buffered from the existing and proposed road and rail corridors to minimise any detrimental impact.

 

The proposed Motel is considered a commercial use.  Nevertheless the proposed development incorporates landscaping and/or acoustic fencing along all boundaries of the site to buffer the development from Hawthorne and Bowen Streets to the west and south respectively.

 

(g)   Residential development accommodates a range of housing types and allotment sizes, and provides a safe and pleasant living environment, with adequate access to community services and is located in the residential preferred areas shown on the Urban Area Maps in the appendices.

 

The proposed development is for a Motel and is considered a commercial use. The development will nevertheless provide additional accommodation options for itinerant works and tourists.  The site is in close proximity to community services and facilities in the Roma Town Centre.

 

(h)   The expansion of residential development occurs in areas where it is most cost effective to supply physical infrastructure, such as water, sewerage, roads and electricity.

 

The site is well serviced by physical infrastructure, such as water, sewerage, roads and electricity.

 

(i)    Efficient and equitable access to social infrastructure, such as schools, neighbourhood shopping, community services, public transport services, and parks are provided in residential areas.

 

The proposal is located in a well established commercial area with efficient and equitable access to social infrastructure.

 

(j)    Industrial development is located in the Industrial Zone of the town (see maps in appendices).

 

The proposal is not for industrial development.

 

(k)   Impacts of industrial uses are required to be within acceptable limits and uses are undertaken in a sustainable manner consistent with the amenity and character of the area concerned.

 

The proposal is not for industrial development.

 

(l)    Small scale business, community and emergency services are provided for the needs of the local community.

 

The proposed development is for a Motel that will provide accommodation options for itinerant workers and tourists visiting Roma. This will also contribute to the growth of small scale businesses.

 

(m) All Areas other than the Commercial Zone are protected from shopping centre and other forms of commercial development.

 

The proposal is for a Motel in a Commercial Zone, and is considered an appropriate use for the area.

 

 


 

The Code’s relevant Performance Criteria are shown below, in order to more easily permit structured and detailed consideration of relevant issues—

 

Urban Area Code

 

Performance Criteria

Assessment responses

A.   A. For all the Town Zone

1. Infrastructure

PC 1 Electricity

Premises are provided with a supply of electricity adequate for the activity.

The proposed development is in a well established urban area and is provided with electricity infrastructure.

PC 2 Water Supply

Premises are provided with an adequate volume and supply of water for the activity.

The proposed development is in a well established urban area and is provided with water supply.

PC 3 Effluent Disposal

To ensure that public health and environmental values are preserved, all premises provide for the treatment and disposal of effluent and other waste water.

The proposed development is in a well established urban area and is provided with sewerage infrastructure.

PC 4 Stormwater/Inter-Allotment Drainage

Stormwater is collected and discharged so as to:

(a) protect the stability of buildings or the use adjacent land;

(b) prevent the waterlogging of nearby land; and

(c) protect and maintain environmental values.

The proposed development will provide an appropriate stormwater drainage system in accordance with the standards in Schedule 6: “Standards for Stormwater Drainage”.   

PC 5 Vehicle Access

Vehicle access is provided to a standard appropriate for the use.

The proposed development will obtain access to Hawthorne Street via a 6 metre wide driveway crossover in accordance with the requirements of Schedule 2 – Standards for Roads, Car parking, Access and Manoeuvring.

PC 6 Density

The density of residential activities does not impact adversely on the residential amenity of the town.

Not Applicable – The proposed development is not for a Dwelling House.

 

PC 7 Parking and Manoeuvring

Vehicle parking and service vehicle provision is adequate for the use whilst ensuring both safe and functional operation for motorists and pedestrians.

The proposed development includes a total of 34 car parking spaces, including 1 bus parking space, in compliance with Schedule 2: Standards for roads, car parking, access and manoeuvring areas in the Roma Town Planning Scheme.

 

Note:

The proposed bus parking location will interfere with carparks, however it is expected that most of these carparks would be vacant if the motel is catering for a coach load of guests.  The intended bus parking location is not ideal as it will not allow for the bus to enter and exit the site in forward gear.  This stems from the condition of DTMR to not allow vehicle access from Bowen St which would have allowed for a drive through design.

PC 8 Roads

All weather road access is provided between the premises and the existing road network.

The proposed driveway will be developed to a standard that provides for all weather road access between the premises and the existing road network.

PC 9 State Controlled Roads

State Controlled Roads are maintained and enhanced as a link between major centres.

Access to the site will be via a new driveway crossover from Hawthorne Street.  The site cannot gain access from any other road, and the proposed new crossover will not cause any risk or hazard to traffic movements along Hawthorne Street. 

 

DTMR have issued conditions as a concurrence agency for this application.  (see attached)

PC 10 Development Adjacent to State Controlled Roads

Development adjacent to State Controlled Roads is located to ensure safe and efficient use of the highway and maintain the integrity of the highway as a commuter link.

The proposed development has frontage to Hawthorne and Bowen Streets, which are both state-controlled roads.  Adverse impacts to the proposed development will be minimised through the provision of landscaped strips and a 1.8 metre high masonry fence along both front boundaries of the site.

PC 11 Noise Sensitive Development

Noise sensitive developments (residential, education and community) must ensure that road traffic noise levels are appropriately managed to achieve acceptable levels of amenity.

The proposed development is for a Motel, which is not classed as a Noise Sensitive Development.

 

The Department of Transport and Main Roads have imposed conditions that ensure that road traffic noise levels are appropriately managed.

PC 12 Development in the Vicinity of Aerodrome

 

Not Applicable - The proposed development is not in the vicinity of the aerodrome.

PC 13 Development in the Vicinity of Aerodrome

 

Not Applicable - The proposed development is not in the vicinity of the aerodrome.

PC 14 Gas and Oil Pipelines

Buildings are located at an appropriate distance from pipelines to ensure community safety and operation of the use is not compromised.

The subject site is within an established urban area and is located at an appropriate distance from pipelines.

PC 15 Refuse Tips and Effluent Treatment Plants

 

The subject site is not within proximity to refuse tips and effluent treatment plants.

PC 16 Rail Corridors

 

The site is not located in close proximity to rail corridors.

PC 17 Noise Attenuation

 

2. Environment

PC 18 Watercourses

Development ensures the maintenance of riparian areas and water quality including protection from off-site transfer of sediment.

Not Applicable – The site is not located in proximity to any watercourses.

PC 19 Protected Areas

Development is undertaken to ensure areas of significant biodiversity and habitat value are protected.

Not Applicable – The proposed development is not in close proximity to any areas of significant biodiversity and habitat value.

PC 20 Flooding

 

The site is not mapped as being affected by a 1 in 100 year flooding event.

 

PC 21 Air Emissions

Air emissions from premises do not cause environmental harm or nuisance to adjoining properties or sensitive land uses.

The proposed development will not cause environmental harm or nuisance from air emissions.

PC 22 Noise Emissions

Noise emissions from premises do not cause environmental harm or nuisance to adjoining properties or sensitive land uses.

The proposed development is for a Motel of 33 units and is expected to generate negligible noise emissions.  A 1.8 metre high screen fence along the side boundaries of the site will further reduce potential noise impacts on adjoining uses.  This will be conditioned as part of the application.

PC 23 Water Quality

The standard of effluent and/or stormwater runoff from premises ensures the quality of surface water is suitable for:

(a) the biological integrity of aquatic ecosystems;

(b) recreational use;

(c) supply as drinking water after minimal treatment;

(d) agricultural use; or

Industrial use; and

(e) Minimises nuisance or harm to adjoining land owners.

Appropriate water quality treatment devices will be included in the stormwater collection and dispersal system.  This will be included as a condition of the application.

PC 24 Excavation and Filling

Excavation and filling of land ensures:

(a) that both the amenity and safety of users of the site and adjacent land holdings; and

(b) soil erosion is kept to a minimum with remedial works.

 

Excavation and filling will be undertaken in accordance with Schedule 8 Standards for Construction Activity. 

PC 25 Construction Activities

Both erosion control and silt collection measures are undertaken so as to ensure protection of environmental values during construction.

Construction will implement erosion control and silt collection measures to ensure protection of environmental values.

PC 26 Bushfire Hazard Area

 

The proposed development is not within an area of High or Medium Bushfire Hazard.

PC 27 Character Buildings

 

Not Applicable – The site is not in proximity to buildings identified as heritage or character buildings.

PC 28 Cultural Heritage

 

Not Applicable – The site is not in proximity to known places of indigenous and/or cultural heritage value.

B.  B. For the Residential Zone –

C.  a) Residential Development – Dwelling House, Dual occupancy and Accommodation Units

PC 29-36

 

Not Applicable – The site is in the Commercial Zone.

i. C. For the Commercial Zone

PC 37 Character

The commercial area is enhanced with uses of a business nature or those which complement the commercial and retail character of the town centre.

The proposed development is for a Motel, which will provide short term accommodation for itinerant workers and tourists within the Roma CBD.  The site adjoins similar commercial/community uses and the proposed Motel is considered to complement the commercial and retail character of the town centre.

PC 38 Streetscape

Buildings and structures within the commercial area compliment the architectural character of the streetscape.

The Motel buildings will be well designed to complement the architectural character of the streetscape.

 

The main frontage of the building faces Hawthorne Street, while noise attenuation conditions, issued by DTMR, mean the rear of one wing of the motel will face Bowen Street.  The proposed landscaping conditions are designed to soften the look of the building from Bowen Street.

PC 39 Amenity

The operation of commercial activities is not unduly affected by the proximity of residential dwellings.

N/A – The site does not adjoin land used for residential purposes.

PC 40 Scale

Development is at a scale which protects the amenity of the area.

The total use area of the proposed development is 1,582 square metres, or 78% of the site area but has a site cover of 42.5%.  This is considered to be acceptable as the site is located in the Roma CBD and is adjoined to the north and east by commercial and community uses.  The site is a corner allotment and has frontage to a well established road network, being Hawthorne Street and Bowen Street.  It is noted that all boundary setbacks are compliant and provision has been made for adequate car parking spaces and landscaping.

 

The site has an area of 2,023 square metres.

 

Both Motel buildings are limited to 2 storeys and 7.4 metres in height.

PC 41 Setbacks and Boundary Clearances

Buildings and Structures are located to ensure the local character and streetscape are protected and enhanced.

The Motel has sufficient side and front boundary setbacks, to ensure that, with landscaping, the character of the streetscape is protected and the amenity of adjoining sites is not adversely affected.

PC 42 Lighting

Lighting is designed in a manner to ensure ongoing amenity and safety in the commercial area whilst ensuring surrounding areas are protected from undue glare or lighting overspill.

Lighting will not exceed 8.0 lux at 1.5 metres from beyond the site boundary.

PC 43 Landscaping

Landscaping is designed and established in a manner which achieves high quality frontage and contributes positively to the streetscape character.  It is located to avoid interference with electricity infrastructure items and provides for maintenance access to any on site public utility infrastructure.

Landscaped areas along both site frontages will be established to enhance the visual amenity of the site and contribute positively to the streetscape character.  The proposed landscaping will not interfere with electricity infrastructure or on site public utility infrastructure.

PC 44 Operating Hours

Development is operated in such a manner that ensures that the local amenity is protected.

N/A – The site does not adjoin sensitive land uses.

PC 45 Delivery of Goods

The loading and unloading of goods occurs at the appropriate times to protect the amenity of the Industrial Area and surrounding areas.

The site does not adjoin sensitive land uses.  No unloading or loading will occur on Sundays or public holidays.

ii.            D. For the Industrial Zone

PC 47-55

Not Applicable – The subject site is located within the Commercial Zone.

iii.           E. For the Open Space and Recreation Zone

PC 56-62

Not Applicable – The subject site is located within the Commercial Zone.

F. For the Rural Residential Zone

PC 63-64

Not Applicable – The subject site is located within the Commercial Zone.

G. For the Special Uses Zone

PC 65-67

Not Applicable – The subject site is located within the Commercial Zone.

G.  H. Specific Land Uses

PC 68-70 - Caretaker’s Residence

Not Applicable – The proposed development is for a Motel.

PC 71-74 - Community Use

Not Applicable – The proposed development is for a Motel.

PC 75-77 - Home Based Business

Not Applicable – The proposed development is for a Motel.

PC78-81 - Host Home Accommodation

Not Applicable – The proposed development is for a Motel.

PC 82 - Service Station

Not Applicable – The proposed development is for a Motel.

PC 83 - Telecommunication Facility 

Not Applicable – The proposed development is for a Motel.

 

Submissions

 

No submissions were lodged to Council during the public notification period.

 

Other assessment issues

Subsequent approval for Building and Operational works will be required. 

The Department of Transport and Main Roads response dated 7 February 2012 includes conditions, which will form part of the approval (refer Attachment 3)

 


Attachment 2

Trunk Infrastructure Report

 

 

 

Development Assessment: Trunk Infrastructure Charges

 

 

Material Change of Use (Moter-33 Units) Situated at 46-48 Quintin Street, Roma, Qld – Lot 5 on R868

 

 

Plan Associates

 

 

 

 

 


Executive Summary

 

1.   The Sustainable Planning Act, 2009 requires local governments to prepare Priority Infrastructure Plans (PIP) and adopt and charge for trunk infrastructure in accordance with the Draft State planning regulatory provision (adopted charges).

 

2.   The development of PIPs for the current planning schemes is well advanced and the Council adopted trunk infrastructure charges resolutions towards the end of 2011.

 

3.   An adopted infrastructure charge of $226,500-00 is payable in respect of the proposed development.

 

The adopted infrastructure has been calculated in accordance with the following formula:

 

AIC = AC –CR

 

Where:

 

AIC is the adopted infrastructure charge that may be levied for development;

 

AC is the adopted charge for the trunk infrastructure networks to service the development stated in Table 2 of the Council’s adopted infrastructure charges resolutions; and

 

CR is the credit for the trunk infrastructure networks servicing the premises.

 

As such, the following apply to the application:

 

1.   An adopted charge of $7,500-00 per dwelling for Accommodation (short term) apply.

 

The proposal is for a motel comprising of 33 units.

 

This equates to:

 33 X $7,500-00

= $247,500-00

 

2.   The site is in the Commercial Zone and currently contains a one storey building previously sued as a Masonic Hall (Place of Assembly) with a GFA of 630.5 square meters (the existing lawful use of the premises). As such, the proponent is entitled to a credit of $36,235-75.

AIC      =          $247,500-00 - $36,235-75

 

            =          $211,246-25


Attachment 2

Trunk Infrastructure Report

 

 

4.   A work sheet detailing the methodology used to calculate the charge is in Appendix 1.

 

5.   An extract from the Councils resolution to adopt Infrastructure Charges for the Roma Planning Scheme under Division 2.5 of Draft state regulatory provision (adopted charges) is in Appendix 2.

6.   A decision notice (compliant with section 648F of the SPA) in respect of the adopted infrastructure charge is in Appendix 3.

 


 

Appendix 1

 

 

Trunk Infrastructure Charges Worksheet

 

 

1.   Situational Analysis

 

Step 1: Determine whether the proposed development is located within the Priority Infrastructure Area (PIA).

 

Refer to Map 1 of the Roma Adopted Infrastructure Charges Resolution (Attached).

 

The subject property is located within the Roma PIA of the Roma Adopted Infrastructure Charges Resolution.

 

Step 2: Determine what infrastructure networks are covered.

 

Refer to the Plans for Trunk Infrastructure attached to the Roma Adopted Infrastructure Charges Resolution (Attached).

 

The Council provides all five infrastructure networks identified in the plans for trunk infrastructure to the proposed development.

 

Step 3: Determine the land use class of the proposed development.

 

Refer to Table 1 of the Roma Adopted Infrastructure Charges Resolution (Attached).

 

Under the Roma planning scheme the proposal is for a motel. This translates into the Accommodation (Short Term) land use class under the State Planning Regulatory Provision.

 

Step 4: Determine whether the proponent may be entitled to a credit.

 

Refer Section 2.0 of the body of the report.

The site currently contains a one storey dwelling (the existing lawful use of the premises).

2.   Calculating the Charge

 

The adopted infrastructure charge levied for each trunk infrastructure networks must be calculated in accordance with the following formula-

 

 

AIC = AC –CR

 

Where:

 

AIC is the adopted infrastructure charge that may be levied for development;

 

AC is the adopted charge for the trunk infrastructure networks to service the development stated in stated in Table 2 of the resolutions; and

 

CR is the credit for the trunk infrastructure networks servicing the premises.

 

As such, the following will apply to the application:

 

Step 5: Determine Demand (the total number of adopted charge units generated by the proposed development).

 

Refer to Table 2 of the resolution.

 

An adopted charge of $7,500-00 per dwelling for Accommodation (short term) apply.

 

The proposal is for a motel comprising of 33 units.

 

This equates to:

 33 X $7,500-00

= $247,500-00

 

Step 6: Determine Demand Credit (any credits for existing lawful uses in accordance with Section 4 of the Adopted Charges Resolution of the Roma PIA).

 

The existing lawful use of the premises is a Masonic Hall located in the Commercial Zone. The best fit for this land use under Table 2 of the Roma Adopted Infrastructure Charges Resolution is “Place of Assembly” which attracts a contribution of $50-00 per m2 of GFA plus $7.50-00 per impervious m2. The GFA of the building is estimated 630.5 m2 and it is assumed the building constitutes the primary impervious surface.

 

Given the above the adopted charge for the existing lawful land use is calculated as follows:

 

CR       =         $50-00 x 630.5 + $7.50-00 x 630.5

 =         $31,525-00 + $4,728-75

=          $36,253-75

As such, the proponent is entitled to a credit of $36,235-75

 

Step 7: Calculate the Adopted Infrastructure Charge.

 

 

AIC      =          $247,500-00 - $36,235-75

 

            =          $211,246-25



Attachment 2

Trunk Infrastructure Report

 

Appendix 2

 

Extract from resolution to adopt Infrastructure Charges for the Roma Planning Scheme under Division 2.5 of Draft state regulatory provision (adopted charges)

 

1. This resolution is attached to the Maranoa Regional Council’s Roma planning scheme.

To remove any doubt, it is declared that the details of the resolution are not part of the local government’s planning scheme.

2.  This resolution has effect on and from the day the making of the resolution was first notified in a newspaper circulating generally in the local government area on 11 November 2011.

3. This resolution adopts a charge for particular development that is less than the maximum adopted charge.

To enable the adopted infrastructure charges schedule identified in Table 1 of the Draft State planning regulatory provision (Draft SPRP) to be applied to existing development use types, Table 1 of this resolution identifies the relationship between existing planning scheme use types and the classes of development to which the adopted infrastructure charges schedule apply.

 



Attachment 2

Trunk Infrastructure Report

 

 

Table 1 – Comparison of planning scheme use categories and Draft SPRP development categories

Current planning scheme use categories

Draft SPRP development categories

 

Adopted infrastructure charge category

Queensland Planning Provision use

 

Caretakers Residence, Dwelling House, Dwelling Unit, Home Based Business, Dual Occupancy, Host Home Accommodation

3 or more bedroom dwelling

1 or 2 bedroom dwelling

 

Temporary Accommodation,

Hotel, Motel

Accommodation (short term)

Hotel, short term accommodation, tourist park

Accommodation Units, Rooming Unit

Accommodation (long term)

Community residence, hostel, relocatable home park, retirement facility,

Place of worship

Places of assembly

Club, community use, function facility, funeral parlour, place of worship

Showroom

Commercial (bulk goods)

Agricultural supplies store, bulk landscape supplies, garden centre, hardware and trade supplies, outdoor sales, showroom

Commercial Premises, Commercial Activities, Service Station, Catering Shop, Shop, Shopping Centre, Retail showroom

Commercial (retail)

Adult store, food and drink outlet, service industry, service station, shop, shopping centre

Professional Office

Commercial (office)

Office, sales office

Child Care Centre, Child Orientated Uses, Community Use, Community Orientated Uses, Educational Establishment

Education facility

Child care centre, community care centre, educational establishment

N/A

Entertainment

Hotel (non-residential component), nightclub, theatre

Indoor Recreation

Indoor sport and recreational facility

Indoor sport and recreation

Storage Facility, Warehouse Industry, Industrial Activities, Low Impact Industry, Medium Impact Industry

Industry

Low impact industry, medium impact industry, research and technology industry, rural industry, warehouse, waterfront and marine industry

High Impact Industry

High impact industry

High impact industry, noxious and hazardous industries

 

Planning scheme uses

 

 

Draft SPRP development categories

 

Adopted infrastructure charges category

Queensland Planning Provision use

 

Agriculture, Forestry

Low impact rural

Animal husbandry cropping permanent plantations wind farm

Cattle Feed Lot, Cattery or Kennel, Piggery

High impact rural

Aquaculture, intensive animal industries, intensive horticulture, wholesale nursery, winery

Health Care Premises

Essential services

Correctional facility, emergency services, health care services, hospital, residential care facility, veterinary services

Transport Terminal, Tourist Facility, Park, Extractive Industry, Off-street carpark

Specialised uses

Air services, animal keeping, car park, crematorium, major sport recreation and entertainment facility, motor sport, outdoor sport and recreation, port services, tourist attraction, utility installation, extractive industry

Telecommunications Facility

Minor uses

Advertising device, cemetery, home based business, landing, market, non-residential workforce accommodation, roadside stalls, telecommunications facility, temporary use, park, outdoor lighting

 

 


Table 2 identifies the local government’s adopted infrastructure charges for particular development and the area in which it applies. 

The area in which the adopted infrastructure charge applies is identified in Map 1: Roma PIA.

Table 2 – Adopted infrastructure charges

Development for which an adopted infrastructure charge may apply

Maximum adopted charges

Adopted infrastructure charges

Part of Local Government Area (LGA) applicable

Maximum adopted charge

Maximum adopted charges for stormwater network

Adopted infrastructure charge

Adopted infrastructure charges for stormwater network

3 or more bedroom dwelling

$28 000 per dwelling unit

N/A

$21,000

per dwelling unit

N/A

Map1: Roma PIA

1 or 2 bedroom dwelling

$20 000 per dwelling unit

N/A

$15,000

per dwelling unit

N/A

Map1: Roma PIA

Accommodation (short term)

$10 000 per dwelling unit (1 or 2 bedroom dwelling)

or

$14 000  per dwelling unit (3 or more bedroom dwelling)

N/A

$7,500

per dwelling unit (1 or 2 bedroom dwelling)

or

$10,500

per dwelling unit (3 or more bedroom dwelling)

N/A

Map1: Roma PIA

Accommodation (long term)

$20 000 per dwelling unit (1 or 2 bedroom dwelling)

or

$28 000  per dwelling unit (3 or more bedroom dwelling)

N/A

$15,000

per dwelling unit (1 or 2 bedroom dwelling)

or

$21,000

 per dwelling unit (3 or more bedroom dwelling)

N/A

Map1: Roma PIA

Places of assembly

$70 per m2 of Gross Floor Area (GFA)

$10 per impervious m2

$50

per m2 of GFA

$7-50 per impervious m2

Map1: Roma PIA

Commercial (bulk goods)

$140 per m2 of GFA

$10 per impervious m2

$100

per m2 of GFA

$7-50per impervious m2

Map1: Roma PIA

 

Development for which an adopted infrastructure charge may apply

Maximum adopted charges

Adopted infrastructure charges

Part of Local Government Area applicable

Maximum adopted charges

Maximum adopted charges for stormwater network

Local government  adopted infrastructure charges

Local government  adopted infrastructure charges for stormwater network

Commercial (retail)

$180 per m2 of GFA

$10 per impervious m2

$135

per m2 of GFA

$7-50per impervious m2

Map1: Roma PIA

Commercial (office)

$140 per m2 of GFA

$10 per impervious m2

$100

per m2 of GFA

$7-50 per impervious m2

Map1: Roma PIA

Education facility

$140 per m2 of GFA

$10 per impervious m2

$100

per m2 of GFA

$7-50 per impervious m2

Map1: Roma PIA

Entertainment

$200 per m2 of GFA

$10 per impervious m2

$150

per m2 of GFA

$7-50 per impervious m2

Map1: Roma PIA

Indoor sport and recreational facility

$200 per m2 of GFA, court areas at $20 per m2 of GFA

$10 per impervious m2

$150 per m2 of GFA,  court areas at $15

per m2 of GFA

$7-50per impervious m2

Map1: Roma PIA

Industry

$50 per m2 of GFA

$10 per impervious m2

$35 per m2 of GFA 

$7-50 per impervious m2

Map1: Roma PIA

High impact industry

$70 per m2 of GFA

$10 per impervious m2

$50per m2 of GFA

$7-50 per impervious m2

Map1: Roma PIA

Low impact rural

Nil charge

 

 

 

 

High impact rural

$20 per m2 of GFA

for the high impact rural facility (e.g. washing, packaging, processing, refrigeration)

N/A

$15 per m2 of GFA

for the high impact rural facility (e.g. washing, packaging, processing, refrigeration)

N/A

Map1: Roma PIA

Essential services

$140 per m2 of GFA

$10 per impervious m2

$100 per m2 of GFA

$7-50 per impervious m2

Map1: Roma PIA

Specialised uses

Use and demand determined at time of assessment

 

 

 

 

Minor uses

Nil charge

 

 

 

 

 

4. This resolution states how a charge for particular development is to be discounted to take into account the existing usage of trunk infrastructure by the premises on, or in relation to which the development is carried out.

The adopted infrastructure charge is to be calculated as follows:

AIC = AC –CR 

Where:

·     AIC is the adopted infrastructure charge that may be levied for development;

·     AC is the adopted charge for the trunk infrastructure networks to service the development stated in stated in Table 2 of the resolutions; and

·     CR is the credit for the trunk infrastructure networks servicing the premises.

 

(i) The credit is the greater of:

·     the monetary equivalent of the existing lawful use of the premises, calculated using the adopted infrastructure charges in Table 2; and

·     the monetary contributions for trunk infrastructure that have been previously made, escalated to present value by applying the movements of the Consumer Price Index (all Groups) for Brisbane between the date that the payment was made and 1 July 2011.

 

(ii)  Applications for development which are not serviced or planned to be serviced by the water supply or sewerage networks for trunk infrastructure will be credited as follows:

 

·     Water supply network:                        30% of total charge

·     Sewerage network:                             20% of total charge

 

(iii) The maximum amount of any credit allocated under this resolution is not to exceed the adopted infrastructure charges for the proposed development.

5.   Until the local government’s priority infrastructure plan is adopted, the resolution —

(i) Identifies trunk infrastructure for the area of the Roma Planning Scheme in Maps 2-6

(ii) Identifies the following trunk infrastructure network or trunk infrastructure networks to which the adopted infrastructure charge applies –– water supply, sewerage, stormwater, transport and parks and community facilities.  

(iii) States the standards of service for each network mentioned in subparagraph (ii) and attached to the resolution.  

6. Resolution Attachments

·     Map 1: Roma PIA

·     Map 2: Plan for Trunk Infrastructure Transport Network   – Roma

·     Map 3: Plan for Trunk Infrastructure Water Network   – Roma

·     Map 4: Plan for Trunk Infrastructure Sewerage Network   – Roma

·     Map 5: Plan for Trunk Infrastructure Stormwater Network   – Roma

·     Map 6: Plan for Trunk Infrastructure Parks and Community Land   – Roma

·     Desired Standards of Service

 


Attachment 2

Trunk Infrastructure Report

 



Attachment 2

Trunk Infrastructure Report

 

Appendix 3

 

 

Adopted Infrastructure Charges Decision Notice

 

 

1.   Amount of the Charge

 

An adopted infrastructure charge of $226,500-00 is payable in respect of the proposed development.

 

The adopted infrastructure has been calculated in accordance with the following formula:

 

AIC = AC –CR

 

Where:

 

AIC is the adopted infrastructure charge that may be levied for development;

 

AC is the adopted charge for the trunk infrastructure networks to service the development stated in Table 2 of the Council’s adopted infrastructure charges resolutions; and

 

CR is the credit for the trunk infrastructure networks servicing the premises.

 

As such, the following will apply to the application:

 

An adopted charge of $7,500-00 per dwelling for Accommodation (short term) apply.

 

The proposal is for a motel comprising of 33 units.

 

This equates to:

 33 X $7,500-00

= $247,500-00

The site currently contains a one storey building previously used as a Masonic Hall, deemed to be a Place of Assembly (the existing lawful use of the premises). As such, the proponent is entitled to a credit of $36,235-75.

AIC      =          $247,500-00 - $36,235-75

 

=          $211,246-25

 

2.   Land to which the charge applies

 

This charge is levied in respect of an IDAS Development Application for the Material Change of Use of a Lot located at 46-48 Hawthorne Street, Roma QLD 4455 and described as Lot 5 on R868.

 

3.   Person to which the charge must be paid

 

The adopted infrastructure charge of $211,246-25 is payable to the Maranoa Regional Council.

 

 

4.   When the charge is payable

 

The stated charge is to be paid before commencement of construction.

 

 


Attachment 3

DTMR Response

 




Attachment 3

DTMR Response

 











Attachment 3

DTMR Response

 

  


Maranoa Regional Council

    

General Meeting -  14 March 2012

Status Report

Meeting: General  14 March 2012

Date: 13 February 2012

Item Number: 18.1

File Number: D12/3943

 

SUBJECT HEADING:                     Financial Sustainability Report for December 2011

Classification:                                  Open Access 

Report compiled by:                       Karen Searle, Financial Services & Rates Coordinator

 

Month & Year of Report:                December 2011

Name of Department:                     Corporate Services

 

Executive Summary: 

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

 

 

Officer’s Recommendation:

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

 

 

Summary of Financial Position

Overall Council has experienced a net loss of $18,855,360 (including estimated depreciation of $5,665,487)  for the period ending 31 December  2011. 

Income                                                          Expenses

Total Revenue $43,702,073            Total expenses of $62,557,433 (which includes  depreciation expense estimated to be $5,665,487)

Operating Revenue $42,600,664  

Capital Revenue      $1,101,409

Borrowings per Assessment

Value of borrowings per assessable property in the Council area is $1,546.

 

YTD vs Full Year Capital Expenditure 

Capital works program $13,481,801 of $20,992,873.

 

Cash at Bank

Balance of Cash at Bank as at 31 December 2011 is $34,832,581.

 

 

 

SUSTAINABILITY RATIOS

In accordance with the Local Government (Finance, Plans and Reporting) Regulation 2010, performance against the Department of Infrastructure and Planning sustainability financial ratios has been provided.

 

These ratios are designed to provide an indication of the performance of Council

against key financial sustainability criteria which must be met to ensure the prudent

management of financial risks.  This information must also be reported in Council’s Annual Report.

DI

Department Infrastructure and Planning Sustainability Ratios

Ratio

 

Description

Formula

YTD

Actual

Result

Benchmark

 

Within

Limits?

 

Financial Capital Indicators

Working capital ratio

 

Measures the extent to which

Council has liquid assets

available to meet short term

financial obligations Current Liabilities

Current Assets

 

Current Liabilities

8.65%

 

>1

Yes

Operating Surplus

ratio

 

This is an indicator of the extent

to which revenues raised cover

operational expenses only or are available for capital funding

purposes

Net Operating Surplus

 

Total Operating

Revenue

 

-.45%

0-110%

No

Net Financial

Liabilities ratio

 

This is an indicator of the extent to which the net financial

liabilities of Council can be

serviced by its operating

revenues.

A ratio < 60% indicates Council

has the capacity to increase its

loan borrowings.

Total Liabilities less

Current Assets

 

Total Operating

Revenue

 

-1.93%

<=60%

Yes

Interest coverage ratio

 

This ratio indicates the extent to which Council's operating

revenues are committed to

interest expenses

 

Net interest expense on debt service

 

Total Operating

Revenue

 

0.01%

0-10%

Yes

 

 

Comment on Ratios

All ratios, excluding Operating Surplus ratio are within the acceptable range.  The operating surplus ratio result is well below the benchmark due to large expenditure for Contracts in particularly Flood Damage Works.


Comment on Financial Reports

 

Income Statement

Council’s operating position at the end of December is an operating loss of $18,855,360  (including estimated depreciation expense of $5,665,487) compared to a yearly amended budgeted operating surplus of $392,250.  

 

Loan Borrowings

The QTC Loan balance at the end of the period is $11,377,883, based on the latest number of assessments issued - 7383, the borrowing per assessment is $1,546.

 


Rates Information

 

ARREARS - RATES DEBTORS

CATEGORY DEFINITION

This category examines the level of rates arrears owing to Council.  

KEY RESULT 1

Total Rates Outstanding as Percentage of Issues

 

KEY RESULT 2

Rates Outstanding - Timeframes

RATES BALANCES AS AT 30 JUNE 2011

RATES BALANCES AS AT 31 Dec 11

 

1st Levy

249,196.15

1,296,232.14 

 

2nd Levy

797,078.15

 

 

Supp. Levies

 

97,113.46

 

Arrears

436,636.68

945,525.84

 

Interest

75,764.39

125,766.57

 

Unalloc Rec

-144,697.55

 

 

Total

1,413,977.82

2,464,638.01

INFLUENCING FACTORS

 

 

 

COMMENTS

Total rates outstanding as at 31 December  2011 is $2,464,638.01.  The rate levy for the period 1 July 2011 to 31 December 2011 was issued on 26 October 2011.

 

 

 

RATES - Transactions Processed

CATEGORY DEFINITION

This category examines the rates queries processed by Rates staff. 

KEY RESULT 1

Transactions Processed

 

Change of

Address

Rate

Searches

Change of

Ownership

Supplementary

Levies

TOTAL 2010/11

254

387

507

83

July

0

23

37

29

August

0

40

55

48

September

48

49

21

0

October

24

28

68

0

November

4

52

72

0

December

28

35

50

0

January

 

 

 

 

February

 

 

 

 

March

 

 

 

 

April

 

 

 

 

May

 

 

 

 

June

 

 

 

 

Total

104

191

303

77

INFLUENCING FACTORS

The issue of rates notices influences the change of address.  There were no supplementary levied issued for period September to December due to testing of rates data and issue of rates.

COMMENTS

The average monthly change of address is 21, December  is above average with 28

The average monthly rate searches is 32, with December  being above  average with 35.

The average monthly change of ownership is 42, with December being above average with 50 .

The average monthly supplementary levies is 7, with December  being below average with 0.

 

 

 

RATES – Queries Process

CATEGORY DEFINITION

This category examines the number and type of queries received about rates and charges levied by Council 

KEY RESULT 1

Rating Queries

 

Jul

Aug

Sep

Oct.

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Water

 

 

 

 

 61

 

 

 

 

 

 

Sewerage

 

 

 

 

 9

 2

 

 

 

 

 

 

Garbage

 

 

 

 

 5

 

 

 

 

 

 

 

General Rate Charges

 

 

 

 

 

 

 

 

 

 

 

 

Wild Dog Charges

 

 

 

 

 

 

 

 

 

 

 

 

Addressing

 

 

 

 

 6

 

 

 

 

 

 

 

Pensioner

 

 

 

 

 3

 

 

 

 

 

 

 

Excess Water

 

 

 

 

 

 

 

 

 

 

 

 

Fire Levy

 

 

 

 

 3

 

 

 

 

 

 

 

Owner Details

 

 

 

 

 2

 

 

 

 

 

 

Trade Waste

 

 

 

 

 

 

 

 

 

 

 

 

Categories

 

 

 

 

 

 

 

 

 

 

 

 

Missed Discount

 

 

 

 

 4

 

 

 

 

 

 

 

Payment/Refund

 

 

 

 

 

 

 

 

 

 

 

Water Meter Investigations

 

 

 

 

 

 

 

 

 

 

 

 

Printers

 

 

 

 

 

 

 

 

 

 

 

 

Area

 

 

 

 

 

 

 

 

 

 

 

 

Other

5

10

25 

 30

 

 1

 

 

 

 

 

 

Total

5

 10

 25

 30

 92

 

 

 

 

 

 

INFLUENCING FACTORS

 Due to rates being issued on 25 October, 2011 there will be a large increase in the number of complaints within the rate area.

COMMENTS

Water

Ratepayers with high consumption – these have been investigated and rectified where necessary

 

 


DEBTORS

 

The current  90 day balances stands at $3,150,761.24 for 31 December  2011.  Whilst this balance is high, credit adjustments on 2 major accounts are required – this will reduce the balance by approximately $1.5 million.

90-Day Debtors Accounts

 

 

 

As at 31 Dec  11

 

 

 

 

 

Under $500.00

$500.00-$5,000.00

$5,000.00 - $50,000.00

Over $50,000.00

 

 

 

 

 

Saleyards

 

 

9,250.00

117,931.34

Quarry

359.44

16,859.66

120,426.82

955,312.82

General

9,413.27

66,437.19

249,899.48

1,558,923.12

Childcare

483.20

2,176.20

 

 

Bassett Park

1,222.30

2,897.61

 

 

Library

1,283.80

 

 

 

Licences

1,540.00

 

 

 

HACC/CACPS

1,162.14

 

 

 

MRV

 

3,754.63

 

 

Rent

3,465.45

27,962.77

 

 

Total

18,929.60

120,088.06

379,576.30

2,632,167.28

 

 

 

Supporting Documentation:

1View

Income Statement December 2011 - PDF for Meeting

D12/2682

2View

Balance Sheet December 2011

D12/2681

3View

Income Expense Statement - as at 31 December 2011 - PDF for Meeting

D12/2705

4View

Expenditure and Revenue Graphs - 31 December 2011 - PDF for Meeting

D12/2732

 

Report authorised by:

Belinda Hayward, Financial Accountant

Matthew McGoldrick, Director of Corporate Services

  


Attachment 1

Income Statement December 2011 - PDF for Meeting

 


Attachment 2

Balance Sheet December 2011

 


Attachment 3

Income Expense Statement - as at 31 December 2011 - PDF for Meeting

 








Attachment 4

Expenditure and Revenue Graphs - 31 December 2011 - PDF for Meeting