Description: Maranoa Logo Process

 

BUSINESS PAPER

 

General Meeting

 

Wednesday 22 February 2012

 

Surat Administration Centre

 

NOTICE OF MEETING

 

Date: 16 February 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 Surat Administration Centre on February 22, 2012 at 9.00am.

Paul Bawden

Chief Executive Officer

 

 


Maranoa Regional Council

    

General Meeting -  22 February 2012

TABLE OF CONTENTS

Item       Subject

No

1            Welcome

 

2            Present/Apologies

 

3            Confirmation of Minutes

              General  15 February 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

 

11          Community Services

 

12          Corporate Services

12.1      Purchasing Policy

Prepared by:      Gemma Lines, Stores and Purchasing Coordinator

Attachment 1:     MRC Purchasing Policy 2011 #2

Attachment 2:     1 - Process Checklist Tendering

Attachment 3:     Part 1 - Conditions of Tender for Goods, Services, Goods and Services

Attachment 4:     Part 2 - Specification for Goods,Services,Goods and Services by Tender

Attachment 5:     Part 3 - Tender Response for Goods,Services,Goods and Services

Attachment 6:     Part 4c - General Conditions of Contract for the Supply of Goods and Services

12.2      Request for write off of Quarry Inventory

Prepared by:      Gemma Lines, Stores and Purchasing Coordinator

Attachment :       Inventory - Quarry 2011 Write Off & Issued Stock

12.3      Application for Conversion of Special Lease 36/44733

Prepared by:      Tanya Mansfield, Manager Risk and Facilities

Attachment :       Map - Lot 297 on WV1772

 

13          Infrastructure

13.1      Roma Refuse Tip - Weighbridge Tender and Grant Application

Prepared by:      Benjamin Godford, Project Officer - Airport/Roads

Attachment :       Roma Refuse Tip - Weighbridge Tender Assessment

13.2      Sewer Relining - Tender Assessment

Prepared by:      Benjamin Godford, Project Officer - Airport/Roads

 

14          Commercial Business

 

15          Planning & Environment

 

Status Reports

 

16          Executive Services

 

17          Community Service

 

18          Corporate Services

 

19          Infrastructure

 

20          Commercial Business

 

21          Planning & Environment

 

Next General Meeting

 

 

Confidential Items

 

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

 

22          Confidential Items

22.1      Wavier of Vacant Water and Sewerage Charge

              Classification:      Closed Access

Local Government (Operations) Regulation 2010 Section 72(d) rating concessions.

22.2      Refund of water Usage Charge

              Classification:      Closed Access

Local Government (Operations) Regulation 2010 Section 72(d) rating concessions.


 

22.3      Request for Rates Discount and Interest

              Classification:      Closed Access

Local Government (Operations) Regulation 2010 Section 72(d) rating concessions.

22.4      Wavier of Interest

              Classification:      Closed Access

Local Government (Operations) Regulation 2010 Section 72(d) rating concessions.

 

Councillor Business

 

23          Councillor Business

 

 

Closure

 


Minutes of the General Meeting of maranoa Regional Council held at Mitchell Administration Centre on 15 February 2012 commencing at 9.24AM.

 

ATTENDANCE

 

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

 

GUESTS

 

There were no guests in attendance at the meeting.

 

 

WELCOME

 

The Mayor welcomed all present and declared the meeting open at 9.24AM.

 

The Mayor commented on the extent of the flood impacted areas in Roma, Mitchell, Surat and surrounding rural localities.  He further extended his thanks to all parties involved in the emergency response, advising focus would now turn to the response and future flood mitigation arrangements.

The Chief Executive Officer advised Council that 20 staff from Queensland Council’s were now on site to assist with operational matters and the contribution by Santos of an interim accommodation village in Roma.

 

APOLOGIES   

 

There were no apologies for the meeting.

 

Confirmation of Minutes

 

Resolution No. GM.015.12

Moved Cr Newman                                                       Seconded Cr Hartley  

 

That the minutes of the General Meeting (0-18.01.12) held on 18 January 2012 be confirmed.

 

CARRIED                                                                                                                      9/0

 

 

Business Arising FROM MiNUTES

 

There was no business arising from the minutes.

 

On the Table

 

There were no items for discussion on the table.

 

Presentations/Petitions and Deputations

 

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

 

 

 

 

 

 

 

 

Consideration of notices of business

 

 

Item Number:                                   7.1

File Number: D12/2874

Subject Heading:                          Mitchell Town Pool Access Steps

Author and Councillor’s Title:           Cr. Jason Bartels

 

Executive Summary: 

The Mitchell Town Pool was designed and constructed, but in this process one major requirement of walk in access was omitted.

 

Resolution No. GM.016.12

Moved Cr Bartels                                                          Seconded Cr Watson  

That Council investigate and cost the alterations necessary to improve access to the Mitchell Town Swimming Pool.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Councillor

 

 

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

 

Community Services

 

Item Number:                                   11.1

File Number: D12/1445

Subject Heading:                          Roma 150 Years Celebrations

Location:                                          Roma

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

Executive Summary: 

Monday 3 September 2012 marks Roma’s 150th year anniversary. Roma Tourism Association is coordinating a week of celebratory events commencing on 26 August 2012 and concluding on 3 September 2012 in recognition of this major milestone in the history of Roma.  Members of the Community Development Department have been liaising with representatives from Roma Tourism Association to identify the scope of the celebratory events and community and Council partnering opportunities and support.

 

Resolution No. GM.017.12

Moved Cr Watson                                                         Seconded Cr Denton  

That Council:-

 

1.         Host a Sports Dinner on 31 August 2012 with a Council financial contribution to the value of $5,000;

2.         Host a Commemorative Morning Tea on 3 September 2012 with a Council financial contribution to the value of $2,500;

3.         Provide in-kind assistance to Roma Tourism Association to host the Birthday Bash – Community Family Celebration on 1 September 2012 to the value of $12,000;

4.         Provide in-kind assistance through the provision of non-cost marketing and promotional activities that promote special celebratory events and activities undertaken by community groups and organisations as part of Roma’s sesquicentennial anniversary;

5.         Consider an application from Roma Tourism Association for funding under Council’s 2011/12 Grants Program for marketing materials and promotional activities.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Community Development

 

 

Item Number:                                   11.2

File Number: D12/2227

Subject Heading:                          2011 Santos Food & Fire Fest Post Event Report

Author and Officer’s Title:                Rebecca Girle, Regional Arts & Culture Coordinator

 

Executive Summary: 

A post event report on the 2011 Santos Food & Fire Fest, held on Saturday 10 September 2011 at the Big Rig Parklands, Roma.

 

Discussion:

The Director Community Services advised Council that further investigations would be undertaken and presented to Council for consideration with respect to alternative sites  for hosting of the festival given that the current site poses potential limitations for future growth of the festival.

 

Resolution No. GM.018.12

Moved Cr Wason                                                          Seconded Cr Price  

That Council receives and notes the Post event report on 2011 Santos Food & Fire Fest.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Regional Arts & Culture Coordinator

 

 

Item Number:                                   11.3

File Number: D12/2303

Subject Heading:                          Flexible Funding Program

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

 

Executive Summary: 

Maranoa Regional Council has been allocated $150,000.00 in funding under the Flexible Funding Program, to be released in two instalments of $75,000.00.  The first instalment of $75,000.00 has been received by Council.  The projects resolved by Council at the 29 June 2011 General Meeting have subsequently been deemed ineligible under funding program guidelines by officers of the Department of Local Government and Planning.  An alternative project has been identified, the Live Maranoa Project, which officers of the Department of Local Government and Planning have advised will meet program funding guidelines.

 

Discussion:

Cr. Price put forward a suggested project for investigation in line with funding requirements.

 

Resolution No. GM.019.12

Moved Cr Newman                                                       Seconded Cr Price  

That due to ineligibility of the initial projects nominated by Council under the program that Council:

1.   Allocate funding of $71,500.00 from the Flexible Funding Program to partially fund the delivery of the Live Maranoa Project;

2.  Approve to meet the purchase cost of $15,000.00 for the Whispir System;

3.  Approve to meet the ongoing software licensing fees of $500.00 per month.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Community Development

 

 

Corporate Services

 

Item Number:                                   12.1

File Number: D12/1313

Subject Heading:                          Licence Extension and Amendment -           Wallumbilla

Location:                                          Part of Lot 51 on SP113919 - Warrego Highway, Wallumbilla

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

 

Executive Summary: 

Council has a licence with Queensland Rail Ltd to use part of Lot 51 on SP113919 for the purpose of operating a museum (calico cottage).  This is a ten year licence expiring on 31 March 2019.  The Wallumbilla Heritage Association has contacted Council seeking approval to relocate the disused Blythdale Tennis Club Building to the site, however the current licence area will not accommodate this building.  It is recommended that Council apply to Queensland Rail to extend the licence area.

 

Resolution No. GM.020.12

Moved Cr Price                                                             Seconded Cr Wason  

That Council seek approval from Queensland Rail to extend the licence area based on a token payment over part of Lot 51 on SP113919, Warrego Highway, Wallumbilla to accommodate the Blythdale Tennis Clubhouse building.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

Item Number:                                   12.2

File Number: D12/1324

Subject Heading:                          Placement of Blythdale Tennis Club Building   at Calico Cottage

Location:                                          Part of Lot 51 on SP113919 - Warrego Highway Wallumbilla

Applicant:                                         Wallumbilla Heritage Association Inc

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

 

Executive Summary: 

The Wallumbilla Heritage Association Inc has requested permission to relocate the disused Blythdale Tennis Club building to an area adjacent to Calico Cottage on the Warrego Highway in Wallumbilla.  The proposed site is on Queensland Rail land adjacent to an area licenced to Council for the purpose of a museum.  It is recommended that Council provide its in-principle support to the proposal subject to conditions including an extension of the licence area by Queensland Rail.

 

Resolution No. GM.021.12

Moved Cr Chambers                                                     Seconded Cr Bartels  

That Council approves in-principle support to the Wallumbilla Heritage Association’s proposal to relocate the Blythdale Tennis Club building to the Calico Cottage precinct in Wallumbilla;  subject to approval of an extension of the licence area by Queensland Rail, all building and planning applications being approved by Council and all costs associated with the relocation, refurbishment and on-going maintenance of the building being met by the Wallumbilla Heritage Association.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

 

Item Number:                                   12.3

File Number: D12/1095

Subject Heading:                          Hall Hire - Health and Wellbeing Classes

Location:                                          Community Halls - Mitchell, Injune, Surat and smaller          communities in the Council region

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

 

Executive Summary: 

Support is requested for small health and well-being businesses who are seeking to hire Council owned halls to hold fitness classes including aerobics, zumba, yoga and pilates in towns in the region without established indoor fitness centres.

 

Resolution No. GM.022.12

Moved Cr Denton                                                          Seconded Cr Hartley  

That Council amend the Register of Fees and Charges by amending the Hall Hire Fees of all Council controlled halls such that Council offer start-up assistance for an initial  period of 12 months and an annual review there after, being a 60% discount on hall hire fees, for small, health and well-being businesses hiring Council controlled halls in towns without an indoor sporting or fitness centre.  The definition of a small business being, a business with one instructor who holds appropriate insurance coverage and qualifications for the activity.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

 

 

 

Item Number:                                   12.4

File Number: D12/1104

Subject Heading:                          Application for Permit to Occupy

Location:                                          Lots 25 and 26 on E5368 - Off Surat to St. George Highway

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

 

Executive Summary: 

The Department of Environment and Resource Management seeks Council’s views on an Application for a Permit to Occupy over Lots 25 and 26 and E5368.  The proposed use of the land is grazing.

 

Resolution No. GM.023.12

Moved Cr Newman                                                       Seconded Cr Chambers  

That Council advise the Department of Environment and Resource Management that it has no record of  non-indigenous cultural heritage being present on the site and furthermore that it offers no objection to a Permit to Occupy being issued for Lots 25 and 26 on E5368 subject to the following conditions:-

 

1.   The leased area is to have a stock proof fence to eliminate domestic grazing stock from entering nearby road reserve/s.

2.   The leased area is to be used for grazing purposes only, and in such a manner so as the land is not degraded as far as reasonably practical from this specified use.

3.   Animals grazing the land are not to be sold and/or used for human consumption.

4.   The lessee has a duty of care, to take all reasonable and practicable measures to sustainably manage the permit area.

5.   Any weeds identified in the Land (Pest and Stock Route) Management Act are to be controlled in such a manner that will not allow the spread of seed onto adjoining land or land further down any water course and or creek.

6.   Should any weeds  identified in the Land (Pest and Stock Route) Management Act be identified within the confines of the special lease land, the lessee is to notify the Department of Environment and Resource Management and the Local Government of the weed as soon as practicably possible.

7.   The landholder is to be responsible for any litigation that may result from the “Trustee Lease or Trustee Permit” use.”

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

Item Number:                                   12.5

File Number: D12/1334

Subject Heading:                          Use of Injune Hall Office Space

Location:                                          Injune Hall Office Space

Applicant:                                         Cultural Heritage Injune Preservation Society

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

 

Executive Summary: 

Cultural Heritage Injune Preservation Society (CHIPS) has written to Council seeking use of the office space at the Injune Hall for the purpose of collecting, collating and storing historical images and other items for a future museum.

 

Resolution No. GM.024.12

Moved Cr Denton                                                          Seconded Cr Chambers  

Council grant use of the office space at the front of the Injune Hall to the Cultural Heritage Injune Preservation Society on a non-exclusive basis for a 12 month period and that a formal tenancy agreement be drafted with the organisation.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

Infrastructure

 

Item Number:                                   13.1

File Number: D11/35954

Subject Heading:                          Naming of Road

Location:                                          Daisy Bank Road, Roma

Applicant:                                         Tim McNamara

Author and Officer’s Title:                Jodie Young, Administration Officer

 

Executive Summary: 

A name is required for an unnamed road located off Daisy Bank Road, Roma, so a rural addressing number can be provided.

 

Resolution No. GM.025.12

Moved Cr Wason                                                          Seconded Cr Watson  

  1. That Council name the road which is outlined in the attached map, “Jamieson Road;”

 

2.   That a policy be developed in terms of the process of naming roads within the region.

 

CARRIED                                                                                                                      9/0

 

Delegated Officer

Administration Officer

 

 

Planning & Environment

 

Cr. Bartels declared a percieved conflict of interest in the following item due to him owning an accommodation facility in Roma and left the Chambers at 10.26am taking no further part in discussions or debate.

 

Item Number:                                   15.1

File Number: D12/1843

Subject Heading:                          Application for Material Change of Use -           "Motel" (33 Units) File No.: 2011/17868

Location:                                          69-71 Quintin Street, Roma Qld 4455 (Lot 4 RP4442 & Lot 65           on R8637)

Applicant:                                         Marcus & Carolyn Goldie

Author and 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 69-71 Quintin Street, Roma Qld 4455 and described as Lot 4 on RP4442 and Lot 65 on R8637. The proposed development consists of 33 units in 3 accommodation buildings and a caretaker’s residence.  

 

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

 

Resolution No. GM.026.12

Moved Cr Denton                                                          Seconded Cr Hartley  

Council approve the application for a Material Change of Use (Motel – 33 units) at 69-71 Quintin St, Roma QLD 4455 and described as Lot 4 on RP4442 & Lot 65 on R8637, 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:

 

Plan/Document number

Plan/Document name

Date

1426 Sheet 1 Issue 2

Proposed Site/Floor Plan

15/11/2011

1426 Sheet 2 Issue 1

Caretakers Residence

05/09/2011

1426 Sheet 3 Issue 1

Typical Standard Unit Floor Plan

05/09/2011

1426 Sheet 4 Issue 2

Disabled Unit Floor Plan

15/11/2011

1426 Sheet 5 Issue 1

Elevations

05/09/2011

1426 Sheet 6 Issue 2

Proposed Site/Floor Plan Service Vehicle Sweep Paths

15/11/2011

1426 Sheet 7 Issue 2

Proposed Site/Floor Plan Domestic Vehicle Sweep Paths

15/11/2011

1426 Sheet 8 Issue 2

Units 1-8 Inclusive – Floor Plan

16/09/2011

1426 Sheet 9 Issue 2

Units 9-19 Inclusive – Floor Plan

15/11/2011

1426 Sheet 10 Issue 2

Units 9-19 Inclusive – Floor Plan – Continued

15/11/2011

1426 Sheet 11 Issue 2

Units 20-33 Inclusive – Floor Plan

15/11/2011

1426 Sheet 12 Issue 2

Units 20-33 Inclusive – Floor Plan – Continued

15/11/2011

 

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 have 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”.

 

12.        The sewerage main must be relocated to the western boundary of the site in           accordance with Council requirements.

 

13.        The site must be provided with a water connection, up to but excluding a water meter,       to the water distribution network.

 

Rubbish Collection

 

14.        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.

 

Access, Roads, Landscaping and Lighting

 

15.        Vehicle manoeuvring areas must be provided on-site so that all vehicles can enter and leave the site in a forward direction.

 

16.        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.

 

17.        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.

 

18.        Prepare and submit a landscaping concept plan for approval by the Council.

            The landscaping concept plan must demonstrate methods for shading, paving,        screening/buffering, noise attenuation and streetscape enhancement as needed.             Landscaping elements must positively contribute to the overall amenity of the site.

 

o    Fencing on Quintin Street to be “stepped” to enable the provision of landscaping.  Details of landscaping and fence design are to be included on the landscaping concept plan for submission to Council for approval.

 

19.        Provide a total of 35 car parking spaces on the site, and 1 bus parking space, in       accordance with the approved plans.

           

20.        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.

 

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

 

22.        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

 

23.        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.

 

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

 

25.        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

 

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

 

Advertising Signs

 

27.        Any proposed 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

 

28.        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.

 

29.        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.

 

30.        An infrastructure contribution of $226,500-00 is payable to Council within 30 days of             the date of the decision notice/before the local government approves building plans           for the proposed development/before commencement of construction.

 

Use

 

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

 

End of Conditions

Advisory Notes:

 

1.         1.         Subsequent operational works applications are required for infrastructure works,    landscaping and free-standing advertising signage associated with the approved use.        Free-standing advertising signage may also require building works approval. 

 

CARRIED                                                                                                                      8/0

 

Delegated Officer

Director Planning & Environment

  

Cr. Bartels entered the Chambers at 10.42am.

 

The Mayor announced approval of the Mitchell Multi-purpose Health Service (MPHS), a joint initiative of the three tiers of government – Local, State and Federal.  He further thanked the Maranoa Retirement Village Committee for their advocacy and contribution to the aged care solution in Mitchell.  Mayor Loughnan  commended Council officers’ for their efforts throughout the lengthy process.

 

Subject Heading:          suspension of standing orders

Council adjourned the meeting for morning tea at 10.45am

 

Subject Heading:          resumption of standing orders

Council returned from morning tea at 11.25am

 

The Deputy Mayor assumed the Chair in Mayor’s absence.

 

Cr. Watson did not return to the Chambers at resumption of standing orders.

 

 

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:-

          (f)       starting or defending legal proceedings involving it;

Resolution No. GM.027.12

Moved Cr Denton                                                          Seconded Cr Price

 

That Council close the meeting to the public at 11.26am.

 

CARRIED                                                                                                                      7/0

 

 

The Mayor entered the Chambers at 11.27am.  Cr. Hartley remained in the Chair.

Cr. Watson entered the Chambers at 11.51am.

The Mayor assumed the Chair at 11.52am.

 

 

 

 

 

 

Resolution No. GM.028.12

Moved Cr Price                                                             Seconded Cr Hartley

 

That Council opens the meeting to the public at 12.12pm.

 

CARRIED                                                                                                                      9/0

 

 

 

Item Number:                                   22.1

File Number: D12/1348

Subject Heading:                          Compulsory Acquisition of Native Title Rights             and Interests for Weighbridge Purposes

Location:                                          Lot 1 on SP154291 - Corner of Surat Tara Road and Thomby            Road Surat

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

 

Executive Summary: 

Maranoa Regional Council (the Council) owns and operates the public weighbridge in Surat.  Council currently holds a term lease TL0/219822 over the land on which the weighbridge is situated, being land described as Lot 1 on Survey Plan 154291, Title Reference 40039606 (the Land). 

 

Due to the importance of the infrastructure to Council's operations and to the public at large, Council has applied to the Department of Environment and Resource Management (DERM) to purchase the Land in freehold.  DERM has offered to sell the Land to Council subject to native title issues being satisfactorily addressed by Council. It is a requirement of the State of Queensland that any native title rights and interests be cleared before it will grant freehold title.  A search of the National Native Title Tribunal Register confirms that the Land is within the area of the Mandandanji People Native Title Determination Application QUD366/08.  

 

This Report recommends that Council resolve to compulsory acquire any native title rights and interests in the land for weighbridge purposes.

 

Resolution No. GM.029.12

Moved Cr Denton                                                          Seconded Cr Newman  

That Council:-

1. Compulsorily acquire any and all native title rights and interests over land described as Lot 1 on Survey Plan 154291 County of Elgin, Parish of Surat (the Land) for Weighbridge purposes; and

2.  Serve a Notice of Intention to Acquire Native Title Rights and Interests and a Background Information Statement on the registered native title claimants for the Mandandanji People, as the native title party for the Land in order to commence the compulsory acquisition process; and

3.  Council delegates authority to the Chief Executive Officer to attend, on Council's behalf, any objection meeting to be held in relation to the proposed compulsory acquisition of native title over the Land."

CARRIED                                                                                                                      9/0

 

Delegated Officer

Manager Risk and Facilities

 

 

CLOSURE

 

There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 12.13pm.

                                 

 

These Minutes are to be confirmed at the next General Meeting of Council to be held on 22 February 2012, at Surat Administration Centre.

 

 

 

 

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

Mayor.                                                                          Date.

 

 

 

      


Maranoa Regional Council

    

General Meeting -  22 February 2012

Officer Report

Meeting: General  22 February 2012

Date: 24 January 2012

Item Number: 12.1

File Number: D12/2102

 

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 #2

D12/3084

2View

1 - Process Checklist Tendering

D12/3085

3View

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

D12/3086

4View

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

D12/3087

5View

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

D12/3088

6View

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 #2

 















Attachment 2

1 - Process Checklist Tendering

 





Attachment 3

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

 













Attachment 4

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

 




Attachment 5

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

 


















Attachment 6

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

 



















Maranoa Regional Council

    

General Meeting -  22 February 2012

Officer Report

Meeting: General  22 February 2012

Date: 2 December 2011

Item Number: 12.2

File Number: D11/35639

 

Subject Heading:                     Request for write off of Quarry Inventory

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

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

 

 

Officer’s Recommendation: 

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

 

 

Body of Report:

To complete the Financial Statements for the year ended 30 June 2011 the write off for the Inventory – Quarry stock needed to be accounted for to confirm the balances of Inventory held at this location. 

 

The stock take of the Inventory - Quarry was completed by an external party Bennett & Bennett on the 30 June 2011.  The stock take recorded significant variances between the stock take and Council records. 

 

As per attached table there are significant variances across all products. However the products that have major discrepancies are explained as follows:

 

Roadbase – Supporting documentation by the way of delivery dockets unable to be accounted for the issue of this stock.  

 

Plain Aggregates – This product is used for external sales and internal quarry purposes.  For internal quarry purposes this material was not accounted for through stores issues processing.

 

Allowance of the variances of all the products should be taken into consideration due to the compaction and settling of the different types of products over a period of time.

 

In July 2011 a computerised weighbridge was installed at the Roma Quarry. With the incorporation of the weighbridge this should reduce the amount of discrepancies that have occurred in the past.

 

The amount of the write off of $505,513.39 is in itself very large however when considered in the context of the sales for the 2010/11 year of $4,406,506 it is 11.47% of gross sales. It is unknown at this stage whether the quantity of losses is within an acceptable industry standard based on all the reasons a quarry may experience material losses.

Consultation (internal/external):

Matthew McGoldrick – Director of Corporate Services, Dave Grace – Quarry Manager, Barry Omundson – Director of Infrastructure, Michael Parker

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

Council’s financial statements are the base point for the Budget and form the accounts and records upon which all financial decisions are made, and as such must be accurate.

Policy Implications:

Council are legislatively required to comply with the Local Government Finance Standards and Regulations which in turn require Council to comply with the Australian Accounting Standards in preparing the annual Financial Statements.

Financial Resource Implications:

The request for write off is material to Council, this write request will have significant impact on the Council operating result.

 

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

Inventory - Quarry 2011 Write Off & Issued Stock

D12/4017

 

Report authorised by:

Matthew McGoldrick, Director of Corporate Services


Attachment 1

Inventory - Quarry 2011 Write Off & Issued Stock

 


Maranoa Regional Council

    

General Meeting -  22 February 2012

Officer Report

Meeting: General  22 February 2012

Date: 31 January 2012

Item Number: 12.3

File Number: D12/2752

 

Subject Heading:                     Application for Conversion of Special Lease 36/44733

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                           Lot 297 on WV1772, Duke Street South Roma

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

 

 

Executive Summary: 

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

 

 

Officer’s Recommendation: 

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

 

 

Body of Report:

The Department of Environment and Resource Management has received an application for conversion of special lease 36/44733 over Lot 297 on WV1772.  In accordance with usual practice, the Department of Environment and Resource Management is seeking Council’s views or requirements including information on any local non-indigenous cultural heritage values that the Department should consider when assessing the application.

 

This land is located on Duke Street South in Roma, and is currently being used for industrial purposes.  The proposed use of the land is secondary industry (Roma Industrial Estate).

 

Discussions were held with Council’s Manager Environmental Services who advised that as the proposal did not change the current use of the land, she did not have any objections to the application and did not require any specific requirements to be placed on the approval.

 

Consultation (internal/external):

Department of Environment and Resource Management

Manager Environmental Services

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

Nil financial risk as the Department of Environment and Resource Management incur the costs involved with lease preparation

Policy Implications:

Nil

Financial Resource Implications:

 

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

Map - Lot 297 on WV1772

D12/2763

 

Report authorised by:

Matthew McGoldrick, Director of Corporate Services


Attachment 1

Map - Lot 297 on WV1772

 

 


Maranoa Regional Council

    

General Meeting -  22 February 2012

Officer Report

Meeting: General  22 February 2012

Date: 12 January 2012

Item Number: 13.1

File Number: D12/1117

 

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

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

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

 

 

Officer’s Recommendation: 

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

 

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

 

 

Body of Report:

The “Local Government and Ancillary Equipment Grant” is provided through the Department of Environment and Resource Management. The grant facilitates the installation/upgrade of weighing equipment at local refuse tips.  The weighbridge will allow the accurate weighing of waste entering the facility and allow more accurate billing of waste disposal companies.  Council has signed the Grant Agreement for a Category 1 Grant, for facilities handling in excess of 5,000 tonnes per annum.

 

Tenders for the weighbridge closed on the 15 December 2011, with an initial assessment taking place to confirm compliance with DERM requirements.

Newcastle Weighing Services was determined to be an unacceptable tender due to numerous exclusions of works and not tendering on the Weigh Hut component of the works, required by DERM.  Clarifications were sought from the two acceptable responding companies to ensure their full compliance with the funding criteria of DERM.  The tenders were assessed on an assessment matrix resulting in the selected tender from Australian Weighing Equipment achieving a score of 300, with Australasia Scales achieving a score or 279.  Both companies are of similar standing with Australian Weighing Equipment having a greater capacity of technical staff.

 

The final tendered price from Australian Weighing Equipment was $191,759.80 with no on-going cost for the weighbridge software.  The final tendered price from Australasian Scales was $188,807.48 with an on-going software licensing charge of $5,280 per annum after the initial 3 years of software provided in the tender as per DERM requirement.

 

This clearly leaves Australian Weighing Equipment as the preferred Tenderer for this work, with their offering being more cost effective after 4 years.

 

The total grant approval of $196,604 consists of $154,604 specifically directed to the weighbridge works.  With the remainder covering signage, preliminary ground works and utility connections. 

Consultation (internal/external):

Stephen Mow – MRC (Manager of Utilities and Waste)

Barry Omundson – MRC (Director of Infrastructure)

Paul Bawden – MRC (Chief Executive Officer)

Garry Sheen – Australian Weighing Equipment (Sales Manager)

Wes Sheriff – Australasia Scales (SEQ Sales Representative)

Rodney Mace – Nuweigh (Managing Director)

Bianca Gray – DERM (Project Manager, Waste Reform)

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

Project Construction Timeframe – as per section 12 of DERM’s assessment guidelines, the weighbridge facilities are to be completed within 26 weeks of the completed grant agreement.

Policy Implications:

Nil

Financial Resource Implications:

The total funding allocation required to be committed for this project will be approximately $200,000.00, and is proposed to be met in the 2012/13 Financial Year.  With $154,604 to be committed by DERM specifically for weighbridge works.  A signed Grant Agreement has been returned to DERM to be counter-signed, and 75% ($147,453) of the total grant amount ($196,604) will be paid upon receipt of this documentation, with the remaining ($49,151) being paid upon project completion.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.5.9(a) To provide an efficient and reliable refuse collection and disposal service for all serviced areas in the region.

Supporting Documentation:

1View

Roma Refuse Tip - Weighbridge Tender Assessment

D12/1202

 

Report authorised by:

Barry Omundson, Director Infrastucture


Attachment 1

Roma Refuse Tip - Weighbridge Tender Assessment

 


Maranoa Regional Council

    

General Meeting -  22 February 2012

Officer Report

Meeting: General  22 February 2012

Date: 20 January 2012

Item Number: 13.2

File Number: D12/1749

 

Subject Heading:                     Sewer Relining - Tender Assessment

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

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

 

 

Executive Summary: 

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

 

 

Officer’s Recommendation: 

That tender 12/6 for sewer relining be awarded to Kembla Watertech, based on value for money as well as favourable previous work history with Council.

 

 

Body of Report:

Tender 12/6 called for suitably qualified contractors for relining approximately 1792m of 150mm sewer main, and approximately 65 sewer jump-up’s, 70m of 225mm sewer main and one jump-up, 75m of 300mm sewer main and one jump up.

 

It is intended for this tender to form the basis of an annual relining scheme carried out by Council.  The size and scope of the works may change each year, with the required standard of service being high.

 

Tenders closed on 22 November 2011, with the following companies responding:

 

            Kembla Watertech                                                    $215,736.94 (GST Inc)

            Insituform Pacific                                                       $218,671.96 (GST Inc)

            Interflow                                                                      $234,596.87 (GST Inc)

 

While not the only selection criteria, Kembla Watertech was the most cost effective solution offered.  Add to that their track record of work with Council, and their proposed relining solution, they were assessed as the preferred tenderer.

Consultation (internal/external):

Troy Pettiford – MRC (Service Demand & Resources Coordinator)

Stephen Mow – MRC (Manager – Utilities & Waste)

Guy Wilson – Kembla Water Tech (Estimator)

Daniel Gamboa – Insituform Pacific (General Manager)

David Lilley – Interflow (Director – Business Development)

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

Nil

Policy Implications:

Nil

Financial Resource Implications:

An allocation of $225 000 is in the 2011/12 budget

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.5.7(c) To develop an asset replacement program for Council’s sewerage infrastructure assets so as to ensure sufficient funds are available to undertake any asset replacement and renewals when required without creating an unnecessary financial burden on other council operations.

Supporting Documentation:

Nil

Report authorised by:

Stephen Mow, Manager Utilities & Waste

Barry Omundson, Director Infrastucture