BUSINESS PAPER
General Meeting
Wednesday 23 November 2011
Injune Administration Centre
NOTICE OF MEETING
Date: 17 November 2011
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 Stephen Mow (Acting Director Operations)
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 Injune Administration Centre on November 23, 2011 at 9.00AM.
Paul Bawden
Chief Executive Officer
Maranoa Regional Council
General Meeting - 23 November 2011
TABLE OF CONTENTS
Item Subject
No
2 Present/Apologies
3 Confirmation of Minutes
General 9 November 2011
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 Council Meeting Dates 2012
Prepared by: Kerry Dean, Executive Support Assistant
Attachment : Meeting Schedule 2012 - General Meetings
10.3 Employee Attraction & Retention
Prepared by: Donald Wells, Manager Human Resources
Attachment : Employee Attraction & Retention Action Plan
11 Community Services
11.1 Economic Development & Tourism Monthly Statistical Report
Prepared by: Edward Sims, Manager Organisational Performance
Attachment : Body of Report
12 Corporate Services
12.1 Rate Recovery Policy
Prepared by: Karen Searle, Financial Services & Rates Coordinator
Attachment : Rate Recovery Policy
12.2 Relinquishing of the Trusteeship of the Parks Reserves in McDowall Street across from the Hospital - Lot 19 WV1912 and Lot 20 SP178377
Prepared by: Matthew McGoldrick, Director of Corporate Services
Attachment 1: Park reconfiguration ULDA - request for trusteeship relinquishment
Attachment 2: Letter of Request - ULDA MRC revocation park trustee
13 Operations
14 Planning & Environment
Status Reports
15 Executive Services
16 Community Service
17 Corporate Services
17.1 Financial Sustainability Report for September 2011
Prepared by: Karen Searle, Financial Services & Rates Coordinator
Attachment 1: Income Expense Statement - as at 30 September
2011
Attachment 2: Balance Sheet September 2011
Attachment 3: Income Statement September 2011
Attachment 4: Expenditure and Revenue Graphs - 30 September
2011
17.2 Financial Sustainability Report for October 2011
Prepared by: Karen Searle, Financial Services & Rates Coordinator
Attachment 1: Income Expense Statement - as at 31 October 2011
Attachment 2: Income Statement October 2011
Attachment 3: Balance Sheet October 2011
Attachment 4: Expenditure and Revenue Graphs - 31 October 2011
18 Operations
19 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.
20 Confidential Items
20.1 Round One Community Grants 2011/2012
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.
20.2 Financial Sustainability - Debtors and Creditors for September & October 2011
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.
20.3 Regional Community Newsletter
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
21 Councillor Business
Closure
Minutes of the General Meeting of maranoa Regional Council held at Roma Administration Centre on 9 November 2011 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 Community Services – Tony Klein, Director Corporate Services – Matthew McGoldrick, Director Planning & Environment – Rob Hayward, Director Operations – 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 9.04am.
APOLOGIES
There were no apologies for the meeting.
Confirmation of Minutes
Resolution No. GM.389.11 Moved Cr Chambers Seconded Cr Hartley
That the minutes of the General Meeting (19-26.10.11) held on 26 October 2011 be confirmed as amended below:-
Cr. Chambers requested page 15 “Resumption of Standing Orders” be updated to reflect the correct time of resumption;
And,
That the wording be corrected with respect to the “Suspension of Standing Orders” on page 16.
CARRIED 9/0 |
Business Arising FROM MiNUTES
There was no business arising from the minutes.
On the Table
There were no items for discussion on the table.
Presentations/Petitions and Deputations
There were no presentations/petitions or deputations at the meeting.
Consideration of notices of business
There were no notices of business for consideration.
Consideration of notices of motion
There were no notices of motion for consideration.
Reception of notices of motion for next meeting
No notices of motion were received for the next meeting.
Business
Community Services
Item Number: 11.1 |
File Number: D11/30614 |
Subject Heading: Surat Basin Corporation - Partner Contribution (Membership) Request Applicant: Surat Basin Corporation |
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Author and Officer’s Title: Tony Klein, Director of Community Services |
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Executive Summary: The Surat Basin Corporation seeks Council’s renewal of its partner contribution (membership) for 2011/12. |
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Resolution No. GM.390.11 Moved Cr Denton Seconded Cr Hartley
2. That Council nominate Cr. Price as its representative to the Board of the Surat Basin Corporation.
CARRIED 9/0 |
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Delegated Officer |
Director of Community Services |
Corporate Services
Item Number: 12.1 |
File Number: D11/30587 |
Subject Heading: Access Licences Fees - Roma, Mitchell and Surat Water Towers Location: Water Reservoir/Tower Sites Roma, Mitchell and Surat |
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Author and Officer’s Title: Tanya Mansfield, Manager Risk and Facilities |
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Executive Summary: The water reservoirs in Roma, Mitchell, Injune and Surat are the highest points within the towns and telecommunication providers, television and radio stations, emergency services and other users are licensed with the Australian Communications and Media Authority to transmit from the towers.
Council has formal licences to transmit from the Roma reservoir with the Vodafone Network Pty Ltd (Vodafone) and Optus Mobile Pty Limited (Optus) which are due to expire in May 2012. Roma Cabs have also recently submitted an application to place an antenna on the Roma tower. |
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Resolution No. GM.391.11 Moved Cr Price Seconded Cr Newman That Council adopts annual licensing fees and charges for transmitters located on water reservoir/tower sites with applicable fees being telecommunication providers $5,000 per annum, television $500 per annum, radio $500 per annum, transport providers $500 per annum, emergency services – free of charge;
And,
That a reduction in fees can be considered subject to:-
a) The applicant’s ability to demonstrate public value; b) Approval by Council
CARRIED 9/0 |
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Delegated Officer |
Manager Risk and Facilities |
Item Number: 12.2 |
File Number: D11/29859 |
Subject Heading: Variation of Access Licence Agreement Location: Cnr Bowen and Whip Streets Roma - Roma Water Tower Applicant: Optus Mobile Pty Limited |
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Author and Officer’s Title: Tanya Mansfield, Manager Risk and Facilities |
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Executive Summary: Roma Town Council entered into an agreement with Optus Mobile Pty Limited on 1 February 1999. This agreement allowed Optus Mobile Pty Limited to install a mobile telecommunication facility on the Roma Water Tower and access the facility as required. Optus has advised Council that it plans to install and maintain additional equipment on the water tower and has requested Council’s agreement to this work, through a variation of the existing access licence agreement. |
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Resolution No. GM.392.11 Moved Cr Hartley Seconded Cr Wason That Council agree to the variation of the access licence agreement between Council and Optus Mobile Pty Limited to allow for a planned upgrade of telecommunication equipment on the Roma Water Tower subject to Optus securing the necessary building approval and furthermore that Council staff commence negotiations with Optus in regard to securing a new access agreement to replace the existing agreement that is due to expire in May 2012.
CARRIED 9/0 |
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Delegated Officer |
Manager Risk and Facilities |
Item Number: 12.3 |
File Number: D11/31205 |
Subject Heading: Financial Delegation Register |
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Author and Officer’s Title: Gemma Lines, Stores and Purchasing Coordinator |
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Executive Summary: This report recommends to Council that new Delegation Limits be set and that they be allocated to staff in the approved format of the Financial Delegation Register. |
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Resolution No. GM.393.11 Moved Cr Chambers Seconded Cr Bartels That Council approves the new financial delegation limits and the Financial Delegations as incorporated in the Financial Delegation Register.
CARRIED 9/0 |
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Delegated Officer |
Stores and Purchasing Coordinator |
Operations
Item Number: 13.1 |
File Number: D11/31757 |
Subject Heading: Change of Waste Collection Contractor in Injune Applicant: Glenda McPhee |
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Author and Officer’s Title: Stephen Mow, General Operations Manager |
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Executive Summary: The current waste collection contractor in Injune is moving out of the Region and is selling her business. The specification for the waste collection tender states that without Council consent the contract cannot be assigned, sub-let or subcontracted. |
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Resolution No. GM.394.11 Moved Cr Wason Seconded Cr Denton
That Council approves the following actions:-
1. That a letter of thanks be issued to Ms McPhee for her service to the Injune community and wishing her the best for the future.
2. Council advises Ms McPhee that approval to on sell the tender is granted subject to the following:-
a. All conditions of the original tender are met by the new owners of the business including completion of all relevant documents.
b. Council is advised in writing of the new contractor as soon as it is determined.
c. There is no break in service delivery.
CARRIED 9/0 |
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Delegated Officer |
General Operations Manager |
LATE ITEMS
Cr. Bartels declared a potential conflict of interest in the following item due to him owning an accommodation facility in Roma and left the Chambers at 9.40am.
Item Number: L.1 |
File Number: D11/32413 |
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Subject Heading: Material Change of Use - Undefined Use (Temporary workers' camp - 1008 persons in five stages) File No. C12.422 Location: Cnr Warrego Highway and Carnarvon Highway, Roma Qld 4455 - Lot 6 on RP227971 Applicant: FK Gardner & Sons Pty Ltd C/- John Jones |
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Author and Officer’s Title: Robert Hayward, Director Planning & Environment |
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Executive Summary: This application seeks to carry out a Material Change of Use – Undefined Use (Temporary Workers’ Camp - 1008 persons in 5 stages) on land at corner Warrego and Carnarvon Highways, Roma Qld 4455 and described as Lot 6 on RP227971. The proposal will establish a Temporary Workers’ Camp of 1008 units in 5 stages. |
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Resolution No. GM.395.11 Moved Cr Watson Seconded Cr Newman That Council approves the application for a Material Change of Use – Undefined Use (Temporary Workers’ Camp – 1008 persons in 5 stages) at corner Warrego and Carnarvon Highways, Roma Qld 4455 and described as Lot 6 on RP227971, for a limited time, subject to the following conditions:
General Conditions that apply to whole of development At Cnr Warrego & Carnarvon Highways, Roma Qld 4455 – Lot 6 on RP227971
1. The use for a Temporary Workers’ Accommodation approval in total is limited to an operating time of ten (10) years from the commencement of the first stage of the use regardless of how many stages have been completed.
2. At the end of the ten (10) lapsing period, the site must be returned to its original state with all buildings removed from the site within 3 months of the lapsing of the development permit.
3. The rehabilitated site must not pose a dust hazard to neighbouring sites or traffic on adjoining roads.
NOTE: SEE CONDITIONS FOR INDIVIDUAL STAGES BELOW.
Development Permit for Material Change of Use – Undefined Use (Temporary Workers’ Accommodation- 112 persons) - Stage 1 only conditions - At Cnr Warrego & Carnarvon Highways, Roma Qld 4455 – Lot 6 on RP227971
Complete and Maintain 4. 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.
5. 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.
6. Maintain the approved development being Material Change of Use (Temporary Workers’ Accommodation – Stage 1 - 112 persons) in accordance with the approved plans:
Stormwater and Drainage 7. 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.
8. 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.
9. 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.
10. 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.
11. Soil erosion and sediment is controlled in accordance with Schedule 6: “Standards for Stormwater Drainage”.
Erosion Control 12. 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.
13. During construction, soil erosion and sediment is to be managed in accordance with Schedule 7: “Standards for Construction Activity”.
Services Provisions 14. The site must be provided with on-site effluent disposal systems designed in accordance with Schedule 5: “Standards for Sewerage Supply”.
15. The site must be provided with a water connection, up to but excluding a water meter, to the water distribution network.
16. All services installation, including sewer, water, gas, electricity and telecommunications connections to the respective networks, 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) the EDROC Standards Manual where it applies (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.
Rubbish Collection 17. 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 18. Vehicle manoeuvring areas must be provided on-site so that all vehicles can enter and leave the site in a forward direction.
19. 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.
20. 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.
21. Provide a total of 187 car parking spaces on the site in accordance with the approved plans.
22. 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.
23. Services and infrastructure required in connection with the establishment of the approved development must be provided at no cost to Council.
24. Landscaping shall be undertaken in accordance with approved Plan No. 1035-004 Issue B Landscape Plan and Site Section - Stage 1 dated 18/03/2011 As Amended in Red prior to the commencement of the use.
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 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 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. Any conflicts associated with proposed and existing services shall be forwarded by the developer to the appropriate controlling authority for approval for any proposed changes.
33. 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 34. All development approval conditions related to the establishment of the approved development must be fulfilled prior to any approved use commencing.
35. No nuisance is to be caused to adjoining properties and occupiers by the way of noise, odour, smoke, dust, vibration, rubbish, contaminants, stormwater discharge or siltation at any time.
36. Applicant to advise of date of commencement of Stage 1.
Development Permit for Material Change of Use – Undefined Use (Temporary Workers’ Accommodation- 112 persons) - Stage 2 only conditions - At Cnr Warrego & Carnarvon Highways, Roma Qld 4455 – Lot 6 on RP227971
Complete and Maintain 37. 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.
38. 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.
39. Maintain the approved development being Material Change of Use (Temporary Workers’ Accommodation – Stage 2 - 112 persons) in accordance with the approved plans:
Stormwater and Drainage 40. 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.
41. 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.
42. 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.
43. 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.
44. Soil erosion and sediment is controlled in accordance with Schedule 6: “Standards for Stormwater Drainage”.
Erosion Control 45. 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.
46. During construction, soil erosion and sediment is to be managed in accordance with Schedule 7: “Standards for Construction Activity”.
Services Provisions 47. The site must be provided with on-site effluent disposal systems designed in accordance with Schedule 5: “Standards for Sewerage Supply”.
48. The site must be provided with a water connection, up to but excluding a water meter, to the water distribution network.
49. All services installation, including sewer, water, gas, electricity and telecommunications connections to the respective networks, 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) the EDROC Standards Manual where it applies (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.
Rubbish Collection 50. 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 51. Vehicle manoeuvring areas must be provided on-site so that all vehicles can enter and leave the site in a forward direction.
52. 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.
53. 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.
54. Maintain a total of 187 existing car parking spaces on the site, for use by Stages 1 and 2 in accordance with the approved plans.
55. 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.
56. Services and infrastructure required in connection with the establishment of the approved development must be provided at no cost to Council.
57. Landscaping shall be undertaken in accordance with approved Plan No. 1035-004 Issue B Landscape Plan and Site Section - Stage 2 dated 18/03/2011 As Amended in Red prior to the commencement of the use.
58. 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 59. 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.
60. All lighting shall be directed or shielded so as to ensure that no glare directly affects nearby properties.
61. 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 62. All buildings are to comply with the approval documents.
Advertising Signs 63. 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 64. 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.
65. Any conflicts associated with proposed and existing services shall be forwarded by the developer to the appropriate controlling authority for approval for any proposed changes.
66. 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 67. All development approval conditions related to the establishment of the approved development must be fulfilled prior to any approved use commencing.
68. No nuisance is to be caused to adjoining properties and occupiers by the way of noise, odour, smoke, dust, vibration, rubbish, contaminants, stormwater discharge or siltation at any time.
Development Permit for Material Change of Use – Undefined Use (Temporary Workers’ Accommodation- 112 persons) - Stage 3 only conditions - At Cnr Warrego & Carnarvon Highways, Roma Qld 4455 – Lot 6 on RP227971
Complete and Maintain
69. 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.
70. 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.
71. Maintain the approved development being Material Change of Use (Temporary Workers’ Accommodation – Stage 3 - 112 persons) in accordance with the approved plans:
Stormwater and Drainage 72. 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.
73. 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.
74. 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.
75. 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.
76. Soil erosion and sediment is controlled in accordance with Schedule 6: “Standards for Stormwater Drainage”.
Erosion Control 77. 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.
78. During construction, soil erosion and sediment is to be managed in accordance with Schedule 7: “Standards for Construction Activity”.
Services Provisions 79. The site must be provided on-site effluent disposal systems designed in accordance with Schedule 5: “Standards for Sewerage Supply”.
80. The site must be provided with a water connection, up to but excluding a water meter, to the water distribution network.
81. All services installation, including sewer, water, gas, electricity and telecommunications connections to the respective networks, 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) the EDROC Standards Manual where it applies (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.
Rubbish Collection 82. 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 83. Vehicle manoeuvring areas must be provided on-site so that all vehicles can enter and leave the site in a forward direction.
84. 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.
85. 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.
86. Maintain a total of 187 existing car parking spaces on the site, for use by Stages 1, 2 and 3 in accordance with the approved plans.
87. 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.
88. Services and infrastructure required in connection with the establishment of the approved development must be provided at no cost to Council.
89. Landscaping shall be undertaken in accordance with approved Plan No. 1035-004 Issue B Landscape Plan and Site Section - Stage 3 dated 18/03/2011 As Amended in Red prior to the commencement of the use.
90. 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 91. 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.
92. All lighting shall be directed or shielded so as to ensure that no glare directly affects nearby properties.
93. 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 94. All buildings are to comply with the approval documents.
Advertising Signs 95. 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 96. 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.
97. Any conflicts associated with proposed and existing services shall be forwarded by the developer to the appropriate controlling authority for approval for any proposed changes.
98. 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 99. All development approval conditions related to the establishment of the approved development must be fulfilled prior to any approved use commencing.
100. No nuisance is to be caused to adjoining properties and occupiers by the way of noise, odour, smoke, dust, vibration, rubbish, contaminants, stormwater discharge or siltation at any time.
Development Permit for Material Change of Use – Undefined Use (Temporary Workers’ Accommodation- 112 persons) - Stage 4 only conditions - At Cnr Warrego & Carnarvon Highways, Roma Qld 4455 – Lot 6 on RP227971
Complete and Maintain 101. 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.
102. 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.
103. Maintain the approved development being Material Change of Use (Temporary Workers’ Accommodation – Stage 4 - 336 persons) in accordance with the approved plans:
Stormwater and Drainage
104. 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.
105. 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.
106. 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.
107. 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.
108. Soil erosion and sediment is controlled in accordance with Schedule 6: “Standards for Stormwater Drainage”.
Erosion Control 109. 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.
110. During construction, soil erosion and sediment is to be managed in accordance with Schedule 7: “Standards for Construction Activity”.
Services Provisions 111. The site must be provided with on-site effluent disposal systems designed in accordance with Schedule 5: “Standards for Sewerage Supply”.
112. The site must be provided with a water connection, up to but excluding a water meter, to the water distribution network.
113. All services installation, including sewer, water, gas, electricity and telecommunications connections to the respective networks, 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) the EDROC Standards Manual where it applies (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.
Rubbish Collection 114. 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 115. Vehicle manoeuvring areas must be provided on-site so that all vehicles can enter and leave the site in a forward direction.
116. 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.
117. 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.
118. Provide an additional 187 car parking spaces on the site bringing the total number of car parking spaces to 374 spaces including a bus bay/drop-off bay in accordance with the approved plans.
119. 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.
120. Services and infrastructure required in connection with the establishment of the approved development must be provided at no cost to Council.
121. Landscaping shall be undertaken in accordance with approved Plan No. 1035-004 Issue B Landscape Plan and Site Section - Stage 4 dated 18/03/2011 As Amended in Red prior to the commencement of the use.
122. 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 123. 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.
124. All lighting shall be directed or shielded so as to ensure that no glare directly affects nearby properties.
125. 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 126. All buildings are to comply with the approval documents.
Advertising Signs 127. 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 128. 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.
129. Any conflicts associated with proposed and existing services shall be forwarded by the developer to the appropriate controlling authority for approval for any proposed changes.
130. 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 131. All development approval conditions related to the establishment of the approved development must be fulfilled prior to any approved use commencing.
132. No nuisance is to be caused to adjoining properties and occupiers by the way of noise, odour, smoke, dust, vibration, rubbish, contaminants, stormwater discharge or siltation at any time.
Development Permit for Material Change of Use – Undefined Use (Temporary Workers’ Accommodation- 112 persons) - Stage 5 only conditions - At Cnr Warrego & Carnarvon Highways, Roma Qld 4455 – Lot 6 on RP227971
Complete and Maintain 133. 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.
134. 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.
135. Maintain the approved development being Material Change of Use (Temporary Workers’ Accommodation – Stage 5 - 336 persons) in accordance with the approved plans:
Stormwater and Drainage 136. 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.
137. 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.
138. 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.
139. 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.
140. Soil erosion and sediment is controlled in accordance with Schedule 6: “Standards for Stormwater Drainage”.
Erosion Control 141. 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.
142. During construction, soil erosion and sediment is to be managed in accordance with Schedule 7: “Standards for Construction Activity”.
Services Provisions 143. The site must be provided on-site effluent disposal systems designed in accordance with Schedule 5: “Standards for Sewerage Supply”.
144. The site must be provided with a water connection, up to but excluding a water meter, to the water distribution network.
145. All services installation, including sewer, water, gas, electricity and telecommunications connections to the respective networks, 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) the EDROC Standards Manual where it applies (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.
Rubbish Collection 146. 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 147. Vehicle manoeuvring areas must be provided on-site so that all vehicles can enter and leave the site in a forward direction.
148. 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.
149. 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.
150. Provide an additional 114 car parking spaces bringing the total number of car parking spaces to 488 spaces including a bus bay/drop-off bay on the site in accordance with the approved plans.
151. 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.
152. Services and infrastructure required in connection with the establishment of the approved development must be provided at no cost to Council.
153. Landscaping shall be undertaken in accordance with approved Plan No. 1035-004 Issue B Landscape Plan and Site Section - Stage 5 dated 18/03/2011 As Amended in Red prior to the commencement of the use. .
154. 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 155. 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.
156. All lighting shall be directed or shielded so as to ensure that no glare directly affects nearby properties.
157. 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 158. All buildings are to comply with the approval documents.
Advertising Signs 159. 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 160. 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.
161. Any conflicts associated with proposed and existing services shall be forwarded by the developer to the appropriate controlling authority for approval for any proposed changes.
162. 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 163. All development approval conditions related to the establishment of the approved development must be fulfilled prior to any approved use commencing.
164. No nuisance is to be caused to adjoining properties and occupiers by the way of noise, odour, smoke, dust, vibration, rubbish, contaminants, stormwater discharge or siltation at any time.
CARRIED 8/0 |
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Delegated Officer |
Director Planning & Environment |
confidential item
Cr. Bartels entered the chambers at 10.01am.
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;
Resolution No. GM.396.11 Moved Cr Chambers Seconded Cr Denton
That Council close the meeting to the public.
CARRIED 9/0 |
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Resolution No. GM.397.11 Moved Cr Watson Seconded Cr Price
That Council open the meeting to the public.
CARRIED 9/0 |
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LATE ITEMS
Item Number: L.2 |
File Number: D11/32497 |
Subject Heading: Functions |
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Author and Officer’s Title: Kelly Rogers, Coordinator Executive Services |
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Executive Summary: Social events and gathering of staff are important to enable bonding and relationship building across the organisation. This provides an opportunity for Council to again consider financial support for Annual Staff Christmas Parties.
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Resolution No. GM.398.11 Moved Cr Chambers Seconded Cr Price That Council support the organisational 2011 Christmas parties in the towns of Roma, Mitchell, Surat, Injune and Yuleba through the provision of a subsidy as outlined in the report.
CARRIED 9/0 |
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Delegated Officer |
Coordinator Executive Services |
CLOSURE
There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 10.25am.
These Minutes are to be confirmed at the next General Meeting of Council to be held on 23 November 2011, at Injune Administration Centre.
...............………................. ..................................
Mayor. Date.
Officer Report
Meeting: General 23 November 2011 |
Date: 13 October 2011 |
Item Number: 10.1 |
File Number: D11/30380 |
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 30th September 2011 is presented for Council’s consideration. An update on activities identified in the Operational Plan has been undertaken and explanations provided. |
That the first 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 first 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 first 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 |
d11/33801 |
Report authorised by:
Officer Report
Meeting: General 23 November 2011 |
Date: 25 October 2011 |
Item Number: 10.2 |
File Number: D11/31313 |
Subject Heading: Council Meeting Dates 2012
Classification: Open Access
Name of Applicant:
Location:
Author & Officer’s Title: Kerry Dean, Executive Support Assistant
Executive Summary: Council holds General Meetings on the 2nd and 4th Wednesday of each month with the first monthly meeting held in Roma and the second at Council offices across the region on a rotational basis. Exceptions due to public holidays are considered as part of rostering arrangements.
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1. That Council continues to hold General Meetings on the 2nd and 4th Wednesday in line with current arrangements;
2. That Council adopts the attached meeting Schedule from January to June 2012.
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Body of Report:
During Council’s term of office Meetings have been held on a rotational basis across the region to provide visibility and access to elected members across the Maranoa in a structured manner.
Fortnightly meetings have ensured matters for Council’s consideration are dealt with in a timely manner.
Council at this time may wish to reconsider arrangements; however it is recommended that the existing arrangements continue for the remainder of this term, extending until June 2012, allowing the incoming Council time to consider future arrangements.
Public holidays have again been considered in the attached proposed meeting schedule. Anzac Day 2012 falls on Wednesday 25th April and it is recommended this meeting be schedule for Tuesday 24th April to ensure meeting frequency is not compromised.
Historically Council has commenced meetings in the New Year on the 3rd Wednesday of the month, this has again been allowed for in the proposed schedule.
Consultation (internal/external):
Kelly Rogers
Paul Bawden
Risk Assessment (Legal, Financial, Political etc.):
Council must meet required guidelines for meeting frequency under the Local Government (Operations) Regulation 2010
Policy Implications:
Local Government (Operations) Regulation 2010 – Division 1(s52)
(1) A local government must meet at least –
(a) For a region, city or town – once in each month;
(2) However, a local government may apply, in writing, to the
Minister for a variation of the requirement under subsection
(1) (a meeting variation).
Financial Resource Implications:
Council meal, travel and accommodation expenses.
Link to Corporate Plan:
Corporate Plan 2009-2013 — 8.1.1(b) To structure Council’s governance functions in a manner so as to allow effective and efficient utilisation of elected members time and resources to the benefit of the constituents which Council serves.
Supporting Documentation:
1View |
Meeting Schedule 2012 - General Meetings |
D11/33370 |
Report authorised by:
Kelly Rogers, Coordinator Executive Services
Meeting Schedule 2012 - General Meetings |
Month |
No-Date |
Meeting Type |
Venue |
Time |
January |
GM01-18.01.12 Wednesday |
General |
Council Chambers Roma Office |
9am |
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February |
GM02-08.02.12 Wednesday |
General |
Council Chambers Roma Office |
9am |
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GM03-22.02.12 Wednesday |
General |
Council Chambers Surat Office |
9am |
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March |
GM04-14.03.12 Wednesday |
General |
Council Chambers Roma Office |
9am |
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GM05-28.03.12 Wednesday |
General |
Council Chambers Mitchell Office |
9am |
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April |
GM06-11.04.12 Wednesday |
General |
Council Chambers Roma Office |
9am |
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GM07-24.04.11 Tuesday |
General |
Council Chambers Yuleba Office |
9am |
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May |
GM08-09.05.12 Wednesday |
General |
Council Chambers Roma Office |
9am |
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GM09-23.05.12 Wednesday |
General |
Council Chambers Injune Office |
9am |
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June |
GM10-13.06.12 Wednesday |
General |
Council Chambers Roma Office |
9am |
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GM11-27.06.12 Wednesday |
General |
Council Chambers Surat Office |
9am |
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Meeting: General 23 November 2011 |
Date: 14 November 2011 |
Item Number: 10.3 |
File Number: D11/33248 |
Subject Heading: Employee Attraction & Retention
Classification: Open Access
Name of Applicant:
Location:
Author & Officer’s Title: Donald Wells, Manager Human Resources
Executive Summary: Attraction and retention of employees is one of the big challenges currently facing Maranoa Regional Council. Council’s ability to retain and attract employees ensures the delivery of excellent customer satisfaction, essential services and community projects. Traditional approaches to attraction and retention are not as effective in today’s environment due in part to generational and cultural diversity in the workplace and a more multi-dimensional strategic approach is required.
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Council adopts the Employee Attraction & Retention Policy as presented and endorse the Employee Attraction & Retention Plan.
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Body of Report:
Attraction and retention of employees, in particular “key employees”, is one of the big challenges currently facing Maranoa Regional Council. In the Financial Year 2010/11 Council’s voluntary employee turnover rate was 20.0%, an increase of 4.5% on the previous twelve months.
Only through Council’s ability to retain and attract employees ensure can Council deliver excellent customer satisfaction on services and projects to the community. Failing to retain performing employees is costly because, apart from the cost to recruit and select new employees, issues such as training, lost knowledge, mourning, and possibly insecure co-workers will all have an impact.
Traditional approaches to attraction and retention are not as effective in today’s environment, due in part to generational and cultural diversity in the workplace, and there is a need to take a more multi-dimensional approach. The attached Retention & Attraction Policy proposes a number of integrated factors that need to be successfully combined to provide the most attractive combination to employees.
Key factors proposed for use in a multi-dimensional are:
Ø Competitive Remuneration
Ø Development & Career Opportunities
Ø Social Conscience
Ø Cultural Diversity
Ø Work-Life Balance
Ø Performance Recognition
Ø Workforce Planning
Ø Other Tangible Benefits
The attached Retention & Attraction Policy and subsequent Plan outlines 14 Key Strategies, with Supporting Strategies, the overall objective of is keep employees within the Organisation for as long as possible. By keeping our performing employees then our ability to attract talented people will occur as a matter of course
Consultation (internal/external):
Internal
A discussion paper, created by Human Resources, was circulated and discussed at the Executive Level; the discussion paper was next circulated and discussed at the Senior Management Level with Senior Managers consulting with their reporting staff to gain feedback and ideas to assist in retention.
From the discussion paper and taking into consideration the feedback received, a draft policy was subsequently developed with consultation reoccurring. The final aspect of internal consultation was the development of the attached Retention & Attraction Plan with Directors and Senior Managers.
Risk Assessment (Legal, Financial, Political etc.):
Legal – Nil
Financial – Dependant on the initiative different financial implementations apply.
Political – The policy and subsequent plan has a positive political risk.
Operational – Nil
Competitive – Nil
Social – Nil
Cultural – Nil
Policy Implications:
The adoption of the Retention & Attraction Policy will have implications requiring updating of other Human Resource policies.
Financial Resource Implications:
Most initiatives will be undertaken within existing resources. Some initiatives will require additional funding this should be off set by a reduction in recruitment expenditure and higher productivity.
Link to Corporate Plan:
Corporate Plan 2009-2013 — 8.1.2(a) To provide and develop contemporary and professional human resource practices and functions in an environment that promotes Equal Employment Opportunity principles and recognises all employees in a fair and respectful manner.
Supporting Documentation:
Employee Attraction & Retention Policy (Enclosure) |
D11/28155 |
|
2View |
Employee Attraction & Retention Action Plan |
D11/33726 |
Employee Attraction & Retention Action Plan |
EMPLOYEE ATTRACTION & RETENTION ACTION PLAN
Introduction
This Employee Attraction & Retention Action Plan sets the twelve months initiatives for the attraction of new employees and retention of existing employees working at Maranoa Regional Council.
Responsibility
This Plan identifies the initiatives to be achieved over the 2012 calendar year and specifies the performance targets against which success and progress will be measured.
The Chief Executive Officer through the Directors and their respective Senior Managers have overall responsibility for the execution of the initiatives outlined in this Plan.
Retention Interventions and Priorities
There are a substantial number of proposed initiatives listed below which will affect the factors impacting on attraction and retention of employees. Each initiatives is influenced by one or more of the Key Strategies identified in the Employee Attraction & Retention Policy.
Whilst acknowledging that there are a number of important initiatives bought forward through communication with management and staff not listed, there are however a number of initiatives that are likely to impact quickly and significantly on the attraction of new employees and retention of existing.
The following list identifies the initiatives that will have the greatest impact and therefore the highest priority for implementation in 2012.
Major Initiative |
Actions |
By When |
Attraction initiatives to ensure we attract talent people into vacant positions. |
Build a partnership with the Local Government Association and/or Private Industry for engaging workers on supported programs. |
30 July 2012 |
Review Council’s relocation assistance package for new starters. |
30 July 2012 |
|
Communicate to potential new starters the benefits of working for Maranoa Regional Council. |
Commencing 01 May 2012 |
|
Develop a School Leavers training program for hard to recruit for positions by the offering of Certificate Traineeships or Apprenticeships. |
30 October 2012 |
|
Communication improved across the Council, Directorates, Departments, Sections and Teams.
|
Commence ‘State of Play’ meetings across the organisation. |
01 March 2012 |
Ensure that formal team meetings occur across the organisation on a regular basis. |
Ongoing |
|
The formation of a Staff Consultative Committee. |
01 February 2012 |
|
Introduce and distribute a formal staff newsletter |
01 March 2012 |
|
Flexible work arrangements to enable a work-life balance whilst meeting operational and service delivery requirements. |
As part of the 2012 EBA discussions explore initiatives for greater (RDO/TOIL) flexibility for part time workers.
|
31 October 2012 |
Develop family friendly incentives, i.e., work from home, phased in retirement, job-share, flexible part-time positions. |
30 July 2012 |
|
Housing particularly with the current regional rental costs and purchasing values. |
Release an Expression of Interest for an Accommodation Village adjoining the Airport (Roma). |
|
Release an Expression of Interest for a housing company to work with Council on the development of low cost accommodation. |
|
|
Succession planning for short and long term personnel replacement and career progression. |
Review current professional development and succession planning practices. |
30 September 2012 |
Develop and implement leadership identification and development programs. |
30 December 2012 |
|
Training in skills to enable us to undertake our work tasks and improve. |
Implement individual personal training plans for all employees.
|
30 June 2012 |
Other benefits particularly non-financial tangible items that improve recognition and the workplace. |
Review current recognition practices and introduce further measures to recognise employees for good practices and customer service. |
30 September 2012 |
Evaluate and implement initiatives for staff that support a healthier work/life balance. |
30 November 2012 |
|
As part of the 2012 enterprise bargaining discussions investigate assistance for employee's whom require day care and/or after school care placements. |
30 October 2012 |
Officer Report
Meeting: General 23 November 2011 |
Date: 14 November 2011 |
Item Number: 11.1 |
File Number: D11/33305 |
Subject Heading: Economic Development & Tourism Monthly Statistical Report
Classification: Open Access
Name of Applicant:
Location:
Author & Officer’s Title: Edward Sims, Manager Organisational Performance
Executive Summary: This report provides council with a summary of the performance of the Economic Development and Tourism Unit against key performance indicators for October 2011 compared with September 2011.
Statistics contained in the report and which are illustrated graphically detail:
• the level of engagement with businesses within the region, • the amount of enquiry generated about investment, • the effectiveness of our external marketing effort to the visitor market
The activity is stimulated by the distribution of various marketing collateral, web based promotions, and direct contact by officers within the unit as a result of proactive effort. Accordingly the report also reflects the effectiveness of this marketing effort.
The report also details the contact made by the ED unit. The statistics do not include the numbers of contacts made by each officer as the unit will be in contact with sometimes 100’s of regional stakeholders through broadcast emails and workshop/seminar type activity in any given month.
These broadcast contacts with businesses contain important regional economic development information, and correspondence concerning business assistance initiatives, therefore are considered an important indicator of the depth and frequency of contact with our local business community.
|
That Council receive and note the Officer’s report as presented.
|
Body of Report:
See details in Attachment 1.
Consultation (internal/external):
Regional Economic and Business Development Coordinator - Mari-Anne Bonventi
Tourism Officers – Jenny Hewitt and Debbie Duff
Risk Assessment (Legal, Financial, Political etc.):
Nil
Policy Implications:
Nil
Financial Resource Implications:
Nil
Link to Corporate Plan:
Corporate Plan 2009-2013 — 8.4.1(a) To proactively identify and encourage actions which facilitate the sustainable development of the regional economy.
Supporting Documentation:
1View |
Body of Report |
D11/33295 |
Report authorised by:
Officer Report
Meeting: General 23 November 2011 |
Date: 12 November 2011 |
Item Number: 12.1 |
File Number: D11/33242 |
Subject Heading: Rate Recovery Policy
Classification: Open Access
Name of Applicant:
Location:
Author & Officer’s Title: Karen Searle, Financial Services & Rates Coordinator
Executive Summary: The Rate Recovery Policy is presented for Council’s consideration.
|
That the Rate Recovery Policy as presented be adopted.
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Body of Report:
The Rate Recovery Policy is an Administrative Policy in accordance with the Local Government (Finance, Plans and Reporting) Regulation 2010. The purpose is to establish a policy for the timely recovery of rates and charges levied which seeks to achieve fair and consistent treatment of all ratepayers who have outstanding rates and charges.
The policy sets out guidelines for the recovery of rates. This includes Small Debt Write Offs, Instalment Arrangements, Commencement of Debt Collection, Debt Collection Agency and Intention to Sell.
The Rate Recovery Policy was previously included with the Rate and Debt Recovery Policy. Due to the Rate and Debt Recovery Policy requiring a review, the Debt Recovery Policy and the Rate Recovery Policy are now stand alone policies.
Consultation (internal/external):
Matthew McGoldrick, Director of Corporate Services
Risk Assessment (Legal, Financial, Political etc.):
Nil
Policy Implications:
New Policy
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 |
Rate Recovery Policy |
D11/33241 |
Report authorised by:
Belinda Hayward, Financial Accountant
Rate Recovery Policy |
POLICY STATEMENT
TITLE: Rate Recovery Policy
|
Category: Administrative Endorsed by Council on: (Ordinary Meeting Date) Responsible Department: Corporate Services Reference No.: |
POLICY PURPOSE
To establish a policy for the timely recovery of rates and charges levied which seeks to achieve fair and consistent treatment of all ratepayers who have outstanding rates and charges.
POLICY SCOPE
This policy will apply to all ratepayers who have an overdue rate or charge levied by Council, unless otherwise specified.
DEFINITIONS
Rates or charges – as per the Local Government (Finance, Plans and Reporting) Regulation 2010
Overdue rates and charges - as per the Local Government (Finance, Plans and Reporting) Regulation 2010
POLICY STATEMENT/DETAILS
In order to ensure that all ratepayers meet their obligations to pay rates and charges levied, Maranoa Regional Council will apply the following procedures to recover any overdue rate or charge in a timely manner.
Small Debt Write-offs
If a ratepayer has short paid their rates by less than $2.00 and have missed their discount, Council will upon payment of the short paid amount, allow discount and write off any interest amounts that may have accrued.
Instalment Arrangements
If a ratepayer has difficulty in paying rates and charges levied by the due date and they meet the criteria as set out, Council will, upon application being made, enter into an instalment arrangement with the ratepayer.
· Once an arrangement is approved, no interest shall be charged on the overdue current rates for the duration of the arrangement from the date the arrangement was made, provided the application for an arrangement was made on or before the due date of the current rates and charges;
· No premium will be payable because of the arrangement;
· Payments must be made on the specific days agreed upon;
· An arrangement must clear the debt prior to the next issue of rates and charges;
· If Council does not receive the payment by the agreed specific day, a reminder letter will be sent advising the ratepayer, that unless payment of the outstanding amount is made within seven days their agreement will be cancelled and the matter will be referred to Council’s debt collection agency;
· If payment is not received within the seven days allowed, a letter will be issued advising the ratepayer that their arrangement has been cancelled due to non-compliance and no further arrangements will be made;
· If there is a balance outstanding and the arrangement has expired, a letter will be sent advising the ratepayer that unless payment of the outstanding amount is made in full within seven days, the total outstanding amount will be referred to Council’s debt collection agency.
Qualifying criteria
· The applicant must be the owner/s of the land and can demonstrate to the satisfaction of the Chief Executive Officer or delegate, that the payment of rates and charges by the due date would cause hardship;
· There must be no outstanding rates or charges payable by the applicant;
· The applicant must not have had an arrangement cancelled previously, due to failing to comply with Council’s policy.
Commencement of debt collection
1 Thirty (30) days after the close of discount, a reminder letter will be issued to all ratepayers with overdue rates and charges, excluding any ratepayers who have already made an arrangement in accordance with this Policy.
This letter will advise the ratepayer/s of the amount overdue, details of interest accumulating on the amount outstanding and if payment is not made in full, or a payment plan made with Council by eligible ratepayer/s. within fourteen (14) days, collection proceedings for the recovery of the outstanding amount will be taken without further notice.
All matters which are referred to Council meetings, will continue to accrue interest, unless otherwise specified by Council.
2 Fourteen (14) days from the date of the first reminder letter, a second reminder letter will be issued to those ratepayers who still have overdue rates and charges.
This letter will advise the ratepayer/s of the amount overdue, details of interest accumulating on the amount outstanding and if payment is not made in full, or a payment plan made with Council by eligible ratepayer/s. within seven (7) days, collection proceedings for the recovery of the outstanding amount will be taken without further notice.
3 Fourteen (14) days from the date of the second reminder letter, a demand letter will be issued to those ratepayers who still have overdue rates and charges.
4 A report shall be prepared for Council recommending legal action be taken on specified assessments based on the number of years outstanding. This is based on the following:
Aged Balance |
Property Description |
Action to be taken |
Current |
Vacant |
No Action |
(1st levy) |
Residential |
No Action |
|
Commercial |
No Action |
Overdue |
Vacant |
Debt Collection Agency |
(2nd levy) |
Residential |
Debt Collection Agency |
|
Commercial |
Debt Collection Agency |
One Year |
Vacant |
Intention to Sell* |
|
Residential |
Debt Collection Agency |
|
Commercial |
Intention to Sell* |
Two Years |
Vacant |
Intention to Sell* |
|
Residential |
Debt Collection Agency |
|
Commercial |
Intention to Sell* |
Three Years & Over |
Vacant |
Intention to Sell |
|
Residential |
Intention to Sell |
|
Commercial |
Intention to Sell |
· Judgement must be obtained prior to commencing Intention to Sell action
The balance owing by ratepayers listed for referral to the Debt Collection Agency or listed within the Intention to Sell category shall be reported separately on the rates arrears listing reported to Council on a monthly basis.
5 Once Council has decided that further legal action will be taken, a list of the ratepayers shall be forwarded to Council’s Debt Collection Agency.
Debt Collection Agency
The following procedures will apply when the ratepayer list has been forwarded to the Debt Collection Agency;
1 Letter of demands, advising the subject Ratepayers that Council has instructed their Agency to collect the rates and charges arrears and if payment is not made within seven (7) days, legal action will continue. Council will not allow payment plans once the account has been forwarded to the Debt Collection Agency;
2 When the seven (7) days time period has expired, the Debt Collection Agency will follow up with a telephone call;
3 Minor Debt Claim prepared, filed and court fees paid and service of notice arranged;
4 Affidavit of service returned allowing twenty-eight (28) days from date of service;
5 Forward Affidavit of Service to Court with Judgement Documents to obtain Judgement;
6 Once Judgement is obtained, legal action will be discontinued until the property has reached the required dates to be classified as Intention to Sell Land for Arrears of Rates.
Intention to Sell
Under Part 12, Division 3, Subdivision 2, Section 74 of Local Government (Finance, Plans and Reporting) Regulation, Selling or acquiring land for overdue rates or charges, applies to overdue rates or charges on the land that has remained unpaid for the following:
· Generally – 3 years; or
· If the rates or charges were levied on vacant land or land used only for commercial purposes, and the local government has obtained judgement for the overdue rates or charges – 1 year; or
· If the rates or charges were levied on a mining claim, 3 moths.
Under this Division, Council by resolution, sell the land for which the rates and charges were levied and remain unpaid. However, Council may not sell the land if the liability to pay the overdue rates and charges is the subject of court proceedings.
A report on properties listed in the ‘Intention to sell land for rate arrears’, must be referred to a Council meeting for a decision. Once Council has resolved to sell land for arrears of rates and charges, Council must, as soon as practicable, give all interested parties a notice of intention to sell the land.
A ‘notice of intention to sell’ is a document, signed by the Chief Executive Officer stating:
· That the local government has, by resolution, decided under Section 74, to sell the land for overdue rates or charges; and
· The day on which the resolution was made; and
· The terms of the resolution; and
· A description of the location and size of the land, as shown in the local government’s land record; and
· Details of the overdue rates or charges for the land, as at the date of notice, including details of the period for which the rates or charges have been unpaid; and
· Details of the interest that is owing on the overdue rates or charges, as at the date of the notice, including –
· Details of the rate at which interest is payable on the rates or charges; and
· A description of the way the interest is calculated; and
· The total amount of overdue rates or charges and the interest, as at the date of the notice; and
· A copy, or general outline of Sections 75 to 78 of the Local Government (Finance, Plans and Reporting) Regulation 2010.
The Council must start the procedure for selling the land within the required period after the notice of intention to sell, unless the amount of all overdue rates or charges on the land has been paid. If the overdue rates or charges have not been paid in full within:
· Generally – 3 months after the local government gives the notice of intention to sell the land; or
· If the rates or charges were levied on a mining claim – 1 month after the local government gives the notice of intention to sell the land.
The Council must start the procedures of Section 76 for selling the land within 6 months after the local government gives the notice of intention to sell the land. However, the Council must end the procedures if the Council is paid –
· The amount of rates or charges in full; and
· All expenses that the Council has incurred in attempting to sell the land.
Once the required period of three (3) months has expired, a further report is to go to Council for consent to the time and place of the proposed auction and a recommendation on who shall hold the auction and the reserve price/s.
The Council must prepare an auction notice, stating the time and place of the auction and a full description of the land.
At least 14 days, but not more than 35 days, before the day of the auction, the Council must –
· Give a copy of the auction notice to all interested parties who were given a notice of intention to sell the land; and
· Advertise the auction notice in a newspaper that is circulating generally in the local government area; and
· Display the auction notice in a conspicuous place in the local government’s public office, until the day of the auction; and
· Display the auction notice in a conspicuous place on the land, unless it is not reasonable practicable to do so because the land is in a remote location or difficult to access.
Under Section 77, the local government must set a reserve price for the auction that is at least –
· The market value of the land; or
· The higher of either the amount of the overdue rates or charges on the land or the value of the land.
If the reserve price is not reached at the auction, the local government may enter into negotiations with the highest bidder at the auction to sell the land by agreement. However, the price for the land under the agreement must be more than the highest bid for the land at the auction. If the highest bidder at the auction does not agree to buy the land, the land is taken to have been sold at the auction to the local government for the reserve price. This however, does not apply if the land is held on a tenure the local government is not competent to hold.
Under Section 79 of the Regulation, the local government must use the proceeds of the sale in the following order:
i. The pay any amount agreed for the release of a State encumberance;
ii. To pay the expenses of the sale
iii. To pay the overdue rates or charges for the land;
iv. To pay any other amounts relating to the land that the owner of the land owed the local government immediately before the sale;
v. To pay any rates or charges, other than overdue rates or charges, for the land;
vi. To pay any registered encumbrances, other than State encumbrances, in order of their priority under the Land Title Act;
vii. To pay the person who owned the land immediately before the sale.
If any of the proceeds of the sale remain unclaimed after 2 years, the local government must pay the proceeds to the public trustee as unclaimed money.
Once the property has been auctioned, council will not release any remaining funds until evidence of identity from all owners is provided. Copies of identity documentation must be certified by a Justice of the Peace or a Commissioner of Declarations.
Any two (2) of the following documents will be accepted:
- Drivers Licence
- Passport
- Citizenship Certificate
- Credit Card
- Birth Certificate
RELATED POLICIES AND LEGISLATION
Local Government (Finance, Plans and Reporting) Regulation 2010
Signatures
Chief Executive Officer
DATE
Officer Report
Meeting: General 23 November 2011 |
Date: 14 November 2011 |
Item Number: 12.2 |
File Number: D11/33407 |
Subject Heading: Relinquishing of the Trusteeship of the Parks Reserves in McDowall Street across from the Hospital - Lot 19 WV1912 and Lot 20 SP178377
Classification: Open Access
Name of Applicant: Urban Land Development Authority
Location: Upper McDowall Street across from the Hospital
Author & Officer’s Title: Matthew McGoldrick, Director of Corporate Services
Executive Summary: The Urban Land Development Authority (ULDA) have requested that Council consider and approve relinquishing the Trusteeship over the two Reserves across from the Hospital in order that the ULDA can reconfigure these two lots to better utilise the available land within the ULDA area and retain the existing park facilities in a smaller Park Reserve. The ULDA would then arrange for the redesignation of the Park Reserves in a reconfigured form and rededication of the Reserves with Council as the Trustee.
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That Council approve the relinquishing of the two Reserves on the basis that the existing facilities remain and are enhanced and that more appropriately sized Reserves are rededicated with Council as the Trustee subject to Council receiving from the ULDA confirmation that the all existing facilities are included in the future Reserves, that ULDA provide a timeframe for the this part of the project, that ULDA give an undertaking that the park facilities will remain open to the public at all times regardless of the subdivisional or Park improvement works being undertaken and that ULDA indicate when and what Park improvements will be undertaken and provide a timeframe for the works and an indication of timing of the hand over of maintenance of the Parks and facilities.
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Body of Report:
On the 9th November the Urban Land Development Authority (ULDA) submitted to Council a request to have the two Reserves over the Parks across from the Hospital reconfigured in order for the proposed ULDA subdivision to be configured in the most efficient way possible.
The attached correspondence and maps indicate clearly the nature of the request from the ULDA. The intention is that the existing facilities would not be moved and would only be enhanced as indicated on their attached proposed plan. Indeed as part of the subdivision Council are to be dedicated at least two other parks within the overall subdivision. Some of the lots in the within the subdivision will be small but the facilities within a reasonable walking distance will be of a very good quality.
Council needs to consider and approve relinquishing the Trusteeship over the two Reserves across from the Hospital in order that the ULDA can reconfigure these two lots to better utilise the available land and retain the existing park facilities in a smaller Park Reserve. The ULDA would then arrange for the redesignation of the Park Reserves in a reconfigured form and rededication of the Reserves with Council as the Trustee.
The proposal put forward by the ULDA does not indicate:
- the works to be undertaken as part of the park improvement, the current cycling education area is shown as a white area on one of their diagrams,
- a date for the reserve to be re-dedicated and for the Trusteeship to be returned to Council,
- what additional enhancements will actually be installed, what public consultation will be undertaken, what trees and shrubs will be planted and new equipment, structures or paths will be installed, and
- the timeframe for all actions to occur and when ULDA’s and Council’s maintenance responsibilities will commence and end.
Ultimately ULDA’s proposal has to be taken on trust as Council are not able to take a bond or be given a guarantee that can be relied upon. If the ULDA does provide the Park back to Council in the Reserve as indicated with all of the existing and improved facilities it should be something that Council and the community would support.
Consultation (internal/external):
Franz van den Brink – ULDA
Genaea Mitchell – ULDA
Paul Bawden – Chief Executive Officer
Tony Klien – Director Community Services
Noela Ward – Manager Community Development
Risk Assessment (Legal, Financial, Political etc.):
The Park sizes overall will be larger, the number of lots will increase Council’s rates base, the Park should be enhanced and improved – at least that is the undertaking given b the ULDA.
Policy Implications:
Nil
Financial Resource Implications:
No cost to Council for the reconfiguration of the Reserve.
Link to Corporate Plan:
Corporate Plan 2009-2013 — 8.4.8(a) To provide or assist with the attainment of long term and affordable housing for residents of the region.
Supporting Documentation:
1View |
Park reconfiguration ULDA - request for trusteeship relinquishment |
D11/33519 |
2View |
Letter of Request - ULDA MRC revocation park trustee |
D11/33520 |
Status Report
Meeting: General 23 November 2011 |
Date: 12 November 2011 |
Item Number: 17.1 |
File Number: D11/33236 |
Subject Heading: Financial Sustainability Report for September 2011
Classification: Open Access
Name of Applicant:
Location:
Author & Officer’s Title: Karen Searle, Financial Services & Rates Coordinator
Executive Summary: The Financial Sustainability Report for the period ending 30 September 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. |
That the Progressive Financial Statements of Account for the period ending 30 September 2011 as included in the Financial Sustainability Report be received subject to audit.
|
Body of Report:
Summary of Financial Position
Overall Council has experienced a net loss of $17,796,309 for the period ending 30 September 2011.
Income Expenses
Total Revenue $11,849,487 Total expenses of $29,645,796 (which excludes depreciation expense estimated to be $2,832,744)
Operating Revenue $10,798,078
Capital Revenue $1,051,409
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 $8,155,243 of $20,992,873.
Cash at Bank
Balance of Cash at Bank as at 30 September 2011 is $31,507,029.
SUSTAINABILITY RATIOS
In preparation for the implementation of the new 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 |
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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 |
5.15%
|
>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
|
-150% |
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
|
1.05% |
<=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 rates not being issued
Comment on Financial Reports
Income Statement
Council’s operating position at the end of September is an operating loss of $17,796,309 (excluding estimated depreciation expense of $2,832,744) compared to a yearly amended budgeted operating surplus of $197,125. This is due to rates and charges not being levied.
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 |
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CATEGORY DEFINITION |
This category examines the level of rates arrears owing to Council. |
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KEY RESULT 1 |
Total Rates Outstanding as Percentage of Issues |
Rate notices not yet issued |
|
KEY RESULT 2 |
Rates Outstanding - Timeframes |
RATES BALANCES AS AT 30 JUNE 2011 |
RATES BALANCES AS AT 30 Sept 11 |
|
1st Levy |
249,196.15 |
|
|
2nd Levy |
797,078.15 |
|
|
Supp. Levies |
|
97,113.46 |
|
Arrears |
436,636.68 |
902,031.80 |
|
Interest |
75,764.39 |
38,774.64 |
|
Unallocated Receipts |
-144,697.55 |
|
|
Total |
1,413,977.82 |
1,037,919.90 |
INFLUENCING FACTORS |
|
||
COMMENTS |
Total rates outstanding as at 30 September 2011 is $1,037,919.90. The rate levy for the period 1 July 2011 to 31 December 2011 will be issued in October. Due to Authority being based on date, the total outstanding as at 30 June 2011 becomes arrears as at 1 July 2011.
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RATES - Transactions Processed |
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CATEGORY DEFINITION |
This category examines the rates queries processed by Rates staff. |
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KEY RESULT 1 |
Transactions Processed |
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|
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 |
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|
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November |
|
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|
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December |
|
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|
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January |
|
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February |
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|
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March |
|
|
|
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April |
|
|
|
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May |
|
|
|
|
June |
|
|
|
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Total |
48 |
112 |
113 |
77 |
INFLUENCING FACTORS |
Due to issues with NAR in Authority there were no changes of address in July/August. The issue of rates notices influences the change of address.
|
COMMENTS |
The
average monthly change of address is 21, September is above average
with 48, due to the Name and Address Register in Authority The average monthly change of ownership is 42, with September being below average with 21 . The average monthly supplementary levies is 7, with September being below average with 0.
|
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RATES – Queries Process |
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CATEGORY DEFINITION |
This category examines the number and type of complaints received about rates and charges levied by Council |
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KEY RESULT 1 |
Rating Queries |
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|
Jul |
Aug |
Sep |
Oct. |
Nov |
Dec |
Jan |
Feb |
Mar |
Apr |
May |
Jun |
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Water |
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Sewerage |
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Garbage |
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|
|
|
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|
|
|
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General Rate Charges |
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|
|
|
|
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|
|
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|
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Wild Dog Charges |
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Addressing |
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Pensioner |
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Excess Water |
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Fire Levy |
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Owner Details |
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Trade Waste |
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Categories |
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Missed Discount |
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Payment/Refund |
|
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Water Meter Investigations |
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Printers |
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Area |
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|
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|
|
|
|
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Other |
5 |
10 |
25 |
|
|
|
|
|
|
|
|
|
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Total |
5 |
10 |
25 |
|
|
|
|
|
|
|
|
|
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INFLUENCING FACTORS |
|
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COMMENTS |
Other |
There have been many ratepayers enquiring as to why they have not received their rate notices. They were advised that the notices have not been issued and that Council are aiming to have the rates issued in October |
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DEBTORS
The current 90 day balances stands at $1,894,580.44 for 30 September 2011.
90-Day Debtors Accounts |
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As at 30 Sept 11 |
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|
Under $500.00 |
$500.00-$5,000.00 |
$5,000.00 - $50,000.00 |
Over $50,000.00 |
Saleyards |
195.38 |
29,385.10 |
||
Quarry |
628.16 |
140,509.18 |
488,303.21 |
|
General |
3,260.43 |
34,148.38 |
93,796.00 |
1,032,604.79 |
Childcare |
455.40 |
1,332.20 |
||
Bassett Park |
1,702.50 |
641.10 |
2,360.00 |
|
Library |
700.70 |
|||
Gas |
1,681.80 |
4,954.13 |
||
HACC/CACPS |
106.00 |
|||
MRV |
1,090.50 |
2,046.76 |
||
Rent |
6,649.21 |
43,780.23 |
5,769.28 |
|
Total |
14,321.92 |
87,530.96 |
271,819.56 |
1,520,908.00 |
Consultation (internal/external):
Deelea Sullivan – Team Leader Accountant - Assets
Debbie Gelhaar – Revenue Co-ordinator
Risk Assessment (Legal, Financial, Political etc.):
Nil
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 |
Income Expense Statement - as at 30 September 2011 |
D11/32794 |
2View |
Balance Sheet September 2011 |
D11/32795 |
3View |
Income Statement September 2011 |
D11/32796 |
4View |
Expenditure and Revenue Graphs - 30 September 2011 |
D11/32810 |
Report authorised by:
Belinda Hayward, Financial Accountant
Status Report
Meeting: General 23 November 2011 |
Date: 12 November 2011 |
Item Number: 17.2 |
File Number: D11/33237 |
SUBJECT HEADING: Financial Sustainability Report for October 2011
Classification: Open Access
Report compiled by: Karen Searle, Financial Services & Rates Coordinator
Month & Year of Report: October 2011
Name of Department: Corporate Services
Executive Summary: The Financial Sustainability Report for the period ending 31 October 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. |
That the Progressive Financial Statements of Account for the period ending 31 October 2011 as included in the Financial Sustainability Report be received subject to audit.
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Summary of Financial Position
Overall Council has experienced a net loss of $14,297,290 for the period ending 31 October 2011.
Income Expenses
Total Revenue $25,156,564 Total expenses of $39,453,854 (which excludes depreciation expense estimated to be $3,776,991)
Operating Revenue $24,105,155
Capital Revenue $1,051,409
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 $9,913,098 of $20,992,873.
Cash at Bank
Balance of Cash at Bank as at 31 October 2011 is $26,394,321.
SUSTAINABILITY RATIOS
In preparation for the implementation of the new 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 |
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Ratio
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Description |
Formula |
YTD Actual Result |
Benchmark
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Within Limits?
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Financial Capital Indicators |
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Working capital ratio
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Measures the extent to which Council has liquid assets available to meet short term financial obligations Current Liabilities |
Current Assets
Current Liabilities |
5.79%
|
>1 |
Yes |
Operating Surplus ratio
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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
|
-.60% |
0-110% |
No |
Net Financial Liabilities ratio
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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
|
1.61% |
<=60% |
Yes |
Interest coverage ratio
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This ratio indicates the extent to which Council's operating revenues are committed to interest expenses
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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 rates not reflected in the Income Statement.
Comment on Financial Reports
Income Statement
Council’s operating position at the end of October is an operating loss of $14,297,290 (excluding estimated depreciation expense of $3,776,991) compared to a yearly amended budgeted operating surplus of $262,833. This loss is due to the rates revenue not reflected in the statement.
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 |
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CATEGORY DEFINITION |
This category examines the level of rates arrears owing to Council. |
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KEY RESULT 1 |
Total Rates Outstanding as Percentage of Issues |
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KEY RESULT 2 |
Rates Outstanding - Timeframes |
RATES BALANCES AS AT 30 JUNE 2011 |
RATES BALANCES AS AT 31 Oct 11 |
|
1st Levy |
249,196.15 |
9,788,528.33 |
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2nd Levy |
797,078.15 |
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Supp. Levies |
|
97,113.46 |
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Arrears |
436,636.68 |
889,891.10 |
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Interest |
75,764.39 |
46,492.54 |
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Unalloc Rec |
-144,697.55 |
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Total |
1,413,977.82 |
10,822,205.43 |
INFLUENCING FACTORS |
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COMMENTS |
Total rates outstanding as at 31 October 2011 is $10,822,205.43. The rate levy for the period 1 July 2011 to 31 December 2011 was issued on 26 October 2011.
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RATES - Transactions Processed |
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CATEGORY DEFINITION |
This category examines the rates queries processed by Rates staff. |
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KEY RESULT 1 |
Transactions Processed |
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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 |
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December |
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January |
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February |
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March |
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April |
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May |
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June |
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Total |
72 |
140 |
181 |
77 |
INFLUENCING FACTORS |
The issue of rates notices influences the change of address. There were no supplementary levied issued in September or October due to testing of rates data for issue of rates. |
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COMMENTS |
The average monthly change of address is 21, October is below average with 24 The average monthly rate searches is 32, with October being below average with 28. The average monthly change of ownership is 42, with October being above average with 68 . The average monthly supplementary levies is 7, with September being below average with 0.
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RATES – Queries Process |
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CATEGORY DEFINITION |
This category examines the number and type of complaints received about rates and charges levied by Council |
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KEY RESULT 1 |
Rating Queries |
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Jul |
Aug |
Sep |
Oct. |
Nov |
Dec |
Jan |
Feb |
Mar |
Apr |
May |
Jun |
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Water |
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Sewerage |
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Garbage |
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General Rate Charges |
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Wild Dog Charges |
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Addressing |
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Pensioner |
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Excess Water |
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Fire Levy |
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Owner Details |
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Trade Waste |
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Categories |
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Missed Discount |
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Payment/Refund |
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Water Meter Investigations |
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Printers |
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Area |
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Other |
5 |
10 |
25 |
30 |
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Total |
5 |
10 |
25 |
30 |
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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. |
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COMMENTS |
Other |
There have been many ratepayers enquiring as to why they have not received their rate notices. They were advised that the notices have not been issued and that Council are aiming to have the rates in October |
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DEBTORS
The current 90 day balances stands at $2,887,180.48 for 31 October 2011.
90-Day Debtors Accounts |
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As at 30 Oct 11 |
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Under $500.00 |
$500.00-$5,000.00 |
$5,000.00 - $50,000.00 |
Over $50,000.00 |
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Saleyards |
0.30 |
7,212.21 |
34,327.45 |
74022.61 |
Quarry |
628.16 |
|
22,7682.10 |
1390696.59 |
General |
6,025.51 |
45,049.66 |
89,918.46 |
944,845.50 |
Childcare |
618.50 |
2,791.40 |
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Bassett Park |
1,195.20 |
7,112.21 |
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Library |
839.00 |
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Gas |
1,133.25 |
4,954.13 |
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HACC/CACPS |
236.00 |
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MRV |
469.83 |
1,512.19 |
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Rent |
6,943.47 |
32,358.47 |
5,769.28
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Total |
18,928.22 |
100,990.27 |
357,697.29 |
2,409,564.7 |
Supporting Documentation:
1View |
Income Expense Statement - as at 31 October 2011 |
D11/32801 |
2View |
Income Statement October 2011 |
D11/32802 |
3View |
Balance Sheet October 2011 |
D11/32803 |
4View |
Expenditure and Revenue Graphs - 31 October 2011 |
D11/32892 |
Report authorised by:
Belinda Hayward, Financial Accountant
Matthew McGoldrick, Director of Corporate Services