Agenda of General - 28 March 2012

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

ATTENDANCE

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

GUESTS

David Stewart, Director General of Department of Transport and Main Roads.

Kym Murphy, Regional Director (South West) of Department of Transport and
Main Roads.

WELCOME

The Mayor welcomed all present and declared the meeting open at 9.08am.

APOLOGIES

There were no apologies for the meeting.

Confirmation of Minutes

Resolution No. GM.065.12

Moved Cr Hartley Seconded Cr Newman

That the minutes of the General Meeting (4-7.03.12) held on 7 March 2012 be confirmed.

CARRIED 9/0

Business Arising FROM MiNUTES

There was no business arising from the minutes.

On the Table

There were no items for discussion on the table.

Presentations/Petitions and Deputations

David Stewart, Director General of Department Transport and Main Roads provided an overview of flood recovery works. He advised that the department has a recovery program budget of approximately $700 million in the south west region of which $200 million has been completed to date.

Discussion also took place on the importance of progressing replacement of the Mitchell bridge.

The Mayor announced that the LGAQ Natural Disaster Management Conference will be held in Roma in late July/early August 2012.

Consideration of notices of business

There were no notices of business for consideration.

Consideration of notices of motion

There were no notices of motion for consideration.

Reception of notices of motion for next meeting

No notices of motion were received for the next meeting.

Business

Executive Services

Item Number: 10.1		File Number: D12/5389
Subject Heading: 2011/2012 Operational Plan Quarterly Review
Author and 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 31^st December 2011 is presented for Council’s consideration. An update on activities identified in the Operational Plan has been undertaken and explanations provided.
Discussion: Council raised questions on a number of items contained within the report which were responded to in turn by the appropriate officer. Cr. Price enquired if the economic development DVD released last year is available for public distribution. Director Planning and Environment indicated he would follow up on the matter. Council enquired on the next steps of consultation for the Regional Planning Scheme. Director Planning and Environment provided an update on the matter.
Delegated Officer	Director Planning & Environment
Cr Chambers enquired on above ground works in relation to Wallumbilla bore. Director Infrastructure to follow up on the matter. Cr. Price enquired on traffic island works in Injune. Director Infrastructure advised he would follow up on the matter. Cr. Denton enquired on progress of the water pressure matter identified in Injune. Director Infrastructure advised he would follow up on the matter.
Delegated Officer	Director Infrastructure

Resolution No. GM.066.12 Moved Cr Chambers Seconded Cr Watson That the second quarterly report on the activities to achieve the goals and strategies outlined in the 2011/12 Operational Plan be received. CARRIED 9/0

Delegated Officer		Manager Risk and Facilities

Item Number: 10.2	File Number: D12/6316
Subject Heading: Update on Roma Airport Works and Official Opening
Author and Officer’s Title: Paul Bawden, Chief Executive Officer
*Executive Summary:* The purpose of this report is to provide an update to Council on the Roma Airport Works and Official Opening on 17 March, 2012.
Discussion: The CEO provided an update on progress including the need to finalise operational security screen installation requirements.
Resolution No. GM.067.12 Moved Cr Price Seconded Cr Newman That Council notes and endorses the report providing an update on Roma Airport Works and Official Opening. CARRIED 9/0

Delegated Officer	Chief Executive Officer

Community Services

Item Number: 11.1	File Number: D12/6022
Subject Heading: Regional Arts Development Fund (RADF) Annual Bid 2012-2013
Author and Officer’s Title: Noela Ward, Manager Community Development
*Executive Summary:* The Regional Arts Development Fund (RADF) Bid is an annual application submitted by Council to Arts Queensland for funds to support the local RADF Program.
Resolution No. GM.068.12 Moved Cr Bartels Seconded Cr Chambers That Council- (a) approve the amount of $35,000.00 for the Regional Arts Development Fund (RADF) Annual Bid 2012-2013 for funds from Arts Queensland; and (b) approve a budgetary allocation of $15,000.00 for the 2012-2013 Council Budget being Council’s contribution toward the 2012-2013 Regional Arts Development Fund (RADF) Program. CARRIED 9/0

Delegated Officer	Manager Community Development

Corporate Services

Item Number: 12.1	File Number: D12/5417
Subject Heading: Purchasing Policy
Author and Officer’s Title: Gemma Lines, Stores and Purchasing Coordinator
*Executive Summary:* In accordance with the Local Government Act 2009 Council is required to establish a Purchasing Policy which sets out Council’s legally compliant Purchasing and contracting principles that will be applied by all Council staff when undertaking any Purchasing.
Resolution No. GM.069.12 Moved Cr Wason Seconded Cr Newman That Council adopts the revised Purchasing Policy as presented. CARRIED 9/0

Delegated Officer	Stores and Purchasing Coordinator

Item Number: 12.2	File Number: D12/5928
Subject Heading: Complaints Management Policy Applicant: N/A
Author and Officer’s Title: Debbie Tully, Administration Manager
*Executive Summary:* Under Section 268 (1) of the Local Government Act 2009, Council is required to establish a complaints management process for resolving administrative action complaints.
Resolution No. GM.070.12 Moved Cr Denton Seconded Cr Watson That Council adopt the Complaints Management Policy as presented. CARRIED 9/0

Delegated Officer	Administration Manager

Planning & Environment

Cr Bartels declared a perceived conflict of interest in the following item due to him owning an accommodation facility in Roma and left the Chambers at 10.07am, taking no further part in discussions or debate.

Item Number: 15.1

File Number: D12/5040

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

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

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

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

Executive Summary:

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

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

Discussion:

Council discussed room layout options for the specified units.

Resolution No. GM.071.12

Moved Cr Price Seconded Cr Denton

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

Complete and Maintain

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

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

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

Plan/Document number	Plan/Document name	Date
1128.001 Issue G	Site Plan	12 December 2011
1128.102 Issue A	Vehicle Simulation Swept Path Diagrams	12 December 2011
1128.101 Issue C	Typical Unit Plan	30 September 2011
1128.002 Issue B	Upper Floor Plan	30 September 2011
1128.201 Issue B	Elevations	30 September 2011
1128.202 Issue B	Elevations	30 September 2011

Stormwater and Drainage

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

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

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

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

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

Erosion Control

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

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

Services Provisions

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

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

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

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

Rubbish Collection and Amenity

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

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

Access, Roads, Landscaping and Lighting

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

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

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

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

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

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

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

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

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

Avoiding Nuisance

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

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

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

Buildings

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

Advertising Signs

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

Use

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

Infrastructure Contributions

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

CARRIED 8/0

Delegated Officer

Director Planning & Environment

Subject Heading: suspension of standing orders

Council adjourned the meeting for morning tea at 10.14am

Cr Bartels joined Councillors for morning tea at 10.14am.

Subject Heading: resumption of standing orders

Council returned from morning tea at 11.00am

Cr Bartels had previously declared a perceived conflict of interest in the item “Application for Material Change of Use - "Motel" (33 Units) File No. 2011/17879” due to him owning an accommodation facility in Roma and did not return to the Chambers at 11.00am, taking no further part in discussions or debate.

At cessation of discussions on the abovementioned item, Cr Bartels entered the Chambers at 11.02am.

Status Reports

Corporate Services

Item Number: 18.1	File Number: D12/3943
Subject Heading: Financial Sustainability Report for December 2011
Author and Officer’s Title: Karen Searle, Financial Services & Rates Coordinator
Month & Year of Report: December 2011 Name of Department: Corporate Services *Executive Summary:* The Financial Sustainability Report for the period ending 31 December 2011 is presented for Council’s consideration. Each month, year to date financial statements are prepared in order to monitor actual performance against the latest adopted budget.
Discussion: Councillors enquired on a number of items contained within the financial sustainability report. Officers responded accordingly.
Resolution No. GM.072.12 Moved Cr Watson Seconded Cr Hartley That the Progressive Financial Statements of Account for the period ending 31 December 2011 as included in the Financial Sustainability Report be received subject to audit. CARRIED 9/0

Delegated Officer	Financial Services & Rates Coordinator

Item Number: 22.1	File Number: D12/5524
Subject Heading: Ratification of the February 2012 RADF Funding Round
Author and Officer’s Title: Noela Ward, Manager Community Development
*Executive Summary:* The Maranoa Regional Council Regional Arts Development Fund (RADF) Committee has assessed funding applications for arts and cultural projects and activities submitted under the February 2012 funding round.
Resolution No. GM.073.12 Moved Cr Price Seconded Cr Hartley That Council endorse the RADF Committee’s recommendation for the payment of funding under the RADF program to approved applicants: Booringa Heritage Group - $2,650.00 Friends of the Mitchell on Maranoa Gallery - $2,022.00 Creative Injune - $1,326.00 Isolated Children’s Parents Association – Mitchell-Toomoo Branch $585.00 Mitchell Arts Council - $3,125.00 CARRIED 9/0

Delegated Officer	Manager Community Development

CLOSURE

There being no further business, the Mayor thanked Council for their attendance and declared the meeting closed at 11.18am.

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

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Mayor. Date

Maranoa Regional Council

General Meeting - 28 March 2012

Officer Report

Meeting: General 28 March 2012	Date: 15 March 2012
Item Number: 11.1	File Number: D12/7076

Subject Heading: 2012 Australia Day Awards & Celebrations Post Event Report

Classification: Open Access

Name of Applicant:

Location:

Author & Officer’s Title: Nicola Gear, Community Development Coordinator - Surat

Executive Summary:

A Post Event Report on the 2012 Australia Day Awards & Celebrations held on 26 January 2012.

Officer’s Recommendation:

That Council receive and note the Officer’s Report as presented.

Body of Report:

Prior to the 2012 Australia Day Celebrations, event formats were developed with the assistance of Council staff, volunteer community organisations and the Community Development Coordinators, which resulted in a diverse program being delivered throughout the region for each respective community of Injune, Mitchell, Roma, Surat and Wallumbilla on Australia Day, 26 January 2012.

Council’s 2012 Australia Day Program was well received by community members with enthusiastic crowds of approximately 630 people in attendance throughout the region. Attendance numbers and delivery of activities were affected throughout the region, due to inclement weather.

In addition, extensive positive media coverage was received and feedback from community members and Australia Day Ambassadors was also extremely positive and complimentary.

Australia Day Event Programs:

Injune & District Attendance: 60 people

Venue: Injune Memorial Hall Time: 6:00pm – 9:00pm

Australia Day Ambassador: David Pugh

Celebrations and activities: Australia Day Awards Ceremony, Affirmation Ceremony, cutting of the Australia Day Cake, live performance of National Anthem, Big Yard Games, cooking demonstration, free BBQ Dinner, refreshments on sale, free helium balloons, free ice-blocks for the kids and Aussie give-aways.

Community Partners: Injune Swimming Pool, Injune District Tourism Association, Injune Bowls Club, Maranoa Health Enhancement Program and Advance Injune.

Mitchell & District Attendance: 100 people

Venue: Mitchell Shire Hall & Great Artesian Spa Complex Time: 8:00am – 3:00pm

Australia Day Ambassador: David Pugh

Celebrations and activities: Australia Day Awards Ceremony, Affirmation Ceremony, cutting of the Australia Day Cake, Australian Breakfast and refreshments on sale, Bike & Scooter Aussie Day Parade, Swimming Pool activities, live music from the Slippery Gypsies, Trivia, Aussie give-aways and Nalingu Ulbulla Exhibition at the Mitchell on Maranoa Gallery.

Community Partners: Bulldog Bikes, St Patricks P&F Association, Great Artesian Spa Complex, The Slippery Gypsies, Nalingu Aboriginal Corporation, Mitchell Bakery and Mitchell Youth.

Roma & District Attendance: 150 people

Venue: Bassett Park Time: 6:00pm – 9:00pm

Australia Day Ambassador: Gerrard Gosens

Celebrations and activities: Citizenship Ceremony, Australia Day Awards Ceremony, Affirmation Ceremony, cutting of the Australia Day Cake, face painting, free helium balloons, Service Clubs food and refreshments on sale, Aussie Music with DJ Johnny Mac and Aussie give-aways.

Community Partners: Roma Lions Club, Rotary Club of Roma, Zonta Club of Roma, School Chaplaincy Committee, Susan Klein and Roma Tourism Association.

Surat & District Attendance: 140 people

Venue: Surat Golf Club Time: 8:00am – 4:00pm

Australia Day Ambassador: Gerrard Gosens

Celebrations and activities: Australia Day Awards Ceremony, Affirmation Ceremony, cutting of the Australia Day Cake, Aussie BBQ Breakfast and refreshments on sale, live jazz band entertainment, best dressed Aussie competition, yabby race, Billy Boiling Competition, free helium balloons, Aussie give-aways, Swaggies Lunch, President’s Golf Day and Great Australian BBQ Dinner.

Community Partners: Maranoa Charity Rodeo, Surat Golf Club, Surat Fishing & Restocking Club, Spirit of the River Festival, Surat RSL Sub Branch, Lions Club of Surat, Maranoa Health Enhancement Program, Cobb & Co Country Motel and Voice of Warroo.

Wallumbilla & District Attendance: 180 people

Venue: Wallumbilla Showgrounds and Recreational Area Time: 8:00am – 4:00pm

Australia Day Ambassador: Sergeant Jim Bellos

Celebrations and activities: Australia Day Awards Ceremony, Affirmation Ceremony, cutting of the Australia Day Cake, Observation Car Rally, Billy Tea and Damper Morning Tea, refreshments on sale, novelty events, dog jumping, hay stacking, Tug-of-War, The Great Aussie Foot Race, Free BBQ Lunch and Aussie give-aways.

Community Partners: Wallumbilla Heritage Association, local businesses and many community members.

Marketing of Event Programs:

Event programs were communicated through the region via print media editorial, advertising and a range of additional marketing initiatives including:

§ Editorial Coverage through local and Toowoomba media;

§ Bottle Tree Bulletin Community Newsletter;

§ Posters on noticeboards;

§ Flyers mailed to all householders in the Maranoa Region;

§ Radio Advertising;

§ Newspaper Advertising;

§ On-air Radio Interview with Mayor;

§ Radio Interview with Community Development Coordinator;

§ Facebook Page;

§ Council Website;

§ Council Messages on Hold;

§ Multimedia Screen in Customer Service Area; and

§ Emails to Community Contact Lists.

Feedback:

§ Successful events held across the region were well supported by both attendees as well as community organisations and volunteers;

§ Timing of events were well organised, avoiding the heat of the day;

§ Events were well attended, despite miserable weather patterns;

§ Each community enjoyed hosting an Australia Day Ambassador;

§ The free family activities and competitions were fantastic, enjoyed by all and were inclusive of all ages;

§ Promoting the events on Facebook worked really well in informing younger community members throughout the region, with a rise in the younger demographic attending the celebrations;

§ There is a need to investigate alternate venues to accommodate for all weather access and ease of set up and take down of event;

§ What appears to continue to work well is encouraging more involvement from the community, both from individual volunteers, as well as partnering with community organisations to both plan and deliver each celebration.

Consultation (internal/external):

Tony Klein – Director Community Services

Noela Ward – Manager Community Development

Heidi Schutt – Community Development Coordinator – Injune

Jane Fenton – Community Development Coordinator – Mitchell

Mark McDevitt – Community Development Coordinator – Roma

Kelly Rogers – Executive Coordinator

Jane Frith – Corporate Communications Officer

Stephanie Drewett – Project Coordinator, Department of the Premier and Cabinet

Local Community Organisations

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

Nil.

Policy Implications:

Nil.

Financial Resource Implications:

$25,000.00 as per the 2011-2012 Regional Australia Day Budget.

Link to Corporate Plan:

Corporate Plan 2009-2013 — 8.4.3(a) To develop community capacity and encourage community engagement so as to address identified needs and opportunities to enhance the quality of life and wellbeing for residents of our region

Supporting Documentation:

Nil

Report authorised by:

Noela Ward, Manager Community Development

Tony Klein, Director of Community Services

Maranoa Regional Council

General Meeting - 28 March 2012

Status Report

Meeting: General 28 March 2012	Date: 16 February 2012
Item Number: 18.1	File Number: D12/4345

SUBJECT HEADING: Financial Sustainability Report for January 2012

Classification: Open Access

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

Month & Year of Report: January 2012

Name of Department: Corporate Services

Executive Summary:

The Financial Sustainability Report for the period ending 31 January 2012 is presented for Council’s consideration. Each month, year to date financial statements are prepared in order to monitor actual performance against the latest adopted budget.

Officer’s Recommendation:

That the Progressive Financial Statements of Account for the period ending 31 January 2012 as included in the Financial Sustainability Report be received subject to audit.

Summary of Financial Position

Overall Council has experienced a net loss of $17,228,724 (including estimated depreciation of $6,609,735) for the period ending 31 January 2012.

Income Expenses

Total Revenue $53,278,006 Total expenses of $63,896,995 (which includes depreciation expense estimated to be $6,609,735)

Operating Revenue $51,949,324

Capital Revenue $1,328,682

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 $15,316,363 of $20,992,873.

Cash at Bank

Balance of Cash at Bank as at 31 January 2012 is $29,155,732.

SUSTAINABILITY RATIOS

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

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

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

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

Department Infrastructure and Planning Sustainability Ratios

Ratio

Description

Formula

YTD

Actual

Result

Benchmark

Within

Limits?

Financial Capital Indicators

Working capital ratio

Measures the extent to which

Council has liquid assets

available to meet short term

financial obligations Current Liabilities

Current Assets

Current Liabilities

6.67%

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

-0.34%

0-110%

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

-1.52%

<=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, are within the acceptable range, excluding Operating Surplus Ratio. This is due to high Contracts payments.

Comment on Financial Reports

Income Statement

Council’s operating position at the end of January is an operating loss of $17,228,724 (including estimated depreciation expense of $6,609,735) compared to a yearly amended budgeted operating surplus of $459,958.

Loan Borrowings

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

Rates Information

ARREARS - RATES DEBTORS
CATEGORY DEFINITION	This category examines the level of rates arrears owing to Council.
KEY RESULT 1	Total Rates Outstanding as Percentage of Issues
	Rates Outstanding - Timeframes	RATES BALANCES AS AT 30 JUNE 2011	RATES BALANCES AS AT 31 Jan 12
	1^st Levy	249,196.15	1,324,407.67
	2^nd Levy	797,078.15
	Supp. Levies		97,113.46
	Arrears	436,636.68	750,657.45
	Interest	75,764.39	99,967.16
	Unalloc Rec	-144,697.55
	*Total*	1,413,977.82	2,272,145.74
INFLUENCING FACTORS
COMMENTS	Total rates outstanding as at 31 January 2012 is $2,272,145.74. The rate levy for the period 1 July 2011 to 31 December 2011 was issued on 26 October 2011 and discount closed on 25 November 2011. Reminder letters have been forwarded to ratepayers with outstanding rates and charges.

RATES - Transactions Processed
CATEGORY DEFINITION	This category examines the rates queries processed by Rates staff.
KEY RESULT 1	Transactions Processed
	Change of Address	Rate Searches	Change of Ownership	Supplementary Levies
TOTAL 2010/11	254	387	507	83
July	0	23	37	29
August	0	40	55	48
September	48	49	21	0
October	24	28	68	0
November	4	52	72	0
December	28	35	50	0
January	30	39	46	7
February
March
April
May
June
Total	134	266	349	84
INFLUENCING FACTORS	The issue of rates notices influences the change of address. There were no supplementary levied issued in September to December due to testing of rates data for issue of rates.
COMMENTS	The average monthly change of address is 21, January is above average with 30 The average monthly rate searches is 32, with January being above average with 39. The average monthly change of ownership is 42, with January being below average with 40 . The average monthly supplementary levies is 7, with November being average with 7.

RATES – Queries Process

CATEGORY DEFINITION

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

KEY RESULT 1

Rating Queries

Jul

Aug

Sep

Oct.

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Water

Sewerage

Garbage

General Rate Charges

Wild Dog Charges

Addressing

Pensioner

Excess Water

Fire Levy

Owner Details

Trade Waste

Meeting: General 28 March 2012	Date: 5 March 2012
Item Number: 16.1	File Number: D12/6000

90-Day Debtors Accounts
As at 31 Jan 12
	Under $500.00	$500.00-$5,000.00	$5,000.00 - $50,000.00	Over $50,000.00

Saleyards	499.66	1,188.07	61,363.18	137,128.19
Quarry		6,715.10	107,112.30	1,003,204.01
General	7,671.76	71,336.28	269,412.83	1,276,338.79
Childcare	703.15	2,176.70
Bassett Park	1,128.10	8,715.71
Library	1,598.40
Licences	1,062.00
HACC/CACPS	1,453.21
MRV		6,397.41
Rent	4,244.41	35,334.65
Total	18,360.69	131,863.92	437,888.31	2,416,670.99

1 View	Income Statement January 2012	D12/4304
2 View	Balance Sheet January 2012	D12/4307
3 View	Income Expense Statement - as at 31 January 2012	D12/4302
4 View	Expenditure and Revenue Graphs - 31 January 2012	D12/4313