final minutes - mackay regional council · 2016-08-23 · final minutes corporate services standing...
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FINAL MINUTES
17 August 2016
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39108
Table of Contents
Folio Date Particulars
39109 17.08.2016 Corporate Services Standing Committee Minutes
39125 31.07.2016 Organisational Services Monthly Review - July 2016
39152 31.07.2016 Strategic Financial Report for the Month of July 2016
39169 17.08.2016 Organisational Services Annual Review - 2015/2016
Declaration of Potential Conflict of Interest
Nil.
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CORPORATE SERVICES STANDING COMMITTEE
MINUTES
1. COMMITTEE ATTENDANCE:
Crs K L May (Acting Chairperson), M J Bella, A R Paton and Mayor G R Williamson
were in attendance at the commencement of the meeting.
2. NON-COMMITTEE ATTENDANCE:
Also present were Cr K J Casey, Cr J F Englert, Cr R C Gee, Cr F A Mann (nee
Fordham), Mr C Doyle (Chief Executive Officer), Mr A Knight (Director
Organisational Services) and Mrs M Iliffe (Minute Secretary).
The meeting commenced at 1.00 pm.
3. ABSENT ON COUNCIL BUSINESS:
Nil
4. APOLOGIES:
4.1 LEAVE OF ABSENCE - CR WALKER
THAT Cr Walker be granted leave of absence for today's meeting.
Moved Cr Bella Seconded Cr Williamson
CARRIED
5. CONFLICT OF INTEREST:
Nil
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6. CONFIRMATION OF MINUTES:
6.1 CORPORATE SERVICES STANDING COMMITTEE MINUTES -
20 JULY 2016
THAT the Corporate Services Standing Committee Meeting Minutes
held on 20 July 2016 be adopted.
Moved Cr Paton Seconded Cr Bella
CARRIED
7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:
Nil
8. CORRESPONDENCE AND OFFICERS’ REPORTS:
8.1 ORGANISATIONAL SERVICES MONTHLY REVIEW (JULY 2016)
Author Director Organisational Services
Purpose
To keep Council/Committee updated on Organisational Services activities.
Background/Discussion
All departments within MRC prepare a monthly review which identifies activities
undertaken and progress made during the specific month.
Consultation and Communication
The report contains input from each and every Program within Organisational Services.
Resource Implications
As required to compile report, which is a routine task for multiple employees.
Risk Management Implications
Nil.
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Conclusion
Council/Committee is kept informed of activities within Organisational Services.
Officer's Recommendation
THAT the Corporate Services Standing Committee receives the Organisational
Services Monthly Review for July 2016.
Cr Casey queried with the MRC turnover percentage currently sitting near 2% if any
exit interviews have been undertaken.
The Director of Organisational Services (DOS) advised there had been four (4)
contracts finished and three (3) staff members retiring during the month and these were
included in the turnover statistics. Turnover is tracked in terms of departure reasons and
any trends are investigated but evidence to date doesn’t suggest any concerns.
Cr Paton queried if the abandoned calls to the call centre were followed up with a call
back process or where they lost calls.
DOS advised there was no call back procedure in place for abandoned calls but if a
caller waiting in the queue chose to have Council call them back rather than continue to
wait they could chose this option. The average wait time in the queue was
approximately 14 seconds with the longest wait no more than a few minutes, and hence
there is confidence that those calls that go abandoned are not due to excessive wait
times on hold.
Cr Paton queried if the expected depreciation has been budgeted.
DOS advised there would be an impact in this year's financial statements but at this
stage it is too early to provide what this impact will be as the accounts are still being
finalised.
The CEO advised there was a change in the interpretations of an Accounting Standard
which came into effect on 1 July 2016 after Council's budget had been adopted and this
is the reason the depreciation figure has been impacted.
Cr Paton queried why the Stadium stairs required replacement given the venue was not
that old.
DOS advised the Contractor applied slurry/capping over the top of the steps to rectify
some issues and this work was passed as being compliant. Since then the applied
topping has degraded requiring repair which in this case involved a new set of stairs
being constructed over the old set. The northern set has been completed and certified
with the southern set to commence shortly.
Cr May queried if the Stadium construction was still within the defect period.
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DOS advised the Stadium was outside the defect period.
Cr Paton queried if the vehicle washbays at the Mirani and Sarina depots were for
Council use only.
DOS advised the business case provided was for co-use of the washbays to assist with
recovery costs.
Cr May queried if the Property Service Building Maintenance requests could be broken
into what types of requests are received in future reports.
DOS advised the Property Services Building Maintenance Request graph will be
updated in future reports to show additional information.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Bella
CARRIED
8.2 STRATEGIC FINANCIAL REPORT FOR THE MONTH OF JULY
2016
Author Director Organisational Services
Purpose
To adopt Council’s Strategic Financial Report for the month of July 2016.
Background/Discussion
Under Part 9 Section 204 of the Local Government Regulation 2012, the Local
Government is required to prepare a financial report which the Chief Executive Officer
presents at a meeting of the local government once a month.
The financial report must state the progress that has been made in relation to the local
government’s budget for the period of the financial year up to a day as near as
practicable to the end of the month before the meeting is held.
Consultation and Communication
Chief Executive Officer, Directors, Manager Financial Services
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Resource Implications
As this is the first month of the financial year no major variances have been identified.
Risk Management Implications
Nil
Conclusion
Council is tracking favourably during July, noting this is the first month of the financial
year.
Council is cognisant of the current economic climate and will continue to closely
monitor how the various revenue streams are tracking throughout the remainder of the
year to forecast. There are no significant variances to report at this time and no reliable
indicators of any future potential issues.
Officer's Recommendation
THAT the attached Strategic Financial Report for the month of July 2016 be
adopted.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Bella Seconded Cr Williamson
CARRIED
8.3 ORGANISATIONAL SERVICES ANNUAL REVIEW 2015/16
Author Director Organisational Services
Purpose
To update Council/Committee on Organisational Services activities throughout the
2015/16 financial year.
Background/Discussion
This report summarises the 2015/16 outcomes for Organisational Services activities.
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Consultation and Communication
The report contains input from each and every Program within Organisational Services.
Resource Implications
NIL
Risk Management Implications
NIL
Conclusion
Council/Committee is kept informed of activities within Organisational Services.
Officer's Recommendation
THAT the Corporate Services Standing Committee receives the Organisational
Services 2015/16 Annual Review.
Cr Paton queried if there was some procedure in place for driver education given the
118 motor vehicle claims lodged in the 2015-2016 year.
The Director of Organisation Services (DOS) advised when the vehicle incidents were
investigated it was determined that 'at fault' ratio was approximately 50/50. All vehicle
incidents are assessed and investigated where warranted. Post incident drug and
alcohol tests are part of the follow-up regime as outlined in our Drug and Alcohol
Policy. Employees that are involved in more than one incident are reported back to their
home program were they are followed-up. Defensive Driving is one of the course
offerings provided through our learning and development unit. Council also has an
annual ‘Take 5’ training in relation to vehicle operation.
DOS advised the Motor Vehicle Policy will be reviewed following these results to
educate the staff and reduce the number of claims going forward.
Cr Bella congratulated Council on the safety results achieved when compared to other
Group E Councils for the current year as well as last year.
Cr May queried how the review of Management Contracts for the Management Team,
Executive Managers and Directors was structured.
The CEO advised there are now two (2) different templates for the Management Team,
Executive Managers and Directors contracts which have been in place now for
approximately three (3) months. One is for an external staff member joining the
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organisation and the other is used when an existing staff member's current contract is
due to be renewed.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Bella
CARRIED
8.4 LEASING AGREEMENT - PUBLIC SAFETY BUSINESS AGENCY
(PSBA)
Author NAS Partnership Manager
Purpose
To approve the Licence agreement for the Public Safety Business Agency (PSBA) to
access the Council owned communications tower at Mt Pleasant.
Background/Discussion
The PSBA acts on behalf of the Queensland Police Service (QPS), Queensland
Ambulance Service (QAS), State Emergency Service (SES), and the Queensland Fire
and Rescue Service (QFRS).
The emergency service agencies currently utilise the water tank and railings at the Mt
Pleasant reservoir site and are required to relocate their equipment to the purpose-built
communications tower at the same location. This requires Council entering into an
arrangement with the PSBA to enable these agencies to utilise dedicated capacity on
the tower and associated telecommunications hut facility.
A report was previously presented to the Corporate Services Committee Meeting of 20
July 2016 at which time it was resolved –
Officer's Recommendation
THAT Council approve in principal a lease with PSBA for use of the
abovementioned assets, incorporating a lease fee of $2,500 per annum.
Moved Cr Williamson Seconded Cr Bella
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Whilst listed as a lease, the arrangement will be by way of a Licence, which in simple
terms will authorise the ability for PSBA to install antenna on the tower, and occupy
space within the existing telecommunications hut.
Post the meeting of 20 July, further discussions have been held with the PSBA who
have indicated acceptance of the proposal.
The ability to deal directly with the PSBA without tender or other process is allowed by
virtue of the provisions of the Local Government Regulation 2012, in particular section
236(1)(b)(i) – exemption for dealings with Government agencies, and section
236(1)(c)(vi) – exemption if use is for the purpose of a telecommunication tower.
Consultation and Communication
Previous Council consideration at Corporate Services Committee Meeting of 20 July
2016.
Further consultation with the PSBA.
Resource Implications
Licence income will be attributed to Program 6.01, Commercial Infrastructure
Management, under Water Other Revenue, job number 1.36029.1858 (rental income).
Conclusion
Following agreement from the PSBA it is recommended that entering into the Licence
be endorsed.
Officer's Recommendation
THAT the Committee resolves to apply the exemptions to tendering under
sections 236(1)(b)(i) and 236(1)(c)(vi) of the Local Government Regulation 2012.
FURTHER THAT the Committee approves the entering into of a Licence
agreement with the Public Safety Business Agency for utilisation of the existing
tower and communication hut at the Mt Pleasant Reservoir site, at a rate of
$2,500/annum plus GST for a term of five (5) years.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Bella
CARRIED
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8.5 RENEWAL OF LEASE - EASTERN SWANS AUSTRALIAN RULES
FOOTBALL CLUB INC
File No 239851-532-SP
Author Manager Property Services
Purpose
To approve the renewal of Eastern Swans Australian Rules Football Club Inc lease for
an area of approximately 5.198ha being part of Lot 532 on SP239851, 55 Petrie Street
South Mackay.
Background/Discussion
Mackay Regional Council is the Trustee of Recreational Reserve R277 Lot 532 on
SP239851 situated at Petrie Street, South Mackay. This parcel of land forms part of the
South Mackay Sports Precinct.
The Club was established in February 1970 initially being known as the East Mackay
Demons Football Club. Due to the club not having their fields all games were played at
other grounds until 1982 when they took over the lease for the Petrie Street site from
the Mackay Australian Football League, who originally held the lease.
Since 1985 the Club has transformed the site by making extensive improvements to the
field and facilities with the addition of change rooms and the existing clubhouse. In
1987 the Club merged with Trend United to become East Mackay Australian Football
Club Inc T/A Eastern Swans.
The Club is a family friendly club with a very strong junior contingent and has also
introduced a women’s team in the competition. The Club participates in the junior,
senior, women’s and reserve leagues and has approximately 300 club members
including 25 life members.
The Club is currently in the process of applying for a grant to upgrade the facilities,
including a new clubhouse to include new change rooms to accommodate both male
and female players. Other projects include a new scoreboard and picket fence to the
oval.
According to Section 236 (1) (c) (iii) of the Local Government Regulation 2012, “a
local government may dispose of a valuable non-current asset other than by tender or
auction if – the disposal is for the purpose of renewing the lease of land to the existing
tenant of the land.” Therefore, Council is not required to re-tender this before leasing
the property.
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Consultation and Communication
Consultation has occurred between representatives of Eastern Swans Australian Rules
Football Club, Lease Officer – Property Services, and Council’s Sport & Recreation
Program.
Resource Implications
All costs incurred in respect to the preparation and lodgement of the lease documents to
be borne by the Tenant.
The lease will be a standard ‘Trustee’ type lease inclusive of peppercorn rental of
$50.00 plus GST per annum and other like conditions.
Risk Management Implications
The Club have occupied and maintained the Lease site for many years. Should the lease
not be renewed, both the community and region would not be able to benefit from the
opportunities that arise from such a group.
Conclusion
The renewal of the lease to Eastern Swans Australian Rules Football Club Inc who
have shown a long term commitment to the land, its infrastructure and the local
community is the most advantageous outcome to Council.
The trustee lease will be signed under delegation once finalised.
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Officer's Recommendation
THAT the Committee resolves that an exemption applies under Section 236 (1)
(c) (iii) of the Local Government Regulation 2012, “a local government may
dispose of a valuable non-current asset other than by tender or auction if – the
disposal is for the purpose of renewing the lease of land to the existing tenant of
the land.”
FURTHER THAT the Committee approve a new lease for a term of ten (10)
years to Eastern Swans Australian Rules Football Club:
Over part of Lot 532 on SP239851 located at Petrie Street, South Mackay;
With such lease to commence from date of signing;
Be a standard ‘trustee’ type lease inclusive of peppercorn rental of $50.00
plus GST per annum and other like conditions;
In accordance with Section 236 (1) (b) (ii) of the Local Government
Regulation 2012 which permits the lease of land and property to not for
profit entities at below market rates; and
Be subject to the approval of the Department of Natural Resources and
Mines.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Williamson Seconded Cr Bella
CARRIED
8.6 PLANT REPLACEMENT - CONSULTATION WITH STAFF
Author Director Organisational Services
Purpose
To update the Corporate Services Standing Committee on new internal procedures and
practice with regard to consultation undertaken with staff and plant operators (as key
subject matter experts) when procuring replacement items.
Resource Implications
NIL
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Risk Management Implications
NIL
Officer's Recommendation
THAT the Corporate Services Standing Committee note the report.
Cr Bella congratulated the Director and his staff for preparing this report in a timely
manner and the updated process to fill the void felt by staff, by closing out the process
with staff it will ensure they feel included in the whole process.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Bella Seconded Cr Paton
CARRIED
9. TENDERS:
Nil
10. CONSIDERATION OF NOTIFIED MOTIONS:
Nil
11. PUBLIC PARTICIPATION:
Nil
12. LATE BUSINESS:
Cr Bella advised there have been two (2) house fires recently one (1) in the Sarina and
another in Koumala. The Sarina homeowners advised when they contacted the Sarina
Customer Service Centre to advice Council of their situation they received outstanding
customer service and the staff went above and beyond what was expected.
The CEO advised he had been in contact with the staff involved and thanked them on
behalf of Council for the assistance they provided to the residents.
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13. CONFIDENTIAL REPORTS:
THAT the meeting be closed to the public in accordance with the Local
Government Act 2009 (Section 275 (1) of the Local Government Regulation
2012) to discuss matters relating to:-
Confidential Item Reason for Meeting Closure
Sale of Council Owned Land -
Community Consultation Required
Prior to Selling
(e) contracts proposed to be made by
Council
Moved Cr Paton Seconded Cr Bella
CARRIED
1.32 pm - The meeting be closed to the public.
THAT the meeting be reopened to the public.
Moved Cr Bella Seconded Cr Paton
CARRIED
1.42 pm - The meeting was reopened to the public.
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13.1 SALE OF COUNCIL OWNED LAND - COMMUNITY
CONSULTATION REQUIRED PRIOR TO SELLING
Confidential
Committee Resolution
THAT Council proceed with the following action:
A. Commence negotiations with the adjoining property owner to Lot 16 on
RP732155 known as Michelle Crescent Park on Edmonds Street,
Bucasia to purchase an area of approximately of 146m2 (size of area yet
to be confirmed and subject to change) of such allotment.
B. The remaining area of Lot 16 on RP732155 to remain as Michelle
Crescent Park.
C. Tender to be let for the sale of Lot 31 on RP732121 known as 24
Heathwood Court, Hampden.
Moved Cr Bella Seconded Cr Paton
CARRIED
Committee Resolution
THAT a further report on options for Lot 548 on Ci4064 be prepared for
consideration by the Committee.
Moved Cr Bella Seconded Cr Paton
CARRIED
14. MEETING CLOSURE:
The meeting closed at 1.46 pm.
15. FOR INFORMATION ONLY:
Nil
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Confirmed on Wednesday 21 September 2016
………………………………………
ACTING CHAIRPERSON - Cr Karen May
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APPENDIX / ATTACHMENTS
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FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39188
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39189
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39190
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39191
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39192
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39193
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016
MIN/17.08.2016 FOLIO 39194