urhe °'°8''°°°'®°°'d'°° · a condolence card was sent to...

MINUTESOrdinary Meeting of Council

11 August 2015 commencing at 9:08am

URHE °"""'°8"''°°°""'"®°°'d'°°"Shire 50 Brolga Street Quilpie

1 OPENING OF MEETING

The Mayor declared the meeting open at 9:08am

2 PRESENT

Cr Stuart Mackenzie

Cr Jenny Hewson

Cr Stewart Sargent

Cr Tony Lilburne

Cr Milan Milosevic

Lisa Hamlyn (Manager of Corporate and Community Services)

Jocelyn Hall (Executive Assistant)

3 APOLOGIES

Chief Executive Officer

4 CONDOLENCES

A Condolence Card was sent to the relatives of the late Thomas McLellan, Kurt Gorringe, ToniWillmott and Mr Hunt.

5 RECEIVING AND CONFIRMATION OF MINUTES

5.1 (08/15) - Ordinary Meeting of QSC held Tuesday, 14 July 2015 at 9:48am

Minutes of the Ordinary Meeting of Quilpie Shire Council held in the Council Boardroom, 50 BrolgaStreet Quilpie on Tuesday, 14 July 2015.

Resolution No: (01-08-15 )

Moved by: Cr MilosevicSeconded by: Cr Hewson

That the minutes of the Ordinary Meeting of Quilpie Shire Council held on Tuesday, 14 July 2015 aretaken as read and confirmed as an accurate record of proceedings.

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Ordinary council Meeting Minutes 1

5.2 (08/15) - Special Meeting of QSC held Tuesday, 14 July 2015 at 9:09am

Minutes of the Special Meeting of Quilpie Shire Council held in the Council Boardroom, SO BrolgaStreet Quilpie on Tuesday, 14 July 2015.


Moved by: Cr SargentSeconded by: Cr Lilburne

That the minutes of the Special Meeting of Quilpie Shire Council held on Tuesday, 14 July 2015 aretaken as read and confirmed as an accurate record of proceedings.

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ATTENDANCE

Mrs Rhyna Nichol entered the meeting at 9:12am

Cr Mackenzie welcomed Mrs Rhyna Nicholls to the meeting.

Mrs Nicholls discussed various operational issues currently being faced at the Quilpie Post Office andrequested Councils assistance for facility maintenance.

ATTENDANCE

Mrs Rhyna Nichol left the meeting at 9:38am

Action: Matter deferred to the September Council Meeting

ATTENDANCE

Cr Lilburne left the meeting at 9:41am and returned at 9:47am

ATTENDANCE

Cr Hewson left the meeting at 9:47am and returned 9:50am

6 MAYORAL REPORT

Cr Mackenzie identified the following meetings attended since the previous Council meeting:

? South West Regional Economic Development (SWRED) Board meeting was held inCunnamulla on 16 July which Cr Mackenzie and Cr Hewson attended. Consultant, ClareMildren has been performing well for SWRED on a number of projects. A future projectdiscussed was the fly-in tourism market for the South West with the main focus on Roma as

a potential opportunity for development for the wider region. It was noted that there is aneed for a video journalist to be based in Roma and service the South West region. Thismatter will be pursued by SWRED.

? A visit from the FKG group was conducted on 20 July to investigate investment options inQuilpie, particularly in the accommodation / roadhouse fields. This is a positive step forpotential investment in the area.

ordinary councii Meeting Minutes 2

? At a meeting with the policy advisor for the Tourism Minister, Hon Kate Jones MP, it wasnoted that $40 million has been allocated for promotions in which the Outback GondwanaFoundation and Hell Hole projects might be eligible.

? The LGAQ Bush Councils Convention was attended by Cr Mackenzie and Cr Hewson in StGeorge on 29 July. Various meetings / workshops were held that highlighted issues with theFinancial Assistance Grants and how they are distributed throughout local governments inQueensland. A Financial forecast identified the importance of technology andcommunication and noted that 4G is being rolled out quicker than expected and is of higherquality than previous services. Mr Neil Scales, Director General, Department of Transportand Main Roads, advised that further funding will be available for the upgrade of the Quilpieto Charieville Road, which is a positive improvement within the Quilpie Shire road network.Further discussion regarding the impact of Quilpie Shire not being recognised as droughtdeclared by the Federal Government took place with Federal Member for Maranoa, HonBruce Scott MP. A meeting was also held with the Deputy Premier, Hon Jackie Trad MP,Agriculture Minister, Hon Bill Byrne MP and Main Roads Minister, Han Mark Baily MP.

? Eromanga recentiy accommodated a fundraising rally at which the participants were able toexperience the Eromanga Natural History Museum.

ATTENDANCE

Kullilli Bulloo River Aboriginal Corporation representatives, Brenda Fisher, Kayleen Hopkins andElizabeth McAvoy entered the meeting at 10:07am

Cr Mackenzie welcomed the representatives from the Kullilli Bulloo Aboriginal Corporation to themeeting.

The Kullilli Bulloo Aboriginal Corporation is seeking to establish a relationship with the relevantCouncil in the area and discussed employment opportunities, noxious weeds and IndigenousAustralia Caring for Country. Assistance from Council to develop any of these activities for the KullilliBulloo River Aboriginal Corporation would be appreciated.

Cr Mackenzie thanked the representatives and advised he looks forward to working together in thefuture.

ATTENDANCE

Kullilli Bulloo River Aboriginal Corporation representatives, Brenda Fisher, Kayleen Hopkins andElizabeth McAvoy left the meeting at 10:57am

BREAK

The meeting broke for morning tea at 11:04am and resumed at 11:36m

7 STATUS REPORTS

7.1 (08/15) -Engineering Services Status Reports

Noted

7.2 (08/15) -Community Services Status Reports

Noted

Ordinary Council Meeting Minutes 3

7.3 (08/15) -Financial Services Status Reports

Noted

7.4 (08/15) -Corporate Services Status Reports

Noted

7.5 (08/15) -Governance Status Reports

Noted

8 ENGINEERING SERVICES

8.1 (08/15) - Telephone Bore Road Floodway

Mr Graham Phillott of "Harkaway" has requested works be undertaken on floodway chainage26.4Km on Telephone Bore Road to provide better access during wet weather. Works to be carriedout are concrete floodway 20m x 6m and signage.



That Council upgrade the Telephone Bore Road floodway this financial year.

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9 COMMUNITY SERVICES

No Report

10 CORPORATE SERVICES

No Report

11 FINANCE REPORTS

11.1 (08/15) - Finance Report for Period Ending 31July 2015

The Finance report was presented to Council for the period ending 31July 2015.


Moved by: Cr LilburneSeconded by: Cr Sargent

That Council receives the Finance Report for the period ending 31 July 2015.

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12 GOVERNANCE

12.1 (08/15) - AgForce Queensland

By letter of 17 July 2015, AgForce Queensland Industrial Union of Employers has invited Council tobecome a member.


Moved by: Cr HewsonSeconded by: Cr Milosevic

That Council not accept the invitation to become a member of AgForce Queensland industrial Union

of Employers.

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12.2 (08/15) - Right to Information - Amendment to Fees and Charges

Council has received notification of amendments to the fees and charges for applications madeunder the Right to Information Act 2009. Part 3 of the Regulation regulates the amount payable byan applicant under a Right to Information request. As the above fees are incorporated withinCouncil's Fees and Charges schedule, the schedule requires amendment to reflect these legislativechanges.

Resolution No: (06-08-15)

Moved by: Cr HewsonSeconded by: Cr Lilburne

That as a result of legislative amendments to the Right to Information Act 2009, Council amends therelevant items in the 2015-2016 Schedule of Fees and Charges to the following:

Application fee for access to documents not related to an $44.85 per application G$T Freeindividual's personal information

Processing fee for each 15 minutes or part thereof where the $6.95 per 15 minutes GST Freeprocessing is greater than 5 hours

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ATTENDANCE

Senior Administration Officer, Nina Burges entered the meeting at 11:48am

12.3 (08/15) - Adavale Cemeter y

At the Ordinary Meeting of Council held in June 2015 further requests for information on the statusof potential burials at the Adavale Cemetery was requested.

For a number of years there has been a general understanding that no further burials are permittedat the Adavale Cemetery. While there is no apparent evidence available that suggests the AdavaleCemetery has been formally closed to further burials, advice from a long term resident of Adavale


has revealed that it appears the cemetery was closed (although not officially) to further burialsfollowing the March / April 1963 floods. The resident advises at the time he was witness to thecemetery having been inundated with floodwaters.



That guidelines be developed to ensure any future burials at the Adavale Cemetery are carried outto minimise risk associated with potential flooding of the site and that Council fees and chargesassociated with cemeteries be reviewed, taking into consideration any additional cost implicationsfor burials at locations other than the Quilpie Cemetery.

That a survey of the Adavale and Toompine Cemeteries to identify existing burial locations beconsidered in the 2016-17 budget deliberations.

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ATTENDANCE

Senior Administration Officer, Nina Burges left the meeting at 12:20pm

12.4 (08/15) -- Christmas Close Down 2015/16

Consideration was given to the Christmas close down for the Council work force over the Christmas /New Year period.

Resolution No: (08£8-15 )

Moved by: Cr HewsonSeconded by: Cr Sargent

That the Council's Executive, Corporate and Community Services will close for the Christmas period

on Friday 18 December 2015 and resume on Monday 4 January 2016 and the EngineeringDepartment closes for the Christmas period from Friday 18 December 2015 ad resumes on Monday18 January 2016.

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12.5 (08/15) -1.ocal Preference for Supply of Bulk Diesel

MATERIAL PERSONAL INTEREST DECLARED

Cr Milosevic declared a Material Personal Interest in this matter (as defined in section 172 of theLocal Government Act 2009), due to being the Manager of Lowes Petroleum. Cr Milosevic dealtwith this Material Personal Interest by leaving the rneeting room, taking no part in the debate ordiscussion on the matter.

Cr Milosevic left the meeting at 12:26pm


In response to the Interim Audit Report for 2014-15, Council is required to review their position onfuel purchases each year and resolve any allowable preferences on a yearly basis.


Moved by: Cr UlburneSeconded by: Cr Sargent

That Council resolve to assess quotations for the supply and delivery of bulk diesel fuel is inaccordance with Council procurement Policy and the "sound contracting principals" specified inS104(3) ofthe Local Government Act:

- Value for money; and

? The development of competitive local business and industry.

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ATTENDANCE

Cr Milosevic entered the meeting at 12:53pm

BREAK

The meeting broke for lunch at 12:53pm and resumed at 1:36pm

12.6 (08/15) - Project Decision Framework Policy

Queensland Treasury Corporation (QTC) have developed and released a Project Decision Framework.The Framework has been developed as a best-practice approach to project selection, tailoredspecifically to Queensland's local governments. In doing so, the guiding Framework, tools andtemplates are fit-for-purpose and scalable according to the size, risks and complexity of projectsbeing assessed.


Moved by: Cr HewsonSeconded by: Cr Lilburne

That Council adopt the Project Decision Framework Policy as attached. (Attachment 1 - ProjectDecision Framework Policy)

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12.7 (08/15) - Transport Infrastructure Development Scheme (TIDS) Program

Council is a member of the South West Regional Road & Transport Group (SWRRTG) and is eligible tobid, by way of project submissions, for funding under the Transport Infrastructure Development Scheme(TIDS) Program.

RRTGs operate a 4 year rolling works program and each year the new "year 4" allocations have to bemade by the group. Recommendations come from the Technical Committee based on the submissionsfrom each member Council and are decided by the RRTG of which the Mayor is a member. Funding is


generally limited to the Local Roads of Regional Significance network however transport infrastructuresuch as airports can be considered.

The State Government has recently announced additional TIDS funding for 2015/16 and 2016/17 andthe Technical Committee is in the process of preparing a draft works program for the RRTG toconsider. The proposed program as at the time of writing this report is tabled below.

Balonne 900,000 855,000 450,000 225,000Bulloo 1,000,000 855,000 450,000 584,000Maranoa 2,080,000 1,747,000 1,304,000 1,126,000Murweh 496,500 850,000 440,000 277,000Paroo 1,195,000 2,075,000 387,500 535,000Quilpie 1,180,000 970,000 315,000 599,500Eulo Road 300,000 150,000 ResealsMt Margaret 30,000 Stabilise intersectionRd Cooper DeveloprnentRoad

Mt Margaret 1,000,000 165,000 335,000 Rehab and reseal 10.1km

Rd to 26.6kmNapoleon Rd 190,000 95,000 Gravel re-sheet varioussections and curverealignment

Quilpie Airport 450,000 225,000 Rehab and ResealKyabra Rd 460,000 200,000 - Heavy shoulder grade and

reseal to original designwidth chge 0.0 to 12.30km

Kyabra Rd 3,400,000 250,000 264,500 Construct to 4.0m sealedstandard 65.2km 84.6km

Kyabra Rd 3,400,000 400,000 500,000 Construct to. 4.0m sealedstandard 65.2km 84.6km

Red Road 300,000 300,000 Seal selected sections inconjunction with TMRresheets

Eulo Road 150,000(Shaded lines denote proposed additional works.)

ordinary councit Meeting Minutes 8


Moved by: Cr SargentSeconded by: Cr Hewson

That Council approve the draft Transport infrastructure Development Scheme 4 year works programas presented.

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12.8 (08/15) - infrastructure Charges

Council adopted an infrastructure charges regime at the Ordinary meeting of Council held July 2013.Due to changes in legislation, Council's consulting planner has advised that a further resolution isnow required to be passed by Council.


Moved by: Cr LilburneSeconded by: Cr Sargent

That Council resolves to adopt the Charges Resolution, in accordance with Section 630 of theSustainable Planning Act 2009, for Quilpie Shire local government area as follows:

QUILPIE SHIRE LOCAL GOVERNMENT AREA

1. Sustainable Planning Act 2009

(i) The resolution is made pursuant to section 630 of the Sustainable Planning Act 2009(SPA).

(ii) The resolution is to be read in conjunction with the State planning regulatoryprovision (adopted charges).

(iii) The resolution is attached to the Quilpie Shire Pionning Scheme 2006, pursuant tosection 634(1)(B) of SPA, but does not form part of the Planning Scheme.

2. When Resolution Has Effect

The resolution has effect on and from 18 August 2015 and applies to developmentapplication decisions made on or after this date.

3. Priority Infrastructure AreaThe priority infrastructure area for the Quilpie Shire local government area is identified in the localgovernment infrastructure plan in the Quilpie Shire Planning Scheme.

4. Comparison of Planning Scheme Use Categories and SPRP Charge Categories

To assist in applying Schedule 1 - Adopted infrastructure charges schedule of the State planningregulatory provision (adopted charges), Table 1 provides a guide to the uses as defined in theQuilpie Shire Planning Scheme corresponding with the use categories mentioned in Column 1 ofSchedule 1.

T able 1 - Planning Scheme Use Categories and SPRP Charge Categories


Use Categories - as deßned in SPRPPart 2 - Definitions - Ch arge CategoriesQuiiple Shire Planning Scheme

"Residential activities" such as: Residential"Caretaker's residence"

"Detached house"

"Multiple dwelling"

"Residential activities" such as: Accommodation (short term)"Accommodation building" (where

providing short term accommodation)

"Visitor accommodation"

"Commercial activities" such as:

"Hotel" (residential component)

"Residential activities" such as: Accommodation (long term)"Accommodation building" (where

providing long term accommodation)

"Community oriented activities" such as: Places of assembly

"Piace of worship"

"Industrial activities" such as: Commercial (bulk goods)"Storage facilit y"

"Transport terminal" (for goods)

"Commercial activities" such as: Commercial (retail)"Catering premises"

"Shop"

"Industrial activities" such as:

"Service station"

"Commercial activities" such as: Commercial (office)"Commercial premises"

"Professional office"

"Community oriented activities" such as: Education facility

"Child care centre"

"Educational establishment"

"Commercial activities" such as: Entertainment


"Hotei" (non-residential component)

"Open space and recreation activities" such as: Indoor sport and recreation facility

"Indoor recreation"

"industriai activities" such as: Industry"industry"

"Industrial activities" such as: High impact industry"Noxious industry"

"Rural activities" such as: Low impact rural"Agriculture"

"Grazing"

"Rural activities" such as: High impact rurai"intensive agriculture"

"Intensive animal industry"

"Community oriented activities" (where not Essentia¡serviceselsewhere included)

"Airport" Specialised uses"Industrial activities" such as:

"Extractive industry"

"Open space and recreation activities" such as:

"Outdoor recreation"

"Community oriented activities" such as:

"Public utility"

"Commercial activities" such as:

"Tourist facility"

"industrial activities" such as:

"Transport terminal" (for people)

"Residential activities" such as: Minor uses"Bed and breakfast premises"

"Home business"

"Park"

5. Adopted infrastructure Charges

5.1 Reconßguring a Lot

The Quiiple Shire Council resolves to adopt the charge mentioned in Table 2, Column 1 for


development being for reconfiguring a lot.

Table 2 - Adopted Infrastructure Charge - Reconfiguring a lot

Column 1 Column 2Adopted Infrastructure Charge Part of Local Government Area (LGA) toWhich Charge Applies

$0.00 (per additional lot for 1-3 additional lots

created) Quilpie Shire LGA$0.00 (per additional lot for 4 or moreadditional lots created) Quilpie Shire LGA

S.2 Material Change of Use and Building Works

The Quilpie Shire Council resolves to adopt the charge mentioned in Table 3, Column 2 fordevelopment being for material change of use and building works for a use mentioned in Table 3,Column1.

The local government declares an adopted infrastructure charge in Table 3, Column 1 appiles to the

area mentionedfor that charge in Table 3, Column 3.

Table 3 - Adopted Infrastructure Charge - Material Change of Use and Building Works

Column 1 Column 2 Column 3SPRP Charge Category Adopted Infrastructure Part of Local

Charge Government Area(LGA) to Which ChargeApplies

$0.00 (per detached house)

Residential $0.00 (per dwelling unit for Quilpie Shire LGAother than detached house)

$0.00 (per residential unit,Accommodation (short term) including: tent/caravan site, Quilpie Shire LGA

cabin)

Accommodation (long term) $0.00 (per residential unit) Quilpie Shire LGA

Places of assembly $0.00 (per sq m GFA) Quiipie Shire LGA

Commercial (bulk goods) $0.00 (per sq m GFA) Quilpie Shire LGA

Commercial (retail) $0.00 (per sq m GFA) Quilpie Shire LGA

The adopted infrastructure charge for building works is applicable to building works which are associatedwith an exempt or self-assessable material change of use.


Commercial (office) $0.00 (per sq m GFA) Quilpie Shire LGA

Educationfacility $0.00 (per sq m GFA) Quilpie Shire LGA

Entertainment $0.00 (per sq m GFA) Quilpie Shire LGAindoor sport and recreation facility $0.00 (per sq m GFA) Quilpie Shire LGA

Industry $0.00 (per sq m GFA) Quilpie Shire LGAHigh impact industry $0.00 (per sq m GFA) Quilpie Shire LGA

low impact rural Nil Quilpie Shire LGAHigh impact rural $0.00 (per sq m GFA) Quilpie Shire LGA

Essential services $0.00 (per sq m GFA) Quilpie Shire LGA

the charge category (incolumn 1) that the local

Specialised uses government determines Quilpie Shire LGAshould apply for the use at thetime of assessment

Minor uses Nil Quilpie Shire LGAthe charge category (incolumn 1) that the local

Other uses government determines Quilpie Shire LGAshould apply for the use at thetirne of assessment

6. Additional DemandSection 636 of SPA provides that a levied charge may be only for additional demand placed upontrunk infrastructure. In working out additional demand the following must not be included:

(i) an existing use on the premises if the use is lawful and alreadytoking place on the premises;

(ii) a previous use that is no longer taking place on the premises if the use was lawful at thetime it was carried out;

(iii) other development on the premises if the development may be lawfully carried out withoutthe needfor afurther development permit.

7. Trunk InfrastructureThe trunk infrastructure for the Quilpie Shire local government area is identified in the localgovernment infrastructure plan in the Quilpie Shire Planning Scheme.

& Methodfor Recalculating the Establishment Cost

The method used to recalculate establishment cost when an application is made under section 6S7of SPA is outlined below:

A. Trunk infrastructure that is Works


Trunk infrastructure that is works (trunk infrastructure other than land) must be costed using a firstprinciples estimating approach.

The first principles estimating approach must be implemented through the following proceduralrequirements:

(i) The local authority must provide to the applicant the scope of works including the standardto which the trunk infrastructure is to be provided and the location of the trunkinfrastructure (the scope of works)

(ii) The applicant must, at their cost, provide to the local authority:

(a) a bill of quantities for the design, construction and commissioning of the trunkinfrastructure in accordance with the scope of works (the biil of quantities).

(b) a first principles estimate for the cost of designing, constructing and commissioning thetrunk infrastructure specified in the bill of quantities (the cost estimate).

(iii) The local authority may accept the bill of quantities and cost estimate provided by theapplicant.

(iv) if the local authority accepts the bill of quantities and the cost estimate, the cost estimate isthe establishment cost of the infrastructure.

(v) if the local authority does not accept the bill of quantities and cost estimate provided by the

applicant it must, at its cost, have an assessment undertaken by an appropriately qualifiedperson to:

(a) determine whether the bill of quantities is in accordance with the scope of works;

(b) determine whether the cost estimate is consistent with current market costs calculated by

applying a first principles estimating approach to the biil of quantities; and

(c) provide a new cost estimate using a first principles estimating approach.

(vi) If the local authority rejected the bill of quantities and the cost estimate provided by theapplicant; it must provide written notice to the applîcant and propose the new bili ofquantities and cost estimate and its reasoñs for doing so.

(vii)Where a written notice of the local authority's proposed bill of quantities and cost estimatehas been given, the applicant may negotiate and agree with the local authority regarding acost estimate.

The agreed cost estimate is the establishment cost ofthe infrastructure.

(viii) if agreetnent cannot be reached, the local authority must refer the bili of quantitiesand the cost estimate to an independent, suitabiy qualified person (the independentassessor) to:

(a) assess whether the bili of quantities is in accordance with the scope of works;

(b) assess whether the cost estimate is consistent with current market costs calculated byapplying a first principles estimating approach to the bill of quantities; and

(c) provide an amended cost estimate using a first principles estimating approach.

The independent assessor is to be appointed by agreement between the local authority and the

applicant. The cost of this independent assessment is to be equally shared between the localauthority and the applicant.

The amended cost estimate determined by the independent assessor is the establishment cost ofthe infrastructure.


If the local authority and the applicant cannot reach agreement on the appointment of anindependent assessor, the establishment cost of the infrastructure is determined by calculating the

average of the previous two cost estimates prepared on behalf of the applicant and the localgovernment respectively.

(ix) The local authority must give an amended ICN to the applicant stating:

(a) the value of the establishment cost of the infrastructure which has been indexed to the dateit is stated in the amended ICN using the Producer Price index - Road and bridgeconstruction index for Queensland.

(b) that the establishment cost of the infrastructure stated in the amended ICN is indexed fromthe date that it is stated in the amended ICN to the date it is to be offset against the leviedcharge in accordance with the Producer Price Index - Road and bridge construction indexfor Queensland.

B. Trunk Infrastructure that is Land

The establishment cost of trunk infrastructure that is land must be determined using the before andafter method for estimating the current market value of land (the before and after method ofvaluation).

The before and after method of valuation must be given effect through the following proceduralrequirements:

(i) The applicant, at their own cost, must provide to the local authority a valuation of thespecified land undertaken by a certified practicing valuer using the before and after methodof valuation (the valuation).

(ii) The local authority may accept the valuation.

(iii) If the local authority accepts the valuation, the valuation is the establishment cost of theinfrastructure.

(iv) If the local authority does not accept the valuation provided by the applicant, it must, at itsown cost, háve a valuation undertaken by a certified practicing valuer.

(v) If the local authority rejected the valuation provided by the applicant, it must providewritten notice to the applicant and propose a new valuation and its reosons for doing so.

(vi) Where a written notice of the local authority's proposed valuation has been given, theapplicant may negotiate and agree with the local authority regarding a valuation.

The agreed valuation is the establishment cost of the infrastructure.

(vii)lf agreement cannot be reached, the local authority must have a valuation undertaken byan independent, certified practicing valuer to assess the market value of the specified land.

The independent, certified practicing valuer is to be appointed by agreement between the localauthority and the applicant. The cost of this independent assessment is to be equally sharedbetween the local authority and the applicant.

The amended valuation determined by the independent certified practicing valuer is theestablishment cost of the infrastructure.

If the local authority and the applicant cannot reach agreement on the appointment of anindependent certified practicing valuer, the establishment cost of the infrastructure is determinedby calculating the average of the previous two cost estimates prepared on behalf of the applicantand the local government respectively.

(viii) The local authority must give an amended ICN to the applicant stating:


(a) the value of the establishment cost of the infrastructure which has been indexed to the dateit is stated in the amended ICN using the Producer Price Index - Road and bridge construction indexfor Queensiond.

(b) that the establishment cost of the infrastructure stated in the amended ICN is indexed fromthe date that it is stated in the amended ICN to the date it is to be offset against the levied charge inaccordance with the Producer Price index - Road and bridge construction index for Queensland.

When determining the value of the land using the before and after method of valuation, twovaluations of the subject land are undertaken. In the first instance, the value of the original land isdetermined before any land is transferred to a local authority, using the direct comparison methodat the site specific level. This will include those portions of the land which are able to be developedto the yield approved in a development application and the value of those portions of the landwhich will be used for trunk infrastructure. Assuming that the land to be used for infrastructure isotherwise developable (e.g. not within a stormwater or drainage corridor), these portions of theland should be valued based on a rate applicable to en globo land for the underlying zone.

The value of the remaining land that will not be transferred to a local authority is then determined -again using the direct comparison method at the site specific level. The value of the latter is thensubtracted from the former value to arrive at the value of the land to be transferred to a localauthority. Thìs method ensures that the land is not valued as a stand-alone allotment, but rather asa part of the overall land holding of the owner and that the valuation reflects any enhancement ordiminution of value of the remaining land that may occur as a result of the portion to be transferredto a local authority.

9. Conversion CriterlaConversion criteria used for making a decision on a conversion opplication made under section 659

of SPA is outlined below.

(i) The infrastructure has capacity to service other developments in the area;

(ii) The function and purpose of the infrastructure is consistent with other trunkinfrastructure identified in an LGIP or a charges resolution;

(iii) The infrastructure is not consistent with non-trunk infrastructure for which conditionsmay be imposed in accordance with section 665 of the SPA;

(iv) The type, size and location of the infrastructure is the most cost effective option forservicing rnultiple users in the area. A definition of cost effectiveness as it relates totrunk infrastructure provision is stated below;

Most cost effective option - rneans the least cost option based upon the life cycle cost of theinfrastructure required to service future urban development in the area at the desired standard ofservice.

6. DictionaryThe following terms used in this resolution are defined as:

"GFA" (Gross Floor Areo) - means the sum of all parts of the prernises used for the particular use,including any ancillary use, and includes the total floor area of all buildings, but does not includeareas usedfor: car parking; landscaping; or vehicle manoeuvring.

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12.9 (08/15) - Community Grants Round One 2015-16

Quilpie Shire Community Grants Program provides in-kind support by provision of goods or services,

a waiver of fees etc. and financial support through direct cash donation to an organisation as well assponsorship.

Round 1 applications were presented to the July Council meeting with the Eromanga P & Capplication being deferred so that further information can be gathered.

Resolution No: (13-·08-15i

Moved by: Cr MilosevicSeconded by: Cr Lilburne

That Council agrees to fund thefallowing applications as part of the Quilpie Shire Community GrantProgram for 2015-2016 Round 1:

Type of Name of funding What FòlAssistance Dryani?átion Be¼uested

alNANûAL

Community Eromanga $1,620 Eromanga State School P&C Association SwimOrganisation P & C Camp with TaylorswimAssistance

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12.10 (08/15)-ToompineCemetery

At the Ordinary Meeting of Council held in June 2015, Council was advised of a request for a futureburial at the Toompine Cemetery. At that meeting Council requested further information oncostings and options associated with creating a cemetery reserve before making a decision on thematter.

While firm costings have not been explored at this point in time it can be seen that costs will besignificant and, depending on native title requirements and standard of road, could total $100,000.



That Council commence negotiations and proceedings with a view to acquiring land for the purposeof a 2 hectare cemetery reserve and associated access road at the current location of the existingarea known as the Toompine Cemetery.

Thatfollowing dedication of the Toompine Cemetery as a cemetery reserve, guidelines be developedto ensure any future burials at the Toompine Cemetery are carried out to minimise risk associatedwith potential flooding of the site and that Council fees and charges associated with cemeteries bereviewed, taking into consideration any additional cost implications for burials at locations otherthan the Quilpie Cemetery.

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12.11 (08/15) - Queensland Government "Building our Regions" Program

MATERIAL PERSONAL INTEREST DECLARED

Cr Mackenzie declared a Material Personal Interest in this matter (as defined in section 172 of theLocal Government Act 2009), due to being the Chairman of the Outback Gondwana Foundation. CrMackenzie dealt with this Material Personal Interest by leaving the meeting room and taking nopart in the debate or discussion on the matter

Cr Mackenzie left the meeting at 2:20pm

Cr Hewson, Deputy Mayor took the chairpersons position and continued the Meeting.

The State Government has now released guidelines and details of the Building our Regions (BoR)

program. Round 1 applications opened on 3 August and close on 11September.

Any project submission from Council will rely on Council being eligible for the AustralianGovernment Drought Communities Program (DCP) funding.

Several projects were discussed at the June meeting, particularly the proposed redevelopment ofBulloo Park and the next works at the Eromanga Natural History Museum.

Any project submission from Council will rely on Council being eligible for the AustralianGovernment Drought Communities Program (DCP) funding.


Moved by: Cr SargentSeconded by: Cr Lilburne

That Council:

? submits an application for the Bulloo Park Redevelopment - Stage 1 project and theEromanga Natural History Museum - Stage 2 project under the State Government "Buildingour Regions" program;

? commits to the management and costs associated with the ongoing operation andmaintenance of the facilities for both for Bulloo Park and the &omanga Natural HistoryMuseum projects; and

? commits $100,000 as Council contributions for both applications.4/O

ATTENDANCE

Cr Mackenzie returned to the meeting at 2:23pm


13 CONFIDENTIAL

CLOSED SESSION



That Council enters into closed session under s275 of the Local Government Regulation 2012 at2:24pm to discuss the following matters:

- Conversion of lease GHPL 10/3006- Conversion of lease PDH 10/434- Conversion of Lease TL 233957- Mining Claim Application Certificate for MC 300024- Request to Construct Courtyard, Gyrica Gardens- Administrative Action Complaint- Purchase of Second Hand Drott- Requestfor Pricing 706 Various Roads- Tender T02 15-16 NDRRA Road Reconstruction Works

5/O



That Council moves out of Closed Session and resumed the Ordinary Meeting at 3:13pm

5/0

13.1 (08/1S) - Conversion of Lease GHPL 10/3006

By email of 25 June 2015, SLAM are requesting Council's views or requirements, including any local

non-indigenous cultural heritage values, that the department should consider when assessing anapplication for the conversion of GHPL 10/3006 being Lot 13 on SP249541 to freehold. Theproposed use of the land is grazing.



That Councli has no requirements in relation to the proposed conversion of Grazing HomesteadPerpetual Lease 10/3006 being on Lot 13 on SP249541 and that Council is not aware of any non-indigenous cultural heritage issues associated with the land.

5/0


13.2 (08/15) - Conversion of Lease PDH 10/434

The Department of Natural Resources and Mines are requesting Council's views or requirements,including any local non-indigenous cultural heritage values that the department should considerwhen assessing an application for the conversion of lease PDH 10/434 over Lot 434 on SP271043 tofreehold. The current and proposed use of the land is grazing.


Moved by: Cr SargentSeconded by: Cr Hewson

That Council has no requirements in relation to the proposed conversion of lease PDH 10/434 overLot 434 on SP271043 and that Council is not aware of any non-indigenous cultural heritage issuesassociated with the land.

5/0

13.3 (08/15) - Conversion of Lease TL 233957

The Department of Natural Resources and Mines are requesting Council's views or requirements,including any local non-indigenous cultural heritage values that the Department should considerwhen assessing an application for the conversion of lease TL 233957 over Lot 439 on SP231072 tofreehold. The current and proposed use of the land is grazing.



That Council has no requirements in relation to the proposed conversion of lease T L 233957 over Lot439 on SP231072 and that Council is not aware of any non-indigenous cultural heritage issuesassociated with the land.

5/0

13.4 (08/15) - Mining Claim Application Certificate for MC 300024

A Mining Claim Application Certificate for Mining Claim Number: 300024 has been received,requiring a Compensation Agreement with Council due to access to the Mining Claim area beingthrough Lot 7 / NK7 (Gunnadorah Reserve) of which Council is the Trustee.


Moved by: Cr SargentSeconded by: Cr Ulburne

That Council enters into a Compensation Agreement with Adrian Rach for Mining Claim ApplicationCertificate - Mining Claim No: 300024.

5/0

ordinary Council Meeting Minutes 20

13.5 (08/15) - Request to Construct Courtyard, Gyrica Gardens

Correspondence has been received requesting permission to construct a small garden shed ( 2.5 x1.5m) at the southern end of the back veranda of Unit 8, Gyrica Gardens between the building andthe cooling tank and a screened courtyard (3 metre radius) / vegetable garden area on the northfacing side of the unit.



That Council permits the current tenant to construct a small garden shed at Unit 8 Gyrica Gardensat his own expense and in accordance with any applicable building standards / regulations, subjectto his understanding that when his tenancy ends, the shed remains and becomes the property ofQuilpie Shire Council; and

That Council does not permit the current tenant to construct a screened courtyard at the northern

side of Unit 8, Gyrica Gardens.

5/0

13.6 (08/15) - Administrative Action Complaint

CONFLICT OF INTEREST DECLARED

Cr Jennifer Hewson declared a perceived Conflict of Interest in this matter (as defined in section173 of the Local Government Act 2009), due to being involved in the Administrative ActionComplaint process and dealt with the perceived conflict of interest by remaining in the meetingroom.

In response to the formal complaint lodged by Mr E Lunney (Snr) about the actions of the ChiefExecutive Officer in relation to a dog complaint, the Mayor appointed Mr Greg Newman from theLocal Government Association of Queensland to undertake an investigation into the matter.

Mr Newman reviewed all information about this issue and visited Quilpie on 22 / 23 / 24 July tocomplete the investigation.

Resolution No: (23 08-15 )


That Council receives the investigation Report - independent Review of Process for Determination ofRegulated Dog Notice -"Lucy"from LGAQ and supports the findings of the review as detailed in thereport; and

That the Mayor respond to Mr & Mrs Lunney and provides them a copy ofthe report.

5/0


13.7 (08/15) - Purchase of Second Hand Drott

Council has resolved to purchase a machine suitable for pushing and compacting waste at theQuilpie landfill facility. The Manager Engineering Services has sourced several machines and theWorkshop Supervisor has undertaken inspections on two preferred options.

This matter is deferred to the September Council Meeting to allow for further information to begathered and alternative options be presented for consideration.

14 CONSIDERATION OF LATE CONFIDENTIAL ITEMS

14.1 (08/15) - Request for Pricing T06 Various Roads

A request for pricing (RFP) has been issued for flood damage restoration works on the followingroads:

T06A Pinkenetta RoadT06B Coonaberry Creek RoadT06C Mulianna Road

The RFP was issued under T06 14-15 being Council's panel of pre-qualified suppliers (contractors).

Pricing closed on Thursday 6 August 2015. Submissions were received from three (3) contractors forall roads.

A request for pricing (RFP) was issued previously for flood damage restoration works on thefollowing roads:

T22T Ray RoadT22U Boondook RoadT22V Wareo RoadT22W Mulianna RoadT22X Giberoo RoadT22Y Gilmore RoadT22Z Mt Margaret RoadT22AA Lockable RoadT22AB Coonaberry Creek Road

This matter was considered at the June 2015 Ordinary Meeting of Council and the July 2015 OrdinaryMeeting of Council. Mulianna Road, Giberoo Road, Mt Margaret Road and Coonaberry Creek Roadhave not yet been awarded for a variety of reasons.


Mulianna Road $463,939.10 $495,919.00 $495,021.98 $476,796.40

Giberoo Road $66,096.70 $80,365.00 $65,355.37 $58,840.80

Mt Margaret Road $161,748.00 $148,642.68 $159,597.42 $85,965.70

Coonaberry Creek Road $163,909.00 $143,713.00 $185,805.35 $75,475.30

Muiianna Road was re-tendered in T06A 15-16 to include additional gravel to reduce haulage costs.The revised prices achieved the desired result with the new price being considerably lower from 1tenderer.

Coonaberry Creek Road was re-tendered in T06B 15-16 to include some visibility widening andbenching at Council's expense. Eromanga Contracting could not tender on the works as they are notincluded in the 2015-16 panel of pre-qualified suppliers. The price from Eromanga Contracting onthe original tender (T22AB 14-15) was considerably less than the other tenderers. It may be more

cost effective to award the works under the initial tender and request a variation from EromangaContracting for the Council works.

ResolutionNo:(24-08-15)

Moved by: Cr SargentSeconded by: Cr Milosevic

That Council award thefollowing NDRRA restoration works:

Projeët Road Contractor Estimated Amount (inci GST)T06A Pinkenetta Road Adavale Plant Hire $140,276.50

That Council delegate to the Chief Executive Officer the authority to award T06B or T22ABCoonáberry Creek Road after a price for a variation is requested from Eromanga Contracting.

That Council delegate to the Chief Executive Officer the authority to award T06C Mullanna CreekRoad when water is available.

5/O

14.2 (08/15) - Tender T02 15-16 NDRRA Road Reconstruction Works

Tenders have been called for the stabilising and sealing of selected sections of roads under theNational Disaster Recovery and Relief Arrangements (NDRRA) for the 2014 event. Several sections ofwork not funded under NDRRA have been included for consideration under Council's own funding.

ordinary Council Meeting Minutes 23

Relevant details are provided below.

Tobermory Road NDRRACoonaberry Creek Road NDRRAMt Margaret Road Part NDRRA / part Council

Ray Road NDRRAEulo Road NDRRAWinchu Street Part NDRRA / part CouncilDiamantina Development Road 93B Council on behalf of TMR

Tenders closed on Friday 31July 2015. Submissions were received from eight (8) contractors.



That Council award Tender T02 15-16 to Brown Contractorsfor:

- The Natural Disaster Relief and Recovery Arrangement works for the amount of $400,938.76incl GST; and

- Council funded works for the amount of$83;615.33 incI GST; and- Department of Transport and Main Roads works as agreed by the Department.5/0

15 CONSIDERATION OF LATE ITEMS

15.1 (08/15) - Holidays Act 1983

By letter received 4 August 2015, the Treasurer, Minister for Employment and Industrial Relations,Minister for Aboriginal and Torres Strait 1slander Partnerships, Hon Curtis Pitt MP, has requestedthat any requests for special holidays for 2016 be submitted no later than Friday 4 September 2015.



That Council requests a special holiday for 2016 to be taken on the first Tuesday in November,Melbourne Cup Day.

5/0

16 GENERAL BUSINESS

16.1 Panel of Pre-qualified Suppliers List for 2015-2016

A letter was received from Eromanga Contracting requesting inclusion on the 2015-2016 Pre-Qualified Suppliers list (T05 14-15 Panel of Pre-qualified Suppliers Plant Hire for 2015-2016 and T0614-15 Panel of Pre-qualified Suppliers Contractors for 2015-2016) as a late contractor due to anadministrative error of tender documents being emailed to an old email address.




That Council accept the late application from Eromanga Contracting to be included on the 2015-2016 Pre-Qualified Suppliers lists (T05 14-15 Panel of Pre-qualified Suppliers Plant Hire for 2015-2016 and T06 14-15 Panel of Pre-quahfied Suppliers Contractors for 2015-2016), due to anadministrative error of tender documents being emailed to an old email address.

5/0

16.2 Channel Country Ladies Day

A letter was received from the Channel Country Ladies Day in regards to support for the 2015 eventthat will be held in Eromanga from 23-25 October. Council will provide assistance in the followingareas:

? In-kind hire of 250 chairs and 50 tables (delivered by Wednesday 21 and collected Monday26 October)

? Donation of town power to be used over the event as well as the lead up held from Saturday17 October

? A check of electrics and plumbing at grounds in the month prior to reduce the likelihood ofincidents during the event

? Labour to assist with the preparation of the grounds and some minor repairs? Delivery and collection of equipment

16.3 Additional History Signage for Adavale (WWI & Boer War)

It has been identified that another sign is required in Adavale due to additional names from WW1and the Boer War being discovered since the initial signage was installed.



That Councli install the additional history sign to the approximate value of $2,940 exc GST.

5/O

16.4 LGAQ Annual Conference - Toowoomba

Cr Mackenzie, Hewson, Lilburne and Sargent expressed interest in attending the Annual LGAQConference that will be held in Toowoomba on 19 October.

Action: Matter to be deferred to the September Council meeting for adoption.

16.5 Quilpie Weather Station

At present no weather readings are being recorded from the Quilpie Weather Station.

Action: Council to investigate the requirements to reinstate the weather readings for Quilpiethrough the Bureau of Meteorology.

ordinary council Meeting Minutes 25

16.6 SWRED Project of a Video Journalist

Resolution No: (29-08-151

Moved by: Cr SargentSeconded by: Cr Milosevic

That Council provides support to the South West Regional Economic Development Board to lobby toengage a permanent video journalist to service the region and be based in Roma.

5/0

16.7 Electoral Commission Queensland

Due to Quilpie Shire's location most business is conducted in the Warrego electorate.

Action: Council to investigate option and costing to change from Gregory to Warrego electorate tobe presented to the September Council meeting.

17 MEETING DATES

The next meeting of Quilpie Shire Council will take place on Tuesday, 8 September 2015 in theQuilpie Shire Council Boardroom, commencing at 9:30am.

The Mayor declared the meeting closed at 4:06pm

I hereby certify that the foregoing is a true record of the Minutes of the Proceedings of the OrdinaryMeeting held on the Tuesday, 11 August 2015.

Submitted to the Ordinary Meeting of Council held on the Tuesday, 8 September 2015.

Cr Stuart M ckenzie DateMayor of Quilpie Shire Council

ordinary council Meeting Minutes 26

GA.34 ProjectDecision Framework PolicyReview Date - April 2016

QUILPIEShire

1 OBJECTIVES

As a component of Councii's Project Decision Framework (PDF), this policy document specifiesCouncil's overarching intentions and guiding project decision making principles. This policy has beenderived from, and is consistent with, the organisational corporate plan and enables the projectdecision process, strategic actions and outcomes to be developed and implemented. The policyincludes a commitment to legislative compliance as well as continual improvement in projectdecision making across the organisation.

2 POLICY STATEMENT

Council provides a range of services to the community and, in doing so, is required to ensure theseservices are sustainable. Typically in any one year, the concepts and ideas that are to be consideredat the front end of the formal budget process will be much larger in number than the projects thatcan actually be supported. Important decisions therefore have to be made as to which of the variousconcepts and ideas should be progressed for further consideration and those that should not beprogressed. Council therefore recognises the benefit in adopting a disciplined approach forconsideration of the concepts or ideas, complexity and risks such that approved projects have beensubjected to a reasonable level of value for money and assurance type of analysis.

In recognition of the need to establish a system by which project decision making is disciplined,robust and in the best interests of the community, CouncH aspires to the following:

"To have in place a robust project decision making process to delivervalue for money for Council and the community we serve."

Council's project decision making mission is guided by the following principles:

1) Project Governance ? A disciplined approach towards project selection and inand Accountability undertaking the 'right' projects across the organisation.

? Project proposals are prioritised based on a common andagreed set of criteria.

. Project selection is linked to strategic intent.

. Accountability for project decision making activities isunambiguous, accepted and met.

. Industry standards and guidelines are used whereappropriate.

? A consistent project decision making language is used.

2) Project Information . Council recognises, identifies, records and maintains projectManagement information to a level of detali, accuracy and integration

necessary for each project to be managed in accordance withthe integrated framework.

. Statutory requirements relating to Council's project work aremet (as a minimum).

3) Project Lifecycle . Projects are managed from a whole-of-life perspective.Management - Risks and opportunities are identified and managed in

accordance with the Corporate Risk Framework prior to finalproject selection.

- Prior to approval of any major project that constitutes arenewal or upgrade to an existing service, a critical review,

Ordinary Council Meeting Minutes 27Attachment 1

GA.34 Project Decision Framework PolicyReview Date - April 2016

QUILPIEShire

based on demonstrated service needs is undertaken and the'whole-of-life' cost of that project is determined.

4) Service level - A planned approach is taken to growth and demographicmanagement change through demand management and infrastructure

investment using an agreed growth and demographic model.

- Current and desired levels of service are defined thatconsider technical and community requirements and the costof services.

3 SCOPE

Project decision making at Quilpie Shire Council, combines management, governance, financial,economic and technical activities applied to phases of the project lifecycle with the purpose ofestablishing a common approach for considering opportunities, proposed projects and theirsubsequent management through to completion.

To improve project selection and delivery, Council adopts a structured decision gate process acrossthe project lifecycle with the initial focus being given to front end phases. Therefore the projectlifecycle phases covered by this policy are categorised as follows:

? Identifying and assessing

? Selecting

? Defining

? Executing

? Operating and maintaining

? Decommissioning

Note: This policy applies to construction, process and policy type projects.

4 DEFINITIONS

As per the Project Decision Framework User Guide.

5 RELATED POLICIES / LEGISLATION

This policy is aligned with Council's corporate plans and strategies. It is also central to a suite ofrelated functional level policies that support and guide the management of projects and maximisethe business benefits that the opportunities associated with these projects present to Council Suchrelated functional policies will be subjected to continual review to ensure alignment with all of thehigher level elements of the Project Decision Framework User Guide. This policy forms the first partof an integrated approach to decision making in Council, as shown in the following diagram.


GA.34 Project Decision Framework PolicyV1 Review Date - Apri 2016

QUILPIEShire

? Aspirational

'Why ? whole-of-council commitmentAdopt a consistent approach

? Phased for simplicity

'What' Governance structuresProcessStage gates for decisions

? Simple & scalable'How' TOOIS and temp ateS ? Fit for purpose

Documented decisions

6 REPORTING REQUIREMENTS

? Current

- Local Government Regulations 2012

? Community plan

? Asset management plans

? Long term financial plans

7 RELATED DOCUMENTS

? Project Decision Framework User Guide (provided by Queensland Treasury Corporation)including tools and templates

8 RESPONSIBILITIES

Project decision making responsibilities and relationships have been established as follows:

8.1 Council

? To act as stewards for all projects

? To approve Council projects and monitor outcomes

? To set corporate project decision policy and vision

? To set levels of service, risk and cost standards

? To ensure project investment decisions consider whole-of-life costs.

8.2 Chief Executive Officer / Executive Leadership Team

? To agree on the Project Decision Framework Policy with Council

? To implement the decision making process with agreed resources and review performance


GA.34 oject Decision Framework PolicyN1 3 Review Date - April 2016

QUILPIEShire

? To ensure that accurate and reliable information is presented to Council for decision making

? To integrate the Project Decision Framework Policy, process and guidelines into Council'scorporate governance framework.

8.3 Project Custodians / Proponents

? To develop proposals for new projects in accordance with Council's Project Decision Framework

? To ensure proposals include a number of project delivery options in order to determine the mostviable option

? To develop and implement project management plans for individual approved projects inaccordance with the guidelines

? To deliver levels of service to the agreed risk and cost standards

? To present information to Council and Chief Executive Officer in terms of lifecycle risks andcosts.

8.4 Project Decision Making Governance Group

? To develop, implement and monitor Council's Project Decision Framework in accordance withthis policy

? Ensure promotion and implementation of effective decision gates throughout each phase of theproject lifecycle

? Evaluate and monitor key performance outputs/criteria following implementation.

DOCUMENT CONTROL

Adopted by: CEO

Version ÍÞate . . Cibdli RàiëûM9 Pë?itiþn1 11 August 2015 Adopted by Council2

3

Review Period: Bi-Annually Review Date: April 2016


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