Minutes of Ordinary Council

Ordinary Council MEETING MINUTES

26 MARCH 2014

3.0 Condolences/Get Well Wishes

3.1 Condolences/Get Well Wishes

Date: 21 March 2014

Author: Susan Boland, Council Business Support Officer

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

RESOLUTION:

THAT letters of condolence be forwarded to the families of the recently deceased persons in the Lockyer Valley Region, recognising former Gatton Councillor Norm Goltz.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3342

CARRIED

5/0

4.0 Declaration of any Material personal interests/conflicts of interest by councillors and senior council officers

4.1 Declaration of Material Personal Interest on any Item of Business

Pursuant to Section 172 of the Local Government Act 2009, a councillor who has a material personal interest in an issue to be considered at a meeting of the local government, or any of its committees must –

(a) inform the meeting of the councillor’s material personal interest in the matter; and

(b) leave the meeting room (including any area set aside for the public), and stay out of the meeting room while the matter is being discussed and voted on.

4.2 Declaration of Conflict of Interest on any Item of Business

Pursuant to Section 173 of the Local Government Act 2009, a councillor who has a real or perceived conflict of interest in a matter to be considered at a meeting of the local government, or any of its committees must inform the meeting about the councillor’s personal interest the matter and if the councillor participates in the meeting in relation to the matter, how the councillor intends to deal with the real or perceived conflict of interest.

Cr Jones advised of a possible perceived conflict of interest in Item 10.2 “Lease for Lions Club of Gatton Inc – Application on Section 236 (1) (b) (ii) Local Government Regulation 2012 Exception. Cr Jones advised he is a member of Lions International Foundation but he has no association with Lions Club Gatton as he is a member of the Withcott Lions Club. Cr Jones declared he has no perceived conflict of interest and will remain in the meeting during the discussion and decision.

Cr Holstein declared to have a perceived conflict of interest in Item 12.1 “Illegal Dumping Partnership” and (as defined in section 173 of the Local Government Act 2009) based on her involvement with the Withcott Litter Patrol.

Cr Milligan declared to have a perceived conflict of interest in Item 12.1 “Illegal Dumping Partnership” and (as defined in section 173 of the Local Government Act 2009) based on her involvement with Anuha Services.

5.0 Confirmation of Minutes

5.1 Confirmation of Minutes of the Ordinary Meeting held on 26 February 2014

Date: 20 March 2014

Author: Ian Flint, Chief Executive Officer

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

RESOLUTION:

THAT the Minutes of the Ordinary meeting held on the 26 February 2014 be hereby confirmed.

Moved By: Cr Holstein Seconded By: Cr Pingel

Resolution Number: 3343

CARRIED

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5.2 Confirmation of Minutes of the Special Meeting held on 11 March 2014

Date: 20 March 2014

Author: Ian Flint, Chief Executive Officer

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

RESOLUTION:

THAT the Minutes of the Special Meeting held on the 11 March 2014 be hereby confirmed.

Moved By: Cr Milligan Seconded By: Cr Holstein

Resolution Number: 3344

CARRIED

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5.3 Confirmation of Minutes of the Special Meeting held on 14 March 2014

Date: 20 March 2014

Author: Ian Flint, Chief Executive Officer

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

RESOLUTION:

THAT the Minutes of the Special Meeting held on the 14 March 2014 be hereby confirmed.

Moved By: Cr Milligan Seconded By: Cr Pingel

Resolution Number: 3345

CARRIED

5/0

5.4 Receival of Minutes of the Lockyer Valley Local Disaster Mangement Group Minutes, 5 December 2013

Date: 19 March 2014

Author: David Mazzaferri, Manager Disaster Management (Recovery & Resilience) & Community Engagement

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

RESOLUTION:

THAT the Minutes of the Lockyer Valley Local Disaster Management Group of 5 December 2013 be received and adopted.

Moved By: Cr Friend Seconded By: Cr Pingel

Resolution Number: 3346

CARRIED

5/0

5.5 Receival of Minutes of Audit and Risk Management Committee held on 13 February 2014

Date: 21 March 2014

Author: Jason Bradshaw, Executive Manager Governance & Performance

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Paper

RESOLUTION:

THAT the Minutes of the Audit & Risk Management Committee held on 13 February 2014 be received and adopted.

Moved By: Cr Pingel Seconded By: Cr Milligan

Resolution Number: 3347

CARRIED

5/0

6.0 Mayoral Minute

6.1 Mayoral Minute

Date: 07 April 2014

Author: Jason Cubit, Executive Liaison Officer Mayor/CEO & Coordinator Mayor's Office

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

Meeting with Minister for Agriculture

The Mayor met with Hon. Mr John McVeigh MP, Minister for Agriculture to discuss opportunities for providing new markets to our farmers. Discussed was the learning from the recent delegation to Singapore with a number of growers from the Lockyer Valley and what hurdles we see in making exporting a challenge to our growers. Also discussed was exporting to Asia as a long term strategy for building stability into the agricultural sector. Mr McVeigh has been a big supporter of Council’s vision to get our producers export ready to capitalise on the massive growth expected in the Asian markets

Freight forwarding company (CT Freight)

The Mayor met with a large freight forwarding company in relation to issues associated with exporting directly to Asian markets. It's clear that it is a straight forward process but there are a number of legislative and regulatory hurdles that need to be addressed at the highest level to streamline the process. However, there are significant opportunities to export directly and logistics are already in place to make this happen

Council's delegation to Canberra

Earlier this month the Mayor travelled to Canberra to discuss Council's Pilot Project of assisting Lockyer Valley growers to export their produce into Asia and specifically Singapore. While in Canberra we met with representatives from Austrade, Advisors for Minsiter for Agriculture Barnaby Joyce's office, Trade Minister Andrew Robb and Prime Minister Tony Abbott. All meetings were extremely productive and we may see some Ministerial visits to the Lockyer Valley soon. The Mayor also had the opportunity of visiting the Governor General Quentin Bryce for the final time in her term to thanks her for the support she showed the region during our recent disasters.

Comseq delegation to Canberra

Last week the Mayor attended the Council of Mayors delegation to Canberra which focused on the priorities of CoMSEQ. While there Mayors from across the region met with Minister for Infrastructure Warren Truss, Minister for Industry Ian McFarlane and Minister for the Environment Greg Hunt.

Comments regarding Council in Queensland Parliament

Last week the Local Member of Parliament, Mr Ian Rickuss MP, Member for Lockyer again used parliamentary privileged to comment on Council matters. This is at least the third time in the past few months that this has happened. Unfortunately Council has no advance notice of this happening and has virtually no right of reply other than in the public arena which is less than desirable. On this occasion the Local Member also chose to send the Hansard of his speech to a number of media outlets which inflamed the situation. Much of what was said is completely incorrect and it’s unfortunate the Local Member continues to choose to use Parliament regarding his apparent concerns then to raise them directly with Council which would be much more appropriate.

RESOLUTION:

THAT Council forward correspondence to the Hon. Campbell Newman MP, Premier of Queensland, the Hon. Jeff Seeney MP, Deputy Premier, Minister for State Development, Infrastructure and Planning, the Hon. David Crisafulli, Minister for Local Government, Community Recovery & Resilience and Bruce McIver, President of Liberal National Party Queensland requesting their intervention in the conflict of the relationship and their support to continue to build positive relations with the local State Member, Mr Ian Rickuss MP, Member for Lockyer for improved communications and better performance in achieving outcomes for the Lockyer Valley communities;

Further;

THAT Council seek a delegation to meet with Campbell Newman MP, Premier of Queensland, Jeff Seeney MP, Deputy Premier, Minister for State Development, Infrastructure and Planning, David Crisafulli, Minister for Local Government, Community Recovery & Resilience and Bruce McIver, President of Liberal National Party Queensland to discuss finality to the ongoing conflict between the local State Member and Council and improved communications and better performance in achieving outcomes for the Lockyer Valley communities;

And further;

THAT Council asks for correction to be made to the false statements publicly made wrongly reflecting upon the reputation of Council and Council staff.

Moved By: Cr Milligan Seconded By: Cr Pingel

Resolution Number: 3348

CARRIED

5/0

7.0 Committee Reports

No Receival of Committee Reports as Minutes reports at time of print run

8.0 Business Arising from Minutes

No Business Arising from Minutes reports at time of print run

Ordinary Council MEETING MINUTES

26 MARCH 2014

9.0 Executive Office Reports

9.1 Chief Executive Officer's Report

Date: 20 March 2014

Author: Ian Flint, Chief Executive Officer

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

Summary:

This report is to update Council on the key issues currently being actioned and on the significant items of information presently to hand.

Officer’s Recommendation:

THAT the Chief Executive Officer’s Report be received and adopted.

RESOLUTION:

THAT Council receive and adopt the Councillor/Officer Conference Attendance Schedule 2012/2016 as updated.

Moved By: Cr Milligan Seconded By: Cr Pingel

Resolution Number: 3349

CARRIED

5/0

THAT Council authorise the Mayor and Cr Friend, The Disaster Management Portfolio Councillor and Deputy Chair of the Local Disaster Management Group to attend the Australian & New Zealand Disaster and Emergency Management Conference to be held at the Gold Coast 5 – 7 May 2014.

Moved By: Cr Milligan Seconded By: Cr Holstein

Resolution Number: 3350

CARRIED

5/0

THAT the Chief Executive Officer’s Report be received and adopted.

Moved By: Cr Friend Seconded By: Cr Milligan

Resolution Number: 3351

CARRIED

5/0

Report

1. Introduction

This report provides a further update on key matters arising and being addressed and on significant items of information since the last report.

2. Background

The previous reports provide the background information in the case of matters ongoing and only progress is being reported during the current reporting period on those matters.

3. Report

2013 LGAQ Annual Conference

The following provides a further update on responses to LGAQ representations made with regard to the motions that were submitted by Lockyer Valley Regional Council and passed by the Conference.

Motion Number 8:

‘That the Local Government Association of Queensland make representations to the Federal Government to seek increased funding (and a change of grants Commission methodology) in order to provide for special consideration of one-off payments or loading for Councils that have been significantly impacted by natural disaster.’

The following background information was considered by the Conference in the adoption of the resolution.

Australia is witnessing increasingly variable weather events. While the nation has become somewhat accustomed to seasonal weather events, such as annual flooding, in recent years we have seen a number of quite ‘off the scale’ disaster events.

The intention is to address only significant impacts where the existing council and community are not readily able to return to business as normal and are, in fact, faced with additional resourcing to manage the disaster recovery on top of normal business. It is to address the exceptional impacts not regular disaster events.

As an example, in the 2011 flood event, Council infrastructure was severely damaged with 77% of local roads and 40 bridges damaged. The recovery bill was over $220 million. While the Natural Disaster Relief and Recovery (NDRRA) funding can provide funding in specified situations, it is inadequate in these extreme events.

The existing Grants Commission methodology and the quantum of funding have not kept pace with these truly extraordinary events and needs revision to cover those events that are not adequately covered by NDRRA funding.

The funding of such payments is to be additional to existing funding allocations and only a small percentage of the existing quantum (<0.5%).

The Local Government Grants Commission methodology operates under equalisation principles and employs “disability” factors to assess revenue raising and expenditure impacts.

To achieve the objectives of the motion, the Commission would need to consider how “natural disasters” could be incorporated as a disability in the provision of council services.

Attached is a copy of the reply from Honourable Warren Truss, Deputy Prime Minister, and Minister for Infrastructure and Regional Development which was received on 18 February 2014.

The Minister notes Commonwealth funding over the past few years in response to the 2010 and 2013 disasters, as well as additional measures put in place such as the reimbursement of some of the internal labour costs incurred by councils. The Minister has advised that the LGAQ and councils could submit their concerns around areas lacking funding to the Productivity Commission Inquiry into national disaster funding which was recently announced by the Australian Government, to ensure that this issue is considered.

The LGAQ will be providing a submission to the upcoming Inquiry when further details are released, and would welcome any council feedback at that time.

A reply has also now been received from the Queensland Local Government Grants Commission reading as follows:

“At the most recent meeting of the Queensland Local Government Grants Commission (the Commission), your submission was discussed and considered. The Commonwealth Local Government (Financial Assistance) Act 1995 stipulates that the Financial Assistance Grant is to supplement councils’ general revenue, for operational purposes. The Commission concluded that damage resulting from extraordinary natural disasters does not fall under this and, as such, cannot be considered for supplementary funding or extra loading.

This is especially the case, given that a number of alternative sources of Commonwealth and State funding are available, specifically for this purpose, including:

- Natural Disaster Relief and Recovery Arrangements (as alluded to in your submission)

- Local Government Floods Response Subsidies

- Royalties for the Regions

- Natural Disaster Resilience Program.

These are all significant funding programs, dedicated to both reparation of damage caused by natural disasters and mitigation against future damage.

Please note that each state has its own methodology and the Federal Government does not set a uniform methodology for the whole of Australia. Queensland’s methodology is established and maintained by the Commission. However, as a Commission, we support continued lobbying of the Federal Government to increase the size of the available funding pool as we are in agreement that the growth has not kept pace with the cost of service provision for communities in Queensland.”

Roads to Recovery

The Australian Government has announced that the Roads to Recovery programme will be extended for another five years from 1 July 2014 to 30 June 2019. The funding conditions and allocations for this program will be determined in the next few months.

Council is reminded to ensure it has drawn down all the funds available to it under the present programme. This programme will cease on 30 June 2014 but the last payment will be made in May 2014 based on the expenditure reports submitted in April 2014. Although the Roads to Recovery programme will continue, the new programme will be administratively separate and no further funds under the present programme can be provided to Council after the May 2014 payment.

Council has an allocation under the present programme of $3,231,221 but, at this stage, only $2,981,221 has been drawn down. Council will need to submit an expenditure report during April which should draw down all its remaining funds.

Queensland Audit Office - Results of Audit – Local Government 2012/13

The above Report was released to the Queensland Parliament this month and reported on the status of local governments collectively and the audit results that arose.

Council was mentioned in the report in the three main areas of timeliness, control environment/risk, and financial sustainability ratios (especially asset sustainability).

In respect of timeliness, Council sought and received a ministerial extension for the completion of the financial statements, and this extension was met. We were one of ten councils to seek extension. For the matter raised on control environment, Council has been noted as having incomplete plans for business continuity, a matter that is being addressed with priority. The asset sustainability ratio falls below the targets set, and while reference is made to the impacts of recent natural disasters, Council has clearly explained its position and reasons why the ratio is as it stands. Council’s letter of response is contained within the report to Parliament and Council’s relative risk assessment is moderate for financial sustainability, which given the impacts of natural disasters is a sound result.

Council in fact received an unqualified audit report for 2012/13 and the Queensland Audit Office has confirmed that Council is heading in the right direction with its financial management.

Toowoomba 2^nd Range Crossing

An overview briefing of the project’s procurement process is to be provided by Projects Queensland, Queensland Treasury and Trade to Council on 30 April 2014. A preview was provided to the Mayor and myself on 18 March 2014.

Grantham Butter Factory

The handover of the Grantham Butter Factory from Rotary to Council occurred on 13 March pursuant to transfer of ownership being formalized. The official handover function is to be held on 1 April 2014.

Sydney Royal Easter Show

The planning and preparation for this major event are on track and the effort being put in across the organization under the lead of the Regional Development team is to be commended.

Elected Member Training

Councillors together with the Executive Leadership Team attended the LGAQ annual elected member update session this month and were provided with an insight into the changes that lie ahead for all Councils in 2014. The feedback on this session has been positive from both Council’s and LGAQ’s perspectives. Materials from the session will be provided for further information of participants and responses to matters raised and taken on notice by LGAQ will be provided when to hand.

Gatton Administration Building

Renovation works are in full progress and alternative accommodation arrangements have been temporarily made for the affected areas, including the Council Chambers and the associated offices, and the necessitated staff movements.

National Awards for Local Government

An application has been forwarded nominating “Our Living Books Project” for the 2014 National Awards for Local Government under the Multicultural Australia – Strength in Diversity category. The nomination is based on the initiative of the living books and the methodology of its implementation.

LGMA Excellence Awards

A nomination has been made to the LGMA Queensland Excellence Awards for the Corporate Applications and ECM Software Implementation project and the teams across the organisation included in making the transition and implementation a success. The nomination has been supported by those involved in the project including the provider Technology One.

Staff Acknowledgement

It is with deep regret that I have accepted the resignation of one of our most valued employees, Michelle Brown. I’m sure Council will join with me in thanking her most sincerely for her outstanding contribution to Lockyer Valley and in wishing her all the best in her future endeavours.

Councillor/Officer Conference Attendance 2012/2016

An updated schedule will be tabled for adoption.

4. Policy and Legal Implications

Policy and legal implications will be addressed in future on matters that arise before Council.

5. Financial and Resource Implications

Budget implications will continue to be addressed through existing allocation and re-prioritisation as required.

6. Delegations/Authorisations

Where further decisions are required with respect to the submission of this plan, the Chief Executive Officer will be delegated the authority to make those decisions.

7. Communication

The matters arising from this report that require further communication will be addressed through existing communication channels.

8. Conclusion

That the Chief Executive Officer’s Report be received and adopted.

Ordinary Council MEETING MINUTES

26 MARCH 2014

Cr Peter Friend left the meeting, the time being 12:07 PM

Cr Peter Friend returned to the meeting, the time being 12:09 PM

10.4 2014 National General Assembly of Local Government

Date: 21 March 2014

Author: Jason Bradshaw, Executive Manager Governance & Performance

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

The Australian Local Government Association has written to Council advising of this years’ National General Assembly of Local Government in Canberra from 15 to 18 June, and is calling for motions under this year’s theme which is “Getting down to Business”. This forum gives Council the opportunity to contribute to the development of national local government policy and issues facing local government nationally.

Officer’s Recommendation:

THAT Council delegate to the Mayor and the Chief Executive Officer the submission of motions to the Australian Local Government Association for inclusion in the 2014 National General Assembly Business Papers following discussion of the proposed motions at the Strategy and Sustainability workshop on 2^nd April 2014.

THAT Council consult with the LGAQ and other Councils in seeking support for the motions and increase in attendance at the ALGA Conference.

RESOLUTION:

THAT Council consult with the LGAQ and other Councils in seeking support for the motions and increase in attendance at the ALGA Conference.

Moved By: Cr Friend Seconded By: Cr Pingel

Resolution Number: 3356

CARRIED

5/0

Report

1. Introduction

The ALGA discussion paper released to allow Councils to develop motions for the National Congress, is currently being actioned by staff under the key themes “Getting down to Business”. The Federal Government is working through outcomes of the National Commission of Audit and is preparing for White Papers on the Federation and our Taxation System. Each of these processes will help to shape Government in Australia in the Coming years and local government needs to be in a strong position to respond to whatever changes may emerge.

2. Background

Council has received advice and an invitation to the National General Assembly (NGA) of Local Government in Canberra from 15-18 June 2014. This year’s also marks the 20^th National General Assembly, and provides an opportunity to recognise the achievements of the last 20 years and to focus on the future and apply the lessons of the past. It is also the first gathering since the change of government last year, and will give some understanding of the current Federal Government’s commitment to local government.

Council has been requested to provide motions for consideration by the 17^th April 2014.

3. Report

The Australian Local Government Association is calling for motions under this year’s theme which is “Getting Down to Business”. The National General Assembly (NGA) is this year being held against the backdrop of several key developments. Each of them could profoundly redefine the operation of Australia’s system of Government. These Include:

· The establishment by the Commonwealth Government, of a National Commission of Audit;

· A promise within two years of coming to office to develop a White Paper on the reform of the Federation;

· A commitment by all jurisdictions including the ALGA through the Council of Australian Governments’(COAG) to reduce duplication between governments; and

· A promise to develop a White Paper on Taxation within two years of coming to office.

Each of these are significant undertakings in their own right, but taken together, they could substantially reshape the operation of the Australian federal system of government. It is important that local government is an active participant in these processes and that every opportunity is take to influence the outcomes of these white paper processes.

The theme of this year’s NGA invites Council’s to reflect on the roles and responsibilities of local government, its funding and relative place in the Federation. It’s a theme that enables local government to define for itself:

· What business local government is in;

· The resources we need to do it; and

· What should be expected from the Commonwealth and what we should expect from the state and territory governments.

In short, how local government should fit in the Federation. Local government knows what it does best, this is an opportunity to share experiences and develop policies that will ensure it will remain the strong and vibrant representative of our communities that it is today.

The annual conference is to be held in Canberra from 15 – 18 June 2014 and will be attended by the Mayor, Deputy Mayor, Cr McDonald and the Chief Executive Officer and/or delegates.

A forum has been planned for the Sunday prior the start of the conference on “Regional Cooperation and Development” and it is recommended that Council participate in this forum. This will build on last year’s initiatives and include the latest “State of the Regions” Report.

The closing date for motions is the 17^th April 2014 and to be eligible for inclusion in the NGA Business Papers, motions must follow the principles:

· Fall under the NGA theme

· Be relevant to the work of local government nationally; and

· Complement or build on the policy objectives of State and Territory associations.

There has not been an opportunity to discuss motions and given the timing of the April Ordinary Council Meeting, the motions will need to be finalised at the next Strategy and Sustainability workshop on the 2^nd April 2014. There are motions from last year that can be redrafted and further that will be proposed in relation to taxation reforms.

4. Policy and Legal Implications

All relevant policy positions will be considered when drafting motions and further consultation will be made with the LGAQ to ensure that motions are consistent with state wide views. There are limited legal implications with proposing motions, that are within the powers of local government and consistent with existing Council direction.

5. Financial and Resource Implications

Budget impacts will continue to be addressed through existing allocation and re-prioritisation as required. There is a budget allocation and attendance is requested by Councillors at this important forum.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Chief Executive Officer has appropriate delegations to address issues in the report and is delegated by resolution to finalise the motions.

7. Communication

The matters arising from this report that require further communication will be addressed through existing communication channels. All motions will be in writing and lodged through the appropriate mechanisms.

8. Conclusion

That the motions agreed at the Strategy and Sustainability workshop be submitted to the ALGA for consideration into the agenda for conference debate. Further, that Council confirm the attendance of relevant Councillors and the CEO.

11.0 Organisational Development and Engagement Reports

No Organisational Development and Engagement Reports

12.0 Corporate and Community Services Reports

12.1 Illegal Dumping Partnership

Date: 19 March 2014

Author: Carla Wilson, Major Projects Officer

Responsible Officer: David Lewis, Group Manager Corporate & Community Services; Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

Council has partnered with two local groups – Anuha Services and Withcott Litter Patrol to work on an application for an Illegal Dumping and Littering Partnership Campaign. The campaign will facilitate the implementation of a number of the recommended Actions in Councils Illegal Dumping Strategy.

Council, Anuha and Withcott Litter Patrol are seeking $90,000 from the Department of Environment, Heritage and Protection (EHP) for this project.

This Report seeks approval from Council to continue with the Funding Proposal and if the proposal is successful, commitment from Council that staff and funds will be available to work on the campaign.

Officer’s Recommendation:

THAT Council approve the development and submission of a funding proposal to the Department of Environment, Heritage and Protection for an Illegal Dumping and Littering Partnership Campaign with Anuha services and the Withcott Litter Patrol.

And further;

THAT Council support the provision of $10,000 in 2014/15 Budget to complete the campaign if the funding proposal is successful.

RESOLUTION:

And further;

THAT Council support the provision of $10,000 in 2014/15 Budget to complete the campaign if the funding proposal is successful.

Moved By: Cr Pingel Seconded By: Cr Friend

Resolution Number: 3357

CARRIED

5/0

Report

1. Introduction

Littering and illegal dumping have significant environmental, social and economic impacts. Littering and illegal dumping are unsightly, unhealthy, unsafe, degrade the local environment, reduce property values, costs rate payers a substantial amount of money each year to clean up and ruins the public image of the Lockyer Valley.

In the six months from July 2013 – December 2013 over 84 tonnes of rubbish were illegally dumped in the Lockyer Valley region. In addition to this, 89 tyres were also carelessly abandoned and 162 tonnes of contamination had to be removed from the Gatton recycling facility and disposed of.

The full cost of disposing of waste to putrescible landfills is similar in urban and rural areas - estimated at between $41 and $102 per tonne of waste (BDA Group, 2009). If we use the median value of $71.50 per tonne we can estimate that illegal dumping from July 2013 – December 2013 cost LVRC approx. $ 6,006.

Tyre disposal (illegally dumped tyres) from July 2013 – December 2013 cost approx. $650. Contamination of recycled materials costs Council approx. $11,650 every six months.

It must be noted that the costs listed above do NOT include staff time or transport costs – both of which are significant when dealing with illegally dumped waste. Disposal costs for illegally dumped waste and contamination of recyclable materials (not including staff and transport costs) averages out to approx. $36,600 per year for Council.

2. Background

In late 2012 Lockyer Valley Regional Council (LVRC) developed an Illegal Dumping Strategy that aimed to reduce littering and illegal dumping in the Lockyer Valley. Council implemented landfill and transfer station gate fees in early 2013 to encourage waste reduction and recycling. The Strategy was developed to mitigate further potential of littering and illegal dumping. At present residents are still able to dispose of 240L or less at the landfill for free. This “free” amount is an interim measure to enable the community to transition to the landfill gate fees.

Unfortunately, due to a lack of resources (staff and money) and competing Council priorities only some actions in the Illegal Dumping Strategy were implemented in 2013. Flood has devastated the Lockyer Valley region twice since 2011, and a large proportion of Councils funding and efforts have been centred on recovery from these events. Council has been able to implement a small number of the actions recommended in the Illegal Dumping Strategy, including; the use of Illegal Dumping Surveillance Cameras.

3. Report

Recently the Department of Environment and Heritage (EHP) have released a Litter and Illegal Dumping Partnerships Funding Program. This funding is available to environmental, community and volunteer groups, charitable organisations, research bodies, tertiary education institutions, industry representative bodies and companies. The funding can be used for community education, behavioural change, research and evaluation (of community education and behavioural change campaigns) addressing litter and illegal dumping. Council is ineligible to apply for the funding on its own but is eligible to participate in partnerships with other eligible groups.

Partnership proposals from a single eligible organisation may seek up to $50,000 (excl. GST). Proposals from two or more eligible organisations may seek up to $100,000 (excl. GST).

These goals centre on reducing litter and illegal dumping in our region, taking pride in our community and reducing litter and contamination in our recycling bins.

Council, Anuha and Withcott Litter Patrol are seeking $90,000 from EHP for this project. The project will require a number of Council staff to be involved. The direct financial commitment from Council is not significant ($10,000 for contingency purposes only) but staff hours will be required and public commitment to a community education and awareness campaign.

Approx. Staff Hours Required (over a one year period July 2014 – July 2015):

Environmental Health Officer: 2.5 hours per week

Waste Officer / Coordinator: 2.5 hours per week

Corporate Communications Officer: 2 hours per week

Major Projects Officer: 2 hours per week

If successful the funding will be provided by EHP to the Partnership group via Anuha Services. Council is not eligible to hold the funding directly; however, Council is acting in the Project Management role for the partnership.

A draft Project Plan outlining the Illegal Dumping Partnership Campaign (including the funds being sought from EHP) is attached. This project plan will form the basis of Council’s funding application.

4. Policy and Legal Implications

All policy and legal implications have been considered and complied with in regard to this matter.

New or changed policies required and/or possible Legal Implications.

5. Financial and Resource Implications

The direct financial commitment from Council is not significant ($10,000 for contingency purposes only) but staff hours will be required and public commitment to a community education and awareness campaign.

Approx. Staff Hours Required (over a one year period July 2014 – July 2015):

Environmental Health Officer: 2.5 hours per week

Waste Officer / Coordinator: 2.5 hours per week

Corporate Communications Officer: 2 hours per week

Major Projects Officer: 2 hours per week

Funding sought from EHP $90,000

Budget and /Service level impact and proposed alternatives/options.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Chief Executive Officer and relevant Group Manager will manage issues arising with these projects in line with existing delegations.

7. Communication and Engagement

Community participation will be via Council’s existing networks, Anuha Services and the Withcott Litter Group.

The focus will be on educating the community regarding the impact of litter and illegal dumping on the environment and the costs of clean-up. Councils Community Engagement Framework will be followed for the duration of this project.

Internal stakeholders will be engaged via meetings of the Council Project Team.

A Steering Group has been formed that consists of representatives from the following organisations:

· Council

· Anuha Services

· The Withcott Litter Patrol.

Councillors will be engaged via the Council Agenda Reporting process. Once the funding is secured monthly progress reports will be provided to the ELT and Council.

8. Conclusion

This report discusses Councils partnership with Anuha Services and the Withcott Litter Patrol to embark on an Illegal Dumping and Littering campaign. It seeks approval from Council to submit an application for funding to EHP and for Council to approve the intent to provide funding and staff resources if the proposal is successful.

9. Action/s

The application for funding from the EHP for an Illegal Dumping and Littering Campaign is submitted by June 2014.

Ordinary Council MEETING MINUTES

26 MARCH 2014

13.3 Request to Change Development Approval for Material Change of Use for Indoor and Outdoor Entertainment on Lots 1 & 2 RP194176 located at 72 Helidon Dip Road, Helidon

Date: 18 March 2014

Author: Tanya Herberich, Assistant Planning Officer

Responsible Officer: Mark Piorkowski, Executive Manager Planning & Development Services

File No: CAP2013/009/R4270-0/DA6469

Summary:

Council officers have assessed a request made under Section 367 of the Sustainable Planning Act 2009 (SPA) for a permissible change to an approval for Material Change of Use for Indoor and Outdoor Entertainment on land described as Lot 1 and 2 RP194176, located at 72 Helidon Dip Road, Helidon and have determined the request should be approved.

Officer’s Recommendation:

THAT Council resolve to approve the request for a permissible change for an approval for Material Change of Use for Indoor and Outdoor Entertainment on land described as Lot 1 and 2 RP194176, located at 72 Helidon Dip Road, Helidon, being DA6469 as follows:

(a) The deletion of conditions A3, A25, A26, M3, P1, P4 and Q1;

(b) The amended to conditions A29, A30, A31, C2, C3, K1, K2, K3, K5, K6, K9, K11, K12, K13, K14, K16, K17, K18, K35, M2 and O1 to read as follows:

A29	Car parking requirements for events less than 500 patrons are to be in accordance with an appropriate Traffic Management Plan to be lodged at least five business days prior to an event.	*To be complied with prior to any event being held and ongoing.*
A30	When events are conducted on the site the event organiser shall prepare Traffic Management and Emergency Management Plans appropriate to the event be submitted at least five business days prior to each event. The Traffic Management and Emergency Management Plan shall be general accordance with the plans submitted with the application. Such plans shall be to the satisfaction of the Department of Transport & Main Roads, Police and other Emergency Services.	*To be complied with prior to any event being held and ongoing.*
A31	Licensed traffic controllers are required to be present at least at the following locations, at any time that coaches are expected to arrive at or leave the event: • Helidon Dip Road 20-30 metres from the Turner Street/Helidon Dip Road intersection • Turner Street 100-120 metres east of Sheep Station Creek Bridge The traffic controllers shall ensure that while a coach travels between them, all other traffic is stopped. This will ensure that coaches are able to safely use the full width of the road where required while negotiating the bridge.	*To be complied with whilst an event is in progress and ongoing.*
C2	This site is approved for ten events with a maximum patronage of 500 persons per event.	*To be complied with prior to the commencement of the use and ongoing.*
C3	Site Plans for New Year’s Eve Cabaret, Children’s Summer Holiday Musical, Masquerade Ball, Winter Ball and RockStock Cabaret are to be submitted to Council six weeks prior to the event for approval by the Manager of Health Services as a part of the Subordinate Local Law No.1.12 (Operations of Temporary Events) 2011.	*To be complied with prior to the commencement of the use and ongoing.*
K1	The Event Manager must submit application(s) pursuant to: • Council’s Subordinate Local Law No. 1.12 (Operation of Temporary Events) 2011 with applicable fee and plans to Council; and • Food Act 2006 relating to any Licensable Food Business(es) with applicable fees and plans to Council, for any temporary food business, other food business and/or a copy of current Mobile Food Business License(s), (if applicable); a minimum of six weeks prior to the date of the any event at the site, in a manner as required by Council to properly assess to the event/business.	*To be complied with six weeks prior to any event being held on site.*
K2	The Event permit issued for an event shall cease to have effect on the day after the date of such entertainment.	*Ongoing.*
K3	The Event Manager must comply with the Event permit conditions.	*To be complied with prior to any event and ongoing.*
K5	Allowable noise level heard at neighbouring properties from the site for the duration of approved events only between 10am to 6pm is to be no more than 70dBA.	*To be complied with prior to any event and ongoing.*
K6	During the application for a Temporary Event permit the Event Manager will liaise with Council’s Environmental Health Officer in relation to the direction and orientation of stage and speaker systems prior to their erection so as to minimise noise intrusion to nearby residents.	*To be complied with prior to any event and ongoing.*
K9	Outside of the hours of 10am to 6pm for all approved events the allowable noise level heard at neighbouring properties and at all other times is to comply with the Environmental Protection Act 1994, Regulations and Policies.	*To be complied with prior to any event taking place and ongoing.*
K11	All chemicals and other material that may contaminate soil, stormwater, groundwater and/or air must be stored in a manner that prevents or minimises the impact of any accidental spills or releases.	*To be complied with prior to any event taking place and ongoing.*
K12	A noxious or offensive odour must not be emitted beyond the boundaries of the site as a result of the use.	*To be complied with prior to any event taking place and ongoing.*
K13	No particulate matter or visible contaminant, including dust, smoke, fumes and aerosols likely to cause environmental harm are to emanate beyond the boundaries of the site as a result of the use.	*To be complied with prior to any event taking place and ongoing.*
K14	(a) Contaminants or contaminated water must not be directly or indirectly released from the site or to the ground or groundwater at the Premises except for: • Uncontaminated Overland Stormwater flow; • Uncontaminated Stormwater to the stormwater system; • A release in accordance with condition (b) below. (b) All contaminated water must be disposed of to an approved point under the terms and conditions set by Council.	*To be complied with prior to any event taking place and ongoing.*
K16	Potable water supply must be provided in accordance with the Australian Drinking Water Guidelines. All non-potable water points (i.e. taps) must be labelled with a prominent sign indicating “Unsuitable for Drinking”.	*To be complied with prior to any event taking place and ongoing.*
K17	An adequate and continuous supply of potable water in accordance with the Australian Drinking Water Guidelines must be maintained to all toilets, kitchen, laundry and drinking water facilities that form part of the operation of all events.	*To be complied with prior to any event taking place and ongoing.*
K18	A water sampling report detailing the chemical and biological analysis of any non-reticulated water supply (e.g. bore water, rain water or alternative supply) must be provided to Council’s Cultural, Health & Regulatory Services Manager to show evidence that the water is potable prior to each event. This does not include bottled water manufactured by a licensed food business.	*To be complied with prior to any event taking place and ongoing.*
K35	No fireworks are permitted to be set off in conjunction with any event. And no fires are to be lit, without a permit from the Queensland Rural Fire Brigade.	*To be complied with prior to any event taking place and ongoing.*
M2	Potable water supply adequate to meet the needs of patronage is provided on site.	*To be complied with prior to any event and ongoing.*
O1	Hours of operation shall be limited to between 7am to 10pm Monday to Sunday for all events (including set up and pack up) unless otherwise approved by Council by way of written request. Work or business (other than office work) must not be conducted from the premises outside of the above hours or Public Holidays.	*To be complied with prior to the event and ongoing.*

RESOLUTION:

THAT Council resolve to approve the request for a permissible change for an approval for Material Change of Use for Indoor and Outdoor Entertainment on land described as Lot 1 and 2 RP194176, located at 72 Helidon Dip Road, Helidon, being DA6469 as follows:

(a) The deletion of conditions A3, A25, A26, M3, P1, P4 and Q1;

(b) The amended to conditions A29, A30, A31, C2, C3, K1, K2, K3, K5, K6, K9, K11, K12, K13, K14, K16, K17, K18, K35, M2 and O1 to read as follows:

A29	Car parking requirements for events less than 500 patrons are to be in accordance with an appropriate Traffic Management Plan to be lodged at least five business days prior to an event.	*To be complied with prior to any event being held and ongoing.*
A30	When events are conducted on the site the event organiser shall prepare Traffic Management and Emergency Management Plans appropriate to the event be submitted at least five business days prior to each event. The Traffic Management and Emergency Management Plan shall be general accordance with the plans submitted with the application. Such plans shall be to the satisfaction of the Department of Transport & Main Roads, Police and other Emergency Services.	*To be complied with prior to any event being held and ongoing.*
A31	Licensed traffic controllers are required to be present at least at the following locations, at any time that coaches are expected to arrive at or leave the event: • Helidon Dip Road 20-30 metres from the Turner Street/Helidon Dip Road intersection • Turner Street 100-120 metres east of Sheep Station Creek Bridge The traffic controllers shall ensure that while a coach travels between them, all other traffic is stopped. This will ensure that coaches are able to safely use the full width of the road where required while negotiating the bridge.	*To be complied with whilst an event is in progress and ongoing.*
C2	This site is approved for ten events with a maximum patronage of 500 persons per event.	*To be complied with prior to the commencement of the use and ongoing.*
C3	Site Plans for New Year’s Eve Cabaret, Children’s Summer Holiday Musical, Masquerade Ball, Winter Ball and RockStock Cabaret are to be submitted to Council six weeks prior to the event for approval by the Manager of Health Services as a part of the Subordinate Local Law No.1.12 (Operations of Temporary Events) 2011.	*To be complied with prior to the commencement of the use and ongoing.*
K1	The Event Manager must submit application(s) pursuant to: • Council’s Subordinate Local Law No. 1.12 (Operation of Temporary Events) 2011 with applicable fee and plans to Council; and • Food Act 2006 relating to any Licensable Food Business(es) with applicable fees and plans to Council, for any temporary food business, other food business and/or a copy of current Mobile Food Business License(s), (if applicable); a minimum of six weeks prior to the date of the any event at the site, in a manner as required by Council to properly assess to the event/business.	*To be complied with six weeks prior to any event being held on site.*
K2	The Event permit issued for an event shall cease to have effect on the day after the date of such entertainment.	*Ongoing.*
K3	The Event Manager must comply with the Event permit conditions.	*To be complied with prior to any event and ongoing.*
K5	Allowable noise level heard at neighbouring properties from the site for the duration of approved events only between 10am to 6pm is to be no more than 70dBA.	*To be complied with prior to any event and ongoing.*
K6	During the application for a Temporary Event permit the Event Manager will liaise with Council’s Environmental Health Officer in relation to the direction and orientation of stage and speaker systems prior to their erection so as to minimise noise intrusion to nearby residents.	*To be complied with prior to any event and ongoing.*
K9	Outside of the hours of 10am to 6pm for all approved events the allowable noise level heard at neighbouring properties and at all other times is to comply with the Environmental Protection Act 1994, Regulations and Policies.	*To be complied with prior to any event taking place and ongoing.*
K11	All chemicals and other material that may contaminate soil, stormwater, groundwater and/or air must be stored in a manner that prevents or minimises the impact of any accidental spills or releases.	*To be complied with prior to any event taking place and ongoing.*
K12	A noxious or offensive odour must not be emitted beyond the boundaries of the site as a result of the use.	*To be complied with prior to any event taking place and ongoing.*
K13	No particulate matter or visible contaminant, including dust, smoke, fumes and aerosols likely to cause environmental harm are to emanate beyond the boundaries of the site as a result of the use.	*To be complied with prior to any event taking place and ongoing.*
K14	(a) Contaminants or contaminated water must not be directly or indirectly released from the site or to the ground or groundwater at the Premises except for: • Uncontaminated Overland Stormwater flow; • Uncontaminated Stormwater to the stormwater system; • A release in accordance with condition (b) below. (b) All contaminated water must be disposed of to an approved point under the terms and conditions set by Council.	*To be complied with prior to any event taking place and ongoing.*
K16	Potable water supply must be provided in accordance with the Australian Drinking Water Guidelines. All non-potable water points (i.e. taps) must be labelled with a prominent sign indicating “Unsuitable for Drinking”.	*To be complied with prior to any event taking place and ongoing.*
K17	An adequate and continuous supply of potable water in accordance with the Australian Drinking Water Guidelines must be maintained to all toilets, kitchen, laundry and drinking water facilities that form part of the operation of all events.	*To be complied with prior to any event taking place and ongoing.*
K18	A water sampling report detailing the chemical and biological analysis of any non-reticulated water supply (e.g. bore water, rain water or alternative supply) must be provided to Council’s Cultural, Health & Regulatory Services Manager to show evidence that the water is potable prior to each event. This does not include bottled water manufactured by a licensed food business.	*To be complied with prior to any event taking place and ongoing.*
K35	No fireworks are permitted to be set off in conjunction with any event. And no fires are to be lit, without a permit from the Queensland Rural Fire Brigade.	*To be complied with prior to any event taking place and ongoing.*
M2	Potable water supply adequate to meet the needs of patronage is provided on site.	*To be complied with prior to any event and ongoing.*
O1	Hours of operation shall be limited to between 7am to 10pm Monday to Sunday for all events (including set up and pack up) unless otherwise approved by Council by way of written request. Work or business (other than office work) must not be conducted from the premises outside of the above hours or Public Holidays.	*To be complied with prior to the event and ongoing.*

Moved By: Cr Holstein Seconded By: Cr Friend

Resolution Number: 3362

CARRIED

5/0

Report

1. Introduction

This purpose of this report is to provide Council with the necessary information to enable it to determine a request that has been received for a permissible change to an approval for Material Change of Use for Indoor and Outdoor Entertainment. The request is being put to Council for determination as the original approval was approved by Council rather than under delegation. The report recommends that Council approve the request.

2. Background

On 14 October 2009 Council approved an application for Material Change of Use for Indoor and Outdoor Entertainment on land described as Lot 1 and 2 RP194176, located at 72 Helidon Dip Road, Helidon. This approval was based on an anticipated use of the property on a scale that has never been realised, the direct result of which is that the a number of the conditions attached to the approval are neither reasonable nor relevant to the actual scale of the activities that have been and are in the future likely to be undertaken pursuant to the approval.

To address this issue the organisers of the events on the land met with Council officers during 2013 to discuss the scope of conditions that could be deleted or amended to ensure the conditions were relevant to the actual use of the land rather than the much larger scale that was anticipated when the application was made in 2009. This enabled the applicant to frame the request to make a permissible change to the development approval to reflect the nature and scope of changes that would be appropriate.

On 29 November 2013 the applicant made a formal request under Section 367 of the Sustainable Planning Act 2009 (SPA) for a permissible change to the development approval which was granted by Council on 14 October 2009. Given the nature of the request a short briefing on the request was provided to the Councillor Workshop on 6 March 2014.

3. Report

The land subject of the approval is located north west of the Helidon Township on Helidon Dip Road and is 25ha in area. The site is located opposite the railway line which runs parallel with the property. The site currently contains an existing dwelling and shed on Lot 2 and Lot 1 is currently vacant. The site slopes towards the north east.

Conditions to be removed or amended

The request for a permissible change requests the removal of conditions A3, A25, A26, A30, A31, C3, K1, K2, K3, K11, K12, K13, K14, M2, M3, P1, P4 and Q1 and the amendment of conditions A29, C2, K5, K6, K9, K16, K17, K18, K35 and O1.

The request is that the following conditions be removed:

A3. The site owner shall pay a road maintenance contribution of $5,000 per annum, adjusted annually with CPI. This contribution is in lieu of requiring major upgrade works on the roads to the site.

Advice: The basis of calculating the contribution is the estimated cost of resealing Helidon Dip Road to the northern access point every 15 years ($1 400 per year), shoulder resheeting every 5 years ($1 400 per year) and annual shoulder grading ($2 200 per year).

A25. Vehicular accesses shall be provided to the subject land in accordance with Council’s Property Access and Access Crossing Policy. The accesses will be constructed generally in accordance with Rural Property Access Type A drawing number SD221, however the width shall be increased to accommodate the turning path of coaches entering and exiting the site and allow for two-way operation. Accesses shall be imperviously sealed to the property boundary. Construction of these accesses must not interfere with the flow of storm water within the road reserve. Accesses are required at access points nominated as Gates C, D and E on the plans provided at the time of application.

A26. Carpark A and associated internal access roads shall be maintained to a minimum gravel road base standard (minimum gravel depth 100mm) to the satisfaction of Council. Dust suppression measures must be in place and maintained as part of a regular maintenance procedure. If the use creates a dust nuisance (as defined by the Environmental Protection Act) through traffic entering, leaving or using the subject land, vehicular driveways, manoeuvring and parking areas must be imperviously sealed.

Gravelling of the other carparks and carpark access routes is not required, provided satisfactory grass cover is maintained and safe vehicle access to the carpark area can be achieved.

A30. When events are conducted on the site the event organiser shall prepare Traffic Management and Emergency Management Plans appropriate to the event and in general accordance with the plans submitted with the application. Such plans shall be to the satisfaction of the Department of Transport & Main Roads, Police and other Emergency Services.

A31. Licensed traffic controllers are required to be present at least at the following locations, at any time that coaches are expected to arrive at or leave the event:

• Helidon Dip Road 20-30 metres from the Turner Street/Helidon Dip Road intersection

• Turner Street 100-120 metres east of Sheep Station Creek Bridge.

C3. Site Plans for New Year’s Eve Cabaret, Children’s Summer Holiday Musical, Masquerade Ball, Winter Ball and RockStock Cabaret are to be submitted to Council six weeks prior to the event for approval by the Manager of Health Services as a part of the Local Law No. 6 Entertainment Venues.

K1. The Event Manager must submit an application form for Council’s Local Law No. 6 Entertainment Venues and fee to Council a minimum of six weeks prior to the date of the any event at the site in a manner as required by Council.

K2. The Event permit issued for an event shall cease to have effect on the day after the date of such entertainment.

K3. The Event Manager must comply with the Event permit conditions.

K11. All chemicals and other material that may contaminate soil, stormwater, groundwater and/or air must be stored in a manner that prevents or minimises the impact of any accidental spills or releases.

K12. A noxious or offensive odour must not be emitted beyond the boundaries of the site as a result of the use.

K13. No particulate matter or visible contaminant, including dust, smoke, fumes and aerosols likely to cause environmental harm are to emanate beyond the boundaries of the site as a result of the use.

K14.

a) Contaminants or contaminated water must not be directly or indirectly released from the site or to the ground or groundwater at the Premises except for:

• Uncontaminated Overland Stormwater flow;

• Uncontaminated Stormwater to the stormwater system;

• A release in accordance with condition (b) below.

b) All contaminated water must be disposed of to an approved point under the terms and conditions set by Council.

M2. Potable water supply of 45,000L is required on site.

M3. Within four weeks of each event taking place a debriefing report is to be submitted to Council’s Manager of Planning Services.

P1. Prior to the commencement of use, Operational Works documentation in the form of professionally drawn plan/s of Carpark A shall be prepared and submitted to Council for approval, accurately showing the location of the property boundary and parking spaces in accordance with AS/NZS 2890.1. Any encroachment of Carpark A onto the road reserve shall be identified and shall require separate consideration as part of the submission of plans for Council approval. All drawings must be checked, approved and signed by a current RPEQ with their registration number. Three full sets of the drawings will be submitted in A3 size.

P4. If any alteration of carpark A is required, on completion of the works a certificate must be submitted to Council by a RPEQ certifying that the works have been constructed in accordance with Council's construction standards and in compliance with the approved plans and specification. It is expected that the RPEQ will undertake the necessary inspections to make this certification.

Q1. 1,600 Carparking spaces and 40 bus spaces shall be provided in accordance with the proposed plan of development. All dimensions shall be in accordance with AS2890.2

The request is that the following conditions be amended:

A29. Carpark A shall be the carpark used for all small events (for less than 500 persons) unless otherwise approved by Council.

C2. This site is approved for seven events, which specifically are:

• New Year’s Eve Cabaret - maximum of 500 patrons

• Children’s Summer Holiday Musical - maximum of 500 patrons

• Masquerade Ball - maximum of 500 patrons

• Winter Ball - maximum of 500 patrons

• RockStock Cabaret - maximum of 500 patrons

• Celtic Ball - maximum of 500 patrons

• RockStock Festival – maximum of 7000 patrons.

K5. Allowable noise level heard at neighbouring properties from the site for the duration of the RockStock event only between 10am to 6pm is to be no more than 70dBA.

K6. The Event Manager is to liaise with Council’s Environmental Health Officer in relation to the direction and orientation of stage and speaker systems prior to their erection so as to minimise noise intrusion to nearby residents.

K9. Outside of the hours of 10am to 6pm for RockStock and for all other events the allowable noise level heard at neighbouring properties from the site for each event between 7am to 10pm is to be no more than five decibels above the background noise level and between 10pm to 7am is to be no more than three decibels above the background noise level. (Noise level measured as the Adjusted Maximum Sound Pressure Level).

K16. A potable water supply must be provided in accordance with the Australian Drinking Water Guidelines 2004.

K17. An adequate and continuous supply of potable water must be maintained to all toilets, kitchen, laundry and drinking water facilities that form part of the operation of all events.

K18. A report detailing the chemical and biological analysis of bore water or alternative supply must be provided to Council’s Manager of Health Services to show evidence that the water is potable prior to each event.

K35. No fireworks are permitted to be set off in conjunction with any event.

O1. Hours of operation shall be limited to between 6.30am to 7.30pm Sunday for all events (including set up and pack up) unless otherwise approved by Council by way of written request. Work or business (other than office work) must not be conducted from the premises outside of the above hours or Public Holidays.

Applicant’s Representations

In support of the request to remove and change conditions, the following representations were received from the applicant:

Condition A3 - The applicant has indicated that the initial conditions were based on very large unrealistic numbers attending the major event RockStock. In a below request for change (C2) it is stated that realistic numbers for events and as a result based on this number of the current A3 condition does not reflect this and is inappropriate.

Condition A25 – Due to the realistic numbers now stated in C2 changes below, the amount of cars/traffic will be much less the than expected with the initial application. As these events have been held for a number of years now, based on experience coaches are not something we need to cater for. At all events a clearly marked parking team (high visibility vests) park all cars in a safe and orderly manner adhering to all Main Roads and local rules.

Condition A29 – All cars will be parked completely within the boundaries of the property hence taking all possible traffic off the main road. No allowance for parking along the road. A clearly marked team will guide all cars to park and leave the property safely and efficiently.

Condition 26 – Satisfactory grass cover will be maintained and safe vehicle access to the car parking areas will be achieved.

Condition A30 – Due to fewer patrons at events these plans do not seem applicable.

Condition A31 – As stated above, coaches are not something we need to cater for with the requested events and patrons.

Condition C2 – As it is hard to state the exact number and timing of event each year this condition would be better to show no more than 10 events per year with a maximum of 500 patrons.

Condition C3 – We have been informed that Local Law No. 6 Entertainment Venues no longer exists and hence request the removal of condition C3.

Condition K1, K2 and K3 – We have been informed that Local Law No. 6 Entertainment Venues no longer exists and hence request removal of Condition K1, K2 and K3.

Condition K5 – Amend to allow the noise level times to reflect events that may take place likely evening balls, plays etc. and also for any New Year’s Eve events held.

Condition K6 – Amend to reflect that the Event Manager will ensure the position of the stage and speaker system minimises noise intrusion to nearby residents.

Condition K9 – Request for this to be reviewed due to night time balls and events. Also having held New Years’ Eve events in there is there an exception? Although we are unable to find any guidelines on the LVRC website we did reference that the Toowoomba Regional Council website showed:

• Open air events (any day)

• 7am – 10pm – noise no louder than 70 decibels

• 10pm – 12am – no more than the lesser of 50 decibels or 10 decibels above ground noise level

• 12am – 7am – no audible noise permitted

Condition K11, K12, K13, K14 – These conditions have no relevance to our events.

Condition K16, K17, K18 – Condition amended to reflect the event site is temporary as per each event.

Condition K35 – Request for this to be reviewed for New Year’s Eve events.

Condition M2- Due to the request to change patron numbers to a more realistic figure this is no longer applicable. At all events adequate drinking water is available.

Condition M3 – This conditions to be removed as seems unwarranted for small events.

Condition O1 – Request for this condition to be reviewed and clarified to allow set up and pack down to happen in more appropriate times including for evening events. In addition, clarification that ‘hours of operation’ refer to any day of the week.

Condition P1 and P4 – Due to the change to reflect more realistic numbers at events the need for Operational Works documents and alterations is unnecessary.

Condition Q1 – Due to the change to reflect more realistic numbers at events. All parking will be contained within the boundaries of the land. A team for parking wearing high visibility vests will assist patrons to park safely and leave the property in an orderly and safe manner.

Further Development Permits required – Due to the changes requested could a review of the further development permits be also reviewed to reflect the changes requested.

Assessment of request

Condition A3 – Council Officers have assessed the applicant’s request and identified that the figure identified within the condition is onerous due the lower number than anticipated number of events and patrons proposed to utilise the site. Therefore the condition should be removed in accordance with the applicant’s request.

Condition A25 – Council Officers have assessed the applicant’s request and identified that the requirements of the condition are unsuitable for the number of patrons expected to attend the events. Adequate parking requirements are able to be achieved on site and the existing open space areas through an appropriate Traffic Management Plan. On this basis the condition should be removed.

Conditions A29 – Council Officers have assessed the applicant’s representations and agree that the condition should be amended to require an appropriate Traffic Management Plan be lodged at least five business days prior to each event.

Condition A26 – Council Officers have assessed the applicant’s representations and determined that the condition can be removed. The infrequent use of the car park does not warrant a gravel road base standard and therefore the existing grass cover and vehicle access will be sufficient if maintained.

Condition A30 – Council Officers have assessed the applicant’s representations and agree that the condition should be amended to require an appropriate Traffic Management Plan be lodged at least five business days prior to each event.

Condition A31 – Council Officers have assessed the applicant’s representations and determined that the condition shall remain. The condition is to remain on the basis that if buses are used to transport patrons to events, appropriate measures are put in place as part of the Traffic Management Plan in accordance with this condition.

Condition C2 – Council Officers have assessed the applicant’s representations and determined that the condition should be amended to allow ten events per year with a maximum of 500 patrons per event instead of a list of specific events. This allows more flexibility under the planning approval as the types of events previously applied for has changed. The limitation of a maximum of 500 patrons per event will ensure that if the scale of activities increases in the future Council will have the ability to impose additional conditions.

Condition C3 – Council Officers have assessed the applicant’s representations and the condition will be amended to refer instead to Subordinate Local Law No. 1.12 (Operation of Temporary Events) 2011.

Condition K1, K2 and K3 – Council Officers have assessed the applicant’s representations and have determined that the condition should be amended rather than removed so to reflect Council’s new subordinate local laws.

Condition K5 – Council Officers have assessed the applicant’s representations and have determined that the condition can be amended in accordance with the applicant’s representations for the allowable noise level to be applied for all approved events.

Condition K6 – Council Officers have assessed the applicant’s representations and have determined that the condition is to be amended to reference Subordinate Local Law No. 1.12 (Operation of Temporary Events) 2011.

Condition K9 - Council Officers have assessed the applicant’s representations and have determined that the condition is to be amended to reference the Environmental Protection Act 1994, Regulations and Policies which relate to noise levels.

Condition K11, K12, K13 and K14 – Council Officers have assessed the applicant’s representations and have determined that the condition is to remain and not be removed as the conditions are relevant to the proposed events.

Condition K16, K 17 and K18 - Council Officers have assessed the applicant’s representations and have determined that the conditions should be amended to reflect current legislation which is applicable to potable drinking water supplies.

Condition K 35 - Council Officers have assessed the applicant’s representations and have determined that the condition is to remain with no fireworks to be set off in accordance with any event. In addition, no fire is to be set without a permit from the Queensland Rural Fire Brigade as these requirements are not regulated by Lockyer Valley Regional Council.

Condition M2 – Council Officers have assessed the applicant’s representations and have determined that the condition should be changed to require a potable water supply that is adequate to service patronage on the site.

Condition M3 – Council Officers have assessed the applicant’s representations and have determined that the condition should be removed as it is onerous for small events occurring infrequently on site.

Condition O1 – Council Officers have assessed the applicant’s representations and have determined that an extension to the operational hours from 7am to 10pm in should be supported accordance with the Environmental Protection Act 1994 Regulations and Policies for noise. In addition, the operational hours should be extended to Monday to Sunday to allow a range of events to occur on site.

Condition P1, P4 & Q1 – Council Officers have assessed the applicant’s representations and agree the conditions should be removed as the requirements for a permanent car park should be removed.

Further Development Permits required – Council Officers have reassessed the required subsequent applications and identified that the condition is to be amended to reflect Subordinate Local Law No. 1.12 (Operation of Temporary Events) 2011 now supersedes Local Law No. 6 – Entertainment Venues (Community Services) and Operational works application is only required once the number of patrons exceeds 500.

State Legislative Requirements

As required by SPA, the application was referred to the Department of State Development Infrastructure and Planning (DSDIP) for comment. DSDIP indicated in writing on 13 December 2013 that the applicant’s request had been assessed and that DSDIP has no objections in relation to the proposed request to change conditions of development the approval.

4. Policy and Legal Implications

There are no policy or legal implications for Council that result from the approval of the request to change conditions of approval for a Material Change of Use for Indoor and Outdoor Entertainment.

5. Financial and Resource Implications

There is a financial and resource implication for Council with the removal of Condition A3 which required the payment of $5,000 per annum in lieu of upgrading Helidon Dip Road. With the condition being removed, this monetary contribution would not be paid to Council. However given the reduced scale of the activities on the land this condition cannot be considered to be reasonable and relevant.

6. Delegations/Authorisations

There will be no implications for delegations or authorisations arising from the determination of the request.

7. Communication and Engagement

There are no communication implications. Advice of the decision will be provided to the applicant in accordance with statutory requirements of SPA.

8. Conclusion

The request to remove and amend conditions to align the conditions with the nature and scale of the activities undertaken on the site is appropriate. The limitation of a maximum of 500 patrons per event imposed by Condition C2 will ensure that if the scale of activities increases in the future Council will have the ability to impose additional conditions.

9. Action/s

Based on the above assessment, the request to change conditions of approval for Material Change of Use for Indoor and Outdoor Entertainment should be approved subject to:

(d) The amended to conditions A29, A30, A31, C2, C3, K1, K2, K3, K5, K6, K9, K11, K12, K13, K14, K16, K17, K18, K35, M2 and O1 to read as follows:

A29	Car parking requirements for events less than 500 patrons are to be in accordance with an appropriate Traffic Management Plan to be lodged at least five business days prior to an event.	To be complied with prior to any event being held and ongoing.
A30	When events are conducted on the site the event organiser shall prepare Traffic Management and Emergency Management Plans appropriate to the event be submitted at least five business days prior to each event. The Traffic Management and Emergency Management Plan shall be general accordance with the plans submitted with the application. Such plans shall be to the satisfaction of the Department of Transport & Main Roads, Police and other Emergency Services.	To be complied with prior to any event being held and ongoing.
A31	Licensed traffic controllers are required to be present at least at the following locations, at any time that coaches are expected to arrive at or leave the event: · Helidon Dip Road 20-30 metres from the Turner Street/Helidon Dip Road intersection · Turner Street 100-120 metres east of Sheep Station Creek Bridge The traffic controllers shall ensure that while a coach travels between them, all other traffic is stopped. This will ensure that coaches are able to safely use the full width of the road where required while negotiating the bridge.	To be complied with whilst an event is in progress and ongoing.
C2	This site is approved for ten events with a maximum patronage of 500 persons.	To be complied with prior to the commencement of the use and ongoing.
C3	Site Plans for New Year’s Eve Cabaret, Children’s Summer Holiday Musical, Masquerade Ball, Winter Ball and RockStock Cabaret are to be submitted to Council six weeks prior to the event for approval by the Manager of Health Services as a part of the Subordinate Local Law No.1.12 (Operations of Temporary Events) 2011.	To be complied with prior to the commencement of the use and ongoing.
K1	The Event Manager must submit application(s) pursuant to: · Council’s Subordinate Local Law No. 1.12 (Operation of Temporary Events) 2011 with applicable fee and plans to Council; and · Food Act 2006 relating to any Licensable Food Business(es) with applicable fees and plans to Council, for any temporary food business, other food business and/or a copy of current Mobile Food Business License(s), (if applicable); a minimum of six weeks prior to the date of the any event at the site, in a manner as required by Council to properly assess to the event/business.	To be complied with six weeks prior to any event being held on site.
K2	The Event permit issued for an event shall cease to have effect on the day after the date of such entertainment.	Ongoing.
K3	The Event Manager must comply with the Event permit conditions.	To be complied with prior to any event and ongoing.
K5	Allowable noise level heard at neighbouring properties from the site for the duration of approved events only between 10am to 6pm is to be no more than 70dBA.	To be complied with prior to any event and ongoing.
K6	During the application for a Temporary Event permit the Event Manager will liaise with Council’s Environmental Health Officer in relation to the direction and orientation of stage and speaker systems prior to their erection so as to minimise noise intrusion to nearby residents.	To be complied with prior to any event and ongoing.
K9	Outside of the hours of 10am to 6pm for all approved events the allowable noise level heard at neighbouring properties and at all other times is to comply with the Environmental Protection Act 1994, Regulations and Policies.	To be complied with prior to any event taking place and ongoing.
K11	All chemicals and other material that may contaminate soil, stormwater, groundwater and/or air must be stored in a manner that prevents or minimises the impact of any accidental spills or releases.	To be complied with prior to any event taking place and ongoing.
K12	A noxious or offensive odour must not be emitted beyond the boundaries of the site as a result of the use.	To be complied with prior to any event taking place and ongoing.
K13	No particulate matter or visible contaminant, including dust, smoke, fumes and aerosols likely to cause environmental harm are to emanate beyond the boundaries of the site as a result of the use.	To be complied with prior to any event taking place and ongoing.
K14	a) Contaminants or contaminated water must not be directly or indirectly released from the site or to the ground or groundwater at the Premises except for: · Uncontaminated Overland Stormwater flow; · Uncontaminated Stormwater to the stormwater system; · A release in accordance with condition (b) below. b) All contaminated water must be disposed of to an approved point under the terms and conditions set by Council.	To be complied with prior to any event taking place and ongoing.
K16	Potable water supply must be provided in accordance with the Australian Drinking Water Guidelines. All non-potable water points (ie taps) must be labelled with a prominent sign indicating “Unsuitable for Drinking”.	To be complied with prior to any event taking place and ongoing.
K17	An adequate and continuous supply of potable water in accordance with the Australian Drinking Water Guidelines must be maintained to all toilets, kitchen, laundry and drinking water facilities that form part of the operation of all events.	To be complied with prior to any event taking place and ongoing.
K18	A water sampling report detailing the chemical and biological analysis of any non-reticulated water supply (e.g. bore water, rain water or alternative supply) must be provided to Council’s Cultural, Health & Regulatory Services Manager to show evidence that the water is potable prior to each event. This does not include bottled water manufactured by a licensed food business.	To be complied with prior to any event taking place and ongoing.
K35	No fireworks are permitted to be set off in conjunction with any event. And no fires are to be lit, without a permit from the Queensland Rural Fire Brigade.	To be complied with prior to any event taking place and ongoing.
M2	Potable water supply adequate to meet the needs of patronage is provided on site.	To be complied with prior to any event and ongoing.
O1	Hours of operation shall be limited to between 7am to 10pm Monday to Sunday for all events (including set up and pack up) unless otherwise approved by Council by way of written request. Work or business (other than office work) must not be conducted from the premises outside of the above hours or Public Holidays.	To be complied with prior to the event and ongoing.

Ordinary Council MEETING MINUTES

26 MARCH 2014

13.4 Council Adoption of the Statement of Management Intent for the Management of Flying-Fox Roosts

Date: 20 March 2014

Author: Richard Collins, Coordinator Environmental Planning

Responsible Officer: Mark Piorkowski, Executive Manager Planning & Development Services

File No: Formal Papers

Summary:

The impact of flying-fox roosts has, and continues to be, an issue for the community in the Lockyer Valley. Recent changes to legislation have improved the capacity of local governments to reduce these impacts. The legislative changes include the option to develop a flying-fox management plan and a Statement of Management Intent (SoMI).

In discussion with the Executive Leadership Team it has been determined that the development, adoption and implementation of a SoMI is the recommended mechanism for quickly undertaking action to mitigate current impacts on the community while not precluding the option to develop, at a later date, a flying-fox management plan to address longer-term issues.

A SoMI has been drafted together with the necessary procedural documents which have been reviewed by both the Executive Management Team and the Councillors. It is recommended that the Statement of Management Intent is adopted as Council policy.

Officer’s Recommendation:

THAT the Statement of Management Intent for the management of flying-fox roosts in Lockyer Valley is adopted as Council policy.

RESOLUTION:

THAT the Statement of Management Intent for the management of flying-fox roosts in Lockyer Valley is adopted as Council policy.

Moved By: Cr Milligan Seconded By: Cr Pingel

Resolution Number: 3363

CARRIED

5/0

Whilst the Mayor votes for the adoption of the Statement of Management Intent for the Management of Flying Fox Roosts he resents the cost implications and the childishness of dealing with such vermin, because the State Government is being so soft in dealing with this issue.

The Chief Executive Officer noted the excellent work done by Council staff in progressing this policy to date.

Report

1. Introduction

This report describes the reasons for Council to adopt, as a policy, a SoMI for the management of flying-fox roosts in the Lockyer Valley. It identifies the issues that have raised the profile of the impacts that flying-fox roosts have had in urban areas in Laidley, Gatton and Helidon. It also identifies the changes made to legislation and regulation by the Minister for the Environment that have enabled local governments to undertake a number of actions for reducing the impacts of flying-fox roosts. The report also highlights some of the limitations to those actions.

The Environmental Planning team has developed a SoMI that balances the expectations of the community with the Council’s capacity to undertake activities. The document also recognises the importance of the welfare of native animals which are protected by State and Commonwealth legislation. This report explains how the Statement of Management Intent, together with the associated procedural documents, will be applied.

2. Background

The interaction between flying-fox roosts and humans has become, in recent years, an ongoing issue of concern throughout the eastern seaboard of Australia with complaints of noise, smell, mess and the fear of disease. In the Lockyer valley this was brought into sharp focus by the proximity of established flying-fox roosts to a child-care centre at Laidley and a nursing home at Gatton. In addition, the influx of a large number of nomadic little red flying-foxes at Helidon last summer was the cause of many phone calls and complaints to Council.

All three species of flying-fox that occur in the Lockyer valley are protected by the Nature Conservation Act 1992, while the grey headed flying-fox is also protected by the Commonwealth Environmental Protection and Biodiversity Conservation Act 1999. Until recently, the capacity for local governments to actively manage flying-fox roosts was restricted and involved lengthy administrative processes in order to gain the necessary permits. However, in December 2013 the Minister for the Environment, the Honourable Andrew Powell, announced that the Newman Government was ‘cutting green tape and simplifying the process of dispersing flying foxes from within urban areas’. In addition, he announced that the new framework would give Councils the ‘as-of-right’ ‘authority to manage roosts in designated urban areas, subject to a new code of practice, without the need for a permit.’

Information provided by the State government to the Council of Mayors SEQ indicated that subsequent ‘legislative amendments will be made in 2014 to allow culling in situations where all non-lethal options have been exhausted.’

The new framework provides rights to local governments. Under the new Code of Practice Ecologically sustainable management of flying-fox roosts Nature Conservation Act 1992 Councils may, within a designated Urban Flying-Fox Management Area (UFFMA):

· destroy a flying-fox roost;

· drive away, or attempt to drive away, a flying-fox from a flying-fox roost; and

· disturb a flying-fox in a flying-fox roost.

In addition, the framework makes provision for the development of a flying-fox management plan for an entire local government area as well as the development of a Statement of Management Intent for the management of flying-fox roosts in an UFFMA.

At a meeting with the Executive Leadership Team (ELT) on 4 February 2014 it was agreed that the Environmental Planning Team should proceed with the drafting of a SoMI for Council’s consideration to address the immediate issues of the proximity of the established roosts to domestic dwellings and sensitive sites including the child-care centre and the aged care facility at Laidley and Gatton respectively. Further, it was agreed that a flying-fox management plan should also be developed at a later date to address medium- and long-term issues.

The draft SoMI was presented to the next ELT meeting on 18 February 2014 and subsequently presented to Council at a workshop on 5 March 2014 for consideration. It was recommended by the workshop that a report should be submitted to the next Council meeting for consideration of the adoption of the SoMI as a Council policy.

3. Report

The principal benefit of developing and adopting a SoMI is to articulate to the community what actions Council may, or may not, undertake with regard to flying-fox roost management. It can greatly assist Council to determine the most suitable on-ground actions for existing and potential new urban flying-fox roosts by defining the parameters within which Council may act. The SoMI may also include additional activities such as the provision of information, education and consultation with affected members of the community.

The SoMI can be considered as a document in two parts; firstly, the ‘policy’ and secondly, the ‘procedure’.

The head of power for the ‘policy’ document is the State Government’s ‘Code of Practice Ecologically sustainable management of flying-fox roosts Nature Conservation Act 1992.’ This sets out how, in accordance with section 41A of the Nature Conservation (Wildlife Management) Regulation 2006, a local government may:

· destroy a flying-fox roost

· drive away, or attempt to drive away, a flying-fox from a flying-fox roost

· disturb a flying-fox in a flying-fox roost.

The objective of the policy is to outline the management actions that Council may undertake to reduce the impact of disease, smell and noise of flying-fox roosts on dwellings and sensitive sites including day-care centres, residential aged care facilities and hospitals in accordance with the Code of Practice that are:

· lawful;

· financially prudent;

· equitable and fair;

· within the capability of Council; and

· do not expose Council to unnecessary risk.

The actions will be based upon the principles of:

· the ongoing welfare of the community;

· the ethical recognition of the welfare of native wildlife;

· the prioritisation of management actions where the need is greatest;

· the lowest cost, lowest risk options are employed first recognising the concept of marginal utility; and

· the containment of the impacts of disease, smell and noise from flying-fox roosts.

The ‘policy’ document is attached.

The ‘procedure’ includes a number of documents. Of these, the action matrix is the preeminent document which describes the management actions that Council may choose to undertake at separation distances of up to 35 and 50 metres from the site or dwelling affected by its proximity to the flying-fox roost. The actions range from ‘education and information’ to ‘lethal take’, or culling, although the latter is not presently available to Council. These actions are considered against six circumstances. These are:

· Sensitive site where Council owns or manages the land containing the roost including waterways under the Land Act 1994;

· Domestic dwelling where Council owns or manages the land containing the roost including waterways under the Land Act 1994;

· Sensitive site where Council manages State owned land containing the roost including waterways under the Land Act 1994;

· Domestic dwelling where Council manages State owned land containing the roost including waterways under the Land Act 1994;

· Sensitive site where Council does not own or manage the land containing the flying-fox roost; and

· Domestic dwelling where Council does not own or manage the land containing the flying-fox roost.

For clarity, the action matrix also considers the circumstances of newly established roosts and the use of trees where flying-foxes are feeding. The action matrix is attached.

A number of additional documents support the action matrix. These include:

· a solution hierarchy;

· a solution risk assessment;

· a plan of works assessment; and

· a flow-chart for selecting the management action that will minimise the cost and risk exposure to Council.

The attached illustrations show how a suite of activities could be applied to the six circumstances identified in the action matrix.

Once adopted by Council, the SoMI will allow the consideration of the management of flying-fox roosts that have been identified as affecting neighbouring dwellings and sensitive sites. The consideration process will take into account a number of factors including the tenure of the land containing the roost, the presence of grey headed flying-foxes, permit requirements and the reproductive cycle of the flying-fox species. It is important to point out that the SoMI has been designed to streamline the consideration process and enable on-ground activities to be implemented as quickly as possible.

4. Policy and Legal Implications

The development and implementation of the SoMI broadly supports the following Lockyer Our valley…Our vision 2012-2022 Community Plan commitment:

· Adopt a balanced values led approach to the development of and preservation of our natural assets.

The head of power for the SoMI is the ‘Code of Practice Ecologically sustainable management of flying-fox roosts Nature Conservation Act 1992.’ This sets out how, in accordance with section 41A of the Nature Conservation (Wildlife Management) Regulation 2006, Council may undertake specific actions. It clearly identifies the limitations on those actions which include the consideration of the reproductive cycles of the three relevant flying-fox species.

Other legislation may also, from time-to-time, have relevance to the activities that Council may undertake. These include but are not limited to:

· Environmental Protection and Biodiversity Conservation Act 1999

· Nature Conservation Act 1992

· Land Act 1994

· Water Act 2000

· Vegetation Management Act 1999

As native animals, all species of flying-fox are protected. In addition, their habitat and roosting sites are also subject to legislation and regulation. The implementation of the SoMI will have to be cognisant of, and abide with, all relevant legislation and regulation while reflecting the stated objective of the SoMI to be ‘lawful’.

5. Financial and Resource Implications

The implementation of the SoMI will require the cross-Council coordination of capabilities for individuals to effectively contribute as project team members, advisors and / or stakeholders. External service providers may need to be engaged in the implementation activities. These could, for example, include:

· Veterinarians and wildlife carers

· Vegetation management contractors

· Communication and education advisors.

It is very difficult to provide estimates of the likely cost of these activities given that much will depend upon discussion and negotiation with private landowners and the State government, however, an interim budget amount for the remainder of this financial year of $60,000.00 can be made available through a budget amendment.

6. Delegations/Authorisations

No additional delegations or authorities will be required by the adoption of the SoMI as a policy or its subsequent implementation.

7. Communication and Engagement

Communication and engagement will be a critically important component in the implementation of the SoMI. This can be considered in two parts; firstly, the development and delivery of the information and education material that underpins all of the actions described in the action matrix. This material will be designed to assist the community with emphasis on those directly affected by their proximity to a flying-fox roost. Secondly, the management of the media messages on issues that may be contentious. This will be managed as required.

The Corporate Communications team has been engaged in the formulation of the SoMI and will continue to be the lead contributor in all communication matters. Similarly, the Community Engagement team will become an essential member of the project team for the delivery and implementation of the SoMI.

8. Conclusion

Given the height of community concern regarding the effect of flying-fox roosts through their proximity to dwellings and sensitive sites such as child-care centres and aged care facilities together with the changes that have been made to legislation and regulation by the Minister the development of a SoMI is a logical first step in the management of flying-fox roosts in the Lockyer Valley. The SoMI will clearly articulate to the community the actions that Council may, or may not, undertake. In addition it sets out a series of considerations for ensuring that Council is not exposed to unacceptable risk or financial impost while balancing its response with the expectation of the community.

It is concluded, therefore, that the SoMI should be adopted by Council as a policy.

9. Action/s

The Environmental Planning team will project manage the implementation of the SoMI following its anticipated approval. A multi-disciplinary project team will be established to determine and undertake the tasks necessary to quickly achieve outcomes. These outcomes are likely to include the development of education material and negotiations on cost-sharing but, most importantly, on-ground actions to remove or minimize the impacts of smell, noise and disease on neighbouring properties. The Councillors and the Executive Leadership Team will be informed of progress.

The Environmental Planning team will commence the scoping for a project to develop a flying-fox management plan in the financial year 2014 – 2015.

Ordinary Council MEETING MINUTES

26 MARCH 2014

13.5 Results of advertising devices audit along the Warrego Highway, part of the Laidley-Plainland Road and part of the Rosewood-Plainland Road

Date: 20 March 2014

Author: David Heritage, Planning Officer

Responsible Officer: Mark Piorkowski, Executive Manager Planning & Development Services

File No: Formal Papers

Summary:

This report informs Council of the results of the advertising devices audit focusing on the main routes through the region and into the major centres. The audit was undertaken along the Warrego Highway (including the Gatton Bypass), part of the Laidley-Plainland Road and the Rosewood-Laidley Road. Of the 226 advertising devices that were identified, a total of seven devices are located on public land owned by Council which will be the initial focus of compliance action.

Officer’s Recommendation:

THAT Council resolve to authorise Council officers to write to the owners of the advertising devices located on public Council land requesting documentary evidence of approvals to maintain those devices on Council public land. Where documentation is not available or forthcoming the CEO will initiate compliance action to remove the signage.

RESOLUTION:

Further;

THAT the Chief Executive Officer provide a further report to Council before initiating any compliance actions on signage.

Moved By: Cr Friend Seconded By: Cr Milligan

Resolution Number: 3364

CARRIED

5/0

Report

1. Introduction

The purpose of the report is to inform Council of the results of the advertising devices audit undertaken along the major routes within the Lockyer Valley region incorporating the Warrego Highway (including the Gatton Bypass), part of the Laidley-Plainland Road and part of the Rosewood-Laidley Road.

2. Background

Council has undertaken an audit of advertising devices along the length of the Warrego Highway within the Lockyer Valley Regional Council area in addition to major routes incorporating Gatton and Laidley. The audit provides a snapshot of advertising devices along the principal road corridors within the Lockyer Valley so as to provide Council with information required to determine a course of future action.

3. Report

The audit was conducted by travelling along the length of the roads and using a camera with global positioning system capacity and linking that data to Council’s Geographical Information System (MapInfo) to determine with a high degree of accuracy the location of the advertising devices. With the location of each sign identified this was matched with information held in Council’s databases of approvals (Technology One and Practical) to determine whether an approval existed for an advertising device. Out of the audit seven advertising devices were identified on public/Council land situated on the following properties:

· Lot 232 CC3419 (Corner of Warrego Highway & Roches Road, Withcott) - Reserve for Park & Recreation.

· Lot 207 CC3419 (Northern side of Warrego Highway, Withcott between Roches Road and Jones Road) - Reserve for Park & Recreation.

· Lot 11 RP71681 (208 Patrick Street, Laidley) - Enoch Sempf Park.

· Lot 210 SP140941 (Edward Street, Laidley) - Laidley Recreational Reserve.

· Lot 18 RP25613 (Western side of Patrick Street, Laidley between Stanford Place and Breuer Street) - Council freehold land.

Broadly speaking four key issues have been identified that arise from the existence of unlawful advertising devices including those on public land are that:

· It is an inequitable situation from the perspective of individuals and businesses that have, at their own expense, made application for and obtained planning approval for an advertising device;

· Planning scheme provisions which require advertising devices to be separated by specific distances mean unlawful devices are removing the ability for individuals and businesses that would make an application from obtaining an approval;

· Impacts on visual amenity and the visitor experience from an abundance of unregulated advertising devices; and

· Risk that individuals and businesses will form a view that there is no need to comply with the requirements of Council’s controls on advertising devices.

Before initiating engagement with the sign owners, Council officers will first undertake a review of the physical files relating to properties where devices have been identified on public land. Then for those properties where approvals cannot be found, write to the landholders and/or businesses seeking their representations on why they consider the devices located on their land or on other land advertising their business are not unlawful. On reviewing the representations the CEO may at their discretion require the signage to be removed or allow it to remain.

4. Policy and Legal Implications

The location of advertising devices without the relevant planning approval is contrary to Council’s planning schemes and can be pursued by Council as a compliance matter. The use of Council databases to identify where approvals exist is not sufficient to determine that any particular sign is unlawful as some devices may have been erected before approval was required and some approvals may not be recorded in the databases.

5. Financial and Resource Implications

Resources utilised to date have been limited to Council officer’s time and the use of a vehicle and camera over four days.

6. Delegations/Authorisations

No further delegations are required to manage the issues addressed in this report.

7. Communication and Engagement

The audit has been undertaken to ascertain the number of advertising devices along the principal road corridors and an indication of both the number and proportion of devices that do not have approval. No communication or engagement with the community or landholders has been undertaken.

8. Conclusion

The audit quantifies the number of advertising devices along the principal road corridors in the Lockyer Valley and provides an indication that a large proportion of these devices do not have the relevant planning approval.

9. Action/s

Resolve to authorise Council officers to engage the owners of the seven advertising devices located on public Council land requesting that they provide Council with documentation supporting their continued use of public land. In the event that this documentation is not available or had not been received the CEO would proceed with a request to remove the sign.

Cr Tanya Milligan left the meeting, the time being 12:47 PM

Cr Tanya Milligan returned to the meeting, the time being 12:50 PM

13.6 Options for Leasing Council Owned Buildings

Date: 20 March 2014

Author: Stephen Hart, Manager Administration & Executive Operations

Responsible Officer: Mark Piorkowski, Executive Manager Planning & Development Services

File No: Formal Papers

Summary:

The purpose of this report is to firstly advise Council of the process undertaken to review Council owned facilities conducted to identify the potential for future use of these buildings. Secondly, the report seeks Council resolution to put specified properties out to an “expression of interest” process.

Seven buildings or facility spaces were assessed:

 Lockyer Design Building

 Old Squash Courts – Saddlery Area

 Old Squash Courts – Rear Courts and Laundromat Area

 Geoff Udy Building

 Laidley Library

 Forest Hill Butcher and Craft shop

 Forest Hill Fire station

Council, community and commercial uses were considered with the intention to activate these spaces, provide opportunity to interested parties and seek a potential revenue stream from lease rentals. Following input from Councillors and senior management at the Council workshop on 5 March 2014, the review indicates there is potential to put 4 properties out to an expression of interest process:

 Old Squash Courts (Saddlery Area) – for potential commercial use

 Geoff Udy Building – for potential house removal

 Forest Hill Butcher and Craft shop – for potential commercial use

 Forest Hill Fire Station – for potential commercial/community use.

To varying degrees these buildings will need maintenance work to place them in a safe and useable condition.

Further, The Locker Design building is to be held for Council use in the short term and may then be considered for future leasing as professional office space. The Laidley Library building is to await the outcome of the Laidley Futures process and consideration of the longer term location of the library service. The rear portion of the old squash courts building may only be suitable for LVRC storage purposes.

Officer’s Recommendation:

THAT Council notes the process undertaken to evaluate the potential future use of Council owned buildings, and resolves that it is in the public interest to call for expressions of interest, pursuant to Section 228 of the Local Government Regulation 2012 for the future use of following Council owned properties:

1. Old Squash Courts – Saddlery area

2. Geoff Udy Building

3. Forest Hill Butcher and Craft Shop

4. Forest Hill Fire Station.

THAT Council also resolves to authorize the Chief Executive Officer to progress the expression of interest and tender processes for these facilities.

THAT Council notes that the budget build for 2014/15 may need to incorporate sufficient funding to bring these Council owned facilities to a standard suitable for future leasing.

RESOLUTION:

1. Old Squash Courts – Saddlery area

2. Geoff Udy Building

3. Forest Hill Butcher and Craft Shop

4. Forest Hill Fire Station.

THAT Council also resolves to authorize the Chief Executive Officer to progress the expression of interest and tender processes for these facilities.

THAT Council notes that the budget build for 2014/15 may need to incorporate sufficient funding to bring these Council owned facilities to a standard suitable for future leasing.

Moved By: Cr Holstein Seconded By: Cr Pingel

Resolution Number: 3365

CARRIED

5/0

Report

1. Introduction

As part of the review and examination of LVRC land and asset holdings, Council officers have been reviewing opportunities for future use of a number of Council owned buildings in Gatton, Forest Hill and Laidley.

The purpose of this report is to both inform Council of the work to date and also to seek Council’s resolution to proceed to an Expression of Interests process for the facilities identified in the report.

2. Background

Council officers are reviewing LVRC’s strategic land holdings for both freehold and leasehold land. Part of that review has been to consider buildings in the region that have potential for retail use.

Seven buildings (or sections of buildings) were examined including:

 Lockyer Design Building

 Old Squash Courts – Saddlery Area

 Old Squash Courts – Rear Courts and Laundromat Area

 Geoff Udy Building

 Laidley Library

 Forest Hill Butcher and Craft shop

 Forest Hill Fire station

The approach to these buildings was briefly discussed at the February Council meeting and was raised as an Agenda item at the Council Workshop held on 5 March 2014. The following report and recommendations reflect the input from Councillors at that Workshop.

3. Report

The future use of the Council owned buildings considered a number of matters. Key drivers were better use of the facilities and some financial return. Other important considerations were the desire to activate these spaces and, if possible, reduce the negative impact of poor visual amenity associated with a number of the buildings. This would enhance community and business outcomes in the vicinity.

The evaluation of the future use of these buildings was based on:

 the potential uses of the facility;

 implications of the use and Building Code requirements;

 the optimal term for any use- given the need to ensure longer term uses were not compromised; and

 costs to bring it buildings to a suitable standard.

Consideration was given to potential council, community and commercial use. Clearly these different uses have differing advantages and disadvantages in terms of Council service provision, community benefit and the potential for commercial return to Council should the facilities be leased in the short term.

Some of the properties have been acquired over time for strategic longer term use and that purpose needs to be considered when evaluating the likely term of any use.

Differing uses require different building standards in terms of the Building Code. For example the continuation of an existing, approved use by another party may not require further approval. However, clearly a significant change in use is likely to trigger a range of Building Code requirements such as provision of disabled access, fire wall specifications and asbestos treatment etc.

It was also recognized that Council as the regulator needs to ensure (and be seen to ensure) relevant code specifications are to be met for property owned, leased or used by Council.

Council will need to place property in a reasonable condition prior to any lease and also take care that expenditure is utilized effectively to avoid any over-expenditure on unnecessary upgrades. To address this concern council officers have adopted a “safe shell” approach. This will be to make available the spaces for council, community or commercial use, in a state that is safe for existing approved use or likely alternate uses. The intention is to avoid expenditure on higher maintenance that may not be required for the subsequent use. For example there is no need to outlay money for floor coverings that may improve the look of the space but which may be unsuitable for the future use and need to be removed or replaced. Better to provide a clean and safe uncovered floor.

Council has also recognized that the private sector is well placed to identify new business opportunities that may arise or that may be suitable for such buildings.

Summarized below is the status of each of the seven building spaces discussed at the recent workshop incorporating councillor feedback on future council, community or commercial use.

Lockyer Design Building

This building is currently vacant and was previously used as a professional office. This building could be readily put into a tenderable condition for its previous use as professional offices.

The building has also recently been recommended for temporary use as LVRC offices while the lift construction work and accommodation refits take place in the main Gatton building.

Repairs are currently being undertaken as follows:

 internal painting

 carpet cleaning

 security swipe installation

 stair repair

 paving

 plumbing and power check

This will enable the space to be utilised in the short term by Council. The consensus view of the workshop was that following Council’s initial use of the building it could potentially be leased out for a 2 plus 2 year lease for professional offices (or for a term to align with any other adjoining leases).

Old Squash Courts – Saddlery area

The old squash court building has been split into 2 sections for the purposes of this review. The front portion of building (Spencer Street) has considerable more scope for use.

Previous uses of this area have included as a Saddlery, for Storage and for Squash Courts (2). It currently has ground level access which could be used for retail and display purposes.

The 2 squash courts in this section are newer and are sealed and could be utilised again for that purpose with wall/floor repairs and plumbing and power checks.

Upstairs (no disabled access) contains 2 bedrooms, an office and a viewing area. There is some potential for a separate tenancy upstairs for limited uses. Relatively minor floor and wall repairs and electric and plumbing checks would be required. This section could for example potentially be utilised for a retail/sport business.

The consensus view from the workshop was that the space could go to an “Expression of Interest” process for a 2+ 2year term. The Gatton Squash Club has been looking for a venue and may wish to express interest. However only the 2 courts in this section are considered useable and they may not have the capacity to pay market rental.

Old Squash Courts (Rear Courts & Laundromat)

The rear part of this site was previously used as squash courts and storage. The Laundromat area has no recorded approval.

The rear section consisting of 4 older squash courts and the section containing the old Laundromat is in very poor condition. Issues include exposed asbestos, wall and floor repair, toilet and plumbing repair, disabled access and fire wall requirements.

As discussed at the workshop, it appears that it would not be economically viable to restore this space to a safe shell. In the longer term demolition could be considered. In the short term it could be blocked off from the front section and used for LVRC storage. Potentially, a roller door and loading bay could be cut into the western wall. There is also potential to put to tender the white goods left in the Laundromat area.

A further suggestion has been that a section of this area could become an end-user facility for cyclists. This would complement proposals for a cycleway from the university campus to Gatton. This may involve a space for safe storage of bicycles and repair to one of the toilet /shower facilities. This concept requires additional assessment.

Geoff Udy Building

This vacant building was previously used as for motor cycle sales and repair. However, no building approval existed for that use.

This building is in extremely poor condition. It did not have building approval for its previous use. There are a number of add on structures such as the sheds and deck that do not have building approval (and could not get building approval). There are also fire wall requirements for any future use. The building has serious roof leakage issues rendering the upstairs area unusable. Similarly in storm events water drains through the lower floor.

As discussed at the workshop, estimates indicate that it is not viable to render it fit for tendering to third parties. The consensus view was that expressions of interest be sought to remove the house and/or demolish the building. Some funding may be required in the 2014/15 budget to enable that action. If removed that space could be utilised for overflow parking for the CBD and the Shire Hall.

Since the workshop Council has received an enquiry from the SES to utilise the building for fire and search training utilising smoke. Such a use may fit within a community use. However, there are significant liability issues associated with the unimproved structures (including the rear deck and an internal staircase). If the building were to be used in an interim period the SES would need to indemnify Council and no doubt satisfy their own duty of care to their trainees. This would not be considered as a suitable longer term use given that the building has very poor visual amenity which, given its prominent location, diminishes the attractiveness of the Gatton CBD.

Laidley Library

The building was previously used as the Laidley library. If not required for library purposes it could readily be utilised for retail, office or business incubator purposes. There is potential for partitioning to create 6 separate tenancies if fire rating and access issues can be resolved.

It would be necessary to clean, replace skirtings and repair some minor damage to walls and doors prior to alternate uses. (Floor covering may be provided or left to a potential tenant to factor in).

This is a quality area with potential for a range of uses. At the workshop it was recognised that the future use was dependent on both the outcomes of the Laidley Futures work and the decision on future library location. As a result, the consensus view from the workshop was that this facility should not go out for expressions of interest at this time.

Forest Hill Butcher and Craft Shop

These separate spaces have been used for a variety of commercial purposes-most recently as a craft shop and a butcher shop. At the recent workshop it was discussed that the tenants were considering their future options. Since the workshop the butcher has confirmed he is vacating the shop as previously raised at Council. The Craft Shop tenant has also advised that her monthly tenancy will finish in mid May.

The external awning should be replaced in the short term (approx. $15 000). However, the building could be put to an expression of interest prior to that maintenance. Some additional minor repairs may be required. As both shops are available one option may be to lease these spaces together and connect.

It was also raised at the workshop that the parcel of land to the south of the building was purchased to provide further Forest Hill car parking. This would entail the removal of an old shed on the site and would enable approximately 8 additional car parks. IWS have advised that a price of $20 000 - $25 000 was indicated for a sealed surface. A gravel surface, while considerably cheaper, would be problematic in terms of ongoing serviceability and maintenance.

The consensus view from the workshop was that the premises could be put out to an Expression of interest.

Forest Hill Fire Station

This building was previously utilised as a fire station and has been vacant for some time. The building is in a poor condition generally and there are significant maintenance issues with replacement of walls and ceilings required due to asbestos. Replacement of the electrical wiring is also necessary.

It has been suggested that it may be more cost effective to replace the building entirely and utilise a bigger footprint on what is a small lot. It was noted at the workshop that the façade of the building was in keeping with the townscape and, ideally, that façade could be retained or replicated.

The area is currently zoned for community use. As such alternate retail type uses would require application.

The building has been proposed for future use as an art gallery by the Laidley Art Society. As discussed at the Council workshop, the needs of the Art Society may be better served with a replacement building which may also be more cost effective. The Regional Development Team are currently assisting the Art Society with their business planning which is looking at a range of venue options.

The consensus view from the workshop was that the facility could go to an “Expression of Interest” process. Although given the zoning and the potential need for up front funding it is unlikely to attract viable options.

4. Policy and Legal Implications

The Council Workshop held on 5 March 2014 discussed proceeding to an expression of interest process for identified properties. This process is described under the Local Government Regulation 2012. That Regulation provides that a local government may utilize this process only if, the local government decides by resolution to invite expressions of interest before inviting written tenders. The local government must also record its reasons for doing so.

A key advantage of this process is that it enables more flexibility in the nature of proposals put forward to Council and will also enable Council to more clearly define specifications for any subsequent tender process.

5. Financial and Resource Implications

The intention of the review of facilities was to identify potential future uses and to activate some of these building spaces. A further consideration was to seek potential revenue streams from the facilities. The identified facilities are able to potentially provide revenue however there may be associated costs to enable the facilities to be brought to a safe and useable condition.

Costs for these facilities (indicative only) to be ready for tender following the expression of interest are:

 Old Squash Courts Saddlery area: $15 000

 Geoff Udy Building: $ 0

 Forest Hill Butcher and Craft Shops: $5 000

 Forest Hill Fire Station: $38 000

6. Delegations/Authorisations

The Chief Executive Officer will need the authorization to progress the expressions of interest process, and any ensuing tender process, for the identified facilities.

7. Communication and Engagement

The expressions of interest process will require advertisement in accordance with the Local Government Regulation 2012.

8. Conclusion

The Review of Council Facilities has been conducted to identify the potential for future use of these buildings. Council, community and commercial uses were considered with the intention to activate these spaces, provide opportunity to interested parties and seek a potential revenue stream from lease rentals. Following input from Councillors and senior management at the Council workshop on 5 March 2014, the review indicates there is potential to put 4 properties out to an expression of interest process:

 Old Squash Courts (Saddlery Area) – for potential commercial use

 Geoff Udy Building – for potential house removal

 Forest Hill Butcher and Craft shop – for potential commercial use

 Forest Hill Fire Station – for potential commercial/community use.

To varying degrees these buildings will need maintenance work to place them in a safe and useable condition.

9. Action/s

i. Implement an expression of interest process for the following buildings:

 Old Squash Courts (Saddlery Area) – for potential commercial use

 Geoff Udy Building – for potential house removal

 Forest Hill Butcher and Craft shop – for potential commercial use

 Forest Hill Fire Station – for potential commercial/community use.

ii. Retain Lockyer designs Building for short term LVRC use.

iii. Retain rear section of Gatton Squash Courts for LVRC Storage.

iv. Await Laidley Futures outcome and a decision on future location of the Laidley Library before considering the future use of the old Laidley Library building.

14.0 Infrastructure Works and Services Reports

No Infrastructure Works & Services Reports

155.0 Items for information

Item Number: 15.0

File Number: Formal Papers

Officer: Ian Flint, Chief Executive Officer

SUBJECT: Items for Information

RESOLUTION:

THAT Council receive and note the following reports for Council’s information only:

Executive Manager Governance & Performance Monthly Update

Executive Manager Organisational Development & Engagement Monthly Update

Recovery & Resilience Monthly Update Report

Executive Manager Planning & Development Services Monthly Update

Council of Mayors South East Queensland (COMSEQ) Committee Report

Queensland Urban Utilities Progress Report (February 2014)

Digital Local Government Program (DLGP) Project

Executive Manager Corporate and Community Services Monthly Update

Executive Manager Infrastructure Works & Services Monthly Update

(Refer: Items 15.1 – 15.9)

Moved By: Cr Pingel Seconded By: Cr Holstein

Resolution Number: 3366

CARRIED

5/0

15.1 Executive Manager Governance & Performance Monthly Update

Date: 13 February 2014

Author: Jason Bradshaw, Executive Manager Governance & Performance

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

This report is to update Council on the key issues currently being actioned.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

This report provides an update on key matters arising and being addressed since the last report.

2. Background

The previous reports provide the background information to date and only progress is being reported for the month.

3. Report

Governance

There remains a continuing focus on managing complaints and the matters referred from the Ombudsman for follow up and advice and this requires constant review and attention from other sections across Council.

Business Improvement and Program Performance

A framework has been developed and is being finalised in conjunction with consultants in developing a “Services Review” for Council. The background work will see an assessment completed for all services internal and external to Council and help to establish initiatives for changes services and service delivery in the short and long term. This work is being piloted and will be fully developed to support the budget process for developing the 2014/15 budget. A project plan is being finalised as will the terms of reference for a project review group to assist in prioritising proposals that come forward from this work.

Legal Services

Current cases and property matters remain the focus for Council’s legal services, in particular the resolution of a number of lease matters. A separate report is presented on a number of these properties.

Major Projects and Funding

The finalisation of the project management framework is imminent and this has been developed over the 12 months or so and will provide a sound and consistent base for the organisation to improve the way in which we go about delivering projects. This has been a team effort and will produce good efficiencies across the organisation.

Work continues in assisting waste services and with policy and procedures, including around illegal dumping and funding opportunities to be explored.

Internal Audit

An internal audit has been scoped and commenced on Council’s information management plans, systems and processes to address any risks that are current and to provide developmental advice on improvements and compliance gaps. Minutes of the February Audit and Risk Management Committee are presented for adoption.

Corporate Communications

A separate report detailing activity for the month is attached. There are many initiatives underway and communications remain active in major projects that are underway across the organisation. The online presence review is continuing with final reports and actions due next month.

DISASTER MANAGEMENT

Flood Warning System – Woodlands Road Update

Works progressing and on track. Slab & tower installed for river height gauge.
Pipe work laid & gas line installed ready for alert gauge to be installed. Signage currently being manufactured.

Office of Inspector General

· Manager Disaster Management attended Disaster Management Engagement Group quarterly meeting. Office of Inspector General, Emergency Management Iain Mackenzie - spoke about changes in legislation. SES will also be taken out of the DM Act. Their functions to include; review and assess effectiveness in Disaster Management

o cooperation between all levels and if they are consistent and compatible

o make disaster management standards

o regularly review DM standards

o review performance

o report on performance

o work on improvements

o report and advice the Minister.

· To provide an assurance of Public Safety, focusing on shared responsibilities, outcome based standards, continuous improvement, promote innovation, empower stakeholders and put community first. This will be based on shared responsibility and clear accountability, outcomes based on standards rather then red tape, add value that is greater than the investment required to implement, and bringing people and ideas together. Focus on evaluation both self and external.

· Update to be presented to Council once legislation is enacted.

Ordinary Council MEETING MINUTES

26 MARCH 2014

15.5 Council of Mayors South East Queensland (COMSEQ) Committee Report (February 2014)

Date: 19 March 2014

Author: Mark Piorkowski, Executive Manager Planning & Development Services

Responsible Officer: Mark Piorkowski, Executive Manager Planning & Development Services

File No: Formal Papers

Summary:

Current committee and taskforce activities for COMSEQ is reported.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

Lockyer Valley Regional Council is an active member of COMSEQ and this report is intended to provide Council with a summary of activity and key matters focusing on the committee and taskforce meetings.

2. Background

For the month of February 2014 there were six COMSEQ meetings attended by Council staff and elected members. The following report outlines the key discussion points from each of those meetings and where appropriate the implications for Lockyer Valley.

3. Report

Since the last COMSEQ report to Council the following update on activities have been provided to Council:

Coordinators Meetings – 3 February 2014 (Executive Liaison Officer Mayor/CEO & Coordinator Mayor’s Office)

Coordinators from all SEQ members discussed COMSEQ activities including:

· Engagement Strategy - The engagement strategy will start with the development of a new internal and external communications plan, complete with a suite of tools for internal communications. A review of the newsletter approach will be undertaken in addition to a redevelopment of the COMSEQ website structure and content in the next twelve months and will feature a secure member website for forums etc. Communications will be built into every COMSEQ project plan from commencement.

· High Level Agreement for Catchment Management - All the signatures to the Heads of Agreement, including Seqwater, SEQ Catchments, Healthy Waterways, Queensland Urban Utilities, Unitywater and Port of Brisbane have been achieved. Next steps will include a public signing of the Agreement and an invitation to the Mayors to attend this historic event will be sent. The key message or theme centred around the public signing will be 'all the key players in the Seqwater space are now focused on a key strategic water management plan'. The Mayoral waterways taskforce (championed by the Lord Mayor and Mayor Steve Jones) will then be formed and meet with State Ministers McArdle, Cripps and Powell to discuss the States involvement and funding from the States direct action climate fund. COMSEQ will be seeking a cabinet decision to align funding and appoint a single lead agency. Discussions with the States opposition may also be held to secure a bi-partism agreement. The high level agreement will be a key advocacy item for the Mayors delegation to Canberra. The Mayors have requested this work be in place and started by end of 2014-15. The events of the floods and the Mt Crosby incident have had a significant cultural impact right across the water organisations and they are keen to make this work.

· Queensland Plan Update - Lockyer Valley Regional Council have reviewed the detail of the draft Queensland Plan and believe it would be beneficial for COMSEQ to provide a collaborative position on the proposed plan. Submissions are due Friday 7 March 2014. Peter Olah (COMSEQ) advised that this was discussed at the Mayoral level however, a decision was not made.

Peter Olah (COMSEQ) provided an overview of the proposed advocacy document the Mayors will take to Canberra in March which will focus on the water strategy and other priority projects including promises made around infrastructure prior to the federal election. Meetings with the Hon Joe Hockey, Warren Truss, Barnaby Joyce, Anthony Albanese, Jamie Briggs and Greg Hunt are requested or confirmed.

Board Meeting – 14 February 2014 (Attended by Mayor and Executive Manager Planning & Development Services)

Discussion at the Board Meeting first centred on issues to be discussed at the scheduled Mayoral workshop on the following day. It also included the potential benefits of COMSEQ driving coordination of activities within catchments directing efforts into achieving short term wins in particular. During the Local Government Association of Queensland (LGAQ) update a presentation was made discussing the change in community attitudes towards Local Governments through the LGAQ survey. Upcoming changes to Industrial Relations (IR) will also have a positive impact for Councils but will potentially have cost implications. Also raised with the LGAQ by Councillor Jones was the unsatisfactory situation in which from May Local Government will be responsible for the management of levees and dams. The impact of Councils having to take responsibility for the levees and dams from the LGAQ’s perspective was unworkable and potentially dangerous.

Strategic Planning Workshop – 15 February 2014 (Attended by Mayor)

The strategy document outlines the Mayor’s priorities over the next three years (2014-2017) and will be available as a live document through a secure online portal for Mayors and nominated Council staff. The key 2014 Milestones identified by the Mayors for the 2014-15 year include:

1. Achievements promoted internally and externally

2. Targeted program of lobbying around infrastructure delivery

3. Satisfactorily impacted new regional plan

4. Agreed waterways action plan include appointment of single lead agent

5. Lobbied & advocated com position with relevant government (2 way)

6. Agreed DA reform targets implemented by all councils including reporting process

7. Reviewed & adjusted governance & committee structure

8. Finalised & commenced implementation of regional economic development plan

The secretariat will identify three to four measurable targets for 2017 against each of these milestones and these will most likely be yes/no statements depending on whether objectives have been achieved. The 2017 outcomes have forward estimates around a zero based budget and to plan beyond a twelve month horizon. The Mayors identified the following seven outcomes for 2017:

1. Influencer at all levels of government

2. Strong economy, competitive, innovative & stable

3. Improved waterways management

4. Acknowledged as collaborative, innovative & progressive

5. Partnerships with business & non-government organisations

6. Harnessed the collective to benefit the region

7. Delivered special one off projects

The Mayors believe that COMSEQ has the capacity to become commercially active, more so than Councils can be and how this can be achieved whilst maintaining a risk profile will be the challenge, especially in the area of inbound investment attraction. It is not the desire of the Mayors for COMSEQ to become a service provider similar to the Local Government Association of Queensland (LGAQ). Objectively, the projects that COMSEQ will undertake will be change projects that the LGAQ is not positioned to do. One-off projects supported by a business case and funding request that fits within the strategic umbrella will be still be considered.

Rural Communities Taskforce Meeting – 17 February 2014 (Deputy Mayor and Executive Manager Planning & Development Services )

Discussion at this meeting mostly centred on the expected impacts of the regional plan and the opportunities for tourism arising from the new tourism campaign launched by Brisbane Marketing. LVRC representatives spoke briefly about the workshops held in Lockyer Valley promoting the development of farmers markets as well as efforts by LVRC to develop branding and product recognition in Lockyer Valley with the local operators.

Planning Reform Taskforce Meeting – 21 February 2014 (Portfolio Councillor and Acting Manager Planning & Environment)

At this meeting updates on the Framework for Leading Practice and the Development Assessment Innovation Projects were provided by Scott Smith (COMSEQ). Scott Smith also provided an overview of the initiative of COMSEQ to implement an electronic reporting tool to report on development assessment activities to the Mayors. An update was also provided by Peter Olah and Scott Smith (COMSEQ) on the KPMG project that is being undertaken in partnership with the Department of State Development Infrastructure and Planning and the Property Council of Australia to investigate alternative funding models for local government infrastructure.

A general discussion on the review of the SEQ Regional Plan led to concerns being expressed about the apparent disconnect between where growth is to be directed by the regional plan and the alignment of this growth with a commitment to infrastructure delivery. Particular concern was expressed that ratepayers in existing low socio-economic suburbs would be subsidising infrastructure for residents of new estates. Discussion also occurred on the infrastructure charges review and a concern was expressed that a reduction in the maximum capped charge and a narrowing to the list of essential infrastructure would be the result.

The representative of the Housing Industry Association indicated that it was predicted that 2014 would be a better year for the housing industry than 2013 although there are mixed messages as to whether the economy is improving or not. It is considered that 2015/16 has better prospects for the industry. It was confirmed by the Moreton Bay Regional Council representative that they had noted a 10% increase in development applications over the past six months.

Economic Development Officers Forum Meeting – 24 February 2014 (Attended by Manager Regional Development)

The meeting involved presentations and discussion around:

- Trade and Investment Qld seeking a list of key priority projects from our region.

- Queensland Investment Expo at Logan has been postponed until June due to some poor engagement and event outcome planning.

- Presentation on Spatial Industry Business Association forecasts, they are keen to partner with local Government and I believe will be beneficial pending costs.

- Employment and Economic development forecasts.

- Update from the CEO on the development of the COMSEQ strategic plan.

Environment and Sustainability Committee Meeting – 28 February 2014 (Attended by Coordinator Environmental Planning)

Meeting initiated with an update on COMSEQ Strategic Plan which is intended to be narrower and with regard to the environment have a focus on waterways and catchment management through a Mayoral Waterways Taskforce. Some catchment management plans in place, others underway and emphasis on regional collaboration as a good thing. This key initiative will start with a high level agreement between key stakeholders.

A media launch will be organised and subsequently the Mayoral Waterways Taskforce will meet with the eight ministries associated with waterways. They will be seeking a clear direction from cabinet, finance and the appointment of a lead agency. For each catchment there will be a 30 year plan and five to ten year delivery plan.

Upper catchments will be prioritised. Recognising that the present arrangement with actors is inefficient and the Mayors will be asking for $4 billion over thirty years. The trigger for this was the impact of the flood at Mount Crosby weir. There is no date set yet for media event associated with signing but will be before the Canberra visit.

Consultation with the department on the proposal for environmental offsets was held on 5 December 2013 and comments received by 13 January 2014. Submission was held over and is included as attachment item 1. The Bill was tabled on 13 February 2014 and sent to committee. The last date for submissions is 24 March. There will be a public hearing on 2 April 2014.

Issue of flying-fox roost management raised by Logan City Council. BCC SoMI sounds very close to the LVRC draft and will be made public this week. Moreton Bay Regional Council drove away one large roost, this split into three separate roosts. These later combined and returned to original roost site in greater numbers than before. The cost was $260,000.00.

Ordinary Council MEETING MINUTES

26 MARCH 2014

15.7 Digital Local Government Program (DLGP) Project

Date: 20 March 2014

Author: Andreas Kirch, Digital Local Government Program Coordinator/Trainer

Responsible Officer: Mark Piorkowski, Executive Manager Planning & Development Services

File No: Formal Papers

Summary:

This report is to inform Council about the current progress and state of the Digital Local Government Program Project at the Lockyer Valley Regional Council. It gives an overview about milestones which have been reached and also provides detailed information about the project modules and timeframes. To support this project, a team including staff from different key departments has been formed. It currently consists of staff from Customer Service, Planning and Environment Service, ICT and Regional Development.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

The Digital Local Government project spans across four modules which enable council to implement smart and innovative technology to provide online services to its customers. It also creates new communication channels to improve the quality, availability and speed of local government services. Council will be implementing a Live Chat on its website, a high-definition video conferencing system between Councils sites, a place to safely share large files with external customers and an online collaboration and project management platform which can be used internally and/or with external partners.

2. Background

Council was successful in its application and received funding for the Digital Local Government Program. The program encourages local governments to develop, implement and deliver innovative online services that make use of the high-speed broadband. It helps Council to provide a better and modern customer service for both homes and businesses. The Digital Local Government Program also supports the Digital Economy Strategy that, by 2020 four out of five Australians will use online and digital services to contact their local government.

3. Report

In conjunction with Council’s Corporate Communication team and their external design company the project was branded and designed to reflect a modern digital style for all four products. The design is attached to this report (Appendix 1).

Lockyer Live Chat

Video Conferencing

ShareFile

Podio

The licenses were purchased form Citrix end of 2013 and support the setup and trial time for all products until end of 2015.

Lockyer Live Chat:

To promote the Lockyer Live Chat Corporate Communications has developed a strategy to support and promote the product. The advertising will be made public through local newspaper, social media announcements and an introduction video on our website and YouTube. Flyers and banners will be placed at the Gatton and Laidley offices and the Cultural Centre. A design company is currently producing first drafts of the flyers and banners which will be presented to the Department of Communications and Council for approval before being printed.

Since mid-February, Customer Service officers have been trained in how to use the new live chat system. Procedures were created and are now in place to assist with the use of the new technology. Key personnel from Customer service were trained in conjunction with the software supplier. These ‘managers’ are able to create appropriate reports and statistics out of the system. Attached are the work flow charts for the live chat which shows how the complete system works from when a customer clicks on the Lockyer Live Chat button on Council’s website until the inquiry is added to our systems (Appendix 2 and 3).

The Lockyer Live Chat went ‘soft’ live on the 6. March 2014 and is available for our customers to use. First usage of the chat system has been made by public successfully. There is no official Go-Live date because the system is still in a test and configuration phase.

Video Conferencing system:

To integrate internal and external video services, Council will setup two different video conferencing systems. One will provide an internal Point-to-Point (P2P) video link between Council sites which can also be booked over an online system from private and business customers (eg. customer in Gatton chats to a rates officer in Laidley). The other system (GoToMeeting) will enable Council to organise video meetings with any external partners or customers worldwide as well as enable customers to book video meetings with officers across Council using their own equipment from their home or business.

The Point-to-Point system will consist of one 70” and six 55” portable interactive touchscreen devices with equipped camera, microphone and speakers. The supplier Video Pro, Brisbane was successful in their quotation and has offered Council the Mondopad devices (Appendix 4):

Council was able to purchase 7 Mondopads through the funding which will be placed at these locations

· Council Chambers, Gatton Office (70” Mondopad)

· Stubbersfield Meeting Room, Gatton Office

· Customer Service Room, Gatton Office

· Disaster Management Centre, Demountable 2

· Cultural Centre, Lake Apex (at the Digital Hub)

· Gatton Depot, Meeting Room Demountable 1

· Laidley Office, Meeting Room across Council Chambers

These devices can be used for internal meetings, training across multiple Council sites and have all features built-in: interactive whiteboard, video conferencing, web browser and document view and share capability due to the devices being on a mobile trolley, they can be relocated easily with buildings and be used in almost any room as a conference and collaboration device. Video Pro will deliver the first devices by the end of March.

IMPORTANT: these Point-to-Point conferences do not require any licensing as the feature is built in the Mondopad already!

The GoToMeeting licenses purchased from Citrix are an additional system which will bring video conferencing, desktop sharing and collaboration to any PC, laptop, tablet or smart phone across Council. It also enables Council to host video meetings with any other external authority, partner, customer or business worldwide. The requirements to use this system are very basic: attendees can either use a computer or a normal phone/mobile to take part at the meeting. The project includes setting up an online booking system for customers and businesses across the Lockyer Valley who can then book a conference with an officer in Laidey or Gatton. The officer will then (video-)call the customer and can share his/her screen with the customer to view the same map, drawing or document.

Training is currently being planned and will start at the end of March to identified dispersed key departments (Customer Service, Childcare, Libraries and Visitor Information Centres). Customer Service is currently trialling the system and using it for their weekly meeting between Laidley and Gatton offices.

Since end of January more than 8 hours of video conferencing time has been recorded. Half of the time was used to test different equipment at different locations but also productive meetings have been held to get in contact with external customers and partners using different equipment and technologies.

Council is still in the test phase at this stage to determine which devices and equipment is suitable for setting up small teams, individuals and board rooms and connect them successfully to the video system.


Headset with microphone	Webcam	Conference Cam	Speakerphone

However, identified key staff and managers are already using GoToMeeting to organise video conferences and meetings and trial different equipment options. The training for staff and managers will be scheduled during March to start in April.

ShareFile:

To replace the old unsecure FTP system to share files with customers and partners Council will integrate a cloud based solution as part of the project. ShareFile will enable Council to distribute large files through a safe environment. Due to limitations of every email transport system in regards to size it is currently not possible to share large data at an ad-hoc base with external parties in a fast and secure way. With ShareFile in place Council will be able to upload files and documents to this cloud-based system and send just a link to the other party. The receiver clicks on the link and can download the document or file from this safe and secure place. Confidential documents and files can also be protected with a password as additional security. Council will have this technology implemented by the end of April and staff training will commence in May and June.

Podio:
With the setup of Podio Council will have an online collaboration and project management software in place. It will enable internal staff working together across dispersed sites as well as integrate external parties and companies which are involved in the project. Podio integrates seamlessly into ShareFile and GoToMeeting: meaning files can be uploaded directly to ShareFile and meetings can be booked straight out of the project software. All these features integrate in a modern look which uses a system similar to the Facebook-stream. Co-workers are been constantly informed about the newest details and activities across their projects.

This Podio example above shows the Activity-Stream in the middle and linked co-workers, upcoming milestones and meetings in the right column.

The implementation of this module is planned for late 2014.

Ordinary Council MEETING MINUTES

26 MARCH 2014

15.8 Executive Manager Corporate and Community Services Monthly Update

Date: 20 March 2014

Author: David Lewis, Group Manager Corporate & Community Services

Responsible Officer: David Lewis, Group Manager Corporate & Community Services

File No: Formal Papers

Summary:

This report provides Council with a brief summary of key operational activities undertaken by the Corporate and Community Services Group during February 2014.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

This report provides Council with a brief summary of key operational activities undertaken by the Corporate and Community Services Group during February 2014.

2. Background

Council should be aware of group activities to guide future decision making.

3. Report

A brief summary of the key outcomes of the Corporate and Community Services Group during February 2014 by functional grouping follows.

CUSTOMER SERVICES

This section of the report breaks down activity within the Customer Services Branch by service requests, telecommunications and QGAP.

Service Requests

During February, 4,000 service requests were processed. The following two graphs show a recent history of total service requests and the February 2014 service requests by function or activity. As expected at this time in the rating cycle, rates issues continue to account for over 35% of all service requests raised.

The following graph shows the February 2014 service requests by group with Corporate and Community Services accounting for 69% of all service requests raised followed by Planning and Development with 18%.

The following table gives further information on February 2014 service requests and highlights by group:

· open service requests at 1 February 2014

· new service requests received

· completed service requests from prior months

· February service requests completed

· Open service requests at 28 February 2014.

Councillor Requests

There were 39 additional Councillor requests in February 2014 with a total of 52 Councillor requests remaining open at 28 February 2014.

Telephones

Total Calls

During February, 4,318 telephone calls were captured coming into our system. The following graph shows a recent history of total telephone calls. As expected at this time in the rating cycle, total telephone calls again rose against the January total.

Key telephone statistics for February 2014 follow.

· As indicated above, 4,318 calls were captured coming into the system and of these 160 calls did not make it into our system. Our service level averaged 77.1% and during this time, the maximum queued contacts at any one time were 9

· The average length of each call, inclusive of post processing, was 7minutes and 46 seconds

· Our abandoned calls rose slightly to 18.5%. The average for abandoned calls was 01:35 minutes with the average call waiting time being 1:26 minutes

· Call back was introduced during the last week in February. While it was initially slow to be picked up by customers, numbers are slowly increasing and we are getting a very positive response to this service

· 659 calls were directly transferred within the organisation in February. The following graph shows the trend for the last 6 months between total calls and calls transferred.

After Hours Calls

There were a total of 105 after hours calls during February 2014 with Animal Control continuing to show high trend rates.

COMMUNITY FACILITIES

A quote for Stage 2 of the Laidley Cultural Centre has been received with work to commence on Monday 3 March. This is expected to be a 15 week project.

The area leased by the Laidley RSL at the Laidley Cultural Centre received extensive water damage, as the drainage system outside of their ground floor entry could not cope with the amount of water run off during the storm on Monday 6 January. Rectification work commenced on 27 February with works to be completed by 31 March.

Quotes have been obtained for the disabled access ramp to the Grantham Butter Factory. The project has commenced and is expected to be completed by mid-March.

CULTURAL, HEALTH & REGULATORY SERVICES

A dog impounded at Gatton pound that was under a proposed regulated dog declaration and destruction order was found deceased in its kennel on 6 February 2012. The owner was seeking to apply for a possible internal review of the orders. The dog had attacked and killed another dog in December 2013 and had not been contained to the owner property as directed by a notice. An inconclusive autopsy was subsequently completed on the dog.

Dates have now been confirmed for the School Based Vaccination Program with the first clinic to be held at Faith Lutheran on 5 March, Laidley State High School on 12 March and Lockyer District high School on 26 March.

The Staff Flu program has been confirmed for 27 March. Forms/factsheets have been finalised and will be distributed to staff through Corporate Communications.

The Herbicide Subsidy Program (2nd round) is to commence shortly with applications to be lodged by Wednesday 12 March 2014.

Rabbit sittings continue to be referred to the Darling Downs Moreton Rabbit Board for investigation and actions

Child Care occupancy rates for Gatton were 72% with Kensington Grove at 77%. There were 2 confirmed cases of Whooping Cough in our Toddler Room in Gatton. Officers have worked with the Public Health Department to notify families and ensure everyone in contact with the children has been fully immunised.

INFORMATION SERVICES

ICT Projects are running over time due to delays to the recruitment of an ICT Project Coordinator. For the past 8 months the acting Manager has been balancing project management activities with operational and strategic management tasks. With the appointment of a permanent Manager, the ICT Project Coordinator position will be filled as soon as possible to ensure that ICT projects are brought back on track to meet the required business outcomes.

A post implementation review of phase one of the OneCouncil project is now underway with learnings to be implemented as part of phases two and three of the project which will deliver significant productivity improvements.

The cut over to our new server room will occur towards the end of March 2014.

FINANCE

A proposal to change the payday to Wednesday was presented to the JCC meeting on 27 February. The proposed payday change will occur in April 2014.

The introduction of the EMFRL has not been well received by the community with many queries and complaints about it. The Revenue Team has begun to deal with the objections received and pass them on to the QFRS. At 28 February 65 objections have been reviewed and responded to. The majority of objections dealt with so far have been unspecified or an objection to paying the levy.

Following a meeting with the Mayor on 25 February, the budget process will begin to gain momentum. A process overview and general guidelines were given to the Management Team at its meeting on 28 February.

WASTE

NDRRA funding for 2011 waste projects are still pending approval from QRA and subject to additional information being provided.

The Lockrose Transfer Station has now been transitioned from manual recording to electronic data recording.

The contract to remove contaminated soils (asbestos) from Grantham sites has commenced with the material being deposited at the Gatton Landfill site (southern side).

Ordinary Council MEETING MINUTES

26 MARCH 2014

15.9 Executive Manager Infrastructure Works and Services Monthly Update

Date: 20 March 2014

Author: Myles Fairbairn, Executive Manager Infrastructure Works & Services

Responsible Officer: Myles Fairbairn, Executive Manager Infrastructure Works & Services

File No: Formal Papers

Summary:

This report is to update Council on the emerging matters arising since Council last met in regards to the Infrastructure Works and Services Group.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

This report is to provide an update to Council on current matters arising for the Infrastructure Works and Services Group since Council’s last meeting held on the 26^th of February 2014.

2. Background

Previous Infrastructure Works and Services report to Council up to and including the 26^th of February 2014.

3. Report

NATURAL DISASTER RELIEF AND RECOVERY ARRANGEMENTS (NDRRA)

2011 NDRRA program

A current financial summary of the above-mentioned program follows.

· Current estimated final cost (EFC) = $117.5 million

· 2011 emergent works (now paid and acquitted by QRA) = $20.7 million

· Value of works completed to end of January = $106.0 million

· Submissions forwarded to QRA awaiting acquittal = $20 million

· Submissions that have been acquitted by the QRA = $3 million

Projects of note:

· Rockmount Road bridge construction has commenced on site.

· Asphalt works, two-coat seal works and linemarking to complete a large number of NDRRA road projects are all nearing completion

· Jones Road reconstruction project commencing late March. Work to create traffic diversion route along Roches Road will be completed before works start on Jones Road in a few weeks.

Key risks at the moment:

· Potentially ineligible works already constructed (ongoing discussions with QRA)

· Non-approval by QRA of some works that are yet to be started

· Delays in Council making final submissions of projects for QRA acquittal

· Delays in subsequent QRA acquittal of Council submissions

· Project management office costs may be deemed by the QRA as being too great

· All of 2011 program not completed by the QRA deadline (June 2014)

2013 NDRRA program

A current financial summary of the above-mentioned program follows.

· Current estimated final cost (EFC) = $61 million (includes 2013 approved Betterment projects)

· 2013 emergent works (paid, but not yet acquitted by QRA) = $14.7 million

· 2013 works completed to end January = $5.9 million

· Submissions forwarded to QRA awaiting acquittal = $0

· Submissions that have been acquitted by the QRA = $0

· 2013 Betterment projects approved = $6.4 million, Council contribution = $1.3 million (needs to be included in the 2014-15 budget)

· Betterment project that has not been approved worth $4.7 million. Revised scheme for smaller amount being developed for resubmission to QRA.

Projects of note:

· Thistlethwaite Bridge replacement at Grantham has commenced on site (with initial tree clearance works). Main works to commence in late April 2014.

· Sandy Creek Road floodway (north of Helidon) being reconstructed

· Clarke Bridge tenders for the ‘design and construct’ contract have closed and the tender review complete.

Key risks at the moment

· Extent of complementary works, whilst good value, requiring Council contribution in 2014-15.

· Compliance with the Fisheries Act (floodways) is causing potential delays to commencing works. Liaising with DSDIP, DAFF and QRA to progress. This issue is pushing works to much later in the program than originally anticipated.

· Approvals from QRA not being timely, making keeping adequate work in front of Council’s day labour crews a potential problem after June 2014

· Council didn’t gain approval of some 2013 Betterment projects in the Three Valleys, meaning that the team is producing either the ‘base case’ of restoration or new Betterment submissions

· All of 2013 NDRRA program may not completed by the QRA deadline (30^th June 2015)

INVESTIGATION, PLANNING AND DESIGN UNIT

Laidley flood mitigation projects (DSDIP funding)

· Narda Lagoon flood levee – Expecting to commence works soon, but awaiting the finalisation of the Agreement with the adjacent property owner, which is required prior to the commencement of works.

· Storr Street drain – this ‘missing link’ in the drainage system is expected to be executed in conjunction with the Narda Lagoon levee (which will receive some of the excavated fill material).

· Laidley CBD preparatory works (service relocations, vegetation removal, but no earthworks) – forecast to commence in Q2 of 2014

Forest Hill flood levee

· Design of levee progressing.

· Qld Rail has commissioned SKM to provide flood modelling expertise, and it is understood that Qld Rail has formulated a construction project.

· Council is awaiting formal notification from Qld Rail regarding the proposal so that it can be taken by Qld Rail to the community at the next information evening, which is therefore yet to be arranged.

Council’s Planning Scheme

· Works Manual preparation and review progressing well. Workshop held and weekly meetings now underway to ensure good progression of the document development. Expected to deliver a robust version by the end of March 2014.

· Infrastructure Works and Services are supporting the Planning team through a review of the draft Planning Scheme.

ASSET MANAGEMENT UNIT

· Asset inspection programme progressing well, but this is identifying a significant maintenance backlog for Council.

· Continuing with the development of process for the field capture of defect information for infrastructure assets to allow planned maintenance to occur.

· Developing the reporting to allow defects to be prioritised and repaired using planned maintenance processes.

PLANT AND FLEET

· Following the last Council Meeting, orders have been raised for Tenders 13/14-08, 13/14-09 and 13/14-10 for fleet purchases. The orders have been posted out to the successful suppliers along with a letter of acceptance for tender. Unsuccessful Tenderers have been notified.

PARKS AND OPEN SPACES UNIT

· Favourable mention from the Equestrian Queensland and the Qld Jumping Committee regarding the preparation of the surface of the main arena at the showgrounds

· Ongoing involvement in the Sydney Royal Easter Show Project to promote the Lockyer Valley Region’s agriculture in the Council display.

ROADS AND DRAINAGE UNIT

· Ongoing delivery of significant aspects of the 2011 NDRRA and 2013 NDRRA programmes

· Recent review of the gravel road maintenance approach

· Lake Apex Service Road carpark at the Lights on the Hill Memorial - works on ground are complete

· Rosewood-Laidley Road intersection - Blackspot Intersection upgrade almost finished

· Laidley State School carpark - Works have commenced

· William St, Gatton, improvements - Works have commenced (finish late March)

· Road pavement reseal program - reseals being delivered in conjunction with ongoing seal works for the NDRRA projects

· Cahill Park Drainage Upgrade - works commenced.

Item Number: 15.10

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Additional Items for Consideration

RESOLUTION:

THAT the following items, not included in the agenda, be brought forward for discussion and subsequent consideration, as these include matters that need to be responded to at this meeting of Council.

Fire Levy and response times for incidents at Hunter Street, Gatton and Lake Apex, Gatton
Assistance for the maintenance of the Helidon Cemetery
Sydney Royal Easter Show (Closed Session)
Gatton Cemetery (Closed Session)

Moved By: Cr Milligan Seconded By: Cr Pingel

Resolution Number: 3367

CARRIED

5/0

Item Number: 15.11

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Fire Levy/Response Time

RESOLUTION:

THAT Council forward correspondence to Mr Jack Dempsey MP, Minister for Emergency Services requesting details on the fire incidents at Hunter Street, Gatton on the 24 March, 2014 and Lake Apex Drive on the 22 March, 2014, Gatton; including the response time and which vehicles responded to the incidents.

Moved By: Cr Jones Seconded By: Cr Holstein

Resolution Number: 3368

CARRIED

5/0

Item Number: 15.12

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Assistance for Maintenance at the Helidon Cemetery

RESOLUTION:

THAT Council investigate and report back to a future meeting of Council on providing assistance in the maintenance with the Cemetery in association with the Helidon Cemetery Trust Committee, who currently undertake the maintenance works at the Helidon Cemetery.

Moved By: Cr Jones Seconded By: Cr Holstein

Resolution Number: 3369

CARRIED

5/0

Item Number: 15.13

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Acknowledgement of the Outstanding Contributation to Lockyer Valley Regional Council

Council made a presentation to Mrs Michelle Brown, Event and Marketing Coordinator acknowledging the contribution she has made to the community in her time at Council and noting that Council wishes her well in her future endeavours.