Minutes of Ordinary Council

Representatives from Projects Queensland will attend the meeting at 12.00 pm to provide a presentation to Council on the Toowoomba Second Range Crossing project. This will be conducted as a closed forum presentation.

Representatives from the State Valuations Service will attend to provide an update on the new valuations due to issue from 1^st July 2014.

3.0 Condolences/Get Well Wishes

3.1 Condolences/Get Well Wishes

Date: 07 April 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.

Further;

THAT Council especially recognise the passing of Mr Terry Nolan and forward condolences to the family.

Moved By: Cr Holstein Seconded By: Cr Friend

Resolution Number: 3380

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 16.6 “Temporary Landfill – Remediation Works”. Cr Jones advised the Council that members of his family have association with the company involved in delivering the works.

Cr Milligan declared to have a perceived conflict of interest in Item 11.2 “Strategic Community Development and Engagement based on her relations with Council staff and ongoing involvement in Council’s community activities and services.

5.0 Confirmation of Minutes

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

Date: 07 April 2014

Author: Ian Flint, Chief Executive Officer

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

RESOLUTION:

THAT Council amend Item 9.1 “Chief Executive Officers Report” to reflect the amendments made to the Disaster Management Conference Resolution No 36:

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: 3381

CARRIED

5/0

THAT the Minutes of the Ordinary Meeting held on the 26 March 2014 be hereby confirmed.

Moved By: Cr Friend Seconded By: Cr Milligan

Resolution Number: 3382

CARRIED

5/0

Cr McDonald arrived at the meeting, the time being 10.10 am

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

Terry Nolan

The region lost a huge contributor when Terry Nolan lost his seven-year battle with cancer recently. His funeral was attended by about 1500 people in one of the largest funerals the region has ever seen. Terry was always thinking about putting others first before himself and that was particularly highlighted during the 2011 flood disaster when Terry supported the region enormously despite the significant impact to his own business. He truly was a great supporter of the community and believed in doing business locally as much as possible. The business is a huge supporter of many community-based events and I know he will be sorely missed not only by those closest to him but also the broader Gatton and Lockyer Valley community.

Anzac Day

The 99^th Anzac Day commemorations across the region were held last Friday and were generally a great success with large numbers turning out to the dawn services as well as the main services throughout the day. The involvement of the various school groups is always a highlight and shows the genuine willingness of the younger generations to understand what the Anzac Spirit is all about while recognising the sacrifices made in honour of our country. Next year’s 100^th anniversary is sure to be a huge affair here in the Lockyer Valley and right across Australia.

Royal Easter Show Success

The region’s involvement at the Sydney Royal Easter Show was well and truly rewarded when Council’s stand at the show won the Gold Award in the Home, Garden and Lifestyle Category. To have been selected to win a gold award among the thousands of exhibitors at the Show is an absolute honour and a real credit to the hard work of everyone involved in seeing this project come to fruition. Our message to the community by attending the Easter Show was that after ten harrowing years of drought and two devastating flood events, the Lockyer Valley is back and open for business and we are certainly getting that message out there.

Disaster District Boundary Review

Last week a formal letter was sent by Council to Queensland Fire and Emergency Services Assistant-Commissioner Ian Mitchell requesting Council to switch District Disaster Boundaries from Toowoomba to Ipswich as per Council’s resolution of March 26. I have also been in discussion with Ipswich Mayor Paul Pisasale and Somerset Mayor Graeme Lehmann who both endorse this change. I look forward to a formal response to Council’s request.

RESOLUTION:

THAT Council forward correspondence thanking and congratulating all those involved in the outstanding exhibit at the Sydney Royal Easter Show including Schultes Meat Tavern, Kathy Brady from Lockyer Valley Tourism Association and Bauer’s Organic Farms and Elected Members and Staff of Lockyer Valley Regional Council;

Further;

THAT Council undertake discussions at a future workshop on the 100^th Anniversary Anzac Day Celebration in 2015;

And further;

THAT the Mayoral Minute Report be received and noted.

Moved By: Cr Holstein Seconded By: Cr Friend

Resolution Number: 3383

CARRIED

6/0

7.0 Committee Reports

No Receival of Committee Reports as Minutes reports at

8.0 Business Arising from Minutes

No Business Arising from Minutes reports

Ordinary Council MEETING MINUTES

30 APRIL 2014

9.0 Executive Office Reports

9.1 Chief Executive Officer's Report

Date: 16 April 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 in the interest of transparency and accountability and with the genuine desire to see this Council be the best it can, the full report in regard to the alleged breaches of section 172 of the Local Government Act with reference to Complaint No. DGC13/235 from the Local Government Remuneration and Discipline Tribunal is tabled as a matter of public record.

Moved By: Cr McLean Seconded By: Cr McDonald

Resolution Number: 3384

CARRIED

6/0

THAT Council forward correspondence to the Local Government Remuneration and Discipline Tribunal requesting clarification on differences in outcomes and conditions imposed by the Tribunal on findings of recent investigations with regard to the disclosure of the information and the determination.

Further;

THAT the Mayor provide Council with a copy of the letter provided to him by the Local Government Remuneration and Discipline Tribunal outlining the disclosure of information requirements.

Moved By: Cr Jones Seconded By: Cr Milligan

Resolution Number: 3385

CARRIED

6/0

RESOLUTION:

THAT Council authorise Cr McLean, Cr McDonald, and the Chief Executive Officer or his delegate to attend the 2014 Safe City Conference to be held at Ipswich 10 – 13 June 2014.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3386

CARRIED

6/0

RESOLUTION:

THAT Council forward correspondence to the Bendigo Bank Laidley Flood Committee especially recognising Mr David Ward & Mr Michael List in appreciation of their fundraising efforts and the outcomes achieved, and thanking and congratulating all committee and community members involved in the Showcase Day on 5^th April 2014.

And further;

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

Moved By: Cr McLean Seconded By: Cr Friend

Resolution Number: 3387

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

Sydney Royal Easter Show

Taking Lockyer Valley to Sydney has been a roaring success on many levels with local producers introduced to new suppliers and markets in Australia’s largest city, and our local fresh quality produce put front and centre to the huge numbers of people attending the Sydney Royal Easter Show, and with a producer’s dinner hosted by the Mayor in arguably one of Sydney’s most iconic locations under the Sydney Harbour Bridge and attended by some of the most influential food and lifestyle journalists in the nation. Aside from the excellent produce on offer from the Lockyer Valley highlights of the evening included personal messages of support from national radio commentator Alan Jones and from the Prime Minister Tony Abbot himself.

The success continued to flow to the Lockyer Valley as the Council’s stall at the Sydney Royal Easter Show earned a prestigious Gold Award in the Home, Garden and Lifestyle category. Participating in the show then winning at such a high profile event which even attracted a visit by Prince William and Catherine, Duchess of Cambridge is a real honour and credit to the hard work of everyone involved in seeing this project come to fruition.

While in Sydney it was the Mayor’s vision to attract people to our stand to promote the region, its products and producers. To date the feedback we have received has been overwhelmingly positive. Congratulations to everyone who has played a role in putting this project together. I would also like to thank staff who have not been involved in this project directly but continue to contribute to the organisation. The commitment of staff throughout the organisation has sustained day-to-day operations while enabling the team to deliver an excellent outcome for the region.

Local Government Award Modernisation

The Full Bench of the Queensland Industrial Relations Commission (QIRC) handed down its decision that there will be one award for local government in Queensland.

The next stage is for the Award Modernisation Team to release an Exposure Draft for this single award which in turn will be distributed to all Councils. As soon as this occurs, LGAQ will be reconvening its IR Working party to examine the draft in detail and prepare a position on its various contents. At the same time, the LGAQ will be convening a number of regional forums on the Exposure Draft so all Councils have the opportunity to know what the new award may look like, as well as what the current position on the contents is and have an opportunity to offer immediate comment/feedback. However, the very tight timeframes may not allow the luxury of allowing Councils extended times to analyse and consider and formally to respond with options. The pre-work that has gone into the LGAQ submissions to date should mitigate against those missed opportunities.

Following the release of the exposure draft, there will be a number of conferences convened by Deputy President Bloomfield of QIRC for the various parties to discuss their objections or support for the proposed content. These will begin within a week of the release of the exposure draft with the final contents of the new Award to be finalised in June.

The decision that one award will apply in Queensland is truly a landmark decision for local government industrial relations. However, the work now begins in earnest with the focus on the contents of the new award to ensure they reflect the business needs and desired workforce management practices of Council’s, support the financial sustainability of Councils and continue to value and support a robust local Council workforce.

Remuneration and Discipline Tribunal

A further matter referred to the Tribunal has been concluded and returned to Council.

Council received a letter dated 4 April 2014 from Mr Max Barrie, Director, Program Implementation and Review of the Department of Local Government, Community Recovery and Resilience advising the outcome of a complaint made against Cr McLean. The complaint was with regard to alleged breaches of section 172 of the Local Government Act by failing to declare a material personal interest when participating in discussions at Council meetings on 27/02/2013 & 27/03/2013.

The complaint was investigated by the Local Government Remuneration and Discipline Tribunal and the allegations were not sustained. This information has been recorded on the Council website in accordance with requirements under the Local Government Act section 181A.

Record of Councillor Conduct and Performance Complaints since April 2012

Section 181A of the Local Government Act 2009 provides that the Chief Executive Officer must keep a record of all complaints received about Councillor conduct or performance and the outcome of each complaint, including any disciplinary or other action taken in relation to the matter. Subsection (2) requires that the public may inspect the record at the local government’s public office or on the local government’s website.

The record of complaints received in this Council term will be added to with the following:

Councillor

Details of Complaint

Category

Referral Agency

Notice Given

Outcome

Councillor Kathy McLean

Breach of s 172 of the Local Government Act by failing to declare a material personal interest when participating in discussions at Council meetings on 27/02/2013 & 27/03/2013.

Misconduct

Local Government Remuneration

and Discipline Tribunal

04/04/2014

Not sustained

2014 ALGA Motions

At the last Council Meeting there was a delegation provided to finalise the motions for submission to the ALGA by the 17^th April. Only two (2) motions were proposed that would meet the conference theme and these were:

Motion:

That the Australian Government consider a direct linkage for local government funding to the GST (Goods and Services Tax) at a fixed percentage (eg 1%) and allocate the funding direct to Councils rather than through the State Governments.

National Objective:

When the GST was introduced, it was mooted that payments to local government would be linked to a growth tax. It is submitted that the white paper being proposed on taxation, undertake a genuine review of local government revenue raising to determine whether the allocation of that revenue can be linked and returned to local governments as a source of funding, rather than being assessed for due consideration with all other programs delivered at the national level.

Motion:

That the Australian Government consider creating a new funding program (eg. CIC – Councils in Crisis), to cover the distribution of specific purpose payments to local governments, that have been extensively impacted by significant natural disaster events.

National Objective:

Following increasingly variable weather events significant disaster events have disproportionately affected local government across Australia over recent years forcing Councils’ to manage massive financial and resourcing impacts. Financial relief is required almost immediately in the form of a one off payment to assist local governments’ with managing the extensive impacts of recovering from a significant natural disaster.

Council will be further advised if these motions meet the requirements and the agenda papers in due course. Copies of the motions were also emailed to the LGAQ.

2014 Safe City Conference

Ipswich City Council is hosting the above conference from 10-13 June 2014, with a strong focus on the application of CCTV and associated disciplines, including future proofing CCTV networks and has invited Council to participate from a community safety perspective. A draft program is available on the website www.safecityconference.com.au . This is tabled for any interest from Councillors’ in attending.

West-Moreton Hospital and Health Service (WMHHS) – Strategic Plan

Council has been invited to provide input into the strategic plan being reviewed which was adopted in September 2012. This plan has six (6) strategic directions that focus on the provision of excellence in health care: these are – Revitalise services, Strengthen Safety and Quality, Drive Innovation and Research, Enable our People, Plan for a Sustainable Future, Maintain Financial Health. The WMHHS covers the following local government areas – Scenic Rim, Ipswich, Lockyer Valley, Somerset. WMHHS delivers health services across the continuum of care; preventative and primary health care services, ambulatory services, acute care, sub-acute care, oral health and mental health and specialized services (including Offender Health and Alcohol Tobacco and Other Drugs). A consultation draft is attached for review.

Council of Mayors (SEQ) Board Meeting 11/4/14

The Board Meeting held on Friday afternoon ran to their agenda addressing the COMSEQ budget approval processes first before a longer discussion around the organisation’s commitment to the proposed Mayoral Waterways Taskforce. The need for all councils to pitch in and contribute to addressing catchment issues in the Lockyer Valley Catchment was articulated by the Lord Mayor recognising that communicating the benefits of work undertaken in the Lockyer would ultimately benefit the Brisbane ratepayers in terms of water security and quality. Cooperative and coordinated were the two words used by the Lord Mayor in describing the immediate actions required to be undertaken. The Lord Mayor and Mayor Jones are proposed as jointly leading the initial work in the Lockyer Valley by the proposed Mayoral Waterways Taskforce.

A presentation was also made by a representative of the WWI Centenary Fund which represents an opportunity for Queenslanders across the state to play a part in commemorating the Anzac Centenary. The Queensland Anzac Centenary grants program is designed to assist Queenslanders to commemorate the Centenary. Whilst round one applications closed in March 2014 applications for round two will open in June 2014. The WWI Centenary Fund has placed all information and guidelines online at their website “www.qld.gov.au/anzac100”.

Minister for Natural Resources and Mines

Correspondence was received from the Minister advising of the blueprint that has been adopted by the Department and which will set the direction for the next three to five years. The blueprint puts forward a vision for the way we enable the productive use of our natural resources – land, water, mineral and energy resources-to generate wealth and prosperity for current and future generations of Queenslanders. This blueprint outlines three strategic priorities to focus on over this time as follows:

1. Power up regional Queensland and the economy

2. Customer-focused design and delivery of services

3. Be the best natural resource agency in Australia.

It also identifies three key elements to enabling reform:

1. Modernise our regulatory framework

2. Enhance our business systems

3. Develop our people.

Minister for State Development, Infrastructure and Planning

Correspondence was received from the Minister outlining the government’s direction and priorities to steer economic growth in Queensland over the next 10 years. The plan is titled ‘Governing for Growth: Economic Strategy and Action Plan’ and has three clear objectives, to:

1. Provide the best business environment in the nation to start or grow a business

2. Ensure Queensland has the infrastructure that best connects people to jobs, businesses to markets and visitors to our exceptional destinations

3. Ensure government plays its full role in delivering strong, prosperous and resilient regional economies.

The strategy identifies over 100 new initiatives to help build a dynamic economy, in which business can invest and grow and communities can flourish. The strategy focusses on the regions, as the backbone of Queensland’s economy, to ensure that our regions continue to prosper and thrive.

Minister for Energy and Water Supply

Correspondence was received from the Minister providing an update on the key achievements of the Department and the forward reform agenda that is ongoing. There are four specific items to look at going forward:

1. Release of the 30 year Electricity Strategy, which will put downward pressure on future electricity prices and outline a vision for the electricity sector that is resilient, cost-effective and customer focused;

2. Release the 30 year Water Strategy, which will encourage greater affordability and community empowerment. And outlines a new vision for a water sector that supports increased productivity, economic growth, strong and healthy communities and a natural environment that is valued;

3. Release the North Pine Dam and Wivenhoe and Somerset Dams optimization studies in response to the Queensland Flood Commission of Inquiry;

Develop local management business plans for Queensland’s eight channel irrigation schemes, identifying the potential for local irrigators to sustainably own and manage the local channel assets.

Big Day In, Gatton

On the 5^th April 2014, Lockyer Valley Youth Council hosted the Big Day in at Gatton Showgrounds. 800 youth attended the event and were treated to a number of activities including; rock Wall, opportunities to sit in Councils brand new Kenworth 10 metre tipper and the refurbished orange “beast” (Emergency Truck), a range of inflatable slides, challenge or the gladiators inflatable pit, karaoke, face painting, henna, photo booth and youth circus acts. Swagamamma performed and conducted dance workshops for the youth.

I congratulate all Staff and Youth Council volunteers for a fantastic day. Well done!

Bendigo Bank Laidley Flood Appeal Showcase Day

On Saturday 5th April 2014, those associated with the Bendigo Bank Laidley Flood Appeal held a showcase day and showed off Items purchased including: 2 x flood rescue boats including outboard motors, 1 x sandbagging machine which will enable more sandbags to be produced in a short period of time, 250 evacuation packs which include a pillow, blanket & sheets.

Laidley Heritage Weekend 12 & 13 April 2014

Laidley Heritage Weekend is held during National Heritage Week and celebrates the rich heritage of the Lockyer Valley. Free activities are held at both Das Neumann Haus and Laidley Pioneer Village & Museum across the weekend. Saturday saw strong crowd numbers across all activities and on Sunday crowds were down due to weather, overall the event was a success.

Terry Nolan Funeral

Council provided in-kind support and assistance to the family of Terry Nolan for his funeral which was held on Wednesday 16 April. In one of the largest funerals the region has seen (estimates put the crowd at the church around the 1500-2000) the Mayor delivered the Eulogy which was a fitting tribute to a man who has done so much for the area. The wake was then held at the Lockyer Valley Cultural Centre with the entire venue booked out for the day. Our staff performed admirably and the family were extremely appreciative of the support provided.

Grantham Butter Factory

Tuesday night (1 April 2014) marked the official handover of the Grantham Butter Factory from the Rotary Club of Toowoomba South to Council. Attended by more than 90 people from Rotary and Council, the event was a great success, full of historical stories and memories of the building in past times as well as shared accounts of the building renovation project.

A number of people from Rotary, Council and the community have worked on this project since it commenced in May 2011. It is humbling to see all of our efforts and dedication placed into a facility for all community members to use. A number of teams across Council have provided an outstanding level of commitment to the project including: Administration and Executive Operations, Corporate Communication, Building and Plumbing, Infrastructure Works and Services, Staging Post Café and Community Facilities. I would like to thank them for their tremendous effort in ensuring the building was finalised for the handover event.

This building will hold its first wedding function in April this year. Bookings can now be made through Customer Service with Trent Nibbs managing booking approvals.

Cahill Park Meeting

Council has continued working with representatives of CPSC on the finalisation of the lease agreement, conformation of 2014/2015 budget requests and future investment and maintenance submissions. Council also contributed $3,300 towards the CPSC’s cricket pitch.

DDMG Update

Councillor Friend and the Manager Disaster Management attended Toowoomba District Disaster Management Meeting at Oakey Army Base on Thursday 3 April 2014. Discussions were held regarding warnings issued by BoM and the need to prioritise warnings and ensure information is correct (DDC to progress further). Discussions were also held regarding DACC and the capability for the military based at Oakey to assist.

Boundary Review

On the 14th April an extraordinary DDMG meeting was held, in response to a letter (attached) dated 14 March 2014 from QFES Assistant Commissioner Ian Mitchell, to discuss the request of the Mayor LVRC to transfer the LVRC from the Toowoomba Disaster District to the Ipswich Disaster District.

In attendance included representative from Communities, QFES (including Robert Bundy) Department of Transport and Main Roads, AC QFES Toowoomba, representatives from Toowoomba Regional Council including the Mayor and also the Disaster Districts of Ipswich and Toowoomba. Further consultation to take place and additional correspondence sent further recognising Council’s resolution and reinforcing Council’s position.

Pandemic Exercise

On 30 April 2014 South West Disaster Management Group will be conducting Exercise “Szechuan Chicken”. The exercise designed around a hypothetical but realistic major biological event affecting the disaster districts of Warwick, Toowoomba & Dalby in the South West Region during 2014. The scenario will work through key considerations drawing upon the concepts and principles of disaster management to respond to the impact of an event of this nature.

The aim of the exercise is to enhance the readiness of Disaster Management Groups in South West Queensland by practicing disaster management arrangements in the context of a prolonged major biological event through a discussion exercise. The outcomes from the exercise will be -

· To inform the review of the Darling Downs Hospital and Health Service (DDHHS) Pandemic Plan

· To inform whole of government planning and preparedness activities

Manager Disaster Management has been asked to evaluate this exercise. The Chair, Deputy Chair and LDC will all be at a Council meeting but will actively be involved by emails and text messaging.

Toowoomba Second Range Crossing

Representatives from Projects Queensland will be attending the Ordinary Council Meeting on 30 April 2014. The presentation will include the Toowoomba Second Range Crossing (TSRC) overview: benefits, private sector involvement, procurement milestones and the project team. A Probity briefing will also be discussed.

Laidley Recreation Reserve

Tenders for the construction of the Laidley multi-sports facility have now been advertised and close on 1 May 2014. Works must have commenced on the project by 30 June 2014 to ensure that Council remains eligible for the $500k federal grant. A meeting was held on 17 April 2014 between representatives of the various sporting clubs utilising the Laidley Recreational Reserve and Council to give an update on the progress of the new Multi-Purpose facility and the establishment of a Laidley Recreation Reserve Management Committee. On 22 April 2014, documentation was sent to all users of the Laidley Recreation Reserve seeking a written reply from each group on a) each club/group’s official position in support or otherwise of the Laidley Multi-Purpose Sporting Facility and b)each club/group’s acceptance or otherwise to participate in the LRR Committee.

Anzac Day Celebrations 25 April 2014

There are two scheduled dawn services at Gatton and Laidley followed by a number services across the region. These include Hatton Vale, Forest Hill, Helidon, Grantham/ Ma Ma Creek, Withcott and Murphy’s Creek, there will be street parades also held at Gatton and Laidley commencing at 10.00am.

Forest Hill Flood Mitigation

The concept phase of the Forest Hill Flood Mitigation project is now complete, with the Infrastructure Works and Services design team to progress to the detailed project design phase.

The third community information evening was held at Forest Hill on 22 April 2014, with Queensland Rail presenting information about their modelling work and their proposed works at Blacks Bridge. Queensland Rail has been out to tender for the work and is in a position to award a ‘design and construct’ contract. The project team is currently finalising the peer review work for the flood model, and preparing an options/costings paper to guide the next steps for Council’s project.

Storr Street Drain and Narda Lagoon

The Storr Street drain and Narda Lagoon levee projects are set to commence on site in late April 2014. These two projects have a funding deadline of 30 June 2014 and are 100% State government funded through their Royalties for the Regions programme. Letters and leaflets have been distributed to the residents and businesses in the vicinity of the two projects, and leaflets have been made available in the Laidley Library, Council Offices and other Community Facilities.

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

30 APRIL 2014

10.0 Governance and Performance Reports

10.1 Operational Plan 2013/2014 Quarterly Report, March 2014

Date: 24 April 2014

Author: Jason Bradshaw, Executive Manager Governance & Performance

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

This report provides a summary of the performance against the Operational Plan 2013/14 for the period to March 2014 and outlines progress to date and the financial results of the key strategies.

Additional reporting has been incorporated into this quarterly review to identify Operational Plan initiatives that are unlikely to be completed this financial year and will be deferred to the 2014/15 Operational Plan for completion.

Members of the Executive Leadership Team will present on the relevant areas of the Operational Plan 2013/14 Quarterly Report March 2014.

Officer’s Recommendation:

THAT Council resolves to receive the Quarterly Performance Report on the Operational Plan 2013/14 for the period to 31 March 2014.

RESOLUTION:

THAT Council resolves to receive the Quarterly Performance Report on the Operational Plan 2013/14 for the period to 31 March 2014.

Moved By: Cr Milligan Seconded By: Cr McLean

Resolution Number: 3388

CARRIED

6/0

Report

1. Introduction

Council has adopted the Operational Plan 2013/14 with Annual Budget on 15 July 2013 and has an obligation to report on the performance in achieving outcomes against that plan. This Operational Plan is based on the current Corporate Plan and the key strategies adopted in line with Council’s Community Plan.

2. Background

The Community and Corporate Plans have provided the base on which the annual Operational Plan has been adopted and reflect the future direction to be achieved this year. The progress on this plan outlines the activities that have been completed or progressed in the year.

3. Report

Input to the preparation of the attached report has been sought from the responsible officers across all groups/areas of Council. The report outlines progress towards the attainment of the strategies set out in the Operational Plan which link to the Corporate Plan.

The attachment details the achievements of key strategies and the progress made to date. Further, strategies that have been highlighted in Blue have been identified to be deferred for completion as part of the 14/15 Operational Plan, strategies that are highlighted in Yellow will be rolled over into 2014/15 to complete indicated KPI and strategies that have been highlighted in Green have been completed.

Progress identified by key Operational Plan Themes:

	Theme
Status / KPI Achievement	Lockyer Community	Lockyer Leadership	Lockyer Farming	Lockyer Livelihood	Lockyer Business	Lockyer Nature	Lockyer Planned	Lockyer Council
Activity Completed	1	1	2	1	5	1	5	5
Activity in Progress
KPI will be achieved by EOY	39	8	6	3	9	9	17	22
Rollover 14/15 - Change of Priorities		2				4	3	2
Rollover 14/15 - Limited Resource Capabilities	2		2		4	6	8	8
Rollover 14/15 - No Budget Allocation		1
Not Commenced
KPI will be achieved by EOY					1
Rollover 14/15 - Change of Priorities						1
Rollover 14/15 - Limited Resource Capabilities	1	1	1	1	1
Rollover 14/15 - No Budget Allocation							1
Deferred
Deferred - Change of Priorities		2				3
Deferred - Limited Resource Capabilities		1

% Completed to March 2014	2%	6%	18%	20%	25%	4%	15%	14%
% Forecast for KPI to be achieved by June 2014	93%	56%	73%	80%	70%	42%	65%	73%

There are a total of 190 Activities being progressed in this Operational Plan and some other business as usual components not clearly identified. Overall, it is forecasted that Council will overall achieve in excess of 70% achievement of its 2013-14 Operational Plan initiatives.

A number of activities have been identified as Deferred (6) or are in progress, but will need to be rolled over into 2014/15 to achieve indicated KPI (49), due to conflicting priorities or a lack of resources to deliver in a timely and efficient manner.

It is intended to engage further with Councillors on particular strategies to ensure that outcomes are being monitored and progress achieved.

4. Policy and Legal Implications

Section 122 (2) of the Local Government (Finance, Plans and Reporting) Regulation 2012 requires the Chief Executive Officer to present a written assessment of local governments progress towards implementing the annual Operational Plan at meetings of the local government. These reports are required to be regular intervals of not more than three months.

5. Financial and Resource Implications

The financial performance of each of the key strategies is summarised and can provide an indication on the progress of initiatives or of constraints in delivering outcomes for the Operational Plan. Overall, the financial performance is within the budget tolerances and aligns to the delivery of outcomes. Each of the activities has been monitored against the agreed budget and reports the budget impacts as either positive of negative. Further refinement of the financial systems is required to report individual projects or activities.

Theme	% Forecast Completion	Operating Expense		Operating Revenue		Capital Expense		Capital Revenue
Theme		Budget	Actual	Budget	Actual	Budget	Actual	Budget	Actual
Lockyer Community	93%	7,866,671	4,592,622	1,343,220	906,685	7,488,180	3,814,871	500,000	2,088,884
Lockyer Leadership	56%	3,519,725	2,589,064	903,000	675,928	194,500	155,581	Nil	Nil
Lockyer Farming	73%	160,667	143,841	42,500	81,394	Nil	Nil	Nil	Nil
Lockyer Livelihood	80%	160,667	143,841	42,500	81,394	Nil	Nil	Nil	Nil
Lockyer Business	70%	4,167,515	2,971,019	2,469,500	1,269,099	222,644	43,350	Nil	Nil
Lockyer Nature	42%	1,167,772	723,307	653,500	691,014	Nil	45,874	Nil	Nil
Lockyer Planned	65%	62,614,064	45,970,938	53,561,679	42,080,242	23,269,640	4,690,593	4,773,406	2,733,945
Lockyer Council	73%	10,601,130	10,511,513	30,450,840	26,709,898	4,184,682	1,593,556	10,000	18,560

6. Delegations/Authorisations

No delegations are required for this report and existing authorities are appropriate for the delivery of the Operational Plan outcomes.

7. Communication

The significant achievements of the Operational Plan are regularly reported through corporate communications and media channels as required. The overall achievements from all quarterly reporting will contribute to the annual report.

8. Conclusion

The quarterly reporting on the Operational Plan is a statutory process and informs Council and the community of the performance of Council on yearly programs and activities.

The Operational Plan 2013/14 is available for viewing as a separate document.

Cr Steve Jones left the meeting, the time being 12:19 PM. The Deputy Mayor, Cr Milligan assumed the Chair.

Ordinary Council MEETING MINUTES

30 APRIL 2014

10.2 Council Agenda Action Items Review

Date: 24 April 2014

Author: Corrin Bischoff, Major Projects Officer

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

The purpose of this report is to provide Council with an overview of the action items arising from Council Agenda Reports for the current Council term. Specifically, this report provides an analysis of the Governance & Performance Group incomplete action items.

This report also seeks Councils approval of the presentation of action items arising from Council Agenda Reports on a quarterly basis and by exception.

Officer’s Recommendation:

THAT Council approves the presentation of action items arising from Council Agenda Reports on a quarterly basis and by exception.

AND Further;

THAT Council receives this report providing an analysis of the action items arising from Council Agenda Reports for the current Council term for the Governance & Performance Group.

RESOLUTION:

THAT Council approves the presentation of action items arising from Council Agenda Reports on a quarterly basis and by exception.

AND Further;

THAT Council receives this report providing an analysis of the action items arising from Council Agenda Reports for the current Council term for the Governance & Performance Group.

Moved By: Cr Friend Seconded By: Cr Holstein

Resolution Number: 3389

CARRIED

5/0

Report

1. Introduction

Agenda reports written by officers for Council meetings contain detail of the specific actions to be taken as a result of decisions recommended to Council.

Development of a mechanism to inform Councillors of the progress of the actions arising from Council resolutions ensures Councillors are well informed of incomplete actions, an explanation of why actions are incomplete and a likely timeframe for completion. It provides a further mechanism for accountability for Council Officers to ensure that actions are completed in a timely manner and that where further changes are required that these are reported to Council as needed.

It is proposed that actions resulting from decisions made at Council meetings are reported quarterly and by exception.

2. Background

To date Councillors are only informed of progress on actions resulting from Council decisions when a specific request is made.

The new agenda report template introduced in February 2014, specifically requires Council Officers to complete the high level actions to be undertaken in relation to each agenda report in addition to any actions inherent in the report resolution.

3. Report

It is proposed that for all of Council the actions will be reported and then dissected into each group and individual group analysis performed to demonstrate accountability for all Council Officers within the organization. This initial report is to pilot the content of Governance and Performance and seek Council direction on the level of detail for reporting.

In the current Council term (i.e. from May 2012), 96 actions items have been recorded as a result of the meeting agenda reports submitted to Council for Governance and Performance.

Of these actions, 83 have been completed. 13 actions are incomplete.

At consecutive ordinary meetings an analysis of outstanding actions will be undertaken and presented to Council for each Group. Once this initial analysis has been completed, a quarterly report will be presented to Council providing an update on the progress of outstanding items by exception.

An analysis of the Governance & Performance actions as at 31 March 2014 has been completed below:

Total Action Items

Incomplete Actions

30 - 60 days

60 - 90 days

90 days to 12 months

Greater than 12 months

The outstanding items up to 90 days are progressing within acceptable timeframes.

The item greater than 12 months outstanding is connected to the Department of Local Government in relation to a boundary alignment change and will be pursued to ensure it is concluded through the administrative and legal processes that are necessary. While it is a simple matter it is time consuming.

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 allocations. Where additional resources are required to complete actions these will be reported through to Council so that there is transparency in the completion of actions. Where significant the matter will be addressed through the budget review process.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Executive Manager Governance & Performance will manage the requirements in line with existing delegations.

7. Communication and Engagement

The following Council Officers were consulted in the review of the Governance & Performance actions:

· Executive Manager Governance & Performance

· Manager Corporate Communications

· Manager Administration and Executive Operations

· Manager Business Improvement & Performance

· Major Projects Officers

· Solicitor

· Council Business Support Officer

On a quarterly basis, Council will receive an updated report on the actions that are outstanding for the Governance & Performance Group. Any actions that require further input from Council will be presented in the form of a separate agenda report.

8. Conclusion

This report enables Councillors to monitor, at a strategic level, the completion of actions which have arisen as a result of resolutions of Council.

9. Action/s

· Outstanding action items are to monitored and reported to Council on a quarterly basis.

· Amend the table for detailed resolutions to include the Mover and Seconder of the motions.

Ordinary Council MEETING MINUTES

30 APRIL 2014

10.3 Proposed Trustee Leases - Lot 2 on SP145204 - Hope Street, Laidley - Application of Section 236 (1) (b) (ii) Local Government Regulation 2012 Exception

Date: 15 April 2014

Author: Caitlan Natalier, Solicitor

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

Council has received requests from two local community organisations who wish to use the former cricket grounds at Hope Street, Laidley for their clubs purposes. The purpose of this Report is to consider the application of the exception from tendering contained in Section 236(1)(b)(ii) of the Local Government Act 2012 to enable trustee leases to be negotiated.

Officer’s Recommendation:

THAT with respect to the requests to use Lot 2 on SP145204 detailed below and in accordance with Section 236(2) of the Local Government Regulation 2012 Council resolves to apply the exception from tendering contained in Section 236(1)(b)(ii) of the Local Government Regulation 2012 to enable trustee leases to be negotiated in respect of separate parts of Lot 2 on SP145204 with these community organisations (either as one Lot with access rights to both parties, or a two separate lots) :-

(i) Lockyer Valley Dog Training Club Inc. as per their request of 13 February 2014; and

(ii) The Lockyer Light Horse Troop Inc as per their request of 21 December 2013.

RESOLUTION:

(i) Lockyer Valley Dog Training Club Inc. as per their request of 13 February 2014; and

(ii) The Lockyer Light Horse Troop Inc as per their request of 21 December 2013.

Moved By: Cr Friend Seconded By: Cr McDonald

Resolution Number: 3390

CARRIED

5/0

1. Introduction

In late 2013 and early 2014 Council officers met with members of The Lockyer Light Horse Troop Inc. and the Lockyer Valley Dog Training Club Inc. individually to discuss their interest in using the former cricket grounds situated at Hope Street, Laidley for their club activities. Formal requests were made by the clubs on 21 December 2013 and 13 February 2014 respectively. The purpose of this Report is to discharge Council’s statutory obligations for disposal of the land to the Clubs by way of trustee lease, before formal lease negotiations commence.

2. Background

Council’s Sports, Recreation and Community Grants Officer has been involved in negotiations with each of the Clubs since late 2013. Both Clubs are aware of each other’s interests in the land and neither Club has raised any objection to use of the land by the other.

The Lockyer Valley Dog Training Club Inc. has had difficulty in finding a satisfactory and long-term location for their club activities. They have operated from both the Laidley Showgrounds and Bichel Oval, however have found the showground fees expensive and the lighting inadequate. There have also been safety issues identified which are of concern to the Club, in particular that existing horse events at the Showgrounds leave the arena surface in an unsafe condition for use by the Club and the annual infestation of burr medic can make dogs lame. From preliminary discussions held with the Club, these concerns have not been raised in relation to the shared use of Lot 2 on SP145204 by The Lockyer Light Horse Troop.

Since February 2007, the Lockyer Light Horse Troop Inc. operated from the Gatton Heritage Village grounds. The Gatton and District Historical Society has now requested the Club pay $30 every time they parade there. As the Club is a small not for profit organization, they consider this an unaffordable option and have been seeking a new area suitable for their training purposes. The Club has met with the Lockyer Valley Australian Light Horse Commemoration Committee, which includes members of the Laidley Pioneer Village and the Laidley RSL sub branch, and now wish to relocate to Laidley. As they are currently storing their equipment at Pioneer Village, they have requested use of Lot 2 on SP145204 which is in the immediate vicinity.

3. Report

Lot 2 on SP145204 is a park and recreation reserve of which Council is trustee. The land comprises 1.199 hectares and is zoned for community purposes. The old cricket pitch remains and the existing cricket oval is partly fenced. There are no amenities constructed on the land.

Attached to this Report is an Aerial Plan of the land showing Areas 1 and 2 as indicative of the areas proposed to be leased to each Club. These areas have been indicated internally and the final lease areas would need to be negotiated.

Lockyer Valley Dog Training Club Inc.

To train safely the Club requires adequate lighting and a sound, grassed surface. The Club has indicated its interest in using the land on the eastern side of Lot 2 on SP145204 in the vicinity of the existing tennis courts (Area 1). Access would be obtained from Hope Street into the car parking area on the land.

Presently, the Lockyer Valley Dog Training Club trains routinely on Monday and Tuesday evenings, with a Wednesday morning class during the cooler months. They also conduct three weekend trials a year, which are attended by both Queensland and interstate participants. The Club also has a demonstration team who displays at agricultural shows, school fetes and similar events. They are also regular participants in the AVA PetPEP programme with instruction at local and Toowoomba primary schools.

Some of the Club’s more experienced members attend obedience and agility trials throughout Australia. This year the National Agility Titles will be held in Brisbane with one of the selection trials for the Queensland team intended to be held at the Club’s grounds in Laidley.

The Club has indicated that with the current interest in their training programmes, they could realistically increase the number of nights they train, offering a more comprehensive service to dog owners.

Lighting is a priority and on the basis of preliminary discussions held with Council’s Sports, Recreation and Community Grants Officer the Club is currently researching options for suitable and affordable lighting for the land. The Club has also indicated it eventually intends to establish a storage shed on the land however there are no immediate plans for this to occur. It is expected that the Club would apply for grant funding to enable adequate lighting, and eventually a storage shed, to be established.

The Lockyer Light Horse Troop Inc.

The Troop has indicated its preference is to use the land on the western side of the land closest to Narda Lagoon (Area 2). As the Troop has arranged to store its equipment at Pioneer Village, access is proposed to occur from Drayton Street, potentially through the neighbouring Council owned park described as Lot 1 on L1729 where it appears access tracks and amenities exist.

The Lockyer Light Horse Troop Inc. is highly active in the Lockyer Valley region attending many events including the dawn services at Gatton, Hatton Vale and Helidon and parades in Gatton and Warwick. Additionally, members of the Troop are regularly called upon to provide guards of honour for the Governor during her visit to the Lockyer Valley and at funeral services for members of the armed services.

If the Recommendation in this Report is accepted, further negotiations will be undertaken with both Clubs to confirm any other requirements that they have. Either separate parts of the land will be used by the respective clubs, and therefore two distinct trustee leases would be negotiated or the whole area could be leased to one Club with provision for use by the other Club. This will be further discussed to ensure both clubs have sufficient area for their purposes.

4. Policy and Legal Implications

As it is proposed that lighting improvements will need to be established on the land, a land management plan will need to be prepared and approved by the Department of Natural Resources and Mines before the trustee leases can be finalised. This will be prepared and arranged by Council’s Legal Services Unit.

5. Financial and Resource Implications

Surveys of the lease areas will be required in order to finalise the trustee leases. It is anticipated that these costs will be approximately $3,300 - $5,500 per survey, however if the trustee leases progress at the same time, it may be possible to indicate both lease areas on the same survey plan. Under standard lease conditions, lessees are generally responsible for all survey costs, however Council may wish to contribute to these costs on the basis that both Clubs are community organisations. If one Lot only is required then no survey costs will be necessary.

The lessees would also be responsible for all registration fees which will be approximately $200 per trustee lease.

The clubs will also be responsible for obtaining and maintaining relevant insurances in respect of their use of the land.

6. Delegations/Authorisations

The Chief Executive Officer, through the Executive Manager Governance and Performance, be authorized to undertake negotiations with both Clubs in order to formalize lease arrangements over the land.

7. Communication and Engagement

Council’s Sports, Recreation and Community Grants Officer, with the assistance of the Manager Administration and Executive Operations, will be primarily responsible for all communication with the respective Clubs. Council’s Legal Services Unit will provide assistance, and will take the lead in communications involving the Department of Natural Resources and Mines.

8. Conclusion

The recommendation made in this Report will enable Council to negotiate trustee lease arrangements with each Club without requiring tenders to be called.

9. Action/s

1. Write to the respective Clubs advising of Council’s resolution and offering each Club a trustee lease

2. Negotiating trustee leases for use of separate portions of the land.

3. Preparation of a lease survey plan.

4. Preparation of a Land Management Plan for Lot 2 on SP145204

5. Make application to the Department of Natural Resources and Mines for the respective trustee leases and approval of the Land Management Plan.

Ordinary Council MEETING MINUTES

30 APRIL 2014

10.4 Proposed Lease of Lot 1 on RP175535 - Application of Section 236 (1) (c) (iv) Local Government Regulation Exception

Date: 15 April 2014

Author: Caitlan Natalier, Solicitor

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Paper

Summary:

The purpose of this Report is to consider the application of the exception from tendering for the disposal of Lot 1 on RP175535 contained in Section 236(1)(c)(iv) of the Local Government Regulation 2012 to enable a lease for the land to be entered into with the adjoining landholder.

Officer’s Recommendation:

THAT with respect to the request by the owner of Lot 2 on RP172792 to lease Lot 1 on RP175535 for grazing purposes, and pursuant to the requirement of Section 236(2) of the Local Government Regulation 2012, Council resolves to apply the exception from tendering contained in Section 236(1)(c)(iv) of the Local Government Regulation 2012 to enable the proposed lease to be negotiated on the basis that:-

(a) The proposed lessee owns the adjoining Lot 2 on RP172792;

(b) The land is not suitable to be offered for tender due to it being an isolated triangular shaped parcel of land situated between the Warrego Highway, Brooks Road and Philps Road which is earmarked as a potential Grantham interchange development site;

(c) There are no other adjoining landowners who may wish to acquire the land;

(d) It is in the public interest to dispose of the land without a tender on the basis that the rental income anticipated from the lease of the land will be low and will not cover the costs and resources required to undertake a tender process;

The lease of the land will otherwise be undertaken in a manner consistent with the sound contracting principles for a rent equal to the market value of the lease interest in the land.

RESOLUTION:

THAT with respect to the request by the owner of Lot 2 on RP172792 to lease Lot 1 on RP175535 for grazing purposes, and pursuant to the requirement of Section 236(2) of the Local Government Regulation 2012, Council resolves to apply the exception from tendering contained in Section 236(1)(c)(iv) of the Local Government Regulation 2012 to enable the proposed lease to be negotiated on the basis that:-

(a) The proposed lessee owns the adjoining Lot 2 on RP172792;

(c) There are no other adjoining landowners who may wish to acquire the land;

The lease of the land will otherwise be undertaken in a manner consistent with the sound contracting principles for a rent equal to the market value of the lease interest in the land.

Moved By: Cr McDonald Seconded By: Cr McLean

Resolution Number: 3391

CARRIED

5/0

Report

1. Introduction

The purpose of this Report is to consider applying the exception from tendering contained in Section 236(1)(c)(iv) of the Local Government Regulation 2012 to enable the adjoining landholder to lease Lot 1 on RP175535 for grazing purposes.

2. Background

In approximately August 2011 the owner of the adjoining Lot 2 on RP172792 wrote to Council advising of her interest in agisting Lot 1 on RP175535. The former Director of Corporate Governance agreed to allow an agistment to occur until 31 January 2012 on the basis of the landowner’s offer to pay rental of $8.33 per month, or $100.00 per annum plus GST for the entire term. Despite documentation being prepared, an agistment was never formalised following the departure of the Director of Corporate Governance.

At this time, proposed lease interests in the Grantham area were put on hold until the Grantham reconstruction was complete and it had been determined whether or not any of the surrounding land was required for development or access from the Warrego Highway.

As of February 2014 the landowner has again requested a lease over Lot 1 on RP175535. In her request, the proposed lessee indicates that she had previously made enquiries into purchasing this property however she discovered that it had been identified as a potential access site by the Department of Transport and Main Roads and was included in the South East Queensland Infrastructure Plans for 2010-2026 as a proposed site for a new Grantham Railway Station.

The proposed lessee’s desire for a lease of the land is to assure her long term isolation. She has indicated that she will repair and maintain the existing boundary fence, which would ordinarily be her responsibility under a lease, and install a hinge lock wire and a gate to provide convenient access from her adjoining property.

As the surrounding land has now been dealt with by way of tender for grazing lease and the construction of an agricultural facility, and no steps have been taken to date for an access from the Warrego Highway through Lot 1 on RP175535 or a new railway station, it is appropriate that the request again be considered.

3. Report

Lot 1 on RP175535 is bounded to the north by the Warrego Highway, to the south by the Queensland Rail line and Brooks Road and to the west by Philps Road. The landholder owns the adjoining land to the east. An Aerial Plan of Lot 1 is attached to this Report.

The land is zoned as Rural General and is vacant with no existing infrastructure on, or servicing, the land. It is a vacant and overgrown lot and the proposed lessee is concerned that it currently presents a fire risk to her adjoining property.

There is no water on the land, so the proposed lessee would need to make provision for watering her horses. The fencing also needs some repair to be brought to a standard suitable to prevent her horses from wandering.

The proposed lessee has been advised that the rent would need to be determined by market valuation, although she has indicated that she does not believe the land is worth any more than the offer she has previously made to Council. Whether a formal lease is entered will depend upon agreement as to rental to be paid, however the costs to obtain a market valuation will not be incurred unless Council accepts the recommendation made in this report.

By way of comparison, the Grantham grazing lots in the immediate vicinity of Lot 1 on RP175535 are currently leased for approximately $98 plus GST per hectare. An indication of the rental for Lot 1 on RP175535 based on this figure is roughly $490 plus GST per annum. However whether this amount is equivalent to the market value of the proposed lease interest would need to be determined by valuation.

The Acting Manager Planning and Environment has confirmed that Lot 1 on RP175535 is within the Grantham Reconstruction Area and is identified as being intended for community purposes. However, as Council has no plans for its development for this purpose at this time, it would be appropriate to lease the land for grazing purposes in the interim.

The Infrastructure Works and Services Unit is reluctant to rule out the future use of this land as part of the future Grantham interchange at this stage, however no objection to leasing the land in the interim is made. An appropriately conditioned lease would enable the land to be maintained, and Council’s liability limited, whilst reserving the right to Council to terminate the lease early in the event that the land is required for development of an interchange.

4. Policy and Legal Implications

In order for Section 236 to apply to the lease of the land, the rental income must be an amount equal to, or more than, the market value of the interest in the land. A written market valuation by a registered valuer is required to meet Council’s statutory obligations under Section 236.

The proposed lessee will be required to maintain all relevant insurances in respect of the land during the term of the lease.

5. Financial and Resource Implications

Council will incur costs of approximately $1,500.00 to obtain a market valuation to determine the rental to be charged for the lease.

Based on the comparative rental calculated in the body of this Report, it is expected that Council will not obtain a significant financial return from the land. However, the lease rental would be increased in accordance with changes to the Consumer Price Index (All Groups - Brisbane).

The lessee will be responsible for all costs incurred in lease preparation and registration, if any, as well as the erection and maintenance of all fencing and any other outgoings and insurances. If the land is grazed, Council will not need to allocate resources to the future maintenance of the land.

6. Delegations/Authorisations

The Chief Executive Officer, through the Executive Manager Governance and Performance, be authorized to negotiate a lease with the owner of Lot 2 on RP172792.

7. Communication and Engagement

Council’s Property Officer and Legal Services Unit will be responsible for communicating with all relevant parties, including the proposed lessee, the registered valuer and the Department of Natural Resources and Mines.

8. Conclusion

The recommendation made in this Report will enable a lease to be formalised over Lot 1 on RP175535 to ensure Council obtains a market return for the land, to manage overgrowth and bind the proposed lessee by standard lease obligations to limit risk to Council.

9. Action/s

1. Advise proposed lessee of Council’s resolution

2. Obtain a market valuation

3. Enter lease if market rent agreed.

Ordinary Council MEETING MINUTES

30 APRIL 2014

10.5 Community Grants Reports

Date: 24 April 2014

Author: Trent Nibbs, Sports, Recreation & Community Grants Officer

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

Round Two (2) of the Lockyer Valley Regional Council’s Community Grants Program was advertised from 3^rd March 2014 with applications closing on 28^th March 2014. In total 21 applications were received, requesting a financial contribution of $52,100.74 in grants for projects with a total project value of $63,084.74 (including applicant contributions). An assessment of the applications was undertaken against the policy and criteria with recommendations made to Council to expend the funds.

Officer’s Recommendation:

THAT Council allocates $43,058.60 in grant funding to the community organisations as presented in the schedule attached.

ROUND 2 COMMUNITY GRANTS
Organisation	Project Description	Amount Required	Own Contribution	Amount Granted
Darfur Community Association	Equipment to enhance community education for former refugees	$3,997.40		$3,997.40
Equine Learning for Futures	8 week Equine assisted learning program	$3,052.00	$688.00	$3,052.00
Friends of Lake Apex	Purchase 2 retractable banners for promotion purpose
Gatton & District Historical Society	Equipment for digitalising family history	$3,075.77		$3,075.77
Gatton & Districts Committee on the Aging	Replace old furniture	$1,485.00		$1,485.00
Gatton Bowls Club	Student Bowls for Coaching	$1,740.00		$1,740.00
Gatton Jubilee Golf Club	To increase groups membership	$1,930.00		$1,100.00
Helidon Community Shed Association	Installation of gutter guard and a water tank with a shower head	$4,000.00		$3,649.90
Laidley Agricultural & Industrial Society	A changeable advertising sign	$3,005.00		$3,005.00
Laidley District Cricket Club	Extension of the sight screen	$2,960.77		$2,960.77
Lake Dyer Dragons	Purchase of life jackets for all users	$1,199.80		$1,199.80
Lockyer - Brisbane Valley Leukaemia Branch	High Tea	$1,400.00	$600.00
Lockyer Antique Motor Association	Purchase of equipment to help with record keeping and newsletter production	$1,957.00		$1,957.00
Lockyer Bridge Club	Funding for Annual Bridge Congress	$2,000.00		$1,800.00
Lockyer Valley Landcare	Installation of water line in Park	$4,000.00		$3,900.00
Ma Ma Creek Exhibition Committee	Cost of Band for bushdance night	$580.00		$580.00
Mount Whitestone School P&C Association	Sealed coat flooring	$2,742.00	$1,200.00	$2,742.00
Peach Lutheran Church, Gatton	Fencing of Land for youth activities	$4,000.00		$3,000.00
Redeemer Lutheran Church, Laidley	Painting of the church toilets and entry	$3,080.00		$2,600.00
Serendipity Farm Animal Centre	Remaining Balance of Disabled toilet from round 1 and purchase a rotary hoe
UQG rugby Union Club	Purchase of equipment to help with record keeping and helping with training aids	$1,214.00		$1,214.00
		$47,418.74		$43,058.64

RESOLUTION:

THAT Council allocates $43,058.60 in grant funding to the community organisations as presented in the schedule attached.

ROUND 2 COMMUNITY GRANTS
Organisation	Project Description	Amount Required	Own Contribution	Amount Granted
Darfur Community Association	Equipment to enhance community education for former refugees	$3,997.40		$3,997.40
Equine Learning for Futures	8 week Equine assisted learning program	$3,052.00	$688.00	$3,052.00
Friends of Lake Apex	Purchase 2 retractable banners for promotion purpose
Gatton & District Historical Society	Equipment for digitalising family history	$3,075.77		$3,075.77
Gatton & Districts Committee on the Aging	Replace old furniture	$1,485.00		$1,485.00
Gatton Bowls Club	Student Bowls for Coaching	$1,740.00		$1,740.00
Gatton Jubilee Golf Club	To increase groups membership	$1,930.00		$1,100.00
Helidon Community Shed Association	Installation of gutter guard and a water tank with a shower head	$4,000.00		$3,649.90
Laidley Agricultural & Industrial Society	A changeable advertising sign	$3,005.00		$3,005.00
Laidley District Cricket Club	Extension of the sight screen	$2,960.77		$2,960.77
Lake Dyer Dragons	Purchase of life jackets for all users	$1,199.80		$1,199.80
Lockyer - Brisbane Valley Leukaemia Branch	High Tea	$1,400.00	$600.00
Lockyer Antique Motor Association	Purchase of equipment to help with record keeping and newsletter production	$1,957.00		$1,957.00
Lockyer Bridge Club	Funding for Annual Bridge Congress	$2,000.00		$1,800.00
Lockyer Valley Landcare	Installation of water line in Park	$4,000.00		$3,900.00
Ma Ma Creek Exhibition Committee	Cost of Band for bushdance night	$580.00		$580.00
Mount Whitestone School P&C Association	Sealed coat flooring	$2,742.00	$1,200.00	$2,742.00
Peach Lutheran Church, Gatton	Fencing of Land for youth activities	$4,000.00		$3,000.00
Redeemer Lutheran Church, Laidley	Painting of the church toilets and entry	$3,080.00		$2,600.00
Serendipity Farm Animal Centre	Remaining Balance of Disabled toilet from round 1 and purchase a rotary hoe
UQG rugby Union Club	Purchase of equipment to help with record keeping and helping with training aids	$1,214.00		$1,214.00
		$47,418.74		$43,058.64

Moved By: Cr McDonald Seconded By: Cr Holstein

Resolution Number: 3392

CARRIED

5/0

Report

1. Introduction

For the 2013-2014 Community Grants and Assistance Policy and Procedure, Council has allocated $80,000 over two separate rounds. For Round 2, 21 applications have been received applying for $52,100.74. This report describes the evaluation process under taken by Council officers and makes recommendations on the applications received.

2. Background

The 2013/14 Community Grants Assistance Policy and Procedure was approved at the Council meeting of 20 June 2013. This policy was developed to assist in the management and distribution of public funds. The Policy provides for a fair and equitable process that creates an appropriate level of consistency across the organisation in accordance with legislation, standards and policies.

The Category 1 Community Grants Program is available to community organisations who undertake projects which benefit the wider community. This category of community grants has a total budget of $80 000 per year which is broken into 2 rounds with a nominal budget of $40,000 per round.

3. Report

As per the policy and procedure, this report recommends Council support the specified grant allocations.

These applications have been assessed by a panel of three Council officers against assessment criteria and funding requirements as shown below.

21 applications have been received and reviewed. Of those applications, 18 community groups were successful in receiving all or part of the funds requested.

The successful groups are:

1. Darfur Community Association

2. Equine Learning for Futures

3. Gatton & District Historical Society

4. Gatton & Districts Committee on the Aging

5. Gatton Bowls Club

6. Gatton Jubilee Golf Club

7. Helidon Community Shed Association

8. Laidley Agricultural & Industrial Society

9. Laidley District Cricket Club

10. Lake Dyer Dragons

11. Lockyer Antique Motor Association

12. Lockyer Bridge Club

13. Lockyer Valley Landcare

14. Ma Ma Creek Exhibition Committee

15. Mount Whitestone School P&C Association

16. Peach Lutheran Church, Gatton

17. Redeemer Lutheran Church, Laidley

18. UQG rugby Union Club

Under Council’s approved Community Grants and Assistance Procedure, grant recipients who were successful in Round 1 are not eligible for further funding under Round 2 (but may be eligible to apply for other grants and funding offered by Council).

Accordingly 2 groups who were successful in Round 1 (Friends of Lake Apex; and Serendipity Farm Animal Centre) could not be considered in the current Round.

Further the Lockyer Brisbane Valley Leukaemia Branch has requested $1,400 for their annual fundraising event, $800 of this is for catering. As this is more a request for a donation rather than a grant, they have been asked to apply under the Mayoral fund.

Feedback will be given to all unsuccessful applications regarding their application and how future applications could have a greater success if criteria were met.

4. Policy and Legal Implications

The Guidelines for local government administration of community grants (October 2009) specifies: “It should be noted that, while there is no right of appeal against a decision to approve or refuse to grant, decisions in relation to grants are still subject to the Judicial Review Act”.

To ensure transparency in the assessment process, the Guidelines for local government administration of community grants stress the importance of the separation of responsibilities between the officers reviewing and assessing grant applications and the decision makers. This separation has been achieved via this process. Further, any appeals will be treated in accordance with Council’s Complaints Management Process.

5. Financial and Resource Implications

Community Grants Program – Category 1 is allocated a budget of $80,000 with 2 rounds nominally of $40,000 each. Round 1 allocated $36,911.30 of this budget. It is recommended that Round 2 funding of $43,058.60 be granted as per the attachment.

This is within the total $80 000 budget envelope for Community Grants and the recommended amounts to community organisations adequately meet the assessment criteria.

It should be noted that all successful applicants will be required to submit an acquittal within two months of completion of their project. Failing to submit an acquittal will prevent future successful applications to Council.

6. Delegations/Authorisations

There are no delegation requirements associated with this report.

7. Communication

Notification of the Community Grant Program Round Two (2) was published in the Gatton Star, the Lockyer Valley Regional Council’s Website and Facebook page and Your Valley Voice (March 2014).

All applicants (successful or otherwise), will be advised in writing and all successful applicants will be required to submit an acquittal within two months of completion of their project.

8. Conclusion

In total 21 applications for Community Grants (Round 2) have been received and evaluated against the approved policy and procedure. 18 were successful in attracting funding by sufficiently meeting the assessment criteria. 2 applicants were unable to meet the assessment criteria and could not be supported. Further, 1 applicant was referred on to apply for a Mayoral Fund donation rather than a grant.

All applications have now been assessed and recommended amounts to be allocated to each project are detailed in attachment 1 of this report. It is recommended that $43,058.60 be allocated to the applicants of Round 2 as indicated.

Ordinary Council MEETING MINUTES

30 APRIL 2014

11.0 Organisational Development and Engagement Reports

11.1 One Stop Shop Service Delivery Pilot Community Leaders Forum - Review

Date: 23 April 2014

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

Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Engagement

File No: Formal Papers

Summary:

On the 15^th April a One Stop Shop Service Delivery Pilot Community Leaders Forum- Review was held at the Auditorium, Boonah Cultural Centre.

The Honourable Ian Walker MP, Minister for Science, Information Technology, Innovation and the Arts opened the Forum and attended with Mrs Sue Rickerby, Director General, Department of Science, Information Technology, Innovation and the Arts, and Mr Andrew Spina, Assistant Director General, Department of Science, Information Technology, Innovation and the Arts.

As a result of this Forum 2 strategies were identified for the Lockyer Valley Regional Council area.

Officer’s Recommendation:

THAT Council acknowledges the key findings and recommendations of the One Stop Shop Service Delivery Pilot Community Leaders Forum-Review.

RESOLUTION:

THAT Council acknowledges the key findings and recommendations of the One Stop Shop Service Delivery Pilot Community Leaders Forum-Review, including maintaining the current QGAP Office at Laidley.

Moved By: Cr McDonald Seconded By: Cr McLean

Resolution Number: 3393

CARRIED

6/0

Report

1. Introduction

The One Stop Shop Strategy & Implementation Office (OSSSIO) has been conducting service outlet planning that works towards the delivery of a consistent customer service experience with improved access, information sharing and efficiencies. The Lockyer Valley and Scenic Rim regions were selected as the pilot areas.

To better understand the needs of the two areas and identify the design considerations necessary to address the One-Stop Shop strategy, Community engagement was carried out to research with target audiences. The targeted audiences included;

· Community leaders

· Frontline Staff

· Customers (End users)

· Community members/Reps (Working Groups)

2. Background

Workshops were held at Gatton, Laidley, Boonah, Beaudesert, and Mt Tambourine. The engagement process focused on the following key objectives:

· To understand customer behaviour and attitudes

· To understand customer needs and preferences, including:

o Preference in terms of capacity – e.g. location, hours of operation, seating, parking:

o Preference in terms of service – e.g. types of service available, how they can be accessed (channels), service quality and relationships, and broader service needs (e.g. across levels of government)

o Information and service priorities;

o Understand channel perceptions and expectations.

· To identify customer needs for each of the communities; and

· To understand reactions to proposed service delivery and associated requirements.

3. Report

The Forum discussed the context of the Community Engagement and as a result 700 pieces of information was received from methods including Short Surveys, Telephone, online, and face to face.

Workshops were held at Gatton, Laidley, Boonah, Beaudesert, and Mt Tambourine.

The workshops highlighted 3 key areas of dissatisfaction including:

1. Resources

2. Customer Services

3. Access to information.

The workshops also highlighted confusion in the Lockyer Valley of where they go for their nearest service provider, some thought Toowoomba whilst others thought Ipswich.

Gatton- travelling greater distances to access service and felt it was large enough to support face to face customer service. Feedback was that they did not want to visit Court House for Givt Services.

Laidley – Focus on Face to Face, fairly satisfied with service levels.

Recommendations on Customer Suggestion Improvements

1. Resources

a. Improved operating hours and staffing

b. Provision of tools such as telephone, PC’s to access internet kiosk in the Hub.

2. Customer Service

a. Customer Service Standards – Wait time, facilities, ethics, and response times

b. Trained local and accountable

3. Information and Communication

a. Concierge Service

b. Reduce the need to give the same info.

Discussions were then held at the Forum re methods to improve Service Delivery and a range of options, these included:

1. Mobile van

2. Service Outlet

3. Self Service Kiosk

One Stop Shop initiatives and Feedback;

1. Click to Chat capability

2. Culture and training for Customer Service Officers

3. ASK QGOV

Ideas:

1. Establish Interim Service Location and referral network

2. Promotion of Services in existing outlets and extended opening times

3. Increased Service ability at key pilot sites

4. Develop and test conception sites within Community

Proposed Delivery Plan:

1. Stage One

a. Implantation and delivery July – September 2014 Self Service Kiosk at Plainlands and Laidley

2. Stage two

a. Refit and expand services at the Gatton Courthouse September –December.

4. Policy and Legal Implications

Policy and legal implications will be addressed through existing allocations and re-prioritisation as required.

5. Financial and Resource Implications

Budget impacts will continue to be addressed through existing allocation and

re-prioritisation as required.

6. Delegations/Authorisations

No further delegations are required to manage the matters raised in this report.

7. Communication

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

8. Conclusion

Item 11.2 was deferred until the attendance of Executive and external consultant presenting that item.

The order of Business for the Agenda as tabled was raised to bring forward Item 12.1 for discussion and Debate, with the return of the Executive Manager Organisational Development and Engagement and External Consultant.

12.1 Summary of Council Actual Financial Performance vs. Budget
31 March 2014

Date: 24 April 2014

Author: Tony Brett, Manager Finance

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

File No: Formal Papers

Summary:

In accordance with Section 204 of the Local Government Regulation 2012, a financial report summarising the progress of Council’s actual performance against budgeted performance is to be presented to Council.

This report provides a summary of Council’s financial performance against budget for the financial year to 31 March 2014.

Officer’s Recommendation:

THAT Council receive and note the Summary of Council Actual Financial Performance versus Budget to 31 March 2014.

RESOLUTION:

THAT Council receive and note the Summary of Council Actual Financial Performance versus Budget to 31 March 2014.

Moved By: Cr McDonald Seconded By: Cr Friend

Resolution Number: 3394

CARRIED

5/0

Report

1. Introduction

2. Background

Monthly reporting of Council’s financial performance is a legislative requirement and reinforces sound financial management practices throughout the organisation.

3. Report

The following report provides a summary of Council’s financial performance against budget to 31 March 2014.

Operating Revenue - Target $74.8 million Actual $72.5 million or 97%

At 31 March 2014, overall operating revenue is on target against the year to date budget.

Operating grants and subsidies received equal $35.1 million or 73% of the annual budgeted revenue amount. The majority of these grants are for an advance for Restoration works. As the funds are an advance payment, it is important that the expenditure of these grants is closely monitored to ensure that it meets the Value for Money requirements of the Queensland Reconstruction Authority.

With the exception of other revenue, at 31 March 2014, all revenue lines are currently forecast to meet annual budgeted amounts. However, the timing of payments from the Queensland Reconstruction Authority is currently being reviewed and once clarified, this issue will be formally brought before Council in the final budget review for the 2013/2014 financial year.

The amount of revenue received at the Staging Post Café is less than budgeted and is likely to remain so. The Finance Team is reviewing the Café’s revenue target.

Operating Expenditure - Target $67.2 million Actual $67.5 million or 101%

At 31 March 2014, overall operating expenditure for the year to date is on target. The month of March saw $3.1 million expenditure on Recovery related activities with a total of $27.3 million expended for the year to date.

Overall employee costs are on target for the year to date. However there is an imbalance between Infrastructure Recovery activities and activities for the balance of Council. At 31 March, employee costs for the balance of Council was $1.3 million more than budgeted, while it was $2.1 million under budget for Infrastructure Recovery. A review will be finalised prior to the end of April and it may indicate that there needs to be a transfer of budget from Infrastructure Recovery to general Council operations. It is also possible that less day labour is being used in the capital works program, which will increase Council’s operational employee costs whilst still remaining within the established organisational structure.

The apparent over expenditure in the rest of Council for Goods and Services is mainly related to timing issues for several large payments such as insurances and registrations. A process is underway to review the phasings of the budget to take into account the timing differences. The review is complicated by having to refer to the old PCS system for costs prior to 28 October. Finance is still working to re-phase the budget as a priority.

Depreciation costs are now being calculated using the One Council asset system and are reflective of the actual amount of depreciation being charged which is slightly more than the amount budgeted.

Capital Revenue - Target $6.1 million Actual $4.8 million or 79%

Overall capital grants and subsidies revenue is below budget for the year to date with $4.7 million received to date. However the timing of capital grants and subsidies remains largely dependent upon the completion of the annual capital works program. Further work is being done on the anticipated cash flows to try and better align the income and expenditure.

Capital Expenditure – Target $25.5 million Actual $10.3 million or 40%

To 31 March 2014, Council has expended $10.3 million on its capital works program with the main expenditure being $5.4 million within Corporate and Community Services with a further $3.4 million within Infrastructure Services. Capital expenditure includes $3.4 million on the Gatton Aquatic Centre, $2.1 million on roads and streets, $1.4 million on information technology, $0.4 million on the Gatton SES Building, and $0.3 million on waste disposal capital works. A review is being undertaken of the works program to identify projects which will not be started this financial year.

4. Policy and Legal Implications

Any policy and legal implications will be addressed in future on matters as they arise before Council.

5. Financial and Resource Implications

Council’s financial results remain largely dependent upon further payments from the Queensland Reconstruction Authority, the completion of the capital works program and the financial impact of the 2013 flood events. Significant restoration costs are expected to be incurred throughout the 2014 financial year. Due to the fluctuating nature of this income and expenditure there is a risk that budget targets may be exceeded. The allocation of costs to the Recovery program is being monitored to ensure that all applicable expenditure is accounted for in the correct cost centre. The financial reports now report separately the Recovery Program from Infrastructure Services to provide a clearer picture of the costs associated with recovery activities.

Council’s Recovery Unit is also now reviewing forecasted revenue and expenditure to 30 June 2014 and the completion of the program. Initial estimates indicate that there may be up to $7.0 million in timing differences between expenditure and associated revenue claims at 30 June 2014; however, it is anticipated that this variance will be gradually eliminated towards the end of the program. In the interim period as indicated above, Council’s cash position will need to be carefully managed. Once this issued has been clarified, it will be formally brought before Council in the final budget review for the 2013/2014 financial year.

Efficiency targets of $1.7 million have been imbedded within Council’s 2013/2014 Budget, with $1.3 million allocated to employee costs and a further $0.4 million to goods and services. With overall expenditure on budget, it appears that Council is going to meet the expected efficiency targets.

Council is negotiating with QTC to consolidate Council’s debt into two debt pools, representing one pool for the flood recovery works, and the second pool for general Council debt. The consolidation process is expected to decrease interest costs for Council by $1 million over the life of the debt.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Service will manage the requirements in line with existing delegations.

7. Communication and Engagement

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

8. Conclusion

At 31 March, Council appears to be on target to meet its budgeted outcomes. Work on the improved phasings for operational income and expenditure is ongoing to enable a better analysis of Council’s financial position as the year progresses. The timing of payments from the Queensland Reconstruction Authority remains as Council’s most significant financial risk.

9. Action/s

No further action required.

Ordinary Council MEETING MINUTES

30 APRIL 2014

12.2 Quarterly Budget Review - March 2014

Date: 24 April 2014

Author: Tony Brett, Manager Finance

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

File No: Formal Papers

Summary:

In accordance with Section 170 of the Local Government Regulation 2012, Council may amend the budget for the financial year at any time before the end of the financial year.

This report has reviewed the actual versus budgeted performance of Council to 31 March 2014 for areas where amendments are required.

Officer’s Recommendation:

THAT Council resolve to amend its 2013/2014 Annual Budget to:

(a) Increase the budget for Legal Fees Expense by $650,000 from $360,000 to $1,010,000;

(b) Decrease the budget for Other Revenue by $400,000 to $2,609,300;

(c) Decrease the operating surplus by $1,050,000 to $3,441,936

And resolve to transfer $150,000 from the Legal Expenses Reserve to Retained Earnings to partially fund the increased legal expenses.

PROCEDURAL MOTION:

THAT the Quarterly Budget Review – March 2014 lay on the table until further information is provided during the Closed Session part of the meeting. The time being 11.10 am.

Report

1. Introduction

In accordance with Section 170 of the Local Government Regulation 2012, Council may amend the budget for the financial year, at any time before the end of the financial year.

2. Background

Reviewing Council’s financial performance is a legislative requirement and reinforces sound financial management practices throughout the organisation.

3. Report

The following report provides a summary of areas where amendments are required to Council’s 2013/2014 Annual Budget, based on actual results to 31 March 2014. These amendments were identified during a high level review of Council’s financial performance. Amendments to the 2013/2014 capital works program were not considered in this review, as any carry-over works will be incorporated into the 2014/2015 Capital Works Budget.

Legal Fees Expense – Budget $360,000 Actuals $996,884

At 31 March 2014, Council’s legal fee expense was $996,884.

There has been an increase in the number of claims against Council that has resulted in larger than expected litigation costs. These include planning approvals, workers compensation matters, CMC matters and property transfers.

With a number of large planning approvals still in the negotiation stage, the legal fees expense budget will need to be increased above $360,000 for the 2014/2015 financial year budget.

Other Revenue - Budget $3,009,300 Actuals $1,844,021

With the exception of the Staging Post Cafe, at 31 March 2014, all revenue lines are forecast to meet annual budgeted amounts for Other Revenue. The amount of revenue received at the Staging Post Café is less than originally budgeted and will remain so.

The Staging Post Café is on track to reach $755,000 in revenue for the 2013/2014 financial year, compared to a budget of $1,155,000. The revenue for the Staging Post Café for 2011 was $546,000, for 2012 was $652,000 and for 2013 was $798,000. This reduction in revenue is in line with previous year actual results.

Legal Expenses Reserve

Council has a legal expenses reserve totalling $150,000. This is to cover years where there is an abnormal increase in legal costs. This financial year, legal costs are approximately three times as much as what was budgeted. As these legal costs have been expended, they may be transferred to retained earnings.

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

Council’s operating surplus will decrease in line with the actual expenditure and reduction in revenue by $1,050,000 to $3,441,936.

This will also impact on Council’s cash financial position at 30 June 2014. There will be a corresponding decrease in Cash at Bank by $1,050,000 to a forecast balance totalling $30,864,302.

Total Reserves will also decrease by $150,000 with the transfer of the Legal Expenses Reserve to Retaining Earnings. The impact of the decrease in the surplus, and the transfer of the Legal Expenses Reserve, will see Retained Earnings decrease by $900,000 to $311,345,981.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Service will manage the requirements in line with existing delegations.

7. Communication and Engagement

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

8. Conclusion

At 31 March, Council appears to be on target to meet most of its budgeted outcomes. Adjustments need to be made for the actual expenditure and revenue for Legal Fees Expense and Staging Post Revenue. These adjustments will lead to a decrease in the budgeted surplus, with a corresponding reduction in Council’s cash position.

9. Action/s

Advise business units of revised budgets.

Ordinary Council MEETING MINUTES

30 APRIL 2014

Cr Steve Jones returned to the meeting, the time being 11:10am

12.3 Ma Ma Creek Cemetery Contribution

Date: 09 April 2014

Author: David Lewis, Group Manager Corporate & Community Services

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

File No: Formal Papers

Summary:

The purpose of this report is to seek a Council resolution to a request from the Sexton of the Ma Ma Creek Anglican Cemetery for a financial contribution to partially fund an land acquisition.

Officer’s Recommendation:

THAT with respect to the correspondence received from the Sexton of the Ma Ma Creek Anglican Cemetery requesting a financial contribution of up to $10,000 to partially fund a land acquisition, Council resolves to acknowledge the services provided by the cemetery to the wider Lockyer Valley Community and decline the request for financial assistance as Council already provides these services through its cemetery operations.

The motion was amended to approve the financial contribution from the Officers Report not to decline as proposed by the Officer and this was discussed.

RESOLUTION:

THAT with respect to the correspondence received from the Sexton of the Ma Ma Creek Anglican Cemetery requesting a financial contribution of up to $10,000 to partially fund a land acquisition, Council resolves to acknowledge the services provided by the cemetery to the wider Lockyer Valley Community and approve a budget allocation for future services through its cemetery operations of up to $10,000.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3395

CARRIED

5/1

Voting

For the Motion: Councillors Friend, Holstein, Jones, Milligan and McLean.

Against the Motion: Councillor McDonald.

Report

1. Introduction

In March 2014 correspondence was received by Council from the Sexton of the Ma Ma Creek Anglican Cemetery seeking a financial contribution from Council of up to $10,000 to partially fund a land acquisition for future operations.

2. Background

Since 1898 the Ma Ma Creek Anglican Cemetery has provided a valuable service to the wider Lockyer Valley Community. Council also provides these services through its cemetery operations.

3. Report

The Ma Ma Creek Anglican Community operates its cemetery as a service to the wider community. The Sexton of the cemetery is seeking a financial contribution from Council to partially fund a land acquisition for future cemetery operations.

4. Policy and Legal Implications

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

5. Financial and Resource Implications

There are no financial or resource implications associated with the officer recommendation of this report. However, if Council resolves to fund the contribution, savings of up to $10,000 will need to be identified within Council’s operations.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Services will manage the requirements in line with existing delegations.

7. Communication and Engagement

The Sexton of the Ma Ma Creek Anglican Cemetery will be formally advised of Council’s resolution.

8. Conclusion

Although the Ma Ma Creek Anglican Cemetery provides a valuable service to the wider Lockyer Valley Community, as Council also provides these services through its cemetery operations, the request for the Sexton of the Ma Ma Creek Anglican Cemetery for a financial contribution from Council of up to $10,000 to partially fund a land acquisition for future operations should be declined.

9. Action/s

The Sexton of the Ma Ma Creek Anglican Cemetery will be formally advised of Council’s resolution.

Ordinary Council MEETING MINUTES

30 APRIL 2014

The order of business was amended again to refer to Item 11.2 and to address that report, including representation from the external consultant.

Cr Peter Friend left the meeting, the time being 11:25am

Cr Peter Friend returned to the meeting, the time being 11:28am

11.2 Strategic Community Development and Engagement

Date: 24 April 2014

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

Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Engagement

File No: Formal Papers

Summary:

Prior to the 2011 flood event, Council did not have dedicated community development or community engagement positions.

Following the 2011 flood event, significant resources were allocated by state and federal governments to assist in the recovery effort. These resources were allocated to Council and non-government organisations (NGO’s). The focus during recovery was on the coordination and management of recovery, reconstruction and building community resilience and capacity.

As a result of the 2013 flood event Council made a decision to extend the contracts of all staff working in Community Development and change the focus from development to engagement. With the contracts due to expire at the end of June 2014, Council is in an ideal position to build on the success achieved through the Community Development Engagement Initiative (CDEI) and develop a sustainable model for the unique and diverse communities of the Lockyer Valley.

Community Engagement cannot be underestimated and the benefits of effective community engagement are numerous, both for Council and the Community. They include:

· Increased community awareness about Council’s services, planning and program delivery

· Increased awareness across Council of community views and issues that should be considered as part of the decision-making process

· Increased awareness of the needs, priorities and diversity of the local community, which in turn ensures that Council’s service provision and planning functions are aligned appropriately

· Increased level of community ownership and acceptance of decisions impacting the local area

· Council and the Community working together to address local issues

· Potential for significant time, resource and cost savings for Council.

This report presents an opportunity to take the next logical step in delivering on the Communities’ vision for A Growing Lifestyle – a lifestyle - where people work together for an inclusive, safe and healthy community; a well-planned and connected community; and a united community.

Officer’s Recommendation:

THAT Council adopt the Strategic Community Development and Engagement Report and approve the implementation of the staffing model as outlined in the report.

RESOLUTION:

THAT Council adopt the Strategic Community Development and Engagement Report and approve the implementation of the staffing model as outlined in the report.

Moved By: Cr McDonald Seconded By: Cr Holstein

Resolution Number: 3396

CARRIED

6/0

1. Introduction

In early 2014 as a result of Council focusing on efficiency and savings, Fieldworks was engaged to conduct an independent review and produce recommendations for a Community Engagement and Development model and structure that can deliver on the Communities’ vision for ‘A Growing Lifestyle’.

Council’s Community Engagement Framework outlines Council’s commitment and approach to community engagement and sets out a clear statement about the role of community engagement activities in Council decision-forming processes including: strategic projects; policy, plan and strategy development; service delivery programs; major projects and capital works. It also goes on to specify triggers for community engagement activity, process steps for Council staff, and community engagement principles, in addition to reinforcing commitment to continuous improvement.

2. Background

Since July 2011, Council has had two community development teams, one flood recovery focused (hereafter referred to as the CD Team) and the other continuing on with ongoing youth, community and multicultural development (hereafter referred to as the C&Y Team). The CD Team involved in delivering the recovery and resilience and engagement work were all employed on term based contracts on contracts, acknowledging that there was tenure associated with the nature of these roles in finalising that component of restoring the communities’ health and well-being.

Council’s key strategic documents including the Community Plan 2012-2022 and the Corporate Plan 2012-2017 have created community and corporate (internal) expectations around what will be delivered to the community over the coming years. A significant number of the objectives and themes within these documents have a focus on community development, building the capacity of the community, and working with the community to deliver outcomes that improve the quality of life in the Lockyer Valley.

In the organisational restructure of July 2013 and following the 2013 flood event, the community development teams were moved into the Disaster Management (Recovery & Resilience) and Community Engagement Unit which sits within Organisational Development & Engagement Group. With CD being renamed to Community Engagement (CE). The focus of the CE team has important key linkages to:

The Community Plan

The Community Plan 2012-2022 was developed on the back of extensive community engagement and was proudly adopted by Council on 23 November 2011. The seven Our Lockyer Themes are all focused on “working together” with the community and as such will require substantial ongoing community engagement.

The Corporate Plan

The Corporate Plan 2012-2017 was developed based on the vision, themes and values determined in the Community Plan and articulate Council’s roles and responsibilities in reaching that vision. A number of the Corporate Plan Goals are specifically or substantially community engagement and development related and will require specific community engagement and development responses. A much greater number of Corporate Plan goals will be realised with stronger community support and fewer customer complaints when utilising the support services of the Community Engagement Team.

The Operational Plan

The Operational Plan 2013-2014 contains not less than 20 strategies that sit with the current Disaster Management (Recovery & Resilience) & Community Engagement Unit and which require specific community engagement approaches and activities. Further to this, many of the Strategies assigned to other work units will require the support of the Community Engagement Team if they are to realise their potential. The Operational Plan’s Strategies will be detailed later.

The Community Engagement Framework

Council adopted the Community Engagement Framework on 24 July 2013 as the basis for all groups, units and teams to utilise for community engagement. Within this Framework, Council defines its key community engagement outcomes as:

· Maximising community participation in decision making

· Building and maintaining Council and community connections

· Providing useful information to the public

Council believes that effective community engagement will enable it to make better decisions in relation to strategic policy, planning and prioritisation of resources. It additionally provides an opportunity for both Council and the Community to collectively discuss local issues and aspirations, to build connections and understanding, and to work together to ensure the region is indeed liveable for all residents and future generations.

After limited consultation and engagement around the history and journey of Community Engagement within Council , it was determined that a report be prepared to consider the next steps, our communities might take in securing a future within Council’s priorities as we enter the post disaster (business as usual) phase. With varying expertise in this arena, and after the success of the Community Plan and its consultation, it was decided to engage the Director of Fieldworks Sandra Fields, to develop a discussion paper (attached as Appendix A) with recommendations for further consideration. The intent was assist in clarifying what role/s Council would continue to play and what could be done by others to ensure that Council was focussed on those outputs where the greatest benefit to community could be realised. It also meant focussing energy into understanding what both Community Development and Community Engagement actually mean to Lockyer Valley Regional Council. Which in turn would assist Council in making resourcing decisions on what is to be delivered into the future, and what is a sustainable level of activity and strategy for the Council going forward.

Currently the Community Engagement team comprises of 6 CE staff, and it is proposed to reduce this number to 3 staff with a focus on strategies for effective community engagement, and working with all of Council to ensure engagement is a core function of our business.

3. Report

For Community Engagement to be successful and sustainable it has to be strategic. It is not only about delivering workshops, activities and events, but about Lessons Management and Evaluation.

Strategic Community Development and Community Engagement are intrinsically linked. Community Development enables effective Community Engagement and vice-a-versa.

This means:

· The development of relationships, networks and trust necessary to understand how best to engage with communities in responsive, flexible and coordinated ways.

· An understanding of the unique characteristics of communities to be able to engage appropriately in the identification of priorities and development of plans.

The strategic intent of Community Engagement and Development is that ~~as a~~ Council demonstrates good governance by including the community in decision forming processes and Community organisations work together to build community connections and to deliver responsive and coordinated services. In addition this will assist Council to identify any methodology that was successful and to maintain data bases of information for ongoing evaluation and lessons learned.

Currently the CE team have been focused on the delivery of engagement activities that are based on the Operational Plan 2013-2014 focusing on the following:

5.1 Deliver a Social Plan

· Performance Indicator: Adoption of Social Plan by Council

5.4 Build community capacity through involvement in community networks

· Performance Indicator: Level of engagement through Community Engagement Framework

5.8 Conduct a Public Places Safety Audit, develop an action plan and identify resources required for implementation of recommendations

· Performance Indicator: Development and delivery of GraffitStop funded program

5.9 Host and support local/community events designed to bring the community together

· Performance Indicator: Delivery of Big Day In, Harmony Day, Wellbeing Expo, Movies Under the Stars and other events

5.10 Deliver workshops to build the capacity of the community / organisations

· Performance Indicator: Delivery of six community capacity building workshops

5.11 Redefine strategies and priorities for the new community engagement unit

· Performance Indicator: Community Engagement priorities adopted by Council

5.12 Seek alternative funding for community development programs

· Performance Indicator: Endorsement of funding arrangements

5.13 Conduct community development and engagement activities to enhance the capacity of local communities / organisations

· Performance Indicator: Community Development Engagement Initiative contract milestones achieved

o Note that the CDEI contract ended 30 June 2013

o Ongoing projects can be delivered within existing Community Engagement budgets and resources

5.15 Promote external funding opportunities to the community and facilitate their access to these

· Performance Indicator: Monthly distribution of Community Connect e-newsletter.

· Performance Indicator: Number of applications supported by Council

5.16 Develop an annual Engagement Plan for high level strategic community engagement

· Performance Indicator: Adoption of Annual Engagement Plan by Council

5.17 Deliver the Community Education and Resilience Program with farmers

· Performance Indicator: Delivery of up to five workshops and benchmark participation of farmers

5.18 Facilitate the implementation of the ongoing Lockyer Valley Land Swap Project in line with the Policy

· Performance Indicator: Lockyer valley Land Swap implementation in line with policy

5.19 Develop framework and processes for new Community Engagement and Development Team

· Performance Indicator: Adoption of Framework by Council

It is noted that under the Community Engagement Framework a number of Community Engagement activities will also align with other Operational Plan strategies that are the responsibility of other business units. This includes such activities as supporting Parks & Gardens to undertake local township beautification projects, where the Community Engagement Team will provide expertise and advice in community participation.

The Community Engagement team is also working on projects with other groups and include aspects of Engagement, Development and Liaison, which include the following: Project/Activity

Engagement
Flying Fox Roost Management
Grantham Early Warning Siren
Planning Scheme Public Consultation
Social and Multicultural Plans
NDRRA / IWS Community Engagement (see individual projects below)
Ÿ Rockmount Road Bridge and Road Realignment
Ÿ Thistlewaite Bridge (Grantham) Reconstruction
Ÿ Left Hand Branch Rd Reconstruction (includes sub-projects)
Ÿ East Haldon Rd Reconstruction (includes sub-projects)
Ÿ Black Duck Creek Rd Reconstruction (includes sub-projects)
Ÿ Woodlands Road Floodway
Ÿ McGarrigal Bridge (Mulgowie)
Ÿ Thornton School Road Bridge/ Clarke Bridge
Ÿ Flagstone Creek Road slipways and floodway upgrades - IWS NDRRA Project
Ÿ Jones Rd Withcott IWS NDRRA Project
Ÿ Litfins Bridge, Gatton
Ÿ Caffey Connection Road Floodway
Ÿ Lockrose Road North Floodway & Middleton's Bridge
Ÿ Krugers Road, Spring Creek Floodways
Ÿ Upper Tenthill School Lane Floodways
Ÿ Sandy Creek, Grantham Floodway
Ÿ William St Gatton Plaza Entrance IWS Project
Ÿ Litfins Road Floodway and Agency Coordination
Ÿ Crestwood Estate - Walnut Dr HV Road Closure - Extension Project
Laidley Futures (CBD enhancement)
Sculpture Relocation (GBF)
Woodlands Rd Pest Management
Community Engagement General
Community Engagement Taskforce
Liaison
Liaison - Response to Specific Issues
Community Group Assistance
Mt Sylvia LDCCC
Grantham LDCCC
Watercourse Erosion at 56 Missouri Rd, Veradilla
Development
Murphys Creek Community Centre (MCCC) Finalisation
GraffitiStop
Grantham Women’s Group
Planter Boxes
Grantham Butter Factory
Sculpture Trail
Community Reference Group
Wellbeing Steering Committee
Movies Under the Stars
Council's Community Connect eNewsletter & Articles by CE Team
Wellbeing Information Sessions - Dr Rob Gordon
Community Group Workshops
1001 Journals - opportunity for residents to record their feelings around floods
Community Art Space - Forest Hill
Wellbeing Expo 2014
2014 Mentoring for Grant Writing & Evaluation
Other
Reporting & Major Admin
LVRC Sydney Royal Easter Show
Strengthening Grantham Celebration
Relay For Life - Council Teams

It is important for Council to maintain an active presence in this space of community interactions because a successful program builds strong relationships with the community and provides excellent opportunities for the community to feel like they belong to something important. It provides an opportunity for everyone to become involved in a collaborative environment, working towards shared goals and aspirations that reinforce the value of relationships being effective at all levels in the community. While there are some legislatives directives, it is up to each community to decide how and what to engage on.

A successful community engagement and development program generates that intangible community benefit that is sometimes difficult to put our finger on, but it is something we know we can’t do without.

The suggested model of Community Engagement will require a commitment from across Council including:

· Community engagement is part of the core business of Councillors

· Community engagement is integrated across all Council business units – in day-to-day operations as well as high level strategy

· Relationships between community groups and Council are strong and healthy

· Community groups work together to deliver on the needs of community

· Lockyer people are actively engaged in the life of the community and feel connected to each other

The model

The model for the Lockyer Valley is underpinned by the following considerations:

· To learn from the past three years in recovery

· To continue to build community resilience and position for the future

· To consider good practice and learn from others

· To tailor a model that recognises the size and unique characteristics of the Lockyer Valley

Staffing model

The staffing model is based on the integration of community development and community engagement. It recognises Council’s current resource constraints, whilst providing an opportunity for scalability should additional resources become available.

The proposed staffing model recommends reducing the CE team to three positions, including the current two externally funded positions. The Youth and Multi-Cultural position will remain unchanged.

· 1 x Community Development and Engagement Officer (regional strategy) – New position to be advertised externally

· 2 x Community Development and Engagement Officers (place based) – New positions to be advertised externally

The skills mix required across these positions include:

· Understanding of the NGO sector and ability to build strong working relationships

· Ability to work across and with Council business units

· Engagement techniques and approaches

· Writing

· Understanding local government policy development and planning process

· Ability to influence

· Strategic thinking

· Research and data analysis

These will require further refinement during the development of position descriptions.

4. Policy and Legal Implications

There are a number of legislative requirements and standards that require Queensland local government to engage with and/or take into consideration the needs and aspirations of local residents and particular stakeholder groups when undertaking decision making.

Section 4, (2) (b) of the Local Government Act 2009 states that the local government principles include: democratic representation, social inclusion and meaningful community engagement;

Section 104 (5) (a) (i) also states the requirement for local governments to ensure community engagement is incorporated into the 5-year corporate plans under its financial planning.

5. Financial and Resource Implications

Budget impacts will continue to be addressed through existing allocation and

re-prioritisation as required.

Staff and resourcing have been identified and are subject to the adoption of the model and its implementation.

6. Delegations/Authorisations

No further delegations are required to manage the matters raised in this report.

7. Communication

The matters arising from this report that require further communication will be addressed through existing communication channels. Communication with the staff and the Council are key aspects to address and additional channel management will be focussed on the traditional media.

8. Conclusion

Community Engagement Team reduces, with the team concentrating on strategies of effective engagement, for this to be achieved community engagement and development has to be recognised by all of Council as a core function and necessity. That being the case, effective staff retention and the capture of corporate knowledge into systems remains a high priority.

Ordinary Council MEETING MINUTES

30 APRIL 2014

The Agenda returned to the Order of Business following the consideration of Item 11.2. The time being 11.36 am.

Councillor Cr Tanya Milligan returned to the meeting, the time being 11:37 am

12.0 Corporate and Community Services Reports

12.4 Regional Arts Development Fund Applications

Date: 15 April 2014

Author: Linda Canning, Regional Libraries Coordinator

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

File No: Formal Papers

Summary:

At a meeting of the Regional Arts Development Fund (RADF) Committee on Wednesday 2 April 2014, five funding applications were presented for consideration. The applications were deemed suitable under the requirements for RADF funding and were approved by the Committee for recommendation to Council.

Officer’s Recommendation:

THAT Council approve the recommendations made by the RADF Committee at a meeting held on Wednesday 2 April 2014 to support five RADF applications under the Round Two funding offer and Council prepares and issues a media release in consultation with Arts Queensland once the successful applicants have been notified.

RESOLUTION:

Moved By: Cr Holstein Seconded By: Cr Friend

Resolution Number: 3397

CARRIED

6/0

Report

1. Introduction

The Regional Arts Development Fund (RADF) is a State and Local Government partnership in regional arts and cultural development which supports and promotes the professional development and employment of artists and arts workers in regional Queensland.

2. Background

The RADF Committee has reviewed applications received for RADF grant funding under the Round Two offer for the 2013/2014 financial year. All applicants complied with RADF Guidelines.

3. Report

The recommendation of the RADF Committee in relation to the five applications follows.

a) Laidley Dance Centre

That the application by Laidley Dance Centre for funds to assist with the costs of hiring dance professionals for student tuition in preparation to performances at the Laidley Show be approved to the value of $3,004.60, being 65% of the total costs of the project.

b) Lockyer Valley Art Group

That the application by Lockyer Valley Art Group for funds to assist with the costs of hiring a professional artist to host a painting workshop be approved to the value of $1,950.00, being 65% of the total costs of the project.

c) Lockyer Valley Celtic Pipe Band

That the application by Lockyer Valley Celtic Pipe Band for funds to assist with the costs of hosting professional drum and music workshops to encourage new young members be approved to the value of $6,110.00, being 65% of the total costs of the project.

d) Lockyer Valley Libraries

That the application by Lockyer Valley Libraries for funds to assist with the costs of hosting new media film-making workshops for the community’s youth be approved to the value of $5,045.00, being 65% of the total costs of the project.

e) Lockyer Regional Performing Arts

That the application by Lockyer Regional Performing Arts for funds to assist with the production and direction of the show “My Fair Lady” be approved to the value of $1,200.00, being less than 65% of the total costs of the project.

4. Policy and Legal Implications

Under Lockyer Valley Regional Council’s Arts and Cultural Policy, Council recognises the importance of the development of arts and culture within the community and the role it plays in supporting individual and group initiatives while providing infrastructure support and leadership to allows people to enjoy opportunities for artistic expression and to explore their culture and heritage while promoting the diversity of the community.

5. Financial and Resource Implications

In Council’s 2013/2014 Budget, a provision of $30,000 was made available for RADF funding. The five recommended applications total $17,309.60 leaving a balance of $12,690.40 for future funding applications.

6. Delegations/Authorisations

Responsibility for the processing the RADF paperwork lies with the Regional Library Coordinator. No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Services will manage any further requirements in line with existing delegations.

7. Communication and Engagement

Once the officer recommendation has been approved by Council, the applicants will be notified by mail and a media release will be organised through Council’s Communications Branch subsequent to approval by Arts Queensland.

8. Conclusion

RADF grant funds provide opportunities for individuals or small regional community groups to realise their potential through workshops and training options that they would not otherwise have access to. The officer recommendation of this report facilitates the development of arts and culture within the community.

9. Action/s

The successful applicants will be notified by mail.

A media release will be organised through Council’s Communications Branch subsequent to its approval by Arts Queensland.

Ordinary Council MEETING MINUTES

30 APRIL 2014

12.5 Darling Downs - Moreton Rabbit Board - Annual Report

Date: 15 April 2014

Author: Mike Lisle, Manager Cultural, Health & Regulatory Services

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

File No: Formal Papers

Summary:

The Darling Downs - Moreton Rabbit Board (Board) has provided a copy of their Annual Report for the year ended 30th June 2013 for Council’s information.

Officer’s Recommendation:

THAT Council receive and note the Darling Downs - Moreton Rabbit Board Annual Report for the year ended 30th June 2013.

RESOLUTION:

THAT Council receive and note the Darling Downs - Moreton Rabbit Board Annual Report for the year ended 30th June 2013.

Moved By: Cr McDonald Seconded By: Cr Milligan

Resolution Number: 3398

CARRIED

6/0

Report

1. Introduction

The Darling Downs - Moreton Rabbit Board (Board) has provided a copy of their Annual Report for the year ended 30th June 2013 for Council’s information.

2. Background

The Board is established under the Land Protection (Pest and Stock Route Management) Act 2002 which identifies that the Board’s function is to take reasonable steps to ensure the Darling Downs - Moreton Rabbit District (a large part of south-east Queensland) is kept free of rabbits by undertaking control measures through the development and implementation of a works program.

The Board covers local government areas including Logan City Council, Ipswich City Council, Gold Coast City Council, Lockyer Valley Regional Council, Scenic Rim Regional Council, Southern Downs Regional Council, Toowoomba Regional Council and Western Downs Regional Council.

The Annual Report and certified statements provides a review of the tasks undertaken in maintaining the rabbit-proof fence and encouraging and assisting landowners to maintain their properties free of rabbits.

3. Report

The Board is defined under the Land Protection (Pest and Stock Route Management) Regulation 2003 and is tasked to manage rabbits in the part of the State shown as the Darling Downs - Moreton Rabbit District (the rabbit district). Council has now been provided with a copy of the Annual Report for the financial year ended 30 June 2013 for information. The Board also provides Council with regular updates throughout the year regarding rabbit control within the Lockyer Valley area.

The report identifies that repairs to the rabbit proof fence and access tracks as a consequence of the damage from the 2013 floods is still ongoing. It also states that rabbit compliance monitoring and eradication will continue to receive top priority within the precepted operational area.

The latest Board update report identifies that there has been numerous recent sightings of rabbit activity in the Murphy’s Creek, Helidon, Gatton, College View, Churchable, Spring Creek and Tenthill areas. However, the Board reported that the Lake Clarendon area had experienced the majority of rabbit infestations and in this location it destroyed 38 rabbits and fumigated 12 active burrows.

Council staff will continue to liaise closely with officers of the Board and investigate and report all sightings to the Board for further action as required.

4. Policy and Legal Implications

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

5. Financial and Resource Implications

Any budget implications will be addressed through existing allocations.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Services will manage any requirements in line with existing delegations.

7. Communication and Engagement

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

8. Conclusion

Council is requested to note the contents of the Darling Downs - Moreton Rabbit Board (Board) Annual Report for the year ended 30th June 2013, and also note the update of current identified rabbit activity within the Lockyer Valley area.

9. Action/s

There are no officer actions associated with this report.

Ordinary Council MEETING MINUTES

30 APRIL 2014

13.0 Planning and Development Services Reports

13.1 Implications of the Commencement on 14 May 2014 of the Requirement to Obtain a Development Approval to Construct a Levee or Modify an Existing Levee

Date: 23 April 2014

Author: Trevor Boheim, Coordinator Development Assessment

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

File No: Formal Papers

Summary:

The purpose of this report is to inform Council of the 14 May 2014 commencement of a new requirement to obtain development approval for new levees and the modification of existing levees, provide details of how the assessment regime will operate, discuss the implications for Council and how it is proposed to address these matters and to amend the schedule of fees and charges to include an application fee for levees.

Officer’s Recommendation:

THAT Council note from 14 May 2014 it will be a requirement of State Legislation to obtain development approval for the construction of levees and the modification of existing levees and that Council will be the assessment manager for these applications.

And THAT;

Council recognises the impacts of this new requirement on landholders proposing to construct or modify levees and on Council as the assessment manager.

And Further THAT:

Acknowledges that Council does not possess the resources to undertake the technical assessment of these applications and endorses the proposal to outsource assessment to suitably qualified consultants.

And Further THAT:

Amends the Cost Recovery Fees and Charges to include a new fee for Operational Works for Levee with a base fee of $2,000 to which is added the amount of technical assessment by a suitably qualified external consultant with this amount to be determined on an individual basis by means of a quotation.

RESOLUTION:

THAT Council contact LGAQ, Council of Mayors, Scenic Rim Regional Council and Somerset Regional Council seeking a meeting in regard to lobbying farmers in what they will be facing with the new requirements of State Legislation to obtain development approval for the construction of levees and the modification of existing levees;

And further;

THAT Council promotes awareness amongst the local farming community of the changes in legislation which may adversely affect them.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3399

CARRIED

6/0

THAT Council note from 14 May 2014 that it will be a requirement of State Legislation to obtain development approval for the construction of levees and the modification of existing levees and that Council will be the Assessment Manager for these applications.

And further;

THAT Council recognises the impacts of this new requirement on landholders proposing to construct or modify levees and on Council as the Assessment Manager.

And Further;

THAT Council acknowledges that it does not possess the resources to undertake the technical assessment of these applications and endorses the proposal to outsource this assessment to suitably qualified consultants.

And Further;

THAT Council amends the Recovery Fees and Charges to include a new fee for the Operational Works for a Levee with a base fee of $2,000 to which additional costs will be added for the technical assessment by a suitably qualified external consultant with these costs to be determined on an individual basis by means of a quotation.

Moved By: Cr Friend Seconded By: Cr McLean

Resolution Number: 3400

CARRIED

6/0

Report

1. Introduction

The Queensland Government has decided that from 14 May 2014 development applications will need to be made for the construction and maintenance of levees and the modification of existing levees and that the responsibility for the assessment and determination of many of these applications will rest with local government. The only exception will be levees which meet the criteria for being of State interest will require referral to the State Government for assessment as a concurrence agency; however for these applications Council will remain the assessment manager.

This report provides information on the additional responsibilities that will fall to Council from 14 May 2014, outlines how these responsibilities are proposed to be managed and seeks Council’s endorsement on a range of matters to ensure Council will be in a position on 14 May 2014 to receive, assess and determine development applications for levees.

2. Background

On 25 February 2014 the Director-General, Department of Natural Resources and Mines (DNRM) wrote to Council to provide an update on the development of a framework for state-wide regulation of the construction and maintenance of levees, which is required to satisfy a specific recommendation contained in the Final Report of the 2011 Queensland Floods Commission of Inquiry. The letter advises that the Queensland Government has decided that local government will be the level of government that will be responsible for the assessment of applications for levees. The letter also advises that the framework will commence on 14 May 2014.

3. Report

Operation of the assessment regime for levees

The Draft Assessment Code for the Construction of New Levee Banks or the Modification of Existing Levee Banks is provided as Attachment A.

This code, in addition to providing assessment criteria clarifies that the modification of an existing levee includes:

· raising or lowering the height of a levee bank;

· extending the length of a levee bank;

· demolishing the whole or part of a levee bank; and

· any other modification that influences the flow of water.

It also clarifies that if an existing levee is damaged by a flood event and is then rebuilt to the same specifications as before the flood event this is not modification.

A key element of the regime for the regulation of levees is that the Land Water and Other Legislation Amendment Act 2013 amended Schedule 4 of the Water Act 2000 to provide the following definitions of levee, levee related infrastructure and prescribed farming activities:

levee —

1. A levee is an artificial embankment or structure which prevents or reduces the flow of overland flow water onto or from land.

2. A levee includes levee-related infrastructure.

3. However, the following are not levees—

(a) prescribed farming activities;

(b) fill that is—

(i) deposited at a place for gardens or landscaping, including, for example, landscaping for the purposes of visual amenity or acoustic screening; and

(ii) less than the volume of material prescribed under a regulation;

(d) a structure regulated under another Act including, for example, the following—

(i) a levee constructed as emergency work under the Planning Act, section 584 or 585;

(ii) a structure constructed under an approved plan under the Soil Conservation Act 1986;

(iii) a structure whose design takes into account the impacts of flooding or flood mitigation but which is not primarily designed for flood mitigation;

Example — a public road within the meaning of the Transport Infrastructure Act 1994

(iv) a structure constructed within the bed, or across a bank, of a watercourse, including, for example, a weir or barrage, the construction of which was carried out under this Act and for which a development permit under the Planning Act was given;

(v) an embankment or other structure constructed for long-term storage of water under the Water Supply Act;

Examples — a ring tank or dam

(e) irrigation infrastructure that is not levee-related infrastructure.

levee-related infrastructure, for a levee, means infrastructure, including irrigation infrastructure, that is —

(a) connected with the construction or modification of the levee; or

(b) used in the operation of the levee to prevent or reduce the flow of overland flow water onto or from land. Examples of infrastructure for paragraph (b) — a channel, drain, outfall or pipe

prescribed farming activities means —

(a) cultivating soil; or

Examples — clearing, replanting and broadacre ploughing

(b) disturbing soil to establish non-indigenous grasses, legumes or forage cultivars; or

(d) laser levelling or contouring soil.

The primary effect of the above is that unless made exempt under sub-section (3) of the above definition of levee, any artificial embankment or structure which prevents or reduces the flow of overland flow water onto or from land is a levee. Of particular interest is sub-section (3)(a) of the definition of levee which exempts prescribed farming activities. However the definition of prescribed farming activities only extends to laser levelling or contouring soil and does not include the construction of an artificial embankment or structure that would commonly be understood to be a levee. The effect of this is that any levees constructed on farmland would fall within the definition of a levee and so would be regulated from 14 May 2014.

It should also be noted that road works undertaken by the State or Council which change the flow of water are not levees as a result of the exemption provided by sub-section (3)(d)(iii).

It is proposed that there will be three categories of levees:

· Category 1 – Levees with the greatest potential for impacts for which Council will be the assessment manager and the application is required to be referred to the State Government for assessment as a concurrence agency. These are levees that meet the criteria for being of State interest and/or which place a population at risk. Applications for this category will require impact assessment (i.e. they will require public notification and will attract third party appeal rights).

· Category 2 – Levees with impacts beyond the boundaries of the property on which they are located which do not meet the criteria for being of State interest or place a population at risk. Applications in this category are code assessable and so do not require public notification.

· Category 3 – Levees which have no impacts beyond the boundaries of the property on which they are located and which are self-assessable. It is considered that very few levees will fall into Category 3.

The draft code (provided as Attachment A) contains guidance regarding the determination of whether a levee falls into Category 1 or 2 and notes that this will require a hydraulic assessment to be undertaken.

As all current planning schemes across the state do not contain criteria against which an application for a levee can be assessed, the State Government will bring into effect an Assessment Code for the Construction of New Levee Banks or the Modification of Existing Levee Banks. The code will be in two parts, being a self-assessable code for the assessment of Category 3 levees and an assessable development code for the assessment of Category 1 and 2 levees.

The commencement of the framework on 14 May 2014 dictates that Council must within a very short timeframe formulate and implement internal processes and requirements for the assessment and determination of applications for levees, amend the existing schedule of Cost Recovery Fees and Charges to set a fee for these applications.

Implications for proponents – impact of additional obligations

As the construction of levees is not currently regulated, proponents have been able to construct levees without having to evaluate the impacts of the levee on the flow of floodwaters or to ensure the levee is constructed to an appropriate standard.

From 14 May 2014, applications for a Category 1 or 2 levees will need to be supported by a hydrological study prepared by a suitably qualified Registered Professional Engineer of Queensland (RPEQ) that evaluates the impact of the proposed levee on the flow of floodwaters including the depth and velocity of floodwaters. Applications for Category 1 or 2 levees will also need to be supported by plans prepared by a suitably qualified RPEQ that show the location and design of the proposed levee. Given the above, the cost of compiling the necessary material to support an application for a levee will be considerable.

Implications for Council – Additional Assessment Responsibilities

As Council currently has no responsibility for the assessment and approval of applications for levees, the requirement to do so from 14 May 2014 will place an additional burden on Council’s resources. This impact is difficult to quantify as it is unclear how many applications for levees are likely to be received. Of particular concern is that Council does not have in-house resources to undertake the technical assessment of these applications. The nature of levees and the risk of impacts on life and property if they are not properly designed means that applications will need to be assessed by an RPEQ.

To address this it is proposed that the assessment of applications for levees is outsourced to an appropriately qualified consultant, with the cost of this assessment to be borne in full by the applicant. To ensure applications can be processed in a timely manner, Council will need to have an agreement in place with an external consultant to undertake this work. The cost of the assessment will vary depending on the nature of the levee and so a quote will need to be obtained for each application.

As the legislation makes Council the assessment manager, Council will need to receive the application, refer it to an external consultant for technical assessment and then determine the application and apply conditions based on the technical assessment undertaken by the external consultant and the conditions that have been recommended. There is no ability to Council to devolve its responsibility to decide and apply conditions to an external consultant.

Implications for Council – Additional Compliance Responsibilities

Council will be responsible for compliance matters relating to levees, both in relation to ensuring levees that have been approved are constructed in accordance with the approved plans and conditions of approval and in pursuing compliance action where new levees have been constructed or existing levees modified without the necessary approval. The only exception to this would be where the State Government as a concurrence agency gives approval for a Category 1 levee.

In relation to ensuring levees are constructed in accordance with approved plans and conditions, it will be necessary to attach conditions that require the proponent to ensure that an inspection of levees by a suitably qualified RPEQ is undertaken at critical stages of construction and provide evidence of this to Council in the form of a RPEQ endorsed Construction Certificate. Where a proponent fails to do this it would become a compliance matter for failure to comply with conditions of an approval.

In relation to levees constructed or modified without the necessary approval after 14 May 2014, this will be a compliance matter that will need to be pursued by Council under the relevant provisions of the Sustainable Planning Act 2009. This will involve the collection of evidence, the issuance of Show Cause Notices and Enforcement Notices and, if necessary, action in the Planning and Environment Court. Given the potential risk posed to life and property by poorly constructed or improperly located levees, it is considered that Council will need to take a proactive approach to levees that have been constructed without the necessary approval.

Implications for Council – Cost Recovery Fees and Charges

The current schedule of Cost Recovery Fees and Charges effective 1 July 2013 does not include a fee for operational works applications for the construction of levees. Furthermore, the current set of fees does not include any fee that is readily adaptable for use for levee applications. As a result it is necessary to set a new fee for operational works applications for the construction of levees.

As outlined above, it is proposed to outsource the technical assessment component of applications for levees with this cost to be met by applicants. There will however be additional workload for Council officers in receiving applications, coordinating the technical assessment and compiling approval documentation which should be recovered. It is recommended that the application fee for levees be set at a base fee of $2,000 plus the cost of technical assessment to be undertaken by a suitably qualified external consultant.

4. Policy and Legal Implications

The policy for the assessment of applications for levees is contained in the Assessment Code for the Construction of New Levee Banks or the Modification of Existing Levee Banks which has been prepared by the State Government. The draft planning scheme does not contain provisions that could be used in place of the State Government’s assessment code. As the responsibility for assessment of applications for levees has been imposed on Council it is considered that this assessment should be undertaken against the State Government’s assessment code.

The responsibility for the assessment and determination of applications for levees is accompanied by a number of potential legal implications including the potential for a new or modified levee that has been approved by Council to impact on other properties or through the failure of an improperly constructed or maintained levee that had been approved by Council. By requiring applications to be supported by technical material prepared by a suitably qualified RPEQ and outsourcing the technical assessment to a suitably qualified RPEQ as proposed the risk to Council is reduced.

Where after 14 May 2014 Council is made aware that a levee has been constructed or modified without the necessary approval or other than in accordance with an approval it will be necessary to initiate and pursue compliance action to reduce the risk of liability for the impact of unlawful or improperly constructed levees.

5. Financial and Resource Implications

The inclusion of a fee for applications and a requirement that the cost of assessment by an external client will be met by the applicant will reduce but not eliminate the financial impact on Council. Council will have no mechanism to recover the cost of compliance action that may be required including the potential for costly compliance action in the Planning and Environment Court. The new responsibility to receive, outsource assessment and approve applications for levees will be able to be met by existing resources.

It is considered that there will be no implications for the 2013/14 budget from the requirement for approvals to be obtained for levees. Any implications for the 2014/15 budget will be given due consideration in the formulation of the budget.

6. Delegations/Authorisations

As operational works, all development applications for levees will be covered by the existing delegations for actions under the Sustainable Planning Act 2009.

7. Communication and Engagement

The decision to make the construction and modification of levees assessable and the allocation of the responsibility for assessment to local government has been a decision of the State Government. In this context it is considered that Council should not take on the responsibility for communicating information regarding these new requirements to the local community.

8. Conclusion

The decision of the State Government that from 14 May 2014 a development approval will be required for the construction of new levees and the modification of existing levees has implications for Council. As Council does not have the resources to undertake the technical assessment of applications for levees it is proposed to outsource the assessment to external consultants with the cost to be borne by the applicant.

9. Action/s

Council to note that from 14 May 2014 it will be necessary for development approval to be obtained for the construction of new levees and the modification of existing levees and the implications for both landholders and Council.

Council to adopt an amendment to the Schedule of Cost Recovery Fees and Charges to include a new fee for an Application for Operational Works for a New Levee of Modification of an Existing Levee with a base fee of $2,000 and an additional amount to fully cover the cost of the technical assessment of the application by an external consultant with the amount to be determined by means of in individual quotation.

Ordinary Council MEETING MINUTES

30 APRIL 2014

That given the scheduled presentation at 12.00 pm the Order of Business from the Agenda was changed to enter Closed Session and to seek additional Late Items for consideration.

Item Number: 16.0

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Additional (Late) Items

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

Stormwater Infrastructure – Planning Laidley
Forest Hill Flood Study

Moved By: Cr McDonald Seconded By: Cr Holstein

Resolution Number: 3401

CARRIED

5/0

The meeting Chair forecast his intention to leave the scheduled Closed Session briefing and asked that the meeting be adjourned for the presentation.

Given the timing scheduled for an external presentation the Order of Business was changed to incorporate the presentation on the Toowoomba Range Second Crossing at which time after some discussion the Council moved to enter Closed Session Meeting.

16.0 Confidential Items

Item Number: 16.1

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Closed Session

THAT Council move into Closed Session at 12.24pm to the exclusion of the press and public, in accordance with section 275 (1) (h) of the Local Government Regulation 2012 for discussion of the matters to be discussed involves other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage.

Moved By: Cr McDonald Seconded By: Cr McLean

Resolution Number: 3402

CARRIED

6/0

Cr Peter Friend left the meeting, the time being 12:15 pm

Cr Peter Friend returned to the meeting, the time being 12:17 pm

Cr Kathy McLean left the meeting, the time being 12:15 pm

Cr Kathy McLean returned to the meeting, the time being 12:19 pm

Cr Steve Jones left the meeting, the time being 12:23 pm

Cr Tanya Milligan left the meeting, the time being 12:23 pm

Cr Janice Holstein left the meeting, the time being 12:23 pm

The presentation on Item 16.1 for the Toowoomba Second Range Crossing was received by the Councillors and Senior Officers present.

The meeting adjourned for lunch, the time being 1.35 pm.

Cr Steve Jones returned to the meeting, the time being 02:10 pm

Cr Tanya Milligan returned to the meeting, the time being 02:10 pm

Cr Janice Holstein returned to the meeting, the time being 02:10 pm

The meeting resumed in Closed Session, the time being 2.10 pm.

Council received a presentation on the Land Valuation recently undertaken on the Local Government Area.

After the Presentation Council stayed in Closed Session and resumed the meeting.

Cr Steve Jones left the meeting, the time being 02:39 pm

Cr Peter Friend left the meeting, the time being 02:43 pm

Cr Steve Jones returned to the meeting, the time being 02:48 pm

Cr Steve Jones left the meeting, the time being 03:23 pm

Cr Steve Jones returned to the meeting, the time being 03:33 pm

Cr Steve Jones left the meeting, the time being 03:33 pm

Cr Steve Jones returned to the meeting, the time being 03:37 pm

After the presentation and discussion, Council remained in Closed Session and resumed the meeting to address Closed Session Agenda Items, and the additional late items.

Item Number: 16.2

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Open Session

THAT Council move into Open Session, the time being 4.57 pm.

Moved By: Cr McDonald Seconded By: Cr McLean

Resolution Number: 3403

CARRIED

5/0

16.3 Proposed Toowoomba Second Range Crossing Presentation

Date: 07 April 2014

Author: Ian Flint, Chief Executive Officer

Responsible Officer: Ian Flint, Chief Executive Officer

File No: Formal Papers

That the above item be considered in Closed Session to the exclusion of the press and public in accordance with Section 275 (1) (h) of the Local Government Regulation, 2012, as the matter involves other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage.

The following resolution was proposed, and not voted upon.

RESOLUTION:

THAT Council forward correspondence to the Premier of Queensland regarding the presentation from Projects Queensland on the Toowoomba 2nd Range Crossing and the requirement to read and sign a confidentiality and conflict declaration prior to attending to probity briefing, outlining councils disappointment regarding the concerns over confidentiality given council was considering this matter in closed session which is Closed to the Public and considered confidential.

An amendment resolution was proposed.

The amendment resolution was accepted and put to the vote.

AMENDMENT RESOLUTION:

THAT Council forward correspondence to the Premier of Queensland regarding the presentation from Project Queensland on the Toowoomba 2nd Range Crossing and the requirement to read the project probity code of practice and sign a confidentiality and conflict declaration prior to attending to probity briefing, outlining Council’s disappointment regarding the concerns over confidentiality given council was considering this matter in closed session which is all considered confidential.

Moved By: Cr McDonald Seconded By: Cr McLean

Resolution Number: 3404

CARRIED

5/0

The Amendment Resolution became the RESOLUTION and was put to the vote:

RESOLUTION:

THAT Council forward correspondence to the Premier of Queensland regarding the presentation from Project Queensland on the Toowoomba 2nd Range Crossing and the requirement to read the project probity code of practice and sign a confidentiality and conflict declaration prior to attending to probity briefing, outlining Council’s disappointment regarding the concerns over confidentiality given Council was considering this matter in closed session which is all considered confidential.

Moved By: Cr Milligan Seconded By: Cr Holstein

Resolution Number: 3405

CARRIED

3/2

Voting

For the Motion: Councillors Holstein, Jones and Milligan.

Against the Motion: Councillors McDonald and McLean.

Ordinary Council MEETING MINUTES

30 APRIL 2014

16.11 Laidley Futures Report

Date: 23 April 2014

Author: Mark Piorkowski, Executive Manager Planning & Development Services

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

File No: Formal Papers

RESOLUTION:

THAT Council formally endorse the actions as recommended by the Laidley Futures Project Working Group that the Council further investigate economic development opportunities to utilise the Council Building in Patrick Street;

Further;

THAT a concept proposal from the investigations be brought to a workshop for whole of Council consideration;

Further;

THAT Council require an assessment as a priority to be undertaken of the library operation in the Council building on Spicer Street, with respect to improving its functionality, aesthetics & connectivity with the town centre;

And further;

THAT Council investigate a proposal for a purpose built building to house a new Council Library & Offices in Laidley.

Moved By: Cr Milligan Seconded By: Cr Holstein

Resolution Number: 3412

CARRIED

5/0

Given the sensitive and emerging nature of the discussions, the matter of confidentiality was reinforced by the Meeting Chair on this matter.

16.12 Stormwater Infrastructure - Laidley

Date: 02 May 2014

Author: Trevor Boheim, Coordinator Development Assessment

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

File No: Formal Papers

RESOLUTION:

THAT Council receive and note the Stormwater Infrastructure – Laidley Report.

Moved By: Cr Milligan Seconded By: Cr Holstein

Resolution Number: 3413

CARRIED

5/0

16.13 Land Resumption - NDRRA - April 2014

Date: 28 April 2014

Author: Myles Fairbairn, Executive Manager Infrastructure Works & Services

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

File No: Formal Papers

That the above item be considered in Closed Session to the exclusion of the press and public in accordance with Section 275 (1) (f) of the Local Government Regulation, 2012, as the matter involves starting or defending legal proceedings involving the local government.

RESOLUTION:

THAT Council authorises the commencement of compulsory acquisition of land by resumption of property necessary to relocate Lefthand Branch Road between ch5700m and ch6700m with progress to be reported to a future meeting before any final resumption is approved.

Moved By: Cr McDonald Seconded By: Cr Milligan

Resolution Number: 3414

CARRIED

5/0

Item Number: 16.14

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Forest Hill Flood Study

THAT at this time, Council advise the Forest Hill Progress Association that Council is not in a position to release the Flood Study Report and when received and adopted it will be released as a confidential document for limited use.

Moved By: Cr Holstein Seconded By: Cr McDonald

Resolution Number: 3415

CARRIED

5/0

FURTHER:

THAT Council provide a donation of up to $5,000 upon receipt of a request from the Forest Hill Progress Committee to undertake a peer review by a reputable company of the SKM Forest Hill Flood Study Report.

Moved By: Cr Milligan Seconded By: Cr Holstein

Resolution Number: 3416

CARRIED

3/2

Voting

For the Motion: Councillors Holstein, Jones and Milligan.

Against the Motion: Councillors McDonald and McLean.

16.15 Queensland Disaster Mitigation and Resilience - Projects for Submission

Date: 24 April 2014

Author: Corrin Bischoff, Major Projects Officer

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

File No: Formal Papers

RESOLUTION:

THAT Council endorse the submission of the following projects for funding under the current round of the Queensland Disaster Mitigation and Resilience funding program:

1. Flood Warning System, Laidley

2. Flood Warning System, Forest Hill

3. WaterRIDE software

4. River Height Gauge at Mt Sylvia / Junction View

5. Laidley Township Flood Protection Scheme

6. Flood Hazard Protection, Flagstone Creek Road

7. Camera at Glenore Grove

8. Portable Communications Kit (ASAT-P1) for Local Disaster Coordination Centre

9. Philps Road, Grantham

10. Goodwin Street Main Drain, Laidley

11. Laidley Land Swap

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3417

CARRIED

5/0

The order of business has amended to reconsider the preceding motion from 12.2 Quarterly Budget Review – March 2014

12.2 Quarterly Budget Review - March 2014

Date: 24 April 2014

Author: Tony Brett, Manager Finance

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

File No: Formal Papers

Summary:

In accordance with Section 170 of the Local Government Regulation 2012, Council may amend the budget for the financial year at any time before the end of the financial year.

This report has reviewed the actual versus budgeted performance of Council to 31 March 2014 for areas where amendments are required.

Officer’s Recommendation:

THAT Council resolve to amend its 2013/2014 Annual Budget to:

(a) Increase the budget for Legal Fees Expense by $650,000 from $360,000 to $1,010,000;

(b) Decrease the budget for Other Revenue by $400,000 to $2,609,300;

(c) Decrease the operating surplus by $1,050,000 to $3,441,936

And resolve to transfer $150,000 from the Legal Expenses Reserve to Retained Earnings to partially fund the increased legal expenses.

PROCEDURAL MOTION:

THAT Council resolve to amend its 2013/2014 Annual Budget to:

(a) Increase the budget for Legal Fees Expense by $650,000 from $360,000 to $1,010,000;

(b) Decrease the budget for Other Revenue by $400,000 to $2,609,300;

(c) Decrease the operating surplus by $1,050,000 to $3,441,936

And resolve to transfer $150,000 from the Legal Expenses Reserve to Retained Earnings to partially fund the increased legal expenses.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3418

CARRIED

Report

1. Introduction

In accordance with Section 170 of the Local Government Regulation 2012, Council may amend the budget for the financial year, at any time before the end of the financial year.

2. Background

Reviewing Council’s financial performance is a legislative requirement and reinforces sound financial management practices throughout the organisation.

3. Report

Legal Fees Expense – Budget $360,000 Actuals $996,884

At 31 March 2014, Council’s legal fee expense was $996,884.

With a number of large planning approvals still in the negotiation stage, the legal fees expense budget will need to be increased above $360,000 for the 2014/2015 financial year budget.

Other Revenue - Budget $3,009,300 Actuals $1,844,021

Legal Expenses Reserve

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

Council’s operating surplus will decrease in line with the actual expenditure and reduction in revenue by $1,050,000 to $3,441,936.

This will also impact on Council’s cash financial position at 30 June 2014. There will be a corresponding decrease in Cash at Bank by $1,050,000 to a forecast balance totalling $30,864,302.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Service will manage the requirements in line with existing delegations.

7. Communication and Engagement

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

8. Conclusion

9. Action/s

Advise business units of revised budgets.

Ordinary Council MEETING MINUTES

30 APRIL 2014

After considering all matters from Closed Session, the meeting returned to the Ordinary Agenda recommencing at the Infrastructure Reports.

14.0 Infrastructure Works and Services Reports

14.1 Drainage Issue - Berghofer Drive, Withcott

Date: 22 April 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 provides Councillors with background information relating to the existing drainage issues on at a property on Berghofer Drive and proposed reparation works. Damage to the property has been caused by the concentration of flows at the outlet of the piped drainage system that drains the road reserve.

Officer’s Recommendation:

THAT Council repair the scour downstream of the outfall of the existing stormwater pipe, install low flow pipes to minimise future scour, clean out the sediment that has deposited in the dam located on the property and take a drainage easement over the overland flow path. If Council is unable to secure a drainage easement over the subject property, the proposed works will not proceed.

RESOLUTION:

THAT Council in this instance commit to repair the scour downstream of the outfall of the existing stormwater pipe, install low flow pipes to minimise future scour, clean out the sediment that has deposited in the dam located on the property subject; to a drainage easement being secured over the overland flow path.

Moved By: Cr Holstein Seconded By: Cr McDonald

Resolution Number: 3419

CARRIED

4/1

Voting

For the Motion: Councillors Holstein, Jones, McDonald and Milligan.

Against the Motion: Councillor McLean.

Report

1. Introduction

The subject property is similar to many properties within the Region where pipes discharge concentrated stormwater flows off road reserves into private properties without there being easements or engineered scour protection. Flows are concentrated at the outlets causing damage to property, usually scour. Scour is exacerbated with the presence of sodic soils.

2. Background

When the land was first developed a pipe that drains the gully pit on the opposite side of the road was designed to discharge into the property. At some time after this Council constructed a large drop structure using gabion baskets and concrete lined an open drain that carries the water past the line of the house before the drain stops and the flows spills across the backyard to an existing dam.

The soil appears to be sodic and the land is steep down to the dam accordingly, the flowpath down the yard is badly scoured due to the concentrated discharge.

In addition, the dam has filled with sand that is largely due to the scouring of the yard.

3. Report

There are a number of aspects to the establishment of a permanent solution;

1. Sodic soil – The yard is badly scoured with the scour showing typical signs of a failed sodic soil structure. The main aim in controlling scour in sodic soil is to stop water from getting to the soil. This is achieved by capping the vulnerable soil with a non-dispersive fill, topsoil and revegetate.

2. Managing low flows – The constant low flows will initiate scour and are particularly damaging in sodic soils. So, it is proposed to pipe the low flows from the end of the existing concrete lined drain, down the slope to the existing dam. The water will be collected in a field inlet and carried in two 150mm diameter uPVC pipes.

3. Establish an easement – There is no guarantee that future costs will not be incurred without an easement. The agreement on the property repairs can be made with the current owner. Future owners will not be bound to the type or location of the repair works without an easement being in place. It is envisaged that the current owner would allow the easement to be taken out in return for the repairs, but this is yet to be discussed with the owner.

4. Policy and Legal Implications

Instances where changes in surface water over and above those naturally occurring that cause a direct impact to another person’s land from Council’s land or infrastructure pose a potential liability to Council in the form of injunctions and damages claims.

Taking an easement over the flow path will;

a) Provides a level of protection to Council assets

b) Ensure that Council’s rights over the use of the land is perpetual

c) Limit future claims against Council

d) Flowpath is still maintained by the property owner

5. Financial and Resource Implications

The proposed property repairs comprise the following work items;

1. Install field inlet

2. Pipe low flows to dam

3. Reinstate scoured ground

4. Cap flow path with non-sodic soil and grass seed

5. Clean the silt out of the dam

6. Establish drainage easement within the property (legal and survey costs)

Repair cost will be in the order of $30,000 including easement costs of approximately $10,000.

6. Delegations/Authorisations

None required.

7. Communication

Liaison with the property owner only.

8. Conclusion

The proposed works, totalling approximately $30,000 (excl GST) are anticipated to repair the existing damage and provide a low flow piped system that will minimise further scour.

In addition, an easement would be taken over the overland flow path to mitigate the risk of future claims against Council.

Rights to the land for purposes of drainage to be provided at no cost in return for the property repairs. Easement establishment cost would be paid by Council.

9. Actions

Construct works as described in Section 5 above, potentially tying them in with other works in the area to improve efficiencies of delivery.

Ordinary Council MEETING MINUTES

30 APRIL 2014

14.2 Drainage Issues - Clive Crescent

Date: 24 April 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 provides Councillors with background information relating to the existing drainage issues on at a property on Clive Crescent, Withcott, and proposed reparation works. Damage to the property has been caused by the concentration of flows at the outlet of the piped drainage system that drains the road reserve.

Officer’s Recommendation:

THAT Council repair the scour downstream of the outfall of the existing stormwater pipe, install low flow pipes to minimise future scour, clean out the sediment that has deposited in the dam located on the property and take a drainage easement over the overland flow path. In addition, surface flows from the road reserve are to be directed to the open drain. If Council is unable to secure a drainage easement over the subject property, the proposed works will not proceed.

RESOLUTION:

THAT in this instance Council repair the scour downstream of the outfall of the existing stormwater pipe, install low flow pipes to minimise future scour, clean out the sediment that has deposited in the dam located on the property; subject to securing a drainage easement over the overland flow path. In addition, surface water that flows from the road reserve is to be re-directed to the open drain and further repairs completed to the existing driveway.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3420

CARRIED

3/2

Voting

For the Motion: Councillors Holstein, Jones and Milligan.

Against the Motion: Councillors McDonald and McLean.

Report

1. Introduction

The subject property at Clive Crescent is similar to many properties within the Region where pipes discharge concentrated stormwater flows off road reserves into private properties without there being easements or engineered scour protection. Flows are concentrated at the outlets causing damage to property, usually scour. Scour is exacerbated with the presence of sodic soils.

2. Background

When the land was first developed a pipe that drains the gully pit on the opposite side of the road from the subject property was designed to discharge into the property. From the outlet endwall an open drain was formed that is concrete-lined. The concrete drain carries the water past the line of the house before the drain stops and the flows spill across the backyard to an existing dam.

The soil appears to be sodic and the land is steep down to the dam. Accordingly, the flowpath across the yard is badly scoured due to the concentrated stormwater discharge. The dam has filled with sand that is largely due to the scouring of the yard.

In addition, there is no table drain on the low side of Clive Crescent at the site. Stormwater ponds on the verge, eventually spilling into the front yard and making its way under the house to scour the soil structure below.

3. Report

There are a number of aspects to the establishment of a permanent solution;

1. Sodic soil – The yard is badly scoured, showing typical signs of a failed sodic soil structure. The main aim in controlling scour in sodic soil is to stop stormwater from getting to the soil in the first instance. This is achieved by capping the vulnerable soil with a non-dispersive fill, topsoil and revegetate.

2. Managing low flows – The constant low flows will initiate scour and are particularly damaging in sodic soils. It is therefore proposed to pipe the low flows from the end of the existing concrete lined drain, down the slope to the existing dam. The water would be collected in a field inlet and carried in two 150mm diameter uPVC pipes.

3. Establish a drainage easement – There is no guarantee that future costs will not be incurred without an easement. The agreement on the property repairs can be made with the current owner. Future owners will not be bound to the type or location of the repair works without an easement being in place. It is envisaged that the current owner would allow the easement to be taken out in return for the repairs, but this is yet to be discussed with the owner.

4. Verge works – As previously described there is no table drain in front of the subject property. To ensure that flows leave the road reserve in a controlled manner, an open drain could be cut through the front yard to link to the concrete lined drain. This would mitigate any future claims against Council associated with any potential damage caused by the currently uncontrolled flows.

4. Policy and Legal Implications

Taking an easement over the flow path will;

a) Provides a level of protection to Council assets

b) Ensure that Council’s rights over the use of the land is perpetual

c) Limit future claims against Council

d) Flowpath is still maintained by the property owner

5. Financial and Resource Implications

The property repairs comprise the following work items;

1. Install field inlet

2. Pipe low flows to dam

3. Reinstate scoured ground

4. Cap flow path with non-sodic soil and grass seed

5. Shape verge to control outlet and direct it into the concrete lined drain

6. Clean the silt from the dam

7. Establish drainage easement within the property (legal and survey costs)

Repair cost will be in the order of $33,000 including easement costs of approximately $10,000.

6. Delegations/Authorisations

None required.

7. Communication

Liaison with the property owner only.

8. Conclusion

The proposed works, totalling $33,000 (excl GST) are anticipated to repair the existing damage and provide a low flow piped system that would minimise further scour.

In addition, an easement would be taken over the overland flow path to mitigate the risk of future claims against Council. Rights to the land for purposes of drainage may be provided by the existing owner at no cost in return for the property repairs, but this has not been raised with the owner. Easement establishment cost would be paid by Council.

9. Actions

Construct works as described in Section 5 above, potentially tying them in with other works in the area to improve efficiencies of delivery.

Ordinary Council MEETING MINUTES

30 APRIL 2014

14.3 East Haldon Road

Date: 24 April 2014

Author: Myles Fairbairn, Executive Manager Infrastructure Works & Services

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

File No: Formal Papers

Summary:

During the 2013 flood, a farmer adjacent to East Haldon Road had an ‘enveloper pipe’ washed away when part of East Haldon Road was washed away by the raging waters of Blackfellow Creek. This was pipe crossing beneath the road from one side to the other and it contained irrigation lines. To date, this enveloper pipe has not been restored beneath the road.

Officer’s Recommendation:

THAT due to exceptional circumstances that occurred during the January 2013 flood event and immediately afterwards in the reconstruction of East Haldon Road, Council install an enveloper pipe across East Haldon Road to enable irrigation operations to recommence.

RESOLUTION:

THAT due to exceptional circumstances that occurred during the January 2013 flood event and immediately afterwards in the reconstruction of East Haldon Road, Council install an enveloper pipe across East Haldon Road to enable irrigation operations to recommence.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3421

CARRIED

3/2

Voting

For the Motion: Councillors Holstein, Jones and Milligan.

Against the Motion: Councillors McDonald and McLean.

Report

1. Introduction

During the January 2013 flood, a farmer adjacent to East Haldon Road had an ‘enveloper pipe’ washed away when part of East Haldon Road was washed away (see attached aerial photograph). This was pipe crossing beneath the road from one side to the other and it contained irrigation lines for the watering of cropping land on the east side of the road.

2. Background

Through the subject road section the road had been washed away during the flood. The enveloper pipe was not reinstated by Council during the ‘emergent works period’ after the storm, as it was a private asset and most of the pipe had been washed away and/or damaged.

3. Report

The farmer in question has requested assistance from Council in re-establishing the irrigation operation to enable watering of the land to the east of the road, some of which was also washed away during the storm event.

The farmer would undertake any other work associated with the irrigation pipes, pumps, etc.

After installation, it is intended that the enveloper pipe would become the responsibility of the farmer and not be maintained by Council. The farmer would be advised of this maintenance obligation.

As part of the due diligence process, there is no record of PUP services in the area.

4. Policy and Legal Implications

Policy and legal implications will be addressed through existing financial allocations and re-prioritisation will occur as required.

5. Financial and Resource Implications

Council officers have visited the site and it is estimated that to install approximately 15m of 300mm reinforced concrete piping with a gully pit at each end would cost in the vicinity of $5,200 (excl GST).

6. Delegations/Authorisations

No further delegations are required to manage the matters raised in this report.

7. Communication

The outcome of the Council Meeting will be communicated to the farmer in question.

8. Conclusion

The January 2013 flood event washed away East Haldon Road in the subject area, and with it, the farmer’s irrigation system. During the reconstruction of East Haldon Road in the ‘emergent period’ the farmer was not in a position to supply a replacement enveloper pipe.

Council is in a position to install a new 300mm diameter enveloper pipe, with due consideration being given to the upcoming 2013 NDRRA works along East Haldon Road in this specific area.

9. Action(s)

Proceed in accordance with the Council Resolution.

Ordinary Council MEETING MINUTES

30 APRIL 2014

14.4 Fords Road Options

Date: 24 April 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 provides council with a summary of options for the upgrading of a gravel road at Ringwood, known as Fords Road, to a sealed bitumen road.

Officer’s Recommendation:

THAT Council commence the planning and design of the sealing of Fords Road during May 2014, for construction delivery in 2014-15.

RESOLUTION:

THAT Council commence the planning and design for Option 2 as outlined for the sealing of Fords Road for construction in 2013/14.

Moved By: Cr Jones Seconded By: Cr Holstein

Resolution Number: 3422

CARRIED

3/2

Voting

For the Motion: Councillors Holstein, Jones and Milligan.

Against the Motion: Councillors McDonald and McLean.

Following further discussion on the matter Council reconsidered its priority.

THAT Council reallocate funds from the existing capital works program budget 2013/14 to fund the Fords Road Project.

Moved By: Cr McDonald Seconded By: Cr Milligan

Resolution Number: 3423

CARRIED

5/0

Cr McDonald requested it be noted in the Minutes that he voted against this motion on the grounds that the works should be started in the 2014/2015 financial year.

Report

1. Introduction

The sealing of the existing Fords Road at Ringwood between Ringwood Road and Forestry Road has been included in a past Council budget, but is yet to be constructed. This has led to complaints about non-delivery and ongoing concerns regarding dust emanating from the road.

2. Background

The unsealed portion of Fords Road to the east of Ringwood Road is approximately 1.5km long and includes five causeways and an intersection at the west.

Fords Road provides an east-west linkage on the northern side and parallel to the Warrego Highway. It is a ‘third order’ road providing a link in this direction and therefore carries only local traffic accessing residences or business in this area. The most recent traffic count data from December 2011 shows an average of just 125 vehicles per day with 3.1% heavy vehicles.

The road in this section is currently unsealed, i.e., gravel, on a narrow formation. The traffic volume is not considered excessive for an unsealed road and the terrain and geometry of the road do not make it especially dangerous at the speeds recorded on the traffic count data.

Four residential properties front this section of road. There are two other properties on Ringwood Road, including one trucking business, that use this section of road. All of these properties and businesses were established with Fords Road in its current condition.

There are two high pressure gas mains, one on either side of the road which would most likely constrain the road alignment and also impact upon the construction methodology due to vibration limitation requirements.

Maintenance Costs

In the past four financial years Council has spent the following amounts maintaining Fords Road. It should be noted that this is for the entire unsealed length of Fords Road (5.7km), not only the section under consideration in this report. Council’s costing system does not allow for any more detailed breakdown on exactly where monies were spent.

2010/11	9,746.59
2011/12	65,601.51
2012/13	66,268.92
2013/14	17,393.52

In addition to the maintenance spend, significant NDRRA funds have been spent through emergent and restoration works on Fords Road.

	Emergent	Restoration

2010/11	589,520.43	12,302.18
2011/12	4,482.00	10,493.39
2012/13	22,162.81	-

Customer Requests

In the past two and one half years there have been 12 customer requests lodged in relation to the maintenance of Fords Road. About half of these relate to the section of road under question and the balance is more generic in nature.

3. Report

Option 1 – Maintain as unsealed road

Description

Continue to maintain the road as an unsealed gravel road in its current form.

Benefits

· No upfront capital cost

· The profile of the road remains in line with the function it performs within the road network.

· No excavation or vibration work required in the vicinity of the high pressure gas mains

Costs

· This section of unsealed road account for 20% of the unsealed section Fords Road. Based on the last four years of maintenance spend averaging $40,000 per year, it is reasonable to assume that this section of road costs approximately $8,000 per year to maintain.

Risks

· Continued complaints from the public regarding dust and vehicle wear and tear.

Issues

· No capital budget is available for 2013/14 to complete this work. A budget amendment would be required to proceed.

Assumptions

· There will be no significant increase in traffic volumes or vehicle types using the road.

Option 2 – Dust Seal

Description

Scope of works would include preparing the existing road surface for a seal and then applying a single coat bitumen seal. This option would require minimal design input and would not be a certified design. It would retain the narrow cross-section and sub-standard geometry, including the causeways.

Benefits

· No dust

· Short delivery timeframe

Costs

· Estimated cost is $80,000

· Maintenance costs of $1,000-2,000 per year can be expected within 2-3 years.

Risks

· Existing gravel pavement is not constructed to a specified standard for geometry, materials or construction practices. This is normal for an unsealed road.

· The existing formation is narrow, so edgebreak and sinking of the left-hand wheel paths could be expected.

· The pavement could be expected to fail. The likelihood of failure increases if traffic volumes increase as a result of a seal being provided. This is a significantly more expensive problem to fix than maintenance grading of an unsealed road.

· It is likely that potholing would occur, especially after rain events, requiring maintenance. Pothole patching does not return the road to a uniform surface in the same way a maintenance grade does an unsealed road.

· If this section is sealed there will be an expectation to seal Fords Road further west and Ringwood Road.

· Sealing a road provides the travelling public with a perception that the road is a higher standard and therefore they are likely to travel more quickly. Without ensuring the geometry of the road is appropriate there is an increased risk of speed related crashes, particularly at the causeways.

Issues

· This option provides a short term fix to dust complaints and reduces vehicle operating costs

· No improvement of flood immunity

· No improvement to the geometry of the road

· Potentially making road safety worse

Assumptions

· Providing a seal will reduce the level of complaint and reduce maintenance costs

Option 3 – Reconstruct to desired standard

Description

Fords Road is currently classified as a ‘rural collector’ road. Based on the traffic volumes and road hierarchy, a 6m seal on an 8m formation is an appropriate road profile. All five causeways would also require upgrading to incorporate the upgraded geometry and provide a higher level of immunity.

Benefits

· Improved vertical geometry

· Increase flood immunity

· No dust

· Reduced maintenance costs

· Constructed to the currently desired standard

Costs

Costs will be heavily dependent on the standard of causeway / floodways selected but are estimated to be in the order of $1.0-1.4 million

Risks

· Presence of high pressure gas mains may constrain the design horizontally and vertically and increase the cost of construction

Issues

· No budget is approved to commence this work. It has been included in the draft 2014/15 capital budget for consideration by Council.

Assumptions

· The location of the high pressure gas mains will not prevent construction in accordance with the design

· Changing the height of the road will not alter flood water movements and levels to cause damage to surrounding dwellings

Option 4 – Reconstruct to previous design

Description

A design exists to upgrade this section of Fords Road. It is not dated, nor is it clear who completed the design. A search of the RPEQ number on the design returns no matches with the Board of Professional Engineers. In other words, its integrity is under question.

The scope of works includes upgrading the five floodways to seven-cell box culverts and significantly raising the road above the existing level.

Benefits

· Improved vertical geometry

· Increase flood immunity

· No dust

· Reduced maintenance costs

Costs

Based on the schedule of quantities included with the design it is estimated that it would cost $1.5 million to construct. This clearly does not match the figure that appeared in a previous Council budget of $185,000.

Risks

· Location of the high pressure gas mains has not been considered

· Raising the road will alter the flow path of floodwaters

Issues

· Digital file does not exist for the design, making it difficult to tweak the design without having to start again

· Survey file is not available

· A significant volume of fill will need to be imported to site

· Engineering certification would need to be sought

Assumptions

· The location of the high pressure gas mains will not prevent construction in accordance with the design

· Changing the height of the road will not alter flood water movements and levels to cause damage to surrounding dwellings

Timeframe for Delivery

Timing for delivery depends on which option is selected. Note that in the following estimates no allowance is made for potential relocation of other public utilities which can add months to the pre-construction phase of the project. In addition, liaison with the owner of the gas pipeline could be a drawn-out process.

Option 1

This is business as usual and the road will be maintained in accordance with current maintenance scheduling.

Option 2

Works could commence one to two months after the budget amendment is approved.

Option 3

1. Approve budget

2. Survey + 1 month

3. Design + 2-3 months

4. Pre-Construction + 1 month (dependent on delivery method)

5. Construction + 5 months

Option 4

1. Approve budget

2. Check/Revise Design + 1-2 months

3. Pre-Construction + 1 month (dependent on delivery method)

4. Construction + 5 months

Procurement Options

Option 1 or 2 can be delivered using Council resources and existing supply contracts.

There are four key areas to be procured to deliver option 3 or 4, namely project management, survey, design and construction. All of these services can be delivered using existing in-house or contracted resources by reprioritising them from other projects, most notably NDRRA works. Alternatively any or all services could be procured externally, e.g., separate design and construction contracts or a combined contract.

Project Management

Project management is best handled using existing resources with background in the project to look after Council’s interests.

Survey

Only one internal survey resource is available and it is already working above capacity to keep up with NDRRA projects and other Council capital works.

External survey services are relatively easy to procure and can be used for the initial engineering survey and then transferred to the internal surveyor for construction, if required.

Design

There is only one internal design resource. Significant external design resources are already in use on NDRRA and other capital works to keep ahead of delivery program. It is recommended that an additional external resource is used for this project so as not to impact the delivery of other key design projects.

Construction

Construction of rural roads is core Council business and should only be contracted out as a last resort. If option 3 or 4 are selected then Council resources would need to be reprioritized from NDRRA works or construction of this project delayed until the NDRRA program is substantially complete later in the 2014/15 financial year. Resources will be available to construct this project at that time.

Constructing using Council workforce removes the need for running a tender process which saves at least 2 months on the project. Risks around the gas pipeline, i.e., costs, would be better managed through the Council workforce than an external contractor.

Delivery by contract would require contract supervision which would require additional resources.

Design then Construct

Using a design then construct method, the design will be complete with a full schedule of quantities on which to base a construction estimate or tender documents. This provides more surety on cost prior to commencing the most expensive phase of the project.

This will allow for the survey and design to be delivered externally without committing to a construction contract, leaving the option open for council to construct.

Design and Construct

There is a limited market of contractors with the capabilities to design and construct a project of this size. It is too small to interest the big contractors and the smaller contractors don’t tend to have in-house design capability. This may lead to non-competitive tendering and a higher contact price for Council.

The project manager would need to prepare an extensive project brief and tender document prior to going to market for pricing. This would possibly include some preliminary design work. The tender process could be expected to take 2 months at the front end of the project.

4. Policy and Legal Implications

Policy and legal implications will be addressed through existing allocations and re-prioritisation as required.

5. Financial and Resource Implications

If options 2, 3 or 4 are endorsed by Council a matching budget amendment will be required.

6. Delegations/Authorisations

No further delegations are required to manage the matters raised in this report.

7. Communication

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

8. Conclusion

There is an expectation amongst many users of Fords Road that it would be sealed by now after having appeared in an early budget, albeit at an unrealistic figure of $185,000. The key decision is around whether sealing of this road is of sufficient priority to elevate it before other roads in our Region.

9. Action(s)

Proceed in accordance with the Council Resolution.

Ordinary Council MEETING MINUTES

30 APRIL 2014

14.5 2013/14 Budget Amendment - Regional Roads and Transport Group Funds

Date: 22 April 2014

Author: Joshua Ellis, Civil Planning Engineer

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

File No: Formal Papers

Summary:

This report proposes amendments to be made to the 2013-14 budget, specifically regarding changes to the Transport Infrastructure Development Scheme (TIDS) funded project at Lockyer District High School bus set down in Gatton.

Officer’s Recommendation:

THAT Council adopt the changes outlined in this report:

1. Defer the current capital project for the Lockyer District High School bus set down. The total project cost in Council’s 2013-14 budget was $103,000 which included a $51,500 contribution from the Department of Transport and Main Roads.

2. Reallocate funds as follows:

a. Part of the funds reallocated to the Laidley District State School carpark project. Total amount of $46,007.70 including $23,003.85 TMR subsidy.

b. Part of the funds be reallocated to the new project of John Street South, Laidley Stage 2 footpath. Total amount to be allocated to the project is $52,000 which includes $26,750 TMR subsidy.

RESOLUTION:

THAT Council adopt the changes outlined in this report:

2. Reallocate from the existing Capital Budget funds as follows:

a. Part of the funds reallocated to the Laidley District State School carpark project. Total amount of $46,007.70 including $23,003.85 TMR subsidy.

b. Part of the funds be reallocated to the new project of John Street South, Laidley Stage 2 footpath. Total amount to be allocated to the project is $52,000 which includes $26,750 TMR subsidy.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3424

CARRIED

5/0

Report

1. Introduction

The purpose of this report is for the approval of budget amendments to the 2013-14 budget program.

2. Background

In the 2013-14 budget, one of the projects to be delivered was an extension to the Lockyer District High Schools bus zone at a total project cost of $103,000 with a 50% contribution from the Department of Transport and Main Roads (TMR).

3. Report

During the assessment of the project it was found that there were Telstra and water services in the ground which would need to be relocated. Quotes were received for this and were very high, therefore making the project financially unviable. A meeting was had with the school and the agreed outcomes were to look at a larger project that incorporates all the traffic needs rather than just the needs of the bus operation. The school was very supportive of this approach. At this stage the current expenditure to date on the project is $4,492 which includes 50% TMR subsidy.

As these funds are required to be spent by the end of the financial year, it is proposed that the funds be reallocated. The first part of the funds would be reallocated to the Laidley District State School carpark project as this project has gone over the forecast cost. The reallocation amount for this project is proposed to be $44,007.70 which includes $23,003.85 TMR subsidy.

The rest of the funds would be allocated to the construction of a footpath on John Street South Stage 2 (in Laidley), as this project fits the rest of the funding allocation and is a priority project. The project cost is $52,000 which includes $26,750 TMR subsidy.

4. Policy and Legal Implications

Policy and legal implications will be addressed through existing allocations and re-prioritisation as required.

5. Financial and Resource Implications

Budget amendment is required to reflect the changes that have been proposed.

6. Delegations/Authorisations

No further delegations are required to manage the matters raised in this report.

7. Communication

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

8. Conclusion

In conclusion, this report has made a recommendation to amend the budget due to issues arising within existing projects and a need to spend all funds allocated to Council from external sources.

9. Action(s)

1. Reallocate funds as described in the Recommendation,

2. Construct the John Street South footpath and

3. Work with the Lockyer District High School and other stakeholders to formulate a good long-term solution for the transport operations around the school.

Ordinary Council MEETING MINUTES

30 APRIL 2014

14.6 Unsealed Roads Maintenance

Date: 24 April 2014

Author: Myles Fairbairn, Executive Manager Infrastructure Works & Services

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

File No: Formal Papers

Summary:

Over the past few months, Council officers have received feedback that the quality of the gravel road maintenance activity falls below the community’s expected service levels. This Report outlines the current unsealed road maintenance operation as well as presenting an alternative approach.

Officer’s Recommendation:

THAT an additional road maintenance gang be formed from within existing Council resources to increase the level of service provided on the unsealed road network, recognising the significant implications of this decision, and that a budget amendment is made to the Roads and Drainage budget to increase it by $325,000.

RESOLUTION:

And further;

THAT Council reallocate funds from existing capital works program budget to fund this project.

Moved By: Cr Holstein Seconded By: Cr Milligan

Resolution Number: 3425

CARRIED

5/0

Report

1. Introduction

Complaints over recent months have indicated that there is an apparent dissatisfaction with the level of service being provided by Council with its gravel road maintenance operations.

2. Background

Council maintains around 1400km of road, broken down as follows;

· Sealed roads = 922km

· Unsealed roads and tracks = 470km

The maintenance of the unsealed road network is being undertaken within a funding envelope of $2,150,000 for 2013-14. Up to mid-April 2014, the Roads and Drainage Unit has spent $1,484,000 on this operation this financial year.

The level of service provided thus far has been determined in accordance with the funding allocation, but feedback received would indicate that this funding level is insufficient.

3. Report

The Roads and Drainage Unit within the Infrastructure Works and Services Group currently has two gangs undertaking maintenance operations, four construction gangs and one concreting gang. One of the maintenance gangs is wholly dedicated to gravel road maintenance and the other undertakes maintenance activities relating to complaints such as drainage issues.

Over the past month a dedicated gravel road maintenance gang has been formed, whereas this service had previously been provided by a gang that also handled complaints.

The number of telephone calls logged through Council’s call centre concerning gravel road maintenance that result in a new Works Order being created is very low and is outweighed five-fold by drainage maintenance complaints.

To form a new maintenance gang, operating under an existing Foreman would require the following resources:

· Ganger

· Labourer

· Grader + operator

· Roller + operator

· Watertruck + driver

· Truck and dogs (2 No.) + drivers

The costs to operate this gang would be in the order of:

· Plant and labour = $6,300 per day, or approximately $226,800 for the remainder of this financial year

· Materials (importation of minor gravel amounts to ‘top up’ as required) = $10,300 per day, or approximately $370,800 for the remainder of this financial year

· Subject to seasonal fluctuations, this equates to approximately $2 million per year.

Since 2011, significant labour resources of Council have been utilised in the 2011 and 2013 NDRRA (Natural Disaster Relief and Recovery) programmes through what is referred to as the Day Labour model. Under this model, 90% of the base salary of staff undertaking NDRRA works can be reimbursed through the programme. Redeploying labour resources away from the NDRRA programme to gravel road maintenance will have a negative impact upon Council’s Day Labour model utilisation.

4. Policy and Legal Implications

Policy and legal implications will be addressed through existing financial allocations and re-prioritisation will occur as required.

5. Financial and Resource Implications

The formulation of another gravel road maintenance gang would attract an additional cost of approximately $66,400 per week, or $600,000 to 30 June 2014. There is currently $870,000 available in budget allocations for gravel road maintenance for this financial year. To place another maintenance crew on grading gravel roads between now and the end of June will require another $325,000 to be allocated towards this task. This level of funding is not available in the existing 2013-14 Roads and Drainage budget and will therefore require a budget amendment.

6. Delegations/Authorisations

No further delegations are required to manage the matters raised in this report.

7. Communication

Not applicable.

8. Conclusion

To form another gravel road maintenance gang is a significant financial commitment, but without it there remains a level of dissatisfaction with the level of service being provided.

9. Action(s)

Proceed in accordance with the Council Resolution.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.0 Items for information

Item Number: 15.0

File Number: Formal Papers

Councillor: Cr Steve Jones

SUBJECT: Items for Information

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

Organisation & People Development Quarterly Report

3^rd Quarter Investment Report

Executive Manager Planning & Development Services Monthly Update

Queensland Urban Utilities (QUU) Progress Report (March 2014)

Council of Mayors South East Queensland (CoMSEQ) Committee Report

Executive Manager Corporate and Community Services Monthly Update

Executive Manager Infrastructure Works & Services Monthly Update

External Funding Update – Current Applications

(Refer 15.1 – 15.11)

Moved By: Cr McDonald Seconded By: Cr Holstein

Resolution Number: 3426

CARRIED

5/0

15.1 Executive Manager Governance & Performance Monthly Update

Date: 23 April 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

A review has been commenced on updating the Corporate Plan to include those functions and activities that are core services of local government, that are not clearly reflected in the existing format of the plan. This update will include ensuring all existing priorities are recognized and those that are completed have been removed as the refresh will extend to the life of this Council and support the update of the Operational Plan also to reflect the services and functions that Council undertakes. The Draft refresh of the Corporate Plan and the Draft 2014/15 Operational Plan will be presented to Council for review during May 2014, to align with the preparation of the Budget.

The Delegations Register has been updated to reflect the changes in legislation and updates that were approved at the last Council meeting. Again, the process for updating this Register is being reviewed to ensure an efficient and effective approach is maintained. Updated forms have been circulated to all Councillors’ and Senior Staff to ensure that all Registers of Interests are being kept current and that all changes are reported in a timely manner.

With the review of Council Decision Making ongoing and the introduction of new agenda reporting, the current system of delivering the agenda and minutes of Council is being reviewed, to look at both the current (newest) version of the software and addressing changes required to business process to become more efficient at delivering the documentation to Council, either in electronic or traditional paper form.

Legal Services

A draft project plan and proposal has been defined for a review of all current local laws, and this will commence with an analysis of current gaps and alignment to the proposed Planning Scheme to establish priorities for both local laws and policies that need to be developed. When the project commences, an update will be provided to a Council Workshop outlining the approach and importance of the local law making process.

There has been a priority on addressing matters in respect of Contracts – either Council entering into for works or contracting to others for works to be done. This has drawn further resources as we seek to minimize the exposure of the already overrun legal budget.

The Right to Information (RTI) process requires a review to address staff knowledge and understanding regarding Council’s legal requirements regarding the searching and handover of documentation, and this can be supported by the Office of the Information Commission (OIC).

There continue to be legacy land matters that have to be addressed and while these are progressing, they are taking some time to move forward. Where possible, internal work on investigating the history and current status is being undertaken to bring forward reports to Council for decisions as needed.

Major Projects and Funding

The project management framework has been finalized and training will be progressively undertaken throughout the organization. Ongoing assistance and support has been directed to developing draft policy positions on climate change and to procedures to support the waste activities and potential development of a business unit for Waste Services. These matters remain ongoing.

Internal Audit and Risk Management

An internal audit was undertaken on reviewing the Information (Records) Management framework, processes and compliance with expected standards and to identify improvements where these can be applied to either employees’ skills’, work processes and systems, and the use of technology for greater efficiency. This internal audit will be discussed at the next meeting of the Audit and Risk Management Committee in May. Urgent attention has been directed to the completion and update of the Risk Registers across Council, in order to meet our compliance requirements for Audit and complete the substantial work already undertaken in developing a coordinated approach.

Business Improvement

The ‘Services Review’ project has commenced with the assessment being undertaken of all Council services – internal and external with pilots and samples across all of the organization underway. This work is being lead to support and confirm the budget for 2014/15 and the allocation of resources, so that it also reconciles to the draft work completed for the workforce plan. The ‘Services Review’ will be progressed to a draft form and then brought forward for Council to review. It is intended that this will occur in June prior to the finalization of the budget.

A number of ongoing projects associated with the restoration works are ongoing, along with the oversight of the restoration works, both of which have been reported in detail to Council this month.

Corporate Communications

Significant time and resources have been dedicated to supporting the Sydney Show project and in managing the media and associated activities. As part of Corporate Communication’s involvement in promoting Council’s attendance at the Sydney Royal Easter Show, a number of media releases were written and distributed. Video footage was taken of the Producers Dinner and field trip as well as the handing over of a Gold Award, all of which appeared on WIN television in Toowoomba. At this stage, there are stories are still to run in some national magazine publications. Nineteen stories ran on the following news outlets; 612 ABC, 4WK Toowoomba, WIN TV Toowoomba, Queensland Times Ipswich, 2GB Sydney, 4BC Brisbane, 4GR Toowoomba, River 949 Ipswich, The Courier Mail, 2HC Coffs Harbour. The estimated return on media is in the order of $294,000 with an estimated audience reach of 1.1 million people at this stage.

A separate report on communication activity for the month is attached.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.2 Executive Manager Organisational Development and Performance

Date: 24 April 2014

Author: Dan McPherson, Executive Manager Organisational Development & Engagement

Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Engagement

File No: Formal Papers

Summary:

This report is to update Council on 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 during April 2014.

3. Report

COMMUNITY ENGAGEMENT

On the 5 April 2014, Bendigo Bank Laidley held its Flood Appeal Showcase Day, involving the Mayor and Councillors and seven SES unit members to form part of a combined emergency services community education program for the Laidley community. In addition the bank as part of the funds raised via the Appeal handed over a cheque symbolising the donated goods to the Community, SES and Council.

The next public meeting for Community Engagement Forest Hill will be held on 22 April. Letters have been sent to Forest Hill residents and posters have been placed in the local shops.

On Saturday 28 March 2014, Community Engagement (CE) Officers held an engagement stall outside of Woolworths Plainland and talked to a number of people including, single mothers with no transport, young adults and elderly people.

In addition the CE Team hosted consultation sessions at Withcott (Monday night) and Hatton Vale (Wednesday night) for the Social Plan with external consultant Tim Eltham. These consultations were attended by six community members each.

The Community Engagement Team is assisting Infrastructure Works & Services Group on a number of projects and working well together.

Following the rain event of 27 March 2014, the CE Team-Leader spent several hours in Laidley to check how the businesses and residents were feeling and responding to the rain event. Feelings ranged from "very anxious" to "not too concerned". There was less angst about Council, and appreciation that Council had come to check on them following such event.

Youth

On the 5 April 2014, the Youth Council held the “Big Day In” event, with over 800 youth from the region attending and participating in the fun activities including rock wall climbing, dancing, a giant slide and many more activities to entertain the youth of our region. Once again the event was a huge success, and our thanks go out to all the staff and Youth Councillors who assisted on the day.

It is with regret that Council has unfortunately received the resignation of Janis Hall Community Youth & Engagement Officer who has helped establish the Youth Council and has made it what it is today. Janis will be sorely missed by all including the Youth Council, Councillors, the Executive and Management Teams of Council and staff.

The good news is that Janis will continue on with the Youth Council until a suitable replacement is found.

Multicultural

The Homework Club has finished Term One, with an average of 20-30 students attending each session.

A “Driving for new arrivals” information session was held in the cultural centre in cooperation with MDA Toowoomba

Council Multicultural Officers are currently preparing for a community meeting under the banner “let’s talk English for adult” in cooperation with ADCQ (Anti-Discrimination commission Queensland).

Organisational Development

LGMA Challenge Team: “The Minions in the Valley”.

The Lockyer Valley Regional Council LGMA Challenge Team “The Minions in the Valley”, attended the LGMA Excellence Awards Night 16 April 2014, unfortunately we did not win but again the team and relationship building that this Challenge offers both pre and post competition cannot be faulted. The Team will continue with open dialogue and communications across Council and its functions, assisting in breaking down silos and working as a true cross functional organisation. Next year the Team will mentor the 2015 Team and Council will have 24 mentors that have participated in the Challenge.

A presentation will be organised for Councillors at a workshop mid to end May 2014.

Organisation & People Development Quarterly Report

A separate report from Manager Organisation & People Development, Shane Browne has been submitted on this subject matter.

Recovery and Resilience

A separate report from Manager Disaster Management (Recovery & Resilience) & Community Engagement, Dave Mazzaferri has been submitted on this subject matter.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.3 Recovery & Resilience Monthly Update

Date: 22 April 2014

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

Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Engagement

File No: Formal Papers

Summary:

The purpose of this report if to advise Council of the progress of recovery and the implementation of resilience following the January, February and March 2013 flooding events.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

As a result of the devastating 2013 flood events and in consultation with Councillors and ELT Lockyer Valley Regional Council has adopted the Recovery & Resilience Model based on task force meetings and monthly reporting.

2. Background

Information for this report has been provided by Infrastructure Services, Community Development & Engagement, Regional & Economic Development, Environment & Regulatory and Disaster Management.

3. Report

An executive brief from each Recovery & Resilience Taskforce, for the period ended 17 April, 2014 is listed below:

Infrastructure Works & Services

NDRRA Program

o Clarke Bridge tender award awaiting signoff from CEO. Should be on site end of May and completed late October.

o IWS are still to put in submissions for Left Hand Branch around Goltz crossing and East Haldon Road. Re-scoping works along lines of restoration with asset resilience. Have possible option of some betterment funding reallocation. 1^st crossing at Left Hand Branch considered bridge installation but flood modelling showed potential adverse impacts and has now been re-scoped to a floodway restoration.

o Infrastructure Works & Services (IWS) are trying to get works done by 30 June 2014 deadline. Horsefall Lane landslips & Rockmount Road bridge are at risk of not being completing on time.

Narda Lagoon Levee and Storr Street Drain

o Site works to commence in May 2014. IWS recognise that some community members feel Council are not doing enough regarding the levee bank constructions. IWS very cognisant around the liability issues around levee bank construction. Main issue is managing risk regarding levee construction work.

27 March 2014 rain event

o It is still unclear if NDRRA trigger point will be reached and IWS have adopted approach of assuming spending council money. Inspections are still being completed and have identified some damage not identified from 2011 & 2013 events.

Helidon Quarry Remediation

o 1^st stage approval for Helidon quarry remediation to build a waste mono cell. Additional funding is being sought to transfer contaminated material from other parts of site to mono cell. Soil testing and quantity surveying being undertaken to further validate original submission to QRA. To be completed by 30/6/2014. Major risk is completion within timeframe.

Community Development & Engagement

Engagement in Laidley during recent rain event

o CE Team attended Laidley CBD during the recent rain period to listen to selected business owners assessment of the mood / anxiety levels within town. Responses range from people having had "sleepless nights" through to "not too concerned". The key issue was media reports talking about "major flooding expected in Laidley" which were inconsistent with actual creek levels. The majority of people responded positively to Council demonstrating interest in their welfare early in the process.

Proposed Forest Hill Levee

o Next public meeting in Forest Hill to be held on Tuesday 22 April 2014.

Community Engagement for NDRRA Projects

o CE Team is working closely with the NDRRA IWS Team and Comms on approx 18 distinct projects. Role includes identifying likely community outrage issues and triggers, and recommending mitigating options.

Liaison and Support for 2011 flood affected property owner in Helidon

o CE Officer providing direct liaison between property owner and BSA as the resident's house repairs have not been completed adequately since the 2011 event.

Wellbeing information sessions

o A series of community presentations and a Council workshop have been proposed for mid-May. Dr Gordon is Australia's leading disaster recovery psychologist.

Challenge Avenue

o Council has some money to build levees on 11 individual properties in the Challenge Avenue area of Kensington Grove. Council have done the research, history, planning and design, and now Projects Coordinator has started one on one meetings.

Grantham asbestos removal

o Grantham asbestos removal completed except for one residence in William Street where house is to be removed as soon as weather permits.

LDCCC Liaison

o The CE Team is providing a liaison role with LDCCCs in Mt Sylvia and Grantham. A range of issues have come from the meetings including declared weed management, recent flood damage to infrastructure, rain/creek gauges, etc. These issues are referred to the appropriate unit through CRM.

Regional & Economic Development

Sydney Easter Royal Show

o Lockyer Valley Regional Council’s tourism stand at the Sydney Royal Easter Show has won a prestigious Gold Award in the Home, Garden and Lifestyle category. The Gold Award, which was accepted on behalf of Council by Executive Manager Planning and Development Services, Mark Piorkowski, will be on display at the stand for the remainder of the Show before being brought back to Council. To date approximately 1000 tourism guides have been handed out with the old Ferguson T20 tractor drawing a crowd. There are speakers located underneath the engine with the sound of a real T20 idling, with a large number of people believing our display tractor is actually running. People are still flocking to our stand after hearing the Mayor on 2GB radio with Alan Jones and commenting on our recovery from the two flood events and on how wonderful our display looks.

o Taskforce is now in Recovery Alert status.

Environment and Regulatory

Building and Plumbing

o Building team assisting 2 land swap property owners having difficulties with some compliance issues.

Disaster Management

State Funding

o The State Government has announced a round of funding under the Queensland disaster mitigation & resilience program. The closing date for applications is 12 May 2014. Applications require a detailed project plan, cost benefit analysis ($500,000.00 or more), project cost breakdown and other supporting documentation. It is expected that projects will be able to be delivered in 2014/15 financial year.

Flood Warning System - Woodlands Road

o Flood Warning System – Woodlands Road update – rain/river height gauge has been installed and waiting on configuration of Toowoomba repeater to be operational. Smart signage and camera expected to be installed in next few weeks and project completed by end of May 2014.

Flood Emergency Warning System – Mulgowie Cameras

o Site visit with Moreton Bay Systems. Trialled various lenses including telephoto wide angle to improve the visual capacity in assisting Flood Engineers and Disaster Management with real time flood data of low lying and possible bank breaches along the Laidley Creek at Mulgowie.

Laidley Narda Lagoon Liaison

o Met with Wendy Dodge to discuss last week’s event and community networks and messaging shared between neighbours. Demonstrated accessing Lockyer Valley Regional Council website and shortcut to Alert Gauges.

Strategic Bushfire Trails

o Workshop held with Rural Fire Service Qld, Infrastructure Works and Services and Disaster Management on Wednesday 19 March 2014 to review Fire Trails and priorities identified and mapped in previous workshop. Next step is to collate and map additional information provided with a view to developing strategic bushfire trail maintenance plan.

Blue Care

o Manager Disaster Management attended new Blue Care Facility to tour venue and discuss options such as utilising it a possible location for evacuees from special care facilities. This venue would suit the requirements for this to occur and as a result a meeting has been set up to discuss partnerships during times of disasters.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.4 Organisation & People Development Quarterly Report

Date: 15 April 2014

Author: Shane Browne, Manager Human Resources

Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Engagement

File No: Formal Papers

Summary:

The purpose of this report is to provide Council with a snapshot of the organisation from an Organisation & People Development perspective for the period 1 January 2014 to 31 March 2014.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

The purpose of this report is to provide Council with a snapshot of the organisation from an Organisation & People Development perspective for the period 1 January 2014 to 31 March 2014.

2. Background

As at 31 March 2014, Lockyer Valley Regional Council had a budgeted staff number of 388 employees with actual staff numbers of 360 full time equivalent employees including senior contract staff, full time, fixed term, part time (FTE’s), casual (FTE’s), trainee, apprentice and cadet staff.

3. Report

Breakdown comparisons of Council’s workforce for the period 1 January 2014 to 31 March 2014 by various classifications follows.

Employees by Employment Status

Workforce as at 1 January 2014

Workforce as at 31 March 2014

Employees by Age

Employees by Age as at 1 January 2014

Employees by Age as at 31 March 2014

These tables do not show any significant change in workforce demographics as they relate to age groups.

Employees by Gender

As at 31 March 2014, 43% of Council staff is female, while 57% are male. This represents no change in gender comparison over last quarter.

OVERTIME / TOIL / RDO BALANCES AS AT 31 MARCH 2014

Overtime Balances

From 1 January 2014 to 31 March 2014

Number of Employees

OT Hours

OT Cost

146

5,423.12

$276,537

Here has been a significant drop of $586,358 in overtime since the last report.

ORGANISATION AND PEOPLE DEVELOPMENT

Current Organisational Development Projects

· ECM – Organisational Development Indexes

· Employee file transfer to electronic format – ECM

· Preparation for 2014 LGMA Challenge Team

· Culture Survey

· Workforce Plan

· Training Calendar and Associated Brochure / Newsletter

· General Events Calendar

· Wellbeing Program

· Contact Officer Program

· Leadership Program

· Good to Great strategic directions

· Safety hearing assessments

· Scheduling of Training based on Skills Gap Analysis / Performance Plans / PD’s

· Ongoing Recruitment

· OD/OHS Policy Suite Review

· Preparations ongoing for Safety Assessment 2014

· Updating the Injury Management Master

· Safety Committee Process Review

· Tech 1 Data Input

· Coordination of Traineeship and Apprentice program

· Immunisation Procedure drafted for comments.

· Immunisation Policy developed.

LEARNING & DEVELOPMENT

· Courses have now been scheduled to September 2014.

· Qualifications, skills, competencies codes have been developed and tested in One Council.

· Road to Communication – A joint submission with the Bremer Institute of TAFE has been completed Workplace English Language and Literacy funding. Council is eligible for up to 75% funding of the cost of this program each year for 2 years and 50% funding for the third and final year.

· Reviewing and redesigning Managing People for Performance program.

Next steps:

· Continue Scheduling the following courses:

· Hazard Control Critical Control Point

· Handling Difficult and Aggressive Customers

· Information Management & Record Keeping

· Presenting Complex Content Clearly

· Recruitment & Selection

· Project Management Fundamentals

· Security Awareness (Front Counter & Working Alone)

· Right to Information

· Governance in Local Government

WORK HEALTH & SAFETY

Injuries

Between 1 January 2014 and 31 March 2014 there have been a total of 19 reported injuries.

Incidents

Between 1 January 2014 and 31 March 2014 there have been a total of 11 incidents.

Workers Compensation Claims

Council currently has six approved and six pending workers compensation claims.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.5 3rd Quarter Investment Report

Date: 07 April 2014

Author: Tony Brett, Manager Finance

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

File No: Formal Papers

Summary:

As outlined in Council’s 2013/2014 Investment Policy, a quarterly report is required to be submitted to Council on the performance of its investment portfolio.

The investment of surplus funds has been made in accordance with the requirements of the Statutory Bodies Financial Arrangements Act 1982 as well as Council’s Investment Policy. As at 31 March 2014, Council had a total investment holding of $36.7 million.

Overall our investments continued to perform well in comparison with targeted benchmarks with Council’s investments exceeding these benchmarks.

RESOLUTION:

This document is for Council’s information only.

RESOLUTION:

This document is for Council’s information only.

Report

1. Introduction

As per the policy statement in Councils 2013/2014 Investment Policy, a quarterly report is required to be submitted, updating Council on the performance of its investment portfolio.

2. Background

As at 31 March 2014, Council had a total investment holding of $36.7 million.

3. Report

Council’s 2013/2014 Investment Policy sets out Council’s investment guidelines including the time horizon, maximum exposure, credit risk guidelines and performance benchmarks of its investments.

ANALYSIS OF INVESTMENT HOLDINGS

The two following tables show the investment institution, credit rating and product type of our investment portfolio at 31 March 2014:

Table 1
Institution	Amount $	Percentage Holding	Credit Rating
QTC	19,668,769	53.64%	AA
AMP Bank Pty Ltd	4,000,000	10.91%	A+
ING	4,000,000	10.91%	A-
Commonwealth Bank	1,000,000	2.73%	AA-
ME Bank	1,000,000	2.73%	A-
St George	1,000,000	2.73%	AA-
Bendigo Bank	1,000,000	2.73%	A-
Rural Bank	1,000,000	2.73%	A-
Bank of Qld	1,000,000	2.73%	A-
NAB	3,000,000	8.18%	AA-
Total	$36,668,769	100.00%

Table 2
Product Type	Amount $	Percentage Holding
Cash Fund - QTC	19,668,769	53.64%
Term Deposit	17,000,000	46.36
Net Financial Liabilities Ratio	$36,668,769	100.00%

Tables Showing Performance of Investments vs Benchmark Used

The following tables display the performance of Council’s investments, identified by investment type and days invested, against the Bank Bill Swap Rate (BBSW) and the UBS Bank Bill Index (UBS).

The tables compare the rate of return on Council’s investments at 31 March 2014, against the benchmarks indicated above (BBSW and UBS).

Overall, the investments continued to perform well in comparison with these benchmarks.

Table 3

Cash Fund Performance Against

RBA Cash Rate & UBS Bank Bill Index

QTC

RBA

Cash Rate

UBS Bank

Bill Index

Cash Fund Performance

3.29%

2.50%

2.79%

Table 4

Term Deposit Performance Against

BBSW Index & UBS Bank Bill Index

Av Return

on Deposits

BBSW

Index

UBS Bank

Bill Index

Term Deposits

3.56%

2.65%

2.79%

TABLE 5

Interest Income vs Budget

Actual YTD

Mar 13

Original

Budget

% Annual

Budget

Interest Income on investments

$1,030,816

$1,320,000

78.01%

As reflected in table 5, interest revenue is on target for the year to date. However, as the Reconstruction and other major works proceed there will be a reduction in the cash balance available for investment which will reduce the interest earned over the balance of the year.

Interest rates are now stabilising although for most short term deposits the rate offered is only marginally better than the QTC cash rate. This situation is likely to continue in the medium term

TABLE 6
Investment Policy Credit Risk Compliance	Current Exposure	Allowable Exposure	Difference
Cash Funds
QTC Cash Funds	53.64%	100%	46.36%
Term Deposits
AAA to A+	24.54%	80%	55.46%
A to BBB+	21.82%	30%	8.18%
BBB to BBB	0.00%	10%	10.00%

The above table shows that Council’s investments at 31 March 2014 complied with its 2013/2014 Investment Policy.

15.6 Executive Manager Planning and Development Services

Date: 24 April 2014

Author: Mark Piorkowski, Executive Manager Planning & Development Services

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

File No: Formal Papers

Summary:

This report is to update Council on the big 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 during March 2014.

3. Report

Council of Mayors (SEQ) – A number of committees and taskforce groups met during the month of September. A separate, detailed report has been provided.

Regional Development

· Sydney Royal Easter Show 2014 planning progressed well with preparations made for the producer’s tour of key Sydney retailers, the producers dinner and the lead up to the show itself. Logistics have been finalised for the transport of show material including promotions literature and fresh products from Lockyer Valley.

· Digital Local Government - Go to Meeting has been live to the public on council’s website since 6 March. There has only been minimal inquiry so far while we are in the soft launch trial period. The 6 x 55 inch mono pads will be delivered by the end of March for the point to point system rollout. Key departments have been identified for equipment roll out and staff training.

· National Food and Training Innovation Centre business case has been evaluated and work commenced on the project. Timelines have been amended to commence from 2 April to 30 June stage 1 and design and completed findings presented to council by September 2014.

· SEQ Water Meeting was held with Michael Fiechtner from SEQ Water to discuss the options for Lake Clarendon and Lake Dyer as well as council’s position on these matters following the councillor workshop.

· One Stop Shop meeting was held with Director Craig Newell to discuss opportunities for a shared delivery model with regard to QGAP like services. Other potential service delivery methods were discussed and some possible locations for a local office in either Gatton or Laidley.

· Lockyer Better Business Facilitators report - received and noted with key points noted below:

- Peter Buckley booked for March as keynote presenter

- Bill Doyle booked for April as keynote presenter

- May – President’s luncheon May 9th for Administrative Professionals Day (previously Secretary’s Day)

- Finalise new logo with Committee

- New website research and trials – Trial Wild Apricot

· Brisbane Marketing Campaign commenced on 14 March. Local billboards “Give me Lockyer Any Day” at Minden will be on display from the 21 March in support of the Brisbane Campaign.

· 2014 Tourism Guide advertising closed on 14 March with final draft edits completed in readiness draft prior to Michelle Brown’s departure.

· Brisbane Ekka meeting was held with Alison Alexander, Scenic Rim and RNA on 25 March to discuss options for a regional tourism and food display area at the 2014 Brisbane Ekka. A proposal has been submitted to councils to deliver a joint stand with an external commercial provider featuring local product from the regions and a small stage presenting regional showcases.

· Billboard Advertising meeting held with Bishops Signs on 24 March to discuss continuing last advertising arrangement with regard to billboard advertising. For the past twelve months council has been running a regional promotional campaign on the main highways feeding into and around Brisbane. Four separate billboard skins have been rotated across twelve regional sites that have been very successful in supporting the Region’s branding strategy.

· Brisbane Marketing’s Hero Experience Workshop was held on 24 March for industry operators within the Lockyer Valley Region. Whilst total numbers were low those who attended participated strongly and contributed to the discussion.

· Senior staff attended a Queensland Government Statistical Network Meeting on 20 March in Ipswich where representatives presented information on the new Queensland Population Projections from Queensland Treasury and the Australian Bureau of Statistics. This included information on the rebasing of the Australian Bureau of Statistics population data, the assumptions used to determine the Queensland population projections and information on where to find the data and information. Queensland Treasury and Trade are in the process of arranging meetings with Lockyer Valley Regional Council to discuss the Lockyer Valley projection with key staff from Planning and Environment.

Plumbing and Building Services

Building Certification

· The value of buildings works for the Lockyer Valley Council Region for February is $6,844,000.00.

Planning and Environment Services

· Trevor Boheim has been confirmed as acting Manager Planning and Environment for the next six months with internal advertising to start for Coordinator Strategic Planning and Coordinator Development Assessment to replace Trevor.

Environmental Planning Team

· Council approved the report to adopt the Statement of Management Intent (SoMI) for the management of flying-fox roosts at the Council meeting on 26 March 2014. The working group for the implementation of the SoMI has already met and a detailed plan is being drafted.

· The Conservation Agreement for the Nature Refuge for Helidon Hills Alice Creek Reserve was signed by the CEO on 28 March 2014.

Development Assessment

· Approval of request to change conditions of development approval for Outdoor Entertainment for a property located in Helidon Dip Road.

· Agreement of council to support in principle the development of a neighbourhood shopping centre on land located in Patrick Street, Laidley, so as to settle the Planning and Environment Court appeal against Council’s refusal of an application for a shopping centre.

Strategic Planning

· Senior staff participated in the Study Scoping Workshop for the Brisbane River Catchment Floodplain Management Study. The next meeting is scheduled on 8 April.

· Following the development of draft content for the brochures and material for community consultation, Senior staff provided feedback and review of the initial brochure designs for community consultation with Corporate Communications team and update on communications strategy. Full draft materials are expected week beginning 31 April.

· Senior staff met with Department of State Development Infrastructure and Planning (DSDIP) representatives regarding the State Interest comments on the planning scheme review and the management of the Regional Landscape and Rural Production Area within the existing and future regional planning frameworks. Outcomes of this discussion are scheduled for the upcoming councillor workshop in April.

· Meeting was held with DSDIP representatives regarding natural hazards state interest review comments continuing negotiations on planning scheme codes and controls for the management of natural hazards.

· Work has progressed on the Tech1 integration and transfer of new planning scheme data for community consultation and property system updates which will permit online integration of land and property holdings once the new planning scheme is in place.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.7 Queensland Urban Utilities (QUU) Progress Report (March 2014)

Date: 14 April 2014

Author: Mark Piorkowski, Executive Manager Planning & Development Services

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

File No: Formal Papers

Summary:

Council has received an update in March from the Queensland Urban Utilities (QUU) board which provided highlights from their Board Meeting.

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 maintains an ongoing working relationship with QUU on both operational and strategic aspects of water and sewerage provision.

· This report is an update on matters of significance with respect to QUU for Council’s attention.

2. Background

QUU is:

· A statutory body, created on 1 July 2010 as a result of Queensland Government changes to the way water is managed in South East Queensland.

· Owned by the Brisbane and Ipswich City Councils, and Lockyer Valley, Scenic Rim and Somerset Regional Councils and governed by an independent Board.

· Tasked to deliver drinking water, recycled water and sewerage services to the cities and townships within the boundaries of these five local government areas.

· Responsible for delivering water to customers, collecting, transporting and treating sewage, as well as charging and billing for water and waste water services for customers in the Brisbane, Ipswich, Lockyer Valley, Scenic Rim and Somerset local authority areas.

3. Report

Queensland Urban Utilities Board update - March 17 Board meeting

· The Board held a separate strategic risk workshop with the Executive Leadership Team. At the Board meeting, the following matters were discussed.

CUSTOMER

Commercial and developer customer segmentation

In late 2013, the Board adopted a new operating model. One element of this model is a differential service strategy for commercial and developer customers. The Board supports a stronger focus on these customer segments and recognises it is critical to efficiently deliver a quality service that meets and keeps pace with their evolving needs. Progress to enable this segmentation is well advanced with the business structure being realigned, leadership capability being identified, and a Customer Segmentation and Commercial Customer Strategy and Action Plan being developed.

e-Business Strategy

The Board noted an update on the implementation of the e-Business Strategy, which was approved in June 2012. A key milestone will be reached in May 2014 when QUU launches its new website, which will provide additional functionality and the provision for greater self-service options in the future.

OPERATIONAL EXCELLENCE

Board Crisis Management Plan and Resilience Policy

Following consideration by the Audit and Risk Committee in February, the Board provided feedback on a Board Crisis Management Plan (BCMP). The intent of the BCMP is to assist Board members in the discharge of their responsibilities to prepare for, respond to, and recover from any emergency with an incident severity classification of moderate to severe. The Board also supported the revised Resilience Policy. This policy sets out the framework that QUU uses to prevent, prepare for, respond to, and recover from events that could disrupt our service to the community.

Corporate Plan 2014/19

The Board considered and provided feedback on the draft 2014/19 Corporate Plan, which will be provided to shareholders in late April for approval in accordance with the requirements set out in the Participation Agreement. Overall, our five-year strategic direction has not changed significantly from our current 2013118 priorities, with our four strategic pillars of Customers, Shareholders and Communities, Operational Excellence and People remaining unchanged.

2014/2015 Pricing

The Board resolved its pricing policy position for 2014/15. In forming its decision, the Board was conscious of the need to minimise the price burden on customers while continuing to invest in infrastructure to support both population and economic growth across all service territories.

Queensland Urban Utilities will continue to keep prices as low as possible by limiting the increase to 4.5 per cent.

From July 1, 2014, the State Government’s bulk water charge will also increase between 4% and 10.0% across Queensland Urban Utilities’ five regions (Brisbane, Ipswich, Lockyer Valley, Somerset and Scenic Rim).

This will mean that overall average residential water and sewerage bill will increase in the Lockyer Valley on average $1.38 per week.

Further information on the proposed 2014/15 pricing and $292 million capital expenditure program in 2014/15 is available in the attached media releases.

State Borrowing Program

The Board supported the submission of QUU’s State Borrowing Program application to Queensland Treasury. This funding submission, which provides capital for QUU to deliver its infrastructure program, occurs annually and the application is in accordance with our requirements as a statutory body.

Various capital projects

The Board supported a number of capital feasibilities and projects moving ahead. The Board acknowledged that QUU is working collaboratively with shareholders on a number of projects to align our major capital infrastructure replacements with programmed council works. One example where this is occurring is the augmentation of the sewer along Kingsford Smith Drive.

New utility model

The Board noted that the program to establish the new utility model from 1 July 2014 is on-schedule. Prior to “go-live’, QUU has committed it will complete business rehearsal and readiness activities, as well as formally engage with the development sector through the QUU Developer Forum. The Board will provide further updates on this program closer to 1 July.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.8 Council of Mayors South East Queensland (CoMSEQ) Committee Report

Date: 23 April 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 March 2014 there were [number] 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:

Infrastructure Committee – 21 March (Attended by Myles Fairbairn and Councillor Janice Holstein)

Infrastructure Charges Framework update

The anticipated announcement from the State Government around the draft Bill (which includes all the changes to the framework) has been delayed until early April 2014. It is expected that the Government will seek to have the Bill finalised by 01 July 2014. COMSEQ’s submission to the Infrastructure Charges Framework was focused on looking at an alternative approach to funding infrastructure provision in SEQ. This is the proposed Economic Growth Partnership Model for Queensland (formerly UK Cities Funding Model). In partnership with DSDIP and the Property Council of Australia, COMSEQ has been reviewing the appropriateness of the UK Cities Funding Model and how it could be adopted for SEQ to fund the gap between what councils get from developer contributions and what councils spend on urban infrastructure while ensuring financial sustainability.

COMSEQ Strategic Plan update

The Mayors held their annual Strategic Planning session in mid-February and agreed to a draft three year strategic plan with one year objectives. The final Strategic Plan will be presented for adoption at the April Board meeting, after which time the document will be a live document and accessible via an online portal. Presentations will be given at each Committee/Taskforce meeting. There is a continuation of the Catchment Management project commenced a few months ago. The objective is to have funded catchment management plans across SEQ and across the agencies involved with the waterways by the middle of 2015.

COMSEQ Committee Governance Structure

A priority first quarter objective for 2015-2016 is a review of the COMSEQ committee and taskforce governance structures. The secretariat will be working on the development of a new Committee structure from mid-April 2014 in consultation with Councils.

Regional Plan and Growth Management Committee – 7 March (Attended by Mark Piorkowski. Councillor Kathy McLean was an apology)

SEQ Regional Plan (SEQRP) update

Key discussion was about the Regional Plan review and where new residential green field development would be located particularly with respect to where employment areas were being proposed. A number of those at the meeting felt there was not enough consideration given currently through the regional planning process of the connection between where people would live and where they would work. At the time there was some suggestion also that the discontent was high enough that Councils through COMSEQ should consider rejecting any revised Regional Plan outright.

Another key issue discussed at the time was the issues around the communications and the lack of early engagement. A perceived issue also remains that there is a disconnect between the State Government bureaucrats and their political masters. State members particularly the Deputy Premier it was felt were making commitments around the intended flexibility of the new regional plan and empowerment of local government that were not being followed through or ignored by the Regional Planning Team. Councillors present at the meeting also expressed concern that State Government representatives were also visiting council staff to discuss and elicit positions on key issues without engaging the elected members themselves.

It is anticipated a draft SEQRP will be released for consultation mid-year. There is significant concern around the process undertaken by the State and their lack of engagement with Councils around the detailed thinking in the SEQRP. The removal of infrastructure planning in the SEQRP may result in no mid- or long-term commitment by the State to fund the larger infrastructure investments, thereby potentially creating much uncertainty for councils and the development industry.

Coordinators Meeting – 3 March (Attended by Jason Cubit)

High Level Agreement for Catchment Management

This week we will have all the signatures to the Heads of Agreement, including SEQ Water, SEQ Catchments, Healthy Waterways, QUU, Unity water and Port of Brisbane. Next steps will include a public signing of the Agreement (date known) 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 SEQ water 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.

Mayor’s Strategic Planning Workshop

The key 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; and

8. Finalised & Commenced Implementation of Regional Economic Development Plan

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.9 Executive Manager Corporate and Community Services Monthly Update

Date: 28 April 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 Corporate and Community Services during March 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 Corporate and Community Services during March 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 Corporate and Community Services during March 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 March, 3,602 service requests were processed. The following two graphs show a recent history of total service requests and the March 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 March 2014 service requests by group with Corporate and Community Services accounting for 67% of all service requests raised followed by Planning and Development with 18%. The second graph in this series shows the last three months of service requests by functional group.

The following table shows

· open service requests as at 1 March 2014

· new service requests received

· those requests completed from prior months

· March requests completed

· service requests remaining open at 31 March 2014.

	C&CS	P&D	I,W&S	OD&P	G&P	CEO & Mayor
Service Requests Open as at 1/3/2014	720	162	357	41	54	31
New Service Requests in March	2433	649	363	62	58	37
Total	3153	811	720	103	112	68
Less Prior period requests Completed during March 14	389	120	136	27	36	19
Less New requests Completed during March 14	2041	554	172	44	39	25
Service Requests remaining Open as at 31/3/2014	723	137	412	32	37	24

Councillor requests

There were 23 new councillor requests in March 2014 with 12 of those these remaining open at 31 March 2014.

Telephones

Total Calls

3,474 calls were captured coming into Council’s telephone system during March 2014 with 99 calls failing to make it into the system. Our service level averaged 77.7%. During this time, the maximum queued contacts at any one time were 11. There were a large number of calls concerning rates even though the rates.

In March the average length of each call, inclusive of post processing was 7minutes and 35 seconds.

Call back was introduced during the last week in February. In March we had 148 calls logged via Callback. The average wait time for those to be answered was 4.54 minutes and the maximum wait time was 35.19 minutes. The feedback from customers has been very positive.

565 calls were transferred within the organisation in March. This includes those calls which were transferred directly when a named caller was asked for and all other calls that are transferred as part of the call process. The following shows the trend for the last 6 months between calls and calls transferred.

After Hours Calls

The following graph shows the March 2014 afterhours calls from Brisbane City Council. There were a total of 154 calls in March. Animal Control continues to show high statistics for after hour calls.

Live Chat

This service commenced via our Website during March. While numbers are still low the response again has been very positive. There were 21 sessions commenced with an average response time of 32 seconds. The longest “chat” was approximately 35 minutes. The public are now being advised that ‘Live Chat’ is up and running via media channels and brochures at both of our counters.

QGAP

There were 968 QGAP transactions processed by Council during March 2014.

COMMUNITY FACILITIES

The Southern and Western facades of the Laidley Cultural Centre have been completed as well as the repainting of the foyer ceiling. Work has commenced on the Function Room veranda and quotes are being obtained for the air conditioning of the Function Room.

Work on the Laidley CCTV project has commenced

Plans for the Toilet block at the Gatton Donations Building have been finalised and are now being lodged with Council.

The drainage rectification work at the Laidley Cultural Centre is nearly completed and should be finalised by 4 April. 2014

The disabled access ramp to the Grantham Butter Factory has been completed.

Maintenance work on the Lockyer Design building has been completed.

Alterations have been made to the ground floor entry area of the Gatton Administration building project to allow for the repositioning of the lift due to problems with the extent of the building footings in the original location. This will require a minor additional cost to the project. The project is currently 4 days behind schedule.

Tenders were advertised for the Laidley Multi Sport Clubhouse project on Saturday 29 March. Tenders close on 1 May and the project should start by the end of June 2014.

CULTURAL, HEALTH & REGULATORY SERVICES

The first round of School Based Immunisation Program was held on 5 March at Faith Lutheran College. Vaccinations were administered to students in Years 8 & 10 with approximately 350 vaccines administered. The second round of clinics was held at Laidley State High School on 12 March, with the third round of clinics held at the Lockyer District High School on 27 March.

Animal Management continues to receive a large number of Customer Requests.

The Wild Dog Baiting program was advertised with orders closing at 5:00pm on 26 March 2014. The program is to be held on Wednesday 30 April 2014.

Approximately 9 applications for herbicide have been received from landholders in the Blenheim, Grantham, Ma Ma Creek and Ropeley areas.

Mobile Library services continue to flourish with the Library Truck out on the road visiting stops around the region five days a fortnight. Discussions are underway for the trial of another school stop at Helidon.

WiFi services have been installed into the Laidley Library from grant funding, with the installation of WiFi at the Gatton Library to be completed in the near future.

The exhibition of works by inmates from the Southern Qld Correctional Centre finished in the last week of March after a successful showing.

Average child care occupancy rates were Gatton 80.8% and Kensington Grove 80.6%. The Gatton Child Care Centre has also received a notice of assessment by the Office of Early Childhood Education and Care against the National Quality Framework. This is a rating process which indicates our level of quality service provided to the community and continues over a period of several months. A final report will be produced to indicate our service standard.

INFORMATION SERVICES

The cut over from the old server room to the new server room commenced on the weekend of 22/23 March and will continue until the weekend of 4/5 April.

Phase One of the One Council Project has now been formally completed with work now commencing on Phases 2 and 3 of the project. An update report on this project will be presented to Council in May 2014.

FINANCE

No further issues associated with the new rates notices have come to light. The due date to receive the discount was 3 March. Letters will be sent to those ratepayers who have missed the discount as well as reminder letters for those who have not paid their instalment(s) in early April 2014.

As at the end of March, Council had received $17.1M or 87% of the rates issued.

The introduction of the EMFRL has not been well received by the community with many queries and complaints about it. A total of 241 objections have been reviewed and responded to with the Revenue Coordinator working through objections on a daily basis. The number of objections received has now started to reduce. The majority of objections dealt with so far have been unspecified or an objection to paying the levy. Only 57 objections have resulted in changes to the levy amount.

Work continues within Council on the development of the 2014/2015 operating and capital budgets. It is envisaged that a series of Workshops will be held with Council throughout May and June 2014 with a target date of 30 June 2014 scheduled for budget adoption.

WASTE

Final Queensland Reconstruction Authority (QRA) approval was received on 25 March 2014 for 2011 flood waste projects (Gatton landfill & Grantham transfer site) to a value of $1.3M.

The Waste Coordinator has assisted with the progression of the Scotbar Pty Ltd waste monocell project funded by QRA as part of NQRRA funding.

A specialist contractor has been engaged to clear and test groundwater monitoring bores at Gatton and Laidley waste management sites. This contractor will also be engaged to oversight the installation of an additional ground water monitoring bore at the Laidley site.

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.10 Executive Manger Infrastructure Works and Services Monthly Update

Date: 28 April 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 March 2014.

2. Background

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

3. Report

NATURAL DISASTER RELIEF AND RECOVERY ARRANGEMENTS (NDRRA)

2011 NDRRA program

A current financial summary of the 2011 NDRRA programme follows.

· Current estimated final cost (EFC) = $116 million

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

· Value of works completed to end of March = $107.8 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 across the Region now complete. Majority of two-coat seal works and linemarking complete. Remainder of works scheduled to be completed before the end of June 2014.

· Jones Road floodway reconstruction project has commenced, with the work to create traffic diversion route along Roches Road underway. Jones Road floodway works to start mid-May.

· Flagstone Creek Road slips (Horsfalls Lane) contract awarded this week and works to start on site after Easter.

· Grantham Landfill tenders called. Work should commence early May.

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

· Work will commence on Railway Street floodway at Grantham after Easter.

Key risks at the moment:

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

· 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 and therefore ineligible

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

2013 NDRRA program

A current financial summary of the 2013 NDRRA programme follows.

· Current estimated final cost (EFC) = $63 million (includes 2013 approved Betterment projects – aimed at improving asset resilience in future events)

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

· 2013 works completed to end March = $5.7 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 projects need to be resubmitted and approved with funding reallocated to additional projects as Lefthand Branch Road Bridge not proceeding and Black Duck Creek Road realignment changing.

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.

· Clarke Bridge (at Thornton) contract has been awarded. Works should start on site late May.

Key risks at the moment

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

· Compliance with the Fisheries Act (floodways) has led to delays in commencing works. The Development Application for half of the floodways has been submitted to DAFF, with the remainder of the DAs to be lodged in next few weeks. This issue has pushed works to much later in the program than originally anticipated.

· 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

· ‘Emergent Works’ claim has been reviewed by the QRA and based on questions and Council responses, there is work that is at risk of being considered ineligible for funding. Value unknown at this stage.

· All of 2013 NDRRA program may not be 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 site works late April 2014.

· 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.

· Working on submissions for the next round of available funding through the Local Government Floods Response Subsidy, Royalties for the Regions, Natural Disaster Resilience Program. Applications close on 12 May 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.

· Community information evening held 22 April 2014 at Forest Hill School of Arts.

Council’s Planning Scheme

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

· Works Manual draft for public consultation is complete and finalisation will occur once public consultation is finished

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

· Specification being developed for the purchase of 3 replacement utes for very high mileage existing fleet items.

PARKS AND OPEN SPACES UNIT

· The Lake Apex Community Service Worker Project (Corrective Services) began 11 March 2014. The initial crew of four participants has commenced work on the revegetation of the Lake’s edge.

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

ROADS AND DRAINAGE UNIT

· Cahill Park Drainage Upgrade - works have finished

· Laidley State School Carpark - works have finished

· William St, Gatton - works have finished

· Rosewood-Laidley Road - Blackspot Intersection upgrade has been completed (finalising costs and acquitting funding)

· Council’s Reseal Program - reseals being delivered in conjunction with ongoing seal works for NDRRA projects

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

· Recent review of the gravel road maintenance approach, with greater resourcing

Ordinary Council MEETING MINUTES

30 APRIL 2014

15.11 External Funding Update - Current Applications

Date: 24 April 2014

Author: Corrin Bischoff, Major Projects Officer

Responsible Officer: Jason Bradshaw, Executive Manager Governance & Performance

File No: Formal Papers

Summary:

The purpose of this report is to provide an update on the status of external funding applications submitted by Lockyer Valley Regional Council for the period January to March 2014.

Officer’s Recommendation:

THAT Council note the information update on external funding applications.

RESOLUTION:

THAT Council note the information update on external funding applications.

Report

1. Introduction

This report provides an update on funding sought over the past three months from State and Federal Government agencies.

Council’s external funding policy supports the Lockyer Valley Community Plan 2012 - 2022 strategic priority to uphold principles of good governance and transparency in decision making.

2. Background

A centralised grant application process is utilised to optimise funding secured by Council to support projects and activities. Over the past three months a number of applications have been submitted for funding from external sources.

A key part of the coordinated approach to seeking and managing external grants is to provide a regular update to Council on all funding applications submitted.

3. Report

Since December 2013, three funding applications have been submitted. In this period Council has been informed of the success of two grant application with three applications pending.

Below is the status of Council’s external funding applications as at 22 April 2014:

STATUS as at: 22 April 2014	Funding Source	Project Title	Project Value	Amount applied for	LVRC Cash contribution	LVRC in-Kind contribution
Pending	State Library Queensland - OPAL Grants Technology Trendsetters	Photographic History of the Lockyer Valley	$50 000	$25 000	0	$25 000
Pending	NRMA - Community Grant	Lockyer Valley State Emergency Service Operational Readiness and Interoperability Program	$5,000	$5,000	0	staff time
Pending	Department of Aboriginal, Torres Strait Islander and Multicultural Affairs - Economic Participation Grant Program	Living, Learning and Working in the Lockyer Valley	$53 600	$25,320	0	staff time
SUCCESSFUL	SES Non-Recurrent Subsidy Program	Accommodation Upgrades 1) Forest Hill 2) Gatton 3) Laidley	$27 324 TOTAL $10 504 $9920 $6 900	$20 493	$6 831	0
SUCCESSFUL	Community Benefit Fund	Gatton SES Social Club - Sand bagging machine	$26 295	$26 295	0	0

After receipt of the information reports, and acknowledging that there was no further business to discuss. The Mayor called the meeting Closed, the time being 5.50 pm