Ordinary Meeting of Council

 

 

 

 

 

 

Minutes

 

 

 

 

 

 25 JUNE 2014

 

 

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

TABLE OF CONTENTS

 

Item  Subject                                                                                                                            Page No.

 

Table of Contents.................................................................................................................... 2

 

1.0     Leave of Absence

2.0     Condolences/Get Well Wishes

2.1      Condolences/Get Well Wishes

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

4.0     Confirmation of Minutes

4.1      Confirmation of Minutes of the Ordinary Meeting held on 28 May 2014

4.2      Receival of the Minutes of the Audit & Risk Management Committee held on 22 May 2014

5.0     Mayoral Minute

5.1      Mayoral Minute

6.0     Deputations

6.1      Healthy Waterways

7.0     Committee Reports

8.0     Business Arising from Minutes

9.0     Executive Office Reports

9.1      Chief Executive Officer's Report

10.0  Governance and Performance Reports

10.1   Local Government Legislation Amendment Bill 2014

10.2   Council Agenda Action Items Review

10.3   Lease Arrangements - Glenore Grove Hall Car Park

10.4   Corporate Risk Register

10.5   Business Continuity Management Plan

10.6   Community Grants

10.7   Gatton Squash Club

11.0  Organisational Development and Engagement Reports

11.1   Community Reference Group

11.2   Sport and Recreation Plan

12.0  Corporate and Community Services Reports

12.1   Summary of Council Actual Financial Performance vs Budget - 31 May 2014

12.2   Grantham Butter Factory Update

12.3   Changes to Fire Ant Restricted Area - June 2014

13.0  Planning and Development Services Reports

13.1   Regional Harvest Promotional Stand at Brisbane Ekka 2014

13.2   Sydney Royal Easter Show 2015

13.3   Road Name Application - Maddison Ridge Development, Plainland

13.4   Development Application for Material Change of Use for Intensive Animal Husbandry (Poultry Farm) on Lot 1 M33869, located at 9-11 Moon Road, Blenheim

13.5   Development Application for Material Change of Use for Educational Establishment and Child Care Facility on Lot 4 RP208154 at 3-5 Faith Avenue, Plainland

13.6   Request to Change an Existing Approval - Preliminary Approval (Impact Assessment) That May Affect a Local Planning Instrument Under Section 242 of SPA 2009 and Development Permit for Material Change of Use (Service Station and Refreshment Service) Development Permit for Environmentally Relevant Activity No. 8 (Chemical Storage) Development Permit for Reconfigure a Lot for Subdivision (2 into 5 Lots) and a Development Permit for Operational Works for Advertising Signage) on Land Described as Lots 1 and 211 on SP177875 at the Corner of Laidley-Plainland Road and Warrego Highway, Plainland

13.7   Request to Change Development Approval for Preliminary Approval for Material Change of Use (Impact Assessment) to Override the Provisions of the Planning Scheme Under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 Lots Plus Park) on Lot 206 CH312041 at 83 Princes Road, Gatton

14.0  Infrastructure Works and Services Reports

15.0  Additional Business

15.1   Additional Items

15.2   Road Issues - Helidon

15.3   Grantham Issues – Independent Reviews

15.4   Laidley Recreation Reserve

15.5   Warrego Highway Road Barriers – Safety Concerns

16.0  Items for information

16.1   Executive Manager Governance & Performance Monthly Update

16.2   Executive Manager Organisational Development & Engagement Monthly Update

16.3   Recovery and Resilience Monthly Update

16.4   Executive Manager Planning and Development Services Monthly Update

16.5   Council of Mayors South East Queensland (CoMSEQ) Committee Report (May 2014)

16.6   Queensland Urban Utilities (QUU) Progress Report (May 2014)

16.7   Implications for Council of the Commencement of Utility Model for Water and Wastewater on 1 July 2014

16.8   Executive Manager Corporate & Community Services Monthly Update

16.9   Executive Manager Infrastructure Works and Services Monthly Report

16.10 Warrego Highway Withcott - Planting

17.0  Confidential Items

17.1   Closed Session

17.2   Open Session

17.3   Sale of Grantham Assets

17.4   NDRRA Program Update

17.5   Community Engagement Transition

17.6   Culture Survey

17.7   Healthy Waterways Funding Request

17.8   Lockyer Better Business Facilitator

17.9   Sale of Land for Arrears of Rates - Preliminary Notice of Intention to Sell

17.10 Rate and Charges Concessions 2013/2014 - Not-for-Profit Organisations

17.11 Childcare Assessment and Rating

17.12 One Council Implementation Phases - Council Update

17.13 Lockyer Valley Regional Council - Local Procurement

17.14 Bitumen Seal Contract  13/14-04

17.15 Staging Post Cafe Business Review

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

ATTENDANCE:

 







 
Councillors Present         

·         Cr Steve Jones (Mayor) (Chairperson)

·         Cr Tanya Milligan

·         Cr Peter Friend

·         Cr Jim McDonald

·         Cr Kathy McLean

·         Cr Derek Pingel

·         Cr Janice Holstein

 

Officers Present 

·         Ian Flint, Chief Executive Officer

·         Jason Bradshaw, Executive Manager Governance & Performance

·         Mark Piorkowski, Executive Manager Planning & Development Services

·         Dan McPherson, Executive Manager Organisational Development & Engagement

·         Myles Fairbairn, Executive Manager Infrastructure Works & Services

·         David Lewis, Executive Manager Corporate & Community Services

·         Jason Cubit, Executive Liaison Officer Mayor/CEO & Coordinator Mayor’s Office

·         Brendan Steinhardt, Corporate Communications Officer

·         Susan Boland, Council Business Support Officer

·         Trevor Boheim, Acting Manager Planning & Environment

·         Stephen Hart, Manager Administration & Executive Operations

·         Trent Nibbs, Sport, Recreation & Community Grants Officer

·         Tony Brett, Manager Finance

 

Media Present 

·         Amy Lyne, Gatton Star

Apology         

·         Jamie Simmonds, Executive Policy Advisor Mayor/CEO

 

The meeting commenced at 10.02am

 

The Mayor, Cr Jones as Chairperson opened the meeting and welcomed all present. 

The Mayor led the meeting in prayer following a minute’s silence for those persons recently deceased.

 

Cr McDonald was not present at the commencement of the meeting. 

 

1.0       Leave of Absence

No Leave Of Absence reports were considered

 

2.0       Condolences/Get Well Wishes

2.1                                          Condolences/Get Well Wishes

 

Date:                                      18 June 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. 

 

Moved By:      Cr Pingel                              Seconded By:     Cr Holstein

Resolution Number: 3469

 

CARRIED

6/0

  


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

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

3.1         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.

 

3.2         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 Milligan declared of a possible perceived conflict of interest in  Item 16.3 “Community Engagement Transition” (as defined in section 173 of the Local Government Act 2009) due to Cr Milligan advising that she has personal dealings with a member of the Community Engagement Team and dealt with the perceived conflict of interest by stating that it was her determination that her personal interest is not of sufficient significance that it would lead to her making a decision on this matter that is contrary to the public interest.  Cr Milligan proposed to participate in the discussion as the matter was only for Council’s information and no decision was to be taken on the matter. 

 

Cr Jones advised of a possible perceived conflict of interest in Item 16.4 “Lockyer Valley Regional Council – Local Procurement”.  Cr Jones advised the Council that members of his family have association with the company involved in delivering the works.   

 

Cr Pingel advised of a possible perceived conflict of interest in Item 16.4 “Lockyer Valley Regional Council – Local Procurement”.  Cr Pingel advised the Council that his family have association with the company involved in delivering the works.   

 

Cr Jones advised of a possible perceived conflict of interest in Item 13.7 “Request to Change Development Approval for Preliminary Approval for Material Change of Use (Impact Assessment) to Override the Provisions of the Planning Scheme Under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 Lots Plus Park) on Lot 206 CH312041 at 83 Princes Road, Gatton”.  Cr Jones advised the Council that he has personal dealings with the applicant and that he would deal with the perceived conflict of interest by leaving the meeting room, taking no part in the debate or decision on the matter. 

 

Cr Holstein advised of a possible perceived conflict of interest in Item 13.7 “Request to Change Development Approval for Preliminary Approval for Material Change of Use (Impact Assessment) to Override the Provisions of the Planning Scheme Under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 Lots Plus Park) on Lot 206 CH312041 at 83 Princes Road, Gatton”.  Cr Holstein advised the Council that she has personal dealings with the applicant and that she would deal with the perceived conflict of interest by leaving the meeting room, taking no part in the debate or decision on the matter. 

4.0       Confirmation of Minutes

4.1                                          Confirmation of Minutes of the Ordinary Meeting held on 28 May 2014

 

Date:                                      18 June 2014

Author:                                  Ian Flint, Chief Executive Officer

Responsible Officer:           Ian Flint, Chief Executive Officer

File No:                                  Formal Papers       

 

 

RESOLUTION:

THAT the Minutes of the Ordinary Meeting held on the 28 May 2014 be hereby confirmed.  

 

Moved By:      Cr Holstein                          Seconded By:     Cr Friend

Resolution Number: 3470

 

CARRIED

6/0

 

 

4.2                                          Receival of the Minutes of the Audit & Risk Management Committee held on 22 May 2014

 

Date:                                      18 June 2014

Author:                                  Jason Bradshaw, Executive Manager Governance & Performance

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

 

RESOLUTION:

THAT the recommendations of the Audit & Risk Management Committee held on 22 May 2014 be adopted. 

 

Moved By:      Cr Pingel                              Seconded By:     Cr Friend

Resolution Number: 3471

 

CARRIED

6/0

  

 

Cr Jim McDonald arrived at the meeting, the time being 10:12 am

 

5.0       Mayoral Minute

5.1                                          Mayoral Minute

 

Date:                                      18 June 2014

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

Responsible Officer:           Ian Flint, Chief Executive Officer

File No:                                  Formal Papers       

 

 

National General Assembly

 

Last week Council was represented at the National General Assembly of Local Government in Canberra. While at the conference I had the opportunity to meet with a number of representatives from the Federal Government to advocate for opportunities for the Lockyer Valley. I met with a Senior Advisor to Trade Minister Andrew Robb, Mr Lyall Howard; Senator for Queensland Joe Ludwig and the Attorney-General George Brandis. I look forward to some positive outcomes for the region as a result of these meetings.

 

Wandering Warriors

 

Council is assisting with some support to the Wandering Warriors group who are embarking on a walk from Brisbane to Canberra later this year.  The not-for-profit Wandering Warriors group will leave on their 1300 kilometre journey in September and arrive in Canberra on October 16.  Wandering Warriors' mission is to secure ongoing funding and support for veterans and their families and the Lockyer Valley region will be right behind them on their epic journey. Council has been assisting the group in a variety of ways including approaching local food producers to support the group.  Matt Sippel from Coast to Country Chiropractic will be the group's physio on the journey and he approached Council initially to get on board. We will support the group by approaching local food producers to provide all of the food for the journey as well as for a number of welcoming dinners that will happen on the way to Canberra culminating in a large arrival function. A number of growers are already on board and this is another great opportunity to promote the fresh, sustainable produce of the Lockyer Valley. Mick Donaldson from the group also travelled to Canberra last week and attended the National General Assembly gala dinner where Council had the opportunity to introduce him to a number of Mayors from other regions who will be welcoming the group on the journey.

 

Withcott Foothills Festival

 

The Withcott Foothills Festival was held over the weekend and was a great showcase of community offerings from the Withcott, Helidon, Murphys Creek, Blanchview and Flagstone Creek areas. Council supporting the event and there was lots of community involvement and a good turnout of people across the two days.


Queen’s Birthday Honours list

 

Mr Barry Rodgers was recognised in the recent Queen’s Birthday honours list with an Order of Australia Medal (OAM). Barry was recognised for his work in establishing the Emu Gully Adventure Education Centre and the Emu Gully Air and Land Spectacular event. The adventure centre has seen more than 14,000 young people attend camps there since 1995 and the Air and Land Spectacular is an event that recognises ANZAC traditions with live enactments of famous battles. Well done to Barry on this worthy recognition.

 

 

RESOLUTION:

THAT Council forward correspondence to Mr Barry Rodgers congratulating him on his Order of Australia Medal (OAM) in the Queen’s Birthday honours list.

 

Moved By:      Cr Jones                              Seconded By:     Cr Holstein

Resolution Number: 3472

 

CARRIED

7/0

 

RESOLUTION:

THAT the Mayoral Minute be received and noted. 

 

Moved By:      Cr Milligan                           Seconded By:     Cr Pingel

Resolution Number: 3473

 

CARRIED

7/0

  

Council moved a motion to change the Order of Business from the meeting to receive a presentation from the Chief Executive Officer of Healthy Waterways, prior to considering a funding request in the confidential session of Council at Item 16.5.

 

6.0       Deputations

6.1                                          Healthy Waterways

Date:                                      20 June 2014

Author:                                  Richard Collins, Coordinator Environmental Planning

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

File No:                                  Formal Papers       

 

 

Council received a presentation from the Chief Executive Officer – Healthy Waterways, on the vision and purpose of the organization and on recent changes to the governance arrangement. The presentation further addressed the funding model and a new monitoring and evaluation framework for reporting outcomes. The current priorities were outlined as well as the value proposition for Lockyer Valley Regional Council and the broader catchment, including the future directions endorsed by the board.

 

RESOLUTION:

THAT representation and address to Council by Julie McLellan, Chief Executive Officer of Healthy Waterways be received and noted. 

 

  

 

7.0       Committee Reports

No Receival of Committee Reports as Minutes reports

 

8.0       Business Arising from Minutes

REsolution:

THAT the numbering of Council resolutions had been mis-aligned from the special meetings held in March and the numbering of Council resolutions for this term needs to be corrected and updated. This resolution seeks to amend the numbering of Council resolutions as follows:

Council Ordinary Meeting            26th March 2014       -           Resolution 3339 to 3378

 Council Ordinary Meeting           30Th April 2014         –          Resolution 3379 to 3426

Council Ordinary Meeting            29th May 2014           –          Resolution 3427 to 3468

Moved By:      Cr Friend                              Seconded By:     Cr Pingel

Resolution Number: 3474

 

CARRIED

7/0


 

9.0       Executive Office Reports

9.1                                          Chief Executive Officer's Report

 

Date:                                      16 June 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 the Chief Executive Officer’s Report be received and adopted.

 

Moved By:      Cr Friend                              Seconded By:     Cr McDonald

Resolution Number: 3475

 

CARRIED

7/0

 

 

RESOLUTION:

That Council forward correspondence to Professor Anthony Hogan, Chair Regional Governance and Policy, ANZOG Institute for Governance, University of Canberra, thanking him for his address at the Regional Cooperation and Development Forum, and expressing Council’s interest in being considered as a potential candidate for any future case studies, given the recent experiences of this community in building community resilience acknowledging the significance of agriculture in our rural and regional community.

 

Moved By:      Cr Milligan                           Seconded By:     Cr McLean

Resolution Number: 3476

 

CARRIED

7/0

 

 

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

 

2nd Regional Relations Dinner

The 2nd Regional Relations Dinner was successfully held on 12 June 2014 and attended by Lockyer Valley, Somerset and Scenic Rim Regional Councils.  The dinner was hosted by Somerset Regional Council at Somerset Civic Centre.  Good attendance was had and good relations furthered.  I look forward to Scenic Rim Regional Council hosting the 3rd dinner next year.

 

Department of Local Government Funding Request

After continual submissions being made to the Queensland Reconstruction Authority (QRA) for the repayment of recovery costs from the 2011 flood event and with a number of requests deemed ineligible under the NDRRA guidelines, a submission has been lodged directly with the Department of Local Government and representations have been made to the Minister for the reimbursement of what Council considers are eligible day labour and recovery costs. An additional request has also been lodged for consideration with respect to reviewing the loan borrowings undertaken in 2011/12 to fund associated recovery works and activities.

 

Motions for LGAQ Annual Conference 2014

The LGAQ Annual Conference 2014 is being held at the Mackay Entertainment and Convention Centre 27-29 October, and the deadline for the receipt of motions has been set at August 2014. It is proposed that Council would discuss the motions to be submitted at the July workshops and confirm these at an Ordinary Meeting in July 2014. The motions proposed last year warrant further review to consider whether any require resubmission or a different approach. Additional matters have been identified and will be discussed at an upcoming workshop.

 

Council Budget 2014/15

After significant effort from the executive team in consultation with the Mayor and series of workshops with Council, it is intended that the budget will be presented to Council by the latest Thursday 26th June 2014, for adoption at a special meeting to be held on Monday 14th July 2014.

 

Productivity Commission Inquiry – Natural Disaster Funding Arrangements

Council provided a written submission to the inquiry and was afforded the opportunity to meet with the representatives and discuss local issues. As a result of the written submission, the Mayor has been offered the opportunity to attend the formal hearing and make further verbal representation on key issues for due consideration by the Commission in Brisbane next month. The LGAQ, ALGA, IPWEA have all lodged submissions for consideration and these have been circulated and are available for review. Council’s submission focused on the key processes and the practicalities of these, the duplication of review and audit efforts of the state and federal governments, risk management applications and a change to a bulked up value for money approach similar to that offered to entities such as Main Roads.

 

State Government Budget

The State Government Budget is by and large a business as usual budget. The NDRRA funding features heavily within the total local government funding for 2014/15, and includes the general maintenance of funding for vital roads infrastructure and natural disaster mitigation.

 

Key funding programs such as Transport Infrastructure Development (TIDS) $31.8M, Local Government Grants and Subsidies Scheme $41.8M and the funding of public library collections and services $22.8M – have remained at similar levels as in previous years. Natural disaster and resilience funding has been retained with a funding allocation of $19.1M. $80M over five (5) years has been allocated to the Queensland Regional NRM investment program. Of interest to local government is the reduced funding of approximately $450M (remains at $3.913B) to DTMR works scheduled throughout the State. This reduction is concerning given the impact this may have on local government’s role in constructing and maintaining roads in rural and remote parts of Queensland. More information on the State Budget is available at www.budget.qld.gov.au

 

Williams Case

The High Court's decision in the so-called Williams Mark II case has profound implications for the future of direct federal funding for programs delivered to local communities. 

Local Government Association of Queensland President Margaret de Wit said the direct funding relationship between local government in Queensland and the Federal Government stretched back more 40 years. "It works for local communities and we would like to see it continue,'' she said. “It is in the community's interest for local government to have an ongoing direct funding relationship with the Federal Government.''

Cr de Wit said the LGAQ would work closely with the Federal and State Governments and the Australian Local Government Association (ALGA) to find a solution in the best interests of Queensland local communities.

The Australian Local Government Association has advised that the Federal Government had given a commitment to work as quickly as possible to provide funding to local government in a way that is constitutionally valid. 

 

Draft LGAQ Advocacy Action Plan 2014/15

The LGAQ Policy Executive has recently considered a draft LGAQ Advocacy Action Plan for 2014/15. This year's draft Advocacy Action Plan has been prepared in the context of changes following the 2013 Federal election and in the context of an upcoming State election.

It reflects current high priority advocacy needs for Queensland local government. The intent is to provide the State Government and other relevant stakeholders with a clear and concise document that details the high priority outcomes the LGAQ seeks for its members in the short, medium and long term.

 

In drafting, the LGAQ has taken into consideration:

 

§ The motion outcomes from the recent Annual Conference

§ The unresolved issues identified in the 29 Briefing Notes produced for the incoming Newman Government

§ The 11 Briefing Notes produced for the Incoming Federal Coalition Government

§ The current 6 month action plan produced by the Newman Government

§ Various legislative changes either currently introduced or soon-to-be introduced by the State and Federal governments and

§ The regular meetings, consultations and discussions conducted by LGAQ staff with members over the past year.

The draft Advocacy Action Plan 2014-15 will be presented to the Policy Executive at their upcoming meeting on 3 July 2014. Councils are invited to provide comments or suggestions on the draft Plan by Friday, 27 June for the Policy Executive's consideration.

 

Council Meetings – July 2014

The new schedule for Council decision making and the changes will come into effect next month in July 2014, and there will also be Special Meetings scheduled for the Budget and the AGEO city visit.  The dates for July 2014 are as follows:

9th July            First Ordinary Meeting (new structure)

14th July          Special Meeting – Budget

23rd July          Special Meeting - AGEO City delegation

30th July          Ordinary Meeting

 

CEO Forum – Industrial Relations Modern Award Update

On 6 June I and Executive Manager Organisational Development & Engagement attended the SEQ Chief Executive Officers Forum which focussed on the Modern Award and how Councils across South East Queensland could approach the new Modern Award and work as a unit to leverage from and enable a more flexible Certified Agreement that is suitable for each individual workplace. An update on the Award was provided by LGAQ who reported that an appeal had been lodged by one of the unions and that this appeal including the complexity of making a Local Government Single Award would now not be finalised until end September 2014. Discussion was held on the key elements of the Award that have been released thus far including hours of work, probation, classification transition, broad banding and overtime.

 

Other matters discussed for new Certified Agreements included wage increases, performance and productivity measures, and flexi time and rostered days off. The aim for new Certified Agreements is to have some level of consistency across all South East Queensland Councils and to keep each other informed of any progress whilst in negotiations for a Certified Agreement. At present the larger Councils (Sunshine Coast, Moreton Bay and Gold Coast), Certified Agreements expire end June 2014. However, until the Modern Award is finalised they cannot begin to bargain for a new Agreement.  Lockyer Valley Regional Council Certified Agreement expires in January 2015 hence, we are due to commence bargaining for our new Agreement in October 2014.  This may conflict with the new Modern Agreement as in our opinion it may not be finalised until December 2014.

 

Further meetings for CEOs are to be scheduled to ensure we all have the same information are all acting as one.

 

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.  


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10.0    Governance and Performance Reports

10.1                                        Local Government Legislation Amendment Bill 2014

 

Date:                                      20 June 2014

Author:                                  Jason Bradshaw, Executive Manager Governance & Performance

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

Summary:

 

The purpose of this report is to provide Council with an update of the proposed amendments to the legislation and identify and confirm those matters to be proposed in a submission to the Government and LGAQ for representation to the Parliamentary Committee. 

 

 

Officer’s Recommendation:

THAT Council notes the matters raised and endorse the submission of key points of concern on (1) Mayoral system of voting and (2) Numbering of candidates in FPTP elections, to the State Government on the Local Government Legislation Amendment Bill 2014.

 

 

RESOLUTION:

THAT Council notes the matters raised and endorses the submission of key points of concern on (1) Mayoral system of voting and (2) Numbering of candidates in FPTP elections to the State Government on the Local Government Legislation Amendment Bill 2014.

 

Moved By:      Cr Pingel                              Seconded By:     Cr Milligan

Resolution Number: 3477

 

CARRIED

5/2

Voting

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

Against the Motion: Councillors McDonald and McLean.

 

 

Report

 

1.         Introduction

 

On the 3rd June 2014, the Queensland Government introduced the Local Government Legislation Amendment Bill 2014. The Bill formed part of the State Government’s six month action plan for January to June 2014. The Transport, Local Government and Housing Committee is considering the Bill, and is required to report back to the Parliament by 18th August 2014.

 

2.         Background

 

Council has received a circular from the LGAQ seeking any feedback by Friday 20th June 2014, for inclusion into a broader submission to the Government. Council may also wish to make a separate submission directly to the Government on the key matters of changing the method of voting for Mayors and the arrangements for Councillors in first past the post (FPTP) elections.

 

Council and the LGAQ provided comments initially before this amendment was issued, and it would appear that any feedback provided has been ignored by the State Government in drafting the amendment bill.

 

3.         Report

 

It is intended a detailed submission be compiled noting the perceived impact of the changes proposed and assessing these against the historic practices of elections for council, both pre and post reforms of 2008. This broader view will allow for consideration in detail on the key amendments that are not supported and the philosophy behind each of those.

 

As part of the review the following key amendments were introduced to:

 

§ empower the chief executive officer (CEO) of a local government to be the returning officer (RO)

§ empower the Electoral Commission of Queensland (ECQ) to direct a CEO RO and approve the CEO RO's election plan

§ change voting for mayors in undivided local governments from first-past-the-post (FPTP) to optional-preferential (OPV) and simplify voting for candidates in FPTP elections

§ introduce a cut-off date for a local government to apply for a full postal ballot

§ provide for the ECQ to declare the result of the election of the mayor separately to the declaration of the other councillors

§ more closely align the Local Government Electoral Act 2011 (LGEA) with the Electoral Act 1992 (EA), where relevant and appropriate, including:

§ aligning provisions relating to roll closures, ballot papers, special postal voters, re-count of votes, failure to vote, candidate gift disclosure periods, candidate deposits, offences, and the ECQ's investigation powers; and

§ adopting a number of reforms in the Electoral Reform Amendment Act 2014 (ERA Act) in relation to increased access to postal voting, regulation of how-to-vote cards, electronic voting and proof of identity requirements

§ clarify in the City of Brisbane Act 2010 (COBA) and the Local Government Act 2009 (LGA) that a councillor who is subject to a suspended sentence is disqualified from being a councillor immediately on the sentence being handed down.

 

The majority of the realignment to the state government Electoral Act 1992 is common sense and will provide a consistent platform to elections and contribute to a better understanding by the voting public.

 

The key concerns for Council are around the following change:

 

change voting for mayors in undivided local governments from first-past-the-post (FPTP) to optional-preferential (OPV) and simplify voting for candidates in FPTP elections

 

The change to OPV from FPTP for the Mayor will only create a level of confusion by having a different method for each of the ballot papers at the election, and of the 54 undivided local governments this will be a significant change.

 

The following extracts are from the LGAQ submission in January 2014 and present the views consistent with Council’s majority position:

 

            System of Voting – Mayors

LGAQ’s 2010 submission contains a comprehensive analysis of the pros and cons of various options for voting systems for local government elections. The submission concludes that the current voting systems (optional preferential for divided and first-past-the-post for undivided councils) are the most appropriate because the other systems identified (compulsory preferential and proportional representation):

 

a)  do not demonstrate more democratic outcomes will be delivered;

b)  are more complex voting systems, particularly proportional representation, that are less likely to be understood by electors;

c)  are more appropriate to and encourage party political elections, particularly proportional representation; and

d) are less complementary to the local government principles contained in Section 4 of the Local Government Act 2009.

 

The submission concluded that the voting systems in use provided successful election outcomes for their communities.

 

90.32 per cent of mayors surveyed in February 2013 agreed that there should be no change to the status quo.

The discussion paper itself acknowledges in proposal number 13 that the “First Past the Post (FPTP) voting system is used in all undivided councils because it is a more efficient method when multiple councillors are elected at one time”.

Furthermore, the proposal to change the system of voting for mayors in undivided councils from FPTP to optional preferential will lead to confusion in these communities and potentially higher levels of informal voting, as the election of councillors would continue to be in accordance with FPTP.

 

For all of these reasons and in the absence of a compelling case for a change, LGAQ

opposes the proposal to change the system of voting for mayors in undivided councils from FPTP to optional preferential.

 

Numbering candidates in FPTP elections

LGAQ and most council respondents are opposed to the proposal to allow voters in FPTP elections to cast as few as one vote, as it may undermine the democratic process. In undivided councils, where the FPTP system applies, it is essential that voters cast as many votes as there are councillor positions available. In practice the proposal would mimic optional preferential voting and could be expected to lead to skewed outcomes.

 

It is considered that a full submission be prepared supporting these key points and confirming Council’s position in line with previous discussions on the other main points, especially supporting the change to allow the Council CEO to be the Returning Officer (RO).

 

4.         Policy and Legal Implications

 

The amendments to legislation will have a direct impact upon Council and there will be also be policy decisions to make in respect of the system of voting for Council, given the proposed changes to the postal ballot arrangements and the experience and feedback from the last local government election in 2012.

 

5.         Financial and Resource Implications

 

The budget for the conduct of the last local government election was a significant increase from the previous election, and was run by the Electoral Commission of Queensland (ECQ) and paid for local governments. The cost of the election was more than twice the last council run election and given it was a full postal ballot, it should have been cheaper than an ordinary attendance ballot.   On this basis and before any decision is made on the next election, Council should seek a quotation from the ECQ as a benchmark for comparison with a Council run election. 

 

6.         Delegations/Authorisations

 

Any changes proposed and carried in the legislation may impact upon Council’s delegations and those of the CEO, and these will be brought forward for Council consideration and sign off at the time.  It is proposed that the CEO be authorized to finalise a submission to the State Government consistent with Council discussion and the direction outlined above.

 

7.         Communication and Engagement

 

The LGAQ has sought feedback from Council by the 20th June 2014, with a further time extended into July for a response to the State Government. There is limited time for consultation with the proposed amendments, and the key matters were discussed openly with Council at the workshop sessions held 11th June 2014

 

8.         Conclusion

 

That the matters identified for further review or not agreed to, be put forward in a submission to the State Government and the LGAQ for consideration in finalising the legislative amendments. Council may not have any success in changing the Government’s position but it is necessary to raise the matters before any changes are adopted which are not beneficial to Council or the Community or Local Government in general.

 

9.         Action/s

 

1.   Complete submission with adopted views of Council.

2.   Forward submission to LGAQ and the State Government by due date.

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

10.2                                        Council Agenda Action Items Review

 

Date:                                      11 June 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 Planning & Development Services Group incomplete action items.

 

 

Officer’s Recommendation:

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

 

 

RESOLUTION:

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

 

Moved By:      Cr McDonald                       Seconded By:     Cr McLean

Resolution Number: 3478

 

CARRIED

7/0

 

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. 

 

As previously agreed, actions resulting from decisions made at Council meetings are to be reported on a quarterly basis and by exception.

 

2.         Background

 

The new agenda report template introduced in February 2014, specifically requires 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.

 

This information provides the basis for a quarterly report to Council on the outstanding actions.

 

3.         Report

 

In the current Council term (i.e. from May 2012),  actions items have been recorded as a result of the meeting agenda reports submitted to Council for the Planning & Development Services Group.

 

Of these actions, 100 have been completed.  3 actions are incomplete. 

 

An analysis of the Planning & Development Services Group 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

 

103

 

3

 

 

0

 

1

 

1

 

1

 

The outstanding item for 60 – 90 days is progressing within acceptable timeframes.

 

The other outstanding items relate to matters that have been advanced but have not yet been finalised. An explanation is provided in the attachment for each item. 

 

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 to ensure 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 relevant Executive Manager and/or the Chief Executive Officer will manage the requirements in line with existing delegations.

 

7.         Communication and Engagement

 

The following officers were consulted in the review of the Planning & Development Services actions:

·    Executive Manager Planning & Development Services

·    Manager Plumbing and Building Services

·    Senior Strategic Planner

·    Personal Assistant to Executive Manager - Planning and Development Services
 

On a quarterly basis, Council will receive an updated report on the actions that are outstanding for the Planning & Development Services 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.

 

 


Council Agenda Action Items Review

Attachment 1

Action Sheet

 



Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

10.3                                        Lease Arrangements - Glenore Grove Hall Car Park

 

Date:                                      19 June 2014

Author:                                  Caitlan  Natalier, Solicitor

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

Summary:

 

In 2006 the Laidley Shire Council agreed to construct a sealed car park on land owned by the Trustees of the Glenore Grove Public Hall Association Inc. and to lease the land from the Trustees to enable State Government funding and access for ongoing maintenance.  To date a lease has not been finalised and the Glenore Grove Public Hall Association Inc. wish to finalise the lease to confirm that Council is responsible for the ongoing maintenance of the car park.

 

The purpose of this Report is to consider whether the lease arrangements should be finalised. 

 

 

Officer’s Recommendation:

THAT Council resolves to write to the Trustees of The Glenore Grove Public Hall Association Inc. confirming that Council has not maintained the car park situated on Lot 1 on RP63829 since it was constructed and does not intend to do so as Council does not maintain private assets situated on private land.

 

 

RESOLUTION:

THAT given the commitments made by the Laidley Shire Council prior to amalgamation, Council resolves to honour these commitments and write to the Trustees of The Glenore Grove Public Hall Association Inc. confirming that Council will finalise the lease in respect of the car park situated on Lot 1 on RP63829 on the following terms:-

 

  1. The lease term will be 20 years commencing on 1 July 2014 as this is within the maximum lease term permitted pursuant to Section 32(1)(e)(ii) of the Trusts Act 1973 (Qld) where the property is owned by Trustees;
  2. Council will pay a peppercorn rental if demanded;
  3. Council shall be responsible for all maintenance in respect of the sealed car park;
  4. The Trustees of the Glenore Grove Public Hall Association Inc. will be responsible for insuring the car park improvements as the car park is their asset;
  5. Council will be responsible for all survey costs and registration fees incurred in respect of the lease.

 

Moved By:      Cr Jones                              Seconded By:     Cr Friend

Resolution Number: 3479

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

Council has recently been approached by members of The Glenore Grove Public Hall Association Inc. requesting Council confirm that Council is responsible for ongoing maintenance of the sealed car park on Lot 1 on RP63829.  A lease has been produced which has not been signed by Council, and the members wish to finalise the lease as previously agreed with the former Laidley Shire Council.

 

2.         Background

 

Investigations prompted by this request have revealed the following history of dealings between The Glenore Grove Public Hall Association Inc. (Hall Committee) and the Laidley Shire Council (Council) in relation to the car park:

 

·    On 6 June 2004 the Hall Committee, the Glenore Grove State School P & C Association and the Glenore Grove State School made a request seeking the Council’s assistance to upgrade the Glenore Grove Hall car parking facility to a bitumen seal.

·    On 28 July 2004 the Council resolved that a preliminary design and estimate would be prepared by Council before an on-site meeting with members of all three organisations would be held.

·    A preliminary design and estimate were subsequently prepared and an on-site meeting between all parties was held.

·    On 10 October 2006 the Council engaged CW Hooper & Hooper to prepare a lease for the construction and maintenance of the bitumen seal car park.   Formal tenure was sought to enable access and State Government funding for the project.

·    On 7 December 2006 a draft lease was provided by Council’s Solicitors who indicated that two of the three Trustees of the Hall Committee named on the title to the land had deceased.  This meant that the Hall Committee would need to appoint new trustees, or have the remaining Trustee vest the land to the newly incorporated entity, The Glenore Grove Public Hall Association Inc., before the lease could be executed.

·    On 14 December 2006 Council wrote to the Hall Committee advising that a draft lease had been prepared and confirming that the car park would be completed in the 2006/2007 financial year with the lease finalised and registered in February 2007.

·    In March 2007 the Solicitors for the Hall Committee re-drafted the lease.

·    By letter dated 4 April 2007 the Solicitors for the Hall Committee confirmed that they would accept a contribution of $300 plus GST by the Council towards their client’s costs for preparation of the lease.  There is some dispute over whether Council agreed to pay all of the Hall Committee’s costs in relation to preparation of the lease and this correspondence is the only record located indicating a lesser contribution had been offered and was accepted.

·    In 2008 the Hall Committee formally appointed new trustees. 

·    On 11 September 2008 the land was transferred to the new trustees notwithstanding some dispute over statutory requirements for the land to be held in the name of the incorporated entity.

·    In 2011 the parties’ respective solicitors again attempted to finalise the lease but lease terms were never finalised.

 

As the dispute over how the Hall Committee would execute the lease was not resolved, two leases on the same terms were ultimately prepared and signed by the Lessor – one by the individual trustees and one by the incorporated entity.  An incorporated association generally requires two signatories to sign under seal and as only one signatory has signed the lease, arguably proper execution has not occurred.  Council has not signed either lease.

 

More recently, in response to enquiries by the Hall Committee regarding maintenance responsibility for the car park, internal advice was sought from the Infrastructure Works and Services Unit.  The advice received was that Council does not maintain the car park but could do so in response to a request for private works.

 

The Hall Committee have since advised that repairs to cracks in the sealed surface were undertaken following the 2013 flood event, and they understood that this work was performed by Council.  Council’s Infrastructure Works and Services Unit have confirmed that they have no knowledge or record of works done to the car park following the floods.

 

3.         Report

 

The car park is situated on land owned by the Trustees of the Glenore Grove Public Hall Association Inc.  The car park covers approximately half of the lot and is situated between the Glenore Grove State School and Lot 1 on RP118316 which is owned by the Queensland Country Women’s Association.  The Glenore Grove Hall appears to be constructed across the common boundary of Lot 1 on RP63829 and Lot 1 on RP118316.  These properties are all freehold land.

 

An Aerial Plan showing the car park and the Glenore Grove Hall is attached for reference purposes.  As the boundaries shown on Council’s mapping database appear to be off-alignment, the boundaries have been marked to match the fencing of the lot.

 

As indicated above, Council does not currently maintain the car park.  However, a search of file records has located correspondence issued by the Laidley Shire Council which confirms that Council intended to be responsible for ongoing maintenance. 

 

If Council considers it appropriate to honour the commitment of the former Laidley Shire Council, then a lease should be finalised.

 

Whilst the lease terms have been altered during the course of negotiations, the leases were eventually signed by the Trustees and The Glenore Grove Public Hall Association Inc. but not by Council.  Two leases on the same terms were signed, one each by the individual Trustees of the Glenore Grove Hall and one by The Glenore Grove Public Hall Association Inc., as there was a dispute between the parties’ respective solicitors over the appropriate Lessor entity based on the requirements of the Associations Incorporations Act.  The fact that this issue was not resolved appears to be a contributing factor to the lease not having been finalised.

 

In any event, there appears to be some dispute as to what lease conditions were attached to the leases finally signed by the Lessor.  After reviewing all versions of the lease terms available, it is noted that the following terms have remained consistent:-

 

·    The term was for 99 years commencing on 1 January 2007.

·    Council would pay an annual rental of $10.00 per annum.

·    Council could obtain access to the land to perform the bitumen seal works.

·    Council is to maintain the car park to a standard similar to other car parks maintained by Council in the Laidley Shire.

·    The car park would remain the property of the Hall Committee if the lease ended.

·    The car park could be used by the land owners and permitted tenants of the adjacent public hall.

·    Council would have non-exclusive use of the car park except during periods of capital works or repairs and maintenance when exclusive use could occur.

                                   

The issues that don’t appear to have been resolved relate to responsibility for insurance of the car park improvements and payment of legal costs.  These issues will need to be resolved in the event a lease is to be finalised.

 

Regardless of whether or not a lease is finalised, it would be appropriate for the Hall Committee to insure the car park as it is situated on their land, and it appears that it was always intended to be their asset.

 

Council’s Infrastructure Works and Services Unit does not consider it to be a good outcome for Council to maintain the carpark.  Council does not currently maintain any infrastructure that is situated on private property, unless it is subject to an easement.  Generally, Council requires a land resumption if it is to construct and maintain assets of this nature, such as occurred with the installation of a new car park facility built at the Lake Clarendon State School a couple of years ago.

 

Finally, in relation to the issue of legal costs, correspondence exists indicating that at the time of lease negotiations directly between Council and the Hall Committee, Council agreed that there would be no fees (including legal fees) to be paid by the Hall Committee.  Further correspondence then indicates that to resolve the dispute over payment of legal costs, the Hall Committee had agreed to accept a contribution of $300 plus GST from Council towards their legal costs, which Council agreed to make due to the significant benefit ratepayers would receive for using the car park.

 

The Hall Committee has advised that they paid approximately $1,600 in legal costs however the tax invoice has not been provided, or requested, to confirm this.  Council’s own legal costs to date have amount to $632.50.  If Council is willing to honour this contribution, then any lease negotiated should contain terms requiring each party to be responsible for their own legal costs, save and except for this contribution.

 

If Council wishes to finalise the arrangements initiated by the former Laidley Shire Council, and these proposed terms are agreed by the Hall Committee, then the parties should be in a position to redraft and sign the lease once a survey sketch plan has been prepared.

 

However, if Council accepts the advice of the Infrastructure Works and Services Unit on which the recommendation in this Report is based, then the Hall Committee should be advised that a lease will not be finalised and that they will be responsible for ongoing maintenance of the car park.

 

Other legal implications which have been identified are detailed further under the Policy and Legal Implications section of this Report.

 

4.         Policy and Legal Implications

 

Council’s Legal Services Co-ordinator has identified the following legal implications arising from the drafted lease:-

 

1.   Notwithstanding the requirements of Sections 22 and 24 of the Associations Incorporations Act 1981 which requires land to be held by an incorporated entity, the lease will need to be entered into with the Trustees of the land as they are the registered owners of the land.

2.   The Trusts Act 1973 does not allow the term of the lease to exceed 21 years where the land is being leased from trustees.

3.   The lease term can still commence on 1 January 2007, however Council will be responsible for $80 (GST exclusive) in back rent if payment is demanded.

 

The Solicitors for the Trustees have previously advised that they have been specifically instructed that the land is to remain in the name of the Trustees notwithstanding the requirements of the Associations Incorporations Act for the land to be transferred to the incorporated entity.  As a lease can only be entered into with the registered owners of the land, the lessor shown on the lease will need to be the individual trustees.  Therefore, if Council decides to finalise a lease, the Hall Committee should be advised that they will be responsible for any requisition fees charged by the Department of Natural Resources and Mines, if any, because of the way the land is held.

 

5.         Financial and Resource Implications

 

As indicated above, Council has already paid legal costs of $632.50 to CW Hooper & Hooper in respect of the lease preparation.  To date no record of Council contributing to the Hall Committee’s legal fees has been found.

 

If Council resolves to finalise the lease, Council could either redraft it internally or request CW Hooper & Hooper reopen their file and finalise the lease on Council’s behalf.  The Hall Committee has indicated a preference to deal directly with Council to avoid incurring further legal costs, and as the lease has been substantially agreed, and final terms should be agreed, it would be a relatively straightforward exercise to finalise the lease internally and save Council incurring any further legal costs.

 

As the lease is required to be registered with the Department of Natural Resources and Mines, Council would incur costs to obtain a survey sketch plan of the car park and registration fees.  It is anticipated that these costs would be in the vicinity of $2,200 - $5,500 and Council would be responsible for these costs as the Lessee.

 

Council would also need to include the car park on its maintenance schedule and ensure it has sufficient budget allocation to cover any maintenance costs.

 

Alternatively, if Council does not wish to finalise the lease or be responsible for maintenance, no financial or resource implications have been identified.

 

6.         Delegations/Authorisations

 

It is proposed that the Chief Executive Officer be authorised to advise the Hall Committee of Council’s resolution, and if the recommendation is not accepted to do all things necessary to finalise the lease.

 

7.         Communication and Engagement

 

The Chief Executive Officer, through Council’s Legal Services Unit, will be responsible for engaging with all parties necessary to give effect to Council’s resolution.

 

If a lease is to be finalised, this will include the Hall Committee and its Trustees, a surveyor and the Department of Natural Resources and Mines, Titles Registry.

 

8.         Conclusion

 

The recommendation made in this Report will save Council’s resources and budget and achieve a consistent approach when dealing with infrastructure on private property.  However, if Council considers it appropriate to honour the previous commitment of the former Laidley Shire Council, an alternative resolution should be considered.

 

9.         Action/s

 

1.   Advise the Hall Committee and its Trustees of Council’s resolution.

2.   If the recommendation is not accepted and a lease is to be finalised, the following steps would also need to be completed:

a.   Negotiate the insurance and payment of legal costs responsibilities with the Hall Committee and re-draft the lease.

b.   Engage a surveyor to prepare a survey sketch plan to attach to the lease.

c.   Arrange for all parties to execute the lease.

d.   Attend to registration with the Department of Natural Resources and Mines.

e.   Add the car park to Council’s maintenance schedule.

 


Lease Arrangements - Glenore Grove Hall Car Park

Attachment 1

Plan

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

10.4                                        Corporate Risk Register

 

Date:                                      18 June 2014

Author:                                  Anthony Trace, Manager Business Improvement & Program Performance

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

Summary:

 

To meet Council’s legislative requirements, a Corporate Risk Register (June 2014) has been developed and outlines the progress to date of key strategies.

 

 

Officer’s Recommendation:

THAT Council resolves to receive the Corporate Risk Register (June 2014) for the Lockyer Valley Regional Council.

 

 

RESOLUTION:

THAT Council resolves to receive the Corporate Risk Register (June 2014) for the Lockyer Valley Regional Council.

 

Moved By:      Cr McDonald                       Seconded By:     Cr McLean

Resolution Number: 3480

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

As a requirement of the Local Government Act 2009 and guided by Council’s Risk Management Framework and Guidelines, Council maintains the following Risk Registers:

·    A centralised Corporate Risk Register and

·    Project or Program specific Risk Registers.

 

2.         Background

 

With the introduction of the Local Government Act 2009 there is a legislative requirement to proactively manage risk.  The focus is no longer predominantly on operational risks, such as operational hazards and workplace health and safety.  Provisions of the legislation require Council to implement systems to meet financial sustainability criteria and by extension, this relates to the region’s growth outlook, the management of assets and the assessment and treatment of risks that Council’s operations are exposed to.

 

The focus of the legislation is to ensure that Council considers the operational environment in which it operates and identify the corporate and operational risks that Council’s operations are exposed to.

 

Section 164 of the Local Government (Financial Planning and Accountability) Regulation 2012 states that Council must keep a “Register” stating the financial risks and the control measures it employs to manage these.  Section 175 also requires Council to include in its Operational Plan, statements on how it will manage operational risks.

 

Council approved its Risk Management Policy on the 12 September 2012 (Resolution No 2669).  This policy articulates Council’s commitment to ensuring that sound risk management practices and procedures are fully integrated into the Council’s strategic and operational planning processes in a clear and transparent manner which increases Council’s ability to achieve its objectives and maximise its potential opportunities by managing threats to acceptable levels, in accordance with the Australian Standard AS/NZS ISO 312000:2009.

 

3.         Report

 

The Lockyer Valley Regional Council Risk Management Guidelines establishes the risk management framework for Council to manage the followed categorised business risks;

 

Risk Categories (Exposure Types)

Business Continuity and Business Systems

Covers those risks that could lead to the failure of Council to deliver essential services, and the inability of Council to deliver strategic objectives and planned outcomes.

Environmental and Community

Risks relating to the environment and our community, including sustainable development (economic, social and ecological matters), social and community wellbeing, community relationships, public health, recreation (including culture, arts and sport) and regional profile and identity.

Financial and Economic

Risks related to the financial performance, sustainability and economic management of the organisation, particularly aligned with 'local government principles'.  Insurance, finance and economics, business continuity and systems are examples of these risks.

Workplace Health and Safety

Covers Workplace Health and Safety issues. 

Staff

Risks pertaining to the staff that currently work at LVRC and the staff needed to effectively service the community.  Risks associated with future staff and past employees are included.

Reputation

These risks include events / media / public relations / complaints etc. where the reputation of LVRC is negatively impacted.

Infrastructure and Assets

Covers infrastructure asset capacity and management (including IT network and hardware), project delivery, inventory and sourcing.  Council facilities, buildings, roads and other physical structures are included in this category.

Political

Covers the external political environment in which Council operates, including inter-governmental relations, state and national agencies and policies, relations with other Councils and political legitimacy.

Legal Compliance and Liability

Regulatory or contract compliance, litigation, liability, and prosecution.

 

 

And articulates the identification and responsibilities for the management of specific risks, as follows:

 

Risk Tier criteria

‘Risk Owner’ &

Register Name

TIER 1 RISKS: [Risks rated 72 and above]

·      Affect multiple Directorates and/or

·      May significantly affect  the ongoing sustainability or operations of the organisation

Executive Leadership Team

 

Corporate Risk Register

TIER 2 RISKS [Risks rated 56 to 68]

·      Affect a single Group or are Department-specific, and

·      Of a magnitude that is unlikely to impact the ongoing sustainability of the organisation

 

Management Team

 

Corporate Risk Register

TIER 3 RISKS [Risk rated 52 and below]

·      Low level risks, and are

·      Project-specific or operational in nature.

 

Operational / Project Teams

 

Program and Project Registers.

 

 

The current draft Corporate Risk Register (June 2014) is attached.

 

As part of Council’s Operational Plan 2013-14, a Corporate Plan goal was identified to further develop practices and policies to support responsible management of the delivery of defined service standards. To achieve this goal, Council recognised the need to further develop Council’s risk management practices to manage the uncertainty within service delivery activities and reduce the impact of risks to Council and its community.

 

To this end Council has undertaken several initiatives to continue the development of risk management practices, being:

 

a)   Project Management

 

Council introduced the Project Management Framework (April 2014) to establish better project management practices, primarily the Project Management Body of Knowledge’ (PMBOK), within Council to assist business areas in the delivery of Corporate Plan and Operational Plan projects.

 

Risk Management is identified as one of the key elements covered by PMBOK, being a key activity of “Controlling” a project and is required to be undertaken throughout the life cycle of a project and across all knowledge areas, being:

 

 

Project Management Phase

Knowledge Areas

Initiating

Planning

Executing

Closure

Controlling

Integration

 

X

X

 

X

Scope

X

X

 

 

X

Time

 

X

 

 

X

Cost

 

X

 

 

X

Quality

 

X

X

 

X

Human Resources

 

X

X

 

 

Communications

 

X

X

X

X

Risk Management

 

X

 

 

X

Procurement

 

X

X

X

 

 

This better business practice of undertaking project risk management has been implemented for key major projects of the Lockyer Regional Sport & Aquatic Centre, Laidley flood mitigation works and Forest Hill flood mitigation works.

 

b)   Asset Management

 

One of the key risk management initiatives has been the establishment of Asset Management Plans for key Council and Community assets, which not only identified the assets under management and the associated management practices but also identified the key risks required to be managed by Council.

 

The consolidated Asset Management Risk Register, being a program specific register, has been established.

 

Further to the establishment of Asset Management Plans, business areas have continued to further develop asset management practices within Council, specifically;

·    the implementation of One Council and its associated work order functionality has provided Council with the technological foundation to further advance Council’s asset management practices, particularly in terms of financial management and control of asset management activities.

·    further developing the asset management capability by undertaking the condition assessment of Council’s assets and development of planned and focused work programs. This activity has commenced focusing on Council’s Road networks assets with a future roll out to the other asset categories of footpaths, recreation areas, and buildings. The information which is being collected as part of this activity will enable Council to take a whole of network view of risk.

·    The planned works programs which are able to be developed based on the above initiative, coupled with the works order functionality within One Council, will enable Council to demonstrate a proactive approach to the risk management of one of Council’s key services – “Asset Stewardship”.

 

This asset management activity will assist Council in improving its compliance with the LGM Queensland Public Liability Audit.

 

c)   Public Liability and Professional Indemnity Audit

 

Council participated in the annual LGM Queensland Public Liability Audit 2014, which was conducted utilising the RiskEMAP II Audit tool. The self-assessment or audit is intended to assess Council's position in three major areas of risk that impact public liability and professional indemnity claims.

 

The audit is conducted to gauge Members' adoption of principles contained in the LGM Queensland Footpath Guide 2012, the Roads Maintenance Guide 2013, and the Recreation Areas Manual 2010.  These Guides and Manual relate to the major areas forming the subject of legal liability claims against local governments in Queensland.  These areas historically represent approximately 75% of claims by number and dollar value. Compliance with these principles will not only have a positive effect on liability exposures, but will also place Council in a more defensible position when claims do arise.

 

The 2014 audit confirmed that overall Council complies with 60% of audit requirements (60% 2013), which is made up of 59.5% Roads (40.5% 2013), 61.4% Footpaths (66% 2013) and 56.5% Recreation Areas (78.2% 2013). The indicated movements in compliance reflect the current focus of asset management.

 

d)   NDRRA Program Management

 

To enable Council to better manage the delivery of the program of restoration works to address the damage caused by the 2011 and 2013 Natural Events, AECOM was engaged to establish and resource the Program Management Office (PMO) for this program.

 

One of the key activities (better practice) has been a focus on the timely identification and mitigation of program risks. This program specific risk register forms part of the NDRAA Program Monthly Report which is tabled and discussed at the monthly Infrastructure Restoration and Recovery Taskforce. The NDRRA Program Monthly Report is presented to Council at regular intervals.

 

e)   Business Continuity Plan

 

As an outcome of the Queensland Audit Office review of the 2012-2013 performance of Council, it was identified that the Council did not have an adequate plan in place to address the impact of adverse event(s) on its business operations and as such the service delivery to the Lockyer Valley community.

 

While Council has a whole of community responsibility under the Disaster Management Act 2003 (Amended 2010), Council as the business must ensure that disruptions to its own business operations and service delivery are minimised from business interruption events that cause Council an:

·    Inability to access a Council facility or depot to undertake business activities

·    Loss of staff or inability to access staff.

·    Inability to access information, communication and technology.

·    Loss of/or inability to access information.

·    Loss of utilities that support business operations.

·    Loss of/or access to Council Fleet and/or Plant.

·    Loss of key service provider.

 

A Corporate Plan goal was identified and included in Council’s 2013/14 Operational Plan to develop corporate, business and information systems and processes that support the organisation. To achieve this goal Council has developed a Business Continuity Management Plan to enable the priority business functions to continue operating despite adverse events, which is to be adopted by Council [subject of a separate Council report].

 

The objective of the Business Continuity Management Plan (BCMP) is to establish the Business Continuity Management Team and facilitate the implementation of effective and efficient business continuity strategies and arrangements including:

 

Ø the development, review and assessment of effective business continuity for the business operations of Council, including arrangements for mitigating, preventing, preparing for, responding to and recovering from a business interruption or

Ø the development, implementation and monitoring of priorities for business continuity initiatives within Council.

 

f)    Local Disaster Management Plan

 

Version 4.1 of the Lockyer Valley Local Disaster Management Plan is currently under review by the Local Disaster Management Group.

 

g)   Integrated Performance Reporting

 

One of the key initiatives has been the introduction of Fortnightly operational and project reporting to the Chief Executive Officer (CEO) by Council’s Executive Leadership Team (ELT) and Management Team (MT), which provides the basis for identification of risks/opportunities and agreement on required mitigation actions to address potential and actual risks to Council.

 

Moving forward, Council will work towards continuously improving its risk management practices to ensure;

a)   Successful implementation of a risk management process for Lockyer Valley Regional Council, in accordance with the Australian Standards AS/NZS ISO 312000:2009.

b)   To ensure proper corporate governance surrounding the risk management process.

c)   To ensure that Council’s risk management complements and strengthens strategic organisational planning, particularly the Community, Corporate and Operational Plans. 

d)   To ensure that Council’s risk management processes link with Workplace Health and Safety’s Management System and its accompanying audit tool, (SafePlan)

e)   To ensure that Disaster Management Planning and Community Resilience Building links to all business activities in line with the State Disaster Management Plan, the State Disaster Management Strategic Policy Framework, the Queensland Development Code, the Building Code of Australia and the State Planning Policy 1/103.

 

f)    Training and awareness of the risk management process for all Councillors and staff of Lockyer Valley Regional Council, to the level of involvement required for each position.

g)   Effective ongoing utilisation of the risk management process through all areas of Council – that risk management is not seen as a stand-alone process, but underpins and integrates all activities, performance reporting and decision making of Council.

h)   Ongoing promotion and awareness of the risk management throughout Council.

i)    Actively manage Council’s risk profile to minimise the over-all risk exposure given our service responsibilities and appetite for risk.

j)    To provide a basis for management reviews and audit of the effectiveness and efficiency of treatment plans against pre-determined key performance indicators covering the RM Framework.

k)   To ensure that the risk management process and the risk registers are monitored, reviewed and maintained on a regular basis.

l)    Development and implementation of an effective risk management recording system.

m)  To ensure that the ongoing benefits and milestones achieved as a result of the risk management process are communicated throughout Council.

 

4.         Policy and Legal Implications

 

Section 164 of the Local Government (Financial Planning and Accountability) Regulation 2012 states that Council must keep a “Register” stating the financial risks and the control measures it employs to manage these.

 

Section 175 of the Local Government (Financial Planning and Accountability) Regulation 2012 also requires Council to include in its operational plan statements how it will manage operational risks.

 

5.         Financial and Resource Implications

 

Budget implications will continue to be addressed through existing allocations or through Council’s budget amendment process.

 

Further alignment between Council’s Operational Plan and Budget with Council’s risk management practices are required to fully achieve a systematic risk management to identify and address areas of potential impact to Council’s performance.

 

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

 

Progress on the implementation of Council’s systematic risk management methodology to identify and address areas of potential risk within Council’s operations is reported regularly to the Audit and Risk Management Committee.

 

Fortnightly operational and project reporting to the Chief Executive Officer (CEO) by Council’s Executive Leadership Team (ELT) and Management Team (MT) provides the basis for identification of risk/opportunities and agreement on required mitigation actions to address potential and actual risks to Council.

 

As part of continuously improving Council’s business practices, steps will be taken to more closely align risks raised within the fortnightly CEO reporting, with the Corporate Risk Register, by the establishment of a process to allow for the amendment and updating of the Corporate Risk Register to reflect newly identified risk/opportunities and monitoring of agree actions taken to address Tier 1 and Tier 2 risks.

 

As a further continuous improvement, quarterly performance reporting to Council will be extended to include a quarterly update on the Corporate Risk Register.

 

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.  A key aspect of Council’s performance is the mitigation of potential risks to Council’s underlying capacity to deliver as well as risks within its service provision to the Lockyer Valley community.


Corporate Risk Register

Attachment 1

Draft Corporate Risk Register (June 2014)

 




Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

10.5                                        Business Continuity Management Plan

 

Date:                                      19 June 2014

Author:                                  Anthony Trace, Manager Business Improvement & Program Performance

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

Summary:

 

In accordance with the Disaster Management Act 2003 (as amended 2010), Council has a whole of community responsibility.  However, Lockyer Valley Regional Council as the business, must ensure that disruptions to its own business operations and service delivery are minimised from potential and real business interruption events.

 

The Business Continuity Management Plan (BCP) details the arrangements within Council to plan and coordinate internal capability to ensure and maintain safety of its staff, security of key business resources and delivery of service to its community, prior to, during and after a business interruption event.

 

 

Officer’s Recommendation:

THAT Council adopt the Business Continuity Management Strategic-Governance Policy SG20 and the Draft Business Continuity Management Plan version 1.1 (June 2014).

Further;

THAT Council authorise the Chief Executive Officer to establish the Business Continuity Management Team (BCMT) and manage Council’s Business Continuity Management Arrangements as outlined in the Plan to meet the changing needs of the business and the community.

 

 

RESOLUTION:

THAT Council adopt the Business Continuity Management Strategic-Governance Policy SG20 and the Draft Business Continuity Management Plan version 1.1 (June 2014).

Further;

THAT Council authorise the Chief Executive Officer to establish the Business Continuity Management Team (BCMT) and manage Council’s Business Continuity Management Arrangements as outlined in the Plan to meet the changing needs of the business and the community.

 

Moved By:      Cr Pingel                              Seconded By:     Cr McDonald

Resolution Number: 3481

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

This plan details the arrangements within Council to plan and coordinate internal capability to ensure and maintain safety of its staff, security of key business resources and delivery of services to its community, prior to, during and after a business interruption event.

 

The Business Continuity Management Team (BCMT) will be established to constantly review and update the Council’s business continuity management arrangements that are outlined in this plan and will investigate new initiatives to meet the changing needs of the business and the community, particularly to address the impact to the business of a:

·    Inability to access a Council facility or depot to undertake business activities.

·    Loss of staff or inability to access staff.

·    Inability to access ICT

·    Loss of/or inability to access information

·    Loss of utilities

·    Loss of/or access to fleet and plant

·    Loss of key service provider

 

2.         Background

 

As an outcome of the Queensland Audit Office (QAO) review of the 2012-2013 performance of Council, it was identified that Council did not have an adequate plan in place to address the impact of adverse event(s) in its business operations and as such the service delivery to the Lockyer Valley community.

 

A Corporate Plan Goal was identified and included as part of the 2013/14 Operational Plan to develop corporate, business and information systems and processes that support the organisation.  To achieve this goal Council was to develop a Business Continuity Plan to enable the priority business functions to continue operating despite the adverse events.

 

3.         Report

        

The objective of the Business Continuity Management Plan (BCMP) is to facilitate the implementation of effective and efficient business continuity strategies and arrangements including:

·    the development, review and assessment of effective business continuity for the business operations of Council, including arrangements for mitigating, preventing, preparing for, responding to and recovering from a business interruption.

·    the development, implementation and monitoring of priorities for business continuity within Council.

 

This Plan incorporates the Business Continuity Planning Process of Prevention, Preparedness, Response and Recovery (PPRR) recommended by the Queensland Government and is consistent with the Lockyer Valley Local Disaster Management Plan.

 

 

 

·   Prevention - Risk Management planning to;

Ø Increase adherence to and introduction of systems and regulations that reduce business continuity risks

Ø Investigate and implement (where appropriate) strategies/initiatives to eliminate or reduce the impact of the effects of hazards on the business through the use of the Council’s Risk Management Framework and guidelines.

 

·   Preparedness -  Business Impact Analysis to;

Ø Increase staff safety through awareness, information and education

Ø Encourage an all business areas, all hazards ethos through the workings of the Business Continuity Management Team.

Ø Identify resources to maximise response

Ø Develop and prioritise contingency plans to address response and recovery issues.

Ø Establish and maintain working relationships with disaster management agencies to increase business continuity capability of Council.

 

·   Response – Incident Response planning to;

Ø Efficiently and effectively coordinate the response to a business interruption in conjunction with all business areas of Council and other emergency response agencies where required (commitment to an all-of Council and agencies approach).

Ø Minimise the impact on the Council from business interruption.

Ø Minimise the impact on the community.

 

·   Recovery - Recovery planning to;

Ø Ensure that the recovery priorities of Council are met as part of an all of Council approach, in order to minimise disruption and recovery times to Council business and service delivery to the community.

 

To assist Council in further developing its business continuity ability, the Business Continuity Management Team (BCMT) is a cross functional work group established to constantly review and update the Council’s business continuity management arrangements that are outlined in this plan and investigate new initiatives to meet the changing needs of the business and the community.

 

The functions which the BCMT perform are:

1.    Develop effective business continuity management, and regularly review and assess the business continuity activities within Council.

2.    Help the functional areas of the business to prepare a specific business continuity plan(s) for their areas of operation.

3.    Identify and provide advice to the Local Disaster Management Group (LDMG) about support services required by the Council to facilitate it’s business continuity management and business continuity operations within Council

4.    Ensure that staff are aware of ways of mitigating the adverse effects of an event, and preparing for, responding to and recovering from a business interruption.

5.    Manage business continuity operations within the business under policies and procedures decided by the Council

6.    Provide reports and make recommendations to the Local Disaster Management Group about matters relating to business interruptions and/or disaster operations.

7.    Identify and coordinate the use of resources that may be used for business continuity within Council.

8.    Establish and review communications systems in the team and the business, and with the Local Disaster Management Group for use when a disaster or business interruption happens

9.    Ensure information about a business interruption to council operations is promptly given to the Mayor, Councillors, staff, Local Disaster Management Group and the wider community.

 

This plan is to be reviewed at least once annually and the review is to examine the effectiveness of the plan based on activation, exercise or recommendations from interested parties. Reviews are to be conducted by the Business Continuity Management Team, Audit and Risk Management Committee, Internal Auditor and the Queensland Audit Office.

 

When a review identifies a need to amend the plan such amendments are to be developed by the Business Continuity Management Team and submitted to Council for adoption as soon as possible after the need for amendment has been identified.

 

There will be occurrences, where Council will need to address and balance its priorities as the lead agent of the local disaster management function and that of ensuring the continuity of its own business operations by allocating resources to satisfying both of these functions. As such, the Business Continuity Plan for Council must allow for allocation of resources into the disaster management coordination function, while still enabling the Council to recover and resume its own business functions.

 

Key issues where the dual role impacts are:

•      Local Disaster Coordinator and Business Continuity Coordinator are filled by the CEO, so transfer of BCC responsibility will needs to clearly articulated.

•      Disaster Coordination Centre and Continuity Coordination Centre will need to be in separate locations once Local Disaster Coordination Centre (LDCC) is activated.

 

4.         Policy and Legal Implications

 

The report and recommendations will require the adoption of a new policy, SG-20 Business Continuity Management Policy to enable the Chief Executive Officer to undertake the necessary actions identified within the Business Continuity Management Plan (BCMP).

 

Council as part of its 2012/13 Outstanding Audit Issue committed to complete the plan before June 2014 and have adopted by Council to ensure ongoing compliance with our legislative obligations.

 

5.         Financial and Resource Implications

 

Budget implications will continue to be addressed through existing budget allocations.

 

6.         Delegations/Authorisations

 

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

 

7.         Communication

 

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

 

8.         Conclusion

 

The adoption of the Business Continuity Management Plan, will allow Council to develop a capacity to prepare for, prevent, respond and recover from potential and real business interruption events, by minimising the disruptions to its own business operations.

 

 


Business Continuity Management Plan

Attachment 1

Draft Business Continuity Policy No SG20

 



Business Continuity Management Plan

Attachment 2

Draft Business Continuity Management Plan Version 1.1 (June 2014)

 
































































Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

10.6                                        Community Grants

 

Date:                                      19 June 2014

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

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

Summary:

 

The Community Grants & Assistance Policy and Procedure has been revised to centralise the administration of funding and assistance to the community, to quantify the total amount of funding and assistance provided, and to ensure equity and consistency in Council’s approach,

 

 

Officer’s Recommendation:

THAT Council adopt the amended Community Grants & Assistance Policy and Procedure (June 2014).

 

 

RESOLUTION:

THAT Council adopt the amended Community Grants & Assistance Policy and Procedure (June 2014).

 

Moved By:      Cr Holstein                          Seconded By:     Cr Pingel

Resolution Number: 3482

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

This report presents a revised Community Grants & Assistance Policy and Procedure outlining the process to be followed by the community in obtaining funding and assistance from Council. The Community Grants and Assistance Policy and Procedure will also guide Council in the assessment and provision of funding and assistance to the community to ensure equity and consistency.

 

2.         Background

 

In June 2013, Lockyer Valley Regional Council developed a Community Grants and Assistance Policy and Procedure to administer the funds and assistance provided by Council to the community.

 

The Community Grants and Assistance Policy and Procedure has been well received and has been successfully implemented in 2013/14. However a number of improvements have been identified to how the procedure could be implemented.

 

3.         Report

 

The Community Grants and Assistance Procedure outline’s the grants, donations, fee waivers and in-kind assistance available to eligible community organisations, education providers and individuals; it also describes the process for applying for this assistance from Council.

 

The purpose of developing the procedure has been three fold:

 

·    To quantify the total funding and assistance provided to the community;

·    To identify and rectify any gaps in the current process, and

·    To streamline the process where appropriate.

 

Funding and assistance made available by Council is aimed at building community capacity and/or providing supplementary funding to assist with social, cultural, educational and recreational outcomes that contribute to the development of inclusive and sustainable practices of community groups and individuals throughout the Lockyer Valley.

 

There are twelve categories under which funding or assistance can be provided. These categories have been established to ensure organisations and individuals are able to seek funding from the category appropriate to their project or activity. This allows Council to provide funding and assistance to projects or activities within budget constraints and ensures that the appropriate process is being followed.

 

The following categories of funding and assistance available are:

 

Category 1 – Community Grants Program

Category 2 – Mayoral Donations

Category 3 – Ambassador Support & School Dux Bursary

Category 4 – Regional Significant Events

Category 5 – Event Assistance

Category 6 – Waivers/Reduction of Fees

Category 7 – Rate Rebates and Remissions

Category 8 – School Chaplaincies

Category 9 – Public Halls Assistance

Category 10 – Anzac Day Remembrance

Category 11 – Community Environmental Grants

Category 12 – Community Sporting Complex

 

The following changes have been made to the proposed Community Grants and Assistance Policy and Procedure are:

 

Category 1 - Community Grants Program

 

Assessment Criteria

Applications for funding will be evaluated and assessed against criteria as part of a competitive process.

 

Council will assess applications for funding projects based on their ability to:

 

·    Provide opportunities that strengthen and celebrate our liveable community

·    Provide opportunities for increased participation in community activities

·    Build community pride and a sense of belonging

·    Develop and support partnerships within the community

·    Enhance community capacity

 

Submitting an application does not guarantee that an organisations will be successful in receiving funding. This change was introduced to clarify Council’s intentions when evaluating competing funding applications.

 

Category 6 - Waivers/Reduction of Fees

 

The below changes have been made to improve consistency in the current process for fee waivers.

 

·    Grantham Butter Factory Community Area (not function room) has been added to the list for fee waiver (as discussed at the recent Council workshop).

 

25%

Regular profit based users (minimum of once a month)

Training, meetings, etc

 

·    The above fee waivers will supersede any and all Council resolutions where fee waivers have been implemented for all profit based and not-for-profit based groups/clubs/organisations.

 

·    100% fee waiver is available for up to fifteen (15) consecutive days, if more days are required for the same event than these days will be paid at rate of 50% of the full fees.

 

·    Where alcohol is to be sold directly or as part of the entry fee, full hire fees including the bond will be payable. Exceptions to this can only be made at the discretion of the Chief Executive Officer (an example arose in 2013/14 was the Gatton Show Society thank you night dinner where alcohol was provided and the group requested a 100% fee waiver)

 

. Category 9 – Public Halls Assistance

 

The Council donation has been increased from $1,500 to $1,700.

 

Gatton Senior Citizens Centre has been added to the list for public hall assistance.

 

These changes reflect the additional costs to such halls especially for public liability insurance.

 

Category 11 – Community Environmental Grants

 

This has always been funding that Council offers but now it has been consolidated within the Community Grants and Assistance Policy and Procedure

 

Category 12 – Sport Complex Assistance

 

This is a new category to the procedure. This also is to help consolidate the assistance that Council gives to community groups, who effectively maintain the grounds on behalf of Council.

 

4.         Policy and Legal Implications

 

The Community Grants & Assistance Policy and Procedure complies with the statutory obligations of Local Government Act 2009 and the Lockyer Valley Regional Council Policy Framework.

 

5.         Financial and Resource Implications

 

The 2014/2015 budget will again reflect the amounts provided in the Community Grants & Assistance Procedure

 

6.         Delegations/Authorisations

 

No further delegations are required to manage the issues raised in this report. The Chief Executive Officer and Executive Manager (Governance & Performance) will manage the requirements of these policies in line with existing delegations.

 

7.         Communication

 

Community engagement will be undertaken to inform the relevant organisations and individuals of the changes in relation to community grants and assistance. The Lockyer Valley Regional Council website will again be utilised and the Sports, Recreation and Community Grants Officer will remain the focal point for enquires and coordination of the grants.

The Community Grants & Assistance Policy and Procedure will be added to the Lockyer Valley Regional Council Policy Register and published on the Council website and intranet. Council will look to provide adequate resourcing for the administration of the policy and procedure.

 

8.         Conclusion

 

The Community Grants and Assistance Policy and Procedure has been revised to further enhance its relevance and suitability for the community. Council will look to resource this Policy and Procedure in conjunction with the 2014/15 budget.

 

 

9.         Actions

 

                      1.      Implement Policy and Procedure

                      2.      Load onto website after budget approval

 


Community Grants

Attachment 1

Procedure

 






























Community Grants

Attachment 2

Policy

 




Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

10.7                                        Gatton Squash Club

 

Date:                                      19 June 2014

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

Responsible Officer:           Jason Bradshaw, Executive Manager Governance & Performance

File No:                                  Formal Papers       

 

Summary:

 

Gatton Squash Club would like to operate out of the Gatton Township and are seeking the support of the Lockyer Valley Regional Council to be located in the sport precinct of the current Gatton Showground. The club is also seeking financial contribution for the construction of a new purpose built squash centre.

 

 

Officer’s Recommendation:

THAT Council advise the Gatton Squash Club that Council supports their endeavours to relocate to Gatton and in the longer term would consider a lease of land to the club at the current Gatton Showgrounds;

Further;

THAT Gatton Squash Club be advised that its request for financial support will be considered during Council’s 2015/16 budget deliberation in 2015, and that Council will support the club to obtain external funding. 

 

 

RESOLUTION:

THAT Council advise the Gatton Squash Club that Council supports their endeavours to relocate to Gatton and in the longer term would consider a lease of land to the club at the current Gatton Showgrounds;

Further;

THAT Gatton Squash Club be advised that its request for financial support will be considered during Council’s 2015/16 budget deliberation in 2015, and that Council will support the club to obtain external funding. 

And further;

THAT Council forward correspondence to the Gatton Squash Club advising that prior to the showgrounds being relocated, that any building either constructed or made available within the showgrounds would need to be made available for use during the annual Gatton Agricultural Show.  

 

Moved By:      Cr Friend                              Seconded By:     Cr Holstein

Resolution Number: 3483

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

Lockyer Valley Regional Council has been approached by Gatton Squash Club to supply land at the current Gatton Showgrounds, to provide future funding, and to support the clubs endeavours to obtain external funding. 

 

2.         Background

 

The Gatton Squash Club has been in operation since 1971. It is a not-for-profit organisation that is in a sound financial situation but lacks a true base to call home. The club has been running fixtures at the University of Queensland Gatton Campus (UQ) since 2003. The move was due to an ongoing disagreement between the club and the owners (at that time) of the old squash courts on Spencer Street.

 

At the time the club had a member base of 104 players and the move to UQ was never meant to be a permanent long term arrangement. Currently there is no formal agreement with UQ guaranteeing the club continued access to their facilities.

 

Due, at least in part, to the extra distance to travel to the UQ campus and only having two courts, there has been a significant drop in club members to 36. When the club was situated in Gatton, the schools within the Gatton Township were a major supporter of the squash club and this helped with the recruitment of new junior members. Since moving to UQ the schools no longer offer squash as a school sport.

 

3.         Report

 

Council officers met with members of the Gatton Squash Club in mid-late 2013 on site at the Gatton Showgrounds and identified two locations (attachment 1) which the club and council officers agreed could potentially be a suitable location for new courts.

 

After consultation with Manager Community Facilities, it was considered that until the showgrounds/events precinct has been relocated, the construction of new squash courts would create complications with space allocations for large events such as the Gatton Show.

 

If the club continues to operate out of UQ they believe that their current organisation will not be viable in the long term. Gatton Squash Club have approached Council to help them obtain a lease at the current Gatton Showgrounds The club believes this will help them to increase their membership, especially through the juniors. The schools have verbally indicated to the club that they will again incorporate squash into the school sport program if they relocate.

 

If a lease was obtained the club will then be in a better position to apply for funding opportunities to construct a new purpose built four court squash centre. The club has a quote ($475,000 to construct 4 court squash court with club house, kitchen, and veranda).

 

The club is also seeking assistance from Council to help with financial contribution towards the project. The club has been advised that Council can include them in budget consideration for the 2015-2016 financial year, however Council will not be in a position to fully fund this project.

 

4.         Policy and Legal Implications

 

The location of the future squash courts will need to be consistent with the sports precinct at the existing showgrounds and would need to be programed to follow the relocation of the new showgrounds.

 

5.         Financial and Resource Implications

 

The request will be considered during Council’s 2015/16 budget deliberations in 2015. However it is clear that the club will require a substantial proportion of the funding from sources other than Council.

 

6.         Delegations/Authorisations

 

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

 

7.         Communication

 

Any matter arising from this report that requires further communication will be addressed through existing communication channels.

 

8.         Conclusion

 

Council would consider a lease agreement at the Gatton Showgrounds and consider providing, some future funding. However additional funding sources will need to be identified. Council will assist the club with the endeavours to attract additional funding.

 

 


Gatton Squash Club

Attachment 1

Plan

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

11.0    Organisational Development and Engagement Reports

11.1                                        Community Reference Group

 

Date:                                      18 June 2014

Author:                                  Corrin Bischoff, Major Projects Officer

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

File No:                                  Formal Papers       

 

Summary:

 

The purpose of this report is to seek Council’s approval to amend the Community Reference Group Terms of Reference to allow its use as a community engagement tool for seeking input on a defined project or issue of significance to the community

 

 

Officer’s Recommendation:

THAT Council approves the use of the Community Reference Group as a mechanism for engaging the community on a specific project or issue as determined by Council. 

And further;

THAT Council approves the revised Community Reference Group Terms of Reference to reflect the change in purpose of the Community Reference Group.

 

 

RESOLUTION:

THAT Council acknowledge the work undertaken by the Community Reference Group and formally thank all of the members for their contributions, and recognise the purpose of the group as originally envisaged has been fulfilled, and it is timely for the group in its current form to be discontinued,

Further;

THAT Council approves the use of a Community Reference Group as a mechanism for engaging the community on a specific project or issue as determined by Council. 

 

Moved By:      Cr Milligan                           Seconded By:     Cr McDonald

Resolution Number: 3484

 

CARRIED

7/0

 

Report

 

1.         Introduction

Initially the Community Reference Group was established for the specific purpose of disaster recovery in the wake of the 2011 flood.  Over time the purpose of the Community Reference Group was broadened to include a number of other issues where informing the community or seeking community input was seen as relevant.

 

As it is two years since the first Community Reference Group meeting and to ensure the Community Reference Group is an effective mechanism for engaging the community, it is timely to review the purpose of the group and the corresponding Terms of Reference.

 

2.         Background

The Lockyer Valley Community Reference Group was established in June 2011 to provide the Lockyer Valley Regional Council with advice on matters referred to it in relation to disaster recovery, and to escalate related strategic issues for Council’s consideration.

 

The initial focus of meetings was to inform community representatives of ongoing recovery work and receive their input on how individual communities were progressing. Specific issues raised by community representatives were assigned to Council officers to investigate and respond to in the most appropriate way.

 

Over the past two years the matters presented to the Community Reference Group have broadened outside the disaster recovery purpose as the recovery process moved into the operational phase.

 

In July 2013, Council adopted a Community Engagement Framework for the organisation which outlines the principles of effective community engagement at Lockyer Valley Regional Council.  A community reference group is an engagement tool which can be utilised to address a specific issue or project within the community where consistent face-to-face engagement is of benefit.

 

3.         Report

It is important that community engagement is undertaken in an efficient and effective way that is fit-for-purpose with respect to matter being addressed.  Best practice community engagement is well planned and targeted with specific goals and objectives for the engagement undertaken and the outcome sought.

 

In accordance with the LVRC Community Engagement Framework (July 2013), determining the most appropriate engagement tool should be based on the level of impact of the project or issue and the level of community participation desired. 

 

The use of the community reference group tool for a project or issue is appropriate where a high level of input from the community is desired. 

 

The revised Terms of Reference for the Community Reference Group allows a community reference group to be utilised as a community engagement tool for a specific project or issue, other than disaster recovery.

 

It is envisaged that the Terms of Reference will be adapted to include the specific details for the community reference group being established for example; membership; term of appointment; frequency of meetings and chairperson.

 

4.         Policy and Legal Implications

The matters addressed in this report are consistent with the Community Engagement Policy and Community Engagement Framework July 2013. 

 

5.         Financial and Resource Implications

Budget implications will continue to be addresses through existing allocations.  Projects identified as appropriate for utilising the Community Reference Group engagement mechanism will incorporate costs into the project budget.

 

6.         Delegations/Authorisations

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

 

7.         Communication and Engagement

            The following Councillors, Officers and Organisations were engaged in the preparation of this report:

·    Deputy Mayor

·    Executive Manager Governance & Performance

·    Manager Disaster Management & Community Engagement

·    Fieldworx

 

Updated information regarding the Community Reference Group will be published on Council’s website.

 

8.         Conclusion

This report seeks Council approval to amend the Community Reference Group Terms of Reference to be used as an engagement tool to address a specific project or issue of significance in the region.

 

9.         Action/s

The revised purpose of the Community Reference Group and the revised Terms of Reference is to be updated on the website.

 

 


Community Reference Group

Attachment 1

Draft Terms of Reference

 




Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

Cr Steve Jones left the meeting, the time being 11:38am, the Deputy Mayor assumed the Chair.

 

 

11.2                                        Sport and Recreation Plan

 

Date:                                      19 June 2014

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

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

File No:                                  Formal Papers       

 

Summary:

 

Lockyer Valley Regional Council commissioned ROSS Planning to prepare a whole of region sport and recreation plan.

 

In consultation with key stakeholders groups ROSS Planning prepared a detailed report which as a background is a useful reference document supporting the Sport & Recreation Plan.  The Sport & Recreation Plan has subsequently been drafted in an accessible format for public consultation.

 

 

Officer’s Recommendation:

THAT Council adopt the Lockyer Valley Regional Council Sport and Recreation Plan.

 

 

RESOLUTION:

THAT Council adopt the Lockyer Valley Regional Council Sport and Recreation Plan subject to minor amendments raised at the meeting.

 

Moved By:      Cr Pingel                              Seconded By:     Cr Friend

Resolution Number: 3485

 

CARRIED

6/0

 

Note:               A vote of thanks was also moved in respect of all staff involved in finalising the                  current plan. 

 

 

Report

 

1.         Introduction

 

The purpose of this report is to seek Council’s endorsement for a revised Sport and Recreation Plan. This plan outlines the desired outcomes for each township within the Lockyer Valley, in an easy to understand format.

 

2.         Background

 

The existing sport and recreation plans align with the old local government borders (Gatton and Laidley Shire Councils). The community has seen considerable change since amalgamation and a region wide plan is required. The former Laidley Shire Council sport and recreation plan was completed in 2002 while the Gatton Shire Council Plan was completed in 2006; each was assumed to have a five-year lifespan. In 2012, the Lockyer Valley Regional Council commissioned ROSS Planning to prepare a new sport and recreation plan.

 

Ross Planning undertook considerable community engagement with key sporting groups. Meetings were held in each of the townships and with key sporting groups.  The consultants also carried out detailed background research through Council’s community, corporate and operational plans as well as planning schemes and policies. A Council workshop in 2013 identified the need to conduct further consultation with a number of groups and a revised Lockyer Valley Regional Council Sport and Recreational Plan was drafted.

 

The document ROSS Planning created is a large detailed document.  Whilst too detailed for public consumption it sounded as an excellent foundation for the more accessible, easy to understand Sport and Recreation Plan.

 

3.         Report

 

The new Lockyer Valley Regional Council Sport and Recreation Plan has been drafted from the detailed ROSS Planning document workshopped with Council.

 

This document outlines each township catchment area and what sport and recreation clubs, parks and activities are available in each particular area. This is then summarised in a list of desired outcomes for these catchment areas.

 

The key recommendations of this plan have been categorised into four strategic areas, namely:

 

·    Viability of sport and recreation groups;

·    Council policies, coordination and management arrangements;

·    Maintenance and improvement of existing facilities and programs; and

·    New facilities, programs and initiatives.

 

From the detailed document developed by ROSS Planning Council officers have created a more accessible, easily understood document that was workshopped with the Council and after some minor changes has been drafted as the new Lockyer Valley Regional Council Sport and Recreation Plan.

 

4.         Policy and Legal Implications

 

There are no policy or legal implications associated with this plan

 

5.         Financial and Resource Implications

 

Care has been taken to avoid creating undue community expectations around the future delivery of the sport and recreation recommendation.

The plan recognises the importance of the annual budget process and does not seek to lock in future expectations.

 

6.         Delegations/Authorisations

 

No further delegations are required to manage the issue raised in this report. The Chief Executive Officer and Executive Manager Governance & Performance will manage the requirements of this plan in line with existing delegations.

 

7.         Communication

 

A copy will be printed out for all sport and recreation clubs/groups as well as copies available at Council offices.  The document will be available on the Council website and Councils plan register.

 

8.         Conclusion

 

The proposed Sport and Recreation Plan has been developed through research, stakeholder engagement and Council feedback before being drafted as an accessible, easy to read document for release to the community.

 


Sport and Recreation Plan

Attachment 1

Plan

 




























 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

Cr Steve Jones returned to the meeting, the time being 11:46am and assumed the Chair. 

 

12.0    Corporate and Community Services Reports

12.1                                        Summary of Council Actual Financial Performance vs Budget - 31 May 2014

 

Date:                                      16 June 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 May 2014.

 

 

Officer’s Recommendation:

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

 

 

RESOLUTION:

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

 

Moved By:      Cr Pingel                              Seconded By:     Cr McDonald

Resolution Number: 3486

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

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 provided to Council.

 

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 May 2014.

 

Operating Revenue - Target $86.0 million Actual $77.9 million or 91%

 

At 31 May 2014, overall operating revenue is under the year to date budget.

 

Operating grants and subsidies received equal $38.6 million or 82% of the annual budgeted revenue amount. The majority of these grants relate to Flood Restoration works and with the deadline for the finalisation of the 2011 flood works approaching, a number of claims are waiting Queensland Reconstruction Authority (QRA) approval.  There may be a timing difference between the expected receipts of the grants and when the final acquittals are approved which will further affect the budget for the current financial year.

 

As advised in the Federal Budget package, and confirmed by the Queensland Grants Commission, there will be no advance payment of the 2015 Financial Assistance Grant this year. Approximately $1.3M was estimated to be received in advance so there will be a significant variance at 30 June 2014 for grants and subsidies.

 

The remaining revenue items remain on target and contract works are almost double the budgeted amount.

 

Operating Expenditure - Target $83.3 million Actual $82.6 million or 99%

 

At 31 May 2014, overall operating expenditure for the year to date is on target. The month of April saw $4.4 million expenditure on Recovery related activities with a total of $33.6 million expended for the year to date.

 

Overall employee costs are on target for the year to date, however there remains an imbalance between Infrastructure Recovery activities and the rest of Council. At 31 May, employee costs for the rest of Council was $2.5 million more than budgeted, while it was $2.8 million under budget for Infrastructure Recovery. Within the rest of Council, the major variances to budget are within Customer Services, Parks, and Community Facilities. Although some of the costs within Community Facilities can be transferred to capital, it would appear that most the variances are the result of a misallocation between Recovery and Council when the original budget was developed.

 

Overall goods and services costs are on target, but as with employee costs, there is an imbalance between Infrastructure Recovery and the rest of Council. At 31 May, goods and services for the rest of Council was $1.2 million more than budgeted while it was $1.8 million under budget for Infrastructure Recovery.

 

In developing the 2013/14 budget it is likely that the amount of day labour works (labour and materials) under Infrastructure Recovery was overestimated which has caused the imbalance. Further investigations are required to determine the potential impact on Council’s operating surplus at the end of the year.

 

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 $7.9 million Actual $8.2 million or 104%

 

Overall capital grants and subsidies revenue is above the budget for the year to date with $8.2 million received to date. However the timing of capital grants and subsidies remains largely dependent upon the completion of the annual capital works program.

 

Capital Expenditure – Target $31.1 million Actual $17.2 million or 55%

 

To 31 May 2014, Council has expended $17.2 million on its capital works program with a further $10.3 million in committed costs for works currently in progress.

 

The main expenditures are $10.4 million in Corporate and Community Services with a further $4.5 million within Infrastructure, Works and Services. The capital expenditure includes $5.0 million on the Gatton Aquatic Centre, $3.1 million on roads and streets, $1.6 million on the plant replacement program, $1.5 million on information technology, $0.5 million on waste disposal and $0.4 million on the Gatton SES Building.

 

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 financial results remain largely dependent upon 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 have been incurred throughout the 2014 financial year and due to the fluctuating nature of this income and expenditure, there is a risk that budget targets may not be achieved. The allocation of costs to the Infrastructure Recovery program is being monitored to ensure that all applicable expenditure is accounted for in the correct cost centre.

 

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.

 

However, the imbalance of actuals to budget between the Infrastructure Recovery program and the rest of Council will impact on Council’s end of year financial result and the ability to fund any anticipated operational and capital carry-over works.

 

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 May, overall Council appears to be on target to meet its budgeted outcomes; however, an imbalance has occurred between Infrastructure Recovery and the rest of Council which requires further investigation. This imbalance may affect Council’s ability to fund anticipated carry-over works.

 

9.         Action/s

No further action required.

 

 


Summary of Council Actual Financial Performance vs Budget - 31 May 2014

Attachment 1

Actual vs Budget

 





Summary of Council Actual Financial Performance vs Budget - 31 May 2014

Attachment 2

Graphs

 






Summary of Council Actual Financial Performance vs Budget - 31 May 2014

Attachment 3

Capital Works

 






Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

12.2                                        Grantham Butter Factory Update

 

Date:                                      16 June 2014

Author:                                  David Lewis, Group Manager Corporate & Community Services

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

File No:                                  Formal Papers       

 

Summary:

Following a successful partnership between the Toowoomba South Rotary Club and Council, in early 2014 the Grantham Butter Factory was formally handed over to Council.  The facility incorporates both formal and community meeting rooms and a commercial kitchen for use by the citizens of the Lockyer Valley.

 

Subsequent to the transmission of the Grantham Butter Factory from the Toowoomba Rotary Club to Council, a number of issues have arisen in relation to the ongoing operations of the centre that now require Council direction.

 

These issues were discussed and agreed with Council at a workshop in May 2014.

 

 

Officer’s Recommendation:

THAT Council resolves in relation to the Grantham Butter Factory to:

a)    Name the formal meeting room the Jamieson Room after Charles Jamieson who at the age of 20 years was the first chairman of the board established to run the factory;

b)   Name the community room the Larsen Room after Peter Larsen as it was he who  called together a few dairymen with the idea of starting a farmers’ co-operative butter factory; and

c)    Amend Council 2014/2015 fees and charges to reflect the independent hire of the Grantham Butter Factory’s commercial kitchen as outlined in this report.

 

 

RESOLUTION:

THAT Council resolves in relation to the Grantham Butter Factory to:

a)    Name the formal meeting room the Jamieson Room after Charles Jamieson who at the age of 20 years was the first chairman of the board established to run the factory;

b)   Name the community room the Larsen Room after Peter Larsen as it was he who  called together a few dairymen with the idea of starting a farmers’ co-operative butter factory; and

c)    Amend Council 2014/2015 fees and charges to reflect the independent hire of the Grantham Butter Factory’s commercial kitchen as outlined in this report.

 

Moved By:      Cr Holstein                          Seconded By:     Cr Friend

Resolution Number: 3487

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

Following a successful partnership between the Toowoomba South Rotary Club and Council, in early 2014 the Grantham Butter Factory was formally handed over to Council.  The facility incorporates both formal and community meeting rooms and a commercial kitchen for use by the citizens of the Lockyer Valley.

 

2.         Background

 

Following the January 2011 natural disaster, many community based organisations, companies and individuals had a desire to facilitate the rebuilding of the Grantham and wider Lockyer Valley Communities through the completion of various projects, with one of the major projects being the redevelopment of the Grantham Butter Factory as a community asset.

 

3.         Report

 

Subsequent to the transmission of the Grantham Butter Factory from the Toowoomba Rotary Club to Council, a number of issues have arisen in relation to the ongoing operations of the centre that now require Council direction.

 

These issues which were discussed and agreed with Council at a workshop in May 2014 follow.

 

Naming Rights

The following are the suggested names for the two formal rooms of the Grantham Butter Factory.

 

The formal or front room to be named the Jamieson Room after Charles Jamieson who at the age of 20 years was the first chairman of the board established to run the factory. He was the chairman and director of Queensland Co-operative Dairy Association for 30 years. He was the president of the Australian Dairy Farmers Federation and the Queensland Dairy Farmers Organisation. He was also a member of the Commonwealth Productions Cost Tribunal and the Commonwealth Dairy Produce Export Board.

 

The community room to be named the Larsen Room after Peter Larsen as it was he who called together a few dairymen with the idea of starting a farmers’ co-operative butter factory.  The Queensland Farmers’ Co-operative Association (later Queensland’s Dairy Farmers’ Co-operative Association) subsequently opened a butter factory in Grantham in June 1907.

 

Acceptable Bookings

Council is to retain control of the Grantham Community centre and issue keys on an “as needs” basis to both formal hirers and community users of the facility.

 

Bookings similar to those taken at Council’s other premium venues are to be accepted at the Grantham Butter Factory.  However, the formal room is not for adhoc community use and where bookings are for 18th or 21st birthday parties or the like, the event organiser must register their party with Party Safe through the Queensland Police Service with additional security to also be provided based upon the envisaged number of attendees.  This requirement is also to apply to all of Council’s premium venues.

 

Commercial Kitchen Hire

To facilitate the ongoing development of the region’s commercial caters, Council will allow the hire of the Grantham Butter Factory’s commercial kitchen with a minimum charge of $100 plus cleaning costs per half day (up to 4 hours) with $150 plus cleaning costs per full day (over 4 hours).

 

Hirers of the Grantham Butter Factory commercial kitchen are to maintain appropriate insurances and indemnify Council against any loss.  Any booking of the facility is also to have preference over kitchen only bookings.

 

Capital Works

Over the 2014/2015 and 2015/2016 further capital works will be budgeted for to rectify some existing minor workplace, health and safety issues at the Grantham Butter Factory.

 

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.

 

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 requirements in line with existing delegations.

 

7.         Communication and Engagement

 

A communication strategy will be developed to coordinate the formal naming of the two rooms at the Grantham Butter Factory.

 

8.         Conclusion

 

The formal adoption of Council agreements in relation to the Grantham Butter Factory particularly the naming of the venues formal rooms, clarification of usage agreements and Council’s 2014/2015 fees and charges will facilitate the ongoing operation of the Grantham Butter Factory as one of Council’s premium venues.

 

9.         Action/s

Undertake a formal naming ceremony of the two function rooms at the Grantham Butter Factory.

Council’s fees and charges for 2014/2015 be updated to reflect new charges for the Grantham Butter Factory commercial kitchen.

The Customer Services and Community Facilities Branches are briefed on new security requirements in relation to Council’s premium venues.


 Cr Peter Friend left the meeting, the time being 11:53am

Cr Peter Friend returned to the meeting, the time being 11:59am

 

12.3                                        Changes to Fire Ant Restricted Area - June 2014

 

Date:                                      16 June 2014

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

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

File No:                                  Formal Papers       

 

Summary:

 

This report provides Council details of changes to the Fire Ant Restricted Area and an update of actions taken by Biosecurity Queensland to control fire ants within the Lockyer Valley Regional Council area.

 

 

Officer’s Recommendation:

THAT Council receives and note this report and the important partnership between Biosecurity Queensland and Council and the actions taken in controlling Fire Ants within the Lockyer Valley Regional Council area.

 

 

RESOLUTION:

THAT Council receives and note this report and the important partnership between Biosecurity Queensland and Council and the actions taken in controlling Fire Ants within the Lockyer Valley Regional Council area.

Further;

THAT Council forward correspondence to Mr Ian Rickuss MP, Member for Lockyer and Mr Hon Dr John McVeigh MP, Minister for Agriculture, Fisheries and Forestry requesting a meeting with Council to discuss the current measures in place to protect the prime agricultural land in the Lockyer Valley from the infestation of fire ants;

And further;

THAT Council forward correspondence to Biosecurity Queensland inviting a representative from Biosecurity to attend a Council Workshop to discuss the current fire ant situation in the Lockyer Valley. 

 

Moved By:      Cr Pingel                              Seconded By:     Cr Milligan

Resolution Number: 3488

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

This report provides an update of actions taken by Biosecurity Queensland to control the spread of fire ants within the Lockyer Valley for Council’s information.

 

2.         Background

 

In accordance with the Pest Management Plan (PMP), adopted by Council in April 2013, and pursuant to the Plant Protection Act 1989, (the Act), landholders must report suspected sightings of fire ants on their property to Biosecurity Queensland.

 

Biosecurity Queensland is responsible to raise public awareness of the impacts of fire ants and their possible damage to our environment, our outdoor lifestyle and the agriculture and tourism industries. Lockyer Valley Regional Council supports Biosecurity Queensland in this role by ensuring field staff is trained in the observation of Fire Ant activities.

 

3.         Report

 

Fire Ants are declared a notifiable pest under the Plant Protection Act 1989 and landholders must report suspect sightings of fire ants on their property to Biosecurity Queensland. The National Red Imported Fire Ant Eradication Program has made significant progress in controlling fire ants. Surveillance is ongoing, and treatment and containment measures are continuing in areas of South East Queensland where the ants have been detected.

 

Council adopted its Pest Management Plan 2013 - 2017 (PMP) in April 2013, which requires landholders to report suspected sightings on their property to Biosecurity Queensland. The PMP also requires that Council provide a supporting role to Biosecurity Queensland in the control of fire ants.

 

In the implementation of this strategy Biosecurity Queensland recently held two training sessions targeted at the hay industry in Forest Hill and Glenore Grove with approximately 100 people in total attendance.

 

Changes to Fire Ant Restricted Area

In the financial year (2013-2014), 21 colony points have been detected in the suburbs of Plainland, Laidley Heights, Glen Cairn, Summerholm and Forest Hill (attached map). The actual total area of infestation is 13.4ha for the 2013 -14 financial year and this area includes a 50 metre buffer zone around each active fire ant colony point.

 

Recent changes to the Red Imported Fire Ant Restricted Area occurred on 31 May 2014 and include the areas of Glen Cairn and Laidley that moved from a low risk restricted area to a high risk restricted area and Laidley South as a new addition to the low risk restricted area.

 

This will mean that landholders and persons handling high-risk materials in the ‘high risk’ areas will be required to ensure that they follow approved management practices. Restricted items include pot plants, soil, baled hay, straw and animal manure. Materials may be treated or an inspector’s approval obtained prior to removal.

Requirements for commercial operators in the high risk restricted area - movement of restricted items require an Approved Risk Management Plan or an Inspector’s Approval to move these items off a property.

Requirement for residents in the high risk restricted area include several options when moving restricted items off their property.  These options include:

 

1.         Moving the items to a local waste facility

2.         Treatment of the items

3.         Seeking approval from an inspector.

 

Biosecurity Queensland report that all detections of fire ants in the Lockyer Valley Regional Council area were monogyne (single queen) which means that they most likely arrived by flight (although in a few cases, hay movement was suspected). Genetic analysis shows that all of the fire ants detected in the Lockyer have derived from the western population of fire ants, specifically from Amberley – probably in a number of flight ‘jumps’ over the years.

 

Relatedness testing has been carried out on all samples from the area and in some cases the parent nest has been identified, e.g. the Mulgowie sample originated from a colony in Grandchester and one of the Forest Hill colonies was related to a Plainlands nest.

 

Biodiversity Queensland has also advised that treatment of infestations in the Lockyer Valley Regional Council area are often be more difficult than for urban areas because of cultivation practices.

Fire ant impacts in the USA

The United States Department of Agriculture reports that fire ants cost the USA $7 billion each year in control, damage repair and medical care. Impacts on Agricultural production recorded in the USA include: Corn - 65% reduction in Yield in Mississippi, Sunflower - 40-50% loss of crop in Texas and Grain Sorghum - 20% reduction in yield in Arkansas.

Lockyer Valley Regional Council Actions

The following actions have been undertaken by Council in the implementation of its Pest Management Plan.

·      Liaison with Biosecurity Queensland and the provision of regular updates and media statements.

·      Information received from Biosecurity Queensland (e.g. latest positive detection in LVRC) is distributed to all Infrastructure, Works and Services officers and discussed at Toolbox Talks and Foreman’s meetings.

·      GIS are alerted of changes to restricted areas for updating MapInfo.

·      Updated restricted areas maps are distributed to all crews and discussions are held on movement controls within the high and low risk restricted areas.

·      85% of Infrastructure, Works and Services officers have been trained.

·      Infrastructure, Works and Services crews are completing relevant paperwork for the purchase, movement, surveillance and clean down for all high risk materials and these documents are being captured within ECM.

 

Engaging the Lockyer Valley Community

Biosecurity Queensland report that they have made over 390,000 contacts with residents and businesses within the Lockyer Valley Regional Council area for the year 2013-14. These engagement activities include industry training, fire ant displays, electronic road signage including vehicle numbers, media and advertising reader circulation figures, direct mail notifying residents of aerial surveillance and restricted area changes, the ‘Aka fire ant tracker’ school education program, and through local businesses distributing materials to their communities.

 

A community engagement officer and an inspector have also been engaging farmers ‘face to face’ in the Lockyer Valley to explain fire ant impacts and ensure risk mitigation measures are implemented.

 

An engagement plan is being developed by Biosecurity Queensland, with the assistance of Council, to organise a number of “on-farm” training events for locals including the Mayor and Councillors to view a live nest and a direct nest injection program.

 

4.         Policy and Legal Implications

 

The actions taken in the control of Fire ants satisfies the following Plans:

 

The Corporate Plan 2012 – 2017; Working together to enhance and protect our environment. Under the heading “Lockyer Nature” the plan requires that Council will develop and implement pest management policies, strategies and guidelines.

 

The Operational Plan 2013 - 2014; ‘Lockyer farming’ Requires Council to develop policies and strategies and guidelines to regulate environmental functions to control pests. Implementation of the Pest Management Plan satisfies this strategy.

 

The Pest Management Plan 2013 - 2017: Requires Council to raise awareness of the impacts of fire ants and strategies for their management.

 

5.         Financial and Resource Implications

 

Budget implications will continue to 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 officers continue to liaise closely with officers from of Biosecurity Queensland and investigate and report all fire ant sightings to Biosecurity Queensland for further action as required. This strategy also assists in the enhancement of community awareness in relation to the declared pest.

 

The importance of this issue cannot be understated and it is critical that Council and Biosecurity Queensland continue working in partnership to engage the Lockyer Valley Community.

 

9.         Action/s

 

There are no officer actions associated with this report.

 

 


Changes to Fire Ant Restricted Area - June 2014

Attachment 1

Map

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

13.0    Planning and Development Services Reports

13.1                                        Regional Harvest Promotional Stand at Brisbane Ekka 2014

 

Date:                                      17 June 2014

Author:                                  Jason Harm, Manager Regional Development

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

File No:                                  Formal Papers       

 

Summary:

 

Following on the success of the Sydney Royal Easter Show in April 2014, it is proposed that Lockyer Valley Regional Council (LVRC) continue to promote the Lockyer Valley region at the Brisbane Ekka.

 

The proposed Ekka stand will be of the same size and shape as the Easter show stand and will include popular elements such as the running tractor and vegetable walls.

 

 

Officer’s Recommendation:

THAT Council endorse a presence at the Brisbane Ekka to promote the Lockyer Valley region as proposed.

 

 

RESOLUTION:

THAT Council endorse a presence at the Brisbane EKKA 2014 to promote the Lockyer Valley region, and that all Councillors be requested to attend the stand for a day each during the course of the EKKA. 

 

Moved By:      Cr Holstein                          Seconded By:     Cr Milligan

Resolution Number: 3489

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

In 2012, Council had a stand at the Ekka with some strong results in raising awareness of the region, activities on offer and regionally significant events held throughout the year.  The increased space booked in 2013 allowed us to make a greater impression with some very positive feedback received from the RNA and Ekka organisers on the professional approach and level of customer service delivered.

 

The Ekka attracts an audience of more than 400,000 with 76.8% from Brisbane, 18.7% from within Qld, 3.4% interstate and 1.1% overseas visitors.  With just under 10 million website views, the Ekka has the capacity to generate an extremely high level of brand exposure for the region.

 

2.         Background

 

In 2012, Council booked a stand at the Ekka for the first time with some strong results in raising awareness of the region, activities on offer and regionally significant events held throughout the year.

 

In 2013, Council promoted from a 12m x 4m site with great success.  The stand included promotion of the Qld Transport Museum, accommodation, activities and experiences, fresh produce, events and lifestyle.  The stand was manned by a mix of volunteers, operators, producers and staff.  ‘Taste of the Lockyer’ sample bags were sold, Tourism Guides distributed and fresh produce given away to promote the region.  The larger site allowed us to make a greater impression with some very positive feedback received from the RNA and Ekka organisers on the professional approach and level of customer service delivered.

 

3.         Report

 

This year, the Ekka runs from Friday 8 – Sunday 17 August.  As part of an initiative put forward at the Council of Mayors (SEQ) Rural Futures meeting by Alison Alexander and Angus Adnam from the RNA, Council has the opportunity for a shared site with Southern Downs and Scenic Rim Regional Councils.  The suggestion is that each Council has their own equal space, with an overarching brand incorporated to tie the three together, agreed to be ‘Regional Harvest’.  The three Councils were selected because of their regions ‘foodie’ strategies with the aim to enhance the overall outcomes and exposure.

 

This would be the first foray combined stand into trade shows for Scenic Rim, Southern Downs and Lockyer Valley.  The site assigned is 19.5m x 5.5m.  The planning committee has agreed to LVRC taking an 8m x 4m space, with an 8m x 1.5m storage area built at the rear of the allocation.  Southern Downs and Scenic Rim Councils would each have a 5.75m x 5.5m site which equates to the same size display area.

 

The fruiterer’s truck currently being restored by Council and the Lockyer Valley Community Activities Shed will feature at the entry to the pavilion, laden with produce from each of the regions, showcasing the Lockyer Valley Food Brand as well as the Regional Harvest brand from the Ekka stand and Harvest Café.

 

The RNA has advised that the site we occupied last year is no longer available as it has been allocated to agricultural displays.  The shared regional site is directly behind the site held in 2013.  There will be a close link with the café in the pavilion, with it selling produce grown in all of the three regions, featuring a menu designed to incorporate the produce and branding that captures that of the stand – Regional Harvest.  There will be a full program on the stage beside the café with sessions of either 45mins or 30mins duration.  These can be used to promote each region with food and/or wine demonstrations, guest presenters, music etc.  Lockyer Valley’s Food Ambassador Alastair McLeod will do cooking demonstrations on the stage along with Maq Radebe from the Lockyer Valley Cultural Centre.  Other stage sessions may include “Meet the Farmer” with Rob Bauer and/or other willing farmers/presenters from the region who have the ability to affectively convey their story, and a jazz musician from Porters Plainland.

 

4.         Policy and Legal Implications

 

This report and recommendations align with Council’s Operational Plan.

 

5.         Financial and Resource Implications

 

Adoption of the recommendations contained in this report will be managed through the 2013/14 and 2014/15 financial year budget.

 

6.         Delegations/Authorisations

 

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

 

7.         Communication

 

A marketing plan will be generated to take full advantage of the Ekka media opportunities to increase exposure of our regions brand.  The link to the Harvest Café on site is an integral component of the stand and will give us continued exposure throughout the duration of the show.  Along with stage time, this is expected to attract patrons to the stand for further information.

 

The Media Launch of the Ekka will be held on Thursday 17 July and the restored fruiterer’s truck will be the highlight at the launch, and will then move across to Southbank on the Friday 18 July for Regional Flavours.

 

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

 

8.         Conclusion

 

The recommendations of this report will allow Council to continue delivering the strategy for trade shows and rollout of the Tourism Destination Plan 2013 – 2019 previously adopted by Council.

 

9.         Action/s

 

The next step will be to confirm the bookings being tentatively on our behalf by RNA.  Continued planning meetings will be held with the Regional Councils and we will move forward with allocation of resources to manage both sites.

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

13.2                                        Sydney Royal Easter Show 2015

 

Date:                                      17 June 2014

Author:                                  Jason Harm, Manager Regional Development

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

File No:                                  Formal Papers       

 

Summary:

 

This report proposes to proceed with booking an exhibitor site at the 2015 Sydney Royal Easter Show to meet the shows upcoming booking deadline of 20 June 2014.  Identify the benefits of returning for a second year of promotion in the Sydney market.  A proposed budget is also being flagged for consideration of $75,000.

 

 

Officer’s Recommendation:

THAT Council endorses applying and booking a 12m x 3m site in the Garden & Lifestyle pavilion at the Sydney Royal Easter Show in 2015.

 

 

RESOLUTION:

THAT Council endorses applying and booking a 12m x 3m site in the Garden & Lifestyle pavilion at the Sydney Royal Easter Show in 2015.

 

Moved By:      Cr McDonald                       Seconded By:     Cr Holstein

Resolution Number: 3490

 

CARRIED

7/0

 

Report

 

1.       Introduction

 

At the 2014 Sydney Royal Easter Show, a successful promotional campaign was delivered by Council with an estimated Return on Investment (ROI) of over 12 times.  A second visit to Sydney is proposed to leverage Council’s initial investment in promotional materials and infrastructure developed for the 2014 Sydney Royal Easter Show.  A second visit to the Sydney Royal Easter Show it is anticipated will allow Lockyer Valley Regional Council to capitalise on its success at this year’s show and on media generated as a result.

 

Similar audiences will be targeted at the winter migration of southern visitors to Queensland to plan their trip to include a stopover at the Lockyer Valley.  The second target will be to raise Sydney-siders awareness of the commencement of Lockyer Valley winter/spring seasonal produce entering their markets.

 

2.       Background

 

Following the successful regional promotional campaigns at the Brisbane Ekka and other trade shows Council has adopted a strategy focused on high volume critical mass markets like the Sydney Royal Easter Show to achieve greater exposure and look to realise a higher Return on Investment.

 

The strategy for 2015 is to deliver a similar outcome to this year’s Sydney Royal Easter Show campaign.

 

The promotional model developed in 2014 worked well involving Council staff, elected members, community and operators in a joint campaign working together on the stand promoting the region.

There will be an opportunity to refine how we deliver the event using the learnings from 2014.

 

The same evaluation model identified below will be used:

 

·        The number of the Lockyer Valley destination guides which are our primary source of collateral for external markets that are distributed throughout the campaign;

·        Media through all channels;

·        Business leads and introductions; and

·        Entries into a competition on the trade show stand.

 

3.       Report

 

The Sydney Royal Easter Show will be the main interstate targeted campaign for the Lockyer Valley Regional Council for 2015.  The 14 day period over the Easter holidays can be difficult to staff however with commitment from a number of parties we may be able to gain the same savings and efficiencies that were achieved in the 2014 delivery.

 

Booking deadline is 20 June 2014 for the 2015 Sydney Royal Easter Show.  Council has submitted an expression of interest for a 12m x 3m stand; the same dimensions and location as the 2014 stand in the Garden and Lifestyle pavilion.

 

The final notification from the Sydney Royal Easter Show committee of our successful or not application is approximately November each year.

 

It would be recommended that the focus for 2015 be solely on the trade stand therefore limiting resources require and refining cost base.  Other components of the campaign such as the road show, producer’s dinner and discovery tour undertaken for the 2014 show will not be replicated in 2015.

 

Council will focus directly on the exhibition stand at the show and leverage off of last year’s media that was generated.

 

4.       Policy and Legal Implications

 

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

 

5.       Financial and Resource Implications

 

That a provision of 75,000 be made in the 2014/15 budget inclusive of the estimated 20,000 booking fee.

 

6.       Delegations/Authorisations

 

No further delegations are required to manage the issues raised in this report.  The Chief Executive Officer will manage the requirements in line with existing delegations.

 

7.       Communication

 

The communication and media plan will be developed in the future.

 

8.       Conclusion

 

The Sydney Royal Easter Show campaign in 2014 has delivered Council’s expectations in raising awareness of the Lockyer Valley region.  The Return on Investment was calculated in excess of 12 times over the initial investment through endorsement media value and other distribution channels.  Due to the overwhelming success of the 2014 campaign and the significant investment, it would be beneficial to leverage the results across a two year period and therefore attend the Sydney Royal Easter Show in 2015.

 

9.       Action/s

 

The regional development team commence scoping for a second campaign to the Sydney Royal Easter Show 2015 including appointed elected members to the planning group.

 

Make the application for booking the 2015 exhibition site at and approximant cost of 20k at the Sydney Royal Ester Show.

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

13.3                                        Road Name Application - Maddison Ridge Development, Plainland

 

Date:                                      18 June 2014

Author:                                  Ebonie Kammholz, Administration Officer

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

File No:                                  Formal Papers       

 

Summary:

 

This report seeks Council’s endorsement to name streets within the residential subdivision located at 4364-4366 Warrego Highway and Gehrke Road, Plainland.

 

 

Officer’s Recommendation:

THAT Council resolves to approve the following road names as shown on detailed plan BRSS3620.000053 REV C and dated 1 August 2013:

Road 1: Paroo Street

Road 2: Edgerton Drive (extension of existing road)

Road 3: Burdekin Street

Road 4: Endeavour Way

Road 5: Hastings Avenue

Road 6: Richmond Terrace

Road 7: Culgoa Drive

Road 8: Flinders Court

Road 9: Clarence Place

Road 10: Shoalhaven Street

Road 11: Barwon Street

Road 12: Georgina Street

Road 13: Gascoyne Street

 

 

RESOLUTION:

THAT Council resolves to approve the following road names as shown on detailed plan BRSS3620.000053 REV C and dated 1 August 2013:

Road 1: Paroo Street

Road 2: Edgerton Drive (extension of existing road)

Road 3: Burdekin Street

Road 4: Endeavour Way

Road 5: Hastings Avenue

Road 6: Richmond Terrace

Road 7: Culgoa Drive

Road 8: Flinders Court

Road 9: Clarence Place

Road 10: Shoalhaven Street

Road 11: Barwon Street

Road 12: Georgina Street

Road 13: Gascoyne Street

 

Moved By:      Cr McDonald                       Seconded By:     Cr Holstein

Resolution Number: 3491

 

CARRIED

7/0

 

Report

 

1.         Introduction

 

This report refers to a request to name 13 streets contained within a subdivision at 4364-4366 Warrego Highway and Gehrke Road, Plainland (DA2012/0019).

 

2.         Background

 

On 29 May 2014 council received a letter and detailed plan showing the proposed road names. Suggestions were made to the applicant to change some road names from those that already exist in the Lockyer Valley Regional Council area and an amended letter and plan was supplied on 12 June 2014.

 

3.         Report

 

The applicant has provided the following suggested street names derived from the names of rivers across Australia with the exception of road two, which maintains the name of the existing road.

 

The applicant originally requested Lachlan and Naomi (for road numbers 11 and 12) as proposed names, but after a search of Council’s assets register revealed they were both found to be in use already. The applicant agreed to change the names to Barwon and Georgina.

 

The applicant also requested road three be named Maddison, however Council officers recommended changing the name as it is the name of the development. The applicant agreed to change the name of road three to Burdekin Street.

 

4.         Policy and Legal Implications

 

The suggested road names do not exist within the former Gatton or Laidley Shires areas and are not in conflict with the former Gatton ‘Naming of Roads Policy’ or ASNZ Standard 4819:2011.

 

5.         Financial and Resource Implications

 

Budget implications will continue to be addressed through existing allocations.

 

6.         Delegations/Authorisations

 

Council officers do not have delegated authority to rename roads.

 

7.         Communication

 

Council will notify the Department of Natural Resources and Mines electronically and will inform the applicant by post of the outcome.

 

8.         Conclusion

 

Council officers have assessed the request and believe the suggestions are in keeping with the policy pertaining to road naming with the Lockyer Valley Regional Council.

 

9.         Action/s

 

THAT Council resolves to approve the following road names as shown on detailed plan BRSS3620.000053 REV C and dated 1 August 2013:

 

Road 1: Paroo Street

Road 2: Edgerton Drive (extension of existing road)

Road 3: Burdekin Street

Road 4: Endeavour Way

Road 5: Hastings Avenue

Road 6: Richmond Terrace

Road 7: Culgoa Drive

Road 8: Flinders Court

Road 9: Clarence Place

Road 10: Shoalhaven Street

Road 11: Barwon Street

Road 12: Georgina Street

Road 13: Gascoyne Street

 

 


Road Name Application - Maddison Ridge Development, Plainland

Attachment 1

Plan

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

13.4                                        Development Application for Material Change of Use for Intensive Animal Husbandry (Poultry Farm) on Lot 1 M33869, located at 9-11 Moon Road, Blenheim

 

Date:                                      18 June 2014

Author:                                  Tanya Herberich, Assistant Planning Officer

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

File No:                                  Formal Papers       

 

Summary:

 

The application for Material Change of Use for Intensive Animal Husbandry (Poultry Farm) on land described as Lot 1 M33869 located at 9 – 11 Moon Road, Blenheim is to be approved subject to conditions.

 

 

Officer’s Recommendation:

THAT Council resolves to approve a Development Permit for Material Change of Use for Intensive Animal Industry (Poultry Farm) on land described as Lot 1 M33869, located at 9 – 11 Moon Road, Blenheim, in accordance with the following conditions;

1.   The site must be developed generally in accordance with the Site plan submitted as additional information to DSDIP prepared by Clive and Erica Clarke received           23 April 2014.

2.   This approval for Intensive Animal Husbandry (Poultry Farm) to accommodate up to 200,000 birds in a total of seven sheds.

3.   The developer is to pay Infrastructure Charges for the proposed development in accordance with the LVRC Adopted infrastructure charges resolution prior to the commencement of use of the additional sheds.  Council will issue an Infrastructure Charges Notice. These charges are required to be paid prior to commencement of use.

4.   All internal access roads, parking and manoeuvring areas must be maintained to a minimum gravel road base standard.

5.   Proposed sheds are to be a maximum height of 10m as required by the Building Dimensions Code of the Laidley Shire Planning Scheme.

 

 

RESOLUTION:

THAT Council resolves to approve a Development Permit for Material Change of Use for Intensive Animal Industry (Poultry Farm) on land described as Lot 1 M33869, located at 9 – 11 Moon Road, Blenheim, in accordance with the following conditions;

1.   The site must be developed generally in accordance with the Site plan submitted as additional information to DSDIP prepared by Clive and Erica Clarke received           23 April 2014.

2.   This approval for Intensive Animal Husbandry (Poultry Farm) to accommodate up to 200,000 birds in a total of seven sheds.

3.   The developer is to pay Infrastructure Charges for the proposed development in accordance with the LVRC Adopted infrastructure charges resolution prior to the commencement of use of the additional sheds.  Council will issue an Infrastructure Charges Notice. These charges are required to be paid prior to commencement of use.

4.   All internal access roads, parking and manoeuvring areas must be maintained to a minimum gravel road base standard.

5.   Proposed sheds are to be a maximum height of 10m as required by the Building Dimensions Code of the Laidley Shire Planning Scheme.

 

Moved By:      Cr Pingel                              Seconded By:     Cr Friend

Resolution Number: 3492

 

CARRIED

7/0

 

Report

 

1.      Introduction

 

This report recommends that Council approve with conditions the application by Clive and Erica Clarke for Intensive Animal Husbandry (Poultry Farm) at 9 -11 Moon Road, Blenheim.

 

2.      Background

 

The site currently operates under an existing Town Planning Consent approval for a Poultry Farm issued by Laidley Shire Council (LSC) on 2 June 1975, an approval for Environmentally Relevant Activity No. 4 for Poultry Farms (>200,000 birds) issued by the Lockyer Valley Regional Council on 15 December 2010 and an Environmentally Relevant Activity permit issued by the Department of Agriculture, Fisheries and Forestry (DAFF) dated 14 November 2013. These approvals together permit the premises to operate up to a capacity of 200,000 birds but restrict operations to five sheds. 

 

3.      Report

 

3.1    Subject Land

 

The subject land is located on the corner of Moon and Bein Roads in Blenheim, approximately 8km from Laidley.  It has an area of 52.7744ha and slopes towards north east. The subject site currently contains two dwellings, poultry farm, cattle grazing area and three dams.  It is zoned Rural Landscape and Rural Agricultural Land under the Laidley Shire Council Planning Scheme 2003.  A poultry farm has operated on the land for almost 40 years.  The subject land is located within a rural area and the closest residences not associated with the poultry farm are located 510m, 730m and 1000m from the proposed location of the two additional sheds.

 

 

The above shows the location of the existing poultry farm in rural area of Blenheim.

 

3.2    Proposal

 

The applicant seeks development approval for Intensive Animal Husbandry for a Poultry Farm to develop two additional sheds bringing the total number of sheds to seven.  This application will bring the planning approval into alignment within the ERA approvals issued by Lockyer Valley Regional Council in December 2010 and DAFF in November 2013 for 200,000 birds which has already assessed the impacts on roads, noise and odour associated with 200,000 birds. Approval of this application will not increase the scale of the operation above that which can already be undertaken under the 2010 and 2013 ERA approvals.

 

 

The above shows the location where two additional sheds are proposed.

 

3.3    Assessment

 

Legislative Requirements

 

The application was lodged on 31 March 2014 and is required to be assessed and determined under the Sustainable Planning Act 2009 (SPA).  In accordance with the SPA and the Laidley Shire Council Planning Scheme 2003, an Intensive Animal Husbandry use is assessable development. The application requires Impact Assessment.

 

Public Notification

 

The application was publicly notified for fifteen business days from 14 May 2014 to                5 June 2014, as required under SPA.  Notification was carried out the following ways;

 

·   A notice was maintained on site from 15 May 2014 to 5 June 2014;

·   A notice was published in the Gatton Star on the 14 May 2014; and

·   A letter was sent to all adjoining landowners on the 12 May 2014.

 

During the notification stage one properly made submission was received by Council.  In addition, a late submission received outside of the public notification period.  The matters that have been raised in these submissions and comments on these matters are provided below:

  

Issue – The impact of increased traffic and the use of heavier vehicles on the road network resulting from the increase in the scale of the operations at the poultry farm.

 

Comment – The ERA approvals issued by Council in 2010 and DAFF in 2013 already allow the operation of the poultry farm at a capacity of 200,000 birds. The 1975 town planning consent approval does not limit capacity but restricts the operations to five sheds. The current application does not seek approval to expand capacity but instead seeks approval to accommodate up to 200,000 birds in seven sheds instead of the five sheds allowed under the 1975 town planning consent approval.

 

Issue – Increased noise resulting from additional traffic movements at night.

 

Comment – Whilst it is correct that vehicle movements occur between 8:00pm and 4:00am, the 1975 town planning consent approval and the two ERA approvals do not place limits on vehicle movements. The number of vehicle movements is determined by the capacity of the farm which is presently 200,000 birds. Approval of the current application will not increase capacity beyond this number.

 

Issue – Concern regarding the disposal of an increased number of dead birds.

 

Comment – The current application does not seek approval to accommodate more birds at the facility. The two ERA approvals limit the number of birds to 200,000. 

 

Referral Agencies

 

The application was referred to the State Assessment and Referral Agency (SARA) as the development triggered Schedule 7 Table 3 Item 2 - Development impacting on a State transport infrastructure under the Sustainable Planning Act Regulation 2009. SARA advised Council on 7 May 2014 no requirements relating to the application.

 

South East Regional Plan

 

The site is located within the Regional Landscape Rural Production Area designation under the South East Queensland Regional Plan 2009 – 2031 (SEQRP).  The use of the land for a poultry farm is consistent with the SEQRP. 

 

Rural Agriculture and Rural Landscape Zone Codes

 

The subject site is zoned Rural Landscape and Rural Agriculture under the Laidley Shire Council Planning Scheme 2003.  Section 6.2.4 of the Planning Scheme identifies that rural industry uses, or those land uses considered to be complementary to the rural setting, are undertaken in the Rural Landscape Area.  The proposal complies with the requirements of the Rural Landscape and Rural Agriculture Zone Code as it is an existing poultry farm and is only accommodating the existing approval of 200,000 birds in seven sheds instead of five sheds. 

 

Areas of Natural and Environmental Significance Overlay

 

The subject site triggers the Areas of Natural and Environmental Significance Overlay Code in the Laidley Shire Council Planning Scheme 2003.  The location of the Very High Ecological Significant Vegetation and Medium Bushfire is located outside of the area identified for the two additional sheds.  The subject site triggers land with slope greater than 15% however based on the site plan submitted with the application, the two additional sheds will be located outside of this area.

Rural Areas Code

 

The use complies with the Rural Areas Code. Section 6.2.2 (2) of the Planning Scheme identifies that the range of primary industries reflect the economic potential of the Laidley Shire and rural uses are undertaken in a manner that avoids adverse effects on the environment.  The application will not result in any increased impacts on the environment as it does not provide for an increase in the number of birds above that already approved by the ERA.

 

Rural Uses Code

 

The use complies with the Rural Uses Code. The subject site is 52.7744ha and the sheds are setback approximately 200m from the existing dwellings on site, 400m from the rear boundary and approximately 200m from Moon Road frontage.  The application is requesting approval for two additional sheds to house 200,000 birds which can already been accommodated under the existing ERA approvals.     

 

Advertising Devices Code

 

The applicant is not proposing any signage as part of this application.

 

Building Dimensions Code

 

The two additional poultry sheds are proposed to have dimensions of approximately 16m x 55m.  These sheds will be conditioned to have a maximum height of 10m under the Building Dimensions Code. The structures will be assessed under a future Building Works application and will need to comply with the Queensland Development Code.

 

On Site Effluent Disposal Code

 

The impacts in relation to on site effluent disposal have been assessed as part of the existing ERA approval issued by DAFF in November 2013.     

 

Vehicle Access and Parking Code

 

The current access, parking and manoeuvring area are all adequate for the operation of the poultry farm at a capacity of 200,000 birds. A condition has been proposed to require all access, parking and manoeuvring areas to be constructed to a road base standard which is appropriate for the use in its rural location.

 

Adopted Infrastructure Charges

 

The Adopted Infrastructure Charges Resolution defines a Poultry Farm as a High Impact Rural use. There will be no Queensland Urban Utilities charges applicable as there is no reticulated water and sewerage available at the site.

 

Given that two additional sheds of 16m x 55m are proposed.  The charge of $10 per square metre will apply over 1 760m2 resulting in a total contribution of $17,600.00. Council will issue an Infrastructure Charges Notice for the amount payable. This charge is required to be paid prior to commencement of use of the additional sheds.  

 

4       Policy and Legal Implications

 

There are no policy or legal implications for Council that result from the approval of the application.

 

5       Financial and Resource Implications

 

There is no financial and resource implication for Council as a result of the approval of the application.

 

6       Delegations/Authorisations

 

There will be no implications for delegations or authorisations arising from the approval of the application.

 

7       Communication and Engagement

 

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

 

8       Conclusion

 

Based on the town planning assessment provided above, it is recommended that the application for Intensive Animal Husbandry (Poultry Farm) should be approved subject to conditions.

 

9.       Action/s

That Council resolves to approve a Development Permit for Material Change of Use for Intensive Animal Industry (Poultry Farm) on land described as Lot 1 M33869, located at 9 – 11 Moon Road, Blenheim, in accordance with the following conditions;

 

          1.            The site must be developed generally in accordance with the Site plan submitted as additional information to DSDIP prepared by Clive and Erica Clarke received 23 April 2014.

 

          2.            This approval for Intensive Animal Husbandry (Poultry Farm) to accommodate up to 200,000 birds in a total of seven sheds.

 

          4.            The developer is to pay Infrastructure Charges for the proposed development in accordance with the LVRC Adopted infrastructure charges resolution prior to the commencement of use of the additional sheds.  Council will issue an Infrastructure Charges Notice. These charges are required to be paid prior to commencement of use.

 

          5.            All internal access roads, parking and manoeuvring areas must be maintained to a minimum gravel road base standard.

 

          6.            Proposed sheds are to be a maximum height of 10m as required by the Building Dimensions Code of the Laidley Shire Planning Scheme.

 

 


Cr Tanya Milligan left the meeting, the time being 12:27pm

Cr Janice Holstein left the meeting, the time being 12:28pm

 

13.5                                        Development Application for Material Change of Use for Educational Establishment and Child Care Facility on Lot 4 RP208154 at 3-5 Faith Avenue, Plainland

 

Date:                                      19 June 2014

Author:                                  Tanya Herberich, Assistant Planning Officer

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

File No:                                  Formal Papers       

 

Summary:

 

The application for Material Change of Use for an Educational Establishment and Child Care Facility on land described as Lot 4 RP208154 at 3-5 Faith Avenue, Plainland is to be approved subject to conditions.

 

 

Officer’s Recommendation:

THAT Council resolves to approve a Development Permit for Material Change of Use for Educational Establishment and Child Care Facility on land described as Lot 4 RP208154, located at 3-5 Faith Avenue, Plainland, in accordance with the following conditions;

 

 

RESOLUTION:

THAT Council resolves to approve a Development Permit for Material Change of Use for Educational Establishment and Child Care Facility on land described as Lot 4 RP208154, located at 3-5 Faith Avenue, Plainland, in accordance with the following conditions;

1.   The proposed development is to be generally in accordance with Indicative Masterplan, Drawing No. 3305PL08 – SD01 & SD02, issue C by Fulton Trotter Architects and dated August 2013 and the supporting documentation.

2.   This approval for Educational Establishment and Child Care Facility is to increase the development area to 20,000m2.

3.   The developer is to pay Infrastructure Charges for the proposed development in accordance with the LVRC Adopted infrastructure charges resolution prior to the commencement of construction of buildings within the new development area.  Council will issue an Infrastructure Charges Notice.  These charges are required to be paid prior to the issuing of Building Works permits within the new development area.

4.   Compliance with conditions from Department of Transport and Main Roads as a Concurrence Agency as provided in their correspondence of 3 October 2013 (Reference TMR13-005294).

5.   Compliance with conditions from Department of Environment and Heritage Protraction as a Concurrence Agency as provided in their correspondence of                8 April 2013 (Reference 515032/SPDE05259113).

6.   A suitably qualified engineer with Registered Professional Engineer Queensland (RPEQ) accreditation shall prepare and certify all plans and specifications for all works, or any works required on Council infrastructure. The RPEQ must provide certification upon completion of the works, that the works have been constructed in accordance with the approved plans and specifications and in compliance with Council’s construction standards. It is expected that the RPEQ will undertake the necessary inspections to make this certification.

7.   The developer must provide a total of 189 car parking spaces generally in accordance with Plan No.3305PL08 – SD1 Issue C dated August 2013.

8.   The developer must imperviously seal all new internal access roads, driveways, car parking spaces, manoeuvring areas and loading zones and be designed and constructed in general accordance of Austroads requirements;

9.   The developer shall ensure that all driveways, car parking spaces, loading zones and manoeuvring areas are linemarked in accordance with Australian Standard AS2890;

10. The developer shall ensure that alignments for new kerb and channel have regard to existing structures (eg, kerb and channel, vegetation or services) and shall be established prior to any detailed design being undertaken. Any existing kerb inverts which become unnecessary must be removed and new kerbing reinstated to match existing.

11. The developer shall ensure proposed footpaths are constructed in accordance with IPWEAQ Standard Drawing SEQ R-065. Kerb ramps shall be provided at intersections in accordance with IPWEAQ Standard Drawing SEQ R-090 and SEQ R-094.

12. The developer must submit engineering drawings for establishing, maintaining and inspecting erosion and sediment management devices as part of an integrated strategy that:

a)   Manages erosion and sediment control during all phases of the development;

b)  Integrates with all stormwater volume and quality management controls; and

c)   Is consistent with criteria of the International Erosion Controls Association

13. All unlined drains shall be turfed to a level at least 300mm above the AEP 1% flow level as soon as practicable after construction and regular watering shall occur to ensure required establishment. Additional measures to line open drains may be required for flow velocities exceed values shown in QUDM, 2013, Table  9.5.2.

14. The maximum slope of batters, including table drain batters, shall be 1V:4H, unless otherwise approved. Such approval will only be considered due to site constraints.

15. The peak rate of stormwater discharge from the site shall not exceed the peak rate of stormwater discharge for the site prior to development for all rainfall events (i.e 63%, 39%, 18%, 10%, 5%, 2% and 1% AEP events). This shall be achieved by appropriate detention facilities and Water Sensitive Urban Design (WSUD) features.

16. The developer must provide all necessary internal and external stormwater drainage to service the development. Such drainage works must be designed and constructed in accordance with Queensland Urban Drainage Manual (QUDM) and the Laidley Shire Planning Scheme such that the overall drainage system caters for a storm event with a 1% AEP.

17. All stormwater drainage structures (surface and underground) and accessories shall be designed and constructed to effectively drain all stormwater falling on and coming to the proposed development to a point of satisfactory legal discharge. The developer must identify the legal point of discharge for each drainage path which crosses the development site boundary.

18. The developer shall be responsible for obtaining approval and bearing all costs associated with registering in favour of Council all necessary stormwater drainage easements in order for drainage path to reach a satisfactory point of legal discharge. This is required within and external to the subject land.

19. Overland flow paths must be suitably designed to cater for the water from a storm event of 1% AEP. In the case where the piped system is carrying part of the flow, the overland flow paths must be designed to cater for that volume which is represented by the difference between the predicted volume from the storm event with a 1% AEP and the capacity of the pipe system, noting the requirements of QUDM.

20. Outflows of all stormwater discharge must ensure stability of drainage channel in respect to soil types and stormwater discharge velocities. Outlets must be designed and constructed in accordance with QUDM.

21. No ponding or redirection of stormwater shall occur onto adjoining land unless specifically conditioned and approval has been granted by the adjoining property owner(s) /manager(s).

22. The developer must submit stormwater drainage plans and calculations for council approval, prior to the commencement of any works on the subject site.

23. Proposed detention and water sensitive urban design facilities shall be designed and constructed for the development in accordance with the State Planning Policy 04/10 Healthy Waterways and associated supportive guidelines.

24. The developer must employ a staged implementation approach for the bio retention areas ensuring that filter media is protected until 90% of the construction and building works have been completed for the catchment contributing to the bio retention basin.

25. The staging, timing and commissioning of the bio retention basin must be outlined as part of the operational works application and supporting notes. The proposed staging must be included on the submitted construction drawings. The developer must provide the following details for all bio retention basins:

a)   predicted operational and maintenance requirements for facilities over a 25 year period;

b)  proposed flow bypass routes of any filter areas to cater for initial flow diversion required when estate is newly developed and for times in life of facilities when filter media is blocked. Details shall be provided on what volume of water is retained in the event of a filter media blockage and whether the system will function hydraulically for all AEP events;

c)   details and capacity of proposed flow bypass routes when capacity of WSUD facilities are exceeded; and

d)  details of 23.(2) & 23.(3) are to be clearly marked on submitted plans.

26.  Building approval is not to be granted until a development application for

       Operational Works has been approved by Council.

27.  The developer shall ensure that no on-site works commence until approval

       for operational works has been obtained from Council.

28.  Evidence of Portable Long Service Leave having been paid is required for

       projects over $80,000 in contract value (submit yellow copy to council).

29. The developer shall pay an Inspection Fee based on Council’s estimated  cost of the works should any works associated with the development be carried out by agencies other than Council. This fee is valid for six months from the date of this approval. Refer to Lockyer Valley Regional Council current Fees and Charges for calculation.

30. The developer must pay a maintenance bond equal to 10% of the construction cost (minimum of $1,000.00) to be retained by Council for a minimum period of twelve months, or until such time as the works are accepted "Off Maintenance" by Council. Municipal works must be accepted "On Maintenance" prior to commencement of use. 

31. Provision at the building site, for use by employees, toilet facilities in accordance with the requirements of the Environmental Protection (Waste Management) Regulation 2000, Part 2, Chemical, Composting and Incinerating Toilets.           

32. Provision of suitable waste removal services and suitable number and type of waste containers, in accordance with the Environmental Protection (Waste Management) Regulation 2000 and to the satisfaction of Council, for the storage of:

a)   papers, plastics, cardboard, food scraps, used food containers and like wastes generated by workers on the site; and

b)  building construction and/or demolition wastes.

33. All waste collected on site during constructions shall be taken to an approved Waste Disposal Facility for disposal in accordance with current acceptance criteria and relevant fees and charges. Note: In Lockyer Valley Regional Council local government area, Gatton Landfill and Laidley Transfer Station are approved to accept building construction and demolition waste.

34. The developer must ensure:

a)   All plant and equipment does not result in a level greater than LA90 39 dB(A) when measured at 4 m from the most exposed façade of the nearest residential uses; and

b)  The contribution from all varying noise sources associated with the development during night-time hours (10pm-7am) does not exceed a level of LAMAX 50 dB(A), adjusted for tonality and impulsiveness, when measured at 4 m from the most exposed façade of the nearest residential uses; and

c)   All mechanical plant and equipment, including but not limited to, air conditioning/refrigeration plant and ventilation exhausts/extracts shall be screened/shielded where a noise complaint is determined.

35. Hours of construction must not exceed Monday to Saturday 6:30am to   6:30pm.

36. Construction work must not be conducted from or on the premises outside the above hours or on Sundays or public holidays.

37. The land owner must comply with Environmental Protection (Water) Policy 2009 during construction of added facilities and during operation of normal activities including:

a)   Contaminated water must not be released to stormwater.

b)  Sediment controls must be installed where necessary to prevent the release of sediment, such as sand, silt and mud, to storm   water.

38. The provision of security and flood lighting shall be designed, constructed, located and maintained in accordance with Australian Standard 4282 – 1997 (Control of the obtrusive effects of outdoor lighting) and so as not to cause nuisance to the occupants of nearby properties or passing traffic.

Advice

1.   A new premises or the alteration to an existing premises used for the sale or preparation, packing, storing, handling, serving or, supplying of food or drink to the public is required to obtain a food design approval for structural fit out of the kitchen under the provisions of the Food Act 2006. Please contact the Environmental Health Unit of Lockyer Valley Regional Council for advice regarding this matter by ringing 1300 005 872.

2.   In accordance with the Plant Protection Act 1989 and the Plant Protection Regulation 2002, a quarantine notice has been issued for the State of Queensland to prevent the spread of the Red Imported Fire Ant (ant species Solenopsis invicta) and to eradicate it from the State.

      It is the legal obligation of the land owner or any consultant or contractor employed by the land owner to report the presence or suspicion of Fire Ants to Biosecurity Queensland on 13 25 23 or completing Biosecurity Queensland/ Department of Agriculture, Fisheries and Forestry (DAFF) online form at www.daff.qld.gov.au within 24 hours of becoming aware of the presence or suspicion.

      It should be noted that the movement of Fire Ants is prohibited, unless under the conditions of an Inspectors Approval. More information can be obtained from the Queensland Biosecurity Queensland/ Department of Agriculture, Fisheries and Forestry online form at www.daff.qld.gov.au website www.daff.qld.gov.au.

3.   The College currently has an onsite wastewater treatment facility and effluent disposal system.  While QUU and land developers have plans to provide a reticulated sewerage network within the Plainland area, there is no sewerage infrastructure currently constructed within Plainland at the time of providing this decision notice.  Accordingly, the conditions of this approval are based onsite treatment and disposal given the uncertainty of the future reticulated sewerage network.   

      Faith Lutheran College may wish to make an service connection application in the future for a connection into this sewer network upon it being constructed.  An assessment of the sewer systems capacity to service the college, any required infrastructure works and the costs and fees associated with providing this connection to the network will need to be assessed at the time of application being made. 

4.   The development site is currently provided with a trickle feed supply arrangement.  Under this arrangement the college is required to provide onsite infrastructure that provides sufficient flows and pressures for the development (storage and booster pumps).  The college may make a request to QUU if there is a desire for a greater level of service to be provided from QUU water supply network.    

5.   Any additional development or intensification of use, beyond that which this approves, may be subject to a further development application and planning approval.

 

Moved By:      Cr Holstein                          Seconded By:     Cr Friend

Resolution Number: 3493

 

CARRIED

5/0

 

Report

 

1.      Introduction

 

This report recommends that Council approve with conditions the application by Environmental Resource Management Australia Pty Ltd for an Educational Establishment and Child Care Facility on Lot 4 RP208154 located at 3-5 Faith Avenue, Plainland

 

2.      Background

 

The site currently operates under a material change of use approval for an Educational Facility, Place of Worship (Chapel), Indoor Entertainment (Hall), Outdoor Entertainment (Swimming Pool, Tennis Courts and Playfields).

 

3.      Report

 

3.1    Subject Land

 

The subject site is located at the western end of Faith Avenue and also has a road frontage to the Warrego Highway and Cemetery Road.  It has an area of 24.17ha and slopes towards the northeast and currently contains Faith Lutheran College and three dams within the north of the property. The subject site is zoned Community Purpose under the Laidley Shire Council Planning Scheme 2003 and triggers the Moderate Biodiversity and Medium Bushfire under the Areas of Natural and Environmental Significance Overlay Code.   

 

3.2    Proposal

 

The applicant is seeking approval for the expansion of Faith Lutheran College already established on the site and the development of a proposed Child Care Facility, within the next ten years to accommodate the expansion of the use to reflect the expected population growth of the area. The current predictions regarding the future growth of the school to 2025 include:

·    Child care facilities to be functioning by 2015;

·    Students beginning to enrol in primary school by 2016 with approximately 552 students (maximum suitable number of primary/secondary school students) enrolled by 2025;

·    An additional 338 secondary school students by 2025; and

·    An additional 62 equivalent full time staff on site.

        

The applicant requests that the development be approved in stages and in accordance with the following development parameters:

·    The location of future buildings for ongoing development of the school, chapel, sports fields, changing rooms and bus set-down/pick-up;

·    The proposed building location for the development of the Child Care Centre;

·    An increase the maximum gross floor area from 13 000m2 to 20 000m2; and

·    Vehicular and pedestrian access to the school and landscaping buffer areas.

 

The application proposes to increase the maximum building area for the Educational   Establishment to 20,000m2 including a Child Centre Facility of 500m2. The maximum height of the buildings for the Educational Establishment is three storeys and the height for the Child Care Facility is one storey. The buildings are to be setback 5m from the eastern boundary, 5m from the southern boundary, 30m from the western boundary and 40m from the northern boundary. A 5m wide landscaping strip is proposed along the majority of the eastern and southern boundaries. The primary access is to be via Faith Avenue with a secondary access via Cemetery Road (for bus use only). The development of the site will occur in stages, the timing of which is dependent on student enrolments and available funding. 

 

The proposal plans are provided as an attachment to this report.

 

3.3    Assessment

 

   Legislative Requirements

 

                                                                                                                                              The application was lodged on 20 December 2012 and is required to be assessed and determined under the Sustainable Planning Act 2009 (SPA).

 

                                                                                                                                              In accordance with the SPA and the Laidley Shire Council Planning Scheme 2003, an Educational Establishment and Child Care Facility uses are assessable development. The application requires Impact Assessment.

 

Council issued an Information Request on 31 January 2013 and the applicant responded to the Information Request on 27 August 2013.  Council’s Information Request requested additional material on the location of the proposed access to the Child Care Facility, water supply and sewerage supply.

 

         Public Notification

 

The application was publicly notified for thirty business days from 31 August 2013 to   15 October 2013, as required under the Sustainable Planning Act 2009.  Notification was carried out the following ways;

 

·    A notice was maintained on site from 31 August 2013 to 15 October 2013;

·    A notice was published in the Toowoomba Chronicle on the 30 August 2013; and

·    A letter was sent to all adjoining landowners on the 30 August 2013.

 

During the notification stage one properly made submission was received by Council.  The submitter’s concerns and the assessment manager’s response are listed below:

  

Issue 1 - Childcare.  This approval will adversely impact on the existing centres in the region for future intakes/income/viability.  Child care centres already approved and/or pending will also be impacted. Loss of employment is also a factor.

 

Comment - Faith Lutheran College is located within a growth area and the college has determined that a child care facility is a viable service.

 

Issue 2 - Traffic. A survey and upgrade of Faith Avenue to its present width was a requirement for the development of the residential estate to accommodate the minimal traffic flow to the estate.  This was funded solely by the developer, therefore, as traffic will increase markedly to the college, the upgrade should be funded by the college when required and not be ratepayer funded.

 

Comment - A Traffic Engineering Report prepared by TTM Consulting (QLD) Pty Ltd and submitted with the application indicates that whilst traffic along Faith Avenue will increase, there is sufficient capacity within the road network to service the traffic at an acceptable level without additional works required.

 

Issue 3 - Cemetery Road.  Safety concerns would re-emerge due to slow turning buses onto the narrow road and speed from ongoing traffic toward Gatton.  Will public traffic be permitted to utilise this road if opened to access the rural hardware store.

 

Comment – The applicant seeks to use Cemetery Road for school bus access only from the Warrego Highway to enter the site and exit via Faith Avenue. There is an existing access from the Warrego Highway into Cemetery Road. The issue of safety of buses entering Cemetery Road from the westbound lanes of the highway falls within the responsibility of the Department of Transport and Main Roads which has determined the current arrangements are adequate. 

 

Issue 4 - Equestrian Area.  A top facility is available in Gatton to accommodate this activity with stables/indoor area etc.  This is a safer option for nearby residents.  Escaping animals will be a safety hazard due to their unpredictability and it will generate excess vehicles on Faith Avenue.

 

Comment - Faith Lutheran College has determined that an equestrian facility is required to be provided so these activities can be a part of the school curriculum.  The college will be responsible for the safety of the students and well-being of the animals.

 

Referral Agencies

 

The application was referred to the following agencies:

 

· The Department of Transport and Main Roads (Concurrence Agency);

· The Department of Environment and Heritage Protection (Concurrence); and

· The Department of Natural Resources and Mines (Concurrence).

 

The Department of Transport and Main Roads (DTMR) was referred the application for a Concurrence Agency response.  DTMR issued an Information Request to the applicant on 27 February 2013.  DTMR provided conditions to Council of 8 October 2013. The applicant suspended the decision making period with Council on                      6 November 2013 to enter into negotiations with DTMR regarding the referral agencies conditions.  The applicant finalised negotiations with DTMR and advised Council on 14 May 2014 to continue with the assessment of the application.

 

The Department of Environment and Heritage Protection (DEHP) was referred the application for a Concurrence Agency response.   DEHP provided conditions to Council on 8 April 2013 regarding Environmentally Relevant Activity (ERA) No. 63 for sewerage treatment threshold 2(a)(i) Sewerage treatment – operating sewage treatment works, other than no release works, with a total daily peak design capacity 21 to 100EP, if treated effluent is discharged from the works to an infiltration trench or through an irrigation scheme. 

 

The Department of Natural Resources and Mines (Concurrence) was referred the application for a Concurrence Agency response.  DNRM indicated on 5 February 2013 that the application was incorrectly referred for comment.

 

South East Queensland Regional Plan

 

The site is located within the Rural Living designation under the South East Queensland Regional Plan 2009-2031 (SEQRP). The SEQRP recognises that Plainland is identified by the Regional Plan as a Local Development Area.  According to the Regional Plan, Plainland is a local development area that will develop as a service centre to accommodate surrounding rural living areas and supplement activities in Gatton and Laidley. 

 

Assessment – Community Purpose Zone Code

 

The site is located within the Community Purpose Zone.  Section 6.6.3 of the Laidley Planning Shire Council Planning Scheme 2003 indicates that community facilities are established in conjunction with population growth and/or community need.  The proposed use complies with the intent of the zone as it is an increase to an existing primary and secondary school and child care centre.

 

Areas of Natural and Environmental Significance Overlay

 

The site triggers the Areas of Natural and Environmental Significance Overlay for Moderate Ecological Significant Native Vegetation Areas and Medium Bushfire.      

 

Development Constraints Overlay

 

The site triggers the Development Constraints Overlay Code from the Laidley Shire Council Planning Scheme 2003. The Warrego Highway is maintained as a key link between the subject site (via a local collector roads) and other major destinations.  The site does not have direct access onto the Warrego Highway and no development is proposed adjacent to the Warrego Highway.  No building work is proposed to occur within 40m of the Warrego Highway and the site diagram imposes 10m or greater setbacks to all other property boundaries. 

 

The proposal involves a secondary access to facilitate bus movements into the site along Cemetery Road and exiting via Faith Avenue (the existing access) to mitigate the noise impacts from increased bus movements as school population increases.  Noise impacts along Cemetery Road will be minimal as the proposed access is for bus movement which will be within the school’s standard operating hours.  Educational and Community buildings including class rooms and meeting rooms will be required to comply with noise levels identified under the Environmental Protection Act. Outdoor education and recreation areas are already developed and the application does not seek not to change these. 

 

Community Use Code

 

The proposed provides a minimum 10m setback from all site boundaries, which is greater than the required three metres identified within the Planning Scheme.  Adequate landscaping has been provided to buffer any noise associated with the development of the school and its impact on neighbouring properties.  It should be noted that the surrounding residences are located on rural residential subdivision with residences setback further from property boundaries than in urban areas.  Any outdoor lighting will be directed inwards and hooded to reduce any impact emissions on surrounding properties. 

 

The proposal involves an extension to the existing educational establishment on the subject site, including a new child care centre. The proposed use of community facilities is consistent with the designation of the site within the Community Purpose Area under the Planning Scheme. Outdoor storage facilities will be screened from public view by appropriate landscaping and design elements.  Landscaping and design associated with the extension of the school and proposed child care centre will be in keeping with the current landscaping and design of the existing facility. 

 

The proposed child care facility is appropriately located in conjunction with the school. Appropriate landscaping will be incorporated into the design of the child care centre to reduce any possible impacts cause by noise on the surrounding community.  Adequate childproof fencing that is at least 2m high will be provided along the eastern boundary and any internal roads. The Child Care is not located in the vicinity of any development constraints as identified on the overlay maps.  The proposed location of the child care facility will not have any adverse impacts on adjoining land holders and is consistent with the zoning of the subject site.

 

Advertising Devices Code

 

The applicant has indicated that all proposed signage on the site will be in accordance with Council requirements and will be compatible with the streetscape and character of the locality.  The signage will contain the school’s name and shall not be greater than 4m2. Any freestanding signage will be adequately setback from entries and exits and will not be positioned as to cause danger to pedestrians and cyclists. Signs will not cause a distraction to motor vehicles, cycles or pedestrian traffic on roadways or intersections.

 

Building Dimensions Code

 

The current approved maximum height of the existing Educational Establishment is three storeys. This application does not propose to exceed the height that was originally approved for the site under DA4050A and therefore the proposal complies with the Building Dimensions Code as the height is less than eight metres. 

 

On Site Effluent Disposal Code

 

The proposed disposal system will comply with the requirements of Section 33 of the EPP (Water) 1997 and applicable Australian Standards.  The system will be located on a site larger than 2 000m2 and does not trigger the Temporary Local Planning Instrument 01/2014 - Flood Regulation.  The conditioning of the on-site effluent disposal has been conditioned by DEHP under ERA 63 for sewerage treatment threshold 2(a)(i) Sewerage treatment – operating sewage treatment works, other than no release works, with a total daily peak design capacity 21 to 100EP, if treated effluent is discharged from the works to an infiltration trench or through an irrigation scheme

 

Vehicle Access and Parking Code

 

The only car park in the school which exceeds 1,000m2 is the existing main car park and shade trees are currently scattered across the car park.  A five metre landscaping buffer is provided along road frontages adjacent the main building area. The on-site circulation, manoeuvring, access and parking areas will be constructed in accordance with Australian Standard AS2890.1 and AS2890.2 series. The Planning Scheme identifies one space for every employee and one space for every 10 students for an Educational Establishment use and one space for every employee and one space for every 10 childcare places for a Child Care Facility use.  The site currently contains 67 car parking spaces with 1 disabled car parking space under DA4050A. The applicant has proposed to construct an additional 160 car parking spaces including 3 disabled car parking spaces and 25 car parking spaces associated with the Child Care Facility.  On this basis the site will contain a total of 185 car parking spaces which complies with the requirements of the vehicle access and parking code.

 

Adopted Infrastructure Charges

 

The Adopted Infrastructure Charges Resolution defines an Educational Establishment and Child Care Facility as an Education use.  The charge applicable from Queensland Urban Utilities (QUU) is for reticulated water only as sewerage is not available at the site. 

 

The proposed increase in gross floor area for the development is 7 000m2. The proposed charge is $79/m2 for the Council component and $24/m2 for QUU for water.  A charge of $553 000 will be payable to the Council and $168 000 will be payable for QUU. Council will issue an Infrastructure Charges Notice for the amounts payable.  This charge is required to be paid prior to the commencement of the use of additional buildings which are developed under this approval.

 

4       Policy and Legal Implications

 

There are no policy or legal implications for Council that result from the approval of the proposed Educational Establishment and Child Care Facility.

 

5       Financial and Resource Implications

 

There is no financial and resource implication for Council apart from those outlined above,  as a result of the approval of the proposed Educational Establishment and Child Care Facility.

 

6       Delegations/Authorisations

 

There will be no implications for delegations or authorisations arising from the approval.

 

7       Communication and Engagement

 

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

 

8       Conclusion

 

Based on the town planning assessment provided, the Material Change of Use application for an Educational Establishment and Child Care Facility should be approved subject to conditions.

 

9.       Action/s

That Council resolves to approve a Development Permit for Material Change of Use for Educational Establishment and Child Care Facility on land described as Lot 4 RP208154, located at 3 – 5 Faith Avenue, Plainland, in accordance with the following conditions;

 

1.    The proposed development is to be generally in accordance with the plan of Indicative Masterplan, Drawing No. 3305PL08 – SD01 & SD02, issue C by Fulton Trotter Architects and dated August 2013 and the supporting documentation.

 

2.    This approval for Educational Establishment and Child Care Facility is to increase the development area to 20,000m2.

 

3.    The developer is to pay Infrastructure Charges for the proposed development in accordance with the LVRC Adopted infrastructure charges resolution prior to the commencement of construction of buildings within the new development area.  Council will issue an Infrastructure Charges Notice.  These charges are required to be paid prior to the issuing of Building Works permits within the new development area.

 

4.    Compliance with conditions from Department of Transport and Main Roads as a Concurrence Agency as provided in their correspondence of 3 October 2013 (Reference TMR13-005294).

 

5.    Compliance with conditions from Department of Environment and Heritage Protraction as a Concurrence Agency as provided in their correspondence of                8 April 2013 (Reference 515032/SPDE05259113).

 

6.    A suitably qualified engineer with Registered Professional Engineer Queensland (RPEQ) accreditation shall prepare and certify all plans and specifications for all works, or any works required on Council infrastructure. The RPEQ must provide certification upon completion of the works, that the works have been constructed in accordance with the approved plans and specifications and in compliance with Council’s construction standards. It is expected that the RPEQ will undertake the necessary inspections to make this certification.

 

7.    The developer must provide a total of 189 car parking spaces generally in accordance with Plan No.3305PL08 – SD1 Issue C dated August 2013.

 

8.    The developer must imperviously seal all new internal access roads, driveways, car parking spaces, manoeuvring areas and loading zones and be designed and constructed in general accordance of Austroads requirements;

 

9.    The developer shall ensure that all driveways, car parking spaces, loading zones and manoeuvring areas are line marked in accordance with Australian Standard AS2890;

 

10.  The developer shall ensure that alignments for new kerb and channel have regard to existing structures (e.g. kerb and channel, vegetation or services) and shall be established prior to any detailed design being undertaken. Any existing kerb inverts which become unnecessary must be removed and new kerbing reinstated to match existing.

 

11.  The developer shall ensure proposed footpaths are constructed in accordance with IPWEAQ Standard Drawing SEQ R-065. Kerb ramps shall be provided at intersections in accordance with IPWEAQ Standard Drawing SEQ R-090 and SEQ R-094.

 

12.  The developer must submit engineering drawings for establishing, maintaining and inspecting erosion and sediment management devices as part of an integrated strategy that:

a)    Manages erosion and sediment control during all phases of the development;

b)    Integrates with all stormwater volume and quality management controls; and

c)    Is consistent with criteria of the International Erosion Controls Association

 

13.  All unlined drains shall be turfed to a level at least 300mm above the AEP 1% flow level as soon as practicable after construction and regular watering shall occur to ensure required establishment. Additional measures to line open drains may be required for flow velocities exceed values shown in QUDM, 2013, Table  9.5.2.

 

14.  The maximum slope of batters, including table drain batters, shall be 1V:4H, unless otherwise approved. Such approval will only be considered due to site constraints.

 

15.  The peak rate of stormwater discharge from the site shall not exceed the peak rate of stormwater discharge for the site prior to development for all rainfall events (i.e. 63%, 39%, 18%, 10%, 5%, 2% and 1% AEP events). This shall be achieved by appropriate detention facilities and Water Sensitive Urban Design (WSUD) features.

 

16.  The developer must provide all necessary internal and external stormwater drainage to service the development. Such drainage works must be designed and constructed in accordance with Queensland Urban Drainage Manual (QUDM) and the Laidley Shire Planning Scheme such that the overall drainage system caters for a storm event with a 1% AEP.

 

17.  All stormwater drainage structures (surface and underground) and accessories shall be designed and constructed to effectively drain all stormwater falling on and coming to the proposed development to a point of satisfactory legal discharge. The developer must identify the legal point of discharge for each drainage path which crosses the development site boundary.

 

18.  The developer shall be responsible for obtaining approval and bearing all costs associated with registering in favour of Council all necessary stormwater drainage easements in order for drainage path to reach a satisfactory point of legal discharge. This is required within and external to the subject land.

 

19.  Overland flow paths must be suitably designed to cater for the water from a storm event of 1% AEP. In the case where the piped system is carrying part of the flow, the overland flow paths must be designed to cater for that volume which is represented by the difference between the predicted volume from the storm event with a 1% AEP and the capacity of the pipe system, noting the requirements of QUDM.

 

20.  Outflows of all stormwater discharge must ensure stability of drainage channel in respect to soil types and stormwater discharge velocities. Outlets must be designed and constructed in accordance with QUDM.

 

21.  No ponding or redirection of stormwater shall occur onto adjoining land unless specifically conditioned and approval has been granted by the adjoining property owner(s) /manager(s).

 

22.  The developer must submit stormwater drainage plans and calculations for council approval, prior to the commencement of any works on the subject site.

 

23.  Proposed detention and water sensitive urban design facilities shall be designed and constructed for the development in accordance with the State Planning Policy 04/10 Healthy Waterways and associated supportive guidelines.

 

24.  The developer must employ a staged implementation approach for the bio retention areas ensuring that filter media is protected until 90% of the construction and building works have been completed for the catchment contributing to the bio retention basin.

 

25.  The staging, timing and commissioning of the bio retention basin must be outlined as part of the operational works application and supporting notes. The proposed staging must be included on the submitted construction drawings. The developer must provide the following details for all bio retention basins:

 

a)   predicted operational and maintenance requirements for facilities over a 25 year period;

b)   proposed flow bypass routes of any filter areas to cater for initial flow diversion required when estate is newly developed and for times in life of facilities when filter media is blocked. Details shall be provided on what volume of water is retained in the event of a filter media blockage and whether the system will function hydraulically for all AEP events;

c)   details and capacity of proposed flow bypass routes when capacity of WSUD facilities are exceeded; and

d)   details of 23.(2) & 23.(3) are to be clearly marked on submitted plans.

 

26.   Building approval is not to be granted until a development application for                             Operational Works has been approved by Council.

 

27. The developer shall ensure that no on-site works commence until approval for operational works has been obtained from Council.

 

28.  Evidence of Portable Long Service Leave having been paid is required for projects over $80,000 in contract value (submit yellow copy to council).

 

29.  The developer shall pay an Inspection Fee based on Council’s estimated cost   of the works should any works associated with the development be carried out by agencies other than Council. This fee is valid for six months from the date of this approval. Refer to Lockyer Valley Regional Council current Fees and Charges for calculation.

 

30.  The developer must pay a maintenance bond equal to 10% of the construction cost (minimum of $1,000.00) to be retained by Council for a minimum period of twelve months, or until such time as the works are accepted "Off Maintenance" by Council. Municipal works must be accepted "On Maintenance" prior to commencement of use. 

 

31.  Provision at the building site, for use by employees, toilet facilities in accordance with the requirements of the Environmental Protection (Waste Management) Regulation 2000, Part 2, Chemical, Composting and Incinerating Toilets.           

              

32.  Provision of suitable waste removal services and suitable number and type of waste containers, in accordance with the Environmental Protection (Waste Management) Regulation 2000 and to the satisfaction of Council, for the storage of:

a)   papers, plastics, cardboard, food scraps, used food containers and like wastes generated by workers on the site; and

b)   building construction and/or demolition wastes.

 

33.  All waste collected on site during constructions shall be taken to an approved Waste Disposal Facility for disposal in accordance with current acceptance criteria and relevant fees and charges. Note: In Lockyer Valley Regional Council local government area, Gatton Landfill and Laidley Transfer Station are approved to accept building construction and demolition waste.

 

34. The developer must ensure:

a)    All plant and equipment does not result in a level greater than LA90 39 dB(A) when measured at 4 m from the most exposed façade of the nearest residential uses; and

b)    The contribution from all varying noise sources associated with the development during night-time hours (10pm-7am) does not exceed a level of LAMAX 50 dB(A), adjusted for tonality and impulsiveness, when measured at 4 m from the most exposed façade of the nearest residential uses; and

c)    All mechanical plant and equipment, including but not limited to, air conditioning/refrigeration plant and ventilation exhausts/extracts shall be screened/shielded where a noise complaint is determined.

 

35.  Hours of construction must not exceed Monday to Saturday 6:30am to 6:30pm.

 

36.  Construction work must not be conducted from or on the premises outside the above hours or on Sundays or public holidays.

 

37.  The land owner must comply with Environmental Protection (Water) Policy 2009 during construction of added facilities and during operation of normal activities including:

a)   Contaminated water must not be released to stormwater.

b)   Sediment controls must be installed where necessary to prevent the release of sediment, such as sand, silt and mud, to storm  water.

 

38.  The provision of security and flood lighting shall be designed, constructed, located and maintained in accordance with Australian Standard 4282 – 1997 (Control of the obtrusive effects of outdoor lighting) and so as not to cause nuisance to the occupants of nearby properties or passing traffic.

 

Advice

 

1.    A new premises or the alteration to an existing premises used for the sale or preparation, packing, storing, handling, serving or, supplying of food or drink to the public is required to obtain a food design approval for structural fit out of the kitchen under the provisions of the Food Act 2006. Please contact the Environmental Health Unit of Lockyer Valley Regional Council for advice regarding this matter by ringing 1300 005 872.

 

2.    In accordance with the Plant Protection Act 1989 and the Plant Protection Regulation 2002, a quarantine notice has been issued for the State of Queensland to prevent the spread of the Red Imported Fire Ant (ant species Solenopsis invicta) and to eradicate it from the State.

 

It is the legal obligation of the land owner or any consultant or contractor employed by the land owner to report the presence or suspicion of Fire Ants to Biosecurity Queensland on 13 25 23 or completing Biosecurity Queensland/ Department of Agriculture, Fisheries and Forestry (DAFF) online form at www.daff.qld.gov.au within 24 hours of becoming aware of the presence or suspicion.

 

It should be noted that the movement of Fire Ants is prohibited, unless under the conditions of an Inspectors Approval. More information can be obtained from the Queensland Biosecurity Queensland/ Department of Agriculture, Fisheries and Forestry online form at www.daff.qld.gov.au website www.daff.qld.gov.au.

 

3.    The College currently has an onsite wastewater treatment facility and effluent disposal system.  While QUU and land developers have plans to provide a reticulated sewerage network within the Plainland area, there is no sewerage infrastructure currently constructed within Plainland at the time of providing this decision notice.  Accordingly, the conditions of this approval are based onsite treatment and disposal given the uncertainty of the future reticulated sewerage network.   

 

Faith Lutheran College may wish to make an service connection application in the future for a connection into this sewer network upon it being constructed.  An assessment of the sewer systems capacity to service the college, any required infrastructure works and the costs and fees associated with providing this connection to the network will need to be assessed at the time of application being made. 

 

4.    The development site is currently provided with a trickle feed supply arrangement.  Under this arrangement the college is required to provide onsite infrastructure that provides sufficient flows and pressures for the development (storage and booster pumps).  The college may make a request to QUU if there is a desire for a greater level of service to be provided from QUU water supply network.    

 

5.    Any additional development or intensification of use, beyond that which this approves, may be subject to a further development application and planning approval.

 


Development Application for Material Change of Use for Educational Establishment and Child Care Facility on Lot 4 RP208154 at 3-5 Faith Avenue, Plainland

Attachment 1

Plan

 



Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

The Chair, Cr Steve Jones left the meeting to attend to urgent business the time being 12.31pm.

 

RESOLUTION:

 

In the absence of the Mayor and Deputy Mayor, Cr McDonald moved and Cr McLean seconded a motion that Cr Pingel assume the Chair of the meeting acknowledging that a quorum was still present.

 

Moved By:      Cr McDonald                       Seconded By:     Cr McLean

Resolution Number: 3494

 

CARRIED

4/0

 

Cr Derek Pingel assumed the Chair.

Cr Janice Holstein returned to the meeting, the time being 12:33pm in time for the vote. 

 

 

13.6                                        Request to Change an Existing Approval - Preliminary Approval (Impact Assessment) That May Affect a Local Planning Instrument Under Section 242 of SPA 2009 and Development Permit for Material Change of Use (Service Station and Refreshment Service) Development Permit for Environmentally Relevant Activity No. 8 (Chemical Storage) Development Permit for Reconfigure a Lot for Subdivision (2 into 5 Lots) and a Development Permit for Operational Works for Advertising Signage) on Land Described as Lots 1 and 211 on SP177875 at the Corner of Laidley-Plainland Road and Warrego Highway, Plainland

 

Date:                                      19 June 2014

Author:                                  Hayley O'Brien, Senior Planner Development Assessment

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

File No:                                  Formal Papers       

 

Summary:

 

This report is for a request to change an existing approval. This request has arisen from a change in ownership of the subject property. The previous approvals over the site were established on a conceptual basis to facilitate the future development of the site. This application is seeking to supersede the conceptual design with a more detailed design that the addresses how the site will operate.

 

 

Officer’s Recommendation:

THAT Council resolves to approve the Request to Change Preliminary Approval (Impact Assessment) That May Affect a Local Planning Instrument Under Section 242 of SPA 2009 and Development Permit for Material Change of Use (Service Station and Refreshment Service), Development Permit for Environmentally Relevant Activity No. 8 (Chemical Storage), Development Permit for Reconfigure a Lot for Subdivision (2 into 5 Lots) and a Development Permit for Operational Works for Advertising Signage) on land described as Lots 1 and 211 on SP177875 and Easement A on SP177875 at the corner of Laidley-Plainland Road and Warrego Highway, Plainland, in accordance with the amended and/or deleted conditions below –

 

Preliminary Approval Document

Approved Plan List – Amended by the inclusion of the following plans:

 

Plan submitted 17 April 2014 being:

·      Drawing No. A00 Issue A – Architectural Design Statement – 03/05/2014

·      Drawing No. 01 Issue N – Site Plan – 20/03/2014

·      Drawing No. 02 Issue O – Ground Level Plan – 20/03/2014

·      Drawing No. 03 Issue G – Roof Plan – 28/02/2014

·      Drawing No. 05 Issue C – Ground Level Areas – 04/02/2014

·      Drawing No. 06 Issue E – Lower Ground Level Plan – 28/02/2014

·      Drawing No. 07 Issue A – Lower Ground Level Areas – 04/02/2014

·      Drawing No. 10 Issue E – North and South Elevations – 28/02/2014

·      Drawing No. 11 Issue E – East and West Elevations – 28/02/2014

·      Drawing No. 30 Issue D – Preliminary 3D View 1 – 28/02/2014

·      Drawing No. 31 Issue D – Preliminary 3D Views 1 & 2 – 26/02/2014

·      Drawing No. 32 Issue D – Preliminary 3D Views 4&5 – 27/02/2014

·      Drawing No 14/067 PPO1 Revision B – 25/03/2014

 

Preliminary Approval Documentation and Further Approvals

Condition P3 – Amended to read:

 

The development must at all times comply with the Department of Transport and Main Roads – Concurrence Agency response dated 21 January 2011 and 30 June 2011; and

The development must at all times comply with the Department of Infrastructure and Planning – Concurrence Agency response dated 4 April 2011.

This Decision Notice also acknowledges the SARA - Department of State Development Infrastructure and Planning ‘Notice about request for permissible change – relevant entity’ response dated 13 May 2014.

 

Engineering Conditions

Access and Parking    

 

Condition BB7 – Deleted

 

Condition BB10 – Amended to read:

 

A footpath, 2.5 metres wide, is to be constructed along one side of the entire length of the internal Road as indicated on the approved site layout plan. The footpath is to be constructed in accordance with IPWEAQ Standard Drawing SEQ R-065. Kerb ramps shall be provided at intersections in accordance with IPWEAQ Standard Drawing SEQ R-090 and SEQ R-094

 

Material Change of Use – Development Permit for the Service Centre

 

Condition A1 – Amended to reference the following plans

 

Plan submitted 17 April 2014 being:

·      Drawing No. A00 Issue A – Architectural Design Statement – 03/05/2014

·      Drawing No. 01 Issue N – Site Plan – 20/03/2014

·      Drawing No. 02 Issue O – Ground Level Plan – 20/03/2014

·      Drawing No. 03 Issue G – Roof Plan – 28/02/2014

·      Drawing No. 05 Issue C – Ground Level Areas – 04/02/2014

·      Drawing No. 06 Issue E – Lower Ground Level Plan – 28/02/2014

·      Drawing No. 07 Issue A – Lower Ground Level Areas – 04/02/2014

·      Drawing No. 10 Issue E – North and South Elevations – 28/02/2014

·      Drawing No. 11 Issue E – East and West Elevations – 28/02/2014

·      Drawing No. 30 Issue D – Preliminary 3D View 1 – 28/02/2014

·      Drawing No. 31 Issue D – Preliminary 3D Views 1 & 2 – 26/02/2014

·      Drawing No. 32 Issue D – Preliminary 3D Views 4&5 – 27/02/2014

·      Drawing No 14/067 PPO1 Revision B – 25/03/2014

 

These plans hereafter shall be known as the “approved plans”  

 

Parking

 

Condition CC1 – Amended to read:

 

Car parking must be carried out in accordance with the Stamped Approved Plans as listed in Condition A1 – Material Change of Use – Development Permit for the Service Centre.

 

Environmentally Relevant Activity (ERA)

 

Conditions E1-E27 - Deleted

 

 

 

RESOLUTION:

THAT Council resolves to approve the Request to Change Preliminary Approval (Impact Assessment) That May Affect a Local Planning Instrument Under Section 242 of SPA 2009 and Development Permit for Material Change of Use (Service Station and Refreshment Service), Development Permit for Environmentally Relevant Activity No. 8 (Chemical Storage), Development Permit for Reconfigure a Lot for Subdivision (2 into 5 Lots) and a Development Permit for Operational Works for Advertising Signage) on land described as Lots 1 and 211 on SP177875 and Easement A on SP177875 at the corner of Laidley-Plainland Road and Warrego Highway, Plainland, in accordance with the amended and/or deleted conditions below –

 

Preliminary Approval Document

Approved Plan List – Amended by the inclusion of the following plans:

 

Plan submitted 17 April 2014 being:

·      Drawing No. A00 Issue A – Architectural Design Statement – 03/05/2014

·      Drawing No. 01 Issue N – Site Plan – 20/03/2014

·      Drawing No. 02 Issue O – Ground Level Plan – 20/03/2014

·      Drawing No. 03 Issue G – Roof Plan – 28/02/2014

·      Drawing No. 05 Issue C – Ground Level Areas – 04/02/2014

·      Drawing No. 06 Issue E – Lower Ground Level Plan – 28/02/2014

·      Drawing No. 07 Issue A – Lower Ground Level Areas – 04/02/2014

·      Drawing No. 10 Issue E – North and South Elevations – 28/02/2014

·      Drawing No. 11 Issue E – East and West Elevations – 28/02/2014

·      Drawing No. 30 Issue D – Preliminary 3D View 1 – 28/02/2014

·      Drawing No. 31 Issue D – Preliminary 3D Views 1 & 2 – 26/02/2014

·      Drawing No. 32 Issue D – Preliminary 3D Views 4&5 – 27/02/2014

·      Drawing No 14/067 PPO1 Revision B – 25/03/2014

 

Preliminary Approval Documentation and Further Approvals

Condition P3 – Amended to read:

 

The development must at all times comply with the Department of Transport and Main Roads – Concurrence Agency response dated 21 January 2011 and 30 June 2011; and

The development must at all times comply with the Department of Infrastructure and Planning – Concurrence Agency response dated 4 April 2011.

This Decision Notice also acknowledges the SARA - Department of State Development Infrastructure and Planning ‘Notice about request for permissible change – relevant entity’ response dated 13 May 2014.

 

Engineering Conditions

Access and Parking    

 

Condition BB7 – Deleted

 

Condition BB10 – Amended to read:

 

A footpath, 2.5 metres wide, is to be constructed along one side of the entire length of the internal Road as indicated on the approved site layout plan. The footpath is to be constructed in accordance with IPWEAQ Standard Drawing SEQ R-065. Kerb ramps shall be provided at intersections in accordance with IPWEAQ Standard Drawing SEQ R-090 and SEQ R-094

 

Material Change of Use – Development Permit for the Service Centre

 

Condition A1 – Amended to reference the following plans

 

Plan submitted 17 April 2014 being:

·      Drawing No. A00 Issue A – Architectural Design Statement – 03/05/2014

·      Drawing No. 01 Issue N – Site Plan – 20/03/2014

·      Drawing No. 02 Issue O – Ground Level Plan – 20/03/2014

·      Drawing No. 03 Issue G – Roof Plan – 28/02/2014

·      Drawing No. 05 Issue C – Ground Level Areas – 04/02/2014

·      Drawing No. 06 Issue E – Lower Ground Level Plan – 28/02/2014

·      Drawing No. 07 Issue A – Lower Ground Level Areas – 04/02/2014

·      Drawing No. 10 Issue E – North and South Elevations – 28/02/2014

·      Drawing No. 11 Issue E – East and West Elevations – 28/02/2014

·      Drawing No. 30 Issue D – Preliminary 3D View 1 – 28/02/2014

·      Drawing No. 31 Issue D – Preliminary 3D Views 1 & 2 – 26/02/2014

·      Drawing No. 32 Issue D – Preliminary 3D Views 4&5 – 27/02/2014

·      Drawing No 14/067 PPO1 Revision B – 25/03/2014

 

These plans hereafter shall be known as the “approved plans”  

 

Parking

 

Condition CC1 – Amended to read:

 

Car parking must be carried out in accordance with the Stamped Approved Plans as listed in Condition A1 – Material Change of Use – Development Permit for the Service Centre.

 

Environmentally Relevant Activity (ERA)

 

Conditions E1-E27 - Deleted

 

Moved By:      Cr McDonald                       Seconded By:     Cr Friend

Resolution Number: 3495

 

CARRIED

5/0

 

Report

 

1.      Introduction

 

This report recommends that Council approve the request to change existing approval made by The Thistle Company of Australia (C/- Urbis Pty Ltd) for the development approval for the Plainland Westbound Commercial Area located at the corner of Laidley-Plainland Road and Warrego Highway, Plainland.

 

2.      Background

 

The original application (DA2010/0155) sought a Preliminary Approval to vary the effect of the Planning Scheme pursuant to Section 242 of the Sustainable Planning Act 2009 to provide for the development and ongoing use of the land for a highway service centre and various commercial purposes. In addition, the application sought approval of an Environmentally Relevant Activity (ERA) No. 8 for Chemical Storage in conjunction with the proposed Service Station use. Furthermore, a development permit for operational works for advertising signage was sought with the proposed use and a development permit for reconfiguring a lot to subdivide the land (from 2 lots into 5 lots).

 

The approved development comprises of the following –

1.   Preliminary Approval – Plainland Westbound Commercial Area

2.   Material Change of Use (Development Permit) – Service Station and Refreshment Service

3.   Environmentally Relevant Activity – Chemical Storage

4.   Reconfiguration of Lot – Standard Format Subdivision – (2 lots into 5 lots)

5.   Operational Works – Advertising Signage

 

A Decision Notice was issued on 14 September 2011 subject to a Preliminary Approval Document and reasonable and relevant conditions. On 26 March 2012, Council issued a Negotiated Decision Notice based on representations made by the applicant. On 17 April 2014, the applicant (and new owner) submitted a request to change the approval, which is the subject of this report.

 

3.      Report

 

3.1    Subject Land

 

The subject land is located on the corner of Laidley-Plainland Road and the Warrego Highway at Plainland. The site is identified as the future Plainland Westbound Commercial Area, which is a part of the identified centre future growth area of Plainland.

 

Lot 1 SP177875 is 3 516m2 and Lot 211 on SP177875 is 39 014m2. The two lots have a total area of 42 530m2 (approximately 4.25 HA) and are currently vacant. There is drainage easement in the north east corner of the site identified as Easement A on 47475491. Lot 1 SP177875 is zoned Rural Landscape and Lot 211 SP177875 is zoned Rural Residential under the Laidley Shire Council Planning Scheme 2003. The site is located on the southern side of the Warrego Highway and is adjacent to the Porters Plainland Hotel and rural residential uses to the south east.

 

3.2    Proposal

 

With the acquisition of the property, the proponent is now seeking to develop the site for the purpose of a service centre with access to the Warrego Highway at Plainland. Following an operational review of the approval (and design) currently in place, the applicant has identified a number of deficiencies in the proposed layout in addition to a number of opportunities for improvements in design, layout and functionality.

 

The applicant has also provided commentary regarding the original Department of Transport and Main Roads (DTMR) conditions implemented in the original approval which required significant revisions to the layout.

 

In addition, as the activity of Chemical Storage (ERA 8 threshold 3(a) Chemical Storage – storing 10 to 500m3 of chemicals has ceased to be an Environmentally Relevant Activity, it is proposed to remove all reference and conditions relating to the former ERA component.

 

The principal changes to the layout are as follows:

·   Integration of all building functions within one building to be repositioned to the north of the site;

·   Increase of gross floor area from 1308m2 to 1769m2 to allow for a larger dining area and ancillary retail and to incorporate the proposed free-standing fast food restaurant into the larger service centre building;

·   Increase of car parking from 89 to 137 car parks, with the provision of basement level parking;

·   Additional truck parking, caravan parking and RV parking;

·   Revised landscaping scheme; and

·   Realignment of boundaries for the reconfiguration of a lot with no additional lots created.

 

The amended plans submitted with the request are provided as an Attachment to this report.

 

3.3    Assessment

 

3.3.1  Legislative Requirements

 

Pursuant to Section 367 of the Sustainable Planning Act 2009 (SPA), a permissible change for a development approval is a change to the approval that would not:

 

(a)  Result in substantially different development; or

 

(b)  If the application for the approval were remade including the change –

(i)    Require referral to additional concurrence agencies; or

(ii)   For an approval for assessable development that previously did not require impact assessment – require impact assessment; or

 

(c)  For an approval for assessable development that previously required impact assessment –be likely, in the responsible entity’s opinion, to cause a person to make a properly made submission objecting to the proposed change, if the circumstances allowed; or

 

(d)  Cause development to which the approval relates to include any prohibited development.

 

The request has been assessed and in doing such, due regard has been given to the Statutory Guideline 06/09 – Substantially different development when changing applications and approvals (Statutory Guideline 06/09). It has been determined that the request does not result in any additional impacts; does not significantly alter the access arrangements and generally enhances the overall proposed development and therefore is considered to satisfy the provisions of Section 367 of SPA and Statutory Guideline 06/09.

 

The application was lodged on 17 April 2014 and is required to be assessed and determined under SPA.

 

3.3.2  Referral Agencies

 

As both the original application and subsequent negotiated decision involved concurrence referral to both the Department of Main Roads and Transport (DTMR) and the then Department of Infrastructure and Planning (DIP), (now the Department of State Development and Infrastructure Planning), the application was referred to the State Assessment and Referral Agency (SARA) for comment. SARA has considered the proposed changes and has provided a written response indicating that it has no objection to the proposed changes.

 

3.3.3  Adopted Infrastructure Charges

 

The Adopted Infrastructure Charges payable will be recalculated to reflect the increase in the gross floor area of the proposal from 1 308m2 to 1 886m2.

 

4       Policy and Legal Implications

 

There are no policy or legal implications for Council that result from the approval of the request.

 

5       Financial and Resource Implications

 

The approval of the request will not generate any financial implications for Council, nor will it require any resources to be allocated by Council.

6       Delegations/Authorisations

 

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

 

7       Communication and Engagement

 

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

 

8       Conclusion

 

Based on the town planning assessment provided, the request to change development approval should be approved as recommended below.

 

9        Action/s

THAT Council resolves to approve the REQUEST TO CHANGE PRELIMINARY APPROVAL (IMPACT ASSESSMENT) THAT MAY AFFECT A LOCAL PLANNING INSTRUMENT UNDER SECTION 242 OF SPA 2009 AND DEVELOPMENT PERMIT FOR MATERIAL CHANGE OF USE (SERVICE STATION AND REFRESHMENT SERVICE), DEVELOPMENT PERMIT FOR ENVIRONMENTALLY RELEVANT ACTIVITY NO. 8 (CHEMICAL STORAGE), DEVELOPMENT PERMIT FOR RECONFIGURE A LOT FOR SUBDIVISION (2 INTO 5 LOTS) AND A DEVELOPMENT PERMIT FOR OPERATIONAL WORKS FOR ADVERTISING SIGNAGE) on land described as Lots 1 and 211 on SP177875 and Easement A on SP177875 at the corner of Laidley-Plainland Road and Warrego Highway, Plainland, in accordance with the amended and/or deleted conditions below:

 

Preliminary Approval Document

Approved Plan List – Amended by the deletion of the existing list of plans and the inclusion of the following plans:

 

Plan submitted 17 April 2014 being:

·    Drawing No. A00 Issue A – Architectural Design Statement – 03/05/2014

·    Drawing No. 01 Issue N – Site Plan – 20/03/2014

·    Drawing No. 02 Issue O – Ground Level Plan – 20/03/2014

·    Drawing No. 03 Issue G – Roof Plan – 28/02/2014

·    Drawing No. 05 Issue C – Ground Level Areas – 04/02/2014

·    Drawing No. 06 Issue E – Lower Ground Level Plan – 28/02/2014

·    Drawing No. 07 Issue A – Lower Ground Level Areas – 04/02/2014

·    Drawing No. 10 Issue E – North and South Elevations – 28/02/2014

·    Drawing No. 11 Issue E – East and West Elevations – 28/02/2014

·    Drawing No. 30 Issue D – Preliminary 3D View 1 – 28/02/2014

·    Drawing No. 31 Issue D – Preliminary 3D Views 1 & 2 – 26/02/2014

·    Drawing No. 32 Issue D – Preliminary 3D Views 4&5 – 27/02/2014

·    Drawing No 14/067 PPO1 Revision B – 25/03/2014

 

 

Preliminary Approval Documentation and Further Approvals

Condition P3 – Amended to read:

 

The development must at all times comply with the Department of Transport and Main Roads – Concurrence Agency response dated 21 January 2011 and 30 June 2011; and

The development must at all times comply with the Department of Infrastructure and Planning – Concurrence Agency response dated 4 April 2011.

This Decision Notice also acknowledges the SARA - Department of State Development Infrastructure and Planning ‘Notice about request for permissible change – relevant entity’ response dated 13 May 2014.

 

Engineering Conditions

Access and Parking

 

Condition BB7 – Deleted

 

Condition BB10 – Amended to read:

 

A footpath, 2.5 metres wide, is to be constructed along one side of the internal Road as indicated on the approved site layout plan. The footpath is to be constructed in accordance with IPWEAQ Standard Drawing SEQ R-065. Kerb ramps shall be provided at intersections in accordance with IPWEAQ Standard Drawing SEQ R-090 and SEQ R-094

 

Material Change of Use – Development Permit for the Service Centre

 

Condition A1 – Amended to remove reference to the existing list of plans to reference the following plans:

 

Plan submitted 17 April 2014 being:

·        Drawing No. A00 Issue A – Architectural Design Statement – 03/05/2014

·        Drawing No. 01 Issue N – Site Plan – 20/03/2014

·        Drawing No. 02 Issue O – Ground Level Plan – 20/03/2014

·        Drawing No. 03 Issue G – Roof Plan – 28/02/2014

·        Drawing No. 05 Issue C – Ground Level Areas – 04/02/2014

·        Drawing No. 06 Issue E – Lower Ground Level Plan – 28/02/2014

·        Drawing No. 07 Issue A – Lower Ground Level Areas – 04/02/2014

·        Drawing No. 10 Issue E – North and South Elevations – 28/02/2014

·        Drawing No. 11 Issue E – East and West Elevations – 28/02/2014

·        Drawing No. 30 Issue D – Preliminary 3D View 1 – 28/02/2014

·        Drawing No. 31 Issue D – Preliminary 3D Views 1 & 2 – 26/02/2014

·        Drawing No. 32 Issue D – Preliminary 3D Views 4 & 5 – 27/02/2014

·        Drawing No 14/067 PPO1 Revision B – 25/03/2014

 

These plans hereafter shall be known as the “approved plans”           

 

Parking

 

Condition CC1 – Amended to read:

 

Car parking must be carried out in accordance with the Stamped Approved Plans as listed in Condition A1 – Material Change of Use – Development Permit for the Service Centre.

 

Environmentally Relevant Activity (ERA)

 

Conditions E1-E27(inclusive) – Deleted.

 

 


Request to Change an Existing Approval - Preliminary Approval (Impact Assessment) That May Affect a Local Planning Instrument Under Seection 242 of SPA 2009 and Development Permit for Material Change of Use (Service Station and Refreshment Service) Development Permit for Environmentally Relevant Activity No. 8 (Chemical Storage) Development Permit for Reconfigure a Lot for Subdivision (2 into 5 Lots) and a Development Permit for Operational Works for Advertising Signage) on Land Described as Lots 1 and 211 on SP177875 at the Corner of Laidley-Plainland Road and Warrego Highway, Plainland

Attachment 1

Information

 













Request to Change an Existing Approval - Preliminary Approval (Impact Assessment) That May Affect a Local Planning Instrument Under Seection 242 of SPA 2009 and Development Permit for Material Change of Use (Service Station and Refreshment Service) Development Permit for Environmentally Relevant Activity No. 8 (Chemical Storage) Development Permit for Reconfigure a Lot for Subdivision (2 into 5 Lots) and a Development Permit for Operational Works for Advertising Signage) on Land Described as Lots 1 and 211 on SP177875 at the Corner of Laidley-Plainland Road and Warrego Highway, Plainland

Attachment 2

Plan

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

Cr Jones advised of a possible perceived conflict of interest in Item 13.7 “Request to Change Development Approval for Preliminary Approval for Material Change of Use (Impact Assessment) to Override the Provisions of the Planning Scheme Under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 Lots Plus Park) on Lot 206 CH312041 at 83 Princes Road, Gatton” Cr Jones advised the Council that he has personal dealings with the applicant and dealt with the perceived conflict of interest by leaving the meeting room, taking no part  in the debate or decision on the matter.  Cr Jones left the meeting the time being 12.33pm. 

 

Cr Holstein advised of a possible perceived conflict of interest in Item 13.7 “Request to Change Development Approval for Preliminary Approval for Material Change of Use (Impact Assessment) to Override the Provisions of the Planning Scheme Under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 Lots Plus Park) on Lot 206 CH312041 at 83 Princes Road, Gatton” Cr Holstein advised the Council that she has personal dealings (husband’s business) with the applicant and dealt with the perceived conflict of interest by leaving the meeting room, taking no part  in the debate or decision on the matter.  Cr Holstein left the meeting the time being 12.33 pm. 

 

Cr Tanya Milligan returned to the meeting, the time being 12:34pm and assumed the Chair as Acting Chairperson. 

 

13.7                                        Request to Change Development Approval for Preliminary Approval for Material Change of Use (Impact Assessment) to Override the Provisions of the Planning Scheme Under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 Lots Plus Park) on Lot 206 CH312041 at 83 Princes Road, Gatton

 

Date:                                      20 June 2014

Author:                                  Trevor Boheim, Coordinator Development Assessment

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

File No:                                  Formal Papers       

 

Summary:

 

Council officers have assessed a request made under Section 367 of the Sustainable Planning Act 2009 (SPA) for a permissible change to a Preliminary Approval for Material Change of Use to override the provisions of the planning scheme under Section 3.1.6 of the Integrated Planning Act 1997 (IPA) and Development Permit for Reconfigure of a Lot for subdivision (103 lots plus park) on land described as Lot 206 CH312041 at 83 Princes Road, Gatton and have determined the request should be approved.

 

 

Officer’s Recommendation:

THAT Council resolve to approve the request for a permissible change to a Preliminary Approval for Material Change of Use to override the provisions of the Planning Scheme under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 lots plus park) on land described as Lot 206 CH312041 at 83 Princes Road, Gatton, being DA6571 as follows:

 

1.   The deletion of the following part of Condition BB9:

The applicant shall make a monetary contribution to Council of $14,000 towards the pavement strengthening of Road 1 which was constructed as part of Koala Park Stage 7. This being the amount that Lockyer Valley Regional Council contributed to the Stage 7 works in order for the pavement depth to be increased to upgrade the road classification from access road to collector road (standard required for this development).

 

2.   The amendment of Condition BB17 to read:

A Temporary Bus Stop will be installed prior to the plan sealing of the 103rd lot of this approval and located along Allan Cunningham Drive and adjacent to drainage reserve/park on approved plan G003 revision C, dated 1 December 2009. The temporary bus stop will be constructed in accordance with the minimum requirements of Translink’s Public Transport Infrastructure Manual, for a ‘Regular Stop’ type. A permanent bus stop will be conditioned as part of a later approval to service a catchment of 250 lots and to be generally located on the proposed collector road as shown on approved plan SH001 revision H, dated 9 November 2009.

 

3.   The amendment of the timing for the fulfilment of Condition F6 so that it is to be satisfied prior to plan sealing which creates the 103rd lot.

4.   The amendment of Condition H2 to read:

The Department of Main Roads requirements provided in the referral agency response of 16 June 2010 and as amended by revised referral agency response of 19 October 2011 must be complied with prior to lodgement of the Survey Plan for endorsement.

 

5.   The amendment of Sewerage Condition 4 to read:

The following shall apply up to the first 232 residential allotments -

(a)     The applicant is to provide sewerage infrastructure works for the proposed development generally in accordance with (1) Option 2 as detailed within the document titled ‘Woodchester Estate Wastewater Feasibility Study Addendum to Address Review by Queensland Urban Utilities’ dated January 2012 and (2) the works detailed within the document titled ‘Proposed Residential Subdivision Woodchester Estate, Princes Road, Gatton – Sewer Pump Station Report’ prepared by New Lands Group Pty Ltd dated 19 November 2013. In this respect, the applicant will be required to construct a pump-out holding tank to service 42 allotments (Stages 1 & 2).

(b)    Beyond 42 allotments the applicant will be required to construct the following external sewerage works, amongst other infrastructure works, a sewage pump station to be located in vicinity of Tenthill Creek Road, a gravity sewer from the proposed development to the abovementioned Tenthill Creek Road sewage pump station, and a pressure/rising main from the abovementioned Tenthill Creek Road sewage pump station to the existing gravity sewer network in vicinity of sewage pump station (SP411) located near Lake Apex. The size of infrastructure works, described to service beyond 42 allotments, shall be capable of servicing up to a minimum of 232 allotments while complying with QUU design standards and specifications.

(c)    The applicant shall make a request to QUU prior to preparing the design drawings, for infrastructure works to service beyond 42 allotments, to ascertain if QUU wishes to increase or duplicate the developer infrastructure works.  QUU has 30 working days from receipt of such request to advise the applicant of its requirements.  Any additional costs incurred by the applicant in satisfying QUU requirements will be at QUU’s expense (marginal cost difference).  The applicant is to ensure that any works undertaken on behalf of QUU complies with QUU procurement procedures and policies.

 

6.   The amendment of Sewerage Condition 5 to read:

The following shall apply beyond the first 232 residential allotments –

 

The Applicant shall submit a sewerage assessment report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with the each Operational Works application for approval. The report should include:

 

·        An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

·        An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

The sewerage assessment report must be consistent with Queensland Urban Utilities latest master planning strategy.

 

The Applicant will be required to undertake the works detailed within the approved sewerage assessment report, unless otherwise advised in writing by Queensland Urban Utilities.

 

The applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved sewerage assessment report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report is could be required where there have been changes to, but not limited to, (1) sewerage design criteria, (2) sewerage master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

7.   The deletion of Sewerage Condition 6

 

8.   The deletion of Sewerage Condition 7.

 

9.   The deletion of Sewerage Condition 8.

 

10. The amendment of Sewerage Condition 9 to read:

 

The Developer is required to pay sewerage infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Sewerage infrastructure charges are payable at the time of sealing the Plans of Survey.   

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the sewerage infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

11. The deletion of the Sewerage advice.

 

12. The amendment of Water Condition 8 to read:

 

The Applicant shall submit a water reticulation analysis report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with each Operational Works application for approval.  The report should include:

 

•        An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

 

•        An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

 

•        Details as to how security of supply and water quality are to be achieved during the proposed staging of development.

The water reticulation assessment must be consistent with Queensland Urban Utilities latest master planning strategy for the Gatton Water Supply Area.

 

The Applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved hydraulic report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report could be required where there have been changes to, but not limited to, (1) water supply design criteria, (2) water supply master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

13. The amendment of Water Condition 9 to read:

The Applicant will be required to undertake the works detailed within the approved water reticulation analysis report deemed necessary to service the proposed development, unless otherwise advised in writing by Queensland Urban Utilities.

 

Queensland Urban Utilities acknowledges that the capacity of the temporary water pump station has been designed with capacity to service up to 232 residential allotments within the proposed development.

 

14. The amendment of Water Condition 10 to read

The Developer is required to pay water infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Water infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the water infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

15. The deletion of the Water advice.

 

 

RESOLUTION:

THAT Council resolve to approve the request for a permissible change to a Preliminary Approval for Material Change of Use to override the provisions of the Planning Scheme under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 lots plus park) on land described as Lot 206 CH312041 at 83 Princes Road, Gatton, being DA6571 as follows:

 

1.   The deletion of the following part of Condition BB9:

The applicant shall make a monetary contribution to Council of $14,000 towards the pavement strengthening of Road 1 which was constructed as part of Koala Park Stage 7. This being the amount that Lockyer Valley Regional Council contributed to the Stage 7 works in order for the pavement depth to be increased to upgrade the road classification from access road to collector road (standard required for this development).

 

2.   The amendment of Condition BB17 to read:

A Temporary Bus Stop will be installed prior to the plan sealing of the 103rd lot of this approval and located along Allan Cunningham Drive and adjacent to drainage reserve/park on approved plan G003 revision C, dated 1 December 2009. The temporary bus stop will be constructed in accordance with the minimum requirements of Translink’s Public Transport Infrastructure Manual, for a ‘Regular Stop’ type. A permanent bus stop will be conditioned as part of a later approval to service a catchment of 250 lots and to be generally located on the proposed collector road as shown on approved plan SH001 revision H, dated 9 November 2009.

 

3.   The amendment of the timing for the fulfilment of Condition F6 so that it is to be satisfied prior to plan sealing which creates the 103rd lot.

4.   The amendment of Condition H2 to read:

The Department of Main Roads requirements provided in the referral agency response of 16 June 2010 and as amended by revised referral agency response of 19 October 2011 must be complied with prior to lodgement of the Survey Plan for endorsement.

 

5.   The amendment of Sewerage Condition 4 to read:

The following shall apply up to the first 232 residential allotments -

(a)     The applicant is to provide sewerage infrastructure works for the proposed development generally in accordance with (1) Option 2 as detailed within the document titled ‘Woodchester Estate Wastewater Feasibility Study Addendum to Address Review by Queensland Urban Utilities’ dated January 2012 and (2) the works detailed within the document titled ‘Proposed Residential Subdivision Woodchester Estate, Princes Road, Gatton – Sewer Pump Station Report’ prepared by New Lands Group Pty Ltd dated 19 November 2013. In this respect, the applicant will be required to construct a pump-out holding tank to service 42 allotments (Stages 1 & 2).

(b)    Beyond 42 allotments the applicant will be required to construct the following external sewerage works, amongst other infrastructure works, a sewage pump station to be located in vicinity of Tenthill Creek Road, a gravity sewer from the proposed development to the abovementioned Tenthill Creek Road sewage pump station, and a pressure/rising main from the abovementioned Tenthill Creek Road sewage pump station to the existing gravity sewer network in vicinity of sewage pump station (SP411) located near Lake Apex. The size of infrastructure works, described to service beyond 42 allotments, shall be capable of servicing up to a minimum of 232 allotments while complying with QUU design standards and specifications.

(c)    The applicant shall make a request to QUU prior to preparing the design drawings, for infrastructure works to service beyond 42 allotments, to ascertain if QUU wishes to increase or duplicate the developer infrastructure works.  QUU has 30 working days from receipt of such request to advise the applicant of its requirements.  Any additional costs incurred by the applicant in satisfying QUU requirements will be at QUU’s expense (marginal cost difference).  The applicant is to ensure that any works undertaken on behalf of QUU complies with QUU procurement procedures and policies.

 

6.   The amendment of Sewerage Condition 5 to read:

The following shall apply beyond the first 232 residential allotments –

 

The Applicant shall submit a sewerage assessment report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with the each Operational Works application for approval. The report should include:

 

·        An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

·        An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

The sewerage assessment report must be consistent with Queensland Urban Utilities latest master planning strategy.

 

The Applicant will be required to undertake the works detailed within the approved sewerage assessment report, unless otherwise advised in writing by Queensland Urban Utilities.

 

The applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved sewerage assessment report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report is could be required where there have been changes to, but not limited to, (1) sewerage design criteria, (2) sewerage master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

7.   The deletion of Sewerage Condition 6

 

8.   The deletion of Sewerage Condition 7.

 

9.   The deletion of Sewerage Condition 8.

 

10. The amendment of Sewerage Condition 9 to read:

 

The Developer is required to pay sewerage infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Sewerage infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the sewerage infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

11. The deletion of the Sewerage advice.

 

12. The amendment of Water Condition 8 to read:

 

The Applicant shall submit a water reticulation analysis report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with each Operational Works application for approval.  The report should include:

 

•        An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

 

•        An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

 

•        Details as to how security of supply and water quality are to be achieved during the proposed staging of development.

The water reticulation assessment must be consistent with Queensland Urban Utilities latest master planning strategy for the Gatton Water Supply Area.

 

The Applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved hydraulic report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report could be required where there have been changes to, but not limited to, (1) water supply design criteria, (2) water supply master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

13. The amendment of Water Condition 9 to read:

The Applicant will be required to undertake the works detailed within the approved water reticulation analysis report deemed necessary to service the proposed development, unless otherwise advised in writing by Queensland Urban Utilities.

 

Queensland Urban Utilities acknowledges that the capacity of the temporary water pump station has been designed with capacity to service up to 232 residential allotments within the proposed development.

 

14. The amendment of Water Condition 10 to read

The Developer is required to pay water infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Water infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the water infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

15. The deletion of the Water advice.

 

Moved By:      Cr Friend                              Seconded By:     Cr McDonald

Resolution Number: 3496

 

CARRIED

5/0

 

Report

 

1.      Introduction

 

This purpose of this report is to provide Council with the necessary information to enable it to determine a request that has been received for a permissible change to a Preliminary Approval for Material Change of Use to override the provisions of the planning scheme under Section 3.1.6 of the IPA and Development Permit for Reconfigure of a Lot for subdivision. The request is being put to Council for determination as the original approval was approved by Council rather than under delegation. The report recommends that Council approve the request.

 

2.      Background

 

On 21 April 2011 Council approved an application for Preliminary Approval of Material Change of Use to override the provisions of the planning scheme under Section 3.1.6 of the IPA and Development Permit for Reconfigure of a Lot for subdivision (100 lots plus park) as Lot 206 CH312041, located at 83 Princes Road, Gatton.

 

On 14 November 2011 Council approved a permissible change to this approval. On 8 April 2014 the applicant made a further request under Section 367 of SPA for a permissible change to the development approval.

 

3.      Report

 

The land subject comprises stages of the Woodchester Estate located south east of the Gatton Township on Princes Road and is 67.4082ha in area..   

 

3.1     Conditions requested by applicant to be amended or deleted

 

The request is for the amendment or deletion of Council Conditions BB9, BB17, F6 and H2, Sewerage Conditions 4, 5 and 7, and Water Condition 9. An assessment of these is provided below. 

 

Condition BB9

 

This condition requires in part that:

 

The applicant shall make a monetary contribution to Council of $14,000 towards the pavement strengthening of Road 1 which was constructed as part of Koala Park Stage 7. This being the amount that Lockyer Valley Regional Council contributed to the Stage 7 works in order for the pavement depth to be increased to upgrade the road classification from access road to collector road (standard required for this development).

 

The request is that this element of Condition BB9 can be deleted on the basis that Road 1 (Banksia Drive) was constructed with a 300mm pavement as required for a collector road and so strengthening is not required.

 

As indicated by the applicant, Banksia Drive was constructed with a 300mm pavement as required by Councils minimum pavement thickness policy. Accordingly, pavement strengthening is not required for Road 1 and this condition should be deleted.  

 

Condition BB17

 

This condition requires that:

 

Proposed bus stop shall service 250 lots (750 ep). Stop is therefore considered justified. Consideration of reduced indent in order to restrict tapers will be given and shall be based on your design proposal (supplied with Operational Works).

 

The applicant’s position is that the construction of a bus stop at this stage of the development is unnecessary. The bus stop is intended to service 250 lots, the first and second stages of the development involves the creation of 42 lots. It is proposed that the timing of this condition be altered to require the construction of the bus stop during a later stage of the development. It is suggested by the applicant that the construction of the bus stop could occur after stage 4 of the development.

 

It is agreed that the condition should be amended to read:

 

A Temporary Bus Stop will be installed prior to the plan sealing of the 103rd lot of this approval and located along Allan Cunningham Drive and adjacent to drainage reserve/park on approved plan G003 revision C, dated 1 December 2009. The temporary bus stop will be constructed in accordance with the minimum requirements of Translink’s Public Transport Infrastructure Manual, for a ‘Regular Stop’ type. A permanent bus stop will be conditioned as part of a later approval to service a catchment of 250 lots and to be generally located on the proposed collector road as shown on approved plan SH001 revision H, dated 9 November 2009.

 

Condition F6

 

This condition requires that:

 

The proposed open space, described as Park 1 (I) on Plan No.G001 Rev C prepared by Newlands Group, dated 01-11-2011 and Plan No. AN5 POO1 Rev D dated 01-11-2011; and containing an area of 3815 square metres must be dedicated to the Lockyer Valley Regional Council. Landscaping and embellishments of the park are to be provided generally in accordance with Woodchester Open Space Report, dated September 2010 to the minimum monetary value of $11,048.00. The monetary contribution noted reflects the current contribution rates.  The actual contribution amounts payable must be calculated using the prescribed rate at the time Operational Works Application is approved. 

 

The approval provides that this condition is to be satisfied prior to plan sealing.

 

The applicant contends that the dedication of the land and the associated construction of embellishments identified in this condition be deferred to Stage 4 of the development in accordance with the approved staging plan titled North East Staging Plan drawing number G002 rev. C prepared by Newlands Group dated 29/03/11.

 

The request is supported and as a result the timing for the satisfaction of this condition is to be amended to be satisfied prior to plan sealing which creates the 103rd lot.

 

Condition H2

 

This condition requires that:

 

The Department of Main Roads requirements must be complied with prior to lodgement of the Survey Plan for endorsement.

 

The applicant has requested that the condition be amended to recognise the Department of Transport and Main Roads revised concurrence agency conditions provided in their letter dated 19 October 2011. This letter approves the replacement of Condition 1 of Referral Agency Response dated 16 June 2010.

 

It is agreed that the condition should be amended to read:

 

The Department of Main Roads requirements provided in the referral agency response of 16 June 2010 and as amended by revised referral agency response of 19 October 2011 must be complied with prior to lodgement of the Survey Plan for endorsement.

 

Sewerage Condition 4

 

This condition requires that:

 

QUU is undertaking a Sewerage Master Planning Report that will provide details as to the indicative sewerage works and the works timing necessary to service existing and future development in Gatton.  The Developer, where determined necessary by QUU, will be required to undertake detailed planning studies and feasibility studies of the abovementioned works necessary to service the development.  The report and studies are to be approved by QUU.  The Developer shall undertake all works identified within the approved reports and studies that are necessary to service the development.  Based on QUU preliminary planning the likely extent of works has been listed below in the Advice Relating to Sewerage Conditions section.

 

The applicant contends that as all studies relating to this condition have been undertaken the requirements of the condition have been met. Accordingly this condition can be deleted.

 

As the request relates to wastewater infrastructure the advice of QUU has been sought which by its memo of 20 June 2014 advised that the condition should instead be amended to read as follows:

 

The following shall apply up to the first 232 residential allotments -

(a)     The applicant is to provide sewerage infrastructure works for the proposed development generally in accordance with (1) Option 2 as detailed within the document titled ‘Woodchester Estate Wastewater Feasibility Study Addendum to Address Review by Queensland Urban Utilities’ dated January 2012 and (2) the works detailed within the document titled ‘Proposed Residential Subdivision Woodchester Estate, Princes Road, Gatton – Sewer Pump Station Report’ prepared by New Lands Group Pty Ltd dated 19 November 2013. In this respect, the applicant will be required to construct a pump-out holding tank to service 42 allotments (Stages 1 & 2).

(b)     Beyond 42 allotments the applicant will be required to construct the following external sewerage works, amongst other infrastructure works, a sewage pump station to be located in vicinity of Tenthill Creek Road, a gravity sewer from the proposed development to the abovementioned Tenthill Creek Road sewage pump station, and a pressure/rising main from the abovementioned Tenthill Creek Road sewage pump station to the existing gravity sewer network in vicinity of sewage pump station (SP411) located near Lake Apex. The size of infrastructure works, described to service beyond 42 allotments, shall be capable of servicing up to a minimum of 232 allotments while complying with QUU design standards and specifications.

(c)     The applicant shall make a request to QUU prior to preparing the design drawings, for infrastructure works to service beyond 42 allotments, to ascertain if QUU wishes to increase or duplicate the developer infrastructure works.  QUU has 30 working days from receipt of such request to advise the applicant of its requirements.  Any additional costs incurred by the applicant in satisfying QUU requirements will be at QUU’s expense (marginal cost difference).  The applicant is to ensure that any works undertaken on behalf of QUU complies with QUU procurement procedures and policies.  

 

Sewerage Condition 5

 

This condition requires that:

 

The Developer is required to address any capacity deficiencies that exist in the downstream network prior to connecting the proposed development to the sewerage network.  Some of these works may be completed by QUU, therefore fulfilling the Developer’s requirement to undertake these works. QUU is under no obligation to undertake the works to suit the Developers timing.

 

The applicants position is that an assessment of the capacity deficiencies of the downstream sewer network has been undertaken by QUU as required by the condition and as such the requirements of the conditions has been met. Accordingly this condition can be deleted.

 

As the request relates to wastewater infrastructure the advice of QUU has been sought which by its memo of 20 June 2014 advised that the condition should instead be amended to read as follows:

 

The following shall apply beyond the first 232 residential allotments –

 

The Applicant shall submit a sewerage assessment report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with the each Operational Works application for approval. The report should include:

 

·        An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

 

·        An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

 

The sewerage assessment report must be consistent with Queensland Urban Utilities latest master planning strategy.

 

The Applicant will be required to undertake the works detailed within the approved sewerage assessment report, unless otherwise advised in writing by Queensland Urban Utilities.

 

The applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved sewerage assessment report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report is could be required where there have been changes to, but not limited to, (1) sewerage design criteria, (2) sewerage master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

Sewerage Condition 7

 

This condition requires that:

 

The Developer is to provide an unconditional bank guarantee to cover 50 percent of the future rising main and pump station upgrade detailed in Condition 6 to provide sufficient capacity for ultimate development of the south-western catchment. The bank guarantee shall be lodged prior to signing the plans of survey for the first stage of development. The Developer should prepare concept drawings and a cost estimate, prepared by Quantity Surveyor, for QUU’s approval.  The approved estimate of cost will be used to calculate the bank guarantee amount. QUU will call upon the bank guarantee upon the completion of the above works. The bank guarantee shall be escalated on the 30th of June each year in accordance with the consumer price index (CPI). In the event of an alternative ultimate strategy being adopted by the sewerage study report described in Condition 4, an alternative condition will be provided which may require the Developer to provide a similar bank guarantee for the alternative major upgrade works necessary to provide capacity for the development in the long term and future development in the greater south-western catchment.

 

The applicant requested that this condition be amended. As the request relates to wastewater infrastructure the advice of QUU has been sought which by its memo of 20 June 2014 has advised that the condition can be deleted.

 

Water Condition 9

 

This condition requires that:

 

The Developer may construct temporary works to service the first phase of the development as listed below. The first phase of development is understood to represent the first 117 lots. Beyond the initial 117 lots, the works to be undertaken as part of Condition 8 must be completed to allow further development. The Developer shall, unless otherwise approved in writing by QUU, construct the following works to service the first phase of development:

a)   A new 150 mm diameter water main along Allan Cunningham Drive connecting to the existing 200 mm diameter water main in Rangeview Drive and the existing 150 mm diameter water main in Kurrajong Road.

b)   A new booster pumping station within Lot 206 CH312041, connecting to the new 150 mm diameter water main constructed in Allan Cunningham Drive to boost pressure to areas of the development above 135 m AHD.

c)   The booster pumping station is to include an emergency diesel powered fire pump to cater for fire flow requirements and security of supply in the event of a power failure.

d)   Areas of the development below 135 m AHD may be serviced directly from the new 150 mm diameter water main in Allan Cunningham Drive.

e)   The works listed above are to be designed and constructed in accordance with the QUU Desired Standards of Service and Design Standards.

f)    These works do not form part of the ultimate water supply scheme for the area and will not be eligible for any form of headworks credit.

 

The applicant’s position is that the condition be amended such that the requirement to undertake work identified in Condition 8 only be required beyond the creation of 232 residential allotments.          

 

As the request relates to water infrastructure the advice of QUU has been sought which by its memo of 20 June 2014 has advised that the condition could be amended to read as follows:

 

The Applicant will be required to undertake the works detailed within the approved water reticulation analysis report deemed necessary to service the proposed development, unless otherwise advised in writing by Queensland Urban Utilities.

 

Queensland Urban Utilities acknowledges that the capacity of the temporary water pump station has been designed with capacity to service up to 232 residential allotments within the proposed development.

 

3.2     Additional conditions recommended by QUU to be amended or deleted

 

In its memo of 20 June 2014 QUU has requested that Sewerage Conditions 6, 8 and 9 and Water Conditions 8 and 10 also be amended or deleted and that Sewer Condition S2 and S12 of operational works approval DA2010/0196 also be amended.

 

Sewerage Condition 6

 

This condition provides that:

 

QUU planning for the Gatton sewerage catchment indicates that further infrastructure upgrades will be required to provide capacity for this development in the long term and for future development in the greater south-western catchment of Gatton. Unless an alternative ultimate servicing strategy is adopted by QUU, these upgrades are expected to include:

-         Further upgrades of the proposed pumping station in Tenthill Creek Road.

-         A new rising main from the new pumping station in Tenthill Creek Road to the Gatton wastewater treatment plant.

 

QUU recommends the deletion of this condition. This is supported.

 

Sewerage Condition 8

 

This condition provides that:

 

The bank guarantee can be reduced if another party within the south-western catchment replaces part of bank guarantee to allow them develop.

 

QUU recommends the deletion of this condition. This is supported.

 

Sewerage Condition 9

 

This condition provides that:

 

The Developer is required to make headworks contributions for sewerage infrastructure, charged on a per EP (equivalent person) basis assuming a rate of 2.74 EP per household. This will be charged at a rate of $2,600 per EP until such time as either (i) the Lockyer Valley Sewerage Master Plan is adopted by QUU, wherein the outcomes of the report will form the basis of the charges for the relevant charge areas; or (ii) a revised policy with a sewerage charge for this area is adopted.  A revised policy will supersede all other charges.

 

QUU recommends this condition be amended to:

 

The Developer is required to pay sewerage infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Sewerage infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the sewerage infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

The recommendation by QUU is supported.

 

Water Condition 8

 

This condition provides that:

 

QUU is undertaking a Water Supply Master Planning Report that will provide details as to the indicative water supply works and the works timing necessary to service existing and future development in Gatton. The Developer, where determined necessary by QUU, will be required to undertake detailed planning studies and feasibility studies of the abovementioned works necessary to service the development.  The report and studies are to be approved by QUU.  The Developer shall undertake all works identified within the approved reports and studies that are necessary to service the development.  Based on QUU preliminary planning the likely extent of works has been listed below in the Advice Relating to Water Supply Conditions section.

 

QUU recommends this condition be amended to:

 

The Applicant shall submit a water reticulation analysis report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with each Operational Works application for approval.  The report should include:

 

•         An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

 

•         An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

 

•         Details as to how security of supply and water quality are to be achieved during the proposed staging of development.

 

The water reticulation assessment must be consistent with Queensland Urban Utilities latest master planning strategy for the Gatton Water Supply Area.

 

The Applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved hydraulic report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report could be required where there have been changes to, but not limited to, (1) water supply design criteria, (2) water supply master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

The recommendation by QUU is supported.

 

Water Condition 10

 

This condition provides that:

 

The Developer is required to make headworks contributions for water supply infrastructure, charged on a per EP (equivalent person) basis.  This will be charged at the rate specified for the relevant charge area adopted by QUU based on the outcomes of the QUU Water Master Planning – Lockyer Valley Somerset Water Supply Scheme Final Report.  This charge rate will apply until such time as a revised policy or infrastructure charge is adopted to cover this area. 

 

QUU recommends this condition be amended to:

 

The Developer is required to pay water infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Water infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the water infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

The recommendation by QUU is supported.

 

Water advice

 

QUU recommends the deletion of the water advice. This is supported.

 

Sewer advice

 

QUU recommends the deletion of the water advice. This is supported.

 

Sewer Condition 12 of Operational Works Approval DA2010/0196

 

QUU has requested that Council also makes changes to Conditions S2 and S12 of Operational Works approval DA2010/0196 that relate to the provision of sewerage. Whilst a request to amend this approval has been received from the applicant, the request is limited to the amendment of a Council condition requiring the provision of a bus stop (Condition AA2.6). As the applicant has not requested any changes be made to any conditions relevant to the provision of sewerage, and in particular has not requested that changes be made to Conditions S2 and S12, there is no ability for QUU or Council to amend these conditions. The request to amend Condition AA2.6 of Operational Works approval DA2010/0196 will be dealt with separately by the Acting Manager Planning and Environment under delegation.

 

State Legislative Requirements

 

As required by SPA, the application was referred to the Department of State Development Infrastructure and Planning (DSDIP) for comment.  DSDIP indicated in writing on 7 May 2014 that the applicant’s request had been assessed and that DSDIP has no objections in relation to the request to change the approval.

 

3       Policy and Legal Implications

There are no policy or legal implications for Council that result from the approval of the request to change conditions of approval of the request.

 

4       Financial and Resource Implications

There are no financial or resource implication for Council arising from the approval of this request.

 

5       Delegations/Authorisations

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

 

6       Communication and Engagement

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

 

7       Conclusion

The request to amend conditions has been subject of discussions between the applicant, Council officers and QUU officers. The request by QUU for Council to also amend the conditions attached to Operational Works approval DA2010/0196 cannot be supported as it is in conflict with the principle that the conditions of an approval can only be amended in response to a request made pursuant to s.367 of SPA.

 

9.       Action/s

That Council resolve to approve the request for a permissible change for a Preliminary Approval for Material Change of Use to override the provisions of the Planning Scheme under Section 3.1.6 of the Integrated Planning Act 1997 and Development Permit for Reconfigure of a Lot for Subdivision (103 lots plus park) on land described as Lot 206 CH312041 at 83 Princes Road, Gatton, being DA6571 as follows:

 

1.   The deletion of the following part of Condition BB9:

 

The applicant shall make a monetary contribution to Council of $14,000 towards the pavement strengthening of Road 1 which was constructed as part of Koala Park Stage 7. This being the amount that Lockyer Valley Regional Council contributed to the Stage 7 works in order for the pavement depth to be increased to upgrade the road classification from access road to collector road (standard required for this development).

 

2.   The amendment of Condition BB17 to read:

 

A Temporary Bus Stop will be installed prior to the plan sealing of the 103rd lot of this approval and located along Allan Cunningham Drive and adjacent to drainage reserve/park on approved plan G003 revision C, dated 1 December 2009. The temporary bus stop will be constructed in accordance with the minimum requirements of Translink’s Public Transport Infrastructure Manual, for a ‘Regular Stop’ type. A permanent bus stop will be conditioned as part of a later approval to service a catchment of 250 lots and to be generally located on the proposed collector road as shown on approved plan SH001 revision H, dated 9 November 2009.

 

3.   The amendment of the timing for the fulfilment of Condition F6 so that it is to be satisfied prior to plan sealing which creates the 103rd lot.

 

4.   The amendment of Condition H2 to read:

 

The Department of Main Roads requirements provided in the referral agency response of 16 June 2010 and as amended by revised referral agency response of 19 October 2011 must be complied with prior to lodgement of the Survey Plan for endorsement.

 

5.   The amendment of Sewerage Condition 4 to read:

 

The following shall apply up to the first 232 residential allotments -

(a)  The applicant is to provide sewerage infrastructure works for the proposed development generally in accordance with (1) Option 2 as detailed within the document titled ‘Woodchester Estate Wastewater Feasibility Study Addendum to Address Review by Queensland Urban Utilities’ dated January 2012 and (2) the works detailed within the document titled ‘Proposed Residential Subdivision Woodchester Estate, Princes Road, Gatton – Sewer Pump Station Report’ prepared by New Lands Group Pty Ltd dated 19 November 2013. In this respect, the applicant will be required to construct a pump-out holding tank to service 42 allotments (Stages 1 & 2).

(b)  Beyond 42 allotments the applicant will be required to construct the following external sewerage works, amongst other infrastructure works, a sewage pump station to be located in vicinity of Tenthill Creek Road, a gravity sewer from the proposed development to the abovementioned Tenthill Creek Road sewage pump station, and a pressure/rising main from the abovementioned Tenthill Creek Road sewage pump station to the existing gravity sewer network in vicinity of sewage pump station (SP411) located near Lake Apex. The size of infrastructure works, described to service beyond 42 allotments, shall be capable of servicing up to a minimum of 232 allotments while complying with QUU design standards and specifications.

(c)  The applicant shall make a request to QUU prior to preparing the design drawings, for infrastructure works to service beyond 42 allotments, to ascertain if QUU wishes to increase or duplicate the developer infrastructure works.  QUU has 30 working days from receipt of such request to advise the applicant of its requirements.  Any additional costs incurred by the applicant in satisfying QUU requirements will be at QUU’s expense (marginal cost difference).  The applicant is to ensure that any works undertaken on behalf of QUU complies with QUU procurement procedures and policies.

 

6.    The amendment of Sewerage Condition 5 to read:

 

The following shall apply beyond the first 232 residential allotments –

 

The Applicant shall submit a sewerage assessment report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with the each Operational Works application for approval. The report should include:

 

·      An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

 

·      An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

 

·      The sewerage assessment report must be consistent with Queensland Urban Utilities latest master planning strategy.

 

The Applicant will be required to undertake the works detailed within the approved sewerage assessment report, unless otherwise advised in writing by Queensland Urban Utilities.

 

The applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved sewerage assessment report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report is could be required where there have been changes to, but not limited to, (1) sewerage design criteria, (2) sewerage master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

7.   The deletion of Sewerage Condition 6

 

8.   The deletion of Sewerage Condition 7.

 

9.   The deletion of Sewerage Condition 8.

 

10. The amendment of Sewerage Condition 9 to read:

 

The Developer is required to pay sewerage infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Sewerage infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the sewerage infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

11. The deletion of the Sewerage advice.

 

12. The amendment of Water Condition 8 to read:

 

The Applicant shall submit a water reticulation analysis report to Queensland Urban Utilities at each stage of the proposed development.  The report shall be lodged with each Operational Works application for approval.  The report should include:

 

•         An assessment of the network’s capacity and the effect the proposed development has on the existing network, including proposed measures to overcome any identified problems;

 

•         An assessment of any new works required both internal and external to the proposed development, including an appreciation of the infrastructure needs of nearby existing or future developments; and

 

•         Details as to how security of supply and water quality are to be achieved during the proposed staging of development.

 

The water reticulation assessment must be consistent with Queensland Urban Utilities latest master planning strategy for the Gatton Water Supply Area.

 

The Applicant is encouraged to contact QUU prior to lodging an Operational Works application to determine if a previously approved hydraulic report by QUU is sufficient for lodgement with their proposed application or whether a revised report will be required.  A revised report could be required where there have been changes to, but not limited to, (1) water supply design criteria, (2) water supply master planning, (3) the development layout, and/or (4) assumptions to development sequencing in the surrounding area.

 

13. The amendment of Water Condition 9 to read:

 

The Applicant will be required to undertake the works detailed within the approved water reticulation analysis report deemed necessary to service the proposed development, unless otherwise advised in writing by Queensland Urban Utilities.

 

Queensland Urban Utilities acknowledges that the capacity of the temporary water pump station has been designed with capacity to service up to 232 residential allotments within the proposed development.

 

14. The amendment of Water Condition 10 to read:

 

The Developer is required to pay water infrastructure charges applicable with the adopted infrastructure charge regime at the time of payment.  Water infrastructure charges are payable at the time of sealing the Plans of Survey.  

 

Expect for the first stage of development where the Plans of Survey are lodged before the 30 June 2015.  In this instance, the water infrastructure charges for the first stage will be payable by 30 June 2015.  All other stages will be payable at the time of sealing the Plans of Survey for the relevant stage.

 

15. The deletion of the Water advice.

 

 

  


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

14.0    Infrastructure Works and Services Reports

No Infrastructure Works & Services Reports

Cr Janice Holstein returned to the meeting, the time being 12:36pm

Cr Steve Jones returned to the meeting, the time being 12:36pm

Cr Kathy McLean left the meeting, the time being 12:37pm

 

15.0    Additional Business

 

Item Number:                       15.1

File Number:                        Formal Papers

Councillor:                            Cr Steve Jones

SUBJECT:                           Additional Items

RESOLUTION:

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

  • Road Issues – Helidon
  • Grantham Issues – Independent Reviews
  • Laidley Recreation Reserve
  • Road Barriers Warrego Highway – Safety Concerns

 

Moved By:      Cr Milligan                           Seconded By:     Cr Pingel

Resolution Number: 3497

 

CARRIED

6/0

 

Cr Kathy McLean returned to the meeting, the time being 12:39pm


 

Item Number:                       15.2

File Number:                        Formal Papers

Councillor:                            Cr Steve Jones

SUBJECT:                           Road IssueS – Helidon

 

The current road works and the recent re-opening of the Helidon Honey Pot Service Station (Freedom Fuels) have identified that  the road which used to be a two way carriage way has been made one way.  This presents a significant potential for an accident and should be returned to its existing two way alignment and that the signage requests previously made by Council be addressed urgently.

RESOLUTION:

THAT Council forward correspondence to the Department of Transport and Main Roads requesting that the service access road leading from the Helidon Honey Pot Service Station into Norman Hedges Park Helidon be returned to a two way carriage way.

And Further;

THAT Council forward correspondence to the Department of Transport and Main Roads requesting follow up on the previous requests to rectify the signage in Norman Hedges Park in respect of “No Camping” and “Heavy Vehicle Access” being permitted.

And Further;

THAT Council seek the support of the State Member for Lockyer,  Mr Ian Rickuss MP, to expedite these requests  through his advocacy to the State Government on Council’s behalf. 

 

 

Moved By:      Cr Holstein                          Seconded By:     Cr Friend

Resolution Number: 3498

 

CARRIED

7/0

 


 

Item Number:                       15.3

File Number:                        Formal Papers

Councillor:                            Cr Steve Jones

SUBJECT:                           Grantham Issues – independent reviews

Last month there was significant media attention given to the allegations of a cancer cluster at Grantham as a consequence of the 2011 natural disaster flood event, and Council wrote to the Premier requesting an independent investigation because of the important and urgent nature of peoples health concerns and has not had any response to date. Council wrote a further letter seeking a review of creeks and the flood impacts, with again no response.

RESOLUTION:

THAT Council forward correspondence to the Premier of Queensland, the Hon Campbell Newman MP, and the State Member for Lockyer, Mr Ian Rickuss MP, and the relevant Government Ministers, requesting a response and update as to the government’s actions undertaken regarding independent reviews. These reviews were requested into the serious claims made concerning a cancer cluster involving residents from Grantham, and into the contributing factors of the flooding at the Lockyer Creek between Helidon and Grantham and seeking assurances for public safety.

And Further;

THAT Council forward correspondence to the Federal Member for Wright, the Hon Scott Buchholz for his information and requesting advice  from the Federal Government, pending no response from the State Government.

 

Moved By:      Cr Holstein                          Seconded By:     Cr Pingel

Resolution Number: 3499

 

CARRIED

7/0

 

Item Number:                       15.4

File Number:                        Formal Papers

Councillor:                            Cr Steve Jones

SUBJECT:                           Laidley Recreation Reserve

Given the recent awarding of a tender to commence works on the Laidley Recreation Reserve, Council were advised of the progress to date and the cooperation from the contractor to assist with reuse of materials from the existing structure.

RESOLUTION:

It was RESOLVED that Council forward correspondence providing an update to the two members of the broader community (Angie Lester & Kerryn Weier) who have taken an interest in the  Laidley Recreation Reserve project. 

 

 


 

Item Number:                       15.5

File Number:                        Formal Papers

Councillor:                            Cr Steve Jones

SUBJECT:                           Warrego Highway Road Barriers – Safety            Concerns

Council has concerns as to the ongoing effectiveness and maintenance of the tension wire rope safety barriers that have been installed in multiple sections along the Warrego Highway between Helidon and Withcott, given the recent number of breakages and maintenance required due in part to their proximity to the carriage way.    

RESOLUTION:

THAT Council forward correspondence to the Department of Transport and Main Roads requesting that urgent investigations be undertaken into the traffic safety concerns caused by the close proximity of the Tension Wire Rope Safety Barriers along the Warrego Highway.

Further;

THAT Council forward correspondence to Mr Scott Emerson MP, Minister for Transport and Main Roads requesting a meeting to discuss Council’s concerns. 

 

 

Moved By:      Cr Holstein                          Seconded By:     Cr Pingel

Resolution Number: 3500

 

CARRIED

7/0

 

Cr Peter Friend left the meeting, the time being 12:57pm.


 

16.0    Items for information

 

RESOLUTION:

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

Executive Manager Governance & Performance Monthly Update

Executive Manager Organisational Development & Engagement Monthly Update

Recovery & Resilience Monthly Update

Executive Manager Planning & Development Services Monthly Update

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

Council of Mayors South East Queensland (CoMSEQ) Committee Report

Implications for Council of the Commencement of Utility Model for Water and Wastewater on 1 July 2014

Executive Manager Corporate and Community Services Monthly Update

Executive Manager Infrastructure Works & Services Monthly Update

 (Refer 15.1 – 15.9)

 

Moved By:      Cr Milligan                           Seconded By:     Cr Friend

Resolution Number: 3501

 

CARRIED

6/0

 


16.1                                        Executive Manager Governance & Performance Monthly Update

 

Date:                                      18 June 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

Given the recent media on local governments regarding Registers of Interest, a formal review has been commenced for Councillors and Senior Executive Officers to ensure that statutory compliance is being maintained. Further review of the statutory reporting and compliance is also underway.

Submissions have been provided to the recent productivity inquiry and to the Department of Local Government on funding legacy issues from the 2011 flood event. And a further submission is being finalised on review of legislation pertaining to local government elections in a current amendment bill.

Council has recently been made aware of changes to legislation around the operation of the CMC and the renamed authority called the Crime and Conduct Commission. Further changes and transition for matters relating to local government are still to be communicated to councils.

 

LEGAL SERVICES

A review of Council’s local laws has been commenced with a project plan developed and preliminary work being undertaken to engage Council over the coming months. It is expected that this comprehensive review will take about two years to completely review.

 

Council has submitted its forms and lists for the renewal of its comprehensive insurances for the year, with an improved assets list which is more complete given improvements made over the 12 months and with the new corporate software. 

 

INTERNAL AUDIT & RISK MANAGEMENT

Following the last Council meeting an offer has been made to the Independent Chair for the Audit and Risk Management Committee, with an initial meeting and induction to be completed in the coming month. The independent review of Council’s sustainability from the internal auditor BDO Pty Ltd is also underway.

 

BUSINESS IMPROVEMENT

The internal workings on the Services Review has seen the completion of phase 1 into a draft form, to be presented to the Executive for review and sign off, which will then be referred to the project group and then Council workshops to progress to finalisation and the next phases.

The NDRRA Program is progressing and a separate report has been provided.

Further work was undertaken on the analysis of CDO/Legacy submission which was reviewed and discussed with QldRA. 

 

MAJOR PROJECTS AND FUNDING

Work continues on the development of the Delegations Register and with the submission and follow up of funding applications. The operational plan for 2014/15 is being developed for review and discussion with Council prior to the finalisation of the 2014/15 budget.

 

DISASTER MANAGEMENT

 

Regional Awareness Tour – Eastern Region

On Tuesday 17 June 2014, LVRC Local Disaster Coordination staff, one (1) State Emergency Services (SES) member and one (1) Department of Communities, Child Safety & Disability Services (DoCCSDS) representative attended the Regional Awareness Tour of the Eastern section of the Lockyer Valley. The tour comprised of:

 

·    Safety Brief, tour route, and introduction to Woodlands Road Flood Alert system.

·    Council’s technical staff spoke about flood behaviour in the areas to be visited: Mulgowie, Forest Hill, Laidley, Glenore Grove and Seven Mile Lagoon.

·    Woodlands Road - Discussion on the new flood warning system, camera and activation.

·    Forest Hill - Discussion with the LDCCC regarding linkages with the coordination centre and the community, the importance of information sharing and awareness of communities’ reaction in time of disaster. Further conversation was then held regarding the use of the Forest Hill hall as an Emergency Shelter and discussions of at risk areas.

·    Mulgowie – Demonstration of the Mulgowie Gauge and staff visual inside the gauge chamber to understand operation method. Tour members were made aware of various flood heights and what those levels mean for the area.

·    Laidley – Over view of Narda Lagoon and Storr Street Drain Flood Mitigation Works and Land swap opportunities for Laidley Residents. Use of Laidley District High School as an Evacuation Centre was also pointed out and issues on using this facility during school terms were discussed. Geographical features associated with the Alexander Street area were visited and discussed.

·    Laidley to Atkinson Dam – Discussion on River Height Gauge and possible camera installation at Glenore Grove Crossroads.

·    Glenore Grove Hall was pointed out as an Emergency Shelter for local residents.

Participants were able to visualise the information given in the pre-tour brief at the convergence of Laidley and Lockyer creeks at Glenore Grove. Discussion was held on the impact this would have for the area.

·    SEQ Water representative gave a presentation at Atkinson Dam on Seven Mile Lagoon behaviour prior to viewing the flood gates at Lockyer Waters.

·    Alex Geddes Hall was pointed out and discussion was held on its possible use as an Emergency Shelter.

·    Balaam Hill – Presentation by Michelle Gooch (Lockyer Waters Rural Fire Brigade) on bushfire history and concerns within Churchable/Lockyer Waters area and geographical features from the top of Balaam Hill.

·    Lockyer Valley Emergency Helipad was visited and discussions around resupply and general discussion on the use of the facility.

·    Debrief was held on return of tour. Feedback received from participants was positive with all having a greater understanding of the region and the various issues faced in times of disaster.

 

Feedback included:

·    Networking, getting to know and understand more of the local geography, behaviour, environment and history.

·    Talk about floods and how water ran. Very good.

·    Good learning experience.

·    Increased awareness and familiarity with the areas for flood and fire risks/gauges.

·    Narda Lagoon/Storr Street contract – view the project – location scope etc.

·    Created a core network group has been established.

·    Working with other Council Officers from other areas/dept.

·    Good to see the areas where SES members could be deployed to aid selection of team members and to prepare for any problems.

·    Getting an overview from Council staff before the tour so that I know what to look for.

·    Local knowledge was very informative and interesting.

·    Enjoyed the day!

·    Having the ability to see what is being spoken about to better understand the region and issues in disasters.

·    Overall it was a great day! Very enjoyable.

·    Great Day.

·    Learning about areas I did not know.

·    Enjoy hearing other speakers.

·    Hearing about bushfire instead of always flood.

 

Local Disaster Management Plan Annual Review

As a result of the requirement to self-assess our Local Disaster Management Plan the Office of Inspector General has released an evidence Guide to assist with this process.  This evidence guide is to be used with the Local Disaster Management Self-Assessment Tool (attached) and the Assessment Advisory: Disaster Management Plan Assessments 2014 when undertaking the review and self-assessment of the Local Disaster Management Plan.  The purpose of this guide is to integrate evidence-based disaster management practice and research with disaster management expertise to provide direction for us as the local government and District Disaster Management Groups when assessing local plans.

 

The evidence guide contains:

·    Recommend evidence that meets requirements under the Disaster Management Act 2003

·    Recommend evidence that:

supports minimum standards to meet the requirements set out in the Queensland Local Disaster Management Guidelines; and

is considered good practice disaster management planning.

 

·    Self-Assessment will look at requirements under Legislation, based on the Disaster Management Act 2003 and Qualitative approach based on Elements listed in in the following Guidelines:

 

Queensland Local Disaster Management Guidelines

Queensland Recovery Guidelines

Queensland Evacuation Guidelines

 

This tool will enable examples of how we meet guidelines and the capability of showing example of good practice. The Manager Disaster Management is currently conducting this review based on items identified in the 2013 review.

 

A joint assessment will then be conducted with representatives from Queensland Fire and Emergency Service, Emergency Management Unit and the Executive Officer Toowoomba District Disaster Management Group on the 2 July 2014.

 

Flood Warning System – Woodlands Road Update

Infrastructure installation and commissioning of the Woodlands Road Flood Warning System has been completed.  On 18 June 2014 the contractor delivered a system overview and activation process session which was attended by the Disaster management Unit, Executive Manager Infrastructure Works & Services, Civil Planning Engineer, Queensland Police Service (QPS), and Queensland Fire & Emergency Services – Emergency Management (QFES-EM) personnel.

 

Official opening by Cr Steve Jones, Mayor Lockyer Valley Regional Council is scheduled for Friday 27 June 2014 at 11.30am

 

GIVIT Workshop & Community Agency Presentation

On 4 June 2014 Givit presented at the Council Workshop and community charities an overview of Givit role in the management of donated goods.  The role of Givit in assisting the management of donated goods for Lockyer Valley during disaster has been endorsed by the Local Disaster Management Group (LDMG).

 

SCHAFT Exercise

On 10 June 2014, Manager Disaster Management & Community Engagement developed and facilitated a Pandemic exercise for the SCHAFT group focusing on communication, agency response and the ability to establish facilities for managing such an event.  Agencies present included Queensland Health (QHealth), QPS, Queensland Ambulance Service (QAS), QFES, SES & Residential Aged Care providers.  This exercise was a valuable opportunity to test the Pandemic Sub Plan and other agencies Business Continuity Plan for such an event.  The major action item from the exercise is to undertake a facility suitability audit of Blue Care Respite Facility Gatton Shire Hall and the Laidley Cultural Centre to determine the suitability of establishing these venues as clinics.

 

Queensland University of Technology (QUT) - Australian Leadership Awards Fellowship 

An awareness tour was conducted for ten delegates from the Pakistan Ministry of Crisis Management in conjunction with Queensland University of Technology and Toowoomba Regional Council on Thursday 5th June 2014. The group were part of an Australian Leadership Awards Fellowship in improving disaster preparedness and response through enhanced community engagement. The tour comprised an introduction to the Region and familiarisation with the Local Disaster Coordination Centre, by CEO and LDC Ian Flint. The delegates then toured flood affected areas, Siren location, New Grantham, Murphy’s Creek (Camera and Gauges), and Spring Bluff.  The group then travelled to Mt Kynoch for an explanation of the Geography of the region. They were then met by representatives of Toowoomba Regional Council and travelled through flood affected areas. The Delegates were then hosted by Toowoomba Regional Council and a joint presentation was conducted by Lockyer Valley Regional; Council, Toowoomba Regional Council and the Executive Officer Toowoomba Disaster District.

 

Discussions are occurring with QUT for LVRC to facilitate further delegate tours, which may include representatives from Philippines, Maldives and Indonesia.

 

LDMG Meeting and Training

The LDMG meeting was held Thursday 29 May 2014 at the Gatton Cultural Centre. Quorum was achieved and agenda items included:

·    Woodlands Road Flood Warning System (A rain/river height gauge has been installed and is operational);

·    Annual Review of Local Disaster Management Plan tabled for members review;

·    Review of Pandemic (draft) and Bushfire Sub Plans and review of Evacuation Centre Management Annexure (draft);

·    Local Disaster Coordination Centre Regional Tour;

·    Closure of AEMI Facility (Mount Macedon) and introduction of the Regional College of Disaster Management;

·    GIVIT (To be presented at the Council Workshop Wednesday 3 June 2014); and

      LDMG Training Requirements.

 

Evacuation training Modules 1 & 2 was held Thursday 29 May 2014 following the LDMG Meeting and was conducted by QFES.

The Chair and 11 members of the Lockyer Valley Local Disaster Management Group participated in the Evacuation training under the requirements of the State Disaster Training framework.

 

Bushfire Sub-Committee Meeting

On 22 June 2014 the Bushfire Sub Committee meeting was conducted, which included a review of the sub plan and involved discussion around a strategic multi-agency approach to land use management to reduce the risk of bushfire.

                       

Grantham Emergency Flood Alert System Test

The Flood Warning System for Grantham was tested Sunday 1 June 2014 at 1200hrs and utilised as an opportunity to access the evacuation planning for the area. A survey sent out to residence requested feedback based on their planning on evacuation routes.

·      The test involved a remote message being sent via 3 G network to activate the system. The Disaster Management team monitored via mobile phone and software called eagle.io to ascertain the monitoring and warning process. Messages were sent to CEO, Executive manager Governance and Performance, and Manager Disaster Management. Messages on the software are detailed below.

·      SMS Messages function correctly.

·      Automated testing system was revised and altered to reflect EST not daylight saving time.

·      Next test will be conducted 1 December 2014

An evaluation of the Grantham Emergency Flood Alert System Test is currently being undertaken.

 

Guardian Road Closure Application

Training session and familiarisation training has been conducted for the Team Leaders, and Coordinator at infrastructure on the iPad application for the Guardian Road Closure App, and how the road crews can on location update road closers and roadwork’s which then gets uploaded onto the main Guardian server and can be shared via our website and through 131940 DTMR web site.

 

Community Disaster Resilience Activities

The Disaster Management & Community Engagement Unit has attended 3 community based activities to promote community and individual disaster resilience.  Post event evaluation will also occur for the below activities.

 

1.       Rural Lifestyle Expo

On Friday 23rd  May 2014 and Saturday 24th May 2014 a combined Disaster Management and Regional Development Council Exhibit was located within the entry point of the Centre Arena at the Gatton Show Grounds.

 

Statistics for public engaged on the Friday were approximately 60 with 45 confirmed tickets in the competition box. Statistics for public engaged on the Saturday were approximately 110 with 86 confirmed tickets in the competition box. Each ticket represented either an individual or a family who attended the Council Exhibit.

 

2.       Murphys Creek Disaster Conversation Evening

Four (4) staff from LVRC attended Murphy’s Creek Community Centre on Wednesday 4 June 2014 and facilitated an information Evening involving QFES (Urban, Rural, & Auxiliary Fire, and Emergency Management), QPS, SES and DoCCSDS. Brief presentations were given, then open questions and general panel conversations. Positive Feedback was received.

Conversations held with community during the event highlighted the need for further information on Fire Ants and an interest in bushfire management.

A meeting was held with Mike Lisle on 19 June 2014, to discuss planning with Bio Security to hold a display with Council utilising the MERC Van at the Murphys Creek Markets.

 

3.       Glenore Grove Disaster Conversation Evening

Three (3) staff from LVRC attended Murphy’s Creek Community Centre on Tuesday 17 June 2014 and facilitated an information Evening involving QFES (Urban, Rural, & Fire, and Emergency Management), QPS, SES and DoCCSDS.  Brief presentations were given, then open questions and general panel conversations. Positive Feedback was received.

                               

Conversations held with community during the event highlighted a strong interest in how to obtain information and how to contact emergency services during a disaster.

 

CORPORATE COMMUNICATIONS

 

During May, Corporate Communications issued 14 media releases on a raft of topics ranging from quashing false accusations of a cancer cluster at Grantham through to the promotion of Queensland Week.

 

Media releases issued include:

·    Council briefs…a wrap up of the highlights from the Ordinary Meeting of the Lockyer Valley Regional Council on 30 April 2014.

·    A galloping successbig crowds attend the Clydesdale and Heavy Horse Field Days and Heritage Festival

·    Lockyer Valley: A region of growth…in the first two months of this year alone, Lockyer Valley Regional Council has witnessed more than 120 new ABN registrations in this region

·    Too Many Elephants – all across Australia...at 11am on Wednesday 21 May, children throughout Australia will open the pages of the book at the exact same time as part of National Simultaneous Storytime

·    Celebrating Queensland WeekLockyer Valley Regional Council Mayor, Steve Jones, is urging residents to turn the region maroon to celebrate Queensland Week

·    Safety wins in GattonGetting from ‘A to B’ around the Lockyer Valley is now both easier and safer after the completion of the Hickey Street Pathway and Lighting project

·    The power of volunteeringMayor Steve Jones promoted National Volunteer Week as the perfect time to show appreciation to volunteers throughout the Lockyer Valley

 

·    Laidley on the risethe future of Laidley looks bright with Lockyer Valley Regional Council in the process of rolling out a long-term strategy for the town

·    Capping begins on Grantham landfill…work began this month to apply capping over the landfill in Grantham which was used to store the waste from the 2011 flood event

·    Lockyer Valley would welcome prison precinct expansion in State budget…the Lockyer Valley will keep a close eye on the upcoming Queensland State budget and in particular would welcome funding for an expansion of the Southern Queensland Correctional Precinct at Spring Creek near Gatton

·    Mayor backs safeness of Lockyer Valley produceLockyer Valley Mayor Steve Jones has come out in strong support of Lockyer Valley farming families following misguided reports of cancer problems caused by contamination following the 2011 floods.

·    Council gets appyLockyer Valley Regional Council has introduced a range of mobile apps to help residents access Council more easily

·    Increase in online learning for Lockyer Valley students…the demand for accessible, online study help is on the rise in the Lockyer Valley, with more students than ever seeking extra after-hours homework support through their local libraries

·    Tracking your collection…through the J Track program, Lockyer Valley Regional Council has the ability to identify every collection throughout the region

 

Of the 14 media releases issued, Council received 93 positive news stories with a projected audience of more than 3.8 million people.

 

Newspapers provided the best media coverage accounting for almost half of all media picked up followed by AM radio, predominantly achieved through 2GB and its affiliated stations.

 

Due to widespread television attention surrounding the cancer cluster claims, coverage was generated throughout Australia, however the dominant coverage was in the Toowoomba and Brisbane areas.

 

Local media made up the top five media outlets to run positive stories with Sydney’s 2GB coming in 6th.

Coverage during May centred predominantly in Queensland New South Wales however media surrounding the cancer cluster was aired nationally, including the few opportunities Council had to put its case forward.

 

The endorsement value for positive media issued during May was just over $3 million.  That said, there was enormous negative interest around the cancer cluster allegations.

 

During May Council received 31 negative stories worth just over $7.7 million, of which the bulk, $7.6 million (15 stories) was centred around the cancer cluster.

 

In essence, there was only a little over $150,000 worth of negative media exposure for the month, most of which focused on the impending demolition of the Laidley Grandstand.

 

 

The overwhelming majority of negative media exposure came through television (Ch 7) and newspapers.

 

 

The most intense focus came from Ch 7 with local media rounding out the top five media outlets which provided the most negative coverage.

 

 

During April, Corporate Communications issued one CEO Announcement.

 

CEO Announcements issued include:

·    Urgent Accommodation Update…managers please ensure your staff are aware of the following renovations taking place throughout the building.

·    Marketing/Collateral Development/Awards

·    Planning Scheme...pull up banners have been created and delivered. D/L brochures have been created and are awaiting final approval. A DVD will be developed to coincide with a road show on the new Planning Scheme

·    Lockyer Valley Libraries…created brochures for youth and joining brochures

·    Mid term report…a document highlighting Council’s achievements so far this term

·    History Book…continued work on the Gatton District Historical Society History Book. The book is a history of the Gatton region from 1824-2008

·    Sport and Recreation Plan…continued development of the Sport and Recreation Plan which will go before a Council meeting in June

 

Facebook usage

 

Artwork

 

The pull up banners for the Planning Scheme.

 

 

Conclusion

 

There was a significant increase in media value this month, both positive and negative, the majority of which centred around the cancer cluster claims.

To be able to generate $3 million in positive value is an exceptional effort given the high level of negativity surrounding the Grantham story. Negative stories are always going to gain increased media attention, so to achieve such a high positive value is major achievement.

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

16.2                                        Executive Manager Organisational Development & Engagement Monthly Update

 

Date:                                      20 June 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 June 2014. 

 

3.         Report

 

COMMUNITY ENGAGEMENT

Community Engagement Team – Going Forward

Following Council report tabled 30 April 2014, regarding the future of the Community Engagement Team and its strategic intent moving forward, a separate report has been compiled outlining this transition and is attached to the June Council agenda.

 

One Stop Shop

On the 20 June 2014, Craig Newell, Director Service Outlets, One-Stop Shop Strategy and Implementation Office, made with contact with Council to advice that the sites put forward by Council as possible One Stop Shop outlets were unsuitable, and that the Gatton Court house was deemed to be the most appropriate for these services to be delivered from.

 

In the interim he will make a formal request to Council for a parking place or other place to site a mobile van to provide One Stop Shop services whilst the Gatton Court house is refurbished.

Sport and Recreational Plan

Sport and Recreational Officer working with Corporate Communication has re-drafted and re-developed the Sport and Recreational Plan, a separate report has been compiled outlining the new plan in an easy-to-read version, with helpful maps and pictures to energise the document and is attached to the June Council agenda.

 

Organisational Development

Industrial Relations - Modernisation of Local Government Awards.

On the 19 June 2014, the Queensland Industrial Relations Commission (QIRC) sent through for comment a draft of Parts 5, 6 and 7 of the proposed new Modern Award. These parts cover Ordinary Hours of Work, Weekly Hours of Work, Meal Breaks, On Call and Recall to Duty, Overtime, Shift Work, Weekend Work, Leave Loading, Leave (in general), and Study Leave.

 

On the same day of release of the above Parts, LGAQ held a further conference with the QIRC, Deputy President Bloomfield wherein he provided greater clarification on where his thinking lies in relation to what the final Award may look like.  He has set out a schedule of conferences intended to intensify the process in order to meet the deadline (currently moved to end September 2014), for producing a new Award. He iterated that he expected no party to be completely happy with the process and the outcomes, and that there are some areas where the Award Modernisation Team has decided upon the final draft Award, and he will be informing parties to save their arguments for a hearing of the Full Bench. He expects the first full preliminary exposure draft to be released by the end of next week at the earliest but most likely in the week after.

 

LGAQ has set a special meeting for all Councils to have their input on the draft Award for Wednesday 25 June 2014.

 

Chief Executive Officers Forum – Industrial Relations Modern Award Update.

On the 6 June the Chief Executive Officer and the Executive Manager Organisational Development & Engagement, attended the Chief Executive Officers Forum which focussed on the Modern Award and how Councils across South East Queensland could approach the new Modern Award and work as a unit to leverage from and enable a more flexible Certified Agreement that is suitable for each individual workplace.

 

Other matters of discussion were based on the processes for new Certified Agreements and what they should or should not contain, these included wage increases linked to performance and productivity measures, a reduction in flexi time and rostered days off. The aim for new Certified Agreements is to have some level of consistency across all South East Queensland Councils and to keep each other informed of any progress whilst in negotiations for a Certified Agreement. Further meetings for CEO’s are to be scheduled to ensure we all have the same information are all acting as one.

 

Learning and Development

·    Time to Lead Cohort 2 team completed first training session on the 4th and 5th June with positive feedback from both the course participants and Facilitators

·    Leading the Leaders (ELT & Managers of Team 1)& Handover Workshop (Time 2 Lead Team 1) has been scheduled for 29th July 2014

·    One on One Coaching sessions with Managers etc and Peter Crockett for Time to Lead cohort 2 participants scheduled for 26th and 27th June

·    Human Resources (HR), for Non HR Officers has at this point in time been rescheduled for July however currently looking at different Training providers as proposed content from LGAQ is not suitable for Council requirements

·    Recruitment and Selection Panel Training rescheduled for August

·    Preparation of the Learning and Development Framework currently underway

·    Awaiting confirmation with proposed Training Program for field workers on the ‘Do’s and Don’ts’ in the workplace

·    General enquires from Employees looking for specialised training.

 

Staff Contact Officers

Council has selected and trained key officers to become known as Staff Contact officers. A Contact Officer is a specially trained and appointed person working at a local level to provide information and support to employees regarding harassment, discrimination and equity issues.  Contact Officers take on the role in addition to their normal workload and are not financially remunerated for their services.  The role of these staff is to assist Council and staff in resolving issues in the workplace by providing confidential direction and support.

 

 

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

  25 JUNE 2014 

 

16.3                                        Recovery and Resilience Monthly Update

 

Date:                                      20 June 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 13 June, 2014 is listed below:

 

Infrastructure Works & Services

·    NDRRA Program

Monitoring progress to ensure that timeframes are met.  Remaining 2011 projects are on tight timeframes.

 

Community Development & Engagement

·    IWS NDRRA Project Support - General       

CE Team currently providing support across 14 separate projects, ranging from developing Engagement Plans, stakeholder mapping, providing ongoing advice, monitoring and responding to community feedback.

 

·    2011 Flood Damaged Home - Liaison

CE Team continues to support a resident of Helidon whose home has still not been completed following the 2011 floods due to issues with BSA and builders. Liaison role only

 

·    Forest Hill Progress Association       

Forest Hill Progress Association has endorsed a resolution to engage Cardno to conduct a peer review on the SKM Flood Study for Lockyer Valley. Mayor and Deputy Mayor also attended the meeting, at which the Mayor answered any questions arising. Info advised to project team.

 

·    Grantham Cancer Cluster – Gather and Report Information

CE Team monitored a range of community Facebook pages and then made recommendations to the Executive Office about potential support to Council from Dr Rob Gordon (disaster recovery psychologist) and Professor Bruce Armstrong (cancer epidemiologist).

 

Regional & Economic Development

·    No update - a verbal update from Executive Manager Corporate & Community Services can be provided if Councillors request such.

 

Taskforce is now in Recovery Alert status.

 

Environment and Regulatory

·    No update – a verbal update from the Executive Manager Planning & Development Services can be provided if Councillors request such.

 

Taskforce is now in Recovery Alert status.

 

Disaster Management

·    Medicare Local

In 2013 West Morton-Oxley Medicare Local were successful in obtaining funding from the Australian Early Development Index (AEDI) Community Action Grants Program, to deliver two (2) projects in the Locker Valley, in partnership with Lockyer Valley Regional Council.  The aim of the project was to improve education and wellbeing outcomes for children identified as developmentally vulnerable in the early years of their education.  A series of three professional development workshops were delivered and the development of a child development cluster group was initiated in each town.  Medicare Local will be delivering interim evaluations at Council Meeting.

 

·    Woodlands Road Flood Alert

All infrastructure for the Woodlands Flood Alert has now been installed.  This includes:

 

-     PTZ Camera

-     Automated warning signage with wig-wags and VMS closed panel

-     river height gauge

 

An official opening is to be held on 27 June with Minister Crisafulli in attendance.  The DM Team will undertake training on the system on Wednesday 18 June.

 

·    Grantham Emergency Flood Alert Testing

The Flood Warning System for Grantham was tested Sunday 1 June 2014 at 1200hrs and utilised as an opportunity to access the evacuation planning for the area. A survey sent out to residents requested feedback based on their planning on evacuation routes. 

 

The test involved a remote message being sent via 3G network to activate the system.  The Disaster Management team monitored via mobile phone and software called eagle.io to ascertain the monitoring and warning process.  Messages were sent to CEO, Executive Manager Governance and Performance, and Manager Disaster Management.  Messages on the software are detailed below:

 

-     SMS Messages function correctly

-     Automated testing system was revised and altered to reflect EST not daylight saving time

 

Next test will be conducted 1 December 2014

 

·    LGAQ Productivity

As result of the Natural Disaster Funding the Australian Government has asked the Commission to undertake a public inquiry into the efficacy of current national natural disaster funding arrangements, taking into account the priority of natural disaster mitigation and the reduction in the impact of disasters on communities.

 

LGAQ met with the CEO, Manager Business Improvement & Program Performance and Executive Strategy Advisor on Tuesday 20 May 2014 to consider LVRC Submission

 

 - Executive Strategy Advisor to provide content for the submission on Grantham Land Swap

 - Manager Business Improvement & Program Performance to provide content for the submission on infrastructure expenditure

 - Manager Disaster Management & Community Resilience to provide content for the submission on risk hazard assessment and lessons management.

 

 


Ordinary Council MEETING MINUTES

  25 JUNE 2014 

 

16.4                                        Executive Manager Planning and Development Services Monthly Update

 

Date:                                      18 June 2014

Author: