2011-04-27 corporate governance & finance … committee meeting chairman: cr. ... wednesday 27...

MINUTES

of the

CORPORATE GOVERNANCE AND FINANCE COMMITTEE MEETING

CHAIRMAN: Cr. Donna Neilson

Held in the Boardroom Gympie Town Hall

2 Caledonian Hill, Gympie Qld 4570

On Wednesday 27 April 2011 at 10.11am

For Adoption at the General Meeting to be held on 11 May 2011

Corporate Governance and Finance Committee Meeting – Wednesday 27 April 2011

Gympie Regional Council

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CORPORATE GOVERNANCE AND FINANCE COMMITTEE MEETING

Councillor D.R. Neilson (Chairman), Mayor R Dyne, Cr A.J. Perrett, Cr G.L Engeman, Cr L.J. Friske, Cr R.A. Gâté,

Cr I.T. Petersen, Cr J. Watt and Cr J.A. Walker.

APPOINTMENTS: 11am Representatives from QTC presented a financial review

CONTENTS SECTION 1: CONFIRMATION OF MINUTES OF PREVIOUS CORPORATE GOVERNANCE AND FINANCE COMMITTEE MEETING ...........................................................................................................................2

SECTION 2: INSURANCE AND LEGAL MATTERS ...............................................................................................2

ITEM 2/1 REPORTS ON THEFT/SUSPECTED THEFT OR DAMAGED ITEMS .....................................................................2

SECTION 3: COUNCIL PROPERTY ..........................................................................................................................4

ITEM 3/1 REQUEST TO HOUSE GPS INFRASTRUCTURE AT TIN CAN BAY DEPOT ........................................................4

SECTION 4: RATES MATTERS ..................................................................................................................................6

ITEM 4/1 VARIOUS WATER CONSUMPTION ACCOUNTS ..............................................................................................6 ITEM 4/2 REQUEST FOR LOST DISCOUNT ON RATES - VARIOUS .................................................................................8 ITEM 4/3 REQUEST FOR EXTENSION TO DISCOUNT PERIOD ........................................................................................9

SECTION 5: FINANCIAL REPORTING ..................................................................................................................11

ITEM 5/1 SUMMARISED BUDGET REPORT AS AT 31 MARCH 2011.............................................................................11

SECTION 6: FINANCIAL ASSISTANCE REQUESTS ...........................................................................................13

ITEM 6/1 VARIOUS GROUPS THANKING COUNCIL ....................................................................................................13 ITEM 6/2 FUNDRAISING FOR KILKIVAN KINDERGARTEN ..........................................................................................14 ITEM 6/3 SCHOOL CHAPLAINCY SERVICES ...............................................................................................................15 ITEM 6/4 FUNDRAISER FOR JAPANESE EARTHQUAKE AND TSUNAMI VICTIMS..........................................................18 ITEM 6/5 15TH

WORLD CHAMPIONSHIPS OF PERFORMING ARTS................................................................................20

SECTION 7: STAFF MATTERS.................................................................................................................................22

ITEM 7/1 WORKPLACE HEALTH AND SAFETY REPORT – APRIL 2011 .......................................................................22 ITEM 7/2 TRAINING REPORT FOR MARCH 2011 ........................................................................................................23 ITEM 7/3 STAFF NUMBERS AS AT 31 MARCH 2011 ...................................................................................................25 ITEM 7/4 COUNCILLOR CODE OF CONDUCT..............................................................................................................28

SECTION 8: MISCELLANEOUS ITEMS .................................................................................................................30

ITEM 8/1 DISHONOURED CHEQUE.............................................................................................................................30 ITEM 8/2 REVIEW OF CORPORATE GOVERNANCE AND FINANCE COMMITTEE CHARTER ..........................................32 ITEM 8/3 REHABILITATION WORKS ON GROUNDWATER & SORENSEN ROADS SOUTHSIDE ......................................41

ATTACHMENTS ...........................................................................................................................................................43

IN COMMITTEE ITEMS .............................................................................................................................................46

IN COMMITTEE ITEM 1 OUTSTANDING ACCOUNTS 3 MONTHS AND OVER SUNDRY DEBTORS – AS AT ........................ 31 MARCH 2011 ...................................................................................................................46 IN COMMITTEE ITEM 2 ARREARS OF RATES..............................................................................................................46 IN COMMITTEE ITEM 3 RATEPAYERS FOR SUMMONS ACTION...................................................................................47 IN COMMITTEE ITEM 4 RECTIFICATION WORK .........................................................................................................47 IN COMMITTEE ITEM 5 OUTSTANDING ACCOUNT .....................................................................................................47



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The meeting opened at 10.11am.

PRESENT: Cr D.R. Neilson (Chairman), Mayor Cr R.J. Dyne, G.L Engeman, Cr L.J. Friske, Cr R.A. Gâté, Cr I.T. Petersen, Cr A.J. Perrett, Cr J.A. Walker and Cr J. Watt. Also in attendance were Director of Financial Services (Mrs Y Oliver), Acting Chief Executive Officer, (Mr C Manson), Acting Director of Corporate Services, (Mr B. Hayes) and Minutes Secretary (Mrs F Baker).

SECTION 1: CONFIRMATION OF MINUTES OF PREVIOUS CORPORATE GOVERNANCE AND FINANCE COMMITTEE MEETING

F01/04/11 Moved: Cr I.T. Petersen Seconded: Cr R.A. Gâté

That the Minutes of the Corporate Governance and Finance Committee Meeting held on 23 March 2011 be taken as read and confirmed.

Carried

SECTION 2: INSURANCE AND LEGAL MATTERS

Item 2/1 Reports on Theft/Suspected Theft or Damaged Items

Re: MINUTE F02/04/11 Reports on Theft/Suspected Theft or

Damaged Items From: Director of Financial Services – Yvonne Oliver File: 5/6/12/0001 Date: 5 April 2011 Reference: N/A Executive Summary: Council assets that are to be written off due to suspected theft or damage. Previous Council considerations: N/A Report: (Director of Financial Services - Mrs Y.J. Oliver)



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Stolen/ Suspected theft of

Damaged/ Missing Items

Brief Outline Circumstances

Approx Value

Date Police Notified

Wacker Vibrating Plate from ground compactor – PL145

Item dislodged from safety chain on back of ute and slid into table drain and was not located. Items now secured with D shackles

$1,400.00 N/A

Sump Pump Pump removed from Rainbow Beach Sewage Treatment Plant

$1,000.00 7/4/11

Strategic Implications: Corporate Plan: Key Outcome 4.1 – Council is maintaining responsible

financial management

Key strategy – Council continues responsible budgeting and living within its means having regard to the current economic climate.

Operational Plan: Asset Registers

- Develop and maintain property, plant and equipment registers in accordance with finance regulations and professional accounting standards.

Budget Implications: Cost of replacement of items not included in current budget. Budget Reference: All programs within Budget. Legal/Statutory: N/A Risks: Low, report only.

F02/04/11 Moved: Cr J.A. Walker Seconded: Cr J. Watt Recommend that the information be received and lost or stolen items written off.

Carried



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SECTION 3: COUNCIL PROPERTY

Item 3/1 Request to House GPS Infrastructure at Tin Can Bay Depot Re: MINUTE F03/04/11 Request to House GPS Infrastructure at

Tin Can Bay Depot From: CR Kennedy File: 3-3-03-0155 Date: 29 March 2011 Reference: N/A Executive Summary: Council has been approached by a third party GPS equipment supplier to allow the installation of a GPS Continually Operating Reference Station (CORS) at the Tin Can Bay Depot. The station is required to expand the existing network of CORS over the Gympie Region which significantly improves the accuracy of specialised GPS devices. Report: (GIS Manager, David Perry) Council has been approached by CR Kennedy (a survey equipment supply company) to provide a safe housing for a GPS Continually Operating Reference Station (CORS) at the Tin Can Bay depot. The station consists of a small antenna, a GPS receiver and an ADSL modem. It is required to improve the coverage of GPS correction data within our region. This will compliment existing stations in Gympie and Buderim. In general terms, these stations provide centimetre accuracy level corrections for specialised GPS devices such as high accuracy surveying GPS and automated machine control equipment. The correction data is transmitted to the GPS device via a mobile internet connection. These GPS CORS are increasingly being seen as vital economic infrastructure. The Federal Government, through Geoscience Australia, is installing 100 of these stations around the country in the coming year or so. One is earmarked for Kilkivan, and once installed will further expand the coverage over our region. Unfortunately, progress on this particular station has been very slow to date. Within the current budget there are allocations for both a high accuracy GPS device and a GPS base station. The purpose of this equipment is for the collection of asset information and to augment Councils existing GPS equipment for general survey purposes. The installation of the proposed station by CR Kennedy will delay the need for Council to invest it its own base station, and possibly even eliminate this need.



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Further, there would also be wider community benefits, as its use can be applied to the areas of surveying, land development, construction and agriculture. Council will need to provide power and Internet access to the station. Power cost will be very minor and there is enough spare capacity in the existing Internet connection at the depot to cover the additional needs. In return, CR Kennedy will greatly reduce the license fee to connect to the station and network to $900 (standard fee is $2,500). The proposed site for the GPS CORS Station is at the Tin Can Bay depot. The details of which are as follows: Property Address: The Tin Can Bay Depot is located on property situated on the corner of Coral Trout Drive and Gympie Road, Tin Can Bay, described as Lot 76 on MCH 4021. Tenure: The Tin Can Bay Depot is located on property situated on the corner of Coral Trout Drive and Gympie Road, Tin Can Bay, described as Lot 76 on MCH 4021. This is a Reserve (No. 1313) for Local Government purposes with a sub-purpose of Depot. Current Use: Lot 76 on MCH 4021 is currently used to site the Tin Can Bay depot building and shed amenities. Strategic Implications: Corporate Plan: Outcome 2.2 Operational Plan: Outcome 1.4(i) & Outcome 1.4 (ii) Budget: Within Budget allocations Budget: Corporate Services Legal/Statutory: Local Government Act 2009 Local Government (Finance, Plans & Reporting) Regulation 2010 Risks: There is a high level corporate risk associated with

having third party infrastructure installed in Council facilities with no formal arrangements. This risk is mitigated by documented formal agreements.



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There is potential for negative sentiment toward Council by the discontinuation of a service once established. This is mitigated by ensuring an alternative service exists prior to making the decision to discontinue the service. There is a high level corporate risk of allowing third party access to Council’s IT network via the internet. This risk is negated by excluding access from Councils IT network with suitable hardware and IT security provisions.

Consultation: Corporate Services Directorate Engineering Services Directorate

F03/04/11 Moved: Cr J.A. Walker Seconded: Mayor Cr R.J. Dyne Recommend that Council enters into an agreement to house CR Kennedy’s GPS equipment at the Tin Can Bay Depot with CR Kennedy. The agreement to include, but not be limited to, the following terms and conditions: (a) Term of agreement – 3 years; (b) Rental – $1 per annum (c) The installation of the said equipment is not to interfere with any

current infrastructure located thereon, or Council’s Information Technology network; all installation cost, including the cost of the equipment to be paid by the applicant.

(d) Access – no after hours access will be granted. (e) Favourable access fees (licence fees)

Carried

SECTION 4: RATES MATTERS

Item 4/1 Various Water Consumption Accounts

Re: MINUTE F04/04/11 Various Water Consumption Accounts From: Principal Finance Officer – Revenue, Mr R.W. Watson File: 5/7/07/0001 Date: 19 April 2011 Reference: N/A



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Executive Summary: A list of ratepayers who have requested a reduction in their Water Consumption Account due to unforseen circumstances. Previous Council considerations: N/A Report: (Principal Finance Officer – Revenue - Mr R.W. Watson)

Assess No Amount Reason Recommended Action 374 1st Tier – 196

2nd Tier – 576 Undetected leak Write off $484.90

6378 1st Tier – 227 2nd Tier – 609

Undetected leak Write off $437.05

17660 1st Tier – 150 2nd Tier – 97

Undetected leak Write off $126.10

Strategic Implications: Corporate Plan: 4.1 Council is maintaining responsible financial

management. Operational Plan: 1.3 (ii) Financial Accounting

Maintain a revenue base which emphasises user pays principles where appropriate. Manage the efficient issue of accounts by providing timely and accurate revenue entitlements.

Budget Implications: Loss of revenue due to a part write off of water accounts Budget Reference: Rate Revenue 1320201.1 Legal/Statutory: Local Government Act 2009 Risks: Medium, loss of revenue due to part write off of water

account Consultation: Water & Sewerage staff. Checklist: Financial Services Directorate

□ Corporate Services Directorate

□ Community Services Directorate Engineering Services Directorate

□ Planning & Development Directorate

□ Office of the Chief Executive Officer



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F04/04/11 Moved: Cr R.A. Gâté Seconded: Cr L.J. Friske Recommend that Council endorse staff action.

Carried

Item 4/2 Request For Lost Discount on Rates - Various

Re: MINUTE F05/04/11 Request For Lost Discount on Rates -

Various From: Principal Finance Officer – Revenue – Russell Watson File: 5/7/05/0007 Date: 5 April 2011 Reference: N/A Executive Summary: A list of ratepayers who have requested a reinstatement of lost discount due to unforseen circumstances. Previous Council considerations: N/A Report: (Principal Finance Officer – Revenue - Mr R.W. Watson)

Assess No Amount Reason Recommended Action 737 $52.34 Compassionate grounds Allow discount 7467 $123.03 Possible staff error Allow discount 9154 $51.85 Compassionate grounds Allow discount 20919 $51.78 Compassionate grounds Allow discount 4224 $51.54 BPay problem Disallow discount 6956 $52.59 On holidays Disallow discount 11211 $29.95 Postal problem Disallow discount 19787 $51.22 Misplaced notice Disallow discount 3116 $12.74 interest Paid incorrect amount Interest remains payable 8689 $183.90 interest Possible staff error Write off $183.90

Strategic Implications: Corporate Plan: 4.1 Council is maintaining responsible financial



Budget Implications: Loss of revenue due to a write off of discount amounts.



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Budget Reference: 1130101 General Rate Revenue Legal/Statutory: Local Government Act 2009 Risks: Medium, may set a precedent if discount written off Checklist: Financial Services Directorate


□ Community Services Directorate

□ Engineering Services Directorate


□ Office of the Chief Executive Officer Cr G.L Engeman left the meeting at 10.19am.

F05/04/11 Moved: Mayor Cr R.J. Dyne Seconded: Cr I.T. Petersen Recommend that Council endorse staff action.

Carried

Item 4/3 Request for Extension to Discount Period

Re: MINUTE F06/04/11 Request for Extension to Discount

Period From: R Blaich, Quick n Easy Car Wash & Dog Wash, 34 Violet

Street, GYMPIE QLD 4570 File: 5/7/05/0001 1485044 Date: 21 March 2011 Reference: N/A “Thank you for your time this morning, I would like to confirm my conversation with you requesting information on provisions set by council for additional time for flood effected business to pay their rates. It is very disappointing that council has not been more pro active in its recovery effort to assist those who have been genuinely affected by the flood. As a substantial number of businesses within the council were affected, the provision to pay rates over an extended period would have been a welcomed gesture. I don't believe it is fair to further be penalized by not being able to pay the whole amount by the due date, subsequently losing my discount opportunity or to further incur interest payments on outstanding amounts.



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Sunshine Coast Council have been very pro- active in allowing a month extension which was fantastic, given fewer business or residents would have been effected in this region as compared to Gympie and it's surrounding region. Council have been neglectful in considering the degree in which some business have been effected by the floods and their on going recovery effort and expenses. We certainly feel that we have been let down and overlooked by a Council. Hopefully it is not to late to do the right thing given the extenuating circumstances and hopefully council will address this in it's next meeting as an extra -ordinary/ urgent business to alleviate stress for both households and business directly effected or as act of good will. My rates reference number is and our rates notice property location is 32 Violet Street. Please accept this as notification that we are unable to meet our rates commitments due to flood and it's extenuating circumstance. I will be paying the rates in 3 instalments of $1249.43 over 6 weeks or earlier. The first payment by due date to qualify for our discount. We greatly would appreciate Councils effort and commitment not to charge interest and to accept first payment received by due date as qualification for discount, given the situation. We look forward to a response from the CEO at his earliest convenience.” Executive Summary: The writer is requesting an extension of the time period to receive early payment discount due to extenuating circumstances. Previous Council considerations: N/A Report: (Principal Finance Officer – Revenue - Mr R.W. Watson) Interest will accrue from 8 April 2011. Strategic Implications: Corporate Plan: 4.1 Council is maintaining responsible financial





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Budget Implications: Loss of revenue due to a write off of discount amounts. Budget Reference: 1130101 General Rate Revenue Legal/Statutory: Local Government Act 2009 Risks: Medium, may set a precedent if discount period is

extended. Checklist:

Financial Services Directorate






F06/04/11 Moved: Cr A.J. Perrett Seconded: Mayor Cr R.J. Dyne Recommend that Quick n Easy Car Wash & Dog Wash be advised that Council accepts their first payment to receive the early payment discount as prescribed by the writer and all outstanding rates paid by 6 May 2011.

Carried

SECTION 5: FINANCIAL REPORTING

Item 5/1 Summarised Budget Report as at 31 March 2011

Re: MINUTE F07/04/11 Summarised Budget Report as at 31

March 2011 From: Director of Financial Services – Yvonne Oliver File: 5/1/09/0003 Date: 19 April 2011 Reference: N/A Executive Summary: Council’s operations for the 2010/11 financial year as at 31 March 2011 are presented in a summarised budget report for Council’s information and consideration.



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Previous Council considerations: N/A Report: (Director of Financial Services - Mrs Y.J. Oliver) Refer to “Attachment 1”. The report indicates whether the operating revenue and operating expenditure, capital expenditure and debt repayments are in line with Council’s budget estimates. In the case of extraordinary variances, comments are made which point out the reason for such variance. The report also includes interest received on Council’s investments and the current position of rate collection with a comparative for the previous year. Strategic Implications: Corporate Plan: Outcome 4.1 – Council is maintaining responsible

financial management

Council continues responsible budgeting and living within its means having regard to the current economic climate. Council continues to undertake long‐term financial planning to ensure that it remains financially sustainable.

Operational Plan: 1.3 Financial Services - To achieve effective and

efficient management of Council’s financial assets and economic resources.

Budget Implications: Budget allocation set at the commencement of the

budget year may change as a result of variances occurring throughout the year. Financial institution deposits at call and term deposits maturing in less than 12 months, which can be immediately accessed without penalty, are treated as cash equivalents

Budget Reference: Budget 2010/11 Legal/Statutory: Local Government Act 2009, Local Government

Finance Standard 2005, Statutory Bodies Financial Arrangements Act (SBFA) 1982 9 as amended) Part 6, Division 3 (Duties of Statutory Body when investing Council Funds); SBFA Regulation 2007

Risks: Medium - Low



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Checklist: Financial Services Directorate Corporate Services Directorate Community Services Directorate Engineering Services Directorate Planning & Development Directorate Office of the Chief Executive Officer

F07/04/11 Moved: Mayor Cr R.J. Dyne Seconded: Cr I.T. Petersen Recommend that the information be received.

Carried

SECTION 6: FINANCIAL ASSISTANCE REQUESTS

Item 6/1 Various Groups Thanking Council

Re: MINUTE F08/04/11 Various Groups Thanking Council From: Director of Financial Services – Yvonne Oliver File: 3/2/07/0001 Date: 5 April 2011 Reference: N/A Report: (Director of Financial Services - Mrs Y.J. Oliver) The following individuals and organisations have forwarded correspondence thanking Council for financial assistance/sponsorship.

Organisation/Group/ Individual

Event/Purpose Amount Date of Event

Cooloola BMX Club Donation towards 2010 Cooloola Gold Classic Open

Day

Not advised Not advised

Heart of Gold Film Festival

Sponsorship of 2011 Heart of Gold Film Festival

$25,000 ($20K Cash, $5K

AIK)

17-20 March 2011

F08/04/11 Moved: Cr J.A. Walker Seconded: Cr J. Watt

Recommend that the information be received.

Carried



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Item 6/2 Fundraising for Kilkivan Kindergarten

Re: MINUTE F09/04/11 Fundraising for Kilkivan Kindergarten From: Tracey Litfin, Kilkivan Kindergarten, P O Box 182,

KILKIVAN QLD 4600 File: 5/3/15/0001 1484090 Date: 15 February 2011 Reference: N/A “The Kilkivan Kindergarten is a non-profit community organisation that raises funds throughout the year to help our families with the cost of giving their children an all important early education. Throughout the year, we are kept very busy with many different types of fundraising. Trivia Nights, Bowls Days, Pie and Chocolate Drives, catering for local events, numerous raffles, along with a week's work at the Gympie Country Music Muster, is what makes up our year. We would like to formally request your support in our fundraising efforts. At present we are looking for donations to use as prizes for upcoming events. Merchandise, vouchers, tickets or cash donations will all be greatly appreciated big or small. All supporters will be very well advertised throughout our community and we are more than happy to be contacted to discuss your contribution. We are very aware that many community groups rely on businesses like yours for support, we thank you for your time and hope that you will consider our organisation along with others.” Previous Council considerations: N/A Report: (Director of Financial Services - Mrs Y.J. Oliver) There is no allocation available for this request. If this is to be an annual request, the organisers can apply through the Financial Assistants Grants process which is held every year. Strategic Implications: Corporate Plan: Outcome 4.1

Council is maintaining responsible financial management.

Operational Plan: 1.3 (i) Financial Services Directorate Operations

To provide Directorate resources for operational activities – Ability to meet operational requirements.



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Budget: Additional funding required to provide financial assistance.

Budget: Ledger number 2110802 Regional Marketing, Corporate

Governance Program Legal/Statutory: N/A Risks: Medium – Possible risk inherent in the matter not being

included in the original budget. Any proposed budget allocation would need to be assessed through the quarterly budget review process.

Checklist:







F09/04/11 Moved: Mayor Cr R.J. Dyne Seconded: Cr R.A. Gâté Recommend that Kilkivan Kindergarten be advised that due to budget constraints Council is unable to assist at this time.

Carried

Item 6/3 School Chaplaincy Services

Re: MINUTE F10/04/11 School Chaplaincy Services From: Tim Mander, Scripture Union Queensland, P O Box 1167,

EAGLE FARM QLD 4009 File: 5/3/15/0001 Date Received: 11 April 2011 Reference: N/A “I'm writing to you because I want to fill you in on a very serious issue we are facing... As you may be aware, SU QLD has been served a writ naming it as a defendant in a High Court case challenging the constitutional right of the federal government to fund School Chaplaincy.



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This challenge poses a real, immediate and national threat to our School Chaplaincy services — especially those that currently receive federal government funding. And because of this, SU QLD has had no choice but to secure top legal representation with expertise in constitutional law. If our defence fails, federal funding for school chaplains faces the very real prospect of being cut off in a single blow. This means that if the funding stopped tomorrow, a huge number of chaplains — and the young people who rely on them — would have the rug pulled out from under them. It leaves me asking the question: Why would School Chaplaincy opponents work so hard to eliminate something so important to our kids? But you and I know that Chaplaincy is critical to our children. That's why, right now, our legal team is working hard to mount a defence of the High Court challenge seeking to undo Chaplaincy in our schools. But there is also something you can do to help. In fact, I'm asking you to do three things right away: • First, please sign the enclosed Statement of Support declaring your strong endorsement for the continued federal funding of school chaplains. Then insert it in the enclosed Reply Paid envelope. SU QLD will send your copy, together with thousands of others, to the relevant political leaders and federal government ministers. • Second, please consider sending a gift along with your signed Statement of Support. We have already begun our defence of School Chaplaincy at considerable cost, trusting that friends like you will come alongside to join in this fight. I hope you will consider sending a gift today which will help cover the cost of our "Save our Chaplains" campaign... including a robust legal defence. Let's stand together to ensure that Chaplaincy continues strong in these coming months. • Third and finally, please involve as many people as you can in this campaign. Take the enclosed form, photocopy it and give it to as many people as possible in your neighbourhood, school or church so that they too can make their voice heard. You can also encourage people to sign the Statement of Support at www.SaveOurChaplains.com.au ... where they can also donate to the cause. As a supporter, I know that Lyn's* story (below) will encourage you to speak out in favour of continued government funding for chaplains... "When my son was in Year 9, he was having some difficulties dealing with the break-up of myself and my ex-husband. He was on 'suicide watch' at school because he had seriously attempted to take his own life.



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"The school chaplain in his state school quite literally saved his life and turned him around. He is now finishing Year 12 and achieving excellent results. He is still in contact with the school chaplain even though he now is at another school. We will both be forever grateful for her help and on-going prayers." Lyn wrote to us recently with this plea: "Please, please, please don't let them remove chaplains from schools. Without a chaplain at his school, my son would now be dead." Lyn's story is one of many that clearly show school chaplains are worth saving... because our kids are worth it! So please show your support by sending your Statement of Support and your gift as soon as you possibly can. Thank you. *Lyn's name has been changed to protect her privacy and that of her son.” Previous Council considerations: N/A Report: (Director of Financial Services - Mrs Y.J. Oliver) There is no allocation available in the current budget for this request. Strategic Implications: Corporate Plan: Outcome 4.1




Budget: Additional funding required to provide financial

assistance. Budget: Ledger number 2110802 Regional Marketing, Corporate





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Checklist:







F10/04/11 Moved: Cr J. Watt Seconded: Cr R.A. Gâté Recommend that Scripture Union Queensland be advised that due to budgetary constraints Council is unable to financially support their request, however, Council will forward its Statement of Support.

Carried

Item 6/4 Fundraiser for Japanese Earthquake and Tsunami Victims

Re: MINUTE F11/04/11 F12/04/11 Fundraiser for Japanese

Earthquake and Tsunami Victims From: Michael O’Neill, 5 Aspen Court, GYMPIE QLD 4570 File: 5/3/15/0001 Date: 9 April 2011 Reference: N/A “My name is Michael O'Neill and I am a teacher at Gympie State High School, where I teach Japanese. My relationship with Japan has extended for over 30 years, and I find myself distressed at the situation that many now find themselves in as a consequence of the Earthquake and Tsunami. I have decided to attempt to organise a fundraising event to raise money for the Ashinaga Foundation; by way of a variety dinner for several hundred people in the Civic Centre, with fundraising via raffles and donations. The Ashinaga foundation is a non-profit organisation, founded in 1969, and has supported more than 60,000 orphans since then with scholarships and such. They not only provide financial support to children who have lost either one or both of their parents, but also emotional support. Their website is http://www.ashinaga.org/e/main1.html. I have had a meeting with Cr Tony Perrett, who is aware and supportive of my plans, and I have cc'd him this letter.



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I write to ask if the Council would consider donating the cost of the venue for this function, in view of the community's extensive ties with Japan. If the Council is prepared to grant this request, I will next seek to involve a service organisation such as the Rotary Club and the wider business community through the Chamber of Commerce and Gympie Times to seek their endorsements to ensure that the event is a success. I look forward to hearing from you.” Executive Summary: Michael O’Neill is looking to host a function at the Civic Centre to raise money for the young victims of the Japanese Earthquake and Tsunami. Mr O’Neill has asked Council to donate the cost of Civic Centre Hire to the event. Previous Council considerations: All requests for changes to Civic Centre fees are presented to Council for consideration on a case by case basis. Report: (Community Facilities and Services Co-ordinator, Heather Kelly) Michael O’Neill is looking to host a function at the Civic Centre to raise money for the young victims of the Japanese Earthquake and Tsunami. Mr O’Neill has asked Council to donate the cost of Civic Centre Hire to the event. Mr O’Neill has not booked a date for the function. Given the information he provided it is expected he would require use of the entire centre. Based on the current fees and charges, the estimated cost of venue hire is $700 plus air conditioning. Strategic Implications: Corporate Plan: 1.5 Continue to provide a range of community facilities

for the Region. Operational Plan: 3.3(ii) Community Complexes Budget: The budget would not be adversely affected by any

decision. Risks: There is a low level of risk associated with making a

decision that complies with adopted fees and charges.



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F11/04/11 Moved: Cr A.J. Perrett Seconded: Recommend that Mr O’Neill be advised that Council will make a donation to the value of the Civic Centre hire for a fundraiser for the Ashinaga Foundation by Mr O’Neill. The MOTION LAPSED for want of a SECONDER. Acting Chief Executive Officer, Craig Manson left the meeting at 10.39am.

F12/04/11 Moved: Mayor Cr R.J. Dyne Seconded: Cr R.A. Gâté Recommend that Mr O’Neill be advised that Council is unable to assist due to budgetary constraints.

Carried

Item 6/5 15th World Championships of Performing Arts Re: MINUTE F13/04/11 15th World Championships of

Performing Arts From: Scott Astill File: 5/3/15/0001 Date: 13 April 2011 Reference: N/A “My name is Scott Astill, and I am a local musician currently living at Widgee, 20km west of Gympie. I have been building a name for myself as a singer/songwriter for quite a few years now, having received airplay across the country, and a #1 position in the MP3.com.au Country/Rock charts. My debut CD is in pre- production and is due for release later this year. After performing six of my original songs at the Maryborough Flood Relief Concert on the 13th February, 2011, I was invited to audition for, and had success in securing, a place in the Australian team for the 15th World Championships Of Performing Arts (WCOPA), to be held in Los Angeles during July 2011. This is considered the performing arts Olympics, with competitors from over 50 countries vying for gold, silver & bronze medals with television, radio, internet and press coverage. This is a rare opportunity to fulfil a lifelong ambition, and I hope to take full advantage of it. I will be entering in 2 categories, which will cover singing, songwriting and performance and I am confident of doing well.



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I am seeking sponsorships to assist with the costs associated with entry fees, travel and accommodation, and I feel that a partnership would be in both of our interests. Some of the benefits I offer are: • Goodwill - customers see your business as contributing to the community • A public "face" showing support for your organisation • Promotion through media where I will help raise awareness of your

business at every opportunity • Your company logo shown on advertising material - posters, flyers etc • Logo & links on my official website • Logo & business name in sponsor area of my WCOPA provided webpage. • I will wear/use & promote your products and merchandise (where

practical) • V.I.P. Invitations (2 people) to events and fundraisers. • Discounts on CDs, merchandise and tickets. Planning is also currently underway for a series of local concerts and fundraising events, also offering opportunities to promote your business. I would be happy to discuss any details with you, and look forward to hearing your thoughts regarding the ideas outlined above.” Report: (Director of Financial Services - Mrs Y.J. Oliver) There is no allocation available for this request in the current budget. Strategic Implications: Corporate Plan: Outcome 4.1




Budget: Additional funding required to provide financial

assistance. Budget: Ledger number 2110802 Regional Marketing, Corporate





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Checklist:







F13/04/11 Moved: Cr J. Watt Seconded: Cr J.A. Walker Recommend that Mr Astill be advised that Council would suggest an application through Arts Queensland for career development grant funding as Council is unable to assist due to budgetary constraints. Further, that Council congratulate the writer for achieving international selection.

Carried Acting Chief Executive Officer, Craig Manson returned to the meeting at 10.42am. Mayor Cr R.J. Dyne left the meeting at 10.42am.

SECTION 7: STAFF MATTERS

Item 7/1 Workplace Health and Safety Report – April 2011 Re: MINUTE F14/04/11 Workplace Health and Safety Report –

April 2011 From: Workplace Health & Safety Coordinator – Les Latemore File: 3/7/19/0001 Date: 18 April 2011 Reference: N/A Executive Summary: This report summarises all incidents reports that are received since the last meeting. These reports include. Lost time Injuries, First Aid/Medical Treatment Injuries and Near Miss incidents where no injury was sustained. Previous Council considerations: Nil.



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Report: (Workplace Health & Safety Coordinator – Les Latemore)

Codes Totals for 15/03/11 – 18/04/11

NM – Near Miss Incident 3

A - Accidents (damage to property/no injury) 8

FA - First Aid / Medical Treatment Injury 3

LTI – Time Lost Injury 3

E – Electrical Incident 1

Total Days Lost 20

Strategic Implications:

Corporate Plan: Key Outcome 4.4 - Provide a safe, healthy and injury free work environment for Council staff.

Operational Plan: 1.2 Corporate Services. Aim 1.2(v) – Human Resources Management and Training. Workplace Health and Safety – Ensure continued compliance with the WH&S Act and Regulations.

Budget: Nil.

Budget: Nil

Legal/Statutory: Workplace Health and Safety Regulation 2008

Risks: Nil, report only.

Consultation: Supervisors.

F14/04/11 Moved: Cr L.J. Friske Seconded: Cr J.A. Walker Recommend that the report be received.

Carried

Item 7/2 Training Report for March 2011

Re: MINUTE F15/04/11 Training Report for March 2011 From: Mrs R. McCormack – Training & Development Co-ordinator File: 7-10-02 Date: 14 April 2011 Reference: N/A Executive Summary: A total of $22,023.49 spent for the month. Again a very quiet month due to continuing flood work.



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Report: (Mrs R. McCormack – Training & Development Co-ordinator)

Due to flood work only essential training has been undertaken, with some retraining deferred till May/June. This deferred training will need to be undertaken and will impact later in the year.

Training Report March 2011

Directorate Training Description Program

Cost Total for Period

Total for Year

Finance $0.00 $4,701.06 Corporate Services $2,053.88 $17,751.72 Records Management $600.00

Workplace Rehab Co-ordinator $25.00

Fire Warden Training $1,428.88 Planning & Development $474.64 $4,704.53 Diploma of Management $474.64 Community $980.00 $2,917.61 Cemetery Management $840.00 Gallery Workshop $140.00 Engineering $6,787.05 $213,481.25 Traffic Control $611.09 White Card Inductions $289.69 First Aid $1,600.10 Fire Safety $187.52 Safety Officer Training $404.55 General Induction $386.74 ACDC Licence $59.50 Authorised Persons $1,036.36 Waste Water management $246.50 Safety Reps $1,380.00 Plant Tickets $585.00 Individuals $6,317.64 $54,726.02 Hecs Payments $0.00 $0.00Study Leave $1,091.17 $1,091.17 $18,709.21Training Resources $0.00 $3,094.67Training Officer - wages $4,319.11 $4,319.11 $59,439.36

Total for Period $22,023.49

Total YTD $379,525.43



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Strategic Implications: Corporate Plan: Complies with Outcome 4.4 Operational Plan: Sub Program 1.2 Corporate Services 1.2(v) Budget: Spending remains within budget forecast. Budget: Corporate Services – HR – Training, WH&S, General. Legal/Statutory: Training provided is largely a result of compulsory

training required to meet WH&S legislative requirements.

Risks: Report Only. Consultation: Acting Director of Corporate Services. Manager Human Resources. Mayor Cr R.J. Dyne returned to the meeting at 10.43am. Cr G.L Engeman returned to the meeting at 10.43am.

F15/04/11 Moved: Cr L.J. Friske Seconded: Cr R.A. Gâté Recommend that the information be received.

Carried

Item 7/3 Staff Numbers as at 31 March 2011

Re: MINUTE F16/04/11 Staff Numbers as at 31 March 2011 From: Financial Accountant, Debra Hatherell File: 3/7/19/0002 Date: 31 March 2011 Reference: N/A Executive Summary: A summary and comparison table of all Council staff. Previous Council considerations: N/A Report: (Financial Accountant – Debra Hatherell)



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STAFF NUMBERS

DEPARTMENT Jun-10 Sep-10 Dec-10 Mar-11 Permanent Office of CEO Office of CEO 4 4 4 4 Finance Finance 29 29 28 29 Corporate Services Corporate Services 28 29 26 29 Design Design 18 20 20 22 Community Services Health/Community Services 26 25 25 22 Library/Gallery 11 11 10 10 Engineering Health 0 0 0 0 Supervisory/Support 23 23 28 26 John Street - Operators 15 14 17 17 John Street - Truck Drivers 11 11 15 13 John Street - Labourers 52 58 34 34 Tin Can Bay 3 3 4 4 Workshop 10 11 11 11 Signs 2 2 3 3 Parks 15 15 23 23 Noxious Weeds 2 2 6 6 Water & Sewerage Water & Sewerage 45 46 46 46 Planning Planning 29 29 30 30

TOTAL PERMANENT 323 332 330 329 Part-Time Employees - In Payroll System Office of CEO Office of CEO 1 1 1 2 Finance Finance 0 0 0 0 Corporate Services Corporate Services 3 3 5 3 Design Design 0 0 0 0 Community Services Health/Community Services 2 2 2 3 Library/Gallery 1 1 1 1 Engineering Health 0 0 0 0 Supervisory/Support 1 1 1 2 John Street - Operators 0 0 1 0 John Street - Truck Drivers 0 0 0 0 John Street - Labourers 2 2 0 1 Tin Can Bay 0 0 0 0 Workshop 0 0 0 0 Signs 0 0 0 0 Parks 0 0 0 0 Noxious Weeds 0 0 0 0 Water & Sewerage Water & Sewerage 0 0 0 0 Planning Planning 5 6 6 7

TOTAL PART-TIME 15 16 17 19 Casuals/Term Contracts - in Payroll System Office of CEO Office of CEO 2 2 2 1 Finance Finance 1 1 1 2 Corporate Services Corporate Services 6 7 6 2 Design Design 4 3 4 3



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STAFF NUMBERS

DEPARTMENT Jun-10 Sep-10 Dec-10 Mar-11 Community Services Health/Community Services 7 8 9 10 Library/Gallery 23 23 23 22 Engineering Health 0 0 0 0 Supervisory/Support 1 0 0 1 John Street - Operators 12 11 7 8 John Street - Truck Drivers 0 0 0 0 John Street - Labourers 5 9 8 8 Tin Can Bay 1 1 1 3 Workshop 1 1 1 3 Signs 0 0 0 0 Parks 0 1 3 2 Noxious Weeds 1 1 1 0 Water & Sewerage Water & Sewerage 0 0 1 0 Planning Planning 6 6 5 3

TOTAL CASUAL 70 74 72 68 Kilkivan Branch Staff Internal Full-time 16 15 15 16 Internal Part-time 3 4 4 5 Internal Casual 1 1 1 1 Internal Fixed Term 2 2 1 0 External Full-time 27 27 26 26 External Casual/Fixed Term 9 5 5 4

TOTAL KILKIVAN BRANCH 58 54 52 52 Contract Employees (Widebay Group Trainees) Works 0 0 0 1 Workshop 5 4 3 4 Parks 0 0 0 0 Water & Sewerage 1 1 1 2 Finance 0 0 0 0 Community Services 1 1 1 2 Planning 0 0 0 0 Building 0 0 0 0 Corporate Services 1 1 1 1 Design / Eng 0 0 0 0 Library 2 2 1 2

Total Trainees 10 9 7 12 (Lo-Go Appointment) Planning 0 0 0 0

Total Lo-Go Employees 0 0 0 0 (IPA Personnel) - Works 0.0 0.0 0.0 0.0 Water & Sewerage 0.0 0.0 0.0 0.0 Community Services 0.5 0.5 0.5 0.5 Corporate Services 0.0 0.0 0.0 0.0 Library 0.0 0.0 0.0 0.0



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STAFF NUMBERS

DEPARTMENT Jun-10 Sep-10 Dec-10 Mar-11

Total IPA Personnel 0.5 0.5 0.5 0.5 (full-time equivalent)

TOTAL 477 486 479 481 Strategic Implications: Corporate Plan: 4.4 The Council is able to attract and retain quality staff

by being an employer of choice. Operational Plan: 1.2 (v) Human Resource Management & Training Budget Implications: Nil – report only Budget Reference: All programs Legal/Statutory: N/A Risks: Nil – report only. Checklist: Financial Services Directorate






F16/04/11 Moved: Cr G.L Engeman Seconded: Cr J. Watt Recommend that the report be received.

Carried

Item 7/4 Councillor Code of Conduct

Re: MINUTE F17/04/11 GRC-010 Councillor Code of Conduct From: Acting Director of Corporate Services, Mr B. Hayes File: 1-3-06-0004 Date: 1 April 2011 Reference: N/A



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Executive Summary: The current Councillors Code of Conduct is three years old; subsequently Council’s document control procedures have triggered a review of this document. Under the Local Government Act 2009, Local Governments are no longer required to adopt a Councillor Code of Conduct. Report: (Acting Director Corporate Services – Mr B Hayes) The Councillors Code of Conduct (the Code) identifies the key principles, statutory obligations and ethical or behavioural obligations for Councillors. The current Code (GRC-010) was introduced when the Model Code of Conduct, established under the Local Government Reform Implementation Regulation 2008, was gazetted in February 2008. Since then, the introduction of the Local Government Act 2009, and in particular Section 12 of that Act, has clarified the responsibilities and powers of Councillors, including the Mayor. The Department of Local Government and Planning has advised by way of a Fact Sheet titled ‘Working with the legislation – Local Government Act 2009’ that: “There is now no need for a separate Councillor Code of Conduct. The legislation is the code of conduct. Councillors, by virtue of being elected and holding the office of Councillor are, individually and collectively, bound by: the purpose and principles for Local Government (sections 3 and 4) the responsibilities and powers of Councillors (section 12) the financial sustainability criteria (section 102) any other obligations under the Act. (part 2, div 5) Council has further adopted Standing Orders of Gympie Regional Council (GRC-029) which provide direction for Councillor conduct while attending meetings of the Local Government and its Standing Committees. Under Council’s policy review regime, the three year life of the document has triggered a review process. This presents an opportunity for Council to review the relevance of the document in light of the new legislation and the Department’s position as outlined above. Strategic Implications Corporate Plan: 4. Strong Council Leadership Operational Plan: 1.1(iii) Governance- Legal Budget Implications: Not Applicable Budget Reference: N.A. Legal/Statutory: No longer a requirement of Local Government Act



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Risks: Risks addressed by requirements of Local Government Act 2009

Consultation: Corporate Services Directorate Office of the Chief Executive Officer

F17/04/11 Moved: Cr J.A. Walker Seconded: Mayor Cr R.J. Dyne Recommend that the current Councillor Code of Conduct document (GRC-010) be archived and that Councillor conduct issues be addressed in accordance with the requirements of the Local Government Act 2009 and the Standing Orders of Gympie Regional Council.

Carried

SECTION 8: MISCELLANEOUS ITEMS

Item 8/1 Dishonoured Cheque

Re: MINUTE F18/04/11 Dishonoured Cheque From: Resident of Gympie Region File: 5/3/08/0005 1485114 Date: 18 March 2011 Reference: N/A “I refer to your letter dated 14 March 2011 advising an administration fee incurred due to the presentation of a dishonoured cheque. My daughter Jessica contacted your office and spoke to both Barbara Fevre and Cindy Savage on my behalf to explain the circumstances. The cheque book used to write the payment cheque for Council rates was from an inactive account. Your office was notified of the error within 1-2 days of it being presented and advised that a replacement cheque had been issued. Upon contacting my bank it was confirmed that a fee would not be incurred - either to myself or the drawer - because I am a current account holder. It is with this principal that I wish to submit my objection regarding the administration fee of $15, particularly since no charges have been incurred by Council.



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Furthermore, when advising your office of the error Jessica was not informed of the pending charge and other creditors (including RACO, Telstra and Gympie Pool World) whom were also presented with cheques from the said inactive account, did not charge an administration fee. The RACO did advise that pending explanation a $10 fee would be incurred to which when contacted waived the fee immediately. Mr Manson, I do apologise for the administrative interruption and trust that this matter can be re-assessed on a matter of leniency.” Report: (Management Accountant – Miss C Savage) On 17 March 2011, I contacted the writer’s daughter with regards to a dishonoured cheque fee. The writer’s daughter had used the wrong cheque book when paying her mothers rates and as this account was closed, resulted in it being returned from the bank as dishonoured. The first payment was receipted at the Mary Street office, receipt number 715646 on Friday 25 February 2011, (paid with the wrong cheque book). This cheque was banked with Friday’s end of day banking into Council’s bank account on Monday 28 February 2011. The replacement cheque was paid on Thursday 3 March 2011 (4 days later) at the Town Hall office, receipt number 717772. This cheque was banked with Thursday’s end of day banking on Friday 4 March 2011, again into Council’s bank account. Apparently, the writers daughter asked a staff member (not sure who) when she came back into the office, if Council could refrain from banking the first cheque as it was from the wrong cheque book. However, as Council banks each day, for staff to be able to remove a cheque from an end of day banking, it needs to occur on the day of receipt or before 9.15am the following day as this is when the previous day’s monies are banked. Staff could not advise the writers daughter if the cheque had been returned as it usually takes 5-7 working days before Council receives notification. I explained to the writer’s daughter that the $15 dishonoured cheque fee is an admin charge (related to dishonoured cheques) and applies to all customers who have a cheque dishonoured.

Additionally, the writer’s daughter was advised that Council staff are not in a position to waive any fees regardless of circumstances. Strategic Implications: Corporate Plan: 4.1 Council is maintaining responsible financial

management



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Operational Plan: 1.3 (ii) Financial Accounting Fees and Charges - Ensure that fees and charges are levied in accordance with the adopted Budget. Collections/Cashier - Streamline processes and enhance procedures for receipting, banking and reconciliation of all Council revenue.

Budget Implications: Costs incurred not recovered if fee is waived Budget Reference: 2160201.1001 Legal/Statutory: N/A Risks: Low Checklist:







F18/04/11 Moved: Cr J.A. Walker Seconded: Cr G.L Engeman Recommend that the writer be advised that the fee will be waived in this instance.

Carried

Item 8/2 Review of Corporate Governance and Finance Committee Charter

Re: MINUTE F19/04/11 Review of Corporate Governance and

Finance Committee Charter From: Director of Financial Services – Yvonne Oliver File: 1/3/05/0022 Date: 6 April 2011 Reference: N/A



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Executive Summary: Annual review of the Corporate Governance and Finance Committee Charter. Previous Council considerations: N/A Report: (Director of Financial Services - Mrs Y.J. Oliver) The Committee Charter was adopted by Council on the 14 April 2010. It is a condition of the Charter to reassess the adequacy of the Charter at least annually.



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35



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Strategic Implications:



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Corporate Plan: Outcome 4.1 - Council is maintaining responsible financial management.

Outcome 4.6 - The Council maintains a strong customer focus.

Operational Plan: 1.1 (iii) Governance – Legal Budget Implications: N/A Budget Reference: N/A Legal/Statutory: Local Government Act 1993 Risks: Low - Allows the Committee to focus on the parameters

identified in the Charter. Consultation: Director of Financial Services Director of Corporate Services Checklist: Financial Services Directorate

Corporate Services Directorate







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F19/04/11 Moved: Cr R.A. Gâté Seconded: Cr G.L Engeman Recommend that following review and consideration the Charter for the Corporate Governance and Finance Committee for Gympie Regional Council remains relevant and adequate and that Council make no additions, deletions or amendments as follows:

Corporate Governance & Finance Committee

CHARTER

Revised and adopted at the General Meeting held on 11 May 2011 – Resolution F19/04/11 refers.



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Appointment The Gympie Regional Council has appointed a standing committee to be known as the Corporate Governance and Finance Committee (the “Committee”) under Section 62 of the Local Government (Operations) Regulations 2010. Purpose (Committee Objectives) The purpose of the Committee is to establish and review strategies for achieving corporate, administrative and financial objectives; to review performance of the objectives; to oversee the efficiency and effectiveness of financial risk management; and to aid the Gympie Regional Council in discharging its responsibilities relating to the oversight of its governance, administrative and financial affairs. Function (Committee Responsibilities) The Committee shall have the following functions and responsibilities or as determined by the Gympie Regional Council from time to time. To formulate, monitor, review and make recommendations to the Gympie Regional Council, concerning matters related to the following Council functions:- 1. Asset Management 2. Branch matters 3. Budget 4. Civic Receptions/Functions 5. Corporate Management/ Administration/Governance 6. Corporate Public Relations 7. Council Property Management 8. Donations 9. Election Matters 10. Financial Management 11. Annual Grants Assistance 12. GST Compliance 13. Human Resources including Industrial Relations 14. Information Systems 15. Insurances 16. General Legal Proceedings 17. Loans/ Debts management 18. Local Government Boundaries 19. Local Laws 20. Rates and Charges 21. Town Hall 22. Training 23. Valuations 24. Workers Compensation\Workplace Health and Safety



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Authority (Authority of Committee) The Committee has been delegated the power to appoint advisory committees to assist it in any of the areas of its functions and responsibilities, as provided for in Chapter 5, Part 2 of the Local Government (Operations) Regulations 2010. The Committee will prepare a charter for every advisory committee it appoints setting out details of the purpose, functions and composition of each advisory committee. The Committee shall also have authority to obtain advice and assistance from internal and external legal, accounting and other advisors. Membership (Committee Membership) The Committee shall consist of no fewer than nine (9) members, including the Mayor as an ex-officio member. The Chairman and members of the Committee shall be appointed by the Gympie Regional Council from its Councillors.

Five (5) Committee members shall constitute a quorum.

The members of the Corporate Governance and Finance Committee (Standing Committee) for the 2008 - 2012 term of Council shall be:-

Mayor Councillor Ron Dyne, (ex officio member) Councillor Anthony Perrett, Councillor Donna Neilson, Chairman Councillor Rae Gate, Councillor Julie Walker, Councillor Ian Petersen, Councillor Graham Engeman, Proxy Chairman Councillor Larry Friske, Councillor Jan Watt.

Meetings (Committee Meeting Arrangements)

The Committee will normally meet on the fourth Wednesday of each month at the conclusion of the preceding General Meeting.

All meetings will be conducted in compliance with the provisions of the Chapter 5, Part 2 of the Local Government (Operations) Regulations 2010 and applicable Local Laws dealing with meetings and/or Standing Orders.

Reporting (Committee Reporting Arrangements)

The Chairman of the Committee may table a report to the next General Meeting of the Gympie Regional Council following the monthly Committee Meeting.



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Performance Evaluation (Committee process for Performance Monitoring)

At least annually, the Committee shall evaluate its own performance and report the results to the Gympie Regional Council.

Charter Review

The Committee will review and reassess the adequacy of its Charter at least annually and recommend to Gympie Regional Council any proposed changes.

Carried

Item 8/3 Rehabilitation Works on Groundwater & Sorensen Roads Southside

Re: MINUTE F20/04/11 Rehabilitation Works on Groundwater

& Sorensen Roads Southside From: Director of Financial Services – Yvonne Oliver File: 4/8/20/0005-01 Vol 3 Date: 20 April 2011 Reference: W11/04/11 Previous Council considerations: Re: W11/04/11 Rehabilitation Works on Groundwater and Sorensen

Roads, Southside From: Design Services – Design Manager – G. Alexander File: 4-8-20-0005-01 Vol 3 Date: 24 March 2011 Report: (Design Services Division; Design Manager – G. Alexander) Overview: Pavement rehabilitation works for Groundwater Road

from Cox Road to Heritage Lane, and Alpha Road to Sorensen Road intersection were undertaken late last year. Extra funds are required to complete the works.

Corp Plan: 2.1 (v)

Op Plan: 2.1 (i)

Budget: Capital Works and Maintenance Budget

Consultation: Internal



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Issues: Whilst undertaking the planned works in Groundwater Road, it was identified that two sections of Sorensen Road were in need of urgent rehabilitation works. These failed sections of roadway would become a significant repair job if left, possibly requiring full pavement reconstruction. At the same time it was decided by staff that whilst the pavement stabilising plant was in the area it would be beneficial to undertake pavement stabilisation also in Sorensen Road, with maintenance contributing some additional funds. Following the stabilisation significant periods of wet weather were experienced before the pavement could be sealed. This resulted in an extended period of pavement maintenance, prior to a first coat bitumen seal being applied before Christmas. As Groundwater and Sorensen Roads are significant sub-arterial roads it was intended that these roads be part of an asphalt finish, to improve the asset life, improve ride ability and lessen road noise.

Risk Analysis: Decreased asset life of roadway due to surface remaining

as a chip seal. Increased customer complaints due to ride ability and

noise of road surface. Discussion: Estimated cost to undertake asphalt overlay is in the order

of $500,000. W11/04/11 Recommend that Council refer the matter to the Financial Services Directorate to report back with funding options for the asphalting of Sorensen/Groundwater Roads jobs as soon as possible.

Carried Report: (Director of Financial Services - Mrs Y.J. Oliver) There are no spare funds in this Budget to provide for additional capital road works as outlined in the above report. If Council wishes to proceed it will be necessary for an adjustment to be made to the amount budgeted in the capital works program. Therefore, other budgeted capital works will have to be foregone in the 2010/11 financial year to provide funding for the Groundwater and Sorensen Road works.



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Checklist:




Engineering Services Directorate



F20/04/11 Moved: Cr L.J. Friske Seconded: Cr A.J. Perrett

Recommend that Council is unable to fund the asphalt overlay as suggested.

Carried

ATTACHMENTS Attachment 1 - Item 5/1 Summarised Budget Report as at 31 March 2011

COUNCIL IN COMMITTEE

The Chairman advised the meeting that Council was going “Into Committee” to discuss:

1. Outstanding Accounts 3 Months and Over Sundry Debtors – as at 31 March 2011

2. Arrears of Rates

F21/04/11 Moved: Cr J.A. Walker Seconded: Cr R.A. Gâté

That pursuant to the provisions of Section 72 of the Local Government (Operations) Regulation 2010, Council resolves to close the meeting to the public and move “into committee” to consider the following matter/s:-

1. Outstanding Accounts 3 Months and Over Sundry Debtors – as at 31 March 2011

2. Arrears of Rates

Further, that in relation to the provisions of Section 171 of the Local Government Act 2009, Council resolves that following the closing of the meeting to the public and the moving ‘into committee’ that all matters and all documents (whether in hard copy, electronic, optical, visual or magnetic form) discussed, raised, tabled and/or considered whilst the meeting is closed and ‘in committee’, are confidential to the Council and the Council wishes to keep them confidential.

Carried



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Cr J.A. Walker left the meeting at 10.56am.

COUNCIL OUT OF COMMITTEE

F22/04/11 Moved: Cr R.A. Gâté Seconded: Cr J. Watt That proceedings be resumed in Open Council.

Carried Cr J.A. Walker returned to the meeting at 11.06am. Mr Alex Moge, Michael Anthonisz and Jan Xanthopoulo from the Queensland Treasury Corporation presented an annual financial review to Council at 11.07am. The Chairman of the Corporate Governance and Finance Committee thanked Mr Moge, Mr Anthonisz and Mr Xanthopoulo for their presentation and they left the meeting at 11.59am. ADJOURNMENT OF MEETING The meeting adjourned for lunch at 12.00pm. RESUMPTION OF MEETING The meeting resumed at 12.40pm.

PRESENT: Cr D.R. Neilson (Chairman), Mayor Cr R.J. Dyne, G.L Engeman, Cr L.J. Friske, Cr R.A. Gâté, Cr I.T. Petersen, Cr A.J. Perrett, Cr J.A. Walker and Cr J. Watt. Also in attendance were Director of Financial Services (Mrs Y Oliver), Acting Chief Executive Officer, (Mr C Manson), Acting Director of Corporate Services, (Mr B. Hayes) and Minutes Secretary (Mrs F Baker). Cr J.A. Walker, Cr J. Watt, Cr I.T. Petersen and Cr G.L Engeman were not present when the meeting resumed.



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COUNCIL IN COMMITTEE The Chairman advised the meeting that Council was going “Into Committee” to discuss: 2. Arrears of Rates 3. Ratepayers for Summons Action 4. Rectification Work 5. Outstanding Account

F23/04/11 Moved: Cr R.A. Gâté Seconded: Cr J.A. Walker That pursuant to the provisions of Section 72 of the Local Government (Operations) Regulation 2010, Council resolves to close the meeting to the public and move “into committee” to consider the following matter/s:- 2. Arrears of Rates 3. Ratepayers for Summons Action 4. Rectification Work 5. Outstanding Account Further, that in relation to the provisions of Section 171 of the Local Government Act 2009, Council resolves that following the closing of the meeting to the public and the moving ‘into committee’ that all matters and all documents (whether in hard copy, electronic, optical, visual or magnetic form) discussed, raised, tabled and/or considered whilst the meeting is closed and ‘in committee’, are confidential to the Council and the Council wishes to keep them confidential.

Carried Cr I.T. Petersen and Cr J. Watt entered the meeting at 12.43pm. Cr J.A. Walker returned to the meeting at 12.56pm.

COUNCIL OUT OF COMMITTEE

F24/04/11 Moved: Cr R.A. Gâté Seconded: Cr J.A. Walker That proceedings be resumed in Open Council.

Carried



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IN COMMITTEE ITEMS

In Committee Item 1 Outstanding Accounts 3 Months and Over Sundry Debtors – as at 31 March 2011

Re: MINUTE F25/04/11 Outstanding Accounts 3 Months and

Over Sundry Debtors – as at 31 March 2011 File: 5/03/08/0002 Date: 12 April 2011 Reference: N/A

F25/04/11 Moved: Cr I.T. Petersen Seconded: Cr R.A. Gâté Recommend that the list of Outstanding Sundry Debtors (3 months and over) be noted and the recommended action be taken.

Carried Cr J.A. Walker left the meeting at 1.06pm.

In Committee Item 2 Arrears of Rates

Re: MINUTE F26/04/11 Arrears of Rates File: 5/7/01/0001 Date: 19 April 2011 Reference: N/A

F26/04/11 Moved: Mayor Cr R.J. Dyne Seconded: Cr A.J. Perrett Recommend that Council advise the ratepayers listed in Section 3 of the above report that Council intends to commence action in the near future to sell the properties for arrears of rates under Chapter 2 Part 12 Division 3 of the Local Government (Finance, Plans & Reporting Regulation 2010). Further, if they would prefer for this action not to commence they should immediately contact Council’s Revenue Officer to make arrangements to pay the rates in full within 14 days of the date of Council’s correspondence. It is further pointed out that once Council formally resolves to commence this action, the action cannot be stopped until rates are paid in full.

Carried Cr J.A. Walker returned to the meeting at 1.07pm.



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In Committee Item 3 Ratepayers for Summons Action Re: MINUTE F27/04/11 Ratepayers for Summons Action File: 5/7/1/0001 Date: 19 April 2011 Reference: N/A

F27/04/11 Moved: Cr R.A. Gâté Seconded: Cr I.T. Petersen

Recommend that Council commence court proceedings on the above ratepayers for recovery of their rate debt under Chapter 2 Part 12 Division 2 Section 68 of the LGFPPR2010 and that Jones King Lawyers be instructed to commence the proceedings accordingly.

Carried

In Committee Item 4 Rectification Work

Re: MINUTE F28/04/11 Rectification Work File: 5/3/08/0003 1485743 Date: 23 March 2011 Reference: 1050/1 52308

F28/04/11 Moved: Cr J. Watt Seconded: Cr J.A. Walker Recommend that the Mayor, General Manager Work Eastern Division and the Foreman in Charge be authorised to meet with the writer to discuss the matter. Further, the Director of Engineering be requested to enforce Council’s policy regarding pre payment of private works.

Carried

In Committee Item 5 Outstanding Account

Re: MINUTE F29/04/11 Outstanding Account File: 5/3/08/0003 1487684 Date: 2 April 2011 Reference: N/A



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F29/04/11 Moved: Cr I.T. Petersen Seconded: Mayor Cr R.J. Dyne

Recommend that the balance of $130.90 be written off due to an administration error.

Carried

There being no further business the meeting closed at 1.07pm.

Confirmed this ELEVENTH day of MAY 2011.

Cr. D.R. Neilson CHAIRMAN

2011-04-27 corporate governance & finance … committee meeting chairman: cr. ... wednesday 27...

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