agenda fnqroc board meeting no. 110 agenda no 110 - 9...report b56 – fnqroc operational plan and...

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AGENDA FNQROC BOARD MEETING NO. 110

MONDAY 9 FEBRUARY 2015 AT 10AM

Cairns Regional Council, 119-145 Spence Street, Cairns

1. Chair’s opening remarks

2. Welcome to Country

3. Apologies

4. Presentations 10am – Emma Thirkell, FNQ&TS Regional Development Australia,

Kill-a-Watt Tropical Energy Savers Project update

5. Discussion Topics

Discussion Topic No. 8 – Steady Steps Program 1

6. FNQROC Reports and MOUs

Report B56 – FNQROC Operational Plan and Budget 2015/2016

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7. Minutes

Draft Minutes of Meeting held on 8 December 2014 11-16

8. Business arising out of Minutes

Minute 1957 – support for the Yellow Crazy Ant ARC Linkage grant. The proponents determined late last year to submit in the 2015 submission round rather than in 2014 as planned. The decision was made in order to ensure the greatest chance of securing the funding which was challenged by the short time frame of last year.

Minute 1979 – endorsement of the TNQ Regional Investment Strategy.

Minute 1981 – Etheridge Shire Council membership. Minute 1990 – Councils to test regional transport and water and

waste useful life and residual value in relation to asset management.

Minute 1990 – Mareeba Shire Council to provide information on QTC visit.

9. Correspondence

Inward and Outward Correspondence to 27 January 2015 17-18

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10. Financial Statements

Profit and Loss Statement – current financial year to 27 January 2015

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Balance Sheet – current financial year to 27 January 2015 22 Transaction List Part A (bank accounts) – 22 November 2014 to

27 January 2015 23

Transaction List Part B (credit card transactions) – 22 November 2014 to 27 January 2015

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11. Minutes of Meetings

Meetings attended by Darlene Irvine 24 November 2014 to 23 January 2015

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Natural Asset Management Advisory Committee meeting held 21 November 2014

Annexure A

FNQRRTG TC meeting held 28 November 2014 Annexure B

Regional Procurement Group meeting held 28 November 2014 Annexure C

Regional Bitumen Reseal Group meeting held 28 November 2014 Annexure D

Regional Waste Management Group meeting held 5 December 2014

Annexure E

FNQRRTG meeting held 8 December 2015 Annexure F

12. Board’s Strategic Directions (standing item)

NDRRA Asset management QWRAP Street lighting Waste Environment Regional Mountain Bike Strategy

13. Councils’ Strategic Priorities (standing item)

Each Council is invited to discuss regional strategic priorities if required.

14. LGAQ Policy Executive Update (standing item)

15. General Business

Executive Officer’s annual leave – 1 March 2015 to 2 April 2015 Reform of the Federation White Paper: Invitation to Stakeholder Roundtable – date

change from February to March 2015 in Townsville and Brisbane

16. Next Meeting Date The next meeting is to be held at Hinchinbrook Shire Council, Tyto Wetlands Visitor Information Centre, 73-75 MacIlwraith Street, Ingham, on Monday 13 April 2015 (at time to be decided).

Discussion Topic No. 8

Steady Steps Program

Raised by: FNQROC Board minute no. 1978 Executive Officer’s recommendation to the Board for discussion:

This request for funding should not be coordinated by FNQROC.

Positive Ageing Cairns Inc. should be:

o thanked for its efforts

o advised that not all councils within the region are in a financial position to contribute collectively due to the need to fund core business, and

o politely advised to seek funding opportunities through:

Queensland Health, and or

Subscribe to the FNQ&TS RDA updates for Federal and State funding rounds, and or

Councils individually through their grants/subsidy programs Background: At FNQROC Board meeting No. 109, Positive Ageing Cairns Inc. made a presentation on the Steady Steps Program and requested support and funding from member Councils. It was resolved that the matter be held over to the next meeting to discuss:

Is it FNQROC’s role? Will it set a precedent? Look again at contributions? Does it have regional application? Need to consider after individual Councils had the opportunity to consider the requested

fund in-house.

Comments:

Positive Ageing Cairns Inc. is congratulated and recognised for the proactive support they are providing. While the initiative does have regional application it is currently not within our Strategic Directions 2012–2017. The strategic directions were designed to focus FNQROC attention and resources to obtain a benefit for member Councils. An initiative such as this would take time and resources to coordinate and will set a precedent which will have an impact on our ability to deliver core strategic and operational activities. It is also believed the initiative is not a core business of Local Government and as such would not enlist an amendment to the Strategic Directions. Preventative and reactive health is the responsibility of the State and Federal Governments. It is acknowledged that some member Councils have made a conscious social decision to support initiatives such as this and as such each Council individually should make a decision on the type of support it offers.

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FNQROC MEETING

09 FEBRUARY 2015

B56

FNQROC OPERATION PLAN AND BUDGET FOR 2015 – 2016 Darlene Irvine: #4237314

Recommendation: That the FNQROC Board adopts: 1. The 2015/2016 Operational Plan, and

2. Member Council base contribution for the 2015/2016 financial year which is:

a. Cairns Regional Council - $115,000

b. Cassowary Coast Regional Council - $82,598

c. Cook Shire Council - $49,062

d. Croydon Shire Council - $18,444

e. Douglas Shire Council - $58,829

f. Hinchinbrook Shire Council - $34,146

g. Mareeba Shire Council - $72,507

h. Tablelands Regional Council - $77,214

i. Wujal Wujal Aboriginal Shire Council - $18,393

j. Yarrabah Aboriginal Shire Council - $21,700

3. Regional Road and Transport contribution will be 4% of funding received, and

4. Croydon Shire Council, Hinchinbrook Shire Council, Wujal Wujal Aboriginal

Shire Council and Yarrabah Aboriginal Shire Council contribute 20% of any

direct savings realised through their involvement in regional procurement

activities, and

5. Councils outside the FNQROC boundary contribute 30% of direct savings

realised through their involvement in FNQROC procurement activities.

INTRODUCTION:

As per the FNQROC Operational Guidelines, a budget needs to be presented to members for consideration in March of each year.

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There are a number of factors which need a recommendation from the Board to finalise the Budget and Operational Plan for 2015-2016. These factors need to be considered collectively and include:

1. The recommendation by the De Chastel & Associates report regarding affiliate membership,

2. Member Council base contribution for 2015-2016,

3. Local Roads of Regional Significance (LRRS) contribution, and

4. Procurement Contributions.

COMMENT:

FNQROC Budget 2015/2016

There are a number of factors which have been taken into account in the development of this year’s proposed budget.

We have lost a further $80,000 in funding we traditionally received from Terrain NRM to support the work of the Regional Natural Asset Management Coordinator. To manage this loss and to ensure value for money we have realigned responsibilities of the Executive Officer and Coordinators – particularly the Natural Asset Coordinator and Infrastructure Projects Coordinator. We have one vacancy which will not be filled, and we have reduced consultancy costs by 50%. All positions are at absolute capacity with outcomes only being achieved due to time in the position, regional knowledge and experience. It should be noted that FNQROC is operationally at medium risk if we are to lose any experienced staff. That is, the service could still be provided however it will be with a significant reduction in output for at least six to nine months. On the positive side, there is no indication of a loss of staff and historic turnover rates are low.

As presented at the FNQROC Board meeting in December the return on investment for the 2013/2014 financial year using deChastel methodology indicates a regional average of $24 for each $1 invested.

Base contribution The 2015/2016 financial year sees the completion of the three (3) year transition from affiliate membership to full membership contributions. It is recommended the:

a) flat rate increase from $17,520 to $18,000 b) the population rate remain at $1.38 per person c) cap increase from $87,500 to $90,000

LRRS contribution It is recommended the Regional Road and Transport Group (old LRRS) contribution to remain at 4% of funding.

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Council commitment to procurement It is recommended that current contributions remain unchanged. The current contribution is $25,000 for Cairns, Cassowary, Cook, Douglas, Mareeba and Tablelands Councils. The remaining member Councils to contribute 20% of direct savings, and non-member Councils 30% of savings.

2014/2015 PROPOSED STRATEGIC & OPERATIONAL PLAN:

Executive Officer (Full Time)

Strategic

1. Continue to deliver the FNQROC Strategic Directions through advocacy efforts and FNQROC Technical Committees.

2. Progression of the QWRAP actions with $15,000 funding from the State.

3. Continued advocacy for reforms to NDRRA as per our submissions and work in collaboration with QRA to resolve issues.

4. Continued planning reform.

5. Regional Mountain Biking Strategy.

6. FNQROC submissions on State and Federal policy.

7. Contribute to regional collective efforts with FNQ&TS RDA, Advance Cairns, Terrain NRM etc.

Operational

8. Management of the day to day operations of FNQROC.

9. Attendance at a majority of FNQROC Technical Committee meetings throughout the year to ensure cross portfolio information is shared with attendees and to ensure the Board can be informed of emerging issues and proposed solutions in a timely manner.

10. Continue to represent FNQROC and the region on external groups to further our

strategic direction. 11. Coordinate Regional Planning meetings. 12. Continue to maintain the FNQROC Regional Development Manual.

13. Continue the push to Ergon Energy, State and Federal agencies for amendments to

regulations inhibiting our ability to replace existing and new luminaries with energy efficient luminaires such as LED.

14. Focus on energy costs with an emphasis on street lighting.

Regional Natural Asset Management Coordinator (Full Time)

Strategic

1. Continue implementation of the FNQROC Strategic Direction related to environment through:

a. Publishing and formalising the methods and processes developed/used in prioritisation and spatial planning processes across the region.

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b. Integrate and cross-link Local Government planning into multiple planning

processes and platforms – Water Quality Improvement Plan, NRM plan and other regional land-use and conservation planning initiatives.

c. Utilise learnings in planning in Local Government Natural Asset Management

Plans including incorporation of an economic and other cost:benefit analysis in project/program/work plan development.

d. Progress regional partnerships in technology and innovation in natural asset

management (including research adoption, unmanned aerial vehicles, interactive planning/visualisation technologies).

Operational

1. Expand operational activities to include sustainability topics such as energy efficiency (including street lighting initiatives), Reef Urban Stormwater Management Implementation Group (cross regional – excl. SEQ councils) and coastal adaptation/mitigation.

2. Maintain and further develop the NAMAC and promote regional partnerships, collaboration and participation in the visioning and delivery of agreed/strategic regional outcomes.

3. Build GIS accessibility and capacity in core FNQROC staff.

4. Develop and implement local government natural asset management plans and investigate/develop alternative economic strategies for resourcing implementation.

5. Scope, develop and implement emerging invasive plants and animals management strategy.

6. Coordinate and facilitate the Natural Asset Management Advisory Committee meetings.

7. Support councils and participate in local area pest management/natural asset management advisory groups.

8. Attend and assist delivery of two (2) regional resource sharing task force operations.

9. Continue collaboration and cross-pollination with Asset Management, Planning and Sustainability portfolios.

10. Regional representation on the Executive of the Weeds Society Queensland and participation on relevant State and national conferences.

11. Regional representation on the National Tropical Weeds Management Committee.

12. Continue collaboration with individual natural asset and biodiversity conservation initiatives with member Councils.

13. Continue collaboration with Cook Shire Council and Cape York Peninsula Pest Management Advisory Group.

14. Support Regional Procurement Coordinator to progress regional procurement initiatives.

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Regional Infrastructure Projects Coordinator (Full Time)

Strategic

1. Continue operational activities to realise the Strategic Direction related to infrastructure.

Operational

2. Coordinate, implement and identify cross synergies for Technical Committees:

a. Regional Road and Transport Group (RRTG) board (minimum of 3) and Technical Committee (minimum of 4)

b. Asset Management (minimum of 4)

c. Waste (minimum of 4)

d. Queensland Water Regional Alliance Program (minimum 4 depending on funding)

3. Support Regional Procurement Coordinator to progress regional procurement initiatives across the Technical Committees.

4. Meet the requirements of the Capability Action Plan developed by the RRTG. Document #4555774.

5. Continued development of the region’s Asset Benchmarking toolbox.

6. Increase and improve communication and information between local governments, the region, and State and Federal departments associated with Technical Committees.

7. Facilitation to analyse regional data to identify waste streams for increased recycling and reuse activity and waste reduction – linked to the National Waste Policy methodology to prioritise and make recommendation regarding regional collaboration projects.

8. Facilitate resource sharing opportunities, cross pollination of information, workshops, professional development and regional funding opportunities for Technical Committees.

Regional Procurement Coordinator (Full Time)

Strategic

1. Contribute to Councils’ financial sustainability through identified procurement savings.

2. Contribute to the economic development of the region through increased infrastructure, new suppliers and/or the growth of existing suppliers.

3. Contribute to the resource sharing capacity of member Councils through continued interaction and facilitation of meetings between member Councils, State and Federal government agencies and private industry.

Operational

(Note: final details will be workshopped with the Technical Committee on 22 February 2015).

4. Work with the Regional Procurement Technical Committee to promote and progress regional joint purchase and resource sharing initiatives.

a. Facilitate a minimum of four (4) Procurement Technical Committee meetings

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b. On an ongoing basis:

i. Identify potential procurement opportunities and develop, maintain and implement a rolling 12 month action plan

ii. Review status of ongoing initiatives

iii. Review success of completed initiatives

iv. Report to the FNQROC Board and councils via monthly newsletters and quarterly board meetings

v. Facilitate presentations/training as needs identified.

5. Review and update FNQROC Procurement webpage, seek input from user groups regarding content and update accordingly. Conduct ongoing maintenance.

6. Update Procurement Memorandum of Agreement to reflect changes to funding arrangements and recommendations from the Regional Procurement Technical Committee. The updated MOA to be signed by individual FNQROC Board members.

7. Undertake ongoing contract administration in relation to existing regional contracts:

a. Facilitating meetings with relevant Technical Committee and/or suppliers as required

b. Dispute resolution (e.g. delivery, invoicing, storage of product etc.)

c. Review and communication of price rises e.g. CPI, fuel levy increases

d. Maintain and distribute monthly usage/volume data

e. Maintain insurance registers

f. Maintain Contractor Certification Register e.g. Health & Safety, quality and environmental third party accreditation.

8. Undertake contract review of expiring regional contracts:

a. Sodium Hypochlorite and Liquid Alum - 30 April 2016

b. Bitumen Reseal and Asphalt - 30 June 2016

c. Scrap metal and ULABs - TBA

Seek feedback from appropriate Technical Committee regarding existing arrangements, explore available joint purchasing options and progress as per committee recommendations.

9. Attend FNQ Regional Road and Transport Group Meetings and provide updates on relevant Regional Procurement initiatives.

OPTIONS:

a. Approve the recommendation

b. Amend the recommendation

c. Request a review to options presented within the report.

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CONSIDERATIONS:

Statutory:

Under the Local Government Act 2009 Council has jurisdiction to ensure good government in its area.

Under the FNQROC Operational Guidelines (Section 4 “Resources”) it is required that a Budget be presented to the FNQROC Board each March for approval.

Financial:

The budget for 2015 – 2016 is estimated as follows:

The budget has been reduced to manage the loss in funding ($90,000) from Terrain NRM. FNQROC has traditionally received $80,000 per year as a contribution for the Natural Asset Management Role which helped to support implementation of their strategy. This role will now purely deliver on Council priorities.

The reduction has come from not replacing the Regional Planning and Sustainability Coordinator, reduction in travel, training, meeting expenses and the reseal project manager.

2014-2015 2015-2016

Expenses

Executive Officer (Salary + On Costs) $163,707 $167,800 Administration Officer (Salary + On Costs) $60,250 $61,756 Regional Natural Asset Coordinator (Salary + On Costs) $128,641 $131,857 Regional Planning and Sustainability Coordinator (Salary + On Costs) $37,021 $0

Regional Infrastructure Projects Coordinator (Salary + On Costs) $130,436 $133,697 Regional Procurement Coordinator (Salary + On Costs) $118,939 $121,913 Reseal and Asphalt Program Supervisor (RPEQ) $70,000 $45,000 YCA funding (Ref Min. No. 1957 - 13 Oct 2014) $0 $10,000 Travel $15,000 $10,000 Vehicle lease (including CRC pool vehicle use) $24,000 $20,000 Stationery and office (including audit costs) $10,000 $10,000 Mobile phones $6,500 $6,500 Software licences $1,000 $1,000 Computer renewal $3,500 $0 Training $5,000 $3,567 Meeting expenses $10,000 $9,000 Chair Honorarium $6,000 $6,000 Miscellaneous expenses $6,128 $0 Total expenses $796,122 $738,090

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Recommended Council base contributions:

Council Contribution

2014/2015

Transitioning membership 2014/2015 @

75%**

2015/2016 proposed*

Flat Procurement

fee

TOTAL 2014/2014 contribution excl.

RRTG 4%

Cairns $87,500 $90,000 $25,000 $115,000

Cassowary $57,116 $57,598 $25,000 $82,598

Cook $23,636 $24,062 $25,000 $49,062

Croydon $17,969 $18,444 $18,444

Douglas $36,873 $33,829 $25,000 $58,829

Tablelands $51,519 $52,214 $25,000 $77,214

Mareeba $46,260 $47,507 $25,000 $72,507

Wujal Wujal $17,922 $18,393 $18,393

Hinchinbrook $25,321 $34,146 $34,146

Yarrabah $15,818 $21,700 $21,700

$336,295 $41,139 $397,893 $150,000 $547,893

* Represents a flat rate increase to $18,000 from $17,520 and maintaining $1.38 per population capped at $90,000.

** Affiliate transition percentage was 75% of full membership. 2013/2014 transition % was 60%.

Should Etheridge Shire Council wish to contribute as a member, its contribution would equate to $19,267.

Plus additional funding 2014/2015 2015/2016

RRG Funding $68,726 $74,296

LRRS 4% $109,962 $115,901

Terrain NRM $90,000 $0

Total funding $268,688 $190,197

Council contribution $527,434 $547,893

TOTAL FNQROC Funding $796,122 $738,090

CONCLUSION:

The 2015/2016 budget is approximately $58,000 less than last year’s budget and lower than the 2013/2014 budget. The last two budgets were described as tight however, we have now entered an even tighter budget due to further reductions in external funding sources and positions either are not being filled or reduced to minimise costs to Councils. The proposed operational plan is focussed on achieving FNQROC’s strategic directions whilst also supporting Councils with operational activities. The expectations and activities undertaken by FNQROC are continuing to increase and have maintained momentum and commitment from member Council staff. Technical Committees have a consistently high attendance rate and FNQROC staff adapt quickly to a change of direction.

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ATTACHMENTS:

Nil

Darlene Irvine

FNQROC Executive Officer

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MINUTES

of the 109th Board Meeting of the FAR NORTH QUEENSLAND REGIONAL ORGANISATION OF COUNCILS

MONDAY 8 DECEMBER 2014 Cairns Regional Council, 119-145 Spence Street, Cairns

PRESENT: Cr Bill Shannon, Mayor (Chair) Cassowary Coast Regional Council Mr Terry Brennan, CEO Cassowary Coast Regional Council Mr Ian Church, CEO Tablelands Regional Council Cr Peter Scott, Mayor Cook Shire Council Mr Steve Wilton, CEO Cook Shire Council Cr Bob Manning, Mayor Cairns Regional Council (arrived 10.05am, left

10.20am, returned 10.30am) Mr Peter Tabulo, CEO Cairns Regional Council Ms Joanne Jacobson, CEO Croydon Shire Council Cr Pat Lynch, Deputy Mayor Hinchinbrook Shire Council Mr James Stewart (check title) Hinchinbrook Shire Council Cr Clifford Harrigan, Mayor Wujal Wujal Aboriginal Shire Council Mr Alan Neilan, CEO Wujal Wujal Aboriginal Shire Council Cr Tom Gilmore, Mayor Mareeba Shire Council (left at 11.10am, returned

11.17am) Mr Peter Franks, CEO Mareeba Shire Council (arrived 11.25am) Cr Julia Leu, Mayor Douglas Shire Council Ms Linda Cardew, CEO Douglas Shire Council Ms Darlene Irvine FNQROC Ms Sandra McCormack FNQROC Mr Steven Cosatto FNQROC Ms Amanda Hancock FNQROC Mr Travis Sydes FNQROC OBSERVERS: Cr Will Attwood, Mayor Etheridge Shire Council Mr Michael Kitzelmann, CEO Etheridge Shire Council Ms Jo Stephenson DLGCRR Mr Scott Britton LGAQ Mr Arron Hieatt LGAQ APOLOGIES: Cr Trevor Pickering, Mayor Croydon Shire Council Cr Rosa Lee Long, Mayor Tablelands Regional Council

The meeting commenced at 10am. Chair, Cr Bill Shannon, Mayor of Cassowary Coast Regional Council, welcomed everyone to the meeting, and thanked Cairns Regional Council for hosting the meeting. Cr Shannon acknowledged the traditional owners of the land on which the meeting was held.

As noted above.

1973 CHAIR’S WELCOME & WELCOME TO COUNTRY

1974 APOLOGIES

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Cr Manning arrived at 10.05am.

A verbal overview was provided and handouts and a book was distributed. A financial contribution of $26,000 per annum for three years was requested, divided into population-based amounts per council, to enable the Steady Steps program to continue. A copy of the handout is available upon request.

Cr Manning left at 10.20am. Cr Manning returned at 10.30am.

Ms Sweatman gave an update on Terrain NRM, focussing on the Wet Tropics Water Quality Management Plan and the NRM Plan. She advised expressions of interest for the Department of Environment’s Reef Trust Tender close on 18 December 2014. A PowerPoint presentation was provided and a copy is available upon request.

Mr Basnayake gave an update on the TNQ Regional Investment Strategy. A PowerPoint presentation was provided and a copy is available upon request.

Cr Gilmore left at 11.10am.

Discussion was held regarding whether it was FNQROC’s role to provide such funding. RESOLVED:

That the matter be held over to the next meeting as a discussion topic:

- Is it FNQROC’s role? - Will it set a precedent? - Relook at contributions - Does it have regional application? - Need to consider after individual councils had the opportunity to consider the requested

funds in-house. Cr Gilmore returned at 11.17am.

Discussions were held as to whether it should be FNQROC which endorses the strategy or individual councils.

1975 10.05am - PRESENTATION BY JOHN EHMS, MARIO CALANNA, DAVID BENNIER ON BEHALF OF POSITIVE AGEING CAIRNS INC. REGARDING STEADY STEPS

1976 10.25am - PRESENTATION BY CAROLE SWEATMAN AND PENNY SCOTT – TERRAIN NRM - UPDATE

1977 10.50am - PRESENTATION BY SHENAL BASNAYAKE, ECONOMIC DEVELOPMENT OFFICER, ADVANCE CAIRNS – TROPICAL NORTH QUEENSLAND REGIONAL INVESTMENT STRATEGY

1978 POSITIVE AGEING PRESENTATION (SEE MINUTE 1975 ABOVE)

1979 DISCUSSION NO. 5 - ENDORSEMENT OF TNQ REGIONAL INVESTMENT STRATEGY

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Mr Tabulo said he did not believe this matter had been discussed at Advance Cairns board level or in fact whether Advance Cairns had indeed endorsed it. Cr Scott noted it was a high level document which would provide beneficial political weight. Cr Leu noted that logos were not consistent with which FNQROC councils had contributed to Advance Cairns this financial year. Cr Shannon suggested FNQROC prepare a one page overview of the document. RESOLVED: To defer the matter until after further information has been obtained from Advance Cairns.

Mr Franks arrived at 11.25am.

Ms Irvine tabled a document which highlighted return on investment. Discussions were held regarding how FNQROC as an organisation was tracking. FNQROC is highly regarded and it was agreed to proceed as business as usual. Ms Irvine said FNQROC has been set up to provide supporting data should Mayors advocate as a collective to State or Federal Governments. Ms Irvine said members should feel free to raise issues of improvement directly with her if they did not wish to raise it at this meeting.

Cr Attwood said Etheridge Shire Council was a member of NWQROC, and would like to be a member of FNQROC, however the council could not afford both full fees. Mr Kitzelmann said NWQROC was still an immature organisation and needed funds, knowledge and resources. Ms Irvine had been in discussion with Mr Kitzelmann about the options available to support emerging ROCs and suggested boundary council FNQROC membership fees be split with 75% of the fees going to the emerging ROC (i.e.NWQROC) and 25% to FNQROC, and offered to support these ROC’s with knowledge and resources. This would however be reliant on those ROCs being resourced by other councils as well. Discussion was held regarding reconsideration of affiliate membership fees, however it was acknowledged that it had been resolved to remove affiliate membership after it was recommended in the deChastel report and we are in year three of a three-year phase out plan in any event. Ms Jacobson advised Croydon Shire Council had a resolution before its next meeting to join NWQROC. NWQROC’s annual membership fee is $2,000 per council. Croydon and Hinchinbrook being boundary councils advised they were happy to continue as is and it would be difficult to get matching contributions from councils in the surrounding ROCs.

MOVED: Cr Julia Leu SECOND: Cr Pat Lynch “That the minutes of the 108th FNQROC Board Meeting held on 13 October 2014, be confirmed.”

CARRIED

1980 DISCUSSION NO. 6 - FNQROC PERFORMANCE REVIEW

1981 DISCUSSION NO. 7 – ETHERIDGE SHIRE COUNCIL MEMBERSHIP

1982 CONFIRMATION OF MINUTES

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BUSINESS ARISING OUT OF MINUTES

Completed.

Completed.

Completed.

Completed.

MOVED: Cr Bob Manning SECOND: Cr Peter Scott

“That the inward and outward correspondence be received.”

CARRIED

MOVED: Cr Bob Manning SECOND: Cr Julia Leu “That the Profit and Loss and Balance Sheet for the financial year to date be accepted.”

CARRIED The bank account and credit card transaction lists were received and noted.

Noted.

Ms Irvine gave updates on the following:

• Asset management: o This was a focus at the Regional Round Table held in Cairns on 2 December 2014.

Focus on also on Engineers and Finance Managers coming to agreement on useful life and residual value as a reality rather than accounting or ‘text book’. Ms Irvine advised that FNQROC had commenced this for Transport and Water and Waste assets. We have asked councils to test it. Cassowary Coast has tested the transport template with positive results. Mr Brennan said it was also useful in

1983 MINUTE 1956 - CIRCULATE ELECTRONIC COPY OF PRESENTATION BY RDA FNQ&TS

1984 MINUTE 1957 – CIRCULATE INFORMATION ON YELLOW CRAZY ANTS

1985 MINUTE 1958 - CIRCULATE CR SHANNON’S PRESS RELEASE ON PRODUCTIVITY COMMISSION’S REVIEW INTO NATURAL DISASTER FUNDING

1986 MINUTE 1958 - CIRCULATE FNQROC’S DRAFT SUBMISSION TO THE PRODUCTIVITY COMMISSION’S REVIEW INTO NDRRA

1987 INWARD AND OUTWARD CORRESPONDENCE

1988 FINANCIAL STATEMENTS

1989 MINUTES OF TECHNICAL COMMITTEE MEETINGS

1990 BOARD’S STRATEGIC PRIORITIES

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terms of arguing with auditors. $150m asset in roads went up and depreciation went down. Mr Franks said QTC was considering visiting to run through its model. He will send information to Ms Irvine.

• Procurement:

o Responses to the tender for Collection and Removal of Ferrous Scrap Metal and/or Used Lead Acid Batteries have been received. Council technical committee members are currently evaluating the tenders without knowing the price to achieve consistency in assessment. It was expected at first that the tenders would offer improved service delivery and not necessarily a financial saving, however a company for each tender has offered very aggressive pricing structures.

o Procurement has been a good contributor to return on investment for FNQROC member councils, however attendance by council officers at meetings (four per year) has been very low and Ms Irvine asked CEOs to stress this importance of contributing to these meetings rather than continuing to take. These meetings also have valuable information from QAO, MacDonnells Law and JLT at each meeting. Amanda will be contacting each to seek objectives for 2015 – we are not averse to cancelling the technical committee if there is no need to, as the procurement opportunities come from other technical committees rather than from the procurement meetings.

LGAQ tabled a report at the meeting, a copy of which will be distributed with the minutes. Cr Shannon noted:

• The State Government is cost shifting asbestos issues to Local Government. • Victoria is considering rate capping. • Regarding climate change, suggested councils include 0.8% in their planning schemes for

sea level rise – if the State Government asks council to take it out of the planning scheme they would wear the responsibility.

• Ms Irvine said she recently met with Frankie Carroll of QRA regarding various issues including payment on scope issues. She urged councils to send through any examples of projects which QRA had deemed illegible but councils had thought it to be in scope. These will be investigated to identify if it is a council process issue or a QRA issue. Where it is a council issue these will be developed into a regional learnings document for all to share.

No issues were raised. GENERAL BUSINESS

Board meetings be held in 2015 as follows: • Monday 9 February 2015 – Cairns • Monday 13 April 2015 – Hinchinbrook • Monday 1 June 2015 – Cairns (amended from 15 June to 1 June due to ALGA

conference) • Monday 10 August 2015 – Douglas • Monday 12 October 2015 – Cairns • Monday 14 December 2015 – Mareeba

1991 UPDATE FROM LGAQ POLICY EXECUTIVE

1992 COUNCILS’ REGIONAL STRATEGIC PRIORITIES

1993 MEETING DATES

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Cr Scott provided a word of caution should councils find themselves faced with an invitation from DTMR to take on port infrastructure. He said DTMR had asked Cook Shire Council whether it would like to take on Cooktown Port and Skardon River Port but a lot of conditions were attached such as dredging. Ports North and DTMR Director General had provided differing information.

Ms Irvine advised Cummings Economics had made a funding application focussing on understanding the impacts and educating community with a focus on the agriculture industry on the impacts of the current distribution reset. This funding application was for $24,000 and they have asked FNQROC to contribute $6,000. RESOLVED:

That FNQROC was not the appropriate organisation to contribute $6,000 and there were others who should contribute who could receive a clearer benefit.

The next board meeting will be held in Cairns on Monday 9 February 2015.

There being no further business the Chair, Cr Shannon, declared the meeting closed at 12.45pm

…………………………………. Cr Bill Shannon Chair

ACTION ITEMS Minute Number

Action Responsible Person(s)

1978 Put as discussion item for next meeting – consider council contributions, regional application, and precedence.

FNQROC

1978 Each council to consider the proposal for funding by Positive Ageing Cairns Inc.

Each council

1979 Seek further information from Advance Cairns re: endorsement of TNQ Regional Investment Strategy.

FNQROC - Done

1990 Councils to test regional Transport and Water and Waste useful life and residual value

All Councils

1990 Provide information on QTC visit. MSC 1991 Distribute LGAQ update with the minutes. FNQROC - Done 1995 Advise Cummings Economics that FNQROC would not provide funding for

its application to Australian Energy Market Commission. FNQROC - Done

1994 PORTS MATTER

1995 AUSTRALIAN ENERGY MARKET COMMISSION

1996 NEXT MEETING

1997 CONCLUSION

16

APPENDIX A

FNQROC - Inward correspondence

Date

received

Date of

letterReceived from Details of letter

FNQROC

NoCRC No

25/11/2014 20/11/2014 RATB Advising application for Diploma LGA Asset Management is successful 4266 459891701/12/2014 25/11/2014 RATB Advising 2015/16 TIDS allocations 4268 456831403/12/2014 28/11/2014 Cummings Economics Seeking funding and support to their application to Aus Energy Market Commission 4270 457276020/12/2014 18/12/2014 Minister for DAFF Mareeba Community Cabinet and 1080 4276 459891823/12/2014 20/12/2014 IPWEAQ Enclosing membership certificate 4277 459892724/12/2014 20/12/2014 Minister for Environment Tropwater grant application successful 4278 459892931/12/2014 20/12/2014 Dept of CSD & Disabilities Get Ready for cyclone season program information 4280 459891531/10/2014 31/10/2014 LGAQ LGAQ Diploma Local Government Asset Management information 4281 4604451

List of inward correspondence received to go to 9 February 2015 meeting

LIVE-#1218217-v1-FNQROC_List_of_Inward_and_Outward_Correspondence_July_2006_to_current.XLS 17

APPENDIX B

FNQROC - Outward correspondence

Date of

letterAddressee Details

FNQROC

numberCRC number

25/11/2014 DSDIP Enclosing Regional Mountain Bike MOU and invoice 4267 456011103/12/2014 Cummings Economics Supporting their application for funding from Australian Energy Market Commission 4269 457023409/12/2014 CRC Chasing unpaid invoice 4271 457561509/12/2014 CCRC Chasing unpaid invoice 4272 457562209/12/2014 RATB Thanking them for TIDS SCDF application approvals 4273 457569109/12/2014 CCRC Sign CRC wages cheque 4274 457742820/12/2012 Australian Rural Roads Group Enclosing membership application 4275 4590456

List of outward correspondence to go to 9 February 2015 meeting

LIVE-#1218217-v1-FNQROC_List_of_Inward_and_Outward_Correspondence_July_2006_to_current.XLS

18

Jul 1, 14 - Jan 27, 15

Ordinary Income/Expense

Income

FNQROC

Advance Cairns annual contrib. 75,000.00Annual Contribution 379,934.00Miscellaneous

Staff Christmas Party 334.40

Total Miscellaneous 334.40

Regional MTB Strategy 9,090.91Regional Procurement Group

Regional Bitumen Reseal Project

Bitumen Reseal 15% savings 12,247.20Regional Bitumen Reseal Project - Other 37,500.00

Total Regional Bitumen Reseal Project 49,747.20

Regional Purchasing Contributio

Annual Procurement Contribution 150,000.00Liquid Alum 15% savings 0.00Sodium Hypochlorite 15% savings 0.00

Total Regional Purchasing Contributio 150,000.00

Regional Scrap Metal Project

Scrap Metal Tender Package 422.72

Total Regional Scrap Metal Project 422.72

Total Regional Procurement Group 200,169.92

Total FNQROC 664,529.23

Natural Asset Management 388.64Regional Infrastructure Project

Annual 4% contribution 107,240.00Funding/Subsidies 68,046.00

Total Regional Infrastructure Project 175,286.00

Total Income 840,203.87

Expense

Audit & Accounting Fees 2,500.00Bank Service Charges 300.00FNQROC Expenses

Annual Subscriptions 400.00Chairs Honorarium 6,000.00External Meeting Expenses

Registration Fees Etc 238.18Travel, Accom & Meals 7,042.22

Total External Meeting Expenses 7,280.40

Internal Meeting Expenses

Conference Call Meetings 639.60Meeting Refreshments/Catering 991.49

Total Internal Meeting Expenses 1,631.09

Miscellaneous

Staff Christmas Party 771.40Miscellaneous - Other 182.99

Total Miscellaneous 954.39

Mobile Phone Expenses 2,232.61Payroll Expenses

On Costs - Annual Leave -1,878.50On Costs - Long Service Leave 343.64Salaries 91,386.80

Total Payroll Expenses 89,851.94

Stationery & Office Expenses

Website 4,313.09Stationery & Office Expenses - Other 1,977.75

Total Stationery & Office Expenses 6,290.84

Training

Rural Management Challenge 2014 2,534.87

2:55 PM FNQ Regional Organisation of Councils

28/01/15 Profit & LossAccrual Basis July 1, 2014 through January 27, 2015

Page 1

19

Jul 1, 14 - Jan 27, 15

Training - Other 599.55

Total Training 3,134.42

Uniforms 383.34Vehicle Expenses 3,551.54

Total FNQROC Expenses 121,710.57

Reg Infrastructure Projects

Annual Subscriptions 775.00Consultancy Expenses 27,510.00Cross Reg Mountain Bike Project 6,313.71External Meetings

Travel, Accom & Meals 2,201.79

Total External Meetings 2,201.79

Inland Qld Roads Action Plan 2,000.00Internal Meeting Expenses

Meeting Refreshments/Catering 670.10

Total Internal Meeting Expenses 670.10

Mobile Phone Expenses 599.03Regional Waste Management Group 151.83Salaries 49,994.07Stationery & Office Expenses 27.41Training 80.40WSUD Project Expenses 495.59

Total Reg Infrastructure Projects 90,818.93

Reg Natural Asset Management

External Meetings

Travel, Accom & Meals 1,193.36

Total External Meetings 1,193.36

Gamba Grass Project 287.72Internal Meeting Expenses



Mobile Phone Expenses 539.94NCCARF Project 194.15Salaries 52,402.01Stationery & Office Expenses 76.69Vehicle mileage (staff) 2,814.32Vehicle Share Expenses 6,216.68WQIP Project 355.20

Total Reg Natural Asset Management 64,187.52

Reg Planner/Sustain/SLighting

External Meetings

Travel, Accom & Meals 671.02

Total External Meetings 671.02




Mobile Phone Expenses 559.93Salaries 12,041.04

Total Reg Planner/Sustain/SLighting 13,549.72

Regional Asset Management

External Meetings


Total External Meetings 450.50




Total Regional Asset Management 791.50

Regional Development Manual




Page 2

20

Jul 1, 14 - Jan 27, 15



Total Regional Development Manual 511.46

Regional Procurement

Bitumen Reseal Project

Project Coordinator Fees 24,540.00Bitumen Reseal Project - Other 3,042.10

Total Bitumen Reseal Project 27,582.10

External Meeting Expenses


Total External Meeting Expenses 217.49




Mobile Phone Expenses 534.45Regional Scrap Metal Project

Scrap Metal Tender Package 336.64Regional Scrap Metal Project - Other 1,130.32

Total Regional Scrap Metal Project 1,466.96

Salaries 40,444.56

Total Regional Procurement 70,521.17

Total Expense 364,890.87

Net Ordinary Income 475,313.00

Other Income/Expense

Other Income

Interest Income 4,784.58

Total Other Income 4,784.58

Net Other Income 4,784.58

Net Income 480,097.58



Page 3

21

Jan 27, 15

ASSETS

Current Assets

Chequing/Savings

Cheque Account 69,361.41V2 Account 1,104,926.37

Total Chequing/Savings 1,174,287.78

Accounts Receivable

Accounts Receivable 304.38

Total Accounts Receivable 304.38

Total Current Assets 1,174,592.16

TOTAL ASSETS 1,174,592.16

LIABILITIES

Current Liabilities

Accounts Payable

Accounts Payable 39,797.38

Total Accounts Payable 39,797.38

Credit Cards

ANZ One Credit Card 1,620.75

Total Credit Cards 1,620.75

Other Current Liabilities

Payroll Liabilities

AL Payable Current 46,862.00AL Payable Non Current 23,073.00LSL Payable Current 37,231.00LSL Payable Non-Current 32,132.00

Total Payroll Liabilities 139,298.00

Tax Payable -6,482.92

Total Other Current Liabilities 132,815.08

Total Current Liabilities 174,233.21

TOTAL LIABILITIES 174,233.21

NET ASSETS 1,000,358.95

EQUITY

Opening Bal Equity 293,928.07Retained Earnings 226,333.30

Net Income 480,097.58

TOTAL EQUITY 1,000,358.95


28/01/15 Balance SheetAccrual Basis As of January 27, 2015

Page 1

22

Type Date Name Description Account Amount

Nov 22, 14 - Jan 27, 15

General Journal 25/11/2014 ANZ Cheque Account Interest to 25/11/14 Cheque Account 50.52Transfer 26/11/2014 Funds Transfer to pay credit card Cheque Account -8,093.73Payment 28/11/2014 Tablelands Regional C... Payment invoice 561 Cheque Account 20,240.00Bill Pmt -Cheque 05/12/2014 GWR Civil Engineering... Bitumen Reseal Program Coordinator fees and Regional Infrastructure Proje... Cheque Account -10,087.00Payment 09/12/2014 DSDIP Payment invoice 582 Cheque Account 10,000.00Bill Pmt -Cheque 09/12/2014 Cairns Regional Counci... Salaries to 21/11/14, vehicle lease fees and FBT fees to 30/11/14 Cheque Account -43,681.34Bill Pmt -Cheque 09/12/2014 Cairns Courtyard Cafe Refreshments for FNQRRTG TC meeting and Procurement meeting 28/11/14 Cheque Account -462.50Payment 15/12/2014 Sandra McCormack (c... Payment invoice 578 Cheque Account 83.60Bill Pmt -Cheque 17/12/2014 RDA Townsville & NWQ Inland Queensland Roads Action Plan secretariat contribution 2015 Cheque Account -2,200.00Payment 17/12/2014 Amanda Hancock (cust... Payment invoice #581 Cheque Account 83.60Payment 19/12/2014 Cassowary Coast Regi... Payment invoice 569 Cheque Account 27,500.00Bill Pmt -Cheque 23/12/2014 Cairns Courtyard Cafe Refreshments for FNQROC and FNQRRTG Board meetings 8/12/14 Cheque Account -497.10Bill Pmt -Cheque 24/12/2014 Darlene Irvine Reimbursement of work expenses incurred 5 & 6/11/14 (details below) Cheque Account -31.50Bill Pmt -Cheque 24/12/2014 Travis Sydes Reimbursement of work expenses incurred 12/11/14 & 16/12/14 (see details ... Cheque Account -37.50Transfer 29/12/2014 Funds Transfer to pay credit card Cheque Account -5,088.69Bill Pmt -Cheque 07/01/2015 GWR Civil Engineering... Bitumen Reseal Program Coordinator fees and Regional Infrastructure Proje... Cheque Account -10,087.00Bill Pmt -Cheque 14/01/2015 Cairns Courtyard Cafe Refreshments for Scrap Metal Tender Evaluation meeting 17/12/14 Cheque Account -124.50Bill Pmt -Cheque 14/01/2015 Travis Sydes (mileage) Mileage to 11/8/14 to 17/12/14 Cheque Account -3,406.32Bill Pmt -Cheque 14/01/2015 Precedence Group Pty ... Balance of website rebuild fee Cheque Account -2,029.50Transfer 27/01/2015 Funds Transfer V2 Account -60,000.00Transfer 27/01/2015 Funds Transfer to pay credit card Cheque Account -1,639.38

Nov 22, 14 - Jan 27, 15


28/01/15 Transaction List by DateNovember 22, 2014 through January 27, 2015

Page 1

23

Date Name Description Amount

ANZ One Credit Card

22/11/2014 Cairns Car Wash Car wash pool car following trip to Wujal Wujal 14.5023/11/2014 Precedence Group P... Annual web hosting account fee 575.4024/11/2014 Officeworks Fold back clips and whiteboard wipes 26.9125/11/2014 Peninsula Sporting ... 3 x uniform shirts with logo for Travis Sydes and 3 x uniform shirts with logo for Ste... 214.3025/11/2014 Cairns Courtyard Cafe Coffee for meeting with CRC re: waste management 25/11/14 Steven Cosatto 11.0025/11/2014 Cairns Airport Carpark Parking Travis Sydes while attending NCARP Climate Adaptation meetings in Melb... 61.0025/11/2014 Parkroyal Melbourne ... Meal Travis Sydes to attend NCARP Climate Adaptation meetings in Melbourne 23... 22.3326/11/2014 Coles Morning and afternoon tea and snacks for team for Rural Management Challenge 2... 71.6726/11/2014 Combined Clubs Por... Meals for FNQROC staff members for Rural Management Challenge 2014 Port Do... 105.5026/11/2014 Combined Clubs Por... Refreshments for FNQROC staff members for Rural Management Challenge 2014... 39.9026/11/2014 Club Tropical Port D... Accommodation Sandra McCormack, Travis Sydes, Steven Cosatto, Amanda Han... 636.0026/11/2014 Funds Transfer -8,093.7327/11/2014 Rydges Accommodation Travis Sydes to attend Qld Weeds Conference 28/11/14 138.0427/11/2014 Avis Car hire Darlene Irvine to attend Rural Management Challenge 2014 87.3627/11/2014 Coffee Club Port Do... Coffees for FNQROC staff members for Rural Management Challenge 2014 Port ... 21.1027/11/2014 Coffee Club Port Do... Breakfast for Darlene Irvine for Rural Management Challenge 2014 Port Douglas 10.9027/11/2014 Club Tropical Port D... Accommodation Darlene Irvine to attend Rural Management Challenge Port Dougla... 159.0027/11/2014 Coffee Club Port Do... Breakfast for FNQROC staff for Rural Management Challenge 2014 Port Douglas 48.0028/11/2014 Grafton Coffee/Suza... Coffee for Amanda Hancock and Maree Lopez of MSC when studying scrap metal ... 7.5028/11/2014 Caltex Kenny St Cair... Fuel for pool vehicle 32.1128/11/2014 Cairns Airport Carpark Parking whilst attending Weed Society Qld meeting in Brisbane 28/11/14 23.0028/11/2014 Wok on Air/Airport R... Meal Travis Sydes while attending Weed Society Qld meeting in Brisbane 28/11/14 16.2728/11/2014 Avis Car hire Travis Sydes while attending Weed Society Qld meeting in Brisbane 28/11... 58.5528/11/2014 Secure Parking Car parking Darlene Irvine to meet with QRA 28/11/14 7.0002/12/2014 Rental Car Toll Toll Travis Sydes while attending Qld Weeds Society meeting Brisbane 28/11/14 10.7005/12/2014 Avis Car hire to attend Waste Management Group meeting in Mareeba 5/12/14 47.3212/12/2014 Big Cat Green Island... Balance payment for staff Christmas function 19/12/14 - staff partners will reimbur... 661.8614/12/2014 Grafton Coffee/Suza... 6 x editions of The Cairns Post 7.8016/12/2014 Coles Snacks for Christmas party with CRC neighbours 17/12/14 28.1416/12/2014 First Choice Liquor Refreshments for Christmas party with CRC neighbours 17/12/14 120.9017/12/2014 Woolworths Snacks for Christmas party with CRC neighbours 17/12/14 5.5317/12/2014 Cairns Courtyard Cafe Coffee with bitumen reseal group members 17/12/14 11.0018/12/2014 Airtrain Train fare Darlene Irvine to attend AER meeting Brisbane 18/12/14 32.0019/12/2014 Aus Rural Roads Gr... Membership of Australian Rural Roads Group by FNQRRTG 500.0023/12/2014 Cabcharge Taxi fare Darlene Irvine Westco Motors to office as car in for fleet service 18.9824/12/2014 Telstra Mobile phone expenses to 17/12/14 609.4629/12/2014 Funds Transfer -5,088.6901/01/2015 BP Innisfail Fuel for pool vehicle 67.2105/01/2015 Grafton Coffee/Suza... 5 x editions of The Cairns Post 6.5009/01/2015 Australia Post Postage stamps x 100 70.0014/01/2015 Cairns Chamber of ... Darlene Irvine attendance at 2015 State Election Debate Luncheon 28/1/15 59.0017/01/2015 Telstra Mobile phone expenses to 17/1/15 811.7419/01/2015 Coffee Bean Estate Coffees for staff during annual performance reviews 10.6521/01/2015 Officeworks Shredder for office (to replace broken one) 139.0021/01/2015 Woolworths Biscuits for Waste Management meeting 21/1/15 4.9927/01/2015 Funds Transfer -1,639.38

Total ANZ One Credit Card -9,211.68

TOTAL -9,211.68


28/01/15 Transaction Detail by AccountAccrual Basis November 22, 2014 through January 27, 2015

Page 1

24

M

MEETINGS ATTENDED TO BY DARLENE IRVINE FOR THE PERIOD 25 NOVEMBER 2014 TO 23 JANUARY 2015

28/11/14 FNQROC Procurement Group meeting, Cairns 4/12/12 RMCN meeting, Cairns

28/11/14 FNQRRG TC meeting, Cairns 4/12/12 Resilience Discussion - Productivity Commission with Advance Cairns, Cairns

28/11/14 Meeting with Frankie Carroll of QRA, Cairns 8/12/12 FNQROC and FNQRRTG Board meetings,

Cairns

1/12/14 Roads and Transport Alliance Operational Review meeting, Cairns 9/12/12

AER Public Forum - Energex and Ergon Energy regulatory proposals teleconference, Cairns

1/12/14 Regional Round Table dinner, Cairns 10/12/12 FNQ Environmental Health Forum, Mossman

2/12/14 Regional Round Table, Cairns 11/12/12 LGAQ and GoTo Guides teleconference, Cairns

3/12/14 State Development, Infrastructure and Industry Committee round table on Planning and Development Bill, Cairns

18/12/12 AER Qld Consumer Forum, Brisbane

29-30/10/14 Productivity Commission hearing, Townsville 14/1/15 FNQ Electricity Users Network meeting,

Cairns

4/12/14 Briefing on Ergon Energy Regulatory Proposal (2015-2020) meeting, Cairns 13/1/15 Teleconference with Ergon Energy catch up

up, Cairns

Far North Queensland Regional Organisation of Councils

25

agenda fnqroc board meeting no. 110 agenda no 110 - 9...report b56 – fnqroc operational plan and...

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