corporate services standing committee final minutes · 2017-06-27 · this effect the operation and...

CORPORATE SERVICES

STANDING COMMITTEE

FINAL MINUTES

21 June 2017

FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 21 JUNE 2017

MIN/21.05.2017 FOLIO 44255

Table of Contents

Folio Date Particulars

44256 21.06.2017 Corporate Services Standing Committee Minutes

44265 31.05.2017 Organisational Services Monthly Review - May 2017

44294 31.05.2017 Strategic Financial Report for the Month of May 2017

Declaration of Potential Conflict of Interest

Nil.


MIN/21.05.2017 FOLIO 44256

CORPORATE SERVICES STANDING COMMITTEE

MINUTES

1. COMMITTEE ATTENDANCE:

Crs A R Paton (Chairperson), K L May, M J Bella, L G Bonaventura, R D Walker and

Mayor G R Williamson were in attendance at the commencement of the meeting.

2. NON-COMMITTEE ATTENDANCE:

Also present were Cr K J Casey, Cr J F Englert, Cr F A Mann (nee Fordham), Mr C

Doyle (Chief Executive Officer), Mr A Knight (Director Organisational Services) and

Mrs M Iliffe (Minute Secretary).

The meeting commenced at 1.01 pm.

3. ABSENT ON COUNCIL BUSINESS:

Nil

4. APOLOGIES:

Nil

5. CONFLICT OF INTEREST:

Nil

6. CONFIRMATION OF MINUTES:

6.1 CORPORATE SERVICES STANDING COMMITTEE MINUTES -

17 MAY 2017

THAT the Corporate Services Standing Committee Meeting Minutes

dated 17 May 2017 be adopted.

Moved Cr May Seconded Cr Walker

CARRIED


MIN/21.05.2017 FOLIO 44257

7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:

Nil

8. CORRESPONDENCE AND OFFICERS’ REPORTS:

8.1 ORGANISATIONAL SERVICES MONTHLY REVIEW - MAY 2017

Author Director Organisational Services

Purpose

To keep the Corporate Services Committee updated on Organisational Services

activities.

Background/Discussion

All departments within MRC prepare a monthly review which identifies activities

undertaken and progress made during the specific month.

Consultation and Communication

The report contains input from each and every Program within Organisational Services.

Resource Implications

As required to compile report, which is a routine task for multiple employees.

Risk Management Implications

Nil.

Conclusion

The Corporate Services Committee is kept informed of activities within Organisational

Services.

Officer's Recommendation

THAT the Corporate Services Standing Committee receives the Organisational

Services Monthly Review for May 2017.

Director Organisational Services (DOS) provided a brief overview of the directorate's

activities for the month of May 2017.


MIN/21.05.2017 FOLIO 44258

Cr Bonaventura queried if the lead time for large plant items are several months would

this effect the operation and why are these types of plant items not ordered earlier.

DOS advised large plant items are usually replacement of an existing piece of plant and

there could be a risk the old piece of plant could break down but the piece of plant is

still in service. The plant replacement program is being refined for a better outcome

and reduction of lead time for plant to ensure it is received in the budgeted financial

year.

Cr May advised the procurement process in asset spend is something Council needs to

improve.

Cr May advised the local spend for the past 11 months of Council operations is $245M

and these funds have gone to the local businesses of the region. She queried if the 30

June 2017 year to date local spend amount could be compared to the previous year and

included in the June report.

Cr Paton congratulated the Organisational Services Staff members who have been

recognised for their high performance in various award categories in the State and

Nationally.

Committee Resolution

THAT the Officer's Recommendation be adopted.

Moved Cr May Seconded Cr Bonaventura

CARRIED

8.2 STRATEGIC FINANCIAL REPORT FOR THE MONTH OF MAY

2017

Author Director Organisational Services

Purpose

To adopt council’s Strategic Financial Report for the month of May 2017.


Under Part 9 Section 204 of the Local Government Regulation 2012, the Local

Government is required to prepare a financial report which the Chief Executive Officer

presents at a meeting of the local government once a month.


MIN/21.05.2017 FOLIO 44259

The financial report must state the progress that has been made in relation to the local

government’s budget for the period of the financial year up to a day as near as

practicable to the end of the month before the meeting is held.


Chief Executive Officer, Directors, Manager Financial Services.


Nil


The May report includes adjustments identified in the March budget review, noting the

recent cyclone in the region will have a financial impact, however the quantity is

unknown at this stage.

Conclusion

Council is currently predicting a year end operating deficit of $2.3M following the

inclusion of the March budget review. Council is on track to achieve this result, noting

the financial impact from the recent cyclone in the area is still being assessed.

Immediate costs associated with the event have impacted employee costs and goods

and services which are reporting greater than budget as at the end of May, however this

is being offset by higher year to date revenue. The timing of the receipt of funding

associated with the event could have an impact on the final end of year result.


THAT the attached Strategic Financial Report for the month of May 2017 be

adopted.

Director Organisational Services (DOS) spoke to the report.

The Chief Executive Officer (CEO) advised as part of the 2016/2017 Budget Summary

to the Councillors will be breakdowns of the operational spend.

The Mayor advised he appreciated the CEO's work to deliver a better outcome and is

sincerely appreciated.


MIN/21.05.2017 FOLIO 44260




Cr May congratulated staff across the organisation on their efforts in finding significant

cost savings and efficiencies with the forecast now closer to the original Budget.

CARRIED

8.3 PERMANENT ROAD CLOSURE APPLICATION: ADJACENT TO

LOT 17 ON RP728762 HALIDAY BAY ROAD, HALIDAY BAY

File No RP728762/17

Author Manager Property Services

Purpose

To approve the Permanent Road Closure Application made with the Department of

Natural Resources and Mines (“DNRM”) for closure of an area of about 1980m2 of

unmaintained road reserve for amalgamation with the adjacent Lot 17 on RP728762

known as 195 Haliday Bay Road, Haliday Bay (“the Property”).


Mackay Regional Council (“Council”) received a Permanent Road Closure consent

request from DNRM for closure of an approximate area of 1980m2 of unmaintained

road reserve for amalgamation with the adjacent Lot 17 on RP728762 known as 195

Haliday Bay Road, Haliday Bay.

The road closure area is an unmaintained road reserve working as a drainage corridor

and lawful point of discharge for a significant external catchment.

The purpose of the area of closure, if agreed, is for inclusion into Lot 17 on RP728762

for retention of natural habitat, use of and enjoyment as part of the residential lot.

The matter was considered by the Land and Road Use Committee on 9 February 2017

with ongoing discussion being had directly between Committee members, the

applicant’s Senior Planner and DNRM to negotiate an acceptable outcome to all parties.

The outcome of the discussions were that the Applicant’s Senior Planner, DNRM and

the Committee members supported the permanent road closure conditional upon the

Applicant registering a drainage easement over the closed road area, at the Applicants

cost, as part of the proposed development. The easement will be conditioned within


MIN/21.05.2017 FOLIO 44261

the Applicant’s current Development Application (DA-2016-249) decision notice and

approval.

Closure of the area of unmaintained road reserve will not impede or remove legal

access to neighbouring properties as this is maintained via Haliday Bay Road and

Adamson Street, Haliday Bay.

The due date for Council’s response, originally was 16 February 2017, this has been

extended to allow negotiations between relevant parties to be concluded and reports

submitted to the Corporate Services Standing Committee.


Consultation with the Land and Road Use Committee occurred on 9 February 2017.

The committee consists of Manager Technical Services, Manager Strategic Planning,

Planning Officer, Central Area Maintenance Coordinator, Manager Planning and

Sustainability, Project Manager Water Infrastructure Delivery, Legal Counsel, Manager

Development Engineering, Manager Parks, Environment & Sustainability, the Senior

Planner – Planning, Cardno and the Land Officer – Department of Natural Resources

and Mines.


All costs associated with this matter will be borne by the Applicant.


Should the area of road not be permanently closed, Council may need to maintain the

section of unformed road and accept all current and future liability associated with such

maintenance.

Conclusion

That approval of the application for proposed permanent road closure for the

approximate area of 1980m2 of road reserve intersecting Haliday Bay Road, Haliday

Bay, conditional upon the registration of the drainage easement over such area has no

adverse impact on Council’s current or future road or drainage reserve requirements.


THAT the Committee advises the Department of Natural Resources and Mines

that it offers no objection to the Permanent Road Closure for the approximate

area of 1980m2

being part of road reserve intersecting Haliday Bay Road, Haliday

Bay, conditional upon the dedication of a drainage easement being registered over

the closed road area, at the Applicant's cost, for amalgamation with the adjacent

Lot 17 on RP728762, as shown on Drawing 16/686A/CEN.


MIN/21.05.2017 FOLIO 44262

Cr May queried if the applicant was made aware of the easement requirement by

Council when they lodged their application.

Director Organisational Services advised he would take this on notice.




CARRIED

9. TENDERS:

Nil

10. CONSIDERATION OF NOTIFIED MOTIONS:

Nil

11. PUBLIC PARTICIPATION:

Nil

12. LATE BUSINESS:

Cr Bonaventura advised he raised a query in late business approximately 12 months ago

in relation to if Council would consider providing a uniform with an aboriginal/islander

theme similar to what Queensland Health and Queensland Police have. NAIDOC week

is coming up in July and would like an update.

The Chief Executive Officer advised this request has been reviewed and it would be

possible for a shirt to be made possible to staff through their uniform allowance if they

wished to purchase one. The design of the shirt would need to be worked on, however

feedback was received and this was placed on hold pending further discussion. He will

follow up this request and come back to the Committee.


MIN/21.05.2017 FOLIO 44263

13. CONFIDENTIAL REPORTS:

Nil

14. MEETING CLOSURE:

The meeting closed at 1.21 pm.

15. FOR INFORMATION ONLY:

Nil

Confirmed on Wednesday 21 June 2017

………………………………………

CHAIRPERSON


MIN/21.05.2017 FOLIO 44264

APPENDIX / ATTACHMENTS


MIN/21.05.2017 FOLIO 44265


MIN/21.05.2017 FOLIO 44266


MIN/21.05.2017 FOLIO 44267


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corporate services standing committee final minutes · 2017-06-27 · this effect the operation and...

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