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CORPORATE SERVICES STANDING
COMMITTEE MEETING
FINAL MINUTES
12 October 2016
FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 12 OCTOBER 2016
MIN/12.10.2016 FOLIO 40169
Table of Contents
Folio Date Particulars
40170 12.10.2016 Corporate Services Standing Committee Minutes
40182 30.09.2016 Organisational Services Monthly Review - September 2016
40208 30.09.2016 Strategic Financial Report for the Month of September 2016
40224 12.10.2016 Policy - Draft Debt Recovery Policy
Declaration of Potential Conflict of Interest
Nil.
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CORPORATE SERVICES STANDING COMMITTEE
MINUTES
1. COMMITTEE ATTENDANCE:
Crs R D Walker (Chairperson), K L May, M J Bella, A R Paton and Mayor G R
Williamson were in attendance at the commencement of the meeting.
2. NON-COMMITTEE ATTENDANCE:
Also present were Cr L G Bonaventura, Cr K J Casey, Cr J F Englert, Cr R C Gee, 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 3.00 pm.
3. ABSENT ON COUNCIL BUSINESS:
Nil
4. APOLOGIES:
Nil
5. CONFLICT OF INTEREST:
Nil
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6. CONFIRMATION OF MINUTES:
6.1 CORPORATE SERVICES STANDING COMMITTEE MINUTES -
21 SEPTEMBER 2016
THAT the Corporate Services Standing Committee Meeting Minutes
held on 21 September 2016 be adopted.
Moved Cr Bella Seconded Cr Paton
CARRIED
7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:
Nil
8. CORRESPONDENCE AND OFFICERS’ REPORTS:
8.1 ORGANISATIONAL SERVICES MONTHLY REVIEW -
SEPTEMBER 2016
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.
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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 September 2016.
Cr Bella commented he feels the current KPI results for grade of service and abandoned
calls for the external customer service is satisfactory as long as the other significant
work required is completed and these two KPI's should be considered together rather
than separately.
The Director of Organisational Services (DOS) advised customers also have the option
of receiving a call back rather than wait in the queue.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Bella Seconded Cr Paton
CARRIED
8.2 STRATEGIC FINANCIAL REPORT FOR THE MONTH OF
SEPTEMBER 2016
Author Director Organisational Services
Purpose
To adopt council’s Strategic Financial Report for the month of September 2016.
Background/Discussion
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.
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.
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Consultation and Communication
Chief Executive Officer, Directors, Manager Financial Services
Resource Implications
As this is early in the financial year no major variances have been identified.
Risk Management Implications
Nil.
Conclusion
Council is tracking favourably for September, noting this is early in the financial year.
Council is cognisant of the current economic climate and will continue to closely
monitor how the various revenue streams are tracking throughout the remainder of the
year to forecast. There are no significant variances to report at this time and no reliable
indicators of any future potential issues.
Officer's Recommendation
THAT the attached Strategic Financial Report for the month of September 2016
be adopted.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr May Seconded Cr Paton
CARRIED
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8.3 PERMANENT ROAD CLOSURE APPLICATIONS: MT MARTIN
LOOP ROAD, MT MARTIN
File No SP134477/1&2
Author Manager Property Services
Purpose
To approve the below Permanent Road Closure Applications made with the Department
of Natural Resources and Mines (“DNRM”) for:-
1. the approximate area of 6230m2 being part of Mount Martin Loop Road, Mount
Martin for amalgamation with the adjoining Lot 1 on SP134477; and
2. the approximate area of 9070m2 being part of Mount Martin Loop Road, Mount
Martin for amalgamation with the adjoining Lot 2 on SP134477.
Background/Discussion
Mackay Regional Council (‘Council’) received two Permanent Road Closure consent
requests from the Department of Natural Resources and Mines (‘DNRM’) for closure
of approximate areas of 6230m2 and 9070m2 of Mount Martin Loop Road, Mount
Martin for separate amalgamation with adjoining Lots 1 and 2 on SP134477
respectively, as identified on the attached plan.
The collective area for closure incorporates the entire section of unformed road reserve,
including temporary road closure area, and if approved is for cane growing and cattle
grazing purposes.
Legal access to adjoining properties continues to be maintained off the constructed
Mount Martin Loop Road.
The matter was considered by the Land and Road Use Advisory Committee on 8
September 2016 with no objections being received by the Committee.
The due date for Councils response, originally 15 September 2016, has been extended
to 19 October 2017 to coincide with the Council meeting process.
Consultation and Communication
Consultation with the Land and Road Use Committee occurred on 8 September 2016.
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, Manager Development
Engineering and Manager Parks, Environment & Sustainability.
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Resource Implications
Nil. All costs borne by applicants.
Risk Management Implications
Should the areas 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
The two applications for proposed permanent road closure adjoining constructed Mount
Martin Loop Road, Mount Martin have no adverse impact on Council’s current or
future road reserve requirements.
Officer's Recommendation
THAT the Committee advises the Department of Natural Resources and Mines
that it offers no objection to the Permanent Road Closure for:-
1. The approximate area of 6230m2 being part of Mount Martin Loop Road,
Mount Martin for amalgamation with Lot 1 on SP134477, as shown as
Area B on Drawing 15/641/CEN; and
2. The approximate area of 9070m2 being part of Mount Martin Loop Road,
Mount Martin for amalgamation with Lot 2 on SP134477, as shown as
Area A on Drawing 15/641/CEN.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Bella
CARRIED
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8.4 DEBT RECOVERY POLICY - REVIEW AND AMENDMENT
File No MRC Policies
Author Revenue Co-ordinator
Purpose
To approve changes to Policy 086 – Debt Recovery Policy relating to pensioner
ratepayer with arrears and the write-off of uncollectible debtors as per the attached
amended document.
Background/Discussion
Pensioner Arrears
As the Committee is aware, eligible pensioners have an extended period of time to
claim discount on their rates and charges payment.
The extended discount date, combined with little or no collection action being taken, in-
turn results in an increasing number of pensioners having balances that they are unable
to manage. The proposed addition to the policy is an effort to address this and enhance
the engagement with our pensioner ratepayers. Our motivation is to engage with our
pensioner ratepayers who are experiencing difficulties to ensure that their position does
not deteriorate further to a point of being unmanageable, particularly for a person on a
low income.
Letters were sent out in early June to 111 ratepayers who have over 3 years of rate
arrears of these 28 were pensioners.
The proposed changes to the Debt Collection Policy will confirm that pensioner
ratepayers will face consequences for ignoring their obligations to pay their rates while
providing a concession so that the repayment burden is lessened and provide an
incentive to make an arrangement to reduce their arrears.
Eligible pensioners as a class are already granted a number of concessions to assist
them with the payment of their rates. They are granted remissions on the amount of
their rates from both Council and the State Government and they are allowed an
extended time to pay their rates and still receive an early payment discount.
Write-off of uncollectible debtors
The Debt Collection Policy currently contains a section that prescribes the authorisation
level for Bad Debts / Write Off as follows:
Authorisation levels are:
Write-off amount less than $5,000
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Relevant Director with endorsement of Manager Financial Services
Write-off amount $5,000 - $100,000
Chief Executive Officer
Write-off amount greater than $100,000
Council resolution
For a write off under these provisions the amount needs to be uncollectible and does not
cover instances where an error has been made in charging or claims for hardship or
special treatment.
In the first instance the write off would be automatic depending on an assessment of the
error. In the remaining two a Council resolution would be required.
It will be recommended that a change should be made to the policy to recognise that
this provision covers an administrative accounting treatment of Bad Debts and does not
require a Council decision.
Other amendments
Some minor grammatical adjustments have been made to the policy along with a re-
wording of the third paragraph in section 6.2.2 Payment Schedules to better reflect
actual practice, and the inclusion of an additional principle around the probability of
recovery. It should be noted that this principle has been applied informally in the past.
Consultation and Communication
Chief Executive Officer, Directors, Manager Financial Services.
Resource Implications
Pensioner Arrears
Based on the current level of arrears for this group the maximum amount of interest
foregone (if all pensioner ratepayers with more than $1,000 of arrears entered into an
arrangement) would be approximately $65,000 per annum.
Write-off of uncollectible debtors
Nil.
Risk Management Implications
There are no additional risk management issues for these proposed changes.
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Conclusion
Pensioner Arrears
It is recognised that for a variety of reasons some pensioners will have difficulties in
availing themselves of the early payment discount by paying their rates by the due date.
The proposed amendments to the Debt Recovery Policy formalises the additional
concessions offered to pensioner ratepayers.
Write-off of uncollectible debtors
The proposed amendments to the policy include a more detailed description of an
uncollectible debt, an amended authorisation table along with a requirement that the
write-off detail will be provided to Council on a monthly basis. Details of any amount
written off will be advised to Council via the Strategic Financial Report to the
Corporate Services Committee.
Officer's Recommendation
THAT the Corporate Services Committee endorses the amended Debt Recovery
Policy and recommends that it be placed on the Ordinary Meeting agenda for full
Council adoption.
The Mayor advised Council has sent out 111 letters to ratepayers who have over three
(3) years of rate arrears and only 28 of those were pensioners.
The Director of Organisational Services advised that the pensioner ratepayer are far
more willing to engage and are more likely to call Council to make arrangements to
repay their rates.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Bella Seconded Cr Paton
CARRIED
9. TENDERS:
Nil
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10. CONSIDERATION OF NOTIFIED MOTIONS:
Nil
11. PUBLIC PARTICIPATION:
Nil
12. LATE BUSINESS:
Cr Bonaventura advised during the Naidoc week celebrations the Qld Police were
dressed in colourful uniform that identified their role and in was keeping with the
design of the indigenous culture. Also many of the staff at the Mackay Base Hospital
wear uniforms along the same indigenous theme and Cr Bonaventura would like to
raise a suggestion of adding to Council's corporate unfirm line a shirt that will also fits
into this theme and would like to recommend it to the Committee for consideration.
The CEO advised requests have been received from employees following Naidoc week
around the inclusion of an indigenous themed shirt into Council's corporate uniform
line and Council is committed to investigate this matter further. Also an employee
suggested the shirt could be procured from the uniform allowance provided to staff.
The CEO confirmed a report will be prepared for consideration by the Committee.
Cr Bonaventura queried if there was a procedure in place of notifying impacted
residents of road closures.
The Director of Organisational Services (DOS) advised the road closure report
recommendations will be reviewed accordingly.
Cr May queried if the Department of Transport and Main Roads (DTMR) notified the
effected residents when road closure applications are lodged.
DOS advised that it is understood that DTMR notify residents that are directly adjust to
the proposed road closure.
13. CONFIDENTIAL REPORTS:
Nil
14. MEETING CLOSURE:
The meeting closed at 3.30 pm.
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15. FOR INFORMATION ONLY:
Nil
Confirmed on Wednesday 16 November 2016
………………………………………
CHAIRPERSON
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APPENDIX / ATTACHMENTS
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