council minutes of ordinary meeting held in the …...2016/01/19 · responsibilities for the...

Council Minutes of Ordinary Meeting

held in the Council Chambers

Mapoon Aboriginal Shire Council, Meeting Minutes: 19th January 2016.

Meeting Held: MASC Council Chambers

1 | P a g e Signed: Mayor, Peter Guivarra

Day 1. 19th January 2016

Attendance

Councillor Peter Guivarra

Councillor Aileen Addo

Councillor Pauline Smith

Councillor Ricky Guivarra

Apologies

Councillor Beryl Woodley

Staff

CEO Leon Yeatman

Corporate Services Manager David Ferguson

Accountant David Hockey

09:15 1. Meeting opened and welcome

Mayor welcomed the councillors and staff to the meeting. He reminded everyone about their roles and responsibilities for the meeting and particularly the councillors in relation to their obligations to declare their interest (material or personal) on matter presented – that may have a perceived or real conflict of interest.

Councillor agree that all matters presented at this meeting will be administered on the principle of fair and equitable treatment. Mayor acknowledged that we each bring our own views to the table and on all matters unresolved, councillors rights to agree and disagree is respected.

Mayor thanked all present for their attendance and welcomed everyone to the meeting. Acknowledgements made to members not present and respect was paid to the Traditional Owners of the land on which we meet, to the elders past and present, to the councillors and employees present for the meeting. Councillor’s observed a minutes silence in memory of community members who have passed 09:16 hrs.

09:17 2. Confirmation of Minutes

Mayor asked the councillors to review their copy of the minutes of the last meetings and called for endorsement.

Resolution 01. 19/01/16

The council resolved to endorse the minutes of the meeting as true and correct:

Ordinary meeting – 15th December 2015

Motion Proposed: Councillor Guivarra R Seconded: Mayor Guivarra P

Motion Carried

Meeting adjourned 1007. Meeting reconvened 1019.




10:19 3. Matters Arising From Previous Minutes

Ordinary Meeting – 15th December 2015

Councillor Guivarra – Reports format/content. Concern raised about reports being presented to council are embellished – exaggerated or overstated.

The reports that are in question are:

Payroll/Grants Officer report and Senior Admin Officer report.

Councilor Guivarra felt that the CEO had a conflict of interest with the reports. Payroll Officer is to report to immediate supervisor Accountant. The CEO identified the same ‘conflict of interest’ applied to Councilor Guivarra with the Senior Admin Officer report and alleged sharing of information outside of meetings to which Councillor Guivarra took offence. The CEO stated that the Senior Admin Officer should follow due process for complaints – if there are any - to which Councillor Guivarra took offence. CEO apologized to the Mayor and councilors for any offence arising out of his comments.

The issues remained unclear. Council asked for all future reports to reflect performance against the strategic objectives, reflect key activities and where appropriate formal responses be channeled through the line manager.

Reference made to the apparent absence of a PD for a management position. Urgent actions required to rectify this issue and correct the situation.

Mayor – Preston Law: administrative process for registering lease applications requires presentation back to council. Query about the associated costs and whether preliminary costs will be passed on to prospective applicants. Public meeting required to present the process for public information.

Community meeting: intending candidate’s workshop.

Note the ILUA registration not complete.

Special Meeting – Nil.

11:03 4. Standing Orders

1103, Cr Smith departed the meeting. 1105, Cr Smith returned to the meeting.

11:05 5. Standing Order – Finance Audit Risk Management

1115 Accountant dialled into the meeting.

Accountant advised that he is still playing catch-up and is dealing with reconciliation from September 2015.

Rental account information is present on the report due to a small number of properties not transferred to

HPW. Acknowledged and approximately $58,000 has been transferred to HPW representing rental payment

registered on out books.




Transfer to Trustees – councillors queried the amount being transferred. Accountant noted that from the rates

generated the fee is divided into two parts, MASC fees and Trustee fees. Councillors asked for the next report

to reflect the actual split. Councillors ask for the trust account to reflect ordinary activities associated with the

trust – e.g. administrative fee to the accounts for the land trust. ATO issues resolved and now up to date.

Councillors call for a trustee meeting at which the financial information are presented as part of the meeting

agenda.

Store: note loss – costs incurred with Management change over, write offs and Rugapayn Points allocation.

Councillors note there are items being purchased through the store which are high cost and request for

attention to be given to items that are non-performers not good movers – cheese. Ask for Manager to review

the pricing structure.

General expenses

December General Expenditure read;

Motor Vehicle Expenses – councillors advocate support for the Mechanical department to perform Tyre works. Accountant tasked with reviewing Insurance to ensure compliance – this is a fee for service only;

Travel Expenses.

Untied Funds: Councillors request details from Accountant regarding the reduction – associated expenses.

WCCCA Meeting: meeting last week resulted in clarification of the current list of projects on our register. Note

due to specific purpose nature of grants a number of project funds will be returned.

Budgets

Review of the budgets identified a number of projects that are not being continued. Accountant reviewed

programs to identify projects that are not funded and this will be reflected in the amended budget. Task

continuing with departments to validate the projects on our list.

Councillors ask for attention be applied to projects (general or specific purpose) to maximise the benefit to

Mapoon – limit risks and minimise return of funding.


Council endorse the report as presented by the accountant for the month of January reflecting the financial activities to the end of December 2015:

Rental debtors & Income:

Store:

Consolidated Revenue Vs. Expenditure graph

Revenue

General Expenses

Motor Vehicle Expenses

Travel Expenses

Untied Funds

WCCCA Meeting.

Budgets

Council request attention be applied to projects to ensure the nature of projects are clear, project scope is clear and performance reflects the intention of the grant agreement.




Motion Proposed: Councillor Guivarra Seconded: Councillor Addo

Motion Carried

Accountant departed the meeting 12:00.

12:00 6. Standing Order – Tender / Payment Authorisation (Exceeding Delegation)

Nil report.

12:01 7. Standing Order – Legal Matters

Nil

12:02 8. Standing Order – Corporate Plan 2014-19 & 2015 -20

Policies: Councillors read through each plan and discussed particulars.

CEO presented the Corporate Plans covering 2014-2019 and 2015-20 for council consideration and endorsement.

Councillors note strategic importance of the plans and support the principle behind the process. Concern was raised about the lack of a review process and associated report outlining operational performance against the strategic objectives. Councillors happy to endorse the 2014 version of the Plan but requested a workshop to discuss the performances against 2015 before endorsement. Acknowledged that this action will become the procedural requirements to 2016 Corporate Plan (and beyond).

Council registered a general enquiry about registered l enterprises and whether the interest can be transferred to private. This is an opportunity for future consideration and identified as non-core business. Councillors identified need for cost structure to reflect the demographics and products to reflect demand.

CEO advised the plans have been in draft form and circulate for some time and the request is outstanding to resolve this process.


Council resolved to endorse the Corporate Plan 2014-2019.

Corporate Plan 2015-16 to be workshopped and a performance report to be produced – this action to be incorporated into the annual Corporate Planning process.

Motion Proposed: Councillor Smith Seconded: Councillor Addo

Motion Carried

Council request the corporate plan to be workshopped in February and the outcome of the workshop to be referred to the next meeting.

13:14 9. Operational Reports




Meeting adjourned for lunch 13:14. Meeting reconvened 13:30.

13:30 10. Operational Report – CEO

CEO presented his report to the council and covered the following operational issues:

Building Construction:

5 Paanja Housing;

High Rise Estate;

Roads & Civil;

Land Record Project.

Cape Indigenous Mayors Alliance meeting

Staffing: Resignations: Recruitment Projects: ILUA negotiations; Local Disaster Management Group; District Disaster Management Group; WCCCA funded Grave Identification Project; WCCCA funded MASC Aquatic project; Applications submitted for November meeting consideration.

Future projects:

Council Officer Exchange program: Douglas Shire Council – no progress.

Councillors reminded CEO of presentation with WCCCA and requested this be ready in time for the meeting.


Council resolved to endorse the CEOs report as read. Actions stemming from this report to be implemented before the next meeting.

Motion Proposed: Councillor Seconded: Councillor

Motion Carried

Councillors note that the repetitive nature of the reports submitted needs to be coordinated better. The reporting format needs to be changed to ensure each officer is reporting separate reports.

Mayor and Councillors thanked the CEO for his report.

14:45 11. Operational Report – Corporate Services Manager

CSM invited to the meeting 1445hrs, to discuss his report to the council. Welcome extended to Mayor and Councillors for 2016.

Discussion opened on vacancies within the council. Positions close on Friday 22/1/16.




Aged Care – reference made to review of the program and the associated changes. Identified need for a name change to more appropriate title Aged and Disability Services. Included in the review is clarification of roles and service plans. Councillors note the references made reflect how the program was previously delivered. CSM aware of the deviation from service model and intent to realign service to the current contract – including care plans and service obligations.

Christmas project – councillor’s request the voucher provided for Senior citizens to be extended to clients who did not attend the function. CSM advised this arrangement is in place and the Aged Care Coordinator has been issued a directive to advise accordingly. At this time the arrangement has been extended until the end of January 2016.

Australia Day committee – CSM advised the event is being planned and the final meeting is set for Thursday 21/1/16. Note a letter has been sent to sponsors and service providers asking for pledge and or donation toward the event.

Councillors note the Dump requires attention – CSM to include notice in his communication with environmental Health Officer


Council resolved to endorse the CSMs report as read. Actions stemming from this report to be implemented before the next meeting.

Motion Proposed: Councillor Smith Seconded: Councillor Guivarra

Motion Carried

15:45 12. Operational Report – Senior Administration

Councillors note the comments relating to the work program coordinated by BAS. Issues about volume of work and capacity for MASC to comply. BAS incorporated into the strategy to ensure selectivity in the work scheduling. Councillors support the inclusion of BAS into the repair program.

Council aware community discontent with the delay with maintenance requests.


Council resolved to endorse the Administration officers report as read. Content of the report covered the following topics:

Housing Tenancy Management

Actions stemming from this report to be implemented before the next meeting.

Motion Proposed: Councillor Addo Seconded: Councillor Smith

Motion Carried

16:00 13. Operational Report – Payroll-Grants Officer




Pay period comment about changes from Weekly to Fortnightly. Councillors concerned about the potential impact on workers. CEO advised that this was a management point for reference against efficiency and productivity issues.


Council resolved to endorse the Payroll Grants officers report as read. Content of the report covered the following topics:

HR & Payroll;

Grants;

HACC;

First Start Training Agreement – Retail Trainee;

Indigenous Local Government Sustainability program;

SGFA – Service Delivery Fund;

QCCU Account;

Administration


Motion Proposed: Councillor Addo Seconded: Councillor Guivarra

Motion Carried

16:15 14. Operation Report – HACC

Nil report.

16:15 15. Operation Report – Environmental Health

Nil report.

16:15: 16. Operation Report – Animal Management

November and December reports submitted for council information.

Note the Ivermec comments. Council note the responsibility for pet care is the owners’ responsibility. Council

request a better strategy for responding to the animal issues in Mapoon. Council ask for fee for service principle

to be clearly applied for services to the community. Strategy to also include Tenancy Management in the

promotion of animal management and responsibilities for pet owners.

Council support the inclusion of a pound in the list of project proposed for WCCCA.





Council resolved to endorse the Animal Management report for the following period;

November 2015;

December 2015.

MASC note priority required for the following:

Development of a new pound; Funding for pest control and medication endorsed; Dog strategy – 2 dogs per house; Promotion of animal management – Housing Officer focused on Tenancy Agreement; Strategy to include external partner as option to assist the local officer.



Motion Carried

16:51 17. Operation Report – Land & Sea Rangers

Council aware of incidents affecting staff – support for application of action to limit lateral violence and ensure the appropriate level of accountability is fairly applied.

Note cultural awareness required for new and contract staff. The rights for access to country is fully enforced and the limitation for access is applicable to all visitors and non-locals. Rules of the trustees apply.


Council resolved to endorse the Land & Sea report as read. CEO instructed to talk to the L&S Coordinator about appropriateness of working with any single group regarding projects/funding/outstation development without MASC endorsement.


Motion Carried

17:10 18. Operation Report – Store Managers Report

Councillors note the comments relating to the reward program and support the sentiments. Council request consideration for strategies that will add positively to sale figures.

Council note that there is a culture for bulk purchases at the store. Support for strategies to address product range and pricing strategies. Council aware of issues affecting patronage into the store including reviewing the opening hours.




Council support direct approach to liaise each household regarding their needs etc. request to consider supply arrangement for FFV through regional contacts and not the main markets in Brisbane. Request to look at Dairy and assess the range that are not good performers.


Council resolved to endorse the Store Managers report as read. Council request CEO meet with the store manager to formulate appropriate strategies for the following:

Price

Product range

Operational hours

Fresh Fruit and Vegetable being sources from regional supplier


Motion Carried

17:20 19. Operation Report – Play Group

Council acknowledge the need for promotion of services to families. Requirement for the service standards to be applied and if parents are not present, the playgroup arrangements must be consistently applied.


Council resolve to endorse the report as provided by the Playgroup Coordinator. Attendance targets requires clear strategies and appropriate focus.


Motion Carried

17:30 20. Operation Brief – Queensland Audit Office: Final Management Report

CEO presented the audit advice received from the Auditor-General from the Queensland Audit Office.

Council support the points mentioned and instructed the CEO incorporate the issues into the financial management plan going forward.


Council resolve to endorse the correspondence from the Auditor-General Queensland Audit Office

Council acknowledge the priority nature of the response and instruct the CEO to incorporate the recommendations presented into forward financial management.


Motion Carried




17:45 21. Operation Brief – Housing Update

Councillors read the report.

Councillors acknowledge the issues being encountered regarding the allocation of Paanja dwelling.


Council resolve to note the housing report as submitted.

The reference to the Ergon power card incentives to indigenous communities with power cards.


Motion Carried

17:45 22. Operation Report – Mapoon Survey

CEO presented the council with the survey information as provided by the RLIPO for the purpose of confirming the survey planning.


The Council as the Local Government Authority resolve to endorse the subdivision within the town area of Mapoon to facilitate improved land administration and create opportunities for further dealing with the shire and associated DOGIT lands.

1. Council as Local Government Authority and Trustee resolves to work with the Remote Indigenous Land and Infrastructure Program Office (RILIPO) to subdivide the DOGIT into manageable lots identified on SP284215 and SP278077.

2. Council as Local Government Authority also resolves to support any land administration actions incidental to and necessary to facilitate lodgement and registration of SP284215 and SP278077. This includes applying to the Minister responsible for administering the Land Act 1994 for the surrender of part of the DOGIT in terms of section 55 of the Land Act 1994 for the purpose of dedicating those surrendered areas as road in terms of section 94 of the Land Act 1994 - Including 1.3623ha on SP284215 and 8.8062ha on SP278077.

3. Authorisation granted for associated Transfer documentation to be signed – Form 1.


Motion Carried




10:55 23. Councillor Report

MASC reports tabled.

10:57 24. Report Resolution

CEO asked for the council to pass a general resolution to confirm all reports as tabled at the meeting.


Council resolved to endorse all reports as presented to the meeting.


Motion Carried

18:05 25. Next Council Meeting

Date for the next meeting Tuesday 16th February 2016.

18:05 26. Meeting Closed

Mayor declared the meeting closed and thanked everyone for their attendance and participation.

council minutes of ordinary meeting held in the …...2016/01/19 · responsibilities for the...

Documents