council minutes of ordinary meeting held in the council ... · the council resolved to endorse the...

Council Minutes of Ordinary Meeting

held in the Council Chambers

Mapoon Aboriginal Shire Council

Meeting Minutes: 17th January 2017

Meeting Held: MASC Council Chambers

1 | P a g e Signed: Mayor,

Day 1. Tuesday, 17th January 2017

Attendance

Councillor Aileen Addo

Councillor Peter Guivarra

Councillor Brendan Brown

Councillor Margaret Mara

Councillor Pauline Smith

Apologies

Staff

CEO Leon Yeatman

CSM David Ferguson

Accountant David Hockey

Visitor

09:10 Meeting opened and welcome

Mayor welcomed the councillors and staff to the first meeting of 2017. She 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.

Councillors instructed to fulfil their administrative requirements and sign the attendance sheet to cover the remuneration for this meeting.

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 minute’s silence in memory of community members who have passed 09:14 hrs.

09:15 Confirmation of Minutes

Mayor noted the last meeting was brought forward to accommodate the Christmas preparation week – numerous activities would impede MASC meeting scheduled for the date.

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





Resolution 01. 17/01/17

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

Ordinary Meeting – 15th December 2016 Special meeting – Nil

Motion Proposed: Councillor Brown Seconded: Councillor Mara

Motion Carried

10:15 Matters Arising From Previous Minutes

Ordinary Meeting – 15th December 2016

Item Action Officer

1 NPARHI – Status of the contract. Note the item is contained as Priority Correspondence. Note the program will operate until June 30 2018

2 Bruce Gould – presentation relating to the Airstrip –Lack of Industry Standard Road Signs. The lack of signage for the shire needs to be a priority for council. Concern MASC being exposed to risk – safety is a priority for the council which needs to be reported to all contractors. The matter is serious, given responsibility for ensuring standards. Message to be sent to contractors relating to supply of signage. CEO instructed to ensure the standards are implemented - signs are procured. Council will be monitoring next jobs and expecting standards to be clear and present.

CEO Consultant

3 Store – theft reports. Council note staff purchases needs to be on the same terms as applicable for all patrons (cash up front), items to be left on the shelf. Risk assessment required, to include the purchasing.

Store Manager

4 Funeral charges – the matter has been deferred and requires urgent attention. Reasonable price required to recover fee for this service. Price schedule need to also cover reasonable cover. Discussion required with WCCCA regarding burial fee and other options. CEO instructed to send invite to Executive Officer of WCCCA to visit Mapoon for discussion.

CEO

Special Meeting –

Item Action Officer

Nil

10:15 General Business

10:15 GB – Tender / Payment Authorisation (Exceeding Delegation)

Nil.





10:15 GB – Legal Matters

Nil.

10:15 GB – Finance Audit Risk Management

Accountant returned from leave and was unable to furnish a report for this period. Council request for the reporting requirement to be honoured. Note the council queried the status of the contract for this position – aware this will be due for review.

10:20 GB – Policy and Regulatory Compliance

CEO presented the draft policies for consideration at the meeting. The policies presented reflect gaps in the statutory requirements endorsement at the meeting will ensure council compliance is strengthened. Once endorsed the approved policy will be added to the council website.

Councillors note other avenues outside of MASC are available which need to be promoted. Councillors support the strategic intent, but remain wary of the potential pitfalls this will attract. CEO advised the council that for community grants, it can adopt a position not to have a Community Grants policy – given MASC does support a number of community initiatives, the policy offers the strategic cover and introduces a clearer process for access.

Councillors accept the $1000 limit for community grants. The total budget to be amended to include a category for community grants totalling $5000. The grants will be restricted to Mapoon Residents and value will be based on demonstrated productivity or representation for Mapoon at Regional, State and National avenues for sport. Council support the initiatives associated with the school.

Council wish to include a statement which seeks applicants to demonstrate what fundraising activities where undertaken before submitting the application.


The council resolved to following policies as presented to the council meeting

Councillors expense and reimbursement policy

Community grants policy

Motion Proposed: Councillor Smith Seconded: Councillor Mara

Motion Carried

11:10 Operational Reports

11:10 OR – CEO

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





Building Construction:

High Rise Estate;

NPAHRI Roads & Civil:

CIMA Mapoon projects

Cape Indigenous Mayors Alliance meeting Projects:

Sport and Recreation update Staffing:

Recruitment: Works Manager and associated changes to the building team. Note request to have position filled using internal recruitment. Attention required for attention. Request for probation period and term of contract for 2 years.

Trade trainees – council support the program and including sufficient opportunity for trade development

Plumber required

Attention required to internal appointment for Builder

Mayor and councillors queried the posts being installed at Cullen Point. Traffic control items will be installed (speed humps). Councillors queried the easements and access to properties – issues about water pooling and potential risks. Dry weather access is an issue. Note the issue is being created by vehicle and machinery driving through to properties. Councillors discussed a potential rule for bins to be placed on the street and not at the fence line.

Councillors queried the Home Ownership program – CEO advised the next phase is for council to assess the leases and apply the process as related to the Aboriginal Land Act. Note interest to secure interest on rental properties. Concern the conversation does not factor private responsibility and the rental framework is still being factored into the discussion – elements to homeownership: mortgage payment, annual water, annual rates, insurance etc. council advocate need for home ownership discussion to start.

Councillors queried the SES shed. CEO advised the equipment is to support the infrastructure needs in the shire. Note the need exists for MASC to endorse a unit in Mapoon for SES and Rural fires. This initiate will enhance our sustainability.


Council resolved to endorse the CEOs report as read.

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

Motion Proposed: Councillor Guivarra Seconded: Councillor Mara

Motion Carried


Council resolved to endorse the proposal to establish units for State Emergency Services and Rural Fire Brigade in Mapoon.

CEO instructed to advertise for members and implement support structure.

Motion Proposed: Councillor Smith Seconded: Councillor Brown

Motion Carried

Councillors queried the recent enquiry from QPS regarding demographic and interest for policing presence in Mapoon. CEO advised the request centred on the population and whether MASC had allocated land for policing. Advised population is 300 and whilst there was no land allocation, MASC was interested in negotiating a site for the purpose of leasing to the state government for purpose of building a police station.






Council resolved to engage with the Police Department regarding identifying a site for a police station and amenities in Mapoon.

Process to commence with discussion about viability and proposed site for leasing.

Motion Proposed: Councillor Mara Seconded: Councillor Brown

Motion Carried

Meeting adjourned for lunch 12:45. Mr Patrick Akenson demonstrated his new application for ordering lunch. This technology will feature as part of a presentation to council at a later date. Meeting reconvened 13:15.

13:15 OR – Corporate Services Manager

Tabled, report noted.

CSM confirmed the Australia day program is being developed and a program has been formulated by the events committee to celebrate the date.

Note the Australia Day falls on the day elder’s trip to town for groceries. Issue to be communicated to Aged and Disability Care Coordinator. Not sure whether the shops will be opened on the public holiday.

Youth program: councillors queried the program and funding to cover expense. CSM advised the program has been promoted to PCYC and PMC to cover the cost. Council expect these types of programs to be cost neutral. Concern the program was not successful – note the level of support from programs. The lack of a clear program is concerning and upfront funding must be captured before program. Council request a report at the end of the program.

Council queried the attendance and participation in the Ranger Program post-Christmas. Note there is a small number who we are monitoring. Councillors concerned about the continuation of the Mapoon program and seeking management attention to ensure the program is secured for the future. Councillor fearful of losing the funding and social impact. Manage note that every management option is being applied to ensure the program is operating at the required level. Council request greater attention to the program whilst the coordinator position is vacant to maximise support and mitigate risk.

Council asked for terms for the current – end date.


Council resolved to endorse the CSMs report as read.



Motion Carried

CSM departed the meeting 14:05

14:05 OR – Senior Administration

Report tabled.

Process for reporting works requests





Tenancy issues

Registering for Housing wait list


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

Housing tenancy Management


Motion Proposed: Councillor Mara Seconded: Councillor Smith

Motion Carried

14:40 OR – Payroll-Grants Officer

Report table.


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

HR & Payroll;

Grants;

Administration



Motion Carried

14:25 OR – Aged and Disability Services

Hard copy of report provided.

Question noted regarding Aged Care infrastructure into the future. Consideration to be given to exploring the viability for constructing a suitable facility to accommodate the program and for it to be developed in close proximity to the services. CEO instructed to commence discussions with Department of Health and Aging.


Council resolved to endorse the Aged and Disability Care Coordinator report as read.

Council endorse the request to include the development of appropriate aged and disability care facility in council’s development plan. CEO instructed to commence discussions with the appropriate department with initial step to include concept plans for consideration.






Motion Proposed: Councillor Guivarra Seconded: Councillor Mara

Motion Carried

14:27 OR – Environmental Health

Report tabled. Council queried the status of the project, support advocated for the program and ensuring success for the employee. Noted issues about attendance at work.

Council acknowledge and support the actions to address the animal issues in the shire.

Funding for the program. Council acknowledge the proposed action for the going concern for the program.


Council resolved to endorse the Environmental Health Officers report as read.


Motion Proposed: Councillor Guivarra Seconded: Councillor Brown

Motion Carried

14:30 OR – Animal Management

Nil Report.

14:35 OR – Land & Sea Rangers

Report tabled as read.

14:40 OR – Store Managers Report

Nil Report.

14:45 OR – Play Group

Report tabled. Actions still to be actioned by CSM.

Council support the Montessori visit – April month due to the weather.

OHS plans need to be developed by the coordinator and endorsed by the council. Council request for the policy to be sourced by the Coordinator.






Council resolved to endorse the Play Group Coordinators report as read.

Note improvements from last month.

Motion Proposed: Councillor Brown Seconded: Councillor Guivarra

Motion Carried

14:50 OR – Workshop

Nil report.

14:51 OR – Housing Tenancy Management Update

The report from the Housing Department tabled as read.

CEO commented on the statistics contained in the report – they all fit on one page.

Council request a response on timeframe for NOVD properties.


Council resolve to endorse the tenancy management report as supplied by Department of Housing and Public Works.

Motion Proposed: Councillor Brown Seconded: Councillor Smith

Motion Carried

14:40 OR – Black and More: Housing Steel Framed Construction (tender extension) and Paint selection

The report from Black and More was tabled to the meeting. CEO spoke on the report noting the approval of our tender to construct the next phase. The scenario as entailed projects a very tight timeframe for this project, approximately 3 months less than the previous project. The time poor scenario dictates the need to consider flexibility and current rules have been assessed and there is an avenue to cover the works under the previous contract if certain variables can support the process.

Black and More in preparation of the scenario, sourced a new price schedule based on the units quoted under the tender. The exercise proved useful, allowing us to see associated price changes which helped to provide a transparent picture of the process.

The report notes acceptable price increases between 7%-10%. In addition the new prices have been assessed against those contained within the original tender and they fall well below the prices supplied by the second place tender (after the mark-up was added).

The key advantage for exercising this option is time – to go back to tender would delay the process for the build by 3 months – not recommended given the completion date is 30 June 2017. Council appreciated the information provided and the situation as described noted as extra0ordinary. CEO instructed to convey the disappointment of the council regarding delays experienced for this project and to recommend the





department seek to be consideration of our situation and factor efficiencies into the process – including accommodating earlier approvals and pre-approval opportunities for processes.

Colour selection

Colour scheme presented, note this is to ensure scheme is in keeping with variation for new houses. Council endorse the colour scheme


Council resolve to endorse the recommendation as provided by Black and More to extent contract number: 7195/1 for supply of 4 Steel Framed Housing Kits for High Rise 2 – Supplier: BPB Mareeba Pty Ltd Trading as Homefab Steel Truss and Frame to supply:

Lot 210 (4brm) $117,044.53 Lot 204 (3brm) $105,371.26 Lot 202 (2brm) $90,424.68 Lot 201 (2brm) $90,424.68

Total ex GST: $403,265.15


Motion Carried


Council resolve to endorse the recommendation as provided by Black and More relating to the colour schemes for the 5 new houses designed as part of HPW NPARHI Contract 16/17 for High Rise

Lot 210 (4brm) Steel frame




Lot 221 (3brm) – Block Masonry OT Disability Modified


Motion Carried

15:00 Priority Correspondence

15:10 PC – Housing Public Works Acceptance of Tender

CEO advised the council the correspondence relates to the approval for MASC construction program for 16/17. Works where awaiting Planning Scheme approval – consideration needs to be given to streamline the process to maximise build opportunity.

15:20 Councillor Report





MASC reports tabled.

Item Issue

Waste collection over the holidays – community complaints about the schedule for holidays: earlier time was not communicated. There is a location where a bin is not collected

Horses – issues to be addressed. Safety issues.

Signage to be replaced

Rio section of road – state is unsafe

Traffic driving around speed humps and not using road – communication strategy and control elements required

Speed bump installation on Hudson Street – to include Islands to help traffic for the area and clearly identify parking areas.

Napranum Ely review: Promote PG as Council representative (skills, knowledge and experience). Membership is high on the agenda. MASC position is as a signatory and this needs to be defended.

WCCCA application to be submitted for Laura – June. Projects to be reviewed 30 June.

Survey status – CEO advised the information is with the Planning department undergoing assessment. Each change is being assessed one by one.

Traineeships for indigenous young people to satisfy Bechtel project at Amrun – Indigenous company seeking indigenous trainees. Council support presentation in Mapoon.

Status with the dump

15:25 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 Proposed: Councillor Guivarra Seconded: Councillor Brown

Motion Carried

15:52 Next Council Meeting

Date for the next meeting Tuesday 21st February 2017.

16:00 Meeting Closed

Mayor declared the meeting closed.

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