final minutes - mackay regional council · 2016-08-23 · final minutes corporate services standing...

FINAL MINUTES

17 August 2016

FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 17 AUGUST 2016

MIN/17.08.2016 FOLIO 39108

Table of Contents

Folio Date Particulars

39109 17.08.2016 Corporate Services Standing Committee Minutes

39125 31.07.2016 Organisational Services Monthly Review - July 2016

39152 31.07.2016 Strategic Financial Report for the Month of July 2016

39169 17.08.2016 Organisational Services Annual Review - 2015/2016

Declaration of Potential Conflict of Interest

Nil.


MIN/17.08.2016 FOLIO 39109

CORPORATE SERVICES STANDING COMMITTEE

MINUTES

1. COMMITTEE ATTENDANCE:

Crs K L May (Acting Chairperson), 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 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 1.00 pm.

3. ABSENT ON COUNCIL BUSINESS:

Nil

4. APOLOGIES:

4.1 LEAVE OF ABSENCE - CR WALKER

THAT Cr Walker be granted leave of absence for today's meeting.

Moved Cr Bella Seconded Cr Williamson

CARRIED

5. CONFLICT OF INTEREST:

Nil


MIN/17.08.2016 FOLIO 39110

6. CONFIRMATION OF MINUTES:

6.1 CORPORATE SERVICES STANDING COMMITTEE MINUTES -

20 JULY 2016

THAT the Corporate Services Standing Committee Meeting Minutes

held on 20 July 2016 be adopted.

Moved Cr Paton Seconded Cr Bella

CARRIED

7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:

Nil

8. CORRESPONDENCE AND OFFICERS’ REPORTS:

8.1 ORGANISATIONAL SERVICES MONTHLY REVIEW (JULY 2016)

Author Director Organisational Services

Purpose

To keep Council/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.


MIN/17.08.2016 FOLIO 39111

Conclusion

Council/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 July 2016.

Cr Casey queried with the MRC turnover percentage currently sitting near 2% if any

exit interviews have been undertaken.

The Director of Organisational Services (DOS) advised there had been four (4)

contracts finished and three (3) staff members retiring during the month and these were

included in the turnover statistics. Turnover is tracked in terms of departure reasons and

any trends are investigated but evidence to date doesn’t suggest any concerns.

Cr Paton queried if the abandoned calls to the call centre were followed up with a call

back process or where they lost calls.

DOS advised there was no call back procedure in place for abandoned calls but if a

caller waiting in the queue chose to have Council call them back rather than continue to

wait they could chose this option. The average wait time in the queue was

approximately 14 seconds with the longest wait no more than a few minutes, and hence

there is confidence that those calls that go abandoned are not due to excessive wait

times on hold.

Cr Paton queried if the expected depreciation has been budgeted.

DOS advised there would be an impact in this year's financial statements but at this

stage it is too early to provide what this impact will be as the accounts are still being

finalised.

The CEO advised there was a change in the interpretations of an Accounting Standard

which came into effect on 1 July 2016 after Council's budget had been adopted and this

is the reason the depreciation figure has been impacted.

Cr Paton queried why the Stadium stairs required replacement given the venue was not

that old.

DOS advised the Contractor applied slurry/capping over the top of the steps to rectify

some issues and this work was passed as being compliant. Since then the applied

topping has degraded requiring repair which in this case involved a new set of stairs

being constructed over the old set. The northern set has been completed and certified

with the southern set to commence shortly.

Cr May queried if the Stadium construction was still within the defect period.


MIN/17.08.2016 FOLIO 39112

DOS advised the Stadium was outside the defect period.

Cr Paton queried if the vehicle washbays at the Mirani and Sarina depots were for

Council use only.

DOS advised the business case provided was for co-use of the washbays to assist with

recovery costs.

Cr May queried if the Property Service Building Maintenance requests could be broken

into what types of requests are received in future reports.

DOS advised the Property Services Building Maintenance Request graph will be

updated in future reports to show additional information.

Committee Resolution

THAT the Officer's Recommendation be adopted.


CARRIED

8.2 STRATEGIC FINANCIAL REPORT FOR THE MONTH OF JULY

2016


Purpose

To adopt Council’s Strategic Financial Report for the month of July 2016.


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.


Chief Executive Officer, Directors, Manager Financial Services


MIN/17.08.2016 FOLIO 39113


As this is the first month of the financial year no major variances have been identified.


Nil

Conclusion

Council is tracking favourably during July, noting this is the first month of 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.


THAT the attached Strategic Financial Report for the month of July 2016 be

adopted.



Moved Cr Bella Seconded Cr Williamson

CARRIED

8.3 ORGANISATIONAL SERVICES ANNUAL REVIEW 2015/16


Purpose

To update Council/Committee on Organisational Services activities throughout the

2015/16 financial year.


This report summarises the 2015/16 outcomes for Organisational Services activities.


MIN/17.08.2016 FOLIO 39114


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


NIL


NIL

Conclusion

Council/Committee is kept informed of activities within Organisational Services.


THAT the Corporate Services Standing Committee receives the Organisational

Services 2015/16 Annual Review.

Cr Paton queried if there was some procedure in place for driver education given the

118 motor vehicle claims lodged in the 2015-2016 year.

The Director of Organisation Services (DOS) advised when the vehicle incidents were

investigated it was determined that 'at fault' ratio was approximately 50/50. All vehicle

incidents are assessed and investigated where warranted. Post incident drug and

alcohol tests are part of the follow-up regime as outlined in our Drug and Alcohol

Policy. Employees that are involved in more than one incident are reported back to their

home program were they are followed-up. Defensive Driving is one of the course

offerings provided through our learning and development unit. Council also has an

annual ‘Take 5’ training in relation to vehicle operation.

DOS advised the Motor Vehicle Policy will be reviewed following these results to

educate the staff and reduce the number of claims going forward.

Cr Bella congratulated Council on the safety results achieved when compared to other

Group E Councils for the current year as well as last year.

Cr May queried how the review of Management Contracts for the Management Team,

Executive Managers and Directors was structured.

The CEO advised there are now two (2) different templates for the Management Team,

Executive Managers and Directors contracts which have been in place now for

approximately three (3) months. One is for an external staff member joining the


MIN/17.08.2016 FOLIO 39115

organisation and the other is used when an existing staff member's current contract is

due to be renewed.




CARRIED

8.4 LEASING AGREEMENT - PUBLIC SAFETY BUSINESS AGENCY

(PSBA)

Author NAS Partnership Manager

Purpose

To approve the Licence agreement for the Public Safety Business Agency (PSBA) to

access the Council owned communications tower at Mt Pleasant.


The PSBA acts on behalf of the Queensland Police Service (QPS), Queensland

Ambulance Service (QAS), State Emergency Service (SES), and the Queensland Fire

and Rescue Service (QFRS).

The emergency service agencies currently utilise the water tank and railings at the Mt

Pleasant reservoir site and are required to relocate their equipment to the purpose-built

communications tower at the same location. This requires Council entering into an

arrangement with the PSBA to enable these agencies to utilise dedicated capacity on

the tower and associated telecommunications hut facility.

A report was previously presented to the Corporate Services Committee Meeting of 20

July 2016 at which time it was resolved –


THAT Council approve in principal a lease with PSBA for use of the

abovementioned assets, incorporating a lease fee of $2,500 per annum.

Moved Cr Williamson Seconded Cr Bella


MIN/17.08.2016 FOLIO 39116

Whilst listed as a lease, the arrangement will be by way of a Licence, which in simple

terms will authorise the ability for PSBA to install antenna on the tower, and occupy

space within the existing telecommunications hut.

Post the meeting of 20 July, further discussions have been held with the PSBA who

have indicated acceptance of the proposal.

The ability to deal directly with the PSBA without tender or other process is allowed by

virtue of the provisions of the Local Government Regulation 2012, in particular section

236(1)(b)(i) – exemption for dealings with Government agencies, and section

236(1)(c)(vi) – exemption if use is for the purpose of a telecommunication tower.


Previous Council consideration at Corporate Services Committee Meeting of 20 July

2016.

Further consultation with the PSBA.


Licence income will be attributed to Program 6.01, Commercial Infrastructure

Management, under Water Other Revenue, job number 1.36029.1858 (rental income).

Conclusion

Following agreement from the PSBA it is recommended that entering into the Licence

be endorsed.


THAT the Committee resolves to apply the exemptions to tendering under

sections 236(1)(b)(i) and 236(1)(c)(vi) of the Local Government Regulation 2012.

FURTHER THAT the Committee approves the entering into of a Licence

agreement with the Public Safety Business Agency for utilisation of the existing

tower and communication hut at the Mt Pleasant Reservoir site, at a rate of

$2,500/annum plus GST for a term of five (5) years.




CARRIED


MIN/17.08.2016 FOLIO 39117

8.5 RENEWAL OF LEASE - EASTERN SWANS AUSTRALIAN RULES

FOOTBALL CLUB INC

File No 239851-532-SP

Author Manager Property Services

Purpose

To approve the renewal of Eastern Swans Australian Rules Football Club Inc lease for

an area of approximately 5.198ha being part of Lot 532 on SP239851, 55 Petrie Street

South Mackay.


Mackay Regional Council is the Trustee of Recreational Reserve R277 Lot 532 on

SP239851 situated at Petrie Street, South Mackay. This parcel of land forms part of the

South Mackay Sports Precinct.

The Club was established in February 1970 initially being known as the East Mackay

Demons Football Club. Due to the club not having their fields all games were played at

other grounds until 1982 when they took over the lease for the Petrie Street site from

the Mackay Australian Football League, who originally held the lease.

Since 1985 the Club has transformed the site by making extensive improvements to the

field and facilities with the addition of change rooms and the existing clubhouse. In

1987 the Club merged with Trend United to become East Mackay Australian Football

Club Inc T/A Eastern Swans.

The Club is a family friendly club with a very strong junior contingent and has also

introduced a women’s team in the competition. The Club participates in the junior,

senior, women’s and reserve leagues and has approximately 300 club members

including 25 life members.

The Club is currently in the process of applying for a grant to upgrade the facilities,

including a new clubhouse to include new change rooms to accommodate both male

and female players. Other projects include a new scoreboard and picket fence to the

oval.

According to Section 236 (1) (c) (iii) of the Local Government Regulation 2012, “a

local government may dispose of a valuable non-current asset other than by tender or

auction if – the disposal is for the purpose of renewing the lease of land to the existing

tenant of the land.” Therefore, Council is not required to re-tender this before leasing

the property.


MIN/17.08.2016 FOLIO 39118


Consultation has occurred between representatives of Eastern Swans Australian Rules

Football Club, Lease Officer – Property Services, and Council’s Sport & Recreation

Program.


All costs incurred in respect to the preparation and lodgement of the lease documents to

be borne by the Tenant.

The lease will be a standard ‘Trustee’ type lease inclusive of peppercorn rental of

$50.00 plus GST per annum and other like conditions.


The Club have occupied and maintained the Lease site for many years. Should the lease

not be renewed, both the community and region would not be able to benefit from the

opportunities that arise from such a group.

Conclusion

The renewal of the lease to Eastern Swans Australian Rules Football Club Inc who

have shown a long term commitment to the land, its infrastructure and the local

community is the most advantageous outcome to Council.

The trustee lease will be signed under delegation once finalised.


MIN/17.08.2016 FOLIO 39119


THAT the Committee resolves that an exemption applies under Section 236 (1)

(c) (iii) of the Local Government Regulation 2012, “a local government may

dispose of a valuable non-current asset other than by tender or auction if – the

disposal is for the purpose of renewing the lease of land to the existing tenant of

the land.”

FURTHER THAT the Committee approve a new lease for a term of ten (10)

years to Eastern Swans Australian Rules Football Club:

Over part of Lot 532 on SP239851 located at Petrie Street, South Mackay;

With such lease to commence from date of signing;

Be a standard ‘trustee’ type lease inclusive of peppercorn rental of $50.00

plus GST per annum and other like conditions;

In accordance with Section 236 (1) (b) (ii) of the Local Government

Regulation 2012 which permits the lease of land and property to not for

profit entities at below market rates; and

Be subject to the approval of the Department of Natural Resources and

Mines.



Moved Cr Williamson Seconded Cr Bella

CARRIED

8.6 PLANT REPLACEMENT - CONSULTATION WITH STAFF


Purpose

To update the Corporate Services Standing Committee on new internal procedures and

practice with regard to consultation undertaken with staff and plant operators (as key

subject matter experts) when procuring replacement items.


NIL


MIN/17.08.2016 FOLIO 39120


NIL


THAT the Corporate Services Standing Committee note the report.

Cr Bella congratulated the Director and his staff for preparing this report in a timely

manner and the updated process to fill the void felt by staff, by closing out the process

with staff it will ensure they feel included in the whole process.



Moved Cr Bella Seconded Cr Paton

CARRIED

9. TENDERS:

Nil

10. CONSIDERATION OF NOTIFIED MOTIONS:

Nil

11. PUBLIC PARTICIPATION:

Nil

12. LATE BUSINESS:

Cr Bella advised there have been two (2) house fires recently one (1) in the Sarina and

another in Koumala. The Sarina homeowners advised when they contacted the Sarina

Customer Service Centre to advice Council of their situation they received outstanding

customer service and the staff went above and beyond what was expected.

The CEO advised he had been in contact with the staff involved and thanked them on

behalf of Council for the assistance they provided to the residents.


MIN/17.08.2016 FOLIO 39121

13. CONFIDENTIAL REPORTS:

THAT the meeting be closed to the public in accordance with the Local

Government Act 2009 (Section 275 (1) of the Local Government Regulation

2012) to discuss matters relating to:-

Confidential Item Reason for Meeting Closure

Sale of Council Owned Land -

Community Consultation Required

Prior to Selling

(e) contracts proposed to be made by

Council


CARRIED

1.32 pm - The meeting be closed to the public.

THAT the meeting be reopened to the public.


CARRIED

1.42 pm - The meeting was reopened to the public.


MIN/17.08.2016 FOLIO 39122

13.1 SALE OF COUNCIL OWNED LAND - COMMUNITY

CONSULTATION REQUIRED PRIOR TO SELLING

Confidential


THAT Council proceed with the following action:

A. Commence negotiations with the adjoining property owner to Lot 16 on

RP732155 known as Michelle Crescent Park on Edmonds Street,

Bucasia to purchase an area of approximately of 146m2 (size of area yet

to be confirmed and subject to change) of such allotment.

B. The remaining area of Lot 16 on RP732155 to remain as Michelle

Crescent Park.

C. Tender to be let for the sale of Lot 31 on RP732121 known as 24

Heathwood Court, Hampden.


CARRIED


THAT a further report on options for Lot 548 on Ci4064 be prepared for

consideration by the Committee.


CARRIED

14. MEETING CLOSURE:

The meeting closed at 1.46 pm.

15. FOR INFORMATION ONLY:

Nil


MIN/17.08.2016 FOLIO 39123

Confirmed on Wednesday 21 September 2016

………………………………………

ACTING CHAIRPERSON - Cr Karen May


MIN/17.08.2016 FOLIO 39124

APPENDIX / ATTACHMENTS


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final minutes - mackay regional council · 2016-08-23 · final minutes corporate services standing...

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