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LITCHFIELD COUNCIL

BUSINESS PAPER ORDINARY MEETING AT THE COMPLETION OF THE THORAK REGIONAL

CEMETERY BOARD MEETING

THURSDAY 22ND JANUARY, 2015

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ORDINARY MEETING HELD AT THE COMPLETION OF THORAK REGIONAL CEMETERY BOARD MEETING THURSDAY 22nd JANUARY 2015

AT THE COUNCILS OFFICE, BEES CREEK ROAD, FREDS PASS

AGENDA: 1. OPENING OF MEETING: 2. CONFLICT OF INTEREST: 3. APOLOGIES AND LEAVE OF ABSENCE: 4. PUBLIC FORUM: 4.1 Presentation - Denise Lawungkurr Goodfellow 4.2 Community Issues - Petitions 4.3 General Public 5. ACCEPTING OR DECLINING LATE ITEMS: 6. NOTICE OF MOTION: 7. CONFIRMATION OF MINUTES: 7.1 Confirmation of the Minutes of the Ordinary Meeting held Page 5. Thursday 11th December, 2015. 8. BUSINESS ARISING FROM THE MINUTES: 9. CHIEF EXECUTIVE OFFICER’S REPORT: Nil 9.2 PA15/CF/011 AUSTRALIA DAY EVENT Page 23. 9.3 PW15/PSA/002: PROPOSAL TO AMEND NT PLANNING SCHEME Page 25.

PA 2014/0735 DARWIN REGIONAL LAND USE PLAN 2014

10. GOVERNANCE REPORT: Page 31. 10a POLICY AND ADMINISTRATION MATTERS: 10a.1 PA15/CSR/004: COMMON SEAL USAGE REPORT Page 33.

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PAGE 2. AGENDA ORDINARY MEETING THURSDAY 22ND JANUARY, 2015 10b PA15/LGANT/156 LGANT – CALL FOR LGANT NOMINATION TO THE Page 35.

NT WEEDS ADVISORY COMMITTEE: 10c PA15/LGANT/173 LGANT – CALL FOR POLICY AND ACTION Page 44.

MOTIONS TO BE AT THE GENERAL MEETING TO BE HELD IN TENNANT CREEK

10d PA15/AP/005: MEETING PROCEDURE Page 49. 11. PROJECT OFFICE REPORT: Page 61. 11.1 PW14/GD/043LI BERRY SPRINGS WASTE TRANSFER STATION Page 67. AFTER HOURS OPERATIONS 12. INFRASTRUCTURE AND PLANNING REPORT: Page 73. 12.1a Planning Report Page 74. 12.1b Works Report Page 77. 12.1c Property Report Page 79. 12.1d Mobile Works Force Report Page 80. 12.1e Waste Management Report Page 82. 12.2 PW15/RD/155 LOAD LIMITS ON COUNCIL’S ROAD NETWORK Page 83. 13. CORPORATE SERVICES REPORT: Page 86. 13.1 FR15/FIN/011: FINANCIAL REPORT - DECEMBER 2014 Page 87. 13.2 FR15/BR/002: FINANCIAL BUDGET REVIEW - DECEMBER 2014 Page 102. 13.3 BUSINESS ECONOMIC & DEVELOPMENT: Page 106. 13.4 FR15/ASS/103: TERRITORY PROUD Page 110. TERRITORY JAZZ n BLUES FESTIVAL 13.5 RECREATION RESERVES 13.5a FR15/RG/091: TEMPORARY ABLUTION SOLUTIONS Page 113.

FOR THE COOLALINGA MARKETS AT THE FRED'S PASS RESERVE

14. REGULATORY SERVICES REPORT: Page 115.

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PAGE 3. AGENDA ORDINARY MEETING THURSDAY 22ND JANUARY, 2015 15. MAYORS AND ELECTED MEMBERS REPORT: 15a Mayors Report - DECEMBER 2014 Nil 15b PA15/WR1/001 North Ward – Deputy Mayor/Councillor Mathew Salter 15c PA15/WR3/001 East Ward – Councillor Mike Bowman 15d PA15/WR4/001 South Ward – Councillor Vic Statham 15e PA15/WR2/001 Central Ward – Councillor Judy Cole 16. URGENT GENERAL BUSINESS: 17. QUESTIONS FROM THE PUBLIC GALLERY: 18. CONFIDENTIAL MATTERS: Nil ADJOURNMENT OF PUBLIC MEETING: (For Confidential Matters) That pursuant to Section 65 (2) of the Local Government Act and Regulation 8 of the Local Government (Administration Regulations) the meeting is closed to the public to consider the Confidential Items of the Agenda. 19. NEXT MEETING THURSDAY 19TH FEBRUARY, 2015

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CEO REPORT DECEMBER 2014

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PA15/CF/011 AUSTRALIA DAY EVENT MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: NO

BACKGROUND: The Council in conjunction with community volunteer groups have been working on the 2015 Australia Day Event. Litchfield Council staff have been requested to coordinate the 2015 Australia Day Event at Freds Pass Reserve with an approved budget of $9,000. The Council has completed a review of the council resources required to coordinate the Australia Day Event and is requesting a budget amendment to address the shortfall. The budget shortfall is required to recognize the costs of internal council staff and resources that were not recognized in the original budget submissions. Revised Project Budget for the 2015 Australia Day Preparations are:- Income: Grant from Australia Day Council NT $ 1,000.00 Budget from Council 2014 - 2015 $ 9,000.00 $10,000.00 Expenses: Entertainment, prizes, hire equipment food & beverages $ 10,000.00 Budget for Council staff members to co-ordinate $ 27,406.00 Total $ 37,406.00 FINANCIAL IMPLICATIONS: Budget supplement requested STRATEGIC PLAN IMPLICATIONS:

4.1.1 Engage with the community to investigate their expectation of living in the Municipality and what role they want Council to fill in sustaining it.

4.1.2 Seek strategic partnerships with agencies to support current and future community

programs.

LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil

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PUBLIC RELATIONS IMPLICATIONS: By providing a community event to celebration Australia Day this leaves Council in good light, promotion of the event raising Councils profile. COMMUNITY SAFETY IMPLICATIONS: Addressed in Risk Assessment RISK ASSESSMENT: Risk assessments are performed annually prior to the event being held. Any identified hazards are removed, repaired or flagged off. RECOMMENDATION: The Council recommends additional budget funding of $27,500.00 from the contingency reserve for the Australia Day Event.

ACTION OFFICER: Iian Wilson Chief Executive Officer

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PW15/PSA/002: PROPOSAL TO AMEND NT PLANNING SCHEME PA 2014/0735 DARWIN REGIONAL LAND USE PLAN 2014

MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: YES

BACKGROUND: On the December 10, 2014 the elected members discussed the Darwin Regional Land Use Plan 2014 and provided the CEO with feedback to inform a written response to the NT Government and the Planning Commission. The council planning and infrastructure staff also provided input into the Darwin Regional Land Use Plan 2014 that was also used to develop the Council responses to the plan. It was noted that some of the key issues raised by both the elected members and the staff would become the details contained in the Litchfield Area Municipal Plan or Sub Regional Area Plan, and the Council responses should address the key strategic planning principles of the Darwin land Use Plan. The Council response also reaffirms its desire to be fully involved in any future detailed land use planning for the Litchfield area, and that the Council was interested in collaboration with the NT Government and the Planning Commission, to ensure a sustainable and viable outcome for the community. FINANCIAL IMPLICATIONS: NIL STRATEGIC PLAN IMPLICATIONS: The Litchfield Council has expressed its desire to work collaboratively with the NT Government and the Planning Commission in developing a Litchfield Area Municipal Plan or Sub Regional Area Plan. The Council has identified that the area plan is the highest priority project LEGAL IMPLICATIONS: NIL ENVIRONMENTAL IMPLICATIONS: Unknown

PUBLIC RELATIONS IMPLICATIONS: NIL COMMUNITY SAFETY IMPLICATIONS: NIL RISK ASSESSMENT: N/A RECOMMENDATION: Noting Only

ACTION OFFICER: Iian Wilson

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GOVERNANCE REPORT DECEMBER 2014

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GOVERNANCE REPORT MANAGEMENT REPORT TO COUNCIL Meeting: THURSDAY 22 JANUARY 2015 Presenter: Derrick Tranter, Governance Manager Purpose and background The purpose of this report is to present the most recent issues for Council to note and/or action.

Key issues 1. Common Seal Report; presented for noting (PA14/CSR/004)

The Common Seal was not utilised since the last meeting.

2. The Audit and Risk Management Committee will next meet in February to review the Strategic Risk Register and Terms of Reference of the committee

3. Register of Interest forms completed by elected members

Recommendation from Management That Council notes the Key Issue listed.

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PA15/CSR/004: COMMON SEAL USAGE REPORT MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: At the Council meeting dated 14 November 2013 it was resolved that Council approves the Policy for the use of the Common Seal pursuant to section 26 (2). In additional a report would be provided at each meeting regarding the use of the common seal. KEY ISSUE: The attached report indicates the use of the common seal since the last ordinary meeting. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council note the Nil report attached ACTION OFFICER: MANAGER: Derrick Tranter Iian Wilson Governance Manager Chief Executive Officer

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PA15/LGANT/156 LGANT – CALL FOR LGANT NOMINATION TO THE NT WEEDS ADVISORY COMMITTEE: MEETING DATE: THURSDAY 22ND JANUARY 2014 MEETING TYPE: ORDINARY FILE REF: LGANT ATTACHMENTS: YES BACKGROUND: Councils have received correspondence from LGANT calling for nominations for a LGANT representative to the NT Weeds Advisory Committee. CURRENT SITUATION: This is a Ministerial Committee and nominations received will be forwarded for the Minister for his consideration. Information has been provided in separate attachments in relation for Member’s profile, Procedures for LGANT Representatives and Outside Committee reporting template for Councillors information and consideration in making a nomination. Nominations are to be with LGANT by the 23rd January 2015 so they can be included in the Executive Meeting on 7th February 2015. Before nominating LGANT has stressed that Councillors should note that given the technical nature of the Committee, work skill and experience in the weeds are would be necessary for persons to nominate. FINANCIAL IMPLICATIONS Nil STRATEGIC PLAN IMPLICATIONS 1.5 Partnerships with government agencies, other councils and the private sector. LEGAL IMPLICATIONS Nil ENVIRONMENTAL IMPLICATIONS PUBLIC RELATIONS IMPLICATIONS Nil COMMUNITY SAFETY IMPLICATIONS Nil RECOMMENDATION: That should a Councillor wish to nominate for this Committee that they advise on the night. ACTION OFFICER: MANAGER: Marlene Watt Iian Wilson Council Secretary Chief Executive Officer

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<INSERT COMMITTEE NAME>

<INSERT FINANCIAL YEAR> REPORT

LGANT REPRESENTATIVE: <INSERT REPRESENTATIVE>

Membership

The current Committee comprises

The Committee is chaired by

Business

The main business of the Committee during the year was to:

;

;

;

.

Future Focus

Further Information

Contact:

Tel:

Email:

Website:

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PA15/LGANT/173 LGANT – CALL FOR POLICY AND ACTION MOTIONS TO BE AT THE GENERAL MEETING TO BE HELD IN TENNANT CREEK ON THE 16TH AND 17TH APRIL 2015 MEETING DATE: THURSDAY 22ND JANUARY 2014 MEETING TYPE: ORDINARY FILE REF: LGANT ATTACHMENTS: YES BACKGROUND: Councils have received correspondence from LGANT calling for Policy and Action Motions to be put forward at the General Meeting to be held in Tennant Creek on 16th and 17th April, 2015. CURRENT SITUATION: LGANT has provided a document (attached) to be used as a template for member council to submit motions to LGANT on issues so they can be considered for adoption at LGANT policy or as action for LGANT to do at either the April or November General meetings or monthly Executive meetings. LGANT will research and assess each policy or action proposal for consideration. The completed template must be received no later than 5th March, 2015. FINANCIAL IMPLICATIONS Nil STRATEGIC PLAN IMPLICATIONS 1.5 Partnerships with government agencies, other councils and the private sector. LEGAL IMPLICATIONS Nil ENVIRONMENTAL IMPLICATIONS PUBLIC RELATIONS IMPLICATIONS Nil COMMUNITY SAFETY IMPLICATIONS Nil RECOMMENDATION: Should Council wish to put forward a Policy and/or Action Motion that Councillors give consideration and provided the requested information to the Chief Executive Officer for inclusion in the Ordinary Agenda of 19th February 2015 for discussion. ACTION OFFICER: MANAGER: Marlene Watt Iian Wilson Council Secretary Chief Executive Officer

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<INSERT COMMITTEE NAME>

<INSERT FINANCIAL YEAR> REPORT

LGANT REPRESENTATIVE: <INSERT REPRESENTATIVE>

Membership

The current Committee comprises

The Committee is chaired by

Business

The main business of the Committee during the year was to:

;

;

;

.

Future Focus

Further Information

Contact:

Tel:

Email:

Website:

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PA15/AP/005: MEETING PROCEDURE MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: Arising from the Council Meeting held on 11 December 2014 the Mayor advised that there would be changes in the future regarding the procedure for Public Forum. Research has been undertaken in relation to a number of Municipal Councils that have similar meeting processes, with the draft Meeting Procedures (attached) developed for consideration by Council for approval. KEY ISSUES: To review the draft producers and approve for inclusion as a policy of Council FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATONS: Nil RECOMMENDATION: That Council review the draft procedure and approve. ACTION OFFICER: MANAGER: Derrick Tranter Iian Wilson Governance Manager Chief Executive Officer

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POLICY TITLE:

POLICY NUMBER: LC

CATEGORY:

CLASSIFICATION:

STRATEGIC PLAN REFERENCE: 1 Effective leadership and governance

CORPORATE GOVERNANCE AND PERFORMANCE :Provide systems of council governance and service delivery that are financially sustainable, accountable, equitable and efficient

STATUS: Approved Council Resolution:

Date Approved:

Approved By:

Date for review:

Date Approved:

Approved By:

Date for review:

Date Approved:

Approved By:

Date for review:

Date Approved:

Approved By:

Date for review:

2. Guiding Principles

The following principles (the Guiding Principles) should be applied with respect to the procedures to be observed at a meeting of a council or a council committee:

(a) procedures should be fair and contribute to open, transparent and informed decision-making;

(b) procedures should encourage appropriate community participation in the affairs of the council;

(c) procedures should reflect levels of formality appropriate to the nature and scope of responsibilities exercised at the meeting;

(d) procedures should be sufficiently certain to give the community and decision-makers confidence in the deliberations undertaken at the meeting.

3. Prescribed procedures

1 Commencement of meetings and quorums

(1) A meeting will commence as soon after the time specified in the notice of meeting as a quorum is present.

(2) If the number of apologies received by the chief executive officer indicates that a quorum will not be present at a meeting, the chief executive officer may adjourn the meeting to a specified day and time.

(3) If at the expiration of 30 minutes from the time specified in the notice of meeting as the time of commencement a quorum is not present, the presiding member or, in the absence of a presiding member, the chief executive officer, will adjourn the meeting to a specified day and time.

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(4) If a meeting is adjourned for want of a quorum, the chief executive officer will record in the minute book the reason for the adjournment, the names of any members present, and the date and time to which the meeting is adjourned.

(5) If a meeting is adjourned to another day, the chief executive officer must—

(a) give notice of the adjourned meeting to each member setting out the date, time and place of the meeting; and

(b) give notice of the adjourned meeting to the public by causing a notice setting out the date, time and place of the meeting to be placed on display at the principal office of the council.

2 Minutes

(1) The minutes of the proceedings at a meeting must be submitted for confirmation at the next meeting or, if that is omitted, at a subsequent meeting.

(2) No discussion on the minutes may occur before confirmation, except as to the accuracy of the minutes as a record of proceedings.

(3) On the confirmation of the minutes, the presiding member will—

(a) initial each page of the minutes, which pages are to be consecutively numbered; and

(b) place his or her signature and the date of confirmation at the foot of the last page of the minutes.

(4) The minutes of the proceedings of a meeting must include—

(a) the names of the members present at the meeting; and

(b) in relation to each member present—

(i) the time at which the person entered or left the meeting; and

(ii) unless the person is present for the whole meeting, the point in the proceedings at which the person entered or left the meeting; and

(c) each motion or amendment, and the names of the mover and seconder; and

(d) any variation, alteration or withdrawal of a motion or amendment; and

(e) whether a motion or amendment is carried or lost; and

(f) any disclosure of interest made by a member; and

(g) an account of any personal explanation given by a member; and

(h) details of the making of an order under subsection (2) of section 90 of the Act (see subsection (7) of that section); and

(i) a note of the making of an order under subsection (7) of section 91 of the Act in accordance with the requirements of subsection (9) of that section; and

(j) details of any adjournment of business; and

(k) a record of any request for documents to be tabled at the meeting; and

(l) a record of any documents tabled at the meeting; and

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(m) a description of any oral briefing given to the meeting on a matter of council business; and

(n) any other matter required to be included in the minutes by or under the Act or any regulation.

3 Questions

(1) A member may ask a question on notice by giving the chief executive officer written notice of the question at least 5 clear days before the date of the meeting at which the question is to be asked.

(2) If notice of a question is given under subregulation (1)

(a) the chief executive officer must ensure that the question is placed on the agenda for the meeting at which the question is to be asked; and

(b) the question and the reply must be entered in the minutes of the relevant meeting.

(3) A member may ask a question without notice at a meeting.

(4) The presiding member may allow the reply to a question without notice to be given at the next meeting.

(5) A question without notice and the reply will not be entered in the minutes of the relevant meeting unless the members present at the meeting resolve that an entry should be made.

(6) The presiding member may rule that a question with or without notice not be answered if the presiding member considers that the question is vague, irrelevant, insulting or improper.

4 Petitions

(1) A petition to the council must—

(a) be legibly written or typed or printed; and

(b) clearly set out the request or submission of the petitioners; and

(c) include the name and address of each person who signed or endorsed the petition; and

(d) be addressed to the council and delivered to the principal office of the council.

(2) If a petition is received under subregulation (1), the chief executive officer must ensure that the petition or, if the council has so determined as a policy of the council, a statement as to the nature of the request or submission and the number of signatures or the number of persons endorsing the petition, is placed on the agenda for the next ordinary meeting of the council or, if so provided by a policy of the council, a committee of the council.

(3) Subregulation (2) may be varied at the discretion of the council pursuant to regulation 6.

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5 Deputations

(1) A person or persons wishing to appear as a deputation at a meeting must deliver (to the principal office of the council) a written request to the council.

(2) The chief executive officer must transmit a request received under subregulation (1) to the presiding member.

(3) The presiding member may refuse to allow the deputation to appear at a meeting.

(4) The chief executive officer must take reasonable steps to ensure that the person or persons who requested a deputation are informed of the outcome of the request.

(5) If the presiding member refuses to allow a deputation to appear at a meeting, the presiding member must report the decision to the next meeting of the council or council committee (as the case may be).

(6) The council or council committee may resolve to allow a deputation to appear despite a contrary ruling by the presiding member.

(7) A council may refer the hearing of a deputation to a council committee

6 Motions

(1) A member may bring forward any business in the form of a written notice of motion.

(2) The notice of motion must be given to the chief executive officer at least 5 clear days before the date of the meeting at which the motion is to be moved.

(3) A motion the effect of which, if carried, would be to revoke or amend a resolution passed since the last general election of the council must be brought by written notice of motion.

(4) If a motion under subregulation (3) is lost, a motion to the same effect cannot be brought—

(a) until after the expiration of 12 months; or

(b) until after the next general election,

whichever is the sooner.

(5) Subject to the Act and these regulations, a member may also bring forward any business by way of a motion without notice.

(6) The presiding member may refuse to accept a motion without notice if, after taking into account the Guiding Principles, he or she considers that the motion should be dealt with by way of a written notice of motion.

(7) The presiding member may refuse to accept a motion if the subject matter is, in his or her opinion, beyond the power of the council or council committee (as the case may be).

(8) A motion will lapse if it is not seconded at the appropriate time.

(9) A member moving or seconding a motion will speak to the motion at the time of moving or seconding the motion.

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(10) A member may only speak once to a motion except—

(a) to provide an explanation in regard to a material part of his or her speech, but not so as to introduce any new matter; or

(b) with leave of the meeting; or

(c) as the mover in reply.

(11) A member who has spoken to a motion may not at a later stage of the debate move or second an amendment to the motion.

(12) A member who has not spoken in the debate on a question may move a formal motion.

(13) A formal motion must be in the form of a motion set out in subregulation (14) (and no other formal motion to a different effect will be recognised).

(14) If the formal motion is—

(a) that the meeting proceed to the next business, then the effect of the motion, if successful, is, in the case of an amendment, that the amendment lapses and the meeting proceeds with the consideration of the motion before the meeting without further reference to the amendment and, in the case of a motion, that the motion lapses and the meeting proceeds to the next item of business; or

(b) that the question be put, then the effect of the motion, if successful, is that debate is terminated and the question put to the vote by the presiding member without further debate; or

(c) that the question lie on the table, then the effect of the motion, if successful, is that the meeting immediately moves to the next item of business and the question can then only be retrieved at a later time by resolution (and, if so retrieved, debate is then resumed at the point of interruption); or

(d) that the question be adjourned, then the effect of the motion, if successful, is that the question is disposed of for the time being but debate can be resumed at the later time (at the point of interruption); or

(e) that the meeting be adjourned, then the effect of the motion, if successful, is that the meeting is brought to an end immediately without the consideration of further business.

(15) If seconded, a formal motion takes precedence and will be put by the presiding member without discussion unless the motion is for an adjournment (in which case discussion may occur (but only occur) on the details for resumption).

(16) A formal motion does not constitute an amendment to a substantive motion.

(17) If a formal motion is lost—

(a) the meeting will be resumed at the point at which it was interrupted; and

(b) if the formal motion was put during debate (and not at the end of debate) on a question, then a similar formal motion (ie a motion to the same effect) cannot be put until at least 1 member has spoken on the question.

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(18) A formal motion for adjournment must include the reason for the adjournment and the details for resumption.

(19) Any question that lies on the table as a result of a successful formal motion under subregulation (14)(c) lapses at the next general election.

(20) The chief executive officer must report on each question that lapses under subregulation (19) to the council at the first ordinary meeting of the council after the general election.

(21) Subregulations (9), (10) and (11) may be varied at the discretion of the council pursuant to regulation 6.

7 Amendments to motions

(1) A member who has not spoken to a motion at an earlier stage of the debate may move or second an amendment to the motion.

(2) An amendment will lapse if it is not seconded at the appropriate time.

(3) A person who moves or seconds an amendment (and, if he or she chooses to do so, speaks to the amendment) will, in so doing, be taken to have spoken to the motion to which the amendment relates.

(4) If an amendment is lost, only 1 further amendment may be moved to the original motion.

(5) If an amendment is carried, only 1 further amendment may be moved to the original motion.

(6) Subregulations (1), (3), (4) and (5) may be varied at the discretion of the council pursuant to regulation 6.

8 Variations etc

(1) The mover of a motion or amendment may, with the consent of the seconder, request leave of the meeting to vary, alter or withdraw the motion or amendment.

(2) The presiding member must immediately put the question for leave to be granted and no debate will be allowed on that question

9 Addresses by members etc

(1) A member must not speak for longer than 5 minutes at any 1 time without leave of the meeting.

(2) A member may, with leave of the meeting, raise a matter of urgency.

(3) A member may, with leave of the meeting, make a personal explanation.

(4) The subject matter of a personal explanation may not be debated.

(5) The contribution of a member must be relevant to the subject matter of the debate.

(6) Subregulations (1) and (2) may be varied at the discretion of the council pursuant to regulation 6

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10 Voting

(1) The presiding member, or any other member, may ask the chief executive officer to read out a motion before a vote is taken.

(2) The presiding member will, in taking a vote, ask for the votes of those members in favour of the question and then for the votes of those members against the question (and may do so as often as is necessary to enable him or her to determine the result of the voting), and will then declare the outcome.

(3) A person who is not in his or her seat is not permitted to vote.

(4) Subregulation (3)—

(a) may be varied at the discretion of the council pursuant to regulation 6; and

(b) does not apply in relation to a member participating in a council committee meeting by telephone or electronic means approved in accordance with procedures determined by the council or council committee for the purposes of section 89 of the Act.

11 Divisions

(1) A division will be taken at the request of a member. (2) If a division is called for, it must be taken immediately and the previous decision of

the presiding member as to whether the motion was carried or lost is set aside. (3) The division will be taken as follows:

a. the members voting in the affirmative will, until the vote is recorded, stand in their places;

b. the members voting in the negative will, until the vote is recorded, sit in their seats;

c. the presiding member will count the number of votes and then declare the outcome.

(4) The chief executive officer will record in the minutes the names of members who voted in the affirmative and the names of the members who voted in the negative (in addition to the result of the vote).

(5) Subregulation (3) may be varied at the discretion of the council pursuant to regulation 6.

12 Tabling of information

(1) A member may require the chief executive officer to table any documents of the council relating to a motion that is before a meeting (and the chief executive officer must then table the documents within a reasonable time, or at a time determined by the presiding member after taking into account the wishes of the meeting, and if the member who has required the tabling indicates that he or she is unwilling to vote on the motion until the documents are tabled, then the matter must not be put to the vote until the documents are tabled).

(2) The chief executive officer may, in tabling a document, indicate that in his or her opinion consideration should be given to dealing with the document on a confidential basis under the Act.

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13 Adjourned business

(1) If a formal motion for a substantive motion to be adjourned is carried—

(a) the adjournment may either be to a later hour of the same day, to another day, or to another place; and

(b) the debate will, on resumption, continue from the point at which it was adjourned.

(2) If debate is interrupted for want of a quorum and the meeting is then adjourned, the debate will, on resumption, continue from the point at which it was interrupted.

(3) Business adjourned from a previous meeting must be dealt with before any new business at a subsequent meeting.

(4) The provisions of this regulation may be varied at the discretion of the council pursuant to regulation 6.

14 Short-term suspension of proceedings

(1) If the presiding member considers that the conduct of a meeting would benefit from suspending the operation of all or some of the provisions of this Division for a period of time in order to allow or facilitate informal discussions, the presiding member may, with the approval of at least two-thirds of the members present at the meeting, suspend the operation of this Division (or any part of this Division) for a period determined by the presiding member.

(2) The Guiding Principles must be taken into account when considering whether to act under subregulation (1).

(3) If a suspension occurs under subregulation (1)—

(a) a note of the suspension, including the reasons for and period of suspension, must be entered in the minutes; and

(b) the meeting may proceed provided that a quorum is maintained but, during the period of suspension—

(i) the provisions of the Act must continue to be observed1; and

(ii) no act or discussion will have any status or significance under the provisions which have been suspended; and

(iii) no motion may be moved, seconded, amended or voted on, other than a motion that the period of suspension should be brought to an end; and

(c) the period of suspension should be limited to achieving the purpose for which it was declared; and

(d) the period of suspension will come to an end if—

(i) the presiding member determines that the period should be brought to an end; or

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(ii) at least two-thirds of the members present at the meeting resolve that the period should be brought to an end

15 Chief executive officer may submit report recommending revocation or amendment of council decision

(1) The chief executive officer may submit a report to the council recommending the revocation or amendment of a resolution passed since the last general election of the council.

(2) The chief executive officer must ensure that the report is placed on the agenda for the meeting at which the report is to be considered.

(3) The provisions of this regulation may be varied at the discretion of the council pursuant to regulation 6

16 Interruption of meetings by members

(1) A member of a council or council committee must not, while at a meeting—

(a) behave in an improper or disorderly manner; or

(b) cause an interruption or interrupt another member who is speaking.

(2) Subregulation (1)(b) does not apply to a member who is—

(a) objecting to words used by a member who is speaking; or

(b) calling attention to a point of order; or

(c) calling attention to want of a quorum.

(3) If the presiding member considers that a member may have acted in contravention of subregulation (1), the member must be allowed to make a personal explanation.

(4) Subject to complying with subregulation (3), the relevant member must leave the meeting while the matter is considered by the meeting.

(5) If the remaining members resolve that a contravention of subregulation (1) has occurred, those members may, by resolution—

(a) censure the member; or

(b) suspend the member for a part, or for the remainder, of the meeting.

(6) A member who—

(a) refuses to leave a meeting in contravention of subregulation (4); or

(b) enters a meeting in contravention of a suspension under subregulation (5),is guilty of an offence.

17 Interruption of meetings by others

A member of the public who is present at a meeting of a council or council committee must not—

(a) behave in a disorderly manner; or

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(b) cause an interruption. 18 Public Question Time

a) A Public Question Time will be held at each Ordinary Council Meeting.

b) Public Question Time will have a maximum of thirty (30) minutes duration.

c) A question will be in the hands of the Chief Executive Officer by 12.00 noon on the last working day prior to the Ordinary Meeting at which the question is to be asked.

d) Questions will be forwarded upon receipt to the relevant department head for

preparation of a response, and returned to the Chief Executive Officer no later than 10.00 am on the day of the meeting.

e) Copies of questions and answers will be delivered to the relevant committee

chairperson or Mayor prior to the commencement of the meeting.

f) All questions will be read by the Chief Executive Officer and directed to the Mayor who may answer the question or may direct the Chief Executive Officer to answer, depending on the nature of the question.

g) The Mayor may allow questions without notice from the public during the Public Question Time who may answer the question or may direct the Chief Executive Officer to answer, depending on the nature of the question.

h) The Chief Executive Officer may refuse to accept a question for the purpose of Public

Question Time if the question is in the same nature as a matter to be discussed at the meeting that night and in the opinion of the Chief Executive Officer,

Council's consideration of the matter may be prejudiced,

the questioner has submitted the same or a substantially similar question (in meaning or content) to one that he/she has asked and received a reply to in the previous three months,

the question pertains to a matter prescribed as confidential,

the question is in the nature of an administrative query, and the Chief Executive Officer considers it appropriate to respond administratively.

for any reason, the Chief Executive Officer deems the question to be inappropriate for answering.

In instances where the Chief Executive Officer refuses to accept a question for the purpose of Public Question Time, the questioner will be advised of the reasons for such action.

The Mayor may refer the question to the relevant committee to include the question as an item for discussion at the next relevant committee meeting if a satisfactory answer cannot be provided at the Ordinary Meeting.

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All persons submitting questions will be entitled to have one question only answered until all other persons submitting questions have had one question answered.

Additional questions may be permitted but always so as to maintain equality amongst questioners as to number of questions answered where more than one question is asked by more than one person.

Upon the answer being provided, the questioner will be given a brief period in which to seek clarification on any points raised in the answer.

Public questions may be lodged with Council by facsimile machine, email or letter.

The person asking the question must be in attendance at Public Question Time for the question to be read out and for the answer to be given at the Ordinary Meeting otherwise the answer will be tabled as information and forwarded to the questioner by mail.

5. POLICY REVIEW

This policy is to be revised within 2 months of the next Local Government elections REFERENCES:

Policy Number:

Policy Owner:

Endorsed by:

Final Approval:

Date Approved:

Revision Date:

Amendments:

Related Policies:

Related Publications:

CONTACT PERSON: Contact Person Derrick Tranter Position Governance Manager Extension 631 Email Address derrick.tranter@lc.nt.gov.au

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PROJECT OFFICE REPORT DECEMBER 2014

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PW14/POR/010 PROJECT OFFICE REPORT Project Development All projects under development are listed on the attached pages, titled:, Projects in Priority Order, Spade Ready Projects and Completed Projects The Project Office continued with developing several projects during the last month as detailed below. Blackspot 20142015, Girraween Road Anglesey Road Roundabout The Department of Transport requested additional information regarding the selection of the roundabout treatment for the Girraween Road, Anglesey Road intersection. The additional information was provided. We are currently preparing Tender documents for the power line relocation and Council will soon commence community consultation phase regarding the planned roundabout construction. Blackspot signs will be installed on the approaches to the intersection following supply. Domestic Waste and Comingle Recyclable Materials Roadside Collection Community consultation will commence soon. Tenders

Tender RFT 120 Mulching of green and timber waste at Waste Transfer Stations, closes on the 3 February 2015.

Tender RFT 119 Maintenance of existing roads and associated works, closed on the 15 January 2015.

Tender RFT 121 Construction of culverts and associated concrete drainage structures, closes on the 15 January 2015.

Humpty Doo Waste Transfer Station Supplied the transportable lunch room and currently finalising the supply of a transportable toilet. Community Transport Services & Shelters Council has commenced a project to investigate the current levels of community transport provided for the public and for school children. This project is the result of recent inquiry regarding services from several ratepayers regarding bus services and bus shelters. The project scope will be to complete a review of the existing bus services and identify gaps in services through consultation with schools and the community. The project will also review bus shelters in the Council area. The project information will be provided to Council for decision and information on services and any needs that can be addressed. Finn Road Project The Department of Transport Is considering proposing a joint project with Litchfield Council, Extractive Industries Association and the Department to investigate a reconstruction design for Finn Road. The Department of Transport has proposed to contact the three stakeholder groups for its support for the design.

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PW14/GD/043LI BERRY SPRINGS WASTE TRANSFER STATION - AFTER HOURS OPERATIONS MEETING DATE: 22 JANUARY 2015 MEETING TYPE: ORDINARY MEETING FILE REF: ORDINARY MEETING 20TH NOVEMBER 2014 ATTACHMENTS: PHOTOGRAPHS

BACKGROUND: Berry Springs Waste Transfer Station is currently open 24 hours per day 7 days per week. The Berry Springs Transfer Station is only attended by an operator 40 hours per week. The Council operational staff has noted that when the station is unattended, members of the public are consistently dumping unacceptable waste materials on the site. These materials include asbestos pipes, chemicals, tractor tyres, building site waste and trade waste from commercial tradesmen. Domestic waste is often placed on the hard stand which is often spread by wind. Recently an earthmoving contractor was caught dumping 45 tonne of material at Humpty Doo. This would have cost Council $7000 to dispose of at Shoal Bay.

The Waste Transfer Station opening hours were reduced to 7am to 7pm during November (11 Nov – 12 Dec). During this trial period, dumping of rubbish on scrub land outside of the transfer station occurred in particular Bags of rubbish placed at gate - this was not an issue the last week of the trial.

2 car bodies directly south of the Transfer Station adjacent to a track that leads to the

Transfer Station –this would have occurred anyway as access was available through the rear

of the Transfer Station.

Domestic rubbish and builders rubbish in scrub land adjacent to Southport - this is now

considered that it would occur anyway.

The concern that dumping in scrub land may escalate – this is unknown

The Transfer Station was returned to 24 hour access on 12 December 2014. Since reopening to 24 hours per day, the following dumping issues have occurred (photographs attached):

Domestic waste dumped on the apron in front of the bin, wind and animals spread the

rubbish. This often takes the operator 1-2 hours to tidy

The public fully opening lids on the four recycle bins allowing rain to enter and form leachate

that contaminates the bin contents

200 litre drums at rear of Transfer Station

Steel placed in the cardboard bin

Washer, fridge placed in Domestic Waste Bin

Builders rubbish tipped onto adjacent flat area

Asbestos pipes dropped onto adjacent flat area

Tradesmen dumped electrical fluro fittings into Domestic Waste Bin

Tractor tyres dumped onto adjacent flat area

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Cyclone fence and posts with concrete bases

Ute tray dumped on to adjacent flat area

Cars dumped on to adjacent flat area

People climbing into the Domestic Waste Bin and Comingle Bins at night with a torch.

CURRENT SITUATION: The following three alternative solutions are considered as follows:- Option 1 Retain existing 24 hour operation, staff 40 hours per week and install 2 solar

street type lights and motion sensing camera, and fine residents that dispose of unacceptable materials, estimated cost $32,000.

Option 2 Reinstate restricted open hours 7am – 6pm, staff 77 hours per week and provide staff facilities, transportable, power, water etc, estimated additional cost $224,000 first year, $86, 000 subsequent years.

Option 3 Reinstate restricted open hours 7am – 6pm; staff 40 hours per week, and install 2 motion sensing cameras to monitor the station while the operator is not on-site. estimated cost $32,000.

Option 1: This option proposes to use high definition CCTV digital cameras to identify offending residents/tradesmen who disposal of hazardous and unapproved materials. In addition, bad behavior including climbing into a waste bins after hours, damaging equipment and removing materials from site, may be reduced with the use of solar powered lighting and CCTV cameras. Option 2: restricting of Opening Hours 7am – 6pm, to provide the same level of service provided at Howard Springs and Humpty Doo Transfer Stations. This option will require the installation of staff facilities, transportable, power, water etc, estimated additional cost $224,000 first year, $86, 000 subsequent years. Option 3: restricting open hours 7am – 6pm, and continue to staff 40 hours per week appears to be the most practical nil additional cost solution, but may cause concern with some residents. However, during the restricted hours November trial, only two complaints were received, one withdrew the complaint when the reasons were explained and the other remained dissatisfied. FINANCIAL IMPLICATIONS: Option 1 Open 24 hours per day, staff 40 hours per week, solar lights, cameras and

fines. Estimated Cost $32,000. Option 2 Restricted Operational Hours 7am – 6pm, staff 77 hours per week, facilities.

Estimated Cost $224,000 first year, $86,000 subsequent years. Option 3 Restricted Operational Hours 7am – 6pm, staff 40 hours per week. Install 2

cameras, estimated cost $20,000. STRATEGIC PLAN IMPLICATIONS:

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Efficient Service Delivery and provision of core services. LEGAL IMPLICATIONS: Utilising the Waste Transfer Station facilities after hours is at a greater risk to the public and Council. There is significant risk of injury which may result in a liability compensation claim. ENVIRONMENTAL IMPLICATIONS: Disposal of asbestos pipes, chemical containers, tyres and batteries is not acceptable. Council can be fined by the EPA for receipt of such items. PUBLIC RELATIONS IMPLICATIONS: Option 1 will improve the public safety of the facility and possible address the illegal dumping of waste materials with no impact on hours of operation. Option 2 and Option 3 will result in negative responses from the community, based on the recent experiences when the waste transfer station was closed before Christmas. Council resolved to reopen the waste transfer station at Berry Springs due to public requests and the amount of illegal dumping occurring in the immediate bush land COMMUNITY SAFETY IMPLICATONS: Utilising the Waste Transfer Station facilities after hours without lighting and controls or supervision represents an extreme risk to the community public and Council.

1. The likelihood and consequence of injury to the public is high or critical and the treatment is to develop a detailed risk mitigation plan.

RECOMMENDATION: That Council approves the installation of two solar motion sensor cameras and solar powered lighting at an estimated cost of $32,000. ACTION OFFICER: MANAGER: Graeme Francis Iian Wilson General Manager Projects Chief Executive Officer

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INFRASTRUCTURE & PLANNING REPORT DECEMBER 2014

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INFRASTRUCTURE REPORT DECEMBER 2014 LITCHFIELD COUNCIL

SECTION A – PLANNING On – Going Subdivisions:

PA2011/0081 - Brooking Circuit (Morandini) Subdivision to create 67 lots: Routine inspection

has been carried out.

PA2013/0100 - Brougham Subdivision to create 20 lots: Minor works are being carried out

by the Developer. Safety issues were found on batters adjacent to the outlet of cross-road

culverts, and road safety auditing to be carried out by Jacob SKM.

PA2012/0718 – Lot 3323 Coolalinga Subdivision to create 11 lots: Base course Proof Roll test

has been carried out. Current Status: Near completion.

PA2010/0093 – Mala Plain Subdivision to 80 lots (Stage 7): Final inspection was carried out.

Inspection report has been sent to the developer requesting remedial works.

PA2010/0093 – Mala Plains Subdivision to 80 lots (Stage 8): Routine inspection, the land is

cleared. No Further works have been taken place.

PA2014/0214 - Compigne Road Subdivision to create 8 Lots: Subgrade Proof Roll identified

failures that currently are being addressed by the developer.

PA2014/0164 - Letchford Road Subdivision to create 7 Lots. Design has been approved by

Council.

PA2014 / 0069 - Smyth Road Subdivision to create 20 Lots. Design has been approved by

Council.

On – Maintenance Subdivisions: PA2006/076 - Goode Road Subdivision to create 42 lots has been hand over by Council.

PA2010/0093 – Mala Plain Subdivision to 80 lots (Stage 5 and 6): The developer has

addressed all the defects that Council advised. Drainage is functioning well during the first

and second heavy storms received this period.

PA2009/1671 – Beddington Subdivision to create 44 lots (Stage C, D and E): waiting for as-

constructed drawings and commencement of remediation works.

PA2013/0489 – Origin Close Subdivision to create 4 Lots: Minor remedial works have been

requested to the Developer.

PA2011/0233 - Girraween Subdivision to create 85 lots (Stage 1): Remedial works in

progress.

PA2011/0561 – Northstar Subdivision to create 14 Lots: Liaising with the developer to

organize the second round of remediation works since the drainage issues start to re-appear

after the first heavy storm (mid November). The sealing issues remains outstanding.

0325 – 85 Marjerrison: Road Subdivision to create 2 Lots: Clearance certification has

been approved. Routine inspection has been carried out.

PA2013/0943 – 65 Walter Road Subdivision to create 4 lots: Routine inspection has been

carried out.

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Other Works/development

Period Contract document for Road Maintenance: Tenders currently being invited, closing 15 January.

Period Contract document for culverts and concrete works : Tenders currently being invited, closing 15 January,

Period Contract for mulching of green waste and timber at the transfer stations: Tenders currently being invited.

Contract document being drawn up for Stage 1 of the Girraween Rd/Hicks Rd/ Anglesey Rd roundabout . This is for the relocation of electrical services in preparation for the civil works.

Emergency Management Plan for cyclones, flooding etc.: document reviewed in December and shared with key stakeholders.

Sign Configuration for approaches to floodway’s and bridges being reviewed for the purposes of consistency.

Wadham Lagoon Drainage Project Planned improvement works have been put on hold pending commencement of the wet

season.

Works instigated by NTG in or adjacent to the Municipality: Radford Rd: NTG have called tenders and awarded a contract. Work is yet to start

Wallaby Holtze Rd: New water main to service the new Palmerston Hospital- Design is in

progress.

Drainage work is underway on McKinlay Rd to relieve drainage problems in low lying areas

of the adjacent subdivision.

Willard Rd (access Rd to the new prison) and the adjoining extractive industries ongoing

consultation with NTG.

Load Limits Working on standardising load limits in line with NTG limits.

Line marking in progress Wheewall Rd safety issues: edge lines have been installed

Bees Creek Rd has been re-line marked and currently all roads that have been re-sealed will be line marked in the next month.

Subdivisions and Developments

Doris Rd

Humpty Doo Industrial: design in progress

Ascoli Finn Rd

Exploration licence applications – Duddell Rd and Arnhem Hwy

Northstar Rd in progress

Letchford Rd

Trippe Rd

Freds Pass Rd

New Wellard Cattle yards for live cattle exports on Santavan property adjacent to new AACO abattoir

Mining applications by 3 companies for land adjacent to Goode Rd.

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Review of Draft Darwin Region Land Use Plan. This document is general and lacks detail. It is possible to foresee unresolved road issues emerging and increasing drainage problems.

New Mobile Workforce Depot and storage adjacent to Humpty Doo Transfer Station

Provide input into key requirements for the new facility,

Brandt Rd

The Micketts Creek Shooting Complex is situated at the west end of Brandt Rd, constructed in 1993.The complex has erected a gate across Brandt Rd probably in the same year. We are researching the history and the agreements made in relation to the property boundary and gate, which effectively cuts off 600m of Brandt Rd. We are also looking at the need for a cul de sac and warning signage for motorists.

Letters of comments Two letters of comments were provided:

PA2014/0985 206 Northstar Road Acacia Hills Clearing of native vegetation

PA2014/0913 140 Produce Road Humpty Doo Subdivision to create two lots

Permits

2 new permits related with Planning Developments were received since the last period.

Administration

PA2014/0878 Darwin Regional Land Use Plan 2014 – review the proposed planning scheme

amendment comments are due January 16th 2015. Meeting with Gary Nairn about Litchfield

Council sub-regional plan use and how the two interact and join together.

Review of budget for January 2015.

Follow up on outstanding invoices and raising invoices for completed works permits.

Providing clearances for Coolalinga developments.

Review the Emergency Plan in preparation for the wet season.

Follow up the Roads To Recovery funding and works.

Interviews for the Planning Administration Assistant position.

Kerb side rubbish presentation and review.

Project Management course for three days.

Wadham Lagoon Project – consulting with the Department of Lands Planning and

Environment Team and the Community Reference Group regarding options for fixing existing

drainage issues in the Howard Springs area and use of Funding from the NT Gov.

Follow up on the drainage issue at Crago Court and Eucalyptus – the drain has been

inspected on a few occasions after heavy period of rain and seems to be working well.

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SECTION B - WORKS Entering and updating the Audit of signs within the Litchfield Council Municipality.

Reseals completed: Dodson Road

Ormskirk Road

Strangways Road

Tumbling Waters Road

Fisher Road

Hillier Road

Pelly Road

Beddington Road

Pioneer Drive

Line Marking: Kostka Road (Arnhem Highway to Thomas Road) Completed

Wheewall Road Completed

Bees Creek Road (Lowther Road to Gulnare Road) On Order

Bees Creek Road (Stuart Highway to Lowther Road) On Order

Goode Road (Redcliffe Road to Buckley Road) On Order

Girraween Road (Change of seal at Bus Interchange to Vet Clinic) On Order

Girraween Road (End of kerb at Anglesey Road to Corner where Daniel Court begins) On Order

White Wood Road (Hillier Road to end of chevrons past Hotel) On Order

Completed Works;

Southport, Culvert Headwall Repairs, Redefine 40 meters of Table Drain on Ringwood St, Redefine Drainage outflow on Riverside St .

Howard Springs Area;- Clean either side of 116 Driveway Culverts, Redefine 12 meters of drain on Tobin Rd and remove tree roots from under Jarold Plc.

Leonino Rd: - Clean and refurbish 4 Driveway inverts.

Patrol Grading: - Patrol Grading on Byers Rd, Swamp Rd, Carveth and William Rd.

CRMs: - 5/1/2015 Due in 7 days – Nil. Overdue/ Still Active 77.

Ongoing Work:

Patrol Grading when weather permits (Priority on School Bus Routes)

Driveway Access/ Culvert Maintenance, Road Culvert Erosion Maintenance.

Monitoring of Road Conditions during wet season.

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Reseal List Update

Road Name Current Status

Beddington Road Completed

Bees Creek Road Completed

Bowerbird Place Completed

Brant Road Completed

Currawong Drive Completed

Dodson Road Completed

Dombey Court Completed

Eugene Road Completed

Evan Road Completed

Fiddlers Road Completed

Fred Pass Reserve Completed

Fred Pass Road Completed

Friabird Crescent Completed

Girraween Road Completed

Heron Court Completed

Hiller Road Completed

Kensington Road Completed

Klaus Road Completed

Magpie Road Completed

Mala Court Completed

Mcaulay Road Completed

McMinns Drive Completed

Ormskirk Road Completed

Oscar road Completed

Pelly road Completed

Pioneer Drive Completed

Ridley Road Completed

Schomburgk Road Completed

Scott Road Completed

Stevens Road Outstanding

Strangeways Road Completed

Sunter Road Completed

Thomas Road Outstanding

Tumbling Waters Completed

Westall Road Completed

Whitewood Road Completed

Fisher Road Completed

Permits

5 Work within a Road Reserve (WWARR) Permits issued, no permits were associated with

Development Permits / Planning.

2 Wide Load Permits issued to MVR.

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SECTION C - PROPERTY Works within Road Reserves:

Carry out continual site inspections on the Howard Park BMX park, Liaising with the main

steering committee members

Attend call outs to repair pot holes on Finn Road

Attend call outs to place signage on Kentish Road due to flooding and damaged existing

signage

Attend call out to place signage on Finn Road and Old Bynoe Road due to flooding

Participate in the handover of the new Kubota Front Deck mower for the Mobile Workforce

Arrange for the demountable in the compound to be transported and installed at the

Humpty Doo Waste transfer Station for a staff room

Participate in inspections on site at the Humpty Doo and Howard Springs Waste Transfer

Stations with Councils OH&S officer

Arrange the modification of the front fence using the Mobile Workforce at the Fred's Pass

Reserve entrance to allow safer access past for pedestrians

Meet contractors on site at the H.D.W.T.S to discuss possibilities of a stand by generator in

case of power failure

Administration: Arrange contractors to service and repair council air conditioners

Meet with contactors to discuss possible costs / prices to have office renovations completed

in the works department.

Remove and install white boards / pin boards as required due to new office allocations

Arrange for the door handles and locks to be changed in selected offices

Review the final draft of the new five year Fire Management Plan which was created earlier

this year with a consultant to discuss any changes which are required before handover of the

plan to council

Arrange contractors to repair the security cameras in the compound

Organise contractors to install new roof mounted light bar incorporating Amber and Green

flashing lights onto vehicles

Investigate to possibility and pricing of a hire generator to be installed at the Humpty Doo

Transfer Station for the wet season.

Inspect and approve registrations due for vehicles and plant machinery and arrange

inspections when required

Attend the monthly Council meeting

Inspect and approve fuel usage and costing for the month

Inspect and approve power and water invoices for the month

Expectations for January: Discuss the viability of the proposed 30m free standing radio mast

Continue with progress inspections on the Howard Park BMX park

Arrange for VHF radio installation to be carried out

Investigate the possibility of the proposed Weed Management Plan by consultant

Complete the review on the bushfire management plan

Continue with the traffic management plans

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SECTION D - MOBILE WORK FORCE (MWF) Slashing

Darwin River, Berry Springs and Livingstone areas, all roads have been slashed along with Berry springs waste transfer station and all council owned firebreaks in these areas.

Mowing

Coolalinga subdivision roads have all been mowed and Howard Springs waste transfer station.

Council yard is being mowed every Monday along with brush cutting, palm frond removal and tree pruning as required also blowing of pathways and car parks.

Litter Collection Litter collection has been limited to CRM’S and large deposits.

Around The Yard All the workforce vehicles and machines were cleaned and loaded for the Christmas break

along with a last check and tie down of our stock and loose items for the wet season.

Signage Signs have been attended to along with the installation of guideposts as CRM’S arise please

see report.

December CRM report

Category Completed CRM's Slashing 2 Property 1 Rubbish 9 Guideposts 6 Road Signs 11 Trees 7 Culverts/Driveways 1 Potholes 8 Dead Animal 1 TOTAL 46

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Bitumen We have attended pothole CRM’S as they arise please see report.

Driveway, Culvert and Drain Maintenance We have repaired 3 driveways this month and cleaned out one blocked culvert.

Spraying Our spraying program began in December so far we have completed Darwin River, Berry

Springs and Livingstone all roads in these areas concentrating on road furniture culverts and inaccessible drains for the tractors, also Berry springs waste transfer station and Livingstone reserve have been sprayed.

Acacia area: Colton road, Monk road, Daniel and Walter roads. Townend road, Redcliff road, Elizabeth

valley road Pioneer drive drains also have been sprayed

All of Southport roads have also been sprayed,

Knuckeys Lagoon Area: all roads in this area have had furniture and culverts sprayed

Howard River Park: all roads Furniture and culverts have been sprayed including Melaleuca and Callistemon roads.

Council Property Firebreaks sprayed: Oscar road, Daniel circuit lagoons, Redgum reserve, Kostka road, Thomas road, Churches wetlands, Lakeveiw reserve, Townend/Monck road firebreaks.

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SECTION E – WASTE MANAGEMENT REPORT NOVEMBER 2014 WASTE TYPES HOWARD

SPRINGS HUMPTY DOO BERRY SPRINGS

Land Fill Waste Shoal Bay (Tonnes) 171.96 378.82 127.28

Batteries (Pallets) 2 Pallets 6 Pallets Taken to H’Doo

Recyclables

Cardboard (cubic metre) 141 m3 201 m3 m3

Cardboard Tonnes 4.7 6.7

Co-mingle (cubic metre) 39 m3 66 m3 m3

Co-mingle Tonnes 7.02 11.88

Construction Waste (Tonnes) N.A. 24.58 N.A.

Domestic vehicle (Vehicles) 5518 5783 N.A.

Green waste ute or trailer (Vehicles) 140 m3 83 m3 N.A.

Green waste ute & trailer (Vehicles) m3 0 m3 N.A.

Green waste truck (Vehicles) m3 0 m3 N.A.

Mulch Sales (Cubic Metre) 17 m3 106 m3 N.A.

Non Litchfield Residents (Users) 10 18 N.A.

Shoal Bay Deliveries (Trucks) 22 35 17

Scrap Metals 9 Bins 50.28 tonnes N.A.

Used Oil (Litres) 2400 3501 N.A.

White Goods 2 bin 7.48 Tonne N.A.

Hard Fill (Cubic Metre) Nil 8 m3 N.A

Wood Mulch Sold (Cubic Metre) Nil 15 m3 N.A

Crushed Concrete Nil 14 m3 N.A

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PW15/RD/155 LOAD LIMITS ON COUNCIL’S ROAD NETWORK MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY FILE REF: LATE ITEM ORDINARY MEETING 22ND DECEMBER 2014 ATTACHMENTS: NO

BACKGROUND: Further to the previous meeting clarification is provided on the need for imposed weight restrictions on our road network to be consistent with other jurisdictions, in particular the NTG Department of Transport (DOT). The NTG load limits are as follows:

4.5 tonne

8.0 tonne

7 axles with 80% legal load limit (one trailer).

13 axles with 80% legal load limit (two trailers).

7 axles with 100% legal load limit (one trailer).

13 axles with 100% legal load limit (two trailers). Litchfield Council’s current load limit range

4.5 tonne (e.g. Cyrus Rd).

5.0 tonne (e.g. Livingstone Rd).

6.0 tonne (e.g. Brandt Rd).

10.0 tonne (e.g. Finn Rd, Elizabeth Valley Rd, Agostini Rd). Litchfield Council has also been flexible in granting a permit for loads outside the above range when weather and road conditions allow. Since the last Council meeting, DOT engaged Australian Road Research Board (ARRB) to do an engineering assessment on Finn Rd for Council which resulted in the following findings:

1. The equivalent standard axles (ESA) for an articulated truck (one trailer) with 80% loading are very similar to the two axle truck with 10 tonne.

2. The articulated truck is more efficient in terms of loading per ESA. A six axle articulated truck can have a total mass of 34 tonne for 2.04 ESAs compared to a two axle truck at 10 tonne for 1.82 ESAs. Consequently if the six axle truck (with 80% loading) and the 2 axle truck (with 10 tonne) were to haul the same quantity over a period of time, the 6 axle truck would require significantly fewer trips than the 2 axle truck which would result in less road damage.

3. However, further to the above point, the allowance for 6 axle trucks with 80% may attract a greater number of trucks to use the road on this basis. But this would not seem viable to the extractive industry as it would be very inefficient.

4. It will be difficult to ensure compliance with the 80% load limit given that the connecting roads (Cox Peninsula Rd and Jenkins Rd) have no load limit. The availability of the MVR inspectors will also be a key factor.

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KEY ISSUES: Council needs to align its load limit restrictions with those of other jurisdictions such as the NT Government so as to provide the trucking industry with a clear direction of how to operate on Territory roads when there are adverse road conditions. The proposal to bring the load limits into line with DOT will make it easier for operators to comprehend and for MVR to enforce. Finn Rd at the moment is a key issue for discussion. Given the importance of Cox Peninsula Rd and Jenkins Rd to the Inpex development and the growing number of extractive leases on Finn Rd, the load limit status quo will not suffice and pressure for the upgrade of Finn Rd to handle the volume of heavy traffic will increase. FINANCIAL IMPLICATIONS: It is noted from the DOT report of December on the Finn Rd pavement:

1. Based on current traffic volumes approximately 4.1 km of Finn Rd has a remaining life of less than 10 years and 1.7 km has a remaining life of less than 2 years. The estimated cost of upgrade to cater for this option is $850,000

2. With extractive leases in place and approximately 80 road trains operating there would be 7.5 km of road with a remaining life of less than 10 years and 4.1 km of road with a remaining life of less than 2 years. The estimated cost of upgrade to cater for this option is $2,000,000.

It should be noted that the existing Finn Rd was designed as a local road with the funding support from NTG. Council will benefit in the long term through reduced loading on roads, thus increasing the length of time before intervention for maintenance or reconstruction is required. Council will need to negotiate with NTG for the necessary funding to bring Finn Rd up to an equivalent standard with Jenkins Rd and Cox Peninsula Rd. Recent discussions with DOT indicate that a shared funding scenario is a feasible solution to the problem. STRATEGIC PLAN IMPLICATIONS: Item 4 of the Litchfield Council Municipal Plan refers: “ rovide for the maintenance of Council’s road network comprising 590km of sealed roads, km of unsealed roads, drainage systems and 7km of cycle paths”. The above recommended action will result in load restricted roads having an extended life. LEGAL IMPLICATIONS: By taking the above action Council will have reduced exposure to the possibility of claims by operators for restrictions on their livelihood.

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ENVIRONMENTAL IMPLICATIONS: Appropriate erosion and sediment control measures will be put in place in the event that the road is upgraded or kept in it’s current state where existing measures will be brought up to standard. PUBLIC RELATIONS IMPLICATIONS: The current restrictions in place result in several complaints as the Wet Season sets in each year. It is not be viable for the extractive mineral industry to haul under these restrictions. By standardizing the load limits in accordance with NTG as above, the number of complaints from industry and the public for the overall road network will drop but the damage to the road will not increase. COMMUNITY SAFETY IMPLICATIONS: If the load limits are not enforced the possibility exists for motorists to be exposed to driving on roads with unpredictable defects such as wheel ruts and edge deformation. RECOMMENDATION: That Council be consistent with NTG and adopt the same range of load limits with Finn Rd being the only exception where the 10 tonne limit will remain. ACTION OFFICER: APPROVED: John Delaney Iian Wilson Technical Manager Chief Executive Officer

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CORPORATE SERVICES REPORT DECEMBER 2014

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FR15/FIN/011: FINANCIAL REPORT - DECEMBER 2014 MEETING DATE: THURSDAY 22ND JANUARY 2015 MEETING TYPE: ORDINARY FILE REFERENCE: ATTACHMENTS: YES

BACKGROUND: The Local Government (Accounting) Regulations Part 8 states:- 18 Financial reports to council

(1) The CEO must, in each month, lay before a meeting of the council a report, in a form

approved by the council setting out: (a) the actual income and expenditure of the council for the period from the

commencement of the financial year up to the end of the previous month: and

(b) the forecast income and expenditure for the whole of the financial year.

(2) The report must include: (a) details of all cash and investments held by the council (including money held in

trust); and

(b) a statement on the debts owed to the council including the aggregate amount owed under each category with a general indication of the age of the debts; and

(c) other information required by the council

(3) If a council does not hold a meeting in a particular month, the report is to be laid before

the council committee performing the council’s financial functions for the particular month.

CURRENT SITUATION: The Financial Report for November 2014 is attached for review and noting. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS Nil Goal 5 – Effective Council Management 5.1 Sustainable financial management within our mission

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LEGAL IMPLICATIONS: Part 8 of the Local Government (Accounting) Regulations require that a monthly financial report is presented to Council. ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council note the contents of the Financial Report for December 2014. ACTION OFFICER: MANAGER: Valerie Urbain Iian Wilson Finance Manager Chief Executive Officer

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FINANCE REPORT DECEMBER 2014

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FR15/BR/002: DECEMBER 2014 - FINANCIAL BUDGET REVIEW MEETING DATE: THURSDAY 22 JANUARY 2014 MEETING TYPE: Ordinary FILE REFERENCE: ATTACHMENTS: Yes

BACKGROUND: In accordance with the Local Government Act, Part 10.5, Section 128 Council adopted its original budget for 2014/15 financial year in July 2014 as part of the Municipal Plan. The budget was largely based on high level assumptions. Throughout the financial year Council has the opportunity to review and amend the original budget as programs and priorities change. CURRENT SITUATION: review of Council’s budget against actual to December has been undertaken and the requested budgets adjustments are listed in the attached Table 1. The adjustments reflect operational changes that have occurred in relation to the organisational structure to better meet the needs of the community/ratepayer and the growth demand of the municipality now and in the coming years. Table 1 show the suggested funding of the adjustments be sourced from one of the following:-

1. internal transfer of existing funds resulting from projects/expenditure not proceeding;

2. from one of the financial reserves:- 3. External sources.

Included in the Table is how the budget adjustments impact on the profitability of Council operations and equity statements. Traditionally, Council's budget has been prepared on a cash basis and didn't include provision for depreciation of infrastructure. This amount should be funded and set aside to properly fund infrastructure renewals/replacements as required. An estimate for 2014/15 has been included in the table and is listed as unfunded. This is amount was not previously included into the approved budget for 2014 2015 year. An amount of $4,500,000 is recommended to be provided for depreciation. FINANCIAL IMPLICATIONS: Excluding depreciation, the net effect of the December 2014 budget review is a surplus of $385,900. In relation to the financial statements, the net effect is a profit of $893,389 and an increase in equity of $507,489.

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STRATEGIC PLAN IMPLICATIONS Goal 5 – Effective Council Management 5.1 Sustainable financial management within our mission LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council approves the December 2014 budget review adjustments outlined in the attached Table 1 ACTION OFFICER: MANAGER: Valerie Urbain Iian Wilson Finance Manager Chief Executive Officer

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BUSINESS ECONOMIC & DEVELOPMENT DECEMBER 2014

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Community Recreation Reserves Attended board meetings with Humpty Doo Village Green Work Health and Safety Summary Litchfield Council Incidents Reported December 2014

Incident Reported July August September October

November December

No/Minor Injury 0 3 1 1 0 0

Injury Sustained 0 0 0 0 0 0

Environmental 0 1 0 0 0 0

Lost Time/days 0 4 hours 0 0 0 0

Safety Meetings December 2014

Mobile Work Force

Waste Transfer Station

Regulatory

Office Drill Work Health and Safety Inductions December 2014

Road Network Manager

2 Inspection Attendants

Cleaner Training December 2014:

First Aid 2 - Mobile Work Force Thorak Regional Cemetery Incidents Report December 2014

Incident Reported July August September October November

December

No/Minor Injury 0 0 0 1 0 1

Injury Sustained 0 0 0 0 0 0

Environmental 0 0 0 0 0 0

Lost Time/days 0 0 0 0 0 0

Date Incident

reported

Quality/ safety/ environmental

Corrective action plan / preventive action plan

Loss of Time

05/12/2014

Wiped sweat from face with old cloth caused rash Safety

All Staff to use Personal protective equipment Nil

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Safety Meetings December 2014

Cemetery Work Health and Safety Inductions December 2014

Cemetery Grounds Person Number of Employees & Vacancies by Department

Department Number of Employees Vacancies

Executive 1 0

Regulatory Services 3 0

Infrastructure & Planning 9 0

Mobile Workforce 9 1 - Operator

Waste Transfer Stations 11 1 – Waste Monitor

Projects 2 0

Governance 2 0

Corporate Services 11 0

Thorak Cemetery 5 0

Property 1 0

TOTAL 53 2

Vacancies filled

1 x Grounds person

Training

Nil

GRANTS

Grant Projects in progress

Grant Amount Acquittal Date Comments

Special Purpose Grant - Thorak Regional Cemetery - Master plan

$80,000 30/06/2014

Extension approved

Environment Protection Authority Environment Grant - Waste - Waste Education Resources

$10,000 30/03/2015

Grants

Litchfield Council has not acquitted any grants this month.

Applications awaiting feedback

National Stronger Regions Fund - Freds Pass Reserve - Electrical Distribution & Ablutions

50:50 $280,005

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Applications that Reserves / Clubs are submitting

Freds Pass Reserve – Irrigation $100,000 Facility & Capital Equipment Grant (NTG)

Humpty Doo Bowls Club – Bowling green $100,000 Facility & Capital Equipment Grant (NTG)

McMinns Lagoon Reserve - Interpretative Signage Project $10,339 - (Landcare)

Livingstone Horse & Pony Club – Storage Building $unknown Special Purpose Grant (NTG)

Green Army Program - Conservation Volunteers Australia / McMinns Lagoon Reserve &

Churcher

Wetlands project $unknown

Livingstone Recreation Reserve - Volleyball Exterior Netting $3,000 - Grass Roots Grant

(NTG)

Humpty Doo Village Green - basketball hoop & bounce pad $5,000 - Grass Roots Grant

(NTG)

Knuckey Lagoon Reserve - basketball hoop & bounce pad $5,000 - Grass Roots Grant (NTG)

Howard Park Reserve - Southern Districts Cricket Club) - Cricket Pitch resurface $4,180 -

Grass Roots Grant (NTG)

Feedback Received

Council

Community Benefit Fund (NTG) - Major Community Grant - Freds Pass Reserve - Electrical

Distribution $120,000 - unsuccessful

Other

McMinns Lagoon Reserve – Rehabilitation Project $23,785.21 - (Landcare) 20 Million Trees

Programme Round One - unsuccessful

Insurance

Date Claim No Problem Status

27/10/2014 1408 200 series windscreen Replaced, awaiting payment from TIO

27/10/2014 1407 2WD Hilux bumper Repaired, awaiting approval from TIO

17/11/2014 1437 Tyre damage HDWTS

JLT – “Accordingly, we do not believe that our client, the Litchfield Council has been negligent and advise that liability is denied.”

26/11/2014 1443 Cut leg HDWTS Council staff working on Queries from

Insurer

08/12/2014 1460 Holden windscreen In Insurers hands

19/12/2014

Hilux (white) Windscreen In Insurers hands

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FR15/ASS/103: TERRITORY PROUD - TERRITORY JAZZ n BLUES FESTIVAL MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: NO

BACKGROUND: Territory Proud – Territory Jazz n Blues Festival On Wednesday 10th December, 2014 held a meeting with Territory Proud – Territory Jazz n Blues Festival for 1st May to 10th May, 2015.

Present: Geoff Goodrich Andrew Ayre James Ryan Diane Chellingworth Aisla Connolly Sharyn Innes

Geoff Goodrich spoke about the following: Background The Territory has been a vibrant nursery for musical talent across a wide range of genres with many nationally and internationally recognized artists. Opportunity to create Territory wide opportunities for musicians to show their talents and assist community clubs to have cost effective opportunities to put on money making events at the start of the Dry. Territory Proud would also put up a prize for senior and junior song writing competition with the winners performing at Jazz on the Lawns on Mother’s Day. The aim is to promote community run venues and Territory musicians with a headline act to attract interstate and overseas visitors for the festival. Concept To recognise the start of the Dry Season with an NT wide community based Jazz, Blues and Soul music event recognising existing Territory and Territory grown musical talent at a series of events in community operated clubs and businesses. The concept is to provide an umbrella and calendar under which venues and artists can put on events. We will provide a significant advertising campaign across all types of media as well as creating a web site and social media to promote all the events that are scheduled. We are also in the process of applying for funding under the NT Festivals banner which will also give us further coverage of the event.

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Organisers Territory Proud Inc and HPA Inc would be the promoters and co-ordinators of the Festival with the intention of raising the profile of both organisations and also hopefully some money for HPA Inc who are in the process of having a name change to Helping People Achieve. We would also look to identify other organisations in the NT Community in the area of disability services to become involved including Down Syndrome ssociations’ Project 21. Geoff Goodrich from Territory Proud and Tony Burns from HPA have both had significant experience in organising and managing events including fundraising events and they have the networks and skills to ensure this is a successful event. Music NT has agreed to support us and assist us to get the message out to artists as well as providing support to our organisation of the festival. Southern Cross Television, NT News, Territory FM and the ABC have all supported Jazz on the Green recently and we believe they would also like to be involved in a project of this caliber with the potential to be an annual event. Southern Cross has agreed to support our project with a commitment of $20,000 in TV air time. Venues The Territory Jazz n Blues Festival is looking for artists and venues who are interested in registering to participate in this Territory wide event. Venues will be asked to join Territory Proud Inc to participate (membership starts at $125) and to also to contribute to the advertising budget based on the size of their proposed event. This would allow bands travelling back to the NT for the event and local artists could possibly do 5 or 6 events in the 10 days and Darwin based bands could also travel to the smaller communities. Conclusion The Territory Proud – Territory Jazz n Blues Festival may be to high of a risk for Litchfield Council to participate in this festival due to the following observations;

Not enough infrastructures (toilets) in place to make the event cost effect.

Financial risk from event i.e. (a loss) cost to Litchfield Council ratepayers.

Market in rural more country music than Jazz or Blues.

Stakeholders in Litchfield tend to camp more than participate in local activities.

Transportation from Darwin and Palmerston not available to capture this market.

Timing of event is considered to close to the Fred’s ass Rural Show. (Extra financial cost to ratepayers for two events in a row.)

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FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: Nil LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RISK ASSESSMENT: RECOMMENDATION: The Council notes the report.

ACTION OFFICER: MANAGER: Diane Chellingworth Iian Wilson Business Economic & Development Manager Chief Executive Officer

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FR15/RG/091: TEMPORARY ABLUTION SOLUTIONS FOR THE COOLALINGA MARKETS AT THE FRED'S PASS RESERVE

MEETING DATE: THURSDAY 22 JANUARY 2015 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: Nil

BACKGROUND: To investigate possibilities of either hiring or purchasing a temporary Public ablution block for the Coolalinga Rural Markets constructed from a shipping container or demountable. It has been determined that there are up to 81 stall holders with minimum 2 workers each, approx 2000 people per day visiting the markets in the dry season and up to 5000 visitors to the Reserve per week in the dry season. CURRENT SITUATION: There are three plastic constructed "Porta Loos" currently on site for the Coolalinga Rural Markets. Due to the design they are not Handicap friendly, easily accessed during the wet season due to puddles of water at the doors and have inadequate air circulation, This could be considered an OHS issue. The small amount of toilets does not meet the demand from the large amount of visitors to the markets or the Reserve. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 4.1.3 Review the level of appropriate services needed to enable elderly and disabled people to maintain their lifestyle 4.1.4 Review the level of recreation facilities and reserves LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATONS: Nil RECOMMENDATION: To refer this to the Fred's Pass Reserve Board for a decision. Once the time period required for the use of the ablution block has been determined, the Fred's Pass Reserve Boards can make the decision either to hire or purchase.

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PURCHASE (GST exclusive)

Demountable Sales and Hire Northern Transportables Royal Wolf ( Don not install )

Still waiting on quote Total Price = $45,480.00 I x unit with both female and male amenities

Total price $36,500.00 each 1 x for male 1 x for female

6 - 8 weeks build time Installation by contractor

HIRE (GST exclusive)

Demountable Sales and Hire Northern Transportables Royal Wolf ( Do not install )

$910.00 Per Month + $2200.00 delivery and install 1 x unit with both female and male amenities

$850 Per Month + $1800.00 delivery and install 1 x unit with both female and male amenities

$1050.00 Per Month + $640 delivery only. each 1x male 1 x female

1 -2 weeks wait from placement of order

Min 2 years hire period, 6 - 8 weeks wait from placement of order

Installation by contractor at extra cost 2 -4 weeks wait from placement of order

ACTION OFFICER: MANAGER: Andrew Farrell Iian Wilson Property Manager Chief Executive Officer

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REGULATORY SERVICES DECEMBER 2014

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