2016

Mt Perry

North Burnett Regional Council

February, 2016

Standing Committee Meetings – Policy and Planning

North Burnett Regional Council Policy and Planning Agenda– 02/02/2015

NORTH BURNETT REGIONAL COUNCIL POLICY AND PLANNING STANDING COMMITTEE MEETING AGENDA – MT PERRY – 02 FEBRUARY 2016

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Document 742455 Attendees Agenda Item 1 Attendees Welcome Agenda Item 2 Welcome / Housekeeping Apologies Agenda Item 3 Apologies Declaration Agenda Item 4 Declaration of Interest Deputations Agenda Item 5 Deputations/Petitions 5.1 Introduction/Farwell Morning Tea with Superintendent Gutridge Governance Agenda Item 6 Governance Reports 6.1 Australian Local Government Women’s Association Final Report

6.2 Information Report – Pine Street Kalpowar 003-009 6.3 Sending Rates via Email Report 010-012 6.4 Outstanding Rates Report 013-015 Economic Agenda Item 7 Economic Reports 7.1 Planning Scheme and Development Projects Proposed Consultation Report 016-018 Confidential Agenda Item 8 Confidential Reports 8.1 Confidential Report – Chief Executive Officer 8.2 Confidential Report – Deputy Chief Executive Officer 8.3 Confidential Report – Deputy Chief Executive Officer General Business Agenda Item 9 General Business

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File: 07.02.01 Responsible Officer: Mark Pitt – Chief Executive Officer Report prepared by: Natalie Zillman – Executive Services

1 PURPOSE OF REPORT The purpose of this report is to provide Council with an update on the correspondence received from the Department of Natural Resources and Mines with regards to the land evaluation of State freehold land describe as Lot 1 on SP165861 Pine Street, Kalpowar. 2 INTRODUCTION/BACKGROUND On 17 December 2015, the Department of Natural Resources and Mines sent a letter to North Burnett Regional Council (attachment A) requesting any information in relation to:

Future requirements for, or interest in, this property; Opinion on the future use of the property; Legally recognised interest, other than those interests registered on the

Certificate of Title; Service infrastructure servicing and/or located within the property; and Knowledge of other interests/issues affecting the property.

A written response to the information request was to be received by the Department by 29 January 2016. 3 CORPORATE/OPERATIONAL PLAN Outcome 3 – Economic; Strategic Focus 3.5 Land Use. 4 POLICY IMPLICATIONS Nil 5 STATUTORY REQUIREMENTS Nil 6 FINANCIAL IMPLICATIONS Nil

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7 RISK MANAGEMENT Nil 8 CONSULTATION Feedback was received from the Manager of Development Services and Manager of Technical Services with regards to Council policy and current legislation. 9 OPTIONS FOR COUNCIL TO CONSIDER This report is for Council information. 10 OFFICER’S COMMENTS/CONCLUSION A letter was drafted based on the feedback from Council Officers and dispatched to the Department of Natural Resources and Mines before 29 January 2016 (attachment B). 11 ATTACHMENTS

A. Letter from the Department of Natural Resources and Mines B. Response letter from North Burnett Regional Council

RECOMMENDATION That the Freehold Land Evaluation – Pine Street Kalpowar report be noted and received for information.

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GOV 03 EMAIL DISTRIBUTION OF RATES NOTICES

File: 12 – Financial Management Responsible Officer: David Wiskar – Deputy CEO Report prepared by: David Wiskar – Deputy CEO

1 PURPOSE OF REPORT

The purpose of this report is to inform Council about a proposed program to encourage ratepayers to receive their rates by email. This program (if endorsed) will save money and ensure that ratepayers who opt into the system will continue to receive their rates bills in a timely fashion despite recent changes to delivery timeframes being implemented by Australia Post. It is anticipated that following the implementation of the new business system that further savings will be realised as the emailing of rates notices are taken in house by NBRC.

2 INTRODUCTION/BACKGROUND.

The distribution of rates notices to ratepayers in the North Burnett is significant. Over the past three years the cost rates distribution to our business has been as follows;

Year Annual Cost of Rates Distribution (Mailing)

2012-2013 $3404.07 2013-2014 $5449.79 2014-2015 $8330.17 On the fourth of January 2016, Australia Post introduced; 1. A price rise – The basic postage rate rose from 70 cents to $1.00* 2. A service change – Regular Postage will take an additional 2 days to reach

destinations. (A priority sticker can be purchased to maintain current levels of service. The priority service will cost an additional 50 cents for a letter.

* Note; as a bulk mail distributor, our prices are less than the above figures for the public. These Australia Post changes are likely to increase costs and delay the delivery of rates notices to our residents. As a result, it is proposed, that Council develop and run a campaign to allow local residents to “opt in” to a scheme where they receive their rates notice via email. To promote uptake the following program of marketing is proposed; 1. Telemarketing campaign from the call centre to residents. 2. Flyer in the upcoming rates notice, and 3. Posters and marketing in customer service centres. 4. Council’s Facebook Page

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5. Advertising in Council’s fortnightly Central and North Burnett times page 6. Email to ratepayers that we have existing email addresses for advising they

can opt in. 3 CORPORATE/OPERATIONAL PLAN

In accordance with Outcome 5 – Governance, 5.5 – Transparency and Performance, 5.5.1 – Review and implement levels of transparency and accountability.

4 POLICY IMPLICATIONS

General Policy 230 – Rate Recovery 5 STATUTORY REQUIREMENTS

Local Government Act Queensland 2009. Local Government Regulation 2012 Section 140.

6 FINANCIAL IMPLICATIONS

The implementation of this proposal has the opportunity to reduce Council’s cost of distributing the rates. The financial benefit to NBRC will be dependent on the community uptake. The establishment of this project will involve an estimated cost of $2000. This can be managed within existing budget envelopes. These costs involve;

1. marketing of the email rates notice program, and 2. set up costs at our mailing company.

Annual savings from the implementation of emailed rates notices have been modelled and estimated as follows;

Number of Residents Receiving Rates by

Email

Annual cost savings to NBRC based on current

Australia Post postage costs

Estimated Savings over five years

based on current cost structures

500 $ 220.00 $ 1,100.00 1000 $ 440.00 $ 2,200.00 1500 $ 660.00 $ 3,300.00 2000 $ 880.00 $ 4,400.00 5000 $ 2,200.00 $ 11,000.00

The above savings are based on an email service provided by our existing Rates mailing house. They are offering to distribute rates notices for 60 cents per email. As the Council new business system is introduced it will be possible to further reduce these costs by taking on the email distribution process in house. This is likely to lead to a significant increase in savings.

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It should also be noted that, Australia Post is likely to have further increases letter distribution prices as the overall use of mail delivery services declines.

7 RISK MANAGEMENT

Legislative Risk - The introduction of this initiative will be undertaken with legal advice and strictly in accordance with legislation provisions.

Records of Receipt of Email - The proposed partnership with our mailing service provider will ensure that we have the systems in place to provide appropriate records of email receipt.

Public Perception Risk – This will be strictly an “opt in” change. Ie. No ratepayer will be forced to be a part of this initiative. Council will simply promote the benefits ie. Cost savings and timeliness of rates notice receipt.

8 CONSULTATION

In developing this initiative consultation has occurred with; Australia Post, LGAQ and forms Express (Mail Service Provider)

9 OPTIONS FOR COUNCIL TO CONSIDER

Option 1 - That rates notices continue to be distributed in the same manner as always. (the “do nothing” option)

Option 2 – That Council implement an “opt in” program for ratepayers which offers the option to receive future rates notices by email.

10 OFFICER’S COMMENTS/CONCLUSION 11 RECOMMENDATION That Council endorse the implementation of a program to promote the adoption by ratepayers of emailed rates notices. This promotion will start with the issuing of the next rate notice and be ongoing.

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GOV 04 1.2016

OVERDUE RATES & CHARGES

File: 12 – Financial Management Responsible Officer: David Wiskar – Deputy CEO Report prepared by: Camille Summers – Rates Stream Leader

1 PURPOSE OF REPORT The purpose of this report is to inform Council of efforts being made to recover overdue rates and charges. 2 INTRODUCTION/BACKGROUND Recovery of outstanding rates and charges is an important aspect of Council’s financial management function. It is recognised that once an individual falls behind with payments, it becomes a task to budget to allocate the required finances to meet their commitments. The Rate Recovery Policy is used to ensure a consistent, ethical, efficient and effective collection of outstanding rates and charges. 3 CORPORATE/OPERATIONAL PLAN In accordance with Outcome 5 – Governance, 5.5 – Transparency and Performance, 5.5.1 – Review and implement levels of transparency and accountability.

4 POLICY IMPLICATIONS General Policy 230 – Rate Recovery 5 STATUTORY REQUIREMENTS Local Government Act Queensland 2009. Local Government Regulation 2012. 6 FINANCIAL IMPLICATIONS The recovery of overdue rates and charges will improve Council’s cash position. 7 RISK MANAGEMENT Process will be undertaken with legal advice strictly in accordance with legislation provisions. 8 CONSULTATION Rating Period 1 July 2015 to 31 December 2015

Rate Notices Issued for the period 1-7-15 to 31-12-15 12 August 2015 Discount Period Closed 11 September

2015 Missed Discount Letters Sent – 55 Missed Discount Letters were issued.

1 October 2015

First Reminder Notice Issued – 468 First Reminder Letters were issued (341 of these were current levy only, 127 had arrears from previous rating periods).

1 October 2015

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47 40

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34 27

Number of Assessments to be Referred to External Debt Collection by Township

Second Reminder Notice Issued – 352 Second Reminder Letters were issued.

30 October 2015

Attempted Telephone Contact – Rate Officers Telephoning Ratepayers with Outstanding Balances. This contact is to obtain payment, or negotiate an acceptable arrangement.

October, November and

December 2015 and January 2016

Rate Notices for the period 1-1-16 to 30-6-16 will be issued on the 17 February 2016 and the discount period will close on the 18 March 2016.

9 OPTIONS FOR COUNCIL TO CONSIDER

Consider this report as information.

10 OFFICER’S COMMENTS/CONCLUSION It is a proven fact that once an individual becomes overwhelmed with debt he or she either forgets the problem or is overcome with the problem. The intention is to provide encouragement for payment of same and to ensure a consistent and persistent approach is maintained within this recovery process. In addition to the Outstanding Reminder letters sent on the 1 October 2015 and the 30 October 2015 Rates Officers have contacted or attempted telephone contact with outstanding ratepayers to encourage them to enter into acceptable payment arrangements that fit criteria outlined in the Rate Recovery Policy. 11 ATTACHMENTS List of Assessments for Approval to be referred to external debt collection 265 Assessments are to be approved for external debt collection if not paid, or an acceptable repayment arrangement is not entered into by the 1 April 2016 (14 Days after close of discount period). The graph below shows the number of assessments to be approved for referral to external debt collection by township.

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RECOMMENDATION

That the list of Assessments for Approval to proceed to external debt collection if payment has not been received or an acceptable payment arrangement has not been entered into by the 1 April 2016 be approved.

10078-00000-000 10887-00000-000 20274-00000-000 30541-00000-000 40186-00000-000 41184-00000-000 50413-50000-000

10096-00000-000 10893-00000-000 20278-00000-000 30565-00000-000 40210-00000-000 41312-10000-000 50474-50000-000

10225-00000-000 10912-30000-000 20279-00000-000 30566-45000-000 40249-00000-000 41321-00000-000 50485-99000-000

10238-10000-000 10931-10000-000 20299-00000-000 30566-51300-000 40254-00000-000 41371-00000-000 50496-10000-000

10278-00000-000 10955-20000-000 20301-00000-000 30567-00000-000 40270-00000-000 41387-00000-000 50516-00000-000

10286-00000-000 10962-00000-000 20323-00000-000 30577-40000-000 40307-00000-000 41389-30000-000 50526-40000-000

10287-00000-000 10991-00000-000 20447-10000-000 30581-00000-000 40314-00000-000 41392-00000-000 50559-80000-000

10292-00000-000 10995-50000-000 20447-80000-000 30629-50000-000 40327-00000-000 41396-00000-000 50564-50000-000

10299-00000-000 10998-40000-000 20476-20000-000 30665-00000-000 40352-00000-000 41425-90000-000 50579-00000-000

10336-00000-000 20045-00000-000 20554-00000-000 30665-60000-000 40357-00000-000 41442-00000-000 50600-60000-000

10347-00000-000 20063-00000-000 20560-10000-000 30665-80000-000 40360-00000-000 41473-00000-000 60020-00000-000

10351-85000-000 20064-00000-000 30009-00000-000 30674-80000-000 40369-00000-000 41624-00000-000 60086-00000-000

10368-00000-000 20069-00000-000 30053-00000-000 30678-00000-000 40380-00000-000 41772-00000-000 60093-00000-000

10371-00000-000 20079-00000-000 30097-00000-000 30685-10000-000 40404-00000-000 41850-00000-000 60122-00000-000

10373-00000-000 20080-00000-000 30121-00000-000 30697-80000-000 40409-00000-000 50016-00000-000 60131-00000-000

10378-00000-000 20096-00000-000 30126-00000-000 30718-30000-000 40435-00000-000 50017-00000-000 60143-00000-000

10398-40000-000 20115-00000-000 30131-50000-000 30720-00000-000 40471-00000-000 50020-00000-000 60151-00000-000

10404-50000-000 20116-00000-000 30143-00000-000 30741-00000-000 40496-00000-000 50036-00000-000 60163-00000-000

10409-00000-000 20127-00000-000 30176-80000-000 30752-00000-000 40531-00000-000 50048-00000-000 60171-00000-000

10439-00000-000 20132-00000-000 30193-00000-000 30754-10000-000 40544-00000-000 50056-00000-000 60226-00000-000

10459-00000-000 20136-00000-000 30223-50000-000 30768-00000-000 40555-60000-000 50097-50000-000 60238-00000-000

10464-60000-000 20152-00000-000 30223-90000-000 31110-50000-000 40593-00000-000 50109-00000-000 60271-00000-000

10467-00000-000 20167-00000-000 30262-00000-000 31258-25000-000 40600-00000-000 50125-00000-000 60438-00000-000

10488-40000-000 20170-00000-000 30333-28000-000 31328-00000-000 40623-00000-000 50138-00000-000 60456-90000-000

10549-10000-000 20172-00000-000 30337-10000-000 31639-00000-000 40653-00000-000 50174-00000-000 60460-00000-000

10577-10000-000 20175-00000-000 30350-00000-000 31642-00000-000 40664-00000-000 50207-00000-001 60472-20000-000

10600-50000-000 20209-00000-000 30358-00000-000 40018-00000-000 40665-10000-000 50218-20000-000 60527-80000-000

10619-10000-000 20212-00000-000 30373-90000-000 40028-00000-000 40690-10000-000 50218-40000-000 60550-51000-000

10636-50000-000 20225-00000-000 30374-50000-000 40042-10000-000 40704-00000-000 50221-00000-000 60574-05000-000

10640-00000-000 20226-00000-000 30444-30000-000 40070-00000-000 40723-10000-000 50237-00000-000 60595-25000-000

10658-00000-000 20228-00000-000 30449-00000-000 40072-00000-000 40747-00000-000 50256-50000-000 60721-00000-000

10672-10000-000 20243-00000-000 30467-50000-000 40108-00000-000 40760-40000-000 50270-20000-000 60751-00000-000

10675-90400-000 20244-00000-000 30487-00000-000 40109-00000-000 40921-10000-000 50309-00000-000 60804-10000-000

10681-00000-000 20247-00000-000 30502-46000-000 40113-11090-000 40926-10000-000 50314-90000-000 60820-00000-000

10697-50000-000 20249-00000-000 30505-00000-000 40113-11200-000 40938-14000-000 50322-00000-000 60828-70000-000

10864-05100-000 20262-00000-000 30513-70000-000 40113-11250-000 40965-00000-000 50391-20000-000 60935-50000-000

10864-05200-000 20267-00000-000 30526-00000-000 40138-00000-000 40987-10000-000 50402-00000-000 60950-80000-000

10870-10100-000 20271-00000-000 30535-00000-000 40139-00000-000 41051-70860-000 50403-00000-000

LIST OF ASSESSMENTS TO BE APPROVED FOR EXTERNAL DEBT COLLECTION

if not paid or an acceptable arrangement is not entered into by 1 April 2016

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ECON 01 – PLANNING SCHEME AND DEVELOPMENT

PROJECTS PROPOSED CONSULTATION

File: Responsible Officer: Lex Webster—Manager Development Services Report prepared by: David Newby—Partner, InsiteSJC

1 PURPOSE OF REPORT The report provides information on involving the community about: 1. the development opportunities available under the planning

scheme; 2. the processes involved in converting a development idea into

reality.

2 INTRODUCTION/BACKGROUND The North Burnett Planning Scheme has been operational since November 2014 however there has never been any information sessions that explain its operation or the development opportunities. Given that the development process and IDAS is a complex one, community members generally find it daunting to bring a development opportunity to fruition. A series of information sessions would be appropriate to encourage further development activity. Council’s recent consultation events on other subjects have proved to be valuable for community engagement. The proposal is to be further developed but would involve:

four information sessions subjects to include: development opportunities in the North

Burnett; how to make a project come to life; where to get help; role of Development Services

a breakfast event in Gayndah and evening one in Mundubbera as initial pilot sessions

subsequent events in Monto and Biggenden run by InsiteSJC but involving locals (such as a representative

from Mundubbera Community Bank) subsequent informal meet and greet. The events are intended to encourage local residents and business owners who believe they may have a development idea but either do not know how to proceed or have found the complexity overwhelming.

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3 CORPORATE/OPERATIONAL PLAN A series of consultation events are consistent with the Corporate Plan, in particular: Outcome 3 Economic—Developing a mix of profitable and innovative businesses which provide sustainable economic growth including a viable primary industry sector. Planning and development for regional growth and change is based on sustainability principles, cultural heritage and community engagement. 3 6.1 Work with the private sector and other levels of government to support the retention and expansion of existing businesses within the region and encourage population growth 3.7.1 Work with the private sector and other levels of government to support new business investment within the region and encourage population growth Outcome 5 Governance—A innovative, ethical and efficient organisation that provides best practice service delivery through leadership and policy making together with effective management of people, assets and finances. 5.6.2 Encourage community participation and ensure that the community is informed and educated about matters that impact their lives 5.8.1 Advocate to all tiers of government and relevant industry organisations for the provision and enhancement of appropriate services and infrastructure within their junsdictions 5.8.3 Encourage partnerships within the wider community to identify opportunities for the enhancement of community wellness, infrastructure and pursuits. 4 POLICY IMPLICATIONS

There are no policy implications. 5 STATUTORY REQUIREMENTS There are no statutory requirements. 6 FINANCIAL IMPLICATIONS The financial implications of the decision are quite modest: InsiteSJC has offered to assist without charging for time (only any

incidental expenses such as any accommodation or travel); venue hire and catering; staff time. The longer-term benefits are likely to outweigh the costs several times over.

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7 RISK MANAGEMENT There are relatively few risks involved and are likely to be able to managed during the events. There may be some criticism of Council’s infrastructure charges or lodgement fees and the perceived disincentive they create. The IDAS process is complex and while Council has very little influence over this there may be some criticism directed to Council. 8 CONSULTATION There has been no external consultation on this matter. 9 OPTIONS FOR COUNCIL TO CONSIDER

Council could decide not to proceed with the events later in the year or not to conduct them at all. 10 OFFICER’S COMMENTS/CONCLUSION This matter is for information purposes. The expectation is that the consultation events would generate additional interest in development activity such as establishing or expanding a business, subdividing land, or providing additional housing opportunities. 11 ATTACHMENTS Nil RECOMMENDATION For information

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