Agenda of General Meeting

AGENDA

General Meeting

28 April 2021

General Meeting Agenda 28 April 2021

NOTICE OF GENERAL MEETING

To: Cr Rachel Chambers (Mayor) Cr Robert Radel (Deputy Mayor/Division 6) Cr Melinda Jones (Division 1) Cr Leslie Hotz (Division 2) Cr Susan Payne (Division 3) Cr Dael Giddins (Division 4) Cr Michael Dingle (Division 5)

Please be advised that the General Meeting of the North Burnett Regional Council will be held at the Mt Perry Boardrom on Wednesday, 28 April 2021 commencing at 9.00am. An agenda is attached for your information.

Rachel Cooper Chief Executive Officer

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Order Of Business

1 Welcome/Housekeeping ...... 5 2 Apologies/Leave of Absence ...... 5 3 Deputations/Petitions ...... 5 4 Declarations of Interest ...... 5 5 Confirmation of Minutes ...... 5 Nil 6 Office of the Chief Executive Officer ...... 6 6.1 2020-2021 Operational Report - Quarter 3 Progress Report ...... 6 6.2 Governance Policy 2118 Information Privacy ...... 21 6.3 Statutory Policy 1116 Administrative Action Complaints ...... 28 6.4 Local Authority Waste Advisory Committee Membership ...... 47 7 Corporate and Community ...... 54 7.1 Digital TV Retransmission ...... 54 7.2 Finance Report to 31 March 2021 ...... 62 7.3 RADF Round 2 2020-2021 ...... 67 8 Works...... 74 Nil 9 Councillor Reports ...... 74 Nil 10 Confidential Reports ...... 74 Nil 11 Closure of Meeting ...... 74

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General Meeting Agenda 28 April 2021

1 WELCOME/HOUSEKEEPING

2 APOLOGIES/LEAVE OF ABSENCE

3 DEPUTATIONS/PETITIONS

Council will make time available at each General Meeting for public questions/ representations. This is an opportunity for members of the public to make a representation on a matter in which they have an interest on an item which is before the Council for decision e.g. development applications. Members of the public are encouraged to contact the Mayor, if they are wanting to address Council. Public Question and Statements Time will commence at 9:30am.

4 DECLARATIONS OF INTEREST

5 CONFIRMATION OF MINUTES

Nil

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6 OFFICE OF THE CHIEF EXECUTIVE OFFICER

6.1 2020-2021 OPERATIONAL REPORT - QUARTER 3 PROGRESS REPORT Doc Id: 1038327 Author: Kat Bright, Executive Assistant To The CEO And Mayor Authoriser: Rachel Cooper, Chief Executive Officer Attachments: 1. NBRC Milestone and Project Financial Report - 31 March 2021.pdf [1038394]

EXECUTIVE SUMMARY The purpose of this report is to provide project updates to Council and the community on the progress of projects outlined in the 2020-21 Operational Plan for the period 1 January 2021 through to 31 March 2021 – Quarter Three. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Provider OUR PRIORITY AREAS: 5. Our efficient and effective council

RECOMMENDATION That in accordance with section 174(3) of the Local Government Regulation 2012, Council receives the 2020-21 Operational Plan – Q3 Progress Report for the period 1 January 2021 through to 31 March 2021. REPORT An operational plan is a legislative requirement under the Local Government Act 2009 and the Local Government Regulation 2012. It is a strategic document that details the operational direction for Council over a 12-month period. The Operational Plan highlights Council’s significant projects and activities for the year that are of most interest to Council and our communities. It can include: • Outcomes and strategies directly from the Corporate Plan. • Programs that the organisation has in place. • Outputs that will deliver the strategies in the Corporate Plan. • Significant projects and activities. • Performance measures to track progress and identify milestones and achievements. As part of Council’s commitment to continuous improvement, a Project Management Framework (PMF) was developed and implemented in 2019. Strong project management is a critical tool and skill set for Council as it enables clear governance, accountability, identifies and reduces risks and avoids overruns and delays. In assessing which projects are included in the PMF, staff have looked further than just the projects identified within the Operational Plan and included the capital works program. This has been done to increase progress reporting to Councillors and provide greater project transparency to the community.

CONSULTATION

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Council’s Executive Leadership Team have been heavily involved in the development and reporting on the PMF. Additionally, Councillors have been kept up to date with numerous projects via Information Workshops. The topics discussed have covered: 1. Corporate Plan Engagement and Process 2. Road Closures (Permanent/Temporary) 3. Town Entry Signs 4. Australia Day Update and Debrief 5. Building Better Regions Fund Projects 6. Multi-Site Waste Transfer Station 7. Gayndah Capital Works 8. Mt Margaret Road Deputation 9. Long Term Financial Plan 10. Asset Management Plan 11. Local Roads and Community Infrastructure Funding 12. Planning and Environment 13. Community Halls – Waver of Fees for Funerals 14. Waste reduction and recycling plan 15. Location of Potable Water Stations 16. Digital TV Retransmission 17. Fleet Auction – Overview/Rationale 18. Biggenden Regional Water Supply Security Assessment 19. Audit Office Update in Internal Audit 20. Rex Project 21. Rates Policy and Process 22. Fees and Charges 23. Service Delivery Review 24. Community Grants 25. Cania Dam Open Day 26. Show Dates 27. Budget 28. Working for Queensland Funding – Update on Projects 29. Regional Plan 30. Art Galleries 31. Showgrounds 32. Disaster Management 33. Procurement 34. Financial Services 35. Small Halls 36. Community Engagement

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37. Biggenden Rail Bridge Replacement 38. Update on Drought Communities Program Funding 39. 2021/22 Proposed Capital Projects

RISK IMPLICATIONS Reputation / Political This report and recommendation is timely, accurate and meets with the full compliance of the Local Government Act 2009 and therefore considered as LOW RISK. Occupational Health & Safety (WHS) Not applicable. Financial Impact Where a project has been carried over to the 2020/21 financial year, the budget allocation has also been carried forward. Legal & Regulatory Local Government Act 2009 – Complies with sections 104(5) and 104(7) Local Government Regulation 2012 – Complies with section 174(3) There is a risk associated with not receiving this report, as Council would not meet its reporting and monitoring obligations as noted in the Act and Regulations above. Environmental Not applicable. Property & Infrastructure Not applicable. Human Resources Not applicable. Information Communications Technology Not applicable. Service Delivery Not applicable. Climate Not applicable.

KEY MESSAGE The 2020-21 Operational Plan – Q3 Report is to be placed on Council’s website ‘Publications’ page for public access. This report provides an update to Councillors and the community about the progress of key projects that have been adopted by Council.

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6.2 GOVERNANCE POLICY 2118 INFORMATION PRIVACY Doc Id: 1038376 Author: Michael Cartwright, Governance Policy and Risk Advisor Authoriser: Rachel Cooper, Chief Executive Officer Attachments: 1. Draft 2118 Information Privacy.dotx [1032986]

EXECUTIVE SUMMARY Personal information can be almost any information that is associated with an identifiable living individual. It can include correspondence, audio recordings, images, alpha-numerical identifiers and combinations of these. For information to be personal information two criteria must be satisfied. • It must be about an individual. • The individual's identity must be reasonably ascertainable from the information or opinion. Information does not have to be true in order to be personal information and it does not need to be written down or recorded in another material form, such as a photograph or audio recording. It can be spoken or communicated in another way, for example, by sign language. The Information Privacy Act 2009 (Qld) (IP Act) details how Council must handle personal information. The IP Act provides rights for individuals to request a copy of their personal information and to request documents to be amended if they are inaccurate or out-dated unless it is contrary to the public interest to do so.

CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Regulator OUR PRIORITY AREAS: 5. Our efficient and effective council

RECOMMENDATION Council adopt by resolution Governance Policy 2118 Information Privacy. REPORT The IP Act recognises the importance of protecting the personal information of individuals. It contains a set of rules or privacy principles that govern how Queensland Government agencies collect, store, use and disclose personal information. The privacy principles contained within the Information Privacy Act 2009 (Qld) only applies to Queensland Government agencies. Under this legislation a complainant may only raise a privacy complaint about: • an agency (such as Queensland Government Ministers, departments, local governments and public authorities) • an organisation which an agency has contracted with to perform one or more of its services (contracted service provider).

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Personal information is any information about a person who can reasonably be identified (e.g. your name, address, phone number, email address, date of birth or photograph). The privacy principles include: • The Information Privacy Principles, which apply to all agencies other than health agencies; • The National Privacy Principles, which apply only to health agencies; • rules about the transfer information outside Australia; • rules about entering into arrangements with contractors where the arrangement will involve an exchange of personal information. When Council collects information, it must only collect information that is directly related to, and necessary for, it’s functions and activities. This must be done so in a way that: • is lawful and fair; • does not unreasonably intrude into someone’s personal affairs. Council must also take reasonable steps to make a person aware (before or at the time of collecting): • why the personal information is being collected • who it may be given it to―if it is usual practice to give it to someone outside the Council. When Council stores information, it must be protected from misuse, including unauthorised: • access; • use; • modification; • disclosure. Council must make sure a person can easily find out what information is held about that person and if asked must allow that person to amend it, unless it is contrary to the public interest to do so. When using, or disclosing personal information, Council must first take reasonable steps to check it is correct and up to date. Council cannot:

• use more of it than we need to • use it for another purpose except in a permitted circumstance

• disclose it outside the Council except in a permitted circumstance. These circumstances include:

➢ if you have given your express (or implied) permission;

➢ if it is reasonably necessary to lessen or prevent a serious threat to life, health, safety or welfare;

➢ if it is authorised or required under a law;

➢ if it is reasonably necessary for certain activities by or for a law enforcement agency.

If a person believes that Council has handled their personal information in a way that is not consistent with the privacy principles, that person has the right to make a privacy complaint.

CONSULTATION

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Consultation has been undertaken with Council’s Chief Executive Officer, General Managers and various other Managers .

RISK IMPLICATIONS Reputation / Political Council policies and procedures assist to direct response and organisational direction and minimise risk through promoting consistency, establishing precedents and expected actions/outcomes, helping to avoid inefficient, inconsistent and ineffective decisions. Council policies are of direct relevance to ratepayers and the community and help establish parameters that align with community expectations, ensuring legislative and statutory compliance and therefore assisting in risk management. Occupational Health & Safety (WHS) As far as is reasonably practicable Council will ensure that the organisation’s operations do not place people, property or the environment at unacceptable levels of risk or harm. This includes, but is not restricted to, observing procedures agreed between management, employees, committees, volunteers and contractors. Financial Impact Nil – updating this policy will not have a material impact on Council’s financial position. Legal & Regulatory Council maintains a low risk appetite for non-compliance with legal and regulatory requirements. There is a risk that Council will be non-compliant with the Act if this policy is not endorsed. Endorsing this policy will recognise Councils responsibilities as a government agency for the purposes of fulfilling it’s obligations under the Information Privacy Act 2009 (Qld), Environmental Not applicable Property & Infrastructure Not applicable Human Resources Not applicable Information Communications Technology Not applicable Service Delivery Not applicable Climate Not applicable

KEY MESSAGE The responsible management of personal information is a key aspect of good governance.

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Draft 2118 Information Privacy Governance Policy

PURPOSE 1) The Information Privacy Act 2009 (IP Act) sets out Councils obligations with regards to personal information.

2) The IP Act provides for the fair collection and handling of personal information and provides rights for individuals of access and amendment of their personal information.

SCOPE 3) This policy applies to all Councillors, employees and contractors working for Council regardless of whether they are permanent, temporary, full‐time, part‐time or casual. For the purposes of this policy, the term contractor includes temporary labour services (agency staff) and sub‐contractors.

DEFINITIONS Term Definition Access Means providing an individual with personal information about themselves that is held by council. This may include allowing that individual to inspect personal information or to obtain a copy of the personal information. Collection Means gathering, acquiring or obtaining personal information from any source and by any means, including information that Council has obtained by accident or has not requested. Confidential Is information generally not known by, or available upon request to, the public information which: • identifies and relates to a particular individual; or • carries a risk that – if released or improperly used – would cause harm to the Council or a member of the community or give an unfair advantage to someone. Document Means anything that is a document of the Council under the Acts Interpretation Act 1954. Disclosure Mean the release of personal information to persons or organisations outside of Council. This does not include giving individuals personal information about themselves. Personal information As defined in the Information Privacy Act 2009: information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. Personal information is any information that may lead to the identity of a person. For information to be personal information, two criteria must be satisfied: • it must be about a living individual, and • the individual’s identity must be apparent or reasonably ascertainable from the information. There are some obvious examples of personal information such as a person’s name and address, but it can also include information about a person’s health, criminal or financial records and email addresses. Information does not have to be true in order to be personal information and it does not need to be written down or recorded in another material form, such as a photograph or audio. Privacy breach Means when personal information is not handled, whether by accident or otherwise, in accordance with the privacy principles. Routine personal Relates solely to the work duties of a public‐sector employee and is found in work information almost all documents held by Council. When disclosing routine personal work information for a legitimate function of Council, the infringement of a public‐sector employee's right to privacy would, generally, be minimal or non‐existent as the Item 6.2- Attachment 1 Page 24 General Meeting Agenda 28 April 2021

Term Definition disclosure would be a matter of expectation in the legitimate course of their employment. Routine personal work information includes: • a work email address or work phone number • authorship of a work document, for example, where the person's name is listed as one of the authors of a report • a professional opinion given wholly in a professional capacity • a position classification, for example, “planning officer” • a work responsibility, for example, that the officer is the contact person in response to a complaint or query from a member of the public; • information about qualifications held where they are required for the officer's position, for example, where a Senior Engineer holds an engineering degree.

POLICY The Information Privacy Act 2009 (IP Act) details how council must handle personal information. The IP Act provides rights for individuals to request a copy of their personal information and to request documents to be amended if they are inaccurate or out-dated unless it is contrary to the public interest to do so.

Based on the requirements of the IP Act, this policy establishes Council commitment for the collection and management of personal information in a responsible and transparent manner.

OBJECTIVES 4) IPP 1 - Collection of Personal Information - Lawful and Fair All personal information collected by Council will be used only for the purpose of conducting Council business and for the provision of services to the community.

5) IPP 2 - Collection of Personal Information – Requested from an Individual When council requests personal information or information of a type that would include the personal information of an individual, it will take all reasonable steps to ensure that the individual is generally aware of the purpose for the collection (ie collection notice).

6) IPP3 - Collection of Personal Information – Relevance Council will take all reasonable steps to ensure that personal information requested is relevant to the purpose for which it is collected, is complete and up to date.

7) IPP 4 - Storage and Security of Personal Information All reasonable steps will be taken to protect the personal information Council holds from unauthorised access, use, modification, disclosure, loss or any other misuse.

8) IPP 5 - Providing Information about Documents Containing Personal Information Council will take all reasonable steps to ensure that a person can find out whether the Council has control of any documents containing their personal information, the type of personal information, the main purpose for which their personal information is used and how they can obtain access to a document containing their personal information.

9) IPP 6 - Access to Documents Containing Personal Information An individual may request in writing, access to their own personal information under the IP Act. Council will provide access to requested information unless the council is authorised or required by law to refuse to give the access to the document or the document is expressly excluded from access.

10) IPP 7 - Amendment of Documents Containing Personal Information Council will amend documents containing personal information if requested by an individual if the documents are shown to be inaccurate, incomplete or out of date.

11) IPP 8 - Checking of Accuracy of Personal Information Before use Council will take all reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up to date. Item 6.2- Attachment 1 Page 25 General Meeting Agenda 28 April 2021

12) IPP 9 - Use of Personal Information only for Relevant Purpose Council will only use personal information that is directly relevant to fulfilling the particular purpose for which it was collected.

13) IPP 10 - Limits on Use of Personal Information Personal information collected by council for a particular purpose will not be used for another purpose unless: a. all reasonable steps are taken to obtain the written consent of the individual to use their personal information for another purpose; or b. Council is satisfied that the use is necessary to lessen or prevent a serious threat to the life, health, safety or welfare of an individual, or to public health, safety or welfare; or c. use of personal information for another purpose is authorised or required under law; or d. Council is satisfied that use of the personal information for another purpose is necessary for: i. the prevention, detection, investigation, prosecution or punishment of criminal offences or breaches of laws imposing penalties or sanctions; ii. the enforcement of laws relating to the confiscation of the proceeds of crime; iii. the protection of the public revenue; iv. the prevention, detection, investigation or remedying of seriously improper conduct; v. the preparation for, or conduct of, proceedings before any court or tribunal, or implementation of the orders of a court or tribunal. e. the other purpose is directly related to the purpose for which the information was obtained; or f. the use of the personal information is necessary for research or the compilation or analysis of statistics in the public interest; does not identify any particular individual who is the subject of the personal information; and it is not practicable to obtain the agreement of each individual who is the subject of the personal information.

14) IPP 11 - Limits on Disclosure Council will not disclose personal information to a person, body or agency (other than the individual concerned) unless:- a. the individual concerned is reasonably likely to have been aware, or made aware, that information of that kind is usually passed to that person, body or agency; or b. the individual concerned has consented to the disclosure; or c. Council believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life, health, safety or welfare of an individual, or to public health, safety or welfare; or d. the disclosure is required or authorised by or under law, or e. the disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.

PRINCIPLES 15) The responsible management of personal information and confidential information is a key aspect of good governance. Council is committed to upholding the confidentiality requirements of the Local Government Act 2009 and the Information Privacy Principles (IPPs) contained in the Information Privacy Act 2009.

POLICY STATEMENT 16) Councillors, Council staff, volunteers and contractors will take all steps necessary in the collection, use, disclosure, storage, security and handling of personal information in compliance with all relevant legislation, including the Information Privacy Principles, the transfer of personal information overseas, and the bound contracted service provider obligations.

ROLES AND RESPONSIBILITIES 17) Councillors and Council employees must immediately report all suspected or actual breaches of confidentiality or the IPPs to the Chief Executive Officer.

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APPLICABLE LEGISLATION AND REGULATION Information Privacy Act 2009 Right to Information Act 2009 Invasion of Privacy Act 1971 Local Government Act 2009 Local Government Regulation 2012 RELATED DOCUMENTS NIL

RESPONSIBLE OFFICER Chief Executive Officer

APPROVAL DATE REVIEW DATE [To insert date] [To insert date] (Standard four year term)

REVISION HISTORY Version Meeting Approval Date History 1 General 11/05/2010 Adopted 2 Policy & Planning 02/04/2013 Revised 3 Policy & Planning 01/03/2017 Revised 4 General [To insert date] Revised

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6.3 STATUTORY POLICY 1116 ADMINISTRATIVE ACTION COMPLAINTS Doc Id: 1038391 Author: Michael Cartwright, Governance Policy and Risk Advisor Authoriser: Rachel Cooper, Chief Executive Officer Attachments: 1. Draft Statutory Policy 1116 Administrative Action Complaints.docx [1032078] 2. Draft PRO-1116 Administrative Action Complaints Procedure.docx [1032918]

EXECUTIVE SUMMARY Council will endeavour to provide services and to conduct its operations in accordance with community expectations, but acknowledges the right of persons to provide feedback, both positive and negative, on its services and/or to lodge a complaint about any decision, action or inaction by the Council or a Council officer.

Council is committed to addressing complaints fairly, promptly and professionally, and ensuring complainants are treated equally. This Policy and supporting procedures define what constitutes an Administrative Action Complaint and the process for recording and dealing with such complaints.

The Policy aims to ensure: • accessible, comprehensive and clear complaints procedures are in place; • complaints are managed in a clear and transparent way; • natural justice and procedural fairness are followed at all times; • specific complaints are resolved in accordance with legislative requirements; • employees are empowered to resolve complaints at the local level; • data collection and analysis occurs to allow for continuous improvement in customer service.

CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Regulator OUR PRIORITY AREAS: 5. Our efficient and effective council

RECOMMENDATION That in accordance with Section 268 of the Local Government Act 2009 and Section 306 of the Local Government Regulation 2012, Council adopt by resolution Statutory Policy 1116 Administrative Action Complaints and associated PRO-1116 Complaints Management Procedure.

REPORT The Local Government Act 2009 requires each council to adopt a process for resolving Administrative Action Complaints. An effective complaints management system is integral to providing quality customer service. It helps to measure customer satisfaction and is a useful source of information and feedback for improving services. Often customers are the first to identify when things are not working properly.

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Implementing an effective complaints management system: • improves internal complaints handling • reduces recurring complaints • improves standards of service to the community • raises standards of decision-making. In situations where a complainant is dissatisfied with Council’s investigation or response to a complaint, the procedure outlines a mechanism for the referral of an unresolved complaint for external review. Council’s Administrative Action Complaints Policy does not apply to complaints already covered by other statutory review mechanisms or corrupt conduct allegations.

In some instances, complaints may not be investigated, or the investigation may be discontinued if: • a complaint is made frivolously, without grounds, lacking in substance, or with the intent to harass • the complainant seeks to revisit the same issue after an initial investigation when no new evidence or material is provided • the complainant displays aggressive or abusive behaviour, or threatens or uses physical violence against themselves, a Council employee, another person or property. The way an organisation handles complaints can affect its reputation. Poorly handled complaints can be a drawn out exercise that reflects badly on the organisation, is frustrating for the community and reinforces poor business processes. A complaints management system is a step-by-step way of receiving, recording, processing, responding to and reporting on complaints and using them to improve systems, decision-making and service delivery. The introduction of the Human Rights Act 2019 means that human rights considerations must now also form part of decision-making and complaints management approaches by government agencies. This means that complaint handlers are required to identify and consider all relevant human rights when assessing and responding to complaints made under the Complaints Management System. The Human Rights Act 2019 requires all government agencies in Queensland to act compatibly with human rights and to give proper consideration to human rights before making a decision. If an individual believes a government agency has breached their human rights, they can make a human rights complaint.

This Policy and procedure has been drafted in accordance with the Local Government Act 2009 and Human Rights Act 2019 requirements, incorporating the Queensland Ombudsman best practice recommendations.

CONSULTATION Consultation has been undertaken with Councillors and Councils Chief Executive Officer.

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Occupational Health & Safety (WHS) As far as is reasonably practicable Council will ensure that the organisation’s operations do not place people, property or the environment at unacceptable levels of risk or harm. This includes, but is not restricted to, observing procedures agreed between management, employees, committees, volunteers and contractors. Financial Impact NIL – Adopting this policy will not have a material impact on Council’s financial position. Legal & Regulatory Council maintains a low risk appetite for non-compliance with legal and regulatory requirements. There is a risk that Council will be non-compliant with the Act if this policy is not adopted. Environmental Not applicable Property & Infrastructure Not applicable Human Resources Not applicable Information Communications Technology Not applicable Service Delivery In implementing the provisions of this Policy, staff are required to treat all customers, whether their behaviour is challenging or not, with fairness and respect. Staff should ensure that customer complaints are properly and appropriately considered. Climate Not applicable

KEY MESSAGE Council welcomes complaints as a form of feedback and will respond to complaints appropriately and use them as a means to improve Councils services, systems, procedures and policies.

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Draft 1116 Administrative Action Complaints Statutory Policy

PURPOSE 1) Council is committed to delivering high quality customer service, whilst acting fairly, ethically, responsibly, and lawfully.

2) Council welcomes complaints as a form of feedback and will respond to complaints appropriately and use them as a means to improve our services, systems, procedures and policies.

SCOPE 3) This Policy and supporting procedure applies to all administrative action complaints received by Council.

DEFINITIONS Term Definition Administrative Is (a) a decision, or a failure to make a decision, including a failure to provide a written Action statement of reasons for a decision; (b) an act, or a failure to do an act; (c) the formulation of a proposal or intention; (d) the making of a recommendation Administrative As defined in section 268(2) of the Local Government Act 2009: An administrative action Action Complaint complaint is a complaint that – (a) is about an administrative action of a local government, and (b) is made by the affected person Affected Person Is a person who is apparently directly affected by an administrative action of a local government. Affected Person’s Means either a professional advisor e.g. Solicitor or Accountant, or other person acting Agent with authorisation on behalf of the affected person. Complaint The Australian Standard AS/NZS 10002:2014 defines a complaint as an expression of dissatisfaction made to or about an organisation related to its products, services, or staff or the handling of a complaint, where a response or resolution is explicitly or implicitly expected or legally required. Employee Any person employed by Council regardless of their employment status, and also includes contractors whilst undertaking duties or performing services on behalf of Council. Level of Service Means the current capacity of Council to provide services as determined by the funding allocations in the annual budget at the level Council has determined the ratepayers of the region have the capacity to fund. Natural Justice Means giving someone who might be adversely affected by a decision a fair hearing prior to a decision being made. Also know as procedural fairness. Request for Service Means a request for Council to take action to satisfy the needs of a customer or ratepayer. This may be of a physical nature, such as a request to fill a pothole. A Request for Service is not considered a complaint. Review Means to undertake a repeated examination of a past event or decision.

POLICY 4) This Policy, together with the related procedures, fulfils Council’s statutory obligations for dealing with administrative action complaints in accordance with s.268 of the Local Government Act 2009.

OBJECTIVES 5) The objective of this Policy is to outline Council’s commitment to an efficient and effective complaints management system that: • Is customer focused; • Is consistent, fair and equitable; • Values customer feedback; and

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• Facilitates continuous feedback. PRINCIPLES 6) Complaint management is an essential part of quality customer service and good corporate governance. Council views complaints as a form of feedback from its customers and the community and will consider the learnings and outcomes as an opportunity to identify issues and take action to improve systems, decision-making, service delivery and customer experiences.

POLICY STATEMENT 7) Council recognises every person’s right to complain and is committed to resolving all complaints received. Having a consistent, fair and equitable approach to the way Council manages complaints will help to ensure a positive outcome for all parties. Efficient and effective complaints management increases customer satisfaction and community confidence in Council. Therefore, Council is committed to: • Creating a positive complaint management environment by encouraging feedback and viewing complaints as an opportunity for continuous improvement; • Providing a clear and simple process outlining how complaints will be managed, who will be involved in the process, their roles and responsibilities; • Ensuring employees are empowered to address the majority of complaints at the frontline or first point of contact with Council; • Providing options for internal review and escalation relative to the seriousness of the complaint and previous contact with Council; and • Maintaining a complaints management system that provides a practicable and systematic approach for receiving, recording, analysing and reporting complaints information.

ROLES AND RESPONSIBILITIES 8) Roles and responsibilities will be as defined in the Administrative Action Complaints Procedures.

APPLICABLE LEGISLATION AND REGULATION Human Rights Act 2019 Information Privacy Act 2009 Local Government Act 2009 Local Government Regulation 2012 Ombudsmans Act 2001 Public Interest Disclosure Act 2010

RELATED DOCUMENTS Councillor Code of Conduct Employee Code of Conduct Administrative Action Complaints Procedures Australian Standard AS/NZS 10002.2014 – Guidelines for complaint management

RESPONSIBLE OFFICER Chief Executive Officer

APPROVAL DATE REVIEW DATE [To insert date] [To insert date] (Standard four year term) REVISION HISTORY Version Meeting Approval Date History 1 General 15/11/2011 New 2 General 20/04/2016 Revised 3 General 19/07/2017 Revised 4 General 27/06/2018 Revised 5 General [To insert date] Revised Item 6.3- Attachment 1 Page 32 General Meeting Agenda 28 April 2021

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Draft PRO-1116 Administrative Action Complaints Procedure

PURPOSE 1) Council is committed to delivering high quality customer service, whilst acting fairly, ethically, responsibly, and lawfully. Council however acknowledges that sometimes, people may be dissatisfied with an administrative action of Council.

2) Council welcomes complaints as a form of feedback and will respond to complaints appropriately and use them as a means to improve our services, systems, procedures and policies.

SCOPE 3) This complaints procedure has been established for resolving complaints by affected persons about the administrative actions of Council.

PROCEDURE OVERVIEW 4) These procedures fulfil Council’s statutory obligation for dealing with administrative action complaints in accordance with s.268 of the Local Government Act 2009 and s.306 of the Local Government Regulation 2012.

5) This Administrative Action Complaints procedure does not apply to: i. Competitive neutrality complaints; ii. Complaints about the Mayor or a Councillor;

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iii. Complaints made under the Public Interest Disclosure Act 2010; iv. Complaints about the conduct of staff or a contractor; and v. Complaints about discrimination, equal employment opportunity or industrial matters including Councils Enterprise Bargaining Agreement.

6) Complaints about the conduct of staff or a contractor is to be referred to the Chief Executive Officer and will be dealt with in accordance with Council’s Employee Code of Conduct, associated procedures, the Local Government Act 2009 and any other relevant legislation.

7) Complaints about the conduct or performance of the Mayor or a Councillor are to be referred to the Chief Executive Officer and will be dealt with under a separate process in accordance with the provisions under the Local Government Act 2009.

8) A complaint about the conduct or performance of the Chief Executive Officer is to be directed to the Mayor.

9) Any person can lodge a complaint alleging corrupt conduct directly to the Crime and Corruption Commission QLD. (www.ccc.qld.gov.au)

10) A complaint should not be confused with a request for service, notification, enquiry or suggestion.

11) For complaints covered by this Administrative Action Complaints procedure, Council will endeavour to ensure that: i. Anyone who is dissatisfied about a decision or other action of Council, can easily and simply lodge a complaint; ii. Complainants have access to information on the complaints process and, if necessary, assistance to make their complaint; iii. Complaints are responded to as efficiently and quickly as possible; iv. There is a fair, objective, consistent and confidential (subject to legal requirements) treatment of complaints; v. A person whose rights, interests or legitimate expectations could be affected by a Council decision or action has the right to a non-biased, impartial hearing; vi. All relevant, credible and disputed issues are properly examined with Council’s decision on a complaint matter being supported by evidence; vii. Complainants, Councillors, Council staff and contractors are treated with respect; viii. Where a complaint is upheld, an appropriate form of redress that is fair to both the complainant and Council is fully considered; ix. Staff are made aware of Council’s Administrative Action Complaints procedure with appropriate staff receiving training in all relevant processes and procedures; x. Except for complaints made anonymously, Council will inform an affected person in writing of the Council’s decision about the complaint and the reasons for the decision; and xi. Complainants will be provided with information on any internal and external review options available.

PROCEDURE DETAIL Who can make an Administrative Action Complaint? 12) Any affected person can make an Administrative Action Complaint.

13) Where there is a need, a complaint can be made by an agent on behalf of an affected person. If a complaint is lodged by an agent, Council will respond directly to that agent.

14) Council will take all reasonable steps to confirm that the agent has the appropriate authority to act on behalf of the complainant. Unless the complaint is made anonymously, written authorisation to act as the complainants agent will be required.

Complaining anonymously

15) Affected persons are able to make a complaint anonymously if they wish.

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16) If a complainant does decide to complain anonymously, the need to provide sufficient information for the matter to be investigated is critical. If made anonymously, it will not be possible for Council to clarify or request further information from the complainant. Further, it will not be possible to advise the complainant of Council’s decision and the reasons for that decision in relation to the complaint.

How to make a complaint 17) Affected persons, or their agent can request assistance from a Council Officer on how to make a complaint by contacting a Council Customer Service centre.

18) Council will not tolerate abusive or disrespectful behaviour from persons making a complaint.

19) A complainant may make a complaint in any of the following ways: • Orally, either by telephone or in person; • By email to [email protected]; or • In writing

20) All written complaints must be address to: The Chief Executive Officer North Burnett Regional Council PO Box 390 GAYNDAH QLD 4625

21) A complainant who makes a verbal complaint will be strongly encouraged to commit the complaint in writing to ensure that all matters relating to the complaint are clearly documented.

Taking action on a complaint 22) After receiving a complaint, Council’s Chief Executive Officer or delegate will make a decision on how best to deal with the matter.

23) Where a complaint is referred to an external entity for consideration, Council will inform the complainant in writing of this action.

24) In some cases, Council may invite an affected person to provide further information, including written statements and evidence to support possible legal action, to assist Council to fully understand the concerns, the issue/s to be investigated (where an investigation is to be undertaken) and the outcome or remedy sought.

Assessing a complaint 25) Council may refuse to investigate a complaint, or, having started to investigate a complaint, refuse to continue to investigate if it reasonably considers that: i. The complaint is trivial; or ii. The complaint concerns a frivolous matter or was made vexatiously; or iii. The complainant is found not to be an affected person; or iv. The complainant has a right of appeal, reference or review, or another remedy that the person has not exhausted; or v. In the circumstances, investigating the complaint is unnecessary or an unjustifiable use of Council resources; or vi. The complaint is made anonymously and there is insufficient information provided to investigate the complaint.

26) Other than for complaints made anonymously, Council will provide the affected person with advice of a decision to refuse to investigate the complaint and the reasons for the decision, including any internal or external review options available.

Investigating a complaint 27) An investigation of a complaint will be undertaken by Council in an impartial, objective, and as far as reasonably possible, confidential manner. The investigation of a complaint will typically involve the following stages: • Information gathering, including discussions and interviews with the complainant, Council staff, Councillors, contractors and third parties (where relevant);

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• Analysis of all relevant information obtained; • Preparation of a report on the results of the investigation, including as appropriate formulation of findings and any recommendations;

Keeping the complainant informed 28) All Administrative Action Complaints will be acknowledged in writing.

29) Complaints will be dealt with as promptly as possible acknowledging that some matters may involve complex issues, including referral to, and /or investigation by external agencies and third parties where required.

30) In providing written acknowledgement to a complainant, where possible, an indication of the expected time frame is to be included.

31) Where extended time frames are likely to occur, Council will inform the complainant in writing accordingly.

Possible remedies and redress 32) If a complaint is upheld, consideration is to be given to an appropriate form of redress that is fair to both the complainant and the Council. Similar remedies should be offered to all persons in any future similar situation.

33) Examples of a possible, or combination, of remedies that may apply include: • Issue of an apology • Change of decision • Change of policy, procedure or practice • Refund, remission of penalty, reimbursement or waiver of debt • Correction of misleading or incorrect records • Repair or rework • Technical assistance • Training • Discipline

Internal review 34) Other than where Council’s written decision on an Administrative Action Complaint has been signed by the Chief Executive Officer, stating that the decision is Councils final position on a matter, a complainant who remains dissatisfied with the decision may apply in writing to the Chief Executive Officer seeking an internal review of that decision.

35) An officer equal to, or senior to the original decision maker, and who has no prior involvement or conflict of interest in the subject matter, is to conduct the internal review and provide written advices to the complainant of the outcome of that review.

External review 36) A complainant who remains dissatisfied with Council’s decision on an Administrative Action Complaint may seek an external review of that decision from an appropriate oversight agency, including via the Queensland Ombudsman, refer www.ombudsman.qld.gov.au

Privacy and Confidentiality 37) Council is committed to the privacy principles of the Information Privacy Act 2009. In protecting confidentiality, Council will ensure that the details of the complaint, the investigation and related decisions will be kept confidential.

38) Whilst every attempt to protect confidentiality will be made, there may be occasions when disclosure of details of a complaint may be legally required.

Record Keeping and Reporting

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39) Council will maintain a confidential file for Administrative Action Complaints.

40) As required, Council’s Annual Report will include various statistical details regarding Administrative Action Complaints. Current requirements for publicly reported information include: • Number of Administrative Action Complaints made to Council • Number resolved under this procedure • Number not resolved under this procedure • Number not resolved under this procedure from the previous financial year.

41) The Executive Leadership Team and Council will receive reports from time to time to enable management to monitor the effectiveness of Council’s Administrative Action Complaint system and to further identify, analyse and respond to complaint trends.

ROLES AND RESPONSIBILITIES First Level Complaints 42) First level complaints are complaints which have not previously been reviewed/assessed by Council.

43) Non-complex first level complaints may be capable of resolution by staff at the frontline.

44) More complex first level complaints should be managed by the relevant operational area and investigated, managed and responded to at the Manager, or Supervisor level.

Second Level Complaints – Internal Review 45) Generally, a complaint will not be investigated at the second level (internal review) until it has progressed through the first level process and the complainant remains dissatisfied.

46) Internal reviews will be undertaken by the relevant General Manager of the operational area to which the complaint relates providing they were not involved in the first level review, otherwise to the Chief Executive Officer.

47) In certain circumstances, it may be appropriate for a complaint to escalate straight to second level internal review having regard to the history of the complaint, complexity, or other reasons deemed appropriate by a General Manager or the Chief Executive Officer.

Governance 48) Governance staff will be responsible for administering the Administrative Action Complaints Register and compiling of statistical data for reporting purposes.

APPLICABLE LEGISLATION AND REGULATION Human Rights Act 2019 Information Privacy Act 2009 Local Government Act 2009 Local Government Regulation 2019 Ombudsmans Act 2001 Public Interest Disclosure Act 2010

RELATED DOCUMENTS Councillor Code of Conduct Employee Code of Conduct Administrative Action Complaints Procedures Australian Standard AS/NZS 10002.2014 – Guidelines for complaint management

RESPONSIBLE OFFICER Chief Executive Officer

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APPROVAL DATE REVIEW DATE [To insert date] [To insert date] (Standard four year term)

REVISION HISTORY Version Meeting Approval Date History 1 General 15/11/2011 New 2 General 20/04/2016 Revised 3 General 19/07/2017 Revised 4 General 27/06/2018 Revised 5 General [To insert date] Revised

APPENDIX 1: FIRST LEVEL COMPLAINTS The table below outlines the initial assessment and allocation of first level complaints.

How the complaint was made to How the complaint was made to Council Council Directly to an operational area For non-complex complaints, frontline officers may be able to respond to and resolve complaints in the moment, otherwise a) Provide the complaint to the operational area Manager for investigation and response, and the relevant General Manager for information. b) Advise Governance of the complaint to enter on Council’s Complaints Register. c) If the complaint is made via telephone, the relevant officer should document the complaint details and confirm them with the complainant via email/letter. Centrally via Council mailbox / Council’s Records Team to task Complaint to relevant operational area post Manager for action and General Manager and Governance for Item 6.3- Attachment 2 Page 39 General Meeting Agenda 28 April 2021

information. Customer service - telephone or The customer service officer can, depending on the customers contact centre preference: a) Provide the complainant with the details to make the complaint via email / letter/ online form; or b) Record the details of the complaint and provide that to the operational area to action (as outlined above); or c) Obtain the complainant’s contact details for the relevant Manager to discuss further.

Guidance for managing and resolving first level complaints

Required item Guidance Acknowledgement of complaint If a complaint cannot be resolved on the frontline, the complaint should be formally acknowledged by a Manager or Supervisor as soon as possible. When providing an acknowledgement, the Manager or Supervisor should also: a) Provide an estimate of the time expected to respond to the complaint; and b) Contact details for providing further information. For a non-complex matter, the reviewing officer should aim to resolve the complaint within 20 business days. Investigation process The investigation process should consider the following matters where relevant: a) Concerns raised by the complainant; b) Clarification obtained from the complainant; c) Relevant Council policies and established processes, local laws and other statutory provisions; d) Relevant correspondence and other communications relating to the complaint; and e) Evidence and other material available to Council. Decision At the completion of the investigation, the reviewing officer should make a decision as to: a) Whether the complaint is upheld; and b) What remedy or remedies (if applicable) will be appropriate. Remedies available Remedies available to resolve a complaint may include: a) Admission of fault; b) Explanation; c) Apology; d) Change of decision; e) Change to policy or procedure; f) Repair/rework/replacement; or g) Further assistance. Notification of decision to the Once the investigation has been completed, the operational area complainant Manager must: a) Notify the complainant in writing of the decision; b) A summary of supporting reasons for the decision must be included in the response to the complainant. Where relevant, it may be appropriate to explain Council’s roles and relevant powers with respect to the particular issues. c) Consider whether a courtesy telephone call is appropriate to explain the decision to the complainant; d) Notify Governance as to the outcome to update the Complaints Register; and e) Provide notice to the complainant that if they remain dissatisfied with Council’s response, they can request for an internal review in writing addressed to Council’s Chief Executive Officer.

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APPENDIX 2: SECOND LEVEL COMPLAINTS – INTERNAL REVIEW Guidance for managing and resolving a second level complaint

Required item Guidance Acknowledgement of request A request for internal review should be formally acknowledged by for internal review relevant General Manager as soon as possible upon receipt of the request. When providing an acknowledgement, the General Manager, will advise

the complainant of: a) Their contact details for providing further information (as required); and b) The estimated time expected to complete the review. Investigation process The investigation process should consider the following matters where relevant: a) Concerns raised by the complainant; b) Relevant Council policies and established processes, local laws and other statutory provisions; c) Relevant correspondence and other communications relating to the complaint; d) Evidence and other material available to Council; and e) Council’s first level response and supporting reasons. Decision At the completion of the investigation, the General Manager should make a decision as to: a) Whether the complaint is upheld; and b) What remedy or remedies (if applicable) will be appropriate Remedies available Remedies available to resolve a complaint may include: a) Admission of fault; b) Explanation; c) Apology; d) Change of decision; e) Change to policy or procedure; f) Repair/rework/replacement; or g) Further assistance Notification of decision to the Once the investigation has been completed, the General Manger must: complainant a) Notify the complainant in writing of the decision; b) A detailed summary of the investigation process and supporting reasons for the decision should be included in the response. c) Consider whether a courtesy telephone call is appropriate to explain the decision to the complainant; d) Notify Governance as to the outcome to update the Complaints Register; and e) Provide notice to the complainant that if they are dissatisfied with Council’s internal response, they can request for an external review by the Office of the Queensland Ombudsman.

APPENDIX 3:- RECORDING COMPLAINTS All administrative action complaints will be recorded in a complaint register.

Register Guidance Detail to be recorded in the a) A complaint reference number Administrative Action Complaint b) The name of the person making the complaint Register c) Date received d) What the complaint is about e) The outcome of the complaint f) Date the complaint was finalised g) Follow up action required and responsible officer

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APPENDIX 4: FLOWCHART

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Administrative Action Complaint received - Assign responsible officer - Notify Governance & area operational Manager, (General Manager / CEO where (First Level) (Second Level) Response By Operational Area Complaint to be acknowledged Internal Review by Manager / General Manager or CEO depending on Supervisor complaint & complexity

Officer Investigates complaint and undertakes preliminary review of documentation

Officer prepares preliminary findings and if necessary, plans for further analysis and review Liaise with CEO, General Manager, Operational Area and complainant as necessary Review, may include interviewing parties and consider: - policies, procedures, standards (internal and external) etc.

Determine an outcome

If review recommends operational improvements, refer these to the relevant area and CEO

Advise parties of the outcome including: - the complainant, &

Where outcome involves enacting a remedy, ensure remedy enacted within a reasonable time

If complainant remains unsatisfied with response/remedy, refer complainant to relevant agency for external review

APPENDIX 5: APPLICATION FOR ADMINISTRATIVE ACTION REVIEW

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APPLICATION FOR ADMINISTRATIVE ACTION REVIEW

Council wants to make it easy for you to apply for an Administrative Action Review.

Simply fill out this form and send it to the Chief Executive Officer, North Burnett Regional Council, PO Box 390, Gayndah QLD 4625. If you prefer you can phone Council’s Customer Service Centre on 1300 696 272, or visit our website at www.northburnett.qld.gov.au for advice on how to apply for an Administrative Action Review.

You are encouraged to lodge a formal application for an Administrative Action Review so that we may have an opportunity to investigate the matter and respond to your request. Please Note – the purpose of this form is to request a review of an administrative decision already made by Council. This form should not be used to lodge a request for service or complaint about a matter that is not an administrative decision. Contact the Customer Service Centre on 1300 696 272 if you are unsure whether your matter is in relation to an administrative decision.

All Administrative Action Reviews follow the steps contained within the Administrative Action Complaints Management Process, which is available on Council’s website and in Council’s customer service centres.

NATURE OF REVIEW The Administrative Action that I am unhappy with relates to:  A decision, a failure to make a decision, or a failure to provide a written statement of reasons for a decision;  An act, or failure to act;  The formulation of a proposal or intention;  The making of a recommendation;  Other (please specify):______

CONTACT DETAILS

Name: ______

Address: ______

Postcode: ______

Telephone: Mobile: ______

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COMPLAINT DETAIL

Details: ______

REVIEW DETAIL Have you previously lodged an complaint with Council about this matter?  Yes  No

If yes, please provide your Customer Request Number, the details of who you spoke to, the information that you were given, and the reason that you are still dissatisfied. Please attach any documents that you have from previous contact. Use a separate sheet if needed.

For NEW applications for Administrative Action Review, tell us WHAT happened or failed to happen. WHO was involved? WHEN did it happen? Please make sure that you include as many details as possible and attach any relevant documentation. Attach a separate sheet if needed. If you are making an anonymous application, please provide as much information as possible as Council will be unable to contact you to seek further information.

What would you like to see happen as a result of your application for Administrative Action Review? ______DECLARATION I declare that the above details are true and correct.

Signature: Date: ______

WHAT TO EXPECT • Council takes administrative action review applications seriously. • Council will acknowledge your complaint within two (2) business days of receiving this application. • You will receive a response to your administrative review application within twenty (20) business days. If, for some reason these timeframes cannot be met, you shall receive correspondence outlining the nature of the delay and an estimated date for a response. • If you have made an anonymous application, you will not receive a response as to the outcome of your application.

Thank you for bringing this matter to Councils attention.

Privacy Notice: Any personal information collected by the North Burnett Regional Council is in accordance with section 268 of the Local Government Act 2009. Information received will only be used by authorised Council officers to investigate complaints and will not be disclosed to any third parties without prior consent unless required to by law. In some cases where complaints have escalated, this information may be disclosed to authorised State government agencies for the purpose of reviewing decisions. Office Use Only

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Officers Details

Name: ______

Title: ______

Remedy Sought by Complainant: ______

Actual Remedy provided: ______

Signature: Date: ______

Reference No:

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6.4 LOCAL AUTHORITY WASTE ADVISORY COMMITTEE MEMBERSHIP Doc Id: 1040361 Author: Rachel Cooper, Chief Executive Officer Authoriser: Rachel Cooper, Chief Executive Officer Attachments: 1. Local Authority Waste Management Advisory Committee Current Membership - 080421 - 1616.docx [1038450] 2. LAWMAC Councillor Notes and Actions from meetings on 18-19 March 2021- 080421 - 1640.docx [1038466]

EXECUTIVE SUMMARY Waste management is becoming a significant issue for many Australian communities, including the North Burnett. To inform and provide assistance to the North Burnett Regional Council (Council), Councillors have requested that Council become a member of the Local Authority Waste Advisory Committee (LAWMAC). 1. LAWMAC is an organisation of 30 North Queensland Local Government Councils and 24 Associate Members dedicated to best practice waste management. The committee aims to provide sustainable solutions through its regional forum and interactive participation across the LAWMAC region on current and future Waste Management Practices and Technologies.

CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Regulator OUR PRIORITY AREAS: 2. Our happy, healthy and safe region

RECOMMENDATION That That NBRC become a member of LAWMAC REPORT 2. LAWMAC is a 'not for profit' group comprising members from the North Queensland Local Government area from Cook Shire in the North, Gladstone in the South and extending inland to Mount Isa, Burke, and Cloncurry shires. 3. 4. LAWMAC General Meetings are held quarterly with the Annual General Meeting scheduled after the end of each financial year. A Waste Management Conference is held Bi- Annually. 5. 6. Officers of the Northern Alliance of Councils, Local Government Association of Queensland, Department of Environment & Science Qld, Queensland Health, Waste Industry Groups and Waste Management related representatives are encouraged to attend meetings and provide input and information but are not entitled to vote. 7. 8. Association membership is available to members of Industry, Commerce, State Agencies and other non-government organisations, but will also be without entitlement to vote at meetings. 9. 10. Council had recently become aware of this committee upon an extended invitation by Gladstone Council and LAWMAC members to attend the Workshop Program and General Meeting held locally in Gladstone on Thursday 18 and Friday 19 March 2021. Council decided to send as many Councillors as possible with the opportunity for Councillors to understand how other

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Regional Councils are handling the change of waste facilities into transfer stations and how they communicate with their Residents. 11. 12. A listing of current memberships is attached for reference.

CONSULTATION Consultation has occurred with Councillors, Council senior staff and Council’s technical staff in the waste area.

RISK IMPLICATIONS Reputation / Political Membership of LAWMAC will enforce Council’s commitment to best practice waste management. Occupational Health & Safety (WHS) Nil Financial Impact Membership rates are calculated on a base fee of $440.00 plus resident population equating to $866.24 as the projected 2021-2022 membership fee. Legal & Regulatory Nil Environmental Council is committed to supporting the North Burnett community to responsibly dispose of its waste. Membership to LAWMAC will support Council in this effort. Property & Infrastructure Nil Human Resources Nil Information Communications Technology Nil Service Delivery Nil Climate Nil

KEY MESSAGE Council is committed to best practice in waste management. Membership to LAWMAC will provide Council with up to date and relevant information about waste management.

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LOCAL AUTHORITY WASTE MANAGEMENT ADVISORY COMMITTEE (LAWMAC) CURRENT MEMBERSHIP As At 18 March 2021 Council Membership Honorary Members Associate Members Affiliates Individual Memberships • Banana Shire Council • Mr Alan Wilson – • AECOM • Australian Food & Grocery Council • Victoria Hammer – • Barcaldine Regional Laura, Cape York • ARUP • (CQROC) Central Queensland Circular Beginnings Council • Ms Christine Blanchard • BeneTerra Regional Organisation of Councils • Ruby Michael – • Burdekin Shire - Brisbane City Council • Bucher • EnviroCom Griffith University Council • Mr Ian Kuhl - Kuhl • Municipal • (FNQROC) Far North Queensland • Cairns Regional Meadows • Cleanaway Regional Organisation of Councils Council • CoExchange • (GWCOM) Greater Whitsunday • Cassowary Coast • CQG Consulting Council of Mayors Regional Council • Department of • (LGAQ) Local Government • Charters Towers • Environment and Science Association of Queensland Regional Council (DES Qld) • Local Government Infrastructure • Central Highlands • DrumMuster Services Regional Council • EnviroScience Matters • (NQROC) North Queensland • Cook Shire Council • FNQ Plastics Regional Organisation of Councils • Douglas Shire • GHD • (NWQROC) North West Council • Global Synthetics Queensland Regional Organisation of Councils • Gladstone Regional • Golder Associates Council Queensland Health • Infrabuild Recycling • Hinchinbrook Shire • (RAPAD) Remote Area Planning • MAMS Group Council and Development Board • Mandalay • Isaac Regional • (TCICA) Torres Cape Indigenous • Technologies Council Council Alliance Inc. • Peak Services • Livingstone Regional • (WMRR) Waste Management • Re.Group Council Resource Recovery • Longreach Regional • Remondis Australia Pty Ltd Council • Resource Hub • Mackay Regional • Resource Innovations Council • Short Environmental • Mareeba Shire • SLR Consulting Council • Suez Environmental • Mount Isa City Services Council • Terra Sana

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Council Membership Honorary Members Associate Members Affiliates Individual Memberships • Rockhampton • Consulting Regional Council • Tri - Q • Tablelands Regional • Tropical Mulch Council • Waste Recycling Industry • Torres Shire Council Association (Qld) • Townsville City Council • Whitsunday Regional Council

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Local Authority Waste Management Advisory Committee (LAWMAC) Councillor Notes and Actions arising from the Workshop and General Meeting Thursday 18 – Friday 19 March 2021

Presentations/Discussions Action Contact details. PowerPoint Presentation Benaraby Cell 3A Landfill Great awareness and project planning if we are looking Gladstone Regional Council facilitated by Ms Celisa Faulkner, Gladstone at further landfill extension. Regional Council Cost of project $3.4M – BBRF - ½ Opportunity for NBRC consideration of landfill gas to energy site Very well-planned Landfill operation and construction of Cell 3A. Certainly things in this operation that our Council can draw from their workings. Would be good for our Council Waste Staff to visit and discuss further with Celisa Faulkner. Consultation on State Government Waste See if Kylie and Cara can speak/present to Council and [email protected] reduction & Recycling (Plastic items) Amendment staff around the regional waste management plan. National Plastics Plan Act 2021 and ‘Plastic Free Places’ by Kylie “LOVE FOOD, HATE WASTE" Waste Act due March 2021 Hughes, DES Brisbane and Organic Waste Can the North Burnett communities aim to be a ‘Plastic Organics Waste Action Plan due June 2021 Action Plan by Cara McNicol DES Free Place’? Development of knowledge hub Are our communities aware? Legislation - Ban commences 1/9/21 – straws, stirrers, plates, bowls, cutlery, polystyrene hamburger containers & cups. Organic Waste – as per discussion Peter Townsend Principal Mundubbera SS, is Mundubbera trialling worm farms alongside recycling crates? Community needs to be more accountable, cannot afford bins. Education of community through this pathway… Our Council needs to make our residents/businesses aware of the Policy date when single use plastics are discontinued. Promote the Plastic Fee program. The presentation by Cara on the Organics Waste Action Plan and the Program Love Food Hate Waste was very interesting. Working on 80% recycled content by 2022 and also Regional Waste & Infrastructure Plan/Textile Action Plan Item 6.4- Attachment 2 Page 51 General Meeting Agenda 28 April 2021

Presentations/Discussions Action Contact details. Micro – factory Connect with Veena Sahajwalla to see if a pilot project [email protected] can be undertaken in the NB around ‘micro-factory.’ 02 9385 6432 MJ sent email to Veena 19/03/2021. Banana Shire – Unmanned waste transfer station -Dr Keith from Banana spoke to us regarding a site visit Keith Halford Pin pad access community only- SMART to new unmanned waste transfer station. Manager Environment & Planning SYSTEM Suggestion to arrange a visit to the Banana Shires first Ph: 0417 322 005 unmanned waste transfer station – along with [email protected] operational staff to look at the positives from this project. Sue forwarding video when receive from Keith Halford. LAWMAC Put forward resolution to become members of LAWMAC Neil Fisher – offer to join has been extended. [email protected] Next meeting dates: 0417663961 20th – 21st May – Cairns 22nd – 23rd July – Barcaldine [email protected] 18th – 19th Nov – Whitsundays Ms Mary Field Consideration of operational staff to attend as well – LAWMAC Secretary e.g.: Jeff Miles. PO Box 348 Send someone to attend the LGAQ waste conference – EDMONTON QLD 4869 August 2021. Email Mary (Secretary) at any time if we have any questions. Suggest to our Council that we join this group and use the resources from the other Council’s in the group to assist us with some of our concerns regarding manning waste facilities/waste levy fee. Redland Regional Council Solar Waste Bins Karen Williams Look at getting an invitation to the ROC 31st of March. Lacey Webb – resource hub Has offered to meet with Council to discuss our waste Lacey Webb [email protected] levy challenges. Central Highlands Regional Council Reported on working with Livington Council for the Give a hoot and report those who pollute kerbside pickups. We could also look at same to help (centralhighlands.qld.gov.au) reduce our costs. They have problems with illegal Kristen & Jeff dumping and are closing 3 more waste facilities and Centralhighlands.qld.gov.au closed 3 last year. Starting a programme “Give a Hoot to those

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Presentations/Discussions Action Contact details. who Pollute.” ‘Who gives a hoot’ owl program to raise awareness and address illegal dumping. Lacey Webb – resource hub Lacey was very keen to assist our Council with our Lacey Webb [email protected] waste levy consolidation to reduce our levy. WRIQ Future Leaders Mentorship program – great [email protected] opportunity for Environmental Staff e.g.: Rachel Duncan. Circular Economy Intern Program – creating better employment outcomes for students and graduates. Regional Recycling Transport Assistance Write to the Minister to extend the package. ending Funding and grants | Environment, land and Package 30/6/21 – have we looked at this funding for NBRC?? water | Queensland Government (www.qld.gov.au) Recycling Modification Fund Write a letter to find out what is happing with the RMF. Investing in Australia's waste and recycling infrastructure | Department of Agriculture, Water and the Environment LGAQ Provide easy to use templates for investors to assist in Robert Ferguson managing their expectations coming into region. Robert reported that they are looking at the Waste Levy Review. Also, the NQ Tyre Project. Peak Services Grant Management – what grants available in Waste Brian space? WMRR Bundaberg 19-21st October Barcaldine Regional Council They spoke about how they have changed from 5 landfills to 2 transfer stations. Need to discuss with them how they liaised with the Community. Waste Recycling Qld Masterclass Sessions Available Mark Smith Australian Battery Recycling Sessions Apply for Government Funding Numerous Other Organisation Presentations Request copy of minutes from meeting Ms Mary Field [email protected]

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7 CORPORATE AND COMMUNITY

7.1 DIGITAL TV RETRANSMISSION Doc Id: 1033847 Author: Scott Bambrick, IT Coordinator Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: Nil

EXECUTIVE SUMMARY NBRC operates three digital television retransmission towers in the Eidsvold, Moonford and Bukali areas. Equipment at these towers is regularly failing due to exceeding their expected lifespan and a decision needs to be made on the future of Council’s involvement in TV broadcasting in those areas. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Provider OUR PRIORITY AREAS: 5. Our efficient and effective council

RECOMMENDATION That Council resolves to decommission all digital television retransmission equipment at the Eidsvold, Moonford and Bukali towers with a view to effecting shutdowns by the following dates: • Moonford – 28 January 2022 • Bukali – 30 June 2022 • Eidsvold – 27 January 2023 1. REPORT Background Monto Shire Council began offering analog television retransmission services from its Moonford and Bukali towers in February 2006. North Burnett Regional Council installed similar services at Reservoir Hill in Eidsvold in 2011. All transmitters were converted to support digital television in 2011 and nine out of a total of fourteen of these transmitters are still in use today. Issues • Television retransmission services are not referenced in Council’s Corporate Plan and therefore may not be considered within the scope of Council’s “core business”. • Significant costs are incurred by all ratepayers to provide these services to a small portion of the population. • Older transmitters may be interfering with co-located or nearby transmission equipment. • With an expected lifespan of around five to eight years, the older transmitters are significantly beyond their end-of-life.

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• Viewer complaints of poor-quality signal, pixelation, audio popping, less than expected coverage and interference can be traced directly back to the older transmitters. • The older transmitters have been converted from analog, rather than being digital native, resulting in an extra layer of signal attenuation. • A lack of telemetry and remote access means that on-site visits are regularly required to restore failed services. • Replacement parts are not available for the older equipment, so they are no longer repairable. • Left alone, the current retransmission equipment at these towers will eventually fail at short notice and require an unplanned replacement. Coverage Council’s TV transmission towers service the town and immediately surrounding area of Eidsvold, the parts of the Moonford area and parts of the Bukali/Bancroft area. Due to issues with many of the transmitters, it’s not possible to gain an accurate understanding of coverage areas, however the following maps provide indicative coverage under ideal circumstances. The readings indicated here are what may be possible if current equipment is operating at peak performance under ideal atmospheric conditions. Key Expected dBm Explanation Red -55 Excellent service Orange -65 Good service Light green -75 Patchy service – good antenna mounted above obstructions may work well Dark green -85 Poor service – may be able to watch some channels with dropouts and other interruptions

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Eidsvold

The 2016 Census identified 298 residential dwellings within the locality of Eidsvold. Most of the western area of the locality does not receive signal, so the actual number of dwellings covered will be lower. 250 is the estimate of the number of households covered by this tower Eidsvold is the only major town in the North Burnett where, except for the ABC, free-to-air terrestrial television is not supplied by the broadcasters. ABC TV service is provided by ABC (contracted to Broadcast Australia) at a transmission tower adjacent to Council’s.

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Moonford

The 2016 Census identified 98 dwellings in the locality of Moonford. Many of these are in areas of the locality that do not receive signal (including within the Moonford township), so the actual number of dwellings covered will be significantly less than this.

40 is the estimate of the number of households covered by this tower.

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Bukali

The 2016 Census identified 21 dwellings in the locality of Bukali. Most, if not all of these will have coverage from the tower. Additionally, some properties in the Bancroft and Mungungo localities can receive signal, so the actual number of dwellings covered will be somewhat higher than 21.

40 is the estimate of the number of households covered by this tower.

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Funding All towers were jointly paid for by Council and the Federal Government as part of the Blackspot or Digital Switch programs. These programs have ceased, and no further funding is available. Council has no contractual or other arrangements that require these services to be maintained. Satellite TV In 2010, the Federal Government launched its “Viewer Access Satellite Television” (VAST) broadcast system. It was a major upgrade from the old system and provides regional Australia with TV services comparable to free-to-air terrestrial TV. Until 2014, households were eligible for a substantial (sometimes total) installation subsidy as part of the Federal Government’s Satellite Subsidy Scheme and Household Assistance Scheme. Households in areas covered by exiting terrestrial free-to-air service (such as Council’s towers) were not eligible for the VAST service or the subsidies. It's expected that the typical cost to install a satellite TV service is approximately $800 plus GST, however this will vary significantly due to factors like house height, length of cable required, number of TVs to service and equipment required. No government subsidies are available. With an estimated 330 affected households, this represents a total cost of $264,000 plus GST based on the typical installation cost. Options Council may elect to upgrade or cease TV services at each retransmission site. Estimated capital costs are current as at early February 2021, are exclusive of GST and are subject to change due to exchange rate fluctuations. Estimated whole of life costs include charges for maintenance, estimated power, telemetry and broadcast licences. An increase of 2% per year is factored in and an eight year life is assumed. 1. Upgrade all sites Estimated capital cost $206,000 Estimated whole of life (8 years) cost $171,700 Services at all sites will be upgraded with modern equipment, resulting in significantly improved service and remote monitoring capabilities. This project would be complete by March 2022 and affected households will only experience a short outage before receiving the improved service. 2. Decommission Moonford / Upgrade Bukali and Eidsvold Estimated capital cost $145,000 Estimated whole of life (8 years) cost $126,700 As the tower covering the fewest households and the lowest potential for improved transmission quality, the Moonford tower would be decommissioned and usable equipment relocated to Bukali. Eidsvold would be upgraded with newly purchased equipment. No more than 40 households are expected to be adversely affected by this option. Upgrades at Bukali and Eidsvold would be completed by December 2021 and the Moonford tower would be shut down by on 30 June 2022, following a transition period. 3. Decommission Moonford and Bukal / Upgrade Eidsvold Estimated capital cost $110,000 Estimated whole of life (8 years) cost $78,800 The Moonford and Bukali towers offer services to significantly fewer households than the Eidsvold tower does (estimated 40, 40 and 250 respectively). This option would decommission the two lesser used towers and upgrade equipment at the Eidsvold tower.

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No more than 80 households are expected to be adversely affected by this option. The Eidsvold tower would be upgraded by December 2021. The Moonford tower would be shut down on 28 January 2022 and the Bukali tower shut down on 30 June 2022. 4. Decommission all sites Estimated capital cost $25,000 Estimated whole of life (2 years) cost $45,600 Council will shut down all digital television retransmission services at all three of its towers. A lengthy transition period will be allowed prior to shutdown to ensure that affected households are able to have satellite television equipment installed. No more than 330 households are expected to be adversely affected by this option. Defunct equipment would remain at each site to be removed later. A small amount of the newer equipment may be able to be re-sold to other retransmitting organisations (including Councils), though much of the equipment is not sellable. Nominated shutdown dates are as follows: • Moonford – 28 January 2022 • Bukali – 30 June 2022 • Eidsvold – 27 January 2023 Equipment at the towers will be fully maintained in the interim and an amount for a small amount of equipment replacement (e.g. one transmitter) should be budgeted.

CONSULTATION Satellite Television and Radio Australia (STRA) STRA is currently contracted by Council to provide maintenance and technical support for the retransmission services. STRA’s opinion is that the older retransmission equipment is the primary cause of the issues and their recommendation is that the equipment be upgraded to current industry standard. RBA Holdings RBA Holdings is the administrator of the VAST service. They have assured Council that the affected households are eligible to receive the VAST signal and are ready to provide any necessary support to ensure smooth processing of applications. Internal Stakeholders Responsibility for TV retransmission services currently lies with the ICT team, all of whom have been significantly involved in this process. No other departments currently have input to or oversight of the services. Council Information workshops were held with Councillors on 10/02/2021 and 21/04/2021 to provide background and information on the challenges being experienced with the retransmission services and the possible solutions, costs and timeframes. Satellite TV Installers No consultation has currently been undertaken with satellite TV installers to determine workloads or expected timeframes, however a brief conversation about expected installation costs has been undertaken with a local installer. Households No consultation has currently been undertaken with affected households, pending Council’s decision.

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RISK IMPLICATIONS Reputation / Political There is reputational or political risk associated with this project due to the direct service and financial impact it will have on affected households should the decision be made to shut down any retransmission towers. This risk will be reduced by a comprehensive communications plan and a significant transition period. There is also a reputational risk associated with not proceeding with this project. Occupational Health & Safety (WHS) Not applicable Financial Impact Council currently has no budget allocation for the replacement of failed transmitters. This project will mitigate the risk of having to unexpectedly replace failed transmitters at significant cost. Legal & Regulatory Not applicable Environmental Not applicable Property & Infrastructure Not applicable Human Resources There will be additional load placed on the finance and customer service teams to service different components of this project. The risk will be mitigated by substantial education and training through the communications plan. Information Communications Technology All three towers host additional Council services (e.g. FM radio, digital radio, PSBA radio, data network), so towers and associated easements, roads and access must be retained and maintained. Service Delivery Council currently offers digital TV retransmission services at these sites. If Council resolves to shut down one or more of these services, then households in these areas will no longer be able to receive terrestrial digital TV transmissions. There is no other expected impact on any Council services as a result of this project. Climate Not applicable

KEY MESSAGE Council operates three television retransmission sites across the region, servicing the town of Eidsvold and rural areas of Bukali and Moonford (north of Monto). Many of the transmitters used at the towers are failing with symptoms including “dirty” signal output, resulting in a substandard service to households. These services are not considered part of Councill’s core business.

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7.2 FINANCE REPORT TO 31 MARCH 2021 Doc Id: 1037647 Author: Michelle A. Burns, Senior Accountant Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: 1. Finance Report - March 2021.pdf [1038375]

EXECUTIVE SUMMARY This report provides a summary of Council’s financial performance against budget for the financial year to 31 March 2021. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Provider OUR PRIORITY AREAS: 5. Our efficient and effective council

RECOMMENDATION That in accordance with s204 Local Government Regulation 2012 (Qld), Council notes the Finance Report for the period ended 31 March 2021. REPORT The monthly financial report includes a Statement of Financial Performance, Statement of Financial Position and Rates Debtor Analysis. Exception reporting is noted within the reports comparing actual performance against budget. Key highlights as at the end of March 2021 include: • Rates, Levies and Charges recorded in January 2021 totalling $10.66m, and year to date are aligned with the budget year-to-date. 1. • Capital grants – several significant grants have been received after the budget for 2020/21 was prepared. This means that the income received will be higher than the overall budget for these grant items. 2. • Materials and Services – year to date operating materials and services expenditure is higher than expected at this time of year. This variance has been investigated and discussed at Council’s workshop on 3 March 2021. The variance to date has been associated with a change of methodology in the reporting of plant costs as compared to the forecasting in the budget, and this has improved the accuracy in reflecting the costs in maintaining and constructing road assets. 3. • Depreciation is currently above budget and a detailed analysis was prepared and brought to the Council workshop on 3 March 2021. There is a timing variance of $525,000 in the phasing of the depreciation budget for 2020/21. 4. • Cash and cash equivalents increased by $3,261,000 in the month of March 2021. 5. 6.

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7. CONSULTATION Report prepared with input from internal budget holders.

RISK IMPLICATIONS Reputation / Political Low risk if expenditure deviates slightly from budget or project delivery schedule. Financial Impact Low risk as expenditure in line with budget. The report highlights the need for continuing to closely monitor expenditure, and incorporate efficiencies into operations.

KEY MESSAGE Council is presenting this monthly financial report to provide information on the financial performance against budget and to comply with legislative requirements.

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7.3 RADF ROUND 2 2020-2021 Doc Id: 1038005 Author: Desiree Tomas, Customer Experience and Communities Manager Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: 1. Minutes - RADF 2020-21 R2 Assessment Meeting - 1 April 2021.docx [1037974]

EXECUTIVE SUMMARY The purpose of this report is to inform Council on the progress of the North Burnett Regional Council’s Regional Arts Development Fund (RADF) Program and recommend 2020-21 Round 2 applications for endorsement. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A partner OUR PRIORITY AREAS: 3. Our united region

RECOMMENDATION That 1. Council endorse the following Regional Arts Development Fund (RADF) applications:

• Rensina van den Heuvel – A Walk in Her Shoes - $7,400 • Monto Magic Tourism Action Group – Masonry Workshop - $16,000

2. Council decline the following Regional Arts Development Fund (RADF) applications:

• Grace Julia Motley – Blue Short Film - $18,000 • Stepping Black Indigenous Corporation Australia – United Communities Reconciliation Project - $8,032 • Coalstoun Lakes State School P&C – Coalstoun Lakes Church Mini-Musical Showcase - $6,590 • North Burnett Community Service – Artistic Development School Holiday Program - $4,170

3. Council endorse the following Regional Arts Development Fund (RADF) Outcome Reports for successful acquittal:

• Coalstoun Lakes State School P&C – Theatre Arts for Coalstoun Lakes Kids - $4,730 • Gayndah Mens’ Shed Inc – Gayndah’s Metal Lungfish - $5,350

REPORT The North Burnett Regional Council partners with the Queensland Government through Arts Queensland to deliver the Regional Arts Development Fund (RADF) Program in our region. For 2020-21, the RADF program has a budget of $52,946 to be allocated through two community grant rounds by 31 August 2021. A third round will now be held to allocate funds not expended after round one and two.

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RADF Round 2 2020-21 was conducted online via SmartyGrants and assessed by the North Burnett Arts and Cultural Advisory Committee (NBACAC). Six applications were received in total for Round 2. To assess Round 2 applications, seven NBACAC members independently completed a standardised assessment checklist of each application, via SmartyGrants, prior to the RADF Assessment Panel Review meeting held on 1 April 2021 in Mundubbera. The initial assessment included: • Declaring any conflicts of interest • Applying a scoring system to consider aspects of project quality, impact, reach and viability • Conditions of funding • A recommendation for funding (yes or no) and a recommended amount • A comment to justify decisions made This information was then collated and presented at the RADF Assessment Panel Review meeting for consideration. Dr Geoff Walden chaired the Assessment Panel Review meeting and all seven assessors attended in person. The Committee’s recommendations were assessed in line with the NBACAC Terms of Reference and the RADF Guidelines and members initial assessments were factored into the overall decision making of the panel. It should be noted that the this is an advisory committee to Council. Therefore, inline with s 265 of the Local Government Regulations, decision to approve the applications can be delegated to the CEO. However, Council is still to endorse the new grant funding policy. Until such time, it is considered best practice to continue to seek Council endorsement of the funding.

The Committee’s recommendations for Round 2 are as follows:

2020-21 Round 2 Applications:

1. Grace Julia Motley – Blue Short Film - $18,000 for the filming of a short film in Gayndah followed by a public screening event. 13. Not Recommended 14. 2. Rensina van den Heuvel – A Walk in Her Shoes - $7,400 to write and publish the stories of forty-two North Burnett women from a bygone era. 15. Recommended 16. 3. Monto Magic Tourism Action Group – Masonry Workshop - $16,000 to hold masonry workshops in Monto and create a large local themed sandstone sculpture. 17. Recommended 18. 4. Stepping Black Indigenous Corporation Australia – United Communities Reconciliation Project - $8,032 to hold three community art workshops in Mundubbera, Gayndah and Eidsvold. 19. 20. Not Recommended 21. 5. Coalstoun Lakes State School P&C – Coalstoun Lakes Church Mini-Musical Showcase - $6,590 to create a musical based on the history of the local church. 22. Not Recommended 23.

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6. North Burnett Community Service – Artistic Development School Holiday Program - $4,170 to hold photography and leatherwork workshops in four North Burnett towns. 24. Not Recommended 25. Reasoning behind the recommendations of the North Burnett Arts and Culture Committee can be found in the minutes, which are attached.

26. 27. The following RADF Outcome Reports were assessed for acquittal: 28. 1. Coalstoun Lakes State School P&C – Theatre Arts for Coalstoun Lakes Kids - $4,730 29. 30. Recommended 31. 2. Gayndah Mens’ Shed Inc – Gayndah’s Metal Lungfish - $5,350 32. Recommended 33. Reasoning behind the acquittal recommendations of the North Burnett Arts and Culture committee can be found in the minutes, which are attached.

2020-21 RADF Rounds 1 and 2 did not expend all grant funds therefore a third round will now be

held with $19,304 available.

CONSULTATION Seven North Burnett Arts and Cultural Advisory Committee members individually completed a full assessment of the RADF 2020-21 Round 2 Applications via SmartyGrants, in accordance with the RADF Program Guidelines and the NBACAC Terms of Reference. This assessment included scoring applications based on defined criteria, recommendations, comments, and conditions for funding. This assessment was used to inform discussion at the Assessment Panel Review Meeting held on the 1 April 2021 and factored into the overall decision making of the group.

RISK IMPLICATIONS

Reputation / Political LOW – Members on the NBACAC were successfully endorsed as Advisory Committee members based on the skills and experience that they possess in the arts and cultural arena. The members are expected to serve the interests of the region. The risk of Council doing nothing and not endorsing the committee recommendations is that the Advisory Committee Panel would feel that their recommendations are not valued; and lack of endorsement would result in delays in RADF projects commencing and increased strain on Council’s ability to fulfil the requirements of the 2020-21 RADF Funding Agreement. The management of the RADF Program is guided by the North Burnett Arts and Cultural Advisory Committee Terms of Reference, RADF guidelines and the use of approved standardised applications, assessment checklists, forms and letters to mitigate any risk of harm to the reputation of Council and Arts Queensland.

Financial Impact LOW – Council received funding of $25,000 from Arts Queensland for the 2020-21 RADF Program; in addition to Council’s contribution of $13,000 and rolled over funds of $14,946 from 2019/20 providing a total budget of $52,946.

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1. Funding Outlook – 2020/21 34. 35. Budget 36. Funds 38. Grant 39. Appro 40. Remai as per Arts Qld 37. Availa Applications ved / ning Annual Bid ble Received Expended 41. COMMUNIT 42. $52,946 43. Y GRANTS 2020-21 44. R 1 – 45. 46. $52,94 47. $29,64 48. $10,24 49. $42,70 26/11/20 6 4 2 4 50. R 2 – 51. 52. $42,70 53. $69,42 54. $23,40 55. $19,30 01/04/21 4 1 0 4

Legal & Regulatory LOW – The RADF Program complies with the Local Government Act 2009, the Local Government Regulation 2012 and Arts Queensland Funding Agreement. Property & Infrastructure LOW – Where applicable, RADF applicants are required to show Certificates of Currency in respect to public liability insurance. Human Resources LOW – Council employs a Community Development Officer who undertakes work as a RADF Liaison Officer to manage the RADF Program within designated timeframes. Use of the online grants system SmartyGrants has assisted to streamline the process. Service Delivery LOW – No impact on service delivery by proposed recommendations. The requirements of the RADF Program are managed in line with other service delivery responsibilities. Moving the program to an online SmartyGrants platform has assisted to streamline the process and make grant administration more efficient and effective.

KEY MESSAGE The RADF Program is a partnership between the North Burnett Regional Council and Arts Queensland to support access to quality arts and cultural experiences in our region and build local cultural capacity, cultural innovation and community pride. Media releases, website posting, Facebook posts and cheque presentations will be undertaken following endorsement to celebrate and promote upcoming projects.

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1. Welcome – Dr Geoff Walden (Chair) 2. Attendance: (as per Signed Attendance Sheet) Dr Geoff Walden, Sue Capewell, Lorraine Maskell, Kerry Slack, Cyndy Seabrook, Melinda Jones, Gillian Nicholl, Tania Fraser (RLO), Jenny Hall (Stream Leader – Community Development), Desiree Tomas (Customer Experience and Communities Manager) Absent: Russell Plunkett 3. Reading of Minutes of Previous Meeting – 26 November 2020

The previous minutes were confirmed true and correct: Moved: G Nicholl Seconded: L Maskell 4. Business Arising from Previous Minutes: 4.1 RADF Guidelines: have been updated to reflect new online process. 5. Conflicts of Interest Declared: declarations made prior to assessments of applications; these committee members left the room when applicable assessments were discussed: • S Capewell – (7.1) Grace Julia Motley – Blue Short Film – Sue’s son Jim is involved in project. • Cr M Jones - (7.3) Monto Magic Tourism Action Group – Masonry Workshop - Cr Jones is President of Monto Magic Tourism Action Group. • C Seabrook – (7.5) Coalstoun Lakes State School P&C – Coalstoun Lakes Church Mini-Musical Showcase – affiliation with school and artist involved.

6. Outcome Reports for Acquittal: The following outcome reports were presented and assessed as per the following: 6.1 Coalstoun Lakes State School P&C – Theatre Arts for Coalstoun Lakes Kids - $4,730 Recommended for successful acquittal: Moved S Capewell, Seconded G Nicholl Carried 6.2 Gayndah Mens’ Shed Inc – Gayndah’s Metal Lungfish - $5,350 Recommended for successful acquittal: Moved L Maskell, Seconded S Capewell Carried

7. Applications for Assessment: 7.1 Grace Julia Motley – NB008RADF - Blue Short Film - $18,000 The committee noted that this application, whilst very professionally written, had only one letter of local support and very limited local involvement or benefit to our region for arts development in relation to the amount of funds requested. Not recommended for approval. Moved: K Slack Seconded: C Seabrook Carried unanimously

7.2 Rensina van den Heuvel – NB009RADF – A Walk in Her Shoes - $8,302 As per RADF Guidelines, $902 publishing costs not funded. This project recommended for approval to the value of $7,400. Committee would like applicant to hold a book launch in each town library on project completion (pending Council approval). Moved: S Capewell Seconded: C Seabrook Carried unanimously

7.3 Monto Magic Tourism Action Group – NB010RADF – Masonry Workshop - $24,327 Recommended for approval to the value of $16,000. Committee recommend that applicant seek further arts funding (eg Arts Queensland Individuals Fund) to cover artist fees component. Project timeframe extended until 14 May 2022 to accommodate this change. Moved: K Slack Seconded: S Capewell Carried unanimously

7.4 Stepping Black Indigenous Corporation Australia – NB011RADF – United Communities Reconciliation Project - $8,032 Committee noted that this type of project has been done a few times before, involving same artist. Committee encourages applicant to resubmit next round with evidence of grassroots consultation showing demand for project applied for eg at least three letters of Item 7.3- Attachment 1 Page 71 General Meeting Agenda 28 April 2021

support from target audience and lists of participants who would like to be involved; plus details of what is to happen to artwork once library exhibition time is completed. Dr Geoff Walden nominated to work with applicant to help re-develop application. Moved: S Capewell Seconded: K Slack Carried unanimously

7.5 Coalstoun Lakes State School P&C – NB013RADF – Coalstoun Lakes Church Mini-Musical Showcase - $6,590 Committee recommended that applicant resubmit next round with project redesigned to have a more community-wide focus and be less school based; and show evidence of project development in conjunction with community. Cyndy Seabrook nominated to work with applicant to redevelop project for future re-submission. Moved: G Nicholl Seconded: L Maskell Carried unanimously

7.6 North Burnett Community Service – NB016RADF – Artistic Development School Holiday Program - $4,170 Committee noted there were no letters of support included with this application. Recommend that applicant resubmit next round with following considerations: include at least three letters of local support plus a list of participants in each town who wish to participate, investigate opportunities to partner with other youth service organisations, consider use of Council halls to minimise venue hire costs. Lorraine Maskell nominated to contact applicant to assist with redeveloping application. Moved: M Jones Seconded: S Capewell Carried unanimously

8. General Business:

8.1 Project Update: 2019/20 RADF Outdoor Artworks: Tania gave a summary of progress: - Gayndah, Mount Perry and Monto artworks are almost complete. Once wording for plaques is authorised, Truth Designs will create the artworks and plaques on ACM material. - Biggenden and Eidsvold projects are completed and installed. - Mundubbera project: Seini Huakau advised that she hopes to have project completed by end of April 2021.

8.2 Sue Capewell Resignation from NBACAC – Sue advised that she was stepping down from this Committee to further her other interests. The Committee thanked Sue for her long- standing commitment to arts and cultural development through the RADF Program over the past ten years and expressed their appreciation by a round of applause.

8.3 Tour of Monto’s Art Installations: The committee were pleased to accept Cr Jones’ invitation to take a tour of Monto’s newest art installations after the next RADF Assessment Meeting which will be held in Monto on 27 May 2021.

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9. Funding Outlook – 2020/21 Budget as per Grant Funds Approved / Arts Qld Applications Remaining Available Expended Annual Bid Received COMMUNITY GRANTS

2020-21 $52,946 R 1 – 26/11/20 $52,946 $29,644 $10,242 $42,704 R 2 – 01/04/21 $42,704 $69,421 $23,400 $19,304 R3 - 27/05/21 $19,304

2019/20 COMMITTEE PROJECT – Outdoor $20,000 $7,848 $12,152 Artworks

10. Next Meeting: Town: Monto Date: Thursday 27 May 2021 Venue: NBRC Boardroom Time: 10.30am

11. Meeting Closed: 3.30pm

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8 WORKS

Nil

9 COUNCILLOR REPORTS

Nil

10 CONFIDENTIAL REPORTS

Nil

11 CLOSURE OF MEETING

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