AGENDA ORDINARY COUNCIL MEETING
WEDNESDAY, 26 MAY 2021
Notice is given that the next Ordinary Council Meeting of Tiwi Islands Regional Council will be held on:
Wednesday, 26 May 2021 at Pirlangimpi Commencing at 10:30am
Your attendance at the meeting will be appreciated.
Valerie Rowland Chief Executive Officer Ordinary Meeting 26 May 2021
AGENDA
1 WELCOME & APOLOGIES 1.1 Welcome 1.1.1 Opening of Meeting 1.1.2 CEO welcome to Councillors & guests 1.2 Present 1.3 Apologies 1.4 Leave of Absence
1.5 Declaration of Interest of Members or Staff
Section 73 of the Northern Territory Local Government Act states:
Section 73 Conflict of interest
(1) A member has a conflict of interest in a question arising for decision by the council, local board or council committee if the member or an associate of the member has a personal or financial interest in how the question is decided.
(2) This section does not apply if the interest is:
(a) an interest in a question about the level of allowances or expenses to be set for members; or
(b) an interest that the member or associate shares in common with the general public or a substantial section of the public; or
(c) an interest as an elector or ratepayer that the member or associate shares in common with other electors or ratepayers; or
(d) an interest that the member or an associate has in a non-profit body or association; or
(e) an interest of the member or an associate:
(i) in appointment or nomination for appointment to a body with predominantly charitable objects; or
(ii) in payment or reimbursement of membership fees, or expenses related to membership, in such a body; or
(f) an interest so remote or insignificant that it could not reasonably be regarded as likely to influence a decision.
Section 74 Disclosure of interest
(1) As soon as practicable after a member becomes aware of a conflict of interest in a question that has arisen or is about to arise before the council, local board or council committee, the member must disclose the personal or financial interest that gives rise to the conflict (the relevant interest):
(a) at a meeting of the council, local board or council committee; and
2 Ordinary Meeting 26 May 2021
(b) to the CEO.
(2) The CEO must record the disclosure in a register of interests kept for the purpose.
Section 12 of the Northern Territory Local Government (Administration) Regulations states:
Section 12 Contents of register of interests
The register of interests to be kept under section 74(2) of the Act must contain:
(a) the name of the member making the disclosure; and
(b) the nature of the interest that gives rise to the conflict of interest; and
(c) the nature of the question on which the conflict of interest arises.
Does any Councillor of Senior Officer have any conflicts of interest to declare at this point of procedings?
1.6 Confirmation of Previous Minutes Ordinary Meeting - 28 April 2021 ...... 1 2 GENERAL BUSINESS Nil 3 VISITORS AND PRESENTATIONS Nil 4 CORRESPONDENCE Nil 5 REPORTS FOR DECISION 5.1 TRAINING AND DEVELOPMENT ...... 9 5.2 FINANCE END OF MONTH REPORT - APRIL 2021...... 10 5.3 TIRC DAILY LIST FORM ...... 15 5.4 DRAFT REGIONAL PLAN AND BUDGET 2021/2022 ...... 18 6 REPORTS FOR INFORMATION 6.1 MANAGERS REPORTING TO CEO END OF MONTH REPORT FOR APRIL 2021 ...... 20 6.2 RATES CERTIFICATE IN TERMS OF REGULATION 24(1) OF THE LOCAL GOVERNMENT ACCOUNTING REGULATIONS...... 34 6.3 TIRC COUNCILLORS 2020-2021 MEETING ATTENDANCE REGISTER ...... 35 6.4 INFRASTRUCTURE END OF REPORT APRIL 2021 ...... 39 6.5 CHIEF FINANCIAL OFFICER END OF MONTH REPORT - MAY 2021 ...... 44 7 BUSINESS ARISING Nil
3
MINUTES OF THE ORDINARY COUNCIL MEETING HELD IN THE WURRUMIYANGA ON WEDNESDAY, 28 APRIL 2021 AT 10:30AM
1 Welcome & Apologies 1.1 Welcome The meeting opened at 10:55am. The Mayor welcomed councillors and guests. A minutes silence was held in honour and memory of deceased relatives 1.2 Present COUNCILLORS Mayor Leslie Tungatulum Wurrumiyanga Ward Councillor Francisco Babui Wurrumiyanga Ward Councillor Therese Bourke Pirlangimpi Ward Councillor Mary Dunn Pirlangimpi Ward Councillor Osmond Pangiraminni Pirlangimpi Ward Councillor Pius Tipungwuti Milikapiti Ward Councillor Connell Tipiloura Milikapiti Ward STAFF Valerie Rowland Chief Executive Officer Bala Donepudi Chief Financial Officer Bill Toy General Manager Community Engagement Chris Smith General Manager Infrastructure Helen Daiyi Governance & Compliance Manager Sally Ullungura Governance Officer GUESTS Peter Gamblin Department of Chief Minister and Cabinet
Minuter: Helen Daiyi (Governance & Compliance Manager) and Sally Ullungura
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 1 of 48
1.3 Apologies Apologies from members who were absent from the meeting Deputy Mayor Lynette De Santis Milikapiti Ward Councillor Wesley Kerinaiua Wurrumiyanga Ward Councillor Kevin Doolan Wurrumiyanga Ward
49 RESOLUTION Moved: Mary Dunn Seconded: Connell Tipiloura
That members: 1. Accept the acknowledgement from the members that they were unable to attend the meeting 2. Approve the applications from the members for leave of absence from the meeting.
CARRIED
1.4 Leave of Absence Nil 1.5 Declaration of Interest of Members or Staff 1.6 Confirmation of Previous Minutes Ordinary Meeting - 24 March 2021 50 RESOLUTION Moved: Jennifer Clancy Seconded: Therese (Wokay) Bourke
That the minutes of the Ordinary Meeting on 24 March 2021 as circulated, be confirmed as a true and correct record of that meeting. CARRIED
Confidential Ordinary Council - 24 March 2021 51 RESOLUTION Moved: Jennifer Clancy Seconded: Mary Dunn
That the minutes of the Confidential Ordinary Council on 24 March 2021 as circulated, be confirmed as a true and correct record of that meeting. CARRIED
2 GENERAL BUSINESS
Nil
3 VISITORS AND PRESENTATIONS
Peter Gamlin Department of Chief Minister and Cabinet
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 2 of 48
4 CORRESPONDENCE
4.1 LETTER FROM THE DEPARTMENT OF CHIEF MINISTER & CABINET - VOTING AT COUNCIL MEETINGS SUMMARY
Correspondence received 9th April 2021 from Maree De Lacey, Executive Director of Local Government and Community Development
52 RESOLUTION Moved: Mary Dunn Seconded: Connell Tipiloura
That Council note receipt of correspondence received from The Department of the Chief Minister & Cabinet.
CARRIED
4.2 REGIONAL ROADS COMMITTEES - TERMS OF REFERENCE SUMMARY
Terms of reference regarding the future establishment of a Regional Roads Committee (RRC) in the Arafura Region.
53 RESOLUTION Moved: Mary Dunn Seconded: Connell Tipiloura
That Council note receipt of correspondence and report number 238508
CARRIED
5 REPORTS FOR DECISION
5.1 CAREERS AT COUNCIL
54 RESOLUTION Moved: Therese (Wokay) Bourke Seconded: Francisco Babui
That Council approve the cost of an introductory 15 month subscription to Careers at Council with all the above benefits at $1,900+GST
CARRIED
5.2 SPINAL LIFE AUSTRALIA - HOW COUNCIL CAN ASSIST LOCAL BUSINESSES REBUID AFTER COVID-19 Spinal Life Australia is one of Queensland’s leading providers of care, therapy and
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 3 of 48
advocacy services for people living with spinal cord damage. We aim to support people with spinal cord damage to live an accessible, equitable and empowered life by providing specialist services.
55 RESOLUTION Moved: Valentine Intalui Seconded: Francisco Babui
That Council to consider supporting the improvement of this free resource by:
1. Access to council data for region which includes accessibility information. 2. Raise awareness through the Council social media channels and local networks. 3. Introduce us to your local tourism body and business operators so we can show them how to improve returns from tourists seeking accessible accommodation or experiences.
CARRIED
12:30pm – Ordinary Meeting of Council closed for lunch
13:30pm – Ordinary Meeting of Council reopened
5.3 POLICY 34 - CARETAKER PERIOD POLICY
56 RESOLUTION Moved: Jennifer Clancy Seconded: Osmond Pangiraminni
That Council endorses and adopts the updated policy–Caretaker Period (Policy # 34)
CARRIED
5.4 POLICY 38 - CHAIR TO EXERCISE A CASTING VOTE
57 RESOLUTION Moved: Francisco Babui Seconded: Therese (Wokay) Bourke
That Council approve and adopt Policy 38 – Chair to exercise a casting vote
CARRIED
5.5 NOMINATIONS FOR LGANT RECONCILIATION ACTION PLAN WORKING GROUP
58 RESOLUTION Moved: Jennifer Clancy Seconded: Osmond Pangiraminni
1. That Council notes receipt of correspondence and endorses the development of a Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 4 of 48
LGANT Reconciliation Action Plan (RAP).
2. That Council approves for an elected member of the Tiwi Islands Regional Council to nominate for the LGANT Reconciliation Action Plan working group.
CARRIED
COUNCIL NOMINATE ELECTED MEMBER LGANT RECONCILIATION ACTION PLAN WORKING GROUP 59 RESOLUTION Moved: Francisco Babui Seconded: Jennifer Clancy
Council elected Valentine Intalui to represent the Tiwi Islands Regional Council at the LGANT Reconciliation Action Plan working group.
CARRIED
5.6 SMOKE FREE WORKPLACE AND COMMUNITY AREAS POLICY
60 RESOLUTION Moved: Jennifer Clancy Seconded: Therese (Wokay) Bourke
That Council note receipt of report number 238625 and endorse the updated version of Policy 16 – Smoke Free Workplace and Community Areas Policy.
CARRIED
5.7 FINANCE END OF MONTH REPORT – MARCH 2021
61 RESOLUTION Moved: Mary Dunn Seconded: Therese (Wokay) Bourke
That Council notes and accepts the Finance Report for the reporting period to 31 March 2021
CARRIED
5.8 WURRUMIYANGA LOCAL AUTHORITY COMMUNITY PROJECTS SUMMARY
Wurrumiyanga Local Authority Community Projects requiring Council endorsement and approval
62 RESOLUTION Moved: Valentine Intalui Seconded: Jennifer Clancy
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 5 of 48
That Council note receipt of report number 238718 and approve for all Wurrumiyanga Local Authority Community projects.
CARRIED
6 REPORTS FOR INFORMATION
6.1 MANAGERS REPORTING TO CEO END OF MONTH REPORT FOR MARCH 2021 This report includes all Managers report who currently report direct to the CEO. It also reports on the CEO activities for the month.
63 RESOLUTION Moved: Jennifer Clancy Seconded: Pius Tipungwuti
That Council receive and note this report for information.
CARRIED
6.2 TIRC COUNCILLORS 2020/2021 MEETING ATTENDANCE REGISTER
64 RESOLUTION Moved: Jennifer Clancy Seconded: Mary Dunn
That Council notes receipt of report number 238289 for information
CARRIED
6.3 HANDS ON PEOPLE
65 RESOLUTION Moved: Jennifer Clancy Seconded: Osmond Pangiraminni
That Council receive and note this report for information.
CARRIED
6.4 INFRASTRUCTURE END OF REPORT MARCH 2021
66 RESOLUTION Moved: Connell Tipiloura Seconded: Therese (Wokay) Bourke
That Council receive and note this report for information.
CARRIED
6.5 REPORT ON PERFORMANCE DARWIN ENTERTAINMENT CENTRE
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 6 of 48
"NGARUKURUWALA GROUP"
67 RESOLUTION Moved: Connell Tipiloura Seconded: Valentine Intalui
That Council receive and note this report for information.
CARRIED
6.6 NBN SKY MUSTER PLUS SERVICE
68 RESOLUTION Moved: Valentine Intalui Seconded: Pius Tipungwuti
That Council receive and note this report for information.
CARRIED
6.7 CHIEF FINANCIAL OFFICER END OF MONTH REPORT – MARCH 2021
69 RESOLUTION Moved: Therese (Wokay) Bourke Seconded: Valentine Intalui
That Council note and receive this report number 238698 for information
CARRIED
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 7 of 48
7 BUSINESS ARISING
Nil
8 Confidential Items OCM Meeting Closed at 4:00pm Confidential Meeting open at 4:18pm
70 RESOLUTION Moved: Therese (Wokay) Bourke Seconded: Leslie Tungatulum
That pursuant to Section 65 (2) of the Local Government Act and Regulation 8 of the Local Government (Administration) Regulations the meeting be closed to the public to consider a Confidential matter. CARRIED
At the conclusion of the discussion on the confidential item(s), the meeting was reopened and the decision on the item(s) noted.
71 RESOLUTION Moved: Therese (Wokay) Bourke Seconded: Leslie Tungatulum
That the meeting be reopened and the decisions on the confidential items be noted. CARRIED
9 Next Meeting
Wednesday, 26 May 2021
10 Closure
The meeting closed at 4:30pm.
8 NEXT MEETING Wednesday, 23 June 2021
9 CLOSURE
Meeting closed at…….
Minutes of the ORDINARY COUNCIL MEETING held on WEDNESDAY, 28 APRIL 2021 (Unconfirmed) Page 8 of 48
Ordinary Meeting 26 May 2021 REPORTS FOR DECISION ITEM NUMBER 5.1 TITLE Training and Development REFERENCE 238871 AUTHOR Valerie Rowland, Chief Executive Officer
On The 13th May, CEO met with BMI and Tiwi Enterprises to discuss a potential training pack of civil staff targeting Tiwi females.
BACKGROUND
Since the recruitment of the new CEO Scott Simpson, a strong working relationship has prospered with a key focus on Tiwi employment.
TIRC is renowned for being an employer of choice and ongoing communication with the business community has assisted Council’s ability to engage with the wider Tiwi community in relation to employment opportunities.
Recruitment of female operators is a direction Council is keen to pursue and always looking at ways and opportunities to engage our female Tiwi population across the Tiwi Islands as plant operators. BMI have indicated their company has had success with the Yolgnu communities in West and East Arnhem.
ISSUES/OPTIONS/CONSEQUENCES
Ongoing issues and challenges are faced by Council due to poor attendance and the lack of skilled workers in the workforce.
The engagement of a dedicated training organization working one on one and based on the Tiwi Islands is key to the longevity of life skills on the Tiwi Islands for Tiwi people. The development of employees will ensure a strong outcome locally, in particular the potential recruitment of female employed as heavy equipment operators.
CONSULTATION & TIMING
On 13 May, meeting with Tiwi Enterprises and training body BMI with the TIRC CEO at Wurrumiyanga and recommended the request to be presented at the Mays Council meeting.
RECOMMENDATION:
That Council recommends BMI and Tiwi Enterprises provide at the June OCM:-
a presentation a business plan; costs analysis and training program for Councillors to discuss further.
ATTACHMENTS: There are no attachments for this report.
- 9 - Ordinary Meeting 26 May 2021 REPORTS FOR DECISION ITEM NUMBER 5.2 TITLE Finance End of Month Report - April 2021 REFERENCE 238961 AUTHOR Bala Donepudi, Chief Financial Officer
Statement of Financial Performance for the period ended 30 April 2021 Year to Date Full Year Income Actual Budget Variance* % Budget
61 - Income Rates and Charges 2,671,274 2,155,798 515,476 24% 2,586,958 62 - Income Council Fees and Charges 986,691 947,875 38,816 4% 1,137,450 63 - Income Operating Grants Subsidies 6,147,672 5,778,125 369,547 6% 6,933,750 64 - Income Investments 21 35,000 (34,979) -100% 42,000 65 - Income Contributions Donations 3,091 - 3,091 100% 0 66 - Income Reimbursements and Others 29,840 7,500 22,340 298% 9,000 67 - Income Agency and Commercial Services 735,079 1,041,667 (306,588) -29% 1,250,000 69 - Income Sale of Assets 10,000 37,500 (27,500) -73% 45,000 Total Operating Revenue 10,583,668 10,003,465 580,203 6% 12,004,158
Expenditure 71 - Employee Expenses 5,212,550 5,978,251 765,701 13% 6,583,675 72 - Contract and Material Expenses 2,319,869 3,516,103 1,196,234 34% 2,980,202 73 - Finance Expenses 4,549 3,650 (899) -25% 5,558 74 - Communication Expenses 259,334 350,717 91,383 26% 322,465 75 - Asset Expense 1,494,390 1,684,188 189,797 11% 1,835,931 79 - Miscellaneous Expenses 958,648 1,310,111 351,463 27% 1,434,015 Total Operating Expenditure 10,249,341 12,843,019 2,593,678 20% 13,161,844
Allocations
Net Surplus/(Deficit) 334,327 (2,839,554) 3,173,882 537% (1,157,687) Adjust for Capital and Depreciation Less: Capital Expense 205,355 0 (205,355) -100% 0 Add back: Depreciation expense 1,494,390 1,178,931 315,459 0% 2,021,025 Net Cash Surplus/(Deficit) 1,623,362 (1,660,623) 3,283,985 1235% 863,338 Restricted Cash Carried Forward 1,786,417 1,253,815 (532,596) -42% 1,959,724 Total Surplus/(Deficit) 3,409,779 (406,808) 3,816,587 490% 2,823,062 Represented by: Tied Funding Surplus/(Deficit) 2,973,738 615,106 2,358,632 383% (64,437) Untied Funding Surplus/(Deficit) 538,516 (98,334) 636,850 -648% 71,505
- 10 - Ordinary Meeting 26 May 2021
Statement of Financial Position as at 30th April 2021 $ Current Assets Current Operating accounts & Cash on Hand 4,278,603 Trade and Other Receivables 326,905 Debtors 65,161 Inventory 50,953 Prepayments 92,540 Total Current Assets 4,814,163
Current Liabilities Trade and Other Payables 442,252 Creditors 115,605 Current Provisions 832,723 Other Current Liabilities 81,428 Unexpended Grant Liability 429,347
Total Current Liabilities 1,901,355
Net Current Assets 2,912,808
Non Current Assets Buildings Prescribed 15,456,937 Infrastructure Prescribed 2,091,781 Plant 813,883 Equipment 414,945 Motor Vehicles 502,451 Work in Progress 243,517 Other Non Current Assets 3,511,546 Total Non Current Assets 23,035,059
Non Current Liabilities Non Current Provisions 211,679 Non Current Borrowings 640,001 Non Current Lease Liabilities 3,145,102 Total Non Current Liabilities 3,996,782
Net Assets 21,951,086
Equity Accumulated Surplus/(Deficit) 8,317,007 Asset Revaluation Reserve 13,253,309 Election Reserve 2,479 Asset Replacement Reserve 142,863 Current Year Surplus/(Deficit) 235,428 Total Equity 21,951,086
- 11 - Ordinary Meeting 26 May 2021 Current Operating Accounts & Cash on Hand
Account Balances as at 30th April 2021: $ Operating Account 36,490 Trust Account 2,209,757 Christmas Saving Account 39,769 NIAA Bank Account 2,019,752 Cash Deposit Account (credit cards) 50,000 Cash on hand 700 4,356,468
The actual Bank Balance of 4,356,468 is more than the ledger balance of 4,278,603 due to creditors ending is posted in the ledger in April, Paid out from the bank in May.
Ageing Receivables
The outstanding Debtors owed to Council at the end of April 2021 total $ 65,161.23 .The ageing of the outstanding receivables balances is as follows:
Unapplied Current Description Outstanding >30days >60days >90days Future Credits Debtors 65,161.23 -871.69 13,558.61 3,915.00 2,631.31 45,928 0
The total Rates & Charges Outstanding at the end of April 2021 is $287,310.34 of this $181,585.91 relates to the 2020-21 financial year.
Description Outstanding 2020-21 Previous Years Rates & Charges $ 287,310.34 $ 181,585.91 $ 105,724.43
Ageing Payables
The outstanding amounts owed by Council to Creditors at the end of April 2021 total $ 115,604.54 with 27 % of the balance exceeding 90 days. The aging of the outstanding balance is as follows:
Unapplied Outstanding Current >30days >60days >90days Future Credits 115,604.54 -1,366.51 68,310.52 14,711.08 3,021.85 30,927.60 0
- 12 - Ordinary Meeting 26 May 2021 CONSULTATION AND TIMING
Section 8 of the Local Government Accounting Regulations 2014 outlines the requirements for financial reporting to Council. In particular it states that the actual income and expenditure for the commencement of the financial year to the end of the previous month should be reported plus a statement of the debts owed to the Council.
Part 8 Financial reports to council
18 Financial reports to council
(1) The CEO must, in each month, present before a meeting of the council a report, in a form approved by the council, setting out:
(a) The actual income and expenditure of the council for the period from the commencement of the financial year up to the end of the previous month; and (b) The forecast income and expenditure for the whole of the financial year. (2) The report must include:
(a) Details of all cash and investments held by the council (including money held in trust); and (b) A statement on the debts owed to the council including the aggregate amount owed under each category with a general indication of the age of the debts; and (c) Other information required by the council.
(3) If a council does not hold a meeting in a particular month, the report is to be laid before the council committee performing the council's financial functions for the particular month.
RECOMMENDATION:
That Council notes and accepts the Finance Report for the reporting period to 30 April 2021
ATTACHMENTS: 1 Cash Flow.pdf 1 Page
- 13 - Attachment 1 Cash Flow.pdf
Attachment 1 Page 14
Ordinary Meeting 26 May 2021 REPORTS FOR DECISION ITEM NUMBER 5.3 TITLE TIRC Daily List Form REFERENCE 238983 AUTHOR Harsha Wijesinghe, Manager Organisational Development and Change
SUMMARY
This report seeks Council approval got newly created Daily Task List Form
BACKGROUND
The form is made to give a daily task list to the town services crews in order to assess and record how much work they complete within the allocated time frame. This form also helpful to track record of their performance in an excel sheet and evaluate their performance at the end of the month.
ISSUES/OPTIONS/CONSEQUENCES
CONSULTATION & TIMING
RECOMMENDATION:
That Council approve/do not approve the Daily Task List form
ATTACHMENTS: 1 HR Daily Task List Form.pdf 1 Page
- 15 - Attachment 1 HR Daily Task List Form.pdf
Attachment 1 Page 16
Attachment 1 HR Daily Task List Form.pdf
Attachment 1 Page 17
Ordinary Meeting 26 May 2021 REPORTS FOR DECISION ITEM NUMBER 5.4 TITLE DRAFT Regional Plan and Budget 2021/2022 REFERENCE 238986 AUTHOR Valerie Rowland, Chief Executive Officer
This report includes the TIRC Regional Plan and Budget 2020/21 which is being prepared for the financial year ahead.
TIRC is required to develop a Regional Plan under the Local Government Act section 23.
BACKGROUND
The plan has been developed with consultation across TIRC. The final version will be submitted to the Northern Territory Government by 30 June 2021 as required by the Act.
A copy of the TIRC draft Regional Plan and Budget will be tabled on the day.
ISSUES/OPTIONS/CONSEQUENCES
This is a legal requirement for all Councils to submit a plan for each financial year
CONSULTATION & TIMING
Reports were tabled at each local authority addressing TIRC Service Deliveries and their priorities for each directorates.
Notifications of timeframes Due dates Draft Plan & Budget to Council for approval 26 May 2021 for 21 days consultation
Councilors allowance report Local
Authority Sitting Fees report
Publish on Council website and NT News 27 May 2021 once council approves the draft plant and budget
Submit to ARMC for comments 7 June 2021 Public consultation closed 17 June 2021
Finalise draft for printing for OCM 21 June 2021 Final Plan and Budget for review at June 23 June 2020 OCM - adoption Submit to Department 30 June 2020 Submit to Minister Publish on website Advertisement in newspaper Print and distribute to each offices
- 18 - Ordinary Meeting 26 May 2021
RECOMMENDATION:
That Council:
1. Approves the Draft TIRC Regional Plan and Budget 2020/2021 and
2. Approve CEO to publicly advertise the Draft Regional Plan and Budget for public comment (21 days) via the Council website and NT News.
ATTACHMENTS: There are no attachments for this report.
- 19 - Ordinary Meeting 26 May 2021 REPORTS FOR INFORMATION ITEM NUMBER 6.1 TITLE Managers Reporting to CEO End of Month Report for April 2021 REFERENCE 238836 AUTHOR Valerie Rowland, Chief Executive Officer
This report includes all Managers report who currently report direct to the CEO. It also reports on the CEO activities for the month.
BACKGROUND
CEO
I pay my respects to a family member who was also part of Pirlangimpi Local Authority and extend my heartfelt sympathies to his families and friends. Following the words of the Mayor, we have lost many of our loved ones for the past twelve (12) months, we must never forget them. As one tribe we should always remember the good as too many bad things are happening around us, in particular the mainland land and internationally. The pandemic is still very much part of our lives and time we do take the time.
My management team and I are in the process in finalizing the 2021-2022 Regional Plan Council Plan and Budget draft to be tabled by the CFO at today’s meeting. In the lead up of the planning and consultation, the department kindly offered their assistance to review the first edition before it is tabled to Council to avoid poor grammar, spelling, duplication from the previous report and lack of detail.
Members may recall from the Council meeting held at Wurrumiyanga in April, I have not forgotten the situation as there are more cracks showing along the cliff face The erosion due to high seas is getting worse and we continue to highlight the situation with both OTL and the Tiwi Land Council.
Also reported in relation to waste management and Council’s focus is that we are currently waiting for the new funding round to access to develop a strategic plan with the support of LGANT and we will also apply for funds to construct on the light industrial site behind the Council workshop. The Waste Management Working Group has met twice since we commenced last month. Auriga Barge Service are interested in participating on the working group which will be a great support to council in lowering costs in moving recyclables and waste to the mainland.
- 20 - Ordinary Meeting 26 May 2021 The weed eradication program is progress being led by Willy Rioli of the Tiwi Rangers and we may seek their expertise in chemical handling for a quote eradicate gamba grass and the rubber vine in the local government zone managed by Council.
Manager Community Engagement
This report a number of portfolios is managed delivering community engagement and these are the Youth Diversion, Sports and Recreation, Libraries, Community Safety, Centrelink, Broadcasting, Animal Management, By laws and Administration.
The Indigenous Sports and Recreation Program funded by NIAA is with CatholicCare NT and Council is transitioning across with the new employer to ensure the Tiwi staff are supported and part of the transition phase.
General Business for the month
CEO, Executive Leadership Group Meeting, Wurrumiyanga Ordinary Council Meetings NTG Remote Sports Monthly Service Delivery meeting, NTG Sports Voucher scheme, logistics meetings, Tennis NT, Artback Territory Families, Youth Diversion program Client Updates, Monthly Data reports Territory Families, Quarterly Service Delivery Review (Phone conference) NIAA / Catholic Care Meetings Sports for Life Program (Transition of services) Catholic Care NT Interview Panel (Coordinator) Catholic Care Program (Phone Conferences) NIAA. Variation to continue to deliver Sports for Life until April 30th 2021 Manager Organisational development, (Recruitment, Terminations, Variations to Employment, Community Safety, Broadcasting Services Australia, Centrelink issues and closures Matt Majid, Kerrie Oxley NIAA programs. Wurrumiyanga Police, MACCST Meeting Milikapiti Town Services and Civil Works crews. Jilimara Art Centre Management and Artists Milikapiti Mural Alcohol Reference Group meeting, (Harm Minimization). TITEB Training staff (Certificate 11 Community Services) Industry Skills Advisory Council Northern Territory (Training Courses for Community Safety Staff) Submission of all Youth Diversion, Sport and Recreation and Community Safety Monthly and Quarterly reports to relevant funding bodies.
Administration
MILIKAPITI
Milikapiti Administration service provide office and customer services to external clients in Darwin and support to Tiwi Islands Regional Council Internal Business Units and Elected Members.
General Business for the month
Hours of Operation: 8:00am – 4:36pm – Nil closures
Meeting Room Hire: Thursday 1st - Department of Health – Harm Minimisation Wednesday 21st – North Australian Aboriginal Justice Agency Facility Hire – Nil
- 21 - Ordinary Meeting 26 May 2021
Finance
Sales Transactions entered in Corporate Services Tiwi Accounts spreadsheet. Eftpos receipts and Cumulative Totals emailed to Accounts Receivable at end of day. Request to Invoice Customer, Quotes and Purchase Orders sent to Finance within a 24 hour turnaround or better. Cash counted and Cash Received Reconciliation form completed for end of month.
Human Resources
All matters including:
Attendance: Good Incidents: None for this reporting period Recruitment: None for this reporting period Leave: Administrative Officer - Annual Leave 2 days. Personal 1day (Total 3 days) Training: None for this reporting period.
Stakeholder Engagement/Meetings:
Monday 19th Email - Department of Education, Skills & Employment - Rhiannon Dawes. Assistance for airport pick up and drop off 4 AECOM staff at Child care centre to carry out works.
Tuesday 20th Email - NT Police – Kristine Halfpenny – Housing and Relocation Officer Re: Update on where the Milikapiti properties are at with the requested works.
Tuesday 27th Email - Catherine Holmes Consulting – Review of Milikapiti Safe House. Catherine Holmes & Dr Lyn Fasoli met with Community Engagement GM & Office coordinator to learn more about the Milikapiti Family safe house and the community needs and expectations regarding domestic & family violence.
PIRLANGIMPI
Pirlangimpi Administration provides services to external clients as well as support to Internal Business Units, Elected Members and the Local Authority
General Business for the month
Hours of Operation: 8:00am – 4:36pm (Closed community meeting Monday 12th April 10.15am 11.30am)
Meeting Room Hire: Meeting room was not hired during April.
Finance: Nil
Australia Post: Nil
Human Resources
All matters including:
Attendance: Good Incidents: Nil
- 22 - Ordinary Meeting 26 May 2021 Recruitment: Nil recruitment Leave: Office Coordinator (Sick Leave) Training: Nil
Stakeholder Engagement/Meetings:
Monthly Community Meeting held on Monday 12th April
Broadcasting
BACKGROUND The Indigenous Broadcasting National Jobs program provide local broadcasting in local languages, communicating locally based service messages in regard to Health, Education, Local government and Cultural information.
Human Resources All matters including:
Attendance: Milikapiti = Good, Pirlangimpi = Excellent Incidents: Nil Recruitment: Nil Leave: Pirlangimpi broadcaster LWOP one day, Milikapiti broadcaster LWOP one day due to “Sorry business”. Training: Pirlangimpi Broadcaster Guest Presenter on Darwin TEABBA Radio
Stakeholder Engagement:
Training and Development TEABBA Radio
Centrelink
Offices in both communities are open to the public from 8:00am to 4:00pm Monday to Friday.
General Business for the month
Centrelink offices remain open to the community members daily for clients to use the Self Help Computers or have assistance provided by the Specified Personnel. COVID-19 Hygiene Plans continue to be applied, hand sanitizers and wipes are available for participants, and facilities are cleaned regularly.
Human Resources All matters including:
Attendance: Attendance this month has been very good Incidents: Nil Recruitment: Nil Leave: Two afternoon closures this month due to funerals Training: Nil this month
Stakeholder Engagement/Meetings
Daily phone conversations between Specified Personnel and Services Australia
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Libraries
BACKGROUND
Libraries on Melville Island provide a comfortable area for both children and adults where they can read for pleasure or information in a variety of topics. Both Libraries are very well resourced with books and magazines suitable for all ages. Computers provided by NT Libraries allow users to access through free WiFi, a wide range of services including research stations, internet banking, desktop publishing and movie and photo editing. Comments
Libraries in Milikapiti and Pirlangimpi continue to open on weekdays for community members
Human Resources
All matters including:
Attendance: Attendance this month has been very good Incidents: Nil this month Recruitment: Nil this month Leave: Milikapiti Assistant two weeks Annual Leave Training: Nil this month
Stakeholder Engagement / Meetings:
Nil this month Community Safety
Background
The Tiwi Islands Community Safety Service assists communities in taking responsibility For the prevention of anti – social, harmful, destructive and illegal behaviours by offering Community patrolling and safe transport to protect vulnerable people. The number one Priority for Community Safety teams is to ensure children out at night (after 9.00pm) can Get a ride home or to a safe place which hopefully helps with school attendance. Community Safety also assists with mediations, follow up on incidents reported and work With other agencies, providers and Stakeholders.
General Business for the month
Community Safety are now rostered on through to 1.00am and Sunday shifts have recommenced, day shifts will also be conducted once recruitment is completed. The number of children being offered a ride home after 9.00pm has dramatically increased with the onset of the dry season, there has also been a steep increase in the number of elderly people needing a lift home. Damaged vehicle has been sent to Darwin for Insurance assessment and hopeful replacement. Currently Wurrumiyanga are operating with one vehicle. Regional Coordinator and two Male Patrol Officers commenced working early April providing much needed assistance to current staff and the community members. Recruitment process for a further two Female patrollers near completion, expected start early May bringing Wurrumiyanga to a full complement of staff. Wurrumiyanga
- 24 - Ordinary Meeting 26 May 2021 Human Resources
All matters including:
Attendance: Very good Incidents: Nil Recruitment: Wurrumiyanga x 2 female patrollers, Milikapiti x 1 Team Leader, Leave:
Stakeholder Engagement/Meetings:
MACCST Meeting Manager / Coordinator Meetings Remote Sergeant Andrew Caruna Milikapiti NT Police Sarah Hutchison Wurrumiyanga Police Lynette DeSantis AOD Michael Bates –Catholic Care/ Counselling NIAA Kerrie Oxley / Matt Majid
Youth Diversion
General Business for the month
TIRC youth diversion are currently case managing 7 clients across both islands. YD staff and Police have four of those seven yet to have their conditions set prior to commencing their program. During March, four youth were successfully finalised from the program after completing their conditions/ obligations. Youth Diversion Coordinator continues to work closely with NT Police, clients, victims, service providers and families ensuring clients and families understand their obligations in the Youth Diversion agreements. Reporting requirements are being met, client updates and Monthly Data reports submitted. Youth Diversion Coordinator continues to support clients after completion of their obligations agreed to with Police and the Youth Diversion Unit.
Human Resources
All matters including:
Attendance: Excellent. Incidents: Nil reported for the month Recruitment: Nil this month Leave: Coordinator, 2 days Annual leave. Training: - Nil this month
Stakeholder Engagement/Meetings
Paul Keightley NT Police Aymie Bates Territory Families Bonita Fong NT Police Michael Bates – Catholic Care NT Police Youth Diversion Unit Tiwi College Family conferencing with youths and their immediate family to discuss recommendations put forward by the Police in relation to their bail conditions.
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ISSUES/OPTIONS/CONSEQUENCES
To avoid any breaches in bio security and maintaining social distancing for example, all programs and services have implemented their individual Covid-19 Hygiene Plans in place such as hand sanitizers and wipes and these are available to both clients and staff.
Governance End of Month Report
General Minutes from the 28th April 2021 were completed and distributed within the timeframe of 10 days post ordinary council meeting. Majority of monthly reports were submitted on time for running of the agenda and publishing on the council website three days before Local Authority and Ordinary Council meetings.
Wet season conditions have since subsided and we have moved into the Dry Season. OCM held on April 28th at Wurrumiyanga was the first meeting we have had since 2020 whereby all members were physically together.
Governance Officer, Sally Ullungura, and Executive Assistant, Henrietta Hunter, have been fantastic supports as has Pirlangimpi Office coordinator Patricia Brogan and Milikapiti Office coordinator Alice Williams.
During this month, all aforementioned staff assisted with the below tasks.
Contact Elected and LA members regarding meetings
Assist with catering for both LA & OCM
Assist with picking up members
Printing and binding of agenda and associated documentation
Scan and email attendance lists between offices.
Local Authorities Wurrumiyanga 28th April 2021 Pirlangimpi PLA 25th May 2021 Milikapiti MLA 22nd June 2021
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Training Governance Workshop – 29th April 2021 @ Wurrumiyanga
The purpose of the training was to provide Councilor’s with an understanding of fundamental compliance and performance related roles and responsibilities of directors, specifically in the areas of governance, risk, financial performance and strategy.
1 July 2021 TIRC will transition from the Local Government Act 2008 to 2019. It is important we underwent this consultation particularly with regards to legislative changes affecting councilor’s and Council as a whole.
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Organisational Change
Highlights One (1) termination was processed during April. Four (4) employees were appointed during April. Staff turnover rate was less than1% percent. Note that the graphs and data below from 1st April 2021 to 30th April 2021.
Charts 1 0% 0% 0% 0% 0% Hours Worked
Normal Time 24% Casual Hours Extra Hours Overtime Public Holidays Worked 76% Training Other
Charts 1: 1st April 2021 –30th April 2021 - Hours worked as percentage
0% Absences
0% Annual Leave 29% Personal Leave 34% AWOL AWOL - Casual LWOP 15% 10% Public Holiday 0% 12% Workers Compensation Other
Charts 2: 1st April 2021 – 30th April 2021 - Absences represented as a percentage Percent and
- 28 - Ordinary Meeting 26 May 2021 Hours Worked PPE 11th PPE 25th % of Variance Description April April % of Variance Total % 2021 2021 Total Normal Time 3,521 53% 4,602 64% +1081 +31% Casual Hours 1,134 17% 1,432 20% +299 +26% Extra Hours 3 0% 57 1% +54 +1646% Overtime 0 0% 0 0% 0 0% Public Holidays Worked 0 0% 0 0% 0 0% Training 0 0% 0 0% 0 0% Annual Leave 238 4% 505 7% +267 +112% Personal Leave 256 4% 212 3% -45 -17% AWOL 177 3% 225 3% +47 +27% LWOP 216 3% 102 1% -114 -53% Public Holiday 1,103 17% 0 0% -1103 -100% Workers Compensation 0 0% 0 0% 0 0%
Table 1: Monthly Comparisons – Raw Hours and Percentages
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Charts 2
Chart 3: Length of Services
Chart 4: Distribution of Ages
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Demographics
Description Wurr. Pirl. Mili. Dar. Total % Male 55 11 15 5 86 63% Female 28 12 9 1 50 36%
ATSI 61 23 21 2 107 77% NON-ATSI 23 0 3 4 30 23%
Full Time 42 8 12 5 67 49% Part Time 9 11 8 0 28 20% Casual 33 4 4 0 41 30%
Age under 20 1 0 0 0 1 1% 20-25 4 0 3 0 7 5% 25-30 9 4 4 1 18 13% 30-35 15 5 4 2 26 19% 35-40 14 4 3 3 24 18% 40-45 10 2 1 0 13 10% 45-50 13 2 1 0 16 12% 50-55 2 5 5 0 12 9% 55-60 8 1 0 0 9 7% 60-65 4 1 2 0 7 5% 65-70 1 0 1 0 2 1%
< 1 year of service 35 0 4 2 41 30% 1-2 years 20 6 0 2 28 20% 2-3 years 4 3 2 1 10 7% 3-4 years 4 1 1 1 7 5% 4-5 years 7 1 3 0 11 8% 5-6 years 3 2 2 0 7 5% 6-7 years 2 3 2 0 7 5% 7-8 years 3 0 3 0 6 4% 8-9 years 0 1 1 0 2 1% 9-10 years 1 0 1 0 2 1% Over 10 years 5 6 5 0 16 12%
Total Employees 84 23 24 6 137 100%
Table 2: Monthly Demographics – April 2021
Annual Leave Liability As of the 30st April 2021, the Council’s annual leave liability is for 11,700 hours totalling $482,154. Nine employees are deemed to have excess leave (in excess of 8 weeks). CEO reviewing the annual leave liability and working with staff to avoid further excess to occur.
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New Hires
Position Date Hired Section Employment Type Town Services Officer (W) 19 April 2021 Infrastructure Casual Coordinator Community Infrastructure Full Time 12 April 2021 Safety (W) Community Safety Officer Infrastructure Casual 09 April 2021 (W) Community Safety Officer 09 April 2021 Infrastructure Casual (W)
Terminations
Position Termination Date Section Reason Town Service Officer (W) 22 April 2021 Infrastructure Resigned – Casual
Records Management EoM Report April 2021
BACKGROUND
This report is for the month of April 2021
General Business for the month
To provide support to all program areas with records keeping and to provide the support in the administration of the TIRC electronic records and document management system, as required. It is critically important that Managers in each work areas, upload documents, including work related emails and texts on the system, MagiQ.
To avoid non-compliance Records and Information Support is every Council staff business to get the upload documents or at a computer correct, ensuring appropriate maintenance of active and archived records are in place in diligent manner. Records Management and Information Support is available to support and work closely with staff that are struggling to upload corporate documents.
Events None
Human Resources All matters including:
Incidents: none Training: Nil
To-date there has not been any disposal of council documents, there is a total of 1015 boxes on and off site. The archiving of council documents is on hold at this point of time.
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Chart 5: Archive Boxes
Chart 6: Documents in MagiQ in April 2021
To date there are 368 documents were uploaded for the month of April 2021. However, the periodic automatic deletion system in the MagiQ software has deleted 443 documents from the recycle bin.
Stakeholder Engagement/Meetings Nil
RECOMMENDATION:
That Council receive and note this report for information.
ATTACHMENTS:
- 33 - Ordinary Meeting 26 May 2021 REPORTS FOR INFORMATION ITEM NUMBER 6.2 TITLE Rates Certificate in Terms of Regulation 24(1) of the Local Government Accounting Regulations. REFERENCE 238840 AUTHOR Valerie Rowland, Chief Executive Officer
This report is for Council to receive and note the Certificate in Terms of Regulation 24(1) of the Local Government (Accounting) Regulations.
BACKGROUND
It is a requirement of the Local Government (Accounting) Regulations for the Chief Executive Officer to certify that the assessment record is a comprehensive record of all rateable land within the Council area. This certificate must be undertaken before Council approves the budget.
GENERAL
It should be noted that the Chief Executive Officer has signed this certificate before this Meeting and evidence of this will be tabled with Council on the day of the meeting.
CONSULTATION & TIMING
Nil RECOMMENDATION:
1. That Council notes report number 238840 entitled Rates Certificate in Terms of Regulation 24 (1) of the Local Government (Accounting) Regulations as signed by the Chief Executive Officer be received and noted.
2. That Council endorse Attachment A – Rates Certificate signed by the Chief Executive Officer.
ATTACHMENTS: There are no attachments for this report.
- 34 - Ordinary Meeting 26 May 2021 REPORTS FOR INFORMATION ITEM NUMBER 6.3 TITLE TIRC Councillors 2020-2021 Meeting Attendance Register REFERENCE 238884 AUTHOR Helen Daiyi, Governance & Compliance Manager
SUMMARY
As an ongoing record keeping requirement, members will be provided with an updated meeting attendance listing at the beginning of each meeting. Member’s attendance is based on the official minutes of each Ordinary and Special Council meetings.
BACKGROUND
An attendance register has been put together for all Ordinary and Special Council meetings for 2021. Furthermore councillors are provided a complete overview of 2020 meeting attendance.
These attendance records will be included into each year’s Tiwi Islands Regional Council Annual Report
ISSUES/OPTIONS/CONSEQUENCES
Standard procedure will be for the Mayor to review this listing at each meeting and to follow up any previous non-attendance / s with members.
CONSULTATION & TIMING
Nil
RECOMMENDATION:
That Council notes and accepts report number 238884 for information.
ATTACHMENTS: 1 TIRC - Councillors Attendance Register 2020-2021.pdf 3 Pages
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Attachment 1 Page 36
Attachment 1 TIRC - Councillors Attendance Register 2020-2021.pdf
Attachment 1 Page 37
Attachment 1 TIRC - Councillors Attendance Register 2020-2021.pdf
Attachment 1 Page 38
Ordinary Meeting 26 May 2021 REPORTS FOR INFORMATION ITEM NUMBER 6.4 TITLE Infrastructure End of Report April 2021 REFERENCE 238934 AUTHOR Chris Smith, General Manager Infrastructure
SUMMARY
Infrastructure report to Council for the month of April 2021
HIGHLIGHTS Initiating Waste Management Group and Weed Management Group
INFRASTRUCTURE PROJECTS Infrastructure will be presenting reports in the future based on projects and project progress reports.
WASTE MANAGEMENT GROUP Council has been meeting with stakeholders, including EPA, NUA, Tiwi Enterprises, BIHA, TLC, Tiwi Rangers and Territory Housing to develop an island wide strategy for waste management on the Tiwi Islands. We are progressing the licensing of the Wurrumiyanga tip with the EPA and are pursuing container deposit licence. We are unable to use the office cage area as it is zoned commercial and considered unsuitable for a recycling depot. We are now looking at Lot 400 next to the workshop to site our container deposit facility. Council is also exploring the development of a waste transfer station, which may also need to be sited in a light industrial zone.
WEED MANAGEMENT GROUP Council has been meeting with stakeholders, including EPA, NUA, Tiwi Enterprises, BIHA, TLC, Tiwi Rangers and Territory Housing to develop an island wide strategy for managing noxious weeds, including mission grass, gamba grass and ornamental rubber vine. A consultant has recently completed a survey of Wurrumiyanga and surrounds and found a number of Grade A weeds, which are weeds that must be eliminated (gamba grass and rubber vine). We will now need to survey Pirlangimpi and Milikapiti as well as all the outstations.
PIRLANGIMPI POOL The Pirlangimpi Pool project has two remaining projects – fencing and replacement of the chemicals shed, which was damaged in a fire last year.
BIMA WEAR TENDER for REPAIRS TO BUILDING Successful tenderer has been contacted and meeting arranged to sign off on contract with agreed timelines and milestone payments. Refurbishment to commence in April.
MILIKAPITI OVAL EXTENSION Tender has been awarded, waiting on the dry to complete the civil works.
MILIKAPITI WATER PARK Council has answered numerous questions from the funding provider and is waiting on notification of the contract and payment from the funding provider. Council met with funding provider in mid-April.
FORESHORE ROAD SEALING Council has the funds for this project and has released a tender in early April.
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MILIKAPITI COMMUNITY ROAD RESEALING An assessment has been made of the roads in the Milikapiti community. As soon as the R2R funding for 2014-19 is acquitted, Council will submit this project to R2R for approval. Estimated costs $1.2 mill.
BATHURST ISLAND AERODROME LIGHTING Recent discussions between Civil Aviation Authority, DIPL and Council has produced some positive results for a long standing issue around the compliance of the current solar lighting for the airstrip. CASA are prepared to consider a safety case and risk assessment of the current lighting for emergency use only (emergency flights only from dusk to dawn).
TAKAPRIMILI HOMELAND PROJECT (NIAA FUNDING) Finished work Scope the project In progress We are waiting for the variation process.
TREE REMOVAL WURRUMIYANGA AIRPORT, MILIKAPITI AND PIRLANGIMPI
Finished work We have received 4 quotes and waiting for a meeting with BIHA
OUTSTATIONS Paru Council has recently found a Grade A noxious weed at Paru called ornamental rubber vine. Grade A weeds must be eliminated. Council will work with TLC and Tiwi Rangers to poison this weed. 4 Mile Emptied septic tank for Lot 9 and 10. Will need to mow soon as grass growing with the rain. Painting has been completed at Lot 11. $9970 for HMS (car port for Lot 9 will be purchased and built this month – approx. $6000) $18,300 left for MES (Because we do not do power and water at 4 Mile we do not have a lot of demands on this money.) Will need to cut firebreaks after the wet. Ranku Power outage in late January due to lightning strike on the transmission line. Water stopped when the power went out as well. Have fixed a lot of leaks in the mains last year. $26,600 in HMS. Will be replacing10 doors, a kitchen and a solar hot water system to do over the next few months Generator routinely serviced MES now in minus -$25,000. Power is now free for all houses but we will take a percentage of the essential services funding each year. Putjamira HMS nothing currently and have $6600 left. We have a long term issue of rust in the rooves of the three houses and will need approx. $120,000 to replace the rooves. MES – water line has a leak and water pressure to houses is minimal. Will have to wait for the dry to troubleshoot Have $8600 remaining for the year (to end of June) Takapimilliyi HMS $5100 remaining. Will get water into Lot 1 and make house secure Have a big project at Taka to upgrade the water supply ($300,000+) MES have $9200 remaining. Repair fence around bore site (buffalo are creating havoc) New kitchen in Lot 2 last year out of old HEA money) Council has $194,000 assigned for the first stage of the Taka water and power upgrade. Total package is $346,000 which will include around $200,000 for a hybrid solar/generator power system.
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Condor Point HMS have $5300 remaining. Some minor housing maintenance to begin in the dry. MES have $8300 remaining. A major refurb of the water supply is in the pipeline, completed by a contractor. We will wait until the water is finished and then look to collecting rainwater. Also solar batteries will need replacing later this year. Taracumbi As of November last year we now have this outstation on the books. HMS $6600 MES $9700 Contractor will be doing a water and power upgrade later in the year and some building works. We may demolish the building effected by termites (elevated building Lot 2)
ASSETS AND FLEET
- Maintaining Rego compliance for vehicles - Periodic survey of the Ferry completed - Taking stocktake and liquidating scrap Progressing with ram can machine setup - Updating and uploading of Job Cards, some job cards dated back to 2020. These jobs cards needed to be completed on AMPRO and I managed to update and complete all Plumbing and Electrical Job Cards - Continuing to sort through keys, and ensuring that each dwelling has a spare set of keys. Some dwellings may need to have a spare set cut (need to familiarise myself with the key cutting machine) - Ensuring that Town Services, Civil and Boat Shed staff have the adequate PPE. Ordering of correct uniforms, glasses and gloves. - Working with Chris, to ensure that the empty TIRC Dwellings are up to living - standards, and looking at getting the renovated as some have been abandoned and vandalised - Creating various documents to ensure that we document the usage and distribution of PPE ie; glasses, gloves, face masks etc. etc. - Making sure blank timesheets and activity sheets are printed for the town services crew - Working extensively on Tech1 ordering when needed, and AMPRO creating job cards for various jobs in community and on outstations - Organising Mayors and Sports and Rec Vehicles to be fixed. Transportation to and from Darwin
Accommodation stats: Wurrumiyanga : Motel – 6 Bookings, 21 nights. Contractors – 2 Bookings, 30 nights
Pirlangimpi Contractors – 1 Booking, 2 nights (cancelled).
Milikapiti Contractors – 2 Bookings, 13 nights
Fuel levels Garden point: Diesel - 5260 Milikapiti: Unleaded – 6200 Litres Diesel – 7200 Litres Wurrumiyanga: new software awaited for the pump dispenser, we can report the readings after this
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SCALE FUNDING
All SCALE funding has been completed
MILIKAPITI TOWN SERVICES and CIVIL
This report illustrates the business unit Infrastructure - Town Services/Civil Works including maintenance of public parks, gardens, and drainage, waste collection and management, funerals and servicing of public toilets in the community.
WASTE COLLECTION AND MANAGEMENT: Waste collected twice a week Tuesday &Friday between the hours of 8am to 12pm General community litter hand picked up by Town Services in garbage bags twice a week. General household rubbish left outside of front of houses for pick-ups with trailer. Drain ways cleaned and rubbish removed from inside. Tree removed from side of the road near the local Park ground and taken to the waste.
AIRPORT Inspections – Field Checklist: Inspections are carried out every morning by Romel Siplon Serviceability Inspection Field checklist sent to Project Manager and Finance at the end of Month. Monthly Reporting Register: Sent to Project Manager and Finance at the end of Month – Romel, Austin and Troy. Maintenance: Airport aprons slashed, mowed and whipper snip around gables and lights. Town/Road works
Rubbish collection walk through main areas, with garbage bags twice a week. Garbage Bags and Service Truck taken to the Tip. Old items/rubbish outside people houses taken to the Tip. Done with Service Truck and Tip Truck. Unable to fill up airport tank with water truck for public toilet use at the airport. Due to water truck not working. Patch roads and gutters around community. Unable to do because of vehicle and weather. Push Rubbish in Tip with backhoe. Done with backhoe. Clean Workshop take rubbish to Tip. Done with Tip Truck and backhoe. Helped Mechanic whenever he needed help with anything within the workshop or outside the workplace. Ute, trailer and Tip Truck. Remove trees on main roads from Milikapiti/Taracumbi. Done with Ute and trailer. Empty fuel tanks taken to the Barge Landing with Mechanic if needed help. Ute, trailer and Tip truck. Barge pick-ups. Ute and trailer TIRC assets. Support to family funerals. Already with the past 2 funerals we had over at Milikapiti. Supported civil works on roads when they needed help and in around the community. Work and help each other out. Clean gutters and flattened rough surface for wet season ahead. Done with Tip truck and Backhoe. Back fill barge landing road end of bitumen with gravel/soil. Done with Backhoe. Baulker bags filled with rubbish taken to tip and return empty. Done with Tip Truck. Mow and cut around community and public areas sections. Done with Ride on Mowers and Mini Slashers.
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Help Civil Works remove old vehicles from houses taken to workshop for parts and then taken to the tip. Done with Tip truck and loader. Airport mowing and slashing 4 days with help from civil works. Done with 2 Ride on mowers and 2 mini slashers.
CIVIL WORKS Remove old vehicles from houses taken to the back of workshop shed then taken to Tip all up 15 to 20 vehicles. Done with Tip truck and Loader. Grade top road at mili down to the bottom main road and areas within the community. Grader – 140. Help Town Services with rubbish collection. Done with garbage bags and vehicle Tiwi 15. Clean drain ways with Town Services in community. Done with Backhoe and Tip truck. Remove old stuff from houses and take to the Tip. Done with Ute and Tip Truck. Help and support funerals with Town Services. None since end of January. Blocked main road to timramboo due to a big wash out on the road and opened up old road. Done with Grader 140 Clean around and push rubbish in the tip and clean new areas for all old vehicles. Done with excavator and loader.
ISSUES/OPTIONS/CONSEQUENCES
Nil
CONSULTATION & TIMING
Nil
RECOMMENDATION:
That Council receive and note this report for information.
ATTACHMENTS: There are no attachments for this report.
- 43 - Ordinary Meeting 26 May 2021 REPORTS FOR INFORMATION ITEM NUMBER 6.5 TITLE Chief Financial Officer End of Month Report - May 2021 REFERENCE 238944 AUTHOR Bala Donepudi, Chief Financial Officer
SUMMARY
This report is to provide Council Members with an update on the activities of the broader finance team .It will cover several main areas being:
- Financial Position - Year-end Planning June 2021 - Grants and Policy Coordinator Report
BACKGROUND
Financial Position:
Our favourable surplus to Budget has grown this month to $3.4 m. This is largely on the back of two occurrences, which are largely timing issues. Firstly we had 765m Underspend in Salaries due to levels of absenteeism and a number of unfilled positions across council. We remain focused on filling these positions as soon as possible. The Materials expenses is showing an underspend of 1.2M, This is due to this is due to Underspends in Local authority Project Funding.
Capital Expenditure is showing a big overspend of 225K. The funds are included in the operational cost. The Major capital purchases this year are BBQ Trailer, Ramcan crushing Machines & Excavator.
YEAR END PLANNING JUNE 2021
Planning for the forthcoming year end process post June 2020 has also commenced. We are working towards interim audit happening in first week of July 2021 At this stage it is pleasing to report that no major issues have Been identified in their testing. Auditors will be presenting these interim findings to the Audit and Risk Management Committee and the Council after the completion of the final audit.
GRANTS AND POLICY COORDINATOR REPORT
Grant Applications Pending: Currently still awaiting a response: - TIRC has applied for two grants under the Dept of Chief Minister & Cabinet. These two grants are Waste Management Program and Cemetery Beautification, both programs which are needed and beneficial on the islands. The Waste Management Program will oversee the tips on the islands, as well as the rubbish within township areas and refund collection scheme, while the Cemetery Beautification will oversee all cemeteries on the islands and help tidy up the final resting place for loved ones. Both programs will help establish jobs for Tiwi people. - TIRC has also applied for a vehicle to be gifted through the Dept of Justice NT.
TIRC has applied for Territory Day Community Grant to host a community bbq in Wurrumiyanga (where the fireworks display will be hosted).
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Grants Applications Outcomes: Unfortunately Council were not successful in obtaining the Remote Airstrip Round 8 Grant. Council has reached out for feedback to strengthen our application for future submissions.
New Variations:
Business Case for NIAA on behalf of Community Engagement has been sent to redistribute the funds to:
engage a new software that will help Community Safety (Night Patrol) reporting. Managers are currently receiving quotes before committing with software.
TIRC has successfully received a variation for the Safer Communities Grant with Dept of Industry, Innovation & Science. The project will need to be completed by end of May and all reports to be finalised and submitted early June.
Upcoming Grant Applications/Proposals:
Local Roads & Community Infrastructure Project- phase 2 work schedules have been submitted to the Department.
Department Grant Responses/Updates:
NTG- has made it clear to Council that no variations will be accepted for Special Purpose Grants. So Council will endeavour to have future scope of works to include a broad range of works to limit variations sought.
ISSUES/OPTIONS/CONSEQUENCES
CONSULTATION & TIMING
RECOMMENDATION:
That Council receive and note this report number 238944 for Information
ATTACHMENTS:
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