COUNCIL MEETING NOTICE & AGENDA
15 December 2020
49 Stockyard Street Cunnamulla Qld 4490 www.paroo.qld.gov.au
Agenda General Meeting of Council Notice is hereby given that the Ordinary Meeting of Council is to be held on Tuesday, 15th December 2020 at the Cunnamulla Shire Hall, Jane Street Cunnamulla, commencing at 9.00am
1 OPENING OF MEETING
2 ACKNOWLEDGEMENT OF TRADITIONAL OWNERS
3 ATTENDANCES AND APOLOGIES
4 MOTION OF SYMPATHY • Mr Peter Doyle • Ms Grace Brown • Pat Cooney 5 CONFIRMATION OF MINUTES Recommendation: That Council adopt the minutes of the General Meeting of Council held Tuesday, 17th November 2020 as a true and correct record of that meeting.
6 DECLARATION OF INTEREST BEING 6.1 Material Personal Interest 6.2 Conflict Of Interest
7 MAYOR 1 7.1 Mayor’s Report
8 OFFICER REPORTS 8.1 DIRECTOR INFRASTRUCTURE 8.1.1 Operations Report 3 8.1.2 Rubbish Truck Replacement Report 12 8.2 DIRECTOR COMMUNITY SUPPORT AND ENGAGEMENT 8.2.1 Community Services Report 15 8.2.2 Library Services Report 20 8.2.3 Tourism Report 23 8.2.4 Local Laws Report 29 8.2.5 Rural Lands and Compliance Report 32 8.2.6 Community Support – Strides Blue Tree 34 10.30 First 5 Forever Video Competition Winners announced – Winners to attend to receive awards Morning Tea 8.3 CHIEF FINANCE OFFICER 8.3.1 Finance Report 36
8.4 CHIEF EXECUTIVE OFFICER 8.4.1 Action Item Register 52 8.4.2 Office of the Chief Executive Officer’s Report 57 8.4.3 Grants Report 63 8.4.4 Project Management Report 66 8.4.5 Policy Report 69
9 LATE REPORTS
10 CLOSED SESSION - CONFIDENTIAL
11 CORRESPONDENCE 11.1 Special Gazetted Public Holiday 132 11.2 2021 QOGM Paroo 141 11.3 MDA Change of Name Consultation 143
12 CLOSURE OF MEETING 155
Ms Cassie White Chief Executive Officer 09th December 2020 General Council Meeting Notice & Agenda 15 December 2020
7.1 Mayor’s Report Council Meeting: 15 December 2020 Department: Office of the Mayor Author: Suzette Beresford, Mayor
Purpose The purpose of this report is to provide an update on the meetings and teleconferences that Mayor Beresford has attended.
Recommendation That Council receive and note the report.
Discussion Mayor Beresford has attended the following meetings and teleconferences:
November 2020 18/11/20 Shepherd Services ARC GIS information exchange session and commencement of data collection 19/11/20 Cunnamulla State School graduation and presentation of bursaries NAIDOC Elders luncheon DDSW RBA digital connectivity webinar 20/11/20 Early years Connect 4 Children meeting at CACH with Danial Gardiner from Education Qld. 23/11/20 Meeting in Toowoomba with Asst Minister for Road Safety and Freight Transport, Scott Buchholz, TMR and Regional Road Group representatives to discuss priorities for ROSI road funding.
25/11/20 LDMG and LDCC SOP review and discussion Qld Health group virtual meeting to discuss digital clinical services Sacred Heart Parish School graduation and presentation of bursary 26/11/20 SQ Landscapes visit and discussion Interagency Meeting Safe Families, Safe Community meeting 30/11/20 Lucid Economics – consultants for RAB Investment Prospectus Project zoom meeting Qld Murray Darling Catchment Ltd – an aboriginal organisation offering various services to Councils within the catchment area
December 2020 1/12/20 RESQ CAB meeting Youth Council meeting with Cr. Woodcroft 2/12/20 Lucid Economics in Brisbane with CEOs, Balonne and Murweh Mayors. Function at Parliament House with CEO to meet Minister for State Development, Infrastructure, Local Government & Planning plus other Ministers, Asst Ministers and Directors General. 4/12/20 SWRED AGM and general meeting via zoom SWRRTG meeting via zoom 7/12/20 Cunnamulla CAN meeting – Qld Health
Page 1 of 168 General Council Meeting Notice & Agenda 15 December 2020
Meeting with Bryson Head, Drought and Flood Response & Recovery with Crs. Jordan and Woodcroft 9/12/20 Steering Committee meeting for Hot Springs/Riverwalk project 11/12/20 Interview with Maddelin McCosker, ABC on carbon farming
Page 2 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.1.1 Infrastructure Report Council Meeting: 15th December 2020 Department: Infrastructure Author: Rob Hinckfuss
Purpose The purpose of this report is to outline the status of the Infrastructure Department to the end of November 2020 plus some future look ahead. Recommendation That Council receive and note the report.
Discussion
1. Program The draft roads program for the 20/21 financial year has been progressed and updated since the last council meeting and is attached. The program shows all roads works that will be carried out by PSC crews in the year. It has been split up to show the workflows for each work crew. Some work has recently been done on the costings. 2. Maintenance Crews Our maintenance crews have recently been carrying out the following: Maintenance Crew 1 With some staff recently taking scheduled leave, and others on personal leave for various reasons, a majority of this month has seen only the one maintenance crew made up of team members from each crew. We have managed to complete a significant amount of works regardless of these issues. 2.1. The slashing and hand mowing of the entire Barringun highway from Cunnamulla to the NSW border was completed, due to safety reasons regarding fire hazards, the tractor has needed to have a water trailer within communication distance for the entire project. This fact has meant that the predicted 12 work days to complete, in fact took an additional 6 days as the need to come behind and complete the hand mowing component of the task was warranted. 2.2. The old Charleville Road to the Cunnamulla Refuse Tip has been slashed and hand mowed and the Weir Road will also be completed. It is anticipated that the slashing crew will continue to work through until the Christmas break doing the Airport Road, Bulloo Development Road in sections and the Charleville Highway in sections. 2.3. There has been a small crew performing drain cleaning on the RMPC Road Network, these works commenced on the 11th of November and has been ongoing. So far they have competed the Bulloo Development Road, Charleville Highway, Barringun Highway and 1/3 of the Bollon Highway. As well as these works this small crew have been performing emergency/urgent works as they arise (such as outstanding tasks for the council assets team and pothole repairs).
Page 3 of 168 General Council Meeting Notice & Agenda 15 December 2020
2.4 The Paveliner has been in operation consistently now for almost 2 months. The month of November has seen it getting back to regular routine maintenance of Councils sealed road network. There has been a full road run completed on our entire RMPC network this month as well as prepping the Cuttaburra Road and Eulo-Toompine Road in order for the upcoming spray seal on the 8th December. The operators of the Paveliner have also been our back up truck drivers with various fleet movements due to break downs and utilisation changes.
3. Road Crews Our road crews have been carrying out the following: Road Crew 1 Continuing flood damage restoration works on Thurulgoona Road. This crew have come into an area of works where the predominant treatment type was a Heavy Formation Grade> Due to this we have been able to have 12.5km completed and signed off by the Pro-Terra Inspector. Works in the South East Sector are continuing and will continue for some time. Road Crew 2 Continuing flood damage restoration works on the Murra Murra Road The lack of gravel supply is slowing progress for this crew but we are performing high quality works and it will speed the incorporation of gravel process up when the gravel is delivered to site. The gravel shouldn’t be too far off now according to Proterra. Road Crew 3 Road Crew 3 has been performing the earthworks and construction of shoulder widening on the Eulo-Toompine Road this month as part of this years TIDs program. We have unfortunately had a number of breakdowns across the entire heavy plant fleet this month and as a result we have needed the help of a couple of local contractors to reach our deadlines with this works. The works will be sealed on the 8th of December and will see 13.7km of road widened to between 6m and 7m of sealed road. This is a significate step forward in the safety upgrade of this vital piece of infrastructure.
4. Parks and Gardens The parks and gardens crew have been performing routine maintenance and watering as per normal operations in and around completing the rebuilding of the town centre island gardens. The Christmas tree will be put into place and town decorations will go up for the festive season on the 1st December. There will be some routine yearly tree lopping commence after this. This is done utilising the hire of a cherry picker for 1 fortnight. The rubbish truck has continued to have mechanical issues and has is in desperate need for some major maintenance or replacement. The Parks and Gardens Crew along with the Workshop have done well to continue to provide a high standard of service to the community with these ongoing issues.
Page 4 of 168 General Council Meeting Notice & Agenda 15 December 2020
5. New Starters and Workforce We have seen a continued trend in moving towards a full work crew this year. We have been successful in appointing a new Water treatment Plant Operator, who is a local, and we will provide the training necessary for him and other staff members (as backup) to perform the required duties. We’ve also signed up one of our long-term staff as a mature age plumbing apprentice beginning our forward planning for succession. We’ve also been able to achieve this outcome with an apprentice Diesel Fitter. Unfortunately, we have not been able to fill the position of full-time qualified Plumber and Diesel Fitter to bring our org structure to full capacity at this stage. The advertising of these positions will be ongoing.
6. Proterra DRFA Flood Work Project Management The Following is a brief to Paroo Shire Council of the current and planned future activities for the 2019 and 2020 Flood Damage works across the shire up to 2 December 2020. a) Gravel/Materials Supply (Quarries and Gravel Pits) 1. WN and TL Hickey Pty Ltd have mobilised to site with the initial location on Rockwell Road. Works have commenced on preparing 5000 tonne of material for crushing and screening at this site and then progress along various sites along Cuttaburra Road. We expect we should have 15,000 plus tonne of material prepared before Christmas. Council should note that this current scope is for all 2019 and currently approved 2020 Flood Damage Works Only. 2. Work is still progressing to identify and make recommendation to Council to procure the remaining material requirements for the balance of the 2020 works not yet approved. This initial evaluation has been completed, however will not progress formally until QRA has finalised the approval for all road works. This is expected by the end of December 2020. Council should note that once QRA has approved all submissions we will progress with the procurement of all Gravels for the remainder of the Flood Damage works. This is scheduled to occur by the early of February 2021 and ready for reporting to Council for its February 2021 meeting. 3. Council should note that the we are reviewing the sourcing the availability of Gravel from all pits accords the shire. This includes the quality of material, amount of gravel available and what approvals are in place. This process will also allow for future planning and identify what resources are available and what additional approvals will be required. b) Submissions. All Submissions have now been lodged with QRA. QRA have indicated that approval of the submissions will be prioritised as requested – For Information the submissions have been grouped into the following areas; 1. South Eastern Quadrant (SEQ). All submissions lodged and we are reviewing the final approval received 2 December 2020.
Page 5 of 168 General Council Meeting Notice & Agenda 15 December 2020
2. North Eastern Quadrant (SEQ). All submissions lodged and awaiting notification of approval which is scheduled 3-4 December 2020. 3. South Western Quadrant (SWQ). All submissions lodged and awaiting notification of approval which is scheduled end December 2020. and 4. North Western Quadrant (NWQ). All submissions lodged and awaiting notification of approval which is scheduled end December 2020. Council should note that the current priority for approval with QRA are the eastern quadrants (east of Mitchell Highway) and then progress with those areas to the west. c) REPA Delivery. 1. Council crews have continued to deliver both 2019 and 2020 Flood Damage Works in the SEQ and are presently working on Murra Murra and Thurulagoona Roads. Bluegrass Road has been completed. 2. Purchase Orders have now been approved for two (2) Contractors to commences work on 2019 works for the Yerral Road and Humeburn Road Packages. The Contractors have advised that they will not be in a position to commence works until after Christmas due to other commitments. 3. Two other Contractors are currently working out of town and not due back until early next year. Once they have finalised their Letter’s of Acceptance and advised on a start date we will arrange for them to commence works. 4. Work is now progressing to identify and make recommendation to Council in due course to procure the remaining Civil Contractors for the delivery of the balance of 2019 works and 2020 works not yet approved. At this stage the progression of works will be as follows; i. Remaining 2019 works – This work has been scoped and will be delivered as a variation or Request for Quotation (RFQ) and is expected to be completed by the end of April 2021. Council should note that all 2019 works must be completed and signed off by QRA no later than 30 June 2021. ii. 2020 works in the SEQ and NEQ areas– These works have been formalised into Works Packages and awaiting final approval by QRA before being prepared for Tender. It is expected that these works will commence in March/April 2021. and iii. 2020 works in the SWQ and NWQ areas. These works have been formalised into Works Packages and awaiting final approval by QRA before being prepared for Tender. At this stage it is expected that these works will be staged for delivery following the tendering of the Eastern Quadrants. 5. Project staff are now progressing with the close out and reconciliation of completed works for the 2019 flood damage. We have reviewed all current completed works and establishing the evidences required for sign off. 10 roads an been reviewed and additional photographic evidence is being sourced.
Page 6 of 168 General Council Meeting Notice & Agenda 15 December 2020
d) 2020 Emergent Works. Emergent works have been submitted for acquittal. QRA, Project and Council staff are progressing through this process with QRA staff on site 8-9 December 2020 to review.
7. Plant and Workshop – Workshop update provided by Alec Thompson. Below is a detailed list of works completed in the past month. • Unit 409 – Major brake and suspension repairs to dolly completed. • Unit 413 – Major brake and suspension repairs, plus replace cracked wheel hub, waiting for parts. • Unit 411 – Major brake and suspension repairs to side tipper, complete. • Unit 412 – Major brake and suspension repairs to side tipper, complete. • Unit 247 - Repairs to air conditioner, still has problems. Waiting for parts. • Unit 252 – Repairs to air conditioner. • Unit 313 – Broken exhaust manifold, waiting for parts. • Unit 247 – Air conditioner fault, awaiting parts. • Unit 252 – Air conditioner fault – complete. • Unit 375 – Repair burn wiring and refit exhaust. • Unit 122 – Replace wheel studs. • Unit 280 – Repairs to air conditioner. • Unit 238 – Repair PTO wiring. • Unit 956 – Fabricate metal frame. • Black Hearse – Road test and replace all tyres. • Diagnose failed steering in Ezy Quip hire roller for repairs by Ezy quip mechanics. • Unit 114 – Replace rear wheel studs. Note: Workshop was down to two tradesmen for most of the month. Plant Replacement The CAT 150 grader delivery has been held up due to COVID-19 and it should be delivered at the end of January. The quotes for the multi-tyre roller were received and evaluated and the CAT was chosen as the best option. A PO has been raised and delivery is scheduled for the end of January/beginning of February. The VW was taken out of service at the end of November due to safety problems and a replacement is being sought. A draft RFQ has been sent out for review and will be released to tenderers early next week.
Page 7 of 168 General Council Meeting Notice & Agenda 15 December 2020
A draft tender document is being developed for the replacement of the float trailer. A draft report was prepared for the replacement of the rubbish truck and was presented at the last Council workshop. The final report is attached.
8. Water Supply and Sewerage Operations – Paul Doyle Water • Bore’s No 2, 3 and 4 running and keeping up with demand. • Water consumption to date for October 174.5 ML. • Water Breaks: There were five mains breaks in Cunnamulla. • Eulo water consumption 5.6ML Sewerage • Pumps: All pump stations operating normally. • Hours run: (1). 47.8. (2). 25.2.(3).97.2. (4). 13.4. (5). 20.6. • Blockages: there were 2 houselines cleared, with no mains blockages reported. • Work is continuing at the S.T.P renewal. With all systems now operational the quality of the outflow is improving all the time. Staff continue to assist in the day to day running of the plant and continue to learn the correct way to take samples and test the effluent. Customer Requests • There were five C/R attended in November, two houseline blockages, two water leaks and one Council asset. Sewer Upgrade Works The Sewerage Treatment Plant Upgrade - Local spend is up to date = $308,097.00 November local Total Spend = $22,202.28
9. Work Completed in November Design and Procurement • Design of all variation concrete structures and buildings (Submitted and approved) • All required electrical changes and alterations Site works • Fixing and changeover of Grit auger • Pouring of blinding layer for Compost bay and Cl building • Forming up compost bay, stairs, and Cl building • Install of the Solar panels and the required integration into the system • Completion of site wide fence
Page 8 of 168 General Council Meeting Notice & Agenda 15 December 2020
• New water lines run for additional taps and water to Cl building • Burying water line down hill • Carport installed over Generator • Misc. works around site and site clean up • On going monitoring of the treatment plant Biological commissioning and grow in period • Handrail installed across site • Final demolition of the old clarifier Documents submitted to Council • Final Version of Manuals for Council to review and comment - 23/11/2020 • Influent test results 19/11/2020
10. Work to be undertaken in December Design and Procurement • Submission of final manual • Submission of MDR Site works • Casting of the following slabs onsite • Cl building • Incinerator slab • Compost bay slabs and walls • Stairs • Driveway and footpaths • Setting up CL building and dosing system • Setting up compost bay building Final works not completed in December The only works that won’t be completed in December is the install and commissioning of the Incinerator. This is due to the long lead time on this item. It is currently envisaged this work will be completed in Feb 2021.
11. Waste Management IPWEAQ are continuing with checking ERA licensing for the new tip area and looking into Native Title and Cultural Heritage requirements for clearing. Troy Drake has had the new proposed area surveyed ready for construction of a new fence line when we have approval.
Page 9 of 168 General Council Meeting Notice & Agenda 15 December 2020
Once approval is obtained and the fence constructed we can then dig a new pit to industry accepted standards. The new pit will be wider and of a different shape to our former pits. The tip caretaker tender has not yet been let as the documents required further information. They are nearing completion and the tender will be let soon after. Disposed tyres are currently being stored at the Council depot and a disposed tyre fee collection system is being developed and will be implemented as soon as possible.
12. Airports Alison Shaw has applied to secure $150,000 worth of funding for both Eulo and Yowah Airstrips under the Remote Airstrip Upgrade Program as part of the Australian Government's Regional Aviation Access Programme. The work will cover re-sheeting of the runways and the replacement of delineation cones. Alison is also working on the Regional Airports Program - Round 2 grants of $300,000 each for Cunnamulla and Wyandra airports which will cover access and safety related items such as the following: Cunnamulla • Re-instate / re-mark RWY 12/30’s centreline marking to 450mm wide so that it’s in compliance with the MOS139, Section 8.3.3.3 (b). • Finalise the yellow, red, yellow “PARKING CLEARANCE” line marking on the itinerant GA apron and the GA apron / Hangar area in accordance with the MOS 130, Section 8.5.4.3. Note that the words ‘PARKING CLEARANCE’ must be painted in yellow on the side where the light aircraft are parked, and readable from that side. • Review and finalise 3 hard copy Aerodrome Manuals complete with signatures, and ensure CASA receive a current copy. • Formally review and finalise Safety Management System (SMS) document complete with signatures, and ensure CASA receive a current copy. • Have the AEC (Aerodrome Emergency Committee) formally review the AEP (Aerodrome Emergency Plan) inclusive of a desk top EE (Emergency Exercise) in preparation to conduct a full field EE as soon as possible. Wyandra • Grade the runway surface to improve its ride. • Sweep up and remove the loose gravel from the apron surface. • Smooth the area at the entrance to the taxiway. • Poison the grass growing over the edge and through the surface of the apron and taxiway and chip away when dead. • Poison and remove the grass growing in the wind indicator circle. • Solar ground lights to runway. • New cones and gables and windsock.
Page 10 of 168 General Council Meeting Notice & Agenda 15 December 2020
• Provide additional cone markers on either side of the runway strip and to ensure they are spaced at a maximum of 90m apart. • Realign the gable markers provided around the runway strip. • Repair or replace those gable markers which have been crushed. • Replace the torn windsock. • Fence remaining 2 unfenced sides.
13. Grids The CEO has recently decided to review the Grid and Gate policy and as a result all grid and gate works have been placed on hold until that policy is reviewed. A copy of the draft policy (reviewed September 2019) has been tracked down and this will form the basis of the review.
Page 11 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.1.2 Rubbish Truck Replacement Report Council Meeting: 15th December 2020 Department: Infrastructure Author: Rob Hinckfuss- Chief of Operations
Purpose The purpose of this report is to propose to make a change to the plant replacement list that has been budgeted for the 20/21 financial year. The proposal is to swap the water truck and dog on the budgeted plant replacement list with a new rubbish truck of similar value.
Recommendation
That Council approve that the water truck and dog on the budgeted plant replacement list be swapped out with a new rubbish truck of similar value.
That is : The current rubbish truck in PSC’s fleet (unit # 278 - UD NISSAN MARK 6 + MINI COMPACTOR) be replaced with a multi-function rubbish truck, similar to Bullo Shire’s rubbish truck, in lieu of the replacement of unit # 253 Hino - FS Series - Rigid Tip Truck - Diesel (2003) and it’s dog unit # 453 Neil Mansell - Triaxle - Dog Trailer (2000) in the 20/21 FY Plant Replacement Budget.
Background
When the plant replacement budget was formulated the rubbish truck was working well.
Since then there has been a constant stream of breakdowns and problems.
The rubbish truck is unit # 278 in PSC’s fleet and it is a UD NISSAN MARK 6 + MINI COMPACTOR. The unit was purchased in 2009 and it is now 11 years old and has done $285,000km (all stop/start).
Recent Breakdown History
The break down history over the last 2 months is as follows :
• It has broken down 16 times. Each time has resulted in up to 2hrs off the road. • Some days it has broken down 2-3 times in the same day.
Cause of Recent Breakdowns
The cause of the breakdowns over the last 2 months are :
• Turbo timer switch • Corrosion inside electrical connectors • Turbo control sensor and connector • Emergency shutdown switches • Air flow meter and connector • Turbo boost sensor • Damage to lifting arms • Automatic transmission
Page 12 of 168 General Council Meeting Notice & Agenda 15 December 2020
• Locked grabbing arms • Brake hose and brakes (brakes need an overhaul)
In addition the automatic transmission needs an overhaul.
Cost of Recent Breakdowns • Labour - 16 breakdowns @ 3hrs each for 2 mechanics = 96hrs @ $35/hr = $3,360 • Parts = $1,800 • Total = $5,160
Cost of Proposed Automatic Transmission Overhaul • Labour - $600 • Parts = $5,000 • Total = $5,600
Cost of Proposed Brake Overhaul • Labour - $3,000 • Parts = $3,500 • Total = $6,500
Question on Notice
Councilor Clark had a question on notice in an e-mail to Stephen Harbort regarding the rubbish truck on the 16th November 2020.
Councilor Clarks’ e-mail reads :
I see the rubbish truck has broken down again and, as there might be some discussion about it … Would be good to know the age of the unit? How often the council replaces its rubbish truck? How the mechanism and hydraulics work? Any way maintenance can be improved? Is the truck being looked after? Single or multiple operators? The reason I say that is it had one operator for years, old Ecky I think his name was, and I have the impression it expressed fewer problems. He probably doted on it! A lot of to do about a truck, but I suspect it mucks everyone around a fair bit when it’s off the road.
The answers to those questions are :
• Would be good to know the age of the unit? 11 years old (purchased in 2009) • How often the council replaces its rubbish truck? On average waste removal trucks should be replaced every 10-12 years
Page 13 of 168 General Council Meeting Notice & Agenda 15 December 2020
• How the mechanism and hydraulics work? – They are working ok but the mechanism has been damaged many times and each time repaired by the workshop. • Any way maintenance can be improved? Maintenance is not really the issue. The main issues are damage to the mechanism (from driver error) and electronics (wiring, connectors, relays, etc). • Is the truck being looked after? – Yes it is well looked after but some further driver training should probably be implemented to prevent mechanism damage. • Single or multiple operators? – Multiple, but a small group (3 people). • The truck was a lot younger when “old Ecky” was the operator
Budget
The budget will come out of the plant replacement budget (refer attached) and amounts to $375,000 excl. GST. There is no change required to Council’s budget.
Page 14 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.1 Corporate and Community Services Council Meeting: 15th December 2020 Department: Corporate and Community Services Author: Toni Pender- Manager Community Services
Purpose
The purpose of this document is to provide Council with an update on the activities undertaken by the Corporate and Community Services Department.
Recommendation That Council receive and note the Report as presented.
Discussion
1 Liveable Community
1.1 Community Support
Service Program Outcomes
Service Users this Month Number of service users Service users who received a service this month 18 Improved ability to access appropriate services 22 Service users who received improved social connectedness 50 Occasions where information, advice and referral services were provided 18
Services Provided this Month % of Time Allocated Access/Enquiries (information, advice, referrals and assessments) 5 Support (community/community center based development, coordination 10 and support) Program Reporting (daily, monthly and OASIS quarterly) 15 Meetings Channels (interagency, community reference group etc) 20 Development (study, leadership programs, information stalls etc 0 Community Education (workshops, programs, information stalls etc) 10 Council Community Programs/Events (NAIDOC, Qld Week, Cunnamulla 40 Fella Festival etc)
Page 15 of 168 General Council Meeting Notice & Agenda 15 December 2020
1.2 Youth Support
Service Program Outcomes
Clients for Month Sept Oct Nov
Total number of registered Users 8 6 6 New registered clients 3 0 3 Clients who received one on one service 3 4 5 Active Case management plans 8 4 4 Closed Case management plans 0 0 3 Improved client outcomes 4 0 4 Case management Clients reassessed 8 3 4 Service users closed 0 0 2
Service Program Description of Services Hours Monthly Achieved Total Access/Enquiries (information, advice, referrals and assessments) 15 23
Support / Client Management (case management /plans/ outcomes/ assessments, referrals and YSCIS reporting, includes reporting, 40 83 emails and phone calls)
Program Reporting (daily, monthly and OASIS quarterly) 10 Channels (Drop in centre, life line) 20
Development (Study, Leadership programs, training etc.) 5 213 Workshops (Youth Education, mentoring etc) 5 Council Community Programs/Events (NAIDOC, Qld Week. 5 Cunnamulla Fella Festival etc)
Case Study (Youth Support)
Was the young person a referral (self, external or internal) or identified through outreach services? Client was referred to the Youth Support Officer by the Cunnamulla State High School as having a disconnection from family and friends.
Needs of the young person at assessment: That they were in need of a positive role model friend who may be able to assist them in getting home from school due to concerns with school fights/bullying. At assessment it was established that their parent had passed away in the last few years. They were suffering from anger issues as a result of the bullying regarding this significant life event.
Page 16 of 168 General Council Meeting Notice & Agenda 15 December 2020
Outcome(s) for the client:
To try and demonstrate how to interact safely and politely in a social setting, while building up their self-confidence, make new friends and try and bridge the “felt” gap between themselves and family members.
We have also been working on anger management in high stress situations which has been very helpful to the client who now has better control in these settings and is only losing control every now and then rather than all of the time.
How long was the young person involved with the organisation/service?
Client has been engaged with Youth Services since the beginning of August; when formally referred through by a school.
1.3 Sport & Recreation
Statistical Information: Attendance of Events November Number of Average Attendees Events Attendances Morning Programs 174 16 10.85
School Based Programs 89 3 29.66
After School Program 103 16 6.43
Night Programs
Total For the Month 366 35 10.45
Project Actions/Reports Status Service agreement sent to Planning the continuation of PHN- Funding Department for execution programs. Plan for Community Program Planning TRAIC Grant Finalized and acquitted Delivering the program Waiting for C of C to respond. MOU Day Care Negotiating Solutions This agreement sits with the Communities Manager. CMQ Regional Partnerships Preparations, Planning and End of year reporting Projects Meetings Dealing with maintenance Swimming Pool Recruitment and opening issues are replacement of equipment. New expression of interest Contract out for expressions sitting with CFO and DCSE Hall Contract of interest Advertise to the public by Wednesday 2nd Dec
Page 17 of 168 General Council Meeting Notice & Agenda 15 December 2020
Project Actions/Reports Status MOU Agreement SWIN - Partnership around the use of In negotiation Multicourt the multicourt.
Department Communities Plan to be undertaken by the Drought Support end of December Best of Bandstand Community Event Completed Touch of Webber, taste of Community Event Completed Rice Awaiting nominations and closure date for report to be Australia Day Awards Advertisement of awards submitted to Council (Dec Meeting). Advertisement Wednesday Opening Round from th Community Donations 25 November to close in December - January early Jan 2021.
1.4 Swimming Pool
Overview of the Swimming program for the Month October 2020;
Oct Nov
No. of days in month 31 30 No. of days pool open 26 22 Average daily swimming pool temperature (degrees) 20 26
Year to date Attendance November 2018/19 2019/20 92 Days
Daily Gate Daily Daily Daily Categories No No Average takings Average Average Average
Children 900 40.90 $900 2,526 81.12 21.7 28.2
Adults 138 6.27 $276 323 6.93 4.69 6.89 Totals 1,038 $1,176 2,849 9,664 10,519
Chemical Year to date November 2018/19 2019/20 Usage 92 Days Daily Daily Category No No Daily Average Daily Average Average Average Chlorine kg 480 18.46 1430 15.54 5.21 7.00 Acid (L) 370 14.30 1115 12.11 3.04 5.4
Page 18 of 168 General Council Meeting Notice & Agenda 15 December 2020
Financials for November
1.5 Upcoming Events and Activities for the Next Reporting Period
th o 11 December Swimming Carnival rd th o 3 December - 29 January Holiday Program st o 31 December New Year’s Eve th o 26 January Australia Day
Page 19 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.2 Library Services Report Council Meeting: 15th December 2020 Department: Community Support and Engagement Author: Tammy Hickey - Librarian
Purpose The purpose of this document is to provide Council with an update on activities related to Library Services within the Shire for the Month of November. Recommendation That Council receive and note the report as presented.
Discussion
1.1. Cunnamulla Library
1.1.1. Glamour Photos
We have finished our Glamour Photos for 2020 and had more students than ever this pandemic year. This was awesome as it indicates our Glamour Photos Good Behaviour Initiative is working. It proves that students are exhibiting the required attendance and behaviour level to qualify for the experience. We are extremely grateful to our regular partners, CACH for their valued help in; hair, makeup and taking the photos for us.
We have received very good feedback from both schools in regards to the Glamour photos. The Deputy Principal of Sacred Heart School advised us that one particular student who is quite hard to engage in conversation, was very talkative and excited about the Glamour photos pre and post Glamour photos and was a good conversation starter.
A similar story with a parent who had her photo taken with her daughter and has just relocated to Cunnamulla, commented her daughter had never experienced anything like this before and it was a wonderful initiative. Since the Glamour Photos we have been very busy with parents ringing/coming in to see when they can get their kids photos as they are always excited to see the finished result.
1.1.2. Internet Safety Classes For Kids
We will commence kids’ internet safety classes the first Monday of the school holidays as per our Micro Grant from State Library of Qld. Parents are very excited about these upcoming classes and have been coming in to enrol their children which is wonderful.
1.1.3. Mentoring Almost Finished
Our Cunnamulla State School Year 7 Mentoring is finished for the year. We were invited to attend a meeting with the new Acting Principal of P – 12 Cunnamulla State School (Paul Harper-Green) to discuss the mentoring program for next year. Mr Harper-Green asked if we would all be willing to participate again next year, and we all said we would as we all agreed it is a good way to connect with our young people. We were all given a gift bag as a thank you for our participation. The Acting Principal has asked that we submit our planning to him for our sessions prior to commencement of school in January 2021.
1.1.4 SLQ COVID – 19 Survey Results
State Library of Qld has published the results of the Covid-19 survey they requested all libraries complete. In our survey we acknowledged the wonderful partnership we have with CACH and expressed our gratitude to them for doing our deliveries/collections for four months. I have emailed Kerry Crumblin, CEO of CACH a copy of the document for her to see.
Page 20 of 168 General Council Meeting Notice & Agenda 15 December 2020
1.1.5 F5F Video Stories Competition
We have commenced our First 5Forever video stories competition. The Economic Development Officer has set up a vote online, on the Council Facebook page to give people the opportunity to vote for their favourite categories. Only the most creative and most humorous will be voted online as the other categories; most Likes, most comments, most shared will be determined by the Facebook stats the Economic Development Officer can access.
A couple of the beautiful Glamour Photos
1.1.6 Another Successful Grant Application
We are very excited to announce that we have once again been successful with another State Library of QLD grant. This grant was for $5,000 to contribute towards securing the Disney Princesses to attend our Under 5’s Easter Fair to be held in the Easter holidays 2021.
1.2. Wyandra Library
The students are enjoying attending the library for Reading Club. For Remembrance Day the students came to the hall for research about the War. We have had a few tourists come through.
Wyandra State School students viewing World War II resources
1.3. Yowah Library
Our internet has been very slow with it taking up to an hour for it to come on. Customers’ have been using the internet quite a lot, doing emails and generally accessing the internet and printing. The patrons are very good with sanitizing and leaving their names and addresses for tracing if required. Quite a few reservations have been trapped and sent to other libraries.
Page 21 of 168 General Council Meeting Notice & Agenda 15 December 2020
1.4. Statistical Data
NOVEMBER 2020 Cunnamulla Yowah Wyandra Open Days 21 4 4 Items Loaned 425 19 4 Average loans per day 20 5 1 Visitor Statistics 1323 24 28 Average Visitors Per Day 63 6 7 Adult Membership 409 154 50 Junior Membership 128 3 14 New Members 0 0 0 Requests made 88 27 0 Internet Hour Usage (hr.) ?hrs 9hrs 0
1.5. Highlights for December 2020
• Commence internet safety classes for kids • Kids in for the school holidays • Presentation of medals to winners of the First5Forever Video Stories Competition at December General Council meeting.
Page 22 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.3 Tourism Report Council Meeting: 15th December 2020 Department: Tourism Author: Barb Mason- Team Leader Tourism
Purpose
The purpose of this document is to provide Council with an update on the progress of the Tourism Program for November/December 2020
Recommendation That Council receive and note the Report as presented.
Discussion
• Grants As per Attachment A – Grants Spreadsheet.
• Golden West Traineeship The Tourism Team together with the Trainees from the Golden West Program has commenced a new program of Cert I Business at the Cunnamulla Fella Visitor Centre, with a focus on the Cataloguing of the Museum. The trainees commenced on Monday the 30th of November.
• Natural Sciences Loop All four shires on the Natural Sciences Loop have meet a number of times over the last few months to create an action plan to activate and raise the profile of the Natural Science Loops as a drive route.
The key objectives the group is working on are the following:
1. Marketing – Grow exposure for the drive route through a consolidated four shire approach a. Expand distribution of the new Natural Sciences Loop map designed by Interactivink b. Standardise Natural Science Loop signage across all participating shires c. Broaden Digital footprint of Natural Science Loop itinerary and map d. Manage Social Media channels e. Educate and promote beyond the drive through NSL Merchandise
2. Product Development – improve the tourist routes standards, appeals and sustainability a. Natural Science Loop Event collaboration b. Operator Education and commitment to including drive route story in product development c. Seek Funding opportunities d. Adopt a continuous cycle of improvement to visitor experiences along the Natural Sciences Loop
3. Packaging - increase range & reach of packages a. Expand selection of Group Travel Packages and Itineraries b. Grow number of bookable Event Packages along the Natural Science Loop c. Grow Self Drive itinerary distribution
Page 23 of 168 General Council Meeting Notice & Agenda 15 December 2020
d. Encourage hero operators to develop NSL themed packages
4. Partnerships & promotion - grow partnerships and source promotion opportunities a. Formalise NSL Brand messaging b. Source drive editorial story opportunities c. Trade marketing partnerships d. Formalise agreement between 4 shires for NSL partnerships & promotions
• Visitor Stats
Visitor feedback reports are attached for council information. Visitor number through the centre are as per below graph and table.
Page 24 of 168 General Council Meeting Notice & Agenda 15 December 2020
• VIC Sales
Page 25 of 168 General Council Meeting Notice & Agenda 15 December 2020
CUNNAMULLA $ What Who When Updated December 2020
Plan Lark designs Completed STREETSCAPING
Planting Parks and Garden Team commence, but put onhold until the weather is kinder
Sculpture ??? Lark designs to source artist
revamp gardens Parks and Garden Team Will complete by Christmas
Seating options being collated to discuss with business Seating in Jane street owners along Jane Street.
These have been ordered, and will be installed in the new Cunnamulla 3D letters Warrego Signs year.
The levee bank will be constructed prior to Christmas. Levee bank for signage local Solar lights have been ordered. FEDERAL FEDERAL COMMUNITYDROUGHTFUNDING
This has been ordered, and will be installed in the new Cunnamulla heritage sign Warrego Signs year. SIGNAGE & TOWN ENTRANCES
Parks and Gardens Team some plantings have been completed.
Street Banners Bannerconda December
Signage audit has been completed, signs are at the depot Signage Nature Tourism Signage in Cunnamulla and will be installed in the new year QLD RIVERWALK COVIDWORKS FOR
Signage audit has been completed, signs are at the depot in Cunnamulla and will be installed in the new year
Materials & Freight
Exisitingbudget Design Heritage Trail
Page 26 of 168 General Council Meeting Notice & Agenda 15 December 2020
WYANDRA What Who When Update December 2020
Plan Lark designs mid september Completed
install completed, currently sorting Irrigation Michael Goodman Plumbing October details with Qld Rail for a way lease for access to power for pumps STREETSCAPING
these will not be installed due to banners Bannerconda December budget.
all signage updated and install will be signage Nature Tourism Signs November complete prior to end of the year FEDERALCOMMUNITYFUNDING DROUGHT SIGNAGE ENTRANCES& TOWN
Page 27 of 168 General Council Meeting Notice & Agenda 15 December 2020
EULO What Who When update December 2020
Community Consulation, 13 residents and 6 council staff in attendance. Council staff advise the process of irrigating the main street. After Irrigation Michael Goodman plumbing the consultation the community then requested council look at irrigating the lizard lounge and the back of the hall.
turf this will not be possible due to budget STREETSCAPING seating
The community have decided they don’t want banners bannerconda banners
There will be a full signage audit conducted in heritage trail Nature Tourism Signs the new year. This will include the Billabong Nature Drive and the Granite Drive. FEDERAL COMMUNITY DROUGHT FUNDING SIGNAGE SIGNAGE & ENTRANCES TOWN
Page 28 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.4 Local Laws Council Meeting: 15th December 2020 Department: Community Support & Engagement – Local Laws Author: Joe Lewis, Jason Thomas - Local Laws Officer
Purpose The purpose of this document is to provide Council with an update on the activities undertaken by the Local Laws Officer during the month of November
Recommendation That Council receive and note the Report as presented.
Activities
Requests Received Results
Dead Dog Picked Up 2 Wicks Street. Alice St. 18/11/2020 reported that a dog came out of the Rubbish truck inside a garbage bag; enquiries being made. Dog attacks 2 Jane street, 10pm dog on dog attack. Dog attack community person, compliance notices issued, proposed dangerous dog declaration issued. Dogs Wandering 12 5x in King street. 2x Emma street. 1x Wicks Street. 2x near service station. 1x Bowra street 1x Broad Street. Dogs vaccinated 2 Parvo – 1x Wicks street, 1x Broad street Dogs surrendered 2 Garden Street Dog barking 2 2x Emma Street reports. Kangaroo 0 Untidy Yard 2 1x Railway Street, 1x follow up Murray Street. Water 0 Sheep 1 1x Watson street - rehomed. Goat 0 Meat Ants 2 1x Emma Street. 1x Mabel street. Horse wandering 0 Horses euthanized 2 1x Watson Street 1x Vet decision and advice. Snake 0 Emu 0 Cats 1 1x kitten - rehomed No of Animals 2 1x from October surrenders, to be picked-up by Impounded Lucky Paws due to temperament. 1x Nov surrender. Lucky Paws possible pick-up in mid Dec. Dangerous dogs 2 1x Hickling Street, with notice. 1x Emma Street with notice. Dogs rehomed 9 Via Lucky Paws Dogs euthanized 1 Local resident of PSC area 30/11/20.
Page 29 of 168 General Council Meeting Notice & Agenda 15 December 2020
Requests Received Results
No of animals 3 euthanized 2x Horse, 1 dog Dog Trap 1 1x Broad street 1x Arthur Street Cat Trap 1 1x Broad street Dead Cats 1 1x Little Bedford Street Llama Enquiry 2 Yowah resident phoned wanting info on having Lama’s on your property. Information supplied. Surrendered Horse 1 1x Pony surrendered and rehomed, forms completed.
Priority Status Update Dog Registration Follow ups in Wyandra. inspections Selective Inspection program continued through Cunnamulla. HIGH OCT-DEC Slow and steady but program is encouraging other pet owners to be responsible (yet to be inspected) and have their dogs registered. Registration Follow up on PSC Practical and cross checking records. This has HIGH ONGOING been updated with further follow up.
Pound Upgrade Pending on Funding and no Low/Medi Planning Stages further participation with the um process. Effective Emails, debriefing, planning, communication HIGH Working Strategy same page note.
Illegal Dumping LG Illegal Dumping partnership program. Training undertaken, by Joe Lewis, Col Ickeringill, & Jason Thomas. Training completed with support if required from the Trainers and HIGH ONGOING online resources 18/11/20 Safety meeting with Gary Newman. Assisting Kelly Schmidt with promotional information on Illegal Dumping. Toolbox meetings 17/11/20, 01/12/20, HIGH ONGOING
Page 30 of 168 General Council Meeting Notice & Agenda 15 December 2020
Priority Status Update Allotments 1x Notice Railway street.
Follow up on notices that have been sent with no action.
HIGH ONGOING 1x Follow up notice Murray Street.
1x Wicks Street under notice, completed a clean-up.
Illegal Dumping All 12 Cameras have been installed and field tested for reporting and photo clarity. HIGH ON GOING Daily drive by are conducted to check security, and current status and not vandalized. Prescribed Activities Lifeline Stall for 36 Jane Street LOW/MED Application approved for NAIDOC week. UIM Cunnamulla Town Notice sent last month which Entries needs to have a follow up in Nov. HIGH ON GOING Continued encouragement tactic being used. Rural Lands Assisted with Rural Lands baiting MEDIUM ONGOING campaign; loading/unloading at depot. Water meter 23rd November notices sent to installation households requesting all dogs to be secured so that works can be carried out. On site follow-up required for a HIGH ONGOING number of properties. LLO’s worked in with water meter installers to ensure dogs would not interfere with the plumbing activity. Scrap Metal Maintaining contact with a scrap LOW/MED mental recycler who attends the ONGOING IUM Rubbish Dump to collect the scrap metal for recycling. State Penalties Token has turned up, further Enforcement Registry approval processes required to be LOW ONGOING ready to put to use in the field when issuing infringements.
Page 31 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.5 Rural Lands & Compliance Report Council Meeting: 15th December 2020 Department: Rural Lands & Compliance Author: Colin Ickeringill – Stock Route Officer
Purpose The purpose of this document is to provide Council with an update on the actions of the Rural Lands & Compliance unit.
Recommendation That Council receive and note the Report as presented.
Discussion
Wild Dog & Pest Control
• With the assistance of James Theuerkauf from Bulloo Shire the Carellen (3/11/20), Murra Murra (4/11/20) Nara and Glentuckie baitings (5/11/20) were completed with a minimum of fuss. • Due to participating landholders being busy the Baroona baiting was completed on the 10th November with the assistance of Cameron Wilson (DAF). • The last delivery of bait meat arrived on the 18th November (3600kg) for the Merimo baiting. The Merimo baiting was completed on the 20th November with the assistance of Cameron Wilson (DAF). • According to deed poll records a total of 11,780kg of bait meat was delivered by air and vehicle over the campaign. • A total of 26 wild dog scalps were handed into Council for the month of November. They were from two separate landholders in the shire.
Customer Requests
• Council received a request from a horse owner in town to euthanize a badly injured horse on the town common. The injured horse was located and dispatched and was buried in accordance with the Stock Route Management Act 2002 (s 181). • Council received a request (2021/9680) from a horse owner in town to euthanize a very sick horse (colic). They had been advised by a vet to euthanize it due to the severity of the illness. The Cunnamulla police were advised of the situation and two officers attended the scene in Watson St. The horse was dispatched and buried in accordance with the owner’s directive. • Customer request (2021/9678) to spray a large meat ant nest in Mabel St. The nests were located and sprayed. A follow up visit 2 days later saw no ant activity at the nest sites. • Customer request (2021/9679) to spray a manhole cover in Little Bedford St for cockroaches. The manhole cover and surrounds were sprayed. • A dog was surrendered to council for euthanasia due to the animal being old and frail. The correct documentation was filled out and the animal was dispatched and disposed of in the correct manner.
Stock Route Fences & Waters
• Repairs are yet to be made at Toolonga and Boy Brown Water facilities as I am still waiting for the required parts to arrive in town. • All repairs that have been made to other water facilities in the shire are working well and there have been no further issues.
Page 32 of 168 General Council Meeting Notice & Agenda 15 December 2020
Town Commons
• I received a phone call in regards to a registered horse in the Pony Club paddock that was having issues with its registration collar, I found the horse and removed the collar as the collar had slipped and had become lodged over the eyes and nose. The owner of the horse was notified and the collar returned to her. • Parkinsonia and African Boxthorn was identified in two locations on the Cunnamulla common, while Cameron Wilson (DAF) was in town helping with the baiting program we took the opportunity to spray the offending trees. The affected trees are inspected weekly and are in poor health. • A landholder adjoining the Wyandra common was given permission to remove their wandering sheep from the common. • A landholder that adjoins the Wyandra common was given permission to use the railway yards to muster rams into and truck them out. • A concerned resident of Wyandra has brought to my attention a fencing issue between a local landowner adjoining the Wyandra town common, apparently a portion of the boundary fence with the common is in a state of disrepair, I will investigate the claim on my next visit to Wyandra.
Processes & Policy
• I submitted a new SOP for approval on the application of 1080 (Vertebrate pesticide Control). It was tabled at the November WHS committee meeting with one amendment to be made.
Miscellaneous
• Cleaned out the bait meat chiller and conducted repairs and maintenance on the baiting equipment and packed it away in the 1080 container. • Participated in an Illegal Dumping Workshop conducted by Litter and Illegal Dumping Enforcement Services. • Have been working with local laws and the water meter replacement team, advising home owners to tie up their dogs while the water meter replacement team were in their area. • I have been assisting Local laws with their selective dog inspection program in Cunnamulla. • Received a call out to collect a dead dog from a residence in Broad St, it was collected and disposed of in the correct manner. • I have been monitoring the Illegal Dumping Surveillance cameras that the shire has installed at strategic locations around the town.
Page 33 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.6 Community Support – Stride’s Blue Tree Council Meeting: 15th December 2020 Department: Community Services Author: Toni Pender- Manager Community Services
Purpose
Council consider permitting Stride to paint a tree in Centenary Park blue in aid of raising awareness of Mental Health.
Recommendation That Council recognizes the importance of raising awareness regarding Mental Health issues in our community and supports the promotion of Mental Health Support Services in the Shire. Council advises that an alternative solution to painting a tree in Centenary Park will need to be sought.
Discussion
Stride has been a significant organisation within the Paroo Shire Community providing support to those in the community that battle with Mental Health challenges. This year, with COVID-19 restrictions, has seen support services such as Stride be a vital part on the path to recovery for those affected by the impacts.
Cozette Branfield, Service Leader for Stride, is passionate about having a long lasting monument to raise awareness of the effects of Mental Health within the Paroo Shire Community by painting a tree within Centenary Park. As outlined in an email sent through in attachment A.
The main concern is that there are currently no dead trees within the park and by allowing a live tree to be painted, it may cause unrest throughout the community and be detrimental to the tree’s health. It is suggested that Stride works closely with the Community Services Manager to find an alternative place (with a dead tree) or explore an alternative solution.
Page 34 of 168 General Council Meeting Notice & Agenda 15 December 2020
Attachment A
Page 35 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.3.1 Financial Position Update Report Council Meeting: 15th December 2020 Department: Finance Author: Melanie Wicks, Governance Manager
Purpose The purpose of this document is to provide Council with an update on our current financial position.
Recommendation That Council receive and note the report as presented.
Discussion Monthly Financial Report
Attachment List • Monthly Financial Report for the month of November 2020
NB: Due to year ending June 2020 audit yet to be finalised the opening balances in the Balance Sheet will change. This will also impact the profit & loss through depreciation expense.
Page 36 of 168 General Council Meeting Notice & Agenda 15 December 2020
MONTHLY FINANCIAL REPORT November 2020
Page 37 of 168 General Council Meeting Notice & Agenda 15 December 2020
Contents
1 Executive Summary 1.1 Capital Performance 1.2 Financial Position 1.3 Financial Sustainability Indicators (Annual/ updated quarterly)
2 Capital Analysis 2.1 Capital Revenue 2.2 Capital Expenditure Analysis
3 Financial Position 3.1 Cash and Investments 3.2 Rates and Charges 3.3 Sundry Debtors 3.4 Borrowings
Appendix A • Finance Actions • Detailed Financial Performance November 2020 • Statement of Financial Position November 2020
Indicator Legend: % Variance to Budget No action required 0 – 5% Requires active monitoring 5% - 10% Immediate action required >10%
Page 38 of 168 General Council Meeting Notice & Agenda 15 December 2020
1. EXECUTIVE SUMMARY
1.1 Capital Performance Capital revenue performance as at YTD November was $7,689,622 below budget due to timing differences for the 30% of revenue for flood damage for the 2020 damage and the progress claim for the CCEC. YTD expenditure as at November is at $6,778,786 YTD and is detailed in section 2.2 in detail.
1.2 Financial Position The financial YTD net result prior to depreciation is $6,769,298 behind budget. The main contributor to this variance is the Capital Tied Grants timing which has contributed to $7,689,622 of the variance. Recurrent operations are currently performing better than budget by $701,130.
1.3 Financial Sustainability Indicators Not able to be reported until after all Audit adjustments are processed.
2. Capital Analysis Revenue of 658,572 was received for R2R in November. The final payment for BRP funding for Deep Creek Bridge will be received after TMR approves the finalisation report. TIDS payment of 56,680 was also received in November. Capital Expenditure for November amounted to $1,867,259. The major areas of expenditure occurred with the CCEC, Repa Feb- 20 Event and the Sewerage Treatment Plant.
2.1 Capital Revenue November 2020 Remaining Act/Bud Act/Bud Total 20-21 Summary of Tied Grants - Capital Month Actual Month Budget YTD Actual YTD Budget Budget 20-21 Variance Variance Budget Nov-20 Nov-20 FY Council Buildings - CCEC - Civic Centre - - - - 2,570,290 (2,570,290) 4,789,947 4,789,947 Road Construction - TIDS 56,680 - 56,680 56,680 325,000 (268,320) 975,000 918,320 Roads to Recovery 658,572 333,333 325,239 658,572 333,333 325,239 1,000,000 341,428 Flood Damage - 2019 Event - - - 610,579 560,000 50,579 2,230,000 1,619,421 Flood Damage - REPA Feb 2020 - 1,000,000 (1,000,000) 3,181,982 6,000,000 (2,818,018) 15,000,000 11,818,018 Sewerage Treatment Plant - 2,000,000 (2,000,000) - 2,112,000 (2,112,000) 2,812,000 2,812,000 Drought Communities Programme - - - 262,500 200,000 62,500 525,000 262,500 Spa & River Walk - 250,000 (250,000) - 250,000 (250,000) 1,250,000 1,250,000 YOOTEP - Stage Funding ------70,000 70,000 W4QLD - COVID - - - 550,000 570,000 (20,000) 1,100,000 550,000 Driver Reviver - VMS - - - - 20,000 (20,000) 20,000 20,000 Bolonne Rest Area - TTC ------169,212 169,212 BRP - Deep Creek Bridge - - - 156,000 390,000 (234,000) 390,000 234,000 W4QLD 3 - - - 472,000 531,000 (59,000) 590,000 118,000 Unbudgeted 17,103 - 17,103 223,688 - 223,688 - (223,688) TOTAL Revenue 732,356 3,583,333 (2,850,977) 6,172,001 13,861,623 (7,689,622) 30,921,159 24,749,158 2.2 Capital Expenditure Analysis – November 2020
Council YTD Remaining Responsible Revenue Capital Projects Summary Total Budget Funded Expenditures Budget Officer Expires Council Buildings - CCEC - Construction of New Council Office 1,261,164 6,051,111 2,595,940 3,455,171 DoI 30-Jun-21 Road Construction - TIDS 975,000.00 1,950,000 - 1,950,000 DoI 30-Jun-21 Roads to Recovery - 1,000,000 55,643 944,357 DoI 30-Jun-21 Flood Damage - 2019 Event - 2,230,000 249,402 1,980,598 DoI 30-Jun-22 Flood Damage - REPA Feb 2020 - 15,000,000 1,259,249 13,740,751 DoI 30-Jun-23 Sewerage Treatment Plant - 2,812,000 1,425,684 1,386,316 CFO 23-Dec-20 Drought Communities Programme - 525,000 91,980 433,020 Various 31-Dec-20 Spa & River Walk - 1,250,000 60,604 1,189,396 DCSE/MT 18-Feb-23 YOOTEP - Stage Funding - 70,000 - 70,000 DCSE 11-Oct-21 COVID W4Q - 1,100,000 242,460 857,540 Various 31-Oct-21 Driver Reviver - VMS - 20,000 - 20,000 DCSE/MT 30-Aug-20 Balonne Rest Area - TTC 169,213.00 338,425 - 338,425 DoI TBA BRP - Deep Creek Bridge - 390,000 171,667 218,333 DoI 31-Oct-20 W4QLD 3 - 590,000 626,156 (36,156) Various 30-Jun-21
TOTAL 2,405,377 33,326,536 6,778,786 26,547,750
Page 39 of 168 General Council Meeting Notice & Agenda 15 December 2020 YTD Remaining Responsible Plant Replacement Budget 2020/21 Total Budget Expenditures Budget Officer John Deere Tractor 100,000 - 100,000 DoI VW Crew cab Small plumber vehicle 90,000 - 90,000 DoI Utilities for Outdoor Crews x 2 100,000 - 100,000 DoI Miscellaneous Minor Plant 30,000 - 30,000 DoI Trailer for Posi-Trak 55,000 - 55,000 DoI Upgrade for Jet Patcher 50,000 - 50,000 DoI Hino - FS Series - Rigid Tip Truck - Diesel (2003) - replace with prime mover 285,000 - 285,000 DoI Neil Mansell - Triaxle - Dog Trailer (2000) - replace with triaxle water tank semi trail 90,000 - 90,000 DoI Ford Hearse sale (5,000) - (5,000) DoI Ford Hearse sale (20,000) - (20,000) DoI Additional Capital Purchases - - Air-Conditioner Workshop 35,000 - 35,000 DoI Backup Bore Pumps 60,000 - 60,000 DoI - - 19/20 FY Plant Carried Forward 710,000 677,666 32,334 - - Total 1,580,000 677,666 902,334
Sub Funding Details
YTD Remaining Responsible Paroo Drought Projects - Revenue expires 31-Dec-20 Total Budget Expenditures Budget Officer
Cunnamulla Airport 50,000 - 50,000 DoI Cunnamulla Fella Centre 80,000 - 80,000 DCSE/MT Cunnamulla Visitor Centre 80,000 41,980 38,020 DCSE/MT Eulo Beautification 40,000 - 40,000 DoI/MT Noorama Race Course 50,000 50,000 - DoI/MT Upgrade to Cunnamulla Shire Hall Courtyard 100,000 - 100,000 DoI Wyandra Exclusion Fence 100,000 - 100,000 DCSE/MT Yowah SES 25,000 - 25,000 DCSE/MT
TOTAL 525,000 91,980 433,020
YTD Remaining Responsible COVID Works for Queensland Projects - Revenue Expires 31-Oct-21 Total Budget Expenditures Budget Officer
Cunnamulla Racecourse Building 200,000 - 200,000 DoI Stage 2 Cunnamulla Water Meter Installation 450,000 214,921 235,079 CFO Cunnamulla Swimming Pool Upgrades 250,000 5,214 244,786 DoI Cunnamulla Cemetery Toilets 50,000 - 50,000 DoI Council Pound/Dog Kennel Upgrade 50,000 1,325 48,675 DCSE Warrego River Lookout Upgrade 25,000 21,000 4,000 DCSE/MT Council Town Hall - Upgrade Toilets and Kitchen/Servery Areas 50,000 - 50,000 CFO SFSC Building Repair 25,000 - 25,000 CFO/DoI
1,100,000 242,460 857,540
The above Capital Expenditure is at 30 November 2020.
Page 40 of 168 General Council Meeting Notice & Agenda 15 December 2020 3.1 Cash and Investments The Bank Balance is projected to remain at $9.8m as at 31 December 2020. R2R cash payment was received in November for $912,832. QRA payment and their approval process have slowed and this was raised in QRA’s November visit. This is now being escalated within QRA and Daniel Piat will be onsite on the 9-Dec-20. The split between Tied and Untied Cash is detailed below.
Available Funds: Balance
Investment and Cash at Bank and cash on hand as at 30 November 2020 9,808,073
Untied Cash 6,987,651 Restrictions: Tied cash held for capital projects and identified reserves 2,820,422
Balances may vary - final EOY reserves are being audited Budget Reserves Cash paid Progress Opening Balance 1 Transfer To/From Reserves Balance against funds Payments July 2018 2018/19 1/07/2019 held Received Balance General Reserve $ 362,189 41,141 403,330 - 403,330 Storm Water Reserve $ 9,775 9,775 - 9,775 Plant Reserve $ 167,424 167,424 167,424 Carry Over Projects 2015/16 $ 28,640 - 28,640 - - Carry Over Projects 2016/17 $ 12,501 - 12,501 - 0 - 0 Community Housing $ 113,324 113,324 113,324 Budget Approved Reserve Transfer 19/20 $ 0 3,646,324 3,646,324 13,858,773 12,324,019 2,111,570 Community Grant (TRAIC) $ - 72,600 72,600 57,600 15,000 $ - - -
$ 693,853 $ 3,718,924 4,412,776 13,916,373 12,324,019 2,820,422 3.2 Rates and Charges as at November 2020 Actuals v Prior Year Comparison
OUTSTANDING RATES $3,000,000
$2,500,000
$2,000,000
$1,500,000
$1,000,000
$500,000
$0 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20
Actuals Prior Year
Page 41 of 168 General Council Meeting Notice & Agenda 15 December 2020 Rates Outstanding November 2020
Comparison November 20 Summary of Rates in Arreas (General & Services) Balance of Rates Arrears outstanding Yr on Yr Differential Rate Category: Nov-19 Oct-20 Nov-20 Variance Urban - General Rates 116,143 97,542 80,183 (35,960) Urban - Services 411,361 435,067 357,641 (53,720) Rural 242,139 226,521 159,441 (82,698) Mining Claims 3,752 11,567 10,918 7,166 Mining Leases 13,347 18,370 17,335 3,988 786,742 789,067 625,518 (161,224)
Rates in Arrears as a % of Billing Nov 20 2019-20 November 20 % in Differential Rate Category: Billed Arrears Arrears Urban - General Rates 403,518 80,183 12.82% Urban - Services 1,799,811 357,641 57.18% Rural 1,970,451 159,441 25.49% Mining Claims 10,352 10,918 1.75% Mining Leases 39,911 17,335 2.77% 4,224,042 625,518
Rates Billed & Carried Forward as at November 2020
Current Rates Outstanding Nov 20
Balance brought forward (including interest) - Arrears 1,221,767
General Rates, municipal and garbage charges 2,170,084
State Government Emergency Management Levy/Env Levy
Rural Fire Service Levy
Dingo Barrier State
Supplementary Assessments (Inc. Excess Water Charges) 82,582
Interest 65,549
Less Pensioner Rebates (15,906)
To be collected 3,524,076
Collected (2,820,875)
Discount Allowed (70,284)
Write Offs (7,399)
Percentage collected to date -80.05%
Actual Balance outstanding at 30 November 2020 625,518
Forecast balance outstanding at 30 November 2020 500,000
Page 42 of 168 General Council Meeting Notice & Agenda 15 December 2020 3.3 Sundry Debtors
Debtor profile as at 30 November 2020
Summary of Outstanding Debtors as at 31 October 2020 Category: October 20 Current $139,086 >30 days $182,710 >60 days $265,735 >90 days $15,975 Total $603,506
Debtor aging as at 30 November 2020
OUTSTANDING SUNDRY DEBTORS >90 days $1,000,000.00 >60 days
$900,000.00 >30 days
Current $800,000.00
$700,000.00
$600,000.00
$500,000.00
$400,000.00
$300,000.00
$200,000.00
$100,000.00
$0.00 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 -$100,000.00
Page 43 of 168 General Council Meeting Notice & Agenda 15 December 2020 Debtor analysis by major debtor as at 30 November 2020
Funeral, $2,125 Long Service Leave, Fuel, $4,719 $11,168
Main Roads, $258,671
Premier & Cabinet - Border Cost, $268,033
Baiting Program, $21,927 Council Rent , $1,355 Private Works/Gen Pest & Weed - SQ Sales, $8,008 Landscapes, $27,500
(Border Costs have been invoiced)
3.4 Borrowings Outstanding balances of loans for the period ending 30 November 2020 are as follows:-
Interest Rate QTC Book Maturity (inc Loan Description Value Amount Date Adminstration) Depot Extension 2012 $278,363 15/12/2031 5.7660% Depot Building 06/07 $236,388 15/12/2024 7.0770% Depot Building 05/06 $357,414 15/06/2026 7.2980% Eulo Water $178,707 15/06/2026 7.2980% SCAP Water (Cunnamulla) $151,828 15/06/2025 7.1670% Museum/Art Gallery $113,871 15/06/2025 7.1670% Total $1,316,572
The next repayment of $69,749 will fall due on the 15 December 2020. QTC loans are paid once per quarter and the last payment was made on 15 September 2020.
NAB leasing options are detailed below.
Finance Type Amt Balloon Balloon (RV) Rate Monthly (RV) % payment. $ Hire Purchase $900,000 $135,000 15% 2.85% $33,282.30 Finance Lease $900,000 $450,000 55% 2.92% $16,906.87
Page 44 of 168 General Council Meeting Notice & Agenda 15 December 2020 Nov-20 Statement of Financial Position $
Assets
Current assets Cash and cash equivalents 9,808,073 Trade and other receivables 1,656,296 Inventories 754,794 Other current assets 51,514 Total current assets 12,270,676
Non-current assets Property, plant & equipment 229,164,699 Capital Works in Progress 17,627,466 Other non-current assets 321,529 Total non-current assets 247,113,694
Total assets 259,384,370
Liabilities
Current liabilities Trade and other payables 612,869 Borrowings 142,174 Provisions 914,459 Total current liabilities 1,669,502
Non-current liabilities Borrowings 1,172,860 Provisions 422,886 Total non-current liabilities 1,595,746
Total liabilities 3,265,248
Net community assets 256,119,122
Community equity
Asset revaluation surplus 119,295,372 Retained surplus 132,410,973 Other Reserves 4,412,777
Total community equity 256,119,122
Page 45 of 168 General Council Meeting Notice & Agenda 15 December 2020 Appendix A
Detailed Financial Performance
Paroo Shire Council for the Month Ending 30-Nov-20 Update Formula Remaining Act/Bud Total 20-21 Whole of Council Month Actual Month Budget Act/Bud Variance YTD Actual YTD Budget Budget 20-21 Variance Budget Nov-20 Nov-20 FY
Council Operations 689,346 652,760 36,585 5,473,411 5,254,175 219,236 11,879,090 6,405,679 Enterprises 26,745 48,411 (21,666) 145,980 164,129 (18,150) 312,259 166,279 Tied Grants - Operations 409,298 280,336 128,962 1,078,661 666,688 411,973 1,497,743 419,082 Tied Grants - Capital 732,356 3,583,333 (2,850,977) 6,172,001 13,861,623 (7,689,622) 30,921,159 24,749,158 Untied Grants 685,435 934,518 (249,082) 1,370,871 1,869,035 (498,165) 6,681,038 5,310,168
TOTAL Revenue 2,543,180 5,499,358 (2,956,178) 14,240,923 21,815,650 (7,574,727) 51,291,288 37,050,366
Council Operations (993,108) (1,190,211) 197,103 (5,551,195) (6,033,089) 481,894 (14,028,084) (8,476,888) Enterprises (84,356) (108,880) 24,525 (326,402) (480,676) 154,273 (1,083,062) (756,660) Tied Grants - Operations (122,190) (127,594) 5,404 (536,340) (705,602) 169,262 (1,715,474) (1,179,134) Tied Grants - Capital ------Untied Grants ------
TOTAL EXPENDITURE (1,199,654) (1,426,685) 227,031 (6,413,938) (7,219,367) 805,429 (16,826,619) (10,412,682)
Council Operations (303,762) (537,451) 233,688 (77,784) (778,914) 701,130 (2,148,994) (2,071,209) Enterprises (57,611) (60,469) 2,859 (180,423) (316,546) 136,124 (770,803) (590,380) Tied Grants - Operations 287,108 152,742 134,366 542,321 (38,915) 581,235 (217,731) (760,051) Tied Grants - Capital 732,356 3,583,333 (2,850,977) 6,172,001 13,861,623 (7,689,622) 30,921,159 24,749,158 Untied Grants 685,435 934,518 (249,082) 1,370,871 1,869,035 (498,165) 6,681,038 5,310,168
SURPLUS/(DEFICIT) LESS Depn 1,343,526 4,072,673 (2,729,147) 7,826,985 14,596,283 (6,769,298) 34,464,669 26,637,684 Depreciation (333,405) (329,282) (4,123) (1,667,025) (987,847) (679,178) (3,951,389) (2,284,364)
SURPLUS/(DEFICIT) 1,010,121 3,743,391 519,564 6,159,960 13,608,436 (7,448,476) 30,513,280 36,673,239
Month to Date Council reported a surplus for the month of $1,343,526 prior to depreciation expense. This resulted from a surplus in Council Tied Grants Operational & Capital of $1,019,464 and Council Untied Grants $685,435. However there was a deficit in Council Operations of ($303,762).
Overall this is a negative variance against budget of ($2,729,147) due to timing differences in budgeted revenue and actual revenue being received.
Income items over $100,000 for the period included: • Financial Assistance Grant (FAGS) – DLGRMA: $685,435; • Roads to Recovery - DITRDC Grant: $912,832;
Year to Date Council reported a YTD surplus before depreciation of $7,826,985 as at 30 November 2020. This is a negative variance against budget of (6,769,298) and is due to timing issues in receiving Tied Capital funding. Council operations are currently performing ahead of budget by $219,236.
Page 46 of 168 General Council Meeting Notice & Agenda 15 December 2020
Revenue - Operations
Month Month Remaining Act/Bud Act/Bud Total 20-21 Summary of Operations Actual Nov- Budget Nov- YTD Actual YTD Budget Budget 20- Variance Variance Budget 20 20 21 FY
Executive ------Councillors ------Governance - - - 35,492 - 35,492 - (35,492) Human Resources ------Information Technology ------Economic Development - 1,250 (1,250) - 3,750 (3,750) 10,000 10,000 Finance 36,785 57,226 (20,442) 1,325,243 1,239,562 85,681 2,613,581 1,288,338 Assets Administration ------134,750 134,750 Staff Resources 244,870 143,934 100,936 874,922 869,627 5,295 2,093,717 1,218,795 Stores 13,290 11,361 1,929 43,854 62,382 (18,528) 147,486 103,633 Community Services ------Cemeteries 2,056 10,000 (7,944) 43,202 50,000 (6,798) 120,000 76,798 Celebrations & Functions Operations ------Community Housing HPW 7,926 7,385 541 31,056 32,116 (1,061) 72,693 41,637 Public Order & Safety 1,960 1,042 918 19,028 5,208 13,819 12,500 (6,528) Stock Routes & Rural Lands - 833 (833) - 4,167 (4,167) 10,000 10,000 Pest & Weed Control 46,299 26,000 20,299 88,292 64,300 23,992 128,600 40,308 Waste Management (1,049) - (1,049) 183,550 187,013 (3,463) 372,551 189,002 Environmental Health 109 420 (311) 51,697 48,782 2,916 97,641 45,944 Eng, Plan & Env - Administration - - - 3 - 3 - (3) Workplace Health & Safety ------TV Translators ------Council Buildings 8,286 11,166 (2,881) 40,838 55,832 (14,994) 133,996 93,158 Halls & Recreation Facilities 819 1,667 (848) 5,065 8,333 (3,269) 20,000 14,935 Parks & Gardens ------Depot ------Plant Operations 241,531 180,368 61,163 1,181,725 1,056,145 125,579 2,475,272 1,293,547 Levee Banks ------Town Street Maintenance ------Storm Water - - - 18,691 18,538 153 36,972 18,281 Road Maintenance - - - 22,000 - 22,000 - (22,000) Road Construction ------RMPC - State Roads 78,170 177,083 (98,913) 879,429 885,417 (5,987) 2,125,000 1,245,571 Water (805) - (805) 371,790 387,649 (15,860) 753,104 381,314 Sewerage 9,098 23,024 (13,925) 250,552 275,353 (24,802) 521,227 270,675 COVID 19 Disaster Management ------Flood Damage Feb-20 - Emergent Works - - - 6,984 - 6,984 - (6,984) TOTAL Revenue 689,346 652,760 36,585 5,473,411 5,254,175 219,236 11,879,090 6,405,679
Page 47 of 168 General Council Meeting Notice & Agenda 15 December 2020
Expenditure – Operations
Month Month Remaining Act/Bud Act/Bud Total 20-21 Summary of Operations Actual Nov- Budget Nov- YTD Actual YTD Budget Budget 20- Variance Variance Budget 20 20 21 FY Executive (48,231) (39,992) (8,238) (303,238) (333,248) 30,010 (630,096) (326,858) Councillors (3,228) (21,206) 17,978 (76,552) (115,656) 39,105 (267,828) (191,276) Governance (59,521) (36,259) (23,262) (246,108) (197,710) (48,398) (510,984) (264,876) Human Resources (17,054) (22,528) 5,473 (106,748) (113,027) 6,279 (273,675) (166,927) Information Technology (25,030) (27,500) 2,470 (92,751) (137,500) 44,749 (330,000) (237,249) Economic Development (7,883) (25,020) 17,137 (54,736) (81,746) 27,009 (158,571) (103,834) Finance (42,073) (88,082) 46,009 (245,430) (418,667) 173,237 (1,126,855) (881,424) Assets Administration (31,281) (23,131) (8,150) (93,179) (169,938) 76,759 (415,318) (322,139) Staff Resources (163,535) (149,993) (13,542) (875,910) (877,775) 1,865 (2,146,272) (1,270,362) Stores (12,993) (16,361) 3,368 (55,200) (67,382) 12,182 (157,486) (102,287) Community Services (9,864) (3,083) (6,781) (47,387) (16,665) (30,722) (41,995) 5,392 Cemeteries (10,455) (8,907) (1,548) (44,516) (47,033) 2,517 (109,380) (64,864) Celebrations & Functions Operations 1,570 (1,500) 3,070 661 (1,500) 2,161 (20,000) (20,661) Community Housing HPW (4,270) (2,765) (1,505) (39,625) (23,160) (16,466) (55,495) (15,870) Public Order & Safety (18,268) (11,486) (6,782) (74,919) (62,757) (12,162) (148,486) (73,567) Stock Routes & Rural Lands (12,419) (9,230) (3,188) (51,704) (49,100) (2,604) (116,662) (64,957) Pest & Weed Control (64,380) (91,750) 27,370 (70,272) (184,350) 114,078 (376,200) (305,928) Waste Management (48,855) (33,858) (14,997) (334,965) (124,123) (210,841) (246,444) 88,521 Environmental Health (5,457) - (5,457) (6,177) (3,750) (2,427) (31,839) (25,663) Eng, Plan & Env - Administration (28,231) (23,164) (5,067) (160,442) (126,536) (33,906) (299,400) (138,958) Workplace Health & Safety (10,997) (20,028) 9,032 (65,308) (79,206) 13,898 (166,168) (100,860) TV Translators (810) (500) (310) (3,710) (14,933) 11,223 (24,598) (20,888) Council Buildings (42,911) (30,741) (12,169) (368,985) (396,962) 27,976 (739,285) (370,300) Halls & Recreation Facilities - (1,250) 1,250 (3,495) (6,250) 2,755 (15,000) (11,505) Parks & Gardens (40,592) (21,019) (19,574) (159,729) (130,513) (29,216) (326,090) (166,361) Depot (2,264) (2,000) (264) (17,188) (19,052) 1,863 (54,207) (37,018) Plant Operations (121,473) (117,968) (3,505) (597,906) (696,132) 98,226 (1,579,416) (981,510) Levee Banks (161) (1,150) 989 (1,462) (5,750) 4,288 (13,800) (12,338) Town Street Maintenance (44,891) (38,000) (6,891) (213,977) (190,000) (23,977) (438,000) (224,023) Storm Water - - - - (9,243) 9,243 (36,972) (36,972) Road Maintenance (33,433) (75,000) 41,567 (116,134) (245,000) 128,866 (600,000) (483,866) Road Construction ------RMPC - State Roads (48,244) (160,544) 112,300 (758,546) (802,719) 44,173 (1,926,525) (1,167,979) Water (17,975) (63,981) 46,007 (89,676) (176,478) 86,801 (393,194) (303,518) Sewerage (4,814) (22,216) 17,402 (91,736) (109,230) 17,494 (251,842) (160,106) COVID 19 Disaster Management (13,087) - (13,087) (74,522) - (74,522) - 74,522 Flood Damage Feb-20 - Emergent Works - - - (9,622) - (9,622) - 9,622 TOTAL EXPENDITURE (993,108) (1,190,211) 197,103 (5,551,195) (6,033,089) 481,894 (14,028,084) (8,476,888)
Page 48 of 168 General Council Meeting Notice & Agenda 15 December 2020
Net Position – Operations
Month Month Remaining Act/Bud Act/Bud Total 20-21 Summary of Operations Actual Nov- Budget Nov- YTD Actual YTD Budget Budget 20- Variance Variance Budget 20 20 21 FY Executive (48,231) (39,992) (8,238) (303,238) (333,248) 30,010 (630,096) (326,858) Councillors (3,228) (21,206) 17,978 (76,552) (115,656) 39,105 (267,828) (191,276) Governance (59,521) (36,259) (23,262) (210,616) (197,710) (12,906) (510,984) (300,368) Human Resources (17,054) (22,528) 5,473 (106,748) (113,027) 6,279 (273,675) (166,927) Information Technology (25,030) (27,500) 2,470 (92,751) (137,500) 44,749 (330,000) (237,249) Economic Development (7,883) (23,770) 15,887 (54,736) (77,996) 23,259 (148,571) (93,834) Finance (5,288) (30,856) 25,568 1,079,813 820,895 258,918 1,486,726 406,913 Assets Administration (31,281) (23,131) (8,150) (93,179) (169,938) 76,759 (280,568) (187,389) Staff Resources 81,335 (6,058) 87,393 (987) (8,147) 7,160 (52,555) (51,568) Stores 298 (5,000) 5,298 (11,346) (5,000) (6,346) (10,000) 1,346 Community Services (9,864) (3,083) (6,781) (47,387) (16,665) (30,722) (41,995) 5,392 Cemeteries (8,398) 1,093 (9,492) (1,315) 2,967 (4,281) 10,620 11,935 Celebrations & Functions Operations 1,570 (1,500) 3,070 661 (1,500) 2,161 (20,000) (20,661) Community Housing HPW 3,656 4,620 (964) (8,570) 8,957 (17,526) 17,197 25,767 Public Order & Safety (16,308) (10,444) (5,864) (55,891) (57,548) 1,657 (135,986) (80,094) Stock Routes & Rural Lands (12,419) (8,397) (4,022) (51,704) (44,934) (6,771) (106,662) (54,957) Pest & Weed Control (18,080) (65,750) 47, 670 18,020 (120,050) 138,070 (247,600) (265,620) Waste Management (49,904) (33,858) (16,047) (151,415) 62,889 (214,304) 126,108 277,523 Environmental Health (5,348) 420 (5,768) 45,521 45,032 489 65,802 20,281 Eng, Plan & Env - Administration (28,231) (23,164) (5,067) (160,439) (126,536) (33,904) (299,400) (138,961) Workplace Health & Safety (10,997) (20,028) 9,032 (65,308) (79,206) 13,898 (166,168) (100,860) TV Translators (810) (500) (310) (3,710) (14,933) 11,223 (24,598) (20,888) Council Buildings (34,625) (19,575) (15,050) (328,147) (341,130) 12,983 (605,289) (277,142) Halls & Recreation Facilities 819 417 402 1,569 2,083 (514) 5,000 3,431 Parks & Gardens (40,592) (21,019) (19,574) (159,729) (130,513) (29,216) (326,090) (166,361) Depot (2,264) (2,000) (264) (17,188) (19,052) 1,863 (54,207) (37,018) Plant Operations 120,059 62,400 57,658 583,819 360,014 223,805 895,856 312,037 Levee Banks (161) (1,150) 989 (1,462) (5,750) 4,288 (13,800) (12,338) Town Street Maintenance (44,891) (38,000) (6,891) (213,977) (190,000) (23,977) (438,000) (224,023) Storm Water - - - 18,691 9,295 9,396 - (18,691) Road Maintenance (33,433) (75,000) 41,567 (94,134) (245,000) 150,866 (600,000) (505,866) Road Construction ------RMPC - State Roads 29,926 16,540 13,386 120,884 82,698 38,186 198,475 77,591 Water (18,780) (63,981) 45,202 282,113 211,172 70,942 359,909 77,796 Sewerage 4,284 807 3,477 158,815 166,123 (7,308) 269,385 110,569 COVID 19 Disaster Management (13,087) - (13,087) (74,522) - (74,522) - 74,522 Flood Damage Feb-20 - Emergent Works - - - (2,638) - (2,638) - 2,638 SURPLUS/(DEFICIT) (303,762) (537,451) 233,688 (77,784) (778,914) 701,130 (2,148,994) (2,071,209)
Month to Date Council Operations reported a deficit for the month of ($303,762) which is a positive variance against a budgeted deficit of ($537,451). Council Operations expenditure came in under budget by $197,103. The major contributors to this were Finance $46,009, RMPC $112,300 & Water $46,007.
Year to Date Council Operations reported a YTD deficit of ($77,784), against a budgeted deficit of ($778,914) this is a positive variance against budget of $701,130.
Due to the current focus being on the flood damaged roads we see that road maintenance is now $150,866 ahead of budget and plant operations are $233,805 ahead of budget. Pest & Weed Control is ahead of budget by $138,070, this is due to a combination of $25,000 being invoiced for collaborative pest control for the Currawinya project and no expenses to date for the pest & weed precepts.
Page 49 of 168 General Council Meeting Notice & Agenda 15 December 2020 Month Month Remaining Act/Bud Act/Bud Total 20-21 Summary of Enterprise Actual Nov- Budget Nov- YTD Actual YTD Budget Budget 20-21 Variance Variance Budget 20 20 FY
Tourism 4,558 7,877 (3,319) 61,525 44,193 17,332 86,105 24,579 Swimming Pool 4,795 2,191 2,604 11,735 6,917 4,818 20,238 8,503 Airport 10,011 34,317 (24,307) 40,912 101,035 (60,123) 181,703 140,791 Private Works 7,382 4,026 3,356 31,806 11,984 19,823 24,213 (7,594)
TOTAL Revenue 26,745 48,411 (21,666) 145,980 164,129 (18,150) 312,259 166,279
Tourism (55,427) (39,954) (15,473) (197,015) (246,384) 49,369 (533,749) (336,734) Swimming Pool (18,742) (22,969) 4,227 (42,184) (71,402) 29,218 (176,065) (133,881) Airport (9,421) (42,334) 32,913 (59,565) (152,105) 92,539 (351,457) (291,892) Private Works (766) (3,623) 2,858 (27,638) (10,785) (16,853) (21,791) 5,847
TOTAL EXPENDITURE (84,356) (108,880) 24,525 (326,402) (480,676) 154,273 (1,083,062) (756,660)
Tourism (50,869) (32,076) (18,792) (135,489) (202,191) 66,701 (447,644) (312,155) Swimming Pool (13,947) (20,778) 6,831 (30,448) (64,485) 34,036 (155,827) (125,378) Airport 589 (8,017) 8,607 (18,653) (51,070) 32,417 (169,754) (151,101) Private Works 6,616 403 6,213 4,168 1,198 2,970 2,421 (1,747)
SURPLUS/(DEFICIT) (57,611) (60,469) 2,859 (180,423) (316,546) 136,124 (770,803) (590,380)
Month to Date Council Enterprises reported a month to date deficit of ($57,611) against a budgeted deficit of (60,469), this is a positive variance against budget of $2,859.
Tourism has reported a month to deficit of ($50,869). This is due to slightly higher stock purchases, wages for the month & the annual subscriptions/registrations to LGA membership OQTA & TILMA Group – Strategic Event Development. The swimming pool has report a deficit of ($13,947) for the month and can be attributed to a drop in revenue from Oct-20 and increased wages & consumables.
The increase in wages can be explained as a portion of the oncosts for stores & payroll relating to period 202109 were posted into Nov-20 although they relate to Oct-20.
The airport & private works have both reported a surplus for the month.
Year to Date Council Enterprises recorded a positive variance against budget of $136,124. Tourism, the swimming pool and private works are all ahead of budget in revenue. Tourism & the swimming pool are also under budget in expenditure as is the airport.
Page 50 of 168 General Council Meeting Notice & Agenda 15 December 2020 Month Month Remaining Act/Bud Act/Bud Total 20-21 Summary of Tied Grants - Operations Actual Nov- Budget Nov- YTD Actual YTD Budget Budget 20- Variance Variance Budget 20 20 21 FY Governance - Regional Partnership Project - - - - 50,000 (50,000) 50,000 50,000 Library 2,549 - 2,549 4,128 23,212 (19,085) 30,169 26,042 Celebrations & Functions Funded - - - 1,000 - 1,000 7,650 6,650 Community Development - 30,434 (30,434) 31,158 60,869 (29,711) 121,738 90,580 Youth Program 30,221 - 30,221 62,909 30,259 32,650 121,034 58,125 ICSRO - 16,569 (16,569) 39,751 33,137 6,614 66,274 26,523 RADF - 40,000 (40,000) 5,687 40,000 (34,313) 40,000 34,313 Community Services Funded Programs 24,400 - 24,400 24,400 41,638 (17,238) 41,638 17,238 Drought Communities Programme - - - 237,500 150,000 87,500 475,000 237,500 Waste Management - Illegal Dumping of Tyre 97,869 - 97,869 97,869 36,480 61,389 36,480 (61,389) W4QLD - COVID - 40,000 (40,000) 20,000 40,000 (20,000) 40,000 20,000 Get Ready QLD - QRA - - - - 7,760 (7,760) 7,760 7,760 Roads to Recovery 254,260 153,333 100,926 254,260 153,333 100,926 460,000 205,740 Unbudgeted - - - 300,000 - 300,000 - (300,000) TOTAL Revenue 409,298 280,336 128,962 1,078,661 666,688 411,973 1,497,743 419,082 Governance - Regional Partnership Project - - - - (50,000) 50,000 (50,000) (50,000) Library (18,550) (13,642) (4,908) (111,858) (98,547) (13,311) (232,900) (121,042) Celebrations & Functions Funded ------(7,650) (7,650) Community Development (9,436) (8,708) (728) (30,619) (49,600) 18,981 (121,738) (91,119) Youth Program (10,784) (8,676) (2,107) (43,089) (49,236) 6,147 (121,034) (77,945) ICSRO (4,609) (4,417) (193) (19,194) (23,902) 4,708 (66,274) (47,080) RADF (3,000) (167) (2,833) (8,434) (14,833) 6,399 (55,000) (46,566) Community Services Funded Programs - (167) 167 (8,000) (32,971) 24,971 (41,638) (33,638) Drought Communities Programme (46,997) (50,000) 3,003 (184,095) (175,000) (9,095) (475,000) (290,905) Waste Management - Illegal Dumping of Tyre - - - (21,357) (36,480) 15,123 (36,480) (15,123) W4QLD - COVID ------(40,000) (40,000) Get Ready QLD - QRA - - - - (7,760) 7,760 (7,760) (7,760) Roads to Recovery (28,815) (41,818) 13,003 (109,695) (167,273) 57,578 (460,000) (350,305) Unbudgeted ------TOTAL EXPENDITURE (122,190) (127,594) 5,404 (536,340) (705,602) 169,262 (1,715,474) (1,179,134) Governance - Regional Partnership Project ------Library (16,001) (13,642) (2,359) (107,730) (75,335) (32,396) (202,731) (95,000) Celebrations & Functions Funded - - - 1,000 - 1,000 - (1,000) Community Development (9,436) 21,727 (31,162) 539 11,269 (10,730) (0) (539) Youth Program 19,437 (8,676) 28,114 19,820 (18,978) 38,798 0 (19,820) ICSRO (4,609) 12,152 (16,761) 20,557 9,235 11,322 - (20,557) RADF (3,000) 39,833 (42,833) (2,747) 25,167 (27,914) (15,000) (12,253) Community Services Funded Programs 24,400 (167) 24,567 16,400 8,667 7,733 (0) (16,400) Drought Communities Programme (46,997) (50,000) 3,003 53,405 (25,000) 78,405 - (53,405) Waste Management - Illegal Dumping of Tyre 97,869 - 97,869 76,512 - 76,512 - (76,512) W4QLD - COVID - 40,000 (40,000) 20,000 40,000 (20,000) - (20,000) Get Ready QLD - QRA ------Roads to Recovery 225,444 111,515 113,929 144,565 (13,939) 158,504 - (144,565) Unbudgeted - - 300,000 - 300,000 - (300,000) SURPLUS/(DEFICIT) 287,108 152,742 134,366 542,321 (38,915) 581,235 (217,731) (760,051)
Month to Date Tied Operational Grants reported a surplus for the month of $287,108 against a budgeted surplus of $152,742 which is a positive variance of $134,366. This is due to revenue timing issues and funds being received from RRTAP - transport of tyres, a budget amendment will be required for this funding.
Year to Date Tied Grants reported a surplus YTD of $242,321 (less $300,000 It Connectivity Project) against a budgeted deficit of ($38,915) which is a positive variance of $281,235).
Page 51 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.4.1 Action Item Register Council Meeting: 15th December 2020 Department: Office of the Chief Executive Officer Author: Cassie White – Chief Executive Officer
Purpose The purpose of this document is to provide Council with an update on items that were previously raised in Council Meetings requesting information, action or follow up. Recommendation That Council receives and note this report as presented. Discussion The Action Item Register (Attachment A) has been updated in line with discussion at the previous month’s Council meeting and follow up by the responsible officer.
Page 52 of 168 General Council Meeting Notice & Agenda 15 December 2020
PAROO SHIRE COUNCIL - ACTION ITEMS REGISTER
Council Officer Date Raised Item Raised Status Action / Information Raised Comment Date Completed Responsible 21/08/2020 - Tenders for architect services closed. Working group reviewed and provided summary to Str Committee, Str Committee made recommendation to Council. Council request that a Business 15/09/2020 - Council appointed Cox Architecture & Plan be developed for the River RPS Landscape Architects as Project achitects. 20/11/2018 Riverwalk and Spa - Business Plan Ongoing walk and SPA Project and be DCSE 27/10/2020 - Community consultation meetings presented back to Council for completed 26&27 Oct. consideration Business plan to be presented to Council following the finalisation of the design.17/11/2020 DCSE noted that a report on this project is due this month. It was noted that the Grant Delivery is June 2022 and payments are on track with the project milestones. Still working on it, discussing with Biosecurity Qld. RLCO following it up. 30/09/2020 Funding applic made to QFPI for Training courses to be run. Accreditation of 1080 storage in 17/11/2020 Grant Application has been declined. 18/02/2020 1080 Storage Ongoing DCSE Council Depots However, other funding was received by SQ Landscapes to team up with PSC to delivery the training. 15/12/2020 Action planning meeting with SQL completed in Nov. 25/08/2020 – Android push notifications are working. Users may need to check their phone/tablet settings. Check if the app is working Apple has changed account policies for app 18/02/2020 PSC App and website Ongoing properly and update website with DCSE developers. current events 25/09/2020 - PSC has purchased a developer account to progress the development/fixing of the PSC app for iOS devices.
17/11/2020 RLO noted that the Wyandra Trough Trough is scheduled to be plumbed 17/03/2020 Wyandra Common Land Trough Ongoing Shift concrete trough from town DCSE should be complete by Christmas Break in and operational by Friday 11/12/20
Fountain is on site and needs a concrete base poured 17/03/2020 Wyandra water fountain Ongoing Install fountain DIS and pipework installed. A plumber is scheduled to do this by 18/12/20. (02/12/20) CEO is in discussions with 18/08/2020 - Past agreements have been located and Provide documents to be signed Churches of Christ to negotiate an 21/04/2020 Childcare Building Ongoing CFO & DCSE are in the process of redrafting.CEO noted that and look into lease agreement updated agreement. CEO is awaiting discussions have taken place Steve Webster/ information from Leanne Rutherford
Page 53 of 168 General Council Meeting Notice & Agenda 15 December 2020
18/08/2020 - Tony Koch to provide update to next Council Meeting re response from Dept of Education. 17/09/2020 - Community meeting held in Yowah. YOMCSI to provide PSC with outline of use and proposal to cover the Dept Ed licence expectations re 21/07/2020 Yowah State School Buildings Ongoing Renting of buildings DCSE R&M. 17/11/2020 - Council resolution delegated to CEO authority to complete the transaction upon YOMCSI providing adequate documentation (meeting minutes, etc) 15/12/2020 - Waiting on YOMSCI 25/10/20 - A response letter has been drafted to Public liability issues and the Shaun Fagan. CEO noted that an invite to Shaun has Bluff, Moolya Station - Use of the bluff as 31/08/2020 Ongoing installation of signage without DIS been extended to meet with the PSC Insurers and can a tourist destination permission from the land holder. be done via teleconference. A time and date is yet to be set. 25/10/20 - A repsonse letter has been drafted to Grid has been actioned for removal Grid requiring repair, causing Shaun Fagan. DIS noted the Grid is only for the 31/08/2020 Grid, Koomerang Developmental Road Completed DIS whilst crews are working on the issues for road users Landholders use and PSC will be proposing to remove Koomerang Rd the Grid. 15/09/2020 - finalisation of risk assessment in progress and costing of various options to be looked 15/09/2020 Apex Park Ongoing Fencing DIS at. DIS has received a response from the Assets Officer and can now finish off the risk assessment by 18/12/20..
Helipad has been moved and is now on Harlequin drive. It is opposite Trafford Hughes house block, just past Gemwood street. Besides 25/10/20 - A repsonse letter has been drafted to placing the sign up just needed to be Shaun Fagan. The Gallery noted that there is no 31/08/2020 Helipad Completed Public liability issues DIS rolled when the roller is out this way. signage stating that the Helipad has been relocated Have not put signage up yet will do and to where and the old signage has been removed. as soon as i can borrow a backhoe to dig the hole. Which should be by end of week (27 Nov) Signage has been removed from the old helipad site. New site is ready to be used
Page 54 of 168 General Council Meeting Notice & Agenda 15 December 2020
Adam Trew has researched the temperature and site distance queries and reponds as sfollows : 1. TCA responded with “We have been providing rubber manufactured products all over Australia for over 12 years. Up to today, no complaints has been made and we are not aware of any problems relating with hot Temperature and sight distance 13/10/2020 Wombat Crossings Completed DIS weather and our products.” issues. 2. I couldn’t find anything in the specifications regarding site distances. However as discussed, retaining the pedestrian refuges at the approaches to the crossing will provide the safest solution.DIS to prepare a report to the Councillor Workshop on the options of using Asphalt against Rubber, What Funding could be utilised i.e R2R or Council funds Tender documents are under review.they need to be amended before going out. DIS needsto contact other Shires for example documents. DIS has worked on 13/10/2020 Cunnamulla Refuse Tip Ongoing Caretaker Contract DIS documents and has arranged to meet with relevant staff that may have some history in this area. DIS is also waiting on response from MAranoao on what they have in place. A workshop needs to be held on GIS workshop was held on the 18.11.2020 at the Shire 13/10/2020 GIS Worskhop Completed CEO and DIS PSC GIS requirements. Hall. To provide update at Council Meeting 17th Nov 2020. 13/10/2020 Shire Hall Ongoing Cleaning Contract CFO & DCSE 24/11/2020 draft EOI/Tender documents discussed at EOI Has been released council workshop. 06/11/2020 - another community consultation meeting with 13 locals. Covered off findings re water system 13/10/2020 Eulo Streetscape Ongoing Footpath and Sprinkler System DCSE and PSC advised of priority signage. 17/11/2020 - revised quote requested for workshop. Chris Tickner has been approached The Airport Water for Emergencies to be reallocated to provide advice on way forward to a proposed Fire Hydrant in John Street, behind the movement to ensure the fire hydrant Followup with QF&R, Ricey's Airport Water for Emergencies Fire Central on Stockyard Complex. Variation of the is located in the best possible place 13/10/2020 Ongoing email to Rob Hinckfuss and Cr CEO and DIS Hydrant for John Street funding will need to be completed with expenditure of and if required with land-owner Brains input per CASA Advice the funds to be completed by 31 Dec2020. This is approval. There is a possibility of an currently sitting with Adam Trew. easement being negotiated to accommodate the hydrant Project team, Mayor & CEO met at the Courtyard to discuss further options and progress following the COX Architects have done a concept plan which was November workshop. The proposed presented at the Nov Workshop. The councillors had 13/10/2020 Shire Hall Courtyard Ongoing Sort Specs to Pave the Courtyard CFO way forward is to remove the some changes that were to be passed on to COX by asbestos from the underneath of the Chris Safonoff. courtyard toward the front and top the courtyard area with stencilcrete and fixed shade structures
Page 55 of 168 General Council Meeting Notice & Agenda 15 December 2020
To provide update at Council Meeting 17th Nov 2020 CFO noted that PSC has been in contact with the F/Up with Dept of Mines the Mining Registra and a Mining Lease has to be of 13/10/2020 Mining Leases process to take or can be taken to CFO Financial position to be able to recover any monies. 30/11/2020 recover rates from mining leases The meeting noted moving forward if Mining Leases come up for Rate Arears to send to the Mining Registrar for cancellation.
Page 56 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.4.2 Office of the Chief Executive Report Council Meeting: 15th December 2020 Department: Office of the Chief Executive Author: Cassie White - Chief Executive Officer
Purpose The purpose of this document is to provide Council with an update on activities within the Office of the Chief Executive for the month of November 2020.
Recommendation That Council receive and note this report as presented.
Discussion
1. Economic Development
1.1. Economic Development
1.1.1. Digital Connectivity (Corporate Plan Priority Areas: WC2, WC3, WC4, WC5, GMG1, GMG3) • Update on BoR / FSG project • FSG have issued the landholder agreements (including the ones to Council) and are waiting for these to be returned. • FSG’s hired planner has received consent from DNRME for the Cunnamulla and Eulo sites. • Next key checkpoint is getting the agreements and permits through so FSG can get on site and start on the fondations which will converge with the finalisation of the engineer plans. FSG are wanting to get onsite in late January/early February which will coincide with tower delivery (for both stages 1 & 2). • One possible bottleneck that FSG identified was the delivery of the radios from overseas manufacturers being delayed. These however have arrived onshore so this risk is no longer and they will be stored in St George until the Cunnamulla sites are ready for construction. • Due to the works with Council’s upgraded internet and the CCTV, the high-speed broadband service is now “switched on” for Cunnamulla residents wishing to change from their current provider. • This has already been installed at the CEO’s house on Weir Road • FSG have set up a local business/electrician to be the on seller and installer for the internet.
1.1.2. Economic Development Advisory Committee (EDAC) (Corporate Plan Priority Areas: POF1, POF5, WC2) • The meeting that was due to be held on 3 December 2020 was cancelled due to everyone bar two members and the EDO being unavailable to attend. • The EDO has sent out some information via email instead and the next meeting is scheduled for Thursday 4 February 2021. 1.1.3. Investment Attraction with SWRED (Corporate Plan Priority Areas: POF3, WC3, WC4, GMG1) • SWRED approved the recommended supplier from the EDO committee. • The EDO, Mayor and CEO had a Zoom meeting with the supplier on 30 November to discuss general background, goals, and expectations.
Page 57 of 168 General Council Meeting Notice & Agenda 15 December 2020
• The supplier is meeting with Council and ELT prior to the December Council meeting commences on 15 December. • They are then going to come back out around February 2021 for a longer visit in the region and meet with more groups/people for consultation. 1.2. Digital / Media
1.2.1. Facebook (Corporate Plan Priority Areas: POF5, TD1) • At the time of writing this report, the best performing post (based on reach) in November was for the glamour photoshoot which was posted at 9.02am on 18/11/20. • November 2020 Key Facebook Statistics:
Paroo Shire Council Best performing FB Page’s Posts post (based on reach)
Total impressions (i.e number of times the post 50,687 3,258 was displayed to a user):
Reach: (i.e number of unique users to whom each 836 of your posts were displayed during the post's (average across all 2,470 lifetime.): posts)
Engagement Rate: (i.e number of times that 8.2% users engaged with your post as a percentage of 11.2% impressions. This indicates how engaged people (average across all are with your content): posts) Number of reactions/comments/shares: 1,231 102 Post link clicks: 218 N/A
Other post clicks: (i.e number of times during your posts’s lifetime that users clicked anywhere in your post without opening a web link, reacting to, commenting on, or 2,705 264 sharing your post. This includes clicks to play a video and view a photo): • Total posts uploaded: 52 • New page likes: 26 • Page unlikes: 6
1.2.2. Media (Corporate Plan Priority Areas: POF5, TD1) • Below media releases have been sent out: • 11 November - End of an era for Churches of Christ and Yapunyah Lodge, but the start for Queensland Health • 18 November - Mayor Beresford’s November Council meeting wrap-up • 30 November – Grant received to restore heritage-listed Cunnamulla war memorial fountain 1.2.3. Google My Business Listing (Corporate Plan Priority Areas: POF5, TD1) • Over the past month (via the Google My Business listing) there has been: o Total views 4,129 . Views on Search: 329 . Views on Maps: 3,800
Page 58 of 168 General Council Meeting Notice & Agenda 15 December 2020
o Customer Actions . Visits to website: 17 . Request for directions: 5 . Phone calls: 21
1.3. Marketing
1.3.1. Australia Day Awards Nominations (Corporate Plan Priority Areas: POF5, WC1, WC5) • Proofread supplied documents and amended accordingly. • Designed a poster and flyer • Designed and organised a printed newspaper advert • Updated the website with 2021 nomination information, but still keeping the 2020 winners on the webpage. • Also listed as a News Article so it appeared on the home page • Scheduled multiple Facebook posts which included designing custom graphics for the post images. • When nominations were extended, amended all Facebook posts, scheduled more Facebook posts and amended the website. 1.3.2. Community Donation Package (Corporate Plan Priority Areas: POF5, WC1, WC4, WC5) • Proofread supplied documents and amended accordingly. • Designed a poster • Designed and organised a printed newspaper advert • Updated the website with relevant information. • Scheduled multiple Facebook posts which included designing custom graphics for the post images. 1.3.3. RADF – Round 1 (Corporate Plan Priority Areas: POF5, WC1, WC4, WC5) • Proofread supplied documents and amended accordingly. • Designed and organised a printed newspaper advert • Updated the website with relevant information. • Also listed as a News Article so it appeared on the home page • Scheduled multiple Facebook posts which included designing a custom graphic
Page 59 of 168 General Council Meeting Notice & Agenda 15 December 2020
1.3.4. 2021 Council Meeting dates publication (Corporate Plan Priority Areas: POF5, WC5) • In anticipating for after the December Council meeting where meeting dates will be finalised, the EDO has: • Booked and designed a newspaper advert • Drafted Facebook post • Drafted website content • When the dates are finalised, the EDO will also inclusion of this information into an eNewsletter.
1.3.5. Style Guide and Logo Refresh (Corporate Plan Priority Areas: POF5, TD1, TD3) • At the time of writing this report the graphic designer is working on the changes requested at the November Council meeting. • The EDO has followed up on the progress and will keep the Councillors and CEO updated. 1.3.6. Hot Springs & Riverwalk Community Consultation (Corporate Plan Priority Areas: SI3, POF4, POF5, WC4, WC5) • The EDO proofread the Project Management Plan and Commercial Operation EOI documents and then designed them to professional-looking documents that represent the project is a positive and professional way to the community and wider-audience. 1.3.7. Other (Corporate Plan Priority Areas: POF5, WC5) • 2 x job ads. • Library Assistant (Casual) • IT & Records Officer • Apprentice Mechanic • Economic Development & Marketing Officer (maternity leave contract) • Assisted CEO and HR Manager with the PD and advert to get this advert out prior to Christmas so hopefully a sufficient hand-over period can be organised with the successful applicant • Community Services Manager • 1 x tender ads • Shire Hall & Bob Poncho Park Cleaner EOI • 0 x road report • 1 x funeral notices • Updated the pool times poster twice, and distributed via Facebook and website
Page 60 of 168 General Council Meeting Notice & Agenda 15 December 2020
2. HEALTH
2a Notifiable Diseases Nil Reported
2b Food Recalls FSANZ: 2020/95 received on 5/11/2020 FSANZ: 2020/98 received on 11/11/2020 FSANZ: 2020/102 received on 23/11/2020 Emailed to local food outlets & advised to remove product from stock.
2c Food Hygiene Inspections Customer Food Complaint Form received 23/11/2020 from a person wishing to remain anonymous re-food poisoning at local outlet. Emailed to Tony Goldsworthy on 23/11/2020, Tony has responded by email to the customer, asking if she/he has been to the doctor. Tony Goldsworthy has also written a letter to food outlet re-Food Act 2006 – Improvement Notice (Section 209) sent via registered mail to food outlet on 26/11/2020.
2.1 BUILDING:
*20-21-07 Form 56 received notice to the local government that a private certifier Has been engaged for new construction of school library & new construction of covered area, received on 17/09/2020. Seth Ling has been appointed as certifier.
*20-21-06 Form 1 –Permit work application for plumbing, drainage & on-site sewerage work received on 11/11/2020 for Cunnamulla Hospital on 11/11/2020 for Cunnamulla Hospital, 56 Wicks St, Cunnamulla. Hydraulic Plan’s & associated documentation received from James McLean, Leroy Palmer Consulting Engineers Toowoomba. Application forwarded to Paul Doyle on 11/11/2020.
*20-21-08 Approval Documents received for 14 Garden Street Cunnamulla from James Locke on 18/11/2020 for a Gazebo. Form 56, Form 20, DA Form 2, Plans & Decision Notice Approval with conditions dated 18/11/2020 also received.
Building Searches November: Nil
2.2 GENERAL:
2.2.1 Chris Tickner emailed Field Solutions telecommunication tower applications re- Paroo Tower Locations one of the selected sites is on council owned land & another is on reserve land with council as the trustee (spread sheet with coordinates sent). Attached was documentation that has to be signed by the CEO, information has been forwarded to Cassie White on 27/11/2020. Documents signed by CEO on 30/11/020 & returned to Chris Tickner.
2.3 Enquiries Received by Chris Tickner:
2.3.1 Kym from Goondiwindi looking for plans for Caltex Service Station Cunnamulla on 5/11/2020.
Page 61 of 168 General Council Meeting Notice & Agenda 15 December 2020
2.3.2 Chris has received an enquirer re-sub division of block of land in Emma St.
Page 62 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.4.3 Grants Application Report – Oct 2020 Council Meeting: 15th December 2020 Department: Office of the Chief Executive Officer Author: Alison Shaw – The Right Grant
Purpose The purpose of this agenda item is to provide Council with the Grants Application Report as at 30 November 2020 as prepared by Alison Shaw of The Right Grant.
Recommendation That Council receive and note this report as presented.
Discussion See attached report.
Page 63 of 168 General Council Meeting Notice & Agenda 15 December 2020
Grants applications submitted
Total Project Council Amount FUND Department/Provider Project Status Cost Contribution Requested Buy from the Bush Small Business Month $400.00 State QLD – Share your $4150.00 $3750.00 Pending Grant (in kind) story event Submitted 3 Keep Australia categories for It appears we may Pending Beautiful Cunnamulla have been successful Bushlands Application for funds to support DCP Country Racing State funding for - Pending Program multipurpose building for Noorama RC Queensland Feral Funding for strategic Pest Initiative State cluster fencing $1,000,000.00 Pending Round 5 subsidies
Regional Arts Fund Federal administered Gallery Coordinator $150,000.00 Recovery Boost by State organisation Pending EOI stage submitted position (over 3 years) Renewal – Flying Arts
Remote Airstrip Federal Eulo Airstrip upgrade $150,000.00 - $150,000.00 Pending Upgrade Program
Remote Airstrip Yowah Airstrip Federal $150,000.00 - $150,000.00 Pending Upgrade Program upgrade Cunnamulla Clean-up Clean-up the tyre ‘dumps’ and other $6,000 Milestone report Illegal Dumping State $45,600.00 $51,600.00 waste found along In-kind submitted highways across the shire.
Page 64 of 168 General Council Meeting Notice & Agenda 15 December 2020
Cunnamulla Hot Springs
- Preparation of Project Management Plan - Preparation of Lessee Expression of Interest document.
Providing grant support for: - Cunnamulla Show Society - Eulo school hostel committee.
Funding opportunities
Regional Airports Program - Round 2
Small Projects for minor works to maintain the capability of the airport up to the value of $300K require no co-contribution if you are an Australian local government agency. Submissions are being prepared for finishing the fencing of the Wyandra Airstrip and updating training manuals at the Cunnamulla Airstrip.
Building Better Regions – Round 5
It will be a $200million round with $100million dedicated to tourism-related infrastructure. There are two streams of funding available under the program: • Infrastructure Projects Stream • Community Investments Stream The Infrastructure Projects Stream supports projects which involve the construction of new infrastructure, or the upgrade or extension of existing infrastructure that provide economic and social benefits to regional and remote areas. The Community Investments Stream funds the following community activities, new or expanded local events, strategic regional plans, and leadership and capability strengthening activities. These projects will deliver economic and social benefits to regional and remote communities. Infrastructure activities are not eligible for the Community Investments Stream.
Page 65 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.4.4 Project Management Report Council Meeting: 15th December 2020 Department: Major Projects/ Asset Management Author: Chris Safonoff
Purpose The purpose of this document is to provide Council with an update on the activities undertaken by the Project Management Department.
Recommendation That Council receive and note the Project Management report for December 2020.
Project Update
1. CCEC Building
DJ Buckley builders are progressing well on site and remain on contract program for a project completion date of early March 2021.
Internal works are progressing well with all walls and ceilings now sheeted and plastered, as well as having all internal glazed walls and doors completed.
Externally the cement cladding is progressing around the building and lock up of all areas will be achieved prior to the Christmas shut down period.
The external concrete areas around the building have also progressed during the month with large exposed aggregate areas and colored concrete walkways now completed in part.
Discussions are progressing with Fourier around the complete IT transition to the new building in March.
2. JKP Change room/ Bar facilities
A meeting with the user group has been arranged for the afternoon of the Wednesday 9th December.
The minor works to the bar and canteen areas are still to be undertaken.
3. Digital Connectivity Project - Field Solutions Group
The new optic fibre connection to Cunnamulla has been achieved during the month and the connections have now been configured and users are starting to see the benefits.
This will now allow Cunnamulla residents to sign up and benefit from this connection via the additional radios FSG have installed around town.
A phone meeting was held with FSG on the 7th December and they confirmed that the land holder agreements have all been issued including the two to council and planning approval lodgements have also been lodged and will all be finalised prior to the end of the year for the new tower locations, Council need to respond to their agreements to assist FSG with achieving these dates.
The towers are due to site in late January and site installation will commence soon after this. The towers will be assembled completely on the ground including the installation of all of the electronic equipment and then will be lifted as one unit and secured to the foundations.
Page 66 of 168 General Council Meeting Notice & Agenda 15 December 2020
The radios required for the towers were confirmed as now being in Australia which has eliminated the procurement risk. The final go live date for the connection is targeted at late March 2021.
The CCTV camera upgrade is now completed.
4. Deep Creek Bridge
The final funding acquittal is currently underway with the government representative. There were scope discrepancies, and a report has been prepared and lodged with the government to explain the reasons for the changes.
This report is now in its final approval phase and we are awaiting confirmation of acceptance.
5. Sewer Treatment Plant
Pensar are currently undertaking the final commissioning of the plant. This involves the establishment of the biological growth on the RBC units to a level that will achieve the required effluent quality expected.
Pensar need to maintain the commissioned levels for a period of 2 weeks without needing intervention and after this time it will revert to the 12 month maintenance period.
There are variation scope items currently being attended to which have included solar power, new handrails and stairs, composting bays, chemical dosing plant, 400 metres of sealed road to the plant and a car parking area, as well as a concrete driveway in front of the plant roller door area. The incinerator is on order for delivery in the New Year, and aeration of the treatment ponds will also proceed in the New Year.
6. Cunnamulla Hot Springs
Design works for the Hot Springs project is continuing with COX Architecture.
During the month a meeting was held with SARA, which included all of the government referral agencies that may be involved in the approval of the new project as part of the DA process.
The meeting went well with no significant concerns around the project design intent being raised but it did highlight that certain planning conditions will need to be closed out with certain authorities. A detailed review of these requirements and risks is currently being undertaken with the assistance of Christopher Tickner of Maranoa council.
The PMP was finalised during the month and sent to the funding authority for approval and authorisation of the next stage of funding.
The next milestone is the appointment of the secondary consultants to the team including, a structural engineer, hydraulics/pool engineer and a certifier to allow a full design & construct tender package to be prepared.
A D&C construction tender will be targeted to go to market as soon as is practicable next year.
Page 67 of 168 General Council Meeting Notice & Agenda 15 December 2020
The draft EOI document which will seek expressions of interest from operators who would be interested in assisting with the planning and commercial aspects of the proposal is prepared and will be initially reviewed at the steering group committee level.
7. Cunnamulla Racecourse
A meeting was held with the race committee to discuss the second iteration of the concept plans received from ELIA Architects.
The meeting went well and approval of the plans was achieved and ELIA are progressing with the design to achieve a building approval quality of documents. Osborne structural engineers will be appointed and we have arranged for geotechnical investigations to be undertaken in the New Year.
Racing Queensland has been contacted in relation to the previous approval of funds for the female jockey facility and have confirmed these are available. They have also lodged an application on behalf of the shire for additional funding in the current round and we are currently awaiting the outcome from this.
If no additional funds are approved we will need to decide the most appropriate way to spend the $46,000 of approved funds.
Page 68 of 168 General Council Meeting Notice & Agenda 15 December 2020 8.4.5 Policy Review Council Meeting: 15th December 2020 Department: Office of the Chief Executive Author: Cassie White - Chief Executive Officer
Purpose The purpose of this document is to provide Council with copies of draft policies for review and feedback and adoption.
Recommendation That Council adopt the following policies: a) DLGRMA - Code of Conduct for Councillors in Queensland (Statutory Policy) b) NEW - Corporate Travel and Accommodation (Employees and Contractors) Policy c) NEW - Staff Development and Training Policy d) NEW - Cash Handling Policy e) GP-061 - Motor Vehicle Policy f) NEW - Body Worn Camera Policy
Discussion The attached Policies are recommended for Council consideration. Code of Conduct for Councillors identified amendments required due to the October 12, 2020 legislation changes. • DLGRMA - Code of Conduct for Councillors in Queensland (Statutory Policy) o Identified as requiring review following October 2020 Legislative Changes • NEW - Corporate Travel and Accommodation (Employees and Contractors) Policy o This policy has been created to provide clear direction for the payment and reimbursement of business related travel and accommodation expenses for employees and contractors who are undertaking, or have undertaken, authorised travel for Council. • NEW – Staff Development and Training Policy o This policy has been created to confirm Council’s commitment to staff development and provide guidelines around how training will be managed and approved within Council. • NEW – Cash Handling Policy o This policy has been created provide a framework for the handling and security of cash and other monies to ensure that Council fulfills its financial obligations and service delivery. • GP-061 – Motor Vehicle Policy o This policy has been reviewed and amended to provide executive guidance on the use of vehicles within Council and details how vehicles are to be considered when included in remuneration packages. • GP-061 – Motor Vehicle Policy o This policy has been created to outline principles relating to the implementation and operation of Body Worn Cameras (BWC) used by Council officers. It aims to ensure that any audio/video data collected through the use of these devices will only be used, or provided to any third party, in accordance with Council policies, procedures and legislative requirements. This policy does not apply to the administration and operation of fixed CCTV systems throughout the Paroo Shire. Attachment List • A - Code of Conduct for Councillors in Queensland at August 2020 and at April 2020 • B - DRAFT - Corporate Travel and Accommodation (Employees and Contractors) Policy • C - DRAFT - Staff Training and Development Policy • D - DRAFT - Cash Handling Policy • E - DRAFT - GP-061 - Motor Vehicle Policy • F - Current - GP-061 - Motor Vehicle Policy • G - DRAFT - Body Worn Camera Policy
Page 69 of 168 General Council Meeting Notice & Agenda 15 December 2020
Code of Conduct for Councillors in Queensland
Approved on 4 August 2020
| www.dlgrma.qld.gov.au |
Page 70 of 168 General Council Meeting Notice & Agenda 15 December 2020
© State of Queensland, August 2020. Published by the Department of Local Government, Racing and Multicultural Affairs, 1 William Street, Brisbane Qld 4000, Australia.
Licence: This work is licensed under the Creative Commons CC BY 4.0 Australia Licence. In essence, you are free to copy and distribute this material in any format, as long as you attribute the work to the State of Queensland (Department of Local Government, Racing and Multicultural Affairs) and indicate if any changes have been made. To view a copy of this licence, visit http://creativecommons.org/licenses/by/4.0/.
Attribution: The State of Queensland, Department of Local Government, Racing and Multicultural Affairs.
The Queensland Government supports and encourages the dissemination and exchange of information. However, copyright protects this publication. The State of Queensland has no objection to this material being reproduced, made available online or electronically but only if it is recognised as the owner of the copyright and this material remains unaltered.
The Queensland Government is committed to providing accessible services to Queenslanders of all cultural and linguistic backgrounds. If you have difficulty understanding this publication and need an interpreter, please call 13 QGOV (13 74 68), ask for an interpreter and request to be transferred to the Department of Local Government, Racing and Multicultural Affairs. Disclaimer: While every care has been taken in preparing this publication, the State of Queensland accepts no responsibility for decisions or actions taken as a result of any data, information, statement or advice, expressed or implied, contained within. To the best of our knowledge, the content was correct at the time of publishing.
An electronic copy of this report is available on the Department of Local Government, Racing and Multicultural Affairs’ website at www.dlgrma.qld.gov.au.
Page 71 of 168 General Council Meeting Notice & Agenda 15 December 2020
Contents
Purpose of the Code of Conduct 4
Background 4
The local government principles and values 5
Standards of behaviour 6
Consequences of failing to comply with the Code of Conduct 8
Unsuitable meeting conduct 8
Inappropriate conduct 8
Misconduct 8
Corrupt conduct 9
More information 10
Page 3 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 72 of 168 General Council Meeting Notice & Agenda 15 December 2020
Purpose of the Code of Conduct
The Code of Conduct sets out the principles and standards of behaviour expected of Councillors and Mayors when carrying out their roles, responsibilities and obligations as elected representatives for their communities. By adhering to the behaviours set out below, Councillors will increase public confidence in local government and Council decisions.
Background Under section 150D of the Local Government Act 2009 (the LGA), the Minister for Local Government (the Minister) must make a Code of Conduct stating the standards of behaviour for Councillors in the performance of their responsibilities as Councillors. In addition to this, the Code of Conduct may contain anything the Minister considers necessary for, or incidental to, the standards of behaviour. Before assuming public office, Councillors must understand and commit to complying with the local government principles and obligations of Councillors in accordance with section 169 of the LGA and 169 of the City of Brisbane Act 2010 (CoBA), as well as the standards of behaviour set out in this Code of Conduct. All Councillors are required to make a declaration of office under the applicable legislation. As part of that declaration, Councillors must declare that they will abide by this Code of Conduct.
Page 4 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 73 of 168 General Council Meeting Notice & Agenda 15 December 2020
The local government principles and values
The legislation is founded on five local government 3. In representing and meaningfully engaging with the principles with which Councillors must comply while community, Councillors will: performing their roles as elected representatives. • show respect to all persons These principles are listed below: • clearly and accurately explain Council’s decisions 1. Transparent and effective processes, and decision- • accept and value differences of opinion. making in the public interest 2. Sustainable development and management of assets 4. In exercising good governance, Councillors are and infrastructure, and delivery of effective services committed to: 3. Democratic representation, social inclusion and • the development of open and transparent meaningful community engagement. processes and procedures 4. Good governance of, and by, local government • keeping clear, concise and accessible records of decisions. 5. Ethical and legal behaviour of Councillors and local government employees. 5. To meet the community’s expectations for high level leadership, Councillors will: This Code of Conduct provides a set of values that describe the types of conduct Councillors should • be committed to the highest ethical standards demonstrate to ensure their compliance with the local • uphold the system of local government and government principles. These values are listed below: relevant laws applicable. 1. In making decisions in the public interest, This Code of Conduct also sets out standards of Councillors will: behaviour aimed at helping Councillors • make decisions in open council meetings understand how the principles and values are put • properly inform relevant personnel of all into practice while performing their official duties as relevant information elected representatives. • make decisions in accordance with law and policy Each standard of behaviour is not intended to cover • commit to exercising proper diligence, care every possible scenario. However, they provide and attention. general guidance about the manner in which Councillors are expected to conduct themselves. 2. To ensure the effective and economical delivery of It is important to note that the principles, values services, Councillors will: and standards set out in the Code of Conduct are of • manage council resources effectively, efficiently equal importance. and economically
• foster a culture of excellence in service delivery.
Page 5 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 74 of 168 General Council Meeting Notice & Agenda 15 December 2020
Standards of behaviour
This Code of Conduct sets out the 1.3 Use only official Council electronic communication standards of behaviour applying to all accounts (e.g. email accounts) when conducting Council business Councillors in Queensland. The behavioural 1.4 Report any suspected wrongdoing to the standards relate to, and are consistent with, appropriate entity in a timely manner the local government principles and their 1.5 Ensure that their behaviour or capacity to perform associated values. their responsibilities as a Councillor is not impaired by the use of substances that may put them or The standards of behaviour are summarised as the others at risk while performing their duties (for three Rs, being: example, alcohol, illegal drugs or prescribed/non- 1. RESPONSIBILITIES prescribed and/or restricted substances) 2. RESPECT 1.6 Cooperate with any investigation being undertaken by the local government or other entity 3. REPUTATION. 1.7 Ensure that the Councillor’s Advisor is aware of Each standard of behaviour includes, but is not limited their obligations to comply with the standards of to, several examples to guide Councillors in complying behaviour in the Code of Conduct for Councillor with the Code of Conduct when carrying out their role Advisors in Queensland. as elected officials. Councillors are to understand and comply with the following standards of behaviour as set out in the Code of Conduct listed below. 2. Treat people in a reasonable, just, RESPECTFUL and non-discriminatory way
1. Carry out RESPONSIBILITIES conscientiously and in the best interests For example, Councillors will, at a minimum, act in the of the Council and the community following ways: 2.1 Treat fellow Councillors, Council employees and For example, Councillors will, at a minimum, have the members of the public with courtesy, honesty following responsibilities: and fairness 1.1 Attend and participate meaningfully in all Council 2.2 Not use abusive, obscene or threatening language meetings, committee meetings, informal meetings, (either oral or written) or behaviour towards other briefings, relevant workshops and training Councillors, Council employees or members of the opportunities to assist them in fulfilling their roles public other than in exceptional circumstances and/or 2.3 Have proper regard for other people’s rights, where prior leave is given obligations, cultural differences, safety, health 1.2 Respect and comply with all policies, procedures and welfare. and resolutions of Council
Page 6 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 75 of 168 General Council Meeting Notice & Agenda 15 December 2020
3. Ensure conduct does not reflect adversely on the REPUTATION of Council
For example, Councillors will, at a minimum, conduct themselves in the following manner: 3.1 When expressing an opinion dissenting with the majority decision of Council, respect the democratic process by acknowledging that the Council decision represents the majority view of the Council 3.2 When making public comment, clearly state whether they are speaking on behalf of Council or expressing their personal views 3.3 At all times strive to maintain and strengthen the public’s trust and confidence in the integrity of Council and avoid any action which may diminish its standing, authority or dignity.
Page 7 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 76 of 168 General Council Meeting Notice & Agenda 15 December 2020
Consequences of failing to comply with the Code of Conduct
Failure to comply with the standards of Inappropriate conduct behaviour in this Code of Conduct, or other Under the legislation, any conduct by a Councillor conduct prescribed in this code of conduct may that is contrary to the standards of behavior in the give rise to a complaint against a Councillor’s Code of Conduct or a policy, procedure or resolution conduct and subsequent disciplinary action of a Council, and is not unsuitable meeting conduct, under the legislation. misconduct or corrupt conduct is dealt with as inappropriate conduct. A complaint about the conduct of a Councillor must be The conduct of a Councillor is also inappropriate submitted to the Office of the Independent Assessor conduct if the conduct contravenes an order by the (OIA), who will assess the complaint and determine Chairperson of a meeting of Council for the Councillor the category of the allegation. In order of least to most to leave the meeting or is a series of conduct serious, the categories of complaint are unsuitable at Council meetings that leads to orders for the meeting conduct, inappropriate conduct, Councillor’s unsuitable meeting conduct being made misconduct, and then corrupt conduct. on three occasions within a period of one year. The local government is not required to notify the OIA and Unsuitable meeting conduct may deal with the conduct under section 150AG of the LGA (including Brisbane City Council). Under the legislation, any conduct by a Councillor that The OIA is responsible for assessing allegations of is contrary to the standards of behavior in the Code suspected inappropriate conduct other than those of Conduct that occurs within a meeting of Council arising from unsuitable meeting conduct. If the OIA (including standing committee meetings), is dealt with chooses to refer the matter to the Council to deal with, as unsuitable meeting conduct. the Council must deal with the matter as quickly and Unsuitable meeting conduct by a Councillor is dealt effectively as possible. with by the Chairperson of the meeting. It is important that the Chairperson deal with matters of unsuitable meeting conduct locally, and as efficiently and Misconduct effectively as possible so that Council can continue Councillors are required to comply with all laws that with their business of making effective decisions in the apply to local governments, this includes refraining public interest. from engaging in misconduct. The OIA is responsible for assessing and investigating NOTE instances of suspected misconduct. The OIA may make an application to the Councillor Conduct Tribunal to be Chairpersons of meetings are carrying out a statutory responsibility under the legislation to manage and lead the meeting. As such, where heard and determined. a Chairperson behaves inappropriately in a meeting this involves a serious breach of the trust placed in them as the Chairperson of the meeting and may be dealt with as misconduct (see right).
Page 8 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 77 of 168 General Council Meeting Notice & Agenda 15 December 2020
The conduct of a Councillor is misconduct if period of one year or is conduct that is identified in an the conduct: order of Council that will be dealt with as misconduct if the Councillor engages in the conduct again. • adversely affects, directly or indirectly, the honest and impartial performance of the Councillor’s The conduct of a Councillor may also be misconduct functions or exercise of the Councillor’s powers, or if a Councillor purports to direct the Chief Executive • is, or involves: Officer in relation to disciplinary action regarding the conduct of a Councillor Advisor. – a breach of trust placed in the Councillor, either knowingly or recklessly – misuse of information or material acquired by the Corrupt conduct Councillor, whether the misuse is for the benefit of Corrupt conduct is defined by, and dealt with, under the Councillor or for the benefit or to the detriment the Crime and Corruption Act 2001¹ and must be of another person referred to the Crime and Corruption Commission – a Councillor giving a direction to any Council (CCC). For a Councillor, corrupt conduct involves employee (other than the Mayor giving behaviour that: direction to the Chief Executive Officer, or for Brisbane City Council, the Lord Mayor giving • adversely affects or could adversely affect the direction to the Chief Executive Officer and performance of the Councillor’s responsibilities, and senior contract officers) • involves the performance of the Councillor’s – a release of confidential information outside of responsibilities in a way that: the Council – is not honest or impartial, or – failure to declare a conflict of interest or – involves a breach of the trust placed in the appropriately deal with a conflict of interest in Councillor, or a meeting – involves the misuse of information acquired by – attempting to influence a decision maker about the Councillor, and a matter in which the Councillor has a conflict • is engaged in for the purpose of providing a benefit of interest or a detriment to a person, and – failure by a Councillor to report a • if proven would be a criminal offence. suspected prescribed conflict of interest of another Councillor Councillors are reminded of their obligations under – failure to submit, update or review your registers section 38 of the Crime and Corruption Act 2001 to of interests, or report suspected corrupt conduct.
• is a failure by the Councillor to comply with: The OIA has entered into a section 40² arrangement with the CCC which allows the OIA to commence – an order made by the Council or the Councillor investigation into some allegations of corrupt conduct Conduct Tribunal and report the matters to the CCC on a monthly basis, – any acceptable request guidelines of the to provide the CCC with the opportunity to assume Council made under the legislation responsibility for or monitor an investigation, should – the reimbursement of expenses policy of the CCC consider that appropriate. the Council. Further information about the CCC’s jurisdiction The conduct of a Councillor is also misconduct if the and other topics in relation to local government is conduct leads to the Councillor being disciplined for available at https://www.ccc.qld.gov.au/sites/default/ inappropriate conduct on three occasions within a files/Docs/Publications/CCC/Corruption-in-focus- Guide-2020.pdf (Chapter 4).
¹Section 15, Crime and Corruption Act 2001 ²Section 40, Crime and Corruption Act 2001
Page 9 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 78 of 168 General Council Meeting Notice & Agenda 15 December 2020
More information The Department of Local Government, Racing and Multicultural Affairs website at www.dlgrma.qld.gov.au provides further information and resources for Councillors. The Department also provides and facilitates training for Councillors and Council employees to assist them to develop the knowledge, skills and understanding necessary to undertake their roles and responsibilities effectively and in the best interests of their communities. For more information, please contact your regional office within the Local Government Division of the Department of Local Government, Racing and Multicultural Affairs on:
Southern office Phone: (07) 3452 6762 Email: [email protected]
Northern office Phone: (07) 4758 3472 Email: [email protected]
Page 10 | Code of Conduct for Councillors in Queensland | www.dlgrma.qld.gov.au |
Page 79 of 168 General Council Meeting Notice & Agenda 15 December 2020
Department of Local Government, Racing and Multicultural Affairs
| www.dlgrma.qld.gov.au | 20-LGGC-770 Page 80 of 168 General Council Meeting Notice & Agenda 15 December 2020
Code of Conduct for Councillors in Queensland
Revised - Approved on 7 April 2020
Page 81 of 168 General Council Meeting Notice & Agenda 15 December 2020
© State of Queensland, April 2020. Published by the Department of Local Government, Racing and Multicultural Affairs, 1 William Street, Brisbane Qld 4000, Australia.
Licence: This work is licensed under the Creative Commons CC BY 4.0 Australia Licence. In essence, you are free to copy and distribute this material in any format, as long as you attribute the work to the State of Queensland (Department of Local Government, Racing and Multicultural Affairs) and indicate if any changes have been made. To view a copy of this licence, visit http://creativecommons.org/licenses/by/4.0/.
Attribution: The State of Queensland, Department of Local Government, Racing and Multicultural Affairs.
The Queensland Government supports and encourages the dissemination and exchange of information. However, copyright protects this publication. The State of Queensland has no objection to this material being reproduced, made available online or electronically but only if it is recognised as the owner of the copyright and this material remains unaltered.
The Queensland Government is committed to providing accessible services to Queenslanders of all cultural and linguistic backgrounds. If you have difficulty understanding this publication and need a translator, please call the Translating and Interpreting Service (TIS National) on 131 450 and ask them to telephone the Queensland Department of Local Government, Racing and Multicultural Affairs on 13 QGOV (13 74 68).
Disclaimer: While every care has been taken in preparing this publication, the State of Queensland accepts no responsibility for decisions or actions taken as a result of any data, information, statement or advice, expressed or implied, contained within. To the best of our knowledge, the content was correct at the time of publishing.
Any references to legislation are not an interpretation of the law. They are to be used as a guide only. The information in this publication is general and does not take into account individual circumstances or situations. Where appropriate, independent legal advice should be sought.
An electronic copy of this report is available on the Department of Local Government, Racing and Multicultural Affairs’ website at www.dlgrma.qld.gov.au.
Page 82 of 168 General Council Meeting Notice & Agenda 15 December 2020
Contents Purpose of the Code of Conduct ...... 4 Background ...... 4 The local government principles and values ...... 5 Standards of behaviour ...... 6 Consequences of failing to comply with the Code of Conduct ...... 8 Unsuitable meeting conduct ...... 8 Inappropriate conduct ...... 8 Misconduct ...... 9 Corrupt conduct ...... 9 More information ...... 10
Page 83 of 168 General Council Meeting Notice & Agenda 15 December 2020
Purpose of the Code of Conduct
The Code of Conduct sets out the principles and standards of behaviour expected of Councillors and Mayors when carrying out their roles, responsibilities and obligations as elected representatives for their communities. By adhering to the behaviours set out below, Councillors will increase public confidence in local government and Council decisions.
Background
Under section 150D of the Local Government Act 2009 (the LGA), the Minister for Local Government (the Minister) must make a Code of Conduct stating the standards of behaviour for Councillors in the performance of their responsibilities as Councilors. In addition to this, the Code of Conduct may contain anything the Minister considers necessary for, or incidental to, the standards of behaviour.
Before assuming public office, Councillors must understand and commit to complying with the local government principles and obligations of Councillors in accordance with section 169 of the LGA, as well as the standards of behaviour set out in this Code of Conduct. All Councillors are required to make a declaration of office under section 169 of the LGA. As part of that declaration, Councillors must declare that they will abide by this Code of Conduct.
Page 84 of 168 General Council Meeting Notice & Agenda 15 December 2020
The local government principles and values
The LGA is founded on five local government principles with which Councillors must comply while performing their roles as elected representatives. These principles are listed below:
1. Transparent and effective processes, and decision-making in the public interest 2. Sustainable development and management of assets and infrastructure, and delivery of effective services 3. Democratic representation, social inclusion and meaningful community engagement. 4. Good governance of, and by, local government 5. Ethical and legal behaviour of Councillors and local government employees.
This Code of Conduct provides a set of values that describe the types of conduct Councillors should demonstrate to ensure their compliance with the local government principles. These values are listed below:
1. In making decisions in the public interest, Councillors will: • make decisions in open council meetings • properly inform relevant personnel of all relevant information • make decisions in accordance with law and policy • commit to exercising proper diligence, care and attention.
2. To ensure the effective and economical delivery of services, Councillors will: • manage council resources effectively, efficiently and economically • foster a culture of excellence in service delivery.
3. In representing and meaningfully engaging with the community, Councillors will: • show respect to all persons • clearly and accurately explain Council’s decisions • accept and value differences of opinion.
4. In exercising good governance, Councillors are committed to: • the development of open and transparent processes and procedures • keeping clear, concise and accessible records of decisions.
5. To meet the community’s expectations for high level leadership, Councillors will: • be committed to the highest ethical standards • uphold the system of local government and relevant laws applicable.
This Code of Conduct also sets out standards of behaviour aimed at helping Councillors understand how the principles and values are put into practice while performing their official duties as elected representatives.
Each standard of behaviour is not intended to cover every possible scenario. However, they provide general guidance about the manner in which Councillors are expected to conduct themselves.
It is important to note that the principles, values and standards set out in the Code of Conduct are of equal importance.
Page 85 of 168 General Council Meeting Notice & Agenda 15 December 2020
StandardsStandards ofof bebehaviourhaviour
This Code of Conduct sets out the standards of behaviour applying to all Councillors in Queensland. The behavioural standards relate to, and are consistent with, the local government principles and their associated values.
The standards of behaviour are summarised as the three Rs, being:
1. RESPONSIBILITIES 2. RESPECT 3. REPUTATION.
Each standard of behaviour includes, but is not limited to, several examples to guide Councillors in complying with the Code of Conduct when carrying out their role as elected officials. Councillors are to understand and comply with the following standards of behaviour as set out in the Code of Conduct listed below.
1. Carry out RESPONSIBILITIES conscientiously and in the best interests of the Council and the community
For example, Councillors will, at a minimum, have the following responsibilities:
1.1 Attend and participate meaningfully in all Council meetings, committee meetings, informal meetings, briefings, relevant workshops and training opportunities to assist them in fulfilling their roles other than in exceptional circumstances and/or where prior leave is given 1.2 Respect and comply with all policies, procedures and resolutions of Council 1.3 Use only official Council electronic communication accounts (e.g. email accounts) when conducting Council business 1.4 Report any suspected wrongdoing to the appropriate entity in a timely manner 1.5 Ensure that their behaviour or capacity to perform their responsibilities as a Councillor is not impaired by the use of substances that may put them or others at risk while performing their duties (for example, alcohol, illegal drugs or prescribed/non-prescribed and/or restricted substances) 1.6 Cooperate with any investigation being undertaken by the local government or other entity.
Page 86 of 168 General Council Meeting Notice & Agenda 15 December 2020
2. Treat people in a reasonable, just, RESPECTFUL and non-discriminatory way
For example, Councillors will, at a minimum, act in the following ways:
2.1 Treat fellow Councillors, Council employees and members of the public with courtesy, honesty and fairness 2.2 Not use abusive, obscene or threatening language (either oral or written) or behaviour towards other Councillors, Council employees and members of the public 2.3 Have proper regard for other people’s rights, obligations, cultural differences, safety, health and welfare
3. Ensure conduct does not reflect adversely on the REPUTATION of Council
For example, Councillors will, at a minimum, conduct themselves in the following manner:
3.1 When expressing an opinion dissenting with the majority decision of Council, respect the democratic process by acknowledging that the Council decision represents the majority view of the Council 3.2 When making public comment, clearly state whether they are speaking on behalf of Council or expressing their personal views 3.3 At all times strive to maintain and strengthen the public’s trust and confidence in the integrity of Council and avoid any action which may diminish its standing, authority or dignity
Page 87 of 168 General Council Meeting Notice & Agenda 15 December 2020
Consequences of failing to comply with the Code of Conduct
Failure to comply with the standards of behaviour in this Code of Conduct, or other conduct prescribed in this code of conduct may give rise to a complaint against a Councillor’s conduct and subsequent disciplinary action under the LGA.
A complaint about the conduct of a Councillor must be submitted to the Office of the Independent Assessor (OIA), who will assess the complaint and determine the category of the allegation. In order of least to most serious, the categories of complaint are unsuitable meeting conduct, inappropriate conduct, misconduct, and then corrupt conduct.
Unsuitable meeting conduct Under section 150H of the LGA, any conduct by a Councillor that is contrary to the standards of behavior in the Code of Conduct that occurs within a meeting of Council (including standing committee meetings), is dealt with as unsuitable meeting conduct.
Unsuitable meeting conduct by a Councillor is dealt with by the Chairperson of the meeting. It is important that the Chairperson deal with matters of unsuitable meeting conduct locally, and as efficiently and effectively as possible so that Council can continue with their business of making effective decisions in the public interest.
Note: Chairpersons of meetings are carrying out a statutory responsibility under the LGA to manage and lead the meeting. As such, where a Chairperson behaves inappropriately in a meeting this involves a serious breach of the trust placed in them as the Chairperson of the meeting and may be dealt with as misconduct (see below).
Inappropriate conduct Under section 150K of the LGA, any conduct by a Councillor that is contrary to the standards of behavior in the Code of Conduct or a policy, procedure or resolution of a Council, and is not unsuitable meeting conduct, misconduct or corrupt conduct is dealt with as inappropriate conduct.
The conduct of a Councillor is also inappropriate conduct if the conduct contravenes an order by the Chairperson of a meeting of Council for the Councillor to leave the meeting or is a series of conduct at Council meetings that leads to orders for the Councillor’s unsuitable meeting conduct being made on three occasions within a period of one year. The local government is not required to notify the OIA and may deal with the conduct under section 150AG of the LGA.
The OIA is responsible for assessing allegations of suspected inappropriate conduct other than that arising from unsuitable meeting conduct. If the OIA chooses to refer the matter to the Council to deal with, the Council must deal with the matter as quickly and effectively as possible.
Page 88 of 168 General Council Meeting Notice & Agenda 15 December 2020
Misconduct Councillors are required to comply with all laws that apply to local governments. This includes refraining from engaging in misconduct.
The OIA is responsible for assessing and investigating instances of suspected misconduct. The OIA may then refer the matter to the Councillor Conduct Tribunal to be heard and determined.
The conduct of a Councillor is misconduct if the conduct:
• adversely affects, directly or indirectly, the honest and impartial performance of the Councillor’s functions or exercise of powers, or • is, or involves: – a breach of trust placed in the Councillor, either knowingly or recklessly – misuse of information or material acquired by the Councillor, whether the misuse is for the benefit of the Councillor or for the benefit or to the detriment of another person – a Councillor giving a direction to any Council employee (other than the Mayor giving direction to the Chief Executive Officer and for Brisbane City Council, the Lord Mayor giving direction to the Chief Executive Officer and senior contract officers) – a release of confidential information outside of the Council – failure by a Councillor to report a suspected material personal interest or conflict of interest of another Councillor, or • is a failure by the Councillor to comply with: – an order made by the Council or the Councillor Conduct Tribunal – any acceptable request guidelines of the Council made under section 170A of the LGA – the reimbursement of expenses policy of the Council.
The conduct of a Councillor is also misconduct if the conduct leads to the Councillor being disciplined for inappropriate conduct on three occasions within a period of one year or is conduct that is identified in an order of council that will be dealt with as misconduct if the Councillor engages in the conduct again.
Corrupt conduct Corrupt conduct is defined by, and dealt with, under the Crime and Corruption Act 20011 and must be referred to the Crime and Corruption Commission. For a Councillor, corrupt conduct involves behaviour that:
• adversely affects or could adversely affect the performance of the Councillor’s responsibilities, and • involves the performance of the Councillor’s responsibilities in a way that: – is not honest or impartial, or – involves a breach of the trust placed in the Councillor, or – involves the misuse of information acquired by the Councillor, and • is engaged in for the purpose of providing a benefit or a detriment to a person, and • if proven would be a criminal offence.
1 Section 15, Crime and Corruption Act 2001
Page 89 of 168 General Council Meeting Notice & Agenda 15 December 2020
The OIA has entered into a section 402 arrangement with the Crime and Corruption Commission (CCC) which allows the OIA to commence investigation into some allegations of corrupt conduct and report the matters to the CCC on a monthly basis, to provide the CCC with the opportunity to take over an investigation, should the CCC consider that appropriate.
When the OIA deals with corrupt conduct which is a statutory offence under the LGA, the OIA has the discretion to deal with the matter either as misconduct or as a criminal prosecution of the statutory offence. For an understanding of when the OIA will deal with corrupt conduct as misconduct refer to the OIA’s prosecution policy at www.oia.qld.gov.au/resources/oia/policy/guidelines-for-commencing-a-prosecution-under- lga.pdf.
More information
The Department of Local Government, Racing and Multicultural Affairs website at www.dlgrma.qld.gov.au provides further information and resources for Councillors.
The Department also provides and facilitates training for Councillors and Council employees to assist them to develop the knowledge, skills and understanding necessary to undertake their roles and responsibilities effectively and in the best interests of their communities.
For more information, please contact your regional office within the Local Government Division of the Department of Local Government, Racing and Multicultural Affairs on:
Southern office Phone: (07) 3452 6762 Email: [email protected]
Northern office Phone: (07) 4758 3472 Email: [email protected]
2 Section 40, Crime and Corruption Act 2001
Page 90 of 168 General Council Meeting Notice & Agenda 15 December 2020
Department of Local Government, Racing and Multicultural Affairs Level 12, 1 William Street, Brisbane, Queensland 4000 tel 13 QGOV (13 74 68)
www.dlgrma.qld.gov.au
Page 91 of 168
General Council Meeting Notice & Agenda 15 December 2020
Paroo Shire Council
Council Policy Policy Name: Corporate Travel and Accommodation (Employees and Contractors) Policy Number: GP-XXX Version: 1.0 Please note that once printed, this is no longer a controlled document. All care should be taken to ensure that you are operating from the current version. Commencement and This policy will commence from DD/MM/YYYY and will be Review: reviewed 2 years from the commencement date. Document Owner: Chief Executive Officer Approval Date: DD/MM/YYYY Meeting Resolution: MXX/XXX
1 Statement of Intent The intent of the Paroo Shire Council (Council) Corporate Travel and Accommodation (Employees and Contractors) Policy is to provide clear direction for the payment and reimbursement of business related travel and accommodation expenses for employees and contractors who are undertaking, or have undertaken, authorised travel for Council.
2 Commencement and Review of Policy This Policy will commence from DD/MM/YYYY. It replaces all other Corporate Travel and Accommodation Policies relating to employees and contractors (Whether written or not), with the exception of the Councillor Expense Reimbursement Policy. This Policy will be reviewed 2 years from the commencement date or earlier if deemed necessary through changes to legislation or business practice. Minor amendments that do not impact upon the intent of the Policy may be made in consultation with and approved by the Chief Executive Officer (CEO).
3 Application of Policy
3.1 Policy Statement Council recognises the need for staff to travel on official business. Council is committed to ensuring that all travel and related services are procured as cost effectively and efficiently as possible whilst ensuring the safety and wellbeing of staff. This Corporate Travel and Accommodation (Employees and Contractors) Policy is supported by standards, set out in Section 3.5, that are intended to: ensure that no person is disadvantaged when undertaking authorised travel for or on behalf of Council; ensure clear and consistent understanding of policy and procedures; to establish an administrative framework for the payment and/or reimbursement of travel related expenditure; Page 92 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 1 of 10
General Council Meeting Notice & Agenda 15 December 2020 ensure compliance with all legal (taxation) obligations; to encourage accountability and transparency for authorised travel expenditure; and to achieve maximum value for money. 3.2 Scope This Policy applies to: All local, intrastate, interstate and overseas conferences, training, meetings and/or events undertaken and/or attended by Council employees and contractors as part of their official Council duties; Accommodation associated with such attendance; and All official travel and other necessary incidental / out of pocket expenses associated with such attendance. This policy does not apply to Councillors. 3.3 Limitations Limitations to the policy are included to ensure accountability and transparency of expenditure: a) Claims for expenditure must only be made for authorised travel expenditure and not for personal use. b) Only persons named on the form may claim the expenditure. c) Only amounts as set by the CEO may be claimed unless documentation specifying a higher amount is attached to a reimbursement of expenditure form. d) Explanations of claims for higher reimbursement must be set out on the reimbursement form. e) No claims for spouses are to be made without CEO approval. f) Double dipping occurs when another entity pays for travel or part of the travel and the claimant makes a claim against Council for the same expenditure. Double dipping is a disciplinary offence. g) This policy does not apply to situations where staff are directed to stay in a Council provided camp as this is addressed under the relevant Award / Certified Agreement. 3.4 Approval Delegation Delegation to endorse and approve travel and attendance at events is as follows.
Endorsing Officer Approving Officer Employees Department Director CEO Directors N/A CEO CEO N/A Mayor Any travel outside of Australia CEO Mayor
Where the CEO is unavailable, approval delegation will rest with the Mayor. 3.5 Standards All travel and accommodation arrangements must comply with the following standards: a) All travel related activities must be coordinated through a central travel management function currently carried out by a designated Council Officer. b) All parties are responsible for complying with this policy. Endorsing Officers are responsible for ensuring all policies have been adhered to before submitting travel and associated expense reimbursement claims for approval. c) While ensuring appropriate costs are met by Council, it is also necessary to keep travel costs within reasonable limits and to ensure compliance with Council’s policies. d) The endorsing officer must verify that claims submitted for reimbursement of expenses meet the following criteria: the expense is not personal by nature and was incurred as a direct result of conducting
Page 93 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 2 of 10
General Council Meeting Notice & Agenda 15 December 2020 approved Council business; and the information contained in supporting documentation is accurate and in accordance with this policy. e) Travel related expenses that do not comply with this policy will not be reimbursed. Travellers submitting non-complying expense claims risk delays in processing their claim, or partial or total forfeiture of reimbursement. f) All travel, accommodation and event attendance requires approval as per the delegations, outlined in Section 3.4, prior to any bookings/reservations being made. 3.6 General Guidelines a) The delegated Council Officer will coordinate the attendance of a traveller at all events where travel or accommodation is required and requested. b) Event associated travel and accommodation arrangements will not be booked unless the Officer receives a completed and approved Travel Request Form. c) Requests for travel, events and/or accommodation must be lodged with the Officer within sufficient time to take advantage of “early bird” and advance booking discounts. Confirmation of travel or accommodation cannot be guaranteed for late requests. As a guide, international travel requests should be received no later than 6 weeks prior to departure, domestic travel requests should be made no later than 4 weeks from date of departure. 3.7 Responsibilities a) Travellers are required to: familiarise themselves with Council’s travel policy; comply with the travel policy and procedures; complete all necessary registration forms including Travel Request Form and where necessary a Training and Development Application Form; refer all travel related requests through Council’s Travel Officer; only undertake travel by the mode approved on the relevant travel form. obtain reimbursement authorisation for valid out of pocket expenses in a timely manner following completion of the journey; submit to payroll for processing and forward a copy to the travel officer; and For International Travel: • provide notification of intended Council funded overseas travel to the Office of the Mayor prior to any travel arrangements being made, including a Travel Request Form submission and if applicable, Training and Development Application Form submission; • check the travel advice notices on the Department of Foreign Affairs (DFAT) websites for any travel warnings or health risks related to the travel destination; • prior to leaving Australia, register the details of their official international travel with DFAT at www.smartraveller.gov.au; • ensure there are no personal impediments restricting travel (either health, visa or legal); and • arrange visa and currency conversion if required. b) Endorsing and Approving Officers are required to: ensure the application complies with this policy; approve travel in a timely manner to ensure requests are received in sufficient time to process all requests before travel commences and maximise available discounts; ensure that the traveller has acquitted all expenditure within a reasonable time following completion of the travel; implement systems of risk management to ensure that expenditure on travel is efficient, economical and appropriate; and review travel warnings and health requirements submitted by the traveller and determine approval of such travel in consideration of the Work Health and Safety risk of the travel.
Page 94 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 3 of 10
General Council Meeting Notice & Agenda 15 December 2020 c) Council’s Travel Officer is responsible for: not commencing any travel arrangements or bookings prior to receiving a completed and approved Travel Request Form; identifying ‘best deals’ and negotiating special rates with Council’s preferred travel providers; providing advice to employees in relation to travel services, policies, procedures and conditions of travel; coordinating all travel requests to ensure bookings are made in a timely manner and that all requests are processed in accordance with Council’s policy; maintaining information on such travel related issues as accommodation, airfares, car hire and other related costs for the purpose of reporting to the CEO as required; and collection of personal information in order to process employee travel requests – this information will only be used by authorised Council officers and the travel provider for travel related purposes. Employees should seek advice from the Travel Officer if they have any queries relating to travel. 3.8 Preferred Travel Provider Council may use a preferred travel provider. The company may be used to process travel requests, negotiate discount air and accommodation rates and provide assistance to travellers on travel related matters. The Travel Officer will consider the best value for money option when processing all travel requests. This may include arranging travel bookings directly with suppliers or using a third party supplier to ensure the best possible rate is secured. Employees shall not negotiate travel rates directly with travel suppliers. All such requests must be processed through the Travel Officer. 3.9 Approval to Travel Employees cannot approve their own travel or expenditure. Travel is to be endorsed as relevant and necessary by the appropriate Department Director and may only be approved by the Approving Officer as set out in Section 3.4. Where travel is necessary to attend an event such as training, a conference or other development activity, travel requests are to be accompanied by an endorsed and approved Training and Development Application Form. International Health and Safety Where considered necessary, travellers should seek personal medical advice before undertaking international travel. Vaccinations may be necessary for some destinations. The traveller may seek reimbursement for the cost of vaccinations by completing an Out of Pocket Expenses Claim Form and attaching a receipt. All claims must be approved by the employee's approving officer. Further advice on health and safety, including country specific advice, is available from DFAT at their website: www.smartraveller.gov.au. Prior to leaving Australia, travellers are to register the details of their official international travel with DFAT at www.smartraveller.gov.au. 3.10 Approval to Attend Events a) Events Within Australia - An employee’s attendance at events within Australia requires approval from the delegated officer. b) Events Outside Australia - Except where prior Council approval is received, delegation to approve requests to attend international events rests with the Mayor. c) Number of Travellers Permitted - The Endorsing or Approving Officer may, at their discretion limit the attendance at an event to a maximum of one (1) employee where travel or accommodation is required.
Page 95 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 4 of 10
General Council Meeting Notice & Agenda 15 December 2020 3.11 Travel by Non-Council Personnel Non-Council employees (e.g. individual consultants or contractors) may be required to travel on Council related business. The delegate will decide the question of funding such travel. Allowances are limited to those provided for under this policy. Alternatively, a contracted entity’s personnel may be required to travel on Council business in the course of their contract. In these cases travel and allowances will be made as per the provisions of the contract. 3.12 Processing of Travel Requests A completed and approved Travel Request Form, accompanied by the following where applicable must be received before a booking is processed: Written proof of appropriate approvals as defined in these Standards Training and Development Application Form Conference documentation and registration details Verbal or email notification of intention to travel is not considered a valid approval and will not be acted upon. Except in genuine emergencies the Travel Officer shall process all travel and accommodation arrangements, including associated registrations. Unless specifically requested to the contrary, the Travel Officer through the preferred travel provider will arrange bookings that best fit the preferred options and are most advantageous to Council. All itineraries will be confirmed with the traveller prior to bookings being confirmed. No alterations will be accepted after confirmation of bookings, except under extenuating circumstances and at the written instruction of the relevant Approving Officer. This instruction may be issued via email. 3.13 Air Travel Council’s Travel Officer is required to source the “best fare” available at the time of booking. Travellers should be aware that flight costs vary depending on flight time, destinations, connecting flights and airlines. Council’s policy is to take advantage of the lowest priced airfares giving consideration to the traveller’s departure and/or arrival needs and the length of journey (referring to direct or connecting flights). Therefore, the flight requested may not always be offered when the traveller is asked to confirm the booking. Electronic ticketing (ETicket) will be used for airline tickets where available. Notwithstanding the class of travel specified below, nothing in this policy will prevent travellers from upgrading to a higher class of travel providing the upgrade is at no additional cost to Council. 3.14 Class of Travel The standard of air travel for domestic flights shall be Economy Class. The standard of air travel for international flights shall be economy class however the CEO is authorised to approve a higher standard based on the merits of each request. Where long journeys are required, and where possible, the traveller will be provided with sufficient recovery time prior to attendance at an event. 3.15 Flexible Tickets Where flexibility is required for return times or connecting flights, a suitably flexible ticket may be purchased with the authorisation from the Approving Officer. 3.16 Accommodation a) Accommodation Expenses Wherever practical to do so, Council will book and pre-pay all accommodation and meals (if included in the accommodation package) before departure.
Page 96 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 5 of 10
General Council Meeting Notice & Agenda 15 December 2020 Council will not prepay any other charges against the room except for accommodation and taxes where applicable. All expenses incurred at the accommodation venue (other than accommodation and included meals) must be settled at the time of departure. It is the traveller’s responsibility to seek reimbursement of legitimate business expenses upon return as allowed by this policy. Reimbursement will not be approved without original receipts (refer to Section 14.7.1). b) Accommodation Location In determining accommodation locations and standards for all travellers, every effort will be made to minimise the total cost associated with attendance at the event. Council recognises that conference accommodation packages are not always the most economical option. Council’s Travel Officer will ensure that they source the most favourable rates with hotels. Those offering Government rates may also offer a better alternative to conference packages. When practical and available, accommodation will be arranged as near as possible to the event venue. In all instances, final accommodation arrangements will be determined taking into account the cost, location, value for money, convenience, with traveller safety being the primary objective. c) Local Events Accommodation and Expense Allowances will not be paid for local events such as training, meetings, seminars or conferences held within the Paroo or neighbouring Shires, where it is reasonable to expect the employee to travel to and from the event on the day of the event. The CEO may approve such costs giving consideration to the home location and participation requirements of the traveller. d) International Accommodation Accommodation meeting the general standards applicable for domestic travel will apply with accommodation bookings to ensure suitability of location and standard with regards to traveller safety and international protocols. Prepayment of all accommodation is preferred however it is acknowledged that some countries do not permit this. In such cases, a daily travel allowance may be approved by the CEO to offset accommodation costs. 3.17 Use of Private Motor Vehicle Where an employee chooses not to use Council provided or arranged travel to attend a conference or course, the employee is responsible for meeting all consequential travel and accommodation expenses except where approved by the CEO. Examples of exceptions to this policy may include medical conditions preventing the traveller from flying. 3.18 Travel Expenses a) Hire Cars - The CEO must approve use of hire cars under this policy. b) Taxis - Cabcharge vouchers are available from the Travel Officer. Travellers are encouraged to use this facility as an alternative to seeking reimbursement for taxi costs. Any unused vouchers must be returned to Council’s Travel Officer immediately upon return to Council. Liability for any misuse or loss of vouchers rests with the traveller or business unit Cabcharge must only be used to attend official Council functions. Incidental travel while attending an event must be met by the traveller. c) International Travel A travel allowance may be paid in advance. This allowance will be set with reference to Taxation Rulings issued by the ATO for reasonable allowance amounts for meals and incidentals for all international travel and will be paid prior to travel commencing, where time permits.(Please refer to the Taxation Determination for the relevant financial year). The applicable “reasonable amount by cost groups” pursuant to this Taxation Determination shall be the lower salary range.
Page 97 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 6 of 10
General Council Meeting Notice & Agenda 15 December 2020 Council will reimburse reasonable business related expenses including the cost of visas, travellers cheque fees and currency conversion however acquiring these items is the responsibility of the traveller. Council’s contracted travel provider may provide these services from time to time. If required, and with the approval of the CEO, a Corporate Purchase Card (CPC) may be issued to the traveller in accordance with Section 3.26 below. 3.19 Other Eligible Expenses a) General Parking Fees Council will reimburse the cost of parking fees incurred in order to attend an event. Supporting receipts are required for reimbursement. The use of long term airport parking arrangements should be approved by the approving officer at the time of the request and shall be reimbursed upon presentation of receipts. Airport parking facilities shall only be used where it is economical to do so and after all other reasonable methods of transport to and from the airport have been considered. Approved claims for reimbursement shall be presented to Payroll via the Out of Pocket Expense Claim Form with a copy sent to the Travel Officer for processing. b) In-room Internet Connection for Business Purposes Where in-room internet connection is required for undertaking Council business, reasonable connection costs may be claimed on completion of travel. c) Phone Calls and Mobile Data Usage The requirements of the ICT Resource Usage Policy relating to domestic and overseas usage and costs, continues to apply as normal whilst on Council approved travel. For further information please refer to the ICT Resource Usage Policy. d) Hospitality Expenses Council recognises that in some circumstances it is appropriate to show appreciation towards hosts as a matter of courtesy. Consideration will be given to genuine entertainment applicable to Council activities. For example, protocols may suggest a host/ess gift may be appropriate in some circumstances, or a meal allowance limit may be exceeded at a particular venue where no reasonable alternative is available. Prior approval must be sought from the CEO where there is a likelihood of incurring official hospitality expenses. Employees must ensure that hospitality expenses are recorded and that their claim for expenses contains: the circumstances; the form of hospitality (breakfast, lunch, dinner or gift, whichever applies) gift the cost; the location; a list of attendees; approval by the appropriate approving officer; and original receipts and detailed description of expenses. Foreign language receipts must be appropriately explained/translated. Travel diaries may assist in this requirement. 3.20 Non-Allowable Expenses a) Personal Costs All costs considered to be personal in nature and unrelated to the performance of the traveller’s responsibilities while travelling will not be considered. These include but are not limited to, alcohol, babysitting fees, kennel fees, airline club fees, toiletries, barber or hair stylist, traffic infringements, in flight and in house movies, tourism related costs, mini bar purchases, personal telephone, social events, or other expenses reasonably considered to be personal/non-business related expenses.
Page 98 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 7 of 10
General Council Meeting Notice & Agenda 15 December 2020 b) Part Day Travel As per Section 3.16 c), where travel does not require overnight accommodation, the traveller will not be entitled to reimbursement for the cost of meals, expenses and/or incidentals unless approved by the CEO. 3.21 Acquittal of Travel Expenses Acquittal of travel allowances is not required; however it is essential that travellers keep a travel diary detailing all business activities and associated expenses. They should also familiarise themselves with the Australian Taxation Office’s “Taxation Determination” as it relates to reasonable travel and meal allowance expense amounts, especially for international travel (refer to Section 3.18 c). 3.22 Travel Expense Reimbursement a) Meal Allowances and Incidentals Council will reimburse the following at the rate set by the Australian Taxation Office (ATO) for the financial year in which the travel takes place. • Breakfast • Lunch • Dinner • Incidentals Information relating to current Travel Allowances can be found on the ATO Website. Reimbursements will be paid into the traveller’s nominated bank account in the pay period immediately following the acquittal of expenditure. Reimbursement of travel related meals and incidentals expenditure will be calculated taking into account any meals included in the event registration or provided in the travel package. Where a conference dinner or meal (including breakfast or lunch) is included in the registration, the respective allowance for that meal will be deducted from the total daily allowance. If the traveller chooses not to attend a provided dinner/meal, then the full cost of the alternate meal shall be at the traveller’s expense. Breakfast allowance is payable on the first day of travel only if the traveller is required to depart home prior to 6am. Dinner allowance is payable on the last day of travel only if the traveller returns home after 6.30pm. Prior night’s accommodation shall only be approved where transport to the event on the day of commencement is not practical. Incidentals will be paid for each full day the traveller is required to be away from home. This allowance will include such items as, laundry/dry cleaning, newspapers, phone calls, bus fares, stationery and other similar incidental travel related expenses not specifically covered in this policy. Example: The following is an example of how this allowance will be calculated: An employee travels to Brisbane for a two-day conference commencing Monday morning and finishing Tuesday afternoon. Travel to Brisbane on Monday morning is considered impractical. The employee chooses to leave on Saturday (rather than on Sunday afternoon) and returns on Tuesday night. The conference registration includes dinner on Monday night and lunches for both conference days but no breakfasts. Travel home on Tuesday is on an afternoon flight arriving home before 6.30pm. The traveller is required to pay for accommodation on Saturday night and the following allowances will be pre-paid: Sunday night dinner Monday Incidentals Monday Breakfast Tuesday Breakfast
Page 99 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 8 of 10
General Council Meeting Notice & Agenda 15 December 2020 3.23 Expense Reimbursement Process Council will reimburse travel and accommodation expenses at the completion of travel. Legitimate business expenses not covered by the daily allowance may be reimbursed under authorisation CEO but are not guaranteed. All applications for reimbursement must be made on the Expense Reimbursement Form and accompanied by detailed supporting documentation, receipts, etc. for each item. All approved staff reimbursements must be submitted to the Travel / Payroll Officer for processing and will be reimbursed through the payroll system. Reimbursement will not be made without presentation of original receipts. Statutory Declarations will not be accepted in any circumstances. 3.24 Miscellaneous a) Interview Travel Arrangements Flight and accommodation arrangements for interview candidates will only be made with the approval of the CEO and upon receipt of a written request to Council’s Travel Officer. Overnight accommodation should only be requested when the candidate is required to travel in excess of four hours from their residence or where a same day return flight is not available or suitable. The standard of air travel will be economy class. b) Accompanying Partners/Personal Travel Arrangements All conference social or partners programs must be arranged and paid by the traveller. Personal arrangements may be booked through Council’s contracted supplier if desired. The supplier will invoice the traveller prior to departure. Council will not pay for any private travel expenses. c) Private Travel The Travel Officer will not arrange private travel for travellers. 3.25 Reporting Requirements The Endorsing Officer is responsible to ensure the traveller submits a report on return from any event, conference or course providing details of the course and the benefits of the course in the performance of the traveller’s role in Council. 3.26 Corporate Purchase Cards (CPC) A CPC may be made available for travellers to meet travel expenses. CPCs will be issued with the approval of the CEO. The CPC should only be used for extraordinary business expenses directly related to the traveller’s attendance at the event. Examples of extraordinary costs are accommodation (where Council’s prepayment is not acknowledged or honoured by the hotel), missed flights (where contact with Council’s Travel Officer is not possible) or where specific instruction is received from the CEO to use the card to meet business related expenses. Personal expenses, including those covered by the daily allowance must not be charged to the card, e.g. meals, incidentals, gifts, clothing, tourism or other similar cost or emergency personal expenses. All expenses must be recorded and receipts produced to reconcile all CPC expenditure. Foreign language receipts must be appropriately explained/translated. All CPCs are issued under the Corporate Purchase Card Governance Procedures with exemptions granted by the CEO for travel related expenditure.
Page 100 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 9 of 10
General Council Meeting Notice & Agenda 15 December 2020 4 Breach of Policy A breach of this policy may result in a range of disciplinary actions from removal of the opportunity to attend future events to up to and including termination.
5 Definitions Event All activites undertaken by the traveller including training, site visits, tours, seminars, conferences and/or meetings attended by an employee or Councillor for professional development or other business related activities. Treveller The employee travelling Unless otherwise, the word employee includes permanent, contracted and temporary employees.
6 Relevant Links Local Government Regulation 2012 Taxation Rulings issued by the Australian Taxation Office Code of Conduct for Employees Staff Training and Development Policy Procurement Policy
Endorsed Date: / / Name: Cassandra White Title: Chief Executive Officer, Paroo Shire Council
Signature:
Version Control
Date Version Meeting Resolution Amendments / Comments DD/MM/YYYY 1.0 MXX / XX
Page 101 of 168
Paroo Shire Council Policy – GP-XXX – Corporate Travel and Expenses Policy – XX/XX/XXXX Page 10 of 10
General Council Meeting Notice & Agenda 15 December 2020
Paroo Shire Council
Council Policy Policy Name: Staff Training And Development Policy Policy Number: HRP-0XX Version: 1.0 Please note that once printed, this is no longer a controlled document. All care should be taken to ensure that you are operating from the current version. Commencement and This policy will commence from XX/XX/XXXX and will be Review: reviewed 2 years from the commencement date. Document Owner: HR Manager Approval Date: XX/XX/XXXX Meeting Resolution: MXX/XXX
1. Statement of Intent The intent of the Paroo Shire Council (Council) Staff Training and Development Policy is to confirm Councils commitment to staff development. Council recognises that staff development is an important part of the working life of each staff member and is associated with the development needs of the individual and teams and the achievement of Councils overall strategic plan.
This Policy sets out what may be offered in terms of support from the Council and what is expected from employees.
2. Commencement and Review of Policy This Policy will commence from XX/XX/XXXX. It replaces all other Staff Training and Development Policies (Whether written or not). This Policy will be reviewed annually from the commencement date or earlier if deemed necessary through changes to legislation or business practice. Minor amendments that do not impact upon the intent of the Policy may be made in consultation with and approved by the Chief Executive Officer (CEO).
3. Application of Policy This policy applies to all employees of Paroo Shire Council. It does not form part of any employees contract of employment.
4. Council Staff Training and Development Policy
4.1. Councils Commitment to Training and Development Paroo Shire Council is committed to achieving its corporate and operational goals, facilitating and encouraging the continued training and development of its employees, to the benefit of employees and Council alike. The objectives of Councils Training and
Page 102 of 168 General Council Meeting Notice & Agenda 15 December 2020
Development program include greater employee knowledge, productivity and job satisfaction, and a more flexible and responsive workforce, through increased job knowledge and skills awareness. Council recognises that training, learning and development is a continual and progressive process, and that new opportunities and methods must constantly be sought to ensure that Council is offering the most efficient and applicable training, learning and development program.
4.2. Participation Staff development at Council may include a range of developmental and skill building activities. Employees may participate in a combination of internal, external and on-the-job training as deemed appropriate to their role, within the allocated budget and at the discretion of the Chief Executive Officer. Individual staff training and development needs should be discussed during the performance review process. The review process is designed to: • encourage constructive dialogue between staff members and their supervisors; • enhance the staff members professional development; • clarify job responsibilities and performance goals/expectations; • establish appropriate development and performance objectives; • help staff identify a possible career path for themselves; • identify ways in which Councils organisational structure and/or operations may enable individuals to improve their performance; • ensure that information on job performance and achievements is recorded in each staff members employment history; and • provide a basis for decisions on remuneration.
4.3. Eligibility It is important to note that a Training Application Form must be completed, endorsed by the appropriate Department Director and approved by the CEO prior to registering or attendance at the course. Eligibility for discretionary training applies only to ongoing appointments and following completion of satisfactory three (3) month probationary period. Contractors, Casuals and Fixed Term Employees are ineligible to attend discretionary training courses unless otherwise approved by the CEO.
4.4. Selection of Staff to Undertake Training Selection of participants to receive training is to be based on merit and the needs of the employee as identified and agreed in the employees Annual Performance Review or as an outcome of workplace assessment of competency. The selection process will also take into consideration the capacity of the workplace to schedule and arrange the release of selected employees.
4.5. Prioritisation of Training Whilst acknowledging that not all identified training needs will be able to be met within the duration of one financial year, wherever possible, available financial and related training resources will be allocated in the following priority: a) Training necessary for Council to comply with current and future legislative requirements; b) Training necessary to assist the employee in doing their current job to the standards required; and/or
Page 103 of 168 General Council Meeting Notice & Agenda 15 December 2020
c) Training necessary to assist the employees career path development. Notwithstanding the above, resources may be re-allocated to meet WHS and other statutory training which may result from legislative or technological change.
4.6. General Requirements a) Uniform Where possible, Council employees are to wear Councils approved Corporate or Field uniform and name badge while attending approved training and development activities. In the case that it is not appropriate for the training attendee to wear Councils approved uniform, employees should wear suitable, smart and tidy dress. b) Conduct Council expects of all employees, the highest standards of behaviour whilst taking part in approved training and development activities, including through: • Abiding by Councils Code of Conduct and other Council policies • Upholding Councils professional and corporate image
4.7. Training Expenses a) Council is only liable for training and associated expenses where the training has been approved by the CEO or Delegated Officer. b) Council representatives are expected to refrain from unreasonable expenditure when undertaking, and travelling for, training relevant to their official duties with Council. Council representatives must remember their obligations under the Local Government Act 2009 and Public Sector Ethics Act 1994 and refrain from spending public funds in a manner contrary to the public interest. c) Wages and plant charges are NOT to be costed to the Training Budget for the hours during which training occurs; these are to be costed to the salaries and/or plant budgets for each department or business unit. d) Council will pay all relevant associated costs for the approved training such as: • Short Courses - Council will cover the cost of registration and booking fees for approved training. • Tertiary or Other Study – Council will reimburse course fees upon successful completion of the course or module. • Study Leave/Time – Study during work hours may be approved to for the duration of the course/module or to complete assessments related to other courses. • Periods of study during work hours are to be capped at a maximum of 2 x 2 hour periods per week. • Should a course require the employee to participate in an exam, this should be discussed with the Department Director who may approve an extended period to accommodate the exam. • Travel - Council will cover the cost of travel to, and from, approved training as per Councils Travel and Accommodation Policy. • Accommodation and Meals - Council may reimburse the reasonable cost of accommodation and meals as per Councils Travel and Accommodation Policy. e) Council will not pay for resources such as text books. These are to be purchased at the employees expense.
Page 104 of 168 General Council Meeting Notice & Agenda 15 December 2020
4.8. Failure to Attend a) Except for extenuating circumstances notified in advance, Council employees who fail to attend a scheduled training and development activity will be required to reimburse Council any recoverable costs incurred as a result of non-attendance. This may be done by way of payroll deductions negotiated with the CEO. b) In the case that the employee was requested by the Department Director or Chief Executive Officer to not attend the training due to high work loads or any other reason, the unrecoverable costs incurred as a result of non-attendance shall be paid for by the appropriate Departments operational budget. This includes costs relating to travel, accommodation, meals, event registration, materials etc.
4.9. Other Training and Development Mechanisms In addition to training opportunities, Council encourages the development of employees and may, at the discretion of the CEO, provide financial assistance for professional association membership. This is designed to expose employees to networking opportunities and industry information. Council supports employees undertaking an approved course of study (generally tertiary or vocational) by offering paid leave, and partial or full reimbursement of costs, as appropriate at the discretion of the CEO.
4.10. Records and Documentation Training information must be captured in accordance with Councils Records Management Practices. All enrolment and authorisation forms must be completed prior to enrolment into any training.
4.11. Roles and Responsibilities The development of employees is a responsibility shared between individual employees and Council. A shared commitment to learning and development is critical to ensure we meet our strategic objectives and foster a culture of career development for our employees. a) Managers/supervisors are responsible for: • Identifying the learning and development needs of employees • Demonstrating an ongoing commitment to supporting employees’ learning and development • Providing resource solutions to allow employees to attend programs • Frequently reviewing and discussing employees’ learning and development progress • Ensuring employees meet statutory and certification requirements • Reviewing competencies on a continual basis • Timely completion of application forms b) Employees are responsible for: • Taking an active interest in assisting Managers in identifying their learning and development needs • Actively participating in allocated training and development programs • Contributing to the development of other employees by using and sharing the knowledge and skills gained from training and development activities • Within one (1) month of return from Discretionary Training, the employee/s is/are to present a 5/10 minute presentation to Council Executive and all other relevant colleagues covering the following points:
Page 105 of 168 General Council Meeting Notice & Agenda 15 December 2020
• Type of training attended • Who presented the training • What topics the training covered • The benefits to the staff member • The benefits to colleagues and Council • The benefits to the community Section 13 of the Local Government Act 2009 details responsibilities of local government employees, with section 13(2)(f) specifying “improving all aspects of the employees work performance” as one responsibility. This can be achieved through active participation in staff training and development opportunities
4.12. Return of Service Council expects by providing training and financial support to employees; where a position is available, return of service is provided equal to the period of time it has taken the employee to complete the training. Should this aspect not be upheld by the employee, the employee may be required to reimburse Council for costs contributed toward the training for the individual. Should the employee depart before the completion of the degree, all fees and financial support may be recoverable from Council. Tertiary studies financially supported by Council will required equal return service or 75% of the total fees repaid to Council if the employee leaves within 18 months of completion date., 50% where the employee leaves within 2.5 years, 25% where the employee leaves within 3.5 years.
5. Definitions General Training Training needs which are common across Council and cannot be properly satisfied by way of on-the-job training e.g. confined space, first aid, manual handling, traffic control, EEO, chainsaw operation, written/verbal communication skills and conflict resolution. Mandatory Training Is training that Council deems to be a necessary requirement of employment. Mandatory training may have to satisfy statutory or Council determined requirements e.g. induction, WH&S, plant induction, apprenticeship/cadetship/traineeship, retraining due to changed working conditions. It also includes training required by legislation and/or training deemed to be mandatory by Council or Funding Bodies. Discretionary Training Is training additional to mandatory training that is not required by Council to meet legislative or operational performance needs and/or standards.
6. Breach of Policy A breach of this policy may result in staff not receiving adequate development opportunities further resulting in Council not providing a suitable level of service to the community.
7. Relevant Links • Local Government Act 2009. • Annual Performance Review documentation • Position Description • Staff Code of Conduct • Procurement Policy • Travel and Expenses Policy
Page 106 of 168 General Council Meeting Notice & Agenda 15 December 2020
Endorsed Date: / / Name: Cassandra White Title: Chief Executive Officer, Paroo Shire Council
Signature:
Version Control
Date Version Meeting Resolution Amendments / Comments DD/MM/YYYY 1.0 MXX / XX New Policy
Page 107 of 168 General Council Meeting Notice & Agenda 15 December 2020
Paroo Shire Council
Council Policy Policy Name: Cash (and other Monies) Handling Policy Number: FP-XXX Version: 1.0 Commencement and This policy will commence from DD/MM/YYYY and will be Review: reviewed 2 years from the commencement date. Document Owner: Chief Finance Officer Approval Date: DD/MM/YYYY Meeting Resolution: MXX/XXX
1 Statement of Intent The intent of the Paroo Shire Council (Council) Cash (and other Monies) Handling Policy is to provide a framework for the handling and security of cash and other monies to ensure that Council fulfills its financial obligations and service delivery.
2 Commencement and Review of Policy This Policy will commence from DD/MM/YYYY. It replaces all other Cash (and other Monies) Handling Policies (Whether written or not). This Policy will be reviewed 2 years from the commencement date or earlier if deemed necessary through changes to legislation or business practice. Minor amendments that do not impact upon the intent of the Policy may be made in consultation with and approved by the Chief Executive Officer (CEO).
3 Application of Policy 3.1 Purpose This policy will provide a framework and processes for the handling and security of cash and other monies. 3.2 Policy Statement The Paroo Shire Council will: a) ensure all amounts due to and receipted by Council are collected and deposited to Council's bank account on a regular and timely basis; b) ensure consistency in cash handling procedures and standards across all Council sites and services; c) establish and maintain a framework of accountability ensuring the security and flow of cash and other monies through Council; and d) ensure correct use and reconciliation of all monies and floats.
Page 108 of 168 General Council Meeting Notice & Agenda 15 December 2020
3.3 Scope This Policy applies to employees, volunteers, agents and contractors (including temporary contractors) of Council, collectively referred to in this Policy as 'workplace participants', involved with the handling of cash and other monies at designated sites.
For the purpose of this policy and unless otherwise specified, the term “Cash” extends to all forms of currency, including cheque, credit card and EFTPOS payments. 3.4 Key Principles a) Principles of Cash Handling 1. Council will provide a working environment that protects the welfare of Council personnel and safeguards all cash and merchandise at designated sites. 2. All cash must be kept secure in a locked drawer, container or safe and is not to be left unattended. 3. Borrowing or taking cash from a float or till for personal use or benefit is prohibited. 4. Where cash floats are given to or taken over by relieving staff, the staff given the float or taking control of the cash need to count these floats along with the designated officer in charge of that cash. 5. Only Council monies may be stored in Paroo Shire Council's safe keeping devices. 6. An official Paroo Shire Council receipt must be issued for all monies received at the designated sites within 24 hours or next working day of receipt from the customer. 7. All cash received at Council’s Administration offices must be banked on the next banking day, unless prior arrangements are made with the Chief Finance Officer. 8. Managers responsible for designated sites must maintain current documentation of all cash handling procedures and processes, including: • Security and safe measures for transporting cash to Paroo Shire Council Administration office; and • Records of monies taken, receipted and reconciled. b) Transporting Cash to another Location In circumstances where staff may be required to transport cash from one destination to another, the following practices are likely to reduce the opportunity for crime when transporting cash; 1. For cash amounts over $10,000 request assistance of Police to accompany staff; 2. Assign more than one person to the task and/or rotate the task so that it is not always done by the same person(s); 3. Do not advertise the fact that you are carrying cash (eg do not carry a marked bag); 4. Do not talk publicly about cash movements; and 5. Do not establish a routine for cash movements - vary both the time and route where possible c) Discrepancies (“Overs and Unders”) 1. Paroo Shire Council acknowledges that minor discrepancies in cash takings occur from time to time when taking huge volumes of cash. All discrepancies regardless whether that discrepancy is a surplus or shortage must be recorded on the cashier's worksheet. Discrepancies must be accompanied by a written explanation by the cashier responsible for that shortage or surplus. Surplus cash held at any site should be deposited into Paroo Shire Council's bank account.
Page 109 of 168 General Council Meeting Notice & Agenda 15 December 2020
2. Staff working in the Cunnamulla Fella Visitor Centre, an area with high volume of cash transactions, must familiarise themselves with the Cash Management Plan and procedures contained in the Visitor Centre Procedures Manual. d) Reporting Missing or Stolen Money 1. The Local Government Regulation 2012 states;
"307A Reporting missing local government property (1) This section applies if- (a) a local government becomes aware that property of, or received by, the local government is missing; and (b) the property has a total value of $1000 or more. (2) The local government must immediately give written notice to the auditor-general. (3) Also, if the local government suspects the property may have been stolen, the local government must immediately give written notice to a police officer. "
2. Regardless of the amount, missing or stolen money must be reported to the Chief Finance Officer and Chief Executive Officer. The report is to be provided in writing, taking into account the measures undertaken internally to try and find any missing money. All stolen money must be reported to the police.
3. Should a staff member identify or suspect that money has been stolen or is missing, or is aware of suspicious activity they must advise their supervisor.
4. Should the missing money be the result of a robbery, immediately provide a written detailed account of the events to the Chief Executive Officer and Chief Finance Officer.
5. The Chief executive Officer or Chief Finance Officer may direct staff to investigate the event to ensure all procedures have been followed and take appropriate action.
6. Notwithstanding Section 307A of the Local Government Regulation 2012 all avenues and possibilities to find the missing money by way of miscounts and book errors must be undertaken and exhausted before reporting the missing money. All money which cannot be accounted for and is still missing after a period of two months must be reported to the police as a possible theft.
4 Breach of Policy A breach of this policy may result in disciplinary action which may include, but is not limited to termination or criminal charges.
5 Definitions Cash Includes all petty cash, manual and electronic means of payment (cash, cheque, eftpos and credit card), floats (including those for community events). banking preparation and reconciliation Banking All cash preparation and reconciliation for depositing in to Paroo Shire Council's bank account Designated Paroo Shire Council sites involved in cash handling, merchandise Sites/activities sales and service provision. These include but are not limited to; • Paroo Shire Council Administration Office • Paroo Shire Council Library Facilities • Cunnamulla Fella Visitor Centre
Page 110 of 168 General Council Meeting Notice & Agenda 15 December 2020
• Paroo Shire Council Depot/Stores • Cunnamulla Fella Festival • Cunnamulla Airport • Cunnamulla Pool • Community Events Receipt issue of Paroo Shire Council official receipt to customer upon receipt of cash at designated sites
6 Relevant Links • Insert any associated Legislation • Insert any associated Council Policies • Insert any associated CEO Directives • Insert any associated Forms
Endorsed Date: / / Name: Insert Name Title: Chief Executive Officer, Paroo Shire Council
Signature:
Version Control
Date Version Meeting Resolution Amendments / Comments DD/MM/YYYY X.X MXX / XX
Page 111 of 168 General Council Meeting Notice & Agenda 15 December 2020
Paroo Shire Council
Council Policy Policy Name: Motor Vehicle Policy Number: GP-061 Version: 1.0 Commencement and This policy will commence from DD/12/2020 and will be Review: reviewed 2 years from the commencement date. Document Owner: Insert Position Title (not name) Approval Date: DD/12/2020 Meeting Resolution: M20/XXX
1 Statement of Intent The intent of the Paroo Shire Council (Council) Motor Vehicle Policy is to provide executive guidance on the use of vehicles within Council and details how vehicles are to be considered when included in remuneration packages.
2 Commencement and Review of Policy This Policy will commence from DD/12/2020. It replaces all other Motor Vehicle Policies (Whether written or not). This Policy will be reviewed 2 years from the commencement date or earlier if deemed necessary through changes to legislation or business practice. Minor amendments that do not impact upon the intent of the Policy may be made in consultation with and approved by the Chief Executive Officer (CEO).
3 Application of Policy 3.1 Purpose This policy provides clarity and consistency in relation to the provision of vehicles for staff use. This policy also sets the key parameters for the provision of a vehicle to members of the Executive Team, managers and other eligible employees where approved as part of their conditions of employment.
3.2 Policy Statement Council will, through the procurement, allocation and appropriate use, maintenance and care of fit-for-purpose motor vehicles: • promote operational capability and efficiency within council • optimise the capital and operational cost of vehicles to council • provide a vehicle selection which recognises various levels of responsibility • promote the attraction and retention of staff • achieve consistency in the provision of vehicles
Page 112 of 168 General Council Meeting Notice & Agenda 15 December 2020
3.3 Scope This policy applies to Council staff, contractors, volunteers or any other party that has been allocated a Council vehicle.
3.4 Key Principles 3.4.1 General The Chief Executive Officer, executives and other eligible employees may be provided with a vehicle for official and private use as part of their terms and conditions of employment. Other employees may be provided with a vehicle for operational purposes where the CEO approves the provision of a vehicle. The vehicle options available to the CEO, executives and other approved employees: a) are subject to individual contract arrangements; b) will be in line with Councils standard fleet options; and c) shall be suitable to the area that it will be located/operated in (fit-for-purpose). The CEO may suspend or cancel any Motor Vehicle Agreement at his/her discretion regardless of the contractual arrangements without monetary compensation
3.5 Categories of Vehicle Allocation There are three categories of vehicle allocation: a) Full Private Use (FPU) – extends to the CEO and Executives only b) Restricted Private Use (RPU) – extends to approved employees c) Commuter (CU) – extends to approved employees 3.5.1 Full Private Use Vehicles under this category are required primarily and specifically for operational or business activities of Council. The availability of this category of vehicle for full private use is secondary to the above requirement and must also provide a quantifiable benefit to Council. It is at the sole discretion of the CEO if this benefit is offered to an employee as part of the employee’s terms and conditions of employment. Vehicles under this category are considered part of the ‘car pool’ and are available for use by all staff. The benefit provides for a fully maintained, comprehensively insured and registered vehicle including fuel, for use at the discretion of the responsible officer, subject to the contents of this policy and employment contract provisions (if applicable). Corporate logos are to be applied to both front doors of the vehicle at all times. Private use is not available during periods of unpaid leave. Private use of vehicles during periods of paid leave greater than 5 weeks per financial year must be authorised by the CEO. 3.5.2 Restricted Private Use Vehicles under this category are required primarily and specifically for operational or business activities of Council, are considered part of the ‘car pool’ and are available for use by all staff. The availability of this category of vehicle for restricted private use is secondary to the above requirement and must also provide a quantifiable benefit to Council. It is at the sole discretion of the CEO if this benefit is offered to an employee as part of the employees terms and conditions of employment. The benefit provides for a marked, fully maintained, comprehensively insured and registered vehicle including fuel, for use at the discretion of the responsible officer,
Page 113 of 168 General Council Meeting Notice & Agenda 15 December 2020
subject to the contents of this policy and employment contract provisions (if applicable). The private use of the allocated vehicle is generally restricted to within the shire boundary but the CEO has the discretion to approve variations for specific positions. Private use is not available during periods of paid or unpaid leave. 3.5.3 Commuter Use Vehicles under this category are required primarily and specifically for operational or business activities of Council. The availability of this category of vehicle for commuting home to work is secondary to the above requirement and must also provide a quantifiable benefit to Council. The benefit provides for a marked, fully maintained, comprehensively insured and registered vehicle for the specific business use of the responsible officer, subject to the contents of this policy. The vehicle is to be used for work purposes only and for travel between home and the worksite/workplace using the most direct route to be negotiated on a case by case basis, subject to the approval of the CEO. The provision of a Commuter Use vehicle may be withdrawn at any time by the CEO without monetary compensation.
Commuter Use does not include: a) Transportation of family members or members of the public, unless for work related purposes; b) Transportation of other employees to and from work unless they live on a direct route to work or meet the driver at the premises where the vehicle is garaged; c) Visits to private or non-work related locations other than isolated instances such as stopping at a shop on the way home via the direct route; or d) Use of the vehicle during work breaks for private purposes. Commuter related use does not form in any part, a cash payment of Total Remuneration Package. Employees approved for Commuter Use may not nominate other drivers to use the vehicle for commuting purposes other than in instances where the vehicle is required to attend to Council business such as an after-hours callout and the responsible officer is unavailable to attend. The vehicle will be made available to all other employees during business hours and must be returned to the workplace in all instances of leave. Commuter use is capped at 3000kms per financial year and responsible officers must keep a daily log book.
3.6 Motor Vehicle Agreement Responsible officers shall enter into a Motor Vehicle Agreement with the CEO on behalf of Council that ensures compliance with this Policy.
3.7 Vehicle Selection 3.7.1 General Guidelines Council provides services and programs across its area to meet its corporate objectives. The primary purpose of operating vehicles is to facilitate the delivery of corporate objectives. Where necessary, Council will optimise the use of its vehicle fleet whilst ensuring that staff can effectively perform their duties. Risk management principles and the content of the position description are used to determine the operational vehicle requirements for each position. Vehicles are provided on a fit-for-purpose basis. Vehicle selection shall have regard to:
Page 114 of 168 General Council Meeting Notice & Agenda 15 December 2020
• the operational need of Council including being fit for purpose; • due regard to environmental impacts (through CO2 emissions and cradle to grave costs); • ANCAP safety rating; and • whole-of-life cost considerations including price, resale, fuel usage and FBT implications. The whole-of-life valuations undertaken will reflect the true cost to Council of the provision of a vehicle. All vehicles selected must meet the operational needs of Council in the first instance with any personal requirements being a secondary consideration. Like-for-like replacements are not necessarily the norm. Vehicle capabilities, operational needs, business policies and business direction change over time making it necessary to carefully assess the need for any additional or replacement vehicle and their future application. • Restricted Private Use The Director of Infrastructure will review annually the list of approved vehicles in Schedule A - Vehicle Entitlement Guidelines, based on the above criteria. The revised list will require CEO approval prior to it becoming effective. Where a particular type of vehicle (including accessories) is required for operational purposes and it is not listed in Schedule A - Vehicle Entitlement Guidelines for the position, the vehicle is to be selected subject only to the approval of the CEO. Accessories may be fitted to a vehicle where regularly required for operational purposes and a suitable vehicle with the required accessories is not readily or economically available. Under exceptional circumstances, as approved by the CEO, vehicle choice may be upgraded where it is substantiated that there are legitimate occupational health and safety concerns, or issues relating to personal demands that warrant exception. In circumstances relating to personal demands, the responsible officer may be required to fund any additional costs above the relevant benchmark vehicle value by way of pre/post-tax salary sacrifice arrangements. The Director of Infrastructure will provide details of additional funds to be contributed and advise the appropriate officer should this option be taken up to action the necessary terms and conditions of employment change. • Commuter Use Vehicles purchased for commuter use will be commercial vehicles unless the CEO approves otherwise. 3.7.2 Standard Features – All Vehicles Where possible, vehicles will be fitted with the following standard equipment: • Diesel engine • Air conditioning • Minimum ANCAP rating of 4 stars • Tinted windows • Blue tooth phone connectivity • Floor Mats • Mud Flaps • Side Steps • Steel Bullbar (airbag compatible) • UHF radio • Navman GPS satellite tracking
Page 115 of 168 General Council Meeting Notice & Agenda 15 December 2020
• Heavy Duty Towbar • Canvas seat covers 3.7.3 Additional Features – Full/Restricted Private Use Additional features available include: • Automatic transmission • Cruise control – Factory fit only • Spot Lights & LED Light Bar • Quality seat covers • Mobile phone external aerial and car kit 3.7.4 Optional Extras Optional extras, in addition to the standard or additional features listed in 3.7.2 and 3.7.3, are not available without written approval of the CEO. Where optional extras are approved, the responsible officer shall reimburse Council for the initial cost of approved optional extras (including fitting if required). Optional extras remain the property of Council and will be sold with the vehicle with no provision for reimbursement to the responsible officer. Where practical, optional extras will be transferred to a replacement vehicle or otherwise purchased with the replacement vehicle at no cost to the responsible officer. 3.7.5 Allocation of Vehicle Types Vehicles may be reallocated or swapped between staff as authorised by the CEO to ensure the lowest life cycle cost to Council. This is primarily related to lowering the cost of FBT and care will be taken to facilitate this between vehicles of a like value and capability. 3.7.6 Changeover of Vehicles The changeover period for the various types of vehicles is based on lifecycle costing principles and will be generally between 60,000km and 80,000km with the inclusion of a timed replacement period. Case- by-case assessments will also be carried out ensuring lowest possible whole-of-life costing is achieved.
3.8 Responsibilities 3.8.1 Chief Executive Officer (CEO) a) Initially approve, then annually review the positions, as nominated by executives, to which a vehicle entitlement will be applied; b) Consider applications to upgrade vehicles for operational or private demands; c) Approve the replacement of private use vehicles for executives; d) Approve amendments to the list of positions to which a vehicle entitlement will be applied as required; e) Suspension or cancellation of any Motor Vehicle Agreement; f) Authorise Restricted Private Use Motor Vehicle Agreements for other eligible employees as noted in Schedule A - Motor Vehicle Entitlement Guidelines; g) Authorise Commuter Use agreements; h) Authorise private use of vehicles during periods of paid leave greater than 5 weeks per financial year; i) Authorise the replacement of restricted private use vehicles within their group where the vehicle type selected by the responsible officer meets the requirements of Schedule A - Motor Vehicle Entitlement Guidelines; 3.8.2 Executives a) Make recommendation to the CEO on Commuter Use Motor Vehicle Agreements within their department;
Page 116 of 168 General Council Meeting Notice & Agenda 15 December 2020
b) Regularly review the allocation of vehicles for commuter use and recommend to the CEO those positions to which a commuter use vehicle should be offered; c) Make recommendation to the CEO on the selection of commuter use vehicles within their department; d) Recommend to the CEO the termination of any Commuter Use or Restricted Private Use Motor Vehicle Agreement relating to employees within their department; and e) In consultation with the CEO, initially determine and annually review the positions within their department to which a motor vehicle agreement shall apply. 3.8.3 Director of Infrastructure a) Provide and maintain vehicles (as approved within the budget); b) Recommend appropriate vehicles for inclusion in Schedule A - Motor Vehicle Entitlement Guidelines having regard to this policy and provide an updated list for CEO approval annually; c) Provide regular vehicle allocation reports to the Executive Management Team; d) Provide ongoing calculations of historical whole-of-life costs to Council as part of the investment and financing decisions for vehicles; e) Propose reallocation of vehicles to maintain optimal use to the CEO. 3.8.4 Finance Officer a) Calculate the annual FBT payments for and provision of this information to the Payroll Officer for b) payment summary inclusion; c) Provide advice to the CEO with respect to financing arrangements for the fleet i.e. lease/borrow versus buy. 3.8.5 Employees Any employee who is provided with the use of a vehicle as part of their conditions of employment and/or work needs must comply with this policy and any legislation applicable to the provision of the vehicle.
3.9 Conditions of Use The responsible officer, to whom a Council vehicle is provided, including any short-term hire arrangements, must ensure that it is properly cared for. Day-to-day maintenance includes keeping the vehicles exterior and interior in good condition. Vehicles are to be serviced in accordance with appropriate vehicle servicing standards and manufacturers guidelines. Responsible officers may be held responsible for costs incurred for cleaning the vehicle or in repairing damage to or deterioration in the condition of the vehicle that is in excess of reasonable wear and tear. The use of Council’s vehicles during business hours, including use by responsible officers, is to be managed whenever practical to do so through car pool arrangements. Use of Council vehicles after hours by staff other than responsible officers must also be arranged through the relevant car pool unless an approved alternative arrangement exists. The Council vehicle assigned to a responsible officer must not be used: a) for transportation of persons or goods for hire or reward; b) for any unlawful purpose; c) for any purpose of a commercial nature which is not Council related (e.g. a personal business venture); d) to compete in any race, speed test, car rally or competition whatsoever; e) in a manner which may contravene the insurance policy and result in refusal to honour the insurance cover and/or the vehicle manufacturer's warranty. Interpretation regarding implementation of the Motor Vehicle Policy shall be at the sole
Page 117 of 168 General Council Meeting Notice & Agenda 15 December 2020
discretion of the CEO. 3.9.1 Maintenance of Vehicles The responsible officer must ensure that oil, water and tyres are checked regularly (weekly is preferred) and that Workshop Running Sheets are filled in and submitted. The Responsible Officer must fill in Plant Running Sheets and submit them weekly. The exterior and interior of the vehicle must be kept in a clean and reasonable condition. Responsible officers with private or restricted private use should note that Council will not meet the costs of cleaning the interior or exterior of the vehicle except where approved by the CEO in exceptional circumstances. It is the responsibility of the responsible officer to ensure that scheduled servicing is maintained in accordance with manufacturer’s recommendations. The Workshop Supervisor will advise the responsible officer when their vehicle is due for servicing. Service of vehicles must be carried out in accordance with the manufacturer’s service book recommendations. Faults that may occur during the life of a vehicle should be reported to enable arrangements to be made for repair as soon as they are observed by or notified to the responsible officer. The responsible officer may be required to reimburse Council for any costs incurred by Council in cleaning the vehicle or in repairing any damage to, or deterioration in the condition of, the vehicle as a result of the responsible officer's actions, in excess of Council’s reasonable assessment of normal wear and tear and deterioration that would be expected if the vehicle had been used and cared for strictly in accordance with this Policy. 3.9.2 Roadworthiness It is the responsible officer's duty to ensure that the vehicle is maintained in a roadworthy condition and they should inspect the vehicle prior to driving it to ensure that it is in a roadworthy condition, especially the condition of tyres, windscreen and lights. No vehicle is to be driven if there is any doubt as to its roadworthiness. This must be brought to the attention of the Workshop Supervisor immediately. Vehicles shall not be driven in areas where damage may be incurred due to unfavourable ground conditions or where the vehicle may become bogged (wet or dry). Drivers shall exercise particular care and judgement at all times when driving Council vehicles. 3.9.3 Driving Licence Requirements No person is permitted to drive a Council vehicle unless they hold a current driver's licence for the class of vehicle provided, except where authorised tuition to upgrade a licence is being undertaken by a Council employee. Any responsible officer whose licence is cancelled for any reason shall immediately notify their manager/CEO and will automatically forfeit rights for usage of any Council vehicle for at least the period of licence cancellation. The vehicle must be returned to the Director of Infrastructure. Alternative arrangements will be at the discretion of the CEO. Drivers in Council vehicles shall at all times: • Have regard to all road traffic and other relevant regulations including the Transport Operations (Road Use Management – Road Rules) Regulation 1999); • Show consideration for others on the road; and • Set a good example to other road users. 3.9.4 Authorised Drivers In the case of responsible officers with Restricted Private Use or Commuter Use it is not permissible for any other person to drive the vehicle.
Page 118 of 168 General Council Meeting Notice & Agenda 15 December 2020
In the case of responsible officers with Full Private Use, nominated persons in the Motor Vehicle Agreement are permitted to drive the vehicle. The nominated person is restricted to the spouse (including de-facto spouse or partner) and other duly licensed drivers or duly licensed qualifiers. Where the driver is other than the spouse, either the responsible officer or his/her spouse must be present in the vehicle. Notwithstanding the above, the Chief Executive Officer may, where special or extraordinary circumstances exist, authorise the driving of the vehicle by an immediate family member or business associate without the responsible officer or their spouse being present in the vehicle at the time, 3.9.5 Refuelling of Vehicles Full Private Use vehicles will be issued with a fuel card. A number of fuel cards will be available for use when non Full Private Use vehicles are travelling outside of the shire. Vehicles are to be refuelled at a council depot, a mobile fuel tanker, or if using a fuel card at the current preferred suppliers service stations. Accurate vehicle odometer readings must be recorded when refuelling all vehicles and Fuel Issue Sheets must be accurately completed by the responsible officer. Responsible officers with Restricted or Full Private Use may refuel at any time at no cost to the employee, including during periods of approved leave. 3.9.6 Infringements Council will not be liable to pay any fine or costs incurred by the driver of a Council vehicle if that person infringes against road traffic regulations, the local laws of any local government with respect to parking restrictions or any other regulation that relates to the use of vehicles. The obligation for payment of an infringement and costs resides with the person in charge of the vehicle at the time of the infringement. The responsible officer is accountable for determining the driver at the time of the infringement if they were not in charge of the vehicle at that time. If the actual driver cannot be determined, the responsible officer will be held liable for the penalties and costs involved. Where the vehicle had been allocated from the carpool at the time of the infringement, the obligation for the payment of the associated costs will be at the discretion of the CEO. By default the responsible officer is deemed to be using the vehicle at all times. The responsible officer will ensure any other employee using the vehicle completes Workshop Running Sheets and Plant Running Sheets. 3.9.7 Storage of Vehicles Where ever possible, responsible officers are to store the Council vehicle within the confines of their residential property after hours and preferably undercover. The vehicle must be securely locked at all times. With the exception of executive vehicles, all vehicles must be garaged at the Council Depot each afternoon and during periods of leave including the Christmas and Easter Breaks. In the instance of a call-out a vehicle may be collected from the Depot by arrangement with the appropriate Director/CEO, with the sole purpose of attending to the call out and must be returned at the completion of the job. 3.9.8 Smoking in Vehicles Smoking is prohibited in all Council vehicles at all times. 3.9.9 Items left in vehicles Leaving items in vehicles, especially valuables, should be avoided where possible. If items are left in a vehicle, they should be hidden from sight. Private items left in a vehicle are the responsibility of the owner. 3.9.10 Motor Vehicle Insurance Council vehicles are insured under a comprehensive policy covering all vehicles,
Page 119 of 168 General Council Meeting Notice & Agenda 15 December 2020
drivers and authorised passengers. This insurance policy becomes null and void if the driver: • Is not in possession of a current appropriate driver's licence; or • Is convicted of being under the influence of alcohol or any prohibited substance. In such cases the driver could become liable for damages including third party vehicles, injury and property damage. The responsible officer is responsible for the payment of any excess imposed on Council by the insurance company as a consequence of the driver at the time of any accident being of an age which renders the imposition of an additional age-excess 3.9.11 Log Books/FBT (Fringe Benefits Tax) The responsible officer must ensure the completion of any log book relating to vehicle use as required by Council, in particular for private use 3.9.12 Fatigue Management The responsible officer must not drive the allocated vehicle when tired. Where there is another suitably qualified employee or a suitably qualified nominated driver (for Full Private Use vehicles), the driver of the vehicle shall be changed after every 2 hours of driving. Where the responsible officer is the only suitably qualified driver in the vehicle, a rest break of 10 minutes should be taken outside the vehicle after each period of 2 hours. 3.9.13 Satellite GPS monitoring All Council vehicles will be fitted with a Satellite GPS monitoring unit to improve the safety of the employees in the vehicle given the remote location. By driving the vehicle, the responsible officer accepts that Council may monitor the location of the vehicle at any time
3.10 ACCIDENT OR BREAKDOWN PROCEDURE Council will ensure Full Private Use vehicles have 24 hour roadside assistance. In the event of an accident or breakdown, the procedure outlined in the Vehicle User Guide placed in the glove box of each Council vehicle must be followed. The employee must advise the CEO of any accident, theft or breakdown event. The employee is required to promptly complete relevant forms and documents as reasonably requested.
3.11 TEMPORARY REPLACEMENT VEHICLES At the discretion of the CEO, Council will endeavour to source a replacement vehicle from internal or external sources where a Council vehicle is off the road for repairs for a period greater than two (2) days due to no fault of the driver.
3.12 IDENTIFICATION All vehicles shall be clearly marked with Council’s logo unless the CEO approves another arrangement to meet Council business needs.
3.13 CHANGE OF POSITION The right to use the allocated Council vehicle only applies while the responsible officer holds their current position. Should the responsible officer change positions, the right to use a Council vehicle may be forfeited. If this is the case, the allocated vehicle is to be returned to the Director of Infrastructure to ensure appropriate documentation and costs are managed correctly.
4 BREACH OF POLICY A breach of this policy may result in the loss of vehicle provisions or other
Page 120 of 168 General Council Meeting Notice & Agenda 15 December 2020
disciplinary action which may lead to termination. The CEO, or delegate, will be the final arbiter in respect to this policy and deal with any conduct in contravention of this policy at their discretion.
5 DEFINITIONS Benchmark Vehicle The capital purchase cost of a vehicle excluding GST and on-road Value costs (registration, insurance, etc.) CEO The Chief Executive Office of the Paroo Shire Council or the CEO’s delegate. Executive Includes employees designated as executives reporting directly to the CEO. Marked The application of the PSC corporate logo to both front doors that identify the vehicle as a PSC vehicle. To avoid any uncertainty, stickers do not include magnetic signage. Novated Lease A novated lease is a three way agreement that exists between employer, employee and the financier. There is an obligation for council for lease payments to be made by out of the employee’s pre–tax salary; however the ownership of the vehicle is retained by the employee. Other Eligible A position identified in Schedule A - Motor Vehicle Entitlement Employee Guidelines to which a vehicle entitlement will be applied. Responsible Officer The responsible officer is the person to whom the vehicle is allocated. This includes vehicles permanently assigned or hired on a short term basis. The responsible officer shall be designated by the CEO or delegate. Total Remuneration Includes both cash components and other benefits such as Package (TRP) superannuation and vehicle.
6 Relevant Links • Local Government Act (2009) • Transport Operations (Road Use Management) Regulation 1999 • Motor Vehicle Agreement • Passenger Vehicle Weekly Plant Report • Vehicle User Guide • Code of Conduct
Endorsed Date: / / Name: Insert Name Title: Chief Executive Officer, Paroo Shire Council
Signature:
Version Control
Date Version Meeting Resolution Amendments / Comments 18/08/2015 1.0 M15/102 16/05/2017 2.0 M17/119 Reviewed and Updated XX/12/2020 3.0 M20/XXX Reviewed and Updated
Page 121 of 168 General Council Meeting Notice & Agenda 15 December 2020
Schedule A – Motor Vehicle Entitlement Guidelines
Full Private Use Vehicles Position Vehicle Selection List Chief Executive Officer Toyota Prado - GXL Wagon Executives Toyota Prado - GXL Wagon
Restricted Private Use Vehicles Position Vehicle Selection List
Commuter Use Position Vehicle Selection List As approved by CEO Determined by Director of Infrastructure in consultation with relevant department executive & CEO
Page 122 of 168 General Council Meeting Notice & Agenda 15 December 2020
Paroo Shire Council
Council Policy Policy Name: Motor Vehicle Policy Number: GP-061 Version: 2.0 Please note that once printed, this is no longer a controlled document. All care should be taken to ensure that you are operating from the current version. Commencement and This directive will commence from 16/05/2017 and will be Review: reviewed 2 years from the commencement date. Document Owner: HR and Administration Manager Approval Date: 16/05/2017 Meeting Resolution: M17/119
1 Statement of Intent The intent of the Paroo Shire Council (Council) Motor Vehicle Policy is to ensure that Council is able to effectively manage the allocation, use and maintenance of Council owned vehicles.
2 Commencement and Review of Policy This Policy will commence from 16/05/2017. It replaces all other Motor Vehicle Policies (Whether written or not). This Policy will be reviewed 2 years from the commencement date or earlier if deemed necessary through changes to legislation or business practice. Minor amendments that do not impact upon the intent of the Policy may be made in consultation with and approved by the Chief Executive Officer (CEO).
3 Application of Policy This policy applies to all Council owned motor vehicles (as defined in the Section 4 Definitions) and to all Council employees who are assigned a Council owned vehicle.
4 Definitions
Business use may include travel between Council related meetings, training or events, travel between Council buildings or Business Use worksites, other Council related tasks that require motor vehicle transport.
A Council owned vehicle is a motor vehicle that has been Council Owned Vehicle acquired by Council, whether it carries the Council logo or not, for the purpose of carrying out Council related business or travel.
Page 123 of 168 Paroo Shire Council Policy – GP-061 – Motor Vehicle –16/05/2017 Page 1 of 4
General Council Meeting Notice & Agenda 15 December 2020
A privately owned vehicle is any motor vehicle or other form of Privately Owned Vehicle transport (e.g. plane) that is not owned by council.
Private Use Private use includes all travel that is not Council related.
5 Council Vehicle Policy 5.1 Privately owned vehicles are not to be used by Council employees for the purpose of conducting Council business without CEO approval. a) Approval must be granted prior to travel/business occurring. 5.2 Provision of Council Motor Vehicles a) Council owned motor vehicles are made available to Council employees for business use. b) The Chief Executive Officer (CEO) may approve the private use of a Council motor vehicle, and/or any variation to an existing provided use arrangement (eg. When on leave or after hours when attending training in another location) c) The CEO shall be authorised to enter into other arrangements, agreements, contracts or similar, with Council employees in respect of Council motor vehicles. d) All arrangements, agreements, contracts or similar, entered into between Council and any of its employees in respect of Council motor vehicles shall be properly documented. e) The CEO, Manager Infrastructure and Manager Tourism shall have a Council motor vehicle provided with full and unrestricted business and private use in accordance with their employment package. 5.3 Standard/Type of Motor Vehicles a) The standard/type of Council motor vehicle provided for Council use shall be suitable to the area it will be located and/or used in. b) The CEO and Manager Infrastructure shall have a motor vehicle provided in accordance with their respective role and remuneration package. c) No other additional fittings and/or equipment can be added to Council motor vehicles, without the approval of the CEO. The CEO may authorise other features to be added to any of the Council’s motor vehicles, where it is considered to be justified and warranted. 5.4 Ownership of Vehicles Council owned vehicles remain the property of Council until disposed of in an appropriate manner. 5.5 Conditions of Use a) Council vehicles must only be driven by Council employees who have a class of licence that is appropriate to the vehicle being driven (eg C, LR, MR, HR). This licence must be sighted and a copy placed on the employees personnel file upon commencing employment. b) With the exception of the CEO, Manager Infrastructure and Manager Tourism’s motor vehicle all other motor vehicles shall be available as a “pool” vehicle during normal work/business hours. c) Supervisors may seek approval to private garage a Council vehicle where the need arises. Approval must be granted prior. Approval to private garage does not extend to private use of the vehicle.
Page 124 of 168 Paroo Shire Council Policy – GP-061 – Motor Vehicle –16/05/2017 Page 2 of 4
General Council Meeting Notice & Agenda 15 December 2020
d) Council employees shall be required to use the Council motor vehicle in a lawful manner at all times. e) The driver of the vehicle will be responsible for any fines incurred arising from the operation of the vehicle in an unlawful manner. f) Council officers shall be required to use the Council motor vehicle in accordance with Council Work, Health and Safety Policies at all times. 5.6 Maintenance, Security and Cleaning of Motor Vehicles a) All costs associated with the maintenance and lawful operation of Council vehicles shall be borne by Council. b) Council employees with any level of private use of a Council vehicle shall be responsible for the provision of appropriate, safe and secure parking of the motor vehicle, and ensure that the motor vehicles is locked when not in use. c) Council employees with any level of use of a Council motor vehicle shall be responsible for satisfactorily maintaining the motor vehicle in a clean and tidy condition at all times, which is to include both the inside and the outside of the motor vehicle. d) Council officers are to report to the office any maintenance/service required. 5.7 Motor Vehicle Log Books Council officers shall be required to keep an accurate and up-to-date Vehicle Log Book, in order to comply with Council’s Fringe Benefits Tax (FBT) obligations. 5.8 Fuel & Fuel Card a) Vehicles are to be refuelled at the Council depot during working hours. b) Fuel cards provided to Council Officers must only be used for the fuelling of Council vehicles. 5.9 Accidents a) All accidents involving a Council motor vehicle shall be appropriately reported to the Council Officer’s immediate Manager and WHS officer and an incident investigation report completed within 24 hours of when it occurred. b) In the event of an accident Council employees must obtain all necessary information from the other driver, including: Name Address Phone number Licence number, class and expiry date Registration number Make and Model of car (eg. Toyota, Landcruiser, Ute) Names of witnesses, if any Location details (street, town, suburb) Overview of the incident (drawing) Information relating to any damage to public property (eg.power pole, street light) c) The police must be called to the scene of the accident in the following circumstances: If any person is injured and an ambulance has been called. If any damage has been sustained to third party property eg. House, fence etc. If there is a conflict over which driver was a fault Under no circumstances should the driver of the Council vehicle admit responsibility of the accident or sign any acknowledgement in this regard. d) Under no circumstances are repairs to be authorised by staff members. Repairs are to be authorised by the Chief Executive Officer or directly by the Insurer.
Page 125 of 168 Paroo Shire Council Policy – GP-061 – Motor Vehicle –16/05/2017 Page 3 of 4
General Council Meeting Notice & Agenda 15 December 2020
6 Breach of Policy Any breach of the policy related to the use of a Council vehicle shall be investigated and appropriate action/s taken.
7 Relevant Links Work Health and Safety Act 2011 Work Health and Safety Regulation 2011 Transport Operations (Road Use Management) Act 1995 Transport Operations (Road Use Management—Road Rules) Regulation 2009 CEO Directives and Templates relating to Council Vehicles
Endorsed Date: 25/08/2017 Name: Oliver Simon Title: Chief Executive Officer, Paroo Shire Council
Signature:
Version Control
Date Version Meeting Resolution Amendments / Comments 18/08/2015 1.0 M15/102 16/05/2017 2.0 M17/119
Page 126 of 168 Paroo Shire Council Policy – GP-061 – Motor Vehicle –16/05/2017 Page 4 of 4
General Council Meeting Notice & Agenda 15 December 2020
Paroo Shire Council
Council Policy Policy Name: Body Worn Camera Policy Number: NEW Version: 1.0 Commencement and This policy will commence from XX/12/2020 and will be Review: reviewed 2 years from the commencement date. Document Owner: Director Community Support and Engagement Approval Date: XX/12/2020 Meeting Resolution: M20/XXX
1 Statement of Intent The intent of the Paroo Shire Council (Council) Body Worn Camera Policy is to outline principles relating to the implementation and operation of Body Worn Cameras (BWC) used by Council officers. It aims to ensure that any audio/video data collected through the use of these devices will only be used, or provided to any third party, in accordance with Council policies, procedures and legislative requirements. This policy does not apply to the administration and operation of fixed CCTV systems throughout the Paroo Shire.
2 Commencement and Review of Policy This Policy will commence from XX/12/2020. It replaces all other Body Worn Camera Policies (Whether written or not). This Policy will be reviewed 2 years from the commencement date or earlier if deemed necessary through changes to legislation or business practice. Minor amendments that do not impact upon the intent of the Policy may be made in consultation with and approved by the Chief Executive Officer (CEO).
3 Application of Policy 3.1 Policy Statement The purpose of Body Worn Cameras (BWC) is to protect staff and the public, discourage aggressive and abusive behaviour and provide evidence where required to investigate complaints. Audio/video data collected through the use of these devices will only be used, or provided to any third party, in accordance with Council policies, procedures and legislative requirements. The policy will set out the purpose of using BWC, what information will be recorded, who will have access to this information and how this information will be stored and disposed of.
Page 127 of 168 General Council Meeting Notice & Agenda 15 December 2020
3.2 Scope This policy applies to all personnel employed or otherwise engaged by Council who may use BWC devices and/or the Digital Evidence Management Software (DEMS) and the subsequent management of any images obtained. Council may at its sole discretion, on a case by case basis, alter the manner in which this policy or any associated procedure is implemented to ensure it suits the particular circumstances of the case. This policy does not apply to the administration and operation of fixed CCTV systems throughout the Paroo Shire. 3.3 Principles Authorised Officers, who as part of their normal duties, are responsible for engaging with individuals or entities for the purpose of compliance and enforcement activities, may utilise BWC. The use of these devices is intended to: • Assist in the lawful collection of evidence for actual or suspected breaches of legislation, including Council local laws. • Maintain and improve community safety. • Mitigate identified risks to the health, safety and welfare of Council officers in the execution of their duties. • Provide a record of the interaction between an officer and a potential complainant in situations that may result in an allegation of inappropriate behaviour or other complaint. • Assist in the investigation of allegations of inappropriate conduct by officers. The BWC will not be used as a tool to assist in the ad-hoc monitoring of officers. 3.4 Training All operators will receive training in the use of BWC including: • Practical use of equipment. • Operational guidance, e.g. when to commence and cease recording. • Legal implications of using such equipment. 3.5 Equipment Security BWC will be held at a secure location when not in use and will be issued to individual officers, who will be responsible for the correct operation and security of the device whilst in their possession. The loss or theft of any BWC is to be immediately reported to the relevant responsible officer so that an investigation can be mounted to minimise damage, especially regarding the loss of any Personal Data. 3.6 Use Protocol BWC will only be used when wearing Council uniform or clearly displaying Council identification, whilst on duty. BWC will be used in an overt manner and worn on a prominent location on the officer’s body, uniform, or clothing, and in a manner that maximises the camera’s ability to capture video footage of the officer’s activities. Officers may record while conducting duties in so far as is practicable, officers should restrict recording to areas and persons necessary in order to obtain evidence and intelligence relevant to the duties or incident should attempt to minimise collateral intrusion to those not involved.
Page 128 of 168 General Council Meeting Notice & Agenda 15 December 2020
For the purposes of this policy, an 'incident' is defined as: • An engagement with a member of the public which in the opinion of the officer is, or may become, confrontational. • The officer being approached by a member of the public in a manner perceived as aggressive or threatening. • The officer is witnessing behaviour that they believe constitutes an offence as prescribed by Council’s Local Laws or other applicable legislation. • Any instance in which the officer feels they may be required to further substantiate their actions or decisions, or manner of interaction with a member of the public in a subsequent investigation. Where practicable, officers will inform the individual (or group) that the BWC is switched on and recording. There may be occasions when to do so would escalate the incident or put the officer in danger if such a warning was given. However, in these cases, the officer may be required to justify such an action. Recording should continue uninterrupted from the start of the recording until the conclusion of the incident. The officer should continue recording for a short period after any incident to clearly demonstrate that the incident has concluded. However, the nature of some incidents may make it necessary for the officer to consider the rationale for continuing to record throughout entire incidents. If questioned, the officer must confirm to the enquirer that they are subject to recording and be prepared to answer questions as to the security of the data. 3.7 Data Management Any recordings must not be deleted from the BWC by the officer in the field, and must be retained as per the instructions in this policy. Any recordings which have been made will be downloaded from the BWC for storage on Council's DEMS as soon as practicable, and subsequently deleted from the relevant BWC. All data will initially be classified as 'non-evidential' and stored for a period of 180 days, before being permanently deleted. In doing so Council will reduce the personal information it maintains, greatly reducing the likelihood of misuse, loss and unauthorised access, modification or disclosure, as per Office of the Information Commissioner (OIC) guidelines. If, at any time during the initial 180-day period, a recording is used as part of any internal or external investigation process or relates to the issuance of any form of compliance documentation, the relevant recording will be re-classified as per the Queensland State Archives Retention and Disposal Schedules and subsequently managed in accordance with Council's Record Management Policy. BWC recordings will, upon request, be made accessible as soon as practicable to Queensland Police Service and other law enforcement agencies, if it is deemed 'reasonably necessary' for a law enforcement activity. In such circumstances, the relevant recording will be re-classified for longer-term retention as per above. Any member of the public who has been identified as being recorded by BWC may request access to the footage, as per the Right to Information Act 2009 and Chapter 3 of the IP Act. 3.8 Authorised Officers The following Council staff are authorised to approve the use and operation of BWC devices, and subsequently manage the records stored in Council's DEMS, including the delegation of applicable permissions to relevant operational personnel: • Chief Executive Officer • Director Community Support & Engagement • Governance Manager
Page 129 of 168 General Council Meeting Notice & Agenda 15 December 2020
3.9 Responsibilities 3.9.1 Officers issued with a BWC Only those appointed by the CEO, under Council’s delegations, as authorised officers under Council’s Local Laws, Animal Management or Stock Routes Management legislation may be issued with a BWC device Responsibilities include: • Only using the device whilst on duty. • Ensuring that when a BWC is in use that it is positioned in a prominent location on the officer’s body, uniform, or clothing, so that it can be seen by those individuals the officer is engaging with and worn in a manner that maximises the camera’s ability to capture video footage and audio of the interaction and/or activity. • Restrict recording to areas and persons necessary in order to obtain evidence and intelligence relevant to the duties or incident and attempt to minimise collateral intrusion to those not involved. • At the Officers discretion, inform the individual (or group) that the BWC is switched on and recording. There may be occasions when informing an individual or group of recording activity may have potential to escalate the incident or put the officer in danger. In these circumstances, the information should not be provided; however, the officer may be required to justify the decision if asked to do so. • Record uninterrupted prior to the start of an interaction or incident until the conclusion of the interaction or incident. The officer should continue recording for a short period after to clearly demonstrate that the matter has concluded. However, the nature of some interactions or incidents may make it necessary for the officer to consider the rationale for continuing to record throughout the entire period. • At the Officers discretion, audio record only (no vision) where there is potential for the inside of an individual’s home or motor vehicle to be captured to minimise the impacts on an individual’s privacy. • As far as practicable, ensure that children and minors aren’t captured on video footage. • Refrain from recording private conversations where the officer is not a party to the conversation. • If questioned, confirm with the enquirer that they are subject to recording and be prepared to answer questions on the security of the data. • Operating the device in accordance with training provided and ensuring the BWC is secure whilst in the officer’s possession. • Storing and managing the data collected in accordance with the business’s requirements. • Reporting the loss, damage or theft of a device. 3.9.2 Leaders Responsibilities include: • Ensuring those issued with BWCs are instructed on correct use, operation, storage of the device & data collected and the legal implications of using the BWC. • Making arrangements for the secure storage of BWC devices when not in use. • Ensuring that Officers secure the data collected in accordance with requirements. • Authorising the release of BWC data to law enforcement agencies. • Investigating the loss or theft of any BWC to minimise damage, especially in
Page 130 of 168 General Council Meeting Notice & Agenda 15 December 2020
respect to the loss of any third party’s personal information. • Liaising with the Records team and Strategic Information, Communication and Technology regarding the storage, classification, retention and destruction of BWC data. 3.9.3 Records Officer/s Responsibilities include: • Working with leaders in the storage, classification, retention and destruction of BWC data. • Processing applications for access to BWC data under the Information Privacy Act 2009 and Right to Information Act 2009.
4 Breach of Policy A breach of this policy may result in disciplinary action which may lead to termination of employment.
5 Definitions BWC Means Body Worn Camera Incident Means: • an engagement with a member of the public which in the opinion of the officer is, or may become, confrontational • an officer being approached by a member of the public in a manner perceived as aggressive or threatening • the officer is witnessing behaviour that they consider constitutes an offence as prescribed by Council’s Local Laws or other applicable legislation • any instance in which the officer feels they may be required to substantiate their actions or decisions, or manner of interaction with a member of the public in an investigation.
6 Relevant Links • Information Privacy Act 2009 (QLD) • Right to Information Act 2009 (QLD) • Public Records Act 2002 (QLD) • Invasion of Privacy Act 1971 (QLD) • Local Government Act 2009 (QLD) • Staff Code of Conduct • Workplace Health and Safety Policies
Endorsed Date: / / Name: Cassandra White Title: Chief Executive Officer, Paroo Shire Council
Signature:
Version Control
Date Version Meeting Resolution Amendments / Comments XX/12/2020 1.0 M20/XX
Page 131 of 168 General Council Meeting Notice & Agenda 15 December 2020
11.1 Correspondence – 2021 Special Gazetted Holiday Council Meeting: 15th December 2020 Organisation: Office of Industrial Relations Author: A J (Tony) James, Executive Director – Industrial Relations
Purpose Correspondence received from the Minister for Education and Minister for Industrial Relations, Pursuant to Section 4 of the Holidays Act 1983, that the 21 May 2021 has been appointed to the Shire of Paroo for the purpose of the Cunnamulla Show.
Recommendation That Council receive and note the correspondence.
Page 132 of 168 General Council Meeting Notice & Agenda 15 December 2020
4 December 2020
Mr Sean Rice Chief Executive Officer Paroo Shire Council Via Email: [email protected]
Dear Mr Rice
I refer to your request for special holidays for 2021.
Pursuant to Section 4 of the Holidays Act 1983, the Minister for Education and Minister for Industrial Relations has appointed:
• 21 May 2021 a holiday for the Shire of Paroo for the purpose of the Cunnamulla Show
Please note that it is only special holidays appointed in respect of an annual agricultural, horticultural or industrial show (show holidays) which are public holidays. On a public holiday, employees will be entitled to refuse to work in reasonable circumstances without loss of pay and to be paid penalty rates for work performed.
Should there be a need to request repeal of one or more of the above special holidays (whether or not appointment of a replacement special holiday is also requested) or appointment of an additional special holiday, 30 days prior notice of the requested repeal or appointment is to be given to the Minister. This will allow time for the Minister to decide the request, notify any repeals and/or appointments in the Queensland Government Gazette and for the requesting local government to give notice of holiday changes to its community.
Replacement of a show holiday with a special holiday on another date should be carefully considered as the replacement show holiday will only be a public holiday if it continues to be in respect of an annual agricultural, horticultural or industrial show.
Page 133 of 168 General Council Meeting Notice & Agenda 15 December 2020
Notification of the appointment of the 2021 special holidays was published in the Queensland Government Gazette on 4 December 2020. A copy of the gazette can be accessed on the Queensland Government’s publications website, the special holidays notifications commence on page 490 of the gazette.
Should you require further information, please contact Ms Jacqui McGuire, Senior Industrial Officer on telephone (07) 3406 9854.
Yours sincerely
A J (Tony) James Executive Director – Industrial Relations Office of Industrial Relations
Page 134 of 168 General Council Meeting Notice & Agenda 15 December 2020 490 QUEENSLAND GOVERNMENT GAZETTE No. 68 [4 December 2020
Department of Education Brisbane, 1 December 2020
Holidays Act 1983
NOTIFICATION
I, the Honourable Grace Grace MP, Minister for Education, Minister for Industrial Relations and Minister for Racing in pursuance of the provisions of the Holidays Act 1983, hereby appoint the day specified in Column 1 of the Schedule, hereto as a special holiday within the District set opposite that day in Column 2 of the schedule, being a holiday in respect of the annual agricultural, horticultural or industrial show set opposite that day in Column 3 of the schedule.
Note 1: The following holidays are bank holidays and public holidays pursuant to Section 4(4) of the Holidays Act 1983.
Column 1 Column 2 Column 3 Date of Holiday District Name of Show 2021 29 January 2021 Southern Downs Region – the area of the former Stanthorpe Shire Stanthorpe Annual Show and the area of the village of Dalveen 5 February 2021 Southern Downs Region – the area of the former Warwick Shire – Allora Annual Show Division 1 19 February 2021 Southern Downs Region – the area of the former Warwick Shire – Killarney Annual Show Division 3 (excluding the urban area of Warwick City and the locality of Murray’s Bridge) 12 March 2021 Goondiwindi Region – that area covered by the former Shire of Inglewood Annual Show Inglewood excluding that part of the former shire within the boundaries of the parishes of Wyemo, Beebo, Texas, Silverspur, Arcot, Gunyan, Bonshaw, Maiden Head, Aitkin’s Flat and the town of Texas 19 March 2021 Southern Downs Region – the area of the former Warwick Shire – Warwick Annual Show Divisions 2, 5 and 6, Division 3 (being the urban area of Warwick City and the locality of Murray’s Bridge), Division 4 (excluding the village of Dalveen) 9 April 2021 Western Downs Region – Wandoan and District Wandoan Show Festival 16 April 2021 Toowoomba Region – Toowoomba Regional Council area Toowoomba Royal Agricultural excluding the Yarraman, Upper Yarraman and Cooyar areas Show 23 April 2021 Western Downs Region – Dalby and District Dalby and District Annual Show 30 April 2021 Goondiwindi Region – for that area covered by the former Goondiwindi Annual Show Goondiwindi Town Council Area and the former Waggamba Shire 4 May 2021 Shire of Banana – that part of the shire formerly known as Taroom Annual Show Division 1 of Taroom Shire (includes township of Taroom) 7 May 2021 Maranoa Region – from the eastern boundary of the Council area Roma Agricultural Show including the towns of Jackson, Yuleba, Wallumbilla, Roma, Hodgson and Muckadilla. North of Roma to the northern boundary of the Council area including the town of Injune and the area known as Bymount and south of Roma to the southern boundary of the Council area including the township of Surat and the area East and South of Surat Township 7 May 2021 North Burnett Region – Mundubbera Area Mundubbera Annual Show 11 May 2021 Maranoa Region – west of Amby to the western boundary of the Mitchell Agricultural Show Council area including the towns of Mitchell and Mungallala. South of Amby to the southern boundary of the Council area including the area known as Dunkeld and north of Amby to the northern boundary of the Council area 11 May 2021 Shire of Banana – That part of the Shire covered by the parishes Theodore Annual Show of Mayne, Quakit, Gibber Gunyah, Martin, Highworth, Southend, Coteeda, Blackman, Cracow, Dresden, Mungungal, Camboon, Okangal, Walloon, Woolton, Woolthorpe, Warnoah, Belmont, Colombo, Tarramba, Barfield, Rhydding, Roundstone, Capayan, and that part of the parish of Banana described as L110/FN261, L109/FN261, L48/FN283, L53/FN423, L1&2/RP892597, L1/RP612740, L1-6/RP613366, L2/RP612740, L127/FN470, and Pt L13/FN469 (includes townships of Theodore and Cracow) 14 May 2021 City of Ipswich Ipswich Annual Show 14 May 2021 Gympie Region excluding Goomeri Township, Parish of Gympie Annual Show Goomeribong
Page 135 of 168 General Council Meeting Notice & Agenda 15 December 2020 4 December 2020] QUEENSLAND GOVERNMENT GAZETTE No. 68 491
Column 1 Column 2 Column 3 Date of Holiday District Name of Show 2021 14 May 2021 Longreach Region – Longreach Longreach Agricultural Show 14 May 2021 Shire of Banana – that part of the shire covering the parishes of Callide Valley Agricultural and Annandale, Craiglands, Dumgree, Earlsfield, Greycliffe, Spier, Pastoral Show Thalberg, Callide, Prairie, Coreen, Kooingal, Scoria, Kroombit, Clifford, Kariboe, Grevillea, Prospect, Tiamby, Moura and Kianga (includes townships/areas of Biloela, Jambin, Goovigen, Thangool, Banana, Moura, Prospect Creek, Mt Murchison) 14 May 2021 Shire of Murweh Charleville and District Annual Show 18 May 2021 Western Downs Region – Miles and District Miles and District Show 19 May 2021 Barcaldine Region – Alpha township Alpha Annual Show 21 May 2021 Central Highlands Region – Capella and Tieri Capella and District Agricultural Show 21 May 2021 Fraser Coast Region Fraser Coast Agricultural Show 21 May 2021 Shire of Paroo Cunnamulla Show 21 May 2021 Western Downs Region – Chinchilla and District Chinchilla Annual Show 26 May 2021 Isaac Region – Moranbah, Clermont, Middlemount, Dysart, Clermont Show Day Kilcummin and rural areas 27 May 2021 Bundaberg Region – within the post codes of 4660 and 4670 Bundaberg Annual Show 28 May 2021 Central Highlands Region – Townships of Springsure and Springsure and District Rolleston Agricultural Show 28 May 2021 Shire of Flinders – Hughenden, Stamford, Prairie and Torrens Hughenden Show Creek 28 May 2021 Sunshine Coast Region – the area of the former Caloundra City Maleny Annual Show Council 2 June 2021 Central Highlands Region – Townships of Emerald, Comet, Emerald and District Gemfields, Blackwater, Bluff, Dingo, Duaringa Agricultural Show 4 June 2021 Shire of Bulloo Hungerford Field Day 7 June 2021 Weipa Town Area Weipa Fishing Classic 10 June 2021 Isaac Region – St Lawrence, South of Clairview and rural areas Rockhampton Agricultural Show 10 June 2021 Rockhampton Region Rockhampton Agricultural Show 11 June 2021 Shire of Banana – that part of the shire covering the parishes of Rockhampton Agricultural Westwood, Fleetwood, Moongan, Dundee, Bunerba, Ulogie, Show Manton, Don and Bundalba (includes townships of Wowan and Dululu) 11 June 2021 Shire of Banana – that part of the shire covering the parishes of Rockhampton Agricuttural Thuriba, Olinda, Rannes, Benleith, Granville, Woolein, Fairview, Show Cottenham, Wright, Perch, Neimen and the parish of Banana excluding L110/FN261, L109/FN261, L48/FN283, L53/FN423, L1&2/RP892597, L1/RP612740, L1-6/RP613366, L2/RP612740, L127/FN470, and Pt L13/FN469 (includes township of Baralaba) 11 June 2021 Shire of Carpentaria Normanton Show Day 11 June 2021 Shire of Cloncurry Cloncurry and District Annual Show 11 June 2021 Shire of Livingstone Rockhampton Agricultural Show 11 June 2021 Shire of Richmond Richmond Annual Field Day 11 June 2021 Shire of Woorabinda Rockhampton Agricultural Show 11 June 2021 Sunshine Coast Region – the area of the former Maroochy Shire Sunshine Coast (Nambour) Show 17 June 2021 Isaac Region – Nebo, Glenden, Coppabella, Coastal Region, Mackay Agricultural Show Clairview and Clairview North
Page 136 of 168 General Council Meeting Notice & Agenda 15 December 2020 492 QUEENSLAND GOVERNMENT GAZETTE No. 68 [4 December 2020
Column 1 Column 2 Column 3 Date of Holiday District Name of Show 2021 17 June 2021 Mackay Region Mackay Agricultural Show 18 June 2021 City of Mount Isa Mount Isa Agricultural Show 18 June 2021 Whitsunday Region – Proserpine, Airlie Beach, Cannonvale (the Whitsunday Show area formerly known as Shire of Whitsunday) 22 June 2021 Whitsunday Region – Bowen (the area formerly known as Bowen Annual Show Divisions 1 and 2 of the Shire of Bowen and that part of Division 3 north of the Bogie River from its confluence with the Burdekin River to its source and then easterly by the Clark Range to the eastern boundary of the Shire) 23 June 2021 Shire of Burdekin Burdekin Annual Show 29 June 2021 Mareeba Shire – that part of the Mareeba Shire included within Atherton Annual Show the Parishes of Irvinebank, Myosotis and Western 29 June 2021 Tablelands Region Atherton Annual Show 2 July 2021 Shire of Hinchinbrook Ingham Annual Show 5 July 2021 City of Townsville Townsville Annual Show 16 July 2021 Cairns Region Cairns Annual Show 16 July 2021 Cassowary Coast Region – Divisions 4, 5 and 6 and those parts of Innisfail and District Annual Divisions 2 and 3 generally north of the Walter Hill Range Show 16 July 2021 Mareeba Shire excluding the Parishes of Irvinebank, Myosotis, Cairns Annual Show Western, Mowbray, Salisbury, Riflemead and that part of the Parish of Garioch located north of Hunter and Rifle Creeks 16 July 2021 Shire of Aurukun Cairns Annual Show 16 July 2021 Shire of Cook Cairns Annual Show 16 July 2021 Shire of Hope Vale Cairns Annual Show 16 July 2021 Shire of Kowanyama Cairns Annual Show 16 July 2021 Shire of Mapoon Cairns Annual Show 16 July 2021 Shire of Napranum Cairns Annual Show 16 July 2021 Shire of Wujal Wujal Cairns Annual Show 16 July 2021 Shire of Yarrabah Cairns Annual Show 19 July 2021 Mareeba Shire – That part of Mareeba Shire included within the Mossman Annual Show Parishes of Mowbray, Salisbury, Riflemead and that part of the Parish of Garioch located north of Hunter and Rifle Creeks 19 July 2021 Shire of Douglas Mossman Annual Show 27 July 2021 Charters Towers Region Charters Towers Annual Show 30 July 2021 Cassowary Coast Region – Division 1 and those parts of Divisions Tully and District Annual Show 2 and 3 generally south of the Walter Hill Range 9 August 2021 Bundaberg Region – within the postcode of 4671 Royal Queensland Show 9 August 2021 City of Redland Royal Queensland Show 9 August 2021 Gladstone Region Royal Queensland Show 9 August 2021 Goondiwindi Region – for that area covered by the former Shire of Texas Show Holiday Inglewood within the boundaries of the parishes of Wyemo, Beebo, Texas, Silverspur, Arcot, Gunyan, Bonshaw, Maiden Head, Aitkin’s Flat and the town of Texas 9 August 2021 Gympie Region – Goomeri Township, Parish of Goomeribong Royal Queensland Show 9 August 2021 Lockyer Valley Region Royal Queensland Show 9 August 2021 Logan City Royal Queensland Show 9 August 2021 Moreton Bay Region Royal Queensland Show 9 August 2021 North Burnett Region – Biggenden, Eidsvold, Gayndah, Mount Royal Queensland Show Perry and Monto Areas
Page 137 of 168 General Council Meeting Notice & Agenda 15 December 2020 4 December 2020] QUEENSLAND GOVERNMENT GAZETTE No. 68 493
Column 1 Column 2 Column 3 Date of Holiday District Name of Show 2021 9 August 2021 Scenic Rim Region Royal Queensland Show 9 August 2021 Shire of Balonne Royal Queensland Show 9 August 2021 Shire of Cherbourg Royal Queensland Show 9 August 2021 Somerset Region Royal Queensland Show 9 August 2021 South Burnett Region Royal Queensland Show 9 August 2021 Toowoomba Region – that part of the Toowoomba Regional Royal Queensland Show Council area covered by Yarraman, Upper Yarraman and Cooyar 9 August 2021 Western Downs Region – Tara and District Royal Queensland Show 11 August 2021 City of Brisbane Royal Queensland Show 27 August 2021 City of Gold Coast Gold Coast Show 27 August 2021 Northern Peninsula Area Region Annual NPA Show Day 8 September 2021 Barcaldine Region – Aramac, Baraldine and Jericho townships Westech Field Day 8 September 2021 Longreach Region – Ilfracombe, Isisford and Yaraka Westech Field Day 10 September 2021 Shire of Noosa Noosa Show 10 September 2021 Shire of Quilpie Annual Quilpie and District Show 17 September 2021 Shire of Pormpuraaw Pormpuraaw Show Day 17 September 2021 Shire of Torres Winds of Zenadth Cultural Festival 17 September 2021 Torres Strait Island Region (whole region) Winds of Zenadth Cultural Festival 2 November 2021 Whitsunday Region – Collinsville (that area formerly known as Collinsville Annual Show that part of Division 3 of the Shire of Bowen south of the Bogie River from its confluence with the Burdekin River to its source and then easterly by the Clark Range to the eastern boundary of the Shire)
GRACE GRACE MP Minister for Education Minister for Industrial Relations Minister for Racing
Department of Education Brisbane, 1 December 2020
Holidays Act 1983
NOTIFICATION
I, the Honourable Grace Grace MP, Minister for Education, Minister for Industrial Relations and Minister for Racing in pursuance of the provisions of the Holidays Act 1983, hereby appoint the day specified in Column 1 of the Schedule, hereto as a special holiday within the District set opposite that day in Column 2 of the schedule, being a special holiday in respect of the event set opposite that day in Column 3 of the schedule.
Note 1: The following holidays are special holidays pursuant to Section 4 of the Holidays Act 1983 and are bank holidays not public holidays.
Note 2: Pursuant to a directive issued under the Public Service Act 2008, they are holidays for public service employees unless otherwise determined by a chief executive.
Column 1 Column 2 Column 3 Date of Holiday District Event 2021 25 January 2021 Torres Strait Island Region – St Pauls St Pauls Anglican Church Day 1 February 2021 Torres Strait Island Region – Badu Deed of Grant in Trust Hand Over Day
Page 138 of 168 General Council Meeting Notice & Agenda 15 December 2020 494 QUEENSLAND GOVERNMENT GAZETTE No. 68 [4 December 2020
Column 1 Column 2 Column 3 Date of Holiday District Event 2021 2 February 2021 Torres Strait Island Region – Mabuiag St. Mary’s Church Day 12 February 2021 Torres Strait Island Region – Kubin and St Pauls Mualgal Native Title Determination Day 15 February 2021 Torres Strait Island Region – Saibai Saibai Native Title Determination Day 22 February 2021 Shire of Lockhart River Foundation Day 1 March 2021 Torres Strait Island Region – Boigu United Pentecostal Church Day 15 March 2021 Torres Strait Island Region (whole region) Torres Strait Amalgamation Day 1 April 2021 Shire of Croydon Normanton Barra Classic 19 April 2021 Torres Strait Island Region – St Pauls Kozan Outreach Church Day 23 April 2021 Torres Strait Island Region – Badu St. Marks Church Day 3 May 2021 Torres Strait Island Region – Hammond Patron Saint Joseph Day 13 May 2021 Torres Strait Island Region – Dauan Dauan Ascension Day 17 May 2021 Shire of Hope Vale Commemoration of Evacuation to Woorabinda 19 May 2021 Torres Strait Island Region – St Pauls Florence Buchanan Day (Coming of the Light) 26 May 2021 Shire of Cherbourg National Sorry Day 26 May 2021 Shire of Pormpuraaw National Sorry Day 28 May 2021 Torres Strait Island Region (whole region) Torres Strait Flag Day 31 May 2021 Torres Strait Island Region (whole region) Community Services (Torres Strait) Act Day 3 June 2021 Northern Peninsula Area Region Mabo Day 3 June 2021 Shire of Doomadgee Mabo Day 3 June 2021 Shire of Torres Mabo Day 3 June 2021 Torres Strait Island Region (whole region) Mabo Day 7 June 2021 Shire of Napranum Napranum Foundation Day 7 June 2021 Torres Strait Island Region – Saibai Holy Trinity Church Day 14 June 2021 Torres Strait Island Region – Mer Dauar Waier Observation Festival 17 June 2021 Shire of Yarrabah Yarrabah Foundation Day 21 June 2021 Torres Strait Island Region – Boigu St Saviour Church Day – Torres Strait Church 21 June 2021 Torres Strait Island Region – Iama St John Divine Church Day 21 June 2021 Torres Strait Island Region – Poruma Halfway Island Native Title Determination Day 25 June 2021 Northern Peninsula Area Region Bi-Annual NPA Cultural Festival 29 June 2021 Torres Strait Island Region – Kubin St Peter’s Church Day 29 June 2021 Torres Strait Island Region – Mabuaig Wagadagam Tribal Chief Initiation Day 29 June 2021 Torres Strait Island Region – Warraber Church Day 1 July 2021 Shire of Torres Coming of the Light Day 1 July 2021 Torres Strait Island Region (whole region) Coming of the Light 2 July 2021 Torres Strait Island Region – Erub and Ugar Coming of the Light Celebrations 2 July 2021 Torres Strait Island Region – Mer Coming of the Light Celebrations 6 July 2021 Torres Strait Island Region – Boigu Coming of the Light 6 July 2021 Torres Strait Island Region – Mabuiag Native Title Determination Day 7 July 2021 Torres Strait Island Region – Poruma Native Title Determination 7 July 2021 Torres Strait Island Region – Warraber Aureed Island Native Title Determination Day 9 July 2021 Shire of Cherbourg NAIDOC Day 9 July 2021 Shire of Yarrabah NAIDOC Day 19 July 2021 Shire of Boulia Boulia Camel Races 19 July 2021 Torres Strait Island Region – Warraber Indigenous Protected Area Celebration 23 July 2021 Shire of Pormpuraaw Pormpuraaw Fishing Competition 26 July 2021 Shire of Lockhart River St. James’ Day 26 July 2021 Torres Strait Island Region – Mer St. James Anglican Church Day 2 August 2021 Torres Strait Island Region – Saibai Annexure Day 4 August 2021 Shire of Aurukun Aurukun Day 6 August 2021 Shire of Etheridge Etheridge Show
Page 139 of 168 General Council Meeting Notice & Agenda 15 December 2020 4 December 2020] QUEENSLAND GOVERNMENT GAZETTE No. 68 495
Column 1 Column 2 Column 3 Date of Holiday District Event 2021 6 August 2021 Shire of Kowanyama Kowanyama Annual Rodeo 6 August 2021 Torres Strait Island Region – Erub and Ugar Erub and Ugar Island The Ark of Transfiguration (Church Day) 9 August 2021 Torres Strait Island Region – Boigu August Festival 16 August 2021 Torres Strait Island Region – Mer Yam Festival 20 August 2021 Shire of Kowanyama Kowanyama DOGIT Day 24 August 2021 Torres Strait Island Region – Warraber Native Title Determination 27 August 2021 Shire of Doomadgee Doomadgee Day 28 August 2021 Torres Strait Island Region (whole region) First Councillors Conference – Masig 3 September 2021 Torres Strait Island Region – Mabuiag Mabuiag Coming of the Light Celebrations 14 September 2021 Torres Strait Island Region – Dauan Church of the Holy Cross Day 14 September 2021 Torres Strait Island Region – Iama Iama Turan Tabernacle Church Day 15 September 2021 Torres Strait Island Region – Hammond Hammond Island Church Opening Day 24 September 2021 Shire of Mapoon Mapoon Day 24 September 2021 Shire of Wujal Wujal Wujal Wujal Rodeo 24 September 2021 Torres Strait Island Region – Erub Annual Daisy Mye Sports Carnival 27 September 2021 Torres Strait Island Region – Boigu Boigu Blood Covenant Church Dedication Day 15 October 2021 Shire of Cherbourg Cherbourg Day 26 October 2021 Shire of Yarrabah Yarrabah DOGIT Day 28 October 2021 Shire of Napranum Napranum DOGIT Day 29 October 2021 Shire Of Lockhart River DOGIT Day 29 October 2021 Shire of Wujal Wujal Wujal Wujal Foundation Day 1 November 2021 Torres Strait Island Region – Erub and Ugar All Saints Church Day 2 November 2021 Barcaldine Region – Muttaburra township Melbourne Cup Day 2 November 2021 Blackall-Tambo Region Melbourne Cup Day 2 November 2021 Shire of Barcoo Melbourne Cup Day 2 November 2021 Shire of Burke Melbourne Cup Day 2 November 2021 Shire of Diamantina Melbourne Cup Day 2 November 2021 Shire of Murweh Central Warrego Race Club Inc. Annual Melbourne Cup Race Meeting (Afternoon Only) 2 November 2021 Shire of Richmond Richmond Melbourne Cup Races (Afternoon Only) 2 November 2021 Shire of Winton Melbourne Cup Day 30 November 2021 Torres Strait Island Region – Poruma St Andrews Church Day 6 December 2021 Torres Strait Island Region – Saibai Church Dedication Day 7 December 2021 Torres Strait Island Region – Masig Island Masig Native Title Determination Aureed Claim Day 8 December 2021 Torres Strait Island Region – Erub Native Title Determination Day 9 December 2021 Torres Strait Island Region – Ugar Native Title Determination Day 10 December 2021 Torres Strait Island Region – Boigu Native Title Determination Day 13 December 2021 Torres Strait Island Region – Iama Native Title Determination Day 14 December 2021 Torres Strait Island Region – Badu Native Title Determination Day
GRACE GRACE MP Minister for Education Minister for Industrial Relations Minister for Racing
Page 140 of 168 General Council Meeting Notice & Agenda 15 December 2020
11.2 Correspondence – QOGM 2021 Paroo Council Meeting: 15th December 2020 Organisation: Organising Committee of the 2021 QOGM 2021 Paroo Author: Rod Collins - QOGM 2021 Paroo Organising Member
Purpose The purpose of this report is to provide Council with correspondence relating to the 2021 Queensland Outback Geocaching Muster (QOGM 2021 Paroo).
Recommendation That Council 1. receive and note the correspondence;
2. approve provision for the following;
- Accommodation. It is anticipated only one more visit to Cunnamulla will be needed for the establishment of geocaches throughout the council region – mid March or April 2021 for 13 nights - March 2021 - Printing of 2021 event promotional A5 flyer x 1000 for distribution from late March 2021 onwards at major events in Dayboro (QLD) and Kempsey (NSW) - Commencing May 2021 – Design of unique Path Tags (preferable using the Paroo Shire Logo) for distribution to attendees. Cost estimated at $25 by Ozglory Design (https://sites.google.com/view/ozglory) - Commencing June 2020 – production of unique Path Tags for distribution to attendees. By https://www.pathtags.com/ Starter Kit – QTY 200 Cost USD $269.00. For inclusion in Promotional bags (see below) by Tuesday 21st September - QOGM Event promotion commencing around beginning of September o Any advertising signage used by Council around the Shire area - Printing of 2021 Event Booklet and Guide x 100 (to be available by September 21st) - Provision of promotional bags and material for attendees (Estimated PAX 100) to be provided upon registration on Tuesday 21st September, 2021. (Paroo Guide, info packs, pens, notepads, stickers for example, and gift path tags as above) - Mayoral attendance to Opening Event on Wednesday 22nd September 2021 at either a sunrise / breakfast OR sunset / BBQ Dinner - Council sponsorship for breakfast or dinner after Opening Event. Estimated PAX 100. As a rough guide, previous Councils have allowed for a budget of up to $10,000, but that amount was never expended. In both cases, a ROI of between $45000 and $50000 was achieved
Page 141 of 168 General Council Meeting Notice & Agenda 15 December 2020
Chief Executive Officer Ms Cassie White Paroo Shire Council PO Box 75 CUNNAMULLA QLD 4490
Dear Ms White,
This request is subsequent to discussions held with Tony Koch, Barbara Mason, Philippa Hooker and Carmel Whatmore, on Monday September 21st 2020 at the Cunnamulla Fella Visitor Information Centre.
On behalf of the Organizing Committee of the 2021 Queensland Outback Geocaching Muster, (QOGM 2021 Paroo), I hereby request of Council provision of the following:
- Accommodation. It is anticipated only one more visit to Cunnamulla will be needed for the establishment of geocaches throughout the council region – mid March or April 2021 for 13 nights - March 2021 - Printing of 2021 event promotional A5 flyer x 1000 for distribution from late March 2021 onwards at major events in Dayboro (QLD) and Kempsey (NSW) - Commencing May 2021 – Design of unique Path Tags (preferable using the Paroo Shire Logo) for distribution to attendees. Cost estimated at $25 by Ozglory Design (https://sites.google.com/view/ozglory) - Commencing June 2020 – production of unique Path Tags for distribution to attendees. By https://www.pathtags.com/ Starter Kit – QTY 200 Cost USD $269.00. For inclusion in Promotional bags (see below) by Tuesday 21st September - QOGM Event promotion commencing around beginning of September o Any advertising signage used by Council around the Shire area - Printing of 2021 Event Booklet and Guide x 100 (to be available by September 21st) - Provision of promotional bags and material for attendees (Estimated PAX 100) to be provided upon registration on Tuesday 21st September, 2021. (Paroo Guide, info packs, pens, notepads, stickers for example, and gift path tags as above) - Mayoral attendance to Opening Event on Wednesday 22nd September 2021 at either a sunrise / breakfast OR sunset / BBQ Dinner - Council sponsorship for breakfast or dinner after Opening Event. Estimated PAX 100.
As a rough guide, previous Councils have allowed for a budget of up to $10,000, but that amount was never expended. In both cases, a ROI of between $45000 and $50000 was achieved – see reports below.
More details of the QOGM Event are available on the Facebook site: https://www.facebook.com/groups/187738785070822/
In addition, the following attachments also provide more information:
1. QOGM 2018 Barcaldine Booklet 2. QOGM 2018 Barcaldine Report 3. QOGM 2019 Blackall-Tambo Booklet 4. QOGM 2019 Blackall-Tambo Report
Sincerely
Rod Collins On behalf QOGM 2021 Paroo Organizing Members
Page 142 of 168 General Council Meeting Notice & Agenda 15 December 2020
11.3 Correspondence – MDA Change of Name Consultation Council Meeting: 15th December 2020 Organisation: Murray Darling Association Inc. Author: Jess Maher – Communications and Engagement Officer
Purpose The Murray Darling Association is currently consulting with members and stakeholders regarding a proposed name change to affirm the identity of the association as a representative of local government by incorporating the words local government words into its name.
To support your participation in the consultation process, please find attached a comprehensive briefing pack including frequently asked questions, and an analysis of LGA entities, memberships and charters.
Recommendation That Council 1. receive and note the correspondence 2. Delegate the CEO to complete the survey distributed by email dated 03 December 2020.
Discussion The Murray Darling Association is looking at adopting the name “Murray-Darling Local Government Association”, this name will assist in clarifying the roles, functions and memberships of the MDA and avoid confusion with other LGAs. The MDA is not considering any other options for the name change other than “Murray-Darling Local Government Association”.
Consistent feedback from members and stakeholders in recent years has identified that the MDA needs to:
➢ reduce confusion of identity between the Murray Darling Association (MDA) and the Murray Darling Basin Authority (MDBA); ➢ clarify our identity as an association that represents the interests of local government at state and federal level in the management of Basin resources (Purpose - Part 3 of our Constitution). ➢ better reflect and describe the role, purpose, context and work of the association; ➢ accurately identify the MDA as an inter-jurisdictional association of councils operating across the Murray-Darling Basin. ➢ Build membership of councils ➢ support regional and state LGA’s by further elevating regional and state priorities to the Basin and National scale.
At its 2020 Annual General Meeting, the MDA membership resolved at Motion 2020-5.18 to commence consultation with its members on affirming the Association as a representative of Local Government by incorporating the words “local government” into its name.
Following consultation all feedback will be considered at the 2021 annual strategic planning workshop. The board will then determine whether to call an EGM to adopt the use of the name.
The Consultation is in the form of a survey distributed to members via email.
Page 143 of 168 General Council Meeting Notice & Agenda 15 December 2020
From: Jess Maher
Dear Region 12,
The Murray Darling Association is currently consulting with members and stakeholders regarding a proposed name change to affirm the identity of the association as a representative of local government by incorporating the words local government words into its name.
To support your participation in the consultation process, please find attached a comprehensive briefing pack including frequently asked questions, and an analysis of LGA entities, memberships and charters.
The FAQ includes questions such as: • Why is the Murray Darling Association (MDA) considering a change of name to the Murray- Darling Local Government Association (Murray-Darling LGA)? • Are LGAs required be registered as local government entities, and to be defined in state acts of Parliament? • Will the name change lead to confusion and misunderstandings about the roles, functions and memberships of the MDA and other LGAs? • The MDA’s constitution states its purpose as representing the interests of local government…at state and federal level in the management of Basin resources. Is this focus too narrow for an LGA? • Are there any legal risks or barriers to the name-change? • Not all councils in the Murray-Darling basin are members. Does this mean the MDA is not truly representative of local government? • And more.
We encourage you to read the briefing pack and participate in our consultation survey. The survey is available here. While not a procedural requirement, we do encourage all member councils to bring the matter to their council.
To allow adequate time for all councils to consider the matter, consultation will remain open until 12 February 2021, after which the board will determine whether to put the matter to an Extraordinary General Meeting (EGM).
If you have any questions or would like further information, please contact the MDA on (03) 5480 3805.
Kind regards, Jess Maher, on behalf of,
Emma Bradbury Chief Executive Officer
Jess Maher Communications and Engagement Officer Murray Darling Association Inc. A: Level 1 – 250 Anstruther St, Echuca VIC 3564 | P: (03) 5480 3805 E: [email protected] | W: www.mda.asn.au
Page 144 of 168 General Council Meeting Notice & Agenda 15 December 2020
The Murray Darling Association (MDA) is currently consulting with members and stakeholders regarding a proposal to include the words Local Government in the name of the MDA, that is to say: Murray-Darling Local Government Association.
To support the consultation process, please find below an FAQ and an analysis of LGA entities, memberships and charter.
Table of Contents
1. Why is the Murray Darling Association (MDA) considering a change of name to the Murray-Darling Local Government Association (Murray-Darling LGA)? 2
2. Aren’t all LGAs required be registered as local government entities, and to be defined in state acts of Parliament? 2
3. Will the name change lead to confusion and misunderstandings about the roles, functions and memberships of the MDA and other LGAs? 2
4. The MDA’s constitution states its purpose as representing the interests of local government…at state and federal level in the management of Basin resources. Is this focus too narrow for an LGA? 3
5. Are there any legal risks or barriers to the name-change? 3
6. Not all councils in the Murray-Darling basin are members. Does this mean the MDA is not truly representative of local government? 3
7. Will our membership categories need to change? Why / Why not? 4
8. The MDA has multiple membership categories. Is there a risk that interest groups can unduly influence the MDA? 4
9. Will individual members still be welcome at the MDA? 4
10. Do we need another LGA? What is the MDA’s point of difference? 4
11. I am not a member of the MDA. Can I still participate in the consultation process? 4
12. How does the MDA ensure rigorous consultation with elected members, council staff and full council meetings before making decisions? 4
13. Some of the state LGAs have indicated that they don’t support the change. Could the name change impact current relationships? 5
14. The MDA started life as the Murray-Valley Development League, then changed to the Murray Darling Association in 1983. Will this be the last change? 5
15. Is the MDA considering other options for a name change? 5
16. Okay, so you are consulting. Who are you consulting with, and what happens next? 6
17. What’s in it for my council? 6
18. Did the Murray Darling Association (MDA) undertake any preparations prior to going to consultation? 7
Page 145 of 168 General Council Meeting Notice & Agenda 15 December 2020
1. Why is the Murray Darling Association (MDA) considering a change of name to the Murray- Darling Local Government Association (Murray-Darling LGA)? Consistent feedback from members and stakeholders in recent years has identified that the MDA needs to ➢ reduce confusion of identity between the Murray Darling Association (MDA) and the Murray Darling Basin Authority (MDBA); ➢ clarify our identity as an association that represents the interests of local government at state and federal level in the management of Basin resources (Purpose - Part 3 of our Constitution). ➢ better reflect and describe the role, purpose, context and work of the association; ➢ accurately identify the MDA as an inter-jurisdictional association of councils operating across the Murray-Darling Basin. ➢ Build membership of councils ➢ support the association’s ability to compete for grant and project funding ➢ support regional and state LGA’s by further elevating regiona and state priorities to the Basin and National scale.
2. Aren’t all LGAs required be registered as local government entities, and to be defined in state acts of Parliament? No. An analysis of LGAs shows a variety of legislation under which they operate. For example, ALGA is an Australian Public Company; ALGWA is an Other Unincorporated Entity, and its Constitution refers to Consumer Affairs Victoria; LGAQ is an Australian Public Company registered under the Commonwealth Corporations Act, LG NSW is registered federally under the Fair Work (Registered Organisations) Act 2009 (Cth) and in NSW under the Industrial Relations Act 1996. LGA SA and the MAV are both Local Government Entities, LGA SA is constituted as a body corporate and a public authority pursuant to the Local Government Act 1999 while the MAV is an Association incorporated by an Act of the Parliament of Victoria, Australia, known as the Municipal MAV Act 1907..
Like the MRLGA, the MDA is an Other Incorporated Entity. The MDA is incorporated under the Association’s Incorporation Act 1984 NSW and is required to operate in accordance with the rules of its Constitution.
A full comparison & analysis of regional, state and national Local Government Associations (LGAs) can be found at the end of this document.
3. Will the name change lead to confusion and misunderstandings about the roles, functions and memberships of the MDA and other LGAs?
No. Each LGA across all jurisdictions has its own unique role, functions, and membership arrangements. For each LGA, these are described in their charter or constitution. The one thing we all have in common is that we serve the interests of local government.
Page 146 of 168 2 General Council Meeting Notice & Agenda 15 December 2020
Adopting the name Murray-Darling Local Government Association will assist in clarifying the roles, functions and memberships of the MDA, and avoid confusion with other LGAs.
4. The MDA’s constitution states its purpose as representing the interests of local government…at state and federal level in the management of Basin resources. Is this focus too narrow for an LGA?
No. As noted in FAQ 3, each LGA has its own unique role, functions, and membership arrangements. The MDA’s role is to represent the interests of local government...at state and federal level in the management of Basin resources. Those resources include water, land, energy and community.
The MDA provides a unique role representing the interests of local government in a highly specialized area, providing additional support for the position of regional and state LGAs in relation to Basin Plan implementation and policy relating to water, land, energy and community provides a vital service to councils and other LGAs across the Basin.
With our MOU with the MDBA, our Relationship Agreement with the CSIRO, and our partnering arrangements with the OneBasin CRC bid and other interjurisdictional initiatives the MDA is uniquely positioned to strengthen the regional and state priorities of partner LGAs building alignment and delivering value to member councils and LGAs.
Link to Vision 2025
5. Are there any legal risks or barriers to the name-change?
No. There is no legal impediment to the name change, and it has in fact the name Murray-Darling Local Government Association was legally approved and registered some years ago.
Approval was granted in 2019 and the name is Murray-Darling Local Government Association was registered to the MDA by ASIC on advice from the Commonwealth Minister for Finance, and Minister for Local Government.
Consultation is required to assist our members to determine whether to adopt the name change.
6. Not all councils in the Murray-Darling basin are members. Does this mean the MDA is not truly representative of local government?
No. Membership to most, if not all LGAs is at the discretion of individual councils. Most LGA’s have a range of membership categories. Most also have both member and non-member councils within their jurisdiction. Our engagement and service is highly inclusive of member and non-member councils.
Page 147 of 168 3 General Council Meeting Notice & Agenda 15 December 2020
7. Will our membership categories need to change? Why / Why not?
No. The MDA currently has 4 membership categories: Council Organizations, Non-council Organizations, Individuals, and Life Members. Currently there is one member in the non-council organization and approximately 10-12 members each in the Individual and Life Member categories.
Based on feedback gathered during our consultation our board has considered that it may be appropriate to amend the Constitution to ensure only local government members vote at the Annual General Meeting, ensuring integrity and probity of our governance arrangements while still valuing the contribution of individual and organization members.
8. The MDA has multiple membership categories. Is there a risk that interest groups can unduly influence the MDA?
No. See FAQ 7.
9. Will individual members still be welcome at the MDA.
Yes. See FAQ 7.
The MDA has a strong and proud tradition of listening to and benefiting from the experience, and expertise of individual members – including past councilors, technical and industry experts and even the current serving Deputy Prime Minister.
10. Do we need another LGA? What is the MDA’s point of difference? Yes. See FAQ 4.
11. I am not a member of the MDA. Can I still participate in the consultation process? Yes.
The decision on whether of not to adopt use of the name Murray-Darling Local Government Association is ultimately a decision for our members, and only members will be entitled to vote on the matter.
However, we value the views, opinions, and sentiment of all our stakeholder and have determined that it is important to consult as widely as possible.
12. How does the MDA ensure rigorous consultation with elected members, council staff and full council meetings before making decisions?
Through the region meeting system, member councils delegate representative rights on many matters to their delegates.
Page 148 of 168 4 General Council Meeting Notice & Agenda 15 December 2020
On matters of substance, including nomination of a chair/board member; voting rights and delegations; development adoption of position statements and motions to conference are all required to be put to council, and by resolution of the region.
Voting on some less substantial matters relies on delegation. The MDA undertakes substantial consultation with member councils and in fact broader stakeholders.
As with all LGA’s, consultation is an area the MDA strives for continuous improvement. However, current practice of the MDA aligns with, and in many cases exceeds that of equivalent state and territory LGAs.
13. Some of the state LGAs have indicated that they don’t support the change. Could the name change impact current relationships?
Yes. We are working hard to ensure the impact is positive. Managing relationships is a key focus of all councils and LGAs, none more so than at the MDA.
Some concern has been expressed among non-member councils and state based LGAs. We are working hard to work through any concerns with the LGAs.
Fostering good relationships and working collaboratively with councils and LGAs is essential to achieve good outcomes for councils everywhere. We are particularly keen to build on the positive relationship we have with the state based LGA’s to collaborate on supporting the challenges experienced by rural and regional councils impacted by changes to water availability in the Murray-Darling Basin.
We will continue to work collaboratively with all councils and LGAs.
14. The MDA started life as the Murray-Valley Development League, then changed to the Murray Darling Association in 1983. Will this be the last change?
The MDA was first incorporated in 1944 to assist local government to exercise a collective voice in the Federal Parliament on a range of issues relevant to councils across the Murray Valley (NSW, Vic, SA), including legislation on the Snowy River Diversion and the associated hydro- electricity scheme.
In August 1992 the organization resolved to broaden its reach to include all councils of the Murray Darling Basin, changing its name from the Murray Valley Development League to the Murray Darling Association.
It is important for the MDA’s name and practice to future focused, relevant and reflect the role of the organisation.
15. Is the MDA considering other options for a name change? No.
Page 149 of 168 5 General Council Meeting Notice & Agenda 15 December 2020
The Murray Darling Association is a good name, and that name enjoys a solid reputation in the sector. There is no proposal to change the name other than to better reflect its role in local government by incorporating those words into its existing name.
Over the last two years, the MDA has consulted with members and stakeholders on on this matter, using informal consultation, board meetings, our strategic advisory group, and at our annual strategic planning workshops in 2019 and 2020.
At its 2020 Annual General Meeting, the Murray Darling Association membership resolved at Motion 2020-5.18 to commence consultation with its members on affirming the identity of the association as a representative of local government by incorporating the words local government words into its name.
16. Okay, so you are consulting. Who are you consulting with, and what happens next?
Following the 2020 AGM, the board adopted a consultation and engagement strategy that includes the distribution of a survey to our members, and further consultation with those LGAs that responded to our initial correspondence in 2019. The strategy also welcomes feedback from interested stakeholders and the community.
Following consultation all feedback will be considered at the 2021 annual strategic planning workshop. The board will then determine whether to call an EGM to adopt the use of the name
Murray-Darling Local Government Association. Any change to the constitution will be required to be put to a general meeting of the membership.
A decision will be made on this matter at an Extraordinary General Meeting (EGM) next year. The EGM will not be called until conclusion of consultation in February 2021.
17. What’s in it for my council?
Local government and the communities of the Murray-Darling Basin must lead the way in water management, agriculture, energy efficiency and innovation if we are to have safe, secure and equitable distribution of water.
Severe drought and bushfires, evolving water markets, climate change, emerging developments in energy, agriculture, water infrastructure and now COVID-19 all form the backdrop to these extraordinary times.
Now, more than ever before, local government has a critical role to play in the management of Basin resources if we are to ensure our communities enjoy safe secure water supply, sustainability, vibrancy and prosperity of our local communities for future generations.
The achievements of the MDA have significantly enhanced the position of local government in the determining policy settings that impact every council and community in the Basin, making local leadership a national priority.
Page 150 of 168 6 General Council Meeting Notice & Agenda 15 December 2020
Our strategic plan, Vision 2025 aligns the vision and priority of councils, regions and governments across the Murray-Darling Basin.
18. Did the Murray Darling Association (MDA) undertake any preparations prior to going to consultation? Yes.
➢ In recent years the Murray Darling Association has received consistent feedback from members, and at all levels of government and community that the MDA needs to strengthen its identity as association that represents the interests of local government at state and federal level in the management of Basin resources, as described in Part 3 of our Constitution, by incorporating the words ‘local government’ into our name.
➢ In 2019, the board resolved to inquire into any implications that may arise if such a change was to occur. Our inquiries revealed that use of the words local government in a name requires Ministerial approval.
➢ In October 2019, approval was granted by Minister Frydenberg and ASIC on advice from Minister Coulton, Federal Minister for Local Government for the Murray Darling Association to register the name Murray-Darling Local Government Association. Strong support has also been expressed by the Deputy Prime Minister The Hon Michael McCormack, and many of our Mayors and regional chairs across the Basin. This left only for the membership to consider the matter.
➢ In December 2019, the MDA wrote to all state and national LGA’s to alert them to the proposal and seek their feedback as a valued colleague in the sector and providing assurance our aim is to strengthen rather than diminish role of LGA’s.
➢ State LGAs responded with an objection on the basis that it will create confusion and misunderstanding about the roles, functions, and memberships of the MDA and the other LGAs. The board noted those responses in January 2020 and resolved to consider the matter in detail at the MDAs annual strategic planning workshop.
➢ At its 2020 Annual General Meeting held in September this year, the Murray Darling Association membership resolved at Motion 2020-5.18 to consult with its members on affirming the identity of the association as a representative of local government by incorporating the words local government into its name.
➢ To give effect to that motion, the MDA launched a consultation and engagement strategy that included the distribution of a survey to our members and invited further consultation with those LGAs that responded to our initial correspondence in 2019. The strategy also welcomes feedback from interested stakeholders and the community.
Page 151 of 168 7 General Council Meeting Notice & Agenda 15 December 2020
LGA ABN Entity Type Members Governance & Reporting Local 49 853 913 882 Other • NSW Local Councils LGNSW is registered federally under the Fair Work (Registered Government Unincorporated • associate members Organisations) Act 2009 (Cth) and in NSW under the Industrial NSW Entity Relations Act 1996. Each act requires compliance with a set of (LG NSW) rules that govern how the Association operates. The rules cover object and powers, memberships, control and governance, the annual conference, the Board, finance and auditing. (Annual Report 2019/20)
Local 83 058 386 353 Local Government • Councils Local Government Association of South Australia Government Entity • Community Councils is constituted as a body corporate and a public authority Association pursuant to the Local Government Act 1999. (LGASA of South Constitution and Rules) Australia (LGA SA)
Local 11 010 883 293 Australian Public • Brisbane City Council The LGAQ is a public company limited by guarantee registered Government Company • local governments constituted under the Commonwealth Corporations Act 2001, and is Association under the Local Government required to operate in accordance with the provisions of the of Act 2009. Constitution. Queensland It is a not-for-profit association set up solely to serve the (LGAQ) state’s 77 councils and their individual needs (Extract – Annual Report 2020, p3. )
Municipal 24 326 561 315 Local Government • Participating member councils The MAV is an Association incorporated by an Act of the Association Entity • non-participating member Parliament of Victoria, Australia, known as the Municipal MAV of Victoria Councils. Act 1907. (Annual Financial Report 2020) (MAV) The association is required to operate in accordance with the MAV Rules 2013.
Page 152 of 168 8 General Council Meeting Notice & Agenda 15 December 2020
Australian 31 008 613 876 Australian Public • Local Government NSW ALGA is a federation of state and territory local government Local Company • Local Government Association associations. (ALGA website) Government of Northern Territory No Annual Report has been found on the website. Association • Local Government Association No governance or reporting information has been found on (ALGA) of Queensland the website. • Local Government Association of South Australia • Local Government Association of Tasmania • Municipal Association of Victoria • Western Australian Local Government Association
Australian 58 853 856 904 Other Membership of ALGWA is open to The Association is incorporated under Consumer Affairs Local Unincorporated anyone interested in supporting Victoria and is required to operate in accordance with it’s Government Entity women’s participation in Local Constitution. Women’s Government. Membership includes Association elected Councillors, Local (ALGWA) Government Employees , former Mayors and Councillors, individual Councils and Shires and intending candidates for Local Government elections. Murray- 64 636 490 493 Other Incorporated • Local government entity The Association is incorporated under the Association’s Darling Local Entity • Organisation Incorporation Act 1984 NSW and is required to operate in Government • Individual Member accordance with the rules of its Constitution. Association • Life Member (MDA)
Page 153 of 168 9 General Council Meeting Notice & Agenda 15 December 2020
Sample of Regional Organisations of Councils/Local Government Associations Murray and 78 714 181 490 Other Incorporated Constituent Councils The Association has been formed as a subsidiary under the Mallee Local Entity • The Berri Barmera Council, Local Government Act 1999 (SA) and as such, must comply Government • The Coorong District Council, with the provisions of the Act as described in it’s Charter. Association • The District Council of (MRLGA) Karoonda East Murray, • District Council of Loxton South Waikerie, Australia • The Mid Murray Council, • The Rural City of Murray Bridge, • The Renmark Paringa Council, and • The Southern Mallee District Council Riverina and 70 595 075 058 Local Government • Albury City Council The Riverina and Murray Joint Organisation (RAMJO) has been Murray Joint Statutory Authority • Berrigan Shire Council proclaimed by the NSW State Government as a Body Organisation • Carrathool Shire Council Corporate under the provisions of the Local Government Act (RAMJO) • Edward River Council 1993, and operates in accordance with its Charter. • Federation Council NSW • Griffith City Council • Hay Shire Council • Leeton Shire Council • Murray River Council • Murrumbidgee Council • Narrandera Shire Council
Page 154 of 168 10 General Council Meeting Notice & Agenda 15 December 2020
12 CLOSURE OF MEETING
MINUTES CERTIFICATE This is to confirm that the minutes constitute a true and correct record of the proceedings at the meeting.
Suzette Beresford Cassie White Mayor Chief Executive Officer
Page 155 of 168 General Council Meeting Notice & Agenda 15 December 2020
ORDINARY COUNCIL MEETING MINUTES
th 17 November 2020
Page 156 of 168 General Council Meeting Notice & Agenda 15 December 2020
1 OPENING OF MEETING The Ordinary Council Meeting was declared open at: 9.19am
2 ACKNOWLEDGEMENT OF TRADITIONAL OWNERS Council would like to respectfully acknowledge the Traditional Owners of the land on which this meeting is taking place and Elders both past and present. We also recognise those whose ongoing effort to protect and promote Aboriginal and Torres Strait Islander Cultures will leave a lasting legacy for future Elders and leaders. 3 ATTENDANCES AND APOLOGIES Mayor Suzette Beresford Chairperson Councillor Rick Brain Deputy Mayor Councillor Joann Woodcroft Councillor James Clark Councillor Patricia Jordan
APOLOGIES Nil
MEMBERS OF THE EXECUTIVE LEADERSHIP TEAM Chief Executive Officer Cassandra White Director Community Support & Engagement Tony Koch Chief Finance Officer Stephen Harbort Director Infrastructure Services Rob Hinckfuss
COUNCIL INVITEES Minute Taker Teresa King
VISITORS Nan Pike, Helen Rosenow, Randall Newsham, Rob Newsham, Brian and Jane Pike, Brad (Yowah), Liz McNiven 4 MOTION OF SYMPATHY RES.M20/189 Motion of Sympathy for: • Marlene Wightman • Mark Williams Moved Cr Jordan Seconded Cr Woodcroft CARRIED 5 CONFIRMATION OF MINUTES RES.M20/190 That Council adopt the minutes of the General Meeting of Council held Tuesday, 13th October th 2020 and Special General Meeting of Council held Tuesday 27 October as a true and correct record of those meetings. Moved Cr Woodcroft Seconded Cr Clark CARRIED 6 DECLARATION OF INTERESTS I, Suzette Beresford declare that I have a Perceived Conflict of Interest in Agenda Item 10.1 Bursary Nominations Report. I, Suzette Beresford declare that I have a Perceived Conflict of Interest in Agenda Item 11.3, Chamber of Commerce – 2020 Bush Christmas – Seeking Council Support. I, Joann Woodcroft declare that I have a Perceived Conflict of Interest in Agenda Item 11.3, Chamber of Commerce – 2020 Bush Christmas – Seeking Council Support. I, Rick Brain declare that I have a Perceived Conflict of Interest in Agenda Item 11.3, Chamber of Commerce – 2020 Bush Christmas – Seeking Council Support. I, Joann Woodcroft declare that I have a Perceived Conflict of interest in Agenda Item 10.1 Page 157 of 168 General Council Meeting Notice & Agenda 15 December 2020
Bursary Nomination Report. I, Joann Woodcroft declare that I have a Perceived Conflict of Interest in Agenda Item 11.4, Cunnamulla P-12 State School – Seeking Council Support. 7 MAYOR 7.1 Mayor’s Report Council Meeting: 17th November 2020 Department: Office of the Mayor Author: Suzette Beresford, Mayor Purpose The purpose of this report is to provide an update on the meetings and teleconferences that Mayor Beresford has attended. Decision That Council receive and note the report.
8 OFFICER REPORTS
8.1 DIRECTOR INFRASTRUCTURE 8.1.1 Infrastructure Report Council Meeting: 17th November 2020 Department: Infrastructure Author: Rob Hinckfuss Purpose The purpose of this report is to outline the status of the Infrastructure Department to the end of October 2020 plus some future look ahead. Decision That Council receive and note the report. 8.1.2 Project Management Report Council Meeting: 17th November 2020 Department: Major Projects/ Asset Management Author: Chris Safonoff Purpose The purpose of this document is to provide Council with an update on the activities undertaken by the Project Management Department. Decision That Council receive and note the Project Management report for November 2020.
8.1.3 Paroo Shire Seal Various Sealing Works Tender Nov 20 Report Council Meeting: 17th November 2020 Department: Project Management Author: Adam Trew Purpose The purpose of this document is to provide Council with an update on the activities related to the Paroo Shire Various Sealing Works Tender Nov 20. RES.M20/191 The Council 1. Resolves in accordance with Section 228 of the Local Government Regulation 2012 to award the Paroo Shire Various Sealing Works Tender Nov 20 to Colas Qld. Pty Ltd. for the Tender Sum of $367,214.00 (excluding GST). 2. Resolves in accordance with Section 228 of the Local Government Regulation 2012 to award the aggregate supply for the Paroo Shire Various Sealing Works Tender Nov 20 to W & T Hickey Pty Ltd for the sum of $245,361.00 (excluding GST). 3. Delegate authority to the Chief Executive Officer in accordance with Section 257 of the Local Government Act 2009 to negotiate, finalise and execute any Pageand 158all of matters 168 in General Council Meeting Notice & Agenda 15 December 2020
relation to the engagement of Colas Pty. Ltd for all the Sealing Works associated with the Paroo Shire Various Sealing Works Tender Nov 20 to the value of $367,214.00 (excluding GST). Moved Cr Jordan Seconded Cr Woodcroft CARRIED 8.2 DIRECTOR COMMUNITY SUPPORT AND ENGAGEMENT 8.2.1 Corporate and Community Services Council Meeting: 17th November 2020 Department: Corporate and Community Services Author: Toni Pender- A/Manager Community Services Purpose The purpose of this document is to provide Council with an update on the activities undertaken by the Corporate and Community Services Department. Decision That Council receive and note the report. 8.2.2 Community Drought Support for Plan 2020 Council Meeting: 17th November 2020 Department: Community Services Author: Toni Pender Purpose
This report provides a Council with an overview of the Community Drought Support Funding over the 2020/21 year. RES.M20/192 That Council endorse the funding allocation plan that has been approved by the Department. Moved Cr Brain Seconded Cr Jordan CARRIED 10.04 am Cr Woodcroft left the meeting and returned 10.06am 10.08 am Rob Hinckfuss left the meeting and returned at 10.10am 8.2.3 Library Services Report Council Meeting: 17th November 2020 Department: Community Support and Engagement Author: Tammy Hickey Purpose The purpose of this document is to provide Council with an update on activities related to Library Services within the Shire for the Month of October RES.M20/193 1. That Council receive and note the report as presented. 2. That Council endorse the co-contribution of $1,250 to the First5Forever Grant for contribution toward a performance group for the Easter Fair from the Mayor’s discretionary fund Moved Cr Brain Seconded Cr Jordan CARRIED RES.M20/194 That Council not grant permission for weather/vandal proof photos to be displayed around the library sign; however, utilise the existing notice board at the front of the library to display photos. Moved Cr Woodcroft Seconded Cr Clark CARRIED
Page 159 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.2.4 Local Laws Council Meeting: 17th November 2020 Department: Community Support & Engagement – Local Laws Author: Joe Lewis, Jason Thomas - Local Laws Officers Purpose The purpose of this document is to provide Council with an update on the activities undertaken by the Local Laws Officer during the month of October Decision That Council receive and note the Report as presented.
10.19am Meeting adjourned for morning tea and resumed at 10.47am 8.2.5 Tourism Report Council Meeting: 17th November 2020 Department: Tourism Author: Barb Mason Purpose The purpose of this document is to provide Council with an update on the progress of the Tourism Program for October/November 2020 Decision That Council receive and note the Report as presented. 8.2.6 Rural Lands & Compliance Report Council Meeting: 17 November 2020 Department: Rural Lands & Compliance Author: Colin Ickeringill Purpose The purpose of this document is to provide Council with an update on the actions of the Rural Lands & Compliance unit. Decision That Council receive and note the Report as presented. 8.4 CHIEF EXECUTIVE OFFICER 8.4.1 Action Item Register Council Meeting: 17th November 2020 Department: Office of the Chief Executive Officer Author: Cassie White, Chief Executive Officer Purpose The purpose of this document is to provide Council with an update on items that were previously raised in Council Meetings requesting information, action or follow up. RES.M20/195 That Council receive and note the Action Item Register as amended with the removal of Akers Creek Moolya Station; Gravel Pits Moolya Station; and suggested reallocating the Airport Water for Emergencies to a proposed Fire Hydrant in John Street behind the Central on Stockyard complex. Moved Cr Brain Seconded Cr Jordan CARRIED 11.56am Meeting adjourned for SWRED teleconference and lunch; resumed at 1.18pm
Page 160 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.4.2 Office of the Chief Executive Report Council Meeting: 17th November 2020 Department: Office of the Chief Executive Author: Cassie White, Chief Executive Officer
Purpose The purpose of this document is to provide Council with an update on activities within the Office of the Chief Executive for the month of September 2020. Decision That Council receive and note this report. 8.4.3 Grants Application Report – Oct 2020 Council Meeting: 17th November 2020 Department: Office of the Chief Executive Officer Author: Alison Shaw
Purpose The purpose of this agenda item is to provide Council with the Grants Application Report as at 31 Oct 2020 as prepared by Alison Shaw of The Right Grant. Decision That Council receives and notes the report.
8.4.4 Paroo Shire Council Ordinary Meeting Dates 2021 Council Meeting: 17th November 2020 Department: Office of the CEO Author: Cassie White, Chief Executive Officer Purpose The purpose of this report is to provide Council with a recommendation relating to the adoption of Ordinary Meeting dates for 2021 as per the Local Government Regulations 2012. RES.M20/196 That Council, in accordance with the Local Government Regulations 2012 sections 254B and 257, resolve to: • hold Ordinary Meetings on the third Tuesday of each month (as per the table below); • nominate specified locations for each meeting within the Shire • provide a copy to all Councillors of Ordinary Meeting dates and locations; and • publish dates on Council’s Facebook page and website and in a newspaper circulating generally in the local government area
Month Date Location
January Tuesday, 19th January 2021 Cunnamulla February Tuesday, 16th February 2021 Wyandra March Tuesday, 16th March 2021 Noorama April Tuesday, 20th April 2021 Yowah May Tuesday, 18th May 2021 Cunnamulla June Tuesday, 15th June 2021 Cunnamulla July Tuesday, 20th July 2021 Cunnamulla August Tuesday, 17th August 2021 Cunnamulla September Tuesday, 21st September 2021 Wyandra October Tuesday, 19th October 2021 Cunnamulla November Tuesday, 16th November 2021 Eulo December Tuesday, 21st December 2021 Cunnamulla Moved Cr Clark Seconded Cr Woodcroft CARRIED Page 161 of 168 General Council Meeting Notice & Agenda 15 December 2020
8.4.5 Policy Review – Councillor Consultation Council Meeting: 17th November 2020 Department: Office of the Chief Executive Author: Cassie White, Chief Executive Officer Purpose The purpose of this document is to provide Council with draft policies for review and feedback prior to the November 2020 Council meeting. RES.M20/197 That Council adopt the DLGRMA – Model Meeting Procedures (Statutory Policy) o Updated by the Department in October 2020 Moved Cr Brain Seconded Cr Clark CARRIED RES.M20/198 That Council adopt the DLGRMA – Best practice standing orders for local government and standing committee meetings o Updated by the Department in September 2020 Moved Cr Woodcroft Seconded Cr Brain CARRIED RES.M20/199 That Council adopt the GP-045 – Administrative Action Complaints (Statutory Policy) Moved Cr Jordan Seconded Cr Clark CARRIED RES.M20/200 That Council adopt the new - Domestic and Family Violence Support Policy Moved Cr Woodcroft Seconded Cr Brain CARRIED RES.M20/201 That Council adopt the CSP-046 – Child Protection Policy o 2020 Review Moved Cr Jordan Seconded Cr Clark CARRIED RES.M20/202 That Council adopt the New – Public Library Internet Access Policy Moved Cr Brain Seconded Cr Clark CARRIED Cr Brain left the meeting 2.24pm and returned at 2.26pm
Rob Hinckfuss left the meeting at 2.26pm and returned at 2.28pm 10 CONFIDENTIAL SESSION I, Suzette Beresford declare that I have a Perceived Conflict of Interest in Agenda Item 10.1 Bursary Nominations Report in particular the R.L Beresford Bursary due to my husband’s Uncle being Mr R.L Beresford who left a sum of money in the trust of Paroo Shire Council as an investment to the children of the Paroo Shire. I will leave it up to the members as to whether I leave the meeting or remain. I, Joann Woodcroft declare that I have a Perceived Conflict of Interest in Agenda Item 10.1 Paroo Shire Council Bursary Nomination Report as one of my Employees children has been nominated for this bursary and declare I will leave the meeting whilst the discussion and the decision is made. The meeting agreed that Cr Beresford did not have a Perceived conflict of interest regarding the R.L Beresford Bursary nominations as the perceived interest was well removed from influence. The meeting agreed that Cr Woodcroft be removed from the discussion and exit the meeting for the Paroo Shire Council bursary discussion and decision. 2.36pm Cr Woodcroft left the meeting and returned at 2.39pm.
Page 162 of 168 General Council Meeting Notice & Agenda 15 December 2020
10.1 BURSARY NOMINATIONS REPORT – CONFIDENTIAL Council Meeting: 17th November 2020 Department: Office of the Chief Executive Author: Teresa King This matter has been referred to a closed meeting of Council in accordance with the Local Government Regulation 2012, Chapter 8, Part 2, section 254J (c ), (g). Purpose Each year the R.L Beresford and Paroo Shire Council Bursary nominations are called through the schools within the Shire. RES.M20/203
That Council accepts the nominations from the Cunnamulla State School for the R.L Beresford to be awarded to: Maleek Mitchell Moved Cr Jordan Seconded Cr Brain CARRIED RES.M20/204 That Council accepts the nominations from the Cunnamulla State School for the Paroo Shire Council Bursary to be awarded to: Stella Mitchell Moved Cr Brain Seconded Cr Jordan CARRIED RES.M20/205 That Council accepts the nomination from the Sacred Heart School for the R.L Beresford Bursary to be awarded to: Sara King Moved Cr Clark Seconded Cr Brain CARRIED Rhi Newsham, President ICPA, was invited to the meeting to provide clarification on the ICPA Correspondence request. Rhi joined the meeting at 3.23pm and left at 3.33pm. Cr Brain left the meeting at 3.34pm and returned at 3.35pm 11 CORRESPONDENCE 11.1 Correspondence – ICPA State Conference Council Meeting: 17th November 2020 Organisation: Isolated Children’s Parents’ Association, Cunnamulla Branch Author: Rhiannon Newsham, President, Cunnamulla ICPA Branch Purpose The purpose of this report is to provide Council with correspondence relating to the ICPA 50th Anniversary State Conference of Queensland being held in Cunnamulla 2021. RES.M20/206 That Council 1. Receive and note the correspondence from ICPA Cunnamulla Branch regarding their 50th Anniversary State Conference to be held in Cunnamulla 31 May 2021-02 June 2021 and delegate authority to the CEO to approve and finalise support and arrangements, including costing of requested items at the discretion of the CEO, under the Community Donation Program. Moved Cr Woodcroft Seconded Cr Clark CARRIED 11.2 Correspondence – Churches of Christ - Yapunyah Lodge Closure Council Meeting: 17th November 2020 Organisation: Churches of Christ in Queensland Author: Steve Webster, Director Communications and Marketing Purpose The purpose of this report is to provide Council with correspondence for their information Decision That Council receive and note the correspondence and allow discussion with CACH regarding opportunities for future use considerations.
I, Suzette Beresford declare that I have a Perceived Conflict of Interest in Agenda Item 11.3, Chamber of Commerce – 2020 Bush Christmas – Seeking Council Support, being a member157 of General Council Meeting Notice & Agenda 15 December 2020
the Chamber of Commerce. I, Joann Woodcroft declare that I have a Perceived Conflict of Interest in Agenda Item 11.3, Chamber of Commerce – 2020 Bush Christmas – Seeking Council Support, being a member of the Chamber of Commerce. I, Rick Brain declare that I have a Perceived Conflict of Interest in Agenda Item 11.3, Chamber of Commerce – 2020 Bush Christmas – Seeking Council Support, being a member of the Chamber of Commerce. The meeting agreed that Cr Beresford, Cr Woodcroft and Cr Brain did not have a Perceived Conflict of Interest and would not be required to leave the meeting and could participate in the discussion and decision making toward the item. 11.3 Correspondence – Cunnamulla & District Chamber of Commerce Council Meeting: 17th November 2020 Organisation: Cunnamulla & District Chamber of Commerce Author: Samantha Meurant – President Purpose The purpose of this report is to provide Council with correspondence for their information and provide direction to the CEO on fee waivers and provisional support RES.M20/207
That Council receive the report and provide authorisation to the CEO for support outlined in the letter. 1. Removal of Hire Fees 2. Removal of Cold Room Hire Fees 3. Keeping the Bob Poncho Park Toilets open later for use during the event 4. Provision of additional wheelie bins and bollards to ensure a clean and safe space Moved Cr Jordan Seconded Cr Clark CARRIED I, Joann Woodcroft declare that I have a Perceived Conflict of Interest in Agenda Item11.4, Cunnamulla P-12 State School – Seeking Council Support, being the Treasurer of the Cunnamulla P-12 P&C Committee. The meeting agreed that Cr Woodcroft did not have a Perceived Conflict of Interest and would not be required to leave the meeting.
158 General Council Meeting Notice & Agenda 15 December 2020
11.4 Correspondence – Cunnamulla P-12 State School Council Meeting: 17th November 2020 Organisation: Cunnamulla P-12 State School Author: Megan Clarke Purpose The purpose of this report is to provide Council with correspondence for their information and provide direction to the CEO on fee waiver RES.M20/208 That Council receive the report and provide authorisation to the CEO to action fee waiver as requested for week of 16th-19th November 2020. Moved Cr Clark Seconded Cr Jordan CARRIED Cr Beresford left the meeting at 4.22pm and returned at 4.25pm Rob Hinckfuss left the meeting at 4.23pm and returned at 4.25pm Cr Woodcroft left the meeting at 4.42pm and returned at 4.45pm Cr Brain left the meeting at 4.43pm and returned at 4.45pm Cr Clark left the meeting at 4.46pm and returned at 4.49pm 9 LATE REPORTS 9.1 Financial Position Update Report Council Meeting: 17th November 2020 Department: Finance Author: Stephen Harbort, Chief Finance Officer Purpose The purpose of this document is to provide Council with an update on our current financial position. Decision That Council receive and note this report 9.1.1 Audit Minutes 28 September 2020 Council Meeting: 17th October 2020 Department: Finance Author: Stephen Harbort, Chief Finance Officer Purpose The purpose of this document is to provide Council with an update on our Audit Activities Decision That Council receive and note this report. Tony Koch left the meeting at 5.08pm and returned 5.10pm
Stephen Harbort left the meeting at 5.10pm and returned at 5.12pm 9.2 Paroo Shire Council Crest Logo Refresh Council Meeting: 17th November 2020 Department: Office of the CEO Author: Kelly Churchill Purpose The purpose of this document is to provide Council with the refreshed logo for their review, feedback and approval so work on the Style Guide document can commence. The refreshed logo is also required shortly for the new CCEC signage. RES.M20/209 That Council provide approval of the refreshed Paroo Shire Council Crest Logo Option 2 Crest retaining the scroll at the bottom providing further options are obtained with a less cartoonish cow head. Should the scroll text be illegible, Council approve Text option 1, ”Landscape Version” Moved Cr Jordan Seconded Cr Woodcroft CARRIED 159 General Council Meeting Notice & Agenda 15 December 2020
Cassie White left the meeting at 5.19pm and returned at 5.21pm 9.3 YOWAH SCHOOL – PSC / YOMCSI - LICENCE TO OPERATE Council Meeting: 17th November 2020 Department: Office of the Chief Executive Author: Tony Koch, Director Community Support & Engagement Purpose The YOWAH OPAL MINING COMMUNITY SERVICES INC ABN 72 697 138 237 (colloquially known as YOMCSI) has requested Paroo Shire Council (PSC) take over the Yowah State School property and infrastructure and provide it for the use of the community via YOMCSI being the site operator and tenant. The request is for Council to enter into a Licence arrangement with Queensland Department of Education and then enter into a subsequent agreement between Council and YOMCSI to formalise YOMCSI’s tenancy and the flow-through of obligations. RES.M20/210 1. That Council resolves to enter into the licence arrangement with Education Queensland and further enter subsequent tenancy arrangement with YOMCSI dependent on Paroo Shire Councils legal advice confirming that an adequate flow-through of obligations and responsibilities can be achieved. This agreement will be subject to Council receiving a formal application from YOMCSI and that they acknowledge the terms and conditions of the sub licence and delegate to the CEO to finalise. Moved Cr Brain Seconded Cr Clark CARRIED 9.4 Correspondence – Department of the Premier and Cabinet Council Meeting: 17th November 2020 Organisation: Department of the Premier and Cabinet Author: Mike Goodman Purpose
The purpose of this report is to provide Council with correspondence for their information and provide direction to the CEO on action required if required. RES.M20/211 That Council receive the report and delegate to the CEO for further follow up action. Moved Cr Brain Seconded Cr Woodcroft CARRIED Cr Jordan left the meeting at 5.42pm and returned at 5.44pm 9.5 Correspondence – LGAQ – Bush Councils Compact Council Meeting: 17th November 2020 Organisation: LGAQ Author: LGAQ Purpose The purpose of this report is to provide Council with correspondence for their information and provide direction to the CEO on action required if required RES.M20/212 That Council endorse the sentiments of the resolution passed by the NWQ Regional Organisation of Councils and delegate the CEO to prepare an appropriate response to LGAQ and South West Queensland Regional Organisation of Councils outlining Council’s reasons for not supporting the Bush Council’s Compact.. Moved Cr Clark Seconded Cr Brain CARRIED Rob Hinckfuss left the meeting at 5.57pm and returned at 5.59pm
160 General Council Meeting Notice & Agenda 15 December 2020
9.6 Correspondence – IQ-RAP Council Meeting: 17th November 2020 Organisation: Regional Development Australia Author: Glenys Schuntner Purpose The purpose of this report is to provide Council with correspondence for their information and provide direction to the CEO on action required if required RES.M20/213 That Council resolves it not join the IQ-RAP for the 2020/2021 Financial Year. Moved Cr Jordan Seconded Cr Woodcroft CARRIED 9.7 Amendments to Tipper Trailer Comments in Operations Report Council Meeting: 17th November 2020 Department: Office of the CEO Author: Robert Hinckfuss Purpose The purpose of this document is to provide Council with updated wording for the Tipper Trailers comments in the Operations Report. RES.M20/213 That Council approve the wording in this Late Report 9.7 as set out hereunder and substitute the wording in the 8.1.1 Operations Report: The 4 white Moore Tri Axle Tipper Trailers and their 2 associated dog trailers were recently inspected by the Workshop Supervisor and were found to have extensive fatigue cracks in the suspension cleats. Further inspection identified that there had already been quite a number of fatigue cracks that had been repaired throughout these trailers. The brakes and wheel hubs were also very worn plus the trailers don’t have covers (which reduces risk of rocks escaping from the tray and damaging other vehicles on the road). A decision had to be made what to do with these trailers. Either sell them as is and hire trailers for the flood work or do some repair work on them to make them safe and re-use them for the flood works. It was decided to repair them as there is a risk that the Contractors who would normally hire us tipper trailers might get so busy with the flood works that there might not be an option to hire any back to Council. It was therefore decided to carry out repairs and make them safe and compliant. To this end approximately $10,000 has been spent to date on parts and labour but there is still the 2 dog trailers to repair at this stage (estimate another $4,000 to repair these).We are still investigating the need for covers and whether we can do without them with a risk assessment. The trailers are only meant to be half filled (to meet their load rating) and the risk of rocks coming out is minimal. Once all repairs are done then these trailers should be able to be safely used for all of PSC’s flood works to cart gravel. The decision for selling them can therefore be made at a later date. Moved Cr Clark Seconded Cr Brain CARRIED 13 CLOSED SESSION RES.M20/214 That Council move into Closed at 6.07pm to discuss a confidential matter in accordance with Section 275 (1) of the local Government Regulations 2012 ( e ) Contracts proposed to be made. Moved Cr Woodcroft Seconded Cr Jordan CARRIED RES.M20/215 That Council move out of Closed at 6.22pm to move a motion on a confidential matter in accordance with Section 275 (1) of the local Government Regulations 2012 ( e ) Contracts proposed to be made. Moved Cr Jordan Seconded Cr Clark CARRIED
161 General Council Meeting Notice & Agenda 15 December 2020
RES.M20/216 • That Council dissolves current arrangements with Hartecs and thank them for their services • That in accordance with s235 of the Local Government Regulation 2012, Council delegate authority to the CEO to negotiate individual contracts with the current incumbents – Troy Drake, Chris Safonoff, Adam Trew as sole suppliers for specified works on behalf of Paroo Shire Council. Moved Cr Brain Seconded Cr Woodcroft CARRIED GENERAL BUSINESS Nil 13 CLOSURE OF MEETING The Ordinary Council Meeting was declared closed at 6.23pm
MINUTES CERTIFICATE This is to confirm that the minutes constitute a true and correct record of the proceedings at the meeting.
Suzette Beresford Cassie White Mayor Chief Executive Officer
162