FINAL MINUTES 25 January 2012 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 Table of Contents Folio Date Particulars 19668 25.01.2012 Ordinary Meeting Minutes 19734 30.11.2011 Month Ending 30 November 2011 - Corporate Services Highlights & Significant Issues Report 19745 31.12.2011 Corporate Services Highlights & Significant Issues Report - Month Ending 31 December 2011 19755 31.12.2011 Executive Financial Performance Report for the Month to 31 December 2011 19799 30.11.2011 - 31.12.2011 Waste Services Monthly Performance Management Report - November/December 2011 19804 30.11.2011 - 31.12.2011 Water Services Monthly Performance Management Report - November/December 2011 19845 30.11.2011 - 31.12.2011 Community Services Highlights and Significant Issues Report for November and December 2011 19880 30.11.2011 Development Services Highlights and Significant Issues Report 19930 15.12.2011 Minutes - Rural Affairs Advisory Committee 19936 12.12.2011 Minutes - Mackay Matsuura Sister City Advisory Committee 19939 25.01.2012 Receipt of a Petition re Half Yearly Rate Assessments for Carlyle Gardens Retirement Village 19968 25.01.2012 Receipt of a Petition re memorial Community Swim Centre Declaration of Potential Conflict of Interest Cr Hatfield (Item 15.1) MIN/25.01.2012 FOLIO 19667 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 ORDINARY MEETING MINUTES 1. ATTENDANCE: His Worship the Mayor, Cr C Meng (Chairperson), Crs D E Camilleri, D T Comerford, P F Steindl, W A Cameron, G R Thomsen, D J Perkins, D R Hatfield, K J Casey, K L May and R D Walker were in attendance at the commencement of the meeting. Also present was Mr P Franks (Chief Executive Officer) and Mrs M Iliffe (Minute Secretary). The meeting commenced at 10.00 am. 2. ABSENT ON COUNCIL BUSINESS: Nil 3. APOLOGIES: Nil 4. CONDOLENCES: Nil 5. CONFIRMATION OF MINUTES: 5.1 ORDINARY MEETING MINUTES FOR 14 DECEMBER 2011 THAT the Minutes of the Ordinary Meeting held on 14 December 2011 be confirmed. Moved Cr Comerford Seconded Cr Casey CARRIED MIN/25.01.2012 FOLIO 19668 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 6. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING: Nil 7. MAYORAL MINUTES: Nil 8. CORRESPONDENCE AND OFFICERS’ REPORTS: 8.1 MONTH ENDING 30 NOVEMBER 2011 - CORPORATE SERVICES HIGHLIGHTS AND SIGNIFICANT ISSUES REPORT Author Director Corporate Services Purpose To review the attached Corporate Services Department Highlights and Significant Issues Report for the month ending 30 November 2011. Officer's Recommendation THAT the attached report be received. Council Resolution THAT the Officer's Recommendation be adopted. Moved Cr Camilleri Seconded Cr Steindl CARRIED MIN/25.01.2012 FOLIO 19669 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 8.2 CORPORATE SERVICES HIGHLIGHTS AND SIGNIFICANT ISSUES REPORT - MONTH ENDING 31 DECEMBER 2011 Author Director Corporate Services Purpose To review the attached Corporate Services Department Highlights and Significant Issues Report for the month ending 31 December 2011. Officer's Recommendation THAT the attached report be received. Council Resolution THAT the Officer's Recommendation be adopted. Moved Cr Camilleri Seconded Cr Steindl CARRIED 8.3 EXECUTIVE FINANCIAL PERFORMANCE REPORT - FOR THE MONTH TO 31 DECEMBER 2011 Author Manager Financial Services Purpose To present the Executive Financial Performance Report to 31 December 2011. Background/Discussion As at 31 December 2011 Council’s Operating Income totalled $139,997,464 and Operating Expenditure totalled $131,006,960. Total Capital Expenditure to date equals $79,288,485. Operating Revenue is below target on a pro-rata basis due to the timing of grants associated with flood damage. A brief comment on each component follows: Rates and Utility Charges – on target Fees and Charges – slightly above budget due to some annual fees being collected in the first half of the financial year Sales – Contract and Recoverable Work – above budget predominately due to increase flood damage works for Main Roads MIN/25.01.2012 FOLIO 19670 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 Grants and Subsidies – well below budget due to timing of large NDRRA flood damage grants to be claimed Interest Earned – well above budget due to larger than expected reserve balances through delayed capital delivery Other Revenue – on target Operating expenditure is below budget on a pro-rata basis except for Other Expenses. The main contributing factors are: Employee costs – under budget due to vacancies and the delay in the finalisation of the EA Goods and Services – currently 32% predominately through the timing of flood damage projects and large contract payments for Water and Waste Services Finance costs – on target Other Expenses – slightly over budget due to the payment of annual insurance premiums Capital Expenditure is currently at 32% spent on annual budget and will continue to be monitored. Capital expenditure projections will be reviewed as part of the December Budget Review. Consultation and Communication Chief Executive Officer, Directors, Executive Managers and Program Managers. Resource Implications A full review of Council’s projected end of year result will be conducted as part of the December Budget Review. The impact of timing on the delivery of flood damage works continues to be monitored. Risk Management Implications Delays in Capital delivery can leave Council exposed to future cost of construction increases. Conclusion Overall figures indicate that Council is operating favourable to budget, whilst timing effects for flood damage revenue and expenditure is ongoing. Also the timing of large contract payments is noted. Capital Expenditure continues to be closely monitored. Officer's Recommendation THAT the Executive Financial Performance Report for the 31 December 2011 be received. MIN/25.01.2012 FOLIO 19671 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 Council Resolution THAT the Officer's Recommendation be adopted. Moved Cr Camilleri Seconded Cr May CARRIED 8.4 WATER & WASTE SERVICES MONTHLY PERFORMANCE MANAGEMENT REPORTS - NOVEMBER/DECEMBER 2011 Author Director Water & Waste Services Purpose To provide Council with Water & Waste Services Combined Monthly Performance Management Reports for the periods ending 30 November 2011 and 31 December 2011. Officer's Recommendation THAT the Monthly Performance Management Reports be received. Council Resolution THAT the Officer's Recommendation be adopted. Moved Cr Thomsen Seconded Cr Comerford CARRIED 8.5 COMMUNITY SERVICES HIGHLIGHTS AND SIGNIFICANT ISSUES REPORT FOR NOVEMBER-DECEMBER 2011 Author Director Community Services Purpose Attached is a copy of the Community Services Highlights and Significant Issues report for November and December 2011 for information purposes. Officer's Recommendation THAT the report be received. MIN/25.01.2012 FOLIO 19672 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 Council Resolution THAT the Officer's Recommendation be adopted. Moved Cr May Seconded Cr Perkins CARRIED 8.6 BREWER'S PARK SPORTING PRECINCT MASTER PLAN Author Manager Recreation Services Purpose To seek approval from Council to undertake community engagement regarding the Brewers Park Sporting Precinct Master Plan 2012 – 2022, with the objective to provide balanced and objective information about the identification and rationales of the plan’s recommended projects. Background/Discussion After completing several studies over a period of eighteen months, Council adopted its all- encompassing Open Space, Sport and Recreation (OSSR) Strategy 2010 – 2016 in December 2010. This strategy seeks to define a regional context for the planning and provision of open spaces, sports and recreation and proposes a new framework for the management and delivery of sport and recreation opportunities. A significant amount of consultation took place with the community in developing this strategy, whilst the community was further provided with a final opportunity for comment to validate the findings of the draft strategy, which led to the final OSSR Strategy 2010 – 2016. One of the major recommendations of the OSSR Strategy 2010 - 2016 refers to the continued development of sporting facilities in precincts and the preparation of master plans for key precincts such as Sarina’s Brewers Park sporting precinct. As it was acknowledged that the implementation of all recommendations within OSSR Strategy 2010 – 2016 would be beyond the responsibility and/or capacity of Council to fund in its own right, external grants were sought to implement the recommendation of preparing a master plan for Brewers Park. In May 2011, Council was successful in obtaining external funding provided by the Queensland Government’s Building Rural Communities Fund – Blueprint for the Bush and consequently appointed Sporting Advantage Pty Ltd to commence the process of developing a master plan for Brewers Park. As part of this process, a significant amount of consultation took place with existing and potential members of Brewers Park user groups and representatives of Council and Queensland Government between August 2011 and November 2011. The draft strategy developed as a result of this consultation was presented to the Brewers Park user groups on November 8 2011 with the aim to explain the rationales of the recommendations and to confirm the strategy’s findings. Further opportunity to provide feedback after the MIN/25.01.2012 FOLIO 19673 FINAL MINUTES WEDNESDAY 25 JANUARY 2012 presentation was provided to the groups until November 18 2011, with comments received being incorporated into the Brewers Park Sporting Precinct Master Plan 2012 – 2022