ORDINARY MEETING OF COUNCIL
AGENDA
13 SEPTEMBER 2017
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
TABLE OF CONTENTS
Item Subject Page No.
Table of Contents ...... 1
1. Meeting Opened ...... 3 2. Leave of Absence ...... 3 3. Condolences/Get Well Wishes ...... 3 3.1 Condolences/Get Well Wishes ...... 3 4. Declaration of any Material personal interests/conflicts of interest by councillors and senior council officers ...... 3 5. Mayoral Minute ...... 4 6. Confirmation of Minutes ...... 4 6.1 Confirmation of Ordinary Meeting Minutes of 23 August 2017 ...... 4 7. Business Arising from Minutes ...... 4 8. Committee Reports ...... 5 8.1 Receival of the Minutes of the Audit and Risk Management Committee held on 17 August 2017...... 5 8.2 Receival of the Minutes of the Lockyer Valley Traffic Safety Working Group (Safe4Life in Lockyer) held on 6 September 2017 ...... 20 9. Deputations/Presentations ...... 30 10. Executive Office Reports ...... 30 10.1 Chief Executive Officer's Report - August 2017 ...... 30 10.2 Corporate Uniform Review ...... 39 10.3 Queensland Urban Utilities Board ...... 52 10.4 Local Government Grants and Subsidies Program Proposed Projects ...... 55 10.5 Audit and Risk Management Advisory Committee Charter and Independent Members Code of Conduct ...... 60 10.6 Nomination for LGAQ Asset Management Advisory Group ...... 76 10.7 Councillor Portfolio Report ...... 78 11. Organisational Development and Planning Reports ...... 89 11.1 Executive Manager Organisational Development and Planning Monthly Update - August ...... 89 11.2 Application for Development Permit for Operational Works for Vegetation Clearing - OPW2016/0029 ...... 99 11.3 Application for Development Permit for Operational Works for Vegetation Clearing - OPW2016/0030 ...... 121 11.4 Application for Permissible Change to Development Approval DA5200 -
Page 1 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
CAP2017/0022 ...... 135 12. Corporate and Community Services Reports ...... 143 12.1 Executive Manager Corporate and Community Services Monthly Update – August 2017 ...... 143 12.2 2017/2018 Annual Dog Registration Survey ...... 157 13. Infrastructure Works and Services Reports ...... 162 13.1 Executive Manager Infrastructure Works and Services Monthly Update ...... 162 13.2 Echo Valley, Upper Flagstone - access restriction for 'through traffic' ...... 174 14. Items for information...... 179 14.1 Inwards Correspondence for Noting ...... 179 14.2 Queensland Urban Utilities (QUU) Progress Report ...... 192 14.3 Crime and Corruption Commission Allegations Report ...... 196 14.4 Changes to local government election donation disclosure requirements ...... 202 14.5 Review of councillor conduct and complaints process...... 204 14.6 Library Self Service ...... 226 14.7 Office of the Inspector General Emergency Management Assessment of Council’s Local Disaster Management Plan ...... 229 15. Confidential Items ...... 234 15.1 Rating Concession Request...... 234 16. Meeting Closed ...... 234
Page 2 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
1. MEETING OPENED
2. LEAVE OF ABSENCE
No Leave Of Absence
3. CONDOLENCES/GET WELL WISHES
3.1 Condolences/Get Well Wishes
Date: 06 September 2017 Author: Susan Boland, Governance & Strategy Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation: THAT letters of condolence be forwarded to the families of recently deceased persons from within or associated with the Lockyer Valley region.
4. DECLARATION OF ANY MATERIAL PERSONAL INTERESTS/CONFLICTS OF INTEREST BY COUNCILLORS AND SENIOR COUNCIL OFFICERS
4.1 Declaration of Material Personal Interest on any Item of Business Pursuant to Section 172 of the Local Government Act 2009, a councillor who has a material personal interest in an issue to be considered at a meeting of the local government, or any of its committees must – (a) inform the meeting of the councillor’s material personal interest in the matter; and (b) leave the meeting room (including any area set aside for the public), and stay out of the meeting room while the matter is being discussed and voted on.
4.2 Declaration of Conflict of Interest on any Item of Business Pursuant to Section 173 of the Local Government Act 2009, a councillor who has a real or perceived conflict of interest in a matter to be considered at a meeting of the local government, or any of its committees must inform the meeting about the councillor’s personal interest in the matter and if the councillor participates in the meeting in relation to the matter, how the councillor intends to deal with the real or perceived conflict of interest.
Page 3 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
5. MAYORAL MINUTE
No Mayoral Minute
6. CONFIRMATION OF MINUTES
6.1 Confirmation of Ordinary Meeting Minutes of 23 August 2017
Date: 06 September 2017 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation: THAT the Minutes of the Ordinary Meeting of the Lockyer Valley Regional Council held on Wednesday, 23 August 2017 be taken as read and confirmed.
7. BUSINESS ARISING FROM MINUTES
No Business Arising from Minutes
Page 4 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
8. COMMITTEE REPORTS
8.1 Receival of the Minutes of the Audit and Risk Management Committee held on 17 August 2017
Date: 01 September 2017 Author: Madonna Brennan, Governance and Strategy Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation: THAT the minutes of the Audit and Risk Management Committee Meeting held on 17 August 2017, as attached, be received and noted as minutes of that meeting.
Attachments 1 Meeting minutes 17/08/2017 14 Pages
Page 5 Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 6
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 7
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 8
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 9
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 10
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 11
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 12
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 13
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 14
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 15
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 16
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 17
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 18
Receival of the Minutes of the Audit and Risk Management Attachment 1 Committee held on 17 Augst 2017 Meeting minutes 17/08/2017
Attachment 1 6.2 Page 19
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
8.2 Receival of the Minutes of the Lockyer Valley Traffic Safety Working Group (Safe4Life in Lockyer) held on 6 September 2017
Date: 06 September 2017 Author: Cheryl Douyere, Personal Assistant to the Executive Manager Infrastructure Works and Services Responsible Officer: Myles Fairbairn, Executive Manager Infrastructure Works & Services
Officer's Recommendation: THAT the Minutes of the Lockyer Valley Traffic Safety Working Group (Safe4Life in Lockyer) held on 6 September 2017 be received and adopted.
Attachments 1 Minutes 9 Pages
Page 20 Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 21
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 22
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 23
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 24
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 25
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 26
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 27
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 28
Receival of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Working Group (Safe4Life in Lockyer) held on 6 September Minutes 2017
Attachment 1 6.3 Page 29
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
9. DEPUTATIONS/PRESENTATIONS
No Deputations/Presentations
10. EXECUTIVE OFFICE REPORTS
10.1 Chief Executive Officer's Report - August 2017
Date: 31 August 2017 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to update Council on:
Key issues currently being actioned by Council’s Executive Office Information relevant to Councillors and the organisation
Officer’s Recommendation: THAT Council receive and note the Chief Executive Officer’s Monthly Report for August 2017.
Report
1. Introduction
This report is prepared on a monthly basis to ensure Council is well informed on the business being undertaken by Council.
2. Background
This report covers actions and information relevant to Councillors and the Executive Office, including the key areas of Strategic Planning, Governance, Regional Development, Marketing, Communication and Engagement, Council Business, Legal Services & Property and Executive Services.
3. Report
Staff Movements Councils Special Projects Officer, Paul Cranch, has resigned from the Lockyer Valley Regional Council and leaves the organisation effective from 15 September 2017. Paul has taken a position with the Local Government Association of Queensland.
The projects that the Officer was working on are currently being reviewed and will be incorporated into the Regional Development and Governance work areas. Therefore there will be no need to replace the position. A discussion will be held with Council in the near future as
Page 30 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
part of a workshop item regarding the allocation of the projects and their priority for the organisation as determined by Councillors. Updates on progress with the projects will be incorporated into this report from next month.
Strategic Planning
Roll out of Values and Priorities This project forms part of the Performance and Engagement Progress Strategy, the scope of which will be completed in September.
Operational Plan and Performance Planning Workshops will be held with Managers and Supervisors during September and October with the aim of assisting them in providing Operational Plan quarterly report information in a consistent and meaningful way. This will assist Managers and Supervisors complete the first quarterly report to Council for the 2017-18 Operational Plan.
Business Unit Plans Templates are being developed to commence the roll out of Business Unit (Work Group) Plans in 2017/18. The Governance & Strategy Business Plan will be developed by end of September.
Annual Report 2016/17 The draft Annual Report will be completed by the end of September in line with the receipt of the audited financial statements.
Governance:
Policies/Procedures/Guidelines
Under review/development: Naming of Infrastructure Policy and Guideline – under development Tree & Shrub Management Guideline – under development Adverting Spending Policy – under review Public Interest Policy and Procedure – with Ombudsman to provide feedback Guideline re: Risk Related to Entering Property for Compliance Activities to be linked to the Risk Management Policy Cemeteries – draft policy, procedure and fact sheets to be discussed with Council at 19 September workshop
Risk Management An internal audit on capital works planning and implementation will commence in September with a draft report to be provided at the December Audit and Risk Management Committee meeting.
Workshops will be held with staff to determine risks to Council in the following operational areas; Facilities, Organisational Development and Planning, Information Management, and Customer Services.
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Delegations Discussions are underway with Managers regarding delegated authority for signing of correspondence and the results will form the basis of the next round of Administrative Delegations for approval.
Integrity Functions A complaints update will be presented to the 9 October ELT meeting which will also identify areas for improvement in the management of administrative action complaints, and trends in complaints received.
Local Laws A discussion was held with Council regarding Local Laws in the areas of parking, animal management, temporary entertainment events and waste collection at the 5 September Council Workshop. Staff will prepare reports regarding these Local Laws for submission to future Council meetings.
Insurance Insurance of QTM Vehicles: an increase in contents coverage for the Lockyer Valley Cultural Centre had been made to cover all exhibits in the QTM.
Further work is being undertaken on the collation of asset data used to inform the basis of Council’s insurance cover for 2018/19.
External Funding:
LGGSP projects – four projects will be proposed and presented for consideration by way of separate report at the 13 September 2017 Council ordinary meeting.
Regional Development
Digital Economy Research discussion for the Department of Industry, Innovation & Science, a Federal Government agency, was facilitated by the office of Economic Development in Ipswich recently. By invitation Council’s Regional Development Manager and Economic Development Coordinator attended to provide input into the discussion relevant to our region. The information will be used to inform the Federal Government policy framework relating to supporting small to medium enterprises (SME’s) to take advantage of the digital economy. They intend to return to Ipswich later in the year to report on the findings across Australia and present their draft policy framework recommendations.
SEQ West Regional Projects Forum This forum was presented by the Department of State Development and attended by LVRC Regional Development team members. The forum provided an insight into the major developments planned for SEQ in the near future. Presentations were delivered by David Edwards, the project’s Chief Executive, Queens Wharf, and Department of State Development. Also in attendance were:
Scott Smith – A/Executive Director South East Queensland Council of Mayors. Russel Luhrs- Executive General Manager, Springfield Land Corporation Michael Kahler – General Manager Infrastructure Delivery, Queensland Urban Utilities
Page 32 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
Business Awards Nominations for all categories closed on Friday 1 September with strong numbers of nominations received in most categories. People’s Choice voting is now open and will close on Friday 22 September. Preparations for the Gala Presentation Dinner have commenced, with the project currently on time and within budget.
Food Leaders Australia – Quarterly Exporters Event Council representative attended the Food Leaders Australia Exporters Lunch, which brings together experts and case studies to educate and boost the export market. Speakers included Alphacrane Intercultural Specialists, who shared common negotiation mistakes foreign companies make when doing business in Asia and representatives from Western Union also spoke about foreign exchange risk strategies. The event was also an opportunity to meet Bruce McConnel, the new General Manager of Food Leaders Australia.
Lockyer Chamber of Commerce & Industry (Lockyer Better Business) The networking breakfast was held at the Gatton Leagues Club and was attended by approx. 40 business people.
Racing Queensland – Expression of Interest Council has been advised that our expression of interest did not make the short list for the western corridor new Greyhound and Harness facility. Council were advised their proposal met all criteria but Racing Queensland had received more suitable and viable options at this stage. Council had submitted a joint proposal with the Lockyer Race Club, utilising land inside and adjoining to establish a multi code facility.
Plainland Business Networking The informal networking meeting is scheduled for Thursday 14 September and will be hosted by IGA Hatton Vale. There has been keen interest by businesses in Plainland/Hatton Vale to work together and the informal gathering appears to be a good working model.
Brisbane Marketing Industry Spotlight Council’s Manager Regional Development and Tourism & Marketing Coordinator attended the Brisbane Marketing Industry Spotlight event held in Brisbane on 31 August. Presenters provided an update on Brisbane Marketing’s year-to-date results, current projects, and activities for the year ahead in Brisbane's Conventions, Tourism and Major Event’s industries. Special guest presenters from Brisbane's upcoming major events including The Ashes, Australian Rugby Union, Rugby League World Cup, Brisbane Global Rugby Tens and the Commonwealth Games, offered insight into their events and the leveraging opportunities to push intrastate and international visitors around the Greater Brisbane region, including the Lockyer Valley.
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“Welcome to Lockyer Valley” Workshops Two half-day workshops will be run in both the Laidley and Gatton communities. The workshops will be facilitated by Brisbane Marketing and whilst they have an affinity with tourism operators, community champions are encouraged to share their knowledge, which will help identify strong points of competitive difference for the Lockyer Valley as a destination.
Date Session Time Location Workshop WORKSHOP 1 Wednesday, Session 1 9.30am – 12.30pm Wyman Room, Laidley Industry Host/Guest 13 September Library Principles and Session 2 5.00pm – 8.00pm Lockyer Valley Cultural Strategies Centre, Gatton WORKSHOP 2 Wednesday, Session 1 9.30am – 11.30am Wyman Room, Laidley Memorable 11 October Library Experiences through Session 5.00pm – 7.00pm Lockyer Valley Story Telling 2 Cultural Centre, Gatton
Lockyer Valley Tourism (LVT) The Tourism & Marketing Coordinator attended the Annual General Meeting and General Meeting of LVT on 22 August. The current Executive and Committee Members were returned to positions for the 2017/2018 year. Key discussion points included building membership of the organisation, creating an annual business plan and sharing information to operators via the LVT e-newsletter, including upcoming events, grant opportunities and Brisbane Marketing workshops.
Regional Development Australia (RDA) Brisbane Meeting The Tourism & Marketing Coordinator attended an RDA Brisbane meeting on 1 September as part of the SEQ RDA cluster. Attendees provided an update on what was happening in their respective regions and collectively, the group spoke of ways to strengthen the collaboration across the SEQ region to capitalise on opportunities to grow the region’s food and beverage sectors. With the Commonwealth Games fast approaching, discussion was directed to possible opportunities to showcase SEQ foods via Dignitary events.
SEQ Regional Food and Agriculture Tourism Trail The SEQ Regional Food and Agriculture Tourism Trails web-based platform project is progressing. Food and Agriculture Tourism Consultant Rose Wright is drafting the report to go to the next COMSEQ Board Meeting.
Single Point of Entry - Business Support The following table highlights areas of enquiry from prospective developers and business operators that have been dealt with by the Regional Development team. The purpose of the Regional Development team being the first point of contact in these instances is to assist potential developers and business operators by “walking them through” Council processes and providing them with a single point of contact rather than multiple staff contacts. No details are provided as they are potentially commercial in confidence, however should any Councillor wish to ascertain more detail please do not hesitate to contact me or the Manager Regional Development.
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Industry Sector Level of interest Notes:
Accommodation and Food Services Additional short term accommodation facilities and tourist activity venue.
Tourism Potential new tourism experience operation - both enquiries will take time to bring to fruition
Manufacturing Enquiry from processing facilities considering relocating to SEQ.
Electricity, Gas, water & waste Early stage discussions with project services proponents.
Transport, Postal, Warehousing New business establishment project development
Arts & Recreational Services New facilities and for growing local business and establishment of new business.
Wholesale Land Development Support provided to potential and existing land developments
Retail Trade Information in relation to establishing new business and expanding existing business
Agriculture Adding Value-Added processing (small scale)
New facilities for tourists to visit Tourism Experience Attractions locally
2016 Census Snapshot - releases from the ABS of data from the most recent census has facilitated the update of local population highlights for the Lockyer Valley region with comparison trends.
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Marketing, Communications & Engagement (MCE)
Queensland Transport Museum (QTM) Work with the establishment of a Flight Simulator continues despite some minor setbacks with the ability to link all three screens. Hardware has been secured and once a resolution has been found to the screen issue, the system will be programmed and locked and installed in the QTM. At this stage it is unlikely the simulator will be available in time for the September school holidays but will be installed as soon as possible.
Laidley Spring Festival Despite extensive community and business consultation, entrant numbers for the street parade are down on last year. The Marketing, Communication and Engagement Team will be talking with residents and visitors on the Saturday of the festival as a means to ascertain what impact, if any, the loss of the Flower Show component had on the overall success of the event. A post evaluation will be conducted as a means to see how Council can continue to ensure the festival meets both the expectations of Council and the community. A presentation on all Council led events is currently being drafted and will be presented to an upcoming Council workshop.
Garden Competition The 2017 Lockyer Valley Garden Competition has been completed and will also form part of the above noted post evaluation report. There was a 16.7 per cent decrease in the number of people entering the awards this year, which in part could be a result of the little rain received during the year.
Visitor Information Centre Council was successful with a Tourism and Events Queensland Grant in which an Instax printer was installed at the Lockyer Valley Visitor Information Centre. The printer aims to encourage visitors to take photos of the region and upload through either Facebook or Instagram and have them printed at the VIC. The lure of the printer allows VIC staff to both better sell the region through the engagement of visitors and also aides in the sale of souvenirs.
Engagement Council Engagement staff have been involved in the Regional Youth Mental Health Forum 2017 debrief and as a result have commenced planning for the 2018 event. This month’s backpacker BBQ was a resounding success with some 250 transient workers attending. WIN television covered the event which highlights Council’s positive commitment to that sector of the Lockyer Valley workforce. A number of outdoor movie events have been planned as part of the upcoming school holiday programme.
Media Lockyer Valley Regional Council received positive media throughout August including a feature story airing on WIN television about Council’s spray units and herbicide subsidy programme. WIN also covered Council’s backpacker events and WIN, Nine and Seven covered Council’s stand on the gas fired power station at Adare as well as a number of stories promoting the work Council is doing with the transient workforce following the recent raids on four farms near Gatton. A pre story is being run on WIN on the Laidley Spring Festival with Seven, Nine and WIN covering the event in its entirety. Council also received positive coverage with the role it played in the development of the over 50’s lifestyle resort in Gatton.
Page 37 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
Council Business
Strategic Document Coordination (Policy, Legislation, Motions, Green/White Papers etc) Following a Councillor Workshop to discuss the Local Government Association of Queensland’s (LGAQ) Annual Conference Motions, a report was submitted to the Council Meeting of 23 August. Council resolved to make 6 resolutions that have now been submitted to LGAQ for consideration. The resolutions relate to:
Valuations of land for disposal Protection of Council Officers Carparking at schools Work for Queensland Program Agricultural data Biosecurity issues A final draft of the COMSEQ State Advocacy document has been reviewed. The COMSEQ City Deals Project is establishing 3 Groups with Council representation to progress the City Deal - Economics, Finance and Prioritisation. The Economics Group has provided background documentation identifying clusters and regional comparative advantage. The Finance and Prioritisation Groups will meet when the outputs from the economics group is available. The next COMSEQ Board meeting is to be held on 22 September 2017.
Enhance Council Governance and Decision Making Additional Council workshops have been programmed for work associated with the development of the new Planning Scheme. These additional workshops will enable our planning staff and the Consultants to engage with Councillors on this significant work.
Ordinary Meetings were held 9 August 2017 and 23 August 2017. A Special Meeting was held on 17 August 2017 to consider an application for a dwelling house on land at Harm Drive Glenore Grove that had been proposed for a high hazard area.
Councillor workshops were held on 1 August, following the two Council meetings and 5 September. A Councillor Tour was also undertaken on 22 August in conjunction with QUU and SEQwater to visit the Luggage Point Sewage Treatment Plant as well as the Water Treatment Plants at Mt Crosby and Bundamba.
Page 38 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
10.2 Corporate Uniform Review
Date: 16 August 2017 Author: Vickie Wieland, EA to Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Following a presentation to Council in late 2016 on its budgeted 2016/17 corporate wardrobe savings initiative, Council asked that a staff survey be undertaken to determine officer attitudes towards the current Corporate Uniform and Dress Standard Procedure. This report provides a recommendation based upon the results of that staff survey.
Officer’s Recommendation: THAT Council adopt the Lockyer Valley Regional Council Corporate Uniform & Dress Standard Procedure and Dress Standard Policy as attached to this report.
Report
1. Introduction
This report has been prepared for Council’s endorsement of the recommendations by the Executive Leadership Team pertaining to the Internal staff Corporate Uniform review requested by Council, per the resolution from the Council Meeting held on 18 January 2017.
2. Background
A survey was undertaken in relation to Council’s Corporate Uniform and the results were distributed to Staff and presented to the Council Meeting held on 18 January 2017. The results of the survey revealed that the preferred dress code for a future Corporate Uniform Policy was as follows:
Branded shirts with own pants/skirts (73%) Existing corporate wardrobe (65%) Branded polos any day with own pants/skirts (63%) Branded polos any day of the week with LVRC pants/skirts (58%) BYO (unbranded) corporate (business) wear (47%) BYO (unbranded) clothes appropriate to your role (43%)
Council resolved at its meeting held on 18 January 2017 as follows:
THAT Council resolve to:
1) Retain the current corporate wardrobe employee allocations with savings to be identified in the next 2016/17 Budget Review to fund this initiative; and 2) Establish a panel of staff to review Council’s corporate wardrobe and the “Corporate Uniform and Dress Standard Procedure”, with the Executive
Page 39 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
Leadership Team to review and implement as appropriate the recommendations of the panel.
3. Report
A Committee was established as per the Council Resolution of 18 January 2017. The Committee took into consideration the results from the employee survey and the following recommendations and options were presented to the Executive Leadership Team for discussion and direction moving forward.
The following three (3) options were submitted for ELT to review:
Option One
Council selected supplier. Initial funding $450 (for new employees) Yearly subsidy $150 Shirts to be purchased from Council selected supplier with corporate branding. Jackets may be purchased from Council’s selected supplier or elsewhere at your own cost. Staff can purchase additional items at own cost Black or Charcoal Bottoms (Pants, skirts & shorts) may be purchased from the selected Council supplier or purchased elsewhere at your own cost. Name badges be supplied by Council and worn at all times
Option Two
Provide 5 shirts and one winter garment initially for new staff Existing staff, Shirt replacement - wear and tear basis (shirt to be returned) Maximum 5 shirts per year (exceptions considered) Staff can purchase additional items at own cost Black or Charcoal Bottoms (Pants, skirts & shorts) may be purchased from the selected Council supplier or purchased elsewhere at your own cost. Name badges to be supplied by Council and worn at all times
Option Three
Branded Polos any day with black or charcoal pants, skirts or shorts. Provide 5 shirts and one winter garment initially for new staff Existing staff, Shirt replacement - wear and tear basis (shirt to be returned) Maximum 5 shirts per year (exceptions considered) Staff can purchase additional items at own cost Black or Charcoal Bottoms (Pants, skirts & shorts) may be purchased from the selected Council supplier or purchased elsewhere at your own cost. Name badges to be supplied by Council and worn at all times
Further recommendations from the Committee included:
Delete white from the range and add purple;
Page 40 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
All internal staff have the choice to wear ¾ length dress shorts below the knee as opposed to pants or skirts (Child Care Staff remain at knee length); The current black and charcoal colours remain for bottoms (Pants, skirts & shorts) whether they be purchased from the Corporate Range or elsewhere Due to the large variety of styles in the current range, the order form is being reviewed and the selection in the range reduced Supervisors be authorised to sign off on orders, rather than Executive Managers
Executive Leadership’s Recommendation
The Executive Leadership Team endorsed Option One:
Option One
Council selected supplier. Initial funding $450 (for new employees) Yearly subsidy $150 Shirts to be purchased from Council selected supplier with corporate branding. Jackets may be purchased from Council’s selected supplier or elsewhere at your own cost. Staff can purchase additional items at own cost Black or Charcoal Bottoms (Pants, skirts & shorts) may be purchased from the selected Council supplier or purchased elsewhere at your own cost. Name badges be supplied by Council and worn at all times
The Executive Leadership Team also endorsed that internal employees who work externally be allocated a maximum of five (5) shirts per year (as per the current arrangement for external employees). Shirts will be replaced on a “wear and tear” basis. In the event a shirt has been damaged or is no longer appropriate for wear, it must be returned and a replacement will be provided.
Option One has been incorporated in the Uniform & Dress Standard Policy & Corporate Uniform & Dress Standard Procedure attached to this report.
4. Policy and Legal Implications
The current contract with Infinity Workwear (LVRC 16-12) has been extended and will expire on 31 July 2019. A new pricing schedule has been received with minimal changes and prices are confirmed until that date.
5. Financial and Resource Implications
$10,000 has been allocated in the 2017/18 Budget for corporate uniforms. However, it is estimated that the probable spend will be in the vicinity of $27,000
It is considered this variance is acceptable given the work of the Panel and the long term downward cost trail.
Page 41 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
Previous years uniform costs:
2012/13 $ 50,855 2013/14 $ 56,256 2014/15 $ 36,523 2015/16 $ 12,444 2016/17 $ 8,938
6. Delegations/Authorisations
No further delegations are required to manage the issues raised in this report.
7. Communication and Engagement
The matters arising from this report that require further communication will be addressed through existing communication channels. Council’s decision will be communicated to all Staff.
8. Conclusion
Council endorse the Executive Leadership Team’s recommendation as above.
9. Action/s
The Corporate Uniform & Dress Standard Procedure and the Uniform & Dress Standard Policy (Organisational O 05) be updated as per Councils recommendation.
Attachments 1View LVRC Uniform & Dress Standard Policy 1 Page 2View LVRC Corporate Uniform & Dress Standard Procedure 7 Pages
Page 42 Corporate Uniform Review Attachment 1 LVRC Uniform & Dress Standard Policy
Uniform and Dress Standard Head of Power Local Government Act 2009
Key Supporting Council Document Corporate Plan 2017-2022 - 5.2 Excellence in customer service to our community
Definitions N/A
Policy Objective This policy aims to enhance Council’s corporate image by establishing a standard set of guidelines for the provision and use of Lockyer Valley Regional Council uniforms.
Policy Statement Lockyer Valley Regional Council recognises that a corporate wardrobe promotes a professional image, strong customer focus and a safe work environment.
To enhance Council’s public profile within the community, Lockyer Valley Regional Council requires all staff to be well presented with clean and tidy attire. Employees are required to wear neat, presentable footwear appropriate to the risks identified in the immediate work environment.
Council provides a compulsory uniform for employees. The provision of a set uniform ensures that the dress standards of the employees are consistent throughout the organisation.
Uniforms are only to be worn whilst on Council business, en-route to and from work or on other approved Council business. Whilst wearing Council uniforms, all staff are representing Council, and are expected to behave in a manner befitting the Council in accordance with the Employee Code of Conduct. Employees must ensure that the Council logo is visible when being worn, and the uniform is presented in a clean and tidy manner.
Related Documents Corporate Uniform and Dress Standard Procedure Field Uniform and Dress Standard Procedure Employee Code of Conduct
Attachment 1 10.2 Page 43
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Corporate Uniform and Dress Standard Procedure
August 2017
Attachment 2 10.2 Page 44
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Document Control
Version Date Changed by Nature of Amendment 1.0 01/08/2017 Vickie Wieland
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Contents
Introduction ...... 1 Provisions ...... 1 Uniform Allowances ...... 2 Full Time Employees ...... 2 Casual / Part Time Employees ...... 3 Trainees ...... 3 Councillors ...... 3 Special Circumstances and Exceptions ...... 3 Theme or Casual Dress Days ...... 4 Cessation of Employment ...... 4 Second Hand Uniforms ...... 4 Un-wearable Uniform Items ...... 4 Behaviour and Appearance Whilst in Uniform ...... 4 Jewellery, Body Piercing and Tattoos ...... 4 Compliance with this Procedure ...... 5
Attachment 2 10.2 Page 46
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Introduction
Lockyer Valley Regional Council (LVRC) mandates a corporate uniform for employees. The provision of components of a Lockyer Valley Regional Council uniform ensures that the dress standards of the employees are consistent throughout the organisation.
This procedure sets out the uniform requirements and allowances provided to all office based employees for purchases of corporate uniforms. The “Compulsory Dress Standard & Field Uniform Procedure” sets out the uniform requirements for the Field staff.
Provisions
1. The Corporate Uniform is as described in this document and the Corporate Uniform order form.
2. All office based employees are required to wear the Council approved corporate uniform items as a condition of their employment.
3. Shirts must be purchased from Council’s selected supplier and must include branding with the LVRC Corporate Logo. Jackets and cardigans may be purchased from the selected Council supplier or purchased elsewhere at an employee’s own cost.
4. Pants and skirts may be purchased from the selected Council supplier or purchased elsewhere at an employee’s own cost.
5. Pants, skirts, jackets and cardigans, whether purchased through the Corporate Supplier or purchased elsewhere are to be either black or charcoal only.
6. The Lockyer Valley Regional Council corporate polo shirt is only to be worn on Fridays (if an employee’s rostered day off (RDO) is on a Friday, this does not permit the polo shirt to be worn on any other day).
7. Council event shirts are only to be worn on event days not normal work days. (e.g.” LuvYa Lockyer” event shirt).
8. Front-line staff will be issued with a Lockyer Valley Regional Council name badge / identification card which must be worn during business hours. Name badges/ identification cards must be kept in good condition and be clearly visible to the public, which ensures that staff are identifiable by members of the public as Lockyer Valley Regional Council employees.
9. Those employees that are issued with an authorised person’s identification card must wear the card whilst exercising their powers in accordance with relevant legislation. Identification cards must be kept in good condition and be clearly visible to the public, which ensures that staff are identifiable by members of the public as Lockyer Valley Regional Council employees.
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
10. Employees are required to wear neat, presentable footwear (no stilettoes) appropriate to the risks identified in their immediate work environment.
11. Internal administration employees visiting Council depots to conduct administrative type work are required to wear closed in upper shoes and must follow the designated footpaths when walking in the Depot yard (i.e. fenced area). High visibility vests and safety boots must be worn in the Depot yard (i.e. fenced area) unless walking within designated yellow footpath areas. Refer to Workplace Health and Safety policy and procedures on Personal Protective Equipment (PPE).
12. Managers and Supervisors must ensure that employees under their control present a professional image of Council and wear PPE when required. Under the Work Health and Safety Act 2011, workers also have a duty care of take reasonable care for his or her own health and safety, which includes the wearing of appropriate PPE.
13. Employees may elect to purchase additional corporate uniforms above the annual uniform allocation. Any invoices in relation to additional uniforms must be paid either in full on delivery, or by entering into payroll deduction agreement with a completion date of six months.
14. An employee’s uniform allowance cannot be accumulated across financial years. On the completion of employment, any balance remaining in the account returns to consolidated revenue, and is not eligible to be redeemed by the employee. All outstanding monies owed to Council are to be paid in full prior to completion of employment.
15. It is the responsibility of all employees to ensure corporate uniforms are clean, neatly pressed and maintained to a satisfactory standard.
16. Administrative employees working externally will be allocated a maximum of five (5) shirts per year (as per the current arrangement for Field staff)
17. Council’s Childcare staff are permitted to wear knee length shorts
18. Administrative employees who work outside be allocated a maximum of five (5) shirts per year (as per the current arrangement for the field staff).
Uniform Allowances
Full Time Employees At the successful completion of the employee’s probationary period, new full time employees will be provided with an initial uniform allocation of $450 for approved corporate uniform items bearing the Council approved logo.
Second-hand uniforms will be made available for front line employees for the duration of their probationary period. In the event of an employee being unable to complete the probationary period, set in their terms of employment, any corporate uniforms in their possession are to be returned to council prior to their cessation date.
Attachment 2 10.2 Page 48
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Subsequent uniform allocations will be to a maximum of $150 per financial year. This allocation will be available to all eligible employees in July of each financial year.
Casual / Part Time Employees Casual and part time employees will be provided with a uniform allocation on a pro-rata basis in accordance with the employee’s days of attendance. The amount applicable will be calculated as per the below formula:
Initial Allowance: $450 ÷ 5 (by the days) = $90 (average days attended per week) x $90.00 = with a maximum of $450)
Annual Allowance: $150 ÷ 5 (days per week) = $30 (average days attended per week) x $30.00 = annual allowance with a maximum of $150)
Trainees Full Time Trainees will be provided with an initial uniform allowance of $450 with no renewal allowance, in addition, a corporate polo shirt will be issued.
School Based Trainees (1 day per week) will be provided with one corporate shirt per annum which is to be worn while in the workplace. The corporate shirt is only to be worn with lower body garments in black or charcoal.
Councillors The Mayor and Councillors are not entitled to a uniform allowance, as they are not employees, but are permitted to wear the uniform. They can purchase these items at their own expense.
Special Circumstances and Exceptions
Special circumstances will necessitate an exemption from these provisions from time to time such as maternity wear, religious and cultural restrictions/requirements and illness or injury which may prevent staff from complying with Council’s requirements. Exemptions will be approved at Executive Managers discretion.
Council acknowledges that the provisions of the State and Federal anti-discrimination legislation (including Anti-Discrimination Act 1991, Age Discrimination Act 2004, Disability Discrimination Act 1992, Racial Discrimination Act 1975, Sex Discrimination Act 1984 and Human Rights and Equal Opportunity Communication Act 1986) will override Council’s policies and procedures, including the Compulsory Dress Standard and Corporate Uniform Policy, in the event of any inconsistency.
If a size of the uniforms provided by the uniform supplier cannot accommodate an employee, the uniform supplier can be requested to design the uniform depending on the situation, to suit the needs of the individual. This action will be subject to the conditions of the uniform supplier’s special arrangements and will require authorisation from the relevant supervisor prior to purchase.
If the uniform supplier is unable to supply the employee with a uniform, then an exemption will be given.
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Theme or Casual Dress Days The Chief Executive Officer has discretion to authorise themed or casual dress days which do not require the wearing of the corporate uniform. Council supports theme/charity dress days and employees may elect to wear appropriately themed clothing in exchange for the corporate uniform on designated days. Themed wear cannot override safety; therefore Personal Protective Equipment (PPE) must be worn where required. On themed or causal dress days employees are reminded to wear clothing that is appropriate for the workplace, for example no singlets, short shorts, offensive or inappropriate wording on t-shirts, etc.
Cessation of Employment
If an employee’s duration at Council ceases for any reason (retirement, resignation, or dismissal) all uniform items are to be returned to Council in a clean manner i.e. washed and ironed.
Second-Hand Uniforms
There are a large number of good quality second-hand uniforms in stock at Council’s Depot. Prior to staff ordering new stock, Council’s Procurement staff will liaise with the employee placing an order to discuss the availability second-hand stock.
Un-wearable Uniform Items
Uniforms that are no longer able to be worn, for example do not fit, are broken, in poor condition or are no longer worn; must be returned to Council in clean condition.
Behaviour and Appearance Whilst in Uniform
Employees are reminded that whilst wearing Council’s corporate uniform they are representing the Lockyer Valley Regional Council and must therefore conduct themselves appropriately at all times.
The presentation of staff can impact on Council’s image. Council requires its employees to appear neat and tidy and maintain an appropriate standard of dress. When employees are unsure about what constitutes appropriate dress they are to discuss this with their managers/supervisors or refer to the Uniform and Dress Standard Policy, Corporate Uniform and Dress Standard Procedure and the Compulsory Dress Standard and Field Uniform Procedure.
Where employees have been provided with Council uniforms, they are required to wear all components of the uniform without alteration (other than alterations designed to ensure a proper fit) and ensure that uniforms are clean and tidy. Managers/Supervisors are expected to ensure that employees are appropriately presented at all times.
Attachment 2 10.2 Page 50
Corporate Uniform Review Attachment 2 LVRC Corporate Uniform & Dress Standard Procedure
Jewellery, Body Piercing and Tattoos A high standard of personal presentation is required by all workplace participants whilst on duty or representing Council. It is expected that personal hygiene shall be attended to daily, and all clothing and PPE shall be clean, neatly pressed and in good condition.
Body art and piercings that may be perceived as offensive should be discreetly covered where possible. This is to be enforced at the discretion of the managers/supervisors. If you believe a workplace colleague has body art and/or piercings that are offensive you should report it to your Managers/Supervisors.
Compliance with this Procedure It is the responsibility of managers/supervisors to ensure all employees under their supervision are issued with and wear the uniform provided in accordance with this procedure. Failure to adhere to this procedure will be dealt with in accordance with Council’s Employee Code of Conduct.
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
10.3 Queensland Urban Utilities Board
Date: 01 September 2017 Author: Vickie Wieland, EA to Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Correspondence has been received from the Board Chairman of Queensland Urban Utilities seeking Council’s endorsement of the proposed re-appointment of a current Board Member for a further period of four (4) years. This report considers the proposed reappointment to the Board.
Officer’s Recommendation: THAT Council resolve to reappoint Mr John Cotter as a Board member of the Authority, effective from 1 January 2018, for an additional term of four (4) years; And further; THAT Council delegate to the Chief Executive Officer authority to execute the Instrument of Appointment relating to this reappointment.
Report
1. Introduction
The purpose of this Report is for Council to consider a potential Board reappointment for Queensland Urban Utilities (QUU). It was mentioned at the Special General Meeting on 21 August 2017 that as at 30 June 2019 five Board members will have ended their terms as Board members during the period from 30 June 2016 to 30 June 2019. Four of those Board members were initial Board appointees in July 2010 and the fifth is the current Board Chairman whose term commenced in October 2012.
2. Background
The South East Queensland Water (Distribution and Retail Restructuring) Act 2009 sets up requirements for Queensland Urban Utilities (QUU). QUU is a statutory authority created on 1 July 2010 as a result of Queensland Government legislative change.
QUU provides water and sewerage services for customers in the local government areas of Lockyer Valley Regional Council (Council), Brisbane City Council, Ipswich City Council, Somerset Regional Council and Scenic Rim Regional Council. QUU is owned by these five Participant councils.
At the time of its formation, QUU and its Participants entered into a Participation Agreement, which regulates the relationship between QUU and its shareholder councils.
QUU is governed by an independent Board appointed by its Shareholder Councils.
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3. Report
The South East Queensland Water (Distribution and Retail Restructuring) Act 2009 provides the framework for the operation of such entities in SEQ. The legislation provides for key aspects of governance such as the execution of a Participation Agreement and also the establishment of a Board to be responsible for QUU’s functions.
Those Board functions and the role includes: Deciding strategies; Determining operational, administrative and financial policies; Ensuring QUU’s functions are proper, effective and efficient; and Ensuring compliance with planning and reporting requirements.
The Board meets monthly and members are also engaged on Board Committees, which meet 2-3 times per year. Existing Board members are:
Mr Geoff Harley (Chairman) Mr Dennis Cavagna Ms Diana Eilert Mr Phil Kesby Mr Len Scanlan Mr John Cotter Mr Graham Thomsen Mr Kerian McNamara
Further details on existing board members can be found at the following link:
https://www.urbanutilities.com.au/about-us/who-we-are/board-members-and-executives
At the time of its formation, QUU and its Participants entered into a Participation Agreement, which regulates the relationship between QUU and its Participants. The Participation Agreement provides that a special majority of participants may appoint any person as a Board Member by signing a document stating that they are in favour of the appointment of the Board Member. While the Participation Agreement (clause 9.5) provides that further terms are ordinarily for a three year period, the Chairman advises that it is open for shareholders to appoint a Board member for a longer term, should all shareholders agree.
Mr Cotter was appointed on 1 January 2014 for a four year term. The Chairman has advised that Mr Cotter has a good attendance record at meetings and, has contributed very strongly to the functioning of the Board and its sub-committees since his appointment. Mr Cotter currently serves as Deputy Board Chairman, Chair of the People and Safety Committee and is also a member of both the Audit and Risk Committee and Strategic Asset Management Committee. Section 9.4 of the Participation Agreement sets out the criteria for appointment to the Board. Mr Cotter meets and continues to meet those criteria.
The Board Chairman’s view is that the reappointment will enable the retention of valuable experience beyond June 2019. The Chairman has noted that at 30 June 2019 Mr Cotter (should he be reappointed) will be the only Board Member with experience on the QUU Board prior to September 2016.
Page 53 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
Council is requested to endorse the re-appointment of Mr John Cotter as a Board member of the Authority, effective from 1 January 2018, for an additional term of four (4) years.
4. Policy and Legal Implications
The existing executed Participation Agreement provides for Board members to be reappointed for a second term. Generally such reappointments are for a period of 3 years. In this case a 4 year term has been requested.
5. Financial and Resource Implications
There are no financial or resource implications relating to QUU Board appointments. It should be noted that the Board Membership is a paid position of $56 000 plus superannuation per annum.
6. Delegations/Authorisations
The Participant Agreement requires Participants to state in writing that they are in favour of an appointment. Accordingly, it will be required that the Chief Executive Officer be delegated the authority to make that statement on behalf of Council.
7. Communication and Engagement
No additional Communication arises from this report.
8. Conclusion
The continued governance of QUU will require a balance of Board renewal and retention of corporate knowledge and experience. It is considered that Council’s support for the reappointment of Mr John Cotter should be made by Council resolution.
9. Action/s
1. Send correspondence as required relating to Board appointments.
Attachments
Page 54 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
10.4 Local Government Grants and Subsidies Program Proposed Projects
Date: 29 August 2017 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to seek approval from Council for the submission of two applications for funding under the Department of Infrastructure, Local Government and Planning’s administered Local Government Grants and Subsidies Program (LGGSP).
Officer’s Recommendation: THAT Council approve the submission of funding applications under the Local Government Grants and Subsidies Program 2017-19 for: 1) Withcott Amenities Block 2) Energy Reduction Strategy – Gatton Showgrounds 3) Refurbishment of the Laidley Cultural Centre 4) Refurbishment of the Gatton Shire Hall And Further; THAT Council authorise the Chief Executive Officer to approve small value projects that align with the funding objectives for submission under the Local Government Grants and Subsidies Program 2017-19.
Report
1. Introduction
The 2017–19 Local Government Grants and Subsidies Program (LGGSP) aims to support local governments to meet the needs of their community by providing funding for the delivery of priority capital infrastructure projects.
The Department of Infrastructure, Local Government and Planning (the Department) is responsible for administering the Local Government Grants and Subsidies Program (LGGSP) which aims to support local governments to meet the needs of their community by providing funding for the delivery of priority infrastructure projects.
The 2017-19 Program has a strong focus on: supporting infrastructure projects which generate employment and economic activities for a local community; and enhancing, extending the life or improving the functionality, of existing council assets.
2. Background
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The aim of the LGGSP is to provide funding assistance to support local governments to deliver key infrastructure projects that: meet community needs, contributing to sustainable and liveable communities align with state, regional and local priorities support economic growth, innovation and community development, increasing job creation for local communities contribute to building safe, caring and connected communities, enhancing access to infrastructure and services support Queensland communities to be more resilient to natural disasters and reduce future expenditure on asset restoration.
The objectives of the LGGSP are to support eligible projects that: support State and local government priorities with a particular emphasis on job creation support the delivery of infrastructure that meets community needs and increasing employment and growth for local communities protect natural and built environments encourage collaboration and resource sharing between local governments.
In previous years, Council has most recently received funding under this program for the Laidley Library.
3. Report
Funding for the 2017-19 Local Government Grants and Subsidies Program (LGGSP) is $60 million. Projects approved for funding under the 2017-19 Program will be allocated a subsidy of up to 60 percent of eligible project costs. Funded projects must be completed and funding acquitted by 30 June 2019.
The following is a list of the types of projects that are eligible for funding under this program:
Water infrastructure source of supply (including bores) treatment works rising mains and delivery mains from source of supply to first service reservoir upgrades to components of water infrastructure that will reduce operating costs and/or extend the life of existing infrastructure water main relining raising or strengthening weirs
Sewerage infrastructure treatment works nutrient removal works disposal of effluent after treatment beneficial wastewater re-use after treatment disposal and re-use of effluent after treatment upgrades to components of sewerage infrastructure that will reduce operating costs and/or extend the life of existing infrastructure sewerage main relining
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Social and cultural infrastructure community centres, halls, libraries, heritage sites, museums and cultural centres modifications to public facilities
Asset Management asset condition assessments asset geocoding
Security and community safety infrastructure security cameras lighting in public places emergency contact systems
Economic and Tourism infrastructure facilities such as camping grounds, heritage or natural attractions, streetscape enhancements rest areas and amenities technology such as internet kiosks and wireless access resurfacing airport runways foreshore enhancement
Disaster Resilience and Preparedness works that protect existing essential public infrastructure and/or build resilience to future natural disaster events, for example: o flood monitoring instruments/systems (e.g. flood, river and rain gauges) o replacement/upgrading of identified at-risk road networks to improve resilience o stormwater systems, floodway and culvert upgrades and major drain widening to improve stormwater management
Council officers propose for consideration the following projects for submission:
Project Name Description ~ Total Project Cost Amount in Budget Withcott Amenities Fatigue Management Centre $252,000.00 $150,000.00 Block with toilets and car parking. Energy Reduction LED Lighting to Main Show $370,000.00 $70,000.00 Strategy – Gatton Ring, Upgrade lighting control Showgrounds switchboard & building. Retrofit LED lights to Aquatic Centre, Gym and Equestrian Refurbishment of Upgrade stage lighting, PA $280,000.00 $15,000.00 the Laidley Cultural system, window curtains, Centre cooling system (commercial fans), acoustic panels, External building repairs. Refurbishment of Construction of basement exit, $680,000.00 $85,000.00 the Gatton Shire upgrade stage lighting, interior Hall refurbishment, smoke detection system, exterior cladding replacement.
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As this round of funding is for a two years period it is recommended that all four of the above projects are submitted for funding under the Local Government Grants and Subsidies Program. It is recommended that Council seek to deliver the Withcott Amenities Block and the Energy Reduction Strategy – Gatton Showgrounds in this financial year and the Refurbishment of the Laidley Cultural Centre and the Refurbishment of the Gatton Shire Hall projects in the 2018-19 financial year.
It is also proposed that Council consider submitting small value projects (<$50,000) for possible funding in the circumstance that there is unallocated funding of a small value. Possible projects will be sought by the Chief Executive Officer for consideration.
4. Policy and Legal Implications
This funding application has been considered in line with Council’s External Funding Policy. Any future policy and legal implications will be addressed as matters arise before Council.
5. Financial and Resource Implications
Under this funding program successful projects will be provided with up to a 60% subsidy. Council will need to provide the 40% contribution which for the Withcott Amenities Block is $100,800 ($150,000 in the current budget) and Energy Reduction Strategy – Gatton Showgrounds project requires a contribution of $148,000 ($70,000 in the current budget). The two projects proposed for delivery in the 2018-19 financial year will require the following funding to be allocated: Refurbishment of the Laidley Cultural Centre ($112,000) and Refurbishment of the Gatton Shire Hall ($272,000).
6. Delegations/Authorisations
The Chief Executive Officer is authorised to approve small value projects that align with the funding objectives for submission under the Local Government Grants and Subsidies Program 2017-19. The Chief Executive Officer will manage all further requirements in line with existing delegations.
7. Communication and Engagement
The following officers were engaged in determining which projects are proposed to be submitted under the Local Government Grants and Subsidies Program 2017-2019: Chief Executive Officer Executive Manager Corporate & Community Services Executive Manager Infrastructure Works & Services Executive Manager Organisational Development & Planning Services Manager Community Facilities & Services Senior Project Officer
8. Conclusion
The Withcott Amenities Block project and the Energy Reduction Strategy – Gatton Showgrounds project, Refurbishment of the Laidley Cultural Centre project and Refurbishment of the Gatton Shire Hall project proposed for funding in this report meets the eligibility criteria and is able to be funded and delivered by Council in the required timeframe.
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9. Action/s
The approved projects are submitted to the Local Government Grants and Subsidies Program for funding consideration by the closing date of 6 October 2017.
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10.5 Audit and Risk Management Advisory Committee Charter and Independent Members Code of Conduct
Date: 01 September 2017 Author: Madonna Brennan, Governance and Strategy Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to seek adoption by Council of the Audit and Risk Management Committee Charter and Independent Member Code of Conduct. These documents were endorsed by the Audit and Risk Management Committee at its meeting held on 17 August 2017 with no changes made.
Officer’s Recommendation: THAT Council adopt the Audit and Risk Management Committee Charter and Independent Members Code of Conduct as attached to this report.
Report
1. Introduction
The Audit and Risk Management Committee is an advisory committee and is directly responsible to Council. The role of the Committee is to provide independent assurance and assistance on audit and risk management related matters.
2. Background
The Audit and Risk Management Committee Charter outlines the role, responsibilities, composition and operating guidelines of the Audit and Risk Management Committee in accordance with the Local Government Act 2009 and Local Government Regulation 2012.
The Independent Members Code of Conduct applies to all Committee Members when exercising or purporting, at all times, to exercise their duties, responsibilities and functions under the Council’s Audit and Risk Management Committee Charter.
The Code of Conduct is designed to assist in maintaining the reputation and integrity of the Committee and to provide a basis for fair dealings and reaching findings and making recommendations on matters before it.
3. Report
As identified in the Audit and Risk Management Committee Charter, the Charter is to be reviewed annually by the Committee to ensure that it remains consistent with the Committee’s authority, objectives and responsibilities.
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The Charter and the Code of Conduct were presented to the Committee at its meeting held on 21 June 2017 for review and were subsequently endorsed by the Committee at is meeting on 17 August 2017 with no changes made.
Any changes made or reviews conducted on the Charter and Code of Conduct are required to be discussed and approved by Council and as such they are presented to Council with this report for adoption.
4. Policy and Legal Implications
Section 105 of the Local Government Act 2009 requires Council to establish an Audit Committee and Section 210 of the Local Government Regulation 2012 sets the required framework of the Audit Committee. The Committee Charter and Independent Members Code of Conduct has been developed in accordance with the legislative framework and as such outlines the role, responsibilities, composition and operating guidelines of the Committee.
5. Financial and Resource Implications
This report does not have any budgetary implications. Budget implications related to the Audit and Risk Management Committee will continue to be addressed through existing allocations.
6. Delegations/Authorisations
The Committee remains an advisory committee of Council and has no delegated authority to make decisions, but can make recommendations to the Council. The Committee will report to Council after each meeting and the Chair will initiate any review of the performance of the Committee. The Code of Conduct is implemented for the independent members of Committee.
7. Communication and Engagement
The matters arising from this report that require further communication will be addressed through existing communication channels.
8. Conclusion
That Council adopt the Audit and Risk Management Committee Charter and Independent Members Code of Conduct.
9. Action/s
1. Update the revised Charter to reflect the adoption by Council. 2. Distribute to the Committee Members and Advisors the adopted Charter and Code of Conduct and post on Council’s website.
Attachments 1View Committee Charter 8 Pages 2View Code of Conduct 6 Pages
Page 61 Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 62
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 63
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 64
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 65
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 66
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 67
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 68
Audit and Risk Management Advisory Committee Charter Attachment 1 and Independent Members Code of Conduct Committee Charter
Attachment 1 10.5 Page 69
Audit and Risk Management Advisory Committee Charter Attachment 2 and Independent Members Code of Conduct Code of Conduct
Attachment 2 10.5 Page 70
Audit and Risk Management Advisory Committee Charter Attachment 2 and Independent Members Code of Conduct Code of Conduct
Attachment 2 10.5 Page 71
Audit and Risk Management Advisory Committee Charter Attachment 2 and Independent Members Code of Conduct Code of Conduct
Attachment 2 10.5 Page 72
Audit and Risk Management Advisory Committee Charter Attachment 2 and Independent Members Code of Conduct Code of Conduct
Attachment 2 10.5 Page 73
Audit and Risk Management Advisory Committee Charter Attachment 2 and Independent Members Code of Conduct Code of Conduct
Attachment 2 10.5 Page 74
Audit and Risk Management Advisory Committee Charter Attachment 2 and Independent Members Code of Conduct Code of Conduct
Attachment 2 10.5 Page 75
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
10.6 Nomination for LGAQ Asset Management Advisory Group
Date: 04 September 2017 Author: Stephen Hart, Coordinator Council Business Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The Local Government Association of Queensland (LGAQ) is seeking nominations for membership on the LGAQ Asset Management Advisory Group. The Manager Infrastructure Support is suitably qualified in this area and has considerable experience in local government asset management and is proposed for nomination to this Group.
Officer’s Recommendation: THAT Council authorise the Chief Executive Officer to nominate the Manager Infrastructure Support for membership of the Local Government Association of Queensland Asset Management Advisory Group.
Report
1. Introduction
The Local Government Association of Queensland (LGAQ) is calling Expressions of Interest, to be received no later than 30 September 2017, from elected members, experienced council officers and representatives from professional associations with relevant expertise who wish to contribute as a member of the LGAQ Asset Management Advisory Group.
2. Background The LGAQ has a number of Advisory Groups that consider relevant matters and inform LGAQ’s continuing policy development, prioritisation and advocacy activities.
Lockyer Valley Regional Council has representation on a number of these Advisory Groups. This representation followed nominations from a Council Resolution in August 2016. The Asset Management Advisory Group is a new Group recognising the increasing significance of asset management to local government.
It is understood that LGAQ are seeking Advisory Group membership that will be balanced to represent councils from across the State and may include representatives from professional associations which are involved with local government in the relevant sector. The Advisory Group is expected to be comprised of approximately 12 members and the term for members will coincide with the local government electoral term.
3. Report
The Asset Management Advisory Group will be convened by the LGAQ to meet approximately three times each year and will be chaired by a person selected from the membership. Meetings are typically held at Local Government House in Newstead, Brisbane. There is no
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stipend for any of the positions and members will meet all costs which they may incur in attending meetings.
The Asset Management Advisory Group is to be convened to assist in developing solutions to improve asset and financial management opportunities for local government. Please refer to the attached Terms of Reference for additional detail on the roles and responsibilities of the Group.
It would be of benefit to have representation on this Group from Lockyer Valley Regional Council to provide a regional perspective. The Manager Infrastructure Support is suitably qualified in this area, has considerable experience in local government asset management and is proposed for nomination to this Group. He is prepared to undertake this role and this representation is supported by the Executive Manager Infrastructure Works and Services.
4. Policy and Legal Implications
Membership on this Group by the Manager Infrastructure Support will provide the opportunity for regional input to policy development at a State level.
5. Financial and Resource Implications
No stipend is payable for this role and costs incurred by members will need to be covered by their Council. It is not anticipated that costs will be significant and the resource cost will relate to their attendance at meetings (3 per year) and preparation for those meetings.
6. Delegations/Authorisations
No additional delegations are required as this matter can be managed through existing delegations. The authority of Council to the Chief Executive Officer to make the nomination is recommended.
7. Communication and Engagement
Any matters arising from this report that require further communication will be addressed through existing communication channels. Council will be required to make the nomination and provide a brief Curriculum Vitae.
8. Conclusion
Correspondence has been received from LGAQ calling for Expressions of Interest for membership on the LGAQ Asset Management Advisory Group by no later than 30 September 2017. It is recommended that the Manager Infrastructure Support be nominated for the Group.
9. Action/s That the Chief Executive Officer arrange for the nomination to be completed and forwarded to LGAQ along with a brief Curriculum Vitae before 30 September 2017.
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10.7 Councillor Portfolio Report
Date: 06 September 2017 Author: Erin Carkeet, Executive Support Officer - CEO & Councillors Responsible Officer: Ian Church, Chief Executive Officer
Summary:
This report informs Council of the key portfolio focus areas identified during these meetings.
RESOLUTION: THAT Council receive and note the Councillor Portfolio report.
Report
1. Introduction
This report is to provide an update from Portfolio Councillors.
2. Background
Council determined the portfolio responsibility areas in order for Councillors to focus on their particular areas.
3. Report
Portfolio:
Mayor Cr Milligan: Communication; Promotion and Advocacy; Intergovernmental and Media Relations; Economic Development; Agribusiness; Tourism and Events; Community; Engagement and Disaster Management.
Attend Planning Scheme Development Workshop x 2 Attend Councillor Workshop x 1 Attend community member funeral Deliver Business Awards Kits Gatton, Forest Hill, Laidley and Plainland Visit community member at residence Participate in the Homeless Sleepout at Laidley Uniting Church Attend Wizard of Oz Guest speaker at Laidley High School x 2 Aspire assemblies Meet with developer and Manager Regional Development and CEO Attend Mayor / CEO catch-up Attend Agenda briefing Visit community member to celebrate her 104th Birthday Raise the flag NAIDOC ceremony at Laidley Attend Tabeel Garden Fete
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Attend Wizard of Oz to present awards Attend Lights on the Hill meeting Attend Gatton World Cup show jumping Panel participant at Downlands College Food Forum Attend Bush Council Convention at Charters Towers Attend Laidley RSL Citizens Auxiliary Cent Auction Attend Gatton Church of Christ Prayer Muster Attend and officially open the Mount Sylvia Up the Creek festival Attend Helidon Heritage Fair Attend and officially open Lockyer Stamp Fair Attend Brisbane Ekka Provide an update of Gatton Revitalisation and Laidley Futures at Lockyer Chamber of Commerce and Industry breakfast Attend community member funeral Participate in NAIDOC celebrations at Hatton Vale State School Water meeting with stakeholders and Somerset Regional Council Meeting with officers re compliance issue re overgrown vegetation Meeting with Department of Transport & Main Roads Meet with Chair of Audit and Risk committee Meet with community members and staff regarding shed extension and approvals Chair Special Council meeting Attend Agenda catch up Meet with Engagement staff Catch up with Lights on the Hill Meet officer on site to view drapes in Laidley Cultural Centre Meet with Assistant Commissioner QFES regarding fire and rescue services in the region Attend Relay for Life Open the Lifestyle Expo at the Lockyer Valley Sports Centre Meet with the Racing Minister Grace Grace Meet with staff and planners regarding service centre and Toowoomba Second Range Cross Attend the QUU Special Meeting Attend QUU site visits to infrastructure; luggage point, Mt Crosby, Bundamba Attend Planning Scheme Development meeting with Councillors and staff Chair Ordinary Council Meeting x 2 Attend Gatton Seniors luncheon Attend CEO 12 Month Performance Review Attend Laidley Seniors luncheon Chamber after Dark with Lockyer Scouts Meeting with water stakeholder Attend staff morning tea Speak and participate in the unveiling of the Lions plaque Meeting with Regional Development Visit businesses in Laidley with Cr Hagan to talk about Spring Festival Participate in teleconference with Mayors of Toowoomba and Somerset Attend the Lockyer Valley Art Gallery ‘Perceptions’ launch Shadow Lockyer District High School Student
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Meet with the Deputy Premier in Brisbane Meet with Minister Mark Ryan regarding QFES Meet with the Deputy Mayor Attend the Ladies B and B Read to and visit the children at Crayons Early Learning. Hatton Vale Meet with a community member regarding volunteer opportunities Attend Parks and Gardens meeting Attend the ‘Father of the Year’ luncheon in Brisbane Attend the live streamed Game Changers Conversation at the Laidley library
Deputy Mayor Cr Cook: Recreation/Amenity Facilities: Sport and Recreation, Community Facilities, Health and Waste Management, Animal Management.
Meet with CEO to discuss the upcoming Council Meeting. Attend Gatton Revitalisation Project meeting. Attend Planning Scheme meeting x 2 Chaired Council’s Ordinary Meeting in the absence of Mayor Milligan Meet with a developer to discuss possibilities in the Lockyer Valley region Attend Councillor portfolio meeting Recreation/Amenity and Facilities. Meet with Manager Regional Development Attend the Men of League Golf Day. Attend teleconference with the Mayor, CEO, Manager Regional Development and Special Projects Trade and Investment officer. Attend and work the Council Stand at Brisbane Exhibition x 2 Participate in the Jayde Kendall Awareness Walk. Meet with Councillors and officers onsite at Harm Drive, Glenore Grove. Attend the Laidley Recreation Reserve committee meeting. Attend the Lockyer Chamber of Commerce & Industry breakfast. Meet with Department of Transport and Main Roads Attend Council Audit and Risk Management committee meeting. Attend Council Special Council Meeting Represent the Mayor at the Gatton Sub Branch RSL Vietnam Veterans Day service. Attend the opening of Lockyer Valley Relay For Life. Attend the Lockyer Lifestyle & Leisure Expo Attend Councillor tour to Luggage Point, Mt Crosby & Bundamba Attend Ordinary Council meeting Attend the Gatton Seniors Week Luncheon. Attend CEO 12 Month Performance Review Attend the Laidley Seniors week luncheon Attend the official unveiling of the Lions Place plaque at Lake Apex. Attended The Gatton Golf Club Daffodil Fundraiser Represent the Mayor at the Intrust Super Cup between Ipswich Jets and Queensland Capras Attend and MC the Our Lady of Good Counsel School Fete 100 year celebrations. Meet with Mayor Milligan and CEO for an information catch up. Attend the Wright Community Contribution Awards Ceremony.
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Cr Wilson: Business Systems and Processes; Corporate Plans and Performance; Finance; Information, Communication and Technology (ICT).
1/8 – Attend Planning Scheme Workshop 1/8 – Attend Council Workshop 2/8 – Attend Laidley Crisis Care Homeless Sleep out 8/8 – Attend Gatton Revitalisation Committee Meeting 9/8 – Attend Planning Scheme Workshop 9/8 – Attend Ordinary Council Meeting 13/8 – Attend Helidon Heritage Fair 14/8 – Attend Jayde Kendall Remembrance Walk 15/8 – Attend Councillor Tour 16/8 – Attend Lockyer Chamber of Commerce & Industry Business Breakfast 16/8 – Attend Faith Lutheran College Year 5 Science Challenge Day 17/8 – Attend Meeting with Department of Transport & Main Roads 17/8 – Attend LVRC Audit & Risk Committee Meeting 17/8 – Attend Special Council Meeting 18/8 – Work on LVRC Ekka Stand 19/8 – Work on LVRC Ekka Stand 20/8 – Attend Lockyer Lifestyle & Leisure Expo 23/8 – Attend Planning Scheme Workshop 23/8 – Attend Ordinary Council Meeting 23/8 – Attend Gatton Seniors Week Luncheon 24/8 – Attend CEO 12 Month Performance Review 24/8 – Attend Laidley Seniors Luncheon 25/8 – Attend Unveiling of Lions Club Plaque at Lake Apex 25/8 – Attend McNamara & Associates Daffodil Fundraising Golf Day
Cr McDonald: Environment: Environmental Management, Weed/Pest Management, Waterways, Natural Resource Management.
Environment Officer attended a meeting with Healthy Land and Water, and Lockyer Uplands Catchment Inc (LUCI) secretary to discuss upcoming Mt Sylvia School planting Lockyer Uplands Riparian Restoration Project: A Community and School Initiative. Coordinator Environment and Pest and Pest Project Officer met with Administration Coordinator Infrastructure Works and Services for training on how to use the Asset Defects system which will be used to log and monitor weed surveys and weed treatment activities on Main Roads and local roads. A number of officers across IWS and the Environment and Pest unit are working collaboratively to develop weed management systems which work across different requirements for recording and reporting, but optimise efficiency for officers. Environment Officer attended Mt Sylvia School for native plant identification day with the students on creek planting Lockyer Uplands Riparian Restoration Project: A Community and School Initiative. Environment Officer completed a LFW revisit at Murphy’s Creek and an assessment of a Spring Creek property.
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Coordinator Environment and Pest attended the LGMA Propeller Programme workshop in Cloncurry on 3 August. The Coordinator Environment and Pest was one of the organising team for this workshop. The topic was ‘Rural Councils’, and explored the roles that rural councils play in their communities, and how rural councils engage with the State, other metropolitan councils and commercial entities (such as mining companies) for financial and other support. In a collaborative activity between Parks, Gardens & Cemeteries and Environment & Pest, Pest Management Officer undertook spraying for Mother of Millions at Forest Hill Cemetery, which is great outcome for weed management and cross-council collaboration. Coordinator Environment and Pest met with a geomorphologist from Water Technology to review the final draft report for the geomorphological assessment and management options study undertaken for tributaries of the Lockyer Creek. The report will be finalised in September. Environment Officer attended Petes Hobby Nursery to order plants for the Council’s LFW Free Native Plant Programme (FNPP). Coordinator Environment and Pest, with Brisbane City Council Officers from City Projects and Coordinator Waterways and Environment from COMSEQ, visited a site on Tenthill Creek which has been proposed for on ground resilience works with funding from the Resilient Rivers Initiative. Environment Officer undertook a LFW Landholder Assistance Programme (LHAP) project inspection, and a LFW revisit in Mulgowie. Coordinator Environment and Pest attended at Fire Ant briefing at Biosecurity Queensland’s office in Moggill. Biosecurity Queensland was successful in their application for funding for a 10-year fire ant eradication programme. The programme will involve baiting of all properties within the SEQ fire ant biosecurity zone, plus a surrounding buffer to capture potential outliers. Three rounds of treatment will be delivered. The programme is likely to commence over affected areas in the Lockyer, Scenic Rim and Ipswich, and move towards Brisbane in a staged approach. Engagement with residents and businesses will be undertaken for education and coordination purposes. Biosecurity Queensland is currently finalising the details of the programme, and will provide a presentation to Council when further information is available. Environment Officer completed a LFW revisit in Fordsdale and provided grant information. Environment Officer attended LOGI (Lockyer Organic Growers) AGM at 10:30am and the “Up the Creek Festival” at 3pm in Junction View. Pest Management Officer met with Murphy’s Creek Progress Association to discuss local weed concerns, and as a consequence two local roads were sprayed. Coordinator Environment and Pest, together with the Mayor, CEO, Cr McDonald, Cr Hagan, Special Projects Officer and Coordinator Environmental Planning and Policy, met with Mayor Graeme Lehmann and other representatives from Somerset Regional Council, and representatives from the Lockyer Water Users Forum and Central Lockyer Irrigators Technical Panel (the Panel), to discuss progress of the discussions between the Panel and Department of Natural Resources and Mines (DNRM) regarding proposed water allocations and new supplemented water sources. Environment Officer held a pre-start meeting for contractors undertaking revegetation works at Patrick St Laidley flying fox roost. The revegetation works are aimed at stabilising the drainage line with plants which are not suitable for roosting, to maintain the buffer between properties and the roost.
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Coordinator Environment and Pest, together with Senior Engineer Water and Projects, held a teleconference with Dr Jacky Croke regarding the scope of works for a project to identify strategic revegetation locations for consideration for on ground works funded under the Resilient Reivers Initiative. Dr Croke will expand on the findings of The Big Flood Study to provide recommendations on priority locations. Coordinator Environment and Pest and Environment Officer held two site visits at Council’s Offset property at Balaam Hill, to meet with consultants and contractors wishing to tender for the development of a 10-year Management Plan for the Offset. Coordinator Environment and Pest met with Executive Manager IWS, Manager Infrastructure Support and Administration Coordinator IWS to discuss potential projects for expressions of interest (EOIs) under the NDRRA Category D Funding (2017 Resilient Infrastructure (Betterment) Fund and 2017 Environmental Recovery Package). IWS will coordinate the Betterment EOIs, which are being handled by QRA. The Environment and Pest Unit will coordinate the Environmental Recovery EOIs, which are being handled by the Department of Environment and Heritage Protection (DEHP). WIN News ran a story about Council’s community spray equipment and herbicide subsidy schemes. The promotion was organised by Manager Marketing, Communications and Engagement, and featured Manager - Infrastructure Support, Senior Pest Management Officer, and a landholder who regularly borrows the spray equipment. The story was very positive and supportive of Council. Coordinator Environment and Pest attended the Councillor bus tour, which visited QUU’s Luggage Point Wastewater Treatment Plant and Seqwater’s Mt Crosby Water Treatment Plant and Bundamba Advanced Water Treatment Plant. The tour was informative and assisted in identification of potential project collaborations. Coordinator Environment and Pest and Senior Civil Engineer visited Laidley flying fox roost to identify and discuss potential issues and constraints associated with future works in the drainage channel for flood mitigation. Complimentary correspondence was received from a community member regarding our Pest Management Officer’s service during a property pest weed assessment. Environment Officer, Coordinator Environment and Pest, Executive Manager IWS and Parks Advisor met to review and discuss the first draft of the Lakes Apex and Freeman Water Quality Report, to provide feedback to the consultant BMT WBM. Environment Officer issued vouchers for the LFW Free Native Plant Program. 38 members replied, fully using the allocated budget which resulted in orders for 3345 plants. Environment Officer attended the LFW Steering Committee meeting in Beenleigh with 11 other LG representatives. Gatton Star published a story ‘Boost to help battle pests in the Lockyer’, which promoted Council’s community spray equipment and herbicide subsidy schemes. The story was very positive, and emphasised that council is helping landholders make weed management more achievable. Coordinator Environment and Pest held a teleconference with representatives from the Department of Energy and Water Supply (DEWS) and Council’s consultant from Cardno to discuss the progress of the NWIDF Pre-Feasibility Study for alternative water supplies for irrigation. The project is currently on track. The third milestone report was initially due Friday 1 September, however DEWS approved an extension of two weeks to align our draft report with the options being considered by the State Government working group and also allow us to feed in technical advice to the workshop planned for this project for October. This extension will not affect the final
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completion date of the project. A request was also made to extend the project until the end of the year, to enable inclusion of recycled water demand data from a survey being undertaken for the NuWater project, however this was not approved by DEWS. Environment Officer and Coordinator Environment and Pest held a teleconference with consultants from BMT WBM who prepared the first draft of the Lakes Apex and Freeman Water Quality Report, to provide feedback. LVRC to collate comments and send to the consultants. Senior Pest Management Officer and Pest Management Officer manned a stand at the Beef Expo in Toowoomba. The display included Council’s new community spray trailer. The leads generated and the feedback on the display from the public, Toowoomba Regional Council and Biosecurity were very complimentary and positive. Coordinator Environmental Planning and Policy: Work is progressing well on the development of the LVRC Natural Resource Management (NRM) Plan. This Plan is a Commitment of Council’s Corporate Plan 2017-2022. Significant effort is being made to ensure that the NRM Plan and the new Planning Scheme are mutually supportive with regular meetings between the Coordinators of Environmental Planning & Policy and Strategic Planning. It is anticipated that the next monthly update will include a timeline for the completion of the NRM Plan. Rabbit Programme: In a follow up to the property surveys and warren destruction activities undertaken earlier this year, DDMRB have undertaken follow-up surveys on 26 properties, sighted 55 rabbits and destroyed 23 rabbits. As a result of communications from members of the public, Pest Management Officer has completed spraying along sections of three local roads to address fireweed. Pest Management Officer has completed in excess of 35 requests for property pest weed assessments. A significant proportion of these requests were the result of discussions with the community at the Gatton Show in July. Of these, 23 resulted in herbicide subsidy vouchers being issued to residents.
Cr Holstein: Roads and Drainage, Parks and Gardens, Transport and Active Transport, Asset Management and Disaster Management.
Attend Planning Scheme Development meeting Attend Council workshop Attend resident’s funeral Meet with Parks & Gardens staff to discuss location of new bench seating for Murphys Creek Grounds Deliver Business Awards brochures to Withcott businesses Site visit with Executive Manager Infrastructure Works & Services at Sutcliffes Road, Flagstone Creel to meet resident to discuss various road safety issues Attend Crime Stoppers meeting Attend Murphys Creek Rural Fire Brigade Annual General Meeting Attend Gatton Revitalisation meeting Attend site visit to meet resident at Woodlands Road regarding various issues Attend site meeting with Executive Manager Infrastructure Works & Services at Manteuffel Road, Woodlands regarding resident access issues Attend RADF committee meeting Collate information for Tidy Towns submission Attend Planning Scheme Development meeting x 2 Attend Ordinary Council meeting x 2
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Attend Murphys Creek Progress Association meeting Attend Withcott Rural Fire Brigade Annual General Meeting Attend Mt Sylvia School Up The Creek Festival at Junction View Attend Helidon Heritage Fair Attend Jayde Kendall Awareness Walk Attend Councillor site visit Harm Drive, Glenore Grove Work on Lockyer Valley stand at EKKA Attend meeting with Department of Transport & Main Roads regarding Grantham Interchange Attend Spring Bluff committee meeting at Spring Bluff Railway Station including inspection of gardens and decide positioning of park blackboard and new signage Attend Special Meeting regarding Planning issue Attend Vietnam Veterans Day at the gravesite of Private Francis Topp at Helidon Attend Faith Fare Attend meeting with representatives of Property Group regarding proposed Helidon Service Centre Attend Councillor Tour to QUU/SEQ Water facilities at Luggage Point, Mt Crosby & Bundamba Attend Lockyer Valley Tourism Annual General Meeting Attend Seniors Week Luncheon at Gatton and assist serving lunch Attend CEO 12 Month Performance Review Attend Seniors Week Luncheon at Laidley Attend Lions Club Plaque unveiling at Lake Apex Parklands Attend opening of “Perceptions’ Art Exhibition by Lockyer District High students at Lockyer Valley Art Gallery Attend Lockyer Ladies Beef & Burgundy dinner at the Withcott Hotel Attend site meeting with residents regarding neighbours dam Attend portfolio meeting at depot with Executive Manager Infrastructure Works & Services, and staff Collect donated raffle prizes for Crime Stoppers Trivia Night
Cr McLean: Planning and Building Services, Planning Scheme, Townships and Villages, Cultural Heritage and Streetscape, Regional Planning.
Attend Planning Scheme development workshop x 3 Attend Councillor workshop Attend New planning scheme steering committee meeting x 3 Attend Puddle Jumpers play and awards ceremony Attend Gatton Revitalisation project committee meeting Attend Planning portfolio catch-up Attend Ordinary Council meeting x 2 Meet with a developer to discuss possibilities in the Lockyer Valley region Represent the Mayor at the SEQ Regional Planning Committee Shaping SEQ Plan launch Attend QRRRWN Ekka Week High Tea Work on the Ekka Stand Attend Jayde Kendall Day of Awareness walk Attend Councillor Tour - Harm Drive
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Attend Das Neumann Haus meeting Meet with DTMR regarding the Grantham Interchange Attend Spring Bluff Committee Meeting Attend Special Council Meeting Represent the Mayor at the Vietnam Veteran's Day Service Attend Councillor Tour of SEQ Water and Urban Utilities Facilities Attend Gatton Historical Society Meeting Attend Councillor Group Photo Attend Gatton Seniors Luncheon Attend CEO 12 Month Performance Review Attend Laidley Seniors Luncheon Meet with resident regarding property boundaries Attend REMIX Academy Conference
Cr Hagan: Community Development: Arts and Culture, Youth and Disability/Multicultural, Public Safety, Customer Service and Community Services.
Youth and Disability / Multicultural
I attended the BEST (bringing Employers and Schools together) meeting. Some issues raised were: o Ag Inspirations Program – working on an industry bus tour for October with 3 businesses already confirmed – Stanbroke, Pohlmans Nursery and Rugby Farms, others to follow. o The Skilling Queenslanders for work funding is available for Community based Organisations to deliver the following programs – Community Work Skills, Work Skills Traineeships, Get Set for Work, Ready for Work and Youth Skills. o The Regional Queensland Training Awards was held on the 29th July with Christina Balletta, who studied at UQ Gatton winning the Vocational Student of the Year.
I attended the Darling Downs and West Moreton PHN Health Industry and Business Breakfast at the Lockyer Valley Cultural Centre.
I attended two of several ‘Community Conversations’ organized by the Darling Downs and West Moreton PHN that were held throughout the region. The two attended were on ‘After Hours care’ and ‘Aged Care (including Palliative Care)’. These community meetings are to gauge the health needs within the region.
I attended the Naidoc Day celebrations at Hatton Vale State School.
I joined a panel with other local community members to judge the Science Fair at Lockyer District State High School.
I attended the Gatton Seniors Week Luncheon at Gatton Shire Hall.
I attended the Laidley Seniors Week Luncheon at Laidley Cultural Centre.
With the Mayor, hosted the Gatton Scout Group visit to the Council Chambers.
Interview with Win News around Councils hosting of the Backpacker BBQs. Page 86 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
I attended the backpackers welcome BBQ in Centenary Park.
Arts and Culture
I chaired the RADF (Regional Arts Development Fund) Committee meeting. Two applications for round three were received and accepted.
o Lockyer Valley Regional Council for funds to assist in providing public arts projects and installations in conjunction with the “art trail” initiative. o Lockyer Valley Art Society Inc. to assist with the costs of hiring professional artist Jenny McNaughton to provide a two day oil painting workshop for Lockyer Valley Art Society members.
I attend Wizard of Oz performance by the Lockyer Regional Performing Arts, Inc.
I attended the opening of ‘Perceptions’ art exhibition at the Lockyer Valley Art Gallery.
Customer Service and Community Services:
The team is reviewing physical on the ground services, including knowledge base, which is a whole of Council response. The team is looking for support from Council to implement a strategy based on ‘whole customer service’ focus. Council had some issues with the RV Park in relation to the dump point with QUU, which is now resolved. The Laidley Library and Customer Service Centre are working towards the teams getting together with a view to greater resource sharing.
Public Safety:
Rolling program of CCTV upgrades. Looking at putting a camera on shelter shed at Laidley Skate Bowl.
Organisations and Committees Representation:
Tour of the proposed inland rail route highlighting the most impacted routes through our towns, with Scott Buchholz MP and Senior Adviser Infrastructure from Minister Chester’s office Attend Planning Scheme Development briefings Attend Councillor Portfolio Meeting Attend the Gatton Revitalisation Project Committee Meeting. Visited with the Mayor, the businesses in Laidley with regard to the promotion of the Laidley Spring Festival; 100% positive support for the trial of the early parade time, the watering of pot plants placed in front of business and appreciation of Council’s involvement and support. Attend the Mount Sylvia State School Inaugural ‘Up the Creek Festival’ at Junction View. Attend the Helidon Heritage Fair.
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Tour to Harm Drive, Glenore Grove with other Councillors and officers to discuss development application. Interview with Gatton Star to promote the Garden Competition. Worked on the Lockyer Valley stand at the Brisbane Ekka, Monday and Friday. Attend Lockyer Valley Tourisms Annual General meeting. Attend the Funeral of a resident at the Laidley Cultural Centre. Meeting with the Mayor, Cr McDonald, CEO, Special Projects Trade & Investments, Coordinator Environmental Planning, the Mayor and CEO from Somerset Council and Lockyer Valley Irrigators to discuss the progress of the Central Lockyer technical panel. Meeting with the Mayor, Councillors and Department of Transport & Main Roads. Attend the Lockyer Lifestyle and Leisure Expo at the Lockyer Valley Sports and Aquatic Centre. Attend the Cahill Park Cluster Group Meeting. Attend the Lockyer Valley Tourism AGM at Forest Hill. Attend CEO 12 Month Performance Review Attend with the Mayor, Councillors and Council staff members, the official unveiling of the Plaque for funds donated by Lions Club at Lake Apex Parklands. Attend the Lockyer Chamber of Commerce Industry Breakfast at Cahill Park. Travel to Brisbane Convention and Exhibition Centre with the Mayor for the Father of the Year Awards Luncheon. Attended Council meetings, workshops and tours.
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11. ORGANISATIONAL DEVELOPMENT AND PLANNING REPORTS
11.1 Executive Manager Organisational Development and Planning Monthly Update - August
Date: 05 September 2017 Author: Dan McPherson, Executive Manager Organisational Development & Planning Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
This report is to update Council on key issues currently being actioned within the Organisational Development and Planning group.
Officer’s Recommendation: THAT Council receive and note the Executive Manager Organisational Development and Planning Monthly Update.
Report
1. Introduction
This report provides an update on key matters arising and being addressed since the last report.
2. Background
The previous reports provide the background information to date and only progress is being reported during August 2017.
3. Report
ORGANISATIONAL DEVELOPMENT
Workforce
Council’s establishment FTE number for August 2017 is 305. There has been a decrease of five (5) FTE’s during the month of August. However, it is important to note that Council has appointed an additional five (5) employees who are commencing in the month of September.
Work Experience Program
1 x Student from Lockyer District High School – Gatton Library 1 x Student from Faith Lutheran College – Workshop 1 x Student from the University of Queensland – Environmental Management
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Learning & Development
Training Held Since the Last Report
Corporate Induction (Work Health & Safety / Drug & Alcohol Training Inclusive) CSQ Funded Certificate IV in Civil Construction (Ongoing) Verification of Competencies LGAQ Breed ID Training Various Online Children’s Learning Courses Dealing with Hostile & Violent People Training
Upcoming Training Corporate Induction (Work Health & Safety / Drug & Alcohol Training Inclusive) Code of Conduct (Catch Up) Dealing with Hostile & Violent People Training (2 more sessions).
Work Health & Safety
Injuries/Incidents
There have been four (4) injuries reported during this period: 01/8/2017 - An employee sustained an eye injury when Road Base material blew into the eye.
27/08/2017 – A member of the public sustained a minor head injury as a result of an epileptic seizure whilst attending the Staging Post Café.
30/08/2017 – An employee sustained a burn to the hand as a result of an accidental hot water spill.
Plant Vehicle incidents
There have been two (2) plant vehicle / property damage incidents reported during this period: 11/08/2017 – A council vehicle sustained damage as a result of a collision with a kangaroo.
31/08/2017 – An incident occurred when the front wheel fell of a Back Hoe Loader due to loose wheel nuts.
Near Miss Incidents
There have been one (1) near miss incidents reported during this period:
09/8/2017 – A contractor operated Bob Cat nudged into a Council Tip Truck nil damage occurred as a result of this incident.
Workers Compensation Claims / Injury Management LTI
There are three (3) approved, active workers compensation claims. There is one workers compensation claim pending. Page 90 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
SPORTS, RECREATION AND COMMUNITY GRANTS
On Wednesday 30th August Lockyer Valley Regional Council and Department of Sport and Recreation Services held a free community workshop aimed at not-for-profit organisations. This workshop targeted items such as committee recruitment and induction as well as the latest legal compliance and financial monitoring. The workshop was well received by the community with 25 people attending.
PLANNING & ENVIRONMENT
Development Assessment
Refer to the attached table which indicates all development applications and requests as at 31 August 2017.
Strategic Planning
SEQ Regional Plan The new South East Queensland Regional Plan 2017, known as ShapingSEQ, was released by the Queensland Government and came into effect on 11 August 2017. ShapingSEQ, together with its supporting by regulatory provisions in the Planning Regulation 2017, replaces the South East Queensland Regional Plan 2009–2031 and the SEQ Regional Plan State Planning Regulatory Provisions. ShapingSEQ will guide growth in South East Queensland over the next 25 years which is expected to see the population increase from about 3.5 million to 5.3 million people. An immediate impact of ShapingSEQ on Council will be the need to ensure the new planning scheme currently under preparation aligns with the policy content of ShapingSEQ.
New Lockyer Valley Planning Scheme Progress is being made on a multiple fronts on the development of the new planning scheme for the Lockyer Valley. Draft residential provisions and draft mapping, including a full set of zoning and overlay maps, have now been provided to Council by John Gaskell Planning Consultants (JGPC) and Ethos Urban (formerly Buckley Vann) respectively. Regular engagement with Councillors continues so as to ensure appropriate policy settings and levels of regulation are being reflected in the draft provisions as they are developed. Guidance has recently been provided to JGPC on the content of rural provisions and the reconfiguring a lot code for the new planning scheme. Council officers are also working with Ethos Urban and representatives of the Department of Infrastructure Local Government and Planning to ensure the flood mapping and flood regulation elements of the new planning scheme, both of which are currently under preparation, will be consistent with the risk management approach now required by the Queensland Government. Submissions have recently been received from three firms to assist Council in the review of land supply and the identification of land to accommodate future growth to inform the preparation of the new planning scheme and the Local Government Infrastructure Plan.
Environmental Planning
A number of officers across IWS and the Environment and Pest unit are working collaboratively to develop weed management, Asset Defects System, which will log and Page 91 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
monitor weed surveys and weed treatment activities on Main Roads and local roads and for recording and reporting. This system will optimise efficiency for officers. Coordinator Environment and Pest attended the LGMA Propeller Programme workshop in Cloncurry on 3 August. The topic was ‘Rural Councils’, and explored the roles that rural councils play in their communities, and how rural councils engage with the State, other metropolitan councils and commercial entities (such as mining companies) for financial and other support.
In a collaborative activity between Parks, Gardens & Cemeteries and Environment & Pest, Pest Management Officer undertook spraying for Mother of Millions at Forest Hill Cemetery, which is great outcome for weed management and cross-council collaboration.
Biosecurity Queensland was successful in their application for funding for a 10-year fire ant eradication programme. The programme will involve baiting of all properties within the SEQ fire ant biosecurity zone, plus a surrounding buffer to capture potential outliers. Three rounds of treatment will be delivered. The programme is likely to commence over affected areas in the Lockyer, Scenic Rim and Ipswich, and move towards Brisbane in a staged approach. Engagement with residents and businesses will be undertaken for education and coordination purposes. Biosecurity Queensland is currently finalising the details of the programme, and will provide a presentation to Council when further information is available.
Work is progressing well on the development of the LVRC Natural Resource Management (NRM) Plan. This Plan is a Commitment of Council’s Corporate Plan 2017-2022. Significant effort is being made to ensure that the NRM Plan and the new Planning Scheme are mutually supportive with regular meetings between the Coordinators of Environmental Planning & Policy and Strategic Planning. It is anticipated that the next monthly update will include a timeline for the completion of the NRM Plan.
Darling Downs and Moreton Rabbit Board Update: In a follow up to the property surveys and warren destruction activities undertaken earlier this year, the board has undertaken follow-up surveys on 26 properties, sighted 55 rabbits and destroyed 23 rabbits.
Pest Management Officer has completed spraying along sections of three local roads to address fireweed, as per community consultation.
Pest Management Officer has completed in excess of 35 requests for property pest weed assessments. A significant proportion of these requests were the result of discussions with the community at the Gatton Show in July. Of these, 23 resulted in herbicide subsidy vouchers being issued to residents.
WIN News ran a story about Council’s community spray equipment and herbicide subsidy schemes. The promotion was organised by Manager Marketing, Communications and Engagement, and featured Manager - Infrastructure Support, Senior Pest Management Officer, and a landholder who regularly borrows the spray equipment. The story was very positive and supportive of Council.
Gatton Star published a story ‘Boost to help battle pests in the Lockyer’, which promoted Council’s community spray equipment and herbicide subsidy schemes. The story was
Page 92 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
very positive, and emphasised that council is helping landholders make weed management more achievable.
PLUMBING AND BUILDING SERVICES
Refer to the attached table indicating statistics from January 2017 to August 2017.
Attachments 1View Development Applications 2 Pages 2View Plumbing and Building Statistics 3 Pages
Page 93 Executive Manager Organisational Development and Attachment 1 Planning Monthly Update - August Development Applications
Attachment 1 11.1 Page 94
Executive Manager Organisational Development and Attachment 1 Planning Monthly Update - August Development Applications
Attachment 1 11.1 Page 95
Executive Manager Organisational Development and Attachment 2 Planning Monthly Update - August Plumbing and Building Statistics
Attachment 2 11.1 Page 96
Executive Manager Organisational Development and Attachment 2 Planning Monthly Update - August Plumbing and Building Statistics
Attachment 2 11.1 Page 97
Executive Manager Organisational Development and Attachment 2 Planning Monthly Update - August Plumbing and Building Statistics
Attachment 2 11.1 Page 98
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
11.2 Application for Development Permit for Operational Works for Vegetation Clearing - OPW2016/0029
Date: 06 September 2017 Author: Prudence Earle, Planning Officer Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
The application has been assessed in accordance with the requirements of the Sustainable Planning Act 2009 and is recommended for refusal. The basis for this recommendation is that vegetation clearing is premature and in conflict with the DA5200 where vegetation to be retained or protected is yet to be identified in accordance with a Sequence Masterplan and Site Development Plans.
Officer’s Recommendation: THAT the application for a Development Permit for Operational Works for Vegetation Clearing on land described as Lot 5 on SP206613, Lot 109 on CH31631, Lot 999 on SP199151 located at Edwards Road and Golf Links Drive, Gatton be refused for the following reasons:
1. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 3 requires that sequenced master plan documents be provided to Council to demonstrate greater details of reconfiguration of a lot or material change of use or operational works.
2. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 9 requires any plans to show vegetation buffers to adjoining uses in the Rural and Rural Residential Zones.
3. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 14 requires ongoing weed management plan.
4. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 15 requires the maximum retention of remnant vegetation.
5. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 16 requires the applicant to demonstrate how the ecology of the site will be protected.
6. The proposed development is in conflict with Biodiversity and Water Quality objectives under State Planning Policy 2016 where maximising ecological connectivity, protecting riparian vegetation & watercourses and ensuring downstream flows are not impacted or increased.
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7. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(a) of the Gatton Shire Planning Scheme which provides that Gatton Shire’s natural environment is protected, so that biodiversity, ecological processes and air, land and water quality are maintained.
8. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(c) of the Gatton Shire Planning Scheme which provides that sustainable land management practices are promoted.
9. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(d) of the Gatton Shire Planning Scheme which provides that sites identified as being susceptible to land degradation, including erosion, are protected and further degradation minimised.
10. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(e) of the Gatton Shire Planning Scheme which provides that the rural character, significant natural features, cultural heritage and landscape values of the Shire are protected and enhanced.
11. The proposed development does not satisfy purpose statement of the Biodiversity Overlay Code of the Gatton Shire Planning Scheme which seeks to protect and enhance the Shire’s ecosystems and the species they support in a manner that ensures their long-term viability.
12. The proposed development does not satisfy Specific Outcome P1 of the Biodiversity Overlay Code of the Gatton Shire Planning Scheme which provides that identified biodiversity areas and populations of threatened species and their habitats are retained, or where degraded, rehabilitated, and the impacts of development are minimized.
13. The proposed development does not satisfy Specific Outcome P2 of the Biodiversity Overlay Code of the Gatton Shire Planning Scheme which seeks to ensure that bank stability, channel integrity and habitat is maintained for aquatic flora and fauna species.
14. The proposed development does not satisfy Specific Outcome P3 of the Biodiversity Overlay Code of the Gatton Shire Planning Scheme which requires ecological corridors within the Biodiversity Overlay area to be retained or re-established to maintain, improve or create connectivity to allow wildlife movement between habitat areas.
15. The proposed development does not satisfy Specific Outcome P5 of the Biodiversity Overlay Code of the Gatton Shire Planning Scheme which requires that construction minimise impacts on the edges of areas of native vegetation.
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16. The proposed development does not satisfy Specific Outcome P6 of the Biodiversity Overlay Code of the Gatton Shire Planning Scheme which seeks to protect biodiversity areas from impacts from development.
Report
1. Introduction
The application seeks development approval to clear approximately 127.1 hectares of vegetation on land at Edwards Road and Golf Links Drive, Gatton. This area of the Lockyer Valley contains a mix of residences on park residential, rural residential, emerging community lots with natural environmental values. The matters outlined in this report demonstrate that the proposed clearing will have an unknown impact on the natural values of the site and amenity of adjoining residences in the locality.
In addition the vegetation clearing is considered premature where a Sequence Masterplan and Site Development Plans have yet to be approved in accordance with Preliminary Approval DA5200. Vegetation clearing at this time, will limit the potential to identify, retain or protected vegetation in association with Sequence Masterplan and Site Development Plans for urban development.
2. Background
The application seeks a Development Permit for Operational Works for Vegetation Clearing. The application was submitted on 6 July 2016. The application was properly made on the 18 August 2016 and Council issued an information request on 15 September 2016.
The applicant responded to Councils information request on 12 December 2016. As part of the response to the information request the applicant reduced the area of land to be cleared from 143.875 hectares to 127.1 hectares. Council officers have requested from the applicant to be allowed on site to confirm the information provided in the information response. The applicant has not granted consent at this time.
The applicant had a meeting with Council officers on the 7 February 2017. During this meeting Council officers expressed concerns that there was insufficient information to reasonably determine the impacts of the application on the environment.
A request for further information was provide to the applicant in an email on the 21 February 2017. Following the request for further information the applicant had further discussions with Council Officers and advising that they would withdraw the application and proceed to clear the vegetation. Councils Coordinator for Development Assessment cautioned the applicant that they would be in breach of preliminary approval DA5200 which requires a development permit prior to any vegetation clearing. The applicant has not provided a response to the further issues request. In addition, the applicant has not provided an indication of whether they intend to respond to the further issues request.
The request for further information was made during the decision making period. The decision making period has been extend a number of times in order to avoid a potential deemed approval. The current decision making period will end on 29 September 2017.
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2.1 Past Approvals
A Preliminary Approval (DA5200) for Woodland Rise Estate was given on 29 June 2009 and will lapse on 29 June 2018, if not extended. As such any subsequent applications in accordance with the Preliminary Approval must demonstrate the shape and form of urban development to be undertaken on the land and address the relevant conditions on the permit. Before the submission and decision of Preliminary Approval DA5200, an approval was given for Development Permit DA3512 for Reconfiguration of a Lot for 61 Lots (Stage 3 - 39 Lots; Stage 4 - 22 Lots). Stage 3 of this approval has been completed. Stage 4 received a Development Permit OPW0730 for Operational Works for construction works. This permit has been extended a number of times and will lapse on the 4 June 2018. At this time these works have not begun.
After Preliminary Approval DA5200 had been decided, further approvals have been given for:
Development Permit DA5952 Reconfiguration of a Lot for 51 Lots (Stages 5 & 6). Development Permit OPW2015/0023 Operational Work vegetation clearing for Stages 4, 5 & 6.
The applicant had acted upon Development Permit OPW2015/0023, as clearing was started around April 2016 and completed clearing around May 2016. The land was re-cleared around July 2017 under this same permit.
3. Report
3.1 Proposed Development
The proposed Development Permit for Operational Works vegetation clearing to provide improved pasture for animal grazing (cattle). The proposal intends to clear vegetation and mulch it on site. The mulched material will be used in part as sediment and erosion control. Pasture will be over sown on the site. Mulched material will be used to create bunds for stormwater and sediment control with a gradient of 1% to 5%. The applicant intends to clear the vegetation on site within twelve (12) months of a decision. The clearing will include:
assessable vegetation (remnant vegetation 12.9-10.2 under the Vegetation Management Act 1999) vegetation protected under the biodiversity overlay under the Gatton Planning Scheme. vegetation within an overland path and investigation area under the Temporary Local Planning Instrument vegetation within a Salinity and Salinity Recharge Area
The proposed plan of development shows approximately 22.85 hectares part of the site to be retained. This will include:
a 30m wide vegetation buffer that keeps trees over four (4) metres in height adjoining Rural Residential lots to the east. a 30m wide vegetation buffer is to be centred over some but not all of the overland flow paths.
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Retained vegetation is to be identified and tagged before clearing begins. The retained vegetation is to be protected in accordance with AS4970 Protection of trees on a development site. An assessment of the vegetation type and quality, including specific locations of weeds and habitat trees was not provided as part of the application or in response to the information request.
3.2 Site and Surrounds
The subject site consists of three lots totalling 182.3198 hectares. The areas of the lots area as follows:
Lot 999 on SP199151 – 83.5451 hectares Lot 109 on CH31631 – 52.2449 hectares Lot 5 on SP206613 – 46.5298 hectares
The site has road access to Golf Links Drive, Edwards Road, Red Gum Drive, Ironbark Road and Spotted Gum Road in the locality of Gatton. It is located approximately 3.5km in a straight line and about 6.4km by road from the centre of Gatton.
The site (shown on the following page) comprises of hill and ridge on Lot 999 on SP199151 that drain downwards to an unnamed creek to the west, north and north east. All three parcel of land have been cleared in part in the past, with the most recent clearing occurring on Lot 999 on SP199151 under Development Permit OPW2015/0023. The land was re-cleared around July 2017 under the same permit. The proposed vegetation clearing will continue northwards from the existing clearing on Lot 999 on SP199151.
The following vegetation species have been identified on site:
Canopy trees include: - Spotted Gum (Coymbia citriodora subsp. variegata); Narrow-leaved Ironbark (Eucalyptus crebra); Blue Gum (Eucalyptus tereticornis), Moreton Bay Ash (Corymbia tessellaris), Silver-leaf Ironbark (Eucalyptus melanophloia), Pink Bloodwood (Corymbia intermedia), Clarkson’s Bloodwood (Corymbia clarksoniana) and Rusty Gum (Angophora leiocarpa). Small trees and shrubs include: - Bulloak (Allocasuarina luehmannii), wattles (Acacia leiocalyx, A. penninervis, A.granitica), Red Ash (Alphitonia excelsa), Quinine Bush (Petalostigma pubescens), Black Sheoak (Allocasuarina littoralis) and Bitterbark (Alstonia constricta). Grasses include both native and exotic species such as: - kangaroo grass, kikuyu, black spear grass, rhodes grass and wire grass. Weeds include: - Lantana (Lantana camara), Mother-Of-Millions (Bryophyllum spp.), Prickly Pear (Opuntia spp.), Cadaghi (Corymbia torelliana), Harrisia Cactus (Harrisia spp.) and Spear Thistle (Cirsium vulgare)
The site has slopes that vary from 4% to 15% as shown by the 5m contours as shown in Figure 1. Open native bushland is a dominant feature of all the lots and surrounding land with tree canopy generally above 12 metres in height.
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The surrounding land consists of small rural lots, large rural residential lots and park residential lots. Across Edwards Road to the south is Gatton National Park and the site formed part of a vegetation corridor that supported environmental values that exist within the national park.
The extent of rural residential and rural lifestyle lots is evident in the aerial image with the location the closest residences being less than 10m to the site. The closest house in the park residential estate to the east is 5m from the proposed clearing.
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Closest House
Figure 1: Aerial Photo of the subject site and surrounding land
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3.3 Legislative Requirements
Assessment of the development is required under the Sustainable Planning Act 2009 (SPA). As such, the application must be assessed against each of the following statutory planning instruments to the extent they are relevant to the development:
(a) a matter prescribed under Sustainable Planning Regulation (SPA Reg). (b) a State planning regulatory provision. (c) a State planning policy. (d) a planning scheme. (e) a temporary local planning instrument.
The assessment manager must assess the part of the application having regard to:
(a) the common material; (b) any development approval for, and any lawful use of, premises the subject of the application or adjacent premises; and (c) the purposes of any instrument containing an applicable code.
Assessment of this application is against the relevant planning instruments and the other material to which an assessment manager can have regard including Development Permit OPW2015/0023 and Department of Natural Resource self-assessable vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013.
3.4 South East Queensland Regional Plan 2009-2031
The subject land is located in the Urban Footprint and does not require referral agency assessment under this instrument.
3.5 State Planning Policy 2016
The State Planning Policy (SPP) is yet to be incorporated within Councils planning scheme. While there are some elements of the planning scheme that align with the SPP, there are other matters that to be must be considered by Council. The SPP interactive mapping system identifies the subject site as being located within: Biodiversity - Regulated vegetation intersecting a watercourse. Water Quality - Climatic regions - stormwater management design objectives. Natural Hazards Risk And Resilience - Flood hazard area & Bushfire hazard area (Bushfire prone area).
The following matters are not integrated with the local planning instruments including the Planning Scheme and Temporary Local Planning Instrument: Biodiversity - Regulated vegetation intersecting a watercourse. Water Quality - Climatic regions - stormwater management design objectives.
Biodiversity
An application that involves remnant vegetation that intersects a watercourse under the SPP should:
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1. enhance matters of state environmental significance where possible. 2. identify any potential significant adverse environmental impacts on matters of state environmental significance. 3. manage the significant adverse environmental impacts on matters of state environmental significance by protecting the matters of state environmental significance from, or otherwise mitigating, those impacts.
Under the SPP, the application should achieve the following criteria or provide an acceptable alternative:
providing for native flora and fauna by the retention of habitat trees and the use of nest boxes; maintaining vegetation in patches of greatest possible size and reducing edge-to-area ratio; providing for wildlife refugia through appropriate buffers, levels of access, lighting and noise mitigation impacts; maximising ecological connectivity; protecting riparian vegetation and watercourses or creeks; allowing for the movement of native wildlife through measures such as fauna-friendly fencing or wildlife under/overpasses; and implementing effective measures to anticipate and prevent the entry or spread of pest plants and animals.
Under the SPP, remnant vegetation on the site should be retained.
Water Quality
An application that may affect water quality under the SPP should provide a stormwater management to demonstrate that how:
stormwater infrastructure will be unaffected by the proposed clearing. downstream flows are not impacted or increased. water quality of downstream flows will be maintained.
A request for further information in relation to matters under the State Planning Policy was requested. The applicant did not address these matters as part of their information response. The applicant therefore has not demonstrated that the above matters will not adversely impact state interests delegated to Council for assessment.
3.6 Preliminary Approval DA5200
Three elements form Preliminary Approval DA5200:
1. Conditions of Approval 2. Approved Woodlands Rise Structure Plans 3. Woodlands Rise Preliminary Approval Document
The Preliminary Approval DA5200 overrides aspects of the Gatton Planning Scheme 2007 and outlines how the Woodlands Rise Preliminary Approval Document (WRPAD) works with the planning scheme. Under Section 2.3 Hierarchy of Approvals the WRPAD outlines that prior to
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development occurring ‘a Sequence Master Plan must be submitted to Council in support of the development application’. The following diagram has been extracted from the WRPAD and demonstrates how the hierarchy of approvals is intended to function.
Figure 2: WRPAD diagram of Hierarchy of Approvals
WRPAD demonstrates before development is to occur on the land that Sequence Master Plan must be submitted with or before an application for subdivision is submitted. The WRPAD defines a Sequence Masterplan as:
“…plans, images and where necessary in narrative an overall development concept for a particular sequence. The Sequence Masterplan provides a greater level of detail than the Structure Plan, but precedes the preparation of more detailed plans and detailed design that is typically associated with a development permit. A sequence may consist of any number of stages.”
The purpose of the Sequence Masterplan is to demonstrate compliance with conditions of approval before further development rights are given. A brief overview of the relevant conditions is outline below:
Condition 3 of the DA5200 requires that sequenced master plan documents be provided to Council with any application for reconfiguration of a lot or material change of use or operational works. Condition 9 of the DA5200 requires any plans to show vegetation buffers to adjoining uses in the Rural and Rural Residential Zones. Condition 14 of DA5200 requires ongoing weed management. Condition 15 of DA5200 requires the maximum retention of remnant vegetation. Condition 16 of DA5200 requires the applicant to demonstrate how ecology will be protected.
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The preliminary approval does not give development rights for vegetation clearing as further studies were conditioned to be undertaken. An Operational Works permit for vegetation clearing was anticipated to be included as part of construction works for a Development Permit for Reconfiguration of a lot having been issued. As no Sequence Masterplan or Development Permit has been given over the land the clearing is considered premature and inconsistent with the Preliminary Approval DA5200. It is noted that Part 3 of the WRPAD outlines that ‘to the extent that Woodlands Rise Preliminary Approval Document is contrary to the Gatton Shire Planning Scheme, this Preliminary Approval prevails.’ This means that Sequence Masterplan or Development Permit should be approved before any Development Permit for Operational Works for Vegetation Clearing.
3.7 Gatton Shire Planning Scheme
WRPAD does not override all aspects of the Gatton Shire Planning Scheme. Aspects Gatton Shire Planning Scheme not overridden by WRPAD include: Desired Environmental Outcomes Overlays Planning Scheme Policies. An assessment against those elements is provided below.
Desired Environmental Outcomes
The Gatton Shire Planning Scheme contains 15 Desired Environmental Outcomes (DEOs) which are the highest order policy statements of the planning scheme. Of these 15 DEOs four have relevance to the assessment of this application, these being (a), (c), (d) and (e). An assessment against each of these DEOs is provided below.
“(a) Gatton Shire’s natural environment is protected, so that biodiversity, ecological processes and air, land and water quality are maintained.”
The subject land has a small creeks and drainage line as well as remnant and regrowth vegetation. The site is also within an area that saline or sodic soils. The proposed development seeks to clear vegetation but has not provided sufficient information that clearly demonstrates that the proposed development will not adversely affect the biodiversity, ecological processes and air, land and water quality.
While the applicant has provided a Vegetation Clearing Report & Vegetation Management Plan it does not addresses the potential impacts of clearing on the ecological processes or the air, land and water quality. It must be concluded that: adverse impacts on the natural environment, both on the subject land and on adjoining land, will occur; and this is not compatible with the protection of the natural environment or the maintenance of biodiversity and ecological processes; and as a result the development conflicts with Desired Environmental Outcome (DEO)(a).
“(c) Sustainable land management practices are promoted.”
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The applicant has not provided any information that indicates that the proposed development will result in sustainable land management of the site. While the applicant has advised that the clearing is for grazing purposes there is insufficient information outlining how the land will be managed for grazing purposes into the future.
Council officers have reviewed the Department of Natural Resource acceptable development vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013 to determine best practice measures as guide. Section 3.10 provides a detailed review of the code, the review indicates that the applicant has provided insufficient information about the impacts on the land and therefore it cannot be determined if the proposed clearing consistent sustainable land management practice. The proposed development therefore conflicts with DEO(c).
“(d) Places, areas or sites identified as being susceptible to land degradation, including erosion, landslip and contamination are protected and further degradation minimised.”
The subject site is susceptible to land erosion as the soils are sodic dispersible and highly erodible soils. The applicant has provided information on how to mitigate erosion and sediment control on slopes of 1% to 5%. As the site has slopes 4% to 12% there is insufficient information to determine that the clearing will not lead to further erosion and land degradation of the site. It is must be concluded that adverse impacts leading to erosion and land degradation will occur and therefore the proposed development conflicts with DEO(d).
“(e) The rural character, significant natural features, cultural heritage and landscape values of the Shire are protected and enhanced.”
The proposed clearing will remove a significant amount of the vegetation and change the natural features and landscape values of the site. The applicant has provided insufficient information regard the protection and enhancement of natural features and therefore it is considered that the proposed development conflicts with DEO(e).
Biodiversity Overlay Code
While the Biodiversity Overlay does not wholly cover the site it does extend across some of the subject land. The purpose of the code:
..is to protect and enhance the Shire’s ecosystems and the species they support in a manner that ensures their long-term viability.
Other Specific Outcomes of the Biodiversity Overlay Code requires:
“P1 Identified biodiversity areas and populations of threatened species and their habitats are retained, or where degraded, rehabilitated, and the impacts of development are minimized.
P2 Development provides that bank stability, channel integrity and habitat for aquatic flora and fauna species…
P3 Ecological corridors within the Biodiversity Overlay area are identified and retained or re- established to maintain, improve or create connectivity to allow wildlife movement between habitat areas.
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….
P5 Development layout, planning and construction minimises impacts on the edges of areas of native vegetation.
P6 Biodiversity areas are protected from impacts from development in the long term by appropriate management and control.
Clearing has already been undertaken on the site that affects the Biodiversity Overlay area. Past clearing has seen a significant part of the vegetation corridor that connected through to Gatton National Park removed. This application seeks to remove all remaining aspects of the mapped vegetation corridor and other regrowth vegetation.
The information requested by Council sought to determine how the vegetation clearing would impact the site and how the impacts could be minimised. Information provided by the applicant indicated that some threatened species were not identified on site and therefore the clearing would not impact them.
A pest and weed management plan was also requested to determine how pests and weeds would be managed during and post clearing. The applicant provided general information on how to deal with weeds but did not address any pest species. The general information related to weed types but does not address species identified. It is therefore difficult to include reasonable and relevant conditions how to manage this aspect of development as limited information has been provided.
It must be concluded that adverse impacts on the natural environment, both on the subject land and on adjoining land, will occur and that this development is not compatible with the minimisation of impacts on biodiversity areas. The proposal is therefore in conflict with Biodiversity Overlay Code Purpose and Specific Outcomes P1, P2, P3, P5 & P6.
Planning Scheme Policy No.1 – Biodiversity
This policy outlines specific outcomes for regional ecosystems under the Biodiversity Code. Vegetation on the site is considered to be consistent with Regional Ecosystem 12.9-10.2. Flora and Fauna under the policy that has been identified as being threatened includes:
Callistemon formosus - Kingaroy bottlebrush Mentha grandiflora Triplarina bancroftii Erythrotriorchis radiates - Red goshawk Lathamus discolour - Swift parrot Lophoictinia isura - Square-tailed kite Melithreptus gularis - Black-chinned honeyeater Ninox strenua - Powerful owl Psephotus pulcherrimus - Paradise parrot Chalinolobus picatus - Little pied bat Dasyurus maculatus maculatus - Spotted-tailed Quoll Merops ornatus - Rainbow bee-eater Phascolarctos cinereus - Koala
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Management principles under the policy include:
Minimise the fragmentation of RE 12.9/10.2. Conserve known populations of the threatened species identified in the policy. Prepare a property management plan that conserves the habitat of threatened species identified through appropriate fire regimes, appropriate grazing practices, appropriate timber harvesting and thinning practices, and actions for weed, exotic pasture grass and feral animal control.
It was requested that the applicant provide further information about conserving habitat. A property management plan has not identified what fauna species currently inhabit the site. The management plan does not address what habitat should be maintained for threatened species on the land. The applicant did not respond to this part of the information request. The proposal is therefore in conflict with Planning Scheme Policy No.1 as insufficient information has been provided to assess this aspect of the development.
3.8 Temporary Local Planning Instrument 01/2016 for Flooding
The site is identified as being partly within Flood Investigation Area and has a number of overland flow paths as identified on the Flood inundation overlay maps. As can be seen in the Figure 3 a number of drainage lines traverse the site and a substantial part of Lot 5 on SP206613 is covered by the Investigation Area.
It was requested that the applicant provide further information about clearing and the potential impact on from stormwater runoff and sediment and erosion control. The applicant has provided a general diagram of the control measures for grades of 1% to 5% slope. Further the proposal plans does not acknowledge that the slope of the land is generally greater than 5% slope. The information response does not address sediment and erosion control in relation to slopes greater than 5%. The information is therefore insufficient to determine that stormwater runoff and sediment and erosion control will not adversely impact the land and surrounding waterways.
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Figure 3: Extract of Flood inundation overlay maps
3.9 Development Permit OPW2015/0023
Under the Sustainable Planning Act 2009, section 313(3)(b), an assessment manager can give regard to any development approval on the site or adjacent land. Council approved a
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Development Permit OPW2015/0023 for vegetation clearing approved on 7 December 2015; as such regard can be given to this application.
Clearing works in accordance with Development Permit OPW2015/0023 were undertaken on Lot 999 on SP199151 during the first part of 2016. These works significantly changed the visual character of the site. It is argued that the proposed development is of a similar nature and may have a similar impact. Figure 4 below shows a photo of the visual character of Lot 999 on SP199151 at the end of Red Gum Drive before clearing and Figure 5 shows the same location after clearing.
Figure 4: Before clearing end of Red Gum Road
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Figure 5: After clearing end of Red Gum Road (12 September 2016)
As the past clearing has significantly changed the environmental and visual values of the land, it is likely that the proposed clearing will also have a similar impact.
3.10 Department of Natural Resource acceptable development vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013
The code is recommended to be used by landowners who can undertake clearing of non- remnant vegetation that is not covered by a planning scheme or local law protections. For this application, some of the vegetation on the land may be cleared as acceptable development. This code has been used as guidance material for that part of the application that would be considered self-assessable (acceptable development).
Under this code, vegetation that has not been cleared for 10 years, or is two metres or more in height provides a significant biodiversity outcome similar to a regional ecosystem. This suggests that clearing of vegetation should be limited when undertaking an agricultural purpose.
Further self-assessable measures that are relevant to the site and development include:
The type of vegetation (species) to be retained must be equal to the vegetation (species) to be cleared.
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50% living ground cover must be retained to prevent soil erosion. Clearing is not undertaken in areas that have sodic dispersible or highly erodible soils. Mechanical clearing should be limited to land with 5% slopes or less. Grazing should occur on slopes of less than 12%. Clearing should not occur within 25m of the high bank of watercourses classified as stream order 1 or 2 in areas that have sodic dispersible or highly erodible soils. Clearing is limited to a total area of five (5) hectares or 10% of the existing lot area, whichever is the lesser.
As can be seen in the Figure 6 below, nearly all of Lot 109 on CH31631 & Lot 5 on SP206613 are within the identified area for sodic soils recharge area (Yellow) and approximately a third of Lot 5 on SP206613 is identified as having sodic soils (Red). Lot 999 on SP199151 is identified as being within a sodic soils recharge area. Part of the site within the sodic soils recharge area on Lot 999 on SP199151 has been previously cleared under Development OPW2015/0023 and as such further erosion of this land has been evident (refer to Figure 5).
Further existing site characteristics that limit clearing under the self-assessable code include:
sodic dispersible soils. land with slopes that between 6% to 14% drainage lines classified as stream order 1 or 2. native vegetation over two (2) metres in height. As part of the response to the information request, the applicant questions on how clearing will affect the following site characteristics:
sodic dispersible soils. land with slopes that between 6% to 14% drainage lines classified as stream order 1 or 2. native vegetation over two (2) metres in height.
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Figure 6: Saline (Sodic) Soils and Recharge area over the subject site
The applicant has provided insufficient information regard clearing for sustainable land management for grazing purposes and therefore is considered in consistent with the Code.
3.11 Consideration of section 326(1)(b) of the Sustainable Planning Act 2009
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Section 326(1)(b) of the Sustainable Planning Act 2009 provides that the decision of an assessment manager must not conflict with a relevant instrument unless there are sufficient grounds to justify the decision despite the conflict. Relevant instruments include:
1. State Planning Policy 2. Preliminary Approval DA52000 and Woodlands Rise Preliminary Approval Document 3. Gatton Shire Planning Scheme 2007 4. Temporary Local Planning Instrument 01/2016 for Flooding 5. Accepted development vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013
The above assessment against the provisions demonstrates that the proposed development conflicts with a number of elements of the planning scheme.
While part of the site can be used for animal husbandry (grazing) activities the proposal falls short of addressing the sites physical and planning characteristics to justify the loss of vegetation corridors and other impacts on the natural environment.
4. Policy and Legal Implications
If Council does not make a decision on the application by the 29 September 2017, the applicant can request a deemed approval decision notice.
The decision to refusal the application may be appealed in the Planning and Environment Court.
5. Financial and Resource Implications
There will be no financial or resource implications unless the decision of Council is appealed in the Planning and Environment Court.
6. Delegations/Authorisations
There are no implications for delegations or authorisations arising from the recommendation provided in this report.
7. Communication and Engagement
The decision of Council will be formally communicated to the applicant in accordance with the requirements of the Sustainable Planning Act 2009.
8. Conclusion
The proposed development conflicts with the DA5200 where vegetation is to be retained or protected until a Sequence Masterplan and Site Development Plans have been prepared for urban development. Further the development is conflict with a number of provisions of the Gatton Shire Planning Scheme and State Planning Policy and as such there are insufficient grounds to justify approval in the context of these conflicts.
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In the absence of a Sequence Masterplan and Site Development Plans that demonstrate the vegetation to be retained or protected and assess the impacts of the clearing on the natural environment, it must be concluded that unquantified adverse impacts on the natural environment will result. As a result it is recommended that the application be refused.
9. Action/s
That the application be refused in accordance with the recommendation provided.
10. Attachments
1. Proposal Plans
Attachments 1View Plan 1 Page
Page 119 Application for Development Permit for Operational Works Attachment 1 for Vegetation Clearing - OPW2016/0029 Plan
Attachment 1 11.2 Page 120
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11.3 Application for Development Permit for Operational Works for Vegetation Clearing - OPW2016/0030
Date: 06 September 2017 Author: Prudence Earle, Planning Officer Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
The application has been assessed in accordance with the requirements of the Sustainable Planning Act 2009 and is recommended for refusal. The basis for this recommendation is that vegetation clearing is premature and in conflict with the DA5200 where vegetation to be retained or protected is yet to be identified in accordance with a Sequence Masterplan and Site Development Plans.
Officer’s Recommendation: THAT the application for a Development Permit for Operational Works for Vegetation Clearing on land described as Lot 2 on SP182250 located at Woodlands Road, Gatton be refused for the following reasons:
1. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 3 requires that sequenced master plan documents be provided to Council to demonstrate greater details of reconfiguration of a lot or material change of use or operational works.
2. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 9 requires any plans to show vegetation buffers to adjoining uses in the Rural and Rural Residential Zones.
3. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 14 requires ongoing weed management plan.
4. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 15 requires the maximum retention of remnant vegetation.
5. The proposed development is in conflict with the Preliminary Approval (DA5200) for Woodland Rise Estate where Condition 16 requires the applicant to demonstrate how the ecology of the site will be protected.
6. The proposed development is in conflict with Biodiversity and Water Quality objectives under State Planning Policy 2016 where maximising ecological connectivity, protecting riparian vegetation & watercourses and ensuring downstream flows are not impacted or increased.
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7. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(a) of the Gatton Shire Planning Scheme which provides that Gatton Shire’s natural environment is protected, so that biodiversity, ecological processes and air, land and water quality are maintained.
8. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(c) of the Gatton Shire Planning Scheme which provides that sustainable land management practices are promoted.
9. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(d) of the Gatton Shire Planning Scheme which provides that sites identified as being susceptible to land degradation, including erosion, are protected and further degradation minimised.
10. The proposed development is in conflict with Desired Environmental Outcome 3.1(3)(e) of the Gatton Shire Planning Scheme which provides that the rural character, significant natural features, cultural heritage and landscape values of the Shire are protected and enhanced.
Report
1. Introduction
The application seeks development approval to clear approximately 10.67 hectares of vegetation on land at Woodlands Road, Gatton. This area of the Lockyer Valley contains a mix of residences on park residential, rural residential, emerging community lots with natural environmental values. The matters outlined in this report demonstrate that the proposed clearing will have an unknown impact on the natural values of the site and amenity of adjoining residences in the locality.
In addition the vegetation clearing is considered premature where a Sequence Masterplan and Site Development Plans have yet to be approved in accordance with Preliminary Approval DA5200. Vegetation clearing at this time, will limit the potential to identify, retain or protected vegetation in association with Sequence Masterplan and Site Development Plans for urban development.
2. Background
The application seeks a Development Permit for Operational Works for Vegetation Clearing. The application was submitted on 6 July 2016. The application was properly made on the 18 August 2016 and Council issued an information request on 15 September 2016.
The applicant responded to Councils information request on 12 December 2016. As part of the response to the information request the applicant reduced the area of land to be cleared from 12.4729 hectares to 10.67 hectares. Council officers have requested from the applicant to be allowed on site to confirm the information provided in the information response. The applicant has not granted consent at this time.
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The applicant had a meeting with Council officers on the 7 February 2017. During this meeting Council officers expressed concerns that there was insufficient information to reasonably determine the impacts of the application on the environment.
A request for further information was provide to the applicant in an email on the 21 February 2017. Following the request for further information the applicant had further discussions with Council Officers and advising that they would withdraw the application and proceed to clear the vegetation. Councils Coordinator for Development Assessment cautioned the applicant that they would be in breach of preliminary approval DA5200 which requires a development permit prior to any vegetation clearing. The applicant has not provided a response to the further issues request. In addition, the applicant has not provided an indication of whether they intend to respond to the further issues request.
The request for further information was made during the decision making period. The decision making period has been extend a number of times in order to avoid a potential deemed approval. The current decision making period will end on 29 September 2017.
2.1 Past Approvals
A Preliminary Approval (DA5200) for Woodland Rise Estate was given on 29 June 2009 and will lapse on 29 June 2018, if not extended. As such any subsequent applications in accordance with the Preliminary Approval must demonstrate the shape and form of urban development to be undertaken on the land and address the relevant conditions on the permit. No additional permits have been sought over the subject land in accordance with Preliminary Approval DA5200.
3. Report
3.1 Proposed Development
The application for vegetation clearing is to improve pasture for animal grazing (cattle). The proposal intends to clear vegetation and mulch it on site. The mulched material will be used in part as sediment and erosion control. Pasture will be over sown on the site. Mulched material will be used to create bunds for stormwater and sediment control with a gradient of 1% to 5%. The applicant intends to clear the vegetation on site within twelve (12) months of a decision. The clearing will include:
vegetation within an overland path and investigation area under the Temporary Local Planning Instrument vegetation within a Salinity and Salinity Recharge Area
The proposed plan of development shows approximately 4.1 hectares part of the site to be retained. This will include:
a 30m wide vegetation buffer is to be centred over some of the overland flow paths. a 10m wide vegetation buffer along the boundary of Edwards Road and Red Gum Drive.
Retained vegetation is to be identified and tagged before clearing begins. The retained vegetation is to be protected in accordance with AS4970 Protection of trees on a development site. Specific locations of weeds and habitat trees were not provided as part of the application.
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3.2 Site and Surrounds
The subject site is 16.1805 hectares in area and has access to Woodlands Road, Edwards Road and Red Gum Drive in the locality of Gatton. It is located approximately 4km in a straight line and about 5km by road from the centre of Gatton.
There are no cattle currently grazing on Lot 2 on SP182250.
The site (shown in Figure 1 below) comprises in part a ridge that drains downwards to a couple of creeks to the west, north-west and north. The site has been cleared in part in the past. The proposed vegetation clearing will occur from the south eastern corner towards the existing creek lines west and northwards.
The following vegetation species have been identified on site:
Canopy trees include: - Spotted Gum (Coymbia citriodora subsp. variegata); Narrow-leaved Ironbark (Eucalyptus crebra); Blue Gum (Eucalyptus tereticornis), Moreton Bay Ash (Corymbia tessellaris), Silver-leaf Ironbark (Eucalyptus melanophloia), and Pink Bloodwood (Corymbia intermedia). Small trees and shrubs include: - Bulloak (Allocasuarina luehmannii), wattles (Acacia leiocalyx, A. penninervis, A.granitica), Red Ash (Alphitonia excelsa), Quinine Bush (Petalostigma pubescens), and Bitterbark (Alstonia constricta). Grasses include both native and exotic species such as: - kangaroo grass, kikuyu, black spear grass and rhodes grass. Weeds include: - Lantana (Lantana camara), Mother-Of-Millions (Bryophyllum spp.), Prickly Pear (Opuntia spp.), Cadaghi (Corymbia torelliana), Harrisia Cactus (Harrisia spp.) and Spear Thistle (Cirsium vulgare)
The site has slopes that vary from 4% to 12% as shown by the 5m contours shown in Figure 1. Open native bushland is a dominant feature of the site with a tree canopy generally above 12 metres in height.
To the north and west is rural land intended to be used as emerging community. Across Edwards Road and Red Gum Drive to the south and west respectively are rural residential lots and park residential lots.
To the north east is the existing Woodlands Estate. The extent of rural residential and rural lifestyle lots is evident in the aerial image with the location the closest residence (shown with a red star on Figure 1) is about 35m to the site.
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Closest House
Figure 1: Aerial Photo of the subject site and surrounding land
3.3 Legislative Requirements
Assessment of the development is required under the Sustainable Planning Act 2009 (SPA). As such, the application must be assessed against each of the following statutory planning instruments to the extent they are relevant to the development:
(a) a matter prescribed under Sustainable Planning Regulation (SPA Reg). (b) a State planning regulatory provision. (c) a State planning policy. (d) a planning scheme. (e) a temporary local planning instrument.
The assessment manager must assess the part of the application having regard to:
(a) the common material; (b) any development approval for, and any lawful use of, premises the subject of the application or adjacent premises; and (c) the purposes of any instrument containing an applicable code.
Assessment of this application is against the relevant planning instruments and the other material to which an assessment manager can have regard including Development Permit OPW2015/0023 and Department of Natural Resource self-assessable vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013.
3.4 South East Queensland Regional Plan 2009-2031
The subject land is located in the Urban Footprint and does not require referral agency assessment under this instrument.
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3.5 State Planning Policy 2016
The State Planning Policy (SPP) is yet to be incorporated within Councils planning scheme. While there are some elements of the planning scheme that align with the SPP, there are other matters that to be must be considered by Council. The SPP interactive mapping system identifies the subject site as being located within: Biodiversity - Regulated vegetation intersecting a watercourse. Water Quality - Climatic regions - stormwater management design objectives. Natural Hazards Risk And Resilience - Flood hazard area & Bushfire hazard area (Bushfire prone area).
The following matters are not integrated with the local planning instruments including the Planning Scheme and Temporary Local Planning Instrument: Biodiversity - Regulated vegetation intersecting a watercourse. Water Quality - Climatic regions - stormwater management design objectives.
Biodiversity
An application that involves remnant vegetation that intersects a watercourse under the SPP should:
1. enhance matters of state environmental significance where possible. 2. identify any potential significant adverse environmental impacts on matters of state environmental significance. 3. manage the significant adverse environmental impacts on matters of state environmental significance by protecting the matters of state environmental significance from, or otherwise mitigating, those impacts.
Under the SPP, the application should achieve the following criteria or provide an acceptable alternative:
providing for native flora and fauna by the retention of habitat trees and the use of nest boxes; maintaining vegetation in patches of greatest possible size and reducing edge-to-area ratio; providing for wildlife refugia through appropriate buffers, levels of access, lighting and noise mitigation impacts; maximising ecological connectivity; protecting riparian vegetation and watercourses or creeks; allowing for the movement of native wildlife through measures such as fauna-friendly fencing or wildlife under/overpasses; and implementing effective measures to anticipate and prevent the entry or spread of pest plants and animals.
Under the SPP, remnant vegetation on the site should be retained.
Water Quality
An application that may affect water quality under the SPP should provide a stormwater management to demonstrate that how:
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stormwater infrastructure will be unaffected by the proposed clearing. downstream flows are not impacted or increased. water quality of downstream flows will be maintained.
A request for further information in relation to matters under the State Planning Policy was requested. The applicant did not address these matters as part of their information response. The applicant therefore has not demonstrated that the above matters will not adversely impact state interests delegated to Council for assessment.
3.6 Preliminary Approval DA5200
Three elements form Preliminary Approval DA5200:
1. Conditions of Approval 2. Approved Woodlands Rise Structure Plans 3. Woodlands Rise Preliminary Approval Document
The Preliminary Approval DA5200 overrides aspects of the Gatton Planning Scheme 2007 and outlines how the Woodlands Rise Preliminary Approval Document (WRPAD) works with the planning scheme. Under Section 2.3 Hierarchy of Approvals the WRPAD outlines that prior to development occurring ‘a Sequence Master Plan must be submitted to Council in support of the development application’. The following diagram has been extracted from the WRPAD and demonstrates how the hierarchy of approvals is intended to function.
Figure 2: WRPAD diagram of Hierarchy of Approvals
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WRPAD demonstrates before development is to occur on the land that Sequence Master Plan must be submitted with or before an application for subdivision is submitted. The WRPAD defines a Sequence Masterplan as:
“…plans, images and where necessary in narrative an overall development concept for a particular sequence. The Sequence Masterplan provides a greater level of detail than the Structure Plan, but precedes the preparation of more detailed plans and detailed design that is typically associated with a development permit. A sequence may consist of any number of stages.”
The purpose of the Sequence Masterplan is to demonstrate compliance with conditions of approval before further development rights are given. A brief overview of the relevant conditions is outline below:
Condition 3 of the DA5200 requires that sequenced master plan documents be provided to Council with any application for reconfiguration of a lot or material change of use or operational works. Condition 9 of the DA5200 requires any plans to show vegetation buffers to adjoining uses in the Rural and Rural Residential Zones. Condition 14 of DA5200 requires ongoing weed management. Condition 15 of DA5200 requires the maximum retention of remnant vegetation. Condition 16 of DA5200 requires the applicant to demonstrate how ecology will be protected.
The preliminary approval does not give development rights for vegetation clearing as further studies were conditioned to be undertaken. An Operational Works permit for vegetation clearing was anticipated to be included as part of construction works for a Development Permit for Reconfiguration of a lot having been issued. As no Sequence Masterplan or Development Permit has been given over the land the clearing is considered premature and inconsistent with the Preliminary Approval DA5200.
It is noted that Part 3 of the WRPAD outlines that ‘to the extent that Woodlands Rise Preliminary Approval Document is contrary to the Gatton Shire Planning Scheme, this Preliminary Approval prevails.’ This means that Sequence Masterplan or Development Permit should be approved before any Development Permit for Operational Works for Vegetation Clearing.
3.7 Gatton Shire Planning Scheme
WRPAD does not override all aspects of the Gatton Shire Planning Scheme. Aspects Gatton Shire Planning Scheme not overridden by WRPAD includes the Desired Environmental Outcomes. An assessment against the Desired Environmental Outcomes is below.
Desired Environmental Outcomes
The Gatton Shire Planning Scheme contains 15 Desired Environmental Outcomes (DEOs) which are the highest order policy statements of the planning scheme. Of these 15 DEOs four have relevance to the assessment of this application, these being (a), (c), (d) and (e). An assessment against each of these DEOs is provided below.
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“(a) Gatton Shire’s natural environment is protected, so that biodiversity, ecological processes and air, land and water quality are maintained.”
The subject land has a small creeks and drainage line as well as remnant and regrowth vegetation. The site is also within an area that saline or sodic soils. The proposed development seeks to clear vegetation but has not provided sufficient information that clearly demonstrates that the proposed development will not adversely affect the biodiversity, ecological processes and air, land and water quality.
While the applicant has provided a Vegetation Clearing Report & Vegetation Management Plan it does not addresses the potential impacts of clearing on the ecological processes or the air, land and water quality. It must be concluded that: adverse impacts on the natural environment, both on the subject land and on adjoining land, will occur; and this is not compatible with the protection of the natural environment or the maintenance of biodiversity and ecological processes; and as a result the development conflicts with Desired Environmental Outcome (DEO)(a).
“(c) Sustainable land management practices are promoted.”
The applicant has not provided any information that indicates that the proposed development will result in sustainable land management of the site. While the applicant has advised that the clearing is for grazing purposes there is insufficient information outlining how the land will be managed for grazing purposes into the future.
Council officers have reviewed the Department of Natural Resource acceptable development vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013 to determine best practice measures as guide. Section 3.9 provides a detailed review of the code, the review indicates that the applicant has provided insufficient information about the impacts on the land and therefore it cannot be determined if the proposed clearing consistent sustainable land management practice. The proposed development therefore conflicts with DEO(c).
“(d) Places, areas or sites identified as being susceptible to land degradation, including erosion, landslip and contamination are protected and further degradation minimised.”
The subject site is susceptible to land erosion as the soils are sodic dispersible and highly erodible soils. The applicant has provided information on how to mitigate erosion and sediment control on slopes of 1% to 5%. As the site has slopes 4% to 12% there is insufficient information to determine that the clearing will not lead to further erosion and land degradation of the site. It is must be concluded that adverse impacts leading to erosion and land degradation will occur and therefore the proposed development conflicts with DEO(d).
“(e) The rural character, significant natural features, cultural heritage and landscape values of the Shire are protected and enhanced.”
The proposed clearing will remove a significant amount of the vegetation and change the natural features and landscape values of the site. The applicant has provided insufficient
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information regard the protection and enhancement of natural features and therefore it is considered that the proposed development conflicts with DEO(e).
3.8 Temporary Local Planning Instrument 01/2016 for Flooding
The site is identified as being partly within Flood Investigation Area and has a number of overland flow paths as identified on the Flood inundation overlay maps. As can be seen in the Figure 3 a number of drainage lines traverse the site and a substantial part of Lot 5 on SP206613 is covered by the Investigation Area.
It was requested that the applicant provide further information about clearing and the potential impact on from stormwater runoff and sediment and erosion control. The applicant has provided a general diagram of the control measures for grades of 1% to 5% slope. Further the proposal plans does not acknowledge that the slope of the land is generally greater than 5% slope. The information response does not address sediment and erosion control in relation to slopes greater than 5%. The information is therefore insufficient to determine that stormwater runoff and sediment and erosion control will not adversely impact the land and surrounding waterways.
Figure 3: Extract of Flood inundation overlay maps
3.9 Department of Natural Resource self-assessable vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013
The code is recommended to be used by landowners who can undertake clearing of non- remnant vegetation that is not covered by a planning scheme or local law protections. For this application, some of the vegetation on the land may be cleared as acceptable development. This code has been used as guidance material for that part of the application that would be considered self-assessable (acceptable development).
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Under this code, vegetation that has not been cleared for 10 years, or is two metres or more in height provides a significant biodiversity outcome similar to a regional ecosystem. This suggests that clearing of vegetation should be limited when undertaking an agricultural purpose.
Further self-assessable measures that are relevant to the site and development include:
The type of vegetation (species) to be retained must be equal to the vegetation (species) to be cleared. 50% living ground cover must be retained to prevent soil erosion. Clearing is not undertaken in areas that have sodic dispersible or highly erodible soils. Mechanical clearing should be limited to land with 5% slopes or less. Grazing should occur on slopes of less than 12%. Clearing should not occur within 25m of the high bank of watercourses classified as stream order 1 or 2 in areas that have sodic dispersible or highly erodible soils. Clearing is limited to a total area of five (5) hectares or 10% of the existing lot area, whichever is the lesser.
As can be seen in the Figure 6 below, nearly all of Lot 109 on CH31631 & Lot 5 on SP206613 are within the identified area for sodic soils recharge area (Yellow) and approximately a third of Lot 5 on SP206613 is identified as having sodic soils (Red). Lot 999 on SP199151 is identified as being within a sodic soils recharge area. Part of the site within the sodic soils recharge area on Lot 999 on SP199151 has been previously cleared under Development OPW2015/0023 and as such further erosion of this land has been evident (refer to Figure 5).
Further existing site characteristics that limit clearing under the self-assessable code include:
sodic dispersible soils. land with slopes that between 6% to 14% drainage lines classified as stream order 1 or 2. native vegetation over two (2) metres in height. As part of the response to the information request, the applicant questions on how clearing will affect the following site characteristics:
sodic dispersible soils. land with slopes that between 6% to 14% drainage lines classified as stream order 1 or 2. native vegetation over two (2) metres in height.
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Figure 3: Extract of Saline (Sodic) Soils and Recharge mapping
The applicant has provided insufficient information regard clearing for sustainable land management for grazing purposes and therefore is considered in consistent with the Code.
3.10 Consideration of section 326(1)(b) of the Sustainable Planning Act 2009
Section 326(1)(b) of the Sustainable Planning Act 2009 provides that the decision of an assessment manager must not conflict with a relevant instrument unless there are sufficient grounds to justify the decision despite the conflict. Relevant instruments include:
1. State Planning Policy 2. Preliminary Approval DA52000 and Woodlands Rise Preliminary Approval Document 3. Gatton Shire Planning Scheme 2007 4. Temporary Local Planning Instrument 01/2016 for Flooding 5. Accepted development vegetation clearing code Managing clearing to improve operational efficiency of existing agriculture 2013
The above assessment against the provisions demonstrates that the proposed development conflicts with a number of elements of the planning scheme.
While part of the site can be used for animal husbandry (grazing) activities the proposal falls short of addressing the sites physical and planning characteristics to justify the loss of vegetation corridors and other impacts on the natural environment.
4. Policy and Legal Implications
If Council does not make a decision on the application by the 29 September 2017, the applicant can request a deemed approval decision notice.
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The decision to refusal the application may be appealed in the Planning and Environment Court.
5. Financial and Resource Implications
There will be no financial or resource implications unless the decision of Council is appealed in the Planning and Environment Court.
6. Delegations/Authorisations
There are no implications for delegations or authorisations arising from the recommendation provided in this report.
7. Communication and Engagement
The decision of Council will be formally communicated to the applicant in accordance with the requirements of the Sustainable Planning Act 2009.
8. Conclusion
The proposed development conflicts with the DA5200 where vegetation is to be retained or protected until a Sequence Masterplan and Site Development Plans have been prepared for urban development. Further the development is conflict with a number of provisions of the Gatton Shire Planning Scheme and State Planning Policy and as such there are insufficient grounds to justify approval in the context of these conflicts.
In the absence of a Sequence Masterplan and Site Development Plans that demonstrate the vegetation to be retained or protected and assess the impacts of the clearing on the natural environment, it must be concluded that unquantified adverse impacts on the natural environment will result. As a result it is recommended that the application be refused.
9. Action/s
That the application be refused in accordance with the recommendation provided.
10. Attachments
1. Proposal Plans
Attachments 1View Plan 1 Page
Page 133 Application for Development Permit for Operational Works Attachment 1 for Vegetation Clearing - OPW2016/0030 Plan
Attachment 1 11.3 Page 134
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11.4 Application for Permissible Change to Development Approval DA5200 - CAP2017/0022
Date: 06 September 2017 Author: Prudence Earle, Planning Officer Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
The application has been assessed in accordance with the requirements of the Sustainable Planning Act 2009 and is recommended for refusal. The basis for this recommendation is that the request would result in substantially different development under the Sustainable Planning Act 2009.
Officer’s Recommendation: THAT the application for a Permissible Change to remove Lot 999 SP 199151 from development approval DA5200 located at Golf Links Drive; Woodlands Road and Edwards Road, Gatton described as Lot 109 CH 31631, Lot 108 CH 31585, Lot 104 CH 31585, Lot 999 SP 199151, Lot 2 SP 182250 be refused for the following reasons:
1. The proposed change will reinstate the Park Residential Zone under the Gatton Shire Planning Scheme 2007 resulting in substantially different development that would compromise the integrity of the Preliminary Approval DA5200 for urban development.
Report
1. Introduction
The application seeks a permissible change to development approval DA5200 located at Golf Links Drive; Woodlands Road and Edwards Road, Gatton. The approval involves a Structure Plan over the Emerging Community Zone and Woodlands Rise Preliminary Approval Document that override the Gatton Shire Planning Scheme 2007, in part. The matters outlined in this report demonstrate that the request to change the application is not a permissible change and will undermine aspects of the current approval.
2. Background
A Preliminary Approval DA5200 for Woodland Rise Estate was given on 29 June 2009 and will lapse on 29 June 2018, if not extended.
The approval is a Preliminary approval for Material Change of Use of premises to override the Gatton Shire Planning Scheme 2007 to exclude land from the Emerging Communities Zone and Rural Residential Zones and include the land in the Urban Residential, Commercial, Community Facilities and Open Space Zones for a Master Planned Community in accordance
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with the Woodlands Estate Preliminary Approval Document (Figure 1 shows the Approved Structure Plan).
This means that Lot 109 CH 31631, Lot 108 CH 31585, Lot 104 CH 31585, Lot 999 SP 199151, Lot 2 SP 182250 can be developed for Residential, Commercial, Community Facilities and Open Space Zone.
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Lot 999 SP199151
Figure 1: Approved Structure Plan
Under the Gatton Shire Planning Scheme 2007, Lot 999 SP 199151 is designated as Park Residential meaning the land would revert to this Zone if removed from the permit.
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3. Report
3.1 Proposed Development
The applicant has requested that Lot 999 on SP199151 be removed from the Preliminary Approval MCU0659 also known as DA5200. As a consequence of the proposed change, conditions of approval also require amendment:
Changing the Structure Plans lists in Condition 1 Item b) Woodland Rise Preliminary Approval Documents. Deletion of condition 12, Item g) Infrastructure Contributions and Infrastructure Agreement where past approvals DA5952 & DA3512 are referred.
In the supporting information attached to the request the applicant has advised that:
‘…the preliminary approval has no effect or varies the provisions of the scheme specific to Lot 999, it is not necessary to include it.’
The applicant has also submitted a number of Plans that intended to replace the Structure Plans outlined in Condition 1, Item b) Woodland Rise Preliminary Approval Documents.
3.2 Site and Surrounds
The subject site consists of five lots totalling 322.7026 hectares. The areas of the lots area as follows:
Lot 109 CH 31631 – 52.2449 hectares, Lot 108 CH 31585 – 40.5134 hectares, Lot 104 CH 31585 – 130.2187 hectares, Lot 999 SP 199151 – 83.5451 hectares, Lot 2 SP 182250 – 16.1805 hectares.
The site is largely unimproved and currently used for agricultural purposes or vacant land. The predominant site feature is vegetation which is generally reflective of eucalypt open forest. Lot 999 has had vegetation cleared for approximately half the site. An unnamed creek is located through the site. The topography of the site is generally undulating, with low lying portions of the site located surrounding the unnamed creek.
The site has road access to Golf Links Drive, Edwards Road, Red Gum Drive, Ironbark Road and Spotted Gum Road in the locality of Gatton. It is located approximately 3.5km in a straight line and about 6.4km by road from the centre of Gatton.
The surrounding land uses generally consist of the large lots with a single dwelling house and rural uses such as grazing. Figure 2 shows an aerial photo of the site with Lot 999 SP 199151 shaded in red.
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Lot 999 SP199151
Figure 2: Aerial Photo of Lots subject to Preliminary Approval DA5200
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3.3 Legislative Requirements
Assessment of for a request to change an application can be under the in accordance with the Sustainable Planning Act 2009 (SPA). The application must demonstrate that the change is a ‘permissible change’ where the change will not:
‘(a) result in a substantially different development; or (b) if the application for the approval were remade including the change— (i) require referral to additional concurrence agencies; or (ii) for an approval for assessable development that previously did not require impact assessment—require impact assessment; or (c) for an approval for assessable development that previously required impact assessment— be likely, in the responsible entity’s opinion, to cause a person to make a properly made submission objecting to the proposed change, if the circumstances allowed; or (d) cause development to which the approval relates to include any prohibited development.’
In addition, under Section 374 (2) of the SPA, Council must:
‘..have regard to the planning instruments, plans, codes, laws or policies applying when the original application was made, but may give the weight it considers appropriate to the planning instruments, plans, codes, laws or policies applying when the request was made.
The applicant has advised that the request to change is a ‘permissible change’ because:
‘The removal of Lot 999 on SP199151 will have no impact on the preliminary approval as the preliminary approval has no effect on the subject land as the preliminary approval does not override the provisions of the Gatton Shire Planning Scheme that are applicable to Lot 999 on SP199151.’
The applicant has not clearly stated how the development will not be ‘substantially different’.
3.4 Assessment
The removal of Lot 999 on SP199151 will have impact on DA5200 regardless of the applicant’s statement. Should Lot 999 on SP199151 be removed from DA5200 the Park Residential Zone under the Gatton Shire Planning Scheme will be reinstated removing the opportunity to develop the land for urban purposes.
Removing Lot 999 from the Preliminary Approval, Structure Plans and Woodlands Estate Preliminary Approval Document will result in the following detailed changes:
Loss of rights to develop the land for Urban Residential purposes including: a. Traditional Residential Lots (Dwelling House) – minimum area 600sq.m. b. Traditional Residential Lots (Dual Occupancy) – minimum area 800sq.m. c. Premium Residential Lots – minimum area 1,000sq.m. d. Premium Residential Lots adjoining existing Rural Residential lots – minimum area 2,000sq.m. e. Provision of urban infrastructure and services including water, sewer, stormwater, electricity and telecommunications. f. Local road connections Loss of Community Facilities such as local park identified in the structure plan.
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Disruption to the sequence of development. Removal of all references from the Concurrence Agency conditions including reference to the clearing of remnant vegetation and shared costs for road infrastructure. Exempting the land from any associated infrastructure agreement and approved Schedule of costs associated with the development. Loss of rights for Council to assess vegetation clearing permits over the land. Retention of rights under the Park Residential Zone under the Gatton Planning Scheme 2017 for single Dwelling House on a single lot having a minimum area of 3,000sq.m. and connection to limited services.
The removal of Lot 999 from the Preliminary Approval and associated plans and documents will result in ‘substantially different’ development to that approved under the Structure Plan.
The removal of Lot 999 from the Preliminary Approval will compromise and undermine potential for urban development under Preliminary Approval DA5200.
3.5 Conclusion
It is therefore recommend that the Council refuse the request to change the approval in accordance with the Section 375(b) of the Sustainable Planning Act 2009.
4. Policy and Legal Implications
The decision to refusal the application may be appealed in the Planning and Environment Court.
5. Financial and Resource Implications
There will be no financial or resource implications unless the decision of Council is appealed in the Planning and Environment Court.
6. Delegations/Authorisations
There are no implications for delegations or authorisations arising from the recommendation provided in this report.
7. Communication and Engagement
The decision of Council will be formally communicated to the applicant in accordance with the requirements of the Sustainable Planning Act 2009.
8. Conclusion
The proposed change will result in substantially different development and compromise the integrity of the Preliminary approval DA5200 for Material Change of Use of premises to override the Gatton Shire Planning Scheme 2007 to exclude land from the Emerging Communities Zone and Rural Residential Zones and include the land in the Urban Residential, Commercial, Community Facilities and Open Space Zones for a Master Planned Community in accordance with the Woodlands Estate Preliminary Approval Document and associated Structure Plans.
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9. Action/s
That the application be refused in accordance with the recommendation provided.
10. Attachments None
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12. CORPORATE AND COMMUNITY SERVICES REPORTS
12.1 Executive Manager Corporate and Community Services Monthly Update – August 2017
Date: 06 September 2017 Author: Graham Cray, Acting Executive Manager Corporate and Community Services Responsible Officer: Graham Cray, Acting Executive Manager Corporate and Community Services
Summary:
This report provides Council with a brief summary of key operational activities undertaken by Corporate and Community Services during August 2017.
Officer’s Recommendation: THAT the Executive Manager Corporate and Community Services Monthly Update be received and noted.
Report
1. Introduction
This report provides Council with a brief summary of key operational activities undertaken by Corporate and Community Services during August.
2. Background
Council should be aware of group activities to guide future decision making.
3. Report
A brief summary of the key outcomes for Corporate and Community Services during August by functional grouping follows.
FINANCE AND CUSTOMER SERVICES
Finance
The end of year financial process is complete and the auditors have finalised their field visit with no significant issues being identified. The financial statements remain on track to meet the required deadline.
The first levy of rates for 2017/18 was issued on 9 August with the due date being 8 September. No problems have been experienced in sending out the levy and collections remain on par with previous years.
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Customer Services
This section of the report breaks down August 2017 activity within the Customer Services Branch by service type.
Service Requests
Details of August customer service requests and recent trends in relation to same for the Customer Services Unit, Corporate and Community Services Group and Council are detailed in the attachments to this report.
Councillor requests
During August, there were 32 new Councillor requests, with 57 Councillor requests remaining open at 31 August 2017.
Telephones
3,084 telephone calls attempted to connect with Council’s telephone exchange in August 2017. During the month, Council’s service level dropped to 73.4%.
During the month Council’s “call back” function had a massive increase, with 105 calls logged; 50 live chats were performed during the month of August.
QGAP
There were 668 QGAP transactions processed by Council during the month.
COMMUNITY FACILITIES AND SERVICES
Facilities
Laidley Recreation Reserve Lighting Replacement
Project complete, official opening to be held on the 8 September 2017.
Laidley Library and Customer Service Centre
Window blinds installed on 2 August. Perspex installed to workroom for customer service screen on 3 August to prevent sound from Customer Service Staff on calls. Joinery alterations to suit the QGap cash till and a perspex screen to hide a printer are still to be quoted on and subsequently installed.
Laidley Mall
Waiting on determination from Laidley Futures Committee to determine if project should proceed.
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RV Park
Project completed and opened on the 1 September. Looking to install signage to guide people to the park on entry points to Gatton.
Laidley Pool Disabled Toilet & Shade Structures
Shade structures installed on the 8 August. Disabled toilet scheduled for completion 12 September. Pool opening on the 16 September.
Gatton Admin Smoke Detector System
Ferm Engineering submitted detail design for the fire detection system design in August Review of Detailed design completed with changes requested. Expecting to go to tender in September. Gatton Shire Hall Basement Exit
Waiting on a concept design from Ferm Engineering. Expected to be delivered in November.
Gatton Admin Front Counter
Concept designs received from Lightbox Architecture (recommended interior designer for Government office works). Preferred design selected and expect to go to tender September.
Installation of Solar on Gatton Showgrounds
Electricity Usage analysis to commence in September.
North Street Toilets
Refurbishment of internals and roofing expected to commence in October with an expected duration of six to eight weeks. Toilets to be closed during renovation. Temporary toilets to be installed during the refurbishment. Installation of LED Lighting at Lockyer Valley
Upgrade of internal courts lighting to meet Australian standard expected to commence in October. Libraries
During August, 259 new members joined our service with 11,183 items being issued. 78 library activities were held with 1,259 participants attending.
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Childcare
Average occupancy rates for the month of August were Gatton 76% and Kensington Grove 72%.
HEALTH, WASTE & REGULATORY SERVICES
A total of 389 Health, Waste and Regulatory Services customer requests were received by Council within August, with 135 current as at the 31 August.
Waste Management
LVRC annual report is complete for submission to EHP. 3 x Waste Oil sheds were procured for delivery September 2017 which will rectify a matter identified by the recent EHP inspection. Anti-Litter roadside signage (corflute) erected in two hotspot location, Blanchview Road Glenore Grove & at the intersection of Mulgowie & Blenheim Roads Laidley South. Garage Sale trail registrations were launched August 10th, total of 5 private and 2 group sales currently registered. Withcott, Gatton & Lockrose Transportation of mulch complete. Manager attended LGAQ workshop for Environmental Protection Regulations Chapter 5A & Section 7 relative to waste collection activities in local government areas and the need to develop a Waste Local Law.
Environmental Health
An officer attended the Food Safety/Public Health/Environmental Protect SEQ group meeting. Manager attended LGAQ Environmental Health & Waste Advisory Group where clandestine labs, horticulture businesses, Waste regulatory Impact statement (ERA changes), container refund scheme were discussed. Environmental Heath Coordinator attended an LGAQ sponsored meeting of the State wide Compulsive Hoarding and Squalor Advisory Group Temporary Entertainment Event permit issued for Helidon Heritage Fair Council Report and Temporary Entertainment Event Policy approved
Local Laws
11 x Dog attacks were reported to Council during August with one (1) attack on a person. (a customer at Lockrose reported two dogs that had chased a number of children. Dogs and their owners were identified. Investigation ongoing).
Within the period one (1) destruction order has been served in accordance with requirements of Animal Management (Cats and Dogs) Act 2008 for a declared dangerous dog that was impounded while wandering in Sandpiper Drive Regency Downs.
Within the period there has been twenty (20) Warning Notices issued to animal owners, and zero (0) Infringement Notices issued to animal owners / others by Local Laws Compliance Officers. These include:
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Period Period Period Infringements 1 – 30 June 2017 1 – 31 July 2017 1 – 31 Aug 2017 Registration 5 5 0 Wandering / Straying 4 1 0 Fence/enclosure 4 0 0 Non-Compliance with a 4 1 0 Notice Illegal Littering / 4 0 0 Dumping
Warning Notices LLO 28 10 20
As at the 31 August
6415 Dogs are currently registered for the 2017-2018 period.
PetPEP Presentations were undertaken at Helidon State School with 75 Students in total attending.
INFORMATION SERVICES
Cyber Security
Council’s cyber security suite is currently being replaced with a new system due to licensing on the previous solution expiring. The new system will provide improved protection with functionality including; Email Filtering, Web content filtering, and end point protection. Cyber Security Training is in development and will be rolled out to all staff that access Council’s network, commencing in September/October.
CCTV
Key locations for installation of CCTV signage have been identified with signs expected to be installed in October.
Technology One
LVRC are working closely with Technology One as early adopters to implement new modules into our CiA systems. Functionality from these modules will improve business process and staff efficiencies. The modules include; Human Resources Organisations Management, Human Resources Recruitment, Property and Rating, and BI Analytics Dashboards. ECM Upgrade
ECM 4.03 is scheduled to Go Live on the 5th September with the main focus on testing and training staff.
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Security
Lockyer Valley Sports & Aquatic Centre door readers were replaced on the 8th August.
DISASTER MANAGEMENT
The Foundation for Rural and Regional Renewal (FRRR) have acknowledged request for funding to be released for the “Lockyer Valley Flood Camera Night Vision Program”. The funding ($35,873.96) was left over from previous allocation to council. FRRR have advised that further information is required before the funding will be released. We are currently waiting on information to be provided as per FRRR’s request to continue with the process.
Fire trail maintenance continues, latest trail to be upgraded was Hood Rd Murphy’s Creek.
A suitable site for an additional flood gauge has been determined at School Road, Thornton.
A suitable site for an additional flood warning camera has been determined at Patrick Street, Laidley.
Attachments 1View Customer Service Monthly Report - 201708 5 Pages 2View Statistics - Whole of Council - 201708 1 Page 3View Statistics - CCS - 201708 1 Page 4View Statistics - CCS - Top Ten - 201708 1 Page
Page 148 Executive Manager Corporate and Community Services Attachment 1 Monthly Update – August 2017 Customer Service Monthly Report - 201708
Attachment 1 12.1 Page 149
Executive Manager Corporate and Community Services Attachment 1 Monthly Update – August 2017 Customer Service Monthly Report - 201708
Attachment 1 12.1 Page 150
Executive Manager Corporate and Community Services Attachment 1 Monthly Update – August 2017 Customer Service Monthly Report - 201708
Attachment 1 12.1 Page 151
Executive Manager Corporate and Community Services Attachment 1 Monthly Update – August 2017 Customer Service Monthly Report - 201708
Attachment 1 12.1 Page 152
Executive Manager Corporate and Community Services Attachment 1 Monthly Update – August 2017 Customer Service Monthly Report - 201708
Attachment 1 12.1 Page 153
Executive Manager Corporate and Community Services Attachment 2 Monthly Update – August 2017 Statistics - Whole of Council - 201708
Attachment 2 12.1 Page 154
Executive Manager Corporate and Community Services Attachment 3 Monthly Update – August 2017 Statistics - CCS - 201708
Attachment 3 12.1 Page 155
Executive Manager Corporate and Community Services Attachment 4 Monthly Update – August 2017 Statistics - CCS - Top Ten - 201708
Attachment 4 12.1 Page 156
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
12.2 2017/2018 Annual Dog Registration Survey
Date: 06 September 2017 Author: Peter Driemel, Manager Health, Waste and Regulatory Services Responsible Officer: Graham Cray, Acting Executive Manager Corporate and Community Services
Summary:
The purpose of this report is to seek Council approval for the implementation of a Selective Inspection Program under the provisions of the Animal Management (Cats and Dogs) Act 2008.
Officer’s Recommendation: THAT pursuant to the Animal Management (Cats and Dogs) Act 2008, Council resolve to approve a Selective Inspection Program specifying: a) Where dog registration renewal has not been made for 2017/18 Council officers will visit the specified residential addresses in relation to the keeping of unregistered dogs; b) all residences within the Lockyer Valley Regional Council localities of Churchable, Lockyer Waters, Spring Creek, Brightview and Lockrose. are to be visited by Council’s representatives in relation to the keeping of un-registered dogs; c) that the Selective Inspection Program be run for approximately 6 months in two periods from 3 October 2017 to 8 December 2017 and from 29 January 2018 to 27 April 2018; Further; THAT Council resolve that: d) the owners of all dogs, that require registration that has not been renewed for the 2017/ 2018, be issued a Notice requiring the registration of each dog within 3 business days of the date inspection; and e) should, that Notice not be complied with, an Infringement Notice ($252) be issued to the owner for each dog identified as not having its registration renewed. And Further; THAT Council resolve that: (f) the owners of all dogs over the age of 3 months, which are not registered in accordance with the Act, be issued a Notice requiring the registration of each dog
(g) Where the dog has been kept within the region for more than 14 days the Notice is to be issued requiring registration within 3 business days of the date of the inspection;
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(h) Where the dog has not been kept within the region for more than 14 days the Notice is to be issued requiring registration within 14 days of the date of the inspection;
(i) Should, that Notice not be complied with the owners be issued with an Infringement Notice ($252) for each dog identified as not having its registration paid.
Report
1. Introduction
Council manages an Animal Control program to enforce the Animal Management (Cats and Dogs) Act 2008 (the Act) and Councils Local Law 2 (Animal Management) 2011 (the Local Law) to address community concerns including dog attacks, barking dogs and wandering dogs. The purpose of these types of inspection programs is to not only achieve compliance but also to change the behaviours and attitudes of dog owners.
Currently, Council has 6,203 dogs registered by animal owners who are complying with the requirements of the Act and the Local Law with 222 of those being newly registered during the current 2017/2018 year.
During the 2016/2017 registration period, a total of 6,495 dogs were registered with Council and of those, 514 dogs have not had their registrations renewed for the 2017/2018 registration period by their owners.
The purpose of the report is to seek a resolution from Council to undertake a Selective Inspection Program to enter and monitor premises for compliance with the Act and Council’s Corporate Plan (Corporate Plan reference: “Develop policy, strategy, local laws and guidelines in relation to Animal Management.” ). 2. Background
Under the provisions of the Act, local governments are obligated to ensure the registration of dogs. On an annual basis, Council sends reminder notices to residents who register their dogs; however, there are some residents who do not register their animal(s) as required. To effectively follow up on the latter cases Council by resolution can undertake an approved inspection program with annual registrations contributing to the costs of providing this service to the community.
3. Report
During the 2016/2017 registration period, Council conducted an Approved Selective Inspection Program to identify all the dogs which were being kept within the Lockyer Valley Regional Council area and were outstanding in their registration or simply unregistered. That survey resulted in an additional 1,292 dogs being registered with Council and 221 infringements being issued in relation to unregistered dogs.
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Prior to the start of 2016/2017 in-field activities, advertising of the Approved Selective Inspection Programme was carried out within the local newspaper on a number of occasions, with information also included on the council website.
On 1 June 2017, Council issued dog registration renewal notices to all dog owners within the region requiring all registered dogs to have their registrations renewed no later than 23 June 2017. The renewal date was subsequently extended to 4 July 2017.
At 11 August 2017, a review of Councils Dog Registration Database indicated that the owners of 514 dogs had failed to renew their dogs registrations for the current year.
Outstanding registrations not renewed totalled 7.9% of all dogs registered during the 2016/2017 period.
It is accepted that a small number of those dogs may well have been removed from the Council area, deceased or otherwise not currently owned by their listed owners but equally so it must be accepted that the majority of those animals may still be being owned and kept without being registered as required.
In accordance with the Act, Council is required to approve a Selective Inspection Program for authorised persons to be able to enter and monitor compliance with an aspect of the Act, that being, the identification of all un-registered dogs kept within the region. Such approval must include the purpose of the program, when the program is to commence, the selection of places to be entered and inspected and the period over which the program is to be carried out.
To give effect to this proposed Selective Inspection Program, authorised persons will enter those properties within the Lockyer Valley Regional Council area which have been identified from Council’s records as having outstanding registered dogs being kept there-in and all residences within the localities of Churchable, Lockyer Waters, Spring Creek, Brightview and Lockrose. These inspections will be undertaken for approximate six (6) months in two (2) periods, namely 3 October 2017 to 8 December 2017 and 29 January 2018 to 27 April 2018.
The intention Selective Inspection Program is to monitor compliance with the Act. Should breaches of the Act [i.e. unregistered dog(s)] be identified at a premises, then either: a. the owners of all dogs which were registered with the Lockyer Valley Regional Council area and whose registration has not been renewed for the 2017/2018 registration period as required by the Act and are still being kept within the Lockyer Valley Regional Council area will be issued with a Notice requiring the registration of each dog within three business days of the date and time of the inspection, and in accordance with Councils Policy relating to dog registration infringements, an Infringement Notice ($252) for each dog identified as not having its registration renewed to be issued should that Notice not be complied with; and b. the owners of all dogs over the age of three (3) months which are not registered within the Lockyer Valley Regional Council area required by the Act and have been kept by those owners within the Lockyer Valley Regional Council area for more than fourteen (14) days will be issued a Notice requiring the registration of each dog within three business days of the date and time of the inspection, and in accordance with Council’s Policy relating to dog registration infringements, an Infringement Notice ($252) for each dog identified as
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not having its registration renewed to be issued should that notice not be complied with; and
c. the owners of all dogs over the age of three (3) months which are not registered within the Lockyer Valley Regional Council area as required by the Act but have not been kept by those owners within the Lockyer Valley Regional Council area for more than fourteen (14) days will be issued a Notice requiring the registration of each dog within fourteen (14) days of the date and time of the inspection, with failure to comply with this Notice resulting in an infringement notice being issued.
Where dog owners are found to be keeping more than the number of dogs able to be kept at their property without any approvals from Council to do so, infringements relating to dogs not being registered will only be issued for the maximum of number of dogs that could be kept and registered to the property without an approval from Council.
Excess Animal issues will be referred to the Local Laws Compliance Team for their investigation and will be outside of the scope of the Approved Selective Inspection Programme.
Due to the current workload of Council’s Local Laws Compliance Officers, it is proposed to engage the services of a suitable contractor to undertake the requirements of the approved inspection program.
4. Policy and Legal Implications
The Animal Management (Cats and Dogs) Act 2008 provides for the issuing of an infringement notice [equivalent to two (2) Penalty Units @ $252 per infringement] for the keeping of a dog over the age of three (3) months and failing to register it with the local government, with a similar infringement able to be issued for the keeping of a dog and failing to renew its registration with the local government.
5. Financial and Resource Implications
Budget and resources implications will continue to be addressed through existing budget allocations.
6. Delegations/Authorisations
The Chief Executive Officer and the Executive Manager Corporate and Community Services will manage delegation requirements to contractor personnel in line with current delegations.
7. Communication and Engagement
In accordance with the provisions of the Animal Management (Cats and Dogs) Act 2008 at least 14 days, but not more than 28 days, before an approved inspection program starts, the approving local government must give notice of the program. During the notification period, the inspection program notice will be published in the local newspaper and on Council’s website.
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8. Conclusion
An approved selective inspection program in relation to the failure of dog owners to either register in the first instance or to subsequently renew their dog’s registrations creates the opportunity for Council to ensure that all owners who keep dogs meet their obligations in law as well as contributing to the ongoing costs associated with operating Council’s Animal Management program.
9. Action/s
The approval of a selective inspection program permits authorised persons to enter properties and monitor compliance with the Animal Management (Cats and Dogs) Act 2008.
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13. INFRASTRUCTURE WORKS AND SERVICES REPORTS
13.1 Executive Manager Infrastructure Works and Services Monthly Update
Date: 04 September 2017 Author: Cheryl Douyere, Personal Assistant to the Executive Manager Infrastructure Works and Services; Myles Fairbairn, Executive Manager Infrastructure Works & Services Responsible Officer: Myles Fairbairn, Executive Manager Infrastructure Works & Services
Summary:
This report is to update Council on the emerging matters arising since Council last met in regards to the Infrastructure Works and Services Group.
Officer’s Recommendation: THAT Council receive and note the Executive Manager Infrastructure Works and Services Monthly update.
Report
1. Introduction
This report is to provide an update to Council on activities and issues for the Infrastructure Works and Services during August 2017.
2. Background
Activities undertaken and issues arising are described in the body of this report.
3. Report
2017 NATURAL DISASTER RELIEF AND RECOVERY ARRANGEMENTS As a result of the damage caused by ex-Tropical Cyclone Debbie, the Queensland Minister for Police, Fire and Emergency Services activated the Commonwealth/State Natural Disaster Relief and Recovery Arrangements (NDRRA) on 1 April 2017. This activation applies to the impacts arising from the rainfall and flooding between 28 and 31 March 2017. Immediately after the flood event Council crews undertook debris removal (playgrounds, parks, roads, bridges) and did temporary road repairs to enable access. This work was done as part what is described as Counter Disaster Operations (CDO) and/or Emergent works. The permanent Restoration of Essential Public Assets (REPA) may take some time due to the need to accurately scope the damage (at each relevant location), then design and construct the works in an appropriate fashion in accordance with the NDRRA guidelines. Furthermore, an expression of interest for approximately $110,000 of Category D infrastructure resilience (Betterment) funding was submitted to the QRA for their consideration.
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The Category B REPA Submission, with a value of approximately $1 million, was recently sent to the QRA for their assessment. The CDO and emergent submissions have been provided to the QRA. At this stage, subject to the weather through summer, it is expected that the restoration works will be completed by 30 June 2018.
Road Damage – ex severe tropical cyclone Debbie and associated rainfall and flooding, March 2017 The assessment of damage to infrastructure has been undertaken with potentially $1.3 million worth of repairs identified. This includes approximately $1,000,000 of damage associated to roads and drainage assets and potentially $200,000 - $300,000 of damage to a landslip site on East Egypt Road. This is the first time that Council has undertaken the assessment using internal resources with some external support. Council Officers configured and tested the mobility solution which allowed the damage to be collected and recorded into the defect backlog. The benefit of undertaking this assessment using mobility is that it reduces the time and effort required to convert the information into a format that is sent to the Queensland Reconstruction Authority for their assessment for eligibility and value for money. Council has made three (3) submissions to the QRA being; Counter Disaster Operations - $17,000, Restoration of Essential Public Assets - $1,000,000 road and drainage asset damage, $200,000 for the landslip, with the final submission for Emergent Works totalling $212,000 submitted on 1 September 2017. All submissions for damage associated with this event must be submitted before 30 September 2017.
Asset Inspector undertaking flood damage assessment using mobility
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BLACK SPOT PROGRAM
Australian Government’s Black Spot Road Safety Programme 2016-17 In April 2016 Lockyer Valley Regional Council was awarded funding for eleven (11) projects through the Federal Government’s Black Spot Road Safety programme for 2016-17. The status of the projects is as follows.
100% complete Gehrke Road, 1.5km section near Carol Anne Court, REGENCY DOWNS – Shoulder widening. Installation of new traffic signs $470,000 Old Laidley-Forest Hill Road, between Harvey Road and Forest Hill-Fernvale Road, LAIDLEY NORTH – Road widening and shoulder installation. Installation of signage and drainage works $552,000 William Street / Orton Street intersection, LAIDLEY – Intersection upgrade. Traffic island, signage and marking improvements $77,500 Australia II Drive, between Thallon Road and Bond Court, KENSINGTON GROVE – Shoulder widening, guardrails and hazard markers $615,500 Tenthill Creek Road / Winwill Connection Road, LOWER TENTHILL – Intersection upgrade. Improvements to shoulders, street lighting and advance warning signs, line marking, guideposts $149,500 Markai Road / Nangara Road intersection, LOCKYER WATERS – Intersection upgrade. Shoulder widening, delineation improvements, signage and lighting $71,000 Lake Clarendon Way / Main Greenswamp Road intersection, LAKE CLARENDON – Intersection upgrade. Upgrade existing line marking, signs and implementation of further varied warning signs $414,000 Under construction Thallon Road, between Funk Road and Niemeyer Road, KENSINGTON GROVE – Shoulder widening and signage improvements at bends/curve and intersection. This section complete. Review speed limit and associated signage $954,000. Note the Australian Government has approved a change of scope to increase works from Funk Road north to Australia II Drive. The first stage of the extended works is largely complete, with the second phase between Hannant Road and Australia II Drive pending. North Street/William Street intersection. Australian Government has improved an increase in funding for this project to $234,500 (an increase of $65,000), and agreed to the change of scope to a roundabout. The roundabout is functioning, with final surfacing works and linemarking pending. East Street / Crescent Street, GATTON – Intersection upgrade $140,200 – pavement works, realignment of intersection with islands, resurfacing, and linemarking. Railway Street intersection, near Winston Street, LAIDLEY – Delineation, signage and intersection improvements $91,000.
Council was granted extensions through until September 2017 on the projects that are under construction.
Australian Government’s Black Spot Road Safety Programme 2017-18 The funded projects for 2017-18 are: (a) Harm Drive / Lake Clarendon Road intersection upgrade, CROWLEY VALE
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o Change intersection priority in favour of Harm Drive, upgrade intersection delineation, install street lighting to improve visibility and upgrade pavement on Lake Clarendon Road $56,500 (b) Litfin Bridge (Robinsons Road crossing of Tenthill Creek), GATTON o Improve signage and delineation on approaches to bridge and replace damaged guardrail $41,500 (c) Summerholm Road (Warrego Highway to Knopkes Crossing (south of Harch Road)) safety improvements, SUMMERHOLM o Review and install signage for roads and bridges, upgrade line marking, raised reflective pavement markers, chevron alignment markers and guideposts and resurface sections of pavement $66,000 The funding for 2017-18 by the Australian Government for Queensland is around 35% of that set aside for 2016-17. For both the 2015-16 and 2016-17 programmes, there was greater support in the programme for projects in regional councils and those focused on proactive crash prevention (rather than simply historic crash numbers). Proactive interventions are now less favoured in the current system (as was formerly the case in 2014-15 and beforehand).
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TRANSPORT INFRASTRUCTURE DEVELOPMENT SCHEME (TIDS) The following table provides an update on TIDS Program for 2016-17: TIDS program is currently being reviewed, however includes the following projects;
Project Description Total Project % of Works Comments Costs completed to date Flagstone Creek Road – bridge/culvert $60,000 10% Signage review safety improvements and signage undertaken for identified improvements section of the road, with recommendations for a number of changes. Airforce Road – widening of culvert and $300,000 0% Survey pending. approaches Flagstone Creek State School – parking $80,000 5% Survey complete, design improvements pending. Lake Clarendon Way – pavement $150,000 0% Construction pending. rehabilitation Proposed Request for changes Proposed change to section for increase to submitted. rehabilitation $360,000 Spencer Street footpath – replace pavers $20,000 100% Complete near Maitland Street Spencer Street footpath – replace pavers $30,000 100% Complete East Street to Wilsons Lane
Woodlands Road – geometry $270,892 0% To be scoped. improvements
Blanchview Road – new culvert $30,000 0% Design pending.
Long Gully Road $260,000 0% Request for changes submitted.
FUNDING APPLICATIONS An update on funding applications is provided below: Building Better Regions (Australian Govt) application for Amos Road Upgrade, Withcott was submitted on 28th February 2017. This would upgrade the eastern road access into Jubilee Park. Submission unsuccessful. Building Our Regions (State Govt) for Forest Hill Stage 2 flood mitigation works. RMA progressing with concept design flood modelling. Detailed funding application submitted 07 April 2017. Submission unsuccessful. 2017-18 Cycle Network Local Government Grants Program. Two applications were submitted 27 January 2017. o Not funded. Construction of Spencer Street upgrade of shared pathway, Gatton
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o Funded. Planning and design for Lake Apex Drive (Denis Minson Drive to Hawck Street) on-road cycle facility, Gatton Black Spot road safety submissions for design and construction in 2018-19 o 19 projects were submitted July 2017. This included 17 new projects, and 12 resubmitted projects that were unsuccessful last year. Laidley Flood Mitigation Project (Community Resilience Fund (State Government, DILGP)). o Community consultation took place on 17 January 2017 as well as further stakeholder meetings with Department of Transport and Main Roads and Queensland Rail. o Operational Works application has been submitted – approval pending. o Tender received and currently being assessed. o Construction now forecast to commence in September 2017 Department of Infrastructure, Local Government and Planning 2016-17 Grants and Subsidies Programs o Stormwater Catchment Modelling, Planning and Design for Gatton Sub- catchments. . 60% DILGP subsidy of $150,000 approved to complement $100,000 from LVRC . Initial payment of $45,000 for the project received . Initial modelling works and milestone meeting complete, progressing to detail modelling for areas of concern. UQ to Gatton CBD Active Transport Link (Queensland Tourism Demand Driver Infrastructure Fund 2017-18) o Submission unsuccessful. Bridges Renewal Programme (Australian Govt) – two applications were submitted – expect announcement late 2017. o Mahon Bridge, Grantham for works on the pile-to-headstock connection $70,000 o Steinkes Bridge strengthening $490,000 Department of Communities, Child Safety and Disability Services – Allan Street, Gatton (new footpath between Princess Street and Old College Road) o Submission unsuccessful.
PARKS, GARDENS AND CEMETERIES (PGC) UNIT The Parks, Gardens and Cemeteries Unit has undertaken the following activities during August 2017:
Capital Works Strategy / Activity Update Next step / Project / Program Lake Apex Skate Items have been ordered Approximate start date 12 Park September
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Strategy / Activity Update Next step / Project / Program Laidley Recreation Quotes have been received for new bollards Continue planning for installation Reserve bollards of new bollards Littleton Park swing Quotes being received on replacement of Removal of existing swing swing Schultz Lookout Removal of old fence and bin Installation of new bollards fencing Dawson Phipps Items have been ordered Approximate start date is 12 Park September Lake Apex Site meeting at Lake Apex with design team Infrastructure planning and Stairway upgrade to show scope of works design developing concept design for LACAC meeting in September Forest Hill Site meeting had with Forest Hill Community As for quotes from stonemasons Columbarium Wall Development to discuss location and style. to construct the columbarium e.g. single niche, double niche and family niche William Street Landscape design completed and plants Install plants and complete Roundabout ordered. Irrigation works have started irrigation works Landscaping RV Park 1630 square metres of turf have been placed Continuing watering of turf over site. BBQ and table setting installed
Maintenance Works Mowing o Gatton and Laidley parks and streets o Laidley Recreation Reserve
Playgrounds o Repairs continuing o Softfall ordered to top up Lake Apex playground area
Furniture Maintenance o Painting of Railway Street seats in Gatton o Cleaning of lights and poles in main street of Laidley for Spring festival o Painting of Murphy Creek grounds Gazebo o Removal of old table setting, BBQ and seats at Springbrook Park Withcott for safety reasons.
Landscaping o Gormans Gap – spraying roadside and park for clover o North Street Roundabout gardens have received new planting o Watering of gardens at Welcome to Gatton Sign and Laidley main street o Tree branch removal Lions Park Laidley
Event Assistance o Lions Place unveiling Lake Apex marquee and chairs set up and pack up
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o Gatton Historical Village marquee set up for Senior week o Our Lady of Counsel event trailer delivery and pick up o Table set up at Laidley Cultural Centre for Seniors Week o Marquee pick up from Laidley Bull and Bronc o Event trailer pick up from Relay for Life o Lyrics in the Lockyer event equipment delivery o Fossil downs rodeo event equipment delivery
Cemeteries maintenance for Fathers Day and several funerals
General maintenance and business o CRM resolution across the region o Rubbish run continuing across the region
ROADS AND DRAINAGE UNIT The Roads and Drainage Unit has undertaken the following activities during August 2017:
Capital Works Strategy / Activity / Update Next step Project / Program Lakeview Minor works pending due to sewer works On-going. Waiting on sewer Accommodation still in progress works to be completed
Additional works to be Thallon Rd, Shoulder widening and reconstruction Kensington Grove programmed
North/William St, New roundabout construction Works in progress Gatton
East/Crescent St, Intersection upgrade Works in progress Gatton
Lake Clarendon Way Road reconstruction and seal Works in progress
Church St, Forest Hill Footpath replacement Works in progress
RV Park Outstanding works completed Works Complete
Maintenance Works Gravel road grading works being done at: o Carpendale o Lockyer o Preston o Ropeley o Withcott o Lower Tenthill o Veradilla
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Roadside spraying o Nil
Road pavement repairs o Derrymore o Plainland o Summerholm o Helidon o Kensington Grove
Vegetation control and slashing o Nil
Drainage works o Grantham
Road patching works Blanchview Derrymore Lockyer Waters Regency Downs Winwill Glenore Grove Laidley South
Traffic signs and linemarking work Veradilla Junction View Laidley
Road and drainage defects As at 24 August 2017 – there has been an increase in the number of defects that have been identified in the past month. Overall the total MPL value is remaining fairly constant, sitting below 300,000 since January 2017. In January 2017 the total MPL value was 300,240, as at 24th August the current MPL value is 277,683, a reduction of 22,567 MPL points.
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PLANNING AND DESIGN UNIT In addition to the Black Spot and TIDS projects lists previously, the Planning and Design Unit has undertaking the following work:
Strategy / Activity Update Next step / Project / Program Toowoomba Ongoing meeting with various teams from Postmans Ridge Road Returned Second Range Nexus. Works and existing road speed Crossing Monitoring impact on local roads and review has been completed, to community. be reviewed and response sent Nexus have commenced condition survey of to Nexus/TMR. roads. Jones Road works approved. Morleys/McNamaras Roads IFA Stage 6 Council report endorsed, with 2 outstanding items to go back to Council. Buaraba St outfall Outfall works on hold and monitoring levels Latest survey results show some monthly. Also monitoring internal drain for movement over time, detailed further movement. analysis of results to be Considering alternative design for outfall undertaken. which doesn’t involve removing gabions and is easier to construct. Original design sourced, which is in line with alternative proposed design. Footpath projects Lake Apex Drive planning and design of Agreement signed. on TMR roads footpath/bikeway Gatton Footpath colour trial – Brick n Pave Detailed design with Council for Revitalisation CBD street lighting – GHD review Treescape rubber bases trial complete
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Strategy / Activity Update Next step / Project / Program Stormwater Funding of $150,000 received for project, Milestone meeting held at end of Catchment (60/40 funding), to be complete by November August, good progress being Modelling, 2017. Initial payment of $45,000 for the made. Project moving to next Planning and project received. phase of detailed planning and Design for Gatton Contract awarded to Water Modelling modelling for solutions in over Sub-catchments Solutions (who are also engaging RMA for capacity areas. parts of this project). Laidley Flood Community consultation undertaken in 7 tenders received, tender Mitigation January 2017, good feedback received. assessment underway. Further projects identified from this Op Works approval yet to be consultation, and downstream bat area and received. creek has been checked as tree clearing and tidying up requested here. Operational Works application has been submitted. Meeting between LVRC, Cardno, DILGP, and DAF held onsite to discuss DAF concerns. DAF appeared satisfied with proposed responses and understood the project better.
INFRASTRUCTURE SUPPPORT UNITS Below is a summary of the Asset Management Unit:
Asset Management Unit activities: Submissions made to QRA for damage associated with ex TC Debbie and associated heavy rainfall and flooding event include: Submission No. 1 Counter Disaster Operations - Submission value $23,155.40, Approved $17,474.29 Submission No. 2 REPA Cat B – Submission value $1,059,478, with QRA for assessment Submission No. 3 Emergent Works – Submission value $212,126.91 to be submitted to QRA on Wednesday 6th September Submission No. 4 REPA Cat B – Landslip East Egypt Road – Submission value $200,000, with QRA for assessment
General: Working with Pest Management to develop their mobility solution for weed mapping and the use of works orders Working with Waste to configure their waste assets in Technology One prior to a revaluation and the creation of a service management plan
Plant and Fleet Unit activities: FL000429 Isuzu FVZ Water Truck has required a transmission rebuild at a cost of approximately $19,000
Fleet Capital 2017/2018 – Quotations have been invited through Vendor Panel for the supply of the following. 1 only 6x4 Rigid Truck with 9m3 tipper body fitted – closes September 5, 2017
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1 only 6x4 Rigid Truck with road maintenance unit fitted (Jetpatcher) – closes September 5, 2017. 1 only CCF Class 4 Wheel Loader closes September 5, 2017. 1 only CCF Class 12.5 Self-propelled Smooth Drum Vibratory Roller – closes September 5, 2017. 1 only 8m3 Mini Garbage Compactor – closes September 5 2017. 1 only Dual Cab 4x2 High-rider tray back utility (Facilities) – closes August 29, 2017. 1 only Single Cab 4x2 High-rider tray back utility (Plumber) – closes August 29, 2017. 2 only Space Cab 4x4 tray back utilities (Animal control) – closes August 29, 2017.
EXECUTIVE MANAGER ACTIVITIES
During the month of August 2017, the Executive Manager attended: Council Workshops, Council meetings and Councillor Tours Official unveiling of the Plaque for funds donated by Pittsworth Lions at Lake Apex Park Executive Leadership Team (ELT) meetings ELT Capability Development Workshop Leadership Forum Enterprise Bargaining information sessions with staff Gatton Revitalisation Project Committee Meeting TMR Regional Planning discussion Community Recovery exercise Ipswich, Toowoomba, Warwick and Dalby Ci Anywhere ECM training IWS Management Team meeting IWS Team budget review with the Finance Team Queensland Infrastructure Summit - Brisbane Regular meeting with IWS Managers and Management Groups Engineering Professional Development event in Toowoomba TMR meeting in Toowoomba re Second Range Crossing IWS Portfolio meeting with Cr Holstein Site meetings with Cr Holstein and resident at . Flagstone Creek . Woodlands New staff induction - introductions Hazard inspections of construction sites Workplace / IWS site visits at: . Summerholm . Gatton (East Street and Crest Street)
The Executive Manager’s office has also supported the Lake Apex Community Advisory Committee. The second LACAC Master Plan workshop will be held on 12 September 2017 and the next LACAC meeting will be held on 19 September 2017.
The Lockyer Valley Traffic Safety meeting was held on 6 September 2017.
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13.2 Echo Valley, Upper Flagstone - access restriction for 'through traffic'
Date: 16 August 2017 Author: Seren McKenzie, Manager Infrastructure Planning & Design Responsible Officer: Myles Fairbairn, Executive Manager Infrastructure Works & Services
Summary:
The purpose of this report is to seek Council’s endorsement to temporarily close and block access to the southern section of Echo Valley Road, Upper Flagstone.
Officer’s Recommendation: THAT pursuant to S69 Local Government Act 2009, and in the interests of public safety, Council resolve to temporarily close to traffic that section of Echo Valley Road between Chainage 1600 and the Roads intersection with Flagstone Creek Road.
Report
1. Introduction
This report outlines the current use and proposed closure of the southern section of Echo Valley Road in Upper Flagstone.
2. Background
Echo Valley Road is a gravel road in the west of the region that runs north from Upper Flagstone Creek Road into the Toowoomba Regional Council area near the Echo Valley Raceway. Part of the route within Lockyer Valley Regional Council is maintained as a gravel unsealed road, however the southern end, which is a formed track, is no longer maintained by Council.
From a road network perspective, the function performed by this formed track is better served through the use of Upper Flagstone Creek Road and the New England Highway. The track was historically challenging to maintain due to the topography and over the past few years Council has received various requests from neighbouring residents to permanently restrict access to stop the 4WD vehicular activity on this section of road reserve.
Council ceased maintenance on the southern section of Echo Valley Road in approximately 2010. Since this time there have been temporary road blocks in place to restrict access that have been intermittently been removed/displaced. There is a Powerlink tower near to the southern end of the track, which is accessed from Upper Flagstone Creek Road.
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Figure 1: Locality Map (Red= easement, Green = reserve, Grey= road reserve, Khaki = Bicentennial Trail)
3. Report
Council has not maintained the southern section of the road for some years; however no formal road closure was implemented. A Council maintenance officer confirmed the decision was made in approximately 2010 to restrict access to vehicles and reduce maintenance extents of the southern section of road due to the steep vertical geometry, curves, dense vegetation and large infrastructure within the road reserve (Figure 2) causing safety concerns for maintenance crews and motorists.
Figure 2: Image from 2013, looking north on Echo Valley Road
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The road maintenance plant and machinery experienced difficulty when maintaining this section of road. At this time Council constructed a mound (Figure 4) at chainage 1600 (near to 113 Echo Valley Road driveway) to restrict access from the northern section of Echo Valley Road, and an addition mound at the southern end of Upper Flagstone Creek Road, approximately 400m from the intersection (Figure 3). No adjacent properties currently use this ‘blocked’ section of road reserve as there legal point of access.
Figure 3: Previous mound locations (chainage 1600m and at southern end)
Figure 4: Northern section mound at chainage 1600m – note vehicle tracks where the mound has been driven over Page 176 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
Multiple requests have been received from residents over the years to maintain these mounds due to 4WD vehicle activity within this road reserve. It has been noted that surrounding residents have also tried to restrict vehicles through the placement of obstacles; however these restrictions are no longer in place. Since the road blocks have been in place the alternative tracks from the southern end have been created through the ‘park reserve’ to the west to access this section of road reserve.
Echo Valley Road is not part of the Bicentennial Trail, therefore council have no obligation to maintain the road reserve for horses. However, Council has been advised this road reserve is utilised by horses from time-to-time, which appear not to cause nuisance. The section proposed for closure is not currently used for fire trail/control purposes.
Council records indicate previous attempts through the Department of Natural Resources and Mines (DNRM) to formalise the road closure permanently due to the continued (unwanted) use by recreation vehicles. DRNM have since advised the application lapsed as the required information was not received to process the application. The proposal was to permanently close the road reserve and amalgamate with the Reserve for Park and Rec Lot 180 on CC2041 (Figure 1).
As shown in Figure 1 there is also a Powerlink easement within the area of discussion. Access to this easement is required. Discussions have been held with Powerlink who advised they have no objection to restricting access into the road reserve, however they will require access at times to their asset in this easement. Powerlink has provided a standard drawing for an option for a gate which they have utilised elsewhere to restrict access.
Council has the ability to close a section of the road reserve under the Local Government Act, Section 69 - Closing Roads, which states; 1) A Local government may close a road (permanently or temporarily) to all traffic, or traffic of a particular class, if there is another road or route reasonably available for use by the traffic. 2) Also, the local government may close a road to all traffic or traffic of particular class – a) During a temporary obstruction to traffic; or b) If it is the interests of public safety c) If it is necessary or desirable to close the road for a temporary purpose (including a fair for example) 3) The local government must publish notice of the closing of the road in the way that the local government considers appropriate (including on its website for example). 4) The local government may do everything necessary to stop traffic using the road after it is closed.
For a permanent closure to be effected, it would be necessary to amalgamate the area of road with an adjoining lot, which in this case is park reserve. The advantages of a temporary closure are that (i) it would permit reuse of the road for vehicular traffic in future should there be a requirement (ii) it allows horse riders to continue to use the route.
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The location of the proposed closures would be as outlined above in Figure 3. At the northern end, the closure would be expected to be with the use of concrete bollards, concrete blocks, or another means to fully restrict access of motorised vehicles.
Closure of the southern end will include a locked access gate for the Powerlink easement, as well as fencing or other means of closure for the original track as well as the newly formed tracks through the adjacent Council land.
4. Policy and Legal Implications
A duty of care arises where Council constructs, maintains or repairs a road. If Council has done maintenance on a road/track in the past, Council will have a common law duty to continue to maintain the road. Liability would attach to Council regardless of whether or not future maintenance occurs unless someone else accepts responsibility and indemnifies Council.
Simply closing a road to the general public, or certain vehicles, does not alter the legal position that the road remains a publicly dedicated road under Council’s statutory control, nor does it remove Council’s duty of care. Council could not rely on the non-feasance principle in Section 37 of the Civil Liability Act 2003 if it has constructed or maintained a road at any time or if, at the time of the alleged asset failure, Council had actual knowledge of the particular risk the materialisation of which resulted in the harm.
The road/track is a public road and if any member of the public did suffer an accident or injury on the road because of a deterioration in its condition without maintenance by Council, when Council has previously maintained it, then Council would be in a position where it would be unable to defend the claim and may not be granted indemnity by its insurer.
5. Financial and Resource Implications
The closure is expected to cost $10,000 to $15,000.
6. Delegations/Authorisations
The Executive Manager Infrastructure Works and Services is delegated to authorise these works.
7. Communication and Engagement
The road closure would be advertised on Council’s website and surrounding residents notified.
8. Conclusion
Temporary closure of the track as outlined in this report is considered appropriate to prevent unwanted and unsafe vehicular use of the road reserve, and ensure the safety for passive users of the road reserve.
9. Action/s
Advise relevant stakeholders of Council’s decision.
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14. ITEMS FOR INFORMATION
14.1 Inwards Correspondence for Noting
Date: 04 September 2017 Author: Stephen Hart, Coordinator Council Business Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Attached to this report is correspondence received by Council since the last Council Meeting. This correspondence is provided for Councillor’s information.
This document is for Council’s information only.
Report
1. Introduction
A key strategy in Council’s Operational Plan 17-18 is to enhance decision making through informative reporting. To improve the flow of information to decision makers it is important that documents of a strategic nature are provided to Councillors for their information.
2. Background
The Lockyer Valley Regional Council receives a considerable amount of correspondence. While much of this correspondence is of a routine and operational nature, there are also Reports, Reviews and correspondence of a more strategic nature that is likely to be relevant for Councillor’s information and consideration. Recent correspondence of this nature is attached to this report.
3. Report
Relevant correspondence received since the last Council Meeting is attached to this report for Councillor’s information. This correspondence includes:
1. Local Government Association of Queensland advising of an agreement with The Australian newspaper to produce a Queensland Local Government Report to be published on 16 October to coincide with the Annual Conference. 2. Local Government Association of Queensland advising of a project to consider future digital services for local governments. 3. Department of Housing and Public Works outlining the revised Queensland Procurement Policy. 4. Australian Local Government Association advising on action taken on the LVRC motion on flying fox management. 5. Australian Local Government Association advising on action taken on the LVRC motion on the collection of ABS Agricultural statistics.
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6. Department of Transport and Main Roads response on concerns raised about road works in Withcott.
Attachments 1View Letter 2 Pages 2View Letter 4 Pages 3View Letter 2 Pages 4View Letter - Motions 1 Page 5View Letter - ABS 1 Page 6View Letter 1 Page
Page 180 Inwards Correspondence for Noting Attachment 1 Letter
Attachment 1 14.1 Page 181
Inwards Correspondence for Noting Attachment 1 Letter
Attachment 1 14.1 Page 182
Inwards Correspondence for Noting Attachment 2 Letter
Attachment 2 14.1 Page 183
Inwards Correspondence for Noting Attachment 2 Letter
Attachment 2 14.1 Page 184
Inwards Correspondence for Noting Attachment 2 Letter
Attachment 2 14.1 Page 185
Inwards Correspondence for Noting Attachment 2 Letter
Attachment 2 14.1 Page 186
Inwards Correspondence for Noting Attachment 3 Letter
Attachment 3 14.1 Page 187
Inwards Correspondence for Noting Attachment 3 Letter
Attachment 3 14.1 Page 188
Inwards Correspondence for Noting Attachment 4 Letter - Motions
Attachment 4 14.1 Page 189
Inwards Correspondence for Noting Attachment 5 Letter - ABS
Attachment 5 14.1 Page 190
Inwards Correspondence for Noting Attachment 6 Letter
Attachment 6 14.1 Page 191
ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
14.2 Queensland Urban Utilities (QUU) Progress Report
Date: 31 August 2017 Author: Vickie Wieland, EA to Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Council has received an update in August from the Queensland Urban Utilities (QUU) Board which provided highlights from their Board Meeting.
This document is for Council’s information only.
Report
1. Introduction
Lockyer Valley Regional Council maintains an ongoing working relationship with QUU on both operational and strategic aspects of water and sewerage provision. This report is an update on matters of significance with respect to QUU for Council’s information.
2. Background
Queensland Urban Utilities is: A statutory body, created on 1 July 2010 as a result of Queensland Government changes to the way water is managed in South East Queensland. Owned by the Brisbane and Ipswich City Councils, and Lockyer Valley, Scenic Rim and Somerset Regional Councils and governed by an independent Board. Tasked to deliver drinking water, recycled water and sewerage services to the cities and townships within the boundaries of these five local government areas. Responsible for delivering water to customers, collecting, transporting and treating sewage, as well as charging and billing for water and waste water services for customers in the Brisbane, Ipswich, Lockyer Valley, Scenic Rim and Somerset local authority areas.
3. Report
The Board met for its ordinary meeting on Monday 21 August at Brisbane City Council and hosted their seventh Special General Meeting, which was an opportunity to reflect on the achievements of 2016/17 and look forward to the year ahead.
On Tuesday 22 August, the Board toured a number of key project areas in the Scenic Rim region, including: Their Australian-first nutrient offsets project in Beaudesert, where they revegetated 500m of severely eroded riverbank to prevent sediment and nutrients from polluting the Logan River.
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The pongamia tree plantation at their Boonah Sewage Treatment Plant, which is irrigated with treated wastewater. Ultimately, the oil from the trees’ seeds will be extracted and converted into biodiesel to fuel their fleet cars. The new $6.5 million trunk water main supporting the development of the Bromelton State Development Area.
The Board and shareholders from Scenic Rim Regional Council also met with and thanked employees from QUU and Seqwater who responded to ex-tropical Cyclone Debbie and ensured the community had access to a reliable water supply despite significant damage to bulk water assets from inundation.
At the ordinary Board meeting, the following matters were discussed.
Operational Excellence
Financial statements – 2016/17
Following consideration by the Audit and Risk Committee, the Board approved QUU’s 2016/17 financial statements.
QUU had another solid financial year with profit after tax of $291m and total return to shareholders of $272m.
Similar to previous years, the Queensland Audit Office intends to issue an unmodified audit opinion.
A full copy of the financial statements will be included the QUU Annual Report, which will be provided to shareholders in October.
Environmental Policy
The Board approved minor amendments to QUU’s Environmental Policy.
The changes to the policy reflect QUU’s aspiration to be an environmental leader and steward, and the implementation of supporting environmental systems within their business.
Electricity procurement
Energy is one of QUU’s largest cost inputs, and whilst they have an Energy Strategy designed to reduce the amount of energy they consume from the grid through on-site co-generation and treatment process optimisation, there remains a need to purchase electricity from the market.
This month, the Board received a briefing from management on an invitation to offer that will be released to the market for the provision of electricity services to both their small and large sites.
Economic development initiatives update
They understand that they play an important role in supporting economic growth across the five service territories within which they operate.
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This month, the Board received an update from management on how they can further enhance economic and social benefits for their service regions by facilitating, supporting and encouraging property development opportunities.
Shareholders and Strategic Stakeholders
2017/18 Operational Plan
In accordance with the Participation Agreement, QUU must prepare an Operational Plan for the financial year ahead, which includes the Corporate Plan outcomes that will be progressed or achieved, and the services that will be delivered, including the risks impacting the delivery of those services.
This month, the Board approved the 2017/18 Operational Plan. The plan sets out that QUU will focus their improvement activities across a range of areas over the next year, including but not limited to:
improving their customers’ understanding of the value of our services, developing closer relationships with key commercial customers and developers, implementing their Customer Digital Strategy, engaging with their shareholders to ensure their strategic priorities align and provide the best outcomes for our shared customers and communities, investing in core ICT systems to deliver process improvements and efficiencies, delivering ongoing efficiencies to reduce their cost to serve, conducting further testing and trials to confirm the feasibility of converting waste into revenue-generating products, and further developing safety as a mindset, supported by their Safety Management System.
A copy of this plan will be issued to shareholders in late August. It will also be made available on the shareholder portal.
Annual Report
The Board received QUU’s 2016/17 Annual Report, which is required to be prepared in accordance with State Government guidelines.
The Board provided feedback to management on the proposed draft report noting that it will be approved out-of-session by the Board in early September in order to meet the statutory reporting requirements.
A copy of the Annual Report will be issued to shareholders by early October. A copy will also be uploaded to the shareholder portal.
Customer
Let’s Talk Water
The Board was briefed on our customer engagement program, ‘Let’s Talk Water’, which will help guide the future of their organisation. To date, they’ve undertaken broad preliminary
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engagement across their various customer segments (residential, commercial and developer) to establish, at a high level, what matters most to them and what decisions they want to be involved in.
This program will help inform their key planning and investment decisions, and is an important part of our proposed customer-focused regulatory framework.
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14.3 Crime and Corruption Commission Allegations Report
Date: 01 September 2017 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
As a part of the corruption function, the Crime and Corruption Commission (CCC) received allegations of corrupt conduct from Queensland public sector agencies and members of the community. The CCC Corruption Allegations Report July 2015 – December 2016 presents information about the nature of allegations of corruption in Queensland. This agenda item provides an overview of the CCC report; CCC Corruption Allegation Data Dashboard and the CCC's Corruption Audit Plan 2017-19 for the information of Councillors. The data provided in the report will be used by Council in the review of the Fraud and Corruption Plan and in the annual fraud risk assessment reviews to ensure adequate internal controls are considered.
This document is for Council’s information only.
Report
1. Introduction
The Crime and Corruption Commission (CCC) Corruption Allegations Report July 2015 – December 2016 presents information about the nature of allegations of corruption in Queensland. This agenda item provides an overview of the CCC report; CCC Corruption Allegation Data Dashboard and the CCC's Corruption Audit Plan 2017-19 for the information of Councillors.
This report aligns to Corporate Plan 2017 - 2022 Outcome 5.4 Commit to open and accountable governance to ensure community confidence and trust in council and our democratic values. The data provided in the report will be used by Council in the review of the Fraud and Corruption Plan and in the annual fraud risk assessment reviews to ensure adequate internal controls are considered.
2. Background
In June 2015, the Queensland Auditor-General released the Fraud Management in Local Government Report which identified that the local government sector is not managing fraud risk satisfactorily. The Report recommended that Council’s as a priority develop, revise or amend: Policies and procedures for fraud and corruption management Fraud and corruption control plans Fraud risk assessments Data analytics capability for fraud detection.
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Council has undertaken the above actions, and the data provided by the CCC provides information to assist in reviewing policies, control plans, risk assessments and internal controls.
3. Report
CCC Corruption Allegation Report (July 2015 – December 2016) The purpose of the report, in conjunction with the Corruption Allegations Data Dashboard (CADD), is to improve the CCC’s knowledge of allegations of corruption made to the CCC and provide evidence to inform the operation of the CCC’s corruption function.
The focus of this report is to present: characteristics of the most common types of conduct for each prominent sector location of conduct (e.g. local government area), which is not reported through the CADD allegation rates, to enable more accurate comparisons (e.g. between areas) 18 month allegation trends for specific conduct types, activities, actors and locations.
The following is an extract from the report summarising the corruption allegations made about local government for the 18 month period from June 2015 to December 2016.
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The four most common types of conduct accounted for over four-fifths of all local government allegations. These were examined in more detail in the report and are outlined below:
Local government misuse of authority allegations Misuse of authority allegations can involve misusing authority to act, or omit to act, to further one’s own interests or to favour a family member, friend, associate or benefactor (favouritism), as well as to threaten or cause a detriment (including harassment and bullying) or as a reprisal for making a complaint or public interest disclosure. These allegations do not include those matters involving a financial or material inducement for preferential treatment or assault or the threat of physical assault.
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The type of misuse of authority, the activity being engaged in at the time, as well as the six-month time period the conduct was reported was examined.
57% of LG misuse of authority allegations were for misusing authority to benefit others 7% of LG misuse of authority allegations were for misusing authority to benefit others during a development application activity 37% of LG misuse of authority allegations were about misuse of authority occurring between 1 January and 30 June 2016
Local government misappropriation or unauthorised use of resources allegations Misappropriation or unauthorised use of resources allegations can involve the fraudulent diversion of public property or funds (including the fabrication of information or dishonesty in claiming employee entitlements), theft of public property or funds, and unauthorised use of public property or funds (including government resources such as work time, equipment or facilities).
The type of misappropriation/unauthorised use, the activity being engaged in at the time and whether the subject officer acted alone or colluded with someone else were examined.
34% of LG misappropriation/unauthorised use allegations were about fraudulent conduct. 3% of LG misappropriation/unauthorised use allegations were about theft during an inventory management activity where the subject officer was acting alone. 17% of LG misappropriation/unauthorised use allegations involved misappropriation/ unauthorised use during a payroll activity.
Local government failure of duty allegations Failure of duty allegations can involve failures to comply with legal, policy or reporting obligations or failures to execute duties to an appropriate standard. This type of conduct includes failures resulting from a lack of knowledge, competence or appropriate care or diligence but do not include deliberate acts or omissions with the intent to gain a benefit or cause detriment to another.
The type of failure of duty and the activity being engaged in at the time were explored in the report. . 17% of LG failure of duty allegations were a failure to comply with good governance policy obligations. 30% of LG failure of duty allegations were a failure to comply with good governance legal obligations during activities related to the management of elections. 15% of LG failure of duty allegations were during council board meetings or deliberations.
Local government misuse of information allegations
Misuse of information allegations can involve: accessing or disclosing official information without a legitimate reason unintentionally disclosing official information falsifying information or records acquiring or retaining information or records illegally inadequately safeguarding information.
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The type of misuse of information and the activity being engaged in at the time were explored. 23% of LG misuse of information allegations was about falsifying information or records. 16% of LG misuse of information allegations was about unauthorised disclosure of information during an information control and management activity. 13% of LG misuse of information allegations was unrelated to a work function.
The following is an extract from the report comparing the data from this report to the previous one.
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CCC Corruption Allegation Data Dashboard The CCC Corruption Allegation Data Dashboard allows CCC corruption allegations data to be published in a visual, interactive and user-friendly way and provides at-a-glance knowledge about trends and patterns in corruption allegations.
CCC's Corruption Audit Plan 2017-19 The Crime and Corruption Commission undertake audits designed to determine how well public sector agencies have responded to particular types of complaints and how robust their complaints management frameworks are, including preventing future cases of corruption. The CCC also includes specific audits aimed at controlling the risks of corruption within the public sector. The CCC two-year audit plan 2017-19 is now available and based on CCC Audit Plan, Lockyer Valley Regional Council may get selected for inclusion in the following audit topics of the second year (2018-19): · Recordkeeping requirements · Councillor’s interests and use of information
This data will be used by Lockyer Valley Regional Council in the review of the Fraud and Corruption Plan and in the annual fraud risk assessment reviews to ensure adequate internal controls are considered.
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14.4 Changes to local government election donation disclosure requirements
Date: 01 September 2017 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to inform Councillors of legislative amendments to the Local Government Electoral Act 2011 and associated legislation to improve transparency and accountability in respect of local government election donation disclosure requirements.
This document is for Council’s information only.
Report
1. Introduction
This report provides information regarding recent changes to legislation governing local government election donation disclosure requirements. This report aligns to Corporate Plan 2017-2022 Outcome 5.7 Compliant with relevant legislation.
2. Background
A Crime and Corruption Commission (CCC) report titled Transparency and accountability in local government was tabled in State Parliament in December 2015. The report examined options for legislative reform to improve transparency in the local government sector following a criminal investigation into allegations against a Queensland Mayor. The report contained six recommendations aimed at improving the compliance and reporting framework for local government officials, especially in the treatment of campaign funds or other gifts and benefits.
The Local Government Electoral (Transparency and Accountability in Local Government) Amendment Regulation was introduced to parliament in May 2017 in response to the report by the CCC.
3. Report
The legislation amendments regarding local government election donation disclosure requirements commenced on 19 May 2017. These disclosure obligations apply to any local government election, including by-elections.
The Local Government Electoral (Transparency and Accountability in Local Government) and Other Legislation Amendment Act 2017 (the Amendment Act), enacted on 19 May 2017, amended the Local Government Electoral Act 2011 and the Associations Incorporation Act 1981 to:
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facilitate real-time online disclosures of gifts, loans and third party expenditure for local government elections, consistent with state election requirements
set the candidate and third party election disclosure donation thresholds at $500 to align with the threshold for a councillor's register of interest gift disclosures under the Local Government Act 2009
require the unspent campaign donations of a candidate/group of candidates at the end of the disclosure period for the election to be either kept in the dedicated account for the conduct of another election campaign by the candidate/group of candidates, or, if the candidate/group of candidates were members of a political party during the disclosure period, be paid to the political party or paid to a registered charity
clarify that the Electoral Commission of Queensland may continue to recover the direct and indirect costs associated with the conduct of local government elections from local governments
clarify that incorporated associations cannot be used to receive or hold electoral campaign funds which are intended to be applied for the benefit of a member of the association, either directly or indirectly.
Further, the Local Government Electoral (Transparency and Accountability in Local Government) Amendment Regulation 2017 (the Amendment Regulation), commenced on 14 July 2017, amended the Local Government Electoral Regulation 2012 to prescribe the timeframes for the disclosure of local government election donations and approve procedures for electronic lodgement of returns about the donations.
Information about the requirements for the disclosure of election donations and loans and for dedicated accounts is available on the Department of Infrastructure, Local Government and Planning website to assist Councillors to understand their obligations with regard to these legislative changes under the following headings: The election campaign Dealing with the media How-to-vote cards Keep your campaign funds separate Disclose your election gifts Refund of your nomination deposit.
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14.5 Review of councillor conduct and complaints process
Date: 01 September 2017 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to provide Council with a summary of the Queensland Government’s response to the recommendations of the Councillor Complaints Review Panel who reviewed the arrangements for dealing with complaints about the conduct of local government councillors.
This document is for Council’s information only.
Report
1. Introduction
The process for managing councillor complaints is outlined in the Local Government Act 2009. A number of concerns relating to this process were raised by Queensland Councils and in response, an independent Councillor Complaints Review Panel was appointed by the State Government in April 2016. The Panel reviewed the arrangements for dealing with complaints about the conduct of local government councillors and provided a report and recommendations on its findings to the State in January 2017 and in July 2017 a response has been provided.
This report relates to Corporate Plan 2017 – 2022 outcome 5.4 Commit to open and accountable governance to ensure community confidence and trust in council and our democratic values.
2. Background
In April 2016, an independent Councillor Complaints Review Panel (the Panel) was appointed to review the arrangements for dealing with complaints about the conduct of local government councillors and provide a report and recommendations on its findings.
The Panel provided its report and recommendations in January 2017 and the Government’s response to the recommendations was tabled in Parliament on 20 July 2017 by Minister for Local Government and Minister for Aboriginal and Torres Strait Islander Partnerships.
Lockyer Valley Regional Council made a submission to the Councillor Complaints Review Panel discussion paper in September 2016 based on the following issues:
Lack of timeliness for Reviews Non-imposition of serious penalties Cost effectiveness of the processes Complexity of existing processes
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Role of the CEO in assessing complaints Need for procedural fairness.
3. Report
The Councillor Complaints Review: A fair, effective and efficient framework made 77 recommendations. The Queensland Government supports, partially supports or supports in principle 50 of these recommendations.
One of the key recommendations supported by the State is the appointment of an Independent Assessor, reporting directly to the relevant Minister.
The Independent Assessor will: o receive all complaints, then categorise, investigate and, if necessary, prosecute complaints o initiate an investigation or make a preliminary assessment without having received a formal complaint. o advise council on how a matter of inappropriate conduct should be dealt with. o dismiss or prosecute frivolous, vexatious or out-of-time complaints.
A Tribunal will deal with misconduct matters, while allegations of inappropriate conduct will be dealt with by councils. Corrupt conduct will continue to be referred to the Crime and Corruption Commission.
The Queensland Government also supports the development of a uniform Code of Conduct for Councillors and Model Meeting Procedures as well as a standardised form that can be used for the making of written complaints.
The State Government does not support a number of the recommended penalties regarding non-compliance of orders for misconduct and inappropriate conduct.
The full response provided by the Queensland Government to the recommendations is attached to this report.
Attachments 1View Queensland Government response to the report by the independent councillor 19 complaints review panel, ‘Councillor Complaints Review: A fair, effective and Pages efficient framework’ July 2017
Page 205 Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
Attachment 1 14.5 Page 206
Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
Attachment 1 14.5 Page 207
Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
Attachment 1 14.5 Page 208
Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
Attachment 1 14.5 Page 209
Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
Attachment 1 14.5 Page 210
Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
Attachment 1 14.5 Page 212
Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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Review of councillor conduct and complaints process Attachment 1 Queensland Government response to the report by the independent councillor complaints review panel, ‘Councillor Complaints Review: A fair, effective and efficient framework’ / July 2017
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ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
14.6 Library Self Service
Date: 05 September 2017 Author: Mike Lisle, Manager Community Facilities and Services Responsible Officer: Graham Cray, Acting Executive Manager Corporate and Community Services
Summary:
Lockyer Valley Libraries have been operating various methods of self-service and online requests for several years. Each year, self-service and online request continue to rise as technology becomes more user friendly. The purpose of this report is to outline what online or self-service options we offer as well as listing the usage of these.
This document is for Council’s information only.
Report
1. Introduction
The Library has been offering some self-service and online options since 2010. Initially the uptake to this was slow however over the past 3 years, library users are becoming more confident in using the technology.
2. Background
Improvements in technology and an increase in digital literacy, customers are using more self- service and online options. This has enabled Libraries to track usage in a variety of online or self-service options since June 2015.
3. Report
The various platforms including Council’s website, the Library Online Catalogue, various apps (for smart devices) and self-service computers in the libraries, customers are able to do a variety of tasks for themselves online.
Library Staff are also actively promoting the use of email as a main method of contact. The library uses this method to save money in postage while promoting self-service and online methods.
Self-Service options already available. Issuing items at the library Placing bookings for computers Renewing items already on loan Placing reservations on items Requesting titles currently not held by the library Becoming a library member
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Borrowing and downloading eResources o eBooks o eMagazines o eAudiobooks
Self Service or Online Statistics 90 80
70 60 50
40 30 20
10
0 Titles % Email % Self % Computer % % Renewals requests notices service Bookings Reservation
2015/2016 27 74.1 33.04 36.5 31.9 25.4
2016/2017 44 79.9 35.15 41.1 26.7 30.7
Visitors to the Library Catalogue (external)
20000
18000 16000 14000
12000 10000
Visitors 8000 6000
4000 2000 0 2013/2014 2014/2015 2015/2016 2016/2017 Series1 11842 12080 16100 17844
Lockyer Valley Libraries is working towards supporting our community to become more familiar and able to use online platforms. This is a slow process however as you can see from
Page 227 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
the above statistics, more and more library users are accessing and using the online environment. This will continue to grow as technology becomes more available, devices become more affordable and users become more comfortable using technology.
Library staff will continue to engage with customers in the online world via the regular eNewsletters. It is expected that the library will be able to engage with customers through other online methods including social media and other platforms.
Self-service solutions require a commitment from Council to stay up to date with technology and to continue to look at other self-service options. It is considered that a process towards a greater Self-service ratio will provide more effective and efficient Libraries to service to the Lockyer Valley Community.
Future investigation is required for self-service of printing and photocopying, both from library computers and from a user’s own device.
The following actions will be undertaken:
Continue to support users in using self-service Assess where the self-service devices are located at the library Promote our website and other access points online. Continue to investigate options to increase and sustain self-service in the library Maintain up-to-date existing solutions (self-check machines, public internet computers, photocopiers).
Page 228 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
14.7 Office of the Inspector General Emergency Management Assessment of Council’s Local Disaster Management Plan
Date: 06 September 2017 Author: Peter Hillcoat, Disaster Management Coordinator Responsible Officer: Graham Cray, Acting Executive Manager Corporate and Community Services
Summary:
This report will provide information on Council’s Local Disaster Management Plan (LDMP) assessment process and highlight the following:
Legislative requirements Elements of the LDMP Inspector General Emergency Management (IGEM) requirements Assessment process Outcomes
This document is for Council’s information only.
Report
1. Introduction
Under the Queensland Disaster Management Act 2003 (The Act), all local governments must have an LDMP. The Plan needs to be effective, and also needs to be assessed annually following the IGEM process.
2. Background
During the course of 2017, Lockyer Valley Regional Council’s LDMP had been reviewed and upgraded as required to ensure that it remains relevant and effective. The work involved the engagement of specialist consultant to review the main LDMP as well as the associated sub plans. This process provided an external “health check” on the LDMP and ensured the best possible alignment with IGEM’s disaster standards.
3. Report
Precursory Requirements
As a precursor to the LDMP assessment, IGEM’s “Prioritisation Tool” was used to determine how the different elements of the Plan performed against IGEM’s Standard. The Disaster Management team approach to using this tool was to give ourselves a realistic score throughout the assessment, particularly if there was any doubt as to whether or not a certain level was being attained.
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In spite of this approach, the Lockyer Valley LDMP faired very well with most elements landing in the “Strong” category of the ensuing report. This is an improvement in general terms on last year’s initial assessment with five of the six criterions reaching a higher level
IGEM Prioritisation Tool Results 2016
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IGEM Prioritisation Tool Results 2017
The LDMP itself is made up of a number sections which make up the main body of the Plan, and in addition there are also a number sub-plans and annexures which cover a number of categories.
Of particular note and in relation to this year’s assessment is the following element;
In early 2017 the LDMP and sub-plans were reviewed and edited by an external consultant. This type of review allows for an external expert to view the plans with a fresh approach which ensures that the plans are factual, relevant and aligned with IGEM’s Disaster Management Standard.
The Assessment
The assessment took place on August 16 2017. The process was carried out using the IGEM Disaster Management Plan assessment tool and was overseen by officers from Queensland Fire & Emergency Services (Emergency Management Coordinator) and the District Disaster Coordinator’s Executive Officer.
The assessment is directly related to the IGEM Disaster Management Standard and aims to ensure that the Plan possesses all of the attributes as described in the table below.
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The process itself is broken down into 14 components which cover all of the critical elements which are necessary for a Plan to be effective. Each component has a rating score assigned to it by the assessors. The scores are weighted against a rating guide which, at the conclusion of the assessment, will give an indication as to the overall placement of the particular Plan.
IGEM LDMP Assessment Rating Guide
Assessment Results
A summary of the overall result is as follows:
When taking in to account all of the 14 components in the weighting process, the average score is 8.5 out of 10 – this compares with a score of 7.28 for the 2016 review.
This score puts the Lockyer Valley LDMP in the category of “Well placed to Strong”. This is described as “Outstanding capability supported by evidence of good practice and capacity to achieve outcomes”
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for the Strong category, and “Capability gaps are identified and practical improvements are planned and underway, with capacity to achieve outcomes” for the Well Placed category.
This outcome should be considered as most satisfactory as it indicates that while the Plan is in very good shape, it also allows room for continuous improvement thereby ensuring a healthy scrutiny and upkeep of the Plan.
Page 233 ORDINARY MEETING OF COUNCIL AGENDA 13 SEPTEMBER 2017
15. CONFIDENTIAL ITEMS
15.1 Rating Concession Request
Date: 05 September 2017 Author: Tony Brett, Manager Finance and Customer Service Responsible Officer: Graham Cray, Acting Executive Manager Corporate and Community Services That the above item be considered in Closed Session to the exclusion of the press and public in accordance with Section 275 (1) (d) of the Local Government Regulation, 2012, as the matter involves ratings concessions.
Summary:
The purpose of this Report is to provide Council with information to determine if the applicant should be granted a concession on the grounds of financial hardship.
16. MEETING CLOSED
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