Ordinary Meeting of Council Minutes 25 May 2016

ORDINARY MEETING OF COUNCIL

MINUTES

25 MAY 2016

ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

TABLE OF CONTENTS

Item Subject Page No.

Table of Contents ...... 2

1.0 Meeting Opened ...... 5 2.0 Leave of Absence ...... 5 3.0 Condolences/Get Well Wishes ...... 5 3.1 Condolences/Get Well Wishes ...... 5 4.0 Declaration of any Material personal interests/conflicts of interest by councillors and senior council officers ...... 6 5.0 Mayoral Minute ...... 6 6.0 Confirmation of Minutes ...... 7 6.1 Confirmation of Ordinary Meeting Minutes of 13 April 2016 ...... 7 6.2 Confirmation of Post Election Meeting of 4 May 2016 ...... 7 6.3 Confirmation of Ordinary Meeting Minutes of 11 May 2016 ...... 8 7.0 Business Arising from Minutes ...... 8 8.0 Committee Reports ...... 8 9.0 Deputations/Presentations ...... 8 10.0 Executive Office Reports ...... 9 10.1 Chief Executive Officer's Report ...... 9 10.2 Organisational Structure - May 2016 ...... 22 10.3 Acceptable Request Guidelines ...... 26 10.4 Council Business - Decision Making Framework ...... 35 10.5 Councillor Portfolio Responsibility Areas ...... 40 10.6 Appointment of Delegates to Organisations and Committees ...... 46 10.7 Suspension of Placement of Temporary Signs Policy ...... 53 10.8 Telstra Corporation Ltd - Renewal of Lease of Part of Lot 2 on SP 270096 & Application of Section 236 Local Government Regulation 2012 Exception...... 56 10.9 Land Portfolio Divestment Strategy ...... 62 10.10 Proposed Lease over Park of Lot 3 on RP25621 to Optus Mobile Pty Ltd - Application of Section 236 (1) (c) (vi) Local Government Regulation 2012 Exception ...... 75 10.11 Queensland Urban Utilities Report ...... 81 10.12 Council of Mayors South East Queensland (CoMSEQ) Committee Report ...... 85 10.13 Lockyer Valley Landcare Inc - Lease of Merryfields Environmental Park & Outdoor Education Centre - Request for Council Assistance and Change of Name ...... 91

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11.0 Organisational Development and Planning Reports ...... 101 11.1 Request for Permissible Change to Amend the Conditions of a Development Permit for Reconfiguration of a Lot for Boundary Realignment (10 lots into 10 lots), on land described as Lot 2 RP222104, Lots 1 & 2 RP161069, Lot 1 RP135140, Lots 2, 3, 4 & 5 RP7817, Lots 1 & 3 RP199340 located at 62 Gatton-Laidley Road, Forest Hill ...... 101 11.2 Requirement to Seek Extension for the Finalisation of the Local Government Infrastructure Plan (LGIP) ...... 106 11.3 Queensland Audit Office (QAO) Report Flood Resilience of River Catchments ...... 112 11.4 Executive Manager Organisational Development & Planning Monthly Update ...... 117 12.0 Corporate and Community Services Reports ...... 124 12.1 Summary of Council Actual Financial Performance vs. Budget – 30 April 2016 ...... 124 12.2 April Budget Review and Updated Long Term Financial Plan ...... 146 12.3 Register of Cost Recovery and Commercial Fees and Charges - 2016/2017 ...... 155 12.4 Audit and Risk Management Advisory Committee ...... 240 12.5 Lockyer Valley Sports & Aquatic Centre – Closure for Gatton Show ...... 255 12.6 Kensington Grove Community Kindy – Proposed Name Change ...... 257 12.7 Executive Manager Corporate and Services Monthly Update - April 2016 ...... 260 12.8 Laidley Library and Customer Contact Centre Refurbishment Project ...... 275 13.0 Infrastructure Works and Services Reports ...... 282 13.1 Warrego Highway Road Safety Concerns - Correspondence received from Minister Bailey MP ...... 282 13.2 Laidley Flood Mitigation - Improvements to Main Drain Channel and Associated Levee Banks ...... 289 13.3 Toowoomba Second Range Crossing - correspondence received from Minister Bailey MP ...... 292 13.4 Toowoomba Second Range Crossing Local Roads Design - Package 3 ...... 306 13.5 Brisbane River Catchment Flood Study Overview ...... 329 13.6 Executive Manager Infrastructure Works and Services Monthly Report ...... 339 14.0 Items for information...... 345 15.0 Confidential Items ...... 345 15.6 Lights on the Hill Event ...... 346 15.1 Application for Lease Renewal over Lot 103 on CA31327 - Airforce Road, Helidon Spa ...... 347 15.2 Legal Update ...... 348 15.3 Sale of Land for arrears of Rates Preliminary to Notice of Intention to Sell ...... 349 15.4 Planning and Environment Court Appeal No. 3793 of 2015 ...... 350 15.5 Cooper Street Drainage ...... 350 16.0 Meeting Closed ...... 351

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ATTENDANCE:

Councillors Present  Cr Tanya Milligan (Mayor) (Chairperson)  Cr Jason Cook  Cr Jim McDonald  Cr Kathy McLean  Cr Janice Holstein  Cr Chris Wilson  Cr Michael Hagan

Officers Present  Ian Flint, Chief Executive Officer  Dan McPherson, Executive Manager Organisational Development & Planning  David Lewis, Executive Manager Corporate & Community Services  Myles Fairbairn, Executive Manager Infrastructure Works & Services  Jason Cubit, Manager Marketing, Communication & Engagement  Stephen Hart, Manager Executive & Business Services  Susan Boland, Council Business Support Officer  Trevor Boheim, Manager Planning & Environment (part of meeting)  Caitlan Natalier, Legal Services Coordinator/Solicitor (part of meeting)  Richard Collins, Coordinator Environmental Planning (part of meeting)  Corrin Bischoff, Major Projects Officer (part of meeting)

Media Present  Garry Worrall, Gatton Star (part of meeting)  Francis Witsenhuysen, Gatton Star (part of meeting)

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1.0 MEETING OPENED

The meeting commenced at 10.00 am

The Mayor, Cr Milligan as Chairperson opened the meeting and welcomed all present. Pastor Doug Beahan, Gatton Baptist Church led the meeting in prayer, following a minute’s silence for those persons recently deceased.

2.0 LEAVE OF ABSENCE

No Leave Of Absence.

3.0 CONDOLENCES/GET WELL WISHES

3.1 Condolences/Get Well Wishes

Date: 19 May 2016 Author: Susan Boland, Council Business Support Officer Responsible Officer: Ian Flint, Chief Executive Officer

RESOLUTION THAT letters of condolences be forwarded to the families of the recently deceased persons from within or associated with the Lockyer Valley Region.

Moved By: Cr Holstein Seconded By: Cr Wilson Resolution Number: 16-20/0018

CARRIED 7/0

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4.0 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.

Cr McDonald declared a perceived conflict of interest relating to Item 12.8 “Laidley Library and Customer Contact Centre Refurbishment Project” (as defined in section 173 of the Local Government Act 2009) based on his place of residence neighbouring the building.

Cr McLean declared a perceived conflict of interest in item 10.7 “Suspension of Placement of Temporary Signs Policy” (as defined in section 173 of the Local Government Act 2009), due to her family business interests being associated with printing and advertising.

5.0 MAYORAL MINUTE

The Mayor noted there would be no Mayoral Minute taken for this meeting. The Mayor invited discussion from Councillors on the purpose of the Mayoral Minute. Following input from Councillors, the Mayor indicated that generally the Mayoral Minute would consist of only those matters for which she considered the Council needed a timely update.

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6.0 CONFIRMATION OF MINUTES

6.1 Confirmation of Ordinary Meeting Minutes of 13 April 2016

Date: 19 May 2016 Author: Ian Flint, Chief Executive Officer Responsible Officer: Ian Flint, Chief Executive Officer

RESOLUTION THAT the Minutes of the Ordinary Meeting of the Lockyer Valley Regional Council held on Wednesday 13 April 2016 be taken as read and confirmed.

Moved By: Cr McDonald Seconded By: Cr McLean Resolution Number: 16-20/0019

CARRIED 7/0

6.2 Confirmation of Post Election Meeting of 4 May 2016

Date: 19 May 2016 Author: Ian Flint, Chief Executive Officer Responsible Officer: Ian Flint, Chief Executive Officer

RESOLUTION THAT the Minutes of the Post Election Meeting of the Lockyer Valley Regional Council held on Wednesday 4 May 2016 be taken as read and confirmed.

Moved By: Cr Wilson Seconded By: Cr McDonald Resolution Number: 16-20/0020

CARRIED 7/0

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6.3 Confirmation of Ordinary Meeting Minutes of 11 May 2016

Date: 19 May 2016 Author: Ian Flint, Chief Executive Officer Responsible Officer: Ian Flint, Chief Executive Officer

RESOLUTION THAT the Minutes of the Ordinary Meeting of the Lockyer Valley Regional Council held on Wednesday 11 May 2016 be taken as read and confirmed.

Moved By: Cr Hagan Seconded By: Cr McDonald Resolution Number: 16-20/0021

CARRIED 7/0

7.0 BUSINESS ARISING FROM MINUTES

No Business Arising from Minutes

8.0 COMMITTEE REPORTS

No Receival of Committee Reports as Minutes

9.0 DEPUTATIONS/PRESENTATIONS

No Deputations/Presentations

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10.0 EXECUTIVE OFFICE REPORTS

The Mayor, Cr TM Milligan left the meeting at 10:12am The Mayor, Cr TM Milligan returned to the meeting at 10:13am

10.1 Chief Executive Officer's Report

Date: 19 May 2016 Author: Ian Flint, Chief Executive Officer Responsible Officer: Ian Flint, Chief Executive Officer

Summary:

This report is to update Council on the key issues currently being actioned and on the significant items of information presently at hand.

Officer’s Recommendation: THAT the Chief Executive Officer’s Report be received and adopted.

RESOLUTION THAT the Chief Executive Officer’s Report be received and adopted.

Moved By: Cr Holstein Seconded By: Cr McDonald Resolution Number: 16-20/0022

CARRIED 7/0

As this was the Chief Executive Officer’s final report before retirement the Mayor and Councillors expressed their appreciation to Mr Flint for his service to local government and the community of the Lockyer Valley Region.

It was noted that he provided outstanding service to local government over a career spanning 40 years. His knowledge and support for the community during the flood events of 2011 and 2013 was greatly appreciated. Councillors wish Ian, his wife Megan and their family all the very best in his retirement.

Report

1. Introduction

This report is to update Council on the key issues currently being actioned and on the significant items of information presently at hand.

2. Background

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The previous reports provide the background information in the case of matters ongoing and only progress is being reported during the current reporting period on those matters.

3. Report

Local Government Elections – Lockyer Valley Regional Council

With the LVRC elections concluded, Councillors are reminded of their obligations within the disclosure period due to expire imminently. Councillors support is available to assist in meeting those obligations by the due date.

The LGAQ website contains a number of reports such as sitting Mayors and Councillors returned and new candidates elected as Mayors and Councillors. Further information was provided at the recent LGAQ briefing as part of the Councillor Induction process.

As indicated at the Post-Election Meeting a further report is anticipated from the Electoral Commission of Queensland with statistical data and electoral analysis. It is also envisaged that opportunity will be afforded to Council to provide feedback on review of the electoral process.

LGAQ Policy Executive District Representatives Elections

Council has nominated Mayor Paul Pisasale from Ipswich City Council for the LGAQ Policy Executive 2016-2020 for District No.2 (South East) – Western District. The nomination has been submitted by the due date of 24 May 2016. Members elected take up their positions on 30 June 2016.

ALGA National General Assembly

The 2016 National General Assembly (NGA) of Local Government is being held at the National Convention Centre in Canberra from 19 to 22 June.

The Prime Minister, the Deputy Prime Minister and the Leader of the Opposition have been invited to attend. The theme for the 2016 NGA is Partners in an Innovative and Prosperous Australia. The program will be focused on debating and discussing the role that Local Government can and does play in boosting productivity and showcasing innovation and best- practice.

The ALGA Board has also called for motions for the 2016 NGA under the theme of “Partners in an Innovative and Prosperous Australia”. This theme reflects the renewed focus across all levels of government on the roles and responsibilities of the public sector and the challenge of meeting our communities’ needs. LVRC has submitted five motions listed below. A copy of the full submission is available for Council’s information.

Motion 1 That the ALGA call on the Commonwealth Government to increase funding for the appropriate Agency to properly resource the integration into our local communities of migrant workers, refugees and members of other minority groups.

Motion 2

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That the ALGA lobby the Commonwealth to further investigate options to conduct elections electronically at Commonwealth, State and local Government levels.

Motion 3 That the ALGA lobby the Australian Government to streamline additional targeted funding directly to local governments.

Motion 4

That the ALGA to seek increased local government and regional representation on International Trade Missions to give our industries a voice to directly seek opportunities for economic growth.

Motion 5 That the ALGA lobby the Australian government to provide specific funding for flood and other natural disaster mitigation projects to protect communities impacted by natural disasters.

Federal Budget

The ALGA has provided comment as follows:- “The 2016-17 Federal budget handed down this week was in line with broad expectations and saw some substantial changes to taxation to address revenue shortfalls but little in the way of new spending initiatives, with the Government reserving its options in advance of the Federal election expected to be set for 2 July over the next few days. There was no explicit statement on ending the freeze of indexation for Financial Assistance Grants (FAGs), but the budget out-years did indicate an expectation that indexation would return from 2017-18. Although this indication is a step in the right direction, it does not guarantee an end to the freeze. ALGA will continue to reiterate the sector's call for a public commitment to restore the FAGs indexation from all political parties as we approach the election. The budget included assurances to maintain spending on infrastructure with major funding commitments in public transport identified and other commitments of great interest to our sector, including:  the decision to increase Roads to Recovery funding by $50 million per year to $400 million per year from 2019-20, which also implicitly confirms the continuation of the program beyond 2018-19  the continuation of the Black Spot Programme with the Government committing $60 million per year from 2019-20  a commitment of $60 million per year from 2019-20 to continue the Bridges Renewal Program. These extra funds will certainly be welcomed in helping to address the challenge of maintaining more than 640,000 kilometres of roads, and help to address access, productivity and road safety issues - particularly in regional areas. However, we need action and commitment sooner rather than later to help local communities build economic resilience by investing in infrastructure, investing in job creation and providing continued support for essential community services. ALGA's election plan, Local Government’s Plan for an Innovative and Prosperous Australia, includes strategies which, if implemented, could add an estimated $7.46 billion to national GDP and create an estimated 19,300 local jobs over three years. ALGA is calling for all major parties and candidates in the upcoming election to support local government and community priorities by backing this plan in the lead up to the election”.

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The LGAQ has also provided a detailed analysis of the Federal Budget on its website.

Federal Election

The Prime Minister has announced that a federal election will occur on 2 July 2016, and the government commenced the caretaker period from 9.00am Monday 9 May 2016 when the House of Representatives was dissolved until such time as the election result is clear or, if there is a change of government, until the new government is appointed.

During the caretaker period, the routine business of government continues and ordinary matters of administration still need to be addressed. However, the Government is expected to avoid:  making major policy decisions that are likely to commit an incoming Government;  making significant appointments; and  entering major contracts or undertakings.

Election advocacy plans have been circulated by ALGA, LGAQ and Council of Mayors(SEQ) for Council’s consideration.

National Stronger Regions Fund – GWIZ

As resolved by Council at the 11 May 2016 Ordinary Meeting, the Federal Government has been notified of the incoming Council’s indicative support to provide partnership funding for the Gatton West Industrial Zone project as submitted under Round 3 of the National Stronger Regions Fund. As the Federal Government is under caretaker arrangements, it is expected that assessment of the grant applications will be undertaken at the administrative level, however any announcement regarding successful applications will only be made after the election has been concluded.

State Government

On 6 May 2016, Tim Nicholls MP was elected the Queensland Opposition Leader and on 9 May he announced the new Queensland Shadow Ministry. The key members of the new Shadow Ministry for local government are:

 Tim Nicholls MP - Leader of the Opposition  Deb Frecklington MP – Deputy Leader of the Opposition and Shadow Minister for Infrastructure, State Development, Trade and Investment  Andrew Powell MP, Shadow Minister for Transport and Main Roads and Shadow Minister for Local Government

Key members of the state government for councils are:  Hon Annastacia Palaszczuk MP - Premier  Hon Jacklyn (Jackie) Trad MP - Deputy Premier, Minister for Infrastructure, Local Government and Planning  Hon Mark Bailey MP - Minister for Main Roads  Ms Jennifer Howard MP- Assistant Minister for Local Government

Councillor Complaints Process Revamp

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Correspondence has been received from Dr David Solomon AM advising that The Deputy Premier, The Hon Jackie Trad MP, has appointed an independent panel to review the policy and framework for complaints about the conduct of local government Councillors. The panel is to provide a report to the Government with recommendations on any changes in policy, legislation, procedures and operations to achieve an effective and efficient framework for the administration of complaints about local government Councillor’s conduct.

The panel is chaired by Dr David Solomon AM, a former Integrity Commissioner. The other members are Mr Noel Playford, nominated by the Local Government Association and Mr Gary Kellar, nominated by the Local Government Managers Australia, Queensland.

The panel intends to circulate an issues paper that will be made available to the public and all interested parties to which Council will also be invited to respond. In preparing that paper, the panel invites Council’s and/or individual Councillors to provide any comments or information about the operation of the present system for dealing with complaints about the conduct of local government Councillors and any matters concerning changes in policy, legislation, procedures and operations that the panel should consider in preparing the issues paper.

Responses are to be addressed to the Councillor Complaints Review Panel to be received by 3 June 2016.

A copy of the Deputy Premier’s media statement released on 21 April 2016 and a copy of the Terms of Reference for the Review Panel are available for Council’s information.

Queensland Grants Commission

The Queensland Government has newly appointed the Commission with the following membership:

Pam Parker (Chairperson) – Former Mayor of Logan City Council Stephen Johnston (Deputy Chairperson) – Deputy Director-General, Department of Infrastructure, Local Government and Planning Ann Bunnell – (Member) - former Councillor and Deputy Mayor of Townsville City Council Donna Stewart – (Member) - former Mayor of Balonne Shire Council Brendan McNamara – (Member) - former Mayor of Flinders Shire Council Janelle Menzies – (Member) Chief Executive Officer of Yarrabah Aboriginal Shire Council Michael Meehan (Executive Officer) – Department of Infrastructure Local Government and Planning

The Commission’s primary responsibility is the equitable distribution of the Commonwealth Financial Assistance Grant (FAG), which totalled approximately $450.7 million in 2015–16, for all of Queensland, bearing in mind that it is a fixed pool of funding for allocations between Queensland’s 77 local government bodies. As with previous Commissions, they will be periodically visiting councils over the three-year term of the Commission.

The Commission urges Council’s to be aware of the issue of population undercounts and of the importance of every member of the community completing the Census on 9 August for a number of purposes including the FAG calculation (and other funding) for each council. The Commission also draws Councils attention to the annual Consolidated Data Collection,

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distributed by the Department of Infrastructure, Local Government and Planning, generally in August. This collection is vital in the annual calculation of the FAG distribution, particularly the section dealing with road data is to be completed as accurately as possible.

Finance and Administration Committee, Queensland Parliament

The Committee be will be holding regional hearings regarding the Inquiry into the practices of the labour hire industry in Queensland from 6-9 June 2016 including at the Lockyer Valley Cultural Centre, Gatton on Monday 6 June 2016. Council is reminded of the submission which was submitted on 6 April 2016 in relation to this matter.

Regional Development Update

Lakeview Accommodation – Room Motel The project is currently on time and within budget, with Council to complete bulk works as per scheduled milestone date with formal handover of the site to the builder due by the end of May. Completion of remaining works storm water, road construction and footpaths are due for completion at the end of July. Construction of building works will be due to commence by June 30 with the motel still on schedule for opening November/ December.

TAFE SouthWest – Lockyer Valley TAFE Services

Regional Development continues to work with directors from TAFE Southwest to establish a greater TAFE presence in the Lockyer Valley. Discussions have been positive and officers continue to work towards a TAFE presence in the Lockyer Valley.

Business and Training Awards 2016

Currently seeking sponsorship for the Awards with some early success in confirming sponsorships. Work has commenced on preparing the Nomination documentation, and the project plan and timelines for delivery of the full Awards process.

Neilsen’s Place / Incubator Update

 A retro and vintage pop up in Neilsen’s Place has been organised to operate during the Chrome & Clutter Festival on the 25 & 26 June and space is almost booked out, with only one stall remaining. Regular traders in Neilsen’s Place will also open for the weekend festival to take advantage of the expected visitors.  An Artisan pop-up is also planned for the Spring Festival in September, facilitator has appointed to assist to co-ordinate the additional visiting retailers in Neilsen’s Place for Spring Festival.  Following the success of April’s Meet Up morning tea in the Digital Work Space – it is planned to continue regular networking Meet Up’s with guest speakers and business mentors to support local business and promote the use of the Digital Work Space. In May the guest speaker is Mel Kettle, from Melkettle Consulting, who will share practical low cost marketing tips (online and offline) with the group. Mel Kettle is a communication and social media strategist, speaker, blogger, educator and board member. She has over 20 year’s professional experience, a Master of Business in Marketing and a Master of Public Health.

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 Council Hosted a visit from representatives from Boonah Chamber of Commerce to look at the Incubator and discuss the project learnings. Interest from Boonah was sparked due to the praises being given by Graham Neilsen on the concept and use in the Lockyer Valley.

Queensland Week – Shop Local to win tickets to State of Origin 2016

Following the success of Shop Local during Queensland Week last year, the concept is being repeated again this year. Queensland week runs from 4 to 12 June with prize of 4 tickets to Queensland’s only State of Origin game as the winning prize for a lucky shopper and a participating business. Information and entry forms will be distributed to local businesses in the week leading up to 4 June 2016, and a print and radio campaign to encourage shopping local in the Lockyer Valley.

COMSEQ SEQ Investment Attraction Website:

COMSEQ have develop a South East Queensland Region Investment Attraction website which is due to go live in the next week. Regional Development has completed the training and are uploading our region’s content which will include projects seeking investment and success stories. Each Council will be responsible for ensuring that their projects are kept up to date and COMSEQ will also use the information to produce and print the SEQ Investment Prospectus on an annual basis.

Marketing Communication and Engagement Update

Media

 The Corporate Communications section of MCE has been heavily engaged with local media outlets promoting both Council activities and the wider Lockyer Valley.  Recent media activity has included coverage of:  Heavy Horse event  Weekly promotion of region with Mayor on River 949  Progression of motel development on WIN, Seven Toowoomba and Gatton Star  Swearing in of new Council on WIN, Seven Toowoomba and Gatton Star  Coverage of latest water meeting on Seven Toowoomba and WIN  Stories covering Mayor’s profile on WIN and Seven Toowoomba  Coverage of recent food famil with Lockyer Valley Food Ambassador Alastair McLeod on WIN and Seven Toowoomba  Coverage of Council organised skate events on WIN and Seven Toowoomba  Media releases were also written and picked up on:  Digital Champion, Laidley Business Incubator tenant Shop My Town has been announced as an Advance Queensland Community Digital Champion.  Storytime, On Wednesday 25 May, children Australia-wide will enjoy a delightful rendition of the children’s book “I Got This Hat” as part of National Simultaneous Storytime.  Harmony Day, This year’s Lockyer Multicultural Festival is set to once again showcase the many different cultural backgrounds that call the region home.  Meet up morning tea, Communication and social media strategist, Mel Kettle will be on hand to discuss all things “business” at a Meet-up Morning Tea, to be held later this month.  QLD Week, Lockyer Valley residents are encouraged to shop local for their chance to score tickets to Queensland’s only State of Origin game.

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 Mayoral Speech comp, Mikayla Shea and Molly Pitkin took out this year’s top prize in front of guests at the Lockyer Valley Cultural Centre on Sunday afternoon.  A number of additional stories have been pitched and will be taken up by local media outlets.

Tourism, Marketing and Events

 Great South East promotion  The region was thrilled to have Lockyer Valley Food Ambassador Alastair McLeod and Laidley Local Tony Tierney in the region recently filming for a special Great South East segment promoting the Lockyer Valley and a producers dinner being held at Tony’s Ocean View Estate Winery at Mt Mee. The pair visited Bauer’s Organic Farm and a number of other farms in the region for the filming. The segment is expected to go on air prior to the producer’s dinner on June 25.

Food Bloggers Media Famil

 On Sunday May 15 Council partnered with Brisbane Marketing to bring a number of well- known food bloggers and instagrammers into the region to give them the Lockyer Valley experience. The group visited Schulte’s Meat Tavern before sitting down to a Ploughman’s Lunch on the farm at Bauer’s Organic Farm followed by a visit to Thornton Lavender Farm and dinner an accommodation at Branell Homestead in Laidley. Alastair McLeod played host for the day and cooked dinner at Branell’s. The visit will enable Brisbane Marketing to use imagery and footage taken by the MCE Team in the lead-up to the Regional Flavours event at South Bank on July 16 and 17. Plans are being finalised for the Lockyer Valley’s involvement at the event.

EKKA Rural Discovery Day

 Last Thursday May 19 Council participated in the Brisbane EKKA’s Rural Discovery Day. Rural Discovery Day sees primary students celebrate and experience first-hand the best that Queensland's primary industries has to offer. With a robotic dairy, cotton classrooms and everyone's favourite barnyard babies, RQS Rural Discovery Day is the perfect pre- Ekka excitement students look forward to every year. In a unique hands-on learning experience, students taste fresh fruit and produce, milk cows and pot seeds all while discovering how their foods gets from paddock to plate through the help of real life farmers. Council officers were on hand teaching the hundreds of school students in attendance from across Brisbane all about where their fresh produce is grown, the beautiful Lockyer Valley.

Citizenship Ceremony

 A Citizenship Ceremony was held last Thursday May 19 and officiated at by Mayor Tanya Milligan which saw 5 people take the pledge to become Australian Citizens.

Community Engagement

 Council’s Community Engagement Team has been closely engaging with backpackers from across the region by running a series of free monthly backpackers BBQ’s in Centenary Park in Gatton. Council has engaged with hundreds of backpackers during the

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course of these events with a number of key themes being identified for Council’s possible advocacy on their behalf, and on behalf of local farming families, one of which being the so-called “Backpacker tax”. The tax has certainly become an issue in the Federal election campaign and the Mayor is set to write to the Federal Member on behalf of the region’s backpackers and farming families regarding the impact the tax could have on the vegetable growing industry across the region.

Advocacy Update

Intention to postpone expiry of the Moreton, Logan Basin and Gold Coast water resource plans

The Issue: The Lockyer Valley Growers were concerned about the impact of changes to water allocations under the Central Lockyer Valley Water Supply Scheme.

Background: The Queensland Department of Natural Resources and Mines had plans to convert 315 surface water and groundwater entitlements to tradeable volumetric water allocations. The department planned to introduce volumetric water allocations to parts of the Lockyer Valley, and growers claimed the changes to proposed volumes would mean they will lose between 30 and 50 per cent of the water they would normally access. Growers Group representative Anthony Staatz stated the “impact would be massive”. The loss the growers were facing with the proposed increase in costs was considered substantial and concerns of growers leaving the industry to go to less costly production of Lucerne and Hay fodder where important as well.

Many of the farmers were not aware of the change and when Council become aware of the change the late Mayor Jones started to make this topic become public and by using media informed many in the community that this change was occurring. If this had not been made public community consultations and community awareness may not have been achieved.

Speaking with those affected by the change the late Mayor’s concerns were raised with the Minister for Natural Resources and Mines Hon Dr. Anthony Lynham and Agricultural Minister Leanne Donaldson. A socio-economic impact study was prepared and submitted to the minister for his consideration as well as a request for further detailed studies could be made to measure the impact of the proposed changes. Over 150 submissions were made from the Lockyer Valley to the Department of Natural Resources and Mines regarding these changes.

Our role in the initial stage was to make the public aware of the issue and help advocate. Since the final submissions closed back in January the Lockyer Water Users Group (LWUF) has formed and taken the lead on community engagement and advocacy for any future changes.

Current Status: The Minister for Natural Resources and Mines intends to postpone the expiry of the Water Resource (Moreton) Plan 2007 to the 14th of December to 2016. In order to do this the Minister must make public notice and open this up for submission. This letter is the notification of that public notice and we would have received this as we were involved.

Key Considerations: We can reasonably infer that the amendments to the Central Lockyer Water Supply Scheme will not be in place before September 2017 (the original expiry date)

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and will now be sometime later. Amendments are still able to go ahead and be implemented at any time. This means that it is not clear as they have not ruled out implementation but have delayed. This might be the case that metering has been implemented across the state and the government must not back down to ‘save face’ or they might be taking a step back due to the community objection which has forced them to take some time to implement.

Conclusion and/or Recommendations: It has been noted and those involved (Growers group, Water Users group etc.) have been notified of this and there is no further action required by Council at this stage. The Lockyer Water Users group are taking the lead with this and Council are in contact with them.

Forward Calendar

The calendar for the period June to December 2016 is presented as attached for Council’s information. It is noted that the ALGA National General Assembly in June and the LGAQ Civic Leaders Summit in July clash with Council Meeting dates. The 25 July has been set aside for Special Meeting to adopt the 2016/17 Budget.

CEO Farewell

With the newly Council duly inducted and the business of Council transitioned, I retire as CEO at the end of my contract on 27 May 2016. I am encouraged by the new regime of Mayor and Councillors and wish them well in the service and betterment of the Lockyer Valley Region over the term ahead. I thank Council, the Executive Leadership Team and our staff across the organisation for the many achievements together in a relatively short period of time. I look forward to the new Council and the new CEO guiding the Lockyer Valley further towards a secure and sustainable future in its own right.

Attachments 1View Forward Calendar June to December 2016

Page 18 Chief Executive Officer's Report Attachment 1 Forward Calendar June to December 2016

Attachment 1 10.1 Page 19

Chief Executive Officer's Report Attachment 1 Forward Calendar June to December 2016

Attachment 1 10.1 Page 20

Chief Executive Officer's Report Attachment 1 Forward Calendar June to December 2016

Attachment 1 10.1 Page 21

ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

10.2 Organisational Structure - May 2016

Date: 19 May 2016 Author: Corrin Bischoff, Major Projects Officer Responsible Officer: Ian Flint, Chief Executive Officer

Summary:

The purpose of this report is to seek the endorsement from the incoming Council of the current Lockyer Valley Regional Council’s organisational structure. This structure has been established by the Chief Executive Officer to effectively undertake the operational requirements of the organisation.

Officer’s Recommendation: THAT Council adopts the high level Organisational Structure, May 2016.

RESOLUTION THAT Council adopts the high level Organisational Structure, May 2016.

Moved By: Cr McLean Seconded By: Cr McDonald Resolution Number: 16-20/0023

CARRIED 7/0

Report

1. Introduction

There is a legislative requirement for Queensland local governments to adopt by resolution an organisational structure required to meet the responsibilities of Council. In addition, seeking this resolution provides the basis on which resources should be allocated to the Chief Executive Officer to achieve these responsibilities.

2. Background

In accordance with section 196 of the Local Government Act 2009: (1) A local government must, by resolution, adopt an organisational structure that is appropriate to the performance of the local government’s responsibilities. (2) The local government may employ local government employees for the performance of the local government responsibilities. (3) The chief executive officer appoints local government employees (other than senior executive employees).

In 2011, a significant restructure of the Lockyer Valley Regional Council organisation was undertaken to meet the current and future needs of the Council. This restructure anticipated the need to refine the structure over the next three to five-year period. A further restructure was initiated in the second half of 2015 and implemented from January 2016 with further

Page 22 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

modification in May 2016. The May 2016 Organisational Structure reflects the finalisation of the 2011 strategy in addition to specific efficiency and productivity measures required for the long term financial sustainability of Council.

3. Report

A focus on an organisational restructure was developed over the second half of 2015 and into the first half of 2016 to ensure that a structure was developed and implemented which adequately reflected the needs of the organisation in meeting its service demands within budget constraints.

This latest restructure has seen the reduction of the Executive Managers from five (5) members to three (3). This change has required a realignment of the responsibilities of each Executive Manager and the Chief Executive Officer. This reduction in the number of Executive Managers has been accompanied by a revision of the management arrangements applying to functional units within each Group. This has resulted in a decrease in the number of full-time equivalent staff.

A full review of service levels in each business unit is being undertaken to determine not only the range, level, cost and sustainability of each service area but also the most appropriate level of management required to achieve the agreed service levels.

The adoption of the new organisational structure will be supported by the long term financial strategy and provides the platform for short and medium term budget considerations.

4. Policy and Legal Implications

Adoption of the organisational structure by Council complies with the requirements of s196 of the Local Government Act 2009. Any future policy and legal implications will be addressed as matters arise before Council.

5. Financial and Resource Implications

Budget and resource implications will continue to be addressed through existing allocations. The reduction in staff numbers and specifically the reduction in the number of Executive Managers has resulted in significant savings for Council.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Chief Executive Officer will manage requirements in line with existing delegations.

7. Communication and Engagement

The adopted formal organisational structure of Council will be published on the Council website and intranet.

8. Conclusion

The new organisational structure at the high level presents opportunities for continued improvement in the organisation’s performance and effectiveness in providing services to the

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community. Formal adoption by Council of the high level structure as proposed provides the platform for immediate and longer term budgetary considerations.

9. Action/s

The adopted organisational structure is to provide the basis for 2016/17 budget deliberations and forward financial planning over the Council term.

Attachments 1View Org Chart Overview 1 Page

Page 24 Organisational Structure - May 2016 Attachment 1 Org Chart Overview

Attachment 1 10.2 Page 25

ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

10.3 Acceptable Request Guidelines

Date: 19 May 2016 Author: Corrin Bischoff, Major Projects Officer Responsible Officer: Ian Flint, Chief Executive Officer

Summary:

The purpose of this report is to seek Council’s approval of the updated Councillor Acceptable Requests Guidelines.

Officer’s Recommendation: THAT Council approves the Councillor Acceptable Request Guidelines, May 2016.

RESOLUTION THAT Council approves the Councillor Acceptable Request Guidelines, May 2016.

Moved By: Cr McDonald Seconded By: Cr Cook Resolution Number: 16-20/0024

CARRIED 7/0

Report

1. Introduction

The development and approval of Acceptable Request Guidelines is a statutory requirement for Queensland Local Government. An updated version of this document has been drafted for adoption by the new Council.

2. Background

In accordance with s170A(6) of the Local Government Act 2009, Council is required to adopt by resolution acceptable requests guidelines. The acceptable requests guidelines are adopted by resolution of the local government, about— (a) the way in which a councillor may ask a local government employee for advice to help the councillor carry out his or her responsibilities under this Act; and (b) reasonable limits on requests that a councillor may make.

After organisational restructure or at the commencement of a new term of Council, these guidelines are reviewed to ensure the officers listed remain relevant and the process required to be followed is acceptable to Councillors and the Chief Executive Officer.

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3. Report

The Acceptable Request Guidelines document is developed to provide clear guidelines when a Councillor asks an employee for advice, to assist them carry out their responsibilities and when Councillors request to be provided with information, that the Council has access to, relating to Council business.

The Acceptable Request Guidelines document lists the title of the officers from which Councillors are able to seek advice and access information. The Guidelines also outline the process via which these requests should be made.

Communication between Councillors and employees must;  Be conducted in accordance with s4(2) of the Local Government Act 2009;  Comply with the law and Council policies, procedures and guidelines;  Be conducted in good faith; and  Be conducted in a respectful, reasonable and professional manner.

An allegation of a breach of this guideline by a Councillor (including the Mayor) will be dealt with in accordance with sections 176 – 182 of the Local Government Act 2009.

4. Policy and Legal Implications

Council’s policy framework has been adhered to in the development and review of the document outlined in this report. The guideline complies with the requirements of relevant legislation. Any future policy and legal implications will be addressed as matters arise before Council.

5. Financial and Resource Implications

Budget and resource implications will continue to be addresses through existing allocations. The content of this guideline does not alter current budgetary requirements.

6. Delegations/Authorisations

No further delegations are required to manage the issues raised in this report. The Chief Executive Officer will manage requirements in line with existing delegations.

7. Communication and Engagement

The following officers were engaged in the review and drafting of the Guidelines addressed in this report:  Chief Executive Officer  Executive Manager Corporate & Community Services  Executive Manager Infrastructure Works and Services  Executive Manager Organisational Development & Planning Services.

8. Conclusion

The Acceptable Request Guidelines outlined in this report has been developed and reviewed in line with relevant legislation and Council practice.

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9. Action/s

The approved guidelines will be updated in Council’s procedure register and published as appropriate on the intranet and internet.

Attachments 1View Acceptable Request Guidelines

Page 28 Acceptable Request Guidelines Attachment 1 Acceptable Request Guidelines

Attachment 1 10.3 Page 29

Acceptable Request Guidelines Attachment 1 Acceptable Request Guidelines

Attachment 1 10.3 Page 30

Acceptable Request Guidelines Attachment 1 Acceptable Request Guidelines

Attachment 1 10.3 Page 31

Acceptable Request Guidelines Attachment 1 Acceptable Request Guidelines

Attachment 1 10.3 Page 32

Acceptable Request Guidelines Attachment 1 Acceptable Request Guidelines

Attachment 1 10.3 Page 33

Acceptable Request Guidelines Attachment 1 Acceptable Request Guidelines

Attachment 1 10.3 Page 34

ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

10.4 Council Business - Decision Making Framework

Date: 18 May 2016 Author: Stephen Hart, Manager Executive Business Services Responsible Officer: Ian Flint, Chief Executive Officer

Summary:

At the commencement of this Council term it is timely to review the current decision making framework and meeting structure to ensure it is the most effective for conducting Council business.

Officer’s Recommendation: THAT Council resolves to adopt the following Council Meeting structure for its decision making framework to be effective from June 2016:  Workshops – 1st Tuesday of the month  Ordinary Meeting – 2nd Wednesday of the month  Tours/Inspections – 3rd Tuesday of the month  Ordinary Meeting – 4th Wednesday of the month  Special Meetings (as per LGA Provisions) - as required.

RESOLUTION THAT Council resolves to adopt the following Council Meeting structure for its decision making framework to be effective from June 2016:  Workshops – 1st Tuesday of the month  Ordinary Meeting – 2nd Wednesday of the month  Tours/Inspections – 3rd Tuesday of the month  Ordinary Meeting – 4th Wednesday of the month  Special Meetings (as per LGA Provisions) - as required. And further; THAT Council authorise the Chief Executive Officer to investigate options to enable regional community engagement in the process of Council business.

Moved By: Cr McDonald Seconded By: Cr Hagan Resolution Number: 16-20/0025

CARRIED 7/0

Report

1. Introduction

Council meetings are the linchpin of local government democracy. These are where key decisions are made. Councils set their policies, adopt their corporate plans, approve and adopt budgets and make local laws in meetings. The business of Council is to be conducted through Page 35 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

meetings as a legislative requirement. Council meetings are the principal decision making forum. They are the prime example of accountable and transparent decision making by local government.

2. Background

In January 2015, Council adopted the Decision Making Framework to include 2 Ordinary Meetings per month to enhance decision making and debate on key strategic issues. This was in addition to the use of a workshop to discuss matters and seek feedback to assist with reporting for decision making.

Workshops Workshops have been held on the 1st Tuesday of the month and occur between the Councillors, the Chief Executive Officer and Executive Managers with officers attending to address matters as required. The workshops are discussions forums only, for information sharing and direction guidance. As workshops are not formal meetings, they are not open to the public. These workshops are scheduled to be day sessions. In addition, strategic presentations are made to Council at these workshops and not at the Ordinary meetings.

Tours/Inspections Tours/Inspections have been held on the 4th Tuesday of the month and are attended by Councillors and where applicable the CEO, relevant Executive Managers and Officers depending on the nature of the issues to be considered. Generally these issues relate to matters that have a physical aspect such as planning, land, infrastructure or works. Tours/Inspections cover items where a physical inspection will assist with context and an understanding of relevant issues prior to decision making.

Ordinary Meetings The Ordinary Meeting of Council is a formalised meeting process considering the reports and recommendations from officers or other committees (eg Audit & Risk Management Committee, Local Disaster Management Group). These reports are provided for formal consideration and decision. The Ordinary Meeting is for consideration of Council business at the discretion of the CEO in consultation with the Mayor. There is limited opportunity for other business to be raised in the Ordinary meetings as there are other forums for matters to be raised directly with the CEO or Council. The Ordinary Meetings of Council are open to the public, with the provision for closed sessions as required.

Special Meetings Any matters that require urgent discussion and decision of Council would be dealt with through the provisions of the Local Government Act for special meetings. The CEO and Mayor would determine the need and timing of any special meeting. Business is confined to that purpose/s for which the Special Meeting is called.

3. Report

Open and transparent meeting procedures underpin representative democracy and ensure public confidence in Council’s decision making processes. As such, every effort should be taken to ensure that all meetings, workshops and information sharing procedures follow best practice standards.

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The encouragement of open and transparent local government is viewed as a desirable objective in improving the integrity of local government, and this is underpinned by the local government principles contained within Section 4 of the Local Government Act 2009.

Councillors also should be conscious of the need to handle council information in a way that promotes and maintains the public’s trust and confidence in the integrity of the local government. Mishandling of information that should be treated confidentially could harm or compromise the interests of Council or someone else; for example, by enabling an individual or organisation to gain a financial advantage.

All matters presented to Council via an agenda will clearly indicate if any matter is confidential, and that all information relevant to the matter is to be treated as confidential to Council. The reasons for classifying the information as confidential will be outlined in the material provided with the agenda.

Councillors may participate in four (4) types of formal meetings:  Post-election Meeting  Ordinary local government or Council Meeting – to conduct core business  Committee Meetings – standing committees are established by some local governments to oversee specific functions  Special local government Meeting – may be called to address an urgent item of business.

Meeting and Decision Making Structures

Across Queensland and Australia there are a variety of meeting and decision making structures in use. A review of a number of the most common structures was conducted to determine the most effective format for Lockyer Valley Regional Council decision making.

There are a number of benefits to the use of a workshop in the decision making process. Such a workshop enables a briefing session and allows councillors the opportunity to more effectively discuss and debate complex issues without the constraints of a formal meeting. A workshop provides an opportunity for officers to inform Councillors of strategic matters and to canvass direction on specific issues. Workshops also provide councillors with the opportunity to seek clarification on key issues. A workshop or briefing session is chaired by the Chief Executive Officer.

Presentation and discussion of confidential matters in a workshop or briefing session are governed by the Councillor Confidentiality Procedure as with all confidential matters discussed at any meeting type. A workshop is not a decision making forum and councillors should refrain from participating in the formation of decisions at these sessions.

Lockyer Valley Regional Council currently conducts two Ordinary Meetings per month along with a workshop and tour/inspection . The combination provides a formal structure for decision making and processes followed in line with meeting protocols. There is a high level of transparency with 2 meetings open to the public each month. If matters are confidential the meeting may go into a closed session to discuss the matter and then return to open forum to make any associated decision. The workshop provides an additional benefit of frank discussion of issues and the development of alternate options.

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There are costs associated with meeting and workshop preparation and reporting. The model of two meetings and a workshop each month (and the associated agendas and minutes preparation) does have time and resourcing implications.

Alternate models used in a number of local governments (often larger Councils) involve variations of a standing committee approach. This model is not recommended for Lockyer Valley but is included for completeness. Under this model a range of committees are established with a Councillor Chair. Each of these Committees may include a subset or all Councillors. Councillors may be on a number of such Committees. Under this model, these Committees meet on a regular basis and in compliance with legislative requirements. Each Committee would require agenda papers and minutes and then would make recommendations to the Ordinary Meeting for decision making. In the absence of an additional workshop, each of the Committee Meetings may need closed sessions to deal with confidential items. This may not provide a satisfactory perception of open and transparent government.

Council has adopted a Portfolio rather than standing committee approach and a separate report on Portfolios will be provide for Councils consideration.

Based on the above analysis and on the review of other structures in place in other Councils of a similar size to Lockyer Valley, it is recommended that the current structure remain to provide a stronger focus on strategic matters being dealt with through the formal meeting structure and to ensure compliance with the confidentiality of the information being discussed. This will provide a more effective forum to address the advocacy platform that has been developed and ensure that the direction of Council’s strategic initiatives remains a focus for the whole of Council.

It is also considered that the first Ordinary Meeting of the month (2nd Wednesday) be intended for the consideration of Portfolios Reports, considered along with Executive Managers Reports and other monthly reports to Council. The meeting would have a more strategic focus. Advocacy matters and approaches could also be considered. Deputations and visitations also could be entertained. The second Ordinary Meeting of the month (4th Wednesday) is intended for more core business decision making.

A special meeting is a meeting at which the only business that may be conducted is stated in the notice of meeting. Normally, the Mayor and Chief Executive Officer will agree that a special meeting is required, and the Chief Executive Officer will organise the agenda and notification for councillors.

It is proposed that Council resolves to adopt the following Council Meeting structure for its decision making framework (to be effective from June 2016).

o Workshops – 1st Tuesday of the month o Ordinary Meeting – 2nd Wednesday of the month o Tours/Inspections – 3rd Tuesday of the month o Ordinary Meeting – 4th Wednesday of the month o Special Meetings (as per LGA Provisions) - as required.

This will enable a cycle of decision making with the workshopping of options, preparation of reports, inspection on a tour if required, consideration of the matter at a meeting for a decision followed by the implementation of the decision and reporting back to Council.

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4. Policy and Legal Implications

It is essential that Council remain consistent with the local laws and the code of meeting practice. The proposed process will continue to comply with the requirements of the legislation.

5. Financial and Resource Implications . Costs associated with governance of Council decision making are budgeted each year as core business. It is considered that the recommended process of decision making will lead to well informed, legislatively compliant decisions that will lead to better decisions and the effective utilisation of resources across council

6. Delegations/Authorisations

No additional delegations are required as this can be managed through existing delegations and standing orders. The Chief Executive Officer has current delegations and the existing policies provide advice and guidance to address any necessary changes.

7. Communication and Engagement

There are statutory obligations upon Council in respect of advertising Council’s ordinary and special meetings. Any changes to the meetings structure will be communicated through the normal channels.

8. Conclusion

The recommended process of decision making will lead to well informed, legislatively compliant decisions. It is considered that this is the most appropriate and effective format for Lockyer Valley Regional Council and its implementation will lead to better decisions and the effective utilisation of resources across council.

9. Action/s

Council adopt the following Council Meeting structure for its decision making framework (to be effective from June 2016.

Page 39 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

10.5 Councillor Portfolio Responsibility Areas

Date: 18 May 2016 Author: Ian Flint, Chief Executive Officer Responsible Officer: Ian Flint, Chief Executive Officer

Summary:

This report is to confirm the Councillor Portfolio Responsibility Areas for the Council term 2012-2016. The adoption of a portfolio model will allow Council the opportunity to focus energy toward key strategic areas and form alliances with the Executive Leadership Team to deliver outcomes.

Officer’s Recommendation: THAT the Council resolve to adopt the Councillor Portfolio Responsibility Areas as shown:

Councillor Wilson Finance + Technology  Business Systems and Executive Manager Processes Corporate and Community  Corporate Plans and Services Performance  Finance David Lewis  Information, Communication and Technology (ICT) Councillor Holstein Infrastructure  Roads and Drainage Executive Manager  Parks & Gardens Infrastructure Works and  Transport & Active Services Transport  Asset Management Myles Fairbairn Councillor McLean Planning  Planning and Building Executive Manager Services Organisational Development  Planning Scheme and Planning Services  Townships and Villages cultural heritage and Dan McPherson streetscape  Regional Planning Councillor McDonald Environment  Environmental Executive Manager Management Organisational Development  Weed/Pest and Planning Services

Page 40 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

Management  Waterways Dan McPherson  Natural Resource & Management Executive Manager Infrastructure Works and Services

Myles Fairbairn Deputy Mayor Councillor Recreation/Amenity &  Sport and Recreation Executive Manager Cook Facilities  Community Facilities Corporate and Community  Health and Waste Services Management  Animal Management David Lewis & Executive Manager Organisational Development and Planning Services

Dan McPherson Councillor Hagan Community Development  Arts and Culture Executive Manager  Youth and Corporate and Community Disability/Multicultural Services  Public Safety  Customer Service David Lewis  Community Services & Executive Manager Infrastructure Works and Services

Myles Fairbairn

RESOLUTION THAT the Council resolve to adopt the Councillor Portfolio Responsibility Areas as shown:

Councillor Wilson Finance + Technology  Business Systems and Executive Manager Processes Corporate and Community  Corporate Plans and Services Performance

Page 41 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

 Finance David Lewis  Information, Communication and Technology (ICT) Councillor Holstein Infrastructure  Roads and Drainage Executive Manager  Parks & Gardens Infrastructure Works and  Transport & Active Services Transport  Asset Management Myles Fairbairn Councillor McLean Planning  Planning and Building Executive Manager Services Organisational Development  Planning Scheme and Planning Services  Townships and Villages cultural heritage and Dan McPherson streetscape  Regional Planning Councillor McDonald Environment  Environmental Executive Manager Management Organisational Development  Weed/Pest and Planning Services Management  Waterways Dan McPherson  Natural Resource & Management Executive Manager Infrastructure Works and Services

Myles Fairbairn

Moved By: Cr Holstein Seconded By: Cr McDonald Resolution Number: 16-20/0026

CARRIED 7/0

Page 42 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

Report

1. Introduction

Given the changes to local government legislation over the recent years, and the greater sophistication associated with Council activities, there is a need to consider an approach to managing the business of the Council that shares the workload and responsibility with Councillors and Executive Staff in dealing with the future strategic directions.

2. Background

Council had previously adopted a portfolio structure for the 2008-2012 and 2012-2016 terms of Council to manage the workloads for councillors associated with change to a regional council. There is now an opportunity to refocus and readopt a more strategic approach to managing the business of Council.

3. Report

It is proposed that the functional areas of Council are aligned with the Community and Corporate Plans. From these plans, the strategies and actions are divided into distinct focus areas and the Councillor Portfolio Responsibility Areas are drawn from these and designed to achieve the long term success of the region. In aligning the portfolios in this manner, it will allow individual councillors to work towards the delivery of the outcomes with the allocated Executive Leadership Team member. These areas are outlined in the table below:

Councillor Portfolio Responsibility Areas Councillor Lead Portfolio Focus Areas Executive Leadership Team Member Lead Mayor Councillor Milligan Civic Leadership/Regional  Communication, CEO Development Promotion and Advocacy Ian Flint  Intergovernmental and Media Relations  Economic Development  Agribusiness  Tourism and Events  Community Engagement Councillor Wilson Finance + Technology  Business Systems and Executive Manager Processes Corporate and Community  Corporate Plans and Services Performance  Finance David Lewis  Information, Communication and Technology (ICT) Councillor Holstein Infrastructure  Roads and Drainage Executive Manager  Parks & Gardens Infrastructure Works and  Transport Services  Asset Management Myles Fairbairn Councillor McLean Planning  Planning and Building Executive Manager Services Organisational Development  Planning Scheme and Planning Services

Page 43 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

 Townships and Villages cultural heritage and Dan McPherson streetscape  Regional Planning Councillor McDonald Environment  Environmental Executive Manager Management Organisational Development  Weed/Pest and Planning Services Management  Waterways Dan McPherson  Natural Resource & Management Executive Manager Infrastructure Works and Services

Myles Fairbairn Deputy Mayor Councillor Recreation/Amenity &  Sport and Recreation Executive Manager Cook Facilities (including Corporate and Community sportsgrounds and Services bikeways/pathways)  Community Facilities David Lewis  Health and Waste & Management Executive Manager  Animal Management Organisational Development and Planning Services

Myles Fairbairn

Assigning Councillors to Portfolios ensures:  The workload associated with being an elected member is shared across all Councillors;  The Councillor's individual skill, knowledge and background is utilised by linking them to an area of interest;  Ratepayers can identify which Councillor to approach according to the strategic issue at hand;  Councillors act as sounding boards for strategic issues and suggestions from senior officers, members of the public, and other Councillors relating to their portfolio; and  Councillors are seen to be reporting back to the community.

The portfolio basis should allow the clear integration of existing external representations to be matched directly to a Councillor and Executive Manager and provide continuity for the term of Council. eg the Lockyer Nature portfolio holder may be the representative on the Council of Mayors Environment committee.

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The portfolios should also align with the Recovery & Resilience Taskforces as and when required per the Lockyer Valley Local Disaster Management Plan in accordance with the Disaster Management Act 2003.

4. Policy and Legal Implications

There are no policy or legal issues as the responsibilities are clearly provided for in the Local Government Act 2009 and Regulation. The portfolio model has no legislative authority but assists councillors in the division of workloads.

5. Financial and Resource Implications

There are no additional finance implications in adopting a portfolio model and council stationery will accommodate the portfolio details to ensure ongoing continuity.

6. Delegations/Authorisations

No delegations or authority will be passed to the Councillor Portfolio holder in the first instance.

7. Communication and Engagement

The portfolio model will form the basis of an approach to managing communication and will provide an opportunity to reinforce messaging to the community in concert with the media releases on behalf of Council.

8. Conclusion

The portfolio approach has been discussed in a workshop with Council and has been developed by the CEO and Mayor in setting up a model that will provide a focus for Councillor and key support for achieving outcomes.

9. Action/s

1. Portfolios are adopted for immediate effect with terms of reference, working group arrangements and resourcing needs established by the Councillor Lead and Executive Leadership Team Member lead for each portfolio. 2. Portfolio Update reports are prepared on a monthly basis and included in the monthly business cycle of Council Meetings.

Page 45 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

10.6 Appointment of Delegates to Organisations and Committees

Date: 18 May 2016 Author: Ian Flint, Chief Executive Officer Responsible Officer: Ian Flint, Chief Executive Officer

Summary:

At the beginning of each new term of Council, it is necessary to review the commitments that Council has to various organisations and committees, both internal and external and agree on the delegates to attend and represent Council at these various forums. This year, additional time has been taken to identify where relevant that the representation is still required and whether all forums are indeed still required.

The recommendations contained below are to address the appointments required at this time and to align where possible the portfolio arrangements recently adopted by Council. These recommendations are to take effect immediately to allow for upcoming meetings.

Officer’s Recommendation:

THAT Council approve the following representations to organisations and committees:

Lockyer Valley Tourism & Development Association 2 Representatives – Cr Holstein & Cr McLean

Lockyer Valley Rural Fire Brigade Group (Laidley) 2 Representative – Cr McDonald & Cr Hagan

Lockyer Valley Rural Fire Brigade Group (Gatton) 1 Representative – Cr Hagan

Lockyer Valley Rural Fire Area Finance Committee Representative – Cr Hagan & Cr McDonald (proxy)

Spring Bluff Railway Station Trust 2 Representatives – Cr McLean & Cr Holstein

Gatton Historical Society Committee 1 Representative – Cr McLean

Laidley Spring Festival Committee 1 Representative – Cr Hagan

Lockyer Better Business Committee 1 Representative – Cr Wilson

Laidley Pioneer Village Committee 1 Representative – Cr McLean

Lockyer Valley Crime Stoppers Committee

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2 Representatives – Cr Milligan & Cr Holstein

Lake Apex Community Advisory Committee 2 Representatives – Cr McDonald & Cr Holstein

Forest Hill Progress Committee 1 Representative – Cr Hagan

Laidley Better Business Committee 1 Representative – Cr Wilson

Cahill Park Cluster Group Committee 1 Representative – Cr Hagan

Laidley Recreation Reserve Committee 1 Representative – Cr Cook

Das Neumann Haus Committee 1 Representative – Cr McLean

Junction View Pest Management Group 1 Representative – Cr McDonald

Lockyer Valley Rabbit Group Representative – Cr Milligan (Chair), Cr Holstein (proxy)

Lockyer Valley Traffic Safety Working Group 1 Representative – Cr Holstein

Regional Road & Transport Group 1 Representative – Cr Holstein

UQ Gatton Community Advisory Group 1 Representative – Cr Cook

Lockyer Valley Growers Association 1 Representative – Cr Milligan

Lockyer Water Users Forum 1 Representative – Cr Hagan

Ipswich & West Moreton Regional Development Australia 1 Representative – Cr Holstein

SEQ Water/Healthy Waterways Catchment 1 Representative – Cr McDonald

SEQ Regional Plan 1 Representative – Cr Milligan

Page 47 ORDINARY COUNCIL MEETING MINUTES 25 MAY 2016

RESOLUTION