MINUTES OF AN ORDINARY MEETING OF THE CIRCULAR HEAD COUNCIL HELD AT THE COUNCIL CHAMBERS, 33 GOLDIE STREET SMITHTON, ON THURSDAY 17 OCTOBER 2019, COMMENCING AT 6.00PM.
From To Time Occupied Open Council 6.00pm 6.45pm 45 Minutes Closed Council 6.45pm 7.35pm 50 Minutes Open Council 7.35pm 7.36pm 1 Minute TOTAL TIME OCCUPIED 96 MINUTES
Audio Recording of Council Meetings Policy
The Chairman declared the meeting open at 6.00pm, welcomed those present in attendance and advised that the meeting would be recorded in accordance with the Council Policy titled “Audio Recording of Council Meetings” to ‘record meetings of Council to assist in the preparation of minutes and ensure a true and accurate account of debate and discussion at meetings is available’.
1.0 RECORD OF ATTENDANCE/ APOLOGIES/ LEAVE OF ABSENCE PREVIOUSLY APPROVED
Legislative Reference Local Government (Meeting Procedures) Regulations 2015; Regulation 8(2)(a)
1.1 Attendance
Mayor Quilliam Deputy Mayor Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
S Riley – General Manager R Radford – Director Corporate Services D Summers – Director Infrastructure & Development Services M Saward – Director Strategic Governance D Mainwaring – Manager Connected Communities K Sweeney – Executive Officer Civic Governance J Bernhagen – Executive Officer Strategy & Performance (until 6.20pm)
______Council Minutes 17 10 19 1
1.2 Prayers
Pastor Matt Nuske from Dreambuilders Church led the meeting in prayer.
1.3 Leave of Absence(s) previously approved
Nil
1.4 Apologies
Cr Kay
2.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING
Legislative Reference Local Government (Meeting Procedures) Regulations 2015; Regulation 8(2) (b)
MOVED: CR POPOWSKI SECONDED: CR IVES-HERES
That the Minutes of the Ordinary Meeting 19 September 2019, a copy of which having previously been circulated to Councillors prior to the meeting, be confirmed as a true record.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
3.0 ISSUES RAISED BY COUNCILLORS
Legislative Reference Local Government (Meeting Procedures) Regulations 2015; Regulation 29, 30
3.1 Councillor Questions received in writing
3.1.1 Cr Ettlin re Footpath – Greenham Pty Ltd to Town Boundary
Could Council please investigate the cost of installation of a footpath between Greenham Pty Ltd and the Smithton town boundary on Brittons Road which would increase safety for workers without cars walking to and from Smithton, for future budget considerations.
______Council Minutes 17 10 19 2 3.1.2 Cr Ettlin re Outdoor Furniture at SWIRL
Could Council please investigate provision of outdoor furniture at SWIRL for families, holiday care and groups for eating lunch or morning/afternoon tea.
3.2 Response(s) to Councillor Questions received in writing
3.2.1 Response to Question 3.1.1
The Director Infrastructure & Development Services advised that this would be investigated, and costings prepared for the 2020/2021 Budget deliberations.
3.2.2 Response to Question 3.1.2
The Director Strategic Governance advised that the operators have been investigating the costs of outdoor furniture with the plan to purchase and install for the summer period.
3.3 Response(s) to Councillor Questions taken on notice from previous meetings
3.4.4 Cr Kay re Mural on McCain Foods Office (from Council Meeting 19 September 2019)
Cr Kay enquired whether as part of Art About Town grant monies received the mural on the side of the McCain Foods office block of Circular Head fire service personnel could be refreshed as it was starting to fade.
The following response has been provided by the Director Connected Communities.
The mural could be refurbished as part of the 2020 CHArts Festival, however there would be an estimated cost of $7,000 for this project which could be funded through Council budget and/or a contribution from McCain Foods. Council Officers will approach McCain Foods to determine their support for the project.
3.4.7 Cr Ettlin re Mental Health Services coordination
Cr Ettlin noted the increasing need for mental health services to be accessed within Circular Head and enquired whether Council could assist coordination of these services to enable easy access for residents.
The following response has been provided.
______Council Minutes 17 10 19 3
The coordination of Mental Health Services provision in Circular Head has been directed to the SPAN Committee (Service Providers Access Network) for their further discussion at their next scheduled meeting in October 2019, as this is outside Council’s responsibilities.
Council’s Youth Officer have been working with the Circular Head Youth Network on this issue. Members of that group will be providing data at the next meeting on available services, waiting times, details of need of people on waiting list etc. It is planned to use the information to identify where there are gaps in service delivery to lobby and lobby collectively for services. If there is a role for council that will be identified as part of the gap analysis and advocacy work.
3.4 Councillor Questions without Notice
3.4.1 Cr Woodward re Heavy Vehicle road usage
Cr Woodward enquired whether there was currently a weight limit for heavy vehicles travelling through Smithton along Smith Street into Nelson Street through the traffic light area, raising concerns from shopowners in the area
The Director Infrastructure & Development Services advised that there is a current weight limit on all public streets for vehicles up to semi- trailers with specific conditions., however B-Double vehicles need to seek permission to travel on roads.
3.4.2 Cr Woodward re Mella Road usage by Semi-Trailers
Cr Woodward enquired whether the Mella Road upgrade was designed to provide for usage by heavy vehicles in order to avoid travelling through Smithton.
The Director Infrastructure & Development Services advised that the route from Nelson Bay to Montagu Road bridge is for heavy vehicles, with the Montagu Road bridge being an impediment for B Doubles due to its design standards at the time and its age, hence the development of Mella Road as an alternate route.
Mayor Quilliam added that it currently is not illegal for semi-trailers to use the Mella Road route however it is preferable that they do, it is not compulsory and they are able to travel through Smith Street into Nelson Street in Smithton.
______Council Minutes 17 10 19 4 3.4.3 Cr Ettlin re Mental Health Services coordination
Cr Ettlin referred to the response to her question from last month’s meeting in regard to Mental Health services coordination, and clarified that seeking better outcomes that are needed, standard being received in C H could be a lot better, mental health services being delivered in silos, and that needs are not necessarily being met.
She welcomed involvement for SPAN, and would like it be recorded that a response be provided in a timely manner, if they feel they are well enough conditioned to take on this task and how they could be supported by others with this whole of community issue.
She also thanked CHYN, and suggested that their review needed to identify quality of care and how much funding is received for this district.
She also noted that there was a role for Council’s involvement in coordination.
3.4.4 Cr Popowski re Council Policy on Murals
Cr Popowski enquired whether Council had a current Policy on establishment and refurbishment of murals within the community, and if not, can one be developed.
Mayor advised that there was no current Policy in place, and that this matter would be listed for discussion at a future Council workshop.
3.4.5 Cr Popowski re Soiled Litter along West Coast coastline
Cr Popowski enquired whether Council had received any response from Parks & Wildlife Service in relation to his previous question regarding the soiled litter washing up along the West Coast coastline.
Mayor Quilliam advised that there had not been any response received to date.
3.4.6 Cr Popowski re Parks & Wildlife roadworks
Cr Popowski advised that there had been some road works being undertaken at areas south of the Arthur River and enquired whether Council could make a representation to Parks & Wildlife Service why they had not undertaken any roadworks from Nelson Bay into the State Reserve as the road was currently barely passable.
______Council Minutes 17 10 19 5 Mayor Quilliam advised that this matter would be followed up with Parks and Wildlife Service.
3.4.7 Cr Popowski re Painting of Montagu Road Bridge
Cr Popowski enquired whether there had been any representation to Department of State Growth in relation to painting of the Duck River Bridge in Smithton, and whether there had been any commitments received.
The Director Infrastructure & Development Services advised that he was certain the matter had been raised previously, however would take the question on notice to enable investigation for a response.
3.4.8 Cr Blizzard re Development of Reconciliation Action Plan
Cr Blizzard drew attention to a Council Report endorsed in February 2019 regarding the development of a Reconciliation Action Plan and enquired how this Plan was progressing.
The General Manager advised that a series of workshops had been held with Management and all staff, and he anticipated something being developed within the next few months.
3.4.9 Cr Blizzard re Additional Disabled Parking Space in Emmett Street
Cr Blizzard enquired what Council’s position was on the installation of another Disabled Parking space in Emmett Street, on the opposite side to where the existing one is located.
The Director Infrastructure & Development Services advised that this matter could be included for consideration in next year’s budget, as some structural changes would required to kerbing ramps etc.
3.4.10 Cr Berechree re Wildlife Issues on Bass Highway
Cr Berechree enquired whether Council could make contact with Department of State Growth in relation to wildlife issues faced by drivers on the Bass highway between Smithton and Wynyard, and seek the installation of wildlife mitigation measures, for example virtual fencing, in the two main areas – DSG to install virtual fencing two major areas
Mayor Quilliam advised that correspondence would be prepared and sent to Department of State Growth.
______Council Minutes 17 10 19 6 4.0 DECLARATIONS OF PECUNIARY INTEREST
Legislative Reference Local Government of Local Government (Meeting Procedures) Regulations 2015, Regulation 8(7)
4.1 Pecuniary Interest Declaration
The Chairperson is to request Councillors to indicate whether they have, or are likely to have, a pecuniary interest in any item on the Agenda, and exclude themselves from any discussion on that matter.
A list of any Pecuniary Interest declarations will be recorded in the minutes.
4.2 Non-Pecuniary Conflict of Interest
The Chairperson is to request Councillors to indicate whether they have, or are likely to have, a conflict of interest, or a perceived conflict of interest, on any item in the Agenda. For good governance, Councillors should withdraw themselves from deliberating on matters they have concluded they have a non-pecuniary conflict of interest.
For further information relating to conflict of interest matters, Councillors are encouraged to consult the Good Governance Guide for Local Government (link below)
http://www.dpac.tas.gov.au/__data/assets/pdf_file/0006/380427/Good_Gover nance_Guide_June_2018.pdf
Cr Woodward declared a Non-Pecuniary Conflict of Interest in Item 14.6.
5.0 NOTIFICATION OF COUNCIL WORKSHOPS
Legislative Reference Local Government (Meeting Procedures) Regulations 2015; Regulation 8(2)(c)
MOVED: CR BERECHREE SECONDED: CR ETTLIN
That Council notes the following workshops conducted by Council since the previous ordinary Council Meeting:-
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
______Council Minutes 17 10 19 7 AGAINST: nil
Purpose: 2 October 2019 • Presentation – Equal Opportunity Commissioner • Communications Blackspot – Telstra/NBN • Update – Sustainable Murchison Community Plan 3 October 2019 • Presentation – Cradle Coast Authority CEO & Chairman • Presentation – Tarkine Coast Progress Group • Presentation – Tourism Services • Massey Street Reserve discussion • Stanley Community Conversation – matters and actions 10 October 2019 • Service Level Documents (draft) – Roads, Stormwater Community and Footpaths Conversation – • Montagu River catchment drainage – Cr Kay Mawbanna Community • Speed limit Detention River – Cr Woodward Hall • Community conversation
6.0 MAYOR’S COMMUNICATIONS
MOVED: CR BERECHREE SECONDED: CR BLIZZARD
That the Mayor’s Communications be noted.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
Diary
15 September 2019 RHT Tassie Tractor Trekkers fun day Stanley 16 September 2019 Meeting – GM, P Arnold, P Poke Centennial Soiree & Book Launch CHTA AGM & Dinner 17 September 2019 Citizenship Ceremony Population Strategy Key Influencers’ forum 18 September 2019 National Wind Farm Commissioner discussion Wyndarra Centre AGM 19 September 2019 Council Meeting 20 September 2019 Funeral – G Britton
______Council Minutes 17 10 19 8 24 September-8 October 2019 Leave of absence 10 October 2019 Tour of Blue Hills Honey facility Council Workshop – Mawbanna Hall
7.0 LATE AGENDA ITEMS/PETITIONS/DEPUTATIONS/PRESENTATIONS
Legislative Reference: Local Government Act 1993; Part 6, Division 1; Sections 57,58,59,60,60A Local Government (Meeting Procedures) Regulations 2015, Part 3, Regulation 38 Local Government (Meeting Procedures) Regulations 2015; Regulation 8 (6)
Late Agenda Items
Nil
Petitions
Nil
Deputations and Presentations
Nil
8.0 PUBLIC QUESTIONS
Legislative Reference Local Government (Meeting Procedures) Regulations 2015 Regulation 31
A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of the Council of a question to be asked at that meeting.
The Chairperson must ensure that, if required, at least 15 minutes of the meeting is available for questions to be asked by members of the public.
Questions and answers to questions may not be debated.
The Regulations also provide that the Council is to determine any other procedures to be followed in respect of question time beyond the Regulation.
8.1 Public Questions received in writing
8.1.1 Mr Trevor Spinks, Smithton, re Purchase of Lowering Device and Stand
Mr Spinks has provided the following question in writing:
______Council Minutes 17 10 19 9 Would Council give consideration to purchasing a Stand and Lowering Device similar to that supplied by Central Coast Council? The stand would prevent back injuries which can be incurred by carriers at funerals, especially when placing coffins in delicate positions.
8.2 Response(s) to Public Questions received in writing
The following response has been provided in relation to the question under 8.1.1.
1. The outright purchase cost of the basic lowering unit is approximately $6,700.00 ex GST (details were obtained from the caretaker at Central Coast Council to confirm type based on the original question from Trevor Spinks). They also have a customised trailer for re-openings which is adjustable due to ground undulation and access. 2. The unit would be most suitable at flat cemeteries (all weather) due to the challenge of slippage on cemeteries on slopes which is where they use sticks and straps to lower which compensates for the slope as the lowering device is not practical. 3. Council Officers have never had concerns raised with them or witnessed an issue with back strain of pallbearers. Some of the older cemeteries where reservations are held are always going to provide a challenge as the pallbearers will be traversing over/ around existing graves to get where they need to be.
Council believes this would increase its costs (aside from the initial outlay) and increase workload through the requirement of two personnel to install the unit over an open grave (as they are flexible) whereas currently Council has one person on site setting up the grave at completion of excavation.
Council is however happy to discuss the option of storing such a piece of equipment on behalf of the funeral director but do not see benefit in procuring its own.
Mr Spinks advised that the response was provided to Mr Adrian Neasey from Parkside Funerals earlier today and should he have any queries he was invited to make contact with the Mayor and General Manager regarding this matter.
8.3 Response(s) to Public Questions taken on notice from previous meetings
Nil
8.4 Public Questions without Notice
The Chairperson is to invite members of the public present to ask questions without notice. When dealing with questions that require research or a detailed response, the Chairperson may require that the question be put on notice and in writing. Responses will be provided at the next Ordinary Council Meeting.
______Council Minutes 17 10 19 10 A summary of questions without notice and response(s) and the name of the person asking the question will be recorded in the minutes.
Public Question Time was taken at 6.15pm.
8.4.1 Mr Trevor Spinks, Massey Street Smithton, re construction costs for SWIRL
Mr Spinks enquired how the final costing of the construction of SWIRL compared to the budgeted figure.
The Director Strategic Governance advised that there were still final works and payments occurring at the SWIRL site, and it was expected to gain a full final cost by March 2020.
8.4.2 Mr Trevor Spinks, Massey Street Smithton, re Massey Street Lookout area plans
Mr Spinks congratulated CHYL representatives for their question at last month’s Council Meeting regarding the Massey Street Lookout area and enquired what the current situation was and what was being planned for redevelopment of the site.
The General Manager advised that Council had looked at a couple of options at the location where investment could be made outside major pieces of infrastructure which would reduce the depreciation pressure on Council, and from that Council will further conduct discussions with Sustainable Timbers Tasmania and Department of State Growth with regard vegetation management onsite, cautious that removal of too much vegetation may cause instability of the hillside.
He added that there were no current budget commitments but noted that substantial changes were being considered at this point in time.
9.0 NOTICES OF MOTION
Legislative Reference: Local Government (Meeting Procedures) Regulations 2015; Regulation 16
Nil
10.0 PLANNING AUTHORITY ITEMS
Legislative Reference: Local Government (Meeting Procedures) Regulations 2015 Regulation 25
______Council Minutes 17 10 19 11 Judicial Review Act
There were no Planning Authority items for consideration.
11.0 REPORTS OF OFFICERS AND COMMITTEES
RESOLUTION FOR CONSIDERATION OF LATE ITEMS AT MEETING
Legislative Reference: Local Government (Meeting Procedures) Regulations 2015; Regulation 8 (6) Local Government Act 1993
The General Manager, in accordance with Regulation 8(6)(a) of Local Government (Meeting Procedures) Regulations 2015 submitted the following report for consideration by the Council which did not appear on the Council Meeting Agenda:
Nil
______Council Minutes 17 10 19 12
No. 11.1
Title: Draft Public Buildings and Facilities Policy and Guideline
Proponent: Director Infrastructure and Development Location: Infrastructure and Development Reporting Officer: Strategic Planner Date: 17 October 2019 File: Appendices: 1. Draft Public Buildings and Facilities Policy 2. Draft Public Buildings Design Guideline
PURPOSE
The purpose of this report is to seek Council’s endorsement to seek public comment on the Draft Public Buildings and Facilities Policy and associated Guideline.
BACKGROUND
The Policy, and Guidelines were developed by internal staff to address some issues that have been raised in recent years around the use and development of Council land. Some building projects in the past have resulted in low quality structures which in prematurely degraded buildings or ineffective use of urban spaces and public assets. Additionally, when enquiries have been made from other organisations, government departments, or community groups to develop new buildings on Council land there have been no guides as to how this might occur or what design outcomes Council would require.
At its 5 September 2019 workshop Council was presented with and supported the introduction of the Policy and associated Guideline. Some minor changes to wording were suggested and adopted in the final draft attached.
DETAILS
Public Buildings are a long-term investment for councils which require careful design and management in order to ensure they are a sound investment. They have the potential to provide continued benefit to the community and provide examples of sustainable building and urban design principles. It is proposed that a Public Buildings and Facilities Policy (the Policy), and Public Building Design Guideline (the Guideline) be considered to make these processes of developing and upgrading public buildings more robust, consistent, and considered.
______Council Minutes 17 10 19 13 A Public Buildings and Facilities Policy acknowledges the value and importance of public buildings and facilities as vital urban infrastructure which will support many future generations of the community. Use of the Policy will enable Council to confidently facilitate more strategic and holistic design, which takes into account changing community needs and expectations, environmental considerations, and whole of life building costs. It also offers opportunity for design elements to be incorporated which have potential to extend the benefit of public buildings to a greater portion of the community.
The Policy incorporates statements regarding Council’s commitment to the highest possible standard of building and urban design, taking into account long term resilience to a changing community and climate, and financial constraints.
The Guideline is drafted to provide clear design principles which are based on industry best- practice. The principles include financial responsibility, aesthetic considerations, environmental considerations, and accessibility considerations. The design principles do not seek to replicate building regulations, but instead seek to identify factors which are often overlooked in the development process that can maximise the social, financial, and environmental benefits.
In outlining a set of key principles the Guideline also provide a resource and benchmark for external parties seeking to undertake projects on Council land.
STATUTORY IMPLICATIONS
The Policy and Guideline are consistent with, and complimentary to, the Circular Head and Waratah Wynyard Health and Wellbeing Plan 2019-2024, Council’s Asset Management Policy and Procurement Policy, and the Open Space, Sport and Recreation Plan 2016-2026.
STRATEGIC IMPLICATIONS
The Policy and Guideline are consistent with the following relevant goals of the Circular Head Corporate Strategic Plan 2017-2027:
GOAL 3: Connected Communities
The Circular Head community will be inclusive and resilient with a strong sense of belonging. People will be connected to one other and the world around them.
GOAL 4: Community Recreation and Wellbeing
Circular Head will be a place where services, facilities and open space provide opportunities for individuals and groups of all ages and abilities to participate in recreational activities that encourage health and wellbeing.
GOAL 6: Transport and Access
______Council Minutes 17 10 19 14
Circular Head will be a place where a safe, fit-for-purpose and sustainable transport and access network is provided and maintained for present and future community needs.
GOAL 7: Environment
The world class environment of Circular Head will be respected and enhanced. Planning for and promoting its sustainable management and use will ensure a safe, healthy and unique lifestyle.
POLICY IMPLICATIONS
There are currently no specific policies relating to the development and upgrades of buildings and facilities which are owned, leased or managed by Council, or managed by others on Council land. This Policy would be engaged when building works are considered and the Guideline can be used to aid discussions around design outcomes and expectations, and the subsequent budgeting requirements. In general, the Guideline would apply to all building works, however it will be at the Council’s discretion as to whether some components are relevant, such as when considering very small projects.
The policy is consistent with and complimentary to the Circular Head and Waratah Wynyard Health and Wellbeing Plan 2019-2024, Council’s Asset Management and Procurement Policies, and the Open Space, Sport and Recreation Plan 2016-2026.
FINANCIAL IMPLICATIONS
Council officer time spent in drafting and operating this policy is considered to be an investment in the towns of Smithton and Stanley, through encouraging the highest possible urban design outcomes which result in financial, social and environmental sustainability and ultimately the liveability of the townships.
Although some of the design principles involve design components which required a higher initial investment, it is expected that through greater focus on the development stage of building projects, plus design components aimed at reducing operating costs, the whole of building lifecycle costs will be reduced. A component of the Policy Statement also outlines that Council will manage development and upgrades in accordance with the guidelines where resources permit which can enables a level of flexibility if needed.
RISK IMPLICATIONS
The policy is not expected to increase Council’s exposure to risk. By incorporating the design principles outlined in the Guideline, Council reduces its exposure to electricity price variables, climate variables (affecting heating, ventilation, cooling and landscaping),
______Council Minutes 17 10 19 15 unnecessary/unexpected maintenance associated with low quality building materials, and changing modes of transport.
CONSULTATION PROCESS
The Policy and Guideline have been developed with relevant council officers and undergone the necessary changes to address the issues outlined in this report. As mentioned, the Draft Policy and Guidelines were presented to and supported by the Council at its 5 September 2019 workshop.
The community will be provided with the opportunity to comment on the Draft Policy and Guideline.
COMMENT
The Public Buildings and Facilities Policy and associated Guideline provide a position and principles by which Council can consider and manage the development and upgrades of buildings and facilities which are owned, leased or managed by Council, or managed by others on Council land. The success of the Policy is to be monitored, and the Policy is recommended for review by October 2020.
It is therefore recommended that Council endorse the Draft Public Buildings and Facilities Policy and associated Guideline, provided as appendices to this report, for public consultation.
MOVED: CR BERECHREE SECONDED: CR POPOWSKI
That Council endorse the Draft Public Buildings and Facilities Policy and associated Guideline, provided as appendices to this report, for public consultation.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
Cr Popowski suggested that the draft Policy should include demolition of buildings, and also the checking of Heritage significance of buildings prior to any proposed upgrades or demolitions.
Mayor Quilliam advised that this would be provided to Council Officers for consideration in feedback.
______Council Minutes 17 10 19 16 33 Goldie Street PO Box 348 SMITHTON TAS 7330 PUBLIC BUILDINGS AND FACILITIES DX 70706 SMITHTON POLICY [email protected] (03) 6452 4800 www.circularhead.tas.gov.au
SCOPE
This policy relates to the development and upgrades of buildings and facilities which are owned, leased or managed by Council, or managed by others on Council land.
PURPOSE
To ensure all buildings that are owned, leased or managed by Council, or are on Council land, are of a high standard incorporate good design and sustainability principles. To future-proof Council’s assets by providing buildings which can serve the needs of a changing community and be resilient to the impacts of changing climate. To guide organisational practices to manage the social, environmental and financial aspects of Council’s buildings. To reduce the environmental impacts of constructing, renovating and operating Council’s buildings. To provide a quality, healthy, comfortable and safe built environment for the users. POLICY STATEMENT
Council will manage the development and upgrades of buildings and facilities which are owned, leased or managed by Council, or managed by others on Council land in accordance with the Public Buildings Design and Management Guidelines, where resources permit, for the long-term benefit of the community. Council’s procurement of new buildings or upgrades will be carried out to achieve value for money, though social and environmental factors should be balanced with economic considerations. New buildings and upgrades are to consider a changing climate and be resilient according to best available information. Council buildings are to be, wherever possible, flexible and adaptable to accommodate a range of possible users to reduce the number of inactive Council assets. REFERENCES & RELATED DOCUMENTS
CG0013 Public Buildings and Facilities Design Guideline Circular Head Health and Wellbeing Plan 2019-2024 Asset Management Policy Procurement Policy Open Space, Sport and Recreation Plan 2016-2026 DEFINITIONS
Nil
ATTACHMENTS
Nil
DOC NO: CP013 VERSION NO: 1 APPROVAL DATE: RESPONSIBILITY: Director Infrastructure & APPROVED BY: Council REVIEW DATE: Development Services ______Council Minutes 17 10 19 17
33 Goldie Street PO Box 348 SMITHTON TAS 7330 DRAFT PUBLIC BUILDINGS AND DX 70706 SMITHTON [email protected] FACILITIES DESIGN GUIDELINE (03) 6452 4800 www.circularhead.tas.gov.au
REFERENCES & RELATED DOCUMENTS CP013 Public Buildings and Facilities Policy
RATIONALE/BACKGROUND
Building Design Principles
All Council building projects, including the associated infrastructure, are to consider the following design principles:
Financial Responsibility • Whole of lifecycle to be considered (maintenance and replacement costs over life of building) • Design life exceeds 50 years – within this period the building should not require more than minor maintenance procedures to remain attractive and functional • Buildings and facilities are multi-functional to meet a broad range of possible user groups • Building investment reflects expected user rates, location, visibility and proximity to town centres – (service level in accordance with Asset Management Policy)
Aesthetic consideration • Buildings are readily recognisable as public buildings through their design features, material choices, branding, and relationship to the surrounding buildings and infrastructure • Proposals are reviewed at Council’s discretion to consider the design within the context of the area • Projects with a value over $100,000 should include public art works at a ratio of 1% of the cost of the development up to a maximum of $20,000. Public artworks can include not only what we might consider ‘high’ or ‘fine’ art or ‘monumental’ works but also design elements such as street furniture, architectural details, or interpretive materials
Environmental Consideration • A minimum of 6% of the cost is dedicated to components of the building aimed at sustainability – Renewable energy generation should aim to meet a 7 year simple payback period.
DOC NO: CG012 VERSION NO: 1 APPROVAL DATE: 21 February 2019 RESPONSIBILITY: Manager Development & Regulatory APPROVED BY: Council REVIEW DATE: February 2021 Services ______Council Minutes 17 10 19 18
33 Goldie Street PO Box 348 SMITHTON TAS 7330 DRAFT PUBLIC BUILDINGS AND DX 70706 SMITHTON [email protected] FACILITIES DESIGN GUIDELINE (03) 6452 4800 www.circularhead.tas.gov.au
• Energy efficiency is maximised by use of natural lighting, ventilation, heating and cooling beyond minimum statutory requirements • Opportunities for renewable energy generation are integrated into any design • Water efficiency is maximised and rainwater collected where possible to support non- potable uses such as toilet flushing and/or irrigation • Public green space and natural habitat is enhanced using landscaping which, once established, does not require irrigation to maintain over dry periods • Construction materials and techniques consider reducing building waste a priority
Accessibility Consideration • The location and purpose of any new buildings is to reinforce the principles outlined in the Open Space Sport and Recreation Plan 2016-2026 • Buildings and facilities maximise out-of-hours and informal use for broader public benefit • Walking, cycling, and public transport are supported by the design and location of the building. Any consideration for cars includes provision for electric car charging stations.
DOC NO: CG012 VERSION NO: 1 APPROVAL DATE: 21 February 2019 RESPONSIBILITY: Manager Development & Regulatory APPROVED BY: Council REVIEW DATE: February 2021 Services ______Council Minutes 17 10 19 19
No. 11.2
Title: Audit Panel – Charter Amendment & Code of Conduct
Proponent: General Manager Location: Governance Reporting Officer: Executive Officer Strategy & Performance Date: 1 October 2019 File: Circular Head Audit Panel Appendices: Circular Head Council Audit Panel Charter (October 2019) & Code of Conduct for Members of the Circular Head Council Audit Panel (October 2019)
PURPOSE
This report is presented for the Council to consider the revised Audit Panel Charter and Code of Conduct for Members of the Circular Head Audit Panel based on amendments to the Local Government Audit Panels – A Practice Guide (Revision March 2018).
BACKGROUND
In February 2014 the Tasmanian State Government passed legislation that requires all Tasmanian Councils to establish an Audit Panel. Ministerial Orders were subsequently issued that specify the minimum requirements and matters to be considered by the Audit Panel.
Under the Ministerial Order, Audit Panels must comprise between three and five members. A three member panel must have at least one independent member, that is, someone who is not a councillor, staff member or immediate past staff member of the Council. Audit Panels with four or more members must have at least two independent members. An independent member must be chair of the Audit Panel.
Members of the Audit Panel may be a councillor (other than the Mayor), a councillor or employee of another council or a member of an Audit Panel of another council. Independent members of an Audit Panel must possess good business acumen, sound management and communication skills and have knowledge and expertise in areas of audit practice, financial management, relevant industries and governance processes, including, but not limited to, risk management.
The Audit Panel is to develop an annual work plan that includes a schedule of meetings and the objectives for each meeting. The Audit Panel is required to hold at least four meetings per year, with a majority of members constituting a quorum. There is no quorum in the absence of an independent member of the panel.
______Council Minutes 17 10 19 20 The General Manager or his or her delegate is to attend all meetings of the Audit panel as is the Financial Manager or his or her delegate. The Financial Manager is the person determined by the General Manager to be responsible for the preparation of the financial statements.
The functions of an Audit Panel as defined in Section 85A of the Act and in the Ministerial Order are to consider:
• Whether the annual financial statements accurately reflect the state of affairs of the council; • how the strategic plan, annual plan, long term financial management plan and long term strategic asset management plan are integrated and the processes and assumptions under which those plans were prepared; • whether the accounting, internal control, anti-fraud, anti-corruption and risk management policies, systems and controls safeguard the long term financial sustainability; • whether the council complies with the provisions of the Act and other legislation; and • Whether the council has taken effective action in relation to previous recommendations.
The Audit Panel may invite, or allow, any councillor or employee to attend any meeting. A copy of the Minutes of the Audit Panel’s meeting is to be provided to the Council as soon as reasonably practical.
On conducting a review under Section 85A of the Act the Audit Panel is to provide a written report of its conclusions and recommendations, if any.
Council is required to provide secretarial support and all necessary funding required by its Audit Panel.
DETAILS
Along with the King Island and Waratah-Wynyard Councils, the Council appointed a shared Audit Panel on 3 August 2015.
The current members of the shared Audit Panel and their terms of office are as follows: 1. Mr John Howard – Audit Panel Chair (Asset Management expertise) – expires 3 August 2022; and 2. Mrs Lisa Dixon – Audit Panel member (Financial expertise) – expires 3 August 2020. 3. Mr Stephen Allen – Audit Panel member (Financial expertise) – expires 18 August 2021.
King Island, Waratah-Wynyard and Circular Head Councils adopted individual Audit Panel Charters in 2015. The Circular Head Council Charter was reviewed in March 2017 to reflect changes to travel costs and professional development for Audit Panel Members, and to include a CPI Hobart based indexation to Audit Panel Member remuneration. In December 2017 the Audit Panel Charter was revised to reflect the changes to the membership structure of the Audit Panel.
______Council Minutes 17 10 19 21
In March 2018 the Local Government Division of Premier and Cabinet released the revised Local Government Audit Panels – A practice guide. The practice guide is consistent with the requirements under Tasmanian legislation and is designed to complement the mandatory provisions of the Act. It provides context and practical information for councils on audit panel functions and membership. The document also provides a Model Audit Panel Charter and Model Code of Conduct for Members of Audit Panels. The revised Circular Head Audit Panel Charter and Code of Conduct are based on the models within the Local Government Audit Panels – A practice guide.
STATUTORY IMPLICATIONS
An Audit Panel is a mandatory requirement under sections 85 of the Local Government Act 1993.
Section 85A of the Act details the functions of the Audit Panels to include review Council’s performance in relation to financial systems, financial management, governance arrangements, policies, systems and controls as well as all plans required under Part 7 of the Act.
Section 85B of the Act provides for Ministerial Orders to specify requirements for Audit Panels beyond those required under Section 85A
The Local Government (Audit Panels) Order was issued on 10 February, 2014.
STRATEGIC IMPLICATIONS
Circular Head Corporate Strategic Plan 2017-2027
Goal 1: Leadership and Governance Circular Head Council will ensure efficient, effective and cohesive leadership through a business excellence framework in which strategy and direction drive evidence-based decision making.
Outcome: We are recognised for proactive and engaged leadership that is inclusive and accountable.
Priorities: 1.1 Provide strong, consistent and inspiring leadership. 1.2 Ensure that council decisions are evidence-based and meet all legislative requirements. 1.3 Deliver responsible financial efficiencies by providing strategic frameworks that demonstrate transparency and consistency throughout Council.
______Council Minutes 17 10 19 22 POLICY IMPLICATIONS
The Audit Panel provides an independent review mechanism for Council’s policies and procedures.
FINANCIAL IMPLICATIONS
The revised Charter will result in a negligible increase in costs. The Charter does clarify the annual CPI increase calculation for Audit Panel fees.
RISK IMPLICATIONS
The Audit Panel provide oversight to Council’s operations. The Audit Panel Charter and Code of Conduct provide clarity to Council and Audit Panel members regarding the roles and responsibilities of the Audit Panel.
CONSULTATION PROCESS
A copy of the revised Audit Panel Charter was circulated to the Audit Panel members ins September 2019 for comment.
COMMENT
It is therefore recommended that the Council:
1. Adopt the amended the Circular Head Audit Panel Charter to incorporate the changes in the Local Government Audit Panels – A Practice Guide (Revision March 2018: a. including clarification of composition and tenure of the Audit Panel; and b. including the additional key audit areas of systems of internal control, risk management frameworks and procurement; and c. including details required in the Audit Panel Annual Report to Council; and d. including clarification of Audit Panel Member interest notification and confidentiality; and e. details of current remuneration for Audit Panel members.
2. Adopt the Code of Conduct for Members of the Circular Head Council Audit Panel.
MOVED: CR ETTLIN SECONDED: CR BLIZZARD
That the Council:
______Council Minutes 17 10 19 23
1. Adopt the amended Circular Head Audit Panel Charter to incorporate the changes in the Local Government Audit Panels – A Practice Guide (Revision March 2018): a. including clarification of composition and tenure of the Audit Panel; and b. including the additional key audit areas of systems of internal control, risk management frameworks and procurement; and c. including details required in the Audit Panel Annual Report to Council; and d. including clarification of Audit Panel Member interest notification and confidentiality; and e. details of current remuneration for Audit Panel members.
2. Adopt the Code of Conduct for Members of the Circular Head Council Audit Panel.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 24 CIRCULAR HEAD COUNCIL
DRAFT Circular Head Council Audit Panel Charter
The Circular Head Council (the Council) has established the Audit Panel in compliance with Division 4 of the Local Government Act 1993 (the Act), the Local Government (Audit Panels) Order 2014 (the Audit Panels Order) and the Local Government (Audit Panels) Amendment Order 2015.
This charter sets out the panel’s objectives, authority, composition, tenure, functions, reporting and administrative arrangements.
Objective
The objective of the Audit Panel is to review the Council’s performance under section 85A of the Act and report to the Council its conclusions and recommendations.
Authority
The Council authorises the Audit Panel, within its responsibilities, to:
• obtain any information it requires from any employee or external party (subject to any legal obligation to protect information);
• discuss any matters with the Tasmanian Audit Office (TAO), or other external parties (subject to confidentiality considerations);
• request the attendance of any employee, including members of the Council, at Audit Panel meetings; and
• obtain legal or other professional advice, as considered necessary to meet its responsibilities, consistent with the financial resources available to the Panel.
Composition and Tenure
The Audit Panel comprises three (3) independent members, appointed by the Council.
A person who is an employee, or the General Manager, or the Mayor of the Council is not eligible for appointment as a member of the panel.
A person who is an employee or councillor of another municipal council is not eligible for appointment as a member of the panel.
If a Commissioner is appointed to the Council, he or she may be appointed as a member of the panel.
Circular Head Council Audit Panel Charter Page 1 of 6 ______Council Minutes 17 10 19 25 CIRCULAR HEAD COUNCIL
The Council will appoint an independent member as the Chairperson of the panel.
Audit Panel members are appointed for a period of three years. Terms will be coordinated so that a position becomes vacant each year, rather than simultaneous vacancies. An adjustment to existing panel terms may be required in the first instance to coordinate this arrangement.
Audit Panel members may be re-appointed at the discretion of the Council, 6 months prior to the expiration date if both parties are agreeable.
Functions
To comply with the Audit Panels Order, when reviewing the Council's performance, the Audit Panel is to consider:
• the Council’s financial system, financial governance arrangements and financial management;
• whether the annual financial statements of the Council accurately represent the state of affairs of the council;
• whether and how the strategic plan, annual plan, long-term financial management plan and long-term strategic asset management plans of the Council are integrated and the processes by which, and assumptions under which, those plans were prepared;
• the accounting, internal control, anti-fraud, anti-corruption and risk management policies, systems and controls that the Council has in relation to safeguarding its long-term financial position;
• whether the Council is complying with the provisions of the Act and any other relevant legislation; and
• whether the Council has taken any action in relation to previous recommendations provided by the Audit Panel to the Council and, if it has so taken action, what that action was and its effectiveness; and
• any other activities within the panel’s remit, as determined by the panel.
Circular Head Council Audit Panel Charter Page 2 of 6 ______Council Minutes 17 10 19 26 CIRCULAR HEAD COUNCIL
Key Areas
In fulfilling its functions, the Audit Panel should consider the following key areas:
• corporate governance;
• systems of internal control;
• risk management frameworks;
• human resource management, including policies, procedures and enterprise agreements;
• procurement;
• information and communications technology governance;
• management and governance of the use of data, information and knowledge; and
• internal and external reporting requirements.
Responsibilities of Panel Members
Members of the Audit Panel are expected to understand and observe the legal requirements of the Act and the Audit Panels Order. Members are also expected to:
• act in the best interests of the Council;
• apply sound analytical skills, objectivity and judgment;
• express opinions constructively and openly;
• raise issues that relate to the Audit Panel’s functions and pursue independent lines of enquiry within the Panel’s deliberations and meetings; and
• contribute the time required to review the papers provided.
Reporting
The Audit Panel is to provide a copy of its meeting minutes to the Council as soon as practicable after each Audit Panel meeting.
If the Audit Panel has conducted a review under section 85A of the Act, the Audit Panel must provide a written report of its conclusions and recommendations to the Council as soon as practicable after the review is completed.
Circular Head Council Audit Panel Charter Page 3 of 6 ______Council Minutes 17 10 19 27 CIRCULAR HEAD COUNCIL
The Audit Panel must provide an annual report to the Council that comprises, at least:
• a summary of the work undertaken and significant findings during the past year;
• a review of the Panel’s Charter and, if required, recommended changes to the Council for its approval;
• an update on the membership of the Panel, in particular if there have been or may be change;
• the significant aspects of the Panel’s deliberations for the coming year, together with a proposed work plan for the coming year; and
• any other matters deemed, by the Panel, as requiring the Council’s attention.
Administrative arrangements
Meetings
The Audit Panel will meet at least four times per year.
The Audit Panel is to regulate its own proceedings in accordance with this Charter.
The Chairperson may determine that a meeting is to be held in private.
The General Manager and Director Corporate Services (Chief Financial Officer), or their delegates, are to attend Audit Panel meetings unless the Chairperson determines a meeting is to be held in private.
The Audit Panel may invite or allow any councillor and/or employee of the Council and/or representative of the TAO to attend meetings of the Audit Panel.
Quorum
A quorum of the Audit Panel meeting is two members, including at least one independent member.
Work plan
The Audit Panel is to develop an annual work plan that includes, but is not limited to, a schedule of meetings and the known objectives for each meeting.
All discretionary items referred to the Audit Panel that fit within its remit should be brought before the Panel so it can determine which items will be prioritised for inclusion in the work plan.
Circular Head Council Audit Panel Charter Page 4 of 6 ______Council Minutes 17 10 19 28 CIRCULAR HEAD COUNCIL
The forward meeting schedule should include the dates, location, and proposed agenda items for each meeting.
Secretariat
The Council, in consultation with the Audit Panel, will appoint a person to provide secretariat support to the Audit Panel. The secretariat will:
• ensure the agenda for each meeting is approved by the Chairperson;
• ensure the agenda and supporting papers are circulated at least one week prior to the meeting; and
• ensure the minutes of the meetings are prepared and submitted to the Council as soon as practicable after each meeting.
Resources
The Audit Panel will hold at least annual discussions with the General Manager in relation to the resources to be made available to enable the Panel to meet its requisite functions and achieve its objectives.
Interests
Audit Panel members must declare any real, potential or perceived pecuniary or non- pecuniary interests that may affect them in carrying out their functions. The Audit Panel member with the interest must also notify the General Manager of the Council, in writing, of the interest within seven days of declaring the interest.
Independent members are to consider past employment, consultancy arrangements and related party issues in making these declarations.
A standing item for declarations of interests should be included in all panel meeting agendas.
The Chairperson of the Audit Panel is to ensure that the declaration of an interest is recorded in the minutes of the meeting and any relevant written report.
Confidentiality
Audit Panel members must maintain the confidentiality of any information, documents and communication that the Council or Audit Panel has designated as being in confidence, and only access Council information in order to perform their role as an Audit Panel member.
Circular Head Council Audit Panel Charter Page 5 of 6 ______Council Minutes 17 10 19 29 CIRCULAR HEAD COUNCIL
Code of conduct
Audit Panel members are to abide by standards of behaviour in the Code of Conduct for Members of the Audit Panel.
Induction
The Council will provide new Audit Panel members with relevant information and briefings on their appointment to assist them to meet their Audit Panel responsibilities.
Remuneration - Fees 2019/20
Independent members of the Audit Panel shall be paid a sitting fee of $433.80 (ex GST) per meeting attended.
Audit Panel members will be paid the following per annum for being a member of all participating Councils:
• • Chairperson $2,169.02 (ex GST)
• • Independent member $650.70 (ex GST)
Annual fees are to be shared equally between participating Councils.
Audit Panel fees will be adjusted annually as at 1 July based upon the change in CPI (Hobart) for the 12 months to June.
Review of Charter
The Council, in conjunction with the Audit Committee, will review this charter at least every two years for re-adoption.
Approved by Circular Head Council
[Signature]
Mayor
Date
Insert Council Approval copy from Minutes here
Circular Head Council Audit Panel Charter Page 6 of 6 ______Council Minutes 17 10 19 30 CIRCULAR HEAD COUNCIL
DRAFT Code of Conduct
for Members of the Circular Head Council Audit Panel
This code of conduct sets out the standards of behaviour expected of the Circular Head Council’s Audit Panel members (members). The standards support the characteristics of good governance outlined in the Good Governance Guide for Local Government in Tasmania (reference below).
As an independent source of scrutiny in the interests of the community, the Audit Panel provides checks and balances on key Council activities and a means of highlighting issues that require strategic attention.
Councillors who are members of the Audit Panel are in a unique position and have an obligation to maintain an Audit Panel perspective in the interests of the community when they discharge their duties as Panel members, i.e. they must display independence of mind, separate from their role as a councillor.
In performing their role on the Circular Head Council’s Audit Panel, and in acting in the best interests of the community, all members of the Circular Head Council Audit Panel commit to the following standards.
1. Effective Management of Conflicts Of Interest Members avoid conflicts of interest that arise between their personal interests and their public duty as an Audit Panel member, as far as reasonably possible. This includes pecuniary and non-pecuniary conflicts of interest (actual, potential or perceived). Where avoidance is not possible, members appropriately manage conflicts of interest. Members are responsible for acting in good faith and exercising reasonable judgment to manage conflicts of interest, including the offer or receipt of gifts and benefits.
Council members may at times deal with conflicts of interest as a consequence of their dual roles as an audit panel member and a councillor. This may present as a conflict between the interests of the community (as seen from the Audit Panel perspective).
All members will regularly provide advice of their actual, potential and perceived conflicts to the panel.
Code of Conduct for Members of the Circular Head Council Audit Panel Page 1 of 2 ______Council Minutes 17 10 19 31
2. Proper use of Council Information Members maintain the confidentiality of any information, documents and communication that the Council or panel has designated as being in confidence. Members only access Council information needed for them to perform their role as a panel member and not for personal interests or reasons.
3. Proper use of position Members perform their role in the best interests of the Council and the community. Members operate within the intended scope of the Audit Panel (as outlined in the Audit Panel Charter) and adhere to relevant Council policies and procedures.
4. Appropriate interactions Members act ethically and treat all persons with fairness and respect. Members conduct themselves in a way that positively represents the panel, and is in the best interests of the Council and the community. Members interact appropriately with fellow members, councillors, Council staff and the community, and give full respect and consideration of to all relevant information known to them. Members should not interact directly with council staff without the prior approval of the panel and the general manager.
In addition, from time to time Council may have policies which may be applicable to the functioning of the Circular Head Council Audit Panel.
Further information on the ethical standards covered in this code of conduct, and the terminology used, can be found in the Good Governance Guide for Local Government in Tasmania: (www.dpac.tas.gov.au/divisions/local_government).
Approved by Circular Head Council
[Signature]
Mayor
Date
Insert Council Approval copy from Minutes here
Code of Conduct for Members of the Circular Head Council Audit Panel Page 2 of 2 ______Council Minutes 17 10 19 32
No. 11.3
Title: Delegations Register
Proponent: General Manager Location: Governance Reporting Officer: Executive Officer Civic Governance Date: 8 October 2019 File: Appendices: 1. Delegations Register September 2019
PURPOSE
The report is presented to allow the Council to endorse delegations to the General Manager and amendments to the Delegations Register from the General Manager to Council Officers that will assist in expediting the functions of Council.
STATUTORY IMPLICATIONS
Local Governments have the ability to delegate certain powers to the General Manager or to Committees under Section 22 of the Local Government Act 1993 in order to expedite their day to day functions.
S64 of the Local Government Act 1993 Delegation by the General Manager provides:
“The General Manager, in writing may delegate to an employee of the Council- a) any powers or functions under this or any other Act, other than this power of delegation; and b) any powers or functions delegated by the Council with the Council authorised the General Manager to delegate.”
STRATEGIC IMPLICATIONS
The review of Delegations is consistent with the following relevant goals of the Circular Head Corporate Strategic Plan 2017-2027:
GOAL 1: Leadership and Governance
Circular Head Council will ensure efficient, effective and cohesive leadership through a business excellence framework in which strategy and direction drive evidence-based decision making.
______Council Minutes 17 10 19 33
GOAL 2: Organisational Support
Circular Head Council will support a positive and innovative culture, enabling best practice delivery that is customer focused. Its strong leadership will enable the development and empowerment of its people.
POLICY IMPLICATIONS
Policies relating to requirements for delegations are currently under review.
FINANCIAL IMPLICATIONS
There are no significant financial implications.
RISK IMPLICATIONS
Failure to delegate required powers and duties will expose the Council to risks as a result of the officer’s subsequent failure to execute certain duties and powers lawfully required under various acts associated with Local Government.
CONSULTATION PROCESS
General Manager All Directors Discussed with departmental teams
COMMENT
It is therefore recommended that the Council:
1. In accordance with Section 22 of the Local Government Act 1993, Delegation by Council, endorses the Delegations Register dated August 2019; 2. Authorises the sealing of a document containing the delegations referred to in items 1, 2 of the General Manager’s Delegation from the Council within the Register; 3. Complete a total review the Delegations Register on a biennial (two yearly) basis.
______Council Minutes 17 10 19 34 MOVED: CR WOODWARD SECONDED: CR POPOWSKI
That the Council:
1. In accordance with Section 22 of the Local Government Act 1993, Delegation by Council, endorses the Delegations Register dated August 2019; 2. Authorises the sealing of a document containing the delegations referred to in items 1, 2 of the General Manager’s Delegation from the Council within the Register; 3. Complete a total review the Delegations Register on a biennial (two yearly) basis.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
Cr Woodward enquired whether the General Manager was responsible for the implementation of delegations. The General Manager advised that he was responsible for approving the delegations.
Cr Popowski enquired whether financial documents were currently counter-signed by two members who have same or higher financial delegations, and enquired whether the Audit Panel were satisfied with the current practices. The Director Corporate Services advised that invoices were signed by one delegated officer however all payments made were checked by two members, and that the Auditors were satisfied with the current process being undertaken. She also added that officers were familiar with their own departmental budgets and responsibility which provided additional checks, and that expenditure was audited however budgets themselves did not form part of the auditing process.
______Council Minutes 17 10 19 35
DELEGATIONS REGISTER
This Register is kept pursuant to Section 22(4)(a) of the Local Government Act 1993
ENDORSED BY CIRCULAR HEAD COUNCIL (INSERT DATE)
EFFECTIVE FROM (DATE ENDORSED BY COUNCIL)
______Council Minutes 17 10 19 36
______DelegationsCouncil Minutes Register 17 10 October 19 2019 2 37
TABLE OF CONTENTS
REGISTER OF AMENDMENTS TO DELEGATIONS ...... 5 LOCAL GOVERNMENT ACT 1993 ...... 6 INSTRUMENT OF DELEGATION BY COUNCIL ...... 6 DELEGATION TO GENERAL MANAGER ...... 8 INSTRUMENT OF DELEGATION BY COUNCIL ...... 8 LOCAL GOVERNMENT ACT 1993 ...... 10 DELEGATIONS ...... 10 AUTHORISATION OF EXPENDITURE ...... 12 POWERS OF ENTRY ...... 14 BUILDING ACT 2000 ...... 16 WEED MANAGEMENT ACT 1999 ...... 17 BURIAL AND CREMATION ACT 2002 ...... 18 DOG CONTROL ACT 2000 ...... 19 ENVIRONMENTAL MANAGEMENT AND POLLUTION CONTROL ACT 1994 ...... 20 LITTER ACT 2007 ...... 22 PLUMBING REGULATIONS 2004 ...... ERROR! BOOKMARK NOT DEFINED. URBAN DRAINAGE ACT 2013 ...... 23 VEHICLE AND TRAFFIC ACT 1999 ...... 24 FOOD ACT 2003 ...... 25 AUTHORISED OFFICER ...... 25 PUBLIC HEALTH ACT 1997 ...... 26 LOCAL GOVERNMENT (BUILDING AND MISCELLANEOUS PROVISIONS) ACT 1993 ...... 28 STRATA TITLES ACT 1998 ...... 29 LOCAL GOVERNMENT (HIGHWAYS) ACT 1982 ...... 30 DELEGATION OF FUNCTIONS OR POWERS ...... 30 HEAVY VEHICLE NATIONAL LAW (TASMANIA) ACT 2013 ...... 31 LAND USE PLANNING & APPROVALS ACT 1993 ...... 34 PUBLIC INTEREST DISCLOSURES ACT 2002 ...... 36 APPOINTMENT OF RIGHT TO INFORMATION OFFICER ...... 37
______DelegationsCouncil Minutes Register 17 10 October 19 2019 3 38
ARCHIVES ACT 1983 ...... 38 AUTHORITY TO SIGN REGISTER OF RECORDS DESTROYED ...... 38 GENERAL / PURCHASING DELEGATIONS ...... ERROR! BOOKMARK NOT DEFINED. EMERGENCY PURCHASE ORDERS ...... ERROR! BOOKMARK NOT DEFINED. AFFIXING OF COMMON SEAL ...... 39 CHEQUE SIGNATORY AND EFT PAYMENTS ...... 40 PAYROLL AUTHORITY ...... 41
______DelegationsCouncil Minutes Register 17 10 October 19 2019 4 39
REGISTER OF AMENDMENTS TO DELEGATIONS
11 June 2008 Litter Act 2007 – Appointment under Section 8 – Authorised Officer (Replaces delegation under Litter Act 1973, Section 3 – Authorised Officer)
12 January 2010 Changes to Formatting and Terminology
April 2010 Changes to titles and formatting
November 2010 Complete review of delegations
November 2011 Complete review of delegations
January 2014 Complete review of delegations
September 2015 Complete review of delegations – organisation review and restructure
August 2019 Complete review of delegations by Directors
______DelegationsCouncil Minutes Register 17 10 October 19 2019 5 40
LOCAL GOVERNMENT ACT 1993
INSTRUMENT OF DELEGATION BY COUNCIL
Pursuant to Section 22 of the Local Government Act 1993, the Council hereby delegates to the General Manager, or a person acting in that position, the following powers and functions of Council.
DELEGATION:
1. The Council hereby delegates to the holder of the office of General Manager, or a person acting in that position, all of its functions or powers under this or any other Act other than – (a) this power of delegation, unless authorised by the Council; and (b) the powers referred to in subsection (3).
2. The Council delegates the following powers only to the General Manager and only on condition that the Council has determined appropriate policies and procedures to be followed in relation to those powers: (a) the collection of rates and charges under Part 9; (ab) the postponement of rates and charges, (b) the remission or rebate of rates and charges; (ba) the writing off of any debts owed to the Council; (c) the making of grants or the provision of benefits.
3. The Council does not delegate any of its powers relating to the following: (a) the borrowing of money or other financial accommodation; (b) the determination of the categories of expenses payable to Councillors and any member of any committee; (c) the establishment of Council committees, special committees, controlling authorities, single authorities or joint authorities; (d) the revision of the budget or financial estimates of the Council; (e) the revision of the strategic plan and the annual plan of the Council; (f) the appointment of the General Manager; (fa) the sale, donation, exchange or other disposal of land or public land; (fb) the decision to exercise any power under section 21(1); (g) the making of by-laws; (h) the making of rates and charges under Part 9;
______DelegationsCouncil Minutes Register 17 10 October 19 2019 6 41
(i) any other prescribed power.
CONDITIONS OF DELEGATION:
Appropriate policies and procedures referring to specific areas of the subsections in Clause 2 must be in place in order for the General Manager to have the powers as delegated. Reference should be made to current Policies which may give direction to specific sections of these clauses.
______DelegationsCouncil Minutes Register 17 10 October 19 2019 7 42
DELEGATION TO GENERAL MANAGER
INSTRUMENT OF DELEGATION BY COUNCIL
The Council delegates its powers and functions on the following Acts to the General Manager and Deputy/Acting General Manager pursuant to Section 22 of the Local Government Act 1993, and authorises the General Manager to further both act and delegate pursuant to Section 64(b) of the Local Government Act 1993, these powers or functions under the following legislation (but not restricted to) to such employees that the General Manager in his discretion, deems appropriate.
Archives Act 1983 Building Act 2000 Burial and Cremation Act 2002 Dog Control Act 2000 Environmental Management and Pollution Control Act 1994 Emergency Management Act 2006 Food Act 2003 Land Titles Act 1980 Land Use Planning and Approvals Act 1993 Litter Act 2007 Local Government Act 1993 Local Government (Building and Miscellaneous Provisions) Act 1993 Local Government (Highways) Act 1982 Public Health Act 1997 Public Interest Disclosures Act 2002 Resource Management and Planning Appeal Tribunal Act 1993 Right to Information Act 2009 Strata Titles Act 1998 Urban Drainage Act 2013 Vehicle and Traffic Act 1999 Waterworks Clauses Act 1952 Weed Management Act 1999
CONDITIONS OF DELEGATION:
Applications made under section 57 of the Land Use Planning and Approvals Act 1993 must be determined in accordance with the following conditions:
______DelegationsCouncil Minutes Register 17 10 October 19 2019 8 43
1. Applications made under Section 57 of the Land Use Planning and Approvals Act 1993 must be determined in accordance with the following conditions:
(a) Where no representations are received or representations do not relate to matters for which a discretion is being exercised by Council, the delegate may exercise delegation to determine applications; (b) Where the only representations received are from government departments or other agencies, authorities, or the like, as a result of a statutory requirement to refer the application the delegate may exercise delegation to determine applications; (c) In order to comply with the timeline constraints, applications under Section 57, whether or not representations are made, may be determined in situations where it is unlikely to be possible to present the application to an Ordinary Meeting of Council Acting as a Planning Authority, and the applicant is either unwilling or unable to reach an agreement for an extension of time under Section 57(6)(b) to allow the presentation of the application to such a meeting.
CONDITIONS OF DELEGATION:
Nil
Dated this (insert date)
Signed Cr Daryl Quilliam MAYOR
______DelegationsCouncil Minutes Register 17 10 October 19 2019 9 44
LOCAL GOVERNMENT ACT 1993
DELEGATIONS
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993:
To the Director Infrastructure & Development Services, the Manager Development & Regulatory Services and the Manager Engineering & Projects, and the functions and powers associated with:
Section 132 – Certificate of Liabilities Section 182 – Fencing Land Section 183 – Land Reinstated Section 185 – Compliance with Notice Section 189 – Closure of local highways Section 194 – Impounding animals Section 197 – Sale or destruction of unclaimed animals Section 198 – Destruction of animals Section 200 – Abatement Notices Section 201 – Necessary action to abate nuisance Section 247 – Right to carry out works Section 337 – Council Land information certificate
To the Director Corporate Services, the functions and powers associated with:
Section 75 – Investments Section 132 – Certificate of Liabilities Section 337 – Council Land information certificate
To the Director Strategic Governance, the functions and powers associated with:
Section 132 – Certificate of Liabilities Section 337 – Council Land information certificate
______DelegationsCouncil Minutes Register 17 10 October 19 2019 10 45
To the Revenue and Accounts Payable Officer, the functions and powers associated with: Section 132 – Certificate of Liabilities
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993:
To the Director Infrastructure & Development Services To the Manager Development & Regulatory Services
DELEGATION
1. The powers and functions of the General Manager under the Urban Drainage Act 2013; and 2. The powers and functions of the Council which have been delegated to the General Manager and authorised to be delegated.
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 11 46
AUTHORISATION OF EXPENDITURE
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council hereby delegate pursuant to Section 64(b) of the Local Government Act 1993:
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $100,000:
To the Director Infrastructure & Development Services To the Director Corporate Services To the Director Strategic Governance To the Director Community Services To the Manager Project Works and Services To the Manager Engineering & Projects
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $25,000:
To the Manager Asset Services To the Manager Corporate Services To the Manager Connected Communities To the Executive Officer Strategy & Performance To the Finance/Administration Officer To the Manager Development & Regulatory Services To the Roads Supervisor To the Projects Supervisor To the Project Coordinator Asset Review To the Maintenance Supervisor (in the absence of the Manager Projects, Works & Services due to leave, the powers and functions associated his appointment as Acting Manager Project Works & Services, with authorisation automatically increasing to $100,000)
______DelegationsCouncil Minutes Register 17 10 October 19 2019 12 47
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $10,000:
To the Technical Officer – Building and Facilities To the Cadet Town Planner (until 18 October 2019)
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $5,000:
To the Executive Officer Civic Governance
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $2,000:
To the Health & Safety Officer To the IT Coordinator
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $1,000:
To the Revenue and Accounts Payable Officer To the Environmental Health Officer (graduate)
To authorise expenditure for any lawful purpose in accordance with the approved Annual Plan and Budget up to a maximum of $200:
To the Compliance Officer
All limits exclude GST
CONDITIONS OF DELEGATION:
1. The authorisation shall only be exercised by officers for budget programs within their program responsibility, and in accordance with Council’s Procurement Policy.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 13 48
POWERS OF ENTRY
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, pursuant to Section 20A (Powers of Entry) of the Local Government Act 1993, authorise the following persons to enter land in the performance of their duties under this or any other Act:
To the Director Infrastructure & Development Services To the Director Strategic Governance To the Manager Project Works & Services To the Manager Development & Regulatory Services To the Environmental Health Officer (graduate) To the Town Planner To the Technical Officer - Engineering & Development To the Manager Engineering & Projects To Works Plus Officers To the NRM Officer To the Technical Officer – Building and Facilities To the Executive Officer Strategy & Performance To the Health & Safety Officer To the Plumbing and Compliance Officer To the Cadet Town Planner (until 18 October 2019) To the Compliance & Technical Coordinator To the Compliance Officer To Animal Control Officers (as appointed) To the Project Coordinator – Asset Review
DELEGATION:
1. In order that council may perform its functions or exercise its powers under this or any other Act council officers may enter land for a specific purpose or within the provisions
______DelegationsCouncil Minutes Register 17 10 October 19 2019 14 49
of the relevant Act.
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 15 50
BUILDING ACT 2016
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993 the following powers and functions of the Council pursuant to the Building Act 2000:
To the Director Infrastructure & Development Services and the Manager Development & Regulatory Services, to act on behalf of the General Manager discharging the functions and powers associated with the role of General Manager.
To the Manager Engineering & Projects, the functions and powers associated with:
Section 76 – Plumbing work without permit Section 82 – Granting plumbing or special plumbing permit Section 83 – Refusing plumbing or special plumbing permit Section 113 – Completion of plumbing work
Discharging the functions and Powers associated with the role of Permit Authority: (effective 05/10/17)
To the Compliance & Technical Coordinator
To the Plumbing and Compliance Officer, the functions and powers associated with:
Section 76 – Plumbing Work without permit
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 16 51
WEED MANAGEMENT ACT 1999
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council in accordance with the powers delegated to me, appoint the NRM Officer William (Bill) Walker, as an Inspector pursuant to Section 34(3) of the Weed Management Act 1999.
CONDITIONS OF DELEGATION:
1. The General Manager is to ensure that any appointment is made with the approval of the Secretary of the Department of Primary Industries, Parks, Water and Environment and that persons appointed are appropriately trained to undertake the role to the satisfaction of the Secretary.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 17 52
BURIAL AND CREMATION ACT 2002
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council hereby delegate pursuant to Section 64(b) of the Local Government Act 1993 the following powers and functions of the Council pursuant to the Burial and Cremation Act 2002:
To the Manager Development & Regulatory Services, the functions and powers associated with:
Section 28 – Closure of cemeteries for reasons of public health or public safety Section 41 – Interment otherwise than in cemetery
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as Authorised Officers pursuant to Section 51 of the Burial and Cremation Act 2002:
To the Manager Development & Regulatory Services To the Cadet Town Planner (until 18 October 2019) To the Administration Officer Infrastructure & Development Services To the Executive Officer Civic Governance
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 18 53
DOG CONTROL ACT 2000
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council hereby delegate pursuant to Section 64(b) of the Local Government Act 1993 the powers and functions of the General Manager pursuant to the Dog Control Act 2000:
To the Director Infrastructure & Development Services To the Manager Development & Regulatory Services
I Scott Riley, being as the General Manager of the Circular Head Council hereby delegate pursuant to Section 64(b) of the Local Government Act 1993 the powers and functions of the General Manager pursuant to the Dog Control Act 2000:
Section 10 (Issuing of a registration disc) is delegated to the Cashier/Administration Officer, or persons duly acting or appointed to undertake such tasks.
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as Authorised Officers pursuant to the Dog Control Act 2000:
To the Manager Development & Regulatory Services To the Compliance Officer To the Cadet Town Planner (until 18 October 2019)
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 19 54
ENVIRONMENTAL MANAGEMENT AND POLLUTION CONTROL ACT 1994
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council hereby delegate pursuant to Section 64(b) of the Local Government Act 1993 the following powers and functions of the Council, pursuant to the Environmental Management and Pollution Control Act 1994:
To the Manager Development & Regulatory Services, the functions and powers associated with:
Section 47 – Action on non-compliance with environment protection notice Section 61 – Reports in respect of alleged contraventions
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as a Council Officer pursuant to Section 21 of the Environmental Management and Pollution Control Act 1994:
To the Manager Development & Regulatory Services To the Town Planner To the Technical Officer - Engineering & Development To the Compliance & Technical Coordinator To the Plumbing and Compliance Officer To the Environmental Health Officer (graduate) To the Compliance Officer
CONDITIONS OF DELEGATION:
1. Investigation purposes only for Technical Officer - Engineering and Development, Compliance & Technical Coordinator, Town Planner and Plumbing and Compliance Officer.
______DelegationsCouncil Minutes Register 17 10 October 19 2019 20 55
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 21 56
LITTER ACT 2007
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as an Authorised Officer pursuant to Section 8 of the Litter Act 2007:
To the Manager Development & Regulatory Services To the Plumbing and Compliance Officer To the Town Planner To the Environmental Health Officer (graduate) To the Cadet Town Planner (until 18 October 2019) To the Compliance & Technical Coordinator To the NRM Officer To the Compliance Officer
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 22 57
URBAN DRAINAGE ACT 2013
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64 of the Local Government Act 1993 the following powers and functions pursuant to the Urban Drainage Act 2013:
To the Director Infrastructure & Development Services, the Manager Development & Regulatory Services, the Manager Engineering & Projects and the Technical Officer - Engineering & Development:
Section 13 – Protection of Stormwater assets Section 14 – Interference with public stormwater systems Section 21 – Requirement to connect Section 22 – Requirement to disconnect
DELEGATION:
1. Authority to sign any notice, consent, demand or other document that a local authority is authorised or required by or under this Act to give, make or issue.
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 23 58
VEHICLE AND TRAFFIC ACT 1999
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993 the following powers and functions of the General Manager pursuant to Section 56(C) of the Vehicle and Traffic Act 1999:
To the Director Infrastructure & Development Services To the Director Corporate Services To the Director Strategic Governance To the Director Community Services To the Corporate Services Manager To the Manager Development & Regulatory Services To the Manager Engineering & Projects
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 24 59
FOOD ACT 2003
AUTHORISED OFFICER
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the powers and functions of the Council and General Manager pursuant to the Food Act 2003:
To the Manager Development & Regulatory Services All Powers and Functions of the Council and General Manager under the Act.
To the Environmental Health Officer (graduate) The following Powers and Functions of the Council and General Manager: PART 7 – Notification and registration of food businesses.
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as Authorised Officers under the Act:
To the Environmental Health Officer (graduate) – effective 18/9/19
CONDITIONS OF APPOINTMENT:
1. The individual is to be issued with a Certificate of Authority – section 101(4) and to hold qualifications approved by the Director of Public Health to be an authorised officer.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 25 60
PUBLIC HEALTH ACT 1997
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the following powers and functions of the Council and General Manager pursuant to the Public Health Act 1997:
To the Manager Development & Regulatory Services
All Powers and Functions of the Council and General Manager under the Act.
To the Environmental Health Officer (graduate)
The following Powers and Functions of the Council and General Manager:
PART 5 – Premises Division 3 – Registration of premises Division 4 – Public health risk activities Division 5 – Systems for air and water
PART 6 – WATER Division 3 – Registration of suppliers of water from private water sources Division 4 – Registration of water carriers
CONDITIONS OF DELEGATION:
Nil
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as Authorised Officers under the Act:
To the Environmental Health Officer (graduate) – effective 18/9/19
______DelegationsCouncil Minutes Register 17 10 October 19 2019 26 61
CONDITIONS OF APPOINTMENT:
1. The individual is to be issued with a Certificate of Authority – section 31 and to hold qualifications approved by the Director of Public Health to be an authorised officer.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 27 62
LOCAL GOVERNMENT (BUILDING AND MISCELLANEOUS PROVISIONS) ACT 1993
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the following powers and functions of the Council pursuant to Part 3 of the Local Government (Building and Miscellaneous Provisions) Act 1993:
To the Director Infrastructure & Development Services To the Manager Development & Regulatory Services To the Manager Engineering & Projects
CONDITIONS OF DELEGATION:
1. Exercise of power to be reported routinely to Council.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 28 63
STRATA TITLES ACT 1998
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the following powers and functions of the Council pursuant to Part 2 of the Strata Titles Act 1998:
To the Director Infrastructure & Development Services To the Manager Development & Regulatory Services
CONDITIONS OF DELEGATION:
1. Exercise of power to be reported routinely to Council.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 29 64
LOCAL GOVERNMENT (HIGHWAYS) ACT 1982
DELEGATION OF FUNCTIONS OR POWERS
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the following powers and functions pursuant to the Local Government (Highways) Act 1982:
To the Director Infrastructure & Development Services and the Manager Engineering & Projects
The powers and functions of the Council.
To the Technical Officer - Engineering & Development the powers and functions associated with:
Section 46 – Permission to carry out various works in relation to highways.
To the Manager Development & Regulatory Services and the Technical Officer - Engineering & Development the powers and functions associated with:
Section 45 – Removal and disposal of abandoned articles.
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 30 65
HEAVY VEHICLE NATIONAL LAW (TASMANIA) ACT 2013
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the following powers and functions pursuant to the Heavy Vehicle National Law (Tasmania) Act 2013:
• Section 3 of the Heavy Vehicle National Law (Tasmania) Act 2013, which relates to the 'interpretation' of terms used in the Act, states that: . 'Heavy Vehicle National Law' means the Heavy Vehicle National Law, as in force from time to time, set out in the Schedule to the Heavy Vehicle National Law Act 2012 of Queensland; . Heavy Vehicle National Law (Tasmania) means the provisions applying in this jurisdiction because of section 4;
• Section 4 of the Heavy Vehicle National Law (Tasmania) Act 2013 relates to the adoption and application of the Heavy Vehicle National Law (i.e. the Qld one as stipulated above), and indicates that:
- The Heavy Vehicle National Law – (a) applies as a law of this (Tas) jurisdiction; and (b) as so applying may be referred to as the Heavy Vehicle National Law (Tasmania); and (c) as so applying is part of this Act.
To the Director Infrastructure & Development Services, the Technical Officer – Engineering & Development and the Manager Engineering & Projects, the powers and functions associated with:
Section 16(b) - to perform the duties of the Road Manager
Section 27 - Fees for route assessments
Section 156 - to perform the duties of the Council if the Regulator asks for the Council’s consent to the grant of a mass or dimension authority, decide to give or not to give the consent
Section 158 - to perform the duties of the Council if the consultation with the other entity is not yet completed, to, as far as practicable, deal with the request for consent and decide to
______DelegationsCouncil Minutes Register 17 10 October 19 2019 31 66
give or not to give the consent (even though the consultation with the other entity is not completed)
Section 159 - to perform the duties of the Council to form the opinion a route assessment is necessary for deciding whether to give or not to give the consent and notify the Regulator.
Section 160 - to perform the duties of the Council to impose road conditions
Section 161 - to perform the duties of the Council to impose travel conditions
Section 162 - to perform the duties of the Council to impose vehicle restrictions
Section 167 - to perform the duties of the Council to expedite the Road Manager’s consent for renewal of mass or dimension authority
Section 169 - to perform the duties of the Council to grant limited consent for trial purposes
Section 170 - to perform the duties of the Council to renew limited consent for trial purposes
Section 172 - to perform the duties of the Council to issue a statement explaining adverse decision of the Road Manager
Section 173 - to perform the duties of the Council to issue an amendment or cancellation on the Regulator’s initiative
Section 174 - to perform the duties of the Council to issue an amendment or cancellation on request of the relevant Road Manager
Section 176 - to perform the duties of the Council to issue an amendment or cancellation on application by the permit holder
Section 178 - to perform the duties of the Council to issue an amendment or cancellation on the request of the Road Manager
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 32 67
LOCAL GOVERNMENT ACT 1993
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993:
To the Plumbing and Compliance Officer
For the issue of Infringement Notices and Reports by Council.
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 33 68
LAND USE PLANNING & APPROVALS ACT 1993
INSTRUMENT OF DELEGATION BY THE COUNCIL
The Council delegates its powers and functions on the following Acts to the following officers pursuant to Section 22 of the Local Government Act 1993 and section 6 of the Land Use Planning and Approvals Act 1993.
To the Director Infrastructure & Development Services To the Manager Development & Regulatory Services
The powers and functions of Council contained within the following parts of the Land Use Planning and Approvals Act 1993:
PART 3 – Planning Schemes PART 4 – Enforcement of Planning Control PART 5 - Agreements
CONDITIONS OF DELEGATION:
1. Applications made under Section 57 of the Land Use Planning and Approvals Act 1993 must be determined in accordance with the following conditions: (a) Where no representations are received or representations do not relate to matters for which a discretion is being exercised by Council, the delegate may exercise delegation to determine applications; (b) Where the only representations received are from government departments or other agencies, authorities, or the like, as a result of a statutory requirement to refer the application the delegate may exercise delegation to determine applications; (c) In circumstances where the General Manager is unavailable, and in order to comply with the timeline constraints, applications under Section 57, whether or not representations are made, may be determined in situations where it is unlikely to be possible to present the application to an Ordinary Meeting of Council Acting as a Planning Authority, and the applicant is either unwilling or unable to reach an agreement for an extension of time under Section 57(6)(b) to allow the presentation of the application to such a meeting. 2. Section 64, the decision to commence civil enforcement proceedings must be resolved by Council as a Planning Authority, unless extenuating circumstances apply. In such case
______DelegationsCouncil Minutes Register 17 10 October 19 2019 34 69
a report be provided to the Council at the earliest opportunity, who may confirm or set aside such action. 3. The delegate is to act under Part 3 for the purpose of representing the Council as a Planning Authority. This delegation is to be in close consultation with the elected Council. The delegation is provided to allow smooth administration of implementation of new planning schemes, and should not prevent matters of significance being referred to Council for a decision.
To the Town Planner
Section 48(A) - Notice to remove signs Section 54 – Request for further information Section 57 (6A) – Agreement to extend assessment timeframe Section 57A – Mediation – to represent Council as a Planning Authority
In accordance with section 65I (2) the General Manager authorises the following positions to be an Authorised Officer in accordance with the Act:
To the Manager Development and Regulatory Services To the Town Planner To the Cadet Town Planner (until 18 October 2019) To the Plumbing and Compliance Officer
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 35 70
PUBLIC INTEREST DISCLOSURES ACT 2002
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as Public Interest Disclosure Officers pursuant to Section 62(B) of the Public Interest Disclosures Act 2002:
To the Director Strategic Governance To the Executive Officer Strategy & Performance To the Information Management Officer
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 36 71
APPOINTMENT OF RIGHT TO INFORMATION OFFICER
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, in accordance with the powers delegated to me, appoint the following officers as a Delegated Officer pursuant to Section 24 of the Right to Information Act 2009:
To the Director Strategic Governance To the Executive Officer Strategy & Performance To the Information Management Officer
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 37 72
ARCHIVES ACT 1983
AUTHORITY TO SIGN REGISTER OF RECORDS DESTROYED
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate pursuant to Section 64(b) of the Local Government Act 1993, the following powers and functions of the Council pursuant to Section 20 of the Archives Act 1983:
To the Director Strategic Governance To the Executive Officer Strategy & Performance To the Information Management Officer
DELEGATION:
1. To sign Council’s Register of Records Destroyed for the purpose of certifying that records to which Disposal Schedule No. 11 issued by the Archives Office of Tasmania applies, have been property described by the Schedule, and have been destroyed.
CONDITIONS OF DELEGATION:
Nil
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 38 73
AFFIXING OF COMMON SEAL
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate the following powers and functions pursuant to Section 64(b) of the Local Government Act 1993:
To the Director Corporate Services To the Director Infrastructure & Development Services To the Director Strategic Governance
DELEGATION:
1. To affix the Common Seal on behalf of Council.
CONDITIONS OF DELEGATION:
1. To comply with the provisions of the Local Government Act 1993 and any adopted policies and procedures of the Council relating to the Common Seal.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 39 74
CHEQUE SIGNATORY AND EFT PAYMENTS
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate the following powers and functions pursuant to Section 64(b) of the Local Government Act 1993:
To the Director Corporate Services To the Director Strategic Governance To the Manager Corporate Services To the Executive Officer Strategy & Performance
DELEGATION:
1. Cheque Signatory and approvals for Electronic Funds Transfer (EFT) payments.
CONDITIONS OF DELEGATION:
1. Cheques and EFT authorisation sheets are to be countersigned by two signatories, subject to appropriate authorisation of invoices that payment relates to. 2. A hard copy of authorised EFT payments is to be filed for audit purposes. 3. The Mayor is also an authorised signatory.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 40 75
PAYROLL AUTHORITY
INSTRUMENT OF DELEGATION BY THE GENERAL MANAGER
I Scott Riley, being as the General Manager of the Circular Head Council, hereby delegate the following powers and functions pursuant to Section 64(b) of the Local Government Act 1993:
To the Director Corporate Services To the Director Strategic Governance To the Manager Corporate Services To the Executive Officer Strategy & Performance
DELEGATION:
1. Authority to authorise payroll.
CONDITIONS OF DELEGATION:
1. Payroll authorisation sheet and electronic bank authorisation transfer is to be countersigned by two signatories. 2. A hard copy of authorised payroll is to be filed for audit purposes.
Dated this (date)
Signed Scott Riley General Manager
______DelegationsCouncil Minutes Register 17 10 October 19 2019 41 76
No. 11.4
Title: Financial Reports
Proponent: General Manager Location: General Reporting Officer: Director Corporate Services Date: 7 October 2019 File: Financial Management - End of Month Reports Appendices: Financial Statements
PURPOSE
To provide an overview, summarising the financial position of the organisation on a monthly basis.
BACKGROUND
The financial reports presented incorporate:
a) Comprehensive Income Statement b) Actual v Budget Expenses (unavailable) c) Actual v Budget Income (unavailable) d) Statement of Financial Position e) Cash Flow Statement f) Receivables summary g) Bank Reconciliation h) Cash Graph
STATUTORY IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
C H Corporate Strategic Plan 2017-2027 GOAL 1: LEADERSHIP AND GOVERNANCE Circular Head Council will ensure efficient, effective and cohesive leadership through a business excellence framework in which strategy and direction drive evidence-based decision making.
______Council Minutes 17 10 19 77
Desired Outcomes We provide transparent and sustainable financial management and deliver consistent and fair decision making to ensure our internal processes enhance external outcomes.
Our Priorities 1.3 Deliver responsible financial efficiencies by providing strategic frameworks that demonstrate transparency and consistency throughout Council.
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
RISK IMPLICATIONS
Nil
CONSULTATION PROCESS
Nil
COMMENT
General:
Council’s Financial Reports for the month of September 2019 are attached.
For the month of September 2019, Council received two applications for the First Home Owners Grant Scheme. Council acknowledges nine in total for the First Home Owners Grant applications in the third month of the financial year.
MOVED: CR IVES-HERES SECONDED: CR BERECHREE
That the Council notes the Financial Reports for the period ended 30 September 2019.
The MOTION was put and CARRIED unanimously.
______Council Minutes 17 10 19 78 FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
Cr Popowski enquired why the cash balance was an extra $5 million in cash and why some of this figure had not been invested.
The Director Corporate Services advised that the current investment rates were quite poor and not varying much from the cash at bank rates and that monitoring of the costs regarding SWIRL had been undertaken to ensure no major spikes in spending to allow for possible investment of some funds to be planned.
Also she advised that the figure showing would fluctuate due to expenditure during the next months, and that there were some discussions planned for possible investment of some funds into the future.
______Council Minutes 17 10 19 79 a) Comprehensive Income Statement for period ending 30 September 2019
YTD Full Year Actual Budget % 2019/20 2019/20 to Budget $ $
EXPENSES
Employee Costs 1,039,071 5,071,143 20.49% Materials and Contracts 639,295 3,172,303 20.15% Depreciation and Amortisation 1,207,374 5,022,326 24.04% Borrowing Costs - 66,000 Other Expenses 763,291 2,449,496 31.16% Carrying amount of assets disposed - - - TOTAL EXPENSES 3,649,031 15,781,268 23.12%
Capital Income Recognition of Assets - - Gain on Investments - - Grants - - - -
INCOME Rates 8,624,609 8,637,541 99.85% Interest 6,483 220,000 2.95% Grants 646,929 3,225,216 20.06% User Charges 679,571 1,932,085 35.17% Other revenue 132,876 388,967 34.16% Investment Revenue Water Corp 316,000 0.00% Movement on investments - 0.00% Proceeds from sale of assets - - 0.00% TOTAL REVENUE 10,090,468 14,719,809 68.55%
6,441,437 (1,061,459) -
R:\Corporate\Finance\Accounting\End______of Month 2019 2020\September 2019\Reports September 2019.xlsx Council Minutes 17 10 19 80 d) Statement of Financial Position As at 30 September 2019 Actual YTD Actual 2018/19 2019/20 $ $
CURRENT ASSETS 1,316,634 Cash 6,543,886 742,948 Receivables 3,225,477 9,068,921 Investments 9,099,092 11,049 Inventories 10,180 2,225,178 Other 138,344 13,364,730 Total Current Assets 19,016,979
CURRENT LIABILITIES 1,368,692 Creditors 1,025,033 1,200,424 Provisions 1,117,652 - Borrowings - 2,569,116 Total Current Liabilities 2,142,685
10,795,614 NET CURRENT ASSETS 16,874,294
NON-CURRENT ASSETS 1,677,645 Works In Progress 1,677,645 15,593,324 Land 15,593,325 15,389,717 Buildings 15,474,434 121,679,107 Transport Infrastructure 121,368,404 9,444,842 Stormwater & Drainage 9,390,401 1,349,554 Solid Waste Management 1,285,581 4,416,674 Parks, Reserves and Rec Facilities 4,618,712 6,925,392 Plant and Equipment 7,436,649 10,330 Furniture 9,777 187,349 Computers 181,763 29,004,394 Investments in Associates 29,004,394 205,678,328 Total Non-Current Assets 206,041,085
NON-CURRENT LIABILITIES 123,415 Provisions 123,415 3,900,000 Borrowings 3,900,000 8,000 Rehabilitation Port Latta Landfill 8,000 4,031,415 Total Non-Current Liabilities 4,031,415
212,442,527 NET ASSETS 218,883,964
EQUITY 138,055,061 Accumlated Surplus 144,496,498 74,387,466 Reserves 74,387,466 212,442,527 TOTAL EQUITY 218,883,964
______Council Minutes 17 10 19 81 e) Cash Flow Statement for period ending 30 September 2019
Actual Year to Date Budget 2018/19 Actual 2019/20 2019/20 $ $ $ Operating Activities
Cash Used 5,109,208 Employee Costs 1,221,843 5,071,143 4,648,223 Materials & Contracts 888,192 3,972,303 - Interest Paid - 66,000 2,339,113 Other supplier payments 737,208 2,195,197 12,096,545 2,847,243 11,304,643
Cash Received 8,148,236 Rate Revenue 6,060,038 8,637,541 2,832,400 Other Revenue & User Charges 1,055,434 2,637,052 3,327,499 Grants 646,929 3,225,216 1,337,935 GST Recovered from Tax Authority 18,926 700,000 280,503 Interest 6,483 220,000 15,926,573 7,787,810 15,419,809
3,830,028 Net Cash Flow from Operating Activities 4,940,567 4,115,166
Investing Activities
Cash Used 11,458,136 Payments for Property, Plant & Equipment 1,571,975 2,606,209 11,458,136 1,571,975 2,606,209
Cash Received 189,227 Sale of Property, Plant & Equipment - - 1,942,529 Capital Grants - 803,242 - Proceeds from loan - 2,131,756 - 803,242
(9,326,380) Net Cash Flow from Investing Activities (1,571,975) (1,802,967)
Financing Activities
Cash Used - Repayment of Borrowing's - (363,228) - - (363,228)
- Cash Received - Investment matured - CDO Recovered 1,888,831 - - 1,888,831
- Net Cash Flows from Financing Activities 1,888,831 (363,228)
(5,496,351) Net Increase/(Decrease) in Cash Held 5,257,423 1,948,971 15,881,906 Cash at Beginning of Period 10,385,555 9,072,004
10,385,555 Cash at End of Period 15,642,978 11,020,975
Refers Balance Sheet Items:
Cash & Investments 15,642,978
Balance as at 30 Sete $ 15,642,978
______Council Minutes 17 10 19 82 f) RECEIVABLES
i) Rates Last Year This Year 30-Sep-18 30-Sep-19 $ $
Arrears Brought Forward as at 1 July 55,673 40,451
Gross Rates & Charges Demanded 8,614,901 9,057,608 Total Reduction in Rates & Charges 6,283,961 6,508,575 - Unpaid Rates and Charges 2,386,613 2,589,484
Less Provision for Doubtful Debts (29,817) - Transfer of Credit Balance to Income Statement 247,249 287,148 (Accounting Standards) Net Balance 2,604,045 2,876,632
Proportion Uncollected 27.53% 28.46%
ii) Sundry Debtors 30-Sep-18 30-Sep-19
Current 273,743 208,427 30+ days 126,185 - 60+ days 24,220 14,820
Total 424,148 223,247
iv) Pension remission $ 20,954
v) Other receivables 104,644
Balance as at 30 September 2019 3,225,477
______Council Minutes 17 10 19 83 g) Bank Reconciliation for period ending 30 September 2019 $
Balance Brought Forward 1 July 2019 10,385,555
add Receipts since July 1 9,676,641
less Payments since July 1 4,419,218
Balance as at 30 September 2019 $ 15,642,978
Represented by:
Cash at Bank* 6,542,186 Cash Investments 9,099,092 Petty Cash 1,700
$ 15,642,978
*Cash at Bank represented by:
Bank Statement Balance 6,525,776
Less Unpresented Cheques Add Deposits not receipted 16,410
Balance as at 30 September 2019 $ 6,542,186
______Council Minutes 17 10 19 84 h) Cash & Investments - Comparison & Estimates
$25,000,000
$20,000,000
$15,000,000
2017/2018
2018/2019
$10,000,000 2019/2020
$5,000,000
$-
______Council Minutes 17 10 19 85
No. 11.5
Title: Senior Management Report
Proponent: General Manager Location: General Reporting Officer: General Manager Date: 9 October 2019 File: Reports to Council Appendices: Information Bulletin
SUMMARY /PURPOSE
To provide information on issues of significance or interest, together with statistical information and summaries of specific areas of operation.
Governance
Christmas Closure
It is proposed that the Council Offices’ Christmas Closure be from 1pm on Friday 20 December 2019 and reopen 8:15am on Monday 6 January 2020.
Community
Seniors Week
14-20 October is Seniors Week. Our activities this year to celebrate are:
Bus Trip to Wonderful Wynyard – visiting the Table Cape Tulip Farm, lunch at the Wynyard Bowls Club and a visit to the WOW – Wonders of Wynyard Exhibition Centre. Monday 14 October – 10am – 3pm leaving and returning to Circular Head Council.
Seniors Week Expo – a one-stop shop for Seniors in CH. Service Providers, Community Groups and Service Groups will promote services and activities available to Seniors in our area. The theme for this year’s Seniors Week is Connectedness and we are hoping to showcase ways that people can connect in Circular Head. A free lunch will be provided by the Soroptimists International of Circular Head and Smithton Library. Wednesday 16 October – 10.30am – 1.30pm – CHCRC
Community Small Grants
Round Two of the 2019/20 Small Community Grants Scheme is open on Monday 14 October.
______Council Minutes 17 10 19 86 They will be advertised in the CH Chronicle and on our Council Facebook page and website. Applications are open until the 15th of November 2019.
Rural Clinical School
A group of Year 2 students from the Rural Clinical School visited Circular Head from 16-20 September. The 8 students were welcomed here at the Council by the Mayor and asked to give us feedback on attractions to Circular Head for Rural Doctors. The students spoke to local Service Providers, schools and some community groups to get a feel for the area and what it would be like to be a Rural Doctor. The students also got to see some of local tourist sites such as Stanley, the Nut and Trowutta Arch.
Tidy Towns
Smithton was visited by the State Tidy Towns Judge on Friday 20 September for this year’s Tidy Towns KABTAS awards. We showcased our Street Art and CHArts festival, various community groups and projects as well as SWIRL. The State Tidy Towns KABTAS Awards will be held in Oatlands on Friday 18 October.
CHArts
In a change from Art About Town, September saw the first ever CHArts Festival held. New street banners and signage were purchased to reflect the change.
The festival began with a small opening night at Time Out on Emmett in which Fran Joyce was judged as the CHArtchibald winner with her portrait of Ross Hine.
______Council Minutes 17 10 19 87
Entries for photography and junior CHArtchibald were invited for the first-time. Judge Jane Haley (Ten Days in the Island CEO) chose Jocelyn Flint’s portrait of ‘Dinks’ Bramich as the winner of the photography competition and Amy Spinks as the junior winner.
The Arty Duck played a large part in the festival housing the open art and photography exhibition with the theme of Circular Head Icons along with youth entries in the window.
Students who participated in the ‘Artsposure’ trip to Deloraine and Hobart also held an exhibition in The Arty Duck displaying photos and stories of their experience.
Woodwork students from Smithton High School also displayed the work they created during their ‘One sheet ply’ challenge.
CHArtchibald Portrait Competition
OPEN (art) WINNER Fran Joyce (pictured above)
OPEN (photo) WINNER Jocelyn Flint
YOUTH (art) WINNER Amy Spinks WINNER H/C Paris Gregory
Youth (photo) WINNER Tiana Barker-Stokes
CH-icons Open (Public vote) WINNER Leanne Everett
Youth (Public vote) WINNER Scarlett Stone SECOND Mataya Grey
______Council Minutes 17 10 19 88 Smithton Library held several activities for adult learners’ week which coincides with the CHArts Festival which were well attended.
The I Am Youth Project hosted an ‘I Am Inspired’ night which included inspiring stories and music from local women. Around sixty people attended
Other events included: • Heritage tours of Smithton with the Circular Head Heritage Centre. Photos and information displaying the history of old buildings continue to be displayed in shop windows. • The Seniors Centre played host to the Wynyard Chorale and ‘That’s Classic’ Concert which attracted almost 100 people on a Sunday afternoon and showcased some amazingly talented local musicians. • The ‘Project O’ group from Smithton High School got involved by hosting a film night named ‘UnCHARTered Territory’. During the event students played three short films and held a discussion panel with local artists and identities Fran Joyce, Jocelyn Flint and Sue Popowski. • Book launch of ‘Bridging the Strait’ at Time Out on Emmett • Circular Head Garden Club forum • Manhattan short film festival at the Smithton RSL • Smithton High School music evening
A popular new event was ‘Café Choir’ held at Time Out on Emmett with around 60 people. Annette Dawes taught participants a song in parts which everybody sang together by the end of the night to the beautiful backing of Jonathan Marshall on piano.
An Art and Culture grant of $10,000 was received from the Foundation of regional and rural renewal to create street art within Smithton which would increase our sense of place. The theme of cows was chosen for the works.
A community cow and calf were created on the wall of Rural Health in Emmett Street. The stencil outline was designed by artist Nico Leo with the stencil being filled in by local school groups and residents. People passing by were invited to contribute making it truly a community artwork.
Tim Broom created a stencil artwork of local farmer Phil Hughes and his somewhat famous cow Aloe Vera on the wall of Cottage Kitchen Bakehouse.
More works are in the process of being completed on the wall of PFD and Kenny G Hairdressing.
______Council Minutes 17 10 19 89
The CHArts Festival concluded with the ‘Sounds Around Town’ event which was attended by approximately seventy people. Participants met at Time Out on Emmett before taking a mystery walking tour around town. At six different locations (Giggles Childcare, Seven Up, Smithton RSL, Council Chambers, CH Bodyworks, Rural Health) guests were treated to six different sounds experiences before returning to Time Out on Emmett.
Recreation
Stanley Multi-Purpose Building update
The Multi-Purpose Building has been completed and inspected by Braddon Building Surveyors and awaiting the Occupancy Permit.
The indoor cricket nets are now operational.
______Council Minutes 17 10 19 90
Youth
CHYL
It its September meeting CHYL; • Agreed to postpone the CH film until next year • Agreed to create a skate park working group from CHYL and Smithton High School students • Received certificates for completing Teen Mental Health Training • Discussed the possibility of participating or organising a White Ribbon walk • Agreed to assist with the Rural Health Tractor Trekkers Family Fun Day in Stanley • Decided to organise a ‘clean up day’ at a local beach or in town
______Council Minutes 17 10 19 91 General Manager Scott Riley attended the meeting and spoke to members about issues they had raised including the Skate Park, Massey St lookout and tourism signs.
Poppy and Kelsey spoke about the UN junior leadership camp they attended. The girls would recommend we attend further UN training sessions and event. During September members of CHYL organised and participated an Out of the Shadows walk to raise awareness, remember those lost to suicide and unite in an attempt to prevent further deaths. The walk was held at West Esplanade on World Suicide Prevention Day, 10 September. Members of CHYL collected gold coin donations, set up, packed up, sang, spoke and led the walk.
A sculpture was also commissioned and placed at West Esplanade as permanent reminder of suicide and mental health awareness. CHYL will work on creating a garden and making further improvements to the area in the future.
7 Up Youth Centre
7 Up continues to be open three nights per week Tuesday, Wednesday and Thursday with fantastic numbers however due to wage increases the centre now requires more funding to cover the cost of the coordinator. Funding is currently sourced from the Patricia Duke Foundation however there is a shortfall of $10,000. A meeting will be held with the partner organisations to discuss this issue.
Quotes are being sought for a kitchen upgrade which will be covered by a Telstra grant received at the beginning of the year.
The I Am Project
Sixteen girls in grade 8 and 9 have been participating in this year’s I Am Project. During September the girls did meditation and created vision boards with Dianne Baldock and began to plan for their photo shoots and the fashion parade which will be held on 16 November.
Participants also assisted with organisation, catering and set up for the ‘I Am Inspired’ night which was attended by approximately sixty people.
Other youth
Youth and community officer attended a ‘Safely Talking’ workshop in Burnie. ‘safely talking’
______Council Minutes 17 10 19 92 is an initiative by the State Government and Mental Health Council of Tasmania to provide a toolkit/guide for safe community discussions on suicide and suicide prevention.
Emergency Management
The Emergency Management Coordinator (as Chair of the Western Fire Management Area Committee) received a State Fire Management Council Scholarship to attend the AFAC 2019 conference & research forum. The conference was run in conjunction with the Australian Disaster Resilience Conference. The learnings from the conference will be integrated into Council’s emergency and risk management practices.
MOVED: CR WOODWARD SECONDED: CR BERECHREE
It is recommended that Council notes the monthly Senior Management Report.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 93 Information Bulletin – October 2019
Correspondence laid on the table and circulated
1. LG NSW – letter of thanks to Mayor Quilliam. 2. Minister M Ferguson – response to letter re Bass Highway. 3. Minister R Jaensch MP – update on Tasmanian Community Fund. 4. CHCRC – response re electronic signage. 5. Stanley Discover Museum – Newsletter #8. 6. Telstra – Letter to Councils re 4G and 5G (with appendices 6A, 6B and 6C).
Correspondence laid on the table 1. Drug Advisory Council of Australia – DVD – “Drug Policy - Prevent, Don’t Promote – Changing the Narrative” – available for Councillors to borrow. 2. Cradle Coast Authority – Annual Report 2018/2019
Interplan Reporting for September 2019
Strategic Actions report
______Council Minutes 17 10 19 94 LOCAL GOVERNMENT G NSW
Our ref: R13/0033 Out-29617 1 0 SEP 2019
11 September 2019 Circular Head Council
Cr Daryl Quilliam Mayor Circular Head Council PO Box 348 SMITHTON TAS 7330
Dear Cr Quilliam
On behalf of the Board of Local Government NSW, I would like to thank you for your dedicated work whilst serving on the board of the Australian Local Government Association.
State local government associations working collaboratively at the federal level through ALGA represents a united voice in securing sustainability and success for our local councils and your time on the board is very much appreciated.
If LGNSW can be of assistance at any time, please do not hesitate to contact staff on 02 9242 4011, or me personally on 0412 272 746.
I wish you every success in the future.
Yours sincerely
Cr Linda Scott President
LOCAL GOVERNMENT NSW GPO BOX 7003 SYDNEY NSW 2001 L8, 28 MARGARET ST SYDNEY NSW 2000 T 02 9242 4000 F 02 9242 4111 ______LGNSW.ORG.AU [email protected] CouncilABN 49 853Minutes 913 882 17 10 19 95 Document Set ID: 448791 Version: 1, Version Date: 18/09/2019 From: Circular Head Council Sent: Fri, 20 Sep 2019 12:05:16 +1000 To: Cr Daryl Quilliam Cc: [email protected] Subject: Response to Mayor Daryl Quilliam regarding Bass Highway Upgrade west of Smithton Attachments: Response to Mayor Daryl Quilliam regarding Bass Highway Upgrade west of Smithton.PDF
Hi Mr Mayor This email has been registered in ECM and tasked to Kelly.
Georgina Laan INFORMATION MANAGEMENT OFFICER
Kind Regards
Georgina Laan Information Management Officer
#ecmbody #silent
P (03) 6452 4863 E [email protected]
33 Goldie St, Smithton TAS 7330 ABN: 43 826 151 424 PO Box 348, Smithton TAS 7330 P (03) 6452 4800 E [email protected] W www.circularhead.tas.gov.au This e-mail including all attachments is intended solely for the named addressee. It is confidential and may be subject to legal or other professional privilege. If you receive it in error, please destroy any copies. If you have received this in error please contact us on the above numbers. The unauthorised use, disclosure, copying or alteration of this message is strictly prohibited by law without the express permission of the original sender. Any views expressed in this communication are those of the individual sender, except where the sender specifically states them to be the view of the Circular Head Council. The Circular Head Council reserves the right to monitor and record e-mail messages to and from this address for the purposes of investigating or detecting any unauthorised usage of our system and ensuring its effective operation.
-----Original Message----- From: Ferguson, Minister (DPaC)
Good Morning Councillor Quilliam,
On behalf of the Minister for Infrastructure and Transport, Hon Michael Ferguson MP, please find attached a letter from Minister Ferguson in response to your correspondence.
______Council Minutes 17 10 19 96 Document Set ID: 448920 Version: 1, Version Date: 20/09/2019 Kind regards
Departmental Liaison Officer Office of the Hon Michael Ferguson MP
Minister for State Growth Minister for Infrastructure and Transport Minister for Small Business Minister for Science and Technology Leader of the House Liberal Member for Bass Level 5, Salamanca Building, Parliament Square 4 Salamanca Place HOBART TAS 7000
Email: [email protected]
www.premier.tas.gov.au
------< Content Manager record Information >------
Record Number : MIN19/22996/2 Title : Response to Mayor Daryl Quilliam regarding Bass Highway Upgrade west of Smithton
______
CONFIDENTIALITY NOTICE AND DISCLAIMER The information in this transmission may be confidential and/or protected by legal professional privilege, and is intended only for the person or persons to whom it is addressed. If you are not such a person, you are warned that any disclosure, copying or dissemination of the information is unauthorised. If you have received the transmission in error, please immediately contact this office by telephone, fax or email, to inform us of the error and to enable arrangements to be made for the destruction of the transmission, or its return at our cost. No liability is accepted for any unauthorised use of the information contained in this transmission.
______Council Minutes 17 10 19 97 Document Set ID: 448920 Version: 1, Version Date: 20/09/2019 ______Council Minutes 17 10 19 98 Document Set ID: 448920 Version: 1, Version Date: 20/09/2019 ______Council Minutes 17 10 19 99 Document Set ID: 448920 Version: 1, Version Date: 20/09/2019 From: Bonney, Leanne (DPaC) To: Bonney, Leanne (DPaC) Subject: Update on Tasmanian Community Fund"s Grant Rounds Date: Monday, 30 September 2019 2:41:44 PM
Good afternoon
On behalf of the Hon Roger Jaensch MP, please find information below regarding the upcoming TCF Grant Round 40 funding – opening on January 25, 2020.
Grant Rounds
The Tasmanian Community Fund's Grant Round 39 is now closed. Successful applications will be announced in mid-December 2019.
Grant Round 40 will open on 25 January 2020. This round will include $1.5 million for Increasing Workforce Engagement projects ($100 000 to $500 000); $1.5 million for Community Wellbeing projects ($100 000 to $500 000); and, $1.2 million for Meeting the Need projects (small up to $20 000 and medium $20 001 to $70 000).
If you have a project idea please give the TCF Office a call on 6232 7395 to discuss how the project aligns with the TCF guidelines.
Warm regards Leanne
Leanne Bonney Electorate Officer Office of the Hon Roger Jaensch MP
Minister for Human Services Minister for Housing Minister for Disability Services and Community Development Minister for Planning Minister for Aboriginal Affairs
Member for Braddon 80B Wilson Street BURNIE TAS 7320 Phone: (03) 6477 7538
e-mail: [email protected]
www.premier.tas.gov.au
CONFIDENTIALITY NOTICE AND DISCLAIMER The information in this transmission may be confidential and/or protected by legal professional privilege, and is intended only for the person or persons to whom it is addressed. If you are not such a person, you are warned that any disclosure, copying or dissemination of the information is unauthorised. If you have received the transmission in error, please immediately contact this office by telephone, fax or email, to inform us of the error and to enable arrangements to be made for the destruction of the transmission, or its return at our cost. No liability is accepted for any unauthorised use of the information contained in this transmission.
______Council Minutes 17 10 19 100 Circular Head Community & Recreation Centre Inc Board of Management
Chairman: G Kay P O Box 444 Secretary: H Thompson Smithton, 7330
25 August 2019
d! Deb Mainwaring Manager 2 1 AUG 2019 Connected Communities Circular Head Council FiSe Kef: PO Box 348 Circular Head Council SMITHTON TAS 7330
Dear Deb
ELECTRONIC SIGN USAGE
The usage of the electronic sign was discussed at our June meeting. It was decided that usage of the sign should advertise events to be held at either the CHCRC or the recreation ground precinct only. This is to prevent possible confusion with events being advertised at the recreation ground but occurring elsewhere. There is not a lot of time/meterage to read the advertisement when driving by.
Following your letter of 30 July 2019 the issue was again discussed at our August 21 meeting. Our view remains unchanged but in the spirit of cooperation, and to determine if any angst or confusion results for prospective event goers, we are willing to give informative ads, clearly stating location being held, a trial.
Please be aware that the recreation ground, the CHCRC and its users will have absolute priority on usage of the electronic sign.
The fact that council financially supported the electronic sign project has not, and will not, influence the decision making of this volunteer committee.
Yours sincerely
Gerald Kay CHAIRPERSON
______Council Minutes 17 10 19 101 Document Set ID: 447745 Version: 1, Version Date: 28/08/2019
WELCOME TO OUR EIGHTH NEWSLETTER!Some photos from filming of the Winter went like a flash for Sue, Peter and myself as we prepared, with Joan Rylah MP, for our Christmas Hobart Book Launch at Parliament House. It was well worth the effort and helped raise our advertisement for Museum’s profile. Aldi Supermarket; Last week Peter and I attended the launch of the Burnie Shines Festival bysome Ruth props Forrest were MLC. She extolled the creativity of North West artists and the beauty of Spring inused our from district. the Her words resonated for us – Museum and filming took place at Lyons Try to imagine life without the collective resources of our libraries, museums, theatres and galleries, Cottage and or without the personal expression of literature, music and art; it would be static and sterile. Highfield among - Marion Berry (President) other places.
HAPPENINGS AROUND TOWN The town was abuzz for a little while recently when a Christmas advertisement was filmed for Aldi supermarkets. Joe Lyons cottage was transformed!
(I do not think I was the only one who was initially under the illusion of it being for Audi the car)! – Editor (See photos next page)
TASMANIA WINE AND FOOD NEW TOILETS AT BASE OF NUT Mike and Shelley have been busy New toilets were completed over winter at the preparing another room for their patrons of base of the Nut; a very welcome addition. whom Marion would have to be #1! PROPOSED WALKING TRACK There was a great article in the Mercury recently; well done Mike and Shelley! Work on the walking track initiated by the Stanley Chamber of Commerce and extending to the East Inlet will begin soon.
There has been some beautification happening!
______Council Minutes 17 10 19 102
Some photos of props and filming for the Christmas
advertisement for Aldi
supermarket.
Some props from the Museum were used and filming happened at Lyons
Cottage and Highfield among other places.
______Council Minutes 17 10 19 103 Centenary Anniversary of First Flight Across Bass Strait by Lt. L. Long December 1919
What a great day we had at Parliament House on 10th September for the Tasmanian book launch by Joan Rylah MP of Pirrie Shiel’s book Bridging the Strait commemorating Lt Arthur A. Long and his intrepid first flight across Bass Strait. The event was attended by approximately 80 people with nearly half being relatives of Lieutenant Long. It was wonderful to meet Arthur Long’s sons, Michael and David Long along with his wife Dennette among other family members.
There were representatives from a variety of areas including:
The Hon Ray Groom (AO) and his son, John Groom
John Wadsley, Hobart Maritime Museum of Tasmania
Representatives from the Community Bendigo Bank – Jordan Lovell, Regional Manager, Tasmania and Melinda Reed, Community Bank National Council representative who was also a Long relative.
Cheryl Baulch from the Torquay Museum Without Walls, Victoria.
FEEDBACK WAS VERY POSITIVE:
Thank you for all your work in organising the Book Launch at Parliament House in Hobart.
I was delighted to attend and was impressed by the launch and the speeches were interesting. I thoroughly enjoyed the occasion. So glad you had an event in Hobart so we could attend. I have looked at both books on several occasions since the launch and am thoroughly enjoying them both for different reasons. (Ellen Wise)
We must congratulate you, and all concerned, on the book launch commemorating Arthur's flight across Bass Strait in 1919. It was a great celebration enjoyed by those present and you must all feel very proud of achieving such a get together to celebrate this inaugural flight. (Louise Long & Elizabeth Adams neeLong)
The Stanley Discovery Museum, with the support of Tracey and Julian Jacobs from the Stanley Hotel, was permitted to reprint a revised edition of UP in the Air in Tasmania by James Boag. This book targets a younger audience. James sets out to ensure that Arthur’s legacy and that of the aviators in this state who followed him, is not forgotten.
Additionally, a book signing was held locally at Time Out on Smithton and also at the Bass Strait Maritime Centre, Devonport.
The Museum was very grateful for support from the Circular Head Council and Duncan and Casey of Spinks Real Estate who provided a magnificent platter created by Cheryl for the Smithton book signing.
As a result of funding from the Circular Head Community Bank, it was possible to produce a banner, not only highlighting the First Flight but also local aviators –
Arthur Lovell and his two brothers, Jack and Bill; Harold (Bill) Vincent; Heather Innes; ______Robyn (nee Wells) May; contribution by the Holyman Family. Council Minutes 17 10 19 104
Some Photos from All Book Events:
From L: Deb Mainwaring (C.H. Council), Sue & Alan Smedley, Peter Berry, Pirrie Shiel, David Long and Marion Berry at Hobart Book Launch
Marion with Joan Rylah MP and Pirrie Overview of Room, Parliament House
Community Bank representatives, Jordan Lovell and Melinda Reed with the banner produced with support from the local Circular Head Community Bank
______Council Minutes 17 10 19 105
Mayor Daryl meeting Pirrie with Scott, General Manager, in Background Bass Strait Maritime Centre
Unveiling of Commemorative Sculpture
There will be an unveiling of a commemorative sculpture to mark the occasion of the first flight on Sunday 15th December 2pm opposite Jimmy Lane’s Lookout, Dovecote Road, Green Hills.
Both books are available at the Museum along with viewing of the banner. At the Book launch, David Long of Howrah kindly donated to the Museum, remnants from a Sopwith Pup plane Lt Long was flying when it crashed at Wynyard in 1919. Our volunteer and Pirrie’s son, Ian, also painstakingly created a replica of Arthur’s Boulton Paul plane out of a cereal packet and tooth picks! Both are on display.
______Council Minutes 17 10 19 106 STANLEY BRASS BAND
Thank you to Philip Smith, son of the late Carol and Fraulein Smith, who has contributed a very interesting article on the development of the Stanley Brass Band, particularly in relation to their uniform. There were many members of the Smith family in the Band.
Dressing the Brass Band Stanley had its own brass band for about 70 years. The first appearance of the Stanley Brass Band was on 15 Sep 1865.i For most of its existence, the bandsmen wore their own clothes during official engagements.
Stanley Brass Band circa 1870
In 1910 the band competed for the first time in the New Year’s band contests held in Burnie. The competition was against bands from the much larger towns of Launceston, Ulverstone and Burnie. Stanley finished fourth and it was noted that their performance in the quickstep marching was excellent and would have been even better “had the members been uniformed”.ii This seems to have been the impetus for sourcing a uniform for the Stanley Band, but the cost was a significant barrier. The first step was to purchase a set of bandsmens’ caps in 1910, at a cost of £7 (pounds) 8s (shillings) 6d (pence)iii (equivalent to approx. $1,000 today).iv
Stanley Brass Band with caps in 1911
At the Annual General Meeting (AGM) in June 1911, it was suggested that the band should obtain uniforms, and it was agreed to refer this to a committee.v Nine months later the band committee again considered______the question of uniforms, including cost and how to raise money to pay for them.vi Council Minutes 17 10 19 107 The band held three dances to raise money for the uniform fund before the September 1912 AGM. At this meeting the hope was expressed that the uniforms would soon be purchasedvii Two months later a sub-committee’s recommendation was accepted to order uniforms of jacket and trousers, from Alfred Bowley & Co., naval and military warehousemen, Melbourne, at cost of £3 10s ($425) each. The uniform fund held enough money to pay for six uniforms. The balance became a liability to the bandsmen.viii In total, the uniforms cost £67 4six ($8,200).
The arrival of the uniforms was much anticipated, and they were delivered to Stanley in February 1913.x The band made their first public appearance wearing them at the Stanley Town Hall on 19 February 1913.xi A few days later (23 Feb) the band gave a sacred recital on Godfrey’s Terrace, after which they were photographed in full uniform. This photo later appeared in the Weekly Courier on 24 April 1913.xii
Stanley Brass Band 1913
The uniform was described as of navy blue cloth, trimmed with silver braid, scarlet collar and cuffs, and a silver stripe down each side of scarlet stripe on trousers.xiii
A digital artist used this description to colourise a photograph believed to have been taken on the same day as the full band in 1913. It shows four brothers who were bandsmen at that time. (L-R: Dennis, John George, Henry and James SMITH).
The band continued to conduct fund raising activities to help pay off the uniform, and by July 1913 had reduced the debt to £12 6d.xiv ($1500).
A remarkable feature of the band acquiring the uniforms was the action of two men. Bandsman, Mr Arthur C. Smith, gave an interest-free loan for the full balance of funds required to order the uniforms and allowed the band to repay the money in their own time. The bandmaster, Mr Albert W. Penrose, refused to accept his annual salary______of £40 ($5000) until the uniform debt was paid off,xv which occurred in 1915.xvi Council Minutes 17 10 19 108 Towards the end of 1923 it was decided to replace the caps.xvii Substantial expenditure on uniforms was reported at the Annual General Meeting in 1924 (£64/5/5 or $5260), but it was not specified what the money was spent on.xviii It is likely some of this expense was for replacement caps.
I. 1Launceston Examiner (Tas.), Saturday 16 September 1865, page 3 II. 1 North Western Advocate and the Emu Bay Times (Tas.), Wednesday 5 January 1910, page 2 III. 1 Examiner (Launceston), Thursday 19 May 1910, page 7 IV. 1 Reserve Bank of Australia, Pre-Decimal Inflation Calculator V. 1 Circular Head Chronicle (Stanley), Wednesday 21 June 1911, page 2 VI. 1 Circular Head Chronicle (Stanley), Wednesday 27 March 1912, page 2 VII. 1 Circular Head Chronicle (Stanley), Wednesday 11 September 1912, page 2 VIII. 1 Circular Head Chronicle (Stanley), Wednesday 13 November 1912, page 2 IX. 1 Circular Head Chronicle (Stanley), Wednesday 16 July 1913, page 2 X. 1 Circular Head Chronicle (Stanley) Wed 19 Feb 1913 Page 2 XI. 1 The North Western Advocate and the Emu Bay Times (Tas.) Sat 22 Feb 1913 Page 4 XII. 1 https://stors.tas.gov.au/WC1913042402 XIII. 1 Circular Head Chronicle (Stanley), Wednesday 13 November 1912, page 2 XIV. 1 Circular Head Chronicle (Stanley), Wednesday 16 July 1913, page 2 XV. 1 Examiner (Launceston), Thursday 31 July 1913, page 8 XVI. 1 Circular Head Chronicle (Stanley), Wednesday 5 May 1915, page 2 XVII. 1 Advocate (Burnie), Saturday 6 October 1923, page 6 XVIII. 1 Advocate (Burnie), Friday 14 March 1924, page 7
ADDENDUM:
Philip engaged Claudia D'Souza (digital artist) to colour the photo of the Smith brothers from the description provided. The photo has come up magnificently and understandably he was very pleased with it. Claudia has a website for her business, called the Photo Alchemist. (Address can be obtained from the Museum if you would like it.) There is a band uniform at the Museum; however, the date it relates to is unknown.
______Council Minutes 17 10 19 109
CAPTAIN PADRE HAROLD WARDALE-GREENWOOD VX38675
Back in May, the Stanley Visitor’s Centre passed on an enquiry from Lynette Silver AM, a military historian specialising in POW’s in the Far East. She was enquiring after a clergyman who had served at the Presbyterian Church, Stanley and married a local girl, Marjorie Phillips – Padre Wardale Greenwood. Padre married Marjorie Phillips, daughter of Stanley butcher, Alfred Joseph Phillips and his wife Ada Florence nee House.
There is a bronze memorial plaque at St Andrews in Canberra. Lynette told us that the Canberra memorial is a magnificent communion table which was in memory of all Presbyterian padres who died in WW I and 2. However, in the Stanley Presbyterian Church, there is also a beautiful Communion table with a brass plaque Presented by Ladies Guild In Loving Memory of Harold Wardale Greenwood Chaplain to the Forces Died in Borneo 18.7.45 while POW Minister at Stanley 1937
Lynette Silver related the following information:
I am not related to Padre W-G, but I am very fond of him, and a great admirer, as his heroic war time exploits are in two of my books The Bridge at Parit Sulong and Sandakan A Conspiracy of Silence. I was the 8th Division Association historian for 7 years, and have 'known' him since 1993! I think that the Padre's story should be known and revered in his home town, where he was a______much loved clergyman. (See his story next page) Council Minutes 17 10 19 110
Harold Wardle–Greenwood was born in 1908 in County Durham, England, where his father, also named Harold, was an Anglican clergyman. In 1912 Harold Snr and his wife Mary emigrated to Australia with their five children, arriving in Melbourne on 1 April. They settled in Mentone, in Victoria, but in July 1916 Harold enlisted for service in the Great War. On his return, he left the ministry to set up in business in Rainbow and entered local politics.
His son Harold more or less followed in his father’s footsteps, becoming a Presbyterian minister after studying at Melbourne University. After his ordination in 1937 he was posted to Stanley, a small town on Tasmania’s north-west coast. Here, at St James’ Church, he met his future wife, Marjorie, whom he married in 1938. Not far away, in the small town of Smithton, was another English-born clergyman, Albert Thompson, Rector of the Anglican Church.
Both men volunteered for service in WW2 and joined the Australian Army Chaplains’ Department. In July 1940 Wardale-Greenwood, who enlisted in Victoria while visiting his parents who lived at Rainbow, was posted as Chaplain to 2/19 Infantry Battalion. He went to Malaya, and in October 1941 learned that he had a son. When war with Japan broke out he played an active and vital role in the desperate fighting near Bakri and Parit Sulong where the small Australian force was greatly outnumbered. After removing his chaplain’s insignia, he kept up a supply of bombs to the mortar platoon. He then led a party of wounded 30 miles through the jungle to safety, after escaping Japanese encirclement at Parit Sulong.
Three weeks later, as the enemy over ran the battalion’s position on Singapore Island, the ‘fighting padre’ shepherded his wounded men through the swamps to reach Allied lines safely.
On 15 February 1942, Singapore fell to the enemy. Padre Wardale-Greenwood was among the 15,000 Australians who became prisoners of the Japanese.
In July 1942 he and Padre Thompson were drafted into a 1500-strong party of prisoners transferred to Sandakan in British North Borneo (now Sabah) to build an airstrip for the Japanese, The two friends often took the place of the sick in working parties. When the Japanese discovered this, they burnt Padre Wardale-Greenwood’s ecclesiastical books and sentenced him to 36 hours in a small punishment cage.
On May 29 1945, the Japanese sent 536 emaciated and sick men on a 150-mile, 28-day march to Ranau, in Borneo’s rugged, mountainous interior. The two padres were on the draft. Wardale-Greenwood was in charge of Group 3. Near Tampias, about 33 miles from Ranau, he witnessed the cold-blooded murder of his friend, Padre Thompson, who was suffering from a suppurating leg ulcer. Although he was keeping up with the column, he was removed from the line and shot.
Devastated by the loss, Wardale-Greenwood managed to reach the Last Camp, hidden deep in a valley five miles south of Ranau but he was said by four who escaped the camp and survived the war to have lost his faith, unable to reconcile the death of his friend, and the deaths and suffering of so many others, with a benign and loving God. The fighting padre, who had comforted the despairing, the dying and the disconsolate for so long, endured terrible deprivations at the camp until 18 July, when he died of dysentery.
His reported loss of faith says more about the Japanese and the horrific conditions the POWs had to endure, than it does about the Padre, a man of great courage and proven stalwart Christian belief. It is hoped, in his last hours, that his mind was lucid and that his faith returned and was a comfort to him.
He was 36 years old. Of the more than 1000 men sent on marches to Ranau, just six, who escaped, lived to tell the tale. None of the 1400 POWs who remained at the main camp at Sandakan survived.
Post war the bodies of those who had died at Ranau were recovered and reburied in Labuan War Cemetery. Harold Wardale-Greenwood’s remains were not identifiable. They lie in a grave marked ‘known unto God’. His name is commemorated at the Labuan Cemetery memorial on Panel 20. Copyright Lynette Silver, 2010
______Council Minutes 17 10 19 111 RECENT ACQUISITIONS
We were very humbled to receive the following from Mengha resident, Harold Scott.
Harold’s Uncle, Robert Arrindale Scott, born 1895 and died 30th January 1917 of illness in France. He was the son of Walter Robert and Ellen Scott and brother of George who also enlisted 28th April 1916. Harold presented the Museum with a framed photo of Robert Arrindale Scott and the Honour Roll that had been held at the Mengha School of men who attended the school and went to WWI. Harold explained his father, George, never went to school so his name is not on the roll. Thank you Harold, what treasures they are and will be a wonderful addition to the Bible of R.A. Scott which was presented by Scott family members a couple of years ago.
Harold Scott presenting the Family Photo and Memorabilia to Kath Medwin
Scott Family Members presenting the Bible belonging to Robert Arrindale Scott in 2015
______Council Minutes 17 10 19 112 MORE ACQUISITIONS Sorry it is not a good photo but how excited was Peter to receive the offer of these two beauties for Joe Lyons cottage! They were both painted by Peg Lockhart, 1922-2014. Peg was a watercolour artist of note in NW Tasmania and studied with well known NW artist, Margaret Brown. She was a strong supporter of Burnie Coastal Art group. Peg’s daughter is moving to the mainland and wished the paintings to have a home in Stanley.
NEW HOSTS
Relatively new arrivals to town, Darlene and Kevin Richardson, and also Adam Atfield are very welcome hosts to add to our small but passionate group of volunteers. If anyone is able to spare 2-4 hours weekly, fortnightly, monthly or even act as a stand-in, we would love to hear from you.
Darlene and Kevin
VISITORS TOWN DEVELOPMENT
We had a lovely visit by some great 10 Alexander Terrace children from the Leighland Christian School, Burnie. Some more major renovation work happening along Alexander Terrace
______Council Minutes 17 10 19 113
Barry French, son of Ernest and Julia French, who lived in Marshall Street from 1945-54, has been a long time supporter of the Museum sharing many photos. Here are a couple more contributed from Barry.
Top: Looking towards Highfield
Bottom: Wharf Area showing the timber mill in the background and small wharf area in front where fishing boats would tie up.
______Council Minutes 17 10 19 114 The Museum now has two banners – one outlining a timeline of Stanley and one for Aviation including the First Flight and local aviators. A great addition. Pictured here at Parl. House.
ALONG THE TERRACE VOL II MUSEUM HAPPENINGS With thanks to a Federal Govt Volunteer Betty is continuing her labour of love – the grant, the Museum was able to purchase next volume of Along the Terrace from a new laptop and printer as welcome 1923-1976 replacements for our very aging There is not a lot of time remaining to computer. We were also able to purchase contribute family photos to Vol II which will a new tub chair for our volunteers. be a wonderful addition to Vol I and will record Stanley’s history for perpetuity. Betty The volunteers had a working bee in the is adding a section for Biographies to this garden before opening for the tourist Volume so “people” photos of residents from season and once again had the annual this era would be most welcome. polishing of the silver and brass, thanks to Margaret and Kath. We are truly indebted to Betty for all her work Joe Lyons Cottage recently lost one of their long term and valuable hosts in The Museum is open until end of May, daily, Alan O’Mahoney. His brother, Keiron, 11-3, depending on volunteer availability. We donated Alan’s Surf Life Saving badges are happy to open by appointment out of hours and also a Forest-Stanley Football badge though. Phone 0407 576 694 or 0428 581 285 to the Museum. Thank you Keiron.
Feel free to share this Newsletter and encourage people to join as a Supporter of the Museum for $10 per person and valid until 30 June 2020. Email: [email protected] or please like our page Stanley Discovery Museum on Facebook where we can be messaged. ______Council Minutes 17 10 19 115
______Council Minutes 17 10 19 116
2nd September, 2019
Email: Local Government/Council CEO/General Managers
RE: 4G/5G Mobile Telecommunications
I am writing from the Australian Mobile Telecommunications Association (AMTA), the representative body for Australia’s mobile telecommunications industry, regarding current and future generations of mobile telecommunications.
At present Australian mobile networks and devices operate mainly on 3rd and 4th generation (3G and 4G) technologies. The 5th generation of mobile (5G) commenced operation this year in partnership with 4G networks.
5G is attracting a lot of attention in the community, at all levels of Government and in most industries given the central role mobile telecommunication services and applications play in our personal and professional lives.
National and State Governments can see the GDP implications, Local Government and most industries are primed for major productivity and connectivity gains and consumers are equally anticipating 5G supporting a vast array of new applications and services.
Like all new mobile technologies the evolution begins quite slowly and develops as more applications, services and devices become available. In this regard 5G is no different, however, ultimately 5G will be very different particularly in relation to industrial uses and is seen as central to the 4th Industrial Revolution or Industry 4.0 era.
To deliver 5G and meet the ever-increasing demand for mobile data (forecast to increase nearly 400% to 2024), mobile carriers are investing in new mobile infrastructure – both new physical network equipment and new radiofrequency spectrum bands.
In some cases members of the community have expressed concerns in relation to 5G infrastructure from a health and safety perspective – particularly regarding electromagnetic energy (EME).
As an industry we rely on the science and research in relation to any issues concerning health and safety and mobile networks, and it’s this body of established science that supports the global and national standards that determine operating levels for all mobile networks in Australia.
The general conclusion from the World Health Organisation is - “Despite extensive research, to date there is no evidence to conclude that exposure to low level electromagnetic fields is harmful to human health.”
The attached publication “5G and EMF Explained” outlines 5G and includes a series of responses to common questions regarding safety. In addition, the following links provide further insights:
…2
PO Box 103, Deakin West, ACT 2600, Australia + 61 2 6232 4488 www.amta.org.au ABN 98 065 814 315 ______Council Minutes 17 10 19 117
2
• The Australian Radiation Protection and Nuclear Safety Agency (ARPANSA), sets the Australian standards around 5G network limits, based on global scientific research and they have released two statements around 5G which may be of interest:
o 5G: the new generation of the mobile phone network and health o Misinformation about Australia’s 5G network
• The Australian Communications and Media Authority (ACMA) has more information on small cells and how their use will be expanded from working with the 4G network to become a key part of the 5G network
• AMTA and global industry bodies run a EMF explained website to provide the latest research and statements from leading health authorities, including the World Health Organisation.
• The Australian Science Media Centre recently held a panel with leading scientists to dispel some of the health myths around 5G
More recently further comment regarding 5G misinformation has been provided by Dr Karl Kruszelnicki and the ABC Media Watch program.
In addition, the attached AMTA fact sheets provide a summary of key information in relation to 5G.
I invite you to draw upon the extensive information available to inform public confidence in the health and safety around all mobile networks.
We are sharing these fact sheets with all Councils Australia wide and are happy for you to share in your Newsletters.
I hope you find this information useful and please don’t hesitate to get in touch if you have further questions that you’d like to discuss.
Yours sincerely,
Chris Althaus AMTA Chief Executive
PO Box 103, Deakin West, ACT 2600, Australia + 61 2 6232 4488 www.amta.org.au ABN 98 065 814 315 ______Council Minutes 17 10 19 118 Small cells: a guide
What are small cells?
Small cells provide additional network capacity or mobile device coverage to a small geographic area. They operate at lower power than a traditional mobile phone base station and use smaller equipment. Small cells complement existing technology and work with existing sites to provide a better network experience.
Small cells can be deployed with minimal visual impact as they use smaller antennas, smaller equipment and can be co-located on existing infrastructure such as electricity and light poles.
Small cells can be used to either increase the existing network capacity or provide new coverage. Small cells are built in all areas including urban and rural communities and are suitable for sensitive locations such as residential areas.
How will I benefit? What do they look like?
Small cells can improve network coverage indoors A small cell facility typically includes one or two external and at street level. antenna(s) and an equipment box.
This means your service may have: Examples of small cell facilities below:
Improved Less call drop outs internet access
Improved data rates for all kinds of uses Better network such as streaming services, experience indoors smart homes, gaming
The use of small cells will lead to greater efficiency throughout the network, improving opportunities to work and study from home, run a business on the go, keep up with family and friends online and stream video and audio in places that would otherwise be difficult. ______Council Minutes 17 10 19 119 Small cells: a guide
How are small cell sites chosen? Are small cells safe to be near houses?
Most small cells will be placed on existing infrastructure Yes. All mobile phone base stations, including small cells, such as utility poles and street furniture. They are located must operate within safety limits set by the Australian in places where people live, work and play so that we can get Radiation Protection and Nuclear Safety Agency (ARPANSA). things done when and where we need to. These limits protect the community, including children and the elderly, 24 hours a day. There are many factors that are considered when choosing the location for small cells: The environmental electromagnetic energy (EME) levels from small cells are reported in an ARPANSA environmental report, • Network coverage requirements for the area and are available at www.rfnsa.com.au. • Proximity to existing sites and planned new sites • Existing infrastructure that can be used Do small cells require • The height of available structures local government approval? • Free space and capacity of the structure Mobile phone carriers are required to consult with Councils, • Topography and the surrounding environment and consider their feedback.
Generally small cells are installed using the Commonwealth Telecommunications (Low-impact Facilities) Determination 2018; therefore local government approval is generally not required.
How are residents notified?
The Mobile Phone Base Station Deployment Code requires Carriers to notify Council, residents and key stakeholders in the immediate vicinity of a proposed small cell location. Interested and affected parties will be invited to provide comments on the proposal.
You can find out information on a small cell proposal by searching the location at www.rfnsa.com.au.
Where can I get more information on small cells?
Australian Communications EMF Explained web site and Media Authority (ACMA) www.emfexplained.info 1300 850 115 https://www.acma.gov.au/theACMA/ The Mobile Phone Base Station a-guide-to-small-cells Deployment Code http://www.commsalliance.com.au/ Australian Radiation Protection and Documents/all/codes/c564 Nuclear Safety Agency (ARPANSA) (03) 9433 2211 Mobile Carriers Forum (02) 8920 3555 [email protected] www.arpansa.gov.au http://amta.org.au/mcf ______www.amta.org.au Council Minutes 17 10 19 120 What is 5G?
5G is the 5th generation of mobile networks, a significant evolution of today’s 4G networks.
5G is designed to meet the very large growth in data and connectivity of today’s modern society, the internet of things with billions of connected devices, and tomorrow’s innovations.
5G will initially operate in conjunction with existing 4G networks before evolving to fully standalone networks. The rollout of 5G will help meet Australians’ growing demand for more data, with the Australian Communications and Media Authority (ACMA) reporting that the volume of data downloaded on mobiles has increased by 41% from June 2017 to June 2018, and this is set to continue.
What will 5G enable?
5G will enable enhanced mobile broadband, instantaneous For businesses and industry, 5G and IoT will provide a wealth of data connectivity to billions of devices, the Internet of Things (IoT) allowing them to gain insights into their operations like never before. and a truly connected world. Business will increasingly operate and make For communities, 5G will enable real-time key decisions driven by data (e.g. parcel connection of billions of devices to provide tracking), and innovate in different application a safer and more efficient place to live areas including agriculture, smart farms and by enabling things like: manufacturing. All of these will pave the way for cost savings, better customer experience and long-term growth.
Smart homes Smart cities
Internet of 5G enabled Things (IoT) mobile technology Smart and safer vehicles Smart schools IS SET TO DELIVER A $65 billion bigger Australian economy Enhanced Education health care BY 2023 ______Council Minutes 17 10 19 Mobile Nation 2019 – the 5G Future report by Deloitte Access Economics 121 and AMTA What is 5G?
What will be the first applications for 5G? What will 5G devices offer?
5G-enabled products such as wireless broadband, mobile The prime benefits of 5G devices will be significantly faster devices and IoT will be the first applications using 5G. speeds in data access, downloading and streaming content. In addition, 5G devices will have increased computing power and make use of faster connectivity, meaning that the devices will enjoy virtually instantaneous connections to the network, as well as greater connectivity when on the move. 5G will enable applications such as remote monitoring, automation of production, medical monitoring and even remote surgery.
How does 5G work?
5G will deliver faster speeds, better response times and greater capacity. 5G networks are designed to work in conjunction with 4G networks using a range of macro cells, small cells and dedicated in-building systems. 5G devices Small cells will be a feature of 5G networks and will evolve will have increased to include the use of millimetre wave (mmWave) frequencies. computing power and make Small cells are mini base stations designed for very localised use of faster connectivity, coverage typically from 10 metres to a few hundred metres meaning that the devices providing in-fill for the larger macro network. Small cells will enjoy virtually will be essential for the 5G networks. instantaneous connections to the network, as well as greater connectivity ______when on the move. Council Minutes 17 10 19 122 5G and EME Safety
Are there safety limits for 5G? What research into health effects
Yes. Comprehensive international guidelines exist has been done on 5G? governing exposure to radio waves including the The electromagnetic frequencies used for 5G are part of frequencies proposed for 5G. The limits have been the radio frequency spectrum which has been extensively established by independent scientific organisations, such researched in terms of health impacts for decades. as the International Commission on Non-Ionizing Radiation Protection (ICNIRP), and include substantial margins of Where 5G fits in the electromagnetic spectrum safety to protect all people including children and the elderly at all times. Non-Ionising Radiation Ionising Radiation These guidelines have been widely adopted in standards Does no damage to DNA Can cause DNA damage with prolonged exposure around the world, including in Australia by the Australian Radiation Protection and Nuclear Safety Agency (ARPANSA) Current and are endorsed by the World Health Organization (WHO). 3G, 4G and 5G
Low frequency 5G High frequency mmWave
Static Microwaves WHAT DO THE EXPERTS SAY electric & Mobile magnetic phones ABOUT 5G AND HEALTH? fields Visible light/ X-Rays Gamma daylight Rays Wi-Fi In relation to radio frequency exposures and wireless TV & radio router technology and health, including frequencies used for 5G, the World Health Organization (WHO) states: 5G operates “Despite extensive research, to date there at a higher frequency is no evidence to conclude that exposure than previous 4G networks to low level electromagnetic fields is so it can carry more data harmful to human health.” but can’t travel as far. This means it will have In relation to 5G frequencies, Dr Sarah Loughran, less impact on the Director of the Australian Centre for human body than any Electromagnetic Bioeffects Research previous network. at the University of Wollongong states: + “The higher frequencies [of 5G] actually Over 50 years of scientific research has already been conducted into the possible health effects of the radio signals used for means that the energy doesn’t penetrate mobile phones, base stations and other wireless services as deeply into the body than previous including frequencies planned for 5G and mmWave exposures. fourth generation and other generation ARPANSA states: technologies have.” “This network currently runs on radio waves similar to those used in the current 4G network, and in the future In relation to 5G and health, ARPANSA states: will use radio waves with higher frequencies. It is important “There are no established health to note that higher frequencies does not mean higher or effects from the radio waves that the more intense exposure. Higher frequency radio waves are already used in security screening units at airports, police 5G network uses.” radar guns to check speed, remote sensors and in medicine and these uses have been thoroughly tested and found to ______have no negative impacts on human health.” Council Minutes 17 10 19 123 5G and EME Safety
Does 5G mean higher power and higher exposure levels? Testing on Australian No – 5G networks are designed to be more efficient 5G networks with and will use less power than current networks for commercial devices similar services. in real-world settings The Australian Centre for Electromagnetic Bioeffects Research (ACEBR) states: shows levels similar to 3G, “In addition, while more antennas 4G and Wi-Fi, and in many may be required to service areas where cases around 1,000 times demand for the new service is high, users below the safety limits. are closer to the mobile phone base station and therefore their devices can operate at a reduced power, reducing their exposure from their personal device.”
Dr Sarah Loughran, Director of the Australian Centre for Electromagnetic Bioeffects Research at the University of Wollongong, states: “Based on the improvements in technology, the level of exposure is expected to be lower [with 5G] than what it has been in previous technologies.”
How will 5G be regulated?
All base stations including 5G equipment and devices, must comply with standards set by ARPANSA.
Where can I get more information on 5G?
Australian Communications EMF Explained web site and Media Authority (ACMA) www.emfexplained.info 1300 850 115 https://www.acma.gov.au/theACMA/ Mobile Nation 2019 - the 5G a-guide-to-small-cells future report https://amta.org.au/new-mobile- Australian Radiation Protection and nation-report-the-5g-future/ Nuclear Safety Agency (ARPANSA) (03) 9433 2211 Mobile Carriers Forum (02) 8920 3555 [email protected] www.arpansa.gov.au http://amta.org.au/mcf ______www.amta.org.au Council Minutes 17 10 19 124 EMF Explained Series 1
5G and EMF Explained
5Gwww.emfexplained.info ______Council Minutes 17 10 19 125 2 5G and EMF Explained
The EMF Explained Series provides information on mobile technology and Electromagnetic Fields (EMF) referencing international health authorities, government, academia and the telecommunications industry.
The EMF Explained Series has been developed by the Australian Mobile Telecommunications Association (AMTA) in association with the GSMA and Mobile and Wireless Forum (MWF).
Contents 5G Explained 2019–2020 Edition What is 5G? 3 What will 5G enable? 4 When did 5G launch? 5 What are the first applications for 5G? 5 What do 5G devices offer? 5 What devices are available for 5G? 5 How does 5G work? 6 5G working with 4G 7 How does 5G deliver continuous connection, greater capacity, and faster speed and response times? 7 5G spectrum 8 MIMO Beamforming 9
5G and EMF Safety Are there safety limits for 5G and radio waves? 11 What do the experts say about 5G and health? 11 What research into health effects has been done on 5G? 11 Is the research on 5G, mmWave and health continuing? 12 Will 5G devices comply with the safety guidelines? 12 Is 5G safe for children? 12 What about children wearing RF transmitting devices or wearables for security or entertainment? 12 Will 5G devices automatically minimise transmitter power? 12 Does 5G mean higher power and higher exposure levels? 12 What types of base stations are used for 5G? 12 Do 5G base stations automatically minimise transmitter power? 12 What will be the size of compliance zones around 5G network antenna sites? 12 Is 5G similar to the Active Denial System used by the military? 12
______Council Minutes 17 10 19 126 3 What is 5G?
5G is the 5th generation of mobile networks, a significant evolution of the 4G LTE networks.
5G has been designed to meet the very large growth in data and connectivity of today’s modern society, the internet of things with billions of connected devices, and tomorrow’s innovations.
5G will initially operate in conjunction with existing 4G networks before evolving to fully standalone networks in subsequent releases and coverage expansions.
In addition to delivering faster connections and greater capacity, a very important advantage of 5G is the fast response time referred to as latency.
Latency is the time taken for devices to respond to each other over the wireless network. 3G networks had a typical response time of 100 milliseconds, 4G is around 30 milliseconds and 5G will be as low as 1 millisecond. This is virtually instantaneous opening up a new world of connected applications.
5G uses radio waves or radio frequency (RF) energy to transmit and receive voice and data connecting our communities. ______Council Minutes 17 10 19 127 4 What will 5G enable?
5G will enable instantaneous connectivity to For communities, 5G will enable the connection of billions of devices for our smart cities, smart schools and smart homes, smart billions of devices, the Internet of Things (IoT) and safer vehicles, enhance health care and education, and provide a and a truly connected world. safer and more efficient place to live.
For businesses and industry, 5G and IoT will provide a wealth of There are three major categories of use case for 5G: data allowing them to gain insights into their operations like never Massive machine to machine communications – also called before. Businesses will operate and make key decisions driven by the Internet of Things (IoT) that involves connecting billions of data, innovate in agriculture, smart farms and manufacturing, paving devices without human intervention at a scale not seen before. the way for cost savings, better customer experience and long term This has the potential to revolutionise modern industrial processes growth. and applications including agriculture, manufacturing and business New and Emerging technologies such as virtual and augmented communications. reality will be accessible by everyone. Virtual reality provides Ultra-reliable low latency communications – mission critical connected experiences that were not possible before. With 5G and VR including real-time control of devices, industrial robotics, vehicle to you will be able to travel to your favourite city, watch a live football vehicle communications and safety systems, autonomous driving match with the feeling of being at the ground, or even be able to and safer transport networks. Low latency communications also inspect real estate and walk through a new home all from the comfort opens up a new world where remote medical care, procedures, of your couch. and treatment are all possible. 5G will keep us connected in tomorrow’s smart cities, smart Enhanced mobile broadband – providing significantly faster homes and smart schools, and enable opportunities that we data speeds and greater capacity keeping the world connected. haven’t even thought of yet. New applications will include fixed wireless internet access for homes, outdoor broadcast applications without the need for broadcast vans, and greater connectivity for people on the move.
5G will provide the speed, low latency and connectivity to enable a new generation of applications, services and business opportunities______that have not been seen before. Council Minutes 17 10 19 128 5 When did 5G launch?
When did 5G launch? What do 5G devices offer?
Initial 5G services commenced in many countries in 2019 and The prime benefits of 5G devices will be significantly faster speeds widespread availability of 5G is expected by 2025. in data access, downloading and streaming content. In addition, 5G devices will have increased computing power and make use What are the first applications for 5G? of the lower latency, meaning that the devices will enjoy virtually instantaneous connections to the network, as well as greater Fixed wireless access for homes and enhanced mobile broadband connectivity when on the move due to the use of advanced antenna services are the first applications using new 5G phones, tablets, beam steering. wireless access modems and hot spots. What devices are available for 5G?
Mobile handsets, tablets and hot spots equipped with 3G, 4G and 5G connectivity were launched in 2019 and low latency and widespread machine to machine applications using 5G will be developed in the coming years.
5G Enhanced Mobile Broadband and IoT will revolutionise agriculture and farming. ______Council Minutes 17 10 19 129 6 How does 5G work?
Most operators will initially integrate 5G networks with existing 4G The following illustration shows examples of local cloud servers networks to provide a continuous connection. A mobile network has two providing faster content to users (movie streaming) and low latency main components, the ‘Radio Access Network’ and the ‘Core Network’. applications for vehicle collision avoidance systems.
The Radio Access Network – consists of various types of facilities including small cells, towers, masts and dedicated in-building and home systems that connect mobile users and wireless devices to the main core network.
Small cells will be a major feature of 5G networks particularly at the new millimetre wave (mmWave) frequencies where the connection range is very short. To provide a continuous connection, small cells will be distributed in clusters depending on where users require connection which will complement the macro network that provides wide-area coverage.
5G Macro Cells will use MIMO (multiple input, multiple output) antennas that have multiple elements or connections to send and receive more data simultaneously. The benefit to users is that more people can simultaneously connect to the network and maintain high throughput. Where MIMO antennas use very large numbers of antenna elements they Example of a local server in a 5G network providing faster connection and are often referred to as ‘massive MIMO’, however, the physical size is lower response times. similar to existing 3G and 4G base station antennas. Network Slicing – enables a smart way to segment the network for The Core Network – is the mobile exchange and data network that a particular industry, business or application. For example emergency manages all of the mobile voice, data and internet connections. services could operate on a network slice independently from other users. For 5G, the ‘core network’ is being redesigned to better integrate with the internet and cloud based services and also includes distributed servers Network Function Virtualization (NVF) – is the ability to instantiate across the network improving response times (reducing latency). network functions in real time at any desired location within the operator’s cloud platform. Network functions that used to run on Many of the advanced features of 5G including network function dedicated hardware for example a firewall and encryption at business virtualization and network slicing for different applications and services, premises can now operate on software on a virtual machine. NVF is will be managed in the core. crucial to enable the speed efficiency and agility to support new business applications and is an important technology for a 5G ready core.
______5G networkCouncil architecture Minutes illustrating 17 10 5G19 and 4G working together, with central and local servers providing faster content to use rs and low latency 130 applications. 7 5G working with 4G
When a 5G connection is established, the User Equipment (or device) will connect to both the 4G network to provide the control signalling and to the 5G network to help provide the fast data connection by adding to the existing 4G capacity.
Where there is limited 5G coverage, the data is carried on the 4G network providing the continuous connection. Essentially with this design, the 5G network is complementing the existing 4G network.
How does 5G deliver continuous connection, greater capacity, and faster speed and response times?
Better Connection – always connected Macro cells for wide area coverage
5G networks are designed to work in conjunction with 4G networks using a range of macro cells, small cells and dedicated in-building systems. Small cells are mini base stations designed for very localised coverage typically from 10 metres to a few hundred metres providing in-fill for a larger macro network. Small cells are essential for the 5G networks as the mmWave frequencies have a very short connection range. In-building and street small cells Home small cells
______Council Minutes 17 10 19 131 8
Mobile spectrum showing the radio frequency range from 3-100 GHz with new 5G spectrum above 6GHz. Other radio services (TV, Wi-Fi, Fixed links & Satellite) are shown for reference.
Increased Spectrum – greater capacity, more users and faster speed.
In many countries the initial frequency bands for 5G are below 6 GHz (in many cases in the 3.3-3.8 GHz bands) and similar frequencies to existing mobile and Wi-Fi networks. Additional mobile spectrum above 6 GHz, including the 26-28 GHz bands often referred to as millimeter (mm) Wave, will provide significantly more capacity compared to the current mobile technologies. The additional spectrum and greater capacity will enable more users, more data and faster connections. It is also expected that there will be future reuse of existing low band spectrum for 5G as legacy networks decline in usage and to support future use cases.
The increased spectrum in the mmWave band will provide localised coverage as they only operate over short distances. Future 5G deployments may use mmW frequencies in bands up to 86 GHz.
______Council Minutes 17 10 19 132 9
5G spectrum showing the radio frequency range from 3-100 GHz with new 5G bands
Massive MIMO antenna and advanced beam steering optimises EMF and increases efficiency.
Massive MIMO - multiple element base station - greater capacity, MIMO – Beam Steering multiple users, faster data Beam steering is a technology that allows the massive MIMO base 5G will use ‘massive’ MIMO (multiple input, multiple output) antennas that station antennas to direct the radio signal to the users and devices have very large numbers of antenna elements or connections to send and rather than in all directions. The beam steering technology uses receive more data simultaneously. The benefit to users is that more people advanced signal processing algorithms to determine the best path for can simultaneously connect to the network and maintain high throughput. the radio signal to reach the user. This increases efficiency as it reduces interference (unwanted radio signals). The overall physical size of the 5G massive MIMO antennas will be similar to 4G, however with a higher frequency, the individual antenna element size is smaller allowing more elements (in excess of 100) in the same physical case.
5G User Equipment including mobile phones and devices will also have MIMO antenna technology built into the device for the mmWave frequencies.
4G sector base station and 5G base station with a new multi element massive MIMO______antenna array. The overall physical size of the 5G base station antennaCouncil is expectedMinutes to 17be similar10 19 to a 4G base station antenna. 133 10 Lower latency - Faster response times
Lower latency with 5G is achieved through significant advances in mobile device technology and mobile network architecture.
Technology Response time (milliseconds)
4G - LTE systems 20-30 ms
5G - enhanced mobile broadband 4-5 ms
5G - URLLC (Ultra Reliable Low 1 ms Latency Communications) systems
5G Devices (User Equipment) Radio Access Network Changes
Improved technology and computing power in the User Equipment and To achieve the low latency, the Radio Access Network (RAN) will need devices is a major contributor to faster response times. As the device to be re-configured in a manner that is highly flexible and software chip sets become more advanced, they can process data faster and configurable to support the very different characteristics of the types of reduce the response time called latency. services that the 5G system envisages.
5G Network - Mobile Network Architecture Low latency and high reliability over the air interface requires new radio techniques to minimise the time delays through the radio within Significant changes in both the Core Network (Core) and Radio Access a few TTIs (time transmit intervals) along with robustness and coding Network (RAN) are required to deliver low latency. improvements to achieve high degrees of reliability (e.g. one message is delayed or lost in every billion). Core Network Changes Implementing a virtual, dynamic and configurable RAN allows the With the redesigned core network, signalling and distributed servers, a network to perform at very low latency and high throughput, but it key feature is to move the content closer to the end user and to shorten also allows the mobile network to adjust to changes in network traffic, the path between devices for critical applications. network faults and new topology requirements. Good examples are video on demand streaming services where it is What will be re-configured? The new architecture will exist as a 4G/5G possible to store a copy or ‘cache’ of popular content in local servers, so split RAN where the user plane (5G) and the control plane (4G) are the time to access is quicker. separate. This requires the separation of general purpose hardware and specialised network hardware. The functionality of general purpose hardware (nodes) are suitable for network functions virtualisation (NFV), where the specialised hardware in the RAN will become dynamically configurable.
www.emfexplained.info ______Council Minutes 17 10 19 5G 134 11 5G and EMF Safety
Are there safety limits for 5G and radio waves? Australian Centre for Electromagnetic Bioeffects Research (ACEBR) - In relation to 5G frequencies, the general conclusion from Dr Sarah Yes. Comprehensive international guidelines exist governing exposure to Loughran, Director of the ACEBR is: radio waves including the frequencies proposed for 5G. The limits have been established by independent scientific organizations, such as the International Commission on Non-Ionizing Radiation Protection (ICNIRP), “Based on the improvements in technology, the level and include substantial margins of safety to protect all people against all of exposure is expected to be lower than what it has established hazards. been in previous technologies.” These guidelines have been widely adopted in standards around the world, and are endorsed by the World Health Organization (WHO). The European Commission in relation to whether the existing European Council Recommendation (which adopted ICNIRP’s Guide- What do the experts say about 5G and health? lines) covers 5G and ensures adequate protection for the public: World Health Organization – In relation to radio frequency exposures and wireless technology and health, the general conclusion from the World Health Organization (WHO) is: “Protection of public health … is always taken into account. In particular, the strict and safe exposure “Despite extensive research, to date there is no limits for electromagnetic fields recommended at EU evidence to conclude that exposure to low level level by Council Recommendation 1999/519/EC on electromagnetic fields is harmful to human health” the exposure of the general public to electromagnetic WHO - About Electromagnetic Fields – Summary of Health Effects fields apply for all frequency bands currently Key Point 6 envisaged for 5G.”
Australian Radiation Protection and Nuclear Safety Agency (ARPANSA) - In relation to 5G and health, ARPANSA, the agency of What research into health effects has been done on 5G? the Commonwealth Government tasked with protecting people and The electromagnetic frequencies used for 5G are part of the radio the environment from the harmful effects of radiation, says that; frequency spectrum which has been extensively researched in terms of health impacts for decades. Over 50 years of scientific research has already “Contrary to some claims, there is no established been conducted into the possible health effects of the radio signals used for mobile phones, base stations and other wireless services including health effects from the radio waves that the 5G frequencies planned for 5G and mmWave exposures. network uses” The data from this research has been analysed by many expert review Source WHO Backgrounder on base stations and wireless technologies groups. Weighing the whole body of science, there is no evidence to convince experts that exposure below the guidelines set by the International Commission on Non-Ionizing Radiation Protection (ICNIRP) International Commission for Non-Ionizing Radiation Protection carries any known health risks, for adults or children. (ICNIRP) – In relation to 5G and the EMF exposure guidelines ICNIRP, an international commission recognised by the WHO says; The EMF-Portal (www.emf-portal.org) is an open-access extensive database of scientific research into the effects of EMF, including studies on the • The ICNIRP Guidelines are very conservative and effects of RF on health. It is managed by the RWTH Aachen University, Germany and linked from the WHO website. EMF-Portal contains more than include large reduction factors. 28,000 published scientific articles on the biological and health effects of EMF and 3,000 studies on mobile communications. • The ICNIRP Guidelines protect all people including children exposed to radiofrequency In terms of research specifically on 5G frequencies, the database lists over 500 studies on mmWave EMF health related research. Extensive research EME in the frequency range 100 kHz to 300 GHz. on mmWave and health has been conducted on radar, microwave and • The ICNIRP Guidelines cover the frequencies used military applications. for 5G, including mmWave bands. ______Council Minutes 17 10 19 135 12 Is the research on 5G, mmWave and health continuing? What types of base stations are used for 5G? Yes – One area of current research on mmWave frequencies, for example, Base stations used for 5G will consist of various types of facilities including is focused on the alignment of the human exposure guidelines at small cells, towers, masts and dedicated in-building and home systems. frequencies below and above 6 GHz where the measurement parameter changes from Specific Absorption Rate (SAR) below 6 GHz to Power Small cells will be a major feature of 5G networks particularly at the new Density above 6 GHz. For more on SAR see http://www.sartick.com/. mmWave frequencies where the connection range is very short. To provide a continuous connection, small cells will be distributed in The research is also focused on the dielectric properties of human skin clusters depending on where users require connection and this will to ensure that the power density levels and averaging area across the complement the macro network 5G base stations. skin align with the temperature values that are the basis of the human exposure guidelines. 5G networks will work in conjunction with 4G networks. In many cases, existing 4G base stations will be used for additional 5G equipment. For example, a mobile device operating at 5 GHz will be assessed for compliance by measuring the SAR. The SAR levels are set to limit the Do 5G base stations automatically minimise transmitter power? absorbed power so that the temperature rise in the head or body from the Yes – 5G networks are specifically designed to minimise transmitter device operating at maximum power is below the SAR limit of 2W/kg. If power, even more than existing 4G networks. 5G networks use a the same device was operating at 6.5 GHz, a power density measurement new advanced radio and core architecture which is very efficient and would be required, so that the device complies with relevant Power minimises transmissions consistent with service requirements which Density limit. results in optimised EMF levels. The network also controls the power Will 5G devices comply with the safety guidelines? level of the device to the lowest level in order to complete a satisfactory communication with the network. 5G technology will be used in a wide range of devices and will be the backbone for the Internet of Things (IoT). All these devices will be What will be the size of compliance zones around 5G network evaluated to ensure that they conform to the RF safety limits adopted by antenna sites? agencies around the world. The compliance zone around the new advanced antenna technology used Is 5G safe for children? by 5G is smaller than for previous 3G and 4G technologies using similar transmitter powers. Yes – The EMF safety limits cover the 5G frequency range and include substantial margins of safety to protect all people including children from Mobile network antennas are typically directional and compliance zones all established hazards. extend in front of the antenna and a small distance above and below.
What about children wearing RF transmitting devices or Mobile networks are designed to use only the power needed to provide wearables for security or entertainment? quality services. Too much power would cause interference and affect all The radio transmitters in such devices are generally transmitting with users. A key advantage of 5G is a substantial increase in network energy very low power. When tested they are required to comply with national or efficiency. international exposure limits. When watching a video the device is mostly receiving information and only transmits information for brief periods. Where 5G is added to an existing site with other mobile technologies, Other types of devices such as personal trackers also transmit for short the existing compliance zone may increase due to the addition of the periods of time. 5G technology however this will depend on the site design and network configuration. Will 5G devices automatically minimise transmitter power? Is 5G similar to the Active Denial System used by the military? Yes – 5G devices will automatically minimise the transmit power to the lowest level in order to complete a satisfactory communication with the No – Active Denial Systems developed by the military use very high network. Such automatic power control has existed in previous generations powered mmWave directional signal, sometimes called a ‘heat ray’ in the of mobile technologies (2G, 3G and 4G) and helps to minimize interference, 90 GHz band designed to heat the surface of targets such as the skin of a prolong battery life and also has the effect of limiting the EMF exposure of human, and through the heat, control or restrict access. the user. The transmit power of the device is controlled by the network. 5G and other mmWave radio communications use different frequencies Does 5G mean higher power and higher exposure levels? and a fraction of the power. The human exposure limits for mobile communications technology prevent heating occurring. No – 5G networks are designed to be more efficient and will use less power than current networks for similar services. Additional information on ADS systems is available here.
With the introduction of new technologies, there may be a small http://jnlwp.defense.gov/About/Frequently-Asked-Questions/Active- increase in the overall level of radio signals due to the fact that new Denial-System-FAQs/ transmitters are active. In some countries deployment of 5G may occur as part of closure of earlier wireless networks. Based on the transition www.emfexplained.info from previous wireless technologies we can expect that the overall exposure levels will remain relatively constant and a small fraction of the international exposure guidelines.
www.emfexplained.info ______Council Minutes 17 10 19 136 COMMUNITY SERVICES
Donations (by month approved) (KC)
Donations Purpose Value Nil
TOTAL $0.00
______Council Minutes 17 10 19 137 GOVERNANCE
Council
Name of Committee Meetings Held/Minutes Received 2019/20 July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Central Outdoor Area Management Committee √o √ o o Western Area Management Committee o √ Stanley Town Hall o √o √ o Northern Area Management Committee o √ Circular Head Heritage Centre o√ √o √ o Circular Head Education and Training Consultative √ o Community Road Safety Partnership o√ Circular Head Recreation Advisory Committee o√ Circular Head Community Recreation Centre Inc BoM o √ Hunter Island Advisory Group Circular Head Audit Panel o √ Circular Head Destination Action Plan Leadership Group X X X
Legend o Meeting held √ Minutes previous meeting submitted to Council X No meeting held
______Council Minutes 17 10 19 138 REGULATORY SERVICES
Building Control
Building Applications – permits issued 01/07/2019 – 30/09/2019
Process Building Permit Number Permit Date Development Address Description Value ($) Time Class (days) 2019 / 00074 5-Jul-19 361 Mengha Road, North Forest New Building 10A $77,000.00 3 2019 / 00072 24-Jul-19 164 Sarah Anne Rocks Road, Nelson New Building & Demolition of 1A $190,000.00 4 Bay Old 2019 / 00070 25-Jul-19 27 West Esplanade, Smithton Additions/Alterations 7B $125,000.00 7 2019 / 00086 13-Aug-19 14 Pearse Street, Stanley Additions/Alterations 1A $85,000.00 6 2019 / 00083 13-Aug-19 48 Nelson Street, Smithton Installion - Solar Panels 10B $10,500.00 7 2019 / 00088 15-Aug-19 58 Mauds Road, Scotchtown New Building 1A,10A, $220,000.00 6 2019 / 00089 26-Aug-19 421 Spion Kop Road, South Forest New Building & Demolition of 1A $325,000.00 7 Old 2019 / 00085 29-Aug-19 20250 Bass Highway, Crayfish Creek Additions 8 $690,000.00 6 2019 / 00094 12-Sep-19 9 Rifle Range Road, Smithton New Building 1A,10A, $425,000.00 5 2019 / 00097 18-Sep-19 22 Ferryman Terrace, Arthur River As Built Porch 1A $6,300.00 9 2019 / 00096 25-Sep-19 (Part Of) 2 & 4 Bacon Factory Road, Relocation of Storage Shed (on 7B $120,000.00 1 Smithton New Slab) 2019 / 00100 27-Sep-19 3 Dallas Court, Smithton New Building - Dwelling- 1A,10A, $125,000.00 7 Carport
Notifiable Building - 01/07/2019 – 30/09/2019
______Council Minutes 17 10 19 139 Permit Permit Date Development Address Description Building Value ($) Process Number Class Time (Days) 2019 / 00076 3-Jul-19 Bass Strait, Hunter Island New Building 10A $74,000.00 6 2019 / 00075 5-Jul-19 98 Cantara Road, Smithton New Building - Lunchroom 10A $25,000.00 1 2019 / 00080 9-Jul-19 4 Rocklyn Road, Smithton New Building & Demolition Of 10A $35,000.00 5 Old 2019 / 00082 26-Jul-19 Pine Avenue Hellyer Beach New Building 10B $45,000.00 5 2019 / 00087 16-Aug-19 32 Twin Creeks Road, Mengha New Building 10A $35,000.00 12 2019 / 00099 19-Sep-19 147 Johns Hill Road, Irishtown Alterations 10B $150,000.00 3
______Council Minutes 17 10 19 140 Planning
Development Applications – permits issued 01/07/2019 – 30/09/2019
D/A Property Address Description Number 14 Ferryman Terrace, Arthur 2019/049 River Dwelling Extension - 16.4.1 (P2 & P5) Suitability of a site or lot for use or development NBN Tower Extension - 10.3.1 (P1) Discretionary Permit Use, 10.3.2 (P1) Impact of Use, 10.4.9 (P2) Suitability of a site or lot for use or development, 10.4.11 (P2) Location and configuration of 2019/041 31-33 Massey Street, Smithton development & E8.6.2 (P2, P3, P4) Health, safety and visual
2019/056 150 Pelican Point Road, Smithton Dwelling Extension 2019/051 2 Brittons Road, Smithton Signage (Signs 16, 17, 20-24) - E7.6 (P1) Dwelling Extension (Deck, Verandah & Porch) & Garage - 10.4.2 (P1, P2, P3) Setbacks and building 2019/050 14 Pearse Street, Stanley envelope for all dwellings,10.4.9 (P5) Suitability of a site or lot for use or development 2019/055 97 Mawbanna Road, Mawbanna Signage - E7.6 (P1) Development Standards 2019/062 27 John Street, Smithton Carport - 10.4.2 (P3) - Setbacks and building envelope for all dwellings Dwelling, Shed & Shipping Container - 13.4.1 (P1) Suitability of a site or lot for use or development, 2019/065 58 Mauds Road, Scotchtown 13.4.2 (P1) Dwelling density, 13.4.3 (P2) Location and configuration of development 23852 Bass Highway, Christmas 2019/027 Hills Storage Shed - 26.4.2 (P1) Location and configuration of development 2019/072 11 Browns Road, Smithton Shed - 13.4.1 (P1) Suitability of a site or lot for use or development Outbuilding (Garage & Carport) - 12.4.1 (P5) Suitability of a site or lot for use or development, 12.4.3 2019/069 25 Pebbly Road, Hellyer (P2 & P5) Location and configuration of development 2019/071 9 Rifle Range Road, Smithton Dwelling and Outbuilding 2019/067 19509 Bass Highway, Rocky Cape Cabin Extension Outbuilding - 10.4.2 (P3) Setbacks and building envelopes for all dwellings, 10.4.9 (P5) Suitability of a 2019/073 1 Wilson Street, Stanley site or lot for use or development (Part Of) 2 & 4 Bacon Factory 2019/070 Road, Smithton Storage Store - 25.4.1 (P5) Suitability of a site or lot for use or development 2019/058 47 Goldie Street, Smithton Residential Outbuilding
______Council Minutes 17 10 19 141 Ancillary Dwelling and Outbuilding (Garage and carport) - 10.4.2 (P3) Setbacks and building envelopes 2019/074 3 Dallas Court, Smithton for all dwellings Dwelling Extension (Deck) - 12.4.1 (P2, P5) Suitability of a site or lot for use or development, 12.4.3 (P2) Location and configuration of development, 12.4.4 (P1) Visual and acoustic privacy for residential 2019/064 2A Pine Avenue, Hellyer development Outbuilding Extension (Carport) - 16.4.1 (P5) Suitability of a site or lot for use or development, 16.4.3 2019/075 11 Norwood Street, Forest (P2) Location and configuration of development Camping and Caravan Park and Signage - Camping and Caravan Park and Signage - 26.3.1 (P1) (Part Of) 19523 Bass Highway, Requirements for discretionary non-residential use to locate on rural resource land, E7.6 (P1) Rocky Cape & 19525 Bass Development Standards, E9.6.1 (P1) Design of vehicle parking and loading areas 2019/009 Highway, Rocky Cape 2019/066 30 Alexander Terrace, Stanley Dwelling Extension - Historic Cultural Heritage Act 1995 1681 Woolnorth Road, 2019/090 WOOLNORTH Storage Shed Extension Dwelling and Outbuilding (Farm Shed) - 26.4.1 (P2) Suitability of a site or lot on a plan of subdivision for 2019/077 19 Wells Road, Stanley use or development
______Council Minutes 17 10 19 142 Planning – Other
Preliminary Amendments to Scheme
Nil
Current appeals - Resource Management and Planning Appeals Tribunal
Nil
Recently Determined Appeals - Resource Management and Planning Appeals Tribunal
DA 2018/066 – 19086 Bass Highway, Rocky Cape – Partial Change of Use – Residential to Food Services – Appeal withdrawn
Current Amendment Applications - Resource Planning and Development Commission
Nil
Recently determined Amendments- Resource Planning and Development Commission
Nil
Enforcement – Planning / Building / Environmental
______Council Minutes 17 10 19 143 RESOLUTIONS OF COUNCIL
Action : 1.1 Action all resolutions of Council 2010/2011 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date 07 04 11 Advice sent to Nomenclature board of name changes approved. Naming of Streets - Smithton and wider 2010-0205 In Progress 20% Request for input sougth from the CH Matthew Saward 31/05/2011 Community Heritage Centre. Residents of potentially affected streets not yet consulted.
______Council Minutes 17 10 19 144 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date
Action : 1.1 Action all resolutions of Council 2016/2017 Number Tasks Status % Complete Progress Comments Responsible Person Comp Date 01 07 19 Submitted to Nomenclature Board. Official Approval 44310Q. Staff advised in Feb/March 2017 to determine renumbering if required and forward 2017-159 Upper Gibson Street Official Naming In Progress 60% Julie Bernhagen 31/03/2017 advises. Advised in June 2017 street requires renumbering. Engineering Staff will work on renumbering in near future as advised by TOWD 28 02 18. QwN - Cr Berechree re widening of Stanley Refer to DIDS for communication to 2017-283 In Progress 5% Tony Smart 30/06/2017 Highway (road into Stanley) Minister NoM - Cr Spinks re beach access to Investigations continuing in relation to the 2017-287 In Progress 50% Tony Smart 30/06/2017 Preminghana (Mount Cameron West) issue Further discussions with Department of PQT1 - Mr R Flowers re safety at State Growth to be held, particularly in 2017-318 Loosemores Road Hellyer junction with In Progress 5% Tony Smart 30/06/2017 relation to Bass Highway upgrades into the Bass Highway future 06 05 19 Circular Head Children Services have written to the General Manager about 2017-335 Confidential - Sale of Council property In Progress 10% Matthew Saward 30/06/2017 their future plans. Will be subject of a workshop discussion with Councillors.
______Council Minutes 17 10 19 145 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date
Action : 1.1 Action all resolutions of Council 2017/2018
Confidential - QwN - Cr A Popowski re 2018-030 Not Started 0% Tony Smart 20/08/2017 Works at Smithton Recreation Ground Notice of Motion - Cr A Popowski re Council 2018-047 In Progress 25% Tony Smart 30/06/2018 Branding Confidential - QwN - Cr Berechree re 2018-126 Completed 100% Daniel Summers 07/11/2017 Walkway at Pebbly Road Hellyer Conversation had with Cr Oldaker, desire Confidential - QwN - Cr Oldaker re Planning for a policy position for Council on when 2018-158 Completed 100% Daniel Summers 08/12/2017 Scheme requirements drivewya sealing will be required as part of a development application Confidential QwN - Cr Spinks re Business Business visit list to be completed upon all 2018-273 In Progress 75% Scott Riley 31/03/2018 Visits List visitations concluding. Previous reports being investigated Access arrangements bind parties legally Confidential QwN - Cr Kay re Beach access 2018-274 In Progress 75% but do not appear to have facilitated vehicle Scott Riley 30/06/2018 at Mount Cameron access to the Beach as desired by community. Confidential QwN - Cr N Popowski re Review of fund parameters being 2018-300 In Progress 25% Scott Riley 30/06/2018 Review of Education Bursaries and Funds investigated Matter raised in Cabinet discussion in 2018 QwN - Cr Popowski re Bass Highway 2018-318 In Progress 25% Recent follow up with State growth project Scott Riley 30/06/2018 Category upgrade progress team on planning progress 15 January 2019 further advice to follow. QwN - Cr Oldaker re grants for roadworks 2018-349 Not Started 0% Daniel Summers 30/06/2018 intersection QwN - Cr Oldaker re use of Smithton 2018-350 Not Started 0% Scott Riley 30/06/2018 Recreation Ground lighting QwN - Cr Spinks re Sisters Creek Hall 2018-354 In Progress 50% Letter sent to Waratah Wynyard Council Scott Riley 30/06/2018 Patient Transport pad QwN - Cr Popowski re Follow up on Bass 2018-356 Not Started 0% Scott Riley 30/06/2018 Highway category status QwN - Cr Popowski re Provision of Female 2018-357 In Progress 10% Scott Riley 30/06/2018 Changing facilities at Sporting Grounds ______Council Minutes 17 10 19 146 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date Investigation of properties requested by Confidential QwN - Cr Kay re Massey 2018-372 In Progress 25% compliance team to determine the full Scott Riley 30/06/2018 Street Lookout land encroachment extant of any encroachments evident QwN - Cr Oldaker re Investigation of 2018-387 Installation of Security Cameras at In Progress 10% Scott Riley 30/06/2018 Community Recreation Centre QwN - Cr Kay re Workshop on homeless 2018-389 Not Started 0% Tracey Bradley 30/06/2018 assistance NoM - Cr Spinks re TasWater discounts for 2018-399 Pensioners occupying facilities owned by In Progress 5% Scott Riley 30/06/2018 Aged Care corporations Working group well under way with report 2018-402 Shared Services Entity Opportunity In Progress 50% Scott Riley 30/06/2018 due February 2019 Confidential QwN - Cr Berechree re 2018-418 Completed 100% 19 07 18 Response provided to Council Daniel Summers 19/07/2018 Sewage Spill in Stanley Confidential - AgriTas Training College 2018-424 In Progress 5% Scott Riley 30/06/2018 ownership and membership
______Council Minutes 17 10 19 147 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date
Action : 1.1 Action all resolutions of Council 2018/2019
2019-014 B4 Early Years Coalition Membership In Progress 50% Tracey Bradley 10/08/2018 2019-037 QwN - Cr Berechree re Cattle truck effluent Not Started 0% Scott Riley 31/08/2018 QwN - Cr Kay re Livestreaming of Council 01 02 19 Listed for discussion at Council 2019-065 In Progress 20% Scott Riley 31/12/2018 Meetings Workshop 07 03 19 Smithton Dog Park - Off-leash exercise 2019-074 In Progress 25% Daniel Summers 30/06/2019 area 09 10 18 A request for maintenance Confidential QwN - Cr Popowski re Spion forecast has been lodged with sustainable 2019-093 In Progress 50% Daniel Summers 31/10/2018 Kop road maintenance Timbers Tas but no response has been received to date Confidential QwN - Cr Woodward re 2019-095 property safety issue 116 Emmett St In Progress 25% Scott Riley 31/10/2018 Smithton QwN - Cr Kay re whereabouts of plaques 2019-109 Not Started 0% Scott Riley 09/11/2018 from Massey St Lookout QwN - Cr Woodward re progress on 2019-113 Not Started 0% Scott Riley 09/11/2018 Roundabout security CAPA - Construction of seven wind turbines and associated utilities infrastructure - 365 Appeal process almost complete. RMPAT 2019-129 & 551 Mawbanna Road Mawbanna, and In Progress 85% Benji Krom 09/11/2018 to issue final decision. 20211 Bass Highway Port Latta - DA 2018- 0019 SMR QwN - Cr Popowski re Community 2019-137 events participation numbers and estimated In Progress 75% 02 04 19 Information being compiled Deb Mainwaring 31/12/2018 costs PQT#2 - Mr R Smith re Green Hills Road 2019-143 Not Started 0% Daniel Summers 31/12/2018 Stanley safety concerns Confidential QwN - Cr Kay re road widening 2019-150 In Progress 25% Daniel Summers 09/11/2018 in Stanley - Wharf Road PQT#1 - in writing - P Cunningham re 2019-169 In Progress 5% Scott Riley 30/06/2019 smoke free areas in Smithton PQT#1 - T Spinks re Individual Rating 2019-173 Not Started 0% Scott Riley 05/12/2018 implications 2019-182 PQT#2 - T Spinks re TasWater Rebates Not Started 0% Scott Riley 31/01/2019 Confidential QwN - Cr Oldaker re TasWater 2019-186 In Progress 10% Scott Riley 31/01/2019 ______Charges Council Minutes 17 10 19 148 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date Confidential - Council Land transfer to Yet to be determined by Council and parties 2019-190 In Progress 20% Benji Krom 30/06/2019 Emmerton Park Inc involved. 25 01 19 Discussion with Anita Dow MP prior to election - Wyndarra have received guarantee of ERF for next four years, but Confidential QwN - Cr Woodward re no guarantee following then. 2019-235 In Progress 50% Scott Riley 31/01/2019 Wyndarra loss of funding 04 07 19 Will be followed up with Minister J Rockliff at meeting on 11 07 19 for update and further guarantee QwN - Cr Woodward re Federal 2019-248 In Progress 20% Scott Riley 28/02/2019 Government Phone Black Spot funding 2019-254 C H Regional Growth & Population Strategy In Progress 20% Scott Riley 31/03/2019 Confidential QwN - Cr Kay re Works 2019-268 Not Started 0% Scott Riley 08/02/2019 Requests outstanding Confidential QwN - Cr Kay re keeping of 2019-269 Not Started 0% Daniel Summers 08/02/2019 animals in residential areas Confidential QwN - Cr Blizzard re 2019-270 completion timelines on Customer Service Not Started 0% Scott Riley 08/02/2019 Requests 01 07 19 Discussion is underway with Circular Head Giants Football Club and the Confidential - Smithton Recreation Ground 2019-275 In Progress 75% State Government regarding the possibility Deb Mainwaring 28/02/2019 Electronic Video Screen of reallocation of grant funding to another community project.. QwN - Cr Kay re Vegetation Removal on 2019-282 Not Started 0% Daniel Summers 12/03/2019 Council Land QwN - Cr Kay re Tarkine Loop Road as Toll 2019-283 Not Started 0% Scott Riley 12/03/2019 Road QwN - Cr Oldaker re Management of 26 02 19 Listed for further discussion at 2019-284 In Progress 20% Daniel Summers 30/04/2019 Wildlife in urban areas Council Workshop 4 April 2019 PQT#1 - S Thorp CHYL re tourist maps 2019-290 In Progress 5% Scott Riley 08/03/2019 update 2019-293 Reconciliation Action Plan Not Started 0% Scott Riley 30/06/2019 27 02 19 Application completed and forwarded to NTCA
22 03 19 Acceptance advised, responsible Membership - National Timber Councils 2019-294 Completed 100% officer information requested by NTCA for Scott Riley 08/05/2019 Association finalisation of membership
______08 05 19 Membership completed and Council Minutes 17 10 19 149 confirmed. Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date Confidential QwN - Cr Kay re Emergency 2019-304 In Progress 25% Scott Riley 30/06/2019 Housing possibility Confidential QwN - Cr Kay re Council Invitation to CHAC to come to Council 2019-305 In Progress 10% Scott Riley 30/06/2019 Workshop Presentation invitation Workshop QwN - Cr Kay re Safety Rail on Greenhills 2019-315 Not Started 0% Scott Riley 05/04/2019 Road Stanley QwN - Cr Kay re use of scoreboard at 2019-316 Not Started 0% Scott Riley 05/04/2019 Smithton Basketball Stadium 2019-323 CAPA - Local Provisions Schedule In Progress 10% Benji Krom 30/06/2019 2019-328 Closure of Kaywood Road Temma In Progress 20% Daniel Summers 30/06/2019 LGAT General Management Committee 21 06 19 - Election Outcomes 2019-329 Completed 100% Scott Riley 30/04/2019 Election 2019 correspondence received from TEC 03 07 19 Motions considered by LGAT - all 2019-330 LGAT AGM Motions 2019 Completed 100% Scott Riley 30/04/2019 successful in support Confidential QwN - Cr Kay re Fire 2019-342 Not Started 0% Daniel Summers 05/04/2019 Abatement Risk SMR Action - Letter of appreciation to 2019-362 Community Services Department - Tidy Not Started 0% Scott Riley 08/05/2019 Towns Confidential QwN - Cr Oldaker re 2019-372 Not Started 0% Scott Riley 08/05/2019 Stormwater charges on properties QwN - Cr Woodward re Speed Reduction 01 08 19 Listed for discussion at Council 2019-385 In Progress 10% Daniel Summers 30/06/2019 Request Workshop 28 06 19 Public Consultation period extended until late August to allow for Waste Strategy 2019-2024 draft for public 2019-396 In Progress 50% additional methods of community Daniel Summers 30/06/2019 consultation engagement. Listed for discussion at 5 September council workshop. Council Land Transfer to Emmerton Park 2019-397 In Progress 25% Matthew Saward 30/06/2019 Incorporated - Senior Drive Smithton
______Council Minutes 17 10 19 150 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date
06 06 2019 7Up youth centre has been open three afternoons per week (Tuesday, Wednesday, Thursday) for the past 5 years. During this time the centre has had three different coordinators and was closed for a large amount of time in 2018 due to building repairs after a car accident. SMR Query - 7-Up operation days and 2019-400 Completed 100% The centre has been open consistently Jodie Saville 30/06/2019 attendance figures during 2019 and attendances have certainly improved. The average attendance up until April 2019 was 20. On average 16 males and 4 females. Previous attendance figures are as below: 2015 – 12 2016 – 16 2017 – 16 Confidential QwN - Cr Berechree re Balfour 2019-411 Completed 100% Response provided in August 2019 Agenda Daniel Summers 30/06/2019 township identification Process to be undertaken during lower work periods by Works Plus staff Confidential QwN - Cr Kay re Signage 2019-412 Completed 100% Daniel Summers 28/06/2019 cleaning progress 28 06 19 Signage cleaning process underway with Works staff undertaking task Confirmation of Minutes of previous Council 2019-421 Completed 100% Rachel Radford 20/06/2019 Meeting QwN - Cr Oldaker re TasWater works at 2019-422 Not Started 0% Daniel Summers 30/06/2019 Lake Mikany QwN - Cr Oldaker re TasWater 2019-423 Not Started 0% Scott Riley 30/06/2019 Consultancy arrangements QwN - Cr Berechree re public seat on 2019-424 Not Started 0% Daniel Summers 30/06/2019 Brittons Road Smithton 05 07 19 Response provided by Director 2019-425 QwN - Cr Ettlin re parking at SWIRL Completed 100% Strategic Governance - included in August Matthew Saward 30/06/2019 2019 Council Agenda Notification of Council Workshops since 2019-426 Completed 100% Rachel Radford 20/06/2019 previous Council Meeting 2019-427 Note Mayor's Communications & Diary Completed 100% Rachel Radford 20/06/2019 ______Council Minutes 17 10 19 151 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date 11 07 19 Council report in July 2019 PQT#1 - Mr S Kay re Hunting Dog 2019-428 Completed 100% Council Agenda to introduce a hunting dog Daniel Summers 30/06/2019 registrations registration fee. PQT#1 - Mr A Waddell-Smith re Sumac 2019-429 Completed 100% Daniel Summers 20/06/2019 Road condition 01 07 19 A meeting was set up with Mrs Susan Waddell-Smith and Kimbra Wells (Wells Waggons) on 27 06 19. There was PQT#1 - Mr A Waddell-Smith re School miscommunication 2019-430 Completed 100% Deb Mainwaring 20/06/2019 Bus Service regarding the bus route and pick up area and now the situation is resolved and the children will start catching the bus at the beginning of Term 3. 01 07 19 Community Small Grants Scheme Community Small Grants Scheme 2019- 2019-431 Completed 100% 2019-2020 report was approved at the 20 Deb Mainwaring 30/06/2019 2020 Round One 06 19 meeting. 03 07 19 Public consultation period open on Draft Street Tree Management Policy - for draft policy until 18 July 2019. Final version 2019-432 Completed 100% Benji Krom 30/06/2019 public comment for adoption of policy and guideline to be presented to Council in August 2019 12 07 19 Document executed and returned 2019-433 Sustainable Murchison Plan MOU Completed 100% Scott Riley 30/06/2019 to WWC GM for finalisation Annual Plan & Budget Estimates 2019- 2019-434 Completed 100% Rachel Radford 30/06/2019 2020, and Rates Resolution 2019-435 Financial Reports Completed 100% Rachel Radford 20/06/2019 Senior Management Report & Information 2019-436 Completed 100% Rachel Radford 20/06/2019 Bulletin 01 07 19 Further information from Service SMR - Cr Ettlin re Council assistance in Providers will be investigated to determine 2019-437 In Progress 10% Deb Mainwaring 30/06/2019 youth accommodation crisis how Council can assist with youth crisis accommodation. 2019-438 Minutes COAMC Completed 100% Rachel Radford 20/06/2019 2019-439 Minutes CHETCC Completed 100% Rachel Radford 20/06/2019 2019-440 Minutes CHHC Completed 100% Rachel Radford 20/06/2019 2019-441 Minutes CRSP Completed 100% Rachel Radford 20/06/2019 2019-442 Minutes WAMC Completed 100% Rachel Radford 20/06/2019 2019-443 Minutes CCA Representatives Completed 100% Rachel Radford 20/06/2019 2019-444 PQT#2 - Mr A Waddell-Smith re Dog rules Completed 100% Daniel Summers 20/06/2019 2019-445 PQT#2 - Mr S Kay re Lileah Hill access Completed 100% Daniel Summers 20/06/2019 Matters proposed for consideration in 2019-446 ______Completed 100% Rachel Radford 20/06/2019 Closed Meeting Council Minutes 17 10 19 152 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date Resolution to close the meeting to the 2019-447 Completed 100% Rachel Radford 20/06/2019 public Confidential - Confirmation of Minutes of 2019-448 Completed 100% Rachel Radford 20/06/2019 previous Council Meeting Confidential QwN - Cr Oldaker re Meeting 2019-449 Completed 100% Rachel Radford 20/06/2019 Procedures Confidential QwN - Cr Ettlin re Duck River 2019-450 Completed 100% Rachel Radford 20/06/2019 Meadows development progress Confidential QwN - Cr Berechree re Bass 2019-451 Completed 100% Daniel Summers 20/06/2019 Highway survey feedback Confidential QwN - Cr Ettlin re 2019-452 Completed 100% Tracey Bradley 20/06/2019 Sustainability Centre synergies Confidential QwN - Cr Woodward re 2019-453 Not Started 0% Scott Riley 30/06/2019 Tayatea Trail project update 2019-454 Confidential - Minutes CCA Board Completed 100% Rachel Radford 20/06/2019 2019-455 Confidential - Minutes TCPG Completed 100% Rachel Radford 20/06/2019 21 06 19 Email sent to TCPG seeking minutes from April & May meetings. April 2019-456 TCPG Minutes queries - to be followed up Completed 100% Scott Riley 30/06/2019 minutes received and included in July 2019 Council Agenda. 2019-457 Confidential - Minutes CHTA Completed 100% Rachel Radford 20/06/2019 2019-458 Confidential - Minutes CRC BOM Completed 100% Rachel Radford 20/06/2019 2019-459 Confidential - Minutes CHAP Completed 100% Rachel Radford 20/06/2019 Confidential - Contract #1688 - Provision of 2019-460 In Progress 5% James Brewer 30/06/2019 Bitumen Surfacing Services 2019/2020 Confidential - CCA Regional Futures Plan 2019-461 Not Started 0% Scott Riley 30/06/2019 resourcing 28 06 19 Executed document completed 2019-462 Confidential - CHTA MOU Completed 100% Scott Riley 28/06/2019 and registered in ECM Sycamore Confidential - Requests for Leave of 2019-463 Absence by Councillors - Cr Oldaker, Cr Completed 100% Kelly Sweeney 20/06/2019 Popowski, Cr Blizzard Confidential - Senior Management Report & 2019-464 Completed 100% Rachel Radford 20/06/2019 Information Bulletin Confidential SMR queries Cr Popowski - 2019-465 In Progress 50% Tracey Bradley 30/06/2019 Tidy Towns events Confidential - GM Performance Review 2019-466 Completed 100% Rachel Radford 20/06/2019 2018 Resolution to reopen the meeting to the 2019-467 Completed 100% Rachel Radford 20/06/2019 public
______Council Minutes 17 10 19 153 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date
Action : 1.1 Action all resolutions of Council 2019/2020 Confirmation of Minutes of previous Council 2019-468 Completed 100% Scott Riley 18/07/2019 Meeting QwN - Cr Oldaker re Development at 23 07 19 Contact made with D Lockett, 2019-469 Completed 100% Scott Riley 18/07/2019 Forest Sports Ground booking for 1 August workshop made QwN - Cr Berechree re Wind Farm 2019-470 Completed 100% 22 07 18 Media release issued Scott Riley 18/07/2019 information inaccuracies QwN - Cr Woodward re Applying for 2019-471 Completed 100% James Brewer 18/07/2019 Blackspot funding Declarations of Interest - Cr Kay Item 11.2, 2019-472 Completed 100% Scott Riley 18/07/2019 Cr Woodward Item 14.7 Notification of Council Workshops held 2019-473 Completed 100% Scott Riley 18/07/2019 since previous Council Meeting 2019-474 Note Mayor's Diary & Communications Completed 100% Scott Riley 18/07/2019 Late Agenda Item notification - Item 14.13 2019-475 Stormwater Main Management Tas Completed 100% Scott Riley 18/07/2019 Seafoods PQT#1 -A Force re SWIRL exit traffic onto 2019-476 Completed 100% James Brewer 18/07/2019 Grey Street Resolution to accept Item 14.13 for 2019-477 Completed 100% Scott Riley 18/07/2019 consideration Amendment to Fees and Charges 2019- 30 07 19 Details updated on forms, website 2019-478 Completed 100% Ashley Thornton 18/07/2019 2020 and list of fees and charges Budget Amendment 2019-2020 - Car Park 2019-479 In progress 10% James Brewer 18/07/2019 Resurfacing Wharf Road Stanley 2019-480 Quarterly Financial Reports Completed 100% Rachel Radford 18/07/2019 2019-481 Financial Reports Completed 100% Rachel Radford 18/07/2019 Senior Management Report & Information 2019-482 Scott Riley 18/07/2019 Bulletin 2019-483 Minutes COAMC Completed 100% Scott Riley 18/07/2019 2019-484 Minutes CHHC Completed 100% Scott Riley 18/07/2019 Matters proposed for consideration in 2019-485 Completed 100% Scott Riley 18/07/2019 Closed Meeting Resolution to close the meeting to the 2019-486 Completed 100% Scott Riley 18/07/2019 public Confidential - confirmation of Minutes of 2019-487 Completed 100% Scott Riley 18/07/2019 ______previous Council Meeting Council Minutes 17 10 19 154 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date Confidential QwN - Cr Oldaker re security Advice sent to all user groups advising of 2019-488 responsibilities at Smithton Recreation Completed 100% security changes Deb Mainwaring 15/08/2019 Ground Confidential QwN - Cr Kay re Lovetts Road Response provided in August 2019 Council 2019-489 Completed 100% Daniel Summers 15/08/2019 traffic usage Agenda Confidential QwN - Cr Berechree re Council Response provided in August 2019 Council 2019-490 Completed 100% Scott Riley 15/08/2019 Support of events in C H Agenda 2019-491 Confidential - Minutes CHTA Completed 100% Scott Riley 18/07/2019 2019-492 Confidential - Minutes TCPG Completed 100% Scott Riley 18/07/2019 2019-493 Confidential - Minutes CHAP Completed 100% Scott Riley 18/07/2019 2019-494 Confidential - Minutes CRC BOM Completed 100% Scott Riley 18/07/2019 30 07 19 - Letter sent to CHCRC, awaiting Operations - Signage usage @ CRC In progress 50% Deb Mainwaring response Confidential - Dissolution of the CH 2019-495 Heritage Centre as a Special Committee of Deb Mainwaring Council, draft MOU Confidential - Requests for Leave of 2019-496 Completed 100% Scott Riley 18/07/2019 Absence by Councillors - Nil Confidential - Senior Management Report & 2019-497 Completed 100% Scott Riley 18/07/2019 Information Bulletin Workshop discussions to be scheduled with 25 07 19 Draft schedule prepared and State and Federal members emailed to Mayor for consideration 30 2019-498 In progress 25% 09 19 Council Workshops full for 2019, will Kelly Sweeney need to be scheduled into 2020 LATE ITEM - Confidential - Stormwater 2019-499 Main Management Tas Seafoods - Budget In progress 50% 30 09 19 Works commenced James Brewer Amendment 2019-2020 Confidential - Public Release Authorisation - 2019-500 Completed 100% Scott Riley 18/07/2019 Items 14.10, 14.13 2019-501 Resolution to reopen the meeting Completed 100% Scott Riley 18/07/2019 Confirmation of Minutes of previous Council 2019-502 Completed 100% Scott Riley 15/08/2019 Meeting Response to QTON - Cr Ettlin re SWIRL 2019-503 Completed 100% Matthew Saward 15/08/2019 parking QwN - Cr Oldaker re Sealing of Driveway 2019-504 Not started Daniel Summers crossovers QwN - Cr Berechree re Bins at John St 2019-505 Not started Daniel Summers Cemetery QwN - Cr Berechree re Men's Shed 2019-506 Not started Scott Riley development ______QwN - Cr Ettlin re Connections for new 2019-507 Council Minutes 17 10 19 Not started 155 Scott Riley residents Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date QwN - Cr Kay re New Residents Kit No further action at this stage. Officers are inclusion looking at ways of updating the kit for new 2019-508 In progress Rachel Radford residents. Could be made electronic or hard copy pack options QwN - Cr Kay re Trees at Massey St 2019-509 Completed 100% Mayor Quilliam 15/08/2019 Lookout Declaration of Interest - Cr Ettlin Item 11.1 2019-510 Completed 100% Scott Riley 15/08/2019 Notification of Council Workshops held 2019-511 Completed 100% Scott Riley 15/08/2019 since previous Council Meeting 2019-512 Note Mayor's Diary & Communications Completed 100% Scott Riley 15/08/2019 Petition - Mr DG Kay re Urgent Road Item resolved as accepted. Letter sent to D Works on Beattie's Hill Kay 19/8/19 advising of outcome, works to 2019-513 Completed 100% Scott Riley 15/08/2019 be done 2nd qtr 2019/2020 financial year
2019-514 PQT#1 - Nil Completed 100% Scott Riley 15/08/2019 2019-515 CAPA - Nil Completed 100% Scott Riley 15/08/2019 Budget Commitment 2020/2021 - Forest 2019-516 Sports Centre Inc Accessible Public Toilet Completed 100% Deb Mainwaring 15/08/2019 installation Cradle Coast Waste Management Group - 2019-517 Annual Plan & Budget 2019/2020 Completed 100% Daniel Summers 15/08/2019 Sale of Public Council land - Stanley 2019-518 Recreation Ground to Emmerton Park Inc In progress 5% Matthew Saward
2019-519 Financial Reports Completed 100% Scott Riley 15/08/2019 Senior Management Report & Information 2019-520 Completed 100% Scott Riley 15/08/2019 Bulletin 2019-521 Minutes - COAMC Completed 100% Scott Riley 15/08/2019 2019-522 Minutes - CHETCC Completed 100% Scott Riley 15/08/2019 2019-523 Minutes - CHRAC Completed 100% Scott Riley 15/08/2019 2019-524 Minutes - STHC Completed 100% Scott Riley 15/08/2019 2019-525 Minutes - WAMC Completed 100% Scott Riley 15/08/2019 Matters proposed for consideration in 2019-526 Completed 100% Scott Riley 15/08/2019 Closed Meeting Resolution to close the meeting to the 2019-527 Completed 100% Scott Riley 15/08/2019 public Confidential - confirmation of Minutes of 2019-528 Completed 100% Scott Riley 15/08/2019 ______previous Council Meeting Council Minutes 17 10 19 156 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date Confidential - Responses to QTON - Cr 2019-529 Berechree re Balfour Township Completed 100% Matthew Saward 15/08/2019 identification Confidential - Responses to QTON - Cr 2019-530 Oldaker re Security Responsibilities at Completed 100% Deb Mainwaring 15/08/2019 Smithton Recreation Ground Confidential - Responses to QTON - Cr Kay 2019-531 Completed 100% Daniel Summers 15/08/2019 re Lovetts Road traffic usage Confidential - Responses to QTON - Cr 2019-532 Berechree re Council Support of events in Completed 100% Deb Mainwaring 15/08/2019 C H Confidential QwN - Cr Oldaker re response 2019-533 to Robotic Dairy Operator query at Edith Completed 100% Scott Riley 15/08/2019 Creek Workshop 2019-534 Confidential - Minutes TCPG Completed 100% Scott Riley 15/08/2019 2019-535 Confidential - Minutes CHTA Completed 100% Scott Riley 15/08/2019 Confidential - Tender Evaluation Motor 2019-536 Completed 100% Daniel Summers 15/08/2019 Grader Confidential - Circular Head Council 2019-537 Completed 100% Scott Riley 15/08/2019 Organisational Structure 2019-538 Confidential - Audit Panel Membership Completed 100% New Panel member appointed Matthew Saward 31/08/2019 Confidential - Requests for Leave of 2019-539 Completed 100% Scott Riley 15/08/2019 Absence by Councillors - Nil Confidential - Senior Management Report & 2019-540 Completed 100% Scott Riley 15/08/2019 Information Bulletin Confidential - Public Release Authorisation - 2019-541 Items 14.8, 14.9 and 14.10 Completed 100% Scott Riley 15/08/2019 2019-542 Resolution to reopen the meeting Completed 100% Scott Riley 15/08/2019 2019-543 Public Release Announcement nil Completed 100% Scott Riley 15/08/2019 Confirmation of Minutes of previous Council 2019-544 Completed 100% Scott Riley 19/09/2019 Meeting 2019-545 QwN - Cr Kay re Montagu River drainage Not started 0% To be discussed at a future workshop Scott Riley QwN - Cr Kay re Affordable Housing for 2019-546 Completed 100% Scott Riley 19/09/2019 Circular Head QwN - Cr Kay re Montagu Park septic 2019-547 Completed 100% Rachel Radford 19/09/2019 maintenance QwN - Cr Kay re Mural on McCain Foods 04 10 19 Could be funded as part of 2019-548 Office Completed 100% CHARTS - McCains to be approached for Tracey Bradley 4/10/2019 contribution QwN - Cr Kay re Road Maintenance 2019-549 ______Not started 0% Daniel Summers Councilresponsibilities Minutes 17 10 19 157 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date QwN - Cr Ives-Heres re Hunter Island 2019-550 Not started 0% Advisory Group QwN - Cr Ettlin re Mental Health Services 2019-551 Completed 100% Directed to SPAN, CHYN been investigating Tracey Bradley 4/10/2019 coordination QwN - Cr Ettlin re Information on Job 2019-552 Not started 0% Scott Riley availability QwN - Cr Popowski re pollution along coast 2019-553 Not started 0% Make contact with PWS QwN - Cr Woodward re Recognition of 2019-554 Completed 100% 23 09 19 - Letter sent Scott Riley 23/09/2019 Local Business - Perry's Meats QwN - Cr Woodward re roadside slashing Update to be provided at next Workshop on 2019-555 Daniel Summers program program QwN - Cr Berechree re Stanley Port 2019-556 Not started 0% Meeting to be sought with TasPorts Scott Riley management QwN - Cr Popowski re Circular Head 2019-557 Completed 100% 23 09 19 - Letter sent Scott Riley 23/09/2019 Cluster of Schools' competition success Declaration of Interest - Cr Woodward Item 2019-558 Completed 100% Scott Riley 19/09/2019 14.6 Notification of Council Workshops held 2019-559 Completed 100% Scott Riley 19/09/2019 since previous Council Meeting 2019-560 Note Mayor's Diary & Communications Completed 100% Scott Riley 19/09/2019 PQT#1 - Miss Zoe Kelly re Council 2019-561 Completed 100% Scott Riley 19/09/2019 Environmental Plans PQT#1 - Mr Joel Kay re Waste Bins at 2019-562 Completed 100% Scott Riley 19/09/2019 Anzac Park Fees and Charges Amendment - Waste 2019-563 Completed 100% Daniel Summers 19/09/2019 Disposal Levy for Port Latta Landfill Street Tree Policy and Guideline - for 2019-564 In progress 50% To be placed on website Daniel Summers adoption 2019-565 Waste Strategy 2019-2024 In progress 50% To be placed on website Daniel Summers 2019-566 Financial Reports Completed 100% Rachel Radford 19/09/2019 Financial Report - query - Mayor re There were quite a few large customers percentage of rates outstanding under that hadn't paid their rates at the end of 2019-567 arrangements Completed 100% August that normally would have. These Rachel Radford have been followed up as per Council's policy Senior Management Report & Information 2019-568 Completed 100% Scott Riley 19/09/2019 Bulletin 2019-569 Minutes - CHHC Completed 100% Scott Riley 19/09/2019 2019-570 Minutes- CRSP Completed 100% Scott Riley 19/09/2019 2019-571 ______Minutes - NAMC Completed 100% Scott Riley 19/09/2019 Council Minutes 17 10 19 158 2019-572 Minutes - STHC Completed 100% Scott Riley 19/09/2019 Number Tasks Status % Complete Progress Comments Responsible Person Meeting Date 2019-573 Minutes - CCA Representatives Completed 100% Scott Riley 19/09/2019 QwN - Cr Popowski CCA Investment 2019-574 Not started 0% Scott Riley Prospectus launch Matters proposed for consideration in 2019-575 Completed 100% Scott Riley 19/09/2019 Closed Meeting Resolution to close the meeting to the 2019-576 Completed 100% Scott Riley 19/09/2019 public Confidential - confirmation of Minutes of 2019-577 Completed 100% Scott Riley 19/09/2019 previous Council Meeting Confidential QwN - Cr Berechree re 2019-578 compliance of Waste Yard Gibson St Not started 0% Daniel Summers Smithton Confidential QwN - Cr Berechree re Hellyer 07 10 19 Letter sent to Smithton Police 2019-579 Completed 100% Scott Riley 7/10/2019 Beach motorbike usage seeking assistance Confidential QwN - Cr Ettlin re CCA Futures 2019-580 Completed 100% Scott Riley 19/09/2019 Plan Confidential QwN - Cr Ettlin re Tourism 2019-581 Completed 100% Scott Riley 19/09/2019 Strategy Confidential QwN - Cr Kay re Tarkine 2019-582 Completed 100% Scott Riley 19/09/2019 Forest Adventures Confidential QwN - Cr Woodward re 2019-583 Completed 100% Matthew Saward 19/09/2019 Recreation Ground Electronic Sign Confidential QwN - Cr Popowski re Parks have made contact with Council - will Trowutta Recreation Ground cost around $700 to get documentation 2019-584 In progress 50% Rachel Radford prepared to transfer back to the Crown. In progress Confidential QwN - Cr Popowski re report 2019-585 Completed 100% Matthew Saward 19/09/2019 on SWIRL Confidential QwN - Cr Popowski re 2019-586 Population Strategy Key Influencers forum Completed 100% Scott Riley 19/09/2019 Confidential QwN - Cr Popowski re meeting 2019-587 of Area Management Committees Completed 100% Scott Riley 19/09/2019 2019-588 Confidential - Minutes TCPG Completed 100% Scott Riley 19/09/2019 2019-589 Confidential - Minutes CHCRC BOM Completed 100% Scott Riley 19/09/2019 2019-590 Confidential - Minutes CCA Board Completed 100% Scott Riley 19/09/2019 Confidential - Requests for Leave of 2019-591 Absence by Councillors - Mayor Quilliam, Completed 100% Scott Riley 19/09/2019 Cr Woodward, Cr Ives-Heres Confidential - Senior Management Report & 2019-592 Completed 100% Scott Riley 19/09/2019 Information Bulletin ______2019-593 Resolution to reopen the meeting Completed 100% Scott Riley 19/09/2019 Council Minutes 17 10 19 159 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
1.1 Councillor induction and officer leadership program Scott Riley 01.07.2018 30.06.2020 10% 16 08 19 Special workshop is being scheduled Operating
1.1 Strategic Plan review and focus (new Council focus) Scott Riley 01.07.2019 30.06.2020 10% 16 08 19 Special workshop is being scheduled Operating
08 08 19 This is an ongoing action. Additional policies have been implemented, but there remains a 1.2 Policy Manual review Matthew Saward 01.07.2015 31.12.2019 34% Operating number subject to review with the Council.
03 10 19 Council have reviewed the Public Land Register. Some individual property matters are being 1.2 Review of Public Land Register Jodi Hennessy 01.10.2015 31.12.2019 90% Operating worked through
08 08 19 Site inspection completed in July 2019 to monitor progress with recent building report. 1.2 Stanley Caravan Park lease Matthew Saward 01.07.2015 31.03.2020 29% Operating Negotiations have commenced on terms of new lease and development opportunities.
1.3 Code of Tenders/Procurement review Julie Bernhagen 01.10.2019 31.12.2019 0% 03 09 19 Stakeholder meetings to be arranged for September/Ocotber 2019 Operating
1.4 SP290 New customer service system (implementation facilitator) Duncan Spinks 01.01.2019 31.03.2020 0% 06 02 18 Will be utilized further into system implementation 14,000 0 14,000
1.5 SP278 Workforce Development Plan Rachel Radford 01.07.2016 30.06.2020 10% This project has temporarily stopped due to competing priorities. 20,000 0 20,000
1.6 Community Survey Results Matthew Saward 01.07.2019 30.09.2019 50% 03 10 2019 Draft of information to be published in the CH Chronicle has been produced. Operating
1.6 Redefine the customer service charter (behaviour and values) Matthew Saward 01.07.2017 31.12.2019 5% 05 09 19 Being reviewed as part of a review of the customer service process. Operating
1.7 Finalise Sustainable Murchinson governance arrangements Scott Riley 01.07.2017 30.06.2020 5% 16 08 19 Five (5) projects underway for delivery pre December 2019 Operating
Communication 06 09 2019 - project being reviewed in light of current absences. Experience with the reference database 1.7 Implement community reference database 01.07.2017 30.06.2020 50% Operating Officer at Waratah-Wynyard leads to considering alternative ways to do this.
03 10 2019 Elected Members and Directors have attended briefings and had the opportunity to make 1.7 Local Government Act review Matthew Saward 01.07.2019 30.06.2020 25% Operating submissions until end of September.
1.7 SP306 Reshaping and reinvention strategy Scott Riley 01.07.2018 30.06.2020 75% 02 12 14 CHPG MOU finalised 28/7/14. No further information from TasGas on pipeline progress. CHTA M 14,600 9,000 5,600
______Council Minutes 17 10 19 160 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
1.7 SP321 Shared Services project Scott Riley 01.09.2018 30.06.2020 60% 31 01 19 Project update report presented to Council November Meeting. 50,000 41 49,959
2.1 C704 Council Chambers carpet ground floor Danny Dwyer 01.04.2019 31.12.2019 0% 08 02 18 Deferred until any ground floor office layout decisions are made 23,000 0 23,000
2.1 C705 Council customer service area refurbishment Danny Dwyer 01.04.2019 31.12.2019 0% 01 04 19 To be carried forward to 2019/20 20,000 0 20,000
2.1 Planning service review Scott Riley 01.07.2019 30.06.2020 0% Operating
2.3 SP343 Cross Council benefit realisation delivery project Scott Riley 01.07.2019 30.06.2020 0% 16 08 19 Prjoject planning to commence following special workshop with Council in October 2019 40,000 0 40,000
2.3 Implementation of new customer service system Duncan Spinks 01.07.2017 31.03.2020 10% 06 02 18 Program selected and project plan under development. 31.01.19 Project plan and team to be fina Operating
2.3 Review HR classification structure Rachel Radford 01.10.2019 30.06.2020 0% 09 09 19 Project has not commenced Operating
13 08 19 - This is planned for the flying season in March 2020 in conjunction with other government 2.9 SP341 Aerial image overlay - update data Matthew Saward 01.03.2020 30.06.2020 0% 10,000 0 10,000 agencies.
2.9 C833 Asset Management System Daniel Summers 01.07.2018 30.06.2020 0% 01 04 19 Deferred to 2019/20 91,241 0 91,241
2.9 Asset management system mapping Daniel Summers 01.04.2020 30.06.2020 Operating
2.9 C888 Blue Beam for Infrastructure and Development Services Matthew Saward 01.10.2019 31.12.2019 10% 06 09 19 Quotations obtained for licenses 8,000 0 8,000
2.9 C881 Conquest Asset System upgrade Daniel Summers 01.01.2020 31.03.2020 16,632 0 16,632
2.9 C832 Fleet - Development Services - vehicle replacement Duncan Spinks 01.07.2018 31.12.2019 0% 31 01 19 vehicle currently under 80,000km 22,000 0 22,000
2.9 C875 Fleet replacement - Civic 1 - Mayor Duncan Spinks 01.04.2020 30.06.2020 26,000 0 26,000
______Council Minutes 17 10 19 161 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
2.9 C878 Fleet replacement - Development - Plumbing and Compliance Duncan Spinks 01.10.2019 31.12.2019 22,000 0 22,000
2.9 C877 Fleet replacement - Engineering Duncan Spinks 01.01.2020 31.03.2020 20,000 0 20,000
Fleet replacement - Engineering - Manager Engineering and 2.9 C876 Duncan Spinks 01.10.2019 31.12.2019 22,000 0 22,000 Projects
2.9 C823 Holden Commodore - replacement Darren Swain 01.01.2019 30.06.2020 0% 27 09 19 Not replacing vehicle this FY 18,000 0 18,000
2.9 C836 IT review outcomes Matthew Saward 01.07.2018 30.06.2020 0% 13 08 19 See C691 40,000 0 40,000
06 09 19 A collaboration between Burnie, Waratah Wynyard and Circular Head councils is developing shared services projects. An intial 5 projects have been selected to work through. This will inform further 2.9 C691 IT reviews outcomes Matthew Saward 01.07.2016 30.06.2020 65% 75,550 0 75,550 work on Circular Head and Waratah-Wynyard Council's IT review. Project groups are in the stage of being assembled.
2.9 C887 Manager Ipads x 2 Matthew Saward 01.07.2019 30.06.2020 0% 2,000 0 2,000
2.9 C830 Manager of Engineering and Projects - vehicle replacement Duncan Spinks 01.07.2018 31.12.2019 0% 31 01 19 Vehicle currently under 80,000km 30.06.19 Carry spend into 2019/20 20,000 0 20,000
2.9 C837 New HR system Rachel Radford 01.07.2018 30.06.2020 5% 31 08 19 Project plan developed - program specifications partially developed. No further progress 50,000 0 50,000
2.9 C824 Nissan Navara D22 - replacement Darren Swain 01.01.2019 30.06.2020 0% 24 01 19 Deferred to 2020/ 2021 budget period 19,000 0 19,000
13 08 19 - IT Coordinator has investigated options when completing the Waratah-Wynyard upgrade in 2.9 C882 Server replacement - investigate lease options Matthew Saward 30.09.2019 31.03.2020 0% 60,000 0 60,000 2018/19. Will look to duplicate with same setup at CHC.
2.9 C883 Server software upgrades - investigate annual licencing Matthew Saward 30.09.2019 30.03.2020 0% 13 08 19 - Licenses to be updated to current Microsoft Server Version as part of Server Replacement. 30,000 0 30,000
Switch replacements - Depot, server rack, and Community and 03 10 2019 Switches have been replaced at Council Depot and Council office and swapped equipment to 2.9 C884 Matthew Saward 01.10.2019 31.12.2019 100% 5,000 4,261 739 Recreation Centre the CHCRC which acts as a backup site for Council.
2.9 C885 Tablet / phone handset upgrades Matthew Saward 01.07.2019 30.06.2020 5% 06 09 19 Some handset purchases completed 4,000 0 4,000
______Council Minutes 17 10 19 162 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
2.9 C886 Tablet / phone handset upgrades - Depot Matthew Saward 01.10.2019 30.06.2020 5% 6,000 746 5,254
13 08 19 The NBN is now available at Wynyard and will investigate options for improving the connectivity. 2.9 C761 VPN to Waratah Wynyard Council (NBN) Matthew Saward 01.07.2017 30.06.2020 0% With each Council moving records systsms to the cloud, and other cloud options emerging (office 365) 2,000 0 2,000 then there may be alternatives to VPN connectivity.
13 08 19 Part of the Shared Services Project is looking at video conferencing options. This project will be 2.9 SP338 Webcams Matthew Saward 01.01.2020 30.06.2020 0% 1,000 0 1,000 considered as part of the outcomes from this project.
2.9 C762 Wiring of building (dependant on office redesign) Danny Dwyer 01.04.2019 30.06.2019 0% 13 08 2019 Not proceeding at this time 10,000 0 10,000
01 10 19 Christmas banners fo rSmithton to be ordered. Funding commitment to Stanley Chamber of 3.1 SP342 Christmas decorations in Stanley & Smithton Deb Mainwaring 01.10.2019 31.12.2019 50% 5,500 1,500 4,000 Commerce has been completed
Develop implementation plan for Health and Wellbeing Plan 3.1 Deb Mainwaring 01.07.2019 31.12.2019 85% 01 10 19 Year One Action Plan has been developed and project allocation to officers is being finalised. Operating and implement year one deliverables
06 09 19 A group of 12 Smithton High School students attended a arts and culutre experience in Deloraine 3.1 SP282 Implementation of Youth Strategy Jodie Saville 01.07.2017 30.06.2020 99% 17,719 1,030 16,689 and Hobart over 4 days. Students held an exhibition at The Arty Duck after the trip
3.1 C891 SES ATV replacement Julie Bernhagen 01.09.2019 31.12.2019 0% 26 09 19 SES to pay for replacement 11,740 0
3.1 C781 Stanley Town Hall - new concrete path & slab at rear door Danny Dwyer 01.10.2018 31.03.2019 25% 04 06 19 Will be a carry forward project 6,000 0 6,000
3.1 C852 State Emergency Services, Nelson Street - replacing kitchenette Danny Dwyer 10% Planning & Design Completed 8,500 0 8,500
Develop implementation plan for Age Friendly Communities 3.2 Deb Mainwaring 01.07.2019 31.12.2019 85% 01 10 19 Year One Action Plan has been developed and project allocation to officers is being finalised. Operating Plan and implement year one deliverables
06 09 19 After discussion with Smithton RSL an initial allocation of $24,000 (See SP335) has been allocated 3.4 C736 ANZAC Park plan - post demolition of old swimming pool Matthew Saward 01.01.2018 30.06.2020 0% 13,953 5,595 8,358 for the planting plan in the 2019/20 budget. Site works have commenced for the memorial plantings
3.4 SP335 ANZAC Park Smithton - landscape upgrade and re-design Scott Riley 01.07.2019 31.12.2019 90% 27 09 19 Project 90% complete with all landscaping, planting, irrigation and seeding complete 24,000 17,410 6,590
3.4 C879 Circular Head Lawn Cemetery - bird proof toilets Danny Dwyer 70% 01 10 19 Lining, painting, vents and roof work completed 7,000 120 6,880
______Council Minutes 17 10 19 163 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
3.4 C880 Circular Head Lawn Cemetery - toilet block maintenance Danny Dwyer 4,000 0 4,000
3.4 Reconciliation Action Plan Scott Riley 01.07.2019 31.12.2020 5% 16 08 19 Report to Council complete program progressing Operating
3.4 C847 Senior Citizens - portable stage system Danny Dwyer 01.07.2019 30.09.2019 100% 27 08 2019 Stage purchased and delivered 5,350 10,350 (5,000)
4.1 C870 Hellyer Beach - erosion works James Brewer 01.10.2019 31.12.2019 5% 13 08 19 As per C815 55,000 15,000 70,000 880 54,120
13 08 19 Works underway due for completion by end of Aug. 6 09 19 - Complete except for gart aquittal 4.1 C770 Hellyer Beach - upgrade access to beach off Pine Avenue James Brewer 01.07.2018 30.09.2019 95% 57,200 65,630 (8,430) which s due by Spet 30
4.1 C815 Hellyer Beach - upgrade track onto beach - Honey Richea James Brewer 01.07.2018 31.12.2019 5% 26 09 19 Project combined with C870 15,000 -15,000 0 239 14,761
4.1 C871 King Park - toilet fencing around southern side Danny Dwyer 100% 01 01 19 Completed 10,000 8,950 1,050
4.1 C813 King Park - eastern car park fencing James Brewer 01.07.2018 30.06.2020 0% 13 08 19 On hold pending broader review of King park fence service levels 6,000 0 6,000
4.1 SP301 Miltipurpose facility - Stanley Recreation Ground Danny Dwyer 01.01.2018 31.12.2019 95% 02 07 19 Building frame erected and ongoing installation of walls 24,500 117,356 (92,856)
01 10 19 Fees and charges review for all Council owned facilities to be undertaken as per recommendation 4.1 SP252 Open Space and Recreation Plan actions Deb Mainwaring 01.07.2015 30.06.2019 85% 25,779 0 25,779 from OSSR.
4.1 C818 Pebbly Road walking track culvert - crossing upgrade James Brewer 01.07.2019 30.09.2019 100% 13 08 19 Project completed in 2018/ 2019 budget period 10,000 25 9,975
13 08 19 Due to start construction in September due to be completed by end of Sept. 6 09 19 - Starts 9 09 4.1 C817 Renew Montagu Park jetty and concrete ramp James Brewer 01.07.2018 31.12.2019 5% 162,000 162,193 (193) 19.
4.1 C868 Replace goalposts and padding at Redpa Recreation Ground James Brewer 01.10.2019 31.12.2019 30% 27 09 19 - Materials arrived and in Depot ready for replacement 10,760 6,822 3,938
01 10 19 Goal posts and padding have arrived and is stored at the Depot awaiting installation in the the 4.1 C867 Replace goalposts and padding at Smithton Recreation Ground Deb Mainwaring 01.10.2019 31.03.2020 50% 10,760 9,782 978 new year.
______Council Minutes 17 10 19 164 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
4.1 SP240 Smithton Marina - future planning Scott Riley 01.07.2017 30.06.2020 0% 02 02 18 Project background to be evaluated by GM and progressed 5,000 0 5,000
4.1 C869 Smithton Recreation Ground - installation of ground irrigation James Brewer 01.10.2019 31.12.2019 90% 12 09 19 Irrigation system installation 90% complete 43,590 657 42,933
4.1 C816 Tatlow's Beach move dump point Darren Swain 01.01.2019 31.03.2020 80% 27 09 19 Installation to be completed in September 2019 1,910 0 1,910
Tier Hill scenic look out design and geotechnical investigation 4.1 SP179 Matthew Saward 01.07.2016 30.06.2020 0% 03 10 19 Discussions at a Council workshop are considering options for the reserve management. 11,027 0 11,027 for viewing
06 09 19 See action 4.1.2.1 C698 Circular Head Wellbeing Centre as this spans multiple years. Centre is open some items to be finalised before project is complete. This includes barriers around the woodchip 4.2 C785 Swimming pool - new facility Matthew Saward 01.07.2018 31.12.2019 97% 200,000 73,217 126,783 dryer, additional signage and air handling to deal with condensation in teh squash and exercise program rooms.
4.4 Review of fees and charges for sporting facilities Deb Mainwaring 01.10.2019 30.06.2020 0% 01 10 19 Reviewof current fees and charges are to be reviewed for Council owned facilities Operating
4.4 C872 Ride on catcher mower - replacement Darren Swain 01.04.2020 30.06.2020 0% 27 09 19 This unit does not need replacing this financial year - defer to 2020/ 2021 25,300 0 25,300
01 10 19 The draft public art policy has been developed and will be reviewed by council officers and EMT 4.5 Develop public art policy Tracey Bradley 01.07.2017 31.12.2019 50% Operating in preparation for presentation at a Council Workshop.
4.5 Duck River Meadows / Circular Head Heritage Centre project Scott Riley 01.07.2019 30.06.2020 5% 16 08 19 Project initialising and grant deed work underway Operating
Community Recreation Centre - replacement cladding /wall 4.6 SP332 Danny Dwyer 3,100 0 3,100 bracing/joist
4.6 C848 Community Recreation Centre - upgrade of amenities Danny Dwyer 10,000 0 10,000
4.6 C846 Marrawah Hall - heating upgrade Danny Dwyer 27 08 19 Works commenced 5,200 0 5,200
4.6 C849 Redpa Recreation Ground - clubrooms kitchen benches Danny Dwyer 01 10 19 preliminary Design completed. Stakeholder engagement next phase 10,800 0 10,800
4.6 C850 Smithton Indoor Sports Centre - indoor maintenance Danny Dwyer 01 10 19 Delayed until moisture issue within is addressed. 26,000 0 26,000
______Council Minutes 17 10 19 165 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
Stanley Recreation Centre - replacement blinds to windows 4.6 SP333 Danny Dwyer 27 08 19 Initial work started 4,300 0 4,300 overlooking the ground
04 06 18 Data sources to update the 2008 profile are being collated and project is in progress, but behind 5.1 SP289 Develop a municipal economic profile Matthew Saward 01.07.2017 30.06.2020 21% 10,000 0 10,000 initial timelines. Defer to 2019/20
13 08 19 Draft report was workshopped in May, some initial options to be developed as part of a final 5.2 SP255 Central area development plans - Smithton/Stanley Matthew Saward 01.07.2016 31.03.2020 66% 4,276 0 4,276 public consultation draft.
5.2 SP047 Economic development consultancy Scott Riley 01.07.2014 30.06.2020 80% 02 12 14 Will be utilised as required 37,500 0 37,500
5.2 Population Strategy Scott Riley 01.07.2019 30.06.2020 5% 16 08 19 Initial report completed. Community engagement to be activiated in September 2019 Operating
5.2 Settlement Strategy Scott Riley 01.07.2019 30.06.2020 5% 16 08 19 Initial report to Council complete. Background strategy to link to planning scheme Operating
Circular Head Tourism Association Memorandum of 5.5 Scott Riley 01.01.2020 30.06.2020 0% Operating Understanding renewal
5.5 SP302 Targa NW - 3 year funding deal with WWC and BCC Deb Mainwaring 01.04.2020 30.06.2020 100% 01 10 19 North West TARGA event has been cancelled. 5,500 0 5,500
Tarkine Coast Progress Group Memorandum of Understanding 5.5 Scott Riley 01.07.2019 30.06.2020 0% Operating renewal
05 05 19 Awaiting action from the Circular Head Tourism Association. All three frames have been manufactured. Installation is complete at Smithton and Stanley. The site identified at Green Point Beach, 5.5 C843 Tourism photo frames Matthew Saward 01.07.2018 30.06.2020 73% 6,550 0 6,550 Marrawah has limitations arising from the cultural heritage at the site. The Circular Head Tourism Association is re considering the location for the third of the frames.
Review infrastructure contribution models from other 6.1 SP291 Daniel Summers 01.07.2017 30.06.2020 80% 5,000 0 5,000 jurisidictions
6.3 C857 Backline Road culvert extension Darren Swain 01.01.2020 31.03.2020 0% 13 08 19 Tender awarded and works to commence in summer 8,640 0 8,640
6.3 C725 Blamey's Road bridge - drain Darren Swain 01.04.2019 31.03.2020 15% 26 07 19 Deferred to 2019/ 2020 budget period. To be completed in Summer 2019 70,000 791 69,209
6.3 C890 Carpark resurfacing - Wharf Road, Stanley James Brewer 01.07.2019 31.12.2019 0% Due for completion by end of Dec 12,000 12,000
______Council Minutes 17 10 19 166 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
6.3 C853 Coomonderry Court sec - 1 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 3,818 0 3,818
6.3 C864 Giddens Road - sealing Darren Swain 01.01.2020 31.03.2020 0% 13 08 19 Tender awarded and works to commence in summer 49,500 0 49,500
6.3 C865 Goldie Street sec - 3 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 72,107 0 72,107
6.3 C861 Greys Mill Road sec - 1 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 10,302 0 10,302
6.3 C854 Harrisson Street sec - 1 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 4,925 0 4,925
6.3 C859 John Street sec - 3 surface - AC Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 9,120 0 9,120
6.3 C858 Marine Esplanade sec - 1 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 9,057 0 9,057
6.3 C723 Mawbanna Road stage1 - rehabiliation and seal Darren Swain 01.10.2019 31.12.2020 27 09 19 To be completed in conjunction with Major Capital Works commencing October 2019 50,442 93 50,349
Montagu Road culvert augmentation - improvement road 6.3 C860 Darren Swain 01.01.2020 31.03.2020 25% 27 09 19 Planned for completion 2nd October 2019 10,112 3,027 7,085 drainage
26 07 19 To be completed in 2019/ 2020 Budget period when weather clears for the road rehabilitation 6.3 C799 Renewal - Mawbanna Road stage 2 Darren Swain 01.01.2019 31.12.2019 50% 800,000 5,999 794,001 section
6.3 C792 Reseal - Green Point Road (280 - 2400m) surface Darren Swain 01.01.2019 30.06.2020 0% 21 01 19 Deferred to 2019/2020 Budget period Scope change 18,277 0 18,277
6.3 C787 Reseal - Mawbanna Road (18110 - 20740m) surface Darren Swain 01.01.2019 31.12.2019 0% 24 01 19 Deferred to 2019/2020 47,887 93 47,794
6.3 Roads Asset Management Plan update Daniel Summers 01.10.2019 31.12.2019 Operating
6.3 C856 Rupert Lane sec - 1 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 8,440 0 8,440
______Council Minutes 17 10 19 167 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
6.3 C800 Rural road safety audit items Darren Swain 01.04.2019 30.06.2020 0% 27 09 19 To be completed throughout the 2019/ 2020 Budget Period with list of works being prioritised 25,000 0 25,000
6.3 C786 Rural roads resheeting Darren Swain 01.07.2019 30.06.2020 50% 28 09 19 Commenced these works 1,000,000 515,424 484,576
6.3 C855 Sampson Avenue sec - 3 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 7,349 0 7,349
6.3 C863 Sampson Avenue sec - 3 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 11,608 0 11,608
6.3 C862 Sampson Avenue sec - 4 surface - 7mm Darren Swain 01.10.2019 31.12.2019 0% 13 08 19 Tender awarded and works to commence in summer 10,952 0 10,952
Sampson Avenue/Goldie Street roundabout - consultation and 6.3 SP334 James Brewer 01.04.2020 30.06.2020 0% 15,000 0 15,000 design
6.3 C866 South Road - Beatties Hill widening Darren Swain 01.01.2020 31.03.2020 0% 13 08 19 To be completed January 2020 192,000 930 191,070
6.3 C873 Street sweeper Darren Swain 01.10.2019 31.12.2019 25% 27 09 19 3 Recommendation provided to GM for approval 100,000 0 100,000
Trowutta Road - Duck River bridge - sand blast and repaint 6.3 C726 James Brewer 01.07.2017 31.12.2019 5% 13 08 19 Budget item has been removed at June Council meeting 136,908 199 136,709 beams
6.4 C874 Grader - replacement Darren Swain 01.07.2019 31.12.2019 100% 27 09 19 Grader purchased and arrived 9th September 2019 250,000 201,000 49,000
6.6 Bass Highway upgrade (liaising with State Growth) Daniel Summers 01.07.2019 31.12.2019 Operating
11 09 19 Council's representation against some components of its Scheme will be undertaken during the 7.2 Planning scheme representation Benji Krom 01.07.2019 31.12.2019 0% Operating Public Notificatoin period that is likely to occur during the last few months of the year.
11 09 19 All documentation has been submitted to the TPC for assessment following some corrections of 7.2 Seek approval and implement planning scheme Benji Krom 01.07.2018 30.06.2020 65% minor issues as requested by the TPC following a conference to in late June. Date of Public exhibition of Operating the Draft Scheme is yet to be determined but likley to occur towards the end of the year.
7.4 SP339 FOGO feasibility Daniel Summers 01.07.2019 30.06.2020 24,500 3,300 21,200
______Council Minutes 17 10 19 168 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
7.4 Waste Services Strategy - year 1 actions Daniel Summers 01.10.2019 30.06.2020 Operating
7.6 SP295 Complete Waste Management Service Plan and Strategy Daniel Summers 01.07.2017 30.09.2019 94% Draft strategy complete, pending adoption for Public feedback 10,000 140 9,860
7.6 SP293 Develop a Port Latta landfill 30 year plan James Brewer 01.07.2017 31.03.2020 100% 13 08 19 Stage one substantially complete 14,547 467 14,080
6 09 19 - Design and Procureemt nearing completion. Construction currently programmed for October/ 7.6 C889 East Esplanade stormwater reconstruction James Brewer 01.07.2019 31.12.2019 15% 385,000 467 384,533 Nov
7.6 SP337 Excavator - 20 tonne - Port Latta landfill - maintenance Darren Swain 01.01.2020 31.03.2020 0% 14 08 19 Service and minor repairs to be conducted this financial year due to low use of plant 25,000 0 25,000
7.6 SP336 Ford tipper - Port Latta landfill - replacement Darren Swain 01.01.2020 31.03.2020 0% 13 08 19 Service and minor repairs to be conducted this financial year 20,000 0 20,000
7.6 SP313 Gully Pit upgrade/replacement Darren Swain 01.04.2019 30.06.2020 0% 13 08 19 Works completed as required throughout the year on inspection 10,000 3,420 6,580
7.6 C541 Manholes upgrade/replacement Darren Swain 01.04.2019 30.06.2020 100% 04 02 19 To be completed by end of Quarter 4 2019 9,940 0 9,940
7.6 SP314 Manholes/replacement Darren Swain 01.04.2019 30.06.2020 100% 04 02 19 To be completed by end of Quarter 4 2019 10,000 3,481 6,519
7.6 C755 Number 5 A development Port Latta cell James Brewer 01.07.2017 30.09.2019 99% 09 09 19 Complete 118,998 241 118,757
7.6 SP340 Port Latta development plan - stage 2 James Brewer 01.01.2020 31.03.2020 0% 06 09 19 Proposal sought. To be competed this FY. 23,620 187 23,433
7.6 C812 Smithton Landscape Development Strategy - Duck River Bridge James Brewer 01.04.2020 30.06.2020 0% 13 08 19 On hold pending tasWater SPS augmentaion proposed for this site 20,000 202 19,798
7.6 Stormwater Management plan Daniel Summers 01.10.2019 31.12.2019 Operating 0
7.6 SP264 Stormwater network audit - CCTV work James Brewer 01.01.2017 30.06.2020 0% 20,000 47 19,953
______Council Minutes 17 10 19 169 CIRCULAR HEAD COUNCIL PROJECTS 2019/2020
Strategic Responsible % Annual Amended Actual Balance Project Action Start Date End Date Comments Amendments Plan Link Officer Complete Budget Budget YTD Available
7.6 SP315 Stormwater network audit- CCTV work James Brewer 01.07.2018 30.06.2020 0% 13 08 19 ongoing 10,000 93 9,907
Urban Drainage Bill investigations and Stormwater 7.6 SP263 Daniel Summers 01.01.2017 31.12.2019 5% Project plan established for completion by December 2019 management plans for urban areas 62,000 19,391 42,609 Management Plans for urban areas
7.6 C828 Waste truck - Iveco - replacement side loading Darren Swain 01.01.2019 30.09.2019 100% 27 09 19 New truck arrived 15th August 2019 389,000 394,025 -5,025
______Council Minutes 17 10 19 170
No. 11.6
Title: Minutes – Central Outdoor Area Management Committee
Proponent: Central Outdoor Area Management Committee Location: General Reporting Officer: General Manager Date: 25 September 2019 File: Central Outdoor Area Management Committee Appendices: Copy of Minutes
BACKGROUND
The minutes of two General Meetings of the Central Outdoor Area Management Committee held on 5 August 2019 and 2 September 2019 are laid on the table and circulated.
MOVED: CR OLDAKER SECONDED: CR BLIZZARD
That the Council notes the minutes of two General Meetings of the Central Outdoor Area Management Committee held on 5 August 2019 and 2 September 2019.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
Cr Oldaker advised that there had been a delay in the receipt of shelter materials however they were now complete.
Discussion ensued around the breakdown of communication to user bodies regarding the installation of irrigation on the Smithton Recreation Ground main oval, and it was noted the General Manager took the concerns on board when the matter was raised at a Recreation advisory Committee meeting for further investigation.
______Council Minutes 17 10 19 171 CENTRAL OUTDOOR AREA MANAGMENT COMMITTEE MEETING Held at the C H Community & Recreation Centre Monday 5th August 2019 7.00 pm
Present: C Wells A Cole N Fenton J Berechree Rex Smith J Oldaker P Smith
Apologies: G McLaren
Minutes: P Smith moved to confirm Minutes of previous meeting as being a correct record. Seconded J Oldaker
Business Arising: Shelters –Dean Medwin has notified us that ‘Galvaline’ in Launceston is currently closed as they are experiencing problems with machinery. This has put our project behind by approximately 10 weeks.
Correspondence: Inward: DM – update on some issues from previous Minutes (see General Business) Re Purchase Orders and new code Grant Alerts Notification re gate closure.
Outward: Works Plus – Calendar update Deb M – Ground fees July 2018-June 2019 CHFA re inclusion of Groundsman in finals ground inspections Mick Perry.
J Berechree / N Fenton moved to accept the inward correspondence as being read and to confirm the outward. Carried
Financial Report: Not available
General Business:
Discussion held re the money received for Electronic Scoreboard. N Fenton suggested that it could be put towards – 1) an electronic gate system, or 2) security cameras for the precinct. Both concepts would increase much needed security for the area.
Rex Smith queried Council paying $3000 toward Security for CHFA Grand Final. Does CHFA contribute to this cost? Should CHFA be wholly responsible for total cost? In reply Cr Oldaker understands that the cost is shared between Council and CHFA. Cr Oldaker will follow up further on this matter.
C Wells is currently seeking information on the history of the precinct, especially the era which included the racetrack. He would like to see the history put together and displayed in the Hall of Fame. He has been given some aerial shots from around the early 1960’s. Any information on this era would be appreciated.
Meeting closed 8.25pm Next meeting Monday 2nd September 2019.
Chairman ………………………………….. Date ……………………………
______Council Minutes 17 10 19 172 CENTRAL OUTDOOR AREA MANAGMENT COMMITTEE MEETING Held at the residence of C Wells Monday 2nd September 2019 7.00 pm
Present: C Wells N Fenton J Berechree Rex Smith J Oldaker P Smith G McLaren
Apologies: A Cole
Minutes: N Fenton moved to confirm Minutes of previous meeting as being a correct record. Seconded R Smith.
Business Arising: Shelters –have been commenced. Shelters and Bay 13 seating to be completed by Friday 6th Sept.
Correspondence: Inward: DM – Grant Alerts Sports Voucher System
Outward: nil J Berechree / P Smith moved to accept the inward correspondence as being read. Carried
Financial Report: July Statement presented. G McLaren moved to accept, seconded J Berechree.
General Business: CHFA Grand Final: A few problems with the on-ground microphone. C Wells to take this issue to next CHCRC meeting. During the Finals series children were noticed on the top of the cricket nets. Where does the responsibility lay – with CHFA and/or Security on the day? This behaviour needs to be addressed before an accident occurs and a child is hurt. A young person was spotted pushing the grass-roller onto the bottom ground. Again, an accident waiting to happen. Works Plus/groundsman to be notified and asked to put the roller out of harm’s way.
Coaches Boxes will be relocated to Ground 2 area during the summer when ground and surrounds are drier.
Cleaning of Netball Courts. Main courts were cleaned but not the surrounding run-off areas. As these areas are slippery and dangerous, we cannot understand why they were not cleaned at the same time (as has always been the case in previous years). With two boilers operating within a short distance plus McCains Chip Factory, our Committee recommends that the courts be sprayed with Wet & Forget’ during the summer, as this may help to eliminate the ongoing problem.
New goal posts have been ordered and will be installed prior to next football season. As the AFL have new regulations on positioning the posts a certain distance from the fence-line, this could mean a new boundary line may have to be put in place. We request that a meeting be organised with Works Plus to discuss this matter.
Rex Smith queried if the pipe railing around the ground will be repainted, and pipe repositioned in some places to make it uniform. This could also be discussed when a meeting is organised with Works Plus. Glen McLaren – Cricket. He was advised that the ground will not be available to use as a new sprinkler system is being installed.
______Council Minutes 17 10 19 173 This raised the question as to whether our Committee was advised in any way as to any work being undertaken. It was confirmed that NO correspondence, notification or advice had been received in any form. This has also been the case with a new gate being placed along the fence-line between Tennis/Netball and Little Athletics. At this point in time it seems as if our Committee has been removed from all the lines of communication.
Persons have been seen to be climbing fences whilst games are in progress, to retrieve hockey balls. A letter to be sent to the Hockey Assoc asking if they have keys to the bottom gate which they can use for this purpose.
Cricket Nets will be repaired with excess wire from the fence line where the new gate has been put in. Cricket Tas has a new set of regulations which are state-wide. When new cricket pitches were laid last year, Hayden Dodge (as part of his quote) was to fix the hole in the cricket practice area – this has still not been done.
Re money from grant to Smithton Football Club re scoreboard – Deb M is still chasing up information on Community Grant Funding surplus.
Meeting closed 8.20pm.
Next meeting Monday 7th October 2019
Chairman ………………………………….. Date ……………………………
CONFIRMED
______Council Minutes 17 10 19 174
No. 11.7
Title: Minutes – Circular Head Education & Training Consultative Committee
Proponent: Circular Head Education & Training Consultative Committee Location: General Reporting Officer: General Manager Date: 25 September 2019 File: Circular Head Education & Training Consultative Committee Appendices: Copy of Minutes
BACKGROUND
The minutes of the ordinary meeting of the Circular Head Education & Training Consultative Committee held on 1 August 2019 are laid on the table and circulated.
MOVED: CR ETTLIN SECONDED: CR IVES-HERES
That the Council notes the minutes of the ordinary meeting of the Circular Head Education & Training Consultative Committee held on 1 August 2019.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 175 1
CIRCULAR HEAD EDUCATION AND TRAINING CONSULTATIVE COMMITTEE GENERAL MEETING Present: Cr Kathleen Ettlin (CHC), Nakore Townsend (CHCS), Ara Popowski (CHCS), Tracey Bradley (CHC), Peter Hutton (TasTAFE), Deb Mainwaring (CHC), Amber Power (CHC), Jacki Hine-Magee (DairyTAS), Venue: Council Chambers Danielle Kidd (UTAS), Anne Shepherd (Smithton Library), Date: 1 August, 2019 Apologies: John Dabner (CHTA), Tim Dunham (SHS),. Sharalyn Walters (TTC/SHS), Nikki Clark (SHS), Time: 10.30am
Scott Riley (CHC), John McNab (TCBG) Stuart Gale (BT), Tim Smith, John Dabner
Absent:
Item Subject Detail Action/outcome Who When
1.0 Confirmation of Minutes 1.1 Review /confirm Confirmed minutes NT/ DK minutes 2.0 Business arising from previous minutes 2.1 Short-term Job Scott an apology so will keep on Agenda for next Put together a plan to Scott July/ Connection Project meeting. circulate to CHETCC August Business Survey – identifying gaps and community’s needs & wants in relation to jobs. DK – UTAS Careers Facebook page/ website Portal – Working Group may look at that for project 2.2 Mayor’s Education Committee given Scott’s notes on University/ VET July Fund Review bursary to have separate funding. Contact Chris Dillon – UTAS Amber UTAS reviewing their Scholarship programs at present. about review process. Contact Chris Dillon for information on their review process. University Ask Council for funding to Amber/ Tracey Having 2 separate Bursaries would allow for possibility have a separate VET bursary of handing management over to UTAS. fund.
CIRCULAR HEAD EDUCATION AND TRAINING CONSULTATIVE COMMITTEE ______GENERAL MEETING 1 August 2019 Council Minutes 17 10 19 176 2
Prefer to keep in house so that can be available for other Universities. VET bursaries – JHM – VET courses have to be paid upfront anywhere from 1 unit- $1000 to Cert IV - $3,500. Have set amount available for VET bursaries. Perhaps for Aspiration/ Keep in community. UNESCO Application was around Lifelong Learning. TB suggestion that on application have different amounts can apply for $500, $1000. And they tick which they would like to apply for. AS – Financial information still unsure if it should be on there. Skills Tasmania Unsure what is available/ look into regional Funding applications NT -GATIRS – second round funding open now and has been extended to 3 September- objective is increasing Contact Alyssia Coates on number of apprenticeships and traineeships. Round behalf of Agritas to see if a One Applicants look like Training Organisations project they may want to do? partner with TTCs for projects. JH – Agritas should take it on/ fits with their purpose. Also send to Sharalyn. Future Skills Funds DK - Training and Work Pathways Fund 2020 – no details released yet. Danielle to pass on contact Contact Bill Duhig or Stuart Hollingsworth form Skills details for Bill Duhig and Tasmania to discuss needs of community. Invite to a Stuart Hollinsgworth. meeting. 2.3 Operation Plan TB – example of the actions of our Council Health and Council to fill in Action Plan All/ Council Sept/Oct Actions Budget Wellbeing Plan and how each objective is divided into and send out to committee 19/20 Actions and Partners. members to complete any of their actions and partners
CIRCULAR HEAD EDUCATION AND TRAINING CONSULTATIVE COMMITTEE ______GENERAL MEETING 1 August 2019 Council Minutes 17 10 19 177 3
2.4 School-based Changes in Department in school-based Training area Leave on agenda Sharalyn August/Sept Apprentices Forum – AsbA team finalised. Hopefully have more information and something pulled together August/September 2.5 Letters of Support Copies of letter drafted by Nikki to send to Minister Draft second letter, send Amber/ Nikki/ June/ July distributed. letters to Minister and invite Kate All agree encompasses the support and need for the to a meeting. community. Left without 4 teachers and now have less quality teachers that are needed. Problem with the recruitment Process. NC – the department is looking for solutions Recruitment process starting earlier than last year. Minister is driving the project not sure he knows of the outcome. DK – Ask Minister in letter to come to a meeting in Circular Head to discuss issues.
Other issue with TASTAFE - lack of VET trainers for automotive and engineering. Do 2nd letter discuss issue of lack of trainers.
Question: Can TTC accept Adult students into VET courses. Yes. Workforce The advice from Skills Tasmania is although our EOI Keep notified Sharalyn May/June 2.6 Development with TasTAFE was accepted the program has now Program Grant been stopped and they will re-look at funding/ program. SW – Tasmanian Trade Training Centres will continue to put in an application with Skills Tasmania for funding to complete TAE16 – Training. 2.7 Regional Dairy Tas applied. Employment Trials
CIRCULAR HEAD EDUCATION AND TRAINING CONSULTATIVE COMMITTEE ______GENERAL MEETING 1 August 2019 Council Minutes 17 10 19 178 4
CCA – doing a trial with Councils. Working on induction & training, details of program structure still being worked out. 2.8 Science Gig All planning is going well. Science Gig on Monday 12 Amber report September School competition entries are due next week. August next meeting Lots of exhibitors including some new ones such as Peter Sayers from Astronomical Society of Tasmania. Purchase a gift/ voucher as a Amber August Sharalyn stepped away due to ltd availability thank you & recognition 3.0 Correspondence 3.1 Inward/Outward Inward – Welcome Letter to UNESCO Global Network Do a media release, look at Ring Minister August of Learning Cities having an event – celebration Rockliff’s office - Congratulations email from Australian coinciding with Official National Commission for UNESCO Opening of SWIRL. Amber to send - Invitation to attend the International DK – offered to write MR through info to Conference in Colombia DK. Outward – Letter to Minister of Education regarding Teacher Recruitment - SHS 4.0 Other Reports
4.1 Reports as per attachment sent out with minutes Amber to send reminder 3 Amber July weeks before meetings 5.0 General Business 5.1 Learn for Life Skip due to time restraints this meeting. Leave on agenda Amber September/ Action group December
5.2 Adult Learners Anne sent funding request letter with minutes/ Anne to invoice CHETCC/ Anne/ Amber September Week funding agenda. Council CHETCC approved funding of $500 to Smithton Library to cover costs of some of materials etc for program. CIRCULAR HEAD EDUCATION AND TRAINING CONSULTATIVE COMMITTEE ______GENERAL MEETING 1 August 2019 Council Minutes 17 10 19 179 5
Maybe this could be expanded to 2 weeks and include or ask Mens Shed/ CH Garden Club… 5.3 Adult Learning Link was sent to committee members but due to short Amber to send comments to Amber August Strategy time frame (public comments close today) Anne and Dept of State Growth Amber prepared some comments on behalf of group. Comments approved by committee 5.4 Sustainable 5 Councils, 3 most active BCC, WWC, CHC. Had first Tracey to send out email with Tracey September Murchison 2040 meeting – Tracey attended. issues discussed to committee Community Plan/ Discussed issues in communities and how to progress for comment/ info. CCA Futures Plan them in regard to Workforce, TAE, retention/ gaps of teachers. • Briefing paper around TAE & how we think. Murchison Implementation, group to advocate for us. Go back to State Government • University Hub – ideas to get a Hub in CH West Coast Hub isn’t UTAS, it’s commonwealth funded. 16 groups around Australia. University and Council weren’t eligible to apply. West Coast – good pilot to learn from. John Grant did application for West Coast – Tastafe
6.0 Next Meeting Thursday 26 September 2019, Council Chambers, 10.30am 7.0 Meeting Closed 12.49pm
CIRCULAR HEAD EDUCATION AND TRAINING CONSULTATIVE COMMITTEE ______GENERAL MEETING 1 August 2019 Council Minutes 17 10 19 180
No. 11.8
Title: Minutes – Circular Head Heritage Centre
Proponent: Circular Head Heritage Centre Location: General Reporting Officer: General Manager Date: 25 September 2019 File: Circular Head Heritage Centre Appendices: Copy of Minutes
BACKGROUND
The minutes of the General Meeting of the Circular Head Heritage Centre held on 9 September 2019 are laid on the table and circulated.
MOVED: CR POPOWSKI SECONDED: CR BERECHREE
That the Council notes the minutes of the General Meeting of the Circular Head Heritage Centre held on 9 September 2019.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 181 Circular Head Heritage Centre Draft minutes of the meeting held 09/09/19 Open: 5:15 Robyn chairing meeting as Patrick unavailable. Robyn congratulated Fran on her win at the Chartchibald. August meeting- 7 unavailable and 6 attendances, therefore all matters were held over to Sept. Meeting. Tabled the discussions at the last meeting. Attendance: Robyn Lovell, Georgy Laan, Jimmy Norton, Elayne Blake, Gillian Gale, Ashley Popowski, Fran Joyce. Apologies: Patrick Bakes, Vanessa Grant, Dawn Wells, New member Dianne Brown. Minutes of the July meeting read and approved as correct Moved by Gillian Gale seconded by Rod Maher. Treasurers report: We have the July report only where Opening balance was $12534.68 Banked 65.00 entries and $500 Bendigo Grant money-- there appears to be GST taken: will check this. Monthlyexpenses:amenities38.79/mowing53.64/alarm 4.76/hydro297.46/rent425.42/stationary11.14/
______Council Minutes 17 10 19 182 Document Set ID: 448780 Version: 1, Version Date: 18/09/2019 telephone55.09. ClosingBalance 12505.89 Moved by Gillian Gale and seconded by Elayne Blake that it be accepted. We have opened a bank account with Bendigo. But nothing had been deposited by Council yet. We need to have a meeting with Deb Mainwaring to discuss a couple of issues. Welcome Lex Laing back to the committee. Welcome guests Camilla Woolley and Sonya Searle from CHAC. Patrick invited reps from CHAC to be involved with the new museums Aboriginal display. Georgy spoke to this matter. Correspondence-Elayne -inward and outward: 1.The usual newsletters from Arts and Heritage societies/Artstas/Cradle Coast Tourism/CHTourism. 2.I have been corresponding with Jodie Saville/Jeff at SeenSigns/ Wells Waggons --all to do with Art about town Posters. 3.There is a social media workshop –tabled invitation. 4.invitation from Stanley Discovery Museum for the book launch –Mr Long’s flight across Bass Strait.
______Council Minutes 17 10 19 183 Document Set ID: 448780 Version: 1, Version Date: 18/09/2019 5. Tabled- pamphlets on isle saver cabinets-Georgy will price some and bring to next meeting. Business arising 1.M.O.U./ Website/New Museum –Patrick-will hold over to next meeting 2.Art About Town –Elayne—Posters are with Jeff at Seen Signs, as soon as he finishes them , I will put them up in then selected buildings. Rod and I are ready for the tours about town , Wednesday 11th and Saturday 14th at 10 and 2. Thanks to all who did some research, greatly appreciated. 3. Museum update—Elayne. We have had a quiet two months at the museums. Fran, Jimmy and Rod are onto the stocktaking. Rod has drawn a large graph of the new museum and is working on space awareness. Any other business from the floor: Georgy. Brought to our attention the A.G.M. as advertising and nominations will need to be sent off. We have tentatively set it for 18th November. Elayne nominated and moved that Georgina Laan to be temporary Public officer until the elections at the A.G.M. seconded by Rod Maher. Close 6.02 pm. Next meeting 14th October.
______Council Minutes 17 10 19 184 Document Set ID: 448780 Version: 1, Version Date: 18/09/2019
No. 11.9
Title: Minutes – Stanley Town Hall Committee
Proponent: Stanley Town Hall Committee Location: General Reporting Officer: General Manager Date: 2 October 2019 File: Stanley Town Hall Committee Appendices: Copy of Minutes
BACKGROUND
The minutes of the General Meeting of the Stanley Town Hall Committee held on 3 September 2019, are laid on the table and circulated.
MOVED: CR BERECHREE SECONDED: CR OLDAKER
That the Council notes the minutes of the General meeting of the Stanley Town Hall Committee held on 3 September 2019.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 185 STANLEY TOWN HALL COMMITTEE
General meeting held at the Stanley Town Hall on Tuesday 3 September 2019 commencing at 7:03 pm. Deb Mainwaring presided.
Present: David Buchanan, Maureen Webb, Deb Mainwaring, Sam Humphries, Sandra Evans, Kel Bryant, Councillor Betty Kay.
Apologies: Danny Dwyer, Barb Long.
Minutes of the previous meeting held on 2 July 2019 MOVED K Bryant SECONDED S Evans.
Business arising: • No further information from Smithton Rotary (Jenny Wallis) • No news on sub-floor lead – still working but will be replaced in good time. • Information re last Mayoral Ball still in cyberspace. • Defib grant has been started by Deb Mainwaring. A decision needs to be made for a location if grant is successful. Correspondence: • None
Financial Report: Financial report for the month ended 31 July 2019.
Opening balance (March): $47,274.30 Receipts (March/April): $ 160.00 Payments (March/April): $ 149.52 Budget allocation: $ 10,080.00 Closing balance: $57,364.78
Purchases/Scheduled Expenses: New toilet seat in the Men’s toilet (approx. $20) New steam cleaner ($317.27) purchased.
Bookings to be invoiced: Vendor Amount Inc GST When Lee Scott $1200 +$500 bond October 1 NDIS Mission Australia $165 November 5
Page 1 of 2 ______Council Minutes 17 10 19 186
Bookings: • September 12 CH Council Workshop (6:00 – 9:00) o Chairs required o Data projector required • September 27 Crystal Theatre Film Society • October 25 Crystal Theatre Film Society • November 2 Ward and Scott ceremony (Lee Scott – see bookings) • November 22 Virtuosi Tasmania Inc. 4 – 8pm (performance 6pm) • November 27 NDIS Mission Australia information session • November 29 Crystal Theatre Film Society • January 4 Real Dinosaurs (matinee) • January 5 Real Dinosaurs (subject to sales) • February 1 2020 Wedding • TBA 2020 Small Halls Festival
New Enquiries: • Good Oil Films – 14 to 22 September (Deb Mainwaring to double check costs and charges) • Crystal Theatre committee meeting 23 November, 1.30 pm • Trudy Hine with intention to conduct dance concerts.
General Business: • Maintenance required to repair sub floor projector lead (possibly chewed through by a rat) • House lighting – some pendant and wall lights have failed. Replacement with LEDs will be investigated for next year. • Sam Humphries beard coming along far too slowly for the ad • Deb Mainwaring – Will need to check with Cassie Thomas for the week of Good Oil Films.
Meeting Closed: 7.22 pm
The next meeting and AGM will be held on Tuesday 1st October 2019 at the Stanley Town Hall, 7pm.
Page 2 of 2 ______Council Minutes 17 10 19 187
No. 11.10
Title: Minutes – Circular Head Audit Panel Committee
Proponent: Circular Head Audit Panel Committee Location: General Reporting Officer: General Manager Date: 2 October 2019 File: Circular Head Audit Panel Committee Appendices: Copy of Minutes
BACKGROUND
The minutes of the General Meeting of the Circular Head Audit Panel Committee held on 27 August 2019, are laid on the table and circulated.
MOVED: CR BERECHREE SECONDED: CR ETTLIN
That the Council notes the minutes of the General meeting of the Circular Head Audit Panel Committee held on 27 August 2019.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 188 CIRCULAR HEAD COUNCIL
MINUTES OF THE MEETING OF THE CIRCULAR HEAD AUDIT PANEL COMMITTEE HELD AT THE WARATAH- WYNYARD COUNCIL CHAMBERS ON TUESDAY 27 AUGUST 2019.
MEETING COMMENCED AT 12.30PM
1. ATTENDANCE AND APOLOGIES
1.1 Members John Howard (Chair) Lisa Dixon Stephen Allen
1.2 Staff Scott Riley – General Manager (GM) Daniel Summers – Director Infrastructure & Development Services (DIDS) Matthew Saward – Director Strategic Governance (DSG) Mayor Daryl Quilliam (from 1.10pm)
1.3 Councillors Nil
1.4 Invited Guests Nil
1.5 Tasmanian Audit Office Nil
1.6 Apologies Rachel Radford – Director Corporate Services (DCS) Duncan Spinks – Manager Corporate Services (MCS) Darren Swain – Manager Projects, Works & Services (MPWS) Tracey Bradley – Director Community Services (DCS)
Stephen Allen was welcomed to the meeting and provided an update on his work history.
2 DECLARATION OF INTERESTS John Howard re-iterated his ongoing interest as a Board member of the Dulverton Waste Management Authority.
3. MINUTES OF THE MEETING HELD ON 11 JUNE 2019 The meeting resolved to accept the minutes from the meeting held on 11 June 2019.
4. BUSINESS ARISING 4.1 Update – Audit Panel Recommendations to Council Nil
4.2 Outstanding Actions ______Council Minutes 17 10 19 189
4.2.1. Action Item 83: A list of priority items for internal auditing to be provided to the Audit Panel at the next Audit Panel Meeting. Response: The following list of priority items were provided with the Agenda: • Policy Development and Management of Reviews • Payroll Compliance • Community Facilities Hire and Use • Planning & Building Timeframe Compliance Further detail will be provided in the next 3 months.
4.2.2 Action Item 84 The Audit Panel Minutes to be produced promptly and presented to Council as unconfirmed minutes in a timely manner. Response: Minutes of the Audit Panel Meeting 11 June 2019 presented to Council at the 18 July meeting.
4.2.3 Action Item 85: Agenda Report to be provided to the Audit Panel detailing the financial outcome of the Circular Head Community Wellbeing Centre (SWIRL). Response: The June 2019 Monthly Report – Swirl is included Major Initiatives Update. Final financial report will not be available until the project closure which is scheduled for 30 November 2019.
4.2.4 Action Item 87: A report detailing leave balances is to be included in each Audit Panel Agenda. Response: Now included in agenda under Standing Agenda Items (from August 2019).
4.2.5 Action Item 88: DCS to forward details of the Sundry Debtors figure of $1.4 million to the Audit Panel (noting that it could be related to SWIRL) Response: The $1.4 million Sundry Debtors amount related to an instalment for the Circular Head Community Wellbeing Centre (note: was in the 2018 column).
4.2.6 Action Item 92: A copy of the End of Year Checklist and the TAO checklist to be provided to the Panel for the August 2019 meeting. Response: Included with Agenda Item 6.1 documents.
4.2.7 Action Item 90: When providing the list of Audit Office recommendations for each Audit Panel Agenda a short outline of the state of the recommendation to be provided. Response: Included as a standing Agenda Item 5.5 Financial Reports to Audit Office – Recommendations Progress.
4.2.8 Action Item 94: A register of policies, showing dates for review to be provided to the Audit Panel at the meetings designated for auditing of Policy & Procedure Design and Systems (June meetings). New policies are to be provided at this time. Response: Still to be provided.
4.2.9 Action Item 95: Audit Panel Chair to produce Audit Panel Report for inclusion in the Annual Report. Audit Panel: Chair will produce report for the end of the Financial Year.
4.2.10 Action Item 96: Audit Panel Reviews to be conducted July-August 2019 and compiled for Council. Response: Still to be completed and provided to Audit Panel.
5. STANDING AGENDA ITEMS
5.1 Communications from Council ______Nil Council Minutes 17 10 19 190
5.2 General Manger Reports Senior Management Report to Council – Open and Closed Meetings (including Risk Certificate) for June, July & August 2019 – included with Agenda Papers General Managers Reports were provided, and questions and responses were provided.
It was noted that the CAMMS Performance Report and actions were not up to date. Council officers confirmed Council are discontinuing CAMMS and will have a project report against annual plan actions provided in its place.
The General Manager’s Risk & Assurance Certificates were discussed. It was noted that there were no legislative reviews completed. The Ombudsman drainage issue is being dealt with by a review of the Customer Service Process. The potential insurance matter related to stormwater was discussed.
The Community Survey results were discussed. A workshop discussion will be held next week where Council will be advised of actions currently underway to address the variations between expected and perceived service.
The Council is currently holding Council Workshops at various municipal localities. The benefits of engaging with local businesses in conjunction with the workshops was discussed.
Council management’s main concern is scheduling and achieving quality outcomes with the amount of planned work in the coming 12 months.
5.3 Financial Reports The Financial Reports to Council (June, July & August 2019), Quarterly Financial Report – July 2019, 2019-2020 Annual Plan and Budget Estimates & Rates Resolution – June 2019, Amendment to Fees & Charges 2019-2020 – July 2019, Budget Amendment 2019-2020 Car Park Resurfacing Wharf Road Stanley – July 2019, Budget Amendment 2019-2020 Storm Water Management – Confidential - July 2019, Budget Commitment 2020-2021 Forest Sports Centre Toilet Installation – August 2019 - included with Agenda Papers The Audit Panel advised it would be preferable for the Quarterly Reports that were provided at the July meeting, detailing finances at 31 March, be provided to Council in May. Questions were raised regarding the Financial Reports and if the Councillors understood them. A general discussion was held about continuing to improve the presentation of the reports and the varying of levels of Councillor understanding of the reports.
The council commitment to the LEAN process was discussed including Councillor & staff participation in the SWE (simulated work environment).
2019/20 Annual Plan & Budget Estimates and Rates Resolution. The setting of rates and the impact of the revaluations was discussed. It was noted that the community does not understand how rates are set. The meeting discussed the revaluation process and that the revaluation data was received rather late, just prior to rate notices being sent out.
Operating Deficit The GM advised of the Budget Repair Taskforce and the plans in place to bring down the operating deficit. A driver to do this quickly is to preserve Council identity in lead up to next State Election. The DIDS updated the Panel on the motion to LGAT for Local Governments share of the State collected Heavy Vehicle Tax to be increased proportionally to the state increase in revenue rather than held at the same level as when it was setup in 1996.
The Budget Amendment reports were noted for Wharf Road Car Park, Amendment to Fees and ______Charges (Dog Registration Fees), Stormwater Management, and Forest Sports Centre Toilet Council Minutes 17 10 19 191
Installation. It was noted that Forest Sports Centre was a preferred approach to assist the community provide facilities themselves which do not translate to Council operating costs.
5.4 Significant/Unusual Financial Transactions Contract #1688 – Provision of Bitumen Surfacing Services 2019-2020 – June 2019 & Tender Evaluation – Motor Grader – Confidential - August 2019 - included with Agenda Papers The evaluation process for the motor grader was identified as a good process in the way that this was evaluated and reported to Council.
5.5 Financial Reports to Audit Office – Recommendations Progress Audit Office Recommendations – 1-page abbreviation included with Agenda Papers Improvements will be made on several recommendations however it was noted that several the recommendations were reliant on work in other areas. Action: A update on each of the Audit Office Recommendations to be included with Audit Panel Meeting Agendas.
5.6 Workforce Development Plan – Progress The recent changes in HR were noted. The Workforce Development Plan has not progressed, but elements that would make the plan are being progressed in terms of training and development of the workforce for future needs.
5.7 Shared IT Systems Project – Progress An overview of the project which includes Burnie, Waratah-Wynyard and Circular Head Councils was provided. The 5 initial projects were discussed. IT collaboration is a high priority. Project progression details are expected back to councils in December 2019.
5.8 Eisenhower Matrix – Progress Current Microsoft Project Report - included with Agenda Papers GM advised that an Eisenhower Matrix review of priority tasks was scheduled this week. GM advised the meeting he was satisfied with progress being made.
5.9 Leave Balance Report Leave Entitlement Report – 30 July 2019 - included with Agenda Papers The progress to date was discussed, however winter has not been a preferred time for taking of leave. Taking on visitor services has increased the total entitlements.
5.10 Major Initiatives Update 5.10.1 Circular Head Community Wellbeing Centre - SWIRL SWIRL Report – June 2019 - included with Agenda Papers An update on the project and challenges to date was provided. The balancing of the heating system and the condensation in the adjoining buildings was discussed. The report provided contained in the information bulletin from Belgravia Leisure. The DSG advised that future reports would not include the financials in this way, but instead they would be fed through the Council financial reports to consider the other costs.
5.10.2 Duck River Meadows Dissolution of CH Heritage Centre Committee & Draft MOU CH Heritage Centre Inc – July 2019 - included with Agenda Papers The GM provided an update on progress towards lodging of the application. The panel noted that the project not being owned by Council was a good outcome.
5.10.3 Sustainable Murchison Plan ______Sustainable Murchison Plan MOU – June 2019 - included with Agenda Papers Council Minutes 17 10 19 192
The GM provided an update on the MOU signed with the Cradle Coast Authority to work on elements of the plan through the Cradle Coast Regional Futures Plan.
5.10.4 Cradle Coast Regional Futures Plan Cradle Coast Authority Regional Futures Plan Resourcing – June 2019 included with Agenda Papers The GM provided an overview of the current state of the Plan.
5.10.5 Visitor Information Services – CHTA MOU Circular Head Tourism Association – MOU – June 2019 included with Agenda Papers The GM provided an update on the challenges of change, and the result of Council taking in house visitor information services.
6 MAJOR WORK PLAN FOR VISIT
6.1 Financial Management – Financial Governance – Budget Alignment 6.1.1 Annual Financial Statements 6.1.2 Financial Governance Management Certification & Checklist Financial Statements, Annual Financial Statements 2018- 2019 & Auditor General Annual Report Executive Summary - included with Agenda Papers Due to the inability of the DCS and MCS to attend the meeting Audit Panel members were invited to forward questions prior to the meeting.
John Howard noted the responses provided to his questions. Lisa Dixon acknowledged that her questions were late coming forward so will await responses out of the meeting.
The meeting discussed the useful life review and the way that this has identified changing ways to manage the roads which will extend the life and reduce depreciation. John Howard noted this process was done well to improve useful life accuracy and not just trying to reduce depreciation.
The underlying Deficit for 2018/19 of $19,678 was noted as a change from the larger forecast deficit and mainly a result in the delay to opening Swirl.
Stephen Allen discussed the Accounting Standard and timing implications for when grant money is to be expended being used for the reporting, rather than when received. The Panel suggested Council make themselves aware of this.
The meeting noted that the Financial Statements and responses provided out of session be recorded, with the responses to Lisa Dixon’s questions to come.
6.2 Annual Audit & Reporting The Audit Panel noted the underlying deficit and the GM confirmed that the deficit is council’s focus.
6.3 Long Term Planning Annual Plan & Budget Estimates 2019 – 2020 – June 2019 (previously supplied draft only) - included with Agenda Papers
6.4 Internal Audit Review Council is currently determining the method to carry out the Internal Audit. The Panel recommended internal auditing focus on payroll, accounts payable and GST at start up of an internal audit function. Action: A report on the Internal Audit and timelines to be provided at the next Audit Panel meeting.
7 GENERAL BUSINESS ______Nil Council Minutes 17 10 19 193
8 RECOMMENDATIONS OF THE PANEL Nil
9 NEXT MEETING Meeting scheduled for 10am Tuesday 5 November at Circular Head Council Chambers
10 MEETING CLOSURE The meeting was closed at 2.34pm
______Council Minutes 17 10 19 194 12.0 PUBLIC QUESTIONS
Legislative Reference Local Government (Meeting Procedures) Regulations 2015 Regulation 31
The Chairperson is to invite members of the public present to ask questions without notice. When dealing with questions that require research or a detailed response, the Chairperson may require that the question be put on notice and in writing. Responses will be provided at the next Ordinary Council Meeting.
A summary of questions without notice and response(s) and the name of the person asking the question will be recorded in the minutes.
Public Question Time was taken at 6.44pm.
There were no public questions asked.
13.0 MATTERS PROPOSED FOR CONSIDERATION IN CLOSED MEETING
Legislative Reference: Local Government (Meeting Procedures) Regulations 2015, Regulation 15
A Council may (by absolute majority resolution) to close a meeting or part of a meeting when certain matters are being, or are to be discussed. The grounds for the closure are to be recorded in the minutes of the meeting.
Subregulation (2) provides the following list of specified matters:
(a) personnel matters, including complaints against an employee of the Council and industrial relations matters;
(b) information that, if disclosed, is likely to confer a commercial advantage or impose a commercial disadvantage on a person with whom the Council is conducting, or proposes to conduct, business;
(c) commercial information of a confidential nature that, if disclosed, is likely to – (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret;
(d) contracts for the supply of goods and services and their terms, conditions, approval and renewal;
(e) the security of - (i) the Council, Councillors and Council staff; or (ii) the property of the Council;
______Council Minutes 17 10 19 195
(f) proposals for the Council to acquire land or an interest in the land or for the disposal of land;
(g) information of a personal and confidential nature or information provided to the Council on the condition it is kept confidential;
(h) applications by councillors for leave of absence;
(i) matters relating to actual or possible litigation taken, or to be taken, by or involving the council or an employee of the council;
(j) the personal hardship of any person who is resident in, or is a ratepayer in, the relevant municipal area.
A Council may also close a meeting or part of a meeting when acting as a Planning Authority if it is to consider any matter relating to actual or possible legal action taken by, or involving, the council, or possible future action that may be taken, or may involve, the Council.
Subject to the Right to Information Act 2009, any discussions, decisions, reports or documents relating to a closed meeting are to be kept confidential unless the Council or Council Committee, after considering privacy and confidentiality issues, authorises their release to the public.
The chairperson is to exclude members of the public from a closed meeting, but may invite any person to remain at the meeting to provide advice or information.
The chairperson may authorise the removal of any person from a closed meeting if that person refuses to leave; and request the assistance of a police officer to remove that person.
MOVED: CR BERECHREE SECONDED: CR POPOWSKI
That the Council RESOLVES BY AN ABSOLUTE MAJORITY that the matters listed below be considered in Closed Meeting:-
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
______Council Minutes 17 10 19 196 Matter Reason – pursuant to Local Government (Meeting Procedures) Regulations 2015 Confirmation of Confidential Minutes of previous 15(2) meeting Councillor Questions Received in Writing 15(2) Responses to Councillor Questions Taken on 15(2) Notice from Previous Meeting Councillor Questions Without Notice 15(2) Confidential - Notices of Motion 15(2) Minutes – Tarkine Coast Progress Group 15(2)(g) Budget Amendment – Renewal of Old Stanley 15(2)(d) Road East Bridge Leave of Absence Requests – Councillors 15(2)(h) Confidential Senior Management Report 15(2)(a), (g)
MOVED: CR WOODWARD SECONDED: CR BLIZZARD
That the Council RESOLVES BY AN ABSOLUTE MAJORITY to close the meeting to the public to consider the matters listed below, the time being 6.45pm:
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
Matter Reason – pursuant to Local Government (Meeting Procedures) Regulations 2015 Confirmation of Confidential Minutes of previous 15(2) meeting Confirmation of confidential minutes from previous Council Meeting held 19 September 2018 Councillor Questions Received in Writing 15(2) Councillor questions of a confidential nature Responses to Councillor Questions Taken on 15(2) Notice from Previous Meeting Responses to Councillor Questions of a confidential nature Councillor Questions Without Notice 15(2) Councillor Questions of a confidential nature Confidential - Notices of Motion 15(2)
______Council Minutes 17 10 19 197 Councillor Notices of Motion of a confidential nature Minutes – Tarkine Coast Progress Group 15(2)(g) Minutes of a meeting of the Tarkine Coast Progress Group Budget Amendment – Renewal of Old Stanley Road 15(2)(d) East Bridge Consideration of a budget amendment to allow for the renewal of the Old Stanley Road East bridge Leave of Absence Requests – Councillors 15(2)(h) Requests for Leave of Absence by Councillors Confidential Senior Management Report 15(2)(a), (g)
14.0 CLOSED MEETING
______Council Minutes 17 10 19 198 16.0 RESUMPTION OF OPEN MEETING
Legislative Reference Local Government (Meeting Procedures) Regulations 2015; Regulation 15 (8)
MOVED: CR WOODWARD SECONDED: CR BERECHREE
That the Council reopen the meeting to the public, the time being 7.35pm.
The MOTION was put and CARRIED unanimously.
FOR: Mayor Quilliam Cr Berechree Cr Blizzard Cr Ettlin Cr Ives-Heres Cr Oldaker Cr Popowski Cr Woodward
AGAINST: nil
17.0 PUBLIC RELEASE ANNOUNCEMENT
The Chairperson announced that pursuant to Regulation 15(8) of the Local Government (Meeting Procedures) Regulations 2015, and having considered privacy and confidential issues, the Council authorised the release to the public of the following discussions, decisions, reports or documents relating to the closed meeting:
Item No Subject Decisions / Documents
There being no further business, the Chairman declared the meeting closed at 7.36pm.
CHAIRMAN: ……………………………………………
CONFIRMED: ……………………………………………
______Council Minutes 17 10 19 199