ORDINARY MEETING OF COUNCIL
MINUTES
16 JANUARY 2019
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
TABLE OF CONTENTS
Item Subject Page No.
Table of Contents ...... 2
1.0 Meeting Opened ...... 5 2.0 Leave of Absence ...... 5 3.0 Condolences/Get Well Wishes ...... 5 3.1 Condolences/Get Well Wishes ...... 5 4.0 Declaration of any Material personal interests/conflicts of interest by councillors and senior council officers ...... 6 5.0 Mayoral Minute ...... 7 6.0 Confirmation of Minutes ...... 8 6.1 Confirmation of Ordinary Meeting Minutes 12 December 2018 ...... 8 7.0 Business Arising from Minutes ...... 9 8.0 Committee Reports ...... 10 8.1 Receipt of the Minutes of the Gatton Revitalisation Project Committee Meeting - 14 December 2018 ...... 10 8.2 Receipt of the Minutes of the Lockyer Valley Traffic Safety Committee Meeting - 14 December 2018 ...... 18 9.0 Deputations/Presentations ...... 32 10.0 Executive Office Reports ...... 33 10.1 Chief Executive Officer's Report - December 2018 ...... 33 10.2 Councillor Portfolio Report - December 2018 ...... 39 10.3 Councillor Conference Attendance 2019 ...... 46 10.4 Internal Audit Plan 2018-19 Progress Report ...... 49 10.5 Local Government Grants and Subsidies Program Proposed Projects ...... 87 10.6 Application for Re-Approval of a Shooting Range on Lot 2 on RP165419 - Toowoomba Pistol Club (Helidon) Inc...... 92 10.7 Proposed Disposal of Lot 10 on SP181872 - 25 Harm Drive, Glenore Grove ...... 96 10.8 Request for New Trustee Lease - Lot 151 CC2725 - Merryfields Environmental Park and Outdoor Education Centre ...... 101 10.9 Sponsorship Support to the 2019 Queensland Training Awards Darling Downs and South West Region ...... 108 10.10 Establishment of the Lockyer Valley Racing and Equine Collaborative ...... 111 10.11 Inland Rail ...... 124 11.0 Organisational Development and Planning services Reports ...... 129 11.1 Executive Manager Organisational Development and Planning Monthly Report ...... 129
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11.2 Ministerial Designation Submission to Department State Development, Manufacturing, Infrastructure and Planning - Proposed Educational Establishment - 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland ...... 141 12.0 Corporate and Community Services Reports ...... 156 12.1 Executive Manager Corporate and Community Services Monthly Report for December 2018 ...... 156 12.2 Summary of Council Actual Financial Performance vs. Budget – 31 December 2018 ...... 164 12.3 Rental of Toilets Laidley Village Shopping Mall ...... 188 12.4 Traffic Control and Management Services Procurement Plan ...... 192 13.0 Infrastructure Works and Services Reports ...... 204 13.1 Executive Manager Infrastructure Works and Services - December 2018 Update ...... 204 13.2 Niemeyer Road and Rusty's Service Station ...... 213 14.0 Items for information...... 217 14.1 External Grants Update ...... 217 14.2 Investment Report - December Quarter 2018 ...... 220 14.3 Major Procurements 1 July to 31 December 2018 ...... 224 15.0 Confidential Items ...... 226 15.1 Enforcement Action for Suspected Development Offences Occurring on Property ID 103540 ...... 226 15.2 Placid Rise Estate ...... 228 16.0 Meeting Closed ...... 229
Page 3 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
ATTENDANCE:
Councillors Present • Cr Tanya Milligan (Mayor) (Chairperson) • Cr Jason Cook (Deputy Mayor) • Cr Kathy McLean • Cr Janice Holstein • Cr Chris Wilson • Cr Michael Hagan • Cr Rick Vela
Officers Present • Ian Church, Chief Executive Officer • Lyle Kajewski, Acting Executive Manager Organisational Development & Planning Services • David Lewis, Executive Manager Corporate & Community Services • Angelo Casagrande, Executive Manager Infrastructure Works & Services • Rick Machin, Manager Marketing, Communication & Engagement • Corrin Bischoff, Coordinator Governance & Strategy • Erin Carkeet, Governance & Strategy Officer • Caitlan Natalier, Legal Services & Property Coordinator (part of meeting) • Mark Westaway, Contract Planner (part of meeting) • Jason Harm, Manager Regional Development (part of meeting) • Stephen Hart, Coordinator Council Business (part of meeting) • Tony Loveday, Consultant (part of meeting)
Apology • Dan McPherson, Executive Manager Organisational Development & Planning Services
Page 4 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
1.0 MEETING OPENED
The meeting commenced at 9:58am.
The Mayor, Cr Milligan as the Chairperson, opened the meeting and welcomed all present. Pastor Doug Beahan led the meeting in prayer, following a minute’s silence for those persons recently deceased.
2.0 LEAVE OF ABSENCE
No Leave Of Absence
3.0 CONDOLENCES/GET WELL WISHES
3.1 Condolences/Get Well Wishes
Date: 07 January 2019 Author: Erin Carkeet, Governance and Strategy Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation:
THAT letters of condolence be forwarded to the families of recently deceased persons from within, or associated with, the Lockyer Valley region.
RESOLUTION THAT letters of condolence be forwarded to the families of recently deceased persons from within, or associated with, the Lockyer Valley region.
Moved By: Cr Holstein Seconded By: Cr Hagan Resolution Number: 16-20/1200
CARRIED 7/0
Page 5 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
4.0 DECLARATION OF ANY MATERIAL PERSONAL INTERESTS/CONFLICTS OF INTEREST BY COUNCILLORS AND SENIOR COUNCIL OFFICERS
4.1 4.1 Declaration of Material Personal Interest on any Item of Business Pursuant to section 175C of the Local Government Act 2009, a councillor or senior council officer who has a material personal interest in an issue to be considered at a meeting of a local government, or any of its committees must: (a) inform the meeting of the material personal interest in the matter, including the following particulars about the interest – i. the name of the person or other entity who stands to gain a benefit, or suffer a loss, depending on the outcome of the consideration of the matter at the meeting ii. how the person or other entity stands to gain the benefit or suffer the loss iii. if the person or other entity who stands to gain the benefit or suffer the loss if the person or other entity is not the councillor or senior council officer—the nature of the relationship to the person or entity; and (b) leave the meeting room, including any area set aside for the public, and stay out of the meeting room while the matter is being discussed and voted on. Cr McLean declared a material personal interest in relation to Item 11.2, “Ministerial Designation Submission to the Department of State Development, Manufacturing, Infrastructure and Planning - Proposed Educational Establishment - 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland”, (as defined in Section 175B of the Local Government Act 2009), based on the fact that Cr McLean’s husband owns property located at Mountain View Drive, Plainland and stands to gain a benefit or suffer a loss depending on the outcome of Council’s consideration of this matter. Cr McLean advised that she would leave the meeting when the matter is to be debated and voted upon.
4.2 Declaration of Conflict of Interest on any Item of Business
Pursuant to section 175E of the Local Government Act 2009, a councillor or senior council officer who has a real or perceived conflict of interest in a matter to be considered at a meeting of the local government or any of its committees must inform the meeting about the personal interest in the matter, including the following particulars about the interests:
a) the nature of the interests b) if the personal interests arise because of the relationship with, or receipt of a gift from, another person: i. the name of the other person; and ii. the nature of the relationship or value and date of receipt of the gift; and iii. the nature of the other person’s interests in the matter.
c) how the councillor or senior council officer intends to handle the matter i.e. leave the meeting or proposes to stay in a meeting.
Cr Hagan declared a perceived conflict of interest in relation to Item 11.2, “Ministerial Designation Submission to the Department of State Development, Manufacturing, Infrastructure and Planning - Proposed Educational Establishment - 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland”, (as defined in Section 175D of the Local Government Act 2009), based on the fact that Cr Hagan is a
Page 6 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
member of the Our Lady of the Valley Catholic Parish Pastoral Council. Cr Hagan advised that he would leave the meeting when the matter is to be debated and voted upon.
5.0 MAYORAL MINUTE
No Mayoral Minute
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6.0 CONFIRMATION OF MINUTES
6.1 Confirmation of Ordinary Meeting Minutes 12 December 2018
Date: 07 January 2019 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation:
THAT the Minutes of the Ordinary Meeting of Lockyer Valley Regional Council held on Wednesday 12 December 2018 be taken as read and confirmed.
RESOLUTION THAT the Minutes of the Ordinary Meeting of Lockyer Valley Regional Council held on Wednesday 12 December 2018 be taken as read and confirmed.
Moved By: Cr Cook Seconded By: Cr Vela Resolution Number: 16-20/1201
CARRIED 7/0
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7.0 BUSINESS ARISING FROM MINUTES
No Business Arising from Minutes
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8.0 COMMITTEE REPORTS
8.1 Receipt of the Minutes of the Gatton Revitalisation Project Committee Meeting - 14 December 2018
Date: 21 December 2018 Author: Sara Rozynski, Personal Assistant to the Executive Manager Infrastructure Works and Services Responsible Officer: Angelo Casagrande, Executive Manager Infrastructure Works & Services
Officer's Recommendation:
THAT the unconfirmed Minutes of the Gatton Revitalisation Project Committee Meeting held on 14 December 2018, as attached, be received and noted.
RESOLUTION THAT the unconfirmed Minutes of the Gatton Revitalisation Project Committee Meeting held on 14 December 2018, as attached to these Minutes, be received and noted.
Moved By: Cr Holstein Seconded By: Cr Hagan Resolution Number: 16-20/1202
CARRIED 7/0
Page 10 Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 11
Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 12
Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 13
Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 14
Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 15
Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 16
Receipt of the Minutes of the Gatton Revitalisation Project Attachment 1 Committee Meeting - 14 December 2018 Meeting Minutes 14 December 2018
Attachment 1 8.1 Page 17
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
8.2 Receipt of the Minutes of the Lockyer Valley Traffic Safety Committee Meeting - 14 December 2018
Date: 21 December 2018 Author: Sara Rozynski, Personal Assistant to the Executive Manager Infrastructure Works and Services Responsible Officer: Angelo Casagrande, Executive Manager Infrastructure Works & Services
Officer's Recommendation:
THAT the unconfirmed Minutes of the Lockyer Valley Traffic Safety Committee Meeting held on 14 December 2018, as attached, be received and noted.
RESOLUTION THAT the unconfirmed Minutes of the Lockyer Valley Traffic Safety Committee Meeting held on 14 December 2018, as attached to these Minutes, be received and noted.
Moved By: Cr Holstein Seconded By: Cr Cook Resolution Number: 16-20/1203
CARRIED 7/0
Page 18 Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 19
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 20
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 21
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 22
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 23
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 24
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 25
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 26
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 27
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 28
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 29
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 30
Receipt of the Minutes of the Lockyer Valley Traffic Safety Attachment 1 Committee Meeting - 14 December 2018 Minutes
Attachment 1 8.2 Page 31
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
9.0 DEPUTATIONS/PRESENTATIONS
No Deputations/Presentations
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10.0 EXECUTIVE OFFICE REPORTS
10.1 Chief Executive Officer's Report - December 2018
Date: 07 January 2019 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to update Council on key issues currently being actioned by Council’s Executive Office and to provide information relevant to Councillors and the organisation.
Officer’s Recommendation:
THAT Council receive and note the Chief Executive Officer’s Monthly Report for December 2018.
RESOLUTION THAT Council receive and note the Chief Executive Officer’s Monthly Report for December 2018.
Moved By: Cr Cook Seconded By: Cr Hagan Resolution Number: 16-20/1204
CARRIED 7/0
Report
1. Introduction
This report is presented to ensure Council is well informed on the business being undertaken by the Executive Office of Council.
2. Background
This report covers actions and information relevant to Councillors and the Executive Office, and includes the key areas of Governance and Strategy, Marketing, Communication and Engagement, and Regional Development. Legal and Property Services are subject to separate reports to Council.
3. Report
Governance and Strategy
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Integrity Functions
Complaints The following table provides details of the complaints currently under consideration:
Currently Received during Completed in the Type of No. received year to date under the month month complaint investigation 2018-19 2017-18 2018-19 2018-19 Staff 2 1 1 0 0 Administrative 5 5 2 1 2 Action Privacy 0 1 0 0 0 TOTAL 7 7 3 1 2
Audit and Risk Management
Internal Audit The 2018-19 Internal Audit Plan has been reviewed. The revised Plan is included in a separate report to Council for adoption.
The internal audit into Council’s infrastructure charges process has been completed and the draft report was presented to the Audit and Risk Management Committee Meeting on 5 December 2018 for endorsement. The final report is included separately in this Council meeting agenda for adoption.
The draft report for the tender and contract evaluation internal audit was recently completed and has been circulated to relevant officers to review.
Risk Management The first draft of the corporate risk register has been developed through a series of risk focus sessions and was presented to the Audit and Risk Management Committee December meeting.
Insurance Management The following table provides details of the insurance claims currently under consideration:
Claim Type Received during Current/ongoing Finalised during month month Public Liability – 0 3 0 personal injury (above excess) Public Liability – 0 1 0 property damage (above excess) Professional Liability 0 4 0 (above excess) Professional indemnity 0 1 0 (below excess) Council Motor 1 1 1
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Claim Type Received during Current/ongoing Finalised during month month Vehicle (above excess) Property 0 0 1 Third party property 2 2 2 TOTAL 3 12 4
Legislative Framework
Policies/Procedures and Guidelines In light of the recommendations of the Crime and Corruption Commission (CCC) report and the passing of the amendments to the Local Government Act 2009 in 2018 the following policy, procedure and guideline documents are under review: • Entertainment and Hospitality Policy • Expenses Reimbursement and Provision of Facilities Policy and Guideline • Acceptable Requests Guideline.
Local Laws The public consultation process regarding the Animal Management Subordinate Local Law No. 2 (2011) in relation to the establishment of a dog off-leash area at Lake Apex, Gatton closes on 16 January 2019. Public submission received will be considered and presented to Council in February 2019.
Strategic Planning
Executive Leadership Team (ELT) A workshop will be held with the ELT on 30 January 2019 to review the year ahead and set priorities in the context of the following: • Legislative, regulatory and evolving management frameworks • Council’s recent challenges and legacy issues • Assessment of current organisational capability and capacity • Identification of key regional issues likely to impact Council • Ensuring future organisational responsiveness – being agile, economic, smart and practical • Integration of strategy and service delivery • Implications for structure and resourcing • The role of the Executive team in the organisations future
The output from the workshop will be a “where to from here action plan”, which will be discussed with Council.
Marketing, Communications and Engagement (MCE)
Queensland Transport Museum (QTM)
Item 2018 2017 Museum ticket sales $1,329 $957 Merchandise sales $2,607 $2,409
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Adults 114 93 Concession tickets 69 39 Children under 15 24 10 Child under 6 (free entry) 19 11 Adults free entry 72 42 Children 6 – 15 free entry 19 55
A number of vehicles have reached the end of their contractual agreement and will be replaced by new displays in the near future.
A video has been prepared highlighting the QTM and the Lockyer Valley Cultural Centre as the perfect facility for conferences and vehicle launches. The video highlights not only the QTM but also the Staging Post café, conference facilities, Lake Apex Parklands, Lockyer Valley Art Gallery and accommodation including Rooms Motel.
Events Planning is being finalised for Australia Day Award celebrations at the Gatton Shire Hall including the announcement of the Citizen and Young Citizen of the Year.
As part of preparing the Lockyer Valley Regional Council Events Strategy, the second consultation phase has been carried out including the compilation and collation of survey information from people unable to attend the initial consultation meetings. An extension of time has also been approved by the funding body with a draft report expected to go to Council in February.
Communications With the commencement of a replacement Media Officer, work will begin on the development of an overarching social media policy that will not only enhance the effectiveness of engagement opportunities, but which can be applied to all areas of the organisation with the streamlining of channels.
Regional Development
Lockyer Valley and Somerset Water Collaborative (LVSWC) The Lockyer Valley & Somerset Water Collaborative continues to work closely with all stakeholders to advance discussions with regard to securing additional water supply for the Valleys. Jacobs, appointed by the Department of Natural Resources Mines and Energy as consultants, have commenced the strategic component of the Water for Lockyer Project. This work is a critical gateway to proceeding onto the MIPPS funding to deliver a full business case and detailed design. The strategic report is due for completion by June 2019. A demand assessment will be required as part of this work.
The December Water Collaborative meeting received an update from the Chair on the Lockyer Project Working Group meeting and advised that progress of that work is on track. The Chair continues to advocate with key agencies and Federal and State members on the project. The CEO of Seqwater is to attend the next meeting of the Collaborative.
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Gatton West Industrial Zone Council has continued to work with the relevant State agencies to progress the proposal. Further correspondence has been sent to the Department of Transport and Main Roads to negotiate on potential access arrangements through the existing truck stop along with tenure arrangements. The proponent has advised that further work on the proposal will be undertaken in the New Year to enable appropriate applications to be made for exemptions for the sale of the subject land.
Grantham Farm Workers Lodge Stage 1 of the development is nearing completion. Demand is good with consistently high occupancy rates. The developer has advised he is planning to continue onto to stage 2 as the demand continues to grow.
Council of Mayors South East Queensland (COMSEQ) The Lord Mayor of Brisbane City Council and Chair of COMSEQ, and the Chief Executive Officer will visit Council in January. The purpose of the visit is to update Councillors on the year ahead for COMSEQ as well as progress with the Feasibility work and the People Mass Movement Study.
Advocacy A Meeting chaired by the Mayor was held on 6 December to discuss the water regulatory reform. This was attended by all Councillors, officers, the State Member Jim McDonald and representatives of water users in the Lockyer Valley. The Federal Member Scott Buchholz was an apology. This was a useful meeting to ensure attendees were aware of the reform and our shared concerns about the impacts on water users in the Lockyer Valley.
A call for motions has been received for the National General Assembly of the Australian Local Government Association. This will be held in June 2019 with motions to be submitted by 29 March 2019.
The Mayor attended the Local Government Association of Queensland (LGAQ) Policy Executive Meeting held on 14 December 2018.
Australian Rail Track Corporation (ARTC) and Inland Rail Hydraulic modelling workshops were held in Forest Hill and Gatton to assist in calibrating the ARTC model. These were organised by ARTC and attended by officers and members of the public.
ARTC operated a dedicated customer service centre from Councils Gatton Administration building for 2 days a week during December. This will continue until the Corporation opens its permanent office in Gatton.
During December a public meeting was held by ARTC at the Lockyer Valley Cultural Centre. This was ostensibly to discuss the Public Private Partnership (PPP) arrangements for the section from Gowrie to Kagaru. This event was attended by more than 150 people.
Social Media Insight - Tourism The Visit Lockyer Valley Facebook monthly insight (from 1 December 2018 to 1 Jan 2019) received 1,810 page likes. Reach for the month (people who saw posts) was 5,144, (21,058 previous month), post engagement (likes, comments, shares) totalled 1,184, (3,513), and video views totalled 154, (446). The strongest performing posts for the month included
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Spring Bluff Christmas Carols, German Bakehouse, School holiday accommodation - Stockton Rise, Branell Homestead, ItInntents (a premium tent service).
Brisbane Marketing The Manager Regional Development, Tourism and Marketing Coordinator and the Project Officer attended the final Tourism and Convention Member Networking Event for 2018, marking the 40th anniversary as Brisbane’s dedicated leisure and business events body.
Lockyer Valley Function and Events Centre (LVFC) The Regional Development Project Officer met with the LIDO Key Account Manager in Brisbane. (“Established in 1987 the LIDO Group is a majority Australian-owned and operated company specialising in design, deployment and operation of complex fully-managed accommodation programs for government and corporate entities”).
Since that meeting LIDO have distributed LVFC Conference collateral to key travel bookers in each State Government Department. The goal is to grow Queensland Government meetings and residential conferences in the South West region. LIDO currently works in partnership with Corporate Travel Management, (CTM), as the mandated travel service providers for the Queensland Government. In conjunction with accommodation services, CTM and LIDO also coordinate meetings and conferences for the State Government.
Social media activity for the LVFC included promotional posts for new menus, formal season announcements and Christmas trading. The posts averaged a reach of 1,000 organically, with some up to 1,700. Campaigns were also run for gift vouchers, 2019 conference packages, social functions and weddings.
An upgrade of H&L point of sale software was installed and implemented. This will improve efficiencies and reporting capabilities to enable improved financial analysis.
Staging Post Café and Visitor Information Centre ran smoothly with amended trading hours over the Christmas/New Year period and resumed full service on Wednesday the 2nd of January. The café saw steady trade over the weekend periods, assisted by 174 visitors to the Information Centre.
Single Point of Entry – Business Support This section normally includes a table highlighting areas of enquiry from prospective developers and business operators that have been dealt with by the Regional Development team during the past month. The table will be updated and provided in the February 2019 monthly report.
Attachments
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10.2 Councillor Portfolio Report - December 2018
Date: 03 January 2019 Author: Kayla Gill, Executive Support Officer - CEO & Councillors Responsible Officer: Ian Church, Chief Executive Officer
Summary:
This report informs Council of the key portfolio focus areas identified during these meetings.
THAT Council receive and note the Councillor Portfolio Update report for December 2018.
RESOLUTION THAT Council receive and note the Councillor Portfolio Update report for December 2018. Moved By: Cr Holstein Seconded By: Cr Cook Resolution Number: 16-20/1205
CARRIED 7/0
Report
1. Introduction
This report is to provide an update from Portfolio Councillors.
2. Background
Council determined the portfolio responsibility areas in order for Councillors to focus on their particular areas.
3. Report
Portfolio:
Mayor Cr Milligan: Communication; Promotion and Advocacy; Intergovernmental and Media Relations; Economic Development; Agribusiness; Tourism and Events; Community; Engagement and Disaster Management.
• Attended community member’s 70th birthday • Attended Faith Lutheran College Presentation Night • Attended Crime Stoppers meeting • Attended Plainland Network evening
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• Attended ladies business dinner • Attended Councillor workshop • Attended disaster management season brief • Meeting with Transport Main Roads • Meeting with Chief Executive Officer • Agenda briefing • Attended Citizens Auxiliary Christmas function • Meeting with Disaster Coordinator • Meeting with Manager Information Service to sort Lockyer Valley Regional Council site access • Portfolio meeting • Water discussion with stakeholders • Attended Gatton Christmas Carnival • Attended official opening of Cranley to Athol Section of Toowoomba Second Range Crossing • Attended 139 Australian Army Cadet Unit Lockyer Valley, Dining in Night • Attended and opened Minden Christmas Carols • Attended Planning Workshop • Media with Federal Member regarding Roads to Recovery - Tarantal Rd • Teleconference regarding Queensland Urban Utilities • Meeting with Australian Rail Track Corporation representatives • Meeting with local business people regarding opportunities in the region • Meeting with multicultural member of the community • Meeting with Information Services regarding device’s and access • Attended Equine Precinct Workshop • Media with Australian Broadcasting Corporation Radio regarding Equine Precinct • Debrief with Ministers regarding Mayoral Christmas Carols • Meeting with Deputy Mayor, Officer and local business regarding bio waste • Attended Porters Christmas celebration • Meeting to discuss potential visit of Director General • Chair Ordinary Meeting • Attended Australian Rail Track Corporation Public Private Partnership Community roadshow • Meeting with Disaster Coordinator • Meeting with Executive Manager Infrastructure Works and Services • Australian Rail Track Corporation technical working group meeting • Attended Christmas function of Local Government Association Queensland Policy Executive • Attended Local Government Association Queensland Policy Executive meeting in Brisbane • Attended Laidley Returned Services League Sub Branch Christmas function • Attended the “Our ART is our Story” - Exhibition Opening • Attended the State Emergency Services Christmas function and awards presentation • Attended community funeral in Gatton • Attended community funeral in Laidley • Met with art ladies at Lockyer Valley Cultural Centre • Meeting with Executive Manager regarding staff matter • Met with Chief Executive Officer • Media for Christmas message
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• Attended as an observer, Lake Apex Advisory Committee meeting • Meeting with local person regarding Alumni • Meeting with Somerset Council Mayor • Attended Lockyer Valley and Somerset Water Collaborative meeting • Meeting with Information Services Manager
Deputy Mayor Cr Cook: Recreation/Amenity Facilities: Sport and Recreation, Community Facilities, Health and Waste Management, Animal Management.
• Represented the Mayor at the Lockyer Darts Association end of year break up. • Attended the Lockyer Valley Regional Council staff Christmas party. • Represented the Mayor at the Museums Galleries of Queensland event in Ipswich. • Attended the Audit and Risk agenda briefing meeting. • Attended the Councillor workshop. • Attended the meeting to discuss options for drought funding. • Attended Lockyer Valley Regional Council Audit and Risk Management Committee meeting. • Attended the Audit and Risk Induction overview. • Attended the Plainland Network Meeting • Attended the South East Queensland Local Government Sport and Recreation forum at Laidley. • Met with Lockyer Indoor Equestrian Centre Committee. • Attended the meeting regarding water with Growers Group members. • Attended the Waste Working Group Council of Mayors South East Queensland meeting in Brisbane. • Attended the Gatton Christmas carnival. • Attended the special planning workshop. • Attended the Equine Precinct workshop at the cultural centre. • Met with Mulgowie residents regarding bio waste. • Attended the Ordinary Council meeting. • Attended the Inland Rail Public Private Partnership and Committee Roadshow. • Attended the Lockyer /Brisbane Valley Branch Leukaemia Foundation Christmas celebration. • Attended the Healthy Land and Water Report Card Community Forum. • Attended the Gatton Revitalisation Committee meeting. • Attended the Forest Hill Christmas Festivities Carnival. • Met with CPR Group regarding the Masterplan of the Showgrounds
Cr Wilson: Business Systems and Processes; Corporate Plans and Performance; Finance; Information, Communication and Technology (ICT).
• 4/12 - Portfolio Briefing Corporate Planning • 4/12 - Audit & Risk Committee Briefing • 4/12 - Council Workshop • 4/12 - Drought Funding Discussion • 5/12 - Audit & Risk Committee Meeting • 6/12 - Onsite meeting with resident • 6/12 - Water meeting with relevant stakeholders
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• 10/12 - Planning Scheme Workshop • 11/12 - Equine Precinct Workshop • 12/12 - Council Meeting • 13/12 - Healthy Land and Water Forum
*Unavailable for various meetings/events in December due to family health issues.
Cr Holstein: Roads and Drainage, Parks and Gardens, Transport and Active Transport, Asset Management and Disaster Management.
• Attended Mulgowie Christmas Markets • Attended Tabletop Christmas event • Attended Crime Stoppers meeting • Attended Council workshop • Attended Lockyer Ladies dinner • Attended and spoke at Hatton Vale School end of year awards Prep 3 • Attended NCC Early Learners Childcare end of year concert • Attended and spoke at the Hatton Vale School end of year awards 4-6 and handed out certificates • Attended Regional Development Australia Ipswich & West Moreton committee meeting • Attended Gatton Christmas Carnival and worked on Crime Stoppers stand • Attended Toowoomba Second Range Crossing official opening (Cranley to Athol section) • Attended Toowoomba Second Range Crossing evening celebration in Toowoomba • Attended Planning Scheme flood overlay workshop • Attended to banking for Crime Stoppers • Attended Withcott-Helidon Lions Club meeting • Attended Equine Precinct workshop • Attended Porters Hotel Christmas function • Attended meeting with Mayor, CEO & Executive Manager of Infrastructure, Works and Services regarding Director General’s visit • Attended Portfolio meeting with & Executive Manager of Infrastructure, Works and Services • Attended Council Ordinary meeting • Attended Daimler Truck opening • Attended Inland Rail Community Roadshow • Attended Spring Bluff committee meeting • Attended Lockyer/Brisbane Valley Leukaemia Foundation lunch at Plainland Hotel • Attended Healthy Land and Water Report Card Community forum in Laidley • Attended Withcott Fire Brigade meeting • Attended Lockyer Valley Traffic Safety meeting • Attended Gatton Revitalisation meeting • Attended Forest Hill Festivities • Attended Creekers Art Show opening at Art Gallery • Attended Withcott Community Christmas Carols • Attended resident funeral in Gatton • Attended Withcott Hotel’s toilet block opening event • Attended onsite meeting with residents at Flagstone Creek with & Executive Manager of Infrastructure, Works and Services
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• Attended onsite meeting at Ma Ma Creek Community Hall with & Executive Manager of Infrastructure, Works and Services • Attended onsite meeting at Hatton Vale road reserve with & Executive Manager of Infrastructure, Works and Services • Attended Lake Apex Community Advisory Committee meeting • Attended onsite meeting with residents and & Executive Manager of Infrastructure, Works and Services at Mountain Road regarding water runoff • Attended Darling Downs Moreton Rabbit Board staff Christmas lunch in Warwick • Attended Depot staff Christmas breakup • Updated Facebook pages for Spring Bluff Railway Station, Darling Downs Moreton Rabbit Board and Lockyer Valley Tourism Association
Cr McLean: Planning and Building Services, Planning Scheme, Townships and Villages, Cultural Heritage and Streetscape, Regional Planning.
• Attended the University Queensland Past Students Association Reunion Dinner on behalf of the Mayor • Attended Councillor Workshop • Attended Drought Funding Discussion • Attended Special Planning Workshop • Attended Plainland Networking Meeting • Attended Hatton Vale State School Awards • Attended water meeting • Attended Gatton Christmas Carnival • Attended Planning Workshop • Attended Equine Precinct workshop • Attended Ordinary Council meeting • Attended Gatton Revitalisation Project Committee meeting • Attended Forest Hill Festivities • Attended community funeral in Laidley • Planning Portfolio catch up • Attended Planning Scheme Update
Cr Hagan: Community Development: Arts and Culture, Youth and Disability/Multicultural, Public Safety, Customer Service and Community Services.
Youth and Disability / Multicultural
I attended the True Relationships and Reproductive Health’s ‘Happy and Healthy Relationships’ event at the Lockyer Valley Cultural Centre. This event is to celebrate ‘International Day of People with Disability’. • The aim of the event is to aid parents and carers to work together with people with intellectual or cognitive disability to learn more about healthy romantic or sexual relationships.
I attended the Hatton Vale State School ‘Junior Awards Ceremony at Hatton Vale State School.
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I attended a presentation from Brisbane Catholic Education on the proposed Plainland High School. • The School is planning to start construction in 2020 and open in 2021 with 75 grade seven students. • The proposed development has made provision for a possible Church and primary school in the future. • The school aims to have an ‘Eco-Spirituality’ ethos that is expected to permeate throughout the curriculum including eco-sciences and agriculture elective subjects to fit within the aims set out in the South East Queensland Regional Plan. • The School is forming partnerships with Queensland Agricultural Training Colleges, Griffith University and University of Queensland
I attended the Year 4 to Year 6 School Awards Ceremony at Hatton Vale State School.
I presented awards at Our Lady of Good Counsel’s Student Academic and Encouragement Awards Ceremony.
Arts and Culture
I attended the ‘Our ART is our STORY’ exhibition opening at the Lockyer Valley Art Gallery.
Organisations and Committees Representation:
• Visit Mulgowie Christmas Markets • Attended the Lockyer Valley Regional Council Staff Christmas Party • Visit resident’s property at Upper Flagstone to discuss form 19 concerns and issues raised • Visit resident’s property at Mt Sylvia to discuss road maintenance issues • Attended the Cahill Park Cluster Club meeting • Attended the Australian Rail Track Corporation Community flood modelling update meeting at Forest Hill • Attended the Forest Hill Community Hall and Christmas Festivities meeting – Forest Hill • Attended the Drought funding update at Lockyer Valley Regional Council • Meeting with Senior Engineer Water & Projects to discuss Residents concerns around Upper Flagstone building issues. • I attended the Audit and Risk Management Committee Luncheon and Meeting • Attended with the Mayor, Councillors, CEO, Council Officers and members of the Lockyer Valley Water Users Forum and the Lockyer Valley Growers Group to discuss the Draft Water Entitlements released by the Department Natural Resources Mines and Energy • Attended the Gatton Christmas Carnival – North Street Gatton • Attended the Stockyard Creek Community Christmas BBQ at Stockyard Creek Hall - • Stockyard Creek Hall Committee used Councils drought relief funding to celebrate their community Christmas BBQ this year. The committee used the funds to engage the Gatton Scouts to cater for this event. A very well attended night with almost 200 of the community attending, who all had great appreciation of the way the Scouts presented • Visited the Ma Ma Creek Markets at Ma Ma Creek Hall
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• Attended the Special Planning Scheme workshop – Flood overlay & flood overlay code • Attended the Equine Precinct workshop • Attended Councillor and Executive Leadership Team’s Christmas breakup • Attended Daimler Trucks & John Holland Tractors opening – Tenthill Creek Road • I attended the Australian Rail Track Corporation Private-Public-Partnership community information evening at the Lockyer Valley Cultural Centre • Attended the Gatton Revitalisation Project Committee meeting at Council Chambers • Sold ‘Ham Wheel’ tickets at the Forest Hill Christmas Festivities • Visited the Murphy’s Creek Markets - • Murphy’s Creek Community used Councils drought relief funds to provide entertainment for family activities at their Christmas markets • Attended Council meetings, workshops and tours.
Cr Vela: Environment: Environmental Management, Weed/Pest Management, Waterways, And Natural Resource Management.
• 1/12 – Went to the Mulgowie Christmas Markets • 1/12 – Attended Lockyer Valley Regional Council Staff Christmas Party • 4/12 – Councillor Workshop • 4/12 - Attended the Drought Funding update at Lockyer Valley Regional Council • 5/12 – Attended the Lockyer Valley Regional Council Audit and Risk Management meeting, luncheon and induction overview • 5/12 – Attended Plainland Networking Meeting • 6/12 – Attended Draft Water Entitlement Notice meeting with Mayor, Councillors, CEO and members of the Water Collaborative Board • 7/12 – Attended the Gatton Christmas Carnival • 10/12 – Attended the Special Planning Workshop (Flood Overlay & Flood Overlay Code) • 11/12 – Attended the Equine Precinct Workshop • 11/12 – Portfolio Meeting • 11/12 – Attended the Business Resilience meeting • 12/12 – Attended Ordinary Meeting • 12/12 - Attended the Inland Rail Community Roadshow • 13/12 – Attended the LVCC monthly meeting • 13/12 – Attended the Healthy Land and Water Report Card community forum • 14/12 – Attended the Gatton Revitalisation Project Committee meeting • 14/12 – Attended the Forest Hill Christmas Carnival • 15/12 – Attended the “Our ART is our Story” - Exhibition Opening • 18/12 – Attended local business owners funeral • 18/12 – Attended the Lake Apex Community Advisory Committee Meeting
Attachments There are no attachments for this report.
Page 45 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
10.3 Councillor Conference Attendance 2019
Date: 03 December 2018 Author: Vickie Wieland, EA to Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
A number of conferences have been programmed for the 2019 calendar year and this report seeks endorsement for Councillor attendance at some of those conferences.
Officer’s Recommendation: THAT Council approve the following conference attendance during the 2019 calendar year:
1. Local Government Association of Queensland (LGAQ) Disaster Management Conference - Mayor and Cr Holstein 2. Australian & New Zealand Disaster and Emergency Management Conference – Mayor and Cr 3. LGAQ Finance Summit – Mayor and Cr Wilson 4. LGAQ Civic Leaders Summit – Mayor and Cr Cook 5. LGAQ Bush Councils Convention – Mayor 6. Asia Pacific Cities Summit (2019 APCS) & Mayor’s Forum - Mayor 7. LGAQ Annual Conference – Mayor and Cr ______8. Australian Local Government Association (ALGA) National General Assembly – Mayor 9. ALGA Regional Cooperation & Development Forum – Mayor 10. ALGA National Road & Transport Congress - Cr Holstein 11. Destination Q Forum – Mayor
RESOLUTION THAT Council approve the following conference attendance during the 2019 calendar year:
1. Local Government Association of Queensland (LGAQ) Disaster Management Conference - Mayor and Cr Holstein 2. Australian & New Zealand Disaster and Emergency Management Conference – Mayor 3. LGAQ Finance Summit – Mayor and Cr Wilson 4. LGAQ Civic Leaders Summit – Mayor and Cr Cook 5. LGAQ Bush Councils Convention – Mayor 6. Asia Pacific Cities Summit (2019 APCS) & Mayor’s Forum - Mayor 7. LGAQ Annual Conference – Mayor and Cr Vela 8. Australian Local Government Association (ALGA) National General Assembly – Mayor Page 46 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
9. ALGA Regional Cooperation & Development Forum – Mayor 10. ALGA National Road & Transport Congress - Cr Holstein 11. Destination Q Forum – Mayor
Moved By: Cr McLean Seconded By: Cr Hagan Resolution Number: 16-20/1206
CARRIED 7/0
Report
1. Introduction
Lockyer Valley Regional Council has been notified of a number of conferences that are programmed for 2019. The purpose of this report is to notify Council of the conferences and to seek endorsement for Councillor attendance where appropriate. The report and recommendation is limited to Councillor attendance at conferences as staff will attend as required with funding taken from the annual training budget.
2. Background
Details of a range of conferences, forums, and summits are provided and marketed to Council during the year. These can range from local forums through to State and National events.
3. Report
The following table lists conferences to be held during 2019 of which some details are currently available. The purpose of this report is to seek direction on whether Council wishes to be represented at the listed conferences and by which Councillors. Where there is a blank in the “Proposed Attendance” column a representative can be nominated.
Obviously other conferences will arise during the year and these will be presented to Council at the time, in order to seek a resolution supporting Councillor attendance.
Conference Date Location Proposed Attendance
LGAQ Finance 26-27 February Gladstone Mayor Governance Summit Cr Wilson LGAQ Disaster 3-4 April Bundaberg Mayor Management Conference Cr Holstein Australian & New 12-13 June Gold Coast Mayor Zealand Disaster and Cr Emergency Management Conference ALGA National General 16-19 June Canberra Mayor Assembly ALGA Regional 16 June Canberra Mayor Cooperation &
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Conference Date Location Proposed Attendance
Development Forum Asia Pacific Cities 7-10 July Brisbane Mayor Summit (2019APCS) & Mayor’s Forum LGAQ Bush Councils 6-8 August Roma Mayor Convention LGAQ Annual 14-16 October Cairns Mayor Conference Cr LGAQ Civic Leaders TBC TBC Mayor Summit Cr Cook ALGA National Road & TBC TBC Cr Holstein Transport Conference Destination Q Forum TBC TBC Mayor
4. Policy and Legal Implications
There are no legal or policy matters that arise from this report. A report on all conference attendance will be required to be produced for consideration at Council Meetings.
5. Financial and Resource Implications
The budget allocation exists to fund any required attendance by Councillors and Staff at relevant Conferences.
6. Delegations/Authorisations Council has allocated funds to attend necessary conferences and the authority rests with Council to nominate an attendee and for the Chief Executive Officer to nominate a staff member if required to attend.
7. Communication and Engagement A formal response advising of Council’s attendance is required, and the outcomes or learnings from the conference must be reported back to Council.
8. Conclusion
That Council should be represented at the conferences noted as the opportunities will provide Councillors with significant and important information as well as important networking opportunities.
9. Action/s
The registrations and confirmation of attendances be finalised as required to meet the specific Conference deadlines.
Attachments
Page 48 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
10.4 Internal Audit Plan 2018-19 Progress Report
Date: 03 January 2019 Author: Madonna Brennan, Governance and Strategy Advisor Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to seek Council’s adoption of the revised Internal Audit Plan for 2018-19 and the final report for the internal audit conducted on Council’s infrastructure charges process by Council’s Internal Auditor BDO Pty Ltd.
Officer’s Recommendation:
THAT Council adopt the revised 2018-19 Internal Audit Plan prepared by Council’s Internal Auditor BDO Pty Ltd on behalf of Council as attached to this report; And further; THAT Council adopt the report on the Internal Audit conducted on Council’s Infrastructure Charges Process as attached to this report.
RESOLUTION THAT Council adopt the revised 2018-19 Internal Audit Plan prepared by Council’s Internal Auditor BDO Pty Ltd, on behalf of Council, as attached to these Minutes; And further; THAT Council adopt the report on the Internal Audit conducted on Council’s Infrastructure Charges Process, as attached to these Minutes.
Moved By: Cr Hagan Seconded By: Cr Wilson Resolution Number: 16-20/1207
CARRIED 7/0
Report
1. Introduction
Council has a statutory requirement to prepare and adopt an internal plan and to carry out an internal audit each financial year.
2. Background
The Internal Audit Plan for 2018-19 (Plan) was adopted by Council on 24 April 2018.
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The Plan was developed by BDO Pty Ltd in consultation with the Audit and Risk Management Committee and Council’s Executive Leadership Team with the following deliverables determined (in order of preference) along with approximate timeframe to complete:
• Infrastructure charges process 12 days • Tender and contract evaluation process 8 days • Compliance management framework 12 days • Risk management identification sessions (two business units) 4 days • Internal audit planning and management 3 days
The Plan was reviewed on the completion of the internal audit of Council’s infrastructure charges process and during the scoping of the internal audit of Council’s tender and contract evaluation process. It was identified that amendment would be required to the Plan to ensure it remain with the allocated budget.
As part of the development of the 2018-19 Internal Audit Plan it was determined that internal audit on Council’s infrastructure charges process to be the initial internal audit conducted from the Plan.
3. Report Internal Audit Plan The delivery of the 2018-19 Internal Audit Plan commenced at the start of the current financial year, and progress against the Plan to date is as follows:
• Internal audit infrastructure charges process; completed and awaiting approval • Risk management session (two business units); completed • Internal audit tender and contract evaluation; in progress, draft report developed
A scoping session for each deliverable of the Plan is conducted between the organisations key stakeholders and BDO Pty Ltd at the commencement of either the internal audit or risk management session. This process is followed to ensure understanding and participation is effective and the optimum outcome from the audit can be achieved. From each of these sessions a scoping paper is developed by BDO Pty Ltd for agreement by the key stakeholders.
From these scoping sessions it was identified that additional work was required for both the internal audit into the infrastructure charges process and the tender and contract evaluation. The revised days were as follows:
• Infrastructure charges process; increase from 12 to 15 days • Tender and contract evaluation; increase from 8 to 12 days
It was also identified during the risk identification focus workshops along with the development of the draft corporate risk register that additional workshops were required in the areas of Finance and Work Health and Safety. The days required to complete these sessions has increased from 4 to 8.
To accommodate these changes within the allocated budget for internal audit for 2018-19 it is proposed to defer the compliance management framework internal audit until 2019-20. A revised 2018-19 Internal Audit Plan was developed and endorsed by the Audit and Risk
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Management Committee at its meeting on 5 December 2018 to support this change. The revised 2018-19 Internal Audit Plan is presented to Council for adoption.
Infrastructure Charges Audit The internal audit into Council’s infrastructure charges evaluated the processes, systems and structures for the identification and management of developer contributions, infrastructure charges and revenue collection process with a key focus on:
• Review of policy and procedural documentation • Walkthrough and high-level process mapping of the process for development applications, developer contributions (offsets/contributed assets) and infrastructure charges • Identification of key risks and associated controls in managing of development applications, recording and collection of developer contributions and infrastructure charges • Limited sample testing to verify the effective operation of key controls that provide assurance over the relevant processes.
The final report has been reviewed and the recommendations accepted by the key stakeholders and the Audit and Risk Management Committee.
A summary of the key matters raised in the report is provided below:
Matter noted Recommendation Completeness 1. Consider implementing a regular meeting between relevant sections of and accuracy of council for the purpose of communicating and collaborating upon new charges and progressing development applications. 2. Develop and implement a process for noting remaining credits on a lot and plan. 3. Ensure that the fees and charges schedule, automated fees in P&R and associated calculation sheets are updated concurrently with the amalgamated Planning Scheme. 4. Send an information package to current and future private assessors (and third party developers) that informs them on the infrastructure charge processes and their role in notifying applicants of obligations prior to commencing the project. Completeness 5. Investigate and consider the Records or Building and Plumbing and accuracy of functions ability to identify lot and plans with outstanding infrastructure revenue charges when receiving or recording completion / compliance collection and certificates. receipting 6. Define and document the end-to-end process for monitoring and following-up applications with infrastructure charges that have potentially reached change completion. 7. As above, send an information package to current and future private assessors (and third party developers) that informs them on the infrastructure charge processes and their role in notifying applicants of obligations prior to commencing the project. 8. Consider including change completion / commencement of use notification as a standard condition within the Decision Notice.
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Matter noted Recommendation 9. Consider outlining possible remedy processes available to Council within Decision Notices and / or Infrastructure Charge Notices. 10. Review the terminology used within Decision Notices and Infrastructure Charge Notices to ensure consistency in relation to when an Infrastructure Charge becomes payable. Management of 11. Investigate P&R’s ability to have automated alerts for statutory development deadlines to ensure timely completion of tasks. applications 12. Continue to compile a list of approved conditions and investigate the ability to add the list of approved conditions to the P&R database for selection at internal referral stage. 13. Review the opportunity to utilise TechnologyOne reporting functionality to enable holistic monitoring of all development applications in place of the current ‘Development Application Tracking’ spreadsheet.
Oversight and 14. Develop and implement processes for the monitoring and treatment of monitoring of high-risk developments. discounted and 15. Ensure that all high-risk developments per the defined criteria are high-risk included on the register. developments 16. Consider prioritising proactive engagement and compliance activities for high-risk developments. 17. Consider defining the process for reviewing and updating the Development Incentive Policy. Specifically, consideration should be given to aligning this to changes to the economic development plan. 18. Document the application of the Development Incentive Policy or discount on the Decision Notice with specific reference to meeting the listed conditions. 19. Consider establishing clear parameters for consideration / absorption of external charges (e.g. Queensland Urban Utilities) when negotiating charge waivers and exemptions). Accuracy of 20. Investigate P&R’s capability to limit completion of future stages of the reporting DA process with outstanding requirements still existing in previous processes steps. 21. Investigate P&R’s capability to provide a report for applications with an approaching lapse date so that Council can act on these applications and follow-up if completed. Once developed, implement processes to review the report quarterly. 22. Develop and implement standardised data entry processes, in particular relating to the development application ‘status’ as recorded in P&R. 23. Give consideration to developing a process for recording developer contributions that have been used as offsets to infrastructure charges.
4. Policy and Legal Implications
The matters outlined in this report comply with the Internal Audit Policy. Any future policy and legal implications will be addressed as matters arise before Council.
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5. Financial and Resource Implications
The review of the 2018-19 Internal Audit Plan has been conducted to ensure that the internal audit function remains within the allocated budget for 2018-19. The internal audit works on the infrastructure charges process has been adjusted as part of the review process to reflect the changes made to scope.
6. Delegations/Authorisations
No further delegations are required to manage the matters raised in the report. The Chief Executive Officer will manage requirements in line with existing delegations.
7. Communication and Engagement
Notification of the revised 2018-19 Internal Audit Plan and the Infrastructure Charges Process Internal Audit Report to be provided to key stakeholders including BDO Pty Ltd and members of the Audit and Risk Management Committee. Any other matters arising from this report that require further communication will be addressed through existing communication channels.
8. Conclusion
That Council adopt the revised 2018-19 Internal Audit Plan as endorsed by the Audit and Risk Management Committee, along with the Internal Audit Report on Council’s Infrastructure Charges Process.
9. Action/s
1. Provide notification to key stakeholders of revised 2018-19 Internal Audit Plan. 2. Revised Internal Audit Plan 2018-19 implemented as programmed by the Audit and Risk Management Committee in conjunction with the Executive Leadership Team. 3. Distribute the Internal Audit Report on Council’s Infrastructure Charges Process to key stakeholders for action. 4. The recommendations made in the Internal Audit Report on Council’s Infrastructure Charges Process are actioned with progress reported against each in Council’s Audit Register.
Attachments 1⇩ Revised 2018-19 Internal Audit Plan 6 Pages 2⇩ Final Report - Infrastructure Charges Review 27 Pages
Page 53 Internal Audit Plan 2018-19 Progress Report Attachment 1 Revised 2018-19 Internal Audit Plan
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ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
10.5 Local Government Grants and Subsidies Program Proposed Projects
Date: 07 January 2019 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to seek approval from Council for the submission of four applications for funding under the Department of Infrastructure, Local Government and Planning’s administered Local Government Grants and Subsidies Program (LGGSP).
Officer’s Recommendation:
THAT Council approve the submission of funding applications under the Local Government Grants and Subsidies Program 2019-21 for:
1) Deterioration Modelling of Pavement and Seal Assets 2) Installation of new LED Street Lighting in Laidley Central Business District 3) Upgrade of Springbrook Park entry road and carpark 4) Upgrade of Laidley Recreation Reserve entry road.
RESOLUTION THAT Council approve the submission of funding applications under the Local Government Grants and Subsidies Program 2019-21 for:
1) Deterioration Modelling of Pavement and Seal Assets 2) Installation of new LED Street Lighting in the Laidley Central Business District 3) Upgrade of Springbrook Park entry road and carpark 4) Upgrade of Laidley Recreation Reserve entry road.
Moved By: Cr Holstein Seconded By: Cr Hagan Resolution Number: 16-20/1208
CARRIED 7/0
Report
1. Introduction The 2019–21 Local Government Grants and Subsidies Program (LGGSP) is a competitive grant program available to all Queensland Local Governments. The 2019–21 LGGSP budget totals almost $58 million, delivered over two financial years.
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The Department of Infrastructure, Local Government and Planning (the Department) is responsible for administering the Local Government Grants and Subsidies Program (LGGSP) which aims to support local governments to meet the needs of their community by providing funding for the delivery of priority infrastructure projects.
The report relates to Lockyer Valley Regional Council Corporate Plan (2017-2022) outcome: 5.1 Undertake robust and accountable financial resource and infrastructure planning and management to ensure affordable and sustainable outcomes for the community.
2. Background
The primary aim of the program is to provide funding assistance to support Local Governments to deliver priority infrastructure and essential services that meet the identified needs of communities.
The objectives of the 2019–21 LGGSP are to support eligible projects that: • align with State, regional and local priorities • contribute to building safe, connected and liveable communities • contribute to economic growth and employment • maintain and extend the functional life of existing and future infrastructure assets through sustainable asset management • build resilience against future natural disasters • encourage collaboration and resource sharing between Local Governments.
Applications are able to be submitted through the Department’s Grants and Subsidies Portal from 14 January 2019 to 8 February 2019.
Assessment of applications will be conducted against the Program Aim and Objectives, including the following Key Assessment Criteria required to be addressed by the applicants: • delivery of essential public infrastructure, e.g. water and sewerage infrastructure • financial soundness and value for money • whole of asset life costs and the ability to manage such responsibilities • community and/or economic need • full time equivalent (FTE) jobs supported by the project • capacity to deliver the project by 30 June 2021.
Under the 2017-19 LGGSP, Council received funding for the Energy Efficiency Strategy at the Gatton Showgrounds.
3. Report
The following are examples of eligible projects under the 2019–21 Local Government Grants and Subsidies Program (LGGSP):
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Essential public infrastructure: Sewerage infrastructure • Sewerage infrastructure from the wastewater treatment plant including the treatment plant and disposal of the treated effluent, e.g. treatment works, distribution of treated wastewater and beneficial wastewater re-use. • Upgrades to components of sewerage infrastructure that will reduce operating costs and/or extend the life of existing infrastructure
Water infrastructure • Untreated water from the source to the treatment plant then to the first distribution reservoir, e.g. new source of supply, enhancement of existing weirs and bores, treatment works, pumpstations, rising mains and delivery main up to the first distribution reservoir. • Upgrades to components of water infrastructure that will reduce operating costs and/or extend the life of existing infrastructure.
Social and cultural infrastructure • Community centres, halls, libraries, heritage sites, museums and cultural centres • Modifications to public facilities
Economic and Tourism infrastructure • Facilities such as camping grounds, heritage or natural attractions; foreshore developments, • Streetscape enhancements • Rest areas and amenities • Technology such as internet kiosks and wireless access • Resurfacing of Council owned and maintained airport runways • Foreshore enhancement
Security and community safety infrastructure • Security cameras • Lighting in public places • Emergency contact systems
Asset Management • Asset condition assessments • Asset geocoding • Fit-for-purpose asset management software • Other improvements to asset management systems
Disaster Resilience and Preparedness • Works that protect existing essential public infrastructure and/or build resilience to future natural disaster events.
It is important to note that Councils have been provided with a long lead time to prepare applications for this grant program with an expectation that projects submitted will be well developed and able to be delivered on scope, time and budget.
The following projects are proposed for consideration and submission under the 2019–21 Local Government Grants and Subsidies Program:
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Project Name Description ~ Total Project Cost Deterioration Undertake life cycle degradation modelling to $60,000 Modelling of understand how the asset networks are performing Pavement and Seal and where to optimise expenditure to ensure value Assets (Asset for money solutions to the Lockyer Valley region in Management) the provision of road assets. Life cycle degradation modelling looks at different levels of expenditure and what effect that has on the future condition of the assets. Installation of new Replacement of existing lights and poles to meet $250,000 (design and LED Street Lighting current standards and to provide improved lighting installation) in Laidley Central for the safety of the community. Similar to the Business District project currently being undertaken in Gatton CBD. (CBD) Upgrade of Upgrade of road (185m) into the facility to allow for 2 $250,000 Springbrook Park lanes of travel including the construction of extra car entry road and parking to which will help to rectify the safety carpark concerns of the mix of pedestrians and vehicles.
Installation of bollards along the road edge. Upgrade of Laidley Upgrade of the road (230m) into the facility to allow $250,000 Recreation for 2 lanes of travel. This will also stop any parking Reserve entry road along the southern side of the road against the bollards around the reserve as it has become a safety issue with the amount of use this facility receives.
As this round of funding is for a two years period it is recommended that all four of the above projects are submitted for funding under the Local Government Grants and Subsidies Program.
4. Policy and Legal Implications
This funding application has been considered in line with Council’s External Funding Policy. Any future policy and legal implications will be addressed as matters arise before Council.
5. Financial and Resource Implications
Approved projects will be allocated a subsidy of up to 60 percent of the Total Eligible Project Costs under this funding program. Council will need to provide a minimum of 40 percent contribution for each successful project which is:
Project Name Subsidy Sought Council contribution Deterioration Modelling of $36,000 $24,000 Pavement and Seal Assets (Asset Management) Installation of new LED Street $150,000 $100,000 Lighting in Laidley CBD
Upgrade to Springbrook Park entry $150,000 $100,000 road and carpark
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Upgrade to Laidley Recreation $150,000 $100,000 Reserve entry road
Council’s contribution for these projects will need to be approved in the 2019-20 or 2020-21 budgets to enable delivery of the projects by 30 June 2021 in accordance with the program guidelines.
6. Delegations/Authorisations
No further delegations are required in relation to the matters raised in this report. The Chief Executive Officer will manage all further requirements in line with existing delegations.
7. Communication and Engagement
The following stakeholders were engaged in determining which projects are proposed to be submitted under the Local Government Grants and Subsidies Program 2019-21: • Councillors • Chief Executive Officer • Executive Manager Corporate & Community Services • Executive Manager Infrastructure Works & Services • Executive Manager Organisational Development & Planning Services • Manager Infrastructure Support Services • Manager Infrastructure Planning and Design • Sports, Recreation & Community Grants Officer.
8. Conclusion
The four projects proposed for funding in this report meet the eligibility criteria of the Local Government Grants and Subsidy Program 2019-21. Council will need to consider the budget allocations required to fund the projects proposed if successful in receiving funding.
9. Action/s
The approved projects are submitted to the Local Government Grants and Subsidies Program for funding consideration by the closing date of 8 February 2019.
Attachments
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10.6 Application for Re-Approval of a Shooting Range on Lot 2 on RP165419 - Toowoomba Pistol Club (Helidon) Inc.
Date: 08 January 2019 Author: Caitlan Natalier, Solicitor & Legal Services Coordinator Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to consider an application by the Toowoomba Pistol Club (Helidon) Inc. for re-approval of the shooting range on Lot 2 on RP165419 and determine whether Council has any objection to the application.
Officer’s Recommendation:
THAT with respect to the proposed application for re-approval of the shooting range operated by the Toowoomba Pistol Club (Helidon) Inc. on Lot 2 RP165419, Council authorise the Chief Executive Officer to provide written notice for the purposes of the application that Council has no objection to the application or the target shooting and weapons training activities being conducted on the range site.
RESOLUTION THAT with respect to the proposed application for re-approval of the shooting range operated by the Toowoomba Pistol Club (Helidon) Inc. on Lot 2 RP165419, Council authorise the Chief Executive Officer to provide written notice for the purposes of the application that Council has no objection to the application or the target shooting and weapons training activities being conducted on the range site.
Moved By: Cr Holstein Seconded By: Cr Hagan Resolution Number: 16-20/1209
CARRIED 7/0
Report
1. Introduction
The purpose of this report is to consider an application by the Toowoomba Pistol Club (Helidon) Inc. for re-approval of the shooting range on Lot 2 on RP165419 and determine whether Council has any objection to the application.
2. Background
Since 1990, the Toowoomba Pistol Club (Helidon) Inc. (Club) has operated a shooting range at 230 Andersons Road, Helidon described as Lot 2 on RP165419.
An Aerial Map showing the location of the shooting range site is Attachment 1 to this Report.
Under the Weapons Act 1990 (Act) the Club must obtain approval every 5 years for the operation of the shooting range. The current approval expires on 10 February 2019.
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3. Report
The Club has now prepared an application for re-approval of the shooting range as required under Part 4, Division 5 of the Act.
In support of the application, the Club is required to submit a written non-objection from Council as the relevant local authority for the Club to conduct the activities at the range site.
Item 10 of the of application indicates that approval is being sought for the use of Category A, B, C and H weapons on the shooting range for the sport of target shooting or conducting a training course approved by the Commissioner of Police under the Act. A description of each category of weapons is included at Item 10.
The range also currently supports weapons licence training in Category A, B and H weapons, Correctional Services Training for SERCO and Security Guard Training for SDS Training and Security.
As the application is for re-approval to continue the current activities on the range for the next 5 years, the recommendation made in this report is to offer no objection to the application or the activities being conducted to enable the application for re-approval to be made.
4. Policy and Legal Implications
Section 101 of the Weapons Act 1990 provides that a range approval may be granted if:
(a) the range will be used for – (i) conducting an approved training course; or (ii) the sport of target shooting; and
(b) the location, construction and equipment of the range is appropriate having regard to the need to protect persons from death or injury and property from unlawful destruction or damage; and
(c) the application complies with section 99.
For the application to comply with section 99 of the Act, Item 11 of the approved application form requires written non-objection from Council to be provided in support of the application.
5. Financial and Resource Implications
No financial or resource implications for Council are anticipated.
6. Delegations/Authorisations
The recommendation authorises the Chief Executive Officer to provide written notice of Council’s resolution to the Club as required.
7. Communication and Engagement
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The Chief Executive Officer, through the Legal Services and Property team, will be responsible for advising the Club of Council’s resolution.
8. Conclusion
If the recommendation in this report is accepted, the Club will be in a position to lodge the application with the Queensland Police Service and, subject to approval, continue their activities on the shooting range without disruption.
9. Action/s
1. Notify the Club in writing of Council’s resolution.
Attachments 1⇩ Attachment 1 - Aerial Map 1 Page
Page 94 Application for Re-Approval of a Shooting Range on Lot 2 Attachment 1 on RP165419 - Toowoomba Pistol Club (Helidon) Inc. Attachment 1 - Aerial Map
Attachment 1 10.6 Page 95
10.7 Proposed Disposal of Lot 10 on SP181872 - 25 Harm Drive, Glenore Grove
Date: 08 January 2019 Author: Caitlan Natalier, Solicitor & Legal Services Coordinator Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to obtain a resolution to commence the process for the disposal, by sale, of land situated at 25 Harm Drive, Glenore Grove described as Lot 10 on SP 181872.
Officer’s Recommendation:
THAT Council authorise the Chief Executive Officer to (a) dispose of the land situated at 25 Harm Drive, Glenore Grove and described as Lot 10 on SP 181872 in accordance with Section 227 of the Local Government Regulation 2012; (b) and do all things necessary to effect the disposal on terms satisfactory to Council.
RESOLUTION THAT Council authorise the Chief Executive Officer to: (a) dispose of the land situated at 25 Harm Drive, Glenore Grove and described as Lot 10 on SP 181872 in accordance with Section 227 of the Local Government Regulation 2012; (b) do all things necessary to effect the disposal on terms satisfactory to Council.
Moved By: Cr Hagan Seconded By: Cr Vela Resolution Number: 16-20/1210
CARRIED 7/0
Report
1. Introduction
The purpose of this report is to propose the sale of the land situated at 25 Harm Drive, Glenore Grove.
2. Background
Following the Lockyer Valley flood events of 2011 and 2013 a considerable number of severely flood affected parcels were involved in a land swap program which included 25 Harm Drive, Glenore Grove (the Land).
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In 2015 tenders were invited for the lease of the Land however a lease was not secured. The Tender Specification made it clear that residential use would not be permitted due to the potential risk to life caused by flooding. Low impact uses such as agriculture were preferred.
In May 2017, the Land was offered for sale to the owners of the adjoining Lot 11 SP181872 and Lot 12 SP181872 in accordance with section 236(1)(c)(iv). At this time it was considered that the most appropriate use of the land would be a rural use in conjunction with the adjoining lots. The adjoining owners did not respond to this offer.
Recently, Council has been contacted in writing by a local real estate agent, CPT Properties, advising that they have a party interested in purchasing the Land. CPT Properties were advised that a report would be put to a Council meeting in early 2019 for consideration to determine whether Council wished to dispose of the land. If so, this would require Council to do so through either a public tender or auction process in order to meet its statutory obligations.
3. Report
The Land is freehold land zoned Rural Agricultural and comprises approximately 4.4 hectares. An Aerial Plan showing the land is Attachment 1 to this Report.
Since Council acquired the Land as part of its land swap program, it has remained vacant. The best use for the Land would be for grazing or agriculture purposes and residential use would not be permitted.
CPT Properties have advised that their interested party has some rural landholdings in the local area and would be looking to secure this land for cash to construct a shed for farm storage and gain access to the bore on the land for water security. There is no intention for the Land to be used for residential purposes.
These proposed uses are low impact and are in line with the uses Council has previously indicated would be permitted. However, as the land has not previously been offered for sale, Council would need to do so by way of either auction or public tender in order to comply with section 227 of the Local Government Regulation 2012.
As Council is not actively using the Land, its permitted uses are limited and there has been little meaningful interest in the Land to date, the Recommendation made in this Report is to authorise the Chief Executive Officer to commence the steps required to dispose of the Land to meet Council’s statutory requirements and take advantage of the recent interest expressed.
4. Policy and Legal Implications
Any interest that has been expressed previously in relation to the Land has not eventuated and Council has borne the burden of maintaining the Land while it sits vacant.
Council has two options for disposal of the land:
1. Procure a valuer and an auctioneer and seek to auction the Land.
This would involve some cost to Council in marketing and auction fees but may ultimately result in wider market interest and a quicker disposal.
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2. Invite tenders for purchase.
The only foreseeable cost to Council is advertising the tender and the application of staff resources in the Legal Services and Property team to prepare and manage the tender. It may be a more appropriate process given the recent interest, limited historical interest and less anticipated cost to Council. However while a tender process does test the market, it may not attract the level of market interest that an auction process can generate.
If the Recommendation in this Report is accepted, Council may wish to indicate its preferred process to be adopted for the disposal of the Land.
5. Financial and Resource Implications
If the sale proceeds by way of auction, Council will incur auction and marketing costs. Until an agent is procured and marketing strategy set, it is unclear what these costs might be.
If the sale proceeds by way of tender, it is anticipated that one-off advertising costs for a public notice in the Gatton Star newspaper will be incurred.
Either way, it may also be appropriate to obtain a valuation of the Land to comply with the sound contracting principles prescribed in Section 104(3) of the Local Government Act 2009, so that Council can consider value for money when considering an appropriate auction reserve price or evaluating tender submissions. Valuation costs are anticipated to be in the vicinity of $550 - $2,200
6. Delegations/Authorisations
The Recommendation made in this Report includes a delegation of authority to the Chief Executive Officer to do all things necessary to effect the disposal of the Land by way of sale.
7. Communication and Engagement
The Chief Executive Officer, through the Legal Services and Property team, will be responsible for engaging with CPT Properties, internal stakeholders and all other interested parties to give effect to Council’s resolution.
Where auction, marketing and valuation services are required, it is expected that these services will be procured locally in accordance with Council’s Procurement Policy and statutory requirements. Engagement with the Procurement team will be undertaken as required.
8. Conclusion
The Recommendation made in this Report will enable Council to commence steps to offer the Land for sale. This will be of benefit to Council in disposing of an asset that is of no current practical use to Council and reducing Council’s maintenance obligations.
9. Action/s
1. Advise CPT Properties of Council’s resolution and proposed disposal process. 2. Commence tender or auction process as required.
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Attachments 1⇩ Attachment 1 - Aerial Map 1 Page
Page 99 Proposed Disposal of Lot 10 on SP181872 - 25 Harm Drive, Attachment 1 Glenore Grove Attachment 1 - Aerial Map
Attachment 1 10.7 Page 100
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
10.8 Request for New Trustee Lease - Lot 151 CC2725 - Merryfields Environmental Park and Outdoor Education Centre
Date: 08 January 2019 Author: Caitlan Natalier, Solicitor & Legal Services Coordinator Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to consider the future use of, and appropriate tenure arrangements for, the Merryfields Environmental Park and Outdoor Education Centre situated at Meadows Road, Withcott.
Officer’s Recommendation:
THAT with respect to the future operation and management of the Merryfields Environmental Park and Outdoor Education Centre on Lot 151 on CC2725, Council resolve to: (a) apply the exception in Section 236(1)(b)(ii) of the Local Government Regulation 2012 and offer a new Trustee Lease over Lot 151 CC2725 to Merryfields Vision to Reality Inc. for a term of at least one year and on terms satisfactory to Council; (b) delegate authority the Chief Executive Officer to: (i) review and update the existing Land Management Plan; and (ii) do all things necessary to give effect to this resolution.
RESOLUTION THAT with respect to the future operation and management of the Merryfields Environmental Park and Outdoor Education Centre on Lot 151 on CC2725, Council resolve to: (a) apply the exception in Section 236(1)(b)(ii) of the Local Government Regulation 2012 and offer a new Trustee Lease over Lot 151 CC2725 to Merryfields Vision to Reality Inc. for a term of one year and on terms satisfactory to Council; (b) delegate authority to the Chief Executive Officer to: (i) review and update the existing Land Management Plan; and (ii) do all things necessary to give effect to this resolution.
Moved By: Cr McLean Seconded By: Cr Hagan Resolution Number: 16-20/1211
CARRIED 7/0
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Report
1. Introduction
Council is the trustee of the Land which is a reserve for recreation purposes situated on Meadows Road, Withcott. Until 26 September 2018, the land was leased to Lockyer Valley Landcare Inc. under a trustee lease and the Merryfields Environmental Park and Outdoor Education Centre was established on the land.
Improvements to the property include a building used as an office, classroom and kitchen and a storage shed. The intention was that the land would be utilised to provide environmental education and green space for the benefit of the local community.
Since May 2018, Council officers have been working through a request from the former Trustee Lessee for the transfer of the trustee lease, or the grant of a new trustee lease, to Merryfields Vision to Reality Inc. so that the Centre could continue to operate as he had envisioned.
This request and alternative arrangements for the use and operation of the land and Centre raised by Council, have been investigated and discussed in a series of Council meetings and workshops since then, and most recently in a workshop held on 27 November 2018.
It is now appropriate for a final decision to be made in relation to the future use and management of the land and Centre.
2. Background
On 8 March 2018, the previous Trustee Lessee contacted Council’s Property Officer and advised that he was intending to relocate out of the area and he was engaging with local environmental groups with the intention of transferring the trustee lease. The former Trustee Lessee was made aware of the process and requirements to the request that Council consent to a transfer of the trustee lease.
In early May 2018, Council became aware of community concerns that the Lessee had abandoned the land. Council’s Property Officer contacted the former Trustee Lessee who disputed this.
Shortly after this, the former Trustee Lessee provided email requests for Council’s consent to transfer the trustee lease to Merryfields Vision to Reality Inc. who were already active on site as his caretakers. The Spokesperson/Chairperson for Merryfields Vision to Reality Inc. also wrote to Council introducing herself and setting out her proposal for use of the Centre. These requests and correspondence have previously been presented to Council at a Council workshop on 16 May 2018 and the Ordinary Meeting held on 27 June 2018.
The Spokesperson/Chairperson for Merryfields Vision to Reality Inc. also presented to Council her intention for use of the Centre for disability support service clients. She provided photographs of the land and Centre following a working bee she facilitated on 23 June 2018 which showed a significant improvement in the access to, and amenity of, the Centre, particularly for people with mobility issues.
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The Portfolio Councillor has also advised that he, and the Environment and Pest team, had also engaged with other local environmental groups, including the Lockyer Uplands Catchments Inc. (LUCI Group), in relation to the potential for future use of the Land and Centre. To date the LUCI Group have not provided any written interest in using the land and Centre, although a written expression of interest was received from an associated individual seeking to be appointed by Council to coordinate use of the Centre.
At that time, a decision was deferred and Council officers were tasked with investigating the suitability of the proposed new tenant and whether shared use of the land and Centre could be facilitated as an alternative. Council also wished to proceed to register the surrender of the existing trustee lease that had previously been signed by the former Trustee Lessee.
Both parties were advised of Council’s views and requirements. Both were advised that while a Recommendation for a lease to be granted to Merryfields Vision to Reality Inc. had been made there was no guarantee that Council would accept this recommendation. Notwithstanding this, the former Trustee Lessee agreed that the surrender of his trustee lease would be lodged before a decision had been made. The trustee lease was formally surrendered on 26 September 2018.
Since this time the proposed Trustee Lessee, Merryfields Vision to Reality Inc. has remained in possession of the land and Centre and continued to maintain it. She has not commenced any disability programs or proposed uses of the Centre at this time.
On 27 September 2018 Council’s Building Certifier was finally able to issue final building certification for the buildings on the land after the proposed lessee assisted to address the outstanding issues.
Most recently, at a Council workshop held on 27 November 2018 the following information was provided to Council:
(a) Final building certification for the buildings was issued on 27 September 2018 after assistance from the proposed Trustee Lessee to address the outstanding issues.
(b) Merryfields Vision to Reality Inc. has incurred the following costs in maintaining the Centre and land to date: • Installation of a termite barrier, interior and exterior treatment of the buildings $1,870.00 • fixing a leaking tap $211.75 • insurances $615.30 $2,697.05
(c) additional information from the proposed Trustee Lessee on 20 September 2018 providing clarification of proposed use, list of members of the Merryfields Vision to Reality Inc. and written references for the officeholders.
It was recognised that a final decision on this matter would need to be made at a Council meeting in early 2019. There was some discussion on whether it may be prudent to invite tenders for the future lease of the Centre or for Council to manage its use through a central booking system to maximise the use of the land and Centre for the benefit of the local community and all interested users.
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3. Report
Following the workshop on 27 November 2018, and as directed by Council, the proposed Trustee Lessee was contacted and was informed that:
1. A formal decision on the future tenure and operation of the Centre would be made by Council early in 2019.
2. Council has the following concerns in offering a trustee lease to Merryfields Vision to Reality Inc.:
a. whether, as a newly established entity, it will have sufficient clients or program participants to require full time use of the Centre to the exclusion of all other potential community user groups. b. the level of commerciality involved in the proposed operation on community land. c. whether the proposed use would be better managed under a Council booking system which would allow her to develop programs and participant numbers whilst allowing Council to ensure highest and best use of the Centre is achieved.
3. Council has indicated that they may not accept the recommendation to offer a new trustee lease to Merryfields Vision to Reality Inc. and instead may consider calling for expressions of interest or tenders to:
a. test the level of interest from community groups within Council’s local government area to use the Centre; and b. consider whether the Centre could be more highly utilised by various user groups through a booking system managed by Council or an agent.
4. If Council adopts a market approach, Merryfields Vision to Reality will be welcome to submit an expression of interest or tender and is encouraged to do so.
To ensure that Council can make a fully informed decision, the proposed Trustee Lessee was requested to provide the following additional information as outlined by Council during the workshop of 27 November 2018:
1. what fees would be collected from participants, what this would cover and how it would be applied. 2. whether any disability support workers will be paid and, if so, how this will be funded. 3. details of any commerciality in the proposed organisational structure or operations. 4. details and evidence of any costs incurred to date. 5. intended level of local school group participation and what engagement has been, or will be, undertaken with schools.
The proposed Trustee Lessee provided evidence of the costs incurred by Merryfields Vision to Reality Inc. to date in maintaining and insuring the premises, as well as evidence of the current combined professional indemnity and public liability insurance.
In relation to the issue of commerciality, the proposed Trustee Lessee has advised that there is no longer a corporate entity associated with Merryfields Vision to Reality Inc. and her clients will be other disability support service providers who receive funding for their activities. Participant fees are expected to be paid by these disability support service provider clients for
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their respective participants from the funding that their organisations receive. The application of funding is reportable and therefore participant fees will be kept low to cover program and operating costs only.
Taking into consideration all previous concerns raised by Council and discussed in prior workshops, and the time, expense and assistance given to date by the proposed Trustee Lessee in maintaining the Centre and achieving final building certification, the Recommendation being made in this Report will balance Council’s concerns whilst giving Merryfields Vision to Reality Inc. an opportunity, over a short timeframe, to establish its operations and prove that its exclusive use of the Centre is justified.
If after a period of 1 year, Merryfields Vision to Reality Inc. is unable to establish regular program participation and it is considered that more regular and wider community use of the Centre can be achieved by alternative arrangements, the lease will be at an end and Council will still be in a position to invite tenders or expressions of interest or establish a booking system for multiple users.
4. Policy and Legal Implications
As the trustee lease to Lockyer Valley Landcare Inc. has now been surrendered, the buildings are considered to be part of the land asset and State property, although Council is responsible for them as trustee of the land. It is understood that the chattels remaining on the land have been gifted by Lockyer Valley Landcare Inc. to Merryfields Vision to Reality Inc.
Council’s statutory obligations for offering a new lease of the land have been considered and addressed in the Recommendation made in this Report. It will also be appropriate to review and update the existing Land Management Plan to reflect how the land will be used and managed. This will need to be submitted to the Department of Natural Resources, Mines and Energy for approval.
If the Recommendation is accepted, Council has the opportunity to offer a new lease on terms that are more economic for Council and generally consistent with how Council manages similar land assets and leases to community groups.
Regular reporting obligations can be included in the new lease so Council stays better informed of activities occurring on site and can identify the level of use of the Centre and participation in any disability support programs offered.
If the Recommendation is not accepted, there is a risk that Council will have difficulty in retaking possession of the land and improvements. It is likely that Council will need to change all locks and remove and store any chattels that remain on site for collection by Merryfields Vision to Reality Inc.
5. Financial and Resource Implications
Under the terms of the surrendered trustee lease, Council bore significant financial responsibility for the improvement, operation and maintenance of the land and Centre for no financial return.
Already, the proposed Trustee Lessee has agreed that if a lease is offered a lot of these operating costs would be the responsibility of the lessee, including:
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• electricity usage • water usage • communications (if any) • cleaning and maintenance • pumping of septic system • public liability, volunteers, contents and any other service specific insurances • survey • lease registration.
It is possible for the proposed Trustee Lessee to apply for community assistance grants to assist with covering these costs.
Lease rental would also be payable in an amount at least equivalent to State leasing category 14, which is currently $127.00 exclusive of GST.
Council would continue to be responsible for insuring the buildings as these have now vested on the land.
The review of the land management plan and the preparation of new trustee lease documents can be undertaken internally by Council’s Legal Services and Property team.
If the Recommendation is not accepted, significant time and resources will need to be applied to prepare and manage a new tender or expression of interest process or to establish an internal booking system to be managed internally, most likely by the Community Facilities and Services team. Council will need to be responsible for the maintenance of the land and buildings in the interim.
6. Delegations/Authorisations
The Recommendation in this Report includes authorising the Chief Executive Officer to do all things necessary to give effect to Council’s resolution.
7. Communication and Engagement
Throughout the investigation process and in preparing workshop items and this Report, the Legal Services and Property team have engaged with relevant internal stakeholders, the former Trustee Lessee and the proposed Trustee Lessee. In light of the advice provided to the proposed Trustee Lessee in late 2018 indicating that Council may adopt an alternative approach to the future use and management of the Centre, the former Trustee Lessee has been in contact with Council.
Any engagement with the individual interested in coordinating use of the Centre, the LUCI Group and other environmental groups has been undertaken by the Environment and Pest team and the Portfolio Councillor.
8. Conclusion
If the Recommendation made in this Report is accepted, Merryfields Vision to Reality Inc. will have an opportunity to establish their operation and prove that they can meet the objectives of Council for regular community use. It is also expected that any concerns of the former Trustee
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Lessee will be resolved. Council will also be in a position to reduce its costs in relation to the operation of the Centre and put in place new lease arrangements that clearly outline expectations and responsibilities.
9. Action/s
1. Notify Merryfields Vision to Reality Inc. of Council’s resolution. 2. Negotiate a new Trustee Lease for the Centre and part of the land with Merryfields Vision to Reality Inc.
Attachments
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10.9 Sponsorship Support to the 2019 Queensland Training Awards Darling Downs and South West Region
Date: 18 December 2018 Author: Helen McCraw, Senior Economic Development Coordinator Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to seek Council’s endorsement to provide financial support as an Event Sponsor for the 2019 Queensland Training Awards Darling Downs and South West Regional Final, to be held at Gatton in July 2019.
Officer’s Recommendation:
THAT with respect to the correspondence received from the Department of Employment, Small Business and Training, Council approve sponsorship of $4,100 (incl. GST) for the 2019 Queensland Training Awards Darling Downs and South West Regional Final, to be held in Gatton in July 2019.
RESOLUTION THAT with respect to the correspondence received from the Department of Employment, Small Business and Training, Council approve sponsorship of $4,100 (incl. GST) for the 2019 Queensland Training Awards Darling Downs and South West Regional Final, to be held in Gatton in July 2019.
Moved By: Cr Hagan Seconded By: Cr Cook Resolution Number: 16-20/1212
CARRIED 7/0
Report
1. Introduction
The 2019 Queensland Training Awards, Darling Downs and South West regional final is held annually, usually in a different town each year. In 2019 the event is scheduled to be held at Gatton on 26 July 2019.
The Department of Employment, Small Business and Training (DESBT) coordinate the awards, with the Darling Downs and South West final being managed by the Toowoomba Office and a dedicated coordinator.
Council has been approached by DESBT to consider investing as a sponsor, providing opportunities to showcase the Lockyer Valley region and support the recognition of vocational education excellence in our region.
2. Background
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The 2019 awards will mark 58 years that the Queensland Training Awards have continued to recognise excellence and the outstanding achievements of individuals and organisations, within the vocational education and training sector.
Regional finals of the Queensland Training Awards are held across Queensland. Regional category winners then progress to compete in their category at the state final.
In 2018, the Darling Downs and South West regional final was held at Oakey Cultural Centre, and was attended by 347 guests.
3. Report
Council officers have been liaising with officers from DESBT to successfully advocate for the 2019 Queensland Training Awards Darling Downs and South West regional final to be held at the Gatton Shire Hall.
The annual awards event attracts in excess of 800 nominations, in eleven categories, from students, apprentices, employers and training organisations making it the most prestigious vocational education and training awards program in Queensland.
As a sponsor Council would be seen to be supporting training opportunities which are essential for addressing skills shortages and maintaining the infrastructure and economy of the local area.
DESBT has offered Council three different tailored sponsorship proposals to consider:
1. In Kind sponsorship to the value of $1500 (to help cover costs of curtaining, hall hire and use of the carpet dividers) As an in-kind sponsor Council would receive one complimentary ticket to the event, plus recognition leading up to the event and on the night, in speeches, the dinner program and AV presentation, plus signage.
2. $3,300 (GST Inclusive) as an event sponsor (DESBT will then pay hall hire and for installation of the curtain and dividers). As the Event sponsor the LVRC logo will be on the centrepiece of each table plus all benefits listed below. This option includes two (2) complimentary tickets. 3. $4,100 (GST Inclusive) as the event sponsor (DESBT will then pay hall hire and for installation of the curtain and dividers). As the Event sponsor the LVRC logo will be on the centrepiece of each table plus all benefits listed below. This option includes ten (10) complimentary tickets.
As an Event Sponsor Council would receive the following recognition and benefits for their investment:
• Either 2 or 10 complimentary tickets to the Darling Downs South West Queensland Regional event Friday 26 July 2019 at the Gatton Shire Hall; • Council logo displayed on the centrepiece on each table; • Lockyer Valley Regional Council profiled in the event program; • Council acknowledged during speeches and vote of thanks at the event; • Council banner displayed at the event; • Corflute banners promoting the region on the outside of the venue on the brick wall;
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• Framed certificate in appreciation of the sponsorship; • Council Logo displayed in the audio visual presentation during the evening; • Council Logo displayed on the Queensland Training Awards website acknowledging sponsorship towards the Darling Downs and South West Queensland Regional Final; and • Networking opportunities with key government representatives and business and industry stakeholders.
The Lockyer Valley currently has a lower proportion of people undertaking vocational education than the Queensland state average, however in 2016/17 in the Lockyer Valley there were 291 Apprentices or Trainees and a further 2,257 students undertaking vocational education training.
As at 30 November 2018 Lockyer Valley Regional Council has six staff that meet the nomination criteria for the 2019 Queensland Training Awards. These staff will be made aware of the Awards and the nomination process.
Becoming a sponsor of this event provides additional opportunities to promote the Lockyer Valley region to those that attend the event through signage, logo recognition, networking and media coverage.
Local business and industry benefit from the event through provision of goods and services. Many attendees will stay in local motels, and could also be encouraged, by promotion, to stay longer or return in the future to the Lockyer Valley and enjoy what the region has to offer.
It is believed that the benefits of this sponsorship package provide good value for money, as well as providing additional opportunities to further promote the Lockyer Valley region, whilst also recognising the value of vocational education and training.
Council would receive recognition and benefit which is believed to be value for money for the investment of $3,727.30 as an Event Sponsor. There is also intangible benefit of association with these prestigious awards and recognition of the value of vocational education and training.
The Awards event will generate additional economic benefit to the region for the supply of goods and services to the event and attendees. There are also opportunities to further showcase the region to the 350 guests attending the awards.
4. Policy and Legal Implications
This report aligns with the Operational Plan and no policy or legal implications are evident.
5. Financial and Resource Implications
Event Sponsorship for the 2019 Queensland Training Awards Darling Downs and South West Final can be funded from the existing 2017/18 Council Budget.
Option 1 would cost $1,500 in-kind including fee waiver for the hire of the hall.
Option 2 would cost $3,000 (ex GST) and Council would receive hall hire and two (2) complimentary tickets in addition to other benefits
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Option 3 (Recommended) would cost $3,727.30 (ex GST) and Council would receive hall hire and ten (10) complimentary tickets in addition to other benefits.
6. Delegations/Authorisations
No further delegations are required to manage issues raised in this report.
7. Communication and Engagement
Officers will advise DESBT the decision with regard to the sponsorship proposal.
Council staff eligible to nominate for an award will be advised of the process and offered support if they choose to nominate.
Finalists in the Apprentice and Trainee categories of the Lockyer Valley Business, Training & Apprenticeship Awards will also be advised of the 2019 Queensland Training Awards and the process to nominate
8. Conclusion
Council would receive recognition and benefit which is believed to be value for money for the investment of $3,727.30 (ex GST) as an Event Sponsor. There is also intangible benefit of association with these prestigious awards and recognition of the value of vocational education and training.
The Awards event will generate additional economic benefit to the region for the supply of goods and services to the event and attendees. There are also opportunities to further showcase the region to the 350 guests attending the awards.
The tickets associated with the sponsorship benefits will provide networking opportunities with key government representatives and business and industry stakeholders.
Sponsorship of this event would demonstrate Council’s support of training and vocational education as a business and as the region’s leader.
9. Action/s
Council will advise the Queensland Training Awards Darling Downs and South West Regional Coordinator of the sponsorship decision, and provide the necessary logos, signage and collaboration required to ensure the benefits for the Lockyer Valley region are realised to the full potential. 10.10 Establishment of the Lockyer Valley Racing and Equine Collaborative
Date: 19 December 2018 Author: Helen McCraw, Senior Economic Development Coordinator Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Page 111
The purpose of this report is to seek Council’s endorsement to actively participate as a member of a Lockyer Valley Racing and Equine Collaborative and endorse a Council representative and proxy for the Collaborative. Approval is also sought for the Terms of Reference of the Lockyer Valley Racing and Equine Collaborative.
Officer’s Recommendation:
THAT Council endorse participation as a member of the Lockyer Valley Racing and Equine Collaborative as per the Terms of Reference dated 13 December 2018, and confirm that Council will provide secretariat and administrative support to the Collaborative. And Further; THAT Council endorse Councillor Cook as the Council representative and Councillor Vela as the proxy for the Lockyer Valley Racing & Equine Collaborative.
RESOLUTION THAT Council endorse participation as a member of the Lockyer Valley Racing and Equine Collaborative in accordance with the Terms of Reference dated 13 December 2018, as attached to these Minutes, and confirm that Council will provide secretariat and administrative support to the Collaborative. Further; THAT Council endorse Councillor Cook as the Council representative and Councillor Vela as the proxy for the Lockyer Valley Racing and Equine Collaborative. And Further; THAT Council endorse the Mayor to represent the interests of both Council and the Collaborative at high level meetings.
Moved By: Cr Vela Seconded By: Cr Holstein Resolution Number: 16-20/1213
CARRIED 7/0
Page 112 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Report
1. Introduction
The existing thoroughbred racing site at Spencer Street, Gatton is a large site (54 Ha) that has strategic value. Local stakeholders believe the site has the potential to become a hub for the equine industry in South East Queensland, and have had discussions with identified stakeholders to further explore a potential transformation project.
2. Background
The Lockyer Turf Club site has a number of parcels of freehold land and Lockyer Valley Regional Council owns the inside of the track and adjoining land to the North. The actual race track and existing facilities are held by the Lockyer Race Club and a further smaller parcel (2.1524 Ha) is owned privately by an individual. (Refer to attached map)
Lockyer Valley Regional Council acquired the land adjoining the race club area to ensure appropriate ongoing land use, and has a desire to create opportunities that inspire business confidence and collaborative partnerships.
Combined, there is a total site area of 53.7087 Ha which is within the Urban Footprint of the SEQ Regional Plan and the land is zoned Open Space and Rural Agriculture in the Gatton Shire Planning Scheme.
3. Report
Lockyer Valley Regional Council believes that there is an opportunity for the identified stakeholders, (Lockyer Valley Turf Club, Lockyer Valley Regional Council, Racing Queensland, and The University of Queensland), to partner together to leverage value and opportunities to re-develop the existing facility, with strategic points of difference to realise economic and community benefit.
Council has recently facilitated two meetings with identified key stakeholders to determine a shared vision and explore forming a collaborative. The group has discussed the project scope at a high level. Key questions the group has considered to date are:
• What could the equine precinct look like? • How can we make it happen? • How could the stakeholders contribute to make it happen? • What might be potential challenges to overcome?
The stakeholder group have developed a Draft Terms of Reference which set out the working arrangements for a proposed Lockyer Valley Racing and Equine Collaborative. The member organisations that will be invited to participate in the Collaborative include:
• Lockyer Valley Regional Council • Lockyer Turf Club • University of Queensland • Racing Queensland • Regional Development Australia Ipswich and West Moreton
Page 113
The purpose of the Collaborative is to provide:
• options to further develop the site, including the land owned by Council, as a racing and equine facility on the land which currently hosts the Lockyer Valley Turf Club in Spencer Street, Gatton; • strategic direction and leadership in the development, implementation and sustainability of the equine precinct project; and • advice, support and assistance in the implementation of the project.
The intent is the Collaborative will work collectively on the project from 1 January 2019 until 31 December 2021. Initially the Collaborative will meet quarterly, but this can be amended as necessary.
It is proposed that an officer from Lockyer Valley Regional Council will provide secretariat and administrative support to the Collaborative.
Council has been asked to nominate an authorised representative, a proxy, and to endorse the proposed Terms of Reference.
4. Policy and Legal Implications
This report and recommendation align with Council’s Corporate Plan, outcomes 2.1 and 2.2, and the Lockyer Valley Economic Development Plan 2018 – 2023.
The Lockyer Valley Racing and Equine Collaborative will not be a separate legal entity hence there are no identified legal implications.
Any potential change to land tenure arrangements will be addressed in a future report to Council
5. Financial and Resource Implications
Budget implications will continue to be addressed through existing allocations. Limited administrative assistance will be provided to the Collaborative out of existing funds.
6. Delegations/Authorisations
No further delegations are required to manage issues raised in this report.
7. Communication and Engagement
Council has consulted with identified stakeholders, Lockyer Turf Club, Racing Queensland, University of Queensland Veterinary School, Rock Trade Industries and Regional Development Australia Ipswich and West Moreton in the preparation of the draft Terms of Reference.
Two workshops were facilitated and documented by Building Business Success with the identified stakeholders at the request of Council to consider the need and how the vision for an equine precinct can be achieved.
8. Conclusion
Council as a land holder and a community leader has an interest in, and potential to deliver significant community benefit in assisting and advocating for the creation of an equine hub at the identified racing site in Spencer Street, Gatton.
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Participating in the Lockyer Valley Racing and Equine Collaborative will ensure the community’s interests have representation in the re-development process. There is potential for the proposed project to bring economic benefit, through jobs and industry development as well as community benefit for sustainable use of the Council owned land, while concurrently exploring options for the highest and best use for the parcels of land owned by Council.
Commitment from Council to the Collaborative for a three year period is representative of a definitive time line to achieve outcomes, but sufficient time to work through the challenges of a complex collaborative project.
9. Action/s
Formally advise stakeholders of Council’s commitment to participate in the Lockyer Valley Racing and Equine Collaborative, endorsement of the Draft Terms of Reference and the names of the Council representative and proxy.
Attachments 1⇩ Lockyer Turf Club Map - Site owners 1 Page 2⇩ Lockyer Valley Racing and Equine Collaborative Terms of Reference 7 Pages
Page 115 Establishment of the Lockyer Valley Racing and Equine Attachment 1 Collaborative Lockyer Turf Club Map - Site owners
Attachment 1 10.10 Page 116
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 117
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 118
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 119
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 120
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 121
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 122
Establishment of the Lockyer Valley Racing and Equine Attachment 2 Collaborative Lockyer Valley Racing and Equine Collaborative Terms of Reference
Attachment 2 10.10 Page 123
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
10.11 Inland Rail
Date: 08 January 2019 Author: Stephen Hart, Coordinator Council Business Responsible Officer: Ian Church, Chief Executive Officer
Summary: This report provides Council with an update on the progress of the design for the Inland Rail projects being planned by the Australian Rail Track Corporation (ARTC). The currently proposed designs have raised serious concerns for communities in the Lockyer Valley. The Mayor has sent correspondence to the Chief Executive Officer (CEO) of ARTC Inland Rail and a meeting is planned for late January 2019.It is intended that these issues also be raised with the Department of Infrastructure Regional Development and Cities (DIRDC).
Officer’s Recommendation:
THAT Council receive and note the report and endorse the approach to raise Council’s concerns over the Inland Rail design directly with the Chief Executive Officer of ARTC Inland Rail and with the Department of Infrastructure, Regional Development and Cities.
RESOLUTION THAT Council receive and note the report and endorse the approach to raise Council’s concerns over the Inland Rail design directly with the Chief Executive Officer of Australian Rail Track Corporation (ARTC) Inland Rail, and with the Department of Infrastructure, Regional Development and Cities.
Moved By: Cr Cook Seconded By: Cr Wilson Resolution Number: 16-20/1214
CARRIED 7/0
Report
1. Introduction The Australian Government has proposed the construction of the Inland Rail Project from Melbourne to Brisbane. The Australian Rail Track Corporation (ARTC), an Australian government owned corporation, has been tasked with the delivery of the Inland Rail. Two component projects, the Gowrie to Helidon (G-H) and Helidon to Calvert (H-C) directly involve the Lockyer Valley Region.
Significant impacts on the Lockyer Valley have previously been identified. This report is to update Council on the project design, to raise further concerns relating to some specifics of the design and seek Council’s endorsement to further raise these issues with the CEO of ARTC Inland Rail and with officers from the DIRDC.
Page 124 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
2. Background
The Inland Rail Project is a proposed railway travelling 1700 km from Melbourne to Brisbane via regional Victoria, New South Wales and Queensland. Key design specifications include:
• Corridor minimum width 40 metres • Dual Gauge with axle loads sufficient to provide for coal/bulk product • Clearance to allow for double stacked containers (min 7.1m above rail) • Train maximum speed of 115 km/h • Trains 1.8 km long (potentially 3.6km)
Both the G-H and H-C projects are currently undergoing an Environmental Impact Statement (EIS) process being managed by the Queensland Government through the Coordinator- General’s Office. These processes are to consider the impacts that the projects will have and how to condition any approval to mitigate the impacts.
Council was, and remains, very concerned about the impacts these projects will have on the Lockyer Valley and its communities. Council provided detailed input to the Coordinator- General on our concerns as input to the Terms of Reference to the EIS.
Given these concerns, Council previously adopted a Position Paper on Inland Rail at the Council Meeting of 11 July 2018 As the EIS work progresses, further information is becoming available on the specifics of the design.
Council has also been working with both State and Commonwealth levels of government about the EIS and the projects seeking as far as possible to reduce the potential negative consequences for the region.
3. Report
ARTC have now settled on a horizontal alignment for the corridor and are pursuing more detailed design particularly with respect to the vertical alignment. The latest design can be access via the attached link.
https://artc.mysocialpinpoint.com.au/g2k#/
Council officers have been involved in monthly LVRC ARTC Technical Working Group meetings which oversee the projects and related impacts and consider technical aspects as well as operational matters and the status of ARTC community engagement.
Fortnightly meetings to review details of the road network impacts have also been initiated. These focus on aspects such as road rail interfaces, safety treatments and potential road realignments or closures.
ARTC have also held a number of community engagement sessions generally in accordance with their planned EIS Engagement Program. Late in 2018 this included a number of hydraulic workshops to calibrate their flood model and a session held at the Lockyer Valley Cultural Centre to discuss the Public Private Partnership (PPP) model and its application to the Gowrie to Kagaru sections.
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The most recent Community Consultative Committee meeting was held in Laidley in October and the next meeting is proposed for 6 February 2019 at Forest Hill.
At all of these meetings, the principles contained in Council’s Inland Rail Position Paper have been reiterated. These principles are, that with respect to the proposed Inland Rail projects, there should be:
• No loss of connectivity (where the proposed corridor severs existing access, alternate access should be provided of comparable or better standard)
• No flood impacts (from new rail corridors and where existing rail corridor is utilised the opportunity should be taken to improve flood resilience)
• Mitigated amenity impacts (noise, vibration, light, visual, dust, smell)
• Limited (as far as possible) loss of good quality agricultural land
• Promotion of integrated transport planning (to allow for future passenger transport and the support for active transport)
At the most recent meeting of the Roads Working Group and Technical Working Group it was evident that the rail design was breaching a number of these principles and a number of specific examples were raised and discussed. These concerns are outlined below:
Gatton Level Crossing -Gaul Street
The current design proposes a closure of the existing level crossing on Gaul Street Gatton. This outcome is unacceptable to the community as the level crossing provides access from North Gatton to the town centre, schools, hospital and emergency services. Its closure would impose significant long term loss of connectivity and access.
Davey’s Bridge replacement
As part of the road planning to address network impacts of a new rail bridge and corridor over Lockyer Creek, a replacement road bridge for Davey’s bridge has been consistently raised. It was envisaged such infrastructure may connect Smithfield road (with anticipated increases of traffic) to either Hickey Street or Old College Road. It appears these options are not being considered. Such a connection with associated improved grade separation at this point may mitigate impacts, to some extent, of any potential Gaul street level crossing closure.
Cycling
It is understood that the closure of the Gaul Street level crossing will also impact on pedestrian and cyclist crossings of the corridor. Better and safer pedestrian/cyclist crossings need to be planned.
Further the proposed rail crossing loop east of Gatton is taking a significant area of land to provide for the existing corridor, proposed corridor, crossing loop, drainage and a cycleway. Inland rail construction of the cycleway from existing pathways in Gatton through to the
Page 126 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
University of Queensland campus is an expectation given this land take from the Principal Cycle Network Plan (PCNP) and the disruption to Council’s plans for this cycleway. It is understood that the Department of Transport and Main Roads shares this view.
Helidon East Heavy Vehicle bypass
The current road design at Helidon to accommodate the new Inland Rail corridor will involve substantial road works to Seventeen Mile Road and a diversion of heavy vehicles off their current route on Airforce Road. The new route appears more convoluted and exposes additional Helidon residents to the risks associated with explosives transport. This increased risk to the Helidon community is unacceptable. Council officers have repeatedly requested consideration to an eastern bypass option to link Seventeen Mile Road to Lawlers Road. To date this has not been received.
With respect to the examples above, the ARTC designers expressed that they had been tasked with designing the optimal rail line and were not authorised to take into account other factors or to work outside that scope.
The Mayor subsequently sent correspondence to the CEO of ARTC Inland rail expressing her serious concerns and seeking a meeting to discuss these aspects. (It was noted that these concerns were by no means an exhaustive list but rather examples that had been raised at the meetings).The CEO of ARTC Inland Rail has responded to the Mayor and agreed to meet with her in late January (date yet to be confirmed).
A meeting had already been planned for 17 January 2019 with DIRDC officers from Canberra to meet with the Mayor and Council officers. This meeting is an opportunity to elevate our concerns with that Department.
The recommendation in this report is to note these concerns, confirm Council’s position and to endorse the approach to elevate these concerns to the ARTC Inland Rail CEO and DIRDC.
4. Policy and Legal Implications
The recommendation contained I this report does not have additional legal implications with respect to the Inland Rail Project. Council will remain involved in the EIS process and will provide ongoing detailed advice to ARTC and both levels of government.
The EIS and existing legislation provides a framework to deal with environmental assessment and aspects such as compulsory acquisition of land.
5. Financial and Resource Implications
While the Inland Rail Project will have significant ramifications for the region and Council, there are no financial implications arising from this recommendation. Council is separately seeking agreement on resourcing to reimburse Council’s expenditure on Inland Rail related work.
6. Delegations/Authorisations
No additional delegations or authorisations are required.
Page 127 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
7. Communication and Engagement
The ARTC is well aware of Council views and concerns. Council has been advocating on behalf of the region and the community since the Inland Rail project was first proposed. Council has been particularly involved following the declaration of the G-H and H-C projects as “coordinated projects”.
Council will continue to provide a focal point for the communities’ input and will continue advocating with ARTC and Federal and State governments.
It is a recommendation of this report that these issues also be elevated to the DIRDC so that the department ultimately responsible for the project is aware that Council and residents hold serious concerns.
8. Conclusion
Council retains clear concerns for our communities given the anticipated impacts of the Inland Rail project. It appears that the current design for the project breaches a number of the principles that are described in Council’s Inland Rail Position Paper. It is considered that these concerns need to be elevated to the CEO of Inland Rail ARTC and brought to the attention of the DIRDC officers.
9. Action/s
1. A meeting with the CEO ARTC Inland Rail to be confirmed and Council concerns over the current design be reiterated.
2. Raise Council concerns with DIRDC officers at the meeting to be held 17 January 2019.
Attachments There are no attachments for this report.
Page 128 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
11.0 ORGANISATIONAL DEVELOPMENT AND PLANNING SERVICES REPORTS
11.1 Executive Manager Organisational Development and Planning Monthly Report
Date: 02 January 2019 Author: Dan McPherson, Executive Manager Organisational Development & Planning Services Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning Services
Summary:
This report is to update council on key issues currently being actioned within the Organisational Development and Planning group.
Officer’s Recommendation: THAT Council receive and note the Executive Manager Organisational Development and Planning Monthly Report for December 2018.
RESOLUTION THAT Council receive and note the Acting Executive Manager Organisational Development and Planning’s Monthly Report for December 2018.
Moved By: Cr McLean Seconded By: Cr Vela Resolution Number: 16-20/1215
CARRIED 7/0
Report
1. Introduction
This report provides an update on key matters arising and being addressed since the last report.
2. Background
The previous reports provide the background information to date and only progress is being reported during December 2018.
3. Report
ORGANISATIONAL DEVELOPMENT
Page 129 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Workforce Council’s established FTE number for December 2018 is 322.4280.
Learning & Development Training held since the last report: • First Aid Training
Work Health & Safety Injuries/ Incidents: There has been four (4) injuries/incidents reported during this period: • Two (2) Lost Time Injuries • Two (2) Reportable only incidents
Near Miss Incidents: There has been nil (0) near miss incidents reported during this period.
Plant Vehicle/ Property Incidents: There has been one (1) plant vehicle / property damage incident reported during this period.
Workers Compensation Claims: There are four (4) approved, ongoing workers compensation claims. There are three (3) workers compensation applications pending.
PLANNING & DEVELOPMENT
Development Assessment
The Development Assessment team continues to have a shortage in the engineering assessment capability for applications despite GenEng assisting with limited applications. This is causing delays in assessment timeframes. The vacancy for Senior Development Engineer will be advertised in the new year.
Refer to the attached table and graphs indicating all development applications, decisions and requests as at 31 December 2018.
Regional and Strategic Planning
At its Ordinary Meeting on 12 December 2018 Council endorsed the draft Lockyer Valley Planning Scheme, with the exception of the flood hazard overlay code and flood hazard mapping, for submission for State Interest Review. The first of two Councillor workshops on the flood hazard overlay code and flood hazard overlay mapping was held on 10 December 2018 with the second workshop scheduled for 17 January 2019. Subject to council’s agreement with the flood hazard overlay code and flood hazard mapping, it is intended to put these to a February 2019 council meeting for endorsement.
The 2018 Land Supply and Development Monitoring Report (LSDM Report) was released by the State Government on 21 December 2018. The information on land supply and development activity in the Lockyer Valley provided in the LSDM Report is subject of a separate report to Council.
Page 130 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Council provided data on historic development approvals in Gatton, Laidley and Withcott to the Department of State Development, Manufacturing, Infrastructure and Planning as part of the Underutilised Urban Footprint project which is an Implementation Action of ShapingSEQ South East Queensland Regional Plan 2017.
ENVIRONMENTAL PLANNING
Project Updates
Biosecurity Plan A project plan has been prepared. Available weed distribution data has been mapped to assist with the development of the Biosecurity Plan priorities and actions. An Engagement Strategy is being prepared.
Community Environmental Grants Preparation for the next round of Community Environmental Grants began and will open in February 2019.
LVRC Planning Scheme The new draft waterways layer was received and is being analysed for suitability for both the waterways mapping and overland flow path mapping within the flood overlay.
Natural Resource Management Plan Project planning is continuing in line with development of the Planning Scheme to ensure alignment.
Resilient Rivers initiative Lockyer Creek Sediment Stabilisation: Officers are working with the preferred contractor to finalise planting areas, species, maintenance requirements, community tree planting day and costings. Quotes have been requested and received for removal of concrete in the revegetation area. Officers have received and reviewed a report on potential impacts of revegetation on flood risk in Gatton. Officers will use the data from this analysis to generate maps which clearly demonstrate potential impacts on flooding.
Tenthill Catchment Community Resilience: Officers are undertaking ongoing engagement with landholders, DTMR, Seqwater and DNRME regarding resilience options. Officers have commenced organisation of Property Management Planning support to landholders.
Council has advertised for a new Catchment Project Officer, due to internal role changes.
Drought Funding Application An application was submitted, with assistance from the Community Development and Engagement Officer, for funding for a weed control project.
Program Updates
Land for Wildlife The Environment Officer attended a Koala meeting and Vegetation Offsets meeting and assisted Pest Management throughout the month. The Environment Officer is supporting the
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pest team with weed identification and landholder support in addition to flora and habitat surveys for development assessment.
Pest Weed As the weather dried considerably during December, Pest Officers focussed on responding to customer requests for weed identification and pest animal requests. Road side spraying is planned for the new year with surveying due to commence early-January.
Pest Animal Activity around pest animal support has waned during December however landholders continue to maintain the usage of council issued traps to combat the impacts of wild dogs and pigs on agriculture and environmental areas.
Community Activities Council’s community spray equipment attracted 14 loans over the December period and were collectively in use for a total of 151 days.
Flying Fox Roost Management Weed clearing and site preparation works have been undertaken at Laidley flying fox roost, in preparation for further planting of vegetation which will deter flying foxes from roosting near the childcare centre. The flying fox mass mortality heat response plan has been updated in preparation for potential summer heat waves. 14 council officers have been trained in safe clean-up of deceased flying foxes. Residents near flying fox roosts in Gatton, Laidley and Helidon have been provided with information about minimising the impacts of living near flying foxes.
Statistics
Mayor / Councillor Requests There are currently five councillor requests being addressed by the Environment and Pest team with two completed during December.
Customer Requests The Environment and Pest team has 89 current CRMs and has completed 47 during December and received 28 in the same period. Customer requests are largely based on pest weed support and herbicide subsidy making up 45% of the total number of requests.
PLUMBING AND BUILDING SERVICES
Refer to the attached table and graphs indicating statistics for the month of December 2018.
Attachments 1⇩ Development Applications Monthly Summary - December 2018 2 Pages 2⇩ Development Applications Statistics - December 2018 2 Pages 3⇩ Plumbing and Building Statistics - December 2018 4 Pages
Page 132 Executive Manager Organisational Development and Attachment 1 Planning Monthly Report Development Applications Monthly Summary - December 2018
Attachment 1 11.1 Page 133
Executive Manager Organisational Development and Attachment 1 Planning Monthly Report Development Applications Monthly Summary - December 2018
Attachment 1 11.1 Page 134
Executive Manager Organisational Development and Attachment 2 Planning Monthly Report Development Applications Statistics - December 2018
Attachment 2 11.1 Page 135
Executive Manager Organisational Development and Attachment 2 Planning Monthly Report Development Applications Statistics - December 2018
Attachment 2 11.1 Page 136
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - December 2018
Attachment 3 11.1 Page 137
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - December 2018
Attachment 3 11.1 Page 138
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - December 2018
Attachment 3 11.1 Page 139
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - December 2018
Attachment 3 11.1 Page 140
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Cr McLean declared a material personal interest in relation to Item 11.2, “Ministerial Designation Submission to the Department of State Development, Manufacturing, Infrastructure and Planning - Proposed Educational Establishment - 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland”, (as defined in Section 175B of the Local Government Act 2009), based on the fact that Cr McLean’s husband owns property located at Mountain View Drive, Plainland and stands to gain a benefit or suffer a loss depending on the outcome of Council’s consideration of this matter. Cr McLean left the meeting, the time being 11:13am and took no part in the discussion.
Cr Hagan declared a perceived conflict of interest in relation to Item 11.2, “Ministerial Designation Submission to the Department of State Development, Manufacturing, Infrastructure and Planning - Proposed Educational Establishment - 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland”, (as defined in Section 175D of the Local Government Act 2009), based on the fact that Cr Hagan is a member of the Our Lady of the Valley Catholic Parish Pastoral Council. Cr Hagan left the meeting, the time being 11:13am and took no part in the discussion..
11.2 Ministerial Designation Submission to Department State Development, Manufacturing, Infrastructure and Planning - Proposed Educational Establishment - 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland
Date: 08 January 2019 Author: Mark Westaway, Contract - Senior Planner Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning Services
Summary:
The purpose of this report is to provide a response to an Infrastructure Designation request for a proposed non-State school at 54-56 Otto Road and 29-33 Gehrke Road, Plainland, described as Lots 3-5 on RP154611 and Lot 601 on SP283422.
The consultation period applicable for this request concludes on 24 January 2019. If Council wishes to comment on this request, it must be submitted to Minister for State Development, Manufacturing, Infrastructure and Planning (DSDMIP) prior to that date.
Officer’s Recommendation:
THAT Council authorise the Chief Executive Officer to prepare a Ministerial Designation Submission to Department of State Development, Manufacturing, Infrastructure and Planning (DSDMIP) on the proposed educational establishment at 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland.
RESOLUTION THAT Council authorise the Chief Executive Officer to prepare a Ministerial Designation Submission to the Department of State Development, Manufacturing,
Page 141 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Infrastructure and Planning (DSDMIP) on the proposed educational establishment at 54 & 56 Otto Road and 29 & 33 Gehrke Road, Plainland.
Moved By: Cr Vela Seconded By: Cr Wilson Resolution Number: 16-20/1216
CARRIED 5/0
Cr McLean and Cr Hagan returned to the meeting, the time being 11:30am.
Report
1. Introduction
The Hon. Cameron Dick MP, Minister for State Development, Manufacturing, Infrastructure and Planning is proposing to make an infrastructure designation at 54-56 Otto Road and 29- 33 Gehrke Road, Plainland for Plainland Catholic Secondary College. The project includes: • A school, church and associated educational facilities that will be constructed over eight (8) stages and will not exceed 2 storeys in height.
The school will accommodate approximately 875 students by the year 2039, and the Church will have a capacity of 120 people.
A submission can be made on or before 24 January 2019 to the Infrastructure Designation team in the Department of Development, Manufacturing, Infrastructure and Planning.
2. Background
On 23 July 2018, a prelodgement meeting was held with the proponent and their associated consultants. The proponent did not indicate they were proposing to utilise the Infrastructure Designation process.
On 15 November 2018, advice was received from the Minister regarding commencement of public consultation associated with an Infrastructure Designation for the Plainland Catholic Secondary College and Church. Council officers had received prior indication that this would be occurring as the applicant had requested details of adjoining owners prior to the public consultation period.
Most state school developments are approved through ministerial designation. Under the Sustainable Planning Act 2009, private schools were not eligible for this process. Under the Planning Act 2016, the parameters for Infrastructure Designation have been expanded to enable non-state schools to be considered, however only the Planning Minister can provide this designation. No further development approvals are required under this process, however Building Approvals and other Act approvals are still required.
Differences between an Infrastructure Designation and a Development Application include the following:
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DA Infrastructure Designation Application Fees Yes No Infrastructure Charges Yes (if increasing students) No Public Consultation Yes (for Impact) Yes Submitter Appeal Yes (for Impact) No Currency Period 6 years for MCU 6 years for MCU
The Minister’s decision cannot be appealed.
In this circumstance, Council is not the assessment manager. Council has opportunity to make a submission with respect to the proposal.
3. Report
Proposed Development
An Infrastructure Designation request has been lodged over the site for a non-State secondary school, church and associated educational facility (e.g. outside school hours care associated with existing students). The Infrastructure Designation proposal includes a planning report and technical reports. These documents have been reviewed.
“The proposal will be constructed over eight (8) stages and consists of a cumulative gross floor area of 14,298m² over all 8 stages once the school is complete in 2039 (indicative timing). The proposed built form will not exceed 2 storeys in height above ground level and the proposed building arrangement will consist of 10 classroom blocks, a homestead with sheds to be used in association with the eco-science precinct, a future hall, gym, canteen area, well-being centre and a church. The school anticipates 155 enrolments commencing in 2021 as part of Stage 1. The school is expected to increase to a total 875 students by 2039 once stage 8 commences use. In addition, a balance area will be allocated for a future primary school, however the development of this area will be scheduled pending demand. Two ovals will be delivered up front and will be used to facilitate school sports and possibly after-hours community sports (e.g. evening touch football competitions). The staged delivery allows for each phase of construction to be carried out in an effective and efficient manner that aligns with the student enrolments while minimizing impacts on adjoining residences.
The proposal includes a Church, which will have a GFA of 890m2, as shown in the Architectural Plans in Appendix A, and have a capacity of 120 people. It is expected that during peak service times (eg. around Easter and Christmas) the Church will operate at capacity, however, usual weekly services are expected to only attract a congregation of approximately 60 people.”
The proposal also includes the designation of infrastructure for Item 9, as the school intends to provide outside school hours care for students. It should be noted however, this care will only be provided for existing students of the school and will therefore not place an additional demand on school and surrounding infrastructure such as car parking and the local traffic network.
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The site has road frontages to both Otto Road and Gehrke Road. It is proposed that the primary vehicular, cyclist and pedestrian access point will be via Otto Road. The Gehrke Road entrance to the site will be limited to service vehicles, vehicles gaining access to the Homestead and pedestrians only.”
Subject Land
The subject site consists of four (4) lots. The site is generally rectangular in shape and has an overall area of 18.105ha. The site is bounded to the east by Gehrke Road and to the north by Otto Road.
The site slopes from east to west and has approximately 19 metres of fall across the site. The site also contains a drainage line that runs generally westward. The northern part of the site slopes to the south toward the drainage line.
It is proposed to bench the site, to provide four relatively flat developable areas on the site. The two eastern sites are proposed to contain the school buildings. The two central/western benches are proposed to contain sports fields, including a track and field facility.
The site contains areas of native vegetation. This vegetation predominantly includes eucalypts in an open woodland setting. Any understorey has been removed in favour of a grass cover generally including pasture grasses.
The surrounding land is generally rural residential in function.
Assessment
Staging of Development
The staging of the development will generally correspond to the progression of the first student enrolments, with classes for Years 7 & 8 at commencement, and subsequent education levels being introduced in subsequent years.
The Master Staging plans of development include a reference to Eco-Science Precinct 2 (Future Primary School). The plans of development indicate 8 development stages over a period of 20 years, however this does not include buildings associated with the primary school.
No detail is provided for the primary school, however a number of references to the primary school and to the ultimate K-12 operation of the school have been made through the reports. Given the indicative primary school area is located within the more vegetated areas of the site, and the likely long lead time for developing this, it is suggested it should be clarified that development of the primary school would be subject to a separate application outside the parameters of this development.
Civil Engineering Infrastructure
Filling and Excavation
It is proposed to construct the development on a number of terraces stepping down the site, with retaining walls providing edges to the respective levels.
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The school is proposed to be constructed in stages, however the majority of the on-site earthwork is proposed to occur in conjunction with Stage 1 of the development. As a result, soil management, erosion and sediment control, and dust management will be important. As the application is subject to Ministerial assent, DSDMIP is responsible for compliance with conditions.
The proponent engaged Sheehy & Partners to prepare a Civil Engineering Infrastructure Report.
The report indicated “… expected geotechnical parameters for the site soils are as follows: • Site materials tested were all technically clays with some tending to clayey sands. • CBR values ranged from 1.5 to 6 but most were 3 to 5. • Site Classification to AS 2870 likely an “M” site with cut areas on shallow rock becoming an “S”. • Emerson Class of 2-3 indication a high to very high erosion potential. • Lower pH than neutral (4.5-6.5) and non to slightly saline soils. • Agronomist testing revealed some samples sodic and mildly salty, some low pH, possibly dispersive and low nutrient levels. Suggested adding gypsum, lime and blended NPK for use on site for landscaping and oval topsoil use. • Low moisture identified. • Shallow rock profile at most boreholes.
The above attributes and how to best treat and handle the site soils shall be confirmed on receipt of the full geotechnical report from Soil Surveys prior to detailed design.”
Officers have concerns regarding the sodic/dispersive/salinity soils on the site and within the road reserve. Not addressing these issues appropriately, could lead to: o inappropriate planning and construction of roads, buildings, retention basins, retaining walls, operational works methods, and soil compaction techniques. These can all lead to barriers to groundwater flows, increased height of water table, waterlogged soils, saline water breaching the surface, road damage, vegetation die off (including grasses), erosion of soils and surface salt, and sediment running into creeks.
This then may result in impacts upon the: o LVRC road and footpath maintenance budget; and o buildings on the site and surrounding sites through potential salt impacts.
It is requested the proponent provide a Soil Management Plan to consider dispersive, sodic and possible salinity soils both onsite and within the road reserve. It is recommended the Soil Management Plan include but not be limited to:
• Site assessment to describe the values and features of the site and surrounds including the road reserve and footpath areas. o soil and water data from sampling, testing etc. noting salinity, acidity, dispersion, erosion and electrical conductivity. • Risk mapping identifying: o zones of salinity or erosion risk o areas where soil disturbance should be avoided; o water table recharge areas to be avoided;
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o links between the assessed risks and construction practices; o design outcomes to mitigate the risk; o construction practices and design standards for erosion and sediment control. • Recommendations o For saline soils: 1. any specific soil and water characteristics; 2. suggestion of treatment measures and development constraints; 3. areas where disturbance or water table recharge of very high risk areas is to be avoided. o For dispersive soils: 1. any specific soil characteristics (e.g. fine grained and dispersive soils); 2. suggestion of alternative construction practices and top soil management to reduce present and future erosion (particularly tunnel) impacts; 3. areas where disturbance of very high risk/dispersive soils is to be avoided (iv) suggestion of treatment measures and development constraints; 4. areas where disturbance or water table recharge of very high risk areas is to be avoided. • Conclusions of the erosion assessment - Summary of site constraints, erosion hazards and recommended outcomes. • Appendices to include bore logs and copies of all laboratory test results.
Where it is intended to bring fill into the site, it is requested that a condition be included requiring the developer to ensure the fill does not contain fire ants.
It is also requested that a condition or note be included with respect to removal of weeds.
The proponent has submitted a bulk earthworks plan on Page 23 of the Civil Engineering Infrastructure Report, which indicates the need for between 1 and 3m of excavation at the eastern end of the site. The proponent has however not proposed to carry out any excavation within approximately 10m of the Gehrke Road road reserve.
The proponent has also indicated a need to bring additional fill to site as they have a shortfall of material on site. It is suggested the developer would benefit, and be subject to less impact in the future when Gehrke Road is upgraded, if they benched the site to the Gehrke Road property boundary and regraded the land in the road reserve to avoid the creation of a narrow earthen bank within their property. This would provide the school with the opportunity to source additional fill material. The school would require a Works in Road Reserve Approval if they were to adopt this approach.
Stormwater Drainage Internal
“The site does not have a legal point of discharge. Therefore the primary stormwater discharge point from the site for post development flows shall replicate the existing sheet surface flow in a westerly direction across the western property boundary at the low point of the site approximately 230m south of Otto Road, as per the existing natural situation, into the head of the neighbouring existing farm dams.”
Additional comments regarding this are addressed in the Stormwater management section of the report.
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Stormwater Drainage External
Apart from the flows from the land opposite the northeast corner of the site, there are minimal overland flows impacting the site. A watercourse to the south of the site collects most of the overland flows to the south of the site. A small area of land to the north of Otto Road drains southwards to Otto Road, however the majority of land to the north slopes northwards, away from the site. The majority of land on the eastern side of Gehrke Road in the vicinity of the site drains to Gehrke Road, and from there drains southwards toward the watercourse, or northwards to the culvert under Gehrke Road.
The proponent proposes to divert flows from the culvert adjacent to the intersection of Gehrke Road and Otto Road along the Otto Road road reserve. If this is the case, it is considered the proponent needs to provide stormwater infrastructure with sufficient capacity to accommodate these flows.
While properties to the east of Gehrke Road may in the future be redeveloped, those developments will require suitable stormwater treatment to avoid downstream worsening.
Flooding
Approximately 2.1ha of the site is located within the Investigation Area of the TLPI 01/2019 Flood Hazard. It is not proposed to construct buildings or structures within this area, however an aquaculture dam associated with the school’s educational syllabus is proposed to be located within this area
Stormwater Management
The proponent engaged Gilbert and Sutherland to prepare a Stormwater Management Strategy for the development.
The conceptual analysis indicates that, provided the recommended water quality management measures are suitably designed at subsequent Operational Works stages, properly installed and maintained, the quality of runoff from the proposed development will achieve LVRC’s specified Water Quality Objectives (WQO).
Gilbert & Sutherland concept’s construction phase Stormwater Quality Management Plan does not address sodic or dispersive soil management during construction and post construction management of school grounds. A chemical solution could be used to address and protect infrastructure at a construction stage. However post construction the site should be capped with topsoil and grass seeded to minimum 80% cover, in order to minimise erosion of dispersive soils on-site and maintain proposed stormwater management systems.
It is requested that DSDMIP provide relevant conditions to address stormwater management on site in a manner that does not cause worsening on downstream properties.
Bushfire Management
The proponent engaged Bushfire Risk Reducers to prepare a Bushfire Management Report.
The site has access to demand managed reticulated water. The development also proposes dams at the western end of the site.
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The report has proposed a number of recommendations. It is suggested the recommendations of the report be implemented.
Acoustic report
The proponent engaged Wood and Grieve to prepare an Acoustic report. The report has addressed the potential impacts of the development on nearby sensitive receptors. The report has included the potential community use of the sports ovals during evening hours, consistent with the Infrastructure Designation Report.
It is suggested that the recommendations of the Acoustic report be implemented.
Traffic
The proponent provided a Preliminary Traffic Assessment prepared by Lambert & Rehbein.
The key recommendation of the Lambert & Rehbein report includes the proposed signalisation of the Gehrke Road, Otto Road and Mountain View Drive intersection prior to the school opening. This is considered to satisfactorily address concerns with respect to traffic movements at this intersection.
The proponent has shown a detailed internal traffic arrangement with respect to on-site parking and manoeuvring. The internal traffic arrangement can be upgraded to accommodate expansion of the school over time. This parking arrangement is considered to be generally acceptable.
The proponent has indicated the pavement of Otto Road would be upgraded and widened to include kerb and channel along the southern side of the road. This is considered satisfactory, however the road pavement itself should be tested to ensure the existing pavement will suffice to accommodate the development.
Apart from the intersection works, the proponent does not appear to have considered any upgrades to the road pavement along the Gehrke Road site frontage of the site. It is considered DSDMIP should be including conditions that address relevant upgrades to Gehrke Road.
The report indicates traffic generation associated with Stage 1 peak hour trips reaches a total of 27 trips in 2021, where the total amount of peak hour trips generated at Stage 8, once the school has been completed, totals 149 trips. The school anticipates 155 enrolments commencing in 2021 as a part of Stage 1, and a total of 875 students by 2039 once Stage 8 commences use. The number of students attending in 2021 is however indicated to be 75 according to Table 3-3 of the Lambert & Rehbein report.
Table 4-2 of the Lambert & Rehbein Traffic report estimates based on a rate of 0.12 trips per student that only 9 trips are required for students in peak hour. It is considered the numbers of peak hour trips for 2021 may be low, given enrolments in early years are for students who cannot drive. However, given Lambert & Rehbein’s recommendation to signalise the Gehrke Road intersection prior to the school opening, this is not considered to be a significant issue.
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The development does not appear to satisfactorily address pedestrian movements beyond the site. Gehrke Road currently does not have a sealed footpath north of Barcoo Drive. An internal pathway is proposed as part of Stage 1 to provide access from the proposed buildings to the southern boundary of the site. It is anticipated a percentage of students may be resident within walking distance of the site. It is requested the Minister consider the appropriateness of a footpath link from the existing residential areas to the site.
Council has indicated the carriageway of Gehrke Road should ultimately be upgraded to a four lane divided carriageway. This would typically require a 32m wide road reserve. The road reserve of Gehrke Road to the south of the site has a width of approximately 27m, however the southern part of the Gehrke Road road reserve adjacent to the site has a width of approximately 20m, however this increases in width closer to Mountain View Drive. The plans of development show hatching on the west side of Gehrke Road that allows for a 10m road resumption, and it is indicated that no building will occur in this area, but no detail has been provided with respect to when this land should be dedicated or resumed.
It is proposed to provide advice to DSDMIP with respect to development conditions and road upgrade requirements.
Conceptual Landscape Plan
The conceptual landscape plan provided an indicative palette of plant species that could be used on site. The plan does not set out a conceptual layout of plants on the site.
It is understood there is existing koala vegetation on site that should be retained where possible, or replaced if it is not possible to retain.
Based on the Bushfire management recommendations, it is suggested any plantings in proximity to the proposed buildings should consist of species that are not highly flammable.
Based on the existing soil conditions, it is suggested plantings on site should consist of native species that will assist in the reduction or mitigation of impacts associated with saline, sodic or dispersive soils.
It is requested the plans include a more detailed landscape plan that shows the locations of the “landscape zones” described on page 4 of the proponent’s Landscape concept plan.
It is also requested the proponent provide a revegetation plan, including locally native koala food and habitat tree species to be planted, with details of densities, watering, maintenance etc. Possible recommended revegetation areas include around the eco-science precinct – ESP1 or around bio retention pond, aquaculture dam and ovals
It is requested the proponent consider fauna friendly fencing where possible to enable movement of native animals to and from the site.
Further approvals
If the Infrastructure Designation is approved, the proposed development would be subject to further permits including: • Plumbing and Drainage • Building Works Page 149 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
• Operational Works (Roads, Carparking, Drainage, Landscaping)
4. Policy and Legal Implications
There are no policy or legal implications arising from the recommendation provided in this report.
5. Financial and Resource Implications
Section 113(3)(d) of the Planning Act 2016 precludes Council from adopting a charge relating to development for a non-State school under a designation. Under Table D of Council’s Adopted Infrastructure Charges Resolution (No.2) 2018, infrastructure charges for an Educational Establishment facility would be subject to the following demand units.
Demand Unit LVRC LVRC QUU QUU QUU stormwater Other Water Wastewater All Networks Per m2 Per m2 GFA Per m2 GFA Per m2 GFA Per m2 GFA impervious Educational $10.00 $69.00 $24.00 $47.00 $71.00 facility
The proponent provided a table setting out the overall GFAs for buildings in their suite of plans. Excluding ancillary structures such as covered areas, or parts of buildings including toilets or lobbies or entries, Stage 1 has an indicative GFA of 1471m2, while Stage 8 (beyond 2039) has an ultimate GFA of approximately 10,223m2. Excluding stormwater contributions and QUU contributions, Stage 1 contributions for Other would be approximately $101,499. By Stage 8 cumulative infrastructure contributions for Other are approximately $705,000. These figures do not include CPI increases.
The development will generate additional demand on Council’s trunk infrastructure, but the use of the Infrastructure Designation process results in reduced infrastructure contributions available to Council (and potentially QUU) for provision of trunk infrastructure.
Conversely, the proponent would not be eligible for Council’s Development Incentives – Infrastructure Charges Policy. Similarly, the development would not be eligible for offsets against trunk infrastructure. The development does include the signalisation of the Gehrke Road and Otto Road intersection. This would be at the proponent’s cost.
6. Delegations/Authorisations
There are no implications for delegations or authorisations arising from the recommendation provided in this report.
7. Communication and Engagement
A submission from Council will be formally communicated to DSDMIP in accordance with the requirements of the Planning Act 2016.
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8. Conclusion
While the proponent has provided a detailed request to DSDMIP as a part of this proposal, it is considered a number of items have not been sufficiently addressed. If the proposal had been subject to a Material Change of Use, Council would have addressed these areas of concern via an information request and/or including conditions as a part of a Decision Notice.
It is proposed to lodge a submission with the Department providing comments with respect to the Infrastructure Designation as detailed within this report.
9. Action/s
1. Lodge submission to DSDMIP in accordance with the requirements of the Planning Act 2016.
Attachments 1⇩ Locality Plan 4 Pages Concept Site Master Plan - Secondary School Master Staging Plan - Secondary School Sections
Page 151 Ministerial Designation Submission to Department State Attachment 1 Development, Manufacturing, Infrastructure and Planning - Locality Plan / Concept Site Master Proposed Educational Establishment - 54 & 56 Otto Road Plan - Secondary School / Master and 29 & 33 Gehrke Road, Plainland Staging Plan - Secondary School / Sections
Attachment 1 11.2 Page 152
Ministerial Designation Submission to Department State Attachment 1 Development, Manufacturing, Infrastructure and Planning - Locality Plan / Concept Site Master Proposed Educational Establishment - 54 & 56 Otto Road Plan - Secondary School / Master and 29 & 33 Gehrke Road, Plainland Staging Plan - Secondary School / Sections
Attachment 1 11.2 Page 153
Ministerial Designation Submission to Department State Attachment 1 Development, Manufacturing, Infrastructure and Planning - Locality Plan / Concept Site Master Proposed Educational Establishment - 54 & 56 Otto Road Plan - Secondary School / Master and 29 & 33 Gehrke Road, Plainland Staging Plan - Secondary School / Sections
Attachment 1 11.2 Page 154
Ministerial Designation Submission to Department State Attachment 1 Development, Manufacturing, Infrastructure and Planning - Locality Plan / Concept Site Master Proposed Educational Establishment - 54 & 56 Otto Road Plan - Secondary School / Master and 29 & 33 Gehrke Road, Plainland Staging Plan - Secondary School / Sections
Attachment 1 11.2 Page 155
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
12.0 CORPORATE AND COMMUNITY SERVICES REPORTS
12.1 Executive Manager Corporate and Community Services Monthly Report for December 2018
Date: 09 January 2019 Author: David Lewis, Executive Manager Corporate & Community Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
This report provides Council with a summary of key operational activities undertaken by Corporate and Community Services during December 2018.
Officer’s Recommendation:
THAT Council receive and note the Executive Manager Corporate and Community Services Monthly Report for December 2018.
RESOLUTION THAT Council receive and note the Executive Manager Corporate and Community Services Monthly Report for December 2018.
Moved By: Cr Holstein Seconded By: Cr Wilson Resolution Number: 16-20/1217
CARRIED 7/0
Report
1. Introduction
This report provides Council with a summary of key operational activities undertaken by Corporate and Community Services during December 2018.
2. Background
Council should be aware of group activities to guide future decision making.
3. Report
A summary of the key outcomes for Corporate and Community Services during December 2018 by functional grouping follows.
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FINANCE AND CUSTOMER SERVICES
Finance
As of 21 December, 95.59% of the first 2018/19 rates levy has been collected. Legal action continues for those that remain overdue with judgement being sought in January.
Dates for the second levy will be: Issue – 31 January 2019, Due Date – 1 March 2019. These are in line with previous years.
Updating of data for the levy has commenced with testing planned for early January 2019.
Accounting Services
• Information is being collected for the second quarter budget review.
The Weekly cash balance as at 31 December 2018 was $21,596,505.00
Outstanding rates at 24 December 2018 were $662,832.27. The following table shows a comparative recent history of Council’s outstanding weekly rates balances.
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Customer Services
This section of the report breaks down December 2018 activity within the Customer Services Branch by service type.
Service Requests Details of December 2018 customer service requests and recent trends in relation to same for the Customer Services Unit and Council are detailed in the table below.
Councillor requests There were 14 new Councillor Requests in December 2018, with 46 Councillor Requests remaining open at 31 December 2018.
QGAP There were 365 QGAP transactions processed by Council during the month of December. Page 158 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
BUILDING AND FACILITIES
Gatton Depot Facilities Shed • Currently out to tender in December 2018.
Gatton Depot Workshop Switchboard Upgrade • Trenching works complete and cables installed • Cabling has been pulled through conduits into the MSB and Depot Workshop • Switchboard will be ready for installation on 11 Jan 2019.
Laidley Cultural Centre Cooling System • Work started on the 6 December 2018 • Installation of the 6 units and electrical completed 12 December /2018 • Electrical Certificate issue and commissioned.
Laidley Recreational Reserve Change Rooms • Daniel Banditt Constructions have demolished inside of change rooms • Sub floor repairs and plumbing rough complete • Waterproofing membrane and screed complete • Site Closed for Christmas Break • Tiles on–site and with partitions ordered.
Gatton Showground’s Energy Reduction • Contract negotiations are being finalised with the successful contractor ERM.
Separate Metering (Gatton Showground’s) • Finalised the separate metering system design with Ashburner Francis Engineers • Contract negotiations are underway with Arnolds Electrical for the separate metering.
Gatton Showgrounds Washbay • Wash Bay at 99% completed by Clearspan - 18 December 2018 • Plumbing At 99% completed by OZ LAV Plumbing • Design received by Infrastructure Works and Services for road changes.
Withcott Toilet Block • Awaiting a letter of ‘no objection’ from Translink and Transport and Main Roads to action the carpark line marking.
Gatton Showgrounds Masterplan • Meeting held with the Portfolio Councillor, Building and Facilities officers and the Consultant to identify the political vision for the Showgrounds site prior to any community engagement forums • The Principal Consultant is continuing with background desktop analysis on the masterplan.
Gatton Shire Hall • Organised a request for fee proposal and evaluation to select a Principal Consultant for design works.
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Cahill Park Amenities • Meeting with AFL Queensland to verify the proposed design and support with financial contribution • Principal Consultant engaged to provide detailed design documentation in January 2019.
LIBRARIES
ART GALLERY
• The current exhibition is by the Creekers Art Crew which opened on 15 December and runs until 20 January. To date, 12 works have sold.
CHILDCARE
Average occupancy rates for the month of December 2018 were Gatton 60% and Kensington Grove 50%.
Recent milestones events included: • 7 December 2018 - Kindergarten program completed for the year
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• 6 December 2018 – Gatton Child Care Children’s Christmas Party • 7 December 2018 - Kensington Grove Community Childcare Children’s Christmas Party.
On 21 December 2018 both centres closed for 2 weeks over the Christmas/New year break.
HEALTH, WASTE AND REGULATORY SERVICES
A total of 233 Health, Waste and Regulatory Services related CRMs were received during December. Of these 107 remain current.
Waste
• Final draft of Waste Reduction and Recycling Plan prepared • Water reticulation system off Gatton Landfill Sedimentation Lagoon completed • Manager Health Waste and Regulatory Services attended LGAQ Environment and Waste working group and waste alliance meeting. • DES notified Council of successful funding application for Grant Levy Project ($255,858.79 for Laidley Waste Site and $90,981.51 for Gatton Waste Site). A project management group has been established for these projects.
Regulatory Services
• Licences issued 0 • Licences cancelled 1 • Inspections completed 19 • Non-Compliance letters 3 • Design approval 1
Local Laws
• 4 Dog attacks were reported to Council during December 2018 with 2 attacks being on a person. • 21 Warning Notices have been issued to animal owners.
Dog Registrations 2018/19
Number of Animal Related CRM’s received in comparison to Dog Registrations:
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• Currently 7,244 dogs have been registered for 2018/19 (95.56% of 2017/18 total dogs registered). • Currently 373 dogs are outstanding in registration (4.92% of 2017/18 total dogs registered).
INFORMATION SERVICES
• CiA Property and Rating Upgrade – Meeting held on 20 December 2018 with the Executive Leadership Team. Decision was made to commit to the CiA Property and Rating project and deliver business improvements prior to recommencing the project. • CiA eRecruitment – All outstanding issues have been resolved. Date for go live to be determined. • CiA Property and Rating Policy – Full testing is required to ensure that either all software issues can be rectified, or that an alternative method of publication and consultation can be found in time for the Draft Scheme’s consultation period. Daily service requests for December 2018 managed by Information Services are highlighted in the attached graph.
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DISASTER MANAGEMENT
• Additional flood monitoring cameras have now been installed at Grantham and Helidon which will add to the Disaster Management flood intelligence network. Selected still frame images will be available to the public via the Disaster Dashboard early in 2019 once reliability has been sufficiently tested. • Get Ready QLD 2018/2019 Funding - community engagement. Emergency planning and facilitation of collaboration between Aged Care and Respite Facilities within Lockyer Valley. This is to enhance the resilience of Aged Care facilities in relation to planning and preparedness for disaster events. • WISE Flood Modelling System - WISE Management met with Lockyer Valley Regional Council and Somerset Regional Council officers to demonstrate the complete system. • Disaster Management hosted a “Seasonal Brief” in the Local Disaster Coordination Centre on 6 December. The briefing covered subject matter such as the Bureau of Meteorology seasonal outlook video, training and exercise program, Council’s intra-agency preparedness, inter-agency collaboration and communications, and an SES update. • SES participated in Gatton Christmas Party and Forest Hill Festivities.
BUSINESS IMPROVEMENT COORDINATOR
Connected Council and Voice of the Customer surveys • Accountability: All units that have undergone a Voice of the Customer survey attended a quarterly accountability session with the Executive Leadership Team to report on progress made to respond to improvement recommendations identified within the survey. • Customer Focus: The schedule for 2019 Voice of the Customer surveys has been reviewed by Executive Leadership Team; round 2 surveys will commence in the second half of the 2019 calendar year. This will help groups clarify whether improvements made this year are hitting the mark with customers.
Service standards • Communication: Reviewed service standards for customer requests (first response and closure timeframes) will be confirmed by Executive Leadership Team by the end January 2019. This will enable the standards to be transparently communicated to customers at the time they lodge a request.
Attachments There are no attachments for this report.
Page 163 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
12.2 Summary of Council Actual Financial Performance vs. Budget – 31 December 2018
Date: 08 January 2019 Author: Tony Brett, Manager Finance & Customer Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
In accordance with Section 204 of the Local Government Regulation 2012, a financial report summarising the progress of Council’s actual performance against budgeted performance is to be presented to Council. This report provides a summary of Council’s financial performance against budget for the financial year to 31 December 2018.
Officer’s Recommendation:
THAT Council receive and note the Summary of Council Actual Financial Performance versus Budget to 31 December 2018.
RESOLUTION THAT Council receive and note the Summary of Actual Financial Performance compared to Budget, to 31 December 2018, as attached to these Minutes.
Moved By: Cr Wilson Seconded By: Cr Hagan Resolution Number: 16-20/1218
CARRIED 7/0
Report
1. Introduction
In accordance with Section 204 of the Local Government Regulation 2012, a financial report summarising the progress of Council’s actual performance against budgeted performance is to be provided to Council.
2. Background
Monthly reporting of Council’s financial performance is a legislative requirement and reinforces sound financial management practices throughout the organisation.
3. Report
The following report provides a summary of Council’s financial performance against budget to 31 December 2018.
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Operating Revenue - Target $26.88 million Actual $26.74 million or 99.48%
At 31 December 2018, overall operating revenue was on target for the budgeted amount. Other Revenue is above target due to the recovery of insurance claims and higher than expected revenue from Queensland Urban Utilities. Interest revenues also remain slightly higher than the budgeted amount and the State Trainee Grant has also been received making grants slightly higher than expected.
The unfavourable variances in fees and charges for Building and Plumbing and Development Applications is now $0.26 million and would appear to be indicative of a general downturn in the sector. This item will be reviewed in the second quarter budget review to determine if an end of year adjustment is required.
Operating Expenditure - Target $27.60 million Actual $27.31 million or 98.95%
At 31 December 2018, overall operating expenditure for the year to date is on target.
Employee costs remain slightly over target however as with previous years, the capital works program has a significant day labour component. The operating budget assumes that the capital budget will be completed as planned. There has been more operational works performed to date, particularly within the Infrastructure, Works and Services Group (IWS) due to internal resources being reallocated to operational maintenance projects. The split between operational and capital works continues to be monitored, and an adjustment will be included in the second quarter review to reflect the change in focus for IWS.
Materials and services are under budget in a number of areas. These variances are most likely timing differences in the phasing of budgeted expenditure for operational projects and will be addressed in the second quarter review.
Actual depreciation, based on the final asset values as at 30 June, is less than budget. An adjustment to depreciation will be recommended as part of the second quarter budget review.
Capital Revenue - Target $1.44 million Actual $1.33 million or 92.36%
Overall capital grants and subsidies revenue is under budget for the year to date. The timing of capital grants and subsidies remains largely dependent upon the completion of the annual capital works program and the grant application approval process. The year to date variance is not of concern.
The negative revenue amount of $3.45 million shown against capital expenses relates to accounting adjustments associated with Council’s asset capitalisation processes. This will be further reviewed to potentially move it to an offset in the balance sheet.
Capital Expenditure – Target $25.63 million Actual $9.23 million or 36.02%
To 31 December 2018, Council has expended $9.23 million on its capital works program with a further $3.76 million in committed costs for works currently in progress. With commitments included, the works program is 50.68% spent.
The main expenditures are $6.42 million within Infrastructure, Works and Services and $2.09 million within Corporate and Community Services.
Page 165 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Statement of Financial Position
The Statement of Financial Position provides information on the breakdown of Council’s assets and liabilities at a point in time. At 31 December, Council had $28.86 million in current assets compared to $9.49 million in current liabilities with a ratio of 3.04:1. This means that for every dollar of current liability, there is $3.04 in assets to cover it.
Statement of Cash Flows
The Statement of Cash Flows provides information on the amount of cash coming in and going out. As at 31 December, there has been a net cash outflow of $4.90 million with $3.53 million received from operating activities with a net cash outflow of $7.75 million being spent on capital works and a further net outflow of $0.68 million for debt repayments.
The Statement of Cash Flows is important as it shows the real movement in Council’s cash balances, as opposed to the accounting movements shown in the Statement of Income and Expenditure. To maintain adequate working capital, it is estimated that Council needs around $11.00 million cash at any one time, at 31 December, Council’s cash balance was $21.04 million.
4. Policy and Legal Implications
Policy and legal implications will be addressed in future on matters that arise before Council.
5. Financial and Resource Implications
Monitoring of budgets and actuals will remain important if Council is to achieve the financial results adopted as part of the 2018/19 Budget, with any variations or anomalies to be investigated and action taken as appropriate. At present, the overall financial result is in line with the forecast; however, key items of risk moving forward include the reduced amount of fees and charges from plumbing, building, and development assessment and the allocation of resources between operational and capital works.
6. Delegations/Authorisations
No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Service will manage the requirements in line with existing delegations.
7. Communication and Engagement
The matters arising from this report that require further communication will be addressed through existing communication channels.
8. Conclusion
At 31 December, both revenues and expenditures are on target. Variations to budgets are being monitored to determine if they are a result of timing differences, or if corrective action will be required.
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9. Action/s
1. Nil.
Attachments 1⇩ Monthly Financial Report - December 2018 20 Pages
Page 167 Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 168
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 169
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 170
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 171
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 172
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 173
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 179
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 180
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
Attachment 1 12.2 Page 181
Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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Summary of Council Actual Financial Performance vs. Attachment 1 Budget – 31 December 2018 Monthly Financial Report - December 2018
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ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
12.3 Rental of Toilets Laidley Village Shopping Mall
Date: 05 December 2018 Author: Kerry Wicks, Buildings and Facilities Business Coordinator Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
The purpose of this report is to seek Council approval for a three year lease of the Laidley Village Shopping Mall toilets.
Officer’s Recommendation:
THAT Council authorise the Chief Executive Officer to enter into a three year lease of the Laidley Village Shopping Mall toilets at a rate of $15,184.86 per annum (indexed by CPI) with annual rent reviews to be undertaken on 1 July 2019, 1 July 2020 and 1 July 2021.
RESOLUTION THAT Council authorise the Chief Executive Officer to enter into a three year lease of the Laidley Village Shopping Mall toilets, at a rate of $15,184.86 per annum (indexed by CPI) with annual rent reviews to be undertaken on 1 July 2019, 1 July 2020 and 1 July 2021.
Moved By: Cr Hagan Seconded By: Cr McLean Resolution Number: 16-20/1219
CARRIED 7/0
Report
1. Introduction
Council has a long standing arrangement for the lease of the Laidley Village Shopping Mall toilets to facilitate access to public amenities within the Laidley Central Business District.
2. Background
Council received a letter from the Agent (Ray Bachmann Real Estate) on 25 September 2018 advising that the current lease for the Laidley Village Mall toilets was due for renewal as the lease had expired on 30 June 2018.
The previous Laidley Shire Council had made an agreement with the Laidley Village Shopping Mall Committee to pay an annual fee for the rental and cleaning of the toilets for public use.
Page 188 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Under the direction of Council this agreement has continued to date.
The proposed lease is for a three year term at a cost to Council of $15,184.86 per annum.
The owners of the toilets have offered Council the following options:
1. Council pay an annual rental of $15,184.86 (increased annually in accordance with CPI); 2. Council take over the cleaning of the toilets and mall with the lease to revert back to $0.00; or 3. Revert access to the toilets back to staff only with no public access.
3. Report
A brief analysis of the three options indicated above follows. These options were also discussed with Council at its Workshop on 27 November 2018.
Option One The previous Laidley Shire Council had an agreement with the Laidley Village Shopping Mall Committee to pay an annual fee for the rental and cleaning of the toilets for public use. The Committee had approached Council and requested financial support due to the increasing costs involved with cleaning and maintaining the facility, this agreement has continued to date.
In 2011 there was a significant increase in the rent that doubled from $6,600 to $13,200 per annum; at this time Council resolved to continue with the lease. Due to annual CPI increases the annual rent has increased to $15,184.86.
Importantly, Council is not required to contribute to any additional outgoings including the costs of repairs and maintenance, gardening and landscaping, cleaning of the building, pest control, and security services, provision of fire detection and extinguishing equipment and waste removal.
The total cost to Council of this option in year 1 of the lease would be $15,184.86.
Option Two Council’s Community Facilities Business Coordinator has advised that it is possible for Council to take over the cleaning of the toilets at a cost of approximately $23,938.88 for the balance of the 2018/19 financial year (28 weeks). This amount includes start-up costs (new toilet paper, paper towel and soap dispensers to align with Council’s current supplies) of $1,200.00.
Under this option, Council is not required to contribute to any additional outgoings including the costs of repairs and maintenance, gardening and landscaping, cleaning of the building, pest control and provision of fire detection and extinguishing equipment.
The total cost to Council of this option in year 1 would be approximately $45,500.00.
Option Three Importantly the Development Agreement does not specify that the owner must provide public amenities.
Page 189 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
In a meeting with the owners on 7 November 2018, they stated that should Council not wish to continue with the current agreement, then the toilets would be closed for public use.
The social impacts if the toilets are closed include: • the public will have to use other facilities in the area; these include Das Neumann Haus (250 metres from the Mall), Laidley Recreation Reserve (400 metres from the Mall), and Laidley Library (500 metres from the Mall) • the elderly, infirm, the immobile and parents of young children may not be able to navigate their way to the above locations in a timely manner • Council will be called upon by the public to explain reasons as to why a readily accessible amenities block is no longer supported.
If this option were to be the preferred option there would be an increase in use of the three facilities mentioned above, which in turn may increase the operating and opportunity costs to Council.
4. Policy and Legal Implications
Policy and legal implications will be addressed in the future on matters that arise before Council.
5. Financial and Resource Implications
Any budget implications associated with the report recommendation will continue to be addressed through existing allocations.
6. Delegations/Authorisations
Where further decisions are required with respect to entering into or amending the lease, the Chief Executive Officer has been delegated the authority to make these decisions.
7. Communication and Engagement
The owners of the Laidley Village Shopping Mall and Councillors have been engaged on the alternative options in relation to the Laidley Village Shopping Mall toilets.
If Council accepts the report recommendation, the wider community should be informed of Council’s ongoing support for the provision of public access to the amenities.
8. Conclusion
The recommendation of this report provides the best value solution to Council to enable ongoing public access to the Laidley Village Shopping Mall toilets.
9. Action/s
1. The Agent is to be notified in writing that Council will enter into the lease arrangement for the facility. 2. The CEO will sign the lease and return to Community Facilities Business Coordinator for distribution.
Page 190 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
3. Council advertise its ongoing contribution to the provision of public access to the Laidley Village Shopping Mall toilets.
Attachments There are no attachments for this report.
Page 191 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
12.4 Traffic Control and Management Services Procurement Plan
Date: 10 January 2019 Author: Tony Brett, Manager Finance & Customer Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
The purpose of this report is for Council to approve a procurement plan for traffic management services.
Officer’s Recommendation:
THAT Council approve the Significant Procurement Plan for Traffic Management Services.
RESOLUTION THAT Council approve the Significant Procurement Plan for Traffic Management Services, as attached to these Minutes, subject to the following amendment:
Clause 7 of the Plan should be amended to remove reference to 24 months and insert 12 months, as follows:
“It is recommended that a Pre-Qualified Supplier Panel Arrangement will be for a term of (24) 12 months, with the option to extend for a further 12 months”.
Moved By: Cr Wilson Seconded By: Cr Cook Resolution Number: 16-20/1220
CARRIED 7/0
Report
1. Introduction
Under the Local Government Act 2009 (the Act) and the Local Government Regulation 2012 (the Regulation), Council has specific legislative responsibilities in relation to procurement. Council’s Procurement Policy and Procurement Procedures Manual provides a mechanism to assess and approve the best method of procurement for significant activities.
2. Background
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Lockyer Valley Regional Council engages in projects including but not limited to roadworks, maintenance and events. Due to the large number of projects impacting on Council at any given time, formalising the arrangements for procuring traffic control services and management is appropriate.
3. Report
The objective of the procurement plan is to outline a process to ensure Council’s adherence to the Sound Contracting Principles of the Local Government Act 2009 and Council’s Procurement Policy and Procedures Manual.
The objective of the procurement is to obtain multiple Pre-Qualified Suppliers for the delivery of traffic management services and control equipment in line with current regulations, legislation and Department of Transport and Main Roads standards.
The Procurement Plan is at Attachment 1.
4. Policy and Legal Implications
The completion of a procurement plan documents the method to be used in managing significant procurements and enhances the governance and probity of the process.
Tendering of the services to the market is essential to meet statutory obligations under the Local Government Act 2009 and Local Government Regulation 2012. Failure to complete this process may result in action being taken against Council by potential competing companies.
5. Financial and Resource Implications
Budget and resource implications will continue to be addressed through existing budget allocations.
6. Delegations/Authorisations
No further delegations are required to manage the issues raised in this report. The Executive Manager Infrastructure, Works and Services will manage the requirements in line with existing delegations.
7. Communication and Engagement
The matters arising from this report that require further communication will be addressed through existing communication channels.
8. Conclusion
The approval of the Significant Procurement Plan will enable Council Officers to proceed with formalising the arrangements for the procurement of traffic control and management services.
9. Action/s
Page 193 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
1. Carry out the procurement plan.
Attachments 1⇩ Significant Procurement Plan - Traffic Management Services 9 Pages
Page 194 Traffic Control and Management Services Procurement Attachment 1 Plan Significant Procurement Plan - Traffic Management Services
Attachment 1 12.4 Page 195
Traffic Control and Management Services Procurement Plan Attachment 1 Significant Procurement Plan - Traffic Management Services
Attachment 1 12.4 Page 196
Traffic Control and Management Services Procurement Attachment 1 Plan Significant Procurement Plan - Traffic Management Services
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Traffic Control and Management Services Procurement Plan Attachment 1 Significant Procurement Plan - Traffic Management Services
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Traffic Control and Management Services Procurement Attachment 1 Plan Significant Procurement Plan - Traffic Management Services
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Traffic Control and Management Services Procurement Plan Attachment 1 Significant Procurement Plan - Traffic Management Services
Attachment 1 12.4 Page 200
Traffic Control and Management Services Procurement Attachment 1 Plan Significant Procurement Plan - Traffic Management Services
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Traffic Control and Management Services Procurement Plan Attachment 1 Significant Procurement Plan - Traffic Management Services
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Traffic Control and Management Services Procurement Attachment 1 Plan Significant Procurement Plan - Traffic Management Services
Attachment 1 12.4 Page 203
ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
13.0 INFRASTRUCTURE WORKS AND SERVICES REPORTS
13.1 Executive Manager Infrastructure Works and Services - December 2018 Update
Date: 21 December 2018 Author: Angelo Casagrande, Executive Manager Infrastructure Works & Services Responsible Officer: Angelo Casagrande, Executive Manager Infrastructure Works & Services
Summary:
This report is to update Council on the emerging matters arising in regards to the Infrastructure Works and Services Group for December 2018.
Officer’s Recommendation:
THAT Council receive and note the Executive Manager Infrastructure Works and Services Monthly report for December 2018.
RESOLUTION THAT Council receive and note the Executive Manager Infrastructure Works and Services Monthly report for December 2018.
Moved By: Cr Holstein Seconded By: Cr Hagan Resolution Number: 16-20/1221
CARRIED 7/0
Report
1. Introduction
This report is to provide an update to Council on activities and issues for the Infrastructure Works and Services Group during December 2018.
2. Background
Activities undertaken and issues arising are described in the body of this Report.
3. Report
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3.1 PARKS, GARDENS AND CEMETERIES UNIT
The Parks, Gardens and Cemeteries Unit has undertaken the following activities during December 2018:
Capital Works Project Status Lions Park Laidley bollard installation Completed
Lake Apex step upgrade Installation of handrails
Lake Apex irrigation works Installation of sprinklers and tidy up of stage one, with turf being installed Rehabilitation of former livestock dip site at Waiting for comments from Auditor regarding Final Lockrose Report Laidley Recreation Reserve bollards Installation underway
Gatton Cemetery extension - Stage 1 Design work continuing.
Laidley Cemetery ashes memorial garden Retaining wall works completed. Further design works occurring for the next stage.
Maintenance Works
Activity Description Mowing • Mowing of parks, streets, sporting field and cemeteries in the region. Playground • Playground repairs following on from recent audit maintenance Furniture • Seat repairs in Laidley maintenance Landscaping •Mulching and pruning of welcome entrance garden at Laidley •Lake Apex playground area landscape works •Centenary gardens in preparation for Christmas carnival •Watering of flower pots Laidley main street •Tree pruning Grantham vacant blocks
Event assistance • Provided Council Event Unit assistance with 5 events Funerals/Interments • 9 held during December 2018 General maintenance • Public Park Strategy tender evaluation is completed. and business • Review of drawings for Cemetery Expansion works stage 1
3.2 INFRASTRUCTURE DELIVERY
The Infrastructure Delivery Unit has undertaken the following activities during December 2018:
Capital Works
Project Status Peters Street, Gatton Completed (Pavement reconstruction and asphalt overlay)
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Capital Works
Project Status Back Flagstone Road – Pavement reconstruction Completed (Spa Water Road to 800m South)
Lake Clarendon Way – Pavement reconstruction Completed (Gatton Esk Road – Campsey Ash Farms) Feldhahn Street, Gatton Asphalt remaining at the intersection (Pavement reconstruction and seal) remaining. To be done with Old College Road. Old College Road, Gatton Works in progress (Reconstruction) Culvert Renewal Program Summerholm Road project remaining.
Thallon Road, Kensington Grove Stage 1 (from Yellowood Court to Aniseed (Pavement widening and reconstruction in sections Grove) Works generally completed. Stage 2 from Yellowood Court to Aniseed Grove) (Aniseed Grove to Challenge Avenue) works programmed for February 2019. Jordan Street, Gatton Asphalt overlay remaining. (Road reconstruction)
Maintenance Works Activity Suburb Road Grading • Churchable • Hatton Vale • Forest Hill • Helidon • Glen Cairn • Murphys Creek • Grantham • Summerholm
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Roadside spraying • Carpendale • Helidon
Road pavement repairs • Adare • Helidon • Glenore Grove • Lower Tenthill • Hatton Vale • Plainland
Vegetation control and • Flagstone Creek • Preston slashing • Hatton Vale • Ringwood • Helidon • Stockyard • Lower Tenthill • Upper Flagstone • Plainland • Woodlands
Drainage works • Kensington Grove • Lower Tenthill • Mount Sylvia
Road patching • Brightview • Lockyer • Churchable • Lockyer Waters • College View • Lower Tenthill • Derrymore • Morton Vale • Forest Hill • Mulgowie • Gatton • Plainland • Hatton Vale • Regency Downs • Helidon Spa • Spring Creek • Laidley Heights • Summerholm
Traffic signs and line-marking • Plainland • Mount Sylvia • Gatton • Withcott • Hatton Vale
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3.2.1 Road and Drainage Defects
The above graph provides defect information from December 2017 until December 2018. The current Maintenance Priority Level is running at 265,525, down from 340,416 at the same time last year.
3.3 INFRASTRUCTURE PLANNING AND DESIGN
The Infrastructure Planning and Design Unit have undertaken the following activities during December 2018:
Project Status Handover of Postmans Ridge Road, Six Mile Creek Road and Gittins Toowoomba Second Range Road from Nexus to Council has occurred. A number of minor defects Crossing are yet to be rectified.
Working with ARTC representatives on traffic impacts on various options Inland Rail Project for Inland Rail route.
Funding successful for Railway Street lights, Centenary Gardens lights and bus stop relocation. Progressing to construction design drawings Gatton Revitalisation for Centenary Gardens lighting and Railway Street lighting. Tender has closed, assessment currently being undertaken
3.4 INFRASTRUCURE SUPPORT SERVICES
3.4.1 Asset Management Activities • Long term capital renewal programming o 2018/2019 Reseal list has been sent to delivery for prep works and the 2019/2020 Reseal list has started.
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• Level 2 bridge reports are being generated for various bridges. 23 draft reports have been generated with defects being packaged for presentation. • Repairs to the piles on Duncan’s Bridge have been undertaken to repair piles where reinforcing was exposed, (5) in total. Professional Bridge Services undertook these repairs on behalf of Council. • Stormwater Asset data capture, camera pickup and condition assessment for Laidley, Helidon and Withcott has been awarded with commencement in January 2019. • Culvert renewals list is being developed for the following 3 year period in a prioritised list. • Infrastructure Management Group, pavement and seal condition assessments have been received, workshop with key staff has been undertaken. Further work will be required in 2019 to confirm treatment types and unit rates. Once completed this work will drive the road pavement and seal renewal program for the next 5 years.
3.4.2 Plant and Fleet 2018/19 Capital Program
The table below lists the vehicles and plant that have been sold at auction and vehicles that have been purchased to replace existing plant or fleet.
Replacement Disposal New Motor vehicles 6 3 0 Light plant 0 0 0 Heavy plant 0 0 0 Miscellaneous 0 0 0
3.5 EXTERNAL FUNDING
3.5.1 2018/19 Cycle Network Local Government Grants Program
The following table provides an update on the 2018/19 Cycle Network Local Government Grants project:
Funding Amount Project Status (Excl. GST) Gatton North South Connection – Stage $225,000 Concept project completed. 1 Design and Construction. (Lake Apex Report finalised and sent to Drive on-road cycle facility and off-road Department of Transport and Main facility along part of William Street, Roads. Gatton.)
3.5.2 Safer Communities Fund
The following table provides updates on the Safer Communities Fund projects:
Page 209 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
Funding Amount Project Status (Excl. GST) Railway Street, Gatton $105,000 Tender evaluation (Lighting improvements) Centenary Gardens, Gatton $83,000 Tender evaluation (Lighting improvements) Das Neumann Haus, Laidley $4,528 Final report submitted (Installation of CCTV cameras)
3.5.3 Passenger Infrastructure Investment Program
The following table provides an update on the Passenger Infrastructure Investment project:
Funding Amount Project Status (Excl. GST) Long Distance Coach Project $21,128 Approval provided by Translink. Negotiations occurring with Queensland Rail. Detail design underway.
3.5.4 2018/19 Black Spot Road Safety Program Projects
The following table provides updates on the 2018/19 Black Spot projects:
2018/19 Black Spot Projects Funding Amount Project Status (Excl. GST) Gehrke Road / Rons Road intersection, $167,000 Detail design. Lighting and power Glenore Grove pole relocation design finalised by Energex who have programmed these works for completion by end March 2019. Blanchview Road / O'Neills Road, $82,000 Detail design Withcott Rockmount Road / Walkers Road, $67,500 Detail design Rockmount Blanchview Road / Nuttals Road, $67,300 Detail design Blanchview Woodlands Road, from Rangeview $58,200 Issued for construction Drive to Manteuffel Road, Woodlands Woodlands Road, Pitt Road and Forest $35,000 Issued for construction Hill Blenheim Road, Blenheim Dolleys Road, From Knitters Road to $27,500 Issued for construction 2.0km north, Blanchview Lake Clarendon Way / Lake Clarendon $24,000 Issued for construction Road, Lake Clarendon William Street / Smith Street, Gatton $20,000 Issued for construction Old Toowoomba Road, from Lachlan $19,000 Issued for construction Way to Parklea Drive, Placid Hills Rockmount Road / Sawpit Gully Road $18,500 Issued for construction and Stockyard Creek Road, Rockmount
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2018/19 Black Spot Projects Funding Amount Project Status (Excl. GST) Mountain View Drive, 900m section from $14,500 Issued for construction western junction with Warrego Highway, Hatton Vale Total for 2018/19 $600,500
3.5.5 Transport Infrastructure Development Scheme (TIDS)
The following table provides updates on the 2018/19 TIDS projects:
2018/19 TIDS Projects Total Project Project Status Costs Hannant Road and Fairway Drive, Hatton $100,000 Completed Vale (Construct footpaths) Thallon Road, Kensington Grove $450,892 Completed (Reconstruct pavement) Blanchview Road, Blanchview $20,000 Issued for construction (Signage improvements) Lockyer District High School $100,000 Concept design (Parking improvements) Laidley State High School $100,000 Concept design (Parking improvements) Mountain Road (Laidley), Range Crescent $150,000 Issued for construction - Clearidge Court Various Local Roads of Regional $120,000 Concept design Significance (Culvert replacement) Summerholm Road, Hatton Vale $100,000 Detail design (Widening)
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3.6 CUSTOMER SERVICE REQUESTS – MONTHLY MONITORING
Attachments There are no attachments for this report.
Page 212 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
13.2 Niemeyer Road and Rusty's Service Station
Date: 07 January 2019 Author: Seren McKenzie, Manager Infrastructure Planning & Design Responsible Officer: Angelo Casagrande, Executive Manager Infrastructure Works & Services
Summary:
Niemeyer Road at Summerholm requires upgrading of the first 100 metres of the road due to the redevelopment of Rusty’s Service Station (Rusty’s) on the corner of Warrego Highway and Niemeyer Road. This will enable heavy vehicles to safely enter and exit the service station site.
Officer’s Recommendation:
THAT with respect to the upgrading of Niemeyer Road that is associated with the redevelopment of Rusty’s Service Station, Council approve: • A Council and Department of Transport and Main Roads contribution of up to $50,000 through the 2018/19 Transport Infrastructure Development Scheme (TIDS) funding. • A ‘Route Update Request’ form to be submitted by Council officers to the National Heavy Vehicle Regulator for the approval of the first 100 metres of Niemeyer Road to become an approved route for heavy vehicles. This will be limited to either the final design standard of the road as submitted by the developer, or to a maximum of matching the existing approval on the Warrego Highway, being 30 metre A-Doubles.
RESOLUTION THAT with respect to the required upgrading of Niemeyer Road associated with the redevelopment of Rusty’s Service Station, Council resolve to approve: • A Council and Department of Transport and Main Roads contribution of up to $50,000 through the 2018/19 Transport Infrastructure Development Scheme (TIDS) funding. • A ‘Route Update Request’ form to be submitted by Council officers to the National Heavy Vehicle Regulator for the approval of the first 100 metres of Niemeyer Road to become an approved route for heavy vehicles. This will be limited to either the final design standard of the road as submitted by the developer, or to a maximum of matching the existing approval on the Warrego Highway, being 30 metre A-Doubles.
Moved By: Cr Holstein Seconded By: Cr Cook Resolution Number: 16-20/1222
Page 213 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
CARRIED 7/0
Report
1. Introduction
For many years, Rusty’s has operated on the Warrego Highway adjacent to Niemeyer Road. The service station ceased operations for an upgrade and is currently in the process of undertaking approved works on the site which includes better facilities to accommodate large heavy vehicles such as B-doubles.
2. Background
Historically, there have been a number of crashes at the intersection of Niemeyer Road and Warrego Highway, with the most recent crash resulting in a fatality. Council and Department of Transport and Main Roads (TMR) recognise this as an intersection that requires improvements for the safety of motorists.
Rusty’s has an entry from the Warrego Highway, however in the past also operated an exit directly onto the Warrego Highway. This exit had no acceleration lane and exits onto the left turn lane to Niemeyer Road, potentially causing confusion and clashes between vehicles exiting Rusty’s and vehicles turning left off the Warrego Highway onto Niemeyer Road.
Figure 1: Exit from Rustys Service Station onto left hand turn lane to Niemeyer Road
During the assessment of the service station upgrade, it was recommended by the Lockyer Valley Traffic Safety Committee (consisting of representatives from Council, TMR and Queensland Police Services) that the exit directly onto the Warrego Highway is removed (Figure 1) and vehicles are required to exit from Rusty’s onto Niemeyer Road prior to turning
Page 214 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
onto the Warrego Highway. This requirement was subsequently conditioned by TMR. It should be noted that given the use of the land has not changed, there was very limited opportunity to condition upgrades to roads as part of the refurbishment of Rusty’s. 3. Report
Council and TMR have been working with the developer of Rusty’s to determine an appropriate treatment for Niemeyer Road in the section that will include the entrance and exit to the service station. This is a section of approximately 100 metres in length, and will require widening of the road to allow for heavy vehicle movements in and out of the service station, as well as strengthening of the road to accommodate the expected vehicle numbers and mass.
Geotechnical investigations of the road demonstrate that it does not have a pavement depth that meets current standards for the current traffic loading on it. The road therefore requires a significant amount of additional pavement for the proposed use as a result of the service station entry and exit points for heavy vehicles.
The developer has proposed widening of the road to accommodate the heavy vehicle movements, which are heavy vehicles that match those allowed on the Warrego Highway without a permit. The Warrego Highway is currently gazetted ‘as of right’ for B-double vehicles and A-doubles up to 30 metres in length. It is proposed that Council contribute to the improvements to the existing pavement given it does not meet the current design standards. It is expected the Council contribution will be approximately $50,000, however TMR has indicated they will support the project by reallocating funding within the 2018/19 Transport Infrastructure Development Scheme (TIDS) Program for pavement improvements, thereby contributing 50% of the $50,000 estimate.
Additionally, it is proposed that Council makes this short section of Niemeyer Road a gazetted A-Double route to match the Warrego Highway ‘as of right’ heavy vehicle movements (provided the developer’s design meets this standard).
4. Policy and Legal Implications
Council will be required to submit a ‘Route Update Request’ form to the National Heavy Vehicle Regulator (NHVR) for the gazettal of the 100 metre section of Niemeyer Road to become an approved A-Double route.
5. Financial and Resource Implications
TIDS funding of up to $50,000 to be contributed to the upgrade of Niemeyer Road.
6. Delegations/Authorisations
Executive Manager Infrastructure Works and Services will act under current delegations for both the financial contribution and the request for gazettal of the road to NHVR.
7. Communication and Engagement
Ongoing discussions with the developer of Rusty’s, TMR and NHVR.
8. Conclusion
Page 215 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
The upgrade of Rusty’s Service Station will result in additional heavy vehicles on Niemeyer Road, which will be widened by the developer. Council and TMR contribution to the pavement improvements are warranted given the pavement depth does not meet current guidelines, and up to $50,000 in TIDS funding should be considered for this contribution.
An application for the ‘as of right’ use of the first 100 metres of Niemeyer Road to match the design vehicles used by the developer for the widening of the road, up to the same size vehicle as currently permitted on the Warrego Highway, should be submitted by Council to NHVR. This will allow heavy vehicles to exit from Rusty’s Service Station and use Niemeyer Road to access the Warrego Highway without each larger than standard vehicle requiring an individual permit.
9. Action/s
1. Council officers to continue to work with the developer for the final costing of the additional pavement works required on the existing section of Niemeyer Road.
2. An application is to be submitted to NHVR for an ‘as of right’ route for the first 100 metres of Niemeyer Road (to a vehicle size that matches the design of the upgrade works).
Attachments There are no attachments for this report.
Page 216 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
14.0 ITEMS FOR INFORMATION
THAT Council receive and note the following reports: • 14.1 External Grants Update • 14.2 Investment Report - December Quarter 2018 • 14.3 Major Procurements 1 July to 31 December 2018
Moved By: Cr Cook Seconded By: Cr McLean Resolution Number: 16-20/1223
CARRIED 7/0
14.1 External Grants Update
Date: 07 January 2019 Author: Corrin Bischoff, Coordinator Governance and Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to provide an update on the status of external funding applications submitted by Lockyer Valley Regional Council for the period September 2018 to December 2018.
This document is for Council’s information only.
Report
1. Introduction
This report provides an update and analysis of funding sought by Council over the past six months from competitive external grant programs.
Council’s External Funding Policy supports the Lockyer Valley Corporate Plan 2017-2022 outcome: 5.1 Undertake robust and accountable financial resource and infrastructure planning and management to ensure affordable and sustainable outcomes for the community.
2. Background
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A centralised grant application process is utilised to optimise funding secured by Council to support its projects and activities. A key part of the coordinated approach to seeking and managing external grants is to provide a regular update to Council on all funding applications submitted.
3. Report Since the beginning of October 2018, eight external funding applications have been submitted. In this period, Council has been advised of nine successful applications and one unsuccessful/ineligible application.
Below is the status of Council’s external funding applications as at 7 January 2019:
STATUS as at: Funding Project Name Total Cost of Amount LVRC Cash LVRC In 7 January Program Project applied for contribution Kind 2019 contributi on Realising Our Author Event $3,000.00 $3,000.00 $0 $0 Potential Micro Program Successful Grants Program
2019/20 SES Forest Hill $41,482.18 $14,241.09 $14,241.09 $0 Support Grant SES vehicle trade- Pending Replacement in $13,000 Vehicle (priority 1) 2019/20 SES Forest Hill $8,521.37 $6,391.02 $2,130.35 $0 Support Grant SES Pending Replacement Generator (priority 2) Queensland Push the $2,000.00 $2,000.00 $0 $0 Youth Week Boundaries Pending 2019 Film Festival
Drought Gatton $72,521.00 $72,521.00 $0 $0 Communities Cemetery Successful Programme Chapel
Drought Gatton Shire $100,000.00 $100,000.00 $0 $0 Communities Hall Amenities Successful Programme Upgrade
Drought Lockyer Valley $170,000.00 $170,000.00 $0 $0 Communities Community Successful Programme Park Upgrades
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STATUS as at: Funding Project Name Total Cost of Amount LVRC Cash LVRC In 7 January Program Project applied for contribution Kind 2019 contributi on Drought Shop Local $140,372.00 $140,372.00 $0 $0 Unsuccess Communities Gift Card ful - Programme Project ineligible
Gatton Waste Local Facility - Site $79,608.00 Government Successful Security and $114,536.00 Approved $34,118.00 $0 Levy Ready Software $90,981.51 Grant Program Upgrades Laidley Waste Local Facility - $223,876.00 Government Weighbridge, Successful $321,489.00 Approved $9,5947.00 $0 Levy Ready Fencing and $255,858.79 Grant Program Security Improvements Community Community Drought Successful Drought Support $10,800.00 $10,800.00 $0 $0 Support Package Package
Building Better Mahons Pending $3,560,000.00 $1,780,000.00 $1,780,000.00 $103,000 Regions Bridge
Gatton Shire Building Better Hall Pending $878,700.00 $439,350.00 $439,350.00 $0 Regions Compliance Upgrade
Queensland Tech Savvy Successful $10,000.00 $10,000.00 $0 $0 State Library Seniors
Community Sport Laidley Skate Pending $56,500.00 $50,000.00 $0 $6,500.00 Infrastructure Park Upgrade 2018
Innovation and Online Flood Successful Improvement $160,000.00 $160,000.00 $100.00 $0 Advice Project Fund Round 2
Attachments
Page 219 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
14.2 Investment Report - December Quarter 2018 Date: 07 January 2019 Author: Tony Brett, Manager Finance & Customer Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
As outlined in Council’s 2018/2019 Investment Policy, a quarterly report is required to be submitted to Council on the performance of its investment portfolio.
The investment of surplus funds has been made in accordance with the requirements of the Statutory Bodies Financial Arrangements Act 1982 as well as Council’s Investment Policy. As at 31 December 2018, Council had a total investment holding of $21.60 million.
Overall our investments continued to perform well in comparison with targeted benchmarks with current Council’s investments exceeding these benchmarks. While interest revenue has exceeded the target for the year to date it will need to be monitored as interest rates on investments are currently less than anticipated.
This document is for Council’s information only.
Report
1. Introduction
As required by Council’s 2018/2019 Investment Policy, a quarterly report is to be submitted updating Council on the performance of its investment portfolio.
2. Background
As at 31 December 2018, Council had a total investment holding of $21.60 million.
3. Report
Council’s 2018/2019 Investment Policy sets out Council’s investment guidelines including the time horizon, maximum exposure, credit risk guidelines and performance benchmarks of its investments.
The two following tables show the investment institution, credit rating and product type of our investment portfolio at 31 December 2018:
Table 1 Percentage Credit Institution Amount $ Holding Rating
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QTC 6,396,505 29.62% AA
CBA 1,000,000 4.63% AA-
NAB 500,000 2.32% AA-
Suncorp-Metway 3,000,000 13.89% A+
AMP Bank 4,700,000 21.76% A
Bank of Qld 2,000,000 9.26% BBB+
Bendigo Bank 500,000 2.32% BBB+
ME Bank 1,500,000 6.95% BBB
Rural Bank 500,000 2.32% BBB+
Defence Bank 1,000,000 4.63% BBB
Auswide Bank 500,000 2.32% BBB-
Total 21,596,505 100.00%
Table 2 Percentage Product Type Amount $ Holding Cash Fund - QTC 6,396,505 29.62% Term Deposit 15,200,000 70.38% Total 21,596,505 100.00%
The following tables display the performance of Council’s investments, identified by investment type and days invested, against the Bank Bill Swap Rate (BBSW) and the Bloomberg AUSBOND Index (AUSBOND).
The tables compare the rate of return on Council’s investments at 31 December 2018, against the benchmarks indicated above (BBSW and AUSBOND).
Overall, the investments continued to perform well in comparison with these benchmarks although there has been a decrease in the interest rates for term deposits with new investments now below the 3.00% mark.
Table 3
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Cash Fund Performance Against RBA AUSBOND QTC RBA Cash Rate & UBS Bank Bill Index Cash Rate Index
Cash Fund Performance 2.40% 1.50% 1.75%
Table 4
Term Deposit Performance Against Av Return BBSW AUSBOND BBSW Index & AUSBOND Index on Deposits Index Index
Term Deposits 2.74% 2.04% 1.75%
Interest rates have continued to remain below 3.00% for rates of less than twelve months. The QTC cash fund rate is now lower than most term deposit rates making term deposits a more attractive investment option. The best regular rates on offer at present are around 2.60% and 2.85% for investment periods from three to twelve months.
TABLE 5 Original % Annual Interest Income vs Budget Actual YTD YTD Budget YTD Budget Interest Income on investments $355,538 $267,000 133%
As reflected in table 5, interest revenue has exceeded the target for the year to date. This has mainly been achieved by the number of term deposits with some maintaining slightly higher than expected interest rates, coupled with a higher than expected cash balance.
Only minimum cash remains in Council’s general funds each day with any excess being invested as Term Deposits or transferred to the QTC Cash Fund. The following graph shows a comparison over time of cash balances.
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TABLE 6
Investment Policy Credit Risk Current Allowable Difference Compliance Exposure Exposure
Cash Funds
QTC Cash Funds 29.62% 100% 70.38%
Term Deposits AAA to A+ 20.84% 80% 59.16% A to BBB+ 35.65% 40% 4.35% BBB to BBB 13.89% 25% 11.11%
The above table shows that Council’s total investments at 31 December 2018 is in overall compliance with the 2018/2019 Investment Policy. However, it has been identified that the investment holdings with AMP (21.76%) have exceeded the policy limit of 20% for counterparties with a rating of A to BBB+. This is a result of the reduction in total cash following the pre-Christmas creditor payment run. The next investment with AMP is due for redemption on 14 January 2019 which will then bring the portfolio back into full compliance with the policy.
Attachments There are no attachments for this report.
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14.3 Major Procurements 1 July to 31 December 2018
Date: 08 January 2019 Author: Tony Brett, Manager Finance & Customer Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
This report provides information to Council on major procurements over $200,000 which have taken place during the period 1 July to 31 December 2018.
This document is for Council’s information only.
Report
1. Introduction
In order to improve Council’s awareness of procurement activity, quarterly reporting will be provided on major procurements over $200,000. This initial report will cover the first six months of the 2019 financial year with further reports to be provided on a regular basis.
2. Background
Council undertakes a significant amount of procurement each year in order to deliver its services to the community. Procurement methods will vary depending on the complexity, risk and value of the project and include open tenders, requests for quote, or utilising pre-qualified supplier panel arrangements.
3. Report
The following table lists the major procurements over $200,000 for the period 1 July to 31 December 2018.
Date Ref # Procurement Description Business Value Supplier Method Unit (inc. GST) 05.09.2018 18-57 Open Tender Asphalt IWS $222,674.00 Austek Overlay - Old College Road, Feldhahn and Peters Streets 23.10.2018 18-73 Request For Two only Plant & $229,279.62 KC Farm Quote - 4WD Air- Fleet Equipment Selected Conditioned
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Date Ref # Procurement Description Business Value Supplier Method Unit (inc. GST) Suppliers Cab-Wide From Panel Area Mowers TOTAL $451,953.62
An overview of Council’s procurement options will be presented to a future Council workshop as part of the upcoming review of Council’s Procurement Policy and Procurement Procedures Manual.
Attachments There are no attachments for this report.
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15.0 CONFIDENTIAL ITEMS
CLOSED SESSION THAT Council move into closed session at 12:06pm to the exclusion of the press and public, in accordance with: • Section 275 (1) (f) of the Local Government Regulation 2012, as the matter involves starting or defending legal proceedings involving it, to discuss item 15.1 - Enforcement Action for Suspected Development Offences Occurring on Property ID 103540; and • Section 275 (1) (h) of the Local Government Regulation 2012, as the matter involves other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage, to discuss Item 15.2 - Placid Rise Estate
Moved By: Cr Hagan Seconded By: Cr Cook Resolution Number: 16-20/1224
CARRIED 7/0
OPEN SESSION THAT Council move into open session, the time being 12:51pm
Moved By: Cr Hagan Seconded By: Cr Vela Resolution Number: 16-20/1225
CARRIED 7/0
15.1 Enforcement Action for Suspected Development Offences Occurring on Property ID 103540
Date: 08 January 2019 Author: Caitlan Natalier, Solicitor & Legal Services Coordinator Responsible Officer: Ian Church, Chief Executive Officer That the above item be considered in Closed Session to the exclusion of the press and public in accordance with Section 275 (1) (f) of the Local Government Regulation, 2012, as the matter involves starting or defending legal proceedings involving it.
Summary:
The purpose of this Report is to formally endorse the steps taken by Council officers to commence enforcement action against the owners of Lot 3 on RP137582 in response to suspected development offences continuing to occur on that land.
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Officer’s Recommendation:
THAT with respect to the suspected development offences occurring on Lot 3 on RP137582 and the property owners’ failure to satisfactorily comply with enforcement notices issued to them, Council resolves to:
(a) endorse the instructions given to Council’s external legal provider to commence enforcement proceedings in the Planning and Environment Court against the property owners for development offences; and (b) authorise the Chief Executive Officer to do all things necessary to progress these court proceedings to a final resolution.
RESOLUTION THAT with respect to the suspected development offences occurring on Lot 3 on RP137582 and the property owners’ failure to satisfactorily comply with enforcement notices issued to them, Council resolve to:
(a) endorse the instructions given to Council’s external legal provider to commence enforcement proceedings in the Planning and Environment Court against the property owners for development offences; and (b) authorise the Chief Executive Officer to do all things necessary to progress these court proceedings to a final resolution.
Moved By: Cr Cook Seconded By: Cr McLean Resolution Number: 16-20/1226
CARRIED 7/0
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15.2 Placid Rise Estate
Date: 14 January 2019 Author: Lyle Kajewski, Acting Executive Manager Organisational Development & Planning Services Responsible Officer: Lyle Kajewski, Acting Executive Manager Organisational Development & Planning Services That the above item be considered in Closed Session to the exclusion of the press and public in accordance with Section 275 (1) (h) of the Local Government Regulation, 2012, as the matter involves other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage.
Summary:
The purpose of this report is to provide Council with an update to the investigation into mitigation measures for the flooding issues associated with Placid Rise Estate and the potential costs associated with those measures and seek endorsement to approve construction of those mitigation measures.
Officer’s Recommendation:
THAT Council delegate authority to the Chief Executive Officer to secure the easements for the works Further; THAT Council authorise the Chief Executive Officer to approve the construction of the works Further; THAT Council authorise the Chief Executive Officer to approve the two current applications for a Development Permit for Material Change of Use for new dwelling in flood investigation overlay once the easements have been secured And Further; THAT Council authorise the Chief Executive Officer to approve any future applications for a Development Permit for Material Change of Use for new dwelling in flood investigation overlay once the easements have been secured.
RESOLUTION THAT Council delegate authority to the Chief Executive Officer to secure the easements for the works; Further; THAT Council authorise the Chief Executive Officer to approve the construction of the works; Further; THAT Council authorise the Chief Executive Officer to approve the two current applications for a Development Permit for Material Change of Use for new dwelling in flood investigation overlay, once the easements have been secured; And Further; THAT Council authorise the Chief Executive Officer to approve any future applications for a Development Permit for Material Change of Use for new dwelling in flood Page 228 ORDINARY COUNCIL MEETING MINUTES 16 JANUARY 2019
investigation overlay, once the easements have been secured.
Moved By: Cr Hagan Seconded By: Cr Vela Resolution Number: 16-20/1227
CARRIED 7/0
16.0 MEETING CLOSED
There being no further business, the meeting closed at 12:53pm.
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