Boulia Shire Council General Meeting

Boulia Shire Council

General Meeting

Wednesday 24th January 2018

Photo courtesy of Jan Norton Photography ALL COMMUNICATIONS MUST TELEPHONE: (07)[Type 4746 3188 here] BE ADDRESSED TO FACSIMILE: (07) 4746 3136 THE CHIEF EXECUTIVE OFFICER, BOULIA SHIRE COUNCIL, EMAIL: 18 HERBERT ST, [email protected] BOULIA. QLD. 4829 ABN: 20 492 088 398 BOULIA SHIRE COUNCIL 15th January, 2018

NOTICE FOR AN ORDINARY MEETING OF COUNCIL NOTICE is hereby given that an ORDINARY MEETING of the Boulia Shire Council will be held on Wednesday, 24th January, 2018 at the Boulia Airport Terminal commencing at 9-00am for the transaction of the following business.

Councillor attendance via teleconference is deemed to be in attendance at the meeting with full voting rights.

1. Meeting opening with the acknowledgment of Country and Traditional Owners. 2. Present 3. Apologies / Leave of Absence 4. Declaration of Material Personal Interest / Conflict of Interest 5. Register of Interests – new / or changes recorded 6. Confirmation of Minutes from previous meeting Pg.1 7. Action List – Council resolutions and action items Pg.8 8. Reports from advisory committees (nil) 9. Mayoral Minutes 10. Notice of Motion 11. Request to address Council in a public forum 12. Petition – if tabled 13. Pitta Pitta representation (when requested) 14. REPORTS:

ENGINEERS REPORT – GBA CONSULTING Item E1 Engineering Services Report – Newsbrief Pg.12

DIRECTOR OF WORKS AND OPERATIONS Item DWO1 DWO Report December 2017 Nil – due to Christmas/New year Leave

INFORMATION REPORTS Item A NDRRA Flood Damage Works Department Nil – due to Christmas/New year Leave Item B Foreman, Road Maintenance and Utility Services Nil – due to Christmas/New year Leave Item C Foreman, Roads Maintenance and Construction Nil – due to Christmas/New year Leave Item D Rural Lands Protection Officer Nil – due to Christmas/New year Leave Item E.1 Work Camp Report December 2017 Pg.18 Item E.2 Work Camp Report January 2018 Pg.20

CHIEF EXECUTIVE OFFICER Item CEO1 CEO Report Pg.21 Item CEO2 Remuneration- Councillors 2018-2019 Pg.23 Item CEO3 Employee Assistance Program Renewal for 2018-2019 Pg.28 Item CEO4 Operational Plan 2nd quarter report 2017-2018 Pg.30 Item CEO5 Statement of Business Ethics Pg.61 Item CEO6 Amending Delegations to Chief Executive Officer Pg.70 Item CEO7 Appointment as Authorised Persons Pg.78

Item CEO8 Conflict Of Interest Policy Pg.81 Item CEO9 Community Facilities Hire Policy Pg.85

FINANCE MANAGER Item FM1 Finance Managers Report Pg.107 Item FM2 Budget Review Report December 2017 Pg.113

COMMUNITY SERVICES MANAGER Item CSM1 Community Services Report Pg.114

INFORMATION REPORTS Item F Min Min Encounter Nil – due to Christmas/New year Leave Item G Boulia Sports and Aquatic Centre Pg.122 Item H Library and Stonehouse Pg.123 Item I Work Health and Safety Nil – due to Maternity Leave

15. General Business 16. Correspondence for Action 17. Questions for next meeting 18. Late Reports 19. CLOSED SESSION

Ms Lynn Moore Chief Executive Officer

CLOSED SESSIONS OF COUNCIL ARE NOT OPEN TO THE PUBLIC AND MAY BE CLOSED FOR THE FOLLOWING REASONS: Local Government Regulation - 275 Closed meetings (1) A local government or committee may resolve that a meeting be closed to the public if its councillors or members consider it necessary to close the meeting to discuss— (a) the appointment, dismissal or discipline of employees; or (b) industrial matters affecting employees; or (c) the local government’s budget; or (d) rating concessions; or (e) contracts proposed to be made by it; or (f) starting or defending legal proceedings involving the local government; or

FUNDING RECEIVED BY COUNCIL - FUNDING EXPLANATION

National Disaster Relief and Recovery Arrangements (NDRRA): Federal 75% State 25%

Federal Assistance Grants (FAGS): Federal 100% Roads Maintenance Performance Contract (RMPC): State 100% Transport Infrastructure Development Scheme (TIDS): Depending on program 100% or 50/50 Royalties for Regions (R4R): 50 /50 grant Roads to Recovery (R2R): Depending Local Government Spend 40%, Federal 60% Cyclone and Flood warning Subsidy: 100% State funded Local Government Response Subsidy: 100% State funded Graffiti Stop grant: 60% State funded, 40% Local Government Safer Suburbs Scheme – Taxi Rank: 60% State Funded

DEFINITIONS MATERIAL PERSONAL INTEREST: A Councillor has a material personal interest in the matter if any of the following person stands to gain a benefit, or suffer a loss (either directly or indirectly) depending on the outcome of the consideration of the matter at the meeting: Councillor, spouse, parent, child, or sibling, partner, employer, an entity, or another person prescribed under a regulation.

CONFLICT OF INTEREST: (REAL OR PERCIEVED)

REAL: Councillor HAS a real conflict of interest (directly related)

PERCIEVED: Councillor could reasonably be taken to have a conflict of interest in the matter (ie: family/employer)

Councillors must declare if they have a conflict (real or perceived) at the meeting prior to the item being discussed.

ALL COMMUNICATIONS MUST TELEPHONE: (07)[Type 4746 3188 here] BE ADDRESSED TO FACSIMILE: (07) 4746 3136 THE CHIEF EXECUTIVE OFFICER, BOULIA SHIRE COUNCIL, EMAIL: 18 HERBERT ST, [email protected] BOULIA. QLD. 4829 ABN: 20 492 088 398 BOULIA SHIRE COUNCIL COMMONLY USED ACRONYMS ALGA Australian Local Government Association CWR Central West Region CWRPMG Central West Regional Pest Management Group CWRPMGtc Central West Regional Pest Management Group technical committee DDMG District Disaster Management Group (Mt Isa) DLG Department of Local Government DLGCRR DLG Community Recovery and Resilience DSDIP Department of State Development, Infrastructure and Planning DTMR Department of Transport and Main Roads EPA Environmental Protection Authority FAGS Financial Assistance Grants IPWEA Institute of Public Works engineering Australia (NAMS. Plus) JLT Jardine Lloyd Thompson (Insurance brokers) LDMG Local Disaster Management Group LGAQ Local Government Association of Queensland LGFRS Local Government flood Response Subsidy LGMA Local Government Managers Association LRRS Local Roads of Regional Significance NAMS.Plus Asset Management system from IPWEA NDRRA Natural Disaster Relief and Recovery Arrangements OHDC Outback Highway Development Corporation ORRG Outback Regional Road Group ORRGtc Outback Regional Roads Group - technical committee ORRTG Outback Regional Roads and Transport Group ORWG Outback Regional Water Group ORWtg Outback Regional Water - technical group OQTA Outback Queensland Tourism Association QDES Queensland Department of Emergency Services QFES Queensland Fire and Emergency Services QIC Queensland Information Centres QRA Queensland Reconstruction Authority QSNTS Queensland South Native Title Services QTA Queensland Tourism Authority QWRAP Queensland Water Regional Alliance Program R4R Royalties for Regions R2R Roads to Recovery RAPAD Central West Queensland Remote Area Planning and Development REPA Restoration of Essential Public Assets RFS Rural Fire Service RMPC Roads Maintenance Performance Contract TIDS Transport Infrastructure Development Scheme WQLGA Western Queensland Local Government Association

ALL COMMUNICATIONS MUST TELEPHONE:[Type (07) 4746 here] 3188 BE ADDRESSED TO FACSIMILE: (07) 4746 3136 THE CHIEF EXECUTIVE OFFICER, BOULIA SHIRE COUNCIL, EMAIL: 18 HERBERT ST, [email protected] BOULIA. QLD. 4829 ABN: 20 492 088 398 BOULIA SHIRE COUNCIL DECLARATION OF INTEREST FORM

I,(1) ______wish to declare an interest in the following item to be considered by Council at its meeting to be held on (2)______Agenda item(3)______The type of Interest I wish to declare is (4). □ Material Interest pursuant to Section 172 of the Local Government Act 2009 □ Conflict of Interest pursuant to Section 173 of the Local Government Act 2009 The nature of my interest is (5) ______The extent of my interest is (6) ______I understand that the above information will be recorded in the minutes of the meeting and placed in the Declaration of Interest Register. Yours sincerely ______Signed Date Notes: 1. Insert your name (print). 2. Insert the date of the Council Meeting at which the item is to be considered. 3. Insert the Agenda Item Number and Title. 4. Tick box to indicate type of interest. 5. Describe the nature of your interest. 6. Describe the extent of your interest (if seeking to participate in the meeting under S.173 of the Act).

For further information refer to your handbook Councillor Responsibilities under the Local Government Act 2009. ALL COMMUNICATIONS MUST TELEPHONE:[Type (07) 4746 here] 3188 BE ADDRESSED TO FACSIMILE: (07) 4746 3136 THE CHIEF EXECUTIVE OFFICER, BOULIA SHIRE COUNCIL, EMAIL: 18 HERBERT ST, [email protected] BOULIA. QLD. 4829 ABN: 20 492 088 398 BOULIA SHIRE COUNCIL

NOTES FOR COUNCILLORS – DECLARATION OF INTERESTS

As a Councillor you may at times have to be involved in discussions about matters which might impact financially and personally on you, members of your family, acquaintances and your business activities.

Also making decisions in the “public interest”: what’s best for the community as a whole: may not be in your best interest and can potentially affect your family and business dealings. The way in which you approach discussions and decisions about matters involving interests and the perceptions about your impartiality are important. As a public official you must ensure that you are not only doing the right thing but that you are seen to be doing the right thing, in terms of dealing with Council business. The Local Government Act requires you to declare any issues that may impact on your impartiality. Material Personal Interest: In simple terms the question you need to ask : Is the matter to be discussed going to result in a potential financial gain or loss for me or my immediate family? Obvious examples: 1.Dealing with a tender for gravel haulage and your company has tendered for this work. 2. You or one of your family works for one of the Companies who have tendered. Not so obvious: 3.Council is considering a decision to contract out garbage services and your brother runs a garbage contracting business. If the answer is yes to any of these examples then you have a Material personal Interest that you must declare. Exemption: Your material personal benefit is no greater than any other person. For example a decision by Council to set the fees for use of the swimming pool and you are a regular user of the centre. Your benefit is no better or worse than any other user. Conflict of Interest: A conflict of interest exists when one could reasonably assume that your decision may not be impartial or may be influenced. Example: 1. Your ex-wife is in partnership with a contractor who has tendered for works and Council is discussing the tenders submitted. There is no longer a material interest but there is a perceived conflict of interest either positive or negative. What’s the difference ? Material Interest you must leave the room, cannot take part in debate or discussion (Sect 172) Conflict of Interest: You must advise Council how you will deal with the conflict of interest or perceived conflict of interest. For example you may chose to remain in the meeting but not vote on the matter or take part in discussion. (Sect 173)

MINUTES OF THE GENERAL MEETING OF THE BOULIA SHIRE COUNCIL HELD ON WEDNESDAY 20th DECEMBER 2017 COMMENCING AT 9.00 AM

Attendance:

Councillors: Councillor E (Rick) Britton Councillor B McGlinchey Councillor S Beauchamp Councillor J Neilson

Officers: Ms Lynn Moore (Chief Executive Officer) Mrs Linda Welldon (Acting Executive Assistant)

Apologies: Councillor Rebecka Britton

Meeting Opening

The meeting was opened at 8.50am.

Harin Karra, Stuart Bourne and Ron Callope entered the meeting at 8.50am.

Acknowledgement of Traditional Owners

The Mayor acknowledged the traditional carers of the land on which Council meets, the ‘Pitta Pitta’ people, and paid Council’s respects to the elders past and present.

The Mayor also acknowledged past and present service personnel.

It has been noted that the Mayor has reminded all Councillors in regards to registration of interest.

2017/12.1 ENGINEERING SERVICES REPORT - NEWSBRIEF PURPOSE: To inform Council on the progress of various items through an information update

Moved: Councillor Beauchamp Seconded: Councillor McGlinchey

That the Engineering Services Report - Newsbrief information update be noted. Carried

1 2017/12.2 DISCRETIONARY TIDS PROPOSED SUBMISSION PURPOSE: The purpose of this report is to provide a recommended scope of works for the Discretionary TIDS submission for the 2018/19 and 2019/20 financial years.

Moved: Councillor Neilson Seconded: Councillor Rick Britton

That a nomination for Discretionary TIDS is submitted for $100k for stormwater repairs and replacement in Boulia at various locations.

Carried

2017/12.3 GRANTS WORK STATUS SUMMARY PURPOSE: To advise Council of the progress of projects being completed with the assistance of either funding provided by Council, State or Federal Grants

Moved: Councillor McGlinchey Seconded: Councillor Beauchamp

That the Grants Work Status Summary on the progress of the funded projects be received for information. Carried

2017/12.4 NDRRA FLOOD DAMAGE WORKS DEPARTMENT PURPOSE: To inform Council of the current utilisation and activities of the Flood Damage Crews

Moved: Councillor Rick Britton Seconded: Councillor Neilson

That the NDRRA Flood Damage Works Department report be received for information.

Carried

2017/12.5 FOREMAN, ROAD MAINTENANCE AND UTILITY SERVICES PURPOSE: To inform Council of the current utilisation and activities of the Town Department

Moved: Councillor Neilson Seconded: Councillor McGlinchey

That Council receive the Foreman, Road Maintenance and Utility Services report for information. Carried

2017/12.6 FOREMAN, ROADS MAINTENANCE AND CONSTRUCTION PURPOSE: To inform Council of the current utilisation and activities of the Works Department in line with the Boulia works program

Moved: Councillor Beauchamp Seconded: Councillor McGlinchey

That Council receive the Foreman, Roads Maintenance and Construction report for information. Carried

Ron Callope, departed the meeting at 9.40am.

2017/12.7 RURAL LANDS PROTECTION OFFICER’S REPORT PURPOSE: To advise Council of current activities relating to weed management, pest control, animal management and stock routes

Moved: Councillor Rick Britton Seconded: Councillor Beauchamp

That the Rural Lands Protection Officer’s Report is received for information.

Carried

Harin Karra and Stuart Bourne departed the meeting at 9.47 am.

Meeting adjourned for morning tea at 9.47am.

Council Meeting adjourned after morning tea to participate in a Boulia Shire Council photo at the Stonehouse Museum Complex.

Meeting resumed at 10.20 am

Confirmation of Minutes

2017/12.8 MINUTES OF THE NOVEMBER 2017 MEETING Moved: Councillor McGlinchey Seconded: Councillor Neilson

That the Minutes of the General Meeting held on 22nd November 2017 be accepted. Carried

3 2017/12.9 ACTION LIST PURPOSE: To inform Council on the actions taken on the Action List report

Moved: Councillor Rick Britton Seconded: Councillor Neilson

That the updated Action List report be received for information. Carried

2017/12.10 CEO REPORT PURPOSE: To advise Council of the activities of the Chief Executive Officer over the previous month

Moved: Councillor McGlinchey Seconded: Councillor Neilson

That the CEO’s report is received for information. Carried

2017/12.11 ANNUAL VALUATIONS PURPOSE: To advise Council of the agreement to be signed between Department of Natural Resources and Mines and the Council with regard to valuations effective as at 30th June 2018.

Moved: Councillor Beauchamp Seconded: Councillor Rick Britton

That the agreement be signed, and returned to the Department of Natural Resources and Mines.

Carried

2017/12.12 CAMEL RIDES – RACECOURSE RESERVE PURPOSE: To put forward a proposal to engage the local tourist population during the season April to September each year with camel rides.

Moved: Councillor McGlinchey Seconded: Councillor Rick Britton

That the proposal be considered for the 2018 year, and if successful, be reviewed after the tourist season for any impact on the reserve area. Carried

4 2017/12.13 TOWN PLANNING SCHEME PURPOSE: To progress the review of the existing Town Planning Scheme in accordance with the new requirements which came into force on 3rd July 2017.

Moved: Councillor McGlinchey Seconded: Councillor Beauchamp

That: (i) Council decides to make the Boulia Shire Council planning scheme (the proposed planning scheme) under section 18 of the Planning Act 2016

Then: (ii) Council directs, pursuant to section 18(2) of the Planning Act 2016, that the Chief Executive of the Department of Infrastructure, Local Government and Planning be provided with:

a. a written statement advising of this decision

b. a copy of Attachment A, submitted on file, which sets the nature and objectives of the proposed planning scheme, and the state interests likely affected by the proposed planning scheme and advising that chapter 4 of the Minister’s Guidelines and Rules may apply to the proposed planning scheme

c. a copy of Attachment B, submitted on file, which sets out the preferred process for making the proposed planning scheme, including the order and timing of steps in the process and an indicative timeline for the process d. a copy of Attachment C, submitted on file, which sets out the proposed communications strategy.

Carried

2017/12.14 FINANCE MANAGER’S REPORT PURPOSE: Financial Summary as at 30th November 2017

Moved: Councillor Neilson Seconded: Councillor Rick Britton That the Finance Manager’s Report be received for information. Carried

5 2017/12.15 COMMUNITY SERVICES MANAGER PURPOSE: To provide Council with an update of the activities associated with Council’s community development activities.

Moved: Councillor Rick Britton Seconded: Councillor Beauchamp

That the Community Services Report is received for information. Carried

2017/12.16 MIN MIN ENCOUNTER RETAIL STOCK REPORT PURPOSE: To explain the reasons behind the purchasing of retail stock at the Min Min Encounter

Moved: Councillor Neilson Seconded: Councillor Beauchamp

That the Min Min Encounter Retail Stock Report be received for information. Carried

2017/12.17 MIN MIN ENCOUNTER NOVEMBER 2017 REPORT PURPOSE: To provide Council with an update of the activities of the Min Min Encounter

Moved: Councillor McGlinchey Seconded: Councillor Rick Britton

That the Min Min Encounter November 2017 Report be received for information. Carried

2017/12.18 BOULIA SPORTS AND AQUATIC CENTRE (INFORMATION REPORT) PURPOSE: To inform Council of the current utilisation and activities of the centre

Moved: Councillor Neilson Seconded: Councillor Beauchamp

That Council receive the Boulia Sports and Aquatic Centre Report for information. Carried

2017/12.19 LIBRARY AND STONEHOUSE (INFORMATION REPORT) PURPOSE: To inform Council of the current utilisation and activities of the Library and Stonehouse

Moved: Councillor Rick Britton Seconded: Councillor McGlinchey

That Council receive the Library and Stonehouse report for information. Carried

2017/12.20 CORIDGEE RESERVE BORE PURPOSE: To further enhance the opportunities for sustainable land management of the Coridgee Reserve with the creation of a new bore.

Moved: Councillor Rick Britton Seconded: Councillor McGlinchey

- That the Council proceed with the development of the bore (drilling/ establishment) on Coridgee Reserve. - Costs associated with the drilling of the bore be borne by the Council. - Costs associated with any equipment required to operate the bore to be borne by the lessee to be notified in writing to the lessee. Carried

2017/12.21 CLOSED MEETING AT 12.10PM

Moved: Councillor McGlinchey Seconded: Councillor Rick Britton

Closed Session Local Government Regulation 275(2): A resolution that a meeting be closed must state the nature of the matters to be considered while the meeting is closed.

(h) other business for which a public discussion would be likely to prejudice the interests of the local government or someone else.

2017/12.22 OUT OF CLOSED SESSION 12.30PM Moved: Councillor McGlinchey Seconded: Councillor Neilson

It was resolved to move out of Closed Session, and accept the nominations for the Boulia Shire Council’s 2018 Australia Day Awards.

Meeting Closure The Mayor closed the meeting at 12.40pm

Confirmed: Minutes confirmed ______Resolution No. ______

The full agenda with all reports can be found on the Boulia Shire Council’s website under the heading ‘COUNCIL DOCUMENTS’ (on the left hand side of the home page) with a dropdown box selection of ‘Council Meetings.

7 Boulia Shire Council Action List DATE RESOLUTION SUGGESTION RESPONSIBILITY COMMENTS Monday 8th July 2013 8/07/2013 EBA with unions - Modern Award CEO and Mayor 4/1/2018 Currently being reviewed. 7/12/2017 Teleconference with Ken to confirm standardised salary rates from pre- EBA to new rates 2017. 22/11/2017 – Position Descriptions (de-identified) have been sent to Ken for assessment. Thursday 21st May 2015 21/05/2015 Look at sign design to replace/upgrade current DWO 12/12/2017 signs to be removed as they reflect incorrect old red signs showing klms to properties – in kilometre readings. New signage has been placed on road town etc. entrances. 31/8/2016 – Crs would like to proceed with the replacing the signs in the style of the proofs provided. Crs are to be given a word format document of the content of the signs so that further input can be made on the wording. Old signs are to be sent to the Stonehouse Museum or Rodeo Grounds. Thursday 24th September 2015 24/9/2015 2015/9.8 That council commence dialogue with the CEO 4/1/2018 Correspondence rec’d from lawyer who will review in Pitta Pitta with regard to a ‘surrender ILUA’ early Jan. for the land which is currently part of the 1/12/2017 Proposal received from DNRM with suggestions for airport reserve. inclusion into ILUA. Meeting requested 13/12/2017 Monday 20th March 2017 20/03/2017 Check status of KM signage between Winton DWO/RUS 20/12/2017 Winton to Boulia to be completed in 2018. and Boulia and Mount Isa and Boulia - some are becoming illegible and need replacing

Friday 2nd June 2017 02/06/2017 Per KM signage on the Donohue Highway: DWO 4/1/2018 amendment – to be done in Feb after return from look at signage options and distances break. 5/12/17 Weather permits it will be completed in January 2018. 02/06/2017 Look at possible Council assistance to land CEO 1/12/2017 No action at this stage. holders with repairs of existing fencing for 1/10/2017 Policy to be developed and brought to Council properties bordering Council owned land. Draft policy to be raised.

8 Wednesday 21st June 2017 21/06/217 Investigate options for a new rest area on the CSM 28/11/17 Ongoing. corner block of Herbert and Hamilton Streets 1/9/17 Ongoing research being done on railway project option. to include historical and heritage information, 1/7/2017 Suggestion received for a ‘Track to no-where’ gardens, tables and chairs, etc. information board as a tourist attraction. Could be a project for the W4Q. Cllr Beck Britton emailed photos of Winton. 21/06/2017 Investigate options in relation to free tree CSM 1/12/2017Suggestion- garden competition to be held on Arbour giveaways for ratepayers Day (20th June). Advertised early, with a prize value 1/10/2017 $500 to be allocated in budget review as a trial. WEDNESDAY 23RD AUGUST 2017 23/08/2017 Rodeo Grounds – Honour Board in Bar Area CSM 1/9/17 Sourcing information. and compilation of historical records. See what funding is available in the future 23/08/2017 Welcome to Boulia Signs – “Land of the Min CSM 5/12/17 Order to Danthonia Signs. Signs to be located at ‘triangle Min Light” garden (Mt Isa Rd and Boulia/Bedourie Rd intersection. Raised Garden bed WEDNESDAY 20TH SEPTEMBER 2017 20/09/2017 Urandangie - High poles to be installed at the DWO/RUS 1/11/2017 Work in progress. Town Common Fence at the back of the Depot and the Urandangie Grid so that at flood time, the boats know where the barbed wire fences are located. 20/09/2017 Area Beautification - Boulia grassed areas – DWO/RUS 4/1/2018 Gypsum has arrived. Order placed prior to the council investigation of water quality; aerator, requesting extra to be obtained for interested landholders. application of fertilisers and gypsum to

improve lawn and oval grass 20/09/2017 Warra Road to be changed to a Category 2 DWO 12/1/2018 Shire Roads Classification Policy updated, will go to road council in Feb with revised Shire Roads Classification map and Register from Engineering 4/1/2018 Listed as a link rd (1.2klm long) – referred to Eng. 1/11/2017 In-progress. 20/09/2017 RLPO to spray gravel pits for Parkinsonia DWO/RLPO 4/1/2018 This item has been moved to the standard report in RLPO each month. 20/09/2017 Investigate the cost of installing solar lights in DWO 4/1/2018 Ergon requested to complete a street lighting review. Boulia streets which presently have no 10/10/2017 – in progress lighting MONDAY 16TH OCTOBER 2017 16/10/2017 Industrial Estate development – Lowes CEO 4/1/2018 Concept design has been created using only the first Petroleum application (CEO to contact Town release. TMR will allow only one access as the Mt Isa Rd is a Planners, GBA and TMR) limited access road. Funding restricted at present.

9 16/10/2017 Investigate Metal Re-cycling DWO 31/10/2017 will bring this up as a joint project through the RAPAD group of councils in Feb 2018. 16/10/2017 Remove bollards from Boulia Township exit DWO 4/1/2018 C’park lessee happy with the desert garden design. via Winton Road (at Bridge). Liaise with TMR This could be a work camp project., for suitable infrastructure for exclusion of 30/11/17 Supportive letter received from Eric Denham- desert semi- trailers to that area. gardens. WEDNESDAY 22ND NOVEMBER 2017 22/11/2017 Boulia Progress Association (Tourism CEO 1/12/2017 – Emailed businesses/tourism operators – no Operators) meeting before Australia Day response received – will wait until Jan and personally go and see 2018) them. 22/11/2017 Council Housing to be reviewed and high CEO 4/1/2018 No response from funding submission yet. maintenance cost housing to be considered 1/12/2017 Being reviewed at present – awaiting results of for sale funding application to determine next step. 22/11/2017 Plant Committee Minutes to be sent to all DWO 1/12/2017 Next meeting due in Feb 2018. Councillors 22/11/2017 Plant Committee Meetings to be arranged on DWO 1/12/2017 Next meeting due in Feb 2018 the same day as Council Meetings ie after Council Meetings 22/11/2017 Plant Committee Agenda Item – Trailer with DWO 1/12/2017 Next meeting due in Feb 2018 which will discuss this Generator and Fuel Tank for all camps item. 22/11/2017 Plant Committee Agenda Item - roller for DWO 1/12/2017 Next meeting due in Feb 2018 which will discuss this pump (Bore Boss System) - Costings - item. Councillors to send to Director of Works and Operations 22/11/2017 Heritage Walk – assistance from Work Camp DWO 4/1/2018 No feedback until workcamp return. request by Bob and Val Spilsbury - Letter sent 1/12/2017 CEO spoke to Vic from work camp who is to discuss to Council. idea with Bob and get his thoughts on what he wants to achieve. 22/11/2017 Black Box and Speakers to Rodeo Grounds DWO 1/12/2017 Request to be completed once the Hall System is operational and Gary Woodhouse be asked to make a dust cover 22/11/2017 Ergon and Lighting (eg triangle on the DWO 1/12/2017 Lighting to be discussed with TMR northern approach to town) 22/11/2017 New name for the Stonehouse Complex for CEO/CSM 24/11/17 A choice of 13 names was e-mailed to staff for their branding purposes input. WEDNESEDNESDAY 20th DECEMBER 2017 20/12/2017 Balance of loan – to be sent to Councillor FM 12/01/2018 Balance has been sent to all Councillors. Rick Britton

10 20/12/2017 Feasibility of free rates for two years to CEO/FM 4/1/2018 Investigation to complete. encourage new businesses to be established in Boulia 20/12/2017 2017/12.12 Camel Rides CEO 4/1/2018 Letter sent to Tom Woodhouse for the camel rides approval 20/12/2017 2017/12.11 Valuation data return CEO 4/1/2018 Valuation request sent to the department in hard copy and via email. 20/12/2017 2017/12.13 Town Planning Scheme- authority to proceed CEO 4/1/2018 Authority to proceed sent.

20/12/2017 2017/12.20 Coridgee Reserve Bore CEO/DWO Application approved to proceed. Drilling contractor has been contacted. 20/12/2017 2017/12.21 Australia Day Awards CEO/EA Awards have been finalised and associated planning for the ceremony and breakfast has commenced.

RECOMMENDATION That the Action List item update be received for information

FUTURE PROJECTS identified for WORKS FOR QUEENSLAND FUNDING or similar 22/11/2017 Fence for Stonehouse Complex 22/11/2017 Water Point Infrastructure identified by Contracts Works Overseer in liaison with GBA

FUTURE PROJECT OPTIONS FOR FUNDING AND COUNCILLOR INFORMATION REQUESTS BETWEEN MEETINGS: Date Item Project – or Issue: Response: 13/05/2014 2014/5.2 That Council investigate options for the development of the Council 20/7/2017 Project to remain on standby with opportunistic funding Offices and that Council develop a project plan in readiness for to be considered as appropriate future funding opportunities 1/7/2017 Land available for office – to be sourced – could be the 23/9/16 – Following location of plans, CEO and DCEO to review new residential development behind the school? Council building needs so plans can be considered/readied for 12/6/2017 Draft floorplan received – will not fit our needs. future funding opportunities

16/12/2016 Continue to lobby for the Donohue Highway to be made a state 29/6/2017 Meeting with Lachlan Millar – raised issue. road. 25/5/2017 Mayor attending meeting in Alice Springs – Outback Way to impress the importance of this being done. Mayor/CEO/GBA

11 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: Engineering Services Report - Newsbrief Item E1

REPORT STUART BOURNE DATE: 10/1/18 BY: GBA - SENIOR CIVIL ENGINEER

CORPORATE PLAN REFERENCE:

Water -Objective – Provision of an abundant quantity of quality water. Sewerage and Waste -Objective – Provide sustainable and environmentally sound sewerage and waste services for the communities within the shire. Infrastructure -Objective - Develop, improve and maintain infrastructure to meet the needs of the community Roads -Objective -Strive to develop, improve and maintain roads to a high standard

PURPOSE:

To inform council on the progress of various items through an information update.

CONTENT:

1. Visits to the Shire

th 19-20 December Council meeting, Showgrounds inspection

2. Road Maintenance Performance Contracts

The contract for the 17/18 Financial Year is: Barcaldine  The base RMPC for Barcaldine Region is $1,114,553  Management of Declared Plants is $30,000  Traffic Management and Incident Control $38,000  Various request for additional schedules for culvert repairs is $352,814.00  CH Variation 4 Boulia – Winton Road 99D Ch245.3 (Lucknow Ck - finished) & Ch 269.8 (Polygammon Ck – waiting on culverts) Culvert Replacement.  Reseal Prep Works is $315,375.00  Total is $1,850,742 Cloncurry  The base RMPC for Cloncurry Region is $235,440  Construction of Stockpile pads $15,000- finished  CH Variation 7 Dajarra – Mt Isa Rd 93F Ch 29.86 Km Replace Culvert $72,088.72 – finished  Split Ck floodway not approved by Cloncurry Region – to be budgeted in following years  New Approved Total $347,572.72

RMPC Total 17/18 is $2,198,314.72

12 3. Main Roads Minor Works Performance Contracts

Future rehab works currently under preparation by DTMR are: - 10km approximately from Boulia heading North (rehab and widen with Beef Roads funding 2017/18)- Roadtek - 10km approximately in the Lucknow area (possibly widening with Beef Roads funding 2018) - Top Limestone Creek – design due Feb-18

Main Roads reseals 17/18 (CN-7511) tender submitted 31 August 2017 has been accepted for the value of $891,412.72. 10mm PMB reseals are scheduled for Diamantina Developmental Road (Boulia – Dajarra) –(93E) (0-2.58Km) and Kennedy Developmental Road (Winton- Boulia) (99D) (279.30 - 287.85, 289.79 – 292.04 and 315.12 – 320.55 Km). Works to be completed by 30th April 2018.

4. Flood Damage Works

For a detailed summary of all Flood Damage events and their status, see attachment.

The 2015 Works Program is complete; the project is currently in the acquittal stage.

The January 2016 event (Toolebuc Rd floodway) is complete. The project is in the acquittal stage, Compliance completed pending VFM.

The February 2016 event involves both emergent and REPA works. The emergent submission has been paid, and construction has commenced for the REPA program. Contractors currently working on North Urandangi and Headingly Roads.

The June 2016 flood event involves both emergent and REPA works. The emergent submission has been paid, and the REPA program has been approved. This program has commenced in conjunction with the Feb-16 program. Contractors currently working on North Urandangi and Headingly Roads.

The September 2016 flood event involves both emergent and REPA works. The emergent submission has been paid, and the REPA submission has been approved. Works program will commence after Feb-16 and June-16 programs are completed.

DTMR Flood Damage

Contract value of $256,959.49 has been accepted for DTMR Flood Damage works (Contract Number CN-2810 March 2016 event). Works commenced August 2017, undertaken by Council crews. Scope of works include: gravel resheeting of shoulders, repair undermining of culverts & margins and repair concrete margins. To be conducted on the Bedourie Rd, Winton Rd and Dajarra Rd. Works are complete. Final claim submitted.

5. Other

Project / Item Comment

ORRG TIDS 209/LGSR/14 The TIDS annual allocation for 2017/18 is for $150,000 which requires a matching contribution (total $300,000).

Description Start End Dist. Cost Comments Donohue Reseals – Herbert Scheduled for March Downs 77.9 87.9 10km $300k 2018

Roads To Recovery The proposed RTR works are as follows for 2017/18:

Description Start End Dist. Cost Comments Donohue Reseals – Herbert Scheduled for March Downs 70.4 77.9 7.5km $290k 2018 Co-Contribution Outback Pending Outback Way Way $312.5k approval Various roads in conjunction with flood damage ($100k Linda Downs, $233k Urandangi South), Complementary Works $500k $177K Urandangi North Mulligan St Shoulders Wills Hamilton 200m $50k (Backup job) Pituri St Shoulders Burke Wills 200m $50k (Backup job) Herbert St Shoulders In-conjunction with Reseal 15,000m2 $50k DTMR reseal

Water & Sewerage Upgrade Works The contract has been awarded to Insituform Pacific Pty Ltd to a value of $400,128.77 Inc.GST. Works are scheduled to commence on the end November, to be completed by early 2018. Building Our Regions grant total $500,000. CCTV works commenced on site 5th December. Relining works to commence in January. Water Quality Assessment report has been commenced. This report reviews options for improvements to water quality (eg artesian bore, filtration, alternative sub artesian bores etc).

RAPAD Water and Sewer Alliance Current projects are:

 The disinfection options recommended are gas or tablets both will cost around $260k to install. There is now sufficient information to proceed to the implementation phase. LGGSP submission approved. The tender closes on the 25th January.  The DWQMP Audit has been completed with some areas for improvements. The audit findings will be used to complete the DWQMP review which has been drafted. A workshop was completed on the 6th December.

Donohue Highway: Outback Way Funding

The PPR has been approved pending formal correspondence. Total unsealed remaining is 119.3km, total sealed to date is 119.4km.

Heavy Vehicle Safety and Productivity Programme

Works complete – prime was damaged on the Coorabulka road with the recent rain and could not be sealed. Rescheduled for next visit likely to be March 2018.

Work for Queensland

New Depot Office – Contract awarded to Auzscot Civil for submitted value of $181k. Grant total $171,500 to be completed by 30 November 2017. Buildings landed on site and practically complete – some defects pending tidy up.

Traffic Count Data The following Shire roads have traffic counter units: as of August 2017

Road Name Location AADT % HV Coorabulka Ch. 1.20km (as of may) 17 42.4 Donohue Ch. 2.50km 30 30.6 Donohue Ch. 201.00km (Kelley's Ck) 7 36 Headingly Ch. 24.64km (Toby Ck) 16 20.5 Selwyn Ch. 2.50km 17 31.2 Toolebuc Ch. 0.10km 6 45.9 Urandangi Border Ch. 0.04km 14 10.8 Urandangi North Ch. 9.22km (Moonah Ck) 13 24.4

Works Program An updated works program has been generated.

CONSULTATION:  Nil – information update only

GOVERNANCE IMPLICATIONS:  Nil

CONCLUSION:  Information update only

RECOMMENDATION:  That the information update be noted.

ATTACHMENTS:  Program of Works  Flood Damage Events - Detailed Summary

Reviewed by Director of Works and Operations Harin Karra Approved by Chief Executive Officer Lynn Moore

15 Boulia Works Program 2017/18

ID Task Name Duration Start Finish Qtr 4, 2017 Qtr 1, 2018 Qtr 2, 2018 Qtr 3, 2018 Qtr 4, 2018 Qtr 1, 2019 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar 1 Boulia Works Programme 2017/18 469 days? Thu 20/04/17 Fri 01/02/19

2 General Works 359 days? Thu 20/04/17 Fri 31/08/18 3 RMPC 17/18 260 days Thu 20/04/17 Mon 16/04/18 Concrete Crew 4 RMPC 17/18 - 18/19 99 days? Tue 17/04/18 Fri 31/08/18 Harris Crew 5 DTMR Reseals 8 days Mon 02/04/18 Wed 11/04/18 6 Diamantina Developmental Road 1 day Mon 02/04/18 Mon 02/04/18 7 0.00 - 2.58 km 1 day Mon 02/04/18 Mon 02/04/18 8 Kennedy Developmental Road 7 days Tue 03/04/18 Wed 11/04/18 9 279.30 - 287.85 km 3 days Tue 03/04/18 Thu 05/04/18 10 289.79 - 292.04 km 2 days Fri 06/04/18 Mon 09/04/18 11 315.12 - 320.55 km 2 days Tue 10/04/18 Wed 11/04/18 29 Depot Office 44 days? Mon 16/10/17 Fri 29/12/17 Auzscot 30 Jocky Room 108 days? Wed 01/11/17 Fri 30/03/18 32 Concrete Tender Works 106 days Mon 25/09/17 Mon 19/02/18 34 NDRRA Works Variation 2 49 days Mon 02/10/17 Thu 07/12/17 40 Urandangie Border Rd 1.73 - 1.76 2 days Mon 27/11/17 Tue 28/11/17 Central Hire 41 Urandangie South Rd 7 days Wed 29/11/17 Thu 07/12/17 42 Site 3 68.43 - 68.44 3 days Wed 29/11/17 Fri 01/12/17 Central Hire 43 Site 2 67.5-67.6 2 days Mon 04/12/17 Tue 05/12/17 Central Hire 44 Site 1 4.666-4.67 2 days Wed 06/12/17 Thu 07/12/17 Central Hire 45 Culverts - Winton Rd Variation 4 81 days Mon 30/10/17 Mon 19/02/18 48 Site 1 269.77 Polygammon Ck 5 days Tue 13/02/18 Mon 19/02/18 Central Hire 49 Variation 7 Dajarra - Mt Isa Rd 29.86 5 days Tue 06/02/18 Mon 12/02/18 Central Hire 50 Shire Roads FD Works [Feb & June-16] 122 days Fri 27/10/17 Mon 16/04/18

51 Headingly Rd 30 days Mon 30/10/17 Fri 08/12/17 Harris Crew 52 Linda Downs Rd 20 days Mon 11/12/17 Mon 19/02/18 Harris Crew 53 Linda Downs Link Rd 20 days Tue 20/02/18 Mon 19/03/18 Harris Crew 54 Donohue Hwy 20 days Tue 20/03/18 Mon 16/04/18 Harris Crew 57 Urandangi Border Rd 20 days Mon 27/11/17 Mon 05/02/18 Mixed Contractor Crew 58 Urandangie Border Rd (Sept 16) 20 days Tue 06/02/18 Mon 05/03/18 Mixed Contractor Crew 59 Selwyn Link Rd (Sept 16) 1 day Tue 06/03/18 Tue 06/03/18 Mixed Contractor Crew 60 Selwyn Link Rd 7 days Wed 07/03/18 Thu 15/03/18 Mixed Contractor Crew 61 Selwyn Rd 14 days Fri 16/03/18 Wed 04/04/18 Mixed Contractor Crew 62 Fort William Rd 3 days Thu 05/04/18 Mon 09/04/18 Mixed Contractor Crew 63 Shire Roads FD Works [Sept-16] 214 days Tue 10/04/18 Fri 01/02/19

64 Urandangi South Rd 30 days Mon 03/09/18 Fri 12/10/18 Harris Crew 65 Linda Downs Link Rd 20 days Mon 15/10/18 Fri 09/11/18 Harris Crew 66 Linda Downs Rd 30 days Mon 12/11/18 Fri 21/12/18 Harris Crew 67 Donohue Hwy 30 days Mon 24/12/18 Fri 01/02/19 Harris Crew 68 Selwyn Rd 20 days Tue 10/04/18 Mon 07/05/18 Mixed Contractor Crew 69 Coorabulka Road 30 days Tue 08/05/18 Mon 18/06/18 Mixed Contractor Crew 70 Springvale Rd 20 days Tue 19/06/18 Mon 16/07/18 Mixed Contractor Crew 71 Slashers Creek Rd 20 days Tue 17/07/18 Mon 13/08/18 Mixed Contractor Crew 72 Toolebuc Rd 20 days Tue 14/08/18 Mon 10/09/18 Mixed Contractor Crew

Concrete Crew Milestone Inactive Task Manual Task Manual Summary External Tasks Progress

Date: Fri 01/12/17 Task Summary Inactive Milestone Duration-only Start-only External Milestone Manual Progress

Split Project Summary Inactive Summary Manual Summary Rollup Finish-only Deadline

Page 1

16 Boulia Shire Council Flood Damage Events - Detailed Summary

QRA Event Code Activation Type Submitted Value Status Comments

BoSC.6.15 Jan 2015 REPA $ 4,831,299.82 Complete Fully Accquited [Toolebuc Rd floodway]-awaiting final QRA Jan 2016 REPA Variation $ 236,611.00 Complete BoSC.14.16 endorsement BoSC.11.16 Feb 2016 REPA $ 2,300,053.00 WIP Works commenced Feb-17 Works commenced in conjunction with Feb- June 2016 REPA $ 1,486,913.00 WIP BoSC.15.16 16 Program Works to commence after Feb-16 and June- Sept. 2016 REPA $ 1,625,911.76 Approved BoSC.19.16 16 programs are complete

17 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2017

BOULIA WORK CAMP DECEMBER 2017 DOC REF: TITLE: (INFORMATION REPORT) Item E.1

Vic Strowger REPORT DATE: Custodial Correctional Officer BY: 17/12/2017 Townsville Correctional Centre

CORPORATE PLAN REFERENCE: Community Development Outcome 2.1 Support opportunities to develop the community through partnerships. Item 2.1.3 Continue community support and opportunities for WORK camp

PURPOSE: To advise of the activities of the Boulia Work Camp from 5th to 15th December 2017

CONTENT:

During this period the below community work was conducted: - Stone House Museum Maintenance - White Wash walls at The Stone House Museum - Maintained Cemetery - Maintained Golf Club - Weed and clean new garden at Town entrance - Mow/Whipper Snip Town yards - Paint steel seats, ready to fit timber to seats at Racecourse Reserve - Repairing timber seats on Grand Stand at Racecourse Reserve - Painting rails at Racecourse Reserve

ATTACHMENTS:

Start White Washing walls at The Start repairing timber Grandstand seats Stone House Museum at Racecourse Reserve.

RECOMMENDATION: That the Boulia Work Camp December 2017 report is received for information.

Reviewed by Director of Works and Operations Mr Harin Karra Approved by Chief Executive Officer Ms Lynn Moore

18 GOODS & SERVICES PROVIDED BELOW FAIR VALUE for the year 1/12/2018

CAMP: Boulia MONTH: Dec-17

Name of organisation that received the Hours of resource Number of Work Total Date Description of Goods/Services Provided Offenders Performed Hours 6/12/2017 Boulia Shire Council Paint Rec Room Walls 2 5 10 6/12/2017 Boulia Shire Council Clean Boundary Fence 4 2 8 6/12/2017 Boulia Shire Council Repair Steel Seats at Racecourse Reserve 1 3 3 7/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 2 2 4 7/12/2017 Boulia Shire Council Remove weeds from new garden at Town entrance, clean up 3 2 6 7/12/2017 Boulia Shire Council Prepare timbers on GrandStand at Racecourse Reserve 1 3 3 8/12/2017 Boulia Shire Council Remove weeds from new garden at Town entrance, clean up 3 2 6 8/12/2017 Boulia Shire Council Paint Steel Seats at Racecourse Reserve 2 5 10 8/12/2017 Boulia Shire Council Mow/Whiper Snip Town Yards 3 2 6 8/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 2 4 8 8/12/2017 Boulia Shire Council Prepare timbers on GrandStand at Racecourse Reserve 2 5 10 9/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 3 2 6 9/12/2017 Boulia Shire Council Paint Steel Seats at Racecourse Reserve 2 4 8 9/12/2017 Boulia Shire Council Prepare timbers on GrandStand at Racecourse Reserve 2 5 10 11/12/2017 Boulia Shire Council Prepare timbers on GrandStand at Racecourse Reserve 2 5 10 11/12/2017 Boulia Shire Council Mow/Whiper Snip Town Yards 3 4 12 11/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 3 4 12 12/12/2017 Boulia Shire Council Prepare timbers on GrandStand at Racecourse Reserve 2 5 10 12/12/2017 Boulia Shire Council Mow/Whiper Snip Town Yards 2 4 8 12/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 3 4 12 13/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 3 4 12 13/12/2017 Boulia Shire Council StoneHouse Museum Maintenance 2 4 8 13/12/2017 Boulia Shire Council Racecourse Reserve - Paint new rails 3 5 15 14/12/2017 Boulia Shire Council StoneHouse Museum Maintenance - White Wash StoneHouse walls 3 4 12 14/12/2017 Boulia Shire Council StoneHouse Museum Maintenance 2 4 8 14/12/2017 Boulia Shire Council Racecourse Reserve - Paint new rails 3 4 12 15/12/2017 Boulia Shire Council Maintain Cemetery 3 3 9 15/12/2017 Boulia Shire Council Maintain Golf Club 2 3 6 15/12/2017 Boulia Shire Council Racecourse Reserve - Paint new rails 2 2 4 0 TOTAL HOURS 248

19 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

BOULIA WORK CAMP JANUARY 2018 DOC REF: TITLE: (INFORMATION REPORT) Item E.2

Vic Strowger REPORT DATE: Custodial Correctional Officer BY: 14/01/2018 Townsville Correctional Centre

CORPORATE PLAN REFERENCE: Community Development Outcome 2.1 Support opportunities to develop the community through partnerships. Item 2.1.3 Continue community support and opportunities for WORK camp

PURPOSE: To advise of the activities of the Boulia Work Camp from 3rd to 11th January 2018

CONTENT: During this period the below community work was conducted:

- White Wash walls at The Stone House Museum - Stone House Museum Maintenance - Weed and clean new garden at Town entrance - Mow/Whipper Snip Town yards - Assist Parks and Gardens from 3rd to 5th. - Fit timber to steel seats at Racecourse Reserve - Painting rails at Racecourse Reserve

ATTACHMENTS:

 White Washing walls at The Stone House Museum.

 Eight (8) completed timber Grandstand seats at Racecourse Reserve.

RECOMMENDATION: That the Boulia Work Camp report is received for information.

Reviewed and approved by Chief Executive Officer Ms Lynn Moore

20 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

CEO REPORT DOC REF: TITLE: for December 2017 Item CEO1

REPORT Lynn Moore DATE: BY: Chief Executive Officer 4/1/2018

CORPORATE PLAN REFERENCE: GOVERNANCE Effectively and efficiently manage Council responsibilities by ensuring all governing legislation is adhered to, and by coordinating and planning all resources.

PURPOSE: To advise Council of the activities’ of the Chief Executive Officer over the previous month.

CONTENT:

CPL LEASE The finalisation of this lease is now in the hands of the department and is to be finalised in January 2018. This will see a formal contract realised between CPL and the Council for the long-term lease of the land next to the Council Depot. NEW AWARD 2017 Due to the Christmas break minimal activity in this space. Pay scales being reviewed, performance reviews to be completed by March 2018 including review of job description documents and training needs. AIRPORT SUBDIVISION – STAGE 1 Design plans submitted back in 2014 with some small alterations may be useful to develop a couple of blocks until funding can be sourced for the entirety of stage 1. Stage 2 is still dependant on and ILUA being negotiated with Pitta Pitta. Contact with their lawyer is sound. DEVELOPMENT APPLICATION- Coridgee bore An application was submitted and approved to proceed with a new bore on Coridgee Reserve. This will improve the pasture for grazing and Council’s intention to improve the property with the rental money received from it. A drilling contractor has been contacted and the new bore is expected to be progressed shortly. TOWN PLANNING MODEL The Department of Local Government Infrastructure and Planning has completed the initial review of our town plan (meeting with Council - Oct) and is now completing the base document for review by Council and the community. They will visit early in the New Year to progress this project. WELLBEING CENTRE – BOULIA DROUGHT COMMUNITY PROGRAM Finalisation of the project plan and funding application to the Drought Community Program initiated by the Federal Government has been completed including a draft plan with estimated costings. Funding has been approved for the project, and initial meetings have now been held with Queensland Health and their representatives who will be in control on the new Primary Health Clinic. This will be a joint project between Queensland Health (Central West Health) and Boulia Shire Council. Funding agreement has yet to be received, and we will not proceed until this has been done which limits exposure to Council.

IT VISION – COUNCIL’S NEW BUSINESS SYSTEM Progress on the data cleanse is travelling well with more confirmation letters received over the Christmas break. These will be inputted in January by our Project Officer.

WEBSITE REVIEW Several meetings have taken place now with regard to the website redesign. Our existing website is not user friendly to the new digital age, and needs to be viewed by several different media types: ipod, iphone, ipad, etc.

CEO MEETINGS DEC 2017 CONTACT REASON/ISSUE 1/12/2017 Rebecca Moore - CWHS Wellbeing Centre 1/12/2017 RDA teleconference BBRF funding workshop 6/12/2017 ManEx Weekly catch up 6/12/2017 Work Camp Heritage Walkway 7/12/2017 QFES - Elliot Dunne Quarterly pre-season catch up 7/12/2017 Ken Hunt- EBA Consultant Wage rates - teleconference 8/12/2017 RAPAD Teleconference 8/12/2017 June Lithgow Well Being Centre catch up 8/12/2017 Outback Way Teleconference 12/12/2017 ManEx Weekly catch up 19/12/2017 ManEx Weekly catch up 20/12/2017 Council, Christmas photos, party Monthly meeting 21/12/2017 Cleaning contractor New contract

EMAIL CORRESPONDANCE FORWARDED TO COUNCILLORS DEC 2017 EMAIL CORRESPONDANCE – 4/12/2017 Australian Hotel – response to Ombudsman complaint 2017/6436 4/12/2017 Koa People - Native Title Update 6/12/2017 BROOK; Outback Way Mtg Friday 8th, meeting notes 6/12/2017 Council committee representatives 2017-2018 6/12/2017 Plastic bag ban analysis, Bingo Industries latest acquisitions 7/12/2017 Christmas Card signing 12/12/2017 Aged Care - assisted meals etc. 13/12/2017 NNTT & ALGA Cairns Workshop - meeting notes 13/12/2017 Council Meeting dates 14/12/2017 Procurement from companies involved with Adani and Carmichael Mines 20/12/2017 Boulia Shire Council - Disaster Management Plan Assessment Report 20/12/2017 Fencing....the Camel Paddock and Kewpie 21/12/2017 Consultation - Large Resource Projects in Queensland 21/12/2017 Hydrosmart water treatment installed last night...... 21/12/2017 Min Min Encounter

RECOMMENDATION: That the CEO report is received for information.

Chief Executive Officer Ms Lynn Moore

22 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: COUNCILLORS REMUNERATION REPORT Item CEO2

REPORT Ms Lynn Moore DATE: BY: Chief Executive Officer 14/12/2017

CORPORATE PLAN REFERENCE: GOVERNANCE: ELECTED REPRESENTATIVES: Outcome 4.2 To represent and collectively make decisions to benefit the entire community

PURPOSE: Council to consider remuneration for 2018-2019 financial year as required by Chapter 8, part 1, Division of the Local Government Regulation 2012.

CONTENT: On 30th November 2017 the Local Government Remuneration and Discipline Tribunal concluded its review of remuneration for mayors, deputy mayors and councillors of Local Governments and determined the following maximum remuneration to apply from 1st July 2018 (excluding Brisbane City Council).

In its 2014 report the Tribunal explained the rationale behind the adoption of a system of remuneration which comprised a base payment (of two thirds of the annual remuneration) and a monthly payment based upon attendance at, and participation in, the twelve mandated council meetings. As a result of feedback received over the past two years the Tribunal has decided to slightly modify the basis upon which the ‘meeting fee’ is paid. Rather than the meeting fee being based, solely, on attendance at and participation in mandated council meetings, the Tribunal believes that the meeting fee concept should be extended to incorporate other important meetings which require a councillor's attendance, and participation, such as budget meetings, planning sessions, and the like. This is because the role of a councillor requires them to fully participate in, and contribute to, such meetings. The following meetings have been identified and used for the meeting fee calculation rate. It is estimated that Councillors will attend 12 monthly council meetings, 2 special budget review meetings and 2 special planning meetings days. Making a total of 16 meetings to be attended during the course of the year. Councillors who do not attend the identified meetings will be paid the base payment but will not be paid a meeting fee.

COUNCILLOR REMUNERATION - BOULIA SHIRE COUNCIL

PAYMENT PAYMENT 16 meetings pa 2017 NEW 2.25% inc REMUNERATION 2018 Base Payment 2/3 Meeting fee 1/3 Base Payment pfn Fee per meeting Mayor $85,540.36 $87,465.02 $65,598.76 $21,866.25 $2,523.03 $1,366.64 Deputy $36,659.85 $37,484.70 Mayor $28,113.52 $9,371.17 $1,081.29 $585.70 Councillor 1 $26,070.18 $26,656.76 $19,992.57 $6,664.19 $768.94 $416.51 Councillor 2 $26,070.18 $26,656.76 $19,992.57 $6,664.19 $768.94 $416.51 Councillor 3 $26,070.18 $26,656.76 $19,992.57 $6,664.19 $768.94 $416.51 Total Annual cost $200,410.74 $204,919.98 $153,689.99 $51,230.00 $5,911.15 $3,201.87

23 SECTION 247 LOCAL GOVERNMENT REGULATIONS

REMUNERATION PAYABLE TO COUNCILLORS

(1) A local government must pay remuneration to each councillor of the local government.

(2) The maximum amount of remuneration payable to a councillor under the remuneration schedule must be paid to the councillor, unless the local government, by resolution, decides the maximum amount is not payable to the councillor.

(3) If the local government decides the maximum amount of remuneration is not payable to the councillor, the local government must, by resolution, decide the amount of remuneration payable to the councillor.

(4) The amount of remuneration decided under subsection (3) for each councillor must not be more than the maximum amount of remuneration payable to the councillor under the remuneration schedule.

(5) The amount of remuneration for each councillor, other than a mayor or deputy mayor, must be the same.

(6) The Local Government Legislation (Significant Business Activity Thresholds and Another Matter) Amendment Regulation 2016 (the amendment Regulation) was made by the Governor in Council on 1 December 2016.

The amendment Regulation part 3, section 8, amends section 247(6) of the LGR to: remove the requirement for local governments to decide within 90 days of the Tribunal’s annual decision being gazetted, that the maximum amount of remuneration is not payable; and instead require a local government to decide under one resolution, before 1 July (for remuneration payable from 1 July of that year), that the maximum amount of remuneration is not payable to its councillors; and the amount of councillor remuneration that is payable.

CONSULTATION:  Councillor discussion January 2014 determined that Councillor Remuneration should at least keep pace with inflation.

GOVERNANCE IMPLICATIONS:  Required to be considered under Local Government Regulation 2012, Sec 247  Queensland Government Gazette no 98, printed Dec 13, 2017  Budget allocation for 2018-2019 will be an increase of $4,509.24 on the previous year’s budget.

RECOMMENDATION: 1. That the Council determine the Councillor remuneration payable to the Mayor, Deputy Mayor and Councillors for the 2018-2019 budget to be effective 1/7/2018:

Mayor $87,465-02 2.25% incr Dep Mayor $37,484-70 2.25% incr Councillor $26,656-76 2.25% incr

2. That Council advise the Chair of the Tribunal of the new remuneration for 2018-19, via [email protected]

ATTACHMENTS : Extraordinary Gazette No 98, December 2017

Chief Executive Officer Lynn Moore

27 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

EMPLOYEE ASSISTANCE PROGRAM DOC REF: TITLE: RENEWAL FOR 2018-2019 Item CEO3

REPORT Lynn Moore DATE: BY: Chief Executive Officer 04/01/2018

CORPORATE PLAN REFERENCE: 4. GOVERNANCE A cohesive and sustainable Council providing community leadership. 4.1 Provide efficient, friendly and professional service ensuring Council resources are utilised in a responsible manner. Key Strategy: Ensure workforce is adequately trained and offer staff development programs and continually promote Workplace, health and safety practices.

PURPOSE: To receive the bi-annual report from the Employee Assistance Program provider and endorse the continuation of the program

CONTENT: Boulia Shire Council is committed to providing a safe and productive working environment for all employees. It is recognised that employees may, from time to time, experience problems of a personal or work-related nature which impact on their work performance, health or well-being.

An Employee Assistance Program (EAP) is designed to assist employees and immediate family members in resolving personal or work problems which may adversely affect work performance, by offering professional and confidential counselling services provided by an external, independent provider. Boulia Shire Council has engaged Changing Ways Psychology to provide this service.

The program has been in place for over two years and has been untilised in varying degrees. We undertook a visit in November which enabled staff to put a face to a name, and was ultimately successful. The program is now being expanded to incorporate a visit at the beginning of the year during the period of induction set in January.

We have put this forward to RAPAD as a project which all councils could avail themselves of and reduce the costs. It is very important whist working remotely that there is another outlet for staff (and their immediate families) are able to call upon as unbiased support.

CONSULTATION: Nil

GOVERNANCE IMPLICATIONS:  $10,000 to be included in 2018-2019 budget.

RECOMMENDATION: That the Employee Assistance Program be endorsed and continued for the 2018-2019 period.

ATTACHMENTS:  Bi-annual report from the provider does not include details or names as these details are confidential)

Approved by Chief Executive Officer Lynn Moore

28 Dr Lisa Patterson-Kane Changing Ways Psychology PO Box 35

Walcha NSW 2354 Mobile 0427 260 580 Email [email protected]

ABN 36 125 469 893

Biannual Employee Assistance Report July to December 2017 Boulia Shire

Introduction:

The Employee Assistance Program (EAP) is a free, professional, confidential counselling service for employees of the council and their immediate family and members of their household - paid for by the Boulia Shire Council. The purpose of the EAP program is to provide support for its staff and their employees, and to reduce to the incidences and negative effect of stress and mental illness with the workplace and the community.

Quarter Overview:

The use of the service has increased over the past 6 months. Having a face to face visit was highly beneficial allowing staff to become engaged with the service in a non confrontational way and develop rapport. The use of the service since this visit is significantly higher than before. Having a more structured workforce education session in January will also greatly benefit the level of engagement with the service.

Quarter Statistics:

8 employees utilised the EAP during this quarter with a total of 22 counselling sessions occurring during the 6-month period. These sessions occurred face to face and via telephone and email.

Thank you for choosing CWP as your EAP provider, we look forward to providing further quality services to the Boulia.

Regards

Dr Lisa Patterson-Kane

Clinical Psychologist

29 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: 2ND QUARTER OPERATIONAL PLAN REPORT 2017-2018 Item CEO4

REPORT Ms Lynn Moore DATE: BY: Chief Executive Officer 4/01/2018

CORPORATE PLAN REFERENCE: GOVERNANCE Effectively and efficiently manage Council responsibilities by ensuring all governing legislation is adhered to, and by coordinating and planning all resources.

PURPOSE: To present the second quarter Operational report for 2017-2018

The second quarter review of the Operational Plan from October to December has been completed. It reflects Council’s position in relation to the Corporate Plan, and progress towards goals Council aims to achieve.

Local Government Regulation 2012 Division 4 Annual operational plan Section 173

(3) The chief executive officer must present a written assessment of the local government’s progress towards implementing the annual operational plan at meetings of the local government held at regular intervals of not more than 3 months (5) A local government must discharge its responsibilities in a way that is consistent with its annual operational plan.

The report on the Operational Plan for 2017-2018 has been prepared in accordance with the legislation and has been linked to the Queensland Plan by reference to our Corporate Plan goals.

CONSULTATION:  NIL

GOVERNANCE IMPLICATIONS:  Prepared in accordance with Local Government Regulation 2012

RECOMMENDATION:  That council receive the second quarter report on the 2017-2018 Operational Plan for information.  That the report be displayed on the Council’s web site.

ATTACHMENTS: 2nd Quarter Operational Plan review 2017 - 2018

Chief Executive Officer Lynn Moore

2nd Quarterly Operational Review 1st Oct to 31st Dec 2017

31 BUILD STRONG DYNAMIC COMMUNITIES Social Support opportunities to develop the community through partnerships. Officer What Output How Activity Work Completed % Completed

Customer Application for RADF funding and Number of programs delivered Funding allocations made by the RADF. 50% Service the assessment and allocation of equals the funding program Program is almost fully expended. Manager funding applications during the amount. year from community groups. Preserve and promote the heritage and diverse cultures of our community Officer What Output How Activity Work Completed % Completed

Customer Preservation of historic Documentary work completed Due to commence in February 2018 0% Service memorials in the shire with with maintenance action plan in Manager locations documented and a place. maintenance plan created.

Customer Continue the operation of the Stonehouse open to the public Stabilisation of the cracks in the walls has 50% Service museum as a tourist attraction with adequately trained staff in been completed and the whitewashing of the Manager which showcases the heritage the delivery of historic walls has been finished with the assistance and history of Boulia. information. of the work-camp Build a strong sense of community, capacity and pride through collaborative partnerships and programs Officer What Output How Activity Work Completed % Completed

Customer Build strong local organisations Number of community events Successful organisation of the re-opening of 50% Service which deliver community events held Number of local attendees the Robinson Park which coincided with Bob Manager and attract tourists. Number of tourist attendees and Val's Christmas Party. This included the Skate park demonstration and BBQ, sausage sizzle and entertainment by the local group and Ali S.

Encourage and promote community wellbeing, including healthy and active lifestyles.

32 Officer What Output How Activity Work Completed % Completed

Road and The bus to be available for Number of sporting events Requests for the bus are actioned as 50% construction sporting activities when required. where the bus was utilised. received. Uses this period : maintenance

Customer The pool centre staff are fully Number of activities held at the Training of staff was completed prior to the 50% Service trained and the facilities are well centre. Training sessions opening but again this year we have a high Manager maintained and fit for purpose. completed for staff. Number of turnover of staff. visitations to centre.

Director Woks Improved usability of the facility. Tenders completed with design Works for Queensland funding has enabled 100% and Installation of a water bubbler plans and installation completed the new splash park to open along with the Operations park feature in place of the before Nov 2017 from Works for re-painting of the pool. The facility has wading pool which will be open Queensland grant funding. proved popular and works well with 24 hours 24hrs- 7 days per week access but does have a timer attached to the system for control of water use.

Chief Full utilisation of funding available Drought funding consultation Drought funding activities have been 100% Executive when received with community with community received. • delivered within the funding period and in Officer consultation. Drought funding activities line with funding requirements. completed and reports returned on time.

Director Woks Re-invigorate the existing park to Design plans approved and work Work for Queensland funding has enabled 100% and include a skate ramp, and other competed before November this project to be realised. The skate park Operations design improvements to 2017 from funding provided by was opened on 2nd Dec with the official re- infrastructure Works for Qld program opening of the Robinson Park

Director Woks Improvement to the existing Extension on to existing shed is With the assistance of the Drought 50% and facility for both male and female designed and completed from Communities Program (Federal Gov). Operations jockeys. Drought Communities Program Tenders submitted and the old jockey’s room Funding has been demolished with the assistance of the local club members. The new jockey’s room has been ordered and will be delivered in Feb and in operation by the first race meeting in 2018.

33 Officer What Output How Activity Work Completed % Completed

Director Woks Improved access for disabled Ramp and disabled access The project has been completed with the 90% and patrons to use the facilities with facilities to be completed by the assistance of grant funding applied for by the Operations funding being auspiced by local contract builder and the Camel Race Committee and Drought council. Work-camp. Funding (Fed Gov). The remaining painting of the fencing will be completed in Jan 2018 by the Work-camp. Enhance digital connectivity opportunities for the Shire. Officer What Output How Activity Work Completed % Completed

Road and Continued operation of FM All sites operational All sites are operational as at Dec 2017. 50% construction transmission sites Maintenance completed with some batteries maintenance being replaced,

Customer Improved availability to digital Review completed on how digital RAPAD group of councils are progressing 50% Service functionality to support tourism. exposure can benefit the idea of the 'Inland Telegraph'. This Manager Boulia.(RAPAD) initiative has been spearheaded by Winton with the legal issues on ownership of content still to be finalised. Partner with relevant organisations to support educational opportunities for the shire Officer What Output How Activity Work Completed % Completed

Senior Admin To engage at least one trainee in Trainee engaged and studies A trainee has been engaged and has been 100% Officer the office to complete Cert 3 in commenced. successful. administration.

34 Partner with relevant groups to support and deliver Emergency services within the shire Officer What Output How Activity Work Completed % Completed

Road and Support provided to SES and Fire Reports provided back from the All terrain vehicle purchased with an 50% construction groups to enable them to function SES and QFES on activities of application submitted for a secure shed to maintenance in an emergency. the group. store the vehicle. Discussions with QFES and SES have come to an agreement to be able to use the fire station in conjunction with SES for training etc. This will avoid having to duplicate office space. This is a very logical step forward from both groups. Maintain a high quality of life by providing facilities and resources that encourage a secure, interactive and progressive community lifestyle Officer What Output How Activity Work Completed % Completed

Customer Effective community celebrations Number of people attending Estimated attendees over the re-opening of 50% Service which all people feel welcome. each event. Number of events Robinson Park - well over 150 people over Manager held. the course of day and into the evening. Diamonds and Dust Ball will be held in Feb when the hall re-opens.

35 BUILDING AND MAINTAINING QUALITY INFRASTRUCTURE Environment Plan open spaces and recreational facilities and streetscapes to improve civic pride and aesthetic appeal Officer What Output How Activity Work Completed % Completed

Director Woks All street lights functional Audit on street lights conducted Order for Ergon to install the street light has 50% and with reports to Ergon on faulty been completed outside of the pool. Waiting Operations lights. on the correct people to enable installation to arrive in Boulia.

Street lighting options on the other streets in Boulia which are dark are also being discussed

Director Woks All parks and open spaces are Visible appearance of town, Excellent results achieved here with further 50% and managed in a sustainable parks and open spaces is well improvements to be seen over the coming Operations manner with mowing and maintained. No dead trees on months after the searing heat of summer. slashing completed regularly. council land. Positive comments Trees pruned or removed if from visitors and community. dangerous

Director Woks Improvement to the existing toilet Toilet modifications completed Works for Qld project completed with toilet 100% and facility to enable it to be and by Nov 2017 from Works for are redesigned. Operations ‘accessible’(prev disabled) toilet. Queensland grant funding.

Provide sustainable and environmentally sound water, sewerage and waste services for the communities within the Shire

36 Officer What Output How Activity Work Completed % Completed

Director Woks Reline of the remaining 2/3 of the Lifespan of system to increase to 100% grant funding received from the 80% and sewer system (budget 50-100 years with limited Department of State Development - Building Operations dependant) maintenance. Our Regions. Tenders completed with initial work to be done in Dec and follow up work to be commenced in Jan with the completion of the project due in Feb,

Director Woks Bore system functions to above No water outages All bores functioning well. New Hydrosmart 50% and ground tanks work and supply is water conditioning system to be functional Operations constant. before the end of year which should improve the quality of the delivered bore water.

Director Woks Install disinfection technology to Improved water quality and Tenders have been placed through the 50% and the water system.(funding reduced turbidity. Outback Regional Water group for the new Operations dependant) disinfection technology system which will be progressed midyear. Several other councils are joining with us for the tender which will reduce costs. (Approx. $100K) and allow us to complete other required work on the water system at the same time.

Director Woks Water sampling conducted and Reports from Water board free Water sampling completed which reveals our 50% and variations reported to Water from errors. water quality is well within the accepted Operations Board. guidelines. Turbid water is still a problem when the water use is high and the bore water flows directly to town.

Director Woks Bore system functions to above No water outages No water alerts or outages have been 50% and ground tanks work and supply is reported this quarter. Isolated time Operations constant. restrictions have been placed for overuse.

Director Woks Water sampling conducted and Reports from Water board free Sampling conducted with Drinking Water 50% and variations reported to Water from errors. Quality Management Plan audit conducted Operations Board. by the Water Board without any functional issues recorded.

37 Officer What Output How Activity Work Completed % Completed

Director Woks Regular collection of residential No complaints from residents or Regular collections completed. Letter to 50% and and commercial waste as per businesses business owners to be complied to Operations policy determine individual requirements for waste collection in the Peak, Off Peak and Shoulder periods.

Director Woks Waste facility managed in line Waste facility is ordered and Response completed on actions taken on 50% and with EPA requirements functional with little ‘blow away’ review completed in May 2017. No adverse Operations waste. comments. A full review and re-design of the facility will be completed in 2018. Develop manage and maintain roads and airport infrastructure to sustain and improve quality and safety.

38 Officer What Output How Activity Work Completed % Completed

Director Woks Identify potential blackspot areas Project completed ready for Four heavy vehicle pull off areas have been 50% and on roads and or bridges. funding opportunity. identified and subsequently sealed which Operations provides a safe rest area in high use areas.

Director Woks Compliant aerodrome grounds Pass of the audit via Annual Fencing to be completed at Urandangi 50% and meet with CASA requirements inspection by CASA airport in Feb 2018. Grant funding to Operations resurface the Boulia airport has been unsuccessful at this stage.

Director Woks Compliant aerodrome facility Pass of the audit via Annual Lighting at Urandangi is compliant but will 50% and including lights and markings inspection by CASA need replacing 1-2 years. Both airports are Operations meet with CASA requirements compliant at present. Line marking to be reviewed for Boulia, Urandangi and Emergency landing strip on the Donohue Highway.

Director Woks Shire roads which are accessible Shire roads maintenance Work completed on the heavy vehicle 50% and to all traffic including heavy program including maintenance parking areas. Operations vehicles which is safe. grading is completed each year

Director Woks Special projects identified to Reporting to Roads to recovery Roads to Recovery funding projects are: 50% and improve road network are body is approved and audited by and these are completed Operations completed within timeframe. external auditors.

Director Woks A further 16klms of road sealed Work has been completed to the $4.5m Funding allocation has been allocated 10% and on the Donohue Highway agreed standard between NT, between the State and Federal Operations WA and Qld Governments. These funds are controlled by TMR with documentation prepared in readiness to commence the next section in Jan 2018.

Director Woks Council utilise extraneous council External work is completed at a Limited requirement for council equipment at 50% and equipment to generate income. competitive rate with all costs to present. Operations council covered. Provide and maintain well planned sustainable community assets to meet the needs of our community.

39 Officer What Output How Activity Work Completed % Completed

Director Woks Facilities meet regulatory Inspections by regulatory bodies All buildings meet requirement with potential 50% and requirements and also meet and WH&S officers meet pass of external Test and Tagging to be Operations WH&S standards. rate. completed to ensure liabilities are met. Due Jan 2018

Road and Facilities are well maintained and Regular inspections conducted All gardens have shown a distinct 50% construction grounds are aesthetically by supervisors meet level of improvement during this period. New maintenance appealing service requirements. watering system installed to improve method of water delivery.

Director Woks Improve the fencing in existence Running rail fencing installed at All fencing completed with new stewards box 100% and to meet racing requirements. the racecourse reserve from installed. Operations Drought Communities Drought Funding.

Director Woks Re-paint swimming pool and Pool re-painting completed and Pool has been re-painted and tiles repaired 100% and improve tiling surrounds tiling surrounds repaired within with starting block covers ordered to be Operations the winter closure period. installed in Nov thanks to Work 4 Qld funding.

Director Woks New shade structure over the Design and tenders completed New solid shade structure is now completed 100% and main pool to be completed and installation completed over and the final inspection to be done in Oct Operations the winter closedown.

Director Woks HALL Facilities meet regulatory Regular inspections conducted Hall renovations to practical completion. 80% and requirements and also meet by supervisors meet level of Painting , curtains and floor polishing to be Operations WH&S standards. service requirements. completed by end of Jan.

Director Woks Refurbish the community Hall Hall renovation completed with Hall now at practical completion stage. 90% and interior including walls, ceilings, inspections completed by DWO Operations and new kitchen and building certifier

Director Woks Urandangi Hall Facilities meet Regular inspections conducted Fencing installed to keep goats away. 50% and regulatory requirements and also by supervisors meet level of Actions completed as per set timetable by Operations meet WH&S standards. service requirements. RFDS.

Director Woks RSL Facilities meet regulatory Regular inspections conducted This project is on hold until W4Q projects are 0% and requirements and also meet by supervisors meet level of completed. Operations WH&S standards. service requirements.

40 Officer What Output How Activity Work Completed % Completed

Director Woks RSL Building renovations Work to be completed by the Work to recommence with work-camp. 0% and including a ramp, renovated Work-camp and local qualified Ramp partially completed. Operations kitchen and an internal toilet to be builder. installed.

Customer Library Facilities meet regulatory Regular inspections conducted Library is being used to its best capability. 50% Service requirements and also meet by supervisors meet level of Manager WH&S standards. service requirements.

Director Woks Boulia Cemetery facilities are well Regular inspections conducted Future layout to include a beam section. 50% and maintained and grounds are by supervisors meet level of Cemetery is currently maintained by the Operations aesthetically appealing. service requirements. work-camp.

Director Woks Urandangi Cemetery facilities are Regular inspections conducted Grounds are maintained. Requests for tree 50% and well maintained and grounds are by supervisors meet level of planting will depend on level of water use. A Operations aesthetically appealing. service requirements. new line would need to be installed to the cemetery for this to occur.

Director Woks That the bus is able to be utilised Bus utilised for events and other Registration and inspections are conducted 50% and for community functions and activities in Mt Isa. Bus is able to be utilised as Operations events being well maintained, required. registered and roadworthy.

Director Woks Airport building Facilities meet Inspections by regulatory bodies WH&S met. Council continue to utilise this 25% and regulatory requirements and also and WH&S officers meet pass building as a meeting room which is a very Operations meet WH&S standards. rate. Regular inspections practical solution at this stage. conducted by supervisors meet level of service requirements.

Director Woks Post Office building Facilities Inspections by regulatory bodies Disabled access to be installed Jan 2018. 50% and meet regulatory requirements and WH&S officers meet pass Meeting office space for Pitta Pitta is being Operations and also meet WH&S standards. rate. Regular inspections negotiated under an ILUA agreement. conducted by supervisors meet level of service requirements.

Chief Re-design and plan for new New council plan developed for Due to the high volume of projects currently 0% Executive council building building. being completed this project will only Officer proceed to a design stage.

41 Officer What Output How Activity Work Completed % Completed

Director Woks Council building-depot New Design and tender documents Building has been installed, electricity 80% and demountable depot office to be completed with work completed connected, internet to be done Jan 2018. Operations installed to improve working by Nov 2017 from the Works for Furniture ordered Dec 2017 should be ready conditions for staff. Queensland grant funding for occupation in Feb 2018 program.

Director Woks New cement shed with access for Design to be completed by This project will commence mid 2018 10% and a forklift will secure the council engineer and tender process Operations stores and comply with WH&S managed by GBA,. requirements.

Director Woks Accessible ramp to be installed New ramp completed with This new ramp has been completed and is 100% and at Tom Howard Cottage with changes made to the toilet an asset to the building. The quality of Operations renovations to the toilets. workmanship is excellent and was completed by our resident local builder. This ramp is functional and adds to the appearance of the building. The disabled toilet has also now been completed with the existing toilet gutted and modified to a multipurpose m/f/disabled facility. This provided a good cost effective way to achieve the desired outcome.

Director Woks Stonehouse Museum Work Plastering to be completed by a Work for Queensland project. Work now 90% and identified on the walls of the qualified person. Other remedial 90% complete with only the painting to be Operations building to be repaired. work to be completed on site. completed. Facilitate land and infrastructure development that meets the needs of the community and fits with the strategic plans for Council, key stakeholders including State and Federal governments

42 Officer What Output How Activity Work Completed % Completed

Chief Butcher paddock and Cooridgee Leases on Butcher Paddock and Still awaiting confirmation from State Land 90% Executive paddock lease Sub-leases Cooridgee Paddock signed and Asset Management for registration - due Officer arranged and leaseholders registered. Lease payments June 2018. Both Lessees have taken up the engaged for 5 year leases on received from leaseholders. leases both properties.

Chief Identification and progression of Land availability options cleared Initial industrial land blocks to be developed 50% Executive land areas suitable for both with Native Title holders and at airport when able to be done. Officer business, rural and residential DNRM. ILUA requirements met. occupancy within the shire. Legal documents and agreements are signed and registered with DNRM. Titles issued on identified land.

43 STRENGTHEN THE LOCAL ECONOMY Economic Promote tourism as an economic driver for the region. Officer What Output How Activity Work Completed % Completed

Customer Improvement in visitor numbers Numbers of visitors to show A very evident increase in sales higher than 50% Service and sales revenue for the Min Increase in income as a the increase in visitor numbers which is a Manager Min Encounter and Stonehouse percentage of expenditure for good result for the centre. tourist attractions. sales.

Customer Improved sustainability of the Min Replacement of existing Works for Queensland project - the 90% Service Min attraction infrastructure completed with installation of the new faces will happen in Manager program review completed by Jan 2018 along with the delivery of the Nov 2017 from Works for manuals. Queensland grant funding

Customer Increase visitor numbers by 5% Visitors to Min Min/ A total revamp of the website and brochure 50% Service Utilisation of electronic media to Stonehouse/and accommodation is being completed with reference to what Manager promote Boulia. outlets other areas are including and targeting our key attractions.

Director Woks Support local tourism in Structures installed by Nov 2017 Work for Queensland project. Facility has 70% and Urandangi by the installation of from Works for Queensland been ordered but because of the remote Operations showers and BBQ shelter at the grant funding location it will rely on the second round of existing toilet facility funding to complete the project.

Customer Increase the number of visitors to Completion of famils and Continue joint collaboration with Diamantina, 50% Service Boulia through partnerships with external visits with the Far West and OQTA for attendance at trade shows. Manager other regional tourism providers. Alliance to trade shows.

Chief Recognition of various Traditional Consultation with T/O groups on Further correspondence to be sent to 10% Executive Owner (T/O) groups within the wording and location of signage. QSNTS on the location of boundaries of Officer shire by including signage on T/O • Installation of signs completed. each group. area boundaries

Where controlled by council, affordable and suitable housing to meet demand is available

44 Officer What Output How Activity Work Completed % Completed

Customer All houses and units owned by Occupancy rate achieved. As at Dec the occupancy rate was at 90 % 50% Service council are rented out. 80% with no houses identified as potential Manager occupancy rate. sales. Support opportunities for existing and emerging industries and business. Officer What Output How Activity Work Completed % Completed

Chief Support requests for further Increased number of businesses No further development of industrial land at 25% Executive development of sites within using Boulia as a base this stage. The Pitta Pitta office space Officer Boulia Shire to enable increased employing local people. through the ILUA is being negotiated with the employment of local people. Lawyer. Identify other economic opportunities and enablers for the Shire. Officer What Output How Activity Work Completed % Completed

Chief RAPAD facilitate the growth and Evidenced based outcomes The RAPAD group of councils is progressing 50% Executive development of the Central West resulting from the membership the digitisation of the area to support the Officer and wider Outback region. By of the regional group. potential development of the tourism industry working together member local in the remote outback. The link provides governments are united in their valuable data gathering capabilities which desire to enhance the quality of we will be able to use to ascertain where life for all residents best to market and promote ourselves Actively support networks and partnerships between local businesses, industry groups, relevant organisations and government.

45 Officer What Output How Activity Work Completed % Completed

Director Woks ORRTG Strong representation for Monthly meetings to review Regular monthly teleconferences attended 50% and all RAPAD councils to road progress. with quarterly face to face meetings Operations funding bodies. attended.

Director Woks Utilisation of TMR funding to Projects identified and Regular meetings with TMR occur to review 50% and achieve best possible outcome in completed as per the agreed our progress against TMR funding allocation. Operations road service delivery. schedule of works. Improved All actions completed across the agreed road access. schedule of works which improves the road access for the residents of Boulia. All works are within budget and time frames.

Director Woks Utilisation of funding to achieve Improved water infrastructure. Hydrosmart installed Dec 2017, External 50% and best possible outcome in service Water Audit completed and passed. Water Operations delivery for water infrastructure. infrastructure is functioning at the best possible result at present

Chief OHDC Strong representation for Monthly teleconference updates The group has been successful in 50% Executive the future development of the representing councils along the outback way Officer Donohue to secure funding from the State and Federal Governments.

Chief Highway as a tourist/heavy Further allocation of funding to Funding has been released with work to 50% Executive vehicle link east-west. seal sections of the Donohue commence in Jan 2018 Officer Hwy.

Customer OQTA Improve exposure for Joint attendance at trade shows. Attendance at meetings completed with 50% Service Boulia’s Tourist product. Queensland wide promotions membership maintained. Results limited for Manager National exposure western Queensland.

Chief CWRPMG Development of a Group is functional and has had The group has met during the year but has 50% Executive strong regional group who identify success in identifying and had little traction. Mayor Rick Britton has Officer and manage pest and weed lobbying government for now taken on the role as convenor which issues. changes to funding allocations. should see an increase in the outcomes for the group

46 Officer What Output How Activity Work Completed % Completed

Chief Lobby government departments Cross boundary assistance and Submissions to WQLGA and ALGA for the 50% Executive for funding and changes to Acts support given to other members review of State Road definition has been Officer where warranted. of the group. completed which recommends that if there is a direct benefit to the state for a road link then consideration should be for the State to take control thereby eliminating the costs to council for ongoing maintenance

Chief LDMG group is functional and Activations are well executed Good support from Mt Isa DDMG received. 50% Executive operates well in emergency and documented. • Reports to Emergency air search equipment availability Officer situations. the LDMG are completed • Field submitted to DDMG from request to and desk top exercises are landholders. completed

Chief IQRAP Improve productivity for This group is developing and The Mayor is actively engaged in this group 50% Executive existing industries and gathering momentum. We are of which he is the chairperson. It is being Officer businesses along supply chains, only one of 33 local acknowledged as a supporting plan which enhance competitiveness of governments who are members. identifies the local issues and provides exporters, support new private The focus is to increase the recommendations over the long term sector investment and improve quality and accessibility of the resilience and connectivity for the road network to maximise the delivery of goods and services to economic prosperity of inland community Qld.

Chief Effective representation for local Resolutions are submitted and New submissions to be discussed with 50% Executive issues by submission of passed for review. council for the annual WQLGA in Emerald in Officer resolutions to WQLGA for 2018. ALGA meeting to occur in June with consideration ALGA for submission to be placed online by the end of submission to the Federal March. Government at ministerial Councils meetings.

Chief Effective representation for local Resolutions are submitted and Further resolutions of council to be 50% Executive issues by submission of passed for review. progressed from WQLGA to ALGA which is Officer resolutions to ALGA for the final stage before representations to the consideration by the Federal ministers for considerations. Government.

47 Officer What Output How Activity Work Completed % Completed

Customer Housing Committee: Clear and Housing stock is utilised for the Housing Committee is consulted on all 50% Service accountable allocation of housing best purpose. housing allocations which include council Manager stock to applicants. staff, Councillors, police, health and community services.

Finance Audit Committee- Regular Functional Audit committee. Audit committee meets when required and 50% Manager meetings are held in line with consists of Councillors, staff, external auditor requirements and external accountant. All actions raised by internal and external auditors are reviewed and progress against targets noted. Next meeting scheduled......

Chief EBA committee- Committees are Well balanced EBA supporting New Award pay schedules are being 50% Executive formed inclusive of all areas of both staff and the council assessed against existing levels and Officer the council sustainability. allowances by external consultant

Director Woks The plant committee to complete Plant purchases are within The plant committee has determined what 50% and reviews on plant usage making budget and plant is maintained plant is required for future road works and Operations suggestion on turn over, within specified parameters to submitted to council for review in line with purchase and replacement to enable sound operations of the our current budget. achieve maximum value for council. money outcomes. New NAVMAN plant system has been installed which will improve safety for our staff but also provide information on how well each piece of machinery is performing.

48 CARING FOR OUR PEOPLE AND OUR ENVIRONMENT Environment Provide a safe and pleasant environment for families to live and work. Officer What Output How Activity Work Completed % Completed

Chief The set of policies and local laws Policies and Local Laws are up All policies and local laws are reviewed as 50% Executive to ensure that all residents are to date and relevant. required and version control is kept up to Officer able to enjoy Boulia without date after review by council through the nuisance : reviewed annually. council minutes. No new policies or laws introduced this quarter. Ensure all activities conducted by council meet with environmental guidelines and are sustainable Officer What Output How Activity Work Completed % Completed

Director Woks All facilities over which we are Visitation and audit by Licencing review is completed by an external 50% and required to hold a licence meet environmental health officer to Heath and Environmental Officer who issues Operations the Qld standards and licence review all of council operated the relevant licence as they are due. All renewal is achieved. facilities and business operating businesses in Boulia are currently are in Boulia. licenced and they do not have any issues to be corrected which would impact their operation of their business.

RLPO Identification and management of Pest animal baiting occurs. Next meeting will be 26th February 2018 15% pest animal and weed issues Weed identification and within the shire. notification process occurs. CWRPMG meetings are attended by RLPO

RLPO Leases over the Butcher Leases are sub-leased with These leases have just been issued and 50% Paddock and Coridgee Laneway income generated to cover lease therefore no inspections have been carried are managed in accordance with fees to Qld Gov and managed in out. our lease. accordance with those requirements.

Facilitate land and infrastructure planning and development that meets the needs of the community.

49 Officer What Output How Activity Work Completed % Completed

Chief Review of the Town Planning Town Planning Scheme is Initial plan developed by the DILGP to be 50% Executive Scheme which is now due for reviewed and adopted by reviewed by council in Jan/ Feb 2018 this will Officer review council. then go out for community consultation.

Director Woks All building applications are Applications processed with Development and building application have 50% and completed in a timely manner minimum delays. been processed by the new online system Operations with the correct fees charged. MyDAS2 and through the Town Planners as required.

Chief Native Title requests are dealt Land Planning issues proceed Council engages and external resource to 100% Executive with as they eventuate. as needed with the proper ensure we comply with Native Title requests Officer process followed. (Lawyer). No requests are in train at present Facilitate health and medical service provision for Boulia and Urandangi Officer What Output How Activity Work Completed % Completed

Chief Strong relationships built on a Improved health and medical Drought Community Funding has been 50% Executive political level between State and facilities for Boulia and approved for the joint collaboration between Officer Federal governments including Urandangi. Boulia Shire and Queensland Health for the Central West Health and ICIF. construction of the Wellbeing Centre to be located at the Primary Health Care. The Urandangi Clinic has been upgraded with the installation of security fencing.

Chief Auspiced funding for RFDS is Activities completed with All identified activities for this quarter have 50% Executive managed in accordance with quarterly reports submitted been completed with budget in order and Officer planned activities to upgrade reported on quarterly to RFDS. facility over two years

Caretake environmental impact areas of pests, weeds, water resources, disasters and natural resources.

51 Officer What Output How Activity Work Completed % Completed

RLPO Management and control of Limited numbers of stray A new dog pound has been installed at the 50% domestic animals within the animals. Unwanted or depot. township. impounded animals are disposed of humanely. Animals which were detained were humanely put down or were re-homed.

Local residents do sometimes request excess animals to be humanely put down which is carried out.

RLPO Pest weed control on council Limited incursions with action Gravel pit spraying program has 10% managed land is maintained. taken for invasive species. commenced.

RLPO Reduction in the number of pest • Take up of baiting program Bounty -80 dog scalps this quarter=$2400 50% animals by use of baiting and the offers by the landholders. • paid by council paying of bounties for wild dog Bounty payments continue. • Bounty- 421 pig snouts this quarter=$2105 scalps and pig snouts Education information available paid by council. on pest animals on the web site /

face to face. Information available on council web site.

RLPO Town common is managed with • Town Common Committee Town common fees are being paid with 50% weed control and stock levels meets at least once per year. • $2331 paid this half year. monitored Members fees are paid promptly • Stock which is not registered Town common muster / meeting has not with a member will be been held this quarter. impounded. • Town common muster is completed half yearly.

RLPO Stock route bores are maintained Stock route bores are Funding has been applied for $ xxx to keep 50% as appropriate with funding maintained in accordance with stock route bores on primary routes working. applied for as needed funding received.

Chief Compliance with the state SES- Group is supported during Council continues to support the SES in both 50% Executive requirements to have an State and after events by the use of human resources and equipment Officer Emergency Service (SES) group council equipment and staff requirements. required. SES Management Plans are up to date

52 Officer What Output How Activity Work Completed % Completed

Chief Local disaster management LDMG -Half yearly meetings are Pre-start meeting held in November with 50% Executive group (LDMG) and a Rural Fire held and reported back to results forwarded back to DDMG in Mt Isa. Officer Brigade.(RFS) DDMG. LDMG- Activation meeting for flood events are held and reported. LDMG Management Plans are up to date including QFES requirements. Meetings are attended and action

53 ROBUST GOVERNANCE GOVERNANCE Manage Council’s Human Resources in an effective manner. Officer What Output How Activity Work Completed % Completed

Executive Administration-HR Policies and Policies are reviewed and made These are to be reviewed in line with the 50% Assistant procedures in place to ensure available to staff. EBA . All current policies are available to staff have clear guidelines in staff on line and on our web site. relation to working for the council.

HR Officer Human Resource plan is Plan will be used in the budget This will be reviewed in line with the new 10% developed to identify potential process for 2018-2019 award negotiations. needs in the future.(succession planning)

Executive Review of existing EBA and Enterprise Bargaining EBA discussions/ consultation has been 50% Assistant commence consultation with staff agreement is developed and completed with external provider who will to develop an equitable EBA adopted by council in assist in making sure we are legally which is fair to staff and accordance with the new State compliant sustainable for council. Award 2017 Ensure Councils commercial activities are managed well and provide benefits to the community. Officer What Output How Activity Work Completed % Completed

Customer Min Min Encounter Business plan Business plan and management Plans due from Greg Tuckwell are due to be 50% Service incorporating management manuals completed by Greg completed in Jan 2018 Manager guides and sustainability review Tuckwell (consultant) completed

Customer Stonehouse Museum Business Plans completed which identify To commence 2018 10% Service plan incorporating management future sustainability and Manager guides and sustainability review infrastructure requirements into completed the future.

Chief Post Office Business plan Plans completed which identify Review 2018 10% Executive incorporating management future sustainability and Officer guides and sustainability review infrastructure requirements into completed the future.

Corporate Governance and Risk is managed well within Governance and Risk is managed well within regulatory parameters. Officer What Output How Activity Work Completed % Completed

Finance Risk Management is identified as Risk management Framework is Risk management for finance has been 50% Manager part of the business developed and implemented completed and action reviewed to ensure across the organisation. segregation of duties is clear.

Chief A business solution (IT) which Partnership with the RAPAD New IT solution identified and will be 50% Executive covers the needs of council at group to identify future solutions implemented in Sep 2018. significant work Officer present and into the future for Boulia in line with the region will be required to be completed to enable progressed. this to happen but it will secure the future of the council with respect to ongoing fit for purpose financial systems. The whole of RAPAD apart from Blackall Tambo are moving to the new system which will provide consistency across several councils.

Finance Long Term Financial Plan to be Long term Financial plan Initial plans have been completed for the 10 50% Manager updated to QTC model to a stage developed in line with QTC year review and input into the QTC where it gives Council a good format. framework. indication of the impact of financial decisions made by them on future decisions. Provide a safe working environment for all staff and visitors to council facilities. Officer What Output How Activity Work Completed % Completed

Workplace All areas within council meet the Regular reporting to ManEx on Monthly reporting completed. Silver Award 50% Health and basic standards for WH&S. incidents and prevention has been achieved by Council thanks to Safety activities. WH&S Officer Julie Dorries

Councils offices, depots and business enterprises are operated under ‘value for money’ principles. Officer What Output How Activity Work Completed % Completed

Customer Min Min expenditure Fees and Costs to visit our exhibition is Actioned - fees comparable to other 50% Service charges reflect the industry norm reflective of other tourist attractions. Tighter control over stock orders Manager and mark-up on goods is attractions and minimal stock has resulted in limited write offs reflective of costs write off.

Customer Stonehouse Fees and charges Costs to visit our exhibition is Actioned - fees comparable to other 50% Service reflect the industry norm and reflective of other tourist attractions. Tighter control over stock orders Manager mark-up on goods is reflective of attractions and minimal stock has resulted in limited write offs. costs write off.

Director Woks Depot workshop Council plant Limited downtime and minimal Good results this quarter with limited 50% and and equipment is fully operational lost productivity. downtime for machinery. Operations at all times.

56 AN EVOLVING WORKPLACE GOVERNANCE Adopt employment practices that develop and support a motivated and focussed workforce. Officer What Output How Activity Work Completed % Completed

Workplace All staff are compliant in the use JLTA audit is completed and a Improved compliance across the 50% Health and of the WH&S system and achieve pass is achieved by the group. organisation with a Silver Award achieved Safety an audit pass on inspections. through hard work by all staff.

Senior Admin EBA groups are formed and have EBA meetings are attended by EBA is progressing with working papers 50% Officer reviewed the existing EBA. the CEO with LGAQ and other being provided to external consultant in Dec groups as requested. EBA is 2017 progressed. Keeping pace with technological changes in the workplace environment Officer What Output How Activity Work Completed % Completed

Senior Admin Support staff to further their Staff competent in the use of the New system to be introduced in Sep 2018 of 50% Officer development in Local systems used by council which training and development will be done Government in the use of in groups progressive programs and resources. Develop and maintain a positive and future focussed culture that demonstrates and supports Council’s vision and values. Officer What Output How Activity Work Completed % Completed

Senior Admin All staff are aware of how to notify Records of suggestions/ This is completed and refreshed during the 50% Officer ideas/ complaints/suggestions complaints/ issues to be kept on annual induction session completed by the staff file. WH&S officer

Be known for our excellent customer service and dedication to our position. Officer What Output How Activity Work Completed % Completed

Senior Admin Confident staff able to attend to Annual Re-fresher training on Communication session was arranged with 50% Officer all customer enquiries and deal customer service as required. Employee Assistance Provider for November with difficult situations with further face to face meeting during the induction period in Jan 2018

Senior Admin Provide a range of administrative, Less than 5 complaints received No formal complaints have been received 50% Officer customer services and facilities per annum this quarter except for the quality of our for the continued operation of water. This complaint was not given to council. council but referred straight to the Ombudsman. Action has been taken to identify the cause of the 'dirty'water. Be an employer of choice not simply be the ‘only’ employer. Officer What Output How Activity Work Completed % Completed

Chief Implement the Modern Award Modern award implement as Initial review of pays, allowances and the old 50% Executive with the consultation of the released with EBA successfully EBA has been completed. Officer Consultative Committee in the agreed upon preparation of the new Enterprise Bargaining Agreement (EBA)

Chief Develop appropriate staff Policies are developed reviewed Will be progressed in line with the EBA 50% Executive succession plan including and approved by council. Officer attraction and retention policies

58 PROACTIVE AND RESPONSIBLE LEADERSHIP Governance Develop and implement initiatives to encourage the community to become more informed and involved in issues that may affect them Officer What Output How Activity Work Completed % Completed

Chief Annual meeting after following Meeting held in early December This will be progressed in Dec / Jan prior to 10% Executive the end of year financial results after the final results are the commencement of the budget for 2018- Officer are released released 19

Customer Regular information being Verbal feedback, monitored All avenues available to council are used to 50% Service released through Channel visits through facebook. disseminate information to the wider Manager Country Chatter, Facebook, community. Website, email blast, flyers, Websites. Facebook Manage and govern to ensure transparency and responsiveness to the needs and views of our communities in decision making practices Officer What Output How Activity Work Completed % Completed

Executive Council agendas are released for Monthly activity is available for Actioned each month 50% Assistant review 7 days prior to the viewing by the public on our meeting and agenda items are website with in 2 business days. placed on the website within 2 business days after the meeting.

To represent and collectively make decisions to benefit the entire community Officer What Output How Activity Work Completed % Completed

Executive Twelve ordinary Council meetings All meetings attended by all Meetings scheduled 12 months in advance. 50% Assistant are held each year with two Councillors. with attendance at meetings noted for the special budget meetings and two annual report. planning session days.

Chief Representation at all elected Reports received from attendees Representation at RAPAD, Outback 50% Executive meeting groups supporting Boulia at the meetings presented to Queensland Tourism, Rural Financial Officer initiatives council for information. Services, Outback Regional Water group, Outback Regional roads group, Outback Highway Development Corporation, Central West Regional Pest Management Group. A cohesive and stable council providing leadership and confidence Officer What Output How Activity Work Completed % Completed

Chief Active representation in the Success achieved with group All meetings attended by the Mayor and 50% Executive RAPAD group of councils. projects CEO (or DWO as appropriate) in person or Officer by teleconference as required.

60 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: STATEMENT OF BUSINESS ETHICS Item CEO5

REPORT Ms Lynn Moore DATE: BY: Chief Executive Officer 5/1/2018

CORPORATE PLAN REFERENCE: GOVERNANCE– ‘A cohesive and sustainable Council providing community leadership’ - Council undertakes its decision making processes ethically and transparently.

PURPOSE: To formally adopt the Statement of Business Ethics which define how we will conduct business on behalf of Boulia Shire Council.

CONTENT: The statement of business ethics provides guidance and instruction for the staff, contractors and private sector on the behaviours expected when doing business with Boulia Shire Council, and ensures the councils business relationships are based on a mutual understanding of the public sector ethics principles and standards we uphold as local government representatives.

The purpose of the statement is to:  outline the council’s ethical standards and our expectation that parties we do business with will comply with these standards in their dealings with the Boulia Shire Council and  explain the mutual obligations, roles and constraints of all parties.

Compliance with this statement supports our values and decision making that is in the public interest. It also considerably reduces the risk of inappropriate business activities and actual or perceived conflicts of interest occurring.

CONSULTATION:  Guidelines from the Department of Local Government- Statement of Business Ethics

GOVERNANCE IMPLICATIONS:  Compliance with legislative regulations and Acts

RECOMMENDATION:  That the council adopt the Statement of Business Ethics  That the Statement of Business Ethics be placed on the council website and referenced in all contracts and employment agreements.

ATTACHMENTS: Statement of Business Ethics

Chief Executive Officer Lynn Moore

Statement of business ethics

Doing business with Boulia Shire Council

The Boulia Shire Council (BSC) is working with you to grow and support the town of Boulia, the community of Urandangi and the surrounding properties through strong leadership and quality partnerships that drive our strategic objectives of:

• Increased economic, social and environmental benefits for the shire • A growing and prosperous town and community • Greater liveability and connectedness • To be a resilient, strong and sustainable rural and remote community • To have a high performing, innovative, diverse and engaged workforce.

We believe that good business is founded on the time-honoured ethical principles and values of the Boulia Shire Council:

• integrity and impartiality • promoting the public good • commitment to the system of local government • accountability and transparency.

We rely on the support of commercial partners (including both government and non- government agencies) and suppliers to assist in delivering public value as a service provider. Our employees1 are expected to behave ethically and comply with the Boulia Shire’s Staff Code of Conduct and Councillor Code of Conduct. We also expect that organisations and individuals that do business with us will act in accordance high ethical standards.

1 'Employees' refers to all individuals employed, appointed or otherwise engaged. This includes permanent, temporary and casual employees, as well as consultants, contractors and agency employees engaged to perform work for or on behalf of the Boulia Shire Council.

This document gives guidance to commercial partners and suppliers on the ethical standards we uphold and the conduct and standards expect from our business partners and stakeholders.

What we ask of commercial partners and suppliers

All commercial partners and suppliers are expected to observe the following principles when doing business with us:

• to comply with Boulia Shire Council’s procurement policies and procedures, and act ethically, fairly and honestly in all dealings • refrain from offering our employees, contractors and consultants financial inducements, gifts, benefits, or hospitality to obtain favourable business outcomes or relationships • declare actual, perceived or potential conflicts of interest as soon as such matters arise • prevent the unauthorised disclosure of confidential council information and protect the state’s intellectual property • prevent the unauthorised access, use and disclosure of personal information and protect the privacy of individuals • assist the prevention of fraud, corruption and unethical practices in business relationships by reporting wrongdoing.

Our key principles

We deliver public value by making or enabling sustained improvements to public services in Boulia by applying the following core principles and values set out in the Public Sector Ethics Act 1994

Integrity and impartiality

(a) We are committed to the highest ethical standards. (b) We accept and value our duty to provide advice which is objective, independent, apolitical and impartial. (c) We show respect towards all persons, including employees, clients and the general public. (d) We acknowledge the primacy of the public interest and undertake that any conflict of interest issue will be resolved or appropriately managed in favour of the public interest. (e) We are committed to honest, fair and respectful engagement with the community.

Promoting the public good

(a) We accept and value our duty to be responsive to both the requirements of local government and to the public interest (b) We accept and value our duty to engage the community in developing and effecting official local laws, policies and decisions (c) We accept and value our duty to manage public resources effectively, efficiently and economically (d) We value and seek to achieve excellence in service delivery. (e) We value and seek to achieve enhanced integration of services to better service clients.

Commitment to the system of local government

(a) We accept and value our duty to uphold the system of government and the laws of the state, the Commonwealth and local government. (b) We are committed to effecting official public sector priorities, policies and decisions professionally and impartially. (c) We accept and value our duty to operate within the framework of Ministerial responsibility to government, the Parliament and the community.

Accountability and transparency

(a) We are committed to exercising proper diligence, care and attention. (b) We are committed to using public resources in an effective and accountable way. (c) We are committed to managing information as openly as practicable within the legal framework. (d) We value and seek to achieve high standards of public administration. (e) We value and seek to innovate and continuously improve performance. (f) We value and seek to operate within a framework of mutual obligation and shared responsibility between public service agencies, public sector entities and public officials.

Our key business principles include achieving value for money in the expenditure of public funds while being fair, ethical and transparent.

We are committed to best practice procurement and achieving value for money for the people of Boulia in line with the Boulia Shire Councils Purchasing and Acquisition Policy.

Good ethics = good business

Commercial partners and suppliers will advance their business objectives and interests by following the guidelines in this document.

Unethical or corrupt conduct, could lead to:

• termination of contracts • loss of future work • loss of reputation • investigation for corruption • matters being referred for criminal investigation.

What commercial partners and suppliers can expect from our employees

Our employees are bound by the Boulia Shire Councils Code of Conduct and are expected to:

• ensure that decisions and actions are reasonable, fair and appropriate to the circumstances, based on consideration of all the relevant facts, and supported by relevant legislation, policies and procedures. • actively promote the Boulia Shire Council by always acting in the public interest and not engage in any activities that would bring the Boulia Shire Council into disrepute • achieve the highest professional standards of ethics by treating government, stakeholders, clients, suppliers and each other impartially and objectively • provide relevant and responsive service to clients and customers, with all necessary and appropriate assistance in accordance with agreed service standards • always act with care and diligence, using Boulia Shire Council’s resources in a proper manner.

Guidelines

Incentives, gifts, benefits and hospitality

Commercial partners and suppliers need not offer or give gifts to our employees. Our employees may decline gifts, benefits, or travel offered during the course of their work, especially if the gift could be seen as seeking to influence decision making. Cash gifts (or equivalent, for example, gift vouchers) are never acceptable.

You are not expected to pay or offer to pay for any form of entertainment for our employees. This includes such things as tickets to sporting or social events, social meals at restaurants, travel expenses to attend either local or interstate meetings or conferences, or accommodation expenses. We prefer that business is conducted in an appropriate formal setting and we meet all business costs for our employees.

However, employee participation in some modest forms of hospitality is permitted where:

• a clear underlying business purpose exists • it is in the normal course of business • it is normal hospitality associated with greeting and meeting e.g. tea/coffee • it relates to official duties; has a public benefit; and is disclosed by the employee.

Offers, acceptance, and non-acceptance, of gifts, benefits and hospitality are required to be reported by our employees in accordance with the Boulia Shire Council’s Gift Policy.

We acknowledge that judgement by both commercial partners/suppliers and employees needs to be exercised regarding the offer and acceptance of such hospitality – the essence is that it must be modest (both actual and in perception) and not be encumbered by obligation.

Gifts, benefits and hospitality must never be offered at a time that could raise general concerns about conflicts of interest, for example during a tender or contract negotiation period.

Conflicts of interest

Our employees are required to disclose any potential, actual or perceived conflicts of interest. This includes those that can, or could, arise from personal relationships between employees and staff of commercial partners and suppliers. The council will put in place strategies to manage any actual, perceived or potential conflict of interest which could involve removing an employee from a project and replacing them with another.

Under the Integrity Act 2009, a conflict of interest involves a conflict or possible conflict between a person’s personal interests and that person’s official duties. Any conflict of interest must be resolved in favour of the public interest.

This requirement is extended to all of our commercial partners and suppliers.

Sponsorship

We will not ask for, entertain, or enter into any sponsorship or similar arrangement that is not open and transparent or where such activity creates a perception that it could be part of an attempt to improperly influence decision-making processes.

Confidentiality and intellectual property

Confidential information (in any form – electronic, hard copy, multimedia etc.) must be treated as such and protected as appropriate. The specific requirements of copyright laws and individual contracts must be adhered to in relation to confidentiality and intellectual property. If a contract or other arrangement involves the exchange or handling of personal information held by the council, we will require the contracted service provider to be contractually bound to comply with the Queensland Information Privacy Act 2009. This would be in addition to any obligation a business under Commonwealth privacy legislation.

Communication and cooperation

In line with applicable Queensland Government frameworks, policies, and codes of practice, we and our commercial partners, contractors, sub-contractors and suppliers will manage our business relationship based on open and effective communication, respect and trust, and adopt a constructive and inexpensive approach to dispute resolution.

Private employment and post-separation employment

We require our employees to obtain council approval prior to entering into other employment arrangement if it has the potential to create an actual or perceived conflict of interest between the employee’s public official role and their private interests. Our employees are not to use either their position, government information, or intellectual property developed while serving the local government to secure private employment.

Commercial partners and suppliers should not offer our employees private employment which conflicts with their public duties. Former employees who have dealings with our council need to ensure that they do not seek, or appear to seek favourable treatment or access to confidential information.

This requirement is extended to all of our commercial partners and suppliers.

66 Expectations regarding contractors

All contractors and sub- contractors are expected to comply with guidelines in this statement. Commercial partners and suppliers are responsible for making any of their sub-contractors aware of this statement.

Public comment

Non-council employees must not make any public comment or statement that would lead anyone to believe that they are representing Boulia Shire Council, or expressing its views or policies whether at public and community meetings, via the media, or when it is reasonable that comments or statements will become known to the public at large.

Our employees are not permitted to provide public endorsement, on behalf of our council or on behalf of companies or their products without proper authorisation.

Fraud, corruption and “public interest disclosures”

We have zero tolerance for corrupt conduct, maladministration, serious and substantial waste of public money, government information contravention, and other forms of serious wrongdoing. Our commercial partners and suppliers are expected to report any conduct or matter that they become aware of where they suspect fraud, corruption or wrongdoing involving our council or its related entities.

The Public Interest Disclosure Act 2010 (the PID Act) protects public servants from reprisal (payback) or detrimental action when disclosing corrupt conduct or other serious wrongdoing in line with requirements of the PID Act, and also ensures that disclosures are appropriately investigated and dealt with.

Reports of fraud or corruption can be made to the Chief Executive Officer, telephone 07 4746 3188 or email [email protected] or externally to:

• the Queensland Police Service if it concerns a criminal offence • the Crime and Corruption Commission if it concerns official misconduct • the Queensland Ombudsman if it concerns maladministration • a member of the Legislative Assembly.

Statement of business ethics quick guide

Integrity and impartiality What this means for us What this means for you • We are trustworthy, honest and respectful. • You can trust us and expect to be treated • We put the public interest first and manage respectfully. any conflict of interest in favour of the public • You should tell us about any matter that may interest. create a conflict of interest in your dealings • We provide impartial and objective advice and with us. faithfully carryout the policies of the Boulia Shire • You can expect that we will assist you to the Council. best of our ability without any favouritism or special treatment/relationship. • You should avoid giving gifts or expensive hospitality to our employees as this may create a perception of impropriety, especially where a tendering process is occurring or may in the future occur. Promoting the public good

What this means for us What this means for you • We are responsive to the needs of • You can expect we will be looking for the best the community. value/result/outcome for Queensland in any • We aim for excellence in our service dealings with you and this may not be based delivery/client service. on a financial assessment only. • We manage public resources effectively, efficiently and economically. Commitment to the system of government

What this means for us What this means for you • We accept and value our duty to uphold our • Your commitment to lawful activity will be very system of government and the local, State and important in any decision by us to engage and Commonwealth laws. continue to deal with you informally and/or • We have zero tolerance for fraud and contractually. corruption. Accountability and transparency

What this means for us What this means for you • We ensure diligence in our work and use of • You will be treated fairly. government resources. • You will be required to demonstrate value for • We are committed to managing information as money in services that you may provide to openly as possible within the legal framework. government. • We ensure transparency in our business • Your sensitive information that we hold will be dealings. managed by us responsibly and only shared with the public if we are required to do so by law, in which case you will be consulted first*. • If you employ former senior staff we will not be able to have business meetings with them/allow them to lobby us on matters with which that they had official dealings. • If you do give us gifts and benefits and it is appropriate for us to accept them then they will be registered and reported in accordance with Gifts policy.

* See: Right to Information Act 2009 (Qld): https://www.legislation.qld.gov.au/LEGISLTN/CURRENT/R/RightInfoA09.pdf

Contact

For questions regarding this statement and/or concerns about a possible breach or any conduct that could involve fraud, corrupt conduct, maladministration, or serious and substantial waste of public funds:

The Chief Executive Officer Boulia Shire Council 18 Herbert Street BOULIA QLD 4829

T: 07 47463188 M: 0429463188 E: [email protected]

Or externally:

69 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: AMENDING DELEGATIONS TO CEO Item CEO6

REPORT Ms Lynn Moore DATE: BY: Chief Executive Officer 8/1/2018

CORPORATE PLAN REFERENCE: GOVERNANCE Goal - Effectively and efficiently manage Council responsibilities by ensuring all governing legislation is adhered to, and by coordinating and planning all resources. Objective: Provide efficient, friendly and professional service ensuring Council resources are utilized in a responsible manner. Objective: To represent and collectively make decisions to benefit the entire community.

PURPOSE: Council as a Local Authority is required to undertake a wide range of powers and functions that are prescribed in legislation and necessary for the good governance of the Shire. Council is required to determine the functions of a Local Authority that are to be delegated to the CEO and to review those delegations on an annual basis.

CONTENT: The main areas of law relating to Council’s administration are principally contained within the Local Government Act 2009, Council’s Local Laws and over 40 other Acts of Parliament.

Council as a Local Authority is required to undertake a wide range of powers and functions that are prescribed in legislation and necessary for the good governance of the Shire. However, in the absence of delegations, the manner in which those functions can be completed is by resolution of the Council at a properly constituted Council meeting.

The Chief Executive Officer is appointed by Council to manage the operations of the Council on a day to day basis, and for this reason is required to have delegated power, pursuant to Section 257 of the Local Government Act, to make decisions and to give directions to staff in relation to issues as they arise in order to implement the decisions of the Council.

However, it is important that the CEO in exercising those directions and decisions of the Council does so in a way that is consistent with the decisions and policies of the Council.

It is important to note that a delegation is not abdication, an officer exercising a delegation from Council (or the CEO in the case of other staff) is acting in the place of the Council. In other words the delegation is a method of empowerment with responsibility and links back to the Council and the legislation.

It is also clear that just because a delegation exists, does not mean that the officer will choose to exercise that delegation, he/she may choose to refer the matter to Council (or CEO) for decision, particularly if the issue may be contentious or be of interest to the Council.

Furthermore the Mayor or Council may issue a direction to the CEO that a matter be referred to Council for decision, and in such circumstances the CEO must comply with all the lawful directions of the Mayor or Council including those relating to matters subject to a delegation.

The delegations register is a document of Council that records the powers and functions of Council that are delegated to the CEO, and that the CEO in turn has delegated to another person.

There are a number of ways in which delegations can be structured, some registers are prescriptive, that is each section of the Act is listed along with a respective delegation. A register of this type can comprise several hundreds of pages and be difficult to manage, update and distribute, particularly when legislation is amended on a regular basis.

The preference in this case, has been to embrace the concept of an empowering delegation, where the CEO is given a broad delegation in relation to each relevant piece of legislation or Local Law with the imposition of limits to that delegation as determined by Council.

The CEO is the only member of staff who can sub-delegate (Section 259) her powers to another member of staff or contractor, and for this reason the Council decides on a broad delegation to the CEO who then determines the appropriate delegations to other staff. Attached to the report are the instruments of delegation from Council to the CEO, and the register of delegation from the CEO to other staff.

The proposed delegations are the same as previous delegations last reviewed by Council in February 2017 with only reference to amended or new legislation incorporated in the schedules being:  Sustainable Planning Act 2009 repealed and replaced with the Planning Act 2016  Stock Act 1915 repealed and replaced with the Biosecurity Act 2014.

The register of delegations is a public document, and is available on Council’s web site.

CONSULTATION:  Legislative database and other Local Authorities

GOVERNANCE IMPLICATIONS:  It is a legislative requirement to review Delegations to the CEO annually Section 257 (4) Local Government Act 2009

RECOMMENDATION: - That all the powers referred to in the document entitled “Register of Delegations – Council to CEO” attached to this report are hereby delegated by Council to the Chief Executive Officer of Council pursuant to section 257 of the Local Government Act 2009

- That Council note in the Register of Delegations current delegations from the CEO to other staff and contractors.

- That all previous delegations be updated to reflect the changes, accepted by delegates and then published on the web site

ATTACHMENTS:  CEO 6.1 Delegations - Council to Chief Executive Officer  CEO 6.2 Register of Delegations – CEO to staff

Approved by Chief Executive Officer Lynn Moore

DELEGATION BY THE COUNCIL TO THE CHIEF EXECUTIVE OFFICER Local Government Act 2009 Section 257 Instrument of Delegation

This delegation is made by the Boulia Shire Council pursuant to a resolution passed on 24th January, 2018

Boulia Shire Council in order to provide for the expedient exercise and performance of its powers and duties and the efficient management of its business and responsibilities hereby delegates pursuant to the provisions of Section 257 of the Local Government Act 2009 to the person specified by resolution of the Council to have the functions of the Chief Executive Officer and to the person holding the aforementioned position in an acting capacity the authority to exercise, or to delegate pursuant to Section 259 of the Local Government Act to other employees or contractors of the Council, those delegations referred to in schedule 1 and all the lawfully delegable powers under each of the Local Laws listed in schedule 2 and Acts listed in Schedule 3 including any amendments, subordinate local laws, regulations and any statutory instruments made under those Acts or Local Laws.

SUBJECT TO:

1. The lawful directions of the Mayor, and or 2. The policies and resolutions of the Council current at the time of the exercise of the functions herein delegated.

This delegation shall commence on 24th January 2018 and remain in force until specifically altered or revoked in writing in accordance with a resolution of the Council.

72 SCHEDULE 1.

General Delegations:

1. To manage the human, physical and financial resources of the Council to ensure that all resolutions of the Council are promptly carried into effect and that all operations and activities of the Council are conducted in accordance with established policies, local laws, State and Commonwealth Legislation.

2. To sign documents, contracts and agreements on behalf of Council including those requiring the affixing of the common seal, that are in accordance with terms and conditions that have been accepted by Council or by Committees or officers under delegated authority.

3. To seek legal advice from Council solicitors, and to complete affidavits and represent the Council in any matter where the Council is a party to legal proceedings. 4. To issue or cause to be published media and other public statements in relation to Council business 5. To exercise and perform any function or statutory duty delegated to other Officers of the Council when required. 6. To enter upon any land including any building, enclosed place or structure for the purposes of performing the Council’s functions. 7. To prepare grant submissions, attend deputations and make representations to Members of Parliament, Ministers of the Crown and Government Departments in accordance with the policy and best interests of the Council. 8. To impose fees, taxes rates and charges where not otherwise specified by Council and to remit fees, rates and charges or debts due to the Council where determined appropriate up to a value of $1,000.00. 9. To remit or excuse the payment of, in accordance with the provisions of the Local Government Act, the whole or any part of any rate or charge, where the amount cannot be collected or where the amount outstanding would be uneconomical to recover up to a value of $1,000.00. 10. To authorize the use of Council’s plant and equipment in case of emergency. 11. To authorize the expenditure of Council funds not elsewhere provided for any lawful purpose up to a maximum of $5,000. 12. To authorise the sale, write-off or disposal of surplus or unserviceable plant, stores, furniture or equipment subject to report to Council. 13. To manage tenancies and serve notices as required as lessor under the Residential Tenancies and Rooming Accommodation Act 2008.

73 SCHEDULE 2 Local Laws Current at time of delegation: 1. Local Law No. 1 ( Administration) 2014 A (amended 5/6/2015) 2. Local Law No 2 (Animal Management) 2014 3. Local Law No 3 (Communities and Environmental Management) 2014 4. Local Law No. 4 (Local Government Controlled Areas, Facilities and Roads) 2014 5. Subordinate Local Law No. 1 (Administration) 2014 6. Subordinate Local Law No. 2 (Animal Management) 2014 7. Subordinate Local Law No. 4 (Local Government Controlled Areas, Facilities and Roads) 2014

Local Law No. 1 (Administration) 2014 A Amended by Resolution 2015/5.12, with effect from 5/6/2015

74 AMENDED SCHEDULE 3 Acts of Parliament current at time of Delegation 1. Acquisition of Land Act 1967 2. Animal Management ( Cats and Dogs) Act 2008 3. Body Corporate and Community Management Act 1997 4. Biosecurity Act 2014 5. Building Act 1975 6. Dangerous Goods Safety Management Act 2001 7. Disaster Management Act 2003 8. Environmental Protection Act 1994 9. Fire and Emergency Services Act 1990 10. Food Act 2006 11. Food production (Safety) Act 2000 12. Heavy Vehicle National Law act 2012 13. Information Privacy Act 2009 14. Integrity Act 2009 15. Land Act 1994 16. Land Valuation Act 2010 17. Liquor Act 1992 18. Local Government Act 2009 19. Local Government Electoral act 2011 20. Nature Conservation Act 1992 21. Planning Act 2016 22. Plumbing and Drainage Act 2002 23. Public Health ( Infection Control for Personal Appearance Services) Act 2003 24. Public Health Act 2005 25. Public Interest Disclosure Act 2010 26. Public Sector Ethics Act 1994 27. Queensland Reconstruction Authority Act 2011 28. Residential Services (Accreditation ) Act 2002 29. Right To Information Act 2009 30. State Penalties Enforcement Act 1999 31. Statutory Bodies Financial Arrangements Act 1982 32. Stock Act 1915 repealed 1/7/2016 by the Biosecurity Act 2014 33. Stock route Management Act 2002

75 34. Summary Offences Act 2005 35. Survey and Mapping Infrastructure Act 2003 36. Sustainable Planning Act 2009 repealed 3/7/2017 by the Planning Act 2016 37. Tobacco and other Smoking Products Act 1998 38. Transport Infrastructure Act 1994 39. Transport Operations ( Road use Management ) Act 1995 40. Trusts Act 1973 41. Waste Reduction and Recycling Act 2011 42. Water Act 2000 43. Water Fluoridation Act 2008 44. Water Supply ( Safety and Reliability) Act 2008 45. Work Health and Safety Act 2011 46. Workers Compensation and Rehabilitation Act 2003

END OF DELEGATION.

Delegation adopted by Council at its meeting on 24th January 2018

Cr Rick Britton Mayor

76 Boulia Shire Council - Summary of Purchasing Delegations and Limits (Effective until revoked)

Current Occupant Delegation to Sign Orders & Position Purpose Other EFFECTIVE from of Position Authorise Payments

Chief Executive Officer Lynn Moore No Limit subject to Regulations Any Lawful purpose Subject to Council Policy 24/01/2018

Director of Works and Operations Harin Karra Limit up to $150,000 Restriction by CEO / Council / Policy Subject to Council Policy 24/01/2018

Finance Manager Kaylene Sloman Limit up to $50,000 For Corporate Service responsibilities and Payroll Subject to Council Policy 24/01/2018

Senior Administration Officer Evan Blackman Limit up to $30,000 For Corporate Service responsibilities and Payroll Subject to Council Policy 24/01/2018

Foreman, Road Maintenance and Utility Services Ronnie Callope Limit up to $70,000 For Works and Service responsibilities Subject to Council Policy 24/01/2018

Foreman, Roads Maintenance and Construction Jim Newman Limit up to $70,000 For Works and Service responsibilities Subject to Council Policy 24/01/2018

Community Services Manager Julie Woodhouse Limit up to $10,000 For Community Services Operations Subject to Council Policy 24/01/2018

Executive Assistant Nicole Tonkies Limit up to $5,000 For Accommondation, Travel, Meeting expenses, Office Supplies Subject to Council Policy 24/01/2018

Stores Officer Mari Gundersen Limit up to $5,000 For Stores and Materials Subject to Council Policy 24/01/2018

Contract Works Overseer (Consultant) Limit up to $70,000 For Flood Damage Restoration Works Subject to Council Policy 24/01/2018

Remote Mechanical Services Grant Jensen Limit up to $5,000 For parts and mechanical services Subject to Council Policy 24/01/2018

NB: No change to financial delgation 24/1/2018 annual review

77 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: APPOINTMENT AS AUTHORISED PERSONS Item CEO7

REPORT Ms Lynn Moore DATE: BY: Chief Executive Officer 8/1/2018

PURPOSE: Council as a Local Authority is required to undertake a wide range of powers and functions that are prescribed in legislation and necessary for the good governance of the Shire. The authority to appoint an authorised person is necessary for the staff to be enabled to fulfil their roles within council.

CONTENT: The main areas of law relating to Council’s administration are principally contained within the Local Government Act 2009, Part 2, The Public, Division 1 Powers of the Authorised Person.

Council as a Local Authority has a wide range of powers and functions that are prescribed in legislation and necessary for the good governance of the Shire.

The appointment of authorised persons is one of those functions. Not all employees require the authority.

The following are the list of employees who currently hold the authority of authorised person and that this authority is to be reviewed with the extension until 30th June 2019. - Director of Works and Operations - Foreman, Roads Construction and maintenance - Foreman, Roads Utilities and Services - Environmental Health Officer - Rural Lands Protection Officer.

The following are the Acts associated with Authorised Persons: - Local Government Act 2009 - Environment Protection Act 1994 - Animal Management Act 2008 - Biosecurity Act 2014 - Water Supply (Safety and Reliability) Act 2008 - Public Health (Infection Control for Personal Appearance Services) Act 2003 - Public Health Act 2005 - Food Act 2005 - Local Laws of Boulia Shire Council

The Authorised Person Card Register is a public document, and is available on Council’s web site.

78 CONSULTATION:  Legislative database

GOVERNANCE IMPLICATIONS:  It is a legislative requirement to provide an authorised person identity card Section 126 (2) Local Government Act 2009

RECOMMENDATION: 1. That council endorse the list of authorised persons as described: . Director of Works and Operations . Foreman, Roads Construction and maintenance . Foreman, Roads Utilities and Services . Environmental Health Officer . Rural Lands Protection Officer

2. That an appointment letter be issued to each officer, and a copy maintained in their respective HR files. 3. That identity cards be issued to each officer as listed with an expiry date of 30/6/2019. 4. The Authorised Person Card Register be placed on the web site.

ATTACHMENTS:  CEO 7.1 Authorised Person Card Register

Approved by Chief Executive Officer Lynn Moore

79 Boulia Shire Council Authorisation Person Card Register

- Any new authorisation cards issued are to be noted in the employee’s HR file. - Cards remain the property of Boulia Shire Council: expired cards or cards no longer required are to be returned to Council.

POSITION OF AUTHORISATION CARD EMPLOYEE DATE HANDED TO RECIPIENT DATE AUTHORISATION CARD VALID TO

Director of Works and Operations (DWO) Harin Karra 24th January 2018 30th June 2019

Foreman, Road Construction Maintenance (RCM) Jim Newman 24th January 2018 30th June 2019

Rural Lands Protection Officer (RLPO) Graham Smerdon 24th January 2018 30th June 2019

Environmental Health Officer Tony Goldsworthy 24th January 2018 30th June 2019

Foreman Roads, Roads Utilities and Services (RUS) Ronnie Callope 24th January 2018 30th June 2019

80 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: CONFLICT OF INTEREST POLICY Item CEO 8

REPORT Ms Lynn Moore DATE: BY: Chief Executive Officer 9/1/2018

CORPORATE PLAN REFERENCE: GOVERNANCE :‘A cohesive and sustainable Council providing community leadership 4.3.6 Ensure compliance with all legislation and accounting standards as required, implementing best practice financial reporting systems

PURPOSE: To adopt the Conflict of Interest Policy as part of the council’s suite of policies under the Fraud Control Plan. The purpose of this policy is to set out a framework for employees and relevant persons to identify, disclose, manage and monitor conflicts of interest

CONTENT: Boulia Shire Council is committed to conducting business and delivering services in a fair, transparent, accountable and impartial manner. This Conflict of Interest Policy deals with situations in which our employees may have an actual, perceived or potential conflict of interest between their public role and their personal interests. A conflict of interest may affect a person’s judgement as to what is in the public interest, or may lead to a bias in their decision making. It is not always possible to avoid a conflict of interest. A conflict of interest is not necessarily unethical or wrong. It is important that any actual, perceived or potential conflict of interest is identified, disclosed and effectively managed (including avoided if possible). Management of conflicts of interest must be fair, transparent, accountable and free from bias.

CONSULTATION:  nil

GOVERNANCE IMPLICATIONS:  Legislative compliance – forms part of the Fraud Control Plan

RECOMMENDATION: That council adopt the Conflict of Interest Policy (policy number 141)

ATTACHMENTS: CEO 8.1 Conflict of Interest Policy

Chief Executive Officer Lynn Moore

81 BOULIA SHIRE COUNCIL CONFLICT OF INTEREST POLICY

Category: Policy

Policy Number: 141

Document Version: new

Obsolete Version: na

conflict Keyword Classification:

To clarify what a conflict of interest is.. Summary:

Adoption Date: 24th January 2018

Resolution: (resolution number from council minutes.)

Due for Revision 24/1/2021

Revision date:

Date revoked

Related documents: Gifts benefits policy Code of conduct

Public Interest Disclosure Policy

Responsible Section Executive

Responsible Officer CEO

Legislation Local Government Act 2009 Div 3 s24

82 Conflict of Interest Policy

1 Purpose Boulia Shire Council is committed to conducting business and delivering services in a fair, transparent, accountable and impartial manner. This Conflict of Interest Policy deals with situations in which our employees may have an actual, perceived or potential conflict of interest between their public role and their personal interests. The purpose of this policy is to set out a framework for employees and relevant persons to identify, disclose, manage and monitor conflicts of interest.

2 Key concepts and definitions A conflict of interest arises from a conflict between the performance of a public duty and a private or personal interest. A conflict of interest includes the private, professional or business interests of a person, or of the individuals or groups with whom they have a close association, such as relatives, friends or even enemies. Interests may be real or perceived.  Real: a real conflict of interest refers to an actual or potential financial gain or loss for the person, their family, friends or close associates. o An actual conflict of interest occurs when there is a conflict between a person’s official duties and responsibilities in serving the public interest, and their personal interest  Perceived: a perceived conflict of interest refers to an interest that is not financial or monetary but arises from such things as personal relationships, beliefs or involvement in social, cultural, religious or sporting activities. o a perceived conflict of interest occurs when a reasonable person, knowing the facts, would consider that a conflict of interest may exist, whether or not this is the case  Potential: a potential conflict of interest occurs where a person has a personal interest that could conflict with their official duties in the future. 3 Scope This policy applies to all persons administered by or working for Boulia Shire Council including:  employees, whether full-time, part-time, fixed-term or on contract;  councillors or committee members;  volunteers; and  Suppliers or consultants whose contracts specify that they are bound by this policy.

83 4 Policy Statement

A conflict of interest may affect a person’s judgement as to what is in the public interest, or may lead to a bias in their decision making. It is not always possible to avoid a conflict of interest. A conflict of interest is not necessarily unethical or wrong. It is important that any actual, perceived or potential conflict of interest is identified, disclosed and effectively managed (including avoided if possible). Management of conflicts of interest must be fair, transparent, accountable and free from bias. Persons to whom this policy applies must:  disclose any actual, perceived or potential conflict of interest;  seek independent advice about how a conflict will be managed; and  are encouraged to report any actual, perceived or potential conflict of interest that they observe.

5 Relevant legislation

Statutes may impose obligations in relation to disclosure and/or management of a conflict of interest, including (but not limited to) the following:

5.1 Public Service Act 2008 186 Conflicts of interest (employee/ councillor) (1) If an employee, other than a chief executive, has an interest that conflicts or may conflict with the discharge of the employee’s duties, the employee— (a) must disclose the nature of the interest and conflict to the employee’s Chief Executive Officer as soon as practicable after the relevant facts come to the employee’s knowledge; and (b) must not take action or further action relating to a matter that is, or may be, affected by the conflict unless authorised by the Chief Executive Officer.

5.2 Local government

o The Local Government Act 2009 covers how interests are to be managed (Div 3 s24). 6 Related policies and documents  Gifts and Benefits Policy  Code of Conduct  Public Interest Disclosure Policy 7 Policy owner Chief Executive Officer is responsible for this Conflict of Interest Policy and is responsible for reviewing and evaluating the effectiveness of the policy and procedures on a tri-annual basis.

84 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: COMMUNITY FACILITIES HIRE POLICY Item CEO9

REPORT Lynn Moore DATE: BY: Chief Executive Officer 11/01/2018

CORPORATE PLAN REFERENCE: SOCIAL ‘Maintain a high quality of life by providing facilities and resources that encourage a secure, interactive and progressive community lifestyle 2.1.6 Continue to provide or support the provision of parks and reserves, aquatic centres, sporting facilities, cemeteries and other important community services in a responsible manner

PURPOSE: To consider and adopt the new Community Facilities Hire Policy.

CONTENT: It is timely to review our practises around the hire of council facilities as the newly refurbished hall will be ready in February 2018. This policy will determine Council’s requirements surrounding the hire of all council facilities. The purpose of all council facilities is to promote community engagement and connectedness with the focus for council to prolong the longevity of the facility for all to enjoy for years to come. While this policy does not cover every eventuality it provides guidance to staff and clarity to those in the community who would hire a venue. It also covers levels of insurance required and In-kind assistance requested by many community groups.

A police initiative called Party Safe will be adopted within this policy to enable a more cohesive management and notification period for those who wish to hire a facility for a party/event or celebration. The following documents have also been developed in support of the policy:  Venue booking form with Terms and Conditions  Checklist for Council Administration staff and Hirers  Insurance requirements for hire of Council facilities  In-kind assistance request

CONSULTATION:  ManEx, Admin, Accounts Payable, Exec Assist.

GOVERNANCE IMPLICATIONS:  Compliance.

RECOMMENDATION:  That the Community Facilities Hire Policy be adopted.  That the document be placed on the web with the supporting documents.  That all organisations within Boulia be emailed the link to the web site for future reference.

ATTACHMENTS:  9.1 Draft Community Facilities Hire Policy.  9.2 Venue booking form with terms and conditions.

Approved by Chief Executive Officer Lynn Moore

COMMUNITY FACILITIES HIRE POLICY

The following facilities are for hire under this policy:

Facility Name Location

Boulia Shire Hall Herbert Street, Boulia Boulia Sports and Aquatic Centre Burke Street, Boulia Boulia “RSL” building Burke Street, Boulia Racecourse Reserve Selwyn Rd, Boulia

Contents HIRE OF COUNCIL FACILITIES POLICY ...... 3 1. AGREEMENTS ...... 3 2. PRE AND POST EVENT INSPECTIONS ...... 4 3. RISK MANAGEMENT ...... 4 4. APPLICATION ...... 4 5. KEYS ...... 4 6. FACILITY HIRE FEES ...... 4 7. CANCELLATION OF BOOKING ...... 5 8. SECURITY BOND (REFUNDABLE) ...... 5 9. REFUSAL TO GRANT HIRE ...... 5 10. INDEMNITY ...... 5 11. INSURANCE ...... 5 12. SUPERVISION / GATE CRASHERS ...... 6 13. FIRE SAFETY REGULATIONS/EVACUATION PLAN ...... 6 14. EMERGENCY CONTACT NUMBERS ...... 6 15. USE OF FACILITY ...... 7 16. CLEANLINESS ...... 8 17. FOOD PREPARATION / CATERING / ALCOHOL ...... 8 18. STORAGE ...... 8 19. ENTERTAINMENT/PERFORMING RIGHTS ...... 9 20. THEFT ...... 9 21. DAMAGES ...... 9 22. DISPUTES ...... 10 Fact sheet -General Community Facilities Information ...... 11 Fact sheet - Queensland Police – Party-Safe Program ...... 12 Fact sheet – Insurance Requirements for Hire of Council Facilities ...... 13 Party Safe Program ...... 14 Casual Hirer of Council Facilities-application ...... 15 Regular Hirer of Council facilities-application ...... 16 Council administration staff and Hirers Check List ...... 17

HIRE OF COUNCIL FACILITIES POLICY

Purpose

This policy seeks to outline the way in which council manages its community facility hire to enable the enjoyment of the hirers and promote the longevity of the facilities themselves.

1. AGREEMENTS

The hiring of Council’s facilities will be based on a standardised application/agreement process. The conditions of hire will accompany the application form provided to the prospective applicant, and these conditions will be formally acknowledged and signed-off by the applicant as being read and understood.

Under no circumstances will the hire of a Council Community Facility be allowed without a formal agreement.

Agreements will include the applicant’s requirement to supply a copy of their current “Public Liability Certificate of Currency” if they are a regular hirer; or for a casual hire, sign and date an indemnity in favour of the Council. Public Liability Insurance may not be required in some circumstances. Refer Fact sheet- Insurance Requirements for Hire of Council Facilities to determine what is required of the applicant.

Charity Hire

A charity is an organisation established solely for any charitable purpose as defined by the Collections Act 1966. A community purpose organisation is an organisation that wants to raise funds or conduct appeals for the general welfare of the community.

If approved, the Department of Taxation will issue the applicant with Form 2 – Certificate of registration as a charity. It is a one- off requirement for each charity to register if it intends conducting appeals for support. A copy of this form must be given to the Council administration staff before the hire is approved for fee relaxation.

Community Support

Boulia Shire Council provides scope for Inkind Assistance to not-for-profit community groups. This assistance is provided to eligible groups to access Council’s physical resources in order to support the local community in our region. To apply for Inkind Assistance you must complete and submit an Inkind Assistance Request Form -obtain a copy from Council’s office or website.

Endorsement of this assistance must be provided to the council office prior to booking the facility. If the application is declined full fees and charges apply.

The refundable bond must still be paid by the hirer and any relevant insurance. The hirer is still liable for any damage, which cannot be waived, if this relax of fee is approved. The request must be addressed to the Chief Executive Officer for processing by Council. Hire cannot progress if approval has not been granted in writing. It is not permitted to apply to forgo the hire fees following the event/function.

2. PRE AND POST EVENT INSPECTIONS

Council administration staff will conduct a pre- event inspection with the hirer. A walk- through of the Community Facility is to be carried out and any important issues pertaining to the facility/hall explained to the hirer. The post event inspection will be undertaken by the appointed person prior to relevant bonds being returned to the hirer.

3. RISK MANAGEMENT

Council staff are to assess hiring applications and ensure that appropriate insurance and indemnity requirements are met before facility use is approved. Council administration staff must conduct pre and post event inspections.

4. APPLICATION

The right to use the facility is subject to the Council receiving an application in the required form signed by the proposed hirer undertaking to comply with these conditions. The application is to be received at least 10 working days prior to the event.

The hirer shall only be entitled to the use of the particular part or parts of the building hired on the date set out in the application form. Council reserves the right to permit any other portion of the building to be hired at the same time.

The hirer shall not sub-let the facility or transfer the hiring to another.

Areas locked or not available for hire are classified as prohibited areas and not to be entered or used in any way, this will be discussed with the council administration staff.

5. KEYS

Hirers must collect and return keys at times pre-arranged with the Council administration staff. Keys must be returned on time, to allow other people to hire the facility/hall. If keys are not returned on time the hirer may be charged further hire fees.

 Keys are NOT available to long term hirers on a permanent basis.  Keys are registered and CANNOT be copied.  Keys are NOT permitted to be passed onto other hirers/users of the facility.

If the keys are lost and unable to be found within a reasonable time the hirer will be liable to pay the cost of rekeying the locks for the entire building.

6. FACILITY HIRE FEES

For information on Fees & Charges, applicants can visit Boulia Shire Council’s website (Fees and Charges) or directly discuss this with the Council administration staff. Hire Fees shall be in accordance with Council’s adopted Fees & Charges Schedule which is subject to change as determined by Council and shall be payable ten working (10) days prior to the date of the function.

89 7. CANCELLATION OF BOOKING

Any cancellation of a booking for the hire of the facility shall be made at least five (5) days prior to the date of the function. Any cancellation within five (5) days prior to the date of the function or a “no show” will result in a cancellation fee of full hired amount, less refundable bond of facility hire being levied. 8. SECURITY BOND (REFUNDABLE)

A refundable security bond shall be paid by the hirer ten (10) days prior to the facility booking as a guarantee of fulfilment of these conditions and as security against any damage, repair or cleaning. If there is no breach of the conditions the refundable security bond will be returned within fourteen (14) days of the use of the premises. If the facility is damaged or requires cleaning by the Council resulting from the hirers use of the premises, the cost will be deducted from the bond.

Important: If the damage or cleaning cost exceeds the bond, the hirer shall be liable to pay any further amounts in excess of the bond to meet the full cost.

9. REFUSAL TO GRANT HIRE

If you or your guests have previously hired or attended a facility and the facility was subsequently damaged, was left unclean or an incident occurred at the facility, any future hire or use will be refused.

It shall be at the discretion of the Senior Administration Officer or his/her representative (Council administration staff) to refuse to grant the hire of a facility in any case and not withstanding that permission to hire the premises may have been granted or that these conditions may have been accepted, signed and fees/deposit paid.

The Senior Administration Officer or his/her representative shall have the power to cancel such permission and direct the return of the fees and deposits so paid. The hirer hereby agrees in such case to accept the same and shall be held to have consented to such cancellation and to have no claim at law or in equity for any loss or damage in consequence thereof.

10. INDEMNITY

The hirer agrees to indemnify, and keep indemnified, and to hold harmless the Council, its servants and agents, and each of them from and against all actions, costs, charges, expenses and damages whatsoever which may be brought, or made, or claimed against them, or any of them, arising out of, or in relation to the hiring engagement. Indemnity form (Application for Facility Hire Form) must be signed and dated by applicant and will form part of this agreement.

11. INSURANCE

Regular hirers (more than ten days hire over a twelve month period) shall take out and keep current during the period of hire a liability insurance policy in a form approved by the Council, insuring for a sum of not less than twenty million dollars ($20,000,000).

Proof of this policy must be by way of a Certificate of Currency, which must be provided to the council and annexed to the application and forms part of the agreement.

NOTE: Some individuals may qualify under a public liability blanket cover provided by Council’s public liability insurer. To determine eligibility, refer to the Fact sheet Insurance Requirement for Hire of Council Facilities Guideline

90 12. SUPERVISION / GATE CRASHERS

No facility will be hired unless suitable adult supervision is present at all times during the hired period. Security and/or supervision is mandatory and needs to be planned and organised by the hirer. The hirer must disclose what planned supervision has been organised. If the hirer cannot provide this information, hire of the facility can be refused. The capacity of the facility MUST NOT be exceeded. The number of people attending must be disclosed. The hirer is responsible to shut down the function and secure the building if it gets out of control and arrange for guests to vacate the facility as a duty of care.

Guide to recommended supervision levels:

The responsible persons are to be noted on the application to hire form along with contact details.

0 – 50 people = 2 sober responsible adults 50- 100 people = 3 sober responsible adults 100 - 150 = 1 paid security 150 and over = 2 paid security

13. FIRE SAFETY REGULATIONS/EVACUATION PLAN

The hirer (occupier) is responsible for the safety of guests attending their hired event/function and implementation of the below procedure. The hirer is responsible for/but not limited to, the following: • Must read and abide by the Emergency Evacuation Plan located on the wall within the facility hired and inform guests attending.

• Knowledge of the location of prescribed fire safety installations/equipment provided in the facility (instructions for use are detailed on all fire extinguishers)

• Knowledge of the location of all fire exits in the facility and be capable of alerting and directing guests to these fire exits. The hirer shall ensure occupants of the building can exit directly into open space or another place of safety;

• (N.B. FIRE SAFETY EXITS MUST BE LEFT UNIMPEDED AT ALL TIMES). Ensure doors to an evacuation route are not locked and can be opened.

14. EMERGENCY CONTACT NUMBERS Fire Services on "000" immediately

Council 24/7 Emergency Contact Numbers:

0427 163 773 – Supervisor -Boulia Shire Council (24/7)

15. USE OF FACILITY

Hire of the facility shall not commence prior to the prearranged time discussed with the Council administration staff and evening functions shall vacate the facility by 12.00am midnight. Note: the entire bond shall be forfeited if the hirer fails to vacate the facility by the nominated time. Community facilities may be located within residential areas and consideration must be given by people using and vacating the area to the residents who live nearby in regards to minimising noise and unruly behaviour. The hirer is accountable to Qld Police Service if complaints are received.

Closing and cleaning the facility/hall must be discussed with the Council administration staff, including return of facility keys. Hirers are required to lock and secure all doors & windows prior to vacating the premises.

Hirers using facilities fitted with security systems will be instructed on how to operate the system prior to their event. The hirer must ensure that security systems are de-activated prior to entry and that the facility is empty prior to re-activating the system.

Other important information:

11.1 The use of the following are extras and must be discussed with the Council administration staff, prior to any hire: a) Kitchen (includes use of all equipment & utilities) b) Cold Room and/or Bar (if available) c) P.A System & Microphones (if available)

11.2 All electrical equipment brought in for use at any facility must be in good condition and must have a current Electrical Test Tag (AS 3760).

11.3 Use of furniture (tables & chairs) to be discussed with Council administration staff. Items removed from storage MUST be returned clean and neatly restacked. Where available, trolleys must be used to move furniture & equipment. Items must be carried and NOT dragged across the wooden floor.

11.4 Waste and wheelie bins must be discussed with the Council administration staff. Any waste not able to fit into the allocated bin must be removed by the hirer. DO NOT place bags of rubbish on the ground adjacent to the bin. Hirers will incur a removal fee if they fail to remove their waste.

11.5 The following is NOT permitted within the hire facility: a) animals b) smoking in designated smoke free areas c) flammable material or naked flames within the facility d) helium balloons (e.g. fire risk and damage to ceiling fans) e) confetti or throwing of rice

11.6 First aid kits are not supplied at any facility.

11.7 No signs, notices, advertisement or decorations of any kind shall be erected on the building or affixed to the walls, doors or any other portion of the building without prior consent of the Council administration staff.

11.8 The building or any fittings or furniture shall not be broken, pierced by nails/screws, peeled or scared or in any way damaged. (No adhesive/sticky tape is to be used on walls or doors)

92 11.9 Camping is prohibited at all Community Facilities.

11.10 Sporting ovals, parks and recreational areas adjacent to any facility are not for hire under these terms & conditions.

16. CLEANLINESS

The hirer is responsible for leaving the premises clean/tidy and must vacate the facility by 12:00midnight, as the facility may be hired the following morning:

• Cleaning the floor must be discussed with the Council administration staff. Brooms and mops are supplied. If the floor is to be washed use warm water, or where available specific detergent is supplied to wash the wooden floor.

• The hirer is required to wash and dry crockery and cutlery after use. • All rubbish is to be removed from the facility (including waste bins in toilets and ensure all cisterns flushed).

• The hirer is responsible for leaving the external areas clean and gardens, lawn, car park etc must be left in the same condition as prior to the hire.

Any cost incurred by Council in cleaning the internal or external premises resulting from the condition in which the hirer left the premises, shall be recoverable from the hirer and deducted from their refundable bond held in trust.

17. FOOD PREPARATION / CATERING / ALCOHOL

Hirers wishing to utilise the premises for the preparation of food for sale, must first obtain all the appropriate approvals as required by the Food Act 2006.

The sale of liquor on the premises is forbidden unless the hirer obtains a permit from the appropriate authority. http://www.olgr.qld.gov.au/industry/liquor_licensing/liquor_permits/index.shtml

18. STORAGE

Storage availability is not included in the Hire Agreement and must be discussed with the Facility Manager. Storage of any goods/ equipment at the facility is undertaken at the owners own risk. Council does not accept responsibility or liability for theft or damage to items stored in or left at the facility. It is recommended that users seek their own insurance cover for such items. In the event that a hirer ceases hire of the facility - the hirer is required to remove all goods/equipment stored. The hirer’s bond will not be refunded until all items have been removed.

93 In the event that the hirer fails to meet these conditions, Council will: • Provide a written notice to the Hirer requesting the removal of the items within 30 days from the date of the written notice; • If the hirer again defaults on the collection of the items, Council will dispose of the items by either general waste disposal or giving the items to charity. • The hirer will default on the return of the bond which will be used to recover the costs of removing and disposing of the hirer’s goods and/or equipment.

19. ENTERTAINMENT/PERFORMING RIGHTS

The Senior Administration Officer or his/her representative may require the hirer to submit for approval the subject and programme for any entertainment or lecture prior to the use of the premises. Roller blades, skating or similar types of activities or entertainment are NOT PERMITTED at any of Councils facilities, including any type of animal show, exhibition or event, unless approved by council.

20. THEFT

Neither the Council nor its servants shall be liable for any loss or damage sustained by the hirer or any person. The hirer hereby indemnifies the Council against any claim by any such person, firm or corporation in respect of any article or thing being lost, damaged or stolen.

21. DAMAGES

The hirer shall accept full financial responsibility for damage to Council property except for normal wear and tear. Reporting of Maintenance / Breakdown Issues: If a building fault occurs during the hire period e.g. water, sewerage or electricity; contact Council immediately on 0427 163 773 24/7 service If you notice any repair or maintenance issues during the hire, please report these to the Council administration staff on return of the keys.

Check list:

HIRE OF FACILITY SCHEDULE COMPLETED

Read terms & conditions of hire Confirm function capacity & security arrangements with Manager Fill out and sign (Hire Application/Agreement Form) Pay hire fees and refundable bond Arrange dates and times to pick up/return keys & contact numbers If caterers employed make sure they have insurance Applied for liquor licence application (if required) Obtain Qld Police Party Safe Program registration number/stamp Confirm any areas classified as prohibited & evacuation plan Clean all internal & external areas (incl. cigarette butts, broken glass etc) Clean crockery/cutlery/chairs/tables & return to storage Mop all floors, wipe clean sinks/benches/fridge/microwave/stove Mop toilet floor, wipe basins & clean toilet bowls. Flush urinals Remove waste & empty all bins into wheelie bins outside Check for any damage, including external Turn off all lights, fans & air conditioners Ensure all doors & windows are locked Return keys

22. DISPUTES

In the event of any dispute or difference arising during the hire period, or the interpretation of these conditions, or of any matter or thing contained therein the decision of the Senior Administration Officer thereon shall be final and conclusive. Disputes must be received in writing to: Boulia Shire Council Attention: Chief Executive Officer 18 Herbert St BOULIA QLD 4829

Email: [email protected]

Phone: 07 4746 3188

Fact sheet -General Community Facilities Information

Hirers need to discuss the planned event/function with the Council administration staff, as the capacity may not reflect the style of seating required. For example: • Theatre style seating can accommodate the facility capacity. • Seated table/meal type functions will restrict the area and NOT accommodate the facility capacity.

Boulia Shire Hall Contact No: 4746 3188 Property Location: Herbert Street Boulia Toilets No. Closet Urinals Basins Facility Capacity = 150 Pans Male 75 2 1 [2p] 2 Chairs available: 100 Female 75 3 2

Disabled 0

Sports and Aquatic Centre Contact No: 4746 3527 Property Location: Burke Street, Boulia Toilets No. Closet Urinals Basins Facility Capacity = 200 Pans Male 100 4 1 [3p] 2 Chairs available: 80 Female 100 6 2

Disabled 1 1

Racecourse Reserve Contact No: 4746 3188 Property Location: Selwyn Rd Boulia Toilets No. Closet Urinals Basins Facility Capacity = 300 Pans Male 150 4 1 [3p] 1 Chairs available: 80 Female 150 4 1

Disabled 1 1

Boulia “RSL” building Contact No: 4746 3188 Property Location: 24 Wallace Street, Bucasia Toilets No. Closet Urinals Basins Facility Capacity = 25 Pans Unisex 1 1 1 Chairs available: 25

Note: The stated chairs available can vary, due to repair & replacement. Contact the Council administration staff for further information on the availability of tables and chairs included with the hire fee.

FACT SHEE Fact sheet - Queensland Police – Party-Safe Program

The following information is provided as part of the “Terms and Conditions of Hire” under the following heading:

The Queensland Police Service – Party-Safe Program, provides some ideas to assist in making your party safe, lawful and enjoyable for everyone concerned including, parents, hosts and guests.

For further information please go to: www.police.qld.gov.au/party

By registering your party with the police, "it doesn't mean they will attend your party". Their aim is not to turn up and ruin your night but to provide assistance if required.

Registering your party at least TWO WEEKS in advance will provide the police with the details they need to know if they are called to your party to deal with an incident.

A Party Safe Registration Form can be found attached to the Party Safe Brochure which is available from any local police station or on the website.

The Party Safe Registration Number is a number allocated by the Qld Police Services. In the instance that this number is not provided, Council requires the hirer to either supply a printout from registering it online or have the verification form stamped by Qld Police Services when registering their party in person.

Always Remember - If you are unable to handle a situation, call the local police or, in an emergency or life threatening situation, call Triple Zero (000).

DELINE 97

Fact sheet – Insurance Requirements for Hire of Council Facilities HEET

Council has in place a “Casual Hirers' Cover” which provides liability cover with a Limit of Indemnity of $20,000,000.00 for the hire of Council’s facilities. The excess of the policy is $2,000.

It is the casual hirer’s responsibility to report any incident to the Council administration staff. Should it be determined following the investigation of the matter that the incident was as a result of negligence or wilful conduct by the casual hirer, the casual hirer will be responsible for the payment of any damage up to the excess amount of $2,000.

The liability insurance policy cover is restricted to casual hirers who can be described as non- commercial, not incorporated, not for profit and irregular users of council facilities. Casual hirers are further defined as third parties who hire council facilities for no more than a total of ten (10) days over a twelve (12) month period.

Examples of casual hirers types of activities covered are:

• Meetings (Exemption to Clubs and Associations only if they are irregular meetings i.e. no more than 10 times in a year. However Clubs & Associations should have their own insurance and a copy should be obtained) • Public Meetings

• Social get togethers

• Parties i.e. Birthday, Engagement • Weddings Family Reunions

(PLEASE NOTE - that if caterers will be catering at the venue this activity is not covered by this insurance and the caterers must have their own insurance policy)

No cover is provided for incorporated bodies, sporting clubs or associations of any kind.

Examples of activities not covered by Council Insurance:

• Meetings (Clubs and Associations that hold more than 10 meetings in the year) • Associations and Clubs • Health and Fitness Groups, ie Yoga, Tai Chi • Weight Loss Groups • Dancing Groups/Lessons • Childcare and Playgroup Activities • Church Groups • Music Lessons • Karate/Tae Kwon Do/Gymnastic Groups • Indoor Bowls Groups • Displays/Demonstrations i.e. where entrance fee is charged • Workshops • Conferences • School Events, ie Awards Nights, Dance etc

COUNCIL VERIFICATION FORM ______

Party Safe Program

Due to the confrontations that hirers may be challenged to deal with, Council has been required to take a proactive stance on hirers taking responsibility if problems occur during their hired party, event or function.

The Party Safe Registration Number is a number allocated by Qld Police Services. They are not required to provide this number to the general public. Therefore, Council requires this verification form to be stamped by Qld Police Services when registering their party.

QLD POLICE SERVICE STAMP:

Stamp Here

______

Casual Hirer of Council Facilities-application

Liability Insurance Acknowledgement and Declaration Form

Complete, sign and give to Council administration staff

I, ______(Hirer’s Name) of ______(Address) acknowledge that Council has in place a Liability Insurance Cover with a $2,000 Policy Deductible (Excess) and Limit of Indemnity of $20,000,000 for casual hirers of council facilities.

I further acknowledge that I have read the following clause which provides an understanding of what constitutes a Casual Hirer for the purpose of this Insurance Cover.

Casual Hirer Coverage:

The Liability Insurance Policy cover is restricted to hirers who can be described as non- commercial, not incorporated, not for profit and irregular users of council facilities. Casual hirers are further defined as third parties who hire council facilities for no more than a total of ten (10) days over a twelve (12) month period.

No cover is provided for incorporated bodies, sporting clubs or associations of any kind.

I acknowledge that:

• I confirm that I have the right to obtain independent advice (legal or otherwise) and that my circumstances are covered by the abovementioned definition;

• Council is not representing the insurer and/or myself in respect of this insurance, and is not in a position to grant or confirm cover in my particular instance other than to confirm that the Liability Insurance Policy is current.

• In the event of an incident occurring that could possibly result in a claim under this Policy, that I must advise Council as soon as possible thereafter so that guidance can be provided on the appropriate action to take to ensure the Insurer is advised in accordance with the Policy conditions. I also understand that it will be my responsibility to pay the $2,000 Policy Deductible Excess (please refer to attached fact sheet for more information).

• If for some reason I may not be indemnified under this Insurance Policy, that I would be personally liable for any claims arising out of my use of this facility.

Facility and Hire Details

Council Facility Hired: ______Date of Hire: ______Signed: ______Date Signed: ______

100

Regular Hirer of Council facilities-application

Date of Application……………………………………………………………………………… Surname:……………………………….First name:………..…………………………………. Club / Organisation …………………………………………………………………………….. Address…………………………………………………………………………….…………….. ………………………………………………………………………………………….…………. Town……………………………………State:………………………Post code:….………….. Email:……………………………@……..……………………..Mobile:……………..………… Drivers Licence No………………………………

I, the above stated hirer, hereby make application for the regular hire of Council’s Community Facility, e.g. more than 10 times a year. (Days & times specified in the Schedule on the next page).

I acknowledge having received and read a copy of the ‘Terms and Conditions of Hire’ and undertake to be bound by and comply with these Conditions in every respect.

I do agree to be responsible for any damage to the facility, furniture etc and grounds and have given a copy of my/our current $20,000,000.00 Public Liability Insurance (Certificate of Currency) to the Facility Manager (refer: Terms & Conditions of Hire, Insurance Requirements for Hire of Council Facilities).

If the stated bond deposit stated in the Schedule on the next page does not cover any damage or cleaning necessary that has occurred during my regular hire, I will be required to pay the difference. If, inspections reveal that the facility is undamaged, clean and the storage of equipment is neatly and correctly put away, I will receive a refund of the bond deposit at the end of the financial year or prearrange with the Facility Manager. Bonds kept for regular hire can only be held for one financial year. New fees & charges are set and passed by Council and are subject to increase.

I further undertake to be responsible for ensuring that all individuals attending my regular hire or using the premises in association with this application shall comply with the Terms & Conditions. (NB: The hire must cease at the times indicated and keys returned asap, if keys are not returned on time, you will be required to pay for extra hours of hire).

The Facility Manager must be notified if any of the information provided in the Schedule changes at any time throughout the term of facility hire. If cancellation is required for any days booked the hirer must give fourteen (14 days) notice or charges will apply.

You must be of legal adult age to sign this application.

HIRER’S SIGNATURE: ______DATE: ______/______/______

Name of facility booked

Facility Manager

Details of regular hire

101

Council administration staff and Hirers Check List

On submitting this form, you (the hirer) must "generally" discuss the following with the Council administration staff to ensure you have read the terms and conditions of hire and are fully aware of your responsibilities in hiring the Hall/Facility:   Organise dates and times to pickup & return facility keys;  Contact telephone numbers;    Fire Safety Regulations/Evacuation Plan;  Use of Facility (e.g. first aid, waste, lighting, alarms.)   Cleanliness;  Any other questions

It is also important to discuss a simple security strategy:  Confirm that you have spoken to parents attending and they agree to assist you in  supervising and controlling your guests for the entire hire period; e.g. scenarios  If hiring for a Concert or event, you must employ a security company.  Strategy if numbers exceed the invited guests (what is your plan with the assistance of guests to shut down and secure the building if necessary);

Check list:

HIRE OF FACILITY SCHEDULE COMPLETED

102 BOULIA SHIRE COUNCIL Facility Booking Form

Section 1 Hirer Details

Date of Hire: / / Surname: First Name: Drivers Licence:

Club/Organisation: Billing Address: Postcode: Email: @ Phone: M: T: Section 2 Facility Requirements Date of Hire: From: / / To: / / Time Required: From: am / pm To: am / pm Number of Guests: Name of facility: Party Safe Rego No (Qld Police initiative) Details of function Dance / Ball / Party Alcohol Free Event Local Show/concert BYO Alcohol - please obtain 'Permit to Consume'. Visiting show/concert Licenced Event - please obtain 'General Liquor Licence'. Meeting or similar event Extras req'd: Tables Chairs Coldroom Barbeque Other Hire Required the night before: Y / N Keys to be collected by 5pm

I acknowledge having received and read a copy of the ‘Terms and Conditions of Hire’ and undertake to be bound by and comply with these Conditions in every respect. I do agree to be responsible for any damage to the facility, furniture etc and grounds. If the below stated bond deposit does not cover any damage or cleaning necessary, I will be required to pay the difference. If, the post function inspection reveals that the facility is undamaged, clean, and all furniture stacked neatly and correctly away, I will receive a refund of the bond deposit. I further undertake to be responsible for ensuring that all individuals or groups using the premises in association with this application shall comply with the Conditions. (NB: Evening functions shall vacate the premises at 12.00 midnight). Insurance details: Policy Number: Expiry Date: / /

Boulia Shire Council is collecting your personal information in order to process your application. This information will only be disclosed to any other third party with your written authorisation or as we are required to by law. Hire Fees andPayment Bond Deposit: Options Hire fee: Cash/cheque $ Receipt No: Date: / / Bond fee: Cash/cheque $ Receipt No Date: / / InKind Assist: approval attached *(If Tax Invoice is required, please provide Purchase Order) Section 6 Declaration I hereby agree to the Terms and Conditions of Hire, and agree to pay the required deposit and hire fee in advance or to provide an official purchase order for invoicing. Hirer Signature: Date: / / Page 1 of 1

103 FACILITY HIRE - TERMS AND CONDITIONS

1. FACILITY HIRE APPLICATION / AGREEMENTS The hiring of Council’s facilities will be based on a standardised application/agreement process. The conditions of hire will accompany the application form provided to the prospective applicant, and these conditions will be formally acknowledged and signed-off by the applicant as being read and understood. All applications are to be accompanied by the relevant approvals and insurance certificates. Under no circumstances will the hire of a Council Community Facility be allowed without an application. 2. PRE AND POST EVENT INSPECTIONS Council administration staff will conduct a pre- event inspection with the hirer. A walk-through of the Community Facility is to be carried out and any important issues pertaining to the facility/hall explained to the hirer. The post event inspection will be undertaken by the appointed person prior to relevant bonds being returned to the hirer. 3. APPLICATION The right to use the facility is subject to the Council receiving an application in the required form signed by the proposed hirer undertaking to comply with these conditions. The application is to be received and fees paid (including bond) at least 10 working days prior to the event. The hirer shall only be entitled to the use of the particular part or parts of the building hired on the date set out in the application form. Council reserves the right to permit any other portion of the building to be hired at the same time. The hirer shall not sub-let the facility or transfer the hiring to another. Areas locked or not available for hire are classified as prohibited areas and not to be entered or used in any way, this will be discussed with the council administration staff. 4. KEYS Hirers must collect and return keys at times pre-arranged with the Council administration staff. Keys must be returned on time, to allow other people to hire the facility/hall. If keys are not returned on time the hirer may be charged further hire fees. If the keys are lost and unable to be found within a reasonable time the hirer will be liable to pay the cost of rekeying the locks for the entire building. • Keys are NOT available to long term hirers on a permanent basis. • Keys are registered and CANNOT be copied. • Keys are NOT permitted to be passed onto other hirers/users of the facility.

5. CANCELLATION OF BOOKING Any cancellation of a booking for the hire of the facility shall be made at least five (5) days prior to the date of the function. Any cancellation within five (5) days prior to the date of the function or a “no show” will result in a cancellation fee of full hired amount, less refundable bond of facility hire being levied. 6. SECURITY BOND (REFUNDABLE) A refundable security bond shall be paid by the hirer ten (10) days prior to the facility booking as a guarantee of fulfilment of these conditions and as security against any damage, repair or cleaning. If there is no breach of the conditions the refundable security bond will be returned within fourteen (14) days of the use of the premises. If the facility is damaged or requires cleaning by the Council resulting from the hirers use of the premises, the cost will be deducted from the bond. Important: If the damage or cleaning cost exceeds the bond, the hirer shall be liable to pay any further amounts in excess of the bond to meet the full cost. 7. REFUSAL TO GRANT HIRE If you or your guests have previously hired or attended a facility and the facility was subsequently damaged, was left unclean or an incident occurred at the facility, any future hire or use will be refused. 8. INDEMNITY The hirer agrees to indemnify, and keep indemnified, and to hold harmless the Council, its servants and agents, and each of them from and against all actions, costs, charges, expenses and damages whatsoever which may be brought, or made, or claimed against them, or any of them, arising out of, or in relation to the hiring engagement. Indemnity form (Application for Facility Hire Form) must be signed and dated by applicant and will form part of this agreement. 9. INSURANCE Regular hirers (more than ten days hire over a twelve month period) shall take out and keep current during the period of hire a liability insurance policy in a form approved by the Council, insuring for a sum of not less than twenty million dollars ($20,000,000). Proof of this policy must be by way of a Certificate of Currency, which must be provided to the council and annexed to the application and forms part of the agreement. NOTE: Some individuals may qualify under a public liability blanket cover provided by Council’s public liability insurer. To determine eligibility, refer to the Fact sheet Insurance Requirement for Hire of Council Facilities Guideline 10. SUPERVISION / GATE CRASHERS / PARTY SAFE No facility will be hired unless suitable adult supervision is present at all times during the hired period. Security and/or supervision is mandatory and needs to be planned and organised by the hirer. The hirer must disclose what planned supervision has been organised. If the hirer cannot provide this information, hire of the facility can be refused. The capacity of the facility MUST NOT be exceeded. The number of people attending must be disclosed. The hirer is responsible to shut down the function and secure the building if it gets out of control and arrange for guests to vacate the facility as a duty of care. Guide to recommended supervision levels: The responsible persons are to be noted on the application to hire form along with contact details.

104  0 – 50 people = 2 sober responsible adults  50- 100 people = 3 sober responsible adults  100 - 150 = 1 paid security  150 and over = 2 paid security

If the hire is for a party type function the Council administration staff WILL require a copy of the PARTY SAFE registration number or stamped verification. (Refer attached Queensland Police Service – Party Safe Program information). If the hirer fails to take appropriate measures to control their guests or any excessive guests (gate crashers) and Council’s property is damaged or mistreated the hirer will incur the costs of damage or cleaning costs to the facility for failing to provide a safe environment and a duty of care to limit damage to council property. 11. FIRE SAFETY REGULATIONS/EVACUATION PLAN The hirer (occupier) is responsible for the safety of guests attending their hired event/function and implementation of the below procedure. The hirer is responsible for/but not limited to, the following:

• Must read and abide by the Emergency Evacuation Plan located on the wall within the facility hired and inform guests attending. • Knowledge of the location of prescribed fire safety installations/equipment provided in the facility (instructions for use are detailed on all fire extinguishers) • Knowledge of the location of all fire exits in the facility and be capable of alerting and directing guests to these fire exits. The hirer shall ensure occupants of the building can exit directly into open space or another place of safety; • (N.B. FIRE SAFETY EXITS MUST BE LEFT UNIMPEDED AT ALL TIMES). • Ensure doors to an evacuation route are not locked and can be opened.

In case of emergency contact Fire Services on "000" immediately. Council 24/7 Emergency Contact Numbers: 0427 163 773 – Supervisor -Boulia Shire Council (24/7) 12. USE OF FACILITY Hire of the facility shall not commence prior to the prearranged time discussed with the Council administration staff and evening functions shall vacate the facility by 12.00am midnight. Note: the entire bond shall be forfeited if the hirer fails to vacate the facility by the nominated time. Community facilities may be located within residential areas and consideration must be given by people using and vacating the area to the residents who live nearby in regards to minimising noise and unruly behaviour. The hirer is accountable to Qld Police Service if complaints are received. Closing and cleaning the facility/hall must be discussed with the Council administration staff, including return of facility keys. Hirers are required to lock and secure all doors & windows prior to vacating the premises. Hirers using facilities fitted with security systems will be instructed on how to operate the system prior to their event. The hirer must ensure that security systems are de-activated prior to entry and that the facility is empty prior to re- activating the system. Other important information: a) The use of the following are extras and must be discussed with the Council administration staff, prior to any hire: • Kitchen (includes use of all equipment & utilities) • Cold Room and/or Bar (if available) • P.A System & Microphones (if available) b) All electrical equipment brought in for use at any facility must be in good condition and must have a current Electrical Test Tag (AS 3760). c) Use of furniture (tables & chairs) to be discussed with Council administration staff. d) Items removed from storage MUST be returned clean and neatly restacked. e) Where available, trolleys must be used to move furniture & equipment. f) Items must be carried and NOT dragged across the wooden floor. g) Waste and wheelie bins must be discussed with the Council administration staff. Any waste not able to fit into the allocated bin must be removed by the hirer. DO NOT place bags of rubbish on the ground adjacent to the bin. Hirers will incur a removal fee if they fail to remove their waste. h) The following is NOT permitted within the hire facility: o animals o smoking in designated smoke free areas o flammable material or naked flames within the facility o helium balloons (e.g. fire risk and damage to ceiling fans) o confetti or throwing of rice i) First aid kits are not supplied at any facility. j) No signs, notices, advertisement or decorations of any kind shall be erected on the building or affixed to the walls, doors or any other portion of the building without prior consent of the Council administration staff. k) The building or any fittings or furniture shall not be broken, pierced by nails/screws, peeled or scared or in any way damaged. (No adhesive/sticky tape is to be used on walls or doors) l) Camping is prohibited at all Community Facilities. m) Sporting ovals, parks and recreational areas adjacent to any facility are not for hire under these terms & conditions.

105

13. CLEANLINESS The hirer is responsible for leaving the premises clean/tidy and must vacate the facility by 12:00midnight, as the facility may be hired the following morning: • Cleaning the floor must be discussed with the Council administration staff. Brooms and mops are supplied. If the floor is to be washed use warm water, or where available specific detergent is supplied to wash the wooden floor. • The hirer is required to wash and dry crockery and cutlery after use. • All rubbish is to be removed from the facility (including waste bins in toilets and ensure all cisterns flushed). • The hirer is responsible for leaving the external areas clean and gardens, lawn, car park etc must be left in the same condition as prior to the hire. Any cost incurred by Council in cleaning the internal or external premises resulting from the condition in which the hirer left the premises, shall be recoverable from the hirer and deducted from their refundable bond held in trust.

14. FOOD PREPARATION / CATERING / ALCOHOL

Hirers utilising a Catering Service for an event at a Council Facility must ensure that the caterers have their own insurance cover, as this activity is not covered by Council’s Public Liability Insurance.Any additional cooking equipment that the hirer is intending to bring to the event for the preparation of food must be discussed and approved by the Council administration staff. Hirers are advised that the following are not permitted at any Council Facility: • Open fires or wood BBQ’s; and • Traditional Hangi’s and Kup murri’s; a) Hirers wishing to utilise the premises for the preparation of food for sale, must first obtain all the appropriate approvals as required by the Food Act 2006. b) The sale of liquor on the premises is forbidden unless the hirer obtains a permit from the appropriate authority. http://www.olgr.qld.gov.au/industry/liquor_licensing/liquor_permits/index.shtml

15. STORAGE Storage availability is not included in the Hire Agreement and must be discussed with the Facility Manager. Storage of any goods/ equipment at the facility is undertaken at the owners own risk. Council does not accept responsibility or liability for theft or damage to items stored in or left at the facility. It is recommended that users seek their own insurance cover for such items. In the event that a hirer ceases hire of the facility - the hirer is required to remove all goods/equipment stored. The hirer’s bond will not be refunded until all items have been removed. In the event that the hirer fails to meet these conditions, Council will: • Provide a written notice to the Hirer requesting the removal of the items within 30 days from the date of the written notice; • If the hirer again defaults on the collection of the items, Council will dispose of the items by either general waste disposal or giving the items to charity. • The hirer will default on the return of the bond which will be used to recover the costs of removing and disposing of the hirer’s goods and/or equipment.

16. ENTERTAINMENT/PERFORMING RIGHTS The Senior Administration Officer or his/her representative may require the hirer to submit for approval the subject and programme for any entertainment or lecture prior to the use of the premises. Roller blades, skating or similar types of activities or entertainment are NOT PERMITTED at any of Councils facilities, including any type of animal show, exhibition or event, unless approved by council.

17. THEFT Neither the Council nor its servants shall be liable for any loss or damage sustained by the hirer or any person. The hirer hereby indemnifies the Council against any claim by any such person, firm or corporation in respect of any article or thing being lost, damaged or stolen. 18. DAMAGES The hirer shall accept full financial responsibility for damage to Council property except for normal wear and tear. Reporting of Maintenance / Breakdown Issues: If a building fault occurs during the hire period e.g. water, sewerage or electricity; contact Council immediately on 0427 163 773 24/7 service.

If you notice any repair or maintenance issues during the hire, please report these to the Council administration staff on return of the keys.

A comprehensive detailed list of terms and conditions can be found in councils POLICY document – Facility Hire.

106 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: FINANCE MANAGERS REPORT Item FM1

REPORT DATE: Kaylene Sloman BY: 08/01/2018

CORPORATE PLAN REFERENCE: GOVERNANCE Finance Management: Objective - Maintain responsible, compliant financial management and reporting systems to provide accurate information to stakeholders.

PURPOSE: Financial Summary as at 31st December 2017

Cash Position:

The Cash Position determines the expected money the Council should have after every period. 31st Dec 2017 30th Nov 2017 Cash at Hand $14,140,400 $14,226,096 Net Cash Equivalent (Debtors-Creditors) $ 651,949 $ 114,375 Total $14,792,349 $14,340,471

Income  Total revenues 31st December 2017 are $7,372,326. This equates to approx. 44% of this year’s proposed budget.

Expenditure  Operating expenses to 31st December 2017 are $7,305,386. This equates to approx. 55% of this year’s proposed budget.

Liquidity  CBA $426,023  Floats $ 1,200  Investments CBA At Call 0.6% $3,043,746 QTC 2.52% $10,669,431 $13,713,177

Total $14,140,400

107 Additional Information on Cash Position

Cash Balance as at 31st December 2017 14,140,400

The following items need to be backed by cash:

Reserves 30th June 2,328,551 Funded Depreciation 2,853,847 Funded Employee Entitlements 258,447 Flood Damage Restoration 13-20 Sept 2016 Restoration 481,451 Working Capital Cash 1,500,000 Capital Grants 2,062,015 Operating Results 2017/2018 (176,221) Less Capital Expenditure (2,273,241) 7,034,849

Uncommitted Cash 31st December 2017 $7,105,551

COMPARISON OF INCOME & EXPENDITURE FOR LAST 3 YEARS

108

AGED DEBTORS 31st December 2017

DEBTOR 90+ 60 30 CURRENT BALANCE

7,730.41 1,126.00 0.00 1,215,868.55 1,224,724.96

RATES 31st December 2017

Arrears Unallocated 1st Levy 2nd Levy 1 Year 2 Year 3 Year 4 Year 5 Year 5+ Years Interest Total Receipts 92,080.16 0.00 30,855.34 21,989.89 11,639.35 8,345.67 6,032.30 25,406.24 64,856.50 -98,666.84 162,538.61

CREDITORS 31st December 2017 $ 0.00

109 BOULIA SHIRE COUNCIL Income Statement For the period ended 31st December 2017 2018 Actual Amend. 17/18 Income Revenue Recurrent Revenue Net rate and utility charges 645,484 1,270,250 Fees and charges 206,513 298,115 Rental income 186,960 284,080 Interest received 147,244 239,500 Sales - contract and recoverable works 3,063,671 4,117,476 Grants, subsidies, contributions and donations 813,311 3,098,321 Total recurrent revenue 5,063,183 9,307,742

Capital Revenue Grants, subsidies, contributions and donations 2,317,175 10,823,691 Total Capital Revenue 2,317,175 10,823,691

Total Revenue 7,380,358 20,131,433

Expenses Recurrent Expenses Administration & Governance Expenses (907,981) (2,007,833) Environmental Costs (130,501) (366,780) Infrastructure Maintenance (834,624) (6,672,396) Depreciation (1,345,587) (2,853,847) Recoverable Works Costs (3,455,390) (5,164,036) Net Plant Operating Expenses 632,048 1,705,000 Community Service Costs (663,533) (1,132,600) General Maintenace (595,851) (791,655) Total Recurrent Expenses (7,301,419) (17,284,147)

Total Expenses (7,301,419) (17,284,147)

Net Result Attributable to Council 78,939 2,847,286

110 BOULIA SHIRE COUNCIL Balance Sheet For the period ended 31st December 2017 2018 Actual Amend. 17/18 Current Assets Cash and cash equivalents 14,140,400 18,750,405 Trade and other receivables 1,378,560 1,566,024 Inventories 363,977 300,552 Total Current Assets 15,882,937 20,616,981

Non-current Assets Property, plant and equipment 154,511,910 151,052,201 Total Non-current Assets 154,511,910 151,052,201

TOTAL ASSETS 170,394,847 171,669,182

Current Liabilities Trade and other payables 726,612 801,578 Borrowings 25,495 7,119 Provisions 182,342 208,482 Total Current Liabilities 934,449 1,017,179

Non-current Liabilities Borrowings 1,160,946 1,207,139 Provisions 94,933 49,965 Total Non-current Liabilities 1,255,879 1,257,104

TOTAL LIABILITIES 2,190,328 2,274,283

NET COMMUNITY ASSETS 168,204,519 169,394,899 Community Equity Asset revaluation reserve 88,054,942 85,512,319 Retained surplus 77,821,026 81,554,029 Reserves 2,328,551 2,328,551 TOTAL COMMUNITY EQUITY 168,204,519 169,394,899

111 BOULIA SHIRE COUNCIL Statement of Cash Flows For the period ended 31st December 2017

2018 Actual Amend. 17/18 Cash Flows from Operating activities: Receipts from customers 4,020,856 5,690,841 Payments to suppliers and employees (6,017,289) (9,723,516) (1,996,433) (4,032,675)

Interest received 147,244 239,500 Rental income 186,960 284,080 Non-capital grants and contributions 813,311 3,099,325 Borrowing costs (34,920) (47,498) Net Cash Inflow (Outflow) from Operating activities (883,838) (457,268)

Cash Flows from Investing activities: Payments for property, plant and equipment (2,273,240) (3,795,691) Proceeds from sale of property, plant and equipment 42,282 0 Grants, subsidies, contributions and donations 2,317,175 11,397,561 Net Cash Inflow (Outflow) from Investing activities 86,217 7,601,870

Cash Flows from Financing activities Repayment of borrowings (23,024) 16,691 Net Cash Inflow (Outflow) from Financing activities (23,024) 16,691

Net Increase (Decrease) in Cash and Cash Equivalents held (820,645) 7,161,293

Cash and Cash Equivalents at beginning of Reporting period 14,961,045 11,589,112

Cash and Cash Equivalents at end of Reporting period 14,140,400 18,750,405

CONSULTATION:  Compiled by Kaylene Sloman

GOVERNANCE IMPLICATIONS:  NIL

RECOMMENDATION: That the Finance Manager’s Report be received for information.

DOCUMENTS TO BE TABLED:  Major Projects  Major Road Works  Revenue & Expenditure Report

Reviewed & Approved by Chief Executive Officer Lynn Moore

112 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: BUDGET REVIEW DECEMBER 2017 FM2

REPORT DATE: Kaylene Sloman, Finance Manager BY: 12/01/2018

CORPORATE PLAN REFERENCE: GOVERNANCE Finance Management: Objective - Maintain responsible, compliant financial management and reporting systems to provide accurate information to stakeholders.

PURPOSE: Budget Review to 31st December 2017 based on trends to date.

CONTENT: The attached budget review has been completed based on the best estimate of income and expenditure as known to 31st December 2017.

The review examines each line item and highlights changes based on trend or known variations as approved by Council, or anticipated based on best estimate. A short comment against each item provides a brief outline of the basis for the revision and the summary on the last page provides an overall anticipated result, based on the information current at the time of preparation.

The budget review is recommended to Council for adoption.

CONSULTATION: CEO

GOVERNANCE IMPLICATIONS: Revision of the budget requires Council’s endorsement.

RECOMMENDATION: That the budget review as presented to Council be received and that the revised budget variations as shown be adopted.

TABLED DOCUMENTS:  Budget Review December 2017  Budget Review Capital Projects December 2017

Approved by Chief Executive Officer Lynn Moore

113 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

DOC REF: TITLE: COMMUNITY SERVICES REPORT Item CSM1

REPORT Mrs Julie Woodhouse DATE 11/1/18 BY: Community Services Manager

CORPORATE PLAN REFERENCE: Theme – SOCIAL

GOAL: Maintain a high quality of life by providing facilities and resources that encourage a secure, interactive and progressive community lifestyle.  Housing - Endeavour to provide sufficient, affordable and suitable housing to meet demand.  Marketing - Promote and market the shire of Boulia to attract rural living, visitors and investors to the shire.  Cultural Facilities & Services - Provide facilities for arts and cultural activities and the preservation of historic and heritage artefacts.

PURPOSE: To provide Council with an update of the activities associated with Councils’ community development activities.

CONTENT:

Current housing available:

ACTIVITY Number Total houses/flats available for occupation 6 Total Council units are always kept vacant for use by visiting professionals 1 Houses/flats being renovated/painted 0 Applications for rental 0

Housing inspections will take place on the 5th and 6th February, all tenants to be advised by letter on the 22nd January. Tourism:

The Min Min Encounter will reopen on the 22nd January.

Didgeridoonas has been approached for their warehouse prices but we are still waiting for them to respond with this.

Sports Centre: Activities at the pool over the holidays have been well attended and the new games and pool toys are much appreciated. Snacks are now available also to buy.

It has been suggested that we have games that seniors might like to participate in so sourcing quotes for Bocce and indoor bowls to have at the Sports Centre.

114

Grants:  A grant submission for the Spirits of Service funding was not approved. We had asked for the sum of $13,122 to install audio story boxes at the memorial garden.

Community: A seniors dinner was held at the Hotel on the 5th December and was a great night with 17 seniors attending. The hotel outdid themselves with decorating the table and putting out small gifts. This dinner was organised by library staff.

The Christmas lights competition for the best house was won by Tim and Casey Edgar and was announced at the Council break up party. They have won a voucher for $100 to spend at the Min mIn store.

GOVERNANCE IMPLICATIONS: Nil

RECOMMENDATION: That the Community Services Report is received for information.

ATTACHMENTS: Nil

Approved by Chief Executive Officer Lynn Moore

115 Grant Funding Register - Approved items

Amount of Amount of Other Funding Funding Council Cash or in funding Total Project Approved / Project Name applied for Grant / Funding Body approved kind Contrib source & $'s Cost declined

Football match May 16 $3,000 DCCDS - Dept. Communities, Child Safety and Disabilities Services $3,000 $1,000 $4,000 approved

Hall roof (2) $51,207 LGGSP - Local Govt Grants & Subsidies Program $44,595 $76,811 $121,406 approved

Sewer Upgrade $107,580 LGGSP - Local Govt Grants & Subsidies Program $107,580 $107,580 $215,160 approved

BoR - Building Our Regions- Round 1 - Remote Communities $454,372 Emergency landing strip on Donohue Highway $454,372 Infrastrucutre Fund project No 209/LGSS/6 $454,372 (R2R) $908,744 approved

BoR- Building Our Regions- Round 1 - Remote Communities Infrastrucutre Reservoir roof upgrade $479,680 Fund $479,680 $0 $0 $479,680 approved

Tackling Tough Times together $16,000 FRRR- Culture,Arts Tourism and Community Heritage Fund $16,000 $2,000 $18,000 approved

RAPAD -Community Drought support $82,500 Department of Communities, Child Safety and Disability Services $82,500 $82,500 approved 18/1

Boulia Sports and Aquatic Centre upgrade $124,800 2016-2017 DILGP -LGGSP $124,800 $83,200 $208,000 approved

Sewer relining $500,000 Building Our Regions $500,000 $0 $500,000 30/06/2017

RADF funding Bid 17-18 $12,000 Arts Queensland $12,000 approved

Council Meeting 24th January 2018 1161 of 5 Grant Funding Register - Approved items

Amount of Amount of Other Funding Funding Council Cash or in funding Total Project Approved / Project Name applied for Grant / Funding Body approved kind Contrib source & $'s Cost declined

10,000 Steps Community Grant $1,000 CQ University $1,000 $0 $2,000 approved

Qld Week 2018 $9,240 Qld Day sponsorship grant $6,000 approved

DILGP - Department of Infrastructure, Local Government and Planning Get Ready Grant 2016 2016 RACQ Get Ready Grant $5,166 n/a $0 $5,166 approved

Telstra ADSL+2 upgrade $29,537 Local Buy-Industry Development Fund Committee $29,537 $24,537 $5,000 $59,074 approved

Disaster Management-Community cleanup day $4,922 Get Ready Grant $4,922 $4,922 approved

Playgroup -Boulia-auspiced $4,500 Strengthening Communities Program-Volunteer Grants $4,500 $0 $0 $4,500 approved

Boulia Social Club-auspiced $27,272.71 Office Liquor and Gambling $27,272.00 $0 $0 $27,272.71 approved

Upgrade Urandangie Health Clinic-auspiced $50,000 Western Qld Primary Health Network $50,000 $0 $0 $50,000 approved

Disability access/toilets-auspiced $35,000 Office Liquor and Gambling $35,000 $0 $0 $35,000 approved

Bridges Renewal programme - Department of Infrastructure and Wills River Bridge and Double Creek , Selwyn Regional Development - Upgrade a one lane concrete bridge on Wills Rd Boulia $126,500 River Crossing and a one land culvert on Double Creek Crossing $126,500 $126,500 $253,000 approved 18/1

Council Meeting 24th January 2018 1172 of 5 Grant Funding Register - Approved items

Amount of Amount of Other Funding Funding Council Cash or in funding Total Project Approved / Project Name applied for Grant / Funding Body approved kind Contrib source & $'s Cost declined

Bridges Renewal programme - Department of Infrastructure and Regional Development - -Upgrade one lane concrete bridge and Georgina River bridge, Donohue Hwy, Boulia $41,000 approaches to current standards $41,000 $41,000 $82,000 approved 18/1

Travelling irrigator $4,091 CBF- Community Benefit Fund $4,500 $0 $4,500 approved

Qld Week @stonehouse $2,500 Qld Week 2015 $2,500 $2,500 approved

Ozobot Robotics and Coding Grant State Library of Queensland $800 $800

Racecourse Community Kitchen Upgrade $6,410 Dept Infrastructure and Regional Development - $6,410 $9,309 $15,719 approved 1 year from date DILGP - Department of Infrastructure, Local Government and Planning of execution of Upper Limestone Creek Flood Warning Signs ‘BoSC NDRP 15/16 R1 0028’ - 2014-2015 Natural Disaster Resilience sub agreement Project $189,900 Program $189,900 $189,900 (10/3/17 tbc )

Heavy Vehicle Safety and Productivity Programme Round Five - Coorabulka Rd Truck Stop/De-coupling bay Department of Infrastructure and Regional Development $49,255 $49,195 $98,450 approved

Heavy Vehicle Safety and Productivity Programme Round Five - Donohue Highway Truck Stop/De-coupling bay Department of Infrastructure and Regional Development $49,255 $49,195 $98,450 approved

Heavy Vehicle Safety and Productivity Programme Round Five - Selwyn Rd Truck Stop/De-coupling bay Department of Infrastructure and Regional Development $49,255 $49,195 $98,450 approved

Heavy Vehicle Safety and Productivity Programme Round Five - Urandangie North Rd Truck Stop/De-coupling bay Department of Infrastructure and Regional Development $49,255 $49,195 $98,450 approved

Council Meeting 24th January 2018 1183 of 5 Grant Funding Register - Approved items

Amount of Amount of Other Funding Funding Council Cash or in funding Total Project Approved / Project Name applied for Grant / Funding Body approved kind Contrib source & $'s Cost declined

Comm Projects $20,000 RADF $10,979 $0 $10,979 approved

Stonehouse Museum complex-disabled access $29,145 2016-2017 DILGP -LGGSP $29,145 $2,500 $31,645

Shire Hall Renewal $443,870 Drought Communities Program $443,870 $443,870

Camel Race Track $225,330 Drought Communities Program $225,330 $225,330

Jockey's Change Room Drought Communities Program

First Start Program $12,500 Qld Gov-Dept of Education and Training $12,500 $30,000 $42,500

All Terrain Vehicle SES $15,000 SES Non Recurrent funding round $15,000 $18,000 $33,000 approved

Work's For Queensland Program - Stonehouse Walls $12,060 Department of Infrastructure, Local Government and Planning $12,060 $0 $12,060 approved

Work's For Queensland Program - Pool Refurbishment $52,000 Department of Infrastructure, Local Government and Planning $52,000 $0 $52,000 approved

Work's For Queensland Program - Depot Office $171,580 Department of Infrastructure, Local Government and Planning $171,580 $0 $171,580 approved

Work's For Queensland Program - Robinson Park Upgrade $394,880 Department of Infrastructure, Local Government and Planning $394,880 $0 $394,880 approved

Council Meeting 24th January 2018 1194 of 5 Grant Funding Register - Approved items

Amount of Amount of Other Funding Funding Council Cash or in funding Total Project Approved / Project Name applied for Grant / Funding Body approved kind Contrib source & $'s Cost declined

Work's For Queensland Program - Water Bubble Park $175,340 Department of Infrastructure, Local Government and Planning $175,340 $0 $175,340 approved

Work's For Queensland Program - Min Min Centre $85,180 Department of Infrastructure, Local Government and Planning $85,180 $0 $85,180 approved

Work's For Queensland Program - Urandangie Park $70,000 Department of Infrastructure, Local Government and Planning $70,000 $0 $70,000 approved

Work's For Queensland Program - Sport Oval Disabled Toilet $68,960 Department of Infrastructure, Local Government and Planning $68,960 $0 $68,960 approved

Community Drought Support 2017 $82,500 RAPAD/Department of Child Safety and Disability Services $82,500 $0 $82,500 approved

Mens shed $19,000 Stronger Communities programme $20,000 $22,370 $40,370 approved

Qld Day $9,240 Qld day sponsorship oprgramme $6,000 $10,760 $19,000 approved

Get Ready Queensland Dept Infrastructure Local Govt Planning $4,880 $0 given

TOTAL FUNDING APPLICATIONS APPROVED: $4,184,418

Council Meeting 24th January 2018 1205 of 5 Grant Funding Register - Pending items

Project Finalisation Date Other Audited / Date of Amount of funding Acquittal confirmation tha Council Dept / Amount of Funding Funding Council Cash or in source & Submitted/ Required / Approved / project is Officer Project Name applied for Grant / Funding Body approved kind Contrib $'s Total Project closes by whom declined completed Contact Responsible

Caretaker cottage $429,300 Builidng Better Regions Funding $143,100 $572,400 19/12/2017 CEO Dec-18 CEO

Boulia Wellbeing Centre $572,400 Drought Communities $572,400 $0 $572,400 2019 CEO approved Dec-19 CEO Indigenous Advancement Strategy Culture & Capability National Reconciliation Week $5,000 Programme $0 $5,000 21/04/2017 CSM 3/06/2017 CSM

Embracing 2018 smarty grants sporting equip assets $0 CSM Nov-17

Female facilities Program $90,802 Dept Nat Parks, Sport and Racing $0 $90,802 1/11/2017 CSM CSM

Boulia SES shed $20,250 Shed for all terrain vehicle $6,750 $27,000 30/11/2017 DWO 30/60/2018

$1,117,752 TOTAL FUNDING APPLICATIONS APPLIED FOR:

121 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting 24th January 2018

BOULIA SPORTS AND AQUATIC CENTRE DOC REF: TITLE: (INFORMATION REPORT) Item G

REPORT Natarsha Shaw DATE: BY: Sports Centre Casual 03/01/2018

CORPORATE PLAN REFERENCE: Social: Maintain a high quality of life by providing facilities and resources that encourage a secure, interactive and progressive community lifestyle.

PURPOSE: To inform Council of the current utilisation and activities of the centre.

CONTENT: The Sports and Aquatic Centre provides an important sports venue for the local residents of Boulia. It has an extensive gymnasium with up to date equipment and several large activity areas including the swimming pool. Charges are levied for membership with casual entry fees for ad-hoc visitation.

ACTIVITY CUSTOMER VOL PER MONTH  Gymnasium During Hours: 4 After Hours: 10  Squash 0  Casual entry usage 97  Kids usage 282  Membership usage 10  Merchandise sales $0.00  Admission $66.00  Refreshment sales $50.50

ACTIVITIES HELD THIS MONTH:  School Holiday Activities  Exercise Physiologist Sessions  Boulia Shire Council Christmas Party

RECOMMENDATION: That Council receive the Boulia Sports and Aquatic Centre Report for information.

Reviewed by Community Services Manager Mrs Julie Woodhouse Approved by Chief Executive Officer Ms Lynn Moore

122 BOULIA SHIRE COUNCIL

Report for Ordinary Meeting held on 24th January 2018

LIBRARY / STONEHOUSE DOC REF: TITLE: (INFORMATION REPORT) Item H

REPORT DATE: Jan Norton BY: 11/1/2018

CORPORATE PLAN REFERENCE: SOCIAL

GOAL: Maintain a high quality of life by providing facilities and resources that encourage a secure, interactive and progressive community lifestyle.

Cultural Facilities & Services Objective - Provide facilities for arts and cultural activities and the preservation of historic and heritage artifacts

PURPOSE: To update Council on the visitations and activities in the Library and Stonehouse.

CONTENT:

Boulia Shire Council provides a well-appointed Library facility which is open 5 days per week from 1.30pm to 5pm.

ACTIVITY CUSTOMER VOLUME-per month Library visitors 264 Number of new members signed up 0 Wi Fi 87

LIBRARY ACTIVITIES THIS MONTH.

December has been busy with the use of the free Wi-Fi during the holidays. We have had Bingo activities which were very well-attended. Another popular activity was the Colouring Competition which was judged before Christmas shutdown.

Our Seniors dinner was the biggest ever attendance with 17 in attendance. The hotel made us feel very welcome and decorated with a Christmas Theme.

PLANNED ACTIVITIES IN FUTURE MONTHS.

January a new year with new activities, firstly Australia Day theme, followed with Easter, and then for the last year of the Centenary of WW1.

123 Visitor Statistics Comparison

STONEHOUSE REPORT

Stone House visitors 71

The tourists have been trickling in. Now we are getting some visitors from the northern hemisphere. My main focus this off-season is to gather more information on our earlier police force including articles from the Police Barracks. Projects under construction are: display for Hamilton Hotel, scanning all photographs into digital format, identify and make information cards for tools in Station Shed, and a small booklet about the Stonehouse.

Reviewed by Manager, Community Services Mrs Julie Woodhouse Approved by Chief Executive Officer Ms Lynn Moore

124