ORDINARY MEETING OF COUNCIL
AGENDA
11 APRIL 2018
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
TABLE OF CONTENTS
Item Subject Page No.
Table of Contents ...... 1
1. Meeting Opened ...... 3 2. Leave of Absence ...... 3 3. Condolences/Get Well Wishes ...... 3 3.1 Condolences/Get Well Wishes ...... 3 4. Declaration of any Material personal interests/conflicts of interest by councillors and senior council officers ...... 3 5. Mayoral Minute ...... 4 6. Confirmation of Minutes ...... 4 6.1 Confirmation of Ordinary Meeting Minutes of 28 March 2018...... 4 6.2 Receipt of the Minutes of the Audit and Risk Management Committee Meeting held on 22 March 2018 ...... 4 6.3 Receipt of the Minutes of the Lake Apex Community Advisory Committee held on 20 March 2018 ...... 20 7. Business Arising from Minutes ...... 25 8. Committee Reports ...... 25 9. Deputations/Presentations ...... 25 10. Executive Office Reports ...... 26 10.1 Appointment of Acting Chief Executive Officer ...... 26 10.2 Chief Executive Officer's Report - March 2018 ...... 28 10.3 Record keeping of private email accounts and social media posts ...... 35 10.4 Future Use of Council Land - Gillespies Road Placid Hills ...... 45 10.5 Councillor Portfolio Update ...... 53 11. Organisational Development and Planning Reports ...... 61 11.1 Request for removal of Local Government Agreement for Lots 1 and Lot 2 RP889166 at 3 Friis Road and Paroz Road, Iredale ...... 61 11.2 Executive Manager Organisational Development and Planning Monthly Report ...... 70 11.3 Community Grants Assessment ...... 85 11.4 Local Government Infrastructure Plans (Gatton and Laidley Planning Schemes) - Public Notification ...... 89 12. Corporate and Community Services Reports ...... 92 12.1 Estate Run-off and Associated Waterway Sedimentation ...... 92 12.2 Approval for International Travel - TechnologyOne Property and Rating System Upgrade Project Meetings ...... 97 Page 1 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
12.3 Sandbagging Operations and the Disposal of One Council Sandbagging Machine ...... 100 12.4 Executive Manager Corporate and Community Services Monthly Report for March 2018 ...... 103 13. Infrastructure Works and Services Reports ...... 115 13.1 Infrastructure Works and Services Executive Managers Monthly Update - March 2018 ...... 115 14. Items for information...... 127 14.1 Queensland Urban Utilities Board Update - March 2018 ...... 127 14.2 External Grants Register ...... 130 14.3 Inwards Correspondence for Noting ...... 133 15. Confidential Items ...... 141 16. Meeting Closed ...... 141
Page 2 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
1. MEETING OPENED
2. LEAVE OF ABSENCE
No Leave Of Absence
3. CONDOLENCES/GET WELL WISHES
3.1 Condolences/Get Well Wishes
Date: 04 April 2018 Author: Susan Boland, Governance & Strategy Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation:
THAT letters of condolence be forwarded to the families of recently deceased persons from within or associated with the Lockyer Valley region.
4. DECLARATION OF ANY MATERIAL PERSONAL INTERESTS/CONFLICTS OF INTEREST BY COUNCILLORS AND SENIOR COUNCIL OFFICERS
4.1 Declaration of Material Personal Interest on any Item of Business Pursuant to Section 172 of the Local Government Act 2009, a councillor who has a material personal interest in an issue to be considered at a meeting of the local government, or any of its committees must – (a) inform the meeting of the councillor’s material personal interest in the matter; and (b) leave the meeting room (including any area set aside for the public), and stay out of the meeting room while the matter is being discussed and voted on.
4.2 Declaration of Conflict of Interest on any Item of Business Pursuant to Section 173 of the Local Government Act 2009, a councillor who has a real or perceived conflict of interest in a matter to be considered at a meeting of the local government, or any of its committees must inform the meeting about the councillor’s personal interest in the matter and if the councillor participates in the meeting in relation to the matter, how the councillor intends to deal with the real or perceived conflict of interest.
Page 3 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
5. MAYORAL MINUTE
No Mayoral Minute
6. CONFIRMATION OF MINUTES
6.1 Confirmation of Ordinary Meeting Minutes of 28 March 2018
Date: 04 April 2018 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation:
THAT the Minutes of the Ordinary Meeting of Lockyer Valley Regional Council held on Wednesday, 28 March 2018 be taken as read and confirmed.
6.2 Receipt of the Minutes of the Audit and Risk Management Committee Meeting held on 22 March 2018
Date: 03 April 2018 Author: Madonna Brennan, Governance and Strategy Officer Responsible Officer: Ian Church, Chief Executive Officer
Officer's Recommendation: THAT the Minutes of the Audit and Risk Management Committee Meeting held on 22 March 2018, as attached, be received and note as minutes of that meeting.
Attachments 1View Minutes ARMC 22 March 2018 15 Pages
Page 4 Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 5
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 6
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 7
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 8
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 9
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 10
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 11
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 12
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 13
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 14
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 15
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 16
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 17
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 18
Receipt of the Minutes of the Audit and Risk Management Attachment 1 Committee Meeting held on 22 March 2018 Minutes ARMC 22 March 2018
Attachment 1 6.2 Page 19
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
6.3 Receipt of the Minutes of the Lake Apex Community Advisory Committee held on 20 March 2018
Date: 03 April 2018 Author: Sara Rozynski, Personal Assistant to the Executive Manager Infrastructure Works and Services Responsible Officer: Myles Fairbairn, Executive Manager Infrastructure Works & Services
Officer's Recommendation:
THAT the Minutes of the Lake Apex Community Advisory Committee Meeting held on 20 March 2018, as attached, be received and noted as minutes of that meeting.
Attachments 1View Minutes 4 Pages
Page 20 Receipt of the Minutes of the Lake Apex Community Attachment 1 Advisory Committee held on 20 March 2018 Minutes
Attachment 1 6.3 Page 21
Receipt of the Minutes of the Lake Apex Community Attachment 1 Advisory Committee held on 20 March 2018 Minutes
Attachment 1 6.3 Page 22
Receipt of the Minutes of the Lake Apex Community Attachment 1 Advisory Committee held on 20 March 2018 Minutes
Attachment 1 6.3 Page 23
Receipt of the Minutes of the Lake Apex Community Attachment 1 Advisory Committee held on 20 March 2018 Minutes
Attachment 1 6.3 Page 24
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
7. BUSINESS ARISING FROM MINUTES
No Business Arising from Minutes
8. COMMITTEE REPORTS
No Receival of Committee Reports as Minutes
9. DEPUTATIONS/PRESENTATIONS
No Deputations/Presentations
Page 25 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
10. EXECUTIVE OFFICE REPORTS
10.1 Appointment of Acting Chief Executive Officer
Date: 03 April 2018 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to request Council appoint an Acting Chief Executive Officer for the period from Monday, 16 April to Monday 7 May 2018, in accordance with Section 195 of the Local Government Act 2009, (LGA).
Officer’s Recommendation:
THAT Council appoint the Executive Manager Corporate and Community Services as the Acting Chief Executive Officer, in accordance with Section 195 of the Local Government Act 2009, for the period Monday, 16 April to Monday, 7 May 2018, inclusive.
Report
1. Introduction
Councils are required by the LGA to employ a Chief Executive Officer (CEO) and Section 195 of the LG Act provides a mechanism for the appointment of an Acting Chief Executive Officer (A/CEO) when the current CEO is absent.
The appointment of an A/CEO for the period of the CEO’s absence contributes to achieving the “Lockyer Leadership and Council” Corporate Plan strategic vision of a well-managed, transparent and accountable organisation.
2. Background
Refer to the “Introduction” and “Report” sections.
3. Report
I will be on annual leave for the period noted above, (16 April to 7 May 2018), and as a result Council is required to appoint an A/CEO to fulfil the duties and responsibilities of the position for that period.
The appointment of an A/CEO is able to be made under Section 195 of the LGA, however it is worth noting that an appointment under Section 195 need not be by resolution, providing the CEO or Mayor have been given delegated power under Section 257 of the LGA to make an acting appointment as the need arises. However this power has not been delegated in the past, therefore a resolution is required in this instance.
Page 26 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
Section 195 of the LGA states that:
“A Local Government may appoint a qualified person to act as the CEO during: a) Any vacancy, or all vacancies, in the position b) Any period, or all periods, when the CEO is absent from duty or cannot, for another reason perform the CEO’s responsibilities.”
A defined period of annual leave is clearly being absent from duty.
I recommend that Council appoint the Executive Manager Corporate and Community Services as the A/CEO for the period of my leave. The Executive Manager Corporate and Community Services will have the required delegated authority to carry out the role effectively.
4. Policy and Legal Implications
The appointment of an A/CEO in accordance with the LGA ensures legislative compliance in the absence of the current CEO.
5. Financial and Resource Implications
When a staff member assumes an Acting role for a period of time it is usual practice to make an additional payment part way between the staff members existing remuneration and that of the position they are assuming. In this instance the cost to Council will be in the order of $1,500.
6. Delegations/Authorisations
The A/CEO will assume all delegated authority that the CEO currently has to enable continuation of business as usual.
7. Communication and Engagement
I will advise all staff and key contacts by email of my absence and the appointment of an Acting Chief Executive Officer for the period of absence.
8. Conclusion
In summary, it is recommended that Council appoint the Executive Manager Corporate and Community Services as A/CEO for the period of my upcoming leave.
9. Action/s
The Executive Manager Corporate and Community Services will advised by letter of his appointment as A/CEO.
Page 27 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
10.2 Chief Executive Officer's Report - March 2018
Date: 03 April 2018 Author: Ian Church, Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to update Council on key issues currently being actioned by Council’s Executive Office as well as information relevant to Councillors and the organisation.
Officer’s Recommendation:
THAT Council receive and note the Chief Executive Officer’s Monthly Report for March 2018.
Report
1. Introduction
This report is prepared to ensure Council is well informed on the business being undertaken by the Executive Office of Council
2. Background
This report covers actions and information relevant to Councillors and the Executive Office, and includes the key areas of Strategic Planning, Governance, Regional Development, Marketing, Communication and Engagement, Council Business and Executive Services. Legal and Property Services are subject to separate reports to Council
3. Report Governance:
Complaints The following table provides details of the complaints currently under consideration:
Currently Received Resolved in Type of complaint Year to date under during the the month investigation month Staff 3 1 0 2 Administrative Action 7 1 0 1 Privacy 1 0 0 0 TOTAL 11 2 0 3
The review of the Complaints Management System will be completed in April 2018.
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Audit & Risk Management The Internal Audit Plan for 2018/19 was presented at the 22 March 2018 Audit & Risk Management Committee meeting and will be presented to Council for adoption in April.
Local Laws The State interest check for the Waste local law and subordinate local law is in progress with public notification to commence in April 2018.
Policies The Motor Vehicle Usage Policy and Procedure were adopted at the 28 March 2018 Ordinary Meeting.
Legislation The Local Government Electoral (Implementing Stage 1 of Belcarra) and Other Legislation Amendment Bill 2018 has been introduced into parliament. The following matters are addressed in the Bill: • Prohibition on donations from property developers • Managing Councillor conflicts of interest and material personal interests • New offences about managing Councillor conflicts of interest and material personal interests • New offences about prohibited donations • New offences about providing false and misleading information relating to determinations • Retrospectivity of the proposed legislation.
Insurance The following table provides details of the insurance claims currently under consideration:
Claim Type Received Current/ongoing Finalised during during month month Public Liability – personal injury 0 4 1 (above excess) Professional Liability (above 0 2 1 excess) Professional indemnity (below 0 0 0 excess) Council Motor Vehicle (above 2 2 1 excess) Property 0 2 0 Third party property 2 2 3 TOTAL 4 12 6
Strategy:
Connected Council Progress Group The first meeting of the Connected Council Progress Group, working on common/whole-of- organisation issues raised in the 2017 Employee Opinion Survey, was held on 27 March 2018. The first meeting focused on ground rules for working together and the terms of reference. The Group will meeting again at the beginning of May and focus on finalising the terms of reference, communication with the organisation, and determining the focus area to address first.
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2018/19 Operational Plan Drafting of the 2018/19 Operational Plan commenced in March 2018. A draft of the plan will be discussed with Council at the 15 May 2018 Councillor Workshop.
Regional Development:
Grantham Premium Farm Workers Resort Fortnightly meetings of the Project Enhancement Group continue and are attended by Manager Regional Development, Manager Plumbing and Draining, Executive Manager Organisational Development and Planning, Coordinator Council Business, Cr Wilson, Cr Cook and the Developer.
Lockyer Valley & Somerset Water Security Collaborative The Lockyer Valley and Somerset Water Security Collaborative meets monthly to progress the united vision for securing additional sustainable water for the regions. An application for funding to prepare a Detailed Business Case for the project will be prepared and submitted by Council on behalf of the Collaborative. The future work and funding of the Collaborative was considered at the Council Meeting of 28 March 2018.
Lockyer Chamber of Commerce and Industry A meeting of the Chamber of Commerce and Industry will be held on Wednesday 4 April 2018. Council officers have held discussions with representatives of the Chamber to discuss the potential for linking with the Advancing Regional Innovation Program to deliver training and initiatives in the Lockyer Valley. The next networking breakfast is scheduled for 18 April, there are plans for a social bowls night in April and plans are well advanced for another Recognition Dinner in June.
Neilsen’s Place – Laidley Business Incubator The front shop, facing Patrick Street, has been vacated by the previous tenant at the end of their lease and Ray Bachmann Real Estate is currently advertising for a new tenant.
Shop Local during Queensland Week Planning for this annual shop local promotion has commenced with the intent to use the successful format from previous years. The major prize will once again be tickets to the State of Origin game on July 11 at Suncorp Stadium.
Lockyer Legends Council has resolved to endorse a process for considering further nominations for Lockyer Legends. These are local people who have made significant contributions to our community. In partnership with the Gatton Star the promotion period will run from Wednesday 11 April until Wednesday 30 May 2018. A lead story will be published in the Gatton Star on Wednesday 11 April, with ongoing promotion and stories until the nomination period closes on 31 May 2018.
Autumn Cooking School Local suppliers have been secured to match the menu developed by Food Ambassador Alastair McLeod for the cooking school on April 29. Event marketing collateral materials have been finalised and the event has been advertised across a number of mediums resulting in strong ticket sales and interest.
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Brisbane Marketing The Tourism & Marketing Coordinator met with Jan Sommer on March 16 to discuss product development in the region, as well as Tourism Events Queensland and Brisbane Marketing programs being rolled out in the new financial year. This meeting led to a familiarisation by Jan and Ashley Ng from Brisbane Marketing on March 28, focused around tourism opportunities and visitor experiences in the Lockyer Valley. Ashley will examine opportunities across sectors including International and will liaise to fine-tune the experiences to be market ready.
Council was approached with regard to a pilot program to develop a South East Queensland network of locations for temporary or ‘pop-up’ cabins in spectacular locations. Brisbane Marketing is looking to bring the operation to Queensland and sought feedback in relation to potential sites and planning requirements.
Regional Flavours The Tourism & Marketing Coordinator met with organisers on March 16. Sponsorship and talent agreements have now been finalised. Alastair McLeod has been briefed on his stage appearances with “plant power” being the focus for the Queensland Taste stage and beef the focus of the Hunting Club stage.
Destination Guide Work is progressing on the new destination guide. Advertising bookings are going well, content and images are being reviewed, and shooting of hero images has been scheduled.
Visit Darling Downs Council has joined Visit Darling Downs as a Bronze member and is awaiting the service level agreement that pertains to the membership.
Spring Bluff Railway Trust The Tourism and Marketing Coordinator has attended regular Spring Bluff Railway Trust meetings and is providing marketing assistance where required.
SEQ Food Trail Initial content has been uploaded to the Lockyer Valley section of the SEQ Food Trails website. Guidelines are being developed for management of the site and news stories are being generated to encourage suitable Lockyer Valley food experiences to register their information on the site.
Social Media Insight The Visit Lockyer Valley Facebook monthly insight to April 2 had page likes at just over 1,460. Reach for the month (people who saw posts) was 17,061 (4,578 last month), post engagement (likes, comments, shares) was 2,746 (1,319) and video views totalled 1,571 (1,491). Posts on Alastair’s Cooking School, Queens Baton Relay, the Visitor Centre, the Chilli Festival, Ma Ma Creek Cemetery and Laidley Heritage Weekend had good reach and engagement, along with the “Around the Region” videos.
Single Point of Entry - Business Support The following table highlights areas of enquiry from prospective developers and business operators that have been dealt with by the Regional Development Team. The purpose of the Team being the first point of contact in these instances is to assist potential developers and operators by “walking them through” Council processes and providing them with a single point of contact rather than multiple staff contacts. No details are provided as they are potentially
Page 31 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
commercial in confidence, however should any Councillor wish to ascertain further detail please do not hesitate to contact me or the Manager Regional Development.
Industry Sector Level of Notes: interest Accommodation and Additional short term Food Services accommodation facilities, incorporating a tourism venue. These enquiries may take time to come to fruition. Tourism Potential new tourism experience operation – The enquiries may also take time to bring to fruition. New facilities for tourists to visit locally. Re- activation of accommodation and tourism site. Manufacturing Enquiry for an interstate fertilizing company to expand into the region.
Electricity, Gas, water Early stage discussions with & waste services project proponents.
Transport, Postal, New business establishment – Warehousing potential bus transport.
Wholesale Land Support provided to potential Development and existing land developments.
Retail Trade Information in relation to establishing new business and or expanding existing business.
Health Services Enquiry in relation to development of a dementia clinic.
Marketing, Communications and Engagement:
Queensland Transport Museum (QTM) Plans to host the Legends Dinner and induct new members onto the wall of fame have been placed on hold until the selection process has been undertaken. The organiser of the event, to be held as part of the bi-annual Queensland Transport Museum’s charter, has indicated the event is likely to be held later in the year.
A targeted Facebook campaign will be launched in April to encourage patrons to visit the QTM. The opening of the new flight simulator will be a key drawcard along with a special entry and meal deal from the Staging Post Café. This will be comprised of a choice of breakfast options from a set menu with entry to the museum set at $15 for non-residents.
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As part of the museums commitment to ensuring the attractions are kept in good working order, a contractor has been engaged to clean the vehicles twice a year. The program was instigated after feedback from patrons on the state of some of the displays.
Queen’s Baton Relay The Queen’s Baton Relay was held on 29 March 2018 and was a resounding success. A full report will be presented to Council at the May Council Meeting and will include an overview of the Event along with details of costings as well as feedback from patrons and stall holders. An Initial estimate is that between 4000 and 4500 people attended the event through the day.
Events Planning for Anzac Day and Seniors Week events is underway. Event planning will shortly commence for the Laidley Spring Festival with funding options currently being explored for a NAIDOC week event in July.
Youth Engagement A number of Youth events have been planned for the school holidays, including a scooter workshop at both the Laidley and Gatton Skateparks, a family movie night featuring the movie Ferdinand as well as a family ropes course adventure day at Laidley. All events are either free, or have a gold coin donation on entry, as part of Council’s youth development program.
Council Business
Strategic Document Coordination (Policy, Legislation, Motions, Green/White Papers etc)
The National General Assembly of the Australian Local Government Association (ALGA) is to be held in Canberra from 18 June 2018 to 20 June 2018.
The theme for this year’s Assembly is Australia’s Future, Make it Local. Research of potential motions was undertaken in March. These potential motions were also workshopped with Councillors during the month and the proposed motions were considered by Council at the Meeting held on 28 March 2018.
The Motions are: That the National General Assembly call on the Australian Government to replenish the National Water Infrastructure Development Fund to ensure sufficient funds are available to both assess the feasibility of projects and to deliver this critical water infrastructure;
That the National General Assembly call on the Australian Government to ensure that in any reform of the National Disaster Relief and Recovery Arrangements (NDRRA), the Australian Government will continue to fund up to 75% of the assistance available to individuals and communities and to not consider cost shifting to States and/or Local Governments; and
That the National General Assembly call on the Australian Government to revise the NDRRA Guidelines to consider parks and recreational facilities as essential public assets for the purposes of Category B assistance.
These Motions were submitted to ALGA on 29 March 2018 with detail on the national objectives and key supporting arguments.
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Council of Mayors South East Queensland (COMSEQ) Meetings were held in March for both the Advocacy Working Group and the Economic Development Working Group. This work will feed into the Board meeting to be held in April 2018.
Enhance Council Governance and Decision Making
Ordinary Council Meetings were held 14 March 2018 and 28 March 2018. A Council Workshop day was held on 6 March 2018 with presentations and discussion on a range of topical matters for the region. Workshops also followed the Council Meetings.
A Councillor Tour was held on 27 March 2018 to the Toowoomba Second Range Crossing site. This Tour, organised in conjunction with Nexus, visited the route of the new infrastructure and key locations on the corridor.
Special Projects
The first meeting of the Lockyer Valley Regional Council / Australian Rail Track Corporation (ARTC) Technical Working Group was also held in March. These meetings will be held monthly on a range of planning, strategic and delivery aspects of the Inland Rail Project. This followed the second Community Consultative Committee Meeting organised by ARTC which was held 14 March 2018.
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10.3 Record keeping of private email accounts and social media posts
Date: 05 April 2018 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
This report provides a summary of legal advice regarding Councils’ public record keeping obligations regarding emails communicated using personal accounts, and social media posts, made by councillors and Council employees and proposes an amendment to the Councillor Code of Conduct to address the matters raised.
Officer’s Recommendation:
THAT Council amend the Councillor Code of Conduct as attached to this report, to include: “Councillors must: o refrain from using private email accounts for conducting council business; o make reasonable efforts to record in Council’s record keeping system all forms of Council business related communication including, but not limited to emails, social media, instant messaging.”
Report
1. Introduction
This report summarises advice provided by King and Company in relation to public record keeping obligations regarding emails on private email accounts and social media posts. A range of actions are also suggested for consideration by Council to ensure councillors and Council officers are meeting their obligations in terms of record keeping and use of emails and social media. This report relates to Lockyer Valley Regional Council Corporate Plan outcome 5.7 Compliant with relevant legislation.
2. Background
The Local Government Association of Queensland sought legal advice from King & Company in October 2017 to assist councils in adopting policies and guidelines regarding council’s public record keeping obligations. Specifically, the advice relates to obligations regarding emails communicated using personal accounts and social media posts made by councillors and council employees. This matter is of interest to the Crime and Corruption Commission (CCC) and is expected to be the subject of an upcoming audit of Councils by the CCC.
King and Company recommend that Councils consider amending relevant codes of conduct and amending or implementing policies and guidelines that address:- a) official use of Council-managed social media accounts b) limited personal use of Council-owned devices
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c) personal use of personal email, texts, instant messaging and social media accounts on personal devices if the individual may be identifiable as a councillor or Council employee d) education and training of employees (and councillors) regarding: (i) emails, texts and instant messaging communicated on personal accounts and social media posts that are public records; (ii) consequences of social media commentary; and (iii) what individuals can say where e) an internal point of contact for individuals to discuss issues regarding the use of personal emails, texts, instant messaging and social media accounts with a view to avoiding future problems or controversies.
This matter was raised at the Councillor Workshop in February 2018.
3. Report
The basis of the King & Company advice is as follows:
Under the Public Records Act 2002, section 6, a public record is, relevantly:- a) a record made for use by, or a purpose of, a public authority…; b) a record received or kept by a public authority, …, in the exercise of its statutory, administrative or other public responsibilities or for a related purpose.
In the dictionary of the Public Records Act 2002 a record means:
recorded information created or received by an entity in the transaction of business or the conduct of affairs that provides evidence of the business or affairs and includes— a) anything on which there is writing; or b) anything on which there are marks, figures, symbols or perforations having a meaning for persons, including persons qualified to interpret them; or c) anything from which sounds, images or writings can be reproduced with or without the aid of anything else; or d) a map, plan, drawing or photograph.
A record is based on content (what is being documented), not the format, technology used, or where they are located (e.g. business systems, mobile device).
Emails, texts or instant messages communicated using personal accounts, and social media posts, made by councillors or Council employees that are public records must be retained and disposed of using the same criteria as all other records.
Whether an email, text or instant message communicated using a personal account, or a social media post, made by a councillor or Council employee (each a communication) is a public record for the purpose of the Act, will depend on whether the communication:- a) contains a record or evidence of the Council’s business or affairs; and b) either: i. was made for use by, or a purpose of, the Council; or ii. was received or kept in the exercise of the Council’s statutory, administrative or other public responsibilities, or for a related purpose.
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Records of purely personal activities, including the individual’s political or electoral activities (as the Queensland State Archivist (“the archivist”) describes them) are not public records.
Irrespective of the medium in which Councils keep their records, Councils must comply with the obligations under the Act:- a) to make and keep full and accurate records of its activities b) to keep in safe custody and preserve records in its possession c) if information in a public record can be produced or made available only with the use of particular equipment or information technology, to take all reasonable action to ensure the information remains able to be produced or made available.
Council’s chief executive officer is responsible for ensuring the Council complies with its public record keeping obligations. Council’s chief executive officer is also responsible under the Local Government Act 2009 for safe custody of all Council records and documents.
Councils are also responsible for assessing the value of the records they hold and setting appropriate retention periods for those records, including: a) emails, according to the category relevant to the business or affair the subject of the emails b) social media posts under the categories of:- (i) marketing (ii) routine communication for records relating to social media posts that require no further action (iii) social media posts that require further action according to the category relevant to the business or affair the subject of the posts.
There are a number of matters to be addressed as a result of this legal advice. This report addresses the conduct of Councillors with regard to private emails and record keeping.
Based on the above advice it is recommended that the following inclusions are made to the Councillor Code of Conduct as attached to this report:
Councillors must: o refrain from using private email accounts for conducting council business; o make reasonable efforts to record in Council’s record keeping system all forms of Council business related communication including, but not limited to emails, social media, instant messaging.
Future reports will be provided to address the other components of the recommendations from King and Company including: official use of Council-managed social media accounts – review of the Social Media Policy and Procedure limited personal use of Council-owned devices – review of Information Technology Policies and Procedures personal use of personal email, texts, instant messaging and social media accounts on personal devices if the individual may be identifiable as a Council employee – review of Employee Code of Conduct and Social Media Policy and Procedure education and training of employees – Employee Code of Conduct training
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an internal point of contact for individuals to discuss issues regarding the use of personal emails, texts, instant messaging and social media accounts with a view to avoiding future problems or controversies – to be determined.
4. Policy and Legal Implications
The content of this report seeks to ensure Council complies with its obligations under the Public records Act 2002 and Local Government Act 2009. The report also recommends changes to the Councillor Code of Conduct and future reviews of the Employee Code of Conduct; Social Media Policy and Procedure and Information Technology policies and procedures.
5. Financial and Resource Implications
The content of the policy and procedure outlined in this report will not have direct financial implications however compliance with the record keeping requirements may require additional resources for the registering of information. These impacts are expected to be minimal and will be managed within budgetary constraints.
6. Delegations/Authorisations
No further delegations are required to manage the issues raised in this report. The Chief Executive Officer will manage requirements in line with existing delegations.
7. Communication and Engagement
All Councillors and the following officers were engaged in addressing the matters raised in this report: Chief Executive Officer Manager Information Services Coordinator Governance & Strategy.
The amended Councillor Code of Conduct will be published on Council’s website.
8. Conclusion
This report provides a summary of legal advice regarding Councils’ public record keeping obligations regarding emails communicated using personal accounts, and social media posts, made by Councillors and Council employees and proposes an amendment to the Councillor Code of Conduct to address the matters raised. To ensure compliance with legislation and in response to the legal advice provided it is recommended that the amendments proposed to the Councillor Code of Conduct are accepted.
Page 38 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
9. Action/s
1. Update the Councillor Code of Conduct with the adopted amendments, publish and distribute 2. Update the Employee Code of Conduct to reflect the intent of the amendments made to the Councillor Code of Conduct for approval by the CEO. 3. Review Social Media Policy and Procedure to consider recommendations for the use of personal social media accounts. 4. Review Information Communication and Technology policy and procedures to ensure limited personal use of Council-owned devices is addressed adequately.
Attachments 1View Amended Councillor Code of Conduct 5 Pages
Page 39 Record keeping of private email accounts and social media Attachment 1 posts Amended Councillor Code of Conduct
Attachment 1 10.3 Page 40
Record keeping of private email accounts and social media Attachment 1 posts Amended Councillor Code of Conduct
Attachment 1 10.3 Page 41
Record keeping of private email accounts and social media Attachment 1 posts Amended Councillor Code of Conduct
Attachment 1 10.3 Page 42
Record keeping of private email accounts and social media Attachment 1 posts Amended Councillor Code of Conduct
Attachment 1 10.3 Page 43
Record keeping of private email accounts and social media Attachment 1 posts Amended Councillor Code of Conduct
Attachment 1 10.3 Page 44
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
10.4 Future Use of Council Land - Gillespies Road Placid Hills
Date: 03 April 2018 Author: Stephen Hart, Coordinator Council Business Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The future use of Council owned land described as Lot 19 SP123969 and located at Gillespies Road Placid Hills has been under consideration by Council for some time. Council has been looking for alternate uses as the land is underutilised and, given its size and location, it is difficult and costly to maintain. A range of legal, planning and amenity issues have been highlighted by the community during consultation.
Officer’s Recommendation:
THAT Council resolve to retain the land, described as Lot 19 SP123969 and located at Gillespies Road, for park purposes and authorise the Chief Executive Officer to send correspondence to adjoining landholders to advise of Council’s decision. Further; THAT Council authorise the Chief Executive Officer to further assess whether the subject land could be utilised effectively under the environmental offset’s framework.
Report
1. Introduction
The purpose of this report is to consider the future use of Council owned land situated at Gillespies Road, Placid Hills and to advise Council of the community engagement feedback.
2. Background
Council has been considering the future use of the park area at Gillespies Road, Parklea Estate. The land is described as Lot 19 SP 123969 and is approximately 14 Ha of land designated for park purposes. It is directly adjoined by 27 residential properties and 1 agricultural land owner (Refer Attachment 1).
Last year Council resolved to invite tenders and consider leasing the land provided an adequate buffer could be established between the adjoining residential owners and any alternate proposed use of the land.
This approach recognised the complex legal and planning considerations and the importance of ensuring any buffer was adequate for the future use of the land. Planning advice was sought on the extent of buffer that may be required. A key finding of the planning advice was that it is not necessary to retain Lot 14 in its entirety as a buffer. The extent of the buffer would depend on the nature of the use proposed. For example the RPS planning advice indicates
Page 45 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
that grazing use would not require a significant buffer. However, intensive cropping would require a substantial vegetated buffer depending on the management practices adopted.
This vegetated buffer would be needed to deal with issues including visual amenity, chemical spray, noise, lighting and dust. The extent of the buffer is significant as it limits the utility of the remaining land for other purposes. Retention of the existing vegetation on the southern side of the land would also limit alternate use of the land.
In recognition of these matters community engagement was undertaken with the adjoining owners regarding the proposed future use of the land and the nature and extent of any buffer that may be required.
3. Report
Council sent correspondence to all adjoining owners in February 2018 regarding the proposed future use of the land and to seek their feedback on the preferred use of the land and the nature and extent of any buffer that may be required. A copy of that letter is Attachment 1.
This correspondence was sent to a total of 32 residents and owners of the adjoining land. Written feedback has been received from 18 residents and a number of telephone calls were also received.
This feedback has been well informed and measured, though there are clearly strongly held concerns about the future use of this land on legal, planning, amenity and other grounds. Only two residents provided support for an alternate use of the land and this was conditional on the provision of adequate buffering. All other feedback was strongly opposed to any alternate use.
Legal Concern was expressed that the then Gatton Shire Council had not met its obligation to plant trees in this location. A number of respondents provided copies of the Planning & Environment Court Decision from March 2000 specifying relevant buffers.
Rugby Farming Group farm the land on the southern side of Lockyer Creek in this location and advised they are most concerned about any alternate use of this land. Rugby Farming Group originally objected to the residential development at Placid Hills and were disappointed the development proceeded albeit with conditions including the requirement to establish a treed buffer along the creek to protect residents from the adjoining agricultural land use. It is their view that the lot should be retained and additional trees established to further support the buffering from farming impacts.
Planning A number of respondents referred to the planning requirements associated with separating agriculture from residential use including an original planning study from 1996 specifying required buffers and separations.
Amenity Almost all the respondents raised strong concerns about the loss of amenity from impacts including: Noise Light
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Dust Chemical spray drift
Other A range of additional concerns/ views were received including:
Public access along easements has been closed off and needs to be re-opened Council needs to service the land more regularly Consideration be given to subdividing the land and gifting it to residents A need for wider consultation Concern about the impact on property values Need to provide a walking track through the park Consider allowing commercial mowing and baling
From a community engagement perspective, the response has been unequivocal with strong concerns raised by the local community. It is clear that almost all local residents do not wish to see agricultural or grazing use of this land.
If alternate use were to be contemplated, there would be a need to establish significant additional vegetated buffer on the northern boundary as well as retention of the existing trees on the southern side of the land. This would clearly limit the amount of land available for an alternate use. It is considered unlikely that use on this basis would be viable.
Environmental Offsets It has been suggested that the land could be considered for use as an environmental offset. This has some appeal in that the land could be retained as park, vegetation could be further established to enhance the buffer and this may reduce maintenance costs in the longer term. However, this concept needs further assessment to see if the land is suitable, that it fits within that legislative framework and to determine if it would be cost effective.
4. Policy and Legal Implications
This land has a complicated legal history with a number of Planning and Environment Court Orders specifying conditions on the then Gatton Shire Council and a subsequent Infrastructure Agreement executed by that Council. The legislative and planning policy framework has also changed considerably in this period.
It is considered that Council may be able to lawfully deal with the subject land under the Planning legislation (although the relevant sections in the new legislation have been amended). However, such an approach may be open to challenge and may also be contrary to the planning intentions for the subject land.
Further consideration of the Environmental Offsets legislative framework is warranted to determine if it could be of benefit for the future use of the subject land.
5. Financial and Resource Implications
A key driver for considering alternate uses of this land was to reduce ongoing maintenance costs for Council. Retention of the land as park will not reduce these costs. The establishment of a vegetated buffer would also be a significant cost.
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On that basis it is considered that the environmental offsets framework should be further researched to determine if there is any opportunity to utilise this land more cost effectively.
6. Delegations/Authorisations
No additional delegations or authorisations are required.
7. Communication and Engagement
The community engagement process undertaken enabled Council to ascertain the views of adjoining owners and residents. It is clear that, while the community appreciated Council’s intent to reduce costs, they do not wish to see alternate uses of the park land for agriculture or grazing. Following Council consideration of this report, it is recommended that the adjoining owners and residents be advised of Council’s decision in this matter.
8. Conclusion The future use of the subject land for agriculture or grazing has been considered. Based on the legal, planning and amenity issues identified, and the unequivocal community feedback, it is considered that the subject land needs to be retained by Council for park purposes. In order to seek improved and cost efficient use of the land, it is considered that further work be undertaken to establish if there is benefit in utilising the land for environmental offsets.
9. Action/s
1. Send correspondence to all residents advising of Council’s resolution. 2. Research the environmental offsets framework to determine if the subject land could be utilised as such an offset.
Attachments 1View Aerial Map 1 Page 2View Letter 3 Pages
Page 48 Future Use of Council Land - Gillespies Road Placid Hills Attachment 1 Aerial Map
Attachment 1 10.4 Page 49
Future Use of Council Land - Gillespies Road Placid Hills Attachment 2 Letter
Attachment 2 10.4 Page 50
Future Use of Council Land - Gillespies Road Placid Hills Attachment 2 Letter
Attachment 2 10.4 Page 51
Future Use of Council Land - Gillespies Road Placid Hills Attachment 2 Letter
Attachment 2 10.4 Page 52
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
10.5 Councillor Portfolio Update
Date: 03 April 2018 Author: Kerri Beasley, Executive Coordinator, Mayor and Deputy Mayor Responsible Officer: Ian Church, Chief Executive Officer
Summary:
This report informs Council of the key portfolio focus areas identified during these meetings.
Officer’s Recommendation:
THAT Council receive and note the Councillor Portfolio Update report.
Report
1. Introduction
This report is to provide an update from Portfolio Councillors.
2. Background
Council determined the portfolio responsibility areas in order for Councillors to focus on their particular areas.
3. Report
Portfolio:
Mayor Cr Milligan: Communication; Promotion and Advocacy; Intergovernmental and Media Relations; Economic Development; Agribusiness; Tourism and Events; Community; Engagement and Disaster Management.
Meeting with Detective Sergeant re Lockyer Says No to Violence Meeting with Disaster Manager Meeting with NAB Manager, representatives and Cr Wilson Meeting to discuss staff contracts Pay respects to former Mayor; 2 year anniversary Media re IWD Regular catchup meeting with CEO Meeting of Lockyer Valley & Somerset Water Security Scheme Steering Group meeting Attend, speak and unveil plaque at year 9 Faith Lutheran College Rite Passage ceremony Laidley Women’s Group Speak at Rosewood IWD luncheon Attend Councillor Workshop Meeting with community member Home visit of community members
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Lunch / meeting with community member Catchup with Disaster Manager QBR meeting / teleconference Attend Lake Clarendon School Council meeting Attend / MC LVRC IWD breakfast Speak at Laidley Hospital Auxiliary High Tea IWD Agenda debrief with officers Attend Government House Garden Reception for IWD Speak / Panel member at Faith Lutheran College IWD breakfast Debrief re Deputy Mayor re COMSEQ Strategy weekend Meeting with Cr Wilson and officers re business encroachment of footpath Meeting with CEO, COMSEQ, Mayor Paul Antonio re Western Corridor Attend the launch of the book ‘Sunrise in the West’ Officiate at Lockyer Valley Welcome Baby ceremony Attend and present two Life Memberships of Gatton Lapidary Club Attend Councillor workshop Meeting with State Member, QPS Superintendent re: Helidon Police Station Chair Ordinary Meeting of Council Attend community member’s funeral Meeting with staff re water feasibility study Meeting with QUU Board Chairman Attend Shave for a Cure event Catchup with CEO Meeting with representative of True Relationships and Reproductive Health Dinner with community members Present leadership badges at Kentville State School Officially open community member’s Exhibition at the Munduberra Regional Art Gallery Present awards at Motorfest event Attend community member funeral Queens Baton Relay briefing with staff re runsheet for the day Meeting with community member Final working group meeting / teleconference for QBR Lunch / meet with community member at Forest Hill Attend local Milliner’s exhibition in Toowoomba at Repertory Theatre Agenda catchup for Ordinary Meeting WH&S training Attend Councillor Tour Meet with local couple re concerns with ARTC, Cr Holstein and Cr Hagan in attendance, as was Council officer Meeting / coffee with Cr Holstein Chair Ordinary Meeting of Council Attend Workshop Meeting with the CEO Present Lionel Legends at Laidley District State School Attend Queen’s Baton Relay celebration
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Deputy Mayor Cr Cook: Recreation/Amenity Facilities: Sport and Recreation, Community Facilities, Health and Waste Management, Animal Management.
Met with the Mayor and CEO regarding Executive Managers Contracts Travel to Murphy’s Creek to inspect Thomas Road Attended the Backpackers Resort Project Enhancement Group Meeting Attended Councillor workshop Attended the Elected Member Update Workshop at Warwick Attended Lockyer Chamber of Commerce and Industry Meeting Attended International Woman’s Day Breakfast Pre meeting for World Show Jump Event Met with a representative regarding Show jumping Event in August Met with Coordinator Council Business regarding COMSEQ meetings Met with Porters and Council planning team Met with Cr Wilson and residents regarding town promotions and tourism Attended the launch of Sunrise in the West Attended Councillor workshop Met with Sport, Recreation & Community Grants Officer at Laidley Rec Grounds Attended Ordinary Council Meeting Attended Qld Disaster Management Training Met with resident regarding planning options for his property Attended Backpackers Resort Project Enhancement Meeting Met with Cr Holstein and Rugby Farms regarding Smithfield Rd Floodway Attended Audit and Risk Management Committee Meeting briefing with Cr Wilson Attended Laidley Rec Committee Meeting Met with Chief Executive Officer and Manager Marketing, Communication & Engagement regarding advertising for QBR Represented the Mayor on a Teleconference with COMSEQ Attended the Depot BBQ Attended Audit and Risk Management Committee Meeting Met with Gatton Show Society committee to discuss this year’s Show Attended the Councillor Tour Attended the Ordinary Council Meeting Attended the Commonwealth Games Queen’s Baton Relay Event
Cr Wilson: Business Systems and Processes; Corporate Plans and Performance; Finance; Information, Communication and Technology (ICT).
1/3 - Meting with Mayor Milligan & representatives for NAB to discuss the local economy 2/3 - Attended a site inspection with councillors and officers at Murphys Creek 5/3 - Backpacker development project enhancement group meeting 6/3 - Site meeting with a developer and officers in Herbert St, Laidley 6/3 - Council Workshop 7/3 - Attended LGAQ elected member update in Warwick 7/3 - Lockyer Chamber of Commerce & Industry meeting 8/3 - Attended the International Women's Day Breakfast in Gatton 8/3 - Childcare Business Review working group meeting 9/3 - Attended a meeting with Porters Hotel and Officers regarding their development
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9/3 - Met with Mayor Milligan and officers to discuss signage of a business 9/3 - Met with a resident regarding Gatton CBD 10/3 - Attended St Mary's School's trivia night 11/3 - Attended the Welcome Lockyer Babies Ceremony 13/3 - Lockyer Chamber of Commerce & Industry subcommittee meeting 13/3 - Portfolio meeting with officers - Budget discussions 13/3 - Council Workshop 14/3 - Council Meeting 14/3 - Qld Disaster Management training course 15/3 - Deputised for Cr Holstein at the Spring Bluff Trust meeting 19/3 - Backpacker development project enhancement group meeting 20/3 - Lockyer Chamber of Commerce & Industry subcommittee meeting 20/3 - Portfolio Meeting - Corporate Governance 20/3 - Audit & Risk Committee agenda briefing 21/3 - Childcare Business Review working group meeting 22/3 - Attended staff BBQ breakfast at the works depot 22/3 - LVRC Audit and Risk Committee meeting 23/3 - Council of Mayors (SEQ) Economic Development working group meeting 27/3 - Lockyer Chamber of Commerce & Industry sub-committee meeting 27/3 - Council Tour 28/3 - Council Meeting 29/3 - Attended the Queen/s Baton Relay celebration event in Gatton
Cr Holstein: Roads and Drainage, Parks and Gardens, Transport and Active Transport, Asset Management and Disaster Management.
Attended Clean Up Australia Day event in Withcott. Liaise with RoadTek and QPS on logistics of Range road closure and carry out site supervisor role We had 28 volunteers attend the Withcott event with the Toowoomba range down section targeted from just below the saddle down into Withcott. Blanchview Road to the Withcott Transfer station was also cleaned. We had volunteers from the Withcott Rural Fire Brigade, Withcott Scout Group as well as our dedicated Withcott Litter Patrol members. Two residence once again kindly provided a sausage sizzle and refreshments for volunteers. We picked up 386.10 kgs of waste, 60.96kgs of recyclables, two tyres (truck tyres) and 40.64 kgs of scrap metal. It was refreshing to see that there was less litter than the previous year and would suggest our litter campaign has been working. Attended site meeting with resident regarding stormwater drainage issues in Regency Downs Attended site meeting regarding stormwater drainage issues at Lake Clarendon Attended Council workshop Attended Helidon Progress Association meeting Attended Elected Member Update in Warwick Attended and sell raffle tickets at International Women’s Day in Gatton Attended Lockyer Valley Bush Fire Subcommittee meeting Attended meeting with CEO of RDA Ipswich and West Moreton Attended lunch meeting with Federal Member for Wright Scott Buchholz in Laidley Attended RADF meeting Attended site meeting with resident in Tent Hill Creek Road Assisted Withcott Fire Brigade with research for 50th Anniversary celebration
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Attended Welcome baby event at Cultural Centre Gatton Attended Crime Stoppers meeting Attended Council workshop Attended site meeting at Postmans Ridge Attended to various Crime Stoppers duties for upcoming fundraiser Attended Council meeting Attended QMDA Training Attended and Chaired Murphys Creek Progress Association meeting Attended Darling Downs Moreton Rabbit Board meeting in Warwick We had a very successful meeting with officers from Transport and Main Roads attending to discuss the grids they wish to remove from the Rabbit fence. Obviously DDMRB are strongly opposed to any removal of grids which make up part of the rabbit fence. Agreement was reached that DTMR would leave the two most crucial grids in place due to the rabbit pressure in those areas. That was a very welcome result and DTMR now have a much better understanding of the biosecurity issues involved. Attended opening night of exhibition “Hope” by Southern Qld Correction Centre at Art Gallery Attended and assisted at Withcott-Helidon Lions Club sausage sizzle Attended 25th Battalion 76th Anniversary commemoration at Spring Bluff The 76th Anniversary was well attended and we were exceptionally pleased that our remaining veteran was able to travel from Brisbane to be there to represent his departed mates. He is an incredible 98 years old and it was a real honour to chat with him once again. The event was attended by Army personnel who paid tribute to the sacrifices made by the men of the 25th Battalion. Attended Gatton Motorfest Attended meeting with Rugby Farms regarding Smithfield Road causeway Attended meeting with president of Helidon Progress Association Attended site meeting at Horizon development Attended and Chaired Lake Apex Community Advisory Committee meeting Attended Lockyer Valley Traffic Safety meeting Attended Breakfast BBQ at Council depot Attended meeting regarding RDA in Ipswich Attended site meeting at Rock Trade Industries quarry Attended meeting regarding RDA in Gatton Attended funeral of resident Attended meeting with Chair and CEO of RDA Darling Downs & South West Attended meeting with Gatton Show Society Attended site meeting at Derrymore regarding planning issue Attended site meeting at Rockmount regarding planning issue Attended site tour of Toowoomba Second Range Crossing works Attended meeting with residents regarding Inland Rail Attended and Chaired Helidon Progress Association Annual General meeting Attended meeting with the Mayor Attended Council meeting Attended meeting in Ipswich regarding RDA Attended Queen’s Baton Relay and man Crime Stoppers stand
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Cr McLean: Planning and Building Services, Planning Scheme, Townships and Villages, Cultural Heritage and Streetscape, Regional Planning.
Attended the Laidley Hospital Auxiliary meeting Attended the Councillors and Officers drive and review of Thomas Road Councillor Workshop Councillor Training at Warwick Attended the International Women’s Day Breakfast Met with Officers, developers and resident concerning building in the TPI site at Placid Hills Attended the International Women’s Day High Tea for the Laidley Hospital Auxiliary Attended the Lockyer Valley Biodiversity networking meeting Councillor Workshop Attended the Pioneer Village Committee meeting Ordinary Council meeting Attended QDMA Training Attended a meeting to discuss the implications of the Temporary Local Planning Instrument Attended the Spring Bluff Committee meeting Planning Portfolio catch-up Attended the Opening of “Hope”, art exhibition by Southern Qld Correctional Centre Attended the Gatton Motorfest Attended a Briefing on Horizon Estate” Attended a meeting regarding request for taking roads Off Maintenance Attended a Site visit at Horizon Estate Attended the Works depot breakfast Attended residents funeral Councillor tour Attended the Helidon Progress Association AGM Ordinary Council meeting Attended the Queens Baton Relay and after event
Cr Hagan: Community Development: Arts and Culture, Youth and Disability/Multicultural, Public Safety, Customer Service and Community Services.
Youth and Disability / Multicultural
I attended the “Welcome Lockyer Babies Ceremony / Morning Tea” for babies born in 2017 at the Lockyer Valley Cultural Centre.
I represented the Mayor at ‘Our Lady of Good Council Harmony Day Event” to judge and present awards for a writing competition – short stories and poems focusing on Harmony Day. The awards were for junior, middle and senior groups.
I attended the Harmon Day Luncheon at the Lockyer Community Centre.
Arts and Culture
I attended the Regional Arts Development Fund meeting at the Gatton Library.
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I attended the opening of “Hope” by the Southern Qld Correctional Centre at the Lockyer Valley Art Gallery.
Organisations and Committees Representation:
Attended the Forest Hill Community Development Association meeting Travelled to Warwick with other Councillors for the Elected Members Update Workshop Attended the Lockyer Chamber of Commerce and Industry Committee Meeting Attended the ‘International Women’s Day Breakfast’ at Gatton Shire Hall Attended the Queen’s Baton Relay – Community Celebration meeting Attended the Laidley Spring Festival planning meeting at Das Neumann House Attended the Child Care Business Review Working Group with Cr. Wilson, Executive Manager Corporate & Community Services and Council Officers Attended the Queen’s Baton Relay site meeting at the Gatton Show Grounds Attended the Withcott Rural Fire Brigade meeting Visited Business in Laidley, Grantham, Withcott, Forest Hill and Helidon to distribute flyers and posters for the QBR Celebration event Visited Ma Ma Creek Markets and the ‘Homemade markets’ at Forest Hill Attended the Murphy’s Creek Progress Association meeting Visited Schools at Ma Ma Creek, Flagstone, Helidon, Withcott, Murphy’s Creek and Grantham with regard to attending the Queens Baton Relay and Celebration Attended the St Patrick’s Day Mass and morning tea for St Mary’s School Laidley Visited Schools at Thornton, St Mary’s Laidley, Blenheim, Forest Hill, Glenore Grove, Kentville, Lockrose, Hatton Vale and Crayons Day Care and Faith College with regard to attending the Queen’s Baton Relay and Celebration Visited the Gatton Motofest Visited Shops in Gatton with the Event & Marketing Officer re flyers and posters for the QBR and the Community Celebration Event Attended the Lake Apex Community Advisory Committee meeting Attended the Lake Dyer Business Review Working Group meeting Attended a Child Care Business Review presentation with Cr Wilson, Executive Manager Corporate & Community Services and Council Staff Attended the Depot BBQ Attended the Lockyer Chamber of Commerce After hours function at Superior Irrigation Tent Hill Creek site visit with Cr Vela and the Coordinator Environment and Pest Attended the funeral of Local resident Met with Mayor, Councillors and members of the Gatton Show Society Interviewed with Win TV to promote the QBR and the Community Event Interviewed with the Gatton Star re the Multicultural Festival to be held in May Met with Cr Wilson, Manager Regional Development and the Community Development Worker / Coordinator and Committee Chair for Lockyer Information & Neighbourhood Centre Inc Attended the Helidon Progress Association’s Annual General Meeting Attended the Queen’s Baton Relay and the Community Celebration at the Gatton Show Grounds Met with the Mayor, Cr Holstein and residents affected by the Inland Rail proposed route Attended Council meetings, workshops and tours
Page 59 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
Cr Vela: Environment: Environmental Management, Weed/Pest Management, Waterways, Natural Resource Management.
1/3 Attended briefing on connected council; Environment portfolio meeting; Staging Post operation meeting 2/3 Attended site meeting Murphy's Creek; toured Council facilities with CEO 5/3 Attended and participated in the Mt Tarampa State School badge presentation 6/3 Councillor workshop 7/3 Attended the Elected member update at Warwick and the Lockyer Chamber Of Commerce meeting 8/3 Attended the International Women's Day breakfast event and the International Women's Day high tea event 10/3 Attended the Lockyer Biodiversity meeting 11/3 Attended the Welcome to Lockyer Baby ceremony 13/3 Councillor workshop 14/3 Environment portfolio meeting, Ordinary Council meeting, Qld disaster management training 16/3 Portfolio catch up - Friends of Lake Apex 18/3 Attended the Lockyer Community Action Group AGM 20/3 Attended the Lake Apex community advisory group meeting 22/3 Attended the Council Depot breakfast BBQ and the Audit and Risk management committee meeting, Tenthill Creek site visit 26/3 Attended the Gatton Show Society meeting 27/3 Councillor tour and attended the Helidon Progress Association AGM 28/3 Environment portfolio meeting, Ordinary Council meeting 29/3 Attended the Queen’s Baton Relay event
Page 60 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
11. ORGANISATIONAL DEVELOPMENT AND PLANNING REPORTS
11.1 Request for removal of Local Government Agreement for Lots 1 and Lot 2 RP889166 at 3 Friis Road and Paroz Road, Iredale
Date: 04 April 2018 Author: Tanya O'Brien, Planning Officer Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
A request has been received to remove a Local Government Agreement attached to Lots 1 and Lot 2 RP889166 which prevents the lots being disposed of separately. The request has been assessed and it is considered appropriate that it be agreed to.
Officer’s Recommendation:
THAT Council agree to remove the Local Government Agreement dated 27 March 1997 with regard to Lots 1 and 2 RP889166; And further; THAT Council authorise the Chief Executive Officer to write to the applicant advising of Council’s approval to remove the Local Government Agreement with regard to Lots 1 and 2 RP889166.
Report
1. Introduction
A request has been received to remove a Local Government Agreement attached to the titles of Lots 1 and 2 RP889166 located at 3 Friis Road and Paroz Road, Iredale.
2. Background
Council has previously assessed and approved boundary realignment on 5 July 2017 which Lot 2 RP889166 formed part of. The plan below identifies the boundary realignment which Council has previously approved. The applicant has taken this opportunity to request Council to remove the Local Government Agreement prior to lodging the survey plan with Titles Office for registration. Therefore, the cancellation of the Local Government Agreement satisfies these requirements.
Page 61 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
Approved Plan for proposed boundary realignment
The Registered Plans for Lots 1, 2 and 115 RP889166 all contain the following notation:
“GATTON SHIRE COUNCIL certifies that all the requirements of this Council, the Local Government Act 1993, the Local Government (Planning and Environment) Act 1990 and all Local Laws have been complied with and approves this plan of Subdivision, SUBJECT TO Lots 1 and 2 RP889166, Parish of Terry, County of Churchill, being held in common ownership as detailed in an agreement pursuant to Section 5.8 (3) of the Local Government (Planning and Environment) Act to be lodged with this plan”
The effect of this notation on the Registered Plans and the Local Government Agreement is that despite Lots 1 and 2 RP889166 being two separately titled lots they cannot be sold separately and can only be sold together. A copy of the Agreement dated 27 March 1997 is provided as Attachment 1.
The relevant provisions of the Local Government (Planning and Environment) Act 1990 that resulted in the 1996 Agreement are s.5.8(3) and as follows:
“Subject to subsection (3A) and notwithstanding any planning scheme provision or local law (whether made before or after the commencement of this Act) which specifies a minimum area for an allotment in a subdivision of land, it is lawful for a local government to approve an application for the subdivision of land which provides for an allotment
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having an area less than the minimum prescribed in that planning scheme provision or local law where— (a) the land to be subdivided is or will be intersected by a river, creek, stream or road (whether constructed or not) or an allotment created for the provision of public utility services; and (b) the owner of the land, the subject of the application, and the local government have entered into an agreement that any proposed allotment which has an area less than the minimum specified area be incapable of separate disposition but that the ownership of the proposed allotment be held in common with another allotment in the proposal plan which would have been contiguous to the proposed allotment if it were not separated in the manner referred to in paragraph (a).”
The reason a Local Government Agreement was entered into at the time the subdivision was approved in 1995 was that the lots created at that time were below the minimum size permitted by the planning scheme and s.5.8(3) of the Local Government (Planning and Environment) Act 1990 provided that an Agreement of this nature was necessary for the subdivision to be lawful.
3. Report
The two lots that are subject of the Local Government Agreement are indicated on the aerial image below and comprise: Lot 2 RP889166 – 17.0954 ha; and Lot 1 RP889166 – 23.5786ha.
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Location and extent of Lots 1 and 2 RP889166
The land is zoned Rural General and Rural Uplands by the Gatton Shire Planning Scheme 2007. The planning scheme provides that the minimum lot size for land in these zones is 100 ha. All two lots are currently below the minimum lot size for the zones in which they are located.
In relation to the requirements for Reconfiguration a lot for land within the SEQ Regional Landscape and Rural Production area and SEQ Rural Living Area under the Planning Regulation 2017, if the land was to comprise one single lot today it would be capable of being subdivided into two separate lots as a result of being able to satisfy Part 16 Division 1 Section 23 subsection 2 (a) which provides:
The subdivision divides one lot into two if— (a) the divided lot is severed by a road that was gazetted before 2 March 2006 or a State Controlled road; and (b) the road forms the whole of the boundary between the lots.
The practice of Council in the past has been to approve applications for the subdivision of land in the Rural General and Rural Uplands zones where the requirements of Part 16 Division 1 Section 23 subsection 2 (a) are met.
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4. Policy and Legal Implications
The removal of the Local Government Agreement to allow Lot 2 RP889166 to be disposed of separately from Lot 1 RP889166 is consistent with the current approach of Council where a lot is severed by a road and so can be subdivided under Part 16 Division 1 Section 23 subsection 2 (a) of the Planning Regulation 2017.
5. Financial and Resource Implications
There are no financial or resource implications arising from this report.
6. Delegations/Authorisations
There are no implications for delegations or authorisations arising from this report.
7. Communication and Engagement
There are no implications for communications or engagement arising from this report.
8. Conclusion
The legislation has changed since the Local Government Agreement was entered into and the creation of Lots 1 and 2 RP889166 as two lots able to be disposed of separately is able to be supported today. It is therefore recommended that Council approve the removal of the Local Government Agreement with regard to Lots 1 and 2 RP889166.
9. Action/s Correspondence is sent to the applicant advising of Council’s decision with regard to the Local Government Agreement.
Attachments 1View Local Government Agreement for Lots 1 and 2 RP889166 4 Pages
Page 65 Request for removal of Local Government Agreement for Attachment 1 Lots 1 and Lot 2 RP889166 at 3 Friis Road and Paroz Road, Local Government Agreement for Iredale Lots 1 and 2 RP889166
Attachment 1 11.1 Page 66
Request for removal of Local Government Agreement for Attachment 1 Lots 1 and Lot 2 RP889166 at 3 Friis Road and Paroz Road, Local Government Agreement for Lots Iredale 1 and 2 RP889166
Attachment 1 11.1 Page 67
Request for removal of Local Government Agreement for Attachment 1 Lots 1 and Lot 2 RP889166 at 3 Friis Road and Paroz Road, Local Government Agreement for Iredale Lots 1 and 2 RP889166
Attachment 1 11.1 Page 68
Request for removal of Local Government Agreement for Attachment 1 Lots 1 and Lot 2 RP889166 at 3 Friis Road and Paroz Road, Local Government Agreement for Lots Iredale 1 and 2 RP889166
Attachment 1 11.1 Page 69
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
11.2 Executive Manager Organisational Development and Planning Monthly Report
Date: 03 April 2018 Author: Teigan Dippel, Personal Assistant to Executive Manager Organisational Development & Planning Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
This report is to update council on key issues currently being actioned within the Organisational Development and Planning group.
Officer’s Recommendation: THAT Council receive and note the Executive Manager Organisational Development and Planning’s Monthly Report for March 2018.
Report
1. Introduction
This report provides an update on key matters arising and being addressed since the last report
2. Background
The previous reports provide the background information to date and only progress is being reported during March 2018.
3. Report
ORGANISATIONAL DEVELOPMENT
Enterprise Bargaining The revised pay offer was included in the draft agreements and sent to the Unions on Thursday 29 March for the consideration of their members. It is envisaged that the next meeting will be held in early April.
Workforce
Council’s establishment full time equivalent (FTE) number for March 2018 is 316.4. This figure includes six trainees who are partially funded by the State Government on a fixed term contract for a maximum of 12 months. These figures also reflect casual hours calculated as FTE’s.
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Learning & Development
Courses Held Since the Last Report:
Corporate Induction (Work Health & Safety / Drug & Alcohol Training Inclusive) MEGT Signup completed for the 6 trainees. Safe Handling of Sharps and Infectious Waste training Leadership Development Program (Grevillea Consultants) A further 3 learning groups commenced the Emotional Intelligence session 2 x Follow up Performance Planning Sessions have been held
Upcoming Training: Corporate Induction (Work Health & Safety / Drug & Alcohol Training Inclusive) Code of Conduct Enter a Confined Space Working Safely at Heights Drug and Alcohol Awareness (All Staff) Rescue Systems Operator Asbestos Awareness Provide First Aid (Catch Up) Provide Cardiopulmonary Resuscitation (Catch Up)
Currently Planning/On Hold: Adult Language, Literacy and Numeracy –TBC Workplace Mediation Skills (Managers & ELT) Difficult Conversations Training for Field Staff Workplace Bullying, Harassment and Discrimination Financial Management (Supervisors/Management) Best Recruitment Practice
Disciplinary Matters / Investigations: 3 x Disciplinary Matters – 1 x resolved and 2 on-going
Work Health & Safety
Injuries/Incidents:
There have been three (3) injuries/incidents reported during this period: A member of the public fell onto the footpath outside the Gatton Administration Building hitting their head above the left eye and injuring their hand. An employee sustained an injury to their back when performing cleaning duties. An employee sorting waste at the Gatton Landfill was bitten by a Red Back spider.
Plant Vehicle incidents:
There have been three (3) plant vehicle / property damage incidents reported during this period: A council Ute sustained damage when it was driven into a small stump concealed in long grass.
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Stones thrown from a slasher caused minor damage (stone chips) to a private vehicle. The bucket on an excavator became detached damaging a hydraulic hose fitting.
Near Miss Incidents:
There have been nil (0) near miss incidents reported during this period:
Workers Compensation Claims / Injury Management LTI: There are five (5) approved, active workers compensation claims. There are nil (0) workers compensation applications pending. There is one damages claim.
SPORTS, RECREATION AND COMMUNITY GRANTS
Community Grants Program The Community Grants Program was opened for the month of March with 22 applications received, requesting more than $70,000 in assistance. All applications have been assessed, and a report has been tabled at this meeting for approval to distribute the funds.
Withcott Soccer Club Council’s Sports, Recreation and Community Grants Officer is currently assisting the Withcott Soccer Club to construct sports field lighting on their training facility. The current quote for works does not meet Australian Standard’s and if constructed could have caused a liability issue for the Club and Council.
External Funding The Anzac Day assistance fund has been distributed to all except two local RSL branches.
Local Club Meetings As per the previous report The Cahill Park Cluster Committee had their bi-monthly meeting on 27 February 2018 and the Laidley Recreation Reserve Committee meeting was also held on 20 February 2018. The meeting minutes were not yet available last month but have since been received and are attached.
The Laidley Recreation Reserve Committee Meeting was held 20 March 2018. Please refer to attached minutes. The main outcomes from the meeting are as follows; The Storage Shed for Laidley Netball and Soccer is complete. Painting is due to start in the coming week. Some of the new LED sports field lights have moved and affected the lighting levels on the playing surface. This has since been rectified. The Laidley Touch Association is considering hosting a touch carnival in conjunction with the Laidley Spring Festival on 8 September 2018.
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PLANNING & ENVIRONMENT
Development Assessment:
New Lockyer Valley Planning Scheme The review of the draft content of the new planning scheme is progressing in accordance with a program to have all scheme content finalised during the four months the Manager Planning and Development is offline and working on the planning scheme. The initial focus is on finalising the key elements of the new planning scheme and to date the final draft has been completed of the provisions that will regulate dwelling houses, secondary dwellings, dwellings on small lots, multiple units and home based businesses. The finalisation of flood mapping has been further delayed by the demands on the Senior Engineer Water and Projects to allocate time to both legacy flooding and drainage matters and current development matters including the Horizon Estate at Withcott.
Local Government Infrastructure Plan (LGIP) Approval to undertake public consultation on the draft Gatton and Laidley LGIPs was received on 7 March 2018. Public notification commenced on 19 March 2018 and will conclude on 3 May 2018. The timelines are very tight but the ability still exists for the two LGIPs to be in place by 30 June 2018, and not impact on Council’s ability to levy infrastructure charges after that date. Initial discussions have taken place with Integran on the preparation of the Lockyer Valley LGIP which will form part of the new Lockyer Valley Planning Scheme.
Refer to the attached table and graphs indicating all development applications, decisions and requests as at 31 March 2018.
Environmental Planning
Project Updates
NWIDF – Pre-Feasibility Study For Alternative Water Supplies For Irrigation The State Government is working on the review of the draft final report.
Resilient Rivers Initiative Projects Catchment Project Officer commences with Council on 23 April. A contractor has been engaged to provide LiDAR and aerial photography, which can be used to design stabilisation projects.
Landholder Assistance Programme A contractor has been engaged for environmental weed control on five Land for Wildlife properties.
Program Updates Program Activity Monthly Statistics Land for Wildlife Property visits 2 New properties signed up 2 Internal Development Assessment – 1 compliance/conditions/site inspections Weeds Property visits New Property Pest Management Plans 8 Herbicide Subsidy Scheme vouchers issued 11
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Program Activity Monthly Statistics Community loan spray equipment 18 Weed surveying – local roads 6 Weed surveying – DTMR roads 6 Weed surveying – Council properties Weed spraying – local roads Weed spraying – DTMR roads 9 Weed spraying – Council properties Feral Animals Wild dog, fox and pig baiting 1 Community loan traps 12 Rabbit survey Other trapping Community Pest Glenn Cairn/Forest Hill Groups Junction View
Requests Mayor / Councillor New 2 Completed 1 Active 1 Customer New 65 Completed 93 Active 25
PLUMBING AND BUILDING SERVICES
Councils CEO, EM OD&PS and officers from Planning, Plumbing and Building held a meeting with representatives of Massland, Massland is in the final stages of taking ownership of the Gatton caravan park and the Helidon Spa caravan park and have engaged designers and planning consultants who in the final stages of application preparation for new accommodation and upgrading of facilities for the Gatton Caravan park. They also intend to undertake necessary remedial works for Helidon Spa Caravan park. It is envisaged that the process will finalise many regulatory issues on both sites that have consumed many hours of council officer resources.
Please refer to the attached table indicating statistics from March 2018.
Attachments 1View Development Applications Statistics - March 2018 2 Pages 2View Development Assessment Graph's - March 2018 3 Pages 3View Plumbing and Building Statistics - March 2018 5 Pages
Page 74 Executive Manager Organisational Development and Attachment 1 Planning Monthly Report Development Applications Statistics - March 2018
Attachment 1 11.2 Page 75
Executive Manager Organisational Development and Attachment 1 Planning Monthly Report Development Applications Statistics - March 2018
Attachment 1 11.2 Page 76
Executive Manager Organisational Development and Attachment 2 Planning Monthly Report Development Assessment Graph's - March 2018
Attachment 2 11.2 Page 77
Executive Manager Organisational Development and Attachment 2 Planning Monthly Report Development Assessment Graph's - March 2018
Attachment 2 11.2 Page 78
Executive Manager Organisational Development and Attachment 2 Planning Monthly Report Development Assessment Graph's - March 2018
Attachment 2 11.2 Page 79
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - March 2018
Attachment 3 11.2 Page 80
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - March 2018
Attachment 3 11.2 Page 81
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - March 2018
Attachment 3 11.2 Page 82
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - March 2018
Attachment 3 11.2 Page 83
Executive Manager Organisational Development and Attachment 3 Planning Monthly Report Plumbing and Building Statistics - March 2018
Attachment 3 11.2 Page 84
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
11.3 Community Grants Assessment
Date: 04 April 2018 Author: Trent Nibbs, Sports, Recreation & Community Grants Officer Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
Applications for Round 1 of Council’s Community Grants Program were called for on 1 March 2018 and closed on 30 March 2018. In total eighteen (18) applications were received, requesting a total of $70,303.15
Officer’s Recommendation:
THAT Council approve funding for Round 2 2017/18 under Category 1 of the Community Grants Program be allocated to the following applicants totalling $39,928.63:
Hatton Vale Community Uniting Church $3,500.00 Lake Clarendon Primary School P&C $3.500.00 Kentville State School P&C $3,500.00 Flagstone Creek State School P&C $4,000.00 Gatton Junior Rugby League Football Club Inc. $2,000.00 Standardbred Association Queensland Inc. $1,700.00 Lockyer Valley Volunteer Area Committee of Crime Stoppers $4,000.00 Queensland Limited Gatton Lapidary Club Inc. $813.63 Spirit of the Valley Events Inc. $3,742.00 Laidley Community Centre Inc. $2,000.00 UCA Laidley $1,290.00 Laidley Garden Club $3,000.00 Junction View Hall $4,000.00 Lockyer Valley Arts Society Inc. $502.00 Mt Sylvia State School P&C $2,380.00
Report
1. Introduction For the 2017-2018 financial year, Council allocated $80,000 for the Community Grants Program over two rounds. For Round 2 Council received twenty-one (21) applications seeking a total of $70,303.15 in funding. This report outlines the evaluation process undertaken by Council and makes a recommendation for distributing the available funding to eligible organisations.
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2. Background
The Community Grants Assistance Policy and Procedure was approved by Council on 13th December 2017. This policy assists in the management and the distribution of public funds to ensure a fair and equitable process is created which is consistent across the organisation in accordance with legislation and policies. Category 1 – Community Grants Program is available twice a year with a budget of $40,000.00 per round in the 2017/18 financial year to community organisations who undertake projects which benefit the wider community.
3. Report
As per the Community Grants Assistance Policy and Procedure, Council is required to approve the allocation of funding under Category 1- Community Grants Program.
In Round 2 2017/18 twenty one applications for funding were received. These applications were assessed by Cr Milligan, the Coordinator Governance & Strategy, Personal Assistant to Executive Manager Organisational Development & Planning Services and the Sport, Recreation and Community Grants Officer against the assessment criteria, funding requirements and the community group’s own capacity to finance their project.
Of the twenty one applications received, fifteen applicants are recommended to receive part or all of their requested funding.
The applicants recommended to received funding are:
Organisation Project Description Amount Total Amount Requested Project Cost Proposed Hatton Vale Community Construct a children’s $4,000.00 $15,000.00 $3,500.00 Uniting Church playground Lake Clarendon Primary Sound equipment for $4,000.00 $4,000.00 $3,500.00 P&C Association undercover area Kentville State School Resource a Science, $4,000.00 $4,460.00 $3,500.00 P&C Association Technology, Engineering and Technology room Flagstone Creek State Supply and install an LED $4,000.00 $47,300.00 $4,000.00 School P&C Association sign for community use Standardbred Association Promotion equipment to $3,050.36 $3,050.36 $1,700.00 Queensland Inc. showcase the organisation Gatton Junior Rugby Upgrade of amenities $4,000.00 $15,886.00 $2,000.00 League Football Club Inc. Crime Stoppers Community Signage $4,000.00 $5,225.00 $4,000.00 Queensland Limited Gatton Lapidary Club Inc. Local Geological $813.63 $1,063.63 $813.63 Information Spirit of the Valley Events Purchase event $3,742.00 $3,742.00 $3,742.00 Inc. equipment Laidley Community 30th Celebration $4,000.00 $8,870.00 $2,000.00 Centre Inc. Community Day UCA - Laidley UCA Laidley - Recipe $1,290.00 $1,290.00 $1,290.00 Book
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Organisation Project Description Amount Total Amount Requested Project Cost Proposed Laidley Garden Club Inc. Equipment needed to $4,000.00 $4,810.00 $3,000.00 assist in operation at events Junction View Hall Purchase shipping $4,000.00 $5,566.45 $4,000.00 Association Inc. container and upgrade electrical supply Lockyer Valley Art Materials for free $502.00 $502.00 $502.00 Society Inc. workshop Mt. Sylvia State School Up the creek Festival $2,380.00 $2,380.00 $2,380.00 P&C Association
The following applications did not meet the criteria or funding conditions and have not been recommended to receive funds in Round 2:
BTStraps Inc. is seeking funding to establish a leather workshop for ex-service men and women. The reason for not funding this project is that is does not meet some of the requirements regarding the eligibility for funding within the Community Grants and Assistance Procedure. Specifically, the project is not “shovel ready” and there is no capacity for the applicant to make a financial contribution towards the funding of this project. Furthermore this project seeks to run the project from a private residence and the “development of privately- owned facilities” is specifically ineligible under the funding guidelines.. Lions Club of Withcott-Helidon Inc. is seeking funding for the internal fit out of the Steve Jones Community Centre. Council has provided previous financial assistance to this group of approximately $25,000 to assist in finishing the construction of the facility. The project is also considered to not be “shovel ready” as the organisation are requesting $4000 from Council to undertake works totalling $116,000 with no other confirmed funding. Lockyer Regional Performing Arts Inc. is seeking funding for materials already purchased for the construction of sets their upcoming performance. This organisation was successful in receiving $4000 funding from Council under this funding category in 2016/17 for the purchase of materials to construct their set for their Wizard of OZ performance. The Grants and Assistance Procedure states that lower priority will be given to those funded in the last 12 months. Furthermore in the Community Grants and Assistance Procedure activities that have already begun prior to submitting a grant application are not eligible for funding. Gatton Show Society Inc. is seeking funding to provide lighting for displays in the old pavilion. It is considered that this organisation have sufficient funds available to undertake the works on their own accord. Furthermore Council has provided this organisation with significant financial and in-kind assistance in the previous years to conduct the Gatton Show. Grace Homestead is seeking funding to purchase a ride on lawn mower for their gardening project. This project has not been support as funding was provided under this Category in the 2016/17 financial year and in accordance with the Grants and Assistance Procedure a lower priority will be given to applicant funded in the last 12 months. Furthermore the organisation have not indicated that they will contribute financially towards the funding of this project as required in the conditions of the Grants and Assistance Procedure. Lockyer Mulitcultural Association is seeking funding to run the Living book restaurant. The reason for not funding this project is due to having previously funded this program and the funding is for non-recurrent funding.
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4. Policy and Legal Implications
The applications received under 2017/18 Round 2 of the Community Grants Program have been assessed in accordance with the Community Grants Assistance Policy and Procedure.
According to the Guidelines for local government administration of community grants (October 2009), “It should be noted that while there is no right of appeal against a decision to approve or refuse to grant, decisions in relation to grants are still subject to the Judicial Review Act”.
All appeals are otherwise treated in accordance with Council’s Complaints Management Process.
To ensure total transparency in the assessment process, the Guidelines for local government administration of community grants (October 2009), stress the importance that there be a separation of responsibilities so that the person making the decision is different from the person assessing the applications.
5. Financial and Resource Implications
Community Grants Program – Category 1 is allocated a budget of $80,000 with 2 rounds of $40,000 each.
The recommendations for provision of financial assistance for Round 2 are $39,927.63. This is within budget for Round 2 of the Community Grants Program.
6. Delegations/Authorisations There is no delegation implications associated with this report. The Executive Manager Organisational Development and Planning Services will manage and future requirements in line with existing delegations.
7. Communication and Engagement The Community Grant Program Round 2 announcement will be published in the Gatton Star, the Lockyer Valley Regional Council’s website and Council’s Facebook page.
All applicants (successful or not), will be advised in writing of the outcome of their application. All successful applicants are required to submit an acquittal within two months of completion of their project. Failing to submit an acquittal will prevent them from being successful with future applications to Council.
8. Conclusion
For Round 2 of the Community Grants Program 2017/18, twenty one applications were received and evaluated against the criteria. Fifteen (15) applicants are recommended to receive funding as outlines in this report.
9. Action/s
Notify all applicants of the outcome of their application.
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11.4 Local Government Infrastructure Plans (Gatton and Laidley Planning Schemes) - Public Notification
Date: 04 April 2018 Author: Christopher Crowley, Coordinator Strategic Land Use Planning Responsible Officer: Dan McPherson, Executive Manager Organisational Development & Planning
Summary:
On 7 March, the Minister for State Development, Manufacturing, Infrastructure and Planning (‘the Minister’) advised council that it may proceed to publicly notify a draft Local Government Infrastructure Plan (LGIP). Public notification will occur for 30 business days, from 19 March to 3 May 2018. The LGIP is on a critical path to be adopted before the State’s 30 June 2018 deadline.
Officer’s Recommendation:
THAT Council receive and note the Local Government Infrastructure Plans (Gatton and Laidley Planning Schemes) – Public Notification report.
Report
1. Introduction
This report updates Council on the Minister’s approval to publicly notify a draft Local Government Infrastructure Plan (LGIP) for the Gatton and Laidley planning schemes and outlines arrangements for public notification and timeframes for the next steps in the overall statutory process.
2. Background
An LGIP is an overarching strategic plan for trunk infrastructure for roads, parks and land for community facilities. It sets out the location, timing and cost of providing trunk infrastructure required in response to future population growth and change. In order to preserve its ability to levy a charge for trunk infrastructure, Council is required to have an LGIP in place by 30 June 2018.
At the 22 November 2017 Ordinary Meeting, Council passed the following resolution in relation to a draft LGIP for the Gatton and Laidley planning schemes:
‘THAT Council, in accordance with Section 21 of the Planning Act 2016, resolve to: (a) Make a Local Government Infrastructure Plan; (b) Endorse the proposed Local Government Infrastructure Plan for submission to the Deputy Premier (as Minister for Infrastructure, Local Government and Planning) requesting a state review; (c) Delegate authority to the Chief Executive Office, in accordance with the Local Government Act 2009, to consider and make amendments addressing any conditions
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imposed by the Minister at the first State Interest Review or as a result of submissions received during the Public Consultation; and (d) Note a further report will be provided to Council prior to the second State interest review.’
In accordance with the resolution and in accordance with the Minister’s Guidelines and Rules (MGR), the LGIP was immediately forwarded to the Minister for a review of State interests.
On 7 March 2018, the Minister advised that Council may now proceed to public notification of the draft LGIP.
3. Report
Public notification requirements for a draft LGIP are set out at Part 2 section 7 and Schedule 7 of the Minister’s Guidelines and Rules (MGR). Councils must place a public notice in a local newspaper and have the proposed LGIP and its supporting documents available for inspection for a minimum 30 business days. Due to the need to adopt a LGIP for the Gatton and Laidley planning schemes before the State’s deadline of 30 June, 2018 arrangements for public notification were implemented within one week of receipt of the Minister’s approval. Public notification will occur for 30 business days from 19 March 2018 to 3 May 2018.
During the public consultation period, any person will be able to view and download the proposed LGIP and supporting material via council’s website at: www.lockyervalley.qld.gov.au or view and purchase a copy at the Gatton and Laidley customer service.
Under the MGR, submissions may be lodged by email or by post and must include the full name and residential address of each submitter, a signature (other than if lodged electronically) and must state the grounds of the submission and the facts and circumstances relied on in support of the grounds.
Following public notification, Council must consider every properly made submission and consider any changes it may wish to make to the LGIP. A full report on submissions will be brought to Council at the soonest opportunity after the close of the public notification period on 3rd May, 2018 in order to try to meet the State’s imposed deadline of 30 June 2018.
Council may then choose to proceed with the LGIP, proceed with a modified LGIP, or not proceed. However, significant changes to the LGIP may require the notification stage to be repeated.
4. Policy and Legal Implications
An LGIP is a statutory planning requirement under the Planning Act 2016, which identifies the higher order trunk infrastructure necessary to support future population and employment growth, including roads, parks and land for community facilities.
After 30 June 2018 the only means available to councils to apply an infrastructure charge will be through an LGIP.
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5. Financial and Resource Implications
The purpose of this report is to inform council about public notification arrangements for the proposed draft LGIP. The planning scheme review project has sufficient funds allocated to implement the proposed public notification arrangements.
It should be noted that the purpose of the LGIP is provide a means to apply an infrastructure charge after 30 June 2018. Council’s revenue could be affected if the LGIP is not completed and adopted by that date.
6. Delegations/Authorisations
There are no implications for delegations or authorisations arising from this report.
7. Communication
The public notification steps described in this report comply with the statutory requirements set out in the Minister’s Guidelines and Rules (MGR).
8. Conclusion
Due to the need to adopt a LGIP for the Gatton and Laidley planning schemes before the State’s deadline of 30 June, 2018 arrangements for public notification were implemented within one week of receipt of the Minister’s approval. The LGIPs will be on public notification for 30 business days between 19 March and 3 May 2018 (allowing for public holidays). A further report on submissions received during public notification will be provided to council following the public notification period. . 9. Action/s
A further report on submissions received during public notification will be provided to council following the public notification period.
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12. CORPORATE AND COMMUNITY SERVICES REPORTS
12.1 Estate Run-off and Associated Waterway Sedimentation
Date: 21 March 2018 Author: Peter Driemel, Manager Health, Waste and Regulatory Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
The purpose of this report is to seek Council endorsement for the issuing of infringement notices to a person/s or company/s, who/which fail to meet statutory responsibilities in ensuring that water contaminants are not unlawfully deposited into the environment as defined by provisions of the Environmental Protection Act 1994.
Officer’s Recommendation:
THAT Council approve: 1. the issuing of a Penalty Infringement Notice (PIN) equal to fifteen (15) Penalty Units under the provisions of the Environmental Protection Act 1994, to an individual identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, if the prescribed water contaminant is earth from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; Further; 2. the issuing of a Penalty Infringement Notice (PIN) equal to thirty (30) Penalty Units under the provisions of the Environmental Protection Act 1994, to a corporation identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, if the prescribed water contaminant is earth from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; Further; 3. the issuing of a Penalty Infringement Notice (PIN) equal to fifteen (15) Penalty Units under the provisions of the Environmental Protection Act 1994, to an individual identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, apart from earth from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; Further; 4. the issuing of a Penalty Infringement Notice (PIN) equal to seventy-five (75) Penalty Units under the provisions of the Environmental Protection Act 1994, to a corporation identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, apart from earth from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; Further; 5. the issuing of a Penalty Infringement Notice (PIN) equal to fifteen (15) Penalty Units
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under the provisions of the Environmental Protection Act 1994, to an individual identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, if the stormwater run-off flows from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; Further; 6. the issuing of a Penalty Infringement Notice (PIN) equal to thirty (30) Penalty Units under the provisions of the Environmental Protection Act 1994, to a corporation identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, if the stormwater run-off flows from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; Further; 7. the issuing of a Penalty Infringement Notice (PIN) equal to fifteen (15) Penalty Units under the provisions of the Environmental Protection Act 1994, to an individual identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, apart from if the stormwater run-off flows from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify the matter within a reasonable timeframe; and Further; 8. the issuing of a Penalty Infringement Notice (PIN) equal to seventy-five (75) Penalty Units under the provisions of the Environmental Protection Act 1994, to a corporation identified from 1 July 2018 as having unlawfully deposited a prescribed water contaminant, apart from if the stormwater run-off flows from a small building site, in a roadside gutter or stormwater drainage and chose not to rectify and chose not to rectify the matter within a reasonable timeframe.
Report
1. Introduction
Council is an elected body that is responsible for the good rule and local government of a part of Queensland. Thus Council is charged with the enforcement of delegated activities described under the provisions of the Environmental Protection Act 1994.
2. Background
Council has received a number of complaints about sediment entering waterways surrounding the Lake Apex area of Gatton allegedly including sediment from residential developments in the surrounding area.
3. Report
A number of inspections of the receiving environment to Lake Apex including residential developments have been conducted by Council officers to determine the significance of this matter.
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Recently a tour of the area was conducted for the benefit of Councillors to familiarise them with the area, the concerns raised and the infrastructure in place to mitigate sediment run-off into the surrounding waterways and eventually Lake Apex.
It has been established that there are a number of rainwater run-off points that convey sediment into the Lake Apex area, including: from the surrounding terrain of the Lake Apex land area itself run-off from nearby road sides (i.e. Lake Apex Drive, Western Drive, Denis Minson Drive, Freemans Road and Rangeview Drive) overflow from surrounding bushland that is approximately 27 hectares in size housing development and associated drainage infrastructure in the Boomerang Drive, Alan Cunningham Drive and Banksia Drive areas.
Initial inspections of roadside drainage infrastructure indicate that they appear to be working as intended. The Infrastructure, Works and Services Group continue to conduct assessments of the infrastructure needed to determine any required remedial works.
All developments within the Lockyer Valley region are required to install erosion and sediment control measures during construction. This is a standard condition on all operational works approvals. During the construction period, the developer’s principal contractor is responsible for checking installed erosion and sediment control after each rainfall event and assessing the adequacy of the same. They are also required to install additional devices if required.
Once all works for a subdivision are complete, when grass cover is well established and the infrastructure is accepted “On Maintenance”, the developer may choose to remove the erosion and sediment control devices to improve lot presentation for sale. The home builders/contractors then take over each lot. Erosion and sediment control is also required during the house build out phase of a subdivision. The responsibility of managing erosion and sediment control during house construction lies with individual builders.
Officers have also undertaken inspections of a number of housing development and construction sites in the area and have identified a number of properties that have a range of sediment run-off control measures in place, ranging from good to non-existent.
The Environmental Protection Act 1994 (the Act) states:
“A person must not carry out any activity that causes, or is likely to cause, environmental harm unless the person takes all reasonable and practicable measures to prevent or minimise the harm” (the general environmental duty).
The Act also more specifically identifies “contamination of the environment” as being the release (whether by act or omission) of a contaminant into the environment.
Section 440ZD of the Act defines “earth” as a prescribed water contaminant. Section 440ZG of the Act states a person must not: a) unlawfully deposit a prescribed water contaminant: i. in waters; or ii. in a roadside gutter or stormwater drainage; or
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iii. at another place, and in a way, so that the contaminant could reasonably be expected to wash, blow, fall or otherwise move into waters, a roadside gutter or stormwater drainage (i.e. a building site where soil may be washed into an adjacent roadside gutter)
b) unlawfully release stormwater run-off into waters, a roadside gutter or stormwater drainage that results in the build-up of earth in waters, a roadside gutter or stormwater drainage.
The State Penalties Enforcement Regulation 2014 further defines and assigns penalties against each relevant section of the Environmental Protection Act 1994.
In order to safeguard the values of the environment and ensure persons are complying with the Act, officers are seeking Council endorsement that future inspections of developments and construction sites be undertaken to ensure the responsible person/s or company/s are mitigating sediment movement so it is contained within property boundaries. Where deficiencies in sedimentation run-off controls and blatant disregard for the law are identified, appropriate action is then to be taken. Such action may include verbal advisories and or remedial notices being issued to those identified as being responsible for the site which has released sediment. Infringements may also be considered for issue on occasion should they be warranted.
4. Policy and Legal Implications
The Environmental Protection Act 1994 and the State Penalties Enforcement Regulation 2014 provides for penalties where a legislative breach has occurred with regard to the release of sediments to the environment.
5. Financial and Resource Implications
Any budget and resources implications will continue to be addressed through existing budget allocations.
6. Delegations/Authorisations
The Chief Executive Officer and Executive Manager Corporate and Community Services will manage requirements in line with existing delegations.
7. Communication and Engagement
Council officers will commence a notification strategy until 1 July 2018 to ensure that the community has been informed of Council’s intentions to issue penalty infringement notices to a person/s or company/s who/which fail to remedy breaches and continue to release contaminants to the environment as detailed in the provisions of the Environmental Protection Act 1994.
Community awareness on this matter will be addressed through a number of avenues including: a) information for inclusion within Council’s webpage b) information for inclusion within Council Pages in the local newspaper.
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8. Conclusion
Under the provisions of the Environmental Protection Act 1994, it is recommended that Council confirm its commitment to issue penalty infringement notices where person/s or company/s fail to take appropriate action to mitigate the release of sediments from their properties.
9. Action/s
The Chief Executive Officer implements the Council resolution including an extensive community engagement process.
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12.2 Approval for International Travel - TechnologyOne Property and Rating System Upgrade Project Meetings
Date: 04 April 2018 Author: Mikala Drew, Senior Business Systems Officer Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
Council is one of three Early Adopter Councils working with TechnologyOne on the Ci Anywhere Property and Rating System Upgrade over the next 12 to 18 months. The group has committed to semi-regular face-to-face workshops throughout the course of the Project. With one of the councils being from New Zealand, the remaining two Queensland councils have agreed to alternate the location of these meetings to share associated travel and accommodation costs.
This report seeks Council’s approval for International Travel in accordance with Council’s Travel and Conference Attendance Procedure.
Officer’s Recommendation:
THAT Council approve international travel and accommodation for up to three staff for up to three meetings in New Zealand over the course of the Ci Anywhere Property and Rating Upgrade Project.
Report
1. Introduction
Operational Plan 2017/2018 Item 5.8.1 refers to Council’s upgrade of its Property and Rating System to TechnologyOne’s new Ci Anywhere software. This software will deliver to Council core functionality including: mobile capability for all Property and Rating functions, such as receiving and actioning Customer Requests in the field significantly improved and expanded customer portal provisions, enhancing our customer interactive experiences use of Business Process Automation functionality, allowing Council to streamline its administrative processes.
2. Background
Council is one of three Early Adopter Councils working with TechnologyOne on the Ci Anywhere Property and Rating System Upgrade over the next 12 to 18 months. The three councils are Noosa Shire Council, Lockyer Valley Regional Council and one New Zealand Council, Whangarei District Council.
This group of councils is committed to working together wherever our Projects align, helping to facilitate the mutual success in each Council’s Project.
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3. Report
The initial group meeting of the three councils and TechnologyOne was held in Brisbane at TechnologyOne HQ, with this meeting attended by Council’s Executive Manager Corporate and Community Services, Manager Information Services, and the Senior Business Systems Officer. Corresponding officers from the other two councils also attended.
While, in terms of travel cost, attendance at this meeting was not significant for Noosa Shire Council or Lockyer Valley regional Council to attend, Whangarei District Council were required to cover the international travel costs of their Project Team.
At this meeting, in was agreed that international travel costs should be shared between the councils by way of alternating the location of each meeting. It was also agreed that the next meeting would occur on 1 May 2018 in either Auckland or Whangarei, New Zealand.
Over the course of the next 12 month to 18 months, Council may need to attend up to three (3) similar meetings in New Zealand.
4. Policy and Legal Implications
Council’s Travel and Conference Attendance Procedure requires that all International Travel be submitted to Council for approval.
5. Financial and Resource Implications
Travel and Accommodation where the meeting is held in New Zealand has been estimated at approximately $2000 per person, per trip, allowing for 3-4 days per trip.
Attendees to these meetings may include the: Senior Business Systems Officer Business Systems Project Officer (when appointed) Manager Information Services.
The costs for this travel will be covered in the Information Technology capital works budget for the 2018/19 financial year.
6. Delegations/Authorisations
The Chief Executive Officer and the Executive Manager Corporate and Community Services will manage delegation requirements to contractor personnel in line with current delegations.
7. Communication and Engagement
There are no communication or engagement activities associated with the officer’s recommendation of this report.
8. Conclusion Council’s participation in these meetings is important in ensuring that it’s Ci Anywhere Property and Rating System Upgrade project outcomes are achieved.
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9. Action/s
That Council approve International travel in order for Lockyer Valley Regional Council to participate effectively in the Ci Anywhere Property and Rating System Upgrade project process.
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12.3 Sandbagging Operations and the Disposal of One Council Sandbagging Machine
Date: 05 April 2018 Author: Peter Hillcoat, Manager Disaster Coordination Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
This report clarifies Council position in relation to sandbagging operations and recommends that Council dispose of one of its two sandbagging machines with the proceeds from sale to be allocated to the Lockyer Valley State Emergency Service.
Officer’s Recommendation:
THAT Council resolve to dispose via auction the sandbagging machine donated by Lockyer Valley SES - social club funds which is currently on Council’s asset register with funds from the sale to be allocated to the Lockyer Valley State Emergency Service.
Report
1. Introduction
This report provides Council with information on the outcomes of discussions which took place at a Councillor Workshop on 3 April 2018 in relation to sandbagging operations.
The current use and future operations of sandbagging machines was also discussed and agreeance was reached on disposing of one machine at auction.
The Regional Manager SES was also present at the workshop.
2. Background
Council is currently in possession of two mechanised sandbagging machines. One machine was donated to Council by the Lockyer Valley State Emergency Service (SES) via their social club, with the other machine purchased with funds donated through the community.
In recent times, Council has adopted a new policy position regarding sandbag arrangements and operations which reduce the need for two sandbagging machines.
3. Report
In the lead up to predicted significant flooding, Council may make available sand and empty sand bags for community members to come and fill their own bags. In these instances, Council will make public announcements through the media if they are making sand and sand bags available for community use.
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This approach largely negates the need for two sandbagging machines, as sand bags are filled and collected by community members who need them at locations affected by particular events.
Council should however maintain possession of one sandbagging machine as there may be a requirement for Council from time to time to assist the SES by supplying pre-filled sandbags to respective groups. These pre-filled sand bags would primarily be used by the SES to assist those members of the community who cannot help themselves during flood and storm events.
In recommending this position, Council officers have also taken account of the physical requirements associated with the operation of sandbagging machines including: • suitable dry locations • sandbagging machine specific requirements (e.g. ventilation, etc.) • dry sand • sandbags • truck and driver • bob cat and operator • trained operators/sandbaggers (up to 4 people for each machine).
It should also be noted that SES volunteers cannot operate sandbagging machines.
It is recommended that Council retain the sandbagging machine purchased with funds donated through the community.
4. Policy and Legal Implications Policy and legal implications will be addressed in future on matters that arise before Council.
5. Financial and Resource Implications
Budget implications will continue to be addressed through existing allocations. Arrangements will be made to transfer funds from the disposal of the surplus sandbagging machine to the Lockyer Valley SES.
6. Delegations/Authorisations
No further delegations are required to manage the issues raised in this report. The Executive Manager Corporate and Community Services will manage the requirements in line with existing delegations.
7. Communication and Engagement
If the disposal of one machine is endorsed by Council, the Manager Infrastructure Support Services will be informed to initiate the disposal arrangements. Once disposal is complete, the Regional Manager SES will be consulted regarding the allocation of funds from the sale. 8. Conclusion
The new policy position in relation to sandbagging operations largely negates the requirement for two sandbagging machines. If endorsed by Council the funds from the sale of one machine will be allocated to the Lockyer Valley SES and will be put towards items which can assist in disaster operations across the Lockyer Valley.
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9. Action/s
As outlined in this report, it is recommended that Council endorse the disposal of one sandbagging machine.
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12.4 Executive Manager Corporate and Community Services Monthly Report for March 2018
Date: 05 April 2018 Author: David Lewis, Executive Manager Corporate & Community Services Responsible Officer: David Lewis, Executive Manager Corporate & Community Services
Summary:
This report provides Council with a brief summary of key operational activities undertaken by Corporate and Community Services during March 2018.
Officer’s Recommendation:
THAT Council receive and note the Executive Manager Corporate and Community Services’ Monthly Report for March 2018.
Report
1. Introduction
This report provides Council with a brief summary of key operational activities undertaken by Corporate and Community Services during March 2018.
2. Background
Council should be aware of group activities to guide future decision making.
3. Report
A brief summary of the key outcomes for Corporate and Community Services during September by functional grouping follows.
FINANCE AND CUSTOMER SERVICES
Finance
As at 29 March, 88.3% of the second 2017/18 rates levy had been collected. This remains on par with the previous year. The rates were due on 2 March and reminder notices have now been sent for those property owners who failed to pay by the due date.
During the month, Council’s external auditors completed their first field visit for the 2017/18 financial audit. No significant issues were identified by the audit team and they will return in June for the next phase of the audit.
Development of the 2018/19 Budget continues with the first draft being collated for review by the Executive Leadership Team. The budget process remains on track.
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Customer Services
This section of the report breaks down March 2018 activity within the Customer Services Branch by service type.
Service Requests
Details of March customer service requests and recent trends in relation to same for the Customer Services Unit, Corporate and Community Services Group and Council are detailed in the attachments to this report.
Councillor requests
There were 30 new Councillor Requests in March 2018, with 50 Councillor requests remaining open at 31 March 2018.
Telephones
2,774 telephone calls attempted to connect with Council’s telephone exchange in March 2018 with a service level 80.4% maintained.
During March Council’s “call back” function had a significant increase from 60 to 114 calls. 61 live chats were also performed during the month.
QGAP
There were 612 QGAP transactions processed by Council during the month of March 2018.
COMMUNITY FACILITIES AND SERVICES
Facilities
Gatton Admin Front Counter
Works are scheduled to commence in late April, with completion scheduled for May 2018.
Gatton Administration Fire Detection
Fire detection system installed and linked to the Fire Brigade at the end of February. Fire Panel Operating Procedure is now an appendix to the building Emergency Procedure The building`s Chief Fire Warden is in charge of the Emergency Procedure The fire detection system is now on a monthly service roster to comply with regulatory standards.
Solar Planning
Council has approved the successful contractor Formal letters have been signed and distributed Contract to be signed by 9 April
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Pre-start meeting is scheduled between 9-13 April Works are scheduled to start in early May (dependent upon the contractor’s delivery program).
North Street Toilets
Project is complete.
Gatton Depot Facilities Shed
Shed slab completed on 22 March Shed structural frame to be completed by 6 April Shed walls and roof to be completed by 18 April.
Gatton Showground’s internal Roadworks and Energy Reduction & Yellow Toilet Replacement
New section of bitumen completed by 2 March Final bitumen seal to roadworks to be applied by 10 April Draft a scope of works for Tendering of Toilet Block due 20 April Propose to start works by EOFY, but ongoing into new Financial Year Old toilets will remain operational for 2018 Gatton Show.
Helidon Community Hall
No current update
Withcott Toilet Block
Tender negotiations with contractor to be finalised by 5 April Award contract to subcontractor by 5 April Arrange a pre-start meeting on or before 20 April Contractor to submit a design for Council approval by 11 May.
Lockyer Valley Cultural Centre Tile Replacement
Tiles removed from external wall to front entrance Hardies Exotec Cladding to be installed by 4 April Final trim and finishes to cladding to be completed by 6 April Painting to start on 16 April with an approximate duration of 1 week Signage and final fit off for brochures etc. to be completed by 24 April.
Lions Park Laidley Toilets Old Toilets closed off due to structural concerns 27 March Temporary toilets onsite Demolition to start from 16 April Footings for new toilet to commence on 23 April with construction to be completed by 11 May.
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Libraries
During March, 154 new members joined our service with 11,086 items being issued. Debt collection processes for outstanding items will commence in May 2018 in accordance with a previous Council resolution.
Childcare
Average occupancy rates for the month of March 2018 were Gatton 62% and Kensington Grove 56%.
HEALTH, WASTE and REGULATORY SERVICES
Waste
Waste Reduction and Recycling Review Officers have been working with the appointed consultant with the following progress to the end of March: completed site reviews of Gatton landfill and all other Council waste transfer facilities Council strategic discussion workshop planned for 5 June 2018 to workshop key issues currently undertaking financial and operational analysis of the following and preparing discussion papers for Council review by 27 April: o Gatton landfill options – financial analysis of continued landfilling versus bulk transport to third party landfill o Waste transfer facilities – potential rationalisation of transfer station network, cost savings realised and level of community impact o Waste transfer facilities – review potential site for new waste transfer station to replace Lockrose to service Hattonvale/Plainland collection benchmarking – financial analysis of kerbside and Roll On Roll Off collection services and comparison of day labour versus contract models.
Future pending works for April include: high level review of full cost pricing model – meeting to be conducted 23 April 2018 community consultation model to be developed based on meeting with Council community engagement staff on 23 April 2018. consultation to be completed with Anuha Services.
Regulatory Services
A total of 391 Health, Waste and Regulatory Services related CRMs were received by Council during the month with 152 of these remaining open at month end.
Local Laws
Nine dog attacks were reported to Council during March 2018 with one (1) of these attacks being on a person. In this case, a customer at Murphys Creek reported being attacked by a dog on a number of occasions when riding his pushbike past the dog owner’s address. Offending dog and its owner are yet to be identified with the investigation ongoing.
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During March two (2) Proposed Regulated Dog Notices were issued with a further 33 Warning Notices issued to animal owners by Local Laws Compliance Officers.
The following table summarises infringement and warning notice activity for the last three (3) months Local Laws Compliance Officers: These include:
Period Period Period Infringements 1 – 31 January 1 – 28 February 1 – 31 March 2018 2018 2018 Registration 3 2 Wandering / Straying 1 6 2 Fence/enclosure 1 Non-Compliance with a Notice Illegal Littering / Dumping
Warning Notices LLO 13 23 33
The Outstanding Dog Registration Survey continued during March with: four (4) kennel permits approved four (4) Excess Animal (Dog) Permits applied for and approved 7,348 dogs are now currently registered for the 2017/18 period.
Capital Works
Shade sales for stock yards completion scheduled for 30 May 2018 Donga for animal pound, footings prepared for donga delivery in early April. All approvals completed. Off leash dog area – quotes are being sourced from market via procurement with evaluation due in late April 2018.
INFORMATION SERVICES
CCTV
The Gatton QPS CCTV computer has been reinstalled. Proposed locations for CCTV signage have been approved – now awaiting installation.
Skype For Business (SFB)
On hold until telecommunications contract is awarded.
Gatton Server Room and LVCC Comms Room
LVCC servers have been relocated to the Depot. UPS’s have been finalised.
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TechnologyOne
Business cases for Project Manager and Business Analyst approved. Data quality review undertaken and awaiting final review from TechnologyOne. Solution Design for Requests and Compliance (Regulatory) configuration commenced.
ECM Upgrade
This project is now on hold until further notice due to the departure of the Business Systems Officer – Projects.
DISASTER MANAGEMENT
Fire Trails
The new fire trail at Old Grandchester Road Laidley has now been serviced with LVRC signage in place (“Not a Formed Road…”).
Community Engagement
Disaster Management team are scheduled to visit the Grantham Ladies’ Group on 3 April.
Planning
Four sub-plans are being drafted to augment the Local Disaster Management Plan. These include; LDCC Operational Plan, Waste Management Plan, Animal Management Plan and Environmental Health Plan. It is envisaged that these plans will be tabled at the next LDMG meeting in May.
SES
The SES Local Controller has resigned from the position. A temporary Local Controller has been appointed until a new Local Controller has been appointed.
Queens Baton Relay
Disaster Management hosted senior emergency services officers in the Local Disaster Coordination Centre during the Queen’s Baton Relay. This was a very successful operation with screens being used to display live updates, weather situation and maps. QPS radios were also in operation to gain on ground intelligence during the event.
BUSINESS IMPROVEMENT COORDINATOR
Connected Council (progress groups focused on business unit-specific customer service process improvement)
Waste; Parks, Gardens & Cemeteries; and Information Services have provided their first action plan report to the Executive Leadership Team Local Laws (animal management) will hold its first progress group meeting in early April Planning will be holding a Form 19 process improvement session in mid-April
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Work on tools, participant guide and participant training session design is ongoing.
Connected Council (whole-of-Council progress group focused on issues highlighted in the employee opinion survey) First progress group session completed on 27 March. o Group ground rules established o Terms of reference discussed. Next session will focus on: o Finalising terms of reference o Ensuring every employee has a representative who will stay in contact with them, share information and seek their feedback o Prioritising issues to be addressed.
PhoneFox (mystery shopper calls) The next PhoneFox survey will start in April 2018.
Voice of the Customer (in-depth customer survey) The schedule up until June has been agreed. Building and Plumbing Voice of the Customer survey will commence at the end of April.
Attachments 1View Monthly Customer Service Report - March 2018 5 Pages
Page 109 Executive Manager Corporate and Community Services Attachment 1 Monthly Report for March 2018 Monthly Customer Service Report - March 2018
Attachment 1 12.4 Page 110
Executive Manager Corporate and Community Services Attachment 1 Monthly Report for March 2018 Monthly Customer Service Report - March 2018
Attachment 1 12.4 Page 111
Executive Manager Corporate and Community Services Attachment 1 Monthly Report for March 2018 Monthly Customer Service Report - March 2018
Attachment 1 12.4 Page 112
Executive Manager Corporate and Community Services Attachment 1 Monthly Report for March 2018 Monthly Customer Service Report - March 2018
Attachment 1 12.4 Page 113
Executive Manager Corporate and Community Services Attachment 1 Monthly Report for March 2018 Monthly Customer Service Report - March 2018
Attachment 1 12.4 Page 114
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
13. INFRASTRUCTURE WORKS AND SERVICES REPORTS
13.1 Infrastructure Works and Services Executive Managers Monthly Update - March 2018
Date: 27 March 2018 Author: Myles Fairbairn, Executive Manager Infrastructure Works & Services Responsible Officer: Myles Fairbairn, Executive Manager Infrastructure Works & Services
Summary:
This report is to update Council on the emerging matters arising in regards to the Infrastructure Works and Services Group for March 2018.
Officer’s Recommendation:
THAT Council receive and note the Executive Manager Infrastructure Works and Services Monthly report for March 2018.
Report
1. Introduction
This report is to provide an update to Council on activities and issues for the Infrastructure Works and Services during March 2018.
2. Background
Activities undertaken and issues arising are described in the body of this report.
3. Report
ROADS SAFETY BLACK SPOT PROGRAMME In June 2017 Lockyer Valley Regional Council was awarded funding for 3 projects through the Federal Government’s Black Spot road safety programme for 2017-18.
Australian Project Government Status Comments Funding Summerholm Road, SUMMERHOLM $66,000 Completed Completed Review and install signage Unable to complete for the budget due to details Harm Drive / Lake Clarendon Road that emerged in detailed intersection upgrade, CROWLEY VALE $56,500 In design design. Change of scope Change of route priority has been sent to TMR for comment and advice.
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Australian Project Government Status Comments Funding Some works complete, Litfin Bridge, GATTON Amendments issues with services that Improve signage and delineation on required to increase $41,500 will prevent widening of approaches to bridge and replace sight distance the road, options being damaged guardrail through bridge investigated Total for 2017-18 $164,000
In late March 2018, the Australian Government has released the outcome of the 2018-19 road safety Black Spot Program funding round: http://minister.infrastructure.gov.au/mccormack/releases/2018/march/mm021_2018.aspx.
Lockyer Valley Regional Council’s unsuccessful funding submissions were: 1. Brightview Road / Village Road intersection upgrade, Lockrose 2. Jones Road Bridge, Withcott 3. Woodlands Road / Rangeview Crescent intersection, Gatton 4. Adare Road / Fords Road / Redbank Creek Road intersection, Adare 5. Costellos Road shoulder widening, Lockyer 6. Manteuffal Road shoulder widening, Ropeley (Section 1) 7. Manteuffal Road shoulder widening, Ropeley (Section 2) 8. Mountain Road / Range Crescent intersection upgrade, Laidley 9. Mountain Road / Summerholm Road intersection upgrade, Laidley 10. Norfolk Road signage and geometric upgrade, Summerholm 11. Otto Road geometry improvements, Glenore Grove (Geometry) 12. Otto Road upgrade and sealing works, Glenore Grove 13. Railway Street / Summer Street intersection upgrade, Laidley 14. Robinsons Road / Hoods Road intersection upgrade, Gatton 15. Spa Water Road / Herrons Road intersection upgrade, Iredale 16. Summerholm Road shoulder widening, Summerholm
The 12 successful funding submissions, totalling $600,500, were:
Project Name Treatment Australian Govt Funding Widen road to allow basic auxiliary right-turn, relocate power Gehrke Road / Rons Road pole, install raised reflective pavement markers through intersection, GLENORE $167,000 intersection and refresh line markings and install hazard GROVE marker on pole near intersection Widen pavement to facilitate installation of median for lane Blanchview Road / O'Neills delineation, install pavement delineation including CAMs, $82,000 Road, WITHCOTT raised reflective pavement markers and guideposts, install speed signs and street lighting
Install pavement delineation, install warning signs and Rockmount Road / Walkers regulatory sign, provide road edge delineation, remove $67,500 Road, ROCKMOUNT hazards in clear zone and cut back and stabilise batter Blanchview Road / Nuttals Install intersection warning signs on approaches to the $67,300
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Project Name Treatment Australian Govt Funding Road, BLANCHVIEW intersection, install raised retroreflective pavement markers and guide posts and remove existing batter Woodlands Road, from Rangeview Drive to Install chevron alignment markers and warning signs and $58,200 Manteuffel Road, reduce speed limit from 100-90kmh WOODLANDS Woodlands Road, Pitt Road Install intersection warning signs on all approaches, install and Forest Hill Blenheim raised reflective pavement markers, guideposts and $35,000 Road, BLENHEIM linemarking and install chevron alignment markers
Dolleys Road, From Knitters Road to 2.0km north, Install warning signs and guide posts $27,500 BLANCHVIEW
Lake Clarendon Way / Lake Clarendon Road, LAKE Upgrade delineation, signage and lighting $24,000 CLARENDON
William Street / Smith Street, Install pedestrian refuge island, kerb extension, pram ramps $20,000 GATTON and additional regulatory sign along western approach
Old Toowoomba Road, from Install edge lines and repaint centreline, install raised Lachlan Way to Parklea reflective pavement markers to edge lines and centreline and $19,000 Drive, PLACID HILLS remove mature trees from clear zone
Rockmount Road / Sawpit Install signs and delineation and install raised reflective Gully Road and Stockyard $18,500 pavement markers and guideposts Creek Road, ROCKMOUNT
Mountain View Drive, 900m Reconstruct the roadway, install intersection warning signs, section from western junction install raised reflective pavement markers and install $14,500 with Warrego Highway, guideposts from intersection to LGA boundary HATTON VALE
TRANSPORT INFRASTRUCTURE DEVELOPMENT SCHEME (TIDS) The Transport Infrastructure Development Scheme (TIDS) is administered by the Scenic Valleys Regional Roads and Transport Group. TIDS is funded on a 50:50 basis (as a maximum) by the Department of Transport and Main Roads, ostensibly to provide funding for local government road and transport-related initiatives that support state government objectives. The following table provides an update on the TIDS program for 2017-18:
Total % of project Project Description Project completed Status / Comments Costs to date Flagstone Creek Road – bridge/culvert Signage improvements and safety improvements and signage $60,000 10% replacement culvert to be installed. improvements Airforce Road – widening of culvert and Project deferred due to potential $300,000 5% approaches conflict with Inland Rail project. Page 117 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
Total % of project Project Description Project completed Status / Comments Costs to date Project replaces Airforce Road Seventeen Mile Road - rehabilitation $300,000 0% culverts. Scoping stage. Flagstone Creek State School – parking Design completed. Issued for $80,000 5% improvements construction. Lake Clarendon Way – pavement Construction pending. $360,000 50% rehabilitation Changes approved by RRTG. Road widening and corner Woodlands Road – geometry $270,892 5% improvements. Design nearing improvements completion.
Blanchview Road – new culvert $30,000 5% Design complete
Long Gully Road – upgrade gravel road $260,000 50% Under construction to a sealed standard (approx. 3km)
Spencer Street footpath – replace pavers $20,000 100% Project complete near Maitland Street
Spencer Street footpath – replace pavers $30,000 100% Project complete East Street to Wilsons Lane
Total TIDS funding programme $1,410,892
FUNDING APPLICATIONS An update on funding applications is provided below: Building Better Regions (Australian Govt), submitted December 2017. Awaiting funding decision for both applications. o Amos Road upgrade, Withcott. This would upgrade the eastern road access into Jubilee Park. o Replacement of Mahon Bridge, Carpendale 2018-19 Cycle Network Local Government Grants Program. Two applications were submitted 20 December 2017. Awaiting funding decision. o Construction of Spencer Street upgrade of shared pathway, Gatton o Construction of Lake Apex Drive on-road cycle facility and off-road facility along part of William Street, Gatton. 2017-18 Cycle Network Local Government Grants Program. o Concept design for Lake Apex Drive and William Street cycle facility (combination of on-road and off-road), Gatton. Construction not funded as yet. TMR has provided comments on the concept design, discussing these comments with the consultant. Laidley Flood Mitigation Project (Community Resilience Fund (State Government, DILGP)). o Project essentially complete. Final report and final claim has been submitted. Department of Infrastructure, Local Government and Planning 2016-17 Grants and Subsidies Programs o Stormwater Catchment Modelling, Planning and Design for Gatton Sub- catchments.
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. 60% DILGP subsidy of $150,000 approved to complement $100,000 from LVRC . Project complete, funding paid. Safer Communities Fund – Round 2 (Department of Industry, Innovation and Science – Australian Government) submitted 14 November 2017. Total application of $296,863. Awaiting funding decision. o Railway Street lighting improvements, Gatton $105,000 o Centenary Park lighting improvements, Gatton $83,000 o Laidley Recreation Reserve bollard installation, Laidley $103,883 o Das Neumann Haus – park CCTV installation, Laidley $4,980 Black Spot road safety submissions for design and construction in 2018-19 o See the separate Roads Safety Black Spot programme section above for the successful project announcement, whereby LVRC has received funding for 12 projects to the value of $600,500.
PARKS, GARDENS AND CEMETERIES (PGC) UNIT
The Parks, Gardens and Cemeteries Unit has undertaken the following activities during March 2018:
Capital Works Strategy / Activity / Update Next step Project / Program Laidley Recreation Quotes have been received for Bollards have arrived, works to Reserve bollards renewal of bollards be executed soon. Forest Hill Columbarium Contract awarded to Wagners. Slab for wall scheduled to be Wall Footing design approved by Building poured on 04/04/2018. unit. Rehabilitation of former Approximately 600 cubic metres of Further testing and excavation livestock dip site at contaminated soil removed to required in a small area Lockrose Ipswich thus far. Results proved contaminated area is worse than initially envisaged. Backfilling has been undertaken. Lake Clarendon BBQ Removal of existing BBQ and Installation of BBQ pouring of new slab scheduled for 29/03/2018 Forest Hill cemetery seam Installation of concrete seam strips in Works in progress strips the new lawn area of the Forest Hill cemetery
Maintenance Works Mowing o Mowing of parks and streets in Gatton, Laidley, Forest Hill, Helidon, Withcott, Grantham, Murphys Creek, Kensington Grove and Hatton Vale. o Mowing of Laidley, Gatton, Forest Hill, Murphys Creek and Caffey cemeteries o Mowing of sport fields across the region o Mowing in preparation for the Queens Baton Relay on 29 March 2018
Playgrounds o Repairs continuing from recent playground safety audit
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o Littleton Park, Gatton, playground currently being painted to improve the aesthetics o Vandalism repairs Kensington Grove fence o Vandalism repairs to swings at Rotary Park o Quotes received for repair to Ropehill playground
Furniture maintenance o Painting of shelter at Littleton Park, Gatton o Repairs to broken bollards at Lake Apex Park o Order placed for new shelter at Narda Lagoon, Laidley o Cemetery seam strip works in Laidley Cemetery
Landscaping o Landscape works around North Street Gatton toilet block o Dead tree removal at Lake Apex Park and Smith Street, Gatton o Irrigation works at Centenary Park o Irrigation works at Lake Apex Park o New planting in Railway Street Gatton for Queens Baton Relay (QBR) event
Event assistance o Gatton Motorfest o Country music festival Laidley Showgrounds o Event sign change over, College View o QBR relay preparation works
Funerals – 14 held during March 2018
General maintenance and business o Resolution of customer requests across the region o Rubbish run continuing across the region o Cemetery backfilling of graves that have sunk after recent rain
ROADS AND DRAINAGE UNIT The Roads and Drainage Unit has undertaken the following activities during March 2018:
Capital Works Strategy / Activity / Project / Update Next step Program Hickey Street, Gatton - Pavement Final seal now completed. reconstruction and seal Railway Street, Laidley - footpath construction (Between Herbert and Footpath nearing completion. Backfill and laying of turf Winston Street) Strong Street, Gatton - Pavement Road excavation and subsoil works Primer seal to be reconstruction and seal in progress undertaken 28/03/2018 Lake Apex stairway upgrade Work completed. Seal to be undertake in Clarkes Lane, Gatton April. Bitumen reseal programme Waratah Drive, Morton Vale Seal to be undertake in April. Page 120 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
Strategy / Activity / Project / Update Next step Program Banksia Court, Morton Vale Seal to be undertake in April. Seal completed Gierkes Road, Iredale 27/03/2018. Seal completed. Friis Road, Iredale 27/03/2018. Construction of internal road at Works completed Gatton Showgrounds Design team assessing. Litfin Bridge, Gatton Minor safety improvement works Revaluation/RFI Mulgowie Pavement Repairs and Pavement Works for TMR th TMR prior reseals (preparatory Drainage Works. Slashing of Upper to be completed on 6 Mulgowie being undertaken with all April 2018 works) state controlled roads will be slashed before East Haldon Rd, resheet is 90% Works in progress complete Cole Gully Road, Lefthand Branch - Works in progress, 95% NDRRA Program Reinstatement works completed Black Duck Creek, resheet works Works in progress
Works at 30% completion with road Works in progress Long Gully Road upgrade drainage 100% and subgrade Formation at 50%
Maintenance Works Gravel road grading works being done at: o Blanchview o Summerholm
Roadside spraying o Adare o Blenheim o Gatton Helidon Road (RMPC) o Lockrose o Mulgowie o Regency Downs
Road pavement repairs o Blenheim o Laidley o Lockrose o Mulgowie Road (RMPC)
Vegetation control and slashing o Adare o Gatton
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o Glenore Grove o Grantham o Vinegar Hill o Winwill o Helidon o Glenore Grove o Upper Flagstone o Hatton Vale o Helidon Spa o Murphy Creek o Junction View o Laidley Heights o Lake Clarendon o Lockyer Waters o Ma Ma Creek o Morton Vale o Mulgowie o Regency Downs o Summerholm o Upper Tenthill o Veradilla o Woodbine
Drainage works o Adare o Grantham o Laidley o Murphy’s Creek o Plainland o Summerholm
Road patching works o Ballard o Blenheim o Crowley Vale o Gatton o Laidley o Lake Clarendon o Lockyer Waters o Ma Ma Creek o Murphy’s Creek o Summerholm
Traffic signs and linemarking work o Woodlands Road o Summerholm Road o Flagstone Creek
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o Ma Ma Creek Road and Drainage Defects
There has been a slight reduction in the ‘maintenance priority level’ (MPL) score over the last month, which is a good thing. The MPL essentially translates to a risk score for the network.
PLANNING AND DESIGN UNIT
In addition to the Black Spot and TIDS projects lists previously, the Planning and Design Unit has undertaking the following work:
Strategy / Activity Update Next step / Project / Program Toowoomba Ongoing meeting with various teams from Safety audit independently Second Range Nexus. undertaken on Postmans Ridge Crossing Monitoring impact on local roads and Road, with a number of community. recommendations for IFC sent to Council for Postmans Ridge improvements supplied to Nexus Road. by auditor. B-Double routes approved for Roches/Little Postmans Ridge Road/Warrego Oakey/Gittins/McNamaras route for asphalt Highway intersection to remain batching plant. open until alternative solution is New Postmans Ridge Road and Brookside constructed and in use. Place opened.
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Strategy / Activity Update Next step / Project / Program Buaraba St outfall Outfall works on hold and monitoring levels Latest survey results show some monthly. Also monitoring internal drain for movement over time, detailed further movement. analysis of results to be Considering alternative design for outfall undertaken. which doesn’t involve removing gabions and is easier to construct. Original design sourced, which is in line with alternative proposed design. Footpath projects Lake Apex Drive planning and design of TMR have provided some on TMR roads cycle route improvements. comments on the draft. In Point8 consultants undertaking concept discussions with Point8 design. regarding the comments. Gatton Footpath colour trial – Brick n Pave Detailed design of CBD street Revitalisation CBD street lighting – GHD lighting project with Council for Treescape rubber bases trial complete review. Stormwater Funding of $150,000 received for project, Catchment (60/40 funding). Modelling, Project complete. Planning and Design for Gatton Sub-catchments Laidley Flood Community consultation undertaken in Final report and final claim have Mitigation January 2017, good feedback received. been submitted. Further projects identified from this Project complete, although QUU consultation, and downstream bat area and are undertaking works along creek has been checked as tree clearing and western side of the drain, this is tidying up requested here. separate to the Council project. Notice of intent for construction issued to SEDL on 26/9/17. Operational Works application approved at Council meeting on 27/9/17. Spoil being used as capping for old cell at Laidley landfill. Project has reached Practical Completion. Some minor landscaping works and fitting of gates to be finalised.
INFRASTRUCTURE SUPPORT UNIT
Asset Management Unit activities: Working with Program Manager for the NDRRA works on putting out a package of works to be delivered via external contractors Long term capital renewal programming underway Supporting Environment and Pest business unit with IT support, training and use of mobility solutions Preparation and submission of assignments for level 2 bridge inspector qualification completed this week Asset valuations underway working with Pickles Valuers
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Plant and Fleet Unit activities: Fleet Capital 2017-18: Quotations have been called for 8,000 Kg RGVM Crew Cab truck for the Parks, Gardens and Cemeteries unit. This will replace FL000106 – 2005 Isuzu NPR 400 crew cab job truck. Replaced due to age and kilometres. Quotation evaluations scheduled for 28 March 2018. Quotations were called for a remote controlled 4 wheel drive, 4 wheel steer slope mower including transportation trailer. Quotation evaluations are scheduled for 28 March 2018. Specifications have been developed for the replacement of the following vehicles. o FL000024 – 2010 Toyota Kluger 2WD large SUV wagon – CEO o FL000059 – 2011 Toyota Hilux 4WD dual cab utility – Plumbing and Building Pool Vehicle o FL000065 – 2011 Mitsubishi ASX AWD small SUV wagon – Manager IWS Planning and Design o FL000083 – 2012 Nissan X-Trail AWD medium SUV Wagon – Manager Health, Waste and Regulatory Services
Fleet Disposals: The following fleet items were sent to auction for disposal. Note - they were listed on Council’s website.
FL000071 – 2011 Hyundai iX35 Highlander AWD SUV. – Sold $8,000 inc GST FL000092 – 2004 Isuzu NPR 400 Crew Cab job truck with TWE tray body fitted. – Sold $18,500 inc GST FL000093 – 2002 Isuzu NPR 300 Single Cab truck with 6m3 Russ Equipment mini compactor body fitted. Referred to buyer at $7,500. Waiting for confirmation of acceptance.
Fleet Insurance: FL000548 – Isuzu 80-190 Crew Cab job truck received damage to its electrical system due to a lightning strike while parked at the depot over the Christmas closedown period. This truck has been written off by our insurer. The truck will be replaced under the new for old component of our fleet insurance policy. The replacement truck has been ordered through Black Truck Sales, Toowoomba. Delivery is 8-10 weeks. Dealer has received cab/chassis and this has been sent to body builder.
EXECUTIVE MANAGER ACTIVITIES
During the month of March 2018, the Executive Manager attended:
Council Workshops, Council meetings and Councillor Tours Queensland Disaster Management Arrangements training Executive Leadership Team meetings Leadership Forum Staff meetings – various locations IWS Management Team meeting Toolbox talk meeting Workplace / IWS site visits at:
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o Laidley Flood Mitigation project o Thomas Road, Murphy’s Creek o Hogers Bridge, Ropeley o Long Gully Road, Summerholm Infrastructure Works and Services, Community Facilities and Procurement staff BBQ with Councillors Queens Baton Relay meetings Toowoomba Second Range Crossing meeting Lockyer Valley Community Consultative Committee Meeting – ARTC Inland Rail project LVRC-ARTC Technical Working Group Infrastructure Association of Queensland Breakfast Event ‘Inland Rail Project Update’ International Women’s Day Breakfast
The Executive Manager’s office has also supported the Lake Apex Community Advisory Committee, Lockyer Valley Traffic Safety Committee and Gatton Revitalisation Project Committee meeting.
CUSTOMER SERVICE REQUESTS – MONTHLY MONITORING The tables below provide a summary of customer service request activity for March 2018.
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14. ITEMS FOR INFORMATION
14.1 Queensland Urban Utilities Board Update - March 2018
Date: 27 March 2018 Author: Vickie Wieland, EA to Chief Executive Officer Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Council has received an update from Queensland Urban Utilities (QUU) Board which provided highlights from their Board Meeting for the month of March 2017.
This document is for Council’s information only.
Report
1. Introduction
Lockyer Valley Regional Council maintains an ongoing working relationship with QUU on both operational and strategic aspects of water and sewerage provision. This report is an update on matters of significance with respect to QUU for Council’s information.
2. Background
Queensland Urban Utilities is: A statutory body, created on 1 July 2010 as a result of Queensland Government changes to the way water is managed in South East Queensland. Owned by the Brisbane and Ipswich City Councils, and Lockyer Valley, Scenic Rim and Somerset Regional Councils and governed by an independent Board. Tasked to deliver drinking water, recycled water and sewerage services to the cities and townships within the boundaries of these five local government areas. Responsible for delivering water to customers, collecting, transporting and treating sewage, as well as charging and billing for water and waste water services for customers in the Brisbane, Ipswich, Lockyer Valley, Scenic Rim and Somerset local authority areas.
3. Report
OPERATIONAL EXCELLENCE
Corporate Compliance Policy This month, as part of the annual review of QUU’s corporate compliance framework, the Board considered changes to their Corporate Compliance Policy.
The Board approved a number of changes to the policy, including alignment to ISO 19600 Compliance Management System and rescinding administrative aspects. The policy review date was also revised to be reconsidered every two years.
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Audit and Risk Committee Charter and Internal Audit Charter Following endorsement by the Audit and Risk Committee, the Board reviewed and approved the committee’s charter. The Board also approved a number of minor amendments to the Internal Audit Charter.
State Borrowing Program application The Board approved for the Chief Financial Officer to settle and enter into arrangements for their 2018/19 State Borrowing Program application as per the requirements of the 2018-23 Corporate Plan. QUU’s drawdown enables the business to deliver the infrastructure required across our region, thereby supporting the growth aspirations of shareholders.
Oxley Creek Transformation The Board invited the Chairman of Oxley Creek Transformation Pty Ltd, Nigel Chamier AM, to discuss the Oxley Creek transformation project, which is expected to deliver benefits to the community.
We see great environmental, social and economic value in this project and are exploring opportunities to partner with Brisbane City Council and the Oxley Creek Transformational Pty Ltd to provide recycled water and bio solids to the corridor to improve land quality. We are also investigating initiatives to improve water quality in the area, such as continuing to reduce nutrient discharges from the Oxley Creek STP.
#WaterHack18 Late last month, QUU led the first water hackathon in Australia. The three-day event, which attracted over 100 participants, saw hackers work through complex business problems and identify innovative solutions and opportunities.
This month, the Board received an update on the outcome of the event, including a summary of the pitches that were supported. The Board requested an update on these pitches in six months’ time.
CUSTOMERS AND COMMUNITIES
Customer Digital Strategy update The Board provided feedback on our Customer Digital Strategy.
By way of background, over the past two years, QUU has been leveraging the potential of digital technologies to enhance the customer experience, and to improve the efficiency and digital acumen of our workforce. To date, QUU have launched a number of initiatives, including self-service portals, a web-chat platform and social media management technologies.
They are also advancing their Intelligent Water Network Strategy to strengthen how they manage critical assets to minimise customer disruption.
SHAREHOLDERS AND STRATEGIC STAKEHOLDERS
Participation Return Policy The Board received an update from management on the consideration by Councils of proposed amendments to the Participation Return Policy.
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Once Special Majority of Participants has been achieved, the Board will formally approve the change to the Policy with the Chief Executive Officer’s delegated powers to enact the changes.
QUU will also formally notify Councils once Special Majority has been met.
Cooperative Research Centre (CRC) project Management presented a proposal to the Board to lead a CRC project entitled ‘Innovative Transformation of Wastewater Pond Technology – Toward Water, Energy and Nutrient recovery and Lower Greenhouse Gas and Odour Emissions in Regional Areas’.
This project, if approved by the CRC, will result in QUU leading an Australian-first wastewater technology pilot at our Luggage Point Innovation Centre and at one of their regional wastewater treatment plants.
For QUU to lead such a program reflects the maturity of the Research and Development Program and the strategic relationships they have formed with their stakeholders.
QUU is working closely with the University of Queensland, national and internal peers and the private sector on this CRC project, which is valued at over $4 million. QUU’s contribution is both in-kind and cash, with a 7:1 leverage for QUU.
The Board supported management submitting the application to the CRC.
Corporate Strategy 2018-23 The Board received an update from management on QUU’s refreshed strategic direction.
The strategy, which was last refreshed five years ago, has been revised to incorporate the strategic foresight from their Utility of the Future research. It has also had regard for the changing macro environment that QUU operate within and changing customer expectations.
The refreshed strategy retains our purpose, Enrich Quality of Life, but includes a refreshed vision and four strategic goals:
1. Environmental Leadership to highlight the pivotal role QUU plays in a healthy and sustainable eco-system;
2. Social and Economic Value to highlight the role QUU plays in enabling economic prosperity and growth, and in supporting liveable and connected communities;
3. Foundational Success to reinforce the importance of performing our core services in the most efficient, innovative and effective manner;
4. Constructive Culture to reflect our focus on achieving our aspirational culture.
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14.2 External Grants Register
Date: 04 April 2018 Author: Corrin Bischoff, Coordinator Governance & Strategy Responsible Officer: Ian Church, Chief Executive Officer
Summary:
The purpose of this report is to provide an update on the status of external funding applications submitted by Lockyer Valley Regional Council for the period October 2017 to March 2018.
This document is for Council’s information only.
Report
1. Introduction
This report provides an update and analysis of funding sought by Council over the past six months from competitive external grant programs.
Council’s External Funding Policy supports the Lockyer Valley Corporate Plan 2017-2022 outcome 5.1 Undertake robust and accountable financial resource and infrastructure planning and management to ensure affordable and sustainable outcomes for the community.
2. Background
A centralised grant application process is utilised to optimise funding secured by Council to support its projects and activities. A key part of the coordinated approach to seeking and managing external grants is to provide a regular update to Council on all funding applications submitted.
3. Report Since the beginning of October 2017, six external funding applications have been submitted. In this period Council has been advised that five applications were not successful and one application was successful.
Below is the status of Council’s external funding applications as at 4 April 2018:
STATUS as at: 4 Funding Project Name Total Cost Amount LVRC Cash LVRC in-Kind April 2018 Program of Project applied for contribution contribution Pending Public Library Pop-Up Tech $18,000 $16,000 $0 $2,000.00 Strategic Stations Priorities Grant 2018 SUCCESSFUL Museums Local History $550 $550 $0 $0 Australia - Digitisation GLAM Page 130 ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
STATUS as at: 4 Funding Project Name Total Cost Amount LVRC Cash LVRC in-Kind April 2018 Program of Project applied for contribution contribution Pending Transport and LVRC Cycle $495,000 $247,500 $247,500 $0 Main Roads Network Local Cycle Grants Government Grants Application (Stage 1 Lake Apex William Street) Pending Transport and LVRC Cycle $217,800 $108,900 $108,900 $0 Main Roads Network Local Cycle Grants Government Grants Application (Spencer Street) Pending Building Better Mahons Bridge $2,049,000 $1,024,500 $1,024,500 $ 87,000 Regions Grant (Infrastructure Stream)
Pending Building Better Amos Road $872,000 436,000 $436,000 $ 34,000 Regions Grant (Infrastructure Stream)
Pending Building Better Events Strategy $16,500 $16,500 $0 $0 Regions Grant (Community Stream) UNSUCCESSFUL SES Non- Laidley SES $12,136.36 $9,000 $3,136.36 $0 Recurrent Floor Coverings Subsidy Program UNSUCCESSFUL Local Withcott $252,000 $151,200 $100,800 $0 Government Fatigue Grants and Management Subsidies Facility Program SUCCESSFUL Local Energy $509,629 $305,777 $203,851 $0 Government Reduction Grants and Strategy - Subsidies Gatton Program Showgrounds UNSUCCESSFUL Local Refurbishment $801,150 $ 480,691 $320,460 $0 Government of Gatton Shire Grants and Hall Subsidies Program
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STATUS as at: 4 Funding Project Name Total Cost Amount LVRC Cash LVRC in-Kind April 2018 Program of Project applied for contribution contribution UNSUCCESSFUL Local Refurbishment $369,307 $221,584 $147,722 $0 Government of Laidley Grants and Cultural Centre Subsidies Program UNSUCCESSFUL Local Upgrade to Dal $116,000 $69,600 $46,400 $0 Government Ryan Pool Grants and Subsidies Program
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14.3 Inwards Correspondence for Noting
Date: 04 April 2018 Author: Stephen Hart, Coordinator Council Business Responsible Officer: Ian Church, Chief Executive Officer
Summary:
Attached to this report is relevant correspondence recently received by Council. This correspondence is provided for Councillor’s information.
This document is for Council’s information only.
Report
1. Introduction
A key strategy in Council’s Operational Plan 2017-18 is to enhance decision making through informative reporting. To improve the flow of information to decision makers, it is important that documents of a strategic nature are provided to Councillors for their information.
2. Background
The Lockyer Valley Regional Council receives a considerable amount of correspondence. While much of this correspondence is of a routine and operational nature, there are also Reports, Reviews and correspondence of a more strategic nature that is likely to be relevant for Councillor’s information and consideration. Recent correspondence of this nature is attached to this report.
3. Report
Relevant correspondence that has been recently received is attached to this report for Councillor’s information. This includes correspondence from:
1. The Deputy Premier and the Lord Mayor jointly sending correspondence to the Minister for Urban Infrastructure and Cities regarding a City Deal for South East Queensland. 2. The Acting General Manager, Invasive Plants and Animals, Biosecurity Queensland sent correspondence in regard to the annual report on the investment of the Land Protection Fund 3. LGAQ sent correspondence in regard to China waste bans – impacts on local government kerbside recycling operations Attachments 1View Deputy Premier Letter 2 Pages 2View LG Annual Payments Weeds & Pest Management Letter 2 Pages 3View China Waste Bans - impacts LG Letter 2 Pages
Page 133 Inwards Correspondence for Noting Attachment 1 Deputy Premier Letter
Attachment 1 14.3 Page 134
Inwards Correspondence for Noting Attachment 1 Deputy Premier Letter
Attachment 1 14.3 Page 135
Inwards Correspondence for Noting Attachment 2 LG Annual Payments Weeds & Pest Management Letter
Attachment 2 14.3 Page 136
Inwards Correspondence for Noting Attachment 2 LG Annual Payments Weeds & Pest Management Letter
Attachment 2 14.3 Page 137
Inwards Correspondence for Noting Attachment 3 China Waste Bans - impacts LG Letter
Attachment 3 14.3 Page 138
Inwards Correspondence for Noting Attachment 3 China Waste Bans - impacts LG Letter
Attachment 3 14.3 Page 139
Inwards Correspondence for Noting Attachment 3 China Waste Bans - impacts LG Letter
Attachment 3 14.3 Page 140
ORDINARY MEETING OF COUNCIL AGENDA 11 APRIL 2018
15. CONFIDENTIAL ITEMS
No Confidential Items
16. MEETING CLOSED
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