AGENDA ORDINARY COUNCIL MEETING

WEDNESDAY, 1 MAY 2013

Notice is given that the next Ordinary Meeting of the Roper Gulf Shire Council will be held on:

 Wednesday, 1 May 2013 at  The Bulman SDC  Commencing at 8.30 am

Your attendance at the meeting will be appreciated.

Tony Jack MAYOR

ORDINARY COUNCIL MEETING 1 MAY 2013 ORDINARY COUNCIL MEETING 1 MAY 2013

15.1 DOGS PROGRAM FOR : MANYALLALUK, MULGAN, JODETLUK, TABLE OF CONTENTS JILKMINGGAN AND WERENBUN COMMUNITIES...... 84 15.2 Proposed Motions to ALGA Conference 2013 ...... 84 ITEM SUBJECT PAGE NO 15.3 AUCTION REPORT...... 84 15.4 3rd Quarter Report - Infrastructure and Technical Services Directorate...... 84

16 COMMUNITY SERVICES DIRECTORATE REPORTS 1 PRESENT/STAFF/GUESTS 16.1 3RD QUARTER REPORT FOR COMMUNITY SERVICES DIRECTORATE 2 MEETING OPENED FROM THE PERIOD 1ST JULY 2012 - 31ST MARCH 2013 ...... 84 3 WELCOME TO COUNTRY 17 COMMERCIAL OPERATIONS DIRECTORATE REPORTS 4 APOLOGIES AND LEAVE OF ABSENCE 17.1 Commercial Operations Reportback - Third Quarter 2013 ...... 84 4A SWEARING IN CEREMONY - NEW COUNCILLOR …………………………………….5 18 DEPUTATIONS & PETITIONS 5 CONFIRMATION OF PREVIOUS MINUTES Nil 5.1 Minutes from OCM on 27 February 2013 and FACM on 27 March 2013 ...... 6 19 GENERAL BUSINESS 6 CALL FOR ITEMS OF GENERAL BUSINESS 7 QUESTIONS FROM THE PUBLIC 20 CLOSED SESSION 8 DISCLOSURE OF INTEREST 21 CLOSE OF MEETING

9 BUSINESS ARISING FROM PREVIOUS MINUTES 9.1 Action List ...... 20

10 INCOMING CORRESPONDENCE 10.1 Incoming Correspondence ...... 24 11 OUTGOING CORRESPONDENCE 11.1 Outgoing Correspondence ...... 26 12 WARD REPORTS 12.1 Ward Report - Nyirranggulung Ward...... 27 12.2 Ward Report - Never Never Ward ...... 39 12.3 Ward Report - Yugal Mangi Ward ...... 59 12.4 Ward Report - Numbulwar Numburindi Ward...... 70 12.5 Ward Report - South West Ward...... 75 13 EXECUTIVE DIRECTORATE REPORTS Nil 14 CORPORATE GOVERNANCE DIRECTORATE REPORTS 14.1 3rd Quarter Directorate Report - Corporate Governance Directorate...... 84 14.2 RGSC - FINANCIAL REPORT AS AT 31 MARCH 2013 ...... 84 14.3 FINANCE - BUDGET REVIEWS 2012-13...... 84 14.4 Grants - Common Seal sample for Dept. of Children and Families (DCF) ...... 84 14.5 Grants - Variation # 39 CDEP - FaHCSIA...... 84 14.6 Strategic Plan 2013-2016...... 84 14.7 New Policy - FIN008 Rating Policy...... 84 14.8 Update Report - Declaration of Rates and Charges 2013-2014 ...... 84 14.9 New Policy - WS006 Firearm and Tranquiliser Policy...... 84 14.10 New Policy - WS007 Drug and Alcohol Policy ...... 84 14.11 Policy Review - HR006 Working with Children Certificate Policy...... 84 14.12 Policy Update - FIN001 Financial Delegation Manual...... 84 14.13 Election Update - Nyirranggulung Ward By-Election...... 84 14.14 Policy: HR007 Draft Study Leave Policy ...... 84 14.15 Local Board Terms of Reference: Bulman & Borroloola ...... 84 15 INFRASTRUCTURE AND TECHNCIAL SERVICES REPORTS

- 3 - - 4 - Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 SWEARING IN CEREMONY CONFIRMATION OF PREVIOUS MINUTES ITEM NUMBER 4.1 ITEM NUMBER 5.1 TITLE Swearing In Ceremony - New Councillor TITLE Minutes from OCM on 27 February 2013 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL and FACM on 27 March 2013 MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETING\REPORTS - 363792 MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363795 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance RECOMMENDATION RECOMMENDATION (a) That the newly Elected Member recite the oath. (a) That Council confirm the minutes from the Ordinary Council Meeting dated 27 February 2013. “I swear I will undertake the duties of the office of Councillor in the best interests (b) That Council confirm the minute from the Finance and Audit Committee meeting of the people in the Shire of Roper Gulf and faithfully and impartially carry out the dated 27 March 2013.

functions, powers, authorities and discretions vested in me under the Local

Government Act 2008 or any other Act to the best of my skill and judgement.” BACKGROUND The minutes are attached

ISSUES/OPTIONS/SWOT Nil BACKGROUND

New Council members is to be sworn in by reciting the oath. FINANCIAL CONSIDERATIONS

Nil ISSUES/OPTIONS/SWOT

Nil ATTACHMENTS: FINANCIAL CONSIDERATIONS 1 Minutes- Ordinary Council Meeting 2013-02-27 [355161].doc Nil 2 Minutes- Finance and Audit Committee 2013-03-27 [356874].doc

ATTACHMENTS: There are no attachments for this report.

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Meeting opened at 8.38am by Mayor, Tony Jack who read the Pledge.

3. WELCOME TO COUNTRY

Mayor, Tony Jack welcomed Council staff and guests. MINUTES OF THE ORDINARY MEETING # 42 OF THE ROPER GULF SHIRE COUNCIL MEETING HELD AT THE MATARANKA ON WEDNESDAY, 27 4. APOLOGIES AND LEAVE OF ABSENCE FEBRUARY 2013 AT 8.30AM No apologies have been received for Councillor, Daphne Daniels or Councillor, Davis Daniels 4.1 APOLOGIES AND LEAVE OF ABSENCE 1. PRESENT/STAFF/GUESTS 384/2013 RESOLVED (Judy MacFarlane/Stan Allen) CARRIED 1.1 Elected Members Mayor, Tony Jack (a) That Council accept the apologies of Councillor, Selina Ashley Deputy Mayor, Judy MacFarlane Councillor, Samuel Evans 5. CALL FOR ITEMS OF GENERAL BUSINESS Councillor, Stan Allen Councillor, Kathy-Anne Numamurdirdi (a) Staff on long term leave Councillor, Andrea Andrews (b) Community Surveys (c) Meetings and extra time for personal business Councillor, John Dalywater (d) Update on Mole Hill Councillor, Annabelle Daylight (e) Local Government reform 1.2 Staff (f) Power Outage and access to vehicle after hours

CEO, Michael Berto 6. QUESTIONS FROM THE PUBLIC DITS, Sharon Hillen DCG, Greg Arnott (a) Clair O’Brien asked if Council had considered Community Grants for festivals and request Council review policies of Community Grants (only applied to within the Shire DCS, Catherine Proctor and that a section of the Community Grants Fund be reserved for festivals). Finance Manager, Lokesh Anand (b) Question from the public regarding who slashes the Crown Land in Larrimah Council and Local Board Coordinator, Bobbi Hynes ACTION: Sharon Hillen to advise who has contracts for slashing of Crown land in the SSM Bulman, Beatty Retchford Larrimah region. SSM Mataranka, Virginia Boon Communications Officer, Stephen Roper (c) Student from Mataranka School enquired about the possibility of installing a zebra crossing in front of the school across the Stuart Highway. Sharon Hillen informed that EA to CEO, Rita Duncan Highways are federal government responsibility. Governance Admin Support, Hilary Sinfield 1.3 Guests ACTION: Mataranka Local Board to discuss and enquire with the appropriate government LGANT President, Damien Ryan department regarding the possibility of the installation of a zebra crossing.

LGANT CEO, Tony Tapsell 7. DISCLOSURES OF INTEREST DLG, Nathaneal Knapp DLG, Carol Randall There were no declarations of interest at this Ordinary Council Meeting.

Resident, Clair O’Brien 8. BUSINESS ARISING FROM PREVIOUS MINUTES Resident, Tina MacFarlane Resident, Bruce Ross 8.1 CONFIRMATION OF PREVIOUS MINUTES Resident, Jenn Reynard 385/2013 RESOLVED (Samuel Evans/Stan Allen) CARRIED

Resident, Michael Cowen (a) That Council confirm the minutes from the Ordinary Council Meeting from 14 Local Board Member, Biddy Hamilton December 2012 Mataranka School, Marilyn Bazeley (b) That the Council confirm the minutes from the Finance and Audit committee Mataranka School, Matthew Bell Meeting from 30 January 2013

Mataranka School, 13 Students 8.2 ACTION LIST 2. MEETING OPENED 386/2013 RESOLVED (Judy MacFarlane/Andrea Andrews) CARRIED

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(a) That Council receive and note the current Roper Gulf Shire Council Action List ACTION: Councillor, Annabelle Daylight to discuss with Jilkminggan Local Board and follow-up with community members regarding the ‘Grass Wallaby Statue’ being moved to Mataranka then to advise the Mataranka Local Board of the outcome of those discussions. 9 INCOMING CORRESPONDENCE ACTION: Mataranka Local Board to advise at the next OCM the outcome of the 9.1 INCOMING CORRESPONDENCE relocation of the ‘Grass Wallaby Statue’.

387/2013 RESOLVED (Judy MacFarlane/Kathy-Anne Numamurdirdi) CARRIED ACTION: Mayor, Tony Jack to write to Minster Giles with regards to pest control in

Larrimah (donkeys). (a) That Council receive and note the correspondence received by Council.

11.5 YUGAL MANGI WARD REPORT

ACTION: Sharon Hillen to make contact with Gary Wells regarding poor telephone 393/2013 RESOLVED (Judy MacFarlane/John Dalywater) CARRIED lines in Bulman and Weemol. (a) That Council receive and note the Yugal Mangi Ward Report.

10 OUTGOING CORRESPONDENCE ACTION: All Ward Reports to include Local Board attendance sheets 10.1 OUTGOING CORRESPONDENCE 10.00am: Councillor Samuel Evans left the meeting. 388/2013 RESOLVED (Judy MacFarlane/Kathy-Anne Numamurdirdi) CARRIED 10.03am: Councillor Samuel Evans returned to the meeting.

(a) That Council confirm and accept the Outgoing Correspondence sent by Council

12 EXECUTIVE DIRECTORATE REPORTS

9.12am: Councillor, Annabelle Daylight joined the meeting. 12.1 MOTION TO LGANT CONFERENCE

11 WARD REPORTS 394/2013 DEFERRED(Stan Allen/Samuel Evans)Deferred until the OCM of 01 May 2013

11.1 NUMBULWAR NUMBURINDI WARD REPORT (a) That Council submit the following motion for the LGANT conference 2013.

389/2013 RESOLVED (Samuel Evans/Annabelle Daylight) CARRIED

10.20am: Meeting break for morning tea (a) That Council accept the nomination of Edwin Rami. 10.52am: Meeting re-commenced (b) That Council receive and note the Numbulwar Numburindi Ward Report.

10.53am: LGANT presentation commenced

11.2 NYIRRANGGULUNG WARD REPORT ACTION: Executive to invite the Minister of Local Government to attend an OCM 390/2013 RESOLVED (Kathy-Anne Numamurdirdi/Andrea Andrews) CARRIED regarding the upcoming Local Government reforms.

(a) That Council receive and note the Nyirranggulung Ward Report. 11.43am: LGANT presentation concluded

11.45am: Deputy Mayor, Judy MacFarlane left the meeting 11.3 SOUTH WEST GULF WARD REPORT 11.47am: Deputy Mayor, Judy MacFarlane returned to the meeting 391/2013 RESOLVED (Judy MacFarlane/Stan Allen) CARRIED

(a) That Council receive and note the South West Gulf Ward Report. 13 CORPORATE GOVERNANCE DIRECTORATE REPORTS (b) The Council approve an exemption from the ‘Smoke Free Policy’ for Borroloola Showgrounds. 13.1 ELECTION UPDATE: BY-ELECTION IN NEVER NEVER WARD 395/2013 RESOLVED (Judy MacFarlane/Stan Allen) CARRIED

(a) That Council receive and note the report regarding the by-election for the Never 11.4 NEVER NEVER WARD REPORT Never Ward 392/2013 RESOLVED (Kathy-Anne Numamurdirdi/Annabelle Daylight) CARRIED

(a) That Council accept the nomination of Roberta Roth to the Larrimah Local Board. 13.2 POLICY UPDATE - DRAFT ELECTED MEMBER AND EMPLOYEE GIFT POLICY (b) That Council receive and note the Never Never Ward Report. 396/2013 RESOLVED (Judy MacFarlane/John Dalywater) CARRIED

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12.09pm: Councillor, Annabelle Daylight returned to the meeting (a) That Council accept and adopt the Draft Elected Member and Employee Gift Policy. 14 INFRASTRUCTURE AND TECHNCIAL SERVICES REPORTS

14.1 BORROLOOLA CEMETERY MANAGEMENT PROGRESS REPORT 13.3 POLICY UPDATE - OFF-SITE WORKERS POLICY 403/2013 RESOLVED (Judy MacFarlane/Stan Allen) CARRIED 397/2013 RESOLVED (Judy MacFarlane/Kathy-Anne Numamurdirdi) CARRIED (a) That Council receive and note Borroloola Cemetery Management Progress (a) That Council accept and approve the Off-site Workers Policy Report.

ACTION: Councillor, Stan Allen to check the Borroloola grave register to identify any 13.4 GOVERNANCE MEDIA UPDATE unmarked graves in the local cemetery.

398/2013 RESOLVED (Samuel Evans/Annabelle Daylight) CARRIED 14.2 CEMETERY ACT REVIEW (a) That council receive and note the media update report 404/2013 RESOLVED (Judy MacFarlane/John Dalywater) CARRIED

(a) That Council makes a submission to the NTG review of the Cemetery Act.

13.5 TRAINING PROPOSAL - ELECTED MEMBER TRAINING AND DEVELOPMENT PLAN 2013 399/2013 RESOLVED (John Dalywater/Kathy-Anne Numamurdirdi) CARRIED 14.3 ABORIGINAL COMMUNITY VETERINARY SERVICES 405/2013 RESOLVED (John Dalywater/Andrea Andrews) CARRIED (a) That Council agree to the proposed Elected Member Training and Development Plan. (a) That Council receive and note the end of year report on Aboriginal Community Veterinary Services (ACVS) – Dogs program in 2012.

13.6 RATES - CONDITIONAL RATING PROPOSAL 2013-14 400/2013 RESOLVED (Judy MacFarlane/Stan Allen) CARRIED 14.4 DIRECTORATE OF INFRASTRUCTURE AND TECHNICAL SERVICES SECOND QUARTERLY REPORT 2012/2013 (a) That Council proposes that conditionally rateable land be rated for the 2013/14 406/2013 RESOLVED (John Dalywater/Andrea Andrews) CARRIED financial year in accordance with the approved rating proposal for the 2012/13 financial year, with the addition of Territory adjusted CPI. (a) That Council receive and note the Directorate of Infrastructure and Technical Services and SSM quarterly report

15 COMMUNITY SERVICES DIRECTORATE REPORTS

13.7 GRANT FUNDING - VARIATION NO. 2 NIGHT PATROL FUNDING 2012-2014 - 15.1 2012-2013 2ND QUARTER REPORT OF COMMUNITY SERVICES ATTORNEY GENERALS DEPARTMENT (AG) 407/2013 RESOLVED (Andrea Andrews/Annabelle Daylight) CARRIED 401/2013 RESOLVED (Judy MacFarlane/Samuel Evans) CARRIED (a) That Council receive and note the second quarter community services report for (a) That Council accept the variation number 2 for the Night Patrol Program for 2012 2012-2013. – 2014 from the AG department that was signed at FACM 30/01/2013, requested to be presented at OCM by the CEO.

15.2 INDONESIA GOODWILL SOCCER GAMES 13.8 FINANCE - RGSC FINANCE REPORT FOR JANUARY 2013 408/2013 RESOLVED (Judy MacFarlane/Stan Allen) CARRIED 402/2013 RESOLVED (John Dalywater/Kathy-Anne Numamurdirdi) CARRIED (a) That Council receive and note the Indonesia Goodwill Soccer Games Report. (a) That the Council receive and note the financial reports for the period ending 31 January 2013 ACTION: Catherine Proctor to provide a copy of the DVD and report on the Indonesia Goodwill Soccer Games to all sponsors, participants etc. 12.02pm: Councillor, Annabelle Daylight left the meeting

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(ii) JCAC are objecting to leases: cemetery and community workshop. 16 COMMERCIAL OPERATIONS DIRECTORATE REPORTS (g) Councillor, Stan Allen raised concerns about the security of council yard in Borroloola. 16.1 PROJECT PROPOSAL - ALL TRADES JOBS LOCAL BY 2020: THE ROPER GULF (i) Mayor, Tony jack stated this issue has been covered in Local Board Meeting and SHIRE TRADES TRAINING ALLIANCE investigations are already underway. (ii) A policy with regards to this has been drafted and will be brought to OCM for 409/2013 RESOLVED (John Dalywater/Samuel Evans) CARRIED approval.

(a) That Council approve the strategic goal for the Shire to work towards the (h) Councillor, Andrea Andrews raised concerns about the lack access to vehicle for the delivery of all building trades services by locals by the year 2020 ESO for after hours use. (b) That Council approve in-principle the attached project proposal (i) RGSC Staff will take relevant action to rectify this issue.

(i) Catherine Proctor sought support from Council for Staff to participate in the 2013 ACTION: Thomas Michel and the team at Executive Managers Meeting to report at ‘Relay for Life’ event. next OCM on the training alliances and housing funding options available

(j) Councillor Annabelle Daylight raised concerns of the shared use of the Sport and 17 DEPUTATIONS & PETITIONS Recreational bus.

Nil ACTION: CEO, Michael Berto to follow-up on the uses of the Sport and Recreational bus. 18 GENERAL BUSINESS (k) CEO, Michael Berto advised Council of Councillor, Andrea Andrew’s resignation (a) Deputy Mayor, Judy MacFarlane raised the issue of maintenance and care of housing effective at the close of meeting. rented to Staff who are on long term leave. (i) RGSC Staff advised that scheduled inspections and maintenance will be 19 CLOSED SESSION undertaken. The Closed Session commenced at 12.45pm (b) Catherine Proctor presented the proposed 2013 Community Surveys The Closed Session concluded at 12.55pm (i) Catherine Proctor advised that RGSC Staff will be visiting a cross section of the community asking for the survey to be completed. 20 CLOSE OF MEETING (ii) Aim of the survey is to gain an honest opinion on the communities perception of RGSC services The meeting terminated at 1.39pm.

COMMUNITY SURVEY PROPOSAL THIS PAGE AND THE PRECEEDING 8 PAGES ARE THE MINUTES OF THE Ordinary Council Meeting HELD ON Wednesday, 27 February 2013 AND CONFIRMED Wednesday, 410/2013 RESOLVED (Stan Allen/Samuel Evans) CARRIED 1 May 2013.

(a) That Council approve the questions and format of the 2013 Community Surveys.

(c) Councillor, Kathy-Anne Numamurdirdi expressed the need to arrive at meeting places half a day prior to meeting commitments to allow personal business to be conducted. Mayor Tony Jack

ACTION: CEO to ensure that travel arrangements include councillors arrive one day prior to pre-briefing to allow councillors time to conduct personal business.

(d) Update on Mole Hill. (i) Deputy Mayor, Judy MacFarlane stated the concerns of the local residents of Mole Hill in regards to refuse collection. (ii) RGSC stated rate collection issues need to be resolved in order to provide refuse collection services. (iii) Housing issues were raised (iv) Road Issues were raised

(e) Local Government Reform (i) Completed discussion and refer to action item under LGANT Presentation.

(f) Councillor, Annabelle Daylight updated meeting on JCAC Meeting (i) RGSC Leases: night patrol, crèche, shire office, sport and recreational facilities, aged care and staff housing.

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6. CALL FOR ITEMS OF GENERAL BUSINESS Nil

MINUTES OF THE FINANCE AND AUDIT COMMITTEE MEETING # 39 OF THE 7. DISCLOSURES OF INTEREST ROPER GULF SHIRE COUNCIL MEETING HELD AT THE CONFERENCE ROOM Geoff Bishop disclosed an interest being that he works for Commsec. ROPER GULF SHIRE HEADQUARTERS 29 CRAWFORD STREET, KATHERINE ON WEDNESDAY, 27 MARCH 2013 AT 8. BUSINESS ARISING FROM PREVIOUS MINUTES 8.49AM 8.1 CURRENT RGSC ACTION LIST 1. PRESENT/STAFF/GUESTS 27/03-02 RESOLVED (John Dalywater/Kathy-Anne Numamurdirdi) CARRIED

1.1. Elected Members (a) That the Finance and Audit Committee Meeting action list of the Roper Gulf Shire Council only contain items relevant to the Finance and Audit Committee Deputy Mayor, Judy MacFarlane (Chairperson) unless deemed urgent, the current action list received and noted. Councillor, John Dalywater Councillor, Kathy-Anne Numamurdirdi 27/03-03 RESOLVED (Judy MacFarlane/ Geoff Bishop) CARRIED

Independent Member, Geoff Bishop (b) That a representative from the Department of Local Government be invited to present the Conditional Rating Proposal process to the Ordinary Council st 1.2. RGSC Staff Meeting of 1 May 2013.

CEO, Michael Berto

Governance & Corporate Planning Manager, Stephanie Chan 9. INCOMING CORRESPONDENCE Finance Manager, Lokesh Anand Director Community Services, Catherine Proctor 9.1 INCOMING CORRESPONDENCE Director Technical Services & Infrastructure, Sharon Hillen 27/03-4 RESOVLED (Geoff Bishop/John Dalywater) CARRIED Council and Local Board Coordinator, Bobbi Hynes (a) That Finance and Audit Committee receive and note the correspondence.

1.3. Guests Department of Housing, Local Government, Regional Development and Women’s Policy, Administration/Community Engagement - Katherine, Carol Randall 10. OUTGOING CORRESPONDENCE

10.1 OUTGOING CORRESPONDENCE 2. MEETING OPENED th 27/03-5 RESOLVED (Kathy-Anne Numamurdirdi/Geoff Bishop) CARRIED The 39 Finance and Audit Committee meeting opened at 8:49am (a) That Finance and Audit Committee receive and note the outgoing 3. WELCOME TO COUNTRY correspondence.

Deputy Mayor, Judy MacFarlane welcomed Members, Staff and Guests

4. APOLOGIES AND LEAVE OF ABSENCE 11. EXECUTIVE DIRECTORATE REPORTS Apologies have been received from Mayor Tony Jack and Councillor Stan Allen. NIL

27/03-01 RESOLVED (Judy MacFarlane/John Dalywater) CARRIED 12. CORPORATE GOVERNANCE DIRECTORATE REPORTS (a) That the Finance and Audit Committee Meeting note the apologies from Mayor Tony Jack and Councillor Stan Allen. 12.1 INSURANCE ARRANGEMENTS 27/03-6 DEFERRED (Geoff Bishop/John Dalywater) CARRIED

Absents: 9.14am Lokesh Anand entered - 9.15am departed 9.14am Michael Berto departed – 9.15am returned (a) That the author of the report provide further information on insurance arrangements at the next Finance and Audit Committee Meeting.

5. CONFIRMATION OF PREVIOUS MINUTES Absent: 9.56am Michael Berto departed – 9.58am returned Nil 10.10am Jyoti Pudasaini entered – 10.11am departed

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Robert David 12.2 BY-ELECTION IN NEVER NEVER AND NYIRRANGGULUNG WARDS Alan Mole Robert Campbell 27/03-7 RESOLVED (Geoff Bishop/John Dalywater) CARRIED Malcolm Fox

James Alum (a) That Finance and Audit Committee receive and note the report regarding the By- Barry Golding Elections for Never Never and Nyirranggulung Wards. Nerine Purton

Absent: 10.15am Sharon Hillen departed – 10.17am returned – 10.20am departed – returned 10.50am (b) That Council delegate authority to the Director of Infrastructure and Technical Morning Tea 10.27am break 10.50am meeting recommenced Services and the Director of Commercial Operations to jointly decide by consensus the formation of a tender evaluation and approval committee as

needed, consisting of three (3) members from the list of staff above. 12.3 FINANCE - RGSC FINANCIAL REPORTS AS AT 28-FEBRUARY-2013

27/03-8 RESOLVED (Kathy-Anne Numamurdirdi/John Dalywater) CARRIED Absent: 11.56am Michael Berto departed – 12.00pm returned (a) That the Finance and Audit Committee direct the CEO to send all monthly financial reports to the Finance and Audit Committee including:- 13.3 PUBLIC EXHIBITION OF THE NUMBULWAR AREA PLAN AND ZONING MAP 1) Three monthly cashflow reports of income and expenditure; and 27/03-12 RESOLVED (Kathy-Anne Numamurdirdi/John Dalywater) CARRIED 2) An action plan to alleviate liquidity issues that may arise.

(a) That the Finance & Audit Committee receive and note the report on Public Action: Finance Manager provide an accurate reflection of unexpended grants at Exhibition of the Numbulwar Area Plan and Zoning Map. the Finance & Audit Committee Meeting.

12.4 FINANCE - BUDGET PREPRATION TIMELINES 2013-14 13.4 DISPOSAL OF ASSET 27/03-9 RESOLVED (Geoff Bishop/Kathy-Anne Numamurdirdi) CARRIED 27/03-13 RESOLVED (Geoff Bishop/John Dalywater) CARRIED (a) That Finance and Audit Committee receive and note the budget preparation timelines for the financial year 2013-14 (a) That the Finance & Audit Committee authorise the disposal of assets outlined in the report in accordance with the Local Government Act and Local Government Ministers Guideline 7 – Disposal of Property. Absent: 11.33am Stephanie Chan departed – 11.37am returned

13 INFRASTRUCTURE AND TECHNCIAL SERVICES REPORTS 13.5 COUNCIL ASSET AUCTION

13.1 CHANGE TO FINANCIAL DELEGATIONS - CONTRACTS COORDINATOR 27/03-14 RESOVLED (Geoff Bishop/John Dalywater) CARRIED

27/03-10 RESOLVED (John Dalywater/ Geoff Bishop) CARRIED (a) That the Finance & Audit Committee receive and note the report in relation to the Auction to be held on the 13 April 2013. (a) That the Finance & Audit Committee approve the new position of Contracts Coordinator to have authority to approve purchase orders and invoices up to

$5000. 14. COMMUNITY SERVICES DIRECTORATE REPORTS

Absent:: 11.36am Lokesh Anand departed 14.1 REQUEST TO DISPOSE OF VEHICLE

13.2 AMENDMENT TO THE MEMBERSHIP OF THE TENDER COMMITTEE Report withdrawn at the request of the author Catherine Proctor. 27/03-11 RESOLVED (Geoff Bishop/John Dalywater) CARRIED 15. DEPUTATIONS & PETITIONS (a) That Finance & Audit Committee approve the removal of the pre-existing tender Nil committee and approve the following staff to be in the membership pool for a tender evaluation and approval committee: 16. GENERAL BUSINESS Greg Arnott Sharon Hillen 16.1 CEO, Michael Berto: Media Release regarding New NT Government Cabinet Catherine Proctor and Ministry List Thomas Michel Stephanie Chan 16.2 CEO, Michael Berto: ‘Your Council, Your Voice’: Options for Regional Lokesh Anand Governance in the Northern Territory’ Consultation Paper and Public Anthony Berto Consultation Dates

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16.3 Director, Sharon Hillen: Outstations housing repairs contract is up for tender and Ordinary Council Meeting 1 May 2013 if successful repairs commence in July 2013. BUSINESS ARISING FROM PREVIOUS MINUTES

ITEM NUMBER 9.1 17. QUESTIONS FROM THE PUBLIC TITLE Action List Nil REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL 18. CLOSE OF MEETING MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363793 The meeting terminated at 12.24 pm. AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance THIS PAGE AND THE PRECEEDING 4 PAGES ARE THE MINUTES OF THE Finance and Audit Committee HELD ON Wednesday, 27 March 2013 AND CONFIRMED Wednesday, RECOMMENDATION 29 May 2013. (a) That Council receive and note the Action List.

BACKGROUND Deputy Mayor Judy MacFarlane Nil

ISSUES/OPTIONS/SWOT Nil

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 Register of Actions.pdf

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Attachment 1 Register of Actions.pdf Attachment 1 Register of Actions.pdf

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Attachment 1 Register of Actions.pdf Ordinary Council Meeting 1 May 2013

INCOMING CORRESPONDENCE ITEM NUMBER 10.1 TITLE Incoming Correspondence REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\CORRESPONDENCE - 363790 AUTHOR Rita Duncan, Executive Assistant to CEO

RECOMMENDATION

(a) That Council accept the incoming correspondence.

Num Date Received Sender Correspondence InfoXpert Received By Details ID 1 05.03.2013 CEO LGMA – John Ravlic National Congress - 354999 CEO Invite 2 05.03.2013 Council FAHCSIA 2012-13 API 355000 Assessment 3 05.03.2013 CEO ACMA Broadcasting Service 355008 - Jilkminggan 4 05.03.2013 Council Minister for Local Approved Conditional 355331 Government Rating Proposal 5 07.03.2013 CEO Australian Local National General 355009 Government Assembly of Local Association Government - Invite 6 08.03.2013 CEO Minister for Local Special Purpose 355633 Government Grant – Street Lighting 7 11.03.2013 Council National Native Title Tanumbarini Pastoral 355791 Tribunal Lease 8 11.03.2013 CEO Dept of Local Special Purpose 355793 Government Grant 9 19.03.2013 Council Environment Centre Field Guide to Wildlife 356994 NT in the Top End 10 21.03.2013 CEO Lynne Walker MLA - Update – Homelands 357425 Nhulunbuy Extra Grant 11 21.03.2013 CEO Dept of Land Tindall Aquifer, 357427 Resource Mataranka - Management Application 12 22.03.2013 Council Aust Government – 2009-10 Local 357602 Dept. of Regional Government National Aust, Local Report Government. Arts and Sports 13 27.03.2013 CEO Reconciliation National 357604 Australia Reconciliation Week 2013 14 27.03.2013 CEO Numbulwar Service Numbulwar – 358029 Delivery Centre Replacement Basic Card 15 27.03.2013 CEO Matarnaka Service Matarnaka – 358031

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Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 Delivery Centre Replacement Basic OUTGOING CORRESPONDENCE Card ITEM NUMBER 11.1 16 02.04.2013 CEO Attorney General’s Letter of variation – 358471 Dept National Office Night Patrol TITLE Outgoing Correspondence 17 10.04.2013 CEO Hon. Jenny MacKlin Stronger Futures 361186 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MP Draft Implementation MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL 18 11.04.2013 Council Attorney General Matarnaka – Referred 361288 MEETINGS\2013.05.01 ORDINARY COUNCIL Minister for Justice – to Hon. Robyn MEETING\CORRESPONDENCE - 363791 Kimberly Davey Lambley MLA AUTHOR Rita Duncan, Executive Assistant to CEO 19 12.04.2013 Council Australian Local Invitation – Poster 361455 Government Display RECOMMENDATION Association 20 16.04.2013 Council Basketball NT Basketball NT 363112 (a) That Council accept the outgoing correspondence. Invitation 21 16.04.2013 Council Traditional Credit Attendance and 363145 Union presentation to Shire Council Meeting 22 19.04.2013 CEO Olsen Family Trust Lease 99 Emungalan 363595 Num Date Sent Sent By Recipient Correspondence InfoXpert Road Details ID 23 12.03.2013 Council Numbulwar School Arnhem to Alpine Ski 364251 1 08.03.2013 CEO Arts NT Barunga Festival 355557 Trip 2 08.02.2013 CEO Commissioner NT Clive Roberts 355559 Electorate Resignation 3 25.03.2013 CEO Bobby Transfer of Assets from 357774 ATTACHMENTS: Nunggumatbarr RGSC to Yugal Mangi There are no attachments for this report. 4 03.04.2013 Mayor Hon. Jenny Macklin Mataranka Unfair 358547 MP Funding 5 03.04.2013 Mayor Hon. John Wessel Mataranka Unfair 358548 Efferlink MLA Funding 6 11.04.2013 CEO Walaman Aboriginal Letter of Support 361340 Corp Bulman Festival 7 16.04.2013 CEO Councillor baker Jnr Congratulations and 363113 Welcome to RGSC 8 16.04.2013 CEO David Ross Ngukurr Land Lease 363115 Millwaperra 9 16.04.2013 CEO Robert Gosford Ngukurr Land Lease 363116 Millwaperra

ATTACHMENTS: There are no attachments for this report.

- 25 - - 26 - Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 WARD REPORT Unfortunately at Easter flood conditions prevailed and a state of emergency was declared at Beswick with some 15 houses being inundated with flood waters and community members ITEM NUMBER 12.1 being evacuated to the school. Some damage was done to houses and at the store but the TITLE Ward Report - Nyirranggulung Ward community has now recovered well. There was good media coverage for Beswick during the REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL flood including an article in the NT News, ABC Radio and TV and The Katherine Times. MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL Initial contact has been made with Beswick Community and the VAST system will soon be MEETING\REPORTS - 363605 implemented.

AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Barunga Compliance Local Board Update

Local Board Membership is 11 which include Cr. John Dalywater, Jean Tiati, Darren Daniels, RECOMMENDATION Freddy Scrubby, Peter Daniels, Eventia Friday, Nell Brown, Queenie Brennan, Marie

Brennan, Jocelyn Mc Carthy and Amanda Ngalmi. (a) That Council receive and note the Nyirranggulung Ward Report.

(b) That the Council accept the nomination of Robert Williri to the Manyallaluk Local Barunga Local Board Meeting was held on Tuesday 16 April. Minutes are attached. Board. Barunga Community looked neat and tidy and there was a good turn out to the Local Board

meeting. In attendance was The Regional Director of the Department of Local Government, BACKGROUND Housing and Regional Services John De Konig who along with his staff gave a presentation Local Board Meetings were held in Barunga, Beswick and Bulman. The Manyallaluk Local on the “Your Voice Your Council” Local Government Reforms and the new models being Board Meeting was cancelled due to the date clashing with an NLC meeting so there was no presented as part of the consultation process. Also Department of Housing staff gave a quorum. The Governance Team is conscious of the fact Local Board Meetings have been presentation about the new housing that is scheduled to be built in Barunga over the coming sporadic at both Barunga and Manyallaluk and a concerted effort is being made to address months. The duplex design and locations were discussed with those present at the Local this shortcoming. Board meeting.

There were no nominations received for the Councillor position on the Council from the Community Update Nyirranggulung Ward and as a consequence, supplementary election has been scheduled The Cemetery Plans for Barunga are being developed with community consultation and for May 2013. expert knowledge.

Community Visitors: Manyallaluk Department Of Local Government, Housing and Regional Services. Local Board Update Local Board Membership is 6 which include Cynthia Williri, Mary Anne Kalamuka, Wayne Runyu, Alister Andrews, Mavis Jimberri, Christine Dooley. Other Meetings in Community: Barunga Festival Meeting - Skinny Fish Manyallaluk has a new Shire services Manager starting in May. The newly appointed Local Board Support Officer with the support of the Governance Team will be visiting Manyallaluk Beswick to encourage Local Board attendance and discuss Town Priorities for the 2013-2014 year. Local Board Update: The Governance Team will also be taking the new draft strategic Plan for public consultation Local Board Membership is 9 which include Cr. Selina Ashley, Richard Kennedy, Sam Asley, as well as a Governance Survey. Deanna Kennedy, Joesph Brown, Rayleene Bulunbara, Crystal Bulunbara, Cheryl Bush, and Lorraine Bennett. Manyallaluk has one new nomination for the Council to approve.

A Local Board meeting was held on the 20th March 2013. The minutes are attached. Next Bulman Local Board meeting is scheduled for 15 May 2013. Local Board Update Local Board Membership is 12 which includes Cr John Dalywater, Annunciata Bradshaw, Jill Community Update: Curtis, Garrett Lofty, Michael Stevens, Mathew Rankin, Robbie Dalywater, Irene Jungewanga, Wiata Ryan, Apaak Miller, Deanthea Murray, Christine Lindsay. The community is thrilled that the Mayor and community representatives will be travelling to Caloundra QLD for the Tidy Town Awards which has been a very competitive process. The Local Board Meeting was held on 13 February 2013. Minutes are attached.

The community is still having ongoing issues with Volatile substances. A community meeting was held in early April to work at developing a Volatile Substance Plan.

Funding is being sort for signage and maintenance of the old station buildings at Beswick. Community members are keen to get this historical site preserved and documented to become the Heritage Park.

- 27 - - 28 - Attachment Minutes - LB - Beswick - 20.03.2013.doc Ordinary Council Meeting 1 May 2013 1

ISSUES/OPTIONS/SWOT Beswick

Ward Action List Local Board Meeting Item Action Updates) Minutes

Barunga Held in the Beswick Training Centre

6.8 Cemetery Elders from Local Board and Robert Campbell Update to help with language on sign and artwork as Ongoing Wednesday 20 March 2013 16/4/2013 appropriate 10am 7. Age Care Local Board Members asked for Lara Brennan Facility Ongoing to attend the next Local Board Meeting. 16/4/2013

Beswick Item Subject

6.4 Alcohol Present Staff/Guests* Cr Selina Ashley, Crystal Bulumbara, Sam Ashley, Richard Mal, Steve and Crystal to source photos for 1. Management Kennedy (Chair) Mal Fox, Bobbi Hynes, Stephen Roper (RGSC) Moira McCreesh the AMP Ongoing Plan Local Baord to pass AMP 2. Apologies*Joseph Brown, Deanna Kennedy, Vicki Star, Peter Mitchell 20/3/2013 6.12 School Letters of support to the Education 3. Minutes of previous meeting* Moved: Cr Selina Ashley, Seconded: Crystal Bulumbara Report department from Mal Fox and Cr Ashley 20/3/2013 Business arising/action list*  Bough Shed not completed at the school, Rangers were going to do it but now it Bulman will become a CDEP project. Action – Mal will invoice Education Department to the cost and CDEP will do the project. 4.  Signs at the clinic not yet done 6.1 Look at budget for MUNS and Contract CDEP Action Mal will follow this up and rectify. From to share cost at Bulman Community – For Ongoing December  Vicky Star is in a new position with a wide range of responsibilities currently at future projects around Bulman and Weemol 2012 Volatile Substance Meeting at Barunga 5. Correspondence (Incoming & Outgoing)* NIL 6.6 5.1 From Lights need to be removed form the Red Shed Still Outstanding – Responsibility December as they are hanging down and pose a danger. of shed needs to be established 5.2 2012 6. General Business*

FINANCIAL CONSIDERATIONS 6.1 Elected Member Report- See Attached Report for Councillor Ashley Nil Shire Service Manager Report-

 Members of Beswick Community travelling with the Mayor to Coloundra in May for ATTACHMENTS: the Tidy Towns Awards- A very competitive process. 1 Minutes - LB - Beswick - 20.03.2013.doc  Red Shed has been redecorated after white ants attacked it. Roper Gulf Shire no 2 Minutes LB Bulman 2013.02.13.doc longer wants to be responsible so it will be handed back to the community after 3 Nomination Manyallaluk LB.pdf June under a NLC section19. 4 Barunga Minutes LBM 160413.pdf  3 people from Beswick are currently doing their Cert 1 in Business at Barunga.  Mal is putting in for a new street light –will be solar.  Sharon Hillen and Thomas Michel are coming to complete the scope of works for the Shire Services Office renovations include Floors, Aircons, rationalizing space. 6.2  Work Supervisor Neil Manning who was part-time will be employed full-time.  There has been a big clean up after the rain slashing etc.  New CSO Shantelle has resigned currently recruiting for the position.  Letters of Support all finished for the Heritage Grant.  Pick up Rubbish everyone needs to help-perhaps night patrol-Sam to ask  12 new houses being built to replace old houses at new subdivision-duplex style

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Attachment Minutes - LB - Beswick - 20.03.2013.doc Attachment Minutes LB Bulman 2013.02.13.doc 1 2

CDEP- Gordon Jackson and the CDEP mob have just finished the shelving at Fiona’s Will start on the bough shed at the school Bulman /Weemol 6.3 CDEP funding is in transition and the current funding model finishes in July. RoperGulf Local Board Meeting Minutes Shire has tended for it to remain with the shire.

Alcohol Management Plan- Moria gave brief discussion around AMP. Held in the Board Room, Bulman Service ID days are not working so any partial applications will be left at the Beswick Shire Delivery Centre. Services Office to be collected. In future Moria to work in with Shire, re:work sign on days. The Local Board Members found the visiting Social Club Researchers good. The store has money put aside for sporting jerseys and toilets etc. Cans are still being 13 February 2013 6.4 paid for by the NTG for the next 2 months. 10:00 AMP –see attached document. Action- Mal, Steve and Crystal to source photos for the AMP Plan Meeting opened at 10:13am by Garrett Lofty who has been designated Action- Local Board to pass AMP plan. Chair at this Bulman Local Board Meeting Motion- That the Alcohol management Plan is accepted by the Local Board. Moved by: Cr Selina Ashley , Seconded: Richard Kennedy 1. Present: 6.5 Policy Update- Nothing to report. 1.1 - Elected Members Work Health & Safety- At the end of 2012, Mal was involved in OH&S inspection of every Garrett Lofty 6.6 Roper Gulf Shire building in the Shire over 2 weeks. Every building is now OH&S Matthew Rankin compliant. Bewick has a new platform in the workshop. Michael Stevens Township Priorities- Old, New Robbie Dalywater 6.7 Mal has gone through the old list and checked off the status of priorities. Mayor Tony Jack New Town Priority is to get the Heritage Park functioning. 6.8 Counter Disaster Management -Nil 1.2 - Shire Staff Catherine Proctor – Director Community Services RGSC 6.9 Vast TV – All sorted have visited and booked people in. Stephanie Chan – Manager Governance & Corporate Planning Beatty Retchford – Acting Community Services Manager 6.10 Local Government Review By-Election- Discussed briefly and enrolment forms and nomination packs left. Also 1.3 – Visitors/Guests 6.11 discussed the need for more Local Board Members. Stuart Martin – Media Officer Bulman RGSC School Report-Principal Steve Satiri Prineas – Katherine Aviation Currently the school has 5 teachers is down 1 teacher . new teacher arrives next week. Stuart W Hart – Sunrise Health Bulman The school has gone from 8 teachers in 2 years to 6 this has meant 3 local people have Barry Clarke – Government Engagement Officer FAHCSIA been made redundant also due to less teaching staff. School attendance is between 50- Rodney Tapsfield – Telstra 6.12 85 out of 160 enrolments. Steven Brown – Sunrise Health Service Petrol sniffing, teasing, bullying and Sorry Business are the main issues affecting student attendance. The solution may be to hold camps with Elders to build self esteem and Mary Weru – Sunrise Health Service positive healthy lifestyles. Action- Letters of support to the Education department from Mal Fox and Cr Ashley. 2. Apologies: Councillor John Dalywater 6.13 Jill Curtis Other business* Annunciata Bradshaw Moira McCreesh flagged with the Local Board that she has been accepted to do a PHD at Irene Junguwanga The University of Melbourne. Moira is keen that the community knows and her study will . focus on “How Communities can best do planning and working together” which will help 7. Governments better understand remote communities needs and be able to better support 3. Minutes of Previous Meeting: them. Previous minutes of January 2013 were confirmed.

4. Business Arising/Action List; 8. Next meeting* 1.15 4.1 – Previous minutes action List Nil * Permanent agenda item

5. Correspondence

Attachment 1 Page 31 Attachment 2 Page 32

Attachment Minutes LB Bulman 2013.02.13.doc Attachment Minutes LB Bulman 2013.02.13.doc 2 2

5.1 - Outgoing Correspondence 1:00pm No outgoing correspondence Next Bulman Local Board meeting: 13th March 2013 at 10:00 5.2 – Incoming Correspondence No incoming correspondence.

As the Chair at the Bulman Local Board Meeting held on the 24 January 2013 6. General Business I certify these minutes to be a true and correct record of this meeting. 6.1 Elected Members Report - Councillor John Dalywater Nil – Due to Councillors Absence. ______Mayor Jack provided an update on meetings & forums attended, on behalf of Michael Stevens Council.

6.2 Community Service Manager Report – Beatty Retchford

CSM commenced in Bulman two (2) weeks ago. Commenced a process of meeting with staff and teams to introduce the position, implementing procedures of reporting and reviewing aims & goals of programs.

6.3 CDEP Fencing Project expected to commence next month, fencing those homes without fences.

6.4 Policy Update - Nil

6.5 Work Health & Safety Ongoing monitoring of compliance and provision of PPE.

6.6 Telstra Mobile Access for Bulman Sunrise Health representatives delivered a presentation on their strategies for negotiating access to mobile coverage in Bulman through fibre optic cables.

A range of options were provided and information on possibilities of the provision was delivered by a Telstra representative.

Outcome NLC have provided 100% approval and support for the project. Sunrise will continue to lobby Governments to support Other Agencies and Services asked to commence raising funds to provide towards the project, if needed.

7. Other Business

8. Meeting Closed

Attachment 2 Page 33 Attachment 2 Page 34

Attachment 2 Minutes LB Bulman 2013.02.13.doc

Attachment 3 Nomination Manyallaluk LB.pdf

Bulman Action List 6 December 2012

Item Action Updates/Date Completed (Updates are in italics) 6.1 Look at budget for MUNS and Ongoing From Contract CDEP to share cost at December Bulman Community – For future 2012 projects around Bulman and Weemol

6.6 Lights need to be removed form the Still Outstanding – From Red Shed as they are hanging down Responsibility of shed needs December and pose a danger. to be established 2012

Attachment 2 Page 35 Attachment 3 Page 36

Attachment 4 Barunga Minutes LBM 160413.pdf Attachment 4 Barunga Minutes LBM 160413.pdf

Attachment 4 Page 37 Attachment 4 Page 38

Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 WARD REPORT Local Board Update: ITEM NUMBER 12.2 Biddy Hamilton chairs the Mataranka Regional Local Board. TITLE Ward Report - Never Never Ward REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL Current Membership is 8 which include Deputy Mayor Judy Macfarlane, Cr. Annabelle MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL Daylight, Sue Edwards, Biddie Hamilton, Merran Williams, Troy Williams, Anthony Heaslip MEETINGS\2013.05.01 ORDINARY COUNCIL and Clair O’Brien. MEETING\REPORTS - 363633 Local Board Meetings were held on 12th March and 2nd April. The Local Board is happy with AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and the prospect of getting the Public Art from Jilkminggan and a suitable place has been Compliance identified to put the Grass Wallaby.

RECOMMENDATION Next Local Board Meeting is scheduled for 7 May 2013.

(a) That Council receive and note the Never Never Ward Report. Community Update: (b) That Council accept the nomination of Michael David Cowen to the Mataranka

Local Board Mataranka is looking neat and tidy with new signs ready to go up. The CDEP Op shop has

opened in the Community Centre and is being well received. There are ongoing issues with

the continuity of the Television signal in Mataranka, the signal tower that belongs to Roper Gulf has been repaired apart from the ABC aerial. The VAST system and subsidies for all BACKGROUND residents is an issue that is still being pursued by the Shire. While some residents are Local Board Meetings were held at Jilkminggan and Mataranka in both March and April. eligible others are not, LGANT is also following this up. During April, the NT Electoral Commission advised there was to be no By-Election for the vacant position on Council and that candidate Mr Timothy Baker Junior nominated and has won the position uncontested. ISSUES/OPTIONS/SWOT Ward Action List Jilkminggan Community Action Status Comments Local Board Update: Jilkminggan Reminder to staff of Vehicle Policy to be adhered to at all Ongoing Councillor Annabelle Daylight chairs the Jilkminggan Local Board. times Jilkminggan Current Membership is 5 which include Cr. Annabelle Daylight, Wayne Roy, Deidre Lack of adequate drainage on some streets Ongoing Newman, Ossie Daylight, Cheryl Lardy. Jilkminggan The Cemetery needs a draft plan Ongoing Local Board meetings were held 12 March and 2nd April. The new Shire Services Manager, Alan Mole, was appointed just prior to 2nd April but had been in the community 4 weeks Jilkminggan Set date for Shire Plan Meeting Ongoing earlier covering the position. The topic of Leases was raised by Local Board members and the Deputy Mayor, at the Local Board Meeting, it was noted that this is important to provide Mataranka DITS to send out the amended Cemetery Management certainty of services and employment that the Shire provides in Jilkminggan. Act submission as passed at the OCM Ongoing

Next Local Board Meeting for Jilkminggan is scheduled for 7 May 2013. Mataranka MRLB members to revisit the code of conduct in the Completed MRLB Tool Kit Community Update: Mataranka Letter of appreciation to be sent to Darcie Boon to acknowledge her great effort in running the school Completed The community has received the VAST boxes to ensure Television continuity. holiday program over the Xmas break. Mataranka Dog by-laws pamphlet to be handed out when dogs are registered. RGSC to carry out Mataranka dog The Grass Wallaby Sculpture has been judged by a majority of the community to be Ongoing inappropriate for that place, it will now been happily accepted by Mataranka Community, owner audit.

DITs will remove it in the near future. Mataranka RGSC Civil Works team to remedy the affected areas of Ongoing Finally it rained over Easter Weekend flood ways between Jilkminggan and Mataranka were concern on Carew Rd. Mataranka RGSC to put together a weed planning and eradication up, but passable. Some Older Residents were voluntarily evacuated to Mataranka. Ongoing Computer and phone services at Jilkminggan have been very sporadic and staffs have had program and this be put on a high priority for Mataranka. to travel into Mataranka to use office facilities. Mataranka DITS to look into a schedule for slashing of the 2/4/2013 – DITS sourcing approached to Mataranka slasher.

Mataranka FINANCIAL CONSIDERATIONS

- 39 - - 40 - Attachment 1 Mataranka LB Minutes 12.03.2013.doc

Ordinary Council Meeting 1 May 2013 Nil MATARANKA Local Board Meeting Minutes ATTACHMENTS: 1 Mataranka LB Minutes 12.03.2013.doc 2 Jilkminggan LB Minutes 12 03 13.doc Held in the Community Hall, Mataranka 3 Jilkminggan LB Minutes 02.04.2013.pdf Service Delivery Centre. 4 130402 - Draft Minutes MRLB.doc 5 Mataranka LB 2013 Nomination David Cowen.pdf 12th March 2013 5.30pm

Meeting opened at 5.39pm by Biddy Hamilton who has been designated Chair at this Mataranka Region Local Board Meeting

1. Present: 1.1 - Elected Members Merran Williams (MRLB) Sue Edwards (MRLB) Clair O’Brien (MRLB) Anthony Heaslip (MRLB) Biddy Hamilton (MRLB) – Minute Taker

1.2 - Shire Staff Sharon Hillen (Director of Infrastructure & Technical Services) Stephan Roper (Media Officer)

1.3 – Councillors

1.4 - Visitors/Guests Mandy Devereux (Resident)

2. Apologies: Virginya Boon (SSM) Deputy Mayor – Judy MacFarlane

3. Minutes of Previous Meeting: Minutes of previous meeting held 05/02/2013:

Amendment: 6.8 – Business Arising from Previous Minutes - OCM – February 2013 Action to read:

Action: MRLB request that the gear stored in the corner of the hall be removed prior to the Council meeting. AND SSM to organise BBQ with RGSC and for notices and mail drop re; meeting & BBQ to be distributed and for Local Board members to meet with Mayor, Councillors and Staff.

Amendment: 6.8 – General Business Vacant Unit Gunn St Action to read:

Action: Inspection of unit to be carried out by RGSC and report back to MRLB

Amendment: 6.9 - General Business Mulgan / Animal Welfare Officer Position Action to read:

Action: SSM to follow this up with HQ and report back to MRLB

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Attachment 1 Mataranka LB Minutes 12.03.2013.doc Attachment 1 Mataranka LB Minutes 12.03.2013.doc

DITS advised that this is a priority project; internal revenue is required for an upgrade as is Amendment: 6.10 – General Business Caltrop / Weeds Capital works. Temporary signs regarding no camping have been placed at entrance to airstrip. Action to read: Action: Ongoing Action: Organise a time for Garry to come down and present a weed control presentation for the community and RGSC Mataranka outdoor staff as a high priority. 6.11 – Action List – No Parking Sign – RTC Ongoing, refer to SSM report Amendment: 6.11 – General Business Cleaning / Maintenance Hall Action to read: 6.3 – Action List – CDEP OP Shop To be removed from Action List Action: SSM to look into professional cleaning of hall and action and to liaise with professional cleaners as to when be best time for this to occur. 6.6 – Action List – Vast Television System Ongoing Moved: Sue / Merran Ethos’s is the contractor for the roll out of the sign up and installations of the VAST system and has encouraged all residents to submit complaints about not being included in the roll out areas.

4. Business Arising/Action List; Action: Ethos’s fact sheet to be sent out to all residents and everyone encouraged to contact them with their complaints 6.8 – Minutes: Vacant RGSC Unit on Gunn St DITS advised that this is an operational issue and will be dealt with accordingly 6.10 – Action List – Carew Rd – Weight SSM had previously advised MRLB that after speaking with the contractors that the road could 6.9 – Minutes: Mulgan / Animal Welfare Officer Position sufficiently sustain the road trains that currently utilise the road. DITS advised that this is an operational issue and that there is going to be a restructure of some Two MRLB members are not satisfied with this response and want this further investigated. positions to ensure more continuity and reporting lines more localised to areas of work in service delivery areas. Action: DITS to investigate this further and report back to MRLB

6.11 – Minutes: Hall Annual Clean 6.11 – Action List – Rubbish on Vehicles going to Dump Merran asked on behalf of the Better Half Club to be advised of when scheduled cleaning and Ongoing maintenance is carried out, Clair advised that as per the MOU in place between Better Half Club and RGSC that they are to be advised of this in regards to the hall. 5.2 – Action List – Never Never Newsletter To be removed from Action List 6.7 – Action List: Alcohol Management Plan DITS advised that the application for the Community Benefit Grant was unsuccessful and that 6.6 – Action List – Counter Disaster Management Meeting now since the change of Government it will need to be resent to the new NT Attorney General & DITS provided the current Plan and it requires some updating of information. also to Minister Macklin as part of Fachsia new 8 point plan. Action: DITS to go through and update contacts and minor errors in this plan Action: DITS to forward previously sent letter to new NT Attorney General and also to Minister Macklin to try to get Mataranka on the agenda for the new 8 point plan. 6.2 – Action List – Drainage Elsey St & Roper Tce Remove previous from Action List. Ongoing

6.10 – Action List: Recycling / Container Deposit Scheme 6.7 – Action List – Wallaby Structure - Jilkminggan DITS advised that it RGSC have now purchased the old P&W block for a recycling centre, due Jilkminggan Local Board meeting was cancelled so unable to get response from them at this to the uncertainty now with the container deposit scheme the Shire is still looking at a whole point in time. DITS advised that there is an interpretive sign being made to go with this structure approach to recycling & not just CDS. to explain what it is and the significance of it. This sign will go with the structure, no matter where it is located. Action: Media Officer to look at article about recycling for town and all MRLB members to encourage the rest of the community to get onboard with social media opposing the Federal Action: Ongoing Courts decision in regards to declaring the CDS as invalid. Remove previous from Action List 7.2 – Action List – MRLB Nomination To be removed from the Action List 7.3 – Action List: Playground at Hall DITS advised that this is still ongoing and now comes under Risk Management 6.7 – Action List – Mining Rates Spreadsheet with breakdowns provided and explained by DITS. Action: DITS to try to source funds to get this remedied as has been identified as a risk / To be removed from Action List hazard. 6.11 – Action List – Hall Cleaning 6.9 – Action List: Ginty Airstrip Mataranka Covered in business arising from previous minutes

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Attachment 1 Mataranka LB Minutes 12.03.2013.doc Attachment 1 Mataranka LB Minutes 12.03.2013.doc

5. Correspondence 6.11 Sport & Recreation Position 5.1 - Outgoing Correspondence MRLB member suggested that this position could just be utilised on a fulltime basis over the NIL school holidays rather than try to fill the position permanently on a part-time basis. The School currently runs after school sports 2 nights a week and the sports seasons are starting 5.2 – Incoming Correspondence to kickoff in Katherine now so it was deemed not a necessary position to fill yet but RGSC NIL could then afford to have a fulltime position over all the school holiday periods. This was agreed by all. 6. General Business 6.1 Elected Member report Action: Letter of appreciation to be sent to Darcie Boon to acknowledge her great effort in No report running the school holiday program over the Xmas break. DITS gave a brief update from the OCM. The Cemetery Management Act is currently under review and date extended to 15th March 2013. 6.12 Impounded Dogs MRLB member asked some questions in regards to dogs being impounded and the Action: DITS to send out the amended Cemetery Management Act submission as passed procedures, a specific case was raised and DITS advised this was not going to be at the OCM discussed. DITS explained that currently there is only approximately 6 dogs registered in Mataranka and in the coming weeks a comprehensive town audit of dogs would be carried out to create a dog owner data base. Mataranka currently has dog by-laws in place and this 6.2 Shire Service Manager Report information is on the counter in the RTC. It was suggested that RGSC could have a stall at Written report received and noted the Never Never Festival Markets providing information & educational awareness to all dog owners. 6.3 CDEP / RJCP No CDEP report presented. DITS advised that DEEWR announcements regarding who has Action: Dog by-laws pamphlet to be handed out when dogs are registered. RGSC to carry been successful in the tenders for the RJCP should be known this week. out Mataranka dog owner audit.

6.4 Update on the progress of the Sport & Rec Grounds & Facilities 6.13 Carew Rd Washaways Nothing new to report DITS has seen this and advised that civil works will be carried out to remedy this problem.

6.5 Counter Disaster Management Action: RGSC Civil Works team to remedy the affected areas of concern on Carew Rd. Covered in business arising 6.14 NTLC Land (NT Land Corporation) 6.6 Alcohol Management Plan DITS advised that NTLC had given RGSC Lot 128?? DITS to provide a map of the area of Covered in business arising land that has been given to the Shire. Discussions on the future use of this land, more discussions and consultations to occur. 6.7 Mining Rates Covered in business arising Action: DITS to provide map detailing this area

6.8 Bi Election 6.15 Weed Control Resignation from Council of Clive Roberts from Minyerri has created a vacancy for the Never Never Ward. NT Electoral Commission has been advised and a date for the bi-election will MRLB members concerned that weeds were not kept on top of this year and have asked for be forthcoming. Discussions on putting forward just one candidate from here that everyone a more planned works to keep on top of this in the future. DITS advised that RGSC could support to assist with the splitting of votes. Environmental would be assisting in putting together a more strategic plan for all communities within the Shire. It was also suggested that a “Yellow Flower Festival” be held 6.9 Hall Toilets to get all community members involved and made more aware. The recent painting of the inside of the toilet block has come up very well and is a huge improvement. Discussions on the painting on the outside of this building and was suggested Action: RGSC to put together a weed planning and eradication program and this be put on that photos of the current murals be taken and put onto canvas then they could be framed a high priority for Mataranka. and hung in the hall to assist with the acoustics and that they only needed a wheelchair access toilet added to be OH&S compliant. 6.16 Community Grants MRLB member raised the issue of organisations / groups outside the Shire boundary are 6.10 Code of Conduct receiving these community grants and asked if the criteria could be tightened to try to keep MRLB member brought up the code of conduct and requested that everyone remember that this more localised within the Shire. It was also raised that if the Shire could look at maybe as MRLB members that we participate on a voluntary basis, we are an advisory group only having specific Festival grants available for the community festivals that occur throughout and have no powers to direct RGSC staff or Councillors. DITS also explained the separation the Shire boundaries. of powers in regards to MRLB members.

Action: MRLB members to revisit the code of conduct in the MRLB Tool Kit 7. Other Business

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Attachment 1 Mataranka LB Minutes 12.03.2013.doc Attachment 2 Jilkminggan LB Minutes 12 03 13.doc

Jilkminggan 7.1 Approaches to Town MRLB member raised the issue of the approaches to town not being slashed and looking Local Board Meeting Minutes very unsightly. The big tractor has been out of action and has ongoing issues but is believed the smaller tractor was in Larrimah. DITS to look into the scheduling of the town slashing. Held in the Board Room, Jilkminggan Action: DITS to look into a schedule for slashing of the approached to Mataranka Service Delivery Centre.

12.03.13 8. Meeting Closed 10.am 7.36pm

Next MRLB meeting: Tuesday 2nd April 2013 Meeting opened at 10.30am by Stephen Roper who has been designated Chair at this Jilkminggan Local Board Meeting As the Chair at the Mataranka Region Local Board Meeting held on the 5th February 2013, I certify these minutes to be a true and correct record of this meeting. 1. Present: ______1.1 - Elected Members Biddy Hamilton - / /20 Cr. Annabelle Daylight Ossie Daylight Deidre Newman Fay Roberts Wendy Daylight Wayne Roy

1.2 - Shire Staff Helen Hawkins – Acting SSM Stephen Roper – Communications and public relations Officer Sherilee Retchford – CDEP Coordinator Jilkminggan Holly Gosden – Sport & Rec Coordinator Jilkminggan

1.3 – Visitors/Guests Cheryl Lardy –JCAC

2. Apologies:

3. Minutes of Previous Meeting: Approved by: Wendy Daylight Seconded by: Wayne Roy

4. Business Arising/Action List; 4.1 – Previous minutes action List

5. Correspondence 5.1 - Outgoing Correspondence – NA

5.2 – Incoming Correspondence – NA

6. General Business

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Attachment 2 Jilkminggan LB Minutes 12 03 13.doc

Attachment 3 Jilkminggan LB Minutes 02.04.2013.pdf

6.1 – Councillors report: NA

6.2 – SSM Report: New SSM is Alan Mole and will be here in two weeks. Alan was the SSM at Numbulwar and is here having a two week break before he starts his new position.

6.3 – AMP: Still waiting for it to be re-submitted to Government.

6.4 – Counter disaster/emergency management plan – A copy to be left at this office for anyone to refer to when complete.

6.5 – Street names: Still waiting on street names to be approved by NT Govt.

6.6 – Town priorities: Public toilets and covered children’s play area to be listed.

6.7 – Sport & Rec: Discussion about Community priorities. Weekly programs to be posted on the public notice board. Wendy Daylight and Fay Roberts offered assistance in cultural matters with the kids.

6.8 – Lease agreement: No change at this moment.

6.9 – Cemetery Management: Only Shires or “Cemetery Trusts” which are made up by Community members can manage cemeteries. Sport & Rec offered help in making headstones as a Recreation program with the Children. Graves need to be identified first.

6.10 – Coming Bi-election: The procedures were outlined.

6.11 – Statues: Waiting on funding to move statue from existing site to new site in Mataranka. While waiting a sign will be erected and the statue painted.

7. Other Business

7.1 – More speed limit signs were asked for and there are 10 more coming.

8. Meeting Closed 12.15 pm

Next Jilkminggan meeting: Tuesday 2nd April 2013. 10.00am

To be signed once minutes are confirmed on the 2nd April 2013

As the Chair at the Jilkminggan Region Local Board Meeting held on the 12th March 2013, I certify these minutes to be a true and correct record of this meeting.

______Stephen Roper

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Attachment 3 Jilkminggan LB Minutes 02.04.2013.pdf Attachment 3 Jilkminggan LB Minutes 02.04.2013.pdf

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Attachment 130402 - Draft Minutes MRLB.doc Attachment 130402 - Draft Minutes MRLB.doc 4 4

A suggestion from the MRLB was to utilise the CDEP workers doing their MATARANKA Certificate course in Building and Construction, if possible. Local Board Meeting Minutes

Action: DITS Director to engage a contractor to key in soft-fall to get a quote to do Held in the Shire Office, Mataranka Service the job and put it on the 2013/2014 priority projects list. Delivery Centre. 14 – Wallaby Sculpture – Jilkminggan 2nd April 2013 Sculpture is to be relocated into Mataranka. MRLB discussed a couple of different options as to where to put it in Mataranka: 5.30pm Option 1 – Near the big Ant Bed in Bruno Park Option 2 – At the back of the park across from the Store & Service Meeting opened at 5.42pm by Biddy Hamilton who has been designated Chair Stn. To be utilised in conjunction with the memorial of ??? which is at this Mataranka Region Local Board Meeting situated outside the Sport & Recreation Grounds.

1. Present: The following items were agreed to be removed form the Actions List: 1.1 - Elected Members 1. 9 – Carew Rd Weight Limit Merran Williams (MRLB) 2. 10 – Rubbish on Vehicles going to the Dump Sue Edwards (MRLB) 3. 11 – Hall Cleaning Clair O’Brien (MRLB) – joined meeting at 6.00pm 4. 15 – Cemetery Management Act Biddy Hamilton (MRLB) 5. 16 – Code of Conduct 6. 18 – Mataranka Dog By-Laws 1.2 - Shire Staff 7. 20 – Land from NTLC Sharon Hillen (DITS Director) 8. 21 – Weed Control Virginya Boon (SSM & Minute Taker) 9. 22 – Slashing of Approaches to Town Jo Nicol (Local Board Support Officer) 5. Correspondence 1.3 – Councillors 5.1 - Outgoing Correspondence Deputy Mayor – Judy MacFarlane NIL

1.4 - Visitors/Guests 5.2 – Incoming Correspondence Toni Kutschki – Mataranka Resident and Business Owner 1. 27/3/13: TV Antenna Mataranka – DITS Director Kain Angel – Mataranka Resident and Business Owner 2. NTLC Land Transfer – DITS Director 3. Cemetery Act Review – DITS Director 2. Apologies: 4. Guidelines for Road Safety around Schools – DITS Director Nerine Purton (CDEP Regional Manager) Anthony Heaslip (MRLB) 6. General Business 3. Minutes of Previous Meeting: 6.1 Elected Member report Minutes of previous meeting held 05/03/2013: Verbal report provided by Deputy Mayor MacFarlane – Received and noted Clair O’Brien was not present when the previous minutes were passed but noted at the end of the meeting in the “Round Table” issues that she is against passing the 6.2 Shire Service Manager Report th minutes of the MRLB meeting held 5 March 2013. Verbal report provided by SSM – Received and noted Approved. B Hamilton / S Edwards Action: SSM to produce a notice to send out to all residents indicating the repercussions involved with people not dumping in the correct areas. Inform Mataranka Residents Toni Kutschki and Kain Angel left meeting at 5.46pm residents of the drive to extend the life of the current dumping pit.

4. Business Arising/Action List; 6.3 CDEP / Remote Jobs and Communities Program Advice from CDEP Regional Manager that Mataranka CDEP are sourcing a MRLB Member Clair O’Brien joined meeting at 6.00pm container to store the donations received for the Op Shop. Still waiting on notification regarding the successful applicants for the RJCP. 4 – Playground at Hall DITS Director advised that as the date for any inspection to the original job 6.4 Update on the progress of the Sport and Recreation Grounds & has well passed it is now a matter of acquiring the specifications to key in the Facilities soft-fall and get a quote on this job. This will be put in the 2013/2014 Priority The MRLB thanked the shire staff for the appearance of the Sport & Rec Projects. Grounds on Australia Day.

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Attachment 130402 - Draft Minutes MRLB.doc Attachment 130402 - Draft Minutes MRLB.doc 4 4

Request from MRLB as to whether or not any notification has been received on Action: SSM to forward this information onto the Mataranka School. the dissolving of the Mataranka Bowls and Social Club. 6.13 Television Retransmission MRLB have indicated that they would like RGS to continue sourcing funding Update provided on where the shire are at with the repair of the Television opportunities for a Multi-Function Court. system in Mataranka. All re-transmitters have been repaired. Waiting on riggers to come back down from Darwin to climb tower. Action: SSM to follow up on the dissolving of the Mataranka Bowls and Social Club. 7. Other Business / Round Table Issues 6.5 Counter Disaster Management 7.1 Lot 84 Mataranka – Old Power Water Yard DITS Director updated the MRLB on current flood situation at Beswick and MRLB advised that there is an interest from Roper River Landcare Group to Jilkminggan. possibly rent the old Power Water yard to store goods and equipment if RGS are not going to use if for a Recycling Depot. It was noted that Jilkminggan School were bringing Jilkminggan Residents into the Mulgan Camp due to the water levels rising in the river at Jilkminggan. It was 7.2 ANZAC Centenary Grants also noted that this action may have an impact on Service Delivery e.g. MOW to MRLB advised that a letter sent out to residents in the Lingiari electorate by MP Aged Care Clients. MRLB requested DITS Director to investigate actions by Warren Snowdon informing of ANZAC Centenary grants. Mataranka FERG unit today bringing in Jilkminggan residents under a volunteer basis. 7.3 - Minutes of previous meeting held 5th March 2013. MRLB member Clair O’Brien queried whether the minutes had been passed with Action: DITS Director to investigate why Jilkminggan School were bringing or without her recommended changes (Clair joined the meeting after the minutes Jilkminggan residents into the Mulgan Camp. had been passed). Clair was advised that she was the only MRLB member who had a problem with them and that the majority voted they be approved and 6.6 Alcohol Management Plan passed. Clair wanted it noted that she did not vote to approve these minutes. Nothing to Report 7.4 – ANZAC Day 6.7 Regional Governance Review – Minister Anderson and MLA Larissa Lee SSM advised that ANZAC Day would run as normal with a 6am Dawn Service Information was provided on the review’s visit to the Never Never Ward which followed by a breakfast and two-up at the Sport & Recreation Grounds. was supposed to take place today but hasn’t. The visit has been deferred to the next visit date of 6th – 10th May 2013. 8. Meeting Closed 7.04pm 6.8 Shire Auction Information provided to MRLB members and also a copy put on the Mataranka Next MRLB meeting: Tuesday 7th May 2013 SDC notice board. As the Chair at the Mataranka Region Local Board Meeting held on the 2nd April 6.9 By-Election 2013, I certify these minutes to be a true and correct record of this meeting. Notification that only one nomination received for the Never Never Ward By- Election. No election needed therefore Timmy Baker Jnr duly elected as the new ______Councillor for this Ward. Biddy Hamilton - / /2

No nominations were received for the Nyirranggulung Ward.

6.10 Shire Plan Review and Budget – 2013/2014 Public meeting to take place on Tuesday 7th May to review the Shire Plan for the 2013/2014 financial year. Notices to be put up around town.

Action: SSM to put up notices advising residents of the “Public Meeting” to determine priority projects for the 2013/2014 Shire Plan.

6.11 New Council Land Information Provided and tabled regarding the RGS leasing NTP 3670-3671 and part of NTP 2255.

6.12 School Crossing Information provided and tabled on trying to get a school crossing across the Stuart Hwy at the Northern end of town for students coming from the Martin Rd area.

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Attachment 4 130402 - Draft Minutes MRLB.doc

Attachment 5 Mataranka LB 2013 Nomination David Cowen.pdf

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Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 WARD REPORT The Terms of Reference for this local board are to be reviewed and will be tabled at the next meeting. ITEM NUMBER 12.3

TITLE Ward Report - Yugal Mangi Ward Ward Action List REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL Item Action Status Comments MEETINGS\2013.05.01 ORDINARY COUNCIL Sharon Hillen and Thomas MEETING\REPORTS - 363748 New Futures Alliance Continuing Issues with roads, drainage etc Michael are currently dealing with the issue AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Invited and came to meeting Compliance TCU - Update Invite Territory Credit Union to next LB Meeting 11.04.2013 but no quorum, Next meeting RECOMMENDATION Find out the details of The Federal Attorney GBM - Update Completed General's Office visit to Ngukurr 10.04.2013 (a) That Council receive and note the Never Never Ward Report. (b) That Council accept the nomination of Sammy Ponto to the Ngukurr Local Board Neighbourhood Watch Local Board to tackle with community Radio and Strategy is on the Radio and (c) That Council accept the nomination of Alison Bush to the Ngukurr Local Board NT Police Update word of mouth word of mouth to prevent crime BACKGROUND Provide police with signed letter (by TOs) Local Board Update: NT Police Update giving Police the authority to remove Ongoing Councillor Daphne Daniels Chairs the Ngukurr Local Board Meetings. crocodiles from river at boat ramp Department of Current Membership is 13 which include Cr Daphne Daniels, Cr Davis Daniels, Walter Rogers, Robert Education and To liaise with Elders to develop Ngukurr Ongoing Roberts, Derek Thompson, Jonathon Farrell, Jerry Ashley, Robin Rogers, Eric Roberts, Andrew Children’s Services vision and engage Artists for poster. Robertson, Ian Gumbula, Margaret George, Bobby Nunggumajbarr. Update

Next Meeting: 22 May 2013 Check off old Town Priorities and let Jo Other Business Completed know status. Local Board Meetings were held at Ngukurr in March and April. Paul Amarant has been a solid driver New Town Priorities: bring them to the next in support of these meetings. Although 13 people were in attendance at the last meeting only 2 Other Business Ongoing people were actually members of this Local Board with a further 6 community members/workers and 5 LB meeting visitors. Some Outstations have been Follow-up about slashing getting done at Other Business done but further slashing will Outstations. Two Community Members have applied to become Local Board Members Alison Bush from Ngukurr have to wait until dried out School- Alison is a TO on the Store Committee and Housing Reference Group. Sammy Ponto who is To provide a list of names from people in a TO for Ngukurr. The current Local Board membership is 13 which means the a quorum of 7 must community that are wiling to undertake be present. If Council approve the nominations for membership to this board, this will take the Other Business Ongoing numbers to 15 and a quorum of 8 people in order for decisions to be made. trades training in areas of plumbing & construction Training for Local Board Members: there is a definite interest in Training for Local Board Members Other Business Toilet for Airstrip Sourcing and training has been added to the action list for this local board.

Municipal Update: Other Business Weed Eradication Ongoing Ngukurr is looking very neat and tidy with regular rubbish runs and a good crew of workers. The community has done a lot of work to ensure the sports grounds and swimming pool areas are an inviting and well maintained place for everyone. There is a keen interest from other communities to visit with their teams to play sporting games. FINANCIAL CONSIDERATIONS Nil In conjunction with the pool several people have done their Bronze Medallion and Life Saving Certificates so the pool is fully operational. This has provided training and jobs. It is a fantastic asset and the area was well used during youth week. New lighting has been established at the Swimming ATTACHMENTS: Pool further enhancing the area. 1 Ngukurr LB Miinutes 14 03 2013.doc 2 Ngukurr Local Board Meeting 11 04 2013.doc The crossing has been up and largely impassable for most of the last 8 weeks. Work at Outstation 3 Nominations Ngukurr LB.pdf slashing has been put on hold due to the wet weather and will recommence when conditions are drier.

Community Visitors:  Attorney General’s Office- Canberra-Night Patrol Service 10-11Apr 2013  ETHOS who will employ 2 locals to help with installing the VAST boxes ensuring Television continuity.

ISSUES/OPTIONS/SWOT

- 59 - - 60 - Attachment 1 Ngukurr LB Miinutes 14 03 2013.doc Attachment 1 Ngukurr LB Miinutes 14 03 2013.doc

Ngukurr 5. Correspondence Local Board Meeting Minutes 5.1. - Outgoing Correspondence - No correspondence

5.2. - Incoming Correspondence - No correspondence Held in the Board Room, Ngukurr Service Delivery Centre.

14 March 2013 6. General Business 10:30 6.1. SSM Report- Paul Amarant gave his report as acting SSM Meeting opened at 10:40am by Councillor Daphne Daniels who has been Completed New (upgraded) Crèche- There will be ongoing works around minor issues. designated Chair at this Ngukurr Local Board Meeting -Toilets for Oval and Sport and Rec area- Position to be schedule -New lights for swimming pool-All completed looks great, Training Life Saving Guards this week. -New Night Patrol facilities- Great up and running lighting that corner makes a big improvement 1. Present: in community safety -Airstrip Issues-There is water pooling on Airstrip when wet be aware- Report to CASA 1.1. Elected Members Cr Daphne Daniels, Eric Roberts, Robert Roberts, Jonathon -Weed Spraying-Getting done very regularly with emphasis on bindi/caltrop. Farrell, Ian Gumbula, Bobby Nunggumajbarr, Rev Andrew Robertson, Margaret George -Servicing is behind due to wet, Headquarters trying to get out to fix backlog of vehicles. -Street Signs-Coming soon 1.2. Shire Staff- Paul Amarant, Bobbi Hynes. Stephen Roper, Jo Nicol Street Lights-32 fixed on 6 left for Power and Water to do. -Parks and Ovals-All looking great and well maintained 1.3. Visitors/Guests-Kirk Whelan (GEC), Phillip Farley, Rick Thompson (Ngukurr -Outstations-Work has been done at some outstations but too wet now to continue. Police), Diane Roberts (Dept Ed & Children’s Services), Godfrey Blitner (CEC School -Job vacancies-There are Jobs available but OCHRE cards and IDs remain an ongoing issue -Training Available-Currently people are doing Bronze medallions for the pool operation. Council), Anne Thompson (Community housing Officer) -RGSC By-Election-Andrea Andrews, Clive Roberts both councillors have resigned and a by- election will be held for Nyirranggulung and Never Never Wards -Reconciliation Plan-Move operations from cultural zone (Dubal street)-White house to be 2. Apologies: moved from Cultural area. -Community Survey Round 2 Cr Davis, Rayna Rogers, John Rogers, Rein Van der Kooij -Local Government Reform-NTG discussion paper is out now

3. Minutes of Previous Meeting: Moved- Bobby Ngnggumajbarr Seconded-Eric Roberts 6.2. NT Housing Issues-Margaret George/ Anne Thompson NT housing not responsible for air conditioners in houses. How can people make 4. Business Arising/Action List; payments? Who can install? and can someone train to install in Ngukurr? If Aircon tradies come out for shire business can people be alerted that they are in community 4.1. Previous minutes action List and which would save a trip. Also a recommendation to invite Power & water to next Radio- Paul following up on purchase of 60 radios, Stephen to look into funding under Local Board meeting to discuss how people can save on their power bill. emergency plans and report back at next meeting. 4.2 Newsletter-Trevor and Kirk to do 6.3. Ngukurr Radio-Trevor Henselwood – All going well, there is an opportunity for 4.4 Housing – Power meters, concern that they seem to be clicking over very fast – training. Sharon Hillen to investigate and report back. 6.5 New Futures Alliance- Roads in bad condition due to the extra traffic. While NFA are 6.4. TCU – Update- Rayna Rogers- Away so no report discussion around service not accepting some issues with the roads (not part of scope) the Community is being fees etc. urged to report all issues. NT housing visiting on Monday so people need to meet and Action- Paul Amarant to Invite TCU to next LB meeting make complaints heard. Ongoing. ACTION- Sharon Hillen and Thomas Michael are currently dealing with this issue 6.5. GBM-Update- Kirk Whelan- Informed Board that the Attorney Generals Office will visit Ngukurr on 10th April for 2 days coming out of Darwin and Canberra 5.2.2 Portable Stage IS Australia, what is happening? Jo to contact Katherine Proctor Action -Paul to find out more details and advise Katherine Procter ASAP. and ask where it is at. Report back next meeting. Concern with the anaemia rates in children in Ngukurr have increased 10% to 45% 5.2.3 Street Names, Maps & Signs- Sharon Hillen will be arriving soon. Graff

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Attachment 1 Ngukurr LB Miinutes 14 03 2013.doc Attachment Ngukurr Local Board Meeting 11 04 2013.doc 2

6.6. NT Police Update- Constable Watkins- Alcohol and Other Drugs still coming Ngukurr into Ngukurr, drop off in petrol sniffing since Xmas, Volatile Substance Abuse mob will visit Ngukurr in the next 2 weeks. Mobile phones an issue with young people starting Local Board Meeting fights. Unlawful entry and damage at shop. Police to meet with Night Patrol next week to discuss issues. Urge everyone to take responsibility to report to 131444 for any Held in the Meeting Room issues immediately so steps can be taken esp alcohol, drugs, theft. Action- Local Board will tackle this with community Radio and word of mouth. Thursday 11 April 2013 Crocs at boat ramp. Police need a letter of authorisation from TO’s to dispose of. 10.30am Action – Yugal Mangi Board to provide police with signed letter giving permission to take out Crocs. An Informal Meeting took place to discuss issues, as no quorum was available. 6.7. Councillors Update- Daphne Daniels Report- See Attachment Item Subject 6.8. Community Safety Program-Rien is working on recruiting more women to Night Patrol. Present Staff/Guests* Councillor Daphne Daniels, Betty Roberts (community member), Ian Gumbula (LB Member), Jodie Millar(TCU), Alison Bush(School, TO), 6.9. Department Of Education and Children’s Services Update-Diane Roberts- 1. Eric Roberts (LB Member), Sammy Ponto(community member), Bobbi Develop a community vision with appropriate art work, MOU with services providers, Hynes(RGSC), Paul Amarant(RGSC), Jo Nicol(RGSC), Julie Kartinyeri(RGSC), Action- Godfrey to liaise with Elders to develop vision and engage artists. Lucy Gormly and Graham Dowd (Federal Attorney-Generals Dept), 2. Apologies* Bobby Nunggumajbarr 7. Other Business 3. Minutes of previous meeting* No quorum to confirm previous minutes. 7.1. Ngukurr Festival- working on youth activities, Men and Women camps Meeting was a general discussion around a number of issues. 7.2. Town Priorities-Old and New- Steve discussed the old list of priorities and  Night Patrol- 2 representatives from the AG’s Office have been in Ngukkur what can be checked off. The new priorities have to be discussed in the to see how the Night Patrol program is operating. Two full-time position with community and proposals need to be in by the end of April. Night Patrol has been advertised.  The Women’s Night Patrol in Ngukurr is also currently recruiting. The Action- Paul A to check off and let Jo know what has been done re old priorities training package is awaiting accreditation Included will be First Aid, Early Action-Local Board Members will discuss with community members what are to be the intervention/prevention Cert 3 Training of 10 units. new priorities and put them at the next LB mtg.  It was discussed and noted there is a Harmony Group in Ngukurr – Find out who is on it and make contact so rep can attend next LB meeting.  Discussed Training for LB members and if there was interest- Cr Daphne

Daniels said it was a good idea and was happy to be involved as a mentor. 8. Meeting Closed 1.36pm  Discussed the Ngukurr Youth Voice Meetings, Julie to liaise with Jo, it was also discussed that some of the Youth Voice Committee Members could

attend the Governance Training being offered to LB Members.

Next Meeting: Thursday 11th April 2013  Discussed Local Board Meeting Dates, It was decided that an off pay week would be better and Wednesday . Tentative dates for 2013 are May 22, June 19, July 31, Aug 28, Sept 18, Oct 23, Nov 27, Dec 11.  Two new Community Members have applied to become Local Board As the Chair at the Ngukurr Local Board Meeting held on the 14 March 2013 I certify Members Alison Bush from Ngukurr School- Alison is a TO on the Store these minutes to be a true and correct record of this meeting. Committee and Housing Reference Group. Sammy Ponto who is a TO for Ngukurr. ______ Please see attached Shire Services Managers Report. Chairperson-Councillor Daphne Daniels Next Meeting –Wednesday 22 May 2013

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Attachment Ngukurr Local Board Meeting 11 04 2013.doc Attachment Ngukurr Local Board Meeting 11 04 2013.doc 2 2

15. Street Lights – most street light are now repaired and has brighten up the NGUKURR SHIRE MANAGERS REPORT – NGUKURR 11.04.13 Community providing safety for all the members that walk around at night with their family and friends. 1. Airstrip – Work carried out regularly at both Ngukurr and Urapunga Airstrips. 16. Workshop Yards – both the Housing and Works Yards are now being 2. Repairs and Maintenance - Due to restricted access in the wet season we cleaned up and waste material taken to the dump. This is in preparation for are struggling to maintain regular serving and repairs on all our Machinery the planned future movement of both facilities to a new location at the and vehicles entrance to the Community. 3. Roads – Mutje Road damage has been repaired by the Muns crew. Fantastic job done covering all the major holes in the road. Waiting for further works to be carried out to the road this coming dry season 4. Rubbish Collection/Dump – Regular runs are done each day. Muns are proactive in getting Households to place any unwanted items on the outside of the fence to cart away. 5. Dump area is regularly graded and scattered rubbish cleared for easy access for work and private vehicles. New rubbish bins have been placed at high volume areas such as the Sports Oval, Pool complex, Sports Shed, Parks etc 6. Outstations – Regular contact with staff each day at Urapunga. ESO provided a positive report on the works being carried out at Urapunga. Facing difficult time with the Tractor and work vehicles out of action Unable to gain access to the other Outstations due to the wet conditions. A new trailer is being resourced to have ready when the roads are open to provide quality and regular services to the Outstations. 7. Community Safety Program – the associated programs of Night Patrol, Sport and Recreation and Youth Services are working very well together providing plenty of entertainment, activities and safety to participants in planned events eg: National Youth Week, International Women’s Day, sporting games etc 8. Family Services – Well run and reliable program for the aged and infants of the Community. Staff are very committed and provide a quality service. A Champion team working well together. 9. Municipal Services – gaining plenty of positive comments from Community members and visitors. Under good leadership and keeping the Community clean and tidy during a difficult time of the year where the grass grows quicker than you can mow it. Staff are taking more pride in their work and are looking after their equipment and machinery by reporting any damages and greasing, checking water, oil tyre pressure etc daily. 10. CDEP – regular attendance by participants have improved and beginning to provide good service activities in the Community. 11. Office Staff – SASO position has been vacant for sometime and CSO has health issues and could be on sick leave for the next 2 months. Rebecca Joshua (Lbirary Officer) and Callas Tapau (CDEP) have been the back bone of the office for the past month turning up regularly and keeping the office functioning. 12. Bracs – continues to be a great service to the community providing information of local content and language. 13. Accommodation – Usage of our accommodation area are very demanding and at times the accommodation is not quite up to standards expected. We have a vacant position advertised for a cleaner but are unable to find interested persons to fill the position. We also need to replenish some items such as cooking equipment, cutlery, cleaning equipment etc in our accommodation areas. 14. Ovals/Parks – our ovals and parks are being maintained regular with mowing, weeding/spraying, watering, rubbish collected etc. We need to place boom type gates to some exposed areas to keep traffic Minimal. Future plans are to remove existing fencing and install bollards around the park areas. We also have plans to install native and shade trees at designated areas in the Community.

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Attachment 3 Nominations Ngukurr LB.pdf Attachment 3 Nominations Ngukurr LB.pdf

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Attachment 4 Nomination LB Ngukurr Sammy Ponto.pdf Ordinary Council Meeting 1 May 2013

WARD REPORT ITEM NUMBER 12.4 TITLE Ward Report - Numbulwar Numburindi Ward REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 364220 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance

RECOMMENDATION

(a) That Council receive and note the Numbulwar Numburindi Ward Report.

BACKGROUND Local Board Update Virgiria Nundhirribala Chairs the Numbulwar Local Board Meeting.

Local Board Membership number is 20 which include Cr.Kathy Anne Numamurdirdi, Virginia Nundhirrbala, Faye Manggurra, Faith Numamurdirdi, Ngarurin Marrungun, David Marrungun, Cheryl Nundhirribala, Wulja Nunggarggarlu, Jangu Nundhirribala, Margaret Mirniyowan, Mildred Numamurdirdi, Langayina Rami, Timothy Wurramura, Sheila Nunggumajbarr, Lorna Numggarrgalu, Peter Woods, Daisy Wurramara, Ngala Ngalmi, Edwin Rami, and Mildred Nunamurdirdi.

Local Board Meeting was held on 12 March 2013. The meeting scheduled for 9 April 2013 was cancelled and rescheduled due to a NLC Meeting. Minutes are attached.

On the Local Board Meeting, representative from Department of Health gave presentations on Adolescence Sexual Health Program that is being rolled out in communities and asked if that is something that community members want. Representative from Drive Safe NT Remote made power point presentation on remote driving and informed that Drive Safe will be available in communities to do Learners, P’s Licences and lds, etc.

The previous Numbulwar SSM Alan Mole Left Numbulwar in March and Gary Hillen acted as SSM for Numbulwar for three weeks. Now new SSM has been appointed. The new SSM Roger Mclover started his job from 15 April 2015.

Next Local Board Meeting is scheduled for 14 May 2013.

Municipal Update: The new SIHIP houses look great and have tenants. As a consequence of the new builds the dump is not looking so good and has been inundated with old building material impacting on the life of the dump. The new Dump site is still to be confirmed and leased.

Road Conditions have been poor due to flooding in the last few months.

The new fuel system is working well at Numbulwar.

Community Visitors:  SEAM  Department of Health-Adolescent Sexual Health Team  Drive Safe NT Remote

Other Meetings in Community  NLC- Meeting

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Ordinary Council Meeting 1 May 2013 Attachment 1 Minutes - LB - Numbulwar - 12.03.2013.pdf

ISSUES/OPTIONS/SWOT Ward Action List

Action Status

Incoming Correspondence:Letter from Numbulwar School requesting letter submitted to the Coucil fund raising ideas for excursion in July-“Arnhem to Alpine”

Alcohol management Plan- Does the Community want an Alcohol Ongoing management Plan and if so you need to tell the Minister NFA Camp – Local Board members want to know what will be happening with the camp as to keep the buildings there will need to be Ongoing discussions with the NLC.

Dump Site- NLC still to meet with TO’s to discuss appropriate site for NLC met with TO 9.04.2013 Dump then shire will lease. Invite NLC to next LB Mgt

Invite Bob Gosford and Bobby Nunggumajbarr(from NLC) to next Local Completed Board Meeting –Sharon Hillen/Greg Arnott CDEP to work with Drive Safe NT CDEP to plan use of vehicles with new mentor inconjunction with Drive Remote and Cr. Kathy Anne to Safe NT Remote take the fact to the Council

Cr. Kathay Ann to take issue back to OCM and ask if rules for Staff on Ongoing L Plates can be relaxed so staff can use vehicles (vehilcle Policy) when working.

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 Minutes - LB - Numbulwar - 12.03.2013.pdf

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Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 WARD REPORT ISSUES/OPTIONS/SWOT ITEM NUMBER 12.5

TITLE Ward Report - South West Ward Ward Action List REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL Item Status Comments MEETINGS\2013.05.01 ORDINARY COUNCIL Action MEETING\REPORTS - 364294 DITS DITS to arrange Terms of Reference and From 11.09.2012 meeting AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Contract with Department of Infrastructure, Compliance for works to be carried out in Borroloola DITS To discuss with Alison re training program RECOMMENDATION for CDEP to repair Sandridge Track. DITS Local Board requests DITS to source From 27.11. 2013 (a) That Council receive and note the South West Ward Report funding through MRM CBT to develop Waste Management Plan regarding recycling in Borroloola and King Ash Bay. BACKGROUND DITS Write to Dept of Lands and Planning On Going regarding raising Searcy Street culverts for Local Board Update: wet season access to Waste Facility. There are 12 members of the Borroloola Local Board which include Mayor Tony Jack, DITS Local Board request Council to write to On Going Councillor Stan Allen, Councillor Samuel Evans, Lizzie Hogan,Don Gardner, Trish Elmy, Minister to investigate options on moving Toyo Whiteman, Mike Longton, Jack Mc Elhinney, Geoff Hulm, Chrissy Joll. the Power Station and Buffer Zone in The next meeting is on the 30th May 2013 Borroloola. Or to investigate the options of

extending the gas pipeline from McArthur Borroloola Local Board met on 7th March and 18 April 2013 for meetings. Minutes for March River Mine to Borroloola. This will be more Meeting is attached. environmentally friendly, save huge fuel

costs and freight. (Plans are ahead for a At the Local Board Meeting on the 7th March the Borroloola Local Board Members agreed to bigger generator for Borroloola). the “Local Board Terms of Reference” as written. Borroloola Local Board has done a large DITS DITS to write a letter to Acting Regional From 27/11/2012 amount of work in developing the Borroloola Alcohol Management Plan. Executive Director Christine Hart requesting information on next round of housing for The VAST digital service is currently being rolled out in Borroloola with some conditions. Borroloola. Only free installations will be given to houses that currently receive an analogue signal from DITS to action required Governance Borroloola. Commercial enterprises will have to pay for their installations. Commercial documentation implementation (eg. Caretaker enterprises that have permanent staff accommodation can apply for free installations for staff Policy, Tenancy Agreement including mention of housing only. Applications for digital installations to be submitted in person at Mabunji. After Governance Public Liability, OH&S, Insurance etc) for Completed all sign ups, Skybridge will fit the units and teach owners how to use them. There will be a Caretakers with own caravans to be placed at 1800 number if people are having difficulties with their units. There is an appeals process for Municipal Depot and Borroloola Showgrounds. outstations and areas that are not entitled to free installations. Action by 4/3/2013. Implementation (eg. Caretaker Policy, Tenancy Agreement including mention of Public Liability, OH&S, Insurance etc) for Caretakers with own Governance Completed Municipal update: caravans to be placed at Municipal Depot and The Borroloola Roper Gulf Shire services building is to get a facelift with the current art work Borroloola Showgrounds. to be restored and protected as part of the community’s history. DITS to contact Peter McLinden regarding Mayor At the cemetery general mowing, slashing and weed spraying has been ongoing with two funding for Manangoora, Seven Emu’s and DITS plots dug this year. The ground radar for identifying old unmarked grave sites has been Batten Roads. completed and the next stages of finalizing the use of the old Cemetery and establishing the To liaise with Thomas Michel re:Funding for new one will get underway. A large amount of weed mitigation has been done in Borroloola Trish Elmy softball portable netting and 2 portable coach including for Hyptis, Nagoora Burr, Mission Grass, Neem Trees. boxes be made Follow up on Heritage grant for restoration Top of wall with paintings to be restored and covered Community Visitors: SASO Completed  Nathanael Knapp – Department Local Government with a protective coating. Bottom of wall without paintings to be repaired and repainted  Ethos- John Walsh – Digital Rollover A letter from Traditional Owners for artwork to Mike Longton be restored to be presented to the Local Board

- 75 - - 76 - Ordinary Council Meeting 1 May 2013 Attachment 1 Borroloola LB Minutes March 2013.pdf

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 Borroloola LB Minutes March 2013.pdf

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Attachment 1 Borroloola LB Minutes March 2013.pdf Ordinary Council Meeting 1 May 2013

CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.1 TITLE 3rd Quarter Directorate Report - Corporate Governance Directorate REFERENCE \CORE SERVICES\EXECUTIVE BUSINESS\MEETINGS\MANAGERS MEETING\2013\02- 18.04.2013\ATTACHMENTS - 363770 AUTHOR Greg Arnott, Director Corporate Governance

RECOMMENDATION

(a) That Council receive and note the Corporate Governance Directorate report for the period ended 31 March 2013

BACKGROUND The Corporate Governance Directorate encompasses four key areas of our operation. 1. Finance 2. Governance, Corporate Planning, and Compliance 3. Human Resources (HR) 4. Information Technology (IT)

1. FINANCE There has been a reduction of income in the current financial year compared to the previous years. It has been identified that the main attributors to situation are:

 Reduced income from the Housing R&M contract  Reduced income from the Civil Works Contracts  Reduced income from the Night Patrol Contract

The reduction in income has been exacerbated by a disproportional rise in unexpected expenditure primarily in the area of Work Health and Safety and Vehicle Replacement. Providing a safe workplace for our employees, volunteers and contractors is paramount to our organisation. The WHS rectification program has been essential however the costs have also been substantial. The vehicle replacement program whilst having a capital expenditure of approx 8% of the total budget revenue for the shire remains at approx $3M. With the reduction in income the proportion of revenue assigned to the vehicle replacement program is expected to rise to approx 11%.

To combat the effects of the reduced income and the increase in unexpected expenditure:-  a “stop order” has been placed on all non essential capital items; and  a hold has been placed on recruitment to “non essential” positions

2. GOVERNANCE Your Council Your Voice Options Paper: The consultation paper for the Options for Regional Governance in the Northern Territory is currently being presented to Communities by representatives from the Department of Local Government. Basically they are consulting communities on two options, the Regional Council concept and the Regional Authority concept. Consultations are using the Local Boards as a forum for community consultations. The report can be found on www.yourcouncil.nt.gov.au. The timetable for presentations is:

Bulman 30/4/2013 presentation to Council JD 22/5/2013 Local Board meeting tba 23/5/2013 consultation & info distribution tba Jilkminggan 6/5/2013 consultation & info distribution NK, AS 7/5/2013 Local Board meeting NK, AS

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Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 Mataranka 6/5/2013 consultation & info distribution NK, AS 7/5/2013 Local Board meeting NK, AS Abandonment of Employment (Jan to March ) 7 10-11/5/2013 Never Never Festival NK, AS 6 Minyerri 8/5/2013 Alawa Corp. Directors meeting NK, AS 5 9/5/2013 consultations and info distribution NK, AS 4 3 Numbulwar 13/5/2013 consultations and info distribution tba 2 14/5/2013 Local Board meeting tba Employees 1 0 Ngukurr 15/5/2013 consultations & info distribution tba 17/5/2013 consultations & info distribution tba HQ Bulman Ngukurr Barunga Beswick 15/5/2013 Local Board meeting tba Beswick Borroloola Mataranka Numbulwar Jilkminggan n River Larrimah 15/5/2013 Local Board meeting tba Manyallaluk Barunga 21/5/2013 consultation & info distribution tba Manyallaluk 21/5/2013 Local Board meeting tba Location Minyerri/Robinso

New Position: In January OCM, 2013 the Council approved the recommendation as Employees who have Resigned (Jan to March 2013) resolved from the then EMT to approve the creation of a new role in the Governance Team. The Communications Officer was created to focus on lifting the profile of our Council by 10 utilising the power of the commercial media. The position has specific KPIs and is not a 8 6 position to focus on general advertising of events or the like. The Council approved this 4 position until 30 June 2013 with no additional funding required by the Governance, 2 Employees Corporate Planning and Compliance business unit at this time. 0

HQ Bulman Upcoming Training for Staff and Councillors: Ngukurr Barunga Beswick Borroloola Mataranka Numbulwar Jilkminggan  Cert IV Trainer & Assessor (CDU) - 9 month program April – Dec son River Manyallaluk

 Governance Leadership Training (LGANT) – 9 month program April – Dec Minyerri/Robin  Word/Excel Training – (7-9 May) Location  4WD Defensive Driving – (staff only 20-21 May) KPIs Terminated RGSC Employees (Jan to March 2013) The Council attendance has dropped from 80% attendance in the 2011-2012 year to a current average overall attendance rate of 65% and only five Councillors achieving greater 5 than 80% attendance. 4 3 2 3. HUMAN RESOURCES 1 HR restructured its operating processes to strengthen the link between HQ Katherine and Employees 0 community. This has resulted in greater support and contact for community staff. The HQ

implementation of a new payroll package Chris 21 has resulted in only minor anomalies in Bulman Ngukurr Barunga Beswick Borroloola Mataranka

the system. Numbulwar Jilkminggan son River Manyallaluk

Minyerri/Robin The new pay band classification is due for implementation on 1 July 2013. As a result of this Location HR is implementing a new resource tool to assist with  Pay band scales to position  Identified training and qualification requirements against the position  Identifying equality to positions to be fair and transparent across the organisation  Assists in identifying the level of competency within the selection criteria of the position description  Assists with aligning the KPI’s

HR will be working with the department managers to assist with identifying positions to the relevant classification.

KPIs The staff numbers currently at 314, have dropped from 334 representing an overall fall of 6% from the start of the financial year. The retention rate for the last quarter has increased to 84% based on 61 employees leaving or abandoning the organisation. The recruiting process enabled approx 41 new employees for the quarter. The number of employees departing the organisation was 61 of which 39% of these were found to have abandoned their position during the quarter.

- 85 - - 86 - Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT RGSC Hired Employees (Jan to March 2013) ITEM NUMBER 14.2 TITLE RGSC - FINANCIAL REPORT AS AT 31 8% 0% MARCH 2013 5% Jilkminggan REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL 0% Manyallaluk MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL Mataranka MEETINGS\2013.05.01 ORDINARY COUNCIL 11% 41% Barunga MEETING\REPORTS - 361830 Beswick Bulman AUTHOR Lokesh Anand, Finance Manager

8% Borroloola Ngukurr RECOMMENDATION Numbulwar Minyerri/Robinson River (a) That Council receive and note the financial reports for the period ending 31 11% HQ March 2013 3% 8% 5%

BACKGROUND 4. INFORMATION TECHNOLOGY Attached are the financial reports for Roper Gulf Shire to 31 March 2013, including: After a tumultuous couple of months of problematic IT services by CouncilBiz which resulted  Balance Sheet in intermittent network accessibility for all users, the installation of a bank of new servers has  Cash-at-bank Statement & 12-month graph on cash balances proven to be an overdue and productive move forward.  Income and expenditure report by service group  Income and expenditure report by account category ISSUES/OPTIONS/SWOT  Expenditure reports for all communities Issues are further discussed in the Budget and Finance Reports.  AR Age analysis report Office Space:  AP Age analysis report  Due to the expansion of the HR team with the Mentor program, Payroll, and WHS units the HR department can no longer accommodate the space for the relevant staff Note: Balance sheet has been prepared as per AASB 126 which is the Australian  Currently plans are being drawn up to extend the HR department into the reception Accounting Standard and required pursuant to Local Government Act. Preliminary analysis area of our balance sheet highlights that unexpended grants are classified as a Current asset  Due date aim is the end of April 2013 for completion which then gives a working capital of $8.4 m. Unexpended grants are approximately $4.5m which leaves a working capital of $3.96m and a current ratio of 2.81. We are also presenting FINANCIAL CONSIDERATIONS a detailed cash flow stating the projected cash flow position till 30 June 2013. In summary some of the financial considerations to be considered in the future:  Cost to extend and build office space and office furniture and resources to be quoted  Contract for Employment Office Recruitment ISSUES/OPTIONS/SWOT  WHS Coordinator salary and on costs Interpretation of AR & AP reports  Chris 21 training and cost for implementation Debtors  Costs associated with new pay band implementation

Other financial considerations are reported in the budget review report The summary below shows the amount of debt outstanding for the current and the prior month.

ATTACHMENTS: See attached: Aged Analysis Report – Detailed Report – Accounts Receivable 31 March 2013. There are no attachments for this report. As at 31 March 2013, $1,449,138 debt is outstanding.

Comparatively, 28 February 2013, the debt was outstanding of $1,464,581, not including unapplied credits. Unapplied credits have no effect on the financial outcome; they are just related to system clearing issues.

Over 90 days and over 60 days have decreased from February showing that old debts are being recovered.

AR Age Analysis 31 March 2013

- 87 - - 88 - Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 Creditors

Debtors As at 31ST March 2013, $334,772.43 in creditors is outstanding and the AP age analysis Current $749,485.72 51.53% report depicts the following: 30 Days $299,951.01 20.62% 60 Days $35,726.46 2.46% Creditors Amount 90 Days $369,489.04 25.40% Current $247,638.02 41.57% Total Outstanding Amount $1,454,652.23 Over 30 days $160,956.03 27.02% Less – Unapplied Credits $5513.99 Over 60 days $30,879.51 5.18% Over 90 days $156,183.88 26.22% Actual Outstanding $1,449,138.24 Total outstanding amount (Including Overdue) $595,657.44 Less: Unapplied Credits $260,885.01 TOTAL ACTUAL OUTSTANDING $334,772.43

Following are the details of invoices over $10,000 which were received and entered during End of Month Report - March 2013 the month of March 2013:

800000.00 Supplier Amount AUSFUEL $37,744.01 700000.00 KATHERINE SMALL $10,525.00 600000.00 MVR $10,541.80 NORTHERN TRANSP $11,280.00 500000.00 QUIK CORP PTY L $36,622.59 Feb 28.02.2013 400000.00 PETER WAUGH $12,476.05 Mar 31.03.2013 TELSTRA $27,656.66 Timeframe 300000.00 POWER & WATER C $37,590.52 200000.00 BUSH SPARKIES E $14,476.64 BRIDGE TOYOTA $73,245.30 100000.00 ADD ISRM $40,663.26 0.00 KATHERINE TOYOT $130,067.19 Current 30 days 60 days 90 days KATHERINE SHEET $75,199.30 Amount TRISTAR INDUSTR $193,600.00 $711,688.32

As at 15th April, the outstanding debt is $640,498. Except payment to Ausfuel, which is expected to be made within first fortnight of April, all other amounts as stated above have already been paid. AR Top Ten Debtors Roper Gulf Shire Council Top Ten Outstanding Creditors Description Amount Long Description As of 31 March 2013

1 DHLGRS - R&M 192,977.92 DHLGRS - R&M Contract Only

2 DHLGRS - Tenanc 110,296.69 DHLGRS - Tenancy Management Supplier Account Name Outstanding Remarks 3 Numbulwar Store 76,381.50 Numbulwar Store Account Amount ($) 4 Power And Water 46,713.76 Power And Water Corporation - Accounts Payable 10014 Sun Superannuat 2,137.14 Except Territory Housing, all other amount 5 DCI - General 36,385.39 Dept of Infrastructure - Katherine are related to regular tansaction and is 6 Numbulwar Homel 20,440.00 Numbulwar Homelands Council Assoc. Inc. expected to settled in 7-15 days time. 7 IS Australia 19,502.99 IS Australia 11897 REM SERV 2,870.96 8 IS Australia 10,374.33 IS Australia - Mataranka 10011 MTAA Superannua 3,087.32 9 DHLGRS - Accom 10,085.00 DHLGRS - Accommodation Only 10000 AGEST 3,298.40 10 Power And Water 9,490.13 Power And Water Corporation - Katherine 10012 REST SUPER 4,959.82 532,647.71 10006 HESTA SUPER 7,596.11 10002 Australian Supe 22,834.83 10054 AUSFUEL 38,685.68 10009 LOCAL SUPER 49,715.71 10027 TERRITORY HOUSI 51,464.89

Total 186,650.86

- 89 - - 90 - Ordinary Council Meeting 1 May 2013 Attachment 1 RGSC Finance Report as at 31-03-2013.pdf

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 RGSC Finance Report as at 31-03-2013.pdf 2 AP Age Analysis Report.pdf 3 AR Age Analysis Report.pdf

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Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT 1) Salaries were budgeted for 100% employment and attendance rate. The amended budget for non agency services has been amended to reflect to true attendance ITEM NUMBER 14.3 rates. TITLE FINANCE - BUDGET REVIEWS 2012-13 2) The Auction that was held in April 2013 will see income being attributed to assets for REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL the disposal of fleet, plant and equipment at that auction. MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL 3) Fleet, plant & Equipment expense are budgeted for full utilisation but there is a MEETINGS\2013.05.01 ORDINARY COUNCIL potential saving of about $200 000. MEETING\REPORTS - 363097 4) All non essential capital purchases have been postponed to the next financial year and there have been active efforts by management to cut expenses in their AUTHOR Lokesh Anand, Finance Manager departments

5) Employment in all non essential vacant positions or new vacant positions has been RECOMMENDATION delayed to next financial year.

(a) That Council, as part of a budget review process of the 2012-13 Budget, adopt

and approve the variations to the expenditure and income in the 2012-13 as FINANCIAL CONSIDERATIONS listed in the report. Nil

ATTACHMENTS: BACKGROUND At the Ordinary Council Meeting in July 2012, Council passed a balanced operational budget for 1 24042013 Income Statement by Nat Act Type.xls 2012-13 financial year. Amendments to the initial budget were approved in September 2012. Further 2 24042013 Income Statement by Service Group Template.xls proposed amendments to the budgets are presented for council’s consideration in order to reflect a more realistic position of the actual income and expenditure that has occurred during the year.

ISSUES/OPTIONS/SWOT As reflected from the figures, there has been a significant increase in expenses and decrease in income.

The primary reasons for the increase in the expenses are: 1) Organisational restructure with an addition directorate and additional positions. 2) Occupational Health and Safety Audit and resultant need for immediate remedial work. 3) Implementation on the new payroll system (Chris 21) and outsourcing payroll. 4) Increase in the capital expense, specially updating of fleet 5) The initial budget only reflected approximately $3.1 m expense in depreciation however the amended budget this amount is approximately $3.9m. The depreciation expense is a non cash expense it still has implications on the budget and therefore is recorded at the full amount in amended budget.

The primary reasons for decrease in income are: 1) Reduction in Night Patrol funding from $3.3m to $2.5m 2) Several Grants were budgeted for at the start of the year in anticipation of a successful application for those grants however the grant was never received. 3) A optimistic estimation of income on some commercial contract – Airstrips, litter collections 4) The treatment of the prepayment of Australian Government Federal Assistant Grant as an income in last year and proposal to change this accounting treatment differently this financial year. This will bring about a change of approximately $2m in the budgeted figures 5) A significant decrease in the Territory Housing repair and maintenance income.

The major things to consider in this budget review are:

- 139 - - 140 - Attachment 1 12042013 Income Statement by Nat Act Type.xls Attachment 1 12042013 Income Statement by Nat Act Type.xls

Roper Gulf Shire

12 13GLACT Council Income & Expenditure Report as at 26-March-2013

for the year 2012 - 2013 2012 -

2013

13GLACT 13GLBUD2 13GLBUD3 Year to Date Amended Actual ($) Budget ($) Budget ($) Income

11 - Income Rates 870,464 603,745 871,340 12 - Income Council Fees and Charges 305,632 251,000 286,564 13 - Income Operating Grants Subsidies 12,128,518 21,563,283 18,177,230 14 - Income Investments 336,410 600,000 500,000 15 - Income Contributions Donations 45,235 0 44,950 16 - Income Reimbursements 251,033 0 235,872 17 - Income Agency and Commercial Services 5,031,058 9,033,884 6,932,353 18 - Income Capital Grants 277,127 506,482 506,482 19 - Other Income 4,720,940 3,398,601 4,231,782

Total Income 23,966,418 35,956,995 31,786,572

Expenditure

21 - Employee Expenses 11,566,824 17,236,302 16,722,708 22 - Contract and Material Expenses 5,559,681 9,283,595 7,808,510 23 - Fleet, Plant & Equipment 1,475,514 1,738,112 1,998,422 24 - Asset Expense 2,023,485 3,190,206 3,996,000 25 - Other Operating Expenses 2,873,017 4,508,779 3,790,974 27 - Finance Expenses 45,731 0 51,036 Total Expenditure 23,544,253 35,956,994 34,367,650

Surplus/(Deficit) 422,165 0 -2,581,078

Capital Expenditure

53 - WIP Assets 2,601,086 3,186,318 3,381,903 Total Capital Expenditure 2,601,086 3,186,318 3,381,903

Attachment 1 Page 141 Attachment 1 Page 142

Attachment 2 12042013 Income Statement by Service Group Template.xls Attachment 2 12042013 Income Statement by Service Group Template.xls

Roper Gulf Shire

Council 12 13GLACT Income & Expenditure Report as at 26-March-2013

for the year 2012 - 2013 2012 -

2013

13GLACT 13GLBUD2 13GLBUD3 Year to Date Amended Actual ($) Budget ($) Budget ($) Income

1 - Core Services 5,031,920 8,839,618 8,348,118 2 - Agency Services 15,110,956 18,005,748 17,486,516 3 - Commercial Services 3,705,417 9,091,629 5,460,010 4 - Other Council Services 104,345 20,000 491,928 5 - Not Applicable 10,685 0 0

Total Income 23,963,322 35,956,995 31,786,572

Expenditure

1 - Core Services 10,191,294 11,788,406 12,380,887 2 - Agency Services 9,707,738 17,196,329 16,556,506 3 - Commercial Services 3,399,130 6,581,351 5,063,138 4 - Other Council Services 246,183 390,909 367,118 Total Expenditure 23,544,345 35,956,995 34,367,649

Surplus/(Deficit) 418,977 0 -2,581,078

Capital Expenditure

1 - Core Services 1,954,598 1,532,000 2,067,400 2 - Agency Services 608,931 834,318 930,010 3 - Commercial Services 37,558 695,000 384,493 4 - Other Council Services 0 125,000 0 Total Capital Expenditure 2,601,086 3,186,318 3,381,903

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Attachment 2 12042013 Income Statement by Service Group Template.xls Ordinary Council Meeting 1 May 2013

CORPORATE GOVERNANCE DIRECTORATE REPORT Roper Gulf Shire Council 12 13GLACT Income & Expenditure Report as at ITEM NUMBER 14.4 12-April-2013 TITLE Grants - Common Seal sample for Dept. of Children and Families (DCF) for the year 2012 - 2013 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL 2012 - 2013 MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL 13GLACT 13GLBUD2 13GLBUD3 MEETINGS\2013.05.01 ORDINARY COUNCIL Year to Date Amended MEETING\REPORTS - 363344 Actual ($) Budget ($) Budget ($) AUTHOR Amanda Haigh, Grants Coordinator Income RECOMMENDATION 1 - Core Services 5,010,019 8,839,618 7,421,976 2 - Agency Services 10,609,575 18,005,748 17,289,656 (a) That Council accept the request to provide a sample of the Common Seal to DCF 3 - Commercial Services 3,595,305 9,091,629 5,765,403 by placing the Common Seal on NGO Update Form. 4 - Other Council Services 46,299 20,000 491,928 Total Income 19,261,198 35,956,995 30,968,963

Expenditure BACKGROUND DCF are updating their records and have requested Council to provide the Common Seal on 1 - Core Services 9,914,953 11,788,406 15,006,438 the update form. This will ensure all paperwork requiring the Common Seal can be identified 2 - Agency Services 9,565,422 17,196,329 16,480,879 easily to be correct. 3 - Commercial Services 3,337,438 6,581,351 4,977,583 4 - Other Council Services 242,581 390,909 366,928 ISSUES/OPTIONS/SWOT Total Expenditure 23,060,393 35,956,995 36,831,828 Nil

Surplus/(Deficit) -3,799,196 0 -5,862,865 FINANCIAL CONSIDERATIONS Nil

Capital Expenditure ATTACHMENTS: 1 - Core Services 1,954,598 1,532,000 1,596,000 1 DCF NGO Update form.pdf 2 - Agency Services 534,991 834,318 808,778 3 - Commercial Services 37,558 695,000 787,820 4 - Other Council Services 0 125,000 125,000 Total Capital Expenditure 2,527,147 3,186,318 3,317,597

Income by Service Group

1 - Core Services 19% 26% 2 - Agency Services

3 - Commercial Services

55% 4 - Other Council Services

Expenditure by Service Group

1 - Core Services 1% 14%

- 146 - Attachment 2 Page 145 2 - Agency Services 44% Attachment 1 DCF NGO Update form.pdf Attachment 1 DCF NGO Update form.pdf

Attachment 1 Page 147 Attachment 1 Page 148

Attachment 1 DCF NGO Update form.pdf Attachment 1 DCF NGO Update form.pdf

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Ordinary Council Meeting 1 May 2013 Attachment 1 FaHCSIA CDEP Variation 39.pdf

CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.5 TITLE Grants - Variation # 39 CDEP - FaHCSIA REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363351 AUTHOR Amanda Haigh, Grants Coordinator

RECOMMENDATION

(a) That Council accept the variation from FaHCSIA for CDEP by two signatures and dating both copies of the variation agreement.

BACKGROUND CDEP through FaHCSIA will be finishing as at 30 June 2013 and being replaced by the RJCP through DEEWR. Therefore FaHCSIA is ensuring all CDEP providers will have minimal funding surplus if any by 30 June 2013. The variation provides the new budget that FaHCSIA expect Roper Gulf Shire Council to use by 30 June 2013 as projected from half yearly financial reports.

ISSUES/OPTIONS/SWOT NIL

FINANCIAL CONSIDERATIONS Income Operational Old $1,929,047.00 New $1,606,104.00 Capital Old $905,906.00 New $757,690

Expenditure WR and CD Funds Old $1,226,047.00 New $903,104.00 Other Staff Old $298,200.00 New $149,984.00

ATTACHMENTS: 1 FaHCSIA CDEP Variation 39.pdf

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Attachment 1 FaHCSIA CDEP Variation 39.pdf Attachment 1 FaHCSIA CDEP Variation 39.pdf

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Attachment 1 FaHCSIA CDEP Variation 39.pdf Ordinary Council Meeting 1 May 2013

CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.6 TITLE Strategic Plan 2013-2016 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363399 AUTHOR Jyoti Pudasaini, Corporate Planning & Compliance Officer

RECOMMENDATION

(a) That Council receive and note the report on the timeline for Strategic Plan 2013- 2016. (b) That Council agree to the release of the draft strategic plan 2013-2016 for public Comment

BACKGROUND The Roper Gulf Shire Strategic Plan 2013-2016 is a 3 year strategic plan starting from 1 July 2013. The final plan is approved after consultations with community, local boards, managers, directors, and Council.

Strategic Plan 2013-2016 Key dates:

10 Jan 2013 Consultation with Managers - Workshop in Managers Meeting 29 Feb 2013 Consultation with Councillors– Workshop with Councillors Round 1 29 Apr 2013 Consultation with Councillors– Workshop with Councillors Round 2 1 May 2013 Council to agree on Draft Goals and Strategies for inclusion in Draft Shire Plan and to release for 21-day public comment period. During this time presentations will be given to Community via combinations of Community Meetings, Local Board agenda item, other means including the website. 29 May 2013 Present the Draft Strategic Plan to FACM for approval. 1-7 June 2013 Cover Design for Strategic Plan 2013-2016 ready for comment 26 June 2013 Council approval of design work for the Strategic Plan 2013-2016

From the Strategic Plan, the Shire Plan can be developed which will lead to operational plans specific to the year and goals set by the Council. This is a “top-down” approach to reinforce the notion that Council sets the Strategic Goals for which the organisation will operate. The organisation will implement activities that strive to achieve these goals and will be summarised in the Shire Plan and detailed in an operational plan.

ISSUES/OPTIONS/SWOT The goals and strategies agreed to by Council will be addressed in the Shire Plan 2013- 2014. The finalisation of this strategic plan will allow the implementation activities focussing on how we can deliver on these goals to be developed in the Shire Plan 2013-2014.

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: There are no attachments for this report.

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Attachment 1 FIN008 - Draft Rating Policy.doc

Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.7 TITLE New Policy - FIN008 Rating Policy REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL 1. POLICY CERTIFICATION MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363694 Policy title: Rating Policy Policy number: FIN008 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance Category: Policy Classification: Finance RECOMMENDATION Status: Draft

(a) That Council adopt the draft FIN008 – Rating Policy 2. PURPOSE

To establish a policy for the determination and recovery of rates and charges levied which BACKGROUND seeks to the greatest extent practicable to achieve fair and consistent treatment of all The FIN008 – Rates Assessment Policy has been drafted to address many issues that have ratepayers. arisen from the charging of rates. The policy follows the legislation and guidelines and clarifies many of the clauses and sections relating to rates in the legislation. Chapter 11 of The policy supports and is in accordance with the Northern Territory’s Local Government Act the Local Government Act allows for the charging of rates and the parameters in which they may be charge. This Policy provides information in addition to that which is provided in 2008 and all subsequent amendments. This policy has been developed to detail, clarify and Rates Declaration and it clarifies the strategic position beyond the life of a Rates Declaration. support the rating provisions in the legislation. If in the event the policy contradicts any part It formulates an open and transparent rating process from which the annual Rates of the legislation, it is the legislative requirements that will prevail. Declaration can be guided and created. 3. ORGANISATIONAL SCOPE ISSUES/OPTIONS/SWOT This policy applies to all ratepayers, unless otherwise specified, who have their properties NIL located within shire boundaries.

FINANCIAL CONSIDERATIONS 4. POLICY STATEMENT NIL The Council intends to raise, for general purposes by way of rates which will be raised by the application of: ATTACHMENTS:  1 FIN008 - Draft Rating Policy.doc Differential valuation‐based charges (“differential rates”)  Differential rates with differential minimum amounts being payable in application of each of those differential rates.  A fixed charge (“flat rates”).  Flat rates for different classes of allotments within the shire area.

Roper Gulf Shire Council applies a combination of flat rates and differential rating pursuant to Chapter 11 of the Local Government Act 2008). The application of the rating method is primarily applied as determined by the type of property, the land‐use and the location within the Shire. Rates for each allotment within the shire area are set using the methodology set out in the rates declaration. The Council will approve an annual Rates Declaration.

The Council will determine the property type and the applicable rating category and may change this category based on the information supplied to the Council at the time of issue of Rates Notice. The information may be supplied via a variety of sources including observation of use. The new property type will be reflected on the Rates Notice and no further notification regarding the change of property type will be given to the ratepayer. The ratepayer can submit an application to change the property type and rating category as per section 6.4 of this policy. The rate payer also has the right to appeal on the Roper Gulf Shire Council’s decision to change a property type and rating category.

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Attachment 1 FIN008 - Draft Rating Policy.doc Attachment 1 FIN008 - Draft Rating Policy.doc

5. DETERMINATION AND DEFINITIONS categories s 142(1): (a) rateable land; and Land use The purpose for which the land is used being used (b) conditionally rateable land; and Property type Is defined by the properties land use being Residential, (c) land (exempt land ) that is exempt from rates. Commercial, Horticultural / agricultural / rural living, Vacant Land Vacant Land Residential land that does not contain a residential dwelling Property location is the physical location of the property and the community/town Land use The categorical use of the land for which the property type is boundaries in which the property exists. defined. “residential dwelling” means a dwelling house, flat or other substantially self contained residential unit or building on residential land and includes a unit 6. PRINCIPLES within the meaning of the Unit Titles Act. 6.1 Method of Valuation

“residential land” means land used or capable of being used for residential purposes Pursuant to Section 149 of the Act, the Council adopts the Unimproved Capital Value (UCV) (includes land on which there is no residential dwelling). method as the basis of the assessed value of allotments within the shire area used for pastoral and commercial purposes. “commercial and means those activities that are carried out by individuals, industrial activity” partnerships, associations and corporations for the purposes of The UCV of each property in the Roper Gulf Shire Council for the purposes of rates is defined generating revenue for profit. These can be carried at home or at a as the UCV as determined by the Australian Valuation Office (AVO) at a particular time. The proposed business address. Revenue is not the medium to Council will use the most up‐to‐date UCV determined by the Australian Valuation Office in its determine the classification but it is the land use that will Rates Declaration. The Rates Declaration is approved by Council with the specific amounts determine if property is residential or commercial. In case of partial each year and it is those amounts in the approved Rates Declaration that will be used for usage of land i.e for both residential and commercial, the greater appropriate year, irrespective of the release of new UCV values. rates for the category would be applicable. (irrespective of the revenue generated, being $1 or 1 million) 6.2 Categorisation of Land

Land is categorized in s142 of the Local Government Act to be a) rateable land; b) “government activity” means those activities that are carried out by employees of the conditionally rateable; c)exempt land. The parameters for conditional rated land and exempt Australia or Northern Territory Governments for the purpose of land are very explicit in s142 and s143 of the Local Government Act. providing support to the residents of the townships and

communities within the shire as identified in paragraph 5 above. If the conditionally rateable land does not have an approved rating proposal in force

applicable to the land then that particular land will not be rateable. “garbage collection the “garbage collection service” comprises a collection service of service” one garbage collection visit per week with a maximum of one 240 6.3 Property Type litre mobile bin per garbage collection visit. The total garbage The property type is defined by the land use of that land or property. collection service charge for an allotment is the Total Garbage Service Charge=garbage collection service charge x #bins assigned 1. Conditionally rated properties are s142(1): x #assigned collection services  Land held under a pastoral lease (Pastoral Properties)  Land occupied under a mining lease The number of assigned collection services and the standard number of bins  Other land that is classified under the regulations as conditionally rateable. assigned are dependent upon the community. 2. Urban Farm Land classification criteria s143(2): Conditionally rateable Is defined in s142 of LGA as:  its area is more than 0.8 of a hectare; and land (a) land held under a pastoral lease;  it is used by the occupier for carrying on a prescribed business or industry; (b) land occupied under a mining tenement; and (c) other land that is classified under the regulations as  the occupier derives a substantial part of the occupier's livelihood from conditionally rateable. carrying on that business or industry. Categorisation of land The land in a local government area is divided into 3 basic 3. Exempt Land

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Attachment 1 FIN008 - Draft Rating Policy.doc Attachment 1 FIN008 - Draft Rating Policy.doc

 Section 144 of the LGA defines the land which is exempt from being a rateable property If a request to change the use of land in respect to a rateable property is received by Council,  If an instance occurs in which the land use is for If land is used for 2 or more the rates officer will, within 7 days, prepare a report for the consideration of the Director of different purposes, and 1 or more but not all the purposes are exempt, the Corporate Governance. The Director of Corporate Governance will review the report and land is not exempt from rates unless the non‐exempt purpose is merely within 7 days make a determination in respect to the classification of the use of the land. The incidental to the exempt purpose. determination will be communicated to the ratepayer if the change has been requested by 4. Residential Properties the ratepayer. 5. Commercial Properties 6. Rural Properties The Council will determine the property type and the applicable rating category and may change this category based on the information supplied to the Council at the time of issue of Summary of the relationship between Land Category and Rate Classification Rates Notice. The information may be supplied via a variety of sources including observation of use. The new property type will be reflected on the Rates Notice and no further Category of Land Use Rate Classification Property Types included notification regarding the change of property type will be given to the ratepayer. The Land ratepayer can submit an application to change the property type and rating category as per Conditionally Pastoral Conditional Rate 1 – Pastoral Lease section 6.4 of this policy. The rate payer also has the right to appeal the Roper Gulf Shire Rateable Pastoral Lease Council’s decision to change a property type and rating category according to section 6.16 of Mining and/ Conditional Rate2 – Mining and/ Extraction Lease this policy and sections 232‐240 of the LGA. Extraction Mining and Extraction Lease 6.5 Payment by Installment (s161 LGA) Rateable Residential Residential 1 Residential Living Roper Gulf Shire levies rates once a year and allows payment of rates to be made in two Residential 2 Residential Living installments. The first installment is to be paid on or before 30 September of each year and Residential 3 Vacant Land second installment is to be paid within four months of the due date issued on the rates notice. Commercial Commercial 1 Any business operating on the 6.6 Overpayment of Rates Operation Commercial 2 allotment; industrial operations; The Council is obligated to refund balances that are in credit as a result of an overpayment of Government operations not rates. exempt 6.7 Change of Information and Details (s 153 LGA) Rural, Rural Rate 1 Rural Land <200ha Agricultural, It is a ratepayers responsibility to notify the Council of any changes to the assessment records. Horticulture Rural Rate 2 Rural Land>200ha Changes include change of postal address of the ratepayer/owner, change of ownership, and Other Other Rate Urban Farm Land change of other contact details. Notice must be given in writing within 28 days of the change. Exempt Non‐ Exempt Various as defined in s144 6.8 Sale of Land for Non‐Payment of Rates (s173 LGA) commercial The Local Government Act provides that a Council may sell any property where the rates are 6.4 Process for the Change of Property Details in arrears. Section 173 Power to sell land for non‐payment of rates states that “If rates have A request to make a change to the Property Type must be made by the ratepayer to the been in arrears for at least 3 years, an overriding statutory charge securing liability for the Council by way of submission of Form 105‐003 Application for Change of Property Details or rates has been registered for at least the last 6 months; the council may sell the land.” equivalent notification which contains the following information: 6.9 Late Payment of Rates (s 162 LGA)

I. Lot Number of the property If rates are not paid by the due date, interest accrues on the amount of the unpaid rates at II. Address of Property the rate of 18%. (As published in the Shires Rates Declaration). III. Community/Town IV. Name of Ratepayer Interest is calculated on a daily basis on the amount in default (exclusive of interest) from the V. Proof of Land Use due date until the date of payment s.162.

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Attachment 1 FIN008 - Draft Rating Policy.doc Attachment 1 FIN008 - Draft Rating Policy.doc

6.10 Concession due to Hardship (s 165 LGA) A council may grant a rate concession to alleviate financial hardship. A rate concession may be Standard residential 703.00 731.82 761.83 793.06 825.58 granted on application by a person who establishes to the council’s satisfaction that the Standard commercial 832.86 867.01 902.56 939.56 978.08 person will suffer financial hardship if the concession is not granted s.165. Borroloola / 408.44 512.72 617.01 721.29 825.58 6.11 Rates Declaration (s 155 LGA) Mataranka residential A rates declaration for the rating year must be declared by the Council prior to 31 July in the rating year. The declaration may incorporate the approved Conditional Rates and must state Borroloola / 655.14 735.88 816.61 897.35 978.08 the General Rates for the particular rating year. Mataranka

The declaration must state: commercial (a) the amount to be raised for general purposes and, if an amount is to be raised Vacant land 408.44 512.72 617.01 721.29 825.58 for a special purpose, the amount to be raised for the special purpose; and (b) the basis or bases of the rates; and Rural living 449.32 543.39 637.45 731.52 825.58 (c) if the rates are to be payable in instalments – the number of instalments and agricultural, when they will be payable. horticultural >200 hectares 6.12 Waste Management Charges For all town or community properties, or those receiving waste management services from or Rural living 589.60 648.59 707.59 766.58 825.58 agricultural, on behalf of Roper Gulf Shire Council, a flat charge per bin per annum per property in respect horticultural <200 of the garbage collection service provided, multiplied by the number of standard rubbish bins hectares at the property and by the number of services per week. Note: Total rates revenue projections are conservative estimates only. Additional rates and charges will be levied on railway corridor properties, All other service charges and fees are scheduled in the Roper Gulf Shire Council Fees and Charges Schedule. 6.14 Provisions In order to ensure all ratepayers meet their obligations to pay the rates and charges levied, The service charges are not a rate but rather a fee for service provided. Hence they are not Council will apply the following procedures to recover any overdue rate: waived even if a ratepayers rates are waived for a particular year in accordance with s162 and s165 of the Local Government Act. 6.14.1 Commencement of debt collection

6.13 Equal Rates for Property Types (First) reminder letter will be issued to all ratepayers with an overdue account after 45 days Roper Gulf Shire Council is looking to standardise all rates for residential and commercial on non payment of the instalment. The (First) reminder letter will advise the ratepayer of the properties in the Shire over the next 5 years. amount overdue, details of interest accumulating on the amount and a prompt payment within 14 days or to contact Council to enter into an arrangement Example: Assuming a Local Government Index increase of 4.1 per cent per annum, by 2017‐18 All matters which are referred to Council meetings will continue to accrue interest unless the standard rate level will be $825.58 for residential, and $978.08 for commercial properties. specified by Council. The charges proposed for commercial, residential, horticultural / agricultural / rural living, and vacant land properties in Mataranka, Borroloola, Larrimah and Daly Waters will result in equal Where no response is received within 14 days of first letter, a second letter/final notice will be rate levels in the 2017‐18 year. It is assumed that rates for all other properties will increase issued to those ratepayers who still have an overdue rate. The letter is to advise ratepayers of by 4.1 per cent Local Government Index for each of the 5 years until 2017‐18. In this example the amount overdue, details of interest accumulating on the amount and that if payment is the 5‐year projection of rates by property type would be: not received in full or an arrangement made with Council within 14 days, the council would refer the default ratepayer to the collection agent.

Where no response has been received, outstanding debt will be forwarded to Council’s debt RATE CLASSIFICATION 2013‐14 2014‐15 2015‐16 2016‐17 2017‐18 collection agent.

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6.14.2 Intention to Sell  provide a copy in a conspicuous place at its public office; this notice may be kept on display until the day of the auction. Please refer to Section 173 and 174 of the Local Government Act. 6.15 Writing off debts The Council under Section 173 of the Local Government Act, may sell the land on which the Section 27 of the LGA Regulations states that Council may write off unpaid rates by way of rate was levied. However, Council may not sell the land if the liability of the owner of the land Council resolution. S 27(2) explicitly states that “a resolution is not to be passed by a council to pay the overdue rate is the subject of a proceeding pending in a court. A decision to sell the unless the CEO certifies in writing: land may only be made by resolution. (a) if the debt is for rates – that there is some doubt whether the rates were properly imposed, or are recoverable at law, or it would be impracticable or uneconomical A report on properties listed in the ‘Intention to sell land for rates arrears’ category, must be to recover the rates” referred to a Council meeting for a decision. Once Council has resolved to sell land for arrears of rates, council must give notice to the owner of the land, each encumbrance, lessee or 6.16 Appeal trustee which has given written notice to the Council of the person’s interest in the land. If a dispute is not resolved between the Council and ratepayer directly, the ratepayer has the right to appeal to the Local Government Tribunal as per Local Government Act Sections 232 to The Council, as soon as practicable after deciding to sell land under Section 174 of the Local 240. In the appeal, the ratepayer would have to demonstrate as to why the decision made by Government Act, must provide the notice of intention to sell the land and the provisions by council is not correct. The appeal will be considered by Council. If the appellant is not writing to the owner of the land, each encumbrance, lessee or trustee who which has given successful, the use of land will remain unchanged and the Rates Declaration issued will stand. written notice to the Council of the person’s interest in the land. If the appeal is successful, the use of land will be changed and a new Rates Declaration will be issued in respect to the property. Section 154 of the Local Government Act provides for the The Council must start the procedures for selling land within the required period after the correction of rates assessments. notice of intention to sell, unless the amount of all overdue rates on the land has been paid upon. Council’s required period is 2 months from the date of the notice. 7. RELATED DOCUMENTS Other Documents Form 105‐003 Application for Change of The Council may only end, and must end, procedures for selling the land if the amount of all Property Type overdue rates levied on the land, and all expenses incurred by it for the intended sale, are Related Policies Rates Declaration paid upon. Related Publications

Once the required period of 2 months has lapsed, a further report is to go to a Council meeting for consent to the time and place of the proposed auction and the recommendation 8. DOCUMENT CONTROL on who shall hold the auction and the reserve prices. Policy number FIN008

The Council must prepare a notice containing the time and place of the proposed auction and Endorsed by a full description of the land which must be sent to the land owner and each encumbrance, Date approved lessee and trustee who has given written notice to the local government of the person’s Revisions interest in the land. Amendments Next revision due December 2013 At least 7 days but not more than 14 days before the day of the proposed auction, the Council must – 9. CONTACT PERSON  advertise the notice in the local newspaper;  attach a copy of the notice to a conspicuous part of the land; Position Manager Governance & Corporate Planning  provide a copy to the owner of the land and each encumbrance, lessee or trustee & Corporate Planning who has given written notice to the local government of the person’s interest in Contact number 89 729 000 the land;

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Attachment 1 FIN008 - Draft Rating Policy.doc

Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.8 TITLE Update Report - Declaration of Rates and Charges 2013-2014

REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363769 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance

RECOMMENDATION

(a) That Council receive and note the update on the Draft Declaration of Rates and Charges for the financial year 2013-2014.

BACKGROUND The proposed Declaration of Rates and Charge for the financial year 2013-2014 has been re-drafted in line with Council’s decision in the OCM held 16 December 2012. This report is not requesting approval but rather is just an update to ensure that Council is aware of the content of the declaration in preparation for future approval.

ISSUES/OPTIONS/SWOT The declaration allows for annual payments of rates which will be added as an option to the rates notice. The Rates Module will need to be set to allow for this additional parameter. The declaration shows the standard service charges for rubbish bin collection. The amounts and rates for the conditional rates need to be added to the declaration.

FINANCIAL CONSIDERATIONS No financial consideration required at this time.

ATTACHMENTS: 1 Rates Declaration 2013-2014.doc

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Attachment 1 Rates Declaration 2013-2014.doc Attachment 1 Rates Declaration 2013-2014.doc

Declaration of Rates and Charges 2013‐2014 “garbage collection the “garbage collection service” comprises a collection service” service of one garbage collection visit per week with a Notice is hereby given that pursuant to Section 158 of the Local Government Act 2008 that maximum of one 240 litre mobile bin per garbage collection the following rates and charges were declared by Roper Gulf Shire Council (the “Council”) at visit. The total garbage collection service charge for an the Ordinary Council Meeting held 01 May 2013 and pursuant to Sections 155‐157 of the allotment is the Local Government Act 2008 (the “Act”) in respect of the financial year ending 30 June 2014. Total Garbage Service Charge=garbage collection service charge x #bins assigned x #assigned collection services

Rates: The number of assigned collection services and the standard number of The Roper Gulf Shire Council makes the following declaration of rates pursuant to sections bins assigned are dependent upon the community.

155‐157 of the Act. Conditionally rateable Is defined in s142 of LGA as:

land (a) land held under a pastoral lease; 1. The following definitions are applicable for the purposes of all sections of this Rates (b) land occupied under a mining tenement; and Charges declaration. (c) other land that is classified under the regulations as

conditionally rateable. Land use The purpose for which the land is used being used Categorisation of land The land in a local government area is divided into 3 basic Property type Is defined by the properties land use being Residential, categories s 142(1): Commercial, Horticultural / agricultural / rural living, (a) rateable land; and Vacant Land (b) conditionally rateable land; and Property location is the physical location of the property and the (c) land (exempt land ) that is exempt from rates. community/town boundaries in which the property exists.

“residential dwelling” means a dwelling house, flat or other substantially self Vacant Land Residential land that does not contain a residential dwelling contained residential unit or building on residential land Land use The categorical use of the land for which the property type and includes a unit within the meaning of the Unit Titles is defined. Act.

“residential land” means land used or capable of being used for residential 2. Council, pursuant to Section 149 of the Act and section 6.1 of the Roper Gulf Shire purposes (includes land on which there is no residential Council Rating Policy (FIN008 – Rating Policy), adopts the Unimproved Capital Value dwelling). method as the basis for determining the assessed value of allotments within the Roper “commercial and means those activities that are carried out by individuals, Gulf Shire boundaries. industrial activity” partnerships, associations and corporations for the

purposes of generating revenue for profit. These can be 3. Council intends to raise, for general purposes by way of rates the amount of $598,466 carried at home or at a proposed business address. which will be raised by application of: Revenue is not the medium to determine the classification a. Differential valuation‐based charges (“differential rates”) with a differential but it is the land use that will determine if property is minimum charge (“minimum amounts”) being payable in each application of residential or commercial. In case of partial usage of land i.e those differential rates. for both residential and commercial, the greater rates for b. A fixed charge (“Flat Rate”). the category would be applicable. (irrespective of the c. Flat rate for different classes of allotments within the shire boundary. revenue generated, being $1 or 1 million)

4. Multi‐Use Allotments: The basis on which the Council determines rates and the “government activity” means those activities that are carried out by employees of subsequent classifications of land which is multi‐use of which one of the uses is the Australia or Northern Territory Governments for the exempt, the allotment will be deemed exempt if the non‐exempt use is “merely purpose of providing support to the residents of the incidental to the exempt purpose” (s.44(2)of the Act). Therefore if the non‐exempt townships and communities within the shire as identified in purpose operates in its own right then the allotment will not be exempt from rates. paragraph 5 above.

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Attachment 1 Rates Declaration 2013-2014.doc Attachment 1 Rates Declaration 2013-2014.doc

All other multi‐use allotments except conditionally rateable allotments will be ii. The number 1 charged at the land‐use rate that has the higher rate level and is not subject to the “predominant use” principle. This classification is used if more than e. COMMERCIAL RATE 2: With respect to every allotment of rateable land one of the above land uses is applicable to a particular allotment. within the localities of Borroloola, Mataranka, Larrimah, and Daly Waters that is used for commercial purposes, a flat rate of $655.15 for each allotment 5. Council declared the following differential rates with minimum amounts being payable multiplied by the greater of: in application of each of those differential rates subject to paragraphs 1,2,3,and 4 of this rates declaration. i. The number of separate residential parts or units that are adapted for separate occupation or use (pursuant to section 148(4) of the Act) on a. RESIDENTIAL RATE 1: With respect to every allotment of rateable land within each allotment of land; or the shire area that is used for residential purposes and for which the rural ii. The number 1 classification is not applicable, and which conditional rating is not applicable in areas excluding Borroloola, Mataranka, Larrimah and Daly Waters f. RURAL RATE 1: With respect to every allotment of rateable land under 200 townships, a flat rate of $703.00 for each allotment multiplied by the greater hectares within the shire boundaries that is used for rural living purposes, of: horticultural, farming, or agricultural purposes that is not conditionally rateable, and is not an allotment for which a pastoral lease is applicable, and i. The number of separate residential parts or units that are adapted for is not exempt land, a flat rate of $499.32 for each allotment will be multiplied separate occupation or use (pursuant to section 148(4) of the Act) on by the greater of: each allotment of land; or ii. The number 1 i. The number of separate residential parts or units that are adapted for separate occupation or use (pursuant to section 148(4) of the Act) on b. RESIDENTIAL RATE 2: With respect to every allotment of rateable land within each allotment of land; or the localities of Borroloola, Mataranka, Larrimah and Daly Waters that is used ii. The number 1 for residential purposes, and for which the rural classification is not applicable, and which conditional rating is not applicable, a flat rate of g. RURAL RATE 2: With respect to every allotment of rateable land over 200 $408.44 for each allotment multiplied by the greater of: hectares in size within the shire boundaries and is used for rural living purposes, horticultural, farming, or agricultural purposes and is not iii. The number of separate residential parts or units that are adapted conditionally rateable and is not an allotment for which a pastoral lease is for separate occupation or use (pursuant to section 148(4) of the Act) applicable, and is not exempt land, a flat rate of $589.60 for each allotment on each allotment of land; or multiplied by the greater of: iv. The number 1 i. The number of separate residential parts or units that are adapted for c. RESIDENTIAL RATE 3: With respect to every allotment within the shire separate occupation or use (pursuant to section 148(4) of the Act) on boundaries that is vacant land and is not exempt land, and is not subject to a each allotment of land; or conditional rating proposal, and for which the rural classification is not ii. The number 1 applicable, a flat rate of $408.44 for each allotment will be applied. h. CONDITIONAL RATE 1 – PASTORAL LEASES: With respect to every allotment d. COMMERCIAL RATE 1: With respect to every allotment of rateable land of conditionally rateable land with the Shire boundaries held under a Pastoral within the Shire area that is used for commercial purposes in areas excluding Lease, the applicable rate to be charged per allotment is the greater of: Borroloola Mataranka, Larrimah, and Daly Waters townships, a flat rate of $832.86 for each allotment multiplied the greater of: i. a differential rate of xx% of the Unimproved Capital Value of the property; i. The number of separate residential parts or units that are adapted for ii. The minimum rate amount of $xx for each allotment. separate occupation or use (pursuant to section 148(4) of the Act) on each allotment of land; or

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Attachment 1 Rates Declaration 2013-2014.doc Attachment 1 Rates Declaration 2013-2014.doc

i. CONDITIONAL RATE 2 – MINING AND EXTRACTION LEASES: With respect to Garbage Service Charge=$176.01 x #bins assigned x #assigned collection services every allotment of conditionally rateable land within the Shire boundaries held under a mining, extractive, or petroleum lease, the applicable rate to be The standard Collection Services are: charged per allotment is the greater of: Location / Community # Weekly Service Standard #bins / Township Collections assigned Barunga i. a differential rate of xx% of the Unimproved Capital Value of the Beswick property; Borroloola ii. The minimum rate amount of $xx for each allotment. Bulman Jilkminggan j. OTHER RATE: With respect to every allotment of rateable land within the Jodetluk shire boundaries that is not otherwise described elsewhere in this Manyallaluk Mataranka declaration, and which is not exempt from paying rates under another Ngukurr statutory act (s.144(L)) a flat rate of $703.00 for each allotment will apply. In Numbulwar the event that the allotment contains separate residential parts or units, then Urapunga the flat rate of $703.00 multiplied by the greater of: Weemol Werenbun i. The number of separate residential parts or units that are adapted for separate occupation or use (pursuant to section 148(4) of the Act) on each allotment of land; or Relevant Interest Rate ii. The number 1 7. The relevant interest rate for late payment and charges is fixed in accordance with Section 162 of the Act at a rate of 18% per annum and is calculated on a daily basis. Service Charges 6. Garbage Collection Service Charge Payment 8. Rates and charges declared under this declaration may be paid by: a. Pursuant to Section 157 of the Act, Council declared the following charges in a. Instalments of two (2) payments approximately equal instalments on the respect to the garbage collection services it provides for the benefit of following dates:‐ eligible ratepayers within or near the following designated communities and i. First instalment to be paid on or before 30 September of each year; townships within the shire area (except such land as the Council from time to ii. Second instalment to be paid within four months of the due date time determines to be exempt or excluded from the provision of such issued on the rates notice. services or for which the Council has determined impractical to provide such b. Full payment due to be paid by 30 September of each year services) and the occupiers of such land. 9. Failure to pay either instalment or full payment by the 30 September will result in penalties based on the instalment method of payment. b. The designated communities, localities, and townships subject to the garbage 10. Instalments falling due on a weekend or public holiday may be paid by the following collection service charge are Barunga, Beswick, Borroloola, Bulman, business day, without incurring any penalty. Jilkminggan, Jodetluk, Manyallaluk, Mataranka, Ngukurr, Numbulwar, 11. Details of due date and specified amounts are listed on the relevant Rates Notice. Urapunga, Weemol, and Werenbun. 12. Variations to those options for payment will be administered according to the conditions outlined on the front and reverse of the Rates Notice. c. The Council intends to raise $278,450.84 by way of garbage collection 13. A ratepayer who fails to pay the rates and charges notified under the relevant rates charges. notice, under section 159 of the Act may be sued for recovery of the principal amount of the rates and charges, late payment penalties and costs reasonably incurred by d. A charge of $176.01 per annum, regardless of whether the service is utilised Council in recovering or attempting to recover the rates and charges. or not, for each allotment used for residential, commercial, industrial, or government activity multiplied by the number of standards bins assigned to the allotment multiplied by the number of collection services per week.

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Ordinary Council Meeting 1 May 2013

CORPORATE GOVERNANCE DIRECTORATE REPORT Attachment 1 WS006 draft Firearm and Tranquiliser Policy.doc

ITEM NUMBER 14.9 TITLE New Policy - WS006 Firearm and Tranquiliser Policy REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL 1. POLICY CERTIFICATION MEETING\REPORTS - 363772 Policy title: WS006 ‐ Firearms Policy and Procedures AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Policy number: WS006 Compliance Category: Policy Classification: Work Health & Safety RECOMMENDATION Status: Draft

(a) That Council adopt the WS006 - Firearm and Tranquiliser policy 2. PURPOSE

The purpose of this policy is to provide clear guidelines on the use, possession, transportation and

storage of firearms and controlled drugs by Council’s Authorised Officers during the course of their BACKGROUND employment with Roper Gulf Shire Council. As an extension to our existing Animal Management Program, Roper Gulf Shire Council now has a Corporate Gun Licence as approved by Council in June 2012. The Firearm and 3. ORGANISATIONAL SCOPE Tranquiliser Policy outlines the conditions under which this licence will be utilised. The firearm Policy applies to the Authorised Officers of Roper Gulf Shire Council. The intent of this policy is to set the procedures for possessing, transporting, using and storing the firearms and ISSUES/OPTIONS/SWOT controlled drugs. The issues associated with a Corporate Gun Licence are addressed in the policy 4. POLICY STATEMENT FINANCIAL CONSIDERATIONS If circumstances warrant the use of a firearm for the lawful and humane destruction of an animal then No further substantial considerations are anticipated. this shall be carried out by an authorised officer. No employee of Roper Gulf Shire Council other than the Authorised Officers are allowed to take control and use firearms or controlled drugs for animal

ATTACHMENTS: welfare purpose. 1 WS006 draft Firearm and Tranquiliser Policy.doc This policy is to be read in conjunction with the provisions of the National Firearms Safety Code and the Northern Territory Storage and Safe Keeping of Firearms Legislation. All authorised officers will act in accordance this legislation as well the Animal Welfare Legislation. Individual authorised officers must uphold all licence requirements in accordance with all relevant NT Legislation.

5. DEFINITIONS Firearm “firearm" means a device or part of a device (whether or not assembled, operable or temporarily or permanently inoperable) that is designed or adapted to discharge shot, a bullet or other projectile:

(a) by expanding gases produced in the device; or

(b) by igniting combustible material; or

(c) by compressed air or other compressed gases (whether stored in the device or attached to the device in pressurised containers).

Authorised Officers Authorised officers are the officers appointed by the Council for the purpose of administering and enforcing the By‐Laws under the Local Government Act and any other statutory Act for which the Authorised Officer is authorised. Animal Management Those Roper Gulf Shire Council employees that are employed for the

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Officers purposes of animal management and is an “Authorised Officer” under both  If the animal is not dead a shot between the eyes may be required. the Animal Welfare Act and the Local Government Act.  Animals destroyed must be taken to the closest waste management station for burial. Employee license An Employee’s Licence permits a person to possess and use a firearm  Gun register is to be completed when gun is returned owned and registered by the holder of the Corporate Licence. The licence  Firearm is to be cleaned as soon as practical after use. Cleaning Kit to be kept on top of allows the employee only to use the firearm as part of his/her work duties gun safe. and not for any other purpose.  Animal Management Officer is to ensure that firearm supplies are kept in stock Shire Roper Gulf Shire Council 6.5 Tranquilliser Gun 6. PROCEDURES  Animal Management Officer from Regional Managers Office will be responsible to administer the tranquilliser gun. 6.1 Storage of Equipment  Only officers that hold a current Northern Territory Police, Roper Gulf Shire Council Animal Management Officers must ensure that the gun is out of site and vehicle is locked Employees “C” class firearm licence may handle the tranquilliser gun or accessories. when not attended. Records will be kept for each time any of the firearm or tranquiliser guns  If the gun is taken from the gun safe, this licence must be on the person taking the gun are removed from the gun safe storage unit. These records will be produced at the request of  Before taking the gun, the “dart Gun Register” must be fill out entering the date and time compliance officer. taken, the reason for taking it and be signed.  Before taking the gun, the police in the area that the gun is to be used should be phoned . 6.2 Misuse of Equipment Give the police the details of where and when the gun will be used. Any employee who is not an Authorised Officer under the Local Government Act and who  While using the gun, all safety measures learned in the firearms training must be does not have the authorization of the CEO or Director of Infrastructure and Technical observed and abided by. Services to conduct an activity of euthanasia, and uses the firearm or tranquiliser weapon will  When the reason for the use of the gun has been completed, the gun must be returned immediately to the gun safe. run the risk of instant dismissal.  On return of the gun, the Dart Gun Register must be completed, entering the date and

time the gun was returned and signature.  Depending on frequency of use, the dart gun should be cleaned once per month and the 6.3 Unauthorised Carry or Storage accessory equipment be checked.  No firearm or ammunition that is not licensed to the Shire should be stored or  The cleaning of the dart gun is to be carried out at the Emungalan road depot workshop. carried in at any of the Shire Buildings at any time.  The Animal Management Officer shall maintain the record of tranquilliser. The format for  No firearm or ammunition that is not licensed to the Shire should be transported in Shire recording tranquilliser is attached as annex 1. vehicle during working hours. 6.6 Control Pole  Always have two officers in attendances. Approach the dog slowly; hold the control pole 6.4 Animal Management Firearm behind you or at your side with the cable loop hanging loosely.  Animal Management Officers are responsible for administration of the animal  Never approach a dog with the control pole held high (like a weapon) as this will set the management firearm. tone for the entire encounter.  Only staff who hold current Roper Gulf Shire Council firearm license; and are authorised  Using both hands slip the noose smoothly over the dogs head until the loop is around the officers; and have the permission of either the CEO or the Director Infrastructure and dog’s neck. Technical Services are permitted to use the firearm.  Use one hand to pull the release cord to tighten the cable until the loop fits snugly, but  Firearm safety procedures must be complied with at all times. not too tight.  Firearm is to be used to destroy savage, stray, destructive, injured or feral animals as  Keep both hands a slight distance apart on the pole. Once the loop is secured around the deemed necessary by Animal Management Officers and in accordance with the Animal animals’ neck, stand beside the dog and slowly guide the dog ahead. Welfare Act.  Manoeuvre the dog to the back of the vehicle; lift the dog onto the tail gate and into the  Gun register is to be completed prior to taking gun from office cage. Close the cage door against the control pole and loosen the loop. While holding the  While the gun is being transported magazine and bullets are to be kept in the glove box cage door slowly remove the loop from the dogs neck and remove the control pole and of the vehicle. close the cage door.  Firearm user is to be sure that there is no life or property in the line of fire prior to  Return the control pole to the holder on the vehicle. shooting.  Once the animal has been hit the Animal Management officer must ensure that it is dead.

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6.7 Use of controlled drugs A syringe with a volume of up to 10ml attached to a 21 gauge, 1 inch needle is recommended  It is the responsibility of the Animal Management Officer to ensure that only personnel for intravenous injection. Intracardiac injections are best performed within a 21 gauge 1 ½ inch with the required competency has access to the drug used in the administration of the needle. Inspectorate Department’s duties and that in all instances the correct recording and reporting procedures are followed for the purchase, supply, administration and disposal of the drug. Animals:  The Animal Management Officer must ensure that they keep accurate records, using the Only dogs may be euthanized using Xylazine. Euthanasia of animals only forms a small template provided by the Department of Health for recording data. component of animal welfare and it must be practiced with due care and responsibility.  The Animal Management Officer must ensure the records are stored and kept in an appropriate location. The records should include the amount of drug being purchased, Dogs of all ages may be euthanized with Xylazine. At not time are animals (of any type) to be used or destroyed, number of dogs treated and the total volume of the drug used. euthanized by any other means than those stipulated in the Australain Veterinary Associations  The Animal Management Officer must be advised of any Schedule 4 drugs that require policy guidelines. These guidelines prohibit the use of other drugs or poisons. disposal and make arrangements for their destruction in compliance with the Poisons Regulations 1965. Disposal of Equipment Needles used to administer drugs must be disposed of immediately after use in a sharps 6.8 XYLAZINE container. These containers, once full, are to be given to the hospital who are responsible for the disposal of other medical waste. Syringes once used should be disposed of in a sharp Administration: disposal container. Xylazine is to be administered by the intravenous or intracardiac injection for rapid euthanasia.

Intreperitoneal and intrathoracic administration of barbiturates is accompanied by extreme Information to be recorded pain and is not regarded as humane. Xylazine is only be used for the euthanasia of dogs. The Each time this drug is used the following information must be recorded: owner’s consent must be obtained and it is the administrator’s responsibility to ensure that 1. The name of dog owner (if available) only the correct animals are euthansied. 2. Total dose or volume of drug used

3. Date of administration The Australian Veterinary Association’s guidelines on the humane destruction of dogs must be 4. Name and signature of person administering the drug adhered to at all times.

Location Storage: Xylaine is only to be used within the boundaries of the Katherine municipality. It is not to be Xylazine is to be stored in a locked cupboard or locked refrigerator away from children and used on any animal under the care of a veterinarian. unauthorised adults at a temperature below 30C. Do not freeze. Access to the key to this

cupboard is restricted to personnel nominated in writing by the permit holder and the key is to beheld by the permit holder or his/her appointed deputy. The key to this cupboard should be 7. REFERENCES coded‐restricted cut access. It is ideal if Xylazine can be stored in a drug cabinet in a pharmacy or clinic. Acknowledgements (original author/source Local Government Act documents) Permit Information/ NT Police

Dosage and Packaging: Animal Welfare Act Firearms Legislation Xylazine should only be purchased in concentrations of 300 – 350mg/ml. The pack size should not exceed 500ml and the stock holding for an area is not to excel 1,000ml. Xylazine is to be Related Policies administered at the dose rate recommended by the manufacturer which is usually 1ml/2kg Related Publications (volume dosage).

Disposal of Carcasses: 8. DOCUMENT CONTROL All animals euthanized by Xylazine are to be buried or burnt. Access of other animals to Policy number WS006 carcasses must be prevented and carcases are not to be used for any other purposes. Animals Policy Owner Director Infrastructure & Technical Services must be confirmed dead (no heart beating or breathing) at the completion of the injection. Endorsed by Date approved Equipment for Use: Revisions Amendments

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Ordinary Council Meeting 1 May 2013

Attachment 1 WS006 draft Firearm and Tranquiliser Policy.doc CORPORATE GOVERNANCE DIRECTORATE REPORT

ITEM NUMBER 14.10 TITLE New Policy - WS007 Drug and Alcohol Policy REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL Next revision due November 2013 MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363773 9. CONTACT PERSON AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Position Manager Governance & Corporate Planning & Compliance Corporate Planning Contact number 89 729 000 RECOMMENDATION Email address [email protected] (a) That Council adopt the Drug and Alcohol Policy. Dates of Amendments made by Council resolution:

BACKGROUND Roper Gulf Shire Council is committed to provide a safe, healthy and productive workplace for all of its employees including visitors, contractors, volunteers, trainees and clients. The Shire recognizes that drugs and alcohol can affect an individual’s fitness for work and can be a contributing factor in workplace injuries and incidents. This policy provides a framework for Roper Gulf Shire Council and its employees to follow when dealing with issues relating to the consumption of alcohol and drugs and meet their obligations under Work Health and Safety Legislation.

ISSUES/OPTIONS/SWOT Nil

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 WS007 Draft Drug and Alcohol Policy.doc

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pharmacist 1. POLICY CERTIFICATION Shire Roper Gulf Shire Council Policy title: Drug and Alcohol Policy Supervisor Any employee having responsibility for guiding employees and Policy number: reporting to management on any issues Category: Policy Workplace All areas where Shire Work is performed, including premises Classification: where site personnel work or are likely to be during their hours of Status: Draft work, or any place at which site personnel are likely to be working in the course of carrying out their duties in connection with the 2. PURPOSE site. Roper Gulf Shire Council is committed to provide a safe, healthy and productive workplace for all of its employees including visitors, contractors, volunteers, trainees and clients. The Shire recognizes that drugs and alcohol can affect an individual’s fitness for work and can be a contributing factor in workplace injuries and incidents. This policy provides a framework for 6. PRINCIPLES Roper Gulf Shire Council and its employees to follow when dealing with issues relating to the 6.1 Shire Responsibilities consumption of alcohol and drugs and meet their obligations under Work Health and Safety Legislation. Shire has obligations to ensure the health and safety of all individuals present in the workplace. Consistent with these obligations Shire will: 3. ORGANISATIONAL SCOPE  provide reasonable assistance through preventative, educational and rehabilitative The Drug and Alcohol Policy applies to all Roper Gulf Shire Council employees inclusive of programs to overcome drug and alcohol problems which present a safety risk to Executive Officers and visitors including contractors, volunteers, trainees and clients. individuals present at the workplace, and  take reasonable steps to ensure that it meets its obligations to employees, volunteers, contractors and visitors to conduct its operations in a safe and responsible manner. 4. POLICY STATEMENT 6.2 Management Responsibilities Roper Gulf Shire Council recognize that the inappropriate use of alcohol and/or other drugs is a significant problem that can affect a worker’s performance and jeopardize their health,  All Executive Managers, Managers and Team Leaders and Supervisor are responsible safety and welfare as well as that of their co‐workers and other people in the workplace. and accountable for the safety of Workers and Shire property under their control, so far as reasonably practicable. The Drug and Alcohol Policy aims to assist and encourage Shire to establish clear and  Executive Managers, managers, Team Leaders and Supervisors are responsible for consistent procedures for addressing risks to health and safety in the workplace associated ensuring all safe system of work policies and procedures are followed at all times. with the inappropriate use of alcohol and/or other drugs.  Manager/Team Leader /Supervisor shall be responsible to report any incidents of an employee being unfit for work due to alcohol or drug consumption, or in the 5. DEFINITIONS possession of illegal drugs, to their senior management as soon as possible. Alcohol Refers to all substances that contain alcohol (including foods and  Where an employee taking prescription drugs is unable, or may be unable, to perform medicines) the required work, the Supervisor, if it is reasonably practicable, in consultation with Drug A substance other then food intended to affect the structure or the employee, may make suitable adjustments to the work for the day. Where this is function of the body. An illicit substance that causes addiction, not a temporary matter the Supervisor will inform the senior manager as soon as habituation, or a marked change in consciousness. practicable. Employees Refers to both indoor and outdoor staff members. Individuals Any reference to an individual will include (without limitation) all Shire employees, agents, volunteers, contractors, employees of 6.3 Individual/Worker Responsibilities contractors, job applicants and visitors to any Roper Gulf Shire Council work site.  Under no circumstances will an employee undertake any work for the Shire if affected Over the counter Drugs which can be purchased legally without prescription from a by alcohol or drugs in a manner that puts their own or any other person’s health and drugs chemist store safety at risk. An employee who believes that they are in an unfit state to perform Prescription Drugs Drugs prescribed by a Medical Practitioner and issued by a their work must inform their supervisor prior to starting work.

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 Any employee taking prescribed drugs who is unable, or may be unable, to perform 9. ACCIDENTS/INCIDENTS – WORK COVER ISSUES the required work to the normal standards, must let the supervisor know before Where it is reasonably believed that the consumption of drugs or alcohol has contributed to commencing work and consult with the supervisor who will determine if temporary, an accident/incident the Corporation may organise for drug and alcohol testing to be alternative arrangements can reasonably be made. undertaken.  In particular, employees who work with or around power driven machinery, drive vehicles while on Shire business or work in hazardous environments must not be 10. CONFIDENTIALITY affected by alcohol or drugs. Confidentiality is fundamental to dealing with problems in the workplace that are related to  While using or driving any power driven machinery or vehicles employees must not the misuse or abuse of alcohol and other drugs in order to protect the privacy of individuals exceed any associated alcohol legal limit. and to encourage employee's acceptance of prevention and treatment measures. The  Employees who have concerns about working with any other employee due to practices to be followed will be as follows: possible alcohol consumption or drug use shall consult with their supervisor.  conversations relating to work performance, conduct or the misuse of alcohol or other  Under no circumstances will an employee knowingly engage in illegal drug related drugs shall be conducted in private. activities or maintain possession of illegal drugs while on Shire business.  all information regarding counseling or treatment shall be treated as confidential.  when employees seek counseling or treatment in their own time, management would 7. COUNSELLING normally not know that it is occurring.  The Shire values its employees and recognises the debilitating effect of drug and  employees may wish their Manager to liaise with their counselor. In this case, alcohol abuse and the potential danger to the employee and others. The initial employees must give their permission in writing for information to be disclosed. The counselling session will be designed to advise the employee of unsatisfactory only information that may be disclosed in such circumstances is work‐related, in order performance and to offer professional counselling that might enable the employee to to support the most effective management of a work performance or conduct problem rehabilitate and overcome the problem. Where appropriate, and as far as is and the reintegration of the employee into the workplace. reasonably practicable, the Shire will assist through the Employee Assistance Programme to provide confidential counselling for employees with an alcohol or drug related problem. 11. REFERENCES  Employees are responsible for the decision to seek assistance and undergo treatment. Acknowledgements (original author/source Employees who refuse to seek assistance and/or do not maintain a satisfactory work documents) performance will be subject to normal disciplinary action. Related Policies Work Health and Safety Policy  Employees who participate in a rehabilitation program must use existing sick leave or Confidentiality and Privacy Policy annual leave. Leave without pay may be granted if the employee does not have any C ode of Conduct sick leave entitlement. Employee Formal Discipline Procedure Related Publications Work Health and Safety Act 8. DISCIPLINARY ACTION  Where it is identified that an employee is affected by drugs or alcohol while at work disciplinary action will be taken in accordance with the Shire’s Disciplinary Procedure to address poor work performance. Such disciplinary action can take the form of 12. DOCUMENT CONTROL verbal or written warnings or, where the Shire deems warranted, dismissal. Policy number WS007  An employee may be dismissed where, it is established that the consumption of drugs Policy Owner or alcohol has contributed to behaviour that:‐ Endorsed by o is unacceptable to the Shire Date approved o jeopardises the health, safety or welfare of the employee or others Revisions o results in injury to themselves and/or another person (s) Amendments o is such that they have failed to heed warnings associated with poor work performance. Next revision due April 2014  An employee will be dismissed if found to be in the possession of an illegal drug or

engaged in illegal drug related activities while on Corporation business. 13. CONTACT PERSON Position Manager Governance & Corporate Planning

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Attachment 1 WS007 Draft Drug and Alcohol Policy.doc

Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.11 & Corporate Planning TITLE Policy Review - HR006 Working with Children Certificate Policy Contact number 89 729 000 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL Email address [email protected] MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL Dates of Amendments made by Council Resolution: MEETING\REPORTS - 363785 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance

RECOMMENDATION

(a) That Council adopt the recommended changes to the HR006 Working with Children Policy

BACKGROUND This policy was created in 2012 as the result of a Council decision in the year prior to that. The policy in its current form was passed by Council on 27/6/2012. It has been identified that the OCHRE card pre-requisite for employment has become problematic prohibitive in the employment process. This issue was discussed at the recent Managers Meeting and it was suggested that greater emphasis be placed on section 5.6 the CEO’s discretionary power to employ persons without an OCHRE card under certain conditions.

ISSUES/OPTIONS/SWOT It is of the general opinion of the Managers within Roper Gulf Shire Council not to remove the OCHRE card requirement for persons employed to non high risk position but rather extend the CEO’s discretionary power to review affected candidates on a case by case basis.

CDEP are jobseekers and are not to be considered volunteers or employees within the scope of this policy. However CDEP participants must be supervised by a supervisor holding a current OCHRE card.

FINANCIAL CONSIDERATIONS The financial implication remains unchanged under this recommendation.

ATTACHMENTS: 1 Draft HR006 - Working with Children Certificate.doc

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Attachment 1 Draft HR006 - Working with Children Certificate.doc Attachment 1 Draft HR006 - Working with Children Certificate.doc

employers, impose conditions on the clearance notice or withdraw the certification. A Police 1. POLICY CERTIFICATION Criminal History Check is not a substitute for a Working with Children Clearance and all Policy title: Working with Children Certificate Policy employees are required to hold a valid Working with Children Clearance even if you have had Policy number: HR006 a police check. Category: Policy 5.2 Certain Offences will Disqualify Classification: HR Status: Approved 27/06/2012 OCM Only certain offences will disqualify a person from engaging in ‘child‐related’ work. SAFE NT will advise persons that they will not have a Clearance Notice issued and will not be able to 2. PURPOSE work in ‘child‐related’ employment. If a person does not agree with the decision, they can ask A Working with Children Clearance screening is a criminal and employment record check for it to be reviewed in the Local Court of the Northern Territory. SAFE NT provides which ensures there is nothing in the candidate’s history which may constitute a serious risk information on how to lodge an appeal with the Local Court. Other types of criminal histories of harm to children. will be considered in the context of the likelihood of risk of harm to children and will be up to the discretion of the CEO. The intention of this document is to define clearly the obligations of Roper Gulf Shire Council 5.3 Recruitment staff members with regards to the Care and Protection of Children Act (NT) 2010, specifically, the Working with Children Clearance and associated Ochre Card. This policy provides the Recruitment advertisements will advise potential applicants that a Working with Children detail required for successful implementation of the Council directive resolution number Clearance certification will be required for an applicant to be considered for appointment. 310/2010 of 17 December 2010 which states “that Council to endorse OCHRE cards as a mandatory condition of employment or contracted services with Roper Gulf Shire Council”. The Working with Children Clearance certifications are valid for a period of 2 years and it is the staff member’s responsibility to ensure that they have a current Working with Children 3. ORGANISATIONAL SCOPE Clearance certification with support provided by the relevant Manager and HR department. This policy applies to all Roper Gulf Shire Council employees, volunteers, and contractors. 5.4 CDEP (or equivalent RJCP) Participants Participants of the Community Development Employment Program (CDEP) are not to be considered to be volunteers for Roper Gulf Shire Council under the scope of this policy. Participants of the Community Development Employment Program (CDEP) or equivalent are jobseekers and are not to be considered to be volunteers for Roper Gulf Shire Council under The Working with Children Clearance offers certification to engage in ‘child‐related’ work for a the scope of this policy. However jobseekers are to be supervised by a supervisor holding a period of time, and offers ongoing monitoring of a candidate’s suitability that is valid for two current OCHRE card. years from the date of issue (unless revoked). 5.5 Transitional Arrangements for New Employees 4. POLICY STATEMENT New staff who have applied for a Working with Children Clearance will need to complete a Roper Gulf Shire Council (RGSC) takes seriously its obligation to ensure that all staff who work, Working with Children Clearance Exemption Form prior to commencement of employment. or volunteer with children, comply with current Northern Territory Government legislation, In liaising with new recruits, HR staff are to ensure the appropriate paperwork is completed specifically the Care and Protection of Children Act (NT) 2010. prior to the agreed start date.

It is an offence under Northern Territory law to continue to undertake ‘child‐related work’ if Staff members with current WWCC Exemption Form awaiting Working with Children you do not hold a valid Ochre Card or Working with Children Clearance Certificate. All Clearance certification must work under the direct supervision of a staff member holding a employees of Roper Gulf Shire Council must have a valid Northern Territory Working with current Working with Children Clearance certification. Children Clearance or OCHRE Card as it is more commonly known. 5.6 CEO to have Discretionary Power 5. PRINCIPLES If in the event that a new employee has not gained their WWCC Exemption prior to the new recruits start date and the employee is working in a low risk area in which the employee is not 5.1 Police Criminal History Check is not an alternative to a Working with Children likely to have contact with children in the normal course of their duties, the CEO may exercise Clearance. discretionary powers to allow that employee to commence their duties on the condition that A Police Criminal History Check examines a person’s criminal history at a fixed point in time. the new employee has a valid receipt and proof that the employee has started the exemption The Working with Children Clearance offers certification to engage in ‘child‐related’ work for a process. In this case the CEO must sign a OCHRE Card Waiver Form for the Commencement of period of time, and offers ongoing monitoring of a candidate’s suitability. This means if a an New Employee in a Low Risk Position. All exceptions to the general OCHRE card policy rule relevant criminal offence is committed during the period of certification, SAFE NT can inform are to be assessed on a case by case basis with the approval of the CEO. Generally each

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employee must have a current OCHRE card once they pass their probationary review. In the Notification of Refusal or Cancellation of a Working with Children Clearance event that an employee has not gained their OCHRE card by the end of their probationary Staff members are required to notify the Roper Gulf Shire Council where a Clearance Notice is period, the CEO has discretionary power to confirm their employment if the employee is not refused or cancelled. Upon cancellation of Working with Children Clearance certification, working in any of the defined categories of “child‐related” work under the Northern Territory’s employment with Roper Gulf Shire Council will be terminated. Care and Protection of Children Act. This discretionary power is on a case by case basis. Notification of Working with Children Clearance certification and date of expiry will be Categories of “child‐related” work (NT Care and Protection of Children Act) recorded on a data base managed by RGSC Personnel in accordance with the RGSC Under the Northern Territory’s Care and Protection of Children Act, a person is in child‐related work and requires a Working With Children Clearance only if the usual duties of the work involve, or are likely to involve, contact with a Confidentiality and Privacy Policy. child aged under 18 years in connection with: 5.8 Cost of Working with Children Clearance  Child protection services provided by or for the Office of Children and Families All new employees are responsible for the cost of their Working with Children Clearance.  Children’s services, including child care provided through child care centres, family day care, after (Please refer to SafeNT website for updated fee schedule). school hours care and at special events  Educational facilities for children, including government and non‐government schools and extra‐ 5.7 curricular activities. This includes positions such as administrative staff, school caretakers and school Replacement costs of lost cards will be at staff members own expense. However OCHRE Card gardeners renewals will be paid by Roper Gulf Shire Council whilst employed by RGSC.  Juvenile detention centres  Refuges or other residential facilities used by children e.g. safe houses, women’s shelters and youth All staff members must provide a colour copy of the Working with Children Clearance residential programs  Hospital wards or any other facilities for health or emergency services in which children are ordinarily certification to the HR department. patients e.g. child and maternal health clinics, ambulance services, paediatric wards and home visiting programs 6. DEFINITIONS  Clubs, associations or movements with significant child membership or involvement, including groups Child (as defined by the Care and Protection of Children Act NT 2010) means a that are of cultural, recreational or sporting nature e.g. cadets, Scouts, sporting clubs, junior rangers, person less than 18 years of age or a person apparently less than 18 years of youth groups, child‐focused ethnic or cultural groups. Activities include coaching, billeting and home‐ age if the person’s age cannot be proved. hosting  Religious organisations and vocations Child‐related means the usual duties of the work involves, or may potentially involve,  Babysitting or child‐minding services work contact with a child aged less than 18 years.  Fostering of children Identified means a position which has been identified as being involved in child‐related  Students on placement in work as part of their studies e.g. student teachers and child care workers Position employment and as such is required by law to hold a valid Ochre Card. Due  Transportation services for children e.g. school bus services to the flexibility across job roles, Roper Gulf Shire Council (RGSC) has  Private tuition services for children e.g. individual or group dance, music or education tuition and coaching services determined that these identified positions include all positions.  Counselling or other support services for children Staff means anyone employed by, or associated with, RGSC on a permanent,  Overnight camps for children casual, voluntary or contractual basis, whether full‐time or part‐time engaged  Road crossing services for school children with child related work.  Sports coaching or sports lessons for children  Accommodation services for children in private residential premises  Any of the following services, activities or facilities that are provided or arranged for children: 7. RELATED FORMS a) gym or play facilities b) photographic services  OCHRE Card Waiver Form for the Commencement of an New Employee in a Low c) talent or beauty competitions d) entertainment or party services. Risk Position.

Other services requiring a Working with Children Clearance  WWCC Exemption Form Members of boards, management committees and partners in businesses that perform work with children also need a Clearance e.g. members of school councils or basketball associations. 8. REFERENCES Related Forms OCHRE Card Waiver Form for the Commencement of an New Employee in a Low Risk Position.

Related Policies Employee Code of Conduct, Employee Formal Discipline Policy, Related Publications Fair Work Australia Act, Occupational Health and Safety Policy, Anti‐

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Attachment 1 Draft HR006 - Working with Children Certificate.doc

Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.12 TITLE Policy Update - FIN001 Financial Discrimination Act (NT) 2007 Delegation Manual

REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL 9. DOCUMENT CONTROL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL Policy number HR006 MEETING\REPORTS - 363331 Policy Owner Director Corporate and Community Services AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Endorsed by OCM Compliance Date approved 27/6/2012 Revisions RECOMMENDATION Amendments (a) That the Council approve the authority for Corporate Planning and Compliance Next revision due December 2013 Officer to approve purchase orders up to $1000

10. CONTACT PERSON BACKGROUND The Corporate Planning and Compliance Officer at times is required to approve small Position Manager Governance and Corporate purchases made by the Governance, Corporate Planning and Compliance business unit. In Planning approving the request, the employee holding this position is trained to fully understand the Contact number 89 729 004 importance of operating and approving purchase orders within budget. The Governance, Corporate Planning, and Compliance budget is constantly monitored by the Manager.

ISSUES/OPTIONS/SWOT The request is for purchase order approval only and not payment approval.

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: There are no attachments for this report.

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Attachment 1 Timetable-Roper Gulf-Nyirranggulung.docx

Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.13 TITLE Election Update - Nyirranggulung Ward By- Supplementary Election Timetable – Thursday 23 May 2013 Election Roper Gulf – Nyirranggulung Wards REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL Note: As from 1 May 2012, the Local Government Act s86 provides for a by-election to be conducted as decided MEETING\REPORTS - 363771 by the Electoral Commissioner AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance Legislative By-election Time Election Program Reference RECOMMENDATION Friday LGER r6 Decided by the Electoral Commissioner Notice Inviting Nominations (a) That Council receive and note the upcoming Nyirranggulung Ward by-election to 3 May be held on Thursday 23rd May 2013, noting that the close of nominations is on 10 Wednesday LGER r11 Decided by the Electoral Commissioner CLOSE OF ELECTORAL ROLL May 2013. 8 May at 5pm 12 noon Friday LGER r 8(4) Decided by the Electoral Commissioner CLOSE OF NOMINATIONS 10 May Should more than the relevant number of nominations be received, a poll will be required and the following BACKGROUND The Never Never Ward and Nyirranggulung Ward went to By-election in April 2013. election timetable will apply Timothy Baker Jr was elected unopposed from the Never Never Ward. There were no Appropriate time, 3pm day following nomination day OR Declaration of Nominations nominations from the Nyirranggulung Ward. Therefore Nyirranggulung Ward which includes LGER r10 no earlier than 12 noon on nomination day, not later than Draw for position on ballot papers Manyallaluk, Barunga, Beswick, and Bulman will be going back to polls. The new dates are 6pm 3rd day after nomination day attached. In summary the nominations for candidates will close 10 May at 12pm with mobile After the order of candidate names rd As soon as polling commencing on 20 May 2013. The proposed election date is Thursday 23 May, LGER r27(2) on the ballot paper is determined or Postal Vote Mail-out Commences practicable 2013. an application received Monday LGER r3 Fixed by the Electoral Commissioner Early Voting Commences ISSUES/OPTIONS/SWOT 13 May The Governance staff and Councillors will be encouraged to engage the community and Monday promote the positive impacts of being an elected member of Roper Gulf Shire Council. The LGER r3 Fixed by the Electoral Commissioner Mobile Polling Commences 20 May role and responsibility will be advertised. 6pm Friday LGER r27(3)(a) 4th day before polling day Overseas Postal Voting Dispatches Cease FINANCIAL CONSIDERATIONS 20 May 6pm Tuesday No budget amendment is required as $29,000 was incorporated in the budget to cover the LGER r27(3)(b) 2nd day before polling day All Postal Voting Dispatches Cease cost of any by-elections that may occur within the year. 21 May 5pm Wednesday LGER r3 The day before polling day Early Voting Ceases 22 May LGA s 86 Decided by the Electoral Commissioner Thursday ATTACHMENTS: LGER rs 3, 37 POLLING DAY Static Polling 8am and 6pm 23 May 1 Timetable-Roper Gulf-Nyirranggulung.docx No later than 6pm LGER rs 3, 37 Ending on polling day Mobile Polling Ceases 23 May LGER rs 46, 51 6pm Wednesday 6th day after polling day Deadline for Receipt of Postal Votes 29 May Final Counts of Postal Votes Commence LGER r52 As soon as practicable after the Wednesday

close of poll 29 May Distribution of Preferences As soon as practicable after the TBA LGER r56 Results of an election have been Declaration of Results of Poll determined To be filed within 21 days after TBA LGA s91 Application Disputing an Election the conclusion of the election

LGA Local Government Act LGER Local Government (Electoral) Regulations

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Ordinary Council Meeting 1 May 2013 Attachment 1 130424 - HR007- Draft Study Leave Policy.pdf

CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.14 TITLE Policy: HR007 Draft Study Leave Policy REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 364240 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance

RECOMMENDATION

(a) That Council accept and adopt the HR007 Draft Study Leave Policy.

BACKGROUND The Study Leave Policy is developed to encourage employees to pursue studies relevant to their role or listed within the workforce development plan as a part of the positions essential and desirable training objectives or approved as a career progression opportunity through a performance review process.

ISSUES/OPTIONS/SWOT Nil

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 130424 - HR007- Draft Study Leave Policy.pdf

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Attachment 1 130424 - HR007- Draft Study Leave Policy.pdf Attachment 1 130424 - HR007- Draft Study Leave Policy.pdf

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Attachment 1 130424 - HR007- Draft Study Leave Policy.pdf Attachment 1 130424 - HR007- Draft Study Leave Policy.pdf

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Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 CORPORATE GOVERNANCE DIRECTORATE REPORT ITEM NUMBER 14.15 TITLE Local Board Terms of Reference: Bulman & Borroloola REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 364370 AUTHOR Stephanie Chan, Manager of Governance, Corporate Planning and Compliance

RECOMMENDATION

(a) That Council receive and approve the Terms Of Reference for the Bulman/Weemol Local Board. (b) That Council receive and approve the Terms Of Reference for the Borroloola Local Board.

BACKGROUND Local Boards form the cornerstone of Council. In conjunction with Governance and each Local Board, so as to preserve the unique individual personality of each of the Local Boards in the Roper Gulf Shire, each Local Board has been developing their own Terms Of Reference that best speaks to their particular Local Board and community.

While some Local Boards are still developing their Terms Of Reference, two Local Boards Bulman and Borroloola are ready to seek Council approval for the Terms of Reference that will govern them.

In applying their own Terms of Reference to govern their Board and Meetings capacity is built into each Local Board which will ultimately empower the Local Community and strengthen the Shire.

With each Local Board the Terms Of Reference are specific to that individual board and its personality. This allows for true community representation in local government, providing a stronger governance framework and the most effective way for communities to be involved in government and policy making.

ISSUES/OPTIONS/SWOT Bulman Local Board As specified by the Bulman Local Board the name will be known as The Bulman/Weemol Local Board to reflect the unique nature of the Local Board Members and area of focus. See attachment

Borroloola Local Board The Borroloola Local Board Terms Of Reference were passed by the Local Board at the 7th March Local Board Meeting. See attachment.

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 TOR Bulman LB 2013.doc 2 TOR LB Borroloola.pdf

- 203 - - 204 - Attachment TOR Bulman LB 2013.doc Attachment TOR Bulman LB 2013.doc 1 1

Terms of Reference for Bulman/Weemol Local Board Government Business Manager and/or Indigenous Engagement Officer. Shire Council representatives.

Local Board Members Role Police The Local Board is a voluntary group that will provide direct advice and School recommendation to Roper Gulf Shire Council on community issues, and social, Health Clinic cultural and local political issues that need to be considered in respect to local Shop government. Land Council Gov. Engagement Coordinator Scope of Advice The Local Board will provide advice and/or recommendations on the following issues Observers may provide information / advice to the HRG if asked. They do not if required: participate in voting, or making recommendations.

Number of Members Timing / Number of meetings The size of the Local Board reflects the community size and structure, so that all A minimum of four (4) meetings will be scheduled during the year for the Local groups in the community are represented at meetings. The number of members on Board. Additional meetings may be called on an ‘as required’ basis, with due the Bulman/Weemol community Local Board is 12 members. consideration given to the timing of these additional meetings to avoid coinciding with community business. 1 – Outstation 1 – Women’s Centre Monthly Meetings. One to be held in Katherine HQ. 5 – Bulman 5 - Weemol Meeting Notice Given Roper Gulf Shire Council will provide all members at least fourteen (14) days notice of a scheduled meeting. Local Board members unable to attend the meeting should Period of Membership let Roper Gulf Shire Council know as soon as they can. Where an additional meeting Local Board members are appointed for an initial period of 12 months etc. has been scheduled, the SSM will provide as much notice as possible. Meeting notice will be provided in writing by the SSM. Membership Resignation Members may resign from the Local Board at any time. Members will notify Roper Roper Gulf Shire Council Rules for Meetings and Making Recommendations Gulf Shire Council staff of their decision as soon as possible. All members will have an equal voice (equal vote); and All members will participate in meetings. Membership Termination Members will make recommendations in the best interest of the community. Local Board members agree that the Roper Gulf Shire Council may terminate a Members will work out the best process for making recommendations and follow person’s membership on the Local Board for the following reasons: the same process each time they are asked to look at that issue. Failure to comply with the agreed Terms of Reference. Roper Gulf Shire Council will meet and provide advice and/or recommendations in Failure to comply with the agreed Code of Conduct. a timely way. Failure to attend two or more scheduled meetings without notifying the Local Board members will conduct themselves in a way that is fair and impartial. Department. Chairperson Termination of membership will only be taken as a last resort after all reasonable The Chairperson is responsible for: efforts have been made to resolve the situation. making sure the meeting agenda is followed deciding when to vote (to make recommendations) Minimum Number of Members at Meetings making sure all members get the chance to be heard making the final decision if there is a tied vote. To make sure that all community groups are represented, the minimum number of Process for nominating and appointing a Chairperson for Local Board meetings shall members to be present at a meeting is 7. If this number is not present, this will be be determined by its members. recorded in the meeting notes and any recommendations made to Roper Gulf Shire Council. Privacy and Confidentiality Meeting Observers Local Board members should not discuss with anyone outside of Roper Gulf Shire Council how members voted on particular issues. The following individuals / organisations may attend Local Board meetings as Local Board members can request all or part of a meeting to be closed to Observers, observers, unless the Local Board members, through Roper Gulf Shire Council, ask to allow the members to discuss sensitive issues in private. Roper Gulf Shire Council them not to attend a meeting.

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Attachment TOR Bulman LB 2013.doc 1 Attachment 2 TOR LB Borroloola.pdf

staff member who facilitates the meeting will notify the Observers when they are not required at a meeting.

Role of Roper Gulf Shire Council Roper Gulf Shire Council, will provide a Secretariat role to the Local Board meetings. This includes: Maintaining a current register of members and contact details. Arranging the meetings and letting members know when they will be held. Preparing meeting agendas and other paperwork. Booking and supplying interpreters, if required. Arranging presenters required by the Local Board members. Recording attendance, minutes and recommendations from the Local Board meetings. Advising the Local Boards of decisions made by Roper Gulf Shire Council. Where decisions differ from the recommendation made by the Local Board, Roper Gulf Shire Council will provide feedback on why this occurred. Coordinating training and development of Local Board members. Ensuring the community is aware the Local Board is an advisory and reference group only and not responsible for making final decisions. Notifying the community of decisions made by the Local Board and Roper Gulf Shire Council.

Roper Gulf Shire Council Review The Local Board members understand and accept that Roper Gulf Shire Council will review the effectiveness and membership of the Local Board members as required, but no later than a period of 12 months after it has been formally established. Terms of Reference developed and agreed by the Local Board members on 16/01/2013 date.

Name / Signature Date

Name / Signature Date

Name / Signature Date

Name / Signature Date

Name / Signature Date

Name / Signature Date

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Attachment 2 TOR LB Borroloola.pdf Attachment 2 TOR LB Borroloola.pdf

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Attachment 2 TOR LB Borroloola.pdf Attachment 2 TOR LB Borroloola.pdf

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Ordinary Council Meeting 1 May 2013 Attachment 1 Community Dog Program Report - RGS - Jilkminggan - Feb 2013.pdf

INFRASTRUCTURE AND TECHNICAL SERVICES REPORT ITEM NUMBER 15.1 TITLE DOGS PROGRAM FOR : MANYALLALUK, MULGAN, JODETLUK, JILKMINGGAN AND WERENBUN COMMUNITIES. REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 357942 AUTHOR Sharon Hillen, Director of Infrastructure & Technical Services

RECOMMENDATION

(a) That Council receive and note the report on Dogs Program for Manyallaluk, Mulgan, Jodetluk, Jilkminggan and Werenbun communities.

BACKGROUND DITS – Sharon Hillen

Report on Dogs Program for Manyallaluk, Mulgan, Jodetluk, Jilkminggan and Werenbun communities.

ISSUES/OPTIONS/SWOT Nil

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 Community Dog Program Report - RGS - Jilkminggan - Feb 2013.pdf 2 Community Dog Program Report - RGS - Jodetluk - Feb 2013.pdf 3 Community Dog Program Report - RGS - Manyallaluk - Feb 2013.pdf 4 Community Dog Program Report - RGS - Mulgan - Feb 2013.pdf 5 Community Dog Program Report - RGS - Werenbun - Feb 2013.pdf

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Attachment 1 Community Dog Program Report - RGS - Jilkminggan - Feb 2013.pdf Attachment 1 Community Dog Program Report - RGS - Jilkminggan - Feb 2013.pdf

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Attachment 2 Community Dog Program Report - RGS - Jodetluk - Feb 2013.pdf Attachment 2 Community Dog Program Report - RGS - Jodetluk - Feb 2013.pdf

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Attachment 2 Community Dog Program Report - RGS - Jodetluk - Feb 2013.pdf Attachment 3 Community Dog Program Report - RGS - Manyallaluk - Feb 2013.pdf

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Attachment 3 Community Dog Program Report - RGS - Manyallaluk - Feb 2013.pdf Attachment 3 Community Dog Program Report - RGS - Manyallaluk - Feb 2013.pdf

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Attachment 4 Community Dog Program Report - RGS - Mulgan - Feb 2013.pdf Attachment 4 Community Dog Program Report - RGS - Mulgan - Feb 2013.pdf

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Attachment 4 Community Dog Program Report - RGS - Mulgan - Feb 2013.pdf Attachment 5 Community Dog Program Report - RGS - Werenbun - Feb 2013.pdf

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Attachment 5 Community Dog Program Report - RGS - Werenbun - Feb 2013.pdf Attachment 5 Community Dog Program Report - RGS - Werenbun - Feb 2013.pdf

Attachment 5 Page 227 Attachment 5 Page 228

Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 INFRASTRUCTURE AND TECHNICAL SERVICES INFRASTRUCTURE AND TECHNICAL SERVICES REPORT REPORT ITEM NUMBER 15.2 ITEM NUMBER 15.3 TITLE Proposed Motions to ALGA Conference 2013 TITLE AUCTION REPORT REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETING\REPORTS - 363257 MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363446 AUTHOR Sharon Hillen, Director of Infrastructure & Technical Services AUTHOR Sharon Hillen, Director of Infrastructure & Technical Services RECOMMENDATION RECOMMENDATION (a) That Council approve the following motion to ALGA Conference 2013: (a) That Council receive and accept the report in relation to the auction. Place final draft motion here

BACKGROUND BACKGROUND As part of Council’s asset management plans and fleet replacement programs, an auction of The ALGA conference is in Canberra in June 2013. excess vehicles, plant and equipment was held on the 13 April 2013 at 1127 Victoria Hwy. In preparation for this auction a list of assets was presented to Council to seek authority to 1. That this meeting of ALGA supports the concept of a national container deposit scheme to manage dispose of them in accordance with the Local Government Act and associated guidelines. the recycling of used drink and other containers such as is in place in SA and the NT. This will provide a broad incentive for consumer and producers to take responsibility for recycling of used containers, The auction was held with great success and attended by over 200 people including a generates income in community, substantially increases the recycling of packaging materials and number of online bidders who were live bidding on the day. reduces landfill demand.

2. This meeting expresses concern that manufactures are cost shifting waste collection and disposal The Katherine Junior Rugby League Club also participated on the day with a sausage sizzle though very limited programs such as the Bins Network to Local Government rather than taking which fundraised $580. responsibility for their by products. The return from the sale will be distributed with the majority returning to Council’s 3. That ALGA advises the relevant state and Federal ministers of this decision. consolidated revenue for assets, with the money from some specific items being returned to respective agency funded programs e.g. CDEP (this is in accordance with funding agreements with the Australian Government). ISSUES/OPTIONS/SWOT Keep Australia Beautiful (KAB) and the Beverage Industry has launched a campaign called the National Bin Network which will essentially place an additional cost to Councils waste ISSUES/OPTIONS/SWOT management process. At the end of the auction there was a small number of items that did not sell (7 passed in total). These included one Council trailer and two old Council sedans, with the other items all FINANCIAL CONSIDERATIONS abandoned vehicles that failed to attract any bids (probably because they were in really poor The Container Deposit Legislation offers income, jobs and incentives for litter management. conditions).

The NBN offers a collection of sorting bins with no resources to enter the bins contents into At the end of the auction, the Auctioneer (Pickles Auctions), made an offer to buy those the waste stream creating a major cost shift onto local government. vehicles at the reserve prices set for them. Council’s Director Infrastructure and Technical Services authorised the sale of these items after the auction in accordance with Council’s resolution with the disposal of assets. ATTACHMENTS: There are no attachments for this report. As this auction was successful, another auction is now being planned along with an online type auction of more assets in communities that require disposal due to age and condition. It is hoped that by having an online auction of assets that are in communities, it will provide an opportunity for community members to also obtain excess assets of Council.

FINANCIAL CONSIDERATIONS In total, Council had 72 lots on the day with 65 successfully bought and 7 passed in. Council’s overall reserve value for all lots was $322,510 with the total amount of all sold lots being $388,000. After commissions, advertising, storage and transport costs, Council will receive approximately $339,000 (which is still above the reserve prices we expected from

- 229 - - 230 - Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 the sale). This return also does not include Council staff time and resources with managing INFRASTRUCTURE AND TECHNICAL SERVICES the auction process and organising the disposal of items including the abandoned vehicles. REPORT

ITEM NUMBER 15.4 TITLE 3rd Quarter Report - Infrastructure and Technical Services ATTACHMENTS: Directorate There are no attachments for this report. REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363774 AUTHOR Sharon Hillen, Director of Infrastructure & Technical Services

RECOMMENDATION

(a) That Council receive and note the DITS third quarterly report.

BACKGROUND The Directorate of Infrastructure and Technical Services is responsible for the following Business units of Council: ‐ Shire Service General and Municipal Services ‐ Project Management ‐ Assets Management ‐ Environment and Animal Management ‐ DIRECTORS MOVEMENTS - Meeting with CEO Local Government John Baskerville - Meeting with Local Government Minister at the time, Adam Giles - Attended March FACM - Met with Hon. Gary Nairn and James Teh from the NT Planning Commission

STAFF MOVEMENTS: Recruitment: Anne Marie Low: SSM Manyallaluk Roger McIvor: SSM Numbulwar Bob Pahl: SSM Borroloola Paul Amarant: SSM Ngukurr Beatty Retchford: SSM Bulman Joanna Holden: Project Manager Marc Gardner: L/T Assets Manager Gill Hardimen: Assets Admin Assistance

COMMUNITY HIGHLIGHTS

Barunga: - Barunga Sport and Rec upgrade in progress – scope of work has been completed Beswick: - Employee support during the Beswick flood, evacuation of bottom camp. - New Telephone system installed in Beswick community - Beswick has been selected to attend the Tidy Towns Award with Mayor Tony Jack in May - Scope of works for Office upgrade project is in progress - Local road maintenance commenced Borroloola: - Bob Pahl, new SSM at Borroloola will start up on Monday 22/04/2013. - New compactor truck ordered in November 2012. Mounting issues with meeting delivery deadlines have delayed the arrival of the new trucks. - New compactor truck ordered in November 2012. Mounting issues with meeting delivery

- 231 - - 232 - Ordinary Council Meeting 1 May 2013 Ordinary Council Meeting 1 May 2013 deadlines have delayed the arrival of the new trucks. ・ Investigating asset management systems to improve processes including - new 84 horse tractor and slasher delivered and operational reconciliation of all assets to Council’s asset register and ledger, productivity analysis Jilkminggan: on all vehicles, inventories of all buildings and development of asset maintenance - A compactor truck will be shared with Mataranka. The new compactor truck ordered in schedules. November 2012. Mounting issues with meeting delivery deadlines have delayed the arrival of the new trucks. ・ Development of next year’s vehicle, plant and equipment capital budgets and long Mataranka: term asset management plans in accordance with the National Asset Management - A compactor truck will be shared with Jilkminggan. The new compactor truck ordered in Strategy (NAMS) November 2012. Mounting issues with meeting delivery deadlines have delayed the arrival ・ Visitor accommodation booking system that will be centralised and ensure that of the new trucks. guests actually pay for accommodation and that the standard of accommodation is - TV transmitter tower fixed and operational. This issue did attract some media attention. improved. This also includes upgrades to facilities and quarterly thorough cleaning Manyallaluk: and maintenance to meet guest standards. - New SSM– Anne Maree Low will start on Monday 22/04/2013 - Manyallaluk Access road maintenance graded in January and then again after the Easter ・ Small and desirable items register needs to be developed and will be a focus in forth deluge of rain. This road attracted an enquiry from the Chief Ministers Office which was dealt coming months to ensure that records are kept with promptly. Ngukurr: - Community cut off 3 times due to seasonal rain the longest period was 3 weeks. - Oval Toilet Block delivered awaiting installation. PROJECT MANAGEMENT - Pot holes done on local roads - Pool lights installed - All local now working in pool ground, trained and efficient in the requirements of this operation. LOCATION PROJECT DETAILS JOB ID DUE DATE COMMENTS Numbulwar: - DITS met with NLC and Traditional Owners to discuss the site for the new landfill. A site BARUNGA CONSTRUCT S&R OFFICE LOT 199 522 JUNE FDG GRANT - AMANDA has been selected with further investigations around flight path specification and soil EVA VALLEY CONNECT ROOF VERANDAH S&R OFFICE 521 JUNE FDG GRANT - AMANDA suitability to be determined before final approval. BORROLOOLA CONSTRUCT FITNESS ROOM AT ROOM COMPLEX 604 ASAP - Water diversion banks workshop with muns staff to reduce damaging effects of storm water BULMAN REFURB STAFF HOUSE ST LOT 1 ASAP 22/3 - QUOTE WITH BEATTY on local roads network. BORROLOOLA SOFTVBALL INFRASTRUCTURE AT OVAL JUNE 22/3 - QUOTE WITH BORROLOOLA - new 84 horse tractor and slasher delivered and operational BESWICK CONSTRUCT VOQ CONTRACTORS QUARTERS ASAP 22/ - NEED PHOTOS Urapunga - new 84 horse tractor and slasher delivered and operational BESWICK REFURB COUNCIL HOUSE ASAP 22/3 - QUOTE WITH MAL/THOMAS - Municipal support commenced for park and gardens maintenance NUMBULWAR REFURB HOUSE LOT 158 ASAP 22/3 EMAIL WITH GARY NUMBULWAR INSTALL FITNESS PARK ASAP 22/3 QUOTE WITH THOMAS- HAS INFO ASSET MANAGEMENT NUMBULWAR REFURB TRAINING CENTRE JULY AWAITING INFO FROM NIGEL New staff in Assets: Jill Hardiman has been appointed as the Assets Administration Support NGUKURR UPGRADE S&R HALL ASAP EMAIL FROM PAUL AND RIEN Officer NGUKURR CONSTRUCT CHEMICAL SHED JULY/AUG NEED DRAWINGS NGUKURR DEMOLISH 224 AND RELOCATE ASAP 224 HIOUSE COULD BE RELOCATED ・ Auction held on the 13th April was successful with all lots cleared (over 80 items). BORROLOOLA REFURBISH LOT 423 ASAP BENZAC HAS GIVEN INFO Council made approximately $340,000 from this process and will now look at holding BORROLOOLA DEMOLISH LOT 386 ASAP URGENT OH&S auction of items in communities through an on-line auction process. BORROLOOLA DEMOLISH CRICKET CLUB LOT 681 ASAP ・ Looking at doing an auction process every 6 months and regularly in communities to BULMAN DEMOLISH LOT 30 ASAP ensure disposal of excess assets and that Councils vehicle, plant and equipment are kept current, maintained and operating efficiently.

ENVIRONMENT AND ANIMAL MANAGEMENT ・ Compactor Truck order is still causing issues from the supplier. We have a guarantee Land Management that two will be delivered by the end of May with the other two to follow shortly. ・ Weed ID and Control Works held in several SDC’s

・ Soil Stabilisation works implemented in Ngukurr and Numbulwar ・ Commercial tenancy management – currently developing a legal commercial lease template and ensuring all Council facilities leased to agencies and other businesses ・ Continue with the development of the Shire Weed Management Plan are accurately paying rent. Residential tenancy management (staff housing) is being Ordinary Council Meeting 1 May 2013 reviewed and new tenancyagreements for all staff will be rolled out over the forthcoming ・ Commenced work on the Yellow Flower Festival for January 2014 months. ・ Residential tenancy management also includes introducing payment of bonds to ensure that housing conditions are maintained at an acceptable level and that furniture lists are included in agreements. Animal Control

- 233 - - 234 - Ordinary Council Meeting 1 May 2013 Attachment 1 SSM FORUM - 18 APRIL 2013 (2).pdf

・ Corporate Licence and resources acquired ・ Vet Visits to o Beswick ………………… 21st – 25th January 2013 o Barunga…………………. 4th – 7th February 2013 o Manyallaluk………………8th February 2013 o Jodetluk & Werenbun …..11th February 2013 o Jilkminggan ……………..12th – 13th February 2013 o Mulgan……………………19th February 2013 o Bulman……………………8th – 11th April 2013 ・ Animal Management Worker Ngukurr commenced Cert2 in Environmental Health Environmental Health ・ Indigenous Environmental Health Worker commenced Ngukurr commenced Cert2 in Environmental Health ・ Establishment of lawns in new houses ・ Monitoring for mosquito born diseases ・ Water testing

ISSUES/OPTIONS/SWOT Nil

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 SSM FORUM - 18 APRIL 2013 (2).pdf 2 4 Infrastructure Technical Services Organisation Structure.pdf

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Attachment 2 4 Infrastructure Technical Services Organisation Structure.pdf Ordinary Council Meeting 1 May 2013

COMMUNITY SERVICES DIRECTORATE REPORT ITEM NUMBER 16.1 TITLE 3RD QUARTER REPORT FOR COMMUNITY SERVICES DIRECTORATE FROM THE PERIOD 1ST JULY 2012 - 31ST MARCH 2013 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363406 AUTHOR Catherine Proctor, Director Community Services

RECOMMENDATION

(a) That Council receive and note the 3rd quarter Community Services Directorate report for the period 1st July 2012 – 31st March 2013.

BACKGROUND 3RD QUARTER COMMUNITY SERVICES DIRECTORATE REPORT Period: 1st July 2012 – 31st March 2013

1. Background / Introduction

The Community Services Directorate is responsible for the following business units of Council:

CDEP

Family and Community Services o Community Aged Care Packages (CACP) o Home and Community Care (HACC) o School Nutrition Program o Childcare centres o Library o Indigenous Broadcasting o Centrelink

Community Safety o Night Patrol o Sport and Rec – inc. After School Care and Vacation Care o Youth Services – inc. Juvenile Diversion

This quarter report is based on the Shires activities in relation to the Shire Plan 2012-2013 and addresses the operations progress in meeting town priority project deadlines and KPI’s outlined for each business unit .

2. Key Achievements & Critical issues (Risk mngmt)

3. Measures vs Milestones

See attachments and CDEP reports and Family and Community Services reports.

4. Stakeholder engagement (visits/meetings/etc)

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Ordinary Council Meeting 1 May 2013 Attachment 1 Council report Jan - Mar 2013.pdf

 Interagency taskforce coordination group 6 February 2013 and 6th March 2013  Bulman community services visit 12/2/13-14/2/13  Borroloola community safety visit 12/3/13-15/3/13  Beswick community services visits 19/2/13

ISSUES/OPTIONS/SWOT Nil

FINANCIAL CONSIDERATIONS Nil

ATTACHMENTS: 1 Council report Jan - Mar 2013.pdf 2 3rd qtr CDEP report.pdf 3 3rd qtr FCS report.pdf

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Attachment 3 3rd qtr FCS report.pdf Ordinary Council Meeting 1 May 2013

COMMERCIAL OPERATIONS DIRECTORATE REPORT ITEM NUMBER 17.1 TITLE Commercial Operations Reportback - Third Quarter 2013 REFERENCE \CORE SERVICES\GOVERNANCE\COUNCIL MEETINGS\ORDINARY COUNCIL MEETINGS\2013 COUNCIL MEETINGS\2013.05.01 ORDINARY COUNCIL MEETING\REPORTS - 363405 AUTHOR Thomas Michel, Director Commercial Operations

RECOMMENDATION

(a) That Council receive and note the report. (b) That Council approve the renaming of the Directorate from “Commercial Operations” to “Contracts and Economic Development”.

BACKGROUND The Commercial Operations Directorate of Roper Gulf Shire Council was set up to manage the commercially-focused contracts and activities for the Shire. The Directorate’s contracts and programs are currently:

 Territory Housing Repairs and Maintenance  Territory Housing Tenancy Management  Power and Water Maintenance and Essential Services  Civil Works  Airstrips  NT Government Road Verge Maintenance and Litter Collection  Mechanical Workshops  Visitor Accommodation (in cooperation with the Assets Management Unit)  External contractor management

ISSUES/OPTIONS/SWOT Financial position

The current operating surplus for all commercial operations was $845,998 as at 31 March 2013.

All programs in the commercial operations directorate are operating in surplus except for Civil Works. Urgent action is now being taken to remedy planning, management and financial issues in the Civil Works department.

Strategic planning

Trades Training Program

As approved by the Ordinary Council Meeting in February, The Director Commercial Operations has been working on a project to develop a trades training program, whereby RGSC sets a new focus on training and employing local people in building trades. The aim of this program is to provide more local skills capacity and employment in the repairs, maintenance and construction of the Shire’s own assets as well as Territory Housing assets.

Meetings with RGSC staff, NT Government agencies (including Department of Business, Department of Education and VET Training Services) and with local boards has commenced. A grant application with the NT Government Department of Business to fund 3 building trades coordinator positions has also been submitted.

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Ordinary Council Meeting 1 May 2013

However, at the time of writing this report, the contract for Remote Jobs in Communities Program (RJCP) (the replacement of the CDEP program) has not been announced, which has made planning for the trades training program more difficult.

Directors Strategic Planning Forum

In March, the four RGSC Directors met over two days to review the Council’s Strategic Plan and the strategic direction of its activities.

Recommendations for changes to the Commercial Operations Directorate included changing the name to the Contracts and Economic Development Directorate. This proposed name change is to reflect the change in emphasis within the Directorate to more training, community-based capacity building, and support for local business enterprises.

It is also recommended that Council consider the reviewed changes to the RGSC Strategic Plan’s goal that is most closely related to commercial operations. The proposed overarching Strategic Plan for the Directorate is:

Goal 2: Support employment, training and economic development

Strategies:

2.1 Provide opportunities for real training and job pathways in technical services 2.2 Continue to support local jobs for local people 2.3 Create and foster long-term economic and business development strategies 2.4 Increase and diversify own-sourced revenue

Milestones against the strategic plan

1. Establish economically viable training partnerships 2. Ensure an operating surplus for sll commercial contracts 3. Encourage an increase of Indigenous employment in Shire operations

Other Achievements in the Commercial Operations Directorate

 Introduction of a new electronic-based asset management system to allow managers to order and track repair and maintenance works to Shire assets more effectively  Improvements in mechanical workshop management  Development of a 6-month schedule for mechanical services visits to RGSC communities  Near completion of all Work Health and Safety repair and upgrade tasks for Shire building assets  Commencement of project to upgrade visitor accommodation facilities and centralise booking services

FINANCIAL CONSIDERATIONS The Commercial Operations Directorate is on track to achieve its goal of an operating surplus of over $1 million for 2012-13. This surplus works to subsidise the core services of Council, and is therefore important for its ongoing operations and delivery of services.

ATTACHMENTS: There are no attachments for this report.

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