MINUTES OF THE ORDINARY MEETING OF THE TORRES SHIRE COUNCIL HELD IN THE SHIRE OFFICES, DOUGLAS STREET, THURSDAY ISLAND ON TUESDAY, 15 JULY 2008 PRESENT Mayor Cr. N. P. Stephen (Chairman), Cr. N. Bin Tahal, Cr. I. Shibasaki, Cr. J. Abednego, Mr. B. McCarthy (Chief Executive Officer), Mrs. Dalassa Yorkston (Director Corporate Services), Mr. D. Nielsen (Director Engineering Services) Mr P. Watton (A/Director Planning & Environment Services) and Mrs. P. Wasaga (Minute Secretary). The meeting opened with a prayer at 9:10am. APOLOGIES Cr. A. Ketchell Min. 08/07/01 Moved Cr. N. Bin Tahal, Seconded Cr. J. Abednego “That Council grant leave of absence to Cr. A. Ketchell.” Carried CONDOLENCES As a mark of respect, Council observed a minute’s silence in memory of: Ms Kupai Luta DISCLOSURES OF INTEREST UNDER THE LOCAL GOVERNMENT ACT…Nil CONFIRMATION OF MINUTES Min. 08/07/02 Moved Cr. I. Shibasaki, Seconded Cr. J. Abednego “That Council receive the Minutes of the Ordinary Meeting of 17 June 2008 and confirm as a true and correct record of the proceedings.” Carried BUSINESS ARISING FROM PREVIOUS MINUTES MAYOR'S REPORT The Mayor reported that: World Youth Day 2008 (File 5-43-7) Up to 225,000 registered pilgrims are expected to take part in the World Youth Day 2008 events each day, including 125,000 international visitors. Council has supported a delegation of youth from Thursday Island attending the celebration in Sydney. Torres Shire youth representatives were involved in the visit of the ‘Cross & Icon’ to Thursday Island in September 2007. Participants were provided with Torres Shire Council gift packs and a Torres Strait Islander Flag which they will display proudly throughout the celebration. For Information James Cook University Consultative Committee (File 5-45-11) The Committee met on Friday 4th July and requested Council’s support for student accommodation on Thursday Island. Min. 08/07/03 Moved Cr. I. Shibasaki, Seconded Cr. N. Bin Tahal “That Council lodge a letter of support to the Committee and to table this request to Jason O’Brien (State Member for Cook), Jim Turnour (Federal Member for Leichhardt) and other appropriate stakeholders.” Carried COUNCIL MINUTES ORDINARY MEETING - JULY 15 2008 Page 1 MAYOR'S REPORT (cont’d) Deputation with Minister Hon. Lindy Nelson-Carr, MP (File 1-30-10) Council met with the Minister for Communities, Disability Services, Aboriginal & Torres Strait Islander Partnerships, Multicultural Affairs, Seniors and Youth on Wednesday 25th June 2008. The following matters were raised in Council’s submission to the Minister: • Attraction & Retention of Qualified Staff – Thursday Island Child Care Centre • Child Care Resource Assistance • Youth Centre • Community Access and Use of Tamwoy Playground Equipment and Recreation Area • Future Housing Land Development Reserve Area/ Land Tenure and Home Ownership • Alcohol and Community Policing • Torres Shire – possible Head Lessor of Tamwoy (ex- TRAWQ) Hall • Safe Boating /Landing Access for Prince of Wales Residences and School Children For Information Annual Conference for Indigenous Councils (File 1-30-7) The Department of Local Government, Sport and Recreation is hosting a two day conference in Cairns, 6-7 August 2008. The conference program will commence a range of support initiatives to assist councils achieve sustainable good governance and deliver effective local government services. The Mayor and CEO will attend the conference as council’s representatives. Costs are to be reimbursed by the Department. Min. 08/07/04 Moved Cr. J. Abednego, Seconded Cr. I. Shibasaki “That Council endorse the Mayor and the Chief Executive Office as its delegates to attend the Conference.” Carried Thursday Island Tree Planting Day (File 5-1-7) The National Tree Planting Day is scheduled for Sunday 27 July 2008. Schools are recommended to include activities on the Friday 25 July 2008. He is aware of the short timeframe for council to facilitate this program. Council had previously proposed October as a more culturally appropriate period to implement this program. Min. 08/07/05 Moved Cr. I. Shibasaki, Seconded Cr. N. Bin Tahal “That Council promote and implement a Shire Tree Planting Day for October.” Carried DSR Stakeholders Meetings (File 1-30-7) The Department for Sport and Recreation (DSR) staff met with Council on Monday 14 July 2008 to discuss strategies for the long term funding of Community Sport and Recreation Officers within the Torres Strait. Presently the Department funds up to 11 CSRO’s in the region not including NPA. Council supports that the Department provides its funding through both the Torres Shire Council and Torres Strait Island Regional Council as the appropriate local government authorities to implement and support the program. Min. 08/07/06 Moved Cr. N. Bin Tahal, Seconded Cr. J. Abednego “That Council consult with stakeholders and determine a submission to SRQ and Council provide a copy of the submission to the Torres Strait Island Regional Council and Torres Strait Regional Authority.” Carried COUNCIL MINUTES ORDINARY MEETING - JULY 15 2008 Page 2 MAYOR'S REPORT DSR Stakeholders Meetings (File 1-30-7) (cont’d) Min. 08/07/07 Moved Cr. J. Abednego, Seconded Cr. I. Shibasaki “That the Mayor’s Report be received.” Carried Attendance: Executive Officer, Darlene Fell – Torres/NPA Area Consultative Committee Inc attended the meeting at 9:55am to discuss Regional Development Australia. Adjournment: The meeting was adjourned for Morning Tea at 10:30am and resumed at 11:05am. 1. CHIEF EXECUTIVE OFFICER 1.1. REPORT Lot 82, Waiben Esplanade (File 1-45-4) A confidential report was submitted on this matter. Min. 08/07/08 Moved Mayor Cr. N. P. Stephen, Seconded Cr. J. Abednego “That Council go into Closed Meeting in accordance with Section 463(1)(h) of the Local Government Act 1993 to discuss “Other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage”. Carried Min. 08/07/09 Moved Cr. N. Bin Tahal, Seconded Cr. J. Abednego “That Council come out of committee.” Carried Min. 08/07/10 Moved Cr. J. Abednego, Seconded Cr. I. Shibasaki 1. “That Council adopt Option 1 provided by MacDonnells Law i.e., (i) Hedley agree to incur the legal costs incurred by Council in the preparation of their sub lease for Lots B and D. (ii) Hedley surrender the Agreement to sub lease for Lots B and D as it does not intend to continue with its planned projects at Thursday Island. 2. That Council seek quotes from local private operators to remove rubbish, vehicles, waste oil, second hand timber, etc. currently located on Lot B allotment. 3. That Council provide access to Lot B where existing front gates are already installed. 4. That Council require KPMG Liquidators for TRAWQ to remove the derelict building on Lot D or otherwise Council do as it sees fit with this building. 5. That Council proceed to call tenders for the use of Parts B and D, Lot 82 Waiben Esplanade, in accordance with the revised tender specifications prepared by Council’s Solicitors after current dispute on Lot B is resolved.” Carried COUNCIL MINUTES ORDINARY MEETING - JULY 15 2008 Page 3 1. CHIEF EXECUTIVE OFFICER 1.1. REPORT (cont’d) Common Seal Use Min. 08/07/11 Moved Cr. J. Abednego, Seconded Cr. I. Shibasaki “That use of the Official Seal by the Mayor and the Chief Executive Officer as itemised below is authorised. Date Document Description Seal attached Seal by attached 23/6/08 Dept Education Employment Workplace Relations - Mayor & CEO Funding “Zenath Kes Academy-Pathway towards Prosperity” 27/6/08 $49,000 Mayor & CEO 9/7/08 TSRA Grant - Tourism Development Plan 1127 - $27,500 Mayor & CEO” Leases Horn Island Airport Survey Plan No. 211686 Carried Staff Appointments - Director Engineering Services (File 1-606-7) Min. 08/07/12 Moved Cr. N. Bin Tahal, Seconded Cr. I. Shibasaki “1 That Council accept the resignation of David Nielsen effective from 1 August 2008. 2 That Council endorse the extensive advertising of this position of Director Engineering Services and an interview panel be appointed comprising the Mayor, one Councillor to be nominated, CEO, DCS and HRO to conduct these DES interviews after closing date 23 July 2008 on a suitable date to be arranged in the near future.” Carried Policies Review (File 1-19-7) The Council’s Policies & Procedures Register has now been reviewed and was circulated at the June Council meeting. Council resolved to defer approval of the reviewed policies and procedure register until a list of deletions from the former register is provided to Councillors. A list of deletions from the previous manual was circulated for Council’s perusal. Min. 08/07/13 Moved Cr. N. Bin Tahal, Seconded Cr. J. Abednego “1 That the previously circulated Policies and Procedures Register circulated at the June 2008 meeting be renamed Policy Manual. 2 That Council approve the list of deleted items from the previously circulated policy document. 3 That Council approve and note the reviewed policies. ” Carried COUNCIL MINUTES ORDINARY MEETING - JULY 15 2008 Page 4 1. CHIEF EXECUTIVE OFFICER 1.1. REPORT (cont’d) Torres Strait Cultural Festival (File 5-20-1) Cr. John Abednego withdraw as Chairperson of the Cultural Festival Committee. Min. 08/07/14 Moved Cr. N. Bin Tahal, Seconded Cr. I. Shibasaki “That Council appoint Mr. Leo Akee to the position of Festival Coordinator (Casual) of the Torres Strait Cultural Festival subject to the terms and conditions of the signed contract. Carried 2007/2008 Operational Plan - Quarterly Report (File 1-22-8) Min. 08/07/15 Moved Mayor Cr. N. P. Stephen, Seconded Cr. I. Shibasaki “That the 2007/2008 Operational Plan - Quarterly Report to 30 June 2008 be received and noted.” Carried Thursday Island Cemetery (Files 3-6-10, 2-71-2-7) The Environment Protection Authority has now approved application for two Japanese graves to be restored by local skilled labour.