Agenda of General Meeting - Wednesday, 27 January 2021 · General Meeting Agenda 27 January 2021 Page 5 1 WELCOME/HOUSEKEEPING 2 APOLOGIES/LEAVE OF ABSENCE 3 DEPUTATIONS/PETITIONS

AGENDA

General Meeting

27 January 2021

General Meeting Agenda 27 January 2021

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NOTICE OF GENERAL MEETING To: Cr Rachel Chambers (Mayor)

Cr Robert Radel (Deputy Mayor/Division 6) Cr Melinda Jones (Division 1) Cr Leslie Hotz (Division 2) Cr Susan Payne (Division 3) Cr Dael Giddins (Division 4) Cr Michael Dingle (Division 5)

Please be advised that the General Meeting of the North Burnett Regional Council will be held at the Mundubbera Boardroom on Wednesday, 27 January 2021 commencing at 9.00am. An agenda is attached for your information. Rachel Cooper Chief Executive Officer


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Order Of Business

1 Welcome/Housekeeping ...................................................................................................... 5

2 Apologies/Leave of Absence .............................................................................................. 5

3 Deputations/Petitions .......................................................................................................... 5

4 Declarations of Interest ....................................................................................................... 5

5 Confirmation of Minutes ...................................................................................................... 6

5.1 Minutes of the General Meeting held on 16 December 2020 .................................... 6

6 Office of the Chief Executive Officer ................................................................................ 12

6.1 2020-2021 Operational Report - Quarter 2 Progress Report .................................. 12

7 Corporate and Community ................................................................................................ 25

7.1 North Burnett Regional Council - Annual Valuation 2021 ....................................... 25

7.2 Finance Report to 31 December 2020 .................................................................... 27

7.3 2019-20 Financial Audit - Final Management Report .............................................. 31

7.4 Inspections from Workplace Health and Safety Queensland .................................. 48

8 Works.................................................................................................................................. 51

Nil 9 Councillor Reports ............................................................................................................. 51

Nil 10 Confidential Reports .......................................................................................................... 52

10.1 Update - Recovery of Outstanding Rates ............................................................... 52

11 Closure of Meeting ............................................................................................................. 53


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1 WELCOME/HOUSEKEEPING

2 APOLOGIES/LEAVE OF ABSENCE

3 DEPUTATIONS/PETITIONS

Council will make time available at each General Meeting for public questions/ representations. This is an opportunity for members of the public to make a representation on a matter in which they have an interest on an item which is before the Council for decision e.g. development applications. Members of the public are encouraged to contact the Mayor, if they are wanting to address Council. Public Question and Statements Time will commence at 9:30am.

4 DECLARATIONS OF INTEREST


Item 5.1 Page 6

5 CONFIRMATION OF MINUTES

5.1 MINUTES OF THE GENERAL MEETING HELD ON 16 DECEMBER 2020 Doc Id: 1027455 Author: Deborah Woolfenden, Executive Assistant to the CEO and Mayor Authoriser: Rachel Cooper, Chief Executive Officer Attachments: Nil

RECOMMENDATION That the Minutes of the General Meeting held on 16 December 2020 be confirmed.

General Meeting Minutes 16 December 2020

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MINUTES OF NORTH BURNETT REGIONAL COUNCIL GENERAL MEETING

HELD AT THE MUNDUBBERA BOARDROOM ON WEDNESDAY, 16 DECEMBER 2020 AT 9.00AM

COUNCILLORS: Mayor Cr Rachel Chambers, Deputy Mayor Cr Robert Radel, Cr Melinda

Jones, Cr Leslie Hotz, Cr Susan Payne, Cr Dael Giddins, Cr Michael Dingle OFFICERS: Rachel Cooper (Chief Executive Officer), Randall Percy (General Manager

Works), Susie Glasson (General Manager Corporate and Community), Leanne Coad (Executive Assistant)

1 WELCOME/HOUSEKEEPING

The Mayor declared the meeting open and welcomed all attendees.

2 APOLOGIES/LEAVE OF ABSENCE

Nil

3 DEPUTATIONS/PETITIONS

4 DECLARATIONS OF INTEREST

Cr Rachel Chambers declared a real/perceived conflict of interest in agenda item 6.3 (as defined in section 173 of the Local Government Act 2009) due to conflict of interest and proposed to exclude herself from the meeting while this matter is debated and the vote is taken. Cr Melinda Jones declared a real/perceived conflict of interest in agenda item 7.4 (as defined in section 173 of the Local Government Act 2009) due to conflict of interest and proposed to exclude himself/herself from the meeting while this matter is debated and the vote is taken.

5 CONFIRMATION OF MINUTES

5.1 MINUTES OF THE GENERAL MEETING HELD ON 25 NOVEMBER 2020

RESOLUTION 2020/147 Moved: Cr Dael Giddins Seconded: Cr Melinda Jones That the Minutes of the General Meeting held on 25 November 2020 be confirmed.

CARRIED 7/0


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6 OFFICE OF THE CHIEF EXECUTIVE OFFICER

6.1 STATUTORY 122 INVESTIGATION POLICY

RESOLUTION 2020/148 Moved: Cr Michael Dingle Seconded: Cr Leslie Hotz That in accordance with Section 150AE of the Local Government Act 2009, Council adopt by resolution Statutory 122 Investigation Policy.

CARRIED 7/0

6.2 STATUTORY 114 COUNCILLOR CODE OF CONDUCT

RESOLUTION 2020/149 Moved: Cr Dael Giddins Seconded: Deputy Mayor Cr Robert Radel That in accordance with Section 150D of the Local Government Act 2009, Council adopt by resolution Ministerial Standard Statutory Policy 114 Councillor Code of Conduct.

CARRIED 7/0

At 9:32 am, Mayor Cr Rachel Chambers left the meeting due to conflict of interest

6.3 COUNCILLOR PROFESSIONAL DEVELOPMENT

MOTION Moved: Cr Susan Payne Seconded: Cr Melinda Jones That Council approves the contribution of a maximum of $5,000 to Cr Rachel Chambers, Mayor to undertake the Company Director’s Course..

AMENDMENT Moved: Cr Leslie Hotz Seconded: Cr Michael Dingle That Council approves the contribution of a maximum of $5,000 to Cr Rachel Chambers, Mayor to undertake the Company Director’s Course subject to completion. On further discussion, clarifying this is a 5 day Course, Cr Dingle withdrew his support of the amendment. The amendment was withdrawn due to lack of a seconder. The meeting reverted back to the original motion.

RESOLUTION 2020/150 Moved: Cr Susan Payne


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Seconded: Cr Melinda Jones That Council approves the contribution of a maximum of $5,000 to Cr Rachel Chambers, Mayor to undertake the Company Director’s Course.

CARRIED 6/0 At 9:41 am, Mayor Cr Rachel Chambers returned to the meeting.

7 CORPORATE AND COMMUNITY

7.1 BIOSECURITY PROGRAM AUTHORISATION (SURVEILLANCE PROGRAM)

RESOLUTION 2020/151 Moved: Cr Susan Payne Seconded: Deputy Mayor Cr Robert Radel That Council pursuant to section 235 of the Biosecurity Act 2014 authorise a biosecurity program (program authorisation) as presented and subject to any recommendations by the Department of Agriculture and Fisheries for the surveillance of restricted and prohibited matter for the period 1 February 2021 to 28 January 2022.

CARRIED 7/0

7.2 YOUR COUNCIL EXPERIENCE PROJECT

RESOLUTION 2020/152 Moved: Cr Dael Giddins Seconded: Cr Melinda Jones That Council adopt the Your Council Experience document.

CARRIED 7/0

7.3 FINANCE REPORT TO 30 NOVEMBER 2020

RESOLUTION 2020/153 Moved: Cr Susan Payne Seconded: Cr Dael Giddins That in accordance with s204 Local Government Regulation 2012 (Qld), Council notes the Finance Report for the period ended 30 November 2020. For noting: Councillors would like a workshop to discuss the rates policy and process.

CARRIED 7/0 At 10:07 am, Cr Melinda Jones left the meeting.


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7.4 RADF ROUND 1 2020-2021

RESOLUTION 2020/154 Moved: Cr Dael Giddins Seconded: Cr Susan Payne That: 1. The Regional Arts Development Fund (RADF) 2020-21 Round 1 Recommendations report

as presented be received for information.

2. Council endorse the following Regional Arts Development Fund (RADF) applications: - Live Better Community Services – Anthony Lamond Comedy Workshops - $3,205 - Friends of RM Inc – Photography Workshops - $1,000 - Rachel Koster – Past to Present (Living History) - $6,037

3. Council decline the following Regional Arts Development Fund (RADF) applications:

- Monto Magic Tourism Action Group – Monto Stone Sculpture - $14,582 - Monto Mens’ Shed – Resin Workshop - $4,820

4. Council endorse the following Regional Arts Development Fund (RADF) Outcome Reports

for successful acquittal: - Rachel Koster – Act Out - $5,900 - Friends of RM Inc – Leathercraft Workshops - $1,625 - Greg Huglin – Noosa Film Academy Filmmaking Workshops Roadshow Incursion -

$4,938 - 2019/20 RADF Committee Project - Biggenden Art Classes - $3,500

CARRIED 6/0

At 10:10 am, Cr Melinda Jones returned to the meeting.

8 WORKS

8.1 APPLICATION FOR PERMANANENT ROAD CLOSURE - PORTION OF HODNETT STREET MOUNT PERRY

RESOLUTION 2020/155 Moved: Cr Michael Dingle Seconded: Cr Dael Giddins That Council advise the Department of Natural Resources Mines and Energy that the use of the land as proposed is unable to be authorised by the road manager or trustees of the reserve, however for the reasons detailed in the additional comments, requests DNRME to consider and application under the Land Act. These reasons are: Council has no future plans for this road reserve to be a formed road and the permanent road closure will not impact the available access to any lots adjoining the road reserve.

CARRIED 7/0


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9 COUNCILLOR REPORTS

Nil

10 CONFIDENTIAL REPORTS

Nil

11 CLOSURE OF MEETING

The Meeting closed at 10.15am. The minutes of this meeting were confirmed at the General Meeting held on 27 January 2021.

...................................................

CHAIRPERSON


Item 6.1 Page 12

6 OFFICE OF THE CHIEF EXECUTIVE OFFICER

6.1 2020-2021 OPERATIONAL REPORT - QUARTER 2 PROGRESS REPORT Doc Id: 1027577 Author: Deborah Woolfenden, Executive Assistant to the CEO and Mayor Authoriser: Rachel Cooper, Chief Executive Officer Attachments: 1. NBRC Milestone and Project Financial Report - 31 December

2020.pdf [1027743] EXECUTIVE SUMMARY The purpose of this report is to provide information to Council and the community on the actions undertaken against the 2020-21 Operational Plan for the period 1 October 2020 through to 31 December 2020 – Quarter Two. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Provider

OUR PRIORITY AREAS: 5. Our efficient and effective council

RECOMMENDATION That in accordance with section 174(3) of the Local Government Regulation 2012, Council receives the 2020-21 Operational Plan – Q2 Progress Report for the period 1 October 2020 through to 31 December 2020. REPORT An operational plan is a legislative requirement under the Local Government Act 2009 and the Local Government Regulation 2012, and is a strategic document that details the operational direction for Council over a 12-month period. The Operational Plan highlights Council’s significant projects and activities for the year that are of most interest to Council and our communities. It can include: • Outcomes and strategies directly from the Corporate Plan. • Programs that the organisation has in place. • Outputs that will deliver the strategies in the Corporate Plan. • Significant projects and activities. • Performance measures to track progress and identify milestones and achievements. During 2019, NBRC partnered with the Queensland Treasury Corporation (QTC) to deliver a Business Improvement Program. The program identified the need to develop and implement a Project Management Framework (PMF) as one of the top three priority areas for Council. Strong project management is a critical tool and skill set for Council as it enables clear governance, accountability, identifies and reduces risks and avoids overruns and delays. In assessing which projects are included in the PMF, staff have looked further than just the projects identified within the Operational Plan and included the capital works program. This has been done to increase progress reporting to Councillors and provide greater project transparency to the community.


Item 6.1 Page 13

CONSULTATION

Council’s Executive Leadership Team have been heavily involved in the development and reporting on the PMF. Additionally, Councillors have been kept up to date with numerous projects via Information Workshops. The topics discussed have covered: 1. Corporate Plan Engagement 2. Biggenden Streetscape Concept Design – Stagings and Costings 3. Planning Scheme Amendments 4. Council Experience Charter 5. Working for Queensland Funding – Update on Projects 6. Road Closures (Permanent/Temporary) 7. RPMC Legal Liability 8. Corporate Plan and Process 9. Corporate Plan Engagement 10. Town Entry Signs 11. Australia Day Update 12. Building Better Regions Fund Projects 13. Multi-Site Waste Transfer Station 14. Gayndah Capital Works 15. Mt Margaret Road Deputation 16. LTFF and Cashflow 17. Water/Wastewater AMP LTFP Modelling 18. AMP 19. Community Halls – Waver of Fees for Funerals 20. Waste reduction and recycling plan

RISK IMPLICATIONS Reputation / Political This report and recommendation is timely, accurate and meets with the full compliance of the Local Government Act 2009 and therefore considered as LOW RISK. Occupational Health & Safety (WHS) Not applicable. Financial Impact Where a project has been carried over to the 2020/21 financial year, the budget allocation has also been carried forward. Legal & Regulatory Local Government Act 2009 – Complies with sections 104(5) and 104(7) Local Government Regulation 2012 – Complies with section 174(3) There is a risk associated with not receiving this report, as Council would not meet its reporting and monitoring obligations as noted in the Act and Regulations above.


Item 6.1 Page 14

KEY MESSAGE The 2020-21 Operational Plan – Q2 Report is to be placed on Council’s website ‘Publications’ page for public access. This report provides an update to Councillors and the community about the progress of key projects that have been adopted by Council.


Item 6.1- Attachment 1 Page 15




















Item 7.1 Page 25

7 CORPORATE AND COMMUNITY

7.1 NORTH BURNETT REGIONAL COUNCIL - ANNUAL VALUATION 2021 Doc Id: 1025178 Author: Michelle A. Burns, Senior Accountant Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: 1. DRME - Annual Valuation Effective 300621.pdf [1025177] EXECUTIVE SUMMARY The Valuer-General has advised that following receipt of Council’s opinion on whether or not an annual valuation (effective 30 June 2021) should be undertaken in the North Burnett Regional local government area and after considering the statutory criteria that an annual valuation will not be undertaken in 2021. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Regulator


RECOMMENDATION The report is provided for information purposes and that the report details be noted.




Item 7.2 Page 27

7.2 FINANCE REPORT TO 31 DECEMBER 2020 Doc Id: 1025439 Author: Michelle A. Burns, Senior Accountant Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: 1. Finance Report - December 2020.pdf [1027628] EXECUTIVE SUMMARY This report provides a summary of Council’s financial performance against budget for the financial year to 31 December 2020. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Provider


RECOMMENDATION That in accordance with s204 Local Government Regulation 2012 (Qld), Council notes the Finance Report for the period ended 31 December 2020. REPORT The monthly financial report includes a Statement of Financial Performance, Statement of Financial Position and Rates Debtor Analysis. Exception reporting is noted within the reports comparing actual performance against budget. Key highlights as at the end of December 2020 include:

• Capital grants – several significant grants have been received after the budget for 2020/21 was prepared. This means that the income received will be higher than the overall budget for these grant items.

• Materials and Services – year to date operating materials and services expenditure is higher than expected at this time of year. The variance is being investigated and will be brought to a Council workshop.

• Water assets have been revalued resulting in an increase in depreciation.

CONSULTATION Report prepared with input from internal budget holders.

RISK IMPLICATIONS Reputation / Political Low risk if expenditure deviates from budget or project delivery schedule. Financial Impact Low risk as expenditure in line with budget

KEY MESSAGE Council is presenting this monthly financial report to provide information on the financial performance against budget and to comply with legislative requirements.








Item 7.3 Page 31

7.3 2019-20 FINANCIAL AUDIT - FINAL MANAGEMENT REPORT Doc Id: 1026522 Author: Owen Jensen, Financial Services Manager Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: 1. Final Management Audit Report 2020.pdf [1027443] EXECUTIVE SUMMARY The purpose of this report is to present to Council the Final Management Report issued by Council’s financial auditors for the 2019/20 financial year. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Provider


RECOMMENDATION That pursuant to section 213 of the Local Government Regulation 2012, Council adopts the Auditor-General’s Final Management Report for the year ended 30 June 2020. REPORT Council’s financial auditors, Pitcher Partners have issued the final management report for 2019/20 on behalf of the Queensland Audit Office. This report includes observations and suggestions made by the auditors in relation to items arising from the audit. It also includes an update on actions taken to address any outstanding items from previous audits.

CONSULTATION The draft management report, including management responses, has been reviewed by the Queensland Audit Office and Council’s CEO and General Manager Corporate and Community.

RISK IMPLICATIONS Reputation / Political The Report is “unqualified” and assures and reinforces that Council has appropriate controls and mechanisms in place to manage large amounts of public monies. Occupational Health & Safety (WHS) Financial Impact The report identifies some internal processes that need to be further developed HIGH – Internal control deficiencies need to be addressed to reduce the risk of fraud. Legal & Regulatory It is a requirement of the Local Government Act that the final report of Councils Auditors be tabled at a Council meeting. HIGH – Council’s business enterprise solution needs improvement to address internal control deficiencies.


Item 7.3 Page 32

KEY MESSAGE Council was issued with an unmodified audit opinion for 2019/20 and is addressing internal control deficiencies noted.
































Item 7.4 Page 48

7.4 INSPECTIONS FROM WORKPLACE HEALTH AND SAFETY QUEENSLAND Doc Id: 1027180 Author: Will Burgess-Dean, People and Performance Manager Authoriser: Susie Glasson, General Manager Corporate and Community Attachments: Nil EXECUTIVE SUMMARY This report outlines the result of inspections carried out by WHS Queensland in late 2020. The findings from the inspections are provided which highlight issues from the Monto, Mulgildie and Mundubbera workplaces. CORPORATE PLAN OUR VISION: By 2030, the North Burnett will be a region of choice for people to live, work and play: OUR ROLE: A Regulator


RECOMMENDATION That consultation with staff, contractors and industry specialists e.g. auditors, be prioritised to ensure that hazards in the workplace are identified and managed effectively. The external WHS Audit planned for April will be brought forward and started in February. REPORT On the 30 October 2020 and 9 December 2020 WHS Inspector Jacki Curtis visited NBRC worksites in Monto, Mulgildie and Mundubbera. On inspection Ms Curtis issued fifteen (15) Improvement Notices, two (2) Infringement Notices and one (1) Prohibition Notice. A summary of the notices are provided below. Improvement Notices

1. No safe working load limit for the mezzanine floor. 2. No controls in place to limit the likelihood of falling from mezzanine floor. 3. Use of domestic ladders without required load rating. 4. Lifting equipment (slings and chains) not load rated, inspected or maintained. 5. Worker performing high risk work (dogging) without a licence. 6. Electrical testing and tagging out of date (2-3 years). 7. Fire extinguishers out of date (2 months). 8. Lifting Jig not certified for use (no load rating, inspection or maintenance). 9. Full Safety Data Sheets not available for all chemicals stored on site (shortened versions

were available but out of date). 10. Safety Data Sheets missing for hazardous chemical stored on site. 11. Disused underground fuel tank had not been decommissioned and the regulator notified as

per AS4976. 12. No bollards to protect fuel bowsers and AD blue tanks.


Item 7.4 Page 49

13. Variances in the practices of confined space entry to established plans and procedures. 14. Lack of placarding around bulk storage tank. 15. Forklift had hole drilled into tynes to act as a lifting point and used as such for years. Infringement Notices

1. $3600 - failure to have a current chemical register and associated documentation stored in the workplace.

2. $2160 penalty for allowing a worker to perform high risk work without seeing written evidence from the worker that they have the relevant high risk work licence.

Prohibition Notice

1. It was identified that lifting work was being performed by persons without a high risk work licence. All mechanical lifting was prohibited until the inspector was satisfied that the matters had been resolved.

Council has up to 28 January 2021 to remedy and pay the notices above to the satisfaction of WHS Queensland. Where we are unable to rectify the issues by the due date the practice/equipment or facility has been removed from service. WHS Queensland has notified Council that it will inspect other facilities across the region in the coming months. Workplace inspections carried out by staff within Council combined with incident reports are the main contributor to the identification of compliance issues and workplace hazards. These are managed through the Corrective Actions Register. Currently there are approximately 400 corrective actions to be rectified across Council. The WHS team are reviewing these and prioritising so ELT has a planned approach to addressing the hazards in Council. A yearly audit is planned to occur as part of the 2020/22 WHS Management Plan and it is recommended that this is brought forward to begin in February to also identify WHS issues. To improve WHS consultation with staff across the region, the WHS Committee is expanding to include many more staff and Manager’s so representation across the various locations and workgroups is improved.

CONSULTATION Workplace Health and Safety Queensland.

RISK IMPLICATIONS Reputation / Political The current risk is high and requires changed practices to manage to an acceptable level Occupational Health & Safety (WHS) The current risk is high and requires changed practices and additional resources to manage to an acceptable level Financial Impact The current risk is high and requires changed practices to manage to an acceptable level Legal & Regulatory The current risk is high and requires changed practices to manage to an acceptable level Environmental The current risk is high and requires changed practices to manage to an acceptable level Property & Infrastructure


Item 7.4 Page 50

The current risk is high and requires changed practices to manage to an acceptable level Human Resources The current risk is high and requires changed practices to manage to an acceptable level Information Communications Technology The current risk is high and requires changed practices to manage to an acceptable level Service Delivery The current risk is high and requires changed practices to manage to an acceptable level Climate Less applicable

KEY MESSAGE Council’s current WHS injury statistics are adversely high. Council has a very high volume of identified hazards that require attention across the region. Managing these may have a significant impact on both the services delivered and the budget. Consultation of WHS matters with staff has a significant opportunity to improve. Council’s ELT will review monthly progress in achieving WHS goals and key priorities.


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8 WORKS

Nil

9 COUNCILLOR REPORTS

Nil


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10 CONFIDENTIAL REPORTS

RECOMMENDATION That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 275(1) of the Local Government Regulation 2012: 10.1 Update - Recovery of Outstanding Rates This matter is considered to be confidential under Section 254J(3)(a)-(i) - e of the Local Government Regulation, and the Council is satisfied that discussion of this matter in an open meeting would, on balance, be contrary to the public interest as it deals with legal advise obtained by the local government or legal proceedings involving the local government including, for example, legal proceedings that may be taken br or against local government.


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11 CLOSURE OF MEETING

Documents

Agenda of General Meeting - Wednesday, 27 January 2021 · General Meeting Agenda 27 January 2021 Page 5 1 WELCOME/HOUSEKEEPING 2 APOLOGIES/LEAVE OF ABSENCE 3 DEPUTATIONS/PETITIONS