Minutes of Ordinary Meeting - 12 December 2018€¦ · 12/12/2018 · ATTACHMENT 1 COUNCIL'S LETTER TO CHANGE COMMISSION OF 15 JUNE 2011 ... Cr GC Hartwig, Cr HT Smerdon, Cr DH Stewart

MINUTES

of the

ORDINARY MEETING

CHAIRMAN: Cr MW Curran (Mayor)

Held in the Boardroom

Town Hall

2 Caledonian Hill

Gympie Qld 4570

On Wednesday, 12 December 2018

At 9am

Ordinary Meeting Minutes 12 December 2018 1

Gympie Regional Council

Gympie Regional Council ORDINARY

Mayor MW Curran (Chairman)

Crs MA McDonald, GC Hartwig, MS Gear, DW Dodt, DH Stewart, HT Smerdon,

WR Leitch and RA Fredman.

CONTENTS:

ACKNOWLEDGEMENT ....................................................................................................................... 3

SECTION 1: OPEN WITH PRAYER .................................................................................................. 3

SECTION 2: APOLOGIES / LEAVE OF ABSENCE ............................................................................ 3

DISCLOSURE OF INTERESTS BY COUNCILLORS ............................................................................... 3

SECTION 3: CONFIRMATION OF MINUTES .................................................................................. 4

SECTION 4: PETITIONS ................................................................................................................... 4

SECTION 5: PLANNING AND DEVELOPMENT .............................................................................. 5

5.1 BUILDING BETTER REGIONS FUND - GRANT SUBMISSIONS .................................................................................................... 5

SECTION 6: CORPORATE AND COMMUNITY SERVICES ........................................................... 10

6.1 NOVEMBER 2018 FINANCIAL REPORT .................................................................................................................................... 10

6.2 ACQUISITION OF LAND - 10 DOWDLE ROAD, MANYUNG (LOT 27 M6072) .................................................................... 14

6.3 RISK MANAGEMENT POLICY ..................................................................................................................................................... 19

6.4 PROCUREMENT POLICY .............................................................................................................................................................. 21

SECTION 7: OFFICE OF THE CEO .................................................................................................. 23

7.1 DIVISIONAL BOUNDARY MATTERS ........................................................................................................................................... 23

7.2 BROUGHT FORWARD NOTIFIED MOTION - M18/11/18 - COUNCIL'S STATUS AS A DIVIDED COUNCIL ...................... 28

7.3 NOTIFIED MOTION - GRAVEL ROAD MAINTENANCE ............................................................................................................ 30

7.4 REPORT FROM THE AUDIT AND RISK MANAGEMENT COMMITTEE NOVEMBER 2018 MEETING ..................................... 33

SECTION 8: INFRASTRUCTURE SERVICES ................................................................................... 36

8.1 PROVISION OF FUEL SUPPLIERS ................................................................................................................................................ 36

8.2 WASTE MANAGEMENT FACILITY SURVEY ................................................................................................................................ 41

SECTION 9: IN COMMITTEE ......................................................................................................... 52

9.1 SCHEDULE OF 2018/19 ENVIRONMENTAL PROJECTS ........................................................................................................... 52

9.2 GYMPIE AERODROME ................................................................................................................................................................ 53

LATE ITEM ......................................................................................................................................... 54

9.3 AUTHORITY PROGRAM OF WORK ............................................................................................................................................ 54

9.4 REFURBISHMENT OF LOCOMOTIVE 967 .................................................................................................................................. 55



SECTION 10: ATTACHMENTS......................................................................................................... 56

6.1 NOVEMBER 2018 FINANCIAL REPORT

ATTACHMENT 1 FINANCIAL REPORTS NOVEMBER 2018 .......................................................................................... 57

6.3 RISK MANAGEMENT POLICY

ATTACHMENT 1 RISK MANAGEMENT POLICY .............................................................................................................. 65

6.4 PROCUREMENT POLICY

ATTACHMENT 1 DRAFT PROCUREMENT POLICY - CSPOL140 29 NOV 2018 VERSION 3.PDF ........................... 67

7.1 DIVISIONAL BOUNDARY MATTERS

ATTACHMENT 1 COUNCIL'S LETTER TO CHANGE COMMISSION OF 15 JUNE 2011 ............................................... 69

ATTACHMENT 2 NEWSPAPER ADVERTISEMENT AUGUST 2011 FROM CHANGE COMMISSION ............................. 72

ATTACHMENT 3 CHANGE COMMISSION FINAL DETERMINATION REPORT (NOV 2011) ....................................... 73

8.2 WASTE MANAGEMENT FACILITY SURVEY

ATTACHMENT 1 WASTE MANAGEMENT FACILITIES SURVEY ...................................................................................... 79



The meeting commenced at 9.01am.

PRESENT: Mayor Cr MW Curran (Chairman), Crs MA McDonald, GC Hartwig,

MS Gear, DW Dodt, DH Stewart, HT Smerdon, WR Leitch and RA

Fredman.

Also in attendance were A/Chief Executive Officer (Mr D Scordalides),

A/Director Corporate and Community Services (Ms H Kelly), Director

Planning and Development (Ms G Vereker), Manager – Information

Services (Ms S Cormack), Manager – Waste Services (Mr M Pavlinic),

Manager – Governance (Mr B Hayes), Manager – Property (Mr A Bray),

Management Accountant (Ms D Hatherell), Manager Waste Services (Mr

M Pavlinic) and Minutes Clerk (Ms S Lowe).

ACKNOWLEDGEMENT

Cr Stewart gave the following acknowledgement:

Let me acknowledge the traditional owners of the land on which we

meet today, I pay my respects to the elders of the past, present and

emerging.

SECTION 1: OPEN WITH PRAYER

Fr Pat Cassidy from St Patrick’s Parish, Gympie offered a prayer for the

advancement of the region and the true welfare of its people.

One Minute’s silence for family and friends of deceased residents of the

region.

SECTION 2: APOLOGIES / LEAVE OF ABSENCE

DISCLOSURE OF INTERESTS BY COUNCILLORS

The Mayor asked if any Councillor needed to disclose an interest in any

agenda item.

Cr RA Fredman advised that he would be declaring a Perceived Conflict

of Interest in relation to Item 9.2.

Cr M McDonald advised that he would be declaring a Perceived Conflict


Cr GC Hartwig advised that he would be declaring a Perceived Conflict


Cr D Stewart advised that he would be declaring a Perceived Conflict of

Interest in relation to Item 8.1



No other Councillors present disclosed an interest in any agenda item.

M03/12/18 – Item 5.1 – Perceived Conflict of Interest – Cr M McDonald

M14/12/18 – Item 8.1 – Perceived Conflict of Interest – Cr D Stewart

M21/12/18 – Item 9.2 – Perceived Conflict of Interest – Cr RA Fredman

M17/12/18 – Item 9.4 – Perceived Conflict of Interest – Cr GC Hartwig

SECTION 3: CONFIRMATION OF MINUTES

M01/12/18 Moved Cr DW Dodt Seconded Cr MS Gear

That the Minutes of the Gympie Regional Council Ordinary Meeting held

on 28 November 2018 be taken as read and confirmed.

Carried

FOR: Cr MW Curran, Cr MA McDonald, Cr WR Leitch, Cr DW Dodt, Cr MS Gear,

Cr GC Hartwig, Cr HT Smerdon, Cr DH Stewart and Cr RA Fredman

AGAINST: Nil

SECTION 4: PETITIONS



SECTION 5: PLANNING AND DEVELOPMENT

CR M MDCONALD - PERCEIVED CONFLICT OF INTEREST

“I declare that I have a perceived conflict of interest in this matter (as defined in the

Local Government Act 2009, section 175B) as follows:-

I own a property at Tin Can Bay.”

M02/12/18 Moved Cr MW Curran Seconded Cr MS Gear

That Cr MA McDonald remain in the meeting for Item 5.1 to vote.

Carried

FOR: Cr MW Curran, Cr WR Leitch, Cr DW Dodt, Cr MS Gear, Cr GC Hartwig, Cr

HT Smerdon, Cr DH Stewart and Cr RA Fredman

AGAINST: Nil

ABSTAINED: Cr MA McDonald

5.1 Building Better Regions Fund - Grant Submissions

PORTFOLIO: Planning and Development

DIRECTORATE: Planning and Development

DOC ID:

LINKS TO CORPORATE/OPERATIONAL PLAN

STRATEGIC THEMES:

5. Our Organisation – accountable, responsive, efficient and innovative

1. BACKGROUND AND PREVIOUS COUNCIL CONSIDERATION

Councillors would recall discussion during the Briefing held on 14 November 2018

regarding the new round of the Commonwealth government’s Building Better

Regions Fund (BBRF). This discussion included consideration of potential projects

and a general consensus regarding the two favoured projects, being the Gympie

Town Centre Transit facility and the Tin Can Bay (Norman Point) Jetty. Funding

applications for Round 3 of the BBRF program closed on 15 November 2018 and as

a consequence of this there was a necessity to lodge a funding submission in

respect of each of the preferred projects prior to confirming Council’s endorsement

at an Ordinary Meeting.

A funding submission in relation to both the Transit Facility and the Jetty were

lodged on 15 November 2018 in accordance with the program deadline. It is

necessary for to Council endorse the applications to ensure that the Gympie Region



does not miss the opportunity to be considered in this funding program, an

opportunity that would significantly assist Council in the delivery of one of these

important community and economic development projects.

2. REPORT

Building Better Regions Fund Program

The Building Better Regions Fund (BBRF) runs over 5 years from 2017-18 to 2021-22.

The objectives of the program are to:

drive economic growth; and

build stronger regional communities into the future.

The intended outcomes of the program are to:

create jobs;

have a positive impact on economic activity, including Indigenous economic

participation through employment and supplier-use outcomes;

enhance community facilities;

enhance leadership capacity; and

encourage community cohesion and sense of identity.

There are two grant opportunities as part of this program:

Community Investments Stream; and

Infrastructure Projects Stream.

A total of $200 million is available for Round 3 of the program, with up to $45

million of this funding earmarked to support tourism related infrastructure projects.

The Infrastructure Projects Stream will support projects for new infrastructure or the

upgrade or extension of existing infrastructure that provide economic and social

benefits to regional and remote areas.

This competitive funding opportunity aims to support projects that benefit areas

outside of the major capital cities. Successful projects will receive grants of up to

$10 million from the Commonwealth, the grant amount for the Gympie Region will

cover 50% of eligible project costs.

A funding factsheet explaining the BBRF is attached for Councillors’ information.

Gympie Region Projects – Project Description

Gympie Town Centre Transit Facility

The Gympie Town Centre Transit Facility has been entered into the Infrastructure

Projects Stream.

The Gympie Town Centre Transit Facility is a significant urban project that will

deliver a new key public transport node to meet the needs of growing numbers of

residents and visitors in Gympie. Stage 1 focuses on public transport infrastructure

upgrades in support of a growing regional centre. The completed facility will

accommodate an inter and intra-regional bus/coach service terminus, taxi rank, RV

parking and a formalised car park area to be utilised for ‘park and ride’ and overflow

town centre parking. The facility is part of a larger urban renewal project that seeks



to reinvigorate an underutilised, flood affected part of Gympie by connecting a

series of key public spaces between the Mary River and the town centre's main

street.

Specific Deliverables of the Stage 1 Project

Three or more new on road bus/coach bays for inter and intra-regional bus

function to improve public transport options for residents and visitors and

deliver a central hub for the transit needs of the region's primary retail and

commercial centre;

Realignment and upgrade to River Road to facilitate safe and efficient bus

movement;

New vegetated median strip to the centre of River Road (60m long x 2m

wide) to continue the green leafy nature of the surrounding parkland;

Construction of a regional level architecturally designed transit shelter

structure (indicatively 30-40m long x 4m wide) incorporating associated fixed

street furniture (nominally seats, bins, water fountain) to accommodate a

safe, comfortable and accessible waiting space;

“Wayfinding” signage and tourist information signage to better connect the

facility to the Town Centre;

New off road platform waiting space (nominally 65m long x 7.5m wide);

New raised pedestrian crossing; and

New landscaping and concrete pavements.

Tin Can Bay (Norman Point) Jetty

The Tin Can Bay Jetty was entered into the Infrastructure Projects Stream.

The Norman Point Jetty is new community infrastructure proposed to be

constructed at Tin Can Bay. It will provide a public jetty that caters for all-tide

fishing, walking and viewing with access to deep water beyond the tidal sand flats.

This new jetty will provide improved access to marine, estuarine and inland waters

for land based fishers and recreational purposes, as there is currently no public

jetty in the Tin Can Bay area. The jetty has conceptually been designed to be 180m

in length x 6m metres wide, with a 28m x 14m head at the seaward end to provide

adequate area for the community and tourists to enjoy the coastal environment. It

will provide a community focal point for tourism and events in the region.

Specific Deliverables of the Project

Design and construction of a new public jetty from Norman Point at Tin Can

Bay, 180m long x 6m wide with a 28m x 14m head at the deep water seaward

end;

Provision of pedestrian lighting for safety;

Provision of navigational lighting and aids for maritime safety in the area

around the jetty;

Provision of hand railing, seating and other furniture on the jetty and

immediate approaches;

Provision of associated adjacent on-shore facilities including pathways, car

park, landscaping and shade structure; and

Provision of signage and emergency access facilities.



3. BUDGET IMPLICATIONS

The BBRF provides funding of up to 50% of the project cost. Should Council be

successful in one of its funding submissions it will need to allocate the matching

50% of the project cost. It is noted that both the Transit Facility and Jetty are

acknowledged in Council’s Long Term Financial Plan. As such, should Council be

successful, the funding for the successful project will be brought forward.

Total projected cost of each project is:

Gympie Town Centre Transit Facility – $1,600,000

Tin Can Bay (Norman Point) Jetty - $8,675,000

The funding guidelines require that projects must be completed by December 2021.

The benefit of this is that projects can be scheduled to occur across three financial

years (particularly in the case of the Jetty) with Council capital expenditure allocated

accordingly.

4. POLICY IMPLICATIONS

There are no implications in respect of Council policy.

5. CONSULTATION

The Transit Facility has been the subject of two public consultation processes. The

first occurred as part of the original engagement on the Master Plan for Nelson

Reserve and Memorial Park which resulted in the Transit Facility being identified as a

priority project. The second public consultation process was specific to the Transit

Facility and a third targeted engagement process has recently occurred focussing on

specific stakeholders (bus operators).

To date engagement in relation to the Jetty project has involved informal

consultation with Tin can bay stakeholders as well as the release of graphic

representations to the media. In accordance with the funding application initial

formal consultation is proposed as part of the first activity (stage) of the project.

6. CONCLUSION

A funding submission in relation to both the Gympie Town Centre Transit Facility

and the Tin Can Bay (Norman Point) Jetty were lodged on 15 November 2018 in

accordance with the requirements of Round 3 of the Commonwealth Government’s

Building Better Regions Fund program. It is necessary for Council to endorse the

actions taken by staff to ensure that the Gympie Region does not miss the

opportunity to be considered in this funding program, noting the potential

community, economic development and tourism benefits that may result from a

successful submission.



M03/12/18 Moved Cr RA Fredman Seconded Cr DW Dodt

That Council endorse the funding applications under Round 3 of the

Commonwealth government’s Building Better Regions Funding program

for the Gympie Town Centre Transit Facility.

Carried



AGAINST: Nil

M04/12/18 Moved Cr MA McDonald Seconded Cr MS Gear

That Council endorse the funding applications under Round 3 of the

Commonwealth government’s Building Better Regions Funding program

for the Tin Can Bay (Norman Point) Jetty.

Carried

FOR: Cr MW Curran, Cr MA McDonald, Cr WR Leitch, Cr DW Dodt and Cr MS

Gear

AGAINST: Cr GC Hartwig, Cr HT Smerdon, Cr DH Stewart and Cr RA Fredman



SECTION 6: CORPORATE AND COMMUNITY SERVICES

6.1 November 2018 Financial Report

PORTFOLIO: Governance, Finance, Disaster Management

DIRECTORATE: Corporate and Community Services

DOC ID:


STRATEGIC THEMES:

1. Our Infrastructure – well planned, integrated and safe

2. Our Community – active, diverse, creative and engaged

3. Our Economy – dynamic, productive and resilient

4. Our Environment – sustainable, well-managed and accessible



This financial report as at 30 November 2018 is provided for Council’s

information to meet the monthly reporting obligations under the Local

Government Regulation.

2. REPORT

The financial statements provide a comparison of the actual results to 30

November 2018 against Council’s current 2018-2019 adopted budget.

Overall Council’s year to date performance to 30 November 2018 is tracking as

expected. The reports attached have been prepared on a management

accounting basis and differ from the statutory financial statements as they

include internal transactions for Community Service Obligations, Competitive

Neutrality Payments and forecast internal dividends from Council’s Water

Business Unit.

Operating Revenue:

Council is currently on track having received $42.3m (41.4%) of its total

operating income budget ($102.2m) as at 30 November 2018.

The unfavourable operational income variance to date against budget includes

lower than forecast internal plant utilization, lower than forecast demand for

water consumption and is offset by higher than forecast profit on sale of plant

& equipment and, higher than expected development applications and

building inspections.



As at 30 November 8.36% of rates issued are outstanding. This percentage has

been trending down over the last five years and is expected to continue with

active staff management and expansion of the options available for customers

to pay.

Operating Expenditure:

Council operating expenditure to 30 November is currently $43.7m (45.35%)

of the full year budget $95.8m. The resulting $1.6m unfavourable variance

against the year to date budget is a combination of a number of factors

including increased maintenance costs relating to assistance provided during

the Woolooga bushfires and hail storm experienced across the region,

increase maintenance and cleaning costs for public conveniences and the

impact of the asset valuation process undertaken in May/June 2018.

The unfavourable variance is partially offset by delays in the commencement

of some operational projects across directorates

Noting the majority of the budget variation is due to the asset valuation

process, the inclusion of adjusted depreciation on the basis of new asset

valuations early in the new financial year and with minimal management

review is less than satisfactory and hence a review of the management and

methodology of the asset valuation process, including estimation of useful life

and condition ratings for assets, will be conducted in the new year.

Additional commentary is provided in the attached November 2018 Financial

Report.

Capital Revenue:

Year to date (YTD) capital income of $6.06m is higher than forecast and

comprises capital grants of $4.86m and Infrastructure Charges of $1.2m.



Capital Project Expenditure:

Actual expenditure on capital projects including commitments to 30

November 2018 is $18.8m against the total annual capital program budget of

$48.79m. This level of expenditure is in line with forecast.

The capital program will continue to be monitored by Directors and Managers

and any variations to the capital program will be included in the second

budget review, due to be presented to Council in January 2019.

Cash and Cash Equivalents Report:

The total cash on hand at the end of November 2018 was $42.8m excluding

funds held in trust.

Funds held in trust by Council on behalf of developers and ratepayers totals

$2.06m as at 30 November 2018.

As at 30 November 2018, Council has a total of $40.6m invested with

Queensland Treasury Corporation and $2m of term deposits invested equally

with Auswide Bank and Bendigo Community Bank.

In comparison Council funds of $52.1m were invested with Queensland

Treasury and $2m with other banking institutions as at 30 November 2017 and

the amount held in trust as at 30 November 2017 was $1.16m.

The balance of funds invested is lower for this current financial year as Council

has delivered several major infrastructure projects which have been funded

from cash investments not borrowings and project expenditure being incurred

before receiving subsidy funds from State and Federal Government.


The financial transactions to 30 November 2018 will be monitored against

Council’s current adopted 2018-2019 budget. A second quarterly budget

review at 31 December 2018 will be presented to the January 2019 meeting.


The November 2018 monthly management reporting is in line with Council

policy, the Local Government Act 2009 and the Local Government Regulation

2012.

5. CONSULTATION

Consultation to provide commentary regarding the financial performance to

the 30 November 2018 has been undertaken with Managers, Directors and the

Chief Executive Officer.

6. CONCLUSION

Council’s financial statements for the period ended 30 November provides a

comparison of actual results against the revised budget adopted at the 24

October 2018 Council Meeting. Overall actual results align with the current

budget.



ATTACHMENTS

⇩1. Financial Reports November 2018

M05/12/18 Moved Cr MA McDonald Seconded Cr HT Smerdon

That Council endorses the financial report for the period ended 30

November 2018.

Carried



AGAINST: Nil



6.2 Acquisition of Land - 10 Dowdle Road, Manyung (Lot 27 M6072)

PORTFOLIO: Business Activities


DOC ID:


STRATEGIC THEMES:





In 1912, small residential lots of approximately 1,000m2 each were created in

three small “Historic Villages” close to Manyung, Cinnabar and Tansey and

were referred to as ‘Old Soldier Settlements’. The settlements were to be

serviced by a proposed rail corridor, with the aim of creating future townships.

The rail network did not eventuate and the lots have remained vacant since.

By way of Resolution F25/05/10, Council agreed to offer to transfer lots in

Manyung to Council at nil consideration and no cost to the current owners.

2. REPORT

The lots in Manyung were identified in the Gympie Regional Council Planning

Scheme 2013 as having constraints on their potential to be developed due to

the absence of supporting infrastructure. Specifically, none of the lots are

serviced by town water or sewerage, power has not been extended to each lot

and whilst gazetted, roads have not been constructed. Additionally, the small

size of the lots precludes the installation of an on-site sewerage treatment

plant.

As a result, the lots in Manyung were defined in Section 6.2.19 of the Planning

Scheme as ‘Limited Development (Constrained Land)’, with the consequence

that development of these properties must include infrastructure and services

improvements. No such improvements are contemplated by Council at this

time. Any proposed development on these lots would require an impact

assessable development permit that would need to demonstrate how it

complies with the planning scheme, including how access would be obtained

to the lot and how the site could be serviced.



Manyung

There are 21 lots in total of which nine are State owned, three Council owned

and nine privately owned. There is a power line close by but no town water or

sewerage. Neighbouring roads are gazetted but mostly unmade.

Whilst seven owners were contacted in 2010, Council’s offer to surrender the

land was not taken up by any of the owners. Three of the properties have

since sold privately for approximately $5,000 each. Rates are payable at

approximately $1,400pa per lot.

The owner of 10 Dowdle Road, Manyung (Lot 27 M6072) has requested that

she be permitted to hand her property back to Council at nil consideration,

due to ill health and on the basis that she is unable to continue to pay rates

(currently $726.10 outstanding).



Strategic Planning Considerations

These historic lots have significant constraints that largely prohibit the lots

being developed for residential purposes, particularly in their current

configuration. The current strategic vision for Manyung is consistent with a

rural lifestyle, which means significantly large lots and minimal services

provided.

This strategic vision is in alignment with key principles informing the region’s

urban structure as outlined in the Planning Scheme. In assessing the future for

these remote villages these key principles and the questions that define the

principles, need to be considered, as follows:

Critical Mass: Will the region, or its parts, when fully developed, have

sufficient critical mass to warrant the provision of necessary residential

services?

Accessibility and Connectivity: Can residents conveniently access all

necessary support services and have ready access to employment?

Compact Settlement Pattern and Efficient Servicing: Can the area be

serviced sensibly? (both urban and rural sprawl is costly to service)

Character Protection and Management: Is the townships special

character preserved?

Community Focus Point: Does every resident have a place of

community attachment?

Ecological Protection and Management: Are vegetated areas, water

quality, and coastal processes protected?

Protection from Natural Hazards: Is development protected against

flood, fire, storm surge and landslip?

Orderly Development: Is development coordinated, not piecemeal, and

in sequence with the provision of necessary trunk infrastructure?



Any future development of this remote village would fail to meet a number of

the principles outlined above. Small lot development in any of the three

locations would:

Be out of sequence in terms of orderly development noting the lack of

any necessary infrastructure;

Not provide for a compact settlement pattern as any additional growth

should take place in already established townships. There is no

demand or need for the development of additional townships within

the region;

Be unable to be efficiently or cost effectively serviced without placing a

significant additional rates burden on the general community;

Not have, nor are these locations intended or likely to have (based on

current population growth trends) sufficient critical mass to warrant

the provision of necessary residential services for lots of that size;

Not have appropriate accessibility or connectivity to necessary support

services and employment; and

Not preserve the rural lifestyle character which is based on large rural

lots.

It is considered that the only appropriate and feasible development option

would be the amalgamation of all the smaller lots to form one large lot in

each village. Ownership of the land at Manyung, however, is fragmented which

limits options for reconfiguration for the foreseeable future.


(a) Loss of rates revenue of approximately $1,400pa

(b) Land transfer costs payable by Council of approximately $2,500


There are no policy implications.

5. CONSULTATION

Planning & Development

6. CONCLUSION

Development of land at this location in Manyung is constrained by the

absence of town water, sewerage and power to each lot boundary. The lot size

of around 1,000m2 prohibits the installation of on-site sewerage treatment

plant. Access to most lots is via unmade roads that Council has no current

intention to build.

Ownership of the land at Manyung is more fragmented which limits options

for reconfiguration for the foreseeable future.

Landowners are in the position where they are unable to develop individual

allotments but must pay rates. Surrender of lots back to Council would remove

inequitable rates charges levied on undevelopable land, albeit at a potential

loss in annual rates income of $1,400 pa.



M06/12/18 Moved Cr GC Hartwig Seconded Cr DW Dodt

That Council accepts the proposal from the Owner of 10 Dowdle Road,

Manyung (Lot 27 M6072) to transfer her land to Council at nil

consideration, no costs to the Owner and that outstanding rates and

interest are written off.

Carried



AGAINST: Nil



6.3 Risk Management Policy



DOC ID:


STRATEGIC THEMES:



The Gympie Regional Council recognises that risk management is an integral

part of good governance and management practice. While Council has a Risk

Management Policy (OCPOL200) and supporting procedures in place, the

policy requires update as a result of changes arising from the revised Risk

Management Standards AS/NZ 31000:2018.

2. REPORT

In response to the revised Risk Management Standard AS/NZ31000:2018,

Council’s existing Risk Management Policy has been reviewed and updated. As

part of this review, it was also considered timely to incorporate

recommendations from recent reports of the Crime and Corruption

Commission (CCC) and Queensland Audit Office (QAO) pertaining to fraud

and integrity framework best practice where applicable.

A clearly defined risk appetite statement for Council has also been developed

and incorporated into the revised policy and supporting procedures.

The revised policy applies to the following organisational risk areas:

Strategic – associated with the high level longer term goals, objectives and

strategies;

Operational – associated with business functions/operations;

Compliance – associated with regulatory and compliance risks; and

Project – associated with defined and significant Council projects.


There are no budget implications.


This is a revised policy to support the Local Government Regulation 2012

requirements under sections 164 (1), 207 (2) and 175 (b).

5. CONSULTATION

CEO, Executive and members of the Senior Leadership Team



6. CONCLUSION

The Council’s Risk Management Policy has been reviewed and updated to

reflect recent revisions to the Risk Management Standard AS/NZ31000:2018

and consideration of recommendations from recent reports of the Crime and

Corruption Commission (CCC) and Queensland Audit Office (QAO).

ATTACHMENTS

⇩1. Risk Management Policy

M07/12/18 Moved Cr WR Leitch Seconded Cr MS Gear

That the revised Risk Management Policy, as attached, be adopted.

Carried



AGAINST: Nil



6.4 Procurement Policy



DOC ID:


STRATEGIC THEMES:



4. Our Environment – sustainable, well-managed and accessible



The Council is required to review its Procurement Policy annually in

accordance with the requirements of the Local Government Regulation 2012.

The Policy was last reviewed in June 2017 as part of the budget process.

The objective of the Procurement Policy is to ensure legislative compliance

and achieve advantageous community outcomes through Gympie Regional

Council’s (Council) procurement arrangements for acquiring goods and

services, carrying out of works and the disposal of assets. The policy is the

peak document and is supported by a range of delegations, procedures etc.

2. REPORT

Attached for the consideration of the Council is the revised draft Procurement

Policy. The revised policy excludes procedural commentary and includes a

new clause in relation to local, social and environmentally sustainable

procurement.


The policy will guide procurement for all activities approved under the current

budget.


The adoption of the Procurement Policy will allow the Council to meet the

legislative requirements for annual review.

5. CONSULTATION

Executive Team

Risk Coordinator

Manager - Governance

Senior staff across all directorates



6. CONCLUSION

The Local Government Regulation 2012 requires Council to review the

Procurement Policy on an annual basis. A draft Procurement Policy is attached

for Council’s consideration.

ATTACHMENTS

⇩1. Draft Procurement Policy - CSPOL140 29 Nov 2018 version 3.pdf

M08/12/18 Moved Cr DH Stewart Seconded Cr DW Dodt

That the Procurement Policy, as presented, be adopted.

Carried



AGAINST: Nil



SECTION 7: OFFICE OF THE CEO

7.1 Divisional Boundary Matters


DIRECTORATE: Office of the CEO

DOC ID:


STRATEGIC THEMES:



A notified motion presented to the Ordinary Meeting on 28 November 2018

raised the prospect of undertaking community consultation to gauge

community support to change Council’s current status as a divided Council, to

become an undivided Council effective for the 2020 quadrennial local

government election.

Further information was sought in relation to options and costs involved in

undertaking relevant community consultation.

Council has previously considered the matter of its electoral arrangements via

Minute G12/06/11 and Minute G13/10/11.

In addition to the above matter, Council has a statutory requirement to review

the proportion of electors in each division in accordance with the

requirements of section 16 of the Local Government Act 2009 (Act) and advise

the Minister by 1 March 2019 of the outcome of that review.

2. REPORT

Undivided – Divided Status

The 2008 local government amalgamations established Gympie Regional

Council as an undivided council.

In May 2011 Council received written advice from the Electoral Commissioner

that the then Deputy Premier and Minister for Local Government had referred

a proposal to the Electoral Commissioner for Gympie Regional Council’s

electoral arrangements be changed from undivided to divided status. In

support of the proposal, the Deputy Premier indicated that there was a level of

community interest and support for divisions evidenced by representations

made to him and recent survey results, albeit from a relatively small sample of

the population. He also drew attention to a report from the Law, Justice and

Safety Committee recommending that councils with populations exceeding

30,000 should have divisional structures.



Noting that the proposal did not emanate from Council itself the Local

Government Change Commissioner sought any comments from Council in

relation to the Deputy Premier’s referral.

Council by way of Minute G12/06/11 resolved: -

That Council write to the Local Government Change Commissioner

confirming its prior advice to the Minister for Local Government that

Gympie Regional Council wishes to retain its 'undivided' status for the

purpose of electoral arrangements. Further that Gympie Regional Council

provide a rationale for its decision.

A copy of Council’s letter to the Change Commission dated 15 June 2011 is

attached to this report for Council’s information.

The Change Commission undertook community consultation inviting written

public feedback on the proposal in addition to holding a public hearing on the

matter on 11 August 2011 at the Gympie Conference Centre, 28 Fraser St,

Gympie. Refer copy of newspaper advertisement from 6 August 2011

attached.

On 29 September 2011 the Electoral Commission wrote to Council advising

that the Change Commission would be recommending to the Minister for

Local Government that Gympie Regional Council change its electoral

arrangements from undivided to divided for the 2012 elections with eight

single member divisions.

At its Ordinary Meeting held on 12 October 2011 Council resolved by way of

Minute G13/10/11 that: -

1. Council advise the Minister for Local Government that it reaffirms

its position that it considers the existing “undivided”

arrangements are in the best interests of the Gympie Regional

community.

2. the Electoral Commission be advised that in the interests of

independence, that the Electoral Commission be responsible for

developing the draft boundaries prior to consultation with Council

on the matter.

A copy of the Local Government Change Commission’s November 2011 Final

Determination Report for the Review of Divisional Boundaries is attached for

Council’s information.

The 2012 and 2016 quadrennial elections were contested on an eight

divisional boundary basis with the divisions having been established as an

outcome of the 2011 Change Commission’s recommendation.

Enquires with relevant staff from the Department of Local Government, Racing

and Multicultural Affairs have indicated that any submission by Council to the



Minister seeking approval by the Change Commissioner for Council’s electoral

status to be changed from divided to undivided would be more compelling if

it demonstrated strong community support for the proposal.

Council would be responsible for all costs associated with the community

consultation which could range from phone and online surveys through to the

option of a full direct poll of all electors based on the latest available electoral

roll. Taking a similar region wide phone survey approach as conducted by

Council and the LGAQ for the biennial community satisfaction surveys,

supported by an online survey, indicative costs of conducting and adequately

promoting those options would be in the range of $14,000-$16,000 ex GST. In

the case of the phone survey this level of expenditure would result in 1,000

residents responding to the phone survey with up to 4,000 – 5,000 likely being

contacted to achieve that statistically sound sample size response result.

The Electoral Commission Queensland is not allowed to conduct voter polls

other than elections or referendums. Should Council wish to survey each

elector individually (noting that elector email addresses are not available)

Council would be required to undertake its own mail out, including providing

a return paid envelope to achieve any likely degree of acceptable take up. The

survey of electors would remain a non-compulsory poll, albeit an expensive

one. Including design, printing, postage (reply paid postage), in-house staff

time required to produce the documents, and staff time required to collate

and analyze the results, a conservative estimate of the likely minimum costs to

engage directly with every enrolled elector via traditional hard copy mail

would be in the range of $40,000 - $50,000 ex GST.

Statutory Review of Divisions

Section 16 of the Act requires that a local government must, no later than 1

March in the year before the year of the quadrennial elections –

(a) review whether each of its divisions has a reasonable proportion of

electors; and

(b) give the electoral commissioner and the Minister written notice of the

results of the review.

Information obtained from the Electoral Commission Queensland reveals a

total of 36,567 electors being enrolled for our local government area as at 31

October 2018. The elector numbers spread across the eight divisions is as

shown below: -

DIVISION 1 4924

DIVISION 2 4466

DIVISION 3 4929

DIVISION 4 4000

DIVISION 5 4405

DIVISION 6 4404

DIVISION 7 5022

DIVISION 8 4417



Section 15 of the Act requires that each division must have a reasonable

proportion of electors which is defined as being the total number of electors

divided by the number of Councillors (other than the Mayor), plus or minus in

Gympie’s case 10%.

This requires each division to have a minimum of 4114 electors and a

maximum of 5028 electors. Currently this sees Division 4 being 114 electors

short of the threshold and Division 7 being within 6 electors of the maximum

allowed.

The Change Commission has confirmed that Council’s only obligation at this

stage is to notify the Minister that Council has reviewed its elector numbers

and that Division 4 is marginally below the minimum required elector numbers

with Division 7 being very close the maximum allowed. To ensure

independence in any reallocation of voter numbers Council can ask the

Minister for the Change Commission to address these matters in consultation

with Council and the Electoral Commission Queensland (ECQ) as required.


Costs of conducting a survey or poll on this matter did not form part of the

2018-2019 budget deliberations. Funds would need to be transferred from

alternate allocations in order to cater for the expenditure should the

consultation proceed.


No policy implications.

5. CONSULTATION

DLGRMA

ECQ

CEO

Manager Governance

Manager Communications

Survey providers to gauge indicative pricing

6. CONCLUSION

In response to the information provided Council needs to determine its

position on the outstanding Notified Motion which is currently lying on the

table. Further, regardless of that outcome, Council has a statutory obligation

to notify the Minister of the outcome of a review of elector numbers per

division prior to 1 March 2019 as outlined in the report above.

ATTACHMENTS

⇩1. Council's letter to Change Commission of 15 June 2011

⇩2. Newspaper advertisement August 2011 from Change Commission

⇩3. Change Commission Final Determination Report (Nov 2011)



M09/12/18 Moved Cr DH Stewart Seconded Cr MS Gear

That

1. Council notes the indicative costs associated with undertaking

phone and online surveys, and direct elector engagement via hard

copy mail out in regards to community consultation on the question

of any proposed move to an undivided status.

2. in accordance with Section 16 of the Act, Council advises the

Minister for Local Government, Racing and Multicultural Affairs

(Minister) of the results of its review of the proportion of electors

per division.

3. Council requests that the Minister, in consultation with Council, the

Change Commission and the Electoral Commission Queensland,

undertake any necessary review of divisional boundaries to address

the proportion of elector numbers per division in line with the

requirements of the Act.

Carried



AGAINST: Nil



7.2 Brought Forward Notified Motion - M18/11/18 - Council's Status

as a Divided Council



DOC ID:


STRATEGIC THEMES:



1. REPORT

At the Ordinary Meeting held on the 28 November 2018 a notified motion was

put before Council stating as per below:

Notified Motion

“That Gympie Regional Council undertake appropriate community consultation

to gauge community support for a change to Council’s current status as a

divided Council, to become an undivided Council effective for the 2020

quadrennial local government election.”

Minute M18/11/18 resolved as follows:

The previous item in relation to Divisional Boundary matters provided

additional information on community consultation options.

Council is now in a position to determine the outstanding Notified Motion as

per M18/11/18 above.



M10/12/18 Moved Cr HT Smerdon Seconded Cr GC Hartwig

That the matter come off the table.

Carried



AGAINST: Nil

That Gympie Regional Council undertake appropriate community

consultation to gauge community support for a change to Council’s

current status as a divided Council, to become an undivided Council

effective for the 2020 quadrennial local government election.

MOTION LAPSED FOR WANT OF A MOVER



7.3 Notified Motion - Gravel Road Maintenance

PORTFOLIO: Infrastructure Services


DOC ID:


STRATEGIC THEMES:

Choose an item


1. REPORT

Councillor Stewart has given notice of the following proposed motion:

Improved maintenance of gravel roads.

Over the last two or more years the condition of gravel roads, and shoulders

on single lane bitumen roads, have been a frequent cause of complaint of

residents. Some roads have clearly been substandard before they are

maintained (e.g., Richardson Rd).

It needs to be acknowledged that there has been an increase in maintenance

of gravel roads. The corporate plan this year includes specific targets rather

than a statement to increase the amount of road that is graded. It is also

acknowledged that there has been experimentation with the use of additives

to gravel roads, and the use of machinery to do specific repairs rather than

grade what is otherwise a good quality road.

Council currently has 867km of gravel road, 37km of formed road and 66km of

4wd road (total of 970km). In the current financial year the aim is to grade

480km of road (71.4km graded in The first quarter of 2018-19) and resheet 54

km of gravel road (14.4km in Q1). Thus the aim is to resheet 6.2% of gravel

roads and grade 55.3% of gravel roads. The later percentage drops to 53% if

formed roads are included and to 49.4% if 4wd roads are included. Some

roads require grading more than once a year, thus the frequency for the

grading of other roads will decrease.

It is tempting to simply increase the budget to increase the servicing of gravel,

unformed and 4wd roads. However, this will impact on other areas of council,

or require an increase in rates. While it will be frustrating in the short term to

residents on gravel etc roads, it will be preferable in the longer term to ensure

our gravel etc road maintenance is done in a sustainable manner. Thus, the

notified motion proposes that a year is allowed to develop plans, efficiency



and capacity to enable more frequent maintenance of our gravel roads.

Recommendations can then be provided to council in time to be included in

the 2020-21 budget.

The observation of a number of residents and councillors is that a recurring

issue is that gravel roads deteriorate more rapidly because drains are not

working as well as they could (e.g., Treeby Rd). Therefore there is specific

mention to maintenance of drains in the motion.

Another issue is that by the time roads are assessed as needing maintenance,

there is then a lag until the road can be included in the maintenance schedule.

By this time the road can be below a desired standard, e.g., not suitable for

standard sedans. Also in regard to assessment, I and others have questioned

the vehicle used to do the assessment in. What a road feels like is very

different in a truck, a 4wd and a sedan.

(Photo, looking downhill on Treeby Rd. Due to poor drains the road is being

eroded.)

Notified Motion

1. “Over a one year period the director of infrastructure services and the CFO

or their delegates will work together to achieve an improved standard of

gravel, unformed and 4wd roads. Issues to be considered will include (but

not restricted to):

a) possible higher standards of service;

b) how roads are assessed;

c) how the maintenance capacity and efficiency can be improved;

d) what the budget implications would be; and

e) the grading and resheeting of roads and the maintenance of drains.

2. Councillors and staff will be given opportunity to be consulted on at least

two occasion in 2019 and a sample of residents who use gravel roads will

also be consulted.

3. Recommendations will then be made to Council in time for changes in

approved capital and operational expenditure to be included into 2020-21

budget.”



M11/12/18 Moved Cr DH Stewart Seconded Cr GC Hartwig

That:

1. Over a one year period the Director of Infrastructure Services and the

CFO or their delegates will work together to achieve an improved

standard of gravel, unformed and 4wd roads. Issues to be considered

will include (but not restricted to):

a) possible higher standards of service;

b) how roads are assessed;

c) how the maintenance capacity and efficiency can be improved;

d) what the budget implications would be; and

e) the grading and resheeting of roads and the maintenance of

drains.

f) should there be a minimum frequency for grading.

2. Councillors and staff will be given an opportunity to be consulted on

at least two occasion in 2019 and a sample of residents who use gravel

roads will also be consulted.

3. Recommendations will then be made to Council in time for changes in

approved capital and operational expenditure to be included into the

2020-21 budget.

Carried



AGAINST: Nil



7.4 Report from the Audit and Risk Management Committee

November 2018 Meeting



DOC ID:


STRATEGIC THEMES:



Section 211 (1)(c) of the Local Government Regulation 2012 requires that the

Audit and Risk Management Committee (Committee) is to provide a written

report to the local government about the matters reviewed, including any

recommendations resulting from same, as soon as practicable following each

meeting held by the Committee.

The Committee held its most recent meetings on 20 November 2018.

2. REPORT

The following items were discussed:

1) ARMC recommendations considered by council

The committee noted there were no recommendations from Council

with reference to the Chair report on the Audit and Risk Management

Committee meetings held 25 September and 9 October 2018.

2) Governance – Policy Update

The committee noted the reports on:

Statistics on Legal Matters and Complaints

Policy Review Update

3) Management Briefings

• Water and Sewerage Update

The committee noted the progress with the Journey 2020

initiatives and

Requested the most recent WBU Business Performance Report

be presented to the March 2019 meeting and

An update report on the status of the implementation of the

Journey 2020 initiatives be presented to the June 2019

meeting.



Workplace Health and Safety Update

The committee requested a further WH&S update including

contractors WH&S obligations to be presented at the March

2019 meeting.

4) External Audit

The committee noted the Closing report on the 2017 – 18 audit and

requested:

The 2019 Audit Plan be presented at the March 2019 meeting and

The issues from the final 2018 closing report be added to the

Business improvements Register for the committee to monitor

progress and ensure completion.

5) Financial Reporting

Financial Sustainability Ratios Analysis – The committee noted the

report and requested a comparison of forecast to the outcome for the

past 5 years for 2014 to be included in the next update to be

presented at the March 2019 meeting.

Annual Financial Statements – The Committee notes the certified

financial statements presented and the adjustments made since last

considered by the committee. The committee also notes the contents

of the Annual Report Financial Summary.

Procurement Project Plan – the committee noted the report and the

challenges and issues that have arisen. The committee has requested a

report be presented at the March 2019 meeting.

6) Risk Management

Statistics on Insurance Matters – The committee noted the report and

requested an analysis of insurance claims over the past three years to

identify reasons for increases to be presented at the March 2019

Meeting.

Risk Management Update including Emerging Risks – The committee

noted the report and requested the adopted Risk Management Policy

and Strategic Risk Register be presented at the March 2019 meeting.

7) Internal Audit

Outstanding Action Items – noted by the committee.

Business Improvements Recommendations Register Update – the

committee noted the report and requested

A report from the CEO on matters that have passed completion

dates prior to the next meeting report

The Business Improvements Register be updated with

management action plans, completion dates and action officers for

issues from the ICT Vulnerability Assessment and Review of the

Threatened Species Strategies. Updated register is requested for

the March 2019 meeting.



Report on Internal Audit Activities – the committee noted the report

and requested a further report on a comparison of 2018 overtime

payments to 2017 overtime payments be presented at the June 2019

meeting.

Forward Rolling Plan – noted by the committee.

8) Chief Executive Officer (CEO) Update

The committee noted the report received from the CEO including an

update on the MVHR review.


The committee has not raised any budget implications.


The committee has not raised any policy implications.

5. CONSULTATION

Audit and Risk Management Committee

6. CONCLUSION

The Committee continues to operate effectively in its independent oversight

role to the extent prescribed within the legislation and the Committee’s

Charter. A number of matters were considered by the Committee at its

November 2018 meeting as detailed within this report.

M12/12/18 Moved Cr MS Gear Seconded Cr MA McDonald

That the report from the Audit and Risk Management Committee on its

20 November 2018 meetings be received and noted.

Carried



AGAINST: Nil



SECTION 8: INFRASTRUCTURE SERVICES

CR D STEWART - PERCEIVED CONFLICT OF INTEREST

“I declare that I have a perceived conflict of interest in this matter (as defined

in the Local Government Act 2009, section 175B) as follows:-

I have a minor shareholding in Woolworths which has an alliance with

Caltex.

M13/12/18 Moved Cr MA McDonald Seconded Cr GC Hartwig

That Cr Stewart remain in the meeting for Item 8.1 to vote.

Carried


Cr GC Hartwig, Cr HT Smerdon and Cr RA Fredman

AGAINST: Nil

ABSTAINED: Cr DH Stewart

8.1 Provision of Fuel Suppliers


DIRECTORATE: Infrastructure Services

DOC ID:


STRATEGIC THEMES:




Council currently purchases a significant quantity of its fuel requirements for

plant and equipment via fuel card arrangements with Caltex Petroleum

Australia Pty Ltd (Caltex) and BP Australia Pty Ltd (BP). Council also purchases

a significant quantity of fuel via a delivery service provider under a separate

contract with Corbet’s Energy Services. The table below summarises the total

fuel purchases by Council for the 12 months to 30 June 2018.

Supplier Total Value ($,000 Incl)

BP Australia Pty Ltd 32.3

Caltex Australia Petroleum Pty Ltd 425.8



Corbet's Energy Services 954.1

McClintocks Fuel Supplies 18.2

Other * 13.1

TOTAL 1,443.5

* Motorpass and Liberty

This report focuses on the fuel card arrangements with Caltex and BP, and

recommends that Council accesses a Queensland Government arrangement

that has both Caltex and BP that provides for more attractive contract rates to

Council.

2. REPORT

Council currently purchases fuel via fuel cards with Caltex and BP. The vast

majority is purchased from Caltex given its superior availability of fuel stations

in the central Gympie region, whereas BP has better availability of fuel stations

in the western areas of Gympie, particularly Goomeri and Kilkivan, and on the

coast at Rainbow Beach.

With respect to Caltex, Council spent $425.8k in the twelve months to 30 June

2018 and is currently accessing the Local Buy Pty Ltd (Local Buy) contract rates

which is arranged within the National Procurement Network (Local

Government) under a preferred supplier arrangement for Bulk Fuel, Fuel Card

Services, and Oils, Lubricants and Vehicle Care Products under Contract No.

NPN 1.17.

With respect to BP, Council spent only $32.3k in the 12 months to 30 June

2018 and is currently accessing the Queensland Procurement rates as shown

in the table below.

The Queensland Procurement contract arrangement is established by

Queensland Government Procurement unit of the Department of Housing and

Public Works (Queensland Procurement) which is available for use by local

governments. This arrangement is for the ‘Supply of Card Fuel and Associated

Services’ under Standing Offer Arrangement No. 370. The prices under

contract for both Caltex and BP offer a two tier pricing structure with the best

price always charged to the customer. The Tier 1 price is a Weekly Contract

Price based on a fixed price formula, while the Tier 2 price is based on a

discount from the pump price at the time of purchase. See the table below for

the contract rates for Queensland Procurement.

Similarly, Local Buy has contracts in place that include both Caltex and BP. The

rates can be seen in the tables below.



A comparison of the discount from pump prices contract pricing provided by

both Local Buy and Queensland Procurement shows that the Queensland

Procurement is the most cost effective.

A comparative review of prices was performed on the period between 2 and

15 September 2018. The table below shows that the Caltex pump discounted

price was the lowest more often.

Queensland Procurement

Product/Date

Caltex BP

Pump Disc

Price/L

Weekly Rate

Price/L

Pump Disc

Price/L

Weekly Rate

Price/L Lowest Price

Diesel

02/09/2018 1.3991 1.4469

Daily prices

not

available

(5.00 cents

per litre

discount

from Pump

Price)

1.4441 Caltex Pump Disc

03/09/2018 1.3972 1.4469 1.4441 Caltex Pump Disc

04/09/2018 1.3989 1.4469 1.4441 Caltex Pump Disc

05/09/2018 1.3989 1.4469 1.4441 Caltex Pump Disc

06/09/2018 1.3989 1.4469 1.4441 Caltex Pump Disc

07/09/2018 1.4189 1.4469 1.4441 Caltex Pump Disc

11/09/2018 1.4389 1.4780 1.4755 Caltex Pump Disc

12/09/2018 1.4389 1.4780 1.4755 Caltex Pump Disc

13/09/2018 1.4589 1.4780 1.4755 Caltex Pump Disc

14/09/2018 1.4589 1.4780 1.4755 Caltex Pump Disc

15/09/2018 1.4590 1.4780 1.4755 Caltex Pump Disc

ULP

02/09/2018 1.4589 1.4388 Daily prices

not

available

(4.50 cents

per litre

discount

1.4724 Caltex Weekly Rate

03/09/2018 1.3790 1.4388 1.4724 Caltex Pump Disc

04/09/2018 1.4589 1.4388 1.4724 Caltex Weekly Rate

05/09/2018 1.4191 1.4388 1.4724 Caltex Pump Disc



Contract Rate Comparison Qld Procurement vs Localbuy

Tier 1Tier 2 (Discount from

Pump Price GST Incl)Tier 1

Discount from Pump

Price GST Incl

Diesel $1.4469 9.00 cents per litre 4.00 cents per litre

ULP $1.4388 5.75 cents per litre 4.00 cents per litre

E10 $1.4452 5.75 cents per litre 4.00 cents per litre

Premium ULP (95) $1.5540 7.70 cents per litre 4.00 cents per litre





Tier 1Tier 2 (Discount from

Pump Price GST Incl)Tier 1

Discount from Pump

Price GST Incl









* CALTEX GYMPIE (QLD) # BP GYMPIE (QLD)

Location No. 11624 - GYMPIE S/STN Location No. 8349 - GYMPIE GATEWAY (Monkland)

Location No. 11434 - CALTEX GOLD NUGGET GYMPIE S/STN

Location No. 80210 - CALTEX GYMPIE TRUCKSTOP OPT (Monkland)

Caltex *(For the period 02-Sep-18

to 08-Sep-18)

BP #(For the period 03-Sep-18

to 10-Sep-18)

Qld Procurement Localbuy

Weekly Contract

Price - Not

Available

Not Applicable -

No Tier 1 Price

Supplier Product

Weekly Contract

Price - Not

Available

Caltex Prices excludes a Transaction Fee of 22 cents (not 0.22 cents per litre)

Supplier Product

Qld Procurement Localbuy

Caltex *(For the period 09-Sep-18

to 15-Sep-18)

Not Applicable -

No Tier 1 Price

BP #(For the period 10-Sep-18

to 16-Sep-18)



10/09/2018 1.4589 1.4564 from Pump

Price)

1.4967 Caltex Weekly Rate

11/09/2018 1.4391 1.4564 1.4967 Caltex Pump Disc


13/09/2018 1.4390 1.4564 1.4967 Caltex Pump Disc


15/09/2018 1.4491 1.4564 1.4967 Caltex Pump Disc

For Caltex add 22 cents Transaction Fee

Extrapolation of existing data suggests a saving of approximately $20,000

should Council access the Queensland Procurement contract prices as

opposed to the Local Buy contract. Advice from staff at both Local Buy and

Queensland Procurement confirm the Caltex rates via Queensland

Procurement are the cheapest contract rates available for fuel card.

The Queensland Procurement arrangement is set to expire on 31 December

2018. Advice from Queensland Procurement suggests extension options are

available and that the arrangement will continue for another 24 months to 31

December 2020.


The purchase or fuel is provided for within the 2018/19 operating expenditure

budget.


Fuel purchased via fuel cards is in compliance with the Council Procurement

policy and procedure and there are no policy implications. Section 235(f) of

Queensland’s Local Government Regulation 2012 provides exception where a

local government may enter into a medium-sized contractual arrangement or

large-sized contractual arrangement without first inviting written quotes or

tenders if the contract is made with, or under an arrangement with, a

government agency. The Supply of Card Fuel and Associated Services under

Contract No. 370 was established by Queensland Government Procurement

within the Department of Housing and Public Works.

5. CONSULTATION

Chief Financial Officer

Manager – Workshop and Fleet

6. CONCLUSION

Transfer the current Council fuel card accounts with Caltex Petroleum Australia

Pty Ltd to Contract No. 370 for the Supply of Card Fuel and Associated

Services established by Queensland Government Procurement within the

Department of Housing and Public Works.



M14/12/18 Moved Cr MA McDonald Seconded Cr DW Dodt

That Council:

1. Transfers the current Caltex Petroleum Australia Pty Ltd fuel card

accounts with an estimated value of $450,000 per year to the

Queensland Government Procurement within the Department of

Housing and Public Works Standing Offer Arrangement for Supply

of Card Fuel and Associated Services under Contract No. 370; and

2. Maintains the current BP Australia Pty Ltd fuel card account with an

estimated value of $30,000 per year with Queensland Government

Procurement within the Department of Housing and Public Works

Standing Offer Arrangement for Supply of Card Fuel and Associated

Services under Contract No. 370.

Carried



AGAINST: Nil



8.2 Waste Management Facility Survey


DIRECTORATE: Infrastructure Services

DOC ID:


STRATEGIC THEMES:



In July 2017 a range of changes to Waste Management Services occurred as

the final stage of implementing the Gympie Region Waste Management

Strategy. One of these changes was the need to secure the many uncontrolled

rural waste facilities to minimise the risk to the community and councils

liability. The additional costs of providing supervised Waste Management

Facilities resulted in the rationalisation of sites and opening hours, noting that

some sites previously had unlimited access.

In response, petitions in relation to the Amamoor WMF (149 signatories) and

Mary Valley WMF (837 signatories) operating hours were received and tabled

at the Ordinary meeting of 11 October 2017.

As result of these petitions and other correspondence received from the

community, it was determined that a survey of waste facility users be

conducted to give Council a better understanding of the needs of the

community in relation to opening hours of waste facilities.

Changes to opening hours coincided with a significant extension to the

kerbside waste collection, reducing the dependency on WMFs for day to day

household waste. In view of this, it was considered that the survey be carried

once users had adjusted to the changes in service levels and was carried out in

July 2018.

2. REPORT

The customer survey in relation to Waste Management Facility (WMF) opening

hours and other questions in relation to waste services was sent to all

ratepayers in the region. A copy of the survey is provided as an Attachment to

this report.

Approximately 25,000 survey forms were distributed across the region, with

1,913 responses received (approximately eight per cent).



Responses to questions

Operating Hours

The primary question asked was: “Do the current operating hours of your waste

management facility suit your needs?”

1022 (53 per cent) respondents believed that the current opening hours did

suit their needs and 529 (28 per cent) respondents did not (Chart 1).

Chart 1: Overall region survey result.

Green Waste

The survey also asked, “Council are looking at the option of supplying optional

green bins for green waste kerbside pick-up, is this something you’d be

interested in (approx. cost $80 per year)?”

429 positive responses were received with 1307 respondents indicating in the

negative.

210 respondents expressed interest in being given vouchers for free-of-charge

access to waste facilities and 84 respondents indicated that they believe that

illegal dumping will increase because of fees at waste facilities.

Green waste disposal continues to be a topical issue in the community.

Site specific responses

The main aim of the survey was to explore whether the current opening hours

of the waste facilities are servicing the communities and if there is a need to

amend opening hours at any of the waste facilities.

Since disposal fees were introduced on 1 October 2017, Council has been

recording all transactions at each of the waste management facilities. These

records and survey results for individual sites were used in this analysis.



Amamoor

Amamoor WMF operates 12 hours per week and has 800 properties within the

catchment of the facility. Table 1 presents the survey results and Table 2 shows

the number of visits to the facility in the first six months of 2018.

Table 1: Survey Responses for Amamoor WMF.

Number of respondents

Total 44

Opening hours do not suit the needs 34

Opening hours suit the needs 10

Table 2: Visits between 1 January 2018 and 30 June 2018.

Fri Sat Total

Opening hours 8-16 13-17

Total hours 184 88 272

Total visits 160 62 222

Average visits per hour 0.87 0.70 0.82

Although 77 per cent of respondents indicated that the opening hours do not

suit their needs, both a low number of responses (five per cent) and the

number of visits (one visitor every hour and 12 minutes on average) indicate

that this site is not well utilised by residents and indicates that only a few use

it regularly.

Considering the close proximity to the Mary Valley WMF, it would appear the

continued operation of this facility needs to be re-evaluated.

Goomeri

Goomeri WMF operates 31 hours per week and has 950 properties within the

catchment of the facility. Table 3 presents the survey results and Table 4 shows


Table 3: Survey Responses for Goomeri WMF.


Total number of respondents 32




Mon Wed Fri Sat Sun Total

Opening hours 8-16 8-16 8-16 9-12 13-16

Total hours 208 208 208 78 78 780

Total visits 112 166 148 45 69 540

Average visits per hour 0.54 0.80 0.71 0.58 0.88 0.69



Approximately three per cent of residents responded to the survey and the

majority of the respondents are satisfied with the opening hours. The low

usage rate (less than one customer per hour) would indicate that the

expenditure to operate the Goomeri WMF is not the most efficient use of

resources. However, anecdotal evidence is that a number of residents use the

Murgon landfill (South Burnett Regional Council) as an alternative to avoid

disposal charges. It is likely that once the waste levy is implemented and the

Murgon facility becomes fully supervised, the usage of the Goomeri WMF will

increase.

In view of this, any rationalisation in opening hours should be postponed until

the waste levy is implemented.

Gympie

Gympie WMF in Bonnick Road is the regional landfill which caters for all

domestic and commercial customers within the region. The catchment area for

the Gympie WMF is the Gympie township and surrounds with approximately

10,500 properties. Gympie WMF is open seven days per week, 50 hours in

total. Table 5 presents the survey results and Table 6 shows the number of

visits to the facility in the first six months of 2018.

Table 5: Survey Responses for Gympie WMF.






Mon Tue Wed Thu Fri Sat Sun Total

Opening

hours 8-16 8-16 8-16 8-16 8-16 10-15 10-15

Total hours 216 216 208 216 208 108 104 1276

Total visits 3563 3484 3384 3187 3294 2831 3306 23049

Average visits

per hour 16.50 16.13 16.27 14.75 15.84 26.21 31.79 18.06

Only seven per cent of potential users responded to the survey and 58 per

cent are satisfied with the opening hours of the Gympie WMF.

The usage numbers indicate that the facility is heavily used on the weekends,

particularly in the first hour after opening therefore, there is rationale to

opening the facility one hour earlier on the weekends.

Gunalda

Gunalda WMF operates 20 hours per week and has 450 properties within the

catchment of the facility. Table 7 presents the survey results and Table 8 the

number of visits to the facility in the first six months of 2018.



Table 7: Survey Responses for Gunalda WMF.






Mon Tue Sun Total

Opening hours 8-16 8-16 10-14

Total hours 192 192 96 480

Total visits 352 358 420 1130

Average visits per hour 1.83 1.86 4.38 2.35

Considering that 66 per cent of respondents are satisfied with the service and

the usage rates are reasonable (2-5 customers per hour) it is not

recommended to amend the opening hours.

Kilkivan

Kilkivan WMF operates 31 hours per week and has 700 properties within the

catchment of the facility. Table 9 presents the survey results and Table 10 the

number of visits to the facility in the first six months of 2018.

Table 9: Survey Responses for Kilkivan WMF.






Tue Thu Fri Sat Sun Total

Opening hours 8-16 8-16 8-16 13-16 9-12

Total hours 208 208 208 78 78 780

Total visits 259 230 217 93 171 970


10 responses were received (one per cent of customers that are potentially in

the catchments of the Kilkivan WMF), with eight of them indicating that they

would like a change in the opening hours. Most of these would like the facility

to be opened on Monday. Goomeri WMF and Kilkivan WMFs are operated by

the same staff alternating between the sites.

Any amendment to Kilkivan hours would require a corresponding amendment

to Goomeri’s opening hours.

Mary Valley

Mary Valley WMF operates 24 hours per week and has 1350 properties within

the catchment of the facility. Table 11 presents the survey results and Table 12




Table 11: Survey Responses for Mary Valley WMF.






Mon Wed Sat Sun Total

Opening hours 8-16 8-16 10-14 10-14

Total hours 208 200 104 104 616

Total visits 396 532 581 584 2093

Average visits per hour 1.90 2.66 5.59 5.62 3.40

Only five per cent of residents in the catchment responded to the survey and

74 per cent of the respondents are not satisfied with the opening hours of

Mary Valley WMF. There is no clear pattern in responses but a number of

respondents would like extended opening hours on weekends.

The average number of visitors on weekends (more than five per hour) would

indicate that the facility is has reasonable usage and the extension of opening

hours could be a consideration.

Rainbow Beach

Rainbow Beach WMF operates 32 hours per week and has 1200 properties

within the catchment of the facility. Table 13 presents the survey results and

Table 14 shows the number of visits to the facility in the first six months of

2018.

Table 13: Survey Responses for Rainbow Beach WMF number of visits between 1

January 2018 and 30 June 2018.






Mon Tue Thu Sat Sun Total

Opening hours 8-16 8-16 8-16 10-14 10-14

Total hours 200 208 208 104 100 820

Total visits 231 243 318 280 202 1274


Only three per cent of residents responded to the survey and 70 per cent are

satisfied with the service. No changes appear necessary.



Sexton

Sexton WMF operates 20 hours per week and has 850 properties within the

catchment of the facility. Table 15 presents the survey results and Table 16

shows the number of visits to the facility in the first six months of 2018.

Table 15: Survey Responses for Sexton WMF.






Mon Wed Thu Sat Sun Total

Opening hours 8-12 8-12 8-12 10-14 10-14

Total hours 104 104 104 104 104 520

Total visits 27 47 78 64 63 279


Only one per cent of residents responded to the survey. The average visitor

numbers indicate that the facility is underutilised.

A reduction of opening hours during the week may be a consideration.

Tin Can Bay

Tin Can Bay WMF operates 40 hours per week and has 3100 properties within

the catchment of the facility. Table 17 presents the survey results and Table 18


Table 17: Survey Responses for Tin Can Bay WMF.






Mon Wed Thu Fri Sat Sun Total

Opening hours 8-16 8-16 8-16 8-16 10-14 10-14

Total hours 208 200 208 200 104 100 1020

Total visits 718 710 510 516 471 472 3397

Average visits per

hour 3.45 3.55 2.45 2.58 4.53 4.72 3.33

Seven per cent of residents responded to the survey and 82 per cent or

respondents indicated that they are satisfied with the opening hours. Average

visitor numbers indicate that the facility is well utilised and no changes appear

to be required.



Widgee

Widgee WMF operates 32 hours per week and has 584 properties within the

catchment of the facility. Table 19 presents the survey results and Table 20


Table 19: Survey Responses for Widgee WMF.






Mon Tue Fri Sat Sun Total

Opening hours 8-16 8-16 8-16 10- 14 10- 14

Total hours 208 208 208 104 104 832

Total visits 154 211 172 168 193 898


Eight per cent of residents in the Widgee WMF catchment responded to the

survey and 66 per cent of respondents indicated that the opening hours of the

Widgee WMF meet their need. The average visitor numbers show that the

facility is underutilised.

A reduction in opening hours during the week could be a consideration.


There are no budget implication as part of this report. Reviewing opening

hours could be the subject of a further report and this may have budget

implications.


There are no Policy implications as a result of this report.

5. CONSULTATION

The report reports on unprecedented public consultation on Waste

Management Facility opening hours through a region wide survey of

ratepayers conducted in July 2018.

6. CONCLUSION

The survey responses and visitor numbers analysis show that in most cases the

opening hours of the waste management facilities are meeting the needs of

the customers. Noting that kerbside collections were significantly extended in

the rural areas reducing dependency on the WMFs for day to day household

waste.

There are several underutilised facilities namely Amamoor, Sexton, Widgee

and Goomeri (may relate to waste carted to South Burnett Regional Council to

avoid fees) and a review of opening hours could be warranted.

Weekend hours for the Gympie WMF could be amended by opening at 9am

to alleviate queues that are experienced occasionally.



The Mary Valley WMF, has reasonable usage across its hours and warrants a

review of opening times.

While a kerbside green waste collection was not supported by the majority of

respondents there was some interest is such a service as well as that of a

voucher system. Green waste disposal is reviewed annually as part of the

budget process.

Any review of opening hours needs to be considered in relation to the overall

Waste Management budget to understanding the cost implications and the

opportunities for savings

ATTACHMENTS

⇩1. Waste Management Facilities Survey

M15/12/18 Moved Cr HT Smerdon Seconded Cr GC Hartwig

That a report be prepared for Council’s consideration at its Ordinary

meeting of 27 February 2019:

1. reviewing the opening hours of the Gympie region’s waste

facilities; and,

2. the annual review of green waste disposal options.

Carried



AGAINST: Nil

Adjournment of Meeting

The meeting adjourned at 10.51am.

Resumption of Meeting

The meeting resumed at 11.16am.

CR FREDMAN – PERCEIVED CONFLICT OF INTEREST



Reason

I was the manager of the aerodrome in the past and a land owner in close

proximity to the airport.”



CR GC HARTWIG – PERCEIVED CONFLICT OF INTEREST



My business did work for a contractor on Mellor Street Bridge.”

M16/12/18 Moved Cr DH Stewart Seconded Cr HT Smerdon

That Cr GC Hartwig remain in the meeting for Item 9.4 to vote.

Carried


Cr HT Smerdon, Cr DH Stewart and Cr RA Fredman

AGAINST: Nil

ABSTAINED: Cr GC Hartwig

COUNCIL IN COMMITTEE

The Mayor advised the meeting that Council was going “Into Committee” to

discuss:

1. Schedule of 2018/19 Environmental Projects

2. Gympie Aerodrome

3. Refurbishment of Locomotive 967

4. Authority Program of Work

M17/12/18 Moved Cr DW Dodt Seconded Cr MA McDonald

That pursuant to the provisions of Section 275 of the Local Government

Regulation 2012, Council resolves to close the meeting to the public and

move “into committee” to consider the following matter/s:-

1. Schedule of 2018/19 Environmental Projects

2. Gympie Aerodrome

3. Refurbishment of Locomotive 967

4. Authority Program of Work

Further, that in relation to the provisions of Section 171 of the Local

Government Act 2009, Council resolves that following the closing of the

meeting to the public and the moving ‘into committee’ that all matters

and all documents (whether in hard copy, electronic, optical, visual or

magnetic form) discussed, raised, tabled and/or considered whilst the

meeting is closed and ‘in committee’, are confidential to the Council and

the Council wishes to keep them confidential.

Carried




Cr GC Hartwig, Cr HT Smerdon and Cr RA Fredman

AGAINST: Cr DH Stewart

Cr RA Fredman left the meeting while Item 9.2 was discussed.

COUNCIL OUT OF COMMITTEE


That proceedings be resumed in Open Council.

Carried



AGAINST: Nil



SECTION 9: IN COMMITTEE

9.1 Schedule of 2018/19 Environmental Projects



DOC ID:

This item is in-committee in accordance with s275(1)(c) of the Local

Government Regulation 2012 - the local government budget.

M19/12/18 Moved Cr DW Dodt Seconded Cr DH Stewart

That Council approves the allocation of $522,033 from the balance of

Constrained Cash and that it be added to the $916,573 estimated to be

collected during 2018/2019 in relation to the Environment Levy for the

purpose of funding the Environmental Projects and Grants totalling

$1,438,606.

Carried



AGAINST: Nil



Cr RA Fredman left the meeting at 11:47am

9.2 Gympie Aerodrome



DOC ID:




That:

1. Further investigation be undertaken regarding future economic

opportunities for the aerodrome prior to any major investment

decisions being made.

2. Council approve the revised budget of $465,955 for the financial

year ending 30 June 2019 including $360,000 for the following

safety works and investigations:

a) Threshold relocation

b) Installation of flush gable markers

c) Aircraft Parking

d) Fencing and signage

e) Construction of an ARO Office

f) Runway Regrade design.

3. Approval be sought for Works for Queensland funding to be

reallocated as outlined in the report.

4. The operational expenditure of $10,000 be referred to the next

budget review.

Carried


Cr GC Hartwig, Cr HT Smerdon and Cr DH Stewart

AGAINST: Nil

Cr RA Fredman returned to the meeting at 11:48am



LATE ITEM

9.3 Authority Program of Work



DOC ID:



M21/12/18 Moved Cr DH Stewart Seconded Cr MA McDonald

That Council endorse the reallocation of funding to the re-write of

Council’s General Ledger Project.

Carried



AGAINST: Nil



9.4 Refurbishment of Locomotive 967

PORTFOLIO: Tourism, Sport and Recreation


DOC ID:

This item is in-committee in accordance with s275(1)(e) of the Local

Government Regulation 2012 - contracts proposed to be made by it.

M22/12/18 Moved Cr DW Dodt Seconded Cr MA McDonald

That Council advise the Rattler Railway Company that it approves an

increase to the Rattler Railway Company Rolling Stock Restoration Budget

in the amount of $565,715.00 (Excl GST) from existing budget provisions.

Carried

FOR: Cr MW Curran, Cr MA McDonald, Cr WR Leitch, Cr DW Dodt, Cr MS Gear

and Cr DH Stewart

AGAINST: Cr GC Hartwig, Cr HT Smerdon and Cr RA Fredman



SECTION 10: ATTACHMENTS

6.1 November 2018 Financial Report

ATTACHMENT 1 FINANCIAL REPORTS NOVEMBER 2018 .................................................. 57

6.3 Risk Management Policy

ATTACHMENT 1 RISK MANAGEMENT POLICY ...................................................................... 65

6.4 Procurement Policy

ATTACHMENT 1 DRAFT PROCUREMENT POLICY - CSPOL140 29 NOV 2018

VERSION 3.PDF............................................................................................. 67

7.1 Divisional Boundary Matters

ATTACHMENT 1 COUNCIL'S LETTER TO CHANGE COMMISSION OF 15 JUNE 2011 ........ 69

ATTACHMENT 2 NEWSPAPER ADVERTISEMENT AUGUST 2011 FROM CHANGE

COMMISSION ............................................................................................... 72

ATTACHMENT 3 CHANGE COMMISSION FINAL DETERMINATION REPORT (NOV

2011) ........................................................................................................... 73

8.2 Waste Management Facility Survey

ATTACHMENT 1 WASTE MANAGEMENT FACILITIES SURVEY .............................................. 79

There being no further business the meeting closed at 11.50am.

Confirmed this TWENTY-THIRD day of JANUARY 2019

________________________

Cr MW Curran

CHAIRMAN


Item 6.1 November 2018 Financial Report

Attachment 1 Financial Reports November 2018































Item 6.3 Risk Management Policy

Attachment 1 Risk Management Policy



Item 6.3 Risk Management Policy

Attachment 1 Risk Management Policy



Item 6.4 Procurement Policy

Attachment 1 Draft Procurement Policy - CSPOL140 29 Nov 2018 version 3.pdf



Item 6.4 Procurement Policy

Attachment 1 Draft Procurement Policy - CSPOL140 29 Nov 2018 version 3.pdf



Item 7.1 Divisional Boundary Matters

Attachment 1 Council's letter to Change Commission of 15 June 2011












Attachment 2 Newspaper advertisement August 2011 from Change Commission




Attachment 3 Change Commission Final Determination Report (Nov 2011)























Item 8.2 Waste Management Facility Survey

Attachment 1 Waste Management Facilities Survey






















Documents

Minutes of Ordinary Meeting - 12 December 2018€¦ · 12/12/2018 · ATTACHMENT 1 COUNCIL'S LETTER TO CHANGE COMMISSION OF 15 JUNE 2011 ... Cr GC Hartwig, Cr HT Smerdon, Cr DH Stewart