MINUTES - Moreton Bay Regional Council · Quadrennial Election for the Moreton Bay Regional Council ... As we plan for its ... I will strive to ensure it is a defining characteristic

171

MINUTES

Post-election Meeting

Monday 14 May 2012 commencing at 10.33am

Strathpine Community Centre (Tom Petrie Room)

199 Gympie Road, Strathpine

ENDORSED GM20120522

Adoption Extract from General Meeting – 22 May 2012 (Page 12/609 ) 4.2 POST-ELECTION MEETING – 14 May 2012 Pages 12/595 – 12/607 RESOLUTION

Moved by Cr Mick Gillam

Seconded by Cr Julie Greer CARRIED 12/0

That the Minutes of the Post-election Meeting held 14 May 2012 be confirmed.

Moreton Bay Regional Council Post-election Meeting - 171 Page a 14 May 2012 Minutes

Post-election Meeting – 171 Page a 14 May 2012 Minutes

SCHEDULE OF ITEMS

1. ATTENDANCE & APOLOGIES 595

2. OPENING PRAYER 595

3. WELCOME TO COUNTRY 595

4. ACKNOWLEDGEMENT OF INVITED GUESTS / DIGNITARIES 595

5. FIXING THE PLACE OF THE POST-ELECTION MEETING 595

6. NOTICE OF RESULT OF ELECTION 596

7. ELECTION OF DEPUTY MAYOR 596

8. ACCEPTANCE OF APPOINTMENT - DEPUTY MAYOR 597

9. WELCOME TO COUNCILLORS BY MAYOR AND RESPONSE BY DEPUTY MAYOR 597

10. FIXING OF DAYS/TIMES FOR GENERAL MEETINGS OF COUNCIL 599

11. ESTABLISHMENT OF COORDINATION COMMITTEE 600

11.1. Adopt Terms of Reference of the Coordination Committee 600

11.2. Appoint Members, Chairperson and Quorum of the Coordination Committee 601

11.3. Fix days, times, frequency and location of Coordination Committee meetings 601

11.4. Appoint Portfolios and Designated Spokespersons 602

12. ESTABLISHMENT OF AUDIT COMMITTEE 603

12.1. Adopt Terms of Reference for the Audit Committee 603

12.2. Appoint Members, Chairperson and Quorum to the Audit Committee 603

12.3. Fix days, times, frequency and location of Audit Committee meetings 605

13. RECORDING OF COMMITTEE MEETING PROCEEDINGS 606

14. ANY OTHER BUSINESS PERMITTED BY THE MAYOR 606

14.1. Special Guest Speaker 606

Mr Shane Webcke, Local Government Association of Queensland Ambassador 606

15. CLOSE 607 ATTACHMENTS: Attachment 1 – Notice of Result of Election of Mayor and Councillors Attachment 2 – Meeting Schedule May to December 2012 Attachment 3 – Terms of Reference Coordination Committee Attachment 4 – Terms of Reference Audit Committee

Moreton Bay Regional Council Post-election Meeting - 171 Page 12/595 14 May 2012 Minutes

Post-election Meeting – 171 Page 12/595 14 May 2012 Minutes

1. ATTENDANCE & APOLOGIES Cr Allan Sutherland (Mayor) (Chairperson) Cr Gary Parsons Cr Peter Flannery Cr Greg Chippendale Cr Julie Greer Cr James Houghton Cr Koliana Winchester Cr David Dwyer Cr Mick Gillam Cr Mike Charlton Cr Bob Millar Cr Brian Battersby Cr Adrian Raedel Officers Chief Executive Officer (Mr John Rauber)

2. OPENING PRAYER The Opening Prayer was provided by Pastor Stuart McClelland, Pastor Sandra Dolan and Pastor Steve Riley.

3. WELCOME TO COUNTRY Dr Eve Fesl, Traditional Elder of the Gubbi Gubbi people, provided the “Welcome to Country” on behalf of the region’s indigenous community.

4. ACKNOWLEDGEMENT OF INVITED GUESTS / DIGNITARIES The Mayor acknowledged the attendance of invited guests / dignitaries and apologies received from those unable to attend.

5. FIXING THE PLACE OF THE POST-ELECTION MEETING In accordance with section 54 of the Local Government (Operations) Regulation 2010, Council may, by resolution, fix another place for a particular meeting, other than its public office. As Chief Executive Officer, it is considered that the Strathpine Community Centre provides the most appropriate Council venue for the conduct of the Post-election meeting. Chief Executive Officer’s Recommendation That in accordance with section 54 of the Local Government (Operations) Regulation 2010, Council endorse the conduct of the 2012 Post-election Meeting, at the Strathpine Community Centre, 199 Gympie Road, Strathpine.



5. Fixing the place of the Post-election Meeting (cont’d) RESOLUTION

Moved by Cr Brian Battersby

Seconded by Cr Gary Parsons CARRIED 13/0

That in accordance with section 54 of the Local Government (Operations) Regulation 2010, Council endorse the conduct of the 2012 Post-election Meeting, at the Strathpine Community Centre, 199 Gympie Road, Strathpine.

6. NOTICE OF RESULT OF ELECTION In accordance with section 23 of the Local Government Electoral Act 2011, the 2012 quadrennial elections of the Mayor and Councillors for the Moreton Bay Regional Council was conducted by the Electoral Commission of Queensland on Saturday 28 April 2012. The Returning Officer has provided the Notice of Result of Election for Mayor and Councillors (Attachment 1). Chief Executive Officer’s Recommendation That the Returning Officer’s Notice of Result of Election for Mayor and Councillors for the 2012 Quadrennial Election for the Moreton Bay Regional Council be noted. RESOLUTION

Moved by Cr Mick Gillam


That the Returning Officer’s Notice of Result of Election for Mayor and Councillors for the 2012 Quadrennial Election for the Moreton Bay Regional Council be noted.

7. ELECTION OF DEPUTY MAYOR In accordance with section 175(2) of the Local Government Act 2009 the Council is required to appoint a Deputy Mayor at this meeting. Chief Executive Officer’s Recommendation That Council appoint a Deputy Mayor of the Moreton Bay Regional Council. RESOLUTION

Moved by Cr Mike Charlton

Seconded by Cr James Houghton CARRIED 13/0

That Councillor Greg Chippendale be appointed as Deputy Mayor of the Moreton Bay Regional Council.



8. ACCEPTANCE OF APPOINTMENT - DEPUTY MAYOR Cr Greg Chippendale accepted his appointment to the role saying it was an honour and a privilege to be nominated to the position.

9. WELCOME TO COUNCILLORS BY MAYOR AND RESPONSE BY DEPUTY MAYOR

The Mayor welcomed Councillors as follows: “It is an honour to be able to continue to serve the communities of our great Moreton Bay region for the next four years. I would like to take this opportunity to welcome everyone here today particularly LGAQ President Greg Hallam and LGAQ Ambassador – Shane Webcke. I thank the residents of our community for their support and trust. I do not take the responsibilities of this job, nor the expectations of our community, lightly. Councillors, we have a big job ahead of us as we continue to build our community, a region of opportunity. As we plan for its future, deliver the best outcomes for our community, and address the tasks and challenges that will arise along the way, we should ever lose sight of the fact that what we do is all about one thing – the people. Whether it is economic development, town planning, culture and events, local laws, the environment or our financial stewardship of the region, at our core we are here to make a difference for the people we serve. Councillors, to those of you who have been returned to serve another term by your communities, I congratulate you. I would also like to acknowledge the contributions of former Councillors Rae Frawley and Chris Whiting. To the two new Councillors joining us today, I, like your new Councillor colleagues, look forward to working with you to achieve what is best for the Moreton Bay region and its communities now as well as into the future. The last term was largely spent laying the foundations for a strong Moreton Bay region. The term was dogged by numerous disasters, some incurred by mother nature and some by other tiers of government. Natural disasters including severe storms and multiple floods wreaked havoc on our region. State and Federal elections during the term resulted in changes to legislation in many areas that impacted on local government. Throughout four years of continued change, Moreton Bay Regional Council stood strong. We built a strong senior management team headed by CEO – John Rauber. We worked together as Councillors through issues that would have split and splintered other Councils. We adopted a code which served us well. I intend to retain this code for as long as I am Mayor. Put simply, there are no secrets and no surprises. In the past we have prevailed through strong leadership across the organisation, a supportive Deputy Mayor, reinforced by strong independent Councillors, some of whom have served their community for decades such as Councillor Brian Battersby has done for nearly four decades. This is the depth and strength of Moreton Bay Regional Council. We created a new council – and in the process started shaping a new identity for our region.



9. Mayor’s welcome (cont’d) We invested in record community infrastructure projects and commenced the planning of many others. We delivered operational savings in excess of $100 million – which in turn helped keep rate increases among the lowest in Queensland. We also consulted with the community to understand their goals and aspirations for the region’s future. At the start of the last term, I stated that I wanted Moreton Bay Regional Council to be a caring and compassionate Council. I will strive to ensure it is a defining characteristic of this new term too. When I announced my intention to seek re-election, I stated it was because there was still much work to be done. Let there be no illusions, this term will also have its challenges. To name a few, a new regional plan replacing the 3 old town plans, changing State Government legislation, a Federal election and no doubt weather patterns that will also test our systems. I am excited about the opportunities that await us, but this Council will also create its own opportunities. I would like to give this commitment now to work with the new State Government as we have with all previous State and Federal Governments to create better outcomes for our region. We will continue to build a strong economic base underpinned by the new regional plan. We will seek partnerships with Government and business to create opportunities for our community. We will deliver on community infrastructure such as The Corso at North Lakes. World standard upgrades and replacement of sporting facilities will continue. Our youth won’t be roaming the streets because of lack of opportunity. I want to continue with the support of my colleagues and our State and Federal members, to build a strong and resilient Moreton Bay region. Our diverse communities and spectacular weather, our majestic coastline and scenic hinterland, give us the opportunity to create an environment that many will envy. I know with the continued support of my wife, Gayle and family, I will see through the challenges of this term. My father, Bob, instilled in me from a young age, if you start something you are passionate about, see it through to the finish. Our region has a great future ahead and I thank the people of the Moreton Bay region for entrusting me with this opportunity to work hard on their behalf. I will not let you down.” The Deputy Mayor (Cr Greg Chippendale) provided the following response on behalf of Councillors. “Invited Guests, Ladies and Gentlemen... I would like to take this opportunity to respond on behalf of all our newly elected Councillors of the Moreton Bay Regional Council. Naturally I would like to formally congratulate our Mayor and my fellow Councillors on being elected and I am certain that all Councillors would like to extend their thanks to their family, friends, campaign workers and supporters – it is these very people who know the effort and the considerations that go into a successful campaign and it is our family members who are aware of the emotions that surface through a campaign; and I am sure that many of the family and friends are also the ones who stood in the rain all day on what will be remembered as a very wet election day.



9. Deputy Mayor’s response (cont’d) We also thank our electors, for putting their trust in us to guide Australia's third largest local authority over the next four years and we will do all within our power to honour that trust. Our thanks to those who have been able to attend this Statutory Meeting here today, because your presence has made this a special event. We are taking on a large task on behalf of our community and there is already a strong willingness to work together as a team. Both staff and Councillors have been united since amalgamation and this combined effort has and will continue to deliver benefits to our residents. At the first Statutory Meeting of Moreton Bay Regional Council I made mention about recognising the past efforts of the previous Councils and Councillors. However, we have moved on since then and I believe we now need to recognise the efforts of Moreton Bay Regional Council and look forward to what will be an exciting four years. We all know our history but we have to focus on the future because this is where we are heading and where history is created. Once again I would like to congratulate our Mayor, and my fellow Councillors on being elected to serve our region.”

10. FIXING OF DAYS/TIMES FOR GENERAL MEETINGS OF COUNCIL In accordance with section 52 of the Local Government (Operations) Regulation 2010, Council is required to fix the day and time for holding its meetings. As Chief Executive Officer, it is considered that General Meetings are best conducted weekly, with such meetings being held on a rotational basis at the three (3) existing administration offices. A meeting schedule detailing suggested dates for the General Meeting cycle is provided for consideration (Attachment 2). Chief Executive Officer’s Recommendation 1. That General Meetings of Council be conducted generally on a weekly basis on a Tuesday

commencing at 10.30am, with such meetings being held on a rotational basis at the three (3) existing administration offices commencing from Tuesday 22 May 2012 at Council’s public office in the Strathpine Chambers.

2. That Recommendation 1 above may be amended from time to time by resolution of Council. 3. That the meeting schedule for General Meetings, as tabled in Attachment 2, be adopted and

advertised in accordance with section 74 of the Local Government (Operations) Regulation 2010.



10. Fixing of Days/Times for General Meetings of Council (cont’d) RESOLUTION

Moved by Cr Adrian Raedel

Seconded by Cr Bob Millar CARRIED 13/0

1. That General Meetings of Council be conducted generally on a weekly basis on a Tuesday

commencing at 10.30am, with such meetings being held on a rotational basis at the three (3) existing administration offices commencing from Tuesday 22 May 2012 at Council’s public office in the Strathpine Chamber.

2. That Recommendation 1 above may be amended from time to time by resolution of Council. 3. That the meeting schedule for General Meetings, as tabled in Attachment 2, be adopted and

advertised in accordance with section 74 of the Local Government (Operations) Regulation 2010.

11. ESTABLISHMENT OF COORDINATION COMMITTEE In accordance with section 61 of the Local Government (Operations) Regulation 2010 Council is able to establish and appoint its Standing Committees. Chief Executive Officer’s Recommendation That the Council establish the Coordination Committee as a Standing Committee. RESOLUTION

Moved by Cr Greg Chippendale

Seconded by Cr Mike Charlton CARRIED 13/0

That the Council establish the Coordination Committee as a Standing Committee. 11.1. Adopt Terms of Reference of the Coordination Committee Terms of Reference for the Coordination Committee are attached for consideration (Attachment 3). Chief Executive Officer’s Recommendation That the Terms of Reference for the Coordination Committee be adopted. RESOLUTION

Moved by Cr Gary Parsons

Seconded by Cr Peter Flannery CARRIED 13/0

That the Terms of Reference for the Coordination Committee be adopted.



11.2. Appoint Members, Chairperson and Quorum of the Coordination Committee In accordance with sections 64 and 66 of the Local Government (Operations) Regulation 2010, Council must give consideration to appointing the members and Chairperson of the Coordination Committee, and to fix the quorum. Chief Executive Officer’s Recommendation 1. That the Coordination Committee consist of the Mayor and all Councillors. 2. That the Chairperson of the Coordination Committee be the Mayor. 3. That the quorum for the Coordination Committee be set at seven (7) members. RESOLUTION

Moved by Cr Koliana Winchester

Seconded by Cr Mike Charlton CARRIED 13/0

1. That the Coordination Committee consist of the Mayor and all Councillors. 2. That the Chairperson of the Coordination Committee be the Mayor. 3. That the quorum for the Coordination Committee be set at seven (7) members. 11.3. Fix days, times, frequency and location of Coordination Committee meetings

In accordance with section 65 of the Local Government (Operations) Regulation 2010, Council must give consideration to the time and place of the Coordination Committee meetings. A meeting schedule detailing suggested dates for the Coordination Committee meeting cycle is provided for consideration (Attachment 2). Chief Executive Officer’s Recommendation 1. That Coordination Committee meetings be conducted generally on a weekly basis as part of the

General Meeting agenda. 2. That Recommendation 1 above may be amended from time to time by resolution of Council. 3. That the meeting schedule for the Coordination Committee, as tabled in Attachment 2, be adopted

and advertised in accordance with section 74 of the Local Government (Operations) Regulation 2010.



11.3. Fix days, times, frequency and location of Coordination Committee meetings (cont’d) RESOLUTION

Moved by Cr Gary Parsons

Seconded by Cr Greg Chippendale CARRIED 13/0

1. That Coordination Committee meetings be conducted generally on a weekly basis as part of

the General Meeting agenda. 2. That Recommendation 1 above may be amended from time to time by resolution of Council. 3. That the meeting schedule for the Coordination Committee, as tabled in Attachment 2, be

adopted and advertised in accordance with section 74 of the Local Government (Operations) Regulation 2010.

11.4. Appoint Portfolios and Designated Spokespersons Designated Spokespersons are to be appointed to Portfolios relative to certain functions of Council business. Chief Executive Officer’s Recommendation That the Council adopt the following Portfolios and nominate respective Spokespersons:

1 Governance 2 Planning & Development 3 Corporate Services 4 Asset Construction & Maintenance 5 Parks, Recreation & Sport 6 Lifestyle & Amenity 7 Commercial Enterprises

RESOLUTION

Moved by Cr Julie Greer

Seconded by Cr Adrian Raedel CARRIED 13/0

That the following Portfolios and designated Spokespersons, be adopted, as follows:

1 Governance Cr Allan Sutherland (Mayor) 2 Planning & Development Cr Mike Charlton 3 Corporate Services Cr Bob Millar 4 Asset Construction & Maintenance Cr Mick Gillam 5 Parks, Recreation & Sport Cr Gary Parsons 6 Lifestyle & Amenity Cr Julie Greer 7 Commercial Enterprises Cr Brian Battersby



12. ESTABLISHMENT OF AUDIT COMMITTEE In accordance with section 105(2) of the Local Government Act 2009 the Council is required to establish an Audit Committee.

An audit committee is a committee that— (a) monitors and reviews— (i) the integrity of financial documents; and (ii) the internal audit function; and (iii) the effectiveness and objectivity of the local government’s internal auditors; and (b) makes recommendations to the local government about any matters that the audit committee

considers need action or improvement.

Chief Executive Officer’s Recommendation That the Council establish an Audit Committee and that the Council note the Audit Committee is an Advisory Committee. RESOLUTION

Moved by Cr Bob Millar

Seconded by Cr Mick Gillam CARRIED 13/0

That the Council establish an Audit Committee and that the Council note the Audit Committee is an Advisory Committee. 12.1. Adopt Terms of Reference for the Audit Committee Terms of Reference for the Audit Committee are attached for consideration (Attachment 4). Chief Executive Officer’s Recommendation That the Terms of Reference for the Audit Committee be adopted. RESOLUTION

Moved by Cr Peter Flannery

Seconded by Cr Koliana Winchester CARRIED 13/0

That the Terms of Reference for the Audit Committee be adopted. 12.2. Appoint Members, Chairperson and Quorum to the Audit Committee In relation to the Audit Committee, section 159 of the Local Government (Finance, Plans and Reporting) Regulation 2010, states:

“the Committee must: o consist of at least 3 and no more than 6 members and; o include-

o 2, but no more than 2 councillors appointed by the Council; and o at least 1 member who has significant experience and skills in financial matters



12.2. Appoint Members, Chairperson and Quorum to the Audit Committee (cont’d)

The Chief Executive Officer cannot be a member of the audit committee but can attend meetings of the committee. The local government must appoint 1 of the members of the Audit Committee as chairperson.”

Further, in relation to the Audit Committee, section 160 (2)(a) of the Local Government (Finance, Plans and Reporting) Regulation 2010, states that a quorum is at least half the number of members of the committee. Section 63 of the Local Government (Operations) Regulation 2010 provides for the appointment of an alternate member of the committee:

“(2) An alternate member, of a committee, is a person who attends meetings of the committee and acts as a member of the committee only if another member of the committee is absent from the meeting of the committee.”

Chief Executive Officer’s Recommendation 1. That the Audit Committee consist of two (2) Councillors and two (2) external members. 2. That the Council nominate 2 Councillors as members of the Audit Committee. 3. That the Council nominate the Chairperson of the Audit Committee. 4. That the Council nominate an alternate member (Councillor) of the Audit Committee. 5. That the quorum for the Audit Committee be set at three (3) members. 6. That the Chief Executive Officer proceed to advertise for Expressions of Interest from external

persons for appointment of the two external committee members. 7. That in accordance with section 257 of the Local Government Act 2009, the Mayor and Chief

Executive Officer be delegated authority to interview and appoint the 2 external committee members in consultation with the Audit Committee Chairperson.

RESOLUTION

Moved by Cr James Houghton

Seconded by Cr Brian Battersby CARRIED 13/0

1. That the Audit Committee consist of two (2) Councillors and two (2) external members. 2. That Councillors Peter Flannery and Bob Millar be nominated as the Councillor members of

the Audit Committee. 3. That Councillor Peter Flannery be nominated as Chairperson of the Audit Committee. 4. That Councillor Greg Chippendale (Deputy Mayor) be nominated as an alternate member of

the Audit Committee. 5. That the quorum for the Audit Committee be set at three (3) members.



12.2. Appoint Members, Chairperson and Quorum to the Audit Committee (cont’d) 6. That the Chief Executive Officer proceed to advertise for Expressions of Interest from

external persons for appointment of the two external committee members. 7. That in accordance with section 257 of the Local Government Act 2009, the Mayor and Chief

Executive Officer be delegated authority to interview and appoint the 2 external committee members in consultation with the Audit Committee Chairperson.

12.3. Fix days, times, frequency and location of Audit Committee meetings In accordance with 160 (1)(a) of the Local Government (Finance, Plans and Reporting) Regulation 2010, the Audit Committee of a local government must meet at least twice each financial year. It is suggested that the Audit Committee meet on a date to be fixed as per the schedule below:

1. February/March 2. April/May 3. August/September 4. November

Chief Executive Officer’s Recommendation 1. That the Audit Committee meet on a date to be fixed as per the schedule below:

1. February/March 2. April/May 3. August/September 4. November

2. That Audit Committee meetings be held on a Wednesday at the Council’s public office in the

Strathpine Chamber commencing at 2.00pm. 3. That Recommendations 1 and 2 above may be amended from time to time by resolution of Council. RESOLUTION

Moved by Cr Adrian Raedel

Seconded by Cr Bob Millar CARRIED 13/0

1. That the Audit Committee meet on a date to be fixed as per the schedule below:

a) February/March b) April/May c) August/September d) November

2. That Audit Committee meetings be held on a Wednesday at the Council’s public office in the

Strathpine Chamber commencing at 2.00pm. 3. That Recommendations 1 and 2 above may be amended from time to time by resolution of

Council.



13. RECORDING OF COMMITTEE MEETING PROCEEDINGS In accordance with section 69 of the Local Government (Operations) Regulation 2010, a local government must keep minutes of its proceedings. However, in accordance with section 69(6) and 69(7) of the Local Government (Operations) Regulation 2010, a committee may be exempted from the requirement to keep minutes of its proceedings if the committee’s only function is to advise, or otherwise make a recommendation to, the Council. Further, in accordance with section 69(8) of the Local Government (Operations) Regulation 2010 if exempted from keeping minutes of its proceedings, each committee must provide a written report of its deliberations and its advice or recommendations to the Council for adoption. Chief Executive Officer’s Recommendation That in accordance with section 69 of the Local Government (Operations) Regulation 2010, Council’s Coordination Committee and Audit Committee be exempted from the requirement to keep minutes of its proceedings as the function of these committees is to advise or recommend, and instead provide a written report of its deliberations and its advice or recommendations to the Council for adoption. RESOLUTION

Moved by Cr Greg Chippendale


That in accordance with section 69 of the Local Government (Operations) Regulation 2010, Council’s Coordination Committee and Audit Committee be exempted from the requirement to keep minutes of its proceedings as the function of these committees is to advise or recommend, and instead provide a written report of its deliberations and its advice or recommendations to the Council for adoption.

14. ANY OTHER BUSINESS PERMITTED BY THE MAYOR 14.1. Special Guest Speaker Mr Shane Webcke, Local Government Association of Queensland Ambassador The Mayor invited special guest, Mr Shane Webcke, the Local Government Association of Queensland’s Ambassador, to address the meeting. The Local Government Association of Queensland Inc. (LGAQ) is the peak body for local government in Queensland representing all 73 Queensland Councils. Mr Webcke said he would use this opportunity to share with the meeting some of his general observations of Queensland Councils during his association with the LGAQ. He said his role as Ambassador of the LGAQ had largely eventuated as a result of his decision to support a group of mates whose communities in western Queensland were being affected by local government reform and amalgamation. Mr Webcke said although he now lived in Toowoomba, he had been a resident of what is now known as the Moreton Bay Region for around 19 years and concurred that the area is a wonderful place to live. He commended the newly elected Council, stating that to accept a public role was a difficult job, with many challenges, but just as many rewards.



14.1. Special Guest Speaker (cont’d) From his observations of local governments right across the State, Mr Webcke stated that the most successful Councils were the honest ones - those that did not promise what they can’t deliver and those that are prepared to tell the tough stories. Mr Webcke said as ratepayers, people can have unrealistic expectations regarding what they think they should get from Councils. However, he went on to say that if there is honesty and belief that elected officials are doing their best, ratepayers are more accepting of situations. Regarding team work, Mr Webcke said it was important that everyone has “buy-in” during the decision making process. “Buy-in” also involves understanding that the final decision may not suit you as an individual. He stated that when a decision was made during his time at the Broncos, that was the way the team would go, and everyone bought into it. Mr Webcke believed that was why the Broncos were so successful. Mr Webcke said leadership within a team was absolutely essential. However, he believed each and every member of a team had a role to play in leading those around them. Mr Webcke said ongoing commitments to qualities such as trust, transparency and honesty will make strong communities, like the Moreton Bay Region, even stronger. In closing, Mr Webcke congratulated the new Council. He said like other Council areas, the challenges will be great and expectations, needs and wants will need to be managed.

15. CLOSE There being no further business the Mayor closed the meeting at 11.05am. CHIEF EXECUTIVE OFFICER’S CERTIFICATE I certify that minute pages numbered 12/595 to 12/607 constitute the minutes of the Post-election Meeting of the Moreton Bay Regional Council held Monday 14 May 2012. ________________________ John Rauber Chief Executive Officer CONFIRMATION CERTIFICATE The foregoing minutes were confirmed by resolution of Council at its meeting held Tuesday 22 May 2012. _____________________________ ______________________________ John Rauber Councillor Allan Sutherland Chief Executive Officer Mayor

PEM 14/5/2012 ATTACHMENT 1

MORETON BAY REGIONAL COUNCILMEETING SCHEDULEMay – December 2012General, Standing & Advisory Committee Meetings

S = Strathpine Office / C = Caboolture Office / R = Redcliffe Office

MAY 201222 10.30am General Meeting (incorporating

Coordination Committee meeting) (S)

29 10.30am General Meeting (incorporating Coordination Committee meeting) (R)

JUNE 20125 10.30am General Meeting (incorporating

Coordination Committee meeting) (C)

12 10.30am General Meeting (incorporating Coordination Committee meeting) (S)


26 10.30am General Meeting (incorporating Coordination Committee meeting) (C)

29Fri

2.00pm Special General Meeting – Adoption 2012/12 Budget (S)

JULY 201210 10.30am General Meeting (incorporating





AUGUST 20127 10.30am General Meeting (incorporating

Coordination Committee meeting) (R)




SEPTEMBER 20124 10.30am General Meeting (incorporating





OCTOBER 20129 10.30am General Meeting (incorporating





NOVEMBER 20127

Wed10.30am General Meeting (incorporating

Coordination Committee meeting) (R)




DECEMBER 20124 10.30am General Meeting (incorporating




Recess to 15 January 2013

PEM 14/5/2012 Attachment 2

Terms of Reference

Coordination Committee


COORDINATION COMMITTEE TERMS OF REFERENCE

MORETON BAY REGIONAL COUNCIL Page 2

INDEX

1. ESTABLISHMENT 3

2. OBJECTIVE 3

3. DUTIES AND RESPONSIBILITIES 3

4. COMPOSITION 4

5. STRUCTURE OF MEETINGS 4

6. CHAIRPERSON & SPOKESPERSON 4

7. QUORUM 5

8. MEETINGS 5

9. AGENDA PREPARATION 5

10. ADMINISTRATIVE SUPPORT 5

11. ACCESS BY COMMITTEE 6

12. REPORTING REQUIREMENTS 6

13. EVALUATING COMMITTEE PERFORMANCE 6

14. LEGISLATION REFERENCED IN THE TERMS OF REFERENCE 6

TOR / SC-01 Document Status Version Committee Consideration Council Adoption

V1 Coordination – 22 April 2008 (P.CO-08/126) General Meeting – 6 May 2008 (P.GM-08/33)

V2 Coordination – 27 January 2009 (P.09/95) General Meeting – 27 January 2009 (P.09/146)

V2 Note: New Committee structure adopted rescinding all other Standing Committees (CO 27/1/09 P.09/95) and Notice of Motion adopted General Meeting 24 February 2009 (pp.09/406-09/411)

V3 Post-election Meeting – 14 May 2012 (P.12/?) General Meeting – 22 May 2012 (P. 12/?)



1. Establishment

The Coordination Committee (“The Committee”) is established as a Standing Committee in accordance with section 61 of the Local Government (Operations) Regulation 2010.

2. Objective

The objective of the Committee is to advise Council on matters within the scope of the Committee’s duties and responsibilities and, where powers have been delegated to the Committee, make decisions about such matters.

3. Duties and Responsibilities

The duties and responsibilities of the Committee are:

1. Governance a. Corporate governance and policies b. Strategic direction and organisational sustainability c. Legal matters d. Regional initiatives and partnerships e. Other matters that may be referred by the Mayor or Chief Executive Officer

2. Planning & Development a. Planning, development and urban renewal/design b. Trunk infrastructure network planning c. Planning scheme development and administration d. Environmental sustainability and climate change e. Other matters relating to the function of Planning & Development

3. Corporate Services a. Finance b. Information technology c. Human resources d. Insurance e. Procurement f. Communications g. Customer Service h. Other matters relating to the function of Corporate Services

4. Asset Construction and Maintenance a. Asset management, including:

i. Roads and Pathways ii. Stormwater Drainage iii. Waterways, Canals & Foreshores iv. Fleet v. Buildings and Facilities; and vi. Traffic and Public Transport

b. Disaster / Incident Management c. Other matters relating to the function of Asset Construction and Maintenance



5. Parks, Recreation & Sport a. Parks, Reserves and Open Spaces b. Sports Fields and Facilities c. Streetscapes d. Recreation e. Organisation and Club Support f. Other matters relating to the function of Parks, Recreation & Sport

6. Lifestyle & Amenity a. Arts and Libraries b. Events and ceremonies c. Community Development and support d. Cultural & Recreational Facility Management e. Local Laws f. Public Health g. Economic development h. Other matters relating to the function of Lifestyle & Amenity

7. Commercial Enterprises a. Commercial Assets b. Waste Management c. Aerodromes d. Commercial Opportunities e. Unitywater f. Other matters relating to the function of Commercial Enterprises

4. Composition

The Committee shall consist of the Mayor and all Councillors.

5. Structure of Meetings

Meetings of the Committee will comprise of sessions relative to certain functions of Council business:

- 1 Governance - 2 Planning & Development - 3 Corporate Services - 4 Asset Construction & Maintenance - 5 Parks, Recreation & Sport - 6 Lifestyle & Amenity - 7 Commercial Enterprises - 8 General Business

The agenda for this meeting is prepared in line with the adopted session order and the respective duties and responsibilities of each of the Coordination Committee Sessions as outlined in 3 above.

6. Chairperson & Spokesperson

The Mayor is the Chairperson of the Coordination Committee meeting and Councillors are appointed as Spokespersons for the abovementioned portfolios.

Spokespersons act as Chairperson of the Coordination Committee meeting session relevant to their portfolio.



For clarification, where a casting vote is required, the Mayor as Chairperson of the Coordination Committee, will have the casting vote.

The Chairperson of each Session and Council’s designated Spokesperson for the respective function, shall be as follows:

- 1 Governance – Cr Allan Sutherland (Mayor) - 2 Planning & Development - Cr Mike Charlton - 3 Corporate Services – Cr Bob Millar - 4 Asset Construction & Maintenance – Cr Mick Gillam - 5 Parks, Recreation & Sport – Cr Gary Parsons - 6 Lifestyle & Amenity – Cr Julie Greer - 7 Commercial Enterprises – Cr Brian Battersby - 8 General Business – Cr Allan Sutherland (Mayor)

In the absence of the Mayor from the meeting, the Deputy Mayor will be the Acting Chairperson.

In the absence of the Session Chairperson, the Mayor, or Deputy Mayor, will be the Acting Session Chairperson.

7. Quorum

The quorum for this Committee must be fixed by resolution and is not to be less than seven (7).

8. Meetings

The dates and times of regular meetings of this Committee will be fixed by resolution of Council and may be amended from time to time by resolution (meeting schedule is adopted for a twelve-month period).

9. Agenda Preparation

The Chief Executive Officer, in conjunction with the Executive Management Team, shall be responsible for the preparation of the Committee meeting agenda.

Where considered necessary, the Chief Executive Officer, in conjunction with the Executive Management Team, may liaise with the Mayor and/or Chairperson in relation to relevant matters.

10. Administrative Support

The Chief Executive Officer shall provide administrative support to the Coordination Committee.

This support shall include:

10.1 Preparation and distribution of the Notice of the meeting as well as the agenda, including supporting information, and other material to the Committee Members and Executive Management prior to the meeting, in accordance with section 55 of the Local Government (Operations) Regulation 2010.

10.2 A report of recommendations will be maintained for the Committee in accordance with section 69 of the Local Government (Operations) Regulation 2010, and presented to the full Council for adoption.



10.3 Correspondence emanating from the Committee will be distributed within three (3) days of the General Meeting of Council.

11. Access by Committee

11.1 The Committee shall be supplied with information it requires from any Officer employed by Council or employees of Business Units controlled by Council.

11.2 Requests for Council Officers, employees of Business Units and independent experts to attend a Committee meeting to provide information shall be approved by the Chief Executive Officer in consultation with the relevant Director.

12. Reporting Requirements

The Committee must report to Council as directed by section 69 of the Local Government (Operations) Regulation 2010.

13. Evaluating Committee Performance

13.1 The Committee shall conduct a self-evaluation of its performance at least annually (not later than 30 September each year) and submit the results of that evaluation to Council for review.

13.2 The evaluation criteria will be set annually by the Committee but must address key performance indicators that support the duties and responsibilities as set out in the Terms of Reference (copy attached).

13.3 Council may approve of an external independent evaluation of the committee’s performance if deemed necessary.

14. Legislation referenced in the Terms of Reference

Local Government Act 2009 Local Government (Operations) Regulation 2010Local Law No. 1 (Administration) 2011

EVALUATION OF THE OPERATION OF COORDINATION COMMITTEE

Name of Coordination Committee member: ___________________________________ (optional)

Strongly Agree Agree Neither Agree nor Disagree

Disagree Strongly Disagree

1 2 3 4 5

Please circle your response in accordance with the above range.

1. Do members of the Coordination Committee maintain a workable relationship with other members of the Coordination Committee?

1 2 3 4 5

2. Does a relationship of respect exist between each member of the Coordination Committee?

1 2 3 4 5

3. Are the views of all members respected during discussions at Coordination Committee Meetings?

1 2 3 4 5

4. Do all members arrive on time for the commencement of Coordination Committee Meetings?

1 2 3 4 5

5. Is the involvement of all Coordination Committee members sought by the Chairperson?

1 2 3 4 5

6. Are differences of opinion on issues resolved to the satisfaction of the Committee?

1 2 3 4 5

7. Do the members challenge the Chair as appropriate?

1 2 3 4 5

8. Does the Committee engage outside experts as appropriate?

1 2 3 4 5

9. Is sufficient time allowed for members to prepare for meetings?

1 2 3 4 5

10. Do Committee members allocate sufficient time in the day to dedicate to Committee business?

1 2 3 4 5



EVALUATION OF THE OPERATION OF COORDINATION COMMITTEE Page 2

11. Is sufficient information supplied to members prior to the Meeting?

1 2 3 4 5

12. Do agendas, presentations and format of papers suit the needs of the members?

1 2 3 4 5

13. Are the outcomes of meetings clear and concise?

1 2 3 4 5

14. Are meetings productive and effective?

1 2 3 4 5

15. Has the Coordination Committee adequate and ready access to appropriate resources?

1 2 3 4 5

16. Are all reports thoroughly reviewed, including enquiry into financial and risk management?

1 2 3 4 5

17. I am satisfied with my commitment and contribution to the Coordination Committee’s deliberations.

1 2 3 4 5

18. Other comments / suggestions (Please detail)

19. The strengths of the Coordination Committee are: (Please specify)

20. Improvement opportunities of the Coordination Committee are: (Please specify)

Date ________________

Terms of Reference

Audit Committee


AUDIT COMMITTEE TERMS OF REFERENCE

INDEX

1. ESTABLISHMENT 1

2. OBJECTIVES 1

3. DUTIES AND RESPONSIBILITIES 1

4. COMPOSITION 2

5. TERMS OF MEMBERSHIP 2

6. QUORUM 3

7. MEETINGS 3

8. ADMINISTRATIVE SUPPORT 4

9. ACCESS BY COMMITTEE 4

10. REPORTING REQUIREMENTS 4

11. EVALUATING COMMITTEE PERFORMANCE 5

12. LEGISLATION REFERENCED IN THE TERMS OF REFERENCE 5

13. EVALUATION OF THE OPERATION OF AUDIT COMMITTEE 6

TOR /AC-01 Document Status Version Committee Consideration Council Adoption

V1 Audit – 22 July 2008 (P.08/1953) General Meeting – 5 August 2008 (P.GM-08/2285)

V2 Audit – 22 April 2009 (P.09/1011) General Meeting – 28 April 2009 (P.09/1066)

V3 Audit – 13 September 2010 (P.10/2203) General Meeting – 21 September 2010 (P.10/2231)

V4 Post-election Meeting – 14 May 2012 (P.12/?) General Meeting – 22 May 2012 (P.12/?)



1. Establishment

The Audit Committee is established in accordance with the Local Government Act 2009, Section 105.

The Audit Committee is an Advisory Committee as determined by the Local Government (Operations) Regulation 2010, Section 62. It has no line (delegated) authority in itself and does not replace the responsibilities of Executive Management, but acts as a source of independent advice to the Council and to the Chief Executive Officer on governance, risk management, accountability and audit-related matters.

2. Objectives

The objective of the Committee is to advise Council on, and where delegated, determine upon matters outlined in the duties and responsibilities of the Committee. The overall objective of the Audit Committee is to assist Council and the Chief Executive Officer to discharge financial management responsibilities imposed under the Queensland Local Government Act 2009 and other relevant legislation.

3. Duties and Responsibilities

In accordance with the principles for an Audit Committee set out in the Local Government Act 2009, Section 105 and accepted best practices, the duties and responsibilities of the Committee are as follows:

a) Internal Audit, Internal Control and Risk Management o Review and endorse the annual internal audit plan to confirm the adequacy of

planned coverage and work priorities covering areas of greatest risk o Review internal audit reports and monitor management actions to ensure

satisfactory and timely resolution of the findings reported by internal audit o Monitor the performance of internal audit in completing the approved Audit Plan o Provide support and advice to Internal Audit and promote independence and

objectivity from management o Identify mechanisms to ensure that action is taken by Internal Audit to keep abreast

of new developments and that contemporary audit methodologies and techniques are used

o Ensure the Internal Audit Unit has adequate resources with all the necessary experience/skills and access to professional development and its charter remains relevant to the operations of the Council

o Oversight the development and dissemination of the Council’s Risk Management Policy

o Oversight the establishment of management accountability for risk management through training and performance management systems

o Assess the impact of changes to the risk profile of Council and the continuing effectiveness of the risk management system

b) effectiveness of governance processes to comply with relevant regulatory and legislative requirements and promote lawful and ethical behaviour



c) Financial Reporting and External Audit o Oversee Council compliance with the Local Government Act 2009 and Local

Government (Finance, Plans and Reporting) Regulation 2010 and the Local Government (Operations) Regulation 2010 on the integrity of financial reporting

o Review the scope of the total audit activities with the external auditors o Review any reports prepared by the Auditor General under Auditor General Act

2009, Section 40 during the financial year within which the meeting is held and whether the issues raised have been resolved satisfactorily in a timely manner

o Review the draft end-of-year financial statements before the statement is certified under section 161 (2) of the Local Government (Finance, Plans and Reporting) Regulation 2010 and given to the Auditor General for auditing

o Review the Auditor General’s report about the Council’s general purpose financial statement for the preceding financial year

d) Such other business that may be referred by the Council, Committee Chair or Chief Executive Officer.

4. Composition

As stipulated by Section 159 of the Local Government (Finance, Plans and Reporting) Regulation 2010, the Committee must:

o consist of at least 3 and no more than 6 members and; o include-

o 2 but no more than 2, councillors appointed by the Council; and o at least 1 member who has significant experience and skills in financial

matters

The Chief Executive Officer cannot be a member of the audit committee but can attend meetings of the committee.

The Council must appoint one of the members of the Audit Committee as chairperson.

5. Terms of Membership

5.1 Councillors will be appointed to the Committee for the term of the Council unless otherwise removed by a resolution of full Council or acceptance of a resignation.

5.2 In the event of a Councillor resigning his/her position on the Committee, the full Council will nominate a Councillor to fill the vacant position.

5.3 External members shall be appointed for a maximum term of four years.

5.4 Appointments of external persons shall be made by way of a public advertisement; an evaluation of candidates and a recommendation for appointment put to Council or as delegated by Council. External members may not be Council Officers, employees or contractors.

5.5 External members should have significant experience and skills in financial matters and be conversant with the role of internal audit, enterprise risk management principles and the financial and other reporting requirements of local governments.

5.6 The evaluation of potential external members will be undertaken by the Mayor or a nominated Councillor, Chair of the Audit Committee and Chief Executive Officer taking account of the experience of candidates and their likely ability to apply appropriate analytical and strategic management skills.



5.7 Remuneration will be paid to each external member (the basis may be an annual fee, with an additional amount paid to the Chairperson or a set fee per meeting, or another basis as appropriate).

5.8 If the Council proposes to remove a member of the Committee, it must give written notice to the member of its intention to do so and provide that member with the opportunity to be heard at a Council meeting which is open to the public, if that member so requests.

5.9 External members may be re-appointed following selection processes as set out in 5.4, 5.5 and 5.6 above.

5.10 The Chairperson shall be appointed by Council.

5.11 Members must at all times act impartially and promptly notify the Chairperson of any conflict or potential conflict between the role of a member and other interests of the member. In the event of a conflict, the Chairperson will rule on whether or not the member should continue in the meeting or abstain from voting.

6. Quorum

As stipulated in Section 160 (2) of the Local Government (Finance, Plans and Reporting) Regulation 2010, the quorum for this Committee shall be at least half the number of members of the committee and either the chairperson shall preside or if the chairperson is absent, the member chosen by the members present as chairperson for the meeting presides.

The quorum of the Audit Committee will be fixed by resolution of Council.

7. Meetings

7.1 The dates and times of regular meetings of the Audit Committee will be fixed by resolution of Council and may be amended from time to time by resolution.

7.2 As an indicative guide the Committee should meet at least quarterly with meetings arranged to coincide with relevant Council deadlines, for example, to coincide with the approval of corporate plans, annual plans and budgets, to coincide with engagement of the External Auditors and the finalisation of the financial statements.

7.3 Additional meetings shall be convened at the discretion of the Chairperson or at the written request of any member of the Committee, Internal or External Auditor.

7.4 The Chief Executive Officer, the Head of Finance and the Head of Internal Audit shall attend all meetings, except when the Committee chooses to meet in camera. Other members of Council or Council staff may be invited to attend where appropriate at the discretion of the Committee to advise and provide information when required.

7.5 Representatives of the External Auditor should be invited to attend at the discretion of the Committee but must attend meetings considering the draft Annual Financial Report and results of the external audit.

7.6 Due to the confidential nature of information and the high level of independence of Internal and External Audit, Committee Meetings may be closed in accordance with Local Government (Operations) Regulation 2010, Section 72.

7.7 The order of business for each meeting (unless modified by agreement of the majority of members present) shall be:



1 Significant Organisation Structure and System Matters for the attention of the Audit Committee.

2 Enterprise Risk Management Issues 3 External Reporting Matters 4 Internal Control Environment and Management Assurance 5 Report by the External Auditor 6 Internal Audit Overview, Reports and Follow-up Actions 7 General Business

7.8 The Chairperson of the Audit Committee may require the Head of Internal Audit to meet with the Committee, in camera, at any time or as required. The Head of Internal Audit may also request to meet with the Chair of the Audit Committee or full committee in camera, if required.

8. Administrative Support

The Chief Executive Officer shall provide administrative support to the Audit Committee.

This support shall include:

8.1 Preparation and distribution of the agenda and any supporting information and other material to the Committee, Executive Management and all other Councillors prior to the Meetings, in accordance with the Local Government (Operations) Regulation 2010, Section 74.

8.2 Pursuant to Section 69 (7) of the Local Government (Operations) Regulation 2010,the Audit Committee is exempted from the requirement to keep minutes of its proceedings as the function of the Audit Committee is to advise or recommend. Pursuant to Section 160(4) of the Local Government (Finance, Plans and Reporting) Regulation 2010, a written report about the matters reviewed at the meeting and the committee’s recommendations about the matters must be presented by the Chief Executive Officer at the next meeting of the local government.

8.3 Correspondence emanating from the Committee will be distributed within three (3) days of the General Meeting of Council.

9. Access by Committee

9.1 The Committee shall be supplied with information it requires from the Chief Executive Officer or any Officer delegated by the Chief Executive Officer.

9.2 Requests for Council Officers, employees of Business Units and independent experts to attend an Audit Committee Meeting to provide information shall be approved by the Chief Executive Officer or a Director

10. Reporting Requirements

10.1 The Audit Committee must report to the Council as required by the Local Government (Finance, Plans & Reporting) Regulation 2010, Section 160 (1)(c). To this end, the Minutes of the Audit Committee Meetings are to be adopted by Council and marked “Confidential”.



10.2 Internal and External Audit may be requested to address Council to provide detailed explanation of the issues reported or raised within the Audit Committee Meetings. It is imperative that Audit’s independence is not compromised or seen to be compromised.

10.3 To maintain this high level of independence, it may be necessary to resolve that the Council meeting be closed when Internal or External Audit addresses Council Local Government (Operations) Regulation 2010, Section 72.

11. Evaluating Committee Performance

11.1 The Committee shall conduct a self-evaluation of its performance at least annually (not later than 30 September each year) and submit the results of that evaluation to Council for review.

11.2 The evaluation criteria will be set annually by the Committee but must address key performance indicators that support the duties and responsibilities as set out in the Terms of Reference.

11.3 Council may approve of an external independent evaluation of the Committee’s performance if deemed necessary.

11.4 That the Terms of Reference of the Audit Committee be reviewed on an annual basis.

12. Legislation referenced in the Terms of Reference

Local Government Act 2009 Local Government (Finance, Plans and Reporting) Regulation 2010 Local Government (Operations) Regulation 2010 Auditor General Act 2009

Council’s Standing Orders

13. EVALUATION OF THE OPERATION OF AUDIT COMMITTEE

Name of Audit Committee member: ___________________________________ (optional)

Strongly Agree Agree Neither Agree nor Disagree

Disagree Strongly Disagree

1 2 3 4 5

Please circle your response in accordance with the above range.

1. Do members of the Audit Committee maintain a workable relationship with other members of the Audit Committee?

1 2 3 4 5

2. Does a relationship of respect exist between each member of the Audit Committee?

1 2 3 4 5

3. Are the views of all members respected during discussions at Audit Committee Meetings?

1 2 3 4 5

4. Do all members arrive on time for the commencement of Audit Committee Meetings?

1 2 3 4 5

5. Is the involvement of all Audit Committee members sought by the Chairperson?

1 2 3 4 5

6. Are differences of opinion on issues resolved to the satisfaction of the Committee?

1 2 3 4 5

7. Do the members challenge the Chair as appropriate?

1 2 3 4 5

8. Does the Committee engage outside experts as appropriate?

1 2 3 4 5

9. Is sufficient time allowed for members to prepare for meetings?

1 2 3 4 5

10. Do Committee members allocate sufficient time in the day to dedicate to Committee business?

1 2 3 4 5

EVALUATION OF THE OPERATION OF AUDIT COMMITTEE Page 2

11. Is sufficient information supplied to members prior to the Meeting?

1 2 3 4 5

12. Do agendas, presentations and format of papers suit the needs of the members?

1 2 3 4 5

13. Are the outcomes of meetings clear and concise?

1 2 3 4 5

14. Are meetings productive and effective?

1 2 3 4 5

15. Has the Audit Committee adequate and ready access to appropriate resources?

1 2 3 4 5

16. Are all reports thoroughly reviewed, including enquiry into financial and risk management?

1 2 3 4 5

17. I am satisfied with my commitment and contribution to the Audit Committee’s deliberations.

1 2 3 4 5

18. Other comments / suggestions (Please detail)

19. The strengths of the Audit Committee are: (Please specify)

20. Improvement opportunities of the Audit Committee are: (Please specify)

Date ________________

Documents

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