Project Nominations - Diamantina Shire Council...The report examines the request made my Ballina Aero Club (BAG) for a new fee structure and inclusion of an extraordinary event causes

Minutes of the Ordinary Meetina of the Dlamantina Shire Councilheld in the Boardroom of the Administration Centre, Bedourie

on Monday, November 20 2017 commencinfl at 9.00am.

1 CONTENTS

2 ATTENDANCE.....,...........................................................,.,...,..........................................................^

3 APOLOGIES........,............................,..........................................................,....................................^

4 CONFIRMATION OF MINUTES........................................................................................................3

5 DECLARATIONS OF INTEREST......................................................................................................3

7 ACTION REPORTS......................................................,.....................................................................^

7.1 A (i) Ballina Aero Club Birdsville Aerodrome Management Agreement..........,.....................^

7.2 A(ii) Building Better Regions-Strategic Plan Scope..............................................................4

7.3 A (iii) Council Accommodation Facilities Branding......,.......,..,....,.....,..,.................................^

7,4 A(iv) Policy for Adoption -Community Grants Policy.......,,..,..........,.....,..,.....,.......,......,.,....^

6 INFORMATION REPORTS.................................................................................................................5

6.1 I (i) Newsbrief Reports..,.............................................,...........,..........,..,........,................,.....,.^

6.2 I (ii) Financial Reports,.....,......,........................................,..,.....................................,.............^

7 ACTION REPORTS (Continued).....................................................................................................6

7.5 A (v) Roads to Recovery-Allocate Funds...............................................................................6

7.6 A (vi) 2018/19 & 2019/20 TIDS Discretionary Funding - Project Nominations ......................7

7.7 A (vii) Bedourie Bore Report ...................................................................................................7

7.8 A (viii) Eyre Developmental Road - Pave and Seal Business Case ..........................................8

7.9 A (ix) Entertainment and Hospitality Policy-Request for Feedback......................................8

7.10 A (x) Policy for Adoption -Acceptable Requests Guideline Policy .........................................8

7.11 A (xi) Policy for Adoption-Advertising Expenditure Policy.....,......,..,..............,................,...^

7.12 A (xiii) Annual Report 16-17 ...................................................................................................9

7.13 A (xiv) 2018 Council Meeting Dates ........................................................................................9

7.14 A (xv) 2017-19 LGGSP Grants ..............................................................................................10

7.15 A (xvi) Make a New Planning Scheme..................................................................................11

8 MEMBERS BUSINESS .................................................................................................................,..12

8.1 Cr Cooms ............................................................................................................................12

8.2 CrCramer.............................................................................................................................12

8.3 Cr Maunsel)...........................................................................................................................12

8.4 CrMorton............................................................................................................................12

8.5 CrRayment..........................................................................................................................12

^——TOrdinary Council Meeting Minutes November 20 2017:59754 / Page 1 of 13

7 ACTION REPORTS (Continued).....................................................................................................12

7.16 A(xii) CEO Performance Review.........................................................................................13

7.17 Appointment of Deputy Chief Executive Officer...................................................................13

Ordinary Council Meeting Minutes November 20 2017:59754 /P9^. of 13

2 ATTENDANCE

Councillors: Cr Geoff Morton (Mayor), Cr Steve Cramer (Deputy IVlayor), Cr Doug Cooms (byteleconference), Cr Bev Maunsell, Cr Don Payment

Staff: Chief Executive Officer, Leon Love,Executive Assistant, Amanda Schnitzerling

Attendance:9:00am Jessica Greenaway, Tourism and Events Manager entered the meeting

3 APOLOGIES

4 CONFIRMATION OF MINUTES

a) Ordinary Meeting - October 23,2017

Minute No. 2017.11.20-OM-1

Moved by Cr Payment and Seconded by Cr Maunsell'That the minutes of the Ordinary Meeting of Diamantina Shire Council held onOctober 23, 2017 be confirmed.'

Carried 5/0.

5 DECLARATIONS OF INTEREST

7 ACTION REPORTSClosure of the Meeting to the Public

Recommendation

'That in relation to agenda item A(i) Ballina Aero Club Birdsville AerodromeManagement Agreement pursuant to section 275 of the Loca/ Government Regulation

2012 the meeting be closed to the public so that the councillors or members candiscuss:

(a) Business for which a public discussion would be likely to prejudice theinterests of Council or someone else, or enable a person to gain a financialadvantage.

Minute No. 2017.11.20-OM-2Moved Cr Maunsell and Seconded by Cr Payment'That the recommendation be adopted.'

Ordinary Council Meeting Minutes November 20 2017:59754 / ' Page 3 of 13

Carried 5/0.Openinci of the Meeting to the Public

Minute No. 2017.11.20-OM-3Moved Cr Payment and Seconded by Cr Cooms'That the meeting be opened to the public.'

Carried 5/0.

7.1 A (i) BALLINA AERO CLUB BlRDSVILLE AERODROME MANAGEIVIENTAGREEMENT

Executive Summary

The report examines the request made my Ballina Aero Club (BAG) for a new fee structureand inclusion of an extraordinary event causes in the BJrdsville Aerodrome Management

Agreement.

Recommendation

'That Council:

1. Agree in principle to the new fee structure;2. Advise BAC that income generated by this increase will be shared equally by

Council and BAC, with any future fee increases retained wholly by Council;and

3. Advise BAG that Council does not agree to the inclusion of the extraordinaryevent clause.

Minute No. 2017.11.20-OM-4Moved by Cr Maunsell and Seconded by Cr Cooms'That the recommendation be adopted.'

Carried 5/0.

Attendance:9:26am Cr Payment left the meeting9:33am Cr Payment re-entered the meeting

7.2 A (ll) BUILDING BETTER REGIONS - STRATEGIC PLAN SCOPEExecutive Summary

The report recommends Council approved the proposed scope for the development of theDiamantina Shire Council Economic Development Strategy.Recommendation

'That Council approved the proposed scope for the development of the DiamantinaShire Council Economic Development Strategy.

Minute No. 2017.11.20-OIVI-5IVIoved by Cr Cramer and Seconded by Cr PaymentThat the recommendation be adopted.'

Carried 5/0.

Ordinary Council Meeting Minutes November 20 2017:59754 . Page 4 of 13

7.3 A (III) COUNCIL ACCOMn/IODATION FACILITIES BRANDINGExecutive Summary

The report presents to Council the recommended revised brands developed for Council

controlled accommodation and caravan parks.

Recommendation

'That Council

• adopt the recommended branding option for Council accommodation facilitiesas presented;

• Change the name of the Birdsville Caravan Park to Birdsville Tourist Park;• Change the name of the Bedourie Caravan Park to Bedourie Tourist Park; and• authorise the Chief Executive Officer to begin the staged rebranding of the

accommodation facilities, as proposed.'

Minute No. 2017.11.20-OM-6Moved by Cr Cramer and Seconded by Cr Payment'That Council

• adopt branding option 1 for Council accommodation facilities as presented;• Change the name of the BirdsvHle Caravan Park to Birdsville Tourist Park;• Change the name of the Bedourie Caravan Park to Bedourie Tourist Park; and• authorise the Chief Executive Officer to begin the staged rebranding of the

accommodation facilities, as proposed.'Carried 5/0.

7.4 A (iv) POLICY FOR ADOPTION - COMMUNITY GRANTS POLICYExecutive Summary

The Community Grants policy has been reviewed in accordance with the policy reviewschedule and some updates are proposed.

Recommendation

'That Council adopt the Community Grants Policy as presented.'

IVIinute No. 2017.11.20-OM-7Moved by Cr Cramer and Seconded by Cr Maunsell'That the recommendation be adopted.'

Carried 5/0.

Attendance:10:28am Jessica Greenaway, Tourism and Events Manager left the meeting

6 INFORMATION REPORTS

6.1 I (l) NEWSBRIEF REPORTSExecutive Summary

Ordinary Council Meeting Minutes November 20 2017:59754 '•' Page 5 of 13

The Newsbrief contains information reports from the Executive, the Corporate and

Community Department and the Infrastructure Department to keep Council informed ofoperations.

Recommendation

That Council receive the Newsbrief Reports.'

Minute No. 2017.11.20-OM-8Moved by Cr Maunsell and Seconded by Cr CramerThat the recommendation be adopted.'

Carried 5/0.

6.2 I (ll) FINANCIAL REPORTSExecutive Summary

Monthly Financial reports including Income Statement, Statement of Financial Position,Statement of Cashflows, Statement of Changes in Equity are provided to Councillors for theirinformation,

Recommendation

'That Council receive all Financial Reports/

Minute No. 2017.11.20-OM-9[Vloved by Cr Cramer and Seconded by Cr Payment'That the recommendation be adopted.'

Carried 5/0.

Attendance:10:40am Trevor Stewart, Infrastr-ucture Manager, Stuart Boume, Engineer, entered the

meeting

7 ACTION REPORTS (CONTINUED)

7.5 A (v) ROADS TO RECOVERY - ALLOCATE FUNDSExecutive Summary

The purpose of this report is to inform Council on the proposed Roads to Recovery projectsfor the 2017/18 financial year and recommend projects so the remaining funds are allocated

and spent before the end of the program in the June 2019.

Recommendation

'That Council consider the proposed projects.'

Minute No. 2017.11.20-OM-10Moved by Cr Cramer and Seconded by Cr Maunsell'That Council allocate the balance of Roads to Recovery funds of $708,208 toConstructing kerb and channel and road widening along the eastern side of HerbertStreet, Bedourie (Kepler St-Timor St) $180,000 and to undertake maintenance ondrainage structures on various roads in the shire.'

Carried 5/0.

Ordinary Council Meeting Minutes November 20 2017:59754 Page 6 of 13

7.6 A (vi) 2018/1 9 & 2019/20 TIDS DISCRETIONARY FUNDING - PROJECTNOIVHNATIONS

Executive Summary

The Department of Transport and Main Roads are seeking project nominations for the2018/19 & 2019/20 Discretionary TIDS funding.

Recommendation

That Council authorise the Chief Executive Officer to nominate the Herbert StreetFootpath project (from the Community Centre to School) for 2018/19 & 2019/20Discretionary TIDS funding.

Minute No. 2017.11.20-OM-11IVIoved by Cr Cramer and Seconded by Cr Maunsell'That the recommendation be adopted.'

Carried 5/0.

7.7 A (vil) BEDOURIE BORE REPORTExecutive Summary

Geophysical Logging of the Bedourie Town Bore (RN-316) was undertaken on 3rd - 5thOctober 2017. The footage indicates that the void below the casing has grown considerablyand is of some concern,

Recommendation

That Council agree in principal to drill a new water supply bore in Bedourie andauthorise the Chief Executive Officer to seek grant/subsidies for the project to allow itto proceed in the 2019/20 financial year/

Minute No. 2017.11.20-OIVM2Moved by Cr Cramer and Seconded by Cr Payment'That the recommendation be adopted.'

Carried 5/0.

Attendance:11:01 am Council adjourned the Meeting for morning tea and to conduct a Citizenship

Ceremony for Ms Michelle O'Toole11:55am Council resumed the Meeting.12:10pm Bill Dillon, Workshop Coordinator entered the meeting12:24am Cr Cooms re-entered the meeting

The Infrastructure Manager presented the proposed Plant Acquisition and ReplacementSchedule for 2017/18 totalling $1.461 M Gross, $872000 Nett of trade in value. TheInfrastructure Manager informed Council that the option of replacing mobile trailer mountedcamps with modified shipping containers was being considered and a costed business casewould be provided to a future meeting.Council discussed the future of the CAT 627G scraper and requested that options beprovided to the next meeting to replace this aged machine with a new/low hour machine vhiring as required, provided that sufficient utilisation can be sustained.

12:40pm Bill Dillon left the meeting

Ordinary Council Meeting Minutes November 20 2017-59754 Page 7 of 13

Attendance:1:15pm Council adjourned the Meeting for lunch.2:07pm Council resumed the Meeting.

7.8 A (vill) EYRE DEVELOPMENTAL ROAD - PAVE AND SEAL BUSINESS CASEExecutive Summary

Some discussions have taken place regarding the development of a proposal to submit toDepartment of Transport and Main Roads to fund the pave and sealing of the unsealedareas of the Eyre Developmental Road, approximately 60km from Bedourie - Birdsville. An

initial draft proposal has been developed by Council's consulting engineers and approval is

sought to develop this draft into a final engineering proposal.

Recommendation

'That Council authorise the Chief Executive Officer to finalise an engineering

business case to support the paving and sealing of the remaining 60km of gravel onthe Eyre Developmental Road (Bedourie-Birdsville).'

Minute No. 2017.11.20-OM-13Moved by Cr Payment and Seconded by Cr Maunsell'That the recommendation be adopted.'

Carried 5/0.Attendance:3:00pm Trevor Stewart, Infrastructure Manager, Stuart Boume, Engineer, left themeeting

7.9 A (IX) ENTERTAINMENT AND HOSPITALITY POLICY - REQUEST FORFEEDBACK

Executive Summary

Council is often asked to send flowers or donate to a charity on the death or injury of aperson known in the community. It would be useful to have some guidelines to help decide

in what circumstances flowers or donations should be made.

Recommendation

'That Council provide feedback on the guidelines to be used when deciding when tosend flowers or donate to a charity on the death or injury of a person known in thecommunity.'

Minute No. 2017.11.20-OWM4Moved by Cr Cramer and Seconded by Cr Cooms'That Council authorise the CEO to amend the Entertainment and Hospitality Policy asdiscussed.'

Carried 5/Q.

7.10A (x) POLICY FOR ADOPTION - ACCEPTABLE REQUESTS GUIDELINEPOLICY

Executive Summary

./


The Acceptable Requests Guideline policy has been reviewed in accordance with the policyreview schedule and some updates are proposed.

Recommendation

'That Council adopt the Acceptable Requests Guideline Policy as presented.'

Minute No. 2017.11.20-OM-15IVIoved by Cr IVIaunsell and Seconded by Cr CramerThat the recommendation be adopted.'

Carried 5/0.

7.11,^ (Xl) POLICY FOR ADOPTION -ADVERTISING EXPENDITURE POLICYExecutive Summary

The Draft QAO Closing Report to the Mayor identified that a local government must keep aAdvertising Spending Policy. The current council Advertising Expenditure Policy is in the oldformat and has not been reviewed for a number of years.

Recommendation

'That Council adopt the Advertising Expenditure Policy as presented.'

Minute No. 2017.11.20-OIVM6Moved by Cr Cooms and Seconded by Cr Payment'That the recommendation be adopted.'

Carried 5/0.

7.12A (Xlll) ANNUAL REPORT 16-17Executive Summary

Council is required, pursuant to section 182 of the Local Government Regulation 2012, to

adopt an annual report within one (1) month after the day that the auditor-general gives theauditor-general's audit report about the local government's financial statements for thefinancial year to the local government.

Reco_mmendation

'That Council adopt the proposed Annual Report for 2016/17 including the auditedfinancial statements.'

Minute No. 2017.11.20-OM-17Moved by Cr Cramer and Seconded by Cr IVfaunsell'That the recommendation be adopted.'

Carried 5/0.

7.13A (xiv) 2018 COUNCIL MEETING DATESExecutive Summary

At the end of each year Council sets the dates for its Ordinary Council meetings and inaccordance with section 277 of the Local Government Regulation advertises the date,

location and commencing time.

Recommendation


'That Council advertise the date, location and commencing time for Council's ordinary

monthly meetings for 2018 as set out In Table 1, in accordance with Section 277 of theLoca! Government Regulation 2012"

Date of Meeting

15 January 2018

19 February 2018

19lVlarch2018

16 April 2018

21 May 2018

25 June 2018

16 July 2018

20 August 2018

17 September 2018

15 October 2018

19 November 2018

17 December 2018

Location

Diamantina Shire Council's AdministrationCentre, 17 Herbert; Street Bedourie

Diamantina Shire Council's AdministrationCentre, 17 Herbert Street Bedourie

Diamantina Shire Council's Administration

Centre, 17 Herbert Street Bedourie


Centre, 17 Herbert; Street Bedourie









Diamantina Shire Council's AdministrationCentre, 17 Herbert; Street Bedourie



Diamantina Shire Council's AdministrationCentre, 17 Herbert Street Bedourie



Commencing

time

9am

9am

Sam

9am

Sam

9am

Sam

9am

9am

Sam

9am

Sam

Minute No. 2017.11.20-OM-18Moved by Cr Cramer and Seconded by Cr Cooms'That the recommendation be adopted.'

Carried 5/0.

7.14A (XV) 2017-19 LGGSP GRANTSExecutive Summary

Council has been advised that the following two projects were approved for funding underthe 2017-19 Local Government Grants and Subsidies Program:


Project Title

Birdsville Court HouseRefurbishment

Birdsvitte Jardine St ParkUpgrade

Percentage of Eligibleproject Costs

80%

80%

Maximum approved subsidyamount

$96,000

$136,000

To initiate the projects Council is required to provide a project management plan for eachproject by 15 December 2017.

Recommendation

'That Council authorise the Chief Executive Officer to finalise funding agreements andallocate funds in the amended 2017/18 budget for the following projects funded underthe LGGSP program:

• Jardine Street Birdsville Park Upgrade $34,000• Birdsville Courthouse Refurbishment $24,000'.

Minute No. 2017.11.20-OM-19IVIoved by Cr Maunsell and Seconded by Cr Cooms'That the recommendation be adopted.'

Carried 5/0.

7.15A(xvi) MAKE A NEW PLANNING SCHEMEExecutive Summary

The Planning Act 2016 commenced operation on the 1 July 2017 and provides theframework for the development of a new planning scheme. Council has been invited toparticipate in a Department of Infrastructure, Local Government and Planning 'template'

planning scheme project.

Recommendation

'That Council resolve to make a new planning scheme under the Planning Act 2016.'

Minute No. 2017.11.20-OM-20IVloved by Cr Cramer and Seconded by Cr Cooms'That Council:

(i) Decides to make the Diamantina Shire planning scheme (the proposedplanning scheme) under section 18 of the Planning Act 2016

Then:

(ii) Council directs, pursuant to section 18(2) of the Planning Act 2016, that theChief Executive of the Department of Infrastructure, Local Government and

Planning be provided with:a. a written statement advising of this decision

b. a copy of Attachment A, submitted on file, which sets the nature and objectives

of the proposed planning scheme, and the state interests likely affected by theproposed planning scheme and advising that chapter 4 of the Minister's

Guidelines and Rules may apply to the proposed planning scheme


c. a copy of Attachment B, submitted on file, which sets out the preferred process

for making the proposed planning scheme, including the order and timing of

steps in the process and an indicative timeline for the process

d. a copy of Attachment C, submitted on file, which sets out the proposed

communications strategy.

Carried 5/0.

8 MEMBERS BUSINESS

8.1 CRCOOMS

8.2 CRCRAMER

8.3 CRMAUNSELLNil

8.4 CRMORTON

8.5 CR PAYMENTCr Payment reported on the meeting of the Western Corridor Clinical Governance &Innovation Unit Steering Committee. He advised that there is a push for Longreach tobecome the health centre for the area and there is more emphasis on teiehealth.The next meeting will be held in Longreach on 12/13 December.

Cr Rayment encouraged Councillors and CEO to attend the Birdsville School Breakup event.

7 ACTION REPORTS (CONTINUED)Closure of the Meeting to the Public

Recommendation

'That in relation to agenda item A(xii) CEO Performance Review pursuant to section

275 of the Local Government Regulation 2012 the meeting be closed to the public sothat the councillors or members can discuss:

(a) the appointment, dismissal or discipline of employee;

IVlinute No. 2017.11.20-OM-21Moved by Cr R/launsell and Seconded by Cr PaymentThat the recommendation be adopted/

Carried 5/0,Attendance:


3:45pm Amanda Schnitzerling, Executive Assistant and Leon Love, Chief ExecutiveOfficer left the meeting

Opening of the_Meeting to the Public

Minute No. 2017.11.20-OM-22Moved Cr Cramer and Seconded by Cr Payment'That the meeting be opened to the public.'

Carried 5/0.Attendance:4:1 Opm Lean Love, Chief Executive Officer entered the meeting

7.16 A (xil) CEO PERFORMANCE REVIEWExecutive Summary

The final report on the CEO's annual performance review for 2017 is complete and providedfor Council information.

Recommendation

'That Council accept the report and authorise the Mayor to sign the annual

performance agreement between Council and the Chief Executive Officer'

Minute No. 2017.11.20-OM-23IVIoved by Cr Morton and Seconded by Cr CramerThat the recommendation be adopted.'

Carried 5/0.

7.17APPOINTMENT OF DEPUTY CHIEF EXECUTIVE OFFICERThe Chief Executive Officer advised Council that in consultation with the Mayor and DeputyMayor, he had offered Ms Cassandra White the position of Deputy Chief Executive Officeron a contract basis. IVls White has accepted the position and will commence in January2018.IVIinute No. 2017.11.20-OM-24Moved Cr Wlorton, Seconded Cr Cramer'That Council endorse the appointment of Ms Cassandra White as Deputy ChiefExecutive Officer on the terms agreed with the Chief Executive Officer/

Carried 5/0

There being no further business the Meeting closed at 4.20pm

Minutes confirmed this 18th day of December, 2017.

Cr Geoff MortonIV1AYOR

/Ordinary Council Meeting Minutes November 20 2017:59754 Page 13 of 13

Documents

Project Nominations - Diamantina Shire Council...The report examines the request made my Ballina Aero Club (BAG) for a new fee structure and inclusion of an extraordinary event causes