MINUTES

General MEETING

Wednesday 28 April 2010

Council Chambers

1st floor Administration Building

Bloomfield Street Cleveland.  Qld 4163

TABLE OF CONTENTS

1.............. Declaration of Opening............................................................................ 6

2.............. Devotional Segment.................................................................................... 6

3.............. Record of Attendance and Leave of Absence.......................... 6

4.............. Receipt and Confirmation Of Minutes............................................. 7

4.1            general meeting minutes 31 MARCH 2010........................ 7

5.............. Matters Outstanding From Previous General Meeting Minutes      7

5.1            Report From Chief Executive Officer............................ 7

5.1           regional sporting facility.................................................... 7

5.2           care of injured wildlife......................................................... 7

5.3           STORM TIDE HAZARD STUDY........................................................ 8

5.4           GREEN ROOF DESIGNS.................................................................... 8

5.5           SMBI RESIDENTIAL LOTS OVER 500 SQUARE METReS....... 8

5.6           PETITION (DIVISION 5) – SEALING OF ATTUNGA STREET NORTH, MACLEAY ISLAND............................................................................... 8

5.7           TRAFFIC HANDLING – MOUNT COTTON ROAD, CAPALABA 8

5.8           redlands planning scheme – proposed amendments  9

5.9           ON-SITE SEWERAGE MONITORING PROGRAM......................... 9

6.............. Public Participation.................................................................................... 9

7.............. Petitions/Presentations....................................................................... 10

7.1            PRESENTATION – cR BOWLER (DIVISION 6) – lgaq BEST PRACTICE TOUR – 7^th – 13^th February 2010............................................. 10

8.............. Motion to Alter the Order of Business...................................... 10

9.............. Declaration of Material Personal Interest on any Items of Business............................................................................................................ 10

10........... DEVELOPMENT & COMMUNITY STANDARDS COMMITTEE 13/4/2010 - receipt and adoption of Minutes........................................................................ 11

10.1         development & community standards........................ 11

10.1.1      THREE (3) MONTH UPDATE ON COMPLIANCE INSPECTIONS FOR SOLAR AND HEAT PUMP HOT WATER UNITS....................................... 13

10.1.2      CATEGORY 1 - MINOR COMPLYING CODE ASSESSMENTS & HOUSEKEEPING (BUILDING AND PLUMBING)........................ 17

10.1.3      CATEGORY 2 - COMPLYING CODE ASSESSMENTS AND MINOR IMPACT ASSESSMENTS................................................................................. 19

10.1.4      CATEGORY 3 - MODERATELY COMPLEX CODE AND IMPACT ASSESSMENTS................................................................................. 22

10.1.5      CURRENT APPEALS LIST AS AT 26 MARCH 2010................. 24

10.2         Closed Session AT COMMITTEE............................................ 31

10.2.1      APPEAL 1740 OF 2008 - DWELLING HOUSE AT 7 SAMARINDA DRIVE, POINT LOOKOUT............................................................................................ 33

10.2.2      appeal 355 of 2009 - MULTIPLE DWELLINGS AT 537-547 REDLAND BAY ROAD, VICTORIA POINT.................................................................. 34

11........... Planning & Policy Committee 14/4/2010 - RECEIPT AND ADOPTION OF REPORT................................................................................................................ 35

11.1         Planning and Policy................................................................. 35

11.1.1      Redlands 2030 community plan - final.......................... 35

11.1.2      NORM PRICE PARK/REDLAND SHOWGROUNDS LAND MANAGEMENT PLAN..................................................................................................... 49

11.1.3      SMBI COMMITTEE REPORT 17 MARCH 2010 - ITEMS FOR CONSIDERATION                                                                                                                 59

11.2         COMMITTEE CLOSED SESSION................................................... 62

11.2.1      Regulated Asset Base (RAB) for Water and Wastewater Assets................................................................................................ 62

11.2.2      Allconnex Water - Equity Determination................. 63

12........... development & community standards committee 20/4/2010 – receipt and adoption of MINUTES........................................................................ 64

12.1         development & community standards........................ 64

12.1.1      CATEGORY 1 - MINOR COMPLYING CODE ASSESSMENT AND HOUSEKEEPING............................................................................... 67

12.1.2      CATEGORY 2 - COMPLYING CODE ASSESSMENT AND MINOR ASSESSMENTS................................................................................. 69

12.1.3      CURRENT APPEALS LIST AS AT 16 APRIL 2010.................... 71

12.2         COMMITTEE Closed Session................................................... 76

12.2.1      APPEAL 516 OF 2010 DWELLING HOUSE AT 17 POrTSMOUTH PLACE, CLEVELAND....................................................................................... 76

12.2.2      KINROSS ROAD STRUCTURE PLAN – NORTHERN ACCESS 78

12.3         committee general business............................................. 80

12.3.1      NON COMPLIANCE ISSUE VERONICA & SMITH STREETS, CAPALABA                                                                                                                 80

13........... Redland Water Committee 20/04/10 - RECEIPT AND ADOPTION OF REPORT................................................................................................................................. 81

13.1         Redland Water............................................................................ 81

13.1.1      REDLAND WATER BUSINESS UNIT REPORT – march 2010 81

13.2         COMMITTEE CLOSED SESSION................................................... 84

13.2.1      WATER REFORM UPDATE............................................................. 84

13.2.2      PARTICIPATION AGREEMENT...................................................... 85

13.2.3      CAPITAL STRUCTURE.................................................................... 87

14........... customer services Committee 21/04/10 - RECEIPT AND ADOPTION OF REPORT................................................................................................................ 88

14.1         CLOSED SESSION............................................................................ 88

14.1.1      SUSTAINABLE RESOURCE AND WASTE FACILITY - DESIGN, CONSTRUCT AND OPERATE TENDER................................................................ 88

14.2         customer services................................................................... 90

14.2.1      AMITY POINT CAMPING GROUND EFFLUENT MANAGEMENT     90

14.2.2      MONTHLY REPORT FOR CUSTOMER AND COMMUNITY SERVICES GROUP FEBruary 2010............................................................................... 96

14.2.3      MONTHLY REPORT FOR OPERATIONS AND MAINTENANCE GROUP  103

14.2.4      MONTHLY REPORT FOR PROJECT DELIVERY GROUP.... 108

15........... CORPORATE SERVICES AND GOVERNANCE COMMITTEE 21/4/2010 – RECEIPT AND ADOPTION................................................................................................ 111

15.1         OFFICE OF CEO............................................................................... 111

15.1.1      CORE BUSINESS AND SERVICE LEVEL REVIEW – POL‑3089 111

15.1.2      REPORT ON THE AUDIT COMMITTEE MEETING – 8 FEBRUARY 2010  114

15.2         CORPORATE SERVICES.............................................................. 123

15.2.1      MARCH 2010 - MONTHLY FINANCIAL REPORTS.................. 123

15.2.2      QUARTERLY PROJECTS AND BUSINESS UNIT ACTIVITY REPORTS   129

15.2.3      ALLCONNEX WATER - COMMUNITY SERVICE OBLIGATIONS.... 134

15.3         GOVERNANCE................................................................................. 141

15.3.1      LGAQ Special Conference - Postal Ballot............. 141

15.3.2      2010 ALGA National General Assembly of Local Government AND AUSTRALIAN COUNCIL OF LOCAL GOVERNMENT MEETING        150

15.3.3      CORPORATE BALANCED SCORECARD - MARCH 2010..... 156

15.3.4      QUARTERLY OPERATIONAL PLAN REPORT FOR MARCH 2010 160

15.4         closed session at committee.......................................... 163

15.4.1      QTC LOAN GUARANTEE – INTERIM DISTRIBUTION ENTITY 163

16........... URGENT BUSINESS....................................................................................... 165

16.1         PUBLIC PARTICIPATION.............................................................. 165

17........... Meeting Closure....................................................................................... 165

1       Declaration of Opening

The Deputy Mayor declared the meeting open at 4.01pm and acknowledged the Quandamooka people, who are the traditional custodians of the land on which Council meets.  The Deputy Mayor also paid Council’s respect to their elders, past and present.

2       Devotional Segment

Father Frank O’Dea of the Redlands Ministers’ Fellowship led Council in a brief devotional segment.

3             Record of Attendance and Leave of Absence

MEMBERS PRESENT:

Cr M Elliott                                        Deputy Mayor and Councillor Division 7

Cr W Boglary                                   Councillor Division 1

Cr C Ogilvie                                     Councillor Division 2

Cr D Henry                                       Councillor Division 3

Cr J Burns                                        Councillor Division 4

Cr B Townsend                               Councillor Division 5

Cr T Bowler                                      Councillor Division 6

Cr K Reimers                                   Councillor Division 8

Cr K Williams                                   Councillor Division 9

Cr H Murray                                     Councillor Division 10

EXECUTIVE LEADERSHIP GROUP:

Mr G Stevenson PSM                    Chief Executive Officer

Mr N Clarke                                      General Manager Governance

Mr G Underwood                             General Manager Planning & Policy

Mrs T Averay                                    General Manager Development & Community Standards

Mr M Drydale                                   General Manager Corporate Services

Mr M Hyde                                        General Manager Customer Services

Mr G Soutar                                      General Manager Redland Water

MINUTES:

Mrs J Parfitt                                      Corporate Meetings & Registers Team Leader

LEAVE OF ABSENCE:

Moved by:                  Cr Bowler
Seconded by:           Cr Henry

That leave of absence from today’s meeting be granted for Cr M Hobson, Mayor as she is attending the LGAQ Civic Leaders Summit.

CARRIED

4       Receipt and Confirmation Of Minutes

4.1         general meeting minutes 31 MARCH 2010

Moved by:                  Cr Bowler
Seconded by:           Cr Townsend

That the minutes of the General Meeting held on 31 March 2010 be confirmed.

CARRIED

5       Matters Outstanding From Previous General Meeting Minutes

5.1         Report From Chief Executive Officer

The Chief Executive Officer presented the following items for noting:

5.1            regional sporting facility

At the General Meeting of 24 June 2009 Council resolved that officers prepare a report investigating acquisition of land for Regional Sporting Facility in the major development area south of Boundary Road.

A report addressing this matter is proposed to be presented to a Planning & Policy Committee meeting in 5 May 2010.

5.2            care of injured wildlife

At the General Meeting of 26 August 2009 Council resolved that officers prepare a report that looks at the responsibilities and action in the Redlands that improve the quality and timeliness of care of injured wildlife.

A report addressing this matter is proposed to be presented to a Planning & Policy Committee meeting in 5 May 2010.

5.3            STORM TIDE HAZARD STUDY

At the General Meeting of 29 October 2009, Council resolved that a further report be presented to Council to adopt a finalised Redland City Storm Tide Hazard Study for planning purposes

Advice has been received from Environmental Management that the Storm Tide Hazard Study will be incorporated with the Climate Change Strategy being presented in June.

5.4            GREEN ROOF DESIGNS

At the General Meeting on 16 December 2009, Council resolved that officers bring back a report on the opportunities for including green roof designs in Council’s policy and planning instruments.

A report addressing this matter will be presented to the 5 May 2010 Planning and Policy Committee meeting.

5.5            SMBI RESIDENTIAL LOTS OVER 500 SQUARE METReS

At the General Meeting on 24 February 2010, Council resolved that a report be brought to Council regarding the need for MCU’s on the Bay Islands on SMBI Residential lots over 500 square metres.

A report addressing this matter will be presented to an ensuing Planning and Policy Committee meeting.

5.6            PETITION (DIVISION 5) – SEALING OF ATTUNGA STREET NORTH, MACLEAY ISLAND

At the General Meeting of 31 March 2010 Council resolved that the petition requesting that Attunga Street North, Macleay Island, be sealed with bitumen, be received and referred to the Planning and Policy department for consideration and a report back to Council.

A report addressing this matter will be presented to an ensuing Planning and Policy Committee meeting.

5.7            TRAFFIC HANDLING – MOUNT COTTON ROAD, CAPALABA

At the General Meeting on 31 March 2010, Council resolved that a report be presented to a future Planning and Policy Committee meeting to address Council’s longer term plan for handling traffic on Mount Cotton Road, Capalaba.

A report addressing this matter will be presented to an ensuing Planning and Policy Committee meeting.

5.8            redlands planning scheme – proposed amendments

At the General Meeting on 31 March 2010, Council resolved that a report be presented to a future Planning and Policy Committee meeting with the following points to be considered in amending the Redlands Planning Scheme:-

1.         The issue of overshadowing by MDR1 in Redlands Planning Scheme be assessed from ”Probable Solutions” to “Specific Outcomes”;

2.         The possibility of implementing buffer zones between MDR1 and MDR; and

3.         Overshadowing in any other residential area.

A report addressing this matter will be presented to an ensuing Planning and Policy Committee meeting.

5.9            ON-SITE SEWERAGE MONITORING PROGRAM

At the General Meeting on 31 March 2010, Council resolved that a report be prepared on the feasibility of an on-site sewerage monitoring program relating to septic trenching performance and the health and environmental risks associated with these, particularly on the Bay Islands.

A report addressing this matter will be presented to an ensuing Development & Community Standards Committee meeting.

6       Public Participation

MOTION TO ADJOURN MEETING

Moved by:                  Cr Boglary
Seconded by:           Cr Henry

That Council adjourns the meeting for a 15 minute public participation segment.

CARRIED

1.    Mr B Paddison, Secretary/Treasurer of the Moreton Bay Combined Lions Association, but speaking as a private individual, addressed Council in relation to carparking at Weinam Creek.

2.    Ms K Campbell, who had been on the 2030 Reference Group, addressed Council in relation to the 2030 Community Plan.

3.    Ms G Gall, of Birkdale, and the Community Reference Group and Creative Alliance Group, addressed Council in relation to the 2030 Community Plan.

MOTION TO RESUME MEETING

Moved by:                  Cr Townsend
Seconded by:           Cr Reimers

That the meeting proceedings resume.

CARRIED

7       Petitions/Presentations

7.1      PRESENTATION – cR BOWLER (DIVISION 6) – lgaq BEST PRACTICE TOUR – 7^th – 13^th February 2010

Cr Bowler gave a brief presentation on the LGAQ Best Practice Tour she and Cr Kathy Reimers and Cr Helen Murray attended in Brisbane, Sydney, Melbourne and Adelaide which included the Kelvin Grove Urban Village and new sustainable building design in Brisbane; discussions with State government in Sydney, the Melbourne City Council and State government in Adelaide on infrastructure charging and new DA initiatives as well as housing affordability and climate change/alternative energy project inspections.

8       Motion to Alter the Order of Business

Nil

9       Declaration of Material Personal Interest on any Items of Business

The Chief Executive Officer declared a material personal interest in Item 15.4.1 – see item for details.

10    DEVELOPMENT & COMMUNITY STANDARDS COMMITTEE 13/4/2010 - receipt and adoption of Minutes

Moved by:                  Cr Townsend
Seconded by:           Cr Reimers

That the Development & Community Standards Committee Minutes of 13 April 2010 be received and that the delegated items be noted.

CARRIED

The following items (with the exception of Item 10.1.1) were resolved at the Development & Community Standards Committee meeting on 13 April 2010.  The Committee’s decisions were presented to Council for noting only, as part of these Minutes on the Committee’s deliberations.

10.1   development & community standards

Council, at its meeting on 24 February 2010, resolved as follows:

1.    To delegate to the Development and Community Standards Committee the power to:-

a.           Decide development applications under the Sustainable Planning Act 2009 and the Integrated Planning Act 1997; and

b.           Provide instructions to legal counsel for appeal matters actioned under Chapter 6 of the Sustainable Planning Act 2009 and Chapter 4 of the Integrated Planning Act 1997, subject to the condition that where the Committee Chairperson is required to use his/her casting vote, the Mayor (and Deputy Mayor in his/her absence), preside over the meeting and be permitted to use his/her casting vote as Chair to determine the matter.

Declaration of Opening

Cr Townsend declared the Committee meeting open at 10.05am.

Record of Attendance and Leave of Absence

Members Present at Committee

Cr B Townsend                   Chairperson and Councillor Division 5

Cr M Hobson PSM              Mayor

Cr W Boglary                        Councillor Division 1

Cr C Ogilvie                          Councillor Division 2

Cr D Henry                           Councillor Division 3 – entered at 10.07am

Cr J Burns                            Councillor Division 4

Cr T Bowler                          Councillor Division 6

Cr M Elliott                            Deputy Mayor and Councillor Division 7

Cr K Reimers                       Councillor Division 8

Cr K Williams                       Councillor Division 9

Cr H Murray                          Councillor Division 10

Committee Manager

Mrs T Averay                        General Manager Development & Community Standards

Officers

Mr B Macnee                        Group Manager, Sustainable Assessment

Mr B Appleton                       Service Manager, Engineering Assessment

Mr M Hunt                             Acting Manager Land Use Planning

Mrs J Saunders                    Service Manager, Planning Assessment

Mr P Brereton                       Team Leader Plumbing Certification

Mr C Vize                               Senior Planner, Planning Assessment

Ms J Worland                        Senior Planner, Planning Assessment

Minutes

Mrs J Parfitt                          Corporate Meetings & Registers Team Leader

Receipt and Confirmation of Committee Minutes

Moved by:                    Cr Bowler
Seconded by:             Cr Elliott

That the minutes of the Development Assessment Committee meeting of 23 March 2010 be confirmed.

CARRIED

Public Participation at Committee Meeting

Nil

Declaration of Interest at Committee

Nil

Motion to Alter the Order of Business at Committee

Nil

10.1.1  THREE (3) MONTH UPDATE ON COMPLIANCE INSPECTIONS FOR SOLAR AND HEAT PUMP HOT WATER UNITS

Dataworks Filename:                 LUP D&CS – Reports to Committee

Responsible Officer Name:      Toni Averay
General Manager, Development and Community Standards

Author Name:                               Peter Brereton
Team Leader, Plumbing Certification

At the General Meeting on Wednesday 25 November 2009, Council resolved as follows:-

1.      That Council adopts a full compliance inspection process for these installations over a three month period, and adopts the $25.00 fee to assist with administration and inspection charges. At the completion of the three month trial a detailed report can then be generated for Council so an informed decision can be made on the future direction of this program; and

2.      That a further report to be prepared for Council on the completion of the first three months.

It is recommended in this report that Council adopts a full compliance inspection process for these installations. It is also recommended that Council adopts the $25.00 fee to assist with administration and inspection costs.

Purpose

The purpose of this report is to inform Council of the number of applications received and the results of the compliance inspections that were carried out over a (3) three month period.

Background

The State Government, through the Queensland Solar Hot Water Program, has committed to facilitating the installation of up to 200,000 solar or heat pump hot water units over the next (3) three years.

A resolution adopted by Council at the General Meeting on the 13^th of October 2004 required an applicant to fill out the appropriate forms and pay a compliance inspection fee.  The 2009/10 approved inspection fees are as follows:

·                Mainland inspection $99.00

·                Southern Moreton Bat Islands $125.00

·                Coochiemudlo Island $125.00

·                North Stradbroke Island $156.00

After the compliance inspection, a compliance certificate is issued to the licensed plumber who carried out the installation and the property owner.

No compliance permit fees are charged.

The Plumbing and Drainage Legislation has been amended to create a licence endorsement for the installation, repair and maintenance of solar and heat pump hot water units.  The amendments also allow a licensed plumber with the endorsement to replace an existing electric hot water unit with a solar or heat pump hot water unit without a compliance permit. On completion of the installation, the licensed plumber must lodge a form (4) four, a “notifiable minor works form” with the local authority accompanied by a fee of $25.00. The revenue collected by the local authority may be used to fund the administration and full or part auditing processes.

Issues

The following key issues should be noted:

·                The State has determined that the local authorities may only charge a fee of $25.00.

·                The Office of Clean Energy will require installers to  provide proof of lodgement of the Form (4) four (receipt etc.)

·                From December 2009 to February 2010 83 of these applications have been made to Redland City Council for the installation of solar and heat pump hot water units.

Of theses applications:

·                 (22) twenty two have passed a compliance inspection, and

·                (7) seven have failed a compliance inspection.

There are (43) forty three applications for which no compliance inspections have been called.

The following problems have been noted at the failed compliance inspections:-

·                External lagging on pipe work not U.V. rated,

·                Drain lines and valves from hot water units not lagged,

·                Pipe work not clipped and supported, and

·                Valves discharge to sewer.

Regarding these 43 applications:

·                No Form 4 applications have been lodged with Council for the hot water unit installations at this stage.

·                Council can determine whether to undertake full or partial audits, or not to undertake audits at all.

·                However, Council has an obligation to ensure these installations comply with the legislation.

·                Without a full monitoring program in place non conforming installations will not be detected.

CONCLUSION

It is recommended that Council continue to adopt a full compliance inspection process for these installations and adopts the $25.00 fee to assist with administration and inspection costs.

Relationship to Corporate Plan

The recommendation in this report primarily supports Council’s strategic priority to ensure the enhancement of biodiversity including koala habitat, bushland, greenspace, waterways, catchments, air and coastal ecosystems in recognition of our unique location in Moreton Bay.

Financial Implications

The fee of $25.00 will not cover the costs associated with the administration and inspection process.

The number of installations of these units will have a bearing on Council costs.

Consultation

In preparation of this report the Plumbing and Drainage Unit has consulted with Building Codes Queensland representatives and surrounding Local Authorities.

Building Codes Queensland have stated that a resolution would be required to be passed by Council and a copy of the meeting minutes forwarded to the Department of Infrastructure and Planning if Local Authorities decided to waive the $25.00 fee.

Surrounding Local Authorities are carrying out the following inspections:-

·         Gold Coast City Council – Full inspections

·         Scenic Rim Regional Council – Full inspections

·         Ipswich City Council – Full inspections

·         Brisbane City Council – 1 in 5

·         Logan City Council and Moreton Bay Regional Council – With full applications (forms 1 and 2) they do every inspection, with form 4 they do 1 in 10.

Options

PREFERRED

That Council continue to adopt a full compliance inspection process for solar or heat pump hot water unit installations and adopt a fee of $25.00 to assist with administration and inspection costs.

ALTERNATIVES

1.         That Council adopt a partial compliance auditing process and impose a $25.00 fee to assist with administration and inspection costs; or

2.         That Council adopt a full compliance auditing process but does not charge a $25.00 fee to assist with administration and inspection costs; or

3.         That Council adopt a non auditing process and does not charge a $25.00 fee.

Officer’s/committee Recommendation

Moved by:                    Cr Hobson
Seconded by:             Cr Bowler

That Council resolve to continue to adopt a full compliance inspection process for solar or heat pump hot water unit installations and adopt a fee of $25.00 to assist with administration and inspection costs.

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Boglary

That Council resolve to continue to adopt a full compliance inspection process for solar or heat pump hot water unit installations and adopt a fee of $25.00 to assist with administration and inspection costs.

CARRIED

10.1.2  CATEGORY 1 - MINOR COMPLYING CODE ASSESSMENTS & HOUSEKEEPING (BUILDING AND PLUMBING)

Dataworks Filename:                 GOV-DAC Delegated Items

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Anne-Maree Sankey
Administration Officer

At the General Meeting of 15 May 2002, Council resolved that development assessments be classified into the following four Categories:

Category 1 – Minor Complying Code Assessments & Housekeeping (Building & Plumbing);

Category 2 – Complying Code Assessments & Minor Impact Assessments;

Category 3 – Moderately Complex Code & Impact Assessments;

Category 4 – Major and Significant Assessments.

A total of 128 Building and Plumbing Applications were dealt with during the period 15 March 2010 to 26 March 2010.

The applications detailed in this report have been assessed under Category 1 criteria - defined as complying, policy based Code Assessment, general housekeeping matters and other applications of a minor nature.

Purpose

The purpose of this report is for Council to note that the following applications were dealt with under delegated authority – Category 1 – Minor Complying Code Assessments and Housekeeping.

1.    Development application for building works approval assessed against the Redlands Planning Scheme for a development near underground infrastructure approval for Patio on Small Lot at 13 Henry Street, Thorneside.  Fastrack Building Certification.  (BW001090)

2.    Development application for building works approval assessed against the Redlands Planning Scheme for domestic additions at 67-69 Pier Haven, Lamb Island.  Ms Claire Molloy.  (BW001085)

3.    Development application for building works approval assessed against the Redlands Planning Scheme for domestic additions at 84-88 Giles Road, Redland Bay.  The Certifier.  (BW001127)

4.    Development application for building works approval assessed against the Redlands Planning Scheme for a domestic outbuilding (shed) at 22-24 Fir Street, Victoria Point.  Mr S A Barron and Mrs J L  Barron.  (BW001103)

5.    Development application for building works approval assessed against the Redlands Planning Scheme to construct a swimming pool at 513 Mount Cotton Road, Sheldon.  Applied Building Approvals.  (BW001112)

6.    Development application for building works approval assessed against the Redlands Planning Scheme to construct a swimming pool at 300 Avalon Road, Sheldon.  Applied Building Approvals.  (BW001101)

7.    Development application for building works approval assessed against the Redlands Planning Scheme to construct a swimming pool at 122 Henderson Road, Sheldon.  Mr M Rasborsek, Mrs R rasborsek.  (BW001107)

8.    Application to extend the currency period of an existing development approval for a material change of use to construct a dwelling house at 25-27 Cleveland Terrace, Ormiston.  Kevin Hayes Architects.  (MC008399)

9.    Development application for a material change of use for a dwelling house at 170 Kate Street, Macleay Island.  Mr Robert G Johnstone.  (MC012113)

10. Development application for a material change of use for a dwelling house at 23 Toolona Avenuet, Russell Island.  Mr M Richardson.  (MC012109)

11. Development application for a material change of use for a dwelling house at 37 Wirralee Street, Macleay Island.  Bay Island Designs.  (MC012122)

12. Development application for a material change of use for a dwelling house at 23 Pookanah Street, Russell Island.  Mrs Sharen J Burns.  (MC012117)

13. Development application for a preliminary approval application for a material change of use for a small lot house at 78 Ferry Road, Thorneside.  Local Focus Design.  (MC011934)

Officer’s Recommendation/
Committee Resolution

Moved by:                    Cr Elliott
Seconded by:             Cr Ogilvie

That the report be noted.

CARRIED

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Committee Resolution be noted.

CARRIED

10.1.3  CATEGORY 2 - COMPLYING CODE ASSESSMENTS AND MINOR IMPACT ASSESSMENTS

Dataworks Filename:                 GOV-DAC Delegated Items

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Anne-Maree Sankey
Administration Officer

At the General Meeting of 15 May 2002, Council resolved that development assessments be classified into the following four Categories:

Category 1 – Minor Complying Code Assessments & Housekeeping;

Category 2 – Complying Code Assessments & Minor Impact Assessments;

Category 3 – Moderately Complex Code & Impact Assessments; and

Category 4 – Major and Significant Assessments.

The applications detailed in this report have been assessed under Category 2 criteria - defined as follows:

·         Complying small scale types of Code Assessable applications without submission of public objection (i.e. not being adverse submissions); and

·         Includes a number of process-related delegations, operational works applications and all other delegations not otherwise listed.

Purpose

The purpose of this report is for Council to note that the following applications were dealt with under delegated authority – Category 2 – Complying Code Assessments and Minor Impact Assessments.  [Category 2 report] [PDF 360KB]

1.            Development application for building works approval assessed against the Redlands Planning Scheme for domestic additions at 3 Donahue Street, Point Lookout.  Magnic Drafting Services.  (BW000981)

2.            Development application for a material change of use for a Community Facility (Youth Space) at 8 Dollery Road, Capalaba.  Redland Shire Council Community and Social Planning. (MC012014)

3.            Development application for a material change of use for a small lot house at 10 Madeline Court, Thorneside.  Sutgold Pty Ltd.  (MC012049)

4.            Development application for a material change of use for a small lot house at 348 Main Road, Wellington Point.  Heisig Constructions (Qld).  (MC012021)

5.            Development application for a material change of use for a Multiple dwelling x 3 at 64 Haggup Street, Cleveland.  Mrs S Long (MC011911)

6.            Development application for a material change of use for a Multiple dwelling x 10 at 95 -101 Hamilton Street, Redland Bay.  Harvey Property Consultants Pty Ltd (MC011909)

7.            Development application for a material change of use for extensions to existing child care centre at Junner Street, Dunwich.  Ms L Jackson (MC011878)

8.            Development application for a material change of use for a dwelling house at 87-89 Howlett Road, Capalaba.  Mrs S Larnach.  (MC011984)

9.            Development application for a material change of use for a dwelling house at 53 Karangi Drive, Russell Island.  Maylon Quality Homes Pty Ltd.  (MC012086)

10.         Development application for a material change of use for a dwelling house at 15 Alexander Street, Macleay Island.  Mr Bruce G & Mrs Cathryn M Bidgood.  (MC012083)

11.         Development application for a material change of use for a dwelling house at 48 Ronnie Street, Cleveland.  Clarendon Homes Qld Pty Ltd.  (MC012061)

12.         Development application for a material change of use for a dwelling house at 9-11 Teesdale Road, Alexandra Hills.  Mr K Veivers.  (MC011949)

13.         Development application for a material change of use for a dual occupancy and two (2) dwelling houses at 257 Colburn Avenue, Victoria Point.  East Wind Pty Ltd.  (MC011102)

14.         Development application for a material change of use for a dual occupancy at 66 Starkey Street, Wellington Point.  The Certifier Pty Ltd.  (MC011978)

15.         Development application for a material change of use for a dual occupancy at 39-41 Cypress Street, Redland Bay.  Javica Pty Ltd.  (MC011962)

16.         Development application for a material change of use for a dual occupancy at 55 Lawn Terrace, Capalaba.  Javica Pty Ltd.  (MC011961)

17.         Development application for a material change of use to construct a relative’s apartment at 9-11 Teesdale Road, Alexandra Hills.  Mr K Veivers.  (MC011948)

18.         Development application for a material change of use to operate a home business (Indoor) at 19 William Street, Alexandra Hills.  Ms M McLauchlan.  (MC011890)

19.         Development application for reconfiguration of lots (1 into 2 lots) at 23 Willard Road, Capalaba.  East Coast Surveys Pty Ltd.  (SB005451)

20.         Development application for a preliminary approval for a material change of use for a dual occupancy at 25 George Nothling Drive, Point Lookout.  Casey Jackson Homes Pty Ltd.  (MC011684)

Officer’s Recommendation/
Committee Resolution

Moved by:                    Cr Elliott
Seconded by:             Cr Reimers

That the report be noted.

CARRIED

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Committee Resolution be noted.

CARRIED

10.1.4  CATEGORY 3 - MODERATELY COMPLEX CODE AND IMPACT ASSESSMENTS

Dataworks Filename:                 GOV-DAC Delegated Items

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Anne-Maree Sankey
Administration Officer

At the General Meeting of 15 May 2002, Council resolved that development assessments be classified into the following four Categories:

Category 1 – Minor Complying Code Assessments & Housekeeping;

Category 2 – Complying Code Assessments & Minor Impact Assessments;

Category 3 – Moderately Complex Code & Impact Assessments;

Category 4 – Major and Significant Assessments

The application detailed in this report has been assessed under Category 3 criteria that are defined as follows:

Applications of a moderately complex nature:

·         Generally, the mainstream impact assessable applications, Code Assessable applications of varying level of complexity.  The former usually includes submissions of public objection readily addressable by reasonable and relevant conditions.  Both may have minor level aspects outside a stated policy position that are subject to the discretionary provisions of the Planning Scheme;

·         Applications can be referred to Development Assessment Committee for a decision where directed by the Chief Executive Officer.

Purpose

The purpose of this report is for Council to note that the following application was dealt with under delegated authority - Category 3 – Moderately Complex Code & Impact Assessments:

Relative’s Apartment

1.    Development application for a material change of use to construct a relative’s apartment at 54 Pinecone Place, Thornlands.  Mr P Dale.  (MC011799)

Officer’s Recommendation/
Committee Resolution

Moved by:                    Cr Elliott
Seconded by:             Cr Burns

That the report be noted.

CARRIED

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Committee Resolution be noted.

carried

10.1.5  CURRENT APPEALS LIST AS AT 26 MARCH 2010

Dataworks Filename:                 GOV-DAC Appeals List

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Anne-Maree Sankey
Administration Assistant

Information on appeals may be found as follows:

1)      Planning and Environment Court

a.    Information on current appeals and declarations with the Planning and Environment Court involving Redland City Council can be found at the District Court web site using the “Search civil files (eCourts) Party Search” service:

http://www.courts.qld.gov.au/esearching/party.asp

b.    Judgements of the Planning and Environment Court can be viewed via the Supreme Court of Queensland Library web site under the Planning and Environment Court link:

http://www.sclqld.org.au/qjudgment/

2)      Redland City Council

The lodgement of an appeal is acknowledged with the Application details on the Councils “Planning and Development On Line - Development - Application Inquiry” site.  Some Appeal documents will also be available (note: legal privilege applies to some documents). All judgements and settlements will be reflected in the Council Decision Notice documents:

http://www.redland.qld.gov.au/Planning/Pages/default.aspx

3)      Department of Infrastructure and Planning (DIP)

The DIP provides a Database of Appeals (http://services.dip.qld.gov.au/appeals/) that may be searched for past appeals and declarations heard by the Planning and Environment Court. The database contains:

§  A consolidated list of all appeals and declarations lodged in the Planning and Environment Courts across Queensland of which the Chief Executive has been notified.

§  Information about the appeal or declaration, including the appeal number, name and year, the site address and local government.

Officer’s Recommendation/
Committee Resolution

Moved by:                    Cr Reimers
Seconded by:             Cr Bowler

That the report be noted.

CARRIED

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Committee Resolution be noted.

CARRIED

10.2   Closed Session AT COMMITTEE

MOTION TO CLOSE COMMITTEE MEETING

Moved by:                  Cr Elliott

Seconded by:           Cr Boglary

That the Committee meeting be closed to the public under section 463(1) of the Local Government Act 1993 to discuss the following items:

10.2.1 Appeal 1740 of 2008 – Dwelling House at 7 Samarinda Drive, Point Lookout

10.2.2 Appeal 355 of 2009 – Multiple Dwellings at 537-547 Redland Bay Road, Victoria Point

The reason that is applicable in this instance is as follows:

"(f) starting or defending legal proceedings involving it." (Council)

CARRIED

MOTION TO SUSPEND STANDING ORDERS AT COMMITTEE

Moved by:                  Cr Hobson

Seconded by:           Cr Ogilvie

That Standing Orders be suspended to allow a brief presentation by Steve Durnin who appeared on the New Inventors program on ABC TV.

CARRIED

MOTION TO RESUME STANDING ORDERS AT COMMITTEE

Moved by:                  Cr Elliott

Seconded by:           Cr Henry

That Standing Orders be resumed.

CARRIED

Cr Burns left the Committee meeting at 10.25am.

Cr Murray left the Committee meeting at 10.47am and returned at 11.03am.

Cr Hobson left the Committee meeting at 11.52am.

Cr Elliott left the Committee meeting at 11.52am.

MOTION TO REOPEN COMMITTEE MEETING

Moved by:                  Cr Ogilvie

Seconded by:           Cr Bowler

That the Committee meeting be again opened to the public.

CARRIED

MOTION TO ADJOURN COMMITTEE MEETING

Moved by:                  Cr Ogilvie

Seconded by:           Cr Henry

That the Committee meeting adjourn at 12.36pm and be resumed at 2.00pm.

CARRIED

MOTION TO RESUME COMMITTEE MEETING

Moved by:                  Cr Ogilvie

Seconded by:           Cr Bowler

That the Committee meeting resume at 2.19pm.

CARRIED

All Councillors were present with the exception of Cr Burns.

MOTION TO CLOSE COMMITTEE MEETING

Moved by:                  Cr Hobson

Seconded by:           Cr Reimers

That the Committee meeting be closed to the public under section 463(1) of the Local Government Act 1993 to discuss the following items:

10.2.1       Appeal 1740 of 2008 – Dwelling House at 7 Samarinda Drive, Point Lookout

10.2.2       Appeal 355 of 2009 – Multiple Dwellings at 537-547 Redland Bay Road, Victoria Point

The reason that is applicable in this instance is as follows:

"(f) starting or defending legal proceedings involving it." (Council)

CARRIED

MOTION TO REOPEN COMMITTEE MEETING

Moved by:                  Cr Elliott

Seconded by:           Cr Ogilvie

That the Committee meeting be again opened to the public.

CARRIED

10.2.1  APPEAL 1740 OF 2008 - DWELLING HOUSE AT 7 SAMARINDA DRIVE, POINT LOOKOUT

Dataworks Filename:                 MC010498

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Chris Vize
Senior Planner Planning Assessment

A confidential report from Group Manager Sustainable Assessment dated 26 March 2010 was discussed in closed session.

Committee Resolution

Moved by:                    Cr Ogilvie
Seconded by:             Cr Henry

That Committee, under delegated authority, resolve as follows:

1.    To hold in abeyance Council’s resolution in this matter dated 3 November 2009 subject to a final determination of the legal grounds prohibiting development in the subject area as per resolution 2;

2.    To instruct Council’s solicitors to continue with the appeal, based on Council’s previous refusal of the application and maintain an opposition to the proposed development based on legal grounds; and

3.    That this report and the previous report in this matter, remain confidential pending the outcome of the appeal.

CARRIED

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Committee Resolution be noted.

carried

10.2.2  appeal 355 of 2009 - MULTIPLE DWELLINGS AT 537-547 REDLAND BAY ROAD, VICTORIA POINT

Dataworks Filename:                 MC011322

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Janice Worland
Senior Planner Planning Assessment

An amended confidential report from Group Manager Sustainable Assessment dated 13 April 2010 was discussed in closed session.

Committee Resolution

Moved by:                    Cr Bowler
Seconded by:             Cr Henry

That Committee, under delegated authority, resolve as follows:

1.    To instruct Council’s solicitors to continue with the appeal, based on Council’s previous grounds for refusal; and

2.    That this report, and the previous reports in this matter, remain confidential pending the outcome of the appeal.

CARRIED

A division was called for at Committee

Crs Reimers, Murray, Elliott, Bowler, Hobson, Henry, Ogilvie, Boglary and Townsend voted in the affirmative.

Crs Burns and Williams were not present when this motion was put at Committee.

The motion was declared by the Chair as CARRIED at Committee.

COUNCIL RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Committee Resolution be noted.

CARRIED

Committee Meeting Closure

The Development & Community Standards Committee meeting closed at 2.45pm.

11    Planning & Policy Committee 14/4/2010 - RECEIPT AND ADOPTION OF REPORT

Moved by:                  Cr Bowler
Seconded by:           Cr Reimers

That the Planning & Policy Committee Report of 14 April 2010 be received.

CARRIED

11.1      Planning and Policy

11.1.1  Redlands 2030 community plan - final

Dataworks Filename:                 CS Redlands 2030 Community Plan

Attachment:                                  Attach 1 - Redlands 2030 Community Plan - Final [PDF 290KB]
Attach 2  -Local Government Act 2009 & Regulations [PDF 250KB]
Attach 3 - Performance Measures [PDF 230KB]

Responsible Officer Name:      Roberta Bonnin
Manager Community & Social Planning

Author Name:                               Colette Torrance
Community Plan Project Manager

Redlands 2030 Community Plan was endorsed in principle by Council on 27 January 2010, for the purpose of graphic design and formatting; supporting the draft of the Corporate Plan for public consultation; and considering the financial impact of Redlands 2030 in line with draft State Government community planning regulations. 

The impact of Redlands 2030 Community Plan on Council’s financial forecast, long term financial plan and long term asset management plan has been considered by Council officers who are able to recommend that the Community plan now be formally adopted by Council.

The development of a project plan to guide the embedding of the community plan into Council’s core business has now commenced, along with planning for the launch and distribution of the plan to the community, following its’ graphic design and publication.

Purpose

The purpose of this report is to seek Council adoption of Redlands 2030 Community Plan: creating our future (Attachment 1), in accordance with the Local Government Act 2009 and draft Regulations (Attachment 2).

Background

In June 2008 Council approved a planning framework and associated budget for Stage 1 of the development of the Redlands community plan – a project to set a long term strategic vision for the Redlands based on community values and views.  In June 2009 Council approved the budget for Stage 2 – to undertake further consultation to finalise the draft community plan and produce a final plan for Council adoption. The final Redlands 2030 Community plan was endorsed in principle by Council in January 2010 for the purpose of:

·                    Allowing the content to be graphically designed and formatted for final Council endorsement

·                    Supporting the draft Corporate Plan for public consultation

·                    Considering the financial impact of Redlands 2030 in line with draft State Government community planning regulations

Issues

Strategic Vision

Under the Local Government Act 2009 all local governments in Queensland must develop a community plan by December 2011.  According to the Act, a long term community plan is a document that outlines the local government’s goals, strategies and policies for implementing the local government’s vision for the future of the local government area, during the period covered by the plan.  The draft regulations require that the contents of the plan consider local and regional issues, economic development, environmental management, governance and social wellbeing.  The phases for developing a community plan are also outlined: intelligence gathering; community input; community vision; community validation; and policy adoption.

When Council embarked on the journey of developing a community plan for Redlands City, Council endorsed a process which would bring interested parties together to explore current issues and future aspirations and goals.  The Redlands community plan was to have three functions: to provide a vision for what the community aspires to be; to outline key goals and indicators that would inform Council’s Corporate planning and policies; and to provide grounds on which the community and other partners could base future endeavours.  Sustainability, strong communities and Redlands culture and values were core principles underpinning the project plan and were reaffirmed by the community in the engagement process.

Anticipated planning outcomes were as follows:

1.            A vision for the City with clear goals and outcomes

2.            Indicators to measure progress

3.            Active participation by all sectors of the community

4.            Community and Council commitment to the Community Plan

5.            Preparation for strategic alignment of Council’s Corporate Plan to the Community Plan

6.            An integrated approach to planning

7.            Enhanced community capacity, knowledge and understanding at City-wide and local levels

8.            A framework for future local and neighbourhood planning

9.            Identified opportunities for partnership and ongoing collaboration with community, government and industry stakeholders

10.         Excitement generated by new relationships between Council and the community

(From Redland City Community Plan Project Proposal 18 March 2008)

Investigations of the four themes of the planning process, Economy, Environment, Society and Governance using the Oregon model of community planning were supported by an explicit intention to work with the community to develop a more sophisticated understanding of the complex issues associated with planning and decision-making in regard to growth and development.  Community building processes were also utilised so that the community would have the opportunity to increase their skills and assist forward thinking and connections between people, places and organisations.

The Redlands community responded by saying, in summary, that they want a well designed, vibrant city of mainland and island communities, each with distinctive character, heritage and lifestyles.  The vision calls for minimising the built footprint and limiting population impacts. It will be easy for people to move around the city using efficient transport and connected pathways, and the Redlands will show leadership in green living initiatives.  Redland communities will be strong and connected with opportunities for people of all ages and backgrounds, and a robust local economy with a wide choice of jobs and educational opportunities.  Through good citizenship and open government decisions are made that are just, and contribute to social wellbeing and sustainability.

This paragraph paraphrases the community’s broad 20 year vision which is expressed more fully in the Redlands 2030 Community Plan and in its eight outcome areas with associated goals, indicators and breakthrough projects.  Predominant themes throughout the plan are the community’s concerns about maintaining character, lifestyle and the natural environment.  Limiting population growth and urban expansion were carefully weighed by the community with the need to provide modern, well-distributed infrastructure and transport services, affordable housing, and a mix of small businesses and low impact industry.

The plan contains many challenges: containing population size and managing housing density while preserving character and lifestyle; providing for the specific needs of island living; preserving the biodiversity of the natural environment and the red soil and farmland which is part of the Redlands heritage; having local government strategies to sustain a vibrant economy and green living; and establishing better partnerships with the State and Federal governments to assist Council to deliver on the plan.  While the new Corporate Plan will reflect Council’s delivery of the strategic directions outlined in Redlands 2030, Council’s review of the Redlands Planning Scheme will be seen by the community as a major statement of Council’s commitment to achieving the community’s long term vision.

Summary of Engagement processes

The Local Government Act 2009 draft regulations require that Council must be satisfied that the community plan outlines the engagement processes undertaken by the local government with the community in the development of the plan, and that Council has complied with its community engagement policy in preparing the plan.  The processes of engagement, developed in accordance with Council’s Community Engagement Policy and Strategy 2007, have been well documented in reports to Council throughout the Redlands 2030 community planning process.  A summary of engagement activities is outlined again in brief for the purpose of this report.

The processes of engagement to develop the Redlands 2030 Community Plan were designed to address the methodology and performance measures contained in the Community Plan Project Plan 2008.  Success criteria are outlined below with more detailed information on specific targets provided in Attachment 3:

·                    Diversity and depth of engagement;

·                    Project is completed on time and within budget;

·                    Councils commitment to process;

·                    Strong community, strong city.

Phase 1 

This engagement phase achieved in excess of 2,500 community members participating in visioning workshops, youth activities, phone, mail and internet surveys, web forums, submissions by both individual and groups, and resident mail-in postcards. Events occurred in locations across the Redlands, from the Southern Moreton Bay Islands and North Stradbroke Island to urban and rural settings on the mainland. In addition, an arts program, Stories of the Redlands, brought together artists and residents to explore and express their values and visions through the medium of song, film, painting, sculpture, photography and the written word.

Phase 2

Feedback on the Redlands 2030 Consultation Draft culminated in 679 community responses during a six week period.  The consultation process included newsletters with surveys distributed in the Bayside Bulletin, presentations to community organisations, school bag drop surveys, Redlands 2030 displays attended by Council Officers in key community venues, media advertisements and the opportunity for people to view and respond to hard copy and online versions of the plan.

During both phases of engagement the Community Feedback Network, an on-line group of over 320 residents were surveyed to provide their views on key issues that had arisen during the consultation process and their support for contents of the Redlands 2030 Consultation Draft.  The Community Reference Group consisting of 46 registered members, who were seen as a representative voice for the various communities living in the Redlands met regularly to provide input and feedback on the progress of the plan and to assist in the drafting process.

Production of the final plan

Graphic design and formatting of Redlands 2030 Community Plan as endorsed in principle by Council on the 27^th January is well under way, based on the design concept, “Real people and real places – working together to create our future”.  The finished publication will be completed in late April and will contain text, images and graphics with appropriate visual language for the Redlands community, an effective functional layout for the complex hierarchy of content and formatting of the document for print, web access and CD distribution. The formatted version will be launched in May.

Corporate Planning

Council’s Corporate Planning, Performance and Risk Group has ensured that Redlands 2030 Community Plan has been used as the basis for the development of Council’s new Corporate Plan. Workshops with Councillors, Council officers and members of the Redlands 2030 Community Reference Group directly addressed the outcome areas, priorities, goals, breakthroughs and indicators as outlined in the Redlands 2030 Consultation Draft.  This input was then updated in accordance with the revised version of the Redlands 2030 Community Plan which was endorsed in principle by Council on the 27th January 2010.  The draft Corporate Plan was presented to Council for approval for public consultation in February 2010.

Financial Consideration of Redlands 2030 Community Plan

A working group of senior managers was established to consider the financial impact of Redlands 2030 Community Plan and the impact on long term asset management.  The working group looked at four financial planning processes and the breakthroughs identified separately in the Community Plan.  Their response is as follows:

1.            Council’s Corporate Planning Process:  Corporate Planning Performance and Risk produced a Corporate plan workshop report which identified Council’s resource capability against each of the priorities and goals of the draft community plan.  Most of the goals received a green light - ie that Council currently has plans and resources in place and is currently delivering strongly against the goal.  Some goals received an amber light - ie some plans are in place but additional resources may be required.   A small number of goals received a red light – ie no specific plans, strategies or resources are currently in place and the goal might be difficult to achieve.

While the Corporate planning process identified that not every community plan goal is achievable within current resources, it also demonstrated that in the first five years of this community plan, Council has the ability to deliver against most of the goals without requiring major additional resources. 

Vibrant Supportive Economy is the outcome area within the Community and Corporate plan which was identified as currently least resourced to deliver on the community’s vision. Officers are considering where opportunities may exist under this outcome area, for example outdoor sport and recreation, tourism and heritage activities that could provide options for economic development.

Possible new responses were also identified, including via the Redlands Planning Scheme review, educational programs and partnerships, advocacy plans, policy development, staff training and cultural change. Relevant departments have been working to build in the detail of their Corporate plan analysis into their asset and budget planning processes. Partnerships with the state government need to be considered a focus for Council’s attention over the next five years. Further identified goals may be achievable within the 20 year life vision of the plan. 

2.            Council’s Long Term Financial Strategy: the goal of the strategy, “to support the strategic objectives of Redland City Council whilst ensuring its short, medium and long term sustainability”  is directly aligned to Council’s Community and Corporate Planning processes and the emerging focus on the financial implications of long term enterprise asset management.  The financial strategy is driven by the eight outcome areas contained in Redlands 2030 and the strategic priorities given to them in the Corporate Plan.  By integrating the development of the budget with these priorities Council seeks to ensure that resources are allocated to deliver the Corporate Plan priorities in a robust and sustainable manner.

The financial strategy proposes a range of policy responses to ensure Council’s financial sustainability, ranging from consideration of core business, service levels and user pays, to control of growth in employee numbers and operational efficiency.  These policy responses are consistent with community responses to the question of financial sustainability posed during the community planning process.

There are concerns about the levels of new infrastructure development able to be undertaken in relation to the long term asset management strategy. The current modelling clearly indicates a need to shift resources towards infrastructure renewal activities in order to achieve the policy objectives and key performance indicators target set by the state government. The categorisation and prioritisation of capital projects will underpin this shift.

Another concern is related to the impact of limiting population growth on Council’s financial modelling.  The community’s aspiration of maintaining character and lifestyle, and maintaining a high level of environmental and conservation initiatives will drive expenditure, while population containment may decrease revenue opportunities.

3.           Preparation of the 10 Year Capex: the drafting of the 10 year capital program 2009/10 – 2009/10 has commenced, using the principles and policy decisions of the financial strategy workshopped by Council in late January 2010.  New measures of sustainability have been introduced and the categorisation and prioritisation process has been introduced.  Revaluation of assets and depreciation optimisation is occurring in tandem with potential new pricing and charging decisions. 

A new concept of intergenerational projects supports the visions and aspirations of the community plan ie planning for the infrastructure needs of future generations.  The draft 10 year capital program contains many of the initiatives outlined in the community plan goals, in particular programs identified by the community as high priorities such as the long term development, maintenance and renewal of cycleways and pathways, boat ramps, conservation land acquisitions and social infrastructure.

4.           Preparation of the 10 Year Opex and annual operational plans:  The financial strategy states that Council has the responsibility of delivering an operational program for the community that is not only cost effective, but also delivers tangible outcomes towards supporting and increasing services to the community of the Redlands in accordance with the objectives and priorities outlined in the Community Plan and the Corporate Plan.

Preparation of the 10 year operational program has commenced, guided by the policy commitments of the financial strategy workshops in October/November 2009.  Senior managers have been directed that the operational budget follows a set of parameters produced by Financial Services. The strategic direction for the operational budget is contained in the new Corporate Plan which will be finalised by April 2010.

5.            Breakthroughs: Each of the eight outcome areas contained in the Community Plan identified one or two breakthrough projects. These breakthrough projects are considered to be powerful or inspiring projects for which there is a clear commitment by council or the community.  The financial impact of these projects has been considered in the table below and will be reflected in future 10 year capital and operational budgets if required.

Embedding the Plan

In addition to the Corporate planning and financial planning processes guiding the implementation of the Community Plan as outlined in this report, Council will undertake a planned approach to embedding the community’s vision, priorities, goals and indicators into Council’s organisational capability and responsiveness.  Some of the actions to be undertaken to embed the community plan will include:

·                    Continued championing of the plan through the Executive Leadership Group

·                    A focussed and planned approach to translating the strategic directions of the Community Plan into decision-making frameworks and operational outcomes

·                    A comprehensive communications plan to increase internal and external understanding of the community plan

·                    Cross Council working groups to develop an integrated approach to activity planning to achieve community goals

·                    Projects already identified through the strategic reform framework of the Organisational Development Plan eg commitment to the four key objectives of the organisational culture, strategic planning for environmental, social and economic needs, manage and understand the organisation’s environmental impacts, improved regulatory awareness and education, Corporate performance measurement, community/customer satisfaction surveys, environmental stewardship program, and organisational capacity to manage change

·                    Publication and launch of a clear and easy-to-read formal document and web based Redlands 2030 Community Plan which contains the text, performance measures and the verbatim voice of the community.

Relationship to Corporate Plan

The recommendation primarily supports Council's strategic priority to provide effective organisational leadership through strategic planning and accountable and ethical standards of practice.

Financial Implications

Consideration of the financial implications of the Redlands 2030 Community Plan has been provided in the body of this report.  Adoption of the Redlands 2030 Community Plan does not, in its own right, commit Council financially. Council will continue to be guided by its accountabilities under the Local Government Act 2009 and its Corporate plan, long term financial strategy, long term asset management plan and annual budget processes for the detailed implementation of the Community Plan. 

Redlands 2030 is a ten year plan which will be reviewed in five years. Direct costs projected for 2010/11 are linked to establishing the structures and processes to embed the plan, for example establishing the community advisory committee, monitoring and reporting on the plan, and managing the data base of community views produced during the planning process.  Further expenditure will be required in 2015/16 for the review of the plan.

Planning Scheme Implications

The Land Use Planning Group was consulted and it is considered that the outcome of recommendations in this report will not in the short term have any impact on the Redlands Planning Scheme but in the longer term will result in possible amendments to the Redlands Planning Scheme

Consultation

The following groups support the recommendations of this report

Redlands 2030 Working Group:- (Roberta Bonnin, Kathy Petrik, Colette Torrance,
Judy Spokes, Frank Pearce, Bernard Houston).

Redlands 2030 Project Control Group:- (Kerry Phillips, Luke Wallace, Phil Bucknell, Gary Photinos, Kathy Petrik, Greg Jensen, Judy Spokes, Bernard Houston, Colette Torrance, Roberta Bonnin).

Redlands 2030 Financial Consideration Working Group:- (Kerry Phillips, Luke Wallace, Roberta Bonnin)

OPTIONS

Preferred

That Council resolve to adopt Redlands 2030 Community Plan having been satisfied that:

1.    It sufficiently outlines the engagement process undertaken by the local government with the community in the development of the plan; and

2.    It satisfies the requirements within section 84 of the Local Government Act 2009 Draft Regulations.

Alternative

That Council resolve to delay the adoption of Redlands 2030 Community Plan to further satisfy that the Local Government Act Draft Regulations have been met.

Officer’s Recommendation

That Council resolve to adopt Redlands 2030 Community Plan having been satisfied that:

1.    It sufficiently outlines the engagement process undertaken by the local government with the community in the development of the plan; and

2.    It satisfies the requirements within section 84 of the Local Government Act 2009 Draft Regulations.

committee discussion

After discussion it was agreed to make the following amendments to the Redlands 2030 Community Plan (attachment 1):

1.    That the fourth paragraph on page 5 of 28 be amended to read:

We will lead Australia by acknowledging there are limits to development and having our planning documents reflect this, and through our “green living’ initiatives which include sustainable building design, renewable energy, water efficiency, management of infrastructure, natural resources and waste. We will move easily around the city using efficient public transport services, pedestrian pathways and cycleways.

2.    That the fifth paragraph on page 5 of 28 be amended to read:

In our strong and connected community, people of all ages and backgrounds will enjoy a choice of housing, excellent medical care, active and healthy lifestyles, and opportunities to express their unique local culture through the arts, heritage, sports, festivals and events. Our robust local economy, with thriving small businesses and dynamic business centres, will provide a wide choice of jobs and educational opportunities.

3.    That a new Indicator and Target be added to table on page 8 of 28 Healthy Natural Environment which reads as follows:

Indicator:  Biodiversity

Target:      Halt the decline in biodiversity and retain habitats of adequate size to ensure ecosystem functioning is maintained.

4.    That the target relating to Indicator: Health of the Bay (Spatial mapping) on page 12 of 28 of Embracing the Bay be amended to read as follows:

Increase the extent and distribution of seagrass beds, saltmarsh and decrease the occurrence, extent and distribution of lyngbya.

5.    That the first paragraph of Page 15 of 28 under heading Wise Planning and Design be amended to read:

We will carefully manage population pressures and use land sustainably while advocating to determine the limits of growth on a local and national basis, recognising environmental sensitivities and the distinctive character, heritage and atmosphere of local communities. A well-planned network of urban, rural and bushland areas and responsive infrastructure and transport systems will support strong, healthy communities.

6.    That point 7 under Planning for a liveable city – Goals Page 15 of 28 be amended to read:

7.   Housing options meet different needs – a mix of housing suitable for all household groupings makes efficient use of land within the urban footprint and encourages a range of affordable housing options which includes the retention of existing low density residential option and protection from intensification or encroachment of other uses.

7.    That point 11 under Prioritising public infrastructure – Goals Page 16 of 28 be amended to read:

11. Connections within and around the Redlands – in line with sustainability; new transit systems, improved roads, car parks and public transport options to keep pace with population growth; and, increase connectivity in and around the Redlands, and most notably with the Bay islands, Brisbane and the Gold Coast. 

8.    That the target relating to Wise Planning and Design, Indicator: Population growth (State of the Environment Report) be amended to read:

Annual population figures meet the objectives set in line with agreed carrying capacity.

Committee Recommendation

Moved by:                    Cr Henry
Seconded by:             Cr Hobson

That Council adopt Redlands 2030 Community Plan as amended having been satisfied that:

1.    It sufficiently outlines the engagement process undertaken by the local government with the community in the development of the plan;

2.    It represents, to the best knowledge of the Council, after an extensive community consultation and engagement process, the wishes of the community; and

3.    It satisfies the requirements within section 84 “Community Plan Contents” of the draft Local Government (Finance, Plans and Reporting) Regulations 2009.

A division was called for at Committee

Crs Reimers, Elliott, Hobson, Townsend, Henry, Ogilvie, Boglary and Bowler voted in the affirmative.

Crs Murray and Williams voted in the negative.

Cr Burns was absent from the Committee meeting.

The motion was declared by the Chair as CARRIED at Committee.

COUNCIL DISCUSSION

Further amendments to the 2030 Community Plan were agreed as follows:

1.    That the fourth paragraph on page 5 of 28 be amended to read:

“We will lead Australia by acknowledging there are limits to population growth and having our planning documents reflect this, and through our “green living’ initiatives which include sustainable building design, renewable energy, water efficiency, management of infrastructure, natural resources and waste. We will move easily around the city using efficient public transport services, pedestrian pathways and cycleways.”

2.    That the first paragraph of page 15 of 28 under heading Wise Planning and Design be amended to read:

“We will carefully manage population pressures and use land sustainably while advocating and taking steps to determine the limits of growth and carrying capacity on a local and national basis, recognising environmental sensitivities and the distinctive character, heritage and atmosphere of local communities. A well-planned network of urban, rural and bushland areas and responsive infrastructure and transport systems will support strong, healthy communities.”

3.    That the target relating to Embracing the Bay, Indicator: Health of the Bay (Spatial Planning) on page 12 of 28 be amended to read:

“Increase the extent and distribution of seagrass beds.

4.    That point 11 under Prioritising public infrastructure – Goals Page 16 of 28 be amended to read:

11.    “Connections within and around the Redlands – in line with sustainability; new transit systems, improved roads, car parks and public transport options to keep pace with demand; and, increase connectivity in and around the Redlands, and most notably with the Bay islands, Brisbane and the Gold Coast.”

COUNCIL RESOLUTION

Moved by:                    Cr Henry
Seconded by:             Cr Bowler

That Council adopt Redlands 2030 Community Plan as amended having been satisfied that:

1.    It sufficiently outlines the engagement process undertaken by the local government with the community in the development of the plan;

2.    It represents, to the best knowledge of the Council, after an extensive community consultation and engagement process, the wishes of the community; and

3.    It satisfies the requirements within section 84 “Community Plan Contents” of the draft Local Government (Finance, Plans and Reporting) Regulations 2009.

PROCEDURAL MOTION

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That this item lie on the table.

CARRIED

In accordance with part 3, Division 5, Section 29(7) of Subordinate Local Law No. 5 (Meetings), a procedural motion is required, ‘that the item be taken from the table” before the matter can be considered and concluded.

PROCEDURAL MOTION

Moved by:                    Cr Ogilvie
Seconded by:             Cr Reimers

That this item be taken from the table.

CARRIED

On being put to the vote, the motion was CARRIED.

A division was called for.

Crs Boglary, Ogilvie, Henry, Townsend, Bowler, Reimers and Murray voted in the affirmative.

Crs Williams, Murray and Burns voted in the negative.

Cr Hobson was absent from the meeting.

The motion was declared by the Deputy Mayor as CARRIED.

11.1.2  NORM PRICE PARK/REDLAND SHOWGROUNDS LAND MANAGEMENT PLAN

Dataworks Filename:                 CP Cleveland Showground - General

Attachments:                                Draft Land Management Plan [PDF 870KB]

Responsible Officer Name:      Roberta Bonnin

Manager Community & Social Planning

Author Name:                               Kristina Dickman

Senior Advisor Sport & Recreation

Redland City Council as trustee for the reserve land at Norm Price Park – Redland Showgrounds (previously known as Cleveland Showgrounds) is responsible for managing the land subject to the provisions of the Land Act 1994.

To date much work has been undertaken to implement the Cleveland Showground 2005 Master plan, through the development of partnerships, expenditure of resources, and collaboration between stakeholders to resolve issues and undertake capital works and facilities projects.  User groups at the site have also progressed and developed strategic plans for their organizations and have requested to adjust their lease boundaries to cater for their development plans.  This has triggered a need to review the existing master plan and a request from the Department of Environment and Resource Management to Redland City Council to undertake a Land Management Plan.

Significant consultation and engagement has been conducted both internally within the relevant areas of Council and also externally though interviews, project group meetings and a community workshop.

PURPOSE

The purpose of this report is for Council to:

1.    Note the proposed changes to lease boundaries to:

a.    Redlands Lawn Tennis Association;

b.    Redlands Museum;

c.    Redlands Touch Association;

d.    Redlands United Football Club.

2.    Support the draft land management plan to go out to the public consultation phase.

BACKGROUND

The Cleveland Showground Master Plan was adopted by Council for planning purposes in December 2005.  The capital works budget contained in the master plan has informed the 10 year capital works program including asset maintenance, upgrade programs and relocations of structures and the construction of the Q150 Plaza, heritage trail and entry statement. 

ISSUES

Redland City Council as trustee for the reserve land at Norm Price Park – Redland Showgrounds (previously known as Cleveland Showgrounds) is responsible for managing the land subject to the provisions of the Land Act 1994.

To date much work has been undertaken to implement the Cleveland Showground 2005 Master plan through the development of partnerships, expenditure of resources, and collaboration between stakeholders to resolve issues and undertake capital works and facilities projects.  User groups at the site have also progressed and developed strategic plans for their organizations and have requested to adjust their lease boundaries to cater for their development plans.  This has triggered a need to review the existing master plan and a request from the Department of Environment and Resource Management to Redland City Council to undertake a Land Management Plan.

The project is being undertaken in six stages. The six stages are:

Stage 1          Background research and Analysis;

Stage 2          Develop Draft LMP – Consultation and Community Engagement;

Stage 3          Council and Public Consultation;

Stage 4          Plan Completion - Review and Finalisation;

Stage 5          Approvals;

Stage 6          Implementation.

Significant consultation and engagement has been conducted both internally within the relevant areas of Council and also externally though interviews, project group meetings and a community workshop.  The purpose of the consultation was to understand the issues, opportunities and constraints applying to the site and the needs of potential user groups.

Consultation was conducted with:

a.         Sporting and recreation groups currently using the site;

b.         Tenant groups such as Redland Museum;

c.         Residents from the surrounding community;

d.         Special interest groups;

e.         RedFest and Event organisers;

f.          Schools;

g.         Councillors;

h.        Council staff;

i.          Officers from State Government Department of Resource Management and Sport and Recreation Services.

Key Consultation Outcomes and Findings

Key findings arising from this consultation include:

There are over 330,000 users of the Showgrounds site each year.  Overall it can be considered the site is operating well, however it is near capacity.

The community places a high value on open space and wants more casual use of the site for walking and passive recreation as well as enabling it to function as an environmental corridor. 

Sporting clubs are under pressure to meet the growth in demand with current facilities and would like to extend their lease footprint.  As part of the land management plan, it is proposed that:

1.    Redlands Lawn Tennis Association extend their lease to include enough room to add a ninth court.  This would allow them to sufficiently cater for demand.

2.    Redlands Touch Association extend their lease to include enough room to add a viewing deck to the northern and eastern side of the clubhouse.

3.    Redlands United Football Club extend their lease boundary to encompass the proposed viewing deck and the clubhouse.

4.    Redlands Museum expands their lease to accommodate a new building on the eastern side of the current building.  It is envisaged that with an innovative and sustainable design approach, the Museum will:

a.    Minimise the loss of public land (minimise building footprint extension to 15m);

b.    Maximise aesthetic and functional integration with the wider showground;

c.    Deliver the strategic goals of the Museum;

d.    Incorporate a cafe and toilets accessible to the public into the design;

e.    Increase amenity for the community.

Other Findings:

The indoor sports are operating in facilities that have inherent limitations on available space, ambience, climate control and event potential.

Some tensions arise when the demands of events disrupt the activities of the regular users.  However these relationships are improving with greater emphasis on clear communication of event dates and requirements.

Event organisations are happy with the addition of the Plaza as an event space and have suggested that there needs to be further work to upgrade amenities and electrical supply and the inclusion of some hard stand or flatter or hard stand areas for marquees. 

Vision for Cleveland Showground

Based on community engagement, research and site assessment, a vision that was formed for the Showground through the 2005 Masterplanning process is still relevant for the Land Management Plan.  The vision is:

“To be Redland’s premier precinct for sport and recreation, large scale festivals, community events and cultural activities”.

DERM has requested that as part of this review that Council consider the gazetted purpose of the Showgrounds to ensure the definition accurately reflects its current use.

It is recommended that the “Crown Reserve dedicated for Showground and Recreation” purpose be changed to “Crown Reserve dedicated for Showground, Heritage, Culture, Sport and Recreation” to fit with the vision, goals and aims of Norm Price Park Redland Showgrounds.

Other key features of the Master Plan to help achieve the vision are listed below.

Key Features of the Master Plan

The major design influences for the planning of the Showground include:

a.    Maximise access and opportunities for walking and cycling;

b.    Connections to other paths/ destinations e.g. Cleveland Business District precinct and Cleveland District State High School;

c.    Recognition that facilities have to meet present day standards;

d.    Mitigation of potential crime risks through design and lighting;

e.    Recognition that new facilities will need to be multipurpose, serving the needs of more than one group where possible;

f.     Introduction and integration of recreation, heritage and cultural opportunities (Heritage Trail);

g.    Creation of natural and artificial shaded areas;

h.    Consideration of the needs of the aged and less physically mobile;

i.      Infrastructure development and green design;

j.      Keeping the lease boundaries to the building footprint;

k.    Protect the environmental values of the space with the needs of the community.

Specifically this translates to the following considerations for the Land Management Plan

It is recommended that this draft Land Management Plan be put to the community for public consultation for a period of three weeks.  It is proposed the findings of the public consultation will be incorporated in the final design and brought to Council for consideration and endorsement.

RELATIONSHIP TO CORPORATE PLAN

The recommendation primarily supports the Council’s Draft Corporate Plan 2010 strategic priorities 7. ‘Strong and Connected Communities: “Our health, wellbeing and strong community spirit will be supported by a full range of services, programs, organisations and facilities, and our values of caring and respect will extend to people of all ages, cultures, abilities and needs.” Strategy 7.4 of this priority aims to increase the participation of people from all age groups and backgrounds in local heritage, the arts and cultural expression and demonstrates Council’s commitment and recognition of a cultural program for festivals and events as pivotal to the wellbeing of our community.

PLANNING SCHEME IMPLICATIONS

The Land Use Planning Group was consulted and it is considered that the outcome of recommendations in this report will result in possible amendments to the Redlands Planning Scheme.

FINANCIAL IMPLICATIONS

There is a long term financial commitment through the current 10 year capital budget to upgrade and improve the Showgrounds. 

CONSULTATION

A Project Working Group was established to oversee, review and comment on the planning process from the wider community perspective and assist in determining the long-term implementation of the Land Management Plan.

Project Working Group

·               Redlands Museum;

·               Redlands Lawn Tennis Association;

·               Redlands United Football Club;

·               Redlands Touch Association;

·               RedFest - Redlands Spring Festival;

·               Cleveland State High School;

·               Dept of Natural Resources & Mines (DERM);

·               Council’s Leisure & Recreation Unit.

External

·               Redlands Museum;

·               Redlands Lawn Tennis Association;

·               Redlands United Football Club;

·               Redlands Touch Association;

·               RedFest - Redlands Spring Festival;

·               Redlands Gymnastics Club;

·               Cleveland Air Magic;

·               Redlands City Bands;

·               Major Events (Other than RedFest);

·               Cleveland District State High School;

·               Department of Natural Resources and Mines;

·               Sport and Recreation Queensland Representative;

·               Relevant Elected Council Representatives;

·               Meeting and indepth interview with each of the tenant user groups;

·               Surveys seeking feedback on usage distributed user groups and residents;

·               Letterbox drop to nearby residents with invitation to attend to public forum on 21 November 2009;

·               Advertisements in local community newspapers.

·               Public Forum 21 November 2009

Internal

·               Manager – Community & Social Planning;

·               Senior Advisor – Sport & Recreation;

·               Senior Advisor – Cultural Services;

·               Leisure & Recreation Services Manager;

·               Recreation Officer (Leisure & Recreation Services);

·               Service Manager - Survey Services;

·               Land Use Planning;

·               Manager - Facilities Services;

·               Manager Treatment Operations - Redland Water;

·               Environmental Management Advisor;

·               Infrastructure Planning Advisor.

OPTIONS

Preferred

That Council resolve as follows:

1.         To note the proposed changes to lease boundaries to:

a.    Redlands Lawn Tennis Association;

b.    Redlands Museum;

c.    Redlands Touch Association;

d.    Redlands United Football Club; and

2.         To support the draft land management plan to go out to the public consultation phase for 3 weeks.

Alternative

That Council does not support the draft land management plan for public consultation or proposed lease extensions.

OFFICER’S/Committee Recommendation

Moved by:                    Cr Williams
Seconded by:             Cr Hobson

That Council resolve as follows:

1.         To note the proposed changes to lease boundaries to:

a.    Redlands Lawn Tennis Association;

b.    Redlands Museum;

c.    Redlands Touch Association;

d.    Redlands United Football Club; and

2.         To support the draft land management plan to go out to the public consultation phase for three weeks.

COUNCIL RESOLUTION

Moved by:                    Cr Bowler
Seconded by:             Cr Ogilvie

That Council resolve as follows:

1.         To note the proposed changes to lease boundaries to:

a.    Redlands Lawn Tennis Association;

b.    Redlands Museum;

c.    Redlands Touch Association;

d.    Redlands United Football Club; and

2.         To support the draft land management plan to go out to the public consultation phase for three weeks.

CARRIED

11.1.3  SMBI COMMITTEE REPORT 17 MARCH 2010 - ITEMS FOR CONSIDERATION

Dataworks Filename:                 GOV SMBI Advisory Committee

Attachment:                                  Committee Report [PDF 90KB]

Responsible Officer Name:      Greg Underwood
General Manager Planning & Policy

Author Name:                               Mark Conlan
Principal Advisor - SMBI Strategies

The SMBI Communities Advisory Committee met on Wednesday, 17 March 2010 at Council Chambers, Cleveland.  Attached is a copy of the Committee Report from this meeting.

The following reports were considered by the Advisory Committee:

6.1       Environmental Management Group – Natural Environment Planning Overview

The first three reports follow a presentation made to the Advisory Committee by Environmental Management Group at a workshop held on 10 February 2010.

Recommendation to Advisory Committee was –

·         That the SMBI Communities Advisory Committee note the information provided on the natural environment and where appropriate provide further advice to Council regarding these programs.

6.2       Environmental Management Group – Environmental Protection Overview

Recommendation to Advisory Committee was –

·         That the SMBI Communities Advisory Committee note the information provided on the environmental protection and where appropriate provide further advice to Council regarding these programs.

6.3       Environmental Management Group – Open Space Planning Overview

Recommendation to Advisory Committee was –

·         That the SMBI Communities Advisory Committee note the information provided on open space planning and where appropriate provide further advice to Council regarding these programs.

The Advisory Committee revised the recommendation to –

1.  That the SMBI Communities Advisory Committee note the information provided on open space planning; and

2.  looks forward to workshopping the strategic benefits of the following  issues at a future occasion as part of the Sport & Recreation review:

·         every effort to speed up provision of linking trails around the islands;

·         additional water access to possibly include low impact camping facilities;

·         fishing jetties, informal canoe and small boat ramps; and

·         a tidal pool on Macleay Island

6.4       SMBI Communities Advisory Committee Meeting Schedule 2010-2011

Recommendation to Advisory Committee was -

·         That the Advisory Committee endorse the attached schedule of meetings for May 2010 to May 2011.

6.5       Updates and reviews of actions from previous meetings:

Recommendation to Advisory Committee was –

·         That the Advisory Committee review and note the update of actions from previous meetings as presented in the attachments.

7          Urgent Business

·         Robin Harris requested feed back in relation to a number of operational issues currently topical on the Islands.  Feedback from the CEO suggested that these matters should be raised through a different forum.  The issues will be dealt with at a future workshop.

The items presented to the Committee were discussed and it is recommended that Council resolve in accordance with the following Officer’s Recommendation.

Officer’s/Committee Recommendation

Moved by:                    Cr Townsend
Seconded by:             Cr Elliott

That Council resolve as follows:

1.    To receive the attached SMBI Communities Advisory Committee Report of 17 March 2010; and

2.    To note that the Chief Executive Officer will deal with any operational or administrative recommendations from this Advisory Committee Report and where necessary, report to an ensuing Planning & Policy Committee meeting with recommendations for consideration by that Committee.

COUNCIL RESOLUTION

Moved by:                    Cr Bowler
Seconded by:             Cr Ogilvie

That Council resolve as follows:

1.    To receive the attached SMBI Communities Advisory Committee Report of 17 March 2010; and

2.    To note that the Chief Executive Officer will deal with any operational or administrative recommendations from this Advisory Committee Report and where necessary, report to an ensuing Planning & Policy Committee meeting with recommendations for consideration by that Committee.

CARRIED

11.2   COMMITTEE CLOSED SESSION

The committee meeting was closed to the public under Section 463(1)(h) of the Local Government Act 1993 to discuss the  following items:

11.2.1    Regulated Asset Base (RAB) for Water and Wastewater Assets

11.2.2    Allconnex Water – Equity Determination

Following deliberation on these matters, the Committee meeting was again opened to the public.

11.2.1  Regulated Asset Base (RAB) for Water and Wastewater Assets

Dataworks Filename:                 GOV Allconnex Water

Responsible Officer Name:      Gary Stevenson
Chief Executive Officer

Author Name:                               Gary Stevenson
Chief Executive Officer

A confidential report from Chief Executive Officer dated 14 April 2010 was discussed in closed session.

Committee Recommendation

Moved by:                    Cr Elliott
Seconded by:             Cr Hobson

That Council resolve as follows:

1.         That Council notes the report; and

2.         That this report remain confidential.

COUNCIL RESOLUTION

Moved by:                    Cr Bowler
Seconded by:             Cr Ogilvie

That Council resolve as follows:

1.         That Council notes the report; and

2.         That this report remain confidential.

CARRIED

11.2.2  Allconnex Water - Equity Determination

Dataworks Filename:                 GOV Allconnex Water

Responsible Officer Name:      Gary Stevenson
Chief Executive Officer

Author Name:                               Gary Stevenson
Chief Executive Officer

A confidential report from Chief Executive Officer dated 14 April 2010 was discussed in closed session.

Committee Recommendation

Moved by:                    Cr Elliott
Seconded by:             Cr Reimers

That Council resolve as follows:

1.         To endorse the Chief Executive Officer’s intended negotiation stance; and

2.         That this report and attachments remain confidential.

COUNCIL RESOLUTION

Moved by:                    Cr Bowler
Seconded by:             Cr Ogilvie

That Council resolve as follows:

1.         To endorse the Chief Executive Officer’s intended negotiation stance; and

2.         That this report and attachments remain confidential.

CARRIED

12    development & community standards committee 20/4/2010 – receipt and adoption of MINUTES

Moved by:                  Cr Townsend
Seconded by:           Cr Bowler

That the Development & Community Standards Committee Minutes of 20 April 2010 be received and that the delegated items be noted.

CARRIED

The following items (with the exception of Item 12.2.2 and 12.3.1) were resolved at the Development & Community Standards Committee meeting on 20 April 2010.  The Committee’s decisions were presented to Council for noting only, as part of these Minutes on the Committee’s deliberations.

12.1   development & community standards

Council, at its meeting on 24 February 2010, resolved as follows:

1.        To delegate to the Development and Community Standards Committee the power to:-

a.        Decide development applications under the Sustainable Planning Act 2009 and the Integrated Planning Act 1997; and

b.        Provide instructions to legal counsel for appeal matters actioned under Chapter 6 of the Sustainable Planning Act 2009 and Chapter 4 of the Integrated Planning Act 1997, subject to the condition that where the Committee Chairperson is required to use his/her casting vote, the Mayor (and Deputy Mayor in his/her absence), preside over the meeting and be permitted to use his/her casting vote as Chair to determine the matter.

Declaration of Opening

Cr Townsend declared the Committee meeting open at 10.10am.

Record of Attendance and Leave of Absence

Members Present at Committee

Cr B Townsend                   Chair and Councillor Division 5

Cr M Hobson PSM              Mayor

Cr W Boglary                        Councillor Division 1

Cr C Ogilvie                          Councillor Division 2

Cr D Henry                           Councillor Division 3

Cr M Elliott                            Deputy Mayor and Councillor Division 7

Cr K Reimers                       Councillor Division 8

Cr K Williams                       Councillor Division 9

Cr H Murray                          Councillor Division 10

Committee Manager

Mrs T Averay                        General Manager Development & Community Standards

Officers

Mr G Stevenson PSM         Chief Executive Officer

Mr G Underwood                 General Manager Planning & Policy

Mr B Macnee                        Group Manager Sustainable Assessment

Mr W Dawson                      Manager Land Use Planning

Mr L Purdie                           Principal Engineer Roads & Drainage

Mr S Hill                                Principal Adviser Local Area and Strategic Planning

Minutes

Mrs J Parfitt                          Corporate Meetings & Registers Team Leader

Leave of Absence

Moved by:                    Cr Elliott
Seconded by:             Cr Reimers

That leave of absence from today's Committee meeting be approved for Cr T Bowler who is attending the Australian Regional Women Leader’s Convention in Melbourne.

CARRIED

Apology

An apology from today’s Committee meeting was noted for Cr J Burns, Councillor Division 4.

Receipt and Confirmation of Committee Minutes

Moved by:                    Cr Elliott
Seconded by:             Cr Reimers

Motion is required to confirm the minutes of the Development Assessment Committee meeting of 13 April 2010

CARRIED

Public Participation at Meeting at Committee

Nil

Declaration of Interest at Committee

Nil

Order of Business at Committee

Moved by:                  Cr Elliott

Seconded by:           Cr Boglary

That the confidential late item, Kinross Road Structure Plan Northern Access, be received and discussed as item 2.2.

CARRIED

12.1.1  CATEGORY 1 - MINOR COMPLYING CODE ASSESSMENT AND HOUSEKEEPING

Dataworks Filename:                 GOV-DAC Delegated Items

Responsible Officer Name:      Bruce Macnee
Group Manager, Sustainable Assessment

Author Name:                               Kerri Lee
Administration Officer

At the General Meeting of 15 May 2002, Council resolved that development assessments be classified into the following four Categories:

Category 1 – Minor Complying Code Assessments & Housekeeping (Building & Plumbing);

Category 2 – Complying Code Assessments & Minor Impact Assessments;

Category 3 – Moderately Complex Code & Impact Assessments;

Category 4 – Major and Significant Assessments.

A total of 36 Building and Plumbing Applications were dealt with during the period 29 March, 2010 to 1 April, 2010.

The applications detailed in this report have been assessed under Category 1 criteria - defined as complying, policy based Code Assessment, general housekeeping matters and other applications of a minor nature.

Purpose

The purpose of this report is for Council to note that the following applications were dealt with under delegated authority – Category 1 – Minor Complying Code Assessments and Housekeeping.

1.    Development application for building works approval assessed against the Redlands Planning Scheme for domestic additions at 53-55 Campbell Road, Sheldon.  Bellbuilt Pty Ltd.  (BW001129)

2.    Development application for building works approval assessed against the Redlands Planning Scheme for domestic additions at 51-71 Kingfisher Road, Victoria Point.  Applied Building Approvals.  (BW001091)

3.    Development application for building works approval assessed against the Redlands Planning Scheme to construct a private swimming pool at 53-55 Campbell Road, Sheldon.  Bellbuilt Pty Ltd.  (BW001130)

Officer’s/COMMITTEE RESOLUTION

Moved by:                    Cr Elliott
Seconded by:             Cr Reimers

That the report be noted.

CARRIED

council RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Bowler

That the Committee Resolution be noted.

CARRIED

12.1.2  CATEGORY 2 - COMPLYING CODE ASSESSMENT AND MINOR ASSESSMENTS

Dataworks Filename:                 GOV-DAC Delegated Items

Responsible Officer Name:      Bruce Macnee
Group Manager, Sustainable Assessment

Author Name:                               Kerri Lee
Administration Officer

At the General Meeting of 15 May 2002, Council resolved that development assessments be classified into the following four Categories:

Category 1 – Minor Complying Code Assessments & Housekeeping;

Category 2 – Complying Code Assessments & Minor Impact Assessments;

Category 3 – Moderately Complex Code & Impact Assessments; and

Category 4 – Major and Significant Assessments.

The applications detailed in this report have been assessed under Category 2 criteria - defined as follows:

·         Complying small scale types of Code Assessable applications without submission of public objection (i.e. not being adverse submissions); and

·         Includes a number of process-related delegations, operational works applications and all other delegations not otherwise listed. [Category 2 Report] [PDF 60KB]

Purpose

The purpose of this report is for Council to note that the following applications were dealt with under delegated authority – Category 2 – Complying Code Assessments and Minor Impact Assessments.

1.    Development application for a material change of use for a dwelling house at 4 Beaumont Drive, Russell Island.  Applied Building Approvals.  (MC011835)

2.    Development application for a material change of use for a dwelling house at 19 Shore Street, Russell Island.  Stephen R. and Felani M. Turner.  (MC012089)

3.    Development application for a material change of use to construct a dual occupancy at 46 Gordon Street, Ormiston.  Elegant Properties Pty Ltd.  (MC011794)

Officer’s/COMMITTEE RESOLUTION

Moved by:                    Cr Williams
Seconded by:             Cr Hobson

That the report be noted.

CARRIED

council RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Bowler

That the Committee Resolution be noted.

CARRIED

12.1.3  CURRENT APPEALS LIST AS AT 16 APRIL 2010

Dataworks Filename:                 GOV-DAC Appeals List

Responsible Officer Name:      Bruce Macnee
Group Manager Sustainable Assessment

Author Name:                               Anne-Maree Sankey
Administration Assistant

Information on appeals may be found as follows:

4)      Planning and Environment Court

a.    Information on current appeals and declarations with the Planning and Environment Court involving Redland City Council can be found at the District Court web site using the “Search civil files (eCourts) Party Search” service:

http://www.courts.qld.gov.au/esearching/party.asp

b.    Judgements of the Planning and Environment Court can be viewed via the Supreme Court of Queensland Library web site under the Planning and Environment Court link:

http://www.sclqld.org.au/qjudgment/

5)      Redland City Council

The lodgement of an appeal is acknowledged with the Application details on the Councils “Planning and Development On Line - Development - Application Inquiry” site.  Some Appeal documents will also be available (note: legal privilege applies to some documents). All judgements and settlements will be reflected in the Council Decision Notice documents:

http://www.redland.qld.gov.au/Planning/Pages/default.aspx

6)      Department of Infrastructure and Planning (DIP)

The DIP provides a Database of Appeals (http://services.dip.qld.gov.au/appeals/) that may be searched for past appeals and declarations heard by the Planning and Environment Court. The database contains:

·         A consolidated list of all appeals and declarations lodged in the Planning and Environment Courts across Queensland of which the Chief Executive has been notified.

·         Information about the appeal or declaration, including the appeal number, name and year, the site address and local government.

Officer’s/COMMITTEE RESOLUTION

Moved by:                    Cr Williams
Seconded by:             Cr Hobson

That the report be noted.

CARRIED

council RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Bowler

That the Committee Resolution be noted.

CARRIED

12.2   COMMITTEE Closed Session

MOTION TO CLOSE COMMITTEE MEETING

Moved by:                  Cr Elliott

Seconded by:           Cr Williams

That the Committee meeting be closed to the public under section 463(1) of the Local Government Act 1993 to discuss the following items:

12.2.1 Appeal 516 of 2010 – Dwelling House at 17 Portsmouth Place, Cleveland

The reason that is applicable in this instance is as follows:

"(f) starting or defending legal proceedings involving it." (Council)

12.2.2 Kinross Road Structure Plan Northern Access

The reason that is applicable in this instance is as follows:

(h) other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage.

CARRIED

MOTION TO REOPEN COMMITTEE MEETING

Moved by:                  Cr Murray

Seconded by:           Cr Elliott

That the Committee meeting be again opened to the public.

CARRIED

12.2.1  APPEAL 516 OF 2010 DWELLING HOUSE AT 17 POrTSMOUTH PLACE, CLEVELAND

Dataworks Filename:                 MC011754

Responsible Officer Name:      Bruce Macnee
Group Manager – Sustainable Assessment

Author Name:                               Brett Dibden
Development Assessment Officer - Planning

Confidential report from Group Manager Sustainable Assessment dated April 2010 was discussed in closed session.

COMMITTEE resolution

Moved by:                  Cr Ogilvie     
Seconded by:           Cr Elliott

That Committee, under delegated authority, resolve as follows:

1.    That Council’s solicitors be instructed to resolve Appeal No. 516 of 2010, by allowing development of the subject site, generally in accordance with the amended plans as listed in the following table:

2.    That Council’s solicitors be instructed to support the issue of a Consent Order, subject to conditions, which are consistent with the amended draft ‘Without Prejudice’ conditions; and

3.    That this report and attachments remain confidential pending the outcome of the appeal. 

CARRIED

council RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Bowler

That the Committee Resolution be noted.

CARRIED

12.2.2  KINROSS ROAD STRUCTURE PLAN – NORTHERN ACCESS

Dataworks Filename:                 RTT: Roads / LUP Kinross Road Structure Plan Project

Responsible Officer Name:      David Elliott
Manager Infrastructure Planning

Author Name:                               David Elliott
Manager Infrastructure Planning

Confidential report from Manager Infrastructure Planning dated 13 April 2010 was discussed in closed session.

COMMITTEE RECOMMENDATION

Moved by:                    Cr Elliott
Seconded by:             Cr Murray

1.    That Council resolve to include Option A as the alignment for a trunk collector to Panorama Drive, for the purposes of finalising first state interest check and public consultation; and

2.    That this report remain confidential pending public consultation of the Kinross Road Structure Plan and Priority Infrastructure Plan.

A division was called for at Committee.

Crs Reimers, Murray, Elliott, Williams, Ogilvie, Boglary and Townsend voted in the affirmative.

Crs Hobson and Henry voted in the negative.

Crs Bowler and Burns were absent from the Committee meeting.

The motion was declared by the Chair as CARRIED at Committee.

council RESOLUTION

Moved by:                    Cr Henry
Seconded by:             Cr Bowler

1.    That Council resolve to include Option A as the alignment for a future transport corridor to Panorama Drive, for the purposes of finalising first state interest check and public consultation of the draft Kinross Road Structure Plan;

2.    That Council review the need for a transport corridor to Panorama Drive in response to public submissions received during the public consultation phase of the draft Kinross Road Structure Plan; and

3.    That this report remain confidential pending public consultation of the Kinross Road Structure Plan and Priority Infrastructure Plan.

CARRIED

A division was called for.

Crs Boglary, Ogilvie, Henry, Townsend, Williams, Bowler, Murray, Reimers, Burns and Murray voted in the affirmative.

The motion was declared by the Deputy Mayor as CARRIED(unanimously)

Cr Hobson was absent from the meeting.

12.3   committee general business

12.3.1  NON COMPLIANCE ISSUE VERONICA & SMITH STREETS, CAPALABA

COMMITTEE RECOMMENDATION

Moved by:                  Cr Williams

Seconded by:           Cr Reimers

That a briefing note be provided to Councillors on a non compliance issue in relation to spray drift in Veronica Street and Smith Street, Capalaba.

council RESOLUTION

Moved by:                    Cr Townsend
Seconded by:             Cr Boglary

That a briefing note be provided to Councillors on a non compliance issue in relation to spray drift in Veronica Street and Smith Street, Capalaba.

CARRIED

Committee Meeting Closure

The Development & Community Standards Committee meeting closed at 10.55am.

13    Redland Water Committee 20/04/10 - RECEIPT AND ADOPTION OF REPORT

Moved by:                  Cr Henry
Seconded by:           Cr Reimers

That the Redland Water Committee Report of 20 April 2010 be received.

CARRIED

13.1      Redland Water

13.1.1  REDLAND WATER BUSINESS UNIT REPORT – march 2010

Dataworks Filename:                 WW Redland Water Committee
WS Redland Water Committee

Attachments:                                Business Unit Report – March 2010 [PDF 250KB]
Appendix A – Wastewater treatment plants supplementary performance information [PDF 100KB]

Responsible Officer Name:      Gary Soutar
General Manager, Redland Water

Author Name:                               Gary Soutar
General Manager, Redland Water

The Redland Water (RW) business unit report is presented to Council for noting.  The report provides the business unit’s performance for the month of March 2010 and covers financial and non-financial indicators for water and wastewater.

It is expected that, most of the time the report findings will be “business as usual”.  Where exceptions occur, these will be highlighted.

The report provides a regular opportunity for Council to consider the RW’s performance and to respond to any exceptional reporting.

Council is provided with the option to accept the report or, accept it and request additional information or a review of performance.

Purpose

To report on the ongoing performance of the business unit against key performance indicators (KPIs).

Background

RW’s performance plan identifies KPIs for which performance targets have been agreed with Council.  Reporting is done each month through the RW committee.

Issues

The report is provided to Council as a means of monitoring the performance of RW for the activities of water and wastewater.

The first part of the report comprises a “snapshot” of the business unit’s achievement in meeting KPIs (year-to-date) and financial report card.

The report then provides specific financial report and commentary, capital expenditure (graphically) and a detailed customer overview.

The main body of the report focuses on actual levels of achievement against the KPIs for the month.  Where exceptions have occurred and targets not met, an explanation is given as well as action taken to improve performance.

The report closes with a summary of the major issues for each group during the month.

Relationship to Corporate Plan

The recommendation primarily supports Council's strategic priority to provide and maintain water and wastewater services to sustain our community.

Providing this report also supports Council’s Governance strategic priority to provide a clear organisational direction supported by effective leadership and a framework of policies, plans and strategies that are responsive to the community’s needs and which promote accountable and ethical standards of practice.

Financial Implications

There are no direct financial implications resulting from this report.  Financial implications may result where Council requests a performance review or requests an increase in performance standards.

Consultation

Consultation has occurred with:

·                    Manager Treatment Operations, RW;

·                    Manager Customer Service & Business Performance, RW; and

·                    Senior Advisor, Financial Management, RW.

Options

Preferred

That Council resolve to accept the Redland Water business unit report for March 2010, as presented in the attachment.

Alternative

That Council accepts the report and requests additional information or a review of performance.

Officer’s/COMMITTEE Recommendation

Moved by:                    Cr Reimers
Seconded by:             Cr Townsend

That Council resolve to accept the Redland Water business unit report for March 2010, as presented in the attachment.

council resolution

Moved by:                    Cr Henry
Seconded by:             Cr Bowler

That Council resolve to accept the Redland Water business unit report for March 2010, as presented in the attachment.

CARRIED

13.2   COMMITTEE CLOSED SESSION

The committee meeting was closed to the public under Section 463(1)(h) of the Local Government Act 1993 to discuss the  following items:

13.2.1       Water Reform Update;

13.2.2       Participation Agreement; and

13.2.3       Capital Structure.

Following deliberation on these matters, the Committee meeting was again opened to the public.

13.2.1  WATER REFORM UPDATE

Dataworks Filename:                 GOV WRAD - WB3 Administration/Resources

Responsible Officer Name:      Eleanor Bray
Manager Water Reform

Author Name:                               Tony King
Water Reform Project Coordinator

A confidential report from Manager Water Reform dated 16 April 2010 was discussed in closed session.

committee Recommendation

Moved by:                    Cr Townsend
Seconded by:             Cr Reimers

That the Officer’s Recommendation in confidential report from Manager Water Reform, dated 16 April 2010, be adopted.

council resolution

Moved by:                    Cr Henry
Seconded by:             Cr Bowler

1.    That Council resolve to note the update on the regional water reform project within south-east Queensland; and

2.    That this report remain confidential.

CARRIED

13.2.2  PARTICIPATION AGREEMENT

Dataworks Filename:                 GOV WRAD - WB3 Establishment Group

Responsible Officer Name:      Eleanor Bray
Manager Water Reform

Author Name:                               Eleanor Bray
Manager Water Reform

A confidential report from Manager Water Reform dated 16 April 2010 was discussed in closed session.

COMMITTEE RECOMMENDATION

Moved by:                    Cr Hobson
Seconded by:             Cr Townsend

That the Officer’s Recommendation, as amended, in confidential report from Manager Water Reform, dated 16 April 2010, be adopted.

A division was called for at Committee.

Crs Boglary, Hobson, Townsend, Reimers and Henry voted in the affirmative.

Crs Murray and Williams voted in the negative.

Crs Ogilvie and Elliott were not present when the vote was taken.

Crs Bowler and Burns were absent from the Committee meeting.

The motion was declared by the Chair as CARRIED at Committee.

COUNCIL RESOLUTION

Moved by:                    Cr Henry
Seconded by:             Cr Bowler

That Council resolve as follows:

1.    To adopt the Participation Agreement, as amended and attached with this report, noting that the determination of Participation Rights is to be referred to the Minister for decision;

2.    That the Mayor and Chief Executive Officer be delegated authority to conclude the Participation Agreement, including negotiation of the scope of the Reserve Powers safeguard statement and necessary amendments for compliance and as agreed with the board of Allconnex Water and participating councils; and

3.    That the report and attachment be deemed confidential documents and be treated as such in accordance with sections 250 (2) and 1143 (4) of the Local Government Act.

CARRIED

A division was called for.

Crs Boglary, Ogilvie, Henry, Townsend, Bowler, Murray, Reimers, Burns and Elliott voted in the affirmative.

Cr Williams voted in the negative.

Cr Hobson was absent from the meeting.

The motion was declared by the Deputy Mayor as CARRIED.

13.2.3  CAPITAL STRUCTURE

Dataworks Filename:                 GOV WRAD - WB3 Finance, Asset Transfer & Corporate Services

Responsible Officer Name:      Eleanor Bray
Manager Water Reform

Author Name:                               Eleanor Bray
Manager Water Reform

A confidential report from Manager Water Reform dated 16 April 2010 was discussed in closed session.

committee Recommendation

Moved by:                    Cr Hobson
Seconded by:             Cr Boglary

That the Officer’s Recommendation, in confidential report from Manager Water Reform, dated 16 April 2010, be adopted.

COUNCIL RESOLUTION

Moved by:                    Cr Henry
Seconded by:             Cr Bowler

That Council resolve as follows:

1.    To agree to a 55% / 45% capital structure between equity and debt for Allconnex Water (subject to clarification regarding Council’s future capacity to convert debt to equity without penalty);

2.    That the Allconnex Water capital structure allocation be in equal terms to all three Participating Councils’ agreed participation rights and to use loan terms equal to all three Participating Councils;

3.    That prior to Redland City Council signing the loan agreements, the terms and conditions contained within the agreements provide for inclusion and flexibility for Redland City Council to potentially convert debt to equity in future years of Allconnex Water operating; and

4.    That this report remain confidential.

CARRIED

14    customer services Committee 21/04/10 - RECEIPT AND ADOPTION OF REPORT

Moved by:                  Cr Boglary
Seconded by:           Cr Reimers

That the Customer Services Committee Report of 21 April 2010 be received.

CARRIED

14.1   CLOSED SESSION

The committee meeting was closed to the public under Section 463(1)(h) of the Local Government Act 1993 to discuss the  following item:

14.1.1       Sustainable Resource and Waste Facility – Design, Construct and Operate Tender

Following deliberation on this matter, the Committee meeting was again opened to the public.

14.1.1  SUSTAINABLE RESOURCE AND WASTE FACILITY - DESIGN, CONSTRUCT AND OPERATE TENDER

Dataworks Filename:                 Project 65014-3

Responsible Officer Name:      Nigel Carroll
Construction Projects Service Manager

Author Name:                               Paul Manton
Project Coordinator - Major Projects

A confidential report from Construction Projects Services Manager dated 6 April 2010 was discussed in closed session.

COMMITTEE RECOMMENDATION

Moved by:                    Cr Elliott
Seconded by:             Cr Henry

That the Officer’s Recommendation in confidential report from Construction Projects Services Manager dated 6 April 2010 be adopted.

COUNCIL RESOLUTION

Moved by:                    Cr Boglary
Seconded by:             Cr Townsend

That Council resolve as follows:

1.    To delegate authority to the Chief Executive Officer to, in good faith, enter into negotiations and finalise the details of a potential contract with the preferred tenderer for Tender PDG-65014-3 for the Sustainable Resource and Waste Facility and that a report be brought back to Council for consideration; and

2.    That this report remain confidential until such time as a contract is awarded to the preferred tenderer.

CARRIED

14.2   customer services

14.2.1  AMITY POINT CAMPING GROUND EFFLUENT MANAGEMENT

Dataworks Filename:                 CP Caravan Parks and Camping Grounds - Amity Point

Attachment:                                  Chronology of actions [PDF 230KB]

Responsible Officer Name:      Greg Jensen
Group Manager Customer and Community Services

Author Name:                               Greg Jensen
Group Manager Customer and Community Services

Following a Special Meeting of Council on 12 November 2009, a report was requested outlining actions taken regarding the management of effluent from the Amity Point Camping Ground. A range of actions has been taken with initial monitoring being undertaken in 2004 to determine ground water quality and impacts from effluent disposed off on site. This has escalated over the following years with measures taken to improve the on site sewage treatment and disposal system and water conservation measures to reduce the quantity of effluent generated from the camping ground.

Consulting firm GHD was engaged to determine options for consideration and further detailed investigation into on site sewage treatment were undertaken but found to be uneconomic.

Department of Environment and Resource Management (DERM) issued Redland City Council with a letter requiring a number of issues to be addressed. These have been progressively addressed culminating in the on site storage of effluent when the camping ground is at peak occupancy.

Further discussion will occur with officers from DERM and Redland City Council and consulting engineers to find a long term solution to the effluent treatment and disposal issues associated with peak park usage periods.

Purpose

To provide a report to Council on the status and history of effluent management and disposal issues at Amity Point Camping Ground.

Background

A report was presented to Council at a Special Meeting of Council on 12 November 2009 to enable Council to exercise its powers under Section 486 of the Local Government Act and resolve that it is satisfied that a genuine emergency exists to enable the engagement of an appropriately qualified organisation to undertake emergency effluent management works at Amity Point Camping Ground. It was also resolved,

“That a further report be presented to Council regarding the background and action undertaken to date to address the issues in this matter.”

To enable a complete understanding of the actions taken at the site a chronology of actions has been compiled and these appear in the attachment.

Issues

The township of Amity Point is not sewered and all effluent generated from households, businesses and the camping ground use on site sewage treatment and disposal with septic tanks and absorption trenches being the most common treatment process. Redland Water advises that there is no intention to sewer the township of Amity Point in their forward planning.

This decision necessitates that any treatment and disposal will have to be managed by individual owners of properties and in accordance with the Plumbing and Drainage Act 2002 and Standard Plumbing and Drainage Regulations 2003. Approval is required to be issued by Redland City Council prior to any on site sewage treatment or disposal via the Plumbing and Drainage Compliance Permit.

There has been an approach of progressive escalation of actions over a number of years to address the effluent management issues at Amity Point Camping Ground. These are detailed below and reflected in the chronological listing of action in the attachment.

A Site Based Management Plan was developed in 2002 for the Amity Point Camping Ground as part of the environmental licensing requirements under the Environmental Protection Act for the sewage treatment facility (septic tanks and absorption trenches). This included monitoring and reporting requirements as well as site specific management practices that need to be followed for activities that are likely to affect the environment.

Environmental site monitoring has occurred at least since 2004. This was undertaken following development of the Site Based Management Plan for Amity Point Camping Ground. Samples are collected three times per year. To date the analysis provided raises no significant issues or need to take corrective or preventative measures. The results of the monitoring program have been provided in annual returns to DERM for several years.

From November 2004 until December 2005, 13 cabins and a sewage treatment plant (STP) were constructed on site. Compliance Permit #214909 was issued in January 2005 and the Final Plumbing and Drainage Compliance Certificate was issued in February 2006. The STP treats all effluent generated from the cabins and to a higher standard that can be attained using the existing septic tank treatment system. The installation of cabins and other site changes has lead to an overall reduction in site numbers. The maximum number of people that can be accommodated in the cabins is 60-78 depending on the age of occupants. There was a reduction in the number of storage vans of 50 (equivalent to between 200 and 250 persons depending on the age of the occupants). There was a reduction of 26 sites (equivalent to 156 persons) in unpowered camp sites and a slight increase in powered camp sites of 13 (equivalent to 78 persons) The overall affect resulting in a net reduction of 250 persons across the camping ground.

A liquid waste transport company has been engaged for several years to pump out excess effluent generated during peak periods. For 95% of the year no excess effluent is generated and no pump outs are required. It is only for a period of 10-20 days per year that pump outs are required. This operator is on standby and collects the waste as the need arises.

Absorption trenches have been refurbished/replaced in the amenity blocks in February 2006 at the northern (yellow) amenity block and in March 2006 for the southern (blue) amenity block. Trenches associated with the demountable amenity block were replaced in December 2007 for disposal of effluent from the male section.

A range of measures has been implemented during 2007 to manage the volume of effluent being disposed of to the absorption trenches. Council has retrofitted water conservation showers, dual flush toilets, timed showers, a manual override system to shut off water to the amenities blocks and notices in relation to water conservation. In addition just prior to the Christmas peak period in 2008 waterless urinals were installed in all amenity blocks to further reduce the volume of effluent. These measures did not have sufficient affect on effluent generation.

Due to the unique issues associated with peak occupancy for short periods of time Council also commissioned GHD Pty Ltd to undertake a review of the disposal options for the effluent in April 2008. This review was to determine the best available options for disposing of the waste in peak periods recognising that for the majority of the year there is limited effluent generated requiring disposal.

This final report was provided to Council in August 2008 and was reviewed by Council officers from Redland Water, Customer and Community Services and Project Delivery Group in September and October to determine the most acceptable option. Since that review Council’s Project Delivery Group was commissioned at the end of October 2008 to seek a detailed design of the preferred option. Since then there has been consultation with Council’s Plumbing Inspectors, Project Delivery Group Project Manager, Manager Treatment Operations, Redland Water and the current treatment plant maintenance contractor to determine the most effective solution.

Energy and water efficiency audits were conducted on all camping grounds in December 2008. Besides a range of energy efficiency measures all urinals at Amity Point Camping ground were converted to waterless urinals to further reduce effluent generation rates and conserve water.

Council was subject to an investigation by the EPA (now DERM) in January 2009, following a complaint from a member of the public about sewage disposal in a sand dune. Upon investigation it was discovered that an officer had directed septic absorption trench waste overflow into a mound of sand behind the caravan park without any approval and in breach of the current licence issued by DERM. Once this was made known to management a directive was issued to immediately cease the practice. Relevant notifications were made to the CEO and assistance was requested from Regulatory and Health Services Team in relation to investigation, monitoring and responses to DERM.

Council responded in early February addressing the matters raised and advising that it had already commissioned GHD (consulting engineers) to investigate options for managing the effluent disposal on site. The letter also advised that a voluntary cap on numbers of persons accommodated on site to 450 would be imposed over the Easter and subsequent periods until a solution was implemented. A subsequent letter from Council to DERM was written in March following a request for clarification that provided additional information and re-stated that the voluntary cap was in place.

Since the 2008 Christmas period the number of sites available for booking by campers has been restricted to reduce the demand on the amenity blocks and effluent generation. For the Australia Day long weekend the availability of sites was restricted to reduce effluent generation. The number of occupants to be accommodated during Easter had been capped at 450 whereas at Christmas 2008 the maximum daily number of campers was 626.

A project was commissioned with the Project Delivery Group in March 2009 to undertake investigation into the potential for an on site sewerage treatment plant to resolve all waste water disposal issues. Following liaison with DERM by the engineering consultants it was determined that the solution likely to be acceptable to the DERM using a sewerage treatment plant would cost in the order of $1.6M.

The cost of the project could not be justified given that only 10 to 20 days per annum require maximum treatment and disposal infrastructure to be provided.

This was advised to the Executive Leadership Group in July 2009 and it was recommended that the other options as recommended by GHD be pursued. This recommendation was approved and DERM were advised by letter in July 2009 of the decision and that the cap of 450 would remain in place.

Subsequently officers from DERM inspected the site again in October and sent a letter to Redland City Council that was received on 26 October raising concerns about the site and advising that they had determined that a maximum of 147 persons could be accommodated on site. The environmental licence issued by DERM has no maximum numbers stipulated and the current permit issued by Council’s Regulatory and Health Services Group has a maximum limit of 1361 persons to be accommodated. Meetings have been held with GHD and DERM to discuss options and ways forward.

DERM also required the development of a Contingency Plan for the site when numbers exceed 147 to manage the effluent generated. This was completed and submitted to DERM by their deadline of 1 December 2009.

A Special Meeting of Council was held on 12 November 2009 to enable an exemption of the Local Government Act procurement requirements due to the emergency situation that existed. It was resolved that Council exercise its powers under Section 486 of the Local Government Act and resolve that it is satisfied that a genuine emergency exists.

The Project Delivery Group engaged the services of Fairfield Plumbing and Fire after obtaining a written quotation and evaluating it to determine value for money. A contract was signed between RCC and Fairfield Plumbing and Fire to design and construct the necessary infrastructure following the preliminary design by GHD. The project was delivered on time to enable operation of the new system prior to the Christmas to New Year peak period.

RCC and GHD completed an Operations and Maintenance Manual and training of staff in December 2009 so that the effluent management system could be operated effectively and contingency plans and monitoring was in place.

A liquid waste transport company was engaged by RCC for effluent removal from the holding tanks over the Christmas to New Year period. The effluent generation rates are far below that as advised by DERM.

A letter was received by DERM in December advising that, “The STP Facility upgrade meets the requirements as outlined in our letter of 21 October 2009 particularly the ‘current issues’ section dealing with the Xmas (sic) Holiday period. I would like to thank your officers involved with this project for their professionalism and commitment to ensuring a speedy completion.”

Discussions with DERM officers, RCC and consulting engineering firm will occur early in 2010 to agree on a long term solution that protects the environment and meets the operational needs of the Amity Point Camping Ground. The first internal meeting with RCC officers occurred in the second week of January to map out a process to ensure Redland City Council meets its obligations under the Environmental Protection Act. GHD have undertaken site investigation and modelling to determine the ability of the area to receive effluent. This report has been submitted to DERM and a meeting have since occurred with DERM Officers to discuss its findings. Based on the outcome GHD have submitted a scope of works to conduct more detailed site investigations and modelling as well investigation of suitable technologies for both treatment and disposal. Site constraints will limit the maximum size of the treatment and disposal processes to 450 persons on any one day.

The project plan requires delivery of the system prior to Christmas 2010, however as approval by DERM is required this timeframe may be ambitious given the sensitive environment at Amity Point and its relationship to the Marine National Park.

Relationship to Corporate Plan

The recommendation primarily supports Council's strategic priority to ensure the enhancement of biodiversity including koala habitat, bushland, green space, waterways, catchments, air and coastal ecosystems in recognition of our unique location on Moreton Bay.

Financial Implications

There are no financial implications arising as a result of this report.

Consultation

Consultation has occurred with a number of areas:

·                    Redland Water who concur with this report;

·                    Project Delivery Group who concur with this report; and

·                    Regulatory and Health Services Group who concur with this report.

Options

Preferred

That Council note and accept the contents of this report.

Alternative

That Council note the contents of this report and request further information on specific matters to be addressed in a future report.

Officer’s/COMMITTEE Recommendation

Moved by:                    Cr Elliott
Seconded by:             Cr Williams

That Council resolve to note and accept the contents of this report.

council resolution

Moved by:                    Cr Boglary
Seconded by:             Cr Townsend

That Council resolve to note and accept the contents of this report.

CARRIED

14.2.2  MONTHLY REPORT FOR CUSTOMER AND COMMUNITY SERVICES GROUP FEBruary 2010

Dataworks Filename:                 GOV Reports to Committee – Customer & Community Services

Attachment:                                  Customer & Community Service Performance Reporting [PDF 700KB]

Responsible Officer Name:      Greg Jensen
Manager Customer & Community Services

Author Name:                               Jodi Marchant
Group Business Services Coordinator

This report outlines the key monthly activities for the Customer & Community Services Group including:

·                    Human Services Unit;

·                    Cultural Services Unit;

·                    Leisure and Recreation Unit;

·                    Customer Service Unit;

·                    Redland Performing Arts Centre.

Purpose

To provide information to the Council on current performance levels and significant issues affecting service delivery.

Background

The Customer & Community Services (C&CS) Group delivers a wide range of services at multiple locations throughout the City.  The Group comprises five main Units; these being Human Services, Cultural Services, Leisure and Recreation Services, Customer Service and Redland Performing Arts Centre.

While the group has its predominant focus on community services delivery a number of the services are operational under the Code of Competitive Conduct (Type 3 Businesses) under the Local Government Act. These include the Redland Performing Arts Centre, Straddie Holiday Parks and School Aged Care Services.

Each of the teams in the Group reports monthly against a set of performance indicators. Variations from performance expectations are highlighted in the attached annexure. Achievements are also reported on as well as significant future events. Program deliverables and key projects are reported in tables. Each Service Manager summarises the most significant of these each month within the report to the Customer Services Committee. The annexure is provided for Councillors for reference to more detailed reporting if required.

Issues

Human Services Unit:

Refer attachment 1

·                    School Age Care;

·                    Respite;

·                    Home Assist Secure;

·                    Grants;

·                    Community Development.

Achievements Over Last Month

The Eat Well Be Active Program funded by the Queensland Government has 460 community members registered in 19 different activities with 94 activity sessions offered in total. These activities include recreational activities such as dance for fitness, tai chi, yoga, self defence classes, aqua aerobics, greg bronze medallion and hip hop dance. A range of gardening workshops have been held at the Alexandra Hills Community Garden. Cooking classes and health information session were held specifically targeting seniors and people with a disability.  The primary target for these activities is low income earners and/or people with disabilities.

The Assistive Technology Expo was held at RPAC on 24 February 2010, where 19 service providers provided information to assist 114 seniors, their carers and families to live independently. Three information sessions were held as part the Expo including 'How to Assess Different Types of Respite', 'Great Gadgets for Independent Living' and 'Telecross Program by Australian Red Cross'. The expo provided an excellent opportunity for residents and service to network and share information.

A Community Safety Presentation on 'Managing Challenging Behaviour in Public Space' was delivered by Garner Clancy and Dr Phil Crane to Councillors and staff.

The Young Citizens Program delivered 7 information sessions about Council's services to 6 schools and one seniors group with a total of 375 participants.

Significant Variations Over Last Month

Variation to the license capacity at three school age care services includes Mt Cotton, St Rita’s and Victoria Pt schools. The services are able to meet the growing needs of families in Redland City.

Other Issues

No significant issues to report.

Significant Events in Forth Coming Months

Home Assist Secure will provide displays and presentations to community members at; Stradbroke Island, Victoria Point and Capalaba Shopping Centres.

Assisted Technology Expo to be held at North Stradbroke Island Friday 26th March 10.00a.m. - 1.00p.m. 

Community consultation to develop concept designs for a welcome sign on Macleay Island 19, 24, 25 and 31 March.

Youth Day Out to be held at Thornlands Skate Park 10 April as part of Youth Week.

Cultural Services Unit:

Refer attachment 2

·                    Libraries

·                    Redland Art Gallery

·                    Museums

Achievements Over Last Month

Art Gallery: The Redland Art Gallery celebrated its 7th birthday with a function in the Gallery during February in conjunction with the launch of the Redland Art Gallery Collection Exhibition.  The Redland Art Gallery Collection 2003-2009 catalogue was launched by Mayor Hobson on 14th February. 

Libraries: The Amity Point library was automated; the Mobile Library now has a PC for the public to surf the Internet; the stock take of all public library collections commenced on 15 February. This large scale inventory occurs every 3 years. There has been no disruption of service to clients.

Significant Variations Over Last Month

Art Gallery: There are no visitor numbers available for February 2010 as the people counter is broken (repairs have been requested).

Libraries: There are no visitor numbers available as the people counters in the island libraries are malfunctioning or broken (attempts at repair have been expensive and unsuccessful to date).

Other Issues

There were no issues in February.

Significant Events in Forth Coming Months

Art Gallery: The Cleveland Art Gallery will be closed 12-17 April and 31 May-04 June to install new exhibitions. The Capalaba Art Gallery will be closed 26 April-26 May to install new flooring. Both galleries will be closed 02-05 April for Easter, 25-26 April for Anzac Day and 03 May for Labour Day.

Libraries: Explore IT Expo will be held during March. A month long program of 64 prepared PowerPoint information sessions and hands-on workshops on the ITC PCs.

The activities focus on technology and what is available at and through our libraries at Capalaba, Cleveland and Victoria Point. Most of these sessions are delivered by library staff and range from Building Websites to Cyber safety to Family History online to Load Your MP3 and looking at what is inside a computer with Under the Hood.  Morris Gleitzman (popular children's author) event to be held at RPAC on 24th May as part of the Read On @your library program.

Redland Libraries will be closed for the Easter period from 02 - 05 April inclusive; Monday 26th April for the Anzac Day holiday & Monday 03 May for the Labour Day holiday.

Leisure & Recreation Unit:

Refer attachment 3

·                    Major Venues (Showgrounds, Aquatic Centre and Russell Island Pool);

·                    Community Halls;

·                    Recreation (Lifeguard Services);

·                    Cemeteries;

·                    Camping Grounds (Straddie Holiday Parks).

Achievements Over Last Month

The Thornlands Dance Palais underwent a facelift during Jan / Feb. As well as being repainted inside and out the timber floor in the meeting room was resealed and the previously identified asbestos was removed from the building.  There was only minor disruption to hirers and the feedback from users has been very positive. 

Community consultation was undertaken for the proposed Maintenance Plan for the Cleveland Cemetery, with all but one of the twenty respondents praising Council for the proposed work.

Community meetings were held on 21 and 22 February on NSI to discuss and receive feedback on the Land Management Plan for the Straddie Holiday Parks.

Significant Variations Over Last Month

The performance of all programs were within expected limits

Other Issues

Officers met with representatives of the Indigenous Elders and the Ruska family to discuss the results of the ground penetrating radar work that was conducted in the Dunwich Cemetery. An invitation to hold additional talks with the Quandamooka Forum has also been issued but no date has been set.

The resurfacing of the 50m pool concourse at the Cleveland Aquatic Centre has been completed but still requires some minor touch up work after the school carnival season is completed in late March 2010.  Vandalism/illegal entry continues to be an issue at both the Russell Island pool and Cleveland Aquatic Centre with both venues receiving minor damage in February.

Council has received complaints from users of the Russell Island pool that wild ducks are fouling the water and pool surrounds. Pool staff are taking up to 2 hours each morning to clean the droppings left by the ducks. Officers are investigating methods to minimize/eradicate this problem.

The Tsunami warning on Sunday 28th caused the evacuation of the foreshore and Point Lookout Holiday Parks, with some disruption to park patrons. The Community Management Model's proposal for the management of the Straddie Holiday Parks was received and is currently being assessed.

Significant Events in Forth Coming Months

The Heritage Master Plan for the Cleveland Cemetery will be finalised in March 2010. PDG will commence scoping the project between now and June and it is expected to commence stage 1 early in the new financial year.

The Heritage Master Plan of the Redland Bay Cemetery will be completed in May 2010. Some minor parts of the plan will be completed in 2010/2011.

The Redlands Easter Festival will be held at the Cleveland Showground from the 3-5th of April and the Buick Car Club on the 17-18th April. The Buick Car Club event will require the use of 4 of the touch fields for parking (2) and static displays (2). This event will attract nearly 10,000 people on the Sunday 18th.

The Redlands Memorial Hall will be painted externally within the next 2 months. This will not require the closure of the hall and there should be very little disruption to hirers.

The Russell Island Pool will close for the winter period at the end of the April School holidays. 

Bookings at the Straddie Holiday Parks are nearly closed for the Easter period. A Report on the Community proposal for the Management of the Straddie Holiday Parks will be presented to the Finance and Corporate Committee in March.

Customer Services Unit:

Refer attachment 4

Achievements Over Last Month

Workshop training for Smarteda / Accelerated DA & RPS was conducted for the Customer Service team in groups of 4 to 6 in the Video Conference Room. Training is hands on and is well received by the team.

Significant Variations Over Last Month

Mailed in applications is now the responsibility of the Customer Service Unit.

Other Issues

No significant issues to report.

Significant Events in Forth Coming Months

The Importance of Giving Excellent Customer Service training session is to be delivered to all new Trainees in Council. This is scheduled for 1^st April with 25 trainees attending.

Organisational Customer Service training to areas of Council is ongoing and in response to a request from an area. This training takes place in the VCR room for two and a half hours. Feedback from participants has been positive.

Redland Performing Arts Centre:

Refer attachment 5

Achievements Over Last Month

The first performance of the 2010 RPAC entrepreneurial program was presented on 30 January - the performance titled The Gruffalo, was programmed especially for young children and families, and was based on one of the most popular story books in the world. The performances were much enjoyed, with 962 attending over the two showings.

The second RPAC presentation was our first film screening, titled Coral Sea Dreaming, and was presented on 19 February with 443 patrons attending. The show was filmed by Emmy Award-winning Australian cinematographer, David Hannan who currently resides at North Stradbroke Island, and it was pleasing to see such a large attendance from Island residents.

On 26 February the Chinese Allstar Acrobats performed with 298 patrons attending.

Hire usage in February included three internal hirers - a Community Safety Presentation, an Immunisation Clinic and the Water and Retail Distribution Project Group HR Framework Session. One commercial hirer held a real estate information session in the Gallery Foyer. The Centre is currently attracting regular bookings from local real estate offices for auctions and various sessions. The Carers' and Seniors' Expo attracted many seniors in the city who were provided morning tea in a cafe style environment outside the auditorium.

RPAC also launched its 2010 subscription season, which is showing positive signs at the box office with the first show in the season selling out.

Significant Variations Over Last Month

All scheduled events and programs ran to plan without incident.

Other Issues

In support of Council's ability to continue to deliver high quality services in a low RISK environment, a comprehensive three hour induction and fire evacuation training session was successfully held where new staff were trained and existing staff attended as part of their annual "refresher training". Included in the training were two full evacuation drills with local Qld Fire and Rescue staff in attendance. This is a key ongoing annual training event.

Significant Events in Forth Coming Months

RPAC's 2010 Musical Melodies season starts in March with Dusty, Doris and Me. These seniors' concerts have proven to be very popular with local aged facilities hiring buses to bring patrons to the shows.

Dirty Dusting starring Joan Sydney, Maggie King and Anne Phelan which has broken box office records appears at RPAC on 27 March. Due to its popularity the performance is now sold out. In April, the second of the Musical Melodies program - John McNally will be held.

Fandango with Friends featuring Karin Schaupp with the Flinders Quartet appears at RPAC in April. Karin will also be holding a Stage Fright Workshop, which will be offered to local performance groups. The workshop program teaches "self help" techniques, and while this program is primarily designed for performers it will also be helpful to anyone who is required to undertake presentations and public speaking. This program will also be offered to Council departments that have staff who would like to strengthen their presentation techniques and skills.

Relationship to Corporate Plan

The recommendation primarily supports Council's strategic priority to:

·                   Provide effective organisational leadership through strategic planning and accountable and ethical standards of practice.

·                   Build safe, strong and self reliant communities with access to community services, infrastructure and opportunities for participation in community life.

Financial Implications

The Customer & Community Services Group is within budget expectations.

Consultation

Consultation has occurred with all Customer & Community Service Managers and the General Manager Customer Services.

Officer’s/COMMITTEE Recommendation

Moved by:                    Cr Reimers
Seconded by:             Cr Bowler

That Council resolve to note the report and annexure.

council resolution

Moved by:                    Cr Boglary
Seconded by:             Cr Henry

That Council resolve to note the report and annexure.

CARRIED

14.2.3  MONTHLY REPORT FOR OPERATIONS AND MAINTENANCE GROUP

Dataworks Filename:                 GOV Reports to Committee – Operations & Maintenance (OPM)

Attachment:                                  Operations & Maintenance Monthly Report – April 2010 [PDF 350KB]

Responsible Officer Name:      Lex Smith
Manager Operations and Maintenance

Author Name:                               Tracy Carrick
Business Support Officer

The core activities of the Operations and Maintenance Group are contained within this report.

The Roads and Drainage Maintenance Unit,

The Parks and Conservation Unit,

The Environmental Education Unit, and

The Waste Unit have all contributed to this report.

The Waste Management Unit is a type 2 business unit and this report will provide Council with a monthly update and on a quarterly basis the unit will report its performance against the key performance Indicators in the business performance plan.

Purpose

To provide information to the Council on the activities undertaken by the Operations and Maintenance Group and on a quarterly basis it will report on the performance of the Waste Business Unit against key performance indicators.

Background

The Operations and Maintenance Group undertakes the day to day operational activities of environmental education and environmental extension programs, the maintenance and operation of Councils waste collection and disposal facilities, the maintenance of roads, drains, marine and quarry facilities, the maintenance of Councils parks reserves and assets. This range of activities is undertaken by Council’s day labour and contractor workforce. The group generally operates between the hours of 7am to 4.45 pm weekdays with an with on call service for after hours, however the environmental education operates 6 days per week and many evenings with  the waste facilities operating 7days per week.

Issues

ROADS AND DRAINAGE UNIT – Unscheduled Activities and Significant Events

Graffiti

93 instances rectified.  All but 2 incidents involved street signs.  System to capture costs of this activity is currently being developed.  Cost will be included in this report once figures are available.

Vandalism               

112 instances rectified

The majority of vandalism relates to street signs, much of which is attributed to motor vehicles deliberately running over signs in median strips and roundabouts.

Illegally Dumped Refuse 

Roads Unit – 40 incidences – total 20m3 – cost to dispose $4,650.  This included 10 tyres, 3 fridges.

No obvious hot spots for dumped rubbish.  There is a general spread across the city.  There is also a wide variety of types of rubbish.

Activities Status

Nil – All Activities on target

PARKS AND CONSERVATION UNIT– Unscheduled Activities and Significant Events

Graffiti                       

27 Instances of graffiti rectified

Vandalism               

4 Instances of vandalism rectified

Illegally Dumped Refuse

23.5m3 of dumped rubbish removed at a cost of approximately $3500.  The split of refuse is 70% greenwaste 30% mixed waste.                                                                   

Activities Status

Nil – All activities on target

ENVIRONMENTAL EDUCATION UNIT– Unscheduled Activities and Significant Events

Wildlife Issues

·                    Coochie Curlew Count – annual event

·                    Little Red Flying Foxes at the Junee Wetlands-officers attended neighbourhood education sessions, letterbox drops

·                    Ibis and Flying Foxes at the Black Swamp-officers met with residents

·                    Investigated possible botulism outbreak at Chrystal Waters – still pending

·                    Consultation and data production for Main Road project – Retrofitting fauna exclusion fencing

Activities Status

WASTE UNIT

Data for the Waste unit will be provided as per the current process via the Business Unit report.

Complaints

No of complaints - 2

Complaints related to:

·                    Odour on 02/02/10 and 05/02/10 at Birkdale Landfill

Site Reports

Birkdale Landfill and Transfer Station

·                    In February, a small portion of the Landfill Liner had to be rebuilt to ensure that all waste is contained within an engineered liner.

·                    LMS continued construction activities relating to the installation of the Landfill Gas Engine and electricity generator.

·                    All other operations have been continuing as normal.

Redland Bay Waste Transfer Station

·                    Due to the recent weather the number and frequency of leachate collections has increased.

·                    All other operations have been continuing as normal

Giles Rd Hardfill site

·                    All operations have been continuing as normal

North Stradbroke and Bay Island Waste Transfer Stations

·                    All operations have been continuing as normal

SMBIs and Coochiemudlo Island Waste Transfer Stations

·                    All operations have been continuing as normal

Activities Status

·                    Landfill Gas Engine and Electricity Generator

The installation of the Landfill Gas Engine and Electricity Generator has been impacted by the weather and is behind the original schedule for completion. Other site restraints have also put the date back. Commissioning of the facility is expected in Mid April 2010 at this stage.

Relationship to Corporate Plan

The activities undertaken within this report primarily support Council's strategic priorities to:

Ensure the enhancement of biodiversity including koala habitat, bushland, greenspace, waterways, catchments, air and coastal ecosystems in recognition of our unique location on Moreton Bay.

Provide and maintain water, waste services, roads, drainage and support the provision of transport and waterways infrastructure.

Build safe, strong and self reliant communities with access to community services, infrastructure and opportunities for participation in community life.

Financial Implications

The Operation and Maintenance Group is within budget.

Planning Scheme Implications

The Land Use Planning Group was consulted and it is considered that the outcome of recommendations in this report will not require any amendments to the Redlands Planning Scheme.

Consultation

This report was prepared in consultation with Unit Service Mangers and numerous staff within the Operations and Maintenance group

Officer’s/COMMITTEE Recommendation

Moved by:                    Cr Reimers
Seconded by:             Cr Bowler

That Council resolve to note the report.

council resolution

Moved by:                    Cr Boglary
Seconded by:             Cr Townsend

That Council resolve to note the report.

CARRIED

14.2.4  MONTHLY REPORT FOR PROJECT DELIVERY GROUP

Dataworks Filename:                 GOV Rpts to Cttee – PDG

Attachment:                                  Attachment 1 - PDG Monthly Report [PDF 80KB]
Attachments 2(a) & 2(b) - PDG Monthly Report [PDF 80KB]

Responsible Officer Name:      Bradley Salton
Acting Group Manager - Project Delivery Group

Author Name:                               Delia Dowthwaite
Project Administrator - Project Delivery Group

The Project Delivery Group Monthly Report is presented to Council for noting.

The report provides a project status and an overall financial summary for projects undertaken by the Project Delivery Group.

Purpose

To provide Council with a summary report of projects currently being managed by the Project Delivery Group.

Background

The Project Delivery Group (PDG) is responsible for the delivery of capital and major operational projects.   This involves developing detailed designs and costing for each project, coordinating the quotation or tendering process and the project delivery and/or construction of the works program.

Issues

Project Status

A detailed analysis has been undertaken to outline the number of projects being managed by the Project Delivery Group, their current status and projected completion dates.  (Refer Attachment 1)

Major Issues

The following projects have been identified as having major issues and there are some aspects of these projects that need to be addressed and/or noted:

·                    45787 – Pats Park Stage 1 - Project scope has recently been reviewed as there was insufficient budget allocation to complete the original scope.  Redesign to match budget has been completed. This project may not be completed this financial year, however this project will commence and PDG will expend as much as possible within the timeframe available.

·                    65014 – Sustainable Resource & Waste Facility Redland Bay - Project in evaluation stage. Project will not be constructed this financial year - recommended to transfer the remaining budget to a future year at 3rd Budget Review.

·                    65049 – Days Rd Upgrade link to Resources & Waste Facility – Awaiting advice from Client regarding decision on project. This project is linked to the SRWF and will not be constructed this year.

·                    65019 – Macleay Island Waste Transfer Station - Response required to Department Environment Resource Management on various aspects of design.  PDG will expend a portion of their budget allocation this financial year. The remaining budget should be carried forward by PDG and IPG at the 3^rd Budget Review. 

·                    45772 – Beth St, Russell Island - Project has major drainage issues. Area to be surveyed and a full design undertaken. Project will not be constructed this financial year.

Watch List – Possible Concern

The following projects have been placed on the “Watch List” and PDG are monitoring the progress of these projects

·                    45744 – Waste Water Disposal – Amity Pt Caravan Park, North Stradbroke Island - Emergency works completed. Long term treatment options being investigated by consultant. Proposed to carry forward remaining budget at 3rd Budget Review as construction works will not commence until next financial year.

·                    41774 – Victoria Point Reserve Stage 1 (Playground Upgrade) – Construction will commence this financial year, supply of equipment lead times may cause completion date to occur early 2010/11.

·                    41774 – Victoria Point Reserve Stage 1 (Carpark & Landscape Upgrade) – Construction will commence this financial year.  Completion will only occur once the playground upgrade has been finalised in 2010/11.  Balance of funds to be carried forward at 3rd Budget Review.

·                    41773 – Capalaba Regional Park Upgrade Stage 3b – Construction will commence this financial year.  Anticipated completion June/July 2010.

·                    45881 – Kennedy Farm site Remediation, Russell Island - Project scope has recently changed to include commissioning of environmental reports over the site. Report results will determine required scope and whether project will be completed this financial year.

·                    40318 – Cleveland Lighthouse Conservation Works – Stage 2 - Anticipated to complete the project June 2010; however extent of structural work will not be fully known until construction has commenced.

·                    42320 – Wellington Point Queuing Beach – This project has recently been provided to PDG for investigation.  Now awaiting final design, estimate and permit requirements. Project may need to be returned to client.

Weather Implications

Inclement weather has a major impact on the delivery of construction projects.  South East Queensland has experienced the wettest summer in the last six years. This has resulted in the Project Delivery Group reviewing their construction program. The results of this review will be identified within the upcoming 3^rd quarter budget submission, as various projects programmed may be delayed.

Financial Summary

The Group’s financial performance as at 28 February 2010 is summarised with supporting graphs.  (Refer Attachment 2a & 2b)

Relationship to Corporate Plan

The recommendation primarily supports Council’s strategic priority to:

·                    Build safe, strong and self reliant communities with access to community services, infrastructure and opportunities for participation in community life.

·                    Provide and maintain water, waste services, roads, drainage and support the provision of transport and waterways infrastructure.

Financial Implications

No direct financial implications arise from this report.

Planning Scheme Implications

There are no implications for the Planning Scheme arising from this report.

Consultation

The Survey Services Manager; Design Services Manager; Project Management Services Manager, Construction Projects Services Manager have been consulted in the preparation of this report and are supportive of the recommendation.

Officer’s/COMMITTEE Recommendation

Moved by:                    Cr Townsend
Seconded by:             Cr Bowler

That Council resolve to note the report.

council resolution

Moved by:                    Cr Boglary
Seconded by:             Cr Townsend

That Council resolve to note the report.

CARRIED

15    CORPORATE SERVICES AND GOVERNANCE COMMITTEE 21/4/2010 – RECEIPT AND ADOPTION

Moved by:                  Cr Ogilvie
Seconded by:           Cr Boglary

That the Corporate Services & Governance Committee Report of 21 April 2010 be received.

CARRIED

15.1   OFFICE OF CEO

15.1.1  CORE BUSINESS AND SERVICE LEVEL REVIEW – POL‑3089

Dataworks Filename:                 GOV Governance Principles, Policy, Systems & Reporting

Attachments:                                Draft POL-3089 - Core Business & Service Level Review [PDF 40KB]

Responsible Officer Name:      Gary Stevenson
Chief Executive Officer

Author Name:                               Gary Stevenson
Chief Executive Officer

In accordance with the Organisational Development Plan adopted in February 2009 and following the completion of the Community Plan (Redland 2030), a policy relating to Core Business and Service Level Review is presented.

Purpose

Council is requested to adopt the proposed policy and to endorse the proposed review process.

Background

As one of the Priority Policy Development areas and as one of 47 reform initiatives in the Organisational Development Plan, Council adopted a proposal to define and rationalise its approach to Core Business and to establish a process to review service levels and where appropriate to rationalise non-core business.

The tasks identified in the Organisational Development Plan are as follows;

1.            Adoption of Core Business Policy;

2.            Informal consultation with Councillors to seek opinions regarding potential rationalisation;

3.            Strategic review of existing range of business activities by CEO and ELG in conjunction with Redland 2030 outcomes;

4.            Report to Council for initial review of potential non-core business activities and broader resource allocation priorities;

5.            Comprehensive analysis of potential non-core business activities and desired service levels potential non-core business activities, including consideration of market issues such as alternative service providers;

6.            Establishment of service level reform, deliver model reform or exit strategy for identified non-core business activities.

Issues

A draft policy is attached for consideration.  This policy acknowledges the unavoidable influences of Redland 2030 Community Plan and Council’s developing Long Term Financial Strategy.  It is also influenced by relevant corporate objectives and industrial relations agreements.

The Policy is intended to be a clear statement of policy intent that will guide an imminent review process and also serve as a platform for ongoing organisational development.

The review process to be conducted during 2010 will first involve the identification of all business activities and their respective revenues, expenses, service levels and delivery modes.

This comprehensive database of business activities will be complimented by a review of options for service levels and delivery modes for each business activity.  In effect, this enhanced database will serve as a menu for reform initiatives.

Councillors will be requested to provide primary policy perception regarding the appetite for reform and identification of any business activities perceived not to be core business or in need of review.

An objective assessment of all business activities will then be undertaken by management.  This will primarily identify net cost of providing the service and compare it with a number of parameters describing the importance of the activity.

Management will then report to Council with recommendations for reform for non-core business activities relating to service level, delivery mode and resource allocation.

Relationship to Corporate Plan

This initiative relates to several objectives of the existing Corporate Plan including organisational improvement and governance.

Financial Implications

The review process will require significant investment of Officers’ time and is expected ultimately to enhance Council’s allocation of resources for its’ highest priorities.

Consultation

The proposed review initially arose from Councillors and Senior Officers Strategic Planning exercises and has subsequently been the subject of consultation in its development with the Executive Leadership Group members.

Options

Preferred

That Council resolve to adopt Corporate Policy POL-3089 “Core Business and Service Level Review”, as attached.

Alternative

That Council adopts an amended policy.

Officer’s/COMMITTEE Recommendation

That Council resolve to adopt Corporate Policy POL-3089 “Core Business and Service Level Review”, as attached.

COMMITTEE DISCUSSION

It was agreed to add the word “increasing” prior to the word “expectations” in policy statement number 1.

Committee Recommendation

Moved by:                    Cr Henry
Seconded by:             Cr Hobson

That Council resolve to adopt Corporate Policy POL-3089 “Core Business and Service Level Review”, as amended and attached.

COUNCIL RESOLUTION

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That Council resolve to adopt Corporate Policy POL-3089 “Core Business and Service Level Review”, as amended and attached.

CARRIED

15.1.2  REPORT ON THE AUDIT COMMITTEE MEETING – 8 FEBRUARY 2010

Dataworks Filename:                 GOV Audit Committee

Responsible Officer Name:      Gary Stevenson
Chief Executive Officer

Author Name:                               Kylie Fernon
Manager Internal Audit

In line with the Audit Committee Charter, the Audit Committee meeting of 8 February 2010 was scheduled to enable discussion and consideration of the following:

·      Receipt and Confirmation of Minutes of 13 October 2009;

·      Business Arising from Previous Minutes;

·      Local Government Finance Standard 2005 – Section 15 Requirements;

·      Compliance Certificates;

·      Internal Audit Plan Status;

·      Internal Audit Recommendations Due for Implementation;

·      QAO Recommendations Due for Implementation;

·      Internal Audit Reports;

·      Update from External Auditors;

·      Emerging Issues;

·      Other Business; and

·      General Business.

Purpose

The authority for the establishment of an Audit Committee is provided for under Section 502 of the Local Government Act 1993.  It operates in accordance with Part 2, Section 7 of the Local Government Finance Standard 2005.

The purpose of this report is to provide a summary of the issues discussed at the meeting on 8 February 2010.

Background

The primary objective of the Audit Committee is to assist Council in fulfilling its corporate governance role and oversight of financial measurement and reporting responsibilities imposed under the Financial Accountability Act 2009, the Local Government Act 1993 and other relevant legislation.

To fulfil this objective, it is necessary that a report on discussions and deliberations of the Audit Committee be submitted to Council to enhance the ability of Councillors to discharge their legal responsibility.

Issues

The following is a summary of the issues discussed at the meeting of 8 February 2010:

The Chair, Mr Scanlan, declared the meeting open (Item 1), with all members and invitees present (Item 2) with the exception of Cr T Bowler (Deputy Mayor), Mr B Worrall (WHK Horwath – QAO Audit Representative, and Mr G Underwood (General Manager Planning and Policy) who sent their apologies.

3          Receipt and Confirmation of Minutes

The minutes of the Audit Committee meeting of 13 October 2009 were confirmed as a true and accurate record of proceedings.

3.1       Business Arising from Previous Minutes

The following business arising from the previous minutes were noted:

As per item 3.1 (Business Arising from Previous Minutes) of the minutes of the Audit Committee meeting of 13 October 2009, an update is to be provided by the Manager Internal Audit regarding the expected completion date of the review of all internal audit recommendations still in the “in progress” stage as per the Internal Audit Database – dealt with at Item 7.1.

As per item 8.5 (Internal Audit Reports – Development and Community Standards) of the minutes of the Audit Committee meeting of 8 February 2010, an update is to be provided by the General Manager Development and Community Standards regarding the Review of the Management of Fee Waivers and Discounts Relating to Development Applications.

Update was given by General Manager Development and Community Standards as follows:

·                    Council resolved to make changes to the fees and charges schedule and to the management of fee discounts within development applications.

·                    The fee schedule has been edited accordingly and published on the WEB.

·                    All discounts are now being recorded in the fees and charges register and all discounts are currently being approved by the General Manager Development and Community Standards.

·                    A working party has been formed to review the development and community standards fees and charges schedule in preparation for the new budget.

·                    General Manager Development and Community Standards to report back to Council on the discounts since the previous resolution when the new group managers are appointed.

Action Item:

A report is to be prepared to demonstrate how fees and charges’ discounts are accounted for and reconciled. 

·                    As per item 10 (Emerging Issues) of the minutes of the Audit Committee meeting of 13 October 2009, an update is to be provided by Mr Peter Gould, Workplace Health & Safety Advisor, regarding the progress of the implementation of the recommendations of the Safety Management Systems Audit Report and Compliance Recommendation Action Plan.

Update given by Peter Gould, Workplace Health & Safety Advisor:

·                    65 non-compliances in total. 

·                    42 have been addressed.

·                    23 outstanding items to be addressed prior to the audit.

·                    The auditors from David Randal and Associates will be at Council for a week from Monday 22^nd February 2010.

·                    Workplace Health & Safety Queensland to review and offer a recommendation to WorkCover in relation to Council safety management system and self insurance.

·                    The internal audit of the safety management system will be in August and a joint audit for that period will be looked at.

·                    Safety element audits with all procedures on the different business units in Council to commence next month.

·                    A number of specific audits conducted recently in technical areas. For example:

·                    Height safety systems looked at and an external audit is being developed.

·                    Doing a complete safe work method review on the septic system at the Amity Point Holiday Park.

·                    Implementation in March or April of a review of contractor’s Safety Management Systems.

·                    As per item 11 (Other Business) of the minutes of the Audit Committee meeting of 13 October 2009, Internal Audit is to undertake a review of the process regarding bonds on development approvals and compliance with Council policies.

·                    Update provided by Manager Internal Audit – review has commenced and to be reported at the next meeting.

Action Item:

Internal Audit Manager to report on the review of the process regarding bonds on development approvals at next meeting.

4          LOCAL GOVERNMENT FINANCE STANDARD 2005 – SECTION 15 REQUIREMENTS

The Chief Executive Officer reported to the Audit Committee on the following significant changes since the last meeting of this Committee:

·                    General Manager Governance has reviewed the operation and structure of the Mayor’s and CEO’s office.

·                    General Manager Development and Community Standards has done a complete review of the structure/sub structure and obtained approval for a change.

·                    General Manager Corporate Services - has done some minor changes.  The Human Resources group is now known as People and Change and is presently recruiting for a Group Manager for that area.

·                    General Manager Customer Services has made a minor change at this stage to the Project Delivery Group with the shift from Operations and Maintenance of the capital works responsibilities.  Further changes regarding the establishment of a Commercial Business Unit within that area is being pursued during 2010.

·                    General Manager Redland Water is going through significant institutional change with the creation of Allconnex Water - the new water business to be owned by Logan, Gold Coast and Redland City Council - which will commence on 1 July 2010.

·                    In relation to risks, Council is in the process of undertaking a significant review of strategic and operational risks.

·                    Significant work has been undertaken for the Workplace Health and Safety Audit.

·                    During 2009 Council also undertook environmental strategic planning.  One significant area is Council’s Climate Change risk assessment. Council is currently working through the development of the climate change adaptation plan, which will be presented to Council for its consideration in the middle part of this year.

·                    Development of the Corporate Plan is under way now that the Community Plan process is nearing completion.

·                    Organisational Development Plan has been given a boost with Council’s approval for a resource to manage and coordinate that project.

·                    Long term financial strategy - Council is just ahead of the new Local Government Act requirements.

Action Item:

A one-page organisational chart is to be placed into the audit pack to illustrate the current structure and names of key personnel.  Copies of the adopted Community Plan and Corporate Plan are also to be included.

COMMITTEE DECISION

The CEO’s report was noted.

5          COMPLIANCE CERTIFICATES

Compliance Certificates for the Office of CEO, Governance, Customer Services, Planning and Policy, Corporate Services and Redland Water were presented to the Committee. 

Action item:

The GM Governance to arrange for the most recent quarter’s compliance certificates to be received by the Audit Committee in future.

COMMITTEE DECISION

The Compliance Certificates were noted as presented.

6          INTERNAL AUDIT PLAN

6.1       AUDIT PLAN STATUS

·                    Internal Audit Plan 2009/2010 was presented by the Manager Internal Audit.

·                    Ms Fernon sought approval from the Committee to transfer 4 low risk items to next financial year, as “unplanned activities” were more time consuming than anticipated.

·                    CEO comfortable with the delay in these 4 items.

·                    General Manager Governance recognised the excellent work the audit team (Kylie, Graham and Julie) had done to manage this amount of work load and the quality of the work.

·                    Virendra Dua requested that additional information be incorporated into the Audit Plan Status Report.

COMMITTEE DECISION

The Audit Committee noted the Audit Plan Status as presented and request to delay 4 low risk items to next financial year.  The Committee requested that the Computer Assisted Audit Techniques (CAAT) audit be undertaken next financial year to maximise benefits from the external auditors’ CAAT investigations.

7          AUDIT RECOMMENDATIONS DUE FOR IMPLEMENTATION

7.1       INTERNAL AUDIT RECOMMENDATIONS

The Manager Internal Audit presented a progress report of audit recommendations due for implementation to the Committee.

Action Items:

Initial extensions are to be cleared by the GM Governance or the CEO and reported to the Audit Committee (with brief explanation for high/extreme risks).  Those extensions beyond one quarter are to be brought to the Audit Committee for decision.

Additional information about outstanding recommendations (what the item refers to) was requested.

COMMITTEE DECISION

The Audit Committee noted the Audit Recommendations Due For Implementation as presented.

8          INTERNAL AUDIT REPORTS

The following reports are presented for Audit Committee consideration:

8.1.1   CUSTOMER SERVICES

·                    Internal Audit Report 17/11/09 – Review of the Management of Respite Services (distributed separately)

8.1.2   CORPORATE SERVICES

·                    Internal Audit Report 29/01/10 – Review of the Management of Petty Cash Floats Across Council (distributed separately)

8.1.3   ACROSS COUNCIL

·                    Internal Audit Report 09/12/09 – Review of Community Service Obligations Across Council (distributed separately)

·                    Internal Audit Report 22/12/09 – Review of Business Critical Databases not maintained within Information Management (distributed separately)

Action Item:

A brief report from the General Manager Corporate Services on what assumptions are used in terms of determining the CSO numbers required.

COMMITTEE DECISION

The Audit Committee received and noted the 4 audit reports as presented.

9          UPDATE FROM EXTERNAL AUDITORS

·                    Mr Gavin Ruddell (on behalf of Mr Worrall) presented WHK Horwath’s Audit Service Plan FY 2010:

·                    Audit activities to remain predominately similar to what was undertaken in 08/09. 

·                    Detailed planning and risk assessment to commence in April 2010. 

·                    Page 8 of the Service Plan details the timing of the audit.

·                    Key areas of focus will be PP&E and provisions.

·                    Also will address the QAO assertions of probity propriety and prescribed requirements.

committee decision

The Audit Committee noted WHK Horwath’s Audit Service Plan as presented.

10        emerging issues

10.1    sECTIONS 130 AND 131 OF THE Draft local government financial regulation’s requirements for INTERNAL AUDIT AND AUDIT COMMITTEES

The Manager Internal Audit presented information to the Committee regarding the requirements for Internal Audit and Audit Committees as per Sections 130 and 131 of the Draft Local Government Financial Regulation.

committee decision

The Audit Committee noted the report as presented.

11        other business

11.1    Organisational Development plan issue 34 – Exposing and deterring Misconduct, Fraud and Corruption

The Manager Internal Audit presented a progress report to the Committee on Issue 34 of the Organisational Development Plan – Exposing and Deterring Misconduct, Fraud and Corruption.

Action Item:

The Manager Internal Audit is to provide a progress update at the next meeting.

committee decision

The Audit Committee noted the report as presented.

11.2    Proposed Council Corporate governance Framework

The Manager Corporate Planning, Performance and Risk presented a proposed Corporate Governance Framework model for Council.

committee decision

The Audit Committee noted the report and the potential implications for the Internal Audit function, as presented.

12        General business

12.1    financial information

It was noted that the Audit Committee had not received financial information in accordance with its Charter (s. 1.5.2)

The Chairperson requested Virendra Dua present any suggestions on Audit Committee process by submitting a briefing note at the next meeting.

Action Items:

Financial information (in its existing form) is to be supplied to the Audit Committee as a standing agenda item with an oral briefing on how Council is performing against budget.

12.2    REVIEW OF COMMITTEE STRUCTURE

General Manager Governance gave an overview of the process involved in reviewing the structure of Council’s Standing Committees and General Meetings.

Committee decision

The general business items were noted by the Audit Committee.

13        MEETING CLOSURE

There being no further business, the meeting closed at 4.16pm.

Relationship to Corporate Plan

The recommendation in this report primarily supports Council’s strategic priority to support  the organisation’s capacity to deliver services to the community by building a skilled, motivated and continually learning workforce, ensuring our assets and finances are well managed, our corporate knowledge is captured and used to best advantage, and that we market and communicate our services effectively.

Financial Implications

The cost to Council for the attendance of the independent Committee Chair and independent external Committee member is $10,000 per annum. This is provided for in the Internal Audit Group Budget.

Consultation

The Audit Committee minutes are presented for confirmation as true and accurate record of proceedings at its next meeting.

Options

Preferred

The Council accept this report, which summarises the issues discussed at the Audit Committee meeting of 8 February 2010.

Alternative

1.    That Council accept this report and request additional information; or

2.   That Council not accept this report and request an alternative method of reporting.

Officer’s/Committee Recommendation

Moved by:                    Cr Hobson
Seconded by:             Cr Boglary

That Council resolve to accept this report, which summarises the issues discussed at the Audit Committee Meeting of 8 February 2010.

council resolution

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That Council resolve to accept this report, which summarises the issues discussed at the Audit Committee Meeting of 8 February 2010.

CARRIED

15.2   CORPORATE SERVICES

15.2.1  MARCH 2010 - MONTHLY FINANCIAL REPORTS

Dataworks Filename:                 FM Monthly Financial Reports to Committee

Attachment:                                  March 2010 – Monthly Financial Reports [PDF 780KB]

Responsible Officer Name:      Kerry Phillips
Manager Financial Services

Author Name:                               Deborah Corbett-Hall
Acting Service Manager Budgeting, Financial Modelling and Group Support

Section 528(1) of the Local Government Act 1993 requires that Council’s statement of accounts be presented at an ordinary monthly meeting.

The attachments to this report present the March 2010 financial statement of accounts to Council and provide detailed analytical commentary. Millions will be displayed by an M, and thousands will be displayed by a K.

The financials demonstrate that all of the seven Key Financial Performance Indicators once again exceeded targets set at the beginning of the financial year.  These are:

·         level of dependence on general rate revenue;

·         ability to pay our bills – current ratio;

·         ability to repay our debt – debt servicing ratio;

·         cash balance;

·         cash balances – cash capacity in months;

·         longer term financial stability – debt to assets ratio; and

·         operating performance.

An additional four Key Performance Indicators have been provided which illustrate new indicators that Council will be required to report against when the new Local Government legislative framework is adopted. Currently, Council is meeting three of the four targets with Operating Surplus YTD falling just short of the target.

At 31 March 2010, capital works expenditure was only 41.4% of the revised total annual capital works budget of $72.9M.  More detailed analysis is provided further on in this report.

Council’s end of month operating financial result (Earnings Before Interest, Tax and Depreciation – EBITD) is ahead of revised budget by $9.6M, with operating revenue above budget by $3.1M & operating expenditure underspent by $6.6M.

The cash flow position for the year is $8.6M above the revised budget, primarily due to receipts from customers $1.1M, lower payments to suppliers & employees $6.2M and lower payments for property, plant and equipment $1.3M.  The cash held at 31 March 2010 is $87.7M, equal to 6.5 months cash capacity against an original target of three to four months.  As the water business is continuing to move through the reform process, Redland City Council remains committed to retaining additional cash until the outcome of the process is clear.

Purpose

The purpose is to present the March 2010 report to Council and explain the content and analysis of the report.  Section 528 of the Local Government Act 1993 requires the Chief Executive Officer of a local government to present statements of its accounts to the local government.

Background

The Corporate Plan contains a strategic priority to ensure the long term financial viability of Redland City and provide public accountability in financial management.  For organisational effectiveness, it is important that Council receive and understand the monthly financial statements.

Issues

The following elements, shown in the attachments, comprise the End of Month Financial Reports for March 2010:

Dashboard and Key Performance Indicators (A)

·         Operating Revenue compared with Budget;

·         Operating Expenditure compared with Budget;

·         Employee Costs compared with Budget;

·         Capital Expenditure compared with Budget;

·         Key Performance Indicators – Actuals compared with Budget and Targets.

Operating Statement with headline commentary (B)

Shows the percentage variance of year to date actual results compared with year to date budget by colour indicators.  Tolerance levels for the variances differ between operational and capital amounts.

Additionally, an Operating Statement by Strategic Priority (C); Balance Sheet and commentary (D); Cash Flow Statement and commentary (E); and an Investment Summary and Graphs (F) have been included to provide the complete picture of Council’s finances.  Finally, an Operating Statement with detailed commentary (G) shows year to date actual results compared with annual and year to date budgets.  This report has a brief commentary on all year to date variances greater than $20,000 and variances are classified as timing or permanent.  Timing variances are anticipated to disappear once 30 June 2010 figures are produced.  Permanent variances imply the variance will remain into the next financial year.

Relationship to Corporate Plan

The recommendation in this report primarily supports Council’s strategic priority to support the organisation’s capacity to deliver services to the community by building a skilled, motivated and continually learning workforce, ensuring assets and finances are well managed, corporate knowledge is captured and used to best advantage, and that services are marketed and communicated effectively.

Financial Implications

The overall financial position as at the end of March 2010 remains strong with EBITD of $36.3M ($9.6M ahead of budget).  This result is due to total operating revenue of $142.4M ($3.1M above budget) and total operating costs of $106.1M (favourable variance of $6.5M).

Operating Revenue

Rates Charges are favourable against budget by net $391K.  Utility Charges has a favourable variance of $601K predominantly as a result of favourable water consumption charges of $489K & refuse charges of $137K partially offset by an unfavourable variance of $56K on separate / special charges. 

Fees and Charges are over budget by $38K due to Sustainable Assessment fees and charges $282K, which is offset by unfavourable variances in waste operations ($86K), commercial fees ($79K), roads and drainage ($91K), SAC fees ($65K) and camping fees ($41K).

Operating Grants and Subsidies is above budget by $1.4M due to timing variances, expected to align to the budgeted expectations by the end of April.

External interest is favourable by $148K due mainly to higher than anticipated cash holdings and interest rates.

Other revenue is above budget by $406K primarily due to Operations & Maintenance Scrap Metal Revenue $114K, Property Services commercial rent $66K; Water Reform misc revenue $54K, revenue for Cleveland Point works $45K, $41K environmental education revenue and $41K RPAC entrepreneured event revenue.

Operating Expenditure

Employee Costs is under budget by $234K as a result of vacancies in Development & Community Standards $517K (currently under recruitment) and Governance $66K, offset by overspends in Customer Service $256K, Corporate Services $150K and Redland Water $50K. 

Operational Goods and Services are under year to date budget by $6.4M and the majority of variances are expected to be timing at this stage.  The largest variances relate to $624K Environmental Management, $491K Land Use Planning, $263K Waste Water Treatment, $652K Operations & Maintenance, $743K Infrastructure Development, $228K Marketing and Communications.

Capital Revenue

Contributions and Donations are $44K over budget which is split between the Customer Services and Planning and Policy Departments.

Capital Expenditure

The Capital Expenditure program is 6.7% or $2.1M behind revised budget as at the end of March 2010.

Major underspends are Redland Water projects ($2034K): wastewater ICS $807K, wastewater treatment $500K, wastewater reticulation $371K, pump stations $350K, and sewer and maintenance holes $295K.  ‘Overspends’ in Corporate Services of $2,051K are offset by underspends in Customer Service ($1076K): Asphalt ($700K), Rickertt/Quarry Rd ($414K), Future Designs ($354K) and RDQ constructions overheads ($270K).  Further underspends are in Planning and Policy ($989K) – the underspends in this department are across many jobs.  It must be noted that the figure in Corporate Services is distorted by the investment in LG water of $2,626K.  Without this entry the department would have a favourable variance of $334K.

Capitalised Employee Costs is $24K below cumulative budget with the main underspend being $259K in PDG, offset by $196K overspend in Redland Water.

Cash and Investments

The investment of surplus funds for the month returned a weighted average rate of return of 4.44%, which is again ahead of the UBS Aust Bank Bill Index of 3.92%.  The cumulative position for the year is a favourable return of 4.04% against the UBS Aust Bank Bill Index of 3.66%.  These returns are reported on a monthly weighted average return and Council benchmarks the funds against the UBS Australian Bank Bill Index.  Interest return is reported on both an annual effective and nominal rate of return.  It is also relevant to note that the RBA policy interest rate has increased to 4.00% at the end of March 2010 (and has risen again to 4.25% as at 12 April 2010).

The cash balance is $87.7M at the end of March 2010 which is equivalent to 6.5 months cash capacity.  Council is intentionally maintaining a higher balance than target whilst it monitors the impact of the structural reforms to the water business. 

Planning Scheme Implications

It is considered that the outcome of recommendations in this report will not require any amendments to the Redlands Planning Scheme.

Consultation

Consultation has taken place amongst the Executive Leadership Group.

Options

Preferred

That Council resolve to note the End of Month Financial Reports for March 2010 and explanations as presented in the following attachments:

1.    Dashboard and Key Performance Indicators (A);

2.    Operating Statement with headline commentary (B);

3.    Operating Statement by Strategic Priority (C);

4.    Balance Sheet and commentary (D);

5.    Cash Flow Statement and commentary (E);

6.    Investment Summary and Graphs (F); and a

7.    Operating Statement with detailed commentary (G).

Alternative

That Council requests additional information.

Officer’s/Committee Recommendation

Moved by:                    Cr Hobson
Seconded by:             Cr Reimers

That Council resolve to note the End of Month Financial Reports for March 2010 and explanations as presented in the following attachments:

1.            Dashboard and Key Performance Indicators (A);

2.            Operating Statement with headline commentary (B);

3.            Operating Statement by Strategic Priority (C);

4.            Balance Sheet and commentary (D); and

5.            Cash Flow Statement and commentary (E).

6.            Investment Summary and Graphs (F); and a

7.            Operating Statement with detailed commentary (G).

COUNCIL RESOLUTION

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That Council resolve to note the End of Month Financial Reports for March 2010 and explanations as presented in the following attachments:

1.    Dashboard and Key Performance Indicators (A);

2.    Operating Statement with headline commentary (B);

3.    Operating Statement by Strategic Priority (C);

4.    Balance Sheet and commentary (D); and

5.    Cash Flow Statement and commentary (E).

6.    Investment Summary and Graphs (F); and a

7.    Operating Statement with detailed commentary (G).

CARRIED

15.2.2  QUARTERLY PROJECTS AND BUSINESS UNIT ACTIVITY REPORTS

Dataworks Filename:                 FM Quarterly Projects and Business Unit Activity Reports

Attachment:                                  Quarterly Projects and Business Unit Activity Reports [PDF 440KB]

Responsible Officer Name:      Kerry Phillips
Manager Financial Services

Author Name:                               Deborah Corbett-Hall
Acting Service Manager Budgeting, Financial Modelling and Group Support

The attached reports include:

·                    the business activity statements for Council’s four business activities subject to the Code of Competitive Conduct - Caravan Parks and Camping, School Age Care, Redlands Performing Arts Centre and Building Certification Services; and

·                    selected operational and capital project expenditure across individual groups and departments of Council for the cumulative position as at the end of March 2010.

Purpose

Council resolved to apply the Code of Competitive Conduct to 4 business units as part of its 2009/10 adopted budget.  This report highlights actual to budget results for revenue and expenditure and provides commentary on major variations.

This report also presents year to date expenditure against revised and original budgets for selected operational and capital projects across the groups and departments of Council.

Background

In the previous financial year, the business activity statements and project reports were presented to Council on a quarterly basis as part of a complete package of financial reports.  In order to achieve a clear separation between the strategic financial management and operational performance of Council, the quarterly operational and capital project and Code of Competitive Conduct business unit reports have been detached from the full suite of financial reports and presented as a separate report to Council.

The suite of strategic financial reports containing Council’s operating statement, balance sheet, cash flows and delivery against key financial performance indicators is presented as a separate report to Council.

Issues

Nil.

Relationship to Corporate Plan

The recommendation in this report primarily supports Council’s strategic priority to support the organisation’s capacity to deliver services to the community by building a skilled, motivated and continually learning workforce, ensuring assets and finances are well managed, corporate knowledge is captured and used to best advantage, and that services are marketed and communicated effectively.

Financial Implications

Caravan Parks and Camping

The Caravan Parks and Camping business activity reported a net surplus (before imputed tax) of $19,000 for the nine months to 31/03/2010 with operating revenue $2.12 million ($52,000 behind budget) and operating expenditure $2.10 million ($49,000 over budget).  The favourable revenue was due predominantly to NSI Foreshores.  The increased costs were due to DERM requirements and additional ground water monitoring at Amity Point.

School Age Care

The School Age Care business unit reported a net loss of $196,000 for the first three quarters of the 2009-10 financial year.  This comprised operating revenue of $2.2 million ($100,000 under budget) and operating expenditure of $2.4 million ($186,000 over budget).  With respect to operating revenue - fees and charges and child care benefit are considered to be timing issues. 

Redland Performing Arts Centre

The Redland Performing Arts Centre business unit reported a net loss (before imputed tax) of $925,000 for the nine months to 31/03/2010.  This comprised operating revenue of $1.3 million ($58,000 ahead of budget) and operating expenditure of $1.3 million ($36,000 below budget).  Employee costs are under budget by $62,000 due to contractor savings over casual staff.

Building Certification Services

The Building Certification Services business unit reported a net surplus (before imputed tax) of $83,000 for the first three quarters of the financial year.  Operating revenue comprised $869,000 ($79,000 under budget) and operating expenditure $786,000 ($180,000 under budget).  Revenue is down due to domestic inspections and development applications being behind budgeted expectations. The variance is anticipated to be as a result of the new Sustainable Planning Act. Salaries and wages are under budget by $170,000 due to vacant positions pending the restructure.

Selected Operational Projects

Expenditure on operational goods and services was under budget by $6.4 million at 31/03/10 implying significant delays in the commencement and completion of 2009/10 operational projects and issues relating to the phasing of the original budget.  Major areas that are behind in operational expenditure include Operations and Maintenance ($652,000), Environmental Management ($624,000), Infrastructure Development ($743,000) and Land Use Planning ($491,000).

Significant individual projects behind budget include:-

Landfill Site Investigations Programme                            $131,000

Master Plans and Local Area Plans                                  $165,000

Planning Studies                                                                  $156,000

Aquatic Paradise Stormwater Silt Removal                     $153,000

The attached report provides commentary on the progress of an extensive list of other selected projects.

Selected Capital Projects

The capital expenditure program is behind year to date revised budget by 6.7% or $2.1 million at 31/03/10.  Of particular note, two groups that are significantly behind their budgeted positions are Redland Water Distribution $1.8 million and Project Delivery Group $1.1 million.

Large capital projects behind schedule include:

Wastewater ICS                                                                   $807,000

Asphalt                                                                                  $700,000

Wastewater treatment                                                         $500,000

Rickertt/Quarry Rd                                                               $414,000

Planning Scheme Implications

It is considered that the outcome of recommendations in this report will not require any amendments to the Redlands Planning Scheme.

Consultation

The Chief Executive Officer and General Manager Corporate Services initiated discussions with the Executive Leadership Group and Council several months ago to clearly separate strategic financial reporting from operational and capital project reporting.  This was to enable a clear focus on Council’s corporate financial performance and position including results against key financial performance indicators in the financial strategy.

A presentation was subsequently given to Council on the proposed layout and presentation of the enhanced suite of financial reports.  Feedback from this meeting has now been incorporated into the presentation layout and style of the new suite of financial reports.

Options

Preferred

That Council resolve to note the quarterly operational and capital project reports in addition to the Business Unit reports to which the Code of Competitive Conduct applies for March 2010, as presented in the following attachments:

1.            Business activity statement for Caravan Parks and Camping;

2.            Business activity statement for School Age Care;

3.            Business activity statement for Redlands Performing Arts Centre;

4.            Business activity statement for Building Certification Services; and

5.            Selected Operational and Capital Projects expenditure reports.

Alternative

That Council requests additional information.

Officer’s/Committee Recommendation

Moved by:                    Cr Bowler
Seconded by:             Cr Williams

That Council resolve to note the quarterly operational and capital project reports in addition to the Business Unit reports to which the Code of Competitive Conduct applies for March 2010, as presented in the following attachments:

1.    Business activity statement for Caravan Parks and Camping;

2.    Business activity statement for School Age Care;

3.    Business activity statement for Redlands Performing Arts Centre;

4.    Business activity statement for Building Certification Services; and

5.    Selected Operational and Capital Projects expenditure reports.

council resolution

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That Council resolve to note the quarterly operational and capital project reports in addition to the Business Unit reports to which the Code of Competitive Conduct applies for March 2010, as presented in the following attachments:

1.    Business activity statement for Caravan Parks and Camping;

2.    Business activity statement for School Age Care;

3.    Business activity statement for Redlands Performing Arts Centre;

4.    Business activity statement for Building Certification Services; and

5.    Selected Operational and Capital Projects expenditure reports.

CARRIED

15.2.3  ALLCONNEX WATER - COMMUNITY SERVICE OBLIGATIONS

Dataworks Filename:                 GOV WRAD - WB3 Administration Resources

Responsible Officer Name:      Martin Drydale
General Manager Corporate Services

Author Name:                               Eleanor Bray
Manager Water Reform
Margaret Haynes
Supervisor Water Billing Services

Community Service Obligations (CSOs) of a commercial business unit of Local Government are provided for under section 577 the Local Government Act 1993.

Redland City Council applies CSOs to assist residents and community organisations in the city with financial relief for the good of the community.

With the establishment of Allconnex Water new policies are emerging on the provision of Community Service Obligation’s.  Allconnex Water has indicated that continuing support will be available for existing CSO’s related to concealed leak remissions, medical rebates for home dialysis users.  All other existing CSO’s will not be supported (funded) by Allconnex Water.

Council will need to consider whether they will continue to make provision for water and wastewater related CSOs for Not for Profit organisations from 1 July 2010. Council will also need to consider options for the delivery of CSOs either through pre rates adjustment (current method) or a rebate process.

Current Redland Water policies POL-3027 and POL-3028 will cease to exist in their current form from 1 July 2010 with the creation of Allconnex Water.

Should Council wish to continue to provide water and wastewater CSOs, new policies, guidelines and procedures will be required.

Purpose

To identify the water and wastewater CSOs currently provided by Council and make a decision on the provision and processing of CSOs for water and wastewater charges following the commencement of Allconnex Water on 1 July 2010.

Background

Community Service Obligations (CSOs) of a commercial business unit of Local Government is defined in section 577 the Local Government Act 1993 as:

Redland City Council applies CSOs to assist community organisations in the city with financial relief for the good of the community.

RCC currently support the following Community Service Obligations through water and wastewater charges reductions:

·                    Water consumption remission for concealed leaks;

·                    Home Dialysis Remissions for registered patients;

·                    Reduction in water consumption charges for not for profit organisations (pay at residential tiered rate rather than full commercial rate);

·                    No water access charge is applied to not for profit organisations;

·                    Reduced wastewater access charges apply to not for profit organisations.

While water consumption used for fire fighting purposes is not a CSO, it will continue to be ‘non revenue water’ as per section 144 of the Water Supply (and Safety Reliability) Act 2008.

The value attached to this support is approximately $470,000 as indicated in the table below which details the various category and financial implication.

¹Note that water policy does not specify exclusion of poker machines, however this is applied for consistency with the wastewater policy.

²Approximate cost based on consumption so will change depending on usage.

Issues

Allconnex Water Position

From 1 July 2010 Allconnex Water will take responsibility for water and waste water related activities in the Redland City Council area.

Indications are that Allconnex Water will continue to provide concealed leak remissions, medical rebates for home dialysis users and reimbursement of water used for fire purposes.

Allconnex Water have indicated that remaining CSOs related to water and wastewater services for not for profit (NFP) organisations will not be provided by Allconnex Water, including water and wastewater access reductions, water consumption concessions and trade waste volumetric rebates.

Council Provisions for Water Related NFP CSOs from 1 July 2010

Current provisions and the application of CSOs have been applied to community organisations across the Redland City for a significant period of time.  As these types of provisions provided across the three Council districts in Allconnex Water vary considerably, it is unlikely that Allconnex Water will provide NFP CSOs from 1 July 2010. Gold Coast has arrangements of Surf Clubs while Logan offer limited NFP CSOs.

Council will need to make a decision on the continuation of NFP organisations for water and wastewater related CSOs. Given the impact on the various community organisations it is recommended the any current arrangements be maintained in the short term with a full review and consultation process undertaken to determine the future provisions of CSOs to be in place by July 2011.

Council Delivery of Water Related NFP CSOs from 1 July 2010

Council will also need to determine the most appropriate forum for delivery of water and wastewater NFP CSOs through Allconnex Water as existing systems and processes will only be available until 1 July 2011 when Allconnex Water anticipates to have an independent customer billing solution. At this point RCC lose visibility of discounted water and wastewater charges.

If approval is given to continue with CSOs it may be the preference of Council to provide the CSOs separately from the Allconnex Water account through a rebate arrangement similar to Logan City Council who currently provide rebates on charges rather than pre-rate adjustments method currently applied in Redland City Council. This method provides a more transparent process and community organisations are aware of the support provided by Council.

The issue with this method is that the eligible NFP organisations would be charged the full water and wastewater charges as part of the Allconnex Water charges on the rates notice and have to pay the full amount before receiving the rebate.

Should the delivery of the CSO remain with Allconnex Water the public may associate the discount as being from Allconnex Water rather than from Redland City Council.

Polices & Guidelines

Existing water and wastewater policies (POL 3027 and POL 3028) and relevant guidelines will no longer exist after 1 July 2010 and will need to be re-written to reflect future decisions on provisions and delivery of NFP CSOs in line with Corporate Services CSO policies.

The establishment of Allconnex Water has provided the catalyst for a review of existing policies, which has indicated inconsistencies in application that require addressing. Significant community consultation will be required both for changes stemming from inconsistencies and for broader policy application changes.

A recent audit report regarding CSOs identified the following issues:

·                    no formal guideline existing for definition, eligibility of water and wastewater CSOs;

·                    the requirement for a register of customers receiving CSOs to assist with auditing and reporting of CSOs;

·                    inconsistencies and ambiguities between the water and wastewater charges policies with a recommendation of a new policy be drafted relating to CSOs for water and wastewater charges.

Relationship to Corporate Plan

The recommendation primarily supports Council's strategic priority to make sure the long term financial viability of the City and provide public accountability in financial management.

Financial Implications

Redland City Council already budgets and funds the cost of providing the water and wastewater CSOs. Approximately $130,000 if existing CSOs will be funded for 2010 if Allconnex Water manages remissions for concealed leaks and dialysis.

There may be additional costs to resource the administration CSOs if Council continue to provide these CSO’s or should Council decide to separate the CSOs from Allconnex Water charges by offering them as in the form of a rebate.

Planning Scheme Implications

There are no planning scheme implications within this report.

Consultation

Consultation has occurred between Redland Water, Corporate Services Officers, Manager of Finance and representatives from Allconnex Water WB3 project team.

Options

Preferred

That Council resolve as follows:

1.    That the Chief Executive Officer write to Allconnex Water supporting the provision and funding of leak and dialysis remissions on water charges;

2.    To make provision for the funding of Not for Profit Organisations CSOs for water and wastewater charges, in their current form, for 2010/2011 financial year;

3.    To continue to deliver CSOs for Not for Profit Organisations through pre-charge adjustments water and wastewater charges until 1 July 2011;

4.    That Corporate Services develop new policies and guidelines on the treatment of water and wastewater related CSOs to support arrangement from 1 July 2010; and

5.    That Corporate Services undertake a review of water and wastewater related CSOs for Not for Profit Organisations, including community consultation, and alternative arrangements for a future grant system and report back to Council by December 2010 for implementation by 1 July 2011.

Alternative

That Council resolve as follows:

1.    To support Allconnex Water providing and funding leak and dialysis remissions on water charges; and

2.    To discontinue the provision of Not for Profit Organisations CSOs for water and wastewater charges from 1 July 2010.

Officer’s/committee Recommendation

Moved by:                    Cr Williams
Seconded by:             Cr Henry

That Council resolve as follows:

1.    That the Chief Executive Officer write to Allconnex Water supporting the provision and funding of leak and dialysis remissions on water charges;

2.    To make provision for the funding of Not for Profit Organisations CSOs for water and wastewater charges, in their current form, for 2010/2011 financial year;

3.    To continue to deliver CSOs for Not for Profit Organisations through pre-charge adjustments water and wastewater charges until 1 July  2011;

4.    That Corporate Services develop new policies and guidelines on the treatment of water and wastewater related CSOs to support arrangement from 1 July 2010; and

5.    That Corporate Services undertake a review of water and wastewater related CSOs for Not for Profit Organisations including community consultation, and alternative arrangements for a future grant system and report back to Council by December 2010 for implementation by 1 July 2011.

council resolution

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That Council resolve as follows:

1.    That the Chief Executive Officer write to Allconnex Water supporting the provision and funding of leak and dialysis remissions on water charges;

2.    To make provision for the funding of Not for Profit Organisations CSOs for water and wastewater charges, in their current form, for 2010/2011 financial year;

3.    To continue to deliver CSOs for Not for Profit Organisations through pre-charge adjustments water and wastewater charges until 1 July  2011;

4.    That Corporate Services develop new policies and guidelines on the treatment of water and wastewater related CSOs to support arrangement from 1 July 2010; and

5.    That Corporate Services undertake a review of water and wastewater related CSOs for Not for Profit Organisations including community consultation, and alternative arrangements for a future grant system and report back to Council by December 2010 for implementation by 1 July 2011.

CARRIED

15.3   GOVERNANCE

15.3.1  LGAQ Special Conference - Postal Ballot

Dataworks Filename:                 Local Government Association of Qld Inc.

Attachments:                                Calling of LGAQ Special Conference - Postal Ballot [PDF 2.9MB]

Responsible Officer Name:      Nick Clarke
General Manager Governance

Author Name:                               Nick Clarke
General Manager Governance

The recommendation in this report responds to a request from the Local Government Association of Queensland (LGAQ) for Redland City Council to return a ballot paper indicating its support for the registration of the LGAQ as a company limited by guarantee.  The ballot also seeks for this Council to vote in favour, or against, proposed changes to the LGAQ’s Constitution and Rules.

Purpose

The purpose of this report is to present information to councillors in relation to a postal ballot initiated by the LGAQ.  In order to submit a completed ballot paper, as requested by the LGAQ, councillors are asked to consider their support for the five motions in the ballot paper.  Consideration by this Committee will precede a recommendation for resolution by Council and the return of the completed ballot paper to the LGAQ.

Background

The Local Government Act, 2009 (“the Act”) is due to be implemented on 1 July 2010.  Section 287 of the Act provides that the LGAQ ceases being a public authority for the purposes of an Act from that date.  It also transfers the rights, liabilities and interests of the LGAQ to a corporation prescribed under a regulation, i.e. LGAQ Limited.

The LGAQ is, therefore, taking steps to register LGAQ Limited on 1 July 2010.  In order to do so, it must provide the Australian Securities and Investments Commission (ASIC) with evidence that the LGAQ’s members consent to its incorporation.

In order to prepare for the lodgement of an application for incorporation to ASIC, the LGAQ has issued a ballot paper to each of the councils in Queensland, seeking a response ‘for’ or ‘against’ five motions.  These motions seek Council’s support for the application to ASIC for incorporation and promote specific amendments to the LGAQ’s Constitution and Rules.

The motions are:

1.    The LGAQ apply to the Australian Securities and Investment Commission for registration as a company limited by guarantee, in order to satisfy its obligations under the Local Government Act, 2009.

In summary, the intent of this motion is to satisfy ASIC that the members of the LGAQ consent to the application.

2.    That a new Part 8 (Corporations Act 2001 Provisions), comprising new rules 58 and 59, be made as follows:-

“-Exclusion of Replaceable Rules-

58.         To the extent that it is inconsistent with the provision of these Rules, a rule that applies under the Corporations Act as a replaceable rule does not apply to the Association.

59.         Rule 58 does not apply to a rule that is, under the Corporations Act, a mandatory rule for a public company.”

In summary, the intent of this motion is to enable the existing Constitution and Rules to continue to apply and not be adversely affected by particular provisions of the Corporations Act, 2001.

3.    That a new Part 9 (Limited Liability and Members’ Guarantee), comprising new rules 60 and 61, be made as follows:-

“-Limited Liability-

60.        The liability of the Members is limited.

-Members’ Guarantee-

61.      Each Member undertakes to contribute an amount not exceeding $20.00          to the property of the Association if the Association is wound up during the      time it is a Member or within one year afterwards for:

                        (a)       payment of the debts and liabilities of the Association                                      contracted before the time it ceased to be a                                                                    Member; and

                        (b)       the costs, charges and expenses of winding up the                                                       Association.”

In summary, the intent of this motion provides a maximum limit on the liability of any member, including this Council, of $20 in the event that the LGAQ Limited is wound up.

4.    That, in rule 13 (Annual Report and Balance Sheet), paragraph (a) be deleted and replaced with:-

      “(a)      The financial year for the Association is from the first day of July in any year to the thirtieth day of June in the following year and all references in these Rules to a particular “year” are construed accordingly.”

In summary, the intent of this motion is to align the financial year of the LGAQ Limited with the standard financial year (it is currently 1 June to 31 May).

5.    That, a new Part 10 (Non-Profit and Dissolution), comprising new rules 62 and 63, be made as follows:-

“-Non-Profit-

1.   The assets and income of the Association shall be applied solely in furtherance of its above mentioned objects and no portion shall be distributed directly or indirectly to the members of the Association except as bona fide compensation for services rendered or expenses incurred on behalf of the Association.

-Dissolution-

63.   In the event of the Association being wound up, any surplus assets remaining after the payment of the Association’s liabilities shall be transferred to another organisation in Australia which has a similar status to the Association for the purposes of any Commonwealth taxation Act.”

In summary, the intent of this motion is to clarify the LGAQ Limited’s status as a non-profit organisation in a manner consistent with the Australian Taxation Office’s requirements.

A copy of the correspondence, ballot paper and background information provided by the LGAQ is attached (Attachment A).  This includes a short background paper which explains the proposals in some detail.

The LGAQ has stated that voting papers must be signed by the Mayor or Chief Executive Officer and returned to the Executive Director, LGAQ no later than 5pm on Wednesday 19 May, 2010.  A resolution by Council, at its April meeting, regarding the recording of its vote on these matters will enable this timeframe to be met comfortably.

Issues

The LGAQ must take steps to register itself as a company limited by guarantee by 1 July, 2010.

The LGAQ advises that, “.... while Councils are ordinarily required to seek the Treasurer’s approval to participate in the formation of a corporation (being a type 1 financial arrangement under the Statutory Bodies Financial Arrangements Act 1982), it is anticipated that the treasurer will issue, on or before 30 June 2010, a general approval by gazette notice pursuant to section 70 of the Statutory Bodies Financial Arrangements Act.  Accordingly, members need not apply individually for the Treasurer’s approval prior to voting in relation to motion 1.”

Given this advice, it is not necessary for Council to seek the Treasurer’s approval in this instance.

Relationship to Corporate Plan

Nil

Financial Implications

There is no immediate cost to Council associated with the recommendations.  In the event that the LGAQ Limited is wound up, Council’s liability is limited to $20.

Planning Scheme Implications

Nil

Consultation

Consultation has taken place with the Chief Executive Officer and the Manager Legal Services.

Options

Preferred

That Council resolve to return a completed ballot paper to the Local Government Association of Queensland in relation to Motion 1 (registration with ASIC) and Motions 2 to 5 (amendments to its Constitution and Rules) as follows:

1.    Motion 1

The LGAQ apply to the Australian Securities and Investment Commission for registration as a company limited by guarantee, in order to satisfy its obligations under the Local Government Act, 2009.

Council votes ‘FOR’ this motion.

2.    Motion 2

That a new Part 8 (Corporations Act 2001 Provisions), comprising new rules 58 and 59, be made as follows:-

“-Exclusion of Replaceable Rules-

58.         To the extent that it is inconsistent with the provision of these Rules, a rule that applies under the Corporations Act as a replaceable rule does not apply to the Association.

59.         Rule 58 does not apply to a rule that is, under the Corporations Act, a mandatory rule for a public company.”

Council votes ‘FOR’ this motion.

3.    Motion 3

That a new Part 9 (Limited Liability and Members’ Guarantee), comprising new rules 60 and 61, be made as follows:-

“-Limited Liability-

60.         The liability of the Members is limited.

-Members’ Guarantee-

61.         Each Member undertakes to contribute an amount not exceeding $20.00 to the property of the Association if the Association is wound up during the time it is a Member or within one year afterwards for:

(a)      payment of the debts and liabilities of the Association contracted before the time it ceased to be a Member; and

(b)     the costs, charges and expenses of winding up the Association.”

Council votes ‘FOR’ this motion.

4.    Motion 4

That, in rule 13 (Annual Report and Balance Sheet), paragraph (a) be deleted and replaced with:-

“(a)      The financial year for the Association is from the first day of July in any year to the thirtieth day of June in the following year and all references in these Rules to a particular “year” are construed accordingly.”

Council votes ‘FOR’ this motion.

5.    Motion 5

That, a new Part 10 (Non-Profit and Dissolution), comprising new rules 62 and 63, be made as follows:-

“-Non-Profit-

62.         The assets and income of the Association shall be applied solely in furtherance of its above mentioned objects and no portion shall be distributed directly or indirectly to the members of the Association except as bona fide compensation for services rendered or expenses incurred on behalf of the Association.

-Dissolution-

63.       In the event of the Association being wound up, any surplus assets remaining after the payment of the Association’s liabilities shall be transferred to another organisation in Australia which has a similar status to the Association for the purposes of any Commonwealth taxation Act.”

Council votes ‘FOR’ this motion.

Alternative

That Council resolve either to record its votes in a different manner to those recommended; or resolve not to return the ballot paper.

Officer’s/COMMITTEE Recommendation

Moved by:                    Cr Williams
Seconded by:             Cr Elliott

That Council resolve to return a completed ballot paper to the Local Government Association of Queensland in relation to Motion 1 (registration with ASIC and Motions 2 to 5 (amendments to its Constitution and Rules) as follows:

1.    Motion 1

The LGAQ apply to the Australian Securities and Investment Commission for registration as a company limited by guarantee, in order to satisfy its obligations under the Local Government Act, 2009.

Council votes ‘FOR’ this motion.

2.    Motion 2

That a new Part 8 (Corporations Act 2001 Provisions), comprising new rules 58 and 59, be made as follows:-

“-Exclusion of Replaceable Rules-

58.         To the extent that it is inconsistent with the provision of these Rules, a rule that applies under the Corporations Act as a replaceable rule does not apply to the Association.

59.         Rule 58 does not apply to a rule that is, under the Corporations Act, a mandatory rule for a public company.”

Council votes ‘FOR’ this motion.

3.    Motion 3

That a new Part 9 (Limited Liability and Members’ Guarantee), comprising new rules 60 and 61, be made as follows:-

“-Limited Liability-

60.         The liability of the Members is limited.

-Members’ Guarantee-

61.        Each Member undertakes to contribute an amount not exceeding $20.00 to the property of the Association if the Association is wound up during the time it is a Member or within one year afterwards for:

         (a)     payment of the debts and liabilities of the Association contracted before the time it ceased to be a Member; and

(b)      the costs, charges and expenses of winding up the Association.”

Council votes ‘FOR’ this motion.

4.    Motion 4

That, in rule 13 (Annual Report and Balance Sheet), paragraph (a) be deleted and replaced with:-

“(a)      The financial year for the Association is from the first day of July in any        year to the thirtieth day of June in the following year and all references in            these Rules to a particular “year” are construed accordingly.”

Council votes ‘FOR’ this motion.

5.    Motion 5

That, a new Part 10 (Non-Profit and Dissolution), comprising new rules 62 and 63, be made as follows:-

“-Non-Profit-

62.         The assets and income of the Association shall be applied solely in furtherance of its above mentioned objects and no portion shall be distributed directly or indirectly to the members of the Association except as bona fide compensation for services rendered or expenses incurred on behalf of the Association.

-Dissolution-

63.       In the event of the Association being wound up, any surplus assets remaining after the payment of the Association’s liabilities shall be transferred to another organisation in Australia which has a similar status to the Association for the purposes of any Commonwealth taxation Act.”

Council votes ‘FOR’ this motion.

council resolution

Moved by:                    Cr Ogilvie
Seconded by:             Cr Boglary

That Council resolve to return a completed ballot paper to the Local Government Association of Queensland in relation to Motion 1 (registration with ASIC and Motions 2 to 5 (amendments to its Constitution and Rules) as follows:

1.    Motion 1

The LGAQ apply to the Australian Securities and Investment Commission for registration as a company limited by guarantee, in order to satisfy its obligations under the Local Government Act, 2009.

Council votes ‘FOR’ this motion.

2.    Motion 2

That a new Part 8 (Corporations Act 2001 Provisions), comprising new rules 58 and 59, be made as follows:-

“-Exclusion of Replaceable Rules-

60.         To the extent that it is inconsistent with the provision of these Rules, a rule that applies under the Corporations Act as a replaceable rule does not apply to the Association.

61.         Rule 58 does not apply to a rule that is, under the Corporations Act, a mandatory rule for a public company.”

Council votes ‘FOR’ this motion.

3.    Motion 3

That a new Part 9 (Limited Liability and Members’ Guarantee), comprising new rules 60 and 61, be made as follows:-

“-Limited Liability-

60.         The liability of the Members is limited.

-Members’ Guarantee-

61.        Each Member undertakes to contribute an amount not exceeding $20.00 to the property of the Association if the Association is wound up during the time it is a Member or within one year afterwards for:

         (a)    payment of the debts and liabilities of the Association contracted before the time it ceased to be a Member; and

(b)     the costs, charges and expenses of winding up the Association.”

Council votes ‘FOR’ this motion.

4.    Motion 4

That, in rule 13 (Annual Report and Balance Sheet), paragraph (a) be deleted and replaced with:-

“(a)     The financial year for the Association is from the first day of July in any year to the thirtieth day of June in the following year and all references in these Rules to a particular “year” are construed accordingly.”

Council votes ‘FOR’ this motion.

5.    Motion 5

That, a new Part 10 (Non-Profit and Dissolution), comprising new rules 62 and 63, be made as follows:-

“-Non-Profit-

63.         The assets and income of the Association shall be applied solely in furtherance of its above mentioned objects and no portion shall be distributed directly or indirectly to the members of the Association except as bona fide compensation for services rendered or expenses incurred on behalf of the Association.

-Dissolution-

63.       In the event of the Association being wound up, any surplus assets remaining after the payment of the Association’s liabilities shall be transferred to another organisation in Australia which has a similar status to the Association for the purposes of any Commonwealth taxation Act.”