final minutes - mackay.qld.gov.au
TRANSCRIPT
FINAL MINUTES
24 August 2016
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39195
Table of Contents
Folio Date Particulars
39196 24.08.2016 Ordinary Meeting Minutes
39220 10.08.2016 Draft Minutes - Infrastructure and Services Standing
Committee Meeting
39230 10.08.2016 Draft Minutes - Economic Development and Planning
Standing Committee Meeting
39255 17.08.2016 Draft Minutes - Community Engagement Standing
Committee Meeting
39264 17.08.2016 Draft Minutes - Corporate Services Standing Committee
Meeting
39280 24.08.2016 Office of the Mayor & CEO Monthly Review - August
2016
Declaration of Potential Conflict of Interest
Nil.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39196
ORDINARY MEETING
MINUTES
1. ATTENDANCE:
His Worship the Mayor, Cr G R Williamson (Chairperson), Crs A J Camm, M J Bella,
L G Bonaventura, K J Casey, J F Englert, R C Gee, F A Mann, K L May, A R Paton
and R D Walker were in attendance at the commencement of the meeting. Also present
was Mr C Doyle (Chief Executive Officer) and Mrs M Iliffe (Minute Secretary).
Cr Williamson acknowledged the Yuwibara people, the traditional owners of the land
on which we meet and paid his respects to their Elders past and present.
The meeting commenced at 10.02 am.
2. OPENING PRAYER:
Pastor John Gilbank led those present in Prayer.
3. ABSENT ON COUNCIL BUSINESS:
Nil
4. APOLOGIES:
Nil
5. CONDOLENCES:
Council expressed their condolences to Cr Bonaventura and his wife on the recent loss
of their Brother-In-Law.
6. CONFLICT OF INTEREST:
Nil
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
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7. CONFIRMATION OF MINUTES:
7.1 ORDINARY MEETING MINUTES - 27 JULY 2016
THAT the Ordinary Meeting Minutes held on 27 July 2016 be adopted
with the following amendment to Item 12.6.
"Cr Bonaventura asked for clarification as the officers
recommendation made no mention of when or if option 2 or 3 would
come back to council for further discussion and asked if the director
could give some guidance on what would follow on from this
recommendation.
The Director replied giving his assurance that this item would come
back to council for further discussion when all the options had been
evaluated."
Moved Cr Bonaventura Seconded Cr Camm
CARRIED
8. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:
Nil
9. MAYORAL MINUTES:
Nil
10. RECEIPT OF STANDING COMMITTEE MINUTES:
10.1 DRAFT MINUTES - INFRASTRUCTURE AND SERVICES
STANDING COMMITTEE MEETING HELD ON 10 AUGUST 2016
Author Director Engineering and Commercial Infrastructure
Purpose
To receive the Draft Infrastructure and Services Standing Committee Minutes of the
meeting held on 10 August 2016 and consideration of any recommendations.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39198
Officer's Recommendation
THAT the Draft Infrastructure and Services Standing Committee Minutes dated
10 August 2016 be received.
Cr May spoke to the report and provided an overview and highlights of the
Infrastructure and Services Committee Minutes.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr May Seconded Cr Casey
CARRIED
10.2 DRAFT MINUTES - ECONOMIC DEVELOPMENT AND
PLANNING STANDING COMMITTEE MEETING HELD ON 10
AUGUST 2016
Author Director Development Services
Purpose
To receive the Draft Economic Development and Planning Standing Committee
Minutes of the meeting held on 10 August 2016 and consideration of any
recommendations.
Officer's Recommendation
THAT the Draft Economic Development and Planning Standing Committee
Minutes dated 10 August 2016 be received.
Cr May spoke to the report and provided an overview and highlights of the Economic
Development and Planning Standing Committee Minutes.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr May Seconded Cr Camm
CARRIED
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
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10.3 DRAFT MINUTES - COMMUNITY ENGAGEMENT STANDING
COMMITTEE MEETING HELD ON 17 AUGUST 2016
Author Director Community and Client Services
Purpose
To receive the Draft Community Engagement Standing Committee Minutes of meeting
held on 17 August 2016 and consideration of any recommendations.
Officer's Recommendation
THAT the Draft Community Engagement Standing Committee Minutes dated 17
August 2016 be received.
Cr Casey spoke to the report and provided a brief overview and highlights of the
Community Engagement Standing Committee Minutes.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Casey Seconded Cr Bonaventura
CARRIED
10.4 DRAFT MINUTES - CORPORATE SERVICES STANDING
COMMITTEE MEETING HELD ON 17 AUGUST 2016
Author Director Organisational Services
Purpose
To receive the Draft Corporate Services Standing Committee Minutes of the meeting
held on 17 August 2016 and consideration of any recommendations.
Officer's Recommendation
THAT the Draft Corporate Services Standing Committee Meeting dated 17
August 2016 be received.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
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Cr May spoke to the report and provided a brief overview and highlights of the
Corporate Services Standing Committee Minutes.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr May Seconded Cr Paton
CARRIED
11. CONSIDERATION OF COMMITTEE REPORTS & RECOMMENDATIONS:
Nil
12. CORRESPONDENCE AND OFFICERS' REPORTS:
12.1 OFFICE OF THE MAYOR AND CEO MONTHLY REPORT -
AUGUST 2016
Author Chief Executive Officer
Purpose
To provide Council with the Office of the Mayor and Chief Executive Officer's
Monthly Report for month of August 2016.
Background/Discussion
All departments within MRC prepare a Monthly Review which identifies activities
undertaken and progress made during the specific month.
Consultation and Communication
The report contains input from relevant Programs across Council.
Resource Implications
As required to compile report, which is a routine task for multiple employees.
Risk Management Implications
Nil.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39201
Conclusion
Council is kept informed of activities within the Office of the Mayor and Chief
Executive Officer and of major initiatives and projects across Council.
Officer's Recommendation
THAT the Office of the Mayor and Chief Executive Officers Monthly Report for
August 2016 be received.
The CEO spoke to this report.
Cr Bonaventura requested more details in relation to the new process of ensuring
medical practitioners take into account Council's return to suitable duties/work program
when treating staff.
The CEO advised there was at times a gap in Council's processes when an employee
met with their medical practitioner as a return to suitable duties/work plan from Council
was on occassion was not provided for consideration during this consultation and the
gap in the process has now been filled with this change.
Cr Bonaventura advised it was pleasing to read Council is considering automatic
installation of sidesteps on applicable vehicles to avoid injury to staff when entering
and existing these vehicles.
Cr Bonaventura queried what changes have been made in relation to Northern Australia
Services (NAS) and achieving a balance in sharing the responsibility for the wellbeing
of staff.
The CEO advised in the past 12 months there have been a number of reactive decisions
made and part of the future proposed changes within NAS will be reinforcing
consultation procedures before any action is undertaken.
Cr Bonaventura queried if the completion date of June 2017 for the first principles
review is a little late to assist with Budget deliberations, etc.
The CEO advised the first principles, in his view will be ongoing for quite a while but
the key deliverables will be finalised and provided to Council in time for the 2017/2018
Budget deliberations.
The Mayor confirmed that the first principle review key deliverables will be finalised
and provided to the elected members before the end of 2016.
Cr Bonaventura queried what an "Environmon Computer" was?
The CEO advised it was a dedicated computer used by the Emergency Management
Team which receives direct links to warnings from flood and weather monitoring
stations.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
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Cr Bonaventura has queried given the update provided in relation to the Mackay
Regional Sports Precinct (MRSP) project if the project would be delivered for the $20m
budgeted figure.
The CEO advised the project control group has been reviewing the project and will be
meeting in the next couple of weeks and will be reviewing a line by line itemised
breakdown of the project costs which will be listed on the September 2016 Ordinary
Meeting Agenda.
Cr Camm asked if when the community space options in the revamped Mackay City
Library and the new Dudley Denny City Library are being considered that the current
named rooms within the existing Mackay City Library be given due consideration.
The CEO advised that currently community space is very highly utilised and following
the opening of the new additional community space on a 24/7 basis will be beneficial to
our residents, noting also naming protocols.
Cr Englert advised the automatic installation of sidesteps on Council vehicles was
ceased several years ago due to costs and queried if during the first principle review
recommendations could take into account future ramifications like this type of action.
The CEO advised in terms of safety higher based vehicles require sidesteps for entry
and exit and this was a capital issue and issues such as this will be managed through our
normal daily processes rather than through the first principle review.
Cr May queried if details on how the first principles review process will be undertaken
could be provided to the elected members.
The Mayor advised there are a number of ways a first principle review can be carried
out and committed to providing at the September 2016 Ordinary Meeting how the rest
of the year will look in relation to the first principle review.
The CEO advised currently data is being collected and collated from the programs in
relation to the first principle review and this process is expected to be concluded in
three (3) to four (4) weeks.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Williamson Seconded Cr Casey
CARRIED
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39203
12.2 BUILDING OUR REGIONS FUNDING - MACKAY
SHOWGROUNDS REDEVELOPMENT
Author Executive Officer
Purpose
To seek Council endorsement for the submission of a detailed funding application for
the State government’s Building our Regions Funding for the Mackay Showgrounds
Redevelopment project.
Background/Discussion
Council previously considered the project of the Mackay Showgrounds Redevelopment
project at its meeting of 25 May 2016(copy of report attached). At that time the
associated resolution was –
THAT Council endorses the funding submission under the Building our
Regions program for the $4.614M project of the Mackay Showgrounds
Redevelopment, with contributions from both Council and the Mackay
Show Assoc.
FURTHER THAT Council include a basic public education program to
indicate contribution levels.
Moved Cr Fordham Seconded Cr Bella
CARRIED
Since that time advice has been received from the Hon Dr Anthony Lynham MP,
Minister for State Development and Minister for Natural Resources inviting Council to
make a submission of a detailed application for the project post the review of
Expressions of Interest.
Letters have also been sent to all those groups providing letters of support to detail
Council’s involvement. If successful further information will be provided in advertising
the project, including through media.
Detailed applications closed 19th
August 2016, and an application has been submitted
with a letter as allowed stating that the Council resolution will be provided
subsequently. Despite the previous Council resolution, there is a requirement for a
resolution specifically to cover the aspects that Council -
supports submission of the application
has approved any applicant financial and/or in-kind contributions to the project;
and
has committed to the management and costs associated with the ongoing
operation and maintenance of the infrastructure
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39204
As part of the detailed application process a review of the project has been undertaken
again by the Quantity Surveyor, with particular reference to the Grandstand project.
The concept of the Grandstand is per the attached plan and has been priced ‘stand-
alone’ including a new roof structure. There is a proposal to reuse the existing
Grandstand roof structure if possible, however should engineering assessment at the
time not support reuse the project has been costed with a new roof structure.
The associated revised costings still total the previous overall amount, and are as
detailed below (including 10% contingency amounts), also including identified funding
sources –
Equestrian Undercover Arena $2,061,434
Kitchen install (2 X 500 Pavilion, 1 X Big Shed) $ 561,000
Grandstand $1,028,933
Water main relocation $ 700,000
Project Management & design costs $ 263,567
TOTAL PROJECT COST $4,614,934
Funding from State (50%) $2,307,467
Funding from Mackay Show Assoc $1,257,467
Contribution by Council (water main) $ 700,000
Direct funding contribution by Council $ 350,000
TOTAL FUNDING $4,614,934
Consultation and Communication
Mackay Show Association
Resource Implications
The Mackay Show Assoc has confirmed the availability of their contribution
($1,257,467) by way of letter.
Council’s financial contribution is proposed as being made up of two components. The
infrastructure component is associated with the relocation of the aging water main, and
is proposed to be allowed for from within the capital area of the Water program.
Expenditure on the construction work ($700,000 component) is not required to
commence until 1 July 2017, so therefore will be listed for the 2017/18 Budget capital
program. Preliminary design and investigative work will commence prior.
The $350,000 contribution is to be allocated from within the proposed Better
Community Building Fund allocation included within the 2016/17 Budget. Such a
payment would be similar to the grants made under the 2015/16 Better Community
Building Fund, including Harrup Park, Mackay Basketball, and Mackay Golf Club.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39205
Risk Management Implications
The Mackay Show Assoc’s contribution needs to be available to make the necessary
co-contribution amount. They have a good track record of providing large contributions
to support major project funding.
Without Building our Regions funding, the project will not be possible.
Management of the project will be in conjunction with the Mackay Show Assoc, with
funding and monetary responsibility resting with Council as auspicing the application.
This is a similar process to that followed a number of years ago with the Mackay Show
Assoc and Council for the then $11M upgrade funded by the State and Federal
governments under grants, and also the Mackay Show Assoc. Council is looking to
establish a Project Control Group, including membership of Director Engineering and
Commercial Infrastructure, and Executive Officer.
As Council is submitting the application a requirement is confirmation of
‘underwriting’ the project delivery and ongoing maintenance etc. In the event that the
Mackay Show Association is no longer operating the site, in effect the site is a Reserve
under the joint Trusteeship of Council and would revert to Council control. Given the
long and successful history of the Mackay Show Association at the site this risk appears
minor.
Conclusion
Having been invited to submit a detailed application following Expressions of Interest
is not a guarantee of funding, however is positive.
Having submitted the necessary detailed application a requirement for funding is
providing a Council resolution covering specific aspects. It is considered appropriate
that Council endorses this project at this time.
Officer's Recommendation
THAT Council -
a) endorses the funding submission under the Building our Regions program
for the $4.614M project of the Mackay Showgrounds Redevelopment;
b) confirms the availability of funding as required for the project totalling
$1,050,000 from Council and $1,257,467 from the Mackay Show
Association; and
c) as joint Trustees of the site confirms a commitment to the current project
and ongoing management, operation and maintenance costs of the site and
infrastructure.
Cr Bonaventura advised he has some concerns in relation to point c) of the Officer's
Recommendation above and queried if Council has confirmation from the Mackay
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39206
Show Association regarding Council responsibility for the ongoing management,
operation or maintenance of the site and infrastructure.
Executive Officer, who was seated in the Public Gallery, advised through the Chair that
Council has received correspondence from Mackay Show Association committing to
undertaking ongoing management, operation and maintenance costs of the site
generally and also they have an existing lease over the facility.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Casey Seconded Cr Paton
CARRIED
12.3 BUDGET CARRYOVERS FOR 2015/2016
Author Director Organisational Services
Purpose
To adopt council’s budget carryovers for the 2015/2016 financial year.
Background/Discussion
Carryovers represent unexpended funds from the 2015/2016 financial year which are
added to the original 2016/2017 budget to become the 2016/2017 amended budget.
Program Managers were asked to identify any grant funded projects not complete,
identifiable one-off projects not completed, projects substantially underway and/or
evidence of forward commitments and to provide justifications as to why the funds
were required.
The Strategy, Leadership and Performance Team undertook a thorough review of all
proposed carryover projects. Rigour was applied to ensure the amount requested was
required for the project in addition to funds already budgeted in 2016/2017. Projects
where the project manager could not guarantee the funds would be spent in 2016/2017,
due to factors such as waiting on land acquisitions or other external entities (eg Telstra
or Ergon), were excluded from the carryover report. Funds may still be available in
reserve, however a full review by the CEO and SLPT would be required and a Council
resolution will be required during the year to request access to these funds.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39207
Operational
Traditionally operational carryovers are kept to a minimum. Grant funded projects are
typically required to be carried forward under funding conditions. For example, a
grant funded project may be for three years and all the funds are received at project
commencement. Funds relating to future years are carried forward to match the
expenditure to be incurred in future years. Identified one-off projects which are
underway or where funds are committed but not paid in the financial year are also
carried over. The summary of operational carryovers is below.
Total Operational Carryovers 64 projects $2,628,268
Project in progress or awaiting final invoices 33 projects $760,020
Grant funded projects 23 projects $618,731
Events held over financial year 3 projects $125,572
Funds requested for specific purpose (as outlined below) 5 projects $1,133,945
Diversify Mackay Program – funding for new economic development
body
$100,000
Legal Counsel – allowance for possible legal costs $250,000
Invest Attraction Program – Funds for possible stimulus projects $250,000
MECC Website – funds to address website issues at MECC $34,000
Software Licences – funds for new Microsoft EA licence to cover
shortfalls
$499,945
$1,133,945
A comparison with the amount of operational carryovers from previous years reveals
the amount has declined slightly from previous years.
2013/2014 2014/2015 2015/2016
$2,971,582 $2,777,409 $2,628,268
Capital
Evidence was sought to establish that any project requesting capital carryover was
substantially underway with funds committed as part of the review. Assurance was
also sought to determine whether both the funds requested to be carried over plus the
amounts already budgeted in 2016/2017 would be expended, in line with management
key performance indicators in relation to budget spend, during the current financial
year. The summary of capital carryovers is below:
Total Capital Carryovers 138
projects
$19,737,349
Project in progress or awaiting final invoices 126 projects $17,554,444
Grant funded projects 5 projects $1,753,318
Projects not started – to be commenced in 16/17 (see
below)
7 projects $429,587
Intersection – Malcomson St/Charles Hodge $104,483
Carpet Snake Point Boat Ramp $23,055
Roy St, Sarina – Stormwater Drainage $106,829
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39208
Cathay Creek No 2 – Broken River $92,000
Intersection Bridge Rd & Holland St $27,304
Stockroute / Cowley Rd Intersection $23,723
Pioneer River – Nelson Street Flood Levee $52,193
$429,587
The amount of capital carryovers has increased from previous years due in
predominantly to a number of large multi-year projects currently in progress (see list
below) and very few capital carryovers approved in 2014/2015.
2013/2014 2014/2015 2015/2016
$14,864,637 $1,147,764 $19,737,349
2015/2016 carryover projects greater than $500K:
Botanic Gardens – Meadowland $739,018
Plant and equipment replacement program $1,299,989
Ooralea Sporting Precinct $3,021,840
The Dome building fitout $4,447,031
In addition to the above capital carryovers, a request is also made to include some
additional projects where the funds were previously constrained to reserve.
Reserve funded projects to be added to 16/17 budget 20 projects $6,743,730
Projects greater than $500K:
Shakespeare Street Culvert replacement $1,150,784
East Gordon St bridge @ Sandfly Creek $1,536,829
Fourways Drainage $1,500,000
These projects were previously budgeted for, however due to delays or deferment;
funds were constrained to reserve until required. These projects are to be delivered in
the 2016/2017 financial year.
Consultation and Communication
Chief Executive Officer, Directors, Manager Financial Services, Management Team
Resource Implications
The ability to properly acquit grant funded projects, if unspent grant funds are not
carried over, could jeopardise Council’s ability to receive grant funds in the future.
Risk Management Implications
The ability to properly acquit grant funded projects, if unspent grant funds are not
carried over, could jeopardise Council’s ability to receive grant funds in the future.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39209
Conclusion
Below is a summary by fund of the transfers required to account for the 2015/2016
carryovers.
Funds to be constrained in 2015/2016 to fund carryovers
General Fund
Operational funds transfer to carryover reserve - general $1,634,164
Capital funds transfer to carryover reserve – general $6,566,156
$8,200,320
Operational funds transfer to reserve – general (for future use) $15,058
Capital funds transfer to reserve – general (for future use) $243,330
$258,388
Waste Fund
Capital funds transfer to carryover reserve - waste $250,000
Water Fund
Capital funds transfer to carryover reserve - water $414,429
Sewerage Fund
Operational funds transfer to carryover reserve - sewerage $55,034
Capital funds transfer to carryover reserve - sewerage $690,138
$745,172
Funds to be added to 2016/2017 budget to fund carryovers
General Fund
Operational $2,573,234
Transfer from carryover reserve – general ($1,634,164)
Transfer from reserves - general ($939,070)
Capital $18,312,780
Transfer from carryover reserve – general ($6,556,156)
Transfer from reserves - general ($11,746,624)
Waste Fund
Capital $320,000
Transfer from carryover reserve – waste ($250,000)
Transfer from waste reserve ($70,000)
Water Fund
Capital $414,429
Transfer from carryover reserve – water ($414,429)
Sewerage Fund
Operational $55,034
Transfer from carryover reserve – sewerage ($55,034)
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39210
Capital $690,138
Transfer from carryover reserve – sewerage ($690,138)
Additional funds required to be added to 2016/2017 budget for projects deferred during
2015/2016
General Fund
Capital $6,743,730
Transfer from reserves - general ($6,743,730)
Officer's Recommendation
THAT the following transfers to reserve be made in 2015/2016 to account for
2015/2016 carryovers and other adjustments.
Transfer to carryover reserve – general $8,200,320
Transfer to reserves - general $258,388
Transfer to carryover reserve – waste $250,000
Transfer to carryover reserve – water $414,429
Transfer to carryover reserve – sewerage $745,172
FURTHER THAT the following amendments be made to the 2016/2017 budget.
Operational expenditure increased $2,628,268
Capital expenditure increased $26,481,077
Transfer from carryover reserve – general ($8,200,320)
Transfer from carryover reserve – waste ($250,000)
Transfer from carryover reserve – water ($414,429)
Transfer from carryover reserve – sewerage ($745,172)
Transfer from reserve – general ($19,429,424)
Transfer from reserve – waste ($70,000)
The CEO spoke to the report.
Cr Bonaventura queried if the Ooralea Sporting Precinct $3M forms part of the CQU
Sporting Precinct $10M.
The CEO advised the Ooralea Sporting Precinct $3M was allocated in 2015/12016 and
will be carried over and added to the $7M for CQU Sporting Precinct in 2016/2017.
Cr Camm asked if the project could be referred to by its correct name Mackay Regional
Sports Precinct going forward to avoid confusion.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Camm Seconded Cr Walker
CARRIED
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39211
12.4 CONSULTATION - FLUORIDATION OF POTABLE WATER
SUPPLY
Author Chief Executive Officer
Purpose
To present to Council a proposed plan regarding community consultation processes
regarding fluoridation of Council’s potable water supply.
Background/Discussion
A request has been made to present to Council a range of information regarding the
fluoridation of the Council areas potable water supply. In this regard Council’s
Engineering and Commercial Infrastructure department is compiling a report for future
presentation to Council for consideration. As part of this has been the identification of a
desire to undertake community consultation to assist Council in making any decision,
noting that such information will be one part of many forming information and
background on this subject.
A number of different options for engaging with the community have been identified,
including:–
A Public Meeting
Phone Survey
Connecting Mackay Web-site
Public Meeting
There is the ability for Council to hold a public meeting which would be undertaken in
a controlled manner and allow information for both sides of the debate to be presented
and any relevant questions addressed.
It is proposed that the meeting would also be live-streamed.
Such a process involves both provision of information, and also interaction.
The process could be co-ordinated in-house using Council’s Community Engagement
team.
Phone Survey of Residents
This process has been utilised previously by Council a number of times over a range of
matters.
Whilst such a process does not include the ability for provision of information, it is
considered a way of obtaining a representative view from a cross section of the
community.
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Such a process could be co-ordinated through Council’s Corporate Communications
team, and depending on the survey size selected could range in cost from $4,000 to
$10,000.
Connecting Mackay Web-site
This is Council’s current community engagement on-line portal and is used extensively
to interact with the community. It has the ability to both provide information, and allow
registration of a view on a subject.
This web-site is co-ordinated by Council’s Community Engagement team.
It is considered that a range of these options could be used in conjunction to provide a
multi-point consultation activity.
Consultation and Communication
It is expected that such consultation processes will involve –
General public
Regulatory and government authorities (i.e. Queensland Health)
Resource Implications
Whilst the majority of associated work could be undertaken in-house, the phone survey
would be undertaken by an external provider at a cost of between $4,000 - $10,000
depending on sample size. Associated costs whilst not specifically currently budgeted
are believed to be able to be absorbed within the current budget.
Risk Management Implications
Risks for each individual item will be managed (for example, public meetings will need
to be controlled to ensure an environment where people feel comfortable to request and
receive necessary information).
As an overall strategy, using multiple methods will ensure a variety of feedback rather
than using a single method which could give a sectional or skewed outcome.
Conclusion
For Council to fully consider the matter of fluoridation of water supply for the area one
aspect should be that of community views.
It is important to note that such a process, especially utilising various consultation
methods, should not be seen as a referendum or simple vote, but rather again form part
of the suite of information required to allow Council to have an holistic view of the
subject prior to making any decision.
FINAL MINUTES WEDNESDAY 24 AUGUST 2016
MIN/24.08.2016 FOLIO 39213
It is recommended that Council endorse a consultation program on this matter, the
details of which including times and dates to be finalised in conjunction with Council’s
Community Engagement and Corporate Communications areas, with an expectation
that the program would be undertaken during the month of September.
Officer's Recommendation
THAT Council endorses a community engagement program regarding
fluoridation of potable water supply for the area, with such a program to include –
a) A public meeting
b) Phone survey of residents
c) Use of Council’s Connecting Mackay web-site
Cr Walker queried if the survey could be refined to provide meaningful data and was it
statistically based.
The CEO advised $6,000 to $10,000 is required for statistical outcome to be a
representation of the region and this could be provided by an external party.
Cr Camm queried the costs associated with the engagement process.
The CEO advised if the one public meeting was able to be live streamed and the
information provided on Council's website would considerably reduce the costs mostly
in-house, however to a maximum of $5,000.
Cr Walker advised the elected members have been receiving emails from non-locals
and queried if the results from the use of Council's Connecting Mackay Website could
be broken down to show the results for the Mackay regional residents only.
The CEO advised he would like a committee to be formed to discuss how this process
will work, made up of a selection of Management and elected members. Controls
around Councils Connecting Mackay Website need to be reviewed and if it is suitable
or if it needs to be done externally.
Cr Englert queried what weighting was going to be considered to the three (3) different
ways consultation is being undertaken.
The Mayor advised the elected members will be individually weighting the results
before they make a final decision on this matter.
Cr Englert advised he was concerned the public will perceive their own weighting of
the results if there is no clear communication.
The Mayor advised communication with the public will need to advise the results are
only tools for the elected members to base their decision on.
Cr Camm advised that part of any engagement strategy there needs to be clear
communication with the residents and an overarching communication plan is critical.
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The CEO agreed that Management needs to be clear from the beginning when engaging
with the community.
Cr Walker queried if any information will be provided to the residents to assist them in
understanding the issue prior to making their decision.
The Mayor advised information will be provided including at the town hall type
meeting for the residents.
The CEO advised how the information is provided to the residents at the town hall type
meeting has not been decided on and this will be a committee decision from the elected
members and management team.
Cr Bella advised he would like to assist with the public education.
Council Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr May Seconded Cr Mann (nee Fordham)
Cr Bonaventura advised he would like to move an alternative motion, with a focus on
ensuring that views sought are from the local community as opposed to those from
other parts of Australia and the world generally, noting many recent emails received
seemed to be from places other than Mackay.
Whilst the phone survey could be targeted to the local community he raised concerns
over the web-site access being unrestricted.
Council Resolution
THAT Council endorses a community engagement program regarding
fluoridation of potable water supply for the area, with such a program to include –
a) A public meeting
b) Phone survey of residents
c) Use of Council’s Connecting Mackay web-site is provisional on an
assurance that this website can be controlled to ensure exclusive to
access by Mackay Regional Council ratepayers only.
Moved Cr Bonaventura Seconded Cr Bella
Cr May queried if Council's systems can do what Cr Bonaventura is asking.
The Corporate Communications Manager, who was in the public gallery, through the
Chair advised he understood it is very difficult to run surveys through websites and
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restrict the results to a local region as it comes down to the IP address of the computer
being used to complete the survey.
Cr Mann (nee Fordham) queried why ratepayers only and not all residents would be
able to complete the survey via the website.
Cr Bonaventura advised by having to insert a rate notice assessment number it was a
way of controlling the access to the survey.
Cr Walker queried what the survey was trying to achieve, if it was a simple yes/no
option then he did agree with the alternative motion but if it was an information
gathering survey then he did not agree with the alternative motion.
The Mayor confirmed the survey would be a simple yes/no option.
Cr Bella advised he feels by having to insert a rates notice assessment number to
complete the survey will provide an accurate representation of the region.
LOST
Crs Camm, Englert, Mann (nee Fordham), May, Walker and Williamson voted
against the Motion.
Cr May advised that by providing this avenue to the people to have their say whether or
not they reside in the region is warranted.
The original motion of, "THAT the Officer's Recommendation be adopted", was then
voted on.
CARRIED
Crs Bella and Bonaventura voted against the Motion.
13. RECEIPT OF PETITIONS:
Nil
14. TENDERS:
Nil
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15. CONSIDERATION OF NOTIFIED MOTIONS:
Nil
16. PUBLIC PARTICIPATION:
Nil
17. LATE BUSINESS:
The Mayor advised Council's Economic Development Manager, Debra Howe was
leaving Council to take up a Director's position at Livingstone Shire Council and
thanked her for her the work she has done and the passion she has delivered to working
towards making Mackay's region being a place to be proud of. On behalf of Council
congratulated Debra and wished her well in her future endeavours.
Debra Howe thanked Council for the opportunities it has provided her and thanked
Gerard Carlyon for his directorship.
Cr Casey advised on Monday 22 August 2016 he attended a presentation for Darren
Flemming who was retiring as chair of the Artspace Mackay Foundation. Darren has
been on the Foundation for the past four (4) years and three (3) of those he was the
Chairperson. Darren has taken up a new position in Charters Towers as Principal of All
Souls St Gabriels School.
Cr Casey advised the North Queensland Sports Foundation Wingate Encouragement
Bursaries have been awarded and morning tea will be arranged with Council and the
recipients once their blazers and sponsorship funding have been finalised.
THAT as a procedural motion under Council's Standing Orders the meeting stands adjourned
until 11.30 am to enable media responsibilities be undertaken. Moved Cr Williamson
CARRIED
11.17 am - Meeting adjourned at this time. 11.36 am - Meeting resumed at this time.
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18. CONFIDENTIAL REPORTS:
THAT the meeting be closed to the public in accordance with the Local
Government Act 2009 (Section 275 (1) of the Local Government Regulation
2012) to discuss matters relating to:-
Confidential Item Reason for Meeting Closure
Confidential Litigation (f) starting or defending legal
proceedings involving Council
Moved Cr Camm Seconded Cr May
CARRIED
11.37 am - The meeting be closed to the public.
THAT the meeting be reopened to the public.
Moved Cr Williamson Seconded Cr Casey
CARRIED
12.07 pm - The meeting was reopened to the public.
18.1 CONFIDENTIAL LITIGATION
Private and Confidential – Subject to Legal Professional Privilege
Council Resolution
THAT Council accepts this report.
Moved Cr Camm Seconded Cr Bella
CARRIED
19. MEETING CLOSURE:
The meeting closed at 12.08 pm
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20. FOR INFORMATION ONLY:
Nil
Confirmed on Wednesday 28 September 2016
………………………………………
MAYOR
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APPENDIX / ATTACHMENTS
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