minutes - mount alexander shire council...2011/02/08 · the unconfirmed minutes of the ordinary...

Unconfirmed Minutes for the Ordinary Meeting of Council – Mount Alexander Shire Council – 8 February 2011 Pg 1

MINUTES

FOR THE ORDINARY MEETING OF COUNCIL ON TUESDAY, 8 FEBRUARY 2010, COMMENCING AT 7.33PM AT THE

CASTLEMAINE SENIOR CITIZENS CENTRE.


TABLE OF CONTENTS

1. PRESENT 3

2. APOLOGIES 3

3. DECLARATIONS OF INTEREST / CONFLICTS OF INTEREST 3

4. MINUTES 3

4.1. ORDINARY MEETING OF COUNCIL – 25 JANUARY 2011 3

5. PUBLIC QUESTION TIME 4

6. PETITIONS AND JOINT LETTERS 5

7. COMMITTEE REPORTS 5

8. ASSEMBLIES OF COUNCILLORS 5

8.1. ASSEMBLY – 25 JANUARY 2011 5

9. OFFICER REPORTS 8

9.1. STRENGTHENING OUR COMMUNITY (COM) 8

9.2. PARTNERING FOR BETTER SERVICES (PAR) 8

9.3. ENSURING A PROSPEROUS AND DIVERSE LOCAL ECONOMY (ECO) 8

9.4. CREATING A SUSTAINABLE FUTURE (FUT) 9

FUT 06 AWARDING OF TENDERS - SUPPLY CONTRACTS FOR PURCHASE OF VARIOUS GOODS AND SERVICES FOR MOUNT ALEXANDER SHIRE (M704-2010, M711- 2010, M707-2010) 9

FUT 07 PROPERTY LEASING AND LICENSING POLICY (25/010/006) 11

FUT 08 PET REGISTRATION FEES (2/10/2) 14

10. DELEGATES REPORTS 16

11. NOTICE OF MOTION 16

12. URGENT SPECIAL BUSINESS 16

13. MEETING CLOSE 16


ACKNOWLEDGEMENT OF COUNTRY

To start the official proceedings I would like to acknowledge that we are meeting on Jaara country

of which the members and elders of the Jaara Jaara community and their forebears have been custodians for many centuries

and have performed age old ceremonies of celebration, initiation and renewal. We acknowledge their living culture and their unique role in the life of this region.

1. PRESENT

Councillors: Brook Acklom, Janet Cropley, Tracey Cross, Michael Redden, Garry Rewell and Philip Schier.

Officers: Chief Executive Officer (Phil Rowland), Director Environment and Infrastructure (Greg

Anders), Director Economic and Social Development (Sue Howard), Director Corporate Support (Lucy Roffey) and Governance Coordinator (Suellen Pepperell).

2. APOLOGIES

Councillor: Christine Henderson.

3. DECLARATIONS OF INTEREST / CONFLICTS OF INTEREST

Nil declared.

4. MINUTES

4.1. ORDINARY MEETING OF COUNCIL – 25 JANUARY 2011

The unconfirmed minutes of the Ordinary Meeting of the Mount Alexander Shire Council held at 7.30pm on 25 January 2011 at the Castlemaine Senior Citizens Centre have been circulated to Councillors. The unconfirmed minutes have also been posted on the Mount Alexander Shire Council website, pending confirmation at this meeting.

RECOMMENDATION

That the Minutes of the Ordinary Meeting of the Mount Alexander Shire Council held on 25 January 2011 be confirmed. MOVED COUNCILLOR REDDEN That the recommendation be adopted. SECONDED COUNCILLOR SCHIER CARRIED


5. PUBLIC QUESTION TIME

MOVED COUNCILLOR SCHIER That standing orders be suspended. SECONDED COUNCILLOR REDDEN CARRIED (7.34PM) a. Robyn Lewis

Ms Lewis, representing Goldfields Soccer Club thanked Council for the recently completed clubrooms, advising that the Club could not be happier with the result. Ms Lewis observed that it was a terrific example of what happens when time, a demonstrated need and support from Council could achieve. Ms Lewis thanked Recreation Officers, Cr Henderson, CEO, DESD and all Councillors for their support for the project. Ms Lewis invited all Councillors to attend the official opening on February 20th 2011 at 11.30am, which was part of the Club’s family fun day.

b. George Milford

Mr Milford and Ray Rice, representing the Harcourt Recreation Reserve, queried the status of a Grant that was announced in the Bendigo Advertiser for $177,000 for lighting of netball and tennis courts at the Reserve. Mr Milford expressed concern that current Federal financial difficulties might mean that the Grant does not proceed.

DESD advised that project planning was underway and she would follow up on the matter and provide advice directly to Mr Milford the following day (Wednesday 9th February).

DEI confirmed that the agreement for the funds had been signed with the Federal Government, so the project was definitely proceeding.

c. Chris Hosking

Mr Hosking, representing Enough Pokies in Castlemaine (EPIC), advised Council that EPIC was hosting an information session for community groups on 10 March 2011 at the Castlemaine Senior Citizens Centre in relation to gaming machines in Castlemaine and invited Councillors to attend. Mr Hosking queried the progress on the Heritage Study being undertaken on the Goods Shed, the potential site for more gaming machines.

DEI responded that Council’s Heritage Advisor had been engaged to undertake the study on the Goods Shed and that the Study was underway.

MOVED COUNCILLOR SCHIER That standing orders be resumed. SECONDED COUNCILLOR REDDEN CARRIED (7.48PM)


6. PETITIONS AND JOINT LETTERS

Nil received.

7. COMMITTEE REPORTS

Nil reports.

8. ASSEMBLIES OF COUNCILLORS

8.1. ASSEMBLY – 25 JANUARY 2011

RECOMMENDATION

That the Record for the following Assembly of Councillors for the meetings held on 25 January 2011 be noted (Attachment 8A). MOVED COUNCILLOR CROSS That the recommendations for items 8.1, FUT 06, FUT 07 and FUT 08 be adopted, as follows:

That the Record for the following Assembly of Councillors for the meetings held on 25 January 2011 be noted (Attachment 8A). That Council:

1. Award supply contracts as follows:

M704 – 2010 Supply of Bituminous Materials to Fulton Hogan Pty. Ltd for a period of 2 years.

M711-2010 Supply of Signage Products to Artcraft Pty Ltd for a period 2 years.

M707-2010 Supply of Precast Concrete Products to Allstone Quarries Pty Ltd for a period 2 years.

2. Authorise the Chief Executive Officer to sign and affix the Common Seal to the

contract documentation for Contracts M704 – 2010 Supply of Bituminous Materials to Fulton Hogan Pty. Ltd for a period of 2 years, M711-2010 Supply of Signage Products to Artcraft Pty Ltd for a period 2 years and M707-2010 Supply of Precast Concrete Products to Allstone Quarries Pty Ltd for a period 2 years.

That Council approve the Property Leasing and Licensing Policy. That Council set the pet registration fees at $72.00 for full fee dog and cat and $24.00 for reduced fee dog and cat.

SECONDED COUNCILLOR ACKLOM CARRIED


ATTACHMENT 8A


9. OFFICER REPORTS

9.1. STRENGTHENING OUR COMMUNITY (COM)

Nil reports.

9.2. PARTNERING FOR BETTER SERVICES (PAR)

Nil reports.

9.3. ENSURING A PROSPEROUS AND DIVERSE LOCAL ECONOMY (ECO)

Nil reports.


9.4. CREATING A SUSTAINABLE FUTURE (FUT)

FUT 06 AWARDING OF TENDERS - SUPPLY CONTRACTS FOR PURCHASE OF VARIOUS GOODS AND SERVICES FOR MOUNT ALEXANDER SHIRE (M704-2010, M711- 2010, M707-2010)

Responsible Officer: Manager Infrastructure

1. Purpose

To consider and determine the awarding of the following supply tenders:

M704-2010 Supply of Bituminous Materials

M711-2010 Supply of Signage Products

M707-2010 Supply of Precast Concrete Products

Refer to Confidential Attachment FUT 06 A for a copy of the Tender Evaluation Report for M704-2010 Supply of Bituminous Materials, Confidential Attachment FUT 06 B for a copy of the Tender Evaluation Report for M711-2010 Supply of Signage Products and Confidential Attachment FUT 06 C for a copy of the Tender Evaluation Report for M707-2010 Supply of Precast Concrete Products.

2. Background

To assist with streamlining procurement of commonly used goods and services, a number of supply tenders have been advertised to competitively tender commonly occurring types of work with the intention of improving the efficiency of procuring goods at officer level. The decision on which goods and services would be covered by these contracts was determined in consultation with representation from the Finance, Infrastructure, Risk and Procurement Departments based on frequency of requirement and total annual spend.

3. Policy and Statutory Implications

Including consideration of Economic, Social and Environmental impacts.

The tender process has been conducted in accordance with the conditions included within the Procurement Policy and Procedures Manual. The adoption of the tender selection criteria within Council’s Procurement Policy and Procedures will increase competition in the supply of goods, services and products to Council and will ensure administrative consistency and fairness through transparency in Council’s decision making.

4. Issues

Council’s previous panel of supply contracts have now expired and have been reviewed and additional opportunities identified. It is usual practise for Council to prepare and operate with preferred and market tested contractors for items that make up a substantial component of maintenance expenditure each year. The tenders received will be utilised in a panel format where possible, in this case, more than one contract is to be awarded in some cases. A particular supplier will be used depending on identified strengths or specialities and availability.


5. Financial and Resource Implications

The tenders are all schedule of rates contracts. Neither the quantity of work or total annual spend are guaranteed by Council as specified in the contract documentation. This means that acceptance by Council of these contracts in no way commits any budget amounts for these works. However, where the need arises or future works are budgeted and programmed, approved suppliers are already in place.

6. Consultation

A comprehensive operational works development process was undertaken prior to the decision by Council to proceed with these tenders to streamline delivery of tasks. A Tender Review Committee assessed the tenders with input from the Contract Services, Infrastructure, Finance and Risk Departments.

7. Conclusion

Council invited tenders for supply of goods and services to Mount Alexander Shire Council. Following a detailed evaluation, there are a list of preferred tenderers recommended by the Evaluation Panel for the tenders advertised.

RECOMMENDATION

That Council:

3. Award supply contracts as follows:

M704 – 2010 Supply of Bituminous Materials to Fulton Hogan Pty. Ltd for a period of 2 years.

M711-2010 Supply of Signage Products to Artcraft Pty Ltd for a period 2 years.

M707-2010 Supply of Precast Concrete Products to Allstone Quarries Pty Ltd for a period 2 years.

4. Authorise the Chief Executive Officer to sign and affix the Common Seal to the contract

documentation for Contracts M704 – 2010 Supply of Bituminous Materials to Fulton Hogan Pty. Ltd for a period of 2 years, M711-2010 Supply of Signage Products to Artcraft Pty Ltd for a period 2 years and M707-2010 Supply of Precast Concrete Products to Allstone Quarries Pty Ltd for a period 2 years.


FUT 07 PROPERTY LEASING AND LICENSING POLICY (25/010/006)

Responsible Officer: Property Administration Officer

1. Purpose

To seek Council approval of the draft Property Leasing and Licensing Policy. Refer to Attachment FUT 07 A for a copy of the draft Policy.

2. Background

The Property Administration project was approved as a two year project in the 2009/2010 budget. Its aim is to centralise the lease and licence management of Council owned and controlled properties and to work towards a strategic overview of Council’s property assets. A significant component of this project is to establish standard policy and procedure to effectively and efficiently manage Council’s leases and licences.


Including consideration of Economic, Social and Environmental impacts. This policy supports the Council Plan priority of Partnering for Better Services. It provides a basis for agreements that support the strategy of partnering with individuals and organisations to provide services and facilities and supports the initiative of the provision of buildings for community groups.

4. Issues

The purpose of this policy is to provide guiding principles that will support the leasing and licensing of Council properties. It will provide the foundation for property leasing and licensing decision-making and guidance for the development of occupancy agreements. The Policy focuses on occupancy details, tenant categorisation and rental levels, and occupancy conditions as summarised below. Occupancy covers aspects such as the type and length of lease or licence agreement with community agreements being made for a term of three years preferably under a licence agreement. The legislated maximum term available for Council properties is 50 years and 21 years for Crown Land. Tenant categories have been created to assist in determining the appropriate rental to be charged taking into consideration the variety of community groups that Council supports through access to buildings and property. The rental amount of $104 (exc GST) aligns Council’s rental charging with DSE’s leasing and licensing charges.


Tenant Category

Description Characteristics Examples Rental

Group One - Commercial

Occupy the premises on a commercial basis.

Commercially operated business.

33 Main St Maldon (Pharmacy); Maldon & Castlemaine Caravan Parks; 65 Templeton Street Castlemaine (BRiT)

Market value.

Group Two - Not for Profit Volunteer & Community Service Groups

Includes community groups that service the community or are an underprivileged or disadvantaged group.

Volunteer Run & Community Service organisations.

Senior Citizens clubs; Small Historical Societies; Event organisers; Mens Sheds; Kindergartens; Neighbourhood & Community Houses; Newstead RTC;Etc

$104 per annum or as amended by Council.

Group Three – Sporting Clubs

Includes recreational groups that serve the community and whose services are readily available to residents in exchange for a participation fee or membership.

Sporting Clubs Tennis Clubs; Bowling Clubs; Football & Netball Clubs; Etc

Ground Rental = $104 per annum or as amended by Council. Building Rental = $104 per annum or as amended by Council. Ground & Building Rental = $208 per annum or as amended by Council.

The policy has provision for discount rental depending on tenant contributions to capital improvements to the property. Rental increases will be based on a 3% annual increase or as amended by Council’s Schedule of Fees and Charges. Occupancy conditions covers general maintenance in the form of maintenance schedules to be attached to each agreement and requires tenants to participate in regular condition inspections and reports. The policy also provides for transition arrangements for existing lessee’s who are currently charged between $1 and $100 per annum. The transition provision allows for a gradual increase in rental charges over a period of 3 years to allow existing lessee’s time to budget for the higher rental amounts.



Direct costs will be incurred where leases are required as these must be prepared by Council’s legal provider. The minimum cost of lease preparation is $700 (exc GST) per lease. Indirect costs will be incurred in officer time taken to manage leases and licences.

6. Consultation

This Policy has been reviewed by Council Officers from property related service units, and the Executive Management Team. The Mount Alexander Shire Council Audit Committee reviewed this Policy and accepted the recommendation to forward it to Council for adoption. Councillors have been consulted on the draft Policy.

7. Conclusion

The establishment of a Property Leasing and Licensing Policy is the foundation for the effective and efficient management of Council’s properties. This Policy will provide the guiding principles that will support this process.

RECOMMENDATION

That Council approve the Property Leasing and Licensing Policy.


FUT 08 PET REGISTRATION FEES (2/10/2)

Responsible Officer: Manager Sustainable Development

1. Purpose

For Council to consider an increase to the dog and cat yearly registration fees to compensate for the increase in state levy payments due to changes to the Domestic Animals Act 1994 (Act). The levy payment for each dog and cat is required to be collected by Council and paid to the State Government.

2. Background

From 1 January 2011, the levy which Council must may to the State Government for each cat and dog registration will increase by $1.00. Therefore the levy on each registration fee will be:

$2.00 for each cat registration; and

$3.50 for each dog registration

The increase in the levy was made by the Government to expand funding to the Department of Primary Industries (DPI’s) Responsible Pet Education programs provided in pre and primary schools across Victoria.

Currently Council’s pet registration fees are set in the 2010-2011 budget at:

$68.00 for full fee dog and cat

$23.00 for reduced fee dog and cat

Reduced fees apply for those pets meeting one or more of a range of criteria including whether they are desexed, microchipped, kept for working stock, or over ten years old. Pensioners are charged 50% of the above fees.


Including consideration of Economic, Social and Environmental impacts. The Act stipulates that Councils must pay a levy to the State Government on each dog and cat registration fee collected by the end of each financial year. In addition, Councils must also pay a levy on every domestic animal business registered with the municipality. Council’s pet registration forms clearly state that there is a levy component of the fee charged to ensure that pet owners are aware that a component of the fees paid are not retained by Council. The Act also sets out the principles which Council must apply in setting dog and cat registration fees as follows:

In fixing a maximum fee for registration of dogs or cats, the Council must fix a fee which is at least 3 times greater than the reduced fee

A council must waive 50% of the registration fee which a person would otherwise be required to pay for a dog or cat if they are a pensioner

4. Issues

Pet registration fees are usually set and reviewed through the annual budget process. This year pet owners will be invoiced for their pet registration fee in February/March with the fee being payable before 10 April 2011, this date being the commencement of the pet registration year.


Council must pay the required levy to the State Government by 30 June 2011, and therefore, on this occasion it is necessary for the fees to be reviewed and new fees set separate from the budget cycle in order to allow for the levy increase. In preparing this paper it was also noted that the current fees do not comply with the Act in that the maximum fee is not three times greater than the reduced fee. It is therefore proposed that Council increase pet registration fees by $1 for the reduced fee dog and cat, and set the full fee at three times this rate as follows:

$72.00 for full fee dog and cat

$24.00 for reduced fee dog and cat


The proposed rise in fees will increase the income expected for pet registrations for the 2011–2012 financial year, however this will be reflected in the increase in expenditure against the state levy fee account.

6. Consultation

The pet registration fees were reviewed in consultation with the Local Laws Coordinator and Manager Sustainable Development.

7. Conclusion

Changes have been made to the Domestic Animals Act 1994 which obliges Councils to pay an increase in the state levy charge on every animal registration collected by Council. As from 1 January 2011 the fees are:-

Cats increased from $1.00 to $2.00

Dogs increased from $2.50 to $3.50

The increase of $1 per registration should be reflected in the fee charged by Council for pet registrations to ensure cost recovery. The fees are also required to be adjusted to ensure they are compliant with the principles set out in the Act. It is therefore proposed that Council set pet registration fees as follows:

$72.00 for full fee dog and cat, bring a total increase of $4.00

$24.00 for reduced fee dog and cat, being a total increase of $1.00

RECOMMENDATION

That Council set the pet registration fees at $72.00 for full fee dog and cat and $24.00 for reduced fee dog and cat.


10. DELEGATES REPORTS

Nil.

11. NOTICE OF MOTION

Nil.

12. URGENT SPECIAL BUSINESS

Nil.

13. MEETING CLOSE

Meeting closed at 7.50pm.

minutes - mount alexander shire council...2011/02/08 · the unconfirmed minutes of the ordinary...

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