2015

Eidsvold 

North Burnett Regional Council 

December 01, 2015 

StandingCommitteeMeetings–PolicyandPlanning

  

North Burnett Regional Council Policy and Planning Agenda– 01/12/2015 

NORTH BURNETT REGIONAL COUNCIL POLICY AND PLANNING STANDING COMMITTEE MEETING AGENDA – EIDSVOLD – 01 DECEMBER 2015  

230

                      DOCUMENT 148338 Attendees     Agenda Item 1    Attendees    Welcome     Agenda Item 2    Welcome / Housekeeping  Apologies     Agenda Item 3    Apologies   Declaration    Agenda Item 4    Declaration of Interest          Deputations    Agenda Item 5    Deputations/Petitions  Governance  Agenda Item 6    Governance Reports              6.1  119th LGAQ Annual State Conference                                                     003‐010  

      6.2  Policy 102 – Grants to Community Organisations                            011‐025    Economic    Agenda Item 7    Economic Reports  

7.1  Waiver – Infrastructure Charges – RSL Queensland      026‐028    7.2  Planned QFES Exercises at the Emergency Management Pad Gayndah  029‐033  Social   Agenda Item 8    Social Reports    8.1  Libraries Update              034‐043  Infrastructure   Agenda Item 9    Infrastructure Reports  Confidential   Agenda Item 10  Confidential Reports  Closure of Meeting   Agenda Item 11  Closure of Meeting    

GOV 1 119th LGAQ ANNUAL

STATE CONFERENCE

File: 13.3.16 Officer: Mark Pitt

The purpose of this report is to update Council on attendance at the 119th Annual State Conference for the Local Government Association of Queensland held in Toowoomba, 19-21 October 2015. This year’s conference theme, “Taking Control of Our Own Destiny”, reflected on both its proximity to the 2016 council elections and the broader economic and political environment in which we operate. This year’s line up of speakers challenged thinking on many diverse fronts, from technology to the business of council elections. It was good to again have the minister responsible for roads speak at the annual conference after many years’ absence. The ever popular council segment groups gave all an opportunity to hear from and exchange views with councils that have similar challenges. Corporate Plan: 5.8 Regional Representation – Improved opportunities and quality of life; 5.8.2 Collaborate with corporate and key regional and community stakeholders to ensure a unified and strengthened approach to national, state and regional advocacy. The Conference: The Annual Conference provides an important opportunity for councils to not only network and learn but also to debate and vote on new policy as well as attend the Association's AGM. This Conference is the LGAQ’s largest yearly event - bringing together Federal, State and local government, external stakeholders and media. Additionally, there was a significant contingent of industry suppliers comprise a large trade exhibition to show-off their latest offerings to the sector's leaders from across the state. The Annual Conference consists of two and a half days of full plenary, split plenary and workshop sessions where participants discussed the challenges facing local government and their communities.

3

Deputation - Local Government Remuneration and Discipline Tribunal North Burnett Regional Council’s deputation with the Local Government Remuneration and Discipline Tribunal was held at the LGAQ Conference with Council representatives meeting with Colin Meng, Chairperson, Deputy President Adrian Bloomfield, Member and Brian Bartley, Member. Keynote Speakers: A number of the presentations were made at the Conference including (but not limited to)the following:

HON JACKIE TRAD MP -Deputy Premier, Minister for Transport, Infrastructure, Local Government and Planning and Minister for Trade

MR TERRY WOHLERS - Founder, Principal Consultant and President Wohlers Associates Inc.

MS HOLLY RANSOM - Courtesy of ICMI Speakers Bureau MR ANDREW TULLOCH – CEO Trade and Investment

Queensland at Queensland Government MS CATHERINE DEVRYE - Courtesy of Saxton Speakers

Bureau Resolutions: Council was successful in the having resolutions place on this year’s agenda three motions being listed on the agenda. Two motions were debated and adopted with the third motion being referred to the LGAQ Policy Executive due to time constraints for debate. Resolutions below that were placed on the agenda:: Resolution 45 That the Local Government Association Queensland lobby the Federal Government to work with all partners to reduce the timeframe for construction of telecommunication infrastructure under the Mobile Blackspots Programme from three years to one year.. Carried Resolution 75 That the Local Government Association of Queensland lobby the State Government and the Police Union to ensure that a replacement is made for any transferring police officer before the transfer takes effect. Carried Resolution 101 That the Local Government Association of Queensland lobby the State and Federal Governments to continue to promote incentive schemes for rural communities to ensure that they have access to well-trained and qualified general practitioners and appropriate infrastructure to support such medial staff. Referred to LGAQ Policy Executive

4

Trade Exhibition: A large number of trade exhibits were again at the conference with a range of information gathered. Council was also successful in obtaining a Conference prize of $5,000 worth of Park Equipment that was sponsored by Local Buy. Decisions are currently underway as to where to place this equipment. ALGWA Breakfast Following on from the hosting of the ALGWA State Conference in the North Burnett Regional Council in July, Council representatives attended the ALGWA Breakfast Function at which Kylie Blucher, Managing Director Channel Nine Brisbane was the guest speaker. RECOMMENDATION That the CEO report on attendance at the 119th Annual State Conference for the Local Government Association of Queensland be received for information and the contents of the report noted.

5

6

7

8

9

10

1 of 15

Policy Title:  Grants to Community Organisations

Policy No:  102  Directorate:  Community & Cultural Services Responsible Officer:   Director of Community & Cultural ServicesDeputy Chief Executive Officer  Adopted Date:  General MeetingStanding Committee Meeting ‐ Policy and Planning – 22/0912/2015 Review Date:  22/0912/2017  VERSION  MEETING APPROVED  MEETING DATE  HISTORY 

1  Policy & Planning Meeting  05/12/2012  Bi‐Annual Review 

2  General Meeting  17/03/2015  Bi‐Annual Review 

3  General Meeting  22/09/2015  Amendment 

 Authorities:  Sections 4(1)(h) and 11 of the Local Government  Finance 

Standard 2005  

  NBRC Grant Programme Principles  The  intention of  the North Burnett Regional Council  (NBRC) Grant Programme  is  to enable clubs, organisations, groups and families to:   

o Provide  events,  services,  activities  and  opportunities  that  would  not otherwise be available, and  

o Access  events,  services,  activities  and  opportunities  that  would  not otherwise be available.  

 NBRC Grant Policy Aims and Objectives  The Grants  Programme  aims  to  assist North  Burnett  communities  to make  positive contributions to cultural, sporting, community, educational or recreational needs – and opportunities. The Programme aims to generate widespread and inclusive community benefit ‐ throughout each town and district, and through diverse groups and families.       

StatutoryPolicy

11

2 of 15

Availability of Grants  Council  is  strongly  supportive of  community events however,  there  is a  limited  cash funding available to support this policy.   Annually Council allocates a modest budget to cover this program. Typically Council only provides cash funding in the following instances;    

Elite Arts and Culture 

Elite Sports Performance applicants 

School Burseries\Awards 

Corporate Partnerships (these are long standing key events)   Other  grant  categories will  be  offered  support  through  in‐kind  and  other  types  of support.  NBRC Grant Programme Policy Conditions  Applicants  must  agree  to  acquit  the  grant  funds  in  accordance  with  agreed  and approved purpose of the grant.  Further, they must agree to report on the expenditure and  the outcomes of  the  approved  activity;  and  to  co‐operate  in  activities  entailing media coverage and public acknowledgement.    The Applicant shall have no outstanding debt to Council at the time of assessment.  The Applicant should be able to explain why they are not in a position to fully fund the proposal without Council’s assistance.  If the Applicant is applying for a Community or Regional Event project over $1000, they should be  incorporated.   They need to provide a copy of the  incorporated certificate, and a copy of the Treasurer’s most recent report with the application.   They may be asked to supply copies of the organisation, group or club’s audited financial statements for the past financial year.  If  the Applicant  is  applying  for  a Community  or  Regional  Event  project,  and  is NOT incorporated,  they are welcome  to  join  forces with a group  that  is, e.g. an  informal group of citizens could approach the P&C or Lions or any other  incorporated body to partner  with  them.      The  partner  must  supply  their  incorporated  certificate  and Treasurer’s  report.    As  the  incorporated  body,  the  partner  is  accountable  for  the correct  acquittal of  the  funds  (i.e.  that  the money  is  spent  as  agreed)  and  that  the project or event is completed successfully (Elite Performance family applicants do not need to provide Incorporation certificates or financial reports).  Council’s grant contribution will be appropriately acknowledged  ‐ as per the  letter of approval provided by Council (unless otherwise negotiated).  Applicants should seek independent, expert advice regarding the impact of Goods and Services  Tax  (GST)  or  income  tax  that may  result  from  any  potential  funding  from Council.  (This includes Elite Performance family applicants). 

Formatted: Left, No bullets ornumbering

Formatted: Font: Not Bold

Formatted: Left, Bulleted + Level: 1+ Aligned at: 0.63 cm + Indent at: 1.27 cm

Formatted: Bulleted + Level: 1 +Aligned at: 0.63 cm + Indent at: 1.27cm

Formatted: Left, Bulleted + Level: 1+ Aligned at: 0.63 cm + Indent at: 1.27 cm

Formatted: Left, No bullets ornumbering

Formatted: Font: Not Bold

Formatted: Font: Not Bold

12

3 of 15

 The  Applicant  must  complete  a  “Statement  by  Supplier”  form  OR  submit  their Australian Business Number (ABN).  Applicants must not use the Grant Programme to promote any political agenda; or any divisive creed or activity.    NBRC Grants Eligibility Criterion  Strengthening Communities or Regional Events applicants must be:  

Incorporated, (if applying for more than $1000).   Applicants, applying for grants under  $1000,  need  not  be  incorporated  but  should  be  auspiced  by  an incorporated partner, (see policy conditions above),  

Holders of an ABN; OR auspiced by a patron organisation that holds an ABN; OR able to submit a ‘Statement by Supplier’ form,  

Not‐for‐profit (as opposed to being a commercial or government entity),  

Located in, and focused on service to, the North Burnett, 

Able  to demonstrate benefits  to North Burnett  communities, or  sectors of  the community, as a direct result of the proposed project, event or activity,   

Clearly able to deliver the proposed project, service or event, i.e. able to achieve a successful outcome,  

Clearly able to administer the proposed project, service or event, e.g. ability to expend  the  funds  correctly;  and willingness  to provide  financial  acquittals  and outcome reports to Council at the completion of the project,  

Clearly  able  to  gather  sufficient  community  support  and  additional  resources (such  as  volunteer  support,  and/or  necessary  equipment,  venues,  partners, further  sponsorship,  etc)  such  that  the  project,  service  or  event  will  be successful,  

Clearly  able  to maintain  the  service,  project  or  event  in  future  (if  required), without continuing reliance on Council grants.  

Elite Sports Performance applicants must be:   

Residents of the North Burnett,  

Engaged in elite sporting performance at a state, national or international level,  

Clearly able  to raise any additional  funds  required  (over and above  the Council contribution),  

Prepared to match contributions  

Applicants may be awarded up to: o State Level Events: $250 o National Level Events: $500 o International Level Events: $750 

 Elite Arts and Cultural Performance applicants must be:  

Residents of the North Burnett,  

Invited to exhibit or perform at a state, national or international level, 

13

4 of 15

Clearly able  to raise any additional  funds  required  (over and above  the Council contribution),  

Prepared to match contributions  

Applicants may be awarded up to: o State Level Events: $250 o National Level Events: $500 o International Level Events: $750 

 NBRC Funding Guidelines           

   

The North Burnett Regional Council Grant Programme is designed to support activities that are difficult to fund through other sources.  

Applicants should not apply to Council for grants that are generally funded through an applicant’s core funding source, e.g. Dept of Education or Emergency Services core funding – or through dedicated funding sources, e.g. cultural activities suited to RADF.  

All reasonable requests will be considered providing they demonstrate community benefit, and are within the guidelines. 

Applicants should read the Conditions, Guidelines and the Eligibility Criteria before preparing an application OR talk to a Grants Officer. 

14

5 of 15

Who can apply for a NBR Council grant?  1. The  following categories of  individual and organisations  can apply  for an NBRC 

grant: 

Individual sports people, who participate at the elite level in any sport, i.e. state, national or international level, are eligible for the Elite Performance Grant. 

Individual people, who participate  in Arts and  / or Cultural competitions, i.e. state, national or  international  level, are eligible for the Elite Arts and Cultural Grant. 

Community groups, clubs, service organisations, and event committees can apply for the community and event grants.  Organisations applying for less than$1000 do not need to be  incorporated.    It  is recommended that they form  a  partnership  with  an  incorporated  organisation  /  group.  Organisations applying for more than $1000 do need to be incorporated. 

 Where do I get the forms and guidelines?   2. Application  forms are available online on  the Council website, or  in hard  copy 

from local Council offices.  

Where do I hand in the completed, signed application?  3. Applications (including the application form, budget template and any supporting 

documents) can be  lodged by email,  fax, mail or  in person  in any  local Council office on 1300 696 272.  

Is there someone who can help me to complete the form, and/or with advice?  4. If you need help to complete the form, or if you’re not sure what to do, contact 

Council on 1300 696 272.   What supporting material must I hand in with the application?  5. If  the  Applicant  is  an  incorporated  entity,  they  should  provide  copies  of  the 

Certificate of  Incorporation.   They should also provide a copy of the Treasurer’s most recent report, with the application. 

6. If  the  Applicant  is  not  incorporated,  it  is  recommended  that  they  form  a partnership  with  an  incorporated  patron  that  can  supply  an  Incorporation Certificate. 

7. Elite  Performance  and  Elite  Arts  and  Cultural  applicants  do  not  need incorporation,  or  financial  statements.    They  will,  however,  need  to  provide information about the event they wish to participate  in.   They will also need to show evidence  confirming  their participation  in  the event,  i.e. a  letter or  form showing  that  they have been selected, nominated or accepted  for  the sporting event.  

8. All Applicants should include their ABN.  If they don’t have an ABN, they need to include a completed ‘Statement by Supplier’ form, (which can be picked up from your local newsagent). 

15

6 of 15

9. Applicants  should  provide  copies  of  existing  insurance  or  licences  (where relevant) e.g. public liability insurance for an event, or liquor licences, etc. 

10. Applicants may also need to show other evidence, such as a copy of a  lease, or proof  of  ownership  for  project  that  entails  building  or  changes  to  community structures,  etc.    Applicants  should  check with  Council  if  complex  changes  are being made, e.g. to plumbing & drainage. 

11. For more  complex  projects,  such  as  a  regional  event,  applicants may  need  to provide  additional  information  showing  that  they  have  thought  through  key activities  such  as  event  management,  risk  management  and  marketing  / promotion.  Ask a grants officer with Council on 1300 696 272 if you will need to provide  additional  information  before  you  hand  in  the  application.    Allow yourself enough time to prepare these plans, i.e. don’t leave it until a two month turn  around  time  is  not  a  feasible  timeframe.  They  need  not  be  complex; generally a one page summary in dot points or a table is fine.  

What do I need to check before I hand the application in?  12. Applicants should complete all questions in the application forms. 13. The  application  forms  need  to  be  signed  by  the  appropriate  person,  e.g.  the 

president of  the community organisation or event committee; or  the parent or guardian of the sports person. 

14. Applications should be completed electronically or neatly completed by hand on the forms provided.   We strongly recommend that you find someone with neat, clear writing if the forms are completed by hand.  If this is a problem, talk to the Grants Officer and they can help to fill in the forms.  

Can I make more than one application?  15. Applicants may make as many applications as they choose throughout the year. 

However, each applicant will be permitted one successful grant allocation only, from Council, per year.  

Can I alter my application after it has been submitted?  16. Sometimes circumstances change, e.g. the committee members change, contact 

or banking details change – or even parts of your project or event may change.   When this happens, you MUST:  

17. Let Council know immediately.  You can phone, but please do put the change in writing, e.g. email, letter or fax,  

18. Negotiate  any major  changes  to  the  project  before  you  implement  them,  e.g. new starting or finishing dates; or different expenditure.  

What could make me ineligible for a Council grant? 19. Applicants who have not completed previous grant projects successfully may be 

ineligible for grants, e.g. they failed to acquit or report on a previous grant; they failed to complete the project; they failed to spend the grant in the agreed way; they did not appropriately acknowledge the Council grant in accordance with the original grant agreement.  

20. Applicants who have outstanding debts to Council.  

16

7 of 15

21. Requests for recurrent, operational funding, e.g. wages, annual or monthly bills, etc that are part of the general operations or your group, club or committee, are not eligible.  You should contact Council directly to discuss exemptions or rebates on items such as rates.  

22. Applications  requesting  100%  of  the  costs  of  a  project  or  activity.    Applicants should  show  that  the  group,  community  or  family  is  prepared  to  support  the proposed activity by: o their time and effort, OR  o use of vehicles, equipment, venues, or other  resources already owned or 

accessible by the community, group or family OR  o cash already held by the community, group or family, OR  o donations, fund raising, sponsorship or other grants.  

23. Applicants applying for over $1000  in the community or events sector, who are not incorporated, and who do not provide an incorporated patron.  

24. Applicants who  do  not  complete  the  application  forms  fully  AND  provide  the required supporting material, may not be eligible.  This includes the budget! 

25. Applications that are not signed (by the appropriate person).  26. Applications  that  provide  insufficient  information,  incorrect  information, 

misleading information, or that cannot be read easily, may be ineligible.  27. Activities that commence expenditure before Council approval  is given may not 

be eligible.  You need to contact Council to discuss this if action or expenditure is vital  before  the  assessment  and  approval  round  (i.e.  because  of  an  event deadline, etc).  

28. Applications  that  request  funds  for  activities  that  are  not within Council  grant aims may not be eligible, e.g. where the request is well outside the guidelines or objectives of the grant.  

Are there ‘exceptional cases’?  29. Council will  consider  all  reasonable  requests,  subject  to  availability of  funding, 

the merits  of  the  application,  and  whether  the  request  ‘fits’  with  the  Grant Guidelines, Conditions and Eligibility Criteria.      

30. Applicants  can  request  consideration  of  ‘exceptional  cases’,  e.g.  where  the project or the applicant may not meet all of the eligibility criteria or the proposal may be innovative, unusual or indicative of exceptional hardship.   

     

Grant Schedule Guidelines:  31. Grants are assessed at every General Council Meeting usually held on a monthly 

basis. From the day of submission, allow for a 2 month turn around period to see your application processed. Exceptional cases may see Council refer the decision to the next Council meeting in order to collect further information. 

32. Grant monies will be released when the approved recipient signs and returns the designated area on the letter of approval.  

  

If assistance or advice is required, applicants can contact the Local Office Supervisor  

17

8 of 15

Budget Guidelines:  

33. The Council Grant Programme offers one‐off grant allocations to projects, service improvements, events or activities.   

34. For applications over $1000, applicants must provide a realistic budget (using the templates provided), including any known cash or inkind commitments from non‐Council sources, any potential income, and all known costs. 

35. Eligible costs are those directly related to the proposed project, event or activity, e.g.  volunteers  involved  in  the  activity, project  co‐ordinators or workers  costs, purchase of  equipment,  refurbishment or maintenance of  an  existing building, purchase of a new building (such as a storage shed). advertising and promotion, event or activity‐specific insurances or licences, travel, access to expertise, etc. 

36. Ineligible costs are operational or recurrent costs, such as wages, rates, day‐to‐day or annual running costs, utilities (electricity, water, etc), or an organisation’s general  insurance  or  incorporation  fees.    Ineligible  costs  also  include:  debts, litigation,  retrospective  funding,  private  /  commercial  ventures,  or  projects located outside the North Burnett,  

37. Applicants can  request support  from Council  in cash and/or  inkind  terms,  i.e. a community may  desire  inkind  contributions  such  as  access  to  Council  halls  or equipment, assistance from Council staff, etc,   

38. The value of the application will calculated on the total, combined value of the cash  and  inkind  contributions  requested  from  Council  (not  just  the  requested cash contributions),  

39. Applications,  where  Council  is  expected  to  fund  100%  of  costs,  may  be considered  less eligible.   Applicants should try to demonstrate that their group, family, partners or community are making a significant contribution, i.e. they may offer  cash  and/or  inkind  contributions  such  as  volunteers,  time,  equipment, venues, vehicles, etc,   

40. When applying  for grants over $1000, applicants  should be prepared  to match Council  funding,  dollar  for  dollar.    (Dollar  for  dollar  refers  to  the  value  of  the contribution, i.e. an applicant can match Council funds with inkind contributions and/or cash),  

41. Applications should not exceed the grant  ‘ceilings’,  i.e. the highest amount that can be applied for in each grant.  Ceilings are listed in the Grant Outlines.  

42. An  allocation  of  funding does  not  guarantee  funding  in  subsequent  years,  e.g. one successful grant is not a guarantee of continual annual funding for an event, or continued rate rebates, etc.  

 How are the applications assessed?  43. The  grant  process  is  competitive,  i.e.  your  request  may  be  considered  in 

comparison  with  the  merits  of  other  applications.    Further,  submitting  an application does not automatically entitle a group or individual to an allocation of funds.  

 How are the applications assessed (continued)?  44. The number and type of applications selected will depend on:  

o Their quality,  o Whether applicants meet the eligibility criteria,  

18

9 of 15

o The  nature  and  scope  of  community  benefit  that  the  project,  event  or activity  delivers.    Preference  will  be  given  to  proposals  with  greatest potential benefit, and/or a clear value for money proposition,   

o The  scale  of matching  contributions  from  applicants.    Preference will  be given  to  applications  that  are  partially  funded  or  resourced  from  other sources, 

o Consistency with the aims and conditions of NBRC Grants, o The individual merits of the application,  o The number and value of applications  

45. Council allocate funding for each financial year.   Once this ceiling  is reached, no further allocations will be made.   

46. Grants will be assessed by the CEO or delegated Council Officer after consultation with  the  relevant  Councillors,  Council  staff  and/or  other  pertinent  advisors.  Grants  over  $500  in  value will  also  be  approved  by  Council  resolution,  as  per NBRC financial delegations and policies,   

47. Any  applicant  that  defaults  on  grant  responsibilities,  such  as  the  financial acquittal or outcomes report (written or verbal) can not re‐apply.  

48. Council’s decision is final, and no correspondence will be entered into.  

How will I know if the application is successful?   49. Successful applicants will receive a letter of approval, in the month following the 

assessment.  

What happens next?  50. Successful applicants need  to complete, sign and  return  the designated section 

on the letter of approval before any funding will be released.  51. One signed copy needs to be returned to Council; you need to keep one copy for 

your records.  52. Council will pay the grant according to the method of payment you indicated on 

your application form.  Make sure banking details and mailing details are correct.  If those details change after you have submitted your application form, it is your responsibility to let Council know and provide new details.  

53. The  Council  may  ask  for  special  conditions  for  the  funding,  e.g.  public acknowledgement, media activity,  completion dates, etc.   You need  to  contact Council if the conditions are unclear or unsuitable.  

54. Successful applicants have 12mths, from the time of notification, to complete the project and acquit the funding, unless otherwise negotiated. 

     What are my options if the application is not successful?  55. Failure to receive  funding may not be due to any  lack  in the application;  it may 

result  from  the  large number of applications and  the  limited  funds available  in any round.  If an applicant intends re‐submitting, they should seek feedback from 

No funds resources or funds will be released until you sign and return the letter of approval to Council.  

19

10 of 15

the  Council  Community  Grants  Officer  on  1300  696  272.  Any  recommended improvements should be made prior to re‐submitting.  

56. Council  may  be  interested  in  your  proposal,  but  may  require  additional information.    They will  contact  you.    Requests  for  additional  information  are (generally)  a  positive  sign,  so  please  provide  the  information  as  quickly  and completely as possible.  

57. While  you  are welcome  to  resubmit,  please  do  take  note  of Council  feedback regarding your eligibility, and the eligibility of the proposal.  Council decisions are final and no correspondence will be entered into.  

Do I have to acknowledge Council’s contribution in public?  58. All grant recipients should acknowledge NBRC’s contribution via: media coverage, 

banners,  Council  logo  on  a  website,  brochures,  letters  or  signs,  public acknowledgement at an opening or launch, etc.   

59. All  projects will  be  eligible  for media  coverage  (in  local  or  regional  papers  or radio)  and/or  public  acknowledgement.    Participation  in  the  grant  process automatically grants  ‘permission’  for media  coverage and public  recognition of approved projects, events or activities. Successful applicants may negotiate when the media  coverage occurs,  i.e. before, during or after  the project.   Applicants should  indicate media  timelines or any media or public knowledge  sensitivities surrounding the project on the application form.  

60. Applications are confidential until the approval process is complete.   Do I have to make a report to Council?            61. Successful applicants are expected to fill in the template report to Council within 

2mths  of  the  completion  of  the  activity,  project  or  event.    Templates  are provided.    Council  may  invite  grant  recipients  to  make  a  verbal  report  to  a Council meeting. 

 What do I do if the approved project has a problem?  62. Grant  recipients  should  contact Council  at  the  earliest  opportunity  to  flag  any 

difficulties  with  project  completion,  expenditure  or  reporting  requirements.  Early notice can result in negotiation of new timelines or arrangements,  

 63. Failure  to  comply with  reporting  or  expenditure  requirements may  result  in  a 

demand  for  the  return of  the granted  funds.   No  further applications  from  the defaulting  individual or group will be  considered until  the  required  reports are made.  So, it’s very important that you contact Council at the earliest opportunity 

Council grants are funded from ‘public money’, i.e. rates and Local Government funds.  For this reason, it is important that the grant process be accountable and transparent, and that each project clearly benefits North Burnett communities and families.   

To ensure transparency, and clarity regarding the benefits, Council requires recipients of grant money to provide a brief update or report outlining the results, achievements and outcomes.  

20

11 of 15

to negotiate if any changes are required, e.g. an extension to the project time, or a change in the project or event.   

64. Any  organisation  or  individual  that  cannot  demonstrate  that  funds  have  been expended  in  accordance with  the  purpose  for which  the  funds were  granted, within  12mths  of  receiving  the  funds, will  be  required  to  return  the  funds  to Council.    

 Funding Subsidy / In‐kind support to Not‐For‐Profit Organisations  Besides being  able  to participate  in  the Council Grants Program  as described  above Not‐For‐Profit  Organisations  listed  in  Policy  113  are  eligible  to  qualify  for  funding subsidy and In‐kind support such as (but not limited to):   1. School/College Awards 2. Traditional Support   3. Corporate Partnerships (sponsorship of major regional events) 4. Regulatory Fee Reimbursement 5. Use of Council Plant and Equipment 6. Waste Tipping Fee Waiver 7. Use of small Council Plant and Equipment i.e. chairs, generators, bins, etc; 8. Use of Rooms by Not‐For‐Profit Community Groups  i.e.  library,  function  room, 

offices, etc. 9. Subsidised Hire of Sports Grounds  10. In  Kind  Photocopying  of  up  to  $250  may  be  granted  per  organisation  and 

financial year  

The different grant schemes are administered in the following ways.  1.  School/College Bursaries & Awards  Intent  ‐  To  assist  in  the  funding  of  awards  conferred  upon  students  enrolled  at institutions in the North Burnett Region.  Eligibility ‐ Each school/college (primary or secondary) in the North Burnett Region.  Procedure  ‐  Eligible  schools/colleges  make  written  application  for  payment  of  an amount <$200 in any given year.  Funding Limit ‐ $200/institution/calendar year.  2.  Traditional Support  Intent  ‐ To continue to  financially support groups that have traditionally  (historically) received  such  support  from  Council.  These  groups will  generally  receive  a  reduced level of support as granted the pervious year.   It should be noted that cash contributions in this category (Traditional Support) will 

be determined on an annual basis as per Council budget deliberation. 

21

12 of 15

3.   Corporate Partnerships  Intent:  ‐  To  identify  those major  (non‐sporting)  regional  event  run  by  others  that Council wishes to support financially.   Eligibility –  

Biggenden Show 

Eidsvold Easter Musicians Muster 

Eidsvold Lions Easter Fair 

Eidsvold Show 

Eidsvold Show Ball 

Gayndah Show 

Gayndah Orange Festival  

Monto Dairy Festival  

Monto Fly‐In 

Monto Show 

Mundubbera Show 

Mundubbera 7‐A‐Side Cricket Carnival 

Mundubbera Multi‐Cultural Festival – Taste of the Burnett 

Mount Perry Show  Procedure ‐ the level of support will be determined as part of the budget development each year.   Funding Limit ‐ Determined at budget annually.  4.  Regulatory Fee Reimbursement  Intent  –  To  establish  circumstance  where  Council  will  waive  Local  Government regulatory fees for community groups undertaking project work on Council‐owned or Council‐controlled premises.   Eligibility –   

Be a not‐for‐profit community organisation based in the North Burnett Region.  

Be undertaking work (requiring some form of development approval) on Council‐owned or Council‐controlled land.  

Demonstrate  that  the organisation broadly  caters  for and benefits  the general community, or that it provides a community welfare service.  

Must  not  have  access  to  funds  generated  from  licensed  premises  or  gaming machines.  

Must not have any outstanding matters of concern before Council.   Procedure ‐   Eligible community organisations can apply  in writing for reimbursement of fees associated with development assessment and/or building certification of work undertaken on public premises in Crown or Council owned land.   Funding Limit – Determined at budget annually.  

22

13 of 15

5.  Use of Council Plant & Equipment  Intent ‐ To provide guidelines for community organisations to apply for use of Council plant and equipment to maintain or improve facilities generally available to the public.  Eligibility ‐   

Be a not‐for‐profit community organisation based in the North Burnett region. 

Be undertaking work to improve facilities that will then be generally available to the public. 

Demonstrate  that  the organisation broadly  caters  for and benefits  the general community, or that it provides a community welfare service. 

Must  not  have  access  to  funds  generated  from  licensed  premises  or  gaming machines. 

Must not have any outstanding matters of concern before Council.  Procedure ‐  

 

Written application made 

Machinery  or  equipment  will  only  be  made  available  when  its  use  will  not otherwise interfere with Council's own works programs and needs. 

An  operator may  be  hired  from  Council  at  the  applicable  private works  rate (including penalties where applicable). 

North  Burnett  Regional  Council  employees, with  appropriate  certification,  are permitted  to operate Council machinery  in  their own  time,  for  the purpose of assisting clubs.    In such circumstances, any arrangements  for payment  (cash or other) of the employee are a matter between the applicant and the employee. 

Floating plant to a job site will be included in the value of work performed.  

Funding Limit – Determined at Budget annually.  6.  Waste Tipping Fee Waiver & Provision of Waste Services at Community Events  Intent  ‐ To provide a  fee waiver  to an agreed amount  for waste disposal charges  for unwanted and clean‐up items from: 

 1.   Charitable  organisations  that  operate  bargain  shops  and  cannot  recycle  the 

donated goods or waste illegally dumped in the organisation's collection bin; 2.   Service  Groups  that  provide  basic  garden  &  home  maintenance  or  clean  up 

operations as a welfare service. 3.  Any Council approved community function.   Eligibility ‐ Applicants must:  •   Be a not‐for‐profit community organisation based in the North Burnett Regional 

Council area: 1. Charitable  organisations  that  operate  bargain  shops  and  cannot  recycle  the 

donated goods or waste illegally dumped in the organisation's collection bin; 2.   Service  Groups  that  provide  basic  garden  &  home  maintenance  or  clean  up 

operations as a welfare service. 

23

14 of 15

Procedure –  •   Council will make an annual  invitation for eligible groups to register for support 

under this program.  Conditions for Claiming Fee Waiver:  •   Organisations claiming fee relief can deliver to all waste management centres. •   Applicable waste disposal charges to apply. •   All  recyclable material  defined  is  to  be  separated  from  general waste. Where 

material  is  not  separated  for  recycling  the  fee waiver  for  such  loads will  not apply. 

•   The  charitable  organisations  shall  be  responsible  for  all  costs  associated with collection and transportation of the material to the waste management facility. 

 Determining Authority ‐ The administration of the Waste Tipping Fee Waiver Program shall be limited to the annual budget allowance.  Provision of Bins and Waste Services at Public Functions & Community Events Council will support groups with a waste service that traditionally are registered on the traditional support register.   7. Use of Rooms by Not‐For‐Profit Community Groups  Intent  ‐  To  provide  a means  by which meeting  rooms  in  Council  venues  are made available free of charge to not‐for‐profit groups for the purposes of staging meetings. 

 Eligibility ‐  

 

Not‐for‐profit community groups and/or charitable organizations. 

Based in North Burnett Region.  

Procedure ‐  Council designate  the  following Council‐managed venues  (room specific)  for  free use by not‐for‐profit or charitable organisations based within the North Burnett Region for the purpose of conducting ordinary, special or annual general meetings.  

Venue  Room 

Biggenden Memorial Hall  Foyer 

Biggenden Memorial Hall  Main Hall 

Eidsvold Show Grounds “The Shed”  Indoor Sports Centre – Main Room 

Eidsvold Community Hall  Main Hall 

Eidsvold Community Hall  Supper Room 

Eidsvold Community Hall  Meeting Room 

Gayndah Community Hall  Supper Room 

24

15 of 15

 Chief Executive Officer or Delegates are authorised to grant a fee waiver for such not‐for‐profit  or  charitable  community  organisations  based  within  the  North  Burnett Region for the purpose of: 1) conducting ordinary, special or annual general meetings in the designated rooms 2) holding of functions as fundraisers to support Not‐For‐Profit Organisations 3) School Events 4) Religious Worship Services by recognised denominations and not Sects.     

Gayndah Community Hall  Main Hall 

Monto Community Hall  Supper Room 

Monto Community Hall  Main Hall 

Monto Community Hall  Function Room 

Mundubbera Shire Hall  Main Hall 

Mundubbera Library  Main Room 

Archer Park (Mundubbera)  Community Centre 

Mundubbera Shire Hall  Chambers 

Mundubbera Shire Hall  Supper Room #1 

Mundubbera Shire Hall  Supper Room #2 

Mount Perry Community Hall  Main Hall 

For further information: Contact your Local Council Administration Office 

25

ECON 01 12.2015

WAIVER – INFRASTRUCTURE CHARGES – RSL QUEENSLAND

Responsible Officer: Lex Webster, Manager Development Services Report prepared by: Connie Dyke, Development Services

1 PURPOSE OF REPORT This report is to seek Council’s direction in a request from RSL Queensland (Gayndah Sub-branch) for the waiver of Infrastructure Charges associated with the development approval of six additional units at 18 Warton Street, Gayndah. 2 BACKGROUND A development application was submitted by Jardine Architects, on behalf of the Returned and Service League of Australia (Queensland Branch) on 28 October 2013. The proposal was for the construction of six villa units to add to the four existing units. The application was approved on 27 November 2013. The Decision Notice included an Adopted Infrastructure Charges Notice for the amount of $31,500, payable prior to the commencement of the approved use. The applicant was forwarded reminder notices on 25 July 2014 and 28 April 2015. Following the second reminder notice, a representative from RSL Queensland made contact with Council requesting that the charge be waived with an understanding that if the amount is waived, RSL Queensland would forward the amount to the Gayndah Sub-branch so that additional works can be undertaken at the Gayndah RSL Complex. 3 CORPORATE/OPERATIONAL PLAN Outcome 2: Social Wellbeing - Residents have access to a range of suitable and affordable services to support their quality of life. Section 2.3 A community for all ages – seniors. Age friendly communities through structures that support the planning and development of age and age-related strategies and polices 4 POLICY IMPLICATIONS Infrastructure charges are levied by Council as part of the development assessment process. Infrastructure charges contribute to the provision of essential trunk infrastructure, for example roads, public parks and land for community facilities, water supply, sewerage and stormwater infrastructure, that service and supports development in the North Burnett Region. The decision to waive the full amount of the infrastructure charge or reduce the amount of the infrastructure charge can be at the discretion of Council.

26

An investigation into processes other local governments use to approve such requests has revealed that some Councils approve a reduction in infrastructure charges for charitable and religious organisations, not-for-profit organisations and schools that are able to adequately demonstrate a community benefit. These Councils have a policy in place which outlines eligibility criteria applicants need to comply with prior to an approval. Other Councils have implemented an infrastructure charges subsidy as a temporary measure to promote economic development through their region, again regulated through a Council policy. 5 STATUTORY REQUIREMENTS Section 641 of the Sustainable Planning Act 2009 - Submissions for infrastructure charges notice states that during the applicant’s relevant appeal period, the recipient may make submissions to the local government about the original notice. This period expired on 27 December 2013. The Sustainable Planning Act 2009 does not prohibit a local government from waiving infrastructure charges post the appeal period. 6 FINANCIAL IMPLICATIONS The original Adopted Infrastructure Charges Notice was as per the Adopted Infrastructure Charges Resolution - Gayndah Shire 18 October 2011, being $5,250 per dwelling unit (6 x $5,250 = $31,500). 7 RISK MANAGEMENT N/A 8 CONSULTATION Consultation has been taken between a representative from RSL Queensland and Council’s Chief Executive Officer. 9 OPTIONS FOR COUNCIL TO CONSIDER Council can:- 1. Consider this report and approve the request from RSL Queensland to

waive the Adopted Infrastructure Charge amount of $31,500.

2. Consider this report and reject the request from RSL Queensland to waive the Adopted Infrastructure Charge amount of $31,500.

3. Liaise with RSL Queensland and come to an agreement on an alternative

method of payment in lieu of the monetary charge.

27

10 OFFICER’S COMMENTS/CONCLUSION Some Councils provide a reduction in infrastructure charges for charitable and religious organisations, not-for-profit organisations and schools that are able to demonstrate community benefit. The RSL Queensland could be viewed as one such organisation, providing an extremely valuable service to returned servicemen and women, therefore the waiver of the infrastructure charges could be supported. RECOMMENDATION For Council’s decision and direction.

28

ECON 02 11.2015

PLANNED QFES EXCERCISES AT THE EMERGENCY MANAGEMENT EXERCISING PAD AT THE GAYNDAH AIRPORT Responsible Officer: David Wiskar – Deputy Chief Executive Officer Report prepared by: David Wiskar – Deputy Chief Executive Officer 1 PURPOSE OF REPORT The purpose of this report is to advise Council of the proposed courses and events that QFES proposes to facilitate at the Gayndah Airport Emergency Management Exercising Pad. 2 BACKGROUND At its February 2015 meeting, Council requested that the executive pursue plans

and activities to ensure that the Disaster Management Centre building be used throughout the year and not just in disaster scenarios.

The DCEO, Mayor and Deputy Mayor completed a series of meetings with Adam Gwin and Fire Services Commissioner, John Bollger. These meetings identified the need for an emergency management exercising facility for emergency service personnel and volunteers from Regional Queensland.

The Disaster Management Centre at the Gayndah Airport will have a cement pad for car and bus rescue exercises, a pole for use in car wreck exercises, and a shed cover for the Cement Slab, and will be used for training, exercising and other learning activities.

This project will achieve economic development for the region through demand for accommodation, meals and other services from the volunteers and personnel visiting Gayndah to use the facility.

Following Council approval of the use of funds from; The Local Disaster Management Levy – Policy 261 and The Rural Fire Levey – Policy 248; the Council executive were requested to negotiate an agreement with QFES with regards to the use of the facility.

It was a particular Council requirement of this agreement that uses for Rural Fire training were incorporated into the agreement.

Work has also begun on a new Council booking and management procedure for the use\hire of the facility.

This and an appropriate costing will be brought for approval to a January Council meeting.

Current training proposed by QFES involve more than 35 days of training at the disaster management centre. These activities have the potential to be a strong economic benefit to Gayndah.

29

3 CORPORATE/OPERATIONAL PLAN In accordance with Corporate Plan 2013-2018: Outcome 3 – Economic

3.1 Economic Development 3.6 Business Development 3.7 New and Emerging Business Opportunities 3.8 Jobs and Skills Development

4 POLICY IMPLICATIONS

Project funded via Local Disaster Management Levy – Policy 261 Rural Fire Levy – Policy 248

5 STATUTORY REQUIREMENTS

Nil

6 FINANCIAL IMPLICATIONS Nil 7 RISK MANAGEMENT Nil 8 CONSULTATION External Consultation –Adam Gwin - QFES Personnel 9 OPTIONS FOR COUNCIL TO CONSIDER Consider this report and accept, reject or amend recommendations. 10 OFFICER’S COMMENTS/CONCLUSION Council asked to secure an agreement with QFES regarding events for timetable of events. QFES has provided the following details as per Adam’s email at Attachment 1, and I am now working with the services to turn this into an agreement\contract regarding these matters. 11 ATTACHMENTS

Email from Adam Gwin

30

RECOMMENDATION That Council note current progress for the use of the Gayndah Disaster Co-ordination Centre for the attached exercises.

31

ATTACHMENT 1.

From: Adam Gwin [mailto:Adam.Gwin@qfes.qld.gov.au] Sent: Friday, 20 November 2015 1:11 PM To: David Wiskar Cc: John Bolger; Mark Stuart; Tony Johnstone; Tracy Scheffler Subject: QFES opportunities for the Disaster centre

 

Good Afternoon David, 

 

As per our discussion, the following information is supplied by RFSQ Acting Regional Manager Tony 

Johnstone and Fire & Rescue Manager for Professional Development Mark Stuart. 

 

QFES as an organisation notes professional development as a priority and here in North Coast 

Region, we pride ourselves in leading staff development activities. The opportunity to continue our 

partnership with North Burnett Regional Council is a priority, therefore we are proposing to co‐

ordinate and deliver the following: 

 

Fire & Rescue courses and proposed month: 

•             Road Crash Rescue – January and May 

•             Operate Pumps – February/March 

•             AIIMS – Ongoing from February  

•             ARTEP – Potential 2 week residential March/April 

•             Hazmat – May 

•             Professional Development planning workshop – May 

•             MIR – June 

 

RFSQ have now secured a new office facility within the Burnett and they are proposing a number of 

activities. 

 

The types of events we will be looking at running are: 

•             Airbase Operators course 

•             AIIMS awareness 

•             RAR Awareness 

•             Hazmat Awareness 

•             Crew Leaders 

•             Extinguisher training 

•             Exercise (pump operations, High pressure relies etc.) 

•             Officer course 

•             Skills and drills events , where we will be looking for some hard stand and concrete surfaces 

•             Fire Weather 

•             Hazard Abatement. 

•             TAMS training 

 

In addition to these proposals, we are also identifying a suitable time to provide AIIMS training to 

the NBRC key staff, which will enhance skills in disaster management. 

32

 

As I am sure you will appreciate, our training proposals are dynamic and operational requirements 

will always take precedence. As we get closer to the finalisation of the project I am sure we will be in 

a position to provide more accurate accounts of training and scenario exercises. 

 

May I ask, in discussions with Tyrone, he was conversing with the contractor to supply a quote to 

roof the slab, could I ask if you may be in a position to follow that up for me. 

 

Looking forward to catching up again soon,  

 

Adam Gwin  Grad Cert App Mngmt, Grad Cert Fire Invst, 

GIFireE  

Acting Chief Superintendent 

Director, Regional Operations 

North Coast Region 

 

Maryborough, North Coast Region 

Queensland Fire and Emergency Services 

 

Phone: (07) 4190 4851 

Mobile: 0428 611 236 

Email: adam.gwin@qfes.qld.gov.au 

Web: www.fire.qld.gov.au 

 

 

This correspondence is for the named persons only. It may contain confidential or privileged information or both. No confidentiality or privilege is waived or lost by any mis transmission. If you receive this correspondence in error please delete it from your system immediately and notify the sender. You must not disclose, copy or relay on any part of this correspondence, if you are not the intended recipient. Any opinions expressed in this message are those of the individual sender except where the sender expressly, and with the authority, states them to be the opinions of the Queensland Government.

All reasonable precautions will be taken to respect the privacy of individuals in accordance with the Information Privacy Act 2009 (Qld).

Staff are advised this email is solely for the use of the intended recipient and may contain information which is confidential or privileged. Unauthorised use of its contents is prohibited. If you have received this email in error, please notify the sender immediately via return email and then delete the original email. Should you supply any personal information, it will only be used for the purpose for which it was provided, such as a postal response or to confirm you wish to be added to a mailing list. This information will not be passed on to any third party except where it is legally required.

33

SOCIAL 01 11.2015

LIBRARIES UPDATE

File: Responsible Officer: Trisha Hansen – Manager Corporate & Community Services Report prepared by: Lauren Bambrick – Libraries Unit Leader 1 PURPOSE OF REPORT

The purpose of this report is to provide Council with an update on the happenings and statistics of our six library branches.

2 INTRODUCTION/BACKGROUND All six libraries remain open in each community. The only two libraries not merged with customer service is Gayndah and Mundubbera.

3 CORPORATE/OPERATIONAL PLAN Outcome 5 – Governance, Strategic Focus 5.2 – Organisational Systems 4 POLICY IMPLICATIONS 5 STATUTORY REQUIREMENTS 6 FINANCIAL IMPLICATIONS 7 RISK MANAGEMENT 8 CONSULTATION 9 OPTIONS FOR COUNCIL TO CONSIDER Report is for information purposes. 10 OFFICER’S COMMENTS/CONCLUSION Strategic Planning Last year we started the process of developing a strategic plan for our library service. Our goal is to have it completed before the end of this year, but this has proven difficult due to staffing restraints and unforeseen circumstances. Community consultation has played a pivotal role in the process with the following undertaken to forecast strategic goals, and engage and seek views of key stakeholders:

24 July 2014 – SWOT Analysis – NBRC Library Team Meeting

2 June 2015 to 31 July 2015 – Online library survey (sent to library members with email

34

address, available on council website, available on counters)

2 June 2015 to 31 July 2015 – Genie wishes on counters

6 October 2015 – SWOT Analysis – NBRC Customer Service/Library Team Meeting

7 October 2015 - Gayndah State School, Year 4 (carried out by CDO staff)

8 October 2015 - Mulgildie State School, Year 3-6 (carried out by CDO staff)

16 October 2015 – Mt Perry State School, Year 4-6 (carried out by CDO staff)

It is planned that community workshops will take place in each location to give community organisations a chance to view current issues and provide feedback and suggestions on partnerships and program collaboration. Dates are yet to be confirmed but it is going to happen before end of year shut down. From the feedback we have received so far, we have come up with our main themes for our plan:

COMMUNITY SPACES

We want to ensure our facilities are planned and delivered in a way that reflects community needs and expectations so we can provide accessible, welcoming and appropriate library spaces.

PARTNERSHIPS

We want to facilitate opportunities for creative and innovative collaboration and provide a highly valued and visible library service, owned by the community.

LEARNING AND COLLECTIONS

We want to provide relevant collections, resources and programs that will entertain and enrich the lives of our community.

TECHNOLOGY

We want to enable access to technology and be a catalyst of digital learning and social development within our community. We want to improve and expand core services by making more effective use of relevant technology.

MARKETING & PRESENCE

We want to improve the profile and relevance of our libraries as vibrant community hubs through effective marketing and effective staff presence.

35

Programs Free Christmas Photo Session NBRC Libraries are excited to partner with Susie M Country Pics to offer children and families a FREE photo and storytelling craft session during the school holidays. This event will take place in each location during 14-16 December. Blue Gum Farm We are currently in discussion with Cilla Slack to promote ‘Blue Gum Farm’ a live children’s show in collaboration with the State Government funded First 5 Forever (F5F) program. It is envisaged that a performance in the new year will take place in each community, either at a school or in our community hall, and will include a small morning tea and rhyme time after the show where F5F toolkits will be handed out to parents. This is also a chance to take the library out of the library and promote the Kids only card (for 0-8yo) supplied by State Library of Queensland. Summer Reading Club (SRC) All branches will be actively participating in this years SRC ‘Lost Worlds’. The aim of STC is to allow children and young people to develop a sense of community with other children across the country. No matter where they are during the summer holidays, it is envisioned that children and young people will be able to participate in activities aligned to the annual programming theme, discover great Australian authors and illustrators, and share their voice by engaging in literary and creative activities, both online and in libraries. Statistics Please refer to the attachments for statistics for each branch. 11 ATTACHMENTS Attachment 1 – Basic library statistics RECOMMENDATION That the Libraries Report be received as information.

36

ATTACHMENT 1

CURRENT STOCK LEVEL PER LOCATION

CURRENT MEMBERSHIP TOTAL PER LOCATION

1822 1919

3475

2927

4421

1693

0

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

Biggenden

Eidsvold

Gayndah

Monto

Mundubbera

Perry

378

210

715

598

684

165

Biggenden

Eidsvold

Gayndah

Monto

Mundubbera

Perry

37

BIGGENDEN – TOTAL LOANS

38

EIDSVOLD – TOTAL LOANS

39

GAYNDAH – TOTAL LOANS

40

MONTO – TOTAL LOANS

41

MUNDUBBERA – TOTAL LOANS

42

PERRY – TOTAL LOANS

43