1 AGENDA FNQROC BOARD MEETING NO. 110 MONDAY 9 FEBRUARY 2015 AT 10AM Cairns Regional Council, 119-145 Spence Street, Cairns 1. Chair’s opening remarks 2. Welcome to Country 3. Apologies 4. Presentations 10am – Emma Thirkell, FNQ&TS Regional Development Australia, Kill-a-Watt Tropical Energy Savers Project update 5. Discussion Topics Discussion Topic No. 8 – Steady Steps Program 1 6. FNQROC Reports and MOUs Report B56 – FNQROC Operational Plan and Budget 2015/2016 2-10 7. Minutes Draft Minutes of Meeting held on 8 December 2014 11-16 8. Business arising out of Minutes Minute 1957 – support for the Yellow Crazy Ant ARC Linkage grant. The proponents determined late last year to submit in the 2015 submission round rather than in 2014 as planned. The decision was made in order to ensure the greatest chance of securing the funding which was challenged by the short time frame of last year. Minute 1979 – endorsement of the TNQ Regional Investment Strategy. Minute 1981 – Etheridge Shire Council membership. Minute 1990 – Councils to test regional transport and water and waste useful life and residual value in relation to asset management. Minute 1990 – Mareeba Shire Council to provide information on QTC visit. 9. Correspondence Inward and Outward Correspondence to 27 January 2015 17-18
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AGENDA FNQROC BOARD MEETING NO. 110 Agenda No 110 - 9...Report B56 – FNQROC Operational Plan and Budget 2015/2016 2-10 7. Minutes Draft Minutes of Meeting held on 8 December 2014
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4. Presentations 10am – Emma Thirkell, FNQ&TS Regional Development Australia,
Kill-a-Watt Tropical Energy Savers Project update
5. Discussion Topics
Discussion Topic No. 8 – Steady Steps Program 1
6. FNQROC Reports and MOUs
Report B56 – FNQROC Operational Plan and Budget 2015/2016
2-10
7. Minutes
Draft Minutes of Meeting held on 8 December 2014 11-16
8. Business arising out of Minutes
Minute 1957 – support for the Yellow Crazy Ant ARC Linkage grant. The proponents determined late last year to submit in the 2015 submission round rather than in 2014 as planned. The decision was made in order to ensure the greatest chance of securing the funding which was challenged by the short time frame of last year.
Minute 1979 – endorsement of the TNQ Regional Investment Strategy.
Minute 1981 – Etheridge Shire Council membership. Minute 1990 – Councils to test regional transport and water and
waste useful life and residual value in relation to asset management.
Minute 1990 – Mareeba Shire Council to provide information on QTC visit.
9. Correspondence
Inward and Outward Correspondence to 27 January 2015 17-18
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10. Financial Statements
Profit and Loss Statement – current financial year to 27 January 2015
19-21
Balance Sheet – current financial year to 27 January 2015 22 Transaction List Part A (bank accounts) – 22 November 2014 to
27 January 2015 23
Transaction List Part B (credit card transactions) – 22 November 2014 to 27 January 2015
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11. Minutes of Meetings
Meetings attended by Darlene Irvine 24 November 2014 to 23 January 2015
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Natural Asset Management Advisory Committee meeting held 21 November 2014
Annexure A
FNQRRTG TC meeting held 28 November 2014 Annexure B
Regional Procurement Group meeting held 28 November 2014 Annexure C
Regional Bitumen Reseal Group meeting held 28 November 2014 Annexure D
Regional Waste Management Group meeting held 5 December 2014
Annexure E
FNQRRTG meeting held 8 December 2015 Annexure F
12. Board’s Strategic Directions (standing item)
NDRRA Asset management QWRAP Street lighting Waste Environment Regional Mountain Bike Strategy
Each Council is invited to discuss regional strategic priorities if required.
14. LGAQ Policy Executive Update (standing item)
15. General Business
Executive Officer’s annual leave – 1 March 2015 to 2 April 2015 Reform of the Federation White Paper: Invitation to Stakeholder Roundtable – date
change from February to March 2015 in Townsville and Brisbane
16. Next Meeting Date The next meeting is to be held at Hinchinbrook Shire Council, Tyto Wetlands Visitor Information Centre, 73-75 MacIlwraith Street, Ingham, on Monday 13 April 2015 (at time to be decided).
Discussion Topic No. 8
Steady Steps Program
Raised by: FNQROC Board minute no. 1978 Executive Officer’s recommendation to the Board for discussion:
This request for funding should not be coordinated by FNQROC.
Positive Ageing Cairns Inc. should be:
o thanked for its efforts
o advised that not all councils within the region are in a financial position to contribute collectively due to the need to fund core business, and
o politely advised to seek funding opportunities through:
Queensland Health, and or
Subscribe to the FNQ&TS RDA updates for Federal and State funding rounds, and or
Councils individually through their grants/subsidy programs Background: At FNQROC Board meeting No. 109, Positive Ageing Cairns Inc. made a presentation on the Steady Steps Program and requested support and funding from member Councils. It was resolved that the matter be held over to the next meeting to discuss:
Is it FNQROC’s role? Will it set a precedent? Look again at contributions? Does it have regional application? Need to consider after individual Councils had the opportunity to consider the requested
fund in-house.
Comments:
Positive Ageing Cairns Inc. is congratulated and recognised for the proactive support they are providing. While the initiative does have regional application it is currently not within our Strategic Directions 2012–2017. The strategic directions were designed to focus FNQROC attention and resources to obtain a benefit for member Councils. An initiative such as this would take time and resources to coordinate and will set a precedent which will have an impact on our ability to deliver core strategic and operational activities. It is also believed the initiative is not a core business of Local Government and as such would not enlist an amendment to the Strategic Directions. Preventative and reactive health is the responsibility of the State and Federal Governments. It is acknowledged that some member Councils have made a conscious social decision to support initiatives such as this and as such each Council individually should make a decision on the type of support it offers.
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FNQROC MEETING
09 FEBRUARY 2015
B56
FNQROC OPERATION PLAN AND BUDGET FOR 2015 – 2016 Darlene Irvine: #4237314
Recommendation: That the FNQROC Board adopts: 1. The 2015/2016 Operational Plan, and
2. Member Council base contribution for the 2015/2016 financial year which is:
a. Cairns Regional Council - $115,000
b. Cassowary Coast Regional Council - $82,598
c. Cook Shire Council - $49,062
d. Croydon Shire Council - $18,444
e. Douglas Shire Council - $58,829
f. Hinchinbrook Shire Council - $34,146
g. Mareeba Shire Council - $72,507
h. Tablelands Regional Council - $77,214
i. Wujal Wujal Aboriginal Shire Council - $18,393
j. Yarrabah Aboriginal Shire Council - $21,700
3. Regional Road and Transport contribution will be 4% of funding received, and
Shire Council and Yarrabah Aboriginal Shire Council contribute 20% of any
direct savings realised through their involvement in regional procurement
activities, and
5. Councils outside the FNQROC boundary contribute 30% of direct savings
realised through their involvement in FNQROC procurement activities.
INTRODUCTION:
As per the FNQROC Operational Guidelines, a budget needs to be presented to members for consideration in March of each year.
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There are a number of factors which need a recommendation from the Board to finalise the Budget and Operational Plan for 2015-2016. These factors need to be considered collectively and include:
1. The recommendation by the De Chastel & Associates report regarding affiliate membership,
2. Member Council base contribution for 2015-2016,
3. Local Roads of Regional Significance (LRRS) contribution, and
4. Procurement Contributions.
COMMENT:
FNQROC Budget 2015/2016
There are a number of factors which have been taken into account in the development of this year’s proposed budget.
We have lost a further $80,000 in funding we traditionally received from Terrain NRM to support the work of the Regional Natural Asset Management Coordinator. To manage this loss and to ensure value for money we have realigned responsibilities of the Executive Officer and Coordinators – particularly the Natural Asset Coordinator and Infrastructure Projects Coordinator. We have one vacancy which will not be filled, and we have reduced consultancy costs by 50%. All positions are at absolute capacity with outcomes only being achieved due to time in the position, regional knowledge and experience. It should be noted that FNQROC is operationally at medium risk if we are to lose any experienced staff. That is, the service could still be provided however it will be with a significant reduction in output for at least six to nine months. On the positive side, there is no indication of a loss of staff and historic turnover rates are low.
As presented at the FNQROC Board meeting in December the return on investment for the 2013/2014 financial year using deChastel methodology indicates a regional average of $24 for each $1 invested.
Base contribution The 2015/2016 financial year sees the completion of the three (3) year transition from affiliate membership to full membership contributions. It is recommended the:
a) flat rate increase from $17,520 to $18,000 b) the population rate remain at $1.38 per person c) cap increase from $87,500 to $90,000
LRRS contribution It is recommended the Regional Road and Transport Group (old LRRS) contribution to remain at 4% of funding.
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Council commitment to procurement It is recommended that current contributions remain unchanged. The current contribution is $25,000 for Cairns, Cassowary, Cook, Douglas, Mareeba and Tablelands Councils. The remaining member Councils to contribute 20% of direct savings, and non-member Councils 30% of savings.
2014/2015 PROPOSED STRATEGIC & OPERATIONAL PLAN:
Executive Officer (Full Time)
Strategic
1. Continue to deliver the FNQROC Strategic Directions through advocacy efforts and FNQROC Technical Committees.
2. Progression of the QWRAP actions with $15,000 funding from the State.
3. Continued advocacy for reforms to NDRRA as per our submissions and work in collaboration with QRA to resolve issues.
4. Continued planning reform.
5. Regional Mountain Biking Strategy.
6. FNQROC submissions on State and Federal policy.
7. Contribute to regional collective efforts with FNQ&TS RDA, Advance Cairns, Terrain NRM etc.
Operational
8. Management of the day to day operations of FNQROC.
9. Attendance at a majority of FNQROC Technical Committee meetings throughout the year to ensure cross portfolio information is shared with attendees and to ensure the Board can be informed of emerging issues and proposed solutions in a timely manner.
10. Continue to represent FNQROC and the region on external groups to further our
strategic direction. 11. Coordinate Regional Planning meetings. 12. Continue to maintain the FNQROC Regional Development Manual.
13. Continue the push to Ergon Energy, State and Federal agencies for amendments to
regulations inhibiting our ability to replace existing and new luminaries with energy efficient luminaires such as LED.
14. Focus on energy costs with an emphasis on street lighting.
1. Continue implementation of the FNQROC Strategic Direction related to environment through:
a. Publishing and formalising the methods and processes developed/used in prioritisation and spatial planning processes across the region.
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b. Integrate and cross-link Local Government planning into multiple planning
processes and platforms – Water Quality Improvement Plan, NRM plan and other regional land-use and conservation planning initiatives.
c. Utilise learnings in planning in Local Government Natural Asset Management
Plans including incorporation of an economic and other cost:benefit analysis in project/program/work plan development.
d. Progress regional partnerships in technology and innovation in natural asset
management (including research adoption, unmanned aerial vehicles, interactive planning/visualisation technologies).
Operational
1. Expand operational activities to include sustainability topics such as energy efficiency (including street lighting initiatives), Reef Urban Stormwater Management Implementation Group (cross regional – excl. SEQ councils) and coastal adaptation/mitigation.
2. Maintain and further develop the NAMAC and promote regional partnerships, collaboration and participation in the visioning and delivery of agreed/strategic regional outcomes.
3. Build GIS accessibility and capacity in core FNQROC staff.
4. Develop and implement local government natural asset management plans and investigate/develop alternative economic strategies for resourcing implementation.
5. Scope, develop and implement emerging invasive plants and animals management strategy.
6. Coordinate and facilitate the Natural Asset Management Advisory Committee meetings.
7. Support councils and participate in local area pest management/natural asset management advisory groups.
8. Attend and assist delivery of two (2) regional resource sharing task force operations.
9. Continue collaboration and cross-pollination with Asset Management, Planning and Sustainability portfolios.
10. Regional representation on the Executive of the Weeds Society Queensland and participation on relevant State and national conferences.
11. Regional representation on the National Tropical Weeds Management Committee.
12. Continue collaboration with individual natural asset and biodiversity conservation initiatives with member Councils.
13. Continue collaboration with Cook Shire Council and Cape York Peninsula Pest Management Advisory Group.
14. Support Regional Procurement Coordinator to progress regional procurement initiatives.
1. Continue operational activities to realise the Strategic Direction related to infrastructure.
Operational
2. Coordinate, implement and identify cross synergies for Technical Committees:
a. Regional Road and Transport Group (RRTG) board (minimum of 3) and Technical Committee (minimum of 4)
b. Asset Management (minimum of 4)
c. Waste (minimum of 4)
d. Queensland Water Regional Alliance Program (minimum 4 depending on funding)
3. Support Regional Procurement Coordinator to progress regional procurement initiatives across the Technical Committees.
4. Meet the requirements of the Capability Action Plan developed by the RRTG. Document #4555774.
5. Continued development of the region’s Asset Benchmarking toolbox.
6. Increase and improve communication and information between local governments, the region, and State and Federal departments associated with Technical Committees.
7. Facilitation to analyse regional data to identify waste streams for increased recycling and reuse activity and waste reduction – linked to the National Waste Policy methodology to prioritise and make recommendation regarding regional collaboration projects.
8. Facilitate resource sharing opportunities, cross pollination of information, workshops, professional development and regional funding opportunities for Technical Committees.
Regional Procurement Coordinator (Full Time)
Strategic
1. Contribute to Councils’ financial sustainability through identified procurement savings.
2. Contribute to the economic development of the region through increased infrastructure, new suppliers and/or the growth of existing suppliers.
3. Contribute to the resource sharing capacity of member Councils through continued interaction and facilitation of meetings between member Councils, State and Federal government agencies and private industry.
Operational
(Note: final details will be workshopped with the Technical Committee on 22 February 2015).
4. Work with the Regional Procurement Technical Committee to promote and progress regional joint purchase and resource sharing initiatives.
a. Facilitate a minimum of four (4) Procurement Technical Committee meetings
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b. On an ongoing basis:
i. Identify potential procurement opportunities and develop, maintain and implement a rolling 12 month action plan
ii. Review status of ongoing initiatives
iii. Review success of completed initiatives
iv. Report to the FNQROC Board and councils via monthly newsletters and quarterly board meetings
v. Facilitate presentations/training as needs identified.
5. Review and update FNQROC Procurement webpage, seek input from user groups regarding content and update accordingly. Conduct ongoing maintenance.
6. Update Procurement Memorandum of Agreement to reflect changes to funding arrangements and recommendations from the Regional Procurement Technical Committee. The updated MOA to be signed by individual FNQROC Board members.
7. Undertake ongoing contract administration in relation to existing regional contracts:
a. Facilitating meetings with relevant Technical Committee and/or suppliers as required
b. Dispute resolution (e.g. delivery, invoicing, storage of product etc.)
c. Review and communication of price rises e.g. CPI, fuel levy increases
d. Maintain and distribute monthly usage/volume data
e. Maintain insurance registers
f. Maintain Contractor Certification Register e.g. Health & Safety, quality and environmental third party accreditation.
8. Undertake contract review of expiring regional contracts:
a. Sodium Hypochlorite and Liquid Alum - 30 April 2016
b. Bitumen Reseal and Asphalt - 30 June 2016
c. Scrap metal and ULABs - TBA
Seek feedback from appropriate Technical Committee regarding existing arrangements, explore available joint purchasing options and progress as per committee recommendations.
9. Attend FNQ Regional Road and Transport Group Meetings and provide updates on relevant Regional Procurement initiatives.
OPTIONS:
a. Approve the recommendation
b. Amend the recommendation
c. Request a review to options presented within the report.
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CONSIDERATIONS:
Statutory:
Under the Local Government Act 2009 Council has jurisdiction to ensure good government in its area.
Under the FNQROC Operational Guidelines (Section 4 “Resources”) it is required that a Budget be presented to the FNQROC Board each March for approval.
Financial:
The budget for 2015 – 2016 is estimated as follows:
The budget has been reduced to manage the loss in funding ($90,000) from Terrain NRM. FNQROC has traditionally received $80,000 per year as a contribution for the Natural Asset Management Role which helped to support implementation of their strategy. This role will now purely deliver on Council priorities.
The reduction has come from not replacing the Regional Planning and Sustainability Coordinator, reduction in travel, training, meeting expenses and the reseal project manager.
2014-2015 2015-2016
Expenses
Executive Officer (Salary + On Costs) $163,707 $167,800 Administration Officer (Salary + On Costs) $60,250 $61,756 Regional Natural Asset Coordinator (Salary + On Costs) $128,641 $131,857 Regional Planning and Sustainability Coordinator (Salary + On Costs) $37,021 $0
Regional Infrastructure Projects Coordinator (Salary + On Costs) $130,436 $133,697 Regional Procurement Coordinator (Salary + On Costs) $118,939 $121,913 Reseal and Asphalt Program Supervisor (RPEQ) $70,000 $45,000 YCA funding (Ref Min. No. 1957 - 13 Oct 2014) $0 $10,000 Travel $15,000 $10,000 Vehicle lease (including CRC pool vehicle use) $24,000 $20,000 Stationery and office (including audit costs) $10,000 $10,000 Mobile phones $6,500 $6,500 Software licences $1,000 $1,000 Computer renewal $3,500 $0 Training $5,000 $3,567 Meeting expenses $10,000 $9,000 Chair Honorarium $6,000 $6,000 Miscellaneous expenses $6,128 $0 Total expenses $796,122 $738,090
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Recommended Council base contributions:
Council Contribution
2014/2015
Transitioning membership 2014/2015 @
75%**
2015/2016 proposed*
Flat Procurement
fee
TOTAL 2014/2014 contribution excl.
RRTG 4%
Cairns $87,500 $90,000 $25,000 $115,000
Cassowary $57,116 $57,598 $25,000 $82,598
Cook $23,636 $24,062 $25,000 $49,062
Croydon $17,969 $18,444 $18,444
Douglas $36,873 $33,829 $25,000 $58,829
Tablelands $51,519 $52,214 $25,000 $77,214
Mareeba $46,260 $47,507 $25,000 $72,507
Wujal Wujal $17,922 $18,393 $18,393
Hinchinbrook $25,321 $34,146 $34,146
Yarrabah $15,818 $21,700 $21,700
$336,295 $41,139 $397,893 $150,000 $547,893
* Represents a flat rate increase to $18,000 from $17,520 and maintaining $1.38 per population capped at $90,000.
** Affiliate transition percentage was 75% of full membership. 2013/2014 transition % was 60%.
Should Etheridge Shire Council wish to contribute as a member, its contribution would equate to $19,267.
Plus additional funding 2014/2015 2015/2016
RRG Funding $68,726 $74,296
LRRS 4% $109,962 $115,901
Terrain NRM $90,000 $0
Total funding $268,688 $190,197
Council contribution $527,434 $547,893
TOTAL FNQROC Funding $796,122 $738,090
CONCLUSION:
The 2015/2016 budget is approximately $58,000 less than last year’s budget and lower than the 2013/2014 budget. The last two budgets were described as tight however, we have now entered an even tighter budget due to further reductions in external funding sources and positions either are not being filled or reduced to minimise costs to Councils. The proposed operational plan is focussed on achieving FNQROC’s strategic directions whilst also supporting Councils with operational activities. The expectations and activities undertaken by FNQROC are continuing to increase and have maintained momentum and commitment from member Council staff. Technical Committees have a consistently high attendance rate and FNQROC staff adapt quickly to a change of direction.
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ATTACHMENTS:
Nil
Darlene Irvine
FNQROC Executive Officer
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1
MINUTES
of the 109th Board Meeting of the FAR NORTH QUEENSLAND REGIONAL ORGANISATION OF COUNCILS
PRESENT: Cr Bill Shannon, Mayor (Chair) Cassowary Coast Regional Council Mr Terry Brennan, CEO Cassowary Coast Regional Council Mr Ian Church, CEO Tablelands Regional Council Cr Peter Scott, Mayor Cook Shire Council Mr Steve Wilton, CEO Cook Shire Council Cr Bob Manning, Mayor Cairns Regional Council (arrived 10.05am, left
10.20am, returned 10.30am) Mr Peter Tabulo, CEO Cairns Regional Council Ms Joanne Jacobson, CEO Croydon Shire Council Cr Pat Lynch, Deputy Mayor Hinchinbrook Shire Council Mr James Stewart (check title) Hinchinbrook Shire Council Cr Clifford Harrigan, Mayor Wujal Wujal Aboriginal Shire Council Mr Alan Neilan, CEO Wujal Wujal Aboriginal Shire Council Cr Tom Gilmore, Mayor Mareeba Shire Council (left at 11.10am, returned
11.17am) Mr Peter Franks, CEO Mareeba Shire Council (arrived 11.25am) Cr Julia Leu, Mayor Douglas Shire Council Ms Linda Cardew, CEO Douglas Shire Council Ms Darlene Irvine FNQROC Ms Sandra McCormack FNQROC Mr Steven Cosatto FNQROC Ms Amanda Hancock FNQROC Mr Travis Sydes FNQROC OBSERVERS: Cr Will Attwood, Mayor Etheridge Shire Council Mr Michael Kitzelmann, CEO Etheridge Shire Council Ms Jo Stephenson DLGCRR Mr Scott Britton LGAQ Mr Arron Hieatt LGAQ APOLOGIES: Cr Trevor Pickering, Mayor Croydon Shire Council Cr Rosa Lee Long, Mayor Tablelands Regional Council
The meeting commenced at 10am. Chair, Cr Bill Shannon, Mayor of Cassowary Coast Regional Council, welcomed everyone to the meeting, and thanked Cairns Regional Council for hosting the meeting. Cr Shannon acknowledged the traditional owners of the land on which the meeting was held.
As noted above.
1973 CHAIR’S WELCOME & WELCOME TO COUNTRY
1974 APOLOGIES
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Cr Manning arrived at 10.05am.
A verbal overview was provided and handouts and a book was distributed. A financial contribution of $26,000 per annum for three years was requested, divided into population-based amounts per council, to enable the Steady Steps program to continue. A copy of the handout is available upon request.
Cr Manning left at 10.20am. Cr Manning returned at 10.30am.
Ms Sweatman gave an update on Terrain NRM, focussing on the Wet Tropics Water Quality Management Plan and the NRM Plan. She advised expressions of interest for the Department of Environment’s Reef Trust Tender close on 18 December 2014. A PowerPoint presentation was provided and a copy is available upon request.
Mr Basnayake gave an update on the TNQ Regional Investment Strategy. A PowerPoint presentation was provided and a copy is available upon request.
Cr Gilmore left at 11.10am.
Discussion was held regarding whether it was FNQROC’s role to provide such funding. RESOLVED:
That the matter be held over to the next meeting as a discussion topic:
- Is it FNQROC’s role? - Will it set a precedent? - Relook at contributions - Does it have regional application? - Need to consider after individual councils had the opportunity to consider the requested
funds in-house. Cr Gilmore returned at 11.17am.
Discussions were held as to whether it should be FNQROC which endorses the strategy or individual councils.
1975 10.05am - PRESENTATION BY JOHN EHMS, MARIO CALANNA, DAVID BENNIER ON BEHALF OF POSITIVE AGEING CAIRNS INC. REGARDING STEADY STEPS
1976 10.25am - PRESENTATION BY CAROLE SWEATMAN AND PENNY SCOTT – TERRAIN NRM - UPDATE
1977 10.50am - PRESENTATION BY SHENAL BASNAYAKE, ECONOMIC DEVELOPMENT OFFICER, ADVANCE CAIRNS – TROPICAL NORTH QUEENSLAND REGIONAL INVESTMENT STRATEGY
1978 POSITIVE AGEING PRESENTATION (SEE MINUTE 1975 ABOVE)
Mr Tabulo said he did not believe this matter had been discussed at Advance Cairns board level or in fact whether Advance Cairns had indeed endorsed it. Cr Scott noted it was a high level document which would provide beneficial political weight. Cr Leu noted that logos were not consistent with which FNQROC councils had contributed to Advance Cairns this financial year. Cr Shannon suggested FNQROC prepare a one page overview of the document. RESOLVED: To defer the matter until after further information has been obtained from Advance Cairns.
Mr Franks arrived at 11.25am.
Ms Irvine tabled a document which highlighted return on investment. Discussions were held regarding how FNQROC as an organisation was tracking. FNQROC is highly regarded and it was agreed to proceed as business as usual. Ms Irvine said FNQROC has been set up to provide supporting data should Mayors advocate as a collective to State or Federal Governments. Ms Irvine said members should feel free to raise issues of improvement directly with her if they did not wish to raise it at this meeting.
Cr Attwood said Etheridge Shire Council was a member of NWQROC, and would like to be a member of FNQROC, however the council could not afford both full fees. Mr Kitzelmann said NWQROC was still an immature organisation and needed funds, knowledge and resources. Ms Irvine had been in discussion with Mr Kitzelmann about the options available to support emerging ROCs and suggested boundary council FNQROC membership fees be split with 75% of the fees going to the emerging ROC (i.e.NWQROC) and 25% to FNQROC, and offered to support these ROC’s with knowledge and resources. This would however be reliant on those ROCs being resourced by other councils as well. Discussion was held regarding reconsideration of affiliate membership fees, however it was acknowledged that it had been resolved to remove affiliate membership after it was recommended in the deChastel report and we are in year three of a three-year phase out plan in any event. Ms Jacobson advised Croydon Shire Council had a resolution before its next meeting to join NWQROC. NWQROC’s annual membership fee is $2,000 per council. Croydon and Hinchinbrook being boundary councils advised they were happy to continue as is and it would be difficult to get matching contributions from councils in the surrounding ROCs.
MOVED: Cr Julia Leu SECOND: Cr Pat Lynch “That the minutes of the 108th FNQROC Board Meeting held on 13 October 2014, be confirmed.”
CARRIED
1980 DISCUSSION NO. 6 - FNQROC PERFORMANCE REVIEW
1981 DISCUSSION NO. 7 – ETHERIDGE SHIRE COUNCIL MEMBERSHIP
1982 CONFIRMATION OF MINUTES
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BUSINESS ARISING OUT OF MINUTES
Completed.
Completed.
Completed.
Completed.
MOVED: Cr Bob Manning SECOND: Cr Peter Scott
“That the inward and outward correspondence be received.”
CARRIED
MOVED: Cr Bob Manning SECOND: Cr Julia Leu “That the Profit and Loss and Balance Sheet for the financial year to date be accepted.”
CARRIED The bank account and credit card transaction lists were received and noted.
Noted.
Ms Irvine gave updates on the following:
• Asset management: o This was a focus at the Regional Round Table held in Cairns on 2 December 2014.
Focus on also on Engineers and Finance Managers coming to agreement on useful life and residual value as a reality rather than accounting or ‘text book’. Ms Irvine advised that FNQROC had commenced this for Transport and Water and Waste assets. We have asked councils to test it. Cassowary Coast has tested the transport template with positive results. Mr Brennan said it was also useful in
1983 MINUTE 1956 - CIRCULATE ELECTRONIC COPY OF PRESENTATION BY RDA FNQ&TS
1984 MINUTE 1957 – CIRCULATE INFORMATION ON YELLOW CRAZY ANTS
1985 MINUTE 1958 - CIRCULATE CR SHANNON’S PRESS RELEASE ON PRODUCTIVITY COMMISSION’S REVIEW INTO NATURAL DISASTER FUNDING
1986 MINUTE 1958 - CIRCULATE FNQROC’S DRAFT SUBMISSION TO THE PRODUCTIVITY COMMISSION’S REVIEW INTO NDRRA
1987 INWARD AND OUTWARD CORRESPONDENCE
1988 FINANCIAL STATEMENTS
1989 MINUTES OF TECHNICAL COMMITTEE MEETINGS
1990 BOARD’S STRATEGIC PRIORITIES
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terms of arguing with auditors. $150m asset in roads went up and depreciation went down. Mr Franks said QTC was considering visiting to run through its model. He will send information to Ms Irvine.
• Procurement:
o Responses to the tender for Collection and Removal of Ferrous Scrap Metal and/or Used Lead Acid Batteries have been received. Council technical committee members are currently evaluating the tenders without knowing the price to achieve consistency in assessment. It was expected at first that the tenders would offer improved service delivery and not necessarily a financial saving, however a company for each tender has offered very aggressive pricing structures.
o Procurement has been a good contributor to return on investment for FNQROC member councils, however attendance by council officers at meetings (four per year) has been very low and Ms Irvine asked CEOs to stress this importance of contributing to these meetings rather than continuing to take. These meetings also have valuable information from QAO, MacDonnells Law and JLT at each meeting. Amanda will be contacting each to seek objectives for 2015 – we are not averse to cancelling the technical committee if there is no need to, as the procurement opportunities come from other technical committees rather than from the procurement meetings.
LGAQ tabled a report at the meeting, a copy of which will be distributed with the minutes. Cr Shannon noted:
• The State Government is cost shifting asbestos issues to Local Government. • Victoria is considering rate capping. • Regarding climate change, suggested councils include 0.8% in their planning schemes for
sea level rise – if the State Government asks council to take it out of the planning scheme they would wear the responsibility.
• Ms Irvine said she recently met with Frankie Carroll of QRA regarding various issues including payment on scope issues. She urged councils to send through any examples of projects which QRA had deemed illegible but councils had thought it to be in scope. These will be investigated to identify if it is a council process issue or a QRA issue. Where it is a council issue these will be developed into a regional learnings document for all to share.
No issues were raised. GENERAL BUSINESS
Board meetings be held in 2015 as follows: • Monday 9 February 2015 – Cairns • Monday 13 April 2015 – Hinchinbrook • Monday 1 June 2015 – Cairns (amended from 15 June to 1 June due to ALGA
conference) • Monday 10 August 2015 – Douglas • Monday 12 October 2015 – Cairns • Monday 14 December 2015 – Mareeba
1991 UPDATE FROM LGAQ POLICY EXECUTIVE
1992 COUNCILS’ REGIONAL STRATEGIC PRIORITIES
1993 MEETING DATES
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Cr Scott provided a word of caution should councils find themselves faced with an invitation from DTMR to take on port infrastructure. He said DTMR had asked Cook Shire Council whether it would like to take on Cooktown Port and Skardon River Port but a lot of conditions were attached such as dredging. Ports North and DTMR Director General had provided differing information.
Ms Irvine advised Cummings Economics had made a funding application focussing on understanding the impacts and educating community with a focus on the agriculture industry on the impacts of the current distribution reset. This funding application was for $24,000 and they have asked FNQROC to contribute $6,000. RESOLVED:
That FNQROC was not the appropriate organisation to contribute $6,000 and there were others who should contribute who could receive a clearer benefit.
The next board meeting will be held in Cairns on Monday 9 February 2015.
There being no further business the Chair, Cr Shannon, declared the meeting closed at 12.45pm
…………………………………. Cr Bill Shannon Chair
ACTION ITEMS Minute Number
Action Responsible Person(s)
1978 Put as discussion item for next meeting – consider council contributions, regional application, and precedence.
FNQROC
1978 Each council to consider the proposal for funding by Positive Ageing Cairns Inc.
Each council
1979 Seek further information from Advance Cairns re: endorsement of TNQ Regional Investment Strategy.
FNQROC - Done
1990 Councils to test regional Transport and Water and Waste useful life and residual value
All Councils
1990 Provide information on QTC visit. MSC 1991 Distribute LGAQ update with the minutes. FNQROC - Done 1995 Advise Cummings Economics that FNQROC would not provide funding for
its application to Australian Energy Market Commission. FNQROC - Done
1994 PORTS MATTER
1995 AUSTRALIAN ENERGY MARKET COMMISSION
1996 NEXT MEETING
1997 CONCLUSION
16
APPENDIX A
FNQROC - Inward correspondence
Date
received
Date of
letterReceived from Details of letter
FNQROC
NoCRC No
25/11/2014 20/11/2014 RATB Advising application for Diploma LGA Asset Management is successful 4266 459891701/12/2014 25/11/2014 RATB Advising 2015/16 TIDS allocations 4268 456831403/12/2014 28/11/2014 Cummings Economics Seeking funding and support to their application to Aus Energy Market Commission 4270 457276020/12/2014 18/12/2014 Minister for DAFF Mareeba Community Cabinet and 1080 4276 459891823/12/2014 20/12/2014 IPWEAQ Enclosing membership certificate 4277 459892724/12/2014 20/12/2014 Minister for Environment Tropwater grant application successful 4278 459892931/12/2014 20/12/2014 Dept of CSD & Disabilities Get Ready for cyclone season program information 4280 459891531/10/2014 31/10/2014 LGAQ LGAQ Diploma Local Government Asset Management information 4281 4604451
List of inward correspondence received to go to 9 February 2015 meeting
28/01/15 Profit & LossAccrual Basis July 1, 2014 through January 27, 2015
Page 2
20
Jul 1, 14 - Jan 27, 15
Meeting Refreshments/Catering 511.46
Total Internal Meeting Expenses 511.46
Total Regional Development Manual 511.46
Regional Procurement
Bitumen Reseal Project
Project Coordinator Fees 24,540.00Bitumen Reseal Project - Other 3,042.10
Total Bitumen Reseal Project 27,582.10
External Meeting Expenses
Travel, Accom & Meals 217.49
Total External Meeting Expenses 217.49
Internal Meeting Expenses
Meeting Refreshments/Catering 275.61
Total Internal Meeting Expenses 275.61
Mobile Phone Expenses 534.45Regional Scrap Metal Project
Scrap Metal Tender Package 336.64Regional Scrap Metal Project - Other 1,130.32
Total Regional Scrap Metal Project 1,466.96
Salaries 40,444.56
Total Regional Procurement 70,521.17
Total Expense 364,890.87
Net Ordinary Income 475,313.00
Other Income/Expense
Other Income
Interest Income 4,784.58
Total Other Income 4,784.58
Net Other Income 4,784.58
Net Income 480,097.58
2:55 PM FNQ Regional Organisation of Councils
28/01/15 Profit & LossAccrual Basis July 1, 2014 through January 27, 2015
Page 3
21
Jan 27, 15
ASSETS
Current Assets
Chequing/Savings
Cheque Account 69,361.41V2 Account 1,104,926.37
Total Chequing/Savings 1,174,287.78
Accounts Receivable
Accounts Receivable 304.38
Total Accounts Receivable 304.38
Total Current Assets 1,174,592.16
TOTAL ASSETS 1,174,592.16
LIABILITIES
Current Liabilities
Accounts Payable
Accounts Payable 39,797.38
Total Accounts Payable 39,797.38
Credit Cards
ANZ One Credit Card 1,620.75
Total Credit Cards 1,620.75
Other Current Liabilities
Payroll Liabilities
AL Payable Current 46,862.00AL Payable Non Current 23,073.00LSL Payable Current 37,231.00LSL Payable Non-Current 32,132.00
Total Payroll Liabilities 139,298.00
Tax Payable -6,482.92
Total Other Current Liabilities 132,815.08
Total Current Liabilities 174,233.21
TOTAL LIABILITIES 174,233.21
NET ASSETS 1,000,358.95
EQUITY
Opening Bal Equity 293,928.07Retained Earnings 226,333.30
Net Income 480,097.58
TOTAL EQUITY 1,000,358.95
2:56 PM FNQ Regional Organisation of Councils
28/01/15 Balance SheetAccrual Basis As of January 27, 2015
Page 1
22
Type Date Name Description Account Amount
Nov 22, 14 - Jan 27, 15
General Journal 25/11/2014 ANZ Cheque Account Interest to 25/11/14 Cheque Account 50.52Transfer 26/11/2014 Funds Transfer to pay credit card Cheque Account -8,093.73Payment 28/11/2014 Tablelands Regional C... Payment invoice 561 Cheque Account 20,240.00Bill Pmt -Cheque 05/12/2014 GWR Civil Engineering... Bitumen Reseal Program Coordinator fees and Regional Infrastructure Proje... Cheque Account -10,087.00Payment 09/12/2014 DSDIP Payment invoice 582 Cheque Account 10,000.00Bill Pmt -Cheque 09/12/2014 Cairns Regional Counci... Salaries to 21/11/14, vehicle lease fees and FBT fees to 30/11/14 Cheque Account -43,681.34Bill Pmt -Cheque 09/12/2014 Cairns Courtyard Cafe Refreshments for FNQRRTG TC meeting and Procurement meeting 28/11/14 Cheque Account -462.50Payment 15/12/2014 Sandra McCormack (c... Payment invoice 578 Cheque Account 83.60Bill Pmt -Cheque 17/12/2014 RDA Townsville & NWQ Inland Queensland Roads Action Plan secretariat contribution 2015 Cheque Account -2,200.00Payment 17/12/2014 Amanda Hancock (cust... Payment invoice #581 Cheque Account 83.60Payment 19/12/2014 Cassowary Coast Regi... Payment invoice 569 Cheque Account 27,500.00Bill Pmt -Cheque 23/12/2014 Cairns Courtyard Cafe Refreshments for FNQROC and FNQRRTG Board meetings 8/12/14 Cheque Account -497.10Bill Pmt -Cheque 24/12/2014 Darlene Irvine Reimbursement of work expenses incurred 5 & 6/11/14 (details below) Cheque Account -31.50Bill Pmt -Cheque 24/12/2014 Travis Sydes Reimbursement of work expenses incurred 12/11/14 & 16/12/14 (see details ... Cheque Account -37.50Transfer 29/12/2014 Funds Transfer to pay credit card Cheque Account -5,088.69Bill Pmt -Cheque 07/01/2015 GWR Civil Engineering... Bitumen Reseal Program Coordinator fees and Regional Infrastructure Proje... Cheque Account -10,087.00Bill Pmt -Cheque 14/01/2015 Cairns Courtyard Cafe Refreshments for Scrap Metal Tender Evaluation meeting 17/12/14 Cheque Account -124.50Bill Pmt -Cheque 14/01/2015 Travis Sydes (mileage) Mileage to 11/8/14 to 17/12/14 Cheque Account -3,406.32Bill Pmt -Cheque 14/01/2015 Precedence Group Pty ... Balance of website rebuild fee Cheque Account -2,029.50Transfer 27/01/2015 Funds Transfer V2 Account -60,000.00Transfer 27/01/2015 Funds Transfer to pay credit card Cheque Account -1,639.38
Nov 22, 14 - Jan 27, 15
2:54 PM FNQ Regional Organisation of Councils
28/01/15 Transaction List by DateNovember 22, 2014 through January 27, 2015
Page 1
23
Date Name Description Amount
ANZ One Credit Card
22/11/2014 Cairns Car Wash Car wash pool car following trip to Wujal Wujal 14.5023/11/2014 Precedence Group P... Annual web hosting account fee 575.4024/11/2014 Officeworks Fold back clips and whiteboard wipes 26.9125/11/2014 Peninsula Sporting ... 3 x uniform shirts with logo for Travis Sydes and 3 x uniform shirts with logo for Ste... 214.3025/11/2014 Cairns Courtyard Cafe Coffee for meeting with CRC re: waste management 25/11/14 Steven Cosatto 11.0025/11/2014 Cairns Airport Carpark Parking Travis Sydes while attending NCARP Climate Adaptation meetings in Melb... 61.0025/11/2014 Parkroyal Melbourne ... Meal Travis Sydes to attend NCARP Climate Adaptation meetings in Melbourne 23... 22.3326/11/2014 Coles Morning and afternoon tea and snacks for team for Rural Management Challenge 2... 71.6726/11/2014 Combined Clubs Por... Meals for FNQROC staff members for Rural Management Challenge 2014 Port Do... 105.5026/11/2014 Combined Clubs Por... Refreshments for FNQROC staff members for Rural Management Challenge 2014... 39.9026/11/2014 Club Tropical Port D... Accommodation Sandra McCormack, Travis Sydes, Steven Cosatto, Amanda Han... 636.0026/11/2014 Funds Transfer -8,093.7327/11/2014 Rydges Accommodation Travis Sydes to attend Qld Weeds Conference 28/11/14 138.0427/11/2014 Avis Car hire Darlene Irvine to attend Rural Management Challenge 2014 87.3627/11/2014 Coffee Club Port Do... Coffees for FNQROC staff members for Rural Management Challenge 2014 Port ... 21.1027/11/2014 Coffee Club Port Do... Breakfast for Darlene Irvine for Rural Management Challenge 2014 Port Douglas 10.9027/11/2014 Club Tropical Port D... Accommodation Darlene Irvine to attend Rural Management Challenge Port Dougla... 159.0027/11/2014 Coffee Club Port Do... Breakfast for FNQROC staff for Rural Management Challenge 2014 Port Douglas 48.0028/11/2014 Grafton Coffee/Suza... Coffee for Amanda Hancock and Maree Lopez of MSC when studying scrap metal ... 7.5028/11/2014 Caltex Kenny St Cair... Fuel for pool vehicle 32.1128/11/2014 Cairns Airport Carpark Parking whilst attending Weed Society Qld meeting in Brisbane 28/11/14 23.0028/11/2014 Wok on Air/Airport R... Meal Travis Sydes while attending Weed Society Qld meeting in Brisbane 28/11/14 16.2728/11/2014 Avis Car hire Travis Sydes while attending Weed Society Qld meeting in Brisbane 28/11... 58.5528/11/2014 Secure Parking Car parking Darlene Irvine to meet with QRA 28/11/14 7.0002/12/2014 Rental Car Toll Toll Travis Sydes while attending Qld Weeds Society meeting Brisbane 28/11/14 10.7005/12/2014 Avis Car hire to attend Waste Management Group meeting in Mareeba 5/12/14 47.3212/12/2014 Big Cat Green Island... Balance payment for staff Christmas function 19/12/14 - staff partners will reimbur... 661.8614/12/2014 Grafton Coffee/Suza... 6 x editions of The Cairns Post 7.8016/12/2014 Coles Snacks for Christmas party with CRC neighbours 17/12/14 28.1416/12/2014 First Choice Liquor Refreshments for Christmas party with CRC neighbours 17/12/14 120.9017/12/2014 Woolworths Snacks for Christmas party with CRC neighbours 17/12/14 5.5317/12/2014 Cairns Courtyard Cafe Coffee with bitumen reseal group members 17/12/14 11.0018/12/2014 Airtrain Train fare Darlene Irvine to attend AER meeting Brisbane 18/12/14 32.0019/12/2014 Aus Rural Roads Gr... Membership of Australian Rural Roads Group by FNQRRTG 500.0023/12/2014 Cabcharge Taxi fare Darlene Irvine Westco Motors to office as car in for fleet service 18.9824/12/2014 Telstra Mobile phone expenses to 17/12/14 609.4629/12/2014 Funds Transfer -5,088.6901/01/2015 BP Innisfail Fuel for pool vehicle 67.2105/01/2015 Grafton Coffee/Suza... 5 x editions of The Cairns Post 6.5009/01/2015 Australia Post Postage stamps x 100 70.0014/01/2015 Cairns Chamber of ... Darlene Irvine attendance at 2015 State Election Debate Luncheon 28/1/15 59.0017/01/2015 Telstra Mobile phone expenses to 17/1/15 811.7419/01/2015 Coffee Bean Estate Coffees for staff during annual performance reviews 10.6521/01/2015 Officeworks Shredder for office (to replace broken one) 139.0021/01/2015 Woolworths Biscuits for Waste Management meeting 21/1/15 4.9927/01/2015 Funds Transfer -1,639.38
Total ANZ One Credit Card -9,211.68
TOTAL -9,211.68
2:53 PM FNQ Regional Organisation of Councils
28/01/15 Transaction Detail by AccountAccrual Basis November 22, 2014 through January 27, 2015
Page 1
24
M
MEETINGS ATTENDED TO BY DARLENE IRVINE FOR THE PERIOD 25 NOVEMBER 2014 TO 23 JANUARY 2015
28/11/14 FNQROC Procurement Group meeting, Cairns 4/12/12 RMCN meeting, Cairns