Council Minutes of Ordinary Meeting held in the Council ... · SES equipment storage shed – tender to be awarded based on redesigned scope (to fit within the budget). Radio upgrade

Council Minutes of Ordinary Meeting

held in the Council Chambers

Mapoon Aboriginal Shire Council

Meeting Minutes: 21st March 2017

Meeting Held: MASC Council Chambers

1 | P a g e Signed: Mayor,

Day 1. Tuesday, 21st March 2017

Attendance

Councillor Aileen Addo

Councillor Brendan Brown

Councillor Margaret Mara

Councillor Peter Guivarra

Apologies

Councillor Pauline Smith

Staff

CEO Leon Yeatman

Accountant David Hockey

Visitor

09:00 Meeting opened and welcome

Mayor welcomed the councillors and staff to the March meeting of 2017. She reminded everyone about their roles and responsibilities for the meeting and particularly the councillors in relation to their obligations to declare their interest (material or personal) on matter presented – that may have a perceived or real conflict of interest.

Councillor agree that all matters presented at this meeting will be administered on the principle of fair and equitable treatment. Mayor acknowledged that we each bring our own views to the table and on all matters unresolved, councillors rights to agree and disagree is respected.

Councillors instructed to fulfil their administrative requirements and sign the attendance sheet to cover the remuneration for this meeting.

Mayor thanked all present for their attendance and welcomed everyone to the meeting. Acknowledgements made to members not present and respect was paid to the Traditional Owners of the land on which we meet, to the elders past and present, to the councillors and employees present for the meeting. Councillor’s observed a minute’s silence in memory of community members who have passed 09:01 hrs.

09:02 Confirmation of Minutes

CEO noted there are two sets of minutes to review for this meeting – Ordinary and Special meetings:

• Ordinary Meeting – 21st February 2017

Copies where circulated prior to the meeting for editing and review.

Resolution 01. 21/03/17

The council resolved to endorse the minutes of the meeting as true and correct:

Ordinary Meeting – 21st February 2017 Special Meeting – nil





Motion Proposed: Councillor Mara Seconded: Councillor Brown

Motion Carried

09:15 Matters arising from previous Minutes

Ordinary Meeting – 21st February 2017

Item Action Officer

1 Pp 8. Second line – incomplete statement “Attention required for attention”. CEO

2 Internal recruitment – councillors request for consistent process for recruitment and appointment of staff.

CEO

3 Meliodosis concern – drive way to properties need to be revisited to address water ponding issues: driveway and filling.

Environmental Health Officer

4 Darng Creek needs to be cleaned – excessive litter Rangers

5 Waste Management – Ellie Bock has sent documents. Mayor noted other councils with recycling projects. Councillors keen to explore viable options for community and support a culture of recycling in the shire (refer Cherbourg, Kowanyama and Lockhart). CEO reiterated the process involving EPA – approval for lease of dump site required from OMAC.

CEO

6 Corporate Structure – changes from last meeting saw a name change. The appointment of Project Officer required and this needs to be addressed urgently.

CEO

7 ILUA payment – process completed. Note the process to release the annual compensation payment also applied.

Accountant

8 EMU proposed for TI 12/4/17. Consideration required for the most logistical arrangement for councillo9r transport.

CEO

9 Empowering communities: positive outcome at the last meeting. Cr Guivarra delegated as contact to lead community engagement and community representative forum.

CEO

10 Resolution for ILUA payment – figure needs to reflect the figure provided by the Accountant - $78,795.45 (refer comments above – item actioned).

Accountant

Special Meeting –

Item Action Officer

Nil

09:55 General Business

09:56 GB – Tender / Payment Authorisation (Exceeding Delegation)





09:57 GB – Legal Matters

Nil.

09:58 GB – Finance Audit Risk Management

Accountant contacted and presented the financial report for February 2017.

• Store profit and loss

Note losses registered for the store operations. Stocktake carried out but reports cannot be located. Electrical billing is a key expense item. Note issues with ergon regarding the billing process. Note the operational performance will register a loss for the year. Factors contributing to the poor financial position is Operational expenses: Wages, relocation and electricity. Councillors request better financial planning for interruptions – the enterprise needs to be able to accommodate a profit.

• Profit and loss

Note the current issue about loss projections. Consideration for council include the following: increase the price, reduce the product line, address electrical issues, outsource. Note the profit strategy will require a focus on store pricing and product range. Issue about quality and supply registered as factors for consideration. Stock take report to be supplied during the next visit.

11:50 Finance Audit Risk Manager – Accountant report

Accountant dialled into the meeting. Note the finance actions are dealing with a number of items that require allocation and this is current suspended until they are identified and distributed accounts. Issues caused by lack of remittance advices – corrective action will resolve the issues.

Mayor and councillors welcomed the Accountant to the meeting and invited him to present his report.

Accountant proceeded to present his report to the council. Noted reference to registered loss for BAS works. Investigations have identified the rational seem to relate to outstanding invoices for expenses for incomplete work orders – Accountant expects this to be corrected as the documentation are reconciled and claims (invoice) lodged.

Rental debtors & Income: Store: profit registered for the amount. Consolidated Revenue Vs. Expenditure graph Revenue General Expenses Employee wages & Superannuation expenses. Motor Vehicle Expenses. Travel Expenses. Untied Funds: $2.9M Housing Construction Profits and Losses






The council resolved to endorse the financial report as presented by Council Accountant Mr David Hockey:

• Audit Plan

• Internal Audit

• Rental debtors & Income

• Store

• Consolidated Revenue Vs. Expenditure graph

• Revenue

• General Expenses

• Motor Vehicle Expenses

• Travel Expenses

• Untied Funds

• Housing Construction Stocktake report to be presented to the Mayor and Councillors during planned visit for March.

Motion Proposed: Councillor Mara Seconded: Councillor Guivarra

Motion Carried

10:30 GB – Policy and Regulatory Compliance

11:55 Operational Reports

11:10 OR – CEO

CEO presented his report to the council and covered the following operational issues:

Matters arising from the last meeting:

• NPARHI

• Risk Management

• Store

• Housing

• Cape York Roads projects

• Cape Indigenous Mayors Alliance

• Local Disaster Management

• Staff changes: o Store Manager o Ranger positions

My absence from Mapoon involved attendance at:

• Queensland Plan

• LGMA Indigenous CEO meeting





• Community Cabinet meeting - Mayors invitation

Matters arising without notice from last meeting:

Item Issue Comment

1 Housing – pooling water. Note there are health issues particularly meliodosis. Issue to be communicated with Housing. Issue with heavy vehicles- note main issue is created when during bin collection. Notice to be via housing confirming curb-side collection of waste to minimise damage to driveways and easements.

Facebook notice issued as well as local notices. Notice for curb side collection issued - will continue 1 property with water pooling issues to be fixed.

2 Montessori – note the trip went ahead and a report is to be submitted back to the council at a future date. Issues for consideration relate to cost and training.

Item contained in the Playgroup Officers report.

Project Status report summary:

Building construction:

Designs agreed and orders submitted. Issues regarding supply communicated to BAS – noting associated variation to initial Project Management Plan.

Fencing for Airstrip – Tender awarded. Project to commence after the wet.

SES equipment storage shed – tender to be awarded based on redesigned scope (to fit within the budget).

Radio upgrade – Tender awarded in line with financial delegation: Austek Communication to supply and install equipment.

Operational

Delegations register – Perry Mead Group have assisted with the collation and review of current delegations. Work has resulted in a list of delegations appropriate to MASC. I have been working with consultant Scott Mead to refine the list and discuss associated issues. As part of the process I have included training for councillors which is set for week commencing 27/3/17 – session planned for Mayor and Councillors on Tuesday 28/3/17.

Roads & Civil – Identified road funding confirmation received this month. Comments from TMR for TCIMA to become a Regional Organisation group (not incorporated).

Torres Cape Indigenous Mayors Alliance meeting – Meeting proposed for March. No date confirmed.

Mapoon LDMG – LDMG held 16/3/17. No activations recorded during this reporting period. Training conducted on Disaster Centre Coordination and Resupply.

Staffing – Senior Level

Works Manager – position advertised.

Store Manager – positon advertised interview set for 23/3/17. Mr Ron Young has agreed to assist past the period identified for interim assistance. He must return to Brisbane for 1 week 24/3 – 31/3 but will return for a period of 10 days commencing 1/4/17. A local solution will be applied during the break period (opening, closing end of day count etc.).

Head Ranger: Start time set for 10th April 2017.






Council resolved to endorse the CEOs report as read.

Actions stemming from this report to be implemented before the next meeting.

Motion Proposed: Councillor Guivarra Seconded: Councillor Brown

Motion Carried

11:45 OR – Corporate Services Manager

Report tabled and content noted. Council impressed with the new facilities at the store.


Council resolved to endorse the CSMs report as read.



Motion Carried

11:45 OR – Works Manager

Nil.

Meeting adjourned 11:45

Meeting reconvened 1230

12:30 OR – Senior Administration

Report tabled.

• Process for reporting works requests

• Tenancy issues

• Registering for Housing wait list

• Tree removal

Council advocate for damaged properties to be recovered via restitution


Council resolved to endorse the Administration officers report as read. Content of the report covered the following topics:

• Housing tenancy Management






Motion Proposed: Councillor Brown Seconded: Councillor Mara

Motion Carried

Meeting adjourned for lunch 12:35 lunch

Meeting reconvened 1:15

13:15 OR – Human Resource Officer

Report table.

Councillors request the data table to reflect vacancies.


Council resolved to endorse the Payroll Grants officers report as read. Content of the report covered the following topics:

• HR & Payroll;

• Grants;

• Administration



Motion Carried

13:18 OR – Aged and Disability Services

Report tabled. Councillors queried the plan for the implementation of fee for service. The issue is significant for the community elders and note the need for engagement.

Councillors impressed with the level of engagement and activities of the programs. The participation of elders at the Cross Country was a success and the children really appreciated the attention


Council resolved to endorse the Aged and Disability Care Coordinator report as read.

Council resolve to have confirmation community service order placements on the program meets compliance criteria

Quality Audit report findings to form the basis of all future program reports.

Motion Proposed: Councillor Guivarra Seconded: Councillor Mara

Motion Carried

13:27 OR – Environmental Health





Report tabled. Councillors request for statistics relating to the water usage in the shire – a table to be included in the next report


Council resolved to endorse the Environmental Health Officers report as read.



Motion Carried

13:32 OR – Animal Management

Note the report includes Ranger operational requirements. Council concerned about the level of abuse directed toward the AMO for carrying out his duties. Accountability action required against abusers - CEO instructed to engage with lateral people of influence to help address the issues – promote roles and responsibilities.

Council queried the level of engagement the AMO has on the program whilst assisting with the Ranger program. CEO noted the arrangement reflects the level of activities of the program. Council supports the current arrangement and the transition to Ranger programs.


Council resolved to endorse the Animal Management Officers report which contained the Ranger Operations as read.

Council request for the Animal by-law to be fully applied


Motion Carried


Council resolved to adopt a zero-tolerance approach for abuse directed toward council employees in the course of their normal duties. All instances of abuse to be recorded using incident reporting process and referred to the appropriate authority.

Council support a roll out of programs advising community about staff safety and duty of care. Program to include posters, web messages and social media.


Motion Carried


Council resolved to endorse a pest control program to cover the seasonal outbreaks of fleas, ticks and spiders.

Key community infrastructure to be targeted.


Motion Carried






Council resolve to Instruct CEO to initiate planning action for the cleaning and repair of following locations and Historical Sites:

• First contact Memorial;

• Mission cemetery – Mamoose St.;

• Janie Creek;

• Cullen point;

• Darng Creek;

• Other sites related to the Visitor Management Plan.

Works to be reflected in the Ranger work plan/programs.


Motion Carried

14:00 OR – Land & Sea Ranger Manager

New Ranger Manager to commence 10/4/17.

14:01 OR – Store Managers Report

Note the position is vacant – next report will be tabled at the next meeting.

14:02 OR – Play Group

Report tabled. CEO encouraged the councillors to engage with the program to offer advice and assistance on community related matters. Councillors who attended the last meeting commented on the positive nature of the engagement.

Council disappointed with the content of the report about the Montessori trip. Expected more regarding the lessons learned, comparisons for the program and comments for consideration going forward.


Council resolved to endorse the Play Group Coordinators report as read.


Motion Carried

14:10 OR – Workshop

Nil report.





13:30 OR – Housing Tenancy Management Update

The report from the Housing Department tabled as read. Council note the vacant properties which will require NOVD and allocation at a later date. Council support the allocation as per the wait list.

Councillors


Council resolve to endorse the tenancy management report as supplied by Department of Housing and Public Works.


Motion Carried


Council resolve to endorse the following tenants to be added to the Mapoon Wait List:

• Cole Sellick and Jennifer Clarke – Clumppoint

• Allan Busch

• John Tabuai & Lisarina Toby

• Bruce Reid

• Stephen Eliaisa & Stacey Lever

• Eileen Pablo, Tara Tamoy & Child

• Rosemary Robinson – with children

• Tessa Bosuen & Alfred Bond – with children

Motion Proposed: Councillor Guivarra Seconded: Councillor Brown

Motion Carried

Councillors note there is growing confusion in the community regarding process for registering repairs and maintenance requests. The confusion is arising out of failed attempts by community members to access the Housing Queensland Officer for assistance.

Council request a meeting with the Housing Queensland Officer on the next visit to Mapoon:

• Staffing;

• Vacant properties;

• Notices to new tenants;

• Other issues.

14:20 Priority Correspondence

14:21 PC – Inquiry into the service delivery in Indigenous communities





CEO presented the email received from the LGAQ and identified the key points of the inquiry.

Correspondence noted and council indicated a response is to be formulated and sent for Mapoon as

part of the inquiry


Council resolve to recognise the terms of reference for the Inquiry into the service delivery in Indigenous communities under section 23 of the Queensland Productivity Commission Act 2015.

CEO instructed to facilitate a workshop of the terms of reference and to coordinate a response before the close date in June 2017.


Motion Carried

14:30 PC – LGAQ “Better Councils, Better Communities”

Noted. Initiative was observed on the TV and radio.

14:35 PC – QAO results of Audit of Local Government financial statements for 2015-16

Noted.

14:35 PC – Home Ownership 99 year lease sale

CEO advised of discussions with officers of DATSIP regarding the program. Advised the best strategy going forward is to invite the members to the community to engage on the issue and gauge interest and sign up prospective applicants.

Note the first home owners grant is available until June 30 2017 - $20,000.

Council acknowledge their focus on resolving Native Title and associated ILUA negotiations. Council are fully supportive of a schedule to guide the interested community members to making informed decisions. Councillors support the move to private ownership in Mapoon is part of the long-term aspiration for self-determination and private ownership in the shire.

Councillors discussed the original schedule as proposed in 2014:

House type New condition Good condition Fair condition

2 bed detached house $130,000 $100,000 $70,000





Council commented on the sale price for the land. The term is no longer negotiable and has been addressed as part of our negotiation for ILUA. The Mayor and councillors note issues relating to finance and potential for take-up. Council recognise the opportunity and benefit for first responders.





Comments registered about people securing greenfield sites – this is still permissible under the ALA. Persons who are interested can secure a lease under ILUA negotiated for Mapoon. This agreement reflects the rates applicable for lot sizes and sale.


Council resolve to support the following price for properties to be sold as part of the 99 year home ownership lease in Mapoon:

House type New condition Good condition Fair condition






Council recognised the sale price for the land is captured in the Mapoon Community Development ILUA.

CEO instructed to issue correspondence to department of Aboriginal Torres Strait Islander Partnership.

Motion Proposed: Councillor Brown Seconded: Councillor Guivarra

Motion Carried

15:20 Councillor Report

MASC reports tabled.

Item Issue

1 Meeting attendance – Mayor raised the issue of councillor attendance and commitment to the role of Councillor: Approved and unapproved absence. Council Meeting dates are set for third Tuesday of the Month to allow for effective planning. Changes to meeting dates is only when the full council cannot convene for the scheduled meeting. LGAQ indicated they will raise the issue with the Remuneration Tribunal. MASC to raise the same at the next state convention. CEO noted the council policy covering meeting attendance. This policy is current and must be observed.

2 Ely agreement membership – correspondence to the Ely Coordinating committee who are responsible for the review of the ELY agreement. The key issues are as follows:

• Historical changes to the ELY Coordinating Committee membership to be formally recognised;

• Ely Coordinating Committee membership to reflect MASC as party/signatory to the agreement;

• MASC to be retained as an ongoing member of the Ely agreement (Standard applied for other members who are Local Councils: NASC, NPARC)

• No other party to represent Mapoon community interest Letter to be sent to the Coordinator for the ELY Coordinating Committee to confirm our interest as a member, recognition that has been applied via transition arrangements that have happened over recent times and the appropriate arrangements as a going concern.





Item Issue

3 WCCCA applications to for next round – 10th April 2017:

• Cultural Keeping place

• Laura Cultural Festival

• NAIDOC

• Mapoon Day

• Christmas

4 Paanja festival Planning 2018

5 Mapoon Have your say day – Home ownership to be included on the agenda.

6 WCCCA new building – study tour organised for members to gather ideas and incorporate into the design of the project. Propose for correspondence to be sent to the WCCCA from the CEO stating no representative from Mapoon attending the process – non-inclusive. It is imperative for male representatives to be part of the process. The advantage of community representatives from Mapoon to participate in the study program – Nominate Cr Brown and Cr Guivarra.

16:10 Report Resolution

CEO asked for the council to pass a general resolution to confirm all reports as tabled at the meeting.


Council resolved to endorse all reports as presented to the meeting.


Motion Carried

16:15 Next Council Meeting

Date for the next meeting will be Wednesday 19th April 2017 – to accommodate the Easter long weekend.

16:15 Meeting Closed

Mayor declared the meeting closed.

Documents

Council Minutes of Ordinary Meeting held in the Council ... · SES equipment storage shed – tender to be awarded based on redesigned scope (to fit within the budget). Radio upgrade