Attachment 3 Attachment - Advice regarding variation SPG ... · 12/6/2013 · Indigenous...

Attachment 3 Attachment - Advice regarding variation SPG Engawala Staff Accommodation

Attachment 3 Page 89

Attachment 3 Attachment - Advice regarding variation SPG Engawala Staff Accommodation


Attachment 4 Attachment - Unsuccessful SPG Application 2013-14 Yuelamu Duplex


Attachment 5 Attachment - Important information about the digital TV switchover


ORDINARY COUNCIL 6 DECEMBER 2013

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CHIEF EXECUTIVE

ITEM NUMBER 10.2 TITLE Progress Review of 2013/2014 Corporate

Plan REFERENCE \COUNCIL AGENDAS AND MINUTES\2013\2013 - 6

ORDINARY COUNCIL MEETING 6 DECEMBER TI TREE - 209607

AUTHOR Cathryn Hutton, Chief Executive Officer RECOMMENDATION: That Council receive and note the Progress Against the 2013/2014 Corporate Plan Report for October 2013.

SUMMARY: To ensure accountability against the Corporate Plan, a report is provided to Council at each Council Meeting showing progress being made with actions contained in the Annual Corporate Plan.

BACKGROUND The Progress against the Corporate Plan 2013/2014 report is presented to the Council for their information and provides Councillors with an opportunity to ask questions. ISSUES, CONSEQUENCES AND OPTIONS Nil Due to size the Corporate Plan will be tabled separately.

ATTACHMENTS:


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CHIEF EXECUTIVE

ITEM NUMBER 10.3 TITLE Ratification of Common Seal REFERENCE \COUNCIL AGENDAS AND

MINUTES\2013\2013 - 6 ORDINARY COUNCIL MEETING 6 DECEMBER TI TREE - 209612

AUTHOR Cathryn Hutton, Chief Executive Officer RECOMMENDATION: That Council ratify the use of the Common Seal.

SUMMARY: The Common Seal Register lists all funding agreements signed since the last Council Meeting for Council’s approval.

BACKGROUND The Common Seal of the Central Desert Shire Council must be stamped on every contract signed on behalf of the Central Desert Shire Council, for example on each funding agreement. Since the last meeting a number of agreements have been signed by the Central Desert Shire Council and agencies which fund services in the Shire. Central Desert Shire Council must authorise each use of the Common Seal and keep a register of the use of Common Seal. ISSUES, CONSEQUENCES AND OPTIONS Nil

ATTACHMENTS: 1 Common Seal Register

Attachment 1 Common Seal Register



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CORPORATE SERVICES

ITEM NUMBER 11.1 TITLE Finance and Corporate Services Report REFERENCE \COUNCIL AGENDAS AND


AUTHOR Edward Fraser, Director Finance and Corporate Services

RECOMMENDATION: That Council receive and note the report from the Finance & Corporate Services Directorate.

SUMMARY: The Corporate Services directorate provides a report on the activities undertaken since the last report to the Council.

BACKGROUND This report covers the following areas. 1. Governance 2. Human Resources Management 3. Information Management 4. Customer Service 5. Economic Development & Tourism 6. Public Relations 7. Essential Services 8. Facilities & Territory Housing 9. Asset Management 10. Fleet Management & Tenders These are further detailed as follows: 1. Governance 1.1 Performance of Local Boards Current Local Board Attendance from July 1st 2013 until 6th November.

Community No. Meetings Held 1 Lajamanu 2 2 Anmatjere 2 3 Atitjere 2 4 Yuelamu 1 5 Nyirripi 1 6 Engawala 1


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Community No. Meetings Held 7 Yuendumu 1 8 Laramba 1 9 Willowra 0

It was a successful round of Local Board meetings with 7 out of 9 meetings going ahead. Legislation has passed to set up the Local Authorities. Council will complete the transition to Local Authorities by July 1, 2014. 2. Human Resources 2.1 Recruitment As of 14th of November 2013 the voluntary staff turnover rate is 8 %. 2.2 Total Staffing Compliments

a) Total Staff: 327 Total Agency and Commercial Staff: 213 (192.58 FTE) Total Core Staff: 114 (110.88 FTE) b) Female Staffing: Female Staff: 148 (45% of Total Staff) Female Managers/Supervisors: 35 (10% of Total Staff) c) Indigenous Staff: Indigenous Staff: 238 (72% of Total Staff) Indigenous Managers/Supervisors: 27 (8% of Total Staff)

Indigenous Employment

50

55

60

65

70

75

80

Jan2012

Mar2012

May2012

Jul 2012 Sep2012

Nov2012

Jan2013

Mar-13 May-13 Jul-13 Sep-13 Nov-13

Reporting Period

Per

cen

tag

e

% Indigenous Employment (incl CDEP)

% Indigenous Employment (ex CDEP)

Target % Indigenous Employment

d) Employment by Classification: Full Time Staff: 183 (56% of Total Staff) Part Time Staff: 53 (16% of Total Staff) Casual Staff: 91 (28% of Total Staff)


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2.3 Employee Training and Development A total of 91 staff are currently working towards improved qualifications across the shire. A newly developed Cert II in Rural Operations course led by Works Directorate with the Centre for Appropriate Technology will begin before the end of 2013 for Council Field Officers. 2.4 Work Health & Safety / Incidents The last quarter lost time figure stands at 0.58%. In addition: 10 Staff attended Fire Warden & Fire Extinguisher training while 7 Staff completed 4WD training In terms of incidents there have been 9 minor incidents across Service Delivery Centres of the Shire Council. 2.5 Cross Cultural Training The last Cross Cultural Training course was held in Alice Springs in October and 12 staff attended. An additional session was held in Lajamanu. 2.6 Performance Management To date 38% of the performance reviews have been completed within 30 days of being due.

3. Information Management LGANT has agreed to lobby Government to seek options of support to fund $590,000 to improve ICT infrastructure for NT satellite local government sites as a result of CouncilBiz and Central Desert Regional Council information. 4. Customer Service A set of standards have been drafted as an outcome from the Councillor & SSM Workshop to be shared with Council for approval. Pilot client log testing in Lajamanu has been shared with Shire Service Managers for introduction. 5. Economic Development & Tourism Work has commenced on the economic development plan and it is due to be complete by the end of the year.


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6. Public Relations Annual Report completed. Shire has already generated more than our target of ten positive media stories for the year and a new target set for 2014.

Annual Target Actual Comment Positive Media 10 >10 Review for 2014

7. Essential Services CDSC has tendered for the new Power and Water contract which has been extended for 5 months until end of March 2014 for all Communities apart from Lajamanu which is due to finish 1st December 2013. 8. Facilities & Territory Housing 8.1 Territory Housing Contract Update Council has been advised verbally that the current repairs and maintenance contract has been extended for three months until 1st March 2014 and we are awaiting written confirmation. 8.2 Repairs & Maintenance – Up to 31st October The amount of repairs completed by local teams compared to other contractors was 19%. The chart below shows requests received and completed highlighting 82% are complete.

Community

Total No. Of Requests Completed Pending Local Team

Approval Rate Percentile ( Total completed against Total Requests)

Atitjere 34 27 7 2 79%

Engawala 8 5 3 3 63%

Lajamanu 156 133 23 3 85%

Laramba 33 24 9 5 73%

Nyirrippi 45 37 8 31 82% Pmara Jtunta

20 17 3 10 85%

Nturyia 24 22 2 7 92%

Wilora 21 17 4 16 81%

Willowra 37 34 3 14 92%

Yuelamu 35 23 12 1 66%


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Yuendumu 189 154 35 0 81%

8.3 Fencing Program Completed tender for 1.9km of fencing approved by Finance & Audit Committee. The fencing works at Pmara Jutunta are scheduled to be completed on the 14 houses identified by end of November. Fencing works at Wilora are planned to commence in the last week of November. 9. Asset Management

Second meeting of Central Regional AM Working Group held 31 October. Regional Unit rates and Unit Life for roads adopted.

CDS AM Steering Group is meeting monthly. 10. Fleet Management & Tenders

10.1 Fleet Finance and Audit Committee have approved agreed fleet plan purchases as follows within budget:

Core Services - 2 D/Cab Tray (Yuendumu and Lajamanu RWS) Fleet Management - 2 D/Cab Canopy (Lease Children Services

and Pool) - 2 Executive Fleet vehicles ESO - one D/Cab Tray Night Patrol - 4 D/Cab Well back

10.2 Plant Acquisitions: New forklift delivered to Lajamanu Backhoes for Ti Tree and Nyirripi at Shire Depot. Repairs to bring items to stated condition of tender being undertaken at supplier cost. Backhoes expected to be ready for delivery last week of November.

10.3 Vehicle Management Three vehicles taken without permission between October and November. Police investigations continuing on all three incidents.

Yuendumu – vehicle written off, insurance settlement $24,945 RJCP – vehicle recovered from Ilparpa clay pan, rolled onto side

significant damage - extent to be assessed, insurance claim lodged


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Lajamanu – 2 petrol vehicles recovered from near Top Springs, some panel and mechanical damage - extent to be assessed, insurance claim lodged.

A tender for remote mechanical services is currently being drafted by Director Works. ISSUES, CONSEQUENCES AND OPTIONS Nil.

ATTACHMENTS: There are no attachments for this report.


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CORPORATE SERVICES REPORTS

ITEM NUMBER 11.2 TITLE Release of 2014 Year Planner with Dates REFERENCE \COUNCIL AGENDAS AND


AUTHOR Kimbi Bevan, Governance Officer RECOMMENDATION: That Council:

1. Consider the Local Board feedback for the 2014 Year Planner. 2. Adopt the 2014 Year Planner.

SUMMARY: The Year Planner establishes the schedule of the Ordinary Council meetings and Finance and Audit Committee meetings for the following calendar year. Council is being asked to determine which option should be circulated to Local Boards for comment.

BACKGROUND The Local Boards have provided the following feedback: Anmatjere: The Anmatjere Local Board agreed to all proposed meeting dates and would like their meetings to remain at 4pm. Lajamanu: The Lajamanu Local Board have agreed to all proposed meeting dates with the addition of 29 January to comply with the 6 meetings. The board would like the meetings to remain a 10am start. Laramba: The Laramba Local Board have agreed on all proposed meeting dates and would like the start time of 2pm. Nyirripi: The Nyirripi Local Board is happy with the proposed meeting dates. The board would like a 9am start. Yuendumu: The Yuendumu Local Board would like their first January meeting date to be changed from the 21 to the 30th. They agreed with the remainder dates and have asked for meetings to start at 12pm.


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Engawala: The Engawala Local Board have agreed on all proposed meeting dates. The board would like a start time of 10am. Atitjere: The Atitjere Local Board have agreed to the proposed meeting dates. The board would also like their meeting to be held at 12.00pm. Yuelamu: Yuelamu Local Board did not meet to provide any feedback Willowra: Willowra Local Board did not meet to provide any feedback. The 2014 Year Planner with all changes and start times will be tabled separately. ISSUES, CONSEQUENCES AND OPTIONS NIL.

ATTACHMENTS:


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CORPORATE SERVICES

ITEM NUMBER 11.3 TITLE Grants Received REFERENCE \COUNCIL AGENDAS AND



RECOMMENDATION: That Council note the grants received since the last Ordinary Council meeting.

SUMMARY: A list of grants received since the last Ordinary Council meeting is provided to the Council for its information.

BACKGROUND The Council receives many and varied grants. The attached information is presented to the Council at each Council Meeting to allow the Council the opportunity to better understand the grants income that is received. ISSUES, CONSEQUENCES AND OPTIONS Nil

ATTACHMENTS: 1 Grants 27 September to 18 November 2013

Attachment 1 Grants 27 September to 18 November 2013



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CORPORATE SERVICES

ITEM NUMBER 11.4 TITLE Policy Review REFERENCE \COUNCIL AGENDAS AND



RECOMMENDATION: That Council adopt the following policies:

1. Volunteer Policy 2. Vehicle Use Policy 3. Rules for Vehicle Use and Operations

SUMMARY: The Council adopts policies to provide guidance to the community and or Council staff. Policies are reviewed to ensure that they reflect current circumstances, changes in terminology and changes in legislation. Two policies have been reviewed and are presented for Council’s approval.

BACKGROUND The following is a summary of the following policies shared with Council for approval. Policy Reviewed

Progress Comments/ Recommendation

1. Volunteer The current policy is still relevant and should be readopted with no word changes.

It is recommended that a three year renewal period be noted for this policy.

2. Vehicle Use Policy

Policy reviewed. Formatting changes made and also a new pre start checklist as well as confirming driving speed limits included.

It is recommended that the updated policy is approved.

ISSUES, CONSEQUENCES AND OPTIONS Nil

ATTACHMENTS: 1 Volunteer Policy


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2 Vehicle Use Policy 3 Rules for Vehicle Use and Operations

Attachment 1

Volunteer Policy


Volunteer Policy REFERENCE NUMBER: P-42 ORGANISATION UNIT: All RESPONSIBLE POSITION: Director Finance and Corporate RELEVANT DELEGATIONS: NIL DATE ADOPTED: December 2013 REVIEW DATE: Every three years

Objectives: The Central Desert Shire Council acknowledges and respects the importance of the role of volunteers and voluntary groups for community development and engagement. The objective of this policy is to formalise the commitment of the Council to supporting volunteers and to minimise the risks to all parties.

Legislation and Reference: NT Local Government Act NT Workplace Health and Safety Act 2011 Personal Injuries (Liabilities and Damages Act) 2003

Scope: This policy will cover volunteers participating in all Council activities and projects.

Definition: A volunteer:

Is an individual who undertakes nominated activities within an organization for no financial payment.

Undertakes the activities on their own free will and without coercion from the organization or their staff.

Undertakes activities, which are not wholly, or part of, a position that is designated as a paid position.

Policy:

General principles: Volunteer positions will be developed in response to an identified need and

where it has been assessed that the need would be more appropriately met by a volunteer.

To engage and retain volunteers the work must be meaningful, not contrived or designed to ‘make work’, nor should involve volunteers inappropriately.

Volunteers will not be expected to undertake roles they have not agreed to do.

Volunteers will be placed in activities and programs that match their skills, interests and experience.

Council may work in partnership with key agencies that support volunteering within the Central Desert Shire Council.

All volunteers must submit an application form for approval by the CEO before they are engaged.

Attachment 1

Volunteer Policy


All volunteering duties are to be performed during the normal CDSC office hours of 8.00 am to 4:36 (Monday to Friday).

Rights of Council volunteers Volunteers have the right:

To a plainly written job description and mutual understanding of their role as a volunteer.

To be placed according to their abilities. To be given accurate information about the project being undertaken. To work within the guidelines of Council’s Volunteer Policy and associated

Procedures (policy to be provided to volunteers upon request). To be interviewed and engaged in accordance with equal opportunity and

antidiscrimination legislation. To have personal and confidential information dealt with in accordance with

the relevant Acts. To make a choice about the type of involvement and time committed. To undergo appropriate training and induction. To be supported and supervised. To have a designated supervisor to provide volunteers with instructions. To be acknowledged as a valued member of the Council volunteer team. To regularly receive constructive feedback. To be informed and consulted on matters which directly or indirectly affect the

volunteer or their work. To be informed of their entitlement to out-of-pocket expenses, if applicable. To have a working environment that meets all WH & S requirements. To be adequately covered by insurance. Not to do the work of paid employees during industrial disputes.

Responsibilities of Council volunteers Volunteers have a responsibility:

To be reliable and punctual. To notify their supervisor or activities co-ordinator if unable to attend or

perform duties. To be accountable and accept constructive feedback. To undertake relevant training when necessary to perform designated

volunteer tasks. To ask for support when needed. To carry out agreed duties. To respect decisions made by staff. To respect confidentiality at all times as defined below. To provide truthful and accurate information to Council, fellow volunteers and

community members. To register with Council and complete and sign any relevant documentation. To comply with Council’s WH & S practices to protect themselves, fellow

volunteers, staff and clients. To comply with Council’s policies and procedures, particularly in regard to

dangerous and emergency situations. To immediately report all incidents/accidents. To notify Council of any potentially hazardous situations or unsafe working

conditions. To take reasonable care of the health and safety of themselves and others. To report any damage to Council or other parties’ equipment or possessions.

Attachment 1

Volunteer Policy


To provide parent/guardian consent if the volunteer is under 18 years of age.

Council rights The Central Desert Shire Council has the right:

To make a decision as to where the volunteer would fit best. To expect acceptance of responsibilities as to policies, procedures,

confidentiality, reliability and good performance. To expect loyalty to Council and communicate constructive criticism. To expect enthusiasm and belief in the work the volunteer is doing. To expect from the volunteer clear and open communication at all times. To expect volunteers to perform the given tasks to the best of their ability. To expect from all volunteers, respect and courtesy towards all customers

and members of the team. To express opinions about poor volunteer effort in a diplomatic way and

suggest a change to another job. To release an unsuitable volunteer with a days notice.

Council responsibilities The Central Desert Shire Council has the responsibility:

To assess volunteer skills to match tasks with expectations, interest and time commitments.

To recognise the different roles, rights and responsibilities of volunteers. To provide appropriate induction, training and support. To provide written job descriptions and procedures for volunteer jobs when

appropriate. To provide a safe work environment free from discrimination with an

environment of mutual respect. To ensure volunteers are appropriately registered and have access to

insurance cover for Personal Accident and Public Liability. To require volunteers to work under the supervision of paid staff and/or

appointed coordinators. To address areas of conflict between volunteers, other volunteers, and

customers. To ensure volunteers are not used to permanently replace paid staff. To respect the confidentiality of both volunteers and customers. To formally and informally recognise the contribution of volunteers.

Confidentiality Volunteers working with Council must keep all privileged information in relation to Council, other employees and clients confidential. Volunteers are expected to maintain the same standards of confidentiality as Council’s paid employees. This includes information held by the Council; information shared between volunteers and the designated managers; and information about particular circumstances. Any written and verbal communication must be treated as confidential by volunteers. Volunteers are required to read and sign the Council’s Confidentiality Agreement for Volunteers. Any breach of this confidentiality requirement will be taken seriously and lead to:

The termination of the volunteer’s services. Any other action deemed necessary by the Chief Executive Officer or Council.

Attachment 1

Volunteer Policy


Working with Children and Police Checks Council may require the volunteer to undergo the Working with Children Check or relevant Police Checks for certain activities as appropriate. If a Police Check is required, Council will provide the volunteer with a Police Check form and pay for the Check to be processed. If the Police Check confirms a criminal record, the Supervisor will assess the suitability of the volunteer for the role in question. If a volunteer does not consent to a Police Check where required, they will not be eligible to work in this area of Council.

Insurance All registered Council volunteers who have attended an induction session are covered by the Council’s insurance policy whilst undertaking approved duties on behalf of Council, unless otherwise arranged (eg. work experience students). Council will maintain appropriate insurance cover for volunteers engaged in Council activities as outlined in their written job description. Council may require volunteers to undergo a medical examination, dependent upon the nature of the volunteers work.

Driving Council and private vehicles Volunteers may need to drive either their own vehicle or a Council vehicle whilst undertaking their duties. Any volunteer who is required to operate a vehicle as part of their volunteering duties must provide Council with proof of their current drivers licence. The drivers licence must be sited and a copy taken for Council records. Volunteers must notify Council should the conditions of their licence change for any reason. Volunteers must have the approval of Council prior to driving a Council vehicle. Council does not provide insurance for volunteers’ private motor vehicles. If using a private vehicle, the volunteer must provide evidence of their motor vehicle third party and comprehensive insurance details by 1 July each year. The vehicle must be registered and in a roadworthy condition. Volunteers are responsible for any parking or traffic offences and/or fines incurred. Failure to meet the above requirements will exclude the volunteer from driving a Council vehicle or providing transport for customers of Council. In the case of any motor vehicle accident, the volunteer must immediately inform Council and provide all details.

Occupational Health and Safety Like all Council staff, volunteers are entitled to work in an environment that is safe. OH & S requirements will be made clear to volunteers during induction and training. Further WH & S training will be provided as required. Supervisors will perform risk and hazard assessments at the job site. The supervisor will ensure that activities involving volunteers are in keeping with the relevant WH & S and risk management policies. Volunteers shall follow all safe work procedures and seek instruction when required.

Unsatisfactory Performance Volunteers are to be treated in the same manner as paid employees in respect to performance management and discipline. If a volunteer’s work is not up to standard, deviates from principles and goals of the service, contravenes the rights and responsibilities of volunteers or places a client, employee or any other person at risk, Council will issue a verbal warning. Such warnings are to be placed on file for

Attachment 1

Volunteer Policy


Council records. If the volunteer’s actions cause an immediate and/or significant danger, or harm to others, or is regarded as significantly inappropriate, the volunteer arrangement may be terminated immediately.

Cessation of volunteering arrangement In the case of a volunteer’s resignation, all materials, files and equipment are to be returned to Council prior to leaving. Council asks that volunteers intending to resign give as much prior notice as possible to their supervisor. History: The policy was first adopted on 06th of December 2011 (CRN: 240/2011) – Ref. No. P42

Attachment 2

Vehicle Use Policy


VEHICLE USE POLICY REFERENCE NUMBER: P14 ORGANISATION UNIT: All RESPONSIBLE POSITION: Chief Executive Officer RELEVANT DELEGATIONS: DATE ADOPTED: 06 December 2013 NEXT REVIEW DATE: Every four years

Objectives: To establish Central Desert Regional Council’s policy related to the use of vehicles and to ensure safe driving practices are followed when driving in remote locations.

Legislation and Reference: Commonwealth and Territory legislation, regulations and codes of practice relevant to this policy include:

Relevant Territory and Commonwealth Traffic Acts and Regulations Relevant Territory and Commonwealth Occupational Safe and health

and Work, Health and Safety Acts and Regulations Local Government Act

Scope: This policy applies to all Central Desert Regional Council councillors, workers and other authorised users of Council vehicles.

Policy:

Background

Central Desert Regional Council is committed to:

o Ensuring vehicles are used in a safe and responsible manner

o Ensuring that staff travelling in remote locations are adequately equipped and have appropriate safety plans

Categories of Vehicle Use Central Desert Regional Council uses 4 categories of vehicle use:

PRIVATE USE : o Available to CEO, Directors, the Shire President and

selected Senior Management as approved by the CEO

LIMITED PRIVATE USE o Available to Regional and Shire Service Managers and

positions as approved by the CEO

Attachment 2

Vehicle Use Policy


COMMUTER AND BUSINESS USE o Available for CDRC vehicles leased to approve programs

only.

o BUSINESS USE ONLY o All other CDRC vehicles.

Vehicle Use Rules

All use, care and operation of vehicles are to be undertaken in accordance with CDRC Rules for Vehicle Use and Operation:

History and Revision:

This policy replaces and supersedes P14.v2 Vehicle Policy which was adopted on the 10th August 2012.

Attachment 3

Rules for Vehicle Use and Operations


RULES FOR VEHICLE USE AND OPERATION REFERENCE NUMBER: P14 - (A) ORGANISATION UNIT: All RESPONSIBLE POSITION: Director Finance and Corporate Services RELEVANT DELEGATIONS: Nil DATE ADOPTED: December 2013 NEXT REVIEW DATE: Every four years

Objectives: To establish procedures and processes for the use, care and operation for all Central Desert Regional Council’s vehicles and plant.

1. VEHICLE USE RULES:

Terms and Conditions: ALL USERS All drivers are to have current and valid licence for the class of vehicle

being driven.

Drivers are to ensure the vehicle is in a safe and roadworthy condition before use. Any damage or fault must be reported to their Manager as soon as practicable.

No vehicle is to be driven if the vehicle is not in a roadworthy condition.

No smoking is permitted in shire vehicles.

No vehicle is to be operated while under the influence of alcohol or drugs.

Vehicles are not to be used for hunting activities. Guns and other weapons are not to be carried in Council vehicles. Dead animals are not to be carried in a Council vehicle.

Drivers are to act in accordance with all road rules at all times. All traffic or parking infringements are the responsibility of the driver.

Vehicles are to be kept clean and tidy state and are to be cleaned as needed at completion of use.

Vehicles are to be locked and keys secured when not in use.

Any driver involved in an accident causing vehicle damage, property damage or personal injury is required to stop, render assistance if required and to report the accident to their Manager and the Asset Manager as soon as possible and within 1 working day. Where legal obligations require a police report, the police PROMIS number is to be provided. An Accident and Incident Report is to be completed following any incident or accident resulting in injury or property damage.

Where it is proven that an accident is a consequence of negligence, drugs or alcohol, or where the driver is not appropriately licensed or authorised, Council may hold the driver liable for the cost of repairs or replacement of the vehicle and other property.

Drivers are personally responsible for payment of all traffic infringement fines incurred by them, including parking fines and speeding fines whilst operating a CDRC vehicle.

Dogs may only be carried if appropriately restrained in the rear of an open vehicle (i.e. utility).

Attachment 3



All vehicle use is to be undertaken in accordance with the Vehicle Use Policy and Rules for Vehicle Use and Operation

Drivers are under no obligation to stop for people on the side of the road where the driver feels the driver or passengers’ safety maybe at risk.

Drivers may choose to stop for people on the side of the road and render assistance where there is a genuine need to provide assistance.

Refer to Attachment A for further vehicle use rules and conditions applicable to each category of vehicle use

2. Pre Start Checklists Light Vehicles (Class C licence)

o As a minimum pre-start checklists must be completed weekly for all light vehicles. The driver is responsible to ensure there is a current pre-start checklist prior to starting the vehicle.

Plant and Heavy Vehicles (Greater than Class C Licence)

o The operator is responsible to ensure a pre-start checklist is completed daily prior to works commencing.

3. Vehicle Logbooks Each vehicle and item of plant (backhoe, loader, grader, bobcat, tractor, truck,

etc) must have a current logbook

A logbook entry must be made each time a driver uses the vehicle with the exception of:

o where one driver is the only driver of the vehicle for a day a single entry may be made at the completion of the day: or

o where one driver is the only driver of the vehicle and the purpose of the trip differs i.e. business use to private use

A log book entry must be made daily or if a change of operator.

4. Guidelines for Driving in Remote Locations Driving in remote locations carries additional risks to drivers associated with road conditions, environmental conditions, isolation impacting on availability of help in the case of accident or breakdown, absence of reliable communications as well as the potential for fatigue to impair judgement and responsiveness.

Index to Remoteness

The following provides a guide to the level of remoteness that exists when travelling between different Service Delivery Centres and to outstations. This index is to be used to determine the equipment required for each trip (Refer to 4.2) LEVEL DESCRIPTION

0 Major sealed highway, regular passing traffic, departure from highway less than 5 km. Examples: Alice Springs to TiTree, Wilora, Pmara Jutunta, Alyuen.

1 Highway with single lane seal, some unsealed road, regular passing traffic, departure from highway less than 20km. Examples: Tanami Highway to Yuendumu, Plenty Highway to Harts Range, TiTree to Nturiya.

2 Highway with single lane seal or unsealed highway, occasional to regular passing traffic, departure from highway on unsealed road up to 100km.

Attachment 3



Examples: Laramba, Engawala, Yuelamu, Lajamanu from Katharine or Dunnmara.

3 Minor unsealed road access exceeding 100km from highway, occasional passing traffic. Examples: Nyirripi, Willowra.

4 Minor unsealed roads or outstation access tracks, irregular passing traffic, including extended distances from highways and other settlements. Examples: Remote Outstations, Lajamanu via Tanami Road.

Equipment

The following equipment should be considered to be minimum equipment for the degree of remoteness. It is the drivers responsibility to ensure the appropriate equipment is taken on each trip. LEVEL DESCRIPTION

0 Single spare tyre, jack & wheel brace, 2 litres of water, first aid kit 1 Single spare tyre, jack & wheel brace, 2 litres of water, first aid kit 2 2nd spare tyre, jack & wheel brace, 5 litres of water, first aid kit, snatch strap

and shackles, spot tracker / EPIRB, satellite phone. 3 2nd spare tyre, jack & wheel brace, 10 litres of water, first aid kit, snatch strap

and shackles, spot tracker / EPIRB, satellite phone, snacks / food supply, long-range fuel tank or 20 litres supplementary fuel

4 2nd spare tyre, jack & wheel brace, 20 litres of water, first aid kit, snatch strap and shackles, spot tracker / EPIRB, satellite phone, 1 day food supply, long-range fuel tank or 40 litres supplementary fuel.

5. Safe Driving Practices

Driving Times

Driving times by individual drivers shall be limited to a total of 10 hours in any 24 hour period. Avoid driving into or away from low sun, at dawn and at dusk. Driving at night is to be avoided. Continuous driving time for individuals should be limited to a maximum of 2.5 hours with a 5 minute break to stretch (or power nap), eat and drink before resuming driving and a 30 minute (minimum) break after 4 hours of driving. Where more than one licensed and suitably experienced authorised driver is in the vehicle, drivers are encouraged to rotate at or before a 2.5 hour period. A driver shall stop, rest and exercise (or hand over driving responsibilities) immediately if experiencing a micro-sleep, loss of concentration or tiredness. The carrying of emergency beacon (EPIRB or Spot Tracker) and a satellite phone is required when undertaking Level 2, 3 and 4 trips and recommended where an employee is travelling alone.

Driving Speeds

Irrespective of maximum speed limits posted on road signs, vehicles shall not be driven in excess of the following speeds. Speeds may be randomly monitored at times.

Attachment 3



Light vehicles (2wd or 4wd station wagon or utility)

o Dual lane bitumen roads – the posted speed limit or to a maximum 130 km/hr

o Single lane bitumen roads – the posted speed limit or to a maximum 110 km/hr

o Unsealed major SDC access roads (i.e. Tanami, Plenty, Buchannan Highways, Engawala, Lajamanu, Laramba, Nyirripi, Willowra, Yuelamu main access roads) – the posted speed limit or to a maximum 90 km/hr

o Other unsealed access roads (i.e. Yuelamu-Yuendumu Rd. Tanami Hwy-Lajamanu Rd, Yuendumu – Willowra Rd etc) - the posted speed limit or to a maximum 80 km/hr

Medium or heavy rigid vehicles

o Dual lane bitumen roads – the posted speed limit or to a maximum 110 km/hr

o Single lane bitumen roads – the posted speed limit or to a maximum 90 km/hr

o All Unsealed roads – the posted speed limit or to a maximum 80 km/hr Driving speeds shall be reduced to suit the prevailing road, weather and traffic conditions.

A driver shall decrease speed or stop the vehicle immediately if requested to do so by a passenger who feels the vehicle is being driven in an unsafe manner.

Driving on Single Lane Bitumen

When other vehicles are approaching, the driver shall slow the vehicle in advance and move the left-hand wheels onto the unsealed shoulder (stopping on the unsealed shoulder if need be) until the other vehicle has passed. When an articulated truck or road train is approaching the driver shall pull off the road and stop until it has passed. When overtaking another vehicle the driver shall ensure sufficient clear road and visibility, and endeavour to ensure the driver ahead is aware of the intention to overtake before commencing the manoeuvre. When another vehicle wishes to overtake your vehicle the driver shall slow when the road ahead is suitable for overtaking and move left to allow the overtaking vehicle to safely pass.

Driving on Unsealed Roads When another vehicle is approaching, the driver shall slow the vehicle significantly and move to the left side of the road (stopping if need be) until the other vehicle has passed. Where motorcycles are approaching, the driver shall slow the vehicle significantly and move to the left side of the road (stopping if need be) until the motorcycle has passed. When an articulated truck or road train is approaching, the driver shall pull off the road and stop (if appropriate) until it has passed.

Attachment 3



When overtaking, the driver shall ensure sufficient clear road and visibility, and endeavour to ensure the driver ahead is aware of the intention to overtake before commencing the manoeuvre. The driver shall maintain a consistent position on the road until well clear of the overtaken vehicle. When another vehicle wishes to overtake your vehicle the driver shall slow and move left gradually when the road ahead is suitable for overtaking. When driving a 4 wheel drive vehicle engage 4WD on all unsealed roads, unformed roads and tracks.

Driving Heavy Vehicles

Loads are to be checked and re-secured at regular intervals and at not less than each hour of travelling time. More regular checks are required on rough and corrugated roads. When manoeuvring a heavy vehicle in confined locations a ‘spotter’ shall be used to prevent damage to the vehicle and other property.

Safe Loading & Load Management

All loads are to be loaded in accordance with industry standard practices. All loads are to be secured in accordance with industry standard practices. Operators of forklifts, cranes or other equipment for the purpose of loading shall be appropriately trained, qualified and experienced in the safe operational practices appropriate to the loading being undertaken. All loading equipment including forklifts, cranes or other equipment including chain and fabric slings shall be tested, rated and in serviceable condition. The driver shall ensure that vehicles are not overloaded and that loads are appropriately distributed.

Driving through Water

Vehicles shall not under normal circumstances be driven through water (surface water or creek crossings) where the depth exceeds 600 mm or is fast flowing. If there is any doubt about the depth or flow rate of a water crossing, (e.g. no depth markers are in place) the driver or a passenger shall walk completely through the crossing prior to driving through it.

Off-Road Driving

Vehicles shall not be driven ‘off road’ (i.e. where no track or road exists) Vehicles shall not be driven through excessively deep sand, on steep inclines or across large rocks or uneven surfaces. This type of driving is not required in the normal course of work.

Trip Planning

All remote travel should have an appropriate trip plan that addresses the following:

Attachment 3



o Type of emergency communications and equipment carried. o Itinerary detailing route travelled including anticipated departure and

arrival times. o Communications and response plan including contact names and

numbers, and a response plan where arrival and contact arrangements have not been met.

o Vehicle preparation including fluid checks, fuel including re-supply options, tyre condition and pressures.

6. Compliance with Vehicle Policy

All drivers must comply with the CDRC Vehicle Use Policy and these guidelines.

Non-Compliance may result in:

a) A written warning from the CEO o Three written warnings will result in withdrawal of your

permission to drive a CDRC vehicle and/or dismissal; or: Subject to the severity of the non-compliance and CEO approval:

b) Cancellation of your permission to drive a CDRC vehicle: or

c) Dismissal from CDRC employment.

Attachment 3



ATTACHEMENT A:

ADDITIONAL VEHCILE USE RULES AND CONDITIONS

BUSINESS USE ONLY 1. Central Desert Regional Council vehicles are only to be used for authorised

activities.

2. Vehicles are only to carry passengers authorised by a Director or RSM/SSM.

3. Vehicles are only to be driven on direct access roads. Vehicles are not to be driven off-road, for sight seeing or for 4WD activities.

4. Vehicles are not to be driven on station roads unless approval to do so has been made in accordance with Council policy.

5. Vehicles are to be garaged at the place of Council business

COMMUTER AND BUSINESS USE 6. Vehicles are to be used for business use only including travel to and from

work.

7. Vehicles are to be garaged at the allocated driver’s residence. Vehicles must be garaged in a safe and secure location at all times

8. It is the allocated driver’s responsibility to ensure the vehicle is serviced at scheduled intervals and is maintained in a clean, roadworthy condition.

9. The vehicle is not to be driven by spouses, relatives, friends or non-Shire personnel.

10. The vehicle is not to be used during periods of leave (personal, sick, annual etc).

11. At the start of leave, the vehicle is to be left at the CDS Shire Depot in Alice Springs in a clean, roadworthy condition, with keys and fuel card handed to the Fleet Coordinator or other responsible depot staff.

12. Vehicles are only to carry passengers authorised by a Director or RSM/SSM.

13. Vehicles are only to be driven on direct access roads. Vehicles are not to be driven off-road, for sight seeing or for 4WD activities.

14. Vehicles are not to be driven on station roads unless approval to do so has been made in accordance with Council policy.

15. Any variation to these terms and conditions are to be specified in the employees lease agreement and approved by the CEO.

Attachment 3



Definition of Private Use:

Private use is defined as use of the vehicle for any non-related business matters not specified in your contract of employment.

LIMITED PRIVATE USE Limited private use is governed by the following terms and conditions:

16. Permitted private use of the vehicle after normal working hours.

17. Permitted private use of the vehicle on weekends and public holidays.

18. Permitted private use of the vehicle to travel within the Shire boundaries and to relevant local regional centres (i.e. Alice Springs or Katherine/Darwin).

19. It is the allocated driver’s responsibility to ensure the vehicle is serviced at scheduled intervals and is maintained in a clean, roadworthy condition.

20. The vehicle is not to be driven by spouses, relatives, friends or non-Shire personnel unless prior approval has been attained from your Director.

21. The vehicle is not to be used during periods of extended leave (personal, sick, annual etc) unless authorised by your Director.

22. At the start of leave, the vehicle to be left at relevant Service Delivery Centre or Shire Head Office in Alice Springs in a clean, roadworthy condition, with keys and fuel card handed to the Fleet Coordinator or other responsible depot staff or relief Shire Services Manager; whichever is most applicable

23. The vehicle must not be used for non-Shire employment or other private commercial purposes.

24. The vehicle must be relinquished for other temporary Shire use, if required, potentially by other employees, during and outside of work hours, including as directed by the CEO.

25. Logbook entries must be maintained. Private use must be clearly indicated and include the time and kilometres for the beginning and completion of each trip. Copies of all log book entries must be handed to the Finance department quarterly.

26. Any variation to these terms and conditions are to be specified in the employee’s contract and approved by the CEO prior to use.

PRIVATE USE 27. It is the allocated driver’s responsibility to ensure the vehicle is serviced at

scheduled intervals and is maintained in a clean, roadworthy condition.

28. All terms and conditions of use must be specified in the employees contract and approved by the CEO and/or Council prior to use


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CORPORATE SERVICES REPORTS

ITEM NUMBER 11.5 TITLE Grant Audit Reports REFERENCE \COUNCIL AGENDAS AND



RECOMMENDATION: That Council ratify the Department of Local Government Special Purpose Grant Financial Acquittals for the 30 June 2012.

SUMMARY: It is a requirement of Northern Territory Government that Financial Acquittals for all Special Purpose Grants which include Closing the Gap Grants be laid before Council for their approval. Attachment 1 - Provides a list of the Closing the Gap (CTG) Grants and Special Purpose Grants (SPG) for Council’s information.

BACKGROUND It is a requirement of Northern Territory Government that Financial Acquittals for all Special Purpose Grants which include closing the Gap Grants be laid before Council for their approval. The attachment shows a summary of all those grants as at 30 June 2012. These formed part of the Council’s Audited Financial Statements which were presented to the Council in November 2012. The statement shows that the Council carried forwarded a total amount of $606,174.00. During the financial year 2011-12, an additional amount of $622,390.00 was received. The total expenditure against these grants during the financial year 2011-12 was $176,622.00. The total amount unspent against these grants as at 30 June 2012 was $1,051,942.00. ISSUES, CONSEQUENCES AND OPTIONS The Department of Local Government has advised the Shires that all future grants will need to be fully expended and acquitted within 12 months of payment. If a Shire is in breach of this condition it will not be eligible to submit proposals for future rounds until the breach has been rectified.


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Officers are reviewing the unspent grants and will be actively ensuring that all grant monies are spent in an efficient and effective manner.

ATTACHMENTS: 1 CTG Grants

Attachment 1 CTG Grants



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CORPORATE SERVICES

ITEM NUMBER 11.6 TITLE Financial Reports REFERENCE \COUNCIL AGENDAS AND



RECOMMENDATION: That Council receive and note the Financial reports for the period ending 31 October 2013.

SUMMARY: The financial reports provide the Council with information on the financial position of the Council.

BACKGROUND Financial Audit 2012-13 Audit for the Council for the financial year 2012-13 was finalised 15 November 2013 and signed off by the Auditors. Actual Income and Expenditure Report of the Council for the period 1 July 2013 to 31 October 2013. Item Actual Budget YTD Variance Income $ 7,939.726. 48 $ 10,330,976. 00 ($ 2,391,249.52) Expenditure $ 7,582,841. 67 $ 11,829,852. 12 ($ 4,247,010.45) Surplus $ 356,884. 81 $ (1,498,876. 12)

Key Areas/Points

Year to Date the actual surplus is $356,884.81. This is an overall improved financial situation on the budgeted deficit of ($1,498,876.12).

.Actual commercial Income is $1,258,528.33 against Budgeted Income of $3,262,557.28, thus an unfavourable variance of ($2,004,028.95).

A mid year budget review is in progress.


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Summary actual Income and Expenditure (Profit & Loss) report (Attachment 1) along with graphs and detailed actual Income and Expenditure report (Attachment 4) have been included for the analysis of the Council. Balance Sheet of the Council as at 31 October 2013. There are no major changes to the Balance Sheet that need to be reported. The Balance Sheet (Attachment 5) has been included for the analysis of the Council. Details of all Cash and Investments held by the Council as at 31 October 2013 . As at 31 October, Council has total cash and bank deposits of $ 2,394,381. Council has total investments of $13,016,661. Details of Investments Sr. No

Bank Principal $ Rate of Interest

Term Days

Maturity Date

1 WESTPAC $3,016,661.14 3.42% 60 Days 1/11/2013 2 WESTPAC $8,000,000.00 3.42% 60 Days 1/12/2013 Aged Analysis of Debts owed to the Council as at 31 October 2013 Aged Debtors Summary (Attachment 7)

Total Receivables at 31 October 2013 - $694,724.84. 60 Days plus - $ 30,954.38 90 Days plus - $ 510,939.88

Territory Housing (Debtor # 00096) is the major debtor with an outstanding amount of $500,746.56, of that $467,522.73 is 90 days plus. The shire and Territory Housing have regular meetings in an attempt to resolve the problems relating to the debt. ISSUES, CONSEQUENCES AND OPTIONS Nil


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ATTACHMENTS: 1 2013 Profit and Loss October 2 2013 Income Chart 3 2013 Expense chart 4 2013 Profit and Loss Detailed October5 2013 Balance Sheet 6 2013 Cash Investments 7 2013 Aged Debtors

Attachment 1 2013 Profit and Loss October


Attachment 2 2013 Income Chart


Attachment 3 2013 Expense chart


Attachment 4 2013 Profit and Loss Detailed October


Attachment 5 2013 Balance Sheet


Attachment 6 2013 Cash Investments


Attachment 7 2013 Aged Debtors



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COMMUNITY SERVICES

ITEM NUMBER 12.1 TITLE Director of Community Services Report REFERENCE \COUNCIL AGENDAS AND


AUTHOR John Gaynor, Director Community Services RECOMMENDATION: That Council receive and note the report from the Director of Community Services.

SUMMARY: The Director of Community Services reports to Council about matters of significance since the last Council Meeting.

BACKGROUND The Director of Community Services reports on each service since the last Council Meeting. ISSUES, CONSEQUENCES AND OPTIONS

Nil.

ATTACHMENTS: 1 Community Services Ordinary Council Meeting Report 6

December 2013.doc

Attachment 1

Community Services Ordinary Council Meeting Report 6 December 2013.doc


Report to Central Desert Shire Council December 2013 Meeting Community Services Directorate Youth Sport and Recreation

Linkz volunteers will be working in Lajamanu, Yuelumu, Laramba, Ti Tree, Engawala and Atitjere to support YSR activities for the month of Jan school holidays. Central Desert Shire is providing accommodation as our contribution to this initiative. The Shire was awarded the Heart Foundation Rising Heart award for local council under 15,000 people in recognition of proactive work towards promoting healthy communities. Council has affirmed its commitment to the Sporting Carnival Policy and has requested a review for improvement however at this stage the review has not commenced. Postal Services Australia Post has agreed to our recommendation to adjust the Yuendumu operating hours to reduce cost. While this will result in the Post Office opening hours being reduced by 3 hours per week, they have agreed to a reorganisation of the operating hours to more appropriately align with mail delivery. This means that the operations of the service can be streamlined providing the opportunity for the Post Office operator to work with RJCP, reducing overall operational expense to the Post Office.

Aged Care The Aged Care Consultants continue to assess the needs of the CDSC services, this is likely to continue through until the middle of 2014. On a very positive note, feedback from all the consultants indicates that the Central Desert Aged Care Services are operating to a high standard and on balance are on the higher end of the quality scale when compared to other remote aged care services throughout the Territory. A dedicated Aged Care Coordinator has been employed in Laramba. Aged care services are on track to commence in Engawala prior to Christmas. Initially, a meals service will be commenced working off the success of the School Nutrition Program. The Aged Care Services will expand to personal care as the aged care workers receive training. Little progress has been made on the Willowra aged care service due to the interfamily conflict. There has been no further news from the Australian Govt. Department of Health & Ageing on our application for additional Home and Community Care funding to expand existing services and long term consolidation of Engawala and Willowra services.

Attachment 1



There has been no further request made from Marle Ingerrekenhe or the Dept of Health and Ageing in relation to the delivery of aged care services in Atitjere.

Children’s Services The new Tanami Area Coordinator continues to consolidate herself in Yuendumu and familiarise herself with the operations of the Yuendumu children’s service environment. In the New Year she will expand her support to Nyirripi and Yuelamu. A new qualified Childcare Worker has commenced at the Yuendumu Childcare Centre and a new Coordinator has commenced work at the Yuelamu Crèche. The Laramba Childcare Coordinator has now significantly more opportunity and time to support Childcare workers and oversee quality improvement in service delivery as a result of the employment of a dedicated Aged Care Coordinator in Laramba. The new Atitjere Childcare building is complete and awaiting final inspections and approvals. The construction of the Yuelamu Childcare is progressing. Advice to council is that neither should be accepted by the Shire unless there is a commitment from DEEWR to adequately fund the operations of these new facilities. Yuendumu Childcare building work has commenced. Planning and Design work for upgrade of Nyirripi Childcare Centre is well advanced. School Nutrition Program A response to the President’s letter to DEEWR requesting clarification of the future funding arrangements for SNP has been received. DEEWR advise that they are not in a position to definitively tell us what the future funding arrangements will be as there is a major realignment of Government business occurring under the new Abbot Liberal Coalition Government. This includes reconsideration of funding relationships. The Manager of Children’s Services and Manager of Aged and Disability Services are currently working on a contingency plan to employ SNP workers where possible if the SNP funding is not renewed next calendar year. Remote Jobs Community Program (RJCP)

RJCP’s focus remains on sign ups to support cash flow. Phase two of the implementation of RJCP has moved its focus to activities and training.

RJCP needs to maintain a focus on commencements to ensure funds continue to flow into the participation account to continue with ongoing activities.

The RJCP financial model doesn’t support the continuation of activities for all participants in all communities. Currently, CDSC RJCP is delivering training and activities to support current and future vacancies where a jobseeker has identified an area in which they want to work. There is no financial viability for RJCP to provide training for the purpose of establishing a routine or “work fitness”.

Another significant obstacle being experienced is the absence of a viable, funded, Literacy and Numeracy program. The SEE Program (Skills in Education and

Attachment 1



Employment) contract in our region was awarded to NSW TAFE - a distance/online model that is proving to be unsuccessful. The RJCP Manager is working with the Department of Prime Minister and Cabinet as well as the Department of Industry to address the issues being faced by CDSC RJCP. We are working towards a face to face SEE program being delivered on the ground in Yuendumu and Ti Tree by March next year. CDSC RJCP will be working with the Batchelor Institute of Indigenous Tertiary Education to present a business case to the Department of Industry.

The RJCP Manager is in the process of recruiting two additional staff:

Case Coordinator (floater) who will support the Ti Tree region as well as Yuendumu

Work Readiness and Retention Consultant – this position will work across Region 25.

RJCP have secured further capacity building training. The training is operationally focussed and looks at the workings of daily case management, compliance, DHS requirements, activities and training for jobseekers, employment pathways for jobseekers and other areas related to job seeker servicing. Training will continue in December and into 2014.

The RJCP Manager has negotiated with PM&C that RJCP sites close down for one day per month to enable training and planning meetings to be held with all staff.

The RJCP team met on November 25th to participate in an all- day session focussed on the Community Action Plan. RJCP anticipate the roll out of activities as a result of the Community Action Plan in February.

The Youth Corps Coordinator has filled our allocation of 15 places. The Department of PM&C have now invited CDSC RJCP to bid for more places in the Remote Youth Leadership and Development Corps (RYLDC). CDSC RJCP plan on bidding for more places which will be announced by PM&C towards the end of December. RYLD will be run in Laramba and Yuelumu. The Youth Corps Coordinator has been prevented from running RYDLC program in Ti Tree and Willowra due to community conflicts and sorry business. Community Development Fund – To date the only successful CDF application in the CDS Region was the Yuendumu Peace Park Proposal. Officers are waiting on a response to one additional region wide CDF application. All applications are still under review of the new Government with further information being requested from the Minister. Time frames have not been identified. Night Patrol Special Events - Since the last Council Meeting, Night Patrol has provided security and other assistance for several special events co-ordinated by Police in Alice Springs and in Communities including the Mbantua Festival, Bush Mechanics and football events at Nyirripi and Atitjere on the same weekend.

Zone Co-ordinators - Our eastern Zone Coordinator has been posted to Ti Tree for the past three months and is performing well. Much more contact is evident between him and the local Communities.

Attachment 1



A Zone Coordinator’s Visiting Schedule has been developed for the next three months and will be distributed to each Shire Service Delivery Centre. This will provide NP officers, RSMs/SSMs and Local Boards with a guide of when to expect to see the NP Manager and or Area Coordinator.

Approximately 30% of our Night Patrol Staff have completed Certificate II level training having completed an eight day training course in Security Operations, first aid training, and four wheel drive training. The Attorney Generals now require the training to be raised to the Certificate III level. The Shire has raised concern with both the Attorney General’s Department and the Health and Community Services Training Advisory committee that the level of this training may be too ambitious given literacy and numeracy levels of many employees. There is also concern that the cost of assisting employees complete their course work or gather evidence for Recognition of Prior Learning will be borne by the Shire.

Yuendumu

Post Office Merchandise sales continue to be reasonably good although financial viability will be achieved by reducing operational hours, creating operational efficiencies and shedding some staffing costs to RJCP

Day to day supervision and decision making delegated to Yuendumu Regional Services Manager. CS Directorate to maintain Contract Management responsibility.

DV and Mediation Continues to deliver a quality service assisting to

maintain harmony in the community. 3 x members of M&J Committee recently completed

further Mediation Training in Darwin. Elders Visiting Program and Town Camp visits

conducted in October and outreach visits to Willowra undertaken.

Committee has agreed to provide mentoring role to Willowra community to assist in resolving inter family dispute and building of peace

PM&C has requested proposal to extend role of Yuendumu M&J Program into Willowra

Childcare The new Area Coordinator is consolidating her orientation to the region and the service and will broaden her sphere of interest beyond Yuendumu to Yuelumu and Nyirripi in the new year.

Qualified Childcare Worker as commenced. New casual employees have been recruited to provide

flexibility required to ensure service continuity and better reflect family connections within the community.

NT Dept of Education funding for Accredited Early Childhood Trainer expires at the end of the calendar

Attachment 1



year. Manager Children’s Services currently negotiating a funding arrangement to ensure ongoing on-site training available in both Nyirripi and Yuendumu.

New building has begun expected completion date March 2014 – this is being project managed by DET. Operation of childcare service once complete will be put out to tender.

RJCP Total Caseload 234 - Commenced 156

RJCP are working with Community Services Manager to secure assistance from a staff member to provide administrative support to the Case Coordinator for 12.5 hours per week. Administrative support should commence in February when the staff member returns from leave. In the interim, the floating Case Coordinator when recruited will provide additional support.

Activities include

Cert II Cleaning

Cert II Construction Pathway

White Card

Yuendumu Proud (a community beautification project)

Willow Tree Art & Craft

Living in a Home Program (a PM&C and NT Housing Initiative)

The Activity Centre will have its fax line installed on 22/11/13

Peace Park Planning Consultations have commenced.

Night Patrol Staff are performing well. This community is up to strength. The Yuendumu Local Board recently considered the relocation of the NP base to another position at their Local Board meeting – decision has been deferred to next LB Meeting.

Lajamanu

Community Media The two Media Officers received Indigenous Media

Festival Awards for their involvement in PAW Media video productions. Continue to exceed expectations for community communications.

Attachment 1



Library Recruitment process to fill library position completed. A new Library Officer has commenced and the facility operating as per contract.

Library has been made available to Batchelor students outside of normal operating hours and use is being monitored by Learning Centre Coordinator.

Centrelink Centrelink Office Upgrade almost complete – minor ‘make good’ works to be completed by building contractor early next year.

Aged Care Challenges with community break-ins to aged care building continue to be a problem.

Visit by Community Development Consulting to implement changes to service development eg new templates for client files.

Workshop held at Ti Tree Shire Office for service development training to aged care. Workshop held on Sep 2013 for two days

STEPs training has been out to support two weeks of ongoing training Cert 11 and Cert 111 Aged Care.

Employed two new local staff in this period.

Youth Sport and Recreation

The Softball Oval Upgrade work has restarted and schedule to complete before Christmas.

One local staff member attended the Women’s Leadership In Sport Workshop delivered by NT Gov Sport and Rec in Darwin

Night Patrol NP Manager visited Lajamanu in week of 11 November to deal with several significant staffing matters. Despite these set backs, service appears to be responsive to community need and performing well.

Yuelumu

Community Media Aged Care STEPs training has been out to support two weeks of

ongoing training Cert 11 and Cert 111 Aged Care. Workshop held at Ti Tree Shire Office for service

development training to aged care. Workshop held on Sep 2013 for two days.

Coordinator attended Palliative Care Training.

Child Care New Childcare Centre building is under construction with completion due By Feb 2014 although delays being experienced due to vandalism and tools and equipment theft from contractors camp.

Attachment 1



Shire agreement to take operational control of new building should be delayed until DEEWR provide guarantee of adequate funding to safely operate and provide adequate child supervision.

New Childcare Coordinator has commenced and service quality, compliance with basic standards and consistency is improving .

3 new PT casual childcare workers have been employed.

RJCP Total caseload 106, Commenced 75

The Activity Coordinator is working on activities however RJCP’s challenge is sourcing people in the community who are willing to supervise activities.


YS&R Coordinator has resigned and has left the community. Recruitment for replacement coordinator has been completed and the new Coordinator commenced in week of 11 November.

A new local Community Sport & Rec Officer position has been filled

Band Equipment sourced for the YS&R program. A large scale mural project has been completed at the

Rec Hall with a high level of community engagement and AoD awareness session run by ADSCA

Night Patrol Three male officers, recently recruited a number of

casuals in response to issues raised at Community meeting.

Request to consider temporarily increasing hours of NP to include day time monitoring of contractors camp.

Nyirripi

Aged Care STEPs training has been out to support two weeks of ongoing training Cert 11 and Cert 111 Aged Care.

Workshop held at Ti Tree Shire Office for service development training to aged care. Workshop held on Sep 2013 for two days

Child Care New Early Childhood partnership being negotiated

with Dept of Education to provide 0.5 Pre School Teacher an 0.5 Childcare Mentor – arrangement to commence in late January 2014 if approved by DEEWR and NT DET.

Planning for major upgrade of the Crèche almost

Attachment 1



complete. Estimated 4 month building period. Completion anticipated by Feb 2014.

Facility will be centre for proposed Pre School – Early Childhood Service

World Vision has ceased funding for children services training in Nyirripi.

Children's services manager is working with BIITE and Complete Personal to ensure training will commence again in 2013

Night Patrol Community crew is up to strength and performing well.

Ti Tree

RJCP Ti Tree / Mulga Bore / Alyuen / Wilora / Pmara Jutunta /

Nturiya / Adelaide Bore - Total Caseload 322 - Commenced 212

Activity Centre in working condition from July 2013.

Currently, a total 322 job seekers are being managed by one staff member

The Ti Tree Activity Centre is still without an active phone line, however the internet is functional. It is anticipated the telephone will be operational by 21/11/13.

Activities:

Pmara Jutunta Waste Management Activity

Mulga Bore White Card, scheduled for 25/11/13

Ti Tree White Card, completed

CDEP wages participants are involved in municipal service activity


New staff recruited in Wilora. Outreach visits to Nturiya have been cancelled due to

the community unrest. Two staff attended Level 1 Cricket Coaching course

through NT Cricket. Male, female and junior basketball competition has

commenced with finals scheduled before Christmas. Successful twilight athletics carnival held in

partnership with Ti Tree school – over 80 participants from all Ti Tree communities

Night Patrol Pmara Jutunta - Some disciplinary issues at this location. Community presently has two male officers and one female. Anticipate recruitment of another female by Chistmas.

Nturiya - Community has two males and one female

Attachment 1



officer. There has been some spill over of the trouble at Willowra, which recently resulted in the burning of six vehicles. Recently recruited and anticipate full crew before Christmas.

Wilora - Community has one female and two male officers. Anticipate recruitment for one outstanding position before Christmas. Previous land dispute appears to have resolved itself at this time.

Aged Care Workshop held at Ti Tree Shire Office for service development training to aged care. Workshop held on Sep 2013 for two days.

New 4WD Dual Cab Ute for Ti Tree Aged Care, delivered at the end of September 2013.

Atitjere

Child Care New Childcare building complete – awaiting final

building approvals and certificate of occupancy. Shire agreement to take operational control of new

building should be delayed until DEEWR provide guarantee of adequate funding to safely operate and provide adequate child supervision.

Current PT Childcare Coordinator will leave community with her partner at end of November.

Manager Children Services currently exploring options for a shared Early Childhood Area Coordinator between Atitjre and Engawala.


The YS&R Officer has resigned and will finish at the end of November. Recruitment process to find a replacement has commenced, interviews have been completed.

A small scale mural project has been completed at the Rec Hall and the rest of the facility given a fresh coat of paint.

Night Patrol This community has four male officers. All quiet at present.

Laramba

Aged Care STEPs training has been out to support two weeks of

ongoing training Cert II and Cert III Aged Care New Aged & Disability Coordinator has commenced

employment at Laramba, in October 2013. 2 day Workshop held at Ti Tree Shire Office for aged care

service development training. Coordinator attended before

Attachment 1



commencing employment.

Child Care Laramba Childcare Coordinator now solely dedicated to delivery of children’s services.

RJCP Total Caseload 87 - Commenced 65

Activity Centre not in working condition until November. Case Coordinator is still in setting up stage as internet was just only recently connected and phone line was installed on 19/11/13

Activity Centre got Fax line installed on 19/11/13 and 4 laptops will be installed for jobseeker job search activity


Male, female and junior basketball competition has

commenced with finals scheduled before Christmas. Two staff attended Level 1 Cricket Coaching course through NT Cricket.

Night Patrol Currently 3 officers employed. Anticipate recruitment of 4th NP officer by Christmas.

Willowra

Child Care (SNP) The SNP responded to a sudden and brief increase in

student numbers due to the community dispute and sorry business by increasing production of meals however school numbers have no returned to normal.

RJCP RJCP have not been able to service Willowra due to unrest and sorry business in the community. At the beginning of November, the Activity Centre was broken into making it impossible for the Case Coordinator to service jobseekers from this facility. A quote has been approved and repairs are underway.

There is also no Internet connectivity at the Centre. .

The Batchelor Learning Centre have offered to partner with RJCP to run activities from their Learning Centre.

Night Patrol Recently completed recruitment but due to the ongoing

issues, the Night Patrol is not functioning to full potential. The community currently has two males and one female officer.

Aged & Disability Interim (surplus) funding approved to commence delivery

Attachment 1



of meal on wheels and provision of Aged & Disability Coordinator and one support worker. Accommodation is sought for Coordinator and support worker will be a local person from community. Likely use of RJCP Activity Centre for meal preparation. Commencement will be contingent on arrest of community dispute.

Engawala

Child Care Manager Children’s Services currently exploring what

opportunities exist to assist community establish an early childhood service through the Stronger Communities for Children funding.

SNP running very well as usual.


RAAAS funding secured through ADSCA for the placement of a Youth, Sport and Rec Team Leader in community over the next summer and winter holidays to support the local Indigenous team over these intensive periods.

Manager Youth Sport and Community Services currently exploring what opportunities exist to assist community reinforce the youth service through the Stronger Communities for Children funding.

The backstop fencing work has been completed by contractor and the materials for the two dugouts and shade structure have been delivered and awaiting the commencement of RJCP provider to install as part of their operations. The expected completion of this second phase of the project is unknown.

Night Patrol Community has four new and inexperienced male

officers. The Team Leader from Atitjere has been providing some leadership experience with additional visits by the Zone Co-ordinator and liaison with the SSM.

Aged & Disability Interim (surplus) funding approved to re-commence delivery of meal on wheels and provision of Aged & Disability Coordinator and one support worker. Will integrate Aged Care Mal service with SNP. Commencement before Christmas.

Community Media A new computer has been procured for the RIBS facility to support local broadcasting

3 people trained to broadcast however have been

Attachment 1



unable to get on air due to IT problems. This is now resolved.

Further training is scheduled by PAW Media for the first week of December. Expect broadcasting to commence from Engawala in mid January after PAW Christmas-New Year shut down.


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COMMUNITY SERVICES REPORT

ITEM NUMBER 12.2 TITLE Nyirripi Creche Update REFERENCE \COUNCIL AGENDAS AND


AUTHOR John Gaynor, Director Community Services RECOMMENDATION: That Council support the negotiation of a partnership arrangement with the NT Department of Education (NTDE) to enable the supervised delivery of Nyirripi Childcare and Pre School services from the one facility.

SUMMARY: The Children’s Services Program is negotiating with the NT Department of Education (NTDE) to jointly fund an Early Childhood Education Leader to oversee the operations of an integrated Childcare and Pre school service in Nyirripi commencing in late January 2014. Initially the funding will be for a period ending 30 June 2014 as the Australian Government has not committed to funding CDSC for Childcare beyond that date.

BACKGROUND Nyirripi School has only enough funding to employ a qualified Pre School Teacher for half time. This is a significant barrier to recruiting from outside of the community. In addition Council does not receive enough funding from DEEWR to employ a Diploma qualified Childcare Coordinator in Nyirripi. World Vision has also announced that they intend to cease the funding they were providing for Childcare Training although this matter is still up for negotiation. Alternatives are being considered including a jointly funded trainer position provided by BIITE. Planning for a major upgrade of the Nyirripi Creche is well underway. By the time it is completed in excess of $750,000 will have been spent with the physical size of the facility doubling. This has led to a unique opportunity of planning for an integrated early childhood facility that combines space for both childcare for 0-3 year olds and pre-school for 4-5 year olds. Council Officers are in negotiation with NTDE and the Council’s funder DEEWR, to provide NTDE Nyirripi School with $50,000 per annum


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($25,000 for 2013/14) from our current operational grant, to contribute to the funding of a fully qualified early childhood teacher. The role of the position will be to oversee the operations of the early childhood centre and provide training and support to the Indigenous staff. If approved by both DEEWR & NTDE, NTDE will employ the staff member and will carry all other costs over an above $50,000 per annum. ISSUES, CONSEQUENCES AND OPTIONS CDSC stands to benefit financially by approximately $20,000 per annum by contributing to the cost of an Early Childhood Program Leader employed by NTDE rather than directly employing a qualified Childcare Worker. In addition the service will benefit from having a qualified early childhood educator to work with, train and mentor early childhood workers with a consequent improvement in overall quality of service provision. The community will benefit by being in a position of continuing to have both Pre School and Childcare type services available for the 0-5 year old group of children and their parents.



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ITEM NUMBER 12.3 TITLE Yuendumu Pool Update REFERENCE \COUNCIL AGENDAS AND


AUTHOR John Gaynor, Director Community Services RECOMMENDATION: 1) That Council note the current status of funding for the

Yuendumu pool and; 2) That Council maintain the position that CDSC will not accept

responsibility for the operation of the pool, if requested, unless sufficient recurrent funding is provided to meet all the ongoing operational costs.

SUMMARY: Warlpiri Youth Development Aboriginal Corporation (WYDAC) operate the Yuendumu pool with funds received from the NT Government and GMAAAC. Both GMAAAC and the NT Government have advised that they would not be able to provide operational funding this financial year. A public and political campaign has begun by WYDAC to raise the required funds for the pool to be able to open this summer. The Shire has been indirectly associated with this campaign as it has been named as the organization that should have taken on the operation of the pool in 2008 but declined due to insufficient guarantee of appropriate levels of ongoing funding.

BACKGROUND

The Yuendumu pool was built with Federal &Territory Government funding and mining royalty funds. The project was committed to during the period of local government restructure and has been operating for the last 4 years with operational funds from the NT Government and GMAAAC by WYDAC. To operate and maintain the pool WYDAC require $150,000 - $200,000 per annum. None of these funds have been committed for this year and the pool is in serious danger of not being able to open this year.


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GMAAAC has advised that they are unable to continue to provide the funding they have to operate the pool. The NT Government recently advised remote pool operators that they would no longer fund the operation of swimming pools. The NT Government has recently announced that the MacDonnell Shire will receive an additional $100,000 to enable the opening of their pools for this summer only. No commitment has been made beyond the summer of 2013/14. No similar commitment has been made to WYDAC for the operation of the Yuendumu pool. While it is unlikely, the Council may be asked to accept responsibility for the operation of the swimming pool in Yuendumu. Council should maintain their objection and decline any request. ISSUES, CONSEQUENCES AND OPTIONS Issues Negotiations have been undertaken in the past for CDSC to take over responsibility and management of the pool and the Council has consistently said ‘not without funding’. Options Council may consider writing to the NT Government in support of WYDAC to explain the benefits of the swimming pool to the Yuendumu community and request that funding for the Yuendumu pool operations be forthcoming in the same way that pools in the MacDonnell Shire have been funded.



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ITEM NUMBER 12.4 TITLE Draft RJCP Community Action Plan REFERENCE \COUNCIL AGENDAS AND


AUTHOR John Gaynor, Director Community Services RECOMMENDATION: That Council note and endorse the Draft RJCP Community Action Plan (CAP).

SUMMARY: The Remote Jobs and Communities Program (RJCP) commenced on 1 July 2014. As part of the Program, the Australian Government introduced the Community Action Planning process requiring all RJCP Providers to consult with communities to determine their development priorities. The subsequent plan is central to decision making around future employment and training activities and funding for community initiatives and projects. The first Community Action Plan (CAP) was due for submission to the Australian Government Department of Prime Minister and Cabinet by Nov/Dec 2013. It is expected that the Minister will approve the Plan by Feb/March 2014

BACKGROUND The RJCP Program was introduced in July 2013 and part of the requirement of each provider is the development of a Regional Community Action Plan (CAP). For the CDRC, this means a CAP that covers Yuendumu, Yuelamu, Laramba, Ti Tree and Willowra. The CAP is a mandatory community development plan that assists the RJCP provider make decisions about priority employment activities, projects and training needs across the RJCP Region. It also assists the Government make decisions about what projects should be funded in the region or in specific communities. A consultation process has been undertaken over the last 3 months by CDRC with the assistance of consultants Matrix on Board. Key stakeholders including Local Boards, service providers, employers, respected elders and RJCP participants have been consulted to develop a picture of community priorities. These priorities have been consolidated into a Draft Regional Community Action Plan.


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The CAP is a living document so can and will change over time. Its content will also be integrated into the Council’s broader Strategic Plan. The CAP is still considered a Draft until we have had the opportunity to report back to the individual Local Boards. We anticipate that this process will be concluded by the end of February 2014. Due to timing imposed by the Australian Government, it is necessary to submit a Council endorsed Draft plan to ensure we have met the obligations set out by the Government. This will ensure that we remain eligible to apply for and receive funding through the Community Development Fund. Once the Draft Plan has been reviewed, altered and endorsed by the respective Local Boards, it will be tabled once again with Council before being submitted as a final document to the Australian Government. The Plan will then be reviewed annually. ISSUES, CONSEQUENCES AND OPTIONS Failure to submit a CAP within the time frames set out by Government may result in CDRC being in breach of its RJCP contractual obligations and being ineligible to apply for funding through the Community Development Fund. The CAP Plan will be distributed as a separate document.



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WORKS

ITEM NUMBER 13.1 TITLE Director Works' Report REFERENCE \COUNCIL AGENDAS AND


AUTHOR Glenn Marshall, Director Works RECOMMENDATION: That Council receive and note the Director Works’ Report.

SUMMARY: The Director Works’ report provides information on the activities undertaken the Service Delivery Centres since the last report to Council.

BACKGROUND Site Visits 15 October AMRRIC (dog) conference – Alice Springs 24 October Yuelamu and Laramba Core Services Staff Shire Service Managers remain steady and focused in all communities. There have been no resignations from the nine positions since March 2013. This level of stability is unprecedented since the Shire started, and is testament to the peer support, professional development training and clear direction that Council is providing to these staff. As a result, there is also high stability amongst other Works staff in most communities. Administration Managers held their first face-to-face forum in Alice Springs on 23-24 October 2013, facilitated by the Yuendumu Regional Services Manager. This was a chance to meet each other, build relationships, provide peer support and workshop common issues/problems for which they identified solutions. Four-monthly future meetings are planned and will also include Senior Administration Officers. Works Supervisors also held their first face-to-face forum on 5-6 November 2013. This was also the first time many had met each other, and they workshopped problems and solutions to works issues, including a session at the Depot on using chains to sling heavy equipment, and how to plastic weld split wheelie bins.


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Field Officers will commence their Certificate II in Rural Operations in early December, firstly for staff from Yuendumu, Nyirripi and Yuelamu. This will be delivered by the Centre for Appropriate Technology.

Lajamanu Work Crew

It must be noted that Works employees at Willowra have continued to provide uninterrupted municipal service delivery during the recent unrest, led admirably by Shane Vels, Shire Services Manager. Local Field Officers have taken some time off, but have generally been at work. This is testament to the dedication of our workers to their jobs and their community. Works Matrix – Update of status The October 2013 Matrix update has been completed. It is tabled as its own report to Council. Roads There are no major changes or issues to report with Roads, and no damaging rains in the last two months. The Yuendumu regional road maintenance crew continues their maintenance grading program. A new kitchen trailer was purchased in November and is being serviced prior to delivery to the team.


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Road shoulder repair work has occurred in Ti Tree town, Atitjere, Laramba and Willowra. Landfills & Waste Council won several awards at the Territory Tidy Towns award night in Alice Springs on 19 October. Yuendumu landfill won Most Improved Landfill (Tip Top Tip) and the Central Australian Waste Management program operated by Central Desert, MacDonnell and Barkly Shires won Best Waste Management Initiative for our strategic regional approach to landfill upgrades and operation. Congratulations to Geof Taylor, Waste Management Coordinator, for leading such a successful initiative. All learnings from this program have been captured in a new Manual entitled ‘Central Australian Remote Landfill Management Manual’ completed in early December. Program funding (from the NT Department of Health) is expected to be extended into 2014.

Yuendumu work crew with the Most Improved Landfill award.

Lajamanu landfill perimeter fencing is continuing, being done solely by our Works crew. A new landfill pit is to be excavated at Nyirripi in early December. The Yuendumu asbestos disposal pit is now operational, and is being used by the SIHIP housing upgrade program to dispose of asbestos removed from renovated houses. This is a significant milestone for the Shire and permission is now being sought from the NT EPA for similar asbestos disposal facilities at Lajamanu, Ti Tree and Atitjere. Litter left behind after royalty meetings, football carnivals and large sorry camps remains a major headache for Works staff. The CEO is negotiating a formal MOU with the Central Land Council that requires them to either i) pick up their own rubbish after royalty meetings, or ii) pay the Shire Works team to clean up.

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