FINAL MINUTES - mackay.qld.gov.au

FINAL MINUTES

24 August 2016

FINAL MINUTES WEDNESDAY 24 AUGUST 2016

MIN/24.08.2016 FOLIO 39195

Table of Contents

Folio Date Particulars

39196 24.08.2016 Ordinary Meeting Minutes

39220 10.08.2016 Draft Minutes - Infrastructure and Services Standing

Committee Meeting

39230 10.08.2016 Draft Minutes - Economic Development and Planning

Standing Committee Meeting

39255 17.08.2016 Draft Minutes - Community Engagement Standing

Committee Meeting

39264 17.08.2016 Draft Minutes - Corporate Services Standing Committee

Meeting

39280 24.08.2016 Office of the Mayor & CEO Monthly Review - August

2016

Declaration of Potential Conflict of Interest

Nil.


MIN/24.08.2016 FOLIO 39196

ORDINARY MEETING

MINUTES

1. ATTENDANCE:

His Worship the Mayor, Cr G R Williamson (Chairperson), Crs A J Camm, M J Bella,

L G Bonaventura, K J Casey, J F Englert, R C Gee, F A Mann, K L May, A R Paton

and R D Walker were in attendance at the commencement of the meeting. Also present

was Mr C Doyle (Chief Executive Officer) and Mrs M Iliffe (Minute Secretary).

Cr Williamson acknowledged the Yuwibara people, the traditional owners of the land

on which we meet and paid his respects to their Elders past and present.

The meeting commenced at 10.02 am.

2. OPENING PRAYER:

Pastor John Gilbank led those present in Prayer.

3. ABSENT ON COUNCIL BUSINESS:

Nil

4. APOLOGIES:

Nil

5. CONDOLENCES:

Council expressed their condolences to Cr Bonaventura and his wife on the recent loss

of their Brother-In-Law.

6. CONFLICT OF INTEREST:

Nil


MIN/24.08.2016 FOLIO 39197

7. CONFIRMATION OF MINUTES:

7.1 ORDINARY MEETING MINUTES - 27 JULY 2016

THAT the Ordinary Meeting Minutes held on 27 July 2016 be adopted

with the following amendment to Item 12.6.

"Cr Bonaventura asked for clarification as the officers

recommendation made no mention of when or if option 2 or 3 would

come back to council for further discussion and asked if the director

could give some guidance on what would follow on from this

recommendation.

The Director replied giving his assurance that this item would come

back to council for further discussion when all the options had been

evaluated."

Moved Cr Bonaventura Seconded Cr Camm

CARRIED

8. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:

Nil

9. MAYORAL MINUTES:

Nil

10. RECEIPT OF STANDING COMMITTEE MINUTES:

10.1 DRAFT MINUTES - INFRASTRUCTURE AND SERVICES

STANDING COMMITTEE MEETING HELD ON 10 AUGUST 2016

Author Director Engineering and Commercial Infrastructure

Purpose

To receive the Draft Infrastructure and Services Standing Committee Minutes of the

meeting held on 10 August 2016 and consideration of any recommendations.


MIN/24.08.2016 FOLIO 39198

Officer's Recommendation

THAT the Draft Infrastructure and Services Standing Committee Minutes dated

10 August 2016 be received.

Cr May spoke to the report and provided an overview and highlights of the

Infrastructure and Services Committee Minutes.

Council Resolution

THAT the Officer's Recommendation be adopted.

Moved Cr May Seconded Cr Casey

CARRIED

10.2 DRAFT MINUTES - ECONOMIC DEVELOPMENT AND

PLANNING STANDING COMMITTEE MEETING HELD ON 10

AUGUST 2016

Author Director Development Services

Purpose

To receive the Draft Economic Development and Planning Standing Committee

Minutes of the meeting held on 10 August 2016 and consideration of any

recommendations.


THAT the Draft Economic Development and Planning Standing Committee

Minutes dated 10 August 2016 be received.

Cr May spoke to the report and provided an overview and highlights of the Economic

Development and Planning Standing Committee Minutes.

Council Resolution


Moved Cr May Seconded Cr Camm

CARRIED


MIN/24.08.2016 FOLIO 39199

10.3 DRAFT MINUTES - COMMUNITY ENGAGEMENT STANDING

COMMITTEE MEETING HELD ON 17 AUGUST 2016

Author Director Community and Client Services

Purpose

To receive the Draft Community Engagement Standing Committee Minutes of meeting

held on 17 August 2016 and consideration of any recommendations.


THAT the Draft Community Engagement Standing Committee Minutes dated 17

August 2016 be received.

Cr Casey spoke to the report and provided a brief overview and highlights of the

Community Engagement Standing Committee Minutes.

Council Resolution


Moved Cr Casey Seconded Cr Bonaventura

CARRIED

10.4 DRAFT MINUTES - CORPORATE SERVICES STANDING

COMMITTEE MEETING HELD ON 17 AUGUST 2016

Author Director Organisational Services

Purpose

To receive the Draft Corporate Services Standing Committee Minutes of the meeting

held on 17 August 2016 and consideration of any recommendations.


THAT the Draft Corporate Services Standing Committee Meeting dated 17



MIN/24.08.2016 FOLIO 39200

Cr May spoke to the report and provided a brief overview and highlights of the

Corporate Services Standing Committee Minutes.

Council Resolution


Moved Cr May Seconded Cr Paton

CARRIED

11. CONSIDERATION OF COMMITTEE REPORTS & RECOMMENDATIONS:

Nil

12. CORRESPONDENCE AND OFFICERS' REPORTS:

12.1 OFFICE OF THE MAYOR AND CEO MONTHLY REPORT -

AUGUST 2016

Author Chief Executive Officer

Purpose

To provide Council with the Office of the Mayor and Chief Executive Officer's

Monthly Report for month of August 2016.

Background/Discussion

All departments within MRC prepare a Monthly Review which identifies activities

undertaken and progress made during the specific month.

Consultation and Communication

The report contains input from relevant Programs across Council.

Resource Implications

As required to compile report, which is a routine task for multiple employees.

Risk Management Implications

Nil.


MIN/24.08.2016 FOLIO 39201

Conclusion

Council is kept informed of activities within the Office of the Mayor and Chief

Executive Officer and of major initiatives and projects across Council.


THAT the Office of the Mayor and Chief Executive Officers Monthly Report for


The CEO spoke to this report.

Cr Bonaventura requested more details in relation to the new process of ensuring

medical practitioners take into account Council's return to suitable duties/work program

when treating staff.

The CEO advised there was at times a gap in Council's processes when an employee

met with their medical practitioner as a return to suitable duties/work plan from Council

was on occassion was not provided for consideration during this consultation and the

gap in the process has now been filled with this change.

Cr Bonaventura advised it was pleasing to read Council is considering automatic

installation of sidesteps on applicable vehicles to avoid injury to staff when entering

and existing these vehicles.

Cr Bonaventura queried what changes have been made in relation to Northern Australia

Services (NAS) and achieving a balance in sharing the responsibility for the wellbeing

of staff.

The CEO advised in the past 12 months there have been a number of reactive decisions

made and part of the future proposed changes within NAS will be reinforcing

consultation procedures before any action is undertaken.

Cr Bonaventura queried if the completion date of June 2017 for the first principles

review is a little late to assist with Budget deliberations, etc.

The CEO advised the first principles, in his view will be ongoing for quite a while but

the key deliverables will be finalised and provided to Council in time for the 2017/2018

Budget deliberations.

The Mayor confirmed that the first principle review key deliverables will be finalised

and provided to the elected members before the end of 2016.

Cr Bonaventura queried what an "Environmon Computer" was?

The CEO advised it was a dedicated computer used by the Emergency Management

Team which receives direct links to warnings from flood and weather monitoring

stations.


MIN/24.08.2016 FOLIO 39202

Cr Bonaventura has queried given the update provided in relation to the Mackay

Regional Sports Precinct (MRSP) project if the project would be delivered for the $20m

budgeted figure.

The CEO advised the project control group has been reviewing the project and will be

meeting in the next couple of weeks and will be reviewing a line by line itemised

breakdown of the project costs which will be listed on the September 2016 Ordinary

Meeting Agenda.

Cr Camm asked if when the community space options in the revamped Mackay City

Library and the new Dudley Denny City Library are being considered that the current

named rooms within the existing Mackay City Library be given due consideration.

The CEO advised that currently community space is very highly utilised and following

the opening of the new additional community space on a 24/7 basis will be beneficial to

our residents, noting also naming protocols.

Cr Englert advised the automatic installation of sidesteps on Council vehicles was

ceased several years ago due to costs and queried if during the first principle review

recommendations could take into account future ramifications like this type of action.

The CEO advised in terms of safety higher based vehicles require sidesteps for entry

and exit and this was a capital issue and issues such as this will be managed through our

normal daily processes rather than through the first principle review.

Cr May queried if details on how the first principles review process will be undertaken

could be provided to the elected members.

The Mayor advised there are a number of ways a first principle review can be carried

out and committed to providing at the September 2016 Ordinary Meeting how the rest

of the year will look in relation to the first principle review.

The CEO advised currently data is being collected and collated from the programs in

relation to the first principle review and this process is expected to be concluded in

three (3) to four (4) weeks.

Council Resolution


Moved Cr Williamson Seconded Cr Casey

CARRIED


MIN/24.08.2016 FOLIO 39203

12.2 BUILDING OUR REGIONS FUNDING - MACKAY

SHOWGROUNDS REDEVELOPMENT

Author Executive Officer

Purpose

To seek Council endorsement for the submission of a detailed funding application for

the State government’s Building our Regions Funding for the Mackay Showgrounds

Redevelopment project.


Council previously considered the project of the Mackay Showgrounds Redevelopment

project at its meeting of 25 May 2016(copy of report attached). At that time the

associated resolution was –

THAT Council endorses the funding submission under the Building our

Regions program for the $4.614M project of the Mackay Showgrounds

Redevelopment, with contributions from both Council and the Mackay

Show Assoc.

FURTHER THAT Council include a basic public education program to

indicate contribution levels.

Moved Cr Fordham Seconded Cr Bella

CARRIED

Since that time advice has been received from the Hon Dr Anthony Lynham MP,

Minister for State Development and Minister for Natural Resources inviting Council to

make a submission of a detailed application for the project post the review of

Expressions of Interest.

Letters have also been sent to all those groups providing letters of support to detail

Council’s involvement. If successful further information will be provided in advertising

the project, including through media.

Detailed applications closed 19th

August 2016, and an application has been submitted

with a letter as allowed stating that the Council resolution will be provided

subsequently. Despite the previous Council resolution, there is a requirement for a

resolution specifically to cover the aspects that Council -

supports submission of the application

has approved any applicant financial and/or in-kind contributions to the project;

and

has committed to the management and costs associated with the ongoing

operation and maintenance of the infrastructure


MIN/24.08.2016 FOLIO 39204

As part of the detailed application process a review of the project has been undertaken

again by the Quantity Surveyor, with particular reference to the Grandstand project.

The concept of the Grandstand is per the attached plan and has been priced ‘stand-

alone’ including a new roof structure. There is a proposal to reuse the existing

Grandstand roof structure if possible, however should engineering assessment at the

time not support reuse the project has been costed with a new roof structure.

The associated revised costings still total the previous overall amount, and are as

detailed below (including 10% contingency amounts), also including identified funding

sources –

Equestrian Undercover Arena $2,061,434

Kitchen install (2 X 500 Pavilion, 1 X Big Shed) $ 561,000

Grandstand $1,028,933

Water main relocation $ 700,000

Project Management & design costs $ 263,567

TOTAL PROJECT COST $4,614,934

Funding from State (50%) $2,307,467

Funding from Mackay Show Assoc $1,257,467

Contribution by Council (water main) $ 700,000

Direct funding contribution by Council $ 350,000

TOTAL FUNDING $4,614,934


Mackay Show Association


The Mackay Show Assoc has confirmed the availability of their contribution

($1,257,467) by way of letter.

Council’s financial contribution is proposed as being made up of two components. The

infrastructure component is associated with the relocation of the aging water main, and

is proposed to be allowed for from within the capital area of the Water program.

Expenditure on the construction work ($700,000 component) is not required to

commence until 1 July 2017, so therefore will be listed for the 2017/18 Budget capital

program. Preliminary design and investigative work will commence prior.

The $350,000 contribution is to be allocated from within the proposed Better

Community Building Fund allocation included within the 2016/17 Budget. Such a

payment would be similar to the grants made under the 2015/16 Better Community

Building Fund, including Harrup Park, Mackay Basketball, and Mackay Golf Club.


MIN/24.08.2016 FOLIO 39205


The Mackay Show Assoc’s contribution needs to be available to make the necessary

co-contribution amount. They have a good track record of providing large contributions

to support major project funding.

Without Building our Regions funding, the project will not be possible.

Management of the project will be in conjunction with the Mackay Show Assoc, with

funding and monetary responsibility resting with Council as auspicing the application.

This is a similar process to that followed a number of years ago with the Mackay Show

Assoc and Council for the then $11M upgrade funded by the State and Federal

governments under grants, and also the Mackay Show Assoc. Council is looking to

establish a Project Control Group, including membership of Director Engineering and

Commercial Infrastructure, and Executive Officer.

As Council is submitting the application a requirement is confirmation of

‘underwriting’ the project delivery and ongoing maintenance etc. In the event that the

Mackay Show Association is no longer operating the site, in effect the site is a Reserve

under the joint Trusteeship of Council and would revert to Council control. Given the

long and successful history of the Mackay Show Association at the site this risk appears

minor.

Conclusion

Having been invited to submit a detailed application following Expressions of Interest

is not a guarantee of funding, however is positive.

Having submitted the necessary detailed application a requirement for funding is

providing a Council resolution covering specific aspects. It is considered appropriate

that Council endorses this project at this time.


THAT Council -

a) endorses the funding submission under the Building our Regions program

for the $4.614M project of the Mackay Showgrounds Redevelopment;

b) confirms the availability of funding as required for the project totalling

$1,050,000 from Council and $1,257,467 from the Mackay Show

Association; and

c) as joint Trustees of the site confirms a commitment to the current project

and ongoing management, operation and maintenance costs of the site and

infrastructure.

Cr Bonaventura advised he has some concerns in relation to point c) of the Officer's

Recommendation above and queried if Council has confirmation from the Mackay


MIN/24.08.2016 FOLIO 39206

Show Association regarding Council responsibility for the ongoing management,

operation or maintenance of the site and infrastructure.

Executive Officer, who was seated in the Public Gallery, advised through the Chair that

Council has received correspondence from Mackay Show Association committing to

undertaking ongoing management, operation and maintenance costs of the site

generally and also they have an existing lease over the facility.

Council Resolution


Moved Cr Casey Seconded Cr Paton

CARRIED

12.3 BUDGET CARRYOVERS FOR 2015/2016

Author Director Organisational Services

Purpose

To adopt council’s budget carryovers for the 2015/2016 financial year.


Carryovers represent unexpended funds from the 2015/2016 financial year which are

added to the original 2016/2017 budget to become the 2016/2017 amended budget.

Program Managers were asked to identify any grant funded projects not complete,

identifiable one-off projects not completed, projects substantially underway and/or

evidence of forward commitments and to provide justifications as to why the funds

were required.

The Strategy, Leadership and Performance Team undertook a thorough review of all

proposed carryover projects. Rigour was applied to ensure the amount requested was

required for the project in addition to funds already budgeted in 2016/2017. Projects

where the project manager could not guarantee the funds would be spent in 2016/2017,

due to factors such as waiting on land acquisitions or other external entities (eg Telstra

or Ergon), were excluded from the carryover report. Funds may still be available in

reserve, however a full review by the CEO and SLPT would be required and a Council

resolution will be required during the year to request access to these funds.


MIN/24.08.2016 FOLIO 39207

Operational

Traditionally operational carryovers are kept to a minimum. Grant funded projects are

typically required to be carried forward under funding conditions. For example, a

grant funded project may be for three years and all the funds are received at project

commencement. Funds relating to future years are carried forward to match the

expenditure to be incurred in future years. Identified one-off projects which are

underway or where funds are committed but not paid in the financial year are also

carried over. The summary of operational carryovers is below.

Total Operational Carryovers 64 projects $2,628,268

Project in progress or awaiting final invoices 33 projects $760,020

Grant funded projects 23 projects $618,731

Events held over financial year 3 projects $125,572

Funds requested for specific purpose (as outlined below) 5 projects $1,133,945

Diversify Mackay Program – funding for new economic development

body

$100,000

Legal Counsel – allowance for possible legal costs $250,000

Invest Attraction Program – Funds for possible stimulus projects $250,000

MECC Website – funds to address website issues at MECC $34,000

Software Licences – funds for new Microsoft EA licence to cover

shortfalls

$499,945

$1,133,945

A comparison with the amount of operational carryovers from previous years reveals

the amount has declined slightly from previous years.

2013/2014 2014/2015 2015/2016

$2,971,582 $2,777,409 $2,628,268

Capital

Evidence was sought to establish that any project requesting capital carryover was

substantially underway with funds committed as part of the review. Assurance was

also sought to determine whether both the funds requested to be carried over plus the

amounts already budgeted in 2016/2017 would be expended, in line with management

key performance indicators in relation to budget spend, during the current financial

year. The summary of capital carryovers is below:

Total Capital Carryovers 138

projects

$19,737,349

Project in progress or awaiting final invoices 126 projects $17,554,444

Grant funded projects 5 projects $1,753,318

Projects not started – to be commenced in 16/17 (see

below)

7 projects $429,587

Intersection – Malcomson St/Charles Hodge $104,483

Carpet Snake Point Boat Ramp $23,055

Roy St, Sarina – Stormwater Drainage $106,829


MIN/24.08.2016 FOLIO 39208

Cathay Creek No 2 – Broken River $92,000

Intersection Bridge Rd & Holland St $27,304

Stockroute / Cowley Rd Intersection $23,723

Pioneer River – Nelson Street Flood Levee $52,193

$429,587

The amount of capital carryovers has increased from previous years due in

predominantly to a number of large multi-year projects currently in progress (see list

below) and very few capital carryovers approved in 2014/2015.

2013/2014 2014/2015 2015/2016

$14,864,637 $1,147,764 $19,737,349

2015/2016 carryover projects greater than $500K:

Botanic Gardens – Meadowland $739,018

Plant and equipment replacement program $1,299,989

Ooralea Sporting Precinct $3,021,840

The Dome building fitout $4,447,031

In addition to the above capital carryovers, a request is also made to include some

additional projects where the funds were previously constrained to reserve.

Reserve funded projects to be added to 16/17 budget 20 projects $6,743,730

Projects greater than $500K:

Shakespeare Street Culvert replacement $1,150,784

East Gordon St bridge @ Sandfly Creek $1,536,829

Fourways Drainage $1,500,000

These projects were previously budgeted for, however due to delays or deferment;

funds were constrained to reserve until required. These projects are to be delivered in

the 2016/2017 financial year.


Chief Executive Officer, Directors, Manager Financial Services, Management Team


The ability to properly acquit grant funded projects, if unspent grant funds are not

carried over, could jeopardise Council’s ability to receive grant funds in the future.


The ability to properly acquit grant funded projects, if unspent grant funds are not

carried over, could jeopardise Council’s ability to receive grant funds in the future.


MIN/24.08.2016 FOLIO 39209

Conclusion

Below is a summary by fund of the transfers required to account for the 2015/2016

carryovers.

Funds to be constrained in 2015/2016 to fund carryovers

General Fund

Operational funds transfer to carryover reserve - general $1,634,164

Capital funds transfer to carryover reserve – general $6,566,156

$8,200,320

Operational funds transfer to reserve – general (for future use) $15,058

Capital funds transfer to reserve – general (for future use) $243,330

$258,388

Waste Fund

Capital funds transfer to carryover reserve - waste $250,000

Water Fund

Capital funds transfer to carryover reserve - water $414,429

Sewerage Fund

Operational funds transfer to carryover reserve - sewerage $55,034

Capital funds transfer to carryover reserve - sewerage $690,138

$745,172

Funds to be added to 2016/2017 budget to fund carryovers

General Fund

Operational $2,573,234

Transfer from carryover reserve – general ($1,634,164)

Transfer from reserves - general ($939,070)

Capital $18,312,780


Transfer from reserves - general ($11,746,624)

Waste Fund

Capital $320,000

Transfer from carryover reserve – waste ($250,000)

Transfer from waste reserve ($70,000)

Water Fund

Capital $414,429

Transfer from carryover reserve – water ($414,429)

Sewerage Fund

Operational $55,034

Transfer from carryover reserve – sewerage ($55,034)


MIN/24.08.2016 FOLIO 39210

Capital $690,138


Additional funds required to be added to 2016/2017 budget for projects deferred during

2015/2016

General Fund

Capital $6,743,730

Transfer from reserves - general ($6,743,730)


THAT the following transfers to reserve be made in 2015/2016 to account for

2015/2016 carryovers and other adjustments.

Transfer to carryover reserve – general $8,200,320

Transfer to reserves - general $258,388

Transfer to carryover reserve – waste $250,000

Transfer to carryover reserve – water $414,429

Transfer to carryover reserve – sewerage $745,172

FURTHER THAT the following amendments be made to the 2016/2017 budget.

Operational expenditure increased $2,628,268

Capital expenditure increased $26,481,077


Transfer from carryover reserve – waste ($250,000)

Transfer from carryover reserve – water ($414,429)


Transfer from reserve – general ($19,429,424)

Transfer from reserve – waste ($70,000)

The CEO spoke to the report.

Cr Bonaventura queried if the Ooralea Sporting Precinct $3M forms part of the CQU

Sporting Precinct $10M.

The CEO advised the Ooralea Sporting Precinct $3M was allocated in 2015/12016 and

will be carried over and added to the $7M for CQU Sporting Precinct in 2016/2017.

Cr Camm asked if the project could be referred to by its correct name Mackay Regional

Sports Precinct going forward to avoid confusion.

Council Resolution


Moved Cr Camm Seconded Cr Walker

CARRIED


MIN/24.08.2016 FOLIO 39211

12.4 CONSULTATION - FLUORIDATION OF POTABLE WATER

SUPPLY

Author Chief Executive Officer

Purpose

To present to Council a proposed plan regarding community consultation processes

regarding fluoridation of Council’s potable water supply.


A request has been made to present to Council a range of information regarding the

fluoridation of the Council areas potable water supply. In this regard Council’s

Engineering and Commercial Infrastructure department is compiling a report for future

presentation to Council for consideration. As part of this has been the identification of a

desire to undertake community consultation to assist Council in making any decision,

noting that such information will be one part of many forming information and

background on this subject.

A number of different options for engaging with the community have been identified,

including:–

A Public Meeting

Phone Survey

Connecting Mackay Web-site

Public Meeting

There is the ability for Council to hold a public meeting which would be undertaken in

a controlled manner and allow information for both sides of the debate to be presented

and any relevant questions addressed.

It is proposed that the meeting would also be live-streamed.

Such a process involves both provision of information, and also interaction.

The process could be co-ordinated in-house using Council’s Community Engagement

team.

Phone Survey of Residents

This process has been utilised previously by Council a number of times over a range of

matters.

Whilst such a process does not include the ability for provision of information, it is

considered a way of obtaining a representative view from a cross section of the

community.


MIN/24.08.2016 FOLIO 39212

Such a process could be co-ordinated through Council’s Corporate Communications

team, and depending on the survey size selected could range in cost from $4,000 to

$10,000.

Connecting Mackay Web-site

This is Council’s current community engagement on-line portal and is used extensively

to interact with the community. It has the ability to both provide information, and allow

registration of a view on a subject.

This web-site is co-ordinated by Council’s Community Engagement team.

It is considered that a range of these options could be used in conjunction to provide a

multi-point consultation activity.


It is expected that such consultation processes will involve –

General public

Regulatory and government authorities (i.e. Queensland Health)


Whilst the majority of associated work could be undertaken in-house, the phone survey

would be undertaken by an external provider at a cost of between $4,000 - $10,000

depending on sample size. Associated costs whilst not specifically currently budgeted

are believed to be able to be absorbed within the current budget.


Risks for each individual item will be managed (for example, public meetings will need

to be controlled to ensure an environment where people feel comfortable to request and

receive necessary information).

As an overall strategy, using multiple methods will ensure a variety of feedback rather

than using a single method which could give a sectional or skewed outcome.

Conclusion

For Council to fully consider the matter of fluoridation of water supply for the area one

aspect should be that of community views.

It is important to note that such a process, especially utilising various consultation

methods, should not be seen as a referendum or simple vote, but rather again form part

of the suite of information required to allow Council to have an holistic view of the

subject prior to making any decision.


MIN/24.08.2016 FOLIO 39213

It is recommended that Council endorse a consultation program on this matter, the

details of which including times and dates to be finalised in conjunction with Council’s

Community Engagement and Corporate Communications areas, with an expectation

that the program would be undertaken during the month of September.


THAT Council endorses a community engagement program regarding

fluoridation of potable water supply for the area, with such a program to include –

a) A public meeting

b) Phone survey of residents

c) Use of Council’s Connecting Mackay web-site

Cr Walker queried if the survey could be refined to provide meaningful data and was it

statistically based.

The CEO advised $6,000 to $10,000 is required for statistical outcome to be a

representation of the region and this could be provided by an external party.

Cr Camm queried the costs associated with the engagement process.

The CEO advised if the one public meeting was able to be live streamed and the

information provided on Council's website would considerably reduce the costs mostly

in-house, however to a maximum of $5,000.

Cr Walker advised the elected members have been receiving emails from non-locals

and queried if the results from the use of Council's Connecting Mackay Website could

be broken down to show the results for the Mackay regional residents only.

The CEO advised he would like a committee to be formed to discuss how this process

will work, made up of a selection of Management and elected members. Controls

around Councils Connecting Mackay Website need to be reviewed and if it is suitable

or if it needs to be done externally.

Cr Englert queried what weighting was going to be considered to the three (3) different

ways consultation is being undertaken.

The Mayor advised the elected members will be individually weighting the results

before they make a final decision on this matter.

Cr Englert advised he was concerned the public will perceive their own weighting of

the results if there is no clear communication.

The Mayor advised communication with the public will need to advise the results are

only tools for the elected members to base their decision on.

Cr Camm advised that part of any engagement strategy there needs to be clear

communication with the residents and an overarching communication plan is critical.


MIN/24.08.2016 FOLIO 39214

The CEO agreed that Management needs to be clear from the beginning when engaging

with the community.

Cr Walker queried if any information will be provided to the residents to assist them in

understanding the issue prior to making their decision.

The Mayor advised information will be provided including at the town hall type

meeting for the residents.

The CEO advised how the information is provided to the residents at the town hall type

meeting has not been decided on and this will be a committee decision from the elected

members and management team.

Cr Bella advised he would like to assist with the public education.

Council Resolution


Moved Cr May Seconded Cr Mann (nee Fordham)

Cr Bonaventura advised he would like to move an alternative motion, with a focus on

ensuring that views sought are from the local community as opposed to those from

other parts of Australia and the world generally, noting many recent emails received

seemed to be from places other than Mackay.

Whilst the phone survey could be targeted to the local community he raised concerns

over the web-site access being unrestricted.

Council Resolution

THAT Council endorses a community engagement program regarding

fluoridation of potable water supply for the area, with such a program to include –

a) A public meeting

b) Phone survey of residents

c) Use of Council’s Connecting Mackay web-site is provisional on an

assurance that this website can be controlled to ensure exclusive to

access by Mackay Regional Council ratepayers only.

Moved Cr Bonaventura Seconded Cr Bella

Cr May queried if Council's systems can do what Cr Bonaventura is asking.

The Corporate Communications Manager, who was in the public gallery, through the

Chair advised he understood it is very difficult to run surveys through websites and


MIN/24.08.2016 FOLIO 39215

restrict the results to a local region as it comes down to the IP address of the computer

being used to complete the survey.

Cr Mann (nee Fordham) queried why ratepayers only and not all residents would be

able to complete the survey via the website.

Cr Bonaventura advised by having to insert a rate notice assessment number it was a

way of controlling the access to the survey.

Cr Walker queried what the survey was trying to achieve, if it was a simple yes/no

option then he did agree with the alternative motion but if it was an information

gathering survey then he did not agree with the alternative motion.

The Mayor confirmed the survey would be a simple yes/no option.

Cr Bella advised he feels by having to insert a rates notice assessment number to

complete the survey will provide an accurate representation of the region.

LOST

Crs Camm, Englert, Mann (nee Fordham), May, Walker and Williamson voted

against the Motion.

Cr May advised that by providing this avenue to the people to have their say whether or

not they reside in the region is warranted.

The original motion of, "THAT the Officer's Recommendation be adopted", was then

voted on.

CARRIED

Crs Bella and Bonaventura voted against the Motion.

13. RECEIPT OF PETITIONS:

Nil

14. TENDERS:

Nil


MIN/24.08.2016 FOLIO 39216

15. CONSIDERATION OF NOTIFIED MOTIONS:

Nil

16. PUBLIC PARTICIPATION:

Nil

17. LATE BUSINESS:

The Mayor advised Council's Economic Development Manager, Debra Howe was

leaving Council to take up a Director's position at Livingstone Shire Council and

thanked her for her the work she has done and the passion she has delivered to working

towards making Mackay's region being a place to be proud of. On behalf of Council

congratulated Debra and wished her well in her future endeavours.

Debra Howe thanked Council for the opportunities it has provided her and thanked

Gerard Carlyon for his directorship.

Cr Casey advised on Monday 22 August 2016 he attended a presentation for Darren

Flemming who was retiring as chair of the Artspace Mackay Foundation. Darren has

been on the Foundation for the past four (4) years and three (3) of those he was the

Chairperson. Darren has taken up a new position in Charters Towers as Principal of All

Souls St Gabriels School.

Cr Casey advised the North Queensland Sports Foundation Wingate Encouragement

Bursaries have been awarded and morning tea will be arranged with Council and the

recipients once their blazers and sponsorship funding have been finalised.

THAT as a procedural motion under Council's Standing Orders the meeting stands adjourned

until 11.30 am to enable media responsibilities be undertaken. Moved Cr Williamson

CARRIED

11.17 am - Meeting adjourned at this time. 11.36 am - Meeting resumed at this time.


MIN/24.08.2016 FOLIO 39217

18. CONFIDENTIAL REPORTS:

THAT the meeting be closed to the public in accordance with the Local

Government Act 2009 (Section 275 (1) of the Local Government Regulation

2012) to discuss matters relating to:-

Confidential Item Reason for Meeting Closure

Confidential Litigation (f) starting or defending legal

proceedings involving Council

Moved Cr Camm Seconded Cr May

CARRIED

11.37 am - The meeting be closed to the public.

THAT the meeting be reopened to the public.

Moved Cr Williamson Seconded Cr Casey

CARRIED

12.07 pm - The meeting was reopened to the public.

18.1 CONFIDENTIAL LITIGATION

Private and Confidential – Subject to Legal Professional Privilege

Council Resolution

THAT Council accepts this report.

Moved Cr Camm Seconded Cr Bella

CARRIED

19. MEETING CLOSURE:

The meeting closed at 12.08 pm


MIN/24.08.2016 FOLIO 39218

20. FOR INFORMATION ONLY:

Nil

Confirmed on Wednesday 28 September 2016

………………………………………

MAYOR


MIN/24.08.2016 FOLIO 39219

APPENDIX / ATTACHMENTS


MIN/24.08.2016 FOLIO 39220


MIN/24.08.2016 FOLIO 39221


MIN/24.08.2016 FOLIO 39222


MIN/24.08.2016 FOLIO 39223


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MIN/24.08.2016 FOLIO 39309


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MIN/24.08.2016 FOLIO 39312


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MIN/24.08.2016 FOLIO 39318


MIN/24.08.2016 FOLIO 39319

FINAL MINUTES - mackay.qld.gov.au

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Transcript of FINAL MINUTES - mackay.qld.gov.au