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ORDINARY MEETING HELD AT 6:30 PM THURSDAY 12TH DECEMBER 2013 AT THE COUNCILS OFFICE, BEES CREEK ROAD, FREDS PASS
AGENDA: 1. OPENING OF MEETING: 2. CONFLICT OF INTEREST: 3. APOLOGIES AND LEAVE OF ABSENCE: 4. PUBLIC FORUM: 5. ACCEPTING OR DECLINING LATE ITEMS: 6. CONFIRMATION OF MINUTES: 6.1 Confirmation of the Minutes of the Ordinary Meeting held Page 5 Thursday 14th November 2013. 7. BUSINESS ARISING FROM THE MINUTES: 8. DIRECTOR OF PLANNING AND WORK’S REPORT: DECEMBER Page 30 8a BUSINESS ARISING FROM THE DIRECTOR OF PLANNING AND WORKS REPORT 9. POLICY AND ADMINISTRATION MATTERS: 9.1 PA13/CSR/001: COMMON SEAL USAGE REPORT Page 34 9.2 PA13/CL/007 : HUMPTY DOO GOLF CLUB – SECTION 4630 Page 36 9.3 PA13/RM/001 : MOTION FROM WORKSHOP – REVIEW OF Page 37 STRATEGIC PLAN - MEETING - WEDNESDAY 27TH NOVEMBER 2013 9.4 PA13/DMRC/001: DOG BY-LAW REVIEW CONSULTATIVE GROUP Page 38 MEETING
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PAGE 2 AGENDA ORDINARY MEETING THURSDAY 12th DECEMBER 2013 10. COMMUNITY ISSUES – PETITIONS NIL 11. FINANCE AND RECREATION MATTERS: 11.1 FR13/FIN/011 NOVEMBER 2013 FINANCIALS Page 39 11.2 FR13/SRD/001: SPECIAL RATE DECLARATION Page 55 11.3 FR13/BR/003 : REVIEW OF STRATEGIC PLAN Page 56 11.4 FR13/RRM/001 REGISTERED MAIL – 2ND INSTALMENT RATES Page 64 NOTICES 11.5 FR13/TCF/004: REQUEST FOR FUNDING – THORAK REGIONAL Page 66 CEMETERY 11.6 FR13/ASS/098: NTPA – AUSTRALIAN CHAMPIONSHIPS 2014 Page 69 REQUEST FOR SUPPORT AND/OR SPONSORSHIP PURCHASE OF 12, 6M FLAG POLES FOR THE POLOCROSSE ASSOCIATION 11.7 FR13/FPRS/005 FREDS PASS RURAL SHOW 2014 – Page 71 ESTABLISHMENT OF FINANCIAL ASSISTANCE GRANT FOR FIRST YEAR PLANNING AND WORKS MATTERS: 12.1 PW13/PNC/174: PLACE NAMES COMMITTEE – LITCHFIELD – Page 72 HUNDRED OF COLTON - EXTENSION AND RENAMING PART OF NORTHSTAR ROAD, ACACIA HILLS 12.2 PW13/VMS/004: OSCAR AND HANA ROADS Page 78 12.3 PW13/LL/046 : RELOCATION OF LIQUOR LICENCE 8090366 Page 79 12.4 PW13/D/0001LI: DEVELOPMENT GUIDELINES Page 80 13. MAYORS REPORT: DECEMBER
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PAGE 3 AGENDA ORDINARY MEETING THURSDAY 12th DECEMBER 2013 14. CHIEF EXECUTIVE OFFICER’S REPORT: DECEMBER 15. URGENT GENERAL BUSINESS: DECEMBER 16. NOTICE OF MOTION: DECEMBER 17 QUESTIONS FROM THE PUBLIC GALLERY: DECEMBER 18. REPORTS FROM MEMBERS: DECEMBER 18a PA13/WR1/004 North Ward – Councillor Mathew Salter 18b PA13/WR2/004 Central Ward – Councillor Judy Cole Page 85 18c PA13/WR3/004 East Ward – Councillor Mike Bowman 18d PA13/WR4/004 South Ward – Deputy Mayor – Councillor Vic Statham 19 QUESTIONS FROM MEMBERS: DECEMBER 20. CONFIDENTIAL MATTERS: 21. NEXT MEETING: THURSDAY 23RD JANUARY 2013
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Planning and Works Report for November 2013
Capital works report end November 2013 Southport; Cherry, Kersley streets and South Terrace sealed. Meade Road is progressing well considering the weather. 60% of the road base is laid. How far
further we advance will depend on the weather. Driveway works will start approx from 4th December.
Leonino crossing - The base slab is in and ready, no more work will be done until the end of the wet. The floodway with the concrete base is useable by motorists.
Following roads resealed November 2013 Nil
Maintenance Works Completed As requested by Council, road locations are included where ever significant works are undertaken, however to itemise all works that are of a minor quantity e.g. potholes, sign repairs and minor culvert cleaning, these are very small defined tasks. To report would in most cases be duplicating the information provided by the CRM process and would require considerable detail and resources to compile. In summary, significant works include as follows:- Drainage maintenance was undertaken on Menaja Road, Shoulder Repairs included, Kritchauf, Lowther, Francesca, Kennedy, Durian, Eugene,
McIntyre Roads and other minor repairs on other roads. Patching maintenance was undertaken on various roads, a significant repair was
undertaken on Thorngate road Repairing and replacing signage at many locations.
Mobile Work Force November 2013 Projects carried out: Herbicide spraying noxious weeds, furniture & drains where required;
Leonino, Old Bynoe, Duddell, Reedbeds, Mira Rd Sth, Spencer, Peacock, and Meade Roads, Hopewell, Finn Rd and roads off and Doris Rd Virginia area: Virginia Rd and all roads coming off including Morgan, Brooking and Radford Rd, Lowther Rd and Wells Creek and surrounding Roads as well as the new Coolalinga area roads and the Wetland area where the MWF found Mimosa growing actively so treated accordingly liaising with the NT Gov. Weeds Branch, to reduce its spread into the Girraween area. In and around Humpty Doo: Kirill Park Rds, all of Lambells Lagoon Rds, Middle Point (on Anzac Parade) , Thomsen and Trippe Rd, Freds Pass Rd and all tributaries.
Slashing has commenced Lambells Lagoon area, Cain and Thomsen Rds, Pioneer Rd. Mowed the new Coolalinga area twice since the Hand over, and council office grounds approx every two weeks.
Driveway complaint repairs using the crushed rubble from Humpty Doo Waste Transfer Station.
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Improved shade shelter for staff and gear on demountable shed in Council yard while awaiting permanent shed.
Also built several lockable chainmesh areas in same yard for secure sign storage and small equipment .
Install guide posts various areas, including unmarked culverts, Sign repairs and install, Install safety fencing around broken storm water drain Challenor Circuit. Remove fallen trees various roads & drains after storms. Sprayed approx 80% of drainage reserve firebreaks, then followed up a week later with
slashing. Prepared firebreaks on two drainage land Sections in Monck/Townend Rd, Acacia area
prior to Prescribed Burning by Bushfires NT. Removed syringes along Pioneer Drive near the creek. Monthly Tool Box meeting.
Property Management November 2013 Report Tool box meetings with Transfer Station staff, Safety Officer Toni Cameron and HR
Cathy Bottrell. Liaise with Police @Howard Springs Waste Station re: personal items from Big 4
Caravan Park being disposed of in Council bin. Drum MUSTER program trial 1, 15 & 29 November 2013 was not a success due to only
two suppliers over the 3 days; so Council will now only receive drums by appointment. On instructions from Graeme, staff were advised to improve if possible the mechanical
compaction to waste bins at Berry Springs & Howard Springs WTS; this has proved successful; up from average 3/4t to 5/6t, and occasionally achieving up to 8 tonne.
Continued Liaison with “Fire Management Plan Consultant” & attend additional meetings with Bush Fires NT and NT fire Service Fire Chief from Howard Springs.
Arranged early wet season prescribed burn-offs on two Council drainage properties in Acacia with considerable success.
Education Officer continued of the school and public education program. Arranged purchase and delivery of Mayors replacement Ute. Attended AGM Livingstone Reserve Placed purchase order for the supply & installation of a hydraulic dog cage lifting device
for Regulatory Services. Placed Application for a building permit for the approved All Weather Shade roof
structure over the gate keeper’s office/weighbridge Humpty Doo WTS. Attended Waste & Recycling Expo Melbourne Convention Centre with Vic Statham Delivered Litchfield Councils Stand-by Emergency VHF Comms radio to Highway
House for testing – all OK.
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Attended meeting @ Highway House – Emergency Response & Recovery Group with Graeme Francis.
Arranged prescribed burn-off of debris pile at Thorak Cemetery by H/Springs Volunteers. Obtained several additional quotes for Polocrosse flag poles. Not yet resolved. Attended AGM Fred’s Pass reserve.
Development Applications Last Month – November Council has submitted comments
ID ADDRESS PURPOSE PA2013/0787 485 Pioneer Rd Herbert Subdivision to create 2 lots
PA2013/0757 12 Grice Cres, Coolalinga 4x3 bedroom Multiple dwelling in a 2 storey building
PA2013/0796 450 Lowther Rd, Virginia Subdivision to create 4 lots
PA2013/0489 126 Produce Rd Humpty Doo Variation
PA2013/0843 6 Lloyd Rd and 28 Freds Pass Rd Humpty Doo
Additions to existing shopping centre including car parking
PA2013/0305 36 Grice Cres Coolalinga Variation
PA2013/0841 30 Brooking Circuit Virigina Subdivision to create 2 lots
PA2013/0825 15 Havelock St Coolalinga UTS
PA2013/0847 128 Produce Rd Humpty Doo Subdivision to create 4 lots
PA2013/0871 98 Compinge Rd Girraween Subdivision to create 6 lots
Awaiting response from Council
ID ADDRESS PURPOSE
PA2013/0893 12 Spencely Rd Humpty Doo Office addition to existing warehouse
PA2013/0894 12 Spencely Rd Humpty Doo Subdivision to create 2 lots
PA25013/0936 195,215 and 235 Darwin River Rd
1112- Bed worker accommodation complex and ancillary facilities
November 2013 Waste Transfer Station Report Waste types Howard Springs Humpty Doo Berry Springs
Batteries 16 Pallets 3 Pallets Not Accepted
Cardboard 23 Bins 28 Bins
Co-mingle 12 Bins 11 Bins
Construction Waste N/A 61.45 Not Accepted
Domestic vehicle 5810 5618 N/A
Green waste Ute or trailer 177m3 224m3 N/A
Green waste Ute & trailer 4 m3 3 m3 N/A
Green waste truck 38 m 21 m3 N/A
Mulch Sales 247 m3 305 m3 Not Accepted
Non Litchfield Residents 22 16 Not Accepted
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Scrap Metals 6 Bins 42.14t N/A at this time
Used Oil 1885 litres 2480 litres Not Accepted
White Goods 2 bins 4 bins N/A
Education Officer
November summary: Presented 3 Rs and what happens to our recycling to Sattler Christian School on the 1
November Presented Rubbish what’s that all about to Sattler Christian School on the 8 November Organised an office fling for Nation Recycling Week (this is where on Friday office staff
reduce their paper waste). Reviewed the feedback from the teachers. Presented to Councillors the 3 Rs and what happens to our recycling.
School Presentation: The 3 Rs and what happens to your recycling presentation went really well, with the kids enjoying and participating in the activities. During the follow up presentation a week later, one teacher commented the content was good and it was age appropriate”. Kids brought up things from the last lesson with one teacher commenting that they were talking about it in the play ground. I went back to the school last week and I had the year 1 and 2 come up to me and talk about the 3 Rs. Other: The Office Friday Fling went well with Litchfield Council effectively saved 178 L of landfill space, 22 kg of carbon dioxide, 1304 L of water and enough energy to power a 20W CFL bulb for 14 hours from recycling our office paper. Next year we are looking at organising a swap party for National Recycling Week. December Plan
Finish the improvement of the Rubbish presentation “what’s that all about” Talk to the teachers at Berry Springs Primary School about their project on recycling at
the school and offer assistance. Present the 3 Rs to the Berry Springs Primary School year 5 as they would be taking
charge of the recycling program next year. Put together the information about Littering for a presentation. Put flyers together for the 12 WASTES of Christmas to encourage the community to
recycle over the Christmas break.
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PA13/CSR/001: COMMON SEAL USAGE REPORT MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES
BACKGROUND: At the Council meeting dated 14 November 2013 it was resolved that Council approves the Policy for the use of the Common Seal pursuant to section 26 (2). In additional a report would be provided at each meeting regarding the use of the common seal. CURRENT SITUATION: The attached report indicates the use of the common seal since the last meeting. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council notes the report ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer
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PA13/CL/007 : HUMPTY DOO GOLF CLUB – SECTION 4630 MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES
BACKGROUND: The Humpty Doo Golf Club have approached Council with their wish to pursue the possibility of taking control of Section 4630 as part of the next stage of constructing an 9 hole course to make it a full 18 hole course. CURRENT SITUATION: Section 4630 is currently under the ownership of Council and is zoned CN. Therefore for the proposal to go ahead the land would have to be rezoned. Their consultant suggested a letter of support for the proposal from Council to the Golf Club which they believe would assist in their gaining approval. Council needs to discuss the options available. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council gives direction to staff to proceed with this request. ACTION OFFICER: MANAGER: Marlene Watt Russell Anderson Council Secretary Chief Executive Officer
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PA13/RM/001 : MOTION FROM WORKSHOP – REVIEW OF STRATEGIC PLAN MEETING - WEDNESDAY 27TH NOVEMBER 2013 MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES
BACKGROUND: During the Workshop held for the Review of Strategic Plan, Council endorsed that a late item be discussed being FR13/ RFE/001LI REVIEW OF FINAL PLAN APPROVAL FEE and put forward the following motion:- “that Council resolve to change the name of the “Final Plan Approval Fee” to Assessment and Administration Fee” and reinstate the 2012/2013 fee of 2% to apply from 1st July 2013. CURRENT SITUATION: Council now needs to endorse the motion which was moved by Councillor Judy Cole and seconded by Deputy Mayor, Councillor Vic Statham. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council endorse changing the name of the “Final Plan Approval Fee” to Assessment and Administration Fee” and reinstate the 2012/2013 fee of 2% to apply from 1st July 2013. ACTION OFFICER: MANAGER: Marlene Watt Russell Anderson Council Secretary Chief Executive Officer
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PA13/DMRC/001: DOG BY-LAW REVIEW CONSULTATIVE GROUP MEETING MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: NO
BACKGROUND: The progress of the Dog Management By-law review has previously been tabled. The Council has requested a meeting with the previous By-Law consultative committee to review public comments and give recommendations. CURRENT SITUATION: Most of the original By-Law consultative committee group has been contacted and a suitable date decided as Tuesday 28 January 2014 at 5.00 pm in the Council Chambers. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council note the date. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer
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FR13/FIN/011 NOVEMBER 2013 FINANCIALS MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: Ordinary FILE REF: Council Business December 2013 ATTACHMENTS: Yes (to be emailed separately to Councillors) BACKGROUND: The Local Government (Accounting) Regulations, prescribes that: 18 Financial reports to council (1) The CEO must, in each month, lay before a meeting of the council a report, in a form
approved by the council setting out: (a) the actual income and expenditure of the council for the period from the
commencement of the financial year up to the end of the previous month: and
(b) the forecast income and expenditure for the whole of the financial year.
(2) The report must include:
(a) details of all cash and investments held by the council (including money held in trust); and
(b) a statement on the debts owed to the council including the aggregate amount owed
under each category with a general indication of the age of the debts; and
(c) other information required by the council
(3) If a council does not hold a meeting in a particular month, the report is to be laid before the council committee performing the council’s financial functions for the particular month. CURRENT SITUATION: As requested by Council a report of the creditors payments be indentified against activity within the council. This is currently being developed should be to Council by next meeting. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: Goal 5 – Effective Council Management, 5.1 Sustainable financial management within our mission
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FR13/SRD/001: SPECIAL RATE DECLARATION MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: NO
BACKGROUND: At the special meeting on the 18th July 2013 Council approved the budget for 2013-2014 and subsequently the rate declaration was advertised. Part of the declaration involved a special rate for the sealing of roads in Southport. CURRENT SITUATION: Since the rate declaration was made in July an addition section of Kersley Street (from Cherry Street to Boat Ramp) and South Terrace (from Kersley Street to Ringwood Street) were found suitable to be sealed within the budget. A Special Rate Declaration needs to be approved to formalise the process. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council approves the Special Rate Declaration for the sealing of Kersley Street from Cherry Street to the Boat Ramp and South Terrace from Kersley Street to Ringwood Street. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer
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FR13/BR/003 : REVIEW OF STRATEGIC PLAN MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES
BACKGROUND: The strategic plan was reviewed at a workshop meeting held on Wednesday 27 November 2013. It was resolved that Council STAFF prepare a draft with amendments at the next Ordinary Meeting. CURRENT SITUATION: A draft Strategic Plan with track changes and comments is attached for confirmation. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council approves the Strategic Plan for public information. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer
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FR13/RRM/001 REGISTERED MAIL – 2ND INSTALMENT RATES NOTICES MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: ORDINARY FILE REF: RF13:RC ATTACHMENTS: NIL BACKGROUND: Under the Local Government Act Council has an obligation to send out a rates notice section 159 Rates notice but under section 153 Notifications to be given by ratepayers (1) A person who becomes the principal ratepayer for a particular allotment within a council area
must, within 28 days of doing so, give the CEO written notice of that fact and of the person's postal address.
Maximum penalty: 20 penalty units.
(2) If the principal ratepayer's postal address changes, the principal ratepayer must, within 28 days of the change, give the CEO written notice of the new address.
Maximum penalty: 20 penalty units.
As at the 3rd of December 2013 there are: 1398 ratepayers in arrears of which 524 are on arrangement 2139 paid first instalment 3848 paid in full 456 in Credit. Next instalment is due on the 28th February 2014 The first rate instalment in August 2013 consisted of 7841 rate notices being sent out of which Council received 112 undelivered. The undelivered rate notices are then put on a spread sheet register; a council staff member processes these by seeking alterative mailing addresses. If unable to locate the ratepayer, council staff will peg a letter to the ratepayer’s gate asking them to contact the council office. Of the 112 undelivered rate notices 26 have paid in full
11 made the first instalment 4 on a plan payment 5 Mining Tenements 18 resent out rates notice with correct mailing address 16 Still waiting for rate payer to contact office 32 Southport Blocks rate payer address unknown
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CURRENT SITUATION: Council requested for 2nd instalment notice to be sent out by registered mail. The 1398 ratepayers in arrears of which 524 are on payment arrangement 32 Southport blocks of which 10 are in the…