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LITCHFIELD COUNCIL

BUSINESS PAPER ORDINARY MEETING

THURSDAY 13TH JUNE 2013 6:30 PM

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ORDINARY MEETING HELD AT 6:30 PM THURSDAY 13TH JUNE 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: Nil 6. CONFIRMATION OF MINUTES: 6.1 Confirmation of the Minutes of the Ordinary Meeting held Page 4 Thursday 9TH May 2013. 6.2 Confirmation of the Minutes of the Budget Meeting held Page 16 Saturday 4th May 2013. 6.3 Confirmation of the Minutes of the Budget Meeting held Page 21 Wednesday 15th May 2013 6.4 Confirmation of the Minutes of the Budget Meeting held Page 23 Tuesday 28th May 2013 7. BUSINESS ARISING FROM THE MINUTES: 8. DIRECTOR OF PLANNING AND WORK’S REPORT: JUNE 8a. BUSINESS ARISING FROM THE DIRECTOR OF PLANNING AND WORKS REPORT 9. POLICY AND ADMINISTRATION MATTERS: 9.1 PA13/PRCS/032: PALMERSTON AND RURAL SENIOR’S WEEK Page 25

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PAGE 2 AGENDA ORDINARY MEETING THURSDAY 13TH JUNE 2013 10. COMMUNITY ISSUES – PETITIONS 10.1 CI13/BC/001 LETTER FROM BARBARA CRANE Page 28 11. FINANCE AND RECREATION MATTERS: 11.1 FR13/FIN/005 MAY 2013 FINANCIALS Page 30 11.2 FR12/BR/002 STRATEGIC PLAN REVIEW Page 32 12. PLANNING AND WORKS MATTERS: Nil 13. MAYOR’S REPORT: JUNE 14. CHIEF EXECUTIVE OFFICER’S REPORT: JUNE 15. URGENT GENERAL BUSINESS: JUNE 16. NOTICE OF MOTION: JUNE 17 QUESTIONS FROM THE PUBLIC GALLERY: JUNE 18. REPORTS FROM MEMBERS: JUNE 19 QUESTIONS FROM MEMBERS: JUNE 20. CONFIDENTIAL MATTERS: 21. NEXT MEETING: THURSDAY 11TH JULY 2013

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PA12/PRCS/032: PALMERSTON AND RURAL SENIOR’S WEEK MEETING DATE: THURSDAY 13th June 3 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: Yes

BACKGROUND: The Palmerston and Rural Senior’s Week Committee organize a program of events for seniors in the second week of August each year. The program varies from year to year, but can include an official opening and closing ceremony with refreshments, outings, meals and special events. The program includes transporting seniors from Humpty Doo and Coolalinga by bus to Palmerston to participate in the program of events. The Mayor closed the week at the official ceremony and Councillor Mathew Salter participated. Last year Council provided a donation of $1,500 to the Palmerston and Rural Seniors Committee. The Committee provided logo acknowledgement of Litchfield Council on the program, promotional material and a formal letter of appreciation. CURRENT SITUATION: The Palmerston and Rural Seniors Week Committee have written to Council thanking them for the donation of $1,500 last year and seeking assistance with this year’s program of events. Events will include a morning at CMax cinema with morning tea, a visit to the RAAF Base, a morning of motor bike rides and other activities. FINANCIAL IMPLICATIONS: Financial implications are dependent on the level of involvement of Council. STRATEGIC PLAN IMPLICATIONS: 4. Strong Community

4.1 Support and promote our rural lifestyle 4.1.2 Review the level of appropriate services needed to enable elderly and disabled people to maintain a rural lifestyle. 4.2 Invest in Education

LEGAL IMPLICATIONS: Nil

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ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: This initiative provides Council with a positive opportunity for direct participation and interaction with the community. It also aligns with a number of goals in Council’s Strategic Plan. COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: It is recommended that Council resolves to: a) support the Palmerston and Rural Senior’s Week 2013; b) determine the level of cash or in-kind support Council is prepared to offer the program; and, c) if providing financial assistance that the Committee provide acknowledgement by using Councils logo on the program and promotional material and that a letter of appreciation be provided as per 2012.

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CI13/BC/001: LETTER FROM RATEPAYER MEETING DATE: THURSDAY 13TH JUNE 2014 MEETING TYPE: ORDINARY MEETING - FILE REF: ATTACHMENTS: Letter from Barbara Crane

BACKGROUND: The ratepayer has written to Council seeking information in relation to recycling and maintenance of verges by ratepayers. CURRENT SITUATION: The ratepayer would like clarification as to what are the figures for these items and if they are shown specifically in the draft budget. The draft budget has been approved by Council and is included in the Municipal Plan that is out for public comment until June 24th 2013. There may be similar requests that should be considered after the public review. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 4.1.1. Engage with ratepayers to investigate their expectation of living in the Municipality and what role they want Council to fill in sustaining it. LEGAL IMPLICATIONS: ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION:

That Council note the ratepayers concerns and will be addressed after the close of public comment.

ACTION OFFICER: MANAGER: Marlene Watt Russell Anderson Council Secretary Chief Executive Officer

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Dear Mayor, Councillors, CEO, Secretary and other support staff Noticing on your website that the draft budget has recently been passed by the Litchfield Council and will be available on June 4 for public comment for 21 days I write with concerns. As previously stated in my correspondence with you I am interested in recycling and maintenance of verges by ratepayers. This leads me to ask about budget items related to these issues. In particular what are the figures for these items and do they show specifically in the draft budget: 1. How much has been spent by the Council for waste management services in the last financial year and what is proposed to be spent in the new draft budget? 2. What part of waste management services expenditure in the last financial year and in the new draft budget is on recycling? 3. How much has been spent by the Council for maintenance of verges in the last financial year and what is proposed to be spent in the new draft budget? If these items are clearly identified and quantified in the draft budget then it easier to argue for a policy that promotes recycling vigorously and promotes ratepayers doing their own verges. Obviously if it CAN be shown that expenditure on these items is less than expected because of the starting of recycling and doing your own verges this adds strength to the case. I understand that population increases have an overall effect on these costs (and so does increased revenue from rates from the extra people in the municipality), but knowing the precise figures for these items gives a base for arguing for further promotion of recycling and doing your own verges. In ending I draw your attention to the fact that where I live most people do do their own verges and it should be unnecessary to spend money on sending your team out to do it in many cases. My view, and I suggest I am not alone in this view. Ask around. Your reaction individually or severally appreciated. A modification of the draft budget (if necessary) to show the 3 items I am interested in would be even better. To the Secretary: Could this letter please be tabled if discussed at a public meeting.

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FR13/FIN/005 MAY 2013 FINANCIALS MEETING DATE: THURSDAY 13TH JUNE 2013 MEETING TYPE: Ordinary FILE REF: Council Business June 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: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: Goal 5 – Effective Council Management, 5.1 Sustainable financial management within our mission

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LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council take note of the May 2013 Financial Reports. ACTION OFFICER: MANAGER: Diane Chellingworth Russell Anderson Corporate Services Manager Chief Executive Officer

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FR12/BR/002 STRATEGIC PLAN REVIEW MEETING DATE: THURSDAY 13TH JUNE 2013 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: NO

BACKGROUND: The Council met on Wednesday 13th February to workshop the review of the Council’s Strategic Plan. The draft 2013 - 2016 Strategic plan was advertised and posted for Public comment on the Council’s web from 15th February 2013 to 14th March 2013. Council at its meeting on Wednesday 15th May 2013 resolved to adopt the Strategic Plan as advertised since February 2013, there being no adverse public comments. On the 28th May Council received the following email from a resident: “I would like to comment and put my concern to council in regards to the changes in the Litchfield Strategic Plan from 2010-2016 and the current 2013-2016 plans that I viewed on your website. Council values- Communication. – Communicate effectively with residents on the services we provide as Local Government and actively seek feedback. It concerns me that items 1.4.3 & 1.4.4 is removed from the 2013 – 2016 Litchfield Strategic Plans. I believe Council needs to inform residents asap on planning issues, and let the public know just how the Council will approach planning issues and then keep these residents updated along the process. Leaving these two points out makes it look like the Council is trying to be less accountable. I would think it is in the public interest to reinsert these two points back in. My question is why have they been removed in the first place?. Can you please put this to the next Council meeting for me”. The resident was advised to attend the Council meeting on the 13th June to support his submission. CURRENT SITUATION: The resident states Item 1.4.3 has been removed from the plan, this is incorrect as the following is an extract from the 2010 and advertised 2013 Strategic Plan: 2010 Strategic Plan 1.4 Greater influence in Town Planning decisions 1.4.1 Lobby NT Government

including local politicians for greater influence in any Planning affecting the Municipality.

1.4.2 Develop policy for monitoring and

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ensuring proactive engagement with planning proposals

1.4.3 Enhance communication with residents on the role of Litchfield Council in planning issues.

1.4.4 Inform residents of pending Planning issues in a timely manner.

2013 Strategic Plan: 1.4 Greater influence in Town Planning decisions 1.4.1 Lobby NT Government including local politicians for greater influence in any planning affecting the Municipality. 1.4.2 Enhance communication with residents on the role of Litchfield Council in planning issues. The policy to monitor and proactive engage with the Development Consent Authority has been addressed by the appointment of the Planning Engineer. Regarding the statement to inform residents of pending planning issues these are now advertised every Friday in the NT news. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: Any amendments can be implemented by Council resolution LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil

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RECOMMENDATION: That Council resolves to amend the 2013 Strategic Plan if necessary. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer