20190611 - leadership and governance standing committee ......2019/06/11 · leadership and...

OUR VISIONA progressive region creating opportunities for all

OUR MISSIONWe are a council committed to continuous improvement, a sustainable

future and efficient investment in our communities

OUR VALUESRespect and Integrity

Accountability and TransparencyProviding Value

Commitment and Teamwork

OUR PRIORITIESStrong, vibrant communities

Building and maintaining quality infrastructureSupporting our local economy

Protecting our people and our environmentLeadership and governance

Our organisation

Leadership and Governance Standing Committee Meeting

Notice is hereby given pursuant to the provisions of the Local Government Regulation 2012, that the next Meeting of the Central Highlands Regional Council will be held in the Council Chambers, 65 Egerton Street, Emerald on

Tuesday, 11 June 2019At 10.15 am

For the purpose of considering the items included on the Agenda.

Scott MasonChief Executive Officer

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Agenda - Leadership and Governance Standing Committee Meeting - 11 June 2019

Central Highlands Regional Council 2 of 66

AGENDA CONTENTS1 PRESENT ..................................................................................................................................................32 APOLOGIES..............................................................................................................................................33 LEAVE OF ABSENCE...............................................................................................................................34 ACKNOWLEDGEMENT OF COUNTRY ...................................................................................................35 CONFIRMATION OF MINUTES OF PREVIOUS MEETING .....................................................................35.1 Minutes - Leadership and Governance Standing Committee Meeting - 14 May 2019............................36 BUSINESS ARISING OUT OF MINUTES .................................................................................................87 REVIEW OF OUTSTANDING MEETING ACTIONS .................................................................................88 REVIEW OF UPCOMING AGENDA ITEMS..............................................................................................89 MATERIAL PERSONAL INTEREST, CONFLICT OF INTEREST, PERSONAL GIFTS AND BENEFITS

...................................................................................................................................................................810 DISCUSSION REPORTS ..........................................................................................................................910.1 Corporate Services..................................................................................................................................9

10.1.1 Governance Portfolio Review...........................................................................................................911 INFORMATION REPORTS .....................................................................................................................5611.1 Corporate Services................................................................................................................................56

11.1.1 Bi-Monthly Workforce Statistics Report..........................................................................................5612 GENERAL BUSINESS ............................................................................................................................6613 CLOSURE OF MEETING ........................................................................................................................66



1 PRESENT

2 APOLOGIES

3 LEAVE OF ABSENCE

4 ACKNOWLEDGEMENT OF COUNTRY

5 CONFIRMATION OF MINUTES OF PREVIOUS MEETING

5.1 Minutes - Leadership and Governance Standing Committee Meeting - 14 May 2019

Leadership and Governance Standing Committee Meeting

Meeting of the Central Highlands Regional Council held in the Council Chambers, 65 Egerton Street, Emerald on

Tuesday, 14 May 2019

Commenced at 10.15am

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MINUTES – LEADERSHIP AND GOVERNANCE STANDING COMMITTEE MEETING – TUESDAY 14 MAY 2019 – PAGE 2

CENTRAL HIGHLANDS REGIONAL COUNCIL

LEADERSHIP AND GOVERNANCE STANDING COMMITTEE MEETING

TUESDAY 14 MAY 2019

MINUTES CONTENTS

PRESENT .................................................................................................................................................... 3 APOLOGIES ................................................................................................................................................ 3 LEAVE OF ABSENCE ................................................................................................................................. 3 ACKNOWLEDGEMENT OF COUNTRY ...................................................................................................... 3 CONFIRMATION OF MINUTES OF PREVIOUS MEETING ......................................................................... 3 Leadership and Governance Standing Committee Meeting: 16 April 2019 ................................................... 3 BUSINESS ARISING OUT OF MINUTES .................................................................................................... 3 REVIEW OF OUTSTANDING MEETING ACTIONS .................................................................................... 3 REVIEW OF UPCOMING AGENDA ITEMS ................................................................................................. 3 MATERIAL PERSONAL INTEREST, CONFLICT OF INTEREST, PERSONAL GIFTS AND BENEFITS .... 3 DISCUSSION REPORTS ............................................................................................................................. 4 Chief Executive Officer ................................................................................................................................. 4

10.1.1 Bi-Monthly Safety and Wellness update ...................................................................................... 4 GENERAL BUSINESS ................................................................................................................................. 4 CLOSURE OF MEETING ............................................................................................................................. 4

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MINUTES – LEADERSHIP AND GOVERNANCE STANDING COMMITTEE MEETING – TUESDAY 14 MAY 2019 – PAGE 3 MINUTES – LEADERSHIP AND GOVERNANCE STANDING COMMITTEE MEETING HELD AT 10.15AM TUESDAY 14 MAY 2019 IN THE CENTRAL HIGHLANDS REGIONAL COUNCIL CHAMBERS, EMERALD OFFICE

PRESENT Councillors Councillor (Cr) C. Rolfe (Chair) Councillors (Crs) K. Hayes (Mayor), P. Bell AM, C. Brimblecombe, G. Nixon and G. Sypher Officers General Manager Corporate Services M. Gatt, Minute Secretary T. Wheeler and Corporate Communications Officer K. Paradies. Observers Nil APOLOGIES Nil LEAVE OF ABSENCE Nil ACKNOWLEDGEMENT OF COUNTRY Councillor Rolfe acknowledged the traditional custodians of the land on which we meet today, and paid our respects to the elders, past, present and emerging. CONFIRMATION OF MINUTES OF PREVIOUS MEETING Leadership and Governance Standing Committee Meeting: 16 April 2019 Resolution: Cr Sypher moved and seconded by Cr Brimblecombe “That the minutes of the previous Leadership and Governance Standing Committee Meeting held on 16 April 2019 be confirmed.”

LGSCM 2019 / 05 / 14 / 001 Carried (5-0)

Attendance Councillor Bell attended the meeting at 10.17am. BUSINESS ARISING OUT OF MINUTES Nil REVIEW OF OUTSTANDING MEETING ACTIONS Discussions were held regarding outstanding items. REVIEW OF UPCOMING AGENDA ITEMS Discussions were held regarding upcoming agenda items. MATERIAL PERSONAL INTEREST, CONFLICT OF INTEREST, PERSONAL GIFTS AND BENEFITS Nil

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MINUTES – LEADERSHIP AND GOVERNANCE STANDING COMMITTEE MEETING – TUESDAY 14 MAY 2019 – PAGE 4 Attendance Chief Executive Officer, Scott Mason and Coordinator Safety, Emma MacLennan attended the meeting at 10.22am.

DISCUSSION REPORTS

Chief Executive Officer 10.1.1 Bi-Monthly Safety and Wellness update Executive summary:

This report provides a summary of council’s health and safety performance. The purpose of the

information provided is to highlight to council any issues, risks and opportunities impacting the safety and

health of workers at Central Highlands Regional Council.

Resolution: Cr Nixon moved and seconded by Cr Brimblecombe “That Central Highlands Regional Council receive the Bi-Monthly Safety and Wellness report for the period to 30 April 2019.”

LGSCM 2019 / 05 / 14 / 002 Carried (6-0)

Attendance S. Mason and E. MacLennan left the meeting at 10.36am.

GENERAL BUSINESS The Committee expressed appreciation and offered thanks to all staff involved in the work undertaken during the Safety Compliance Audit. Cr Bell requested a report regarding council’s compliance framework be provided to a future meeting.

CLOSURE OF MEETING There being no further business, the Chair closed the meeting at 10.41am. CONFIRMED CHAIR DATE

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6 BUSINESS ARISING OUT OF MINUTES

7 REVIEW OF OUTSTANDING MEETING ACTIONS

8 REVIEW OF UPCOMING AGENDA ITEMS

9 MATERIAL PERSONAL INTEREST, CONFLICT OF INTEREST, PERSONAL GIFTS AND BENEFITS



10 DISCUSSION REPORTS

10.1 Corporate Services

10.1.1 Governance Portfolio Review

INFORMATION REPORT

Date: 11 June 2019

To: Leadership and Governance Standing Committee Meeting

Author: James Ngoroyemoto, Manager Governance

Authorising Officer: Margaret Gatt, General Manager Corporate Services

File Reference: ECM Document Id 1348228

EXECUTIVE SUMMARY:This report is intended to provide a status update on the review of the current Governance systems, processes and procedures as well as roles and responsibilities for Governance tasks across functional areas of the Council’s organisation to identify issues of coordination and accountability.

OFFICER RECOMMENDATION:

That Central Highlands Regional Council receive the Governance review findings, and endorse the proposed strategies contained within the report.

REPORT:During the past month, the Governance team has undertaken a comprehensive review of the Governance portfolio responsibilities, this review has focused on the following areas:

Governance Framework Compliance Framework Risk Management Framework Policy Framework Council’s Corporate Registers Internal Audit Profile Insurance Profile Corporate Planning

The review looks at the governance arrangements in terms of how the Central Highlands Regional Council (Council) monitors and ensures compliance with the requirements of the Local Government Act and other related legislation. In addition, the review was to establish whether the Council is exposed to any prospect of substantial non-compliance or other governance risks. Governance is still to complete the following areas of the governance portfolio:

1. Delegated Authorities and associated process and register.2. Meetings business papers and associated processes.3. Local Laws process

The above-mentioned areas will be reviewed in the coming months, and a report will be prepared for the August Committee for consideration, with proposed strategies to address any identified weaknesses. The governance review has been a labour-intensive exercise, as most of the information is currently not consolidated. There is a risk of errors occurring in the data gathering process due to misinterpretation of



data as one evaluates a multitude of spreadsheets in different locations and formats. With myriad spreadsheets, key data was found to be often in multiple places and a change in one component will not be reflected in all aggregated data. An enormous time was spent reviewing all compliance requirements and different registers. Below is a detailed description of the specific review undertaken for each focus areas mentioned above, findings and proposed strategy going forwards. Governance Framework ReviewFollowing investigations, it was discovered that a project to draft governance framework was initiated in 2014, with the final draft version being developed in 2015. The draft version was later revised in 2018 and was never adopted by Council. A good governance framework is a conceptual structure and set of rules that outlines how an organisation is managed and controlled. A good governance framework should be developed for the Council. This will maximise the potential for Council to perform at an efficient level, achieve its objectives and enhance public confidence in its decisions, while still conforming to its obligations and responsibilities. It should also result in decisions being made at the appropriate level within the organisation. For this reason, the Governance Framework should establish active procedural steps rather than merely espouse the virtues of esoteric notions of transparency and accountability. Council should strive to deliver:

an approach that focuses on strategic imperatives of the Council rather than merely the formal requirements;

governance framework should be easily accessible and credible to staff, and driven from the top, so that each staff member is well supported and guided in their daily tasks and decisions by a comprehensive set of ideal behaviours and values;

regular reporting and monitoring complemented by revaluation of performance expectations and adjustments where necessary.

Proposed Strategy

1. Review the draft Governance Framework in consultation with Council, Executive Leadership Team and Management Team.

2. Develop an implementation plan to raise awareness of the Governance Framework to staff. Compliance Framework ReviewA review of Council’s compliance with the legislative requirements under the Local Government Act 2009 and Local Government Regulations 2012 has been undertaken, refer to Attachment 1 for results. The review focused on the following statutory requirements:

1. Policies, processes and other matters.2. Planning, financial management and accountability.3. Website publication.4. Keeping registers and records.

The review validated all the planning, financial management and accountability statutory requirements. However, some of Council’s compliance requirements under the Local Government for policies and website publication require attention and are detailed below: Policies, processes and other matters

1. Procurement Policy – Annual Review The procurement policy is overdue for review and the relevant business unit is undertaking a

review of the policy to coincide with the budget process.

2. Contract manual Council has not yet adopted a strategic approach to contracting as this approach requires

forward planning of projects with the creation of an annual procurement plan for the year. At



this stage many Council projects are reactive, and it is not practical for the procurement team to manage given the planning and budgetary constraints.

Local government website publication

1. Financial management documents - Publish details of contracts worth $200,000 or more Details of projects worth more than $200,000.00 are published on Council’s website.

However, there is no display of the relevant details of the contracts in a conspicuous place in the Council’s office.

It is recommended that a notice board or digital display be installed in the public area of Council to display details of projects and other Council activities and notices. This recommendation will also assist in informing the public of Council’s activities and achievement, as this was an issue identified from the recent results of the Community perceptions survey.

2. Policy documents There have been several policy documents identified that are currently available on the

Council’s website. However, copies of these policies are not readily available to be inspected by the public at Council’s office.

To address this issue a register of policies has been printed and contained in a folder at the front counter of 65 Egerton Street which is available for the public to inspect.

Keeping registers and records

1. Records - Record of financial management Council has a financial management plan which is identified in the Council’s 5-year

Corporate Plan. Council also has in place a suite of policies, and an external auditor to manage risks to the extent they relate to financial management.

It is recommended that the record of financial management risks and control measures be incorporated as part of Council’s development of operational risk registers.

In summary, Council currently manages statutory requirements on spreadsheets, this method is: Difficult to test Obstructive to regulatory compliance Unfit for agile business practices Not designed for collaborative work Hard to consolidate

As per Council legislative Compliance Policy (CHRC0046) ‘Council’s level of compliance will be assessed using the Local Government Association of Queensland’s (LGAQ)legislation compliance Service’. This tool will assist Councils in identifying and managing the full range of compliance requirements Queensland Councils must comply with. The legislation compliance service is a subscription service that provides users with access to an online tool to manage their compliance obligations as updated by solicitors King and Co.

Consolidates all relevant compliance obligations into a single repository Allows Council visibility to compliant and non-compliant obligations Council can report and monitor compliance matters Provides clarity to Elected members, CEO and senior staff around risk management and potential

risk exposure



Assists with Council productivity and ability to meet legal and legislative requirements Proposed Strategy

1. Develop a Compliance Framework.2. Implement the LGAQ compliance tool to manage all legislative requirements applicable to CHRC.

Risk Management Framework ReviewCouncil’s internal auditors are currently undertaking an independent risk culture maturity review, to facilitate a gap analysis and evaluation that then leads to a clear and practical enhancement and implementation plan of Council’s risk profile. This review will benchmark Council’s Risk Management Framework against the AS/NZS ISO 31000:2009 Risk Management, with reference to the changes in the recently released ISO 31000:2018, to evaluate performance and progress in improving risk management capability and its impact on improved risk mitigation and performance outcomes. The approach to the review is to consider the current Risk Management Policy, Framework and risk registers in the context of contemporary practice within local government and across other sectors, and to provide a set of recommendations for improvement. The review focuses on four key elements of any Risk Management Framework (RMF):

Risk Governance & Leadership ‐ Policy, Strategy & Culture Embedding Risk Management – Integration and Hierarchy of Risks Risk Management Process Capability, Support & Continuous Improvement

Strategy

1. Review the Risk Management Framework – Internal Audit2. Develop a Risk Management Implementation Roadmap3. Finalise the review of operational risk registers

Policy ReviewA review of the current corporate policy register has been undertaken and the findings attached. Please refer to attachment 2. Council currently has seventy-four (74) policies contained in the policy register and fourteen (14) are overdue for review and a further eleven (11) are due for review by the end of the calendar year. Council adopted the Document Development Framework policy in 2016 and was subsequently reviewed and endorsed in May 2018. There is also in existence a Policy titled Council Policy Framework which was originally adopted in February 2014 and reviewed in January 2016. Based on the results of the review, it is evident that the Framework is not being applied consistently across the organisation. A major area of concern is that the hierarchy of the documents suite is not clear, with some policies containing procedural content, there is a need to differentiate document types. There is also no clear implementation process to be followed by staff for communicating and applying adopted policies.

The Policy Framework should be guided by the principles set out in the Governance. The Policy Framework should comprise of a standard model of concise high-level policies and related detailed procedures, as illustrated below:



A list of the policies overdue and those due to be reviewed by the end of this year is summarised in the table below.

The fourteen (14) policies overdue for review will be targeted as priority one (1) by Governance with the remaining eleven policies (11) set as priority two (2). Governance will assist the business units responsible for the policies to ensure all policies identified as priority 1 or 2 are reviewed by the end of the calendar year. Proposed Strategy

1. Assist business units with priority 1 and 2 policies to review their policies2. Develop a Policies Development and Review Guideline to support the Policy Framework3. Develop tools to assist Officers in the policy review and development process4. Provide Policy writing training to Officers

Corporate’s Corporate Registers ReviewAll corporate registers have been reviewed, and the findings detailed below



Register Available (Y/N)

Comment Recommendation

Legal Claims (Insurance)

Yes No

Register is up to date. Maintain Register

Legal Matters Yes No

The review process has identified gaps in the requesting and recording of legal advice. The current process for referring a legal matter for advice will be updated and a policy will be developed for the establishment of a legal advice panel.

1. Establish Local Legal Panel Policy.

2. Develop process and tools to assist Officers in recording legal advice and costs.

3. Provide annual report on Legal Costs to Audit Committee.

Investigation and Complaints Yes No


PKF Yes No


Infrastructure and Mining Agreements

Yes No

There has been an investigation into existing infrastructure agreements with mining companies. Several agreements have been found and legal advice on their status has been obtained. New infrastructure agreements will be added to this register.

1. Infrastructure and Utilities to maintain register.

2. Governance undertake an annual audit review of the register.

Policies Yes No

Refer to Attachment 2 Maintain Register

Delegations Yes No

Delegations register is in place and annual review of delegations needs to be undertaken. Governance will be undertaking a review of the Delegations register.

Review Delegations registers, in conjunction with the Actions from the Grassroots Connections Australia workshops



Register Available (Y/N)

Comment Recommendation

Conflict of Interest Yes No

Council has a conflict of interest policy and declaration forms for when conflicts arise as part of the recruitment and tendering process. Declarations are filed with the tender or requirement documentation.

Council’s adoption of these policies and processes to manage conflicts of interest outside of those contained within Codes of Conduct resulted from the Crime & Corruption Commission’s corruption audit report titled ‘Managing and responding to conflicts of interest involving council employees.’

It is being recommended that a register is created to capture all declarations of conflicts of interest.

Develop a conflict of Interest register, investigate if Integrity Management Solutions can provide a solution for a centralised register.

Common Seal Yes No

Currently no register exists. Seal is current stored in the Council Safe.

A register will need to be established if the Common Seal is to continue to be used.

Develop a Common Seal Register

Register of Interests Yes No

Register is up to date. Maintain Register, and investigate options for a centralised system

Gifts and benefits Yes No

Register is up to date. Maintain register and investigate options for a centralised system

Proposed StrategyGovernance is currently undertaking investigations to incorporate and consolidated most of the corporate registers into a one stop shop database. The aim to provide a cost effective and efficient means of managing the risks and obligations of implementing and maintaining integrity processes surrounding such things as gift declarations, conflicts of interest and personal asset reporting. A proposal has been received from Integrity Management Solutions (Integrity), to provide CHRC with innovative software solutions (Attain) for meeting complex compliance requirements. Integrity is intending to make Attain available for Local Governments in Queensland. To achieve this the Attain system will need to undergo minor changes to ensure its various modules comply with relevant Queensland legislation and policies that govern such things as disclosure of benefits, publication of registers and Register of Interests forms. To this end, Integrity has recognised the benefits of partnering with a Queensland local government to ensure the Attain system meets Queensland’s exacting standards and can be applied across all local governments.



Integrity intends to adapt the following modules and make them available for local governments in Queensland.

Gifts and Travel disclosure module – full management module inclusive of Gift and Travel Registers Register of Interests Form – full management module Delegations Management Module, inclusive of Delegations Register Records of Use of Delegations (By employees on behalf of delegate) – full workflow process Related Party Disclosure (AASB 124)

Integrity will develop, entirely at their cost, the above modules and at certain times, seek advice and feedback from CHRC on the Attain system they are developing. This is an informal offer with no intention to place any legal obligations on either party. CHRC is free to withdraw from this agreement at any time. In return CHRC will be provided with the finished product for a period of 12 months, free of charge. Internal Audit ProfileThe current contract with the Internal Auditors expires on 30 July 2019. Governance is currently seeking expressions of interest to appoint internal auditors for the period of August 2019 going forward. A report will be tabled at the next Audit Committee meeting to appoint the selected Internal Auditors. However, there are outstanding audit projects, that are currently being completed and will be presented at the August Audit Committee meeting. Strategy

Finalise audit projects under the 2016-2019 Internal audit plan Appoint Internal Auditors Develop Strategic Internal Audit Plan for 2019-2022

Insurance ProfileGovernance has been consulting with relevant officers to compile information requested by LGM assets including year of construction, construction type, number of stories for the Property Protection (ISR) insurance. This information is required for the Insurer to assess Council’s risk profile which will be used as a basis for Council’s insurance premium. Governance has also been liaising with relevant officers to pursue several options for the 2019-2020 renewal to submit to the insurer for quote, including:

1. Asset schedule contains all Council assets;2. Removing a list of assets from the ISR asset schedule; and3. Asset schedule contains all Council assets, but the level of excess is increased from $5,000.00 to

$10,000.00. Council has until 4pm 30 June 2019 to adjust all insurance covers. Once the annual insurance review has been completed in full the findings will be presented to Council Corporate PlanningThe Operational plans are currently under review, with the final draft version circulated to General Managers for contribution. An item will be presented at a future Council meeting to adopt the operational plans. StrategyFollowing the adoption of the operational plans and the 2020 Elections, Governance will commence the process of reviewing the Corporate plan and operational plans. CONSIDERATIONS / IMPLICATIONS:

Corporate/Operational Plan Reference:



5. Leadership and Governance 5.3.1 Maintain high standards of corporate governance Budget/Financial/Resourcing: All other areas of the governance portfolio considered in this report are either currently covered under the 2018-2019 budget, or under the proposed 2019-2020 budget. Local Government Association of Queensland’s (LGAQ) legislation compliance Service will cost approximately $11,000 per annum. Legal/Policy/Delegations:Local Government Act 2009 and Local Government Regulations 2012Council legislative Compliance Policy (CHRC0046)Council Strategic Internal Audit Plan 2016-2019Council Policy FrameworkConflict of Interest Policy (CHRC0044)Council’s Document Development Framework Policy (CHRC0004) Communication/Engagement:The responsibility of CHRC for governance is an integrated element of its overall responsibility and accountability to govern the Council. As a component of broader systems for corporate governance, involves a complex set of leadership behaviors, policies, procedures, and monitoring and improvement mechanisms that are directed towards ensuring good outcomes. Risk Assessment: Governance is the development and management of policy for the benefit of the community. It consists of the processes and systems that the council employs to ensure the ‘good rule and government’ of its local area. Good governance provides an environment where political, economicand social development occurs with positive outcomes. Weaknesses in corporate governance practices and stakeholder management processes expose the Council to the following risks: Potential Risks

1. Poor decisions making, which could be detrimental to the Council’s objectives.2. Exposure to legal, regulatory and reputational risks could become heightened. These could

potentially damage the reputation of the Council and lead to significant legal costs. Potential Benefits

1. Operational efficiency could be improved2. Council’s control systems may be enhanced due to the proper functioning of its audit

committee and the effectiveness of its audit systems. Timings/Deadlines:Council’s insurance premium renewal – 30 June 2019Internal Auditors contract - 30 July 2019 Alternatives considered:NA

ATTACHMENTS:

1. Legislative Compliance Checklist [10.1.1.1]2. List of policies with review dates [10.1.1.2]



– END OF REPORT –

Policies, processes and other matters—statutory requirements checklist and calendar Local Government Act 2009 (LGA09) Local Government Regulation 2012 (LGR12)

Item Legislative

Reference Requirement Mandatory elements

Calendar

Action

Status / Comments

Responsible officer

Policies

Guidelines for

councillors asking

for employee

advice (Acceptable

Request

Guidelines)

S170A LGA09 The local government must, by

resolution, adopt acceptable request

guidelines.

The guidelines must detail:

• the way a councillor may ask a local

government employee for advice to help the

councillor carry out their responsibilities

• reasonable limits on requests a councillor may

make.

Ongoing

Officer: Governance Officer

Current: Yes No

Policy adopted 12 June 2018 –

review date 12 June 2022.

Investment policy S191 LGR12 The local government must prepare and

adopt an investment policy.

The policy must outline:

• the local government’s investment objectives

and overall risk philosophy

• procedures for achieving the goals related to

investment stated in the policy.

Ongoing


Current: Yes No


review date 1 July 2019.



Policies, processes and other matters—Statutory requirements checklist and calendar Page 2 of 7

Item Legislative


Calendar

Action

Status / Comments

Responsible officer

Debt policy S192 LGR12 The local government must prepare and

adopt a debt policy.

The debt policy must state for each financial year

the:

• new borrowings planned for the current

financial year and next 9 financial years

• period over which the local government plans

to repay existing and new borrowings.

Annual –

Financial

Year


Current: Yes No

Policy adopted 26 June 2018

Revenue policy s193 LGR12 The local government must:

• prepare and adopt a revenue policy

• review the policy annually and in

sufficient time to allow an annual

budget that is consistent with the

policy to be adopted for the next

financial year.

The revenue policy must outline the:

• principles for levying rates and charges,

granting concessions for rates and charges,

recovering overdue rates and charges and

cost recovery methods

• purpose of concessions granted

• extent to which physical and social

infrastructure costs for a new development are

to be funded by charges for the development

Reviewed

annually for

each

financial

year

Officer Governance Officer

Completed: Yes No

Policy adopted 26 June 2018

Community grants

policy

s195 LGR12 The local government must prepare and

adopt a policy about local government

grants to community organisations.

The community grants policy must include the

criteria for a community organisation to be eligible

for a grant.

Ongoing


Completed: Yes No

Policy adopted 27 July 2016 –

nominated annual review – policy

has not been reviewed.




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

Entertainment and

hospitality policy

s196 LGR12 The local government must prepare and

adopt a policy about the local

government’s spending on entertainment

and hospitality.

Ongoing


Completed: Yes No



Advertising s197 LGR12 The local government must prepare and

adopt a policy about the local

government’s spending on advertising.

Ongoing


Completed: Yes No



Procurement

policy

s198 LGR12 The local government must:

• prepare and adopt a procurement

policy

• review the policy annually.

The procurement policy must detail the principles,

including the sound contracting principles, that the

local government will apply in the financial year for

purchasing goods and services.

Reviewed

annually for

each

financial

year


Completed: Yes No

Policy adopted 12 July 2016 –

review date 12 July 2017 – policy

is overdue for review.

Contract manual s222 LGR12 Where a local government has adopted a

strategic approach to a contract the local

government must make and adopt a

contract manual that sets out the

procedures for how the local government

is to carry out all contracts.

The manual must:

• apply sound contracting principles

• be consistent with, and support, the

achievement of the strategic direction stated in

the local government’s 5-year corporate plan

• if the local government has adopted a

contracting plan—be consistent with the

contracting plan

Ongoing


Completed: Yes No

Council has not yet adopted a

strategic approach to contracting.




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

• include a policy about how the local

government is to deal with any non-current

assets that have a value of less than the

amount mentioned in s224(8) LGR12.

Strategic approach to contracting

forward planning with the creation

of an annual procurement plan for

the year. At this stage many

Council projects are reactive, and

it would not be practical for the

procurement team to manage

given planning and budgetary

constraints.

Expenses

reimbursement

policy

s250 LGR12 The local government must:

• adopt an expenses reimbursement

policy

• giver public notice of the policy.

The policy must provide for:

• payment of reasonable expenses incurred, or

to be incurred, by councillors for discharging

their duties and responsibilities

• provision of facilities for that purpose.

Ongoing


Completed: Yes No

Policy adopted 11 December

2018 – policy is available on

Council website and on the Vine.

Meeting

procedures

s150G LGA09 The local government must either:

• adopt model procedures issued by

the Department’s chief executive for

the conduct of meetings of a local

government and its committees, or

• prepare and adopt other procedures

for the conduct of its meetings and

meetings of its committees

•

The meeting procedures must:

• not be inconsistent with the model procedures

issued by the Department’s chief executive

• state how the chairperson of a local

government meeting may deal with a

councillor’s unsuitable meeting conduct

• state how the suspected inappropriate conduct

of a councillor referred to the local government

by the Independent Assessor must be dealt

with at a local government meeting.

Ongoing


Completed: Yes No

Policy adopted 27 November

2018.




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

Investigation policy s150AE

LGA09

The local government must adopt an

investigation policy about how it deals

with the suspected inappropriate conduct

of councillors referred, by the

Independent Assessor, to the local

government to deal with.

The policy must:

• include a procedure for investigating the

suspected inappropriate conduct of councillors

• state the circumstances in which another entity

may investigate the conduct

• be consistent with the principles of natural

justice

• require councillors and persons who make

complaints about councillors’ conduct to be

given notice about the outcome of

investigations

Ongoing


Completed: Yes No

Policy adopted 27 November

2018.

Processes

Local law-making

process

s29 LGA09 The local government may decide its own

process for making a local law.

The local government must ensure that its local

law-making process is consistent with Chapter 3,

Part 1 of the LGA09.

Ongoing


Completed: Yes No

No evidence found that CHRC

has decided its 'own' process for

making a local law. Council

website provides link to local

government department website

for further information about local

laws:

http://www.dlgrma.qld.gov.au/local

-government/laws/local-

government-local-laws.html




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

Competitive

neutrality

complaints

process

s48 LGA09

s44 LGR12

The local government must adopt a

process for resolving competitive

neutrality complaints.

The local government must ensure the process deals with:

• resolving a matter before it becomes a complaint

• recording all complaints, decisions and recommendations.

Ongoing


Completed: Yes No

Policy adopted 12 June 2018.

Council also has information

concerning competitive neutrality

complaints on the website

together with the ability to lodge

compliments, comments and

complaints. Therefore, Council

has a ‘process’ for resolving

competitive neutrality complaints.

Administrative

action complaints

process

s268 LGA09

s306 LGR12

The local government must adopt:

• a complaints management process that effectively manages complaints from their receipt to resolution

• written policies and procedures supporting the complaints management process.

The complaints management process must:

• cover all administrative action complaints

made to the local government

• require the local government to quickly and

efficiently respond to complaints in a fair and

objective way

• include the criteria considered when assessing

whether to investigate a complaint

• require the local government to inform an

affected person of the local government’s

decision about the complaint and the reasons

for the decision.

Ongoing


Completed: Yes No

General complaints management

process and associated

procedures adopted 9 October

2018.

Other matters




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

Performance

appraisal of CEO

s12(4)(e)

LGA09

The mayor must conduct a performance

appraisal of the CEO at least annually

Process to be decided by the local government. Ongoing


Completed: Yes No

Insurance s107 LGA09

s214 LGR12

The local government must maintain

public liability insurance and professional

indemnity insurance.

The local government must maintain:

• public liability insurance in the amount of $30M

• professional indemnity insurance in the

amount of $10M.

Ongoing


Completed: Yes No

Council has current certificate of

Currency valid until 30 June 2019

covering: Public Liability, Products

Liability and Professional

Indemnity - $600,000,000.00

Organisational

structure

s196 LGA09 The local government must, by

resolution, adopt an organisational

structure appropriate to the performance

of the local government’s responsibilities.

A panel, constituted by the mayor, CEO and either

the chairperson of a local government committee

or the deputy mayor, must be constituted to

appoint a senior executive employee.

The CEO is responsible for appointing all other

employees.

Ongoing


Completed: Yes No

Council adopted via resolution –

General 2017/05/23/015 an

organisational structure

appropriate to the performance of

the local government’s

responsibilities.



Planning, financial management and accountability-statutory

requirements checklist and calendar

Local Government Act 2009 (LGA09); Local Government Regulation 2012 (LGR12)

Item Legislative reference

Requirement Mandatory elements Calendar action

Status / Comments responsible officer

Planning and accountability documents

Five year corporate plan

s104 LGA09

ss165-166 LGR12

The local government must prepare and adopt a five year corporate plan.

It must adopt the corporate plan in sufficient time to allow a budget and annual operational plan consistent with the corporate plan to be adopted for the 1st financial year that is covered by the plan.

The corporate plan must :

• outline the strategic direction of the local government

• state performance indicators for measuring progress in achieving the local government’s vision

• outline the objectives of each commercial business unit and the nature and extent of the significant business activity conducted by each commercial business unit.

Every five years

Officer: Governance Officer Completed: Yes No 5 Year Corporate Plan content adoption – General 2017/06/13/008 2017-2018 Budget adopted 11 July 2018

Long-term asset management plan

s104 LGA09

ss167-168 LGR12

The local government must prepare and adopt a long-term asset management plan (AMP) for a period of at least 10 years.

The AMP outlines the local government’s policies and strategies for ensuring sustainable management of assets and infrastructure during the period of the plan.

The long-term asset management plan must:

• provide strategies to make sure sustainable management of local government assets and infrastructure

• state the estimated capital expenditure for renewing, upgrading and extending the assets for the period of the plan

• be part of, and consistent with, the long-term financial forecast.

Every 10 years

Officer Governance Officer Completed: Yes No Asset Management Policy and Asset Management Strategy adopted by Council – Finance & Infrastructure SC – 2016/06/14/006.



Planning, financial management and accountability-statutory requirements checklist and calendar - 2 -




Annual operational plan

s104 LGA09

ss174-175 LGR12

The local government:

• must prepare and adopt an annual operational plan consistent with its budget

• may, but need not, adopt the annual operation plan at the same time it adopts its budget.

The operational plan must state how the local government will:

• progress implementation of the five year corporate plan during the period of the operational plan

• manage operational risks

It must also include an annual performance plan for each commercial business unit.

Annual Officer Governance Officer Completed: Yes No Council adopted the 2018-2019 Operational Plan – General 2018/06/26/004 – re-adopted with amendments – General 2018/07/24/004 Key priorities with performance measure linked to council officers within each business unit.

Report on operational plan

s174 LGR12 The CEO must present the local government with a written assessment of the local government’s progress toward implementing its annual operational plan.

The CEO must present a report on progress at regular intervals of not more than three months.

Four reports per year. Minimum three month interval.

Officer Governance Officer Completed: Yes No 2017-2018 Operational Plan adopted – General 2017/06/27/017 Q1 – Operational Performance Report presented to Council – General 2017/11/28/003 Q2 – Operational Performance Report presented to Council – General 2018/03/05/009 Q3 – Operational Performance Report presented to Council – General 2018/04/24/005 Q4 – Operational Performance Report presented to Council – General 2018/08/07/010.







Annual report s104 and s201 LGA09

ss182 - 190 LGR12

The local government must:

Prepare an annual report for each financial year, and

Adopt this report within one month after the Auditor-General signs off on the audit of council's general purpose financial statements.

The annual report must be published on the council's website within two weeks of adoption.

Refer to Annual Report checklist.

Within one month of Auditor-General sign off of the council’s general purpose financial statements.

Officer: Governance Officer Completed: Yes No Annual report adopted – General 2018/10/23/011. Independent auditor’s report signed 5/10/2018 and published on Council’s website for viewing.

Review and report on the progress of the operational plan and corporate plan

s104 LGA09

s190 LGR12

The local government must undertake an annual review and deliver a report on implementation of the annual operational plan and corporate plan.

To be included in annual report.

Officer Governance Officer Completed: Yes No 2017-2018 Annual report includes – performance scorecard for key priorities as well as performance report for each key priority. Annual report also includes financial statements

Financial management documents

Annual budget

s104 LGA09

ss169-170 LGR12

The local government must prepare a budget (on an accrual basis) for its operating fund for each financial year.

The budget must be consistent with the local government’s:

• five year corporate plan

• annual operational plan.

The budget must include all elements as set out in s169 LGR12.

Must be adopted after 31 May and before 1 August.


Completed: Yes No

2018-2019 Annual budget adopted 26 June 2018.







Long-term financial forecast

s104 LGA09

s171 LGR12


• prepare a financial forecast covering a period of at least 10 years

• review the forecast annually.

The long-term financial forecast must contain, for each year during the period of the forecast, a forecast of income, expenditure and the value of assets, liabilities and equity.

Must be adopted after 31 May and before 1 August.


Completed: Yes No

Long-term Financial Forecast from June 2019 to June 2028 adopted as part of 2018-2019 budget.

Also adopted as part of 2018-2019 Budget was the Long-Term Financial Plan 2018-2029.

Revenue statement s104 LGA09

s172 LGR12


• prepare a revenue statement each financial year

• include the revenue statement in the annual budget (s169 LGR 2012).

The revenue statement must include information for the financial year covering:

• lists and descriptions of rating categories

• special rates and charges for any joint government activity

• criteria for deciding the amount of cost-recovery fees

• criteria for deciding the amount of charges for goods and services supplied by any business activity conducted by the local government

• an outline and explanation of the measures adopted for raising revenue including rates and charges to be levied and concessions for rates and charges to be granted

• whether the local government has made a resolution limiting an increase to rates and charges.

Must be adopted in annual budget.


Completed: Yes No

Revenue Statement 2018-2019 – Adopted in Special Budget Meeting 26 June 2018.

General purpose financial statement

s104 LGA09

The local government must prepare a general purpose financial statement for each financial year.

The general purpose financial statement must be prepared in compliance with the following documents published by the Australian

Within four months after the








s176 and s177 LGR12

s212 LGR12

Accounting Standards Board:

• Australian Accounting Standards

• Statements of Accounting Concepts

• Interpretations

• Framework for the Preparation and Presentation of Financial Statements.

end of the financial year. ie by the 31 October it must be signed by the Auditor-General.

Completed: Yes No

2017-2018 Annual Report signed off by delegate of the Auditor-General – 5 October 2018.

Current year financial sustainability statement

s176 and s178 LGR12

The local government must prepare a current year financial sustainability statement.

The current year financial sustainability statement must state the relevant measures of financial sustainability for the financial year to which the statement relates.

Within four months after the end of the financial year. ie by the 31 October it must be signed by the Auditor-General.


Completed: Yes No

Current Financial Sustainability Statement for the year ended 30 June 2018 – signed by CEO and Mayor on 28 September 2018.

Signed off by delegate of the Auditor-General – 5 October 2018.

Long-term financial sustainability statement

s176 and s178 LGR12

The local government must prepare a long-term financial sustainability statement.

The long-term financial sustainability statement must state:

• the relevant measures of financial sustainability for the nine years following the year the statement relates to

• an explanation of the local government’s financial management strategy that is consistent with the long-term financial forecast.

Within four months after the end of the financial year. ie by the 31 October it must be signed by the Auditor-General.


Completed: Yes No

Long-term Financial Sustainability Statement for the year ended 30 June 2018 – signed by CEO and Mayor on 28 September 2018.







Presentation of Auditor-General’s observation report by mayor

s213 LGR12 If the Auditor-General gives the mayor a copy of the Auditor-General’s observation report, the report must be presented to the full Council.

The Mayor must present a copy of the Auditor-General’s observation report at the next ordinary meeting of the local government after receiving the report.

Meeting following receipt of report.


Completed: Yes No

Audit report received – General 2018/10/23/010.

Community financial report

s179 LGR2 The local government must prepare a community financial report for each financial year.

The report must:

• contain a summary and analysis of the local government’s financial performance and position

• be consistent with the general purpose financial statement

• include the relevant measures of financial sustainability (as in the budget)

• be written in a way that can be easily understood by the community.

To be included in annual report.


Completed: Yes No

Community Financial Report incorporated as part of the 2017-2018 Annual Report and includes the mandatory requirements.

Financial report s204 LGR12 The local government must prepare a financial report.

The CEO must present the financial report to a meeting of the local government at least once a month.

The financial report must state progress that has been made in relation to the local government’s budget for the period of the financial year as near as practicable to the end of the month before the meeting is held.

At least once a month.


Completed: Yes No

Financial report is being reported monthly to Council.

Statement of estimated financial position

s205 LGR12 The CEO must present the local government’s annual budget meeting with a statement of estimated financial position.

The statement of estimated financial position is a document stating the financial operations and financial position of the local government for the previous financial year.

At the meeting to adopt annual budget.


Completed: Yes No

Notice local s215 LGR12 The local government must give The local government must give the Director- By 15







government has paid notional GST

notice to the Director-General, Department of Infrastructure, Local Government and Planning, about payment of GST.

General written notice stating it has paid notional GST for the previous financial year.

September Officer: Governance Officer

Completed: Yes No

Signed 3 August 2018.

Public access to relevant financial and planning documents

Public access to relevant financial and planning documents

s199 LGR12 The local government must allow the public to inspect particular local government documents:

• at the local government’s public office

• on the local government’s website.

Copies of these documents must also be available for purchase.

Documents that must be available to the public:

• five year corporate plan

• annual budget

• general purpose financial statement

• community financial report

• annual report

• investment policy

• debt policy

• community grants policy

• procurement policy.

Ongoing, following adoption


Completed: Yes No

5 year corporate plan current and available on the Council’s website.

Annual budget (2018-2019) available on the website.

Annual report available on the website.

Debt, investment, community grants and procurement policies available on the website.

Audit—internal

Establish internal audit function

s105 LGA09

s207 LGR12

All local governments must establish an efficient and effective internal audit function.

Each financial year, the local government must:

• prepare an internal audit plan

• carry out an internal audit

• prepare a progress report for the internal audit

• assess compliance with the internal audit

For each financial year


Completed: Yes No

Internal audit service extended on 15 May 2018 until 31 July 2019.







plan.

Internal audit plan 2018-2019 adopted 21 June 2018.

Progress reports prepared for Audit Committee Meetings.

Establish audit committee

s105 LGA09

ss208 - 211 LGR12

Each 'large' local government must establish an audit committee.

A large local government is a local government with a remuneration category of three or higher.

The role of the audit committee is to monitor and review the:

• integrity of financial documents

• internal audit function

• effectiveness and objectivity of the local government’s internal auditors.

The committee must give a written report to the local government about the matters reviewed and its recommendations as soon as practicable after each meeting of the committee.

The CEO must present the committee’s report to the next meeting of the local government.

The audit committee must meet at least twice each financial year.


Completed: Yes No

10 July 2018

Loan borrowings

Borrowings application lodgement with the department

s34 of Statutory Bodies Financial Arrangements Act 1982

All local government borrowings must be approved by the Director-General, Department of Infrastructure, Local Government and Planning under delegation from the Treasurer.

Annual - department will advise date at the start of each financial year.


Completed: Yes No

27/10/2017.

Drawing down approved borrowings

All approved borrowings must be drawn down from the Queensland Treasury Corporation in the financial year approved.

Annual by 30 June


Completed: Yes No

26 June 2018



Local government website publication—statutory requirements checklist and calendar Local Government Act 2009 (LGA09) Local Government Regulation 2012 (LGR12)

Item Legislative

Reference Mandatory elements Calendar Action

Status / Comments

Responsible officer

Financial management documents

5 year corporate plan

s199 LGR12 The local government must allow the public to:

• inspect the corporate plan at the local government’s public office and on the local government’s website

• purchase copies of the corporate plan from the local government.

The current corporate plan must be available at all times


Completed: Yes No

Current 5-year Corporate Plan (2017-2022) is available to view and download from Council’s website.

Annual budget s199 LGR12

The local government must allow the public to:

• inspect the budget at the local government’s public office and on the local government’s website

• purchase copies of the budget from the local government.

The current budget must be available at all times


Completed: Yes No



Local government website publication—statutory requirements checklist and calendar Page 2 of 8

Item Legislative


Status / Comments

Responsible officer

Notice of discretionary funds for councillors

s202 LGR12

The local government must ensure a notice about discretionary funds is:

• published on the local government’s website

• displayed in a conspicuous place in the local government’s public office.

Within 20 business days of adopting the budget


Completed: Yes No

There does not appear to be any discretionary funds in the budget or reported in the Annual report.

Publish details of contracts worth $200 000 or more

s237 LGR12

The local government must, as soon as practicable after entering a contract worth $200 000 or more (exclusive of GST):

• publish the relevant details of the contract on the local government’s website

• display the relevant details of the contract in a conspicuous place in the local government’s public office.

Ongoing


Completed: Yes No

Details of projects are published on Council’s website.

No notices board in public area to display contracts.

Annual report ss182 - 199 LGR12

The local government must, within 2 weeks of adopting the annual report, allow the public to:

• inspect the annual report at the local government’s public office and on the local government’s website

• purchase copies of the annual report from the local government.

The current annual report must be available at all times within 2 weeks of adoption


Completed: Yes No

Current annual report (2017-2018) is available to view and download from the Council’s website.

Policy documents

Investment policy s199 LGR12

The local government must allow the public to: The current policy must be available at all times





Item Legislative


Status / Comments

Responsible officer

• inspect the policy at the local government’s public office and on the local government’s website

• purchase copies of the policy from the local government.

Completed: Yes No

Current 2018-2019 investment policy is available on Council’s website and on the Vine.

No notices board or copies kept in the public area of Council.

Debt policy s199 LGR12




The current policy must be available at all times


Completed: Yes No

Current 2018-2019 Debt policy is available on the website and on the Vine.


Community grants policy

s199 LGR12






Completed: Yes No

Policy is available on Council’s website and on the Vine.





Item Legislative


Status / Comments

Responsible officer

Procurement policy s199 LGR12






Completed: Yes No

Procurement policy is available on the Council’s website.

No notices board or copies kept in public area for the public to ‘inspect’.

Expenses reimbursement policy

s251 LGR12 The local government must allow the public to:





Completed: Yes No

Expenses reimbursement policy is available on the Council’s website.

No notices board or copies in the public area for the public to ‘inspect’.

Investigation policy s150AE LGA09 The local government must publish the policy on the local government’s website.



Completed: Yes No

Policy adopted 27 November and is available on Council’s website.

Councillors and meetings




Item Legislative


Status / Comments

Responsible officer

Notice of meetings s277 LGR12

The local government must publish a notice of the days and times of its ordinary meetings and committee meetings. The notice must be:

• published in a newspaper circulating generally in the local government’s area and on the local government’s website

• displayed in a conspicuous place in its public office.

At least once in each year


Completed: Yes No

Council minutes s272 LGR12

The local government must ensure a copy of the minutes of each meeting:

• is available for inspection by the public at the local government’s public office and on the local government’s website

• once confirmed, is available for purchase from the local government.

Must be available for inspection within 10 calendar days after the meeting

Officer: Governance Officer.

Completed: Yes No

Council minutes of each meeting are available on the Council’s website.

Copies are also available from reception.

Register of interests of councillors

s295 LGR12

The local government must ensure a copy of the register of interests of councillors may be inspected by the public:



Ongoing –must include any change no later than 5 business days after the change is made


Completed: Yes No

Councillor material personal interest at a meeting

s175J(1) LGA09 The local government must ensure, where a councillor declares a material personal interest, that the following information is recorded in the minutes of the meeting, and on the local government’s website:

• the name of the councillor who has the material personal interest, or possible material personal interest, in a matter

• the nature of the material personal interest, or possible material personal interest, as described by the councillor outlining:-

Ongoing


Completed: Yes No




Item Legislative


Status / Comments

Responsible officer

• the name of the person or other entity who stands to again a benefit, or suffer a loss, depending on the outcome of the council’s consideration of the matter

• how the person or entity stands to gain the benefit or suffer the loss

• if the person or other entity who stands to gain the benefit or suffer the loss is not the councillor—the nature of the councillor’s relationship to the person or entity

• whether the councillor participated in the meeting, or was present during the meeting, under an approval granted by the Minister for Local Government.

Note: Publishing on the website as part of council’s minutes is acceptable.

Councillor conflict of interest at a meeting

s175J(2) LGA09 The local government must ensure, where a councillor declares a conflict of interest, that the following information is recorded in the minutes of the meeting, and on the local government’s website:

• the name of the councillor who has the real or perceived conflict of interest

• the nature of the personal interest, as described by the councillor

• if the councillor’s personal interests arise because of the councillor’s relationship with, or receipt of a gift from, another person:-

• the name of the other person

• the nature of the relationship or value and date of receipt of the gift

• the nature of the other person’s interests in the matter

• details about any decisions made by other councillors about participation of the councillor in the meeting, including the reasons for those decisions

Ongoing


Completed: Yes No

Councillor conflict of interest are recorded, and meeting minutes are available from Council’s website.




Item Legislative


Status / Comments

Responsible officer

• if the councillor voted on the matter—how the councillor voted on the matter

• how the majority of persons who were entitled to vote at the meeting voted on the matter.

Note: Publishing on the website as part of council’s minutes is acceptable.

•

Councillor conduct register

s150DX,

150DY,

150DZ LGA09

The local government must keep an up-to-date councillor conduct register and must:

• make the register available for inspection at the local government’s public office

• allow members of the public to purchase a copy of an entry in the register at the local government’s public office

• publish the register on the local government’s website

Ongoing Officer Governance Officer

Completed: Yes × No

Administrative complaints

Process for resolving administrative action complaints

s306 LGR12

The local government must ensure that the public may inspect the complaints management process (including related policies and procedures):


• on the local government’s website

Ongoing

Officer GEC

Completed: Yes × No

Complaints management process and associated procedures adopted 9 October 2918.

Local law register




Item Legislative


Status / Comments

Responsible officer

Local law register s31 LGA09

s14 LGR12

The local government must publish a register of its local laws:


• on the local government’s website

Ongoing


Completed: Yes No

Notices relating to specific processes (only as required)

Notice of making a local law

s29B LGA09 The local government must let the public know that a local law has been made by the local government by publishing a notice of making the local law:

• in the gazette


Within 1 month of making the local law


Completed: Yes No

Notice of closing roads

s69 LGA09 The local government must publish notice of the closing of the road in the way that the local government considers appropriate (including on its website, for example).

As required


Completed: Yes No

Notice of approved inspection program

s134 LGA09 The local government must publish a notice about the approval of an inspection program:

• in a newspaper that is circulating generally in the local government area


At least 14 but not more than 28 calendar days before the start of the program


Completed: Yes No

Invitation to fill a vacancy in the office of a councillor in the final 18 months of the local government term

s166 LGA09 If the person who is to be appointed need not be a political party’s nominee, the chief executive officer must, within 14days after the office becomes vacant, invite nominations by written notice published:

• in a newspaper that is circulating generally in the local government area


Within 14 calendar days of the vacancy


Completed: Yes No

No current vacancies



Keeping registers and records—statutory requirements checklist and calendar Local Government Act 2009 (LGA09) Local Government Regulation 2012 (LGR12)

Item Legislative


Calendar

Action

Status / Comments

Responsible officer

Registers

Local law register s31 LGA09

s14 LGR12


• keep a register of its local laws

• make the register available for

inspection at the local government’s

public office and displayed on its

website.

The register must contain, for each local law,

the law’s name, purpose and general effect.

Ongoing


Current: Yes No

Council keeps a register of local

laws and provides access to local

laws via website -

http://www.centralhighlands.qld.g

ov.au/about-council/laws-

policies/local-laws/

Roads map and

register

s74 LGA09

s57 LGR12


• prepare and keep updated a map of

every road in its local government

area and a register of the roads

• make the map and the register

available to the public.

The road register must identify:

• the category of every road

• the level of every road that has a fixed level

• the length of every road

• if the road is formed, gravelled pavement or

sealed pavement, the length and width of

Ongoing


Current: Yes No



Keeping registers and records—statutory requirements checklist and calendar Page 2 of 7

Item Legislative


Calendar

Action

Status / Comments

Responsible officer

the formed, gravelled pavement or sealed

pavement part.

Register of cost-

recovery fees

s98 LGA09 The local government must:

• keep a register of all cost-recovery

fees

• make the register available to the

public.

The register must state the type of cost-

recovery fee and the provision of the legislation

authorising the action for which the cost-

recovery fee has been levied.

Ongoing


Current: Yes No

Council provides access to

register of commercial and cost

recovery fees 2018/19 via the

website. Register contains

legislative references authorising

the action for which the cost-

recovery fee has been levied.

Asset register s104 LGA09

s180 LGR12

The local government must prepare

and keep an asset register.

The asset register must be current and record

the local government’s non-current physical

assets.

Ongoing


Completed: Yes No

Council uses Assetic – MyData

program to keep and manage an

asset register.

Councillor

conduct register

s150DX

s150DY

s150DZ

LGA09


• keep an up-to-date councillor

conduct register about the following

matters:–

- orders made about the unsuitable

meeting conduct of councillors at

local government meetings

For a complaint that has been dismissed by the

Independent Assessor, the register must

include:

• the date the complaint was made

• a summary of the complaint

• a statement about why the complaint was

dismissed.

Ongoing


Completed: Yes No

Council keeps Councillor Conduct Complaints register accessible via the website. Register has been broken into




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

- decisions about suspected

inappropriate conduct of

councillors referred to the local

government

- decisions about whether or not

councillors have engaged in

misconduct made by the

Councillor Conduct Tribunal

- complaints about the conduct of

councillors dismissed by the

Independent Assessor

- decisions to take no further

action in relation to the conduct

of councillors investigated by the

Independent Assessor

• make the register available for

inspection and purchase at the

local government’s public office,

and publish the register on its

website.

For all other councillor conduct complaints, the

register must include:

• a summary of the decision made about a

councillor’s conduct and the reasons for the

decision

• the name of the councillor about whom the

decision was made

• the date of the decision.

two sections containing both pre-3 December 2018 register and post 3 December register and associated requirement.

Delegations

register

s260 LGA09

s305 LGR12

The CEO must:

• keep a register of all delegations by

the local government, mayor or

chief executive officer

• make the register must be available

to the public.

The register must include:

• the name or title of the person, or the name

of the committee, to whom powers are

delegated

• a description of the powers delegated and

provisions under a Local Government Act

permitting or requiring the exercise of the

power

• if the delegation was by the local

government—a summary of the resolution,

including date and number of the resolution

Ongoing


Current: Yes No

Council has a register of

delegations – Register needs

review.

Council website provides

information about register of




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

and a summary of any conditions to which

the delegation is subject.

delegations under the Publication

Scheme and directs members of

the public that are wanting to

request further information about

public registers to contact

council.

Registers of

interests

ss289 - 297

LGR12

Schedule 5

LGR12

The CEO must maintain a register of

interests of:

• each councillor

• senior executive employees

• a person related to a councillor or

senior executive employee.

The register of interests of a councillor

must be available to the public at the

local government’s public office and on

its website.

The mayor must keep a register of

interests of:

• the CEO

• a person related to the CEO.

The registers must contain the financial and

non-financial interests as prescribed by

Schedule 4 of LGR12.

A councillor, the CEO or a senior executive

employee must ensure that their register and

the register of any related person is updated

within 30 days after the person knows that the

register is not up to date.

The copy of the register of interests of a

councillor available for public inspection must

include a change to the register no later than 5

business days after the change is made.

Ongoing


Current: Yes No

Councillor’s register of interests

are available to the public on the

Council’s website.

Records

Record of

unsuitable

meeting conduct

orders

s150I LGA09 The chairperson of a local government

meeting must ensure details of an

order made against a councillor for

unsuitable meeting conduct at a local

government meeting are recorded in

the meeting minutes of the meeting.

The record in the minutes of the meeting must

include details of the order.

Ongoing


Completed: Yes No

Record of the

taking of

s169(4)

LGA09

The CEO must keep a record of the

taking of declaration of office.

Ongoing




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

declaration of

office


Completed: Yes No

Record of declaration of office

recorded in ECM for all

Councillors.

Record of

declaration of

material personal

interest

s175J(1)

LGA09

A declaration of a material personal

interest must be included in the

meeting minutes and on the local

government's website.

The record in the minutes and the local government’s website must include:

• the name of the councillor

• the nature of the material personal interest or possible material personal interest as described by the councillor outlining:-

• the name of the person or other entity who stands to gain a benefit, or suffer a loss, depending on the outcome of the council’s consideration of the matter

• how the person or entity stands to gain the benefit or suffer the loss

• if the person or other entity who stands to gain the benefit or suffer the loss is not the councillor—the nature of the councillor’s relationship to the person or entity

• whether the councillor participated in the

meeting or was present during the meeting

under an approval from the Minister.

Ongoing

Officer Governance

Completed: Yes No

Record of

declaration of

conflict of interest

s175J(2)

LGA09

A declaration of a conflict of interest

must be included in the meeting

minutes and on the local government's

website.

The record in the minutes and the local government’s website must include

• the name of the councillor

• the nature of the personal interest as described by the councillor

Ongoing


Completed: Yes No




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

• if the councillor’s personal interests arise because of the councillor’s relationship with, or receipt of a gift from, another person:-

• the name of the other person

• the nature of the relationship or value and date of receipt of the gift

• the nature of the other person’s interests in the matter

• details about any decisions made by other councillors about participation of the councillor in the meeting, including the reasons for those decisions

• whether the councillor participated in the meeting or was present during the meeting under an approval from the Minister

• if the Councillor voted on the matter, how they voted

• how the majority of councillors who were

entitled to vote at the meeting voted.

Meeting minutes records

declarations of conflicts of

interest and includes the required

details. Meeting minutes are

available from Council’s website.

Land record

s154 LGR12 The local government must keep a land

record detailing specific information

about each parcel of rateable land.

The land record must contain:

• the name and postal address of the owner

• a description of the land, including its

location and size

• its value and the day of effect of the relevant

valuation under the Land Valuation Act

• information about rates or charges levied as

specified in s154(2)(d) LGA09.

Ongoing


Completed: Yes No

Property data provided directly

from the Department of Natural

Resources, Mines and Energy.

Record of

financial

management

s164 LGR12 The local government must keep a

record of risks to which local

government operations are exposed to

The record must include:

• operational risks related to financial

management

Ongoing


Completed: Yes No




Item Legislative


Calendar

Action

Status / Comments

Responsible officer

risks and control

measures

the extent they relate to financial

management.

• control measures adopted to manage the

risks.

The local government must keep with the

record, each of the following its:

• community grants policy

• entertainment and hospitality policy

• advertising spending policy

• procurement policy.

Record of

administrative

action complaints

s306 LGR12 The local government must keep a

record of all administrative action

complaints.

The local government must also ensure:

• internal reports are occasionally provided to

senior management about the operation of

the complaints management process

• mechanisms are in place to identify, analyse

and respond to complaint trends and

monitor effectiveness of the process.

Ongoing


Completed : Yes No



Policy Name Date Adopted Review Date Frequency of Review Department

Advertising Spending Policy 6/12/2018 6/12/2022No more than every four

(4) yearsCommunities

Arts and Cultural Policy 2/11/2017 2/07/2019 Annually Communities

Community donations and sponsorships Policy 27/7/2016 12/01/2017 Annually Communities

Community engagement 21/6/2010 21/6/2011 - Communities

Environmental Policy 9/06/2010 - Annually Communities

Media relations policy 9/11/2018 9/11/2022No more than every four


Regional economic development incentive policy 12/11/2018 23/10/2022No more than every four


Social media policy 9/11/2018 9/11/2022No more than every four


Tenure of council owned or controlled land

to sporting and active recreation12/11/2018 12/10/2020 Biennially Communities

Water and waste for sport and

active recreation organisations policy12/11/2018 12/10/2020 Biennially Communities

Youth Protection Policy 24/9/2014 24/9/2015 Biennially Communities




Asset Accounting Policy 9/11/2018 9/11/2022No more than every four

(4) yearsCorporate Services

Asset Disposal Policy 5/09/2017 7/01/2018 Biennially Corporate Services

Asset Management Policy 14/6/2016 14/6/2017 Annually Corporate Services

Audit Committee Charter 15/05/2018 14/05/2020 Biennially Corporate Services

Budget Policy 26/06/2018 1/07/2019 Annually Corporate Services

Common Seal Policy 13/8/2014 8/12/2016 Biennially Corporate Services

Competition and water reform Policy 26/06/2018 1/07/2019 Annually Corporate Services

Competitive neutrality complaints 6/12/2018 6/12/2022No more than every four


Complaints about the Chief Executive Officer 9/11/2018 9/11/2022No more than every four


Concealed Leaks Policy 25/3/2015 4/01/2017 Annually Corporate Services

Conflict of interest Policy 6/12/2018 6/12/2022No more than every four


Copyright policy 6/12/2018 6/12/2022No more than every four


Corporate uniform and dress Policy 30/6/2014 7/01/2015 Biennially Corporate Services

Council document development framework 15/5/2018 4/09/2020No more than every four





Councillor acceptable requests Policy 6/12/2018 6/12/2022No more than every four


Councillor code of conduct 27/11/2018 26/11/2022No more than every four


Councillor contact with lobbyists, developers and submitters 6/12/2018 6/12/2022No more than every four


Debt Policy 26/06/2018 1/07/2019 Annually Corporate Services

Defined urban areas Policy 30/8/2012 30/8/2016No more than every four


Disciplinary Policy 18/12/2017 18/12/2021No more than every four


Education Assistance Policy 2/01/2010 - - Corporate Services

Employee Assistance Program 12/01/2008 - - Corporate Services

Employee Code of Conduct Policy 6/12/2018 6/12/2022No more than every four


Employee Grievance Policy 18/12/2017 18/12/2021No more than every four


Enterprise Risk Management Policy 10/09/2018 10/09/2022No more than every four


Entertainment and Hospitality Policy 6/12/2018 6/12/2022No more than every four


Equal employment opportunity

and Anti-Discrimination Policy27/10/2017 12/12/2021

No more than every four


Expenses Reimbursement and

Provision of facilities for Mayor & Councillors12/11/2018 7/01/2020

No more than every four





Fraud and corruption control policy 22/11/2016 22/11/2018 Annually Corporate Services

General complaints management policy 9/10/2018 29/3/2019No more than every four


Information privacy policy 21/6/2010 20/6/2011 Annually Corporate Services

Intellectual property policy 6/12/2018 6/12/2022No more than every four


Internal audit charter 15/05/2018 14/05/2019 Annually Corporate Services

Investment policy 26/06/2018 1/07/2019 Annually Corporate Services

Legislative compliance policy 6/12/2018 6/12/2022No more than every four


Local preference policy 7/07/2018 7/07/2020No more than every four


Motor vehicle policy 1/01/2016 1/01/2020No more than every four


Performance management policy 18/12/2017 18/12/2019No more than every four





Procurement policy 7/12/2016 7/12/2017 Annually Corporate Services

Public interest disclosure policy 9/11/2018 9/11/2022No more than every four


Rates and charges collection policy 26/06/2018 1/07/2019 Biennially Corporate Services

Records management policy 13/12/2010 13/12/2011 Annually Corporate Services

Reserves policy 26/06/2018 1/07/2019 Annually Corporate Services

Revenue policy 26/06/2018 1/07/2019 Annually Corporate Services

Revenue Statement 26/06/2018 1/07/2019 Annually Corporate Services

Service Change Request Policy 8/01/2013 7/01/2015 Biennially Corporate Services

Standing orders policy 27/11/2018 26/11/2022No more than every four


Trainee and apprentice policy 9/01/2013 7/01/2015 Biennially Corporate Services

Travel and accommodation policy 18/12/2017 18/12/2021 Biennially Corporate Services

Workplace bullying and harassment policy 27/10/2017 1/12/2019 Biennially Corporate Services

Employee use of eletronic communication device policy 4/06/2010 19/11/2012 Annually Corporate Services

Related party disclosure policy 7/12/2016 4/01/2017 AnnuallyCorporate Services and

Executive Management




Quality policy statement 31/05/2018 31/05/2019 - Customer and Commercial Services

Staff housing rental policy 21/11/2016 12/01/2017 Annually Customer and Commercial Services

Customer service standards - water supply and sewerage 12/10/2014 12/12/2019 - Infrastructure and Utilities

Providing assistance in a fire emergency or policy 13/6/2017 30/6/2018 Annually Infrastructure and Utilities

Water sub-metering for community title schemes 13/6/2017 30/6/2018 Annually Infrastructure and Utilities

Water supply (domestic use only) for Sapphire

and Rubyvale mining claims policy7/10/2013 6/01/2015 Biennially Infrastructure Assets & Public Facilities

Personal protective equipment policy 2/09/2017 2/09/2021No more than every four

(4) yearsOffice of the Chief Executive Officer

Work health and safety policy 7/01/2018 7/01/2020 Annually Office of the Chief Executive Officer

Fitness for Work Policy - 8/01/2018 - Office of the Chief Executive Officer

No smoking policy 20/4/2017 20/12/2021No more than every four

(4) yearsOffice of the Chief Executive Officer





11 INFORMATION REPORTS

11.1 Corporate Services

11.1.1 Bi-Monthly Workforce Statistics Report

INFORMATION REPORT

Date: 11 June 2019

To: Leadership and Governance Standing Committee Meeting

Author: Tanya Rouse, Manager Human Resources

Authorising Officer: Margaret Gatt, General Manager Corporate Services

File Reference: N/A

EXECUTIVE SUMMARY:

This report provides a basic overview of our current workforce metrics as at 3 June 2019. Only slight movements in statistical data due to new starters and resignations.

The HR team have implemented a range of new strategies to recruit to our vacancies and these are further enhanced with the addition of two new temporary full-time recruitment officers. Our aim is to reduce the turnaround time of our recruitment services to the organisation, therefore recruiting in a more efficient and effective manner.

We have a renewed focus on attraction and retention with 89 new employees this financial year and have progressed the draft attraction and retention strategy, reward and recognition framework and a refresh of marketing ourselves as an employer of choice on our website.

These approaches are key actions underpinning both our draft People Plan and draft Human Resources strategy.

OFFICER RECOMMENDATION:

That Central Highlands Regional Council receive the Bi-Monthly Workforce report as at 3 June 2019.

REPORT:

Age Demographics

In comparing this data to June 2018 data, our generational breakdown has only had slight movement. Baby Boomers 34% in June 2018 to 33% in June 2019, Gen X 26% to 25%, Gen Y 33% to 35% and Gen Z 6% to 7%. We will continue working on our strategies to increase the Gen Z bracket into our workforce in the hope to offset our baby boomers who are heading towards retirement.



Years of Service

With the number of long serving employees reducing each year, we have acknowledged that the transfer of knowledge across the generations is an increasing risk that requires appropriate mitigation strategies to be put in place. We are in the final stages of developing our People Plan for the organisation, where we will see strategies put in place to better plan for succession, allow for transition to retirement and develop career progression for hard to fill roles where practical.

Gender Breakdown

Since June last year we have seen a decrease in males working in office-based roles, with an increase of 3% in females. Our female base in the external workforce remains unchanged at 6%.



Employment Type

In comparing statistic for the last financial year, there is currently a slight drop of .25% in our Apprentice statistics, while we currently have two vacancies in this area due to two of our apprentices completing recently. Our full time contingent has risen slightly by 3% with our part time contingent 1.3% decreased.

Employees by Area



Turnover

A very encouraging statistic for CHRC, with one month until end of financial year, is our turnover rate has decreased by 5% since June 2018. This is a great achievement, considering the mining sector is ramping up and the economy is moving in the region. I believe this may also be a reflection of work which has gone into surveying employees and understanding their perspectives across a number of areas including communication, reward and recognition and attraction and retention. Adding to this, from feedback received, our employee’s participation in the Change staff sessions held across the region is helping employees understand change and how to reflect and understand their fellow workers. Further staff surveying will assist us in understanding this statistic further.

In comparing since September 2018 where our turnover % inside v outside were the same, we now see the inside (office based) turnover 4% higher than external.



Absence Management

Considering strategies to overcome absence has become a priority on many Manager’s agendas across Council, following monthly reporting on leave balances which is highlighting continued problem areas. Like many people management issues, our ability to manage absence effectively is enhanced by accurate, timely and accessible information which the new ‘One Council’ system will provide, in the meantime existing reporting will continue to be monitored.

The current trend as seen below indicates councils pure sick leave hours taken remains steady in comparison to 2017/2018 financial year sitting at just under 5%.

Our Absence Management Toolkit has been developed for line Managers to assist them to understand how to manage their staff through the process. Discussions around this toolkit and its implementation are scheduled for the Management Team this week.

Training Data

The HR team has welcomed a new staff member to our Learning and Development section during May. With the extra resource, we are hoping to be able to produce more reporting on learning and development across Council and conduct a review of our policies and procedures to reduce duplication of effort and therefore have a more streamlined process. Our new starter has a passion for analytics, so stay tuned for what’s to come our Bi-Monthly reports into the future.

Below is a snapshot of our mandatory training rolled out over the last 4 months. Attendance has been commendable with 265 employees attending mandatory training since February 2019. Much of the training sessions as you can see from the table below were the Tech Savy sessions which were rolled out internally through a combined effort from the Library Services team and the Learning and Development team. These sessions were a great success and we are currently looking into a second rollout due to popular demand.

Training Course Nominated to

AttendActual

AttendanceDec 18 43 38

ACDC Chemical Training 15 13Chainsaw Training 8 7CPR Training 6 4Dogging Practical Exam 1 1First Aid Training 12 12Grader Start Up Plan 1 1

Jan 19 1 1



Training Course Nominated to

AttendActual

AttendanceExcavator Assessment 1 1

Feb 19 9 8ACDC Chemical Training 1 1First Aid & CPR Refresher 4 4Occupational First Aid 1 0Skid Steer Loader Start-Up Plan 3 3

Mar 19 98 95First Aid & CPR Refresher 3 3Tech Savvy 95 92

Apr 19 95 93Cert III - Skills Tech Visit 5 5CPR Refresher 1 1Excavator Training 4 4First Aid & CPR Refresher 5 5First Aid Training 1 1Grader Training 1 1MR Lesson 3 3Skid Steer Loader Training 1 1Tech Savvy 54 54Traffic Management Implementation Training 9 9Traffic Management Implementation Training (Refresher) 11 9

May 19 77 69ACDC Chemical Training 15 13Backhoe Training 1 1Chainsaw Training 10 10First Aid & CPR Refresher 5 5First Aid Training 2 2Front End Loader Training 1 1MR Lesson 3 3MR Lesson and Test 2 2Operate a chipper/mulcher 10 10Polesaw Training 7 7Roller Training 2 2Traffic Control (Practical Sign Off) 1 1Traffic Control Training 9 6Traffic Control Training (Refresher) 9 6

Grand Total 323 304



Exit Interview Statistics

Our Exit Interview statistic continue to show us interesting data in relation to why our employees are choosing to leave the organisation. Interesting to see 51% of our exits are made up of components relating to, ‘relocating’, employment at another Council’ and ‘family reasons’.

It is pleasing to see that feedback received in all the areas surveyed are mostly positive. The majority of responses are either ‘Satisfied’ or ‘Highly Satisfied’ as you can see from the graphs below.



CONSIDERATIONS / IMPLICATIONS:

Corporate/Operational Plan Reference: 6. Our Organisation; 6.1 - Corporate Plan Strategy: Living our values6.2 - Corporate Plan Strategy: Continuous improvement culture6.2.1 - Continuously advance work practices and business systems to ensure a skilled, motivated and community-focused workforce to drive a coordinated and connected organisation.6.3 - Corporate Plan Strategy: One team approach

Budget/Financial/Resourcing: Possible budget implications will be forecast based into the future based on outcomes of the development of strategic documents in response to key metrics and staff surveys.

Legal/Policy/Delegations:N/A

Communication/Engagement:



Continuous communications in relation to key HR projects, including survey results, development of people planning and strategy documents.

Risk Assessment: When it comes to our employees, they are the key link to CHRC being efficient and effective and providing services and value to our community.

It is critical for all organisations to understand our employees and the environment and work collaboratively to make CHRC a great place to work, therefore reduce staff turnover and increase job satisfaction. HR play a key role in this process. We are working diligently on reviewing our processes, developing strategies and communicating outcomes to mitigate the risk of high turnover.

Through development of our People Plan (HR Strategy), Reward and Recognition Framework, Attraction and Retention Strategy and Recruitment Plan, initially, we are forecasting that by the end of 19/20 financial year, there will be reduction in the statistics provided in this report demonstrating overall improvement.

Timings/Deadlines:Our strategic documents to be finalised by 30 June 2018.

Alternatives considered:HR are working on our alternative thinking and developing new and improved ways of working. We have developed a refreshed website, implemented improvements to our recruitment process, both internally and externally, and are working currently on our marketing campaign in consultation with communications team.

SUMMARY:

The HR team, now almost fully staffed, are working hard to refresh our approach and bring in new ideas of working. We are using our HR metric data and many other sources of data to investigate and research how we compare to other local government areas and how we can all work collaboratively for significantly improved outcomes.

ATTACHMENTS:

Nil

– END OF REPORT –



12 GENERAL BUSINESS

13 CLOSURE OF MEETING