Council Meeting Minutes
18April 2018 | 10:00am – 2:13pm
Cairns Board Room and Kowanyama Chambers Room(via Videoconference)
Minutes of theApril Ordinary Meeting of the Kowanyama Aboriginal Shire Council
Present:
Councillors
Mayor Michael Yam (Chair)
Deputy Mayor Territa Dick
Cr Aaron Teddy
Cr John Fry
Executive
Fabian Williams
Chief Executive Officer (CEO)
Katherine Wiggins
Executive Manager Governance & Operations (EMGO)
Helen Taylor
Executive Manager of Finance (EMF)
Michelle Vick
Executive Manager Community Services (EMCS)
Thomas Corrie
Executive Manager Infrastructure, Works and Projects (EMIWP)
Morgan Roddick
Executive Assistant (EA)
Guests
Chris Stephens & Jill Newland - BCA
Lisa Hall – Queensland Health
Apologies
Cr Wendy Wust
Christine Delaney
Executive Manager of Human Resources (EMHR)
1) Welcome & Apologies
The Mayor welcomed Councillors to the meeting.
The Mayor acknowledged the hard work of the community in the cyclone coordination and clean up.
Apologies from Cr Wendy Wust and Christine Delaney (EMHR)
2) Updates to Councillor Register of Interest or Related Parties
No updates.
3) Minutes from Previous Council Meeting
RESOLUTION – MinutesMinutes for February 2018 Council Meeting
That the minutes of the February 2018 Council meeting be adopted as true and accurate. / Moved Deputy Mayor Dick,
Seconded Cr Teddy
MOTION CARRIED,
All in favour
4) Action Items from last Executive Meeting
Ms. Wiggins EMGO provided an overview of the Action Items from the last Council meeting.
5) Presentation – Chris Stephens & Jill Newland, BAC
BAC presented a summary on Aged Care Services Delivery and how it relates to Kowanyama
ACTION ITEM
EMGO to add Aged Care centre to Risk Register and clarify as a high risk.
6) Departmental Updates
a)CEO Update
Mr. Williams, CEO, presented an update:
Overview
March was once again a challenging month with Cyclone Nora preparation and recovery. The CEO would like to thank staff for all the hard work and assistance in preparation and the recovery stage of the event.
We have started to see some cost savings come through after changes we have implemented across council. This is encouraging however it is important we remain focused and continue to identify areas of improvement.
We have a range of projects to deliver in the very near future. These projects will be exciting and beneficial to community and council.
Cyclone Nora
Cyclone Nora was a good time to reflect on safety within community and ensure we are proactive in rubbish removal from yards and areas around community.
Disaster management and preparation worked relatively well and we have identified improvements for future events.
Submissions have been made to Queensland Reconstruction Authority (QRA) for the replacement of the Multi Purpose Centre (MPC) roof to ensure it is cyclone rated. This includes installation of new LED lighting and Fans for ventilation. The CEO is positive this will be approved soon.
The CEO thanked employees for the hard work in preparation and recovery of Cyclone Nora and noted the great outcome with no injuries reported. CEO further stated that community should be proud of the way they handled the situation and the work that went into the clean-up. WELL DONE!
Waterpark for Kowanyama Children
Kowanyama school students presented letters to the Mayor asking for a water park to be installed in Kowanyama. The letter has been forwarded to our Government Champion and we are currently waiting on a response to take back to the students. The CEO stated that he would like to congratulate the students for the way this was presented to the Mayor.
Green Fleet/Telstra Project
Preparation and planning is underway to plant 600 fruit trees in the Kowanyama community garden. This will provide fresh fruit to community for years to come. This project was initiated through the CEO/Telstra and Green fleet on the back of the Telstra Technology visit in 2017. We will also have 400 trees to plant at aged care, council, and other identified areas in community.
The CEO would like to thank Telstra and Green Fleet for working with the Kowanyama community to provide a brighter future.
Work for Queensland
Preparations for the Market garden underway in line with the green fleet project.
ACTION ITEM
EMGO draft letter to PBC to request ongoing partnership
b) Finance
Ms. Taylor, EMF, presented an update:
Synergy Soft Implementation
March marks the last month with the Attache System. An expert from IT Vision was in Cairns the first week of the month to provide training and ensure all general ledger functions were fully operational. The migration went exceptionally well, with staff embracing the change.
IT Vision’s payroll expert will be onsite for our first payrun week in the new system.
Online leave is scheduled to be rolled out on the 9th May, with online timesheets tentatively penciled in for the 16th May.
We will be rolling out line manager requisitions and line manager automated management reporting in due course.
QAO Audit & Financial Statement Milestones
We have received the QAO’s External Audit Plan.
Agreed milestones are formalized as per the below.
There are no issues expected in meeting these deadlines.
Milestone / Proposed datePlanning
Planning and interim testing audit visit / 05 Mar 2018
External audit plan and management report / 31 Mar 2018
Interim
Finalise non-current assets valuations by council*
QAO will seek to provide feedback within three weeks of receipt / 31 May 2018
Draft proforma financial statements*
(Potential audit committee after this date to review asset valuations and QAO management report)
QAO will seek to provide feedback within fortnight / 31 May 2018
Resolve known accounting issues*
(Still to be agreed. Some potential topics include landfill provisions, data migration to Synergy Soft and an initial impact assessment of new accounting standards for 2018-19. These papers could go to an audit committee prior to the final committee.) / 30 Jun 2018
Final
Draft financial statements and workpapers available * / 14 Sep 2018
Year end audit visit / 17 Sep 2018
Audit committee/management clearance / 03 Oct 2018
Sign financial statements / 05 Oct 2018
Auditor’s report issued* / 09 Oct 2018
Final management report / 21 Oct 2018
Review of annual report / 30 Nov 2018
QAO Report for Local Government Entities 16-17
The QAO Report for Local Government entities for the 16-17 year has now been published.
Property, Plant and Equipment (PP&E) Valuations
AssetVal are working now on the valuation of road, housing, building, water, sewer and other infrastructure asset classes. Indexation rates are due by 30th April.
Internal Audits
- The internal audit on the Synergy migration is now complete. This audit will give the QAO confidence that our financials have been migrated accurately.
- The second internal audit exercise on the PP&E valuation will commence once the AssetVal indices are received. This is due for completion by 31 May 18.
Insurance 18/19
Ms Taylor stated that council’s insurance premiums are significant. The costs are further increasing each year due to the volume of claims council makes. With this is mind for 18/19 we will obtain 2 quotes to see if there are cost savings to be made;
- AON (our current Broker)
- LGM Assets (the local government scheme).
To further assist this exercise and analyse Council’s risk exposure, LGM will undertake a physical survey of a selection of Council’s assets. This will occur during April. The survey results will enable the scheme to give consideration to the terms and conditions upon which LGM Assets may be able to offer membership to Council.
There is no cost to Council for this survey.
Quotes are expected by May for consideration.
Year End 2018 & 18/19 Budget
Preparations have now begun for year end and the new financial year.
3 Finance team members will be in Kowanyama for the last week of June for stocktakes, cash counts and fuel dips.
Liaison with EMIWP on asset counts.
The 18/19 budget process will commence later this month for completion by mid-June.
Financial Report March
A monthly Finance report for the month of March 2018 has been prepared.
Key points from the report are as follows:
- The 17/18 year to date original budgeted (expected) net income was $25,626,294
- The 17/18 year to date revised budgeted (expected) net income was $20,659,611
- The 17/18 year to date actual net income is $19,398,843
- The 17/18 year to date original budgeted (expected) expenditure was $25,062,027
- The 17/18 year to date revised budgeted (expected) expenditure was $22,424,380
- The 17/18 year to date actual expenditure is $20,566,334
Our interim net result is a $1,167,491 loss, which is $1,731,758 variance behind the original budget and a $587,278 variance ahead of the revised budget.
c) Governance & Operations
Ms. Wiggins, EMGO, presented an update:
Logo
A reminder that the logo won’t be officially launched until 1July once costs are captured in the Budget and Operational plan. A logo launch project plan will be drafted ready for the May Council meeting.
Employee uniform ordering will be managed by Executive Manager Human Resources, Councillor uniform ordering will be Management by the Executive Assistant.
Cattle Company
Contact made with Price Waterhouse Coopers for an update on the timeline for the next 12 months. Awaiting response.
Expressions of Interest
The Freight, Café and Bakery Expressions of Interest close on Monday 16 April 10.00am. The Executive are working with Peak services to evaluate the responses.
Social Media
Kowanyama Aboriginal Shire Council Facebook page currently 502 likes. Please encourage your friends and family to like the page.
Information, Technology and Communications
AirBridge will be attending Kowanyama on Tuesday 17th – Thursday 19th to repair damage from Cyclone Nora and move the current server from the Chambers to the office next door (we need to ensure Air-conditioning is installed by their arrival).
They will also be installing additional CCTV at the airport. We are developing a policy about Council use of CCTV. Broadly:
- Council will only use CCTV to monitor council facilities rather than any public spaces. We will also only review CCTV if an incident is allegedly to have occurred (rather than adhoc monitoring)
- No audio is used.
- Where CCTV is operating, signs will also be required.
Newsletter
Christine Howes will be visiting Kowanyama Wednesday 18th. The purpose of the visit is to meet with key employees and obtain stories for the newsletter.
Current suggestions for articles:
- Mayor column
- CEO column
- Our Executive
- Community Grant Opportunities
- Plastic Bag ban and container refund scheme
- Every Day Counts initiative
- Animal Management responsibilities
- Local recipe
- Capital Works update
- Council meeting dates
d) Infrastructure Works & Projects
Mr. Corrie, EMIWP, presented an update:
Executive Summary
The first point of business in this new role had been focused on the preparation and subsequent recovery of community through the Cyclone Nora weather event. All Council crews, administration and works have done a tremendous job in the recovery process, however it was during the preparation process where a small group of local staff members went above and beyond in assisting the operational management group throughout in keeping community informed, prepared and ready to respond. Another big congratulations and job well done to the senior and line management group who had very little rest and undertook multiple tasks throughout the 10 days of Cyclone Nora.
Key Details
Cyclone Nora Recovery
All Council work crews have been diligently assisting in the recovery effort, vegetation clearing of roads, structures and fences almost complete. KASC have utilised the Plumbers Skidsteer and 3t tipper, Road crew bobcat and 3t tipper and the Batching Plants front End Loader throughout the cleanup. All machinery is being patched together on the run to maintain operational capacity. Council tree loppers have played a very important part in ensuring community safety by tackling all extremely dangerous hanging limbs and uprooted trees before hurt someone and/or damaging property.
Building and Construction
Commenced meeting with building managers determining workloads, outstanding work orders and administrative systems.
Topsy Creek Tender
Tender has been released, Tenderers site visited Thursday 12thApril.
e) Community Services
Ms. Vick, EMCS, presented an update:
Overview
Upon commencement into the role of Executive Manager of Community Services disaster management actions were immediately undertaken due to Tropical Cyclone Nora. Limited interaction with majority of portfolio at this time. Steps will be taken to meet with all departments over the coming weeks.
Aged Care
Application for Service Development Assistance Panel (SDAP) has been made by Department of Human Services to provide support to Aged Care to bring the quality framework into line.
The services of an aged care consultant are being sought to assist with achieving a positive outcome.
Sport and Recreation
Planning is underway for the restructuring of staff and programs to meet with budgetary and community needs. An action plan will be developed collaboratively to overcome all current issues.
A school holiday program has been developed in cooperation with Apunipima.
Disaster Management Coordination
TC Nora impacted Kowanyama as a category 2 System late on Saturday evening on the 24th of March and into the early hours of Sunday the 25th of March 2018. All members of community are safe and no injuries or fatalities were reported. Fantastic Cooperation between Stakeholders and Council occurred to ensure the safety and speedy recovery of Community. Collation of all disaster Management operations is underway.
f) Human Resources
Mr. Williams, CEO, presented an update for Ms. Delaney EMHR:
Executive Summary
Staff numbers: 124
Current advertised Vacancies: 3
Current Workers Compensation Claims: NIL
Note: Tropical Cyclone Nora impacted Community 25 March 2018
Key Details
- Current vacancies:
- Carpenter
- Workshop Manager
- Accounts Receivable
- Current appointments:
- No new appointments
- Training:
- Indigenous Mental Health Instructor Training (funded by PMC)
6) Agenda Reports
a) Operational Plan Quarter 3 Review
Ms. Wiggins, EMGO, presented the Operational Plan Quarter 3 Review.
Executive Summary
The purpose of an Annual Operational Plan is to set the projects that Council employees will be working on during the year to ensure that employees can effectively plan projects and to ensure council employees use resources as agreed by the Council. The projects contained in the Operational Plan are linked to the annual budget (which also needs to be approved by council).
As per the Local Government 2012 Regulations, every three months (a quarter) the Chief Executive Officer must present a written assessment of the local government’s progress towards implementing the annual operational plan.
ACTION ITEM
EA to print and display Operational Plan in Council Offices
RESOLUTION – Operational Plan Quarter 3 ReviewThat Council adopts the Operational Plan Quarter 3 as presented. / Moved Mayor Yam
Seconded Cr Teddy
MOTION CARRIED,
All in Favour
b)Public Interest Disclosure Policy
Ms Wiggins, EMGO presented the Public Interest Disclosure (PID) Policy.
Ms Wiggins stated that all public sector entities, including local Councils are required under the Public Interest Disclosure Act 2010 to have in place procedures for managing public interest disclosures and to keep a record of all public interest disclosures made to the agency (local council).
A public interest disclosure (PID) is a disclosure about wrongdoing in the public sector that serves the public interest – it is also known as “whistleblowing”.
A PID can be about:
- corrupt conduct by another person
- maladministration (dishonest administration, mismanagement) that adversely affects someone’s interests in a substantial and specific way
- a substantial misuse of public resources
- a substantial and specific danger to public health or safety
- a substantial and specific danger to the environment.
PID procedures ensure that employees are protected when reporting wrong and corrupt behaviours.
EMGO has liaised with the Queensland Ombudsman about Council’s requirements and has drafted a policy.
Further training about PID responsibilities will be organized in the following weeks.
The complaints management policy is currently being drafted and will be presented by the Executive Assistant at the May 2018 Council Meeting.
RESOLUTION – Public Interest Disclosure PolicyThat Council adopts the Public Interest Disclosure Policy / Moved Cr Fry
Seconded Mayor Yam
MOTION CARRIED,
All in Favour
a)Audit and Risk Register Minutes
Executive Summary
As per Local Government Regulation (2016), the discussions from an Audit Committee must be reported to the Council.
Council’s Audit and Risk Committee met on 12 March 2018.
RESOLUTION – Public Interest Disclosure PolicyThat Council endorse the Audit and Risk Committee Minutes. / Moved Mayor Yam
Seconded Cr Teddy
MOTION CARRIED,
All in Favour
7) Presentation – Lisa Hall, Queensland Health
Ms Lisa Hall provided a presentation on the current sexual health needs and rates in Kowanyama.
Ms Hall stated that in February last year there were discussions about concerns for syphilis in community and on the Cape/Cairns. Kowanyama has been Syphilis free for about a year now and STI rates from the community screen last year showed about a 10% notification rate – this was good news. Generally, in the Cape we are now seeing a decrease in Chlamydia, Gonorrhoea and Syphilis.
Ms Hall stated that the clinic is doing a great job with a screening rate of between 60 – 70% of those aged between 15 – 39