Council Minutes of Ordinary Meeting held in the …...2016/02/17 · Signed: Mayor, Peter Guivarra...

Council Minutes of Ordinary Meeting

held in the Council Chambers

Mapoon Aboriginal Shire Council

Meeting Minutes: 17th February 2016

Meeting Held: MASC Council Chambers

1 | P a g e Signed: Mayor, Peter Guivarra

Day 1. 17th February 2016

Attendance

Councillor Peter Guivarra

Councillor Beryl Woodley

Councillor Pauline Smith

Councillor Ricky Guivarra

Councillor Aileen Addo (via Telephone link)

Staff

Chief Executive Officer Leon Yeatman

Corporate Services Manager David Ferguson

Accountant David Hockey

09:00 1. Meeting opened and welcome

Mayor welcomed the councillors and staff to the meeting. He reminded everyone about their roles and responsibilities for the meeting and particularly the councillors in relation to their obligations to declare their interest (material or personal) on matter presented – that may have a perceived or real conflict of interest.

Councillor agree that all matters presented at this meeting will be administered on the principle of fair and equitable treatment. Mayor acknowledged that we each bring our own views to the table and on all matters unresolved, councillors rights to agree and disagree is respected.

Mayor thanked all present for their attendance and welcomed everyone to the meeting. Acknowledgements made to members not present and respect was paid to the Traditional Owners of the land on which we meet, to the elders past and present, to the councillors and employees present for the meeting. Councillor’s observed a minutes silence in memory of community members who have passed 09:05 hrs.

09:06 2. Confirmation of Minutes

Mayor asked the councillors to review their copy of the minutes of the last meetings and called for endorsement.

Mayor advised Council is now in caretaker mode.

Councillor Addo dialled into the meeting via teleconference linkage and was seated at the Apunipima Head office

in Cairns.

09:10 3. Matters Arising From Previous Minutes

Ordinary Meeting – 19th January 2016

Councilor Guivarra expressed view to amend minutes from last meeting and felt certain individual reports were embellished.





The reports that are in question are:

Payroll/Grants Officer report and Senior Admin Officer report.

0915 - Meeting temporarily adjourned while Councilor Addo and MASC Accountant dial in to the meeting. 0926 – Meeting recommenced

Councilor Guivarra felt that the CEO had a conflict of interest with the reports. Payroll officer is to report to immediate supervisor - Accountant.

Secondly that the CEO indicated that Councilor Guivarra had a conflict of interest with the Senior Admin Officer report and there had been sharing of information to which Councillor Guivarra took offence.

Councillor Smith advised that the CEO advised that the Senior Admin Officer should follow due process to which Councillor Guivarra took offence.

The question was asked to the cost of meeting rooms and Councils existing schedule of fees and charges.

Resolution 01. 17/02/16

Council resolves to endorse amendment to the previous meeting minutes.

Motion Proposed: Councilor Guivarra. Seconded: Councillor Smith.

Motion Carried


Council resolved the following:

Maintain Portfolio positions and continue to commit to actively participate as Governing Committee representatives for the following programs:

Community Justice Group and

Aged, Home and Community Care.

For all community projects – expectation is for projects to be completed on time, on budget and reflecting the scope (barring reasonable interferences). Where possible maximum community benefit to be achieved and resources managed in accordance with council controls. Disposal of perishables to reflect sound principles for resource management.

Complaints and Conflict Management policies and procedures to be fair and transparent. Unless an offer for help is rejected, appropriate assistance and support is to be afforded to all employees of council. All matters are to be investigated and referred to the relevant agency where appropriate.

Motion Proposed: Smith Seconded: Woodley

Motion Carried






Council resolve to endorse the minutes of the following Meeting:

19th January 2016

with amendments, as true and correct.

Motion Proposed: Addo Seconded: Smith

Motion Carried

1100, CEO joined the meeting after performing Electoral Commission duties – drawing ballot position and associated administrative tasks assigned as part of his Returning Officer Duties for the upcoming Local Government Elections.

Special Meeting – January 2015

Nil

11.30 4. Standing Orders

11:35 5. Standing Order – Finance Audit Risk Management

1135 –Accountant joined the meeting via telephone. Identified that council needs to hold a special meeting to

review the budget and he proposed to the council a date during the week 22nd February 2016. A date disclaimer

will be issued to cover this matter.

Accountant presented the financial Report for January 2016

Councillors queried the process for payment from government department relating to projects – note advice

from the government is monthly payment process. Note the mechanism internally is driven by reporting against

outlays against projects. As with all projects there are risks and MASC has a strategy to meet its obligations

and avoid any potential for registering losses.

1148 - CR Addo departed the meeting.

Query about the release of funds to WCCCA. Accountant noted that the return is subject to the provision of an

invoice from WCCCA for outstanding amounts. MASC interested in pursuing the Language Program which has

cultural significance for Mapoon and Western Cape Region.

Project 224 Men’s group unexpended project – outstanding action associated and project expenditure required.

Suggested options: plumbing, sewer, power fencing.

RTC unexpended – project plan required to address outstanding actions. Recalled options include covered

walkway, signage, animal designs, and sails.





Graffiti stop funding – funds to be used to install new murals at suggested locations: Public Toilets, Men’s

group building etc.

IRADF – Mayor requested the funding to be applied to take advantage of this opportunity.

Councillors request funding opportunities available this quarter be identified and applications submitted.


Council resolve to endorse the financial report as presented by the Accountant covering the following:

Rental Debtors and Income

Store

Consolidated Revenue Vs Expenses graph

Revenue

General Expenses

Employee Wages & Superannuation expenses

Motor Vehicles

Travel Expenses

Untied Funds

Motion Proposed: Woodley Seconded: Guivarra

Motion Carried

14:15 6. Standing Order – Tender / Payment Authorisation (Exceeding Delegation)

Black & More: Invoice payment exceeding CEO delegation

CEO directed the councillors to documentation provided in the reports.

Noted the payment certificate presented has a total value of $200,430.43 which exceeds the delegation in place for the CEO.


Council resolve to endorse the recommendation provided by Black and More, consulting Project Managers to Authorize Payment for Certificate Number 8: Contract 7195/1 Mapoon Paanja Housing Project – supply of steel framed housing kits by BPB Mareeba Pty Ltd T/A Homefab Steel Truss & Frames.

Value of the certificate - $200,430.43

Motion Proposed: Guivarra Seconded: Smith

Motion Carried

12:30 Meeting adjourned for lunch.

Note reparation discussions held during lunch.





Meeting reconvened 1335. Councillors acknowledge the next meeting is the last official meeting for this council and support around the table for a staff gathering to be held around the same time.

13:40 7. Standing Order – Legal Matters

Nil.

13:45: 8. Standing Order – Policy and Regulatory Compliance

Nil. Councillors support the strategies proposed for the review of the Corporate Plan. CEO advocated importance of the current council performing the review and preparing a score card for the new council after the next LG election. Item referred to the March Meeting.


Council resolved to commit the following date to review the Corporate Plan:

2nd March 2016.

Motion Proposed: Councillor Smith Seconded: Councillor Guivarra

Motion Carried

14:00 9. Operational Reports

14:05 10. Operational Report – CEO

CEO provided an exception report.

Councillors request a letter be sent to WCCCA identifying our priorities for Mapoon. Letter to be sent before the 22nd February 2016. Councillors acknowledge the timeframe for projects and importance of priority projects to be clearly articulated.

CEO noted that he will commence planning for the induction of new council after the election.

Mayor reminded the council of correspondence to from State Development to have Mapoon reclassified from in a “royalties” area to “remote”. The impact of the decision is a downgrading of our funding allocation amount $1M (condition of 50/50 contribution) to $500k (project proposals has no condition but reduced amount for projects). Council support in-principal the proposal to improve our position to secure funding for projects in Mapoon. Confirmation required via the department to the Minister to consider any changes to the arrangements for funding assessment.






Council resolved to endorse the CEOs report as read. Actions stemming from this report to be implemented before the next meeting.

Priority project list to forward to WCCCA;

Review of the corporate plan;

Proposal for inducting new council

Correspondence to be issued to Minister for State Development regarding the reclassification to Remote for funding;

RPA facility distribution – Men’s group, Apunipima & MASC: support from council to secure facilities for Mapoon services/community.

Motion Proposed: Councillor Woodley Seconded: Councillor Guivarra

Motion Carried

14:50 11. Operational Report – Corporate Services Manager

15:00 CSM invited to the meeting to discuss his report to the council. CSM provided an exception report.

Note during the time of his appointment, there have been 10 vacancies awarded. The following positions have been considered:

Store Trainee – position awarded;

Centrelink – position awarded;

EHW;

Yardman;

Truck driver;

Reception…

Councillors reiterate the need for opportunities for local workers and the requirements for appropriate qualification/licenses for roles/responsibilities.

First Aid kit replenishment undertaken. Units to be supplied to positions and within council vehicles.

Driver Licensing training coming up in Weipa – councillors request support for Local unemployed to add to the capacity pool. Use of MASC vehicles need to meet safety standard (lights etc.).

Council request transport be available on Election Day for community members without transport, to help community attendance at the election.

Aged Care - discussion about the current operational structure and programming. Current service agreement in place and applying strategies to meet performance requirements, including the following:

Shared servicing through Local Councils;

Capacity building;

Accommodation and support infrastructure;

Criminal History/Child Suitability or Blue Card and Minimum Competency Cert3.






Council resolved to endorse the CSMs report as read. Actions stemming from this report to be implemented before the next meeting.

Motion Proposed: Councillor Smith Seconded: Councillor Woodley

Motion Carried

15:35 12. Operational Report – Senior Administration

Nil report

15:36 13. Operational Report – Payroll-Grants Officer

Nil report

15:37 14. Operation Report – HACC

Tabled

15:38 15. Operation Report – Environmental Health

Tabled.

15:40: 16. Operation Report – Animal Management

Tabled.

15:41 17. Operation Report – Land & Sea Rangers

Tabled.

15:42 18. Operation Report – Store Managers Report

Tabled






Council resolve to endorse the recommendation provided by the store Manager proceed with planned structural works to improve ventilation in the store storage shed. This recommendation is supported on the grounds of Workplace Health and Safety and part of the bigger strategy to enhance the storage facilities at the Rugapayn Store.

Motion Proposed: Smith Seconded: Woodley

Motion Carried

15:50 19. Operation Report – Play Group

Council acknowledge the works completed at the centre. The tasks associated with the Montessori regarding outstanding connection.

15:55 20. Operation Brief – Hudson Street Design

Council acknowledge the design relating to Hudson Street. Council request for control devices and traffic islands to be installed accompanying speed signs appropriate for school facilities etc. council requested appropriate safety notices to be issued to the community.


Council resolve to endorse the preliminary design for Hudson Street as supplied by R. B. Gould and Associates. Councillors instruct for the following features to also be included:

Speed sign – school zone

Traffic island

Car park

Zebra crossings on both Hudson and Clermont Streets (Community Centre, School and Clermont St entrance)

Motion Proposed: Councillor Guivarra Seconded: Councillor Woodley

Motion Carried

16:00 21. Operation Brief – Housing Update

Councillors read the report. Note this report has only been presented frequently.

16:10 22. Councillor Report

MASC reports tabled.





16:12 23. Report Resolution

CEO asked for the council to pass a general resolution to confirm all reports as tabled at the meeting.


Council resolved to endorse all reports as presented to the meeting.

Motion Proposed: Councillor Smith Seconded: Councillor Woodley

Motion Carried

Mayor asked the councillors for support to assist the Men’s Group and their strategic intent to secure funding

from Eli Trust to complete projects at the facility.


Council resolved to endorse the request for support from Men’s group for the following activities:

Repairs to the Men’s Group vehicle

Musical equipment.

Funding applications to be supported by MASC and submitted through the Ely Trust.

Motion Proposed: Councillor Guivarra Seconded: Councillor Smith

Motion Carried

Councillors discussed correspondence issued to councillors relating to Housing Request from community

Member. Note this issue is a responsibility of Housing and CEO response to be issued.

Councillors request arrangements be made for Council to host a dinner with staff as a farewell gesture at the

conclusion of the next meeting.

16:35 24. Next Council Meeting

Date for the next meeting Tuesday 15th March 2016.

16:36 25. Meeting Closed

Mayor thanked everyone for the attendance and declared the meeting closed.

Council Minutes of Ordinary Meeting held in the …...2016/02/17 · Signed: Mayor, Peter Guivarra...

Documents

Transcript of Council Minutes of Ordinary Meeting held in the …...2016/02/17 · Signed: Mayor, Peter Guivarra...