Minutes of Ordinary Meeting - 22 00 2019 - Gympie Council€¦ · ORDINARY MEETING CHAIRMAN: Cr MW...

MINUTES

of the

ORDINARY MEETING

CHAIRMAN: Cr MW Curran (Mayor)

Held in the Boardroom

Town Hall

2 Caledonian Hill

Gympie Qld 4570

On Wednesday, 22 May 2019

At 9am

Ordinary Meeting Minutes 22 May 2019 1

Gympie Regional Council

Gympie Regional Council ORDINARY

Mayor MW Curran (Chairman)

Crs MA McDonald, GC Hartwig, MS Gear, DW Dodt, DH Stewart, HT Smerdon,

WR Leitch and RA Fredman.

CONTENTS:

ACKNOWLEDGEMENT ....................................................................................................................... 3

SECTION 1: OPEN WITH PRAYER .................................................................................................. 3

SECTION 2: APOLOGIES / LEAVE OF ABSENCE ............................................................................ 3

DISCLOSURE OF INTERESTS BY COUNCILLORS ............................................................................... 3

SECTION 3: CONFIRMATION OF MINUTES .................................................................................. 4

SECTION 4: PETITIONS ................................................................................................................... 4

SECTION 5: PLANNING AND DEVELOPMENT .............................................................................. 5

5.1 TENDER 2018-2019-T014 - PROVISION OF POUND MANAGEMENT AND ADOPTION SERVICES - AWARDING

OF CONTRACT ............................................................................................................................................................................... 5

SECTION 6: CORPORATE AND COMMUNITY SERVICES ........................................................... 21

6.1 NUMABULLA MEN'S SHED PROPOSAL FOR LOT 29 B6581, MARY VALLEY ROAD, BROOLOO ....................................... 21

6.2 COMMUNITY ASSISTANCE GRANTS ROUND 2, 2018/2019................................................................................................ 27

6.3 APRIL 2019 FINANCIAL REPORT .............................................................................................................................................. 33

6.4 2019 GOLD RUSH FESTIVAL ..................................................................................................................................................... 37

6.5 AGISTMENT LEASE - MT OLIVE ROAD, CINNABAR - LOT 64 ON CROWN PLAN LX283 .................................................. 41

6.6 PROPOSED RENEWAL OF FREEHOLD LEASE - PART LOT 89 ON SP292986, 10 DAVID DRIVE, CURRA ......................... 44

6.7 PROPOSED RENEWAL OF FREEHOLD LEASE - PART LOT 1 ON RP54390, KIN KIN ROAD, WOLVI .................................. 47

6.8 PROPOSED RENEWAL OF LEASES - JACK STOKES OVAL ........................................................................................................ 50

SECTION 7: OFFICE OF THE CEO .................................................................................................. 54

SECTION 8: INFRASTRUCTURE SERVICES ................................................................................... 55

8.1 NOTIFIED MOTION - UPGRADE OF GYMPIE BROOLOO ROAD (MARY VALLEY ROAD) BETWEEN AMAMOOR

AND KANDANGA ........................................................................................................................................................................ 55

8.2 RFT NO.2018-2019-T140 REGISTER OF PRE-QUALIFIED SUPPLIERS FOR PLANT HIRE SERVICES ................................ 57

SECTION 9: IN COMMITTEE ......................................................................................................... 63

9.1 GYMPIE MUSIC MUSTER SPONSORSHIP .................................................................................................................................. 63



SECTION 10: ATTACHMENTS......................................................................................................... 64

6.2 COMMUNITY ASSISTANCE GRANTS ROUND 2, 2018/2019

ATTACHMENT 1 COMMUNITY ASSISTANCE GRANTS - RECOMMENDATIONS - ROUND 2 2018.19 .................... 65

6.3 APRIL 2019 FINANCIAL REPORT

ATTACHMENT 1 APRIL 2019 FINANCE REPORT .......................................................................................................... 71



The meeting commenced at 9.01am.

PRESENT: Mayor Cr MW Curran (Chairman), Crs MA McDonald, GC Hartwig,

MS Gear, DW Dodt, DH Stewart, HT Smerdon, WR Leitch and

RA Fredman.

Also in attendance were Acting Chief Executive Officer (Ms G Vereker),

Director Corporate and Community Services (Ms P Gordon), Director

Infrastructure Services (Mr D Scordalides), Chief Financial Officer

(Mr M Booth), Manager Environmental Health and Regulatory Services

(Mr I Wolff), Coordinator Regulatory Services (Mr S Eager) Manager –

Community Partnerships (Ms A Stark), Manager – Property and Facilities

(Ms S Paras), Manager – Gympie Venues and Events (Mr L Harriman),

Coordinator – Financial Reporting and Budget (Ms D Hatherell),

Coordinator Major Events (Mr M Allard) Officer – Property Support (Ms

E Cummings), Support Officer – Community Partnerships (Ms J Pointon)

and Minutes Clerk (Ms T Byrne).

ACKNOWLEDGEMENT

Cr Stewart gave the following acknowledgement:

Let me acknowledge the traditional owners of the land on which we

meet today, I pay my respects to the elders of the past, present and

emerging.

SECTION 1: OPEN WITH PRAYER

Pastor Peter Rodgers from the Gympie Christian Family offered a prayer

for the advancement of the region and the true welfare of its people.

One Minute’s silence for family and friends of deceased residents of the

region.

SECTION 2: APOLOGIES / LEAVE OF ABSENCE

DISCLOSURE OF INTERESTS BY COUNCILLORS

The Mayor asked if any Councillor needed to disclose an interest in any

agenda item.

Cr Smerdon advised that he would be declaring a Perceived Conflict of

Interest in relation to Item 6.2

Cr Leitch advised that he would be declaring a Perceived Conflict of

Interest in relation to Item 6.2 and Item 6.8.



Cr Curran advised that he would be declaring a Perceived Conflict of

Interest in relation to Item 6.2 and subsequently declared a Perceived

Conflict of Interest in relation to Item 6.8.

M11/05/19 – Perceived Conflict of Interest Cr Smerdon in 6.2

M11/05/19 – Perceived Conflict of Interest Cr Leitch in item 6.2

M11/05/19 – Perceived Conflict of Interest Cr Curran in item 6.2

M19/05/19 – Perceived Conflict of Interest Cr Leitch in item 6.8

M19/05/19 – Perceived Conflict of Interest Cr Curran in item 6.8

SECTION 3: CONFIRMATION OF MINUTES

M04/05/19 Moved Cr MS Gear Seconded Cr DW Dodt

That the Minutes of the Gympie Regional Council Ordinary Meeting held

on 24 April 2019 be taken as read and confirmed.

Carried

FOR: Cr MW Curran, Cr MA McDonald, Cr WR Leitch, Cr DW Dodt, Cr MS Gear,

Cr GC Hartwig, Cr HT Smerdon, Cr DH Stewart and Cr RA Fredman

AGAINST: Nil

M05/05/19 Moved Cr DW Dodt Seconded Cr WR Leitch

That the Minutes of the Gympie Regional Council Special Meeting held on

15 May 2019 be taken as read and confirmed.

Carried

FOR: Cr MW Curran, Cr WR Leitch, Cr DW Dodt, Cr MS Gear, Cr GC Hartwig,

Cr HT Smerdon, Cr DH Stewart and Cr RA Fredman

AGAINST: Nil

(Cr McDonald advised that he had a leave of absence for the meeting on

15 May 2019)

SECTION 4: PETITIONS



SECTION 5: PLANNING AND DEVELOPMENT

5.1 Tender 2018-2019-T014 - Provision of Pound Management and

Adoption Services - Awarding of Contract

PORTFOLIO: Planning and Development

DIRECTORATE: Planning and Development

DOC ID:

LINKS TO CORPORATE/OPERATIONAL PLAN

STRATEGIC THEMES:

2. Our Community – active, diverse, creative and engaged

1. BACKGROUND AND PREVIOUS COUNCIL CONSIDERATION

Council recently called for tenders from suitably qualified providers for a five

(5) year contract (with the option of extension of a further five (5) years) for

the provision of pound management and adoption services for its dog and cat

pound located at Laurenceson Road, Glanmire.

The current arrangement with the Royal Society for the Prevention of Cruelty

to Animals (Queensland) Limited (RSPCA) for the provision of these services

has been in caretaker mode for a period of time.

Given the expected value of contract, tenders were advertised for the

provision of these services.

One (1) tender response was received as a result of this procurement process

with this response being provided by the incumbent service provider.

2. REPORT

Council’s dog and cat pound is located on Laurenceson Road, Glanmire at Lot

5 on SP173086 as indicated on the map below. The facility was constructed

circa 2005 by the former Cooloola Shire Council (reference DA10621-2005).

The RSPCA Animal Refuge adjoins this property and is located at Lot 6 on

SP173086.



Council has had a long standing relationship with the RSPCA in respect of the

provision of services at this facility which dates back to commencement of

operations.

Following construction of both the dog and cat pound and the RSPCA Animal

Refuge on the neighbouring property, the former Cooloola Shire Council

engaged the RSPCA for the provision of services at the pound facility.

This arrangement was formalised via a contract with the RSPCA which has

been in caretaker mode for several years now.

The RSPCA has been advocating for an updated agreement with Council given

the expansion of the level of service now provided to Council.

The original arrangement was a basic service level agreement in respect of

pound operations and services provided were generally restricted to:

1. Feeding and tending to dogs and cats impounded by Council.

2. Cleaning pens to remove waste materials.

3. Euthanasia of dogs and cats that were not reclaimed by animal owners.

Over the years, service levels provided by the contractor have increased

significantly as has community expectations in relation to the rehoming of

dogs and cats that are not reclaimed by owners.

Services now performed by the contractor include:

Pound Management

1. Receipt of animals (dogs and cats) from Council staff and Council’s

contractor.



2. Accepting animals located within the Gympie Region from members of the

public surrendering them on payment of the relevant fee set by Council

and handling these animals in accordance with the relevant Local Law.

3. Notification to the owner of an animal (if owner can be identified through

registration or microchip) that the animals has been impounded.

4. Processing of impounded animals.

5. Ensuring pound is kept secure from unauthorised access including by

monitoring the CCTV system.

6. Daily cleaning of all animal pens, and on-site toilet and shower facilities.

7. Removal of all waste materials including sanitary disposal of all animal

waste in bins provided.

8. Daily feeding (once per day unless otherwise directed, 365 days/year) of

animals with all food supplied by the contractor.

9. Washing of animals as required (hydrobath for this purpose to be

provided by the contractor).

10. Provision of all food and water bowls, bedding, toys and blankets for

animals.

11. Provision of a washing machine and dryer for laundering of soiled and

dirty blankets and attending to all laundering duties for these soiled and

dirty blankets.

12. Provision of all cleaning consumables including all chemicals, detergents,

sanitisers, hoses, brooms, soaps for hand basins and toilet paper.

13. Provision of all necessary personal protective equipment (ppe) for

personnel.

14. Minor repairs and maintenance to the pound facilities.

Adoption Services (for those animals not returned to owners)

15. Provision of appropriate facilities for housing animals for adoption

(external to Council pound facilities).

16. Care and welfare of all animals in the adoption services facilities including

providing suitable feeding, veterinary care and enrichment strategies.

17. Desexing and microchipping of all animals offered for adoption and for

dogs, ensuring all dogs are registered prior to adoption.

In relation to adoption services, since 2013 there has been a significant

decrease in the number of dogs and cats euthanased by Council. This

decrease in numbers is primarily due to adoption services provided by the

RSPCA.

A summary of pound statistics for the financial years 2013/2014 through to

2017/2018 appears in the table below.

2013/2014 2014/2015 2015/2016 2016/2017 2017/2018

Dogs

Dogs

reclaimed

from pound

facility by

owners

183

(36%)

214

(36%)

286

(48%)

238

(54%)

257

(53%)



2013/2014 2014/2015 2015/2016 2016/2017 2017/2018

Dogs taken

by RSPCA

for purpose

of rehoming

273

(53%)

338

(57%)

295

(50%)

187

(43%)

219

(45%)

Dogs

euthanased

55

(11%)

40

(7%)

14

(2%)

15

(3%)

12

(2%)

Total dogs 511 (100%) 592

(100%)

595

(100%)

440

(100%)

488

(100%)

Cats

Cats

reclaimed

from pound

facility by

owners

9

(2%)

10

(2%)

18

(3%)

12

(3%)

22

(5%)

Cats taken

by RSPCA

for purpose

of rehoming

384

(81%)

480

(90%)

559

(93%)

385

(88%)

395

(89%)

Cats

euthanased

84

(17%)

42

(8%)

22

(4%)

39

(9%)

28

(6%)

Total cats 477

(100%)

532

(100%)

599

(100%)

436

(100%)

445

(100%)

On average since 2013, each year the RSPCA takes 50% of dogs and 88% of

cats per year that enter Council’s pound facility for the purpose of rehoming.

This has consequently resulted in, on an average since 2013, 5% of dogs and

9% of cats entering Council’s pound facility having to be euthanased.

These relatively low euthanasia rates for dogs and cats as a result of the

adoption services provided by the contractor is reflected in the costs to the

RSPCA and consequently the pricing for the provision of these services to

Council has increased accordingly.

Payments made to the RSPCA since 2006 by the former Cooloola Shire Council

and Gympie Regional Council (after 2008) appear in the table below.

Payments to RSPCA by Council since commencement of service

arrangements in January 2006

Financial year Payment to RSPCA by Council

2005 / 2006* $21,325

2006 / 2007* $44,474

2007 / 2008 **No accurate figure available

2008 / 2009 $54,517

2009 / 2010 $52,327

2010 / 2011 $52,117

2011 / 2012 $78,651

2012 / 2013 $82,056

2013 / 2014 $82,852

2014 / 2015 $85,858



Financial year Payment to RSPCA by Council

2015 / 2016 $100,879

2016 / 2017 $105,238

2017 / 2018 $129,199

2018 / 2019*** $248,500

*Payments made to RSPCA by former Cooloola Shire Council

**Accurate figures for 207/2008 could not be located in general ledger (NOTE:

2007/2008 – amalgamation of Cooloola Shire Council, Kilkivan Shire Council and

Division 3 Tiaro Shire Council to form Gympie Regional Council)

***Year to date payment to RSPCA as at 9 May 2019 is $198,688. Total budget for

payments to RSPCA for 2018 / 2019 is $248,500

Figures previously supplied by the RSPCA to Council indicate that this

organisation has been operating a budget deficit at the Gympie animal refuge

since 2012. The table below details this operational deficit at the Gympie

facility for the last six (6) years. These figures have been previously supplied to

Council by the RSPCA.

Operational deficit incurred by RSPCA for provision of services at

Gympie since 2012*

Financial year Deficit incurred by RSPCA as a

result of the provision of services at

Gympie

2012 / 2013 $191,551

2013 / 2014 $217,146

2014 / 2015 $295,221

2015 / 2016 $315,221

2016 / 2017 $314,804

2017 / 2018 (6 months)* $194,331

TOTAL $1,528,393

*Figures supplied by RSPCA

**2017/2018 total not available at time of drafting of report

These deficits have over the years been absorbed by RSPCA and off-set by

other revenue streams available to the organisation.

It is acknowledged however, that the continuation of this situation is

considered financially unsustainable by the RSPCA, despite its status as a

charitable organisation and that an additional financial contribution by Council

for the provision of services is necessary to preserve the current service level

arrangement.

In September 2017, the RSPCA formally approached Council with a proposal

for a staged yearly payment increase over a five (5) year period for the

continuation of the current service level. At the time, a decision was taken not

to accept this proposal but rather to advertise a tender for the provision of

these services to determine if there were any alternative arrangements

available to Council other than the current service provider.



Accordingly, a new contract document was developed with Council’s legal

advisor to reflect the current service level arrangement in addition to more

clearly clarifying roles and responsibilities in respect of pound operations and

the provision of adoption services.

Tenders were subsequently invited from suitably qualified and experienced

entities for the provision of pound management and adoption services for a

five (5) year period commencing 1 July 2019 and expiring on 30 June 2024.

The agreement has an extension provision of an additional five (5) years at the

sole discretion of Council.

Tenders were advertised in the Gympie Times and on the State Government

tendering website on 8 December 2018. Tenders closed at 2:00 pm on 24

January 2019.

One (1) tender was received from the incumbent – Royal Society for the

Prevention of Cruelty to Animals (Queensland) Limited (ABN. 74 851 544 037).

Remuneration details of this tender submission appear in the table below*.

$ Exclusive of GST $ GST Only $ Inclusive

of GST

Remuneration Amount per

annum (YEAR 1)

$453,600 $45,360 $498,960


annum (YEAR 2)

$489,600 $48,960 $538,560


annum (YEAR 3)

$528,768 $52,877 $581,645


annum (Year 4)

$571,068 $57,107 $628,175


annum (Year 5)

$616,752 $61,675 $678,427

*Additional special condition requirements sought by tenderer:

Item 1 – Gympie Regional Council animal intake is approximately 1,200 pa. If

animal intake numbers increase by more than 25% to over 1,500 pa, additional

cost of 4% will be incurred by Council and a further 4% for every 250 animals

entering the pound complex over 1,500 animals in years 1,2 and 3 of the

contract period, this increase will be charged to ensure RSPCA Qld does not

incur unanticipated expense.

Item 2 – Annual CPI increase to be applied to the initial base fee per month,

using the Brisbane CPI as provided by the Australian Bureau of Statistics.

Item 3 – Annual wage increases incurred by RSPCA Qld, in line with staff

collective agreements, has been factored into this tender and passed onto

Gympie Regional Council.



Item 4 – RSPCA Qld has not made provision in this tender for reclaims outside

of normal trading hours and if awarded the contract would seek to maintain

the current operating hours of the pound and adoption centre.

Item 5 – Wherever possible the Gympie Regional Council is to ensure that

sufficient animal control resources are rostered on weekends to minimise the

number of strays presented to the facility by the general public.

Item 6 – If both parties agree that placement of a temporary / permanent

veterinary clinic on site achieves the same level of animal outcomes at a lower

cost, it will be prioritised for implementation in future capital expenditure

programs and can form part of Council’s redevelopment plans in the future.

Item 7 – In the event of natural disaster affecting the operation of the Gympie

Council Pound, both parties will agree to mutually acceptable operational

changes that will ensure consistent animal outcomes and safety.

Independent Assessment of Tender

In order to demonstrate due diligence in respect of the assessment of this

tender, the submission received from Royal Society for the Prevention of

Cruelty to Animals (Queensland) Limited (ABN. 74 851 544 037) was forwarded

to White and Grey Consulting (“Council’s consultant”) to assess the

commercial aspects of the tender.

White and Grey Consulting have extensive experience with Local Government,

providing a range of tailored services including –

Assessment of viability and feasibility of projects and business

activities;

Development of commercial business cases;

Review of the commercial aspects of contracts;

Construction of functional and informative databases; and

Preparation of comprehensive financial modelling.

In assessing the operational feasibility of the tender, Council’s consultant has

indicated that in the first four (4) years of the agreement, the tenderer will

have an operating deficit and in year five (5) will return an operating surplus.

An extract from the report prepared by Council’s consultant in respect of the

operational feasibility of the tender appears below.

Assessment of Operational Feasibility

The tendered annual service fee, other income, adoption income and

estimated expenses provided with the tender submission have been collated

to present a forecast quasi-annualised operating statement for the length of

the Agreement, in order to understand the RSPCA’s expected financial

outcome for the Pound for the duration of the Agreement. The annualised

operating statement reflects the extent to which revenue is sufficient to meet

expenses and indicates the financial condition of operation.



Annualised Forecast Operating Statement

Contract Year Year 1 Year 2 Year 3 Year 4 Year 5

Year ending

July

2020 2021 2022 2023 2024

Tendered

Service Fee

(with CPI)

$453,600 $497,765 $537,080 $579,529 $625,366

Other Income $134,400 $137,760 $141,204 $144,734 $148,352

TOTAL INCOME $588,000 $635,525 $678,284 $724,263 $773,718

Human

Resources

$386,200 $395,855 $405,751 $415,895 $426,293

Animal Services

& Supplies

$48,000 $49,200 $50,430 $51,691 $52,983

Operational

Expense

$235,200 $241,080 $247,107 $253,285 $259,617

Other Expense $24,000 $24,600 $25,215 $25,845 $26,492

TOTAL

EXPENSES

$693,400 $710,735 $728,503 $746,716 $765,384

OPERATING

DEFICIT/SURPLUS

-$105,000 -$75,210 -$50,220 -$22,452 $8,334

Key Performance Measures

Contract Year Year 1 Year 2 Year 3 Year 4 Year 5

Year ending July 2020 2021 2022 2023 2024

Total Expenses - % of

Total Income

130% 128% 126% 125% 124%

Total Expenses - % of

Service Fee

153% 143% 136% 129% 122%

Operating Surplus Ratio -18% -12% -7% -3% 1%

Indicated Findings

As shown in the above tables, the Pound is likely to operate at a

deficit, with spending larger than revenue by a minimum of 120%

annually during the five (5) year Agreement. As a stand-alone

operation this would be significantly concerning however, it is

understood that RSPCA Queensland may operate various pound and

adoption centres (cost centres) on an aggregate basis and is therefore

able to sufficiently absorb any operational deficit at the Gympie

Pound. This also indicates that RSPCA Queensland has sufficient cash

and working capital to accommodate the Pound’s operational deficit.

The tender submission by the incumbent is consistent with the formal

approach made by the RSPCA in 2017 regarding the necessity for a staged

increase for the continuation of pound management and adoption services at

the Gympie facility.

It is important to note that the tenderer states in its submission that if

awarded the contract it is prepared to continue to operate a deficit in the first

four (4) years of the contract period.



It is understood that the proposal for a staged increase over the term of the

contract has been put forward by the RSPCA in reflection of the long standing

arrangement that this organisation has had with Council and in

acknowledgement that Council’s values in respect of animal welfare align

closely with those of the RSPCA.

Analysis of Labour and Human Resources

As detailed above, the most significant expense associated with the

incumbent’s tender submission relates to human resources. This was analysed

by Council’s consultant and the key findings of this analysis appear below.

Labour and Human Resourcing

The tendered response provides a total human resource cost of $386,200,

including on-costs. The breakdown provided excludes on-costs and is

summarised in the table below. For the purposes of historical comparison

and to understand any future expected growth or reduction in staffing levels,

the human resource costs within the Profit and Loss Statement (year ending

June 2018) were normalised and extrapolated to output key comparative

measures such as hours per fortnight and full time equivalent (FTE) figures.

The table below provides a summary of the financial year 2017/18 human

resource costs and output measures.

Human Resources Cost –

Normalised from Profit & Loss Statement – Year Ending June 2018

Positions Hours/fn Wage

Cost pa

% of

Total

Wage

Cost

Wage

Cost / fn

Rate/Hr($) FTE

Manager /

Assistant

Manager

111 $73,911 32% $2,843 $25.71 2.9

Animal

Attendants

94 $60,230 26% $2,317 $24.65 2.5

Customer

Service /

Adoption

Staffing /

Animal

Attendants

28 $17,715 8% $681 $24.65 0.7

Council

Processing /

Customer

Service

28 $17,715 8% $681 $24.65 0.7

Vets / Vet

Nurses all

vet care

55 $55,281 24% $2,126 $38.46 1.5

Behavioural

/

Assessments

11 $7,086 3% $273 $24.65 0.3

Total Hours 326 $231,939 100% $8,921 $27.35 8.6



Human Resources Cost –

as per Part 3.3 Remuneration of the Tender Response

Positions Hours/fn Wage

Cost pa

% of

Total

Wage

Cost

Wage

Cost / fn

Rate/Hr($) FTE

Manager /

Assistant

Manager

160 $106,960 32% $4,114 $25.71 4.2

Animal

Attendants

136 $87,162 26% $3,352 $24.65 3.6

Customer

Service /

Adoption

Staffing /

Animal

Attendants

40 $25,263 8% $986 $24.65 1.1

Council

Processing /

Customer

Service

40 $25,263 8% $986 $24.65 1.1

Vets / Vet

Nurses all

vet care

80 $80,000 24% $3,077 $38.46 2.1

Behavioural

/

Assessments

16 $10,254 3% $394 $24.65 0.4

Total Hours 472 $335,648 100% $12,910 $27.35 12.4

Indicated Findings

Based on the hours provided and the wage cost, the analysis determined

that the human resource cost described within the tender submission

allows for 12.4 full time equivalent (FTE) positions.

The calculated rates/hr ($) calculated from the tendered response were

applied to the inflated human resources and staff cost from the profit

and loss figures from financial year 2017/18 to calculate a historical FTE

of 8.6.

The incumbent advises within the tender submission that additional staff

are needed to meet demand and deliver an appropriate service level.

The analysis indicates that the tendered pricing will support an

additional 3.8 FTE or an increase of 45%, at an additional annual cost of

approximately $104,000 in year 1 of the Agreement. The reasonableness

of this increase is unclear, as it is a significant increase from the

historical data.

Without clear explanation of the increase within the tender response,

and only brief commentary within the tender submission that the pricing

makes allowances for the additional staffing levels needed to deliver

tender expectations, a 45% increase in FTE staffing may be considered

significant.



Council may wish to clarify how many additional staff the RSPCA are

looking to employ, if the staff will be located exclusively to the Pound in

Gympie and what their roles will be. This will assist to legitimise and

clarify the significant increase in human resources and staffing expenses.

As a result of this analysis, Council sought clarification from the tenderer in

relation to the additional human resources that are proposed to be provided

as part of its tender.

The following response was received from the RSPCA.

RSPCA Response

RSPCA has already increased staffing levels with an additional staff member

in preparation for the new tender period. If we are not awarded the Council

contract this position will be terminated and existing staffing levels will be

reviewed in line with animal intake numbers.

In addition to the above, daily staffing levels will increase from two to three

staff members across the weekly roster. At present, RSPCA rosters three staff

on twice a week and is reliant on volunteers to perform various duties which

are otherwise carried out by paid staff members.

Weekend staffing levels will also be increased from two staff members (16

hours) to three (24 hours) for both Saturday and Sunday.

Public holiday hours will be increased from eight hours to 16 hours for

security, and workplace health and safety reasons.

Animal health monitoring and checking will be increased from two to four

hours per week.

The increase in staffing allows sufficient coverage resulting from the added

workload including Council paperwork, Council animal related customer

service and the improved daily car of the animals (enrichment, behaviour

assessments, veterinary treatments etc.). Ultimately, this leads to improved

animal outcomes (more animals reclaimed, more able to be rehomed). The

increased staffing will also facilitate improved community engagement,

participation in community events and educational opportunities with RSPCA,

making allowances of 16 hours per month for these activities.

Ongoing staff training including but not limited to vaccination and

euthanasia accreditation with continued staff professional development will

ensure RSPCA and Council meet all statutory requirements.

Comparison with Other Local Governments

There are other Local Governments in Queensland that have entered into

similar arrangements with the RSPCA for the provision of pound management

and adoption services.



In the tender submission by the RSPCA, three (3) Councils were nominated as

referees. The three (3) Council’s identified include Moreton Bay Regional

Council, Ipswich City Council and South Burnett Regional Council.

Details of the arrangements with these Councils and the RSPCA appear in the

table below.

Description of

Service

Agreement

Approximate

timeframe of

services

provided

Approximate

value

Moreton Bay

Regional

Council

Full pound

management

services

10 years Total Dakabin

facility operating

budget

$2,078,461

Ipswich City

Council

Full pound

management

services

3 years Total Ipswich

facility operating

budget

$1,308,317

South Burnett

Regional

Council

Full pound

management

services

12 years Total Kingaroy

facility operating

budget $636,896

As part of the assessment of the tender submission, contact with each of these

Councils was made. The representative from each Council spoken to

confirmed the accuracy of approximate value of the operating budget for each

facility.

Of particular note is the arrangement that South Burnett Regional Council has

with the RSPCA in respect of services. As detailed in the tender information

submitted, the total Kingaroy facility operating budget is listed as $636,896.

On performing a referee check with South Burnett Regional Council earlier this

year, it was advised to Council’s Manager Environmental Health and

Regulatory Services that although South Burnett Regional Council had a long

standing arrangement with the RSPCA it was undertaking a similar tender

process as Gympie Regional Council for the provision of pound management

services.

Information taken from the South Burnett Regional Council website detailing

the General Meeting Minutes (unconfirmed) from its meeting held on

17 April 2019 details that South Burnett Regional Council resolved as follows.

Resolution:

That Council

1. accepts the RSPCA’s tender in principle to provide and operate an

Animal Housing Facility on behalf of Council;

2. delegates authority to the Chief Executive Officer to finalise contract

arrangements with the RSPCA.

Carried 6/0



As this item was considered in-committee by South Burnett Regional Council,

no further details are available at this point in time.

Alternatives to RSPCA

Noting that there was only one (1) tender received in relation to this service

contract, the only alternative management arrangement open to Council

would be for Council to assume full control of the dog and cat pound.

The would necessitate Council taking over all operational matters and

budgeting for significant capital expenditure associated with constructing its

own animal adoption facility.

Additional staff would be required to be recruited as Council does not

currently have the human resources on staff to adequately facilitate the pound

operations.

Whilst Council would have 100% control over operations, the following issues

would need to be considered:

Service level reduction to the community as a result of reduced times

available for animal collections from the pound facility by dog and cat

owners. (The RSPCA is currently open from 10:00 am to 5:00 pm seven

(7) days per week – excluding public holidays).

Significantly increased euthanasia rate of dogs and cats that are not

reclaimed by owners. (Council does not have a relationship with the

range of independent animal adoption agencies nor access to the

RSPCA network of centres (or its head office) that the RSPCA has). It is

this network and contacts that enable the RSPCA to contain current

euthanasia rates at such low levels).

Council would be in direct competition with RSPCA in relation to the

provision of adoption services for dogs and cats. (RSPCA have made it

clear that they will not entertain any hybrid arrangements with Council

in respect of services if it is unsuccessful with its tender).

Increased veterinary costs in relation to monitoring the health and

wellbeing of impounded animals as well as euthanasia of dogs and

cats not reclaimed by owners.

Potential adverse impacts and reputational damage to Council should

euthanasia rates increase.

The period of time required for Council to be in a position to

implement any alternative arrangements for the management of the

pound facility after 30 June 2019 when the current arrangement is due

to expire.

The RSPCA has previously indicated that it would not consider any “hybrid”

arrangement with Council if unsuccessful in its tender and would sever ties

with Council in relation to provision of both pound management and

adoption services.



Reputation of RSPCA

As noted on its website, The Royal Society for the Prevention of Cruelty to

Animals Queensland (RSPCA Qld) is the state’s oldest, largest and leading

animal welfare charity, “dedicated to improving the lives of all domestic,

farmed and native animals throughout Queensland.”

The RSPCA brand is well known amongst the community as is their impeccable

reputation in respect of animal welfare issues with statistics indicating that the

organisation currently rehomes more animals than any other organisation in

the Southern Hemisphere.

Continuing Council’s long standing relationship with the RSPCA will enable

Council to continue to work closely with the organisation in order to achieve

animal welfare outcomes that are commensurate with community

expectations, particularly in respect of minimising the number of dogs and

cats that are not claimed by owners being unnecessarily euthanased.

3. BUDGET IMPLICATIONS

Council’s draft 2019-20120 budget includes an appropriate allocation to fund

the Council dog and cat pound incorporating sufficient allowance to facilitate

the implementation of this contract. The potential increased operational

funding required in future years (should this tender be accepted) has also

been identified in Council’s Long Term Financial Plan and obviously

contributes to budget pressures.

4. POLICY IMPLICATIONS

The tender process has revealed that there is no serious interest in relation to

the provision of pound management and adoption services outside of the

incumbent provider. This process was carried out in accordance with Council’s

procurement policy and procedures.

Council would not be in a position to perform these services in-house from

1 July 2019 as it does not have the staff to fulfil current operational

requirements nor the infrastructure or network to support an animal adoption

program.

The tenderer is a community based charity recognised as one of the peak

animal welfare organisation within Queensland. Corporate risk in relation to

animal welfare and handling is significantly reduced by contracting these

services to a suitable provider such as the tenderer.

Further, increasing euthanasia rates of dogs and cats that are not claimed by

their owners is not commensurate with community expectations and carries a

large degree of corporate risk.

Accepting the tender submitted by the RSPCA will allow for the current

euthanasia rates to be kept to an absolute minimum.



5. CONSULTATION

Gympie Regional Council Legal Advisor – Power and Cartwright Solicitors

Business Analyst – White and Grey Consulting

Chief Executive Officer

Director Planning and Development

Manager Finance

Senior Officer – Contracts

Senior Advisor Safety

Coordinator Regulatory Services

Moreton Bay Regional Council

Ipswich City Council

South Burnett Regional Council

6. CONCLUSION

Following a compliant procurement process for Tender 2018-2019-T014

Pound Management and Adoption Services, one (1) tender response was

received from Royal Society for the Prevention of Cruelty to Animals

(Queensland) Limited (ABN. 74 851 544 037).

This tenderer is the current service provider to Council.

Assessment of the response by the assessment panel reveals that tenderer has

satisfactorily addressed the qualitative criteria assigned to this tender namely:

Contract experience – 10%

Capability and resourcing – 20%

Methodology – 10%

Health and safety – 10%

Local benefits (economy) – 10%

Price – 40%

The tenderer has had a long standing relationship with Council in relation to

the provision of services at Council’s dog and cat pound. Over the years,

services have increased with now Council benefiting from significantly low

euthanasia rates for dogs and cats that are not reclaimed by owners.

These significantly low euthanasia rates are as a direct result of the adoption

services provided by the RSPCA as well as Council and the RSPCA’s efforts in

encouraging responsible pet ownership.

The cost of the provision of these services has increased significantly and as

indicated by financial information previously provided by the RSPCA, its

Gympie operation has been running at a loss for several years. The RSPCA has

advised that as a charitable organisation, this situation cannot continue and an

increase in the cost to Council for the provision of these services is now

sought as part of the tender process.



Other Councils, including South Burnett Regional Council have recently

completed a similar tender process and have resolved to enter into contractual

arrangements with the RSPCA for the provision of these services.

The value of Council’s relationship with the RSPCA and the positive outcomes

from the services provided in respect of animal management and adoption are

such that while acknowledging the increased cost, it is considered appropriate

that Council accept the RSPCA tender as submitted.

M06/05/19 Moved Cr DW Dodt Seconded Cr MS Gear

That Council accepts the tender submitted by the Royal Society for the

Prevention of Cruelty to Animals (Queensland) Limited (ABN. 74 851 544

037) for the provision of Pound Management and Adoption Services for a

five (5) year period commencing 1 July 2019 and expiring on 30 June

2024 and that Council enter into a contract with this organisation for the

provision of these services.

Remuneration for the provision of these services to be as per the tender

submission and subject to CPI increase in Years 2,3,4 and 5.

$ Exclusive of

GST

$ GST

Only

$ Inclusive of

GST


annum (YEAR 1)

(1 July 2019 – 30 June 2020)

$453,600 $45,360 $498,960


annum (YEAR 2) (1 July 2020

– 30 June 2021)

$489,600 $48,960 $538,560



– 30 June 2022)

$528,768 $52,877 $581,645



– 30 June 2023)

$571,068 $57,107 $628,175



– 30 June 2024)

$616,752 $61,675 $678,427

Carried



AGAINST: Nil



SECTION 6: CORPORATE AND COMMUNITY SERVICES

6.1 Numabulla Men's Shed Proposal for Lot 29 B6581, Mary Valley

Road, Brooloo

PORTFOLIO: Social Wellbeing

DIRECTORATE: Corporate and Community Services

DOC ID:


STRATEGIC THEMES:

1. Our Infrastructure – well planned, integrated and safe



In February 2018, the Brooloo Men’s Shed Group (as it was then known) sent a

letter to Council expressing interest in the shed at the former Brooloo Hall site.

At the time the shed was licensed to the Brooloo Community Centre Inc. A

meeting was held with members of both groups in June 2018 where it was

confirmed that the Brooloo Community Centre Inc. no longer wished to

maintain the shed or site. The men’s shed group were advised that the shed

was currently classified as a Class 10a Shed (non-habitable building) that could

not be used for community gatherings or operation as a men’s shed

workshop. The group was advised that for the storage shed to be used as a

community facility/club, applications would need to submitted to Council for

building and plumbing works, which would necessitate significant upgrades to

the building.

Council officers provided the men’s shed group with a list of the likely

information required to obtain a building permit for the reclassification of the

building (including professionally drawn plans (floor, elevations, structural

etc.), Energy Efficiency Assessment Report & Form 15, Structural Engineers

Report, Installation of Termite Protection System, Weatherproofing and

Vermin Proofing, Installation of Windows for natural light and ventilation,

Installation of Wastewater Disposal System and Potable Water Supply System,

Installation of Unisex Disabled toilet facility, emergency exit and fire safety

requirements, installation of compliant Disabled Carpark and path of travel to

building).

With agreement from Council, the Brooloo Community Centre Inc. terminated

its tenure agreement with Council on 30 June 2018 and the shed has been

vacant since that time. The Brooloo men’s shed group became incorporated

into the Numabulla Men’s Shed Inc. and wrote to Council in September 2018

expressing its interest in the site again. The group was advised that Council

would undertake community consultation in March 2019 to determine the



community’s aspirations for the site, before allocating the site to a new

community group.

A petition in relation to the site was presented to Council’s Ordinary Meeting

on 27 March 2019. A total of 60 residents from the Brooloo township

petitioned Council to: “Grant a lease for the Council-owned shed at LOT 29

Mary Valley Rd, Brooloo to Numabulla Men's Shed Inc. This will provide a base

for the needed Men's Shed and will also make meeting and other facilities

available to the local community.”

The two nearest Men’s Sheds to Brooloo are located at Amamoor (22 km -

approx. drive time of 21min from Brooloo) and Pomona (32km -approx. drive

time of 27 min from Brooloo). The Rural Fire Brigade Station is the only

community facility in Brooloo. The Imbil-Brooloo Rail Trail is now in

construction.

There are currently 200 rateable properties in Brooloo (which may include

unallocated State land). At the 2016 Census, the population of Brooloo was

348 people (noting 445 people were recorded in the 2011 Census; 333

recorded in the 2006 Census). It is noted that Council’s rates localities

boundaries and the Census “Brooloo” boundaries do not align exactly,

however this data does indicate that the population of the area is below 500

people.

2. REPORT

Property Information

Property Description: Lot 29 on B6581

Location: 3726 Mary Valley Road, Brooloo

Zoning: Community Purposes

Tenure: Gympie Regional Council as Trustee

Reserve Purpose: Recreation

Current Use: Non-tenanted storage shed



Community consultation

A community consultation session was hosted by Council on 27 March 2019 at

the Rural Fire Brigade Station in Brooloo to gain an understanding of the

community’s desire for the site and its views on the Numabulla Men’s Shed

proposal. Council officers, the Divisional Councillor and members of the

Numabulla Men’s Shed Inc. were present to answer questions from the public.

Council officers provided information about the site, the current status of the

storage shed and general information on what would be required to convert it

to a community building. Council officers also consulted residents about the

removal of the hall stumps that are still in situ.

A total of 15 surveys were completed and submitted on the evening, with a

further 6 further surveys completed on Council’s Have Your Say on-line page.

The on-line survey was available from 27 March – 27 April 2019.

Survey Results

18 of the total 21 people surveyed supported a license or lease being

granted to the Numabulla Men’s Shed; two (2) did not support and

one (1) was unsure;

14 men and 7 females completed the surveys;

Only two (2) of the 21 surveyed stated they were members of the

Numabulla Men’s Shed;

People surveyed were all over the age of 40 and resided in Brooloo

(10), Imbil (5), Kenilworth (1), Moy Pocket (1) and Gympie (1);

A common theme throughout the positive responses was for the space

to be activated and for the community (both men and women) to be

able to use the space for community purposes;

Two (2) “unsure” cited a lack of adequate information to provide a

yes/no response.

In relation to the former hall stumps, most attendees at the consultation

session were comfortable with removing the stumps to enable the site to be

more safely and properly maintained and to improve the aesthetics of the site.

There was strong interest by some attendees to use the stumps for artistic

purposes or as a feature (either at the front of the site or relocated to the head

of the new Rail Trail in Brooloo).

Planning and Development Implications

Council officers have advised the proponent group that it will need to invest

significant cost and time in applying for and then undertaking works to

convert the existing storage shed into a compliant community building.

Granting of Tenure

In accordance with Chapter 6 Section 236 (1)(b)(ii) & (2) of the Local

Government Regulation 2012, Council may dispose of a valuable non-current

asset other than by tender or auction if the disposal is to a community

organisation and the local government has decided, by resolution, that the

exception may apply.



As there has been a petition and significant local community consultation in

support of the Numabulla Men’s Shed Inc. gaining tenure for this site, it is

considered unnecessary to undertake an expression of interest process or

tender for tenure to this lot.


If this report is approved by Council, it’s major contribution towards this

project is offering the land and storage shed via a tenure arrangement to the

Numabulla Men’s Shed Inc. for a nominal annual fee of $100 + GST. This will

provide the group with a parcel of land and shed to establish its operations.

Council has no budget allocation for the refurbishment or construction of a

community building in Brooloo, nor has it been identified in Council’s

Corporate Plan or other key planning documents. The potential reuse of the

former hall stumps will require further discussion with interested community

groups and seeking community funding or grant options.

Numabulla Men’s Shed Inc. is able to apply for Council’s Community

Assistance Grants to assist in their pursuit of converting the shed into a

community building. This could include a grant of up to $5,000 for a Planning

and Design grant to assist with the cost of reports and plans required for

development approvals. If that initial grant is successfully acquitted, the group

could then seek a Facilities Development Grant for up to $10,000 for capital

works. These grants would provide a small revenue component towards the

overall costs. Numabulla Men’s Shed Inc. will need to raise its own funds to

undertake and complete the works through to final compliance.

Further, it may be more prudent for the Numabulla Men’s Shed Inc. to

investigate the purchase of a fit for purpose shed that will meet the

requirements of a Class 9b Assembly Building, rather than upgrading the

storage shed.


From a social policy perspective, community cohesion and engagement are

key components to the liveability of communities. Men’s Sheds have the

potential to provide a great outlet for men (and the broader community) to

socialise, connect and improve their mental health. However, the benefits of

establishing new community facilities must be considered with regard to

residential population levels, upfront capital and ongoing maintenance costs,

volunteer capacity, as well as the proximity of other nearby community

facilities. For these reasons, officers are not recommending for Council to

establish a new community building or hall in Brooloo or to allocate capital

budget to fund the proposed upgrade of the storage shed. However, officers

will continue to work with the Numabulla Men’s Shed Inc. and support any

external grant funding opportunities.



5. CONSULTATION

Community Consultation – with residents on 27 March 2018

Manager, Development and Compliance

Coordinator, Land Initiatives

Manager, Planning Strategy and Major Projects

Coordinator, Building Section

Manager, Community Partnerships

Officer, Property

Senior Officer, Community Partnerships

6. CONCLUSION

Council is trustee for the State Owned recreation reserve at Lot 29 B6581,

Brooloo. The storage shed on the lot has been vacant since 30 June 2018.

There is strong support within the Brooloo township for the storage shed to

be converted to a community building and for the Numabulla Men’s Shed Inc.

to undertake this activity. Officers are supportive of the potential social benefit

created by the Numabulla Men’s Shed proposal, though emphasize that there

will be significant cost and time required of the group to convert the existing

shed into a compliant community/assembly building and that limited funds

are available through Council’s grant program.



M07/05/19 Moved Cr RA Fredman Seconded Cr DH Stewart

That Council:

1. Notes there is significant support from the Brooloo community for

the Numabulla Men’s Shed Inc. to establish a men’s shed on Lot 29

B6581 and make the facility available for use by the local

community;

2. Approves Infrastructure Services to arrange for the removal and

storage of the former hall stumps from Lot 29 on B6581, and

investigate the potential reuse of the stumps for other purposes

including landscaping or artistic features in Brooloo or other sites;

3. Approves the exception referred to in Chapter 6 Section 236(2) of

the Local Government Regulation 2012 allowing Council to dispose

of (through leasing) the subject site, other than by tender or

auction, to a community organisation;

4. Offers Numabulla Men’s Shed Inc. tenure over the full area or part

thereof of Lot 29 on B6581 located at 3726 Mary Valley Road,

Brooloo with terms and conditions to include the following:

Rental – $112.00 + GST;

Term – 10 years;

Proposed Use – Storage Shed (and then Assembly/Community

Building if all necessary approvals obtained);

The Numabulla Men’s Shed Inc. to hold public liability

insurance in a sum not less than $20,000,000.00 or such other

amount that Council shall determine from time to time;

Specify a minimum amount of time per week that the facility

can be used/hired by the general community; and

All costs associated with the preparation, stamping and

registration of tenure documents (including surveys) be borne

by the Numabulla Men’s Shed Inc.;

5. Notes that Numabulla Men’s Shed Inc. will be responsible for

obtaining necessary building and plumbing approvals in relation to

development of the site (noting the existing concessions for

community buildings constructed on Council owned or managed

land) and that the group will be responsible for all capital and

ongoing operational costs associated with the establishment of a

men’s shed on this site;

6. Notes that Council will provide to the Numabulla Men’s Shed Inc.

(free of charge) any existing building/shed plans, reports or site

information to assist the group in understanding the requirements

to convert the shed.

Carried



AGAINST: Nil



6.2 Community Assistance Grants Round 2, 2018/2019



DOC ID:


STRATEGIC THEMES:


Cr Smerdon declared a perceived conflict of interest in this matter (as defined

by section 175D of the Local Government Act 2009) due to being President of

Lower Wonga Hall and Recreation Association Inc who are possible recipients

of a grant. He noted that he did not partake in the process to award grants

and had no involvement and no discussion with staff regarding the grant

application.

RESOLVING A CONFLICT OF INTEREST:

M08/05/19 Moved Cr MW Curran Seconded Cr DW Dodt

That Cr Smerdon remain in the meeting for Item 6.2 and vote on

the matter.

Carried


Cr GC Hartwig, Cr DH Stewart and Cr RA Fredman

AGAINST: Nil

Cr Leitch declared a perceived conflict of interest in this matter (as defined by

section 175D of the Local Government Act 2009) due to being a life member

of the Gympie Rugby League Club who are possible recipients of a grant. He

noted that he played no role in the allocation of money for the grants and

advised he would like to remain in the meeting to participate in the discussion

and vote on this matter.

RESOLUTION OF CONFLICT OF INTEREST

M09/05/19 Moved Cr MW Curran Seconded Cr DW Dodt

That Cr Leitch remain in the meeting for Item 6.2 and vote on the

matter..

Carried

FOR: Cr MW Curran, Cr MA McDonald, Cr DW Dodt, Cr MS Gear,


AGAINST: Nil



Cr Curran declared a perceived conflict of interest in this matter (as defined by

section 175D of the Local Government Act 2009) due to being patron of the

Gympie Junior Rugby League (not member). He noted that he played no role

in the allocation of money for the grants and advised he would like to remain

in the meeting to participate in the discussion and vote on this matter.

The Mayor asked Cr Leitch to chair the discussion regarding the Mayor’s

perceived conflict of interest.


M10/05/19 Moved Cr WR Leitch Seconded Cr GC Hartwig

That Cr Curran remain in the meeting for Item 6.2 and vote on the

matter.

Carried

FOR: Cr MA McDonald, Cr WR Leitch, Cr DW Dodt, Cr MS Gear, Cr GC Hartwig,


AGAINST: Nil


Council’s Community Assistance Grants program provides financial assistance

to eligible organisations to deliver projects which respond to community need,

align with Council’s Corporate Plan and enhance the social, cultural and

community development of the region.

There are two grant rounds per financial year. Organisations may also apply

for emergency grants throughout the year while grant funds are still available.

Round one of 2018/19 was open from 1 September – 14 October 2018. Round

Two was open from 1 March 2019 – 14 April 2019.

2. REPORT

A total of $160,000 is available for community grants in 2018/19 excluding

Regional Arts Development Fund (RADF). A total of $71,858 is available for this

Round. Recommendations below total $71,836 which is therefore within

budget.

The Grants Information Session for Round Two was held on 28 February 2019,

recording attendance of 80 people from 47 local community organisations.

There was a range of groups that had not previously applied for Council

grants indicating that our engagement with the community is broadening.

Feedback forms collected at the session evidenced very high satisfaction with

staff’s presentations and assistance.

Table 1 below outlines the Round 2 number of applications received per

category, funding requests and funding recommendation.



Table 1: Community Assistance Grants – Round 2 208/19

Grant Category Total

number

applications

Total Grant

Requests

Total

project

Costs

Recommended

Funded

Projects

Total

Recommended

Funding

Equipment 14 $20,346 $20,560 9 $12,477

Community

Capacity

Building

2 $7600 $17,838 1 $5,000

Community

Events

9 $30,500 $173,326 7 $16,500

Facilities

Development

15 $86,141 $117,873 8 $37,859

Total 40 $144,587 $329,597 25 $71,836

2.2 Grant Categories

Community Capacity Building

Purpose

To support community-led projects that increase the

social wellbeing of residents

To increase the capacity of community organisations and

clubs to deliver services to their members and the

broader community.

Amount Up to 80% of total project costs, maximum $5,000 grant

Priorities

Priority will be given to projects which enhance:

Social connection and sense of belonging between

residents, neighbourhoods and/or the broader

community;

Volunteering opportunities and retention;

Active and healthy lifestyles including sporting,

recreational or social initiatives that encourage active

community participation and wellbeing;

Partnerships and collaborations between community

organisations in improving community outcomes;

Learning and skills development for particular target

groups, residents and/or the general community;

The organisational capacity of community organisations

and clubs including strategic planning, governance,

financial management, leadership skills, training for

members or management committees;

Positive outcomes for specific target groups or

community issues, for example young people, seniors,

access and inclusion.



Facilities Development

Purpose To support safe, inclusive and accessible community

facilities to enhance community participation, active and

heathy lifestyles and social wellbeing.

Amount Planning & Design: Maximum $5,000 grant, no co-

contribution required

Capital works: Up to 75% of project costs, maximum $10,000

grant

Priorities

1. Demonstrate sound planning and design

2. Improve the quality and sustainability of the facility

3. Increase, maintain or enhance community participation

and access;

4. Encourage multi-use or shared use of community

facilities;

5. Address issues of risk management or compliance with

Australian standards;

N.B: Lower priority may be given to projects which are

considered routine maintenance. Emergency repairs may be

eligible for funding under Emergency Grants.

Equipment Purpose To assist community organisations to purchase equipment

so they can better serve their members and the broader

community.

Amount Maximum $2,000 grant, no co-contribution required

Priorities

Enable the effective functioning of a community

organisation

Support volunteers to undertake their roles in a safe and

enjoyable manner

Encourage shared use of resources between community

groups (where possible)

Community Events

Purpose

To support community events and celebrations which

generate community pride, social well-being and liveability.

Amount Up to 60% of total event costs, maximum $5,000

Priorities 1. Celebrate the identity, creativity, diversity and/or

lifestyle of the local community or region as a whole

2. Contribute to social well-being through encouraging

community participation and pride, social inclusion and

active and healthy choices

3. Contribute to the local economy by attracting a broad

range of patrons and participants

4. Build the capacity of local event management talent,

suppliers and/or artists

5 Increase access to and engagement with cultural

heritage, including Aboriginal & Torres Strait Islander

culture



6. Contribute to achieving positive outcomes in relation to:

• Seniors (e.g. Seniors Week)

• Children and Young People (e.g. Youth Week)

• Access and Inclusion (e.g. Mental Health Work)

• Festive Season ( e.g. local Christmas/New Year events)

2.3 Assessment process

All applications have been assessed against specified eligibility and assessment

criteria detailed in the Council endorsed Community Assistance Grants

Guidelines 2018/19. The following assessment process was undertaken:

Eligibility check: All applications were checked against eligibility criteria to

ensure the applicant type, project type, amount requested and timeframes are

eligible.

Assessment: Applications were assessed against specified assessment criteria

by a panel comprised of Council staff who have knowledge and experience in

the respective grant category. Panel members participated in a moderation

meeting to review the assessments and determine grant recommendations.

The Manager, Community Partnerships provided a briefing to the portfolio

chair on the grant recommendations.

Endorsement: Panel recommendations are provided to Council for

consideration and endorsement (refer to Attachment 1).

2.4 Notification

Following Council’s endorsement of grant recommendations, all applicants will

be notified of the outcomes via email and funding distributed to successful

applicants. Unsuccessful applicants will be invited to seek feedback and

offered further assistance on future applications.

The list of successful applicants will be displayed on Council’s website

following endorsement by Council.


Recommended funding is within the 2018/19 budget allocation for

Community Assistance Grants.


The grant process was carried out in accordance with the Community

Assistance Grants Policy (CSPOL353) and the 2018/19 Community Assistance

Grants Guidelines that were approved by Council at its Ordinary Meeting on

22 August 2018.



5. CONSULTATION

Manager, Community Partnerships

Manager, Development and Compliance, Planning and Development

Senior Officer, Community Partnerships

Coordinator, Major Events

Coordinator, Facilities Management and Maintenance

Community Development Officer

Officer, Property

6. CONCLUSION

All grant applications were assessed against endorsed eligibility and

assessment criteria and recommendations for funding are within budget.

ATTACHMENTS

⇩1. Community Assistance Grants - Recommendations - Round 2 2018.19

M11/05/19 Moved Cr DH Stewart Seconded Cr MA McDonald

That Council endorses the recommendations for funding of Community

Assistance Grants - Round 2 2018/2019 as outlined in Attachment 1 to the

total of $71,836.

Carried



AGAINST: Nil



6.3 April 2019 Financial Report

PORTFOLIO: Governance, Finance, Disaster Management


DOC ID:


STRATEGIC THEMES:



3. Our Economy – dynamic, productive and resilient

4. Our Environment – sustainable, well-managed and accessible

5. Our Organisation – accountable, responsive, efficient and innovative


This financial report as at 30 April 2019 is provided for Council’s information to

meet the monthly reporting obligations under the Local Government

Regulation.

2. REPORT

The financial statements provide a comparison of the actual results to

30 April 2019 against Council’s current 2018-2019 adopted budget.

Overall Council’s year to date performance to 30 April 2019 is tracking as

expected. The reports attached have been prepared on a management

accounting basis and differ from the statutory financial statements as they

include internal transactions for Community Service Obligations, Competitive

Neutrality Payments and forecast internal dividends from Council’s Water

Business Unit.

Operating Revenue:

Council is currently on track having received $88.7m (86.01%) of its total

operating income budget ($103.2m) as at 30 April 2019.

The unfavourable operational income variance to date against budget includes

lower than forecast interest revenue received, lower than forecast demand for

water consumption, the timing of receipt of waste disposal fees and is offset

by higher than expected development applications and building inspections

and revenue for maintenance works for Transport and Main Roads.

As at 30 April 10.11% of rates issued are outstanding. This percentage

continues to trend downwards and it is expected to continue with ongoing

active staff management and expansion of the options available for customers

to pay.



Operating Expenditure:

Council operating expenditure to 30 April is currently $84.2m (86.8%) of the

full year budget $97m. The resulting $3.7m unfavourable variance against the

year to date budget is a combination of a number of factors including higher

than forecast operational expenditure relating to the progress of a number of

operational projects in the Water Business Unit, seasonal maintenance works

across the road network and open spaces and an adjustment to the system

process for superannuation on costs.

The unfavourable variance is partially offset by delays in the finalisation of

some operational projects for several branches and timing of lump sum

contributions and other adjustments.

Additional commentary is provided in the attached April 2019 Financial

Report.

Capital Revenue:

Year to date (YTD) capital income of $8.7m is higher than forecast and

comprises capital grants of $5.54m, Infrastructure Charges of $2.5m and the

recognition of $0.66m of donated assets.

Capital Project Expenditure:

Actual expenditure on capital projects including commitments to 30 April 2019

is $37.3m against the total annual capital program budget of $48.4m. This

level of expenditure is in line with forecast.

The capital program will continue to be monitored by Directors and Managers

and any variations to the capital program will be included in the second

budget review, due to be presented to Council in April 2019.



Statement of Financial Position:

A Statement of Financial Position as at 30 April 2019 compares the Council’s

Assets, Liabilities and Community Equity position to the previous financial

year. Overall results are tracking as expected with a decrease in Community

Equity of $37.3m compared to the same period for the last financial year as a

result of the comprehensive valuation exercise carried out during 2017-18.

Cash and Cash Equivalents Report:

The total cash on hand at the end of April 2019 was $40.3m excluding funds

held in trust.

Funds held in trust by Council on behalf of developers and ratepayers totals

$1.94m as at 30 April 2019.

As at 30 April 2019, Council has a total of $39.2m invested with Queensland

Treasury Corporation and $1m of term deposits invested with the Bendigo

Community Bank.

In comparison Council funds of $49.3m were invested with Queensland

Treasury and $2m with other banking institutions as at 30 April 2018 and the

amount held in trust as at 30 April 2018 was $1.16m.

The balance of funds invested is lower for this current financial year as Council

has delivered several major infrastructure projects which have been funded

from cash investments not borrowings and project expenditure being incurred

before receiving subsidy funds from State and Federal Government.


The financial transactions to 30 April 2019 will be monitored against Council’s

current adopted 2018-2019 budget. A budget review against the end of

financial year actual results as at 30 June 2019 will be presented to the August

2019 meeting.


The April 2019 monthly management reporting is in line with Council policy,

the Local Government Act 2009 and the Local Government Regulation 2012.

5. CONSULTATION

Consultation to provide commentary regarding the financial performance to

the 30 April 2019 has been undertaken with Managers, Directors and the Chief

Executive Officer.

6. CONCLUSION

Council’s financial statements for the period ended 30 April provides a

comparison of actual results against the revised budget adopted at the

24 April 2019 Council Meeting. Overall it is currently forecast for the actual

results to the 30 June 2019 to align with the current budget by the end of the

financial year.



ATTACHMENTS

⇩1. April 2019 Finance Report

M12/05/19 Moved Cr MA McDonald Seconded Cr DW Dodt

That Council endorses the financial report for the period ended

28 April 2019.

Carried



AGAINST: Nil



6.4 2019 Gold Rush Festival

PORTFOLIO: Tourism, Sport and Recreation


DOC ID:


STRATEGIC THEMES:



In 2017, Gympie Regional Council was awarded a $75,000 grant from the

Australian Government’s Department of Industry, Innovation and Science

(Building Better Regions Fund - Community Investments Stream) to revise the

format and develop strategic plans for Rush Festival and Gympie Gold Rush

Festival.

In 2018, Gympie Regional Council (GRC) commissioned Events Tourism

Associates (ETA) to provide recommendations aimed at refining the

scope/vision of the Rush Festival, addressing issues relating to the Gympie

Gold Rush Festival and other related local event activities, to ensure the event

provides a unique framework that is attractive to both local residents and

visitors.

2. REPORT

The Report findings proposed a number of ambitious recommendations

including the creation of two district events: one being a 10 day arts and

cultural event during a different month. This recommendation needs to be

explored more fully for its feasibility when officers develop the proposed

Events and Festivals Strategy.

This report relates specifically to the recommendations for a revised new

format for the Gold Rush Festival, focusing on the festivals origins in

celebrating Gympie’s rich cultural heritage through a condensed three-day

program.

GOLD RUSH 2019

Dates: Friday 18 – Sunday 20 October 2019.

Concept: Celebrate the discovery of gold and establishment of the town

of Gympie and capture other significant cultural stories (including First Nations

history) that have shaped our region.

It is proposed that extensive community workshops will commence from

August through to the delivery date.



Expressions of interest will be sought from schools, indigenous representatives

and community organisations to be involved in the delivery of the festival.

Local professional artists, performers, crafts people and vendors are also

required.

External professionals would be engaged to deliver on areas where locals are

unable, and where possible workshop and mentoring options would be

offered to the community.

The project will be managed by council’s Major Events Team in conjunction

with the Gympie Art Gallery, Place Management, Community Partnerships,

Gympie Futures (Economic Development and Tourism), Parks, Infrastructure

and Gympie Regional Library.

Proposed Program:

Prior to finalising the program of events for October 2019, officers propose

obtaining feedback on the proposed program of events, concerns, aspirations

and alternatives that may need to be considered.

The proposed Program of Events is as follows:

Twilight Parade - Friday, 18 October 2019, Mary Street

Welcome to Country, Parade, Billy Cart Derby, Entertainment and

vendors, Large-scale Lantern Project, ‘Parts of the machine’ Props

Project, Mary Street Theming Project.

Community Carnival – Saturday 19 October 2019, Lake Alford and

Gympie Gold Mining Museum.

Old Ways and Wares Market and displays, museum tours, Kinetic

Industrial Art Project, Vintage Games, Mainstage entertainment,

Indigenous, Chinese and Scottish food and Bootleg Bar.

Saturday evening performance by the community, including float,

kinetic industrial art project, indigenous performance, fire and

fireworks, Largescale Lantern Project, Parts of the machine props

Project

Community Picnic – Sunday 20 October 2019, Various locations

The Marketing campaign will encourage families, friends and community to

head outdoors all weekend through Mary Street coming alive on the Friday

evening through to picnicking together at Lake Alford and the Gold Mining

Museum or strolling through Gympie Central Business District (CBD) all

weekend to view art installations and images. Inspiration packs will be created

and made available to encourage participants to access public space across

the region.

Community Engagement Projects

Projects that are being considered to involve and engage the community

include:



Large scale Lantern Project - High School Performing Arts Parade and Closing

Ceremony which utilises a series of five (5) largescale 19th Century machinery

style lanterns created by local High School students under the tutelage of a

professional prop/lantern maker.

“Parts of the machine” Props Project - Primary School Educational Kit / Parade

and Closing Ceremony. Around 250-1500 small LED lit machinery props (cogs

and wheels) will be made in schools by school staff as part of an educational

kit.

Mary Street Theming Project - A series of heritage images / signage to be

developed for Mary Street traders to display in their premises.

Vintage Games Project - Scout, Guide and other local organisations to design

and deliver heritage and indigenous- games and activities at the Carnival

(Saturday 19 October).

Kinetic Industrial Large Scale Sculptural Project - Artist to work with local

metal artists to consult, design and create a large scale metal artwork used in

closing ceremony.

Old Ways and Wares Workshops - A series of workshops by coopers, chair

makers, silversmiths, leatherworkers, blacksmiths etc. delivered prior to the

festival, and showcased at the Carnival event (Saturday 19 October).


$75,000 is available in Council’s proposed 2019-2020 budget to undertake this

event.


Arts and Cultural Plan 2015-2025

Gympie Town Centre Revitalisation Strategy

5. CONSULTATION

Preliminary consultation has occurred internally at:

- Council’s workshop on 10 April 2019

- Events and Tourism Reference Group

- Director, Corporate and Community Services

- Manager, Marketing and Communications

And externally with the following groups:

- Primary and Secondary Schools within the central Gympie district.

- Town Centre Stakeholder Reference Group

- Previous stakeholders from 2018

It is proposed that the public is invited to provide feedback on the

aforementioned proposed program of events and inform council of any

concerns, aspirations and alternatives that may need to be considered prior to

a final decision by Council at its ordinary meeting on 26 June 2019.



6. CONCLUSION

Gympie Gold Rush Festival has long celebrated the origin of the region’s

current prosperity and is cherished by the community. With the folding of the

previous committee, responsibility for developing and delivering the event

now rests with Gympie Regional Council. Previous consultation and feedback

makes it clear the community want to see it continue however there is an

opportunity to revitalise the program and increase community engagement.

Gympie Gold Rush Festival has unrealised potential to attract visitors to our

region by connecting with the region’s strong heritage narrative.

The proposed program seeks to set a clear vision and maximise the potential

of the event whilst staying connected with the community’s aspirations. A final

consultation with the public, particularly regarding the Mary Street Parade, will

provide the reassurance needed to progress event planning and delivery.

M13/05/19 Moved Cr RA Fredman Seconded Cr DW Dodt

That Council invites comments from the public about the proposed

program of events for the 2019 Gympie Gold Rush Festival, and a further

report is presented at Council’s ordinary meeting in June.

Carried



AGAINST: Nil



6.5 Agistment Lease - Mt Olive Road, Cinnabar - Lot 64 on Crown Plan

LX283

PORTFOLIO: Business Activities


DOC ID:


STRATEGIC THEMES:




Council owns the freehold of Lot 64 on Crown Plan LX283, known as Mt Olive

Gravel Pit shown outlined in red in Diagram 1. Part of the land is proposed to

be leased for agistment purposes as shown outlined in green in Diagram 2.

The land has previously been leased for agistment. It has recently been

surrendered back to Council due to there being insufficient water available

which required the Lessee to cart water to the site.

2. REPORT

Property Description: Part of Lot 64 on Crown Plan LX283

Location: Mt Olive Road, Cinnabar

Area: 101.5ha (refer Diagram 3)

Zoning: Rural

Current Use: Gravel extraction pit on part of the land

Tenure: Freehold, owned by Gympie Regional Council

The owner of 4435 Wide Bay Highway, Cinnabar, which adjoins the subject

land, has expressed interest in leasing the property.

The land not utilised for gravel and water purposes is not actively managed by

Council. If Council resolves to invite expressions of interest to lease the

subject area (identified as Lease Area “A” in diagram 3 below) for agistment

purposes, this would contribute to the ongoing maintenance of the land and

lessen the need for Council staff to maintain.

In accordance with the provisions of Section 227 and Section 228 of the Local

Government Regulation 2012, it is recommended that Council call for public

expressions of interest for agistment of the subject land.



Diagram 1. Lot 64 on Crown Plan LX283 at Cinnabar, known as Mt Olive Gravel Pit

Diagram2. Approximate lease area outlined in green

Diagram3: Proposed lease area “A”




There are no budget implications.


The abovementioned land was reviewed and assessed as part of the Council’s

Strategic Property Management Plan.

5. CONSULTATION

After consulting with internal stakeholders, there is no objection to offering a

lease over the subject land.

Coordinator - Environmental Planning

Coordinator – Strategic Land Initiatives

Senior Manager Construction and Maintenance

6. CONCLUSION

It would be appropriate to lease the proposed area as a maintenance

provision only.

M14/05/19 Moved Cr GC Hartwig Seconded Cr HT Smerdon

That Council:

1. Resolves to invite expressions of interest in part of Lot 64 on Crown

Plan LX283 for agistment purposes in accordance with Section 228

(3) of the Local Government Regulation 2012;

2. Invite expressions of interest before inviting written tenders;

3. Offers the property on the following terms:

a. Term of Lease: 5 Years;

b. Rental: As tendered, plus GST and subject to annual CPI

increases;

c. Use: Agistment;

d. Fences: Tenant to be responsible for repair and maintenance of

fences;

e. Insurance: The Lessee to hold public liability insurance in a sum

of not less than $20,000,000.00 or such other amount that

Council shall determine from time to time in the name of the

Lessee and Gympie Regional Council; and

f. Costs: All costs associated with the preparation and registration

of the Lease be borne by the Lessee.

4. Delegates authority to the CEO to negotiate the lease on terms that

are satisfactory to the CEO.

Carried



AGAINST: Nil



6.6 Proposed Renewal of Freehold Lease - part Lot 89 on SP292986,

10 David Drive, Curra



DOC ID:


STRATEGIC THEMES:





Council currently leases part of the freehold land described below to the State

of Queensland (represented by Public Safety Business Agency). The current

lease commenced in 2009 for the purposes of the Curra Rural Fire Brigade and

is due to expire on 30 June 2019.

2. REPORT

Property Description: Part of Lot 89 SP292986 (described as Lease

Area A on SP118467)

Location: 10 David Drive, Curra

Area: 1,995m2 (part of the land)


Tenure: Freehold

Current Use: Rural Fire Service Station

Locality Plan:



The current Lessee has advised Council of its ongoing requirement for this

land for the purposes of the Curra Rural Fire Brigade and requests their lease

be renewed for a further ten (10) year term, at a ‘peppercorn’ rental.

In accordance with Chapter 6 Section 236 (1)(c)(iii) of the Local Government

Regulation 2012, Council may dispose of a valuable non-current asset other

than by tender or auction if the disposal is for the purpose of renewing the

lease of land to the existing tenant of the land.


In accordance with current budget allocations.


Local Government Regulation 2012

5. CONSULTATION


Strategic Property Management Plan. After consulting with internal

stakeholders, there is no objection to renewing the lease over the subject land.

The State of Queensland (represented by Public Safety Business Agency)

Coordinator - Disaster Management


6. CONCLUSION

It is acknowledged that the Curra Rural Fire Brigade provides an essential

service to the local community and therefore it is considered appropriate to

renew this Freehold Lease.



M15/05/19 Moved Cr GC Hartwig Seconded Cr DH Stewart

That Council:

1. Resolves to approve the exception referred to in Chapter 6 Section

236(1)(c)(iii) of the Local Government Regulation 2012 allowing

Council to dispose of (through leasing) the subject land, other than

by tender or auction, to the existing tenant of the land.

2. Offers a Lease to the current Lessee, over part of Lot 89 SP292986

(described as Lease Area A on SP118467), located at 10 David Drive,

Curra, in Council’s standard freehold lease format to include the

following terms and conditions:

a) Term of Lease – 10 years;

b) Annual Rental - $112.00 inc GST;

c) Use – Emergency Services;

d) The Lessee to hold public liability insurance in a sum not less than

$20,000,000.00 or such other amount that Council shall determine

from time to time;

e) All costs associated with the preparation, stamping and

registration of the Lease up to a total of $1,500.00 plus GST are to

be borne by the Lessee.

Carried



AGAINST: Nil



6.7 Proposed Renewal of Freehold Lease - part Lot 1 on RP54390, Kin

Kin Road, Wolvi



DOC ID:


STRATEGIC THEMES:





Council currently leases part of the freehold land described below to the State

of Queensland (represented by Public Safety Business Agency). The current

lease commenced in 2009 for the purposes of the Wolvi Rural Fire Brigade and

is due to expire on 31 May 2019.

2. REPORT

Property Description: Part of Lot 1 RP54390 (described as Lease

Area A on SP120735)

Location: Kin Kin Road, Wolvi

Area: 1,303m2 (part of the land)


Tenure: Freehold under Trusteeship No. A820983

Current Use: Rural Fire Service Station

Locality Plan:



The aerial imagery suggests that the building encroaches onto the

neighbouring land. On-site inspection confirms this not to be the case and

that the imagery is a result of the photograph not being taken from directly

overhead.

The current Lessee has advised Council of its ongoing requirement for this

land for the purposes of the Wolvi Rural Fire Brigade and requests their lease

to be renewed for a further ten (10) year term, at a ‘peppercorn’ rental.


Regulation 2012, Council may dispose of a valuable non-current asset other

than by tender or auction if the disposal is for the purpose of renewing the

lease of land to the existing tenant of the land.





5. CONSULTATION


Strategic Property Management Plan. After consulting with internal

stakeholders, there is no objection to offering a lease over the subject land.

The State of Queensland (represented by Public Safety Business Agency)

Coordinator - Disaster Management


6. CONCLUSION

It is acknowledged that the Wolvi Rural Fire Brigade provides an essential

service to the local community and therefore it is considered appropriate to

renew this Freehold Lease.



M16/05/19 Moved Cr DH Stewart Seconded Cr DW Dodt

That Council:

1. Resolves to approve the exception referred to in Chapter 6 Section




2. Offers a Lease to the current Lessee, over part of Lot 1 RP54390

(described as Lease Area A on SP120735), located at Kin Kin Road,

Wolvi, in Council’s standard freehold lease format to include the

following terms and conditions:



c) Use – Emergency Services;

d) The Lessee to hold public liability insurance in a sum not less than

$20,000,000.00 or such other amount that Council shall determine

from time to time;


registration of the Lease up to a total of $1,500.00 plus GST are to

be borne by the Lessee.

Carried



AGAINST: Nil



6.8 Proposed Renewal of Leases - Jack Stokes Oval



DOC ID:


STRATEGIC THEMES:


Cr Curran advised he had unintentionally omitted to declare a perceived

interest in this matter at the commencement of this meeting and declared a

perceived conflict of interest in Item 6.8 (as defined by section 175D of the

Local Government Act 2009) due to being patron of the Gympie Junior Rugby

League (not member). He determined that this perceived conflict of interest is

not of sufficient significance that it would lead him to making a decision on

the matter that is contrary to the public interest and therefore intends to

remain in the meeting and participate in the discussion and vote on the

matter.

Cr Leitch declared a perceived conflict of interest in this matter (as defined by

section 175D of the Local Government Act 2009) due to being a life member

of the Gympie Rugby League Club. He advised he would like to remain in the

meeting to participate in the discussion and vote on this matter.

With the agreement of the Meeting, Cr McDonald chaired the discussion

regarding the Mayor’s perceived conflict of interest.


M17/05/19 Moved Cr GC Hartwig Seconded Cr MS Gear

That Cr Curran remain in the meeting for Item 6.8 and vote on the

matter.

Carried

FOR: Cr MA McDonald, Cr WR Leitch, Cr DW Dodt, Cr MS Gear, Cr GC Hartwig,


AGAINST: Nil




M18/05/19 Moved Cr GC Hartwig Seconded Cr DW Dodt

That Cr Leitch remain in the meeting for Item 6.8 and vote on the

matter.

Carried

FOR: Cr MW Curran, Cr MA McDonald, Cr DW Dodt, Cr MS Gear,


AGAINST: Nil


Gympie Junior Rugby League Inc has leased the land known as the Jack Stokes

Oval from Council since 1998 after the leases were transferred to the group

from the Wanderers Rugby League Football Club Inc.

Council’s trustee and freehold leases to Gympie Junior Rugby League Inc

expired on 5 March 2019.

2. REPORT

Property Description: Lot 36 MCH4529, Lot 1 MPH14096 and Lots

2-4 MPH40589

Location: Smith Road, Monkland

Area: 4.354ha

Tenure: GRC is Trustee of Lot 36 and Freehold Owner of all

other lots

Zoning: Sport and Recreation

Locality Plan:



The abovementioned land was reviewed and assessed as a part of Council’s

Strategic Property Management Plan and the outcome for all lots was to retain

the status quo.

Gympie Junior Rugby League Inc have advised Council that they wish to renew

their lease for a further ten (10) year term.


Regulation 2012, Council may (by resolution) dispose of a valuable non-

current asset other than by tender or auction if the disposal is for the purpose

of renewing the lease of land to the existing tenant of the land.





Gympie Regional Council Open Space and Recreation Plan 2016 and Albert

Park and One Mile Master Plans

It was a recommendation of the Plan to develop a Master Plan for this reserve

to ensure future upgrades are well planned, meet the needs of users and avoid

ad-hoc developments. Recommendations from the Albert Park and One Mile

Sports Precinct Master plans were also considered in this matter, given the fact

that they identify a need to provide a ‘home’ for sports across the region.

Additionally, in endorsing the Albert Park and One Mile Master Plans Council

consequently resolved as follows:

“That Council:

4. Proceeds with detailed site planning at Jack Stokes Oval for

Rugby League.”

Project Management of the Master Plan at Jack Stokes is being undertaken by

Parks Design staff in Council’s Infrastructure Services Directorate.

5. CONSULTATION

Gympie Junior Rugby League Inc

Officer – Community Development

Technical Officer – Horticulture and Sports Fields


6. CONCLUSION

It is considered appropriate for Gympie Junior Rugby League Inc to be offered

a further ten (10) year lease over all lots.



M19/05/19 Moved Cr GC Hartwig Seconded Cr MA McDonald

That Council:

1. Approves the exception referred to in Chapter 6 Section




2. Offers a Trustee Lease to Gympie Junior Rugby League Inc over Lot

36 MCH4529, located at Smith Road, Monkland, in Council’s

standard community trustee lease format, to include the following

terms and conditions:



c) Use – Recreation;

d) The Lessee to hold public liability insurance in a sum not less

than $20,000,000.00 or such other amount that Council shall

determine from time to time;


registration of the Lease are to be borne by the Lessee.

3. Offers a Lease to Gympie Junior Rugby League Inc over Lot 1

MPH14096 and Lots 2-4 MPH40589, located at Smith Road,

Monkland, in Council’s standard community freehold lease format,

to include the following terms and conditions:



c) Use – Recreation;

d) The Lessee to hold public liability insurance in a sum not less

than $20,000,000.00 or such other amount that Council shall

determine from time to time;


registration of the Lease are to be borne by the Lessee.

Carried



AGAINST: Nil



SECTION 7: OFFICE OF THE CEO



SECTION 8: INFRASTRUCTURE SERVICES

8.1 Notified Motion - Upgrade of Gympie Brooloo Road (Mary Valley

Road) between Amamoor and Kandanga

PORTFOLIO: Infrastructure Services

DIRECTORATE: Infrastructure Services

DOC ID:


STRATEGIC THEMES:



1. REPORT

Councillor Fredman has given notice of the following proposed motion:

Notified Motion

“That Council strongly and urgently advocates to The Minister for Transport, and

to the Department of Transport and Main Roads, that the section of Gympie

Brooloo Road (Mary Valley Road) between Amamoor and Kandanga, be

upgraded in the interest of serious safety and fitness-for-purpose concerns.

Further that this action be included in the 2019/20 Operational Plan and

subsequent plans if required.”

Background:

This section of road, considering the traffic and commercial vehicle volumes,

has completely inadequate alignment and width, coupled with relatively high

speeds.

This road is the gateway to the Mary Valley and is grossly substandard for a

modern Arterial Road.

A recent local petition to TMR for a speed limit in the section immediately

south of the Link Road, with property accesses and a blind crest/curve, was

rejected.

A past patch widening job on parts of the road at Goomong makes this

section confusing to most motorists as the width of the carriageway varies

illogically.

Given the speeds and the width of carriageway, the road is dangerous for

cyclists. The Mary Valley, because of its location and scenic values, and

because of regional promotions, is becoming popular with cyclists.



Fortunately there have been no recent fatalities on this section. However given

the standard of the road this situation is not likely to be sustainable.

Officer Comment:

The upgrade of the section of Gympie Brooloo Road (Mary Valley Road)

between Amamoor and Kandanga can be included in the list of priority

projects for advocacy in the 2019/20 Operational Plan.

The following projects are in the current advocacy actions in Operational Plan:

Coondoo Creek Bridge

Wide Bay Highway/Bruce Highway intersection

Upgrading Gympie Connection Road to cater for current growth and the

future bypass

Normanby Bridge Pedestrian/Bicycle access

Kin Kin Road Noonan Range

However additional roads have been the subject of representation to the

Department including:

Bends on Mary Valley Road, near Goomong Road

Kilkivan-Tansey Road – Status of the widening of the narrow sections on the

program?

M20/05/19 Moved Cr RA Fredman Seconded Cr WR Leitch

MOTION

That Council strongly and urgently advocates to The Minister for

Transport, and to the Department of Transport and Main Roads, that the

section of Gympie Brooloo Road (Mary Valley Road) between Amamoor

and Kandanga, be upgraded in the interest of serious safety and fitness-

for-purpose concerns. Further that this action be included in the 2019/20

Operational Plan and subsequent plans if required.

Carried



AGAINST: Nil



8.2 RFT No.2018-2019-T140 Register of Pre-Qualified Suppliers for

Plant Hire Services

PORTFOLIO: Infrastructure Services

DIRECTORATE: Infrastructure Services

DOC ID:


STRATEGIC THEMES:



Gympie Regional Council’s infrastructure operations often require resource

augmentations to its fleet. In order to accommodate these business needs,

council maintain a register of prequalified suppliers (RPQS) for plant hire.

The benefit Council receives in establishing a RPQS is to enable procurement

of services in an efficient manner.

An open tender process was conducted to establish these supply

arrangements for a period of 12 months, with an option to extend the

arrangements for three (3) 12 month periods at Council’s discretion. The

arrangements will be established so that frequently used services can be

sourced with a better value for money outcome.

2. REPORT

The Request for Tender No. 2018-2019–T140 Register of Pre-Qualified

Suppliers for Plant Hire Services was advertised in the Gympie Times on 3

March 2019. Tenders closed for evaluation on 26 March 2019. The RFT

documents were downloaded by 119 different firms from the QTenders portal,

with sixty-two (62) tender submissions received from contractors.

The tender sought a series of wet and dry hire rates from different suppliers

which council could potentially require during its operations. The evaluation

focused on the tenderers responses, specifically the insurances, evidence of

competencies and compliance with the conditions of tender.

The evaluation of the tenders was undertaken in accordance with the

evaluation criteria identified in the tender documents, of the sixty two (62)

submissions, fifty (50) suppliers identified as meeting the evaluation criteria.

Twelve (12) suppliers were identified as ‘non-conforming’. Non-conformances

includes, Tenderers not providing the required:

Operator licences;

Plant risk assessments;

Transport management plans;



Schedule of rates; or

Tender documentation.

This information was sought from Tenderers a number of times after the

tender box close without success.

The submissions are as follows:

Conforming

Abletech Underground Group Pty Ltd

Ainsleigh O'Sullivan

ALL ABOVE WATER PTY LTD

All Pumped Up PTY LTD

Amanda Sims

Asphalt Innovations Pty Ltd atf Little Guardian Family Trust

AUSTRALIAN CONSTRUCTION EQUIPMENT RENTAL PTY LTD T/AS ACE

RENTAL

BARCOO PLANT HIRE PTY LTD

BEBROK EXCAVATIONS

BIRT ENTERPRISES

BLACK DIAMOND ASPHALT PTY LTD

Burnett Tipper Hire

Campbell's Truck & Bobcat & Landscape Supplies Pty Ltd

Chooks Mini Earthmoving Pty Ltd as Trustee for The Chicken Family

Trust

CK'S Milling & Earthworks

Clayton's Towing Service

CLEANAWAY INDUSTRIAL SOLUTIONS PTY LTD

Corbets Group

CPB PLANT HIRE pty ltd

Crejae Excavations Qld

DAMON'S EARTHWORKS PTY LTD

Downer EDI Works Pty Ltd

Earthland Group Pty Ltd

Ellis Profiling (QLD) Pty Ltd

EVE Projects Qld

Ezyquip Hire Pty Ltd

Genrosa Pty Ltd ITF The Genrosa Trust TA Truck and Plant Hire

Gympie Landscape Supplies

Heaton Plant & Pipeline

HELLTOWN BROTHERS EARTHMOVING

HTD Australia Pty Ltd

Jenkos Bobcat, Excavator & Tipper Hire

MICHAEL JOHN WILLIAM ARCHER TRADING AS EXHAUSTED TIPPER

HIRE

MJC Tippers (Qld) Pty Ltd

MOORTOP PTY LTD t/a IBS EXCAVATIONS

PETER DENNEHY & SONS EARTHMOVING

Pipe Management Australia Pty Ltd



Roddau Brothers Pty Ltd ATF The Roddau Family Trust

SIXPACK HOLDINGS PTY LTD t/as GYMPIE HEAVY HAULAGE

Stabilised Pavements of Australia Pty Ltd

Sutton's Cleaning Service QLD Pty Ltd

THE MINING PTY LTD

THE TRUSTEE FOR THE MCLEAY MAINTENANCE TRUST – CRM

EARTHMOVING

Tim Spring Transport Pty Ltd

TJ & JA WILDMAN AS TRUSTEE FOR TJCA TRUST TRADING AS

WILDMAN EARTHWORKS

TLTT PTY LTD t/a CLASSIC CONCRETE PUMPING

Tyzac Vacuum Excavation

VALENTINE TRANSPORT

Wilsons Commercial Services


The T140 Plant Hire is a RPQS and therefore no financial commitment has

been allocated to each individual supplier nominated for the list.

The use of suppliers from the T140 RPQS will be paid for from Council’s

existing operational budget, with no change required.


There are no policy implications in relation to this report and this RPQS has

been procured in accordance with the provisions of the following documents:

Council’s Procurement Policy;

Local Government Act 2009; and

Local Government Regulation 2012.

5. CONSULTATION

Consultation occurred in relation to this RPQS with the following branches:-

Construction and Maintenance

Parks Services

Water Business Unit

Waste Management

Procurement Coordinator

6. CONCLUSION

It is recommended that Council approve the establishment of the Register of

Pre-Qualified Suppliers for Plant Hire Services for a period of one (1) year.



M21/05/19 Moved Cr WR Leitch Seconded Cr DW Dodt

That Council adopts the tenders for the Register of Prequalified Suppliers

for the supply of Plant Hire Services 2018-2019-T140 from the following

suppliers and appoints them to the Register:

Abletech Underground Group Pty Ltd

Ainsleigh O'Sullivan

ALL ABOVE WATER PTY LTD

All Pumped Up PTY LTD

Amanda Sims

Asphalt Innovations Pty Ltd atf Little Guardian Family Trust

AUSTRALIAN CONSTRUCTION EQUIPMENT RENTAL PTY LTD T/AS

ACE RENTAL

BARCOO PLANT HIRE PTY LTD

BEBROK EXCAVATIONS

BIRT ENTERPRISES

BLACK DIAMOND ASPHALT PTY LTD

Burnett Tipper Hire

Campbell's Truck & Bobcat & Landscape Supplies Pty Ltd

Chooks Mini Earthmoving Pty Ltd as Trustee for The Chicken

Family Trust

CK'S Milling & Earthworks

Clayton's Towing Service

CLEANAWAY INDUSTRIAL SOLUTIONS PTY LTD

Corbets Group

CPB PLANT HIRE pty ltd

Crejae Excavations Qld

DAMON'S EARTHWORKS PTY LTD

Downer EDI Works Pty Ltd

Earthland Group Pty Ltd

Ellis Profiling (QLD) Pty Ltd

EVE Projects Qld

Ezyquip Hire Pty Ltd

Genrosa Pty Ltd ITF The Genrosa Trust TA Truck and Plant Hire

Gympie Landscape Supplies

Heaton Plant & Pipeline

HELLTOWN BROTHERS EARTHMOVING

HTD Australia Pty Ltd

Jenkos Bobcat, Excavator & Tipper Hire

MICHAEL JOHN WILLIAM ARCHER TRADING AS EXHAUSTED

TIPPER HIRE

MJC Tippers (Qld) Pty Ltd

MOORTOP PTY LTD t/a IBS EXCAVATIONS

PETER DENNEHY & SONS EARTHMOVING

Pipe Management Australia Pty Ltd

Roddau Brothers Pty Ltd ATF The Roddau Family Trust

SIXPACK HOLDINGS PTY LTD t/as GYMPIE HEAVY HAULAGE

Stabilised Pavements of Australia Pty Ltd

Sutton's Cleaning Service QLD Pty Ltd



THE MINING PTY LTD

THE TRUSTEE FOR THE MCLEAY MAINTENANCE TRUST – CRM

EARTHMOVING

Tim Spring Transport Pty Ltd

TJ & JA WILDMAN AS TRUSTEE FOR TJCA TRUST TRADING AS

WILDMAN EARTHWORKS

TLTT PTY LTD t/a CLASSIC CONCRETE PUMPING

Tyzac Vacuum Excavation

VALENTINE TRANSPORT

Wilsons Commercial Services

Carried



AGAINST: Nil

Adjournment of Meeting

The meeting adjourned for morning tea at 10.24am.

Resumption of Meeting

The meeting resumed at 10.38am.



COUNCIL IN COMMITTEE

The Mayor advised the meeting that Council was going “Into Committee” to

discuss:

1. Gympie Music Muster Sponsorship

M22/05/19 Moved Cr DW Dodt Seconded Cr WR Leitch

That pursuant to the provisions of Section 275 of the Local Government

Regulation 2012, Council resolves to close the meeting to the public and

move “into committee” to consider the following matter/s:-

1. Gympie Music Muster Sponsorship

Further, that in relation to the provisions of Section 171 of the Local

Government Act 2009, Council resolves that following the closing of the

meeting to the public and the moving ‘into committee’ that all matters

and all documents (whether in hard copy, electronic, optical, visual or

magnetic form) discussed, raised, tabled and/or considered whilst the

meeting is closed and ‘in committee’, are confidential to the Council and

the Council wishes to keep them confidential.

Carried



AGAINST: Nil

COUNCIL OUT OF COMMITTEE

M23/05/19 Moved Cr HT Smerdon Seconded Cr GC Hartwig

That proceedings be resumed in Open Council.

Carried



AGAINST: Nil



SECTION 9: IN COMMITTEE

9.1 Gympie Music Muster Sponsorship

PORTFOLIO: Tourism, Sport and Recreation


DOC ID:

This item is in-committee in accordance with s275(1)(e) of the Local

Government Regulation 2012 - contracts proposed to be made by it.

M24/05/19 Moved Cr DW Dodt Seconded Cr MA McDonald

That Council:

1. Endorses the development of a 12-month sponsorship agreement

between Gympie Regional Council and Gympie Music Muster for the

2019 festival.

2. Approves a total contribution to the Muster event of $200,000,

3. Seeks State Government approval for Council to underwrite the

Muster with a cash flow guarantee of up to $500,000 to be used as a

mechanism of last resort in the event of a major adverse weather

event.

Carried



AGAINST: Nil



SECTION 10: ATTACHMENTS

6.2 Community Assistance Grants Round 2, 2018/2019

ATTACHMENT 1 COMMUNITY ASSISTANCE GRANTS - RECOMMENDATIONS -

ROUND 2 2018.19 .................................................................................... 65

6.3 April 2019 Financial Report

ATTACHMENT 1 APRIL 2019 FINANCE REPORT .................................................................. 71

There being no further business the meeting closed at 11.35am.

Confirmed this TWENTY-SIXTH day of JUNE 2019

________________________

Cr MW Curran

CHAIRMAN


Item 6.2 Community Assistance Grants Round 2, 2018/2019

Attachment 1 Community Assistance Grants - Recommendations - Round 2 2018.19



Item 6.3 April 2019 Financial Report

Attachment 1 April 2019 Finance Report


Minutes of Ordinary Meeting - 22 00 2019 - Gympie Council€¦ · ORDINARY MEETING CHAIRMAN: Cr MW...

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