MINUTES OF THE ORDINARYMEETINGOF THE LITCHFIELD COUNCILHELD ON THURSDAY11" SEPTEMBER2014

AT COUNCILCHAMBERS,BEES CREEK ROAD, FREDS PASS

Present Allan McKay MayorMathew Salter Deputy Mayor/NorthWard

Victor Statham Councillor/South WardMike Bowman Councillor/East Wardlian Wilson Chief Executive OfficerDerrickTranter Governance Manager

Graeme Francis General Manager- Projects

Mike Alarcon General Manager- Infrastructureand Works

Marlene Watt Council Secretary

Public: MarceloAlvarez Life Without BarriersEileen Cavanagh Simplicity Funerals

Nicole Gearing SimplicityFuneralsEmma Lupin GreeningAustraliaAnn Grattidge Independent Environmental

Consultant

1. OPENINGOF MEETING:

The Mayor, Allan McKayopened the Meeting at 6.30 p.m. welcoming membersof the public.

2. CONFLICTOF INTEREST: Nil

3. APOLOGIESAND LEAVEOF ABSENCE:

CouncillorJudy Cole will be absent from 9 August to 21 September2014.

4. ACCEPTING OR DECLINING LATE ITEMS:

5. CONFIRMATION OF MINUTES

5.1 Minutesof the OrdinaryMeetingheld Thursday14th AUGUST 2014

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The Mayor called for confirmationof the Minutes of the Ordinary Meeting held Thursday 14th

August, 2014.

It was resolved that the Minutes of the OrdinaryMeeting held Thursday 14th August 2014 are

confirmed in full by full Council with the following amendments:-

Page 8, Paragraph 4 reads "on behalf of this 80 year old mother" should read "on behalfof his

82 year old mother andPage 8, Paragraph 4 reads "in the municipality had had work" should read "in the municipalityhad work"

MOVED: V. STATHAMSECONDED: M. BOWMANCARRIED

6. BUSINESS ARISINGFROM THE MINUTES: Nil

7. PUBLIC FORUM (OVERVIEWONLY)

7(a) Dirt Girl presentationby Barbara Heales- Council'sWaste EducatorAt the last Ordinary Meeting this matter was discussed and Council asked that the Waste

Educator give a presentation at tonight's meeting so that Council could make an informeddecision if to go forward with the program. Barbara Heales gave an overviewpresentation

along with a video clip of the Get Grubby program introducing Dirt Girl and Scrap Boy. There

are ten programs in the innovativeonline curriculum subscription service. Local schools have

shown an interest in taking part in the program. The program is on ABC2 twice a day at

10.30a.m/4.30p.m. Barbara in her negotiationshas been offered the program at half price.The program is NSW based and the subscription is for threeyears and renewable.Barbara explained to Council how the program works and answered other questions. The

Mayor thanked Barbara for her informative presentation and she left the meetingat 6.55 p.m.

7(b) Life without Barriers

Marcelo Alvarezgave a brief overviewof the work that Life without Barriers does within the

Communityand its wish to provide more help within Litchfield Municipality. They offerdomestic assistance, social support and community transport. Their aim is to provide greater

opportunitiesfor older people to remain living independentlyin their own homes in their

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communityfor as long as possible. They currently have elderly people they help in the ruralarea. It is a non profit organisation which operates throughoutAustraliawith funding providedby the AustralianGovernmentDepartment of Social Services through the CommonwealthHome and Community Care (HACC)Program. Mr Alvarezadvised as always there is not enoughfunding and they need more vehicles to support transportingthe elderly to appointments atthe hospital, shoppingetc. as one vehicle can be occupied for some time helping one person.Mr Alvarez providedCouncil with brochuresto promote their service.The Mayor thanked Mr Alvarezfor coming along and addressingCouncil on Life withoutBarriers services. Mr Alvarez left the meetingat 7.05 p.m.

7(c) Howard Sand Plains Presentationand The Howard RiverToadlet - A Sand Sheet Frog

Presentation.

Emma Lupin, Project Officer, GreeningAustraliagave an informative power point presentationon the Howard Sand Plains covering and explainingitems such as what makes a sand sheet,sand sheet vegetation found in the upper layer of the Sand Sheet Heathland, what is in the sand

sheet understorythat makes it a valuable and significant landscapetype, the Howard River

Toadlet, maps showing the priority high ecologicalvalue aquatic ecosystems, land use in the

area, previousstudies that have been undertaken,the project partners, weed and fire

strategies, how they will engage with the communityand stake holdersand what the futureholds.

Ann Grattidge, Independent Environmentalconsultantgave an informativepower point

presentation on the Howard River Toadlet which is a sand sheet frog unique to Darwin. Ann in

the presentationcovered the background of the frog, showed maps that covered the sand

sheet area and in particular the areas or pockets where the Toadlet is known to exist,(mainly

around Howard Sand Plains)the habitat the Toadlet survives in, the population extent, the

surface hydrologyand rehabilitation trajectoriesand options after mining, wet and dry season,

the frogs need seepage areas to live in and do not survive in ponds or swampy areas, how theyintend to reach their goals to protectthe sand plains and Toadlets.

The Mayor, Allan McKaythanked both Emma and Ann for their informative presentations.Emma Lupin and Ann left the meeting at 7.50 p.m.

The Mayor asked Eileen Cavenagh,owner of Simplicity Funerals if she would like to addressCouncil. Eileen Cavenagh advised she had come this evening to discussand clarify the newforms for cremation and interment. Eileen Cavenagh had a problem with staff not being able to

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witness the clients signature,which meant she would have to run outside and ask a passerby towitness the signature? Council and Eileen worked through the forms (4)with Council advisingthat the application for permit to cremate would not be required by her as she would not be

conductingthe cremation. Eileen advised that she had contacted the Department of Local

Government regardingthe new forms and was not given much helpe The Governance Manager,DerrickTranteradvised he would contact the Departmentand seek clarificationof the new

requirements. Eileen thanked Council for its assistance?

Eileen Cavenagh asked Council for an explanation as to why they do not now pay her for the

collection of monies on behalfof Councile She explained that Council use to pay her $123.00

collection fee and the previous CEO had stopped this process. It had worked well as she

collected all monies at once which was less stressful on the client. The Chief Executive Officer

advised the matterwould be looked intos

Eileen Cavenaghand Nicole Gearing left the meeting at 8.25 pem.

8. PW14/CEO/002 CHIEF EXECUTIVE OFFICER'S REPORT SEPTEMBER

Council noted the Chief ExecutiveOfficer' Report for August, 2014.

8e1 PW14/TDRP/001 TOWARDSA DARWIN REGIONALLAND USE PLAN 2014

TerritoryPlanning Commission- Meeting Minutes

Council noted the information.

8e2 PA14/ST/024 ORGANISATION RESTRUCTURE (PROJECTOFFICE)

It was resolved that Council approves the amendmentto the approved budget that will allowfor the resourcing of the Project Office as part of the restructure of the organisation.

MOVED: Me BOWMANSECONDED: V6 STATHAMCARRIED

8.3 PA14/ST/025 ORGANISATIONRESTRUCTURE(ENGINEERINGAND PLANNING)

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It was resolved that Council approves the amendmentto the approvedbudget that will allowthe re-establishmentof infrastructure and Planning Unit as part of a restructure of the

organisation. Including the appointmentof two new supervisor positions at a net cost of$4,100.

MOVED: M. BOWMANSECONDED: V. STATHAMCARRIED

9. PROJECTSREPORT: SEPTEMBER

PW14/PMR/001 GENERAL MANAGER OF PROJECTS- REPORT SEPTEMBER

Council noted the General Manager Projects, Report for August 2014.

9.a BUSINESSARISING FROM THE GENERAL MANAGEROF PROJECTS REPORT AUGUST

Nil

10. INFRASTRUCTURE AND PLANNING MATTERS:

10.1 PW14/IMR/001 INFRASTRUCTURE AND PLANNING REPORT SEPTEMBER

Council noted the Infrastructure and Planning Report or August 2014.

10.2 PW14/RSM/001 THORNGATEROAD MEMORIAL

lt was resolved that Council has no objection with the proposal since the fence is the property

of Departmentof Defence and any permission required should be obtainedfrom that authority.

MOVED: M. BOWMANSECONDED: V. STATHAMCARRIED

10.3 PW14/PLU/002 PLANNINGCONCEPTSAND LAND USE OBJECTIVES

Council noted the information provided on the issues.

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10.4 PW14/RDC/001 MIDDLE ARM ROADAND FINN ROAD CLOSUREAT

RAILWAY CROSSINGS(ref: PW14/RDC/036)

Council noted the information provided.

10.5 PW14/ACC/060 BATTLEAXEACCESSTO BLOCKS 176A, B, C TRIPPE

ROAD, HUMPTY DOO

lt was resolved that Council

a) It was resolved that Council does not proceed with the request to improve access toBlocks 176A, B, C Trippe Road, Humpty Doo?

b) that the option of the required works be undertakenby Council at the cost of thelandowners involvedand any paymentrequired be offered as a charge on theirproperties as an alternative to monetary charge. It be stressed that unanimous

agreement be obtainedfrom the parties involved.

MOVED: V. STATHAM

SECONDED: M. BOWMANCARRIED

11. GOVERNANCEREPORT: SEPTEMBER

Council noted the Governance Manager's Report for August 2014.

12. POLICY AND ADMINISTRATIONMATTERS:

12.1 PA14/CSR/004 COMMONSEAL USAGE REPORT

Council noted the Nil Report for Common Seal usage for the month of August, 2014.

12.2 PA14/LGANT/147 LGANT- NOMINATIONSTO NT PLACE NAMES COMMITTEE

It was resolved that Council nominatesthree members of Council, being the MayorAllan

McKay and Councillor Mike Bowman and CouncillorVic Statham for LGANT's consideration for

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selectionas one of the three nominations to be forwarded to the Ministerfor considerationforappointmentto the Place Names Committee.

MOVED: M. SALTER

SECONDED: V. STATHAMCARRIED

12.3 PA14/CAM/011 DELEGATED AUTHORITYTO CHIEF EXECUTIVE OFFICER

lt was resolved that Council amend the CEO's delegationsto include the approvalto delegate

"approval to sign cheques"to a limit of$250.00.

MOVED: M. BOWMANSECONDED: V. STATHAMCARRIED

12.4 PA14/ST/023 UNIFORMS FOR LITCHFIELD COUNCILINDOOR STAFF

a) It was resolvedthat Council approves the adoption of a Corporate Uniform with theCouncil Logo. The use of a corporate uniform being optional for staff and Council

members.

b) For those members who wish to use the Corporate Uniform an initial allowanceof$350.00 will be available with an annual upkeepallowanceof $150for years subsequentto the adoption.

MOVED: M. SALTER

SECONDED: A. MCKAYCARRIED

13. COMMUNITY ISSUES - PETITIONS Nil

14. CORPORATE SERVICESMANAGER'S REPORT: SEPTEMBER

FR14/FIN/001 CORPORATESERVICESREPORT FOR AUGUST2014

Council noted the Corporate Services Manager'sReport for August, 2014.

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15. FINANCEAND RECREATION MATTERS:

15.1 FR14/FIN/012 FINANCIALREPORT AUGUST 2014

Council noted the contents of the Financial Report for August2014.

15.2 FR14/RDR/002 DEBT RECOVERYPOLICY

lt was resolved that Council endorse the Debt Recovery Policy tabled and note the recoveryletters.

MOVED: M. BOWMANSECONDED: V. STATHAMCARRIED

15.3 FR14/CFS/001 ST JOHNS DEFIBRILLATORSREQUEST FOR CROWDFUNDING

WITH BENDIGO BANK (COOLALINGAAND RURAL DISTRICTS)

It was resolved that Council lay the matteron the table for further investigation from St John to

attend the next Ordinary Meeting.

MOVED: V. STATHAMSECONDED: M. BOWMANCARRIED

15.4 FR14/TCP/001: REVISIONS TO THORAKREGIONALCEMETERY

lt was resolved that Council lay the matter on the table until the next Ordinary Meeting.

MOVED: V. STATHAM

SECONDED: M. BOWMANCARRIED

15.5 FR14/WRE/001LI WASTEAND RECYCLINGEDUCATION- DIRT GIRL

lt was resolvedthat Council lay the matteron the table until the next OrdinaryMeeting.

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MOVED: M. BOWMANSECONDED: M. SALTER

CARRIED

16. REGULATORYSERVICES REPORT: SEPTEMBER

Council noted the Regulatory Services Manager's Report for August, 2014.

17. MAYORS REPORT: SEPTEMBER

The Mayor, Allan McKaytabled his report.Council noted the Mayor's Report for September.

MOVED: V. STATHAMSECONDED: M. BOWMANCARRIED

18. URGENTGENERAL BUSINESS: SEPTEMBER Nil

19. NOTICE OF MOTION:SEPTEMBER

Notice of Motion from August Ordinary Meeting- Deputy Mayor Councillor Mathew Salter:-

a) Possibilityof formingsub-committees for Week 4 of the month to investigateFinance, Planning,Works.

The Chief Executive Officer advised he had investigated the possibility of the formation of sub-

committees for Week4 of the month to investigate, Finance, Planning, Works and

recommended that there appeared to be no advantage to form such committees and did not

warrant the extra workloadthat these sub-committeeswould create for staffwith little or no

outcome.

b) That the Chief Executive Officer investigate uniforms for staff.This item was discussedearlier in the meeting under 12.4 PA14/ST/023 UNIFORMS FOR

LITCHFIELDCOUNCILINDOOR STAFF.

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20. QUESTIONS FROM THE PUBLIC GALLEY:

21. REPORTSFROM MEMBERS: SEPTEMBER

21a PA14/WR1/009 North Ward- Deputy Mayor/Councillor Mathew Salter

Deputy Mayor, Councillor Mathew Salter tabled his report.

21b PA14/WR2/009 East Ward - Councillor Mike Bowman Nil

21c PA14/WR3/009 South Ward - CouncillorVic StathamCouncillorVic Statham advised that the new Chief ExecutiveOfficerand he on Saturday 8th

September2014 spent the day travellingthe South Ward. CouncillorStatham pointed out the

problemsand issues of his Ward and a good day was had by both parties. CouncillorStatham

suggestedthat otherCouncillors should organisea day with the Chief Executive Officer to showhim around their Wards.

21d PA14/WR4/009 Central Ward - CouncillorJudy Cole (on leave) Nil

ADJOURNMENT OF PUBLICMEETING:

That pursuant to Section 65 (2) of the Local Government Act and Regulation 8 of the Local

Government (Administration Regulations)the meeting is closed at 10.50 p.m. to the public to

considerthe Confidential itemsof the Agenda.

20. CONFIDENTIALSECTION:

20.1 FR14/RTP/201: RATES STOP INTEREST- CONFIDENTIAL- 10064343

It was resolvedthat Council give the ratepayer until the 27'" February 2015 on an interest free

basis to pay the outstanding rate amount and the outstanding balance for the road seal. Failure

to pay the outstandingbalance by the due date will result in the reinstatementof the interest

charge.

MOVED: M. SALTER

SECONDED: V. STATHAMCARRIED

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21. CLOSE OF MEETING The Meeting closed at 10.50 p.m.

22. NEXT MEETING: THURSDAY9'" OCTOBER 2014

MINUTES CONFIRMED9TH OCTOBER 2014

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