10 May 2016 Commencing at 2.00 pm Held at the Council Chambers - Civic Centre, 101 Goondoon Street, Gladstone - Gladstone Regional Council
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AGENDA
10 May 2016
Commencing at 2.00 pm
Held at the Council Chambers - Civic Centre,
101 Goondoon Street, Gladstone
Please note: These minutes are to be read in conjunction with the preceding General
Meeting Minutes.
1 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Terms of Reference
Committee is primarily responsible for overseeing policy and performance in the
following areas for Council operation:
Long Term Financial Plan/ Strategy
Budget/ Management Reporting
Rates and Revenue
Corporate Performance and Reporting
Contracts and Procurement
Property Management
Information Services (ICT, Records, GIS)
Customer Service
Risk Management
People and Performance (Human Resources, Industrial Relations, OHS,
Learning and Development)
Governance
Committee members are all Councillors.
By virtue of section 12(3)(g) of the Local Government Act 2009, the Mayor is a (ex-
officio) member of the committee.
A quorum is a simple majority of members.
Cr Hansen is the Chair of the Committee
The committee meet in the first instance on the second Tuesday of each month at
2.00 pm in the Council Chambers and the committee be authorised to determine its
future meeting time and frequency.
Committee Administrator is the Chief Financial Officer.
Appointment of Committees
Section 264 of the Local Government Regulation 2012 as follows:-
(1) A local government may -
(a) appoint, from its councillors, standing committees or special committees;
and
(b) appoint advisory committees.
(2) Two or more local governments may appoint, from their councillors, a joint
standing committee.
2 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Closed Meetings
Section 275 of the Local Government Regulation 2012 as follows:-
(1) A local government or committee may resolve that a meeting be closed to the
public if its Councillors or members consider it necessary to close the meeting
to discuss -
the appointment, dismissal or discipline of employees; or
(a)
industrial matters affecting employees; or
(b)
the local government's budget; or
(c)
rating concessions; or
(d)
contracts proposed to be made by it; or
(e)
starting or defending legal proceedings involving the local government; or
(f)
any action to be taken by the local government under the Planning Act, including deciding
(g)
applications made to it under that Act; or
other business for which a public discussion would be likely to prejudice the
(h)
interests of the local government or someone else, or enable a person to gain a
financial advantage.
Committee Members
Cr Hansen - Chair
Cr Burnett
Cr Bush
Cr Churchill
Cr Goodluck
Cr Masters
Cr O'Grady
Cr Sobhanian
Cr Trevor
3 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Table of Contents
ITEM PAGE
FCGC/1. OPENING AND APOLOGIES.....................................................................5
FCGC/2. DISCLOSURE OF INTEREST ....................................................................5
FCGC/3. CONFIRMATION OF MINUTES .................................................................5
FCGC/4. DEPUTATIONS...........................................................................................5
FCGC/5. OFFICERS' REPORTS ...............................................................................5
FCGC/5.1. ASSESSMENT OF THE IMPLEMENTATION OF THE 2015.16
OPERATIONAL PLAN PERIOD ENDING 30 APRIL 2016 ........................................5
FCGC/5.2. MONTHLY FINANCIAL STATEMENTS FOR THE PERIOD END 30
APRIL 2016 .................................................................................................................8
FCGC/5.3. PSA 76-16 MECHANICAL PARTS AND ACCESSORIES....................17
FCGC/5.4. COUNCILLOR VEHICLES.....................................................................21
FCGC/5.5. PROPERTY SERVICES OVERVIEW ....................................................23
FCGC/5.6. MOBILE SMALL CELL PROGRAM ......................................................29
FCGC/5.7. INFORMATION SERVICES OPERATIONAL/CAPITAL BUDGET AND
MATTERS OF INTEREST.........................................................................................31
FCGC/5.8. ICT DRAFT STRATEGIC PLAN 2016-18..............................................38
FCGC/5.9. REVENUE POLICY................................................................................40
FCGC/6. NOTICE OF MOTION................................................................................42
FCGC/7. CONFIDENTIAL ITEMS............................................................................42
FCGC/7.1. REVENUE STATEMENT AND RATING DISCUSSIONS - BUDGET
2016/2017..................................................................................................................42
4 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/1. OPENING AND APOLOGIES
FCGC/2. DISCLOSURE OF INTEREST
FCGC/3. CONFIRMATION OF MINUTES
Nil.
FCGC/4. DEPUTATIONS
Nil
FCGC/5. OFFICERS' REPORTS
FCGC/5.1. ASSESSMENT OF THE IMPLEMENTATION OF THE 2015.16
OPERATIONAL PLAN PERIOD ENDING 30 APRIL 2016
Responsible Officer: Chief Financial Officer
Committee Meeting Date: 10 March 2016
File Ref: CM14.2
Purpose:
Presenting the monthly progress towards the implementation of Gladstone Regional
Council's 2015.16 Operational Plan for the period ending 30 April 2016.
Officer's Recommendation:
That:
1. The information contained within the Assessment of the Implementation of the 2015.16
Operational Plan - Period Ending 30 April 2016 attached to the officer's report be
noted; and
2. The report be received.
Background:
In accordance with s.122(2) of the Local Government Act 2009, the report for the period
ending 30 April 2016 is presented for Council's information
5 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
The attached report provides an assessment of the organisation's progress towards the
implementation of the actions, projects, initiatives and key performance indicators as
identified in the 2015.16 Operational Plan.
s. 122(2) (Preparation and adoption of annual operational plan) states that:
The chief executive officer must present a written assessment of the local government's
progress towards implementing the annual operational plan at meetings of the local
government held at regular intervals of not more than 3 months.
Consideration:
This report offers a snapshot of Council is tracking year to date. The options for measuring
the status of operational plan outcomes used in the attached report are listed and defined
below:
Outcome Measure Status Definition
Scheduled Action Nil action required to date, but action is scheduled
On Track (In Progress) Action has commenced, on track to meet target
Attention Required Monitor
Completed Within Target Item complete and target met
Completed Outside of Target Item complete, however original target not met
Not Completed (Target Not Met) Item will not be completed
Communication and Consultation (Internal/External):
All relevant levels of management have provided input into the attached report contents.
Legal Environmental and Policy Implications:
s. 122(2) Local Government Act 2009 (Preparation and adoption of annual operational plan).
Financial and Resource Implications:
Nil.
Commentary:
94 per cent of measures have been nominated as either completed within target or on track
for the monthly period ending 30 April 2016.
Summary:
Nil.
Attachments:
1. Assessment of the Implementation of the 2015-16 Operational Plan Period
Ending 30 April 2016.
6 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Tabled Items:
Nil.
Report Prepared by: Corporate Performance and Reporting Officer
7 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/5.2. MONTHLY FINANCIAL STATEMENTS FOR THE PERIOD END
30 APRIL 2016
Responsible Officer: Chief Financial Officer
Committee Meeting Date: 10 May 2016
File Ref: FM15.1
Purpose:
This report seeks Council adoption of the Monthly Financial Statements for the 2015/16 year
to date, for the period ended 30 April 2016, as required under Section 204 Local
Government Regulation 2012.
Officer's Recommendation:
That Council adopt the Monthly Financial Statements attached as Addendum 1 for the
2015/16 year to date, for the period ended 30 April 2016, as required under Section 204
Local Government Regulation 2012.
Background:
Nil.
Consideration:
Since the adoption of the 2015/16 budget on 6 July 2015, through to 30 April 2016, a
number of variations from Budget have been processed. These revisions will be identified
within the Program Budget Summary in the "Variations from Original Budget" section, and
are also visible through the Program Budgets and aggregated financial statements with both
Adopted and Revised Budget columns displayed.
The variations recognised during the April reporting period were a result of a review by
managers of their anticipated position as at 30 June 2016.
With the impact of these changes across Councils funds and reserves for the month, as per
below:
8 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
The most significant adjustments processed were as follows:
General Fund:
A $6.14m decrease in Community Wellbeing capital expenditure due to the
deferment of both the Philip Street Communities Precinct and the Child and Family
Centre projects. The Philip Street project was to be funded from reserves and the
deferment represents a $5.12m return to same. The Child and Family Centre was
expected to be fully funded via grant, and deferment has resulted in a $0.967m
decrease in Community Wellbeing revenue.
A $5.0m decrease in Flood Damage capital expenditure as work will extend into the
2016/17 financial year. It is expected that the May forecast review will determine that
a percentage of the current budgeted flood related income will also be carried over
into the new financial year to offset this expense.
A decrease of $2.196m in Roadworks capital expenditure primarily due to work being
carried forward into the next financial year.
Sewerage Fund:
The $0.203m increase movement in this fund during the period was largely a result of:
$0.125m increased capital expenditure for A01 Pump Replacement within Gladstone
Urban Sewerage scheme.
Water Fund:
The $1.587m decrease movement in this fund was broadly a result of:
Recognition of a higher level of internal income ($1.845m) achieved year to date,
offsetting increased expenditure on various projects.
Future Capital Works Reserve:
A decrease against Community Wellbeing for $5.139m due to the deferment of the
project until the 2016/17 financial year.
The pro-rata rate as at the end of April 2016 was 83.33%.
Recurrent revenue is currently reporting above pro-rata at $163.05m or 92.22% of the
revised budget of $176.80m. This is above expectations and can largely be attributed to the
following:
9 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Net rates & utility revenue sits at $129.76m or 93.42% of the revised budget of
$138.90m. This is a typical result for Council with the result from the same period in
2015 being 94.77%. It is anticipated that this will align with budgeted expectations
after the final water consumption levy has been raised in June.
Commissions received are $0.15m or 93.53% of the revised budget of $0.16m. This
amount is comprised mostly of commission received from the Queensland Fire Levy
return, and Australia Post.
Dividends and Tax Equivalents received total $1.13m or 53.31% of the revised
budget of $2.12m. The balance of payments due from the Gladstone Airport
Corporation is expected to be completed by 30 June.
Sales - contract and recoverable works received YTD is $3.25m or 109.45% of the
revised budget of $2.97m. This is higher than anticipated and will be reviewed as part
of the May forecast process.
Other operating revenue YTD is $4.36m or 153.75% of the revised budget of $2.83m.
Receipts are higher than anticipated and will be a focus of the forecast review in
May.
The total capital revenue and income as at 30 April is $19.64m or 68.23% of the revised
budget of $28.78m. Developer contributions are now sitting at 103.94% of the revised
budget of $4.64m which is higher than the pro-rata rate of 83.33%, while capital grants and
subsidies received YTD remain at 61.24% of the revised budget of $24.14m.
10 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Recurrent expenses are performing slightly lower than anticipated but still within reasonable
variance to revised budget; YTD $136.94m or 79.84% of the revised budget of $171.52m.
Employee benefits are currently $49.83m or 81.99% of the revised budget of
$60.77m. This is in line with budget expectations.
Materials & Services are currently $46.64m or 76.03% of the revised budget of
$61.34m. This is a better representation of the level of spending than in previous
months, with further review to be undertaken in May as part of the forecast process.
The operating result for the year to date is $26.11m ($22.09m same period last year).
Rates receivable makes up $8.31m of the current $13.97m receivable figure, with
outstanding rates representing 5.37% of the Gross Rates levied for the financial year. The
comparable period last year had outstanding rates at 4.89% as at 30 April 2015.
11 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
After $15.08m in budget reductions were processed during the month, expenditure on
capital works to 30 April totaled $37.84m out of a revised budget of $65.61m (58%).
However, when commitments (outstanding orders) are taken into consideration, the total
committed and actual spend through to the end of April is $56.38m, which takes expenditure,
inclusive of commitment, to 86% of budget.
Significant actual capital expenditure, is as per the table below by management area:
With regard to the Statement of Financial Position, total assets are currently $2,253.06m or
98% of the revised budget of $2,298.53m. This is higher than anticipated and primarily
attributable to an opening cash balance higher than forecast. Total liabilities are $183.86m
or 96% of the revised budget of $192.30. Overall these results reflect a healthy result for
Council.
Council’s Sustainability Ratios for the period are generally in line with expectations at this
stage of the reporting year. Ratios are typically distorted given that Council has raised the
large proportion of its yearly revenue in July, but will incur expenses and deliver its capital
program on an incremental basis throughout the year.
12 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
The asset sustainability ratio for April was 41.91% compared to the revised budget of
88.94% and is below the result from April 2015 which was 112.54%. This is due to the large
volume of NDRRA flood works which were being undertaken and were completed in the
2014/15 financial year. It is anticipated that this ratio will align with budgeted projections as
the year progresses and the capital works program is delivered.
The generation of annual rating revenue and minimal interest costs to date has resulted in
an interest coverage ratio of 1.93% (same result received April 2015). As quarterly QTC
interest expenses are incurred and further revenues achieved, this ratio is expected to come
into line with the revised budget projection of 2.56%.
13 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
With the generation of annual rating revenue in July, and more recently, the generation of
the semi-annual water rating revenue in January, the operating surplus ratio currently sits at
16.01% which is comparable to April 2015 which was 14.03%. As the year progresses, it is
expected that this ratio will track towards the revised budget of 2.98% for the 2015/16
financial year.
Due to the generation of a large portion of the annual rating and fees & charges revenue, the
April working capital ratio of 9.90x is sitting higher than the revised budget target of 3.35x.
This ratio still remains in excess of the target minimum of 1x and reflects a healthy position
for Council. The ratio for April 2015 was 9.96x.
14 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Operating revenue generated through the raising of the annual rates levy and the semi-
annual water rates levy has resulted in a current period position of 20.17% compared to a
revised budget rate of 50.11%. This reflects a healthy position for Council as it means
financial debt can be serviced by current operating revenue. The ratio for April 2015 was
34.70%.
With a continued strong cash position the current period ratio of 12.46 (same result received
April 2015) exceeds the revised budget figure of 8.00 and is well above the target ratio
minimum of 3. The ratio for April 2015 was 12.46.
Communication and Consultation (Internal/External):
Nil.
Legal Environmental and Policy Implications:
Nil.
Financial and Resource Implications:
Nil.
Commentary:
Nil.
15 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Summary:
Nil.
Attachments:
1. Attach 1 - Monthly Financial Statements - Financial Statements 30 April 2016.
2. Attach 2 - Monthly Financial Statements - April 2016 New Structure Report.
Tabled Items:
Nil.
Report Prepared by: Management Accountant - Reporting
16 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/5.3. PSA 76-16 MECHANICAL PARTS AND ACCESSORIES
Responsible Officer: Chief Financial Officer
Committee Meeting Date: 10 May 2016
File Ref: PE8.3
Purpose:
This report seeks Council's approval to enter into a contract for the supply and delivery of
Mechanical Parts and Accessories.
Officer's Recommendation:
That Council enter into a Preferred Supplier Arrangement with Maxiparts for the supply and
delivery of mechanical parts and accessories, excluding electrical parts and accessories and
with Ashdown Ingram for the supply and delivery of mechanical parts and accessories
(electrical only). The arrangements will be in accordance with the tender specification and
their submissions for an initial period of twelve (12) months with Council having, at its
discretion, the option of extending the contract period for a further twelve (12) months.
Background:
Gladstone Regional Council recently had a Preferred Supplier Arrangement in place for the
supply and delivery of ground engaging equipment. Further to discussions with Fleet
Maintenance and the current needs, the specification was revised to include the supply and
delivery of other parts and accessories that are required by Fleet for the maintenance of the
plant and equipment.
Subsequently, Tender PSA 76-16 - Mechanical Parts and Accessories was prepared,
advertised and published in The Observer, on Council's Tenders webpage and uploaded to
the LG Tender Box on Thursday, 16 February 2016 with a closing date of 2pm, Thursday 10
March 2016.
Three (3) submissions were received by the closing date from the following companies:
No Tenderer Address
1 Ashdown Ingram Gladstone, QLD
2 Gladstone Springs Pty Ltd Gladstone, QLD
3 Trackspares Australia Toowoomba, QLD
The evaluation panel convened to review the submissions received and determined that
there were insufficient responses to adequately determine value for money given that
Ashdown Ingram were only able to supply and deliver electrical parts and accessories,
Trackspares Australia is not a local company and therefore not able to provide an "over the
counter" option and Gladstone Springs were expensive.
Therefore, Tender PSA 76-16 (RECALL) - Mechanical Parts and Accessories was prepared,
advertised and published in The Observer, on Council's Tenders webpage and uploaded to
the LG Tender Box on Thursday, 31 March 2016 with a closing date of 2pm, Thursday 21
April 2016.
Six (6) submissions were received by the closing date from the following companies:
17 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
No Tenderer Address
1 Ashdown Ingram Gladstone, QLD
2 Maxiparts Gladstone, QLD
3 Statewide Fleet Solutions Pty Ltd Brisbane, QLD
4 Total Source Parts & Mining Supplies Yeppoon, QLD
5 Trackspares Australia Pty Ltd Toowoomba, QLD
6 Gladstone Springs Pty Ltd Gladstone, QLD
The following submissions were not evaluated further by the panel:
Tenderer Reason
Total Source Parts & Mining Supplies In accordance with the tender specification,
Tenderers were required to provide "free
into store" prices. This Tenderer excluded
any freight charges to deliver the goods to
the Council depots therefore increasing an
already high price
Gladstone Springs Pty Ltd Failed to submit a tender on time
Consideration:
Evaluation of the tenders was conducted by representatives from the Fleet Maintenance,
Procurement and Contracts Teams, utilising Council's standard weighting matrix for
preferred supplier arrangements against the following criteria:
Capability / Resources 30%
Past Performance/Relative 15%
Experience/Track Record
Quality 20%
Whole of Contract Pricing 35%
Each evaluation criteria is further discussed below:
1. Capability and Resources to carry out the contract
All Tenderers were scored equally as they have the capability to supply and deliver
under the contract. Although some Tenderers did not provide a price for some items,
it is not to say that they are not able to supply the item, however they may have
required a sample in order to provide a price on the correct item. Whilst one
Tenderer only provided prices on electrical parts and accessories, the panel deemed
them capable of delivering that category under the contract.
2. Past Performance
All Tenderers were scored equally. There was some discussion on one Tenderer
where a panel member had received poor service however another panel member
experienced excellent service, the members agreed to "split the difference" as the
poor performance had not been an on-going issue. Whilst the panel did not have first
hand experience with two Tenderers, the panel was of the opinion that they would
meet most minimum requirements. If the final ranking put either of them on top,
reference checks would have been conducted.
18 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
3. Quality
All Tenderers were scored equally in view of the fact that these items are
manufactured to meet the necessary Australian Standards and are therefore of equal
quality.
4. Whole of Contract Pricing
Whilst one Tenderer only provided pricing for electrical parts and accessories, they
offered the cheapest prices in that category based on annual expenditure.
Below are the anticipated annual costs based on estimated usage per Tenderer:
Tenderer Category Annual Amount
Ashdown Ingram Electrical Only $ 12,069
Maxiparts All $ 70,699
Statewide Fleet Solutions All $124,397
Trackspares All $ 67,846
Taking all evaluation criteria into consideration, the following are the final scores and ranking
of the Tenders received:
Tenderer Score Ranking
Ashdown Ingram 335 11
Trackspares Australia 335 1
Maxiparts 317.5 2
Statewide Fleet Solutions 265 3
Ashdown Ingram are a local business and capable of the supply and delivery of all electrical
parts and accessories under this preferred supplier arrangement for both stock and direct
items.
Trackspares Australia are based in Toowoomba and whilst they have offered a cheaper
price for all categories of mechanical parts and accessories (excluding electrical), they would
only be able to provide the stock items and not able to provide an "over the counter" service.
All direct items would need to be purchased from a local supplier, I.e. Maxiparts.
Maxiparts offered a slightly higher price to that of Trackspares however they are a local
company capable of the supply and delivery of all categories of mechanical parts and spares
(excluding electrical) both stock and direct.
Communication and Consultation (Internal/External):
The Contracts Unit communicated with both Fleet Maintenance and Procurement in the
development of this tender.
Legal Environmental and Policy Implications:
In accordance with the Local Government Act, Finance Standards and Council's Purchasing
Policy, Council must invite Tenders before making a contract for the carrying out of work, or
the supply of goods or services, involving a cost of more than $200,000. This is to ensure
enforcement of certain principles including open and effective competition and value for
money, (which considers advancement of Council priorities including WH & S issues, fit for
1 For the supply and delivery of electrical parts and accessories only
19 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
purpose, technical issues, quality, service and support, and cost related factors), are
observed.
Financial and Resource Implications:
Funding has been allocated in the Fleet Maintenance budget to cover the cost of these parts
and accessories.
Commentary:
Nil.
Summary:
Nil.
Attachments:
1. PSA 76-16 Mechanical Parts and Accessories (RECALL) Evaluation Spreadsheet
2. PSA 76-16 Mechanical Parts and Accessories (RECALL) Evaluation Matrix.
Tabled Items:
Nil.
Report Prepared by: Contracts Coordinator
20 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/5.4. COUNCILLOR VEHICLES
Responsible Officer: Director Corporate and Community Services
Committee Meeting Date: 10 May 2016
File Ref: PE7.1, CM8.3
Purpose:
This report seeks Council's view in relation to the replacement of the Councillor vehicle
Fleet.
Officer's Recommendation:
THAT the following vehicles be acquired for:
1. Mayor Burnett __________
2. Cr Trevor __________
3. Cr Bush __________
4. Cr Churchill __________
5. Cr Goodluck __________
6. Cr Hansen __________
7. Cr Masters __________
8. Cr O'Grady __________
9. Cr Sobhanian __________
Background:
Councillor vehicles are provided under terms of the Elected Members Expenses
Reimbursement and Provision of Facilities Policy
http://www.gladstone.qld.gov.au/c/document_library/get_file?uuid=46ed879f-7236-4f1c-a98f-
06aa2bb90114&groupId=1570002
Each of the vehicles is up for four-year replacement and officers present detailed costs of
seven (7) vehicles being two 4wd dual cabs, 3 AWD SUVs and two 4WDs.
These costs need to be seen as estimates and based on averages including:
The average kilometres used in this calculation is just over 24,500klms per year,
however the actual kilometres for the last term ranged from 14,000klms to
34,000klms per year.
Fuel economy is based on the green guide based on a mix of travel (combined).
Individual cars and drivers will vary from this assumption.
Registration and Insurance do not reflect private operator costs but is based on what
was charged against each vehicle during 2015/16.
Repairs & Maintenance are also based on averages. During 2015/16 one of the
RAV4s and a Captiva had the highest amount spent them and one of the other
Captiva's had the lowest amount spent. Without a crystal ball we have used an
average across all vehicles.
An amount was allocated for interest costs based on what Council could earn on
term deposits if it was not buying vehicles. The amount is based on the written down
value each year.
Depreciation is simply the difference between the purchase price and the expected
resale value.
21 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Four of the seven vehicles have a very similar annual cost. The SUV vehicles have a AWD
models but not 4WD.
Consideration:
All vehicles are diesel, however we can price a petrol vehicle if Councillors would prefer that
option. Officers would be happy to provide any other vehicle option that is not covered with
these options.
Communication and Consultation (Internal/External):
Report follows briefing meeting held on 26 April 2016
Legal Environmental and Policy Implications:
Councillor vehicles are provided under terms of the Elected Members Expenses
Reimbursement and Provision of Facilities Policy
http://www.gladstone.qld.gov.au/c/document_library/get_file?uuid=46ed879f-7236-4f1c-a98f-
06aa2bb90114&groupId=1570002
Financial and Resource Implications:
Budget includes amount for nine Councillor vehicles. These vehicles are also covered by
policy.
Commentary:
Nil.
Summary:
Nil.
Attachments:
1. Vehicle Information Sheet
Tabled Items:
Nil.
Report Prepared by: Manager - Property & Fleet Services
22 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/5.5. PROPERTY SERVICES OVERVIEW
Responsible Officer: Director Corporate and Community Services
Committee Meeting Date: 10 May 2016
File Ref: CM19.2
Purpose:
This report seeks to provide the Committee with an overview of Property Services.
Officer's Recommendation:
That the report be received.
Background:
The Property Services Team consists of six full time staff including the Property Coordinator,
3 x Property Officers, a Carpenter and a Painter.
Property Services manages the GRC Property Portfolio by ongoing development,
implementation and scheduling of regular maintenance programs, service contracts and
energy efficiency projects for all Council buildings including processing invoices for property
related activities and administration of property leases/tenancies.
General maintenance, both planned and unplanned, is carried out by the Property Team
along with conducting condition assessments and testing and tagging activities for all
Council buildings. Other specialised minor and major operational and capital works are
outsourced to preferred suppliers and other contractors with specifications and scopes of
work developed for quoting and tendering of larger projects.
There are over 400 Council owned buildings in the region, however not all of them are
managed by Property Services. Generally single purpose buildings eg entertainment centre,
libraries etc are managed by the respective department, while multi use and other buildings
are managed by Property Services. Service contracts are managed by Property Services as
there are generally economies of scale from organisational wide tenders.
Budget
There are 5 business units which comprise Property Services;
BU270 - Manage and maintain GRC Corporate buildings and facilities including
administration buildings and depots,
BU540 - Manage and maintain GRC Land holdings and developments including
vacant land and properties being bought and sold,
BU545 - Manage and maintain GRC residential and commercial investment
properties;
BU546 - Manage and maintain GRC community buildings and facilities; and
BU547 - 1770 Camping Ground.
23 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
PROPERTY BUDGET 2015/16
Description Budget Revised EOY
Revenue
Corporate Buildings (BU270) $0 $63,000
Land Holdings (BU540) $150,000 $0
Investment Properties (BU545) $184,634 $185,000
Community Buildings & $59,550 $56,000
Facilities (BU546)
1770 Camping Ground (BU547) $350,000 $320,000
Total Revenue $744,184 $624,000
Expenses Corporate Buildings (BU270)
Salary & Wages $387,000 $488,000
Internal Plant Hire $57,000 $66,000
Insurance $50,000 $71,000
Electricity $350,000 $350,000
Rates and Water $150,000 $165,000
Service Contracts $1,280,000 $1,229,000
Security $196,000 $132,000
Other Maintenance $1,130,000 $992,000
Internal Charges $306,000 $320,000
Sub Total $3,906,000 $3,813,000
Land Holdings (BU540) $60,000 $188,000
Investment Properties (BU545) $137,000 $78,000
Community Buildings and $125,000 $136,500
Facilities (BU546)
1770 Camping Ground (BU547) $5,000 $5,000
Sub Total $327,000 $407,500
Total Expenses $4,233,000 $4,220,500
Service Contracts
Property Services manages various service contracts across all Council sites to
encourage consistent service provided and value for money to ensure the buildings
meet community standards and expectations.
Automatic Doors
Elevators and Lifts
Pest Control including ants, cockies, spiders, termites, rodents, pigeons, mice/rats,
possums, snakes and meat ants
Air Conditioning - Service and maintenance, repairs, call outs and replacements
Security - Alarm Monitoring, Response, Maintenance and Patrols
Fire Alarms - Alarm Monitoring, Response, Maintenance and Smoke Alarms
Cleaning
Washroom Services - Sanitary, Nappy Bins, Air Fresheners and Urinal Servicing
Sharps collection
Onsite Sewerage maintenance services including primary septic tanks and
secondary onsite wastewater treatment facilities
24 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Projects
Condition Assessments - A condition assessment is a technical inspection by a
competent assessor to evaluate the physical state of building elements and services
and to assess the maintenance needs of the facility. The purpose of the condition
assessment process is for the Property Services team and assessor to evaluate the
physical condition of buildings across Council in order to plan a long-term
maintenance program that addresses the specific needs and condition of each
building. This helps the Property Services team maintain buildings in the proper
condition while reducing maintenance costs. The condition assessment lists the
deficiencies currently existing in the building and its systems, assesses the life
expectancy of the major components of the building, and includes professional
recommendations for future repairs and replacements.
Energy Management Strategy - Council must play a key role in minimising its
environmental footprint. To achieve this Council must reduce its energy consumption
and replace grid sourced electricity with renewables where ever possible. As part of
Council's Energy Efficiency Initiatives, Property Services is facilitating positive
changes around our organisation to minimise Council's footprint and to reduce our
overall expenditure on electricity. Some of these initiatives are:
o Replace blown lights with LED lights;
o Install timers on air-conditioning units;
o Install solar panels to some buildings; and
o Conduct Energy Audits on all major sites and buildings
o Monitor actual consumption of electricity and investigate energy efficient
programs
o Reduce fuel consumption by reducing the passenger and light commercial
fleet and focus on fuel efficient hybrid vehicles
Attached is a spreadsheet identifying electricity consumption for the first 6 months of
the financial year. We have achieved a 4% reduction in electricity consumption. The
sites I would like to highlight include:
1. Gladstone Sewerage Treatment Plant - 31% reduction - adjustment to
aerators
2. Gladstone Art Gallery - 23% reduction - New air-conditioning units
3. Civic Centre - 14% reduction - Solar panels on roof
4. Calliope Depot - 31% reduction - Solar panels on roof
5. Boyne Community Centre - 72% reduction - Solar panels on roof, LED lights,
timers etc
Roof top solar was installed at the Calliope Administration Centre around Christmas
time, which will be reflected in the electricity consumption figures from then on.
In the last couple of weeks we have installed skylights in the Calliope depot which
sees the turning off of 36 expensive to run lights. This will lead to a further significant
fall in consumption at that location moving forward.
As part of our Energy Management Strategy Council is organizing energy audits, with
an initial focus on the Entertainment centre and the art gallery, both of which are
major consumers of electricity.
25 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
EKA (Electronic Keying Australia) conversion - At the time of amalgamation
Council had 3 registered keying systems along with a significant number of premises
with ordinary unregistered locks and keys.
On 30 May 2012, a Management Meeting endorsed the introduction of the EKA
locking system as the long term goal for Council's keying system. Property Services
is progressively rolling out the EKA conversion for Council facilities on an as needs
basis, over an extended period of time.
Rental Stock & Vacant Land
Attached is a list of properties which Council rents out on a commercial or quasi-
commercial basis. These properties have been acquired for a number of purposes
over many years. Some such as those properties inherited from the former Miriam
Vale Council as staff housing could be sold sometime in the future depending on the
market. An undertaken was given by the former CEO that the properties would not be
sold while the employee continued to live there.
The former CEO's house and Miriam Vale library is now vacant and will be renovated
to allow it to be rented on the commercial market. It could potentially be sold,
however it would need to be excised from the Administration Office and Community
Centre.
Council also holds a stock of freehold land (spreadsheet attached), however with the
exception of a couple of blocks they do not have a significant value. That being said,
at some stage Council should look to dispose of land that has no short or long term
value to the organisation. Council is trying to sell a parcel of land in Malpas Street
and will sell recently acquired land in Ubobo when the road is constructed.
Depot Management
Property Services manages the following depot sites:
Gladstone
Calliope
Miriam Vale and
Agnes Water/1770
A Site based Management Plan (SBMP) has been developed for three of these sites
to identify all sources of environmental harm and to address and manage the impacts
related to the depot activities.
The management plans dictate environmental performance requirements for the
operation of the depots and provide a management structure for controlling and
reporting operational environmental aspects and impacts.
This SBMP forms part of the Gladstone Regional Council’s Environmental
Management System (EMS) and demonstrates Council’s commitment to undertaking
its ERA’s in accordance with standard operating procedures and best practice
environmental guidelines
Depot management activities include: Monthly depot inspections, quarterly meetings
with depot staff, general maintenance of yards, environmental systems and
washdown bays, pavement/pothole repairs, registration of waste tracking certificates,
26 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
preparation for cyclone season, annual depot inductions for contractors, development
of depot procedures and site based management plans.
Asset Management Plans have also been developed for these 4 sites identifying
what departments use each site and for what purposes and identifies ongoing
maintenance etc. Required.
At the Miriam Vale depot, Council undertook a small expansion of the office area to
allow additional staff to be located in that building. Unfortunately the Miriam Vale
Depot building was originally classified as a Class 10A building which limited the
need for certain conditions including firefighting capability. Attached is an aerial photo
which identifies where the current fire hydrant is. A Class 10A building is defined in
the attached BCA fact sheet.
When this budget was originally considered and estimated, the classification of the
building was not considered as being an issue as the extension was only minor less
than 50sqm. Unfortunately the extension has triggered the need to reclassify the
building which introduced certain conditions to meet compliance.
The existing fire hydrant does not comply from both a distance perspective and also
a fire flow prospective (Flow test report is also attached). Property Services engaged
a consultant from Chubb Fire to look for the most cost effective solution.
The initial thought process was that a second fire hydrant may achieve an acceptable
outcome at a relatively low cost. This option has now been dismissed as not being a
viable option as the Miriam Vale Water Reticulation System is not capable of
delivering the minimum required flow rate of 10 L/sec at the minimum required
residual pressure of 200kPa in accordance with the Australian Standard AS 2419.1 -
2005 in this location. As such our only option is to install a firefighting system in the
form of tank/s and pumps which will be expensive. A recent tender confirmed that the
price to achieve an acceptable firefighting infrastructure comes at a cost of over
$300K. Officers have been looking if there was an alternative option which delivered
benefits to the residents of Miriam Vale along with providing firefighting flows. There
does not appear to be an acceptable alternative to the onsite solution. This project is
in the 2016/17 budget.
Clearly Council officers should have verified the classification of the building when
this project was contemplated, however even if that was done, the question would
have been, do we ignore the inappropriate classification or do we fix the
classification. We could not have continued to operate in ignorance.
Consideration:
Nil.
Communication and Consultation (Internal/External):
Nil.
Legal Environmental and Policy Implications:
Nil.
27 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Financial and Resource Implications:
Nil.
Commentary:
Nil.
Summary:
Nil.
Attachments:
1. Energy Management Strategy
2. Electricity Consumption to 31 December 2015
3. Commercial Properties
4. Freehold Land
5. Aerial Photo of Miriam Vale Depot
6. BCA Fact Sheet
Tabled Items:
Nil.
Report Prepared by: Manager - Property & Fleet Services
28 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/5.6. MOBILE SMALL CELL PROGRAM
Responsible Officer: Director Corporate and Community Services
Committee Meeting Date: 10 May 2016
File Ref: GR5.2
Purpose:
This report seeks Council's views in relation to the request for Council comment on possible
locations for equipment for mobile coverage in small towns.
Officer's Recommendation:
That Council supports the _________________ sites as being priorities for 4G Small Cells.
Background:
Attached is the email from the Department of Science, Information Technology and
Innovation seeking Council Priorities for equipment in small communities for limited Mobile
coverage. It needs to be highlighted that the range of this equipment in 200 metres and
therefore it is not a solution to significantly improve mobile coverage in rural and remote
locations.
There are the small townships of Builyan and Many Peaks in the Boyne Valley and
Lowmead and Rosedale in the southern end of the region that would be largely covered by a
200 metre radius. They could be key priorities.
Baffle Creek and that area has a more dispersed population and hence would not
necessarily fit that purpose of covering the population, however it could provide a focal point
that residents could go knowing that they will get coverage in times of natural disasters.
Councillors may also know a black spot area which could benefit from the installation of this
equipment.
Consideration:
Any proposed site would need a building on which this equipment can be placed and would
be a source of power.
Clearly there are a limited number of cells available and hence only the top couple of
locations are likely to be considered.
Communication and Consultation (Internal/External):
Nil.
Legal Environmental and Policy Implications:
Nil
29 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Financial and Resource Implications:
Nil.
Commentary:
Nil
Summary:
Nil
Attachments:
1. Department of Science, Information Technology and Innovation email
Tabled Items:
Nil.
Report Prepared by: Manager - Property & Fleet Services
30 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
FCGC/5.7. INFORMATION SERVICES OPERATIONAL/CAPITAL BUDGET
AND MATTERS OF INTEREST
Responsible Officer: Director Corporate and Community Services
Committee Meeting Date: 10 May 2016
File Ref: CM19.2
Purpose:
The purpose of this report is to update Councillors' on the status of the Information Services
Capital and Operational budgets and provide an update on matters of interest.
Officer's Recommendation:
THAT the Information Services Monthly Report be 'received'.
Background:
This is an information report which will provide Council a brief overview of current
Information Services budget figures and projects.
The Information Services division delivers a range of internal support services and some
services direct to the community, along with contracting some of our services to third party
organisations.
Consideration:
At the time of preparing this report the financial year was 83.56% passed. The following
financial data has been provided from Council's Financial Monthly Business Unit Report.
INFORMATION SERVICES OPERATIONAL EXPENDITURE OVERVIEW
% of
Revised
Business Unit Expenditure Budget
Budget
Spent
112 - Customer Service 1,128,598 1,365,827 82.6%
130 - Geographical Information Systems (GIS) 390,461 464,070 84.1%
570 - Information & Communication Technology 4,061,110 4,775,682 85.0%
(ICT)
575 - Records Management 710,180 905,903 78.4%
617 - Agnes Water Rural Transaction Centre 666,573 815,372 81.8%
618 - Mt. Larcom Rural Transaction Centre 308,752 368,769 83.7%
Sub Total 7,265,674 8,505,652 82.60%
31 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
INFORMATION SERVICES CAPITAL EXPENDITURE OVERVIEW
% of
Revised
Business Unit Expenditure Budget
Budget
Spent
112 - Customer Service - ---------- ----------
130 - Geographical Information Systems (GIS) - ---------- ----------
570 - Information & Communication Technology 198,092 195,488 101.3%
(ICT)
575 - Records Management - ---------- ----------
617 - Agnes Water Rural Transaction Centre - ---------- ----------
618 - Mt. Larcom Rural Transaction Centre - ---------- ----------
Sub Total 198,092 195,488 101.3%
* Note the above capital figures does not include depreciation
Customer Service - Section Update of BUs 112, 617 & 618
Phone system – Councillors were briefed on Council's Customer Service Charter on 26
April 2016. Allowing calls to queue in peak periods is being considered as it will keep wage
costs to a minimum and missed calls to a minimum - or non-existent - as well. ICT should
be able to test the improved call management software in mid May.
Increases to the cost of postage - has impacted the budget significantly. As at 21.04.2016
we had spent $60855.38 (around $6100 a month). Actual spending for previous year was
$59400 (around $4900 a month). Almost $14000 a year more - remembering that the price
rise only came into effect on January 1st this year.
CSBA benchmarking survey will be organised to take place in the first quarter of
2016/2017. This survey is a measure of how well we are dealing with our customers on
phones and via emails.
Pre-polling for the local government elections had a huge impact on counters at sites where
pre-polling was conducted. The number of voters pre-polling was much higher than
expected.
Northern Customer Service Team – On 3 May 2016, Council resolved to continue the
current level of service at the Mt. Larcom RTC and will not be cutting back opening hours or
services. Staff are now look at re-organising the office space to try and give staff an
improved layout in which to work and hopefully alleviate the lack of space for staff and for
postal parcels.
Central Customer Service Team - We have two new fulltime officers (casuals converted to
permanent) who are currently undertaking training in the central team on phones and on
counters. One staff member was in a casual position with us and the other has been a direct
appointment from Engineering 24/7 Call Centre.
Southern Customer Service Team - QGAP has increased funding offer to $77500 which
Council has accepted. We now await the outcome of their funding model review. Qld
Transport to trial driver testing from the RTC one day a month - from 11/2/16 for six months -
excellent feedback so far. Driver testing successful, opportunity for RTC staff to have a QT
representative on site on these days to assist with processing EFTPOS transactions live on
site.
32 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
Changes to Centrelink are making transaction times longer - moving everyone over to
MYGOV before 31/3/17 - 2 staff attending training in March to facilitate this change. All
visitors to the site are to be asked what business they are conducting with Centrelink and
staff are to assist them to transition to MYGOV.
Miriam Vale Customer Service exceptionally busy with animal registrations - a record
number in February. A large portion of their time is also spent on Administration Support
duties for other sections which is a great example of sharing staff resources.
GIS - Section Update of BU 130
GIS team has currently been working on updating and rebuilding the Geocortex Mapping
System so that it can be accessed by all mobile devices as well as any computer platform.
This will enable staff to be able to access the Gladstone Regional Council Mapping System
whilst working out in the field.
They are also updating the Public Mapping system as well as the mapping site for the
Planning Scheme and Emergency Management which will enable the general public to
access the mapping site anywhere on any device.
1570 Cadastral adjustments have been done over the past 7 months. This includes drawing
up the land parcels into a combination of specially designed programs starting from the
survey plans. They then need to go out and pick up survey control to adjust the parcels to
survey accurate.
The aerial photos that are available for viewing for both staff and the general public through
the Geocortex Mapping System are sourced and processed by the GIS staff for inclusion
into the mapping system.
Information collected from the flood studies conducted by Council is processed by GIS team
to set 1%AEP (Annual Exceedance Probability) and development level on properties to give
a habitable floor level on properties.
GIS staff have continued to provide training sessions with new staff members and also assist
the general public with over the phone advice and guidance with the Public Mapping Site.
Records Management - Section Update of BU 575
Gladstone Entertainment Convention Centre (GECC) - Preliminary work has commenced
with GECC in streamlining their processes in conjunction with records management
practices and the use of ECM (Council's electronic document records management system).
This will eliminate the need for filing cabinets and storing information in archive boxes until
they have reached their retention period. It will also reduce the number of documents being
saved on network drives. In addition, it will ensure that Council is compliant with records
management.
Gladstone Regional Art Gallery & Museum (GRAGM) - The Records Coordinator will be
meeting with the Joanne Duke, Curator of GRAGM and her team this week with the view to
commence a project similar to GECC.
Technical Library - RMU staff have commenced disassembling the current Technical
Library, housed in the Records Building, Calliope. Over 1,500 books/reports etc will need to
be assessed then a decision made to scan and register into ECM (for easy access digitally
by staff), forward to the Library or GRAGM, or destroyed according to legislation as they
have met their retention period.
33 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
This project is due for completion by December 2016 to enable relocation of the industrial
shredder from our Miriam Vale Records to the former Technical Library Calliope.
ECM Update - A new App Drop will be available this week from TechnologyOne.
Information Systems will update the training environment of ECM to be fully tested by
Records staff prior to roll out in production. There are quite a few changes in this update
which will need to be filtered through to staff. In addition, some of the Reference Guides will
need to be altered to reflect the changes eg: screen shots and procedure.
ECM Training Material - RMU has nearly finalised revamping the ECM training
presentations that is provided to new starters when undertaking ECM Training.
EzeScan (Third Party Scanning Solution) - Further enhancements are being made to
EzeScan to assist with more intuitive and faster registration of documents into ECM.
RMU Coordinator is currently working with Learning & Development having completed HR,
Payroll and Debtors areas.
Annual Destruction of Records - Approximately 250 archive boxes will be due for
destruction 1 July 2016, as they will have reached their retention period. RMU to hire a
pantec truck and load boxes from Council's Records Storage Facility located on Racecourse
Road, Calliope. Thereafter they will be transported to our Miriam Vale Records where RMU
Archivist will write up the records to be approved under Sub-Delegation for destruction. RMU
Archivist will then shred the archive boxes.
Right to Information (RTI)
The Office of Information Commission (OIC) has provided Council with a preliminary
report of a desktop audit of Council's website for compliance with selected legislative
requirements under the Right to Information Act 2009 and Information Privacy Act
2009. 10 recommendations have been made for improvements and RMU will work
towards ensuring Council's website is updated to ensure full compliance with the
legislative requirements under the Act.
Currently this financial year Council has received 5 Right to Information Applications.
RMU currently has 2 active RTI's. This year the number of Right to Information and
Information Privacy Applications has been significantly less than previous years.
Usually Council averages about 20 per year.
Cemetery Files - In conjunction with Parks Department, a project has commenced scanning
and registering into ECM approximately 14 archive boxes of cemetery files. EzeScan has
been programmed to ensure the efficient scanning and registration of this documentation. A
HERO placement has been trained by Records Staff in Ezescan and based in Records
undertaking this project on behalf of Parks.
Legal Documents - Legal Documents Project has two parts:
Finalisation merging three former Council's into the current system. Former Miriam
Vale Shire Council and Calliope Shire Councils have been completed. Former
Gladstone City Council are still being worked through. Refer to future projects for a
breakdown of these.
Presently there is approximately 1,000 current legal documents being managed in
ECM by Legal Records Management Officer and housed in Council's strong room
34 of 43GLADSTONE REGIONAL COUNCIL - FINANCE AND CORPORATE GOVERNANCE COMMITTEE AGENDA 10 MAY 2016
located at Calliope. This includes documents such as Agreements, Contracts,
Easements, Bank Guarantees, Indemnities etc.
Statistics from RMU - 01.07.2015 to 30.04.2016
127,155 documents have been registered into ECM, the breakup as follows:-
o Records Staff 46,376
o Other Staff 56,951
o Pathway Documents 23,828
339 archive boxes destroyed by RMU Archivist. 43 Archive Boxes awaiting approval.
(archiving older records and records forwarded from Departments - not part of annual
destruction);
112 archive boxes destroyed under GRC's Digitisation Disposal Policy & Procedure.
(Records that have been scanned and registered in ECM and shredded after QAing
process);
98 archives boxes transported to the Records Storage Facility to await their retention
period before being destroyed
Future Records Projects
Below is a list of some of the future projects for the RMU Team:
Following is what the Legal Records Management Officer is presently working
through:-
2 archive boxes BITS documentation
19 archive boxes of former GCC Contracts
1 archive box of former GCC Warranties & Maintenance
1 archive box of former GCC Insurance Policies
6 archive boxes of Certified Copies of By-Laws of previous 3 Councils
4 archive boxes Certificates of Title to be documented and forwarded to DERM
1 archive box of Deeds
2,000 Easement Documents to sort through, document, scan and register
Inherited from former Director of Governance, Greg Winter (GCC);
1 archive box QAL Court Case
1 archive box Clinton Show & Sports Grounds
1 archive box Survey Plans
1 archive box of Resumptions
3 archive Boxes of Greg Winter's files
Mapping of new General Retention & Disposal Schedule (GRDS) due for release by
Queensland State Archives mid-2016 to old GRDS;
Location Index in ECM tidied up to reflect changes;
Commence back tracking of documents registered in ECM prior to 01.07.2010 under
Council's Digitisation Disposal Policy & Procedure to enable shredding of physical
documents
48 files Curtis Island Water & Sewerage Infrastructure Handover Documentation -
Scan and register in ECM and provide a copy on USB for use off site by Water
Services staff after hours where ECM is unavailable;
Insurance documentation forwarded from a Department to be scanned and
registered into ECM;
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