AGENDA ORDINARY COUNCIL MEETING

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					   FLINDERS COUNCIL ORDINARY MEETING




      AGENDA
                 FOR


ORDINARY COUNCIL
    MEETING

       To be held on


    13th April 2006



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                          Flinders Council Agenda 13th April 2006
                      FLINDERS COUNCIL ORDINARY MEETING


 “I certify that with respect to all advice, information or recommendation provided
to Council with this agenda:

1.     the advice, information or recommendation is given by a person who has
       the qualifications or experience necessary to give such advice, information
       or recommendation, and;

2.     where any advice is given directly to Council by a person who does not
       have the required qualifications or experience that person has obtained
       and taken into account in that person’s general advice the advice from an
       appropriately qualified or experienced person.



Note: S65(1) of the Local Government Act requires the General Manager to
      ensure that any advice, information or recommendation given to the
      Council (or a Council committee) is given by a person who has the
      qualifications or experience necessary to give such advice, information or
      recommendation. S65(2) forbids Council from deciding any matter which
      requires the advice of a qualified person without considering that advice”.


Dated this 5th day of April 2006




John Vucic
GENERAL MANAGER




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                                                 Flinders Council Agenda 13th April 2006
                     FLINDERS COUNCIL ORDINARY MEETING




PUBLIC QUESTION TIME

It is the policy of the Flinders Council to allow a “Question Time” at Council
Meetings during which members of the gallery may ask questions of the Council.

The basis on which questions may be asked is:

1.    All questions will be addressed through the Chair (being the Mayor in
      normal circumstances) who will answer them as he/she sees fit. Under no
      circumstances will members of the gallery be permitted to address or
      question either elected members or officers of the Council. The Chair may
      delegate answers to the appropriate Councillor.

2.    Persons addressing the Chair must pay the respect due to that office.
      Failure to do so may mean their address is terminated without notice.

3.    Where the answer cannot be provided immediately, it will be provided in
      writing within 7 days and tabled at the following Council meeting.

4.    All questioners are encouraged to register their intent to question with the
      General Manager before the meeting. Preference will be given to those
      who have so registered.

5.    Question time shall not extend longer that 30 minutes, and be held
      between 3.45pm – 4.00pm and again from 5.30pm – 5.45pm.




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                                                Flinders Council Agenda 13th April 2006
                     FLINDERS COUNCIL ORDINARY MEETING




          FLINDERS COUNCIL ORDINARY MEETING

                                 AGENDA
DATE:               9th March 2006
VENUE:              Flinders Council Chambers, 4 Davies Street, Whitemark
COMMENCING:         3.00pm



PRESENT:


APOLOGIES:


STAFF IN ATTENDANCE:


CONFIRMATION OF MINUTES:

   •   Minutes of the Ordinary meeting held on 9th March 2006

LATE AGENDA ITEM:


DECLARATION OF PECUNIARY INTEREST:


LEAVE OF ABSENCE: None declared

WORKSHOPS:
20th March 2006 at 11.00 am– Partnership Agreement between the Government
& Flinders Council (May 2005)

26th March 2006 at 10.00 am – North East River Shack Owners & Council
Meeting on site at North East River.

MOTIONS OF WHICH NOTICE HAS BEEN GIVEN:

None




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                                               Flinders Council Agenda 13th April 2006
                     FLINDERS COUNCIL ORDINARY MEETING




REPORTS TO BE RECEIVED:

Recommendation: (Attachment 1)
That the report from Mr. Jamie Wood regarding Waste Management Licencing
Conditions, be received.

Recommendation: (Attachment 2)
That the correspondence - Draft Interim Financial Agreement (Letter to Mr. Jamie
Bayley Stark – 21st February 2006), be received

Recommendation (Attachment 3)
That the Flinders Council Customer Service Charter be received)

MAYOR’S COMMUNICATION:

Correspondence In:
Ian Burke, Australian Red Cross – Red Cross Calling ,28th February 2006
Paul Lennon, Premier & Treasury – Labor, Building a Better Tasmania, 28th
February 2006
Ian McDonald, Leukaemia Foundation – World’s Greatest Shave, 3rd March 2006
Paul Lennon, Premier & Treasury – Labor, Building a Better Tasmania, 14th
March 2006
Launceston Chamber of Commerce – Invitation to 2006 Annual Cocktail Party –
5th April 2006.


Publications
King island Courier - Vol. 22 No. 16, Wednesday 1st March 2006
King Island Courier – Vol. 22, No. 16, Wednesday 8th March 2006
The Devonport Times - Vol. 9. No. 3, March 2006
Australian Government, News for Seniors – Summer 2005/06, Issue 64
Australian Red Cross, Tasmanian Review, 2004-2005
Local Government – Focus – Vol. 22, Number 3, March 2006
LGAT – General Meeting – Agenda, Wednesday 8th March 2006
Southern Cross, Young Achiever Awards 2006
Dept. Of Premier of Cabinet – Outlook, Issue 35 – March 2006

Correspondence Out
3rd February 2006 – Mr W.D. Lawson – Congratulations on Australian Medal
3rd March 2006 – Mr Gary Morrison, TGS Air Charter – CASA
21st March 2006 – Tasmanian Aero Club – support letter




                                       5
                                               Flinders Council Agenda 13th April 2006
                FLINDERS COUNCIL ORDINARY MEETING


ROY McCORMICK – SPEAKING 2.00

2. 21ST APRIL – JOHN AND TERENCE TO LONGFORD FOR GRANTS
COMMISSION – WRITTEN SUBMISSION)
LAST YEARS GRANTS COMMISSION SUBMISSION ON FLOPPY FOR JOHN
(DONE)

WHITEMARK HALL (minutes in cubbyholes)agenda
CUSTOMER SERVICE CHARTER (attachment as amended)
NORTH EAST RIVER SHACKS
STEERING COMMITTEE OUTCOMES
(docs from Jamie Bayley Stark)
Runway




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                                       Flinders Council Agenda 13th April 2006
                    FLINDERS COUNCIL ORDINARY MEETING




OPERATIONAL BUSINESS OF COUNCIL

Item A1:    KERRY

Item B1:    Waste Management Licencing Conditions
            (Attachment - Jamie Wood contacted re report)

Item B2:    Submission to State Grants Commission
            Last years report on floppy

Item B3:    Mt Tanner

Item B4:    Tobias Furneaux Lookout

Item B5:    Patriarchs Wildlife Sanctuary (letter)

Item B6:    Steering Committee Outcomes
            (Attachment – Draft Interim Financial Agreement)

Item B7:    North East River Shacks

Item B8:    Customer Service Charter (COU/0303)

Item B9:    Draft Code for Tenders and Contracts (COU/0303)

Item B10:   Whitemark Municipal Hall Special Committee

Item C1:    Finance & Administration Manager’s Report

Item D1:    Works & Services Manager’s Report

Item E1:    Aerodrome Operations Supervisor’s Report




                                      7
                                             Flinders Council Agenda 13th April 2006
                     FLINDERS COUNCIL ORDINARY MEETING




Item B11:    Customer Service Charter (COU/0303)

Background:
Under the amended Local Government Act 1993, Councils are required to adopt
a Customer Service Charter. On 2nd February 2006 a workshop was held in the
Council Chambers to develop a Customer Service Charter for Flinders Council.

Current Position
At Council’s Ordinary Meeting held on 9th February 2006, motion 073.02.06,
Council moved that the Draft Customer Service Charter be reviewed by 31st
March 2006 and then be adopted as Council’s policy document.
The review has taken place and all amendments have been incorporated into the
document (Attachment 3).

Recommendation:
That Council adopts the reviewed Customer Service Charter as its policy
document, in line with the Local Government Act 1993.




General Manager




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                                               Flinders Council Agenda 13th April 2006
                          FLINDERS COUNCIL ORDINARY MEETING




Item B12:       Draft Code for Tenders and Contracts (COu/0303)

Background:
The amended Local Government Act (1993), stipulates that Council are required
to adopt a Code for Tenders & Contracts. To assist Tasmanian Councils’ with the
task, the Department of Treasury & Finance prepared a draft ‘Code for Tenders
& Contracts’, in line with the proposed legislation.

Current Position:
At Council’s Ordinary Meeting held on 9th February 2006, motion 068.02.06,
Council endorsed the draft Code for Tenders, as it’s policy document

Recommendation:
That the Council ratifies the draft Code for Tenders & Contracts as its policy
document.




General Manager
Finance & Administration Manager’s report

Financial accounts
Background
The financial reports over the past year have been exported from Corporate 2000Plus to Excel.
This is how the charts were done and income shown as positive and expenditure as negative.
This has resulted in errors in formulas.

Current Situation
The financial reports have been printed directly from Corporate 2000Plus, hence no colours,
charts or formulas. The information is from data entered into Fujitsu 2000Plus as at 31st March
2006.

The reports presented are for the different activities that Council has in different divisions. They
show Actuals vs budgets and variances. Year to Date column highlights the actual figures that
have been processed and validated as at 31st March 2006.


Recommendation
That the financial reports be received and accepted.

Risk Management Report
Background
The CMP Insurance audit was done on the 22nd March 2006 by telephone and has been
completed.


                                                 9
                                                           Flinders Council Agenda 13th April 2006
                           FLINDERS COUNCIL ORDINARY MEETING



Current Situation
The outcomes of the audit undertaken will be addressed by the Risk Management Committee on
10th April 2006 at 3:30 pm. Minutes submitted on the 11th April.

Recommendation
That the minutes be received and accepted.




Finance & Administration Manager




Financial Reports explanation:

Summary of Cash is how much is held in the financial institutions at close of business on 31st
March 2006.

Financial reports have headings:
This period actuals        March postings
This period budgets        March postings
This period Variance Variance between actuals and budget
If there is a negative in variance this means it is unfavourable.
If there is a positive in variances this means it is favourable.

Accounting practices for local government show income as a negative and expenditure as a
positive.

This period actuals for Division details shows at the report total a positive which means that
income is lower than expenditure.

This period variance shows the report total as a positive, which means that it is favourable.

List of reports
Summary of Cash
Division details
Sub-Division details
Activity details for each division


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                                                            Flinders Council Agenda 13th April 2006
                      FLINDERS COUNCIL ORDINARY MEETING




Finance & Administration Manager’s report

Financial accounts
Background
The financial reports over the past year have been exported from Corporate
2000Plus to Excel. This is how the charts were done and income shown as
positive and expenditure as negative. This has resulted in errors in formulas.

Current Situation
The financial reports have been printed directly from Corporate 2000Plus, hence
no colours, charts or formulas. The information is from data entered into Fujitsu
2000Plus as at 31st March 2006.

The reports presented are for the different activities that Council has in different
divisions. They show Actuals vs budgets and variances. Year to Date column
highlights the actual figures that have been processed and validated as at 31st
March 2006.


Recommendation
That the financial reports be received and accepted.

Risk Management Report
Background
The CMP Insurance audit was done on the 22nd March 2006 by telephone and
has been completed.

Current Situation
The outcomes of the audit undertaken will be addressed by the Risk
Management Committee on 10th April 2006 at 3:30 pm. Minutes submitted on
the 11th April.

Recommendation
That the minutes be received and accepted.




Finance & Administration Manager


Financial Reports explanation:



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                                                 Flinders Council Agenda 13th April 2006
                       FLINDERS COUNCIL ORDINARY MEETING


Summary of Cash is how much is held in the financial institutions at close of
business on 31st March 2006.

Financial reports have headings:
This period actuals March postings
This period budgets March postings
This period Variance           Variance between actuals and budget
If there is a negative in variance this means it is unfavourable.
If there is a positive in variances this means it is favourable.

Accounting practices for local government show income as a negative and
expenditure as a positive.

This period actuals for Division details shows at the report total a positive which
means that income is lower than expenditure.

This period variance shows the report total as a positive, which means that it is
favourable.

List of reports
Summary of Cash
Division details
Sub-Division details
Activity details for each division




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                                                 Flinders Council Agenda 13th April 2006
FLINDERS COUNCIL ORDINARY MEETING




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                       Flinders Council Agenda 13th April 2006

				
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