Hodgson Downs Local Authority Meeting Agenda

To be held in the Alawa Board Room

Monday 9th November 2015 at 11am

1. Present: 1.1 Elected Members: 1.2 Local Authority Members: 1.3 Staff: 1.4 Visitors/Guests: PLEDGE: “We pledge to work as one towards a better future through effective use of all resources. We have identified these key values and principles of Honesty, Equality, Accountability, Respect, and Trust as being integral in the achievement of our vision that the Roper Gulf Regional Council is Sustainable, Viable and Vibrant”.

2. Apologies: Marc Gardner, Sharon Hillen, Marion Smith, Deputy Mayor Judy MacFarlane Moved: Seconded:

3. Conflict of Interest-Members & Staff: .

4. Minutes of Previous Meeting: Page 4That Hodgson Downs Local Authority accepts the Minutes from the previous Local Authority Meeting held on 15 October 2015. Moved: Seconded:

5. Business Arising/Action List;

5.1. Previous minutes action list Date Item Description Responsible

Person Status Status Comments -

Completion Date

14.05.2015 Kewulyi Outstation Cemetery needs to be fenced to protect the integrity of the Grave sited and markers erected.

CDP Regional Manager

Ongoing 24.06.2015 Pending Cemetery ACT Review. Update 13.08.15 Marc to follow-up

14.05.2015 Investigate Solar Light Funding possibilities for Kewulyi Outstation where the Telephone is.

Director Contracts & Technical Services

Ongoing

Dump needs of attention, prioritised and pushed up by June 2015.

CEO Alawa Ongoing 13.08.2015 Currently investigating new Dump site.

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Date Item Description Responsible Person

Status Status Comments - Completion Date

13.08.15 Roper Gulf Regional Council and Alawa Aboriginal Corporation to establish regular working party meetings.

CEO Alawa & Director Corporate Governance

Ongoing

13.08.2015 Roper Gulf Regional Council to follow up and send Alawa Aboriginal Corporation signed MOU document.

Manager Governance

Ongoing

15.10.2015 Send Ken information about Solar Lighting Funding.

Director Council Services & Infrastructure

15.10.2015 Request to Senior Leadership Team re: WH&S Audit.

Director Council Services & Infrastructure

Completed 9.11.2015 RGRC WH&S Coordinator has been in discussion with Alawa CEO

15.10.2015 Send NESA document to Alawa CEO every Monday 10am.

Director Community Services

15.10.2015 Ask PMC for a formal statement for Council outlining both Federal and NT Governments positions on AMPs.

Director Council Services & Infrastructure

Ongoing

15.10.2015 Night Patrol becoming an Alawa responsibility request to the Senior Leadership Team to Action further.

Director Community Services

Completed 9.11.2015 Now sitting with Council.

15.10.2015 Bring rating information back to Hodgson Downs Local Authority

Governance Completed Information in hand, will be reported at the meeting.

6. Correspondence

6.1. Outgoing Correspondence: Nil

6.2. Incoming Correspondence: Nil

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7. General Business

7.1 *Elected Member Report: Report attached. page 9

7.2 *Council Services Managers Report: Verbal Report • Council Services Update • *Work Health and Safety Update

7.3 *Council Financial Reports: Report Attached. page 10

7.4 *Governance Updates: • *Town Priorities: Local Authority Funding Report attached. Page 13

• *Complaints Register Nil

• *Policy Update:

ADM009 Vehicle Use Policy (Updated) Added Clarification on Home Garaging of Vehicles. Vehicles are to be used to commute between work and home and not used for any other purpose outside work hours.

DIT001 Fleet Procurement and Allocation Policy (Updated) provides greater clarification (How, who, what vehicles, makes and models) around Fleet purchases New and Replacement Vehicles and Machinery.

7.5 *CDP- Community Development Program: Verbal report

7.6 *Alcohol Management Plan: Nil

8. Other Business

9. Meeting Closed

*Denotes permanent Agenda item

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Hodgson Downs Local Authority Meeting

Minutes

Held in the Alawa Office

Thursday 15th October 2015 at 11am

Meeting was opened at 11.40 by Clive Roberts who is the designated Chairperson for this Hodgson Downs Local Authority Meeting. The pledge was read.

1. Present:

1.1 Elected Members: Nil

1.2 Local Authority Members:

Clive Roberts Ken Muggeridge, Samuel Swanson, Johnathon Walla

1.3 Staff: Marion Smith Director Community Services (DCS) Sharon Hillen Director Council Services and Infrastructure (DCSI) Jo Nicol Local Authority Coordination Officer

1.4 Visitors/Guests: Samuel Daylight Nathanael Knapp Department Local Government

2. Apologies:

Deputy Mayor Judy MacFarlane, Tom Girdler

Apologies Accepted. Moved: Samuel Swanson Seconded: Johnathon Walla All Agreed by way of Consensus

3. Conflict of Interest-Members & Staff:

Nil

4. Minutes of Previous Meeting:

Previous Minutes from 13th August 2015 accepted. Moved: Ken Muggeridge Seconded: Johnathon Walla

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5. Business Arising/Action List;

5.1. Previous minutes action list

Date Item Description Responsible

Person Status Status Comments

- Completion Date

14.05.2015 Kewulyi Outstation Cemetery needs to be fenced to protect the integrity of the Grave sited and markers erected.

Alawa/RJCP Ongoing 24.06.2015 Pending Cemetery ACT Review. Update 13.08.15 Marc to follow-up

14.05.2015 Investigate Solar Light Funding possibilities for Kewulyi Outstation where the Telephone is.

Dir Contracts / Economic Devpt

Ongoing 15.10.15 Infrastructure Grants through Outstations

Dump needs of attention, prioritised and pushed up by June 2015.

CEO Alawa Ongoing 13.08.2015 Currently investigating new Dump site. 15.10.15 still trying to get a bulldozer, expected in the next month. Sharon to send ken NLC Contacts

13.08.15 Roper Gulf Regional Council and Alawa Aboriginal Corporation to establish regular working party meetings.

CEO Alawa & Director Corporate Governance

Ongoing 15.10.15 Marc to contact Ken

13.08.2015 Roper Gulf Regional Council to follow up and send Alawa Aboriginal Corporation signed MOU document.

Manager Governance

13.08.2015 Report Night Patrol Phone Jo Nicol In Hand Reported waiting for Telstra

6. Correspondence

6.1. Outgoing Correspondence:

Letter to NT Government re: Morgues.

6.2. Incoming Correspondence:

Nil

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7. General Business

7.1 *Elected Member Report: Nil

7.2 *Core Services Update: Core Services Update The Grader will be arriving soon in the Community. There has been a large fire that burnt a lot of country, the Fire Unit worked well during this time. There has been a fire at Roper Valley which provides a timely reminder to burn off and ensure fire breaks are done next year, perhaps contact Roper River Landcare Group and see if they can provide any support. There could be opportunities for CDP participants with fire fighting. There has been a lot of work carried out at the Cemetery, concrete pads, names and dates to be recorded. Solar Lighting Funding is available Action: DCSI to send Ken Muggeridge information on Solar Lighting Funding.

*Work Health and Safety Update Hodgson Downs Local Authority requested Work Health and Safety Audit and workshop to be done by Roper Gulf Regional Council staff. Accommodation will be provided by Alawa.

Action: DCSI to take request to Strategic Leadership Team.

7.3 *Council Financial Reports: Nil

7.4 *Governance Updates:

*Town Priorities: Regional Plans were handed out and discussed.

*Complaints Register Nil

*Policy Update: HR006 Working with Children Certificate Policy: Council approved amended policy on Working with Children Certificate. The amended policy removed the stipulation that all employees, volunteers and contractors must have Ochre Cards and now only those that are required under the NT Care and Protection of Children Act will require having one. The primary reason for the amendment is to streamline the recruitment process and make it easier for potential employees to obtain employment with council.

Nomination

Members accept Samuel Daylight’s nomination to the Hodgson Downs Local Authority.

Moved Ken Muggeridge Seconded Clive Roberts All Agreed by way of Consensus

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7.5 *CDP- Community Development Program:

Program becomes effective on January 1st 2015. Only activities will be paid for , in Minyerri 187 participants registered, 159 in activities.

Action: DCS Marion Smith to send NESA document to Ken every Monday 10am.

7.6 *Alcohol Management Plan:

Currently working on AMP Barry Clarke, GEC, Doug Kelly, AOD and Ken Muggeridge.

Action: DCSI Sharon Hillen to ask PMC for a formal statement for Council outlining both Federal and NT Governments positions on AMPs.

7.7 Local Authority Funding:

Ken advised that there was a shortfall in the total amount needed for the Road resheeting. Quote is $142, 000 and amount available is $136,000. Alawa will cover the shortfall. Currently waiting on a Tender exemption.

8. Other Business

8.1 Night Patrol: DCS Marion Smith advised that there had been a misunderstanding with Night Patrol hours. There is no requirement to work Sunday to Thursday Night Patrol must work in accordance to the community needs. Local Authority members asked about Night Patrol being operated by Alawa as this was previously mooted at a meeting earlier in the year with Catherine Procter. Night Patrol is currently underperforming and not on task with little or no follow up, because Night Patrol is overseen by a Manager in Town there is a lack of direction and management. Marion said she will investigate that possibility and get back to the Hodgson Downs Local Authority.

Motion: That the Hodgson Downs Local Authority recommend to Council that Alawa Corporation take over the Night Patrol Operation so that local input can ensure a better service. Moved Johnathon Walla Seconded Samuel Swanson All Agreed by way of Consensus.

Action: Marion to take the Night Patrol becoming an Alawa responsibility request to the Strategic Leadership Team to Action further.

8.2 Cemetery at Kerwurli:

Before any fencing is done TOs and NLC must be consulted. 8.3 Dumping Fees:

DCSI Sharon Hillen advised that all Roper Gulf Regional Council Dumps will be implementing a Commercial Dumping Fee. There has always been provision under fees and charges but recently education process to advise users that it will be enforced has been started. As part of the Roper Gulf Regional Council Waste Management Plan, Mataranka will be a recycling centre.

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Rates: Nathanael Knapp from Department of Local Government and Community Services asked if shops and Territory Housing were rated. DCSI Sharon Hillen to investigate as Council may be able to increase revenue and pass this back to Alawa. Bring information

Action: Rating information to be tabled at the next Hodgson Downs Local Authority meeting.

9. Meeting Closed 1.25pm

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Roper Gulf Regional Council

Hodgson Downs Local Authority Meeting

Monday 9th November 2015

Elected Member’s Report

Title: Elected Member’s Report

Author: Cr. Annabelle Daylight

RECOMMENDATION

(a) That the Hodgson Downs Local Authority receive and note Elected Member’s Report.

1. Background

The Elected Member’s report will include the highlights from the recent ordinary meeting of Council.

2. Issues/Discussions:

The Council had its ordinary meeting on 28 October 2015 at Mataranka. Some of the decisions made by Council include;

• Council accepted the nomination of Samuel Daylight to the Hodgson Downs Local Authority.

• Council accepted the resignation of Maryanne Vincent from the Hodgson Downs Local Authority.

• Auditors from Deloitte gave their Audit Report for Roper Gulf Regional Council which has a result of no qualification and positive feedback in that our financial procedures and processing was found to be all in good order with no corrections to be made.

• The Annual Report for 2014/2015 was accepted by Council it is now on the RGRC Website and hard copies will be available from the printers soon.

• The Council has directed the CEO to develop an MOU with ALAWA for the Night Patrol Services in Minyerri, if the contract allows RGRC to hand it over.

• Council agrees to a review of the structure of Community Services and Youth, Sports and Recreation.

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Roper Gulf Regional Council

Hodgson Downs Local Authority Meeting

Monday 9th November 2015

Finance Report

Title: Minyerri First Quarter Finance Report

Author: Bala Donepudi - Management Accountant

RECOMMENDATION

(a) That Hodgson Downs Local Authority receive and note first quarter financial report.

1. Background This report details out the first quarter financial report from the period starting July 1st to September 30th, 2015. The Annual Budget for Minyerri is $ 1,926,237, the budget for the first quarter is $ 481,559. In the first three months of this financial year Council had spent $ 193,316 on various programs in Minyerri. This equals 40% of the allocated budget. Expenditure Breakdown for the First Quarter based on Directorate Corporate Services has been allocated a budget of $ 106,985. 80% of the allocated budget has been spent, $ 86,000. Underspend in the Local Authority Project Fund. Agency Services has been allocated a budget of $ 360, 981, 29% of the allocated budget has been spent, $ 105,564. Underspend areas is CDP(formerly RJCP), no invoice have been received from Alawa for administering CDP, 71% of the budget is unspent. Commercial Services has been allocated a budget of $ 13,468; 13% of the allocated budget has been spent,$ 1,752. Underspend is Territory Housing as no major Repairs were needed, Funds are spent on an as need basis through out the year. Council Services has a small budget of $500 for recruiting new employees this remain unspent. Attachment: Minyerri Detailed Financials

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Roper Gulf Regional Council 3 16GLACT 3

Expenditure Report as at

for the year 2015-2016

16GLACT 16GLBUD 16GLBUDYear to Date

Actual ($)Year to Date Budget ($) Variance ($)

Full Year Budget ($)

Minyerri 75,867 145,416 69,549 581,662

Expenditure by Service

1 - Corporate Services 86,000 106,985 20,985 427,940 80.39%2 - Agency Services 105,564 360,981 255,417 1,443,924 29.24%3 - Commercial Contract & Technical Servic 1,752 13,468 11,716 53,873 13.01%4 - Council Services 0 125 125 500 0.00%Total Expenditure 193,316 481,559 288,243 1,926,237 40.14%

Expenditure by Activity

106 - General Council Operations 85,402 88,750 3,348 355,000132 - Local Authority 28 1,225 1,197 4,900

136 - Establishment of Local Authorities 570 0 -570 0 Mis-Coding All the Expensed was recoded to Activity 132 138 - Local Authority Project 0 17,010 17,010 68,040 No Project decided till now ;Underspend in Materials - 17,010Total Expenditure - Corporate Services 86,000 106,985 20,985 427,940

314 - Service Fee - RJCP 47,927 319,134 271,207 1,276,535

401 - Night Patrol 57,637 41,847 -15,789 167,389Total Expenditure - Agency Services 105,564 360,981 255,417 1,443,924

220 - Territory Housing Repairs and Mainte 247 3,000 2,753 12,000 No spend in materials - 3,000 as no repairs needed .

221 - Territory Housing Tenancy Manageme 1,505 10,468 8,963 41,873Total Expenditure - Commercial Services 1,752 13,468 11,716 53,873

30-September-2015

Local Authority Allowance - 505 and Meeting catering Allowance - 122 : Not spent Much

Overspend in emp exp - 12,193 ;Budget will be adjusted in the review ; Fleet underspend - 1,853 (Lesser fuel) ; Internal workshop repairs not done - 1.658 ; oth op - 575

No Repairs Carried out ; Underspend in materials - 10,468;Oth op - 857 ( Overspend ) : Internal workshop - 648 ( Overspend )

Budget mainlyto cover the payment for Allawa for RJCP Activity payments.No Invoice Outstanding.

Percentage of Budget spent

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16GLACT 16GLBUD 16GLBUDYear to Date

Actual ($)Year to Date Budget ($) Variance ($)

Full Year Budget ($)

Percentage of Budget spent

111 - Council Services General 0 125 125 500 Budget for Emp Recritment ; Not Yet neededTotal Expenditure - Council Services 0 125 125 500

Total Expenditure 193,316 481,559 288,243 1,926,237

Capital Expenditure

Total Capital Expenditure 0 0 0 0

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Roper Gulf Regional Council

Hodgson Downs Local Authority Meeting

Monday 9th November 2015

Agency Services Report

Title: Local Authority Funding

Author: Marc Gardner – Director Contracts and Technical Services

RECOMMENDATION

(a) That the Hodgson Downs Local Authority receive and note the Local Authority Funding Report.

(b) That the Hodgson Downs Local Authority Request that Roper Gulf Regional Council seek an exemption from Department of Local Government with the tender process and utilise the Local Authority Grant for a pavement repairs and sealing project in Minyerri.

(c) That the Hodgson Downs Local Authority Recognise that the shortfall is to be contributed by the Alawa Aboriginal Corporation utilising operational funding provided from Roper Gulf Regional Council.

1. Background

The Hodgson Downs Local Authority has considered in the past about the utilisation of the Local Authority Grant monies available to it annually for a range of community projects. There has been discussion over past meetings that the disbursement of this grant should be towards upgrading roads and road sealing in critical areas in the community. The Local Authority grant is for approximately $68,040 and Ken Muggeridge (CEO Alawa Aboriginal Corporation) has successfully obtained quotes from two companies to undertake this work. The Local Authority has also considered amalgamating two years worth of funding to cover the cost of a roads project to make it more worthwhile. This will amount to approximately $136,080 being available for the project.

2. Issues/Discussions:

Three companies were asked to quote: • Fulton Hogan (Darwin) • Downer EDI (Katherine and Darwin) • NT Bitumen and Asphalt (Darwin

All three companies are considered to be the major bitumen/road sealing and civil works companies in the Northern Territory and undertake the majority of such works.

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Only two companies provided quotes for the works being:

• Downer EDI for $165,873.62 (inc GST) • NT Bitumen and Asphalt for $141,973.30 (inc GST)

It was agreed that the best approach to this project is for Council to pay for the works from the Local Authority Grant rather than transfer to Alawa Aboriginal Corporation as it would only create double handling of the grant and unnecessary paperwork. To undertake a tender process would involve several weeks work preparing documents, advertising, running a tender period of 18 days and then coordinating the awarding of a contract. It is envisaged that the road works project would only take about a week and a half to complete which is far less time than it would be to run a tender process. Because this lowest quote is the preferred quote and also over $100,000, Council is obliged to go to tender for any works valued over $100,000 as per the Local Government Act. Council does have the ability to seek exemption from the Department of Local Government with the tender process and accept the lowest quote as outlined above. The Local Authority need to consider that if Council was to accept the lowest quoted price of $141,973.30 and that the Local Authority grant is only for $136,000, where the remaining funds would come from to ensure that this project can go ahead. The NT Operational Grant that Council provides to Alawa Aboriginal Corporation each year includes money for Local Roads that Council receives from the NT and Australian Government and it is suggested that this is the best way forward to cover the $6,000 shortfall.

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P 08 8983 3298 F 08 8983 3985

15 Mighall Place Holtze NT

PO Box 3730 Palmerston NT 0831

Email admin@ntbitumen.com.au

www.ntbitumen.com.au

ABN 14 141 423 387

To: Alawa Aboriginal Corporation Attention:

Email: Ken Muggeridge <alawa@bigpond.com>

Date: 26/08/2015

D-5-15206-09-15

RE:

GST Exclusive GST GST Inclusive

Item No DESCRIPTION Quantity Unit Rate GST Excl. Amount Amount Amount

Misc Mobilisation Gravel Crew 1 Visit $7,150.00 $7,150.00 $715.00 $7,865.00

Misc

Earthwork preparation for sealing - Remove

speedhumps, wet mix various locations to reconstruct

pavement to allow for a 7 metre wide seal. (Approx

1630m2) 1 Item $33,887.70 $33,887.70 $3,388.77 $37,276.47

Misc Mobilisation Sealing Crew 1 Visit $25,000.00 $25,000.00 $2,500.00 $27,500.00

pri m2 Prime coat to Graveled area (approx 2900m2) 1,315 m2 $5.54 $7,285.10 $728.51 $8,013.61

10sc 10mm aggregate (320 Binder0@1.8l/m2) 5,324 m2 $8.16 $43,443.84 $4,344.38 $47,788.22

as tonne Repair potholes, cracks depressions etc 9 Tonne $1,000.00 $9,000.00 $900.00 $9,900.00

Misc Long term Traffic control Gravel crew 5 day $550.00 $2,750.00 $275.00 $3,025.00

Misc Long term Traffic control Sealing Crew 1 day $550.00 $550.00 $55.00 $605.00

$129,066.64 $12,906.66 $141,973.30

Special Conditions: >Based on a single mobilisation.

>Client to supply accommadation at site.

>Client to provide a suitable stockpile location close to site.

> Client to supply 200 tonne of suitable gravel F.O.C into stockpile close to site.

>No allowance for traffic management.

>No allowance for Inductions, screenings and inspections.

Quotation valid for 30 Days

Quotation is subject to rise and fall of material costs.

Terms of payment:

21 days from invoice date for customers with a credit trading account

Cash Sale customers - 75% deposit required prior to commencement of works, balance upon completion

Mic Bellis

Managing Director

Ken Muggeridge

QUOTATION

TOTALS

Miniyeri Reconstruction works

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