Meeting papers

  •   The surveyor produces a survey plan of the covenant suitable for lodgement with Titles Qld.
      Make a copy of the survey plan and send to the landowner. Don’t fold the survey plan, keep
      it in its plastic folder.
  •   Either engage a solicitor to do the Titles Qld paperwork (form 31, form 18 (if applicable) and
      forms 18A, 18B and 21Z or do them yourself (Templates saved here
      N:\ESD\Planning\Environment_Services\Conservation Partnerships
      Officer\VCA\Administration\VCA templates 2019). The Titles Qld Land practice manual is
      also saved here. If you compile the documents yourself, they must be filled out correctly or
      Titles Qld will requisition them (requiring you to fix up any mistakes and resubmit). Note the
      following.
      1. Form 31 item 1 . Type the covenantor name exactly as it appears on the Title Certificate.
           item 2.Title reference is shown on the Title Certificate, Use the covenant description
           exactly as shown on the survey plan (eg Covenant A on SPxxx in Lot Plan x on x). When
           signing it needs to be witnessed by a Justice of the Peace or a commissioner for
           Declarations. I use Cooroy Library on Tuesdays or Antoinette Becker in Development
           Assessment. The covenantor needs to provide identification when signing such as
           drivers licence plus medicare card plus passport plus rates notice. After signing you then
           take all documents to the Development Assessment team (Mark Lewis) for signoff on
           behalf of Council.
      2. Form 18 General Consent. To be signed by any third party on Title (such as a bank)
      3. Form 18A. This is the registered owners consent to the survey plan. Strike through the
           lessee text with a ruled line.
      4. Form 18B. This needs to be signed by Council approving the survey plan.
      5. Form 21Z. This accompanies the survey plan when lodged.
      6. Register all signed documents in ECM (subject,property and customer indexes) and
           under the VCA folder for that property owner.
      7. Titles Qld now accept online lodgements, pay the lodgement fees using a corporate
           card.
  •   Agreement. Ensure this is filled out with the correct funding amount. The landowner signs
      this and receives a copy for their records. The Director signs on behalf of Council. Don’t
      lodge this with Titles Qld.
  •   Develop the Environmental Management Plan. Template saved here.
      N:\ESD\Planning\Environment_Services\Conservation Partnerships
      Officer\VCA\Administration\VCA templates 2019. Send the draft to the landowner for
      review.
  •   Engage a contractor to undertake specified works as described in the EMP. Send them a
      copy of the EMP. Ensure you walk the area with the landowner and contractor initially to
      agree on scope of works for the year. Get a quote from the contractor and raise a purchase
      order for that VCA.


Ongoing

  Its important to maintain clear and regular communication with the landowner. Conduct a
  minimum of two visits per year, and always towards the end of the financial year with the
  contractor and landowner in attendance. Ensure the contractor staggers works throughout the
  year to ensure follow up is done when it needs doing. If the contractor isn’t performing well on a
  site provide constructive feedback. Look for opportunities to seek external funding such as Koala
  habitat restoration funding. If the property is a nature refuge work with the landowner to apply
  for Nature Refuge landholder grants (up to $20K).




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