Meeting papers

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SPECIAL MEETING                                                3 JUNE 2024




1.   ATTENDANCE & APOLOGIES

2.          SPECIAL MEETING REPORTS
            CHANGE OF VENUE FOR JUNE ORDINARY MEETING TO POMONA MEMORIAL
     2.1.
            SCHOOL OF ARTS HALL

3.   CLOSED SESSION

4.   MEETING CLOSURE




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SPECIAL MEETING                                                                        3 JUNE 2024


2.1       CHANGE OF VENUE FOR JUNE ORDINARY MEETING TO POMONA MEMORIAL
          SCHOOL OF ARTS HALL


Author              Acting Chief Executive Officer, Larry Sengstock
                    CEO's Office | Office of the CEO & Mayor
Index               Subject/27.07 Council Meetings
Attachments         None


EXECUTIVE SUMMARY
Council recognises that community engagement is a vital part of effective democracy and that
community based Council Meetings provide an good opportunity for this.

This report recommends that the Ordinary Meeting dated 20 June 2024 be held at
Pomona, providing an opportunity for the local community to gain an insight into the Council decision
making process and to meet Councillors and senior staff to discuss Council issues.

RECOMMENDATION
That Council
      A. Note the report by the Chief Executive Officer (Acting) to the Special Meeting dated 3 June
         2024 regarding a change of venue for a Council meeting;
      B. Pursuant to Section 257(3)(b) of the Local Government Regulation 2012, resolve to hold the
         Ordinary Meeting on 20 June 2024 at the Pomona Memorial School of Arts, 6 Reserve St,
         Pomona commencing at 5pm;
      C. Request the Chief Executive Officer to ensure that suitable advertising is undertaken to
         promote this community based Council Meeting; and
      D. Note that Council plan to livestream the meeting and place a copy of the recording on
         Council's website.


REPORT
1.    Holding Council meetings in community locations

From 2014, Council has generally held two Ordinary Meetings at different community locations
throughout the year. Meetings have been held in:
      •   Pomona and Peregian Beach – 2014;
      •   Cooran and Noosa Junction – 2015;
      •   Cooroy – 2016;
      •   Boreen Point and Sunshine Beach – 2017
      •   Kin Kin and Pomona – 2018
      •   Cooran and Federal - 2019
Following lengthy restrictions caused by the Covid pandemic there were no further Council Meetings
held in community locations.
The new term of Mayor and Councillors recognises that community engagement is a vital part of
effective democracy and these community based Council meetings provide an opportunity for local
communities to meet with the Mayor and Councillors and discuss local issues.



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SPECIAL MEETING                                                                         3 JUNE 2024



This meeting will be preceded by both informal engagement opportunities with the Councillors from
2pm and formal engagement with Council Officers on Amendment No.2 to the Noosa Plan 2020 and
the Pomona Place Plan Phase 2. Both are major projects for the shire that are inviting community
feedback. There will also be opportunities for the community to have further informal discussions
after the Ordinary Meeting.

Section 257 (3) of the Local Government Regulation 2012 provides that:
“All meetings of a local government are to be held –
(a) at one of the local government’s public offices; or
(b) for a particular meeting – at another place fixed by the local government, by resolution, for the
meeting.”

The report recommendation meets the requirements of this section of the Regulation.

2. Livestreaming / Recording of Council Meeting

This will be the first community meeting to be held offsite since 2019 and Council's ICT department
propose to livestream and record the meeting, as is undertaken at all Council meetings since 2020.
Council does not anticipate any technical issues in livestreaming the meeting, however should a
problem occur, the recording will be uploaded to Council’s website as soon as practically possible
after the meeting. Noting that this meeting is taking place in a historical building with high ceilings
and timber floors and therefore the sound quality may be affected by the different acoustics.
Link to Corporate Plan
Theme No. 5 - Excellence

This theme focuses on customer experience, financial sustainability, innovation and technology,
levels of service, governance, our employees and volunteers, funding streams and asset
management practices.

Previous Council Consideration
Post Election Meeting - 19 April 2024 - Item 2.3
That Council note the report by the Chief Executive Officer (Acting) to the Post Election meeting
dated 8 April 2024 regarding the continuation of Standing Committees and the adoption of the
Council meeting timetable until 30 June 2024 and:
   A. Approve the continuation of the Planning and Environment Committee, the Services and
      Organisation Committee, and the General Committee as Standing Committees under
      section 264 of the Local Government Regulation 2012, with the relevant roles and
      responsibilities identified in the Chief Executive Officer’s report;
   B. Note that pursuant to section 267 of the Local Government Regulation 2012, each
      Committee will appoint its own chairperson;
   C. Adopt the times and dates of future meetings of the Council and Committees in accordance
      with the Meeting Calendar until 30 June 2024 shown at Attachment 1 to the report.
   D. Prepare a report to Council with potential revised meeting structure from 1 July 2024 to be
      presented in next available meeting round;
   E. Appoint the following Councillors to each of the Committees:
Planning and Environment Committee
Mayor Frank Wilkie
Councillor Amelia Lorentson
Councillor Brian Stockwell
Councillor Tom Wegener
Services and Organisation Committee



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SPECIAL MEETING                                                                            3 JUNE 2024


Mayor Frank Wilkie
Councillor Karen Finzel
Councillor Jessica Phillips
Councillor Nicola Wilson
General Committee
The Mayor and all Councillors

Finance
Council will cover the cost of venue, equipment and/or any other items required to run the meeting
successfully. The ICT Dept have purchased specialised equipment to enable Livestreaming and
Internet access in external locations.

Risk & Opportunities
Holding Council meetings in different parts of our Shire provides an opportunity for the community
to meet Councillors and senior staff and to attend a Council Meeting without the need to travel to our
Council Chambers. It particularly provides an opportunity for those communities more distant from
our Tewantin Chambers. The proposal to hold this meeting provides an opportunity for those
communities in particular to meet Councillors and senior staff to discuss Council issues.

The primary risk relates to the ability to live stream Council meetings due to technology issues. The
Council Chambers have been set up with technology to enable this to occur and there are some
challenges in replicating this in community halls in more remote parts of the Shire.

Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Departments consulted:

      Office of the CEO, Mayor &         Community Services                Corporate Services
              Councillors
  x      Mayor & Councillors             Director                    x    Director
  x      Chief Executive Officer         Community Development            Financial Services
  x      Executive Officers              Sport & Active Lifestyles        Fleet
  x      Community Engagement            Arts & Culture                   Revenue Services
         People & Culture                Community Connection        x    ICT
         Governance                      Customer Experience              Commercial Property
      Strategy & Environment &         Development & Regulation          Infrastructure Services
      Sustainable Development
         Director                        Director                         Director
         Strategic Land Use Planning     Development Assessment           Infrastructure      Planning,
                                                                          Design and Delivery
         Economic Development &          Local Laws                       Civil and Asset operations
         Destination Management
         Environmental Services          Environmental Health             Asset Management
         Innovation & Digital Hub        Building & Plumbing              Building & Facilities
                                         Property / Permits               Disaster Management
                                                                          Waste x




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