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2017-05-09 Services & Organisation Committee Agenda
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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 9 May 2017
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Frank Pardon (Chair), Jess Glasgow, Tony Wellington, Frank Wilkie
“Noosa Shire – different by nature”
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Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 1617T061 SUNSHINE BEACH SKATEPARK RENEWAL TENDER 3
2 EXPRESSIONS OF INTEREST FOR COMMERCIAL LEASE OF COUNCIL LAND
AT 4 JARRAH ST, COOROY 7
REPORTS FOR NOTING BY THE COMMITTEE 9
3 CORPORATE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2016/17 9
4 COMMUNITY SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2016-17 18
5 EXECUTIVE OFFICE UPDATE - 3RD QUARTER 2016-17 39
CLOSED SESSION -
Page 2 of 50
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 1617T061 SUNSHINE BEACH SKATEPARK RENEWAL TENDER
DOCUMENT INFORM AT ION
Author Project Officer, Dallas Bickley
Planning & Infrastructure Department
Index ECM\Projects (T1)\ Sunshine Beach, Skate Park Renewal - CAP.WORK –
500668
Attachments 1. Sunshine Beach Skatepark Renewal Evaluation Workbook
26_04_2017 - WHS
EXECUTIVE SUMMARY
This report provides a recommendation for the appointment of the preferred contractor for the
construction of the Sunshine Beach Skatepark Renewal.
RECOMMENDATION
That Council note the report by the Project Officer to the Services & Organisation Committee
Meeting dated 9 May 2017 and award tender 1617T061 for Construction of Sunshine Beach
Skatepark Renewal to Concrete Skateparks Pty Ltd for the lump sum price of $380,995 (excluding
GST).
REPORT
The project is for the construction of the Sunshine Beach Skatepark Renewal located at Girraween
Street Sunshine Beach. The project is targeted at refurbishing the existing skatepark facility.
1. Design
Design and performance specification was provided by a specialist skatepark designers Convic
Pty Ltd, and was developed through extensive public consultation with Council staff and the skate
boarding community.
2. Construction Management and Inspections
Contract administration, management and inspections will be performed in-house by Council staff.
3. Tender Process
Due to the value of the works being greater than $200,000, Council called a public tender for the
works through the LG Tender Box system in accordance with the Local Government Act 2009.
An open invitation to tender was released via LG Tender Box on 25 March 2017 with advertising
in the Sunshine Coast Daily on 25 March 2017 and in the Noosa News on 28 March 2017. The
tender closed on 18 April 2017. Three (3) conforming tenders were received.
Page 3 of 50
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
4. Tender Assessment
The tender evaluation panel undertook an assessment of the received conforming tender
submissions from the following respondents, which are listed in ascending order of price:
1) Concrete Skateparks Pty Ltd;
2) Trinity Skate Parks; and
3) Convic Pty Ltd.
The tenders were evaluated using the following criteria:
Capability and resourcing;
Contract experience and track record;
Timeline and methodology;
Quality;
Health and safety;
Environment and sustainability;
Contribution to local economy; and
Price.
The tendered price from Concrete Skateparks Pty Ltd is the lowest at $380,995 excluding GST.
Concrete Skateparks Pty Ltd tender submission is favourable as they have significant previous
experience, an excellent track record with similar projects, they are more than capable and have
the necessary resources to meet Council’s program to complete these works by 28 July 2017.
The tender evaluation team considers this tender to be the most advantageous to Council and
presents the best value for money.
5. Programme & Next Steps
Concrete Skateparks Pty Ltd can commence works on Wednesday 31st May 2017, with practical
completion expected on or before 28 July 2017.
Finance & Risk
Council has allocated a total of $400,000 (excluding GST), with $200,000 in the 2016/17 capital
works budget and a further $200,000 identified in the draft 2017/18 capital works budget with
$8,240 spent to date. The budget for the Sunshine Beach Skatepark Renewal is sufficient to
complete the project.
Item Cost
Costs to Date (April 2017) $8,239.51
Tendered Contract Value $380,995.00
Council Project Officer $4,000.00
Q-leave $952.76
Subtotal $394,187.27
Contingency $5,000.00
Total $399,187.27
Project Budget $400,000.00
The tendered methodology has been assessed to ensure construction risks associated with the
works are mitigated.
Prior to construction commencing, work place health and safety and pedestrian and traffic
management plans will be required to be submitted to Council for approval. Regular audits on
contractor compliance with these approved plans will be undertaken by Council throughout
construction.
Page 4 of 50
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
Risk
Finance risks include;
Client request for scope changes. This is to be mitigated through project control group
management and limitation of client requested scope variations.
Latent conditions. Typically a geotechnical risk, previous investigations have mitigated much
of this risk.
Variation risks. This has been partly mitigated through the lump sum construction
procurement method utilised.
Time risks include;
Wet weather delays. Construction during the typically dry season aims to mitigate this.
Safety Risks;
Concrete Skateparks Pty Ltd would be appointed as the Principal Contractor and responsible
for Workplace Health and Safety of the site and the ultimate design and construction. Prior
to construction commencing, workplace health and safety and pedestrian and traffic
management plans will be required to be submitted to Council for approval. Regular audits
on contractor compliance with these approved plans will be undertaken by Council
throughout construction.
Scope & Quality Risk;
The risk of meeting project objectives is to be managed through Council staff reviews
supported by specialist consultants who developed the performance specifications.
Resource Risk;
Concrete Skateparks Pty Ltd have nominated a very capable team for this project limiting the
resourcing risks to the project. The addition of an engineering consultants, mitigates the
resourcing risk from Council.
External Consultation - Community & Stakeholder
Council officers have met and notified property and business owners in 2016 about the upcoming
works. The community were supportive of the skate park renewal.
Community consultation - skate day event, held at Sunshine Beach Skate Park - Saturday 23 April
2016.
Presentation of the draft concept design to community, users and stakeholders, held at the Noosa
Aquatic Centre - Friday 1 July 2016.
Internal Consultation
Finance, Procurement, Environment, Civil Operations and Asset Planning Teams.
Departments/Sections Consulted:
Community Services X Planning & Infrastructure
Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
X Community Facilities Strategic Land Use Planning
Cultural Facilities X Asset Design & Investigations
X Asset Planning
X Civil Operations
Environment
Executive Office Corporate Services
X Community Engagement X Finance
Customer Service ICT
Executive Support X Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 5 of 50
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
Page 6 of 50
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
Final Evaluation Attachment 1
NOOSA SHIRE COUNCIL _ Weighted Attribute Evaluation Spreadsheet - Final Evaluation
[Gena tis Phoctemnineronnoee
Cc
Pee at |
(Conforming Tenders Only) (excl of GST)
1 [Concrete Skateparks Ptyitd 0S 380,995.00 |
2
3 [Convic Pty Lt 585,400.00 |
‘ ef
6p
7
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5
wp
NON-CONFORMING TENDERS
th > 3 4 5 ‘ ; 5 5 0
| amt = Momcnsioments, | Oye _| Pent Stte rors | comicryees PP
fsoaene, track taco achievement | asx | sts | io | 2 | so | 2 | se | 0 | om | © | om | o | om | o | om | o | om | o | om | o | om |
pathoscarterrrectdetwry | asx | sos | ase | ross | ise | ws | rss | 0 | om | © | om | o | om | o | om { o {om | o | om] o | om |
watsy ms ots fits | ote fas [ose [To | om | io [ow | io | om | io | om | io [om | io | om] io | om |
peammaseey | fas | om | os [oss | as | oss | o | om | 0 | om | o | om | o | om | o | om | o | om | o | om |
fevcmentasntinatuty | se | zs | os | 2 | os | + | os | o | om | © | om | o | om | o | om | o | om | o | om | o | om |
fenibutontoroaitconomy | sx | atrs | one | 1 | aoe | oss | oo | 0 | om | 0 | om [0 | om | o [om | o [om] o | om | o | om |
fetstecinatscore | sme as Tae mmm me
a
rotal Fees (Pc) 50% $380,995 $487,171
Fees (PAV) $.eenceeseerceeenseseeee $471,189
ce Score 119 7
Price Score (Pn) 100 81
ted Price Score (Pw)
a SC
and weightings of this evaluation
| Assesment PaneiMember2 | Project Officer (CE)
| Assesment PanelMembers | Safety Officer (PR)
| Assesment PaneiMembers | Procurement Advisor (AM) |
[| Assesment PaneiMemberS
Sunshine Beach Skatepark Renewal Evaluation Workbook 26_04_2017 - WHS 28/04/2017
Page 6 of 50Section 7
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
2 EXPRESSIONS OF INTEREST FOR COMMERCIAL LEASE OF COUNCIL LAND AT 4
JARRAH ST, COOROY
DOCUMENT INFORM AT ION
Author Property Advisor, Denis Wallace
Corporate Services
Index ECM/Subject/46.15 Use of Council Land/Property/4 Jarrah St
Attachments Nil
RECOMMENDATION
That Council note the report by the Property Advisor to the Services & Organisation Committee
Meeting dated 9 May 2017 and proceed to an Expression of Interest process for occupation of the
Lower Mill site (Lot 5 SP213104), as detailed in the report.
REPORT
The purpose of this report is to seek Council approval to proceed to an Expression of Interest
process for a commercial lease of vacant Council freehold land in Cooroy.
Council owns the freehold allotment at 4 Jarrah Street, Cooroy, formally described as Lot 2
RP176126. The site is 5,800m2 in area and zoned Industry under The Noosa Plan. The land had
been leased as a commercial concrete batching plant since the establishment of the industrial
estate in 1981. The last lessee of the site was Holcim, which vacated the site in November 2013
at the expiry of its lease.
An aerial photograph of the site and its surrounds is shown below.
Figure 1 – Locality Plan
Page 7 of 50
Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
A report to Council’s General Committee in April 2014 advised the site had become vacant and led
to a resolution at the Ordinary Meeting dated 1 May 2014, to seek Expressions of Interest (EOI)
for a new commercial lease. No suitable EOI submissions were subsequently received and the
site has remained vacant with a ‘for lease’ sign and Council contact details at its frontage.
In recent months, Council property officers have received a number of enquiries from potential
lessees indicating a change in the Cooroy commercial property market. Proposals for occupation
of the site range from using it as a storage yard to the construction of a new factory. It is appropriate
that an open public EOI process is again undertaken to seek a commercial lessee for the site, in
accordance with the requirements of Local Government Regulations. An EOI rather than tender
process is proposed due to the potential range of uses.
The following assessment criteria and weightings are proposed:
Price, lease term and commencement date – 35%
Business track record – 15%;
Contribution to local economy and capital investment plan – 30%;
Suitability of proposed use - 10%
Environmental sustainability and emissions reduction measures – 10%.
Once EOI submissions have been received and evaluated a further report to Council will be made
providing details and a leasing recommendation.
Previous Council Consideration
Ordinary Meeting, 1 May 2014, Item 10, Page 9
That Council note the report by Property Officer, Property and Land Management to the General
Committee dated 28 April 2014 and seek Expressions of Interest (EOI) for a Commercial Lease
for 4 Jarrah Street, Cooroy.
Finance & Risk
The report identifies legislative requirements Council must meet prior to entering a new commercial
lease agreement for the site.
Any lease revenue generated from the site will assist with Council achieving its financial
sustainability objectives.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Procurement & Fleet Manager
Manager Economic Development
Property Officer and Manager Property & Facilities
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 8 of 50
Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
REPORTS FOR NOTING BY THE COMMITTEE
3 CORPORATE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2016/17
DOCUMENT INFORM AT ION
Author Director Corporate Services, Michael Shave
Corporate Services Department
Index ECM/ Subject/ Branch Management/ Corporate Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Corporate Services to the Services & Organisation
Committee Meeting dated 9 May 2017 providing an update on operations of the Corporate Services
Department for the period 1 January to 31 March 2017.
REPORT
The adopted organisation structure includes the following branches under the Corporate Services
Department:
Financial Services;
ICT (including Records);
Procurement & Fleet;
Property; and
Revenue Services.
Corporate Services primarily provides internal support to the other Council Departments, with the
exception of the Property branch that deals primarily with land and property management issues.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the department.
Page 9 of 50
Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
CORPORATE SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Financial Services
Rolling financial revaluation process for Employment of new financial Indexation of building assets Capitalisation of developer
infrastructure assets accountant (assets) underway for finalisation by end of contributed assets and progressive
May write-on of completed capital works
projects
Annual Financial Audit Planning audit completed by QAO Preparing for interim audit visit in End of financial year completion and
with minimal issues raised May final audit visit in August
Business as Usual activities Budget review 3 completed Preparation for second Councillor Collation of proposed next budget
2017/18 budget under review with budget workshop review adjustments
first Councillor workshop completed Monthly financial performance Quarterly performance plan reviews
Management of investments in reporting for all staff
accordance with policy Quarterly performance plan reviews
Development of reporting framework for all staff
for related party transactions
completed
ICT
TechnologyOne - migration to new cloud Testing of the new cloud and Testing of new cloud solution prior to Go-live of the new TechnologyOne
version monitoring progress with go live cloud version
TechnologyOne on outstanding Communication to staff on the Review of migration and post project
issues changes review
One-on-one sessions training
sessions completed for
administration staff and key module
owners
TechnologyOne CI Anywhere (web Staff appraisal system in use Procure to pay implementation Planning implementation for new
browser based) functionality to simplify throughout Council. Meetings and minute manager property and rating system and
systems and make them accessible on software including configuration, online customer portals
mobile devices testing and training Planning finance and assets
transition to CI Anywhere software
New CI Anywhere Enterprise
Budgeting system
Page 10 of 50
Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
GIS Mapping TechnologyOne internal GIS Processing as-constructed drawings Implement improvements to assets
implemented with positive reviews for completed capital projects and processes to ensure timely and
The internal GIS is now available to developer contributed assets accurate entry of information using
staff on mobile devices including External review as-constructed automation.
smartphones procedures and tools Complete review of GIS Strategy
Advertisement of vacant GIS Recruitment of GIS officer positions
positions
Managed ICT Services Tender Implementation of changes including The “back-end” changes to Progressing the implementation of
upgrades to the Council’s telephony infrastructure being completed as the new services in the tender and
solution, file storage and remote scheduled migration to NBN services
access to files Planning for the implementation of throughout the year as they become
NBN services available throughout the shire
ICT Security New PC and server protection Implementation of better change Continuous improvement of ICT
software implemented management processes for security to meet emerging threats
New monitoring of Windows 10 TechnologyOne changes Reorganise and improve system
devices implemented to detect Separating Community Care security of shared documents
suspicious activity customer ICT systems for improved
Improvements to TechnologyOne protection
Financials security auditing and role
assignment
Draft TechnologyOne change
management process and policy
completed
ICT Strategy and roadmap Monthly steering group meetings Continuing positive partnership Progress implementation
with TechnologyOne arrangement with TechnologyOne to
Bi-monthly Council ICT Steering progress projects
Group meetings Update the ICT Strategy including
integration with Digital
Transformation Strategy
Customer Contact Centre systems The new call centre system and Ongoing review Ongoing review
customer service information system
successfully completed and well
received by staff
Page 11 of 50
Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Over 1,000 internal support calls Upgrade projector equipment in the Ongoing desktop and mobile support
completed Jan-March 2017. committee room to allow for wireless Quarterly performance plan reviews
Twelve-month ICT Trainee started presentations and support of visiting for all staff.
on the 6th March Apple and Android devices.
2017/18 ICT budget developed. Three additional Wi-Fi access points
Amazon cloud “thin client” desktop at Tewantin Office to improve Wi-Fi
trial to evaluate as an alternative to availability
replacing PCs Increase the speed of public Internet
at Council offices and Libraries
Replace old Apple 4S phones
Procurement & Fleet
Fleet Replacement and Maintenance Fleet Policy & Guideline review 2017/18 fleet capital replacement Fleet reports to be modified to
Program undertaken by AEC Group & with program completed as identified in capture fuel usage, utilisation and
draft report under review the fleet 10-year capital replacement investigation into emissions
All fleet registrations & insurances program Preparation to be undertaken with
actioned as at April 1st 2017 Ongoing maintenance for fleet and stakeholders in relation 2017/18
Leased vehicle replacement strategy small plant on target Fleet capital purchases.
on target. One leased vehicle All fleet capital purchases scheduled
remains scheduled to be returned in for delivery prior to 30 June 2017
June 2017 (including Noosa Community
Support bus)
Local Buy Alliance Ongoing contract arrangements Contract arrangements to be Quarterly meeting scheduled for
either out to tender, under evaluation determined in conjunction with Local May 2017 to determine suitable
or completed Buy. contract arrangements.
New contract awarded in conjunction
with Local Buy for Council’s small
electricity sites, commences 1/7/17
Undertake pilot project with Technology Continued testing of CI Anywhere Continue testing of system as part of Go live of new system to be
One to implement the new Procure to purchasing system to be undertaken early adopter program with determined and transition strategy to
Pay module and roll out in CI Anywhere Further scripts developed to validate TechnologyOne be undertaken
testing regime Old quotation method in T1 to be
removed & replaced with
Vendorpanel Marketplace
Communication with key
stakeholders to be undertaken prior
to any change in operations
Page 12 of 50
Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Vendor Panel Marketplace Vendor Panel Marketplace e- Suppliers encouraged to register Continued engagement with internal
quotation tool follow up use being with VendorPanel marketplace so stakeholders & staff to ensure the
undertaken by Procurement staff that e quotations can be actioned by marketplace quotation tools are
staff used for all quotations
Consider mandatory requirement
timeline for e quotations
Business as Usual activities Procure to pay internal audit Quarterly performance plan reviews Preparation for End of Year 30th
completed with draft report pending for all staff completed June Procurement roll
Procurement & Contracts support to 2017/18 capital & operational Preparation for Stores financial year
staff across the organisation budgets completed. stocktake
Numerous tenders awarded and Quarterly performance plan reviews
results published on the Council for all staff
website Ongoing Procurement training for
relevant staff scheduled to start in
May 2017
Property
Holiday Parks – develop new Evaluated tender submissions and Progress Boreen Point campground Initiate internal discussions
management agreements, business awarded contract for management 2016/17 capital works regarding the future management
models and strategic planning services for Noosa River Holiday Progress Noosa River Holiday Park services for the Noosa North Shore
Park 2016/17 capital works beachfront campground (after
Extended current management redevelopment)
agreement for Noosa North Shore
Campground
Page 13 of 50
Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Development and finalisation of Executed tenure agreements: The following leases to be signed: Continue with expired community
community tenure documents with o Tewantin Tennis Club o Kin Kin Sport and School of Arts tenure renewals
community groups o Tewantin Noosa Pony Club o Kin Kin Sport and Recreation Classic Car club (new tenure, Noosa
o Tewantin Noosa Cricket Club – o Cooroora Woodworkers – Wood Navy Cadets Noosa Sports
Read park Storage Complex)
o Renewed one year permits for o Camphor Laurel Group – Wood
lifeguard towers, coastguard storage
tower and Peregian Veggie o Shine Houses
Village o Pomona Memorial School of
Arts
o Pomona Gallery
o Federal Hall
o Cooran Memorial School of Arts
o Pomona Amateur Rugby
League Club
o Girraween Sports Complex
o Tait Duke Cottage (new tenure)
o Noosa Malibu Club (new tenure
Wallum Lane)
Development and finalisation of Cooroy Data Centre – Proposed Continuing to align Certificates of Initiate lease negotiations for
commercial tenure documents option executed Currency for Public Liability to Sunrise Shop 8 – supermarket
financial year (market valuation has been
Renew co-location lease agreement obtained)
for sub tower at the Noosaville depot EOI / tender for 4 Jarrah Street,
Cooroy
EOI for Lot 5 Lower Mill site, Cooroy
Noosa River Foreshore Management Assessment of submissions finalised Finalisation of Community Initial stakeholder engagement and
Plan Contract awarded and consultants Consultation Plan community consultation
have commenced
North Shore Campground conceptual Lodgement of DA for MCU Project detailed design Project tender packages to be
planning & feasibility assessment Bushfire Management plan Obtain MCU approval issued
completed. Early works approval from State to Continuing Landcare works onsite
Landcare weed removal and species commence redevelopment
mapping completed
Disaster Management Plan
completed
Page 14 of 50
Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities 2017/18 build from base budget Friendly audit of foreshores and Implementation of service review
development parks for Commercial Use activities recommendations
Draft ownership transfer agreement continuing Ongoing assessment of applications
sent to SEQWater for Noosa Quarterly performance plan reviews and permits for use of Council
Botanical Gardens for all staff owned or managed land
Rufous Street Digital Hub PCG Workshop and report on future of Quarterly performance plan reviews
meetings Tingira Crescent as a launch site for for all staff
Commercial High Use permit Hang gliding/paragliding
renewal process underway Finalising service plan for Lifeguard
Quarterly performance plan reviews Services for Council consideration
completed for all staff Finalising land tenure issues with
Various High Use Permit and DNRM for Cooroy RSL to enable the
Temporary Event applications issue of a trustee lease
decided Oversee Pomona Memorial School
Written to DNRM re support of of Arts roof repairs
compliance activities along
Noosaville foreshore
Written to Noosaville foreshore
commercial jetty leaseholders re
activity encroachment and upcoming
compliance program
Revenue Services
Prepare for implementation of new bin Work undertaken to identify Prepare for the required changes to Continue to work with the waste
charges per the new waste contract properties that will be affected by the the Property and Rating system that management team to implement the
new 3 bin service, and commence must take effect as at 1 July, changes under the new contract,
discussions with TechnologyOne and include full testing to ensure they do and assist with communicating the
external printer regarding the not delay the issue of the July levy changes as necessary
changes that will take effect in the
July levy
BpayView implementation Commencement of the Work with printer to finalise Communication of new payment
implementation of BPayView for both implementation and go live with system prior to the issue of the next
rates and animal registration notices BpayView to allow registration for rates levy and dog registration
the service from property owners renewal notices
and dog owners.
Page 15 of 50
Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Outsourcing of outstanding rates for Approved summons to be issued for Continue working with collection Continue to monitor effectiveness of
collection those properties who did not provider d to collect outstanding using an external debt collector
respond to collection service letters debts on referred properties
of demand.
Business as Usual activities Preparation for the July levy Further work on rates and levies for Finalise the 2017/18 Revenue
including review of pensioner next budget workshop policy and statement
concessions and general rate Undertake data validation of PPR End of financial year including 30
concessions for the budget vs NonPPR rate categories and June Fire returns, Rural Fire
workshop work to ensure that all properties returns, and final pensioner claim
March Fire Returns completed being offered for short term rental Validation pensioner eligibility for
Staff rotation and multi-skilling are levied accordingly the July levy
undertaken while Rates Supervisor Preparation for July levy, including
is on long service leave a system test run
Page 16 of 50
Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
Previous Council Consideration
Nil.
Finance & Risk
Periodic reporting of departmental performance allows Council to fulfil their governance
responsibilities and ensures transparency within the organisation and to the community.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development X ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health X Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 17 of 50
Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
4 COMMUNITY SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Director Community Services, Alan (Fox) Rogers
Community Services Department
Index ECM/ Subject/ Branch Management/ Community Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 9 May 2017 providing an update on operations of the Community
Services Department for the period 1 January to 31 March 2017.
REPORT
The adopted organisation structure includes the following branches under the Community Services
Department:
Community Development and Community Grants;
Community Facilities (including Noosa Community Support, The J, The Bicentennial Centre,
The Noosa Aquatic Centre, and The Noosa Leisure Centre);
Director’s Office;
Local Laws;
Libraries and Galleries; and
Waste, Environmental Health and Cemeteries.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the Community Services Department.
Page 18 of 50
Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
COMMUNITY SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Development
Develop and adopt the Noosa Social Community Roundtable established Developing a project plan to address Commence drafting Sport and Active
Strategy and TOR agreed to. the social issues at Johns Landing Recreation plan
Second edition of 'Grow your Arts' E- with the impending retirement of the Continue consultations re Arts,
Newsletter distributed owner Culture and Heritage Plan
Successful Grow Your Arts
Workshop – Find Your Arts Funding
held on the 9th February
Second Youth Network meeting held
EOI for Free One on One tailored
strategic planning sessions to not for
profits conducted. Six organisations
were successful - 30 EOI
applications received
Developed a joint funding application
in a collaborative Regional Sports
Facility Plan for sports outside of
scope of Sport and Active
Recreation Plan that will
encompass the local government
areas of Noosa, Sunshine Coast and
Gympie – waiting on notification
Page 19 of 50
Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Council Community Grants Program 100 people attended February 2017 Assessment of RADF and Finalise assessment and seek
including RADF Grants Network and Nibbles Night to Community Project grant rounds Council approval for latest round of
support volunteers and community Submit Application to Arts Qld for RADF and Community Project
organisations 2017-18 RADF program grants
Addressed overdue acquittals and
payments from last rounds
Latest Feb – March RADF Grant
and Community Project Grants
closed
33 Project Grant applications
received
RADF stats – 40 inquiries, 19 Pitch
applications and 13 Full applications
received.
Provided administration support for
latest Economic Development Grant
round
Bi annual RADF report to Arts Qld
for 2016-17 program submitted
Tait Duke Cottage 90% of renovation works completed Complete renovations Planning for the official opening – 7th
Finalise lease with Rotary Club of June
Noosa Heads (draft with group) Secure additional community
partnerships and future tenancies
Disaster Management Cyclone Debbie – Community Assisting community organisations
Development Manager played the with their recovery and
roles of Community Liaison and preparedness
Recovery Coordinator
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Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Noosa Sport and Active Recreation Plan Targeted consultation with local Commence drafting of the Sport and Public forum and feedback on draft
sport and active recreation providers Active Recreation plan plan. Draft plan to go to July 20
/ organisations including online Council meeting.
survey and face to face workshop
Broader Community consultation
with 56 local organisations
(commercial and NFP) and 359
individuals.
Pop ups conducted in Cooroy,
Tewantin, Peregian Beach and
Noosa Junction. Displays in both
libraries.
Review of State and National
Strategic Priorities, trends and
facility development plans
Arts, Culture & Heritage Plan Community consultation for Reviewing consultation feedback Identifying key themes
development of Arts, Culture & Literature review
Heritage Plan underway. Undertaking targeted consultation
70 people attending a community
breakfast and workshop on 16
February
Reference Group met for the first
time on March 10
Page 21 of 50
Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Prepared and distributed the 11 th
Negotiate expired leases on Continue to work with the State
edition of the quarterly Community community halls, community Government (Department of
Connections e-newsletter to not for centres and sports complexes National Parks, Sport and Racing) to
profits Planning for the Celebration of Heart deliver events in Noosa as part of
Negotiated new or expired Week (30 – 6 May) which includes the Building Active Communities
leases: Noosa District Sports 60 volunteers undertaking an program
Complex – 6 signed; Noosa tri Club accredited first aid course and Queens Baton Relay preparation
– signed; Noosa Junior Rugby promotion of local walking groups ·Planning around Commonwealth
League – signed; Cooroy- Assisting with the event preparation Games Legacy
Noosa Genealogy and Family of Safe Families Day – 6 May and Planning for World Surfing Reserve
History Group – signed; Camphor Noosa Come Together – 11 June Status
Laurel (Mill Place) – signed; Partnering with the DNPSR to Summer Come and Try Sports Day
Tewantin Noosa Playgroup – signed; deliver two workshops for
Support development and delivery of
Successful Come and Try Winter community groups:
Floating Land Festival
Sports Day – held on the 15 9 May, “Updating your constitution”
Official opening of the new Cooroy
February 2017 with approximately ·8 June, “Event Management –
Noosa Genealogy and Family
100 children participating Planning it right”
History Group building
Sports Turf networking meeting held Liaise with SC Open House
in March with relevant sports clubs group to support involvement of
Provided a financial contribution Noosa locations in October
toward the development and print of event
“mankies” (microfiber cloth) which Continue to support transition of
denotes the Wooroi trails and the Pomona Arts Inc to new committee
Noosa Trail Network. Developed by at AGM in June.
the Noosa Trailblazers mountain Development of the 2017/18
biking club operational budget
Another successful Booin Gari
Festival held and supported by
Noosa Council
Tewantin Tennis selected as Qld
pilot for the Tennis Australia book-a-
court program which includes a
$12,000 investment in local
infrastructure
Supporting transition of Pomona Arts
Inc to new committee
Page 22 of 50
Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Facilities
Noosa Aquatic Centre
Appoint staff into two new key roles of Successful applicants have settled N/A N/A
Customer Service Supervisor and Pool into their respective roles and are
Operations Supervisor. performing well.
No further updates required against
this action.
Investigate ways to enhance the centre’s An audit of energy use has begun Investigate costs associated with Plan and implement improvements.
sustainability practices to achieve with Anne Nolan (Council) and John repair/reconnection of the BMS
Council's Emission Reduction Policy Hicks (HFM Assets). System.
goals. Discussed current practices and Continue to provide data as
possible improvements. requested.
Finalise fees and charges review and Completed. N/A N/A
introduce new fees effective 1 January Changes have been well received.
2017.
Procure and install new gym equipment Implementation of a quality Gym Focus on delivering the 8-week Revisit the gym rostering allowing for
(as per capital works program). facility and membership options on challenge program that has attracted the significant growth in the
par with or better than our 20 participants. membership base.
competitors. Look to consolidate member gains Settle on the best configuration of
The attraction of 149 new members by running an in-house referral equipment now the settling in period
to the facility. campaign. is complete.
Total members with access to the
gym has increased to 283.
Interaction with members (‘touch
points’) have begun, the first of
which was based around nutrition.
Undertake a detailed pool plant and Assessment completed and Ensuring report recommendations Continue to conduct an internal cost
equipment assessment and develop a condition report received by external are fed into future years’ benefit analysis on some
centre asset management plan as a pilot consultants Roejen. maintenance and capital budgets. recommendations and implement
project for CF. Over 75% recommendations have recommended actions.
now been actioned.
Page 23 of 50
Section 24
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities After 9 months of the financial year Successfully hosting the National Investigate electronic rostering
the NAC is exceeding its revenue Schools Water Polo Championships systems.
budget by $121,921. in May 2017. Consider continuing the 8-week
Expenditure is overspent by $52,777 Implement standard Term 2 challenge concept at the gym on a
which is the result of uncontrollable operations (reduced roster, covering regular basis.
expenses: a $44k increase to water of pools) following the Easter school Determine the NAC area to be
charges and $14k to depreciation. holidays. surveyed next.
Survey completed of the NAC Junior Analyse data collected and provide Continue discussions on the
Squad Program users. feedback to the Contractor delivering development of a marketing strategy
Winter operating hours commenced the program. for the centre.
18 April and will remain in place until Maintain favourable results achieved Enhance family change space
September. . YTD in the centre’s operation. amenities.
Development of the 2017/18
operational budget
The J & BCC
Finalise the extension of the University of Council approval received to amend Approve lease amendment draft Finalise lease amendment.
the Sunshine Coast’s lease for another USC lease to reflect 5 plus 5 year recently received from legal firm
10 years. term options. engaged by Council and gain sign-
off from USC.
BCC hall extension in partnership with Design finalised and tender docs Review tender submissions and Ongoing liaison with Project Control
Noosa Gymnastics Club. released on Wednesday 26 April. appoint contractor with a view to Group.
start works by mid to late June. Commence works.
Progress negotiations regarding the Montessori Noosa School Official Continue building relationships with Ongoing liaison and support.
establishment of Noosa Montessori Opening was held on site at The Montessori Noosa
School as a permanent tenant of the BCC Demountable on 15 March
BCC demountable building. 2017.
Considerable maintenance to
demountable building and surrounds
in preparation for commencement of
Montessori was undertaken.
Successfully deliver all capital works Reviewed mezzanine wall options Commence mezzanine seating Complete mezzanine seating works
projects, including: given increase in proposed cost. works and procurement of AV and finalise procurement of AV
- Mezzanine seating Obtained additional funding to equipment. equipment.
- Renewal of sound and lighting complete as per specs.
equipment Finalised plan for sound and lighting
equipment procurement priorities.
Page 24 of 50
Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Review fees and charges and special Fruitful discussions with Noosa Ongoing negotiation with community Implement new agreed fee
arrangements (such as not running the Heads Jazz Club and Noosa groups to ensure consistency across arrangements with Noosa Heads
bar) for community groups and look to Community Radio re previous hire arrangements. Jazz Club for 2017/18 FY.
increase fees and/or shift events from arrangements and future options. Further discussions with Noosa
peak times. Community Radio re lease fees.
Undertake an evacuation centre training Learnings from Cyclone Debbie Ensure staff are clear on the process Action accordingly
exercise and ensure appropriate included necessity for relevant of placing a generator on standby
preparedness for the storm season. parties (internal/external) to be more prior to the commencement of a
proactive in securing appropriate major storm event (where possible).
generators.
Business as Usual activities As at the end of Q3 The J YTD Identify the most efficient and Finalise acoustic plan
revenue is $35,429 ahead of budget effective treatment options for The J Implement ideas gleaned from
while expenditure is over budget by theatre based on the recent acoustic recent study tour of comparable
$23,685, of which $16k relates to report. facilities.
uncontrollable depreciation The development of a marketing
expenses. After allowing for this the strategy for The J.
net operating position is $11k ahead Review ticketing operations/
of budget. The J continues to procedures to ensure back of house
increase activity with a variety of efficiency.
events and performances. Development of the 2017/18
The BCC YTD revenue is $4,500 operational budget
ahead of budget and operational
expenditure is $6k under budget,
resulting in a net position $10,500
ahead of budget.
Improved ticketing procedures
implemented with the option for print
at home tickets now in place.
Noosa Leisure Centre
Complete service review and commence Service review completed and Continue to implement
implementation of recommendations. recommendations are being recommendations.
progressively implemented.
Install and launch new retail area in Shop fittings and stock received. Monitor sales and refine retail
refurbished entrance foyer. Items now on display and available offering.
for sale.
Page 25 of 50
Section 26
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Undertake an evacuation centre training Exercise successfully conducted on Implement recommendations from Implement recommendations from
exercise and ensure appropriate Nov 28 in conjunction with QFES key learnings. key learnings.
preparedness for the upcoming storm and the Red Cross.
season. The recent ex TC Debbie event was
also a great learning process for the
Centre.
Expressions of interest for additional
staff to work at the Centre were
called for and responses were
received. This was an outcome of a
training exercise recommendation.
Successfully deliver all capital works Timelines established for all Finalise dates and details for Complete capital projects.
projects, including: projects. remaining capital projects.
- Stadium fans Stadium fans and LED were
- Stadium LED lighting installed in December. Both have
- Purchase stadium floor scrubber been well received with the fans in
- Revitalisation of café floor particular receiving regular praise
- External storage shed from patrons.
Floor scrubber has recently been
purchased.
Storage shed and café floor projects
will be completed by end of year.
Business as Usual activities Attendance numbers sit at 85,441, Progress negotiations of a formal Trial of early morning group fitness
up over 40% on the same time last user agreement with Noosa District classes to test the demand.
year. This can largely be attributed Basketball Association. Preparation for upcoming large
to very strong group fitness program Finalise project plan details to events including NLWF performance
performance. replace all remaining existing lighting by Opera Australia and a
YTD revenue as at end of Q3 is throughout the Centre with LED professional boxing event.
$38,026 up on budget while lights, following the failure of several
expenditure is $22,501 underspent. old lights.
Collectively this leads to a net Plan for removal of condemned
position $60,528 ahead of budget. tiered seating units.
Planning to freshen up areas of the
facility via painting and replacement
of worn carpet in the Group Fitness
room.
Development of the 2017/18
operational budget
Page 26 of 50
Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Noosa Community Support
Launch a standalone NCS website. The NCS website is now live. Refine website content. Continually improve website.
Investigate mobility app solutions to aid Conversations with current software Identify an interim solution to assist Continue to consider interim mobility
staff who are out on the road. provider have revealed mobility offsite staff. Initial conversations solutions.
solution won’t be available for around this have occurred with IT
another 18 months. staff.
Finalise operating arrangements and Induction processes for staff, Grow the usage of the workshop. Launch of the workshop with Mayor
officially launch the Client Workshop. volunteers and clients finalised. As Finalise partnership with waste Tony Wellington planned for April 24.
such the Client Workshop is now in transfer station staff to use salvaged Continue to develop partnerships
use. The workshop has been well timber for projects in the workshop. with Cooroora Woodworkers and the
received by clients and also by local Introduce a second day for clients to Noosa Men’s shed.
community groups such as the attend and participate in activities
Salvation Army who received
donated wooden toys for their
Christmas appeal.
Business as Usual activities Purchased 22 seater now needs Investigate opportunities with Look into a water exercise program
signwriting to complete. package care. for clients in conjunction with the
New large screen TV with sound New bus shed to be constructed. NAC.
system installed and funded by a Automatic door to be installed in Investigate sit down dance classes
bequest from a past centre client. passageway. in conjunction with NLC.
Development of the 2017/18 External refurbishment of Centre
operational budget including upgrading to energy
efficient LED lighting throughout.
Director’s Office
Rufous St Precinct Development Shadforths commenced work on the On-going liaison with individuals and Liaison with Hutchinsons to finalise
Rufous St civil works in mid-January community groups regarding the the Digital Hub building design
2017. Works scheduled for Rufous St civil works Call for tenders to manage the
completion prior to the end of the Development of management Digital hub.
financial year. . models for the operation of the
The tender for the design and Digital Hub
construction of the Digital Hub Project management of the Rufous
awarded to Hutchinsons Builders St Civil works project.
March 16 2017.
Applications for Federal
Government’s Building Better
Regions Funding lodged 28
February 2017.
Page 27 of 50
Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Cooroy Memorial Hall Ongoing discussions with DNRM re Finalise report to Council on the Report to the April round of Council
land swap to resolve encroachment future of the Memorial Hall meetings on the future of the
issues with both the Cooroy Memorial Hall
Memorial Hall and Cooroy RSL
Club.
Liaison with the newly formed
Cooroy Memorial Hall Association
(CMHA) regarding:
1. The CHMA managing and
leasing of the Hall.
2. The CHMA undertaking the
necessary repairs and
upgrades to the Hall to
allow it to reopen
3. Council’s potential financial
contribution to the repairs to
the Hall
Libraries & Galleries
Implement outcomes of 2015/16 Structural and task changes Impact of new opening hours being
Libraries Service Review reflected in HR system reviewed
Upgrade library collections to meet Extra investment made in library Trial of e-audio devices for Home Review collections procurement
current and future needs of Noosa collections, particularly eResources Services clients approach for 2017/18
community Targeted promotion of eResource Review e-resources platforms for
Improved analysis of key collections content level of usage
data, particularly eResources Investigating improved options for
integration of e-resource content into
main catalogue for ease of discovery
Complete Phase 1 of Noosaville Library Architect selected to provide design Finalising design for refurbishment Cost final design
refurbishment - research and design options for refurbishment of of Noosaville Library Prepare implementation plan
Noosaville library
Project plan prepared for 2017/18
capital works budget
Page 28 of 50
Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Complete Phase 1 of RFID project - Specifications finalised for Noosa Fine-tuning transition plan Project ready to proceed to delivery,
research, planning and design RFID system and scope of Reviewing emerging RFID pending budget allocation
equipment equipment with suppliers
Planning for transition to RFID
complete
Project plan prepared for 2017/18
capital works budget
Collaborate with Council departments, Library supporting various Council Promotion of Mobile Library stops Commence delivery of Sunshine
external presenters, authors, partnership departments with community with assistance of library Friends' Coast Naming 50th Anniversary
organisations and suppliers to initiate engagement and programming e.g. volunteers program
and plan programs and events Sport and Recreation Plan, Green Finalise planning for Sunshine Coast
Waste Recycling Bin information Naming 50th Anniversary program
Actively seek opportunities to obtain Grant applications submitted for Delivery of successful grant funded Delivery of Behind Queensland’s
external funding and support for library Floating Land programs – Noosa Remembers Words
and gallery programs and activities (WWI Centenary) and Qld Week Complete first draft manuscript of
Grant application submitted for a
Further grant applications to support Noosa Remembers
SLQ Strategic Priorities Grant to
Floating Land
design and implement a Technology
Makerspace at Cooroy Library.
Develop and deliver engaging programs Delivery of Easter school holiday Implementing parents and toddler art Planning for mid-year school holiday
and events to a variety of audiences program gallery program program
within the immediate community and to 2017 library and gallery Development of collaborative project Delivery of Cooroy Fusion in
visitors to the region programming calendars finalised between Gallery and Waste branch collaboration with community
Film Club launched using streamed through a recycled Art Prize initiative Delivery of range of programs for
film service (ArtCycle) Heritage Month in May.
Taste of Art Exhibition highlighting Development of public program with
artworks from Friends’ members. Steve Parish
Attendance: 4418
Animal FanFair; Rachel Newling;
Captivating Creatures II.
Attendance: 5683
After school art classes are fully
booked out
Page 29 of 50
Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Complete Gallery Shop review and Project brief submitted to budget New point-of-sale system being Implementation of further
implement recommendations as 17/18 process to refurb gallery shop implemented recommendations where appropriate
appropriate fit-out
New point-of-sale system selected
Review operational model for delivery of Report presented to Council Floating Land 2017 program being Commission artists
Floating Land 2017 and beyond proposing option for delivery of developed Finalise program development
Floating Land in 2017 and Expressions of Interest for
recommendations adopted. commissioned artworks and Boreen
Theme finalised: “Lost and Found Point component underway
Recruitment for Floating Land
project officer underway
Facilitate the development of a future Consultation between Council, Museum consultant undertaking Preparation of future plan for
plan for the Noosa Museum Cooroora Historical Society and significance assessment and review Museum operations
Museum consultant period
Deliver 2016/17 capital works and Cooroy Boilerhouse repairs Replacement of lighting in Cooroy Work with Zero Emissions team to
facilities’ projects substantially completed Library with LED lights improve energy efficiency
Maintenance of Heritage Walks
Refurbishment of Level 1 plant room underway
into suitable Gallery storage room Cooroy Library Lighting
completed Replacement project out to quote
Energy audits conducted for
Noosaville and Cooroy branches
Heritage Levy Advisory Group Advisory Group met 21 February Development of the 2017/18 Completion of 2016/17 heritage
Heritage Levy budget projects
Business as Usual activities Libraries & Galleries 2016/17 Branch Recruitment for Gallery Director Appointment and induction of new
Plans and Risk Management Plans position Gallery Director
on-track Delivery of partnership professional
Library trainee commenced 20 Trialling designated parking for development forum with State
March Gallery visitors following ongoing Library of Queensland
Corporate staff training budget complaints and drop in weekday Develop in-house Customer Service
expended. 70% of permanent staff visitation training plan and program for all staff
attending PD relevant to their current
role or to assist in succession Development of the 2017/18
planning. operational budget
Cash handling procedures reviewed
and implemented
Page 30 of 50
Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Local Laws
Business as Usual activities
Outstanding Customer requests Reduction in outstanding request Maintain control of request numbers Monitor
numbers from 200+ to below 100 through streamlined processes
Chaplin Park conversion Chaplin Park has been successfully Maintain focus and patrols Monitor
converted back to a dog On-Leash
area without incident. Community
members becoming more
comfortable with idea.
Dual Officer Camping Patrols Due to an increase in unsavoury Maintain a 2 Officer presence Review
incidents/confrontations with illegal
Campers, 2 Officers have been
tasked to this duty in recent weeks
with a significant decrease in the
activity of camping and Nil reported
confrontations
Increased reporting of W.H.& S. Staff setting new standards in Maintain focus on this topic Review
incidents incident/near miss reporting. All
Take 5’s up to date
Staff Resignation The long term Local Laws Admin Advertising for the position closed Appoint new staff member
Assistant has resigned.
Budget Operating expenses on budget Development of the 2017/18
Local Laws parking infringements operational budget
above budget $55,500, other
infringements 31k above budget
Page 31 of 50
Section 32
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Waste & Environmental Health
Waste
New waste contract Commenced mobilization of the next Develop a policy for roll out of the Implement the mobilization plan for
waste management contract that extended garden waste bin the commencement of the new
starts in September 2017. collection service due to commence contract in September 2017.
in September 2017. Approval for the extended garden
Monitor the mobilization of the new waste bin collection policy.
waste management contract Manage the change in additional bin
commencing in September 2017. service types such as bulk waste
and bulk recycling making significant
changes to the revenue statement.
Implement the adopted policy for
roll out of the extended garden
waste bin collection service that will
be provided under the new contract.
Capping New methane gas capture bores LMS are currently evaluating the Ensure capping and methane
have been installed by LMS which enhanced gas capture rates which extraction systems are functional
has resulted in a substantial have occurred following the and fit for purpose.
increase in gas capture and flaring. completed capping of cells 2.1 at the Monitor and report on increase in
LMS are reviewing the stability of the landfill. methane capture and extraction.
gas capture with a view to
investigating the generation of
electricity from the gas instead of
flaring.
Capital works Installation of probes at the HES Prepare for the 17/18 capital works Complete remaining capital works
basin has been completed. program as submitted to the budget projects scheduled for the 2016-17
Work commenced on the meeting for consideration. financial year.
construction of an upgrade entry Design and construct the entry road
road into the landfill. signage at the landfill.
Prepared the draft signage for the Upgrade the hardstand at the
entrance at the landfill Cooroy transfer station which was
been moved into the 16/17 budget
from 17/18.
Page 32 of 50
Section 33
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Waste Education Constructed a viewing platform at Development of an information and Continue the schools waste
the landfill for students to view the education program to prepare education program.
operation of filling the landfill cells. residents for the new garden waste Identifying the approx. 9,000
recycling bin service. premises which will receive the new
3 bin collection service.
Managing the requests for
exemption from service.
Posting out 4500 letters to existing
garden waste bin customers
thanking them for using the service.
Posting out 9,000 letters to potential
garden waste bin customers
advising of the proposed service
commencing in September.
Tip Top Shop The “Licence Agreement” between Develop tender documents (and a Go out to tender for the provision of
Council and Briteside to provide licensing agreement) for the this service from September 2017.
waste diversion services at the provision of waste diversion services
Eumundi Road Resource Recovery
Centre will expire at the end of
August 2017.
Bulk Kerbside Collection. Finalised dates for the Bulk Waste Finnish distribution of brochures to Undertake the kerbside collection of
Kerbside Collection Service the community on dates of bulk waste commencing 24th April
Collection of waste to be over seven collection. 2017 for a period of 7 weeks with
weeks commencing April 24 starting Planning for an enhanced service completion 11th June 2017.
in Tewantin using additional collection trucks to
improve recycling rates. A mattress
collection service will once again be
offered.
Briteside is identifying items of value
for collection and referral to them
Page 33 of 50
Section 34
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as usual activities. Recycling of polystyrene has been Complete the project to Commence drafting a Litter
highly effective with significant comprehensively electronically map Management Plan.
volumes collected. This is then and record all public place bins.
recycled under an agreement with Mulching the huge amount of garden
Rockcote in Yandina who receive waste and vegetation has been
polystyrene and use the material for delivered to the landfill and rural
making light weight concrete. transfer stations following heavy
Electronic mapping of public place rainfall and winds from Tropical
bins completed in the coastal areas Cyclone Debbie that hit Queensland
and some rural areas. in April.
Review the sedimentation system at
the landfill due to its failures in the
recent heavy wet weather following
the tropical cyclone/rain depression
in Queensland.
Development of the 2017/18
operational budget
Environmental Health
Finalise EHO team service review Recommendations with Council for Health fees finalised and waiting for Implementation of service review
budget approval Council sign off recommendations
Investigation into the effects of storm Project completed with results Draft a report to Council on the Report to council
water pollution from the Noosa indicating 50% non-compliance investigations findings and potential Propose a Local law amendment to
Industrial Estate impacting on Eenie ways forward enable an annual inspection
Creek. program
Complete annual Inspection program Annual inspection program well Employ casual EHO to assist with Target a further 224 inspections
of licensed premises behind target due to resourcing inspection work prior to 30 June
inadequacy. Assist EHOs to focus on outstanding
Resourcing addressed in the service inspections
level review
Introduce and implement a risk based Carry out staff training on the risk Further work on the risk priority
food business licensing and inspection Risk priorities have been allocated to assessment principles. allocation
system current food premises Discussions with QUT to undertake Implementation with fees reflecting
training on this topic inspection frequencies to be
Complete desk top work to risk rate implemented 17/18 year
all premises
Page 34 of 50
Section 35
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Undertake After Hour Inspection of No further inspections have been Further inspections are targeted Carry out further after hours food
Food stalls at markets undertaken this quarter inspections
Conduct Recreational Water Monitoring has continued over the Recreational water sampling has Ensure monitoring program is in
monitoring program - Public Health Act summer period and has now ceased for the winter period place over the next summer months
ceased. Conduct ongoing monitoring through
No recreational water problems to end of season
identified this season
Business as Usual activities. Have met with Communities staff to Commence discussions around the Scope the proposed Public Health
discuss scoping content given work facilitation and development of a Management Plan report on the
carried out on the social strategy Public Health Management Plan as
and sport & rec. plan foreshadowed in the Social Strategy.
Development of the 2017/18
operational budget
Pest Management
Conduct Aerial treatment program for Since February we have had 4 No new treatments planned. Carry out aerial treatments as
Vectors (of Disease) treatments Continue to monitor until mid-May. required
Approximately 1000 hectares
treated.
Aerial treatment contract for mosquito. New contract for the next 3 seasons Developing RFQ for the provision of Seek quotes and allocate contract to
now required Helicopter aerial treatment services appropriate business.
for 3 years.
Weekly Light Traps – With FTA Cards Weekly light trapping for mosquitoes No Detections for this period. Trapping will be reduced to
was conducted this quarter. These fortnightly over the next quarter as
traps have FTA cards in them that the weather cools
we send to Qld Health for testing for
Ross River Fever and Barmah
Forest Fever.
Monthly OVI Trapping set. Traps Set in Tewantin in Feb, Testing eggs for Aedes aegypti Trapping will continue in May, June
Cooroy in March & Pomona in April. vectors of Zika and Dengue. and July. Areas include Cooran, Kin
Ovi traps collect mozzie eggs which Tewantin was clear and Cooroy was Kin and Boreen Point.
we send to Qld Health for testing. clear, currently traps in Pomona.
We testing for Aedes aegypti
(Vectors of Dengue and Zika)
Page 35 of 50
Section 36
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Conduct Quarterly Pest Plant Surveys Property inspections undertaken in Contractor undertaking scheduled Complete property inspections as
and Roadside Spraying the Kin Kin, Pinbarren, Cooran and control of priority pest plants on per approved pest survey program.
Como area as part of approved pest council road reserve areas, Eumundi Complete pest plant control in State
survey program. Rd Landfill site. controlled road reserve areas for the
Officer engaged through Hayes Properties inspections for pest 16/17FY as per contract
Recruitment on a temporary basis to plants in the areas of Pomona, Lake arrangement.
assist with pest plant control MacDonald, Ringtail Ck, Cootharaba Complete procurement process for
program in the long term absence of and Boreen Point as part of engagement of a pest plant control
pest control officer Richard Mylan. approved pest survey program. contractor.
Contractor completed first round of Commencement of procurement
weed control works in State process for the renewal of the pest
controlled road reserve areas as part plant control contract for the 17/18
of ongoing contract arrangement. and 18/19 Financial Years.
Completion of Cat’s Claw Creeper
weed survey and mapping along Kin
Kin Creek. Contractor undertaken
first round of Cat’s Claw Creeper
control in strategic areas identified
by the survey.
Deliver Pest Animal Control Program Complete property inspections as Undertake a survey of the feral deer Undertake coordinated wild dog
per approved pest survey program. population in the Lake MacDonald control 1080 baiting in April/May.
and Tinbeerwah area. Continue the Complete feral deer survey in the
development of a strategy for control Lake MacDonald/ Tinbeerwah area.
in key areas working with private Commence actions for strategic
landholders. control of feral deer in key areas.
Ongoing wild dog and fox control Contractor undertaking wild dog
trapping to alleviate the impacts control trapping in Federal, Cooroy
associated with livestock and wild and Cooran in May and June.
life attacks.
Cemeteries
Conduct burials at 3 cemeteries and Cemetery maintenance program on Maintain on going burial and The road boundary fence
maintain cemeteries in good condition going. maintenance program replacement at the Pomona
and finalise Cemeteries Business Installation of new ashes burial wall Cemetery is in poor condition.
Continuity Plan. installed at Tewantin Cemetery. Replacement will be scheduled for
17/18.
Page 36 of 50
Section 37
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Transfer all cemetery paper records to Work not commenced due to lack of Develop budget bid for resources to Further work dependant on budget
T1 resources, however in the interim assist transfer bid
the records are being stored in a fire
proof cabinet pending transfer to
electronic system.
Full assessment of scope of work
required has been undertaken and
waiting for quotes to carry out the
initial scanning of documents.
Page 37 of 50
Section 38
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
Previous Council Consideration
Nil.
Finance & Risk
At the end of March, the Department is a strong financial position with revenue at 92.1% and
expenditure 70.6% against forecast. Revenue from community facilities is performing strongly as
is waste recycling (particularly metal) and local laws parking infringements. Employee benefits
and materials and services are slightly below budget.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer to the Mayor & CEO x Community Facilities x Financial Services
Executive Support x Community Development ICT
x Libraries & Galleries Procurement & Fleet
x Local Laws Property & Facilities
x Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 38 of 50
Section 39
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
5 EXECUTIVE OFFICE UPDATE - 3RD QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Executive Manager, Debra Iezzi
Executive Office
Index ECM/Subject/Executive Branch Updates
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Executive Manager to the Services & Organisation Committee
Meeting dated 9 May 2017 providing an update on operations of the Executive Office for the period
1 January 2017 to 31 March 2017.
REPORT
The purpose of this report is to inform Council of the progress of various initiatives and programs
of the Executive Office which includes the following functions:
Project Officer - Carbon Reduction (ZEN)
Customer Service
Governance
Human Resources
Community Engagement
Economic Development
Executive Officer to the Mayor and CEO.
The following table provides an update on the activities undertaken in the Executive Office during
the period 1 January 2017 to 31 March 2017.
Page 39 of 50
Section 40
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
ZEN - Project Officer – Carbon
Reduction
New temporary position of Project Undertake recruitment process for Further development of the Action
Officer – Carbon Reduction created. new position. Plan for the Zero Emissions Noosa
(ZEN) Strategy
Assist in co-ordination of
consultancy audit of the energy
efficiency of council’s 9 major
buildings.
Development of business case for
prioritizing detailed action plans.
Co-ordination of the ZEN
Operational Team.
Develop communications strategy
for ZEN projects - internal and
external stakeholders.
Update councillors on progress of
the implementation of the ZEN
Organisational Strategy.
Customer Service
Recruitment and Training Recruitment of casual CSO’s for Training needs GAP analysis started Pending internal staff movements,
coverage of long service leave, annual with all current CSOs to highlight recruitment of new casual staff.
leave and peak times. training requirements. Development of monitoring and
Continued development and multi coaching processes associated with
skilling of CSOs in all areas of new Pure Cloud system.
Customer service.
Review of Polices within the branch Updated operational policies for ease Tested the Business Continuity Plan Commence review of CS policies
of use by CSOs (BCP) during recent weather event and procedures impacted by new
and reviewed and updated BCP post financial year.
weather event.
Page 40 of 50
Section 41
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Continual CS intranet (iP@n) Update urgent information with Address training requirements. Issue reviews to business units of
improvements specific service areas. Develop quiz calendar for CSO’s. current knowledge pages.
Updating of CS systems and training Review reporting within [email protected] team around update process and
Plan and set up review regime of
use of the new system.
knowledge pages.
New phone call system Resolved various issues with Working on issues around CSO’s Investigate issues associated with
PureCloud. being able to set up and work on the operation of the Snap Send
PureCloud from home without Solve mobile application and
connection lag. Webchat incl. resourcing.
Viability of Email channelling from
specific sources to PureCloud.
(training and programming required)
Community Satisfaction Survey Engage with the LT and councillors to Developing media communications Analysis and evaluation of the
(Undertaken by the Executive Finalise the content of the survey of associated with the survey and survey findings.
Manager) 400 residents and engage the liaison with the consultant.
consultant for delivery.
Business as Usual activities Call volumes continue to increase on Managing high call volumes-tree
previous years. Q3 saw an increase of debris removal, kerbside collection,
18% in calls presented. 360lt bin size and compulsory
garden waste bin enquiries.
Governance
Support the organisation with integrity Progress review of Council’s Finalise suggested updates to Code Development and delivery of training
related matters Employee Code of Conduct with of Conduct in consultation with HR. related to the integrity related
emphasis on integrity items in updates to be made in the Employee
consultation with HR. Code of Conduct.
Support Council’s Audit and Risk Coordination of agenda and Co-ordinate onsite internal audits Coordinate Agenda for June Audit
Working Team preparation of Governance and Risk undertaken by Council’s engaged and Risk Committee Meeting.
related documents and reports for Internal Audit provider with respect Coordinate Management responses
Council’s Audit and Risk Committee to Council’s Procure to Pay to finalise Internal Audits undertaken
Meeting of 10 February 2017. processes and compliance with its last quarter.
Investment Policy.
Coordinate and track progress of
action items resulting from February
Audit and Risk Committee meeting.
Page 41 of 50
Section 42
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Coordination of Council’s Business Progress the development and Support Operational BCP Owners Plan comprehensive formal business
Continuity Framework completion of BCP’s. (ICT, Customer Service, Buildings, continuity testing program with
and Payroll) with implementing plans operational BCP owners.
and developing various testing Review Master BCP in consultation
exercises. with the Leadership Team.
Finalise with Waste Coordinator
Draft Waste Recovery BCP for
approval by the Leadership Team.
Review of Council’s Administrative Completed review of other local Consult with the Executive Manager Make recommendations to Council
Actions Complaints Policy and government Administrative and Leadership Team regarding regarding any proposed changes to
Processes Complaints Policies and Procedures. proposed amendments. the policy.
Identified opportunities for Communicate any changes to the
improvement. policy to the relevant service areas.
Local Law Review 2016/17 Liaised with Local Laws regarding Identify required amendments to Commence formal amendment
prospective review of Council’s Local Local Laws and workshop with process following Councillor
laws. Council prior to coordinating the Workshop.
Support the CSD to develop a project formal amendment process.
plan for review of Council’s current
Local Laws.
Governance Framework Progressed the development of Finalise proposed changes and Report to Council expected early
Council’s Governance Framework. incorporate PID policy in Q4.
consultation with the Executive
Manager and Leadership Team.
Business as Usual activities Supported Council’s Parks and Support Executive Manager and Finalise review of Council’s
Natural Areas Branch and Civil CEO with review of the Corporate Compliance and Enforcement
Operations with the completion of Planning Framework for 2017/18. Policy.
LGM Public Liability Audit (assessing Finalise Council’s insurance Further formalise team procedures
footpath, roads and recreational area renewals for 2017/18. (Delegation Annual Review
risk management).
Finalise Right to Information and Procedure and Insurance Renewal
Support the Leadership Team with the Information Privacy refresher training Procedure).
development of risk / value based for the organisation.
scoring criteria for assessing /
prioritising proposed budget initiatives.
Process 10 insurance claims and 3
Right to Information applications.
Page 42 of 50
Section 43
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Human Resources
Review the current approach to The Work Experience Council Successful continuation of the work Students to be reviewed and
managing work experience programs Guideline was approved by the CEO experience program. approved for Sunshine Beach State
in Council. on 13 February 2017. High School’s work experience
Placement Partner agreements signed program.
for Noosa District State High School, Successful continuation of the work
St Therese’s Catholic College and experience program.
Sunshine Beach SHS.
Develop an approach and methodology Developed corporate framework, Refine WFP resources and start a Finalise WFP resources and plan for
for Work Force Planning (WFP) templates and tool kit for future strategic WFP for the whole of implementing WFP within
tailored to the needs of Council. exercises. Council identifying key priorities for departments.
organisational development, and any Finalise a strategic WFP for Council.
risks that may apply.
Develop and co-ordinate the Implementation of automated Continue to support users and Streamline Performance Appraisal
implementation of HR T1 Modules - probation appraisals. address systems issues. process and provide an improved
Skills and Qualifications, performance Tracking and updating of Review and gather feedback on the user experience.
appraisal. accreditations process implemented. Performance Appraisal system. Develop dashboards to provide
metrics to supervisors on HR data
Develop position profile base for
Talent Management development. Implement the new organisation
restructure.
Recruitment and induction of new staff Advertisement of 18 positions during Evaluate potential online recruitment Continued HR support new staff and
January, February and March. This is systems that will dramatically reduce their supervisors.
a result of new approved/temporary the administration of the current Continue to improve the induction
positions, retirements and process as part of the new initiative process.
resignations. budget process
Successful continuation of
Attendance of 22 new employees at Council’s Corporate Induction to
Council’s Corporate Induction for new employees on a monthly
January, February and March. basis.
Implement the preferred recruitment
system incl. the development of a
Communications Plan and Action
Plan.
Page 43 of 50
Section 44
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Enterprise Bargaining to develop a Review of new LG Award and Qld. IR Work co-operatively with the unions The bargaining process is expected
Noosa Council Certified Agreement Act which were effective from 1 March and engaging with staff. to run at least 6 months from
2017. Understanding of implications to commencement.
Council of changes and the impact Implement the IR strategy.
these may have for CA content and
negotiation process.
Further develop the IR strategy.
Develop and implement management/ Delivery of 3 follow up sessions Plan for remaining sessions and 1 remaining follow up sessions
leadership development program focusing on behaviours that supporting participants required to planned for the next 3 months as the
aimed at delivering ‘high potential’ demonstrate the desired leadership consciously monitor their LPI program is completed.
leadership practices. improvement in the elements of the
Participation of the Noosa Council LPI program.
Team in the LG Professionals. Development of training priorities
Australia Management Challenge. and program for 2017-18 financial
Participation of 2 employees in the year, including a program targeted at
LGMA Ignite Program. front line supervisors.
Participation of 1 employee in the
LGMA Propeller Program.
WHS – Council’s WHS system Progression of the WHS plan. Continue to evaluate WHS Approval and implementation of a
Improvements to reporting and monitoring and reporting systems. WHS monitoring and reporting
communicating WHS activities. system.
WHS Intranet page has been updated
to improve usability.
WHS Awareness training WHS awareness training to all the Updating the on-line work health and
outdoor workforce is continuing on a safety induction in preparation for
formal and informal basis. the staff re-induction.
Finalise Asbestos Mgt. Plan and Developing an online safety
deliver training. induction for volunteers.
Page 44 of 50
Section 45
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Workplace Relations Meeting of the Workplace Evaluating implications of the new Analyse the impacts of legislative
Consultative Committee which is Qld. IR Act and new LG Award changes and the best way forward
functioning well in the lead up to the before determining our approach to for Noosa in the Certified Agreement
commencement of Certified the next Certified Agreement. process.
Agreement negotiations. Develop in house training and
New LG Award and Qld IR Act briefing sessions on the new Act and
effective from 1 March 2017 have for HR policies.
been reviewed.
Business as Usual activities Provision of HR advice & coaching to Partner with Supervisors and Continued advice and support to
Managers & Directors on staff matters Managers to develop effective teams internal customers.
including WHS, training needs, and a happy safe working Implications for payroll from the new
performance improvement, position environment. LG award and new super choices.
redesigns & service review
Implementation of the new
considerations.
organisation structure and
Co-ordination of injury management establishment changes.
claims and suitable duties
programmes incl. liaison with LGW.
Community Engagement
Provision of Community Engagement Organisation of monthly meetings to Strengthen messaging for garden Further consider and initiate media
(CE) support to major projects incl. guide media activity bin roll out and garden waste & requirements relating to mandatory
Towards Zero Waste: Education and Coordination of design, production recycling as directed by the Waste garden waste bins.
Behaviour Change as a result of the and insertion of colour press adds. team Coordinate the 2nd garden waste
first Community Jury Coordination of community and bin social media campaign.
Issued numerous media releases &
social media posts to encourage media response to social media
recycling & voluntary uptake of garden campaign for garden waste bin roll
waste bin strategically designed to out.
align with outcomes of Council
meetings.
Co-ordination of the development a
social media campaign for roll out of 3
bin system & a series of 3 SM videos.
Created new website page &edited
existing pages.
Edited & reworded a set of FAQs &
uploaded to website.
Page 45 of 50
Section 46
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Review & update all CE & media Adoption of Social Media Policy and Report to Council on new CE Policy. Review and improve CE templates
policies, Framework, Toolkit, guidelines communicated internally. Following adoption by council
and templates Finalisation of CE Policy consultation update CE Organisational
and draft policy. Procedure, FAQs, Framework &
Toolkit to align with new policy.
Internal communication of updated
CE Policy and supporting
documents.
Website content, navigation, look & Preparation of draft Website Project Continue to work with ITC and Progress web and intranet projects.
feel, updating and improvement Plan, Action Plan, Stakeholder departments to improve content and
Analysis and Communication Plan. navigability.
Worked with the Web Authors team to Finalisation of web and intranet
research an alternative system of project plans.
website navigation.
Preparation of Intranet Project Plan,
Action Plan & Communications Plan.
Public consultation and communication Co-ordination of Videos & production Liaison with CE Champions from Actively seek further opportunities to
on Council strategies and initiatives for Foreshore Management Plan, each department. use more short videos to
e.g. videos, Your Say Noosa website & Climate Change Action Plan, Disaster Develop & trial social media content communicate Council’s activities.
social media Management & Noosa Community plans. Evaluate Social media content plan
Support for use on Social media. Reinforce Social Media Policy trials and improve.
Continued to build Instagram across all Council’s Social media
following. administrators
Further developed cloud-based photo Maintain quality of media releases
Library – Flickr. and social media posts and further
Distribution of 70+ media releases develop Instagram followers.
including during cyclone event. e-newsletter survey out with new
Posted approximately 130 social Enewsletter.
media posts, including during cyclone
event.
Review of e-newsletter template.
Encouragement provided to teams to
load and manage their own YSN
content with support from CE.
Liaison with external Social Media
experts and Delivery of first Social
Media Campaign (waste).
Page 46 of 50
Section 47
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Developed a system of reporting and Managing media enquiries and Continue to supply support for CE
analysis for Google Analytics coordinating responses arising from project teams but within new
Provision of branding & graphic projects out for consultation e.g. the parameters.
design services for Council Foreshore Management Plan and Continue to manage media and
publications incl. Transport Strategy, various environment-related social media communications and
Waste signage brochures, new food projects. enquiry for Council’s major projects.
licencing certificates and other Managing media and public Analyse survey data for Enewsletter
documents enquiries and coordinating and develop a new plan if required.
Provision of support to Council CE responses into the roll-out of the new
CE Branch team to undertake further
Projects. 3 bin waste system.
IAP2 training.
Encouraging broader use of YSN Application of Google Analytics and
Final CE Branch training in Indesign
functions. advise departments about their web
& Photoshop.
pages.
Delivered citizenship ceremony to 40 Preparation for the June citizenship
new citizens. ceremony.
Progress on Queens baton relay Review of the level of support from
preparations made. CE to project teams given the
identification of CE Champions and
acquired experience of teams.
Economic Development
Implementation of the Local
Economic Plan
Digital Economy & Innovation Finalisation of Regional Innovation Peregian Beach Digital Hub Complete Tender for Peregian Beach
funding submission to State Management Services Tender. Digital Hub Management Services.
Government in partnership with Local innovation program. Co-ordinate Noosa Connects –
Sunshine Coast Council.
Supporting the assessment of a Digital event 19 April.
Issued EOI for delivery of local Virtual Reality lab and makerspace Sponsor Digital Entrepreneurs Event
Innovation capacity building program. experience. and launch of Innovative Noosa.
Undertook Peregian Beach Digital Hub Support launch of Digital Scorecard
research and marketing sounding for program by RDA Sunshine Coast.
management services.
Create Noosa high school
Attended and supported the launch of competition awards in May.
Create Noosa – high school Virtual
Reality competition.
Page 47 of 50
Section 48
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Rural Enterprise Publication of the food and Initiate discussions with Country Development of initial scope of
agribusiness sector profile ‘A Taste for Noosa and Food and Agribusiness Noosa Brand Portal concept.
Noosa’. Network (FAN).
Environmental Industries Member of the NBRF 10 year review Noosa Biosphere Reserve
panel. Foundation engagement regarding
economic development initiatives
with environmental benefits.
Effective Land Use Planning Working with Strategic Planning to Economic Development internal Explore economic futures concept to
engage the business community engagement with: inform the planning scheme and
around the New Planning Scheme. - New Planning Scheme business land zoning.
Provided Economic Development - Major development projects i.e. Maximise the business opportunity to
input to the Draft SEQ plan. Coles site, Noosa Civic contribute to the New Planning
Member of project team reviewing and - Noosa River Master Plan Scheme.
considering options for the Shire Finalise arrangements to host a
Business Centre and QIC relationship. Noosa Junction stakeholders
meeting.
Enterprise and Business Support Five grants approved as part of the Support Innovative Noosa group to Continue to manage inward
Economic Development grants establish governance and financial business enquiries and build a
program. structures ‘concierge’ type service.
Business Assistance Guide Reviewed Continuing to work with Grants Conduct meetings with owners of
and Updated. recipients to support achievement of Lexis English and Ecom
Strengthening local partnerships and requirements Noosa/Acres
respond to incoming business
enquiries.
Released ‘Good for Business’
brochure promoting the benefits of
operating a business in Noosa Shire.
Page 48 of 50
Section 49
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Councillor Workshop held to provide Upskilling on new mapping tool to Finalise Economic Development
an update on Economic Development assist business enquiries including budget for 2017/18.
activity. review of State owned land. Continue to engage and participate
Held meetings with State government Submitted project funding request to in meetings with key government
and Sunshine Coast Council economic the Department of State representatives.
development representatives. Development related to agribusiness Conduct meetings with broadband
Met with new Campus Director at CQU sector. suppliers (TPG, Elypsys)
Noosa. Transport – part of transport working
Attended Arts, Culture and Heritage group considering various strategic
plan community workshop. responses to transport challenges
Provided live Economic Development Climate Change adaptation – part of
update to Community Radio at The J. working group.
Attending event with the Hon Michael
McCormack MP, Federal Minister for
Small Business.
Executive Officer to the Mayor &
CEO (Special Projects)
Zero Emissions Strategy Brief developed and consultant Liaison with consultant and site Evaluation of report and
engaged – Carbon Reduction Action inspections. recommendations.
Plan (Buildings & Facilities) data
analysis and site audits to identify
options for works based on cost-
benefit analysis.
Service Reviews Recommendations with budget impact Identify approach and focus for
from service reviews referred to 2017-18 continuous improvement
budget process. program and given new
organisational structure.
North Shore Campground Transfer of project management to
Property and Facilities Branch.
Page 49 of 50
Section 50
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 MAY 2017
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
X Community Engagement Building & Plumbing Services
X Customer Service Civil Operations
X Economic Development Disaster Management
X Governance Infrastructure Planning & Design
X Human Resources Planning & Environment
X Sustainability Strategic Land Use Planning
Page 50 of 50