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2018-12-11 Services & Organisation Committee Agenda
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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 11 December 2018
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Joe Jurisevic (Chair), Frank Pardon, Tony Wellington, Frank Wilkie
“Noosa Shire – different by nature”
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Full text of sections 2 to 95 (of 148)
Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) 3
2 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - PROGRAMS 7
3 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - EVENTS 9
4 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - EQUIPMENT 11
5 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - INFRASTRUCTURE 13
6 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - ENVIRONMENT 15
7 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - ALLIANCE AGREEMENT
WITH ZERO EMISSIONS NOOSA INC 17
8 REGIONAL ARTS DEVELOPMENT FUND - GRANT RECOMMENDATIONS - 2018-
19 20
9 NOOSA FM LEASE AT THE J 24
10 NOOSA CULTURAL PLAN 2019 - 2023 - FINAL 28
11 DRAFT COMMUNITY HEALTH AND WELLBEING PLAN 2019-2024 33
12 NOOSA HOLIDAY PARKS FEES AND CHARGES 37
13 PROPOSAL FOR LIVE VIDEO STREAMING OF COUNCIL MEETINGS 41
14 AUSTRALIAN TOURISM COUNCILS ADVOCACY GROUP 61
15 LOCAL GOVERNMENT LEGISLATIVE REFORM 66
16 ROAD INFRASTRUCTURE ASSET MANAGEMENT PLAN 117
17 GUMTREE DRIVE PEDESTRIAN BRIDGE - LONG-TERM OPTIONS 123
18 PEAK PERIOD TRAFFIC MANAGEMENT PLAN 2018/2019 - AMENDMENTS 128
REPORTS FOR NOTING BY THE COMMITTEE 133
19 2017/18 BUDGET WRAP UP 133
20 TOURISM NOOSA 2017/18 ANNUAL REPORT 141
CLOSED SESSION -
Page 2 of 148
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO)
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/Community Grants
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 regarding recommended Round 2
2018/2019 Community Project Grants and a proposed 6 month funding arrangement under the
Community Alliance category.
REPORT
The purpose of this report is to provide a background and an overview of Round Two of 2018/2019
Community Project Grants and a proposed six month funding arrangement under the Community
Alliance category. These grant recommendations are being presented to Council for its
consideration and endorsement at the December 2018 round of meetings.
Six reports are being presented to Council for this round of Community Grants funding. They
include:
2018/19 Round 2 Community Project grants
Programs $1,600
Events $32,500
Equipment $5,500
Infrastructure $44,516
Total $84,116
Environment Levy funded
Projects $54,350
6 months Community Alliance $5,000
Total $59,350
Background
2018/19 Round 2 Community Project Grants
A total of 25 applications were received requesting in total $249,362.
Page 3 of 148
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Applications were checked for eligibility against the Noosa Council Community Grants Policy and
Guidelines. Applications were then reviewed, assessed and commented on by specialist staff with
appropriate expertise.
All applications and staff comments were discussed and assessed by the grants assessment
panel.
The assessment panel is recommending 19 applications receive $84,116 funding from the
Community Project Grants fund.
These grants are split into the four categories of programs, events, equipment and infrastructure
for administrative purposes.
The assessment panel is also recommending 3 project applications receive $54,350 and one
organisation receive $5,000 Community Alliance funding from the Environment Levy.
As per the Noosa Council Community Grants Policy, assessors and assessment panel members
recognised and declared any material or perceived conflicts of interest and did not debate or were
not involved in any discussions on matters relating to that application.
Promotion
Promotion of this grant round included media releases to newspapers, promotions to our arts
database and social media (Facebook). All relevant information and support documentation was
posted on the Council website. A Grants, Networks and Nibbles Night was held in July 2018.
Support to applicants was provided by Community Development Officers, members of the
Environment Team and the Grants Officer. Staff attended face to face meetings with individual
applicants and responded to telephone enquiries and emails. As per the Community Grants Policy,
all Project applicants were required to speak to a Grants Officer to discuss their project and get
support through the application process.
Assessment
Applications were assessed against the following project assessment criteria:
1. Demonstrated need for the project;
2. Value for money;
3. Alignment with Council’s strategic goals and identified key initiatives;
4. The quality of the proposed project; and
5. The amount of funding allocated in Council’s annual budget.
Funding notification
Upon Council endorsement of this report, successful applicants will be notified by email including
a letter of acceptance for signature by the applicant.
Unsuccessful applicants who did not meet the grant criteria or who were not funded due to lack of
available funds will be advised in writing. Feedback is provided by the assessment panel on areas
of the project or application that may be modified or improved.
Page 4 of 148
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Previous Council Consideration
Ordinary Meeting, 21 June 2018, Item 1 Page 12
That Council note the overview report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 12 June 2018 regarding recommended Round 1
2018/2019 Community Project Grants and proposed 3 year funding arrangements for Sports Field
Maintenance, Community Alliance and the Management and Maintenance of Halls and Centres.
Finance
Funding for the 2018/19 Community Grants Program was determined as part of the 2018/19
Budget process. Excluding Environment Levy funded grants (projects and alliance) there will be
approximately $24,000 remaining – these dollars will be held to meet potential sewerage and water
contributions.
In the 2018/19 financial year, Environment grants are being funded out of the Environment Levy.
$235,000 of this year’s Environment Levy was allocated towards environmental grants. The
$59,530 funded this round will bring the total allocated this financial year to $121,808.98.
Expenditure this financial year on environmental grants has been significantly lower than expected
as the new Environmental Grants Policy is still being developed in conjunction with Council’s
Environment Strategy. This policy work is due for completion in early 2019, in time for the next
round of grants.
Risks & Opportunities
Community groups have the opportunity to leverage Council grant funding from other external grant
sources.
Consultation
External Consultation - Community & Stakeholder
Free information sessions and one on one meetings with potential applicants were held
across the Shire for eligible not for profit community organisation to learn about the Council
community grants program.
Tourism Noosa
State Government, Sport and Recreation Services
Internal Consultation
This report has been developed in consultation with staff across Council including representatives
from the following areas:
Community Development
Financial Services
Executive Services
Environment and Sustainable Development
Property and Facilities
Applications for Community Project Grants were assessed by Specialist Officers and moderated
by the Director of Community Services, the Community Development Manager, the Governance
Advisor and the Environment Services Manager.
Page 5 of 148
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
x Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement x Building & Plumbing Services Asset Management
Customer Service x Development Assessment Buildings and Facilities
x Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 6 of 148
Section 7
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
2 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - PROGRAMS
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/ Community Grants
Attachment 1. 2018/2019 Round Two Community Project Grants - PROGRAMS
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve the 2018/2019 Round
Two Community Project Grants – Programs provided in Attachment 1 to the report.
REPORT
Purpose
The purpose of this report is for Council to consider and endorse the second round of 2018/2019
Community Project Grants for Programs as provided at Attachment 1 of this report.
Refer to report titled ‘2018-2019 Community Grants Program Funding – Community Projects
Grants (Round Two)’ presented to the Services and Organisation Committee Meeting dated 11
December 2018, for background and implementation information.
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement x Building & Plumbing Services Asset Management
Customer Service x Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 7 of 148
Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 8 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Noosa District Netball Online accreditation courses for Coaches and 'Coach
. ' $1,600.00
Association the Coach' face to face workshops.
Total $1,600.00
Page 8 of 148Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
3 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - EVENTS
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/ Community Grants
Attachment 1. 2018/2019 Round Two Community Project Grants - EVENTS
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve the 2018/2019 Round
Two Community Project Grants – Events provided in Attachment 1 to the report.
REPORT
Purpose
The purpose of this report is for Council to consider and endorse the second round of 2018/2019
Community Project Grants for Events as provided at Attachment 1 of this report.
Refer to report titled ‘2018-2019 Community Grants Program Funding – Community Projects
Grants (Round Two)’ presented to the Services and Organisation Committee Meeting dated 11
December 2018, for background and implementation information.
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement x Building & Plumbing Services Asset Management
Customer Service x Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 9 of 148
Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 10 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Applicant Project Description Special Conditions
co, . . ‘When Sleeping Women Wake — Mountains Move’will be a one day community
Women Initiating New Directions . . i ‘
ae conference held during International Women's Week, that addresses social, cultural $1,000.00
Organization Inc (WINDO) ae . .
and political questions raised for and by women.
The 2019 Noosa Anywhere Festival will involve 65 regionally based artists presenting |Funding is conditional on liaising with Council Property Team
Anywhere Theatre Festival Limited yw : : : 6 y ; P 6 6 — ’ 8 perty $7,500.00
26 performances of 12 different works in locations across the Noosa Region. and obtaining relevant permits.
Noosa Rainbow River Festival - parade held March 2019 along Gympie Terrace and _ {Funding is conditional on liaising with Council Property Team
Noosaville Business Association w ‘v wal eB bymp! uneing E . 5 1 1 1 13 13 2534 776 25 43 42 ‘s!
5 1 1 1 13 14 2581 775 56 24 27 Swi
5 1 1 1 13 15 2717 776 57 17 43 une!
5 1 1 1 13 16 2844 775 74 24 81 perty
5 1 1 1 13 17 3171 789 143 31 96 $1,000.00
4 1 1 1 14 0 873 814 1709 32 -1
5 1 1 1 14 1 873 822 34 18 96 on
5 1 1 1 14 2 918 814 46 26 94 the
5 1 1 1 14 3 976 815 87 25 96 Noosa
5 1 1 1 14 4 1076 815 79 25 96 River.
5 1 1 1 14 5 2129 814 50 26 96 and
5 1 1 1 14 6 2191 814 134 32 96 obtaining
5 1 1 1 14 7 2338 814 117 26 96 relevant
5 1 1 1 14 8 2465 818 117 27 96 permits.
4 1 1 1 15 0 548 899 2414 32 -1
5 1 1 1 15 1 548 925 4 4 23 :
5 1 1 1 15 2 874 901 87 24 96 Noosa
5 1 1 1 15 3 973 901 76 29 96 Open
5 1 1 1 15 4 1060 900 104 25 96 Studios
5 1 1 1 15 5 1175 900 153 25 96 showcases
5 1 1 1 15 6 1340 900 62 25 96 local
5 1 1 1 15 7 1414 901 86 24 96 artists
5 1 1 1 15 8 1512 900 61 25 96 who
5 1 1 1 15 9 1583 907 71 23 96 open
5 1 1 1 15 10 1664 899 69 26 96 their
5 1 1 1 15 11 1743 901 100 29 96 private
5 1 1 1 15 12 1853 900 102 25 96 studios
5 1 1 1 15 13 1966 903 27 22 96 to
5 1 1 1 15 14 2004 900 47 25 96 the
5 1 1 1 15 15 2130 900 179 25 95 Recommend
5 1 1 1 15 16 2319 900 77 25 95 three
5 1 1 1 15 17 2407 907 63 23 96 year
5 1 1 1 15 18 2479 899 109 32 96 funding
5 1 1 1 15 19 2598 907 28 18 96 as
5 1 1 1 15 20 2638 907 14 18 95 a
5 1 1 1 15 21 2662 901 137 30 95 Signature
5 1 1 1 15 22 2810 901 79 24 96 Event
5 1 1 1 15 23 2901 900 61 25 96 until
4 1 1 1 16 0 296 921 3018 37 -1
5 1 1 1 16 1 296 925 86 24 96 Noosa
5 1 1 1 16 2 395 925 75 29 96 Open
5 1 1 1 16 3 480 924 105 25 96 Studios
5 1 1 1 16 4 598 925 39 24 96 Inc
5 1 1 1 16 5 938 921 9 37 0 mt
5 1 1 1 16 6 1052 948 3 4 0 :
5 1 1 1 16 7 1436 948 3 4 0 .
5 1 1 1 16 8 1625 948 4 4 0 :
5 1 1 1 16 9 1947 948 24 4 30 ct
5 1 1 1 16 10 3171 922 143 31 96 $7,000.00
4 1 1 1 17 0 873 946 1384 32 -1
5 1 1 1 17 1 873 947 93 31 95 public.
5 1 1 1 17 2 976 949 19 23 96 A
5 1 1 1 17 3 1007 954 80 18 95 series
5 1 1 1 17 4 1098 947 29 25 96 of
5 1 1 1 17 5 1136 951 95 21 96 events
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5 1 1 1 17 7 1296 947 57 25 96 also
5 1 1 1 17 8 1364 947 58 25 96 held
5 1 1 1 17 9 1436 954 22 18 96 in
5 1 1 1 17 10 1470 947 63 25 96 local
5 1 1 1 17 11 1544 947 117 31 96 galleries
5 1 1 1 17 12 1672 947 52 25 96 and
5 1 1 1 17 13 1736 951 38 21 96 art
5 1 1 1 17 14 1786 947 99 25 96 related
5 1 1 1 17 15 1896 950 115 22 96 entities.
5 1 1 1 17 16 2129 946 128 30 96 2022/23.
4 1 1 1 18 0 296 1017 3018 51 -1
5 1 1 1 18 1 296 1018 60 24 91 NIFF
5 1 1 1 18 2 369 1018 47 25 96 Inc.
5 1 1 1 18 3 427 1017 103 32 96 trading
5 1 1 1 18 4 540 1025 29 18 96 as
5 1 1 1 18 5 580 1018 88 25 96 Noosa
5 1 1 1 18 6 873 1018 70 25 96 2019
5 1 1 1 18 7 955 1018 87 25 96 Noosa
5 1 1 1 18 8 1055 1017 184 26 96 International
5 1 1 1 18 9 1252 1017 56 25 96 Film
5 1 1 1 18 10 1322 1017 114 30 93 Festival,
5 1 1 1 18 11 1449 1018 142 29 92 NIFF2019,
5 1 1 1 18 12 1602 1017 47 26 96 will
5 1 1 1 18 13 1661 1025 93 18 96 screen
5 1 1 1 18 14 1765 1025 14 18 95 a
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5 1 1 1 18 16 1885 1025 80 24 96 range
5 1 1 1 18 17 1975 1017 28 26 96 of
5 1 1 1 18 18 2130 1017 179 26 96 Recommend
5 1 1 1 18 19 2319 1017 77 26 95 three
5 1 1 1 18 20 2407 1025 63 23 96 year
5 1 1 1 18 21 2479 1017 109 32 96 funding
5 1 1 1 18 22 2598 1025 28 18 96 as
5 1 1 1 18 23 2638 1025 14 18 96 a
5 1 1 1 18 24 2662 1018 137 31 96 Signature
5 1 1 1 18 25 2810 1018 79 25 96 Event
5 1 1 1 18 26 2900 1017 62 26 96 until
5 1 1 1 18 27 3171 1038 143 30 93 $5,000.00
4 1 1 1 19 0 296 1058 2980 40 -1
5 1 1 1 19 1 296 1063 183 25 96 International
5 1 1 1 19 2 493 1063 56 25 96 Film
5 1 1 1 19 3 561 1063 106 25 96 Festival
5 1 1 1 19 4 873 1063 184 25 96 international
5 1 1 1 19 5 1068 1063 77 29 96 films,
5 1 1 1 19 6 1157 1063 107 31 96 provide
5 1 1 1 19 7 1274 1063 102 25 96 forums
5 1 1 1 19 8 1386 1063 53 25 96 and
5 1 1 1 19 9 1449 1063 154 31 96 workshops
5 1 1 1 19 10 2129 1058 120 40 96 2022/23.
5 1 1 1 19 11 3224 1056 21 42 28 —_—
4 1 1 1 20 0 2129 1125 849 31 -1
5 1 1 1 20 1 2129 1125 181 25 96 Contribution
5 1 1 1 20 2 2320 1125 118 25 96 towards
5 1 1 1 20 3 2448 1125 100 25 96 Artist's
5 1 1 1 20 4 2558 1125 65 25 96 fees.
5 1 1 1 20 5 2636 1126 103 27 96 Quotes
5 1 1 1 20 6 2750 1132 44 18 96 are
5 1 1 1 20 7 2806 1125 120 31 96 required
5 1 1 1 20 8 2938 1125 40 25 96 for
4 1 1 1 21 0 296 1169 3018 52 -1
5 1 1 1 21 1 296 1172 115 24 96 Pomona
5 1 1 1 21 2 422 1172 58 23 96 Arts
5 1 1 1 21 3 492 1172 40 23 91 Inc
5 1 1 1 21 4 541 1184 8 4 91 -
5 1 1 1 21 5 560 1170 53 25 96 The
5 1 1 1 21 6 624 1171 120 30 96 Majestic
5 1 1 1 21 7 872 1170 53 25 95 The
5 1 1 1 21 8 936 1172 116 24 95 Pomona
5 1 1 1 21 9 1065 1172 83 24 96 Music
5 1 1 1 21 10 1160 1171 105 24 96 Festival
5 1 1 1 21 11 1277 1170 47 25 95 will
5 1 1 1 21 12 1336 1170 33 26 96 be
5 1 1 1 21 13 1380 1170 59 25 96 held
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5 1 1 1 21 15 1524 1171 75 25 96 three
5 1 1 1 21 16 1611 1171 63 30 96 days
5 1 1 1 21 17 1685 1172 22 23 95 in
5 1 1 1 21 18 1722 1172 124 28 95 Pomona,
5 1 1 1 21 19 1858 1170 164 32 93 showcasing
5 1 1 1 21 20 2033 1170 233 25 51 and_|individual
5 1 1 1 21 21 2277 1170 100 25 95 Artist's
5 1 1 1 21 22 2387 1170 58 26 95 fees
5 1 1 1 21 23 2456 1177 62 19 96 over
5 1 1 1 21 24 2530 1169 95 30 96 $1000.
5 1 1 1 21 25 3171 1191 143 30 94 $5,000.00
4 1 1 1 22 0 294 1213 2982 39 -1
5 1 1 1 22 1 294 1213 112 39 96 Theatre
5 1 1 1 22 2 873 1218 149 30 96 mentoring
5 1 1 1 22 3 1034 1217 63 25 96 local
5 1 1 1 22 4 1109 1218 86 24 96 artists
5 1 1 1 22 5 1207 1217 28 25 97 of
5 1 1 1 22 6 1244 1217 121 31 96 differing
5 1 1 1 22 7 1374 1224 103 24 96 genres.
5 1 1 1 22 8 2130 1217 113 31 96 Funding
5 1 1 1 22 9 2254 1218 18 24 96 is
5 1 1 1 22 10 2283 1217 160 25 96 conditional
5 1 1 1 22 11 2453 1224 35 18 96 on
5 1 1 1 22 12 2500 1217 96 31 96 liaising
5 1 1 1 22 13 2605 1217 63 25 96 with
5 1 1 1 22 14 2679 1217 103 25 95 Council
5 1 1 1 22 15 2795 1218 123 30 96 Property
5 1 1 1 22 16 2927 1218 79 24 96 Team
5 1 1 1 22 17 3207 1213 69 9 36 —
4 1 1 1 23 0 2129 1263 453 32 -1
5 1 1 1 23 1 2129 1264 50 24 96 and
5 1 1 1 23 2 2191 1264 134 31 96 obtaining
5 1 1 1 23 3 2338 1263 117 26 96 relevant
5 1 1 1 23 4 2465 1265 117 29 95 permits.
4 1 1 1 24 0 872 1339 1150 31 -1
5 1 1 1 24 1 872 1339 53 25 96 The
5 1 1 1 24 2 936 1341 88 23 96 Noosa
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5 1 1 1 24 4 1126 1340 131 30 95 Together
5 1 1 1 24 5 1267 1340 86 24 96 Street
5 1 1 1 24 6 1365 1340 98 24 96 Parade
5 1 1 1 24 7 1474 1340 66 24 96 aims
5 1 1 1 24 8 1550 1343 29 21 96 to
5 1 1 1 24 9 1590 1340 85 24 96 revive
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5 1 1 1 24 12 1878 1339 46 25 96 the
5 1 1 1 24 13 1935 1341 87 23 96 Street
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5 1 1 1 25 2 356 1387 88 24 96 Active
5 1 1 1 25 3 454 1387 168 29 96 Community
5 1 1 1 25 4 874 1386 99 25 96 Parade
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5 1 1 1 25 19 3235 1384 79 30 96 $0.00
4 1 1 1 26 0 873 1433 362 25 -1
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4 1 1 1 27 0 872 1508 1093 26 -1
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5 1 1 1 27 3 1074 1509 79 25 96 Coast
5 1 1 1 27 4 1165 1508 95 25 96 French
5 1 1 1 27 5 1272 1508 57 25 96 Film
5 1 1 1 27 6 1342 1508 105 25 96 Festival
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4 1 1 1 28 0 294 1530 3020 33 -1
5 1 1 1 28 1 294 1532 112 25 92 Alliance
5 1 1 1 28 2 417 1534 133 29 74 Frangaise
5 1 1 1 28 3 561 1533 34 25 96 de
5 1 1 1 28 4 607 1532 21 25 96 la
5 1 1 1 28 5 639 1532 128 26 96 Sunshine
5 1 1 1 28 6 779 1534 78 24 96 Coast
5 1 1 1 28 7 1024 1557 4 4 0 .
5 1 1 1 28 8 1217 1557 4 4 21 .
5 1 1 1 28 9 1402 1557 4 4 35 .
5 1 1 1 28 10 1500 1557 4 4 29 .
5 1 1 1 28 11 3171 1530 143 32 96 $1,000.00
4 1 1 1 29 0 873 1555 811 32 -1
5 1 1 1 29 1 873 1556 128 31 96 language
5 1 1 1 29 2 1012 1555 67 26 96 films
5 1 1 1 29 3 1089 1559 29 22 96 to
5 1 1 1 29 4 1129 1556 129 25 96 Sunshine
5 1 1 1 29 5 1268 1557 79 24 96 Coast
5 1 1 1 29 6 1359 1556 129 25 96 residents
5 1 1 1 29 7 1500 1563 23 17 95 in
5 1 1 1 29 8 1536 1557 60 29 96 May
5 1 1 1 29 9 1607 1557 77 24 96 2019.
4 1 1 1 30 0 874 1640 2154 32 -1
5 1 1 1 30 1 874 1641 102 25 96 Electric
5 1 1 1 30 2 986 1641 104 25 96 Vehicle
5 1 1 1 30 3 1103 1642 66 29 96 Expo
5 1 1 1 30 4 1180 1641 51 25 96 and
5 1 1 1 30 5 1242 1641 101 31 96 Cycling
5 1 1 1 30 6 1352 1641 161 30 93 Workshops
5 1 1 1 30 7 1524 1654 9 4 90 -
5 1 1 1 30 8 1545 1642 87 24 96 Noosa
5 1 1 1 30 9 1644 1641 163 25 96 Sustainable
5 1 1 1 30 10 1820 1641 50 25 96 and
5 1 1 1 30 11 1882 1641 109 30 96 Healthy
5 1 1 1 30 12 2129 1641 181 25 96 Contribution
5 1 1 1 30 13 2320 1641 118 25 96 towards
5 1 1 1 30 14 2448 1641 101 31 96 eligible
5 1 1 1 30 15 2559 1644 80 22 96 costs.
5 1 1 1 30 16 2651 1641 77 25 96 Work
5 1 1 1 30 17 2738 1641 61 25 96 with
5 1 1 1 30 18 2811 1641 103 25 96 Council
5 1 1 1 30 19 2925 1644 29 22 95 to
5 1 1 1 30 20 2965 1640 63 26 95 seek
4 1 1 1 31 0 294 1684 3020 33 -1
5 1 1 1 31 1 294 1688 63 23 95 Zero
5 1 1 1 31 2 369 1687 139 24 95 Emissions
5 1 1 1 31 3 520 1688 87 23 96 Noosa
5 1 1 1 31 4 620 1688 47 23 95 Inc.
5 1 1 1 31 5 872 1688 140 29 95 Transport
5 1 1 1 31 6 1025 1687 99 30 95 Project
5 1 1 1 31 7 1135 1686 120 30 96 (Module
5 1 1 1 31 8 1267 1686 24 31 96 3)
5 1 1 1 31 9 1303 1687 66 24 96 aims
5 1 1 1 31 10 1379 1690 30 21 96 to
5 1 1 1 31 11 1420 1690 123 27 96 promote
5 1 1 1 31 12 1556 1687 147 24 95 innovative
5 1 1 1 31 13 1715 1686 50 25 96 and
5 1 1 1 31 14 1776 1686 163 25 96 sustainable
5 1 1 1 31 15 1949 1690 134 27 67 transport
5 1 1 1 31 16 2129 1686 117 25 57 |external
5 1 1 1 31 17 2256 1686 174 31 96 sponsorship
5 1 1 1 31 18 2439 1690 29 21 96 to
5 1 1 1 31 19 2478 1693 97 18 95 ensure
5 1 1 1 31 20 2587 1686 189 31 95 sustainability
5 1 1 1 31 21 2786 1686 28 25 97 of
5 1 1 1 31 22 2822 1686 90 25 96 future
5 1 1 1 31 23 2922 1690 101 21 96 events.
5 1 1 1 31 24 3171 1684 143 31 96 $5,000.00
4 1 1 1 32 0 873 1729 1966 39 -1
5 1 1 1 32 1 873 1729 112 39 96 choices.
5 1 1 1 32 2 2130 1733 107 26 96 Provide
5 1 1 1 32 3 2248 1733 126 26 96 evidence
5 1 1 1 32 4 2385 1732 28 27 96 of
5 1 1 1 32 5 2424 1734 156 30 96 permission
5 1 1 1 32 6 2590 1732 68 27 94 from
5 1 1 1 32 7 2671 1733 58 26 96 land
5 1 1 1 32 8 2741 1741 98 18 95 owner.
4 1 1 1 33 0 2952 1812 362 40 -1
5 1 1 1 33 1 2952 1812 86 40 96 Total
5 1 1 1 33 2 3152 1814 162 33 96 $32,500.00
4 1 1 1 34 0 2956 2288 314 44 -1
5 1 1 1 34 1 2956 2288 105 44 96 Page
5 1 1 1 34 2 3078 2289 47 34 96 10
5 1 1 1 34 3 3140 2288 43 35 96 of
5 1 1 1 34 4 3198 2289 72 34 96 148Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
4 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - EQUIPMENT
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/ Community Grants
Attachment 1. 2018/2019 Round Two Community Project Grants - EQUIPMENT
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve the 2018/2019 Round
Two Community Project Grants – Equipment provided in Attachment 1 to the report.
REPORT
Purpose
The purpose of this report is for Council to consider and endorse the second round of 2018/2019
Community Project Grants for Equipment as provided at Attachment 1 of this report.
Refer to report titled ‘2018-2019 Community Grants Program Funding – Community Projects
Grants (Round Two)’ presented to the Services and Organisation Committee Meeting dated 11
December 2018, for background and implementation information.
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement x Building & Plumbing Services Asset Management
Customer Service x Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 11 of 148
Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 12 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
The Secure Storage Project will install self closing doors, secure
Noosa Outrigger Canoe Club Inc. outrigger canoe racks and improve the surrounding lighting to deter $3,000.00
theft.
Pottery Group of Wallace House Reconnect the gas kiln in the renovated Wallace House Kiln House to
. . $2,500.00
(Noosa Arts and Crafts Assoc. Inc.) comply with current regulations.
Total $5,500.00
Page 12 of 148Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
5 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - INFRASTRUCTURE
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/ Community Grants
Attachment 1. 2018/2019 Round Two Community Project Grants -
INFRASTRUCTURE
EXECUTIVE SUMMARY
Not applicable
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve the 2018/2019 Round
Two Community Project Grants – Infrastructure provided in Attachment 1 to the report.
REPORT
Purpose
The purpose of this report is for Council to consider and endorse the second round of 2018/2019
Community Project Grants for Infrastructure as provided at Attachment 1 of this report.
Refer to report titled ‘2018-2019 Community Grants Program Funding – Community Projects
Grants (Round Two)’ presented to the Services and Organisation Committee Meeting dated 11
December 2018, for background and implementation information.
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement x Building & Plumbing Services Asset Management
Customer Service x Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 13 of 148
Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 14 of 148
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©Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
6 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - COMMUNITY PROJECT
GRANTS (ROUND TWO) - ENVIRONMENT
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/ Community Grants
Attachment 1. 2018/2019 Round Two Community Project Grants - ENVIRONMENT
EXECUTIVE SUMMARY
Not applicable
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve the 2018/2019 Round
Two Community Project Grants – Environment provided in Attachment 1 to the report.
REPORT
Purpose
The purpose of this report is for Council to consider and endorse the second round of 2018/2019
Community Project Grants for Environment as provided at Attachment 1 of this report.
Refer to report titled ‘2018-2019 Community Grants Program Funding – Community Projects
Grants (Round Two)’ presented to the Services and Organisation Committee Meeting dated 11
December 2018, for background and implementation information.
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement x Building & Plumbing Services Asset Management
Customer Service x Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 15 of 148
Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 16 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Noosa & District Landcare Development of a Strategic Action Plan to manage $25,000.00
Group Inc. infectious weeds at the Six Mile Catchment. —
This biodiversity program, focusing on threatened fro -
. . OE GLEIY RISE MINE . 6 Conditional upon the supply of
Mary River Catchment species of streams and coastal wallum, will educate and .
oo, . . . . _ |quotes for items over $1000 (school $4,850.00
Coordinating Committe engage locals to identify and survey fauna species, their
module development)
needs and how to protect them.
The Noosa River Volunteer River Watch and Education
Noosa Integrated Catchment |program includes water testing, litter collections, general $0.00
Assoc Inc patrolling and monitoring of on-river activities, sand
island weeding and ongoing monthly bird life surveys.
Gardens For Wildlife is a community engagement
Noosa Integrated Catchment 5 1 1 1 17 5 1481 1418 6 4 63 .
5 1 1 1 17 6 1572 1362 99 32 0 unn'y
5 1 1 1 17 7 1735 1361 69 33 37 nese
4 1 1 1 18 0 408 1413 2883 46 -1
5 1 1 1 18 1 941 1426 168 33 96 program
5 1 1 1 18 2 1124 1416 82 35 96 that
5 1 1 1 18 3 1222 1416 170 43 95 provides
5 1 1 1 18 4 1407 1416 126 35 96 advice
5 1 1 1 18 5 1547 1421 40 30 96 to
5 1 1 1 18 6 1604 1416 115 35 95 urban
5 1 1 1 18 7 1736 1416 232 35 96 landowners
5 1 1 1 18 8 1982 1421 41 30 95 to
5 1 1 1 18 9 3181 1413 110 43 96 $0.00
4 1 1 1 19 0 292 1451 1302 37 -1
5 1 1 1 19 1 292 1451 226 33 96 Association
5 1 1 1 19 2 537 1451 53 33 94 Inc
5 1 1 1 19 3 1390 1483 5 5 33 i
5 1 1 1 19 4 1415 1451 26 50 57 a
5 1 1 1 19 5 1589 1483 5 5 0 z
4 1 1 1 20 0 940 1481 724 35 -1
5 1 1 1 20 1 940 1481 169 35 96 enhance
5 1 1 1 20 2 1124 1482 72 34 96 and
5 1 1 1 20 3 1212 1486 125 30 96 create
5 1 1 1 20 4 1351 1481 144 35 96 wildlife
5 1 1 1 20 5 1513 1481 151 35 96 habitat.
4 1 1 1 21 0 938 1594 1006 101 -1
5 1 1 1 21 1 294 1625 88 36 25 Reef
5 1 1 1 21 2 396 1626 118 34 0 check
5 1 1 1 21 3 530 1626 226 35 0 Foundation
5 1 1 1 21 4 938 1595 72 100 32 |e
5 1 1 1 21 5 1027 1594 89 101 58 Rel
5 1 1 1 21 6 1130 1595 112 100 58 ee
5 1 1 1 21 7 1270 1604 126 91 58 ate
5 1 1 1 21 8 1404 1594 256 101 32 sewer
4 1 1 1 22 0 939 1671 711 30 -1
5 1 1 1 22 1 939 1671 20 23 72 V
5 1 1 1 22 2 1454 1688 7 13 71 ,
5 1 1 1 22 3 1572 1671 5 23 59 |
5 1 1 1 22 4 1642 1688 8 13 71 ,
4 1 1 1 23 0 293 1670 2999 64 -1
5 1 1 1 23 1 293 1691 156 43 96 (trading
5 1 1 1 23 2 464 1702 39 24 96 as
5 1 1 1 23 3 520 1691 89 35 96 Reef
5 1 1 1 23 4 622 1691 118 35 96 Check
5 1 1 1 23 5 1000 1671 20 24 49 _
5 1 1 1 23 6 1222 1671 20 24 22 a
5 1 1 1 23 7 1732 1670 20 33 89 P
5 1 1 1 23 8 1921 1670 26 60 64 P
5 1 1 1 23 9 3068 1688 224 44 90 $24,500.00
4 1 1 1 24 0 437 1723 1562 44 -1
5 1 1 1 24 1 437 1758 5 5 0
protect the reef ecosystems along Noosa's coastline
Australia) . .
using a globally standardised protocol.
Total $54,350.00
Page 16 of 148Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
7 2018-19 COMMUNITY GRANTS PROGRAM FUNDING - ALLIANCE AGREEMENT WITH
ZERO EMISSIONS NOOSA INC
DOCUMENT INFORM AT ION
Author Manager Environmental Services, Craig Doolan
Environment and Sustainable Development Department
Index ECM/ Subject/ Community Grants
Attachments 1. Alliance Agreement (1 January 2019 - 30 June 2019)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Environmental Services Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve 6 months Alliance funding
to Zero Emissions Noosa Inc. as provided in Attachment 1 to the report.
REPORT
The purpose of this report is for Council to consider and endorse a 6 months Alliance funding to
Zero Emissions Noosa Inc. (ZEN) as provided at Attachment 1 of this report.
As part of this round of Community Grants funding ZEN Inc. was invited to apply for a 6 month
Community Alliance Agreement.
Since being formed in 2016, ZEN Inc. has garnered thousands of hours of volunteer support and
been active in delivering several community workshops, an Electric Vehicle Expo and is currently
working with renters and real estate agents to increase uptake of solar systems in rental properties
with a view to supporting the community to move towards a zero net emissions target by 2026 This
target is aligned with Council’s own target for Council business to be zero net emissions by 2026.
With a highly motivated volunteer workforce, some support in the form of an Alliance grant has the
potential to provide a great return for the Noosa community for a small investment.
All existing environment-related Alliance grants expire on 30 June 2019. An EOI will be sought in
early 2019 for all interested organisations to submit for future Alliance grants. As a result, this report
only recommends funding until 30 June 2019, and ZEN Inc. will have the opportunity to re-apply
for future Alliance funding at the same time as other organisations.
Previous Council Consideration
Nil.
Finance and Risk
This report recommends a $5,000 Community Alliance grant for the next six months to Zero
Emissions Noosa Inc, to be funded from the Environment Levy.
Page 17 of 148
Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Consultation
External Consultation - Community & Stakeholder
Zero Emissions Noosa Inc.
Internal Consultation
This report has been developed in consultation with staff in Community Services and the Director,
Environment & Sustainable Development.
Departments/Sections Consulted:
Chief Executive Officer x Community Services Corporate Services
Executive Officer Director Director
Executive Support x Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture x Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 18 of 148
Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 19 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Total $5,000.00
Page 19 of 148Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
8 REGIONAL ARTS DEVELOPMENT FUND - GRANT RECOMMENDATIONS - 2018-19
DOCUMENT INFORM AT ION
Author Community Development Manager, Alison Hamblin
Community Services Department
Index ECM/ Subject/RADF/2018-19
Attachments 1. RADF Recommendations for Funding
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Manager to the Services &
Organisation Committee Meeting dated 11 December 2018 and approve the Regional Arts
Development Fund recommendations for 2018-19 as outlined in Attachment 1 to the report.
REPORT
The Regional Arts Development Fund (RADF) supports cultural activity through the professional
development and employment of arts and cultural workers in regional Queensland. RADF is a
partnership between State Government, through Arts Queensland and Noosa Council.
The RADF Committee is chaired by Councillor Jess Glasgow and comprises external professional
arts industry representatives with Council officers in supporting roles.
This report covers the first RADF grant round for 2018-19 which closed on 19 October 2018.
Promotion
Promotion of this RADF grant round included media releases to newspapers. Additional
information was then posted on Council’s website, circulated to Council’s arts database and placed
on social media (Facebook). A funding information session was held at Council Chambers in
October.
Support to applicants was provided by the Arts and Culture Development Officer, the Community
Development Officer and the Grants Officer. Staff attended face-to-face meetings with individual
applicants and responded to telephone enquiries and emails.
As per the Community Grants Policy all RADF applicants were required to speak to a grants officer
to discuss their project and get support through the application process.
Assessment
RADF applications were assessed against the following generic RADF assessment criteria:
Will the project develop the paid artist’s professional life?
Will the project benefit the community, both directly and indirectly?
Is the project well planned and achievable?
Will the project increase the sustainably of quality and diverse creative communities?
Page 20 of 148
Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
They were also assessed against the Noosa RADF Committee’s two priority areas for 2018-19:
Art bringing People Together and
Projects of Place.
All of the successful applications addressed one or both of these priority areas.
A total of 11 applications requesting $46,355 were received and assessed by the RADF
Committee.
In accordance with RADF Guidelines, Committee members are required to declare any conflicts of
interest and once declared the Committee member is then not involved in related deliberations.
In this round, 3 Committee members declared a conflict of interest for the list applications.
The RADF Committee has recommended 7 applications totalling $25,000 for funding. The projects
recommended for funding are excellent in quality and diversity, and will employ quality artists and
arts workers who will engage in valuable arts and cultural activities across the region.
RADF funding notification
Upon Council endorsement of this report, successful applicants will be notified by email including
a letter of acceptance for signature by the applicant.
Unsuccessful applicants who do not meet the grant criteria or who are not funded due to lack of
available funds will be advised in writing. Feedback is provided by the assessment panel on areas
of the project or application that may be modified or improved.
Previous Council Consideration
Since 2014, Noosa Council has had a partnership with Arts Queensland. As part of this
partnership, Noosa Council is able to offer grants to artists and arts organisations within the Noosa
Shire. These are assessed by the RADF Committee and approved by Council twice each year.
Finance
RADF is a partnership between State Government, through Arts Queensland and Noosa Council.
Council has a funding agreement which runs from October 2018 to September 2019 with Arts
Queensland.
Risks & Opportunities
There are no risk implications.
Consultation
External Consultation - Community & Stakeholder
The following RADF Committee members
- Ulrike Sturm, Jane Rivers, Toni Wills, Alicia Sharples, Cal Webb and Noelle Nelson.
Arts Development Officer, Art Queensland
Page 21 of 148
Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Internal Consultation
Councillor Jess Glasgow– RADF Committee Chairperson
Director Community Services
Libraries and Galleries Manager
Community Development Officer – Arts and Culture
Grants Officer, Community Development
Management Accountant
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director Director
Executive Support x Community Development x Financial Services
Community Facilities ICT
x Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 22 of 148
Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Page 23 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
Project Description Special Conditions
Exhibition of new paintings by Meaghan Shelton at Cooroy Butter Factor
Ms Meaghan Shelton | ee ™ 7 $4,906.00
with accompanying Masterclasses.
Cooroora Historical |A historical overview of Cooran commencing from pioneer days to
Society Inc. t/as contemporary times. $0.00
Noosa Shire Museum
i A series of consultations, documentation, workshops and performances Resubmit budget to reflect reduced
Ms Florence Teillet with artists and the community about disconnection. funding. 93,180.00
STAGE 2 research, development and exhibition - a multi-media
Mr Geoffrey Datson |. . . . $0.00
interrogation of flight, displacement and the body.
omen nitiating All female exhibition across diverse arts mediums to celebrate the women
W Initiati
New Directions . . . . , $4,690.00
oo in our community during Queensland International Women’s Week 2019.
Organization Inc.
Inspire, motivate and uplift audiences and support music in the community |Funding conditional of providing evidence
Miss Anna Smith through exhilarating concert performances and educational vocal for workshops in Noosa community. $2,050.00
workshops.
Bringing artists and community together through an open access worksho
Mr Brian Murray ene . yme . is P $0.00
to recycle waste into reusable and creative objects.
+ Climate = Change’ exhibition at Noosa Regional Gallery 2019. a
Creation and installation of an artwork and delivery of a workshop for ‘Art
Ms Tess Chod 2,174.00
The recording and telling of a story of the Noosa Everglades shared by
Ms Angela Dunbavan |elders, poets, musicians, actors and other community keepers of $5,000.00
knowledge.
Ms Helen Moffitt A booklet which promotes MISFITS Comedy Duo and the township of $0.00
Cooran, showcasing its artists, culture, businesses and history.
To provide mentorship in puppetry and mask theatre for an emerging Resubmit budget to reflect reduced funding
Mr David Erskine : ating t : ; $3,000.00
artist, culminating in performances at the Anywhere Festival, 2019. and engage Noosa based artist(s).
Total $25,000.00
Page 23 of 148Section 24
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
9 NOOSA FM LEASE AT THE J
DOCUMENT INFORM AT ION
Author Community Facilities Manager, Ash Saward
Community Services Department
Index ECM/ Subject/ 72.01 The J
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Facilities Manager to the Services & Organisation
Committee Meeting dated 11 December 2018 and agree to:
A. Extinguish the current Noosa FM lease at The J and replace it with a new 2 year lease
(based on Council’s standard lease terms and conditions) with the option of further three x
1-year terms at Council’s discretion and an annual rental of $10,500 pa (plus CPI increases);
B. Apply the exception to the requirement for the tendering of the lease under Section 236 (1)
(b) (ii) of the Local Government Regulation 2012, as the lease is to a community organisation;
C. Consider any financial implications of this new lease arrangement in BR3, and
D. Reconsider Council’s position of providing both a rental subsidy and a Community Alliance
grant to Noosa FM, when Noosa FM’s 3-year Community Alliance funding comes up for
renewal in the 2019/20 community grants round.
REPORT
Background
Noosa FM were a founding tenant at The J from the time of its opening in 2006. The lease,
voluntarily signed by both parties, outlines the following key terms:
An initial 5-year term from 1 October 2006 to 30 September 2011, with 3 x 5-year options
thereafter;
Base rent of $6,000 p.a. from 1 October 2006 to 30 September 2009;
Base rent of $10,000 p.a. from 1 October 2009 to 30 September 2011;
Base rent of 50% of the current market rent from 1 October 2011 to 30 September 2016; and
Base rent of 66% of the current market rent from 1 October 2016 to 30 September 2026.
Base rent is defined as being the cash component payable by Noosa FM and is supplemented by
a community contribution component. The community contribution component comprises a range
of community advertising, simulcasting and training requirements and when combined with base
rent, forms total rent.
Page 24 of 148
Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
When The J looked to increase Noosa FM’s rental payments to $10,000 in 2009, Noosa FM lobbied
Council for the rent to remain at $6,000 p.a. (plus CPI increases) on the grounds of being unable
to afford a rental increase. Noosa FM were successful with their request, however there was no
clarity regarding an expiration date of this variation and thus the reduced rental rate remained in
place through to the end of calendar year 2017.
In 2017, Noosa FM belatedly requested the activation of the next available lease extension option.
At the time, Noosa FM were unable to comply with the full financial requirements stipulated by the
lease (ie. the suggested rental rate) and as such the extension option was not activated by Council.
The lease stated that by this point, unless otherwise negotiated, the base rent should be 66% of
market rate, which was assessed as being $52,000. As such, Noosa FM’s base rent charge should
have been $34,320.
Since this point, management has had a number of discussions with Noosa FM’s Committee
regarding the matter but has not yet been able to reach a resolution. In late 2017, Noosa FM’s
Committee of the day agreed to increase rental payments to $18,000 for 2018 only, with the view
to negotiating arrangements beyond this.
Over recent years, Noosa FM has experienced a great deal of volatility with regard to the make-
up of its Committee of management. This has affected its ability to execute a long-term strategy.
This, together with significant changes to the broader community radio space since 2006, has left
the station in a much weaker financial position than ever envisaged at the time the lease was
signed.
A recent financial update provided to Council revealed that Noosa FM generated a $31,000 loss
in 2017/18, with operating costs of $82,000 against revenue of $51,000. The update showed that
cash reserves funded the loss. The balance of remaining cash reserves was $73,000 at the end of
financial year.
The current Committee seems to have stabilised the station and has implemented measures to
boost revenue and cut expenditure. The largest improvement to date relates to the cancellation of
paid bookkeeping services, saving the station $12k p.a. The Committee has commenced strategic
planning for a more stable and viable future and has also prepared a projection for 2019’s operating
position.
The projection forecasts revenue to increase to approximately $93,000 and expenditure to total
$87,000. Expenditure includes a one-off cost of roughly $15,000 for the repair and upgrade of the
station’s antenna and does not allow for a rental expense. Management notes that if achieved, a
revenue increase of $42,000 equates to an 82% increase on last year’s results. While noble in
intent, this is an ambitious target.
Noosa FM have communicated their belief to Council that enforcement of the lease terms as they
stand now would place significant financial strain on the organisation that could result in its eventual
collapse. With current interim arrangements due to expire at the end of 2018, a resolution is
required in order to allow both parties to plan for the future.
Options for consideration:
Management presents the following options to Council for consideration and discussion:
1. Enforce the terms of the current lease and seek annual rental payments of $34,320 from
2019 onwards.
2. Accept Noosa FM’s view that current lease terms are unviable and look to enter into a new
lease with different terms.
3. Given the high commercial value of the space occupied by Noosa FM at The J, seek lower
cost accommodation for Noosa FM in an alternative location with the costs of the move to a
different site being offset by revenue derived by commercially letting the space currently
occupied by Noosa FM.
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Officer’s Recommendation
As the station demonstrably cannot afford a lease payment of $34,340, and letting commercial
space at The J is impact assessable, management propose that Council extinguish the current
lease and replace it with a new 2-year lease with the option of three further 1-year terms at
Council’s discretion.
Having considered Noosa FM’s financial position, management further propose a rental rate of
$10,500 p.a. for the new lease, which is the equivalent of an 80% rental subsidy.
Previous Council Consideration
Nil.
Finance
In real terms, Council has previously provided a rental subsidy of $46,000 p.a. to Noosa FM
($52,000 commercial value of the site less the $6,000 annual payments received through to 2017).
In addition, Council also provides a little over $7,500 p.a. to Noosa FM via a 3-year Community
Alliance grant. The resultant outcome under this scenario is that Council provides total cash and
in-kind support to Noosa FM to the value of $53,500 p.a.
This is a significant level of financial support which should be weighed against the level of
community benefit provided by Noosa FM. It is therefore recommended that Council consider its
position of providing both a rental subsidy and a community alliance grant to Noosa FM in future
years.
It should also be noted that the original rental budget at The J for 2018/19 was set at $34,000. This
has since been revised down to $18,000 as part of the BR2 process. Any further rent reductions
will require additional budget adjustments and will have a flow on impact to the broader Council
budget position.
Risks & Opportunities
As it currently stands, Noosa FM are in breach of their lease terms and this presents an operational
risk to Council. The risk of enforcing the terms of the lease is that the community may perceive that
Council has operated too harshly in its treatment of a community organisation.
There is however an opportunity to improve Council’s financial position by either enforcing the
lease or rehousing Noosa FM and renting the current space at a commercial rate to a different
party.
Consultation
External Consultation - Community & Stakeholder
Noosa FM Committee.
Internal Consultation
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Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Departments/Sections Consulted:
x Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director x Director
Executive Support x Community Development Financial Services
x Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws x Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 27 of 148
Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
10 NOOSA CULTURAL PLAN 2019 - 2023 - FINAL
DOCUMENT INFORM AT ION
Author Manager Libraries & Galleries, Kerri Contini
Community Services Department
Index ECM/ Subject/41.22 – Social Policy
Attachments 1. Noosa Cultural Plan 2019 – 2023
2. Noosa Cultural Plan - 2019 Action Plan
(Note: Both attachments provided separately to this report)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Manager, Libraries and Galleries to the Services and
Organisation Committee dated 11 Dec 2018 and:
A. Repeal the Cultural Development Policy of 2012, and adopt the Noosa Cultural Plan 2019 –
2023, provided at Attachment 1 of this report, and authorise the CEO to make any required
minor amendments to the document prior to publication; and
B. Endorse the proposed Noosa Cultural Plan – 2019 Action Plan, subject to consideration of
any resourcing requirements being determined as part of the 2019/20 budget process.
REPORT
The purpose of this report is to present the final Noosa Cultural Plan 2019 – 2023 (the Plan) to
Council for consideration and seek endorsement for the Noosa Cultural Plan - 2019 Action Plan,
subject to budget consideration.
1. Background
Noosa Council has not had a cultural strategy or plan since the Creative Noosa Strategy which
was endorsed in 2004 and in effect until amalgamation in 2008. During the period of amalgamation
with Sunshine Coast Regional Council a Cultural Development Policy was endorsed in late 2012
and a strategic plan was in the early development stages however neither had been practically
implemented by the time of de-amalgamation. It has therefore been ten years since Noosa Council
has had an overarching strategic plan to provide a guiding focus to the cultural sector.
In 2015 Noosa Council endorsed the Noosa Social Strategy (2016) which included the theme: “A
creative and informed community”. The development of an arts, culture and heritage plan was a
key action to be delivered under this theme.
In 2017, Council’s Community Services Department commenced the process to develop a Cultural
Plan covering the arts, culture and heritage sectors. A draft Noosa Cultural Plan was developed
following extensive research and consultation and endorsed by Council for community consultation
in June 2018.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
2. Purpose
The Noosa Cultural Plan 2019 – 2023 will be a key Council planning document aligning with, and
supporting, Council’s Corporate Plan, Social Strategy and our vision “Noosa Shire – Different by
Nature”.
The Plan recognises the value of arts, culture and heritage to the Noosa community, and to Council
itself. It aims to secure a healthy future for the cultural sector based on shared aspirations and
priorities and outlines a range of goals and actions across the coming five years to 2023 to build
on existing strengths, address essential gaps and take advantage of emerging opportunities.
Importantly it articulates the role of Council in the delivery of the Cultural Plan and seeks to harness
and direct available resources and stakeholder support to achieve a healthy future for the cultural
sector.
3. Methodology
The development of the draft Cultural Plan has largely been undertaken in-house through the
Community Services Department.
A Cultural Plan Reference Group was established in 2017 to provide advice and guiding support
for the duration of the development of the Cultural Plan. In addition, the Heritage Reference Group
has provided advice regarding the heritage aspects of the Plan. Both Reference Groups are
chaired by a Councillor and contain a mix of external stakeholders and key internal officers.
As a starting point for the planning process, Cathy Hunt of Positive Solutions, was contracted to
research and write a paper exploring some of the significant factors which should be considered
in the development of a local Noosa cultural strategy.
The research phase of the planning process also included:
• An audit of existing and proposed arts, culture and heritage activities, facilities and
organisations in Noosa Shire;
• A literature review of the regional, state and national arts, culture and heritage sectors;
• Examination of arts, culture and heritage trends and their implications for the Noosa region;
• Qualitative and quantitative analysis of the local arts, culture and heritage sectors; and
• Identification of arts, cultural and heritage opportunities through events, services, partnerships
and infrastructure.
Broad community and stakeholder engagement was undertaken in two phases: prior to, and
following, the development of the draft Cultural Plan.
The draft Noosa Cultural Plan was revised to produce a final version following consideration of the
feedback from the community consultation and input from other stakeholders.
4. Consultation on Draft Noosa Cultural Plan
Public consultation regarding the Draft Noosa Cultural Plan occurred from July – September 2018.
This consultation phase included:
The draft Cultural Plan, Vision Statement and information being provided online through
Council’s YourSayNoosa webpage;
Online discussion and feedback;
Information sessions and displays at major Council venues;
Page 29 of 148
Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Pop-up sessions and feedback forms at Libraries and Galleries;
Stakeholder meetings with major cultural organisations;
Review by internal Council stakeholders;
Review by key external agencies including Arts Queensland; and
Review by Cultural Plan Reference Group and Heritage Reference Group.
The level of engagement through this phase was predominantly from the arts and heritage sectors
as the wider community had been more engaged in the first phase of consultation prior to the
development of the draft.
431 people visited the Cultural Plan webpage during the consultation period and there were 139
downloads of the draft Cultural Plan. 102 people attended a public information session and 16
meetings were held with key external stakeholders.
Overall, the feedback through the consultation was very positive. Participants indicated that the
Plan has captured the main issues within the local cultural sector and they endorsed the themes,
goals and actions outlined. Overwhelmingly people thought the Cultural Plan was a strong
statement that Noosa values arts, culture and heritage.
5. Development of Final Version
The feedback and submissions received during the consultation period were collated and
reviewed. Further discussions were then held with several stakeholder organisations to clarify and
explore issues raised.
The draft Cultural Plan was then revised to produce the final version. Overall the Plan remains
broadly similar to the draft regarding the major content and form. Changes to the final Plan include:
- Minor modification of actions to greater align with stakeholder priorities;
- Addition of content where relevant gaps were identified;
- Improvement to layout and format to aide readability;
- Review of images to broaden representation of different arts and cultural forms;
- Review of text to aide clarity; and
- The starting year was altered to 2019.
The final version of the Plan has been produced in-house by Council officers.
6. 2019 Action Plan
Council officers have developed a proposed 2019 Action Plan to commence implementation of the
Cultural Plan. The actions outlined have been determined following consideration of other
corporate strategic plans and the priorities identified through internal and external consultation.
Many of the initial actions focus on reviewing Council’s approach to priority issues as this work
needs to be done prior to further actions occurring. This includes reviewing Council’s approach to
cultural development, place making, art in public places and stakeholder engagement.
Responsibility for the delivery of the 2019 Action Plan is shared across the Council and with
partnership organisations however the Cultural Plan and Action Plans will continue to be overseen
by the Community Services Department. Any resourcing requirements for that plan will need to be
considered as part of the 2019/20 budget process.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Previous Council Consideration
Ordinary Meeting, 17 May 2018, Item 3, Page 10
That Council note the report by the Manager, Libraries and Galleries to the Services and
Organisation Committee dated 8 May 2018 and:
A. Approve the Draft Noosa Cultural Plan 2018 – 2023, included at Attachment 1 of this report,
for the purposes of community consultation, with additional wording under “Local Challenges
and Issues” and also “Local Community Priorities” noting that the dot points in each case
summarise issues raised by the Reference Group and stakeholder consultation; and
B. Request the Chief Executive Officer collate and consider the feedback for the purposes of
developing a final Noosa Cultural Plan for the future consideration of Council.
Ordinary Meeting, 20 October 2016, Item 5, Page 8
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 11 October 2016 and;
A. Approve the Arts, Culture and Heritage Plan Scope as provided at Attachment 1 to the report
subject to minor amendments approved by the CEO including the inclusion of an indigenous
community representative on the reference group;
B. Appoint Cr Wilkie to the reference group; and
C. Delegate the appointment of the proposed community membership of the reference group to
the CEO in consultation with the Mayor.
Ordinary Meeting, 21 July 2016, Item 1, Page 10
That Council note the report by the Community Development Coordinator to the Services &
Organisation Committee Meeting dated 12 July 2016 and
A. Adopt the Noosa Social Strategy three (3) year Implementation Plan as set out in Attachment
1 to the report; and
B. Request the Chief Executive Officer to provide an update and review of the Implementation
Plan after twelve (12) months of operation.
Finance
The development of the Noosa Cultural Plan has largely been undertaken in-house with existing
staff resources.
At this stage the major budget consideration in the 2019 Action Plan is the priority action to
undertake a feasibility study for an expanded or new regional gallery.
The majority of other items in the 2019 Action Plan can be undertaken within the existing
operational budget as Council officers will align their work with the priorities in the Plan. There may
be other minor action items included for consideration in the 2019/20 draft budget.
The 2019 Action Plan and future Action Plans will need to be considered within Council’s annual
budget processes having regard for the priorities at the time.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Risks & Opportunities
Noosa Council has been operating without a strategic policy for the arts, cultural or heritage sector
since de-amalgamation. Individual areas have performed at varying levels, often dependent on the
leadership at a micro-level.
The lack of a guiding strategic framework means that there is lack of clarity of priorities and limited
achievement of shared goals. Resources and energy are also splintered and some opportunities
have been missed.
Most importantly it is difficult to achieve significant or sustainable improvement without a shared
vision and planned actions outlined to achieve goals and objectives.
Consultation
External Consultation - Community & Stakeholder
Extensive external consultation has taken place as part of the development of the Noosa Cultural
Plan including ongoing reference groups, broad public consultation through various means and
targeted consultation with individuals and organisations. Please refer to the sections
“Methodology” and “Consultation on Draft Noosa Cultural Plan” for further details.
Internal Consultation
Internal consultation has taken place with key areas that have cross-over with arts, culture and
heritage. In addition, Councillor workshops have been held to consider the draft and final versions
of the Cultural Plan.
Departments/Sections Consulted:
X Chief Executive Officer X Community Services Corporate Services
Executive Officer X Community Development Financial Services
Executive Support X Community Facilities ICT
X Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
X Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance X Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
X Strategic Land Use Planning X Infrastructure Planning,
Design and Delivery
Page 32 of 148
Section 33
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
11 DRAFT COMMUNITY HEALTH AND WELLBEING PLAN 2019-2024
DOCUMENT INFORM AT ION
Author Coordinator Environmental Health, Geoff Atherfold
Community Services Department
Index ECM/ Subject/ Community Health & Wellbeing Plan
Attachments 1. Draft Community Health and Wellbeing Plan 2019-2024
(Note: 35 pg attachment provided separately to this report)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Coordinator Environmental Health to the Services &
Organisation Committee Meeting dated 11 December 2018 and:
A. Approve the Draft Community Health and Wellbeing Plan 2019-2024, included at Attachment
1 of this report, for the purposes of community consultation subject to any minor amendments
to the document approved by the Chief Executive Officer; and
B. Request the Chief Executive Officer to collate and consider the feedback for the purposes of
developing a final Noosa Community Health and Wellbeing Plan for the future consideration
of Council.
REPORT
The purpose of this report is to present the draft Community Health and Wellbeing Plan 2019-2024
(the Plan) to Council for consideration and seek approval to undertake community consultation
regarding the Plan.
Background
In 2015, Noosa Council endorsed the Noosa Social Strategy (2016) which included the theme:
“Active and Healthy Communities”. The development of a Community Health and Wellbeing Plan
was a key action to be delivered under this theme.
In 2017, Council’s Community Services Department commenced the process to develop a
Community Health and Wellbeing Plan.
The Plan reviewed Council’s current legislative health protection roles and assessed opportunities
and options for Council to support the preventative health strategies and objectives of the World
Health Organization (WHO), and the Commonwealth and Queensland Health Departments.
The Plan also identified the various roles key stakeholders (including Council) currently have within
the broad health sector, and how these key stakeholders can better work together to achieve
positive community health and wellbeing outcomes.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
This process included:
reviewing the Noosa Local Government Area (LGA) profile in terms of demographic, social
determinants and health status;
comparing Noosa LGA profile data with the State population profile data;
reviewing government (state and federal) strategic directions and resourcing policies;
a review of communicable and non-communicable (chronic) health data within the Noosa LGA;
identifying gaps, duplications or opportunities for partnerships in the health area;
identifying key elements of community wellbeing; and
development of strategies that provide mechanisms to identify and respond to local public health
needs.
Methodology
To date the process has involved the following;
Research & data gathering;
Reference group established;
Issues identified;
Key themes established;
Actions identified under each theme;
Draft plan prepared;
Consultation with Council’s Executive Team; and
Consultation with Noosa Councillors.
Reference Group Membership
Professional representatives
Advanced Epidemiologist, Sunshine Coast Public Health Unit
Social Worker Community Chronic Conditions Service
Nurse Unit Manager, Child, Youth and Family Health, Sunshine Coast Hospital and Health
Service
Health Promotion Officer, North Coast Aboriginal Corporation
Policy & Public Affairs Manager, Restaurant & Catering Assoc.
Associate Lecturer, Public Health, University of Sunshine Coast (USC)
Associate Lecturer, Environmental Health, University of Sunshine Coast (USC)
Program Manager, Primary Health Network (Central Queensland, Wide Bay, Sunshine Coast)
Noosa Council representatives
Councillor Ingrid Jackson – Chair
Director Community Services
Manager Waste & Environmental Health
Environmental Health Coordinator
Waste Coordinator
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Summary
The draft Community Health and Wellbeing Plan is one of a triumvirate of plans (the others being
the Noosa Cultural Plan and the Noosa Sport & Active Recreation Plan) linking into the Noosa
Social Strategy.
The Plan looks at international, national, state and local factors influencing community health and
wellbeing within the Shire, and the roles of the various agencies (including Council) in this area.
The identification of each of the stakeholders and their roles within the health sector enables the
Plan to identify the role Council can adopt under each of the issues raised (i.e. regulatory,
educator, partner, advocate etc.).
Following the identification of a broad range of issues by the Reference Group, the following
themes were developed:
Healthy Lifestyles
Healthy Communities
Health & Wellbeing
Healthy Environments
Healthy Partnerships
Each theme proposes strategic goals, key actions, and defines the role of Council under each
action. Each action is also identified as to whether it is a current ongoing Council activity, or a
new initiative.
Proposed Community Consultation
It is proposed to undertake community and stakeholder consultation regarding the draft Noosa
Community Health and Wellbeing Plan throughout March and April 2019. Consultation will be
encouraged through:
Media releases and social media;
Online discussion and feedback through the Your Say Noosa portal; and
Community Health and Wellbeing Plan “pop-ups” in key locations including libraries and the
regional gallery.
Previous Council Consideration
Ordinary Meeting, 15 March 2018, Item 3, Page 8
That Council note the report by the Coordinator Environmental Health to the Services &
Organisation Committee Meeting dated 6 March 2018 and
A. Approve the Community Health and Wellbeing Scoping Brief and the proposed Community
Health and Wellbeing Reference Group membership provided at Attachment 1 to the report;
and
B. Appoint Councillor Jackson as a member of the Community Health and Wellbeing Reference
Group.
Finance
The development of the Noosa Community Health and Wellbeing Plan has largely been
undertaken in-house with existing staff resources.
Once the final Plan has been adopted, the implementation of any new initiatives contained within
the Plan will need to be considered within Council’s annual budget process and priorities both now
and into the future.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Risks & Opportunities
This Plan highlights the significant work Council currently undertakes in the community health field
and identifies that Council has a role in ensuring the community’s well being.
By identifying a lead agency and defining Council’s role it attempts to mitigate the risk that Council
is responsible for delivering all of the community’s health and wellbeing needs.
The Plan also aims to ensure that Noosa Council’s policies and operations are aligned with the
broader health and wellbeing outcomes that the State and Federal Governments are seeking to
achieve. Thereby avoiding a duplication of effort and or resources.
Consultation
External Consultation - Community & Stakeholder
External consultation to date has been through the broad representation from the health sector on
the reference group.
Internal Consultation
Internal consultation has taken place with Council’s Executive Team, Community Services
Managers and Councillors.
Further internal consultation will occur regarding the draft Community Health and Wellbeing Plan
during the public consultation phase.
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer X Director X Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
X Waste & Environmental Health Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
X Director X Director X Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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Section 37
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
12 NOOSA HOLIDAY PARKS FEES AND CHARGES
DOCUMENT INFORM AT ION
Author Property Officer, Michelle Stirling
Corporate Services Department
Index ECM/ Subject /8.03; 8.06; 8.18 Noosa Holiday Parks Admin
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Property Officer to the Services & Organisation Committee
Meeting dated 11 December 2018 and:
A. Set fees and charges for the Noosa Holiday Parks to align with the cessation of the end of
the July 2020 Queensland school holidays; and
B. Adopt the Proposed General Cost Recovery Fees and Commercial Charges schedule for
Noosa Holiday Parks for the period ending Monday 12 July 2020 as detailed in the tables
contained within the report.
REPORT
Current fees and charges for the Noosa Holiday Parks apply until the end of the summer peak
season on 30 January 2020. Council maintains an ‘advance’ fees and charges schedule for the
parks to allow for forward booking of sites by customers. Twice yearly Council reviews and amends
the fees as required to maintain the forward booking period. The purpose of this report is to propose
the adoption of fees and charges for a further 6 months to the end of the June - July 2020 school
holiday period.
In summary the following changes are reflected in the revised fees and charges schedule for
consideration:
Table 1:
Noosa River Holiday Park, Boreen Point and Noosa North Shore Campground tariffs are
proposed to increase by 1.7% - 6.7% (where indicated in Table 1), which is reflective of an
increasing cost base (inflation and other increases relating to contract services in addition to
utility cost increases).
Table 2:
Washing machine charges – charges are proposed to increase from $4 to $5.
All other charges remain unchanged.
Due to Council’s planned upgrade of the Noosa North Shore Beachfront Campground, forward
bookings after April 2019 have been suspended however the ‘advance’ fees and charges schedule
is proposed to be adopted for the period from the expected late 2019 reopening until the end of
the June - July 2020 school holiday period. A pricing review will be undertaken once the
redevelopment is completed and full cost pricing outcomes are finalised. A full fee review is also
proposed for the Noosa River Holiday Park and this will consider appropriate market comparison
pricing and consideration of user pays energy pricing to reduce consumption.
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Section 38
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Table 1
30 January 2020 to 12 July 2020 Fees and Charges Schedule
Noosa Holiday Parks
OFF PEAK SHOULDER PEAK
Current Proposed Change Current Proposed Change Current Proposed Change
TOURIST POWERED SITES
Boreen Point $36.00 $37.00 2.8% $36.00 $37.00 2.8% $41.00 $42.00 2.4%
Noosa North Shore $38.00 $40.00 5.3% $38.00 $40.00 5.3% $43.00 $45.00 4.7%
Noosa River $48.00 $50.00 4.2% $56.00 $57.00 1.8% $63.00 $65.00 3.2%
UNPOWERED CAMP SITES
Boreen Point $30.00 $31.00 3.3% $30.00 $31.00 3.3% $35.00 $36.00 2.9%
Noosa North Shore $30.00 $32.00 6.7% $30.00 $32.00 6.7% $36.00 $38.00 5.6%
Noosa River $40.00 $42.00 5.0% $46.00 $48.00 4.3% $53.00 $55.00 3.8%
Noosa River – Long RV Powered Site $43.00 $44.00 2.3% $50.00 $51.00 2.0% $59.00 $60.00 1.7%
OTHER NOOSA RIVER
Noosa River – tourist unpowered
$46.00 $46.00 0% $53.00 $53.00 0% $61.00 $61.00 0%
camp waterfront
Noosa River -
Tourist unpowered short term budget $30.00 $30.00 0% $30.00 $30.00 0% $30.00 $30.00 0%
site – All Periods
Note: Shoulder season tariffs do not apply for BPCG or NNSCG – but are listed for clarity
Page 38 of 148
Section 39
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Table 2 – Other charges all periods
30 January 2020 to 12 July 2020 Fees and Charges Price Schedule - All periods
Current Proposed Change
Long Term Sites – Storage - Boreen Point $27.00 $27.00 0%
Extra Persons Nightly – Over 5 Years – Boreen Point & Noosa $11.50 $11.50 0%
North Shore Campgrounds
Extra Persons Nightly – Over 5 Years $13.50 $13.50 0%
Extra Vehicles Nightly – if space allows $5.50 $5.50 0%
Public Use of Amenities – Per Day $4.00 $4.00 0%
Group Fee (20 +) – per booking $12.50 $12.50 0%
Late Checkout $16.50 $16.50 0%
Washing Machine Charges $4.00 $5.00 25%
Dryer Charges $2.00 $2.00 0%
Previous Council Consideration
Ordinary Meeting, 21 December 2017, Item 5, Page 9
That Council note the report by the Property Officer to the Services & Organisation Committee
Meeting dated 12 December 2017 and:
A. Set fees and charges for the Noosa Holiday Parks to apply until the end of the July 2019
Queensland school holidays; and
B. Adopt the Proposed General Cost Recovery Fees and Commercial Charges schedule for
Noosa Holiday Parks for the period ending Monday 17 July 2019 as detailed in the tables
contained within the report.
Finance
Holiday Park profits (estimated at $775,000 due to Noosa North Beachfront Campground
projected closure) contribute to Council’s annual operating surplus target, and to ensure Council
complies with Council financial sustainability policy requirements.
Risks & Opportunities
1. Failure to apply the competition neutrality principle via full cost pricing is a breach of the
Local Government Act 2009, and could also potentially result in competitive neutrality
complaints.
2. Failure to extend the tariff period exposes Council to a reduction in forward bookings, which
effects Councils financial returns and ability to forward financial plan.
3. Fees are set to ensure ongoing cost recovery occurs for the Noosa Holiday Parks business
activity.
Page 39 of 148
Section 40
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Director Corporate Services
Property Manager
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer Director X Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 40 of 148
Section 41
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
13 PROPOSAL FOR LIVE VIDEO STREAMING OF COUNCIL MEETINGS
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Council Meetings - General
Attachments 1. Available streaming options
2. Queensland Integrity Commissioner advice
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 11 December 2018 and:
A. Agree to live video stream Council Ordinary Meetings and meetings of the General
Committee using technology identified in option 3 of the report by the Chief Executive Officer,
namely one fixed high definition camera and three omnidirectional microphones at an
approximate cost of $2,100 with that funding to be incorporated into Budget Review 3;
B. Agree to make such recordings available on Council’s website for future viewing in addition
to being live streamed;
C. Note that such recordings are not the final record of the meeting and that the meeting minutes
are the official record of the meeting;
D. Approve the recording of these meetings pursuant to section 38 of Council’s Standing Orders
and request the Chairpersons of those meetings to announce at the beginning of each
meeting that such recording is occurring;
E. Note that for those Ordinary Council meetings that are held in the community twice per year,
depending on the location, live video streaming may not be possible but that recording should
occur and subsequently be published via the Council website;
F. Request the Chief Executive Officer to provide a report to Council after six months to review
the technology and practices of the live video streaming and for Council to determine at that
stage whether the extend the live video streaming technology to the Committee Room and/or
the other committees; and
G. Request the Chief Executive Officer to take such necessary action to implement the live
video streaming as soon as practical.
Page 41 of 148
Section 42
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
REPORT
1. Introduction
At its meeting on 20 September 2018, Council passed the following resolution.
“That Council:
A. Agree to consider options to digitally video and/or voice record, live web stream, and/or
archive online all formal Committee and Council meetings (including meetings of the
Planning and Environment Committee, Services and Organisation Committee, General
Committee, Ordinary Meetings and Special Meetings of Council) and make the live streaming
and recordings available to the public;
B. Request the CEO to investigate and recommend the most cost-effective methodologies for
recording, live web streaming, and/or archiving of all formal Committee and Council
meetings; and to report to Council on this issue including mechanisms to address Council
meetings held offsite twice per year;
C. Note that recordings of meetings or portions of meetings closed to the public pursuant to
Section 275 of the Local Government Regulation 2012 will not be made available to the
public; and
D. Request the CEO to provide his report to Council within 3 months.”
This report is being provided to Council in response to that resolution.
2. Recording, live web stream and/or archiving of formal Council and Committee
meetings
As requested by Council, research has been undertaken into options available for our Council to
consider. This has included contacting a range of Councils across Australia who already provide
live video streaming of their meetings.
In Queensland, a number of Councils already undertake live video streaming of their meetings
using a variety of approaches including:-
Redland Shire Council – this Council advised that one of the reasons they introduced live
video streaming of their meetings was because they have a number of island communities
who cannot easily access Council meetings on the mainland. Further, following a request
for additional information, they have advised that their average number of views is
approximately 105 per week based on their 2018 statistics to date. (Redland Shire has a
population of 154,000).
Central Highlands Regional Council – this Council advised that the dispersed nature of their
communities across a number of different towns was the main reason for them to introduce
live video streaming of their meetings. Further, following a request for additional information,
they have advised that their average number of views is approximately 100 per round of
meetings based on their Ordinary Council meeting and four Committees (approx. 25 views
per meeting). (Central Highlands Shire has a population of 28,000).
Gold Coast City Council – this Council uses an independent contractor to provide their live
video streaming service. It includes a split screen format that enables the agenda to be
shown at the same time as live coverage of the meeting. This is a multi-camera system with
the ability to move and zoom cameras.
Page 42 of 148
Section 43
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Fraser Coast Regional Council – at the time of preparing this report, the CEO was awaiting
details of the average number of viewers for this Council.
Ipswich City Council – this Council decided to introduce live video streaming service several
months ago, just prior to the administrator being appointed. This has subsequently been
actioned by the City Administrator.
Quite a number of Councils across Australia (and in New South Wales and Victoria in particular)
provide live video streaming of Council meetings. On 16 November 2018, the New South Wales
Local Government Minister announced that new provisions are being introduced that will mandate
the live video streaming of Council meetings in that State from November 2019. We have spoken
to a number of interstate councils who undertake live video streaming to gather information about
what has worked and what hasn’t worked based on their experience.
Some of the key learnings from other Councils are:
Good audio is critical. While there are different standards of cameras available that provide
high resolution, low resolution or other types of picture, unless the audio is clear to the viewer,
the live streaming service is not effective. This was an overwhelming message from a large
number of councils - get the audio right, otherwise it is not effective.
Viewer numbers vary. The anecdotal feedback was that when live video streaming is first
introduced, there is a significant uptake of viewers but after a period, it tends to drop off. The
exception is when there is a “hot issue” on the agenda and there are spikes in viewing numbers.
We sought feedback on actual viewer numbers from Redland Shire Council, Central Highlands
Regional Council and Fraser Coast Regional Council and details from two of those Councils
are set out above.
There are a range of technologies and service providers available. From the humble webcam
with a single built in microphone to multiple cameras/split viewing screens managed by
independent service providers. Unsurprisingly, smaller Councils tend to use more basic (and
cheaper) technology while the larger Councils tend to use independent service providers (more
expensive). The range of options is explored further below.
3. Consideration of Options
Council staff have undertaken an analysis of different options available to Council that would be
suitable to our meeting room size and layout. Attachment 1 to this report is a short summary of the
different types of options available. A brief discussion on each of the options is set out below:-
Options 1 and 2 - these are basic WebCam options. Staff have trialled these cameras in our
meeting room with poor results for large meeting type scenarios. WebCams are very helpful for
single or small group discussions but are not as suitable for Council meeting scenarios. These
options are not recommended for further consideration.
Option 3 – this option has one single fixed high definition camera and 3 omni-directional USB
microphones. It is similar to the system being used by Alpine Shire Council however, Alpine Shire
Council have individual microphones. Costs are very reasonable with high video quality. It is
anticipated by our technical staff that a 3 x omnidirectional USB microphone system will provide
good audio coverage for our meeting space.
Option 4 - this option is not available with our current technology until we upgrade Skype for
Business which is scheduled for March 2019. This is currently being used by Central Highlands
Regional Council and works well. Costs are quite reasonable with video quality being good.
Page 43 of 148
Section 44
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Option 5 - this is a single fixed camera managed by an independent service provider (Interstream).
This is currently being used by Mossman City Council. Its advantages are that it allows for
bookmarking of the video to align with items under consideration on the agenda. This enables
viewers who are watching the video at a later point to go directly to the item on the video that may
interest them by clicking on a link to the agenda. Obviously, this also comes at a higher cost.
Option 6 – this is a multiple fixed high definition camera system managed by an independent
service provider (Interstream). Its advantages are that it provides a 4 window screen with 3
cameras showing the Council meeting attendees and the agenda being located in the 4th window.
It also provides for bookmarks similar to option 5. This is the most expensive of the options.
All the options will require additional work from our Council meeting support staff with updating
webpage links, downloading backups etc. This will take approximately an additional one hour of
administrative work per meeting.
The recommendation is to implement option 3. Under that option, a fixed high definition camera
would be installed in the Council Chambers facing along the meeting table and three
omnidirectional USB microphones would be located on the meeting table. The proposed
technology looks like this:
Staff believe that this option will provide the best value for money for Council. Obviously, the key
is to have good audio based on the feedback from other Councils. It is anticipated that the
omnidirectional microphones should work well but if there is any issue with audio quality, we would
need to look at single microphone systems for each speaker which come at a higher cost. Quotes
for a fully wired, fixed microphone system in our Council Chambers indicate costs of up to $11,000
for a 14 station system. We don’t anticipate that will be required but Council should be aware of
that possibility if there is any problem with the audio.
There is also no bookmarking of the video in this option. (Bookmarking in this context allows a
viewer to jump forward to a particular point in the video that correlates to a specific item on the
agenda.)
Special issues for consideration include:
1. Our Council has undertaken two off-site meetings per year since 2014, generally in the
hinterland areas of our Shire. This has been part of our commitment to being accessible to
the community. It is intended that this should continue in the future. Obviously, some of the
locations that we visit to undertake Council Ordinary meetings would not have the facilities
to do a “live stream” of the meeting due to connectivity or broadband issues. In those
instances, the intention would be to record the meeting and subsequently load the file to the
Council’s website at a later date. This would create a similar level of service other than not
being live at the time that the meeting is held. This would of course be subject to the ability
to physically use audio and camera equipment at the (typically) community hall. A portable
camera will be required in those instances and we will need to ensure that we can record the
audio with the portable USB omni-directional microphones.
Page 44 of 148
Section 45
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
2. Confidential sessions - as Council is aware, a local government has the ability to close its
meeting to discuss certain types of matters in confidential session. The types of matters for
which a Council can close its meeting are prescribed in the Local Government Regulation.
The Council is unable to make a decision in confidential session but can discuss the matter
while the meeting is closed to the public. Historically, our Council does not use confidential
sessions on a regular basis, particularly compared to other local governments. (According to
statistics collated by OSCAR, Noosa Shire Council has had 13 confidential sessions between
April 2016 and September 2018. Sunshine Coast Council has had 170 confidential session
in the same period).
However, we will need to make provision for this to occur in those rare circumstances where
we need to have a confidential discussion at a Council or Committee meeting. What will occur
in practice is to have a message that appears on the video screen while the meeting is closed
and also turn off the audio. When the meeting is re-opened, the audio and camera are turned
back on. This is simply an additional process that we would need to go through in those
circumstances where we close the meeting to the public.
3. Council Chambers and/or Committee Room - the recommendation is that in the first instance,
we install live audio streaming equipment only in the Council Chambers until we are confident
that our system works. Currently, Council undertakes its General Committee meeting and
Ordinary Meeting in the Council Chambers. Meetings of the Planning and Environment
Committee, and Services and Organisation Committee are undertaken in Council’s
Committee Room. There are some options available to Council. We could shift the meetings
of the Planning and Environment Committee, and Services and Organisation Committee to
the Council Chambers. Alternatively, we could install additional equipment in the Committee
Room to live video stream meetings being held in that location. The costings in this report do
not include the cost of installing live video streaming equipment in the Committee Room.
That room has different characteristics from the Council Chambers as the meeting table is
not fixed in place and therefore has no easy accessibility to central USB ports for the required
audio equipment.
There are certainly arguments for and against in relation to streaming the Planning and
Environment Committee, and Services and Organisation Committee meetings but on
balance, the recommendation is to live video stream those meetings currently held in the
Council Chambers (the General Committee and Ordinary Meeting) at this stage and then to
revisit the issue in 6 months. At that stage, Council can determine whether or not the system
is working well and whether to either:
(i) Install equivalent technology in the Committee Room to allow live video streaming of
the other Committees;
(ii) Shift the location of the other Committees from the Committee Room to the Council
Chambers; or
(iii) Continue to live video stream only the General Committee and Ordinary Meeting.
4. The role of Council minutes – one of the most important issues for the Council and community
to be aware of is that a video/audio recording of the Council meeting is not the final
record of the meeting. Only the Council meeting minutes are the official record of the
meeting.
Page 45 of 148
Section 46
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
4. Consideration of other issues
There are a range of other issues that arise for consideration in relation to live video streaming of
Council meetings. These are, in no particular order, as follows:
1. Privacy requirements
Council needs to be mindful of the provisions of the Information Privacy Act. This requires
appropriately worded signage to be provided at the entry point to a location where recording
is occurring. This can be addressed relatively simply with an appropriately worded sign at
the entry to the Council Chambers. Council already has similar signage at locations where
we use security cameras. Further, the intention would be to ensure that as far as possible,
the camera is focused on the participants in the meeting and not meeting observers.
2. Archive requirements
We have received advice from the Queensland State Archives in relation to any archive
requirements. If the live video streaming recordings are to be made publically available
(which they proposed to be) than under section 13.6.5 of the Local Government Sector
Retention and Disposal Schedule, the Queensland State Archives requires that such
recordings be retained for 7 years. As a matter of interest, the minutes of the Council Ordinary
Meeting which are the official record of the meeting, are required to be kept in perpetuity.
The live video streaming does not replace the role of the minutes as the official record of the
meeting.
3. Website
It is intended to retain a link to the video recordings on our website, probably in the Council
meetings section. We will identify the best way to include this on our website to enable
residents to view past meetings if they wish to do so.
4. Provisions of Standing Orders
Section 38 of Council’s Standing Orders provides:
38 Audio and video recording of meetings
(1) No person shall operate any electronic or similar image, voice or camera
recording device, during any meeting of the local government or a local
government committee without the prior approval of the Chairperson.
(2) Where recording is approved, the Chairperson shall, before the commencement
of such meeting, or the commencement of such recording, announce to the
members present that such approval has been granted
The Standing Orders envisage that audio and video recordings of Council meetings can be
undertaken and provisions can be put in place to enable that to occur. Indeed, previous
approval has been provided to local media representatives to take an audio recording to
assist them in their roles in gathering quotes etc. Similarly, approval is granted when
television crews attend Council meetings for them to record both audio and video. The
Council decision to undertake its own live video streaming would be in accordance with
section 38 of the Standing Orders. In practice, the Chairperson of any meeting where live
video streaming is occurring should, at the commencement of the meeting, announce the
fact that live video streaming will be taking place.
Page 46 of 148
Section 47
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
5. Concerns by some staff
Some Council staff have expressed concern at the potential for their responses in Council
and Committee meetings to be taken out of context and reproduced online by other parties.
This is particularly the case for those staff who report to Council on regulatory type matters
where there are strongly held contrary views. Our staff are not “public figures” and they value
their privacy. While the current practice is that our Council and Committee meetings can be
audio recorded by the media and staff quoted in the local press as part of that process, some
staff are concerned about their personal identity appearing online in video. This is already
the case for staff who work at other Councils who currently undertake live video streaming
of Council and Committee meetings. At our Council, the intention is to place the camera on
the Chamber roof looking along the meeting table so that those staff who sit at the end of the
table will be facing away from the camera. This should minimise, but not completely
eliminate, some concerns.
6. Advice from the Queensland Integrity Commissioner
Councillor Jurisevic has advised that following the decision by Council in September 2018,
he sought advice from the Queensland Integrity Commissioner on this issue. He provided
the CEO with a copy of the Queensland Integrity Commissioner’s response. The
Queensland Integrity Commissioner has provided a good summary of the potential factors
both in support of and against the proposal. A copy of the full Queensland Integrity
Commissioner response is attached to this report. When providing their response, the
Commissioner requests that if their advice is to be disclosed, it should be disclosed in full.
Before setting out the summary of the potential factors that support or go against the
proposal, it is also worth highlighting again that the proposed live video streaming of meetings
does not and cannot replace the role of Council minutes as the formal record of that meeting.
Set out below is the summary of the potential factors identified by the Queensland Integrity
Commissioner that support or go against the proposal.
“Factors that favour supplementary Automated Recording
• Verbatim recording of Council meetings provides a highly accurate and reliable record
of Council decisions, debate and processes. This enhanced transparency, although
not strictly required, is likely to enhance community trust and faith in public officials and
their decision making.
• There does not appear to be any legal fetter in the LGA or LGR to Council adopting
supplementary Automated Recording and it may in some ways be consistent with the
local government principles and your responsibilities as a Councillor.
• The use of Automated Recording can be relatively unobtrusive and is arguably, unlikely
to cause disruption, contention or hinder a Council meeting or the operations of local
government.
• Automated Recording provides a greater opportunity for public scrutiny of a councillor’s
position on an issue and scrutiny of individual conduct at Council meetings. This in turn
has the potential to enhance the democratic process through greater accountability
and transparency of individual councillor’s actions.
• Automated Recording is in line with growing community expectations for immediate or
fast access to alternative electronic formats, particularly over the internet. Councils that
adopt these means have the potential to be seen as responsive and aligned with
community needs.
• In the event that a Council decision is challenged, Automated Recording might be used
as best evidence of its decisions and deliberations.
Page 47 of 148
Section 48
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Factors against supplementary Automated Recording
• Automated Recording alone would seemingly not satisfy the legal requirements under
the LGA and LGR in relation to the recording of minutes and other mandatory
information.
• Automated Recording could potentially increase legal risks and administrative burden
and thereby increase Council costs. For example, Council would be required to ensure
compliance with public recording keeping law, defamation law, copyright law and
privacy legislation. These risks would be heightened in the case of live streaming or,
where Automated Recording could not be monitored or edited prior to publication.
Council may also require further policy development to mitigate any legal risks and
implement a system of recording.
• Council decisions are collective decisions in which the view of the majority of
Councillors prevails. It is these majority decisions (which are required to be minuted)
that are ultimately of most significance for Council in terms of accountability. This is
highlighted in the legislation by the requirement that local government may only exempt
committees from the requirement to take minutes where it is not making a decision
(section 272(7)).
• Automated Recording could provide incentive for Councillors to raise issues or tailor
their discussion for personal or political advantage. This could cause disruption,
contention or hinder Council meetings or its operations. This in turn has the potential
to lead to disharmony within Council and may effect good governance and public
confidence in decision making, contrary to the local government principles.
• Conversely, conscious of the Automated Recording, Councillors may feel more
inhibited during Council meetings for example, in asking questions or raising issues of
concern. “
Previous Council Consideration
Ordinary Meeting, 20 September 2018, Item 1, Page 4
That Council:
A. Agree to consider options to digitally video and/or voice record, live web stream, and/or
archive online all formal Committee and Council meetings (including meetings of the
Planning and Environment Committee, Services and Organisation Committee, General
Committee, Ordinary Meetings and Special Meetings of Council) and make the live streaming
and recordings available to the public;
B. Request the CEO to investigate and recommend the most cost-effective methodologies for
recording, live web streaming, and/or archiving of all formal Committee and Council
meetings; and to report to Council on this issue including mechanisms to address Council
meetings held offsite twice per year;
C. Note that recordings of meetings or portions of meetings closed to the public pursuant to
Section 275 of the Local Government Regulation 2012 will not be made available to the
public; and
D. Request the CEO to provide his report to Council within 3 months.
Finance
There is no budget provision for this matter as it was not considered as part of the 2018/19 budget
process. If Council wishes to adopt option 3 as recommended, there is a low budget impact which
can be addressed at Budget Review 3. If there are any practical problems with the omnidirectional
microphone approach, a higher cost may be incurred for an individual station microphone system
of approximately $11,000.
Page 48 of 148
Section 49
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Risks & Opportunities
There are a number of risks and opportunities associated with the proposal to live video stream
Council meetings. These include:
1. There is no equivalent of parliamentary privilege for local government. Proceedings in the
State and Commonwealth parliaments have legal protections for participants against
defamation and other legal proceedings. Local governments currently have no such
protection and statements or comments in meetings are subject to the laws of defamation
etc. This has always been the case and the only difference now would be that there is a
clear and concise record of what has been said which will be available for future reference.
Currently, that is not the case.
2. Some of our community may perceive that the video recording of the meeting is the official
record of the meeting. That is not the case. Only the minutes of the meeting are the true
record of the Council decisions.
3. It is possible that Councillors or staff may be quoted out of context based on their debate or
response to questions at a Council meeting. As Councillors would be aware, debates may
flow in a Council meeting with different points of view being put forward. In this social media
age, there is a risk that a comment may be taken out of context with an intent to twist a
comment into something that it was not meant to be. Unfortunately, we live in an age where
this is becoming more frequent.
4. There may be a perception that some will “play to the camera” as part of the meeting process.
Interestingly, the CEO of Central Highlands Regional Council advised that the experience at
their Council is that overall behaviours at Council meetings has improved since the
introduction of live video streaming. He observed a positive difference between those
meetings where live video streaming occurred compared to those where it didn’t.
5. Staff may become more cautious in responding to “on the spot” questions from Councillors
and take such questions on notice to ensure that they are 100% correct before answering. It
may be embarrassing to a staff member to provide an answer that is publicly available on
video if they are not able to check the facts while at a Council meeting. Some staff have also
raised potential concerns about being on public video when they are not public figures. Any
staff members currently attending a Committee meeting are already speaking in front of the
media and any members of the public attending but they are not currently on permanent
video for future viewing by the broader community. The location and direction of the proposed
camera in the Council Chambers may help mitigate some of these concerns.
6. Across Australia, there has been a reported general decline in the level of trust of government
institutions by communities. In Queensland, the trials and tribulations of a number of high
profile local governments (e.g. Ipswich, Logan and Fraser Coast) has certainly eroded
confidence in the local government sector, resulting in the Belcarra report and subsequent
reforms. Anything we can do to engender more trust in local government is to be encouraged
and making meetings available to more people is one way of doing that.
Consultation
External Consultation - Community & Stakeholder
A range of Queensland and interstate Councils who currently undertake live video streaming
of their Council meetings have been contacted.
Queensland State Archives
Queensland Integrity Commissioner (via request from Councillor Jurisevic)
Page 49 of 148
Section 50
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Internal Consultation
ICT Manager
Directors
Meeting support staff
Departments/Sections Consulted:
x Chief Executive Officer x Community Services x Corporate Services
Executive Officer x Director x Director
x Executive Support Community Development Financial Services
Community Facilities x ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
x Executive Services x Environment & Sustainable Development x Infrastructure Services
x Director x Director x Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 50 of 148
Section 51
ATTACHMENT 1
STREAMING OPTIONS
OPTION OPTION 1 OPTION 2 OPTION 3 OPTION 4 OPTION 5 OPTION 6
Basic Basic + archive Intermediate + archive Intermediate + archive High quality+ archive High quality + archive
(low cost option) (low cost option) (mid cost option) (mid cost option) (higher cost option) (higher cost option)
Cameras Desktop Webcam Desktop Webcam Single fixed High Definition Single fixed High Definition Single fixed High Definition Three fixed High Definition
Camera Camera Camera Cameras
Image quality Poor. Faces undiscernible. Poor. Faces undiscernible. High. Faces discernible High. Faces discernible High. Faces discernible High. Faces easily discernible
possibly not all participants possibly not all participants possibly not all participants
visible. visible. visible.
Audio Desktop Webcam Desktop Webcam Fixed or portable microphone Fixed or portable microphones Multiple fixed microphones Multiple fixed microphones
(omnidirectional USB
microphones on table)
Audio quality Poor Poor High quality High quality Excellent quality with limited Excellent quality with limited
background noise background noise
Fixed/ portable Portable Portable Fixed Fixed or Portable (with much Fixed or portable (with much Fixed
setup and good Internet) setup and good Internet)
Streaming platform YouTube with OBS software YouTube with OBS software YouTube with Axis software Skype for Business Interstream Interstream
Ability to archive Via Youtube Via YouTube publishing and Via YouTube publishing and Manual updating of links on a Via Interstream Via Interstream
manual updating of links on a manual updating of links on a website page. Manual
website page. Manual website page. Manual download of backup.
download of backup. download of backup.
Ability to bookmark agenda No No No No Managed by Interstream Managed by Interstream
items
Bandwidth issues None None None None Manageable on NBN Manageable on NBN
Technical support Internal ICT Internal ICT Internal ICT Internal ICT Managed by Interstream Managed by Interstream
Ongoing staff workload Setting up livestreaming Setting up livestreaming Updating webpage links. Updating webpage links. Low. Bookmarks, website and Low. Bookmarks, website and
(meeting staff and ICT) archives provided by archives provided by
Updating webpage links. Updating webpage links. Downloading backups. Downloading backups.
Intersteam. Fixed infrastructure. Intersteam. Fixed infrastructure.
Approximately 45 minutes per Downloading backups. Approximately 1 hour per Approximately 1 hour per
meeting. meeting. meeting.
Approximately 1 hour per
meeting.
Other No agenda displayed. No agenda displayed. No agenda displayed. Only possible after Skype for No agenda displayed. A four window screen with
Business upgrade in March three cameras showing
2019. attendees and the agenda
No agenda displayed. shown on the forth window.
Example Council Not used by Councils for Not used by Councils for https://tinyurl.com/y6wxhbxp https://tinyurl.com/y9f7huyc https://tinyurl.com/yc2aodhd https://tinyurl.com/y8cr7gvm
meetings meetings
Approx set up cost $200 $200 $2,100 $7,300 $22,000 $32,000
(per room)
Approx ongoing cost Staff time Staff time Staff time Staff time $1,260 per month $1,260 per month
(per room)
Page 51 of 148
Section 52
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 2
Page 52 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 2
Kj y , Queensland
AB Integrity Commissioner
Our ref: TF/18/11793
PRIVATE AND
10 October 2018
Councillor Joe Jurisevic
Noosa Council
By email
Dear Councillor Jurisevic,
I refer to your request for advice received by the office of the Integrity Commissioner, Dr Nikola
Stepanov, on Tuesday, 18 September 2018 about recording proceedings of Noosa Council (Council)
meetings.
Iam currently the Acting Integrity Commissioner.
As a Queensland councillor you are a designated person under section 12(1)(h) of the Integrity Act 2009
(Qld) (the Act), and I am required to provide the advice you seek. In so doing I am not able to provide
you with legal advice, however, under section 21(3) of the Act I must have regard to any relevant codes
or standards in providing advice to you.
I draw to your attention your obligation under section 15(4) of the Act to disclose to me all information
relevant to an ethics or integrity issue. Any omission to provide information, whether intentional or
not, can directly and significantly affect and alter the advice I provide to you.
For your information, this advice is set out as follows:
1. Facts of situation as provided by you
2. Relevant standards
3. Discussion of issues, and
4. Summary of advice.
Page 52 of 148Section 53
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Page 53 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
=
Queensland
Integrity Commissioner
1, Facts of situation as provided by you
You said:
‘In light of the current challenges being faced by some Councils and the Belcarra Review, most of the
matters for review with regards to the Integrity of Councils appear to be related to disclosure of conflicts
of interest of Councillors and staff in relation to matters that they deal with. This appears the primary
focus of changes in legislation to date. What I am wondering is, if any matters before you have suggested
that Council’s needed to review the method of recording of minutes of meetings or if the subject of a
Hansard style documenting or audio or video recording of Council Meetings had been part of any
discussions or rulings regarding transparency and Integrity of a Council's decision making and meeting
process?’
2. Relevant Standards
e Local Government Act 2009 (Qld) (LGA) sections 4, 12 and 175]
¢ Local Government Regulation 2012 (LGR) sections 272 and 273
e¢ Department of Local Government Racing and Multicultural Affairs’ (DLGRMA) guide,
‘Making the most of council meetings — a resource for local governments’ ! (DLGRMA council
meetings guide).
The particular sections considered in my advice are attached.
3. Discussion of issues
You have asked whether any matters have come before the Integrity Commissioner which have
suggested that councils need to review the method of recording council meetings.
The conduct of Council meetings, the recording of Council decisions and Council meeting processes
essentially involve either legal questions under the LGA and LGR or policy questions for Council to
determine. While secrecy provisions under the Act? prevent the Integrity Commissioner and myself
from disclosing information about advice provided to another person, I am however, able to
provide the following observations to guide you through the issues you have raised.
Obligations and purpose of meetings minutes
The LGA and LGR provide mandatory requirements in relation to Council meeting minutes:
° Section 272 of the LGR provides that the CEO must ensure minutes are taken of council
meetings which record the names of councillors present and how each councillor voted on
each division called.
° Section 272(4) of the LGA requires a copy of the minutes of each meeting to be made
available to the public at council’s offices and (within ten days) on its website.
thhtte www dlgema.gld gov au/resources/guideline/local-government/making. the-most-of council mestings pdi](May 2018)
2 Chapter 3, Part 4 including section 24
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° Section 273 of the LGR provid irements for minutes where council does not
adopt a recommendation or advi ed by an ‘advisor’ and section 175] of the LGA
sets out the recording requiremen a councillor’s material personal interests and
conflicts of interests at meetings.
DLGRMA’s council meetings guide notes that, ‘Council meetings are the most visible activity of the work of
local governments and their principal decision-making forum...’ It also notes that, ‘Agendas, minutes and
the actual decisions of councils are arguably the most important records of local governments. Well prepared
agendas, orderly meetings and minutes that accurately reflect the proceedings of councils lead to an effective,
efficient and accountable system of local government and ensure that the:
¢ =Council has acted within its authority under the LGA09.
¢ Council's decision making process is properly documented, transparent and accountable.
The conduct of open, public and fair local government meetings is also important in helping comply with the
local government principles under section 4(2) of the LGAO9."4
However, more specifically DLGRMA’s council meetings guide also states that®, ‘The minutes do not need
to be a verbatim transcript of proceedings and there is no legal requirements to have a full transcript or even a
summary of councillor’s statements unless the council resolves that this should occur. The requirement is that
local government resolutions are clear.
The minutes of each meeting need to be:
¢ an accurate historical recording of the decisions made at the meeting in questions
© concisely written in a consistent, readable format
e = Made available to the public.’
In addition to legislative requirements, it is in the public interest that accurate, concise and readable
minutes of Council meetings are available to the public.
Other methods of recording meetings
In my view, producing and publishing audio or visual recordings or verbatim transcripts (Automated
Recording) is not a substitute for Council minutes of meetings. Even if it was legally permissible (which
is far from clear) it is not in the public interest that minutes are replaced by any method that requires
greater time, resources or other investment by the public.
However, the requirement to take and publish minutes does not, in my view, preclude Council’s use
of Automated Recording, to serve any ancillary purpose in the public interest. Council must also set
consistent workable standards, in the public interest that are, ‘rational justifiable and transparent’®, in
relation its meeting processes. This includes any recording of Council minutes. Ultimately, Council
should strike a balance between the benefits of enhanced transparency and the need to ensure a
workable environment for Council and its staff without undue administrative burden.
3 DLGRMA’s council meetings guide. Paragraph 1.1, page 5
4 DLGRMA’s council meetings guide. Paragraph 1.3, page 6
> DLGRMA’s council meetings guide. Paragraph 8.0, page 24
© DLGRMA’s council meetings guide. Paragraph 1.2, page 5
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I consider that councillors due to their local k d understanding of the issues, are best placed
to decide what course of action is in the pu t. Factors relevant to any consideration as to
whether Council should also implement Autom: ording, include the following:
Factors that favour supplementary Automated Recording
° Verbatim recording of Council meetings provides a highly accurate and reliable record of
Council decisions, debate and processes. This enhanced transparency, although not
strictly required, is likely to enhance community trust and faith in public officials and their
decision making.
° There does not appear to be any legal fetter in the LGA or LGR to Council adopting
supplementary Automated Recording and it may in some ways be consistent with the
local government principles and your responsibilities as a Councillor.
° The use of Automated Recording can be relatively unobtrusive and is arguably, unlikely
to cause disruption, contention or hinder a Council meeting or the operations of local
government.
° Automated Recording provides a greater opportunity for public scrutiny of a councillor’s
position on an issue and scrutiny of individual conduct at Council meetings. This in turn
has the potential to enhance the democratic process through greater accountability and
transparency of individual councillor’s actions.
° Automated Recording is in line with growing community expectations for immediate or
fast access to alternative electronic formats, particularly over the internet. Councils that
adopt these means have the potential to be seen as responsive and aligned with
community needs.
° In the event that a Council decision is challenged, Automated Recording might be used as
best evidence of its decisions and deliberations.
Factors against supplementary Automated Recordin;
° Automated Recording alone would seemingly not satisfy the legal requirements under the
LGA and LGR in relation to the recording of minutes and other mandatory information.
° Automated Recording could potentially increase legal risks and administrative burden
and thereby increase Council costs. For example, Council would be required to ensure
compliance with public recording keeping law, defamation law, copyright law and
privacy legislation. These risks would be heightened in the case of live streaming or, where
Automated Recording could not be monitored or edited prior to publication. Council may
also require further policy development to mitigate any legal risks and implement a
system of recording.
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° Council decisions are collective which the view of the majority of Councillors
prevails. It is these majority d hich are required to be minuted) that are
ultimately of most significance for in terms of accountability. This is highlighted
in the legislation by the requirement t cal government may only exempt committees
from the requirement to take minutes where it is not making a decision (section 272(7)).
° Automated Recording could provide incentive for Councillors to raise issues or tailor their
discussion for personal or political advantage. This could cause disruption, contention or
hinder Council meetings or its operations. This in turn has the potential to lead to
disharmony within Council and may effect good governance and public confidence in
decision making, contrary to the local government principles.
° Conversely, conscious of the Automated Recording, Councillors may feel more inhibited
during Council meetings for example, in asking questions or raising issues of concern.
The above is not an exhaustive list, and other public interest considerations are likely to emerge
through constructive debate by Council.
4. Summary
Transparency and accountability in relation to Council’s decisions is of the highest importance and
Council meetings and processes play a critical role in that regard. In seeking the advice, you have
clearly turned your mind to this important issue.
Whether the Automated Recording of Council meetings is in the public interest is a matter Councillors
are best placed to decide. However, I have listed some relevant factors for consideration.
Under section 27 of the Integrity Act 2009 (Qld), you may disclose this letter as you see fit. However, in
the interests of transparency, and so that Council can give fulsome consideration to this matter, should
you choose to disclose this advice I would strongly urge you to disclose it in full.
Yours sincerely,
Mr Mark Glen
ACTING QUEENSLAND INTEGRITY COMMISSIONER
W. https://www.integrity.qld.gov.au
integrity. commissionertintegiy cana
M. +61 428 233 630
Note: The Right to Information Act 2009 (Qld) does not apply to this document and the enquiry to which
it responds — Right to Information Act 2009 (Qld), schedule 1, section 6.
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Attachment — Relevant Standards
Local Government Act 2009 (Qld) (LGA):
Local government principles
Councillors are required to act in a way that is consistent with the ‘local government principles’ as defined
under section 4 of the Local Government Act 2009 (Qld) (the LGA):
a Local government principles underpin this Act
(1) Toensure the system of local government is accountable, effective, efficient and sustainable,
Parliament requires—
(a) anyone who is performing a responsibility under this Act to do so in accordance with
the local government principles; and
(b) any action that is taken under this Act to be taken in a way that —
(i) is consistent with the local government principles; and
(ii) provides results that are consistent with the local government principles, in
as far as the results are within the control of the person who is taking the
action.
(2) The local government principles are—
(a) transparent and effective processes, and decision-making in the public
interest; and
(b) sustainable development and management of assets and infrastructure, and delivery
of effective services; and
(c) | democratic representation, social inclusion _and_ meaningful community
engagement; and
(d) good governance of, and by, local government; and
(e) ethical and legal behaviour of councillors and local government employees.
[Emphasis Added]
Councillor responsibilities
Councillors’ responsibilities are set out in section 12 of the LGA:
12 Responsibilities of councillors
(1) A councillor must represent the current and future interests of the residents of the local
government area.
(2) All councillors of a local government have the same responsibilities, but the mayor has some
extra responsibilities.
(3) All councillors have the following responsibilities —
(a) ensuring the local government —
(i) _ discharges its responsibilities under this Act; and
(ii) achieves its corporate plan; and
(iii) complies with all laws that apply to local governments;
(b) providing high quality leadership to the local government and the community;
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(c) participating in cou s, policy development, and decision-making, for the
benefit of the local gov ea;
(da) being accountable to the ity for the local government's performance.
[Emphasis added]
Recording of material personal interests and conflicts of interests at meetings
The requirements for minutes relating to a material personal interests and conflicts of interests at
meetings are set out in section 175] of the LGA.
175] Records about material personal interests and conflicts of interests at meetings
(1) If section 175C applies to a matter to be discussed at a meeting of the local government or
any of its committees, the following information must be recorded in the minutes of the
meeting and on the local government's website —
(a) the name of the councillor who has a material personal interest in the matter;
(b) the material personal interest, including the particulars mentioned in section 175C
(2)(a) as described by the councillor;
(c) whether the councillor participated in the meeting, or was present during the
meeting, under an approval under section 175F .
(2) If section 175E applies to a matter to be discussed at a meeting of the local government or
any of its committees, the following must be recorded in the minutes of the meeting and on
the local government's website —
(a) the name of the councillor who has a real conflict of interest or perceived conflict of
interest in the matter;
(b) the councillor’s personal interests in the matter, including the particulars mentioned
in section 175E (2) as described by the councillor;
(c) the decisions made under section 175E (4) and the reasons for the decisions;
(d) whether the councillor participated in the meeting, or was present during the
meeting, under an approval under section 175F ;
(e) if the councillor voted on the matter —how the councillor voted on the matter;
(f) how the majority of councillors who were entitled to vote at the meeting voted on the
Local Government Regulation 2012 (LGR)
Meeting Requirements
Section 272 of the LGR deals with the mandatory requirements in relation to council minutes of
meetings:
272 Minutes
(1) The chief executive officer must ensure minutes of each meeting of a local government are
taken under the supervision of the person presiding at the meeting.
(2) Minutes of each meeting must include—
(a) the names of councillors or committee members present at the meeting, and
(b) ifa division is called on a question—the names of all persons voting on the
question and how they voted.
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(3) At each meeting, the minute ious meeting must be—
(a) confirmed by the cou ommittee members present; and
(b) signed by the person p t the later meeting.
(4) Acopy of the minutes of each =
(a) must be available for inspection by the public, at a local government's public
office and onits website, within 10 days after the end of the meeting; and
(b) when the minutes have been confirmed—must be available for purchase at
the local government’s public office.
(5) — The price for purchasing the minutes must not be more than —
(a) the cost to the local government of having the copy printed and made available for
purchase; and
(b) if the copy is supplied to a purchaser by post —the cost of postage.
(6) This section does not apply to a committee which a local government has, by resolution,
exempted from the requirement to take minutes of its proceedings.
(2 =A _local government may only exempt a committee under subsection (6) if the
committee’s only function is to advise, or otherwise make a recommendation to,
the local government.
(8) Also, acommittee which has been exempted under subsection (6) must give the local
government _a_written report of its deliberations and its advice or
recommendations.
[Emphasis added]
Recording of Decisions
Section 273 of the LGR provides for recording of reasons for particular decisions as follows:
273 Recording of reasons for particular decisions
(1) This section applies if a decision made at a meeting is inconsistent with a recommendation
or advice given to the local government by an advisor of the local government and either or
both of the following apply to the decision—
(a) the decision is about entering into a contract the total value of which
is more than the greater of the following —
(i) $200,000 exclusive of GST;
(ii) 1% of the local government's net rate and utility
charges as stated in the local government's audited
financial statements included in the local
government's most recently adopted
annual report;
(b) the decision is inconsistent with—
(i) the policy or approach ordinarily followed by the local
government for the type of decision; or
(ii) a policy previously adopted by the local government
by resolution, whether or not as required by the Act,
and still in force.
Examples of decisions to which this section might apply —
° the grant of a licence, permit or approval,
however named, under an Act or local
law
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the grant of a concession, rebate or
waiver in relation to an amount owed to
the local government
the disposal of land or a non-current
asset
(2) An advisor, of a local government, is a person —
(a) who is an employee of the local government or is otherwise engaged
to provide services to the local government; and
(b) whose duties include giving a recommendation or advice.
(3) The chief executive officer must ensure the minutes of the meeting
include a statement of the reasons for not adopting the
recommendation or advice.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
14 AUSTRALIAN TOURISM COUNCILS ADVOCACY GROUP
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Sustainable Tourism
Attachments 1. ATCAG Fact Sheet
EXECUTIVE SUMMARY
Nil
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 11 December 2018 and:
A. Agree to join the Australian Tourism Councils Advocacy Group at a cost of $1,000 with
funding to be sourced from existing budgets; and
B. Review Council’s membership of that Group after 12 months.
REPORT
1. Background
In December 2017, the Mayor attended an informal meeting of local governments in Sydney who
were interested in the issue of tourism. Around 30 Councils attended that meeting, mainly from
New South Wales. The purpose of the meeting was to explore whether there were benefits in
establishing an advocacy group for those local governments that have specific issues related to
tourism in their shires.
The meeting identified a range of issues that were typically being faced by local governments in
high tourism areas including:
1. Funding for public infrastructure;
2. Transport; and
3. Short Term Accommodation (interestingly, different Councils identified either not enough or
too much short-term accommodation).
Other issues identified included the impacts of tourism on local communities, problems with camper
vans, misalignment of State government policies with local tourism issues, conflicts between
residents and visitors in terms of amenity etc.
There was some discussion about whether or not the common issues being faced by those local
governments in high tourism areas could be addressed through existing local government
organisations (e.g. the Australian Coastal Councils Association Inc) or whether there was a need
to establish a separate organisation that would advocate on behalf of Councils facing issues
associated with tourism.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Byron Shire Council agreed to take the lead on identifying the next steps and their Mayor, Cr
Richardson identified that he thought that there would be benefit for a collegiate group of Councils
to join together who could be a strong voice for local governments facing issues associated with
tourism.
2. Joining the Australian Tourism Councils Advocacy Group
Noosa Council has recently received correspondence from Byron Shire Council requesting our
Council to join a proposed Australian Tourism Councils Advocacy Group (ATCAG) that will be
auspiced by Byron Shire Council.
A copy of the fact sheet for the proposed ATCAG Group is provided as Attachment 1 to this report.
As can be seen from their proposal, there are four main issues that the group proposed to focus
on:
1. Tourism impacts on infrastructure;
2. Lack of public transport;
3. Increases to holiday and short-term rentals and their impacts; and
4. Creating sustainable tourism opportunities and Agritourism.
The recommendation in this report is to join ATCAG as an initial member and to monitor how it
progresses. If it is successful, there is probably some benefit to our Council in being part of an
Australian wide group of local governments who are dealing with similar tourism issues. We would
have the opportunity to learn about how other Councils are managing these issues and have a
collective voice if any lobbying of government is required. One of the challenges of course, is that
tourism issues are different from State to State and from Council to Council.
Nevertheless, for a relatively low investment, we can join ATCAG and monitor whether it is
successful in its aims.
Previous Council Consideration
Nil.
Finance
There is a proposed cost of $1,000 to join the group (annual amount). Membership is on a calendar
year basis and would commence from 1 January 2019. This membership fee was not budgeted as
the request was only received recently. The cost will be absorbed into existing budgets. If the
group proposes any research or a communication campaign, any costs would need to be covered
by members provided that a majority of members approve any such costs.
Risks & Opportunities
There are three key issues to be considered in terms of risks. Firstly, will ATCAG be successful?
The issues facing Councils across Australia who are impacted by tourism are many and varied. It
may be difficult to find common ground. For example, some local governments are in declining
tourism markets and seeking to focus on improved marketing and opportunities. Others are facing
overcrowding from too many tourists.
Secondly, many of the issues that have been identified need to be addressed at a State
government level. With a majority of members likely to be from New South Wales, there may be
some risk that there is too much focus on advocacy to the New South Wales State government.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Thirdly, the proposed ATCAG will be managed by Byron Shire Council and much of its success
will be dependent upon the effectiveness of that Council in bringing together different perspectives
and driving a common agenda. ATCAG will not, at this stage, be a separate incorporated
association but rather, be managed out of Byron Shire Council with membership fees going
towards secretariat costs.
Given that there is a relatively low membership cost, it may be beneficial in joining to have a “seat
at the table” and to continue our membership if ATCAG makes good progress. Obviously, if it
doesn’t, we can withdraw our membership after an appropriate period. Similarly, we can withdraw
our membership if there is any request for a cost contribution that we do not agree with.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Mayor Wellington
Departments/Sections Consulted:
x Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
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ATTACHMENT 1
~ ° . “1
Wwe Australian Tourism Council’s Advocacy
A =~ _—« Group (ATCAG)
ms
ZF on? FACT SHEET
or
Introduction
When it comes to managing tourism, LGA’s across Australia share many of the same challenges
including growth of holiday letting, peak season traffic and congestion, and impacts on our
infrastructure. These challenges impact on achieving manageable visitor numbers across
destinations, by way of declining visitation or over popularity.
We know that we can be more effective at engaging State and Federal Government and receiving
support by working together and advocating with one voice. When councils band together, we speak
with a louder voice and our proposed solutions can be easier to hear and harder to ignore.
By sharing information, knowledge and experience, councils can learn from each other to build
resilience for communities in tourist destinations.
Background
In December 2017, over 50 councils took part in an initial meeting to consider the many and varied
challenges facing LGA’s as a consequence of tourism and its impacts. The meeting presented many
challenges and a follow-up survey was used to establish the top four issues councils shared (see
below). It was proposed that an advocacy group be established to lobby governments to address the
critical issues faced by the broader group of councils Australia wide.
About the group
Based on the survey results and meeting, the preference is an action based group with a focus on
research and advocacy. An overarching group, chaired by Byron Shire Mayor Simon Richardson, will
provide a coordination and support role for the working groups, governed by a Terms of Reference
to be agreed upon during the ATCAG’s meeting.
The ATCAG will meet bi-annually and all member councils will be invited to attend these meetings.
Working groups will be established and a chair and secretary will be nominated for each working
group at the first meeting of ATCAG.
Working groups will comprise of elected members, CEO’s or a combination.
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The issues
These four issues will form the basis of the working groups to action:
1. Tourism impacts on infrastructure
Road, water, waste, toilets, beaches, tourist attractions and Crown land transfers, loss of national
parks tourism.
2. Lack of Public Transport
Inland and regional tourist destinations facing declining visitor numbers that they say are linked to
reduced bus and train services.
3. Increases to holiday and short-term rentals and impacts
Airbnb, holiday letting, impacts on affordable housing for local communities, conflicts on housing
and issues-affordability, between residents and visitors.
4. Creating sustainable tourism opportunities and Agritourism
Looking at opportunities and current regulations/restrictions in place and work with operators and
government to develop Agritourism.
Joining Investment
Byron Shire Council is delighted to offer initial administration and financial support for the inaugural
meeting. In order to achieve its goals, the group will need to raise funds to cover administration and
communication costs.
The Annual Investment will be: $1,100 (inc. GST) initial] membership charge, per Council, per year
with an ongoing amount to be determined by the group. The membership period is calendar year
and commences on 1 January 2019.
lf the working group commissions research or undertake a communications campaign, those costs
will need to be covered by working group member councils and with support from the majority of
participating working group members.
Join ATCAG
For more information, or to join, contact:
Gail Fuller
Tourism Officer
Phone: 0447 602 890
Email: [email protected]
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
15 LOCAL GOVERNMENT LEGISLATIVE REFORM
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Services Department
Index ECM/ Subject/ Corporate Governance & Subject/ Legislation
Attachments 1. Summary of Legislative Changes
2. Model Meeting Procedures
3. Updated Standing Orders
4. Councillor Code of Conduct
5. Investigation Policy
EXECUTIVE SUMMARY
This report provides an update on the legislative changes relating to local government governance
in Queensland. It confirms Council’s commitment and support of changes that aim to improve the
performance and accountability of local governments across the State. It proposes (for adoption)
a new Councillor Code of Conduct (as prescribed by the State Government), Model Meeting
Procedures and the update of Noosa Council’s Standing Orders 2014, and an Investigation Policy
for Councillor Complaints.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation Committee
Meeting dated 11 December 2018 and:
A. Adopt the Model Meeting Procedures provided at Attachment 2 to the report;
B. Adopt the updated Standing Orders for Noosa Shire Council 2014 (provided at Attachment
3 to the report) to remove any inconsistencies with the new Model Meeting Procedures;
C. Note that the CEO will undertake a comprehensive review of the Model Meeting Procedures
and Noosa Shire Council Standing Orders 2014 in early 2019;
D. Repeal the current Noosa Council Councillor Code of Conduct to be superseded by the
Councillor Code of Conduct prescribed by the Department of Local Government, Racing and
Multicultural Affairs provided at Attachment 4 to the report;
E. Agree that each Councillor will sign a declaration to abide by the new Councillor Code of
Conduct at all times; and
F. Adopt the Investigation Policy provided at Attachment 5.
REPORT
1. Background of Legislative Reform
On 17 May 2018, the Queensland Parliament passed the following pieces of legislation to improve
Queensland local government integrity and accountability:
Local Government Electoral (Implementing Stage 1 of Belcarra) and Other Legislative
Amendment Act 2018; and
Local Government (Councillor Complaints) and Other Legislative Amendment Act 2018.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
The purpose of the Local Government Electoral (Implementing Stage 1 of Belcarra) and Other
Legislative Amendment Act 2018 is to enhance the integrity of the system of local government by:
Implementing the Queensland Government’s response to 5 of 31 recommendations of the
Crime and Corruption Commission Report ‘Operation Belcarra: A blueprint for integrity and
addressing corruption risk in local government’;
Providing for automatic suspension of Councillors charged with a disqualifying offence; and
Providing additional powers for State intervention if it is in the public interest.
The purpose of the Local Government (Councillor Complaints) and Other Legislative Amendment
Act 2018 is to implement the Queensland Government’s response to the Independent Councillor
Complaints Review Panel’s Report ‘Councillor Complaints Review: A fair, effective and efficient
framework’ to provide a simpler, more streamlined system for making, investigating and
determining complaints about Councillor Conduct in Queensland.
The Independent Councillor Complaints Review was initiated in response to concerns raised about
the effectiveness of the current framework, including the role of Local Government Chief Executive
Officers in assessing complaints, the inability to seek review of decisions and the need to ensure
better natural justice for all parties.
A summary of the salient points of the legislative changes is provided in Attachment 1.
2. Adoption of Model Meeting Procedures to facilitate new requirements
There are number of mandatory procedural changes that relate to local government meetings as
a result of the legislative amendments outlined in this report.
To facilitate these procedural changes, the Department of Local Government, Racing and
Multicultural Affairs has developed example Model Meeting Procedures for Councils. These
procedures focus on processes associated with unsuitable meeting conduct by a Councillor, the
process for dealing with suspected inappropriate conduct referred to the Council and processes
associated with material personal interests, conflicts of interest and closing Council meetings.
The Model Meeting Procedures for adoption are provided at Attachment 2.
3. Noosa Council Standing Orders 2014 and upcoming review
Council’s Chief Executive Officer has advised that a comprehensive review of Noosa Council’s
Standing Orders 2014 will be undertaken in collaboration with Councillors in early 2019. This
review will include an assessment of the example Standing Orders for local government recently
developed by the Department of Local Government, Racing and Multicultural Affairs.
In the interim, to avoid any potential inconsistencies between the new Model Meeting Procedures
proposed for adoption and the current Noosa Shire Council Standing Orders 2014, section 31 -
‘Acts of disorder by members of the local government or a committee’ has been removed. The
relevant changes are shown in revision mode in Attachment 3.
4. Code of Conduct
Pursuant to section 150D of the Local Government Act 2009, the Minister for Local Government
must make a Code of Conduct stating the standards of behaviour for Councillors in the
performance of their responsibilities as Councillors. A copy of the new Code of Conduct is provided
at Attachment 4.
Page 67 of 148
Section 68
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Whilst some Councils like Noosa already had a Councillor Code of Conduct, the Complaints
Review identified that some Councils did not and that there was a need for a uniform, standard
mandatory Code.
The Code of Conduct was developed by the Local Government Liaison Group, which includes
senior officers from the Department of Local Government, Racing and Multicultural Affairs, and
representatives from the Crime and Corruption Commission, the Queensland Ombudsman, the
Auditor-General, the Integrity Commissioner, the Local Government Association of Queensland
and the Local Government Managers Association.
The Code of Conduct is based on the following five Local Government Principles:
1. Transparent and effective processes, and decision making in the public interest;
2. Democratic representation social inclusion and meaningful community engagement;
3. Sustainable development and management of assets and infrastructure and delivery of
effective service;
4. Good governance of and by local government; and
5. Ethical and legal behaviour of Councillors and local government.
Contraventions of the Code of Conduct
The new Code has four categories of conduct. Figure 1 outlines the four categories and how
Council must deal with each of them.
Figure 1: Types of Conduct under the new Code
The Code provided at Attachment 4 defines and sets out the process for dealing with the above
conduct if it arises.
Declaration to abide by the Code of Conduct
Pursuant to section 169 of the Local Government Act 2009, before assuming office, all Councillors
are required to make declaration of office. As part of that declaration moving forward, Councillors
must declare that they will abide by the new Code.
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Section 69
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
As the new Code was not in place at the time this Council took office, it is recommended that
Council formally agree that all Councillors agree to sign a declaration that they will abide by, and
act in accordance with the new Code.
5. Councillor Complaints-Local Government Investigations Policy
Previously, complaints about Councillor conduct or performance could be made to, and depending
on the nature of the complaint, assessed by the Department’s Chief Executive, the Mayor or the
Council CEO. The review identified that this scenario gave rise to clear conflicts of interest
particularly for Council CEO’s.
Accordingly, the review recommended, and the State Government has now established, a new
Independent Assessor, which will take effect from 3 December 2018.
The role of the new Independent Assessor is to:
Investigate and deal with conduct of Councillors where it is alleged or suspected to be
inappropriate conduct, misconduct or, when referred to the Independent Assessor by the CCC
as corrupt conduct;
Provide advice, training and information about alleged or suspected inappropriate conduct,
misconduct or corrupt conduct;
Prosecute misconduct offences via the newly established Council Conduct Tribunal; and
Investigate other matters decided by the Minister.
The Councillor Complaints Management Process for the Independent Assessor involves:
Receiving complaints from the public, government entities, Councils, and local government
officials;
Assessing the complaint and determining the conduct category, if it should be dismissed or if
no further action should be taken;
Initiating its own investigation if inappropriate or misconduct is suspected;
Acting on the assessment by referring the inappropriate conduct back to local government,
following through on prosecutions for misconduct with the new Councillor Conduct Tribunal,
and dealing with frivolous and improper complaints; and
Reviews or appeals of the Councillor Conduct Tribunal decisions through the Queensland Civil
and Administrative Tribunal.
If the Independent Assessor reasonably suspects that a Councillor has engaged in inappropriate
conduct, the matter can be referred to the local government to be dealt with.
It is now a requirement for local governments to adopt an Investigation Policy to deal with
suspected inappropriate conduct referred by the Independent Assessor and publish the Policy on
its website.
The Investigation Policy provided at Attachment 5 is based on the Department’s example policy.
6. Councillor Training and Implementation
This is undoubtedly the most significant reform of local government legislation in recent times.
Significant work has been undertaken and will continue to be undertaken by the Department of
Local Government, Racing and Multicultural Affairs to assist local governments effectively
implement these changes.
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Section 70
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
On Friday 16 November 2018, all Councillors, the CEO, Director of Executive Services, Executive
Assistant to the CEO, Executive Assistant to the Mayor and the Governance Advisor attended a
full day workshop on the legislative reforms.
Previous Council Consideration
Council has previously considered the legislative reforms and procedural implications as follows:
Regular updates to the Audit and Risk Committee by way of discussion item;
Councillor workshops;
Workshop with the Queensland Integrity Commissioner; and
Department of Local Government, Racing and Multicultural Affairs Integrity Training.
Finance
With respect to financial implications, any future matters investigated by the Independent Assessor
and any costs incurred by the Department relating to a Councillor Conduct Tribunal matter will be
charged back to Council.
Risks & Opportunities
There is a great opportunity for local government in Queensland as a whole to ensure that these
legislative amendments are appropriately implemented in each local government to improve the
reputation and trust in local government across the State.
As an organisation and Council, failing to comply with the new legislative requirements and
ensuring that mechanisms are in place to best support that compliance, would expose Council to
reputational damage and could lead to distrust of Council within the community.
From an individual Councillor perspective, failing to comply with the integrity related provisions
include significant individual financial penalties, disqualification from being a Councillor and
potential imprisonment.
Consultation
External Consultation - Community & Stakeholder
Department of Local Government, Racing, and Multicultural Affairs, Local Government Association
of Queensland, and Local Government Managers Association.
Internal Consultation
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer X Director X Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
X Director X Director X Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 70 of 148
Section 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
ATTACHMENT 1
SUMMARY OF LEGISLATIVE CHANGES
1. Local Government Electoral (Implementing Stage 1 of Belcarra) and Other Legislative
Amendment Act 2018
Outlined below is an overview of the salient features of the legislative amendments relating to
operation Belcarra.
Prohibited Donations
To implement recommendation 20 of the Belcarra report, amendments have been made to the Electoral
Act 1992 and the Local Government Electoral Act 2011 to prohibit the making of political donations by
property developers to candidates, groups of candidates, third parties, political parties, Councillors and
Members of State Parliament.
A prohibited donor is defined as a property developer and any industry representative organisation whose
members are mainly property developers. Each of the following is a property developer as defined by the
Act:
A corporation engaged in the business that regularly involves the making of relevant planning
applications by or on behalf of a corporation in connection with the residential or commercial
development land and with the ultimate purpose of the sale or lease of land for profit; and
A close associate of a corporation referred to above.
The prohibitions on donations apply from 12 October 2017. Prohibited donations made on or after that
date need to be repaid to the donor within 30 days of the commencement of the Local Government
Electoral (Implementing Stage 1 of Belcarra) and Other Legislative Amendment Act 2018, which was 21
May 2018.
A person who does not comply with a prohibition about political donations may be guilty of an offence with
a maximum penalty of 400 penalty units or 2 years imprisonment.
Material Personal Interest and Conflict of Interest
Material Personal Interest
Section 175B(1) of the Local Government Act 2009 provides that a Councillor has a material personal
interest in a matter if any of the following stand to gain or benefit, or suffer a loss, (either directly or
indirectly) depending on the outcome of consideration of the matter –
(a) the Councillor;
(b) a spouse of the Councillor;
(c) a parent, child or sibling of the Councillor;
(d) a person who is in partnership with the Councillor;
(e) an employer, other than the government entity, of a Councillor;
(f) an entity, other than a government entity, of which the Councillor is a member;
(g) another entity prescribed by legislation.
Section 175B(2) provides that a Councillor does not have a material personal interest in the matter if the
Councillor, or another person or entity mentioned in subsection (1), stands to gain a benefit or suffer a
loss that is no greater than that of other persons in the local government area.
Section 175B(2) provides that’s section 175B(1)(c) only applies to a Councillor if the Councillor knows, or
ought reasonably to know, that the Councillor’s parent, child or sibling, stands to gain a benefit or loss.
Whilst the definition of material personal interest has not changed, more particularisation is required on
the nature of such as disclosure at a Council or Committee meeting.
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Section 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Procedural Changes: Disclosure of a material personal interest at a meeting
Pursuant to section 175C of the Local Government Act 2009, if a matter is to be discussed at a meeting
of the local government or any of its committees; and the matter is not an ordinary business matter; and
the Councillor has a material personal interest in the matter, the Councillor must:
(a) Inform the meeting of the Councillor’s material personal interest in the matter, including the
following particulars about the interests –
(i) the name of the person or other entity who stands to gain a benefit, or suffer a loss,
depending on the outcome of the consideration of the matter at the meeting;
(ii) how the person or entity stands to gain a benefit or suffer the loss;
(iii) if the person or other entity who stands to gain benefit or suffer loss is not the Councillor -
the nature of the Councillor’s relationship to the person or entity; and
(b) Leave the place at which the meeting is being held, including any area set aside for the public, and
stay away from the place while the matter is discussed and voted on.
A Councillor who fails to inform a meeting of a material personal interest or does not leave the meeting
while the matter is discussed may be guilty of an offence which carries a maximum penalty of 200 penalty
units or two years imprisonment.
The offence is an integrity offence under section 153 of the Local Government Act 2009. As an integrity
offence is a disqualifying offence, a Councillor charged with this offence is automatically suspended and
if convicted, the Councillor is disqualified from being a Councillor for 4 years after the person is convicted.
Conflict of interests
Section 175D(1) of the Local Government Act 2009, defines a conflict of interest as a conflict between a
Councillor’s personal interests and the public interest, and might lead to a decision that is contrary to the
public interest.
Section 175D(2) of the Local Government Act 2009 provides that a Councillor does not have a conflict of
interest in a matter merely because of –
(i) an engagement with a community group, sporting club or similar organisation undertaken by the
Councillor in the Councillor’s capacity as a Councillor; or
(ii) membership of a political party; or
(iii) membership of a community group, sporting club or similar organisation if the Councillor is not an
office holder for the group, club or organisation; or
(iv) the Councillor’s religious belief; or
(v) the Councillor has no greater personal interest in the matter than that of other persons in the local
government area.
Also, a Councillor who is nominated by the local government to be a member of a board of a corporation
or other association does not have a personal interest in matters relating to that corporation or association
merely because of the nomination of appointment as a member.
Procedural changes: Dealing with conflict of interests at a meeting
Section 175E of the Local Government Act 2009 applies where a matter is to be discussed at a meeting
of the local government or any of its committees; the matter is not an ordinary business matter; and a
Councillor at the meeting:
(i) has a conflict of interest in the matter (a real conflict of interest); or
(ii) could reasonably be taken to have a conflict of interest in the matter (a perceived conflict of
interest).
Self-disclosure
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Section 73
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
In the above circumstances, a Councillor must pursuant to section 175E(2) of the Local Government Act
2009 inform the meeting about the Councillor’s personal interests in the matter, including the following
particulars about the interests:
(a) The nature of the interests;
(b) If the Councillor’s personal interests arise because of the Councillor’s relationship with, or receipt
of a gift from, another person –
(i) the name of the other person; and
(ii) the nature of the relationship or value and date of receipt of the gift; and
(iii) the nature of the other persons interest in the matter.
A Councillor who has informed the meeting of a personal interest may decide to leave the meeting room.
Vote from other Councillors on conflict of interest
If the Councillor does not leave the meeting, other Councillors must decide whether the Councillor has a
real or perceived conflict of interest in the matter and whether the Councillor must leave the meeting or
may stay and participate in the meeting.
Implications for failing to declare or comply with decision of other Councillors
A Councillor who fails to inform a meeting of a conflict of interest or does not comply with a decision for
the Councillor to leave the meeting room, may be guilty of an offence which carries a maximum penalty
of 100 units or 1 year’s imprisonment.
This offence is also considered an integrity offence, which is a disqualifying offence under the Local
Government Act 2009. Where a Councillor is charged with this offence, the Councillor is automatically
suspended and if convicted, disqualified from being a Councillor for 4 years.
Duty to report where another Councillor has a conflict of interest or material personal interest
A Councillor at a meeting who believes or suspects, on reasonable grounds, that another Councillor at
the meeting has a conflict of interest or a material personal interest must, as soon as practicable, inform
the person presiding the meeting about their belief or suspicion, if the relevant Councillor has not informed
the meeting of the personal interest.
Failing to comply with the duty to report where a Councillor suspects that another Councillor at the meeting
has a conflict of interest or a material personal interest, is misconduct pursuant to section 176(3)(d) of the
Local Government Act 2009 that could result in disciplinary action being taken against the Councillor.
Offence to take retaliatory action
A person must not, because a Councillor complied with a duty to report another Councillor’s material
personal interest or conflict of interest:
Prejudice, or threaten to prejudice, the safety or career of the Councillor or another person; or
Intimidate or harass, or threaten to intimidate or harass, the Councillor or another person; or
Take any action that is, or is likely to be, detrimental to the Councillor or another person.
The above action is an Integrity Offence with a maximum penalty of 167 units or two years imprisonment.
As an integrity offence is a disqualifying offence, a Councillor charged with this offence is automatically
suspended and if convicted, the Councillor is disqualified from being a Councillor for 4 years after the
person is convicted.
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Section 74
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
2. Local Government (Councillor Complaints) and Other Legislative Amendment Act
2018
Overview of Councillor Complaint Amendments
Figure 1 below highlights the key initiatives of the new Councillor Complaints system, which will
come into effect on 3 December 2018.
Figure 1: Key Initiatives of the new Councillor Complaints System.
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Section 75
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Page 75 of 148
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Department of Local Government, Racing and Multicultural Affairs
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Page 75 of 148Section 76
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
Page 76 of 148
Department of Local Government, Racing and Multicultural Affairs
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© State of Queensland, October 2018. Published by the Department of Local Government, Racing and Multicultural Affairs,
1 William Street, Brisbane Qld 4000, Australia.
Licence: This work is licensed under the Creative Commons CC BY 4.0 Australia Licence. In essence, you are
(6c) () free to copy and distribute this material in any format, as long as you attribute the work to the State of
BY Queensland (Department of Local Government, Racing and Multicultural Affairs) and indicate if any changes
have been made. To view a copy of this licence, visit http://creativecommons.org/licenses/by/4.0/.
Attribution: The State of Queensland, Department of Local Government, Racing and Multicultural Affairs.
The Queensland Government supports and encourages the dissemination and exchange of information. However, copyright protects
this publication. The State of Queensland has no objection to this material being reproduced, made available online or electronically but
only if it is recognised as the owner of the copyright and this material remains unaltered.
The Queensland Government is committed to providing accessible services to Queenslanders of all cultural and linguistic
backgrounds. If you have difficulty understanding this publication and need a translator, please call the Translating and
Interpreting Service (TIS National) on 131 450 and ask them to telephone the Queensland Department of Local
Government, Racing and Multicultural Affairs on 13 QGOV (13 74 68).
Disclaimer: While every care has been taken in preparing this publication, the State of Queensland accepts no responsibility for
decisions or actions taken as a result of any data, information, statement or advice, expressed or implied, contained within. To the best
of our knowledge, the content was correct at the time of publishing.
Any references to legislation are not an interpretation of the law. They are to be used as a guide only. The information in this publication
is general and does not take into account individual circumstances or situations. Where appropriate, independent legal advice should be
sought.
An electronic copy of this report is available on the Department of Local Government, Racing and Multicultural Affairs’ website at
www.digrma.qid.gov.au.
Model Meeting Procedures Page 2 of 11
Page 76 of 148Section 77
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 11 DECEMBER 2018
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Purpose of the Meeting Procedures
The purpose of the Model Meeting Procedures is to set out certain procedures to ensure the Local
Government principles are reflected in the conduct of Local Government meetings and Local
Government committee meetings.
It is not intended that the Model Meeting Procedures would deal with all aspects of meeting
conduct but only those required to strengthen public confidence in Local Government to deal with
the conduct of Councillors in meetings.
Background
In particular, as required under section 150F of the Loca/ Government Act 2009 (LGA) this
document sets out:
e the process for how a Chairperson of a Local Government meeting may deal with instances of
unsuitable meeting conduct by Councillors.
e the process for how suspected inappropriate conduct of a Councillor referred to the local
government by the Independent Assessor (the Assessor) is to be dealt with at a Local
Government meeting.
Application
A Local Government must either adopt the Model Meeting Procedures or prepare and adopt other
procedures for the conduct of its meetings and meetings of its committees that are consistent with
the Model Meeting Procedures.
If a Local Government chooses to continue using existing standing orders, the Council must review
the existing standing orders to ensure that they are consistent with the requirements of the Model
Meeting Procedures. To assist Local Governments, the Department of Local Government, Racing
and Multicultural Affairs (the Department) has published best practice standing orders that
Councils can choose to adopt".
A Local Government must conduct its meetings in a manner that is consistent with either the Model
Meeting Procedures or its own procedures.
1 Section 150G of the LGA
Model Meeting Procedures Page 4 of 11
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Processes
1. Process for dealing with unsuitable meeting conduct by a Councillor in a
meeting
When dealing with an instance of unsuitable conduct by a Councillor in a meeting, the following
procedures must be followed:
1.1. The Chairperson must decide whether or not unsuitable meeting conduct has been displayed
by a Councillor.
1.2 Ifthe Chairperson decides the unsuitable meeting conduct has occurred, the Chairperson
must consider the severity of the conduct and whether the Councillor has had any previous
warnings for unsuitable meeting conduct issued. If the Chairperson decides the conduct is of
a serious nature, refer to 1.7 for the steps to be taken.
1.3 If the Chairperson decides unsuitable meeting conduct has occurred but is of a less serious
nature, the Chairperson may request the Councillor take remedial actions such as:
1.3.1 Ceasing the unsuitable meeting conduct and refraining from exhibiting the conduct
1.3.2 Apologising for their conduct
1.3.3 Withdrawing their comments.
1.4 If the Councillor complies with the Chairperson’s request for remedial action, no further
action is required.
1.5 If the Councillor fails to comply with the Chairperson’s request for remedial action, the
Chairperson may warn the Councillor that failing to comply with the request may result in an
order being issued.
1.6 Ifthe Councillor complies with the Chairperson’s warning and request for remedial action, no
further action is required.
1.7 If the Councillor still continues to fail to comply with the Chairperson’s request for remedial
actions, the Chairperson may make one or more of the orders below:
1.7.1. anorder reprimanding the Councillor for the conduct
1.7.2. anorder requiring the Councillor to leave the meeting, including any area set aside for
the public and stay out for the duration of the meeting.?
1.8 Ifthe Councillor fails to comply with an order to leave and stay away from the meeting, the
Chairperson can issue an order that the Councillor be removed from the meeting by an
appropriate officer. The meeting must be adjourned whilst the Councillor is being removed.*
1.9 Following the completion of the meeting, the Chairperson must ensure:
1.9.1. details of any order issued is recorded in the minutes of the meeting?
1.9.2 if it is the third (3%) or more order within a 12-month period made against a Councillor
or the Councillor has refused to leave following an order issued to leave the meeting,
* Section 1501(2) of the LGA.
3 Section 1501(2)(c) of the LGA.
* Section 1501(3) of the LGA.
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these matters are to be dealt with at the next meeting of the Local Government and
treated as inappropriate conduct pursuant to the LGA®
1.9.3 the Local Government’s Chief Executive Officer is advised to ensure details of any
order made must be updated in the Local Governments Councillor Conduct Register
pursuant to the LGA.
Any Councillor aggrieved with an order issued by the Chairperson can move a motion of dissent for
parts 1.1, 1.7 and 1.8 above.
2. Meeting process for dealing with suspected Inappropriate Conduct which has
been referred to a Local Government
Pursuant to section 150AF of the LGA, after receiving a referral by the Independent Assessor or
under paragraph 1.9.2 of this document of an instance of suspected inappropriate conduct, the
Local Government must complete an investigation into the alleged conduct.
After the completion of the investigation, the Local Government must decide whether the Councillor
has engaged in inappropriate conduct in a Council meeting, unless it has delegated responsibility
for this decision under section 257 of the LGA.
When dealing with an instance of suspected inappropriate conduct which has been referred to a
Local Government by the Independent Assessor, the Local Government must:
2.1. Be consistent with the Local Government principle of transparent and accountable decision
making in the public interest, by dealing with suspected inappropriate conduct in an open
meeting of the Council. Where the complainant or other parties may be adversely affected
due to the nature of the complaint, the Council may resolve to go into closed session under
section 275 of the Local Government Regulation 2012 (the LGR).
2.2 When deliberating on the issue the subject Councillor must leave the place where the
meeting is being held, including any area set aside for the public. Should the complainant be
a Councillor, that Councillor must inform the meeting of a personal interest and follow the
conflict of interest procedures in Section 4.
2.3. The Local Government should then debate the issue and decide whether the accused
Councillor engaged in inappropriate conduct.
2.4 If the Local Government decides that the subject Councillor has engaged in inappropriate
conduct, the Local Government is then required to decide what penalty or penalties from the
following orders, if any, to impose on the subject Councillor:
2.4.1 an order that the Councillor make a public admission that the Councillor has engaged
in inappropriate conduct
2.4.2 an order reprimanding the Councillor for the conduct
2.4.3 an order that the Councillor attend training or counselling to address the Councillor's
conduct, including at the Councillor's expense
2.4.4 an order that the Councillor be excluded from a stated Local Government meeting
2.4.5 an order that the Councillor is removed, or must resign, from a position representing
5 Section 150J of the LGA.
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the Local Government, other than the office of Councillor, for example, the Councillor
is ordered to resign from an appointment representing the Local Government on a
State board or committee
2.4.6 an order that if the Councillor engages in the same type of conduct again, it will be
treated as misconduct
2.4.7 an order that the Councillor reimburse the Local Government for all or some of the
costs arising from the Councillor's inappropriate conduct.
2.5 When making an order, the Local Government can take into consideration any previous
inappropriate conduct of the Councillor, and any allegation made in the investigation that was
admitted, or not challenged and that the Local Government is reasonably satisfied is true.
2.6 The subject Councillor and where relevant the complainant Councillor, must be invited back
into the place where the meeting is being held once a decision has been made.
2.7 The Local Government must ensure the meeting minutes reflect the resolution made.
3. Material Personal Interest
Councillors are ultimately responsible for informing of a material personal interest on matters to be
discussed at a Council or committee meeting. When dealing with a material personal interest,
Councillors must abide by the following procedures:
3.1. A Councillor with a material personal interest must inform the meeting of the Local
Government of their material personal interest and set out the nature of the interest,
including:
3.1.1. The name of the person or other entity who stands to gain a benefit, or suffer a loss,
depending on the outcome of the consideration of the matter at the meeting
3.1.2 How a person or other entity stands to gain the benefit or suffer the loss
3.1.3 If the person or other entity who stands to gain the benefit or suffer the loss is not the
Councillor — the nature of the Councillor’s relationship to the person or entity.
3.2. The Councillor must then leave the place of the meeting and stay away while the matter is
being discussed and voted on unless the subject Councillor has Ministerial approval to
participate in the matter. The Councillor must not influence or attempt to influence the
remaining Councillors to vote on the matter in a particular way.
3.3 Once the Councillor has left the area where the meeting is being conducted, the Local
Government can continue discussing and deciding on the matter at hand.
3.4 If a Councillor at a meeting reasonably believes, or reasonably suspects that another
Councillor has a material personal interest in a matter to be discussed at the meeting and
has not informed the meeting about the interest, the Councillor must advise the Chairperson
of the meeting, as soon as practicable, about their belief or suspicion, and the facts and
circumstances that form the basis of the belief or suspicion.
3.5 The Chairperson then should ask the Councillor with the suspected material personal interest
whether they do in fact have a material personal interest. If that is the case, the Councillor
must follow the above procedures from item 3.1.
3.6 Inthe event the majority of Councillors inform a meeting of a material personal interest
regarding a matter:
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3.6.1 the Local Government must resolve to delegate the consideration and decision on the
matter, pursuant to section 257 of the LGA; or
3.6.2 if the matter cannot be delegated under section 257 of the LGA, the Local
Government should seek Ministerial approval for the Councillors to be able to
consider and vote on the matter, subject to any conditions the Minister for Local
Government may impose.
3.7 Where a Councillor informs a meeting of a material personal interest in a matter, the
Chairperson must ensure the minutes of the meeting (to be posted on the Council’s website)
record:
3.7.1 The name of the Councillor who has a material personal interest in the matter
3.7.2 The material personal interest, including the particulars mentioned by the Councillor
regarding the material personal interest
3.7.3 Whether the Councillor participated in the meeting, or was present during the
meeting, under an approval granted by the Minister for Local Government.
4. Conflict of Interest
Councillors are ultimately responsible for informing of any personal interest where they have a real
or perceived conflict of interest on matters to be discussed at Council or committee meetings (other
than ordinary business matters). When dealing with a conflict of interest, Councillors must abide by
the following procedures:
4.1. A Councillor with a real or perceived conflict of interest must inform the meeting of the Local
Government of their personal interest and set out the nature of the interest, including:
4.1.1 The nature of the interest
4.1.2 If the Councillor's personal interest arises because of the Councillor’s relationship
with, or receipt of a gift or benefit from, another person:
4.1.2.1 the name of the other person
4.1.2.ii the nature of the relationship or value and date of receipt of the gift or benefit
received, and
4.1.2.iii the nature of the other person’s interests in the matter.
4.2 The subject Councillor may themselves elect to leave the meeting while the matter is being
discussed and voted on due to a perceived conflict of interest or conflict of interest. If the
Councillor does not leave the meeting, they may advise the other Councillors why they
believe they are able to act in the public interest while remaining in the meeting. This could
include prior advice from the Integrity Commissioner on the personal interest.
4.3 The other Councillors entitled to vote at the meeting must then decide whether the subject
Councillor has a conflict of interest (including a perceived conflict of interest) in the matter
due to their personal interest. A Councillor who has declared a personal interest in relation to
a matter, must not vote under section 175E(4) as to whether another Councillor may stay in
the meeting.
4.4 Ifthe other Councillors decide there is no conflict of interest or a perceived conflict of interest,
the subject Councillor may remain in the meeting and the meeting may continue.
4.5 If the other Councillors decide there is a conflict of interest they must then decide whether
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the subject Councillor must leave the meeting while the matter is being discussed and voted
on or can participate in the meeting in relation to the matter including voting on the matter. If
the Councillor must leave the place of the meeting the Councillor must not influence or
attempt to influence the remaining Councillors to vote on the matter in a particular way
4.6 When deciding whether a Councillor may stay in a meeting and vote following the decision of
a conflict of interest, the other Councillors must consider significant variables including, but
not limited to:
4.6.1 The size or significance of the benefit the subject Councillor stands to receive or
benefit
4.6.2 The benefit the subject Councillor stands to receive versus the benefit the community
stands to receive from the potential decision
4.6.3 The closeness of any relationship the subject Councillor may have with a given
person or group.
4.7 In making the decision under 4.6, it is irrelevant how the subject Councillor intended to vote
on the issue or any other issue (if known or suspected).
4.8 lf a Councillor at a meeting reasonably believes, or reasonably suspects that another
Councillor has a real or perceived conflict of interest in a matter to be discussed at the
meeting and has not informed the meeting about the interest, the Councillor must advise the
Chairperson of the meeting, as soon as practicable, about their belief or suspicion, and the
facts and circumstances that form the basis of the belief or suspicion.
4.9 The Chairperson then should ask the Councillor with the suspected conflict of interest to
inform the meeting of any personal interest they have in the matter and follow the above
procedures from item 4.1.
4.10 Inthe event the majority of Councillors inform of a personal interest in a matter:
4.10.1 the Local Government must resolve to delegate the consideration and decision on the
matter, pursuant to section 257 of the LGA, or
4.10.2 if the matter cannot be delegated under the section 257 of the LGA, the Local
Government should seek Ministerial approval for the Councillors to be able to
consider and vote on the matter, subject to any conditions the Minister for Local
Government may impose.
4.11 Where a Councillor informs a meeting of a personal interest in a matter, the Chairperson
must ensure the minutes of the meeting (to be posted on the Council’s website) record:
4.11.1 The name of the Councillor who has declared the conflict of interest
4.11.2 The nature of the personal interest, as described by the Councillor
4.11.3 The decisions made under 4.3 and 4.5 above
4.11.4 Whether the Councillor participated in the meeting under an approval by the Minister
4.11.5 If the Councillor voted on the matter, how they voted
4.11.6 How the majority of Councillors voted on the matter.
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5. Closed Meetings
Local Government and standing committees may resolve that a meeting be closed to the public if
its Councillors or members consider it necessary to discuss any of the following matters:
e Appointment, dismissal or discipline of employees
e Industrial matters affecting employees
e Local Government’s budget
e Rating concessions or contracts proposed to be made by the Local Government or starting or
defending legal proceedings involving the Local Government
e Any action to be taken by the Local Government under the Planning Act 2016 (PA), including
applications made to it under the PA
e Business for which a public discussion would be likely to prejudice the interests of the Local
Government or someone else or enable a person to gain a financial advantage.
A Local Government or committee must not make a resolution (other than procedural) in a closed
session meeting. If a closed session includes attendance by teleconference, the Councillor/s
attending by teleconference must maintain confidentiality by ensuring no other person can hear
their conversation.
5.1 To take an issue into a closed session, the Local Government must first pass a resolution to
do so.
5.2 Inthe interests of accountability and transparency, the Local Government must specify the
nature of the matter to be discussed and the reasoning of the Councillors for going into
closed session.
5.3 If the matter is known in advance, the agenda should clearly identify that the matter will be
considered in closed session and name the topic to be discussed and a brief explanation of
why it is deemed necessary to take the issue into closed session.
5.4 The minutes of a Local Government must detail the matter discussed and reasoning for
discussing the matter in closed session. The Local Government must also ensure that it
complies with the statutory obligations associated with recording of passed resolutions.
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PO Box 15009, City East, Queensland 4002
tel 13 QGOV (13 74 68)
www.digrma.qlid.gov.au
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N MBNOOSROOLUINCGIEE = ATTACHMENTS
Standing Orders for
Noosa Shire Council 2014
| (Amended 9Aprit 204520 December 2018)
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Voting on a motion 9
25 Method of taking vote 9
26 Altering or rescinding motions 9
27 Questions 10
Part4 Maintenance of good order 10
28 Conduct during meetings 10
29 No digression 14
0 Disturbance by members 11
31 Acts of disorder by non-members 12
32 Disorder 12
33 Business of objectionable nature 12
34 Points of order 12
Part5 Attendance of public at local government meetings 13
35 Use of mobile phones 13
Part6 Committee meetings 13
36 Local government committee meetings 13
Part7 Record of meetings 13
37 Audio and video recording of meetings 13
Part8 Procedure not provided for 13
38 Procedure not provided for 13
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Part 1 Preliminary
1 Short title
These Standing Orders may be cited as the Standing Orders 2014 for Noosa Shire
Council.
2 Purpose
The purpose of these Standing Orders is to set out the arrangements that govern the
conduct of business and proceedings at Council and Council committee meetings.
3 Application of Standing Orders
(1) The Standing Orders provide rules for the conduct of:
(a) Local government meetings;
(b) Local government committee meetings; and
(c) Local government advisory committee meetings.
(2) Any provision of these Standing Orders may be suspended by resolution of the
relevant meeting.
(3) A separate resolution is required for any such suspension of a provision of the
Standing Orders and must specify the purpose of each suspension.
(4) If, at a local government meeting, a matter arises which is not provided for in the
Standing Orders the matter shall be determined by the Chair subject to any contrary
resolution of the meeting.
Part 2 Local government meetings
Time of meetings
4 Times of Ordinary Meetings
(1) The local government may, by resolution, fix dates and times for its Ordinary
Meetings. '
(2) If there is no resolution fixing the date and time for an Ordinary Meeting, the Chief
Executive Officer must fix the date and time for the meeting.
(3) Before the Chief Executive Officer fixes the date and time for an Ordinary Meeting,
the Chief Executive Officer must, if practicable, consult with the Mayor about the
proposed date and time for the meeting.
5 Time of special meetings
(1) The Chief Executive Officer must call a special meeting of the local government if -
(a) the special meeting is required by a resolution of the local government; or
(b) awritten request for the special meeting is lodged with the Chief Executive Officer
under subsection (2).
1 The local government must meet at least once in each month (See section 257 (1) of the Local Government
Regulation 2012).
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(2) A written request for a special meeting of the local government must -
(a) be signed by the Mayor or three or more Councillors; and
(b) specify the purpose of the special meeting; and
(C) propose a day and time for the holding of the special meeting.
(3) The Chief Executive Officer calls a special meeting by giving written notice of the date
and the time of the meeting, and the business to be conducted at the meeting, to each
Councillor. 2
(4) The Chief Executive Officer may call for a special meeting to discuss any matter the
Chief Executive Officer considers should be brought before Council.
Agenda for meetings
6 Agenda for Ordinary Meetings
(1) The Chief Executive Officer must ensure that each statutory notice of meeting
includes an agenda listing the items to be discussed at the meeting.
(2) The agenda must include -
(a) items required under the Standing Orders to be included on the agenda;
(b) items that are by resolution of the local government to be included on the agenda;
and
(c) items whose inclusion on the agenda is requested by a Councillor in accordance
with Section 16 Notified Motion.
(3) A Councillor who wants an item of business included on the agenda for a particular
meeting must give written notice of the nature of the business to the Chief Executive
Officer at least seven days before the date of the meeting.
(4) The Chief Executive Officer may include in the agenda any matter the Chief Executive
Officer considers should be brought before the meeting.
(5) The order of business may be altered for a particular meeting where the members, at
that meeting, pass a motion to that effect in accordance with Section 24 (g) of these
Standing Orders.
(6) Unless otherwise altered, the general order of business shall be as follows:
(a) Declaration of Opening
(b) Attendance and Apologies
(c) Confirmation of minutes of previous meeting;
(d) Mayoral minutes;
(e) Petitions;
(f) Notified motions;
(g) Reports from committees;
(h) Officers’ Reports;
2 Written notice of each meeting or adjourned meeting of a local government must be given to each
councillor at least 2 days before the day of the meeting unless it is impracticable to give the notice (See
section 258 (1) of the Local Government Regulation 2012). A special meeting is a meeting at which the
only business that may be conducted is the business stated in the notice of meeting (See section 258
(3) of the Local Government Regulation 2012).
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(i) Confidential matters;
(j) Next Meeting and Closure.
(7) Business not on the agenda shall not be considered at any local government meeting
unless such meeting resolves to admit such business.
7 Notice of meeting
The Chief Executive Officer shall within such time as the local government determines by
resolution, prepare or have prepared an agenda for each local government meeting.
Agendas shall be made available to Councillors as early as practical to allow Councillors
sufficient time to consider items on the agenda and posted on Council’s website at the
time the agenda is provided to Councillors.
Conduct of meetings
8 Commencement of business
(1) The local government shall commence business at the time appointed for holding the
meeting, or as soon (but before the expiration of 30 minutes) thereafter as a sufficient
number of members is present to constitute a quorum.
(2) Business shall not be conducted at a meeting unless a quorum is present.
(3) A member shall be deemed to be present at a meeting only when that member is
within the room in which the meeting is being held.
9 Procedure at meetings
(1) The procedure for dealing with business must be in accordance with the Standing
Orders or, in the absence of a Standing order governing a particular matter, as
decided by the Chairperson of the meeting.
(2) However, the local government may, by resolution -
(a) suspend a Standing order; or
(b) overrule a decision on a procedural question made by the Chairperson.
10 Adjournment of meeting
(1) The members present at a meeting may at any time adjourn the meeting by
procedural resolution.
(2) The Chairperson may adjourn the meeting without resolution in accordance with
Section 33, or for other reasons as deemed appropriate by the Chairperson.
(3) If ata meeting a quorum is not present within 30 minutes after the time appointed for
that meeting, the meeting may be adjourned to a later hour of the same day or to any
time not later than 14 days from the date of the adjournment by:
(a) the members present; or
(b) the majority of the members present; or
(c) only one member if that member is the only member present; or
(d) the Chief Executive Officer if no member is present.
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(4) If there is not a quorum of members present at the meeting, then such circumstances,
together with the names of the members then present, shall be recorded in the
minutes of the meeting.
(5) If at any time following commencement of business a quorum is not present, the
Chairperson shall:
(a) suspend the proceedings of the meeting for a period of 5 minutes;
(b) record in the minutes of the meeting the names of those who are present if a
quorum is not present at the end of the period of 5 minutes; and
(c) adjourn the meeting to a later hour of the same day or to any time not later than
14 days from the date of such adjournment.
11 Attendance at meeting
(1) The members present at each meeting shall be recorded in the minutes of the
meeting.
(2) After a meeting has been formally constituted and the business thereof commenced,
a member shall not enter, leave, or withdraw from such meeting without first notifying
the Chairperson.
12 Admission of non-members to debate
(1) The local government may allow a non-member to participate in the discussion of a
particular item of business before the local government on conditions decided by the
local government.
(2) The local government may, as a mark of distinction, admit a non-member to a part of
the local government chamber normally reserved for Councillors during the conduct
of local government business.
Order of business of meeting
13 Confirmation of minutes of meeting
(1) The minutes of a preceding meeting not previously confirmed shall be the first
business at every meeting in order that such minutes may be confirmed.
(2) No discussion shall be permitted except in respect to their accuracy as a record of
the proceedings.
14 Mayoral minute
(1) The Mayor may, by a signed minute, introduce a matter within the jurisdiction or
official cognisance of the local government which is not on the agenda.
(2) A Mayoral minute shall take precedence over all business before the local
government, except confirmation of the minutes.
(3) A Mayoral minute may be moved by the Mayor from the Chair without being
seconded.
(4) A motion proposed by Mayoral minute and adopted by the local government is a
resolution of the local government.
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15 Committee reports
(1) If, in a report of a committee, distinct recommendations are made, the decision of the
local government may be taken separately on each recommendation.
(2) A recommendation of a committee, or portion thereof, may be amended by the local
government in any manner it may think fit, or may be referred back to the committee
for further consideration.
(3) A recommendation of a committee adopted by the local government is a resolution of
the local government.
16 Notified motion
(1) A member may bring forward to a meeting a motion on any matter within the
jurisdiction or official cognisance of the local government by giving notice in writing,
in the approved form, to the Chief Executive Officer at least seven days before the
meeting.
(2) The Chairperson shall rule out of order a motion which does not comply with section
16 (1) of these Standing Orders.
(3) Notified motions shall be dated and recorded by the Chief Executive Officer as
received.
(4) Where a member who has given notice of a motion is absent or declines to move the
motion, the motion may be —
(a) moved by another member; or
(b) deferred to the next meeting.
(5) Where the notified motion is not moved or deferred, it shall not again be reintroduced
without a subsequent notice of motion duly given as provided in section 16 (1).
17 Petitions
(1) Amember may present a paper petition or electronic petition where the petition seeks
to be presented to the whole of Council and the petition meets the relevant Council
petition requirements provided for in section 17(4) and 17(5) below.
(2) On presentation of a petition to the local government the only motion which may be
moved is that:
(a) The petition not be received, or
(b) The petition be received and referred to the Chief Executive Officer to determine
appropriate action, or
(c) The petition be received and referred to the Chief Executive Officer or a
statutory committee for consideration and report back to the local government.
(3) No debate on a petition shall be allowed except the member presenting the petition
may speak to the petition for a period of not more than one minute.
(4) In order for a paper petition to be eligible to be presented to Council, it must:
(a) Identify the Principal Petitioner being the person who is responsible for
organising the petition;
(b) Clearly state the relevant grievance and action requested of Council;
(c) Clearly state that the petition seeks to be presented to the whole of Council;
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(d) Berespectful and not contain any offensive language or content;
(e) Contain a minimum of 10 signatures; and
(f) | Clearly state the purpose of the petition on the top of each page.
(5) In order for an electronic petition to be eligible to be presented to Council, by way of
a hard copy cover document, it must:
(a) Identify the Principal Petitioner as defined under section 17(4)(a) above;
(b) Clearly state the relevant grievance and action requested of Council;
(c) Clearly state that the petition seeks to be presented to the whole of Council;
(d) Clearly state how the parties to the petition were obtained i.e. via reply email
confirmation or confirm click in a web interface;
(e) Have attached a paper copy of the email or web interface referred to in item (d)
above;
(f) | Berespectful and not contain any offensive language or content;
(g) Have been responded to by a minimum of 10 persons who wish to be party to
the petition;
(h) Contain the signature of the Principal Petitioner and written confirmation of how
many persons have agreed to be party to the petition; and
(i) | Contain a list that includes the name and suburb location of all parties to the
petition.
18 Presentations
The Chairperson may allow the local government to receive or provide
acknowledgements, certificates, awards, appreciation from the community.
The Chairperson may allow the local government to receive presentations from Council
staff or other persons or entities.
19 Deputations
A deputation may be received at a meeting where written application has been received
and the Mayor has agreed to such deputation.
Part3 Procedures for making determinations
Motions
20 Motions
(1) A motion brought before a local government meeting in accordance with these
Standing Orders shall be received and put to the meeting by the Chairperson.
(2) The Chairperson may require a motion or amendment to a motion to be stated in full
or be in writing before permitting it to be received.
(3) When a motion has been moved and seconded, it shall become subject to the control
of the local government and shall not be withdrawn by the mover and seconder
without the consent of the local government.
(4) The Chairperson shall call the motions in the order in which they appear on the
agenda and, where no objection is taken to a motion being taken as a formal motion,
the Chairperson may put the motion to the vote without discussion.
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21 Motion to be seconded
A motion or an amendment to a motion shall not be debated at a local government meeting
unless or until the motion or the amendment is seconded, with the exception of Mayoral
minutes.
22 Amendment of motion
(1) An amendment to a motion shall be in terms that retain the identity of the original
motion and does not directly negate the motion.
(2) No more than one motion or one proposed amendment to a motion may be put before
a local government meeting at any one time.
(3) Where an amendment to a motion is before a local government meeting, no other
amendment to the motion shall be considered until after the first anendment has been
determined.
(4) A member who moves or seconds a motion may not propose or second an
amendment to that motion.
(5) Any amendment to a motion must be proposed before the mover of the motion has
exercised their right of reply.
(6) Where an amendment is carried, the original motion cannot become a further
amendment.
23 Speaking to motions and amendments
(1) The mover of a motion or amendment shall not speak to a motion or amendment until
it is seconded.
(2) A member may request further information from or through the Chairperson before or
after the motion or amendment is seconded.
(3) Following the seconding of a motion or amendment, the Chair shall call for speakers
on the motion with the mover of the motion having the right to speak first.
(4) A right of reply may be exercised by -
(a) the mover of a motion; or
(b) the mover of the motion when a procedural motion that the motion be put is
carried.
(5) Each member shall speak no more than once to the same motion or same
amendment except as a right to reply.
(6) Once the right of reply has been exercised, the debate is closed.
(7) Each speaker shall be restricted to not more than five (5) minutes unless the
Chairperson rules otherwise.
(8) Where two or more members rise to speak at the same time, the Chairperson shall
determine who is entitled to priority.
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