Original source · versioned page text
2016-11-14 General Committee Agenda
Very large file: it may take a few minutes
The original of this document is very large (14.4 MB). Opening the original or downloading it may take a few minutes. Please be patient and don't click again. The page text is quick to read. If you are on mobile data, it is best to wait until you are on Wi-Fi.
Text sections have not been matched to the original PDF pages. Use the original document to check page numbers.
AGENDA
Services & Organisation
Committee Meeting
Tuesday, 8 November 2016
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Frank Pardon (Chair), Jess Glasgow, Tony Wellington, Frank Wilkie
“Engagement with our community to protect and enhance our lifestyle”
See the original
The page text is free to read. Viewing or downloading an original file needs an account.
Log in to see the originalLog in to download the original file
Very large file: the download may take a few minutes. If you are on mobile data, it is best to wait until you are on Wi-Fi.
Searchable page text hides email addresses. Original files are unchanged and may show email addresses.
Full text of sections 2 to 87 (of 111)
Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 ANNUAL REPORT 2015-16 3
2 REVIEW OF AUDIT POLICIES 5
3 LOCAL ECONOMIC PLAN AMENDMENTS 19
4 2016/17 COMMUNITY GRANTS FUNDING - OUT OF ROUND FESTIVE SEASON
EVENT GRANTS 27
5 CAPITAL PROGRAM DELIVERY STATUS - OCTOBER 2016 31
6 DESIGN SERVICES TEAM RESOURCING ARRANGEMENTS 39
7 FREE HOLIDAY BUSES 2016-17 41
8 COUNCIL POLICY - TRANSPORT STRATEGY 46
9 1617T012 MUNNA POINT FORESHORE REHABILITATION STAGE 2 - TENDER
ASSESSMENT 51
10 ASSET MANAGEMENT POLICY UPDATE - NOVEMBER 2016 55
REPORTS FOR NOTING BY THE COMMITTEE 59
11 COMMUNITY SERVICES DEPARTMENT UPDATE - 1ST QUARTER 2016-17 59
12 CORPORATE SERVICES DEPARTMENT UPDATE - 1ST QUARTER 2016-17 74
13 EXECUTIVE OFFICE DEPARTMENT UPDATE - 1ST QUARTER 2016-17 81
14 PLANNING & INFRASTRUCTURE DEPARTMENT UPDATE - 1ST QUARTER
2016-17 92
15 NOOSA COUNCIL TRAFFIC ADVISORY AND SPEED MANAGEMENT
COMMITTEE - SEPTEMBER 2016 104
CLOSED SESSION -
Page 2 of 111
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 ANNUAL REPORT 2015-16
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Office
Index ECM/Subject/Corporate Governance
Attachments 1. Noosa Council Annual Report 2015/16
(95 pg document provided separately to this Agenda; 2 hard copies available in the
Councillors’ Room)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation Committee
Meeting dated 8 November 2016 and:
A. Adopt the ‘Noosa Council Annual Report 2015/16’ (provided at Attachment 1 to the report)
incorporating the Audited Financial Statements of Noosa Council for the period 1 July 2015
to 30 June 2016; and
B. Authorise the Chief Executive Officer to make any required minor amendments to the Report
prior to publication.
REPORT
1. Annual Report and Financial Statements
The development and publication of the Annual Report by local governments in Queensland is a
requirement under the Local Government Regulation 2012 (‘the regulation’). The purpose of the
report is to inform the community of what Council has done, financially and otherwise, in the
relevant financial year.
The regulation prescribes a range of disclosures which must be included within the report relating
primarily to accountability matters, financial matters (which may be of interest to the community in
terms of the amounts spent and justification of expenditure) and Council’s progress towards
achieving its Corporate Plan objectives.
The report has been drafted against the Department of Infrastructure, Local Government and
Planning Annual Report Checklist to ensure that all of the prescribed disclosures under the
regulation are included in the document.
Council’s Financial Statements were signed by Debra Stolz, Director of the Queensland Audit
Office (as delegate of the Auditor General of Queensland) on 24 October 2016, and in accordance
with the Auditor-General Act 2009, confirm as follows:
“(i) The prescribed requirements in relation to the establishment and keeping of accounts have
been complied with in all material respects; and
Page 3 of 111
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
(ii) The financial report represents a true and fair view, in accordance with the prescribed
accounting standards, of the financial performance and cash flows of Noosa Shire Council
for the financial year 1 July 2015 to 30 June 2016 and of the financial position as at the end
of that year.”
The Community Financial Report at the end of the annual report has been prepared by Council’s
Financial Services Branch and provides readers with an easy to follow summary and analysis of
Council’s financial position for the 2015/16 financial year.
2. Publication Requirements
Pursuant to section 182 of the Regulation, a local government must:
Adopt its annual report within 1 month after the day the Auditor General gives the Auditor
General’s audit report about the local government’s financial statements for the financial year
to the local government; and
Publish its annual report on its website within 2 weeks of adopting the annual report.
Previous Council Consideration
Nil.
Finance & Risk
The annual report forms part of Council’s commitment to delivering transparency to the community
and legislative compliance. Failing to ensure the accuracy of the prescribed disclosures exposes
Council to a risk of legislative non-compliance and reputational damage.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
The development of the Annual Report is the end product of extensive internal consultation in
terms of collecting and verifying the information contained in it. Prior to this recommendation for
adoption of the Report by Council, a draft version has been reviewed by Council’s Audit and Risk
Committee members, the Mayor, CEO, Director of Corporate Services, Executive Manager and
Community Engagement branch.
Departments/Sections Consulted:
X Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
X Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
X Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 4 of 111
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
2 REVIEW OF AUDIT POLICIES
DOCUMENT INFORM AT ION
Author Executive Manager, Debra Iezzi
Executive Office
Index ECM/ Subject/ Corporate Governance
Attachments 1. Council Policy - Internal Audit including Internal Audit Terms of
Reference
2. Council Policy – Audit and Risk Committee Charter
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Executive Manager to the Services & Organisation Committee
Meeting dated 8 November 2016 and:
A. Adopt the updated changes to the Internal Audit Policy and Terms of Reference provided at
Attachment 1 to the report.
B. Adopt the updated changes to the Audit and Risk Committee Charter provided at Attachment
2 to the report.
REPORT
A review of the following policies was undertaken by the Executive Manager:
Council Policy-Internal Audit, including Internal Audit Terms of Reference endorsed by
Council on 27 August 2015; and
Strategic Policy-Audit and Risk Committee Charter endorsed by Council on 27 August 2015.
Several minor amendments are proposed to improve the quality of the policy documents, refer to
changes shown in tracking in the documents provided at Attachments 1 and 2.
These proposed changes do not change the intent of the policies and are recommended by the
Audit and Risk Committee.
Previous Council Consideration
Ordinary Meeting, 20 October 2016, Item 2, Page 3
That Council note the report by the Governance Advisor to the Audit & Risk Committee Meeting
dated 14 October 2016 and:
A. Note the updated changes to the Audit and Risk Committee Charter provided at Attachment
2 to the report and additional suggested amendments made by the Committee;
B. Note the updated changes to the Internal Audit Policy and Terms of Reference provided at
Attachment 1 to the report and additional suggested amendments made by the Committee;
Page 5 of 111
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
C. Note that both the revised Audit and Risk Committee Charter and Internal Audit Policy and
Terms of Reference will be reported to Council in November 2016 for adoption;
D. Note the progress made by the organisation in respect of previous Internal and External Audit
recommendations as outlined in the Register of Audit Action Items provided at Attachment 3
to the report;
E. Note the proposed scope for the Internal Audit of Council’s Procure to Pay Systems and
Processes provided at Attachment 4 to the report.
Finance & Risk
The Internal Audit Policy including Internal Audit Terms of Reference and the Audit and Risk
Committee Charter Policy are part of Council’s governance framework. A key duty of the Audit
Committee is to provide assurance to Council that its core business goals and objectives are being
achieved in an efficient and economical manner, with an appropriate framework of internal control
and risk management. While the internal audit function provides Council with independent,
objective assurance and appropriate services designed to add value and improve Council’s
operations.
Consultation
External Consultation - Community & Stakeholder
The proposed changes have been reviewed by the Audit and Risk Committee.
Internal Consultation
Nil.
Departments/Sections Consulted:
X Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 6 of 111
Section 7
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
Page 7 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
_¢ | NOOSA Council Policy
~~ @ | COUNCIL INTERNAL AUDIT
Corporate Plan Reference: A sustainable Council
Endorsed by Council: 27 August 2015
Policy Author: Debra lezzi, Executive Manager, Executive Office
1 POLICY BACKGROUND
Council recognises the relevance of strengthening governance and control systems through the
establishment of an efficient and effective internal audit function. This policy has been formulated
to meet the requirements of Section 105 of Local Government Act 2009 and is in compliance with
Section 207 of the Local Government Regulation 2012.
2 POLICY STATEMENT
The Internal Audit Policy provides the framework for the conduct of the internal audit function in
Council and has been endorsed by the Audit and Risk Committee.
The role of the internal audit function is to provide audit services in accordance with the attached
Internal Audit Terms of Reference. Responsibilities of the internal audit function include the review
of Council's risks, internal controls, governance, performance and compliance.
Council will appoint and may from time to time vary the appointment of an internal auditor who
may be other than a member of staff.
3 SCOPE
This Policy and the attached Internal Audit Terms of Reference apply to:
° All Council activities, including entities over which Council has direct ownership,
management or financial control; and
° All Council officers, contractors, the officers and Committee members of related entities,
involved in and with responsibility for contributing towards the achievement of Council's
objectives, asset management and reporting responsibilities.
The scope of internal audit shall be sufficiently comprehensive to ensure the effective and regular
review of all operational, financial and related activities. Internal audit coverage may extend to all
areas of Council including financial, accounting, administrative and operational activities in
compliance with applicable legislative requirements.
Page 7 of 111Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 8 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY - INTERNAL AUDIT
4 POLICY OBJECTIVES
The objective of this policy is to establish an effective and efficient internal audit function that will
provide independent, objective assurance and appropriate services designed to add value and
improve Council’s operations.
An effective internal audit function will seek to achieve the following outcomes in undertaking the
annual audit program set by the Audit and Risk Committee:
° Assess and evaluate Council’s processes, procedures and internal control environment to
assist with the management of operational risks;
° Appraise the relevance, reliability and integrity of management, business systems, financial
and operating records and reports;
° Assist the Chief Executive Officer (CEO) and Council in the effective discharge of their
responsibilities by providing them with analyses, appraisals, recommendations and
information concerning the activities reviewed;
° Review compliance with Council policies and procedures, legislative requirements and
regulations; and
° Provide outcomes that will generally improve practices across Council.
5 POLICY DETAILS
5.1 Independence and objectivity
| The internal audit function hastemust be independent and objectivity must be exercised in the
conduct of internal audit work.
Internal audit engagements shall be performed with an unbiased and impartial attitude.
Internal audit shall not be involved in the day to day operations of Council.
5.2 Audit approach
A risk based internal audit approach shall be implemented each financial year.
| The_annua! internal audit plan will be endorsed by the Audit and Risk Committee in consideration
of the most significant current risks facing Council. Relevant accounting documents will also be
considered in the preparation of the internal audit plan.
5.3 Authority and access
| Internal audit shall have direct and unrestricted access to Council and management. It-and is
authorised to review all areas of Council with full, free and unrestricted access to Council's
operations, data and records, assets and personnel.
5.4 Reporting responsibility
The internal audit function will report to the Audit and Risk Committee.
Internal audit reports will be prepared and presented to the Audit and Risk Committee via the
CEO on completion of an audit, and progress reports will be presented bi-annually to the Audit
and Risk Committee. These reports will state the control measures that Council has adopted that
were assessed by internal audit; the method in which the internal audit was conducted; the
observations and recommendations of internal audit; and management responses to audit
recommendations.
Page 8 of 111Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 9 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
eee eee
6 RELEVANT LEGISLATION
Local Government Act 2009
Local Government Regulation 2012
7 RELEVANT COUNCIL POLICIES
Audit and Risk Committee Charter
Risk Management Policy
8 REVIEW PERIOD
1 July 2016
Page 9 of 111Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 10 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
INTERNAL AUDIT TERMS OF REFERENCE
INTRODUCTION
Section 105 of the Local Government Act 2009 requires Council to establish an efficient and effective
internal audit function. The internal audit function must include the elements contained in Section
207 of the Local Government Regulation 2012.
The Internal Audit Terms of Reference is an attachment to the Internal Audit Policy and supports
Noosa Council’s mission of “delivering transparency, efficiency and innovation with a customer
focus”. This includes transparent and effective processes, good governance and a commitment in
accordance with the ‘local government principles’ (see Section 4 of the Local Government Act 2009).
Internal Audit:
e Is the assessment and evaluation of the control measures that Council has adopted, or is to
adopt, to manage the operational risks to which the Council’s operations are exposed.
e Provides the Chief Executive Officer and Council with assurance that internal control systems
are efficient, effective and economically viable, and that risk is appropriately addressed so
objectives can be met.
| e Operates as an independent function reporting directly to -the Audit and Risk Committee with
respect to audit/special investigation findings.
e Reviews and advises on:
o Legislative and policy compliance;
co Operational cost-effectiveness and efficiency;
o Reliability of financial and related management information;
e—Use of public funds and assets under Council’s control; aad
o Adequacy and accuracy of accounting and computing systems; and
o Risk Management-
Internal Audit Resourcing
The internal audit function will be undertaken by a suitably qualified and experienced external service
provider and specialist audit services support will be engaged as required. All work undertaken by
the external service provider within the Council must be approved by the Audit and Risk Committee.
The term of appointment of an internal auditor other than a staff member shall be reviewed by the
CEO at least every two years.
Scope and Objective of Internal Audit
The internal audit coverage may extend to all areas of the organisation and include financial,
accounting, administrative, computing and other operational activities.
The extent and frequency of internal audits will depend upon varying circumstances such as results
of previous audits, relative risk associated with activities, materiality, the adequacy of the system of
internal control and the resources available.
An annual audit plan will be endorsed by the Audit and Risk Committee.
Page 10 of 111Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 11 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY - INTERNAL AUDIT
The objective of Internal Audit is to provide Council with independent advice in relation to:
e Reviewing and appraising the adequacy and effectiveness of the system of internal controls;
e Appraising the relevance, reliability and integrity of management, financial and operating data
and reports;
e Reviewing the systems established to ensure compliance with those policies, plans, procedures,
statutory requirements and regulations which could have a significant impact on operations;
e Reviewing the means of safeguarding assets and, as appropriate, verifying the existence of such
assets;
e Appraising the economy, efficiency and effectiveness with which resources are employed;
e Reviewing operations or programs to ascertain whether results are consistent with Council's
established objectives and goals and whether the operations or programs are being carried out
as planned;
e Assessing the adequacy of established systems and procedures;
e Conducting special assignments and investigations into any matter or activity affecting the
probity, interests and operating efficiency of the organisation; and
e The improvement and effectiveness of risk management, legal compliance, internal control and
governance systems to provide value and accountability to ratepayers.
Audit Plan
In accordance with Section 207 of the Local Government Regulation 2012 Council is required to
prepare an internal audit plan for each financial year. The internal audit plan is to state:
e The way in which Council's operational risks have been evaluated;
e The most significant operational risks identified from the evaluation; and
e The control measures that Council has adopted, or is to adopt, to manage the most significant
operational risks.
The annual internal audit plan will be endorsed by the Audit and Risk Committee and reviewed
annually in accordance with Section 1 of the Audit and Risk Committee Charter.
Audit Methodology
Internal audits will be conducted in accordance with the Standards for the Professional Practice of
Internal Auditing. For all audits undertaken, the manager for the activity under review shall be
advised and given the opportunity to discuss:
e The objectives, risks and scope of the audit to be conducted, prior to the commencement of such
audit; and
e The findings and proposed recommendations on the completion of an audit, and, where
appropriate, provide comments.
Independence
To be effective, the Internal Audit function must be able to operate without being influenced or
restricted when undertaking its responsibilities. For this purpose the Internal Audit reports directly to
the Audit and Risk Committee via the CEO with respect to all audit investigation findings.
Page 11 of 111Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 12 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY - INTERNAL AUDIT
Authority
Internal Auditors, in the course of their duties, have full, free and unrestricted access to all records,
monies, materials, assets, property and personnel and are permitted to examine all transactions,
review all policies, procedures and functions in Council.
Information acquired by Internal Audit in the course of an audit must remain confidential and must
not be used for purposes outside the scope of the audit review.
All members of management and staff must fully co-operate with internal audit in relation to matters
subject to review.
The internal audit function shall be performed by proficient and experienced auditor/s who hold a
level of professional membership as outlined below:
e Ordinary membership or above of the Institute of Internal Auditors in Australia or
e CPAor above (CPA Australia) or
e CAor above (Institute of Chartered Accountants in Australia) or
e IPAor above (Institute of Public Accountants)
Audit Reports and Recommendations
At the completion of an audit, internal audit will discuss their findings and recommendations with the
appropriate officers concerned to ensure that internal audit and management agree on the findings
and jointly develop any recommendations considered necessary. A final report will then be issued to
the Audit and Risk Committee via the CEO.
At the request of the Audit and Risk Committee (in consultation with the CEO) Fhe internal audit
function may atthe request of the Audit and Risk- Committee be required to provide a a report
summarising significant issues arising out of audits undertaken during the year_—It may also be
required to provide independent verification that any high risk issues have been addressed, and to
undertake an assessment of the implementation of audit recommendations. The report may include:
reference to areas where weaknesses were encountered; suggested remedial measures and any
general observations or recommendations considered appropriate; and a summary of management
actions taken or not taken in response to audit recommendations.
The CEO will co-ordinate the review of the implementation of internal audit recommendations and
report progress and any associated issues to the Risk and Audit Committee on at least a quarterly
basis.
Relationship between Internal Audit and External Audit
In accordance with the Financial Accountability Act 2009 all Queensland public sector organisations
are to be held accountable for the administration of the state’s finances and are subject to a
financial audit each financial year. The Queensland Audit Office undertakes financial and
performance audits relating to Council’s financial reports and performance audits which focus on the
performance of public sector entities, and how effectively, efficiently and economically their
objectives are being met.
Internal audit will collaborate with the appointed external auditor with respect to all internal audit
engagements conducted, as required, to facilitate the audit coverage and avoid duplication of work.
Both the internal auditor and external auditor may approach the Audit and Risk Committee
Chairperson directly on any matter.
Page 12 of 111Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 13 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY - INTERNAL AUDIT
Management
The internal audit function will be guided by the standards of the Institute of Internal Auditors and will
be active in implementing modern auditing techniques.
When auditing processes, all auditors will generally adopt a “systems-based auditing” approach,
which involves the identification of the key controls within each relevant process and an assessment
of the extent to which each control can be relied upon to ensure the integrity of output from the
process.
A comprehensive set of audit working papers shall be prepared during each assignment. The
working papers shall include planning rationale, process documentation, details of auditing
procedures, results of testing, discussion records, a report on each process audited and
correspondence with senior and line management, etc.
The Executive Manager (on behalf of the Chief Executive Officer) assisted by the Governance
Advisor will liaise with the internal audit function (contractor) in relation to the conduct of internal
audits, reporting arrangements and the administration of any contractual arrangements.
Page 13 of 111Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 2
Page 14 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 2
| 5 NOOSA Strategic-Council Policy
@ | COUNCIL AUDIT AND RISK COMMITTEE
Corporate Plan Reference: A sustainable Council
Endorsed by Council on: 27 August 2015
Policy Owner and Department: | Chief Executive Officer
1. Function, Role and Duties of the Audit Committee
The Audit Committee will act as an advisory committee to Council in the effective discharge of the
responsibilities prescribed in the Local Government Act 2009, the Local Government Regulation
2012 and other relevant legislation and prescribed requirements. In doing so, it will provide
independent comment, advice and counsel on audit and risk management issues covering all
Council operations and projects reported and considered by the Committee at its regular meetings.
The Committee does not replace or replicate established management responsibilities and
delegations, the responsibilities of other executive management groups within Council, or the
reporting lines and responsibilities of the internal audit, external audit or risk management functions.
The Committee will provide prompt and constructive reports on its findings directly to Council,
particularly when issues are identified that could present a material risk or threat to Council.
In the discharge of its responsibilities, a key duty of the Committee will be to provide reasonable
assurance to Council that its core business goals and objectives are being achieved in an efficient
and economical manner, within an appropriate framework of internal control and risk management.
The discharge of this responsibility principally involves the consideration of audit-related findings and
risks highlighted and reported in respect of performance management.
In the assessment of audit findings, the Committee must take into account management’s responses
and recommendations in relation to such matters.
The Audit and Risk Committee’s core duties are to:
e Assess and contribute to the audit planning processes relating to the risks and threats to
Council, taking into account the financial and operational environment in which it operates and
its performance management framework;
° Review the draft financial statements prior to submission to the Auditors, and review of the
final financial statements prior to adoption by Council;
° Assess and enhance Council’s corporate governance, including its systems of internal control;
° Oversee and appraise Council's financial, operational and compliance reporting processes;
° Setting an annual internal audit plan based on risk assessments;
e Annually review efCouncil’s insurance coverage;
° Review ofexternal and internal audit findings and monitoring -of implementation outcomes;
° Providing-Provide advice to Council on the annual internal audit budget and oversight ofthe
internal audit function;
° Review Council's internal controls to ensure they are best practice and for fraud and risk
prevention; and
° Advise Council regarding the management of its strategic risks.
Other key responsibilities of the Committee, through the respective audit functions, are to assist
Page 14 of 111Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 15 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY — AUDIT AND RISK COMMITTEE CHARTER
Council to discharge the responsibilities of ‘due care and diligence’ in relation to:
| . The delivery of the organisation’s outputs efficiently, effectively and economically-and so as to
obtain optimal value for money;
° Optimising the organisation’s performance in terms of quality, quantity, timeliness, cost and
where appropriate, location;
* Reporting organisational financial and operational information to the users of its reports in a
relevant, reliable and timely manner;
° Ensuring the integrity and consistency of the organisation’s corporate culture relative to ethical
conduct and probity, including in relation to its tendering, contracting and other procurement
processes; and
| ° Initiatinge special investigations as it sees fit, or as directed by Council, in relation to matters
set out in this Charter.
In the discharge of the foregoing responsibilities the Committee must provide prompt and
constructive advice to Council, particularly where issues are identified that could present a material
risk or threat to the Council.
2. Relationship with Internal Audit
It is noted that due to its size, the Noosa Council does not have a dedicated resource to perform the
internal audit function.
Therefore, in terms of this, the Audit and Risk Committee may from time-to-time seek independent
reports for specific matters.
3. Relationship with Council Executive Management Groups
The Audit and Risk Committee will liaise closely with other Council executive management groups
and ensure, to the extent practicable that there is no material overlap between the internal and
external audit functions. The Committee will ensure that there is a frank and meaningful exchange
of information between the groups where this is necessary or desirable.
4. Relationship with Line Management
| The role of the Audit and Risk Committee with respect to line managementmanagement will focus
on whether the actions proposed to address audit concerns are satisfactory and cost-effective and
will enhance the effectiveness and efficiency of Council’s operations
5. Relationship with External Audit
The Audit and Risk Committee has no power of direction over external audit or the manner in which
the external audit is planned or undertaken but will act as a forum for the consideration of external
audit findings to ensure they are balanced with the views of management. The Committee will consult
with external audit on that function’s proposed audit strategy and audit fees for each year and ensure
that an integrated audit process occurs, to the extent practicable. The Committee will review letters
and reports provided by an external auditor.
6. Membership of Audit and Risk Committee
The Audit and Risk Committee will consist of the Mayor and one Councillor, as per Section 210 of
the Local Government Regulation 2012.
The Council will appoint two external members with the appropriate qualifications to the Committee.
At least one member will have significant experience and skills in finance matters.
Collectively, the Committee shall possess:
Page 15 of 111Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 16 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY — AUDIT AND RISK COMMITTEE CHARTER
e A thorough understanding of the core activities of Council and the environment in which it
operates, including its strengths, weaknesses, opportunities and threats;
e Acommitment to the continual improvement of the outputs that the organisation delivers and
that contribute to the achievement of Council’s priorities;
e Strong business acumen and management skills;
e A high level of understanding of best practice internal control, risk management and corporate
governance;
e Asound knowledge of information systems and emerging technology;
e A high level of competency in financial and operational reporting and the ability to analyse
complex financial reports including Council’s Operating Statement, Statement of Financial
Position, Cash Flow Statement and Notes to and forming part of those statements;
e Aninquiring attitude, objectivity and independence; and
e Astrong, demonstrated sense of probity and ethical conduct.
The membership of the Committee may be reviewed during the life of the Committee but will be
reviewed following the completion of each General Local Government Election.
6.1 Committee Chairperson
The Chairperson shall be elected by the Committee with a preference for the Chairperson to be an
independent Committee member.
6.2 Committee Secretary
The Secretary will be responsible for the preparation and circulation of the meeting agenda and
accurately minuting all decisions of the Committee in consultation with its Chairperson. The
Secretary will also be responsible for the timely tabling of all correspondence, reports and other
information relevant to the Committee’s activities and operations.
The Secretary is to be provided by the Chief Executive Officer.
7. Ethical Practices
Members of the Audit and Risk Committee will, at all times in the discharge of their duties and
responsibilities, exercise honesty, objectivity and probity and not engage knowingly in acts or
activities that have the potential to bring discredit to Council.
Members also must refrain from entering into any activity that may prejudice their ability to carry out
their duties and responsibilities objectively and must at all times act in a proper and prudent manner
in the use of information acquired in the course of their duties. Members must not use Council
information for any personal gain for themselves or their immediate families or in any manner that
would be contrary to law or detrimental to the welfare and goodwill of the organisation. Further,
members must not publicly comment on matters relative to activities of the Committee other than as
authorised by Council.
Members who become aware of a conflict of interest or issues which may affect their objectivity on
matters raised within the Committee should advise the Chairman immediately. In the case of the
Chairman they are to advise the Chief Executive Officer.
Page 16 of 111Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 17 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY - AUDIT AND RISK COMMITTEE CHARTER
8. Committee Meetings
Meetings shall be conducted on a formal basis and be effectively minuted by the Secretary as to
proceedings and decisions. Meeting agendas must be prepared and distributed to all members of
the Committee at least seven (7) working days prior to a meeting. Minutes of meetings must be
prepared and distributed to Committee members as soon as possible after the conclusion of the
meeting and must be confirmed as an accurate record of the meeting at the next subsequent meeting
of the Committee.
In the setting of the Committee Agenda, there will be an emphasis on the most significant risks and
threats to Council and the ongoing evaluation of what is being done to mitigate such risks.
The Committee shall meet quarterly. In addition, the Committee Chairperson may call such additional
meetings as may be necessary to address any matters referred to the Committee or in respect of
matters that the Committee wishes to pursue.
A quorum shall consist of at least three (3) members. As far as practicable, decisions of the
Committee shall be regarded as its collective decision or advice. However, where there is material
dissension to a decision, a minority view may be placed before the Council.
8.1 Other Attendees at Committee Meetings
The Chairperson may invite a representative of external audit or other appropriate persons to attend
any meeting of the Committee and to present and comment on appropriate items.
Where advice is required in relation to a matter subject to a committee inquiry and it is considered
sufficiently material to warrant the services of a specialist external consultant, the Committee may
request Council assistance.
9. Committee Reports
The Audit and Risk Committee must prepare prompt and timely meeting minutes and reports to
Council as soon as practicable after each meeting outlining relevant matters that have been
considered by it, as well as the Committee’s opinions and recommendations thereon. A summary of
the role and achievements of the Committee shall be included in the Annual Report of Council
together with a statement that the Committee has observed the terms of its Charter.
10. Evaluation of Committee Activities
On an annual basis the Committee Chairperson will:
| e Assess the performance of the Committee if required and take appropriate action in respect of
areas where there is a perceived need for enhancement of its role, operational processes or
membership; and
e Provide each individual member of the Committee with feedback on that person’s work
performance and professional contributions to the Committee’s activities for the year.
Membership of the Committee will be reviewed by Council following each Local Government Election
with the aim of ensuring appropriate balance between continuity of membership, the contribution of
fresh perspectives and a suitable mix of skills, knowledge and experience.
External and Non-executive Management members are to be limited to a maximum of two terms
equivalent to two local government elections.
Page 17 of 111Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 18 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COUNCIL POLICY — AUDIT AND RISK COMMITTEE CHARTER
11. References and Associated Documents
Local Government Act 2009
Local Government Regulation 2012
Version control:
Version Reason/ Trigger Change (Y/N) | Endorsed/ Reviewed by Date
1.0 New Policy Council 28/08/14
1.1 Updated Policy Council 27/08/15
1.2 Updated Policy Y Council 7/10/16
Page 18 of 111Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
3 LOCAL ECONOMIC PLAN AMENDMENTS
DOCUMENT INFORM AT ION
Author Senior Economic Development Officer, Carolyn Bullen
Executive Office
Index ECM / Subject / Economic Development
Attachments 1. Updated Local Economic Plan October 2016 (43 pg attachment provided
separately to this report; 2 hard copies available in the Councillors’ Room)
2. Updated Local Economic Plan - Action Plan October 2016
RECOMMENDATION
That Council note the report by the Senior Economic Development Officer to the Services &
Organisation Committee Meeting dated 8 November 2016 regarding amendments to the Noosa
Shire Local Economic Plan and Action Plan and adopt the amended documents provided at
Attachments 1 and 2 to the report.
Report
As a part of the induction program following the March 2016 Local Government elections, two
workshops were held with the new Noosa Councillors to discuss in detail the Noosa Shire Local
Economic Plan which had been adopted by the previous Council at its December 2015 round of
meetings.
It was agreed at the conclusion of these workshops to include the Education and Training Sector
as a priority industry sector in the Local Economic Plan (see Attachment 1), along with Tourism,
Digital Economy, Health and Wellness, Rural Enterprise, Creative Industries, Environmental
Industries and Professional Services.
A program of high level actions for the Education and Training Sector has been identified and
included in the Local Economic Plan Action Plan (see Attachment 2).
Previous Council Consideration
Ordinary Meeting, 11 February 2016, Item 11, Page 10
That Council note the report by the Senior Economic Development Officer to the Planning &
Organisation Committee Meeting dated 2 February 2016 and note the Noosa Shire Local
Economic Plan – Implementation Plan.
Ordinary Meeting, 17 December 2015, Item 4, Page 11
That Council note the report by the Senior Economic Development Officer to the General
Committee Meeting dated 14 December 2015 and
A. Adopt the Noosa Shire Local Economic Plan, provided at Attachment 1; and
B. Authorise the Chief Executive Officer to develop an Implementation Plan to support the Local
Economic Plan by 12 February 2016; and
C. Authorise the Chief Executive Officer to make any minor amendments to the Local Economic
Plan prior to publication.
Page 19 of 111
Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Ordinary Meeting, 19 November 2015, Item 7, Page 17
That Council note the report by the Senior Economic Development Officer to the Planning and
Organisation Committee meeting dated 10 November 2015 and
A. Approve the “Draft Noosa Shire Local Economic Plan” for the purpose of public exhibition
and comment; and
B. Request the Chief Executive Officer to collate and consider the feedback received for
inclusion in the Noosa Shire Local Economic Plan
Ordinary Meeting, 9 April 2015, Item 2, Page 7
That Council not the report by the Senior Economic Development Officer to the Planning &
Organisation Committee Meeting dated 31 March 2015 and
A. Agree to the development of a Noosa Shire Local Economic Plan
B. Undertake a community engagement process to develop the Noosa Shire Local Economic
Plan as Proposed in Attachment 1
C. Appoint Cr Bolton and Cr Jurisevic as members of the Project Focus Group; and
D. Authorise the Chief Executive Officer to appoint the members of the Project Focus Group
after consulting with the Mayor and Councillors.
Finance & Risk
Provision for initiatives in the Education and Training Sector will be made from the existing 2016-
17 Economic Development Program budget.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Councillors, Chief Executive Officer, Executive Manager
Departments/Sections Consulted:
x Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
x Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 20 of 111
Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 2
Page 21 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
y /
yy J
. fae Noosa Shire
. ae r a i tes e
| ee Local Economic
| | WD) eeacace Plan
| yi
ree he reer
a ) : TS Action Plan October 2016
z ,
a ? ee
rs »,
- :
4 =
: ee iw
4) We vip
{ oh a
OLIN : ee
ite p f “A dynamic and
Da resilient economy for
= SS. eee Ancona) iit=M
at “SSRI
noms... S i =
PO Box 141 Tewantin QLD 4565
am NOOSA [email protected]
: ) P (07) 5329 6500 | F (07) 5329 6501
im COUNCIL www.noosa.qld.gov.au
Page 21 of 111Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 22 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Action Plan
Tourism
1.1.1. Continue to implement the Noosa Sustainable Destination Plan Ongoing TN
1.1.2 | Continue the collection and management of the tourism levy | Ongoing | Cncl/TN
otk} | Pursue the development of high yield visitor markets | Ongoing | TN
1.1.4 | Continue to develop strategies aimed at increasing revenue from business events | Ongoing | TN
115 Achieve greater dispersal of visitors across the Shire through the development of Ongoing 1N
hinterland and eco experiences such as the Noosa Trail Network
a | Explore opportunities to grow sectors within tourism in Noosa - for example health & > | TN
wellness, education and sport
117 | Examine planning impediments in the sector and opportunities for the next planning | 2 Cnel
scheme to better facilitate a broader range of visitor experiences
1.1.8 | Identify infrastructure/facility and how best to support the development of these assets | 3 | TN
Digital Economy
on Profile the sector to better understand the industry's economic impact, strengths, ; Cnel
challenges and opportunities
a | Explore how the planning scheme can enable business development in this sector - for | ; | Cndl
example precinct planning around technology and innovation
1.2.3 | Actively pursue the establishment of ITC driven work hubs in the Noosa Shire | Current | Cncl/IND
1.2.4 Support the development of a Digital Entrepreneurs Network | Ongoing Cncl
a5 Support selected regional initiatives through the Digital Sunshine Coast program | Ongoing | RDA/Cnel
including broadband infrastructure, skills and workforce development
126 Establish a Digital Economy Reference group to provide expert advice on broadband | 1 Cnel
infrastructure, technology solutions and take up
| In collaboration with business, industry and support agencies, facilitate the | |
1.2.7. establishment of projects that strengthen the local start-up community/eco system - for 1 Cncl
example the Digital Entrepreneurs Network
Education and training
a Profile the sector to better understand the industries economic impact, strengths, 7 Cnel
challenges and opportunities
eseai | Explore how the planning scheme can enable business development in this sector | 1 Cncl
1.3.3 | Support cluster development in the sector to increasee connections and collaborations | 1 Cncl/IND
| Work with industry to create initiatives that: | |
1.3.4 ° growthe tertiary education and training sectors; and 1 Cncl/IND
* encourage course delivery that aligns with the Noosa Brand and priority industry
sectors.
mo MN Keoloxcos Neer Ee merece ala Mera kerala o-oo
Page 22 of 111Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 23 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Health and wellness
ve Profile the sector to better understand the industry's economic impact, strengths, ; Gnd
A. nc
challenges and opportunities
149 | Explore how the planning scheme can enable business development in this sector - for 1 ena
A. nc
example precinct planning for health and wellness
re Support cluster development in the sector to support increased connections and : Coc
A. oO
collaborations
ad Work with business and industry to identify potential initiatives that increase economic 5 —_
A: nc
activity and generate employment in the health and wellness sector
Explore the concept of, and test support for, the establishment a centre of excellence in
1.4.5 2 Cncl/IND
aged care
Rural enterprise
Profile the sector to better understand the industries economic impact, strengths,
13) Current ABN
challenges and opportunities
1.5.2 | Support the development of Agribusiness Networks Current Cncl |
Map supply chains and distribution channels within the local food and beverage sector
1.5.3 Current CNF
to identify gaps and potential business opportunities or efficiency gains
1.5.4 Finalise the Agricultural Land Use Study to inform the next planning scheme Current Cncl
Support appropriate regional agribusiness initiatives and workforce development . ABN/CNF/
15:5 a Ongoing
activities Cncl
1.5.6 Support the development of appropriate food tourism initiatives Ongoing TN |
1.5.7. Explore the establishment of a Noosa food and beverage brand 1 Cncl/ABN |
Explore the establishment of a Noosa appellation similar to the Barossa, Margaret River
1.5.8 ; 1 Cncl/ABN
and King Island
Creative Industries
net Profile the sector to better understand the industries economic impact, strengths, ; eed
6. nec
challenges and opportunities
a Explore how the planning scheme can enable business development in this sector - for 4 nd
6. nc
example precinct planning for entertainment, creative industries etc.
ies Support cluster development in the creative industries sector to support increased ; end
6. nc
connections and collaborations.
Work with business and industry to identify opportunities to support increased
economic activity and generate employment in this sector, for example co-operative
1.6.4 business models, social enterprise, start up and entrepreneurship programs 1 Cncl/SCCA
aie NOOSA Noosa Shire | Local Economic Plan - Action Plan October 2016 | Page 3
mom Keener
Page 23 of 111Section 24
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 24 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Environmental industries
174 Profile the sector to better understand the industries economic impact, strengths, | ' cau
challenges and opportunities
Explore how the next planning scheme might support business development in this
Weza2s 1 Cncl/IND
sector — for example precinct planning
Support cluster development in the environmental industries sector to support |
14:3 3 Cncl/IND
increased connections and collaborations
Work with business and industry to identify opportunities to support increased Cnd/
1.7.4 economic activity and generate employment in this sector for example start up and 3 NBBL/Coc
| entrepreneurship programs
Explore the opportunity to better leverage Noosa's Biosphere status, clean green brand
1.7.5 | and environmental credentials and communicate Noosa’s competitive advantage in 3 TBD
this sector
| Professional services
16 Profile the sector to better understand the industries economic impact, strengths, | P tnd
challenges and opportunities
Work with business and industry to identify opportunities to support increased
1.8.2 S Cncl/IND
| economic activity and generate employment in this sector
133 Ensure a planning and regulatory environment that supports sole operators and small 3 cre
businesses
a4 Establish an expert Business Reference Group to work with Councils Strategic Land Use Cnel/IND
Planning team in the development of the next planning scheme
95 Develop a communications strategy to engage and educate the business | 5 Cad
community on the development of the new Noosa Planning Scheme
| a4 Explore how to best leverage the existing Noosa brand to promote Noosa asa 1 Cncl/TN/
preferred business location CoC
a Create a business/economic prospectus that talks to the strengths of our local ; Cncl/IND/
economy and includes case studies on successful Noosa Shire based businesses coc
Establish a single point of contact within Council for new, prospective and |
3.3 1 Cncl/CoC
existing businesses
Explore the establishment of a local body that could foster partnerships and
a4 investment, useg local expertise, skills and networks to address local economic 1 Cncl/IND/
opportunities, issues, infrastructure needs; support start-up ecosystems, and CoC
markets Noosa as a business destination
6 Establish an on-line data and information library to monitor and track economic i Cndl
| activity and assist business decision making
mo COUNCIL
Page 24 of 111Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 25 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
an Establish an awards program that recognises and supports further achievement in : re
, nc
targeted focus areas for example innovation, entrepreneurship and sustainability |
Establish a business development program that supports business success, innovation |
and entrepreneurship:
+ — Establish a competitive business development fund that supports collaboration
a9 and clustering in key sectors and encourages innovation and entrepreneurship ' cre
; nc
+ — Establish an innovation program that enables local work hubs to deliver curated
content
+ Support the development of industry networks and clustering initiatives
Work with State and Federal government agencies to ensure the delivery of
3.8 : . . Ongoing Cncl/IND
government business support services in our shire |
Advocate to government and telecommunication providers for improved
41 infrastructure to facilitate connectivity including broadband and mobile Ongoing RDA/Cncl
technology
Maintain community assets in accordance with Asset Management Plans to .
4.2 . . . : Ongoing Cncl
support those industry sectors that rely heavily on lifestyle attributes
Ensure the needs of the Noosa business community are taken into account as 7
4.3 Ongoing Cncl
part of the Transport Strategy
Advocate and encourage the re-activation of education services from the TAFE
5.1 a Current Cncl/IND
Tewantin site
Work with industry representative groups such as the Chamber of Commerce
to support and strengthen networks, connections and collaboration between
5.2 businesses and opportunities for skill development - for example Business Ongoing Cnel
Mentoring Noosa, networking opportunities that align with this plan, a Noosa
Alumni network
Build alliances with education providers to increase strategy alignment,
collaboration and the delivery of education services that meet the needs of
5.3 2 Cncl/IND
the business community and support growth in high value low impact industry
sectors
es Identify potential education and training opportunities that support the development 3 Cnel/IND |
; nec
of innovation and entrepreneurship within high value low impact sectors
® | NOOSA Noosa Shire | Local Economic Plan - Action Plan October 2016 | Page 5
an COUNCIL
Page 25 of 111Section 26
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 26 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Work with industry, agencies and business groups to develop implementation
6.1 Cncl/IND
plans for identified priority actions
63 Explore new and sustainable approaches to funding the economic aspirations of 1 Cnel/IND/
, the community TN/CoC
es Report annually to the community using a variety of channels - forums, online, ; Chel
; nc
social media, report card
| 64 | Review and up-date this plan annually as required | Annually | Cncl |
am NOOSA Noosa Shire | Local Economic Plan - Action Plan October 2016 | Page 6
mon oLONOIe
Page 26 of 111Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
4 2016/17 COMMUNITY GRANTS FUNDING - OUT OF ROUND FESTIVE SEASON EVENT
GRANTS
DOCUMENT INFORM AT ION
Author Community Development Coordinator, Alison Hamblin
Community Services Department
Index ECM/Subject/Funding/Grants/Donations/26.05 Events Assistance Scheme
Attachments 1. 2016/2017 Community Festive Event Grant ‘out of round’
recommendations – 3 years
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Coordinator to the Services &
Organisation Committee Meeting dated 8 November 2016 and approve the 2016/2017 ‘out of
round’ Festive Season Event grant recommendations as set out in Attachment 1 to the report.
REPORT
1. Purpose
The purpose of this report is for Council to consider and endorse the ‘out of round’ Festive Season
Event grant recommendations as set out in Attachment 1 of this report.
2. Background
In June 2016, Council approved 7 applications for 3 years funding under the Festive Season
Events program with $35,400 funding allocated per year.
There were no applicants in that round seeking to fund the traditional Peregian Beach Christmas
Carol or Noosa Marina New Year’s Eve events, both of which had previous funding from Noosa
Council.
Subsequently, post June 2016, eligible community organisations were encouraged to discuss and
apply for funding to hold the Festive Season Events in these two locations.
3. Out of Round Applications
Two eligible applications have been received in regards to the Peregian Beach Christmas Carol or
Noosa Marina New Year’s Eve events and have been assessed by the specialist officer.
The Community Development Co-ordinator is recommending that the two applications receive total
funding of $8,500 funding from the Festive Season Event Grant Program (three year funding) as
per Attachment 1.
Page 27 of 111
Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
4. Implementation
Following endorsement of this report, grant applicants will be notified of the outcomes. Funding to
successful applicants will be distributed in late November 2016.
Previous Council Consideration
Ordinary Meeting, 16 June 2016, Item 3, Page 11
That Council note the report by the Community Development Coordinator to the Services &
Organisation Committee Meeting dated 7 June 2016 and
A. Authorise the Chief Executive Officer to amend the Community Grants Policy to include a 3
year Signature Event Category for which Service Clubs are eligible; and
B. Approve the following grant funding recommendations:
1. 2016/2017 Community Alliance Grant recommendations as set out in Attachment 1 to
the Report;
2. 2016/2017 Festive Season Grant recommendations as set out in Attachment 2 to the
Report noting that the Pomona Night of Lights event is being held in Pomona, not
Cooroy as incorrectly outlined in the attachment;
3. 2016/2017 Signature Event Grant recommendations as set out in Attachment 3 to the
Report;
4. 2016/17 Community Grant Projects first round recommendations as set out in
Attachment 4 to the Report; and
5. 2015/16 Regional Arts Development Fund (RADF) second round recommendations as
set out in Attachment 5 to the Report.
C. With respect to the application by Slow Food Noosa which currently fails to meet the criteria
for the community grant, the organisation is encouraged to apply for the next round of grants
for support for their education and promotion of slow food principles.
Finance & Risk
The budget for the 2016/17 Festive Season Grants Program is $41,382. Of this, $35,400 was
allocated in June 2016. If the proposed $8,500 is approved, the shortfall of $2,518 will be covered
from existing budgets within Community Services.
Consultation
External Consultation - Community & Stakeholder
Eligible community organisations within these locations and previous applicants of Festive Season
Grants were notified of this missed event and funding opportunity.
Internal Consultation
The two applications received were assessed by the Specialist Officer and discussed with the
Community Development Coordinator.
Page 28 of 111
Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Departments/Sections Consulted:
Chief Executive Officer x Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities x Financial Services
Executive Support x Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws x Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 29 of 111
Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 30 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
2016-2017 Community Festive Season Event Grant Recommendations — (3 years funding)
Organisation Event Description Location & Date Assessment
Recommends
Noosa Marina NYE laser & music show - A live band will | Noosa Marina, $5,000
auspiced by play from around 7:30 pm. Two laser light | Tewantin,
Tewantin Lions Club | shows with accompanying music will be 31 December, 2016
Inc. held at 9pm and 12 midnight.
The event is family orientated and is free
entry. Patrons will have a choice to
purchase food and drink if they so wish
but will not be obligated to do so.
East Coast Originals | Peregian Beach Christmas Carols - Peregian Beach Park | $3,500
Upholding the 51 year tradition of the 12 December, 2016
Peregian Beach Christmas Carols, the
event will be an all ages, family friendly
free event bringing the local community
together. Local performing artists and a
community choir will lead the audience in
singing carols and the event will also
include Santa Claus, fireworks over the
park/beach area and local food vans.
Total $8,500
recommendation
Page 30 of 111Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
5 CAPITAL PROGRAM DELIVERY STATUS - OCTOBER 2016
DOCUMENT INFORM AT ION
Author Asset Planning Coordinator, Bryan O’Connor
Planning & Infrastructure Department
Index ECM/ Subject/ 2016-2017 Annual Capital Works Programme
Attachments 1. Capital Projects Delivery Status, 28 October 2016
EXECUTIVE SUMMARY
The project delivery status report is presented regularly to the Services & Organisation Committee.
This report particularly highlights the projects that have commenced or are nearing completion over
the 2016/2017 financial year.
This report also provides a capital project delivery spreadsheet (Attachment 1) that gives a
general overview of the status of all projects and general performance as the projects are delivered.
The capital delivery project dashboard has been incorporated into Attachment 1 to demonstrate
individual project status and overall delivery status.
RECOMMENDATION
That Council note the report by the Asset Planning Coordinator to the Services & Organisation
Committee Meeting dated 8 November 2016 providing an update on the status of the projects
currently being delivered in the 2016/17 Capital Works Programme and:
A. Note that Council has achieved 36% of actuals and commitments compared to total budget
as at 28 October 2016,
B. Endorse the establishment of a Project Control Group to assist in the coordination of the
delivery of the Capital Works Programme; and
C. Nominate Councillor __________ as a member of the Project Control Group.
REPORT
The purpose of this report is to inform the Services & Organisation Committee of the overall status
of the Capital Works Programme projects to the end of October 2016. The report also provides an
opportunity to highlight and discuss projects within the programme, and also confirm the delivery
status of projects as they are delivered throughout the 2016/2017 financial year.
There are currently 145 active projects (not including the individual site specific bus stop projects)
in the 2016/17 Capital Programme as of 28 October 2016 (including the carryover projects from
2015/2016) with a value of $26.9m.
1. Current Projects
The major focus for project delivery and design staff in the first four months of the financial year
has been with the planning and design phases of the projects within the Capital Works
Programme. Whilst this approach requires significant resourcing it usually results in limited
expenditure being recorded against the projects when compared with construction phases. The
construction phase of projects in the main will commence in November and continue on through to
the end of June 2017.
Page 31 of 111
Section 32
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
It is important to note that the commitments reflect the extent of planning and design activities
undertaken with approximately $6.1m of commitments raised as of the 28 October 2016.
The project delivery approach for 2016/17 is to have the majority of projects well underway within
the second and third quarter of the financial year. The final quarter will be utilised for finalisation of
the current programme and planning for the next financial year’s programme.
There are a number of projects that are nearing completion of the planning and design phases in
preparation for the construction phase and these include:
Whole of Shire Road Pavement reseal programme
Noosaville Foreshore Park Furniture Renewal
Noosaville Wyuna Park Playground renewal
Whole of Shire Bus Stop disability programme
Pomona Skate Park Shade Structure
Noosa Heads Park Road Boardwalk Renewal
Peregian Beach Rufous St Digital Hub
Rufous St Digital Hub (artist impression)
Page 32 of 111
Section 33
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Noosa Heads Park Road Boardwalk (Design render)
Noosaville Wyuna Park Playground Renewal (Design render)
2. Asset Management Programmes
In addition to the above projects, there are a number of annual and cyclical projects that are
currently being delivered, including the CCTV stormwater inspection programme, the gravel re-
sheeting programme, stormwater structures & stormwater pipes renewal programmes and the
asset management system mobility project. These projects are aligned to Council’s asset
management focus and asset condition inspection programmes.
Page 33 of 111
Section 34
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
3. Summary
The Capital Works Programme has increased momentum over the past month and will continue to
increase in the delivery phase of the projects. The programme will see the majority of projects
scheduled to be either completed or well underway prior to the end of June 2017. Council staff
have identified a need for more Design resources in delivering designs for the current and future
Capital Works Programme and approval for additional design staff is being sought via a separate
report to the Services & Organisation Committee meeting (refer to report titled ‘Design Services
Team Resourcing Arrangements’).
The table and graph below provides a breakdown of expenditure as at 28 October 2016.
YTD Actual Expenditure $3,678,205
Committed Expenditure $6,129,889
Remaining Capital Expenditure $17,181,494
Full Year Budgeted Expenditure $26,989,588
The Project Design & Delivery teams continue to remain focused on completing the majority of
projects by the end of the financial year. The current delivery including actuals and commitments
is at 36%.
It is considered good practice to have a Project Control Group overseeing the delivery of the capital
programme and receiving regular reports on progress from the project delivery team. It is therefore
recommended that such a Project Control Group be established which would include:
A Councillor representative
Director Planning & Infrastructure
Director Corporate Services
Director Community Services
Asset Planning Coordinator
CEO (optional)
Current Capital Works Programme Expenditure as of 28/10/2016
YTD Actual
Expenditure
13.63%
Committed
Expenditure
Remaining Capital 22.71%
Expenditure
63.66%
Page 34 of 111
Section 35
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Previous Council Consideration
The Capital Works Programme has previously been distributed to Councillors (document titled
“Capital Works Programme 2016/2017”).
Finance & Risk
There is a current shortage of design resources and the risk of not recruiting design staff will have
an impact on the number of projects being delivered in future capital programmes.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Project delivery staff within the Planning and Infrastructure Department were consulted in the
preparation of this report.
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development X Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 35 of 111
Section 36
ATTACHMENT 1
Page 36 of 111
Noosa Council
Capital Works Schedule ATTACHMENT 1
As at: 28-Oct-2016
oO ay
Capital Works
500003 500003 - Noosaville - Munna Point Bridge Stage 2 0 38,706 38,706 10,158 83,706 26.24% Mr Adam Britton
500500 500500 - Cooroy Mary River Road Timber Bridge Rehabilitation 0 41,887 0 0 0.00% Mr Cameron Shields
500503 500503 - Whole of Shire Bridge replacement program - Planning and des 100,000 119,744 25,000 8,087 5,400 6.75% Mr Adam Britton
500723 500723 - Tablelands A Bridge Rehabilitation 0 97,000 90,000 52,711 1,214 54.34% Mr David Pearce
500724 500724 - Tablelands B Bridge Rehabilitation 0 35,400 18,000 7,245 6,482 20.47% Mr David Pearce
500725 500725 - Wahpunga Road Bridge Renewal Kin Kin 0 47,600 0 4,516 1,536 9.49% Mr David Pearce
Total Bridges 100,000 380,337 171,706 82,717 98,337 21.75%
500004 500004 - Noosaville - Gympie Tce / Williams St 11,070 11,070 9,453 85.40% Mr Dallas Bickley
500510 500510 - Noosa Main Beach - Sand Pumping Pipe Replacement Program 50,000 50,000 0 116 900 0.23% Mr David Shing
500612 500598 - Munna Pnt Foreshore Rehab Stg 2 Design Drawings and Approval 5,574 5,574 4,099 11,175 73.53% Mr David Shing
500650 500650 - Whole of Shire, Dune Fencing Rehabilitation 20,000 20,000 9,800 33,669 168.35% Mr David Shing
500691 500691 - Noosaville, Noosa River Timber Retaining Wall, Steps and Lan 50,000 50,000 28,750 36 233 1,643 72.47% Mr David Shing
500692 500692 - Noosaville, Munna Point Foreshore Protection Stage 2 280,000 280,000 30,100 2,953 1.05% Mr David Shing
500722 500722 - Noosa Main Beach Tower Roof Replacement 0 0 15,788 0.00% Mr Clint Irwin
Total Coastal Canals and Waterways 400,000 416,644 85,294 102,310 13,718 24.56%
500690 500690 - Tewantin Cemetery, Erection of Donated Granite Niche Wall 17,500 17,500 0.00% Mr Wayne Schafer
Total Cemeteries 17,500 17,500 0.00%
500207 500207 - Rufou
is St Design & Development Phase 0 90,939 57,000 58,217 9,495 64.02% Mr Fox Rogers
500693 500693 - Peregian Beach, 5 Rufous St Redevelopment Construction 2,900,000 2,900,000 295,000 7,858 5,773 0.27% Mr Fox Rogers
Total Commerical Land & Property 2,900,000 2,990,939 352,000 66,074 15,268 2.21%
100726 100726 - Peregian Surf Club Public Amenities - Planning & Design 25,000 25,000 0 0.00% Mr Clint Irwin
500512 500512 - Sunshine Beach NAC - Hydraulics Report 50mtr pool filtration 6,500 0 0.00% Mr Stephen James
500515 500515 - Noosa Heads Surf Club Public Amentities Refurbishment 0 105,555 0.00% Mr Clint Irwin
500516 500516 - Sunshine Beach NAC - Replacement of Program Pool heat pump 13,444 13,444 9,545 71.00% Mr Stephen James
500539 500539 - Noosa Heads Demolition of Lifeguard Service/ SLSQ operations 21,000 0.00% Ms Emma ONeill
500617 500603 - Noosa Leisure Centre and The J - Evac Centre Switchboards 14,500 14,500 0.00% Mr Fox Rogers
500651 500651 - Noosaville Library, Refurbishment Planning and Design 50,000 50,000 0.00% Ms Kerri Contini
500652 500652 - Tewantin, Noosa Gallery Artworks Storage 25,000 25,000 0.00% Ms Kerri Contini
500653 500653 - Noosa Heads, Lions Park Public Amenities Refurbishment 95,000 95,000 19,000 1,190 1.25% Mr Allan Hazell
500654 500654 - Noosaville, Noosa Leisure Centre Floor Cleaner 11,200 11,200 0.00% Ms Cathy Simon
500655 500655 - Noosaville, Noosa Leisure Centre Replace Stadium Lighting 31,500 31,500 0.00% Ms Cathy Simon
500656 500656 - Noosaville, Wallace Park Precinct Signage 10,000 10,000 8,000 5,984 3,500 59.84% Ms Kerri Contini
500657 500657 - Noosa Heads, The J Sound and Lighting Equipment 30,000 30,000 0.00% Mr Scott Braby
500658 500658 - Cooroy Library, Repairs to Strip Lighting 25,000 25,000 0.00% Ms Kerri Contini
500659 500659 - Noosaville, Noosa Leisure Centre Café Area Floor Resurfacing 6,275 6,275 0.00% Ms Cathy Simon
500660 500660 - Cooroy, Mill Place Boiler House Remedial Works, Stage 3 180,000 180,000 0.00% Ms Kerri Contini
500694 500694 - Noosaville, Noosa Leisure Centre External Storage Unit 10,000 10,000 0.00% Ms Cathy Simon
500695 500695 - Noosa Heads, The J Upgrade Theatre Seating Capacity 70,000 70,000 0.00% Mr Scott Braby
500696 500696 - Noosaville Noosa Leisure Centre - Stadium Fans 30,000 30,000 0.00% Mr Ashley Saward
500697 500697 - Sunrise Beach, Noosa Aquatic Centre Gym Equipment 63,000 63,000 89,911 0.00% Ms Cathy Simon
500728 500728 - Noosa Regional Art Gallery Sound System 0 12,600 0 0.00% Mr Fox Rogers
500731 500731 - Sunshine Beach, NAC Overflow Carpark Drainage 0 4,797 0 0.00% Mr Ashley Saward
Total Community Facilities 661,975 717,419 54,944 139,671 93,411 19.47%
500517 500517 - Noosaville Depot Fire protection system and panel renewal 0 44,898 44,898 44,570 0 99.27% Mr Clint Irwin
500623 500609 - Customer Service Centre 0 13,632 13,632 0 21,034 0.00% Ms Debra lezzi
500698 500698 - Tewantin Administration Building Customer Service Counter Up 150,000 150,000 0 0 0 0.00% Ms Debra lezzi
500727 500727 - Noosa Depot Workshop Electrical Replacement 0 0 0 5,719 1,127 0.00% Mr Allan Hazell
Total Corporate Buildings 150,000 208,530 58,530 50,289 22,161 24.12%
Environmental Assets, Bushland, Tracks and Trails
500726 500726 - Flying Fox Sprinkler Installation 0 33,095 33,095 14,224 7,915 42.98% Mr Peter Milne
Total Environmental Assets, Bushland, Tracks and Trails 0 33,095 33,095 14,224 7,915 42.98%
Gravel Road Network
500519 500519 - Whole of Shire Gravel Resheeting - Annual Program 410,000 410,000 113,000 181,967 0 44.38% Mr Allan Hull
Total Gravel Road Network 410,000 410,000 113,000 181,967 44.38%
500030 500030 - Noosa River Holiday Pk- Internal refurb 0 11,198 11,198 0 0.00% Ms Michelle Stirling
500626 500612 - North Shore Beachfront Campground — Planning Consultancy 0 25,000 25,000 22,166 88.67% Ms Narelle Reid
500661 500661 - Noosa North Shore, Campground Redevelopment, Detailed Design 110,000 110,000 3,000 6,572 8,000 5.97% Ms Narelle Reid
500662 500662 - Noosaville, Noosa River Holiday Park Small Amenities Replace 530,000 530,000 0 465 30,669 0.09% Ms Michelle Stirling
500663 500663 - Noosaville, Noosa River Holiday Park Large Amenities Refurb 180,000 180,000 200 1,562 19,309 0.87% Ms Michelle Stirling
500664 500664 - Boreen Point Camp Ground Electrical Mains Board Replacement 27,500 27,500 0 0 0 0.00% Ms Michelle Stirling
500665 500665 - Boreen Point Camp Ground Main Amenities Plumbing and Tapware 27,500 27,500 12,000 12,190 0 44.33% Ms Michelle Stirling
500699 500699 - Boreen Point Campground Installation of 9 Power Sites 13,150 13,150 0 0 0 0.00% Ms Michelle Stirling
Total Holiday Parks 888,150 924,348 51,398 42,955 57,978 465%
500110 500110 - Tewantin Spray Park Shade Sail 37,264 37,264 38,305 102.79% Mr Dallas Bickley
500522 500522 - Sunshine Beach Skate park renewal - Design 0 370 0.00% Mr Dallas Bickley
500523 500523 - Whole of Shire Park shelter - Renewal Park shelters 45,000 45,000 9,000 0 0.00% Ms Sara Cooke
500524 500524 - Whole of Shire Playground Refurbishments 100,000 100,000 20,000 145 0.15% Ms Sara Cooke
500525 500525 - Whole of Shire Park Furniture Renewal 50,000 50,000 8,500 0 0.00% Ms Sara Cooke
500551 500551 - Noosa Hinterland Priority Playground - Planning & Design 49,178 523 1.06% Mr Dallas Bickley
500594 500594 - Botanic Garden Shade House 0 523 0.00% Ms Sara Cooke
500618 500604 - Noosaville Foreshore Park Furniture Replacement 5,838 5,838 5,285 839 90.53% Ms Sara Cooke
500627 500613 - Tewantin RSL Park Shade Structure Renewal 48,093 25,000 23,581 1,200 49.03% Mr Dallas Bickley
500666 500666 - Noosaville, Gympie Terrace Park Furniture Renewals 140,000 140,000 28,000 15,892 2,769 11.35% Ms Sara Cooke
Page 36 of 111Section 37
Page 37 of 111
S38 88 8383 3 SSSSSSS38 SSSSSSSSssssgs 33 SS333S338 38s SSSssss 33
83s S33ssa sg 8338 3338s
38 o So BSSSSERRAG 888 SRS a So = So So BESS a5: 38 8
x So So o ae
& 8 ey a © wo 28s oO 3 af wo 88 3
8 on oa o an
o @ Ny @ NOD > > o > 20N = noo ® a wo
®
SaR seEeeege & 8 EEELELEEE B88 § SSISR5 ao
S88 BERS a ss eeeegeai 88 & S88 5 Seseeees ss Ses
+ Jaas% Bz =
$35 cab ' 377 DO o-a 28 Hy ‘ z r 4
63 fg te gg ag 3 F ; sé g 3
@ gs
oo Aw gees ® a8
& &
3 > & ® 8 $4
$5
= & oS
m@
mi:
2< es 0B
=2< uP
pe ss Bg
ae
2a an<
Qo
r2a
= < a5 Qs
2a as @ 8 a@ oa
as 23 =3
S64
<a
2 gsesss ao wo Qo ~ ssh
sss 8 88 Ssses ss ss
nm N
an 3 3 2 ooo Bo 2
ooo o oo So Oo coos oo 3 o oo oo o 3388
888.0 s SS88o0 o 8s sss o o oO oO ooo 8s 8s o o oo
$$ wee ois > = 88s >
~ -_-
ooo NOoano oococo ooo a wok = Ww ooo ~ g wo
©cooocneo on oo 33888 of ao
=
sss 8sss8s 8sssss8s Bsa sss . == oO > SER
8sss 8s RS ss a sss8s
o o °o So N wo ak
oO o N o °o o > o
_N > 8 Saw £8 8& “N @
- Oo oo o oo Now Bo of oo
SS8o oo S So °o So o sss SSo
° be
3 @ o- wou
Nw SN > > on _
oo 8 es TE wo 38 o88 S83
o o oo o >
an > SF
aun an np
cs oo
° o o o 83s o o o 88s o
°o °o °o ° °o o ° o
8 &
es
& 8 an Ss= = z
aa
== ® o YO ow RE
= SS ooSection 38
Page 38 of 111
500687 500687 - Shire, CCTV ra Program 125,000 125,000 25,000 16,510 50.818 13.21% Mr Bryan OConnor
500688 500688 - Whole of Shire, Review of Standard Drawings 25,000 25,000 0 0 0 0.00% Mr Craig Eldridge
500710 500710 - Whole of Shire, T1 Asset Systems Mobility Rollout & Hardware 250,000 250,000 95,000 49,890 835 19.96% Mr Bryan OConnor
Total Asset Management 790,000 790,000 151,100 85,952 101,228 10.88%
500518 500518 - Plant and Fleet Replacement Program 1,765,000 2,151,438 915,938 943,056 43.83% Mr Phill Parkman
Total Fleet - Plant Replacement 1,765,000 2,151,438 915,938 943,056 43.83%
500075 500075 - Whole of Shire - Tech One HR module 0 0 225 4,152 0.00% Mr Justin Thomas
500542 500542 - Implementation of Cl Anywhere Functionality for TechnologyOn 54,606 30,000 16,178 37,322 29.63% Mr Justin Thomas
500689 500689 - Whole of Shire, Meeting Room Projectors and Smart Television 17,580 17,580 0 7,640 0.00% Mr Justin Thomas
500711 500711 - Whole of Shire, Cl Anywhere Functionality Implementation 200,000 200,000 51,350 26,738 1,162 13.37% Mr Justin Thomas
500712 500712 - Whole of Shire, Implement Eplan online Planning Scheme T1 140,000 140,000 23,750 0.00% Mr Justin Thomas
500713 5007 13 - Whole of Shire, Wireless enable Council Buildings 26,000 26,000 4,500 0.00% Mr Justin Thomas
500721 500721 - Black Mountain Repeater Replacement 0 0 6,923 0.00% Mr Justin Thomas
Total Information Technology 383,580 438,186 109,600 50,064 50,277 11.43%
500107 500107 - Noosa River Hydraulic Model 0 76,304 20,000 0 36,304 0.00% Ms Rebecca Britton
500203 500203 - Business Distribution and Land Needs Project 0 0 0 774 0.00% Ms Rowena Skinner
500543 500543 - Whole of Shire Planning Scheme Development Projects 2016 0 176,618 142,000 197,219 61,886 111.66% Ms Rebecca Britton
500714 5007 14 - Whole of Shire, Climate Change Adaptation Strategy 100,000 100,000 20,000 0 0.00% Ms Rebecca Britton
500715 500715 - Whole of Shire, Consultant Costs for Planning Scheme Develop 100,000 100,000 20,000 0 0.00% Ms Rebecca Britton
500716 5007 16 - Whole of Shire, Project Team Resources for New Planning Sche 546,963 546,963 95,660 27 0.00% Ms Rebecca Britton
500717 500717 - Six Mile Creek Flood Study 100,000 100,000 31,000 11,026 2,125 11.03% Ms Rebecca Britton
Total Planning Scheme 846,963 1,099,885 328,660 209,047 100,316 19.01%
Grand Total 23,101,168 26,989,587 4,928,276 3,678,205 6,129,889 13.63%
Capital Works Program
YTD Actual Expenditure $3,678,205
Committed Expenditure $6,129,889
Remaining Capital Expenditure $17,181,494
Full Year Budgeted Expenditure $26,989,587
YTD Actual
Expenditure — .
13.63%
—_
Page 38 of 111Section 39
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
6 DESIGN SERVICES TEAM RESOURCING ARRANGEMENTS
DOCUMENT INFORM AT ION
Author Design Coordinator, Craig Eldridge
Planning & Infrastructure Department
Index ECM/ Subject/ Staff Management/ Organisational Structures
ECM/ Branch Management/ Planning & Infrastructure
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Design Services Coordinator to the Services & Organisation
Committee Meeting dated 8 November 2016 and endorse changes to Council’s organisational
structure that includes an increase of two fulltime equivalent (FTE) staff, one a permanent FTE and
one a three year fixed term position in the Infrastructure Planning & Design Branch.
REPORT
The capacity of the Design Services section is currently not managing to keep pace and deliver
designs for the current capital works programme, which is impacting on its ability to deliver the
current capital works programme and to provide ‘shovel ready’ designed plans in a timely manner
for future years.
With the ongoing development of Council’s 10 year capital programme and asset management
plans, the demand for additional design resources continues to increase. The resourcing of the
Design Services section to deliver on this programme is critical to the delivery of identified and
emerging projects in the capital programme.
Currently, Design Services are delivered through a combination of three in-house designers,
supplemented by the use of external design consultants. Under the current delivery model, a large
volume of design work is outsourced to consultants, however, this approach to delivery comes at
a cost due to the need to still require management and checking to ensure that Noosa’s quality
and design standards are being met.
Following an assessment of current workloads, and considering the future demands on the team,
it has been identified that additional resources will be required to provide support in delivering
Council’s ongoing Capital works programmes.
The Design Services review considered how resources can be employed to assist with the delivery
of designs for the current programme and to meet delivery targets for future years. It concluded
that two Project Coordinators would be required, as a minimum, to assist with delivering designs
and create greater in-house expertise and flexibility.
These additional technical positions would be allocated to the Infrastructure Planning & Design
Branch in order to increase the volume of outsourced design work and to project manage external
design consultants. It is considered that of the two fulltime equivalent (2 FTE), one would be a
permanent fulltime position, with one being a three year fixed term position to assist with creating
a build-up of ‘shovel ready’ design projects ahead of the capital works programme.
Page 39 of 111
Section 40
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
The two Project Coordinators positions are technical by design and will provide increased project
management skills within the organisation. The provision of these additional resources will assist
with the delivery of designs for the current capital works program and provide support in delivering
Council’s ongoing Capital works programmes.
Position Title Broad Role Level
(in respect to project delivery)
Project Coordinator Provide project management services Fulltime Permanent Level 6
and guidance across Council Position
departments
Project Coordinator Provide project management services 3 year contract Level 6
and guidance across Council position
departments
It is recommended to advertise externally for both positions in order to ensure that the roles are
filled with individuals who have direct civil design and construction project experience.
Previous Council Consideration
Nil.
Finance & Risk
The funding of these two positions was discussed with the Leadership Team and will be funded
from capitalised staff budgets already provided for in the 2016/17 capital works programme.
Council’s strategic risk register identifies poor workforce planning as a moderate risk which can
result in loss of corporate knowledge, financial risk, decreased service delivery, decreased staff
morale, decreased productivity, and have significant training implications.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Leadership Team
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
X Governance X Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 40 of 111
Section 41
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
7 FREE HOLIDAY BUSES 2016-17
DOCUMENT INFORM AT ION
Author Project Officer, Joanna Ferris
Planning & Infrastructure Department
Index ECM\ Project\ Pub-Trans: PT-FHB; NHLPC
ECM\ Subject\ 45.15 Traffic and Transport
Attachments Nil.
EXECUTIVE SUMMARY
Free Holiday Buses were first introduced by Noosa Council in 2000. The primary aim of the service
is to reduce traffic congestion during peak Easter and Christmas holiday periods, as well as
encourage greater use of public transport throughout the year. It is recommended that the service
continue for the holiday periods of 26 December 2016 to 4 January 2017 and 8 to 17 April 2017.
RECOMMENDATION
That Council note the report by the Project Officer to the Services & Organisation Committee
Meeting dated 8 November 2016 and:
A. Provide Free Holiday Buses during the periods 26 December 2016 to 4 January 2017 and 8
to 17 April 2017.
B. Accept TransLink’s quotation of $40,614 (excl GST) for the Christmas Free Holiday buses
for Routes 626, 627, 628, 629 and 632.
C. Delegate authority to the CEO to accept TransLink’s quotation for the Easter Free Holiday
buses for Routes 626, 627, 628, 629 and 632.
D. Accept Transit Australia Group’s quotation of $32,200 (excl GST) for a shuttle service
between Peregian Beach and Noosa Heads.
E. Approve a marketing budget of $12,259 for the Christmas and Easter Free Holiday Buses.
F. Include Boreen Point–Tewantin Flexilink service and Council Cabs in the Free Holiday Buses
services.
G. Approve the use of Noosa Heads Lions Park as a car park for the period 26 December 2016
to 8 January 2017 and 8 to 17 April 2017 to be managed by the Tewantin-Noosa Lions Club.
H. Approve 60% of the Lions Park car parking revenue be provided to the Tewantin-Noosa
Lions Club for the management of the temporary car park.
REPORT
The purpose of this report is to seek Council’s approval to proceed with Christmas and Easter Free
Holiday Buses as per previous years.
Page 41 of 111
Section 42
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
1. Recommended Dates
Free Bus Services
Monday, 26 December 2016 – Wednesday, 4 January 2017.
Saturday, 8 April – Monday, 17 April 2017.
Noosa Heads Lions Park – Car Park
Monday, 26 December 2016 – Sunday, 8 January 2017.
Saturday, 8 April – Monday, 17 April 2017.
2. Free Services
The following five Noosa-specific TransLink services, currently operate 7 days a week, and are
recommended for inclusion in the Free Holiday Buses initiative:
Route 626 – Tewantin to Sunrise Beach via Noosa Heads
Route 627 – Tewantin to Sunshine Beach via Noosa Heads
Route 628 – Noosa Parklands to Noosa Junction, via Noosa Civic
Route 629 – Tewantin to Noosa Junction via Noosa Civic
Route 632 – Noosa to Cooran via Cooroy and Pomona
Four additional TransLink services travel outside the Shire and into Maroochydore, Nambour, and
Eumundi (Routes 620, 622, 630 and 631). A request to include the Noosa only component of these
services was not approved by TransLink.
In order to offer a free service to residents between Peregian Beach and Noosa Heads, the
following additional shuttle service is recommended:
064 (shuttle) – Peregian Beach to Noosa Heads from 8am to 6pm
In previous years, the Boreen Point - Tewantin Flexilink and Council Cabs services have been
included in the program and provided free of charge to passengers. It is also recommended that
this be included in the programme.
3. Marketing
Proposed marketing of the Free Holiday Buses includes:
Posters at major bus stops
15 street banners
Four variable message boards (Cooroy/Noosa Rd, Eumundi Noosa Rd, David Low Way, Walter
Hay Dr)
Posters in all Council facilities
Council communication tools including website, Facebook, eNews and messages on hold.
Liaison with external stakeholders (Tourism Noosa, Accommodation Providers, Shopping
Centres etc.) for inclusion on websites, emails, and newsletters.
Media launch with support from local newspapers.
Prize for online feedback survey
In kind marketing support from TransLink.
Passenger Assistant at Noosa Heads Bus Station
Page 42 of 111
Section 43
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
The role of the passenger assistant is to:
Coordinate movement of buses/passengers to avoid overcrowding.
Offer assistance with routes, times and which side of the stop to wait at.
Encourage passengers to complete the FHB survey.
Remind drivers to press buttons to record passenger data.
One Sunbus passenger assistant is proposed to be based at Noosa Heads Bus Station from
9.30am to 4.10pm on the following dates:
Thursday, 29 December 2016.
Saturday, 31 December 2016.
Tuesday, 3 January 2017.
Saturday, 8 April 2017.
Saturday, 15 April 2017.
These dates have been selected based on previous passenger data and days which are predicted
to be busiest.
The total marketing budget has increased from $8,500 in 2015/16 to $12,000 in 2016/17 due to an
increase in costs for the banner date changes and the installation of the street banners.
4. Noosa Heads Lions Park
For many years, the Noosa Heads Lions Park has been used as a paid car park during peak
holiday periods. During the Christmas period the car park operates until the end of the week-end
following the end of the free bus services, however during Easter the car park only operates during
the free holiday buses period.
The current arrangement is:
The Tewantin-Noosa Lions Club manages the operation of the car park from 9.00am to
6.00pm daily.
In wet weather the park is not opened to vehicles.
Vehicles are charged a flat rate of $10 (inc GST) per day or part thereof.
The Tewantin-Noosa Lions Club receives 60% of the parking fees. The remaining 40% of the
revenue from the Lions Park is utilised to fund traffic control staff and park regeneration.
Previous Council Consideration
Nil.
Page 43 of 111
Section 44
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Finance & Risk
It is proposed that the Free Holiday Bus services will be funded by the Public Transport Levy. The
Public Transport Levy has a balance of $546,000 for the 2016/17 financial year.
Table 1: 2016/17 Proposed Expenditure (excl GST)
Services Proposed Expenditure
Christmas 2016/17 $40,614
TransLink Services
(626,627,628,629,632)
Easter 2017 $18,450
TransLink Services (Based on 2016)
(626,627,628,629,632)
Peregian-Noosa Heads Shuttle (Xmas 2016/17) $15,112
Peregian-Noosa Heads Shuttle (Easter 2017) $17,088
Total $91,264
Table 2: 2016/17 Proposed Marketing Expenditure
Marketing Proposed Expenditure (excl
GST)
Passenger Assistant (Xmas) $2,185
Passenger Assistant (Easter) $1,714
Street Banners (Xmas & Easter) $3600
Banner date changes & cleaning (Xmas & Easter) $1,650
Variable message boards (Xmas & Easter) $2,400
Poster design & printing (Xmas & Easter) $570
Survey Prize (Xmas & Easter) $80
Launch $60
Total $12,259
Consultation
External Consultation - Community & Stakeholder
TransLink
o Quote for Christmas & Easter Free Holiday Buses
o Request for inclusion of Noosa component of TransLink services which travel outside of
Noosa area.
Sunbus - Quote for Passenger Assistant and Shuttle service.
Tewantin- Noosa Lions Club – Car park
Internal Consultation
Property Officer, Parks & Natural Areas, Civil Works – Noosa Heads Lions Car Park
Community Engagement team –proposed marketing
Management Accountant – Available PT Levy funds
Page 44 of 111
Section 45
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
X Community Engagement Building & Plumbing Services
Customer Service X Civil Operations
Economic Development Disaster Management
Governance X Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 45 of 111
Section 46
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
8 COUNCIL POLICY - TRANSPORT STRATEGY
DOCUMENT INFORM AT ION
Author Director Planning & Infrastructure, Martin Drydale
Planning & Infrastructure Department
Index ECM \ Subject \ 27.48 Council Policies
Attachments 1. Council Policy – Transport Strategy
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Planning & Infrastructure to the Services &
Organisation Committee Meeting dated 8 November 2016 and adopt the Transport Strategy Policy
provided at Attachment 1 to the report, for the purposes of community consultation.
REPORT
Council recently engaged with the Noosa community seeking feedback and ideas on the future
transportation challenges and solutions that face the community generally. Submissions were
received through a variety of means including:
Council’s Your Say Noosa portal;
Workshops held with key community organisation representatives; and
Pop up consultation kiosks.
Concurrently, independent consultants, Parsons Brinckerhoff, were engaged to provide advice on
contemporary global responses to transportation issues. They were also asked to provide input
into the establishment of a draft vision and strategy which Council could use alongside the
community’s feedback, to form the basis of a high level strategy for further detailed community
engagement.
As a result of this feedback, a draft strategy has been developed which provides a high level
transport vision and mission, some key principles to provide guidance for Council staff when
considering transport related matters and some key outcomes that can be used as markers to
judge whether the implementation of transport initiatives has successfully met the future vision.
Following adoption of the policy, further work will be undertaken to develop a discussion paper,
similar to the New Planning Scheme discussion paper, that will be used to engage with the
community on a deeper level to identify specific actions for inclusion in a 5-Year Transport Action
Plan.
Previous Council Consideration
Nil.
Page 46 of 111
Section 47
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Finance & Risk
The Transport Strategy is a key document which will provide guidance for the next 20 years on the
development and implementation of transportation initiatives aimed at addressing the transport
challenges faced in the Noosa Shire. Failure to have such a strategy will result in haphazard
responses which will not be aligned to specific outcomes at improving issues of congestion, car
parking, public transport and active transport.
The Transport Strategy can also lead to the deferral or removal of planned expenditure associated
with future intersection upgrades and other infrastructure.
There are no financial implications associated with the adoption of the Transport Strategy.
Consultation
External Consultation - Community & Stakeholder
Community representative workshops
Your Say Noosa
Pop Up Kiosks
Internal Consultation
Council workshops
Pop Up Kiosks for Council staff
Departments/Sections Consulted:
X Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office X Planning & Infrastructure
X Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance X Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability X Strategic Land Use Planning
Page 47 of 111
Section 48
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
Page 48 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
| » | NOOSA Council Policy
ms keer TRANSPORT STRATEGY
Corporate Plan Reference: Establishing new policies and strategies
Endorsed by Council: <Insert Date of Ordinary Meeting >
Policy Author: Director Planning & Infrastructure
POLICY BACKGROUND
The ‘Noosa Lifestyle’ is of critical importance to the Noosa community and Noosa Council. There is
a strong focus on a laid-back environment without big city symbols. It is about being connected to
the local landscape, enjoying a relaxed way of living and having sustainable transport options that
support our way of life.
If our lifestyle is to be protected into the future, then the ultimate aim would be for a culture to be
developed where the Noosa community can be considered to be ‘freed from car dependency’.
Council’s transport vision for the Noosa Shire is one that means:
e for residents of and visitors to villages and urban communities in Noosa, there will be limited
need to use a car
e walking, cycling and public transport are the preferred means of moving around the coastal area
¢ community transport and ride share services are the preferred means of moving around the
hinterland, where walking and cycling distances are too great
e bus and train are the preferred method of travel to and from Brisbane
e delivery services and non-transport solutions such as high speed internet reduce the need for
individual travel
e the wider community and not just locals share in this vision
Council’s transport mission for the Noosa Shire is:
To encourage alternative transport usage and reduce
dependence on private cars
COUNCIL POLICY
Transport Principles
Council commits to its transport mission by embedding the Transport Principles outlined below into
all Council transport and transport related planning, infrastructure and decision making.
The principles below have been developed to ensure there is corporate alignment with the
Council’s transport mission in order to realise Council’s transport vision.
Page 48 of 111Section 49
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 49 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Noosa Council will:
e Encourage transport options that meets the needs of both locals and visitors
e Prioritise the transport needs of residents, workers and overnight visitors over those of day
visitors
e Prioritise our focus on moving people and goods
e Provide infrastructure and services that are designed to give priority to pedestrians, cyclists and
public transport over private cars
e Improve the safety and amenity of pedestrians and cyclists in our transport infrastructure
e Address peak time traffic congestion by reducing traffic rather than increasing road capacity
e Accommodate changes in transportation technology
e Align our organisational transport options and usage with Council’s Zero Emissions Strategy
and the above principles.
Transport Key Outcomes
It is anticipated that these principles will provide organisational focus and deliver the following key
outcomes:
1. Residents and workers in the coastal urban areas of the Noosa Shire and in the hinterland
townships are able to go about their everyday business without needing to use a private car.
2. There has been an overall modal shift away from private car use towards more sustainable
transport modes including walking, cycling and public transport.
3. The transport system supports the preferred pattern of development including the local
centres hierarchy, and is consistent with our planning scheme.
4. Key regional destinations such as hospitals, airports and universities are readily accessible
by public transport from Noosa Shire.
5. All schools are safely and conveniently accessible by walking, cycling and public transport.
6. Parking is closely managed through effective controls.
7. There has been a change in behaviour by visitors to Noosa with a reduction in the number
choosing to drive and park in congested coastal areas.
8. Park-and-Ride facilities have been provided to assist with managing visitor travel demand
where supported by transport services.
9. The transport system supports the local lifestyle and also tourism by delivering both active
and public transport infrastructure that meet the needs of locals and visitors.
10. Local public transport routes offer efficient, high-frequency services.
11. The road and associated pedestrian networks are safe and accessible to all users including
mobility scooters, cyclists and pedestrians.
12. The community at all levels is educated about the costs and benefits of their travel choices,
to be able to make informed decisions.
13. Alternative transport is cost effective for users and providers as compared with private car
use.
14. New technologies are being used in our transport solutions.
Page 49 of 111Section 50
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 50 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ROLES AND RESPONSIBILITIES
This policy applies to all Council activities and all Councillors, officers, consultants and contractors
involved in, and with responsibility for, contributing towards the achievement of Council's
objectives, asset management, advocacy and reporting responsibilities in relation to transport and
transport related infrastructure.
RELEVANT LEGISLATION
Local Government Act 2009
Page 50 of 111Section 51
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
9 1617T012 MUNNA POINT FORESHORE REHABILITATION STAGE 2 - TENDER
ASSESSMENT
DOCUMENT INFORM AT ION
Author Technical Officer – Coastal and Foreshores, David Shing
Planning & Infrastructure Department
Index ECM/ Subject/ Beach Access
ECM/ Projects (T1) / Munna Point Rehabilitation Stage 2
Attachments 1. Tender Evaluation Matrix
EXECUTIVE SUMMARY
The Munna Point foreshore was severely eroded during Cyclone Oswald in January 2013. The
erosion caused large trees to become undermined and a large scarp had developed along the
shoreline. At the time, Council immediately installed a geofabric wall as emergent works to attempt
to stop further erosion. The Development Approval for these emergent works required Council to
look at a permanent solution to address erosion at this site.
The Department of Environment and Heritage Protection, via Council’s consultation process,
recommended that Council should trial a groyne field to address the erosion and channel issues.
It was anticipated that such a solution would ensure that any sand nourishment undertaken on the
Munna Point Caravan site would be better protected.
The design of the groyne field was to be delivered in two (2) stages. Stage 1, was a trial to ascertain
whether the groyne field would successfully address erosion issues and, if so, then the remaining
groynes (Stage 2) were to be constructed.
Stage 1 of the groyne field was completed in August 2015. Monitoring of Stage 1 has been carried
out by Council’s surveyor with the survey results being reviewed by Council’s consultant
International Coastal Management (ICM). The survey results demonstrate that the groynes have
been successful in helping the accretion of sand on the beach. Erosion at the site has been
minimised and dredging operations have allowed the river channel to move away from the Munna
Point foreshore.
RECOMMENDATION
That Council note the report by the Coastal and Foreshores Technical Officer to the Services &
Organisation Committee Meeting dated 8 November 2016 and award contract 1617T012 Munna
Point Foreshore Rehabilitation Stage 2 to Rimlex Pty Ltd t/as Nabis Dredging.
REPORT
1. Tender Process
An open invitation to tender was advertised seeking suitably skilled and experienced contractors
for the construction of coastal works.
2. Tender Assessment
A tender evaluation panel was established to review the submissions received, including an
external technical consultant, International Coastal Management (ICM), panelled as the
engineering expert for coastal works. ICM will also certify the completed work.
Page 51 of 111
Section 52
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Five (5) tenders were received, four (4) conforming and one (1) non-conforming. The evaluation
panel carried out an assessment of the four (4) conforming tenders:
Hall Contracting Pty Ltd
Marine Civil Contractors
Neo Infrastructure
Rimlex t/as Nabis Dredging
Tenders were evaluated using the following criteria:
Capability and Resourcing;
Track Record;
Methodology;
Quality;
Safety;
Environment Sustainability;
Contribution to Local Economy; and
Price.
The evaluation methodology considered non-price elements (65% of the score) and a price
component (35% of the score). The tender evaluation matrix is provided at Attachment 2.
3. Evaluation
Nabis Dredging have demonstrated high expertise in the construction of coastal projects in
Queensland, and is the contractor who constructed the Stage 1 Munna Point Groynes.
Nabis Dredging scored the third highest total technical score, however were the lowest tenderer
on price. Whist Nabis scored the lowest for the Quality and Safety categories, Nabis did
demonstrate to the tender evaluation panel that they had:
a sound Construction Safety Plan;
satisfactory Work Safety and Induction Plans in place; and
appropriate Quality Management Systems in place.
Previous Council Consideration
Nil
Finance & Risk
A provision of $280,000 (excluding GST) has been made within the 2016/17 budget, Nabis Pty
Ltd’s tender is $263,737 (excluding GST).
The risks of not constructing Stage 2 of the groyne field are:
the risk of loss of revenue to the Munna Point Caravan Park if campsites are not available
due to erosion.
the risk of exposed foreshore and geofabric bags causing a public trip hazard and a loss of
aesthetic appeal to the foreshore.
Page 52 of 111
Section 53
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Consultation
External Consultation - Community & Stakeholder
Munna Point Stakeholders
Department of Environment and Heritage Protection
Department of Natural Resources and Mines
Maritime Safety Queensland
Internal Consultation
The following departments/sections have been consulted through this process:
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance X Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 53 of 111
Section 54
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
Page 54 of 111
Final Evaluation
Weighted Attribute Evaluation Spreadsheet
16177012
Hans Point Foreshore Renepinaton See °
PRICE
No. |NAME OF TENDERER excl of GS
1 Sama ore | = = ont » vee
2 |Marine Civil Contractors Pty Ltd $298,871 : :
3 |Entracon Civil Pty Ltd ee) The ratings:
4 |Hall Contracting Pty Ltd | ——«$410,582) * 0 (zero) = Unacceptable — a fail for that criteria and extreme risk
5 |Rimlex Pty Ltd t/as Nabis Dredging + 20 (twenty) = Very Poor — the content of the submission for that criteria is of a low standard and high risk
Aas * 40 (forty) = Poor — the content of the submission for that criteria is unimpressive and poses a moderate risk
ja Po * 60 (sixty) = Good — the content of the submission for that criteria is meritable and will need to be monitored if awarded
a | + 80 (eighty) = Very Good — the content of the submission for that criteria is of a high standard and advantageous
| Po * 100 (one-hundred) = Exceptional — the content of the submission for that criteria is flawless / outstanding and most adva
Ls
S| Po Once all the data is entered the resultant scores based on the price and non price elements are automatically calculated fc
NON-CONFORMING TENDERS
1 [BoralQuaresSSSCSCSCSC*dD no evaluate Number of Tenders Evaluated = [5]
|
1 2 3 4 5
Rimlex Pty Ltd
. Marine Civil Entracon Civil Pty | Hall Contracting .
~ : ~ _ ™_
Dredging
Evaluation Criteria wercemna on | srt] “owe | asot| “see [Seng] “een Pong] et [Pong | een
Resultant Resultant Resultant Resultant Resultant
weighting weighting weighting weighting weighting
capabiity @Resourcing | 10% jes | 4 | + Fe > ey:
a ee
* P| Pa
Enironment&Surananiy | Pa
ontributiontoLocal Economy | 15% | 8 | 12 | @ | 12 |e | iz | wo | s | o | s
Total Technical Score 65% Po 8145 T8985 8
Normalised Technical Score (Tn) Po AS
Neointrastructure |oontractors PtyLtd| Ltd | ytd
PART B - Price element Neo Infrastructure Contractors Pty Ltd Ltd Pty Ltd Nabis Dredainc
Total Fees (Pc) 35% $349,437 $298,871 $O $410,582 $263,737
Average Fees (Pav) $...........2.....22.-.- $264,525
Price Score 68 87 0 45 100
Normalised Price Score (Pn) 68 87 0 45 100
Weighted Price Score (Pw
Total Score of price and non price
elements
OTHER DETAILS
Assesment panel member 1 Technial Officer - Coastal and Foreshores, Planning and Infrastructure
Assesment panel member 2 Workplace Health and Safety Advisor, Executive Office The Contract Administrator confirms the above weightings
Assesment panel member 3 Environmental Officer, Planning and Infrastructure Contract Administrator's signature:
Assesment panel member 4 -
Page 54 of 111Section 55
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
10 ASSET MANAGEMENT POLICY UPDATE - NOVEMBER 2016
DOCUMENT INFORM AT ION
Author Asset Planning Coordinator, Bryan O’Connor
Planning & Infrastructure Department
Index Subject\ Asset Management Team Meetings
Subject\ Governance & Executive\ Council Policies
Attachments 1. Asset Management Policy
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Asset Planning Coordinator to the Services & Organisation
Committee Meeting dated 8 November 2016 and adopt the updated Asset Management Policy
provided at Attachment 1 to the report which reflects the changes in the establishment of the Asset
Management Steering Committee.
REPORT
With the implementation of the asset management roadmap, a number of initiatives have
commenced in developing Council’s asset management capabilities. One of these initiatives
includes the establishment of an asset management steering committee which has resulted in a
need to change the asset management policy to better reflect the asset management governance
within the organisation.
An updated asset management policy is attached to this report.
Previous Council Consideration
Ordinary Meeting, 25 September 2014, Item 1, Page 21
That Council note the report by the Asset Planning Manager to the Infrastructure & Services
Committee Meeting dated 16 September 2014 and the General Committee Meeting dated 22
September 2014 and:
A. Rescind the existing Asset Management policy that transferred to Council from the Sunshine
Coast Regional Council under the Local Government (De-amalgamation Implementation)
Regulation 2013; and
B. Adopt the new Asset Management Policy shown as Attachment 1 to the report to General
Committee dated 22 September 2014 and authorise the Chief Executive Officer to put in
place administrative guidelines and tools required to implement the policy.
Finance & Risk
Nil.
Page 55 of 111
Section 56
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Leadership Team
Departments/Sections Consulted:
X Chief Executive Officer X Community Services x Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
X Governance X Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 56 of 111
Section 57
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
Page 57 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
ATTACHMENT 1
| ¢ » | NOOSA Council Policy
mm meee ASSET MANAGEMENT
Corporate Plan Reference: Looking after community assets
Endorsed by Council: 17 November 2016
Policy Author: Asset Planning Coordinator
POLICY BACKGROUND
Council is responsible for the management of a significant value of diverse infrastructure and
assets on behalf of the Noosa community. Council recognises that these assets must be
appropriately managed so that they can continue to deliver services to the community in a
sustainable manner into the future.
The network of infrastructure assets within the Noosa shire is relatively complete, with limited
growth expected into the future. However, there will always be a need to consider upgrades of our
infrastructure by replacing infrastructure with new modern standards - examples would include
timber bridges with culverts / concrete bridges and gravel roads with sealed road surfaces. As
such, Council's priority will be to balance the need to maintain existing assets and infrastructure to
agreed service levels with the consideration of new assets and infrastructure.
Asset management is considered a key ongoing focus for Council and is at the centre of Council’s
overall long-term financial and strategic planning processes. Effective asset management will
assist Council in meeting its medium and longer term strategic and financial sustainability
objectives.
COUNCIL POLICY
This policy outlines Council's strategic direction for the management of its infrastructure and other
associated assets. Effective asset management will be achieved through:
1. Governance
a. Support at the leadership level to promote the importance of asset management throughout
the organisation;
b. An asset management framework which ensures accountability for asset condition and
performance with a whole of council approach to the continued improvement and
development of asset management activities; and
c. Ensuring the effective operation of the cross functional Asset Management across the
organisation through an endorsed asset management governance framework.
2. Asset Planning
a. A focus on risk, demand, community benefit and whole of life costs in the management of
assets:
b. The allocation of sufficient resources for the development and ongoing review of asset
strategies and plans; and
c. The establishment of an asset management framework that provides inputs directly into
Council’s budget and financial forecasts.
Page 57 of 111Section 58
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Page 58 of 111
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
3. Decision Making
a. That decisions are evidenced based and utilise the asset information to ensure
consideration of the asset risks and life-cycle benefits for the community:
b. To ensure that Council’s assets are managed in a systematic and sustainable manner
based on agreed levels of service; and
c. That minimum asset sustainability targets are met.
4. Capital Planning
a. That opportunities are maximised in the utilisation of asset management systems through
the expansion of the systems functionality where benefits outweigh costs; and
b. There is an integrated approach in acquiring, disposing and renewing assets that ensures
transparency and evaluates life cycle management of assets.
ROLES AND RESPONSIBILITIES
Asset management requires a whole of Council approach and is the responsibility of the
Leadership Team and staff. Specific asset class ownership is detailed in the Asset Responsibility
Matrix.
The Asset Management Steering Committee consists of Council's Leadership Team and the Asset
Management Coordinator to guide the development of Council’s asset management goals,
objectives, initiatives and facilitate the implementation of asset management strategies and plans.
The Asset Management Steering Committee takes a lead role in the strategic development of
asset management across the organisation and will establish operational teams as required to
assist in the development of asset class specific asset management initiatives across the
organisation as defined by the Asset Management Steering Committee.
The Asset Management Steering Committee will report on a periodic basis to the Leadership Team
and Council as required.
RELEVANT LEGISLATION
Local Government Act 2009
Local Government Regulation 2012
Version control:
Version Reason/ Trigger Change (Y/N) | Endorsed/ Reviewed by Date
1.0 Initial policy N Council 25/09/14
2.0 Amendments Y Council 17/11/16
Page 58 of 111Section 59
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
REPORTS FOR NOTING BY THE COMMITTEE
11 COMMUNITY SERVICES DEPARTMENT UPDATE - 1ST QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Director Community Services, Alan (Fox) Rogers
Community Services Department
Index ECM/ Subject/ Branch Management/ Community Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 8 November 2016 providing an update on operations of the Community
Services Department for the period 1 July to 30 September 2016.
REPORT
The adopted organisation structure includes the following branches under the Community Services
Department:
Community Development and Community Grants;
Community Facilities (including Noosa Community Care, The J, The Bicentennial Centre,
The Noosa Aquatic Centre, and The Noosa Leisure Centre);
Director’s Office;
Local Laws;
Libraries and Galleries; and
Waste, Environmental Health and Cemeteries.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the Community Services Department.
Page 59 of 111
Section 60
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
COMMUNITY SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Development
Develop and adopt the Noosa Social Scope of the Arts, Culture and Undertake Community Wellbeing Johns Landing discussions
Strategy Heritage Plan reported to Council survey for Noosa local government International Volunteer Day brunch
Scope of the Sport and Active area using the Australian Unity (December 5)
Recreation Plan reported to Council Wellbeing Index Establish a ‘Grow Your Arts E-
Noosa Shire Youth Network Develop Terms of reference and Newsletter’
established establish the Community Roundtable
Grow Your Arts program developed Grow Your Arts workshops
Initiatives to support volunteers
Council Community Grants Program Addressed overdue acquittal Assessment of largest ever Projects Prepare and run Feb-Mar grant
including RADF Finalised funding agreements cycle Grant Round – approx. $570k rounds.
for 16/17 Community Grants requested Grants Network and Nibbles Night to
Finalised water rebates and building Prepare for RADF grant opening support volunteers and community
insurance Improve website information organisations – Feb 2017
Projects Grant round closed on 26th including online acquittals
October 2016 Prepare partnership agreement with
Sunshine Coast Creative Alliance for
arts development program
Tait Duke Cottage Negotiation of MOU with key Secure additional community
stakeholders – United Synergies, partnerships and future tenancies.
Rotary, Hutchinson’s and Council
Securing materials for Tait Duke
cottage through donations and
external grants
Planning for the Community Garden
relocation
Council Grant Acquisition Application to Arts Qld for 2016/17 Assist and record acquittals, Search for opportunities, promote
RADF funding successful - $32,000 applications, claims and variations. internally and externally, assist and
Improved definition of roles and Full reconciliation of Grants Register record acquittals, applications, claims
responsibilities to meet Auditors with T1 Finance and variations.
requirements Improvement of Grants Register Prioritise funding search for Laguna
content Boardwalk and Rufous Street.
Page 60 of 111
Section 61
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Disaster Management Negotiation of MOUs with
Community Centres and Halls for use
as Evacuation Centres for Disaster
management
Disaster Management Plan for
John’s Landing
Noosa Sport and Active Recreation Plan Formation of Reference group Targeted consultation with local sport Review of State and National
comprising of internal, external and active recreation Strategic Priorities and trends
government and community providers/organisations including
representatives online survey and face to face
Initial meet and great and briefing workshop
with Community Representatives
Identification of 53 sporting pursuits
and 98 local clubs within the Shire
Business as Usual activities Prepared and distributed the 9th Negotiate expired leases on Continue to work with the State
edition of the quarterly Community community halls, community centres Government (Department of National
Connections e-newsletter to not for and sports complexes including Parks, Sport and Racing) to deliver
profits Cooroy-Noosa Genealogy and events in Noosa as part of the
Signs for Cooroy and Noosa District Family History Group, Camphor Building Active Communities
Sports Complex erected Laurel (Mill Place) Cooroora program
Sports Field Audits undertaken Woodworkers & Camphor Laurel Update our website presence
Eligible community facilities now on Storage (Johnson Court) Shine Queens Baton Relay preparation
Council’s insurance register Houses, Noosa District Sports Come and Try Winters Sports Day
Work with community groups to Complex x 7, Tait Duke Cottage, Kin
develop water efficiency Kin School of Arts Hall, Kin Kin
management plans Community Centre, Cooran Cutters,
One Million Stars to End Violence Cooroy Badminton, Cooroy
project in conjunction with the gallery, Gymnastics, Noosa Tri Club, Junior
libraries and community groups – Rugby League, Pomona Railway
workshops and installation at Noosa Station Gallery and Girraween Sports
Civic Complex
Come and Try Summer Sports Day – Work with community partners to
Tuesday 2nd August provide warm bedding for children
Set up and completed Conflict of and transport to COC Food outlet for
Interest Register. residents of John’s Landing.
Investigating opportunities to convert
Active Mums participants to long term
members of NLC/NAC.
Page 61 of 111
Section 62
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Promotion of Sports Tourism Guide in
partnership with Tourism Noosa
Work with SevGen Indigenous
organization on planning and delivery
of Indigenous Rugby League event
Community Facilities
Noosa Aquatic Centre
Appoint staff into two new key roles of Successful applicants have Get staff up to speed in key areas and Business as usual with new structure
Customer Service Supervisor and Pool commenced in the new roles. complete full handover of in place.
Operations Supervisor. responsibilities.
Investigate ways to enhance the centre’s Met with Beyond Zero Emissions Wait for further direction from BZE on Plan and implement improvements.
sustainability practices to achieve (BZE) and had initial discussions the implementation of improvements.
Council's Emission Reduction Policy about current practices and possible
goals. improvements.
Finalise fees and charges review and Development and Council approval Configure NAC point of sale system Implement approved fee schedule
introduce new fees effective 1 January of a simplified fee schedule and to reflect fee changes. and membership structure.
2017. membership structure. Educate frontline staff in the sale and
processing of new fees and passes.
Procure and install new gym equipment Completion of the RFQ process and Refurbish the NAC Fitness Studio Launch Fitness Studio with new
(as per capital works program). the selection of preferred suppliers of (Gym) and reposition in the market equipment and improved
the gym equipment. place. membership offerings.
Development of associated
marketing plan, programs and
events.
Set KPIs.
Undertake a detailed pool plant and Site visit undertaken. Completion of report. Implement recommendations,
equipment assessment, AND develop a Collation of information. undertake risk assessments and
centre asset management plan as a pilot Comments submitted on draft report. commence development of long-term
project for CF. Initial discussions regarding report asset management plan.
and the development of an asset
management plan have taken place
with Asset Planning Coordinator.
Page 62 of 111
Section 63
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Exceeded revenue budget by Coordinate school carnivals with Issue funding agreements for the
$35,996 and finished $11,159 minimal impact on regular users. Community Pools located at Cooroy,
underspent during Quarter 1. Develop plans for the Summer Pomona and Tewantin.
Hosted learn to swim carnival. Splash program. Development of the 2017/18
Successful camps for two Sydney Investigate electronic rostering operational budget.
based squads – Willoughby and systems.
Abbotsleigh College.
Learn to swim net promoter score
Proficiency days held for Noosa and (NPS) survey trial.
Sunshine Beach Nippers.
The J & BCC
Finalise the extension of the University of University of The Sunshine Coast Perform market rental rate appraisal. Finalise take up of option by 31
the Sunshine Coast’s lease for another 10 (USC) provided confirmation of its December 2016.
years. intent to take up the 10-year
extension option.
BCC hall extension in partnership with Project control group established and Ongoing support for the project as Clarify and communicate
Noosa Gymnastics Club. project manager appointed. the club goes to tender for the construction timeline to existing BCC
building works. users in order to minimise the impact
of construction works.
Progress negotiations regarding the The school has received Awaiting a formal request from the Finalise lease.
establishment of Noosa Montessori accreditation and plans to commence school in order to trigger the lease
School as a permanent tenant of the BCC classes in 2017. negotiations.
demountable building.
Successfully deliver all capital works Obtained relevant quotes for Select preferred contractors for Commence mezzanine seating
projects, including: Mezzanine wall and seating. mezzanine seating works. works and begin procurement of AV
- Mezzanine seating Technicians commenced planning for Finalise AV equipment renewal plan. equipment.
- Renewal of sound and lighting renewal of AV equipment.
equipment
Review fees and charges and special Positive discussions held with the Continue discussions and enter Implement new arrangements.
arrangements (such as not running the Noosa Jazz Club regarding this negotiations for an improved
bar) for community groups and look to matter. outcome.
increase fees and/or shift events from
peak times.
Undertake an evacuation centre Date for exercise finalised (Nov 28) Continue to plan event and invite Review exercise, document learnings
training exercise and ensure and planning with QFES and the Red volunteers to participate. and implement accordingly.
appropriate preparedness for the Cross has commenced.
upcoming storm season.
Page 63 of 111
Section 64
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Ongoing success of community Host and support upcoming Noosa Ongoing programming review
Sound Feast events including Open International Film Festival. including consideration of community
Mic and live bands. Identify most efficient and effective events/groups.
Hosted several successful small film treatment options based on the Development of the 2017/18
festivals. acoustic report. operational budget.
Secured regular commercial hire of
the kitchen, with Betty’s Burgers
using the space as a prep kitchen
during peak periods.
Acoustic testing of the theatre has
been completed.
Noosa Leisure Centre
Complete service review and Service review commenced. Continue the development of the Finalise service review and plan for
commence implementation of service review. implementation of recommendations.
recommendations.
Install and launch new retail area in Refurbishment of space completed. Sourcing stock suppliers (currently Commence retail sales and refine
refurbished entrance foyer. proving difficult due to low predicted product offering.
turnover) and fitting out area with
display racks.
Undertake an evacuation centre Date for exercise finalised (Nov 28) Continue to plan event and invite Review exercise, document learnings
training exercise and ensure and planning with QFES and the Red volunteers to participate. and implement accordingly.
appropriate preparedness for the Cross has commenced.
upcoming storm season.
Successfully deliver all capital works Timelines established for all projects. Finalise scope of works and seek Installation of stadium fans and
projects, including: quotes for stadium fans and lighting. lighting proposed for December
- Stadium fans 2016.
- Stadium LED lighting
- Purchase stadium floor scrubber
- Revitalisation of café floor
- External storage shed
Business as Usual activities Attendance numbers for Group Continue to liaise with all Wallace Implementation of new fees, as
Fitness program up over 30% Park groups regarding internal recently endorsed by Council.
compared to 2015/16 financial year signage update and overflow car park Preparation for upcoming events:
(excludes Active Mums attendance works. - Contender of the Codes charity
numbers). Establish a schedule of recurrent boxing event (Nov.)
New Crèche hours implemented 22 meetings with Noosa District - Record fair (Nov.)
August 2016.
Page 64 of 111
Section 65
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
New Active Mums membership Basketball Association (NDBA) and Continue to liaise with Wallace Park
introduced September 2016. Noosa Yoga. user groups on risk management and
Schedule of recurrent meetings with Develop customer satisfaction maintenance issues (deriving from
key Wallace Park users has been surveys and establish timeline for tree root issues) in common areas of
established. delivery to internal areas, including; the precinct.
crèche, café and kids’ play room. Development of the 2017/18
Investigate options to replace operational budget.
existing lighting throughout the
Centre with LED lights.
Closely monitor and review Active
Mums membership program.
Noosa Community Support
Launch a standalone NCS website. Web developer appointed and draft Refine site design and content. Launch site and promote via small
concept developed. marketing campaign.
Investigate mobility app solutions to aid Conversations with current software Identify an interim solution to assist Test and implement interim solution.
staff who are out on the road. provider have revealed mobility offsite staff.
solution won’t be available for
another 18 months.
Finalise operating arrangements and Induction processes for staff, Refine operations via one day a week Launch Workshop and generate
officially launch the Client Workshop. volunteers and clients finalised. pilot program in the Workshop. media interest.
Business as Usual activities Staff development day was The replacement of two buses and Look into a water exercise program
conducted September. associated accessibility aides – for clients in conjunction with the
Moved all information from the Home currently awaiting release of tender NAC.
Assist Secure (HAS) database to the docs. Seek funding for external works from
TRACCS database to ensure a Development of a scope of works reserve account.
consistent reporting schedule. for desired external building works Ongoing database improvements
to complete centre renewal. with associated staff training.
Investigate sit down dance classes in
conjunction with NLC.
Development of the 2017/18
operational budget.
Page 65 of 111
Section 66
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Director’s Office
Rufous St Precinct Development MCU application for a development Finalise tender documentation for the Develop application for National
permit and reconfiguration of a lot Rufous St civil works and the Stronger Regions Fund.
approved 21 July. upgrade to Rufous Lane. Tender assessment for the Rufous St
Detailed designs completed for Revise plans for Digital Hub building civil works and the upgrade to Rufous
Rufous St Civil Works to allow the project to go out for a Lane completed and contracts let.
Design Work for Rufous Lane design and construct tender.
commenced Continue to liaise with DILGP re grant
Grant application to DILGP lodged 28 application
September.
Cooroy Memorial Hall Council agreed to accept trusteeship Liaison with DNRM re First public consultation on the future
of the DOGIT and consult further with o transfer of trusteeship and of the Hall planned for November 26.
the community at its Ordinary o land swap to resolve
Meeting on the 20th October. encroachment issues with both
the Cooroy Memorial Hall and
Cooroy RSL Club.
Community Consultation re the future
of the Memorial Hall.
Libraries & Galleries
Implement outcomes of 2015/16 New library opening hours Induction and training of new Impact of new opening hours to be
Libraries Service Review implemented employees reviewed
Temporary Branch Services Review and reallocation of
Coordinator appointed operational tasks
Vacant library positions filled
Upgrade library collections to meet Extra investment made in library Analysis of key collections data eg Review collections development
current and future needs of Noosa collections, particularly eResources usage, loss rates and gaps model
community Review further eResource options Targeted promotion of eResource
Trial of e-audio devices for Home content
Services clients Review standing orders and bundled
plans
Complete Phase 1 of Noosaville Library Consultation with key stakeholders Review constraints of Noosaville Contract architect for design
refurbishment - research and design Library process
Review current trends in library Undertake design phase
design Prepare initiative for 2017/18 budget
Page 66 of 111
Section 67
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Develop brief for architect and
undertake quotation process
Assess needs of community
Complete Phase 1 of RFID project - Research phase completed Site visits and external consultation Develop implementation plan
research, planning and design RFID consultant completed review with RFID suppliers Prepare initiative for 2017/18
of operations and needs Determine specifications of Noosa budget
RFID system
Finalise scope of equipment
Collaborate with Council departments, Gallery partnership with Noosa Library supporting Community Preparation for Taste of Art
external presenters, authors, Long Weekend and Tourism Noosa Wellbeing Survey with promotion exhibition with Friends of the
partnership organisations and suppliers to deliver programs and pop-ups Gallery
to initiate and plan programs and Library support for corporate Delivery of Pink October program Deliver volunteer appreciation
events projects eg Noosa Show Council with Cooroy Future Group and local events
presence, Towards Zero Waste businesses
strategy Delivery of recycling and reuse
programs
Actively seek opportunities to obtain Library grants successfully Finalise TechSavvy grant program Await outcome of grant applications
external funding and support for library acquitted Formal external evaluation of Prepare 2015/16 First5Forever
and gallery programs and activities Dollars Making Sense grant outcomes report
Grant applications for WW1
program Acquittal of Dollars Making Sense
Centenary and Qld Week 2017
submitted Delivery of outreach early literacy
programs in parks and along
Dollars Making Sense program foreshore from “library on wheels”
completed bicycle
Launch of First5Forever outreach Identify new funding opportunities
“library on wheels” bicycle
Develop and deliver engaging Highly successful author events Deliver pilot Film Club program Delivery of Summer Holiday
programs and events to a variety of with Tim Winton and Graeme featuring films from Beamafilm Program in Dec/Jan
audiences within the immediate Simsion online streaming service Delivery of 2016 major Book Club
community and to visitors to the region Launch of second edition of Emma Marketing for Summer Holiday event
Freeman’s Hastings Street - Programs
Stories from Noosa’s past Finalise 2017 library and gallery
programming calendars
Page 67 of 111
Section 68
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Plan and implement innovative Upgrade of Spydus LMS 10 Launch Virtual Reality try-out Improve priority web pages
technology programs completed sessions Delivery of extended robotics and
Dewey, Noosa’s NAO robot, Implement new web module which coding programs
appeared at EKKA on special enables full remote access for staff
request by Premier’s Department Review library and gallery website
usage data and identify priority
pages for upgrade
Diversify gallery audience groups Belongingness, Red Desert Art Preparations for the Dec-Jan Finalising 2017 exhibition program
through exhibition content and Group & As One – three indigenous Gallery wildflower and water including a high profile Singapore
associated programming art exhibitions incorporating painted exhibitions to be opened 25 Nov artist solo show
outrigger and artworks from Review options for future delivery of Preparation of Council Report with
indigenous people with disabilities Floating Land options for Floating Land
Making of Midnight Oil exhibition
opened 02 September with high
profile launch. Attracting new
audiences and visitors from outside
Noosa region
Complete Gallery Shop review and Cultural Commerce consultant Consultant’s report being Refer major recommendations to
implement recommendations as completed review of Gallery Shop considered budget 17/18 process where
appropriate operations and submitted report Quick wins from report to be appropriate eg refurb of gallery
implemented eg trial of new stock shop fit-out
for summer period Implementation of
recommendations where
appropriate
Review trial operation of Butter Factory Council adopts resolution to Consultation with Cooroy Future Finalise permit and memorandum
under community management model develop three year agreement with Group on three year agreement of understanding
Cooroy Future Group to continue Development of draft permit and Review financial performance
Butter Factory management memorandum of understanding
Facilitate the development of a future Consultation with Cooroora Quotation process to contract Commence significance
plan for the Noosa Museum Historical Society museum consultant assessment and planning process
Scope of project developed
Page 68 of 111
Section 69
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Deliver 2016/17 capital works and External gallery sign installed on Review options for LED lighting in Refurbishment of Level 1 plant
facilities’ projects Pelican St Cooroy Library and obtain room into suitable Gallery storage
New PA system installed in gallery quotations room
Wallace Park entryway signage Undertake repairs to Noosa Progress Boilerhouse repairs
installed – facilities report improved Museum roof to prevent leaks
ability for visitors to locate precinct
Develop draft disaster Draft Libraries’ Collection Business Draft Business Continuity Plan Finalise and implement Business
recovery/business continuity plans for Continuity Plan completed being reviewed by relevant Continuity Plan
library and gallery collections stakeholders
Business as Usual activities Libraries & Galleries 2016/17 Libraries cleaning contract tender Award tender for Libraries’ cleaning
Branch Plans and Risk closed and being evaluated. contracts
Management Plans completed Finalise make-up of Noosa Council Recruitment to commence for
Resignation of Gallery Director Heritage Reference Group and Gallery Director position in early
Nominations called for Noosa hold first meeting 2017
Council Heritage Reference Group Promotion of mobile library
services through “Stop of the
Month” campaign
Local Laws
Review Compliance & Enforcement Policy reviewed in conjunction with Finalise Policy Introduce and commence to use
Policy Governance Branch. Minor new policy
adjustments agreed on.
Dog Registration renewal notices Approximately 2,500 customers Finalising unpaid registrations Advocate for dog owners to switch
elected to have their renewals sent (2,000). Only 16 of the emailed to emailed renewals.
via email rather than Aust Post renewals remain unpaid.
resulting in a saving of over $2,000
Review of Processes Animal impound process reviewed Design new impound forms and Review
and streamlined to allow for better implement process.
reconciliation of pound expenditure.
Mobile Infringement Process rolled out for New T1 based infringement module Address operational faults arising Review and expand infringement
Parking Officers in operation for Parking. from new process Module to include animal offences.
Page 69 of 111
Section 70
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Backfill Mark Revere’s position Successful applicant chosen to New employee has integrated in to
backfill Mark’s position in Local Laws. the team very well and performing at
a very high level.
Business as Usual activities Highest grossing abandoned vehicle Planning for next auction in March
auction held in September. $6,00 2017
was generated which represents a
40% average increase.
Waste & Environmental Health
Waste
Business as Usual activities Tenders for the waste collection, Evaluation of the tenders for the It is anticipated that the evaluation
disposal and resource recovery waste collection, disposal and team will complete the assessment
contracts closed on the 30 July. resource recovery contracts. of the waste tenders and provide a
Council is once again collecting and The Waste Section is working on a report to Council on the preferred
recycling E-waste at the Eumundi comprehensive program for this tenderer in Council’s December
Road Resource Recovery Centre. year’s National Recycling Week. A round of meetings.
Council and Cleanaway have seven day program will run from the Council officers are to meet the
joined two older disposal cells with 7 – 13 November. Noosa Triathlon organisers to de-
the current disposal cell. This Completion of the Capital Works brief on waste collection at this
provides for improved collection of Project at the Eumundi Road depot. year’s event and discuss potential
leachate from the older disposal Officers from the Waste Section improvements for 2017.
areas. negotiating with organisers of the Officers will be holding planning
Extensive Capital Works to improve Noosa Triathlon and Council’s sessions before Christmas to set
parking and waste water collection waste contractor to maximize out Capital Works projects to be
at the Eumundi Road depot is recycling at the event. completed over the next five years.
nearing completion. The works will The provision of the intermediate A draft Litter Management Plan is to
see a vast improvement in parking capping layer to the recently be prepared in early 2017.
facilities for waste collection trucks completed disposal cell will The bulk waste kerbside collection
as we move towards the next commence shortly. This will service has been scheduled to
contract in 2017. provide for improved landfill gas commence in April 2017.
Council’s waste education program collection at the site. Officers will shortly commence
for school students has continued work on a project to
to be well received throughout the comprehensively electronically
community. map and record all public place
bins.
Page 70 of 111
Section 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Environmental Health
Inspect Deemed Approvals & deleted Planning for ERA project Commence ERA project February
ERA’s for further action required by 2017
Environmental Heath.
Complete annual Inspection program of Temporary EHO employed to assist Continue to manage the annual Continue to manage the inspection
licensed premises annual inspection program and inspection program and customer and requests program. The
reduce backlog of requests which are requests. Registration renewal is temporary EHO will help manage
now back on track. nearly complete with 20 outstanding workload pending the outcome of the
Permanent EHO vacancy on hold registrations being followed up on. service level review.
pending outcome of the service level
review due to be completed
November 2016
Introduce and implement a risk based A risk based proposal has been Carry out staff training on the risk Carry out the training
food business licensing and inspection completed including a risk assessment principles.
system prioritisation of the types of premises Discussions with QUT to undertake
in the Noosa area. training on this topic
Undertake After Hour Inspection of Completed inspection of market food Ensure all known food stalls have the Schedule a reinspection of the stalls
Food stalls at markets stalls over the last 3 months necessary registrations in place
Conduct Recreational Water monitoring Has been on hold though the winter Commence monitoring program Ensure monitoring program is in
program - Public Health Act off season place over the next few summer
months
Business as Usual activities
Proposed methodology for Draft Complete Service Level Review draft Commence implementation of
Public Health Management Plan report outcomes of review
(PHMP) completed Commence discussions around the Commence development of PHMP
facilitation management structure
that will oversee development of the
PHMP
Pest Management
Conduct Aerial treatment program for No treatments have been required Next treatment scheduled early Carry out aerial treatments as
Vectors (of Disease) over the last 4 months due to the November which is when the next required
winter period spring tide is due
Reinstate Runnells in mosquito No reinstatements of runnels Assess the effectiveness of runnels Determine if runnel reinstatement is
breeding areas. deemed necessary over the recent over the coming season required following the coming wet
off season season.
Page 71 of 111
Section 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Conduct Quarterly Pest Plant Surveys Pest plant survey program has been Commence the weed survey Complete the initial weed survey
and Roadside Spraying approved by council for the next 3 program program
years to coincide with the term of the
current council.
The Biosecurity Act commenced from
July and allows for councils to resolve
to put in place a weed survey
program for periods greater than 12
months
Deliver Pest Animal Control Program Completed a 1080 baiting program Schedule contract trapping in other Continue trapping work
and contractor carried out wild dog areas.
trapping in the Federal area. This was
over a 3 week period and resulted in
the capture of 10 wild dogs and 3
foxes
Contractor carrying out fox den
fumigation work using dogs to identify
dens that are in use.
Cemeteries
Conduct burials at 3 cemeteries and Cemetery maintenance program on Maintain on going burial and Construct the new ashes wall at
maintain cemeteries in good condition going. maintenance program Tewantin
and finalise Cemeteries Business The road boundary fence
Continuity Plan. replacement at the Pomona
Cemetery is in poor condition.
Replacement will be scheduled for
17/18.
Transfer all cemetery paper records to Work not commenced, however in Transfer files to suitable fire proof Commence file transfer to electronic
T1 the interim a fire proof cabinet for cabinet
paper file storage will be used
pending transfer to electronic
Page 72 of 111
Section 73
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil
Departments/Sections Consulted:
Chief Executive Officer x Community Services Corporate Services
Executive Officer to the Mayor & CEO x Community Facilities Financial Services
Executive Support x Community Development ICT
x Libraries & Galleries Procurement & Fleet
x Local Laws Property & Facilities
x Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 73 of 111
Section 74
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
12 CORPORATE SERVICES DEPARTMENT UPDATE - 1ST QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Director Corporate Services, Michael Shave
Corporate Services Department
Index ECM/ Subject/ Branch Management/ Corporate Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Corporate Services to the Services & Organisation
Committee Meeting dated 8 November 2016 providing an update on operations of the Corporate
Services Department for the period 1 July to 30 September 2016.
REPORT
The adopted organisation structure includes the following branches under the Corporate Services
Department:
Financial Services;
ICT (including Records);
Procurement & Fleet;
Property; and
Revenue Services.
Corporate Services primarily provides internal support to the other Council Departments, with the
exception of the Property branch that deals primarily with land and property management issues.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the department.
Page 74 of 111
Section 75
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
CORPORATE SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Financial Services
Rolling financial revaluation process for Asset revaluations for other Scope for indexation of assets to be Capitalisation of developer
infrastructure assets infrastructure assets (parks, sports developed and quotations called in contributed assets
fields, waste, NAC, lock and weir etc.) December for work to be completed
completed with asset value changes by March 2017
(weighted average increase of 6.2%)
included in 2015/16 financial
statements
Business as Usual activities Financial statements reviewed by Finalise banking services tender Approved budget adjustments to be
Audit & Risk Committee prior to September Quarterly budget review loaded into the system
external audit by QAO Commencement of 2017/18 budget Development of reporting framework
External audit of financial statements development for related party transactions
undertaken with an unmodified audit Monthly financial performance Quarterly performance plan reviews
opinion received reporting and review of KPI’s for staff
Consolidated data return for
Department of Infrastructure Local
Government & Planning completed
Community Financial Report and
Annual Report information completed
ICT
TechnologyOne Cloud new solution for Test cloud solution provided by Testing of new TechnologyOne cloud Testing of solution by key users
systems. - migrate to new cloud version TechnologyOne solution prior to moving to the new Ongoing communication to staff on
Testing by ICT commenced solution progress
Communications plan created Understand impacts of new cloud Possible migration to new cloud
Module administrators briefed solution on staff to ensure effective solution if testing successful
communication and change
management
Implement communication plan
TechnologyOne CI Anywhere (web Eight staff including two directors saw New CI Anywhere procurement Planning implementation of
browser based) functionality to simplify roadmap presentations by systems to simplify procurement upcoming functionality
systems and make them accessible on TechnologyOne
mobile devices Go-live of new online HR staff
appraisal system
Page 75 of 111
Section 76
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Improved performance with mobile
infringement system
GIS Mapping New mobile map of the botanic Implementation of the new internal Development and implementation of
gardens TechnologyOne mapping system the TechnologyOne internal
Ability to use volunteers using their including improved performance and Intramaps mapping solution that will
own devices to collect mapping data integration to other TechnologyOne provide improved performance,
modules (assets, property) support and integration to current
systems
Managed ICT Services Tender Awarded tender with 10% reduction in Planning the implementation of Updating of systems.
costs changes associated with the new
tender that will improve systems
ICT Security Draft ICT Security Policy presented to Implementation of changes to Signoff on ICT security policy
the ICT Steering Group to provide a address priority ICT security gaps. Implementation of changes to
framework for better security of Commencement of internal social address priority ICT security gaps
information assets engineering program to reduce risk of Direct security improvements around
phishing and other attacks protection of key information assets
(customer databases)
ICT Strategy and roadmap Monthly steering group meetings with Continuing positive partnership Progress implementation
TechnologyOne arrangement with TechnologyOne to
Bi-monthly Council ICT Steering progress projects
Group meetings Update the ICT Strategy including
integration with Digital
Transformation Strategy
Business as Usual activities ICT Communications Plan accepted Back-scanning of old development Transferring scanned building and
by ICT Steering group to improve assessment reports by Records staff plumbing plans into the electronic
communications on business as Implement mail handling changes record keeping system
usual ICT activities and projects including use of Doonella house for Quarterly performance plan reviews
Completed review of mail handling opening of mail by Records staff for staff
procedures
Page 76 of 111
Section 77
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Procurement & Fleet
Fleet Replacement and Maintenance 10-year fleet and plant capital Ongoing replacement of fleet assets Continued plant and vehicle
Program replacement program updated as identified in the capital utilisation analysis to drive best value
Leased vehicle replacement strategy replacement program decision making for the replacement
reviewed Ongoing maintenance for fleet and program
small plant
Local Buy Alliance Numerous contract arrangements Arrangements under development in Determine the next contract
either out to tender, under evaluation conjunction with Local Buy arrangements that are suitable for
or completed (i.e. mowing, (operational civil works, various Local Buy alliance
streetsweeping, liquid waste, ICT capital works) Finalise waste tender
managed services, road reseals, Procurement staff evaluating waste
banking services) tenders with Waste Management
Waste tender closed staff
Undertake pilot project with Further testing of CI Anywhere Continue testing of system as part of Go live of new system
TechnologyOne to implement the new purchasing system to be undertaken early adopter program with
Procure to Pay module and roll out in CI Scripts developed to validate testing TechnologyOne
Anywhere regime Communication with key
stakeholders
Vendor Panel Marketplace Vendor Panel Marketplace e- Monitor registration feedback from Continued engagement with internal
procurement tool advertised to suppliers prior to release to internal stakeholders prior to Vendor Panel
suppliers stakeholders for operational use Marketplace go live
Fleet Replacement and Maintenance 10-year fleet and plant capital Ongoing replacement of fleet assets Continued plant and vehicle
Program replacement program updated as identified in the capital utilisation analysis to drive best value
Leased vehicle replacement strategy replacement program decision making for the replacement
reviewed Ongoing maintenance for fleet and program
small plant
Property
Holiday parks – develop new Finalising new management Finalising tender documents for Advertise and invite tenders for
management agreements, business agreement for Noosa River Holiday Noosa River Holiday Park Noosa River Holiday Park
models and strategic planning Park
Page 77 of 111
Section 78
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Development and finalisation of Executed tenure agreements – Noosa Sports Complex Lease Kin Kin Sport and School of Arts
community tenure documents with Cooroy-Noosa Genealogical & renewals Kin Kin Sport and Recreation
community groups Historical Research Group Inc., Noosa Yacht and Rowing Club
Camphor Laurel Timber Initiative Inc Cooroy Memorial Hall
Development and finalisation of Transfer of Shop 8 lease - Sunrise Cooroy Data Centre – Proposed Investigate aligning Certificates of
commercial tenure documents Shops option currently being executed Currency for Public Liability to
Transfer of Shop 4 lease – Sunrise financial year
Shops
Sunrise Shops – Management
Services Agreement Option
Noosa River Foreshore Management Draft Project Brief and supporting Finalising all documentation with Consultant engaged and project
Plan documentation developed with Procurement commenced
internal stakeholders Request for Quote to be advertised
North Shore Campground conceptual Detailed options and costings Financial analysis to be reviewed Detailed design option presented to
planning & feasibility assessment provided by Consultants and with preferred options assessed Council for sign off
presented to Councillors at recent
workshop
Footpath Trading Audit Pomona and Cooroy measure ups Tewantin Hastings Street
complete with discs installed Gympie Terrace Sunshine Beach
Peregian Beach
Business as Usual activities Recruitment of Property Advisor Develop scope and approach for Implementation of service review
Met with SEQ Water to discuss Lake review of footpath trading guidelines recommendations
McDonald Botanic Gardens land Development of community tenure Ongoing assessment of applications
tenure agreement template and permits for use of Council owned
Surplus State land offer to purchase All property vesting from Sunshine or managed land
response provided to DTMR Coast Council to Noosa Shire Friendly audit of foreshores and
Council is complete parks for Commercial Use activities
Quarterly performance plan reviews
for staff
Page 78 of 111
Section 79
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Revenue Services
Set up and testing of new waste Worked with TechnologyOne and the Convert existing waste data in free Identify and resolve issues where the
collection memo to improve format of waste business to set up a new waste format text fields for approximately data in the current service records is
data to meet tender requirements collection memo to ensure data on 45,000 service records to the format absent or erroneous
number of bins and days for collection necessary to create the new waste
services are held in reportable fields collection memo
Transition to new rate notice printer – Worked with Chandler to organise the Review performance of new printer Assess costs and efficacy of BPay
Chandler printing of the July rate notices and in printing July rate notices View and other payment channels
inserts, including expanded online
interface to track emailed rate notices
Outsourcing of outstanding rates for Eight of thirteen test properties (none Continue working with Recoveries & Monitor effectiveness using external
collection owner occupied) now have claims for Reconstruction (Aust) Pty Ltd to collection approach
payment lodged by Recoveries & collect the outstanding debt on the
Reconstruction (Aust) Pty Ltd nine properties
Commence second round of
collection including long standing
non PPR residential properties
Business as Usual activities Staff cross-training and multi-skilling Processing of agency payments and Begin preparation for January rate
progressed responding to customer queries levy
concerning the July levy
Page 79 of 111
Section 80
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development X ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health X Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 80 of 111
Section 81
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
13 EXECUTIVE OFFICE DEPARTMENT UPDATE - 1ST QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Executive Manager, Debra Iezzi
Executive Office
Index ECM/ Subject/ Executive Branch Updates
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Executive Manager to the Services & Organisation Committee
Meeting dated 8 November 2016 providing an update on operations of the Executive Office for the
period 1 July to 30 September 2016.
REPORT
The purpose of this report is to inform Council of the progress of various initiatives and programs
of the Executive Office which includes the following functions:
Sustainability
Customer Service
Governance
Human Resources
Community Engagement
Economic Development
Executive Officer to the Mayor and CEO.
The following table provides an update on the activities undertaken in the Executive Office during
the period 1 July 2016 to 30 September 2016.
Page 81 of 111
Section 82
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
EXECUTIVE OFFICE
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Sustainability Project Officer
Sustainability Project Officer Assist in the collection of data for the Beyond zero waste education and Continued implementation of the
(note 50% allocated to sustainability, 50% BZE carbon emissions review. strategy implementation. beyond zero waste strategy.
to waste) Review sustainability data on
council’s internet.
Undertake educational activities
associated with the Beyond Zero
Waste campaign.
Customer Service
Recruitment and Training Increase services of CSOs by Recruitment of a casual CSO for Ongoing training of new systems
undertaking training in JP coverage of long service leave, planned to be implemented by end
certification. annual leave and peak times which Q2.
Investigate work from home options are forecast of Q3. Continued development of CSOs in
for CSOs in an emergency situation. Completion of JP training all areas of the CS department.
Investigate capability of Council’s
systems to facilitate work from home.
Review of Polices within the branch Approval of Customer Service BCP Training CSO’s and relevant staff in To test and evaluate the BCP
the BCP and its application Undertake a customer service pulse
Test the BCP and review check to identify improvement
Updating operational policies for opportunities.
ease of use by CSOs
Continual iP@n improvements Development of CS intranet site in Finalise contract and web design Ongoing updates of systems and
line with PMI adopted in 2016/17 Address training requirements training of team around update
budget in partnership with ICT Updating information with specific process and use.
Investigate suitable providers for the business units requiring urgent
new website. attention.
New contact centre call system In partnership with ICT, research Evaluation of systems and Finalise contract and implement
suitable systems and obtain quotes. quotations. system.
Page 82 of 111
Section 83
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Call volumes continue to increase on Managing increased call and face to Managing peak workloads
previous years. face enquiries. associated with animal renewals,
Improvements to T1 and online rates and rate reminders.
services e.g. new Request App.
Governance
Review of Council’s Administrative Continue research relating to best Present draft updates to Council’s
Complaints Policy and Processes practice complaints handling Leadership Team for feedback prior
processes, relevant Australian to submitting recommendations to
Standards, and positive practices of Council for approval
other Councils.
Incorporate identified improvements
into Council current Administrative
Complaints Policy and associated
processes.
Development and Implementation of Fraud Developed action items resulting Development of Public Interest Delivery of developed training and
and Corruption Control Plan for Council from the completion of the Disclosure, and Fraud and implementation of action items from
Queensland Audit Office Fraud and Corruption Control training for Council’s Fraud and Corruption
Corruption Control Local relevant staff. Control Plan.
Government Self- Assessment Tool Support operational areas with
and presented findings to Leadership implementing action items resulting
Team and August Audit and Risk from self-assessment results.
Committee meeting.
Support Council’s Audit and Risk Working Finalised Internal Audit Plan for Coordination of draft agenda and Coordinate and track progress of
Team 2016/17 in consultation with Audit preparation of Governance and Risk outstanding internal audit
and Risk Working Team, which was related documents and reports for recommendations from Cash
adopted at the Audit and Risk Council’s Audit and Risk Committee Handling and Waste Charges
Committee Meeting of 26 August Meeting of 14 October 2016. Reconciliation Internal Audits.
2016. Review Internal Audit provider
Coordination of agenda and response to quote and proposed
preparation of Governance and Risk scope for the 2016/17 internal audit
related documents and reports for of Council’s procurement processes.
Council’s Audit and Risk Committee
Meeting of 26 August 2016.
Page 83 of 111
Section 84
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Coordination of Council’s Business Council’s Corporate Buildings Support Waste Coordinator with Plan comprehensive formal business
Continuity Framework Business Continuity Plan (BCP) was finalising draft Waste Recovery BCP. continuity testing program with all
approved by the Leadership Team in Support Operational BCP Owners plans to be tested and reviewed by
August. (ICT, Customer Service, ICT, end of Q4 16/17.
Building and Plumbing) with
implementing approved plans and
developing various testing exercises.
Support Organisation with Corporate Supported the CEO and Executive Co-ordinate content, draft and Submit Annual Report 2015/16 to
Planning and Reporting matters Manager with Corporate Planning finalise Council’s Annual Report for Council for adoption and publication
review process. 2015/16 Period. on Council’s website in accordance
with legislative requirements.
Business as Usual activities Completion of Annual Review of Support Council’s Parks and Finalise draft of Gifts and Benefits
Council’s Delegations of Authority. Gardens Branch with a review of Policy and Register for review by
Completion of Governance Team processes surrounding Council’s Leadership Team and approval by
2016/17 Branch Plan, KPI’s and Management of Trees on Council’s Council.
Operational Risk Reviews in Land.
consultation with the Executive Coordinate a review of Council’s
Manager. Compliance and Enforcement Policy.
Development of a Governance
Newsletter.
Attendance by the Governance
Officer at training coordinated by the
QLD Office of Information
Commissioner ‘Fast Track
Negotiation Skills’ to enhance
Council’s Right to Information
negotiations with applicants and
relevant third parties.
Human Resources
Review the current approach to managing Developed partnership agreements Co-ordinate work experience Evaluate programs to be run in
work experience programs in Council. with the Sunshine Coast university, programs in Libraries and Planning & November and prepare for the next
St Teresa’s catholic College, Good Environment during November round of programs in April 2017.
Shepherd Lutheran College,
Sunshine Beach State High School,
Page 84 of 111
Section 85
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Noosa District State High School and
Noosa Pengari Steiner School.
Develop an approach and methodology for WFP pilots being conducted in the Undertake and evaluate WFP pilot Deliver WFP across Council
WFP tailored to the needs of council Records and Civil Operations project. Branches with HR facilitating
branches. Develop corporate framework sessions with all branches.
incorporating the learnings form the
pilot project.
Develop and co-ordinate the Implementation of skills and Continue to support users and Use the modules capability to inform
implementation of HR T1 Modules - Skills qualification self-service modules T1. address systems issues. training practices, workforce planning
and Qualifications, performance appraisal. Implementation of performance and project delivery.
appraisal system.
PA system training material
developed and coaching sessions
delivered to all users.
Recruitment and induction of new staff 54 positions have been recruited Ensure the new staff are inducted Continued HR support new staff and
since 01 July 2016 as a result of new well into Council and supported their supervisors.
approved positions, retirements and through their probationary periods. Continue to improve the induction
resignations. Monthly review of the corporate process.
Design of specific and innovative induction process incorporating
recruitment strategies for each feedback from participants and
position. managers.
HR organisational metrics HR have provided the Leadership Coordination of a project that Use the benchmarking and workforce
Team with 50 workforce metrics to involves comparison of the 50 metrics to determine the future HR
enable more informed decision workforce metrics of seven (7) similar strategies for Noosa Council.
making and risk assessment. Councils from SEQ.
Develop and implement management/ Two follow up sessions have been Each participant is required to There are 3 more follow up sessions
leadership development program aimed at delivered focusing on behaviours that consciously monitor their planned for the next 6 months as the
delivering ‘high potential’ leadership demonstrate the desired leadership improvement in the elements of the LPI program is completed.
practices. LIP program.
Page 85 of 111
Section 86
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
HR and WHS policy and procedures 12 HR policies have now been Finalising remaining HR policies and Implementation of policies and
consultation and development formulated incorporating procedures including consideration of procedures including training and
management, union and staff union feedback and obtain CEO sign awareness.
consultation. off.
79 WHS procedures have also been
accepted by the WHS committee.
WHS – Council’s WHS system The WHS system underwent an Continuing to coach and partner The Leadership team will monitor the
internal audit undertaken by the HR managers and staff to ensure WHS completion of the Monthly Action
Mgr and Senior WH&S Officer obligations are our monthly actions Plans and WHS performance.
against Council’s SAFEPLAN are delivered.
framework and has scored above
70% in the three (3) elements
audited.
WHS Awareness training Four (4) training programs were Further WHS awareness training for A Review will be undertaken with
delivered by PBF, or Spinal supervisors and staff is scheduled for Managers in the new year to see
Insurance Partner. These sessions November and December. where support is needed for WHS.
were designed for supervisors and
worked through real life case studies
of how serious injury occurred and
how safety awareness would have
changed the outcome for workers
and organisations.
Workplace Relations The Workplace Consultative Awaiting the next round of decisions Research, cost and analyse the
Committee is functioning well in the and changes to the Awards and impacts of legislative changes and
lead up to the commencement of Industrial Relations legislation before the best way forward for Noosa in the
Certified Agreement negotiations. determining our approach to the next Certified Agreement process.
Unions have provided constructive Certified Agreement.
feedback on Council policies and all
workplace grievances have been
resolved without the need for
escalation.
Business as Usual activities Managers and Directors coaching on Partnering with Managers to develop Continued advice and support to internal
many staff matters including WHS, effective teams and a happy safe customers.
training needs, performance working environment.
improvement, position redesigns and
service review considerations.
Page 86 of 111
Section 87
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 NOVEMBER 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Engagement
Towards Zero Waste: Education and Provision of communications support Further updating of A-Z Guide Arrange distribution of A-Z Guide to
Behaviour Change (following first for Towards Zero Waste campaign. recycling to align with tender Recycling at events during National
Community Jury) Updated A-Z Guide to Recycling. outcome. Recycling Week and associated
Communicate to the community communications.
correct use of 3 bins and mandatory Continue to implement
garden bin roll out in September communications strategy for the use,
2017. uptake and roll out of green bins.
Support preparation for waste
departments National Recycling
Week activities.
Review & update all CE & media policies, Update policies and procedures Undertake a further review of CE Communicate any changes to CE
Framework, Toolkit, guidelines and Develop combined template for CE Framework, policies and procedures Framework policies and procedures
templates Plan and Comms. Plan for ease of in conjunction with departments. internally.
use by project teams.
Website content, navigation, look & feel, Implement actions to improve the Continue to work with ITC Work with ICT to identify
updating and improvement quality of the website as Development Officer to oversee new opportunities for improvements to the
recommended by the independent content and departments to resolve website and participate in the
review undertaken by Resolute content issues, manage and create development of a Digital Culture as
(LGAQ). new content improve navigability. part of the Digital Culture team.
Reinforce that departments use the Continue to work with departments to
Online Writing Style Guide for resolve content issues; create new
improved website writing and page content improve navigability and look
structure consistency. and feel and make the website as
. customer-friendly as possible.
IAP2 & Software training Coordinated IAP2 Engagement CE Branch staff undertake Working with CE project officers to
Essentials training for another 20 photoshop and Indesign software apply the learnings from the IAP2
Council personnel, councillors and training. training to upcoming projects.
CEO.
Identify opportunities/tools to enhance Consolidated community contact Develop use of council’s Actively seek new opportunities to
public consultation and communication on lists. communication channels for use short videos to communicate
Council strategies and initiatives Production of videos for Noosa River community engagement projects. Council’s activities to the community.
Foreshore Management Supporting Planning department with Make full use of all the tools and
consultation, new Noosa Plan 11 ‘pop ups’ at different localities. capabilities of Your Say Noosa.
Consultation and HR Inductions. Trialling presentations at all Build on Instagram and Facebook
secondary schools in the shire to following.
Page 87 of 111
The text continues on section 88.