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2014-03-25 Planning & Organisation Committee Agenda Pages 1-14
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AGENDA
Planning & Organisation
Committee Meeting
Tuesday, 25 March 2014
commencing at 1.30pm
Council Chambers, 9 Pelican Street, Tewantin
Committee: Crs Frank Wilkie (Chair), Noel Playford, Joe Jurisevic, Tony Wellington
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Section 2
PLANNING & ORGANISATION COMMITTEE MEETING AGENDA 25 MARCH 2014
TABLE OF CONTENTS
ITEM SUBJECT PAGE
ATTENDANCE & APOLOGIES 3
PRESENTATIONS 3
COMMUNITY & DEVELOPMENT DEPARTMENT REPORTS 4
1. COMMUNITY & DEVELOPMENT DEPARTMENT UPDATE 4
Planning & Development 15
2. KIN KIN QUARRY BACKGROUND 15
3. MAKEPEACE ISLAND, PLANNING & ENVIRONMENT COURT APPEAL NO.
D14 OF 2014 39
4. DEVELOPMENT APPLICATION FOR PRELIMINARY APPROVAL FOR
MATERIAL CHANGE OF USE FOR A MIXED USE COMMUNITY TITLE
DEVELOPMENT AT EENIE CREEK RD, 99 & 191 HOLLETT RD
NOOSAVILLE AND 106, 108-142 TIDSWELL RD WEYBA DOWNS 81
ORGANISATIONAL SERVICES DEPARTMENT REPORTS 168
Financial Services 168
5. CREDIT CARD SURCHARGE FEES 168
6. FINANCIAL PERFORMANCE – FEBRUARY 2014 171
7. OVERVIEW OF JANUARY RATE LEVY 176
8. SOLE AND SPECIALISED SUPPLIER LISTINGS 182
Property & Contracts 191
9. BOREEN POINT CAMPGROUND MANAGEMENT SERVICE AGREEMENT –
TENDER 1314T001 191
10. TRANSFER OF NOOSAVILLE SLIPWAY LEASE – 4 MILL STREET,
NOOSAVILLE 196
11. EXPRESSION OF INTEREST FOR LEASE AT 33 RINGTAIL CREEK ROAD,
RINGTAIL CREEK 199
EXECUTIVE OFFICE REPORTS 202
Executive 202
12. ROADMAP FOR COUNCIL PRIORITIES 202
13. NEW COUNCIL CORPORATE PLAN 211
14. EXECUTIVE OFFICE UPDATE 215
15. MEDIA RELATIONS POLICY 222
16. COUNCILLOR REPRESENTATION ON COUNCIL COMMITTEES AND
EXTERNAL ORGANISATIONS 227
CLOSED SESSION 231
Page 2 of 231
Section 3
PLANNING & ORGANISATION COMMITTEE MEETING AGENDA 25 MARCH 2014
ATTENDANCE & APOLOGIES
PRESENTATIONS
Nil.
Page 3 of 231
Section 4
PLANNING & ORGANISATION COMMITTEE MEETING AGENDA 25 MARCH 2014
COMMUNITY & DEVELOPMENT DEPARTMENT REPORTS
(Planning & Development Section only)
1. COMMUNITY & DEVELOPMENT DEPARTMENT UPDATE
Author Interim Director, Alan (Fox) Rogers
Community & Development
Index ECM/ Subject/ Internal Department Meetings/ Community & Development
Attachments 1. Status update for Community & Development
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Interim Director, Community & Development to the Planning
& Organisation Committee dated 25 March 2014 providing an update on the operations of the
Community & Development Department as part of establishing the new Council.
REPORT
The Community and Development Department consists of the following sections and teams:
Community Services (including Community Care (Respite and Home Assist), Galleries,
Libraries, The J, The Bicentennial Centre, The Noosa Aquatic Centre, The Noosa Leisure
Centre, Sport and Community Development, and Community Grants);
Planning and Development (including Development Assessment, Engineering and
Environmental Services, Strategic Planning and Infrastructure Charges;
Environmental Health and Cemeteries;
Community Order and Public Safety;
Economic Development; and
Disaster Management.
A status report from each of these teams outlining recent achievements, upcoming priorities and
issues is contained in Attachment 1.
In reviewing the Department’s operations for the first quarter of 2014 a number of common
themes emerge. These include:
Staffs enthusiastic embrace of the challenges and opportunities of working in the new de-
amalgamated Council;
The continued delivery of quality customer service and programs at a time of significant
change and upheaval;
Initial teething problems with computer and phone systems requiring significant work
arounds;
Page 4 of 231
Section 5
PLANNING & ORGANISATION COMMITTEE MEETING AGENDA 25 MARCH 2014
A focus on developing the 2014/15 budget from the ground up in order to lock in financial
savings and ensure the organisation’s financial sustainability;
A sense of pride and the emergence of a new work culture; and
The need to define Council’s strategic priorities for areas such as economic and community
development and the community grants programs.
Previous Council Consideration
Nil.
Finance & Risk
The Departmental budget is broadly on track.
Major variations include:
Parking Infringement Revenue being currently $49,000 under budget due to staffing issues in
the first two weeks of January; and
Projected legal costs being approximately $500,000 over budget at 30 June.
There are some risks to service delivery and capacity associated with staffing numbers and skills
which should be mitigated through the adoption of a permanent organisational structure and
filling of some key vacant positions.
The other major risks to the Department’s operations is the need to bed down key elements of
the IT system such as ECM, GIS mapping, a replacement for PD online and to upgrade the
phone system in order to ensure quality customer service into the future.
CONSULTATION
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Consultation has been undertaken with all Community and Development Managers and Co-
ordinators and Financial Services and IT staff.
Departments/Sections Consulted:
Community Infrastructure X Community & Development
Asset Planning & Delivery X Community Services
Civil Operations X Planning & Development
Environmental Services X Health & Regulatory Services
Waste Management X Business Facilitation
X Community Resilience & Disaster Management
Executive Office X Organisational Services
Communications & Governance Financial Services
Human Resources ICT
De-amalgamation Coordination Property & Contracts
Page 5 of 231
Section 6
ATTACHMENT 1
Page 6 of 231
STATUS OVERVIEW EOR COMMUNITY & DEVELOPMENT
Community Services
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES S18) =
o Highly successful school summer o Complete the separation from o Separation of the library service
holiday program with over 1,000 Sunshine Coast Council for requires the development new
children attending collections and library software structure for the library service
o 32,316 visits to Noosa Library Service system, Spydus — target date 24" © Lack of a dedicated vehicle to
in February March courier reservations, floating
o Mobile Library commenced new _ o Transition customers across to new collections and share programming
timetable including new stops at Lake Library Service addressing issues resources. An_ external courier
Macdonald and Noosa Civic with very such as reservations and service currently being trialled as a
positive public response. Wi-fi installed membership cards cheaper option than requirement for
and now available on Mobile Library. o Secure external funding to support an additional vehicle.
o Noosa Library Service Facebook page program delivery — application to be o Difficulty of not having a network
has 440 likes submitted for State Library OPAL drive for file collaboration and
o Regular library programming re- programme difficulties of staff transitioning to
commencing eg Literacy, Bookclubs o Marketing — establishment of key ECM therefore staff continuing to
o Procurement for library collections resources eg e-news use external devices.
established o Staffing - address gaps through re- o Developing acceptable HR process
allocation of tasks for managing casual and temporary
o Working with Records staff to staff
develop solutions to ECM problems
o Installation and opening of exhibitions o Staffing -— addressing the need for o Challenge of staff transitioning to use
— Noosa Gallery: Living in a Sensory staff skilled in the area of public ECM
World Powerhouse Museum; Butter programs o Email database not transferred from
Factory: Lin Martin's exhibition, Reeds o Marketing & public profile — SCC is. creating problems_ in
Talking, Mountains Walking & Vie de development of galleries’ website to developing an e-news letter
Pacifique - Pacific Life engage with online audience
o Great media coverage for both venues development of e-newsletter to
o High volume attendance at opening promote exhibitions and workshops
functions and public programs - o RADF — completing RADF round to
increase of 35.82% on last year (NRG) expend remaining 2013/14 funds
and 48.8% increase on last year o Determining operating model for
(BFAC) Cooroy Butter Factory post 01 July
o 1,306 visits to Noosa Gallery and the
Butter Factory in Februa
Page 6 of 231Section 7
Page 7 of 231
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES SSS18] SS
o The Noosa Day Respite Centre and o Developing a business plan to o No major outstanding de-
Home Assist have transitioned to the manage client care needed within amalgamation issues
Noosa Council with minimal disruption Noosa Shire o Need to address administration and
to the clients. Staff are enthusiastic o Trialling using tablets to record In finance implications of new Federal
and enjoying the change Home Care client issues which will funding model
o The Respite Centre underwent a full replace hand written system.
Audit review of the Human Services o Implementing a name change of the
Quality Standards. The review went Centre to better reflect the services
very well. There were no non- that we offer to the Community
conformities in any of the 6 standards o Up skilling staff to provide more cost
and we have been advised that our effective services.
service is of a high standard o Develop a website to allow easier
o Helene Tedford retired after 16 years access of public information to
leading and developing respite and services
community care services. Greg Tucker
to undertake role of Acting Team
Leader until permanent structure
resolved
o Operations at The J have transitioned o Continue with staff training on new o Community having difficulty
to the new computer systems, with booking and Point of Sale system. accessing The J web page on
minimum disruption to Events and o ECM Training and development - Council website and mobile devices
Bookings ongoing -— searches were being directed to
o Access to InDesign program on o Finalise website options Sunshine Coast Venues — this has
networked computer to create o Focus on specific high profile events now been rectified. However the
marketing & promotional material including TEDx Noosa and Noosa search still includes Sunshine Coast
o Positive feedback from the Noosa Long Weekend Venues as an option
Chorale on their relocation to The J
o Noosa Jazz Club booked available
performance dates for 2014
o Increased events and venue hire
enquiry
o Ticketing January to date; sales in
excess of 7000 tickets predominantly
for ticketing on behalf of others,
o Facebook likes in excess of 2500
Page 7 of 231Section 8
Page 8 of 231
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES S318) SS
o BCC operations returning to localised o Arrange more regular maintenance o Review longer term priority users
oversight enabling more responsive of surrounds and investigate lighting/
management security options
o Increased venue hire enquiry o Explore opportunities to secure a
o Monthly maintenance and inspections new major tenant
of BCC surrounds — this was a result o Increase regular hirer bookings
of community feedback
o Rationalisation of user groups with
some being relocated to The J
o Noosa Aquatic Centre has maintained o Development of a zero based budget o Slight decrease in attendance
great customer service despite the o Adoption and implementation of numbers at the NAC this summer
transition occurring at the busiest time ECM
of the year
o Confirmation of Australian Schools
Water Polo Championships 2-6 June
o Hosted the first Inter Lutheran
Schools Carnival on Friday 14/3/14
which saw over 300 competitors
involved in the inaugural event
o Initial speed issues with ADSL
connections have been resolved
o Follow up Progress reports
o Relatively smooth transition of o Review of operations including o Phones — ongoing issue with no ‘on-
operations, despite some _ initial staffing, programming, hire hold’ music. This sometimes
operational challenges arrangements and contracts causes customer to think they have
o Great start to Term 1 with anincrease o ECM training/adoption been ‘cut-off’ when they are placed
in venue hire compared to same time on hold as the lines go silent
last year. This is due to 4 new
schools now utilising the Centre;
Noosa District Basketball Association
almost doubling court hire; increase to
room hire particularly with new first
aid groups regularly hiring the rooms
Page 8 of 231Section 9
Page 9 of 231
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES ISSUES
o Combining Sport and Community o Reviewing applicable components of
Development Officers into a relatively SCC strategies and plans (as per the
small team has worked well 13/14 Operational Plan)
o Councillor Tour to network with o Continuing to support organisations
officers and learn more about the sport with grant seeking, planning,
& community facilities and issues of sponsorship, fundraising, planning,
facilities within Noosa partnerships, facility management,
o Come and Try Winter Sports Day held volunteer resourcing and - skill
in Cooroy — 25" Feb 2014. Council development (as per the 13/14
partnered with the Queensland Operational Plan)
Government's Sport and Recreation o Delivery of capital works funding
Services and _ Australian Sports ($30,000) at Noosa District Sports
Commission's Active After School Complex — cricket
Communities. o Expressions of Interest for Tait Duke
o Relocation and utilisation options for Cottage
Tait Duke House reported to Council
in February 2014
o Development of a Community Grants o Implementation of Grants policy and o Balancing community expectation
policy to be presented to March round grants framework with a responsible budget will be a
of Council for adoption challenge over coming months
o Links to external websites who offer
grants and funding included on
Council's website so that less reliance
is placed on Council's budget.
o Regional Arts Development Fund
round has opened and will close 28th
March 2014
Page 9 of 231Section 10
Page 10 of 231
Planning & Development
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES ISSUES
o TLPI (vegetation protection) endorsed oo Councillor Workshops 17° and o GIS — mapping layers need to be
by Council and with the State 27" March to agree proposed updated with particular priorities
o Report to Council on scheme review amendments including flood mapping, _ trail
process and recommendations for o Preliminary consultation on draft networks and layers available
amendments amendments through SCC but not yet included
o Involvement in the Policy Coordination o Drafting of scheme amendments in the Noosa Plan
Group and discussions with the State o Respond to submissions on SCC oo Preparation of a _ strategic
regarding population/dwelling targets draft scheme Framework for Noosa
and urban footprint o Provide feedback to the State on o Review preliminary draft of SEQ
o Advice and advocacy on a range of draft regional policies by end Regional Plan when issued.
issues such as live entertainment March o Review Qld Development Bill
precincts, Regional Planning Interest o Provide feedback on Urban when available
Bill etc footprint and Rural Living Areas o Review of SCC Strategies and
o Closing Teewah Landing Ground to o Finalise Councillor briefing paper Plans for reporting to Council
helicopters on RVs
o Developed policy and protocols for
Councillors and officers involved in the
DA process
o Despite Building Services having lost o Focus on the upcoming changes
a building technical officer and 0.5 to the Building Act and state
admin and taken on pool complaints, government residential services
inspection of non-compliant state fire safety programme.
government inspected pools and
residential service provider fire safety,
staff have managed to keep up with
the workload and are providing good
customer service
o 65% of Building Services work is
regulatory in nature which generates
no revenue, however, Building
Services budget remains is in the
black over the past three months
Page 10 of 231Section 11
Page 11 of 231
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES ISSUES
o Currently assessing 69 development o Development and testing of o Projected legal costs will be
applications Noosa’s equivalent PD Online $500,000 over budget at June 30.
o Report to Council on the Coles o Assessment of major o No access for the community to
development at Noosa Heads Bowls development applications an equivalent PD Online system
Club including Poultry Farm, Shopping to access development
o Report’ to Council amending centre on the Peregian Beach application details
delegations for deciding development Caravan Park Site o Documents missing from ECM on
applications o Review and provide input into development applications
o Report to Council on 25 March planning scheme amendments o Documents generated from T1
assessing the Noosa on Weyba o Online lodgement of are currently not saved to ECM
development application development applications o Current GIS mapping layers are
o Addressed 25 breaches of the o Online payment of development inadequate for assessing
planning scheme/development fees development applications
approvals in 2014 o Develop GIS layer with flooding o Transfer of water and sewerage
o Continue to respond to development information for flood searches approvals to Unitywater under the
enquiries either at the counter or by o Provide direction and support Utility Model on 1 July 2014
phone with appeals for Multispan and o Amendments required to the
o Report’ to Council amending Makepeace Island Noosa Plan to include more
infrastructure charges resolution o Finalise Sundale Tewantin recent flood study information
o Report to Council removing the appeal
Sunshine Coast Council's build and o Provide feedback to Unitywater
benefit scheme on Connections Policy regarding
o Issued 40+ letters for outstanding the Utility Model
infrastructure charges o Review changes to legislation
relating to adopted infrastructure
charges regime and
consequential PIP requirements
Page 11 of 231Section 12
Page 12 of 231
SECTION RECENT ACHIEVEMENTS UPCOMING PRIORITIES ISSUES
o Plumbing team is receiving above o Promotion of electronic service o Promoting consistency in
average domestic applications for this delivery with identified high use decision making throughout Shire
period. However commercial end customers with contractors
applications are down o Continue to develop Council's o State Government has _ not
o Plumbing team is delivering customer plumbing information web page. allowed access to their notifiable
requested plumbing inspections as per o Developing and implementing a works register. As a result Noosa
legislative time frames maintenance program in Council will not receive quarterly
o 90% of domestic applications are conjunction with Council's payments for developed audit
processed electronically under Property team for 39 public program.
Council's initiative to allow customers amenities within the Shire. o Audit action development for
to submit applications electronically. (plumbing and basic building outstanding high risk backflow
o Plumbing team is meeting KPls for two issues related to amenity) device installations
day domestic sewer applications
approvals. (same day approval)
o 20 day applications are _ being
processed within set 20 day KPls
(average approval time frame 8 days)
o Developed defect notification program
has been established with contractors.
o Developed, designed and _ installed
waste water facility for main amenities
within Noosa North Shore Caravan
park
o Develop and implement a
maintenance program in conjunction
with Councils Property team for 39
public amenities within the Shire.
(plumbing and basic building issues
related to amenity)
Page 12 of 231Section 13
Page 13 of 231
Health & Requlatory Services
eo Ay RECENT ACHIEVEMENTS UPCOMING PRIORITIES ISSUES
o The Health Unit has delivered a food o Food License renewals o Meeting community expectations
handling course with over 20 o Developing the Fees & charges with current staffing levels.
participants list and making sure all fees are o Team Leader Environmental
o Applications for new food businesses included. Health is on 3 months extended
have increased in recent weeks sick leave
reflecting the improved economy
o The unit has experienced an increase
in CRM’s compared to previous
months
o Review of all processes to ensure
business as usual is maintained
PUBLIC SAFETY
o Patrols of the Shire’s beaches have o Budget preparation o Keeping up with expected service
increased, to deal with complaints o Process review levels
about dogs off leash. o Review parking management o Parking Infringement revenue
o Positive media releases have helped system $50k below budget in January
reduce the number of dog attacks and _ o Finding a solution to the increase due to transition staffing issues
other animal offences in recent weeks in illegal camping problem
o The unit has experienced increased o Getting the right people in the
CRM’s compared to previous months right place delivering the right
o Supporting other sections to deliver message
safer community events.
o Parking management is improving with
staffing levels getting sorted and
systems being fully utilised.
o Agreements with all states except WA
regarding vehicle registration owner
details have been completed and are
operational
Page 13 of 231Section 14
Page 14 of 231
ot AN RECENT ACHIEVEMENTS UPCOMING PRIORITIES ES] 8] =E-)
o The SPER process has now been
completed to allow Council to send
unpaid fines to court
o T1 processes have been completed
for infringement notices with
automated letters generated at
required intervals
o The niche wall at the entrance to o Review of the fees & charges o Tewantin cemetery has a limited
Tewantin Cemetery has been givento o A review of the operational needs number of burial plots available
Council of the unit to see where savings and will not service’ the
o Identifying the equipment required to can be achieved. community in three to four years
support the delivery of a quality o Adding data to the cemeteries file depending on demand
service to enable information to be o Currently there is only one
o Contacts and networks re-visited to provided quickly and accurately. cemetery officer position § in
ensure all aspects of the cemetery o Continue to develop the T1 Council and there is a risk to the
operations can be delivered. response to assist in work service provided in the event of
illness
Group meeting held in February members of the LDMG Management Officer
o Emergency Operations team o Determining Council’s ongoing o DM budget underfunded in key
established role in supporting the SES areas such as training
o Disaster Management Plan for
Daintree Estate developed
o DM training exercise scheduled for
March 21
Page 14 of 231