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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 6 August 2019
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Joe Jurisevic (Chair), Frank Pardon, Tony Wellington, Frank Wilkie
“Noosa Shire – different by nature”
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Full text of sections 2 to 82 (of 170)
Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 DISASTER MANAGEMENT MEMORANDUM OF UNDERSTANDING BETWEEN
NOOSA AND GYMPIE COUNCILS 3
2 GUIDELINES - GUIDING PRINCIPLES FOR SEALING GRAVEL ROADS 5
3 1819T090 - COLLECTION AND PURCHASE OF SCRAP METAL AND LEAD ACID
BATTERIES 29
4 PEREGIAN DIGITAL HUB - FULL YEAR TO 30 JUNE 2019 32
5 REVIEW OF COUNCIL MEETING LIVE STREAMING AND VIDEO OPERATIONS 45
6 REVIEW OF STANDING ORDERS FOR COUNCIL MEETINGS 52
7 UPDATE ON LOCAL GOVERNMENT LEGISLATIVE CHANGES AND REFORMS 59
8 REVIEW OF ISSUES RAISED IN NOTIFIED MOTION OF 20 JUNE 2019 67
REPORTS FOR NOTING BY THE COMMITTEE 75
9 CAPITAL PROGRAM DELIVERY STATUS - JUNE 2019 75
10 INFRASTRUCTURE SERVICES DEPARTMENT UPDATE - 4TH QUARTER 2018-
2019 86
11 NOOSA HOLIDAY PARKS UPDATE TO 30 JUNE 2019 96
12 CORPORATE SERVICES DEPARTMENT UPDATE - 4TH QUARTER 2018-19 101
13 NOOSA AQUATIC CENTRE (NAC) FULL YEAR REPORT TO 30 JUNE 2019 109
14 NOOSA LEISURE CENTRE (NLC) FULL YEAR REPORT TO 30 JUNE 2019 115
15 THE J AND BICENTENNIAL COMMUNITY CENTRE (BCC) FULL YEAR REPORT
TO 30 JUNE 2019 123
16 NOOSA COMMUNITY SUPPORT (NCS) FULL YEAR REPORT TO 30 JUNE 2019 132
17 COMMUNITY SERVICES DEPARTMENT UPDATE - 4TH QUARTER 2018-19 137
18 EXECUTIVE SERVICES DEPARTMENT UPDATE - 4TH QUARTER 2018-19 145
19 OPERATIONAL PLAN PROGRESS REPORT - 4TH QUARTER 2018-19 155
CLOSED SESSION -
Page 2 of 170
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 DISASTER MANAGEMENT MEMORANDUM OF UNDERSTANDING BETWEEN NOOSA
AND GYMPIE COUNCILS
DOCUMENT INFORM AT ION
Author Disaster Management Officer, Natarsha Baker
Infrastructure Services Department
Index ECM/ Subject / Disaster Management / Disaster Management and Planning
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Disaster Management Officer to the Services & Organisation
Committee Meeting dated 6 August 2019 and authorise the Chief Executive Officer to sign the
Council to Council Disaster Assistance Memorandum of Understanding between Noosa Council
Gympie Regional Council.
REPORT
The previous 2015–2018 Memorandum of Understanding between Noosa Council and Gympie
Regional Council recently expired. A renewed agreement has been prepared and signed by the
Gympie Chief Executive Officer for a further three years, being the period of 2019–2022.
As Noosa Council and Gympie Regional Council are in different District Disaster management
Groups, the purpose of this agreement stipulates support, where possible during times of natural
disasters.
Previous Council Consideration
Nil
Finance
Costs associated with this Memorandum of Understanding acknowledge the provisions of
Disaster Recovery Funding Arrangements (DRFA) and State Disaster Relief Assistance (SDRA)
for the recovery of costs associated with assistance provided.
Risks & Opportunities
This memorandum of understanding does not commit Council to providing assistance, more
provides the opportunity to show support to a neighbouring Council and a willingness to support
local disaster operations.
It is acknowledged that should both the Noosa and Gympie Local Disaster Management Groups
be stood up during an event, support may be limited. In this instance standard disaster
management procedures regarding a Request for Assistance at District level will simultaneously
occur.
Page 3 of 170
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Consultation
External Consultation - Community & Stakeholder
Gympie Regional Council Disaster Management staff.
Internal Consultation
Nil
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development X Infrastructure Services
Director Director X Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services x Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 4 of 170
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
2 GUIDELINES - GUIDING PRINCIPLES FOR SEALING GRAVEL ROADS
DOCUMENT INFORM AT ION
Author Alex Neville, Technical Officer Capital Planning
Infrastructure Services Department
Index ECM/Subject/
Attachments 1. Guiding Principles for Sealing Gravel roads
EXECUTIVE SUMMARY
Noosa Council manages and maintains 197km of unsealed gravel roads. The purpose of
developing the Guiding Principles for Sealing Gravel Roads is to provide criteria for decision
making in prioritising the current unsealed gravel road network for roads that may be considered
for sealing into the future. The guiding principles will enable staff to suitably respond to customer
requests for sealing of gravel roads and clearly identify the priority order of the unsealed gravel
roads within this program.
RECOMMENDATION
That Council note the report by the Technical Officer Capital Planning to the Services &
Organisation Committee Meeting dated 6 August 2019 and:
A. Adopt the Guiding Principles for Sealing Gravel Roads included as Attachment 1 to the
report;
B. Authorise the CEO to make any required minor amendments to the guidelines in the
future; and
C. Note staff will continue to improve the data collection on our gravel road network to further
improve the priority program.
REPORT
The purpose of this report is to have a set of guiding principles adopted to enable the decision
making process for the sealing of gravel roads into the future. This report is not seeking budget
funding to seal gravel roads, but seeks adoption of the guiding principles for the purpose of
informing the Noosa community on the decision making criteria for a gravel road to be prioritised
for sealing.
1. Background
Noosa Council manages 146 unsealed gravel roads across the gravel road network. Gravel
roads cost on average $6,932/km in operational and maintenance costs compared to $8,030/km
for sealed roads (2018/2019 Actuals). Unsealed gravel roads are maintained in accordance with
Council’s recurrent maintenance guidelines which sets out the level of service for routine
maintenance (e.g. grading, drain cleaning and vegetation clearing/slashing). Additionally, each
gravel road will be inspected and receive maintenance every 6 months unless there are other
emergent issues that require immediate action.
Council receives requests from customers asking for the sealing of hinterland gravel roads.
Residents purchase properties on gravel roads knowingly, and the property prices generally
reflect the access conditions to those properties.
Typical customer enquiries and their responses include:
Speeding
Page 5 of 170
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Pot Holes & Corrugations
Missing Links
Dust
Additionally, the sealing of short lengths of unsealed roads (or dust seals) adjacent to residences
for the purpose of reducing dust nuisance is not considered appropriate for the following reasons:
It is inefficient to undertake upgrading and maintenance of short sections of roads.
The practice does not accord with the prioritisation process which has been developed.
Undertaking such works would reduce the available funding of upgrading higher priority
roads.
2. Assessment and Prioritisation Criteria
Generally, road design, upgrades, and maintenance prioritisation decisions are based on a road
hierarchy classification and traffic volumes. The prioritisation criteria is a risk based approach
with vehicle crash history being a major influence. The criteria is weighted accordingly and is
detailed in Table 1, below.
3. Prioritisation
By applying the above assessment and prioritisation criteria, a list of the Top 30 ranked rural
gravel roads is formed and reviewed. The program illustrates the Top 30 Rural Gravel Roads that
could potentially be sealed in the future. In addition, the guiding principles highlight the criteria
and influences that determine why a gravel road should be considered for sealing. The guiding
principles is a living document and will be subject to review as the criteria of a particular road
changes. Instances of change may be a result of increase traffic volumes, changes to heavy
vehicle routes, raised safety/crash incidents, operational and environmental changes.
The prioritisation process is not programming works for any financial year or creating a budget
allocation for the sealing of any of the gravel roads identified. The program's intent is to highlight
what gravel roads would be Noosa Council’s priority, should funding or an agreed change in the
levels of service occur for the overall management of gravel roads.
Page 6 of 170
Section 7
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Table 1 – Rural Road Prioritisation Model - Criteria, Unit & Weighting
Weighting Max
Criteria Unit
Factor Score
Multiple Fatalities (5 Units)
Multiple Hospitalisations (4 Units)
Crash & Road Safety
Fatality (3 Units) ×5 25
History
Hospitalisation (2 Units)
Medical Treatment/Property Damage (1 Unit)
Good Width & Alignment (5 Units)
Road Design & Good Alignment (4 Units)
×4 20
Geometry Moderate Width & Alignment (2 Units)
Poor Width & Alignment (1 Unit)
Average Daily Traffic;
>200 (5 Units)
150-200 (4 Units)
Traffic Volume ×3 15
100–149 (3 Units)
50–99 (2 Units)
<49 (1 Unit)
Water Inundation Unlikely To Flood, Good Drainage (5 Units)
Probability & Infrequent Flooding, Poor Drainage (3 Units) ×3 15
Drainage Condition Frequent Flooding, Poor Drainage (1 Unit)
30+ (5 Units)
20-29 (4 Units)
Dwellings on Road 10–19 (3 Units) ×2 10
5–9 (2 Units)
0 - 4 (1 Unit)
Condition 5 (5 Units)
Condition 4 (4 Units)
Whole of Life
Condition 3 (3 Units) ×1 5
Condition
Condition 2 (2 Units)
Condition 1 (1 Unit)
Completes Project on
Yes (5 Units)
through road ×1 5
No (0 Units)
(Missing Link)
Yes (5 Units)
School Bus Route ×1 5
No (0 Units)
Total 100
Page 7 of 170
Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
4. Urban Gravel Roads
In developing the guiding principles, it was identified that there were a number of gravel roads in
the urban townships that required sealing. Urban gravel roads are categorised separately in
these guiding principles due to their low volume and hierarchy. Maps of these roads and the
urban area boundaries are defined within the document and supported with a prioritised list of
roads to be sealed.
5. Review and Improvements
With ongoing improvement of data collection on our road network, it is expected that
improvements in knowledge and understanding of the operational influences will be gained on
the gravel road network. As a result, regular reviews of the gravel road guiding principles every
3–5 years should be undertaken to ensure prioritisation is relevant to any changes in the road
network.
Other specific improvements include:
Development of a low order road design;
Use of Reclaimed Asphalt Pavement (RAP) trial; and
Segmentation of rural roads for assessment to approximately 1km lengths.
These specific improvements will be facilitated by the road infrastructure working group and
endorsed by the asset management steering committee prior to any changes to the priority
program being presented to Council for approval in the future.
Previous Council Consideration
Nil.
Finance
There is no financial commitment to allocate a budget for sealing any gravel roads within this
report. Should a gravel road be considered for sealing in the future then the standard capital
works program processes will be followed.
Risks & Opportunities
Risks
The gravel roads guiding principles aims to address risk associated with the management of
gravel roads through regular inspections and maintenance activities and will be further mitigated
with the proposed improvements to data collection in the future to identify any changes to the
current road activities and status.
Opportunities
The guiding principles for sealing gravel roads highlights the current priorities for gravel roads
and there may be grant or related projects that support the sealing of a particular high priority
road in the future. Potential opportunities will be monitored through the capital planning
processes in establishing the capital works program.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
All Councillors
Chief Executive Officer
Infrastructure Services Director
Civil Operations Manager
Page 8 of 170
Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Departments/Sections Consulted:
x Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development x Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services x Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development x Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 9 of 170
Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 10 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
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Page 10 of 170Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 11 of 170
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2Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 12 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
1.0 Background
Noosa Council manages and maintains 197km of unsealed gravel roads. This document has been
developed to provide a set of guiding principles in prioritising the current unsealed gravel road network for
roads that may be considered for sealing into the future. The guiding principles will enable staff to suitably
respond to customer requests for sealing of gravel roads and clearly identify the priority order of the
unsealed gravel roads within this program.
Expectations of the public regarding the level of service provided by the road network are increasing. This
is evident by customer requests to have their unsealed gravel roads, sealed. The customer requests raise
concerns such as speeding, pot holes, missing links, and dust. However, the majority of gravel roads will
remain unsealed due to the current gravel road network is achieving the intended level of service, cost of
upgrades and the lack of traffic volumes to justify a benefit to the greater community.
These principles have been separated into rural gravel road and urban gravel road components to ensure
that an equitable criteria in assessment is determined. The guiding principles enables staff to respond to
community concerns and requests as well as plan for potential road upgrade works and provide support to
upgrading other infrastructure such as road bridges, culverts and floodways.
2.0 Unsealed Gravel Roads
Noosa Council manages 146 unsealed gravel roads across the road network. Unsealed gravel roads are
maintained in accordance with Council’s recurrent maintenance guidelines which sets outthe level of service
for routine maintenance (e.g. grading, drain cleaning and vegetation clearing/slashing). Additionally, each
gravel road will be inspected and receive maintenance every 6 months unless there are other emergent
issues that require immediate action.
Council receives requests from customers asking for the sealing of hinterland gravel roads. Residents
purchase properties on gravel roads knowingly, and the property prices generally reflect the access
conditions to those properties. Typical customer enquiries and their responses can be viewed below:
e Speeding — Some residents believe that by sealing a gravel road it will make the road safer.
However, speeding rates statistically increase once a road is sealed. Council encourages the
community to contact the Police directly for any witnessed speeding issues.
e Pot Holes and Corrugations — Often generated by a combination of wet weather, higher traffic
volumes, or heavy vehicle traffic. Major potholes can be rectified on request however routine
maintenance is regularly undertaken.
e Missing. Links — Many gravel roads have sections of the road sealed. This is generally due to the
financial resources available and therefore only certain sections could be sealed. The remaining
sections of the road are highlighted as a missing link road for future consideration and prioritisation
for sealing.
e Dust-— Gravel roads.in Noosa will generate dust and it should be expected, particularly during dry
weather periods. It is unlikely that dust will play any role in prioritising a gravel road's likelihood for
being sealed.
Additionally, the sealing of short lengths of unsealed roads (or dust seals) adjacent to residences for the
purpose of reducing dust nuisance is not considered appropriate for the following reasons;
e _Itis inefficient to undertake upgrading and maintenance of short sections of roads.
e The practice does not accord with the prioritisation process which has been developed.
e Undertaking such works would reduce the available funding of upgrading higher priority roads.
Noosa Shire Council 2
Page 12 of 170Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 13 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
2.1 Road Hierarchy
Council's road network is classified according to each roads function and capacity. Noosa Council regularly
monitors vehicle traffic numbers by utilising traffic counter installations. It is important to identify significant
changes to traffic volumes to ensure the particular road is fit for purpose.
Table 1 below illustrates the various roads classifications within the road hierarchy:
Table 1 - Noosa Rural Road Hierarchy
a Collects traffic from local and/or collector streets forming principal
Distributer
avenues of travel
Collector Collects traffic from local access streets
Serving local properties
Unformed Road Frovides access to one or two properties, are essentially tracks or
riveways.
2.2 | Unformed Roads
An unformed or unconstructed road is defined as a road that has,not been improved or shaped in a
significant way. Council receives periodic requests from the community to include unformed roads into
Council’s road network, these roads totalapproximately 20km. Historically, Council has not accepted
responsibility for maintenance due to the low standard of their construction. Generally, these unformed roads
provide access to one or two properties and are essentially tracks.or driveways. Many unformed roads
traverse steep or low lying areas with inadequate drainage and are usually formed without consideration of
pavement material.
3.0 Rural Gravel.Roads
3.1. Assessment and Prioritisation Criteria
Generally, road design, upgrades, and maintenance prioritisation decisions are based on a road hierarchy
classification and traffic volumes.
The prioritisation, process involves, consideration of the below criteria, and as presented in Table 2. In
addition to the road)hierarchy, there are several other criteria taken into consideration when assessing rural
gravel road prioritisation for an upgrade from an unsealed to a sealed road. This prioritisation criteria is a
tisk based approach with vehicle crash history being a major influence.
e Crash &Road Safety History
All registered accidents recorded through Queensland Road Crash Database in the past 5
years. A higher crash frequency and severity including single to multiple fatalities or single to
multiple hospitalisations will result in a higher score. It is to be noted that only reported crashes
documented within the Queensland Road Crash Database have been used to compile this
ranking system.
e Road Design & Geometry
The width and alignment of a road in its existing condition. Road characteristics including
straight sections with a formed pavement width of 6m or more are ranked advantageously,
alternatively, narrow formed roads with corners will not score as high in this category. Where
gravel roads have substandard design, sealing may reduce the likelihood of accidents.
Noosa Shire Council 3
Page 13 of 170Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 14 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
e Traffic Volume
The amount of daily traffic utilising the asset. Vehicle movement frequency is crucial to
estimating the seal type and the longevity of the treatment. A higher traffic volume is ranked
strongly as bitumen sealed roads require regular vehicle traffic movements to prevent the
bitumen binder from oxidising and causing faults in the pavement wearing course (road
surface). Traffic volumes generally correlates with Road Hierarchy as defined in Table 1.
e Water Inundation Probability & Drainage Condition
The ability for a road to effectively dissipate water is a key component to road safety due to
standing water posing a significant risk to road users. Due to geographic weather patterns,
South East Queensland periodically experiences durations of high rainfall. During these rain
events, there is potential for roads to be inundated with water, therefore consideration of
existing drainage infrastructure capacity is taken. Drainage capacity also impacts road
maintenance as gravel roads with poor drainage often scour resulting in loss of material.
e Number of Dwellings on Road
Areas with a higher number of dwellings directly accessed from the particular road will rank
higher than roads with less dwellings.
e Whole of Life Condition
Condition of asset in its current state based on shire wide gravel road inspections. Roads that
have been inspected are given a Condition value of 1-5. Condition is‘near new with no visible
signs of deterioration, while Condition 5 is defined as failing and no longer serviceable.
e¢ Completes Project on Through Road (Missing Link)
If the sealing of an identified gravel road completes:a link between two existing sealed roads,
itis looked on favourably. Sealing of through roads has the capacity to benefit other lower order
roads as they connect access roads.to main arterials;
e School Bus Route
The School Bus_network is an important asset.to Noosa Council community, as each day
thousands of School students travel to and from school using this transport method. As such,
school bus routes are assessed for increased road safety. and factor in all of the above criteria
in the assessment.
Using the above principals, each criteria is.assessed and scored. A weighting is applied to each criteria to
provide a total’score.out of 100. A sample scoring of an individual road is attached has been defined in
Table 3.
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Noosa Shire Council 4
Page 14 of 170Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 15 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Table 2: Rural Road Prioritisation Model - Criteria, Unit & Weighting
Criteria eee
Factor
e Multiple Fatalities (5 Units)
e Multiple Hospitalisations (4 Units)
Crash & Road Safet
ras History aery |. Fatality (3 Units) x5 25
e Hospitalisation (2 Units)
e Medical Treatment/Property Damage (1 Unit)
e Good Width & Alignment (5 Units)
Road Design & e Good Alignment (4 Units) 20
Geometry e Moderate Width & Alignment (2 Units)
e Poor Width & Alignment (1 Unit)
Average Daily Traffic;
e >200 (5 Units)
. ¢ 150-200 (4 Units)
Traffic Vol
rame Notume |e 100-149 (3 Units) «3 18
e 50-99 (2 Units)
e <49 (1 Unit)
Water Inundation e Unlikely To Flood, Good Drainage (5 Units)
Probability & e Infrequent Flooding, PoorDrainage (3, Units) x3
Drainage Condition |e Frequent Flooding, Poor Drainage (1 Unit)
¢ 30+ (5 Units)
e 20-29 (4 Units)
Dwellings on Road |e 10-19 (3 Units) x2
e 5-9 (2 Units)
e 0-41 Unit)
¢ Condition 5 (5 Units)
Whole of Life ° Condit 44 Units)
Condition e Condition 3 (3 Units) x1
e Condition 2 (2 Units)
e Condition 1 (1 Unit)
Completes Project on * Yes (5 Uhits)
through road No (0 Units x1
(Missingkinky) |° o(0 Units)
School Bus Route |° Yes (5 Units)
a
Noosa Shire Council 5
Page 15 of 170Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 16 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
The following is an example of the scoring for a road following the prioritisation model criteria and
weighting.
Wahpunga Road, Kin Kin
Table 3: Scoring Example of Wahpunga Road, Kin Kin with Urban Road Prioritisation Model
Criteria eee
Factor
Multiple Fatalities (5 Uni
* Multiple Hospitalisations (4 Units)
Crash History o— Fatality 43 Units} x5 20
lospitalisation (2 Uni
Medical T. p C uni
Good Width & Ak 5 Uni
Road Design & »—Geed Alignment{4 Units)
Geometry |» Moderate Width & Alignment (2 Units) x4
p Nidth & Ali 4 Uni
Average Daily Traffic;
2220016 Units}
. o— 150-200 (4 Units}
Trafic Volume J» 100-149 (3 Units) ‘
o— 50-99 (2 Units)
6 <49-4 Unit}
Water Inundation | *—Uhlikely To Flood-Good Drainage (6 Units)
Probability & | * Infrequent Flooding, Poor Drainage (3 Units) x3
Drainage Condition |* Frequent Flooding, Poor Drainage Unit)
o—30+(6 Units)
o— 20-29-44 Units}
Dwellings on Road |*—40-19- Units) x2 4
o—0-4 (4 Unit)
Condition 5 (5 Units)
Whole of Life * Condition 4 (4 Units)
> «— Condition 3-3 Units)
Condition . .
«— Condition 2(2 Units)
Conditi ( .
Completes Project * Yes (5 Units)
on through road : 5
(Missing Link) Ne-(0 }
o—No(0 Units)
a
Noosa Shire Council 6
Page 16 of 170Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 17 of 170
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Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
3.2. Prioritisation
By applying the above assessment and prioritisation criteria, a list of the Top 30 ranked rural gravel roads
is formed and reviewed. This list is located in Appendix A1. The program illustrates the Top 30 Rural Gravel
Roads that could be potentially sealed in the future. In addition, the program highlights the criteria and
influences that determine why a gravel road should be considered for sealing. The program is a living
document and will be subject to review as the criteria of a particular road changes. Instances of change may
be a result of increase traffic volumes, changes to heavy vehicle routes, raised safety/crash incidents,
operational and environmental changes.
The prioritisation process is not programming works for any financial year or creating a budget allocation for
the sealing of any of the gravel roads identified. The program's intent is to highlight what gravel roads would
be Noosa Council's priority, should funding or an agreed change in the levels of service occur for the overall
management of gravel roads.
3.3. Review & Improvements
With ongoing improvement of data collection on our road network, it is expected that improvements in
knowledge and understanding of the operational influences will be gained on the gravel road network. As a
result, regular reviews of the gravel road guiding principles every 3-5 years should be undertaken to ensure
prioritisation is relevant to any changes in the road;network.
Other specific improvements include; ;
e Development of a low order road design; D
e Use of Reclaimed Asphalt Pavement (RAP) trial; and
e Segmentation of rural roads for assessment to approximately 1km lengths.
These specific improvements will be facilitated by the road infrastructure working group and endorsed by
the asset management steering committee prior to any changes to the priority program being presented to
Council for approval.
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tere Ware es eee ee Gere
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Noosa Shire Council 7
Page 17 of 170Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 18 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
4.0 Urban Gravel Roads
4.1. Assessment and Prioritisation Criteria
Urban Gravel Roads are categorised within this program as unsealed roads within the boundaries of an
urban township. Maps of these roads and the urban area boundaries are in Appendix B2 to Appendix B6.
Assessment and Prioritisation of Urban Gravel Roads involves consideration of the below criteria.
e Number of Dwellings on Road
Areas with a higher number of dwellings directly accessed from the particular road will be
considered to rank higher than roads with less dwellings.
e Waste Collection Impacts
Local roads in urban areas are serviced by a weekly waste disposal service. Assessment of
potential improvements to this service are an important Criteria, therefore roads with a known
existing issue will be assessed favourably.
e Council Operations Impact
- Maintenance issues, such as excessive loss of gravel road surface during rain events.
- Plant/Machinery access issues.
e Township Hierarchy
Based on urban township population.
e Environment
- Road gradient.
- Volume of daily traffic movements.
- Vehicle access issues.
eM F at ; :
~] « a 3
ta - 7 ara’ 5
‘ REY AC” bas _ Te ¢
ye ae z
Ambulance Street, Pomona
4.2 Prioritisation
Utilising the above assessment and prioritisation criteria, each road is listed in order of high to low priority,
as listed in Appendix B1. The program is a living document and will be subject to review as the criteria of
a particular road changes. Instances of change may be a result of increase traffic volumes, raised
safety/crash incidents, operational and environmental changes.
The program is not proposing any financial year or budget allocation for the sealing of any of the gravel
roads identified. The program's intent is to highlight what gravel roads would be Noosa Council's priority,
should funding or an agreed change in the levels of service occur for the overall management of gravel
roads.
Noosa Shire Council 8
Page 18 of 170Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 19 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
4.3. Review & Improvements
With ongoing improvement of data collection on our road network it is expected that this will improve the
knowledge and understanding of the operational influences on the gravel road network. As a result, regular
reviews of the gravel road guiding principles every 3-5 years should be undertaken to ensure prioritisation
is relevant to any changes in the road network.
Other specific improvements include;
e Development of a low order road design
e Use of Reclaimed Asphalt Pavement (RAP) trial
These specific improvements will be facilitated by the road infrastructure working group and endorsed by
the asset management steering committee prior to any changes to the priority program being presented to
Council for approval.
Noosa Shire Council 9
Page 19 of 170Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 20 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
APPENDICES
Appendix A —- Rural Gravel Roads
Appendix A1 - Top 30 Prioritisation List
Road a (of
core
Road Name Township on possible
100
| 1 | Wahpunga Lane
Ringtail Creek Road (McKinnon Drive to Bonne 5 31 57
Forrest Acre Drive
Tablelands Road
Kinmond Creek Road (North) Cootharaba | 150 | 56 |
Tinbeerwah Road - To House #121 |Tinbeerwah | 0.70 | 54
Kinmond Creek Road (South -
Schreibers Road (Entire length)
|_8 | Black Pinch Road
8 | eters oa Race Oe
Kinmond Creek Road (South - Dr Pages
Black Mountain Road Black Mountain
Musa Vale Road
Neusa Vale Road
Cooroy Mountain Road Cooroy Mountain
Blanckensee Road Black Mountain
Pender Creek Road
Top Forestry Road Ridgewood
17 Schreibers Road (Sankeys to Coles Cooran 280 44
Creek Road)
18 Schreibers Road (Top Forestry to oaran 44
Sankeys
Arthys Road
Skyring Creek Road
Upper Pinbarren Creek Road |Pinbarren | 5.03 | 40
| 22 | BunneysLane Kin Kin. S| 254
Old Ceylon Road [Ridgewood | 160, | 39
Brewers Road (East)
Ferrells Road
| 26 | Old Tewantin Road
| 28 | Jampot Creek Road
Shore
a Noosa North
Noosa Shire Council 10
Page 20 of 170Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 21 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix A2: Unsealed Rural Road Network
Noosa Shire Gravel Roads
GYMPIE IC
REGIONAL
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[J 0:21 Government Area
Noosa Council — Unsealed Road Network
Noosa Shire Council 11
Page 21 of 170Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 22 of 170
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix A3 —-Gravel Roads Prioritisation Ranking Tool
Average Water Whole of Life
Dwellings
Asset Search Description Road inundation & Pesce Acconsed by ‘Condition Total
| Width (mn) Drainage ‘Score ‘Score
x : [:] [| | : | : L] [| : | : | [| :!
Muttiple
[Acre Drive)
Ey 0002452 | Tablelands Road Inflequert/Poor Moderate Width & Alignment 24 Condition 3 3 Muttiple
in - - Hospitalisations
. | ate eanowone Foaa Nery femme ffir [ome fs [me | 5 [emacs | ste ana ati he | =~ | > | = | « fm foe f-] - fe [es]
M ] exes [remewenrns-ronanenis ements | om | ie | | 2 [umevoos| 5 | a Ps | = | > | © | = [| ~ [|e [- | - [fe [el
kinmond Creek Road (South - Cootharsba Road -
C spotest Kimncse een cmnentoe: omens [ae | sr [om | s [me |: | Lnikey/ Good | 5 fomeieane momen 2 [om Tos | = | «+ [= [ 2 [-[ - [2 [2]
Kinmond Creek Road (South - Dr Pages to
ww Gpnensg fPerenes Rove (Top Fares to Senkers) fom | om | ce | im Ge | ve [Peter | 2 pienewans nome] 2 [me fos | oe | os few fos f - f - foe | « |
Wedcar
ral 9002525 | Upper Pinbarren Creek Road Inffequert/P oor Poor Width & Alignment 3 24 Tec 0 ‘Treatment/Property
Damage
ch SenseTO [te Tewari Rend feo fm fe | om [io [im |e [omens | 5 | Poor wah & Aranment Pos fom fos foe [oe [ome [os ff - fe fal
~ sonaeso fwamione ——__pmmatetnsnre [sae | ae | ime fe [om | fumevons] + | ronmamanomen | 1 | [ 2 | = [ «+ | comm] > [-f - |e f=]
Noosa Shire Council 12Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 23 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix B — Urban Gravel Roads
Appendix B1 - Prioritisation List
| 1s Hector Streets | BoreenPoint = | 72
Tewah Road
Ambulance Street
Earl Street” |Tewantin |
| S| Rifle Street
| 6 | Church Lane
[7 [Station Street__|Pomona——=s|~—S=S~*~<C~*~sSOSC‘“‘*C‘*’
| 8 | Pottery Street | Pomona |
| 9 ~__—[ Charles Street
| 10 | Princes Street | Cooran, |
1126
| 14 | Carpenters Road |Cooroy |
Grady Street
“Note: Ear Street to be sealed during Tewantin Hilton Terrace & Emest Street Intersection Upgrade works programmed for 2019/20
if funding permits.
Noosa Shire Council
Page 23 of 170Section 24
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 24 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix B2 — Boreen Point Urban Gravel Roads
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Noosa Shire Council
Page 24 of 170Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 25 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix B3 —Cooran Urban Gravel Roads
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Urban Area Boundary
= Locality Boundary N
prince seen nen mee eemecnrt Corporat GIS
srauitnnteuesenersn nn Printed 8th May 2018
Noosa Shire Council
Page 25 of 170Section 26
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 26 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix B4 —Cooroy Urban Gravel Roads
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Gravel Road
Urban Area Boundary
[__] Locality Boundary N
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Sseciatene econ cee ee ete Prine 81 May 2019
Noosa Shire Council
Page 26 of 170Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 27 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix B5 —Kin Kin Urban Gravel Roads
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Urban Area Boundary
[___] Locality Boundary ‘
oeataarer The wfurratten asrenteed i ites rap hs teen preva in gre fits 1:6000
[Vater deo Port tamer ihe Sn ea 1 sche y met COME em, fhe he Corporate GIS
Fence creas ON Printed 8m May 2019
Noosa Shire Council
Page 27 of 170Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 28 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Noosa Shire Council
Guiding Principles for Sealing Gravel Roads
Appendix B6 —Pomona Urban Gravel Roads
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Urban Area Boundary
[|] Locality Boundary N
lsesinarTie sarees ested 4s ip es tos penta in at 1:12000
(rp nhiheree berg srh spon donierplemr mle ey ry Corporate GIS
aes Printed 8th May 2019
Noosa Shire Council
Page 28 of 170Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
3 1819T090 - COLLECTION AND PURCHASE OF SCRAP METAL AND LEAD ACID
BATTERIES
DOCUMENT INFORM AT ION
Author Coordinator Waste Management, Ian Florence
Community Services Department
Index ECM/ Tender 1819T090 Collection and Purchase of Scrap Metal and Lead
Acid Batteries
Attachments 1. 1819T090 Evaluation Spreadsheet
EXECUTIVE SUMMARY
Nil.
RECOMMENDATION
That Council note the report by the Coordinator Waste Management to the Services &
Organisation Committee Meeting dated 6 August 2019 and:
A. Award tender 1819T090 Collection and Purchase of Scrap Metal and Lead Acid Batteries
to Sims Group Australian Holdings Limited; and
B. Award the contract for a term of three (3) years with an option for two (2) extensions of up
to 12 months each.
REPORT
Scrap metals and lead acid batteries are segregated and stockpiled at the Eumundi Rd Resource
Recovery Centre and at Cooroy and Pomona Transfer Stations. This resource is recycled and
generates revenue to offset some of the costs incurred by Council in its resource recovery
activities.
The invitation of public tenders for Collection and Purchase of Scrap Metal and Lead Acid
Batteries was advertised on VendorPanel on 7 March 2019. At tender close on 2 April 2019
submissions were received from the following three (3) respondents (in alphabetical order):
1. Liberty Recycling (OneSteel)
2. Raw Metal Corp
3. Sims Group Australian Holdings Limited
The tenders were then evaluated using the following criteria:
Price
Capability and Resourcing
Contact Experience and Capacity
Methodology
Quality
Health & Safety
Environment & Sustainability
Contribution to Local Economy
The evaluation methodology considered a price component of 45% of the score, and non-price
elements of 55% of the score.
The evaluation process was temporarily delayed in June this year when the Queensland Waste
Levy impacted submitted prices from tenderers. In order to properly and fairly consider these
price impacts the tenderers were all asked to resubmit prices in the light of the Waste Levy.
Page 29 of 170
Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Sims Group Australian Holdings Limited demonstrated the capability, experience and resources
to deliver on Council’s contract requirements. They also demonstrated that they have the
capability to satisfy Council’s requirements in the areas of workplace health and safety,
environmental performance and quality assurance.
No company provided evidence of being based in the Noosa Shire.
In the overall price and non-price evaluation, Sims Group Australian Holdings Limited
demonstrated the best value for money, and therefore is recommended as the tenderer
considered the most advantageous to Council for 1819T090 Collection and Purchase of Scrap
Metal and Lead Acid Batteries.
Tenders were assessed in accordance with the tender Probity Plan by three (3) members of the
Waste Section and a Workplace Health and Safety Advisor.
Finance
Approximately 2,500 tonnes of recycled metals are collected and sold annually by Council. The
sale of metals and lead acid batteries provides Council with a significant revenue stream. The
revenue is difficult to accurately predict as it is dependent on the amount of material generated
by the community and the fluctuating commodity price of the metals. An approximate value to
Noosa Council over the initial three-year term of the contract is $1,200,000.
The metal price evaluation for tenders was calculated using the preceding month’s average “TEX
Report” (weekly mid-point), divided by the Reserve Bank of Australia (RBA) preceding month’s
daily indicative AUD/USD exchange rate, multiplied by the contractor’s offered percentage.
The lead acid batteries price evaluation for tenders was calculated using the previous month’s
average London Metal Exchange (LME) “Lead” Cash Sellers Price, divided by the Reserve Bank
of Australia (RBA) preceding month average daily indicative AUD/USD exchange rate, multiplied
by the contractors offered percentage.
Risks & Opportunities
Some risk is associated with fluctuations in world commodity market prices as these prices rise
and fall each month due to world market demands.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer X Community Services X Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning
Page 30 of 170
Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Attachment 1
Page 31 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Attachment 1
NOOSA SHIRE COUNCIL Weighted Attribute Evaluation Spreadsheet - Final Evaluation
__ContractNo: fists
a a
(Conforming Tenders Only) {excl of GST)
1
2
:
Pt
5 a Ce}
Rf
5
ee
AAV- COVES FEMWERS ‘
ae eS SSeS
[Capability «Resourcing | 0x |_s0 | soo | 7m | zoo so | soo [ o | om] o | ow | o | oof o | oo] o | om] o | ow | o | ooo |
Capacity | | | 500 7 m | zoo f so | soo fo | om] o | owl o | oof o | oof o | om] o | ow | o | ooo |
Methodology |__| a | 400 [ ao [ soo [ o | em fo | om o | om] o | oof o | om o | om] o | ooo] o | ooo)
Jauatty | | | coo | | are fro | a5 7 o | om] o | om! o | oof o | oof o | om] o | ow | o | o00 |
ean esatery [| _tox_{ wes | ozs [os | sso [co | om [0 | om {oo | ooo To | om Po | oo Lo | ooo Fo | om Po | ooo |
fSustsinabaity, |_| | 980 | m | aso fro | aso [ o | om] o | ow | o | oof o | oo] o | om] o | ow | o | ooo |
foe | [ew fw [om Fo [om fo [om fo [ow fe fom fo [om fo [om fo [om fo [ow
[Total TechnicatSeore | 85x | 2928 | a.25 | ano | on | oon | on | ooo | on] ooo |e
PE
Total Fees (Pc) 45% $377,432 $304,296 $392,757
Average Fees (Pav) $........... $353,162
Price Score i 70 19
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Page 31 of 170Section 32
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
4 PEREGIAN DIGITAL HUB - FULL YEAR TO 30 JUNE 2019
DOCUMENT INFORM AT ION
Author Economic Development Manager, Anthony Dow
Environment and Sustainable Development Department
Index ECM/ Subject/ 45.04 Economic Development
Attachments 1. Peregian Digital Hub E-newsletters – February to June 2019 (46 page
attachment provided separately to this agenda)
EXECUTIVE SUMMARY
This report provides an update and review of the performance and activities at the Peregian
Digital Hub (The Hub), over the first 12 months of its operation and seeks approval from Council
for the continuation of the Council facilitated model for the operation of The Hub. A detailed half-
year report was presented to Council in February 2019.
The objective of The Hub is to operate a commercially sustainable co-work facility whilst
delivering public service outcomes that develop the digital ecosystem and assist to meet the
objectives of Council’s Local Economic Plan, with a particular focus on accelerating the
diversification of the local economy i.e. strengthen the community’s resilience to a downturn in
tourism.
The 1st year performance of the Hub has exceeded budgeted financials and the early signs are
that the focus on talent development and business mentoring is delivering a positive economic
impact.
The inspirational leadership of Chris Boden, Digital Hub Director is being rewarded with
outcomes that include:
2 new companies birthed at the Hub;
Hosted multiple machine learning workshops, 7 digital skills workshops for >110 adults, 3
workshops on 3D design& printing and 12 skills workshops for young inventors, taught by
young inventors;
After-school Inventor & Robotics clubs and programs for girls in robotics and engineering;
Actively mentoring 10 high school inventors;
12 senior kids learning entrepreneurial skills & earning $ from paid workshops;
Providing entrepreneurial support to 27 companies - 40% not based at Hub;
Hosted 21 monthly events for ecosystem groups, over 500 unique attendees, thousands of
new connections facilitated;
$75k incubator support grant secured from Queensland Government’s Advance
Queensland program. This will support digital ecosystem development over the next 3
years.
The financial results for the full-year period ended 30 June 2019, show the operating result is
$70k ahead of budget, with revenue $47k above budget and expenditure $23k below budget.
Revenues include a grant amount of $18k - the associated expenditure will occur in FY20.
Overall, the final net position of $103k deficit is significantly ahead of the $173k deficit target in
the FY19 budget.
Following a seasonal dip over the December holiday period with monthly revenues at $10k, a
strong second half performance has grown monthly revenue to $16k. The revenue growth and
overall strong KPIs are a result of a deliberate strategy to strengthen the digital ecosystem via
the establishment and support of specialist digital industry subgroups.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Referred to as ‘digital tribes’, these groups include Software Developers, Digital Marketers,
Screen Professionals and Electronic Music Producers/DJ’s. The Hub’s support of these groups
has included promotional support to grow membership, event hosting, meetup curation and
organisational support. Catering costs have been covered by sponsors, including Technology
One.
Council has achieved a year-end occupancy rate of around 90% with minimal investment in
marketing. The promotional activity has primarily been channelled through the hosting of digital
group meetups, delivery of quality talent development programs and the introduction of a quality
e-newsletter.
For a detailed view of the month to month activity of the Hub, please read the Attachment 1 -
Peregian Digital Hub E-newsletters.
In December 2017, Council agreed to move forward with a Council facilitated operating model,
and resolved that the success and impact of this type of operating structure would be assessed
following 18 months of operation.
After 12 months of operation, it is clear that the current operating structure is critical to the
success of the Hub and the broader digital ecosystem. The commercial viability of the Hub is
tightly coupled to the health of Noosa’s digital ecosystem. Without a strong base of technology
entrepreneurs and digital businesses, there will be insufficient demand to sustain the Hub’s
facilities and services.
It is therefore proposed that Council does not wait for the 18 month operating anniversary to
review the performance of the operating model and that this full year report and attachment
provides sufficient evidence to support continuation of the current model led by the Digital Hub
Director.
RECOMMENDATION
That Council note the report by the Economic Development Manager to the Services and
Organisation Committee meeting dated 6 August 2019 providing a full year report on the
performance and activities of The Hub for the period 1 July 2018 to 30 June 2019 and
A. Acknowledge the significant contribution by Chris Boden, founding Director of the Digital
Hub, in achieving outstanding results for The Hub in its first year of operation and
congratulate him on the positive impact of his effort;
B. Approve continuation of the Council facilitated model for the operation of The Hub for a
further minimum three year period from January 2020 to December 2022, with 6 monthly
reporting to Council.
REPORT
The purpose of this report is to update Council on The Hub’s performance and activities for the
full year ending 30 June 2019, the first 12 months of operation and seeks approval from Council
for the continuation of the Council facilitated model for the operation of The Hub. For a more
detailed description of the Hub’s activity for the first 6 months of operation (period 1 July to 31
December 2018) refer to the report ‘Peregian Digital Hub – Half-Yearly Update to 31 December
2018’ in the Services and Organisation Committee Agenda dated 12 February 2019.
The Hub is a purpose-built facility designed to house multiple digital companies and individual
workers in an open, modern environment suited to collaboration and co-working. The Hub’s
cutting-edge architecture accommodates a mix of established technology enterprises in private
office spaces as well as individual entrepreneurs, digital specialists and technologists operating
in a co-working environment.
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Section 34
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
The Hub’s Co-Lab space hosts an exciting program of events and activities. It features a creative
studio and makerspace, presentation space with grandstand and a modular classroom for
mentoring and skills development. An on-site barista and reception service (Barception) operates
from the Hub’s canteen.
The Hub vision and purpose has evolved throughout the 1st year of operation and can currently
be expressed in the following terms:
“The Hub vision is to help make Noosa the best community on earth for people who want to work
in the digital economy, play by the ocean and raise a family.
Our mission is to foster a digital ecosystem which attracts entrepreneurs, talent and clientele
from around the world and provides meaningful employment for thousands of residents.
We will achieve this by attracting, supporting and developing the talent that make this possible”
1. FINANCE
The viability of the Hub is tightly coupled to the health of Noosa’s emerging digital ecosystem.
Without a strong base of technology entrepreneurs and digital businesses, there will be
insufficient demand to sustain the Hub’s facilities and services.
The objective of the Hub is therefore to operate a commercially sustainable digital co-work facility
whilst delivering public service outcomes that develop the digital ecosystem and assist to meet
the objectives of Council’s Local Economic Plan.
Table 1: Digital Hub financial performance for the Financial Year ending 30 June 2019 (Interim
Figures)
2018/19 2018/19 2018/19 %
Statement of Income and
Current YTD YTD Current YTD
Expenses
Budget Budget Actuals Budget Variance
Total Revenue 150,000 150,000 196,569 131.0% 46,569
Total Expenditure 322,763 322,763 299,260 92.7% 23,503
Net Result - Suplus/(Deficit) (172,763) (172,763) (102,691) 70,073
Total Revenue 150,000 150,000 196,569 131.0% 46,569
Direct Costs (Controllable) 240,607 240,607 234,466 97.4% 6,141
Operating Surplus/(Deficit) (90,607) (90,607) (37,897) 40,429
Indirect Costs (Corporate)
Depreciation & Amortization 82,013 82,013 63,793 77.8% 18,219
Internal Charges 144 144 1,000 694.4% (856)
Subtotal Indirect Costs (Corporate) 82,157 82,157 64,793 78.9% 17,363
Net Result - Suplus/(Deficit) (172,763) (172,763) (102,690) 70,073
Page 34 of 170
Section 35
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Figure 1: Graph of Overall Financial Performance
For the full-year period ended 30 June 2019, the Hub’s operating result is $70k ahead of budget,
consisting of revenue $47k above budget and expenditure $23k less than budget. Overall, the
budgeted 1st year deficit of $173k is compared to an actual deficit of $103k. Included in the
revenue numbers is a Queensland Government grant of $18k that has been recognised in full,
and actually relates to activity and expenditure in the next financial year.
Revenue Analysis
Figure 2: Monthly Revenue by Type
Page 35 of 170
Section 36
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Table 2: Monthly Revenue by Type
Commentary:
Lease revenue is consistent across the year, representing approximately 30% of total
revenue.
Co-work membership revenues have grown strongly from a seasonal low in December and
January to average $10k per month by June 2019.
The Digital Hub Director successfully applied for a $75k incubator support grant from the
Queensland Government, spread over a 3 year period. $18k is reflected in the May
revenue figures and this will be expended in the next financial year.
Technology One provided sponsorship of $10k (not budgeted) towards support for the
Hub’s ecosystem development initiatives, which have centred on supporting digital industry
subgroups to organise and grow.
Expenditure Analysis
The total actual direct costs of $234,466 incurred in operating the Digital Hub comprises the
following approximate major cost categories (excluding salaries):
Telco / Broadband Charges $21,000
Electricity (including solar offset) $11,000
Internal cleaning $10,500
Internal Wifi equipment $6,700
Support Services (Fire, electrical, etc.) $6,300
Catering for approximately 40 events and programs $5,500
Tech equipment to support programs, live streaming and recording $5,200
Digital Programmes/Creative in Resident providers $5,000
Legal support $3,000
Building security $2,500
Minor equipment – kitchen equipment $2,300
IT/Tech support $1,750
Software licences $1,700
2. TENANCIES
The Hub has two enclosed private office spaces leased to anchor tenants on multi-year basis.
Those tenants are Atmail, a provider of cloud-based email solutions to telco’s and enterprises,
and Commtract, provider of an online marketplace for freelance PR and Project Management
talent.
Atmail recently celebrated their 20-year anniversary with staff flying in from around the world to
work at the Hub and use the Co-Lab for the company’s strategy and sales conference.
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Section 37
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
3. CO-WORK
As at 30 June 2019, the Hub is host to 32 Co-work members: 23 Full-time | 9 Flex.
The Hub offers two Co-work monthly membership plans aimed at people who are running, or
working for a technology company.
These membership plans are designed for people seeking entrepreneurial support to grow their
company, with the Hub team and fellow members providing mentoring, connections to investors
or advisors and helping them find talent.
The Bootstrapper membership plan is a full-time monthly membership for people who want a
dedicated space to base themselves. The Flex membership plan suits people who need to split
their time between hot-desking at the Hub and working at home or travelling.
4. STAFFING & SERVICES
The Hub has executed an ambitious agenda with limited resources in year one. A key goal for
2019 is to achieve operational sustainability. The current resourcing model outsources property
management and leverages existing departmental resources where possible to assist the Hub
Director with operational duties.
Duties Resourcing Plan
Commercial leasing and tenancy Council has outsourced rental collection and commercial
management leasing to Forde Property Group. Day to day facilities issues
remain the responsibility of the Hub Director
Facilities management Hub Director with assistance from handyman on an on-
demand basis.
Cleaning Office cleaning has been outsourced with two office cleans
per week.
Network support Hub Director with assistance from Council IT team
Barception SevGen Indigenous Corporation have been engaged via an
EOI to provide coffee kiosk and reception service - this will
also assist with canteen cleaning and opening/closing.
Page 37 of 170
Section 38
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Duties Resourcing Plan
Procurement admin Assistance with purchase orders, invoice processing and
purchase card reconciliations being provided by Department
staff.
Finance admin Assistance provided by Economic Development and
Department administration staff where possible.
Event catering Assistance provided by Economic Development and
Department administration staff where possible.
Council was successful in a grant application for the Regional Startup Hubs Support Program for
$25k per annum for three years. This funding will be used to invest in a support resource that will
assist with program management.
5. SYSTEMS, PROCESSES AND OTHER MATTERS
The Hub uses a cloud-based co-work management platform which automates subscription billing
for members, allows for ad-hoc billing (e.g. meeting rooms, etc.) and resource bookings.
The Hub has adopted ZOHO software to manage its customer database and email
communications.
6. PROGRAMS, EVENTS, AND ACTIVITIES
In the 1st year of operation, the Hub has delivered an ambitious slate of capacity-building
activities which have generated significant value for Noosa’s digital sector and provided a
valuable public service to the broader Noosa community. These activities have helped to put the
Hub and Noosa on the map as a destination for digital talent and innovation.
Ecosystem Organisation Program
Despite the fact that there are numerous digital professionals in the Shire, there has been a lack
of relevant industry groups, regular meetups, industry directories, job boards and digital events.
This has made it difficult to communicate and coordinate the industry, get attendance at events,
recruit locally, find jobs, find service providers, meet local collaborators, attract investors, attract
clientele and get integrated into the industry.
The Hub’s Ecosystem Organisation Program was launched in Jan 2019 to accelerate the
organisation of the local ecosystem and address these shortcomings. The Hub now hosts a
vibrant program of curated monthly events which are helping inspire and upskill the digital
creative community in Noosa to grow the profile of the sector and attract opportunities for local
service providers.
Working with leaders from key digital industry sectors, the Hub has helped to establish and/or
build the following groups:
Digital Sub-sector Group Name Established Members
Technologists Coding from Beach April 2012 489
Digital Agencies, Creatives & REBOOT Feb 2019 180
Marketers
Screen Professionals Screen Collective March 2019 104
(Film/TV/Video)
Electronic Music Producers & Sunshine Coast Producer Feb 2019 68
Page 38 of 170
Section 39
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Digital Sub-sector Group Name Established Members
DJ’s Group
Crypto/Blockchain NoosaCrypto Aug 2017 173
Tech Startup Founders Founders Network March 2019 20
Talent Development Program
A major focus of the Hub is to help make the Noosa brand synonymous with producing world-
class digital talent - this will help attract investment, employers and other talent as well as boost
the prospects of young people from Noosa. The Hub curates and hosts a growing list of skills
development programs, including:
After-school classes in robotics, engineering and invention
Holiday workshops incl robotics, 3D design & printing, drone piloting
Workshops for adults in Electronic Music Production, 3D design, Machine Learning
Creative in Residence Program
The Hub hosts a revolving Creative Residence program with an array of world class digital
creatives whose role is to inspire the local community, in particular young talent, to pursue the
opportunities offered in creative digital fields. They do this through open days, school visits,
teacher visits and public workshops. Residents have included an Animator, Maker and DJ/Music
Producer. This program is supported with funding for the Queensland Government’s Regional
Arts Development Fund (RADF)
Leadership Program
The HubLunch series of events invites world class technologists, authors, thinkers and
researchers to come to Noosa and share their insights about the future with the key leaders and
influencers in our community. Previous events have featured technologist and investor, Steve
Baxter and MIT Professor and author, Andy McAfee as well as Griffith University Professor, Bela
Stantic, a world-renowned Big Data analyst and expert.
Mentoring Program
The Hub has built an extensive network of mentors over the last year - people who have deep
experience in building tech startup companies or others with world class expertise in specific
disciplines such as design, marketing, software development, sales, strategy, management,
recruitment and finance. The Hub has facilitated dozens of connections between Noosa-based
digital companies and this network of mentors.
Internship Program
The Hub has hosted 4 young local talents for internships over the last year, providing
professional exposure, skills development and mentoring.
National Events Program
National tech or digital events help to attract talent and potential clientele to Noosa and puts our
local industry on the map, nationally and globally. The Hub hosted the CryptoCoast conference in
November 2018, attracting over 100 attendees from across the country - one of the largest
blockchain events of this calibre held in a regional area with speakers from across Australia and
the globe. This was followed up with the Holochain event in March 2019 featuring over 40
Blockchain technologists from all over the world.
For a detailed view of the month to month activity of the Hub, please refer to Attachment 1 -
Peregian Digital Hub E-newsletters.
Page 39 of 170
Section 40
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
7. PARTNERSHIPS AND COLLABORATION
The Hub has established a significant network of partnerships which are building capacity in the
ecosystem and help grow the Hub’s capability and collaborations.
Organisation Description of Collaboration
CQUniversity Talent development programs, incl Drone Camp, Girls in
STEM, Young Inventors
Startup Onramp Program Hosting of Onramp sessions, assistance with
promotion/recruitment & content capture
SCRIPT Regional Innovation Program partner collaborating on
capacity-building programs, eg QLD Chief Entrepreneur visits,
GovHack, Startup Onramp, etc. Includes hosting of monthly
committee meetings.
GovHack Hosting of GovHack weekend, assistance with
promotion/recruitment & content capture. Connection into
Noosa Council
TechnologyOne Sponsorship of Hub event program in exchange for promotion
and branding exposure.
Sunshine Beach State School Hosting and curation of Young Inventors extension workshops
with local technologists.
St Andrew’s Anglican College Mentoring program, creative in residence, holiday workshops,
shared use of facilities, STEAM Educators group support
Good Shepherd Lutheran College Holiday workshops and work experience for tech/robotics
students. Hub workshops for makers.
Noosa District State High School Girls in STEM program at the Hub, STEAM Educators group
support
Coolum Beach State High School Girls in STEM program at the Hub, STEAM Educators group
support
Chancellor State College Hosting of Robotics workshops to develop skill base amongst
local school students and educators. Opportunities for top
students to teach holiday workshops
Silicon Coast - digital networking group Hosting of key meetings and events
The Refinery - Sunshine Coast Assistance with program conception, provision of sponsored
Council’s Creative Accelerator facilities to participants, hosting of showcase demo event
CCIQ Noosa Co-curation of business education program to lift Chamber
members’ digital literacy & understanding of key disruptive
technologies, eg Artificial Intelligence (Ai)
SunCoast Angels Hosting of key investment events, including pitch meetings
Noosa Boardroom Co-curation of business education program, joint digital nomad
recruitment program
Junction2 Co-working Joint digital nomad recruitment program, cross-referrals &
facility sharing
Tourism Noosa Talent attraction marketing partnership to promote Noosa as a
base for digital business
Causeway Innovation Hosting of Innovation Masterclass, assistance with
promotion/recruitment & content capture
Page 40 of 170
Section 41
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
8. KPI UPDATE
Indicator Measure Update
Business growth Growth in GRP value of Too early to measure
tenants
Business Number of business’s 2 newco’s birthed at the Hub
graduation created and/or accelerated 0 accelerated out of Hub at this stage
out of Hub
Employee growth Growth in number of 4 new part-time jobs enabled
employees
Capacity building Number of professional Hosted 7 digital skills workshops for >110 adults
development activities Hosted multiple machine learning workshops for
software developers
Hosted 3 workshops on 3d design and printing for
software developers
Hosted 12 skills workshops for young inventors,
taught by young inventors
After-school Inventor & Robotics club on Thursdays
& Fridays in terms 2, 3 and 4
After-school program for girls in robotics and
engineering on Mondays in terms 3 and 4
Actively mentoring 10 high school inventors
12 senior kids learning entrepreneurial skills &
earning $ from paid workshops
Accelerator Number of programs Providing entrepreneurial support to 27 companies
programs delivered - 40% not based at Hub
Hosted Startup Onramp program
Hosted Innovate Queensland - Collaboration
Quickstep
Hosted GovHack event, resulting in Go Noosa
project spinout
Events Number of attendees Hosted 21 monthly events for ecosystem groups
Over 500 unique attendees
Thousands of new connections facilitated
Brand and profile Increased awareness 638 Facebook Followers
350 newsletter subscribers
National tech events:
- CryptoCoast (>60 attendees)
- Holochain (>40 attendees)
Hosted board/exec meetings for:
- RDA Board
- SCRIPT Board
- Creative Alliance Board
- Silicon Coast Board
- NETA
Page 41 of 170
Section 42
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Indicator Measure Update
Investment – Value of investment $2.2m committed by Australian Government for
regional attracted via grants/etc next stage development of Rufous Street (and
Digital Hub)
$75k grant secured from Advance Queensland
Investment – Value of direct business Too early to measure
business investment from grants or
private investors
9. REVIEW OF OPERATIONAL MODEL
In December 2017, Council agreed to move forward with a Council-facilitated model, and that the
success and impact of this type of operating structure would be assessed following 18 months of
operation.
After 12 months of operation, it is clear that the current operating structure is critical to the
success of the Hub and the broader digital ecosystem. The commercial viability of the Hub is
tightly coupled to the health of Noosa’s digital ecosystem. Without a strong base of technology
entrepreneurs and digital businesses, there will be insufficient demand to sustain the Hub’s
facilities and services.
Noosa’s digital sector is still in its early stages of development and requires significant economic
development support to reach critical mass and contribute to the economic diversification
objectives set out in the LEP. Whilst the Hub is a vital piece of infrastructure for housing digital
businesses, it must be coupled with a broader capacity-building program to attract, support and
develop the talent that will ultimately constitute a viable digital sector.
This capacity-building work requires a public service approach and it is highly unlikely to happen
in a privately-operated situation where the Hub’s function would be purely commercial. A council-
facilitated model with a highly talented Director with the scope to operate independently and
innovatively is a model that both ensures strategic alignment with Council’s LEP yet responds in
an agile way to the needs of the industry as well as individual businesses.
Client satisfaction amongst the tenants, members and partners of the Hub is high and is being
attributed to the positive culture of collaboration fostered and the curated approach that Council
has taken. It would be considered prudent for Council to provide certainty to the businesses,
mentors and partners that are locating themselves at the Hub, not because of the bricks and
mortar, but because of the model and approach being taken.
Furthermore, under the current operating model, the Hub has exceeded its year one financial
objectives and its public service achievements have significantly surpassed expectations. There
is a strong pipeline of interest from prospective new members and the forward trajectory looks
positive.
It is therefore proposed that Council supports the continuation of the current model for a further 3
years, led by the Digital Hub Director.
Page 42 of 170
Section 43
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Previous Council Consideration
Ordinary Meeting Minutes, 21 February 2019, Item 4 Page 11
That Council note the report by the Digital Hub Director to the Council Meeting dated 12 February
2019 providing an update on the activities of the Peregian Digital Hub for the period 1 July 2018
to 31 December 2018.
Special Meeting Minutes, 22 May 2018, Item 1, Page 3
That Council note the report by the Economic Development Manager to the Special Council
Meeting dated 22 May 2018 and:
A. Award the Tender Number 1718T127 for the tenancy of the Digital Hub to the following
tenderers and delegate authority to the CEO to finalise lease negotiations with each:
1. Atmail Pty Ltd;
2. Alkira Software Pty Ltd;
3. Commtract Communication Services Pty Ltd;
4. PB Research and Development Pty Ltd; and
B. Agree to proceed to an Invitation to Quote for Property Management Services via Council’s
Vendor Panel Marketplace; and
C. Approve the Co-working tenancy process and tenancy mix as noted in this Report.
D. Request the CEO to report 6 monthly to Council on the Digital Hub progress, financial
performance and other KPIs as per other Council business areas.
Update reports are provided to Council on a six monthly basis.
Finance
Refer to Section 1 of this report.
Risks & Opportunities
The risk analysis outlined below considers the mitigation action taken since identifying key risks
in The Hub half year report tabled with Council on 18 February.
Risk identity February Mitigation proposed February Status and Further Action
2019 2019
Pure tech focus unlikely Add co-work products for Digital sub-sector groups established
to fill the Hub in the short additional digital groups, eg digital and listed in section 6 above have
to medium term storytelling. contributed to a 90% occupancy rate.
More active and sophisticated Continue to expand eco-system and
marketing approach. digital groups.
Development of Accelerate plan to headquarter Digital sub-sector groups established.
Maroochydore CBD may key digital industry groups at the
draw tenancies and co- Hub through strong support Continue to monitor competitive offering
workers southward offering. and respond.
Procurement process Appoint panel of providers with Procurement process clarified and
hinders ability to work whom the Hub can contract implementation planned for 2nd quarter
with specific key talent directly in future. 2019/20.
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Section 44
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Risk identity February Mitigation proposed February Status and Further Action
2019 2019
Volatile nature of start- Continue to offer a range of Flexi-membership option proving popular
ups will continue to flexible and adaptable with 9 members as at June.
impact co-work viability membership products.
Continue to explore ‘fit for purpose’ co-
work products.
Market tightening may Retain clear vertical focus on High occupancy rate has eased
raise competitor concerns tech/digital with clearly articulated pressure to widen co-work target market.
from other players and assessed membership
criteria. Maintain strong focus on core
tech/digital vertical.
A number of new risks have also emerged and require appropriate action. These are detailed
below:
Risk Mitigation
Political Risk associated with Maintain the strong governance and operational
uncertainty around the local government frameworks that have delivered excellent results in the 1st
election in March 2020 year of operation.
Loss of key personnel ie Digital Hub Ensure appropriate support resources continue to be
Director invested in and negotiate renewed contract terms for a
medium term period.
Health and safety risk associated with Continue to engage with, and be guided by, Councils
the high volume of people now experienced health and safety team to ensure compliance
interacting at the Hub and minimisation of risk of injury.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Management Accountant, Corporate Services
Departments/Sections Consulted:
Chief Executive Officer Community Services x Corporate Services
Executive Officer Director Director
Executive Support Community Development x Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services x Environment & Sustainable Development Infrastructure Services
Director x Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance x Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 44 of 170
Section 45
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
5 REVIEW OF COUNCIL MEETING LIVE STREAMING AND VIDEO OPERATIONS
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Council Meetings General
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 6 August 2019 and:
A. Continue to live stream Council’s General Committee, Ordinary and Special Council
Meetings and continue to make the video recording of these meetings available for future
viewing on Council’s YouTube channel;
B. Request the Chief Executive Officer to introduce bookmarking of the meeting videos
(commencing from the August 2019 meetings) to make it easier for viewers to follow the
meeting based on individual agenda items and further, that the back catalogue of meeting
videos be progressively bookmarked as time and resources allow;
C. Request the Chief Executive Officer to regularly publicise the availability of live streaming
of Council’s General Committee, Ordinary and Special Council Meetings and the
availability of the video recordings of those meetings which are accessible on Council’s
YouTube channel;
D. Continue to note that video recordings are not the final record of the meeting and that the
meeting minutes are the official record those meetings; and
E. Note that at this stage, Council will not undertake live streaming of meetings other than the
Council’s General Committee, Ordinary and Special Council Meetings for the reasons
outlined in the report by the Chief Executive Officer.
REPORT
This is one of a series of reports to Council arising from the Council resolution on 20 June 2019
(ref. Ordinary Meeting Minutes, item 5, page 5) to defer consideration of a notice of motion. The
deferral resolution is as follows:
That debate on the Notified Motion be deferred to the Ordinary Meeting on 15 August 2019 in
order to:
A. Receive a report from the Chief Executive Officer on videoing/live streaming of Council
meetings in accordance with the Council decision of 20 December 2018 (Ref. Item 6,
Page 16);
B. Receive a report from the Chief Executive Officer on a new set of Standing Orders for
Council in accordance with the Council decision of 20 December 2018 (Ref. Item 15,
Page 10);
Page 45 of 170
Section 46
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
C. Receive a report from the Chief Executive Officer on current and proposed legislative
changes to the Local Government Act by the State Government that will impact on
Council’s governance arrangements; and
D. Receive a report from the Chief Executive Officer on any other matters in the Notified
Motion that will enable Councillors to consider the costs, practical implications and legal
aspects of the issues raised in the Notice of Motion.
This report deals with items 8, 9 and 12 of the notice of motion.
Notwithstanding the notice of motion presented to the Council meeting in June 2019, this report
was required to be provided to the August round of Council meetings as it has been six months
since Council began live streaming its General Committee and Council Meetings (including
Special Meetings) and making the video recordings of those meetings available to the public for
viewing at a later time.
Council will recall that on 20 December 2018 when the decision was made to live stream/video
Council meetings, Part F of the Council resolution included the following:
F. Request the Chief Executive Officer to provide a report to Council after six months to
review the technology and practices of the live video streaming and for Council to
determine at that stage whether to extend the live video streaming technology to the
Committee Room and/or the other committees;
This report has been prepared in compliance with the December 2018 Council decision as well
as the deferral resolution made in June 2019.
1. Review of live streaming video operations
The live streaming of meetings commenced in February 2019. Staff undertook considerable
testing and research to ensure that the technology worked well. Research on other Councils told
us that while picture quality was important, sound was critical and significant research was
undertaken to ensure that audio quality was of a good standard.
The technology was installed in January 2019 and tested prior to going live. Careful attention was
paid to the location of the camera to ensure the privacy of community members attending the
meetings was maintained as well as addressing staff concerns about privacy. The location of the
camera now allows all Councillors and the CEO to be “on camera” while staff and community
members are not generally visible on the camera footage.
For the information of Council, we were able to establish the videoing system at a relatively low
cost compared to other Councils. I would like to acknowledge the excellent work by our ICT staff
in researching the technology and overseeing its smooth installation.
Final costs for the system were as follows:
Item Cost (excl. GST)
Camera $1,364
USB microphones $396
USB extension cable $197
Industrial USB hub $206
Streaming deck $143
OBS software $0
Cabling work (electrician) $755
Portable camera for recording of offsite meetings $147
Total: $3,208**
** Not including staff time which was considerable.
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Overall, the system has operated well. There have been one or two technical “dropouts” but
these have been addressed quickly with minimal coverage lost. In particular, the sound system
appears to work well although all participants need to remember to speak clearly in order to
ensure that residents are able to hear on either the live stream or subsequent video. The only
significant sound quality issue arose when we added a conference call to enable a Councillor to
attend the Ordinary meeting on 18 July. For reasons unknown at this stage, adding the
conference call significantly impacted on the sound quality of the recording of that particular
meeting. Technical staff are investigating why that occurred to overcome any future issues.
Since we have commenced the live streaming/videoing, we have held an offsite Council meeting
at Cooran. Due to connectivity issues, it was not possible to live stream that meeting but we were
able to video and subsequently upload a video of that meeting. The issue of live streaming offsite
Council meetings was identified in my report to Council in December 2018. As each of our two
annual offsite Council meetings are held in different locations across the Shire, our ability to
record good sound and vision will depend on each location but the intent will be to record these
Council meetings and to upload the video the following day. There is an additional cost for these
meetings with ICT technical staff being required to assist with system set up and monitoring
during the offsite Council meeting.
One of the issues identified in my report to Council in December 2018, was concerns raised by
staff in relation to their privacy. We have addressed this by ensuring that the location of the
camera does not, where possible, capture staff other than the CEO and Executive Team.
In researching the introduction of live streaming and video recording, Council will recall that the
CEO researched the experience at other Councils. There were two key elements in relation to
the feedback from other Councils. The first was the importance of ensuring that there is good
“sound” quality and this has been achieved with the current system we are using. The second
was that based on experience elsewhere, there would be an initial high level of interest in
watching the videos but that over time, this would plateau with occasional spikes for “hot issues”
that may be debated within the Council.
Our viewer statistics are set out below. On the YouTube platform, it is not possible to identify IP
addresses so we are unable to establish how many of these views are Council staff. Anecdotally,
the CEO is aware that many Council staff watch proceedings either to get a better understanding
of the Council decision making process or to monitor when their report is coming up for
discussion/debate. Perhaps the best example to date is when Council was considering an
emissions issue and no one present at the meeting had the answer to a question raised,
however, a few minutes later a staff member popped in to the Council meeting to provide the
answer as they had been watching the debate on the live stream.
Date Meeting Views
14 February 2019 Special 417
18 February 2019 General Committee 230
21 February 2019 Ordinary 301
7 March 2019 Special 102
18 March 2019 General Committee 1,236
21 March 2019 Ordinary 276
15 April 2019 General Committee – part 1 130
General Committee – part 2 158
18 April 2019 Ordinary 363
13 May 2019 General Committee 92
16 May 2019 Ordinary 85
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Date Meeting Views
22 May 2019 Special 33
5 June 2019 Special 39
17 June 2019 General Committee 107
20 June 2019 Ordinary 145
28 June 2019 Special 123
15 July 2019 General Committee 324
18 July 2019 Ordinary 77
* The viewer statistics are as at 22 July 2019 on the basis that the report for the August round of
meetings was prepared at that time.
2. Opportunities for enhancement
Now that the system has been operating for six months, we can examine whether there are any
opportunities for enhancement. This includes the issues raised in the recent notice of motion.
Bookmarking of videos
At present, a viewer would need to watch from beginning to end to find an item that they are
interested in. Depending upon the length of the meeting, this could result in several hours of
viewing.
It is possible to bookmark videos so that a person can click on a link to the particular agenda item
that they are interested in. Obviously, it is not possible to bookmark the live streaming.
As part of the six month review of our processes, staff have identified bookmarking as an
opportunity to improve the experience for the viewer. There is no additional outlay to undertake
the bookmarking but there is additional work for our staff who manage our meeting processes to
insert these bookmark links into the video. This will take approximately 30 minutes of additional
work per meeting.
We will be able to commence bookmarking of videos from the September round of meetings.
Over time, we will also look to bookmark our library of existing videos but this will only occur as
time and resources permit.
Increased promotion of Council’s live stream and video recordings
Our current approach to promote the live stream and recording of our meetings has been
somewhat ad hoc to date. We provided some publicity around the time this process commenced
in February 2019 and have, from time to time, promoted the General Committee and Ordinary
meeting live streaming via our Facebook page.
We can take a more holistic approach to promoting Council agendas, meetings, minutes, live
streaming etc. The recommendation above requests the CEO to regularly publicise the
availability of live streaming and videos from Council meetings and it is intended that this be built
into the regular processes for our Community Engagement Branch to promote these types of
issues.
Potential for expansion of the live streaming equipment to Council’s Committee Room
As Council would be aware, the Tewantin Administration Building also provides an additional
Committee Room meeting space which was specifically designed for Council committees and
smaller meetings. It has been used for Council Committee meetings since the building was
opened in December 1980 and as such, has a long history as being used for small committee
meetings.
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Currently, Council holds its General Committee meetings and Ordinary meetings in the Council
Chambers. Both of these meeting are constituted by all Councillors. Meetings of the Planning &
Environment Committee and Services & Organisation Committee are held in Council’s
Committee Room. Both of these meetings are constituted by four Councillors for each meeting
(Mayor plus three Councillors).
As identified in my report to Council in December 2018, there are some options available to
Council should they decide to commence live streaming of the Planning & Environment
Committee and Services & Organisation Committee meetings. These options are either
relocating these two Committee meetings to the Council Chambers or alternatively, installing
additional equipment in the Committee Room to provide the ability live stream the meetings being
held in that room.
As Councillors would be aware, the Committee Room has different characteristics from the
Council Chambers as the meeting table is not fixed in place and therefore has no easy access to
central USB ports, power etc for the required audio equipment. Initial enquiries have indicated
that it would require considerable work to drill holes into the floor slab to be able to accommodate
a similar system to that which is installed in the Council Chambers that will achieve a similar
audio quality given the room layout and acoustics. Further, there is no easily identifiable location
that a camera can be placed that captures the meeting participants without also identifying
members of the community and staff (many of whom have identified that they wish to retain their
privacy).
There are certainly arguments for and against in relation to streaming the Planning &
Environment Committee and Services & Organisation Committee meetings but, as per my report
to Council in December 2018, on balance, my advice to Council is to continue to live stream the
meetings currently held in the Council Chambers (the General Committee, Ordinary and Special
Meetings) at this stage and not to expand a camera system into the Committee Room for the
reasons outlined both above and also in my report in December 2018.
Part of my thinking in relation to this issue also relates to the fact that our Committee model is
based upon a consensus approach at the Planning & Environment Committee and Services &
Organisation Committee with a level of informality applying. Any issues on the Council agenda
which require debate where there are differences of opinion or where a matter is of significance
are inevitably dealt with at the General Committee and Ordinary meetings. It is these matters that
are primarily of public interest. Debate on issues of contention occurs at the General Committee
and the decision making occurs at the Council meeting.
Previous Council Consideration
Ordinary Meeting Minutes, 20 December 2018, Item 6, Page 16
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 11 December 2018 and:
A. Agree to live video stream Council Ordinary Meetings and meetings of the General
Committee using technology identified in option 3 of the report by the Chief Executive
Officer, namely one fixed high definition camera and three omnidirectional microphones at
an approximate cost of $2,100 with that funding to be incorporated into Budget Review 3;
B. Agree to make such recordings available on Council’s website for future viewing in addition
to being live streamed;
C. Note that such recordings are not the final record of the meeting and that the meeting
minutes are the official record of the meeting;
D. Approve the recording of these meetings pursuant to section 38 of Council’s Standing
Orders and request the Chairpersons of those meetings to announce at the beginning of
each meeting that such recording is occurring;
E. Note that for those Ordinary Council meetings that are held in the community twice per
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
year, depending on the location, live video streaming may not be possible but that
recording should occur and subsequently be published via the Council website;
F. Request the Chief Executive Officer to provide a report to Council after six months to
review the technology and practices of the live video streaming and for Council to
determine at that stage whether to extend the live video streaming technology to the
Committee Room and/or the other committees; and
G. Request the Chief Executive Officer to take such necessary action to implement the live
video streaming as soon as practical.
Finance
The establishment of the current videoing and live streaming system cost $3,208. The
introduction of bookmarking will not incur an additional cost per se but will take time for the staff
who currently manage the Committee and Council meetings.
Risks & Opportunities
In my report to Council in December 2018, I identified a number of risks and opportunities. On
reflection, I have revisited some of those as they remain relevant.
1. Councillors are reminded that there is no equivalent of parliamentary privilege for local
government. Proceedings in the State and Commonwealth parliaments have legal
protections for participants against defamation and other legal proceedings. Local
governments currently have no such protection and statements or comments in meetings
are subject to the laws of defamation etc. This has always been the case and the only
difference now would be that there is a clear and concise record of what has been said
which will be available for future reference.
2. Some of our community may perceive that the video recording of the meeting is the official
record of the meeting. That is not the case. Only the minutes of the meeting are the true
record of the Council decisions.
3. Councillors or staff may be quoted out of context based on their debate or response to
questions at a Council meeting. As Councillors would be aware, debates may flow in a
Council meeting with different points of view being put forward. In this social media age,
there is a risk that a comment may be taken out of context with an intent to twist a
comment into something that it was not meant to be. Unfortunately, we live in an age where
this is becoming more frequent.
4. There may be a perception that some will “play to the camera” as part of the meeting
process. That is, of course, a matter of perception. The flipside is that the community will
see Council meetings and the performance of Councillors “warts and all” and be able to
make an informed judgement as to what they think of their elected representatives.
5. Some staff remain cautious in responding to “on the spot” questions from Councillors and
may wish to take such questions on notice to ensure that they are 100% correct before
answering. Some staff continue to raise concerns about being on public video when they
are not public figures. The location and direction of the camera in the Council Chambers
has helped mitigate some of these concerns.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
ICT Manager
Executive Assistant to the CEO
Cross-section of the Management group who provided input into staff and management issues
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Departments/Sections Consulted:
X Chief Executive Officer Community Services X Corporate Services
Executive Officer Director Director
X Executive Support Community Development Financial Services
Community Facilities X ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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6 REVIEW OF STANDING ORDERS FOR COUNCIL MEETINGS
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Council Meetings General
Attachments 1. Standing Orders for Noosa Shire Council 2014 (amended December
2018)
2. Proposed new Standing Orders for Council Meetings
(Note: Both attachments have been provided separately to this agenda)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 6 August 2019 and:
A. Repeal Council’s current Standing Orders and adopt the new Standing Orders for Council
Meetings provided as Attachment 2 to the report;
B. Authorise the CEO to make any required minor amendments to the document prior to
publication;
C. Note that the mandated Model Meeting Procedures adopted by Council in December 2018
are now incorporated, without any changes, into the new Standing Orders for Council
Meetings provided as Attachment 2 to the report;
D. Request the Chief Executive Officer to record the names of Councillors and how they voted
on all decisions at Council Ordinary meetings and Council Special meetings commencing
at the September Ordinary meeting;
E. Note that the new Standing Orders include the provision for public question time which
would be undertaken in accordance with Public Question Time Guidelines and request the
CEO to develop such Public Question Time Guidelines for Council adoption noting that the
provisions of the Standing Orders in relation to public question time will not commence until
those Guidelines have been adopted by Council; and
F. Request the Chief Executive Officer to promote the availability of petitions, deputations,
presentations and public question time at Council meetings as one way in which the
community can engage with our Council through our meeting processes and in particular,
update information available on Council’s website in relation to these options as well as
periodically promoting these issues using other Council communication channels.
REPORT
1 Background
This is one of the series of reports to Council arising from the decision of the Council on 20 June
2019 (ref. Ordinary Meeting Minutes, item 5, page 5) to defer consideration of a notice of motion.
The deferral resolution of Council at that time was as follows:
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“That debate on the Notified Motion be deferred to the Ordinary Meeting on 15 August 2019 in
order to:
A. Receive a report from the Chief Executive Officer on videoing/live streaming of Council
meetings in accordance with the Council decision of 20 December 2018 (Ref. Item 6,
Page 16);
B. Receive a report from the Chief Executive Officer on a new set of Standing Orders for
Council in accordance with the Council decision of 20 December 2018 (Ref. Item 15,
Page 10);
C. Receive a report from the Chief Executive Officer on current and proposed legislative
changes to the Local Government Act by the State Government that will impact on Council’s
governance arrangements; and
D. Receive a report from the Chief Executive Officer on any other matters in the Notified
Motion that will enable Councillors to consider the costs, practical implications and legal
aspects of the issues raised in the Notice of Motion.”
This report deals with items 3, 7, 10, 11 and 12 of the notice of motion together with paragraph B
above.
2 Introduction
Standing Orders are the rules by which Council manages its meeting processes and debate.
Following de-amalgamation, Council used the existing Sunshine Coast Regional Council
Standing Orders as the basis for establishing our own Standing Orders. These were adopted in
May 2014 and have been subject to two minor amendments since that time dealing with
electronic petitions and the introduction of Model Meeting Procedures in 2018 (which addresses
Council behaviour during Council meetings).
The current Standing Orders have served us well but there are some improvements that can be
made, mainly focused on the differentiation between Ordinary, Special and Committee meetings.
The CEO intended to revise the Standing Orders some time ago but the proposed 2018 State
government legislative changes to the Local Government Act (which included the introduction of
Model Meeting Procedures) meant that this review was delayed. Also, at the end of 2018, the
State government published a “Best Practice Guide” for Councils who wished to adopt Standing
Orders for their Council meetings.
The Best Practice Guide was, unfortunately, not a particularly useful document as it did not
contain sufficient detail compared to our Council’s existing Standing Orders. In short, while the
Best Practice Guide had some interesting and useful provisions, it could not be adopted “as is
where is” without Council going backwards in terms of our Standing Orders provisions. It should
be noted that the Best Practice Guide is not mandated but was simply provided by the State
government as a resource or tool that could be used by Councils as they develop their own
Standing Orders. We have incorporated some of the better provisions in the Best Practice Guide
into our proposed new Standing Orders.
This is different to the Model Meeting Procedures which are mandated provisions which regulate
how “unsuitable meeting conduct” by Councillors during Council meetings (including Committee
meetings) is to be managed. These must be included by all Councils in their meeting procedures
without amendment and these have been included in our proposed new Standing Orders.
The proposed new Standing Orders were developed in the first half of 2019 and circulated to
Councillors for input on 14 June 2019. A workshop has also been held with all Councillors on the
proposed new Standing Orders.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
3 Key Changes to current Standing Orders
This section of the report is not intended to deal with every single change in the Standing Orders.
The proposed new Standing Orders are set out in Attachment 2.
However, for the information of Councillors, some of the key changes are as follows:
Clarifying which provisions apply to Ordinary meetings, Special meetings or Committee
meetings as the case may be. The previous version did not sufficiently make this
differentiation;
Clarifying that the Chairperson of a meeting (whether an Ordinary, Special or Committee
meeting) can make a range of determinations. These might include changing the order of
business, determining if a non-member can participate etc. It also enshrines the right of
the members of the meeting to take a dissension motion from any determination of the
Chairperson;
Clarifying that a motion can’t be withdrawn (or modified) without the consent of the mover
and seconder and the meeting;
Improving the consistency of terminology throughout the Standing Orders;
Enhancing the current provisions in relation to presentations and deputations;
Introduction of a public question time for Ordinary meetings; and
Clarifying that the procedural motion “that the motion be put” cannot be used by the mover,
seconder or someone who has spoken to the motion for the purpose of guillotining debate.
4 Other issues
This section of the report will deal with issues arising from our Standing Orders and also the
recent notice of motion referred to above.
4.1 Recording Votes
Under our current Standing Orders, there are two ways by which a Councillor can request their
vote be recorded. Firstly, they can request a division. This request must be made before the
Chairperson calls for the vote on the motion. In this case, how each Councillor votes on the
particular motion is recorded. Secondly, a Councillor can request their vote to be recorded on a
particular motion. This request can be made at any time (including after the Chairperson has
called for a vote on the motion). In this case, only the vote of the Councillor making that request
is recorded. For the sake of completeness, there are also statutory requirements to record how a
Councillor voted when they have a perceived conflict of interest but are authorised by the other
Councillors to remain for the debate and decision on the matter.
Obviously, in every other case for both Ordinary, Special and all Committee meetings, the mover,
seconder and whether the motion was carried or lost is recorded.
Item 7 of the notice of motion proposed that the vote of all Councillors present be recorded for all
Council and Committee meeting minutes. In practice, this means that it would be the equivalent
of a division being called on each item such that the individual vote of each Councillor would be
recorded at both Council and Committee meetings.
At present, none of Council’s Committees have any delegation to make decisions. Their sole role
is to make recommendations to the Council’s Ordinary meeting and it is the Council itself that
makes the formal decision at the Council meeting. As such, there may be benefit in recording for
prosperity, how each Councillor voted at the time it made its formal decision at the Council
meeting. That does not appear to be any benefit in applying the same process to Committee
meetings as they are not making the final decision on the matter.
In practice, there would be no additional work involved in recording these votes into the minutes
of an Ordinary or Special Meeting. This is the practice at some other Councils (for example,
Sunshine Coast Regional Council). The CEO is also aware from discussions with the
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Organisation of Sunshine Coast Associations of Ratepayers (OSCAR) that this is the only
significant issue where that organisation believes that SCRC is ahead of our Council in terms of
governance arrangements. Although a formal analysis has not been undertaken, my estimation
is that over 90% of Council decisions have been unanimous.
The recommendation in this report is to request the Chief Executive Officer to introduce
mandated recording of the votes of Councillors on all matters being determined by the Council at
Ordinary and Special meetings.
4.2 Introduction a public question time
There is no current requirement in Queensland for a public question time at Council meetings.
That is a provision in some other States (for example Victoria and Western Australia). While
some Councils in Queensland have such a provision, it is not widespread but is something that
our Council could introduce.
Based on feedback from other councils who have public question time, it is important to articulate
the purpose of having a public question time.
A public question time should be for raising genuine questions about a matter within the
jurisdiction of Council, escalating a question where there has not been a response from Council
regarding a matter previously lodged and seeking an update on an issue currently being
considered by Council (e.g. an example might be a follow-up on a petition previously lodged).
A public question time should not be for grandstanding, political point scoring, lodging initial
customer requests etc.
The experience at other councils is that this process works best when there are clear guidelines
for our community and Council about how the public question time works most effectively. This
includes pre-lodging questions, rules around respectful behaviours, requirements for Council to
provide initial responses or to set follow up timeframes etc.
Proposed guidelines for a public question time have not yet been developed. If Council agrees
that there should be a public question time, the report recommendation provides for the
development of Public Question Time Guidelines. This will enable Council to consider in more
detail how they want the public question time to work. It is anticipated that these would be
reported to the October round of meetings (recognising that the CEO has some upcoming annual
leave).
4.3 Publicising how our community can engage with Council meetings
It would be fair to say that Standing Orders are not the most exciting topic for any community.
They are not something that is recognised as being interesting or relevant to many in our
community. Indeed, they are probably only read by Councillors and/or senior Council staff.
It is therefore not surprising that some of the opportunities in that document for the community to
engage with Council in its decision making processes are not well understood. Some of these
opportunities include:
Petitions – these are the most frequently used provisions of the Standing Orders by our
community to bring matters forward to the attention of our elected representatives. Some
time ago, we improved the amount of information available on our website about how to
lodge a petition and also introduced provisions to allow for e-petitions. Although the petition
provisions in the Standing Orders contain some prescribed requirements, in practice,
Council does not rule out potential petitions for non-compliance but rather, determines
whether the intent of a submission is to meet the petition guidelines.
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Deputations - under our current Standing Orders, there is already a provision which
enables a deputation to be made to a meeting where there has been written application
prior to the meeting and the Mayor has agreed to such a deputation. This does not occur in
practice as requests are seldom received.
Participation - in the past, there have only been a few instances where non-Council
members have been invited to participate in a Council meeting discussion. Two examples
which spring to mind include members of the community jury in relation to their report to
Council and also the Chairperson of NBRF in relation to their annual report on their
operations. In both instances, this added value to the Councillors understanding of the
issues that they were required to deliberate on. One of the practical risks in this scenario is
that many matters before Council for a decision require the Council to make a decision
where there are competing community views (e.g. development applications, permits etc).
It would not be good governance practice to hear only one position in such circumstances.
Presentations - the current Standing Orders make provision for presentations of awards/
certificates etc from the community and also for presentations from Council staff or other
persons/ entities. In practice, there are sometimes presentations from Council staff on
particular topics (e.g. asset management) which assist Councillors understanding the
context of the matter being considered.
Public question time - this is a new proposal which will need to be promoted to our
community as one opportunity to engage in the Council meeting processes. Public
Question Time Guidelines will need to be developed for adoption by Council before this
element can be implemented (and therefore promoted).
It is intended to re-vamp our website for the topics of deputations, participation, presentations
and public question time along the lines of what we have previously done to make it easier for
our community to understand petitions. We can also use our other communication channels
(including social media) to promote these other options. The recommendation in this report is
framed accordingly.
Previous Council Consideration
Ordinary Meeting Minutes, 20 December 2018, Item 15, Page 10
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 11 December 2018 and:
A. Adopt the Model Meeting Procedures provided at Attachment 2 to the report;
B. Adopt the updated Standing Orders for Noosa Shire Council 2014 (provided at Attachment
3 to the report) to remove any inconsistencies with the new Model Meeting Procedures;
C. Note that the CEO will undertake a comprehensive review of the Model Meeting
Procedures and Noosa Shire Council Standing Orders 2014 in early 2019;
D. Repeal the current Noosa Council Councillor Code of Conduct to be superseded by the
Councillor Code of Conduct prescribed by the Department of Local Government, Racing
and Multicultural Affairs provided at Attachment 4 to the report;
E. Agree that each Councillor will sign a declaration to abide by the new Councillor Code of
Conduct at all times; and
F. Adopt the Investigation Policy provided at Attachment 5.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Ordinary Meeting Minutes, 9 April 2015, Item 7, Page 6
That Council note the report by the Chief Executive Officer to the Planning & Organisation
Committee Meeting dated 31 March 2015 and agree to amend Section 17 of the Noosa Shire
Council Standing Orders 2014 to provide for electronic petitions, and adopt the amended
Standing Orders provided at Attachment 1 to the report with an amendment to Item 17 (5) and (e)
to read as follows:
17(5) In order for an electronic petition to be eligible to be presented to Council, by way of a hard
copy cover document, it must:
e) Have attached a paper copy of the email or web interface referred to in item (d)
above;
Ordinary Meeting Minutes, 1 May 2014, Item 15, Page 10
That Council note the report by the Chief Executive Officer to the General Committee dated 28
April 2014 and:
A. Repeal the Standing Orders that transferred to the Noosa Council from the Sunshine Coast
Regional Council under the Local Government (De-amalgamation Implementation)
Regulation;
B. Adopt the Standing Orders for the Noosa Council as set out in Attachment 1 to the report
by the Chief Executive Officer to the General Committee dated 28 April 2014;
C. Note that Committee system guidelines that have been developed to assist Councillors,
staff and the public to understand the operation of the Noosa Council Committee process;
and
D. Pursuant to section 272 (6) of the Local Government Regulation 2012, exempt the
Infrastructure and Services Committee, the Planning and Organisation Committee, the
General Committee and the Audit Committee from the requirement to take minutes of their
proceedings on the basis that the only function of those Committees is to advise or
otherwise make a recommendation to the Ordinary Meeting of Council.
Finance
Nil.
Risks & Opportunities
It is important that the sound system of governance includes clear and consistent rules about the
management of meetings. The proposed new Standing Orders provide a logical framework for
the management of Council’s Ordinary, Special and Committee meetings.
The review our Standing Orders also provides an opportunity to improve our current processes to
include more opportunities for our community to engage in the process (e.g. public question time)
as well as more information being available about how they can engage.
Further, the recording of all Councillors votes at the decision-making meeting (i.e. Ordinary and
Special meetings) will place on the record for prosperity, how Councillors have voted when they
make their decisions at a Council Ordinary Meeting or Council Special Meeting.
Consultation
External Consultation - Community & Stakeholder
Nil.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Internal Consultation
Mayor and Councillors
Executive Assistant to the CEO
Cross-section of the Leadership Group who provided input into staff and management issues
Departments/Sections Consulted:
X Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
X Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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7 UPDATE ON LOCAL GOVERNMENT LEGISLATIVE CHANGES AND REFORMS
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Council Meetings General
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 6 August 2019 and:
A. Note that our current governance arrangements are in accordance with the existing
provisions of the Local Government Act;
B. Note that the Local Government Electoral (Implementing Stage 2 of Belcarra) and Other
Legislation Amendment Bill 2019 currently before State Parliament will introduce a range of
changes impacting on Councils and Councillors and request the Chief Executive Officer to
arrange for suitable training for Councillors on the new legislative provisions;
C. Note that further legislative reforms are proposed by the State government in relation to the
governance and electoral arrangements for local government but that no specific provisions
have yet been provided by the State; and
D. Request the Chief Executive Officer to monitor the further changes proposed by the State
government as outlined in item C above, and once certainty has been provided by the
State, provide advice to Council on any changes that will be required to Council’s
governance arrangements.
REPORT
This is one of the series of reports to Council arising from the decision of the Council on 20 June
2019 (ref. Ordinary Meeting Minutes, item 5, page 5) to defer consideration of a notice of motion.
The deferral resolution of Council at that time was as follows:
“That debate on the Notified Motion be deferred to the Ordinary Meeting on 15 August 2019 in
order to:
A. Receive a report from the Chief Executive Officer on videoing/live streaming of Council
meetings in accordance with the Council decision of 20 December 2018 (Ref. Item 6,
Page 16);
B. Receive a report from the Chief Executive Officer on a new set of Standing Orders for
Council in accordance with the Council decision of 20 December 2018 (Ref. Item 15,
Page 10);
C. Receive a report from the Chief Executive Officer on current and proposed legislative
changes to the Local Government Act by the State Government that will impact on Council’s
governance arrangements; and
D. Receive a report from the Chief Executive Officer on any other matters in the Notified
Motion that will enable Councillors to consider the costs, practical implications and legal
aspects of the issues raised in the Notice of Motion.”
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This report deals with items 4, 5, 6 and 7 of the notice of motion together with paragraph C
above.
1. Introduction
In 2018, the State government introduced a range of reforms for local government focusing on
the outcomes of the Crime and Corruption Commission’s (CCC) Belcarra report and also the
inquiry into local government elections and another inquiry into complaints against
Councillors. The 2018 reforms were primarily around how Councillors dealt with conflicts of
interest plus associated issues (bans on developer donations to Councillors, establishing the
Office of the Independent Assessor etc). Councillors will recall that this first round of legislative
reform was reported to the Council in December 2018. The two new pieces of legislation at that
time were the Local Government Electoral (Implementing Stage 1 of Belcarra) and Other
Legislative Amendment Act 2018 and the Local Government (Councillor Complaints) and Other
Legislative Amendment Act 2018.
At that time, Council:
Repealed Council’s existing Code of Conduct on the basis that a mandated State wide
Code of Conduct for Councillors now applies to all Councillors in Queensland. Councillors
also agreed to each sign a declaration to abide by the new Councillor Code of Conduct at
all times which Councillors have subsequently done;
Adopted the State Government “Model Meeting Procedures” which were mandated
provisions for all Queensland Councils to manage unsuitable conduct at Council meetings.
Despite the name of the document, “model meeting procedures” are not to be confused
with Standing Orders and are primarily focused on unsuitable conduct at Council meetings;
Also made minor amendments to our existing Standing Orders to remove minor
inconsistencies with the above procedures;
Noted that the CEO will undertake a comprehensive review of the model meeting
procedures and Noosa Shire Council Standing Orders in early 2019 (this is the subject of a
separate report to Council in this round of meetings); and
Adopted an Investigation Policy which was a new requirement to make provision as to how
Council would investigate any complaints about Councillors which were referred back to
our organisation from the Office of the Independent Assessor. To date, we have not had
any such referrals.
To assist in the transition to these new legislative requirements in 2018, Councillors were
provided with formal training by the Department of Local Government and also information
sessions from the CEO. Our governance arrangements now reflect compliance with that
legislation.
2. Further Local Government Reforms
Early this year, the Minister for Local Government announced a further series of proposed
reforms for local government. Colloquially called “Belcarra Stage 2”, these reforms in fact
proposed a range of issues that were beyond the original Belcarra Report by the CCC. They
also proposed electoral reform to the system of local government. The Minister sought public
feedback on the proposed reforms and there was widespread feedback to the State government
which resulted in a number of changes to their original proposal.
Eventually, the government introduced a Bill into Parliament on 1 May 2019 called - Local
Government Electoral (Implementing Stage 2 of Belcarra) and Other Legislation Amendment Bill
2019. That Bill has now been through the State Parliament Committee process (Economic and
Governance Committee) and is expected to be debated in Parliament in the coming weeks.
A copy of the current 223 page Bill can be found here –
https://www.parliament.qld.gov.au/Documents/TableOffice/TabledPapers/2019/5619T670.pdf
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Based on the fact that it has been through the Stage Parliament Committee process, there are
unlikely to be any further changes before the Bill is enacted. That is likely to occur in the coming
weeks.
This legislation will have a significant impact on all Councils across Queensland. The State
government is proposing a two-tiered implementation timetable for the provisions in the
legislation. The changes and timing for each of the major changes is set out below.
2.1 Changes that will commence immediately from the date of assent (effectively once the
Governor in Council assents to the Bill which is normally a few days after it is passed
through Parliament)
Mandatory training for candidates and Councillors – anyone wanting to nominate as a
candidate for a local government election (including existing Concillors) will now be
required to complete mandatory training before they can lodge their nomination with the
Electoral Commission of Queensland. The intent of this new requirement is to ensure that
all candidates are fully informed of their obligations as candidates and Councillors. No
details are yet available about when that training will occur or who will undertake it.
Stricter requirements in relation to how electoral campaign bank accounts and records are
kept are proposed. This includes prohibiting the use of credit cards for campaign expenses,
requirements for all candidates to keep detailed records of all donations and expenditure of
$500 or more from 1 May 2019 etc.
Changes to the existing conflict of interest and material personal interest provisions for
Councillors. Specific training will be provided to Councillors on the proposed changes in
due course but in a nutshell, existing references to “material personal interests” will be
changed to refer to “prescribed conflicts of interest” and other conflicts of interest will
become “declarable conflicts of interest”. The prescribed conflicts of interests will include:
(i) gifts or donations worth more than $2,000 to a Councillor, group or party as an
electoral donation or to a close associate of the Councillor;
(ii) CEO employment matters if a Councillor is a close associate of the CEO;
(iii) applications (eg permits, town planning etc) by a Councillor or a close associate of
the Councillor;
(iv) contracts between the Council and a Councillor or their close associate.
There are also proposed changes to the statutory exemptions. It is understood the
Department of Local Government will be once again undertaking training for Councillors
about the proposed changes to these provisions.
Broadening the power of the State Government to intervene with respect to local
governments (based on the recent Ipswich City Council and Logan City Council scenarios).
Broadening the list of matters that Council cannot deal with during the pre-election
caretaker provisions. The caretaker period commences upon the calling of the poll
(opening of nominations) and concludes with the swearing in and statutory meeting of the
new Council (normally a few weeks after the election). The extent of matters which cannot
be dealt with by Council (including under delegation) during this time is now proposed to
include:
o employment/termination of a Chief Executive Officer;
o contracts of more than $200,000 or 1% of the value of the Council’s rates (in our
Council’s case, approximately $500,000);
o significant procurement activities such as establishing exceptions to obtaining quotes
or tenders when entering into a contract or establishing panels of providers;
o making or amending local laws;
o making or amending local planning instruments; and
o varying existing development approvals.
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2.2 Changes that will commence on a date to be determined by proclamation by the
Government
A Mayor will no longer be solely responsible for the preparation of the Council budget. This
will be the responsibility of all Councillors. (In practice, this is what already occurs at Noosa
Council).
A Mayor will only be able to provide directions to the Chief Executive Officer, not other
senior staff as is presently the case. (Again, this is what already occurs at Noosa Council).
It is proposed that the Mayor and Deputy Mayor will no longer automatically be included on
the selection panel for senior executive staff with the decision to appoint senior executive
staff being the sole responsibility of the CEO.
Compulsory preferential voting will be implemented for all Mayoral elections commencing
with the March 2020 election. There is no change proposed for voting for Councillors in
undivided councils (such as Noosa Council) for the 2020 March election. The State
government has, however, flagged that they will be consulting again on the question of full
preferential proportional representation for Councillor elections and it seems to be their
intent to implement this for the 2024 local government elections.
The provisions in relation to registers of interests are being enhanced. For example, there
will be a new requirement that, within 30 days from the end of each financial year, every
Councillor must provide a written return to the CEO in relation to the accuracy of their
register of interest. Our Council already provides Councillors with monthly reminders to
update their registers of interest.
Changes are being made to rules about how groups of candidates (or political parties) can
operate in election periods. This includes new requirement about joint bank accounts and
donations, shared advertising etc.
Provisions in relation to election donations are also being tightened to cover issues such as
loans, gifts to third parties to enable election expenditure etc. “Live” election donation
disclosure requirements by candidates are also being introduced.
The CEO will provide further advice to Councillors once the legislation is through State
parliament and will also arrange training from the Department of Local Government on the new
provisions.
3. Further Legislative Changes
All of the proposed changes above are contained within the proposed legislation currently before
Parliament. This part of the report will address those matters that the State government has
flagged will be in the next tranche of legislative reforms that will be progressed once the current
Bill is through Parliament. Many of these proposed reforms will have potential impacts and
includes some issues which are currently under consideration by Council as a result of the issues
raised in the notice of motion in the June 2019 Council meeting.
3.1 Proposed reform by the State government on electoral matters
It is highly likely that the State Government will introduce the following reforms for local
government electoral matters:
Election expenditure caps – originally slated to be included in the current Bill, these have
now been deferred for consideration until the next legislative reforms. The government has
announced that it is not proposing to introduce election expenditure caps for the March
2020 local government elections but it does propose to consult further with stakeholders
with a view to introducing this requirement in time for the March 2024 elections. This would
limit the amount of election expenditure that candidates can incur in Council elections.
Preferential proportional representation for the election of Councillors in undivided councils
– the State had also originally announced that it proposed to introduce this for the 2020
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
local government elections. Again, it proposes to consult further with stakeholders but
appears likely to introduce this requirement for the March 2024 elections.
Public funding of candidate election campaigns – similar to the above, the State was
proposing to introduce this for the upcoming local government elections but has deferred
consideration at this stage. It will consult further on this issue but appears to be keen to
introduce public funding of election campaigns for the March 2024 elections (using similar
methodology to the current state election processes).
In relation to these electoral matters, I would expect that the State government will commence a
public consultation process shortly after the current Bill is through parliament.
3.2 Proposed reform for governance matters
The State government has also announced a number of proposed reforms to governance
arrangements for local governments. These are as follows:
1. Council meeting agendas
Current requirements
The notice of each Council meeting must be given to each Councillor at least 2 days before
the day of the meeting.
Proposed reforms
The meeting agenda must be published on the Council website at the same time it is made
available to Councillors (our Council already does this).
Reports to be considered at the meeting are to be published on the Council website at the
same time they are made available to Councillors (our Council already does this).
Making clearer that a legislative exemption exists for putting confidential reports on the
website (our Council doesn’t publish our confidential reports at the time they are
considered but often makes them available once the confidentiality element has been
implemented).
2. Council meeting minutes
Current requirements
Minutes of the Council Ordinary or Special meetings must be taken and confirmed at the
subsequent Ordinary meeting.
They must be available for inspection by the public within 10 days of the meeting. In our
Council’s case, we make the minutes available for public inspection normally on the same
day as the Ordinary or Special meeting by publication on our website.
The Council must keep minutes of its Council Committee meetings unless it passes a
resolution to exempt those Committee meetings from keeping formal minutes. Our Council
has passed such a resolution but obviously, we keep written records of the proceedings of
those Committee meetings including all of the recommendations from those Committees to
Council (including details of attendance, movers/seconders, conflicts of interest
declarations etc). In practice, the only real difference is that we don’t record lost motions or
amendments to motions – only the final recommendation being made by the Committee to
the Council for consideration.
The written records of the proceedings of all of our Committee meetings are made
available to the public within 5 business days via the Ordinary meeting agenda.
(The question of minutes and Council meetings was addressed in some detail in my report
to Council in June 2018.)
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Proposed reforms
There is some uncertainty about what is being proposed in the next tranche of local
government legislative reforms. It seems that unconfirmed minutes are to be required to be
published within 5 days at the end of the meeting (we currently do it on the same day) and
that confirmed minutes are to be published immediately after the meeting at which they are
confirmed (we confirm the minutes at the next Council meeting but don’t currently
“republish” these after they have been confirmed as they are the same as the unconfirmed
minutes which have already been published).
There is also a proposal that the next legislation will clarify that a Councillor can move or
second the confirmation of the minutes of a meeting despite having a conflict of interest in
a matter discussed at that meeting.
It is also understood that the State government is considering removing the exemption for
Committee meetings not being formally minuted but there is no certainty yet about what
would then make up the minutes of a Committee meeting given that a Committee meeting
does not have decision making power. We currently publish the outcomes of all of our
Committee meetings (being all of the recommendations of the committee to Council as the
Council is the decision making body).
3. Closing Council meetings
Current requirements
Councils can only close their meetings (including the Ordinary, Special or Committee
meetings) for a prescribed list of reasons.
No decision can be made in the closed session in the resolution to close the meeting must
state the reasons why the meeting is being closed.
In our Council’s case, we rarely close our meetings. According to the Organisation of
Sunshine Coast Associations of Residents (OSCAR) website who monitor these issues,
since March 2016, Noosa Council has had 14 confidential sessions through to 30 June
2019. In the same period, Sunshine Coast Regional Council has had 195 confidential
sessions.
Proposed reforms
A reduction in the type of matters that can be considered in closed session is being
proposed For example, it is proposed that a Council could not go into closed session to
consider:
(i) the appointment or dismissal of a CEO
(ii) consideration of the Council’s budget
(iii) decisions under the Planning Act.
To my recollection, our Council has never considered any of these issues in a closed
Council or Committee meeting.
Requiring more detail about the reason why a Council is making a decision to close a
meeting.
Clarifying that Councils cannot consider conflict of interest declarations by Councillors in a
closed session. Our Council has never done this.
4. Councillor Briefing Sessions
Current requirements
There are no current legislative provisions that deal with a Council’s briefing sessions for
Councillors. All Councils in Queensland undertake briefing sessions for Councillors
(variously called workshops, briefings, forums etc). No decisions can be made by
Councillors in these sessions.
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Proposed reforms
There are a number of reforms being proposed in relation to Councillor briefing sessions.
This will be the first time that there will be any legislative reference to workshop/forums etc.
The following issues are being considered by the State government:
o Making clear via legislation that no decisions can be made in in such
workshops/forums (we already apply this in our current Council workshop / forums).
The intent of the proposed legislative reforms is to make clear that briefing sessions
are intended for sharing information and feedback, not decision-making but it also
recognises that they have an important role in the effective functioning of a local
government.
o Making clear that a Councillor who has a prescribed conflict of interest cannot attend
a workshop/ briefing i.e. confirming that conflict of interest provisions still apply in
these scenarios. Our Council already excludes any Councillor who has a Material
Personal Interest in a matter from a workshop / forum where such a conflict exists
and either the CEO or Mayor make an appropriate file note that that has occurred for
future reference.
o Introducing a new provision that a Councillor who has a declarable conflict of interest
(presently called a real or perceived conflict of interest) cannot attend a
workshop/forum unless the Council has previously approved their participation. This
will be slightly different to what our Council currently does. If a Councillor currently
attends a workshop/forum where there is this type of conflict of interest, we use the
same process as Council meetings to determine whether or not the Councillor should
leave the workshop/forum or remain. The CEO or Mayor then make an appropriate
file note on what has occurred.
o The proposed legislative reform will require us to change the way in which we
manage our workshops/forums. Depending upon how the government introduces
these reforms, it would require a Council decision in the month before any
workshops/forum on any identified conflicts of interest. This is one aspect we will
need to look further at once the legislative detail is available to see how it might
impact on how we operate our workshops/forums. There is simply not enough
certainty yet to change our current approach.
o There is nothing in the government proposals about making these workshops /
forums open meetings.
5. Financial Management Issues
Current requirements
There are currently extensive financial management requirements in the Local Government
Act and Regulation.
Proposed reforms
There are proposed requirements for a local government to consult with the community in
the preparation of the budget. No details are yet available as to what form that would take
but Mayor Wellington has already flagged that our Council’s 2020/21 budget will include
more community participation in the budget process.
A proposal to require the CEO to certify that the budget complies with all legislative
requirements. It is understood that this is being proposed due to a number of successful
legal challenges against other local governments’ budgets based on technical compliance
issues. In our Council’s case, all of our budget resolutions etc are reviewed by Council’s
lawyers for compliance prior to adoption.
A proposal to review how special rates and charges apply to canal works and canal
maintenance. This has been an issue for some other councils (primarily Redland Shire
Council) and may have implications for our Council for the Noosa Waters Estate depending
upon the details of the proposed changes.
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Previous Council Consideration
Ordinary Meeting Minutes, 20 December 2018, Item 15, Page 10
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 11 December 2018 and:
A. Adopt the Model Meeting Procedures provided at Attachment 2 to the report;
B. Adopt the updated Standing Orders for Noosa Shire Council 2014 (provided at Attachment
3 to the report) to remove any inconsistencies with the new Model Meeting Procedures;
C. Note that the CEO will undertake a comprehensive review of the Model Meeting
Procedures and Noosa Shire Council Standing Orders 2014 in early 2019;
D. Repeal the current Noosa Council Councillor Code of Conduct to be superseded by the
Councillor Code of Conduct prescribed by the Department of Local Government, Racing
and Multicultural Affairs provided at Attachment 4 to the report;
E. Agree that each Councillor will sign a declaration to abide by the new Councillor Code of
Conduct at all times; and
F. Adopt the Investigation Policy provided at Attachment 5.
Finance
Nil.
Risks & Opportunities
The legislative reforms by the State Government continue to improve local government across
Queensland.
There will be an opportunity for Councillors to learn more about the proposed changes in the
current Bill with training to be provided in due course in relation to the new conflict of interest
provisions.
There is still a degree of uncertainty about the subsequent raft of legislative changes that will
follow the current Bill. While the government has published generic information about their
intention, until the detailed legislation is seen, we will not know the extent of its impact on our
operations. Overall, based on the generic information published to date, our Council appears to
be well positioned to address any new obligations.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Cross-section of the Management group who provided input into staff and management issues
Departments/Sections Consulted:
X Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
8 REVIEW OF ISSUES RAISED IN NOTIFIED MOTION OF 20 JUNE 2019
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Council Meetings General
Attachments 1. Notice of Motion, 20 June 2019
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 6 August 2019 and request the Chief Executive Officer to include on
Council’s website, details of all reference groups, focus groups, stakeholder forums, roundtables,
advisory committees and the like that have been established by Council including details of
Council appointments to such groups.
REPORT
This is one of the series of reports to Council arising from the decision of the Council on 20 June
2019 (ref. Ordinary Meeting Minutes, item 5, page 5) to defer consideration of a notice of motion.
The deferral resolution of Council at that time was as follows:
“That debate on the Notified Motion be deferred to the Ordinary Meeting on 15 August 2019 in
order to:
A. Receive a report from the Chief Executive Officer on videoing/live streaming of Council
meetings in accordance with the Council decision of 20 December 2018 (Ref. Item 6,
Page 16);
B. Receive a report from the Chief Executive Officer on a new set of Standing Orders for
Council in accordance with the Council decision of 20 December 2018 (Ref. Item 15,
Page 10);
C. Receive a report from the Chief Executive Officer on current and proposed legislative
changes to the Local Government Act by the State Government that will impact on
Council’s governance arrangements; and
D. Receive a report from the Chief Executive Officer on any other matters in the Notified
Motion that will enable Councillors to consider the costs, practical implications and legal
aspects of the issues raised in the Notice of Motion.”
This report addresses issues that are not addressed in the other three reports, together with
paragraph D above.
Introduction
The Notified Motion to the 20 June 2019 Ordinary meeting contained 12 different issues (refer to
Attachment 1). Many of these have been addressed in separate reports to this round of Council
meetings as outlined in paragraphs A, B and C of the deferral motion passed by Council on 20
June 2019.
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The outstanding matters that this report will deal with are as follows:
Notified Motion Item 5 – Proposal to rescind a previous Council resolution; and
Notified Motion Item 6 - Keeping of minutes for Committee meetings
The Notified Motion included the following:
5. Rescind the 21 June 2018 Council resolution which exempted Committees from the
keeping of minutes and request the CEO to ensure minutes of each Committee Meeting
are taken under Section 272 of the Local Government Regulation 2012.
6. As in the 21 June 2018 resolution, note that the Planning and Environment Committee,
Services and Organisation Committee and General Committee meetings will continue to
note the movers and seconders of motions in accordance with section 270 of the Local
Government Regulation 2012.
In response to questions from a Councillor at the 20 June 2019 Ordinary meeting, I advised that
it is not generally possible to repeal a Council resolution that has already been acted upon. I
once again confirm that advice to Council. The basis of that proposition is that once a Council
resolution has been acted upon, the repealing of the resolution authorising that action could
potentially make any action taken unlawful.
My advice is that the Council could not lawfully pass the motion set out in item 5 of the Notified
Motion.
That is not to say that once a Council makes a resolution, the issue cannot be addressed again.
In many instances, a Council will choose to do something different to an original resolution.
Perhaps the best way to explain this is through a series of examples:
Council adopts a policy in relation to subject matter xyz. It implements that policy and
takes action in accordance with that policy once that resolution has been adopted by
Council. Two years later, Council may wish to introduce a different policy on the same
topic. That does not mean that it needs to go back and repeal the resolution which adopted
the original policy. Doing so may make the adoption of the original policy “null and void” by
repealing the resolution that adopted it. The correct approach would be to repeal the policy
(not the resolution) and to adopt a new policy.
Council appoints Councillor A to represent Council on a community committee. Sometime
later Council may wish to change its representatives on various community committees.
Councillor A has been representing Council based on the original resolution to appoint
them to that committee. The correct approach would not be to repeal the original resolution
appointing Councillor A (who has been acting in accordance with that resolution), but
rather, to pass a resolution replacing Councillor A with Councillor B on that community
committee
Council passes a resolution to enter into a contract with XYZ. Before the contract is
signed, notice is given to repeal that resolution. In this case, the Council resolution has not
been implemented and it would be appropriate to repeal the resolution to enter into that
contract.
If the intent of item 5 in the notice of motion was to revisit the Council decision as to how it keeps
minutes of meetings, the repeal of the Council decision of 21 June 2018 was not the correct
method. The correct way would have been to propose that, for example, Council commence to
record formal minutes for its committees from a particular date. In that way, the original resolution
stands as it relates to the period from its adoption through to the new resolution and the new
resolution could stand on its own.
In relation to item 6, this matter was addressed at length in my report to Council in June 2018
(Ref. Services & Organisation Committee Agenda, 12 June 2018, Item 16, Page 86). Council
made a decision in relation to this matter at that time and we have been operating in accordance
with that Council decision (and relevant local government legislation).
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Council currently keeps the following records for Council Committee meetings which are provided
on Council’s website and form part of the Ordinary Meeting Agenda:
Name of the Committee
Date of the Committee meeting
Council Committee members in attendance
Other Councillors in attendance
Apologies
Full list of items considered
Details of any conflict of interest declarations by individual Councillors and how they were
determined
Details of how a Councillor who has a conflict of interest voted on that matter
Details of movers and seconders of motions (with such motions being to make a
recommendation on a matter to the Council)
Details of all recommendations being made to Council from the Committee (Council
Committees do not have decision making power)
Details of any changes made to staff recommendations (shown in revision mode in the
Council agenda)
The CEO is not recommending any changes to the current Council approach based on its
decision in June 2018.
Notified Motion Items 1 and 2 – Councillor Workshops / Forums
The Notified Motion included the following:
1. Make all informal councillor meetings on council matters open to the public, including
councillor workshops, briefings and discussion forums, unless declared to be closed for
reasons listed in Section 275 of the Local Government Regulation 2012.
2. Request the CEO to make the schedule of such informal councillor meetings publicly
available, including any reasons for closure, and to ensure records are kept of
recommendations and decisions made at such meetings and included as an addendum to
the minutes of the succeeding Ordinary Meeting.
Throughout these four related reports, the CEO has consistently highlighted the fact that
decisions can only be made at an Ordinary meeting or Special meeting of Council. Decisions
cannot be made at any workshops/ briefings/ forums or the like. That is certainly the case at our
Council with no delegations to Standing Committees and no decision making powers for any
workshops/ briefings/ forums.
All councils have various types of workshops/ briefings/ forums. The CEO is aware that some
councils use these types of workshops to review reports that will appear on a Council agenda.
That is not an appropriate use of these types of workshops and our Council does not do that.
Rather, an opportunity for Councillors to have a free-flowing discussion with staff is an excellent
way to identify issues that might need to be addressed in a policy, to gain an understanding of a
complex issue, to provide Councillors with training on new legislation, to share information
between Councillors or to receive an update on a particular topic.
As identified in the separate report on legislative changes, there is currently no legislative
requirements/ limitation on the use of Councillor workshops or the like. However, the State
government does recognise that they are a practical and commonly used format for councils and
the State government does intend to introduce some legislative recognition of this process
(particularly in relation to how conflicts of interest are dealt with). Further details on the potential
legislative changes are set out in the report to this round of meetings. Given that legislative
uncertainty, it is recommended that no further action be taken at this time but that the Chief
Executive Officer keep Council informed as to the development of these proposals by the State
government.
Page 69 of 170
Section 70
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
For the sake of completeness, the following observations are also made in relation to items 1 and
2 of the notified motion:
There is a request for the CEO “to ensure records are kept of recommendations and
decisions made at such meetings”. There is no power to make Council decisions in such
workshops.
There is a reference to records being “included as an addendum to the minutes of the
succeeding Ordinary Meeting”. That is not possible as the minutes of an Ordinary meeting
are a record of what occurred at that Ordinary meeting, not at another meeting or event. The
minutes of meeting A cannot attach material from meeting B when meeting B is not
referenced at all at meeting A.
Notified Motion Item 4 – Providing details of Council groups and forums
The Notified Motion included the following:
4. Provide lists of the members of council reference groups, focus groups, stakeholder
forums, roundtables, advisory committees and the like on the Council website and have a
policy requiring members to declare and record conflicts interest.
Details of the current working groups, reference groups, forums etc that have been established
by Council are contained in the Council reports that led to the Council decision to establish such
groups or forums. These are all on Council’s website as well as the Council decisions to
establish the groups or forums and who is appointed to Council to such groups. However, these
are in practice, spread throughout a large number of reports and Council minutes.
It is agreed that it would be useful to have all of this information available in one place on
Council’s website. The recommendation is to request the CEO to establish a new section on our
website that includes the details of all groups, forums etc. that have been established by Council.
The second part of Notified Motion item 4 refers to applying a policy for members to declare and
record conflicts. The following comments are provided in relation to that issue:
Any Councillor who is a member of a group or forum is already bound by the Councillor Code
of Conduct. In practice, what already occurs is that Councillors declare any conflicts.
Any staff member who is a member of a group or forum is already bound by the staff Code of
Conduct. In practice, what already occurs is that staff declare any conflicts (although these
are rare).
A member of the public is normally invited to become a member of a group or forum because
they have a particular interest in the matter that is the focus of the group or forum. Often, the
community representative is a member of a community organisation committee and they are
representing that organisation’s position on the group or forum. If a matter comes up in the
working group about how issue ABC might affect community organisation XYZ, then that is
why a representative of that community group is a member of that working group.
Of course, this is a very different matter to a scenario where a community member has a
personal interest in a matter. To use the example in the paragraph above, if the issue
impacted on the personal business or property of the community representative rather than
just the community group itself, then that would constitute a conflict. In the latter
circumstances, the community member must leave the meeting. A practical example of
where this occurs now is where a RADF committee member has their own (or a family
member’s) application before the RADF committee for consideration. This type of declaration
of a conflict of interest is already being managed by each group or forum, normally via the
Chairperson.
In my report to Council on proposed legislative changes that the State government is
considering, the CEO identified that the State is contemplating some form of legislative
recognition and regulation as to how councils manage workshops/forums etc but there is not
yet certainty about what form that will take. The CEO will continue to monitor this issue.
Page 70 of 170
Section 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Previous Council Consideration
Ordinary Meeting Minutes, 20 June 2019, Item 5, Page 5
That debate on the Notified Motion be deferred to the Ordinary Meeting on 15 August 2019 in
order to:
A. Receive a report from the Chief Executive Officer on videoing/live streaming of Council
meetings in accordance with the Council decision of 20 December 2018 (Ref. Item 6,
Page 16);
B. Receive a report from the Chief Executive Officer on a new set of Standing Orders for
Council in accordance with the Council decision of 20 December 2018 (Ref. Item 15,
Page 10);
C. Receive a report from the Chief Executive Officer on current and proposed legislative
changes to the Local Government Act by the State Government that will impact on
Council’s governance arrangements; and
D. Receive a report from the Chief Executive Officer on any other matters in the Notified
Motion that will enable Councillors to consider the costs, practical implications and legal
aspects of the issues raised in the Notice of Motion.
Ordinary Meeting Minutes, 21 June 2018, Item 4, Page 16
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee meeting dated 12 June 2018 and:
A. Note that in future, the Planning and Environment Committee, Services and Organisation
Committee and General Committee meetings will note the movers and seconders of
motions in accordance with section 270 of the Local Government Regulation 2012;
B. Exempt the Planning and Environment Committee and Services and Organisation
Committees from the keeping of minutes pursuant to section 272 (6) of the Local
Government Regulation 2012 on the basis that the sole purpose of these Committees is to
provide recommendations to Council for consideration at its Ordinary Meeting (noting that
the outcomes of these meetings will record Councillor attendance, details of all items
deliberated on, details of any conflicts of interest or material personal interests declared by
Councillors, any changes to staff recommendations and the final recommendations to the
Ordinary Meeting made by these Committees);
C. Exempt the General Committee from the keeping of minutes pursuant to section 272 (6) of
the Local Government Regulation 2012 on the basis that the sole purpose of this
Committee is to provide recommendations to Council for consideration at its Ordinary
Meeting (noting that the outcomes of the General Committee meeting will record Councillor
attendance, details of all items deliberated on, details of any conflicts of interest or material
personal interests declared by Councillors, any changes to staff recommendations and the
final recommendations to the Ordinary Meeting made by the General Committee);
D. That the notes taken as a live record of the General Committee meeting continue to be
kept; and
E. Provide copies of the General Committee live record meeting notes on Council’s website.
Finance
Nil.
Risks & Opportunities
Relevant risks and opportunities have been addressed in the other related reports.
Consultation
Page 71 of 170
Section 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil
Departments/Sections Consulted:
X Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 72 of 170
Section 73
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 73 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
a
mm NOOSA COUNCIL ATTACHMENT 1
SUBMITTED BY COUNCILLOR: Cr Ingrid Jackson
COUNCIL MEETING: Ordinary Meeting, 20 June 2019
| hereby notify of my intention to move the following motion at the Ordinary Meeting
to take place on Thursday, 20 June 2019.
That in line with the Local Government Act principle “transparent and effective processes, and
decision-making in the public interest”, Council agree to:
1. Make all informal councillor meetings on council matters open to the public, including councillor
workshops, briefings and discussion forums, unless declared to be closed for reasons listed in
Section 275 of the Local Government Regulation 2012.
2. Request the CEO to make the schedule of such informal councillor meetings publicly available,
including any reasons for closure, and to ensure records are kept of recommendations and
decisions made at such meetings and included as an addendum to the minutes of the
succeeding Ordinary Meeting.
3. Institute a public question time at each Ordinary Meeting, during which members of the public
may ask questions of Council as a whole, the mayor and councillors, and record the questions
and answers in the Ordinary meeting minutes.
4. Provide lists of the members of council reference groups, focus groups, stakeholder forums,
roundtables, advisory committees and the like on the Council website and have a policy
requiring members to declare and record conflicts interest.
5. — Rescind the 21 June 2018 Council resolution which exempted Committees from the keeping
of minutes and request the CEO to ensure minutes of each Committee Meeting are taken
under Section 272 of the Local Government Regulation 2012.
6. As in the 21 June 2018 resolution, note that the Planning and Environment Committee,
Services and Organisation Committee and General Committee meetings will continue to note
the movers and seconders of motions in accordance with section 270 of the Local Government
Regulation 2012.
7. Record in the minutes and any live record notes the names of the Councillors present and how
they each voted at Council and Committee meetings.
8 _—_ Live stream Planning & Environment Committee and Services & Organisation Committee
meetings and make such recordings available for future public viewing.
9. Investigate bookmarking of agenda items in archived meeting videos for ease of access.
10. Publicise that under existing Noosa Council Standing Orders deputations by the public “may
be received at a meeting where written application has been received and the Mayor has
agreed to such deputation”.
Page 73 of 170Section 74
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 74 of 170
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
11. Publicise that under existing Noosa Council Standing Orders “the local government may allow
a non-member to participate in the discussion of a particular item of business before the local
government on conditions decided by the local government”.
12. Publicise upcoming Council and Committee meetings in a variety of ways, including prominent
display on Council’s website, social media and newspapers, highlighting agenda topics and
providing links to agendas, attachments and the live streaming webpage, and after meetings
publicise the links to meeting notes, minutes and archived meeting videos, as relevant.
13. Request the Chief Executive Officer to take the necessary steps to implement these actions.
cme rc lrg vw 13 June 2019
Councillor Date
To all Councillors and Directors
| hereby notify that Cr Jackson intends to move the motion as shown above at the Ordinary Meeting
to be held 20 June 2019.
[")\~ 13 June 2019
Acting Chief Executive Officer Date
Page 74 of 170Section 75
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
REPORTS FOR NOTING BY THE COMMITTEE
9 CAPITAL PROGRAM DELIVERY STATUS - JUNE 2019
DOCUMENT INFORM AT ION
Author Asset Planning Manager, Bryan O’Connor
Infrastructure Servicves Department
Index ECM/ Subject/ 2018-2019 Annual Capital Works Program
Attachments 1. Capital Projects Delivery Status – 30 June 2019
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Asset Planning Manager to the Services & Organisation
Committee Meeting dated 6 August 2019 providing an update on the status of the projects being
delivered throughout the 2018/19 Capital Works Program and note that the anticipated 2018/19
Financial Year capital expenditure final result will be $26.1M, equivalent to 92% of the $28.3m
capital works budget.
REPORT
The purpose of this report is to inform Council of the overall status and associated activities of
the Capital Works Program to the end of June 2019. The report provides an opportunity to
highlight and discuss projects within the program and confirm the delivery status of projects
delivered throughout the 2018/2019 financial year.
There were 119 active projects in the 2018/19 capital program as of 30 June 2019 (including the
carryover projects from 2017/2018) with a value of $28.3m.
1. Current Projects
The major focus in the final quarter of the financial year was to complete the construction phase
of projects. However, some significant projects are programmed as multi-year projects, meaning
they will be delivered over two or more financial years. Additionally, the majority of design only
projects in the financial year are completed in preparedness for the construction phase
throughout the 2019/20 financial year.
Projects currently underway or being delivered across multiple years of the capital program
include:
Noosa Heads - Demolition of the SLSQ Storage Shed
Noosa River Holiday Park V Drain
Lake Macdonald – Noosa Botanic Gardens Shade Structure
Pomona - Stan Topper Park Basketball Court Renewal
Pomona - Joe Bazzo Park BBQ and Pathways
Castaways Beach - David Low Way Carpark and Bus Stop Upgrade
NAC – Pool, Roof and Deck Renewals
Sunrise Beach – Orealla Bridge Renewal
Tewantin, Hilton Terrace intersection upgrade
Peregian Beach, Public Amenities upgrade
Hinterland Playground, Cooroy (planning & design)
Page 75 of 170
Section 76
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Sunshine Beach – NAC 50 metre pool refurbishment
2. Completed Projects
A major milestone for Noosa Council was the delivery of $26.1m of capital works in a single
financial year. This a significant achievement and demonstrates that Council has matured in
delivering a large capital works program consistently particularly with the 2017/18 also delivering
$27.8m. The capital works framework that has project control groups and a capital works
executive, have continued with organisational efficiencies and enabled staff and Councillors to
make informed decisions that relate to projects that are delivered throughout the year. This is
aided by having valuable resources within the design and delivery teams.
Some of the major projects completed across the capital program throughout 2018/19 include:
Noosaville Library Refurbishment $1.3m
Cooroy, Mary River Road Bridge replacement $1.7m
Old Noosa Road Bridge replacement $1.1m
Noosa Heads, Park Road Boardwalk $5.3m
In addition to the above-mentioned completed projects, delivery of the 2018/19 road reseal
program of approximately $3.8m was completed across both coastal and hinterland sealed road
networks.
Page 76 of 170
Section 77
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Mary River Road Bridge Replacement
Noosa Heads – Park Road Boardwalk Renewal
3. Summary
The current capital delivery expenditure to 30 June 2019 is $26.1m, or 92% of the capital
program.
It is important to note that there are $5.7m in remaining commitments. This amount not only
reflects those projects that are currently being delivered, but also the commencement of new
contracts awarded for 2019/20 capital program.
The financial outcome of the 2018/19 capital works program will be reported to Council in the first
budget review of 2019/20 financial year and will confirm the significant achievement of delivering
another large capital works program throughout 2018/19.
Previous Council Consideration
Nil.
Finance
The final capital delivery expenditure to 30 June 2019 including actuals and commitments is
$26.1m or 92% of the full year Capital Program. The delivery and completion of projects
continues across the Program with staffing resources to be increased in the coming months to
support the design and delivery phases of the 2019/20 projects.
Page 77 of 170
Section 78
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
The table and the graph provided shows a breakdown of expenditure as at 30 June 2019.
Risks & Opportunities
The current risk to the Capital Program is the resourcing of Design and Delivery staff. In
mitigating this risk, projects have been reviewed and where necessary, projects were re-profiled
and adjusted through the budget review process. In addition, the recruitment activities continue
for additional resources for delivery of the 2019/19 capital program.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Project delivery staff within the Infrastructure Services Department were consulted in the
preparation of this report.
Chief Executive Officer Community Services X Corporate Services
Executive Officer Director Director
Executive Support Community Development X Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development X Infrastructure Services
Director Director X Director
Community Engagement Building & Plumbing Services X Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning X Infrastructure Planning,
Design and Delivery
Page 78 of 170
Section 79
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Attachment 1
Page 79 of 170
Attachment 1
NOOSA COUNCIL Capital Schedule
OY > = .
As at 24 July 2019
Report run date: 24-Jul-2019 09:29:29
500813 500810 - Mary River Road Bridge Replacement 973,000 1,157,365 1,157,365 1,786,745 1,786,745 1,787,336 090 100.03%
500814 500811 - Old Noosa Road Bridge Replacement 1,520,000 1,532,896 1,532,896 1,180,941 1,180,941 1,181,271 09 100,03%
500812 500812 - Orealla Crescent Overpass Refurbishment 0 11,961 11,961 91,961 91,961 102,446 44,[email protected]%
500863 500863 - Noosa Heads Witta Circle Bridge Renewal 28,000 28,000 0 Oo 0 1,707 09g 0.00%
500864 500864 - Tewantin Doonella Bridge Renewal 18,000 18,000 18,000 18,000 18,000 6,953 71,[email protected]%
500913 500911 - Cooroy Mountain Bridge 0 0 142,400 86,000 86,000 83,351 7,[email protected]%
500938 500923 - Gumtree Drive Pedestrian Bridge Removal 0 0 0 36,125 36,125 13,487 08 37.33%
500961 500941 - Wahpunga Lane Bridge 0 0 0 0 0 595 08 0.00%
500962 500942 - Cooran Tablelands Road Bridge Renewal 0 0 0 0 0 816 [email protected]%
Total Bridges 2,539,000 2,748,222 2,862,622 3,199,772 3,199,772 3,177,964 123,892 99.32%
500510 500510 - Noosa Main Beach - Sand Pumping Pipe Replacement Program 0 0 0 0 0 12,100 0g 0.00%
500784 500784 - Noosa River Bathymetry Survey 60,000 54,664 54,664 54,664 54,664 48,480 [email protected]%
500820 500820 - Renewal of revetment wall at O-Boats Gympie Tce, Noosaville 224,000 223,024 50,000 50,000 50,000 32,293 4,[email protected]%
500867 500867 - Peregian Beach Boardwalk Renewal North of Tower to access 140,000 140,000 70,000 20,000 20,000 24,069 08 120.35%
500965 500930 - Beach Access Shower Renewal Claude Batten Drive 0 0 0 45,980 45,980 0 0o 0.00%
Total Coastal Canals and Waterways 424,000 417,688 174,664 170,644 170,644 116,941 4,276 68.53%
500866 500866 - Pomona Cemetery Timber Fence Renewal 27,000 27,000 27,000 27,000 27,000 20,937 0g 77.54%
500937 500922 - Coffin Lowering Device 0 0 0 8,200 8,200 7,246 0g 88.36%
Total Cemeteries 27,000 27,000 27,000 35,200 35,200 28,183 0 80.07%
500693 500693 - Peregian Beach, 5 Rufous St Redevelopment Construction 0 0 0 0 0 -5,973 0g 0.00%
500861 500855 - Peregian Digital Hub - Fitout 0 124,181 144,181 144,181 144,181 137,929 09g 95.66%
500907 500905 - Rufous St - Community House 0 100,000 100,000 210,000 210,000 88,635 28,[email protected]%
500908 500906 - Rufous St Stage 3 - Civil Works 0 0 0 0 0 96,732 49,[email protected]%
500941 500926 - Rufous St - Project Management 0 0 0 0 0 71,888 107,[email protected]%
500953 500939 - Tewantin Former TAFE Property Purchase 0 0 0 0 0 6,112 3,[email protected]%
Total Commerical Land & Property 0 224,181 244,181 354,181 354,181 395,323 188,019 111.62%
100726 100726 - Peregian Surf Club Public Amenities - Planning & Design 350,000 377,091 150,000 70,000 70,000 52,785 559,[email protected]%
500539 500539 - Noosa Heads Demolition of Lifeguard Service/ SLSQ operations 52,000 49,271 49,271 88,161 88,161 91,387 19130 103.66%
500842 500840 - Tewantin SES Termite Damage 0 6,977 6,977 15,761 15,761 5,508 098 34.95%
Page 79 of 170Section 80
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 80 of 170
NOOSA COUNCIL Capital Schedule
~ > a ~ .
As at 24 July 2019
Report run date: 24-Jul-2019 09:29:29
500857 500851 - Sunshine Beach NAC - Roof Replacement 100,000 172,500 172,500 40,000 40,000 43,850 516,[email protected]%
500868 500868 - Pomona Community House Airconditioning Renewal 30,000 30,000 30,000 30,000 30,000 28,302 09 94.34%
500869 500869 - Tinbeerwah Main Hall Flooring Renewal 50,000 50,000 50,000 50,000 50,000 23,430 0g 46.86%
500870 500870 - Pomona Kindergarten - Roof Replacement 50,000 50,000 50,000 50,000 50,000 30,810 0g 61.62%
500871 500871 - NAC - 25m AMP Pool Renewal Program 14,000 14,000 0 0 0 0 0g 0.00%
500872 500872 - NAC - 50m AMP Pool Renewal Program 131,000 131,000 131,000 131,000 131,000 123,102 0g 93.97%
500873 500873 - NAC - LTS AMP Pool Renewal Program 14,000 14,000 0 0 0 0 08 0.00%
500874 500874 - NAC - Other AMP Infrastructure Renewal Program 306,000 306,000 0 0 0 0 125,[email protected]%
500875 500875 - NAC - Replace Automated Pool Cleaner 15,000 15,000 15,000 15,000 15,000 16,251 [email protected]%
500916 500912 - Peregian Beach Surf Club Roof Replacement 0 0 176,200 176,200 176,200 11,788 0g 6.69%
500922 500918 - Bicentennial Hall Extension Fire Pump Works 0 0 100,000 100,000 100,000 100,000 [email protected]%
500952 500931 - Community Facilities Minor Works Brought Forward 0 0 0 291,500 291,500 280,082 37,[email protected]%
Total Community Facilities 1,112,000 1,215,839 930,948 1,057,622 1,057,622 807,294 1,240,236 76.33%
500776 500776 - Tewantin Administration Building - masterplan 180,000 200,000 200,000 0 0 6,053 0g 0.00%
500843 500841 - Tewantin Admin Building Automatic Transfer Switch 0 17,037 17,037 17,037 17,037 15,572 ly) 91.40%
500858 500852 - Tewantin Administration Building Roof 600,000 650,000 770,000 770,000 770,000 688,225 52,[email protected]%
500910 500910 - Cooroy SES Shed Alterations 0 30,000 30,000 30,000 30,000 19,202 0g 64.01%
500943 500928 - Noosaville Depot Kitchen 0 0 0 30,000 30,000 31,323 0g 104.41%
500963 500933 - Tewantin Admin Building - Security Upgrade 0 0 0 75,000 75,000 23 75,[email protected]%
500960 500940 - Tew Admin Level 1 Air Con Replacement 0 0 0 0 0 10,427 [email protected]%
Total Corporate Buildings 780,000 897,037 1,017,037 922,037 922,037 770,827 127,741 83.60%
500865 500865 - Tewantin - Read Park Carpark Surfacing 150,000 150,000 150,000 161,738 161,738 164,373 0g 101.63%
Total Car Parks 150,000 150,000 150,000 161,738 161,738 164,373 0 101.63%
500964 500943 - Environmental Land Purchase - Louis Bazzo Drive 0 0 0 0 0 411,182 08 0.00%
Total Environmental Assets, Bushland, Tracks and Trails 0 0 0 0 0 411,182 0 0.00%
500519 500519 - Whole of Shire Gravel Resheeting FY 19/20 410,000 410,000 284,000 284,000 284,000 355,167 22,[email protected]%
500841 500758 - Hinterland Gravel Road Upgrade (Donnellys Road) 391,000 547,015 736,015 736,015 736,015 706,603 22,[email protected]%
500917 500913 - Gravel Roads Extension Program 0 Qo 126,000 126,000 126,000 0 09 0.00%
Total Gravel Road Network 801,000 957,015 1,146,015 1,146,015 1,146,015 1,061,770 45,939 92.65%
500661 500661 - Noosa North Shore Campground Redevelopment 2,500,000 2,509,110 700,000 100,000 100,000 53,456 2,338,[email protected]%
Page 80 of 170Section 81
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 81 of 170
NOOSA COUNCIL Capital Schedule
a ~ T ~ :
As at 24 July 2019
Report run date: 24-Jul-2019 09:29:29
500662 500662 - Noosaville, Noosa River Holiday Park Small Amenities Replace 199,000 224,387 224,387 104,387 104,387 98,884 2,[email protected]%
500663 500663 - Noosaville, Noosa River Holiday Park Large Amenities Refurb 428,000 428,000 428,000 675,500 675,500 660,964 09 97.85%
500876 500876 - NRHP Road Reseal and V Drain Foreshore Works 149,000 149,000 149,000 149,000 149,000 186,442 14,[email protected]%
Total Holiday Parks 3,276,000 3,310,497 1,501,387 1,028,887 1,028,887 999,745 2,356,087 97.17%
500651 500651 - Noosaville Library, Refurbishment Planning and Design 805,000 586,964 1,388,889 1,388,889 1,388,889 1,276,460 57,[email protected]%
500878 500878 - Noosaville Library Weather Protection Shelter to Entrance 35,000 35,000 70,000 50,000 50,000 30,362 0g 60.72%
500879 500879 - Cooroy Library Air Conditioner Plant Room Enclosure 20,000 20,000 30,000 73,628 73,628 28,702 46,[email protected]%
Total Libraries & Galleries 860,000 641,964 1,488,889 1,512,517 1,512,517 1,335,524 103,440 88.30%
501006 500300 - Minor Capital Acquisitions 0 0 0 0 0 5,318 7,[email protected]%
Total Not Applicable 0 oO 0 0 0 5,318 7,240 0.00%
500551 500551 - Noosa Hinterland Priority Playground - Planning & Design 1,250,000 1,220,317 1,220,317 310,317 310,317 288,790 36,[email protected]%
500594 500594 - Botanic Garden Shade House 0 2,664 22,664 22,664 22,664 35,062 100,[email protected]%
500666 500666 - Noosaville, Gympie Terrace Park Furniture Renewals 80,000 80,000 80,000 80,000 80,000 35,221 0g 44.03%
500781 500781 - Cooran Pioneer Park upgrade - Design & Construction (incl D 155,000 123,599 193,599 193,599 193,599 196,424 [email protected]%
500880 500880 - Pomona Stan Topper Park - Basketball Court Renewal 35,000 35,000 35,000 35,000 35,000 37,360 oo 106.74%
500881 500881 - Pomona Jo Bazzo Park BBQ and Associated Pathways 30,000 30,000 30,000 30,000 30,000 25,189 0g 83.96%
500882 500882 - Peregian Beach Town Square Upgrade Planning & Design 25,000 25,000 25,000 25,000 25,000 11,110 0g 44.44%
500883 500883 - Headland Park Playground Renewal 60,000 60,000 60,000 60,000 60,000 55,728 0g 92.88%
500884 500884 - Wavecrest Park Shade Sail Renewal 43,000 43,000 43,000 43,000 43,000 37,107 0g 86.30%
500885 500885 - Noosa Heads Pinaroo Park Swing & Softfall Renewal 19,000 19,000 19,000 19,000 19,000 13,849 01g 72.89%
500886 500886 - Sunrise Beach Orient Park North Swing & Softfall Renewal 19,000 19,000 19,000 19,000 19,000 13,636 09 71.77%
500887 500887 - Sunrise Beach Comet Park Swing & Softfall Renewal 19,000 19,000 19,000 19,000 19,000 13,636 08 71.77%
Total Parks & Playgrounds 1,735,000 1,676,580 1,766,580 856,580 856,580 763,114 136,740 89.09%
500628 500614 - Tewantin Poinciana Avenue Shared Path Upgrade Design & Const 0 0 27,000 27,000 27,000 39,765 09 147.28%
500630 500616 - Whole of Shire - Noosa Pedestrian and Cycle Data Counters 0 73,125 73,125 73,125 73,125 73,648 0g 100.72%
500636 500622 - Noosa Heads Noosa Parade Road Corridor Upgrade - Design 0 16,709 75,000 75,000 75,000 99,227 5,[email protected]%
500671 500671 - Noosa Heads, Park Road Boardwalk Construction 5,121,000 5,187,820 4,687,820 4,197,438 4,197,438 3,965,803 32,[email protected]%
500672 500672 - Noosa Heads, Main Beach Boardwalk Construction 697,000 349,057 349,057 269,057 269,057 265,983 098 98.86%
500817 500814 - Jacaranda Park, Tewantin - Pathway Renewal 0 33,601 55,000 55,000 55,000 53,496 [email protected]%
500823 500823 - Boardwalk renewal at Gympie Tce, Noosaville 0 0 0 0 0 446 08 0.00%
500828 500828 - Pathway renewal at Gympie Terrace 0 68,505 25,000 25,000 25,000 20,347 0g 81.39%
500829 500829 - Pathway renewal at James St, Noosaville 0 0 0 0 0 4,669 0g 0.00%
500831 500831 - Tewantin Diyan Street New Footpath 0 0 0 0 0 1,127 09g 0.00%
Page 81 of 170Section 82
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 6 AUGUST 2019
Page 82 of 170
NOOSA COUNCIL Capital Schedule
\ x 1 x .
As at 24 July 2019
Report run date: 24-Jul-2019 09:29:29
500888 500888 - Cooroy Maple Street Raised Pedestrian Crossing 75,000 75,000 75,000 75,000 75,000 44,034 29,[email protected]%
500906 500903 - Tewantin, Hilton Terrace CNLGGP Shared Pathway 400,000 400,000 400,000 220,000 220,000 201,926 09 91.78%
500923 500919 - Wallace Park Pathway 5&6 0 0 63,000 63,000 63,000 48,391 098 76.81%
Total Pathways & Boardwalks 6,293,000 6,203,817 5,830,002 5,079,620 5,079,620 4,818,862 68,198 94.87%
500312 500528 - Whole of Shire Bus Shelter Disabled Compliant Program 518,000 518,000 518,000 518,000 518,000 492,194 130,[email protected]%
Total Public Transport Infrastructure 518,000 518,000 518,000 518,000 518,000 492,194 130,116 95.02%
500530 500530 - Whole of Shire Reseal & Rehabilitation Program 3,800,000 3,800,000 2,951,409 2,951,409 2,951,409 3,229,002 226,379 © 109.41%
500633 500619 - Black Mountain Rd Landslip 0 0 oO 0 0 7,952 08 0.00%
500840 500757 - Black Mountain - Road Priority Sections and Road Reconstruct 410,000 384,863 384,863 94,863 94,863 66,649 7,[email protected]%
500806 500806 - Weyba Road Corridor Improvements 0 40,000 40,000 85,116 85,116 68,068 6,[email protected]%
500837 500837 - Eumundi Rd, Gibson Rd, Hilton Tce, Gympie Tce Roundabout res 0 23,509 23,509 23,509 23,509 19,237 09 81.83%
500845 500845 - Peregian Beach, David Low Way Guardrail Renewal 0 45,042 45,042 45,042 45,042 16,775 08 37.24%
500847 500847 - Sunshine Beach Resurfacing Preparation Works 0 155,400 155,400 155,400 155,400 151,801 08 97.68%
500859 500853 - Cooroy Belli Creek Road Slip (Ex TC Debbie Betterment Claim) 0 95,900 95,900 95,900 95,900 86,052 098 89.73%
500912 500909 - Ben Lexen Drive Sunshine Beach School Drop Off-Pickup Zone 0 5,875 5,875 5,875 5,875 327 08 5.57%
500918 500914 - Musa Vale Road Slip Repair 0 0 41,000 66,500 66,500 58,360 8,[email protected]%
500966 500934 - Directional Signage Eumundi Noosa Rd-Goodchap St 0 0 0 17,400 17,400 14,968 08 86.02%
#N/A 500935 - Directional Signage Eenie Ck/Walter Hay 0 0 0 47,900 47,900 30,421 08 63.51%
500967 500936 - Directional Signage Walter Hay Dr Roundabouts and Reef St 0 0 0 26,933 26,933 400 08 1.49%
Total Sealed Roads Network 4,210,000 4,550,589 3,742,998 3,615,847 3,615,847 3,750,014 249,681 103.71%
500834 500834 - Renewal of catchpit tops at Sunshine Beach 0 0 0 0 0 1,500 09 0.00%
500835 500835 - Renewal of various stormwater structures across the shire 0 74,988 74,988 74,988 74,988 67,398 1,[email protected]%
500911 500908 - Grosvenor Terrace Drainage Improvement Works 0 67,000 67,000 75,574 75,574 77,347 3,[email protected]%
500919 500915 - Swan Avenue Drainage 0 0 231,000 231,000 231,000 155,080 45,[email protected]%
500920 500916 - Gympie Terrace Stormwater 0 0 50,000 80,000 80,000 95,169 5,773 118.96%
500921 500917 - Ed Webb Park Stormwater Outlet Safety Fence 0 0 13,000 13,000 13,000 12,105 08 93.12%
500942 500927 - Stormwater Backflow Vulnerability Assessment 0 0 O 40,000 40,000 34,713 098 86.78%
500954 500937 - GPT Liner Net Replacement 0 0 oO 15,000 15,000 0 13,[email protected]%
Total Stormwater Drainage 0 141,988 435,988 529,562 529,562 443,312 70,027 83.71%
500898 500862 - Hastings Street CCTV System Renewal 156,000 156,000 156,000 156,000 156,000 153,177 08 98.19%
500968 500938 - George Pearce Memorial Bench and Parkyn Hut Sign Renewal 0 0 o 14,300 14,300 144 09 1.01%
Total Streetscapes and Road Corridors 156,000 156,000 156,000 170,300 170,300 153,321 0 90.03%
Page 82 of 170The text continues on section 83.