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2016-05-10 Services & Organisation Committee Agenda
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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 10 May 2016
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Frank Pardon (Chair), Jess Glasgow, Tony Wellington, Frank Wilkie
“Engagement with our community to protect and enhance our lifestyle”
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Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 MANAGEMENT OF ROADSIDE MEMORIALS POLICY 3
2 2015-16 OUT OF ROUND COMMUNITY PROJECT GRANTS FUNDING 8
3 NOOSA NORTH SHORE BEACH CAMPGROUND - PROPOSED OPTION 11
4 PROPOSED TRANSFER OF NOOSAVILLE SLIPWAY LEASE - 4 MILL STREET,
NOOSAVILLE 13
5 ELECTRIC BUSES TENDER 16
6 REQUEST FOR APPROVAL TO ATTEND TOURISM EVENTS QLD TOUR OF
NEW ZEALAND IN JUNE 2016 24
7 COUNCIL POLICY REVIEW 26
REPORTS FOR NOTING BY THE COMMITTEE 29
8 EASTER 2016 FREE HOLIDAY BUSES SUMMARY 29
9 COMMUNITY SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2015-2016 36
10 CORPORATE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2015-16 50
11 EXECUTIVE OFFICE DEPARTMENT UPDATE - 3RD QUARTER 2015-16 57
12 PLANNING & INFRASTRUCTURE DEPARTMENT UPDATE - 3RD QUARTER
2015-16 65
CLOSED SESSION -
Page 2 of 72
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 MANAGEMENT OF ROADSIDE MEMORIALS POLICY
OCUMENT INFORM AT ION
Author Director Community Services, Alan (Fox) Rogers
Community Services Department
Index ECM/ Subject/ Council Policies
Attachments 1. Draft Management of Roadside Memorials Policy
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 10 May 2016 and adopt the Management of Roadside Memorials
Policy provided at Attachment 1 to the report.
REPORT
1. Background
Roadside memorials have a cross-cultural history dating back centuries and are found across the
globe1. Since the death of Princess Diana in 1997 there has been a worldwide increase in the
practice of creating roadside memorials to honour those who have died in tragic circumstances.
The Queensland Government via the Department of Transport and Main Roads allows the
installation of roadside memorials on State controlled roads subject to the Department’s
Installation Guidelines.
While Council does not encourage the placement of roadside memorials within Council’s road
reserve, it recognises that some members of the community may wish to temporarily
commemorate the passing of a loved one as a result of an accident by installing a roadside
memorial.
2. Purpose of the Management of Roadside Memorials Policy
The purpose of this policy is to allow members of the community to put in place a temporary
memorial without approval, subject to the requirements specified in the Noosa local laws and this
policy. This policy only applies to Council owned roads and road reserves.
This policy has been developed to ensure that roadside memorials:
(a) are placed in a safe location.
(b) can be easily maintained.
(c) do not cause issues for nearby property owners and users of the area.
(d) do not create a hazard to road users, cyclist or pedestrians.
1 Gibson, Margaret, (2010) Queensland Historical Atlas, ‘Roadside Memorials’.
Page 3 of 72
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
It also states that unless otherwise approved by way of formal application, all roadside memorials
are to be treated as temporary installations and remain in place for a maximum period of 3
months.
Once adopted, the policy will allow Council officers to respond to concerns raised about public
safety, or interference to nearby residents or users of the surrounding area as a result of the
placing of a roadside memorial in a particular location, and if deemed necessary after appropriate
investigation remove or relocate the memorial.
3. Head of Power to make the Policy
Pursuant to section 2, Schedule 7 ‘Alteration or improvement to local government controlled
areas and roads’ of the Noosa Shire Council Subordinate Local Law No 1 (Administration) 2015,
an approval is not required for an installation beside a road of a memorial comprising of a white
cross provided the installation complies with the local government’s policy for the activity.
4. Need for the Policy
In approving the new suite of Noosa Local Laws in May 2015, Noosa Council repealed the
previous Sunshine Coast Regional Council’s (SCRC) suite of Local Laws. Whilst Noosa’s Local
Laws provides for the development of a local government policy to manage roadside memorials,
to date this policy had not been developed.
Without a Management of Roadside Memorials Policy, Council Officers have no guidelines as to
where a memorial might be located, how long to allow a temporary roadside memorial to stay in
place or how to respond to a complaint or request from a member of the community to remove a
memorial.
Having a policy in place also allows Council Officers to provide advice and educate members of
the community who have concerns or enquiries with respect to roadside memorials.
Previous Council Consideration
Ordinary Meeting, 7 May 2015, Item 20, Page 9
That Council note the report by the Governance Advisor to the Planning and Organisation
Committee Meeting dated 28 April 2015 and …
B Repeal the current Noosa Shire Council Local Laws 2011 No 1 to No 6 (inclusive) on 30
June 2015, and make the proposed Noosa Shire Council Local Laws No 1 to No 6
(inclusive) ( provided at Attachment 1 to the report) to commence operation on 1 July
2015.”
Finance & Risk
As outlined above, without a Management of Roadside Memorials Policy in place, Council
Officers are unable to consistently manage roadside memorials across the Shire.
By having a policy in place Council is able to balance the needs of a family and friends wishing to
grieve for a lost loved one, with safety issues and the legitimate needs of nearby property owners
and users of the area.
Page 4 of 72
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Manager Infrastructure Planning & Design
Design Coordinator
Local Laws Coordinator
Governance Advisor
All parties have contributed to, and are in agreement with, the proposed draft policy
Departments/Sections Consulted:
Chief Executive Officer x Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
x Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
x Executive Office x Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development x Infrastructure Planning & Design
x Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 5 of 72
Section 6
ATTACHMENT 1
Page 6 of 72
ATTACHMENT 1
mM ENeyery, y
Council Polic
| @ | COUNCIL Management of Roadside
Memorials
Corporate Plan Reference: ‘Working in partnership with our community’
Endorsed by Council: <signature> <DD Month, YYYY>
Policy Author: Local Laws Coordinator
POLICY BACKGROUND
The purpose of this policy is to provide guidance to Noosa Council's Local Laws team for
managing and, where necessary, removing roadside memorials within Noosa Shire.
Pursuant to section 2, Schedule 7 ‘Alteration or improvement to local government controlled areas
and roads’ of the Noosa Shire Council Subordinate Local Law No 1 (Administration) 2015, an
approval is not required for an installation beside a road of a memorial comprising of a white cross
provided the installation complies with the local government policy for the activity. The temporary
placement of floral tributes, plastic flowers and memorabilia at the memorial location is also
acceptable. All roadside memorials must comply with this policy.
POLICY
Council does not encourage the placement of roadside memorials within Council controlled road
reserves, but recognises that some members of the community may wish to temporarily
commemorate the passing of a loved one as a result of a road or other accident by installing a
roadside memorial.
Council has provided the mechanism for members of the community to put in place a temporary
memorial without approval subject to the requirements specified in the local laws and this policy.
This policy has been developed to ensure that roadside memorials:
(a) Are placed in a safe location.
(b) Can be easily maintained.
(c) Do not cause issues for nearby property owners and users of the area.
(d) Donot create a hazard to road users, cyclists or pedestrians.
The location of a roadside memorial should be selected to minimise the risk of safety to all persons
and any interference to nearby properties and users of the surrounding area.
A roadside memorial must be located in a position where it will not:
(a) Distract driver attention or interfere with the role of any traffic control item.
(b) Be hazardous to passing traffic, cyclists and/or pedestrians, or prevent appropriate
maintenance of the road reserve.
(c) Cause interference with the nearby residences or users of the area.
Relevant persons must consider all possible risks associated with installing and visiting roadside
memorials and must use safe practices at all times.
Unless otherwise approved by way of formal application, all memorials (including floral tributes and
memorabilia) are to be temporary and thus remain in place for a maximum period of 3 months.
Page 6 of 72Section 7
Page 7 of 72
COUNCIL POLICY - MANAGEMENT OF ROADSIDE MEMORIALS
Construction and Installation
A roadside memorial must:
(a) Consist of a white cross and must not exceed 500mm in total height or width.
(b) Be placed on the far side of the roadside drain and away from the roadway shoulder.
(c) Not be placed in a maintenance zone.
(d) Not be placed within 5 meters of a roundabout or on any centre median strip.
(e) Not be placed within 5 meters of the road edge.
(f) | Not be attached to trees or roadside infrastructure.
(g) Not be on a pedestrian footpath.
(h) Be frangible (i.e. easily breaking off if a vehicle were to strike it) < 75mm diameter.
Pursuant to section 3 of Schedule 7 of the Noosa Shire Council Subordinate Local Law No 1
(Administration) 2015, if a proposed memorial does not meet the above requirements, an
application must be made to Council for approval prior to construction and installation.
Visiting and Maintenance
Council will not accept responsibility for the maintenance of any roadside memorial, nor the loss,
damage, removal of roadside memorials that may occur due to required road maintenance,
construction activities or vandalism.
Any person visiting a memorial must take due care for their own safety and the safety of others
including motorists, pedestrians and cyclists. Council does not encourage the gathering of persons
within the road reserve.
Removal of Memorial
If there are any concerns raised with Council about public safety or interference to nearby
residents or users of the area surrounding a memorial as a result of persons visiting the memorial,
or the placement and construction of the memorial itself (including the proliferation of floral tributes
and memorabilia), Council will investigate the matter and an authorised person may determine that
it is appropriate to remove the memorial.
Appropriate reasons for the removal of a roadside memorial may include the following:
(a) Acomplaint is made that a memorial does not meet above policy requirements.
(b) Road works are required at the relevant location.
(c) The memorial is considered by an authorised person to be a road or public safety hazard.
(d) An objection or complaint is made to Council by nearby residents, businesses, road users, or
users of the area surrounding the memorial in regards to any aspect of the roadside
memorial, including the activity of visitors to the memorial or loss of amenity and, in the
opinion of an authorised person, that objection is considered reasonable.
(e) The memorial has not been adequately maintained.
The memorial interferes with garden or roadside maintenance. Where possible, Council officers will
attempt to contact and consult the persons responsible for erecting the memorial prior to its
removal.
RELEVANT LEGISLATION AND COUNCIL POLICY
Noosa Shire Council Local Law No 1 (Administration) 2015
Noosa Shire Council Subordinate Local Law No 1 (Administration) 2015
Local Government Act 2009
Noosa Design Principles
Version control
Version Reason/ Trigger Change (Y/N) Endorsed/ Reviewed by Date
Page 7 of 72Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
2 2015-16 OUT OF ROUND COMMUNITY PROJECT GRANTS FUNDING
DOCUMENT INFORM AT ION
Author Community Development Coordinator, Alison Hamblin
Community Services Department
Index ECM/ Subject/ Community Development Grant Scheme
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Coordinator to the Services &
Organisation Committee Meeting dated 10 May 2016 and approve funding for the following
projects:
A. The Noosa Long Weekend Carnevale event ($4,000);
B. The Noosa Strade Bianche cycle event ($3,420); and
C. Sponsorship of the Healthy Towns Awards ($1,000).
REPORT
The purpose of this report is for Council to consider and approve three projects for out of round
grants funding.
The assessment team is recommending that three projects, which originally applied for funding in
the 2016/17 grant round, be considered for out of round funding in the current financial year due
to:
the timing of the events within the first six weeks of the new financial year;
early consideration of these applications by Council will give the event organisers certainty in
planning their events; and
the availability of funding in the 2015/16 community grants budget.
The projects recommended for funding are all consistent with Council’s Social Strategy
objectives and eligible for funding under Council’s Community Grant Policy.
A description of the project, the recommended funding amount and the purpose for which funding
has been allocated is detailed below.
Page 8 of 72
Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Project Recommended Description Funds are recommended for:
funding
Noosa Long Weekend Carnevale $4,000 A free community street parade and Noosa Contribution to entertainers and artist fees
Opening Event Beach spectacle event to open the Noosa and traffic management costs
Long Weekend Festival on 15 July 2016.
Noosa Strade Bianche Cycling $3,420 A three day cycling event in August Contribution to traffic management costs,
Event showcasing vintage and retro steel-framed Sag wagons and trailers, first aid stations
bicycles with rides through the Noosa and guest speaker fees.
hinterland and popular bicycle show and
shine exhibitions.
Healthy Towns Award $1,000 The Inaugural Regional Healthy Towns Noosa Council’s sponsorship of the
Awards aims to support rural and regional inaugural regional Healthy Towns Awards
towns to run projects that improve community initiative covering Moreton, Sunshine
members’ health and happiness. Coast, Noosa and Gympie local
government areas
The awards are coordinated by the Primary
Health Network - Country to Coast, the
University of the Sunshine Coast and Griffith
University.
TOTAL $8,420
Page 9 of 72
Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Ordinary Meeting, 11 February 2016, Item 1, Page 8
That Council note the report by the Community Development Coordinator to the General
Committee Meeting dated 8 February 2016 and
A. Adopt the updated Community Grants Policy provided at Attachment 1 to the Report;
B. Allocate unspent water and sewerage funds from 2015/2016 to pay outstanding water bills
from previous years and implement recommendations from recent hydrology reports
undertaken for eligible not for profit community organisations; and
C. Repeal the current Festive Season Event Grants Policy.
Finance & Risk
Out of round funding is permitted under Council’s community grants policy.
There is $25,837 currently available in the 2015/16 Community Grants – Projects budget
(Account number 64074).
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Applications have been assessed by Specialist Officers and moderated by the Director of
Community Services and Coordinator of Community Development. Note the Director of
Community Services is a former treasurer and current member of the Noosa Long Week End.
This report has been developed in consultation with staff from across Council including
representatives of the following areas:
Community Development team
Executive Office
Financial Services
Departments/Sections Consulted:
Chief Executive Officer x Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities x Financial Services
Executive Support x Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
x Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 10 of 72
Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
3 NOOSA NORTH SHORE BEACH CAMPGROUND - PROPOSED OPTION
DOCUMENT INFORM AT ION
Author Property and Facilities Manager, Clint Irwin
Corporate Services Department
Index ECM/ Subject: 8.04 Noosa North Shore Management
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Property and Facilities Manager to the Services &
Organisation Committee Meeting dated 10 May 2016 and authorise the exercise of the option to
extend the current management agreement for a further one (1) year period commencing 1
August 2016, subject to the Campground Manager signing a Deed of Extension acknowledging
that development works may commence late in the proposed extension period and
acknowledgement of the potential operational impact.
REPORT
Noosa Council operates three holiday parks which offer a wide variety of unique experiences for
visitors. All holiday parks operate under a management agreement with Council with varying
terms to suite the scale of the operation.
The current Managers of the Noosa North Shore Beach Campground are Beachfront Caravan
Park Pty Ltd who have been operating the Noosa North Shore Campground since 1 August
2012. Pursuant to the management agreement, the successful tenderer was awarded the first of
2 x 1 year options commencing 1 August 2015. An additional option falls due this year, and the
incumbent has requested in writing to exercise the final one (1) year option, commencing 1
August 2016.
Council has engaged consultants to develop a conceptual layout plan and feasibility analysis for
upgrading the campground. Given the actual redevelopment work is not expected to commence
for another 12 months the campground will still be operational and will require some onsite
management over the intervening period (including some potential cross over between the
commencement of development works and the end of the management agreement extension
that may have operational implications for the site manager).
Accordingly, the purpose of this report is to seek Council approval to extend the current
management agreement for a further one (1) year period commencing 1 August 2016. The
incumbent has generally discharged its obligations in relation to the current agreement to date.
Page 11 of 72
Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Ordinary Meeting, 17 December 2015, Item 7, Page 9
That Council note the report by the Executive Officer to the Planning & Organisation Committee
Meeting dated 8 December 2015 and:
A. Agree to engage a multi-disciplinary consultancy to prepare a Master Plan for the Noosa
North Shore Beachfront Campground in order to inform Council of requirements,
associated costs and staging options for upgrading the facility retaining a “nature-based”
low impact approach to the site and style of facilities provided; and
B. Include additional funding of $50,000 in the next quarterly budget review process for the
project.
Ordinary Meeting, 4 June 2015, Item 10, Page 18
That Council note the report by the Property and Facilities Manager to the General Committee
Meeting dated 1 June 2015 and authorise the exercise of the option to extend the current
management agreement for the Noosa North Shore Beach Campground for a further one (1)
year period commencing 1 August 2015.
Finance & Risk
Undertaking a tender process and subsequently appointing a new Manager before the Master
Planning, redesign and review of the management model is complete, may result in inefficiencies
and could impact on the cost recovery position of the business activity.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Director Corporate Services
Property Officer
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 12 of 72
Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
4 PROPOSED TRANSFER OF NOOSAVILLE SLIPWAY LEASE - 4 MILL STREET,
NOOSAVILLE
DOCUMENT INFORM AT ION
Author Property & Facilities Manager, Clint Irwin
Corporate Services Department
Index ECM/ LEAS14/0004 – 4 Mill Street Slipway
Attachments 1. Locality Map
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Property and Facilities Manager to the Services &
Organisation Committee Meeting dated 10 May 2016, and approve the proposed transfer of the
Noosaville Slipway sub-lease over Lot 168 SP177646 and Lot 167 SP223758 to Charles Glen
Nichols & Jason Schellaars trading as Noosa River Slipway (QLD) Pty Ltd subject to Ministers
consent for the transfer as required under section 322 of the Land Act 1994.
REPORT
Noosa Council entered into a 20 year lease agreement for 4 Mill Street, Noosaville (Lot 168
SP177646 and Lot 167 SP223758, formerly Lot 167 SP173769) with the Department of Natural
Resources and Mines (DNRM) on 1 May 2005. Council received consent to sub-lease part of the
land for commercial slipway purposes and the sub-lease commenced on 7 September 2007 and
will expire 6 September 2022.
The current sub-lessee of the Noosaville Slipway has a contract of sale for the business. The
sale is conditional on the sub-lease being transferred to the proposed new business owner.
Accordingly, the purpose of this report is to seek Council approval to transfer the Noosaville
Slipway sub-lease to the proposed new business owners being Charles Glen Nichols & Jason
Schellaars trading as Noosa River Slipway (QLD) Pty Ltd.
The proposed new business owner has provided Council with documentation to support the sub
lease transfer request including references and financial information to allow an evaluation of
their suitably to enter into the sub-lease over the slipway. The documentation has been assessed
and the proposed new business owner is deemed suitable to hold the sub-lease.
A deed of assignment is to be executed by the current sub-lessee, the proposed new business
owner and Council. Subsequent to formal Council resolution to approve the sub-lease transfer,
Ministerial consent will also be required prior to registration of the transfer in accordance with
section 322 (1) (a) and (b) of the Land Act 1994.
Page 13 of 72
Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Ordinary Meeting, 3 April 2014, Item 10, Page 8
That Council note the report by Property Officer, Property and Land Management to the Planning
& Organisation Committee dated 25 March 2014 and approve the transfer of the Noosaville
Slipway sub-lease to Ross Blair and Peta Cave, trading as Noosa River Slipway, and seek
Ministerial consent for the transfer as required under section 322 of the Land Act 1994.
Finance & Risk
Nil
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Director Corporate Services
Property Officer
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 14 of 72
Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
ATTACHMENT 1
Page 15 of 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
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5 1 1 1 29 4 2194 3316 49 33 96 72Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
5 ELECTRIC BUSES TENDER
DOCUMENT INFORM AT ION
Author Project Officer, Joanna Ferris
Planning & Infrastructure Department
Index ECM\ Project\ TP000300
ECM\ Subject\ Commercial Bus Routes
ECM\ Subject\ Transport Levy
Attachments 1. Charging Station Gantry
2. GHD Market Research - Electric Buses
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Project Officer to the Services & Organisation Committee
Meeting dated 10 May 2016 and
A. Nominate Higer Bus & Coach as the preferred supplier for Contract 1516T067 for a six
month lease cost of $131,200 (excl GST) subject to:
1. The capacity of the local Energex infrastructure at Noosa Junction Bus Station and
Diyan Street, Tewantin to support the required recharging stations;
2. The agreement of TransLink; and
3. Positive operational and financial references for Higer Bus & Coach.
B. Delegate authority to the CEO to negotiate and agree to any remaining items requiring
clarification and to award Contract 1516T067 to Higer Bus & Coach subject to satisfactory
compliance with the remaining conditions.
C. Authorise the CEO to negotiate with TransLink, Sunbus and Higer Bus and Coach
regarding the implementation, monitoring and reporting of the live trial.
D. Approve the funding of the live trial to a maximum of $508,530 to be met from the Public
Transport Levy Reserve.
REPORT
The purpose of this report is to seek authority to proceed with the preferred tenderer for the
Electric Bus trial subject to a number of conditions.
1. Background
In 2014, Noosa Council and TransLink jointly appointed GHD Pty Ltd to undertake a pre-
feasibility study to examine the viability of introducing electric buses into the existing
TransLink route network. Sunbus route 627 (Tewantin – Sunshine Beach) was determined to
be the preferred route.
In July 2015 Patico Automotive Pty Ltd was selected for the trial.
The purpose of the electric bus trial is to provide Council and TransLink with data to allow a
comparison of the various economic and community benefits electric buses may provide to
that of the current diesel buses on an existing public transport route.
Page 16 of 72
Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
In mid 2015 line marking occurred at Diyan Street, Tewantin and two E-Station Cir Control
Combination fast chargers were purchased. The chargers are currently stored at the
Noosaville depot.
The electric buses were to be manufactured in the UK, however, ongoing delays and
technical issues with the air conditioning system resulted in Patico not being able to meet the
December 2015 delivery date specified in the lease agreement; the agreement was formally
terminated in January 2016.
In late 2015, the Leadership Team confirmed Noosa Council’s commitment to continue a
joint electric bus trial with TransLink on Sunbus route 627, with the six month trial due to
commence in late 2016.
Inviting new tenders has provided an opportunity to test the market again in an industry with
rapidly changing technology and significant advances over the past 12 months. In addition,
TransLink is supportive of Council’s proposal to test the market utilising a satellite depot
operation based either at the Council depot or a suitable site elsewhere in the Noosa area.
2. Tender Process
Invitation for Tenders to enter into a fixed term lease arrangement for the provision of electric
buses on Route 627 opened March 7th 2016 and closed on April 5th 2016. The tender was
advertised via:
International Association of Public Transport (UITP)
LinkedIn
The Weekend Australia
Noosa News
Sunshine Coast Daily
The tender documentation was downloaded by 18 organisations.
Two submissions were received with proposed six month lease costs as follows:
Bustech Pty Ltd (Queensland) - $929,681 (Excl GST)
Higer Bus and Coach (Western Australia) - $131,200 (Excl GST)
(For comparative purposes, the six month lease cost for Patico was $270,000 Excl GST).
The evaluation panel consisted of two Noosa Council staff, the TransLink project consultant and
two external technical experts with experience in the field of electric vehicles/buses one from
consulting engineers MRCagney and the other from the Department for Infrastructure, Local
Government and Planning (DILGP).
Submissions were evaluated against:
Capability and resourcing
Contract experience and capacity
Methodology
Quality
Health and safety
Environment and sustainability
Contribution to local economy
Price
Overall, the evaluation panel rated Higer Bus and Coach as best value for money. They also
scored highest on price and non-price elements.
Page 17 of 72
Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Higer Bus & Coach have produced over 200,000 buses worldwide since 1998 and 2,264 electric
buses as of October 2015. They have trialled and deployed electric buses in similar climatic
conditions to Noosa including Shanghai and Israel.
Higer is the only manufacturer to offer the latest technology ultracapacitators (UCAP) in Australia.
Buses are charged in approximately 5-9 minutes at the push of a button at charge station
gantries, and do not require the driver to leave the vehicle (See Attachment 1 Charging Station
Gantry). Passengers can even be loaded/ unloaded during the charging time.
The UCAP is a technological advancement from the previous quick chargers that were proposed
by Patico and demonstrates innovation in charging infrastructure for electric buses. The 2014
GHD electric bus prefeasibility study highlighted that ultracapacitators and inductive chargers are
examples of future charging technology (See Attachment 2 GHD Market Research – Electric
Buses).
It is anticipated that the UCAP will be installed at Diyan Street, Tewantin and at the Noosa
Junction Bus Station subject to compatibility with local Energex infrastructure. The UCAP will be
modified to ensure that it fits with the Noosa look and feel, in particular the following Noosa
Design Principles:
“Seek opportunities to support and enhance the Noosa look and feel in all design works”
(Noosa Design Principles, p19).
“Draw attention away from public utilities with a pleasing feature in preference to
screening them with barriers” (Noosa Design Principles, p27).
The Tender response form stated our preference for the buses to be compatible with the E-
station fast chargers however none of the tenders were fully compatible. Options regarding the E-
station fast chargers include:
Claim costs from Patico.
Sell the chargers.
Keep the chargers and install at a later date. Note the E-stations can be used for charging
electric vehicles. DILGP is already working with a number of regional Councils and QFleet to
develop Electric Vehicle transition strategies and has offered to help Noosa Council with
transitioning our fleet.
3. Remaining Process
The following actions are to be undertaken subject to the approval of Council to nominate Higer
Bus & Coach as the preferred supplier.
Obtain feedback from Higer’s referees from trials in China, Israel, and Bulgaria.
Conduct background financial checks on Higer Bus & Coach.
Post tender interview with Higer
Review all post tender requests for information and finalise evaluation spreadsheet
Electrical consultant to assess UCAP specification and compatibility with Energex network
TransLink Service Review Board approval
Sign contract with Higer and finalise lease agreement
Issue joint media release with TransLink announcing successful tender.
Page 18 of 72
Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Ordinary Meeting Minutes, 9 April 2015, Item 4, Page 8
That Council note the report by the Director Planning & Infrastructure to the General Committee
Meeting dated 7 April 2015 and:
A. Note the pre-feasibility study report prepared by consultants GHD Pty Ltd, provided at
Attachment 1 to the General Committee report;
B. Based on the findings of the report, approve the commencement of a six month live trial of
electric buses in Noosa during the 2015/16 financial year:
1. In a 50:50 cost sharing partnership with the Department of Transport and Main
Roads, TransLink Division;
2. Covering the existing 627 Tewantin – Sunshine bus route;
3. Leasing up to 3 x Optare 10 metre electric buses based on the submitted pricing in
the GHD report; and
4. Facilitating the installation of suitable charging infrastructure to support the live trial.
C. Authorise the CEO to negotiate with TransLink, Sunbus and Optare regarding the
implementation, monitoring and reporting of the live trial; and
D. Approve the funding of the live trial to a maximum of $550,000 to be met from the Public
Transport Levy Reserve.
Finance & Risk
The original budget for the electric bus trail was $1,030,000 with a maximum of $550,000 from
Noosa Council and $480,000 from TransLink.
Expenses incurred from the original trial include:
Reconfigure Diyan St bus zone markings.
Two E-Station Cir Control Combination fast chargers.
Technical consultant trial evaluation – establishment of KPI’s (work to date can be
transferred to new trial).
Emissions testing.
Legal fees.
Table 1: Original Electric Bus Trial Budget
Organisation Original Trial Budget Expenses to date Remaining Budget
TransLink $480,000 $15,277 $464,723
Noosa Council $550,000 $41,470 $508,530
Total $1,030,000 $56,747 $973,253
The remaining budget for the electric bus trial is $973,253 with a maximum of $508,530 from
Noosa Council and $464,723 from TransLink.
The final costs of the trial may be below $508,530. However, non-lease costs are still to be
determined as detailed in Table 2 below. The final budget will be adjusted through the budget
review process.
Page 19 of 72
Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Table 2: Proposed Lease and Non-Lease Costs
Item Lease Cost
Six month lease cost $131,200
Estimated Non Lease Costs
(still to be confirmed)
Consultancy fees – evaluation, legal, electrical $100,000 - $150,000
Electricity costs $13,000
Gantry cover $12,000
Livery (external & internal) $20,000
Ticketing equipment $6,000
Sunbus cost model $378,790
Overnight garaging of bus TBC
Bus Maintenance TBC
Cleaning $5,000
Marketing $50,000
Contingency $50,000
Estimated total lease and non-lease costs $765,990 - $815,990
Noosa Council $382,995 - $407,995
TransLink $382,995 - $407,995
The funding for the trial can be met from the Public Transport Levy Reserve which currently
stands at $1.6 million.
Consultation
External Consultation - Community & Stakeholder
TransLink – As a joint project partner, Council is guided by TransLink’s experience and
requirements in all aspects of the project.
MRCagney & DILGP – Technical expertise in electric vehicles/buses.
Internal Consultation
Financial Services – confirmation of expenditure to date and Public Transport Levy funds.
Procurement – Support during tender process.
Departments/Sections Consulted:
Chief Executive Officer Community Services x Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development ICT
Libraries & Galleries x Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office x Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development x Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 20 of 72
Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
ATTACHMENT 1
Image1: Gantry
Image 2: Charging Gantry Layout
Page 21 of 72
Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Image 3: Ultracapacitator
Page 22 of 72
Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
ATTACHMENT 2
Page 23 of 72
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
6 REQUEST FOR APPROVAL TO ATTEND TOURISM EVENTS QLD TOUR OF NEW
ZEALAND IN JUNE 2016
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ SCDL
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 10 May 2016 and approve Cr Wilkie as Noosa Council’s delegate for
the Tourism and Events Queensland and State Tourism Organisation’s “Sunshine Coast Leaders
on Tour” to New Zealand 12-15 June 2016.
REPORT
Tourism and Events Queensland (TEQ), the State Tourism Organisation, in partnership with Visit
Sunshine Coast, the Regional Tourism Organisation, have invited a delegate from Noosa Council
to attend the “Sunshine Coast Leaders on Tour” to New Zealand 12-15 June 2016, to undertake
marketing and experience development activities to help industry achieve growth in visitor
numbers and expenditure for the region.
The delegation will be inspired to think innovatively by a world renowned example of Brand
Management including studying the work undertaken by Tourism New Zealand through its “100%
Pure New Zealand” tourism campaign, covering their challenges, core values and attributes,
regional perspectives and branding as a basis for identifying what needs to be done in our own
region and embracing activities and actions needed to ‘bring the Sunshine Coast to life’.
TEQ are hosting key stakeholders on this trip with the delegation including the Mayors from
Gympie Regional Council and Sunshine Coast Council. Deputy Mayor Frank Wilkie is Noosa
Council’s representative on the Tourism Noosa Board and is the clear choice to take part in this
delegation on behalf of Noosa Council.
Under the Councillors’ Expenses Reimbursement Policy, Item 2 Professional Development, any
professional development requiring overseas travel requires a formal Council Resolution;
accordingly this report seeks Council’s approval for Cr Wilkie to attend.
Previous Council Consideration
Nil.
Finance & Risk
TEQ and its partner Visit Sunshine Coast are providing the tour at no charge to Noosa Council.
The tour includes airfares, accommodation and meals at TEQ’s cost. Incidental costs e.g. airport
parking/transfers/taxis, may require reimbursement to Cr Wilkie by Noosa Council.
Page 24 of 72
Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Consultation
External Consultation - Community & Stakeholder
Simon Ambrose, CEO Visit Sunshine Coast
Lynne Banford, TEQ
Internal Consultation
Nil.
Departments/Sections Consulted:
x Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 25 of 72
Section 26
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
7 COUNCIL POLICY REVIEW
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Office
Index ECM/Subject/ Council Policies
Attachments Nil.
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 10 May 2016 and agree to repeal the following Council Policies that
transferred to Noosa Council from the Sunshine Coast Regional Council under the Local
Government (De-amalgamation Implementation) Regulation 2013:
A. Access and Inclusion Policy;
B. Civic Functions Policy;
C. Community Land and Complementary Commercial Activity Policy;
D. Councillor Correspondence Public Records Protocol;
E. Events Policy;
F. Media Engagement Protocol – Councillor;
G. Public Art Policy;
H. Sponsorship Policy; and
I. Strategic Discussion Forums.
REPORT
Pursuant to the Local Government (De-amalgamation Implementation) Regulation 2013, all
Council Level and Organisational Level Policies and Procedures of the Sunshine Coast Regional
Council (SCRC) were transferred to Noosa Council upon de-amalgamation in January 2014.
Over the past 2 years, the majority of Council Level Policies transferred to Noosa Council from
SCRC have been repealed by Council and replaced with a more relevant Noosa Council Policies.
Whilst Organisational Level Policies and Procedures transferred from SCRC were able to be
repealed and replaced under the authority of the CEO, for Council Level Policies transferred, it
was recommended by the Department of Infrastructure, Local Government and Planning that
these be formally repealed by Council to ensure that is no confusion or potential argument that
the Policies remain in force.
The purpose of this report is to formally repeal the majority of the remaining SCRC Council Level
Policies that were reviewed by the Leadership Team and the former Mayor in January 2016. For
various reasons these policies have been confirmed as not required in Council Level Policy form
for Noosa Council operations.
Page 26 of 72
Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Table 1 and Table 2 below outline the remaining SCRC Council Level Policies, which were
reviewed by the Leadership Team in January 2016 and briefly summarises the recommendations
provided.
Table 1 SCRC Council Level Policies recommended for repeal
Policy name Recommendation
Access and Inclusion Policy Not required on the basis that Council must comply with
relevant Anti-Discrimination legislation and relevant
provisions are incorporated into Design Principles.
Civic Functions Policy This policy has already been replaced by a Noosa Policy
but the SCRC Policy was not formally repealed.
Community Land and Complementary Not required as the current Noosa Council Policy
Commercial Activity Policy ‘Commercial Use Of Community Land’ and Local Laws
adequately manage these matters.
Councillor Correspondence Public Records Not required as correspondence can be effectively
Protocol managed without the policy.
Events Policy Not required as events can be effectively managed via
Local Law requirements.
Media Engagement Protocol – Councillor Not required as matters are adequately managed under
Noosa Council’s Media Relations Policy and Guideline.
Public Art Policy Not required. SCRC policy is out of date and a new policy
can be developed in the future as needed.
Sponsorship Policy Not required as sponsorship matters can be managed by
Noosa Council without formal policy.
Strategic Discussion Forums Not required as Council community forums can be
managed effectively without formal policy.
Table 2 SCRC Council Level Polices recommended to be retained
Policy name Recommendation
Compliance and Enforcement Policy Retain policy and replace with a Noosa Policy.
Cultural Development Policy Retain policy until Council’s Cultural Strategy has been
developed.
Heritage Levy Policy Retain policy and replace with a Noosa Policy.
Previous Council Consideration
Council previously undertook a review of remaining SCRC Policies and repealed a number of
those policies at the Ordinary Meeting held 30 July 2015.
Finance & Risk
There is a risk that failing to repeal the Policies requested leaves Council exposed to a position
that the relevant policies remain in force and therefore, Council’s actions and operations must
remain aligned those requirements. Having Policies in place that do not align to operational
practices also expose the organisational to reputational risks and potential complaints.
Page 27 of 72
Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
In undertaking the Policy Review in January 2016, the Leadership Team collectively considered
the remaining SCRC Policies against current operational practices.
Departments/Sections Consulted:
x Chief Executive Officer x Community Services x Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
x Executive Office x Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 28 of 72
Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
REPORTS FOR NOTING BY THE COMMITTEE
8 EASTER 2016 FREE HOLIDAY BUSES SUMMARY
DOCUMENT INFORM AT ION
Author Project Officer, Joanna Ferris
Planning & Infrastructure Department
Index Project: Pub-Trans: PT-FHB; NHLPC, Subject: 45.15 Traffic and Transport
Attachments 1. TransLink Letter of Support
EXECUTIVE SUMMARY
The 2016 Easter Free Holiday Buses were conducted between 25 March and 3 April 2016 at a
total cost of $41,362 (excl GST).
There were an estimated 31,237 passengers carried over the 10 day period. The estimated cost
per passenger during the 10-day period was $1.32.
The services included six bus services (five existing TransLink services and a temporary shuttle
between Peregian Beach and Noosa Heads), Council Cabs and the Boreen Point-Tewantin
Flexilink service.
The Noosa Heads Lions Park was utilised as a paid car park during the 10 day free buses period.
A total of 2,600 vehicles utilised the car park which generated $26,000 with 60% of the parking
revenue going to the Tewantin-Noosa Heads Lions Club and 40% to Council.
RECOMMENDATION
That Council note the report by the Project Officer to the Services and Organisation Committee
Meeting dated 10 May 2016 providing a summary of the Easter 2016 Free Holiday Buses
Programme.
REPORT
The purpose of this report is to provide an overview of the 2016 Easter Free Holiday Buses
programme (25 Mar – 3 Apr 2016).
1. Free Services
The following five Noosa-specific TransLink services were included:
Route 626 – Tewantin to Sunrise Beach via Noosa Heads
Route 627 – Tewantin to Sunshine Beach via Noosa Heads
Route 628 – Noosa Parklands to Noosa Junction, via Noosa Civic
Route 629 – Tewantin to Noosa Junction via Noosa Civic
Route 632 – Noosa to Cooran via Cooroy and Pomona
Additional service:
064 (1 bus) – Peregian Beach to Noosa Heads from 7:42am to 6:35pm
Page 29 of 72
Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
The additional service was provided because the existing Route 620 Noosa Heads-
Maroochydore bus service was not able to be part of the Free Holiday Buses Programme due to
TransLink ticketing technology (See Attachment 1: TransLink letter of support).
Existing Council services:
Council Cabs and Boreen Point-Tewantin Flexilink were also free.
2. Passenger Data
An estimated 31,237 passengers were carried over the 10-day period. The daily average number
of passengers carried was 3,124. Note that passenger numbers are recorded through manual
‘button pushing’ by the bus drivers. Passenger data for Council Cabs and the Boreen Point-
Tewantin Flexilink was consistent with the regular passenger use.
Refer to Table 1: Free Services 25 March - 3 April 2016 for a breakdown of passenger numbers
by route.
Table 1: Free Services 25 Mar - 3 Apr 2016 (10 days)
Route 25/03 26/03 27/03 28/03 29/03 30/03 31/03 1/04 2/04 3/04 Total
064 151 219 312 352 285 271 277 306 203 288 2,664
626 978 1,133 1,093 1,269 1,341 1,157 1,486 1,067 1,269 1,105 11,898
627 735 1,304 1,184 1,317 870 1,022 867 645 768 806 9,518
628 192 356 212 204 367 445 383 374 270 236 3,039
629 284 456 193 318 457 446 265 248 353 209 3,229
632 65 60 59 68 123 102 138 129 93 52 889
Total 2,405 3,528 3,053 3,528 3,443 3,443 3,416 2,769 2,956 2,696 31,237
Table 2 below compares passenger boarding between 2008 and 2016.
Table 2- Easter boarding comparison 2008 - 2016
Year Number of services Number of Dates Total Daily
days boarding average
2008 5 Noosa services, 2 additional shuttles 4 days 21 Mar to 24 Mar 11,627 2,907
2009 5 Noosa services, 2 additional Noosa 4 days 10 Mar to 13 Mar 13,516 3379
shuttles
2010 5 Noosa services, 2 additional shuttles 4 days 2 Apr to 5 Apr 16,550 4,138
2011 5 Noosa services only 4 days 22 Apr to 25 Apr 5,394 1,349
No free services
2012 5 Noosa services only 4 days 6 Apr to 9 Apr 4,419 1,105
No free services
2013 5 Noosa services only 4 days 29 Mar to 1 Apr 4,358 1,090
No free services
2014 5 Noosa services, 2 additional shuttles 8 days 14 Apr to 21 Apr 32,943 4,118
2015 5 Noosa services, 1 additional shuttle 10 days 3 Apr to 12 Apr 32,434 3,243
2016 5 Noosa services, 1 additional shuttle 10 days 25 Mar to 3 Apr 31,237 3,124
Page 30 of 72
Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
3. Marketing
Marketing of the Free Holiday Buses included:
Provision of signage at major bus stops, 15 street banners, and 4 variable message boards
on major connecting roads.
Posters in all Council facilities and visitor information centres.
Council communication tools including website, Facebook, and messages on hold.
Promotion through external stakeholders (Tourism Noosa, Accommodation Providers,
Shopping Centres, Traders Association etc.) via inclusion on websites, emails, Facebook and
newsletters.
Front page story of the Noosa News.
TransLink also provided in-kind marketing support including but not limited to:
Inclusion of the additional shuttle services on TransLink’s journey planner.
Inclusion of messaging on webpages of all relevant TransLink routes.
4. Passenger Assistant at Noosa Heads Bus Station
One Sunbus Passenger Assistant was based at Noosa Heads Bus Station from 9.30am to
4.10pm on the 29th, 30th and 31st March to assist with passenger enquiries and bus movements.
(These dates were chosen based on patronage numbers from 2015).
5. Feedback Survey
A feedback survey was available on Council’s website and hard copies were distributed by the
Passenger Assistant at the Noosa Heads Bus Station. A total of 68 surveys were completed
(40 hard copy and 28 online).
Points of interest include:
Nearly 65% of respondents who caught a Free Holiday Bus had access to a car in Noosa.
The main reasons people caught a free holiday bus was convenience (49%), to avoid traffic
and congestion (46%) and limited car parks (39%).
17% of respondents were satisfied with their trip and 80% were very satisfied.
80% of respondents caught a bus for recreational purposes e.g. to get to the beach,
entertainment, dining etc.
If the buses had not been free, 56% would have come by car and 23% would have caught
the bus anyway.
The primary way people found out about the Free Holiday Buses was via the street banners
on power poles (30%), road side traffic signs (30%) followed by word of mouth (23%).
The residential status of respondents included: Noosa Council residents (43%), Interstate
visitors (26%) Sunshine Coast Council residents (12%), Queensland residents (11%), and
International visitors (8%).
38% of respondents were aged between 41-60 years and 35% were aged between 26-40
years.
Of the Noosa respondents, outside of the Free Holiday Buses, 29% never catch a bus and
29% catch a bus once a year. The main reason cited for not catching public transport was
inconvenience and cost.
Of the Noosa respondents, 46% said they would catch public transport more in the future as
a result of the Free Holiday Buses, 36% said they might and 11% are already regular bus
users.
Page 31 of 72
Section 32
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
6. Noosa Heads Lions Park Car Park
The Noosa Heads Lions Park was used as a car park from 25 March - 3 April. Vehicles were
charged a flat rate of $10. The car park was managed by the Tewantin - Noosa Lions Club with
assistance from the Cooroy Camphor Laurel group. There were a total of 2,600 cars with a daily
average of 260 vehicles. The total income generated from the car park was $26,000 with 60% of
the parking revenue going to the Tewantin Noosa Heads Lions Club.
Feedback from the Lions Club was that Council’s decision not to provide traffic control at the
Noosa Drive roundabout this Easter appeared to have minimal impact.
Previous Council Consideration
Ordinary Meeting, 24 September 2015, Item 1, Page 4
That Council note the report by the Project Officer to the Infrastructure & Services Committee
Meeting dated 15 September 2015 and
A. Provide Free Holiday Buses during the periods 26 December 2015 to 3 January 2016 and
25 March to 3 April 2016.
B. Accept TransLink’s quotation of $40,614 (excl GST) for the Christmas Free Holiday buses
for Routes 626,627,628,629 and 632.
C. Authorise the CEO to accept TransLink’s impending quotation for the Easter Free Holiday
buses for Routes 626,627,628,629 and 632.
D. Accept Sunbus’s quotation for a shuttle between Peregian Beach and Noosa Heads.
E. Accept Sunbus’s quotation to provide one passenger assistant on selected dates.
F. Approve a marketing budget of $8,500 for the Christmas and Easter Free Holiday Buses.
G. Include the Boreen Point–Tewantin Flexilink service and Council Cabs in the Free Holiday
Buses services.
H. Approve the use of Noosa Heads Lions Park as a car park for the period 26 December
2015 to 10 January 2016 and 25 March to 3 April 2016 to be managed by the Tewantin-
Noosa Lions Club.
I. Approve 60% of the Lions Park car parking revenue be provided to the Tewantin-Noosa
Lions Club.
Finance & Risk
The total cost for the 2016 Easter Free Holiday Buses including marketing, passenger assist and
bus services was $41,362. The programme was funded out of the Public Transport Levy.
TransLink is paid for loss of revenue for the five TransLink bus routes and Council fully funds the
shuttle service between Peregian and Noosa Heads. The total cost for the bus services was
$35,334 (Refer to Table 2: Bus Services).
Table 2 Bus Services
Services Amount (excl GST)
TransLink Routes x 5 $18,450
064 Peregian – Noosa Heads Shuttle $16,884
Total $35,334
It is estimated that the cost per passenger during the 10-day period was $1.32.
Page 32 of 72
Section 33
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Consultation
External Consultation - Community & Stakeholder
Tewantin - Noosa Lions Club – Thanked Council and Council staff.
Free Holiday Buses Survey – refer to report section 5. Feedback Survey.
Internal Consultation
Management Accountant – Free Holiday Buses Budget.
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service X Civil Operations
Economic Development X Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 33 of 72
Section 34
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
ATTACHMENT 1
Page 34 of 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
2. i eS ee z ——————~ ATTACHMENT 1
> p AABN? ps
Queensland
Our ref: COR15/1070 Government
Department of
Transport and Main Roads
11 August 2015 S HEL
a >
| Mr Martin Drydale el eV a
Director, Infrastructure and Planning ® eo. is
Noosa Council A NY es ue ae
PO Box 141 Qy we ye i
TEWANTIN QLD 4565 ey
Dear Mr Drydale
Thank you for your letter of 30 July 2015 about proposed free bus services in the Noosa
Council region during Christmas 2015/2016 (from 25 December 2015 to 3 January 2016)
and Easter 2016 holiday periods (from 25 March to 3 April 2016).
| am pleased to advise that the Department of Transport and Main Roads, TransLink
Division, supports in principle the free holiday bus initiative during the period between
25 December 2015 and 3 January 2016.
However, the free travel for the Easter 2016 period will need to be considered in early 2016
to allow for potential changes to policies and fares, prior to this date, impacting on the
accuracy of the calculation for the expected revenue loss.
Should Noosa Council proceed with the free holiday bus service during the Christmas
2015/2016 holiday period, the expected loss of revenue for services on routes 626, 627,
628, 629 and 632 is $44,675 (GST inclusive).
With regards to bus routes 620 and 631, these routes travel outside the Noosa Council
boundary and TransLink’s ticketing system technology is unable to be programed to only
charge a fare for a portion of a journey.
Should Noosa Council decide to offer the free holiday bus promotion on routes 620 and 631
during the Christmas period, the expected loss of revenue for these services will need to
include the entire journey and it is estimated to be $70,279 (GST inclusive).
As such, the expected total loss of revenue to provide free travel on all Noosa bus services
during the 2015/2016 Christmas period on routes 626, 627, 628, 629, 632, 620 and 631,
would be $114,953 (GST inclusive).
TransLink Division
61 Mary Street
Brisbane Qld 4000
GPO Box 50, Brisbane
Queensland 4001 Australia
Telephone 13 12 30
. DSO peop Email [email protected]
13 . & 2. wR nl? . ABN 39 407 690 291
5 : loy: Website www.translink.com.au
Page 34 of 72Section 35
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Page 35 of 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
,
TransLink’s full commitment is subject to Noosa Council providing written acceptance of its
foregone revenue amount within 10 working days, along with an accompanying purchase
order for either option A or B:
| ° option A free holiday bus services during Christmas 2015/16 holiday period for
| routes 626, 627, 628, 629 and 632 - $44,675 (GST inclusive); or
. option B free holiday bus services during Christmas 2015/16 holiday period for
routes, 626, 627, 628, 629, 632, 620 and 631 - $114,953 (GST
inclusive).
In regard to passenger communication about free holiday bus services, Council is
encouraged to contact TransLink’s Communications Manager, Samantha Keegan on
3338 4373 or by email at [email protected] all costs associated with communications and campaigns relating to the free travel will
be at the expense of Noosa Council, TransLink will be pleased to work collaboratively with
council to promote the proposed free services and generate public interest and positive
media for this initiative.
| trust this information is of assistance.
Yours sincerely
er
Simon Cook
General Manager (Passenger Transport Services)
Department of Transport and Main Roads
Page 2 of 2 TransLink Division
Page 35 of 72Section 36
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
9 COMMUNITY SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2015-2016
DOCUMENT INFORM AT ION
Author Director Community Services, Alan ‘Fox’ Rogers
Community Services Department
Index ECM/ Subject/ Branch Management/ Community Services
Attachments Nil.
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 10 May 2016 providing an update on operations of the Community
Services Department for the period 1 January 2016 to 31 March 2016.
REPORT
The adopted organisation structure includes the following branches under the Community
Services Department:
Community Development, and Community Grants;
Community Facilities (including Noosa Community Care, The J, The Bicentennial Centre, The
Noosa Aquatic Centre, and The Noosa Leisure Centre);
Director’s Office
Local Laws;
Libraries and Galleries; and
Waste, Environmental Health and Cemeteries
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the Community Services Department.
Page 36 of 72
Section 37
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
COMMUNITY SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Development
Develop and adopt the Noosa Social Social Strategy adopted Develop implementation plan Development and endorsement of
Strategy Discuss implementation plan in implementation plan
presentation to Councillors in May Scoping of the Arts, Culture and
Heritage Plan
Scoping of the Sport and Active
Recreation Plan.
Council Community Grants Program Adoption, implementation and Assess ($289,774 requests) for Funding Agreements and payments
including RADF communication of new Community Projects, Festive and RADF Grants coordination and acquittals /
Grants Policy Workshop with Councillors on compliance for Community Grants
4 public grants workshops held in Community Alliance Progress reports from Sports Fields,
quarter – total of 120 attendees Track $670,172 funded projects yet Community Halls & other funded
4 Grant Rounds, 70 applications: 14 to be acquitted. projects to value of $670,000.
RADF Pitches, 7 RADF Applications, Leverage recent training on Prepare for Project and RADF
23 Project Applications, 19 Alliance SmartyGrants System to improve Rounds later in the year.
EOI, 7 Festive Season Applications. service delivery to colleagues and
Over 80 meetings with prospective community groups.
applicants, many 100s phone calls
and emails providing advice and
support to applicants.
Tait Duke Cottage Sourced external funding to the Negotiation of MOU with key Commence construction works
value of $234,000. Made up of stakeholders – United Synergies, Planning for the Community Garden
$35,000 for materials (Rotary as Rotary, Hutchinson’s and Council relocation
applicant), and labour and training Employment of site supervisor Ongoing media and communications
$199,000 (Skilling Queenslanders (United Synergies)
for Work - United Synergies as Employment of Trainees (United
applicant) Synergies)
Building Approval granted Community garden relocation design
Water and sewerage connection workshop
from boundary to building complete. Securing materials
Lodged Stronger Communities Media
funding submission.
Page 37 of 72
Section 38
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Council Grant Acquisition Implementation of Drought Relief Assist and record acquittals, Search for opportunities, promote
Funding – Youth initiatives at Cooroy applications, claims and variations. internally and externally, assist and
and Pomona. Acquittal undertaken Application to Arts Qld for 2016/17 record acquittals, applications,
RADF claims and variations.
Disaster Management Launch of the Pomona Disaster Negotiation of MOUs with Disaster Management Plan for
Management Plan – Movie night, Community Centres and Halls for John’s Landing
Pomona use as Evacuation Centres for
Disaster management
Business as Usual activities Prepared research for Director Negotiate expired leases on Continue to work with the State
Community Services regarding community halls, community Government (Department of
future of Katie Rose Cottage centres and sports complexes National Parks, Sport and Racing)
Assisted Local laws to conduct including Lawsons Shed, Genealogy to deliver events in Noosa as part of
animal management program at and Family History Group, Cooroora the Building Active Communities
Johns landing, visiting permanent Woodworkers and Camphor Laurel program
residents, allocating site numbers Johnston Court, Noosa District Develop and deliver skills
and recording animal ownership. Sports Complex x 7, Tait Duke development workshops for
Negotiation of renewal of Agreement Cottage and Girraween Sports Management Committees of the
with Youth Justice Services for Complex Shire’s Halls and Community
graffiti clean-up, expanding to Volunteer Week activities in Centres
include community service orders partnership with Volunteering Noosa Youth Connect network
and currently exploring other Council Sunshine Coast including Update our website presence
services to include in Agreement. participation in a Volunteer Expo at
Winter Come and Try Sports Day Noosa Fair (11 stallholders)
approx. 150 children attended with Assistance in community event
parents planning – Domestic Violence 14
Development and launch of Noosa May 2016, Suicide Prevention 25
Sporting Facilities Guide (in May.
partnership with Tourism Noosa and Attendance at Embracing 2018 Pre
local sports clubs). Commonwealth Regional Steering
Implementation of Active Mums Committee
Program approx. 80-100 participants Assist Noosa Gymnastics to expand
per week. Negotiated additional their existing floor space and obtain
funding from State Government to funding from the State Government
extend the program to meet demand Attendance at SEQ Cultural
(200+registrations) Workers Network meeting
Coordinator of team participated in Prepare and distribute quarterly
the LGMA Challenge Community Connections e-
newsletter to not for profits
Page 38 of 72
Section 39
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Assist Infrastructure Services with Finalise process for water and
external consultation and Skate Day building insurance rebates
for the Sunshine Beach Skate Park
re-development.
Nominated Noosa Lions Club
President for Qld Gov. Start Play,
Stay Playing Excellence Awards –
Inspirational Category
Negotiated Tinbeerwah Hall lease
Provide assistance with Booin Gari
event
Community Facilities
Noosa Aquatic Centre
Work with NAC clubs to negotiate an This matter has subsided over Monitor the situation. No further work planned.
agreed outcome for shared space. recent months and hasn’t been
actively pursued by NAC clubs.
Undertake NAC service review, The service review was completed Planning for the implementation of The majority of recommendations
incorporating: and presented to the Service Review recommendations, as well as the will be implemented following the
Staff structure and mix review Committee in March 2015. Despite finalisation of some adoption of the 2016/17 budget
Fitness Studio review the large volume of work involved, recommendations requiring further
Fees and charges and membership staff found it to be a worthwhile consideration.
structure review process and believe it has led to
improved outcomes for the facility.
Investigate ways of expediting patrons This initiative has been reassessed N/A N/A
into facilities at NAC by management and is no longer a
priority for the facility.
Develop and implement a quality A contract management framework Establish an agreed schedule of Utilise meetings with key contractors
assurance program (specifically has been developed and distributed recurrent meetings with key to work through any concerns either
Café/Squad lease)/contractors to all Community Facility contractors. party may have and thereby ensure
Coordinators for their attention. the contracts are executed in line
with expectations.
Page 39 of 72
Section 40
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Ensure the following capital projects are 25m tile works and the hydraulics Ensure a successful reopening of Monitor all works for faults and if
delivered on time: audit have now been completed. the LTS pool following the current discovered, address with contractors
25m tiles The LTS heat pump and tiles and works. immediately.
LTS heat pump grout works are underway at the
LTS tiles and grout time of writing this report.
Hydraulics audit
Business as Usual activities Focus on Work Place Health and Masters’ swimming carnival Completion of condition assessment
Safety. A Centre-wide staff meeting scheduled for Saturday 14 May – of pool plant and equipment.
conducted on 21 April, covering off hundreds of participants and Complete scheduled maintenance
WHS training and several spectators expected to attend. works.
operational matters.
The J
Investigate opportunity for Community The J introduced ‘Sound Feast’ in Assess the performance and viability Successfully deliver the two
events funding to expand entrepreneurial January as part of a strategy to of Sound Feast. scheduled entrepreneurial events.
programing at The J. improve The J’s profile as a quality Promote the upcoming music event
music venue, and a building block to “Planet Bliss”, schedule for 21 May.
support future entrepreneurial music Confirm acts for second music
events. entrepreneurial event on June 17.
Sound Feast is a combined
community open mic night in
conjunction with professional
performers and soloist/duos/bands.
Sound Feast aims to facilitate
community participation whilst
increasing.
Finalise and implement business plan for Business Plan finalised and noted by Ongoing implementation. Revenue Ongoing implementation.
The J Council in late 2015. and expenditure targets included in
the development of the 2016/17 J
budget.
Business as Usual activities Ongoing increase in activity and Meet increased demands on Host Noosa Food & Wine festival
venue hire including both business and staff from increased event – Pete Evans on Saturday
commercial and community events. activity at The J. May 21.
Finalise arrangements for the Ticketing and preparation for Noosa
IPWEA (Institute of Public Works Long Weekend Festival.
Engineering Australasia) conference Complete scheduled maintenance
(160 delegates) - works.
Page 40 of 72
Section 41
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Noosa Leisure Centre
Development of Wallace Park Precinct First group meeting held in March. Precinct map to be updated for use Ongoing scheduled meetings.
Group. Regular meetings now scheduled for by all groups. Continue to liaise with user groups
every quarter. on WHS and maintenance issues in
common areas of the precinct and
other matters as they arise.
Work with NLC clubs to improve facilities N/A External storage area to be Continue to liaise with NLC clubs as
at NLC including storage and established. This will accommodate necessary for ongoing
scoreboards. larger equipment which is currently improvements.
located in the stadium breezeway
area and will provide adequate
access to equipment for staff and
user groups.
Review programs at NLC New timetable has been established New timetable to commence in April. Ongoing review of all NLC
in line with comments from recent programs.
group fitness survey.
NLC reception refurbishment All works for this project going to Commence reception refurbishment. Completion of reception
plan with building works scheduled works on Monday 9 May. refurbishment
to begin in May.
Install indoor recycling at NLC. New recycling bins are now located N/A N/A
throughout the Centre. There has
been a positive response from staff
and customers all round.
Business as Usual activities Due to public request, the Kids’ Play Awaiting further advice on necessary Liaise with event organisers for
Room is now open until 5pm improvements of the Kids’ Play Room preparation of major bookings as
Monday to Friday. following a recent inspection. Safety necessary.
A large Crossfit competition has padding to be replaced/upgraded as Ongoing scheduled maintenance
been secured for October 2016. part of general maintenance works to and repairs as necessary.
this room.
Preparations for upcoming major
bookings including Bookfest and the
national school basketball competition.
Plan for major maintenance works
including: high clean of internal areas,
repairs to stadium divider and renewal
works in the lounge meeting room.
Page 41 of 72
Section 42
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Noosa Community Support
Develop business plan for Noosa An action plan for 2015/16 was Finalisation of documented actions, Team planning day with senior staff
Community Support (NCS). developed following the with a particular focus on system, to determine direction and priorities
commencement of Linda Wylie, process and reporting to feed into a formal business plan.
NCS’ Business Development Team improvements.
Leader.
Continue to maintain service delivery Three year CHSP funding secured. Update our TRACCS database to Ongoing database improvements
during funding changes at NCS. Successful transition to My Aged enable a consistent reporting with staff training included.
Care referral portal. schedule.
Finalise roll out of Noosa Community Logo finalised Review and update all relevant NCS Investigate NCS website options.
Support rebrand. Brochures and signage completed. paperwork with our new logo.
NCS refurb completion Refurb completed 30 September N/A N/A
2015. The works have been
extremely well received by clients
and staff.
Develop business plan for Noosa An action plan for 2015/16 was Finalisation of documented actions, Team planning day with senior staff
Community Support (NCS). developed following the with a particular focus on system, to determine direction and priorities
commencement of Linda Wylie, process and reporting to feed into a formal business plan.
NCS’ Business Development Team improvements.
Leader.
Business as Usual activities Clients manual workshop has been Internal fit-out of the Client Introduce programs for the Client
constructed. Workshop to be completed, Workshop and conduct an opening
Tablets purchased and training including work benches and shadow ceremony for the facility.
sessions have been delivered to boards. Finalise scope for the new buses
assist clients with embracing new Preparation for the upcoming CHSP and go to tender.
technology. funding audit. Finalising
The horticultural therapy program appointments for vacant Community
continues to progress well. Care Assistant and Administration
Officer positions.
Plan for the replacement of two
buses and associated accessibility
aides in early 2016/17.
Page 42 of 72
Section 43
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Directors Office
Rufous St Precinct Development Rufous St Master plan signed off by Finalise and lodge MCU application Commence planning for Rufous St
Council on 10 March by end of April civil works and the upgrade to Rufous
Lane
Develop application for National
Stronger Regions Fund
Cooroy Memorial Hall Liaison with Cooroy RSL and Resolve land tenure issues at Cooroy Continue negotiations with RSL and
Cooroy Community Memorial Hall Memorial Hall CCMHAG to resolve land tenure
Action Group issues at Cooroy Memorial Hall
Libaries & Galleries
Library Service Review External benchmarking exercise Council consideration of Service Implement recommendations as
complete, Service Review Review Team recommendations endorsed by Council
recommendations finalized.
NAO Robotics Project Dewey Robotics Program outreach Delivery of coding and robotics Completion of formal program and
to schools and community workshops acquittal of project grant
organisations
First 5 Forever Early Literacy Program Development of First5Forever First5Forever outreach to childcare Delivery of regional Early Literacy
parenting kits, receipt of promotional and kindergartens, schools and professional development in
collateral community organisations partnership with State Library and
CQU
Heritage Walk brochures Draft redesign complete of Pomona , Finalising design and proofing new Printing of newly design Heritage
Cooroy and Tewantin Heritage Walk brochures Walk brochures
brochures
Improve storage at Art Gallery Agreed refurbishment option of Finalising design requirements Early 2016/17 – undertake
Level 1 old plant room remodelling of plant room
Transition of Butter Factory from Council First Quarter report received from Making arrangements for changes to Cooroy Futures Group Acquittal of 6
management to Cooroy Future Group Cooroy Future Group. Financial GST status of Cooroy Future Group months funding
position in strong with revenue
above projections. Forward bookings
are strong.
Business as Usual activities Launch of public book selection tool Delivery of Cooroy Fusion program Delivery of Qld Week grant-funded
which enables customers to in conjunction with Cooroy Future program “Behind Queensland’s
prioritise upcoming releases for Group and lower mill site partners Words” celebrating Queensland
library purchase Drafting Heritage Levy Policy authors
Page 43 of 72
Section 44
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Highly successful Tech Savvy for Opening of Noosa Art Award Review of Gallery Shop operations
Seniors program with workshops exhibition
heavily booked out Implementation of EFTPOS facilities
Record entries for Noosa Art Award in libraries
and over 50 entries for inaugural Lyn Expansion of After School Art
McCrae Drawing Prize Classes in Gallery following
Upgraded Gallery and Library considerable growth in demand
websites
Local Laws
Finalise Service Review The Local Laws Service Review was N/A N/A
finalised in early March and a new
structure signed off.
Review current staffing model and The new position of Local Laws Field Supervisor taking control of Review responsibilities of Field
determine future needs Field Supervisor Role has been filled operational matters within the team Supervisor and “Coal Face”
with Paul Digby taking up the role in ensuring a streamlined approach to operations
early April service delivery and prioritising tasks
in field operations
Advertise for 2 Local Law Parking
Officer positions as the next stage in
implementing the new staffing
structure
Establish New Pound facility contract New RSPCA Pound Contract has Obtain Sign off from RSPCA CEO Review RSPCA Operations
with RSPCA been drafted and delivered to
RSPCA management for their
comment.
Review policies and processes to ensure Developed a new innovative Complete email information to Finalise Dog registration renewal
they meet the services and programs approach for Dog Registration owners with a view to gaining 50% delivery and layout in preparation for
delivered by the team renewal process to include email of dog owners agreeing to opt for roll out in new financial year.
option for 10,000 registered dog email renewals as opposed to Aust
owners. Post. Reducing mailing costs from
. $1 per unit to 0.7cents per unit
Business as Usual activities Continue field trials of new mobile Working with IT to solve operational Introduce fully functional system for
infringements process for Parking. issues with new infringements infringements within next quarter.
system
Page 44 of 72
Section 45
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Waste & Environmental Health
Waste
New Waste Contract Establishment of Project Control Developing the tender specifications Development of a bin register in T1
Group to monitor progress in for the next Waste Management system to record services and
developing new Waste contract Contract. collection days in preparation for the
Waste and Environmental Health next waste contract
Manager offline to develop new Calling the tender for the next waste
contract collection, disposal and resource
recovery contracts (approx. early
July 2016).
Commencing a number of major
capital works projects at the
Eumundi Rd facility to prepare the
depot and site for the next waste
contract.
Waste Reduction and Recycling Plan Drafting the Waste Reduction and Public consultation on the WR&R Implementation of the WR&R Plan.
Recycling Plan 2016-24 (WR&R Plan closes on 3 May 2016. Includes the “Towards Zero Waste”
Plan) and releasing for public Reviewing submissions, amending education and community
consultation, including face-to-face the Plan as necessary and engagement strategy.
public engagement sessions at presenting it to Council for review Preparing a Litter Management Plan
libraries. and endorsement. Report on annual kerbside bulk
rubbish service and options for
improvement and timing of future
delivery. Agreed timing and
justification to then be
communicated to the public.
Exploring opportunities for entering
into partnerships with community
groups (e.g. Noosa Biosphere) for
waste reduction initiatives under the
WR&R Plan
Preparing a report on the relative
efficacy and environmental
performance of the various types of
dog waste bags for consideration in
budget reviews.
Page 45 of 72
Section 46
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Environmental Monitoring Program Dept of Environment approval of the Developing the tender specifications Commence monitoring
(REMP) for the Eumundi Rd landfill. receiving Environmental Monitoring for the forthcoming environmental
Program (REMP) for the Eumundi monitoring contract.
Rd landfill.
Noosa is the first local government
in Queensland to use this approach
for complying with the Landfill
Environmental Approval
New waste cell at the Eumundi Rd Commenced commissioning and Continue to fill Cell Completion of intermediate capping
landfill filling a new waste cell at the works on cell 2.1 prior to the
Eumundi Rd landfill. expiration of the current contract.
Concrete crushing Awarding the contract for concrete N/A Commence crushing concrete.
crushing at the Eumundi Rd
resource recovery facility.
Hasting St Trial Negotiating support from the Supervising and assessing the Reviewing Hastings St waste
Hastings St Association to Hastings St early start/recycling trial. collection service and potential
commence a 6 week trial of an solutions for inclusion in the next
earlier waste collection service (and contract.
daily recycling service) on Hastings
Street. The trial was largely initiated
due to WH&S concerns raised by
the contractor about servicing after
7am when the street is busy.
Environmental Health
Asbestos handling policy Draft Asbestos handling policy and Leadership team adoption of the Further prescribed asbestos
associated operating procedure asbestos handling policy and handling and management training
completed operating procedure to other areas of the business to
Asbestos Management Plan Ensure appropriate staff have assist with after management of this
included as part of the Disaster asbestos handling/management issue
Management Plan training Develop a data management &
document retention system in T1 for
recording asbestos investigations in
accordance with the Public Health
Act requirements
Page 46 of 72
Section 47
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Risk rating for licensed food premises Developed a draft risk rating for Complete review of risk rating to In partnership with Queensland
licensed food premises enable inspection frequency Health, determine a risk based
assessment inspection process for food premises
inspections
Implement risk rating system in
2016/17 financial year
Progress development of mobility
capability
Water monitoring Reviewed water monitoring process N/A
with Unity water when waterways
contamination occurs from sewage
spills
Business as Usual activities Ongoing public health water Working with Healthy Waterways on Completion of annual licenced
monitoring program for recreational the water monitoring program for premises inspection program
beaches next season Completion of food stall & market
Monthly food hygiene training Increasing promotion of the online inspections
provide to licensed food proprietors food hygiene program to improve
and their staff. numbers of trained food handlers
Commenced after hours inspections
of food stalls and markets
Pest Management
Vector Control Fortnightly trapping project with Finish light trap program for the Continue light trap program for
Queensland Health to determine any Aedes mosquito. Aedes mosquito through winter if
presence of the Aedes species required
mosquito that can carry Dengue
fever or Zika virus. No detections
WH&S Reviewed WH&S for firearm storage No further action required
and Poison & Chemical
management at Pomona Depot
Completed firearm proficiency
training
Pest Control Established a prequalified supplier Engagement of contractors to assist Investigating the use of sniffer dogs
arrangement for pest control pest control programs. Required to for fox den location
contract services replace a long term injured staff Engage contractor to carry out den
Implemented wild dog baiting member. detection
program
Page 47 of 72
Section 48
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Trial of remote camera use with Fireweed management at Eumundi Recruit casual pest control officer for
email capability to enable camera road land fill to replace staff member on long term
activity updating from remote Complete 3rd quarter pest survey work cover leave
locations. This has resulted in program
significant time saving when carrying Ongoing roadside spray program
out trapping programs (avoids on Wild pig control at Noosa Airstrip
going trap inspections if not North Shore
required) Finalise arrangements with
contractors for delivery of pest
animal trapping services
Purchase additional pig trapping
panels and gates
Business as Usual activities 5 x aerial mosquito treatments (1000 Ensure equipment and chemical Tender for mosquito control product
hectares) supplies are sufficient for next supply for the next 12 months
Weekly light trapping occurring season Fox control in Girraween and
Completed the 2nd & 3rd quarter Pest Baiting & trapping program for wild Teewah areas-fumigation and
Survey program dog and fox control trapping
Finalised contract with Main Roads Complete wild dog baiting
for roadside spraying program
Cemeteries
Capital works Acquisition of a water tank at Reviewing procedure to simplify Transferring paper records to
Pomona Cemetery for garden headstone application electronic
maintenance and use by the public Reviewing offer of a free niche wall
for installation at Tewantin Cemetery
review WH&S requirements when
undertaking burials
Business as Usual activities Carried out 17 burials, 14 ashes &
made 11 plaques in quarter
Page 48 of 72
Section 49
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 49 of 72
Section 50
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
10 CORPORATE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2015-16
DOCUMENT INFORM AT ION
Author Director Corporate Services, Michael Shave
Corporate Services Department
Index ECM/ Subject/ Branch Management/ Corporate Services
Attachments Nil.
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Corporate Services to the Services & Organisation
Committee Meeting dated 10 May 2016 providing an update on operations of the Corporate
Services Department for the period 1 January 2016 to 31 March 2016.
REPORT
The adopted organisation structure includes the following branches under the Corporate Services
Department:
Financial Services;
ICT (including Records);
Procurement & Fleet;
Property & Facilities; and
Revenue Services.
Corporate Services primarily provides internal support to the other Council Departments, with the
exception of the Property team that deals primarily with land and property management issues
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the Corporate Services Department.
Page 50 of 72
Section 51
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
CORPORATE SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Financial Services
Review banking service arrangements Statistical data provided to Local Tender specification expected to be Evaluation of market responses,
Buy to assist in the development of released to the market during May selection and preparation for
tender specification document implementation
Rolling revaluation process for Annual revaluations completed in Capitalisation of completed projects Indexation of asset classes not
community infrastructure assets March to be loaded effective 30 to be undertaken prior to load subject to full revaluation (roads,
June 2016 bridges, buildings)
Review building and road asset Review completed with details to be Reconciliation of proposed changes Audit sign-off of approach taken and
componentisation and useful lives loaded during May 2016 in Test environment before loading reconciliation with prior year data
into production
Business as Usual activities Non-Current Asset Policy review Refinement of Related Party Policies to be adopted prior to
undertaken disclosure Policy 2016/17 financial year
March quarter budget review Revised budgets to be loaded once Revised budgets to form the basis of
completed with no degradation of approved by Council long term forecasts for 2016/17
the operating position Second budget workshop 20 May budget
Draft budget submissions loaded Shell financial statements to be Financial policies and Shell
awaiting further review by Council available for review at 10 June Audit Statements to be presented to the
& Risk Committee Audit & Risk Committee for review
External Auditors (QAO) onsite 11th Adoption of budget 29 June
to 20th May
ICT
Technology One Cloud Version 5 testing Project kick-off meeting Progress the migration methodology Testing of solution
and migration to move Council to the Technology One project manager and checklist supplied by Communication and training to staff
latest Technology One cloud appointed Technology One on changes and benefits
Dates and timeline agreed Understand impacts on staff to Planned migration 9th Sept 2016
Completed initial data capture ensure effective communication and
requested by Technology One for change management.
migration
Technology One implementation of Rapid BI (business intelligence) Pilot testing within ICT and HR Go-live of new online HR staff
additional and new functionality, completed and to be rolled out to branches of new HR systems appraisal system in September 2016
particularly web-browser based CI budget managers Resolve issues with procurement Procurement systems
Anywhere functionality preventing go-live implementation as soon as possible
Page 51 of 72
Section 52
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Setup and testing of HR systems for Resolve issues with infringements Implementation of Infringements as
staff performance management and preventing go-live soon as possible
accreditation management Management of the Technology One Implementation of Technology One
Testing of procurement systems Intramaps GIS implementation Intramaps GIS solution
Infringement systems pending project
Technology One fixes
Finalising solution design for new
Technology One Intramaps GIS
solution
New Eproperty Planning Online Has been setup by Technology One Expected setup in the Technology Go live in May 2016
document integration to provide more in the test environment One production environment in May
reliable service to the public and fix a 2016
problem with document listing issues in
Google Chrome
Review ICT Strategy and update ICT roadmap implementation Continuing positive partnership May presentation by Technology
roadmap underway arrangement with Technology One One to executive on digital strategy
Technology One User groups to progress projects and T1 roadmap
attended by ICT to understand Update ICT Strategy including May presentation by Telstra to ICT
product roadmaps integration with Digital on cloud and telecommunications
Monthly steering group meetings Transformation Strategy ICT Strategy review by ICT Steering
with Technology One Group
Bi-monthly Council ICT Steering
Group meetings
Business as Usual activities Documentation of ICT security Continue to document ICT security Review ICT Acceptable Use Policy
procedures including anti-virus and processes Review PCs and replace leased
new Office365 email e-discovery Return expired ICT leased assets high-end PCs
completed Replace meeting room presentation Go to market for the provision of
Physical audit of ICT assets equipment telecommunications services
completed in April and records Supply information to NBN Pty Ltd Testing of a thin client device if
updated on Council’s building security feasible
Obtained quotes on the upgrading of systems to allow migration Migration to ASAE3402 certified
public internet services to determine Complete contract specification for Technology One cloud in September
feasibility ICT infrastructure services requiring 2016
renewal Follow up on progress of Nexon
ISO27001 security certification
Page 52 of 72
Section 53
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Contracted systems penetration Determine the impact of telephony Ongoing monitoring of GIS data
testing conducted in December 2015 solution on desktop strategy including having data custodians
and with recommendations being Complete implementation of security maintain metadata
implemented penetration test recommendations
Records Keeping policy adopted and Back-scanning of old development
training and induction processes assessment reports when staffing
implemented permits
Classification of backlog of Ongoing examination of processes
unclassified boxes at archive store and implementation of automatic
expected completion May 2016 record keeping in Technology One
Additional metadata of GIS data products including HR and Assets
captured
Procurement & Fleet
Fleet Replacement Program Update of the 10 year fleet asset Liaison with relevant stakeholders as Further plant and vehicle utilisation
replacement program required to provide fit for purpose analysis to drive best value decision
vehicles, plant & equipment making for the replacement program
Local Buy Alliance Renewal of alliance agreement with Waste contract development with Development of street sweeping
Localbuy Local Buy arrangement with Local Buy
A number of expired / nearing expiry Turf maintenance, road network Development of green waste and
arrangements and contracts maintenance and landscape wood waste processing and
identified for joint Noosa / Local Buy maintenance panel arrangements transport arrangement with Local
panel arrangements with Local Buy Buy
Undertake pilot project with Technology Discussions undertaken with T1 to Waiting on Technology One to load Undertake testing of the software
One to implement the new Procure to Pay develop an easy to use tool for staff the completed finance software into once loaded and provide feedback
module and roll out in CI Anywhere & provide satisfactory compliance the test environment to allow end to Effective communication and change
Initial testing of CI Anywhere end process testing management for staff impacted by
purchasing system completed software changes
Business as Usual activities Procurement policy review Monitor fleet truck replacements to Procurement policy to be adopted
undertaken ensure timely delivery due to body Prepare for annual fleet/equipment
Fleet replacement in accordance build delays stocktake
with the approved replacement Replacement of expired leased
program & budget vehicles
Page 53 of 72
Section 54
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Fleet vehicle & plant maintenance in Continue with fleet maintenance
accordance with manufacturer’s schedules to ensure minimal
guidelines downtime
Development of Fleet capital & Automation of fleet maintenance
operating budgets for 2016/17 scheduling in the Technology One
Provision of the 2015/16 3rd quarter system
electricity & water reports to the
Leadership Team
Property & Facilities
Commence development of formal Met with Tourism Noosa to discuss Engage with other internal and Develop scope for policy/approach
approach for consideration of events and concept external stakeholders
commercial and other activities on public
land
Holiday parks – develop new Developing new management Finalising tender documents for Advertise and invite tenders for
management agreements, business agreement for Noosa River Holiday Noosa River Holiday Park Noosa River Holiday Park
models and strategic planning Park
Development and finalisation of Executed tenure agreements - Noosa Sports Complex Lease Kin Kin Sport and School of Arts
community tenure documents with Tinbeerwah Hall, Sunshine Coast renewals, Veggie Village, Lawson’s Noosa Yacht and Rowing Club
community groups Sports Aviators, Police Beat, Good Shed, Ridgewood Hall
Shepherd Lutheran College – sports
fields
Development and finalisation of Shop 3, 4 and 7 Sunrise Beach Assignment of Noosa Slipway Lease New Lease agreement for Sunrise
commercial tenure documents Neighbourhood Shops – new lease Assignment of Sunrise Shop 6 – Shop 1 – Doctors Surgery
agreements Bakery New Lease agreement for Sunrise
Shop 2 – Pharmacy
North Shore Campground conceptual Contract awarded and site visit Planning & feasibility assessment Finalise options and undertake
planning & feasibility assessment completed investigations and options to be financial analysis to inform decision
developed making
Business as Usual activities Service review completed Develop scope and approach for Implementation of service review
review of footpath trading guidelines recommendations
Development of community tenure Ongoing assessment of applications
agreement templates and permits for use of Council
Sunrise Beach shopping centre owned or managed land
renewal works
Page 54 of 72
Section 55
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Revenue Services
Rates modelling based on new New valuations loaded and Finalise options for changed to Finalise Revenue Policy and
valuations balanced, and test rate runs differential general rate structure to Statement for budget adoption
completed to determine impact be to be presented to Council in
accordance with budget timelines
Work with Technology One to optimise the System performance issues relating Waiting on Technology One to load Depending on Technology One and
Property and Rating system, specifically to processing of agency payments new rates modelling software into their finalisation of details of the
working towards the successful have been resolved system test environment roadmap
implementation of Enterprise Cash
Receipting, and the development and
testing of CI Anywhere
Comparative analysis to determine best Discussions underway with Finalisation of printing arrangements New arrangements in place so
external printer for rate levies Computershare and other potential for coming financial year testing can be done in conjunction
suppliers Review of cost effectiveness of with May supplementary levy
introducing BpayView as an
alternative electronic delivery
method for rate notices
Investigate feasibility of using a debt Review of properties with significant Preparation of new procedures for Monitor effectiveness of external
collection agency to assist with the arrears undertaken debt recovery and conclusion of debt collectors actions based on the
collection of overdue rates and charges negotiations with external debt test properties referred to them, and
collectors finalisation of debt recovery
procedures in accordance with
results
Business as Usual activities Approximately 2,800 Reminder Preparation for the issue of the May Undertake bi-annual pensioner
Notices issued in March supplementary rates levy verification
State Emergency Management Levy Preparation for issue of July rate
returns to 31 March completed levy
Staff cross-training and multi-skilling
progressed for new staff
Page 55 of 72
Section 56
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development X ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health X Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 56 of 72
Section 57
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
11 EXECUTIVE OFFICE DEPARTMENT UPDATE - 3RD QUARTER 2015-16
DOCUMENT INFORM AT ION
Author Executive Manager, Debra Iezzi
Executive Office
Index ECM/ Subject/ Executive Branch Updates
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Executive Manager to the Services & Organisation
Committee Meeting dated 10 May 2016 providing an update on operations of the Executive
Office for the period 1 January 2016 to 31 March 2016.
REPORT
The purpose of this report is to inform Council of the progress of various initiatives and programs
of the Executive Office which includes the following functions:
Sustainability
Customer Service
Governance
Human Resources
Community Engagement
Economic Development Officer
The following table provides an update on the activities undertaken in the Executive Office during
the period 1 January to 31 March 2016.
Page 57 of 72
Section 58
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
EXECUTIVE OFFICE
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Sustainability Project Officer
Sustainability Project Officer Participated in Earth Hour for NC Coordinating Council’s involvement Further development of Council’s
(note 50% allocated to sustainability, 50% buildings, Earth Hour lunchtime in World Environment Day Festival policy on carbon reduction and plan
to waste) documentary session 05/06/16
Organise “Beyond Zero Emissions”
presentations to Council and liaise
with the Noosa Biosphere to
organise a presentation to the
community
Customer Service
Customer Service Charter Re-distributed and published the
customer service charter to areas for
staff and customer information
Recruitment and Customer Service Cross training in waste collections Training and development of 3 key Casual recruitment and training will
training completed for all CSOs permanent staff to be able to backfill be undertaken due to casual and full
in the role of Customer Service time staff being temporarily
Coordinator. seconded to other areas
Cross training exposure into Local
Laws field officer is currently
underway
4 CSOs undertaking Justice of the
Peace training to improve service
opportunities to customers
Review of polices within the branch Completion of Customer Service To test, practice and educate the Train 3 Customer Service Officers in
Business Continuity Plan (BCP) BCP within the CS team the Coordinator role and
requirements of the BCP process.
Continual iP@n improvements Trained a second champion in Continual liaison with departments to Ongoing
reviewing and updating the CS improve iP@n to ensure correct
intranet information is available for the CS
team to use in resolving customer
enquiries
Page 58 of 72
Section 59
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Call volumes continue to increase on Ensuring that current processes and Refinement of processes with a
previous years. This quarter saw procedures are continually reviewed greater emphasis on promoting on
increased calls due to Rates Issue, and kept up to date line services
Rates Reminders and Election Improvements to T1 and online
enquiries. Our average wait time for services
the quarter overall has been 65
seconds.
Governance
Provision of Governance related support Support Council’s CEO with the
with the on-boarding program for the new development of governance related
Council following the 2016 Election training materials for the Councillor
Induction Training day
Review of Council’s Administrative Commence research relating to best Continue with research and
Complaints Policy and Processes practice complaints handling undertake review of Council’s
processes, relevant Australian Administrative Complaints Policy
Standards, and positive practices of and associated processes
other Councils. Present findings to Council’s
Leadership Team prior to submitting
recommendations to Council for
approval
Development and Implementation of Development of Public Interest Delivery of developed training and
Fraud and Corruption Control Plan for Disclosure, and Fraud and implementation of other action items
Council Corruption Control training for contained in Council’s Fraud and
relevant staff Corruption Control Plan
Support Council’s Audit and Risk Working Coordination of Management Finalise Management responses Coordination of draft agenda and
Team responses relating to the Cash relating to the Waste Charges preparation of Governance and Risk
Handling Internal Audit undertaken Internal Audit undertaken by related documents and reports for
by Council’s Internal Audit provider Council’s Internal Audit Provider Council’s Audit and Risk Committee
Coordination of agenda items and Assist with the coordination of action Meeting of 10 June 2016
preparation of Governance and Risk items from Council’s Audit and Risk Track and report progress relating to
related documents and reports for Committee meeting of 5 February implementing recommendations
Council’s Audit and Risk Committee 2016 contained in Cash Handling and
meeting of 5 February 2016 Waste Charges Internal Audits
Page 59 of 72
Section 60
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Formalise Council’s Governance Preparation of Council’s Draft Incorporate feedback provided by Present the updated Draft
Framework Governance Framework, which Council’s Audit and Risk Committee Governance Framework to Council
provides an overview of the various on the Governance Framework for formal adoption
management and control structures, Identify and recommend to council
and processes in place at Council. policies to be reviewed and or
Draft was submitted to Council’s repealed
Audit and Risk Committee meeting
held 5 February 2016 for feedback.
Business as Usual activities Provision of operational risk support Commence preparation for Council’s Finalise Council’s annual insurance
to Council’s Civil Operations annual insurance renewal process renewal process to ensure the
Manager to improve upon Council’s Finalise submission of Council’s placement of relevant policies prior
score in the Local Government responses to the Local Government to the new policy period
Mutual Public Liability Annual Audit, Mutual Annual Public Liability Audit commencing from 1 July 2016
which focuses on local government in conjunction with Council’s Civil Provide support to operational
Footpaths, Roads and Recreational Operations Manager branches of Council with planning
Areas the development of annual branch
plans and operational risk
assessments for the 16/17 year
Provide support to Council’s CEO
with the development of Council’s
Operational Plan for the 16/17 year
Human Resources
Co-ordinate Workplace Consultative Meeting held 12/02/2016 – Unions HR Policy development and union Another 6 policies are planned for
Forum (WCF) (Council and unions) were consulted on Policies and consultation consultation
Agendas, Meetings and outcomes agreed to support a single WHS
committee
Instigate/develop community based and All trainees/apprentices passed Continue to monitor, manage and Continue to monitor, manage and
developmental programmes e.g. probation and are working well encourage trainees and apprentice encourage trainees and apprentice
traineeships, WF the dole initiatives,
cadetships.
Conduct annual review of EAP Evaluation of last 9 months of Set new parameters and prices for Enter into new contract
service/contract service and contract next 12 month contract. Monitor
utilisation of the service.
Undertake annual review of HR Strategy L&D accepted by LT. Workshop to Finalise the HR Strategy incl. the Obtain SLT endorsement to HR
and Organisational Development Strategy develop the actions associated with L&D strategy Strategy and develop action plan
and develop actions to achieve corporate the HR Strategy undertaken with for implementation
goals another planned in May.
Page 60 of 72
Section 61
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Develop and Co-ordinate the My leave system completed System testing and capability Implementation of skills and
implementation of MY leave system, skills including training and change development qualification self service
and qualification system, and performance management Implementation of Performance
appraisal system Skills and qualifications and PA Appraisal system in readiness for
systems are still undergoing testing the start of the new PP cycle
prior to implementation
Develop and implement employee “Pat on the Back” project presented Incorporating Pat on the Back Employee Recognition Policy
recognition strategy to LT recommendations into a formal endorsed by LT
Employee Recognition Policy
Develop and Implement Fit for Work Occupational Assessments Implementing recommendations Developing and amending safe work
Initiative completed for 4 high risk work crews from assessments to lower risk of methods for high risk activities
injury in high risk work crews
Review of recruitment strategy incl. LT endorsed new recruitment budget Ensuring recruitment needs of Budget monitoring
advertising positions, recruiting sources, management process Departments are met
corporate budget
Finalise actions from Internal audit of Audit recommendations
payroll system implemented and completed
Develop and implement management/ LPI – Leadership Development Putting learnings into action Follow up sessions planned
leadership development program aimed at delivered to combined LT
delivering ‘high potential’ leadership LGMA Challenge completed
LGMA propeller program continuing
WHS 2 year Plan developed Endorsed by LT, managers and Implementation of Plan Implementation of Plan
Unions
WHS Refresher training delivered by HR Training program developed Communicating SafePlan and Delivery of training
WH&S responsibilities of all staff
Design and implement mechanisms for Major changes developed and Training Supervisors on their Monitor the effectiveness of the
better WorkCover, return to work, injury implemented with a focus on responsibilities in the process changes
management and rehabilitation case improved coordination and
management. administration of claims/cases
Business as Usual activities 95 % of indoor staff have now begun Development and implementation of Priority is to move to the online
Implement corporate PM System and PR the process the online PM module incl. system developed in T1 that will
process incl. templates, co-ordinate communication and training make the process easier for both
associated training and provide support to requirements associated with parties and provide reminders and
business areas in its implementation implementation of the new T1 prompts so the process is followed.
system Refresher training
HR Staff due for “check ins”
Page 61 of 72
Section 62
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Engagement
Undertake the Second Community Jury. Jury completed and outcomes Provide communications support in Communications support for waste
reported to Council, Council the implementation phases of the roll-out of green bins to new
adoption of Jury’s recommendation outcomes of both juries, particularly properties in urban areas and overall
Jurors acknowledged waste Towards Zero Waste campaign
Communications support for any
actions regarding future of Noosa
River management
Review & update all CE & media policies, Commenced review of CE Finalise review and work with Assist upcoming CE project teams
Framework, Toolkit, guidelines, templates. Framework and policies and current project teams with use of CE with use of CE planning templates
procedures project plan template and other tools and guidelines
and guidelines
Complete new landing pages and Completed March 2016 Identify next tier down landing page Work with ICT to identify
complete the text review of the whole requirements, website maintenance, opportunities for improvements to
website overseeing new content approvals in the website and participate in the
CH’s absence, liaising with LGAQ on development of a Digital Strategy
behalf of Council’s web authors &
creating new content when required
Co-ordinate IAP2 training for relevant CE Coordinated 2nd round of IAP2 Working with CE project officers to Continue to focus on the further
project personnel Engagement Essentials training, apply the learnings from the training development IAP2 skill sets of key
completed in February 2016 – 40 on current open projects CE staff and CE project officers
staff now trained
Identify opportunities/tools to enhance New Mayor and Councillor video Support Planning with a video that Actively seek new opportunities to
public consultation and communication on completed – on website & FB helps communicate the problem and use short videos to communicate
Council strategies and initiatives e.g. need for a transport strategy Council’s activities to the community
videos, Your Say Noosa website & social
media
Development of dedicated Your Say pop- 4x pop-up banners at print stage Establish procedure for pop-up set Consolidate effective use of pop-ups
up location at libraries, mobile library and Waste Plan pop-ups x 4 manned up and communicate to all CE and support the promotion of pop-
Council office foyer with valuable feedback received project teams and venues ups for project teams to the
Establish permanent pop up sites at community
libraries and key Council locations
Provide effective media advice to assist Creation of video Provide media and communications Ongoing
new Councillors and Mayor Media workshop support and advice to new Mayor
Social media posts and media and Councillors
releases Ongoing media and social media
support
Page 62 of 72
Section 63
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities
Preparation of media releases Preparation of media release and Maintain frequency and quality of Ongoing
effective communication via local council media releases incl. social Finalise review of Social Media
Support for CE projects – planning, media outlets and social media media for general council business organisational policy
communications, media, pop-ups, Support Waste Reduction & and major strategies e.g. Koala Maintain and increase reach of
meetings Recycling Plan and Conservation & Management Plan, Council’s FB page
Social Media Skate park Upgrade projects Tpt. Strategy Review library’s Instagram and
Increased number of likes weekly Maintain and increase reach consider expanding social media
Website content and approvals
High levels of ‘liking’ for key social Continue to review quality of website platforms.
Maintain Council’s brand content and manage approvals and
media posts communicating key
Council messages review process
Economic Development
Implementation of the Local Economic Implementation Plan to accompany Councillor induction and Implementation of Local Economic
Plan the LEP developed and reported to communications Plan Initiatives
the February meeting of Council Planning and development of
Initiatives in the Implementation Plan initiatives to be implemented 2016-17
submitted for 2016-17 budget - Economic Data to support and
consideration monitor the LEP
#NoosaConnects business - Digital Reference Group
networking event conducted - Local Economic Group/Entity
Business Assistance Guide - Business Development Grant
developed Program
- Economic Prospectus
Business as Usual activities Respond to business Enquiries Regional Business Awards
Co-ordinate Small Business Week
Activities
Co-ordinate Commercialisation
Workshops
Finalise the Agribusiness Profile
Page 63 of 72
Section 64
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
All relevant departmental staff were consulted in the preparation of this report.
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
X Community Engagement Building & Plumbing Services
X Customer Service Civil Operations
X Economic Development Infrastructure Planning & Design
X Governance Planning & Environment
X Human Resources Strategic Land Use Planning
X Sustainability
Page 64 of 72
Section 65
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
12 PLANNING & INFRASTRUCTURE DEPARTMENT UPDATE - 3RD QUARTER 2015-16
DOCUMENT INFORM AT ION
Author Director Planning & Infrastructure, Martin Drydale
Planning and Infrastructure Department
Index ECM/ Subject/ Branch Management/ Planning and Infrastructure
Attachments Nil.
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Planning and Infrastructure to the Services &
Organisation Committee Meeting dated 10 May 2016 providing an update on operations of the
Planning & Infrastructure Department for the period 1 January 2016 to 31 March 2016.
REPORT
The adopted organisation structure includes the following branches under the Planning and
Infrastructure Department:
Building and Plumbing;
Civil Operations;
Infrastructure Planning and Design;
Planning and Environment; and
Strategic Land Use.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the Planning and Infrastructure Department.
Page 65 of 72
Section 66
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
PLANNING AND INFRASTRUCTURE DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Building and Plumbing
RV Park Cooroy - Design and install All designs and installation of this Monitor existing use for maintenance Inspection of completed works and
dump point project have been completed on purposes maintenance activities for final sign
time and within budget off.
Deliver audits for backflow prevention As per set programme 25 backflow 107 Backflow prevention devices to 28 backflow prevention device audits
devices and on-site facilities programs prevention devices have been be completed annually, program on scheduled for this quarter
audited this quarter target.
Implementation of on-site waste Letter drop for residents to be
water facility audit programme has implemented by the end of the
been developed and has month. Councillors to be advised of
commenced in the Cooran area details prior to commencement.
Develop swimming pool educational Provided State Government training Develop fact sheets and Continue to develop swimming pool
material to meet legislative reform endorsement for Councils Cadet educational material for Council’s educational material for residents.
Building Certifier (completed) web page
Negotiated with Queensland Continue to inspect and report on
Building and Construction emersion requests and swimming
Commission to provide Council with pool complaints.
1,000 swimming pool information
broachers
Develop and implement condition reports Contract for tenders have been Access to the first 50 Council Continue to monitor contract
for Council owned buildings and developed buildings within this existing contract conditions
structures Contract has been awarded for has been organised
works programme
Business as Usual activities Continuing to meet legislative Maintain 2 day and 20 day Ensure that comments relate to
timeframes for all building and legislative requirements to the best upcoming priorities over the next 3
plumbing approvals of our ability months
Continuing to undertake Utilising internal resources and Develop contracts for security and
maintenance activities as requested external resources to meet budget air conditioning contracts
Undertaking after hours call outs targets Undertake a stocktake of
within agreed timeframes maintenance supplies for
maintenance vehicles
Page 66 of 72
Section 67
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Civil Operations
Develop a Fire Management Strategy for Prioritised fire trail installation Liaising with Qld Parks & Wildlife Conduct a controlled burn with Qld
Bushland Reserves and Road Reserves complete. Service on joint fire management Parks & Wildlife if conditions are
activities. appropriate.
Delivery of 2015/16 Renewal Gravel road resheeting programme Complete Croziers Road gravel Planning for 2016/17 gravel
Programmes including: Gravel Road 90% complete resheet which will complete the resheeting programme
Resheeting, Road surfacing & Road surfacing and stormwater pit 2015/16 programme Planning of road surfacing &
Rehabilitation, Stormwater Pit replacement programmes are Delivery of remaining road surfacing rehabilitation and stormwater pit
Replacement currently on budget and on target. & rehabilitation and pit replacement replacement programme for
programme. 2016/17.
Parks & Natural Areas Tree Goods & Assessment of the tender and Finalise contract arrangements
Services preferred supplier arrangement endorsement of panel arrangement
Renovations to the Noosaville Lions Park Project completed. Ongoing assessment of Gympie Replacement of assets and furniture
picnic shelters Terrace furniture. identified in the assessment.
Natural Areas service delivery model Preferred model identified. Further reports being prepared. Finalising preferred service delivery
model.
Business as Usual activities Transfer of footpath inspection Preparation of tenders for renewal of Tender assessment of mowing
processes to new mobility approach. mowing contracts and establishment contracts and landscaping services
of a landscaping services panel of panel of providers.
providers.
Poinciana Avenue footpath
construction project.
Infrastructure Planning & Design
Development of the Noosa Transport First round of community & Review of consultants working Undertake next stage of community
Strategy in conjunction with Strategic stakeholder consultation completed. papers. & stakeholder engagement of work
Planning Summary of results collated Preparation of next stage of to date.
Consultant’s working papers for 20 community & stakeholder Finalise 5 year action plan.
year mission and 10 year strategy engagement.
received.
Implement recommendations of the Traffic Study completed and
Traffic Study and monitor outcomes with reported to Council in February
audits with aim to improve safety 2016.
standards
Page 67 of 72
Section 68
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Upgrade of bus stops including shelters Five contracts awarded Consulting with TransLink regarding Finalise the 2016/17 PTIG
to meet disability access standards. Manufacture of coastal & rural bus the 2016/17 Passenger Transport programme
shelters completed (20) Infrastructure Programme (PTIG) Commence planning
Installation of 9 bus shelters with TransLink.
completed
25 of 37 bus stop upgrades
completed
Refurbishment of Munna Point Bridge Completion of the project is Completion of bridge deck work Ongoing monitoring of cathodic
scheduled for May 2016 protection system.
Public Transport – electric bus trial Request for tenders to enter a fixed Tenders closed on 5 April with 2 Provide a report to Council
term lease arrangement for the submissions received. recommending preferred tenderer.
provision of electric buses Completion of tender evaluation. Appoint preferred tenderer.
advertised.
Construction of Dr Pages Road and Kinmond Creek Road sealed Bitumen sealing of Dr Pages Road Monitoring of 12 month defect
Kinmond Creek Road Project completion May 2016 liability period.
Business as Usual activities Commencement of Gympie Terrace Completion of the asset Implementation of recommendations
and William Street revetment wall management capability assessment from the asset management
project roadmap workshops capability assessment.
Development of a GIS automated Development of the pavement Further advancements of asset
load process of as constructed data management system to progress a condition assessments.
from developers directly into the cyclic road reseal program. Development of detailed asset
GIS. management plans for specific asset
Further development of Asset classes.
system to improve inspection and
condition data.
Planning & Environment
Management of Flying Fox Issues Completed Management Options Boundary vegetation works for Report findings of further
Report for Wallace Park, including adjoining residents investigation of use of sprinkler
community consultation Investigation of sprinkler system to system
Erected educational signage around improve buffers for residents
Wallace Park
Delivery of Voluntary Conservation Legal review completed of VCA Property visits to remaining 7 Ongoing property visits
Agreement program covenant and written agreement landholders
Completed property visits for 12 of Field day with VCA landholders
the 19 VCA landholders
Page 68 of 72
Section 69
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Environmental Management Plan Development of Council’s website
completed for 136 Kildeys Rd, for natural resource management
Cootharaba
Draft Local Government Infrastructure Extension to complete LGIP Review of Unitywater’s DMatt Determine future works required and
Plan approved to 30 June 2018 by projections costs
Minister Mapping of existing infrastructure Progressive reports to be presented
PIA mapping reviewed and updated networks and costings to Council for each infrastructure
Population and development Reviewing desired standards of network
projections received from Unitywater service for all infrastructure networks
(DMaTT) for review with Council officer asset managers
Develop Noosa River Management Noosa River Community Jury Advice provided to state agencies on Future workshops with Council to
Strategy completed with jury Jury’s recommendations address Jury recommendations
recommendations presented to
Council
Develop Koala Policy and Koala Koala Policy adopted by Council Koala Conservation Plan endorsed Stage 2 of Koala Research Work
Management Plan 2015 by Council for community with USC and Noosa Biosphere
Koala Survey work by USC with engagement
Maya completed
Koala habitat and threat mapping by
SEQ Catchments completed
Develop an auditing program for Report presented to Council in Feb Ongoing inspection of signage Commencement of auditing program
advertising devices 2016 on option to address the creep complaints and advice on signage for advertising signage subject to
of excessive advertising signage requirements 2016-17 budget approval
Undertake survey of all businesses in Survey completed of Noosaville Ongoing review of new businesses
Noosaville Industrial Estate Industrial estate established in Noosaville Industrial
Register developed of all existing estate
businesses in industrial area Feedback to strategic planning on
Report presented to Council on survey findings
outcomes of survey
Develop plans for Weyba Creek Bank Rehabilitation work of creek bank Review of works following feedback
Stabilisation project Access stairs to waterway installed from community
Installation of design amendments
where appropriate
Page 69 of 72
Section 70
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Develop Bushland Reserve Management Initial consultation with stakeholders Draft Management Plan for Noosa Report the draft Management Plan
Plans for development of management Parklands completed for Council’s consideration and
plan Noosa Parklands further community engagement
Business as Usual activities Iluka Appeal withdrawn by applicant
(re: refusal to clear vegetation at
Settlers Cove)
Neate Appeal withdrawn by
applicant (re: refusal to extend
relevant period for Attunga Heights
development)
Strategic Land Use
Agricultural Lands Study Completed study Report to Council No further action
Biodiversity Plan Plan preparations and mapping well Review LiDAR map information, Finalise draft plan and report to
underway progress biodiversity mapping and Council
continue with documenting
strategies and actions.
Effluent Disposal Study update Develop audit programme letter drop Identify and undertake a desk top Inform Councillors of activities in
for on-site waste water facilities to study of 2000 Cooran properties that regards to audit programme
support Planning Scheme objectives are effected within this audit Commence letter drop and undertake
programme. testing of identified facilities that may
Implement developed programme affect existing development
processes
Flood Management Strategy Draft plan complete Seek internal comment on plan Finalise plan and report to Council
Flood Modelling for the Noosa River Model set up Prepare model outputs and reports Finalise flood study and report to
Catchment Council
Centres Strategy Peer review of initial findings Advance Centres Strategy Report to Council
Consultants engaged to prepare an
Activities Centre Strategy
Housing Needs Analysis Establish data sets on: Finalise project scope and Consultant to undertake analysis
o housing stock procurement
o housing capacity
o housing waiting lists
o housing providers
Page 70 of 72
Section 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Set up office space, administrative Recruiting balance of team Preliminary community and
systems, budget and programme for Directions paper stakeholder communication.
new Planning Scheme Community engagement plan
Planning Scheme Project Manager
commenced
Page 71 of 72
Section 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 10 MAY 2016
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil.
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office X Planning & Infrastructure
Community Engagement X Building & Plumbing Services
Customer Service X Civil Operations
Economic Development X Infrastructure Planning & Design
Governance X Planning & Environment
Human Resources X Strategic Land Use Planning
Sustainability
Page 72 of 72