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2018-05-08 Services & Organisation Committee Agenda
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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 8 May 2018
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Joe Jurisevic (Chair), Frank Pardon, Tony Wellington, Frank Wilkie
“Noosa Shire – different by nature”
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Full text of sections 2 to 85 (of 107)
Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 1718T045 CRUSHING TENDER ACCEPTANCE 3
2 RESOURCE RECOVERY AUSTRALIA PTY LTD - VARIATION TO LICENCE
1718T054 "REUSABLE GOODS, RECYCLING AND SALES FACILITY" AT
EUMUNDI ROAD 9
3 NOOSA CULTURAL PLAN - DRAFT FOR PUBLIC CONSULTATION 14
4 TOURISM NOOSA 2018-19 SPONSORED EVENTS - TEMPORARY PERMIT
APPROVALS 19
5 COUNCILLORS' EXPENSES REIMBURSEMENT POLICY UPDATE 22
6 LOCAL LAWS DELEGATION OF AUTHORITY 30
7 CERTIFIED AGREEMENT NEGOTIATION PROCESS 34
REPORTS FOR NOTING BY THE COMMITTEE 37
8 NOOSA SPIT FORESHORE EROSION UPDATE 37
9 SIX MILE CREEK FLOOD STUDY COMPLETION 42
10 OPERATIONAL PLAN PROGRESS REPORT - 3RD QUARTER 2017-18 46
11 COMMUNITY SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2017-18 60
12 CORPORATE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2017-18 83
13 EXECUTIVE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2017-18 91
14 INFRASTRUCTURE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2017-
18 99
CLOSED SESSION -
Page 2 of 107
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 1718T045 CRUSHING TENDER ACCEPTANCE
DOCUMENT INFORM AT ION
Author Civil Operations Technical Officer, Cameron Shields
Infrastructure Services Department
Index ECM/ Project and Contract/ 1718T045 Noosa Council Crushing
ECM/ Subject/ Contracting/ Tenders
Attachments 1. 1718T045 – Quarry – Final Evaluation Summary
2. 1718T045 – Landfill – Final Evaluation Summary
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Civil Operations Technical Officer to the Services and
Organisation Committee Meeting dated 8 May 2018, and:
A. Award tender 1718T045 Crushing to the following contractors:
i. Portion A – Ringtail Creek Quarry: Rosenlund Contractors Pty Ltd.
ii. Portion B – Eumundi Road Landfill: Rosenlund Contractors Pty Ltd.
B. Award the Contract for an initial term of up to three (3) years, with an option to extend for
two (2) further periods of up to twelve (12) months each. The option to extend will be at
Council’s own discretion and subject to the Contractor’s ability to meet the requirements
under the Contract.
REPORT
Crushing is a key part to operations at the Council owned and operated Ringtail Creek Quarry
and Eumundi Landfill Sites.
At Ringtail Creek Quarry, virgin quarry materials and waste from construction and maintenance
projects are crushed and then used on a variety of Council projects.
At the Eumundi Road Landfill, crushing is required to process all concrete waste resulting from
construction and demolition activities from around the Shire. Processed material is sold to the
public as a source of revenue or used on site for various projects.
1. Tender Process
The tender was advertised on LG Tenderbox on 15 February 2018 with a closing date of 15
March 2018. The tender was also advertised in the Sunshine Coast Daily on 17 February 2018.
The tender consisted of two separable portions as shown below:
i. Portion A – Ringtail Creek Quarry;
ii. Portion B – Eumundi Road Landfill.
Page 3 of 107
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
An industry site briefing was held on 22 February 2018 at both sites to provide an overview of the
contract and contractors were invited to ask questions. All questions and answers were noted
and uploaded to LG Tenderbox the day after as a Pre Tender Box Close - Notice to Tenderers.
2. Tender Assessment
The tender evaluation panel carried out an assessment of the three conforming tender
submissions from:
1) Rosenlund Contractors Pty Ltd;
2) Terragon Mobile Crushing; and
3) Wagners Quarries Pty Ltd.
The three conforming tenders all tendered on portion A of the contract and tenderers 1 & 2
(above) tendered on portion B.
The tenders were then evaluated using the following criteria:
Capability and Resourcing
Contract Experience & Capacity
Methodology
Quality
Safety
Environment & Sustainability
Contribution to Local Economy
Price
The evaluation methodology considered non-price elements (65% of the score) and a price
component (35% of the score).
3. Portion A – Ringtail Creek Quarry
Portion A relates to crushing activities at Ringtail Creek Quarry. These activities include crushing
of shot rock and construction and demolition waste concrete and the screening of top soil and
sand.
Three conforming tenders were evaluated for Portion A of the contract; Rosenlund Contractors
Pty Ltd, Terragon Mobile Crushing and Wagners Quarries Pty Ltd.
Rosenlund Contractors demonstrated as the most advantageous tender to Council, with
Terragon Mobile Crushing scoring the second highest during the evaluation process.
The total cost was calculated based on last financial year’s quantities and applying the
respondent’s tendered unit rates accordingly, to determine a total/overall cost, as recorded in
Attachment 1. Rosenlund Contractors provided pricing was considered most advantageous to
Council, followed closely by Terragon Mobile Crushing and then Wagners Quarries who had
large mobilisation costs.
All three tenderers demonstrated they are capable of undertaking the works and provided
satisfactory methodologies. All tenderers demonstrated they had experience undertaking similar
projects however Wagner’s Quarries experience is mainly with private contractors and not Local
Government.
Both Rosenlund Contractors and Wagners Quarries provided good responses in regards to
Quality, Health and Safety whilst Terragon Mobile Crushing provided brief information in this
regard.
Page 4 of 107
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Additionally, Rosenlund Contractors and Wagners Quarries have ISO accreditations in these
areas whereas Terragon Mobile Crushing does not.
Rosenlund Contractors is recommended as the preferred contractor for Portion A.
4. Portion B – Eumundi Road Landfill
Portion B relates to construction and demolition concrete waste crushing at Eumundi Road
Landfill.
Two conforming tenders were evaluated for Portion B of the contract; Rosenlund Contracts Pty
Ltd and Terragon Mobile Crushing.
The total cost was calculated based on an expected forecast of 10,000m3 of processed material
per year and applying the respondent’s tendered unit rates accordingly, to determine a
total/overall cost, as recorded in Attachment 2. As a result, Rosenlund Contractors pricing was
considered most advantageous to Council by a considerable margin.
Both tenderers demonstrated they have the capacity, experience and required plant to carry out
the works. Satisfactory methodologies were included in both tenderers submissions.
Rosenlund Contractors provided a very good response in regard to Quality, Safety and
Environment categories as their submission included in depth supporting documents and
management plans, whereas the supporting documents in Terragon Mobile Crushing’s
submission provided brief information only in this regard. Rosenlund Contractors are also ISO
accredited for these three elements.
Rosenlund Contractors is recommended as the preferred contractor for Portion B.
5. Scheduling
When the contract is awarded, the supervisor of each site will organise the crushing works once
there is a suitable build-up of material to process.
Finance & Risk
Based on the historical data and future estimates, the total cost over the first year is $185,859 for
the Quarry portion and $154,000 for the Landfill portion.
As this contract is a schedule of rates and there is no minimum workload requirement i.e.
services will be provided on an ‘as required’ basis, there is low risk of exceeding future budgeted
amounts provided the expenditure for these works is properly monitored.
Consultation
External Consultation - Community & Stakeholder
Council held an industry briefing on 22 February 2018 to all interested contractors.
Internal Consultation
Waste Management, Finance, Procurement and Civil Operations.
Page 5 of 107
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Departments/Sections Consulted:
Chief Executive Officer X Community Services X Corporate Services
Executive Officer Director Director
Executive Support Community Development X Financial Services
Community Facilities ICT
Libraries & Galleries X Procurement & Fleet
Local Laws Property
X Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development X Infrastructure Services
Director Director X Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development X Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 6 of 107
Section 7
ATTACHMENT 1
Page 7 of 107
NOOSA SHIRE COUNCIL Weighted Attribute Evaluation Spreadsheet - Final Evaluation
Contract Title: Noosa Council Crushing - QUARRY A T T ACH M ENT 1
NAME OF TENDERER PRICE
(Conforming Tenders Only) (excl of GST)
1 |Rosenlund Contractors $185,859
2 |Terragon Mobile Crushing $197,554
3 |Wagners Pty Ltd $314,891
Co eae es ee
Cg RS a ae ee LOE ey le CO | eos]
6 (SR a een Po Me eSaNE |
7 [SEARS ae TT ee CE eS |! ST
3s [SFR St ae NE Ds. eRe
Cy a eee ee a |
10 [TisigS cnt, oe eee eee PT vee
NON-CONFORMING TENDERS
1 2 3 4 5 6 7 8 9 10
Resultant Resultant Resultant Resultant Resultant Resultant Resultant Resultant | Resultant Resultant
Evaluation Criteria Weighting (%) Score score x score x score X score x Score score x Score score x Score score x Score score x score x Score score x
weighting weighting weighting weighting weighting weighting weighting weighting weighting weighting
Total Fees (Pc) 35% $185,859 $197,554 $314,891 $o $0 $o $o $0 : $0 $0
Average Fees (Pav) $......sscesseceseeseneene $232,768
Price Score 120 115 65 0 0 0 0 0 0 0
Normalised Price Score (Pn) 100 96 54 0 0 0 0 0 0 0
Weighted Price Score (Pw) 33.54
Assessment Panel Position Title p 7 \)
: The Contract Administrator confirms the above scores x
Contract Administrator & Assesment Panel Member 1 Cameron Shields - Technical Coordinator and weightings of this evaluation \/ \ 0
Assesment Panel Member 2 Rob Walsh - Waste Management Supervisor
Assesment Panel Member 3 Keith Gravett - Quarry Supervisor Contract Administrator's signature: Cameron Shields - Technical Coordinator ‘
Assesment Panel Member 4 Peter Robinson - Workplace Health & Safety Advisor
Assesment Panel Member 5 James Santifort - Engineering Trainee
Page 7 of 107Section 8
ATTACHMENT 2
Page 8 of 107
NOOSA SHIRE COUNCIL Weighted Attribute Evaluation Spreadsheet - Final Evaluation
Contract Title: Noosa Council Crushing - LANDFILL ATTAC H M E NT 2
NAME OF TENDERER PRICE
(Conforming Tenders Only) (excl of GST)
1 |Rosenlund Contractors $154,500)
2. |Terragon Mobile Crushing $194,750
3 [Fai ES LS ce [oe a i re]
4 |e ee) Te ee er
5: [ae ae a NE oe ae
LW |
7 | BEE Taree RS ee |
8 |G SE ae Se
9 [Axe Sah Oe Ne | os
10 [55855 Rite aces se TR]
NON-CONFORMING TENDERS 2
1 2 3 4 5 6 x 8 9 10
Crushing
Resultant Resultant Resultant Resultant Resultant Resultant Resultant Resultant Resultant Resultant
Evaluation Criteria Weighting (%) Score score X Score score x score x Score score x Score score x Score score x Score score x Score score x score x Score score x
weighting weighting weighting weighting weighting weighting weighting weighting weighting weighting
Te
Crushing
Total Fees (Pc) 35% $154,500 $194,750 $o $0 $o $o $o so . $0 $0
Average Fees (Pav) $....c.cccsscsssssesesees $174,625
Price Score 112 88 0 0 0 0 0 0 0 0
Normalised Price Score (Pn) : 100 79 0 0 0 0 0 0 0 0
Weighted Price Score (Pw) 0
Assessment Panel Position Title Ki )
, The Contract Administrator confirms the above scores Ly \)
Contract Administrator & Assesment Panel Member 1 Cameron Shields - Technical Coordinator and weightings of this evaluation NVQ
Assesment Panel Member 2 Rob Walsh - Waste Management Supervisor
Assesment Panel Member 3 Keith Gravett - Quarry Supervisor Contract Administrator's signature: Cameron Shields - Technical Coordinator
Assesment Panel Member 4 Peter Robinson - Workplace Health & Safety Advisor
Assesment Panel Member 5 James Santifort - Engineering Trainee
Page 8 of 107Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
2 RESOURCE RECOVERY AUSTRALIA PTY LTD - VARIATION TO LICENCE 1718T054
"REUSABLE GOODS, RECYCLING AND SALES FACILITY" AT EUMUNDI ROAD
Author Manager Waste and Environmental Health, Wayne Schafer
Community Services Department
Index ECM/ Subject/ Waste – Recycling/ Contract 1718T054
Attachments Nil
EXECUTIVE SUMMARY
Council awarded tender 1718T054 and agreed to issue a license to Resource Recovery Australia
Pty Ltd (RRA) on 15 February 2018 to operate the Reusable Goods, Recycling and Sales Facility
at Eumundi Road. Following Council’s approval to issue the licence:
Endeavour who currently provide relief staff services at the weighbridge and rural transfer
stations have indicated they do not wish to renew their agreement to provide those
services; and
RRA have sought negotiations with Council to provide mattress recycling including foam
recycling which was mentioned in their tender, but not finalised at the time Council
approved their licence.
It is now proposed to enter into a contractual arrangement for RRA to provide relief staff services
and mattress processing aligned to the term of their seven year licence. However, as the
proposed payment to RRA for the provision of both relief staffing services and recycling
mattresses constitutes a ‘large sized contract’ it is necessary to gain separate Council approval
This report proposes that Council consider and resolve under Section 235 (a) and (b) of the Local
Government Regulation 2012 that the provision of relief staffing services and mattress recycling
be provided by RRA.
RECOMMENDATION
That Council note the report by the Manager Waste and Environmental Health to the Services &
Organisation Committee Meeting dated 8 May 2018 and:
A. Pursuant to section 235(a) of the Local Government Regulation 2012 agree to enter into a
large-sized contractual arrangement with Resource Recovery Australia Pty Ltd for the
supply of trained relief staff at the Eumundi Rd weighbridge, Cooroy and Pomona Transfer
stations when permanent weighbridge and transfer station staff employed are on annual
leave, sick leave and their lunch break without first inviting written tenders as Council is
satisfied that they are the only supplier who are reasonably available;
B. Pursuant to section 235(b) of the Local Government Regulation 2012 agree to vary the
licence arrangement with Resource Recovery Australia Pty Ltd to include mattress
processing without first inviting written tenders as this is a specialised recycling service
which Resource Recovery Australia Pty Ltd offered to undertake in their original tender
proposal;
C. Authorise the CEO to enter into a contract with Resource Recovery Australia Pty Ltd to
provide trained relief staff at the Eumundi Rd weighbridge, Cooroy and Pomona Transfer
stations when permanent weighbridge and transfer station staff employed by Council are
on annual leave, sick leave and their lunch break; and
D. Authorise the CEO to vary the processing and recycling of mattresses and recycling of
foam and useful cloth material as a variation to Resource Recovery Australia Pty Ltd’s
license 1718T054.
Page 9 of 107
Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
REPORT
This report recommends an agreement to provide relief staff for the Eumundi Road weighbridge,
Cooroy and Pomona waste transfer stations and a variation to license 1718T054 issued to
Resource Recovery Australia Pty Ltd to include processing of mattresses, subject to Council
resolving that the services be exempted from tendering under the provisions of section 235 of the
Local Government Regulation 2012.
1. Relief Staffing for Transfer Stations at Eumundi Road, Cooroy and Pomona
Two Council staff members operate the weighbridge 10 hours per day, 7 days per week under a
Local Area Work Agreement (LAWA), working 4 days on and 4 days off. The LAWA provides that
they must have at least a half hour lunch break in their 10 hour shift.
A number of trained relief staff need to be available at short notice (who are trained in the use of
the ‘wasteman software’ at the facilities) to ensure these public waste disposal facilities continue
operating without impact on the community. RRA is well suited to provide these services as they
provide similar services in other locations in Australia.
Endeavour have been operating the Cooroy Transfer Station under contract and provided a
trained weighbridge operator to relieve at the weighbridge and the Pomona facility. Endeavour
wish to withdraw from this service as it no longer fits their service model. In the interim staff have
arranged for Cooroy to be operated by a casual employee who operated the site previously.
2. Mattress Processing at Eumundi Road Transfer Station
Over the past few years Noosa Community Training Centre (NCTC) trading as Briteside
Industries, undertook a trial of spring mattress recycling using a staff member who processed
about 2,500 spring mattress per annum for a set payment per mattress. Foam mattress were not
processed and are currently sent to landfill. At 1 June 2018, when Briteside leave the site Council
would like to continue processing mattresses so they are not landfilled.
In their tender submission, RRA were the only tenderer who indicated that they could process
foam mattresses including bailing of foam and reuse of covering cloth material, but details of how
this could be achieved or whether the operation would be transferred to Cleanaway had not been
resolved at the time of awarding the licence. Subsequent discussions with Cleanaway have
indicated that they would prefer not to undertake this activity.
Negotiations with RRA about recycling mattresses have now been completed and an opportunity
exists for Council to offer mattress processing to RRA for a set price per mattress, allowing them
to bail and sell foam. This is a significant improvement on our current recycling activities where
foam and covering materials from spring mattresses and complete foam mattresses are
landfilled.
3. Proposed way forward
It is proposed to enter into a contract with RRA to provide trained staff to relieve:
2 weighbridge staff when they take their four weeks annual leave each year;
Cooroy and Pomona Transfer Station staff taking annual leave;
Weighbridge and transfer station staff on sick leave;
Weighbridge staff for their half hour lunch break; and
During periods when Council staff at the weighbridge or rural transfer stations are absent
on sick leave.
Page 10 of 107
Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
It is also proposed that the license approved by Council and issued to RRA be varied to include:
A requirement for RRA to undertake mattress processing, including recovery for reuse of
foam and any useful cloth material.
4. Procurement Implications
The license issued by Council did not contain any payment to RRA at the time it was approved.
The value of the proposed new relief staff contract ($350,000) and variations to the license to
have RRA undertake mattress recycling ($262,500) over the seven year period both constitute a
“large sized contract” and under Council’s standard procurement practices should go to tender.
In this instance, Council staff believe that tendering the services is not practical nor cost effective
under the circumstances, based on the following:
Employing Agency or casual staff to relieve Council’s weighbridge operators for a half an
hour lunch break at Eumundi Road Landfill would require a three hour call out fee whereas
RRA staff will be simply able to walk across to the weighbridge as part of their normal
duties;
More than 1 trained person able to use the wasteman software needs to be available for
relief at short notice – i.e. sick leave. Employing a casual or range of casuals and paying
them to be on standby to ensure they are available is impractical;
Operating the weighbridge software used at all sites is complex and takes significant
training and refresher training if not used regularly;
Mattress processing provided by RRA includes WH&S supervision and other onsite
supervision, not available if another tenderer were to take on this role;
RRA has the role of recycling goods at the Eumundi Landfill;
RRA indicated they could offer the mattress processing service in their tender submission
for a cost and would have an expectation that another contractor would not be offered this
role; and
Mattress processing is directly linked to the other recycling and value adding services to be
performed by RRA.
5. Local Government Regulations
Section 235 (a) and (b) of the Local Government Regulations provides an option for Council
under these abovementioned circumstances.
Section 235 - Other exceptions
A local government may enter into a medium-sized contractual arrangement or large-sized
contractual arrangement without first inviting written quotes or tenders if—
(a) the local government resolves it is satisfied that there is only 1 supplier who is reasonably
available; or
(b) the local government resolves that, because of the specialised or confidential nature of the
services that are sought, it would be impractical or disadvantageous for the local government to
invite quotes or tenders; or
(c) ……………..
(d) …………..
An exemption from tendering the services requires Council to form an opinion and pass a
resolution that the exemption complies with criteria detailed in section 235.
Page 11 of 107
Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Previous Council Consideration
Ordinary Meeting, 15 February 2018, Item 3, Page 11
That Council note the report by the Manager Waste and Environmental Health to the Services
and Organisation Committee Meeting dated 6 February 2018 regarding a new licence for
operation of the Reusable Goods Recycling and Sales Facility at the Resource Recovery Facility,
Eumundi Road, Doonan and:
A. Award a licence for a period of 7 years (plus three licence extensions of one year each at
Council’s discretion) to Resource Recovery Australia;
B. The licence commencement date to be prior to 1 July 2018 as determined by the CEO;
C. Authorise the CEO to extend the current licence for Noosa Community Training Centre to
operate the site until a transfer of licence to Resource Recovery Australia can be smoothly
achieved;
D. Offer to purchase the existing Noosa Surf Club building and the small storage shed on site
from Noosa Community Training Centre for an agreed market valuation;
E. Require an undertaking from the successful tenderer in accordance with their proposal to
offer employment to existing Briteside staff where staff meet the relevant employment
criteria;
F. Request the CEO to explore ways in which Council can support Noosa Community
Training Centre to deliver their local training programs in the absence of revenue from the
Briteside Tip Shop and report back to Council.
Further to item B of the resolution, the commencement date has now been negotiated with
Briteside and RRA as 1 June 2018.
It is important to note that the tender encouraged tenderers to be innovative and a key
performance outcome was improved diversion of waste from landfill. In their tender RRA
indicated they had the ability to process mattresses and recover foam and cloth. This was
considered to be an advantage for RRA during discussions on the awarding of the tender.
Finance
Council is already paying Endeavour to provide relief staff at the weighbridge and rural transfer
stations for annual leave replacement and sick leave absence. As a result, there is no significant
financial impact if this staffing arrangement with RRA is implemented. In fact, to call tenders and
engage external casual employees to relieve at the weighbridge would possibly be more
expensive than this proposal.
The estimated cost of providing these staffing services is $50,000 per annum or $350,000 over a
seven year period.
The processing of mattresses will cost $15 per sprung mattress which is $4 per mattress more
expensive than the current payment made to Briteside staff but has the additional advantage of
diverting a large volume of foam and cloth covering material from disposal to landfill.
The estimated cost to Council of recycling mattresses is $37,500 per annum or $262,500 over a
7 year period.
Page 12 of 107
Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Risks & Opportunities
Risks
Failure to ensure trained staff are available to relieve at all waste disposal facilities could result in
serious impacts upon council’s reputation and loss of revenue from disposal fees if the facilities
are closed because staff are unavailable to operate a waste disposal facility.
Opportunities
RRA is ideally situated at Eumundi Road to provide cost effective relief staff to allow
permanent weighbridge staff to take a lunch breaks particularly when compared to the
costs of external casual staff travelling to and from the facility to provide half an hour relief;
RRA are also able to train a pool of relief staff which is more advantageous to Council than
the engagement of one external casual staff member who would not be able to cover
multiple staff absences on the one day;
RRA would contribute significantly to the ongoing processing of mattresses including foam
mattresses diverting a significant volume of foam and other material from disposal to
landfill; and
RRA is also a not for profit organisation so there is a positive social capital component to
the proposed arrangement.
Consultation
External Consultation - Community & Stakeholder
Resource Recovery Australia Pty Ltd
Endeavour Australia
Internal Consultation
Governance Advisor, Paul Bright
People and Culture Manager, Will Burgess-Dean
Procurement and Fleet Manager
Departments/Sections Consulted:
Chief Executive Officer X Community Services X Corporate Services
Executive Officer X Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries X Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance Economic Development Civil Operations
X People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 13 of 107
Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
3 NOOSA CULTURAL PLAN - DRAFT FOR PUBLIC CONSULTATION
DOCUMENT INFORM AT ION
Author Manager Libraries & Galleries, Kerri Contini
Community Services Department
Index ECM/ Subject/41.22 – Social Policy
Attachments 1 Draft Noosa Cultural Plan 2018 – 2023
(Note: 44pg attachment provided separately to this report)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Manager, Libraries and Galleries to the Services and
Organisation Committee dated 8 May 2018 and:
A. Approve the Draft Noosa Cultural Plan 2018 – 2023, included at Attachment 1 of this
report, for the purposes of community consultation; and
B. Request the Chief Executive Officer collate and consider the feedback for the purposes of
developing a final Noosa Cultural Plan for the future consideration of Council.
REPORT
The purpose of this report is to present the draft Noosa Cultural Plan 2018 – 2023 (the draft
Cultural Plan) to Council for consideration and seek approval to undertake community
consultation regarding the draft Cultural Plan.
1. Background
Noosa Council has not had a cultural strategy or plan since the Creative Noosa Strategy which
was endorsed in 2004 and in effect until amalgamation in 2008. During the period of
amalgamation with Sunshine Coast Regional Council a Cultural Development Policy was
endorsed in late 2012 and a strategic plan was in the early development stages however neither
had been practically implemented by the time of de-amalgamation. It has therefore been ten
years since Noosa Council has had an overarching strategic plan to provide a guiding focus to
the cultural sector.
In 2015 Noosa Council endorsed the Noosa Social Strategy (2016) which included the theme: “A
creative and informed community”. The development of an arts, culture and heritage plan was a
key action to be delivered under this theme.
In 2017 Council’s Community Services Department commenced the process to develop a
Cultural Plan covering the arts, culture and heritage sectors.
Page 14 of 107
Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
2. Purpose
The Noosa Cultural Plan 2018 – 2023 will be a key Council planning document aligning with, and
supporting, Council’s Corporate Plan and our vision “Noosa Shire – Different by Nature”.
The Cultural Plan recognises the value of arts, culture and heritage to the Noosa community, and
to Council itself, and aims to secure a healthy future for the cultural sector based on shared
aspirations and priorities. It outlines a range of goals and actions across the coming five years to
2023 to build on existing strengths, address essential gaps and take advantage of emerging
opportunities.
Importantly it articulates the role of Council in the delivery of the Cultural Plan and seeks to
harness and direct available resources and stakeholder support to achieve a healthy future for
the cultural sector.
3. Methodology
The development of the draft Cultural Plan has largely been undertaken in-house through the
Community Services Department.
A Cultural Plan Reference Group was established in 2017 to provide advice and guiding support
for the duration of the development of the Cultural Plan. In addition, the Heritage Reference
Group has provided advice regarding the heritage aspects of the Plan. Both Reference Groups
are chaired by a Councillor and contain a mix of external stakeholders and key internal officers.
As a starting point for the planning process, Cathy Hunt of Positive Solutions, was contracted to
research and write a paper exploring some of the significant factors which should be considered
in the development of a local Noosa cultural strategy.
The research phase of the planning process also included:
• An audit of existing and proposed arts, culture and heritage activities, facilities and
organisations in Noosa Shire;
• A literature review of the regional, state and national arts, culture and heritage sectors;
• Examination of arts, culture and heritage trends and their implications for the Noosa region;
• Qualitative and quantitative analysis of the local arts, culture and heritage sectors; and
• Identification of arts, cultural and heritage opportunities through events, services,
partnerships and infrastructure.
Broad community and stakeholder engagements was undertaken through:
• Community workshops;
• Forums and focus groups;
• Specific arts and cultural events such as Floating Land;
• YourSayNoosa online portal and forum;
• Targeted consultation with key internal and external stakeholders;
• Social media; and
• Email consultation with registered people of interest.
The draft Cultural Plan has been considered by both Reference Groups and internal stakeholders
and is now at the appropriate stage for widespread community consultation.
Page 15 of 107
Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
4. Summary
The draft Cultural Plan is a strategic plan for the arts, cultural and heritage sectors in Noosa. It
offers a study of local, national and international factors influencing the sectors and providing
context for the recommended strategies and actions. Importantly, the draft Cultural Plan aligns
with and seeks to support the aims and objectives of Council’s Corporate Plan, Council’s
planning scheme “The Noosa Plan”, the Noosa Social Strategy, the Noosa Shire Local Economic
Plan and Noosa Design Principles. It will replace the Cultural Development Policy which
transferred from Sunshine Coast Regional Council.
A timeframe of five years is proposed for the Cultural Plan from 2018 to the end of 2023. This
ensures that the plan has a range of short to medium term achievable actions with enough
flexibility to adapt to new issues or opportunities. The outcome of the feasibility study into a
potential new gallery or cultural facility will see the need to review and adjust the Plan going
forward.
The draft Cultural Plan presents six strategic themes:
1. History and Heritage
2. Places and Spaces
3. People and Participation
4. Knowledge and Learning
5. Growing the Cultural Economy
6. The Digital Future Begins Now
Each theme proposes strategic goals, key actions and several priority focus areas. Each year an
annual action plan would be developed in line with the budget process to progress the goals of
the Cultural Plan.
While currently presented as a single document, the intention is to produce a separate four to six-
page strategic summary once the community consultation is complete and the Cultural Plan has
been finalised.
5. Proposed Community Consultation
It is proposed to undertake wide-ranging community and stakeholder consultation regarding the
draft Noosa Cultural Plan throughout May and June. Consultation will be encouraged through:
Media releases and social media;
Online discussion and feedback through YourSayNoosa portal;
Meetings and focus groups with key internal and external stakeholders;
Cultural Plan “Pop-ups” in key locations including libraries and the regional gallery; and
Community Cultural Plan workshop.
Page 16 of 107
Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Previous Council Consideration
Ordinary Meeting, 20 October 2016, Item 5, Page 8
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 11 October 2016 and;
A. Approve the Arts, Culture and Heritage Plan Scope as provided at Attachment 1 to the
report subject to minor amendments approved by the CEO including the inclusion of an
indigenous community representative on the reference group;
B. Appoint Cr Wilkie to the reference group; and
C. Delegate the appointment of the proposed community membership of the reference group
to the CEO in consultation with the Mayor.
Ordinary Meeting, 21 July 2016, Item 1, Page 10
That Council note the report by the Community Development Coordinator to the Services &
Organisation Committee Meeting dated 12 July 2016 and
A. Adopt the Noosa Social Strategy three (3) year Implementation Plan as set out in
Attachment 1 to the report; and
B. Request the Chief Executive Officer to provide an update and review of the Implementation
Plan after twelve (12) months of operation.
Finance
The development of the Noosa Cultural Plan has largely been undertaken in-house with existing
staff resources. $2,000 has been allocated in the “Grow your Arts” RADF-funded budget to
support the upcoming community consultation phase.
Once the final Cultural Plan has been adopted, the implementation of any new initiatives
contained within the Plan will need to be considered within Council’s annual budget process and
priorities both now and into the future.
Risks & Opportunities
Noosa Council has been operating without a strategic policy for the arts, cultural or heritage
sector since de-amalgamation. Individual areas have performed at varying levels, often
dependent on the leadership at a micro-level.
The lack of a guiding strategic framework means that there is lack of clarity of priorities and
limited achievement of shared goals. Resources and energy are also splintered and some
opportunities have been missed.
Most importantly it is difficult to achieve significant or sustainable improvement without a shared
vision and planned actions outlined to achieve goals and objectives.
Consultation
External Consultation - Community & Stakeholder
Extensive external consultation has taken place as part of the development of the draft Noosa
Cultural Plan including ongoing reference groups, broad public consultation through various
means and targeted consultation with individuals and organisations. Please refer to the
Methodology section for further details.
Page 17 of 107
Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Internal Consultation
Internal consultation has taken place with key areas that have cross-over with arts, culture and
heritage. In addition, a Councillor workshop has been held to consider the draft Cultural Plan.
Further internal consultation will occur regarding the draft Cultural Plan during the public
consultation phase.
Departments/Sections Consulted:
X Chief Executive Officer X Community Services Corporate Services
Executive Officer X Community Development Financial Services
Executive Support X Community Facilities ICT
X Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
X Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance X Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
X Strategic Land Use Planning X Infrastructure Planning,
Design and Delivery
Page 18 of 107
Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
4 TOURISM NOOSA 2018-19 SPONSORED EVENTS - TEMPORARY PERMIT
APPROVALS
DOCUMENT INFORM AT ION
Author Property Manager, Clint Irwin
Corporate Services Department
Index ECM/ 34.6 – Licences/Permits/Registrations
Attachments 1. 2018/2019 Tourism Events approved for funding by Tourism Noosa
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Property Manager to the Services & Organisation Committee
Meeting dated 8 May 2018 and approve the issuing of Temporary Event Permits for the events
detailed in Attachment 1 to the report.
REPORT
On 18 August 2017, a new funding agreement (the Agreement) was finalised between Tourism
Noosa and Council that addressed funding arrangements, strategy and planning requirements
and the responsibilities of both parties in relation to managing events. The Agreement notes that
Tourism Noosa must provide to Council by 31 July each year, a list of events Tourism Noosa
intends to provide conditional funding for and that it will promote. Tourism Noosa must also
ensure as a condition of any grant funding provided that the event organiser obtain a permit from
Council. The final determination regarding permit approval rests with Council.
Property Branch representatives meet with Tourism Noosa on a two monthly basis. At the 10 th
April 2018 meeting, Tourism Noosa provided a list of events proposed for conditional funding and
promotion for the 2018-2019 financial year (see Attachment 1). Council officers have no objection
to the issuing of Temporary Event Permits for each event listed in Attachment 1. Each event will
be managed by an appropriate suite of permit conditions.
Accordingly, this report seeks Council approval to issue Temporary Event Permits for each event
listed in Attachment 1.
Previous Council Consideration
Nil.
Finance
A review of the fee structure for all event application fees will be undertaken as part of the
2018/19 budget process.
Risks & Opportunities
Approval of the listed events allows Tourism Noosa and event organisers to undertake and
finalise event programs, marketing and planning. Event debriefings will be undertaken with
Tourism Noosa and event organisers as required and issues of significance pertaining to
particular events and their impact will be subject to further discussion with Council.
Page 19 of 107
Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Consultation
External Consultation - Community & Stakeholder
Tourism Noosa Ltd.
Internal Consultation
Director Corporate Services
Property Officer
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer Director X Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 20 of 107
Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 21 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
TOURISM
NOOS A ATTACHMENT 1
VISITNOOSA.COM.AU
EVENTS TO BE OFFERED CONDITIONAL SPONSORSHIP BY TOURISM NOOSA
2018-2019
(Applicant to be advised by first week of April 2018).
1. King of the Mountain Festival -22 July 2018
2. Noosa Strade Bianche - 11-12 August 2018
3. Noosa Open Studios - 17-26 August 2018
4. Noosa Classic - 26 August 2018
5. Noosa Jazz Party - 24 August — 2 September 2018
6. Noosa Surf Film Festival - 4-7 October 2018 (Not providing financial support but will be asking The J if
they can reduce the fees for the Festival)
7. Noosa International 7s Rugby - 11-14 October 2018
8. Wild Women Adventure Race & Prologue - 13-14 October 2018
9. Noosa International Film Festival - 25-28 October 2018
10. Noosa Triathlon Multi Sport Festival - 31 October - 4 November 2018
11. Noosa Golf Club Legends Pro AM - 11 December 2018
12. Noosa Summer Swim Festival - 2-3 February 2019
13. Noosa Festival of Surfing - 9-16 March 2019
14. Australian Body Art Festival - 5-7 April 2019
15, Ultraman Australia - 11-13 May 2019
16. Noosa Food & Wine Festival - 16-20 May 2019
17, Runaway Noosa Marathon - 25-26 May 2019
18. Noosa Alive - 19-28 July 2019
Note - Highlighted Events are Tourism Events proposed for Noosa Main Beach
Page 21 of 107Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
5 COUNCILLORS' EXPENSES REIMBURSEMENT POLICY UPDATE
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Services Department
Index ECM/ Council Policies
Attachments 1. Councillors’ Expenses Reimbursement Policy
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 8 May 2018 and adopt, pursuant to section 250(2) of the Local
Government Regulation 2012, the updated Councillors’ Expenses Reimbursement Policy
provided at Attachment 1 to the report.
REPORT
1. Policy Update
It is fair and appropriate that Councillors are reimbursed for, or Council covers, all reasonable
expenses incurred whilst undertaking Council business.
The policy provided at Attachment 1 is an updated version of the Councillors’ Expenses
Reimbursement Policy adopted by Council on 18 August 2016. The updates are identified via
mark up in the attachment and are summarised as follows:
Provide further clarity around the approval process for Mandatory Professional Development
& Representation and associated expenses;
Provide a mechanism for Councillors to carry over to the following financial year any amount
underspent of their $1,500 per year annual entitlement for Discretionary Professional
Development and Representation;
Provide further clarity around annual reporting requirements; and
Minor formatting improvements.
Previous Council Consideration
Ordinary Meeting, 18 August 2016, Item 6, Page 9
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 9 August 2016 and adopt the updated Councillors’ Expenses and
Reimbursement Policy provided at Attachment 1.
Page 22 of 107
Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Finance
A budget will be allocated each financial year for reasonable expenses to be incurred in
accordance with this policy. Pursuant to section 186 of the Local Government Regulation 2012,
costs incurred by Council under the Policy must be disclosed in Council’s Annual Report.
Risks & Opportunities
By having a clear policy in place for Councillors to claim reimbursement of, or for Council to cover
the reasonable costs incurred by Councillors relating to Council business ensures Councillors are
able to meet the community’s expectations related to performing their duties and associated
representation.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Chief Executive Officer
Director of Executive Services
Executive Assistant to the Mayor
Departments/Sections Consulted:
X Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
X Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services Environment & Sustainable Development Infrastructure Services
X Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 23 of 107
Section 24
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 24 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
ATTACHMENT 1
| ¢ yy NOOSA Council Policy
@ | COUNCIL COUNCILLORS’ EXPENSES
Corporate Plan Reference: ‘A sustainable Council
Endorsed by Council: 18 August 2016
| Policy Author: Executive MarnagerDirector Executive Services
POLICY BACKGROUND
The purpose of this policy is to set the parameters to authorise payment of reasonable expenses
incurred, or to be incurred, by Councillors; and provide facilities to assist Councillors to discharge
their duties and responsibilities.
This policy aims to ensure accountability and transparency in the reimbursement of expenses
incurred by the Mayor and Councillors.
This policy is aligned to the principles underpinning the Local Government Act 2009 (the Act), that
is:
¢« Transparent and effective processes and decision-making in the public interest;
« Good governance of, and by, local government; and
e Ethical and legal behaviour of Councillors and local government employees.
This Policy applies to the Mayor and Councillors and is made pursuant to section 250 of the Local
Government Regulation 2012.
Definitions
Council Business shall mean official business conducted on behalf of Council, where a Councillor
is required to undertake certain tasks to satisfy legislative requirements or achieve Council
objectives, for example, attend official Council meetings, Councillor forums and workshops, formal
professional development training relevant to Councillor responsibilities, Committees/Boards as
Council's official representative, and scheduled meetings relating to Council appointments.
Council Business should result in a benefit being achieved either for the local government and/or
the local community, for example, this includes but is not limited to:
e Preparing, attending and participating in Council meetings, Committee meetings, workshops,
strategic briefings, deputations and inspections;
e Investigating issues/complaints regarding Council services raised by residents/ ratepayers/
visitors to the Council area;
e Undertaking approved professional development opportunities;
e Attending civic functions or events;
e Attending public/community meetings, presentation dinners, annual general meetings where
invited as a Councillor;
e Attending a community event (e.g. school fete, community group awards and presentations,
fundraisers) where a formal invitation has been received.
Participating in a community group event or being a representative on a Board not associated with
Council is not regarded as Council business.
Page 24 of 107Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 25 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Councillors shall mean the Mayor and Councillors unless otherwise stated.
Expense shall mean payments made by Council to reimburse Councillors for their reasonable
expenses incurred or to be incurred when discharging their duties as Councillors. These payments
are not regarded as remuneration. The expenses may be either reimbursed to Councillors or paid
direct by Council for something that is deemed a necessary cost or charge when on Council
business.
Facility shall mean the ‘tools of trade’ provided by Council, required to enable Councillors to
perform their duties with relative ease and at a standard appropriate to fulfil their professional role
for the community.
Hospitality expense is defined in Council’s Entertainment and Hospitality Expenditure Policy as
reasonable costs associated with entertaining visitors (where Council has an interest in, or a
specific obligation towards, facilitating the visit).
Professional Development shall mean attendance by a Councillor at an event where the
Councillor expects to develop further skills and knowledge relevant to their role as a Councillor.
Representation shall mean attendance by a Councillor at various community and special interest
representative group meetings and events, which are relevant to the role of Councillor.
Reasonable shall mean the application of sound judgement and consideration of what is prudent,
responsible and acceptable to the community when determining levels of facilities and expenditure.
COUNCIL POLICY
1 General Entitlement
Councillors are entitled to be reimbursed reasonable expenses incurred while undertaking Council
business and to be provided with facilities to assist them in undertaking their duties. A budget will
be allocated each financial year for reasonable expenses to be incurred in accordance with this
policy.
2 Professional Development & Representation
Council will reimburse or be responsible for the cost of reasonable expenses incurred for:
° Mandatory professional development & representation; and/or
° Discretionary professional development & representation deemed essential for the
Councillor's role.
Any professional development & representation requiring overseas travel requires a formal Council
resolution.
2.1 Mandatory Professional Development & Representation
Noosa Council will reimburse or cover expenses incurred for the following activities:
° Attendance of two delegates at the LGAQ (Local Government Association Queensland)
Annual Conference: The Mayor (or the Mayors Nominee Councillor) as the primary delegate
and a Councillor as a secondary delegate;
° Attendance of the Mayor at the ALGA (Australian Local Government Association) Annual
Conference and any other ALGA relevant conferences/seminars/workshops;
° Workshops, courses, seminars, conferences, and meetings that are important to the role of a
Councillor where approval to attend is obtained via Council resolution or granted by the
| Mayor for Councillors other than the Mayor, or by the CEO for the Mayor.-
Page 25 of 107Section 26
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 26 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
| Council will reimburse expenses e.g. flights, motor vehicle, parking costs, accommodation, meals
and associated registration fees, deemed reasonable and necessary to achieve the business of
Council where:
« A Councillor is an official representative of Council; and
e The activity/event and travel has been endorsed by resolution of Council, or by the Mayor_for
Councillors other than the Mayor, and by the CEO for the Mayor.-
2.2. Discretionary Professional Development & Representation
Each Councillor can attend, at their discretion, meetings, workshops, courses, seminars and
conferences that improve their skills or which are relevant to the role of Councillor. This will
generally be is-limited to $1,500 per year for the quadrennial term of office. However, any amount
underspent below the $1,500 per year budget within a particular financial year will be budgeted for
use during the next financial year in addition to the annual $1,500 limit. There is no transfer
permitted between Councillors and no carry forward option beyond one year.-
There is no requirement for a Council resolution to approve these attendances. Council will pay for
| or reimburse expenses e.g. transport costs (such as flights, taxis, vehicle hire, and parking),
accommodation, meals and associated registration fees, deemed reasonable and necessary.
For reimbursement, the Councillor must submit details to the Chief Executive Officer prior to
attending and provide all relevant documentation within 14 days of attending the event to ensure
reimbursement of expenses.
Details/Conditions for travel under Section 2
Travel
Approval for such travel as noted above is subject to the following conditions:
| ° Wherever possible all travel by Councillors will be booked and paid for by Council in
advance;
e Travel is to be undertaken by the most direct route;
° Travel tickets are not transferrable;
e Requests for travel should be made in sufficient time to take advantage of discounts and gain
access to the widest range of flights;
° Economy class travel is the standard, unless otherwise approved;
° Any fine issued whilst undertaking Council business is the responsibility of the Councillor
incurring the fine;
° Travel insurance is provided for all Councillors on Council business.
Meals when travelling for Council business
The reimbursement of meal costs of Councillors when travelling on Council business may be made
using one of the two methods below:
Method 1 - Council will reimburse the reasonable cost of meals where a Councillor:
e Incurs the cost personally; and
e ls not provided with a meal within the registration costs of the approved activity/event; and
e Produces a valid tax invoice.
Method 2 - If a Councillor is unable to produce a tax invoice and seeks reimbursement for meals
while attending official Council business, he/she may claim up to the maximum meal allowance in
accordance the Australian Tax Office (ATO) standards.
Expenses relating to the consumption of alcohol will not be reimbursed.
Page 26 of 107Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 27 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Accommodation
Councillors may need to stay away from home overnight while attending to Council business. All
accommodation associated with Council business will be booked and paid for by Council.
When attending conferences, Councillors should try to take advantage of the package provided by
conference organisers (if offered and applicable) and therefore stay in the recommended
accommodation subject to availability. Otherwise, suitable accommodation will be sought within a
reasonable distance to the venue in which the Councillor is to attend.
Overnight accommodation will be reimbursed when a Councillor is unexpectedly required to stay
outside the Sunshine Coast Region and it is unreasonable to expect the Councillor to return home
for the night (accommodation selected should be of a reasonable standard and appropriately
priced).
3 Hospitality
Councillors may have occasion to incur hospitality expenses while conducting Council business,
apart from civic receptions organised by Council. The Mayor may particularly require additional
reimbursement when entertaining dignitaries outside of official events.
To allow for this expense, the following amounts can be claimed:
° Councillors up to $500 per annum
° Mayor up to $5,000 per annum
To claim, the Mayor or Councillor must provide a written statement of whom they entertained and
an indication of the costs. Receipts should be provided. All expenses relating to this category must
comply with Council's Entertainment and Hospitality Expenditure Policy.
4 Private Vehicle Usage
The use of a Councillor's private vehicle for Council business (as defined) will be reimbursed by
Council.
Councillors may elect one of two options regarding this reimbursement below:
Option 1
Councillors accept an annual payment of $5,000 as reimbursement for the use of their private
vehicles on Council business.
Option 2
Councillors may make a monthly claim for reimbursement of use of their private vehicles on
Council business by submitting the appropriate form detailing the relevant travel based on log book
details.
The amount reimbursed will be based on the published ATO business use of motor vehicle cents
per kilometre rate applicable at the time of travel.
Councillors will be provided with an appropriate log book to assist in this process.
Page 27 of 107Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 28 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
5 Council Vehicles
5.1. Use of Council provided vehicles on Council business
Councillors will have access to a suitable Council vehicle for Council business if required. A
Councillor wishing to use a Council vehicle for Council business must submit a request to the Chief
Executive Officer at least two (2) days prior to use, except in exceptional circumstances as
determined between the Councillor and Mayor or Chief Executive Officer. Access is subject to
availability.
This is for situations where a Councillor's own vehicle isn’t immediately available and they have to
travel on Council business over long distances (for example, a meeting in Brisbane).
5.2. Private use of Council Vehicles
The use of Council vehicles for private use is only available in emergency situations and the cost of
such usage shall be provided at the applicable ATO rate for the vehicle size.
5.3 Fuel Costs
All fuel used in a Council owned vehicle on official Council business will be provided or paid for by
Council.
6 Home Office and Telecommunication needs — Consumables, Mobile Phones and
Tablets
To enable Councillors to communicate effectively, Councillors will receive an allowance of $240
per month to purchase communications devices and plans as well as printer consumables for their
residences.
7 Administration Tools and Access to Council Office Amenities
Councillors will be provided with the following:
° Access to suitable hot desks at the Tewantin Office and Council meeting rooms for usage as
required;
° Administrative support at the Tewantin Office;
° Use of Council landline telephone and internet access at the Tewantin Office;
° Access to a printer, photocopier, paper shredder at the Tewantin Office;
° Access to a Fax and/or scanner at the Tewantin Office;
° Any other administrative necessities, which Council resolves, are necessary to meet the
business of Council.
In addition to the above, the Mayor will be provided with a separate office and an administrative
officer for administrative support.
Councillors are expected to comply with the same conditions of use, guidelines and processes for
business and communication tools that apply to employees.
8 Safety Equipment
Council will provide to Councillors necessary safety equipment for use on official business as and
when required.
Page 28 of 107Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 29 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
9 Insurance Cover
Councillors will be covered under relevant Council insurance policies while on Council business.
Specifically, insurance cover will be provided for public liability, professional indemnity, Councillors
liability and personal accident, and, domestic and overseas travel.
Council will pay the excess for injury claims made by a Councillor resulting from the conduct of
official Council business and on any claim made under insurance cover.
Council will cover costs incurred through injury, investigation, hearings or legal proceedings into
the conduct of a Councillor_where—or arising out of, or in connection with the Councillor's
performance of his/her ss4c—Councillor functions. Where it has been found that the Councillor
breached the provisions of the Local Government Act 2009 or other legislation, the Councillor will
reimburse Council wi#th-all associated costs incurred by Council.
10 Limit
Council may by resolution reduce or limit benefits receivable under this policy.
REPORTING
Pursuant to section 186 of the Local Government Regulation 2012, Council’s Annual Report must
contain the particulars of the expenses incurred by, and the facilities provided to, each Councillor
during the financial year under this policy.
REVIEW OF POLICY
This policy will be reviewed when any of the following occur:
1. The related documents are amended or replaced.
2. Other circumstances as determined from time to time by a resolution of Council
Notwithstanding the above, this policy is to be reviewed within six months of each quadrennial
election.
RELEVANT LEGISLATION AND COUNCIL POLICIES
Local Government Regulation 2012
Local Government Act 2009
Entertainment and Hospitality Expenditure Policy
Councillor Code of Conduct
Version control
Version Reason/ Trigger Change (Y/N) Endorsed/ Reviewed by Date
Page 29 of 107Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
6 LOCAL LAWS DELEGATION OF AUTHORITY
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Services Department
Index ECM/ Subject/ Local Laws
Attachments 1. Local Laws Delegation of Authority
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 8 May 2018 and pursuant to section 257 of the Local Government Act
2009, agree to delegate to the Chief Executive Officer the powers outlined in the updated Local
Laws Delegation of Authority provided at Attachment 1 to the report.
REPORT
1. Update to Council’s Local Laws Delegation of Authority
Pursuant to section 257 of the Local Government Act 2009 (LGA), a Local Government, may by
resolution, delegate a power of the Local Government under the LGA or another Act to:
The Mayor; or
The Chief Executive Officer (CEO).
Pursuant to section 259 of the LGA, a CEO may on-delegate powers that have been delegated to
CEO from Council.
As a general guide, where a legislative instrument or local law refers to a particular power of a
‘local government’ this is a power of Council and therefore, that power is only able to be
exercised by Council unless that power has been appropriately delegated to the CEO and then
on delegated to employees (where appropriate).
The current Local Laws Delegation of Authority has been updated to include the Noosa Shire
Council Local Law No 7 Waste Management 2018, which was made by Council at the Ordinary
Meeting of 15 March 2018.
By Council delegating its powers under Local Law No 7 Waste Management 2018 to the CEO,
the CEO is then able to on-delegate relevant powers to appropriate Local Laws and Waste and
Environmental Health team members for operational purposes.
Page 30 of 107
Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Previous Council Consideration
Ordinary Meeting, 21 December 2017, Item 7, Page 9
That Council note the report by the Governance Officer to the Services & Organisation
Committee Meeting dated 12 December 2017 and:
A. Pursuant to section 257 of the Local Government Act 2009, agree to delegate the powers
of the Local Government to the Chief Executive Officer outlined in the Delegations of
Authority provided at Attachment 1 with the exception of the powers relating to the
compulsory acquisition of land pursuant to the Acquisition of Land Act 1967; and
B. Pursuant to section 257 of the Local Government Act 2009, agree to delegate the powers
of the Local Government to the Chief Executive Officer outlined in the Delegations of
Authority provided at Attachment 2.
Finance
Not applicable.
Risks & Opportunities
If Council’s delegations are not up to date or officers operate outside of their delegated authority,
relevant decisions made and action taken may be considered unauthorised and subject to
challenge. This exposes Council to risk of complaints and legal action by third parties resulting in
unnecessary costs and reputational damage.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Manager Waste and Environmental Health
Manager Local Laws
Governance Officer
Departments/Sections Consulted:
Chief Executive Officer X Community Services Corporate Services
Executive Officer X Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
X Local Laws Property
X Waste & Environmental Health Revenue Services
X Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 31 of 107
Section 32
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Page 32 of 107
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
ee
me meee Ree N(el ts ATTACHMENT 1
TITLE: LOCAL LAWS
Delegation by Council to: Council Resolution date:
Chief Executive Officer
Source of Authority:
Local Government Act 2009 — Section 257 & 259
Noosa Shire Council Local Law No. 1 (Administration)2015
Noosa Shire Council Subordinate Local Law No. 1 (Administration)2015
Noosa Shire Council Local Law No. 2 (Animal Management) 2015
Noosa Shire Council Subordinate Local Law No. 2 (Animal Management) 2015
Noosa Shire Council Local Law No. 3 (Community and Environmental Management) 2015
Noosa Shire Council Subordinate Local Law No. 3 (Community and Environmental Management)
2015
Noosa Shire Council Local Law No. 4 (Local Government Controlled Areas, Facilities and Roads)
2015
Noosa Shire Council Subordinate Local Law No. 4 (Local Government Controlled Areas, Facilities
and Roads) 2015
Noosa Shire Council Local Law No. 5 (Parking) 2015
Noosa Shire Council Subordinate Local Law No. 5 (Parking) 2015
Noosa Shire Council Local Law No. 6 (Bathing Reserves) 2015
Noosa Shire Council Subordinate Local Law No. 6 (Bathing Reserves) 2015
Noosa Shire Council Local Law No.7 Waste Management 2018
Delegated Power:
1. To exercise the powers of local government under the Local Government’s Local Laws
including but not limited to the following:
(a) keep and maintain a register;
(b) approve a form, accept or obtain a certificate, renew, refuse, extend, transfer, amend,
suspend, restrict, request further reasonable information or clarification, impose
prescribed conditions, cancel, make null and void, apply and amend conditions, waive
requirements and grant an approval’;
(c) give awritten, information, impounding, show cause or compliance notice;
(d) take a sample for analysis;
(e) offer a reward for information;
(f) | recover the cost of an action from the responsible person;
(g) review an original decision;
(h) extend the time for making a review on an original decision;
(i) give a stop order;
1 An approval means a consent, permit, authorisation, registration, membership, label or approval under a
local government act or a local law and includes all the conditions of a consent, permit, authorisation,
registration, membership or approval.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
eke] NOOSA COUNCI
OOSA COUNCIL
mm
(j) | advise the community by signage from where animals are prohibited, or the designation
of dog off leash areas;
(k) declare or revoke an animal other than a dog to be a declared dangerous animal:
(1) | establish an animal pound, or join with another local government or agency to establish
an animal pound;
(m) keep and make available for inspection a register of impounded animals;
(n) make a destruction order and destroy an animal;
(0) dispose of or offer an animal for sale by public auction or tender;
(p) erect, install and maintain a sign;
(q) give arelevant place a name;
(r) | seize, impound and dispose of goods and animals;
(s) form an opinion for land adjoining a road to be fenced to prevent risk; and
(t) issue a parking permit.
(u) issue an infringement notice
2. To exercise the powers of local government under Noosa Shire Council Local Law No. 6
(Bathing Reserves) 2015 including the authority to appoint:
(a) an employee of the local government as an authorised person;
(b) other persons who are eligible for appointment as authorised persons under the Local
Government Act 2009;
(c) assign to a lifesaving club the responsibility for patrolling a bathing reserve.
Conditions of Delegation:
1. | The delegated officer must exercise this delegation in accordance with council; resolutions,
policies, guidelines, procedures, industrial instruments and agreements.
2: If the Chief Executive Officer on delegates any of these powers the delegated officer must
exercise any delegated power in accordance with the scope and limitations of the subject
officer's letter of appointment and/or, position description, qualifications, technical knowledge
and legislative requirements.
3. In the event that there is a change to any Delegate Position as set out in the schedule of this
instrument (Former Delegated Position) which is not then reflected in this Instrument:
a. for any Former Delegated Position that remains in existence and has been renamed,
the reference in this Instrument to the Former Delegated Position will be read as a
reference to the renamed position; and
b. for and Former Delegated Position that ceases to exist, the reference in this Instrument
to the Former Delegated Position will be read as being a reference to the position that
then most closely resembles the Former Delegated Position.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
7 CERTIFIED AGREEMENT NEGOTIATION PROCESS
DOCUMENT INFORM AT ION
Author People and Culture Manager, Will Burgess-Dean
Executive Services Department
Index ECM/ Subject/ Certified Agreement
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the People and Culture Manager to the Services & Organisation
Committee Meeting dated 8 May 2018 providing an update on the Certified Agreement
negotiation process and authorise the Chief Executive Officer to finalise the Noosa Shire Council
Certified Agreement.
REPORT
The purpose of this report is to inform Council of progress in the development of a Noosa Shire
Council Certified Agreement (CA) and to identify any changes to the current Certified
Agreements. This report will also outline the final steps in the process for the Certified
Agreement to be certified.
1. Background
Since de-amalgamation, two Sunshine Coast Council Certified Agreements have continued to
apply to Noosa Shire Council. These are (i) the Council officers CA and (ii) the field-based
employees CA, and although those two agreements nominally expired in 30 June 2014, they
continued to apply to Noosa Council under relevant industrial relations legislation. The Council
and Unions had not been able to negotiate new agreements while major changes to awards and
the new Industrial Relations Act 2016 were implemented. There has been major industrial
relations reform by the State Government in recent years with new IR legislation and a new local
government award. One of the major changes has been that all Council employees are now
covered under one Local Government Industry Award. There were previously more than 15
different local government awards.
While the State was undertaking this reform, Councils across Queensland were unable to
negotiate Certified Agreements for a number of years. The reforms were finalised in early 2017.
Across Queensland Local Government, seventy-two (72) certified agreements have expired and
Councils are in various stages of developing new Certified Agreements. Currently eight (8)
Councils have completed new CA’s including the Sunshine Coast Council. Noosa Council
commenced the negotiating process with the relevant unions in May 2017.
During negotiations the four participating unions and employee delegates presented 24 claims.
The management negotiating team also raised a range of issues for negotiation.
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Following months of negotiations, in February, Unions and their employee representatives
agreed that the proposed Noosa CA document would be put to staff for a vote. The vote is
planned to occur in May 2018 utilising an electronic voting system.
Many of the clauses within the proposed new CA remain unchanged from the Sunshine Coast
Council certified agreements with the exception of the issues identified below. An important
matter throughout negotiations has been the pay increase. Since 2014, Council has provided a
number of administrative pay increases to staff – a one off recognition payment in December
2014 in lieu of a payrsie which was due on 1 July 2014, 1.5% in July 2015 (back dated to 1
January 2015) and 2% in July 2016. No further wage increases have occurred since July 2016.
Signatories to the proposed new three-year CA will include:
CEO, Noosa Council
The Services Union
The Australian Workers Union of Employees
The Construction, Forestry, Mining and Energy Union of Employees
United Voice Industrial Union of Employees
Plumbers Union of Employees Qld
Professionals Australia.
The changes negotiated from the applied to the proposed Noosa Council CA include:
a pay increase of 2.5% applied each year of the agreement or CPI whichever is greater. The
first pay rise will apply from 28 February 2018 if there is a successful vote;
one Certified Agreement, not two, which will provide administrative improvements and will
reflect the fact that we are one organisation. This is a significant milestone for our Council as
up until this point, most Councils have had to manage multiple CAs for their workforce;
allowances in the Certified Agreement to increase in line with the annual pay increase
whereas under the previous SCRC agreements, they were increased in accordance with
rulings of the QIRC state wage cases;
inclusion of Domestic and Family Violence Leave (of up to 10 paid days) in line with the Qld.
Employment Standards provisions of the Industrial Relations Act 2016; and
an improvement to the study leave provision to allow participation for our temporary and
casual employees who previously had not received study leave support.
Previous Council Consideration
Nil.
Finance
The financial implications of the new CA will be incorporated into the 2018/19 budget.
Risks & Opportunities
Having a single agreement provides for some administrative improvements from a management
perspective and assists in breaking down the barriers between the indoor and outdoor staff. The
most significant risk of not agreeing on a new CA is employee discontent and industrial action.
The finalisation of the Noosa Certified Agreement in place of the two existing Sunshine Coast
Certified Agreements is also a milestone as it is the last of the major de-amalgamation issues to
be finalised. The finalisation of the CA process is also dependent on a successful vote by staff
which is scheduled for May 2018. The CA also needs to be certified by the Queensland
Industrial Relations Commission.
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Consultation
External Consultation - Community & Stakeholder
Relevant unions.
Internal Consultation
Internal consultation has been extensive prior to the negotiation process beginning as well as
during the process. Staff communication was undertaken via regular CEO updates and
information sessions.
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
X Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
X People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
REPORTS FOR NOTING BY THE COMMITTEE
8 NOOSA SPIT FORESHORE EROSION UPDATE
DOCUMENT INFORM AT ION
Author Project Coordinator – Flooding, Coastal and Foreshores, Daniel Wishaw
Infrastructure Services Department
Index ECM/ Projects (T1) / Noosa Dog Beach SEMP Coastal Monitoring –
CAP.WORK – 100723
ECM / Subject / Environmental Management / Erosion
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Project Coordinator – Flooding, Coastal and Foreshores to
the Services & Organisation Committee Meeting dated 8 May 2018 providing an update on
Noosa Spit Foreshore erosion.
REPORT
This report provides an update to Council regarding ongoing erosion at the Noosa Spit foreshore.
Councillors will recall that in August 2017, the following resolution was passed:
That Council note the report by the Project Officer to the Services & Organisation Committee
meeting dated 8 August 2017 providing an update on erosion at Noosa Dog Beach and request
staff seek expert advice on the management of this area into the future, with a further report to
come to Council once that advice has been received.
This report provides Council with more information about how expert advice will be formalised via
a Shoreline Erosion Management Plan.
1. Background
The Noosa Spit was established by the Queensland Government’s Beach Protection Authority
(BPA) in 1978 as part of the BPA’s “Scheme for the Protection of Hays Island and Restoration of
Noosa Beach”. The function of this scheme was to protect Hays Island (now Noosa Sound) as a
result of “severe erosion occurring along the northern revetment”.
The Noosa Spit has worked effectively as a defence for Noosa Sound since its creation nearly 50
years ago until 2010 when the Sunshine Coast Regional Council (SCRC) responded to severe
erosion that was occurring at the north facing beach of Noosa Spit known as “Dog beach”.
SCRC constructed both a geotextile sand container groyne and a submerged training wall in
2012. The works were originally designed to be implemented in two stages, with stage 1
designed to arrest erosion in the most critical area, the western end, which was eroding at a rate
of 15m/year. A second stage of these works were designed and partially deployed.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
While these works included a thorough investigation of the potential solutions at the time, using
numerical modelling, the project scope was limited to the rehabilitation of these critical areas of
erosion. The investigations that were undertaken at the time of this project were never developed
into a formalised Shoreline Erosion Management Plan and there remains considerable
opportunity to better understand this region under current and future climate conditions.
The works constructed by SCRC were effective in mitigating erosion loss in the areas they were
designed to (i.e. the western tip and eastern end of the beach); however, since September 2017
the middle section of the beach has been experiencing severe erosion. Council staff have been
closely monitoring and evaluating this erosion in order to more thoroughly understand the ability
of Noosa Spit to perform as a coastal defence to Noosa Sound.
2. Loss of Coastal Defence Risk Assessment
Council staff conducted a study in early 2018 to quantify the extent of erosion of the Noosa Spit
Foreshore using three-dimensional survey analysis to quantify the volume of sediment lost and a
two-dimensional aerial photography analysis to quantify the magnitude of shoreline recession.
The survey analysis indicated a loss of nourishment of approximately 18,000m3 between
November 2016 and July 2017, with an annual rate of erosion of 27,000m3/year.
Further survey work will be repeated in July 2018.
The aerial photography analysis (Figure 1 & 2) below compares the high water mark for all the
data points and uses this to predicatively forecast the shoreline position in the future.
Figure 1 shows the shoreline position in April 2015 with the shoreline measurement lines
overlayed, while Figure 2 shows the same measurement lines overlaying a December 2017
aerial photograph, the latest such image available.
Figure 1: April 2015 Shoreline position
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Figure 2: December 2017 Shoreline Position
It is difficult to predict with absolute certainty what rate of erosion will occur in the future. This is
affected by the impact of existing vegetation which could slow the previous rate of erosion but
could also be accelerated by extreme weather events. What is certain is that the Council would
need to intervene to ensure that no break through would occur to protect the overall purpose of
the Noosa Spit ie protecting Hayes Island (Noosa Sound).
A preliminary analysis based on aerial photography of different erosion timelines has been
undertaken. If the current rate of erosion continues (although the existence of vegetation on
Noosa Spit may reduce that rate of erosion) then by December 2018, the risk of break through is
low. If it continues at the same rate in 2019 and 2020, then the risk increases substantially. The
impact of extreme weather events is also an unknown in terms of the rate of erosion.
The further survey work in July 2018 will provide Council with an important update in terms of the
rate of erosion and allow better modelling in terms of risk assessment.
The Coastal Management Plan (2014) provides best practice guidance for coastal management
and recommends a science based approach that includes deeper understanding through a
formal nourishment transpot model within a Shoreline Erosion Mangement Plan (SEMP). Sand
nourishment is typically recommeneded as a remediation option in the short term.
Implementing a SEMP will require coastal data collection, river and near shore bathymetry
collection, creation of a numerical model that can accurately model sediment transport followed
by a remediation options analysis.
Council officers have applied for grant funding under the Natural Disaster Resilience Program to
assist in the funding of the SEMP development.
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3. Permit Requirements
Council staff held a pre-lodgement meeting with the Department of Environment and Heritage
Protection (DEHP) on 27 July 2017 to discuss the possibility of recommencing dredging and
beach nourishment within the Noosa Spit area. These discussions included the possibility of
reinstating dredge permit EPPR00439413, for the area adjacent to the Noosa Spit which expired
on 26 May 2009. The desired outcome from this meeting was to seek an amendment to the
lapsed permit and modification of the dates applicable for nourishment in this area.
Recommencement of dredging was provisionally supported by DEHP, with advice that the
amendment process would take approximately 4 weeks and cost approximately $5,000 for the
approval.
If this amendment were successful Noosa Council would be able to dredge and place up to
100,000m3 of sand per year, well above current estimated requirements of approximately
40,000m3.
Council officers will proceed with obtaining a reinstatement of the dredge permit EPPR00439413
for potential future works in the area.
Previous Council Consideration
Ordinary Meeting, 17 August 2017, Item 4, Page 12
That Council note the report by the Project Officer to the Services & Organisation Committee
meeting dated 8 August 2017 providing an update on erosion at Noosa Dog Beach and request
staff seek expert advice on the management of this area into the future, with a further report to
come to Council once that advice has been received.
Finance
Preparation of a Shoreline Erosion Management Plan (SEMP) including bathymetry collection
would cost approximately $280,000. Council has a 2018/19 draft budget allocation for bathymetry
collection of $60,000 relating to the planning scheme development, with $220k currently
unallocated in the current or future budget.
Currently a grant application has been submitted for the natural Disaster Resilience Program
(NDRP) whereby 50% grant funding has been applied for. If successful, funding of $136k would
be received leaving a balance of $84k to be sourced from Council funds in the 2018/19 budget.
Risks & Opportunities
The risks of not undertaking a SEMP include:
1. Attempts to address shoreline erosion may not be fully understood and optimised.
2. Without guidance from a SEMP future mitigation solutions may not be the most effective or
cost effective long term.
3. Reputational damage, due to a perception of poor management. This view is currently
reflected through complaints to Council staff about lack of action at the Noosa Spit and is
expected to grow as this situation worsens.
The opportunities presented by undertaking the SEMP process are:
1. Alignment with best practise coastal management techniques will improve our
understanding of the lower estuary/ river mouth dynamics.
2. The SEMP process will allow the investigation of options that are more effective and
environmentally and financially sustainable.
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3. The SEMP process will allow a deeper understanding of an area of high interest for
Council’s Climate Change Adaption Strategy.
4. Undertaking the bathymetric survey work will allow a greater understanding of the
dynamics of the river.
Consultation
External Consultation - Community & Stakeholder
Informal discussions with members of community.
Pre-lodgement meeting with members of Department of Heritage and Environment
Protection (now Department of Environment and Science)
Informal discussions with Coastal Engineers and Scientists.
Internal Consultation
Departments/Sections Consulted:
X Chief Executive Officer Community Services X Corporate Services
Executive Officer Director X Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development X Infrastructure Services
Director Director X Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning X Infrastructure Planning,
Design and Delivery
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
9 SIX MILE CREEK FLOOD STUDY COMPLETION
DOCUMENT INFORM AT ION
Author Project Coordinator – Flooding, Coastal and Foreshores, Daniel Wishaw
Infrastructure Services Department
Index ECM / Subject / Flood Studies
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Project Coordinator – Flooding, Coastal and Foreshores to
the Services & Organisation Committee Meeting dated 8 May 2018 outlining the outcomes of the
Six Mile Creek Flood Model and its associated reports.
REPORT
The purpose of this report is to inform Council that the Six Mile Creek Flood Study has been
completed and outline the outcomes from this study.
1. Background
The Six Mile Creek is a tributary catchment to the Mary River that collects water from the Noosa
hinterland region encompassing the urban centres of Cooroy, Pomona and Cooran. This
catchment collects overland water run-off from Cooroy Creek, Cooroora Creek, Lake Macdonald
and other minor tributaries and carries it to the north-western border of Noosa Shire, where it
eventually flows into the Mary River. This flood plain is shown in Figure 1, below.
The Lake Macdonald community had previously raised concerns about flooding and the
perceived worsening of flooding after weather events between 2010 and the major flood event of
February 2012. Whilst houses were not flooded during any of the flood events, the concern
centred on the speed that flood waters rose. Speculation included whether development within
the catchment worsened flood impacts downstream in particular the area around Lake
Macdonald. In response to these concerns Council agreed in 2016 to commission a new flood
study for Six Mile Creek.
Noosa Shire’s previous suite of flood models for this region included individual models for Cooroy
Creek, Cooroora Creek, Six Mile Creek as well as relying on inputs from Seqwater with relation
to the Lake Macdonald dam. This approach adequately covered the major urban centres but
lacked consistency and performance, particularly at the borders of the models. These models
also relied on data sets that did not provide the accuracy of modern sets and used modelling
software and techniques that are now out of date.
The Noosa Shire Flood Management Plan identified a need to upgrade the Six Mile Creek flood
model with the expressed aim of ’using the latest flood modelling techniques and standards that
are consistent with other flood models for the region’.
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Figure 1: Six Mile Creek Flood Plain
2. Lake Macdonald Flood Working Group Investigation
At the commencement of the study, the Lake Macdonald Community Reference Group was
initiated to provide open communication with the community, through public forums, site visits
and consultation. The concerns from this group centred on the perceived worsening of flood
outcomes from 2010 and the influence, if any, from upstream development and the influence of
hydraulic structures within the flood plain including a new water pipe crossing and water retention
structures. A specific investigation of these questions was part of a sub-report of the Six Mile
Creek project that investigated these questions and looked at potential flood mitigation options
for this community.
To analyse the impact on the Lake Macdonald community due to upstream development, the
report looked to compare two different scenarios; development intensity from pre-2000 as well as
the full allowable development within the Noosa Plan. To make the comparison more
conservative, the future model assumed that no water retention devices would be installed within
new development areas and therefore the full runoff would enter the catchment. While this
comparison showed minor increases in flooding in the Cooroy region (that would be offset by
retention devices), the comparison showed no difference on impact to the Lake Macdonald
community due to the restriction of flow when passing under the railway line at Elm Street.
The Lake Macdonald community also raised concerns that a new water pipe installed adjacent to
Lake Macdonald by Seqwater was creating a blocking affect and subsequently worsening
flooding for their community. To analyse this, the model was varied to include a full blockage up
to the height of the pipe; however, due to the relatively small cross section of this blockage when
compared with the total flood plain, there was no change to peak flood levels.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
As part of this investigation, an analysis of historical flood records was undertaken to establish
the number of events in a given period that was likely to cause flooding. The results showed that
between 2000 and 2009 there was a strong pattern of drought conditions with few rainfall events
likely to result in flooding. However, the period 2010 to 2017 showed a strong pattern of high
rainfall, with 4 times as many rainfall events likely to cause flooding observed. This second time
period included the February 2012 flood that recorded an estimated recurrence interval in the
magnitude of 1 in 500 years.
This report was peer reviewed at every stage of the project by HydarLogic and presented to the
community during a Community Reference group meeting. The community were also provided
material, available on Council’s website, to assist in the community member’s preparedness in
the event of disasters.
3. New Flood Study Outcomes
The new flood study for Six Mile Creek has integrated the various hinterland sub-catchments of
Cooroy, Cooroora and Six Mile Creek with inputs from Lake Macdonald and various smaller
tributaries into a consistent and technologically superior model. The new model has been
developed using TUFLOW modelling software which is consistent with the approach taken for the
Noosa River flood model and uses a 5m resolution within urban areas and a 10m resolution in
the Six Mile Creek main branch.
The new model is an improvement over the existing modelling for the hinterland catchments in
the following areas:
Integration: by combining all of the existing catchments in the hinterland into a single model
we have removed the uncertainty of application, particularly at intersections of the models.
New data: the new model uses an updated 2016 LiDar terrain model for its base terrain
elevations which has significant improvements in resolution and accuracy over existing terrain
models.
Updated terrain: the new model incorporates the changes in terrain that has occurred
between modelling projects including the Bruce Highway upgrade and upgraded drainage
features in Garnet Street and Ashgrove Drive.
Latest modelling software: improved computing power and modelling software has allowed
for more accurate flood routing and higher resolution modelling to be completed.
The new model provides Council with an improved tool to:
Understand the impacts of flood design events ranging from a 50% AEP event (1 in 2 years)
up to a probable maximum flood (PMF) event, including a design event that incorporates
climate change effects.
Undertake flooding investigations such as the investigation of the Lake Macdonald
community (below) or the upgrading of the Lake Macdonald Dam.
Have confidence that it is uniformly calibrated and applied across the hinterland.
Apply with the same tools and confidence as the Noosa River Flood model.
4. Application of Flood Study
Within the localised area of Lake Macdonald, although no house has been inundated from the
previous flood events, the investigation looked at various flood mitigation options proposed by the
community; including a low and high levee bank, straightening of one and two sections of the
preceding water course and a combination of these. The results showed that the straightening
option provided no benefit and the levee banks provided some benefit that was considerably out-
weighed by worsening effects in surrounding parts of the catchment. As a result the report could
not recommend any mitigation options for this community.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
The results from this flood study will be used to prepare flood hazard mapping for the new
planning scheme and update the disaster management mapping.
The study will also be used to assist with any design of bridge and culvert infrastructure within
the catchment.
Previous Council Consideration
Nil.
Finance
This project was completed at a cost of approximately $135,000 and jointly funded by the
Queensland Government’s Department of Infrastructure, Local Government and Planning’s local
government grants and subsidies program. The State Government provided approximately
$62,000 of funding towards this project through this grant program.
Risks & Opportunities
The work completed in this study reduces the risk to Council planning and disaster management
teams by providing an up-to-date model in terms of terrain modelling, hydrology routing and
modelling techniques and computational ability. The new model presents a unified approach both
within the Six Mile Creek catchment and with the Noosa River catchment that can allow easy
application of planning requirements.
Consultation
External Consultation - Community & Stakeholder
The following consultation was completed with the Lake Macdonald Community Reference
Group:
Three community workshops.
On site investigations with landowners.
Internal Consultation
Infrastructure Services
Flood Working Group
Departments/Sections Consulted:
Chief Executive Officer Community Services Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services X Environment & Sustainable Development X Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services X Disaster Management
X Strategic Land Use Planning X Infrastructure Planning,
Design and Delivery
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
10 OPERATIONAL PLAN PROGRESS REPORT - 3RD QUARTER 2017-18
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Corporate Planning
Attachments 1. Operational Plan Progress
2. Key Performance Indicators
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 8 May 2018 providing an update on progress with the implementation
of the Operational Plan to 31 March 2018 and details of Council’s Key Performance Indicators.
REPORT
As usual, this quarterly report is in two parts. The first part provides Council with an overview of
progress in implementing the annual Operational Plan. The second part focuses on the Key
Performance Indicators (KPIs) which are reported to Council on a quarterly basis.
To provide context about how our organisational reporting to Council works, the following graphic
is provided:
This report relates to the third quarter of the 2017/18 financial year for the Operational Plan and
some management KPIs.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
1. OPERATIONAL PLAN UPDATE
Only the major initiatives are included in the Operational Plan with day to day “business as usual”
activities included in Branch Plans.
The Branch Plans are being used by Managers to manage day to day activities. They are an
effective tool for ensuring that all of the “business as usual” activities are undertaken and that any
minor projects are followed through. They are reported to Council by Directors on a quarterly
basis and those reports are on this round of Council meetings.
Details of each Operational Plan project is set out in Attachment 1 with an assessment of
whether the issue in completed, on target or behind schedule. Comments are also provided for
the information of Councillors about the status of each issue. It is important to note that this is
“as at 31 March” i.e. the end of the third quarter and in some instances, the actions have been
advanced further since that time.
There are 30 initiatives in the Operational Plan. The current status of those projects compared to
the previous quarter is:
Status Quarter 2 Quarter 3
(Oct - Dec 2017) (Jan - March 2018)
Not started 2 1
Behind Schedule 6 4
On Track 22 22
Completed 3 6
(Note that some of the initiatives and the Operational Plan have more than one action so there are more
than 30 statuses listed above).
The table below highlights some specific Operational Plan issues that may be of interest to
Council.
Initiatives Comment
Compostable dog waste These were rolled out in the first quarter of 2018. They have
bags proven to be extremely popular and we have found that many
containers have run out sooner than expected due to the high
number of bags taken by patrons.
Zero Emissions Action The zero emissions action plan was adopted in January and
Plan contracts have been let to install solar systems on Council key
buildings.
Purchase of Johns Site clean-up and restoration was completed in the first quarter of
Landing 2018.
Yurol and Ringtail Forest Final contracts have been received and are now being reviewed.
project
Park Road Boardwalk The project has commenced following a detailed tender
assessment process.
Rufous Street Digital Hub The building component is now complete and a Digital Hub
Project Coordinator has been appointed. The tenancy mix is currently
under assessment and will be reported to Council in due course.
Page 47 of 107
Section 48
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Initiatives Comment
Noosa Transport Strategy The Schools based program is underway and the Steering
Committee has recently examined a series of “quick wins”.
Specific teams are working through the individual actions.
Development of the new Drafting is almost complete with cross-checking/quality control
Planning Scheme underway. Council will hold a Special Meeting (date to be
determined) for the purpose of adopting the draft scheme for the
State Interest Check.
Development of a The commencement of this project was delayed pending the
Regional Art Gallery appointment of a new Gallery Director. The Gallery Director has
Strategy now been appointed.
Service Level reviews The majority of “external services” (in addition to some internal
services) have been documented and presented to Councillors in
a workshop. These will be included in the budget adoption
papers.
Implementation of the Our Library Services successfully shifted from the Noosaville
Library Strategic Plan Library and the refurbishment project has commenced.
2. KEY PERFORMANCE INDICATORS
As Council would be aware, KPIs were first developed for our organisation at the beginning of
2014/15. Approximately 30 management KPIs were developed and these are reviewed on a
monthly basis by Council’s Executive Team. Approximately 15 of those KPIs are reported to
Council on a quarterly basis. They are also reported to the Audit & Risk Committee in detail at
each Audit & Risk Committee meeting.
As far as the CEO is aware, we are one of the few Councils in Queensland to make this KPI
information available to the public via “non-confidential” reports. The KPIs are included in
Attachment 2.
The key issues arising from an assessment of the KPIs for the first quarter are as follows:
Our People
In relation to Workplace Health and Safety, an external independent WHS Auditor will
undertake an audit commencing on 17 May 2018. We have requested this audit to provide
a clear picture on progress over the last few years and to identify any remaining areas of
concern.
Personal leave was quite high in the previous quarter due to some long-term illness issues
with a small number of staff. We have also made progress in relation to the reduction of
long-term annual leave balances.
Our staff turnover rate remains relatively low compared to other Councils. In the March
quarter, staff turnover was negligible. We may see a pattern emerge in the future with staff
approaching retirement age choosing to retire early in the financial year (the September
quarter) with the remainder of the year maintaining our traditional low staff turnover rates.
Page 48 of 107
Section 49
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Our Customers
Over the last few years, the total number of customer requests received by Council had
been on an upward trend. However, like the December quarter, we have seen a tapering
off in the total number of requests received by Council.
The changeover to new planning legislation in July 2017 had resulted in some reporting
hiccups with statistics in relation to our Development Assessment processes unavailable in
the previous two quarters. Those issues have now been resolved and we are able to once
again report the percentage of planning applications decided within statutory timeframes.
The average time to process building and plumbing applications is still meeting statutory
timeframes.
Our Finances
Our financial KPIs measure solvency, investment performance and outstanding rates. All
of these KPIs continue to be on track.
Council receives a financial performance report at the end of each month which provides a
more detailed analysis of Council’s financial position. Council receives a detailed report on
capital works progress every quarter.
Our Systems and Processes
The use of the App – Snap Send Solve continues to grow. The number of electronic
requests received in January was the highest on record.
We have also recently introduced “web chat” as a trial enabling customers to “chat” live
online via our website with a customer service officer.
Previous Council Consideration
The Council receives a report from the CEO on this topic every quarter.
Finance
Nil.
Risks & Opportunities
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
The details of each of the Operational Plan activities have been provided by relevant
Departments.
Page 49 of 107
Section 50
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer Director Director
Executive Support Community Development Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 50 of 107
Section 51
ATTACHMENT 1
Page 51 of 107
OPERATIONAL PLAN 2017-18 PROGRESS REPORT ATTACHMENT 1
THE NOOSA ENVIRONMENT
No. Project Responsibility Update BS) ect)
1 Develop and commence implementation of Zero Emissions Environmental Services Manager The implementation of the action plan has commenced, in particular, the On track @
Action Plan following items:
- Governance structures in place and ongoing;
- Annual calculation of Council's footprint ongoing ;
- Ongoing regular internal communication ;
- Energy audits and development of the Marginal Abatement Cost Curve
(complete) ;
- Energy efficiency upgrades of lighting underway; and
- Procurement and Installation of Solar Systems at the NAC, The J, the
Depot and the Noosa Leisure Centre has commenced.
2 Implementation of Zero Waste Strategy: Roll out of 10,000 green waste bins has been completed with the Completed e
- Roll out of Garden Waste Recycling Bins Waste & Environmental Health Manager collection of these bins commencing in the first week of Sept. 2017.
- Introduce compostable dog waste bags Local Laws Coordinator Roll-out of new bags has been completed. Completed @
3 Ongoing negotiations with the Queensland Government Environmental Services Manager Initial negotiations have occurred with the Queensland Government and Behind Schedule Oo
regarding Noosa River management will continue to be progressed through the development of the Noosa
River Plan. The Draft Noosa River Plan is in the final stages of
development.
4 Pursue potential Yurol and Ringtail Forests environmental Chief Executive Officer Final contracts have been received and are currently being reviewed. On track @
project
5 Assist Noosa Biosphere Reserve with the UNESCO Biosphere Environmental Services Manager Staff are currently participating in a monthly meeting as part of the On track Qe
renewal process Biosphere Periodic Review Advisory Group to support and provide
information into the review and renewal process. The final document will
come to Council for consideration.
6 Finalise Environment Policy and Strategy and commence Director Environment & Sustainable Work is progressing with a scope being prepared for presentation to Behind Schedule @
implementation Development Council before June 2018. Significant background drafting and
consultation work has already been undertaken.
THE NOOSA COMMUNITY
No. Project Responsibility OF ote FC LT
1 Implementation of Social Strategy: Director Community Services Purchase of Johns Landing finalised 22 November 2017. Demolition of Completed @
- Purchase of Johns Landing and transition of long term buildings and final clean up finalised in March.
residents to alternative accommodation
- Finalise development of Arts and Cultural Heritage Plan and Director Community Services Draft plan scheduled for completion end of April 2018. On track Qo
commence implementation
- Finalise development of Sport and Recreation Plan and Director Community Services The final plan endorsed by Council in the October round of meetings. Completed @
commence implementation
2 Commence community consultation for an iconic playground at Infrastructure Planning, Design & Delivery A draft project management plan has been developed which includes On track @
Cooroy Manager stakeholder analysis, communications requirements, reporting and metric
collections.
3 Implementation of Library Strategic Plan Libraries and Galleries Manager Noosaville Library refurbishment and Radio Frequency Identification On track @
technology implementation underway.
4 Partner with the Cooroy Memorial Hall Committee for building Infrastructure Planning, Design & Delivery Asbestos removed from the building and restoration works completed. Completed @
restoration and refurbishment Manager Public opening on 21 April 2018.
5 Develop a Regional Art Gallery Strategy Libraries and Galleries Manager Development of the Regional Gallery strategy will commence in 4th Not started 2
Quarter 2018 following the appointment of the new Gallery Director and
the finalisation of the Cultural Plan.
Page 51 of 107Section 52
Page 52 of 107
THE NOOSA ECONOMY
No. Project Responsibility Update Status
1 Commence renewal of Park Road boardwalk Infrastructure Planning, Design & Delivery The Principal contractor has been appointed, construction to commence On track @
Manager in the second half of April.
2 _ Finalise construction of Rufous Street Digital Hub project (Stage Economic Development Manager Construction of the Digital Hub building and restoration of the surrounding On track @
1) and adoption of hub operating model parkland completed. New Director of Digital Hub appointed. Tender for
tenanting of Digita Hub underway.
3 Continued implementation of Local Economic Plan _ incl. Economic Development Manager Continued to deliver on Local Economic Plan Priority actions, highlights On track @
providing support to existing industry representative groups and include:
evaluation of peak body models - The launch of the Economic Grants Program and guidance being
provided to a range of industry representative groups on potential
initiatives; and
- Strong industry engagement in relation to the development of the New
Planning Scheme.
LONG TERM PLANNING FOR NOOSA SHIRE
No. Project Responsibility Update SELL)
1 Finalise drafting of new Noosa Planning Scheme and obtain Planning Scheme Project Manager Drafting is nearing completion. Content now being extensively reviewed. On track @
Queensland Government approval Councillor workshops have continued through this quarter. The formal
notice from the Chief Executive of the Department of State Development,
Manufacturing, Infrastructure and Planning in response to Council's
resolution under the Planning Act was received late in the quarter.
2 Develop Climate Change Adaptation Plan & actions (Stage 1) Project Coordinator - Climate Change Coastal hazards adaptation plan project on schedule. Stakeholder On track @
Adaptation engagement has been initiated.
3 Finalise Noosa River foreshore management plan and Property Manager Draft Master Plan public consultation completed. To be reported to On track @
commence implementation Council shortly.
4 Complete detailed asset management plans for identified pilot Asset Planning Manager Noosa Aquatic Center Asset Managment Plan (AMP) adopted by Council On track @
areas and commence development of asset management plans in March & Slurry Systems AMP adopted by Council in April. Roads &
for the remaining infrastructure classes Bridges AMP's drafted for completion at the conclusion of the revaluation
period to factor in adjusted unit rates and depreciation. AMP's expected
to be presented to Council in June round of meetings.
5 Commence implementation of priority actions from Council's Director Infrastructure Services Consultants engaged to undertake investigations into the key priorities. On track @
Transport Strategy Working Groups and Steering Group have been established. A
Councillor Workshop to discuss ‘quick wins' undertaken on 19 April 2018.
6 Commence detailed design of North Shore Beachfront Property Manager Detailed design is in progress with construction due to commence in On track 7)
campground redevelopment including environmental restoration 2018/19.
works
7 Review of Noosa Community Support operating model in Community Facilities Manager Discussions with the Federal and State Funding agencies regarding the Completed @
preparation for new funding arrangements operations of Noosa Community Support undertaken and current
business model is to continue.
8 Development of a robust 10-year Capital Works Program Asset Planning Manager 5 year capital program drafted for budget consideration. 10 year capital Ontrack @
program to be complete by the end of June.
Page 52 of 107Section 53
Page 53 of 107
EXCELLENCE AS A COUNCIL
No. Project Responsibility Update Status
1 Develop a master plan for the Tewantin administration building Director Infrastructure Services This project is being scoped with a project plan to be developed. Issues Behind Schedule @
and options will be considered and a needs analysis undertaken to
determine office accommodation requirements.
2 Negotiate new employee Certified Agreement People and Culture Manager Council and unions have agreed in principle to the terms and conditions On track @
of the new Certified Agreement. The Agreement is to be put to staff for a
vote shortly.
3. Test and review Council's Business Continuity Plans Govemance Advisor Business Continuity Plan owners are currently in the process of reviewing On track @
adopted plans and educating team members with BCP responsibilities on
associated requirements. Governance Advisor is undertaking desktop
testing with BCP owners.
4 Focus on continuing to develop our organisational culture and Chief Executive Officer Leadership Group undertook a workshop in third quarter regarding On track @
values ongoing development of our organisational culture. A successful
Certified Agreement process has also assisted.
5 Continue TechnologyOne CIA transition including core ICT Manager Completed Enterprise Budgeting system implemented. Progressing Behind Schedule @
enterprise suite conversion and planning for property and enterprise cash receipting and property, rating and financials.
compliance transition
6 Review of general rating structure and rating concessions Revenue Services Manager Workshops held with Councillors regarding general rating structure. On track @
Modelling of valuation impacts in progress.
7 Continue to provide excellence in customer service Director Executive Services Snap Send Solve contacts and online e-requests continue to increase On track @
call volumes. The Webchat system is being piloted.
8 Commence a review of service levels for key Council services Executive Officer This is a staged project to compile service level listings for all services. On track @
Most external services and some internal services have been completed.
Page 53 of 107Section 54
ATTACHMENT 2
Page 54 of 107
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Page 55 of 107
Measure
Staff turnover rate as percentage of establishment level
Purpose
To track staff turnover over time and identify trends
6% *,
ee,
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2% *
s
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Sept Dec March June
Comment
2016/17 annual figure is 8.9%
2015/16 annual figure is 13.06%
2014/15 annual figure is 11.06%
Annual average for category 4 Councils (2014) is 10.6%
2015/16 data is shown by dotted purple line. 2016/17 data is shown by black line
Page 55 of 107Section 56
Page 56 of 107
OUR CUSTOMERS
Measure Measure
Number of requests received x month % of requests completed within target date x month
Purpose Purpose
Level of customer demand & whether service levels appropriate Indicator of whether service levels are satisfactory
2250 100%
2000 Ss _
1750 | SS 80%
1500 rp = g i 7 f-. . a. o* s
pen oN die oh Mee won BReowek So
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July Aug Sept Oct Nov Dec Jan Feb March April May June
0%
a All others @ Local Laws @ Parks July Aug Sept Oct Nov Dec Jan Feb March April May June
& Waste Management ®& Works Operations @ Environmental Health
Comment Comment
Categories show the 'Work Groups' that on average receive the highest number of
requests each month.
Measure Measure
Average seconds of wait time in phone queue % of planning applications decided within statutory timeframe
Purpose Purpose
Service timeliness / capacity to respond Service timeliness
120 100%
80%
90
“*, oJ 60%
oo | ten “tN
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FE Va won
30 : : i 20%
0 0%
ss of FS Se Jan Feb March
3 we ea “ & < i w s @MCU wReconfiguration wOp Works mOp Works (Veg) @DBW @RAP uwTotal
Comment
2015/16 data is shown by dotted purple line. 2016/17 data is shown by black line
Page 56 of 107Section 57
Page 57 of 107
Measure Measure
% of building information requests completed within statutory time frame
Service timeliness Level of activity & service
20
100% a 2% , see nae
Di niy : —~S-
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eee ne
BEGEEEEE
July Aug Sept Oct Nov Dec Jan Feb March April May June » we s “ & e < we rf aa ys
0% & &
Comment Comment
2015/16 data is shown by dotted purple line. 2016/17 data is shown by black line
Page 57 of 107Section 58
Page 58 of 107
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4 1 1 1 91 0 1534 2800 54 53 -1
5 1 1 1 91 1 1542 2796 18 72 25 %G
4 1 1 1 92 0 159 2962 34 26 -1
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4 1 1 1 93 0 158 2991 26 23 -1
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5 1 1 1 97 1 158 3108 34 23 82 ©
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4 1 1 1 99 0 159 3174 34 15 -1
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5 1 1 1 102 1 159 3250 38 31 13 ~/ 2Section 59
Page 59 of 107
OUR SYSTEMS & PROCESSES
Measure Measure
% of requests for service that were lodged electronically % of payments made electronically
Purpose Purpose
Identify growth of online services Identify growth of online services
40% 100%
90% a bl
sos ox Le
ow ee
cow LL
20%
= = i etteeetene, 50%
10% | ae” hs hs oe 7
30% —————————————
20% | a
0% 10%
July Aug Sept Oct Nov Dec Jan Feb March April May June 0% I i i 7 | 7 7 | a
wE requests Email (incl. requests via mobile applications) July Aug Sept Oct Nov Dec Jan Feb March April May June
Comment Comment
Note: 2015/16 data excludes requests received via email (including via mobile This KPI includes all payments made to Council via electronic means (including BPAY,
applications) direct debit, via Council's website, at Australia Post outlets etc)
2015/16 data is shown by dotted purple line. 2016/17 data is shown by black line
Page 59 of 107Section 60
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
11 COMMUNITY SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2017-18
DOCUMENT INFORM AT ION
Author Director Community Services, Alan (Fox) Rogers
Community Services Department
Index ECM/ Subject/ Branch Manager/ Community Services
Attachments Nil.
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Community Services to the Services & Organisation
Committee Meeting dated 8 May 2018 providing an update on operations of the Community
Services Department for the period 1 January to 31 March 2018.
REPORT
The adopted organisation structure includes the following branches under the Community
Services Department:
Community Development and Community Grants;
Community Facilities (Including Noosa Community Support, The J, Bicentennial
Community Centre, Noosa Aquatic Centre and Noosa Leisure Centre);
Directors 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 60 of 107
Section 61
COMMUNITY SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
COMMUNITY DEVELOPMENT
Develop and adopt the Noosa Shire Successful delivery of the Queen’s Review the 2006 Social Charter to Initiate and facilitate first aid training
Social Strategy Baton Relay Community ensure that it has sufficient focus on for Heart Week for community group
celebrations –it is estimated that social justice and inclusiveness. members
there 10,000 people attended. Application for master planning of Implement actions from Arts and
Hosted South-East Queensland Noosa and Cooroy sports complex’ Cultural Plan
Local Government Sport and under the Get Planning Spaces Implement actions from Sport and
Recreation Forum in March 2018. State Government funding program Active Recreation Plan
Noosa Sport and Active Recreation Next Grow your Arts workshops Create and facilitate event for
Implementation Plan adopted by (How to write a grant application, National Volunteer Week
Council. QMusic partnership, looking at Prepare a community status report
Successfully launched the State SCRC partnership for Arts Law based on outcomes from CPRT and
Government funded Get Out Get workshop in May) the wellbeing indicators for inclusion
Active (GOGA) Program (Women’s Current format of Youth Network in Council's Annual Report
physical activity program for 18-24yr meetings to be revisited. Develop an on line tool that reports
olds. Lease negotiations with Cooroy on the social data for the Shire that
Successfully launched the Game on Memorial Hall Committee can be shared with local
Qld funded (GOGA) Program Collaborative planning for Food organisations
(Teenager physical activity program Bank in Noosa to support Breakfast Assist United Synergies in the
for 13-17yr olds). Club and emergency relief. planning of Booin Gari Festival –
Full-Time Community Development Grow Your Arts partnership with September 2018
Officer – Eadie Hancock Noosa Gallery for Artist in
commenced as Kylie Finigan Residence (June/July)
working part-time for next 12 Coordinate youth activities/network
months. and research into the pluses and
Facilitated Noosa Community minuses of a Junior Council and also
Roundtable February 2018 into mechanisms that other Councils
Started review of Social Charter. are using to garner young people’s
Submitted nomination for LGMA input and involvement in Council
Excellence Award – Collaboration business.
Category for Noosa Community Launch the State Government
partnership Roundtable – Johns funded Get Out Get Active (GOGA)
Landing. Program (Women’s physical activity
Sixth edition of 'Grow your Arts' program for 40 plus.
quarterly e- newsletter distributed. Support consultation process for the
Promoted the Game on Qld funded draft Cultural Plan
(GOGA) Program (Come and Try
Adventure Racing) – 100 places
Page 61 of 107
Section 62
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
filled in 12 hours. Date to be held –
27th May
Grow Your Arts program partnering
with QMusic to organise 2 Industry
Connect workshops at The J
Arts Breakfast with Sunshine Coast
Creative Alliance – Peppers Resort
Facilitated first quarterly Northern
Sunshine Coast Network Meeting for
2018 (15 individual social service
organisations attended)
Distributed second annual Sunshine
Coast Volunteering Survey on behalf
of Sunshine Coast Volunteer
Stakeholder Reference Group
Council Community Grants Program, All unsuccessful and successful Processing grant payments and Assess & present recommendations
including RADF notifications (with agreements and funding agreements from Round 8 for Round 9 Community Project and
claim instructions) sent to grant 98% complete. RADF grant
applicants for the final round of There are no overdue acquittals. Prepare to request acquittals,
2017/18 Community Project Grants Closing Round 9 of Community and assess and make next year
3rd Grow Your Arts - Find Your Arts RADF grants (closing 12th April) payments to the 81 recipients of
Funding info session in Feb with Applicant support for RADF and multi-year grants (Alliance, Festive,
presenters from Australian Council, Community Project Grants programs Signature Events, Halls and Sports
Arts Qld, council and local artist – 55 Ongoing assistance to Economic Field Maintenance)
attendees Development users as and Regional Plan and present for Grants Nibbles
Support grant applications for Gallery users. and Network Night
community grants and RADF Water Rebates for Unitywater-direct-
applications through phone calls and billed NFPs paid for FY 2017/18
meetings Contributing to new South East
RADF application to Arts Qld for Regional Funders Hub
2018-19 program submitted Organise follow up how to write a
grant application workshop in April in
partnership with CQU
Community Development team
assisting sporting, cultural and
community groups with their external
grants
Ongoing contribution to Australian
Institute of Grant Management
Forum
Page 62 of 107
Section 63
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Grants - external Assisted local sports clubs in Ongoing – administering Council’s Map external grant opportunities
applying for the State Government Grants Register (currently 71 Review Grant Processes and draw
Female Facility Grant program. external grants across 30 Cost up & publish Flow diagrams
Successful applicants announced Centres)
mid-March. Shared Noosa Council’s External
Assisted community groups to apply Grant processes and register with
for Gambling Community Benefit Central Qld Council.
Grant.
Successful with Game on Qld.
Grants for: Commonwealth Gala
Sports Day, Come and Try
Adventure Racing, Active Teenagers
Program
Grant success also with:
Commonwealth Games Embracing
2018 Sports Assets Legacy
Program, Queens Baton Relay
Community Celebrations
Assisting Infrastructure Project
Managers with DILGP processes
and forms
Assisting various officers to have
access to various government grant
portals.
Supported cultural groups to apply
for external grants including Building
Better Regions and Regional Arts
Fund.
Business as Usual activities Participated in 2nd Strategic Planning Finalise tenure and assist with Continue to work with the State
forum with Cooroy Memorial Hall security upgrade – SHINE, Government (Department of
Committee. Negotiate tenure of Pomona National Parks, Sport and Racing) to
Provided advice to Pomona Men’s Kindergarten deliver events in Noosa as part of
Shed on tenure and governance Negotiate tenure change Cooroy the Building Active Communities
issues. Pomona Lions Club program.
Provided advice to Noosa Renegotiate tenure for Rotary Club Finalise works being carried out at
Community Gardens on tenure and of Noosa Heads over Tait-Duke the Girraween Sports Complex to
governance. Community Cottage to coincide with provide a face lift to the clubhouse
Joint consultation with Parks & new Council bike path project. and amenities.
Gardens regarding community Facilitate expression of interest for Rolling out and training Team
planting project at Cooran. Community-hub service sharing in Collaboration tool (SmartSheet) to
Respond to request for new Tait-Duke Community Cottage. all members of the team.
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community garden at Sunshine Assess Inaugural Sunshine Coast
Beach. Open House program and consider
Prepared and distributed the 13th Noosa’s involvement in the 2018
edition of the quarterly Community event
Connections e-newsletter to not for Continue to support Pomona Arts
profits. Inc. new committee following AGM
Delivery of State Government to better manage Majestic Theatre,
(Department of National Parks, Railway Gallery and Markets
Sport and Racing) events in Noosa Negotiate expired lease for Kin Kin
as part of the Building Active Tennis Club.
Communities program: Advanced Negotiate user-agreement (license)
Sports Strapping with Tewantin Noosa Cricket Club
Noosa District Sports Complex and for amenities block at Read Park,
Cooroy Sports Complex Tewantin
Management meetings held. Finalise Lease agreement with the
Attend Pomona Arts Inc AGM 24th Kin Kin Tennis Club.
March Negotiate tenure for Girraween
Attend Noosa Arts and Crafts Sports Complex
monthly meetings Provide assistance in planning of
Noosa Shire Arts and Crafts tenure Cooroy Fusion Festival
finalised Attend future monthly meetings for
Delivery of State Government Sunshine Coast Open House to
(Department of National Parks, support Noosa involvement in this
Sport and Racing) Building Active region wide event
Communities event in Advanced Attend future quarterly meetings for
Strapping the Sunshine Coast local Level
Develop budget for 18/19 financial Alliance Steering Committee.
year. LDMG Welfare Sub-committee
Participated in case study of Orange review and change of format,
Sky Laundry – Noosa Service with combining with Northern SC
collaborating partners Dept Housing, Network Meeting (Welfare agencies)
St. VdP, Centrelink, Red Cross. For Recovery Training planning for
State and national recognition. future meeting.
Attended 3 meetings for Sunshine
Coast Open House 2018
Participated in CALM Noosa
quarterly meeting and promoted
awareness for drink spiking.
LGDM Welfare Sub-committee and
Recovery Committee meetings held.
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BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Facilitated partnership between
Noosa Residential Aged Care and
Noosa Flexi School – Generations
Café social enterprise. Launched in
April 2018.
COMMUNITY FACILITIES
Noosa Aquatic Centre
Investigate ways to enhance the Approval of a major emission Removal of redundant solar pool Install and commission the system.
centre’s sustainability practices to reduction strategy - PV solar power water heating from the roof. Media awareness of the project and
achieve Council's Emission Reduction generation. Replacement of original roof its outcomes.
Policy goals. Tenders have been assessed and sheeting prior to new installation.
a contractor appointed for the
installation of a Solar PV system.
Create improved family change The result of a Learn to Swim Outcome of application was If funding application is successful,
facilities survey identified improved family scheduled for February 2018 commence detailed design and go to
change space as a key priority. announcement by state government tender. If not, seek alternative
Funding application completed for but remains unknown. funding sources for the project.
Qld State Governments ‘Female
Facilities’ funding program as part
of the ‘Get in the Game’ funding
program.
Application submitted 1/12/17.
Develop a detailed centre Asset Finalisation of the Asset Implementation and adherence to Continue to conduct an internal
Management Plan as a pilot project for Management Plan as a pilot project existing maintenance schedule. cost/benefit analysis on some
Community Facilities. for Community Facilities. recommendations and implement
Combining of Building Condition recommended actions.
Assessment and the Roejen Pool
Plant Condition Audit into draft plan
document.
Ensuring recommendations are fed
into future years’ planning.
Operate facility in line with the endorsed The NAC $197k ahead of YTD Retain close monitoring of Continue with tight management
budget revenue target. occupancy levels for both Learn to practices to ensure a favorable
YTD expenditure is $31k under Swim & Group Fitness/Circuit result against the predicted budget.
budget. classes to ensure maximum financial
Net YTD position is a positive performance.
variance to budget of $228k. Finalise 18/19 financial year budget.
Draft budget finalized for 18/19
financial year.
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Commence work on a 10-year facility Team planning day scheduled for Refine ideas from planning day.
masterplan. May 2018.
Business as Usual activities Completion of website development Implement standard Term 2 Voting to be conducted on the NAC
and launch. operations following the Easter L.A.W.A
Welcomed our first group of school holidays. Evaluate applications & appoint
Chinese High School students for Complete building the ‘back end’ of successful operator for the NAC café
swimming lessons. the time and attendance system, lease. Contract to commence 1 July
Welcomed the New Zealand Para Tanda, with trial planned for mid- 2018.
Olympic and Great Britain Triathlon April. Continue with the development of
teams for Commonwealth Games. Trial of two new classes in our the NAC’s “Watch Around Water”
Group Fitness program. Water program aimed at enhancing
Resist (Aqua Cycling) & Aqua Stick. swimmer safety particularly focused
Planning and preparation for School on the under 5’s.
Carnivals.
The J & BCC
Investigate ways to enhance the centre’s Confirmed upcoming installation of Installation of Lighting Control 4 Staff training and activation of the
sustainability practices to achieve new solar panels to The J and system in April. Control 4 system to achieve
Council's Emission Reduction Policy and agreed to timeline. maximum efficiency.
ZEN goals. Lighting Control 4 system purchased Further consideration for lighting
to improve lighting efficiency and upgrade to LED where possible.
reduce energy consumption.
Operate the facility in line with the The J as at end March has Ongoing review re budget profiling, Ongoing review and monitoring to
endorsed budget. exceeded revenue budget by $$73k. specifically event related revenue meet full year budget.
Expenditure was above budget by and expenditure.
$24k, leading to a net YTD positive Finalise 2018/19 budget.
performance against budget of $49k.
BCC ahead of YTD budget by $13k
due mainly to expenditure
underspends.
Draft budget finalized for 18/19
financial year.
Finalise the development and New website up and running and Ongoing review of marketing Implement any additional marketing
implementation of the centre's strategic has been well received by all parties. strategies. strategies including ongoing
marketing plan, including the launch of a improvements to the website.
refreshed standalone website and social
media channels.
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Business as Usual activities Commenced USC Performing Arts Receive report to consider Ongoing review of ticketing options
Program for 2018 includes regular operational improvements to theatre for The J.
use as per USC lease agreement lighting systems and test fixings Implement recommendations to
and hire of The J Theatre and an within the theatre, with the aim to improve lighting systems and fixings
end of year performance by increase efficiency and reduce within the theatre
students. WH&S and public risk. Review The J’s core staff roles and
BCC – Noosa Gymnastics BCC Main Hall – coordinate required responsibilities to meet increasing
extensions to Main Hall near maintenance in conjunction with demands and operational
completion. completion of renovations. efficiencies.
Negotiated permanent hire of BCC BCC Annex - complete maintenance Further consolidate regular bookings
Annex to Montessori Noosa until end items for Montessori Noosa’s through to 2020
of 2018 with aim to further negotiate permanent hire.
a lease by 2020
Noosa Alive tickets on sale.
Preparation to commence TANDA
(electronic rostering and time and
attendance software) trial.
Noosa Leisure Centre
Investigate ways to enhance the centre’s Contract awarded for rooftop PV Confirm dates for solar power Install rooftop solar.
sustainability practices to achieve solar installation and initial installation.
Council’s Emission Reduction Policy and consultation and site inspections Continue to replace any faulting
ZEN goals. held with supplier. lights with energy efficient LED’s.
Operate the facility in line with the The NLC exceeded the third quarter Continue to closely monitor budget Ongoing review/monitoring of
endorsed budget. revenue budget by $30k. performance. budget, achieving further efficiencies
Third quarter expenditure above Finalise 18/19 financial year budget where possible.
budget by $9k.
Net position is $21k ahead of YTD
budget.
Draft 20178/19 budget prepared
Finalise the development and Website and social media channels Continued development and Review and monitor performance,
implementation of the centre’s strategic launched. implementation of marketing implement any proposed
marketing plan, including the launch of a strategies. improvements.
standalone website and social media
channels.
Continue to implement service review New junior program, Noosa Fit Kids, Continue to liaise with NDBA and Review performance and occupancy
recommendations, including: launched in January and is tracking further develop details of usage levels of Noosa Fit Kids program
Formalising the usage agreement well. agreement. and implement improvements where
between NLC and the NDBA. Trial of Tanda rostering system. necessary.
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Introducing enhanced junior program Initial works underway to trial new Develop and forward Noosa Fit Kids Monitor performance of Tanda.
offerings. electronic rostering system, Tanda. survey to participants. Complete upgrade to flooring in the
outside compound area to
accommodate group fitness training.
Business as Usual activities New stadium sport ‘Pickleball’ Continue negotiations with event Upgrade of deteriorating skylight
introduced in January with organisers for Balloon Art Exhibition roof sheeting in stadium.
encouraging attendance numbers to to be held in August 2018. Preparation for upcoming Bookfest
date. Investigate options to repair and Handmade Expo.
New Group Fitness timetable damaged shade cloth in outside Annual servicing of basketball
commenced in January crèche play area. structures and stadium fans.
incorporating Yoga classes back into
NLC program following the cessation
of the outsourced Noosa Yoga
School in December 2017.
Repairs to damaged stadium
floorboards completed.
Mini Library now set up and
operating within Noosa Leisure
Centre for the duration of the library
refurbishment works.
Noosa Community Support
Investigate ways to enhance the centre’s During the centre refurbishment, all Sourcing quotes to replace lighting Continue to consider emission
sustainability practices to achieve lighting was changed over to LED in in the Canary Room with LED reduction initiatives.
Council's Emission Reduction Policy and the Macaw Room. lighting.
ZEN goals.
Investigate systems and tools which Conversations with current software Identify an interim solution to assist Continue to consider interim mobility
could aid mobility functionality for offsite provider have revealed mobility offsite staff. Initial conversations solutions.
staff members. solution won’t be available for around this have occurred with IT
another 18 months. staff.
Work being done to allow Traccs
database to talk to T1 in some
capacity.
Complete stage 2 of the centre refurb Refurbishment completed Signage to be updated. Fence to be replaced and native
works garden / fruit trees to be introduced.
Operate the facility in line with the Team is performing with budgeted Continue to track in line with budget. Finish financial year within budget.
endorsed budget. parameters.
Business as Usual activities Administration trainee appointed. Investigate opportunities with Finalise two year funding agreement
Arts and crafts moved to newly package care. (until 2020) with the Commonwealth
renovated area in McCaw room.
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New client easy access chairs A Peregian Beach Care & Share Commence implement
purchased for McCaw room. program to be investigated in recommendations of the future
Review of future direction of Noosa conjunction with Peregian Beach directions review Ongoing database
Community Support completed in Community House improvements with associated staff
preparation for changes to aged Investigate electric chair to assist training.
care and disability funding models client transfers in the podiatry and Investigate sit-down dance classes
incontinence programs. in conjunction with NLC.
Internal painting of the Canary
rooms.
Finalise the 2018/19 operational
budget.
DIRECTOR’S OFFICE
Rufous St Precinct Development March 9 Hutchinson Builders Ongoing liaison with Digital Finalise report and grant acquittal to
achieved practical completion of the businesses DLIGP
Digital Hub building Finalise landscaping works for Preparations and planning for the
Employed Chris Bowden as Peregian Green Digital Hub opening in 4th quarter
coordinator for the Digital Hub Hub 2017/18
Commenced work on developing a Construction of the Digital Hub now
tender for Digital Hub tenants scheduled for completion by Easter
2018
Cooroy Memorial Hall Renovation works at the Cooroy Monitoring CMHA’s progress in Cooroy Hall re- opening planned for
Memorial Hall continue delivering the restoration works. April 20
Project on time and on budget Commence work on developing a
lease for the CMHA to manage the
building
Purchase of Johns Landing Demolition of existing buildings Nature Reserve application being Finalise Nature Reserve status.
completed developed for the 70% of land
Clean-up of the site finalised March purchased with environmental levy
29 funds.
Management responsibility
transferred from Community
Services to Natural areas.
LIBRARIES & GALLERIES
Cultural Plan Initial draft Cultural Plan complete Preparing a report to Council Public consultation on Draft Cultural
Draft reviewed by key stakeholders seeking Council endorsement of Plan
Complete the draft Cultural Plan
and Reference Group draft cultural plan for public
consultation
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Libraries
Noosaville Library Refurbishment Tender awarded to arete Australia, a Hand over library building to Finalise building design elements.
division of Kane Constructions at a construction contractor Review and streamline service
cost of $1.63M ex GST On-going implementation of operations and staffing levels at
Off-site temporary library locations at Noosaville Library Refurbishment temporary library locations
Noosa Civic and the Noosa Leisure Community Engagement Plan Continue to implement Community
Centre opened for business and Finalise design elements for specific Engagement Plan
operating successfully sections of the new refurbished Provide change management
All Noosaville Library staff, library – Heritage Room, Children's support to library and leisure centre
programs, services, collections and Area, Makerspace and Outdoor staff and library volunteers through
furniture relocated Courtyard next phase of project
Noosaville Library building site ready Engage local children's illustrator to Finalise furniture and fit-out budget
for preparatory works finalise designs for young people's and develop expenditure plan
area including supplier list
Construction phase to commence.
Finalise furniture and fit-out
specifications
Implementation of RFID Bibliotheca appointed to supply Staff training in RFID tagging Appoint contractor for RFID
RFID tags, first batch delivered late Commence retrospective RFID equipment and software
March tagging mid-April and receive RFID Continue retrospective RFID tagging
Finalised retrospective RFID tagging tagged shelf-ready stock from library
schedule and procedures suppliers
Pilot tagging process complete Invitation to quote process for RFID
equipment and software
Liaise with Council departments, external Re-located programs provided at Continued liaison with the Cooroy Deliver Cooroy Fusion Festival in
presenters, authors, partnership Council and community locations Chamber of Commerce in order to May in partnership with the Cooroy
organisations and suppliers to initiate such as the Cooroy RSL, The transfer the coordination of the Pink Fusion Festival Committee and
and plan programs and events Leisure Centre and The J have Precinct Fun Trail from Council to Cooroy Future Group
transitioned smoothly with continued the community Liaise with local digital industry
strong attendance professionals and entrepreneurs for
Planning with the Noosa Gallery
Completed the school holiday delivery of the grant-funded
team to deliver Imaginate -a mid-
Summer Reading Club program - a advanced robotics and 3D programs
year youth arts event
State Library of Queensland youth
reading initiative
Finalised library program for Cooroy
Fusion Festival in May
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Supported Council's Community
Development department with
assistance at the Queen's Baton
Relay event
Seek external funding opportunities to $10,000 grant awarded from the Develop and implement recently Complete Tech Savvy Seniors
provide additional resources for Engaging Science Week grant awarded science and technology Acquittal Report
programs and projects program to contribute towards grant programs Complete Cooroy Makerspace
Makerspace programming Acquittal Report
$6,078 grant awarded from the
National Science Week program to
deliver a range of programs to
showcase Science in Science Week
(11-19 August)
Submitted First Five Forever early
literacy 2017 Progress Report and
financial statement.
Submitted Queensland Anzac
Centenary Grants Program
application for $30,711 to contribute
towards commemorative event for
100th anniversary of the signing of
the Armistice, 11 November 2018
Submitted application for a State
Library of Queensland's Strategic
Priorities grant program to develop a
suite of robotics and 3D experience
programs to be delivered in the up-
coming Noosaville Library
Makerspace
Plan and implement innovative Inclusion of beginner sewing Open the Cooroy Makerspace on Deliver new suite of digital-literacy
technology projects within Library workshops in the new suite of Friday 6 April to the public, offering programs in Makerspace
services to increase digital literacy, Makerspace programs. Eg. How to independent use of the resources Continue to develop new workshop
expose the community to emerging make a re-useable bag and a variety of programs to drive ideas with the digital technology in
technologies and deliver productivity Fit-out of Makerspace complete – activation and encourage the makerspace - 3D
efficiencies. new benches built, additional power exploration, sharing and learning modelling/printing, virtual reality and
points and security installed Deliver staff inductions for Cooroy sewing machines
Makerspace Policy and User Guide Maker Space including basic
completed introductory training on 3D printers
and the Virtual Reality Vive system
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First 'Tinker Tales' STEM-Storytime
delivered with a very positive
response from children and
parents/carers
Finalise Noosa Museum Future Plan and Training session delivered to 9 Organize additional training for Deliver additional training to
commence implementing relevant volunteers in use of Mosaic Museum volunteers on mutually Museum volunteers
initiatives database agreed topics
Plan and deliver a range of Heritage Concept proposal for Noosaville Finalise preparation of cemetery Upload of digitized cemetery records
projects and activities Heritage Walk finalised and budget records and dispatch to supplier for into ECM
initiative for Stage 2 implementation digitizing Delivery of Heritage Month events
submitted Prepare “then and now” Commence planning for 2018/19
Supplier selected and Cemetery photographic installation for new projects
records in final stage of preparation Noosaville Heritage Library room
for dispatch to supplier for digitizing;
budget initiative submitted for Stage
2 of the project
Project concept for Remembrance
Day event developed and costed;
grant application submitted to
Queensland Anzac Centenary
grants program and 2018/19 budget
initiative for council co-contribution
prepared
Program of Heritage Month events
planned
Plan and deliver a range of engaging Confirmed high-profile event with Deliver high-profile author event with Prepare for Winter School Holiday
public library programs which support Tex Perkins at The J in April, in Tex Perkins in April Program.
reading, learning and literacy partnership with Annie's Books on Deliver local-author literary panel
Peregian event in April, based on war stories
Well known author Helen Garner to tie in with Anzac Day
secured for literary event in June Complete 9 week Volunteer Tutor
Delivered successful Summer Training course to train up to 15 new
School Holiday program. 16 events tutors for our Adult Literacy program
with over 320 attendees. Deliver Easter school holiday
Successful 'Stories Under the Stars' program
event to celebrate World Storytelling
Day
75 attendees at the recent Dr Eileen
Herbert-Goodall Writer's Workshops
at the Leisure Centre and Cooroy
RSL
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Business as Usual activities Total January – March 2018 Library Continuous assessment and review Commence planning for 2018/19
visitors: 69,060 (excluding of WHS practices and procedures Branch and Risk Management Plan
Noosaville Library in March due to for library branches, including Review condition and lifespan of
closure) temporary library locations to ensure Mobile Library vehicle and develop
Total January – March 2018 Library safe work environments and best forward plan for service and staffing
items loaned: 118,736 practice implemented. Continue to work with Civil Works on
Social media: 3,159 followers on the Wallace Park Precinct pavement
Instagram and 2,121 page likes on upgrade – scheduled for completion
Facebook early 2018/19 financial year
Completed the draft 2018/19
operational budget
Trainee successfully completed
requirements of the Certificate II
Information and Cultural Studies as
part of her 12 month Library
Traineeship.
Building Maintenance Work with B&F to assess ongoing Finalise and seek approval for
issues with Cooroy Library air proposed rectification plan for
conditioning and BMS to identify Cooroy Library Air Conditioning and
solutions and develop a proposed BMS
rectification plan Resolve issue with roof over existing
Work with B&F and plumbing Cooroy Library air conditioning
contractors to rectify external chiller plant equipment as part of the
drainage issues in sunken courtyard rectification plan
and rooftop at Cooroy Library
Galleries
Plan and deliver a schedule of engaging Delivered the following exhibitions in the Preparation for solo exhibitions by 3 Implementation of programs
exhibitions and programs which diversify past quarter Sunshine Coast artists, Phil Rolton, supporting Draw! (High school
and grow audiences Taste of Art, annual Friends of Miles Allen and Glenis Clelland, in student prize).
Noosa Regional Gallery exhibition next exhibition block. Planning for increased focus on
and Aluna by emerging local artist Preparation for Imaginate Children’s McCrae Memorial Drawing Prize to
Domi Cohen (6,884 visitors) Festival. be held in October 2018.
Prosthetic Realities, an augmented Preparation for Deborah Kelly
reality exhibition, Domestic Duties by touring exhibition as part of Noosa
local artist Kim Schoenberger and Alive!
Object Therapy which explores Development of workshop programs.
creative transformation and notions
of value and repair (6,319 visitors);
Stencil Art Prize travelling exhibition
and Julian Thompson exhibition
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opened 24 March
Resolve the vacant positions within the New Gallery Director commenced Review vacant Gallery positions Review gaps in current Gallery team
Gallery team 6th February and completed New casual staff recruited for structure and plan to recruit staff to
induction exhibition installations address these against current
unused EFT allocation
Liaise with Council departments, external Program planned in partnership with Assist Library with delivery of Finalise planning for the Imaginate
artists, partnership organisations and Libraries team to deliver a series of programs during refurbishment Children's Festival
suppliers to initiate and plan programs children’s public programs during the
and events Imaginate Children’s Festival
Review Gallery shop product range to Annual sales forecasts reached at Monitor stock and focus on moving Review 2017-18 sales trends and
improve sales and profitability and end of 3rd Quarter current holdings plan for 2018-19 product range
Implement the new retail management
system for the Gallery shop
Ensure appropriate WH&S policies and WH&S added as a permanent Reviewing Gallery WH&S policies Continue to implement, monitor and
procedures are actively being agenda item on Gallery team and procedures improve WH&S policies and
implemented meeting agendas procedures
Gallery team up to date on Take 5
WH&S online modules
Actively seek opportunities to obtain Submission of funding applications Await outcome of grant applications Gallery Director to identify potential
external funding to support Gallery to Australia Council for the Arts and submitted external funding opportunities.
programs and activities Arts Queensland to support Priority projects for support include
Imaginate Children’s Festival. Deborah Kelly’s No Human Being is
Secured $3,000 from Regional Arts Illegal, Noosa Drawing Prize
Development Fund for Deborah (working title) and Biosphere during
Kelly’s artist fee for her 2-week ART+CLIMATE=CHANGE (tbc).
artist-in-residence during the
exhibition No Human Being is Illegal.
Plan and delivery of a range of initiatives Friends of Noosa Regional Gallery’s Planning for a series of professional Finalise planning for No Human
which support local arts practices annual exhibition, Taste of Art, development workshops for local Being is Illegal and Noosa Alive! VIP
delivered featuring 121 works artists event
predominantly by local artists. Planning for Deborah Kelly’s artist- Call for entries for Lynn McCrae
Program of 5 local artist talks and in-residence project, working with Memorial drawing Prize and Draw!
workshops delivered as part of Taste local artists to develop a new Student Drawing Award
of Art collaborative art work as part of No
Free drawing workshops delivered Human Being is Illegal
for local year 10, 11 and 12 students
in preparation for their entry into the
Draw! Art Prize
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BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Ongoing program of fee-for-service
workshops delivered with principal
uptake by local artists
Agreement reached with Noosa
Alive! To feature Deborah Kelly’s No
Human Being is Illegal as a key
visual art event during the festival.
Noosa Regional Gallery will also
host a Noosa Alive! VIP preview
event at the gallery
Review the purpose, roles and Met with President, Vice President Liaising with the Friends of Noosa Begin to draft a MoU as a result of
responsibilities of the Friends of Noosa and Treasurer and agreed to regular Regional Gallery to review annual review of the Friends purpose, roles
Regional Gallery meetings between Gallery Director Taste of Art exhibition and more and responsibilities
and Friends as well as need to broadly, the relationship between
review purpose, roles and Noosa Regional gallery and the
responsibilities of the Friends of Friends
Noosa Regional Gallery
Understanding reached that a MoU
will be developed articulating the
relationship between Noosa
Regional Gallery and the Friends
Improve marketing of Gallery and its Met with relevant Gallery staff and Achieving a consistent style and Commence planning for a review of
exhibitions and programs external graphic designer to discuss identity across current marketing Gallery marketing and branding
current marketing and design collateral
practices and develop a more Review range of local and national
consistent approach. marketing opportunities and align
Increased prominence of display with upcoming exhibitions and
advertising in Tourism Noosa annual activities as appropriate
publication Investigating public art opportunities
Negotiated full page display as an avenue for improving visibility
advertising in Noosa Alive! Festival of the Gallery
program
Business as Usual activities Total January – March 2018 Gallery Strengthen and re-focus Noosa 2019 exhibition program planning
visitors: 12,115 Regional Gallery’s relationship with and development
Total January – March 2018 Gallery the Friends Floating Land festival planning and
Program attendance: 759 Continue volunteer recruitment to fill development
Social media: 1232 followers on small gaps on roster and succession Management plan for Friends Noosa
Instagram and 1338 page likes on planning Gallery
Facebook
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BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Council staff engagement with
gallery continues to improve through
council morning teas
Event held for local stakeholders to
meet with new Gallery Director
LOCAL LAWS
Illegal Camping In the past quarter the nature of Continue to patrol and monitor this Monitor & review
illegal camping has changed with behavior taking action where
Officers having to deal with an appropriate.
increasing number of homeless
people setting up camp in high
profile areas along the foreshores of
the river (Noosa Heads Lions Park
and Gympie Terrace).
Officers have engaged Community
Development Staff and external
agencies including QPS to assist in
dealing with the issue.
Beach Patrols Random patrol times have increased Maintain focus and patrols Monitor
this quarter with Officers report
many compliments from the
community on the increased Council
presence.
Unregistered Dogs Action taken against unregistered Maintain focus Monitor
dog owners has been a hot topic.
After initial information from external
providers that emailed renewals had
been sent without problem, upon
complaint, further internal
investigation identified a problem in
the email delivery and as such a
small number of individuals have
had their infringements cancelled.
Other issues requiring cancellation
were deceased dogs and residents
moving. Generally speaking
approximately 65% of the
infringements were unaffected.
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BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Compostable Doggie bags The New Doggie bags were Monitor and action as necessary Monitor
introduced and have become an
instant success with residents. So
much so that many are being
removed in bulk for what is believed
to be “Other Uses”. Residents are
assisting with addressing this
situation.
Business as Usual activities
Dog Registrations Infringement notices were issued to Review process for issuing Monitor
unregistered dog owners this infringement notices to make it more
quarter. customer friendly
Issuing of these notices highlighted
problems with Council emails ending
up in junk mail and owners of pets
not being aware of their
responsibility to inform Council when
their pet has died.
As a result of these problems
Over one third of these infringement
notices have now been waived.
Parking After a busy holiday period parking
revenues are in line with budget
forecast
WASTE & ENVIRONMENTAL
HEALTH
Waste
Mobilise new waste management Contract successfully commenced 1 Resolve issues around accounts to Contract mobilisation completed.
contract 1516T043 by 1 September 2017 September 2017 be submitted by Cleanaway
1100 litre cardboard service
implemented
Implement Mandatory Garden Waste Bins delivered in August 2017 and Review the contamination levels and
Collection Service by 1 September 2017 first week of September consider inclusion in an audit of the
Collection service commenced 1 waste stream in 2018/19.
September 2017
Prepare for Container Deposit Attended public meeting with Glenn Report to Council on our proposed Await development Government
Legislation Elmes, Member for Noosa level of involvement when details Legislation
are known
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Section 78
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
State Government advised
commencement of container deposit
scheme deferred until 1 November
2018.
Draft Local Law No.7 Waste Report presented to Council and Gazettal of Local Law Report to council in April adopting
Management Local Law adopted 15th March 2017 Adopt resolutions relating to service service areas and approved
areas and approved containers. containers.
Develop Litter Management Plan Ongoing success with using Gather information on hot spots and Commence preparation of data for
cameras to identify illegal dumping costs to Council managing litter the Plan
and issue fines
Call tenders for a licence for operation of License to Occupy issued to Transfer of License from Briteside Negotiate with RRA on the level of
the current Briteside Tip Shop and select Resource Recovery Australia for Tip (Noosa Community Training) to involvement in the 2018/19 kerbside
preferred supplier shop operation from 1 June 2017. RRA. service commencing in July.
Negotiate with Noosa Community
Training to ensure the organisations
sustainability
Manage minor Waste contracts Extended Contract for Recovery of Finalise Concrete Crushing Contract Monitor contract register and ensure
Metals and Lead Acid Batteries to 30 for Council approval. contracts that are expiring are
June 2019. Mulching of Green Waste Contact renewed
Extended Contract for Domestic has been terminated to prevent Report to council for approval of
Hazardous Waste Removal to 31st procurement value being exceeded concrete crushing contract use to
July 2019. (due to huge volume processed). value.
Interim quotation process being Call tenders for Mulching Contract at
used until a new contract in place. Landfill and Transfer Stations
Investigate costs for long term Obtained estimated costs of Included in Capex program for Portion of Project for 2017/18
stormwater control at landfill investigation for stormwater control. 2018/19 completed.
Investigate costs for second weighbridge Decision not to proceed with new NFA NFA
for landfill weighbridge at present time
Implement action plan in the Waste Delivery of education program and Audit of waste streams to determine Obtain quotes for audit and
Reduction and Recycling Plan 2016- participation in national recycling contamination and volumes implement audit by successful
2024 week tenderer
Promote e-waste disposal service Service implemented in accordance Promote e-waste disposal through Completed. (Provision of Service is
dependant on Government Policy with revised policy media outlets and web ongoing)
Paint back contract for free paint
collection implemented
Develop web portal with T1 and Web portal established 1 September Await T1 upgrade to allow full Expand staff training and use of the
Cleanaway as detailed in new Waste 2017 integration of web portal – may take system and explore benefits
Management Contract Deficiencies in T1 have not allowed more than 1 year
for full integration of the portal Customer service and waste staff
system but it is operational using the system
Page 78 of 107
Section 79
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Submit an ERA53 for composting at Negotiations with EHP about the Waste audit to determine volumes of Audit of waste streams to determine
Eumundi Rd Landfill if costs analysis is proposal indicate business as usual organics if composting is economically viable
positive does not require ERA 53 approval. Cost benefit analysis consultancy for for waste stream.
Quotations for waste audit received composting included in the 2018/19
and contract approved for provision draft budget estimates.
of waste audit.
Fully revise fees and charges for Waste AEC have developed draft fees and Adopting of fees and charges. Refer new fees and charges to
in the context of the new contract charges to remove some of the Council for approval in 2018/19 draft
operational concerns from the budget.
2017/18 charges.
Update the provisions budget timelines Contact with ATC Williams AEC to determine the increases Work with AEC regarding
and costs with AEC Consultancy indicates a full needed in the 2018/19 draft budget. requirements for provisions fund
investigation for 2018/19 not update for 2018/19 budget.
warranted. Increase provisions
funding by CPI.
Monitor impacts of China Recycling Ban Liaise with Visy re their continuing Inform community that Visy is Advocate to State and Federal
ability to accept Noosa’s co-mingled continuing to accept Noosa’s Governments to take action to
kerbside recycling recycled materials however they encourage the growth of a local
may be some future increase in recycling industry
costs to provide this service
Continue community education
campaign to reduce contamination
levels in the recycling stream
Business as Usual activities Develop 18/19 budget
Develop Capital Works Program
18/19
Review Waste Service charges for
18/19
Develop New Initiatives for 18/19
budget
Environmental Health
Develop Inspection program and fees for Legal advice obtained on local law Develop an inspection program Develop and report to Council on
deemed approvals and deleted ERA’s for and options for enforcement working in consultation with industry proposed inspection program
further action required by Environmental Proposed local law found to be Develop an industry communication Provide industry communication
Health in accordance with Local Law 1 unlawful following councillor decision on fee once cost recovery fee options have
proposed amendments Alternative cost recovery option recovery proposal been decided
using a Special Charge through the
rates confirmed by AEC group that
this option can be used
Page 79 of 107
Section 80
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Workshop with councillors on the
Special Charge proposal.
Councillors agreed to discuss as
part of the budget discussions
Develop and commence implementation Fees are available for charging for Develop proposal of which pools will Awaiting finalised pool monitoring
of Inspection program with fees for the inspection of pools in the 17/18 be inspected program guidelines from QHealth
Licensing of commercial swimming pools budget New swimming pool operational before commencing program most
(under Local Law 1 which is to be Swimming pool operational training guidelines are being updated by likely now in next financial year.
amended for this undertaking) undertaken with 2 x staff with further Qhealth. The development of this
training to be undertaken guideline will allow establishment on
Inspection fee included in the fees & a suitable public pool monitoring
charges program
Develop and implement a risk based Staff attended a Qld Health training Develop a risk rating system for food Finalise investigations into the
food business licensing and inspection course on risk rating premises. premises development of a risk based
system Food premises register has been Program will commence beginning inspection program
risk rated and inspection frequencies of new financial year
have been developed
Commence development of the draft Draft project plan has been prepared Refine the project plan Arrange steering group meetings to
Community Health Plan in consultation for the development of the Develop and obtain approval from work on development of the plan
with relevant stakeholders for completion Community Health Plan Council for the steering group Undertake initial reference group
in 18/19 Proposed scoping for the Plan has representatives meeting and commence plan
been workshopped with Councillors Confirm reference group development
and councillor representation on the membership and organise initial
reference group ratified by council reference group meeting for April
Business as Usual activities 295 annual food licence inspections Continue annual food licence Develop draft 18/19 budget
completed following 565 inspections. inspection program Propose draft fees and charges for
845 complaints investigated (900 Continuing focus on food premises 18/19
complaints investigated in 2016/17) inspection program and timely Undertake routine inspections of
Above average numbers of new food management of customer requests premises and attend to complaints
business applications received to Implement activities around the
date. amendments to Local Laws relating
Market inspections after hours have to Environmental Health
been completed with further Continuing inspection program
inspections scheduled before 30 Further after hours market
June 2018 inspections of food outlets
Page 80 of 107
Section 81
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Pest Management
Pest Management Responsibility for Pest Management
activity successfully transferred from
Waste and Environmental Health to
Environmental Services Branch from
January 1 2018
Business as Usual activities Mosquitos were very active in
Vector Control February / March as a result of wet
weather. This resulted in 7 aerial
treatments in the quarter with the
treatment area expanded over
Noosa Banks due to high number of
Ross River notifications from
Queensland Health
Cemeteries
Transfer paper cemetery records to T1 Finalise quotes for Arrange commencement of Finalise this stage of the project
scanning/digitalisation of records. digitalising paper records with
Prepared the records to be Library
digitalised
Business as Usual activities 12 burials since Christmas Investigating improved safety barrier Finalise first stage of monument
The recent wet weather has caused mechanisms for open trench safety securing program
Conduct burials at 3 cemeteries and difficulties with trench stability at the management Procurement of improved open
maintain cemeteries in good condition Tewantin cemetery, so safety Secure cemetery monuments that trench barrier management
and implement Cemeteries Business measures are in place for both staff have become loose over the years.
Continuity Plan and the public to prevent accidents These tend to be very old
from trench wall collapses monuments that require additional
Fee amendments for 18/19 financial securing to prevent monuments
year completed falling onto to the public and staff
Temporary repairs completed to the Maintain 3 Cemeteries
Pomona fence
Page 81 of 107
Section 82
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
Previous Council Consideration
Nil.
Finance & Risk
The Department finished the third quarter of 2017/18 in a strong financial position, with revenue
at 95% of budget and expenditure at 72.5%. Net financial performance was favourable against
year to date budget by $1,552,212.
Revenue performed strongly particularly in Waste and Community Facilities and specifically at
the NAC. Libraries branch have also secured a number of grants in this quarter.
Expenditure items that were below budget related to employee costs in Local Laws, Community
Support and Environmental Health. Materials and services were underspent in Waste, Libraries
and Community Development.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil.
Departments/Sections Consulted:
Chief Executive Officer X Community Services X Corporate Services
Executive Officer X Community Development X Financial Services
Executive Support X Community Facilities ICT
X Libraries & Galleries Procurement & Fleet
X Local Laws Property
X Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 82 of 107
Section 83
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 8 MAY 2018
12 CORPORATE SERVICES DEPARTMENT UPDATE - 3RD QUARTER 2017-18
DOCUMENT INFORM AT ION
Author Director Corporate Services, Michael Shave
Corporate Services Department
Index ECM/ Subject/ Branch Management/ Corporate Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Corporate Services to the Services & Organisation
Committee Meeting dated 8 May 2018 providing an update on operations of the Corporate
Services Department for the period 1 January to 31 March 2018.
REPORT
The adopted organisation structure includes the following branches under the Corporate Services
Department:
Financial Services;
ICT (including Records);
Procurement & Fleet;
Property; and
Revenue Services.
Corporate Services primarily provides internal support to the other Council Departments, with the
exception of the Property branch that deals primarily with land and property management issues.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the department.
Page 83 of 107
Section 84
CORPORATE SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Financial Services
Budget April budget review (BR3) finalised Finalisation of draft 2018/19 budget Adoption of 2018/19 budget.
and adopted by Council. and supporting financial policies. Further refinement to the
2018/19 budget development in Ongoing monthly budget reporting functionality of the T1 enterprise
progress. Managers and directors and support. budget system (EBS) to enable its
have completed submissions and use for future budget reviews.
Councillor workshops underway.
Assets Reconciliation of road assets Finalise the financial revaluation. Revise road assets in the T1 system
between pavement management Assess the impact to Council’s as a result of revaluation and
system, GIS and T1 system financial sustainability from the roads reconciliation.
completed. revaluation and reconciliation. Asset procedures to be reviewed to
Draft financial revaluation of roads Continue capitalisation of streamline processes and improve
and land asset classes complete. constructed and developer efficiency and transparency.
Recruitment of new staff member to contributed assets in the financial
fill the vacant Asset Accountant asset register to eliminate backlog.
position.
Statutory Reporting, Risk Management Bank reconciliation processes Preparation for interim external Preparation for 2017/18 year end
and Audit Compliance improved per recommendations from financial audit by QAO in May. financial statements.
internal audit outcomes. Finalisation of review of financial
A review of controls over access to system access by users.
financial system access underway.
Treasury, Investments and Banking Investment portfolio managed to Review location, service cost and Roll out of new EFT devices.
ensure optimal return for Council in usage of current EFT devices. Drawdown of QTC loans per
alignment with Investment Policy Council’s adopted capital works
requirements. program.
Reinvestment of short-term surplus
cash following January rates run.
Business As Usual Activities Monthly financial performance Completion of annual Fringe Refine the grant reporting process to
reporting. Benefits Tax return. ensure transparency of timing and
Development of a summary capital availability of grant funds.
financial report to support Council’s
project control groups.
Quarterly performance plan reviews
for all staff.
Page 84 of 107
Section 85
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
ICT
Technology One New enterprise systems contract Go-live of 2018A software update Improving how we create and
finalised with Technology One. Enterprise Cash Receipting maintain customer data to avoid
implementation to improve receipting duplications.
including reducing fraud risk. Planning for implementation of
2018B version.
Technology One CI Anywhere (web Planning workshops held with Procure to Pay CIA upgrade. Commencement of Property and
browser based) functionality to simplify Technology One on property and Planning for Eplan CIA Rating project implementation.
systems and make them accessible on rating system upgrade. implementation for new planning
mobile devices scheme.
GIS Mapping Provided the latest aerial Go-live of new 9.0 version of GIS Ongoing updating of datasets.
photography imagery to staff. mapping with new capabilities Planning for implementation of
Held a mapping training session with including graphs. version 9.5 of TechnologyOne GIS.
Tourism Noosa. Adding the Unitywater DMATT
population model to the GIS.
ICT Security Ongoing security training including Implementation of improvements to Continuous improvement of ICT
phishing testing. a planned security framework. security to meet emerging threats.
New cyber-security induction.
ICT security gap analysis completed.
ICT Strategy and roadmap Updated ICT Strategy. Continuing positive partnership with Progressing implementation.
Monthly steering group meetings Technology One to progress
held with Technology One. projects.
Bi-monthly Council ICT Steering
Group meetings.
Business as Usual activities Draft 2018/19 operating budget Rollout of PC replacements across New PC EFTPOST terminals for at
submission completed. the organisation. all leisure facilities.
Upgraded SES offices to the NBN New PC EFTPOST terminals for trial Access to Community Care
with 4G backup at leisure facility. management system to staff in the
Redesigned Holiday Parks website. Transferring 90 mobile services to field via mobile devices.
New guest Wi-Fi at the Aquatic Optus including replacing some very
Centre using NBN Internet. old handsets.
Leisure Facilities software upgraded.
Optus mobiles contract signed.
Page 85 of 107
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