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2017-02-07 Services & Organisation Committee Agenda
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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 7 February 2017
commencing at 1.30pm
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Frank Pardon (Chair), Jess Glasgow, Tony Wellington, Frank Wilkie
“Noosa Shire – different by nature”
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Full text of sections 2 to 78 (of 138)
Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
REPORTS FOR CONSIDERATION OF THE COMMITTEE 3
1 COMMERCIAL HIGH USE PERMITS - PROCESS UPDATE AND REVISED FEES 3
2 NOOSA RIVER HOLIDAY PARK - PROPOSED MANAGEMENT AGREEMENT
EXTENSION 9
3 LIFEGUARD SERVICES AGREEMENT OPTION 11
4 SOLE AND SPECIALISED SUPPLIER LISTINGS 13
5 GIFTS AND BENEFITS POLICY 29
6 AMENDMENT OF LEASE BETWEEN THE J AND THE UNIVERSITY OF THE
SUNSHINE COAST (USC) 37
7 2016/17 CHRISTMAS FREE HOLIDAY BUSES SUMMARY 39
REPORTS FOR NOTING BY THE COMMITTEE 45
8 OPERATIONAL PLAN PROGRESS REPORT - 2ND QUARTER 2016-17 45
9 CORPORATE SERVICES DEPARTMENT UPDATE - 2ND QUARTER 2016-17 58
10 NOOSA HOLIDAY PARK AND CAMPGROUNDS - UPDATE REPORT TO 31
DECEMBER 2016 67
11 EXECUTIVE OFFICE UPDATE - 2ND QUARTER 2016-17 71
12 COMMUNITY SERVICES DEPARTMENT UPDATE - 2ND QUARTER 2016-17 81
13 NOOSA AQUATIC CENTRE (NAC) - UPDATE REPORT TO 31 DECEMBER 2016 97
14 NOOSA COMMUNITY SUPPORT (NCS) - UPDATE REPORT TO 31 DECEMBER
2016 102
15 NOOSA LEISURE CENTRE (NLC) - UPDATE REPORT TO 31 DECEMBER 2016 107
16 THE J AND BICENTENNIAL COMMUNITY CENTRE (BCC) - UPDATE REPORT TO
31 DECEMBER 2016 111
17 PLANNING & INFRASTRUCTURE DEPARTMENT UPDATE - 2ND QUARTER 2016-
17 118
18 NOOSA COUNCIL TRAFFIC ADVISORY AND SPEED MANAGEMENT
COMMITTEE - DECEMBER 2016 130
CLOSED SESSION 138
19 ELECTRIC BUS TRIAL 138
Page 2 of 141
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 COMMERCIAL HIGH USE PERMITS - PROCESS UPDATE AND REVISED FEES
DOCUMENT INFORM AT ION
Author Property Advisor, Denis Wallace
Corporate Services
Index ECM/Subject/34.61 Commercial Use of Community Land
Attachments 1. Commercial Use of Community Land Policy
RECOMMENDATION
That Council note the report by the Property Advisor to the Services & Organisation Committee
Meeting dated 7 February 2017 and adopt the updated Commercial High Use Permit fees effective
1 July 2017, as detailed in the report.
REPORT
Council allows limited commercial use of public land under its control in accordance with its
Commercial Use of Community Land Policy (Attachment 1). The Noosa Shire remains an
enviable place to operate commercial businesses on community land. Overheads are generally
lower than commercial premises and open space areas provide opportunities for lifestyle
businesses with broad appeal to patrons, though trade can be subject to the vagaries of the
weather.
Approved Commercial High Use Permits are concentrated on Noosa Main Beach and adjacent
land due to the area’s high visitation numbers. There are currently 8 activities undertaken by 12
permit holders. Two permit holders have special terms, being Hey Bill’s mobile refreshment iconic
lifetime permit and a 10 year ice cream van permit at First Point.
The standard Permits are due to expire 30 June 2017, which is the end of the three year term that
commenced 1 July 2014. The Permits are administered under the Commercial Use of Community
Land Policy adopted at Council’s Ordinary Meeting on 1 May 2014.
Permit Application Process
In 2014, a simplified Expression of Interest (EOI) permit application process was undertaken in
accordance with the Commercial Use of Community Land Policy (the Policy). It is proposed that
the current EOI permit application process is utilised again in 2017.
EOI Timing
The EOI process is proposed to be undertaken in March / April 2017 and the results reported to
Council in May 2017 to allow sufficient time to issue permits to successful applicants for the permit
period commencing 1 July 2017.
Page 3 of 141
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Application Assessment Criteria
EOI applications are proposed to be assessed against the following criteria (in accordance with
the 2014 permit application process):
Track record – 50%
Current capital investment (if applicable) and future investment plan - 30%
Contribution to local community, local economy and industry affiliations – 20%
Permit Terms
Commercial High Use Permits are offered for three year terms, with the exception of Hey Bill’s
iconic lifetime permit for mobile refreshments on Noosa Main Beach and the ice cream van at First
Point, which has a 10 year permit expiring September 2020. Council previously supported these
exceptions in acknowledgement of their long term operation at these locations.
Fees
Total fees payable to Council from the permit holders are approximately $35,000 per annum. There
is also a corresponding cost to Council to administer these permits. This includes managing the
application process and assessment of applications, processing of fees, complaints and enquiry
management and the cost to undertake Council’s compliance program including enforcing
compliance as required. It is estimated the current annual cost of permit administration is
approximately $45,000 per annum, resulting in a net general rate subsidy of approximately $10,000
per annum.
It is proposed that a targeted fee increase apply, given the total fees payable to Council are
currently at an insufficient level to cover the cost of administering the permit process. To cease
ratepayer subsidy of the administration of the permits it is proposed that:
Fees increase for high volume, high patronage businesses that have more capacity to
contribute;
The proposed fee structure continues to be tiered to suit the activity; and
That the minimum fee be set at $1,500 per annum.
The table below outlines the existing and proposed per annum fee structure for the existing
activities. In successive years, fees are proposed to continue to align with the cost of annual permit
administration commensurate with the cost to administer each activity.
Activity Current Fee Proposed Fee Payable
Payable
Learn to Surf – Main Beach 1 $7,282.70 $12,000.00
Learn to Surf – Main Beach 2 $7,175.00 $7,500.00
Beach Hire – Main Beach $3,641.90 $6,000.00
Kayak Hire & Tours – Main Beach $3,641.90 $4,000.00
Beach Hire – Rock Wall $1,561.10 $1,500.00
Ice Cream Van – Noosa Spit $1,561.10 $2,000.00
Beach Massage – Main Beach $1,040.40 $1,500.00
Kite Surfing Lessons $1,040.40 $1,500.00
Surf Dance Lessons $1,040.40 $1,500.00
Beach Refreshment $2,421.80 $2,457.80
“Hey Bill” Main Beach Iconic Lifetime Permit
Ice Cream Van – Noosa Main Beach $3,552.50 $4,000.00
Settlers Cove Jetty Water Taxi $1,040.40 $1,500.00
Total $34,999.60 $45,457.80
Page 4 of 141
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
The largest fee increases proposed are to the Learn to Surf (No.1) and Beach Hire businesses
with the preferred positions on Main Beach. Both are known to enjoy significant competitive
advantages and much greater exposure to customers compared to the similar activities allowed by
permits at quieter locations.
New Permit Considerations
Whilst no new High Use Permits are currently proposed, it is important to note the number and
nature of permits is not fixed. New or changed permits should be considered where appropriate
to meet changing community needs, as provided for under the Policy.
Since 2014 Council staff have assessed various Commercial High Use applications but only the
water taxi operation from the Settlers Cove public jetty has been approved for a new permit (being
an upgrade from a previous Commercial Low Use Permit). Other applicants have sought use of
high use areas such as Noosa’s beaches and river foreshore but have not been supported. Broadly
speaking, these areas are observed as highly utilised by the community and additional commercial
uses have not been considered to be in the community’s interest.
Previous Council Consideration
Ordinary Meeting, 1 May 2014, Item 12, Page 3
That Council note the report by Coordinator Property and Land Management to the General
Committee Meeting dated 28 April 2014 and:
A. Repeal the Commercial Use of Community Land Policy that transferred to the Noosa Council
from the Sunshine Coast Regional Council under the Local Government (Deamalgamation
Implementation) Regulation; and
B. Approve the Commercial Use of Community Land Policy as attached to the report by
Coordinator Property and Land Management to the General Committee Meeting dated 28
April 2014 with dot point 5, under the heading “Guiding Principles”, to be amended to read –
“A permit holder may only be granted a maximum of two permits from the range available to
reduce the likelihood of a monopolistic permit environment while providing the opportunity
for added local employment”.
Finance & Risk
The Permits are a high profile part of Council’s land management because:
There is a high level of competition between applicants;
The activity locations are highly desirable community lands that are well patronised by tourists
and locals; and
There can be conflict between commercial businesses and permit holders providing like
services if there is an impact on commercial businesses leasing premises at commercial rates.
Competitors have previously taken complaints to the CMC and Ombudsman for investigation
regarding the transparency and rigour of the permit process.
Page 5 of 141
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Consultation
External Consultation - Community & Stakeholder
Sykes Pearson Miller Solicitors
Internal Consultation
Director Corporate Services
Procurement and Fleet Manager
Property Advisor
Governance Advisor
Property Officer
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
X Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 6 of 141
Section 7
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
ATTACHMENT 1
Page 7 of 141
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
ATTACHMENT 1
| ¢ )_ | NOOSA Council Policy
mm MRO ee COMMERCIAL USE
Corporate Plan Reference:
Endorsed by Council: OM 1 May 2014
Policy Author: Coordinator Property and Land Management
POLICY BACKGROUND
The Noosa Shire is strongly focused on a sustainable future and ensuring that our natural environment
is valued, conserved and enhanced. Community land is a precious part of the environment which is in
high demand from the commercial sector. This demand needs to be carefully managed in accordance
with the needs of the community and the environment so that community use is not unreasonably
diminished and the environment is preserved. The Commercial Use of Community Land Policy sets out
the parameters for Council’s approach for permit applications for the commercial use of community
land.
COUNCIL POLICY
Policy Scope:
This Policy:
e Applies to a person or business undertaking commercial activity on Council controlled community
land; and
e Includes freehold land and trustee land under the control of Council such as parks reserves,
roadways (not state controlled roads), pathways, footpaths, foreshores and bathing reserves
The holding of the land determines the legal framework that applies. The Land Act 1994 applies to
reserves under the control of Council (state land). Local laws generally apply to Council freehold land
and roadways, foreshores and bathing reserves.
The Policy does not apply to:
e Footpath trading and dining, markets, leased sports grounds, street performers, commercial leases
and events; and
e Non-commercial recreation use by the community, not-for profit organisations, and school
curriculum activities.
Guiding Principles
e The community’s use and need for the land takes precedence over commercial operators’ need;
e Council’s consideration of new commercial use activities will be primarily driven by direct
community evidence and demand for that activity;
Page 7 of 141Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Page 8 of 141
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
COUNCIL POLICY - COMMERCIAL USE OF COMMUNITY LAND
e The commercial use activity must enhance the visitor and local experience of Noosa Shire;
e The commercial use must not adversely impact the community asset or the environment; and
e A permit holder may only be granted two permits from the range available to reduce the likelihood
of a monopolistic permit environment while providing the opportunity for added local employment.
Permit Categories
Commercial High Use Permit
e Three year permit term;
e Subject to an expression of interest process every three years to allow Council to assess all
applications simultaneously to consider the overall impact on the community and commercial
businesses; and
e Relate to activities on beaches and waterways, popular or high use parks, some roadways,
pathways, footpaths and trails where locations have a higher intensity of use and potentially more
significant impact on the community.
e Applications received outside of the expression of interest process will be appropriately considered
taking into account the impact on the community amenity and commercial businesses.
Commercial Low Use permit
e One year permit;
e Generally operates 3 days per week or less;
e Low community impact;
e May not operate in a Commercial High Use Permit location; and
e Applications may be considered at any time.
ROLES AND RESPONSIBILITIES
Council:
e Will decide the type of activities, locations and number of Commercial High Use Permits;
e Is responsible for assessing Commercial High Use Permit applications;
e Will review the previous permit holder’s term and including but not limited to number of complaints,
feedback received from the community, impact on the environment and overall performance of the
permit holder; and
e Reserves the right at its absolute discretion not to offer any permit having given sufficient
consideration to the impact of the application on the community amenity and commercial
businesses.
RELEVANT LEGISLATION
Land Act 1994
Local Government Act 2009
Local Law (1) Administration
Local Law (4) Local Government Controlled Areas, Facilities, Infrastructure and Roads
Local Law (6) Bathing Reserves
“Versi n . Reason/ Trigger Change (Y/N Endorsed/ Reviewed by Date
Page 8 of 141Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
2 NOOSA RIVER HOLIDAY PARK - PROPOSED MANAGEMENT AGREEMENT
EXTENSION
DOCUMENT INFORM AT ION
Author Property Officer, Michelle Stirling
Corporate Services Department
Index ECM/ Subject/ Noosa River Holiday Park Admin
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Property Officer to the Services & Organisation Committee
Meeting dated 7 February 2017 and authorise the CEO to enter into an extension to the current
interim management agreement for the Noosa River Holiday Park with Anvera Pty Ltd trading as
Dineen Tourism Management Park Pty Ltd for a period of 3 months commencing 1 March 2017.
REPORT
Council operates one holiday park and two campgrounds offering a wide variety of experiences for
visitors. All holiday parks operate under management agreements with varying terms to suite the
scale of the operation.
The current managers of the Noosa River Holiday Park, Anvera Pty Ltd trading as Dineen Tourism
Management Park Pty Ltd (the Manager), have been satisfactorily managing the Noosa River
Holiday Park since 1 September 2010. The previous management agreement was for a four year
term with a one year option. The option was accepted by the Manager in 2014 and expired 30
August 2015.
Three interim agreements have been offered to the Manager, with the last 7 month extension
granted at the Ordinary Meeting on 16 June 2016. This extension expires on 28 February 2017. A
tender calling for submissions to a new management agreement was advertised at the end of
January 2017. Given the timeframes required to complete the tendering process, there is
insufficient time to ensure a new agreement is in place and operational by 28 February 2017 and
an extension to the current agreement is necessary.
Accordingly, the purpose of this report is to seek Council approval to extend the current
management agreement to 31 May 2017 to allow Council sufficient time to appoint a successful
contractor. Staff confirm the incumbent has discharged its obligations in relation to the interim
agreement to date.
Previous Council Consideration
Ordinary Meeting, 16 June 2016, Item 5, Page 6
That Council note the report by the Property and Facilities Manager to the Services & Organisation
Committee Meeting dated 7 June 2016 and authorise the CEO to enter into an extension to the
current interim management agreement for the Noosa River Holiday Park with Anvera Pty Ltd
trading as Dineen Tourism Management Park Pty Ltd for 7 months commencing 1 August 2016.
Page 9 of 141
Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Ordinary Meeting, 10 March 2016, Item 3, Page 9
That Council note the report by the Property and Facilities Manager to the General Committee
Meeting dated 7 March 2016 and:
A. Set fees and charges for Noosa Holiday Parks to align with the cessation of the July
Queensland school holidays; and
B. Adopt the Proposed General Cost Recovery Fees and Commercial Charges schedule for the
Noosa Holiday Parks for the period ending 17 July 2017 as detailed in the table contained
within the report, with the reinstatement of fees for the shoulder period that are equivalent to
the off peak fees for both the Boreen Point and Noosa North Shore campgrounds.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Noosa River Holiday Park – Manager
Internal Consultation
Director Corporate Services
Property and Facilities Manager
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 10 of 141
Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
3 LIFEGUARD SERVICES AGREEMENT OPTION
DOCUMENT INFORM AT ION
Author Property Manager, Clint Irwin
Corporate Services Department
Index ECM / Subject / 35.01 Lifeguard Services
Attachments Nil
RECOMMENDATION
That Council note the report by the Property Manager to the Services & Organisation Committee
Meeting dated 7 February 2017 and authorise the CEO to extend the current agreement for the
provision of lifeguard services to Surf Lifesaving Queensland Inc for a further five (5) year period
commencing 29 October 2017.
REPORT
Surf Lifesaving Queensland (SLSQ) have provided lifeguard services through a formal agreement
(the Agreement) with Sunshine Coast Council (SCC) for Noosa beaches since 2012. This
Agreement transferred to Noosa Council as part of the de-amalgamation in 2014. The Agreement
is currently administered by Noosa Council’s Property Branch and has been an appropriate
instrument for the provision of lifeguard services in the Shire.
Contracted services provided by SLSQ include year round services on Noosa Main Beach,
Sunshine Beach and Peregian Beach and seasonal services at North Peregian and Sunrise Beach.
SLSQ also provides support services including waverunner (jet ski) patrols, roving vehicle patrols
from the Noosa North Shore Campground along the Noosa North Shore, communication control
centre operations and helicopter services at no cost to Council.
SLSQ meets and reports to Council on a monthly basis regarding the provision of services and
other matters associated with the Agreement and provides an annual report regarding its
operations. Council conducts random compliance checks of the service provided on the beach in
addition to work, health and safety inspections in accordance with Council’s WHS Hazard
Inspection Matrix. SLSQ’s performance has been satisfactory in relation to these areas over the
duration of the Agreement.
The current agreement is due to expire 28 October 2017 and pursuant to its terms a five (5) year
option falls due in 2017. SLSQ has requested that Council consider exercising the option. Contract
price escalation will be in accordance with the existing provisions within the current lifeguard
services agreement, being a CPI increase at each December Quarter.
SLSQ proposes to develop a five year service plan which is likely to commence in 2018. The
service plan will propose future lifeguard service levels and will require formal adoption by Council
prior to implementation.
The purpose of this report is to seek Council approval to extend the current agreement for a further
five (5) year period commencing 29 October 2017. SLSQ has discharged its obligations in relation
to the current agreement.
Page 11 of 141
Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Previous Council Consideration
Nil.
Finance & Risk
Failure to extend the Agreement would require Council to reconsider its service delivery model for
lifeguard services in the Shire, with risk surrounding financial impact and community safety being
key drivers requiring detailed investigation.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Director Corporate Services
Property Officer
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 12 of 141
Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
4 SOLE AND SPECIALISED SUPPLIER LISTINGS
DOCUMENT INFORM AT ION
Author Procurement and Contracts Advisor, Leigh Mooney
Corporate Services Department
Index ECM/ Subject/ Purchasing And Supply Matters
Attachments 1. Sole Supplier List
2. Specialised Supplier List
EXECUTIVE SUMMARY
Nil.
RECOMMENDATION
That Council note the report by the Procurement and Contracts Advisor to the Services &
Organisation Committee Meeting dated 7 February 2017 and adopt the Sole Supplier and
Specialised Supplier lists provided at Attachments 1 and 2 to the report for the next twelve (12)
months.
REPORT
The Local Government Regulation 2012 (“the Regulation”) provides for different methodologies to
establish medium and large sized contracts.
Medium sized contracts, defined as being of contract value greater than $15,000 and less than
$200,000 (exclusive of GST), require three (3) written quotations to be invited.
Large sized contracts defined as being of contract value greater than $200,000 (exclusive of GST);
require written tenders by public invitation.
The Regulation (Section 235) allows exceptions to these requirements under certain
circumstances, including where the suppliers are sole or specialised providers of a good or service:
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.
A resolution to adopt these updated lists will allow Council to engage with these sole and
specialised suppliers in a more timely and effective manner than if inviting quotes or tenders.
Page 13 of 141
Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Previous Council Consideration
Council reviewed and adopted updated sole supplier and specialised supplier lists in December
2015.
Ordinary Meeting, 17 December 2015, Item 4, Page 7
That Council note the report by the Procurement/Contracts Advisor to the Planning and
Organisation Committee dated 8 December 2015 and:
A. Adopt the Sole Supplier list as shown as Attachment 1 to the report; and
B. Adopt the Specialised Supplier list as shown as Attachment 2 to the report.
Finance & Risk
There is a risk associated with legislative compliance should Council not resolve to create the
listings and subsequently fails to undertake the quote or tender process. Establishing the sole and
specialised supplier lists reduces Council’s risk of breaching regulations relating to establishing
medium and large sized contracts.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
The existing Sole Supplier and Specialised Supplier listings were distributed to all Departments
and Branches for review. Those suppliers no longer relevant for use by Council were removed and
a small number of new suppliers were assessed as meeting the definition of sole or specialised
and were added to the lists.
Departments/Sections Consulted:
x Chief Executive Officer x Community Services x Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
x Executive Office x Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 14 of 141
Section 15
Page 15 of 141
ATTACHMENT 1
| ¢ ) | . . Adopted by Council:
NOOSA Sole Supplier List
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
ae . The provision of water and sewerage services . .
Northern SEQ Distributor Unitywater to the Noosa local authority areas. Only supplier of water and sewage to the region.
SmartyGrants is a corporate software application for Council, and Our
Community Pty Ltd is the only provider of this software. SmartyGrants
. . Community . SmartyGrants Manager subscription for is the software used by Council to manage the Community Grants
Community Services Services Our Community Pty Ltd Grants software and support programs. The original engagement was done as per the procurement
policy. Council now has an ongoing relationship with SmartyGrants to
provide the services.
WasteMan2G is a corporate software application for Council, and
a . tt _ Newcastle Weighing Services is the developer and only supplier of
3 Community Services | Waste Management peu Weighing Services Newcastle Weighing Provision a nd support for landfill and transfer this software. This point of sale software is used extensively by
Pty Lt Services station point of sale "WasteMan2G" software. on
Council's Waste and Resource Management branch at transfer
stations across the region.
Coast & Hinterland Coast & Hinterland Proprietary security key and locking services Coast & Hinterland Locksmiths is the only supplier of the master key
: : oas interlan ‘oas' interlan
Community Services | Waste Management Locksmiths Locksmiths at ae Waste and Resource Management application at Waste and Resource Management facilities.
Links is a corporate application for the softwere application for Counci.Lnks Modular Sohitons is the only
Community Services cone Aquatic i Modular Solutions Pty provision of standardised centre are appsca™ - y
entre Lt management software in Aquatic Centres supplier of the Links standardised centre management software
ge q , utilised in Council's Aquatic Centres.
Planning and Cwvil Operations, OEM - Original Equipment Manufacturer. -
Parks & Natural Takura Bark and Compost Provider of Takura Engineered Safety Mulch. | Only supplier of A-grade takura bark softfall used in Council's
Infrastructure Areas ;
nurseries.
7 Infrastructure Investigations Elpro Technologies Pty Ltd po stream and rain gauges provides this hydrographic equipment in Australia.
Planning and Asset Design and . Provider and repair of electronic equipment in | Elpro Technologies Pty Ltd is the only company that manufactures and
The hydrometric network (that makes up the Flood Warning System)
is co-shared with the Bureau of Meteorology. They require
maintenance to be undertaken by a reputable and experienced
Planni d Asset Desi d G Envi tal Install and maintai ‘ ted str 7 agent. Greenspan is accepted by the Bureau of Meteorology.
Infrastructure Investigations Technology Pty Ltd rainfall gauges Greenspan is the only supplier of these specialised services in
lanning an set Design an reenspan Environmenta nstall and maintain automated stream an : : sok Bet
mainland Australia. Greenspan partner with hardware suppliers
ELPRO and this provides for faster replacement of equipment should
a failure occur, which is essential for operation of a Flood Warning
System.
Page 15 of 141Section 16
Page 16 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
WorleyParsons is the only supplier of the waterRIDE software (and
Planning and Asset Design and Worleyparsons Services Pty Flood modelii ftwa d advi associated maintenance support) supplied to Council's Flooding &
Infrastructure Investigations Ltd ood modeling soliware and’ advice. Stormwater team. WorleyParsons also provide specialist advice and
flood modelling information to Council.
Metrocount software is a corporate software application for Council.
Extensive work has gone in to ensuring that the data from the
The Metrocount traffic counters are Metrocount software meets Council's requirements reporting on
Planning and Asset Design and . specialised equipment for the classification traffic counts. The Metrocount software only works with the
Infrastructure Investigations Microcom Pty Ltd and counting of traffic. The counters are Metrocount traffic counters. These counters are used extensively b
available in a range of formats that cover : . . ” ” y by
Council’s requirements. Council officers in understanding traffic on Council roads.
Metrocount is the only supplier of both the software and the
counters.
Pentagon Systems has developed a remote software that uniquely
Pentagon Systems provides information integrates with the Metrocount counters and software. The Pentagon
Planning and Asset Design and Pentagon Systems (Qld) Pty Pentagon Systems technology solutions for the effective software is a corporate software application for Council. Pentagon
Infrastructure Investigations Ltd 9 ys management of Council's traffic counting Systems is the only company that provide this remote access to
facilities. retrieving data from the Metrocounters, and are the only supplier of the
software.
Planni d Asset Desi 4 Design services for proposed Energex do not allow any other companies do design work for assets
lanning an sset Design an ‘ :
12 Infrastructure Investigations Energex Ltd works/alterations on Energex’s Infrastructure effecting the Energex network. For this reason they are the only
supplier for design work on the Energex network.
. . G James is the sole supplier of Bin enclosures. The bin enclosures are
13 fanning and thvestigghns G.James Pty Ltd Supply and installation of patented Bins identified throughout Council's endorsed Landscape Infrastructure
Manual.
Planni d Asset Desi 4 Design services for proposed Telstra do not allow any other companies do design work for assets
lanning an sset Design an : 5 at : :
14 Infrastructure Investigations Telstra Corporation Limited Telstra works/alterations on Telstra's Infrastructure effecting the Telstra Network. For this reason they are the only
supplier for design work on the Telstra network.
Infrastructure Investigations runta Plastics (QLD) Pty po Gubbi Gubbi elder. elder of the Gubbi Gubbi people.
Planning and Asset Design and . Culture heritage services from Dr Eve Fesl, This is the only supplier for cultural heritage service by Dr Eve Fesl as
15 one Arunta Plast LD) Pty Ltd . . . .
SEQ Catchments is the current host of the South East Queensland
| | Host organisation for South East Queensland Fire and Biodiversity Consortium. Council along with other local
Planning and pA Planning and SEQ Catchments Ltd . 9 oe . : governments and State Government agencies are financial
nirastructure nvironmen Fire and Biodiversity Consortium : : : oy a. .
contributors to this consortium. Council's annual contribution for this
consortium is paid to SEQ Catchments.
Planning and Civil Operations The Noofer Unit Trust Noosa-North Shore Ferries services for the public to Noosa North No other ferries offer this service to the Noosa North Shore.
Page 16 of 141Section 17
Page 17 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
The Systemax Building Management System is installed on Council's
Administration building, The J and the Aquatic Centre. The system
monitors Solar PV, HVAC, and Energy Consumption. Prior to any
: aaa Building Management System, design, iti i i
Planning and Building & Systemax Pty Ltd supply and installation, monitoring, reporting, additional expansion of the system a full tender process was required
Infrastructure Plumbing analysis, and assessments. to test the market and to determine the most suitably qualified
contractor for the next phase of the BMS project. Council is now
committed to this service, through an ongoing service level
agreement, with Systemax Pty Ltd as the only provider.
Engagement HQ is a corporate software application for Council, and
. Engagement HQ database - specific online Bang the Table Pty Ltd is the only provider of this software. Bang the
Executive Office Bang the Table Pty Ltd engagement software Table offer a unique set of online engagement capabilities for surveys,
forums, polls, guest books, and question and answer
20 Executive Office Workplace Health & Spectris Australia Pty Ltd Bruel & Kjaer Supplier and maintenance of Council's noise Spectris Australia Pty Ltd is the only supplier of the current noise
Safety (HR) Pe y measurement meters measurement meters for Healthy Places
12D Solutions Pty Ltd is a corporate software application for Council,
. . . specialising in civil engineering and surveying applications. As the
21 Corporate Services ICT 12D Solutions Pty Ltd 12D software supply/support/maintenance software developer, 12D Solutions Pty Ltd is also only supplier for this
software.
The Commonwealth Bank of Australia is the entity through which
council IT equipment is leased. The Commonwealth Bank’s IT leasing
C Ith Bank of p tof L d IT Assets (Lost / is managed by Equigroup Pty Ltd, however, all payments are
22 Corporate Services ICT Avstralia 9 ank o Damaged / Retained) ssets (Los invoiced from and made to the CBA. Following an original
engagement with the Commonwealth Bank of Australia, Council is
now committed to the ongoing use of Commonwealth Bank of
Australia to provide these financial services.
Esri Australia is a corporate software application for Council, and is the
only Australian
; ; ; ; ; ArcPAD, ArcGIS, ArcView, Deko, etc. Supplier of Esri Software Products. Council has been using the Esri
23 Corporate Services ICT Esri-Australia Pty Ltd Esri Australia Software Supply / Support / Maintenance geographic information system (GIS) products since 2004. The
organisation has standardised its systems to this platform for GIS to
align with Council's needs.
FME software is a corporate software application for Council.
. . . Navigate Pty Ltd is the sole Australian Supplier of FME Software.
24 Corporate Services ICT Navigate Lty Ltd FME software supply/support/maintenance From the initial purchase of this software, Council was committed to
ongoing updates and additions to this software.
QIT Plus is the developer and only supplier of Guardian Software,
; Guardian Software Supply / Support / which is a corporate software application for Council. From the
25 Corporate Services ICT QIT Plus Pty Ltd Maintenance initial purchase of this software, Council was committed to ongoing
updates and additions to this software.
Page 17 of 141Section 18
Page 18 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
Technology One - T1 Property and T1 Financials are corporate
software applications for Council. Technology One Ltd is the sole
5 T1 Property and T1 Financial Software supplier / support maintenance provider of T1 Property and T1
26 Corporate Services ICT Technology One Ltd Technology One Supplier Financials corporate software applications. These applications are
used extensively across Council to manage the organisations
financial and property situation.
27 Corporate Services ICT Pitney Bowes Software Pty Ltd MapInfo GIS products and support Sole supplier of MapInfo licensing including Stratus SaaS and
associated support agreements
Page 18 of 141Section 19
Page 19 of 141
wm 5 ATTACHMENT 2
NOOSA Specialised Supplier List
4 BH ‘oe U N & | 5 Adopted by Council:
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
The Hastings Street Association Inc provides management services of the
: . . _— . . Hasting Street Security Levy. Council's adopted revenue statement
Community Services Local Laws Hastings Street Association Security Patrols of Hasting Street documents the Hastings Street Community Safety Program levy including
the funding of the security program managed by the HSA
Provision of the Active, Healthy Primary Health Network provide specialised health services to the
. . . wee . _ Primary Health Sunshine Coast Program, including: Sunshine Coast Region. Council previously managed the Active, Healthy
Community Services Community Facilities | Primary Health Care Limited Network GP referrals, Lift for Life, Heartmoves, Sunshine Coast Program internally, however the Primary Health Network
and Community Food. are better placed to manage this program for Council.
. The North Coast Aboriginal Corporation for Community Health provide
Health care brokerage services for specialised health care brokerage services for Aboriginal and Torres Strait
North Coast Aboriginal Aboriginal and Torres Strait Islander Islander people on the Sunshine Coast.
Community Services Community Facilities | Corporation for Community people on the Sunshine Coast,
Health including referrals and advice on Council engages with the North Coast Aboriginal Corporation for
cultural protocols Community Health in conjunction with the Primary Health Network to
provide the Active, Healthy Sunshine Coast Program.
Tewantin-Noosa Meals are provided to centre-based clients on a daily basis. Meals on
- . Noosa Community Tewantin-Noosa Meals On : Wheels provide a unique service, are a community-based organisation and
Community Services Meals on Meals for centre-based clients - - . »
Support Wheels Inc. Wheels are located directly opposite the centre; hence the centre’s preferred use of
their services.
. . . . The Department of Communities’ funding guidelines cover the provision of
Community Services goose Community Sunshine Butterflies Inc. aie Contracted Reape aint Sante Supgit services to clients under the age of 65. Sunshine Butterflies provide
PP specific services for this client group within the Shire.
Community Services Noosa Community Adamas Corporate Solutions games Software provider for client records As the centre management software currently in use, NCS can deal only
Support Pty Ltd Snbions management (TRACCS) with Adamas for training and support of this software.
Noosa Community Home Instead Contracted in-home care services Home Instead is the only local agency staff provider offering a 24-hour
7 | Community Services s Yours In Caring Pty Ltd Senior Care (respite, personal care, social support service and a 1-hour response timeframe and are therefore NCS’ preferred
upport ae .
Maroochydore individual) provider of labour to cover unforeseen staff shortages.
, Supplier of specialist modular rails which are unique to this company.
Community Services NCS/Home Assist The Trustee for Ziegler Canterbury Rails for clients Thorough testing of alternatives has shown that the rails from Canterbury
Family Trust Concepts .
Concepts are by far the best solution for NCS clients.
Robson & Civil engineering advice and plannin Vast knowledge and experience (over 40 years) in working with landfills
Community Services Waste Management | Robson & Associates . S 9 a P 9 and waste management facilities. Has extensive historical knowledge of
Associates for the Waste Station. - .
t3he Eumundi Road Landfill and Resource Recovery site.
Page 19 of 141Section 20
Page 20 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
Provider of secure access to CCTV
Naskam Security Services services to Council's landfills and Naskam Security Services provides and services the access control and
Community Services Waste Management Transfer stations. The software and CCTV software and infrastructure at Council's 4 major Landfills. The
Pty Ltd : pane i : : - nk
hardware utilised (Indigovision), is equipment and software is of a highly specialised nature.
specialised.
O2 Environmental have conducted extensive background work on
Development and updating of the sediment settling rates, which are integral to the effective design of the
11 | Community Services Waste Management O2 Environmental Pty Ltd landfill stormwater management High Efficiency Sediment basins utilised at landfills. They have the
plans background modelling and understanding of the site specific stormwater
management plans.
Ongoing Supervisory Control and Parkland Irrigation Pty Ltd provide specialist Supervisory Control and Data
12 | Community Services Waste Management Parkland Irrigation Pty Ltd Data Acquisition support for landfill Acquisition support to Council's landfill facilities, monitoring discharge
facilities. parameters for leachate and storm water.
Planning & . Legal Services - Environmental Noise
14 Planning & Andrew Neil Skoien Barrister, legal services - Planning &
Infrastructure Environment Court matters
15 Planning & Andrew Harold Sinclair Barrister, Legal services - Planning &
Infrastructure Environment Court matters
Planning & Ask Consulting Legal Services - Acoustics
Infrastructure
Planning & Legal Services - Ecological
ie Infrastructure framing | Pty Ltd Legal Services - Traffic Engineer
Planning & Beard Traffic Engineering . . .
These suppliers are all utilised by Council for the provision of specific legal
Planning & Ben Job Barrister, Legal services - Planning & services outlined in the Commodity / Service. Due to the highly
Infrastructure en <0 Environment Court matters specialised and confidential nature of those matters, it is not feasible to
conduct a procurement process on each occasion the services are
Planning & Biodiversity Assessment Expert all wallum fauna and frogs and required.
20 Infrastructure and Management Pty Ltd reptiles, legal services - Planning &
g Environment Court matters
Planning & The Trustee for the Blasting Consulting Vibration, legal
21 : . services - Planning & Environment
Infrastructure Mckenzie Chisholm Trust Court matters
22 {Planning & BMT WBM Pty Ltd Legal Services - Hydrology
Infrastructure
Planning & Town Planner, legal services -
23 g Meter Pty Ltd Planning & Environment Court
Infrastructure
matters
Planning & Bushland Protection : :
Planning & .
Page 20 of 141Section 21
Page 21 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
Planning & Planning consultant, legal services -
26 g C&B Group Planning & Environment Court
Infrastructure
matters
. Hydrology consultant, Legal services -
27 Planning & Cardno Ltdbit Planning & Environment Court
Infrastructure
matters
Planning & Chenoweth Environmental Landscape Architect - Visual
28 infractr sctuire Planning & Landscape Consultant, legal services - Planning
Architecture Pty Ltd & Environment Court matters
29 Planning & Coffey Geotechnics Pty Ltd Legal Services - Geotechnical
Infrastructure Engineer
Planning & Market Researcher, legal services -
30 9 Colmar Brunton Planning & Environment Court
Infrastructure
matters
Planning & Economics Consultant, legal services
31 g Core Economics Pty Ltd - Planning & Environment Court
Infrastructure
matters
32 Planning & Corrs Chambers Westgarth Legal Services
Infrastructure
Planning & Biologist Consultant, legal services - Continued:
33 infrastrocture Dr Mike Olsen Planning & Environment Court
matters These suppliers are all utilised by Council for the provision of specific legal
services outlined in the Commodity / Service. Due to the highly specialised
Planning & Fire Check Consultants Pty - . . and confidential nature of those matters, it is not feasible to conduct a
34 Legal Services - Fire Engineer : . :
Infrastructure Ltd procurement process on each occasion the services are required.
35 Panning & Foresight Partners Legal Services - Economic Consultant
nfrastructure
Planning & Aquatic Specialist, legal services -
36 g FRC Environmental Pty Ltd Planning & Environment Court
Infrastructure
matters
Planning & Soils & GQAL, legal services -
37 9 Planning Gilbert & Sutherland Pty Ltd Planning & Environment Court
Infrastructure
matters
Planning & Fauna consultant, Legal services -
38 9 Glen Joseph Ingram Planning & Environment Court
Infrastructure
matters
Infrastructure Premio | Solutions Pty Ltd | regal Services - Engineering
Planning & Gould Development . . .
40 Planning & Graham Gibson QC Barrister, legal services - Planning &
Infrastructure Environment Court matters
Planning & Gray Pucksand Legal Services - Architect
Infrastructure
42 Planning & Heiner and Doyle Legal Services
Infrastructure
Page 21 of 141Section 22
Page 22 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
43 Planning & Herbert Geer Legal Services
Infrastructure
: . . Traffic Consultant, legal services -
44 Planning & Holland Traffic Consulting Planning & Environment Court
Infrastructure Pty Ltd matters
. Hydrology consultant, Legal services
Planning & The Trustee for MCGARRY . :
matters
Planning & Contamination consultant, Legal
9 Jim Soltau & Associates services - Planning & Environment
Infrastructure
Court matters
47 Infrastructure jremna | James D Houston | Environment Court matters
Planning & Barrister, legal services - Planning &
Planning & J L Barrister, Legal services - Planning &
Infrastructure ames Lyons Environment Court matters
49 Planning & J.N. Venn Pty Ltd Legal Services - Town Planning
Infrastructure a
50 Planning & John Wood Consultancy Legal Services - Recreational Need
Infrastructure Services
51 | Planning & Hanirend Pty Ltd Visual Amenity Continued:
Infrastructure
" " " " These suppliers are all utilised by Council for the provision of specific legal
52 | Planning & Katestone Environmental Legal Services - Environmental services outlined in the Commodity / Service. Due to the highly specialised
Infrastructure PtyLtd Consultant and confidential nature of those matters, it is not feasible to conduct a
procurement process on each occasion the services are required.
Planning & Hydraulic Engineer, legal services -
53 g KBR Pty Ltd Planning & Environment Court
Infrastructure
matters
Planning & KHA Development
54 g Managers(Ken Hicks & Legal Services - Town Planning
Infrastructure .
Associates)
Planning & Economist Consultant, legal services
55 9 Leyshon Consulting Pty Ltd - Planning & Environment Court
Infrastructure
matters
56 Planning & The Trustee for the Duane Legal Services
Infrastructure Location IG Trust 9
57 Planning & Lowry Consulting Pty Ltd Legal Services - Quantity Surveyors
Infrastructure Y g Pty 9 y
Architect & Landscape Architect -
Planning & Visual Consultant, legal services -
98 Infrastructure LVO Pty Ltd Planning & Environment Court
matters
Planning & Economist Consultant, legal services
59 g MapInfo and Dimasi - Planning & Environment Court
Infrastructure
matters
Page 22 of 141Section 23
Page 23 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
| Infrastructure frome Mark Hinson SC | Environment Court matters
Planning & . Barrister, legal services - Planning &
Planning & Noise Consultant, legal services -
9 Max Winders & Associates Planning & Environment Court
Infrastructure
matters
62 Planning & McAnany Consulting Pty Ltd Legal Services - Engineering
Infrastructure
63 Infrastructure framing | Michael Slater P| Environment Court matters
Planning & . Valuer, legal services - Planning &
64 Planning & Michael Williamson Barrister, legal services - Planning &
Infrastructure Environment Court matters
Planning & . . . .
65 Middleton Architects Legal Services - Architect
Infrastructure
EB Infrastructure framing | Mitchel Batty P| Environment Court matters
Planning & . Barrister, Legal services - Planning &
Planning & Traffic Consultant, legal services -
67 9 MRCagney (Bryce Trevilyan) Planning & Environment Court
Infrastructure
matters
Planning & Nicole Kefford Barrister, Legal services - Planning & Continued:
Infrastructure Environment Court matters
J J ; These suppliers are all utilised by Council for the provision of specific legal
Planning & Norling Consulting Pty Ltd Legal Services - Business & Property services outlined in the Commodity / Service. Due to the highly specialised
Infrastructure Economics and confidential nature of those matters, it is not feasible to conduct a
PI ing & procurement process on each occasion the services are required.
70 anning Noel Robinson Architects Legal Services - Architect
Infrastructure
. Planning consultant, legal services -
Planning & . . . .
71 Planning Australia Pty Ltd Planning & Environment Court
Infrastructure
matters
Planning & The Trustee for the Conics Town Planner, legal Services -
72 : : Planning & Environment Court
Infrastructure (Brisbane) Unit Trust
matters
73 Infrastructure raming | Rodney Litster P| Environment Court matters
Planning & . Barrister, legal services - Planning &
- Noise & Vibration Consultant, legal
Planning & p . i
74 Ron Rumble Pty Ltd services - Planning & Environment
Infrastructure
Court matters
7 Infrastructure Peming Sarah Holland pe Environment Court matters
Planning & Barrister, Legal services - Planning &
76 Planning & Savery & Associates Pty Ltd Legal Services - Acoustics
Infrastructure
. . Planning consultant, legal services -
77 Planning & Schomburgk Planning Pty Planning & Environment Court
Infrastructure Ltd
matters
Page 23 of 141Section 24
Page 24 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
78 Planning & Shaw Urquhart Pty Ltd Legal Services - Geotechnical
Infrastructure Engineer
Planning & Simmonds & Bristow Pty .
Planning & Architect Consultant, legal services -
g Tabletop Architects Pty Ltd Planning & Environment Court
Infrastructure
matters
jer Infrastructure [Plenning Thomson rawyers | regal Services
Planning & :
Planning & Economist Consultant, legal services
82 g Urban Economics Pty Ltd - Planning & Environment Court
Infrastructure
matters
Planning & Economist Consultant, legal services
83 g Urbis Pty Ltd - Planning & Environment Court
Infrastructure
matters
. , . . . Traffic Consultant, legal services -
84 Planning & Viney Traffic Engineering Planning & Environment Court
Infrastructure Pty Ltd matters
85 Planning & Water Technology Pty Ltd Legal Services - Hydrology Continued:
Infrastructure ,
. Landscape Consultant, legal services These suppliers are all utilised by Council for the provision of specific legal
Planning & Yurrah Pty Ltd - Planning & Environment Court services outlined in the Commodity / Service. Due to the highly
Infrastructure matters specialised and confidential nature of those matters, it is not feasible to
conduct a procurement process on each occasion the services are
: : 5 ne | : required.
87 Planning & Andrew Sinclair Barrister, Legal services - Planning &
Infrastructure Environment Court matters.
88 Infrastructure Poms | Christopher Hughes P| Environment Court matters.
Planning & . Barrister, Legal services - Planning &
Planning & Michael Williamson Barrister, Legal services - Planning &
Infrastructure Environment Court matters.
| 80 Infrastructure [Paming | Mitchel Batty po Environment Court matters.
Planning & . Barrister, Legal services - Planning &
jer Infrastructure Pama Nicole Kefford P| Environment Court matters.
Planning & . Barrister, Legal services - Planning &
92 Infrastructure [Paming | Wakefield Sykes po Environment Court matters.
Planning & . Solicitor, Legal services - Planning &
Planning & Adamson Town Planning Town Planning Consultant, Legal
93 services - Planning & Environment
Infrastructure Pty ATF
Court matters.
Planning & Beard Traffic Engineering Traffic Consultant, Legal services -
94 Planning & Environment Court
Infrastructure Pty Ltd matters.
Page 24 of 141Section 25
Page 25 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
Planning & Stormwater Consultant, Legal
95 g BMT WBM Pty Ltd Services - Planning & Environment
Infrastructure
Court matters.
Planning & Economic Consultant, Legal Services
g Duane Location IQ Pty Ltd - Planning & Environment Court
Infrastructure
matters.
Planning & Holland Traffic Consulting Traffic Consultant, Legal services -
97 Planning & Environment Court
Infrastructure Pty Ltd
matters.
. Town Planning Consultant, Legal
Planning & . . : .
Infrastructure John Venn Consulting services - Planning & Environment
Court matters.
Planning & Environmental Consultant, Legal
infrastr soture Katestone Environmental services - Planning & Environment .
Court matters. Continued:
Environmental Health Management These suppliers are all utilised by Council for the provision of specific legal
Planning & . Consultant — Legal services - services outlined in the Commodity / Service. Due to the highly
Infrastructure Phronis Pty Ltd Planning & Environment Court specialised and confidential nature of those matters, it is not feasible to
matters. conduct a procurement process on each occasion the services are
required.
Planning & Rob Friend & Associates Pty Bushfire Management Consultant,
Legal services - Planning &
Infrastructure Ltd :
Environment Court matters.
Planning & Acoustics Consultant, Legal services
102 9 Savery & Associates Pty Ltd - Planning & Environment Court
Infrastructure
matters.
Planning & Acoustics Consultant, Legal services
103 9 Resonate Acoustics - Planning & Environment Court
Infrastructure
matters.
. . Planning Consultant, Legal services -
104 Planning & Schomburgk Planning Pty Planning & Environment Court
Infrastructure Ltd
matters.
. Toxicologist Consultant, Legal
Planning & . . . : .
105 University of Queensland services - Planning & Environment
Infrastructure
Court matters.
Greenplate is a specialized supplier of a patented electric BBQ, extra low
PI ing & ; ; voltage element (24 volts) barbeque that provides safe operation in public
janning Civil Operations Greenplate Pty Ltd Flectric BBQs for use in parks and spaces. They are up to 50% more efficient than some existing electric
Infrastructure Public spaces ag:
barbeques, and have been adopted for use for all new barbeque facilities
provided by Council.
Planning & Asset Design and Harry Pearson Harold Pearson is a specialized supplier of hand crafted artistic elements of
107 9 esig Harold Royston Pearson y Playground structures unique playground structures, to the required Australian Standards
Infrastructure Investigations Playgrounds : “ . :
featuring specific designs in Queensland.
Page 25 of 141Section 26
Page 26 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
Aquatic Weed Technologies are specialist aquatic weeds removal divers.
Aquatic Weed Technologies are The use of harvesters or cutting machines is not appropriate due to
: fragmentation and spread of these pest plants.
. . . underwater divers who undertake
Planning & Planning and John Farrow & Michelle .
. i removal of Cabomba & other aquatic . . a
Infrastructure Environment McMartin Aquatic Weed Technologies currently undertakes specialised works for
weeds from the bottom of water
bodies at depth SEQ Water at Ewen
Maddock Dam and other sites, due to their specialist local knowledge of
those sites.
Healthy Waterways is a not-for-profit,
non-government organisation that
works collaboratively with
stakeholders across southeast
Queensland to improve waterway Healthy Waterways provide a specialised collaborative approach to South
Planning & Planning and Healthy Waterways Limited health. The Healthy Waterways East Queensland waterway management. As a financial member of the
Infrastructure Environment y y network is made up of a consortium consortium, Council benefit from the finding of the regional waterway health
of more than 30 community, industry monitoring.
and government organisations,
providing a range of design,
evaluation, and monitoring services
for members.
. In order to comply with manufacturers specifications and adhere to warranty
110 Planning & Parks and Natural Hansen Pty Ltd Hansen Forpark Australia Playground manufacturer requirements. Playground suppliers should supply their own equipment and
Infrastructure Areas Family Trust parts
. In order to comply with manufacturers specifications and adhere to warranty
Planning & Parks and Natural Kompan/ Urban . . . .
111 Infrastructure Areas Kompan Playscape Pty Ltd Play Playground manufacturer rate ments. Playground suppliers should supply their own equipment and
They are the manufacturers of the fitness equipment in Pomona - In order
412 Planning & Parks and Natural A_space recreation Pty Ltd A_space Playground manufacturer to comply with manufacturers specifications and adhere to warranty
Infrastructure Areas requirements. Playground suppliers should supply their own equipment and
parts
113 Planning & Parks and Natural Liberty Swing Pty Ltd Liberty Swing / Playground manufacturer re surements, ble round cupplicre should supply their own e juipment and
Infrastructure Areas y gry Jenway industries yg parts . yg PP PPly quip
i Mosquito and Arbovirus Research and assistance to Council's MARC Inc is a specialized supplier to Council for Noosa Shire vector control
114 Planning & Parks and Natural q . MARC Inc delivery or professional vector control P PP
Infrastructure Areas Research Committee Inc. programs.
programs.
Planning & Parks and Natural In order to comply with manufacturers specifications and adhere to warranty
115 9g Outdoor Escapes Qld Pty Ltd | Outdoor Escapes | Playground manufacturer requirements. Playground suppliers should supply their own equipment and
Infrastructure Areas parts
These are the manufacturers of the fitness equipment for Gympie Tce - In
116 Planning & Parks and Natural M&N Enterprises Pty Ltd T/A Playscape Playground manufacturer order to comply with manufacturers specifications and adhere to warranty
Infrastructure Areas Creations requirements. Playground suppliers should supply their own equipment and
parts
Page 26 of 141Section 27
Page 27 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
Planning & Parks and Natural In order to comply with manufacturers specifications and adhere to warranty
117 Playmakers Pty Ltd Play Works Playground manufacturer requirements. Playground suppliers should supply their own equipment and
Infrastructure Areas parts
Newspapers:
Coolum & North Shore
Advertiser
Coolum & North Shore News
Cooroora Connect
Cooroy Rag
Courier Mail — Maroochydore
The Green
Gympie Times
Noosa News
Noosa Today
Sunshine Coast Daily
Sunshine Coast Seniors
Newspaper
Sunday Mail
Executive Office community . Local newspapers, television and Provision of local media and advertising services to specific markets.
ngagement Radio: radio advertising
4GY Classic Hits
ABC Coast FM
Hot 91
Mix FM
Noosa District Community
FM
Rhema FM
Sea FM
Sunshine FM
Zinc 96
Television:
Seven — Local
Ten — Sunshine Coast
WIN TV
Newspapers:
Courier Mail - Brisbane
Sunday Mail - Brisbane
. . Community The Australian Australian and Queensland wo . a . in
Executive Office we a Provision of media and advertising services to specific markets.
Engagement T wo newspaper and television advertising
elevision:
Seven — Brisbane
Ten — Brisbane
Nine - Brisbane
120 | Corporate Services Property RMS (Aust) Pty Ltd on future and historical data. This is a specialized program which has been
and Cooroy RV Stopover desi : .
lesigned to accommodate holiday park bookings.
Booki . Netroomz provide a specialised service which integrates with the RMS
ooking Channel. An external service - ° . : .
. . . Booking Program to allow customers to make electronic bookings (including
121 | Corporate Services Property Netroomz Pty Ltd allowing patrons to book sites at each ki ts. which are banked directly into Council’s bank
of the three (3) holiday parks. taking secure payments, Whlc ¥
account) instantaneously.
Page 27 of 141Section 28
Page 28 of 141
Department Section Legal Entity Name Trading Name Commodity/Service Supplied Reason for Inclusion
NearMap isa photo map and location NearMap provide a unique service of high-resolution, hosted aerial
based media company. They create . : on . : .
. . « imagery, which covers the majority of the Sunshine Coast Region, and is
123 | Corporate Services ICT NearMap Pty Ltd high quality and current photo maps . a. . :
a updated on a quarterly basis. This is a low cost, high value product that is
over cities that are updated every .
used by many areas of Council.
month.
Corporate Services Parklands Australia Pty Ltd Parklands Australia wane ee of IIRNET leechate Specialist IIRNET leechate SCADA expertise
. . . Specialist supplier for rapid deployment of CCTV Internet Protocol (IP)
125 | Corporate Services Procurement United Technology Solutions United Technology CCTV IP-Video Video surveillance. Specialised knowledge of Council’s CCTV
Pty Ltd Solutions .
requirements.
Page 28 of 141Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
5 GIFTS AND BENEFITS POLICY
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Office
Index ECM/ Subject/ Governance
Attachments 1. Gifts and Benefits Policy
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation Committee
Meeting dated 7 February 2017 and adopt the Gifts and Benefits Policy provided at Attachment 1
to the report.
REPORT
1 Gifts and Benefits Policy
The Queensland Audit Office identified the establishment of a central gift and benefits register
applicable to Councillors, employees and the organisation, as a business improvement opportunity
during the 2015/16 Audit Program.
Whilst pursuant to section 291 the Local Government Regulation 2012, Councillors and Senior
Executive Employees are required to record relevant gifts totalling more than $500 on their
individual register of interests, there is limited organisational guidance currently in place with
respect to the management of gifts and benefits offered to other Council employees in the course
of their official duties.
It is considered that having a Council Gifts and Benefits Policy and central register will further
support Council’s commitment to transparency and good governance and provide practical
guidance to all levels of the organisation.
The Gifts and Benefits Policy provided at Attachment 1 has been drafted having regard to the
Public Service Commission’s Guideline/Directives (for state government agencies), Crime and
Corruption Commission Guidelines, and a number of local government examples.
The Policy:
Provides guidance on good and ethical decision making with respect to gifts and benefits;
Outlines the circumstances where the acceptance of a gift or benefit is not appropriate;
Outlines the circumstances where the acceptance of a gift or benefit may be appropriate;
Provides guidance on the ownership and use of gifts offered to Councillors, employees and the
organisation;
Prescribes value thresholds for the recording of gifts or benefits offered to Councillors and
employees on a central Council Gifts and Benefits Register.
Provides guidance on the recording of gifts received below the value thresholds, and gifts
offered but not accepted.
Page 29 of 141
Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
2 Gifts and Benefits Register and Recording Thresholds
The Gifts and Benefits Register will be maintained by Council’s Governance Team and made
available for internal viewing via the Intranet and ECM. The Policy provides that:
All gifts received by an employee (including Senior Executive Employees) over an estimated
value of $100 must be recorded on the Register;
All gifts received by Councillors totalling more than $500 must be recorded on the Register;
and
Any gift received below the prescribed thresholds, or any gift offered and not accepted by a
Councillor or employee of any value may be recorded on the Register at the Councillor or
employee’s discretion.
3 Councillor thresholds
The recording threshold value for gifts received by Councillors is aligned to Councillors’ statutory
obligations with respect to individual register of interests as prescribed by section 291 of the LGR.
This is considered appropriate as if the Queensland Parliament intended a lower value, they would
have legislated it. From an administrative perspective, this is also practical as when a Councillor
updates their individual register, the central register can be updated by Governance at the same
time.
4 Employee thresholds
Section 199(3) of the Local Government Act 2009 (LGA) provides that a local government
employee must not ask for, or accept, a fee or other benefit for doing something as a local
government employee. However, section 199(4) of the LGA provides that the above provision does
not apply to a benefit that has only nominal value.
Legislative commentary provided by the LGAQ outlines that section 199(4) of the LGA allows a
grateful constituent to say ‘thank you’ with a gift of nominal value. Whilst nominal value is not
defined in the LGA it is considered that anything up to $100 would not attract any rational concern.
In light of the above, the Policy requires that appropriate gifts to employees can only be accepted
by the recipient if it is in the public interest and approved by the employee’s Director or CEO. If the
estimated value of the relevant gift is above $100 the details must be recorded on the register.
5 Policy Implementation
Following Policy approval by Council, a decision making guide flow chart with a number of practical
examples will be distributed to Councillors and employees to support good and ethical decision
making with respect to the management of gifts and benefits.
Previous Council Consideration
Nil.
Finance & Risk
Failing to have clear guidance around the management of gifts and benefits offered to Councillors
and employees exposes Council to an increased risk of uncertainty around the effective
management of gifts and benefits offered to Councillors and employees, which could create a
perception of influence leading to a decisions that may not be in the best interest of Council or the
community.
Page 30 of 141
Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
This policy has been developed in consultation with the Mayor, Council’s internal Audit and Risk
Working Team and the Leadership Team.
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 31 of 141
Section 32
Page 32 of 141
ATTACHMENT 1
| ¢ WW NOOSA Council Policy
mm mM ceeeeie Gifts and Benefits
Corporate Plan Reference: ‘Excellence as a Council’
Endorsed by Council: <Insert Date of Ordinary Meeting >
Policy Author: Governance Advisor
POLICY BACKGROUND
Councillors and Council employees hold positions of public trust and must carry out their duties
impartially and with integrity. The provision of gifts and benefits to Councillors and employees can
create perceptions of a conflict of interest and it is appropriate to question why they are offered and
whether they should be accepted.
The Public Sector Ethics Act 1994, identifies the following four ethics principles as fundamental to
good public administration:
e Integrity and impartiality;
e Promoting the public good;
e Commitment to the system of government; and
e Accountability and transparency.
This policy supports Noosa Council’s commitment to the above principles, and the following local
government principles:
e Transparent and effective processes, and decision-making in the public interest;
e Good governance of, and by, local government; and
e Ethical and legal behaviour of Councillors and local government employees.
This policy aims to minimise the risk of Councillors and employees being exposed to an actual or
perceived conflict of interest associated with benefits or gifts offered in the course of their official
duties.
This policy does not apply to electoral gifts to Councillors as defined in the Local Government Act
2009. The requirements of this policy are in addition to the legislative obligations of Councillors and
Senior Executives with respect to individual register of interests as prescribed in Part 5 of Chapter
8 of the Local Government Regulation 2012.
COUNCIL POLICY
It is not appropriate for Councillors or employees to be offered or to accept gift or benefits that
affect, may be likely to affect or could reasonably be perceived to affect, the independent and
impartial performance of their official duties.
Councillors and employees must not ask for or encourage the giving of any form of gift or benefit in
connection with the performance of official duties.
1 As provided under section 4 the Local Government Act 2009
Page 32 of 141Section 33
Page 33 of 141
COUNCIL POLICY - GIFTS AND BENEFITS
Acceptance of gifts or benefits
As a general guide, if a Councillor or employee is offered a gift, he/she should put themselves in
the position of the person offering the gift and consider why the gift is being given and whether
acceptance is appropriate.
Each type of gift or benefit carries with it different risks that should be considered when deciding
whether or not acceptance is appropriate. It is important to consider the following:
1. Relevant legislation;
2. Why the offer of a gift or benefit was made;
3. The value and type of the gift/benefit (with higher value gifts/benefits warranting increased
scrutiny); and
4. The likely public perception of acceptance.
Circumstances where the acceptance of a gift or benefit is not appropriate
Pursuant to s199 of the Local Government Act 2009, a local government employee must not ask
for, or accept, a fee or other benefit for doing something as a local government employee.
However, this provision does not apply to a benefit of nominal value.
Councillors and employees must not accept a gift/benefit irrespective of its value, if any of the
following apply:
e It is considered as a gift of influence — i.e. that it is seen, or may be seen, to affect the
performance of the recipient’s official duties, or otherwise influence, or be seen to influence, the
decision-making or behaviour of the recipient;
e The donor or any reasonable observer would interpret that the recipient may be under an
obligation to the donor as a result of receiving the gift;
e Itis not offered openly; or
e Itis an offer of money.
Any gifts or benefits offered in the above circumstances must be reported immediately:
e To the relevant Director/Manager or CEO (for employees);
e To the Mayor (for Councillors and CEO).
If unsure, Councillors and employees should decline offers of gifts or benefits courteously by
explaining that acceptance would be against Council policy.
Circumstances where it may be appropriate to accept a gift
Acceptance of a gift or benefit may be considered appropriate if it complies with the following
principles:
e It does not influence, or have the potential or perceived potential to influence, in any way so as
to compromise, or appear to compromise, the integrity and impartiality of the recipient, or to
create a conflict of interest, or perception of a conflict of interest.
e Itis not related to advice or decisions about (but not limited to):
o Granting licences;
o Inspecting and regulating businesses;
o Granting of approvals;
o Letting of contracts;
o The provision of Council services;
o The provision of a Council grant.
Page 33 of 141Section 34
Page 34 of 141
COUNCIL POLICY - GIFTS AND BENEFITS
The following gifts are considered low risk and can generally be accepted:
e Gifts of nominal value made in gratitude for specific tasks or performance e.g. a small personal
gift to an employee or Councillor for speaking at an official function;
e Low value corporate gifts made as a marketing/sponsor initiative e.g. mass produced
mementoes at a professional development conference;
e Ceremonial/symbolic gifts from visiting organisations provided to Council as an organisation (as
opposed to an individual employee or Councillor) to be retained by the organisation e.g. plaque
of appreciation or memento from place of origin.
Appropriate gifts offered to employees can only be accepted and utilised by the individual recipient
if it is not contrary to the public interest and further, if it is approved by the employee’s relevant
Director/Manager or the CEO. Other available options for recipients to consider include
surrendering the gift for disposal (donation to a charity) or for the use of the wider organisation.
Gifts made to the organisation remain the property of the organisation and not individual
Councillors or employees.
DECLARING AND REPORTING OF GIFTS AND BENEFITS ON COUNCIL’S GIFT REGISTER
Gifts and Benefits Register
Council's Gift and Benefits Register is centrally maintained by Council's Governance Team. The
Register will record the following details of all reportable gifts and benefits under this Policy:
e The date the gift was offered;
e The date the notification was made;
e The recipient and donor;
e Estimated fair market value;
e Determination on how the gift was dealt with - e.g. disposal by donation to charity, use by the
organisation, retention of the gift for personal use by the individual recipient, or non-
acceptance, and who authorised that decision.
Recording threshold for employees and the organisation
Any appropriate gift or benefit received by employees or the organisation that has an estimated
value of $100 or more must be recorded on Council’s Gifts and Benefits Register via the
Governance Team within 30 days of acceptance.
In addition to the above, the CEO and Senior Executive Employees have obligations to disclose
gifts received exceeding $500 on their Register of Interests under Part 5, Chapter 8 of the Local
Government Regulation 2012.
Recording threshold for Councillors
Any gift received by a Councillor that is required to be recorded on a Councillor's individual
Register of Interests pursuant to section 291 of the Local Government Regulation 2012 (gifts
totalling more than $500), must also be noted on Council’s Gifts and Benefits Register. Upon
updating their Register of Interests, Councillors are requested to notify the Governance Team so
that the Council’s Gifts and Benefits Register can be updated.
Multiple gifts and cumulative value
If multiple gifts are accepted from the same provider or on behalf of the same organisation and the
cumulative value is more than $100 (for employees) or $500 (for Councillors), then each gift or
benefit must be reported on the register once the relevant threshold is reached or is considered
likely to be reached in the future.
Page 34 of 141Section 35
Page 35 of 141
COUNCIL POLICY - GIFTS AND BENEFITS
Recording of gifts received below the value thresholds and gifts not accepted
Whilst not required under this Policy, a Councillor or employee may record the acceptance of a gift
or benefit estimated below the aforementioned value recording thresholds on Council’s Gifts and
Benefits Register should they wish to do so, or if instructed by the CEO or relevant
Director/Manager.
Offers of gifts or benefits that are not accepted may also be entered on the register for
transparency and recording keeping purposes.
DEFINITIONS
Conflict of Interest occurs when a Councillor or employee’s private interests interfere, or appear
to interfere, with the duty to act impartially and in the public interest.
Actual conflict of interest involves a direct conflict between a Councillor or employee current
duties and responsibilities and their existing private interests.
Perceived (or apparent) conflict of interests occurs where it could be perceived by others that a
public official’s private interests could improperly influence the performance of their public duties —
whether or not this is in fact the case.
Donor refers to the person or organisation making the offer of a gift/benefit to Council, a Councillor
or Council Employee.
Gifts and benefits refer to items given and received in the course of official duties and include
tangible (of lasting value) and intangible (of no lasting value) items. The Local Government
Regulation 2012 defines a gift as:
(a) The transfer of money, other property or other benefit —
(i) Without consideration; or
(ii) For a consideration substantially less than full consideration; or
(b) A loan of money or other property made on a permanent or indefinite basis.
Examples of a gift include — a gift voucher, entertainment, hospitality (such as meals), travel,
goods, event tickets, lucky door prizes at events paid for by Council, and prizes/awards received in
connection with Council duties.
Examples of a benefit include — a non tangible item of value such as new job of promotion,
preferential treatment or access to confidential information.
Nominal value for the purpose of this policy is considered to be anything up to $100.
Public perception means the perception of a fair-minded person in possession of the relevant
facts.
Recipient means the Councillor or Employee who has been offered the gift/benefit.
Value refers to the estimated reasonable retail value of a gift/benefit.
Page 35 of 141Section 36
Page 36 of 141
COUNCIL POLICY - GIFTS AND BENEFITS
RELEVANT LEGISLATION AND POLICIES
Local Government Act 2009
Local Government Regulation 2012
Public Sector Ethics Act 1994
Crime and Corruption Act 2001
Councillors Code of Conduct
Employee Code of Conduct
Fraud and Corruption Prevention Policy
Version control
Version Reason/ Trigger Change (Y/N) Endorsed/ Reviewed by Date
Page 36 of 141Section 37
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
6 AMENDMENT OF LEASE BETWEEN THE J AND THE UNIVERSITY OF THE SUNSHINE
COAST (USC)
DOCUMENT INFORM AT ION
Author The J Coordinator, Scott Braby
Community Services Department
Index ECM/ Subject/ 72.01 The J
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by The J Coordinator to the Services & Organisation Committee
Meeting dated 7 February 2017 and approve an amendment of the lease between Council and
the University of the Sunshine Coast (USC) for the use of lease area B at The J to allow for an
extension of a further 5 years with a single option of another 5 years thereafter.
REPORT
The J entered into a lease with the University of the Sunshine Coast (USC) in 2006 for the provision
of dedicated facilities for the University’s Noosa campus. The initial 10-year term expired on 31
December 2016. The lease currently provides for a further 10-year term, exercisable via the
activation of an option by USC.
USC have indicated their desire to continue their usage of The J however they have requested the
lease be amended to allow for a 5-year extension with the option for another 5 years thereafter,
rather than the current 10-year extension option. No other terms of the lease are proposed to be
varied.
Management have discussed this request and have no concerns with facilitating it. If Council
agrees to USC’s request then the lease will need to be amended and sent to the Queensland Titles
Registry office for registration.
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Page 37 of 141
Section 38
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer x Community Services x Corporate Services
Executive Officer to the Mayor & CEO x Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws x Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Disaster Management
Governance Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 38 of 141
Section 39
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
7 2016/17 CHRISTMAS FREE HOLIDAY BUSES SUMMARY
DOCUMENT INFORM AT ION
Author Project Officer, Joanna Ferris
Planning & Infrastructure Department
Index ECM\ Project\ Pub-Trans: PT-FHB; NHLPC,
Subject\ 45.15 Traffic and Transport
Attachments Nil
EXECUTIVE SUMMARY
The 2016/17 Christmas Free Holiday Buses were conducted between 26 December 2016 and 4
January 2017 at a total cost of $53,652 (excl GST).
There were an estimated 40,247 passengers carried over the 10 day period. The estimated cost
per passenger during the 10-day period was $1.33.
The services included six bus services (5 existing TransLink services and a temporary shuttle
between Peregian Beach and Noosa Heads), Council Cabs and the Boreen Point-Tewantin
Flexilink service.
The Noosa Heads Lions Park was utilised as a paid car park for 11.5 of the 14 days (26 December
– 8 January 2017). A total of 5,141 vehicles utilised the car park which generated $51,410 with
60% of the parking revenue going to the Tewantin-Noosa Heads Lions Club, the remaining 40%
will be used for the park refurbishment.
RECOMMENDATION
That Council note the report by the Project Officer to the Services & Organisation Committee
Meeting dated 7 February 2017 and authorise the CEO to discuss with TransLink solutions for the
inclusion of Noosa only journeys on Routes 620, 630 & 631 in future Free Holiday Bus services.
REPORT
The purpose of this report is to provide an overview of the 2016/17 Christmas Free Holiday Buses
program (26 December 2016 - 4 January 2017).
1. Free Services
The following five Noosa-specific TransLink services were included:
Route 626 – Tewantin to Sunrise Beach via Noosa Heads
Route 627 – Tewantin to Sunshine Beach via Noosa Heads
Route 628 – Noosa Parklands to Noosa Junction, via Noosa Civic
Route 629 – Tewantin to Noosa Junction via Noosa Civic
Route 632 – Noosa to Cooran via Cooroy and Pomona
Additional service:
064 (1 bus) – Peregian Beach to Noosa Heads from 8am to 6pm
Page 39 of 141
Section 40
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
The additional service was provided because the existing Route 620 Noosa Heads- Maroochydore
bus service was not able to be part of the Free Holiday Buses Program.
Existing Council services:
Council Cabs and Boreen Point-Tewantin Flexilink were also free.
2. Passenger Data
An estimated 40,247 passengers were carried over the 10-day period. (Passenger numbers are
recorded through manual ‘button pushing’ by the bus drivers). Refer to Table 1: Free Services 26
Dec 2016 – 4 Jan 2017, for a breakdown of passenger numbers by route.
Routes 626 (Tewantin to Sunrise Beach via Noosa Heads) and 627 (Tewantin to Sunshine Beach
via Noosa Heads) carried 69% of all passengers
Table 1: Free Services 26 Dec 2016- 4 Jan 2017
Route 26 27 Dec 28 29 30 31 01 02 03 04 Total
Dec Dec Dec Dec Dec Jan Jan Jan Jan
064 305 455 496 596 634 616 574 458 532 408 5,074
626 1,036 1,804 1,631 1,512 1,647 1,833 1,678 1,397 1,582 1,297 15,417
627 865 986 1,204 1,155 1,522 1,337 1,045 1,684 1,730 1,025 12,553
628 191 240 311 375 167 438 179 204 440 363 2,908
629 211 412 371 275 340 456 229 349 496 383 3,522
632 3 66 74 135 102 85 28 90 147 43 773
Total 2,611 3,963 4,087 4,048 4,412 4,765 3,733 4,182 4,927 3,519 40,247
The average daily number of passengers carried was 4,024 over a 10 day period. In 2015/16, the
average daily number of passengers carried was 3,926 over a 9-day period.
Passenger data for Council Cabs and the Boreen Point- Tewantin Flexilink was consistent with the
regular passenger use.
3. Marketing
Marketing of the Free Holiday Buses included:
Provision of signage at major bus stops, 15 street banners, and variable message boards on
major connecting roads.
Posters in all Council facilities.
Posters at Surf Clubs, cafes, shopping centres etc.
Council communication tools including website, Facebook and messages on hold.
Liaison with external stakeholders (Tourism Noosa, Accommodation Providers, Shopping
Centres etc.) for inclusion on websites, emails, and newsletters.
Media launch with support from local newspapers and WIN TV.
TransLink also provided in-kind marketing support including but not limited to:
Inclusion of the additional shuttle services on TransLink’s journey planner.
Inclusion of messaging on webpages of all relevant TransLink routes.
Web tile on TransLink home page leading up to and during free period.
Page 40 of 141
Section 41
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
4. Passenger Assistant at Noosa Heads Bus Station
One Sunbus passenger assistant was based at Noosa Heads Bus Station from 9.30am to 4.10pm
on 29 and 31 December and 3 January. These days were selected based on busiest passenger
data from 2015/16. The passenger assistant addressed passenger enquiries and bus movements
at the station.
5. Feedback Survey
A feedback survey was available on Council’s website, Facebook, a link on the FHB posters and
hard copies were distributed by the passenger assistant and the Council Project Officer at the
Noosa Heads bus station. The survey consisted of 16 questions seeking feedback on areas such
as age, purpose of travel, satisfaction with trip, residential status, reasons for using the Free
Holiday Buses and awareness of public transport. Of the 16 questions, 5 of the questions were
targeted specifically at Noosa residents. A total of 140 surveys were completed (98 online & 42
hard copy).
Points of interest include:
Over 85% of respondents who caught a Free Holiday Bus had access to a car in Noosa.
The main reason people caught a free holiday bus was to avoid traffic and congestion, followed
by convenience and limited car parking.
70% of users were very satisfied with their trip and 25% were satisfied.
84% of users caught a bus for recreational purposes e.g. to get to the beach, entertainment,
dining etc., 12% used it to perform errands such as shopping, 9% caught a bus to visit
friends/family and nearly 9% caught the bus to get to work (total is greater than 100% as people
could select more than one answer).
If the buses had not been free, 57% of the respondents would have driven their car, 10% would
have walked or cycled, 9% would have been a passenger in car, 6% would have caught a taxi
and 19% would have caught the bus anyway.
Word of mouth was the primary means by which people found out about the Free Holiday
Buses (41%), followed by street banners on power poles (30%), roadside traffic signs (20%),
and the newspaper (18%).
53% of respondents had caught a Free Holiday Bus in previous years.
The residential status of respondents included – Noosa Council residents (60%), Queensland
residents (14%), Interstate visitors (13%), Sunshine Coast Council residents (10%), and
International visitors (3%).
48% of respondents were aged between 41-60 years and 23% were 26-40 years and 60 years
and older.
Of the Noosa respondents, outside of the Free Holiday Buses, 43% never catch a bus. The
main reason cited for not catching public transport was that it was inconvenient followed by
unsuitable bus times.
The open ended feedback was mostly positive with requests for the service to run for longer and
for more evening services. There continues to be confusion/negativity about Route 620 (Noosa
Heads – Maroochydore) which is not part of the free services due to constraints with TransLink.
Page 41 of 141
Section 42
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
6. Bus Routes outside of the Shire
The following bus routes travel outside of the Noosa Council boundaries
Route 620 Noosa Heads to Maroochydore via Peregian Beach
Route 630 Noosa to Nambour via Eumundi
Route 631 Noosa to Nambour via Cooroy and Eumundi
As of January 2014 the Sunshine Coast Council no longer provides Free Holiday Buses. There is
confusion amongst the community as to why the Noosa only journeys on Route 620, 630 & 631
are not free.
In obtaining approval from TransLink to deliver the free holiday buses, the Director for Planning
and Infrastructure previously requested the inclusion of the Noosa only journeys on Routes 620
and 631.
TransLink’s response has been that their ticketing system technology is unable to be programmed
to only charge a fare for a portion of a journey and that if Council would like to include these
services, the expected loss of revenue would need to include the entire journey.
In 2014 the inclusion of Route 620 & 631 would have raised the total cost of the Christmas Free
Holiday Buses service from $49,142 to $126,499 (incl GST).
In 2015 a request to TransLink for the inclusion of Noosa only journeys of Route 620 & 631 was
made again, the response was that the loss of revenue would need to include the entire journey.
In 2016 TransLink advised that in order to include Route 620 as part of the Free Holiday Buses
service Council would need to pay for the loss of revenue for the entire journey which was
estimated to be $32,849 (incl GST). The cost of the Peregian – Noosa Heads shuttle is $15,112.
All Free Holiday Buses posters and media list the specific bus routes which are free but the VMS
board’s only say “Local Buses Free” due to limited space. Despite promoting the specific bus routes
which are free there continues to be frustration and confusion amongst the community as to which
buses are and are not free.
It is difficult to estimate the cost of the Noosa only journey for Route 620 however based on the
cost of the existing 5 TransLink services, the estimated cost per bus is $6,599. It is expected that
Route 620 would be higher than $6,599 because it is one of the most popular bus routes on the
Sunshine Coast.
7. Noosa Heads Lions Park Car Park
The Noosa Heads Lions Park was to be used as a car park from 26 December 2016 – 8 January
2017 but was closed for two and a half days during this period due to wet weather. The park was
used for 11.5 of the possible 14 days. Vehicles are charged a flat rate of $10. The car park was
managed by the Tewantin Noosa Lions Club with assistance from the Cooroy Camphor Laurel
group and Council’s Civil Works Supervisor. There were a total of 5,141 cars with a daily average
of 450 vehicles (the daily average during Xmas 2015/16 was 406 vehicles). The total income
generated from the car park was $51,410 with 60% of the parking revenue going to the Tewantin
Noosa Heads Lions Club. The remaining revenue is used towards park refurbishment.
Page 42 of 141
Section 43
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Previous Council Consideration
Ordinary Meeting, 17 November 2016, Item 7, Page 8
That Council note the report by the Project Officer to the Services & Organisation Committee
Meeting dated 8 November 2016 and:
A. Provide Free Holiday Buses during the periods 26 December 2016 to 4 January 2017 and 8
to 17 April 2017.
B. Accept TransLink’s quotation of $40,614 (excl GST) for the Christmas Free Holiday buses
for Routes 626, 627, 628, 629 and 632.
C. Delegate authority to the CEO to accept TransLink’s quotation for the Easter Free Holiday
buses for Routes 626, 627, 628, 629 and 632.
D. Accept Transit Australia Group’s quotation of $32,200 (excl GST) for a shuttle service
between Peregian Beach and Noosa Heads for both the Christmas and Easter holiday
periods.
E. Approve a marketing budget of $12,259 for the Christmas and Easter Free Holiday Buses.
F. Include Boreen Point–Tewantin Flexilink service and Council Cabs in the Free Holiday Buses
services.
G. Approve the use of Noosa Heads Lions Park as a car park for the period 26 December 2016
to 8 January 2017 and 8 to 17 April 2017 to be managed by the Tewantin-Noosa Lions Club.
H. Approve 60% of the Lions Park car parking revenue be provided to the Tewantin-Noosa
Lions Club for the management of the temporary car park.
Finance & Risk
The total cost for the Christmas 2016/17 Free Holiday Buses including marketing, the passenger
assistant and bus services was $53,652 and was funded out of the Public Transport Levy.
A marketing budget of $12,259 for the Christmas & Easter services was approved at Council’s
Ordinary Meeting of 24 September 2015. The actual expenditure for Christmas was $5,551.
Council pays TransLink for loss of revenue on the five TransLink Free Holiday Buses routes and
Council funds a shuttle service between Peregian and Noosa Heads. The original quote for the
five TransLink services was $40,614 but due to TransLink fare changes implemented in December
2016 the revised quote was $32,989 (Refer to Table 2: Free Holiday Buses).
Table 2 Free Holiday Buses
Services Amount (excl GST)
TransLink Routes x 5 $32,989
064 Peregian – Noosa Heads Shuttle $15,112
Marketing & Passenger Assistant $5,551
Total $53,652
It is estimated that the cost per passenger during the 10-day period was $1.33.
The total income generated from the Noosa Heads Lions Park car park was $51,410. The
Tewantin Noosa Heads Lions club is not registered for GST and received $28,041.
Page 43 of 141
Section 44
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Consultation
External Consultation - Community & Stakeholder
Passenger Assistant –.Very busy
Tewantin Noosa Heads Lions Club – Reported it was the busiest it’s been for many years with the
parking area filled each day by 10:30am and thereafter cars were admitted on a ‘one out – one-in
‘ basis.
Community Feedback – refer to Section 5. Feedback Survey
Tourism Noosa – Anecdotal feedback that it was a very busy holiday season.
Internal Consultation
Parks Supervisor – Status of Noosa Heads Lions Park: Repairs are needed at the entrance to the
first hut and few other areas. There is lots of compaction but generally the park held up well as
very little rain.
Management Accountant – Free Holiday Buses Budget.
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service X Civil Operations
Economic Development Disaster Management
Governance X Infrastructure Planning & Design
Human Resources Planning & Environment
Sustainability Strategic Land Use Planning
Page 44 of 141
Section 45
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
REPORTS FOR NOTING BY THE COMMITTEE
8 OPERATIONAL PLAN PROGRESS REPORT - 2ND QUARTER 2016-17
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 7 February 2017 providing an update on progress with the
implementation of the Operational Plan to 31 December 2016 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.
This report relates to the second quarter of the 2016/17 financial year.
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.
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 December 2016” i.e. the end of the second 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 is:
Not started: 0
Behind Schedule: 9
On track: 21
This progress profile is slightly improved on the first quarter of the financial year.
Page 45 of 141
Section 46
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
The table below highlights some specific Operational Plan issues that may be of interest to Council.
Initiatives Comment
Electric Bus Trial The lease agreement was signed with the supplier with appropriate
“hold points”. A separate report is being provided to Council on the
current status.
Rufous Street Project Council received a $1M grant from the State Government towards the
Digital Hub. The tender for civil works has also been let.
Noosa Transport Strategy A Transport Policy has been adopted by Council and the draft
Transport Strategy has been substantially prepared.
Development of the new planning Community consultation has been completed and a report on the
scheme outcomes of that consultation is on this round of Council meetings.
Waste tender and Contract Council adopted the waste tender in the last quarter. This is a
contract worth approximately $45M over the next 7 years. Formal
contracts are now being finalised.
Implementation of the Local Council’s new Economic Development Manager commenced and is
Economic Plan busy establishing networks with the local business community.
Development of the new The Corporate Plan was finalised in draft form in the second quarter
Corporate Plan of 2016/17. It has subsequently been adopted by the Council
following consultation.
Implementation of the Social There is a lot of activity currently underway associated with the
Strategy implementation of the Social Strategy. This includes the
commencement of the Noosa Shire Youth Network, consultation
underway on the Sport and Active Recreation Plan, development of
the Arts and Culture Plan and a recognition function for our
community volunteers being held.
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 the Leadership 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 second quarter are as follows:
Our People
We are now getting on top of our WH&S issues. Our required policies, procedures etc are
now up to date.
This time last year, our claim and incident statistics were significantly worse than our local
government peers. We are now significantly better than our industry peers with our actual
performance and the number of days lost from WH&S incidents now negligible. As CEO, I
would like to recognise our Executive Manager, HR Manager, Workplace Health and Safety
staff as well as our Managers who have taken up the challenge of improving our WH&S
compliance and performance.
Page 46 of 141
Section 47
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Personal leave has reduced significantly from the high level in August when we had a flu /
virus ripple through the organisation with some staff being off for up to a week or more at
that time.
Our Customers
The total number of customer requests received by Council remains on an upward trend in
the long term. This is not an issue unique to Noosa Council as recent research has identified
this as a trend for all Councils across Australia. On Monday 23 January, our frontline
customer service staff had 720 phone calls in one day (coinciding with the issue of rates).
The average wait time for our customers when phoning Council continues to improve. Our
staff in this area continue to provide an exceptionally high level of service as the first point of
contact.
Customer indicators for processing times for various types of development applications
reflected the shortage of planning staff in that period although all of the vacant positions have
now been filled.
The average time to process building and plumbing applications is still meeting statutory
timeframes although there are some proposals by the State government to reduce the
statutory periods for plumbing applications.
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
Requests for services which are lodged electronically (as a percentage of total requests) are
slowly increasing. Currently, only around 10 - 15% of customer requests are lodged online
via our website. We have recently promoted the use of the App – Snap Send Solve. This
enables people to use their mobile phones to capture issues and send them to Council via
an email. When added to the web based option, we can see that between 20% and 25% of
our requests are now “electronic”. The goal is to get to 40%.
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Page 47 of 141
Section 48
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
The details of each of the Operational Plan activities have been provided by relevant
Departments.
Departments/Sections Consulted:
X Chief Executive Officer X Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
X Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office X Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
x Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability Disaster Management
Page 48 of 141
Section 49
Page 49 of 141
WORKING IN PARTNERSHIP WITH OUR COMMUNITY
No. Project TJ slelarcsisiiiayg TSE A) ety
1 Electric Bus trial in conjunction with Translink Director Planning & Infrastructure Lease agreement has been signed with supplier and delivery schedule is Behind Schedule oO
being finalised.
2 Implementation of Local Economic Plan Senior Economic Development Officer Action Plan has been developed with priorities. New Economic On track @
Development Manager recruited.
3 Implementation of Social Strategy Community Development Coordinator A number of new initiatives have commenced including: On track @
- Noosa Shire Youth Network, which has their second meeting
scheduled for 8 February 2017;
- Sport and Active Recreation Plan, which is in the community
consultation phase;
- Arts and Culture Plan, which is undergoing review. A consultation event
is planned for 16 February 2017;
- Initiatives to support volunteers held a recognition brunch on 5
December 2016; and
- Grow Your Arts held two workshops in October 2016 with another
scheduled for 9 February 2017.
4 Implementation of Transport Strategy Infrastructure Planning & Design Manager Transport Policy adopted by Council. Preparation of draft Transport Behind Schedule oO
Strategy is underway.
5 Implementation of Waste Reduction and Recycling Plan Waste & Environmental Health Manager A number of programs have started but due to staff being offline to Behind Schedule oO
finalise the Waste Contract which occurred in December 2016 there
have been some delays. The Waste contract is now finalised and more
focus will come back onto this issue.
6 Waterways Protection - Inspection and Education Program Waste & Environmental Health Manager Inspection program is commencing in January and staff have been On [email protected] POLICY AND STRATEGY
No. Project Responsibility ste Status
1 Development of new Corporate Plan Chief Executive Officer Draft Corporate Plan adopted by Council on 15 December 2016 for On track @
consultation purposes. Final Corporate Plan presented to Council for
adoption in January 2017.
2 Development of new Planning Scheme Planning Scheme Project Manager Community consultation completed and analysis of submissions On track @
underway. ePlan system training undertaken by staff. Parks Plan to be
completed. Climate Change Project Officer appointed.
3 Development of Digital Transformation Strategy Chief Executive Officer Preparation of draft Digital Strategy is underway. Behind Schedule O
4 Implementation of Heritage Levy Strategy Director Community Services Heritage Reference Group formed and first meeting held in December On track @
2016. Maintenance of Heritage Trail underway.
5 Management of Noosa River Environment Officer (Rivers & Coast) Awaiting response from Department of Transport and Main Roads to Behind Schedule O
commence discussion on handover processes. Negotiations underway
with Department of Natural Resources & Mines.
Page 49 of 141Section 50
Page 50 of 141
QUALITY SERVICE DELIVERY
No. Project Responsibility teh RSE Te ry
1 Delivery of Capital Works Program on time and within budget Director Planning & Infrastructure Additional design resources recruited during the quarter with more Behind Schedule @
Designer and Project Manager recruitment planned. Capital Works
Executive Group established to provide improved monitoring of Capital
Program delivery.
2 Ernest Street and Hilton Terrace intersection upgrade Infrastructure Planning & Design Manager This project is scheduled for design and service relocation in the Behind Schedule @
2016/17 financial year. The majority of construction will be undertaken in
the 2017/18 financial year.
3 Delivery of Customer Satisfaction Survey Executive Manager Community Satisfaction Survey planned for March - April 2017. On track @
4 Waste Tender and Contract Waste & Environmental Health Manager Council approved Cleanaway as the new Contractor in December 2016 On track @
and a letter of acceptance from Cleanaway has been received. Contract
documents are currently being prepared for signing.
5 Implementation of Council's preferred option of a one stop Customer Executive Manager Possible design options finalised and under review by project team. On track ©
Service Centre Once the options have been evaluated, a further report will be presented
to Council for consideration.
6 Signage audit, education and compliance program Planning & Environment Manager Signage audit commenced in January 2017. On track @
7 Footpath trading audit, education and compliance program Property & Facilities Manager Program completed. Completed @
LOOKING AFTER COMMUNITY ASSETS
No. Project Responsibility teh RSE Te ry
1 Development of Noosaville Foreshore Management Plan Property & Facilities Manager Consultant proposals due 13 January 2017. Assessment and selection On track @
of preferred consultant to occur in February 2017.
2 Development of Bushland Reserve Plans Parks & Natural Areas Coordinator A system of prioritising and ranking for the reserves has been On track @
determined. Tenders were called for the preparation of Bushland
Reserve Plans and Noosa District Landcare has been selected as the
preferred tenderer to progress the Bushland Reserves Strategic Plan.
Initial planning meeting has been held and work has commenced on the
Plan.
3 Rufous Street Project Director Community Services Development application was approved by Council on 21 July 2016. On track @
DILGP grant application for $1.5m submitted on 28 September 2016 and
Council was successful in receiving $1m grant funding. The tender for
civil works has been awarded.
4 Progress Beckmans Road upgrade Director Planning & Infrastructure Received briefing from Department of Transport and Main Roads. On track @
5 Library collection upgrade Libraries & Galleries Manager Additional e-titles and hard copies purchased, discovery layer resource On track @
options being scoped and mechanism for collating usage data for digital
resources are being developed.
6 Noosa North Shore Campground redevelopment Executive Officer Master Plan conceptual planning and financial feasibility analysis On track @
completed. Detailed design to commence in the third quarter as part of
Capital Works Program.
7 Park Road Boardwalk upgrade project Infrastructure Planning & Design Manager Detailed design complete and tender documents being prepared. On track @
Page 50 of 141Section 51
Page 51 of 141
A SUSTAINABLE COUNCIL
No. Project Responsibility eS Status
1 Development of sustainability measures aligned with Council's Executive Manager The internal Working Group met on 24 August 2016 to consider draft Behind Schedule @
adopted Sustainability Principles indicators.
2 Implementation of Emission Reduction Policy Executive Manager Zero Emissions Noosa Organisational Strategy adopted by Council on On track @
20 October 2016. Work is underway to develop a detailed Action Plan.
3 Implementation of ICT Roadmap Director Corporate Services Cloud transition to occur Feb - March 2017. Eplan project commencing On track @
January 2017 (authoring of new Noosa Plan). Internal Technology One
mapping system development in progress.
4 Implementation of Workplace Health & Safety Action Plan Human Resources Manager The two year Workplace Health & Safety Plan has been broken down On track @
into detailed Monthly Action Plans. All responsible staff have been
trained in their responsibilities and actions are all being completed under
the supervision of the Leadership Team. The Monthly Action Plan and
associated Rectifications (RAPs) are visible on the intranet and
discussed at each Leadership Team meeting. 100% of actions have
been completed and verified. Workplace Health & Safety policies are in
place.
5 Implementation of Asset Management Roadmap Asset Planning Coordinator Asset Management Roadmap endorsed by Council on 15 September Behind Schedule @
2016. There has been an initial delay in recruitment of staff to assist with
the roadmap initiatives and it is anticipated that the roadmap will be on
track by the end of the third quarter.
Page 51 of 141Section 52
Page 52 of 141
ORGANISATIONAL PERFORMANCE REPORTING ATTACHMENT 2
OUR PEOPLE
Measure Measure
Average Lost time injury duration Council % of LGW
Purpose Purpose
Safety of the workplace Safety of the workplace
35 3% 7---------------------------------------------------------------
30 a
25 >
“e 2% mmr nr nnn rrr rrr rrr rrr nn nnn rrr nn nnn nn cnn erence cnceeccees-
o ft \ /f
10 1% |----- je
5 —
0 ¥ T 4 T T Lf T | T T T T T T |
y> we oe oe we & ye & we ye we ys? 0%
x o ®
2014/15 2015/16 2016/17
Comment Comment
Duration is defined as the average days lost per lost time injury. The formula is No. of Our 2016/17 rate is 1.503%. Noosa Council falls in the Group D category. In the 2015/16
work days lost / No. of lost time injuries. The long term journey to work injury sustained year, the lowest rate in that category was 0.905%, the highest rate was 2.083%.
in 2015/16 has been removed from the calculations.
Measure Measure
Personal leave total days x month Accrued Annual Leave weeks (median)
Purpose Purpose
Low levels of sick leave can equate to high morale and vice versa Potential financial burden if accrued leave is not taken and risk of staff burnout
500 6
400 oet's S
>
*.
300 + aoe ey 4
200 n | an | **, 4 - 3
+
\ | | aN | A *e, °°
2
100 _
1 SS
0
> Ss s © 0
Spe ea oF oF WH PF ah YW S SP Ft F oS eK SC SF w@ ww Yr
ld Sick leave <5 days (ct Carer's leave <5 days Gm Personal leave >5 days y PR & ~ ¥ < we we y
cee «(2015/16 meses 2014/15
Comment Comment
December - 3 employees took in excess of 5 days personal leave for the month (sick 27 staff members currently have a leave balance in excess of 8 weeks which is the same
leave). No employees took in excess of 5 days carer's leave. as November
Staff member with long term injury is no longer accessing any personal leave
entitlement.
2014/15 data is shown by dotted purple line. 2015/16 data is shown by black line
Page 52 of 141Section 53
Page 53 of 141
Measure
Staff turnover rate as percentage of establishment level
Purpose
To track staff turnover over time and identify trends
12%
10%
8%
6%
4% ———H.
renee eeoeeee?
os
0%
Sept Dec March June
Comment
2016/17 annualised figure is 12.2%
2015/16 annual figure is 13.06%
2014/15 annual figure is 11.06%
Annual average for category 4 Councils (2014) is 10.6%
2014/15 data is shown by dotted purple line. 2015/16 data is shown by black line
Page 53 of 141Section 54
Page 54 of 141
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
1750 100%
ta
1500 wn 8 Jr e® —
1250 ———e aT 80% 35
oe 0% Att
= e*
ooo | it 40% cecccaquetttttansnseeee—
oie ee ee
ia REE ET 20% ——
July Aug Sept Oct Nov Dec Jan Feb March April May June
0%
g All others mw Local Laws uw Parks :
ut Waste Management m= Works Operations @ Environmental Health July Aug Sept Oct Nov Dec Jan Feb March April May June
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 20 business days
Purpose Purpose
Service timeliness / capacity to respond Service timeliness
120 100%
. 80%
90 e e e
°° . e e
eee e °. ee aad *, 60%
e e e ° e
e *. 2 %e ;
60 oe —
s °e
° 40%
30 ; 20%
0 0%
é Oct Nov Dec
ss 2 y oe os et <® ou ss a se
’ © & . ee vw we s mwMCU wmReconfiguration m# Op Works mOp Works (Veg) #@PBA mRAP wmTotal
Comment
2014/15 data is shown by dotted purple line. 2015/16 data is shown by black line
Page 54 of 141Section 55
Page 55 of 141
Measure Measure
% of building information requests completed within 10 day statutory Average processing time 20 day plumbing applications
time frame
Service timeliness Level of activity & service
20
100% eg el
LT ' -
~eeeae Lawew_\
ce ot*e,
i?” “ane* “eunuuuueee
40%
waa
BEGG
0% ys + ot S . @
July Aug Sept Oct Nov Dec Jan Feb March April May June ’ ve & “ oe ¥ < we re we x
Comment Comment
2014/15 data is shown by dotted purple line. 2015/16 data is shown by black line
Page 55 of 141Section 56
Page 56 of 141
OUR FINANCES
Measure Measure
Investment return 0.25% above benchmark (UBS Bank Bill index) Rate arrears ratio <5%
Purpose Purpose
Performance of invested ratepayer funds Measures the efficiency of Council's collection of rates and charges
1.0% 15%
0.8%
= %e
: wg =>, 10%
0.6% js = o™
- = g iS . °
* .¢
“iii _ .
.
0.2% ———<$—_— .s
0%
0.0% Ss y fF w S 2 fF FSF WS ~€S
July Aug Sept Oct Nov Dec Jan Feb March April May June ~ & ~ & vw © w s
y Y < >
Comment Comment
Ratio looks at rates that are overdue and excludes those that have been issued but are
not yet due
Measure
Working capital ratio > 2 (times)
Purpose
Measures Council's ongoing solvency
10
8
6 a ae
haa OO «
o* *e,
«
aa
SRR
0
3\ oO Ss @
BS p® oF oF wh oo FF we ge ss
Comment
2014/15 data is shown by dotted purple line. 2015/16 data is shown by black line
Page 56 of 141Section 57
Page 57 of 141
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% 7
sox Lette pe
oe oe PE
on ox TOO
oe HE
10% xox LL
oy
0% iv PE
July Aug Sept Oct Nov Dec Jan Feb March April May June | | | iW | i
0%
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)
2014/15 data is shown by dotted purple line. 2015/16 data is shown by black line
Page 57 of 141Section 58
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
9 CORPORATE SERVICES DEPARTMENT UPDATE - 2ND QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Director Corporate Services, Michael Shave
Corporate Services Department
Index ECM/ Subject/ Branch Management/ Corporate Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Corporate Services to the Services & Organisation
Committee Meeting dated 7 February 2017 providing an update on operations of the Corporate
Services Department for the period 1 October to 31 December 2016.
REPORT
The adopted organisation structure includes the following branches under the Corporate Services
Department:
Financial Services;
ICT (including Records);
Procurement & Fleet;
Property; and
Revenue Services.
Corporate Services primarily provides internal support to the other Council Departments, with the
exception of the Property branch that deals primarily with land and property management issues.
This report provides a brief summary regarding recent performance, current priorities and future
initiatives for the department.
Page 58 of 141
Section 59
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
CORPORATE SERVICES DEPARTMENT
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Financial Services
Rolling financial revaluation process for Desktop revaluation for all categories Scope for indexation of assets under Capitalisation of developer
infrastructure assets undertaken development and briefing note for contributed assets and progressive
Auditors to be provided for their write-on of completed capital works
planning visit in February projects
Banking services tender Banking services tender finalised in Review opportunities for Implementation of automated file
December 2016 improvements based on information transfers to reduce audit risk
provided through the tender process
Business as Usual activities Financial statements and Community Ongoing budget review to be Collation of proposed next budget
Financial Report published in Annual undertaken using 31 January figures review adjustments
Report Management of 2017/18 budget Finalise development of reporting
Development of 2017/18 budget milestones framework for related party
guidelines, templates and systems Monthly financial performance transactions
Management of investments in reporting Review of budget requests and
accordance with policy Review ethical investment protocols proposed initiatives as part of
as part of the review of Council’s 2017/18 budget development
Investment Policy Quarterly performance plan reviews
Quarterly performance plan reviews for all staff
for all staff
ICT
TechnologyOne new systems solution - ICT is testing the new cloud version Further testing of the new Review of migration and post project
migrate to new cloud version and monitoring progress with TechnologyOne cloud solution prior review
TechnologyOne on outstanding to go live
issues The go-live date is 27 February 2017
Communication of changes and new
features to staff
TechnologyOne CI Anywhere (web HR are rolling out the new online staff New CI Anywhere procurement Planning implementation of
browser based) functionality to simplify appraisal system systems to simplify procurement are upcoming TechnologyOne
systems and make them accessible on being scheduled functionality including new property
mobile devices Implementation of new CI Anywhere and rating system
meetings and minutes software
including configuration, testing and
training
Page 59 of 141
Section 60
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
GIS Mapping Mobile turtle mapping was provided Implementation of the new internal Go-live of the new TechnologyOne
for a beach contractor to prevent TechnologyOne mapping system internal GIS mapping
machine damage to turtle nests including improved performance and
Council’s external GIS now provides integration to other TechnologyOne
planning overlay information on modules (assets, property)
properties in a convenient concise
format saving external consultants
time
Managed ICT Services Tender Implementation of changes including The project to implement changes for Progressing the implementation of
upgrades to the Council’s telephony the new tender will start in early the new services in the tender by
solution, file storage and remote February with most “backend’ April and migration to NBN services
access to files upgrades completed by April throughout the year as they become
Plan for the implementation of NBN available throughout the shire
services that will replace the Telstra Communication to staff about new
wholesale services in use by the ICT features
managed services contractor
ICT Security A system to test and train staff on the Implementation of changes to Continued implementation of
risks of malicious emails was address priority ICT security gaps. changes to address priority ICT
evaluated and selected Implementation of training on the security gaps.
Security of shared files and risks of malicious emails.
databases was improved Implementation of better change
Remote access security was management processes for
improved including access logging TechnologyOne changes.
The customer call centre now runs on
software with industry security
certifications
ICT Strategy and roadmap Monthly steering group meetings with Continuing positive partnership Progress implementation
TechnologyOne arrangement with TechnologyOne to
Bi-monthly Council ICT Steering progress projects
Group meetings Update the ICT Strategy including
integration with Digital
Transformation Strategy
Customer Contact Centre systems The new “PureCloud” call centre Further data input into the new Complete project and monitor
software went live on 15 December information system by Customer performance
and has handled over 7,500 incoming service staff
calls ICT is making the new customer
service system available to other
Page 60 of 141
Section 61
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
The call centre software provides Council staff handling customer
better reporting and allows staff to enquiries including libraries,
make urgent changes to messages regulatory services and waste.
and call routing.
The new “LivePro” information
system for customer service staff is
operational. The system makes it
easier for customer service staff to
find information when responding to
customer enquiries.
Business as Usual activities ICT completed 4,287 internal support Appointment of the ICT trainee to Ongoing desktop support
calls in 2016 (or 18/day) complete a 12-month traineeship Review of the intranet and internet
Quarterly performance plan reviews sites
for all staff Commence development of a new
2017/18 budget development internet strategy to guide website
development
Quarterly performance plan reviews
for all staff
Procurement & Fleet
Fleet Replacement and Maintenance Fleet follow up review undertaken by 2017/18 fleet capital replacement Fleet reports to be modified to
Program AEC Group & an updated report program developed as identified in capture utilisation and investigation
provided the 10-year capital replacement into emissions.
Leased vehicle replacement strategy program
on target. Two leased vehicles remain Ongoing maintenance for fleet and
small plant on track
Local Buy Alliance Ongoing contract arrangements Contract arrangements under Determine the next contract
either out to tender, under evaluation development in conjunction with arrangements that are suitable for
or completed Local Buy Local Buy alliance
Waste tender awarded
Banking Services awarded
Library Cleaning Services awarded
Undertake pilot project with Continued testing of CI Anywhere Continue testing of system as part of Go live of new system to be
TechnologyOne to implement the new purchasing system to be undertaken early adopter program with determined and transition strategy to
Procure to Pay module and roll out in CI Further scripts developed to validate TechnologyOne be undertaken
Anywhere testing regime
Page 61 of 141
Section 62
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Old quotation method to be removed
& replaced with Vendorpanel
Marketplace
Communication with key
stakeholders to be undertaken prior
to any change in operations
Vendor Panel Marketplace Vendor Panel Marketplace e- Ongoing training for relevant staff Continued engagement with internal
procurement tool went live in arranged for February 2017 stakeholders & staff to ensure the
November 2016 marketplace quotation tools are used
for all quotations
Business as Usual activities Quarterly performance plan reviews Quarterly performance plan reviews Quarterly performance plan reviews
completed for all staff for all staff for all staff
2017/18 budget development Implementation of service review
recommendations
Property
Holiday Parks – develop new Finalising new management Finalise tender documentation & Evaluate Tender submissions and
management agreements, business agreement for Noosa River Holiday tender for the Noosa River Holiday appoint management for the Noosa
models and strategic planning Park Park management agreement River Holiday Park
Follow up and progress Boreen Point Initiate internal discussions regarding
campground 2016/17 capital works the future management services for
Follow up and progress Noosa River the Noosa North Shore beachfront
Holiday Park 2016/17 capital works campground (after redevelopment)
Collate documentation for capital
renewal requests for Noosa River
Holiday Park – asphalting, storm
water drainage and security issues
Development and finalisation of Executed tenure agreements: The following leases to be signed: Continue with expired community
community tenure documents with o Noosa Yacht and Rowing Club o Kin Kin Sport and School of Arts tenure renewals
community groups o Cooroy Memorial Hall o Kin Kin Sport and Recreation
o Quamby Park Tennis o Coorora Woodworkers – Wood
o Tewantin Noosa Playgroup Storage
o Cooroy Community Garden o Camphor Laurel Group – Wood
o Noosa District Junior Rugby storage
League o Shine Houses
o Noosa Touch Association o Tewantin Noosa Cricket Club –
Read Park
Page 62 of 141
Section 63
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
o Pomona Memorial School of Arts
o Pomona Gallery
o Federal Hall
o Cooran Memorial School of Arts
o Pomona Amateur Rugby League
Club
o Girraween Sports Complex
Development and finalisation of Cooroy Data Centre – Proposed Continuing to align Certificates of Initiate lease negotiations for Sunrise
commercial tenure documents option currently being executed Currency for Public Liability to Shop 8 – supermarket (includes
financial year obtaining professional market
Renew co-location lease agreement valuations)
for sub tower at the Noosaville depot Initiate lease negotiations for Pelican
Place (tenure expires early 2018)
Noosa River Foreshore Management Request for quote process closed in Assessment of submissions via Initial stakeholder engagement and
Plan January with 5 submissions received Evaluation Panel community consultation
Award of contract
Finalisation of Community
Consultation Plan
North Shore Campground conceptual Councillor Briefing undertaken Project detailed design Project tender packages to be issued
planning & feasibility assessment Pre-lodgement meetings held Preparation of MCU application Continuing Landcare works onsite
internally and with State agencies Early works approval from State to Lodgement of DA for MCU
regarding potential MCU application. commence work.
Bushfire consultant approached for
preliminary advice.
PCG preparing for project
commencement.
Landcare weed removal and species
mapping underway
Footpath Trading Audit Audit completed in December 2016 Detailed summary of the audit and Ongoing monitoring for compliance
Defined trading areas created at all impacts being prepared
sites with new footpath markers
New permits arranged and full
compliance achieved
Page 63 of 141
Section 64
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Business as Usual activities Land Valuation for potential Friendly audit of foreshores and Implementation of service review
Environment Levy purchase parks for Commercial Use activities recommendations
undertaken. continuing Ongoing assessment of applications
Discussions and joint inspection with 2017/18 budget development and permits for use of Council owned
Cooroy Memorial Hall Association Quarterly performance plan reviews or managed land
Building Committee regarding for all staff
condition report and proposed
renovation works to hall
Joint inspection with valuer at Noosa
Botanical Gardens, with valuation
pending, to progress Council
ownership of that site
Rufous Street Digital Hub PCG
meetings
Commercial High Use permit renewal
process for 2017 round underway
Quarterly performance plan reviews
completed for all staff
Standard community tenure
agreement template has been
developed
Various High Use Permit and
Temporary Event applications
decided
Revenue Services
Complete project to add waste collection 48,639 memos created and Set up data integrity checks to Work with waste management to
memo to all waste service records procedures put in place to ensure all ensure that the data in the waste prepare for the introduction of the
services have the memo added when service records and the waste introduction of the residential green
they are entered into the T1 system service collection memo matches, waste 3 bin bundled service in
and finalise memos on the remaining September 2017
23 properties
Commence discussions with relevant Undertook discussions with Bpay, Finalise investigations into new Assess cost effectiveness and
parties regarding new delivery and Chandlers and Sniip regarding new options, and if feasible put in place popularity of new electronic delivery
payment options for rate notices options for electronic delivery and for July 2017 rate levy and payment options
payments of rate notices
Page 64 of 141
Section 65
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Outsourcing of outstanding rates for At the beginning of December a Continue working with Recoveries & Continue to monitor effectiveness of
collection further 26 properties with a combined Reconstruction (Aust) Pty Ltd to using an external debt collector
rates debt of $311,239 were referred collect the outstanding debt on the
to Recoveries and Reconstruction 29 properties that have been
(Aust) Pty Ltd for collection referred to them.
Business as Usual activities Preparation for the January levy Issue of January 2017 rate levy, Undertake data validation of PPR vs
complete processing of agency payments and NonPPR rate categories and work to
Quarterly performance plan reviews responding to all email enquiries in a ensure that all properties being
completed for all staff prompt and efficient manner offered for short term rental are
Quarterly performance plan reviews levied the Tourism and Economic
for all staff Levy
Quarterly performance plan reviews
for all staff
Page 65 of 141
Section 66
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Previous Council Consideration
Nil.
Finance & Risk
Periodic reporting of departmental performance allows Councillors to fulfil their governance
responsibilities and ensures transparency within the organisation and to the community.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities X Financial Services
Executive Support Community Development X ICT
Libraries & Galleries X Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health X Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 66 of 141
Section 67
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
10 NOOSA HOLIDAY PARK AND CAMPGROUNDS - UPDATE REPORT TO 31 DECEMBER
2016
DOCUMENT INFORM AT ION
Author Property Officer, Michelle Stirling
Corporate Services
Index ECM/Subject: 8.16 Camping and Caravan Facilities (General)
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Property Officer to the Services & Organisation Committee
Meeting dated 7 February 2017 providing an update on operations of the Noosa Holiday Park and
Campgrounds for the period 1 July 2016 to 31 December 2016.
REPORT
Council operates one holiday park and two campgrounds offering a wide variety of unique
experiences for visitors. These Council business activities operate under management agreements
with varying terms to suite the scale of the operation, and are administered by Council’s Property
branch. This report provides an update on the business activities for the period 1 July 2016 to 31
December 2016.
1 FINANCIAL PERFORMANCE
TOTAL BUSINESS ACTIVITY 2016/17 2016/17 2016/17 % YTD
Current YTD YTD Current Variance
Budget Budget Actuals Budget
Total Revenue 2,906,302 1,535,139 1,660,080 57.1% 124,941
Total Expenditure 2,120,218 1,056,750 1,025,614 48.4% 31,136
Operating Surplus 786,084 478,389 634,466 156,076
YTD financial performance of the total business activity is positive, with revenues above budget
due to increased patronage and expenses below budget. Whilst expenses are expected to match
budget at the end of the financial year positive revenue variances should hold (provided no adverse
weather events occur over the coming months).
Boreen Point Campground 2016/17 2016/17 2016/17 % YTD
Current YTD YTD Current Variance
Budget Budget Actuals Budget
Total Revenue 418,736 230,583 236,784 56.5% 6,201
Total Expenditure 341,848 151,240 156,546 45.8% (5,307)
Operating Surplus 76,888 79,343 80,237 894
Page 67 of 141
Section 68
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Key Comments Boreen Point Campground
The year to date net operating position is above budget due to favourable weather conditions
over the holiday periods.
Expenses are inflated due to emergency tree works after a storm event in early December
2016.
Noosa River Holiday Park 2016/17 2016/17 2016/17 % Current YTD
Current YTD YTD Budget Variance
Budget Budget Actuals
Total Revenue 1,983,350 1,037,512 1,102,995 55.6% 65,483
Total Expenditure 1,381,696 687,554 660,488 47.8% 27,066
Operating Surplus 601,654 349,958 442,508 92,550
Key Comments Noosa River Holiday Park
The year to net date operating position is above budget due to favourable weather conditions
over the holiday periods.
Expenses are lower than YTD budget due to timing of maintenance works. Unitywater meter
replacements have resulted in reduced water and wastewater usage and charges.
North Shore Campground 2016/17 2016/17 2016/17 % YTD
Current YTD YTD Current Variance
Budget Budget Actuals Budget
Total Revenue 504,216 267,044 320,301 63.5% 53,257
Total Expenditure 396,674 219,956 208,579 52.6% 11,376
Operating Surplus 107,542 47,089 111,721 64,633
Key Comments Noosa North Shore Beach Campground
The year to date net operating position is above budget due to favourable weather conditions
over the holiday periods, along with an increase to mid-week patronage.
Detailed design of the upgrade is in progress, with works expected to commence in the 2017/18
financial year. The impact on ongoing profitability (if any) will be assessed and reported.
2 PARK OCCUPANCY PERFORMANCE
The below table summarises occupancy data to 31 December 2016. The table highlights a 93.89%
occupancy rate for Noosa River Holiday Park (with powered caravan sites at 99.8% occupancy)
which reflects the location of the park and its popularity with the caravan market and generations
of return users. The Noosa North Shore and Boreen Point Campgrounds’ lower occupancy rates
reflect that these facilities are more remote and offer a different experience. The business activity
has had its biggest peak season and occupancy’s for several years. All three parks have benefitted
from increased occupancy over the past 6 months.
Location Occupants Average Stay % Site
(Days) Occupied
Boreen Point 8,525 2.46 39.46%
Noosa River 11,203 2.58 93.89%
North Shore 7,832 3.19 48.07%
Page 68 of 141
Section 69
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
3 MAINTENANCE
Maintenance for each facility is undertaken in line with established budget allocations, including
any reactive maintenance that arises. Condition assessments have been undertaken for each site
and will form part of asset management plan development and 2017/18 maintenance budget
development.
4 MANAGEMENT AGREEMENT STATUS
Noosa River Holiday Park – A proposed agreement extension until 31 May 2017 has been
proposed (this reporting round) to allow the tender to be finalised and new management
agreement completed.
Boreen Point Campground – Current 3-year agreement is due to expire in April 2017 with 2
further 1 year options subject to satisfactory performance. Council resolved in the January
Ordinary Meeting to approve the first 1-year option, extending the term to April 2018.
Noosa North Shore Beach Campground – Final 1-year option commences 1 August 2016 with
any future agreement subject to the timing of site redevelopment.
Previous Council Consideration
Ordinary Meeting, 19 January 2017, Item 10, Page 22
That Council note the report by the Property Officer to the General Committee Meeting dated 16
January 2017 and authorise the CEO to exercise the option to extend the current management
agreement for the Boreen Point Campground to Crimmins Enterprises Pty Ltd aft The Crimmins
Trust for a further one (1) twelve month period commencing 7 April 2017.
Ordinary Meeting, 18 August 2016, Item 15, Page 10
That Council note the report by the Property Manager to the Services & Organisation Committee
Meeting dated 9 August 2016 providing an update on operations of the Noosa Holiday Park and
Campgrounds for the period 1 January 2016 to 30 June 2016.
Ordinary Meeting, 16 June 2016, Item 5, Page 6
That Council note the report by the Property and Facilities Manager to the Services & Organisation
Committee Meeting dated 7 June 2016 and authorise the CEO to enter into an extension to the
current interim management agreement for the Noosa River Holiday Park with Anvera Pty Ltd
trading as Dineen Tourism Management Park Pty Ltd for 7 months commencing 1 August 2016.
Ordinary Meeting, 19 May 2016, Item 3, Page 6
That Council note the report by the Property and Facilities Manager to the Services & Organisation
Committee Meeting dated 10 May 2016 and authorise the exercise of the option to extend the
current management agreement for a further one (1) year period commencing 1 August 2016,
subject to the Campground Manager signing a Deed of Extension acknowledging that development
works may commence late in the proposed extension period and acknowledgement of the potential
operational impact.
Page 69 of 141
Section 70
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
Finance & Risk
As a business activity full cost recovery is a requirement for the Holiday Parks to ensure that the
competitive neutrality principle is complied with and that Holiday Park activities are not subsidised
by the general rate.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Director Corporate Services
Property Officer
Departments/Sections Consulted:
Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws X Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 70 of 141
Section 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
11 EXECUTIVE OFFICE UPDATE - 2ND QUARTER 2016-17
DOCUMENT INFORM AT ION
Author Executive Manager, Debra Iezzi
Executive Office
Index ECM/Subject/Executive Branch Updates
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Executive Manager to the Services & Organisation Committee
Meeting dated 7 February 2017 providing an update on operations of the Executive Office for the
period 1 October to 31 December 2016.
REPORT
The purpose of this report is to inform Council of the progress of various initiatives and programs
of the Executive Office which includes the following functions:
Sustainability
Customer Service
Governance
Human Resources
Community Engagement
Economic Development
Executive Officer to the Mayor and CEO.
The following table provides an update on the activities undertaken in the Executive Office during
the period 1 October 2016 to 31 December 2016.
Page 71 of 141
Section 72
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
EXECUTIVE OFFICE
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Sustainability Project Officer
Sustainability Project Officer Educational activities associated with Beyond zero waste education and Continued implementation of the
(note 50% allocated to sustainability, the Beyond Zero Waste campaign. strategy implementation. beyond zero waste strategy.
50% to waste)
Customer Service
Recruitment and Training Completion of JP training for CSOs. Recruitment of a casual CSO for Continued development and multi
Investigate work from home options for coverage of long service leave, skilling of CSOs in all areas of CS.
CSOs in an emergency situation. annual leave and peak times which Performing a training needs GAP
are forecast in Q3. analysis on current CSOs to highlight
training requirements.
Review of Polices within the branch Approval of Customer Service Test the BCP and review. Test and evaluate the BCP.
Business Continuity Plan (BCP). Update operational policies for ease Undertake a customer service pulse
Training CSO’s and relevant staff in the of use by CSOs. check to identify improvement
BCP and its application. opportunities.
Continual CS intranet (iP@n) Development and operation of new CS Update urgent information with Updating of CS systems and training
improvements intranet site in partnership with ICT. specific service areas. of team around update process and
use of the new system.
Address training requirements.
New phone call system PureCloud implemented as new Resolution of issues with PureCloud. Investigation and improvement of
customer service phone system. Webchat.
Business as Usual activities Call volumes continue to increase on Managing increased call and face to Managing peak workloads
previous years. face enquiries. associated with rates, reminders and
kerbside collection.
Governance
Support the organisation with integrity Coordinated visit by the Qld. Integrity Collaborate with HR to undertake a Development and delivery of training
related matters Commissioner to provide briefing to review of Council’s Employee Code related to the integrity related
Council and the Leadership Team on of Conduct with emphasis on integrity updates to be made in the Employee
ethics and engaging with official items. Code of Conduct.
lobbyists. Report to the Integrity Commissioner
on Council’s Register of Dealings
with Lobbyists.
Page 72 of 141
Section 73
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Support Council’s Audit and Risk Coordination of agenda and Co-ordinate outstanding internal Coordinate Agenda for February
Working Team preparation of Governance and Risk audit recommendations from Cash Audit and Risk Committee Meeting.
related documents and reports for Handling and Waste Charges Coordinate and track progress of
Council’s Audit and Risk Committee Reconciliation Internal Audits. action items resulting from February
Meeting of 14 October 2016. Audit and Risk Committee meeting.
Coordination of Council’s Business Progress the development and Support Waste Coordinator with Plan comprehensive formal business
Continuity Framework completion of BCP’s. finalising draft Waste Recovery BCP continuity testing program with
for approval by the Leadership Team. operational BCP owners.
Support Operational BCP Owners
(ICT, Customer Service, Building and
Plumbing) with developing project
plans for implementing plans and
developing various testing exercises.
Review of Council’s Administrative Completed review of other local Consult with the Executive Manager Make recommendations to Council
Actions Complaints Policy and government Administrative Complaints and Leadership Team regarding regarding any proposed changes to
Processes Policies and Procedures. proposed amendments. the policy.
Identified opportunities for Communicate any changes to the
improvement. policy to the relevant service areas.
Local Law Review 2016/17 Liaised with Local Laws regarding Support the CSD to develop a project Identify required amendments to
prospective review of Council’s Local plan for review of Council’s current Local Laws and workshop with
laws. Local Laws. Council prior to coordinating the
formal amendment process.
Governance Framework Progressed the development of Finalise proposed changes incl. and Report to Council expected early Q4.
Council’s Governance Framework. incorporate PID policy.
Business as Usual activities Supported Council’s Parks and Refine draft Governance Team’s Finalise review of Council’s
Gardens Branch (Management of KPI’s. Compliance and Enforcement Policy.
Trees on Council’s Land). Support Council’s Planning and Formalise team procedures.
Annual Report 2015/16 adopted by Infrastructure area (management of Develop Right to Information and
Council and published on Council’s unapproved structures within the Information Privacy refresher training
website. Road Reserve). for the organisation.
Receipt of LGM Qld. Excellence Award Review and improvement of CEO
for Risk Management (OCT 2016) Financial Delegations Register.
Assist in the co-ordination of the
update report for the Operational Plan.
Page 73 of 141
Section 74
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Process 5 RTI applications and 17
insurance claims.
Human Resources
Review the current approach to Co-ordinated work experience Implementation of programs and A coordinated and staged approach
managing work experience programs in programs in Libraries and Planning & agreements. to work experience will occur through
Council. Environment, Buildings and Facilities the now formalised processes and
and Environmental Health. arrangements.
Refined Work Experience Agreements
with Noosa Council and Schools and
Universities.
Develop an approach and methodology Delivered and evaluated WFP pilot Refine WFP resources and start a Finalise WFP resources and plan for
for Work Force Planning (WFP) tailored projects in Civil Ops and Records strategic WFP for the whole of Council implementing WFP within
to the needs of Council Management. identifying key priorities for departments.
Developed corporate framework, organisational development, and any Finalise a strategic WFP for Council.
templates and tool kit for future risks that may apply.
exercises.
Develop and co-ordinate the Implementation of skills and Continue to support users and Use the modules capability to inform
implementation of HR T1 Modules - qualification self-service modules T1. address systems issues. training practices, workforce planning
Skills and Qualifications, performance Implementation of T1 performance and project delivery.
appraisal. appraisal (PA) system.
Developed PA T1 system training
material and coaching sessions
delivered to all users.
Recruitment and induction of new staff Recruitment of new positions (86 Evaluate potential online recruitment Continued HR support new staff and
positions since 1 July 2016 as a result systems that will dramatically reduce their supervisors.
of new approved positions, retirements the administration of the current Continue to improve the induction
and resignations). process as part of the new initiative process.
budget process
Induction of new staff.
Monthly review of the corporate
induction process incorporating
feedback from participants and
managers.
Page 74 of 141
Section 75
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Enterprise Bargaining to develop a Monitor the LG IR environment Work co-operatively with the unions The bargaining process is expected
Noosa Council Certified Agreement Consider engagement requirements and engaging with staff. to run at least 6 months from
and CA issues. commencement.
Develop and implement management/ 3 follow up sessions have been Plan for remaining sessions and 2 remaining follow up sessions
leadership development program aimed delivered focusing on behaviours that supporting participants required to planned for the next 6 months as the
at delivering ‘high potential’ leadership demonstrate the desired leadership consciously monitor their LPI program is completed.
practices. improvement in the elements of the
LPI program.
WHS – Council’s WHS system Progression of the WHS plan. Continue to evaluate WHS monitoring Approval and implementation of a
Improvements to reporting and and reporting systems. WHS monitoring and reporting
communicating WHS activities system.
WHS Awareness training WHS awareness training to all the Progress a review of the WHS Incorporate support requirements
outdoor workforce. support required by Managers. into training.
Workplace Relations Meeting of the Workplace Consultative Evaluate implications and preparing Research, cost and analyse the
Committee which is functioning well in for changes to the new Qld. IR Act impacts of legislative changes and
the lead up to the commencement of and new LG Award before the best way forward for Noosa in the
Certified Agreement negotiations. determining our approach to the next Certified Agreement process.
Monitored developments in new LG Certified Agreement. Awaiting determination of new LG
Award and future changes to the Qld. Develop in house training and Award and new Qld. IR Act (1 Mar
IR Act. briefing sessions for HR policies. 2017).
12 HR policies have now been
formulated incorporating management,
union and staff consultation.
Business as Usual activities Provision of HR advice and coaching to Partner with Supervisors and Continued advice and support to
Managers and Directors on staff Managers to develop effective teams internal customers.
matters including WHS, training needs, and a happy safe working
performance improvement, position environment.
redesigns and service review
considerations.
Page 75 of 141
Section 76
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Community Engagement
Provision of Community Engagement Monthly meetings established to plan Strengthen messaging for garden bin Further consider and initiate media
(CE) support to major projects incl. the month’s media releases and social roll out and garden waste & recycling. requirements relating to mandatory
Towards Zero Waste: Education and media posts. garden waste bins.
Behaviour Change as a result of the first Significant media support for Waste's
Community Jury National Recycling Weeks activities &
updating and distribution of A-Z Guide.
Issue numerous media releases and
social media posts to encourage
recycling and the voluntary uptake of
the garden waste bin.
Review & update all CE & media Completed internal consultation on Submit amended social media policy Commence review of CE Policy
policies, Framework, Toolkit, guidelines Social Media Policy. to SLT and CEO for consideration including engaging with key
and templates Updated CE Plan template. and endorsement. stakeholders.
Finalisation of the project plan for the
review of the CE Policy.
Website content, navigation, look & feel, Fulfilled all website content and Continue to work with ITC to improve Commence the project to review the
updating and improvement navigation requests and approvals content and navigability. intranet.
including coordinating items requiring Promotion of the Online Writing Style Work with ICT to identify
technical support from LGAQ. Guide. opportunities for improvements of the
Improved functionality of the website Develop the project plan to review the website and participate in the
with the installation of the new search purpose and use of the intranet as a development of a digital strategy as
engine on Council’s website. valuable communications tool. part of the Digital Culture team.
Continue to work with departments to
resolve content issues, create new
content, improve navigability and
look and feel to make the website as
customer-friendly as possible.
Public consultation and communication Christmas video production. Support project teams to become Actively seek new opportunities to
on Council strategies and initiatives e.g. Further developed pop-ups & CE tools. self-managed for pop-ups and library use short videos to communicate
videos, Your Say Noosa website & displays. Council’s activities.
Developed guidelines for use of
social media Maintain quality of media releases Subject to the outcomes of the review
Councils Lists
and social media posts and further of the e Newsletter implement
Continued to build Instagram following.
develop Instagram followers. enhancements.
Further developed cloud-based photo
Library – Flickr.
Page 76 of 141
Section 77
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
70 media releases distributed. Undertake review of e-newsletter and Meet with local social media experts
Approximately 145 social media posts. identify options and any associated to improve our social media reach
resourcing issues. and methodologies.
Instigate review e-newsletter template.
Trial media release posts with links via
Instagram.
Business as Usual activities CE Branch staff completed selected Preparation for the January Australia Co-ordination of the Australia Day
training modules in In-design and Day citizenship ceremony. citizenship ceremony.
Photoshop. Develop an effective management
Provision of branding & graphic design system for Council’s photo libraries
services for Council publications incl. (cloud and non-cloud).
new corporate plan, brochures Continue to supply support for CE
Provision of support to Council CE project teams.
Projects. Develop a reporting system for
High levels of ‘liking’ for key social Google Analytics and implement
media posts communicating key improvements.
Council messages.
Encouraging broader use of YSN
functions.
Delivered citizenship ceremony to 40
new citizens.
Economic Development
Implementation of the Local
Economic Plan
Digital Economy & Innovation Developed regional innovation program Region innovation program Finalise region innovation application
with primary stakeholders – SCC and Local innovation capacity building to and Noosa based programs.
RDASC – to access $500k State deliver a local innovation program to Event scoping – Digital Entrepreneurs
funding. small, medium businesses. Network event, Connect Digital and
Peregian Beach Digital Hub. Eco Hack.
Digital networking events. Peregian Beach Digital Hub
management structure and industry
engagement.
Leverage Digital Skills programs to be
launched by SCC and RDASC.
Scope Digital Sector Profile.
Page 77 of 141
Section 78
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 7 FEBRUARY 2017
BRANCH ACTIVITIES RECENT ACHIEVEMENTS CURRENT PRIORITIES THE NEXT QUARTER
Rural Enterprise Draft Agri-business Sector profile Finalise Agri-Business Profile. Initial scope of Noosa Brand Portal
prepared. Commence development of Noosa concept.
Brand portal concept. Launch of the Agri-Business Profile.
Environmental Industries Liaison with Noosa Biosphere Noosa Biosphere Reserve
Reserve Foundation. Foundation engagement regarding
economic development initiatives with
environmental benefits.
Effective Land Use Planning Review and provide comment on the Economic Development internal Explore economic futures concept to
Centres Hierarchy Paper. engagement with: inform the planning scheme and
- New Planning Scheme business land zoning.
- Major development projects i.e. Input and commentary regarding the
Coles site, Noosa Civic employment assumption associated
- Noosa River Master Plan with the Shaping SEQ document.
- Shaping SEQ Draft SEQ
Regional Plan.
Enterprise and Business Support Economic Development Grants Report to Council regarding Economic Administer grant allocations.
program delivered, applicants Development grants. Business Facilitation service scoped.
supported, assessments and Development of Business Facilitation Business Prospectus launched.
recommendations finalised. (Concierge) service.
Finalised draft of Business Prospectus. Finalise Business Prospectus.
Business as Usual activities Supporting the efforts of local Review of State Government land as Complete initial analysis of State land
innovation, co-work spaces and digital part of their ‘project to re-purpose interests.
entities around concept of ‘Innovative surplus and under-utilised state Business Assistance Guide Review
Noosa’ group. property’. and Update.
Confirmation of successful black spot
funding for Boreen Point and
Cootharaba Road.
Strengthen local partnerships and
respond to incoming business
enquiries.
Finalise the Priority Industry Sectors
Economic Impact Data.
Distribute update on progress of ED
Action Plan.
Page 78 of 141
The text continues on section 79.