2014-01-13 Deamalgamation Report Attachment

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 sunshine Coast                           De-amalgamation Cost Procedure
 Council

Example 4 — 2 staff member of SCRC is required by the Chief Executive Officer to assis! wilh his
 responsibilities to decide on transfer of staff to the new Noosa Council, All time spent by thal staff
 member on thal task will be a De-amalgamation cost.

 Approval for De-amalgamation works
 Beiore any works are commenced the proposed work and scope of these works should be approved
 by the Transfer Committee prior ta the works being undertaken wherever practicable. Works identified
 in the Noosa Transfer Action Plan and/or the SCRC Management Plan, which have been endorsed by
 the Transfer Committee, are classified as approved works.
 Works undertaken withoul prior approval will be highlighted and considered at the next Transfer
 Committee meeting.
 Costs may also be incurred in accordance wilh cos! forecast documentation as prepared for and
 discussed by the Transfer Committee
 The CEO of tha Sunshine Coast Council will determine the nature and level of resources required to
 meet hs speciic obligations with regard to the de-amalgamatlion process, however will do so with
 regard to the principles above and wherever possible with advance communication to the Transfer
 Manager.
 These costs will then be putto the Transfer Committee for consideraion and approval.

 Recording De-amalgamation staff costs:
 A staff member who works on the De-amalgamation will record their work time on the approved
 timesheets, wilh details linked where possible to items contained in the Transition Action Plan or SCRC
 Management Plan.    These details will assist in clarifying the nature of the De-amalgamation work
 undertaken.  If in any instances insufficient detail is provided, the De-amalgamation project team
 {representatives of the CEO and Transfer Manager) will seek to clarify and resolve the issue. Where
 this cannot be achieved the matter will be advised for consideration to the Transfer Committee.

 Recording other types of De-amalgamation costs
 lt is mod just staff costs that aré De-amalgamation costs. If SCRC undertakes other activities as a result
 of ihe De-amalgamation process and thase activities would not have been required but for the De-
 amalgamation process (eq engagement of consultancies, contractors, service providers, equipment
 etc) then those costs will also be considered as De-amalgamation costs.   For these types of De-
 amalgamation costs, wherever practicablé approval should be sought prior to initiation of any
 expenditure through the normal aost management prooess with an additional optional step to refer the
 eve to the Transfer Committee via the De-amalgamaton Project team.

 Fortnightly review of De-amalgamation costs
The De-amalgamation project team will meet on a fortnightly basis to review all claimed De-
amalgamation costs. They will identify, in accordance with these quidelines, which costs are allowable
as De-amalgamation costs. They will prepare for consideration by the Transfer Commitee details of
 De-armalgamation costs. Where there is not agreement on what is a De-amalgamation cost, they will
identify any areas of disagreement for consideration by the Transfer Committee.

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