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2015-06-23 Infrastructure & Services Committee Agenda
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AGENDA
Infrastructure & Services
Committee Meeting
Tuesday, 23 June 2015
commencing at 9.00am
Committee Room, 9 Pelican Street, Tewantin
Committee: Crs Sandy Bolton (Chair), Bob Abbot, Frank Pardon, Noel Playford
“Engagement with our community to protect and enhance our lifestyle”
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Section 2
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
PRESENTATIONS -
PLANNING & INFRASTRUCTURE DEPARTMENT REPORTS 3
1 ELECTRIC BUS TRIAL - JUNE UPDATE 3
Infrastructure Planning & Design 11
2 TEWANTIN SPLASH PARK RENEWAL 11
3 CAPITAL PROGRAM DELIVERY STATUS - JUNE 2015 15
COMMUNITY SERVICES DEPARTMENT REPORTS 23
Community Development & Sport & Recreation 23
4 2015-16 COMMUNITY GRANTS FIRST ROUND RECOMMENDATIONS 23
Disaster Management & Public Order 32
5 ADOPTION OF THE NOOSA LOCAL DISASTER MANAGEMENT PLAN 2015/16
AND NOOSA LOCAL DISASTER RECOVERY PLAN 2015/16 32
Libraries & Galleries 35
6 LIBRARIES & GALLERIES - UPDATE REPORT TO 31 MAY 2015 35
Waste & Environmental Health 43
7 COMMUNITY SERVICES CUSTOMER REQUEST MANAGEMENT STATUS - 1
JANUARY 2015 TO 30 APRIL 2015 43
CLOSED SESSION -
Section 3
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
PLANNING & INFRASTRUCTURE DEPARTMENT REPORTS
(Infrastructure Services only)
1 ELECTRIC BUS TRIAL - JUNE UPDATE
DOCUMENT INFORM AT ION
Author Director Planning & Infrastructure, Martin Drydale
Planning and Infrastructure
Index ECM\ Project\ TP000300
ECM\ Subject\ Commercial Bus Routes
ECM\ Subject\ Transport Levy
Attachments 1. Electric Bus Livery
2. Charging Infrastructure Layout Plan
EXECUTVIE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Planning & Infrastructure to the Infrastructure &
Services Committee Meeting dated 23 June 2015 providing an update on the progress of the
Electric Bus Trial.
REPORT
The purpose of this report is to provide an update on progress of the electric bus trial
1. Memorandum of Understanding
The Electric Bus Trial Memorandum of Understanding with TransLink was signed on May 7,
2015. In response, Council and TransLink’s media teams released a joint media release on June
10, 2015.
2. Bus Manufacturer
A draft lease agreement between Patico Automotive and Council is in the final stages of being
developed. This is a critical document as any delays in signing could delay the delivery of the
electric buses in time for the live trial commencement.
3. Livery
TransLink and Council have developed a livery design shown on Attachment 1: Electric Bus
Livery.
4. Charging Infrastructure
Two quick charge units will be constructed in Diyan Street, Tewantin adjacent to the Liquorland
Bottleshop, with no loss of parking (Attachment 2). Quotes for this work closed on 5 June 2015.
A contractor to undertake this work will be appointed shortly.
Section 4
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
5. Trial Evaluation – Independent Consultant
Pitt & Sherry Pty Ltd have been appointed as the independent consultant to analyse the trial
outcomes. An initial workshop to discuss key performance indicators was held on May 29. A draft
evaluation plan from the consultant is due in mid–July and will be reported to Council at a future
Committee Meeting
Previous Council Consideration
Ordinary Meeting, 9 April 2015, Item 4, Page 8
That Council note the report by the Director Planning & Infrastructure to the General Committee
Meeting dated 7 April 2015 and:
A Note the pre-feasibility study report prepared by consultants GHD Pty Ltd, provided at
Attachment 1 to the General Committee report;
B. Based on the findings of the report, approve the commencement of a six month live trial of
electric buses in Noosa during the 2015/16 financial year:
1. In a 50:50 cost sharing partnership with the Department of Transport and Main
Roads, TransLink Division;
2. Covering the existing 627 Tewantin – Sunshine Beach bus route;
3. Leasing up to 3 x Optare 10 metre electric buses based on the submitted pricing in
the GHD report; and
4. Facilitating the installation of suitable charging infrastructure to support the live
trial.
C. Authorise the CEO to negotiate with TransLink, Sunbus and Optare regarding the
implementation, monitoring and reporting of the live trial; and
D. Approve the funding of the live trial to a maximum of $550,000 to be met from the Public
Transport Levy Reserve.
Finance & Risk
The total 2014/15 & 2015/16 budget for the Electric Bus Trial is $560,000. Costs spent or
committed to date include:
Item Amount
(excl GST)
Livery Artwork $436
Pitt & Sherry Evaluation $65,237
2 x Quick Charge Units $77,000
Shipping (air freight) $10,000
Quick Charge Infrastructure connect and installation $18,500
Energex fee (application upgrade network) $2,200
Civil Works (line marking, bollards ,landscaping trenching, slabs & two unit frames) $20,000
This expenditure is jointly funded by Council and TransLink, with Council’s funding being
provided through the Public Transport Levy
Section 5
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Consultation
External Consultation - Community & Stakeholder
TransLink – Working group meeting May 29 2015.
Energex – Application for Diyan St
Patico – Lease Agreement
Internal Consultation
Paul Bright & Phill Parkman - Lease Agreement
Nathan Evans - Media
Steve Simpson, Dallas Bickley, Craig Eldridge - Short Charge Infrastructure
Departments/Sections Consulted:
Community Services X Planning & Infrastructure
Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities X Asset Design & Investigations
X Asset Planning
Civil Operations
Environment
X Executive Office X Corporate Services
X Community Engagement Finance
Customer Service ICT
Executive Support X Procurement & Fleet
X Governance Property & Facilities
Human Resources Revenue Services
Section 6
ATTACHMENT 1
Page 6 of 51
ATTACHMENT 1
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Page 6 of 51Section 7
Page 7 of 51
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Page 7 of 51Section 8
Page 8 of 51
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Page 8 of 51Section 9
ATTACHMENT 2
Page 9 of 51
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Page 9 of 51Section 10
Page 10 of 51
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Page 10 of 51Section 11
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Infrastructure Planning & Design
2 TEWANTIN SPLASH PARK RENEWAL
DOCUMENT INFORM AT ION
Author Asset Planning Coordinator, Bryan O’Connor
Planning & Infrastructure Department
Index ECM/ Subject/ 2014-2015 Annual Capital Works Program
Attachments Nil
EXECUTIVE SUMMARY
The Tewantin Splash Park is Noosa Council’s only water play and splash park. The facility is
heavily utilised by toddlers, pre-school and younger school children up to the age of 8 years. The
facility hosts parent groups, play groups and informal parties for children within those age groups.
The Park is in need of some urgent repairs to ensure it remains compliant with current standards,
and provides a safe playing environment for the users of the facility.
This report highlights the need to undertake emergent renewal works to rectify the current asset
failures and highlight the lessons learnt from previous construction and product selection to
ensure that suitable construction techniques and equipment are selected in the future to achieve
the maximum potential life of the assets.
RECOMMENDATION
That Council note the report by the Asset Planning Coordinator to the Infrastructure & Services
Committee Meeting dated 23 June 2015; and approve the allocation of $130,000 from the
2014/15 “emergent works – all infrastructure” allocation for renewal works at the Tewantin Splash
Park.
REPORT
The purpose of this report is to seek emergent funding approval for the renewal of the softfall,
play elements and drainage at the Tewantin Spray Park. The Tewantin splash park was installed
under the Sunshine Coast Council in the 2010/2011 financial year and replaced the old Tewantin
toddler’s pool. This park has proven to be very popular with locals and tourists.
Since the initial installation, a number of safety audits and condition assessments have been
undertaken which have identified a gradual decline in the overall condition of the facility in a
shorter than expected period of time. Whilst there are a number of attributing factors that have
caused this deterioration, water play facilities in general are high use facilities that require
ongoing maintenance and monitoring and the expected lives of the assets at these type of
facilities do not normally exceed 10 years.
Recent inspections have highlighted the failure of 3 key elements at the facility:
1. The play surface (rubber softfall matting);
2. The central spray toy; and
3. The internal drainage system.
Page 11 of 51
Section 12
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Play Surface
The rubber softfall matting covering the concrete is breaking away and separating at the joints of
the different colours and patterns. It is proposed in the construction of the renewed softfall that a
single pour of softfall occurs which will eliminate these current joint failures.
Due to the patterned finish the initial construction required separate pours of the rubber softfall
matting to achieve this affect. However, this resulted in significant volumes of joints where water
penetrated and caused isolated failures which escalated into overall failures of the softfall
material.
Central spray toy
The red and yellow water spout (central Spray toy) in the middle of the spray park area is
crumbling at the base. Children climb on the ball which has attributed to the deterioration of this
asset. It is proposed a more suitable, fit for purpose and better quality toy be selected when
renewing.
The central spray feature is crumbling and is currently held together with tape and screws
Page 12 of 51
Section 13
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Internal Drainage
The internal drainage construction is not industrial grade or suitable to the facility. The current
drainage grates and pits are failing and are now presenting sharp edges and there are sections
that have collapsed (refer to photo below).
The grates around the outside of the water spray area are of a substandard material.
Summary
Council staff have identified major deficiencies in product selection, design and construction
techniques when the splash park was initially constructed. This resulted in a shorter than
expected period of time for this facility to be renewed. The proposed renewal works will consider
these previous failings and look at more robust materials that will maximise the life of the facility.
This approach will include industrial grade drainage, a single pour of softfall matting – to
eliminate joint failures and the selection of a suitable central spray toy that will be robust and fit
for purpose.
It is proposed that the renewal costs will total $120,000. This will include:
Supply & Install Softfall $60,000
Supply & Install drainag $ 9,500
Supply & install central spray toy $45,000
Salaries (internal) $ 5,500
Contingencies $ 10,000
Total $130,000
It is recommended that the funding of the renewal works for the Tewantin Spray park will be
allocated from the current 2014/2015 “emergent works – all infrastructure” allocation which has a
current budget of $1,003,000.
Previous Council Consideration
The capital works program has previously been distributed to Councillors (document titled
“Capital Works Program 2014/2015”).
Page 13 of 51
Section 14
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Finance & Risk
The current assets have been assessed against the Australian Standards and a number of
deficiencies and potential risks have been identified. The renewal works will not only reduce
current risks but will also reduce the escalating financial costs for maintenance.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Project delivery and Civil Operations staff within the Planning and Infrastructure Department were
consulted in the preparation of this report. The Director Corporate Services has been consulted
in regards to the allocation of the all infrastructure emergent funds allocation.
Departments/Sections Consulted:
Community Services X Planning & Infrastructure
Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities Asset Design & Investigations
Asset Planning
Civil Operations
Environment
Executive Office X Corporate Services
Community Engagement x Finance
Customer Service ICT
Executive Support Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 14 of 51
Section 15
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
3 CAPITAL PROGRAM DELIVERY STATUS - JUNE 2015
DOCUMENT INFORM AT ION
Author Asset Planning Coordinator, Bryan O’Connor
Planning & Infrastructure Department
Index ECM/ Subject/ 2014-2015 Annual Capital Works Program
Attachments 1. Capital Projects Delivery Status, 11 June 2015
EXECUTIVE SUMMARY
The project delivery status report is currently presented monthly to the Infrastructure and
Services Committee until the end of the financial year, with the escalated activities around the
delivery of Council’s capital program. The report highlights projects that have been completed
and a general overview of the current and future activities of the projects being delivered.
This report also provides a capital project delivery spreadsheet (Attachment 1) that provides a
general overview of the projects completed and the status of current projects being delivered.
The previously presented capital delivery project dashboard can be utilised to demonstrate an
individual project’s status at any given time throughout the delivery of this report.
RECOMMENDATION
That Council note the report by the Asset Planning Coordinator to the Infrastructure & Services
Committee Meeting dated 23 June 2015 providing an update on the status of the projects being
delivered in the 2014/15 Capital Works Program.
REPORT
The purpose of this report is to inform the Infrastructure & Services Committee of the overall
status of the Capital Works Program projects to 19 June 2015. The report also provides an
opportunity to highlight and discuss projects within the program and also confirm the completion
of projects as they are being delivered throughout the 2014/2015 financial year.
1. Current Projects
The focus for delivery has continued throughout the second half of the financial year and it is
estimated that over 80% of the 2014/2015 capital program will be either financially completed or
committed by 30 June 2015. There are currently 159 active projects in the 2014/15 capital
program with a value of $23.1m (not including Emergent Works reserve) as of 11 June 2015.
There are now 42 projects completed with the remaining projects commenced and in varying
stages of delivery.
Some of the projects that are nearing or are physically completed include:
Noosaville Lions Park, Pirate Playground Renewal
Information Technology Mobility project
Multiple Bus Stop Shelter Upgrades
Noosaville Wallace Park Pathways
Noosaville Gibson Road – Road Safety improvements
Tewantin Cooroy Noosa Road Stage 1
Tewantin Primary School safety improvements
Noosaville Primary School safety improvements
Tewantin River Walk Pathway & Lighting Upgrade
Page 15 of 51
Section 16
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Tewantin - River Walk Pathway & Lighting Upgrade
Light poles recently installed Preparation for concrete
Noosaville - Wallace Park Pathway Improvements.
Before After
Noosaville - Lions Park - Pirate Playground
Works nearing completion for impending re-opening
Page 16 of 51
Section 17
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
2. Projects that will continue beyond financial year
As previously reported, there are two major projects that will continue on beyond 30 June 2015
and will carry-over into the 2015/2016 financial year. These projects have significant budget
amounts totalling $2.8m and impact on the overall project delivery and completion results. These
projects include:
Noosaville Munna Point Bridge Stage 2 $1.4m
Pomona Rifle Street Flood Mitigation $1.4m
It should be noted that the tender for the Munna Point Bridge closed on the 12 June 2015 and the
awarding of the contract is likely to be completed by early July.
3. Summary
The delivery and completion of projects for the capital program continues to increase and it is
expected that the majority of projects within the 2014/2015 program will have either been
completed or commenced prior to the end of June. The ongoing increase in construction
activities will continue through the month of June.
The current year to date expenditure including actuals and commitments totals $15.4m. This is
still below the original forecasted expenditure profile. However, the continued effort till the end of
the month will see the majority of the 2014/15 capital works projects either completed or
significantly commenced.
Previous Council Consideration
The capital works program has previously been distributed to Councillors (document titled
“Capital Works Program 2014/2015”).
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Project delivery staff within the Planning and Infrastructure Department were consulted in the
preparation of this report.
Page 17 of 51
Section 18
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Departments/Sections Consulted:
Community Services X Planning & Infrastructure
Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities Asset Design & Investigations
Asset Planning
Civil Operations
Environment
Executive Office Corporate Services
Community Engagement Finance
Customer Service ICT
Executive Support Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 18 of 51
Section 19
ATTACHMENT 1
Page 19 of 51
ATTACHMENT 1
2014/15 Capital Projects - In Progress
Project Project Name Project Stage Project Overall Year To Date (Actual Estimated To
Tele Budget And Commitments) Financial Year End $
| 100726 |Peregian Surf Club Public Amenities ‘(Planning ——=«dT~——~SCS~C~«STBOOY—~S~*~*~*~C~*~«SOY’SC*C‘«S 14,800;
| 500022|Tewantin Council Office roofrehab_————~—~SCSCS~S~ once SSCSC~«S OOO] ——S~C~*~C*«OYSC*C*C‘“‘C*C*«SBO4«OOOY
| 500020|Noosa Regional Gallery-access ——~—S~S~SCSCSCSCSCS OHH —SCSC~*sSC“‘“‘(CC#‘#SWABOY_~C~*~*«STOOOO]——~C*~“‘“‘étS ABO
[500073] Tait Duke House Relocation ————SSSCSC~S~SCSCSCSCSCSC~SDasigmn—SSC*YCSCSCSC~«SBOO]—~S~C~«S STO] ~SCSC~*«S 2
[500104] Cooroy Library Tactile Marker Placement _———~—~dDelvery ———SS—C~sYC‘“‘~;*C*~*~*~sSOWYC™SCOCSC*C“‘CSCOC‘C‘#SOY!;’COC”C*C*C‘“‘C*C‘«SO4«SQZ
| 500110 |Tewantin Spray Parkshadesal SS SSSCSC~SCS~SCSCSCSD SN SSCSC~*iSC‘“‘“C‘#S‘NO!~C~C~*«SBBB]_—=C*“‘C™CST,CBOS™S
| 500024|Noosa Trail Network 4 bridge refuro>———=—SCSCSCS~danning’ ———SSC*SCSSCSCSC~«OO]——~SC~*~*~‘“*~«COTOSYCC*‘“‘*‘«S 3,984
[500025 |Noosa Trail Network 4 Ringtail Ck ———SCSCSCSCS—~anning’ Sid SSSCSCSC~«S «OY! ———~C~*~«SOSY~C~C*~*~“*«S «GO
| 500026|Weyba Creek bank erosion restoration ——=—=SCS~dPaning’ ——SSC*dYSSSSCSCS~«S2OOD]——~S~S~*~*~“~‘SWTY™CO™*C*‘“‘C‘#S*TT,288
| __500030|Noosa River Holiday Pkinternalrefurb Planning | $15,000] 83,862] $11,138
| 500113|CooreyRV Stopover —C—C~—CSC~*dPlarnsningg =| 845,000] 812,051] $32,949
| 500075|Whole of Shire-Tech 1HR module Planning | 8132,500] $26,510] $105,990
500077|Whole of Shire-corporatewebsite Planning | 12,240] 812,239] SI
Page 19 of 51Section 20
Page 20 of 51
Project Project Name Project Stage Project Overall Year To Date (Actual Estimated To
Number Budget And Commitments) Financial Year End $
5
| __100736|Weyba Ck Boardwalkrehabstage1 Planning | 819,600] 81,191] 818,409)
| __100738|Sunshine Beach State School safety improve [Delivery | 819,387] $19,387] 80
| __500106|Noosa River Flood Mitigation Study C*dPlanning | $50,000] 86.471] $43,529)
| __500107|Noosa River HydraulicModel__CdPlanning | $300,000] 89,681] $290,319]
| ___500050|Noosa Junction Transit Centre improvements [Design | 840,000] SO $40,000
| __500083|Noosa Bus Station Safer Streets Program Design | $117,900] 821,953] $95,947
| __500099|Eenie Creek Pathway Signage Stage1_—CsDesign | 840,000] 828,555] $11,445
| _500065|Emergent-allinfrastructurerenewal Delivery | $54,003,039] $0] $1,003, 039)
500103|Coorey Noosa Rd corridorimprovements_ Design | $5230,000} $35,052] $194,948
Page 20 of 51Section 21
Page 21 of 51
Project Project Name Project Stage Project Overall Year To Date (Actual Estimated To
Number Budget And Commitments) Financial Year End $
E
| 500118|Dr Pages Rd-Planning&Design C*Deesign | 150,000] $537,502] $112,498]
| _500108|Girraween Sports Complex lighting Planning | 810,000] SO $10,000
| _500057|Gympie Tc pipe rehabilitation CdDeesign | $200,000] 83,025] $196,975]
| _500058|Re-lining of BenLexcen stormwater Design 850,000] 810,726] $39,274
| _500084|Whole of Shire Flood Mitigation Design | 82,802,970] $623,494] $2,179,476
| __100745|Gympie Tc pipe rehab -investigation ——C*Deesign | $11,300] 89,127] $2,173]
| 500085|Peregian Beach Precinct Planning Planning | $50,000] 813.415] $36,585)
| __100752|Weyba Rd & Reef StintersectionUpgrade Design | $118,500] 814,020] $104,480]
| 500064|Sunrise Beach-BenLexenDrive Design 880,000] 829,712] $50,288
a CO QO QO
2014/15 Completed Projects
Project Project Name Project Stage Project Overall Year To Date (Actual Estimated To
Number Budget And Commitments) _ Financial Year End $
5
| __100725|Noosa Waters revetment walls stage2A [Complete | 846,910] 846,910] 8
500119
Page 21 of 51Section 22
Page 22 of 51
Project Project Name Project Stage Project Overall Year To Date (Actual Estimated To
Number Budget And Commitments) Financial Year End $
$
| _500012|Noosa Aquatic Centre -poolcleaner_C*Coomptcte | 813,352] $13,352] 80
| __500088|Noosa Aquatic Centre poolblanketwinder___ [Complete | 89.457] 89.4571
| _500023|Cudgerie- Cedar Gully Pk waterfeature [Complete | $49,332{ OO $49,332| 8
| _500082|Civil Engineering design software (Complete | 815,019] 815,019] 8
| _500202|Marcus Beach Tristania Dr stormwater «Complete | 818,000] SO] 18, 000
a Re QO QO QO
Page 22 of 51Section 23
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
COMMUNITY SERVICES DEPARTMENT REPORTS
Community Development & Sport & Recreation
4 2015-16 COMMUNITY GRANTS FIRST ROUND RECOMMENDATIONS
Author Community Development Coordinator, Alison Hamblin
Community Services Department
Index ECM/Subject/Community Grants
Attachments 1. Community Grants recommendations - 3 year Sports Field
Maintenance
2. Community Grants recommendations - 3 year Community Halls and
Centres
3. Community Grants recommendations - 1 year Operational
4. Community Grants recommendations - Projects
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Community Development Coordinator to the Infrastructure
and Services Committee dated 23 June 2015 and:
A. Endorse the first round of Community Grants recommendations for the financial year
2015/16 as set out in Attachment 1, 2, 3 and 4 to the report;
B. In addition to the recommendations in Attachment 1, 2, 3 and 4, agree to pay the fixed
water and sewerage annual access charges for eligible not for profit organisations in the
Shire (as defined in Council’s Community Grants Policy and excluding those community
organisations who are already recommended to receive this payment as part of a 2015/16
operational grants) at an estimated cost of $75,000.
REPORT
Purpose
The purpose of this report is for Council to consider and endorse the first round of Community
Grants recommendations for the 2015/2016 financial year as set out in Attachments 1, 2, 3 and 4
to this report.
Background
Following Council’s endorsement of a revised Community Grants Policy in January 2015, the first
round of the 2015/16 Community Grants program was advertised in local media and through
community networks with a closing date of 31 March 2015.
Following the closure of the round, applications were assessed using the following process:
Applications were first checked for eligibility against the Noosa Council Community Grants
policy and guidelines
Page 23 of 51
Section 24
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Applications (except formula driven applications) were then reviewed and commented on by
staff according to their area of expertise eg environment, events, community development,
sport etc.
The applications and staff comments were then discussed and assessed by the grants
assessment panel. The grants assessment panel was made up of:
Director Community Services
Executive Officer
Community Development Coordinator
Financial Services Manager
As per the Noosa Council Community Grants Policy, assessment panel members declared any
actual or perceived conflicts of interest and following any such declaration the panel members
were not involved in any discussions on matters relating to that application.
The assessment panel are recommending funding to the value of $480,439.
This is made up of the following:
3 year Sports Field Maintenance – formula driven* - total recommended $160,425
3 year Community Halls and Centres – formula driven* - total recommended $62,785
1 year Operational - total recommended $159,034
1st round Projects - total recommended $98,195
*As per the community grants policy funding for Community Halls and Centres and Sports Field
maintenance is an annual allocation for the next three years.
In addition to the above recommendations, the assessment committee is recommending that
Council pay the fixed access water and sewerage charges for all eligible not for profit
organisations in the Shire (as defined in Councils community grants policy and excluding those
community groups who are already recommended to receive this payment as part of a 2015/16
operational grants) at an estimated cost of $75,000.
Implementation
Following adoption of this report, grant applicants will be notified of the outcomes. Funding to
successful applicants will be distributed in July 2015 providing they have no outstanding debt to
Council.
Any eligible not for profit community organisations (as defined in Councils grants policy and
excluding those community organisations who are already recommended to receive this payment
as part of a 2015/16 operational grants) will be provided funding assistance by Council for fixed
water and sewerage annual access charges.
A second round of community project grants will be advertised later in 2015 for projects
commencing in the first half of 2016.
Council officers will also assist community organisations to identify external funding where
available, rather than simply to rely on Council’s Community Grants Program.
Page 24 of 51
Section 25
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Previous Council Consideration
Ordinary Meeting, 15 January 2015, Item 16, Page 19
That Council note the report by the Community Development Coordinator to the General
Committee Meeting dated 12th January 2015 and:
A. Repeal the existing Community Grants Policy and adopt the revised Community Grants
Policy (Attachment 1);
B. Repeal the existing Community Grants Framework and Criteria and adopt the revised
Community Grants Framework and Criteria (Attachment 2); and
C. Delegate to the Chief Executive Officer the development of a Festive Season Strategy.
Finance & Risk
Funding for the 2015/16 Community Grants Program has been allocated as part of the 2015/16
Budget process. This allocation includes monies for Council to pay for the fixed access water
and sewerage charges for all eligible not for profit organisations in the Shire
Noosa Council’s Community Grants Policy has been developed in order to comply with the
following Queensland Government Legislation:
Local Government Act 2009
Local Government Regulation 2012
Local Government Act 2009
Statutory Bodies Financial Arrangements Act 1982
The Policy describes a consistent, transparent and equitable application and assessment
process for the Community Grants Program that is in line with current legislation and corporate
priorities. Council’s power to issue grants is governed by the Local Government Act 2009 and the
Local Government Regulation 2012.
Consultation
External Consultation - Community & Stakeholder
Free information sessions were held across the Shire for eligible not for profit community
organisations to learn about the Council community grants program.
Internal Consultation
This report has been developed in consultation with the following internal stakeholders across
various departments and branches of Noosa Council:
Environmental Services
Economic Development
Executive Office
Community Services
Financial Services
Page 25 of 51
Section 26
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Departments/Sections Consulted:
x Community Services x Planning & Infrastructure
Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities Asset Design & Investigations
Asset Planning
Civil Operations
Environment
x Executive Office x Corporate Services
Community Engagement Finance
Customer Service ICT
Executive Support Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 26 of 51
Section 27
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Page 27 of 51
ATTACHMENT 1
2015-16 Community Grants Council Recommendations
3 Year Sport Field Maintenance
Full legal or incorporated name Panel Recommended
Noosa Branch ile Aietos Genvetne CSC
Page 27 of 51Section 28
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Page 28 of 51
ATTACHMENT 2
2015-16 Community Grants - Council Recommendations
3 Year Community Halls and Centres
Full legal or incorporated name Panel Recommedation
Page 28 of 51Section 29
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Page 29 of 51
ATTACHMENT 3
2015-2016 Community Grants - Council Recommendations
1 Year Operational Costs
Full legal or incorporated name inosine
Recommendation
NeossTouchAssocatonine —SSCSCSC~C~“‘“~*~*~‘“‘~SS
NeosavleAssecatonine SSSSCSC~S~C~SCSCS~iSSSSSCSC‘
Tota
Page 29 of 51Section 30
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Page 30 of 51
ATTACHMENT 4
2015-16 Community Grants - Council Recommendations
Project Grants
Sector Full legal or incorporated name Project Name of the proposed project eines
9 i maser) ahd ia Recomends
Community Australian Volunteer Coast Guard Building .
Development {Association Noosa QF5 Jetty Pile Replacement $13,803
Indigenous Engagement - ‘Dhi’bir, Ngu’rung &
Bunya Bunya Country Aboriginal Project Un'dia’ - Participation of Kabi Kabi (Gubbi
Corporation J Gubbi) Traditional Owners in the Noosa River
Study
Cultural . Marketing, promotion and establishment of CCE
Centre for Ceramic Excellence Program
Development at the Cooroy Butter Factory
eT East Coast Originals Program {Originals Events $3,000
Development 9 9 9 ,
Eovinment | Flying-fox Rescue Release Noosa Inc Flying-fox Rescue Release Noosa $13,000
eee Kin Kin Community Group Inc Public The Kin Kin Yarn - A stoytelling festival Withdrawn
Event Event
Community Lions Club of Cooroy Pomona Inc Buiding Improvements to the Lions Den
Development works
Community Men's Shed Pomona (Auspiced by Buildin Contribution towards extended concrete slab of
Pomona & District Community House 9 existing building, extend spoon drain and install $5,440
Development works
Inc) bathroom block
Community . Public .
Noosa A. H. & |. Society Inc. Noosa Country Show Operational Grant
Sport & Noosa and District Basketball Building Noosa Basketball Scoreboard Project $6,995
Recreation Association Incorporated works
Cultural Noosa Chorale Incorporated Public |Broadway to Jazz Concert:Noosa Chorale and
Development ue Event |Noosa Heads Jazz Club
Community Noosa Community Garden Project Garden relocation resulting from resiting of Tait $4,590
Development Duke cottage
Sport & Noosa District Netball (Auspice for the Project Security Maintenance for Noosa District Sports Operational Grant
Recreation Noosa District Sports Complex) J Complex P
Sport & ue 4. . . .
. Noosa District Softball Association Inc Project |U15 Boys State Championships 2015 $1,800
Recreation
Envirenment Noosa Integrated Catchment Program River Education Program and River Bank Clean $3,650
Association Inc up
Environment Noosa Integrated Catchment Program Publish and market a botanical field guide
Association Inc 9 ‘Sedges, Reeds and Restiads
Environment Association Incorporated Program Community Education $5,300
Noosa Integrated Catchment Noosa River Seagrass Monitoring and
Environment Noosa Integrated Catchment Program |The Fishing Line Recovery Bin Project. $10,800
Association Incorporation
Community Noosa Junction Association Public {Junction Chill Out Event
Event Event 7-12 January, 2016
Noosa Malibu Club Noosa Logger - Long boarding championships p80
Sport & . Public . . .
Community Noosa Men's Shed health and wellbeing
Noosa Mens' Shed Inc Project |package (First Aid Course & Kit, Ride On
Development
Mower)
Sport & Noosa Outrigger Canoe Club Inc Program 2015/16 Equipment Maintenance and Repair
Recreation Project
Page 30 of 51Section 31
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Page 31 of 51
; Project ; Panel
Sector Full legal or incorporated name 1a Name of the proposed project ey
Community OzHarvest Limited (REAP Sunshine Project Acquisition of Mobile Cold Storage Unit for $10,450
Development |Coast Regional Chapter) 4 REAP Sunshine Coast ,
Community Peregian Beach Business Association Public Celebrate Peregian - Food, Fashion and Fun
Event Inc Event
Community . . Public . . ae
Peregian Beach Community House Inc Community Family Initiative $1,180
Community Pomona & District Community House Public PCH 20th Anniversary Celebrations
Event Inc Event
Community Pomona & District Community House Building Replace floor coverings $2,400
Development {Inc works
Sport & Pomona & District Horse & Pony Club Building |Awning extension for canteen servery and
Recreation Inc works — |shading for junior instruction lessons
cae SevGen Indigenous corporation Public SevGen Multicultural Rugby League Carnival $5,000
Recreation Event
Sport & Shotgun Shootout Surfing Series - with
po . Noosa Boardriders and Noosa Surf Program {Shotgun Shootout Series
Recreation
Works
Development Sunshine Butterflies Inc Landscaping Cooroibah Property pd
Community . . Building . .
Community Sunshine Coast Camphor Laurel Timber .
Development | Initiative inc Program |Capacity upgrade 2015 $5,762
as Tewantin Noosa Lions Project |Concrete entry to storage facility
Development
aay Tewantin Traders Public Animals Day Out in Tewantin
Event Event
. Performance of Opera Australia “The Magic
Cultural Public Dee . .
The Noosa Long Weekend Inc Flute” with Sunshine Beach State High School $5,025
Development Event :
Choir
ENVIGnmont Wildlife Preservation Society of Securing & enriching corridors for the Richmond
Queensland (WPSQ) Birdwing butterfly in the Noosa Shire
Commaaty YWCA Queensland Program |YWCA - Encore - After Breast Cancer Program
Development
Total $98,195
Page 31 of 51Section 32
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Disaster Management & Public Order
5 ADOPTION OF THE NOOSA LOCAL DISASTER MANAGEMENT PLAN 2015/16 AND
NOOSA LOCAL DISASTER RECOVERY PLAN 2015/16
DOCUMENT INFORM AT ION
Author Director Community Services, Alan Rogers
Community Services Department
Director Planning & Infrastructure, Martin Drydale
Planning & Infrastructure Department
Index ECM/ Subject/ Local Disaster Management Plan
Attachments 1. Noosa Local Disaster Management Plan 2015/16
2. Noosa Local Disaster Recovery Plan 2015/16
3. Disaster Assistance MoU between Noosa and Sunshine Coast
Council
(Due to the size of the three attachments, a hard copy has been provided in the
Councillors’ Room)
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Director Community Services to the Infrastructure & Services
Committee Meeting dated 23 June 2015 and:
A Repeal the Sunshine Coast and Noosa Local Disaster Management Plan 2014 and adopt
the Noosa Local Disaster Management Plan 2015/16 and Noosa Local Disaster Recovery
Plan 2015/16 provided at Attachments 1 and 2; and
B Devolve responsibility for the operational components of the Local Disaster Management
Plan to the Local Disaster Management Group.
REPORT
1. Background
It is a requirement of the Disaster Management Act 2003 (the Act) that every Local Government
prepare a plan (a local disaster management plan) for disaster management in their local
government area. A Local Disaster Management Plan must be consistent with the State’s
disaster management guidelines and plans are audited annually by Queensland Police Service
(QPS) and the Queensland Fire and Emergency Services (QFES).
On 16 December 2013 the Noosa Transfer Manager Peter Franks adopted the Sunshine Coast
and Noosa Local Disaster Management Plan 2014 as the Noosa Council’s Local Disaster
Management Plan. This plan has guided disaster management operations in the Noosa Shire for
the past 18 months.
The Sunshine Coast and Noosa Local Disaster Management Plan 2014 (the previous Plan) was
developed as a joint plan for both the Sunshine Coast and Noosa Local Government areas in
order to facilitate the de amalgamation. It was audited by QPS and QFES in August 2014 and a
number of recommendations for improvements made.
Page 32 of 51
Section 33
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
At the time of the August audit the Sunshine Coast Council indicated that in 2015 it would be
pursuing the development of a stand-alone plan for its local government area.
Under the Act, a joint plan requires the approval of all participating local governments therefore a
new Noosa Local Disaster Management Plan had to be developed.
At its Ordinary Meeting on 18 December 2014 Council requested the Local Disaster Coordinator
in liaison with the Noosa Local Disaster Management Group (LDMG) to develop a Noosa Local
Disaster Management Plan for adoption by Council prior to 30 June 2015.
2. Process
The development of the new Local Disaster Management Plan has been led by the Director of
Community Services, Alan Rogers with assistance from the new Noosa Local Disaster
Coordinator Martin Drydale, the former Disaster Management and Public Order Manager, Ron
Thomas, Queensland Fire and Emergency Services, Emergency Management Coordinator for
the North Coast Region, Tim Steele and the Executive Officer to the Sunshine Coast District
Disaster Coordinator, Nicholas Lehman.
The Noosa Local Disaster Management Plan 2015/16 incorporates recommendations from the
audit of the Sunshine Coast and Noosa Local Disaster Management Plan 2014.
Over the past six months drafts of the Disaster Management and Recovery Plans have been
circulated to members of the LDMG for their comment; and small working groups of the LDMG
have met to review some elements of the plan such as the Threat Specific sub plans.
3. Changes to the 2014 Plan
A number of changes have been made to the Sunshine Coast and Noosa Local Disaster
Management Plan 2014
The main change being that the previous Plan 2014 has been broken into three components:
the Noosa Local Disaster Management Plan 2015/16;
the Noosa Local Disaster Recovery Plan 2015/16; and
a series of appendices to the Local Disaster Management Plan outlining operational
procedures.
The rationale behind breaking the previous Plan into these components is threefold:
to reduce the size of the Noosa Local Disaster Management Plan;
to highlight to the general public the existence of a Noosa Local Disaster Recovery Plan; and
to devolve responsibility for operational matters contained in the various appendices in the
previous Plan from Council to the LDMG.
4. Endorsement of the 2015/16 Plans by the Local Disaster Management Group
At its meeting on 3 June 2015 the Noosa LDMG endorsed the Noosa Local Disaster
Management Plan 2015/16 and the Noosa Local Disaster Recovery Plan 2015/16 and
recommended they be submitted to Council for approval.
The Group also recommended that Council devolve responsibility for the operational procedures
contained within the previous Plan’s appendices to the LDMG on the understanding that the
Local Disaster Coordinator will undertake a review of these procedures at least once a year, or
after a disaster event or major training exercise.
Any changes resulting from such a review will then be presented to the LDMG for their approval.
Page 33 of 51
Section 34
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
5. Disaster Assistance MoU with Sunshine Coast Council
As part of the development of the previous Plan, a Council to Council Disaster Assistance
Memorandum of Understanding was agreed between the Sunshine Coast and Noosa Council.
This MoU was due to expire on the 30 June 2015. It has however now been extended for a
further 3 years - refer to Attachment 3.
Previous Council Consideration
Ordinary Meeting, 18 December 2014, Item 4, Page 4
That Council note the report by the Director Community Services to the Infrastructure & Services
Committee dated 9 December 2014 and:
A. Appoint members to the Noosa Local Disaster Management Group (LDMG) for 2015 as set
out in Attachment 1; and
B. Request the Local Disaster Coordinator in liaison with the Noosa LDMG to develop a
Noosa Local Disaster Management Plan for adoption by Council prior to 30 June 2015.
Finance & Risk
Adoption of the Noosa Local Disaster Management Plan 2015/16 and the Noosa Local Disaster
Recovery Plan 2015/16 is required to meet Council’s obligations under the Disaster Management
Act 2003.
Failing to have a current and practical Disaster Management Plan in place would leave Council
exposed to an unacceptable level of risk as it would not be adequately prepared to effectively
manage a disaster event.
Council provides funds for Disaster Management Operations and the SES in its annual budget.
Consultation
External Consultation - Community & Stakeholder
Noosa Local Disaster Management Group
Emergency Management Coordinator for the North Coast Region
Executive Officer to the Sunshine Coast District Disaster Coordinator
Internal Consultation
Cr Bob Abbot, Chair LDMG
Cr Tony Wellington, Deputy Chair LDMG
Martin Drydale, Director Planning & Infrastructure
Ron Thomas, Disaster Management and Public Order Manager
Departments/Sections Consulted:
X Community Services X Planning & Infrastructure
X Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities Asset Design & Investigations
Asset Planning
Civil Operations
Environment
Executive Office X Corporate Services
Community Engagement Finance
Customer Service ICT
Executive Support Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 34 of 51
Section 35
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Libraries & Galleries
6 LIBRARIES & GALLERIES - UPDATE REPORT TO 31 MAY 2015
DOCUMENT INFORM AT ION
Author Libraries & Galleries Manager, Kerri Contini
Community Services Department
Index ECM/ Subject/ Libraries/ Library Management
Attachments Nil.
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Libraries & Galleries Manager to the Infrastructure and
Services Committee Meeting dated 23 June 2015 providing an update on the activities of the
Libraries & Galleries branch to 31 May 2015.
REPORT
The purpose of this report is to advise Council of the operational activities of the Libraries &
Galleries branch over the last four months and planned activities and initiatives for the next four
months.
The Libraries & Galleries branch consists of three operational units: Library Operations, Library
Collections and Services and Galleries; as well as the Libraries & Galleries Management unit.
Library Operations is responsible for Cooroy and Noosaville branch libraries and the Mobile
Library including staffing, facility maintenance, in-branch customer services. Library Collections
and Services is responsible for digital library services, collections, heritage, young people’s
services, programs, partnerships and marketing. Galleries is responsible for Noosa Regional
Gallery, Cooroy Butter Factory, exhibitions, programming, public art and the corporate art
collection.
In addition, the Libraries and Galleries teams work with other areas of Council to support their
delivery of programs and services eg Community Development and Community Facilities.
Libraries
1. Finance
Management of library services aims to responsibly balance community expectations and needs
with available resources. Council delivers library services from general ratepayer funds and an
annual grant from the State Library of Queensland. Services are further subsidised through
additional grants, sponsorship and contributions by volunteers and partnership agencies.
Page 35 of 51
Section 36
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Libraries 2014/15 - as at 31 May 2015
Actual YTD Budget YTD Variance YTD Budget Full Year
Total Revenue $289,175 $224,315 $64,861 $279,477
Total Expenditure $2,353,957 $2,594,296 $240,339 $2,844,661
Net Operating Surplus/Deficit -$2,064,781 -$2,369,981 $305,200 -$2,565,183
Depreciation $291,760 $291,760 $0 $316,278
Internal Charges $1,230,409 $1,230,310 -$99 $1,342,036
Total Surplus/Deficit -$3,586,950 -$3,892,051 $305,101 -$4,223,497
Libraries 2014/15 - as at 31 May 2015
$3,000,000
$2,000,000
$1,000,000
Actual YTD
$0
Total Revenue Total Net Operating Budget YTD
Expenditure Surplus/Deficit
$1,000,000
$2,000,000
$3,000,000
With eleven months of the 2014/15 financial year complete, the Libraries team budget is
$305,101 below the estimated budget position with revenue 29% ahead of projections and
expenditure 9.2% less than estimated.
Through the 2014 Libraries Service Review, a budget savings of $151,000 was required and this
has been achieved. The savings have predominantly been achieved through changes to casual
staffing, contract services, collections and programming.
The underspend in expenditure is primarily due to:
Underspend in employee costs due to several key vacancies remaining unfilled;
Underspend in building and facilities maintenance as we have been awaiting condition
assessments to determine priority areas for maintenance works;
Grant funding having been received but not yet expended; and
End of financial year collections items to be receipted and invoices processed.
General revenue in Libraries is $19,000 above estimated targets through increased promotion of
services such as printing and fee based programming to subsidise costs.
The Libraries team have been successful in seeking grant funding to support activities with
$108,000 being won in the last twelve months including $46,000 for a financial literacy program,
$14,481 for an ANZAC centenary project and $18,824 for a coding and robots project.
Page 36 of 51
Section 37
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Libraries had three capital works projects to complete in 2014/15.
Mill Place Boiler House Investigations revealed additional structural
– remedial works stage 2 problems not originally identified by engineer’s
report. Additional professional advice has been
received and priority remedial works being quoted.
Noosa Library Plumbing Substantially complete
– resolving drainage blockages
Cooroy Library Tactile Markers Complete
- removal and replacement
2. Customers
Overall Libraries usage is slightly down on last year with 94,858 people visiting Library facilities in
the Jan-Mar 2015 quarter compared to 98,386 people in the Jan-Mar 2014 quarter. Visitation is
particularly down on the Mobile Library with the cancellation of the Lake Macdonald stop and
mechanical issues preventing consistent service use.
Door Counts
3rd Quarter 3rd Quarter
Facility 13/14 14/15 Change
Noosaville Library 57,368 57,344 -0.04%
Cooroy Library 31,904 30,359 -4.84%
Mobile Library 9,114 7,155 -21.49%
Grand Total 98,386 94,858 -3.58%
70000
Facility Usage
60000
50000
40000
3rd Quarter 13/14
30000 3rd Quarter 14/15
20000
10000
0
Noosaville Library Cooroy Library Mobile Library
Overall library membership has increased with 34,932 people being active library members as at
31 May 2015, ie they have borrowed an item within the last twelve months. This is increased
from 29,554 at 31 May 2014.
Page 37 of 51
Section 38
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Library Loans
3rd Quarter 3rd Quarter
Facility 13/14 14/15 Change
Noosaville Library 104,183 99,326 -4.66%
Cooroy Library 41,945 37,292 -11.09%
Mobile Library 13,201 9,445 -28.45%
Grand Total 159,329 146,063 -8.32%
The Library collection currently holds 93,178 items. Lending of physical library items has
decreased considerably with an overall reduction of 13,266 items being lent in the Jan – March
2015 quarter compared to the same quarter in 2014. The reduction is due to the mobile library
being out of service, a shift to online e-resource usage and the impact of the downsized
collection which occurred in March/April 2014 following the separation of the Noosa collection
from Sunshine Coast.
There is an increasing demand for digital library services such as e-books and e-magazines. For
example, our e-book service, Wheelers, was introduced in July 2014. Its usage has steadily
increased and now averages 250 loans per month from a collection of 800 items. The library
service has just introduced a third ebook platform, BorrowBox, which provides a better range of
e-books and e-audiobooks.
Reaching existing and new library members in a challenge particularly as many library members
continue to receive Sunshine Coast Libraries promotional material which causes confusion.
Noosa Libraries however are receiving good coverage in local news media and maintaining a
strong social media presence. New social media platform, Instagram, is proving to be a
successful engagement and promotional platform, particularly with younger audiences, with 570
followers joined since the February launch.
Attendance at workshops and events remains high with 3,221 people attending a library program
in the Jan – Mar 2015 quarter. The program aims to meet community and corporate priorities and
supports the intellectual, educational and creative development across the region. Technology,
sustainable living and small business support remain very popular.
3. People
The current fulltime staffing equivalence for Libraries is 23.94 permanent establishment staff plus
an FTE of 1.4 in casual staffing. In addition they are supported by the two staff in Libraries &
Galleries management.
The ongoing vacancy in the Branch Librarian role is requiring other senior staff to manage dual
workloads and concentrate on day-to-day operational issues. This is delaying some larger pieces
of work.
Succession planning in key professional roles is a significant issue with a number of key
personnel having already retired or approaching retirement. To assist in developing future
leaders two staff were successful in being awarded places in State Library of Queensland’s
Library Leadership 2015 training program.
Volunteers are an important part of libraries’ service delivery and there are currently 227 active
volunteers working within Noosaville and Cooroy Libraries, undertaking a broad range of duties.
Page 38 of 51
Section 39
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
4. Systems & Processes
Libraries continue to look for new solutions to drive efficiencies in labour intensive or back-end
processes. For example, in March, Libraries successfully commissioned an online payment
platform for fee-based events. The payment platform links to the online bookings system so that
people can book and pay for events, workshops, annual fees and venue hire through the library
website. This reduces the workload and cash handling associated with manual payments.
The tender process for the management of the Espresso café at Cooroy Library has been
completed with United Synergies being awarded the tender. This will reduce an operational
burden from library staff and provide a greater community benefit.
5. Upcoming Priorities
The upcoming priorities of the Libraries teams include:
Commencement of the “Robots for Everyone” project with the Nao humanoid robot expected
in early July;
Formation of the Libraries Strategic Plan Reference Group;
Transition of the Cooroy Library café from staff operation to United Synergies;
Filling gaps in the library’s collection to better meet customer demands; and
Commencement of Noosa’s Best Start early literacy program which is being funded through
the Queensland Government.
Galleries
1. Finance
Management of gallery services aims to responsibly balance community expectations and needs
with available resources. Council delivers gallery services from general ratepayer funds. Services
are further subsidised through revenue, grants, sponsorship and significant contributions by
volunteers.
Galleries 2014/15 - as at 31 May 2015
Actual YTD Budget YTD Variance YTD Budget Full Year
Total Revenue $45,202 $30,873 $14,328 $33,680
Total Expenditure $499,300 $617,379 $118,079 $673,106
Net Operating Surplus/Deficit -$454,099 -$586,506 $132,408 -$639,427
Depreciation $18,013 $18,013 $0 $19,567
Internal Charges $11,000 $10,905 -$95 $11,791
Total Surplus/Deficit -$483,111 -$615,424 $132,313 -$670,784
Page 39 of 51
Section 40
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Galleries - as at 31 May 2015
$800,000
$600,000
$400,000
$200,000
Actual YTD
$0
Total Revenue Total Net Operating Budget YTD
$200,000 Expenditure Surplus/Deficit
$400,000
$600,000
$800,000
With eleven months of the 2014/15 financial year complete, the Galleries’ team budget is
$132,313 below the estimated budget position with revenue 46% ahead of projections and
expenditure 11.4% less than estimated.
The underspend in expenditure is primarily due to:
Underspend in employee costs due to a key vacancy remaining unfilled;
Underspend in programming and marketing due to absence of public programs officer; and
Underspend in materials and services particularly in building and facilities maintenance as we
have been awaiting condition assessments to determine priority areas for maintenance
works.
General revenue in Galleries is $14K above estimated targets through increased retail sales in
the gallery shop and increased commission on sale of exhibited artworks.
Galleries had two capital works projects to complete in 2014/15.
Noosa Regional Gallery Did not proceed due to quotation being well above budget
– disability access improvement
Cooroy Butter Factory Being undertaken internally – scheduled for coming 4
- condition assessment weeks
Page 40 of 51
Section 41
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
2. Customers
Gallery1 attendance remains relatively stable with just a slight 2.9% drop in visitors in the Jan-
Mar 2015 quarter compared to the same quarter last year. The drop in attendance is mainly due
to the two week closure of the gallery to undertaken internal maintenance works.
Gallery Attendance
10000
8000
6000
4000
2000
0
Noosa Regional Gallery
3rd Quarter 13/14 8679
3rd Quarter 14/15 8427
The Gallery has held 13 exhibitions over the four months to 31 May. Quality of exhibitions
remains high with the highlights being the Taste of Art, Joanna Bone and Salli Sixpence
exhibitions. The PopArt art series at the Cooroy Butter Factory has been very popular. The rolling
exhibition of pop up art studies, workshops and artists-in-residence has been developed in
conjunction with a collective of local artists and demonstrates the strength of local creative talent
and the benefit of having a facility to support these artists.
Event and workshop participation remains high with 17 public programs being held in the Jan –
Mar 2015 quarter and 330 people attending.
3. People
The current fulltime staffing equivalence for Galleries is 3.4 permanent establishment staff plus
an FTE of 2.3 in casual staffing. In addition they are supported by the two staff in Libraries &
Galleries management.
The Gallery has a current vacancy in the Gallery Programs Officer role.
Volunteers are an important part of galleries’ service delivery with 334 volunteer hours
contributed in the Jan – Mar 2015 quarter, undertaking a broad range of duties.
4. Systems & Processes
Awareness of the Gallery and exhibitions is a current challenge. Gallery staff are reviewing the
exhibition project plans to improve the quality and timing of marketing. The lack of visible signage
is a continuing problem with many potential visitors unable to locate the gallery. This problem is
compounded by the “Pelican Street” address whereby mapping apps direct people to Council
chambers. Staff are preparing an options paper to improve the situation.
1
Attendance figures are only for the Noosa Regional Gallery as the door counters at the Cooroy Butter
Factory have been faulty.
Page 41 of 51
Section 42
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Inadequate storage is an ongoing issue for the Gallery, both in terms of storing touring exhibition
crates and works and appropriately storing the corporate art collection.
The review of the Cooroy Butter Factory has been completed with Council endorsing a shift to a
community management model. To finalise this transition Council staff are working with the
Cooroy Lower Mill Board to develop a Butter Factory business plan. A first draft of this plan is
due for completion by the end of July 2015.
5. Upcoming Priorities
The upcoming priorities of the Galleries team include:
Delivery of the Floating Land 2015 exhibitions and events;
Transition of the Butter Factory from Council operation to community operation under the
Cooroy Lower Mill Board;
Completion of the Gallery website; and
Review of the Sunshine Coast Council Public Art Policy and its application to Noosa Council.
Previous Council Consideration
Nil.
Finance & Risk
Refer to Finance sections in main body of report.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Management Accountant, Finance Branch
Departments/Sections Consulted:
X Community Services Planning & Infrastructure
Disaster Management & Public Order Building & Plumbing Services
Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities Asset Design & Investigations
Asset Planning
Civil Operations
Environment
Executive Office X Corporate Services
Community Engagement X Finance
Customer Service ICT
Executive Support Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 42 of 51
Section 43
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Waste & Environmental Health
7 COMMUNITY SERVICES CUSTOMER REQUEST MANAGEMENT STATUS - 1
JANUARY 2015 TO 30 APRIL 2015
DOCUMENT INFORM AT ION
Author Waste and Environmental Health Manager, Wayne Schafer
Acting Public Order Manager, Phil Amson
Index ECM/ Subject/ Community Services
Attachments Nil
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Waste and Environmental Health Manager and the Acting
Public Order Manager to the Infrastructure & Services Committee Meeting dated 23 June 2015
detailing the current Customer Request Management statistics and processes for responding to
requests in the Environmental Health, Waste and Local Laws sections.
REPORT
The purpose of this report is to update Council on the current request statistics and processes for
Environmental Health, Waste and Local Laws sections.
1. Environmental Health
The Environmental Health section consists of Vector Control, Pest Plant Management, Wild
(Feral) Animal control, Cemeteries and Environmental Health. Consequently a wide range of
customer requests are received.
The request categories for the Section are:
Public Health
Accommodation Parks Light
Air Mosquito
Asbestos Needle
ERA Noise
Fishkill Skin Penetration
Food licence Vermin & rodents
Food poisoning Water
Food Premises/Hygiene Water Quality
Food recall
Animals
Feral animal on public land
Wildlife - deer, feral cats, foxes, Indian Myna, pigs
Wild Dog
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Section 44
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Weeds
Noxious
Cemeteries
Enquiry
Maintenance
The amount of time to investigate and resolve complaints with these areas can vary considerably
depending on the nature of the issue For example Feral Animal, Declared Plants and Noise
complaints can all take weeks to resolve and consume days of an officer’s time, whilst other
inquiries may be resolved with a phone call or by using standard toolbox response letters.
Process
When a complaint is received for odour, dust, light, noise, and smoke issues the responsible
officer:
Calls the complainant to substantiate the complainant, including confirmation of the alleged
offenders address;
Requests the department administration officer to send a standard toolbox letter to the
alleged offender advising that a complaint has been received, the nature of the complaint and
a request that the matter be resolved;
Another letter is sent to the complainant advising them of the action taken and requesting that
if the matter is not resolved within 14 days they contact Council again; and
The initial customer request is then closed.
Complaints about food premises or alleged food poisoning incidents are dealt with as follows:
The responsible officer conducts an urgent inspection in consultation with the proprietor;
If illness is involved the methodology of storing and preparing food is examined and if
samples of food are available they may be taken for testing to link pathogens with alleged
food poisoning incident. (Often there is no residual food available);
The complainant is contacted for further information about what has been consumed, how
many persons consumed similar food, period of onset of symptoms etc;
Notices are served if the inspection reveals structural deficiencies, storage temperatures or
food handling techniques requiring rectification of deficiencies;
If the offence can be proved and deliberate neglect is involved the offender may receive an
infringement notice;
A report is compiled and placed on the food premise file with a copy sent to Qld Health if they
originated the complaint; and
The customer request is closed.
Complaints from Qld Health about breaches of the Health Act received by the Department are
dealt with
An officer conducts an investigation into the alleged breach;
Action is taken to rectify the breach if it exists, often in the form of a notice issued under the
Health Act or Health Regulation;
A report is prepared for Qld Health advising of the investigation conducted and the findings of
the investigation and any action taken to rectify the offence; and
The customer request is closed.
Page 44 of 51
Section 45
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Customers who have problems with feral animals or noxious weeds sometimes call field officers
direct and these requests are not always recorded.
This issue is being addressed to ensure that customer request data is more accurate in the future
and also that by ensuring the “Toolbox” initial response thereby creating some efficiencies and
improved customer service.
Customer request data is shown in the below table and graph for further information.
Table 1
January February March April 2015
2015 2015 2015 Total
Total Total Total
Requests received during the month 110 112 156 106
Requests completed during the month 106 110 144 103
Current (less than 30 days old) 2 0 3 7
Older than 30 days but less than 60 days 1 2 0 3
Older than 60 days but less than 90 days 1 1 2 2
More than 90 days old 0 1 1 1
Graph showing Environmental Health Service Requests
180
160
140
120 Current <30 days
>30 days <60 days
100
>60 days < 90 days
80 > 90 days
60 Received
Completed
40
20
0
Jan-15 Feb-15 Mar-15 Apr-15
2. Waste Management
Waste Management Section is responsible for collection of solid waste, garden waste,
recyclable waste, collection of liquid Waste (Holding Tanks), operation of Eumundi Rd Landfill
and two rural transfer stations, recovery and recycling of valuable resources such as concrete,
metals and mulch from garden waste.
Page 45 of 51
Section 46
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
The Waste Management Business Unit operates primarily through contracts with external service
providers. It is arguably the most visible customer interface with the public of all council services,
collecting waste from nearly every property within the Noosa Shire, either weekly or more
frequently. Given this public interface, excellent customer service and highly reactive response
times are a critical aspect of waste management.
The customer service request categories for Waste Management are detailed below:
Charges Holding Tanks
Contractor Landfill/Transfer Station
Damaged/Missed bin Littering <200Litres
Dog bags Service – Extra
Dumping – Garden Waste Service – Missed
Dumping >200Litres Service – Modify
Hazard/Contamination Service – New
Process
When a request is received the request type determines the action taken:
Damaged/missed bins are marked completed immediately they are sent to the contractor as
mentioned below;
Requests about services are immediately referred to the appropriate contractor and marked
as actioned when the contractor informs Council of the action taken, (i.e. Waste and Holding
Tanks requests). Where necessary, charges are invoices through rates for changes to
service levels and the request is marked completed;
Dumping and littering complaints are actioned by the Waste Collection Officer who
endeavours to locate the offender if sufficient evidence exists; the offender removes the
waste and receives an infringement notice. If no offender is traced the waste is removed and
if considered necessary surveillance equipment installed for future offences. This can
sometimes result in increased time to action requests while investigations are being
conducted;
Complaints about charges and Council’s contractors can be complex and require
investigation, particularly where charges are in dispute. These often require the manager to
intervene;
Hazardous waste/contamination and asbestos related requests are actioned immediately by
the appropriate waste staff member as the issues may be serious; and
Dog bag requests often relate to no bags left in the dispenser and Local Laws patrol officers
are informed of these requests and respond to these quickly. More complex requests eg for
an additional dispenser, will take longer to respond to as an assessment on need and usage
by residents needs to be undertaken.
The following Table 2 details the number of service requests by service type received and
completed during the months of January to March 2015.
Page 46 of 51
Section 47
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Table 2.
Waste Service Requests January 2015 February 2015 March 2015 April 2015
by Type Received Completed Received Completed Received Completed Received Completed
Charges 7 8 7 6 6 3 10 17
Contractor 13 14 6 12 13 9 9 11
Damaged/Missed bin 177 179 147 147 161 161 128 128
Dog bags 3 2 2 2 1 1 0 3
Dumping – Garden Waste 1 3 0 1 2 0 0 2
Dumping >200Litres 17 22 9 6 25 13 12 26
Hazard/Contamination 2 1 3 4 0 0 5 5
Holding Tanks 5 2 4 2 4 3 7 15
Landfill/Transfer Station 2 0 1 2 0 0 3 4
Littering <200Litres 6 6 12 8 15 5 6 21
Service – Extra 71 71 17 17 27 27 34 34
Service – Missed 136 136 54 54 62 62 61 61
Service – Modify 36 38 27 27 22 19 17 21
Service – New 94 95 73 72 106 94 71 86
The high number of customer requests in January is typical of holiday season when
accommodation premises request changes to waste collection service entitlements or additional
services to cope with waste generation during these busy times.
Dumping >200 litres and Littering <200 litres refers to illegal dumping of waste in the open
environment. These typically take some time to obtain evidence and pursue offenders if sufficient
evidence exists, a time consuming but essential exercise. These requests are not closed off until
the offender is issued with an infringement notice or other action. They are only closed off when it
is impossible to identify or locate the offender.
A significant number of customer requests fall into the category of damaged/missed bin. On
many occasions a missed bin is not missed by the contractor, the owner has failed to present the
bin for collection by the required collection time. When a service request is this category is
received it is passed on to the contractor immediately and the request is automatically marked off
as completed. It is only on very rare occasions that the contractor fails to satisfy the request.
Automatically recording these requests as actioned saves a significant amount of administrative
time. If the requests were individually followed up additional staff resources would be required to
undertake this function.
A summary of the number of service requests outstanding for significant periods of time are
detailed below in Table 3.
Table 3.
Outstanding Waste Service Requests January February March April
2015 2015 2015 2015
Total Total Total Total
Request’s received during the month 570 362 444 363
Request’s completed during the month 577 360 397 434
Older than 30 days but less than 60 days 0 0 0 0
Older than 60 days but less than 90 days 0 0 0 0
More than 90 days old 0 0 0 0
Page 47 of 51
Section 48
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Graph showing outstanding waste service requests.
700
600
500
Current < 30 days
400 > 30 <60
>60 <90
300 >90
Received
200
Completed
100
0
Jan-15 Feb-15 Mar-15 Apr-15
3. Local Laws
The Local Laws Section has responsibility for the regulatory component of Council’s Local Laws
and relevant State Acts; particularly those relating to animal management, parking, local laws
and illegal camping. It also assists other sections (Waste, Planning, Property & Facilities) with
compliance and prosecution activities.
The requests categories for the branch are as follows:
Aggressive/menacing dogs Overgrown/unsightly
Attack on animal Illegal camping
Attack on person Abandoned vehicles
Provision of cat traps Commercial use of Public Land
General Event monitoring
Additional animals permit Busking
Barking complaints Investigations and prosecution
Straying/nuisance Illegal tree removal on public land
Containment Litter and dumping
Beach/park patrols Impounding (illegal signs)
Animal noise Regulated Parking
Livestock control
Page 48 of 51
Section 49
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Statutory Obligations
The Section has obligations to provide service under the following legislations:
Local Government Act 2009 Neighbour Dispute (Dividing Fences and
Local laws Trees) Act 2011.
Subordinate Local laws Qld Civil and Administration Tribunal Act
Acts Interpretation Act 1954 2009
Transport Operations (Road Use Right to Information Act 2009.
Management) Act 1995 State Penalties Enforcement Act 1999
Animal Management (cats & dogs) Act Transport Operations (Marine Safety) Act
2008 1994
Environment Protection Act 1994 Waste Reduction & Recycling Act 2011
Information Privacy Act 2009 Disaster Management Act
Land Protection (Pest & Stock Route Invasion of Privacy Act 1971
Management) Act 2002.
Process
All reactive tasks undertaken in the unit are captured in the Customer Request Management
(CRM) system and allocated to officers by administration staff. The distribution of jobs is
determined by the working area assigned to each field officer, there are currently three working
areas across the shire – coastal, central and hinterland. Each area has approximately the same
workload although from time to time there are spikes in complaints in each area.
Officers rotate areas every 6 months, this change to the work area allows them to be familiar with
all types of complaints and all areas of the shire and helps to deliver a consistent approach
across the Shire.
There are currently a total of 151 active requests in the system for the branch.
Timelines
Timelines to manage each type of complaint have been formulated based on experience in the
field and customer expectations. Depending on the type of request these timeframes vary based
on the level of activity/investigation required.
Some key timelines include the following:
Activity Time line to start Timeline to finish
Dog barking 2 days from complaint lodgement – 14 days to complete the task
first complaint
Dog attack Immediately if the dog is still in the These matters could take up to
area and poses a risk. 8 weeks to complete
Otherwise within 24hrs or next investigation then depending
working day. on time for legal process.
Dog pick up Same day or asap the next working Same day or when picked up
day if reported at night
Abandoned vehicle Within 2 days unless dangerous then Completed with 7 days of
as soon as possible commencement
Stock on roads Attend immediately Depending on circumstances
up to 28 days to fence or
dispose of beasts.
Parking Daily inspections commencing 8.30
- 4.30 seven days per week
Parking complaints
Dangerous/unsafe situation Immediate response Completed within 24 hours
All other complaints
Attended within 48 hours Completed within 7 days
Page 49 of 51
Section 50
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
In a recent status report on outstanding requests for the Section, some 39 CRMs have been
identified as overdue. In the week since this report was run, 35 of those requests have now been
finalised. Of the remaining four, two are awaiting prosecution for animal matters and the
remaining two involve the responsible Officer working with old or infirmed customers to achieve
the desired outcome.
The graph below depicts the number of overall requests received per month, from January to
April 2015. This represents a total of 1,034 requests. Of these requests 974 have been finalised
and 60 are currently active.
300
250
200
Requests
150 Closed
100 Current
50
0
Jan-15 Feb-15 Mar-15 Apr-15
Previous Council Consideration
Nil.
Finance & Risk
Nil
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil
Page 50 of 51
Section 51
INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA 23 JUNE 2015
Departments/Sections Consulted:
X Community Services Planning & Infrastructure
X Disaster Management & Public Order Building & Plumbing Services
X Waste & Environmental Health DA Planning
Community Facilities Strategic Land Use Planning
Cultural Facilities Asset Design & Investigations
Asset Planning
Civil Operations
Environment
Executive Office Corporate Services
Community Engagement Finance
Customer Service ICT
Executive Support Procurement & Fleet
Governance Property & Facilities
Human Resources Revenue Services
Page 51 of 51