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2022-08-09 Services & Organisation Committee Agenda
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AGENDA
Services & Organisation
Committee Meeting
Tuesday, 9 August 2022
commencing at 1.30pm
Council Chambers, 9 Pelican Street, Tewantin
Committee: Crs Joe Jurisevic (Chair), Amelia Lorentson, Clare Stewart, Frank Wilkie
“Noosa Shire – different by nature”
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Full text of the other 70 sections
Section 2
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
TABLE OF CONTENTS
ITEM PAGE
1. ATTENDANCE & APOLOGIES 3
2. CONFIRMATION OF MINUTES 3
3. PRESENTATIONS 3
4. DEPUTATIONS 3
5. REPORTS FOR CONSIDERATION OF THE COMMITTEE 4
1 T000061 – TRAIL 5 DESIGN AND CONSTRUCT TENDER AWARD 4
2 TREE MANAGEMENT ON PUBLIC LAND POLICY 11
3 COUNCILLORS’ EXPENSES REIMBURSEMENT AND PROVISION OF FACILITIES
POLICY 43
4 AMENDMENT OF GENERAL COMMITTEE MEETING & ORDINARY MEETING
DATES OCTOBER 2022 52
6. REPORTS FOR NOTING BY THE COMMITTEE 55
5 CAPITAL PROGRAM DELIVERY STATUS – 30 JUNE 2022 55
6 NOOSA HOLIDAY PARKS UPDATE REPORT TO 30 JUNE 2022 64
7. CLOSED SESSION 71
Page 2 of 71
Section 3
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
1. ATTENDANCE & APOLOGIES
2. CONFIRMATION OF MINUTES
The Minutes of the Services & Organisation Committee Meeting held on 12 July 2022 be
received and confirmed.
3. PRESENTATIONS
Nil.
4. DEPUTATIONS
Nil.
Page 3 of 71
Section 4
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
5. REPORTS FOR CONSIDERATION OF THE COMMITTEE
1 T000061 – TRAIL 5 DESIGN AND CONSTRUCT TENDER AWARD
Author Project Manager, Aiden Flannery
Infrastructure Services Department
Index ECM/ Project & Contract / T000061 Trail 5 Design & Construction /
Reports to Council
ECM/Subject / Contracting / Tenders
Attachments 1. Evaluation Spreadsheet
EXECUTIVE SUMMARY
This report provides a tender evaluation summary and recommendation to award the contract
to Wilson Family Trust trading as Trailworx to carry out the Trail 5 Design & Construction works.
In accordance with Council Procurement Policy and procedure, an Invitation to Tender
(ITT) was initiated and one response, with the compliant responses considered for further
assessment.
This tender is considered advantageous to Council as the Contractor is a specialist in trail
design and construction, is local owned and operated and presents value for money.
The project is 95% funded by the Queensland Reconstruction Authority through the Local
Economic Recovery (LER) program with Council contributing the remaining 5%. The
tender price is within the allocated budget.
RECOMMENDATION
That Council note the report by the Project Manager to the Services & Organisation Meeting
dated 9 August 2022 and:
A. Award Contract T000061 for the design and construction of the Trail 5 upgrade works to
Wilson Family Trust t/a Trailworx for the lump sum price of $714,000 excluding GST; and
B. Approve expenditure under this Contract up to $800,000 excluding GST, including
contingency spend.
REPORT
1. Project Background
Following the development of the Noosa Trails Network Masterplan, $1.61 million in State grant
funding was awarded through the Local Economic Recovery (LER) program for the upgrade of
the Cooroora Trail (formerly known as Trail 5). The upgrade works generally consist of:
Remediation/ upgrade of the existing trail network linking Pomona to Cooran via Tuchekoi
National Park (primarily Trail 5);
Revised directional trail signage; and
Upgrades to trail hub facilities, horse yards, and parking to provide a better user
experience and improve bush fire resilience.
The project consists of the following stages with the current status noted:
Page 4 of 71
Section 5
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Cost
Stage Description Timing Status (%)
to Date
Aug –
Detailed Trail Audit 100%
Nov 2021
Cultural Heritage &
Environmental Dec 2021 - May
100%
Assessments & 2022 $150,000
Planning Reporting
Signage Manual
Oct 2021 – Jul 2022 95%
Update
QPWS
Aug 2021 – Jul 2022 90%
Consultation
Trail Hub Design Apr 2022 – Jul 2022 90% $30,000
Trail Hub ITQ
Aug 2022 – Nov 2022 Design
Construction scheduled
Design & Cooran Horse $120,000
Construction May 2022 – Sep 2022 75%
Yards
Trail 5 Design & For
Construct Aug 2022 – Dec 2022 This Contract Approval
Contract
Total to date $300,000
2. Budget
The overall budget for this project, under the Queensland Reconstruction Authority’s (QRA)
Funding Agreement, is as follows:
Summary Financial Details Amount (Excl. GST)
Disaster Recovery Funding Arrangements (DRFA)
$1,610,725
Category D, 201 Queensland Bushfires Local Economic Recovery Program
Recipient Contribution (Council) $70,000
TOTAL $1,680,725
3. Tender Process
Due to the budget for the trail upgrade works being greater than $200,000, staff prepared and
called for public tenders in accordance with the Local Government Act 2009. Tender T000061
was released via VendorPanel on 6 June 2022, and advertised on Council’s website on 1 June
2022 and within Noosa Today on 3 June 2022. The tender closed on 28 June with one (1)
conforming submission received.
4. Tender Assessment
The tender evaluation panel undertook an assessment using the following evaluation criteria
and weightings:
Evaluation Criteria Weightings
Price 35%
Capability & Resourcing 10%
Contract Experience & Capacity 10%
Page 5 of 71
Section 6
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Evaluation Criteria Weightings
Methodology & Quality 25%
Health & Safety 10%
Environment & Sustainability 5%
Contribution to Local Economy 5%
Note: Attachment 1 presents the evaluation outcome of the conforming submission against the
above criteria.
The tender evaluation panel completed the evaluation process and considered that the
Trailworx tender will deliver value for money for Council.
5. Program & Next Steps
Trailworx propose to commence detailed design immediately in August with Practical
Completion towards the end of December 2022 inclusive of a wet weather allowance. Trailworx
construction program duration is 14 weeks.
6. Construction Management & Inspections
The current delivery model has Council undertaking the project management and
superintendent roles. Council resourcing to support the project are in place with specialist
consultants available to provide technical advice and inspections if necessary.
Previous Council Consideration
Nil
Finance
This contract represents a major component of the project works with the contract value just
under 50% of the total project budget. The total estimated project cost is within the funding
agreement allowance and there will be no requirement to cashflow the costs.
As per the milestone payments nominated in the Funding Agreement, the first milestone
payment of $483,217.50 (ex GST) has been invoiced and paid to Council. Council may submit
multiple payment claims progressively throughout the project to a value of 90% of the funding
agreement under milestone 2.
The total cost estimate is as follows:
Item Budget (Excl. GST)
Planning $246,500
Trail Hub Design $23,000
Procurement $9,000
Project Management including specialist consultants $172,000
Cooran Horse Yards $120,000
Trail Hub Upgrades $250,000
Trail 5 D&C (This contract) $714,000
Signage Design and Manufacture $45,000
SUB-TOTAL $1,572,500
Budget $1,680,725
REMAINING BUDGET – Contingency Against the Funding Agreement $108,225
Page 6 of 71
Section 7
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Risks & Opportunities
Finance Risks Mitigation
Final contract value exceeds budget. Risk partly mitigated by a lumpsum contract.
Contingency using the original estimate under the Funding
Agreement is at 6% or $108,225. The project scope is
flexible under the funding agreement and can be reduced to
fit within the budget if required.
Time (program) risks Mitigation
Delays in receiving authority to Council have submitted a preliminary application which has
undertake works within National Park been reviewed by DES. Following completion of an
(resource permit) from Dept of Environmental Management Plan by the contractor, Council
Environment and Science (DES) will resubmit the final application. This will reduce processing
lead to the project exceeding the time.
funding agreement timeframes.
Design and construction delays lead The construction program provided by Trailworx includes wet
to the project exceeding the funding weather allowance.
agreement timeframes.
Trailworx is highly skilled in designing and constructing trails
and have extensive experience working for Queensland
Parks and Wildlife Service and Local Governments.
Safety Risks Mitigation
Trailworx fails to ensure the work is Trailworx will be appointed as the Principal Contractor
conducted safely and in accordance responsible for workplace health & safety for the site.
with minimum standards.
Prior to commencement of construction, Trailworx
management plans, Safe Work Method Statements, Job
Hazard Analysis (or similar) and other documentation will be
submitted, reviewed, and accepted by Council.
Council will undertake surveillance, regular safety audits and
inspections throughout the construction period.
Scope & Quality Risk Mitigation
The Contractor fails to construct the Trailworx is highly skilled in designing and constructing trails
scope of work to the minimum and have extensive experience working for Queensland
standard. Parks and Wildlife Service and Local Governments.
The quality of workmanship in the field will be monitored with
regular Council surveillance with availability of technical
support from the trail consultant if required.
Resource Risk Mitigation
Scope, quality, safety, and program Trailworx have nominated a highly capable team for this
are affected due to resource project and can add additional and appropriately skilled
shortages. resources as required.
Council can engage the trail consultant responsible for the
Trail Masterplan to attend inspections if required.
Consultation
External Consultation - Community & Stakeholder
The planning phase of the project included several meetings with an external project reference
group. The group included representatives from tour operators, event managers, various user
Page 7 of 71
Section 8
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
groups, local businesses and assocations. A community pop up was planned for the Pomona
Markets to showcase the concept upgrade plan alongside the Noosa Biosphere Trails
Implementation plan however due to covid restricitions this was cancelled. The information has
since been included on Noosa Council’s Trails webpage accompanied by a Facebook post.
A media realease is planned to coincide with the Design and Construct Contract Tender award
providing information on trail closures, construction program and an update on the Noosa
Biosphere Trail Masterplan Implementation. Trail 5 will generally be closed to the public for the
duration of construction, which is forecast from mid September through to mid December. The
Contractor will ensure all planned events (such as the Great Noosa Trail Walk) will have full
access to the trail network and will be able to utilise the trail alignment in a safe manner.
Internal Consultation
The planning phase of the project includied internal consultation with a project control group
which included appointed Councillors.
Corporate Services (Procurement)
Infrstructrue Servcies (Infrastructrue Planning, Design and Delivery)
Departments/Sections Consulted:
Chief Executive Officer Community Services x Corporate Services
Executive Support Director Director
Community Development Financial Services
Community Facilities Fleet
Libraries & Galleries ICT
Local Laws x Procurement
Waste & Environmental Health Property
Revenue Services
Executive Services Environment & Sustainable Development x Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning x Infrastructure Planning,
Design and Delivery
Page 8 of 71
Section 9
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 1
Page 9 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 1
, Final Evabuation
NOOSA SHIRE COUNCIL = Weighted Attribute Evaluation Spreadsheet - Final Evaluation (V.14-Dec-2021)
hevteaernngtenen
Conforming and Alternate Tenders Only 1 2 3 4 s 6 7 a 3 10 |
Austratian Business Number (ABN) —— eeconomees |
Name of Tenderer (Respondent) Mien tae
$e per eepmntent Daten ee a ee) “Wa Tretworn . ,
Date of Submission (as per VendorPanel) —— BBtuneaz
18 Brookland Read
Business Registered Address (City/State Only) Tewontin
ender Price (Exc GST) ra 7) te 114,000.00 | ¢ e : $ 5 ms A
Price (Inell GST) - $ 735,400.00 $ i ¢ » € “ $ ;
orrect: fC a bes (excl ast) ; My aos x ‘ ‘4 , 5 ) > > q , >
con or Alternate
. Price Adjustments (Exc! GST) 4 Bs 4 $ S$ va be $ $ $ : “ES °
Price (Excl GST) After Corrections / Clarifications = ea iy |
dtm oo ein irs. tS |* 734.09000 | | | |
Price Varianes % from Lowest Price 0.0% |
AA eee? | | a | Se ir
Price Variance from Median | $0.00 | |
De tee eee Saat Ss : 1
5 1 1 1 23 8 1003 1696 90 2 22 =
5 1 1 1 23 9 1203 1697 126 3 23 nee
5 1 1 1 23 10 1368 1698 66 8 31 LTT
5 1 1 1 23 11 1594 1698 39 17 16 =r
5 1 1 1 23 12 1674 1696 45 3 0 Ts
5 1 1 1 23 13 1743 1698 76 6 36 ETI
5 1 1 1 23 14 1848 1696 33 13 34 eee
5 1 1 1 23 15 1929 1696 1 8 51 a
5 1 1 1 23 16 1971 1688 35 28 38 al
5 1 1 1 23 17 2084 1695 103 38 50 pe
5 1 1 1 23 18 2204 1697 61 2 21 ——¥-
5 1 1 1 23 19 2325 1695 52 12 31 ar)
5 1 1 1 23 20 2456 1704 6 3 29 =
5 1 1 1 23 21 2486 1695 53 15 0 Ti
5 1 1 1 23 22 2565 1696 55 11 0 1-
5 1 1 1 23 23 2647 1693 96 11 8 SI
5 1 1 1 23 24 2758 1694 10 25 0 T
5 1 1 1 23 25 2810 1694 69 6 0 =e
5 1 1 1 23 26 2915 1694 7 27 51 =
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5 1 1 1 23 28 3053 1693 24 8 14 a
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5 1 1 1 23 30 3159 1693 27 7 33 Be
4 1 1 1 24 0 276 1718 2922 43 -1
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5 1 1 1 24 2 334 1714 63 62 40 ere
5 1 1 1 24 3 434 1718 166 24 8 hfe
5 1 1 1 24 4 535 1714 63 62 41 ee
5 1 1 1 24 5 618 1714 94 62 11 ree
5 1 1 1 24 6 704 1722 145 35 38 ee
5 1 1 1 24 7 1025 1718 241 43 14 Oey
5 1 1 1 24 8 1288 1741 3 4 12 ah
5 1 1 1 24 9 1333 1742 8 13 2 De
5 1 1 1 24 10 1362 1721 42 36 12 ape
5 1 1 1 24 11 1470 1751 85 6 27 rd
5 1 1 1 24 12 1582 1727 142 28 18 eS
5 1 1 1 24 13 1754 1752 48 3 33 er
5 1 1 1 24 14 1883 1747 9 4 10 RIE
5 1 1 1 24 15 1951 1739 93 13 9 eke
5 1 1 1 24 16 2054 1740 99 13 20 |S
5 1 1 1 24 17 2214 1708 32 62 23 ee
5 1 1 1 24 18 2359 1718 65 34 41 A
5 1 1 1 24 19 2444 1723 3 2 24 es
5 1 1 1 24 20 2537 1719 2 4 14 aay
5 1 1 1 24 21 2557 1719 95 31 5 4a
5 1 1 1 24 22 2674 1721 176 29 16 Snel
5 1 1 1 24 23 2757 1708 11 62 31 |
5 1 1 1 24 24 2861 1724 64 26 25 SNL
5 1 1 1 24 25 2937 1719 69 43 23 IY
5 1 1 1 24 26 3020 1741 48 6 8 ey
5 1 1 1 24 27 3082 1727 34 18 24 oes
5 1 1 1 24 28 3123 1723 15 24 4 oP
4 1 1 1 25 0 284 1762 2940 51 -1
5 1 1 1 25 1 284 1786 49 9 90 shortlist
5 1 1 1 25 2 370 1776 61 28 25 (Y/N)
5 1 1 1 25 3 1031 1812 3 1 34 me
5 1 1 1 25 4 1100 1774 37 44 6 Diy
5 1 1 1 25 5 2074 1764 1 44 91 |
5 1 1 1 25 6 2305 1764 1 24 90 |
5 1 1 1 25 7 2534 1764 1 24 89 |
5 1 1 1 25 8 2990 1772 3 32 51 |
4 1 1 1 26 0 1944 2288 257 44 -1
5 1 1 1 26 1 1944 2288 106 44 95 Page
5 1 1 1 26 2 2064 2288 23 35 95 9
5 1 1 1 26 3 2103 2288 42 35 95 of
5 1 1 1 26 4 2159 2289 42 33 95 71Section 10
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 10 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Final Evaluation
PART A- Non price elements. ere
WILSON FAMILY
Evaluation Criteria Weighting (%)} Weighted Sezer Woighted Scnew Weighted Scare Weighned Score Weighed Score Weighted Scare Weighted Sore Weighaed Score Weighted Scare Weighted S09 00
ity and Resourcing 10% 821 0,00 0.00 0.00 0,00 0.090 0.00 0.00 0,00 0,00
Experience & Capacity 10% 7.38 0,00 0.00 0.00 0,00 0.00 0.00 000 0.00 0.00
/ Quality | 25% 16.18 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0,00 0,00
& Safety 10% 6,00 0,00 0.00 0.00 0,00 0.00 0,00 0.00 0.00 0.00
int and Sustainability 5% 3.11 0,00 0.00 0.00 0,00 0.60 0,00 000 0.00 0.00
tion to Local Economy s% 3.70 0.00 0.00 0.00 0.00 ooo 0.00 0.00 0.00 0.00
ox 0,00 0.00 0.00 0.00 0.00 0.00 0.00 000 0,00 0.00
‘Total Technical Score 65% 44,58 0.00 0.00 0.00 0.00 0.00 a.00 0.00 0.00 0.00
Normalised Technical Score (Tn) 65.00
PART 8 - Price element (Based on Avera) ener
WILSON FAMILY
Total Fees (Pc) 35% $714,000.00
Price Score 100 o 0 0 0 o © 9 o o
Normalised Price Score (Pn) 100 0 0 0 0 0 0 0 o 0
Weighted Price Score (Pw) 35.00
Total Score of price and non price elements 100.00
Ranking
The Assessment Panel confirms the above scores and woightings of this evaluation and confirms the evaluation has been conducted in accordance with the Procurement Plan
Assessment Panel Position Tithe Initiats Signature
Evaluation Panel Chair & Assesment Panel Member 1 Alden Flannery AF % ; 1 —
Assesment Panel Member 2 Mitch Turner | mT x
Assesment Panel Member 3 Peter Robinson | PR 8 KBE
Assesment Panel Member 4 Alistair Henchman a Bel
Assesment Panel Member 5 0 8
Page 10 of 71Section 11
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
2 TREE MANAGEMENT ON PUBLIC LAND POLICY
Author Matt Hansen – Parks & Gardens Coordinator
Civil & Asset Operations Branch, Infrastructure Services Department
Index ECM/ Subject / Governance & Executive / Council Policies
ECM/Subject / Environmental Management / Vegetation
Attachments 1. Tree Management on Public Land Policy
2. Community Survey Response Report
3. Guiding Principles for Tree Management
EXECUTIVE SUMMARY
The existing Tree Management on Public Land Policy was adopted in June 2018. This policy
has been reviewed and the proposed revisions include a number of amendments which are
intended to better define Council’s position regarding tree management on Council controlled
land.
Community consultation on the draft policy amendments via a survey which received 98
responses. The comments received from the survey have informed the final policy.
RECOMMENDATION
That Council note the report by the Parks & Gardens Coordinator to the Services & Organisation
Committee Meeting dated 9 August 2022 and adopt the revised Tree Management on Public
Land Policy provided at Attachment 1.
REPORT
Trees form a major element of the urban and rural landscape in Noosa Shire and provide a
range of benefits apart from their visual amenity including improving air quality, stormwater
management and energy reduction as well as providing homes and food for our local wildlife.
The intent of the Tree Management on Public Land Policy (Attachment 1) is to ensure that trees
on public land are managed in a consistent, transparent and sustainable manner, in accordance
with all relevant legislation and are recognised and treated as valuable assets of the community,
whilst balancing the risks associated with trees which require management.
The table below shows a summary of the changes incorporated in the revised policy.
Section Heading Summary of Changes
Purpose No change.
Scope Changes have been made to the listing of land types and tenures for
which the policy does not apply including:
• Additional text about property owner responsibility to identify their
property boundary
• “Plants identified under the Noosa Council Pest Management
Plan” has been replaced by “Plants identified under the Noosa
Biosecurity Plan 2020”
• Addition of “Trees on roads controlled by Queensland Department
of Transport and Main Roads”
• Addition of “Nature Conservation Act (1992)” with regard to
vegetation regulation
Page 11 of 71
Section 12
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Section Heading Summary of Changes
Policy Background and Addition of “trees provide social, cultural, economic and environmental
Context benefits” to give more context.
Addition of a paragraph introducing and summarising the Guiding
Principles operational document and how it applies to informing tree
management decisions.
Policy Objectives A following objectives have been modified:
• Addition of “best practice” into the second objective, as well as
reference to the Guiding Principles
• Addition of “consistent with relevant Australian Standards” into the
fourth objective
• Addition of “planting in a suitable location” into the fifth objective
• Addition of “acknowledge, maintain and protect trees” into the
seventh objective
Dealing with Requests for A number of points have been added or modified to the list of type works
Tree Pruning and that Council may agree to, including emphasis and inclusion of the
Removal phrase “dead, dying and dangerous” as well as inclusion of works in
roadside management zones.
A number of points have been added or modified to the list of type works
that Council will not agree to, including removals for personal
preference, termites, TV, radio or satellite reception. In addition
modification to better justify existing points around trees with large
branch failure history, evidence required for claims of tree root damage
to private property infrastructure, and trees causing allergies or health
issues.
Replacement Trees and Added text to this section which outlines an offset tree register being
Offsets kept.
Also text added outlining that residents are not to plant trees on the road
reserve, which eliminates the “wrong tree in the wrong location” issue.
Roles and No change.
Responsibilities
Definitions No change.
Relevant Legislation / No change.
Standards
Previous Council Consideration
Ordinary Meeting, 21 June 2018, Item 3, Page 21
That Council note the report by the Civil Operations Manager to the Services & Organisation
Committee Meeting dated 12 June 2018, repeal the current Tree Management on Public Land
Policy, and adopt the revised Council Policy – Tree Management on Public Land as set out in
Attachment 1 to the report with an amendment to the Policy Objectives, item 5 to read as follows:
5. Where it is unavoidable that trees are to be removed from public land, Council will
arrange an offset planting.
Finance
There are no costs associated with the implementation of the updated policy.
Risks & Opportunities
The intent of the policy revisions are to provide additional clarification on Council’s position
relating to tree related issues. This will assist tree management staff when responding to
customer requests.
Page 12 of 71
Section 13
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Consultation
External Consultation - Community & Stakeholder
The draft policy was put out to public consultation for a two-week period from 10 June 2022 to
25 June 2022. Feedback was sought from the public on the proposed amendments in the policy
which were asked via a series of survey questions relating to the key amendments.
The consultation was advertised via the following:
Media release issued 10 June 2022 – “Have your say on Council’s Tree Management
Policy”
3 x social media posts on Noosa Council Facebook page
1 x E News Story
Media coverage in Noosa Today newspaper
Included in key messages in Mayoral interviews during the consultation period.
A total of 98 survey responses were received. Responses to the seven (7) questions asked
regarding the proposed key policy amendments were in the majority agreed with, ranging from
59% to 85% support (either ‘somewhat agree’ or ‘definitely agree’) – refer to the Community
Survey Response Report in Attachment 2.
An “Additional Feedback” free-text section was also provided within the survey, and 81
responses were provided. The responses were widely varied as expected, and this highlights
the range of sentiment and value placed on trees by the community. Some of these related to
trees on private land and/or private developments and some related to other vegetation issues
such as weed management, which are not covered under the scope of this policy. Of the 68
responses that were within the scope of the policy, they have been themed and quantified within
the following table below.
Theme Number of
Responses
Support conservation of trees where possible due to the natural benefits trees provide 18
Support removal of trees (especially large trees) in urban areas due to risk 5
Want better management of tree issues e.g. traffic visibility, bushfire mitigation, 34
damage to infrastructure etc.
Discuss specific operational issues (resulting from current or previous customer 6
requests)
Support continued tree planting to occur in the Shire, especially native species 5
The responses to the survey questions and the additional feedback received therefore support
the proposed policy amendments.
Once endorsed, the current Tree Management section of the Council website will be updated
and enhanced to promote Council’s position on tree management with links to the new policy
and the Guiding Principles for Tree Management (Attachment 3), as well as a ‘Frequently Asked
Questions’ section relating to trees which will address some of the commonly encountered
issues. This will serve to better educate the community about tree management by Council.
Internal Consultation
The Draft Tree Management on Public Land Policy was circulated to staff within Environmental
Services (Natural Areas), Local Laws and Governance, to the Director Infrastructure Services
and the Chief Executive Officer, as well as discussed at a Councillor workshop on 9 May 2022.
Comments received have been incorporated in the revised policy.
Page 13 of 71
Section 14
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Departments/Sections Consulted:
X Chief Executive Officer X Community Services Corporate Services
Executive Support Director Director
Community Development Financial Services
Community Facilities Fleet
Libraries & Galleries ICT
X Local Laws Procurement
Waste & Environmental Health Property
Revenue Services
X Executive Services X Environment & Sustainable Development X Infrastructure Services
Director Director X Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
X Governance Economic Development X Civil Operations
People and Culture X Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 14 of 71
Section 15
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 1
Page 15 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 1
| ¢ wq NOOSA Council Policy
mr mkeooes TREE MANAGEMENT ON
PUBLIC LAND
Corporate Plan Reference: Custodianship of Noosa’s Environment; Quality
Service Delivery; Looking after Community Assets
Endorsed by Council: Draft
Policy Author: Manager Civil Operations, Infrastructure Services
PURPOSE
The purpose of this Policy is to:
° Establish Noosa Council's commitment and strategic direction for the protection,
management, enhancement and maintenance of the trees on public land within the Noosa
Shire.
° Address tree management and maintenance issues faced by Noosa Council.
. Provide a framework for decision-making, documentation and standardised processes to
ensure consistency of the management of trees on public land within Noosa Shire.
The Tree Management on Public Land Policy is one of a suite of documents used to manage trees
on public land in Noosa Shire and is the over-arching document to which the others reference and
are guided and informed by.
SCOPE
This Policy applies to all trees under care and control of Council on public land within the Noosa
Shire. This includes parks, environmental reserves, road reserves, and council-owned land
including community facilities.
This Policy does not apply to:
° Trees on private property. It is the responsibility of the property owner to know the location of
their property boundary. Council will not undertake surveying to identify tree ownership.
° Trees on land controlled by Council for Conservation purposes including bushland
reserves except where they abut private land
° Plants identified under the Noosa Biosecurity Plan 2020
° Removal of regrowth in constructed drains and firebreaks
° Trees on public land not managed by Council e.g. National Parks
° Trees on roads controlled by Queensland Department of Transport and Main Roads
For trees on private land, 7he Noosa Plan regulates vegetation clearing through application of shire
wide tree protection provisions and the Biodiversity Overlay Code. Vegetation is also regulated by
the State Government through the provisions of the Vegetation Management Act (1999) and the
Nature Conservation Act (1992).
This policy does not replace requirements determined by legislation and associated regulations,
local laws or planning scheme requirements.
Page 1
Page 15 of 71Section 16
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 16 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
TREE MANAGEMENT ON PUBLIC LAND POLICY
POLICY BACKGROUND AND CONTEXT
Trees on public land are fundamental to the character of Noosa Shire. Noosa’s natural green
environment characterises the Noosa Council vision - ‘different by nature’. Trees form the aesthetic
and ecological framework for this environment and provide social, cultural, economic and
environmental benefits. They shade parks and streets, cool and soften buildings, enhance
streetscape amenity and provide habitat and food for wildlife. As such, trees have a significant value
to Noosa Council and the community.
Trees in urban areas have a cooling effect that may significantly reduce energy consumption in
summer. Trees can prevent soil erosion, filter wind, reduce noise and air pollutants, store carbon
and produce oxygen. They also screen built form and ensure that buildings are blended into the
natural landscape. This upholds the “Noosa Look and Feel” as outlined in the Noosa Design
Principles which have been developed by Council and the community of Noosa.
This Policy ensures that trees on public land are managed in a consistent, transparent and
sustainable manner, in accordance with all relevant legislation and are recognised and treated as
valuable assets. It also recognises that tree management in urban areas requires a balanced
approach to risk management whilst maximising benefits to the community.
The Guiding Principles for Tree Management in Noosa Shire is an operational document which
supports this Policy. It further clarifies the specific responsibilities and operational details for tree
management on public land, as well as the principles for decision making around the aspects of tree
management. The fundamental principle around removal of a tree is if it is deemed dead, dying or
dangerous, and if other reasons apply, a matrix is used to determine the outcome. This provides a
high level of rigour and consistency to tree management decisions.
POLICY OBJECTIVES
This Policy is underpinned by the following objectives:
ue Trees are valuable assets and will be managed accordingly
2. Council will maintain a consistent and best practice approach to assessing and decision
making relative to the risks and benefits posed by trees in accordance with defined criteria as
outlined in the Guiding Principles for Tree Management in Noosa Shire
3. Council will maintain a commitment to the sustainable management of trees on public land and
also the greening of open spaces
4. Trees on public land will be proactively maintained where possible in a manner that is
consistent with relevant Australian Standards to ensure the identification and minimisation of
risk
5. Where it is unavoidable that trees are to be removed from public land, Council will arrange an
offset planting in a suitable location
6. Council will provide a consistent response to resident requests for tree maintenance, planting
and removal
7. Acknowledge, maintain and protect trees that have cultural, environmental, or landscape
significance
8. Trees on public land will be protected, as far as possible, from damage during any construction
activities
9. Unauthorised interference with trees on Council land is prohibited and will be managed in
accordance with local laws and relevant legislation.
DEALING WITH REQUESTS FOR TREE PRUNING AND REMOVAL
Council regularly receives requests to remove part or all of a tree/s on land under its control. Decisions
as to whether to act on these requests will be made by Council's qualified staff and/or consultant
arborists.
Page 2
Page 16 of 71Section 17
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 17 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
TREE MANAGEMENT ON PUBLIC LAND POLICY
Trees will only be removed or pruned after consideration of potential risks and benefits.
Council may agree to the following works if the risk presented outweighs the benefit:
e Removal of trees that present an unacceptable hazard (i.e. dangerous) and there is no practical
arboricultural intervention to effectively reduce the risk
e Removal and replacement of dead, dying, severely declining or poorly performing trees to
reinvigorate the urban forest
e Removal of trees in conflict with utilities and built structures where all design and
engineering alternative solutions have been considered
e Maintenance pruning to remove dead, dying, dangerous, diseased or defective branches
e Selective pruning to remove branches causing conflict i.e. encroachment onto buildings
° Vegetation works for service lines
° Vegetation works to reduce unacceptable hazards to pedestrians or vehicular access
° Vegetation works in roadside management zones, such as for vehicle sight lines and heights,
public signage, drainage channels and the requirements of the Department of Transport and
Main Roads
e Root pruning of trees to ameliorate damage to built structures, or to remove trip hazards
° Minimal vegetation works to trees that are identified as providing habitat to specific species.
Council will remove the minimum amount determined to make it safe, whilst still retaining
habitat value (e.g. leaving a hollow stump for nesting birds).
Council will not undertake the following works:
° Removal of trees for a private property owner’s personal preference for no tree to be present
° Removal or pruning of trees to benefit private views
e Removal of healthy and stable trees that do not present an unacceptable risk
e Removal of trees to facilitate private construction works including fences
° Removal or pruning of trees for leaf, flower, fruit, minor branch or sap drop, termites or animal
faeces.
° If a tree has a history of large branch failures then the tree will be assessed and the appropriate
arboricultural intervention undertaken to mitigate the risk
° Removal or pruning of trees which are inhibiting grass growth, shading property, shading solar
panels or for TV, radio, or satellite reception
° Removal of trees or roots which are claimed to be damaging water, sewage pipes or private
property, unless credible evidence is provided that indicates that tree roots are the cause of
the damage (evidence will involve video or photos from licenced professionals and at
property owners expense)
e Removal of trees which are claimed to be the primary cause of an allergic or health response
unless supported by medical certification that directly links the allergic reaction to that
species of tree
° Pruning of trees contrary to Australian Standard 4373:2007 Pruning of amenity trees
e Pruning of trees for private and commercial signage
° Vegetation works that will cause the tree to decline or die.
In mitigating circumstances, Council may grant permission for non-essential tree works to be
undertaken at the cost of the applicant. This will involve a tree permit application and using Council's
approved contractors.
Trees may be removed for emergency access or work that is immediately required in response to an
emergency event.
Special consideration will be given to trees that are classed as threatened, near threatened or
endangered under the Nature Conservation Act (1992) or those that provide significant habitat for
rare and threatened species.
Page 3
Page 17 of 71Section 18
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 18 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
TREE MANAGEMENT ON PUBLIC LAND POLICY
REPLACEMENT TREES AND OFFSETS
Noosa Council will proactively identify opportunities to increase tree canopy cover across the shire
where appropriate. Improving the quality of this canopy cover will be achieved through planting “the
right tree in the right location”. Consideration of this includes stock quality to the relevant Australian
Standard, installation, maintenance, species selection criteria and diversity. Where possible,
residents will be consulted prior to planting of new street trees.
Where appropriate, Council will seek to replace trees that are removed with either more appropriate
trees or else equivalent trees in a more appropriate location.
Where a tree will need to be removed, Council may choose to plant a newtree nearby and wait until
that new tree is established before removing the original tree.
An offset tree register will be kept of all street tree replacements. This register will not include trees
that do not have cultural, environmental, or landscape significance that are removed within our major
road corridors.
As Noosa Council is responsible for the maintenance of the road reserve and bears any associated
risk, residents are not to plant any trees on the road reserve as often it is a case of the wrong tree in
the wrong location resulting in future maintenance costs and risk to Council.
ROLES AND RESPONSIBILITIES
This Policy applies to all Council Officers dealing with the management of trees on Council controlled
public land.
The Civil Operations and Assets Manager is responsible for developing and maintaining the tree
management guiding principles in consultation with Councillors and staff.
DEFINITIONS
Amenity A feature or features that provide comfort, convenience or pleasure, in this
context related to open space and landscapes.
Emergency event A cyclone, earthquake, flood, storm, storm tide, tornado, tsunami, volcanic
eruption or other natural happening
Hazard A source or a situation with a potential for harm in terms of human injury or ill-
health, damage to property, damage to the environment, or a combination of
these. In relation to trees, a hazard is the tree part(s) that might fail, and which
is identified as a likely source of harm.
Interference The deliberate act by a person of engaging in an unapproved activity which
damages trees or vegetation on Council land.
Offset Planting undertaken to counterbalance the impact caused by a loss of tree/s
or vegetation from a particular location and/or the landscape.
Risk The likelihood that a harmful consequence (death, injury or illness) might result
when exposed to the hazard. This will include the level of use of the areas
surrounding trees, and the proximity of roads, buildings and other structures.
In the context of trees, risk combines the likelihood of a conflict or tree failure
occurring and affecting a target with the severity of the associated
consequences — personal injury, property damage, or disruption of activities.
Tree Long lived woody perennial plant with one or relatively few main stems or
trunks, usually greater than 5 metres in height on maturity. Also includes palms
and cycads for the purposes of this Policy.
Page 4
Page 18 of 71Section 19
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 19 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
TREE MANAGEMENT ON PUBLIC LAND POLICY
RELEVANT LEGISLATION / STANDARDS
Work Health and Safety Act (2011)
Disaster Management Act (2003)
Land Protection (Pest and Stock Route Management) Act (2002)
Environmental Protection and Biodiversity Conservation Act (1999)
Vegetation Management Act (1999)
Nature Conservation Act (1992)
Queensland Heritage Act (1992)
Local Law No. 1 (Administration) 2011
Local Law No. 4 (Local Government Controlled Areas, Facilities, Infrastructure and Roads) 2011
AS/NZS 31000:2009 Risk Management AS/NZS 31000:2009
Risk Management — Principles and guidelines
Australian Standard 4373:2007 Pruning of Amenity Trees
Australian Standard 4970-2009 Protection of trees on
development sites
Australian Standard 2303-2018 Tree stock for landscape use
Page 5
Page 19 of 71Section 20
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 2
Page 20 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 2
SURVEY RESPONSE REPORT
Tree Management Policy review
Survey Period - 10 June 2022 - 24 June 2022
Me eae
Page 20 of 71Section 21
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 21 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
SURVEY QUESTIONS
Page 1
Page 21 of 71Section 22
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 22 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Qi Please indicate your level of agreement with the following statements
. Question options
| | a Definitely disagree
Council may agree to © Somewhat disagree
remove trees that |
presen... ® Neither agree nor disagree
| | @ Somewhat agree
® Definitely agree
Council may agree to |
remove andreplace
dead....
Council may agree to |
undertake roadside
veget...
Council will not remove
trees for a private p...
Council will not remove
trees which are inhib...
Council will not remove
trees which are claim...
Council will not remove
trees which are claim...
25 50 75 100 125
Mandatory Question (98 response(s))
Question type: Likert Question
Page 2
Page 22 of 71Section 23
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 23 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Q1___‘ Please indicate your level of agreement with the following statements
Council may agree to remove trees that present an unacceptable hazard and there is
BaRragticay acboricultural intervention to effectively reduce the risk.
=
Somewhat disagree : 12
CSS5
Neither agree nor disagree : 3
S
Somewhat agree : 20
LTD
Definitely agree : 59
5 10 15 20 25 30 35 40 45 50 55 60 65
Page 3
Page 23 of 71Section 24
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 24 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Council may agree to remove and replace dead, dying, severely declining or poorly
performing trees
Definitely disagree : 3
@&
Somewhat disagree : 7
>
Neither agree nor disagree : 6
GalD
Somewhat agree : 23
>
Definitely agree : 59
Se
5 10 15 20 25 30 35 40 45 50 55 60 65
Page 4
Page 24 of 71Section 25
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 25 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Council may agree to undertake roadside vegetation works, such as for vehicle sight
lines and heights, public signage, drainage channels and the requirements of the
Department of Transport and Main Roads
Definitely disagree : 3
a
Somewhat disagree : 7
co
Neither agree nor disagree : 4
Ss
Somewhat agree : 26
Es
Definitely agree : 58
Se
5 10 15 20 25 30 35 40 45 50 55 60 65
Page 5
Page 25 of 71Section 26
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 26 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Council will not remove trees for a private property owner’s personal preference
Definitely disagree : 10
es)
Somewhat disagree : 7
Ga»
Neither agree nor disagree : 7
« D
Somewhat agree : 12
SS
Definitely agree : 62
SS
5 10 15 20 25 30 35 40 45 50 55 60 65 70
Page 6
Page 26 of 71Section 27
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 27 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Council will not remove trees which are inhibiting TV, radio, or satellite reception
Definitely disagree : 13
a?
Somewhat disagree : 16
QE»
Neither agree nor disagree : 11
Gla»
Somewhat agree : 18
SS]
Definitely agree : 40
a
5 10 15 20 25 30 35 40 45
Page 7
Page 27 of 71Section 28
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 28 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Council will not remove trees which are claimed to be damaging private property
unless credible evidence is provided
Definitely disagree : 16
a)
Somewhat disagree : 8
SS
Neither agree nor disagree : 8
Co
Somewhat agree : 14
SSS]
Definitely agree : 52
Se
5 10 15 20 25 30 35 40 45 50 55
Page 8
Page 28 of 71Section 29
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 29 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Tree Policy Survey : Survey Report for 27 May 2022 to 25 June 2022
Council will not remove trees which are claimed to be the primary cause of an allergic
or health response unless supported by medical certification
Definitely disagree : 11
Sas
Somewhat disagree : 6
SD
Neither agree nor disagree : 12
GD
Somewhat agree : 15
ED
Definitely agree : 54
>
5 10 15 20 25 30 35 40 45 50 55 60
Page 9
Page 29 of 71Section 30
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 3
Page 30 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 3
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Page 30 of 71Section 31
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 31 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Noosa Shire Council
Guiding Principles for Tree Management
Contents
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3.0 Tree Management on Public Land Policy .............cccccccsessccececeeeecessesseeeeeeessssesseesteee 2
4.0 Sources of RISK ......... ccc ccceeeeeeceeeeeneeeeeeeeeeeeeaeeeeeeeeeeeeeseeeeaeeeeeeeeseeetateeeeeesesesseaseeees D
5.0 Reactive Tree Management .............cccccccscsscsssesssessesecesceecescesceececcesececescesctseeseesenseaseas 4
5.1 Assessment and Prioritisation Process............cccccccceeeessserceeeeeeeeeeessectteeeeeersetetseeaeere 4
5.2 Arborist Assessment Process and Decision Making .................:.ceeeeeeeeeeeeeeeeeesttreteeeee 4
5.3. Management Outcome Decision Making and Prioritisation ...............::c:cceeeeeeeeeee O
6.0 Arboricultural Management Strategy ..............ccccccceecceeeeesecceeeeeesecesseetteeteeeesessesttteseeee D
6.1 Tree Management Precincts............cccccccecceecsceeeceeeeeeseeeseesaeeeeeescessessesseeeesessesssetaeene D
6:2 Undesirable Species wisi ccsccwsscssoawweonwsaevsscome cwewss em aeeoomnmsaresonenawernnenaen T
6.3 Annual Proactive Tree Works Program. .............c:cccececeeeeeeeeeeeeeeeeeseeeseeeeeeeeeeeeseeeeseeseeee O
6.4 Roadside Height and Width Clearing................ccccc cece cece sees ceeeeeseeeeeneseeeesssenseensel
Appendix A — Tree Request Workflow. .........:cc:cccccccceseescseceeeeeeseesssreeeceeseesesssesaeeeeeesessesseneeee D
Appendix B — Risk Management Options for Existing Trees.........0.....:::cccssessseeeeeeeeeessereeeee 10
Appendix 6 — Qualitative: RISK Mat .0..ccccecscisscommsenenmenenmammnearnnmemeacsaens Ll
Appendix D - Tree Removal Criteria and Weighting...................ccce cece cee ee cece eee teeteeee ee TD
Appendix E - Height and Width Specification Drawing..............:.ceeeeeeeeeee este eeeeeeeeeeeeeee VO
‘NoosaShireCounch
Page 31 of 71Section 32
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 32 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Noosa Shire Council
Guiding Principles for Tree Management
1.0 Background
Noosa Council manages and maintains a significant amount of trees situated on public land within the Noosa
Shire. This document has been developed to provide a set of guiding principles in addressing and prioritising
the management of trees, particularly in relation to decisions made on actions to be taken. The guiding
principles will enable staff to suitably respond to customer requests regarding reactive tree issues, as well
as determine our own proactive tree works programs.
The Noosa Shire’s landscape is characterised by its abundant green assets. The trees that exist in its
streets, parks and open space form a key part of its green asset inventory. Trees on public land are
fundamental to the character of Noosa Shire and provide social, cultural, economic and environmental
benefits. They shade our streets and parks, cool and soften our buildings, enhance our streets and they
provide homes and food for our local wildlife. Trees in urban areas have a cooling effect that may significantly
reduce energy consumption in summer. Trees also prevent soil erosion, filter wind, reduce noise and air
pollutants, store carbon and produce oxygen.
Trees also present a risk to both people and property and Council staff try to manage this risk whilst also
maintaining trees as valuable assets where possible and safe to do so. This is critical within urban areas as
many trees are growing within modified environments which compromise their natural physiology and
growth, making them more at risk of developing stress-related health and structural issues which can lead
to them becoming hazardous.
Expectations of the public regarding trees are increasing, evident by tree-related customer requests being
the highest category received by Council. However, trees invoke emotive feelings by many in the community
who have intrinsic values attached to certain trees, or value all trees for their environmental benefits.
Conversely, some community members are fearful of the potential risks presented by trees, especially in
relation to storms and bushfire events. Council regularly receives both types of complaints in response to
decisions relating to retention or removal of various trees.
Due to finite annual tree management budgets, Council developed a proactive tree management program
within its Arboricultural Management Strategy. This allows Council to plan tree works according to annual
schedules with efficiency and effectiveness with the aim to reduce the volume of reactive tree works over
time. The well-managed urban tree canopy also reduces tree-related risk and liability for Council over time.
2.0 Purpose
The intent of this document is to provide guiding principles which staff and consultant arborists can use to
base tree management decisions on. Using the risk matrix which has been developed, robust decisions can
be made (particularly with regard to tree removal and replacement) with consideration of public safety and
infrastructure preservation at the forefront. This will eliminate any subjective conjecture or emotions from
various stakeholders around whether a tree should be removed or retained, as decisions are made by
experienced tree professionals following a standardised industry approach. These decisions can then be
backed by Council with the assurance that these guiding principles and an industry standard risk
assessment process has been followed. The risk-based tree management approach will also reduce the
amount of tree-related insurance claims made against Council.
3.0 Tree Management on Public Land Policy
Noosa Council adopted the current Tree Management on Public Land Policy in 2018. An updated version
of this policy will be presented to Council for consideration in 2022.
The policy ensures that trees on public land are managed in a consistent, transparent and sustainable
manner, in accordance with all relevant legislation and are recognised and treated as valuable assets. It
also recognises that tree management in urban areas requires a balanced approach to risk management
whilst maximising benefits to the community.
The policy states that trees will only be removed or pruned after consideration of potential risks and benefits.
Where appropriate, Council will seek to replace trees that are removed with either more appropriate trees
or else equivalent trees in a more appropriate location.
Noosa Shire Council 2
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 33 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Noosa Shire Council
Guiding Principles for Tree Management
Regarding tree removal or pruning works, the policy states the following:
Council may agree to the following works if the risk presented outweighs the benefit:
« Removal of trees that present an unacceptable hazard and there is no practical arboricultural
intervention to effectively reduce the risk
e Removal and replacement of dead, dying, severely declining or poorly performing trees to
reinvigorate the urban forest
e Removal of trees in conflict with utilities and built structures where all design and engineering
alternative solutions have been considered
e Maintenance pruning to remove dead, dying, dangerous, diseased or defective branches
e Selective pruning to remove branches causing conflict i.e. encroachment onto buildings
e Vegetation works to faciliate maintenance of services such as overhead lines and drainage
channels
e Vegetation works to reduce unacceptable hazards to pedestrians or vehicular access
e Pruning for vehicle sight lines, public signage and the requirements of the Department of
Transport and Main Roads
e Root pruning of trees to ameliorate damage to built structures, or to remove trip
hazards
e« Minimal vegetation works to trees that are identified as providing habitat to specific species.
Council will remove the minimum amount determined to make it safe, whilst still retaining
habitat value (e.g. leaving a hollow stump for nesting birds).
Council will not undertake the following works:
e Removal of trees for a private property owner’s preference for no tree to be present
e Removal or pruning of trees to benefit private views
e Removal of healthy and stable trees that do not present an unacceptable risk
e Removal of trees to facilitate private construction works including fences
e Removal of trees for leaf, flower, fruit, minor branch or sap drop, termites, or animal faeces. If a
tree has a history of large branch failures then the tree will be assessed and the appropriate
arboricultural intervention undertaken to mitigate the risk
e Removal of trees which are inhibiting grass growth, shading property shading solar panels or for
TV, radio or satellite reception
e Removal of trees which are claimed to be damaging water, sewage pipes or private property, unless
credible evidence is provided that indicates that tree roots are the cause of the damage
e Removal of trees which are claimed to be the primary cause of an allergic or health response unless
supported by medical certification that directly links the allergic reaction to that species of tree
e Pruning of trees contrary to Australian Standard 4373:2007 Pruning of amenity trees
e Pruning of trees for private and commercial signage
e Vegetation works that will cause the tree to decline or die.
In mitigating circumstances, Council may grant permission for non-essential tree works to be
undertaken at the cost of the applicant. This will involve a tree permit application and using Council's
approved contractors.
Trees may be removed for emergency access or work that is immediately required in response to
an emergency event.
The intent of the guiding principles is to support the policy into the delivery of outcomes for tree management.
4.0 Sources of Risk
Responding to risks requires ongoing and active risk management. The benefits of practising good risk
management are not limited to merely reducing liability exposure. However, the legal framework is a
significant driver for councils to manage tree-related risks in Queensland, with relevant rules, offences and
obligations arising from the common law as well as through legislation. There are a number of situations in
which Council may be liable under common law for injury, death, property damage and/or loss involving
trees.
Noosa Shire Council 3
Page 33 of 71Section 34
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 34 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Noosa Shire Council
Guiding Principles for Tree Management
The most commonly encountered circumstances which give rise to legal liability exposure are outlined
below (from the Local Government Mutual Services Tree Risk Management 2021 Guide):
Falling Branches and Falling Trees:
Unfortunately there are numerous examples across Australia where falling branches have caused
fatalities and injuries to people in public places and on our roads. Although an otherwise healthy-looking
tree can fall or drop large limbs, the majority of risk in this category is from trees that are dead, or in
serious decline (dying). Existing case law from fatalities and injuries suggests that courts require a
rigorous inspection program and associated risk treatment in relation to trees in suburban and urban
areas, e.g. street trees and parks.
Tree Root Intrusion:
Councils are exposed to significant risks in relation to the intrusion of tree roots with resultant damage to
private property. For example, tree roots may be one of the factors that cause soil moisture changes over
time and result in subsidence and heave which may damage the foundations of buildings and lead to
expensive claims against Councils. Roots often enter water pipes when pipes are old and defective.
LGM receives a number of claims where tree roots had damaged the driveways of property owners.
Usually, the tree roots originate from street trees that have been planted by developers (often to comply
with landscaping plans approved by a Council as part of a development approval), by residents or directly
by the Council itself. Some trees pre-date driveways and should be factored into development or
operational works applications.
Tree Roots Lifting Footpaths:
The cause of many trip and fall clains made against Members often result from the presence of tree roots
under paved footpaths. As the tree roots grow over time, they force the paving upwards to create a
footpath displacement that results in a trip hazard for pedestrians, cyclists and other users. These risks
are exacerbated by the (often historical) planting of inappropriate tree species that tend to produce
horizontally protruding root systems at ground/surface level.
Storm Damage:
Risks also arise for Council where natural hazards such as convective storms or tropical cyclones result in
damage or destruction to trees. It is important to recognise that liability for loss or damage suffered by a
property owner does not automatically arise for Council in these circumstances; rather it depends on
whether it can be established that the Council’s negligence has caused the loss or damage.
5.0 Reactive Tree Management
5.1. Assessment and Prioritisation Process
A significant portion of tree requests received by Council are considered “reactive”, in that they require
prompt assessment based on the information and situation described by the customer. Where a tree
assessment request falls outside the proactive tree management framework (outlined in Section 6.3), the
assessing Council Arborist or Tree Supervisor will determine the nature and priority of the request. If the
nature of the request requires a detailed assessment to determine the state of the tree and recommended
course of action, these requests are allocated to consultant arborists for assessment. The workflow
process for requests received and allocation is indicated in the flow chart in Appendix A.
5.2 Arborist Assessment Process and Decision Making
Consulting arborists are generally used by Council to undertake detailed tree assessments, which they
conduct on a weekly basis. All consulting arborists used hold current AQF Level 5 Diploma in Arboriculture
and have extensive industry experience. They also hold an International Society of Arboriculture (ISA)
Tree Risk Assessment Qualification (TRAQ). The consultants provide either a fairly simple or a detailed
tree report to Council staff, depending on the nature, scope and situation related to the request.
Tree risk assessment involves three components, each of which must be adequately considered:
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e Atree or tree part with the potential to fail;
e Anenvironment that may contribute to that failure; and
e Person or object that would be injured or damaged (i.e. the target and occupancy rate).
The following is a general overview of the tree risk assessment process that the arborists follow and
methods of determination used when assessing trees on behalf of Noosa Council:
Visual Tree Assessment (VTA):
Generally, a visual assessment of a tree primarily takes into consideration the tree’s physical attributes,
structural condition, health, suitability for the location and weighs that with the rate of occupation and value
of the targets beneath the tree that would be struck if failure was to occur onto the target. This takes into
account the core risk principal and assesses potential targets and occupancy rate, the likelinood of failure,
and the consequences of partial or whole tree failure.
Risk Assessment:
The framework of the ISA TRAQ is to establish tree risk using a qualitative risk matrix. It encompasses a
broad spectrum of questions and criteria which are based on the likelihood of an event occurring and the
likelinood of that event impacting a target and the consequences of that impact. It must be noted that while
all assessments undertaken are based on the knowledge and principals provided by the ISA TRA, a
complete form-filled assessment is not undertaken on every tree as for most trees this is unnecessary.
The qualitative risk matrix used by arborists under the ISA framework is attached in Appendix C.
The aim of both methods is then to specify mitigation options or arboricultural interventions such as
pruning to reduce the overall tree risk rating where required to an acceptable overall residual risk.
Tree Retention Value:
The retention value status is based on industry recognised methods of ascertaining the retention value of
a tree. The suitability of the tree for preservation or retention is based on the individual qualities of each
tree. By taking into consideration the health, structural condition, aesthetics, age, size, longevity (Useful
Life Expectancy) and ability to adapt to new environments the viability of the tree can be reasonably
determined.
For trees in non-use areas (€.g. open spaces) where a range in tree quality is appropriate, all trees may
be considered suitable, except for invasive species.
Suitability for Retention/Preservation Categories are:
High - Tree retention is the priority. The tree has high amenity, heritage and/or environmental value. It is in
reasonably good condition (any minor structural or health problems can be mitigated), has a long life
expectancy and can recover from injury or respond to environmental changes.
Medium — Tree retention is desirable. The tree is in fair-good condition, is a locally common species, the
tree contributes to the aesthetics of its locality and should survive for many years. The tree may have
health or structural problems that can be mitigated with treatment.
Low — Tree is not considered worthy of special measures to ensure its retention. The tree is in poor
condition with significant defects that cannot be mitigated, has a short Useful Life Expectancy, or the tree
is expected to decline regardless of treatment. The tree has low value in the landscape or is an
undesirable species.
Very Low - Tree removal is recommended. Trees are considered potentially hazardous, very poor
specimen, and/or may be an invasive plant.
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5.3. Management Outcome Decision Making and Prioritisation
An ultimate decision on remedial works required for a tree request is made by Council’s Arborist or Tree
Supervisor based on the recommendation of the consultant arborist and the determined priority. The
priority will be based on the table below:
Immediate threat to public safety. Urgent and hazardous or severe and will
require immediate action or works to be completed as soon as possible, either
the same day or at the latest within three days.
e.g. Dead trees or severely structurally damaged
Likely threat to public safety. Requires works within two weeks.
e.g. Dying trees or moderate structural damage evident
Requiring proactive action within 3 to 12 months — assign to proactive works
program and monitor tree in the interim.
MODERATE
e.g. Trees causing damage to infrastructure
Either being no works required, at Council’s discretion, programmed
maintenance or within 12 to 24 months.
e.g. Trees with a short Useful Life Expectancy (ULE) or invasive
plant species
Tree Removal:
A decision is made to remove a tree when one of the following has been determined via the tree assessment
and arborist report recommendation:
e The subject tree is dead;
e The subject tree is dying (i.e. displaying evidence of rapid or severe decline);
e The subject tree is dangerous (i.e. displaying structural damage, presence of bracket fungal fruiting
bodies or movement at the base of the trunk);
e The subject tree has evidence of causing damage to infrastructure, and the infrastructure cannot
be repaired without the tree being removed from the location;
e The subject tree has a short Useful Life Expectancy;
e The subject tree is an invasive plant species.
When assessing root intrusion and damage, the priority risk assessed would be deemed as ‘Low’ toa
person, and this risk score of ‘Low’ usually prescribes either no works required, further investigation or
works at Council’s discretion e.g. programmed maintenance. Root intrusion or damage caused by roots
does not usually require urgent attention and works can be scheduled according to an annual program.
Regarding trees that have been determined to have a short Useful Life Expectancy (ULE), these could be
retained for the remainder of their lifespan, however often this requires additional, increased and ongoing
maintenance activities and costs which are not reasonable or a sustainable use of Council resources. In
addition, often the tree will continue to decline regardless, which presents increased risk of failure. Subject
to budget, trees in this situation should be removed and replaced with a tree of a more suitable species or
in a more suitable location.
For trees not determined to have a risk rating of High or Extreme, other management options exist and are
outlined in Appendix B. Most of these options involve some form of re-engineering the surrounding
infrastructure and therefore can be cost-prohibitive.
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In terms of making sound management decisions around tree retention or removal, in more complex cases
where the situation with a tree is not clear-cut (not meeting the dead, dying or dangerous criteria) then
Council tree staff will apply a scoring system using a set of weighted guiding principles outlined in Appendix
D. This system is designed so that if a tree scores higher than 50 out of a possible 100, the tree is retained.
If the tree scores lower than 50, it is removed. The benefit of this process and system is that each criteria is
measurable, which makes the decision robust and justified, and eliminates any emotion or subjectivity
around the value of the tree in question. It also allows staff to defend a tree decision if challenged.
6.0 Arboricultural Management Strategy
Noosa Council’s Parks & Gardens team developed an Arboricultural Management Strategy in 2019, in
response to the tree assessment process and works program at the time having a limited framework that
allowed for non-urgent works to be programmed in a proactive and more efficient manner. This mode of
delivery was inefficient, expensive and had no tangible auditing process that could demonstrate that
Council is managing its tree assets in an effective manner. The intent of the new strategy was to transition
froma 100% reactive delivery of service to a mix of proactive and reactive service, programmed into an
annual schedule in selected areas of the Shire each year.
6.1 Tree Management Precincts
The Arboricultural Management Strategy identifies Tree Management Precincts within the Noosa Shire.
Each precinct is an area of high use which causes additional pressures on the urban forest. Each Tree
Management Precinct is developed with the intention to establish a proactive pruning and tree health care
program that will:
e Identify and manage risk through visual tree assessment and a remedial works program.
e Establish re-planting where trees are removed due to poor health, structure or species suitability.
e Improve tree health through cultural management practices.
Each Tree Management Precinct assessment includes the following information and recommendations:
e Adetailed assessment of each tree within the identified area.
e Each tree spatially located and included in Council's asset register and mapping system.
e Atree population and condition assessment.
e Atree structure remedial works program based on a 5-year cyclical delivery schedule.
e Aplant health care program to improve the health of trees.
e Awalk over assessment scheduled at 12-month intervals or following any wind event.
e Adetailed assessment scheduled at 36-month intervals.
Tree Management Precinct assessments have been completed for the following locations, which include
the shopping precincts, associated carparks and adjacent open space parks (if present):
e Hastings Street / Noosa Main Beach (including pathway to First Point)
e Gympie Terrace
« Noosa Junction
e Sunshine Beach
e Peregian Beach
e Tewantin
e Cooroy
« Pomona
6.2 Undesirable Species
Some existing species historically planted in the Shire are deemed to be undesirable species. Council
may consider management strategies to address issues associated with undesirable species. To be
classed as an undesirable species, a species must meet one of the following requirements:
1. Beaweed species that is detrimental to local ecosystems e.g. Cocos Palms, Umbrella Trees.
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2. Beaspecies that may cause significant infrastructure damage such as Fig species and Weeping
Paperbarks (Melaleuca leucadenadra).
3. Beaspecies that results in a disproportionate requirement for management resources such as
Coconut Palms at Main Beach, Noosa Heads and Cabbage Tree Palms in Noosa Waters estate.
If a species planted in the urban forest is considered to meet any one of these requirements, initial
consideration will be given to management strategies to reduce its adverse impacts, which may include
removal and replacement with a more suitable species or in a better location.
6.3 Annual Proactive Tree Works Program
Since 2019, Council has undertaken a proactive tree works program as guided by the Arboricultural
Management Strategy. The approach has been to select two suburbs each financial year for a
comprehensive tree works program including pruning, dead-wooding, removal of defective tree specimens
and removal and replacement of unsuitable tree species, and including relevant precincts as outlined in
Section 3.1. The areas are scoped by Council's Arborist and trees requiring works are quantified and the
operational budget is then prepared accordingly. Works packages are then procured via Invitation to Quote
to Council’s Tree Management and Maintenance Services panel of contractors and this competitive process
allows for cost-effective pricing. Comprehensive communications to affected residents and the general
community is then undertaken prior to works commencing.
The proactive program is based on a 5-year cyclical delivery schedule, with the intent being that after the
first 5-year rotation, the quantity of tree works and related customer requests will be significantly reduced,
as well as future operational budget amounts.
The current annual proactive tree works program is as follows:
2019/20 — Sunrise Beach, Castaways, Marcus Beach
2020/21 — Tewantin, Peregian Beach
2021/22 — Sunshine Beach, Noosa Heads Area 1
2022/23 — Noosa Heads Area 2, Noosaville Area 1
2023/24 — Noosaville Area 2, Hinterland
6.4 Roadside Height and Width Clearing Program
Height and width clearing is required as part of roadside management activities and to ensure road safety
and key infrastructure are maintained, especially on roads with higher speed limits. Roads in the Noosa
Shire are categorised into a hierarchy of Arterial, Distributor, Collector and Local Road types. Height and
width clearing specifications have been applied to each category, although mainly apply to Arterial and
Distributor roads which have speeds between 60kmph and 80kmph (roads with speed limits above
80kmph are managed by the Department of Transport & Main Roads), as Collector and Local roads tend
to have footpaths and managed private frontages within the road verge zones. Some examples of Arterial
and Distributor roads within Noosa Shire which are subject to periodic height and width clearing include:
e Eenie Creek Road
e Beckmans Road
e Reef Street
e Walter Hay Drive
e David Low Way
There are also a number of examples of rural roads within the Noosa Shire hinterland where height and
width clearing is periodically undertaken.
The height clearance specification and the width clearance (or setback) from edge of kerb vary according
to road type (see Appendix E) and also to situation within each road i.e. topography, significance of tree
specimens, road alignment and curvature. In these types of situations, guidance will be sought from
Council's Traffic Engineers as well as Civil Works staff.
Height and width clearing operations are scheduled on an annual program according to road hierarchy.
NoosaShireCouncih 000
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Guiding Principles for Tree Management
APPENDICES
Appendix A - Tree Request Workflow
Asse
= SS
”
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Appendix B — Risk Management Options for Existing Trees
Table2 3 Example Risk Management Approaches for Existing Trees
APPROACH DESCRIPTION
Monitor trip points Where no other practical method can be employed to prevent this occurring, a
regular trip point inspection program should be instigated and pavement replaced
or repaired as necessary.
Flexible pathways Use of flexible material such as bitumen, paving, or rubber compounds for
footpaths and tree surrounds, will reduce the occurrence of trip points and may be
less expensive and easier than concrete to maintain or replace when necessary.
BOGS PSN | ay als be bene reduce the nent ected paivay with |
Re-direct pathways Where space allows, pathways should be re-directed away from trees/tree roots.
raise pathways above the roots, allowing for root expansion without damaging the
pavement. Timber bridges are an effective option
guidance of a qualified arborist. This practice could be combined with installation
of root barriers where appropriate.
Root barriers In some circumstances root barriers may be useful in deflecting roots away from
pavement or services.
Directional or Directional boring rather than open trenching for underground services will greatly
Horizontal Boring reduce public risk as well reducing injury to tree roots. If located deeply, root
Services contact with the pipeline may be minimised as the majority of roots of most
species will remain within the top 1 metre of soil (based on a soil with medium
texture).
PVC Welded Piping Replacement of old porous clay pipe mains with PVC or polyurethane mainlines
will significantly reduce the potential for tree root entry.
Preventative tree Trees in public areas should be regularly inspected and maintenance, such as
maintenance dead-wooding and developmental pruning carried out as prescribed. Pruning
should always be specified and undertaken in accordance with AS 4373-2007.
Raising pathways Where appropriate, pathways could be raised to reduce direct root pressure on
the pavement. Care must be taken not to build up soil against the trunk of a tree.
Aeration piping, in conjunction with geo-textile fabric and gravel should be
installed between root zone and new pavement to aid with gas exchange to roots.
Care should be taken to shape the new surface to drain water away from the
trunk of the tree.
Insulated cabling Replacement of uninsulated overhead power lines with insulated & bundled
cables will reduce both the clearance needed and the pruning costs and severity.
Underground power The initially high cost of installing power underground may in fact be a practical
and option when compared with the projected cost of repeated pruning, the risk that
communications this work involves to operators, the negative impact on trees, loss of public
networks amenity and of urban forest economic contributions.
a valuable stand of trees is present. To make this option more attractive to
service providers, Councils may wish to consider waiving road opening fees.
kerb/gutter from the trunk, creating an island around the tree.
zone enlarged/created to accommodate surface roots. Rather than turf, this area could
be formed into a garden bed, mulched or covered with a suitable tree grate.
pruning Refer to AS4373 Pruning of Amenity Trees.
rather than to remove a tree in order to abate a hazard.
defect stems.
| Mesenaieeing | crecton ta pessbis alive Theis highy specaiced vere
Tree engineering In some cases cabling may be used to support tree structure or to control the
Tree removal In some situations it may be preferable to remove a tree and replace with a more
suitable species, perhaps in an alternative location. In all cases of tree removal it
is necessary to ensure that the removal is mitigated in order to ensure the future
integrity of the urban forest.
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Guiding Principles for Tree Management
Appendix C - Qualitative Risk Matrix
Consequence Level
ws oe . Negligible — no personal inor - minor personal ignificant — substantial personal (Severe - Serious personal injury
Likelihood of Failure & injury, low-value property injury, low to moderate value injury, moderate to high value propertyor death, high value property
Impact damage, or disruptions that property damage, or small damage or considerable disruption of damage, or major disruption of
an be replace or repaired disruption of activities activities. important activities
Imminent — Failure has started or is
most likely to occur in the near future,
even if there is no significant wind or
increased load. This is an infrequent
occurrence for a risk assessor to Moderate
encounter, and it may require
immediate action to protect people
rom harm. The imminent category
overrides the stated time frame. !
Probable — Failure may be
expected under normal weather Moderate
onditions within the specified time
Tame | i
Possible- Failure may be
expected in extreme weather
onditions, but is unlikely during Moderate loderate
normal weather conditions within ree aed ets erin
he specified time frame.
Improbable — the tree or
ree part is not likely to fail
during normal weather condition
land may not fail in extreme
eather conditions within the
specified time frame
Noosa Shire Council 11
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Guiding Principles for Tree Management
Appendix D - Tree Removal Criteria and Weightings
Criteria MSanting
Factor
e Major structural damage evident
Tree Safety e Root plate heaving out of ground REMOVE REMOVE
e Bracket fungi present
Occupancy e Low use/occupancy (5 Units)
Targets e Occasional use/occupancy (4 Units) x2 10
e Frequent use/occupancy (2 Units)
e Constant use/occupancy (1 Unit
e 20+ years (5 Units)
Useful Life | * a To oe set a -
° —10 years nits
Expectancy |. 4=5 years(2 Units)
e <1 year (0 Units
oo e Ona Significant Tree Register, Queensland Heritage Register or Aboriginal and Torres Strait
Significance to Cultural Heritage Register (5 Units) x4 20
Environment e Remnant tree (3 Units)
e Planted tree (1 Unit
e Species listed as threatened under Nature Conservation Act 1992 (5 Units)
e Species which is locally uncommon and/or a Koala food tree species (4 Units)
Suitability of « Commonly occurring/represented/remnant endemic species for the area (3 Units) x5 25
Species e Inappropriate species for natural site conditions (2 Units)
e Undesirable species (1 Unit)
e Invasive plant species (0 Units)
e Roots unlikely to cause damage to infrastructure, based on species or proximity (5 Units)
e Roots have or might cause damage but tree pre-dates infrastructure (3 Units)
Infrastructure : : 5 at i
issues e Roots have potential to cause damage to infrastructure based on species or proximity (2 Units) x5 29
e Tree is in proximity to overhead service wires and gets regularly pruned by Energex (1 Unit)
e Roots have or are highly likely to cause damage to infrastructure — Trip Hazard(0 Units) rota 400]
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3 COUNCILLORS’ EXPENSES REIMBURSEMENT AND PROVISION OF FACILITIES
POLICY
Author Director Executive Services, Debra Iezzi
Executive Services Department
Index ECM/Governance and Executive 27.95/Council Policies 27.48
Attachments 1. Councillors’ Expenses Reimbursement and Provision of Facilities
Policy
EXECUTIVE SUMMARY
This report recommends an amendment to the Councillors’ Expenses Reimbursement and
Provision of Facilities Policy to increase provisions under sections 2.1 Mandatory Professional
Development and 2.2 Discretional Professional Development & Representation as follows:
- Increase the number of delegates to attend the LGAQ Annual Conference from 2
delegates to 3 delegates (section 2.1); and
- Increase the Councillors’ expenses limit for attendance at meetings, workshops, courses,
seminars, and conferences to improve their skills or which are relevant to the role of
councillor from $1,500 per year to $2,500 per year for the quadrennial term of office
(section 2.2).
Section 252 (2) of the Local Government Regulation 2012 states that a local government may,
by resolution, amend its expenses reimbursement policy at any time. The Policy was last
reviewed by Council on 21 May 2020 following the quadrennial election in March 2020.
RECOMMENDATION
That Council note the report by the Director Executive Services to the Services & Organisation
Committee Meeting dated 9 August 2022 and adopt the updated Councillor’s Expenses
Reimbursement and Provision of Facilities Policy effective from 1 July 2022, provided at
Attachment 1 to the report.
REPORT
Section 250 of the Local Government Regulation 2012 requires that Council adopt an expenses
and reimbursement policy.
Councillors are entitled to be reimbursed for reasonable expenses incurred while undertaking
Council business and will be provided with Council owned assets to assist in undertaking their
duties in accordance with this Policy.
Background
Pursuant to section 250 of the Local Government Regulation 2012 (LGR), a local government
has the power to, and must adopt an expenses reimbursement policy. Section 249 of the LGR
defines an ‘expenses reimbursement policy’ as a policy providing for the following:
(a) Payment of reasonable expenses incurred, or to be incurred, by Councillors for
discharging their duties and responsibilities as Councillors.
(b) Provision of facilities to Councillors for that purpose.
The policy provided at Attachment 1 is an updated version of the Councillors’ Expenses and
Reimbursement Policy adopted by Council on 21 May 2020. All proposed changes are shown
in track changes format. It is fair and appropriate that Councillors are reimbursed for all
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reasonable expenses incurred whilst undertaking Council business and that they are provided
with adequate facilities necessary to discharge their duties and responsibilities. The purpose of
the policy is to ensure accountability and transparency by setting the parameters to authorise
payment of reasonable expenses incurred, or to be incurred by Councillors; and outline the
provision of facilities to be provided. Council has a broad discretion when determining the nature
and scope of support facilities to be provided under this policy however it must ensure that the
allocation of expenses and facilities provided is aligned to community expectations and do not
constitute additional remuneration to that which is set by the Local Government Remuneration
Commission.
The Policy has been developed having regard to the following Local Government Principles as
outlined in Section 4 of the Local Government Act 2009:
Transparent and effective processes, and decision making in the public interest;
Good governance of, and by, local government; and
Ethical and legal behaviour of Councillors and local government employees.
Two fundamental definitions contained in the Policy which must be considered when adopting
and interpreting this Policy are; ‘what is reasonable’; and what constitutes ‘Council business’.
In accordance with Section 251 (1) (b) of the Local Government Regulation the amended Policy,
once adopted, will be published on Council’s website and a copy of the policy will be available
for inspection by the public.
Previous Council Consideration
The policy was originally adopted by Council at the Ordinary Meeting on 2 January 2014 and
was updated on 26 June 2014, 5 April 2016, 18 October 2018, and 21 May 2020.
Council Ordinary Meeting Minutes, 21 May 2020, Item 3
That Council note the report by the Director Executive Services Department to the Services &
Organisation Committee Meeting dated 12 May 2020 and adopt the updated Councillors’
Expenses Reimbursement and Provision of Facilities Policy provided at Attachment 1 to the
report.
Human Rights
In developing this policy, the subject matter has been considered in accordance with the
requirements of the Queensland Human Rights Act 2019. It is considered that the subject matter
does not conflict with any human rights and supports a human rights approach to decision
making by Council. Council representatives will endeavour to act and make decisions under
this policy in a manner that is compatible with human rights. In particular, representatives will
endeavour to:
- identify relevant human rights which may be affected by the action or decision;
- give proper consideration to the impact of its actions and decisions on human rights; and
- ensure that any conduct or decision by Council which limits an individual’s human rights
is reasonable and justifiable.
This policy should be read in conjunction with Council’s Human Rights Policy.
Finance
Council’s Corporate Services Department prepares the annual Councillor Expenses budget in
accordance with the provisions and limits of the policy. The proposed amendments to the policy
will require an amendment to the 22/23 budget to accommodate an increase of $7,000 per year
(Section 2.2 Discretionary Professional Development) plus an increase of approximately $3,000
per year for an additional delegate/councillor to attend the LGAQ conference (section 2.1
Mandatory Professional Development). A budget variation will be addressed in the budget
review process.
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It has been recommended that the effective date of the commencement of the amended policy
be 1 July 22 to align with budget and reporting timeframes.
The relevant financial limits contained in the policy are in line with that of other similar sized
Queensland councils. The increased provision will support the increased representation of
Noosa Councillors at the LGAQ Conference and increase Councillor professional development
opportunities noting the increased costs of attending conferences, workshops, courses etc.
Risks & Opportunities
Council is required to publish in its Annual Report the details of expenses incurred by, and the
facilities provided to, each Councillor during the relevant financial year under the Policy. Any
failure to comply with the requirements and limits of this policy could result in reputational
damage to Council for failing to meet the community’s expectations.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
The CEO has been consulted in the review of the Policy and all Councillors have been advised
of the proposed update to the Policy.
X Chief Executive Officer Community Services X Corporate Services
Executive Support Director Director
Community Development Financial Services
Community Facilities Fleet
Libraries & Galleries ICT
Local Laws Procurement
Waste & Environmental Health Property
Revenue Services
X Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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Attachment 1
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Attachment 1
me a Attachment 1
NOOSA Council Policy
mm Meee ele
COUNCILLORS’ EXPENSES
REIMBURSEMENT AND
PROVISION OF FACILITIES
Corporate Plan Reference: Excellence as a Council
Endorsed by Council: 18 August 2022 subject to Council adoption)
Policy Author: Director Executive Services
POLICY BACKGROUND
The purpose of this policy is to set the parameters to authorise payment of reasonable expenses
incurred, or to be incurred, by Councillors; and provide facilities including administrative support to
assist Councillors to discharge their duties and responsibilities having regard to local circumstances.
This policy aims to ensure accountability and transparency in the reimbursement of expenses
incurred by the Mayor and Councillors.
This policy is aligned to the principles underpinning the Local Government Act 2009 (the Act), that
is:
° Transparent and effective processes and decision-making in the public interest:
e Good governance of, and by, local government; and
° Ethical and legal behaviour of Councillors and local government employees.
This Policy applies to the Mayor and Councillors and is made pursuant to section 250 of the Loca/
Government Regulation 2012.
Definitions
Council Business shall mean official business conducted on behalf of Council, where a Councillor
is required to undertake certain tasks to satisfy legislative requirements or achieve Council
objectives, for example, attend official Council meetings, Councillor forums and workshops, formal
professional development training relevant to Councillor responsibilities, Committees/Boards as
Council's official representative, and scheduled meetings relating to Council appointments.
Council Business should result in a benefit being achieved either for the local government and/or the
local community, for example, this includes but is not limited to:
e Preparing, attending and participating in Council meetings, Committee meetings, workshops,
strategic briefings, deputations and inspections;
° Investigating issues/complaints regarding Council services raised by residents/ ratepayers/
visitors to the Council area;
° Undertaking approved professional development opportunities;
e Attending civic functions or events;
e Attending public/community meetings, presentation dinners, annual general meetings where
invited as a Councillor;
° Attending a community event (e.g. school fete, community group awards and presentations,
fundraisers) where a formal invitation has been received.
Page 1
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Participating in a community group event or being a representative on a Board not associated with
Council is not regarded as Council business.
Councillors shall mean the Mayor and Councillors unless otherwise stated.
Expense shall mean payments made by Council to reimburse Councillors for their reasonable
expenses incurred or to be incurred when discharging their duties as Councillors. These payments
are not regarded as remuneration. The expenses may be either reimbursed to Councillors or paid
direct by Council for something that is deemed a necessary cost or charge when on Council
business.
Facility shall mean the ‘tools of trade’ provided by Council, required to enable Councillors to perform
their duties with relative ease and at a standard appropriate to fulfil their professional role for the
community.
Hospitality expense is defined in Council's Entertainment and Hospitality Expenditure Policy as
reasonable costs associated with entertaining visitors (where Council has an interest in, or a specific
obligation towards, facilitating the visit).
Professional Development shall mean attendance by a Councillor at an event where the Councillor
expects to develop further skills and knowledge relevant to their role as a Councillor.
Representation shall mean attendance by a Councillor at various community and special interest
representative group meetings and events, which are relevant to the role of Councillor.
Reasonable shall mean the application of sound judgement and consideration of what is prudent,
responsible and acceptable to the community when determining levels of facilities and expenditure.
COUNCIL POLICY
1 General Entitlement
Councillors are entitled to be reimbursed reasonable expenses incurred while undertaking Council
business and to be provided with appropriate facilities to assist them in undertaking their duties. A
budget will be allocated each financial year for reasonable expenses to be incurred in accordance
with this policy.
2 Professional Development & Representation
Councillors are encouraged to undertake relevant professional development as defined by this
Policy.
Council will reimburse or be responsible for the cost of reasonable expenses incurred for:
° Mandatory professional development & representation; and/or
° Discretionary professional development & representation deemed essential for the Councillor's
role.
Any professional development & representation requiring overseas travel requires a formal Council
resolution.
2.1. Mandatory Professional Development & Representation
Noosa Council will reimburse or cover expenses incurred for the following activities:
e Attendance of three delegates at the LGAQ (Local Government Association Queensland)
Annual Conference: The Mayor (or the Mayor’s Nominee Councillor) as the primary delegate
and two Councillors as secondary delegates;
° Attendance of the Mayor at the ALGA (Australian Local Government Association) Annual
Conference and any other ALGA relevant conferences/seminars/workshops;
° Workshops, courses, seminars, conferences, and meetings that are important to the role of a
Councillor where approval to attend is obtained via Council resolution or granted by the Mayor
for Councillors other than the Mayor, or by the CEO for the Mayor.
Page 2
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Council will reimburse expenses e.g. flights, motor vehicle, parking costs, accommodation, meals
and associated registration fees, deemed reasonable and necessary to achieve the business of
Council where:
e A Councillor is an official representative of Council; and
e The activity/event and travel has been endorsed by resolution of Council, or by the Mayor for
Councillors other than the Mayor, and by the CEO for the Mayor.
2.2 Discretionary Professional Development & Representation
Each Councillor can attend, at their discretion, meetings, workshops, courses, seminars and
conferences that improve their skills or which are relevant to the role of Councillor. This will generally
be limited to $2,500 per year for the quadrennial term of office. However, any amount underspent
below the $2,500 per year budget within a particular financial year will be budgeted for use during
the next financial year in addition to the annual $2,500 limit. There is no transfer permitted between
Councillors and no carry forward option beyond one year.
There is no requirement for a Council resolution to approve these attendances. Council will pay for
or reimburse expenses e.g. transport costs (such as flights, taxis, vehicle hire, and parking),
accommodation, meals and associated registration fees, deemed reasonable and necessary.
For reimbursement, the Councillor must submit details to the Chief Executive Officer prior to
attending and provide all relevant documentation within 14 days of attending the event to ensure
reimbursement of expenses.
Details/Conditions for travel under Section 2
Travel
Approval for such travel as noted above is subject to the following conditions:
° Where possible all travel by Councillors will be booked and paid for by Council in advance;
° Travel is to be undertaken by the most direct route;
° Travel tickets are not transferrable;
e Requests for travel should be made in sufficient time to take advantage of discounts and gain
access to the widest range of flights;
e Economy class travel is the standard, unless otherwise approved;
e Any fine issued whilst undertaking Council business is the responsibility of the Councillor
incurring the fine;
° Travel insurance is provided for all Councillors on Council business.
Meals when travelling for Council business
The reimbursement of meal costs of Councillors when travelling on Council business may be made
using one of the two methods below:
Method 1 - Council will reimburse the reasonable cost of meals where a Councillor:
e Incurs the cost personally; and
e Is not provided with a meal within the registration costs of the approved activity/event; and
e Produces a valid tax invoice.
Method 2 - If a Councillor is unable to produce a tax invoice and seeks reimbursement for meals
while attending official Council business, he/she may claim up to the maximum meal allowance in
accordance the Australian Tax Office (ATO) standards.
Expenses relating to the consumption of alcohol will not be reimbursed.
Accommodation
Councillors may need to stay away from home overnight while attending to Council business. All
accommodation associated with Council business will be booked and paid for by Council.
Page 3
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 49 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
When attending conferences, Councillors should try to take advantage of the package provided by
conference organisers (if offered and applicable) and therefore stay in the recommended
accommodation subject to availability. Otherwise, suitable accommodation will be sought within a
reasonable distance to the venue in which the Councillor is to attend.
Overnight accommodation will be reimbursed when a Councillor is unexpectedly required to stay
outside the Sunshine Coast Region and it is unreasonable to expect the Councillor to return home
for the night (accommodation selected should be of a reasonable standard and appropriately priced).
3 Hospitality
Councillors may have occasion to incur hospitality expenses while conducting Council business,
apart from civic receptions organised by Council. The Mayor may particularly require additional
reimbursement when entertaining dignitaries outside of official events.
To allow for this expense, the following amounts can be claimed:
e Councillors up to $500 per annum
° Mayor up to $5,000 per annum
To claim, the Mayor or Councillor must provide a written statement of whom they entertained and an
indication of the costs. Receipts should be provided. All expenses relating to this category must
comply with Council’s Entertainment and Hospitality Expenditure Policy.
4 Private Vehicle Usage
The use of a Councillor's private vehicle for Council business (as defined) will be reimbursed by
Council.
Councillors may elect one of two options regarding this reimbursement below:
Option 1
Councillors accept an annual payment of $5,000 as reimbursement for the use of their private
vehicles on Council business.
Option 2
Councillors may make a monthly claim for reimbursement of use of their private vehicles on Council
business by submitting the appropriate form detailing the relevant travel based on log book details.
The amount reimbursed will be based on the published ATO business use of motor vehicle cents
per kilometre rate applicable at the time of travel.
Councillors will be provided with an appropriate log book to assist in this process.
5 Council Vehicles
5.1 Use of Council provided vehicles on Council business
Councillors will have access to a suitable Council vehicle for Council business if required. A
Councillor wishing to use a Council vehicle for Council business must submit a request to the Chief
Executive Officer at least two (2) days prior to use, except in exceptional circumstances as
determined between the Councillor and Mayor or Chief Executive Officer. Access is subject to
availability.
This is for situations where a Councillor's own vehicle isn’t immediately available and they have to
travel on Council business over long distances (for example, a meeting in Brisbane).
5.2 Private use of Council Vehicles
The use of Council vehicles for private use is only available in emergency situations and the cost of
such usage shall be provided at the applicable ATO rate for the vehicle size.
5.3 Fuel Costs
All fuel used in a Council owned vehicle on official Council business will be provided or paid for by
Council.
Page 4
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 50 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
6 Home Office and Telecommunication needs — Consumables, Mobile Phones and Tablets
To enable Councillors to communicate effectively, Councillors will receive an allowance of $240 per
month to purchase communications devices and plans as well as printer consumables for their
residences.
7 Administrative Supports and Access to Council Office Facilities
Council is responsible for the provision of appropriate administrative support and facilities to ensure
all councillors are able to perform their duties and undertake council business. Administrative support
and resources are provided to councillors for the sole purpose of legitimate council business and
should be used responsibly and appropriately.
Councillors will be provided with the following:
° Access to suitable hot desks at the Tewantin Office and Council meeting rooms for usage as
required;
° Administrative support at the Tewantin Office for council related business;
° Use of Council landline telephone and internet access at the Tewantin Office;
e Access to a printer, photocopier, paper shredder at the Tewantin Office;
° Access to a Fax and/or scanner at the Tewantin Office;
° Any other administrative necessities, which Council resolves, are necessary to meet the
business of Council.
Councillors are expected to comply with the same conditions of use, guidelines and processes for
business and communication tools that apply to employees.
In addition to the above, the Mayor will be provided with a separate office and an administrative
officer for administrative support.
8 Safety Equipment
Council will provide to Councillors necessary safety equipment for use on official business as and
when required.
9 Insurance Cover
Councillors will be covered under relevant Council insurance policies while on Council business.
Specifically, insurance cover will be provided for public liability, professional indemnity, Councillors
liability and personal accident, and, domestic and overseas travel.
Council will pay the excess for injury claims made by a Councillor resulting from the conduct of official
Council business and on any claim made under insurance cover.
Council will cover costs incurred through injury, investigation, hearings or legal proceedings into the
conduct of a Councillor where arising out of, or in connection with the Councillor's performance of
their Councillor functions. Where it has been found that the Councillor breached the provisions of
the Local Government Act 2009 or other legislation, then there will be no cover provided to the
Councillor and the Councillor must reimburse Council all associated costs incurred by Council.
10 Limit
Council may by resolution reduce or limit benefits receivable under this policy.
REPORTING
Pursuant to section 186 of the Local Government Regulation 2012, Council's Annual Report must
contain the particulars of the expenses incurred by, and the facilities provided to, each Councillor
during the financial year under this policy.
REVIEW OF POLICY
This policy will be reviewed when any of the following occur:
Page 5
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Page 51 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
1. | The related documents are amended or replaced.
2. Other circumstances as determined from time to time by a resolution of Council
Notwithstanding the above, this policy is to be reviewed within six months of each quadrennial
election.
RELEVANT LEGISLATION AND COUNCIL POLICIES
Local Government Regulation 2012
Local Government Act 2009
Entertainment and Hospitality Expenditure Policy
Councillor Code of Conduct
Councillors Acceptable Requests Guidelines
Page 6
Page 51 of 71Section 52
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
4 AMENDMENT OF GENERAL COMMITTEE & ORDINARY MEETING DATES
OCTOBER 2022
Author Chief Executive Officer, Scott Waters
CEO’s Office
Index ECM/ Subject/ Council Meetings
Attachments 1. External Calendar Meeting Dates 2022
EXECUTIVE SUMMARY
Noosa Shire Council’s Mayor – Cr Stewart, Deputy Mayor – Cr Wilkie, Cr Lorentson, Cr Finzel
and the CEO of Noosa Council will be attending the LGAQ Conference from 17 - 20 October
2022. As a result, Council will not meet the required attendance of Councillors for quorum as
per Standing Orders. Therefore the below recommendation to the Council defers both the
General Committee and Ordinary Meeting dates for October 2022 to one week later that
originally advertised.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 9 August 2022 and request the Chief Executive Officer:
A. Defer the date of the General Committee from 17 October 2022 to 24 October 2022; and
B. Defer the date of the Ordinary Meeting from 20 October 2022 to 27 October 2022.
REPORT
Attendance at the LGAQ Conference by Councillors is supported by the CEO as an important
professional development opportunity for the Councillors. Unfortunately, the advised meeting
schedule clashes with this year’s conference dates. The recommendation to defer the General
Committee and Ordinary Meeting will ensure the delivery of Council business as per the
requirements of the Local Government Regulation and Noosa Shire Council Standing Orders in
meeting the required quorum. The excerpt of the Local Government Regulation 2012 is below:
Local Government Regulation 2012 as per stated:
254B Public notice of meetings
(1) A local government must, at least once in each year, publish a notice of the days and
times when—
(a) its ordinary meetings will be held; and
(b) the ordinary meetings of its standing committees will be held.
(2) The notice mentioned in subsection (1) must be published on the local government’s
website, and in other ways the local government considers appropriate.
(3) A local government must display in a conspicuous place in its public office a notice of the
days and times when—
(a) its meetings will be held; and
(b) meetings of its committees will be held.
Page 52 of 71
Section 53
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
(4) A local government must, as soon as practicable, notify any change to the days
and times mentioned in subsection (1) or (3) in the same way as the days and times
were previously notified.
Once the this report has been considered and a Council resolution is made, Council Officers
will publish the revised dates on the Noosa Council website: www.noosa.qld.gov.au and the
next available Noosa Today (print advertisement) after 18 August 2022 to comply with 245B of
the Local Government Regulation 2022.
Previous Council Consideration
Ordinary Meeting Minutes 21 October 2021, Item 4, Page 21
That Council note the report by the Chief Executive Officer to the Services & Organisation
Committee Meeting dated 12 October 2021 and approve the Council meeting dates for 2022 as
set out in Attachment 1 to the report.
Finance
Nil.
Risks & Opportunities
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Executive Team
Departments/Sections Consulted:
X Chief Executive Officer x Community Services x Corporate Services
X Executive Support x Director x Director
Community Development Financial Services
Community Facilities Fleet
Libraries & Galleries ICT
Local Laws Procurement
Waste & Environmental Health Property
Revenue Services
x Executive Services x Environment & Sustainable Development x Infrastructure Services
x Director x Director x Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
Page 53 of 71
Section 54
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 1
Page 54 of 71
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Attachment 1
£ SXUOINCOON
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Plann & Environment Committee: Cr Wegener (Chair), Cr Finzel, Cr Stockwell, Cr Stewart
Services & Organisation Committee: Cr Jurisevic (Chair), Cr Lorentson, Cr Wilkie, Cr Stewart
General Committee All Councillors (Chair — Cr Wilkie)
Me J) nt toto
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5 1 1 1 41 7 1534 2976 82 35 85 Council
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5 1 1 1 41 10 1753 2976 94 35 88 Ordinary
5 1 1 1 41 11 1850 2976 82 35 92 Meeting
5 1 1 1 41 12 1931 2976 68 35 75 dated
5 1 1 1 41 13 2007 2986 24 17 93 18
5 1 1 1 41 14 2033 2976 80 35 83 Awgust
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5 1 1 1 42 4 2135 3316 43 33 95 71Section 55
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
6. REPORTS FOR NOTING BY THE COMMITTEE
5 CAPITAL PROGRAM DELIVERY STATUS – 30 JUNE 2022
Author Infrastructure Planning, Design & Delivery Manager, Craig Eldridge
Infrastructure Services Department
Index ECM/ Subject/ 2021-2022 Annual Capital Works Program
Attachments Nil.
EXECUTIVE SUMMARY
This report provides a status update for the Capital Works program as at 30 June 2022.
The year-to-date capital delivery expenditure to 30 June 2022 is $31.4m or 71% of the
Capital budget. Additionally, $22.7m has been committed to multi-year projects.
As a result of the May 2022 flood event and the February 2022 flood event, 4 major projects
along with 130 council assets have been impacted. Additionally, internal resources have
been redirected to disaster management and now recovery activities. This redirection
continued to impact both budget and schedule in the last quarter and resulted in a carry over
into 2022/2023 of approx. $14m
The reduced availability of labour, equipment and materials and a ‘hot’ construction industry
is proving challenging however works are currently being managed within overall budget
limitations where feasible.
The road reseal program budgeted at $5.3m in the 2021/2022 financial year is now
completed, reaching $5m in actual spend.
Council has forecast grant funding revenue of $19m while Council’s contribution to projects
with grant funded projects is $16.2m and $12.8m to non-grant funded capital projects.
The Design Services team are currently supporting the design of 19 projects with multiple
sub-projects with an estimated design value of $970,000 and estimated construction value
of $16m.
The design services team also support the delivery team in the construction of over $20m
worth of infrastructure and the disaster recovery effort.
The Planning Services team is currently supporting key master planning initiatives with
multiple sub-projects; estimated value $350,000 in 2022/2023 and an estimated future
project investment value of $15m.
There are currently 25 multi-year projects in various states of completion.
RECOMMENDATION
That Council note the report by the Infrastructure Planning, Design & Delivery Manager to the
Services & Organisation Committee Meeting dated 9 August 2022 providing an update on the
delivery of the 2021/2022 Capital Program as at 30 June 2022.
REPORT
This report is to inform Council of the overall status of the Capital Works Program at the end of
June 2022.
The report provides an opportunity to highlight and discuss projects within the program and
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Section 56
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
confirm the delivery status of projects delivered in the 4th quarter of the 2021/2022 financial year.
It is important to note that the financial summary provided in this report is subject to timing and
report accruals (i.e., a major project funded over multiple years may be significantly closer to
completion than the 2021/2022 financials may indicate).
1. Current Projects
The major focus in the 4th quarter of the 2021/2022 financial year has been:
Continue various stages of construction of major projects that have been budgeted over
multiple years including:
o Wahpunga Lane Bridge renewal
o Cooroy Belli Creek Road Bridge renewal
o Noosa Parade Corridor Upgrade
o Tewantin Bypass Stage 1
o Noosa Hinterland Trail 5 Upgrade
o Project Avenue Stormwater upgrade
o Sunshine Beach Half pipe metal skate ramp renewal
o Gallery Feasibility study
o Gallery Air-conditioning Renewal
o Sunshine Beach Noosa Aquatic Centre 25m pool shade structure
o Memorial Avenue and Doonella Street Roundabout Upgrade.
Emergent works pre and post May and February 2022 flood events including Ross
Crescent and Sobraon Street.
Upcoming tenders, evaluations and awards for projects also budgeted for construction in
the 2022/2023 financial year include:
o Peregian Beach Fire Tech lab
o Garth Prowd Bridge upgrade
o Trail 5 Upgrade.
The Design Services team are currently supporting the design of 19 projects with multiple sub-
projects with an estimated design value of $970,000 and estimated construction value of $16m.
The Design Services team also continues to support the Delivery team in the construction of
over $20m worth of infrastructure and the disaster recovery effort.
Design output this quarter has been impacted by the movement of key staff (currently 2 vacant
positions), construction and disaster support. Due to continued supply market shortages the
Design Team is working with Civil Operations and the Delivery Team to reprice, redesign or
complete options analysis to avoid critical material delays and recycle stored materials.
The road reseal program budgeted at $5.3m in the 2021/2022 financial year is now completed,
reaching $5m in actual spend. The gravel grading program has also kicked off during the 4th
quarter due to optimum weather conditions.
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Section 57
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Noosa Parade Corridor Upgrade, Noosa Heads
Site Photos of Noosa Parade (Stage 1) programmed for delivery October 2022
Tewantin Bypass Stage 1 – Cooroy Noosa Rd, Beckmans Rd Intersection
Drone shot taken over construction site July 2022
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Section 58
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Wahpunga Lane Bridge – Kin Kin
Site Photos of Wahpunga Lane Bridge programmed for delivery August 2022
Garth Prowd Bridge – Noosa Parade Rd, Noosa Heads
Concept drawing of Garth Prowd Bridge programmed for delivery August 2023
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Section 59
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
2. Grant Funding
The 2021/2022 financial year Capital Works program includes an unprecedented amount of
grant funding.
Figures 1 and 2 below demonstrate the non-grant funded capital projects vs projects with grant
funding and Council’s contribution towards those with grant funding.
Figure 1 detail Percentage of CWP Value of CWP
Non Grant Projects 27% $12.8m
Projects with Grant Funding 73% Refer figure 2 for more detail
21-22 Capital Projects
27%
Non Grant Capital Projects
Projects with Grant Funding
73%
Figure 1
Figure 2 detail Percentage of CWP Value of CWP
Non grant projects 27% $12.8m
Grant funding revenue 39% $18.9m
Councils contribution to projects with grant funding 34% $16.2m
21-22 Capital Projects
27% Non Grant Capital Projects
34%
Grant Funding Revenue
Noosa Councils Contribution
to Grant funded projects
39%
Figure 2
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Section 60
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Completed Projects
While the 4th quarter continues to be impacted by disaster repairs and a heated construction
market with ongoing material shortages, lengthy lead times, pricing increases and contractor
availability issues; 21% of capital expenditure has been completed this quarter bringing total
expenditure to 71% of the 2021/2022 budget. Moving forward into quarter one of the 2022/2023
financial year, infrastructure delivery will continue to be impacted by the ongoing effects of
construction market pressures.
This quarter has seen the successful completion of the following key projects.
Cooroy Hinterland Adventure Playground
The Cooroy Hinterland Adventure Playground high-quality architectural playground, pathway
connections and carparks represent an investment of $6.7m in the community including
$2.788m from the Queensland Government as part of the Local Government Grants and
Subsidies Program.
Located in the heart of Cooroy, the Hinterland Adventure Playground is a unique nature-based,
all-abilities destination designed to inspire children and adults alike. Complementing the natural
beauty of the Cooroy Creek site, the park incorporates many diverse elements to inspire nature-
based learning and encourage interaction with the local environment.
Site Photo of the completed Cooroy Hinterland Adventure Playground
Shire wide Road Resurfacing
Maintaining and improving our road network is important for all road users across the
community. This financial year, our teams have delivered a record $5.3m in road resurfacing.
This program has made significant improvements to safety and the road experience for all road
users across the extensive road network.
Roads resurfaced as part of the 2021/2022 program include those in Tewantin, Cooran,
Tinbeerwah, Cooroibah, Noosaville, Kin Kin, Noosa Heads, Pinbarren and Pomona.
Page 60 of 71
Section 61
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Site Photo of Road Resurfacing Teams
Main Beach Showers Upgrade Noosa Heads
Work is completed on the final stage of amenities improvements at Main Beach, Noosa Heads
which included an upgrade of the shower facilities and installation of new bin enclosures.
The shower area upgrade will help with bottlenecks and queuing at peak times by opening up
the area to provide four shower heads, doubling the current capacity of beach showers. There
will also be three standalone foot wash towers.
This work is part of a package of improvements including new rock walls increasing seating
capacity in front of the surf club and the installation of 82 security lockers, funded by the Hastings
Street Association, to keep personal belongings safe whilst at the beach. Les
Summary
The 2021/2022 capital works program commitments total $22.7m. Large volumes of design and
delivery activities continue to be undertaken in support of the capital works program which
includes unprecedented amounts of grant funding and a transition to flood disaster recovery.
The Infrastructure Services Department has recently been successful in filling the Contracts and
Project Superintendent position which will assist in delivery of multiple major projects however
continues to be impacted by staff turnover.
Previous Council Consideration
Nil.
Finance
The year-to-date capital delivery expenditure to 30 June 2022 is $31.4m or 71% of the Capital
budget. Additionally $22.7m has been committed to multi-year projects. Figures 3 and 4 below
demonstrate the year-to-date budget, actual expenditure and percentage of program delivered
including commitments, broken down for Capital and Other Capital. Other Capital includes Asset
Management, Information Communication and Technology, Fleet, and the Planning Scheme
expansion.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
CWP Baseline BR2 Budget
$41,989,831 $6,089,192 $48,079,023
2021/2022
Other Capital Total Capital
Capital
(ICT, Fleet) Program
Budget Year to Date $41,989,831 $6,089,192 $48,079,023
Actuals Year To Date $30,511,987 $3,626,877 $34,138,864
*Remaining
$21,335,104 $1,422,933 $22,758,037
Commitments/contract values
Figure 3 – Capital Finance data as at 30 June 2022
Figure 4 – Budget Status of Capital Works as at 30 June 2022
Risks & Opportunities
Risks that continue to present challenges to delivery of the Capital Works Program include the
increased costs associated with and reduced availability of equipment and materials. This is
compounded by a decreased availability of contractors as a result of the flooding disaster events
in May and February 2022.
The construction industry is also proving challenging due to an inflated market and future
uncertainty and lack of confidence in supply chain and availability of manpower, resulting in the
private sector adopting a wait and see approach due to above constraints.
The number of Covid impacted population is also proving a challenge to both internal and
external resources. Council is working closely to monitor the situation and managing its internal
resource pool to reduce the impact where possible. Council is also monitoring the external
contractors resource impacts which are resulting in some forecast construction and supply chain
delays.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Staff within the Infrastructure Services Department & Corporate Services Departments were
consulted in the preparation of this report.
Chief Executive Officer Community Services X Corporate Services
Executive Officer Director Director
Executive Support Community Development X Financial Services
Community Facilities ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property
Waste & Environmental Health Revenue Services
Executive Services Environment & Sustainable Development X Infrastructure Services
Director Director X Director
Community Engagement Building & Plumbing Services X Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning X Infrastructure Planning,
Design and Delivery
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Section 64
SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
6 NOOSA HOLIDAY PARKS UPDATE REPORT TO 30 JUNE 2022
Author Property Advisor - Commercial Property, Robyn Mercer
Corporate Services Department
Index ECM/ 8.16 Camping and Caravan Facilities (General)
Attachments Nil.
EXECUTIVE SUMMARY
This report provides an update on the Noosa Holiday Park Business Activity for the period from
1 January 2022 to 30 June 2022, including financial and commercial performance, operational
activities and achievements.
RECOMMENDATION
That Council note the report by the Property Advisor – Commercial Property to the Services &
Organisation Committee Meeting dated 9 August 2022 providing an update on operations of the
Noosa Holiday Park Business Activity to 30 June 2022.
REPORT
1. Financial Performance
2021/22 2021/22
TOTAL BUSINESS 2021/22 % Current
Original Current Variance
ACTIVITY Actuals Budget
Budget Budget
Total Revenue $2,951,620 $3,191,338 $3,780,133 118.45% $ 588,795
Total Expenditure $2,228,036 $2,467,754 $3,034,692 122.97% $(566,938)
Operating
$ 723,584 $ 723,584 $745,441 $ 21,857
Surplus/(Deficit)
Key Comments Total Business Activity
Financial year performance for the Noosa Holiday Parks business activity is positive, delivering
strong revenue and an operating surplus. The financial performance results reflect Council’s
commitment to business improvement and innovation in order to improve revenue outcomes,
visitation levels, operational cost efficiency and visitor enjoyment.
The financial performance of the Noosa Holiday Parks business activity was impacted by poor
weather conditions in the latter part of the financial year and the significant flood event in
February 2022 resulting in temporary closure of Boreen Point Campground and Noosa North
Shore Campground.
The camping and caravanning industry has continued to stabilise in financial year 2021/22, with
consistently high consumer uptake reflecting the important role of recreation camping and
caravanning tourism and accommodation sector.
Further commentary on each Noosa Holiday Park is provided below.
*Figures are subject to end of financial year accruals and depreciation calculations.
Boreen Point Campground
2021/22 2021/22
Boreen Point 2021/22 % Current
Original Current Variance
Campground Actuals Budget
Budget Budget
Total Revenue $468,542 $495,260 $599,696 121.09% $ 104,437
Total Expenditure $449,277 $465,937 $649,193 139.33% $(183,256)
Operating
$ 19,265 $ 29,323 $ 49,497 $ (78,820)
Surplus/(Deficit)*
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Actual revenue performance for financial year 2021/22 has exceeded budget due to strong
visitation, guest experience improvements and the adoption of conservative Covid-19
revenue impact assumptions.
The Boreen Point Campground experienced a significant flood event in February 2022 resulting
in an extended closure period.
*Note - $79,957 of Flood Recovery Costs have negatively impacted the Campground’s financial
result.
Noosa River Holiday Park
2021/22 2021/22
Noosa River 2021/22 % Current
Original Current Variance
Holiday Park Actuals Budget
Budget Budget
Total Revenue $1,907,462 $1,907,462 $2,210,768 115.90% $303,306
Total Expenditure $1,217,931 $1,217,931 $1,297,783 106.56% $(79,853)
Operating
$ 689,531 $ 689,531 $912,985 $223,453
Surplus/(Deficit)
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Revenue performance for financial year 2021/22 has exceeded budget due to visitation
levels and the adoption of conservative assumptions regarding Covid-19 revenue impacts.
Actual operating expense outcomes are slightly less than budget due to a reduction in variable
operating costs.
Noosa North Shore Beach Campground
2021/22 2021/22
North Shore 2021/22 % Current
Original Current Variance
Campground Actuals Budget
Budget Budget
Total Revenue $575,616 $788,616 $ 969,669 122.96% $ 181,053
Total Expenditure $560,829 $783,886 $1,087,716 138.76% $(303,829)
Operating
$ 14,787 $ 4,730 $(118,046) $(122,776)
Surplus/(Deficit)
Actual revenue performance for financial year 2021/22 has exceeded budget due to strong
visitation, guest experience improvements and the adoption of conservative Covid-19
revenue impact assumptions.
Expenditure exceeded budget due to costs associated with the wastewater system.
The Campground experienced a closure period due to temporary shutdown of the Noosa
North Shore Ferry during the significant flood event in February 2022 which impacted
revenue.
1. Covid-19 Safe Operations
Covid-safe operation of the Noosa Holiday Parks continues to remain a focus in line with
Council’s commitment to ensuring that the operational, guest and staff environment at each park
is Covid-safe. All reasonable control measures are actioned and implemented in accordance
with Queensland Health directives.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
2. Park Occupancy Performance
Figure 1. Occupancy (%)
Figure 1 shows that financial year 21/22 occupancy levels at Noosa River are trending to pre-
Covid levels, whilst the elevated occupancy level achieved at Noosa North Shore reflects the
result of marketing, strong operational systems and increasing popularity of this facility. The
Boreen Point Campground occupancy results note the transition from a free-camping approach
to a demarcated site allocation approach.
Figure 2. Average Stay (days)
Figure 2 highlights the year on year consistency in average length of stay at Boreen Point and
Noosa North Shore and trending visitation pattern of high occupancy weekends and school
holiday periods. The higher than average length of stay at in financial year 21/22 at Noosa River
is likely due to Covid-19 influenced travel patterns.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Figure 3. Occupants
Figure 3 demonstrates the consistently increasing consumer utilisation of Boreen Point and
Noosa North Shore Campgrounds. The significant flood event and recovery period in February
and March 2022 impacted upon the visitation levels at Boreen Point.
3. Operation and Maintenance
Operation and maintenance for each facility is performed in line with established budget
allocations, including any reactive maintenance. Completed works at the holiday parks include:
Noosa River Holiday Park:
Minor tree trimming and tree removal.
Planting and garden regeneration.
Asset renewal works – stairs, retaining walls, drainage.
Garden and site beautification works in the south-eastern area of the park.
Noosa North Shore Beach Campground:
Implementation of a planned maintenance and operation approach to facility management
through bundling of activities to achieve optimised asset management and value for
money.
Tree trimming and tree removal works as part of cyclical framework for vegetation
management and guest amenity.
Internal road maintenance and implementation of additional speed bumps for guest
safety.
Improvements to the layout and sizing of powered and unpowered sites where necessary
to provide a higher level of guest amenity.
Formalisation of the unpowered camping zones with numbering and site markings to
improve operational efficiency, guest experience and commercial framework.
Raising the level of camping and caravan sites that are vulnerable to flooding and
implementation of natural drainage solutions to ensure commerciality is maintained during
periods of rainfall and inclement weather.
Installation of solar PV as a sustainability measure.
Boreen Point Campground:
Implementation of a planned maintenance and operation approach to facility management
through bundling of activities to achieve optimised asset management and value for
money.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Commissioning of replacement water storage and water distribution infrastructure (funded
by the Unite and Recover grant program).
Tree trimming and tree removal works as part of cyclical framework for vegetation
management and guest amenity.
Internal road maintenance and regular road maintenance of the alternate access from
Louis Bazzo Drive.
Formalisation of the unpowered camping zones with numbering and site markings to
improve operational efficiency, guest experience and commercial framework.
4. Noosa North Shore Campground Waste Water Treatment System
The wastewater treatment system (WWTS) was installed as part of 2020 campground
refurbishment project. A number of issues have been identified with the operation of the WWTS
which pose commercial, environmental, operational and compliance risk to Council. Council has
implemented a precautionary cyclical waste water pump out schedule while Council works to
resolve broader system failures. The system is being monitored by Council’s Plumbing Branch
and contractual advice has been sought on future actions.
5. Brand Development Initiative
The previously reported rebranding project for the Noosa Holiday Parks delivered a new
website, logos, graphics, value proposition development, unique selling propositions and icons,
inspired by Noosa’s natural environment.
The consistent improvement in guest experience, visitation and revenue levels achieved by
Noosa Holiday Parks business activity is partly attributed to the improved user navigation, clear
provision of information (park description, rules, maps, announcements) and streamlined online
booking functionality provided by the new website.
Previous Council Consideration
Ordinary Meeting Minutes, 18 February 2021, Item 5, Page 6
That Council note the report by the Property Advisor Commercial Property to the Services &
Organisation Committee Meeting dated 9 February 2021 providing an update on operations of
the Noosa Holiday Parks Business Activity to 31 December 2020.
Ordinary Meeting Minutes, 19 August 2021, Item 3, Page 9
That Council note the report by the Property Advisor – Commercial Property to the Services &
Organisation Committee Meeting dated 10 August 2021 providing an update on operations of
the Noosa Holiday Park Business Activity to 30 June 2021.
Ordinary Meeting Minutes, 17 February 2022, Item 4, Page 6
That Council note the report by the Property Advisor – Commercial Property to the Services &
Organisation Committee Meeting dated 8 February 2022 providing an update on operations of
the Noosa Holiday Park Business Activity to 31 December 2021.
Finance
Financial surplus from the Noosa Holiday Parks business activity is used to offset general rate
increases otherwise required to fund non-revenue generating Council activities and programs.
Council meets its ongoing financial sustainability policy objectives by ensuring that the Noosa
Holiday Parks business activity meets its full cost recovery obligations.
Risks & Opportunities
Risks
Macro-economic factors impacting consumer spending on recreational camping and
caravanning.
Operational costs impacted by macro-economic factors such as supply constraints and
inflation.
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
Trending patterns of wet and inclement weather impact on booking cycles and revenue
outcomes.
Opportunities
Consolidation of the business improvement and growth phase, and transition into a higher
productivity and revenue phase.
Deeper assessment of resource optimisation to deliver the Noosa Holiday Parks program
(including management, operation and maintenance) noting the available resources
include Council employees, contractors and Council’s contracted management service
provider.
Continued review of the effectiveness of the operating and contracting model adopted for
the Noosa Holiday Parks, and identification of opportunities to optimise future contracting
and operational frameworks.
Investigation of opportunities for broadened market and service offerings through
business case development and feasibility assessment of new accommodation and
tourism experiences.
Contribution to Council’s sustainability objectives through the introduction of on-charging
for electricity at Noosa River Holiday Park.
Ongoing improvement focus on future-proofing to safeguard commercial activity and
business activity outcomes.
Implementation of a habitat management program at Noosa North Shore Campground to
safeguard Council’s investment in dunal and habitat rehabilitation between 2017 and
2020.
Consultation
External Consultation - Community & Stakeholder
Nil
Internal Consultation
Director Corporate Services (Acting)
Property Manager
Finance Manager
Management Accountant
Departments/Sections Consulted:
Chief Executive Officer Community Services x Corporate Services
Executive Support Director x Director (Acting)
Community Development x Financial Services
Community Facilities Fleet
Libraries & Galleries ICT
Local Laws Procurement
Waste & Environmental Health x Property
Revenue Services
Executive Services Environment & Sustainable Development Infrastructure Services
Director Director Director
Community Engagement Building & Plumbing Services Asset Management
Customer Service Development Assessment Buildings and Facilities
Governance Economic Development Civil Operations
People and Culture Environmental Services Disaster Management
Strategic Land Use Planning Infrastructure Planning,
Design and Delivery
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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA 9 AUGUST 2022
7. CLOSED SESSION
Nil.
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