General Committee - May 2024
Date: Monday, 13 May 2024 at 12:30PM
Location: Noosa Shire Council Chambers , 9 Pelican Street , Tewantin , QLD 4565 , Australia
Organiser: Noosa Shire Council
Duration: 01:23:20
Synopsis: Financial performance ahead of budget and Q3 plan on track, Noosa Plan amendments progressing, Housing land disposal approved, Staffing and cybersecurity scrutinised, Capital delayed by weather.
Meeting Attendees
Committee Members
Brian Stockwell Karen Finzel Amelia Lorentson Jessica Phillips Tom Wegener Frank Wilkie Nicola Wilson Executive Officers
Acting Chief Executive Officer Larry Sengstock Director Corporate Services Trent Grauf Director Strategy And Environment Kim Rawlings Director Development & Regulation Richard MacGillivray AI-Generated Meeting Insight
Key Decisions & Discussions Larry Sengstock: Council appointed Brian Stockwell as Chair of the General Committee under s267(2) Local Government Regulation 2012; unanimous (01:02; Item 1.1). Deborah Olieke: Q3 Operational Plan: 149 initiatives—11 complete, 107 on track, 21 minor and 10 major disruptions; reporting by exception per statutory quarterly requirement (03:39; Item 6.1). Amelia Lorentson: Probed staffing shortages, outsourcing and data security; CEO differentiated consultants vs contract staff and outlined contract management and cybersecurity controls (06:27–12:49; Item 6.1). Richard MacGillivray: Explained statutory timeframes: concurrence agency (10 days) and minor change (20 days) decisions lag due to complexity; internal process review underway (22:33–24:54; Item 6.1). Deborah Olieke: Added four new KPIs for development/plumbing statutory timeliness; broader performance framework and corporate reporting system in development (17:31; Item 6.1). Frank Wilkie: Q3 passed unanimously after debate on over-commitment; members urged budget restraint and capability planning (25:56–37:04; Item 6.1). Financial Services (Acting): April YTD operating revenue +$2.1m (interest +$1.5m; goods/services +$1.4m); operating expenditure −$1.6m (employee −$1.5m); overall +$3.7m vs budget (38:27–40:59; Item 6.2). Trent Grauf: Noted NCP application to Waste and Holiday Parks; explained competition policy thresholds and annual budget adoption process (43:34; Item 6.2). Officers: Capital program 53% delivered excl. disaster works; weather delays; cash $123.7m incl. term deposits; sensitivity to FA Grant prepayment timing (52:33; Item 6.2). Councillors: Agreed need for revenue diversification to reduce rate burden; holiday parks performance improving via occupancy and cost control; $600k gross ≈ 1% rates but note commissions/costs (58:46–01:03:02; Item 6.2). Patrick Murphy: Tabled four months of planning decisions by delegation (caretaker catch-up); context on minor code variations and internal negotiations (01:11:08–01:16:30; Item 6.3). Council: Endorsed Noosa Plan 2020 amendments for public notification (31 business days) per Minister’s conditional approval; CEO authorised to make further changes; documents public from 31 May 2024 (Item 7.1). Council: Awarded CN00619 Street Sweeping to Specialised Pavement Services Pty Ltd (2-year term from 1 Jul 2024, 3x12‑month options); CEO to finalise contract (Item 7.3). Council: Approved disposal of proposed Lot 1, 62 Lake Macdonald Dr to Coast2Bay Housing Group under s236(1)(b) LGR (exemption), per Heads of Agreement (4 Apr 2024); CEO delegated to undertake subdivision, remediation tenders and execute contracts; sale at market value (Item 7.2). Contentious / Transparency Matters Frank Wilkie: Justified closing meeting under s254J(3)(g) LGR to avoid preemptive land speculation on potential rezonings; outcomes to be on public record post-decision (01:19:23; Items 7.1–7.3). Amelia Lorentson: Challenged necessity for leaving room on noting item; Chair clarified noting is not a procedural motion—conflict processes still apply (01:07:11–01:10:28; Item 6.3). Councillors: Sought clearer spend distribution (infrastructure vs services vs admin) to align with corporate plan and risk priorities; officers to consider quarterly view (55:50–57:29; Item 6.2). Officers: Admitted “camera car” parking revenue assumptions contributed to Local Laws revenue shortfall due to rollout delay (51:26; Item 6.2). Chair: Noted staffing attraction hampered by local housing costs; linked to confidential community housing agenda as systemic response (35:02–36:21; Items 7.2). Legal / Risk Chair/Officers: Quarterly operational reporting is a statutory duty (Local Government Regulation 2012); KPIs and performance framework under review to ensure alignment (03:39; Item 6.1). Council: Noosa Plan amendment process aligned to Minister’s conditional approval and “certain advice”; 31 business days consultation; reduces exposure to invalidity challenges (Item 7.1). Council: Land disposal relied on s236(1)(b) LGR exemption (community housing) and delegations under LGA ss257, 262; market value and protective conditions to mitigate undervalue risk (Item 7.2). CEO: Outsourcing/consultancy managed via contract oversight, confidentiality and cybersecurity protocols; recognised project management market constraints (08:57–12:49; Item 6.1). Officers: Asset management flagged as strategic risk; internal audit recommendations being implemented; Strategic Asset Management Plan in train; Audit & Risk Committee oversight (32:12–33:20; Item 6.1). Finance: FA Grant prepayment timing materially affects period recognition under accounting standards; vigilant long‑term sustainability posture with “sound/neutral” S&P-style rating context (52:33–47:49; Item 6.2). Conflicts of Interest Brian Stockwell: Announced he will cease prior Altum/Leigh McCready conflict declaration as events pre‑relevant term and McCready no longer associated (01:04:39; Item 6.3). Karen Finzel: Declared declarable COI for Altum applications MCU21/0228.01 & OPW21/0364.014; left room during consideration (01:06:08–01:07:38; Item 6.3). Amelia Lorentson: Declared declarable COI for OPW21/0353.02 (MC Bain) due to personal relationship; left room (01:08:11–01:09:32; Item 6.3). Planning Scheme Amendments & Zoning Frank Wilkie: Emphasised confidentiality pre‑consultation to prevent land speculation on rezonings; public notification to commence 31 May (01:19:23; Item 7.1). Council: CEO authorised to make additional changes required by Minister’s approval and advice; consultation period set at 31 business days with approved engagement plan (Item 7.1). Environmental & Infrastructure Concerns Officers: Shoreline Erosion Management Plan listed “major disruption” due to earlier contractor false start; new contractor engaged and work underway (15:20; Item 6.1). Officers: Weather over first quarter of 2024 delayed capital delivery; disaster recovery works (~$28.5m YTD) largely outsourced and contract‑managed (11:59; 40:59; Item 6.2). Council: Street sweeping contract CN00619 awarded to improve service continuity; staged options provide flexibility and performance leverage (Item 7.3). Community Housing Council: Approved direct disposal of Lot 1 to Coast2Bay for community housing with CEO delegated to deliver subdivision/remediation; unanimous after noting a councillor’s absence in confidential (Item 7.2; 01:22:09). Brian Stockwell: Linked worker housing shortage to broader organisational delivery risks; decision framed as systemic response (35:02–36:21; Item 7.2). Development Activity & Delegations Patrick Murphy: Reported four months of delegated approvals (Jan–Apr) due to caretaker pause; reaffirmed transparency rationale for publishing delegated decisions (01:11:08–01:17:48; Item 6.3). Officers: Development market softening in scale (not volume) reducing fee yield; year‑end reconciliation of unearned revenue to narrow gap (50:06–51:19; Item 6.2).
Official Meeting Minutes
MINUTES General Committee Meeting Monday, 13 May 2024 12:30 PM Council Chambers, 9 Pelican Street, Tewantin Committee: Crs Frank Wilkie, Karen Finzel, Amelia Lorentson, Jessica Phillips, Brian Stockwell, Tom Wegener, Nicola Wilson “Noosa Shire – different by nature” GENERAL COMMITTEE MEETING MINUTES 13 MAY 2024 1. ATTENDANCE & APOLOGIES COMMITTEE MEMBERS Cr Brian Stockwell (Chair) Cr Karen Finzel Cr Amelia Lorentson Cr Jessica Phillips Cr Tom Wegener Cr Frank Wilkie Cr Nicola Wilson EXECUTIVE Acting Chief Executive Officer Larry Sengstock Director Corporate Services Trent Grauf Director Strategy and Environment Kim Rawlings Director Development & Regulation Richard MacGillivray APOLOGIES Nil. 1.1. APPOINTMENT OF CHAIR OF GENERAL COMMITTEE Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Tom Wegener That Council appoint Cr Brian Stockwell as Chairperson of the General Committee Meetings in accordance with section 267(2) of the Local Government Regulation 2012. Carried unanimously. 2. CONFIRMATION OF MINUTES 2.1. GENERAL COMMITTEE MEETING MINUTES 12 FEBRUARY 2024 Committee Resolution Moved: Cr Amelia Lorentson Seconded: Cr Tom Wegener The Minutes of the General Committee Meeting held on 12 February 2024 be received and confirmed. Carried unanimously. GENERAL COMMITTEE MEETING MINUTES 13 MAY 2024 3. PRESENTATIONS Nil. 4. DEPUTATIONS Nil. 5. ITEMS REFERRED FROM COMMITTEES Nil. 6. REPORTS DIRECT TO GENERAL COMMITTEE 6.1. OPERATIONAL PLAN 2023-24 Q3 QUARTERLY REPORTING Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Amelia Lorentson That Council note the report by the Chief Executive Officer (Acting) to the General Committee dated 13 May 2024 regarding the 2023-24 Operational Plan and: A. Note the progress report for Q3 2023-24 Operational Plan to 31 March 2024 provided as Attachment 1; B. Note the comments on the progress of all initiatives identified provided as Attachment 2; and C. Note the status of Council's Key Performance Indicators as provided as Attachment 3. Carried unanimously. 6.2. FINANCIAL PERFORMANCE REPORT – APRIL 2024 Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Tom Wegener That Council note the report by the Manager Financial Services (Acting) to the General Committee Meeting dated 13 May 2024 outlining April 2024 year to date financial performance against budget, including changes to the financial performance report with the inclusion of key financial sustainability indicators. Carried unanimously. GENERAL COMMITTEE MEETING MINUTES 13 MAY 2024 6.3. PLANNING APPLICATIONS DECIDED BY DELEGATED AUTHORITY - JANUARY, FEBRUARY, MARCH & APRIL 2024 Cr Stockwell informed the meeting that he had previously declared conflicts of interest in relation to applications made by Altum Property Group in the Planning Applications by Delegated Authority Reports. Cr Stockwell advised: “During the last term I, Cr Stockwell, declared a conflict relating to Leigh McCready and the Altum property group relating to events in the lead up to the 2020 election. As this issue was prior to the relevant term, and as I am advised Leigh McCready no longer has an interest in the company it is not my intent to continue to make this declaration.” In accordance with Chapter 5B of the Local Government Act 2009, Cr Finzel provided the following declaration to the meeting of a declarable conflict of interest in this matter: I, Cr Finzel, inform the meeting that I have a declarable conflict of interest in this matter in relation to applications MCU21/0228.01 & OPW21/0364.014 (Combined with MCU21/0228.01) by Altum Property Group which are Items 7 & 22 in the Delegated Authority report. Leigh McCready who is associated with the applicant to the best of my knowledge, was involved in a volunteer capacity for my 2020 election campaign with Future Noosa, which is no longer an entity. As a result of my conflict of interest I will now leave the meeting room while the matter is considered and voted on. Cr Finzel left the meeting. In accordance with Chapter 5B of the Local Government Act 2009, Cr Lorentson provided the following declaration to the meeting of a declarable conflict of interest in this matter: I, Cr Lorentson, inform the meeting that I have a declared conflict of interest in relation to the application OPW21/0353.02 by MC Bain which is Item 13 in the Delegated Authority report, due to my personal relationship with the applicant Mark Bain and the Bain Family who are family friends. We have attended social events together, and our children have attended school together. As a result of my conflict of interest I will now leave the meeting room while the matter is considered and voted on. Cr Lorentson left the meeting. Committee Recommendation Moved: Cr Jessica Phillips Seconded: Cr Nicola Wilson That Council note the report by the Development Assessment Manager to the General Committee Meeting 13 May 2024 regarding applications that have been decided by delegated authority as per Attachment 1. Carried unanimously. Cr Finzel and Cr Lorentson returned to the meeting. 7. CONFIDENTIAL SESSION GENERAL COMMITTEE MEETING MINUTES 13 MAY 2024 CLOSURE OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Karen Finzel That the meeting be closed to the public pursuant to section 254J(3)(g) of the Local Government Regulation 2012 for the purpose of discussing: Item 7.1 - CONFIDENTIAL - NOT FOR PUBLIC RELEASE - ENDORSEMENT OF PROPOSED AMENDMENTS TO NOOSA PLAN 2020 FOR THE PURPOSE OF PUBLIC NOTIFICATION AND COMMUNITY CONSULTATION; Item 7.2 - CONFIDENTIAL - NOT FOR PUBLIC RELEASE - DISPOSAL OF LAND FOR COMMUNITY HOUSING; and Item 7.3 - CONFIDENTIAL - NOT FOR PUBLIC RELEASE - CN00619 – PROVISION OF STREET SWEEPING SERVICES. Carried unanimously. RE-OPENING OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Amelia Lorentson Seconded: Cr Karen Finzel That the meeting be re-opened to the public. Carried unanimously. 7.1. CONFIDENTIAL - NOT FOR PUBLIC RELEASE - ENDORSEMENT OF PROPOSED AMENDMENTS TO NOOSA PLAN 2020 FOR THE PURPOSE OF PUBLIC NOTIFICATION AND COMMUNITY CONSULTATION Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Brian Stockwell That Council note the report by the Strategy and Sustainability Manager to the General Committee Meeting dated 13 May 2024 regarding proposed amendments to Noosa Plan 2020 and: A. Endorse the proposed amendments to Noosa Plan 2020 provided as tracked changes in Attachment 3 for the purpose of public notification and community consultation; B. Authorise the Chief Executive Officer to make additional changes to the proposed amendments to Noosa Plan 2020 contained in Attachment 3 as required by the Minister's conditional approval and Minister's certain advice recommendations outlined in this report; C. Authorise public notification and community consultation for a period of 31 business days and in accordance with the Community Engagement Plan as amended by the Minister's conditional approval; D. Following public notification bring forward a community consultation report for Council consideration; E. Make the proposed amendments publicly available on Council's website as of 31 May 2024, being the first day of public notification. Carried unanimously. GENERAL COMMITTEE MEETING MINUTES 13 MAY 2024 7.3. CONFIDENTIAL - CN00619 – PROVISION OF STREET SWEEPING SERVICES Committee Recommendation Moved: Cr Amelia Lorentson Seconded: Cr Jessica Phillips That Council A. Note the report by the Maintenance Planning Coordinator regarding the provision of Street Sweeping Services to the General Committee dated 13 May 2024; B. Award both separable portions of Contract No. CN00619 Provision of Street Sweeping Services to Specialised Pavement Services Pty Ltd, for an initial term of up to two (2) years, commencing 1 July 2024 and expiring 30 June 2026, with an option to extend for three (3) further periods of up to twelve (12) months each. The option to extend will be at Council’s own discretion and subject to the Contractor’s ability to meet the requirements under the Contract; and C. Authorise the CEO to negotiate the final contract with Specialised Pavement Services Pty Ltd. Carried unanimously. CLOSURE OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Nicola Wilson Seconded: Cr Tom Wegener That the meeting be closed to the public pursuant to section 254J(3)(g) of the Local Government Regulation 2012 for the purpose of discussing: Item 7.2 - CONFIDENTIAL - NOT FOR PUBLIC RELEASE - DISPOSAL OF LAND FOR COMMUNITY HOUSING. Carried unanimously. Cr Wilkie left the meeting. RE-OPENING OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Karen Finzel Seconded: Cr Nicola Wilson That the meeting be re-opened to the public. Carried unanimously. GENERAL COMMITTEE MEETING MINUTES 13 MAY 2024 7.2. CONFIDENTIAL - DISPOSAL OF LAND FOR COMMUNITY HOUSING Committee Recommendation Moved: Cr Brian Stockwell Seconded: Cr Amelia Lorentson That Council A. Note the report by the Senior Strategic Planner to the General Committee dated 13 May 2024 regarding the disposal of proposed Lot 1, 62 Lake Macdonald Drive to Coast2Bay Housing Group; B. Delegate to the CEO the power to perform the actions required to undertake the subdivision of the base parcel including: 1. tender for the remediation works; 2. negotiate, finalise and execute a contract for the remediation works for the sum generally outlined in the Report: 3. finalise the scope for subdivision works; 4. tender for the subdivision works; 5. enter to negotiate, finalise and execute a contract for the subdivision works for the sum generally outlined in the Report; and 6. finalise the subdivision works. C. Resolve that the exemption to dispose of a non-current asset other than by tender or auction contained in section 236(1)(b) of the Local Government Regulation applies to the disposal of proposed Lot 1. D. Approve to dispose of proposed Lot 1 of land under section 236 of the Local Government Regulation 2012 to Coast2Bay Housing Group subject to: 1. provisions outlined in the Heads of Agreement dated 4 April 2024; 2. purchase price being the market value outlined in the Report; and 3. other conditions which the CEO considers appropriate for the protection of Council's interests; E. Pursuant to section 257 of the Local Government Act 2009 (Qld), delegate to the Chief Executive Officer the power to negotiate, approve and pursuant to section 262 of the Local Government Act 2009 (Qld), enter into a contract on behalf of Noosa Shire Council for the disposal of proposed Lot 1 to Coast2Bay Housing Group on the conditions outlined above for the purpose of delivering the community housing outcomes. Carried unanimously. 8. MEETING CLOSURE The meeting closed at 3.59pm.
Meeting Transcript
Larry Sengstock 00:00.000
As you can see, this is our first meeting in this term of Council for a General Committee Meeting, so we need to elect a Chair for this meeting, but before we start. Mr Chair until we go into that formal proceeding. I'd like to start by acknowledging that we are meeting on the traditional lands of the Kabi Kabi People today and pay my respects to elders past, present and emerging. Item one is attendances and apologies. I think we've got all Councillors present around the table, including Councillor Lorentson, who's back from her injury, or still injured, but back on her death. Good to see you. So the First Point then is to appoint a Chair for this group, this meeting. So I'd like to call for nominations, if I could. Frank Wilkie 01:01.934
I move that Councillor Stockwell be appointed Chair. Amelia Lorentson 01:13.527
Any discussion? I'll speak to it. I'm happy to support the recommendation given that it's what we have historically done, elected the deputy to be Chair of the General Committee, and given that I support historical precedents, that. Frank Wilkie 01:37.379
Yeah, I'll support I'm sorry, any other Councillors wish to speak? In closing, I'd say yes, I support Councillor Stockwell, he's the most experienced Councillor around the table, apart from myself, and you need that in General Committee, which is where all the robust debate usually happens. Larry Sengstock 02:00.400
I need to ask you, Councillor, if you'd like to accept the noise before we go forward. Okay, I'll put it to the floor. All in favour? That's unanimous. Thank you. Anyone else? Want to have the Chair of this committee, Councillor Stockwell? Brian Stockwell 02:16.008
Welcome all to the first General Committee of this term in Council. For the new Councillors, this committee is a little bit more formal than the previous two and a little less General Committee, so we tend intend to let the staff outline their report, and then we have the ability for Councillors to ask questions, points of clarification, and then once we do move the motion to the second, then we go on to formal debate. The only difference is you don't need to stand up in this committee. Today we have a items that are incompetent in the gallery. When we get to item number seven, we do need to clear the gallery. So first up, do I have someone who will move the confirmation of the general happy to confirm. Thank you. Meeting on 12 February. That's moved by Councillor Lorentson. We have a seconder, Councillor Wegener. Anyone who wishes to discuss? No? All those in favour? That's unanimous. We have no presentations noted. Deputations. There was no items referred from committee, so we move straight into section six, which is report General Committee. And the first item there is operational plan 2023-24 third quarter report. We have Debra ivey us an outline. Deb 03:39.695
Okay. Thank you. Chair. So this report outlines the progress towards the completion of initiatives, and it's the Q3 Q report. So the CEO under the Local Government Regulation is required to report quarterly on progress to Council, and it's a statutory requirement, so hence the report. So the operational plan details 149 initiatives aligned to the five themes of Corporate Plan. Of these initiatives, 11 are complete, 107 are on track, and 21 are experiencing a minor disruption, and 10 major disruption. The details reasons why they're experiencing minor and major disruptions are outlined in the attachment one, and that provides an overview for each theme. We've taken an approach where we report by exception, so we focused on those initiatives that are experiencing minor as opposed to commenting on every single initiative. We do however do that and in the mid-year report, which we did in February this year, and we will be doing it again for the end of the financial year report in detail. But for this report, those things that are progressing normally have been identified as on track and you haven't got details reasons for that. One thing I'd like to highlight is that just to assist Councillors where we've previously reported on an item I did put a note in their comments against initiative to say as previously reported so I hope I didn't confuse anybody that was simply just so that you knew that we have previously discussed that item it may have been completed earlier in the year just for clarity so I did include that and we did include where an item had changed so it might have been in progress on track and then has moved into a minor disruption we have given a reason for that and made a note of that you'll see that as we go through so so I'd probably like to just draw your attention to attachment 1 so that is the report that shows of the overall progress by theme and there's some comments there about some highlights for each thing the directors have made those highlights just to bring those to your attention for the quarter and then we also go by in detail providing the information on the how the initiatives are trafficking and also some reasoning why so they're in those graphs in attachment one. So I'm happy to keep continue unless you have any questions at the table. Amelia Lorentson 06:24.424
Just in terms of the report Deb, you mentioned some of challenges, in particular just difficulty difficulties in recruiting the qualified staff. Can you give us a little bit of detail and more importantly how does this challenge impact the organisation's approach to outsourcing and organisation's consultancy? Deb 06:54.082
I'll deal with the first part of the questions because it may be that see and I like to talk to it as well but it is a challenge for local government when you look at our staff turnover rates local government and the government sector is higher than say the private sector so we've got a fairly high turnover rate so we do lose staff especially who are moving on to say within the construction sector where there's are job opportunities so it is you know is this sometimes challenging to keep staff especially when you're looking at remuneration and opportunities and being offered in the private sector so that is always a challenge for us and it has traditionally been it's one of the KPIs that we report when you look at turnover like that so that addresses the I think that response to that issue of turnover there are shortages in different occupations and that is it is that means it's a challenge as well because we're competing with the private sector so your engineering and your technical type areas especially in our infrastructure trying as well and that's what we're trying to do area been evident in the capital program where we've seen the impact and some delays and some of our projects so can I go back to the other parts of your question could you just refer back Amelia Lorentson 08:15.853
How does it how does these challenges in staff recruitment how do they impact the organisation's approach to outsourcing and consultancy and I think more where I'm sort of that question Deb is the risk of outsourcing and consultancy risk as in data security risk loss of control and how we manage those risks Deb 08:40.713
Yeah did you want to talk to this Larry would you like look what I could say that where we have got shortages we have to had to engage consultants but we would also engage consultants in areas where we may not have the expertise but I'd probably then hand over to the CEO to further discuss that Larry Sengstock 08:57.995
So I guess there's different terms as well so consultancy for us is where we need specific entities or skills that we don't have or it's not efficient for us to have them on full-time because they're only needed in specific areas or specific times so we use consultants for that if it's where we've got a need for specific or staff people then it's either we recruit if we can't recruit we do contract so it's more contract as opposed to consulting so it's backfilling with contracts so it's sort of it's a nuance of terms but that's how we do it. So we don't really just grab consultants to fill gaps. Consultants generally are for if we've got specific needs and we don't have the skills and expertise to cover or we need we recognise we need that information and knowledge. In terms of outsourcing that's certainly something that is a bit of a cycle for local governments where everything comes in we bring everything back in then the next model is we take everything and put it back out again and get outsourced. I think more so from a project management because they're very difficult to source project managers at the moment because there is so much work out there and in the commercial world and people can make more money and do other things with it so um so it's more and attractive for staff to be out able in to the broader world so um it's difficult for us so in that case we are looking at some of our projects going forward in particular where we will use more outsourcing model but that doesn't mean we just really a contract that we hand out as an outsource and then we manage the contract as opposed to doing which is a different thing again different model but it's a model that again in the cycle that's a well-accepted model and it is certainly what we are doing with our um disaster management works and 140 million dollars that we've got in works happening at the moment without it's a majority already outsourced and we manage the contract from within and it works really really well um from a cyber security and everything else I mean that's just something that we do as a matter of course we protect ourselves and it is a contract so there's a whole lot of confidentiality that goes with contracts that type of um back end worth of time work that we're comfortable with we're covering ourselves in that regard we only go with reputed contractors and reputed work people and that's you know it's always a challenge but we do everything we can to make sure that we check those groups before we them and sign off on contracts and get them to do the work so as best we can we're confident that those people are the right people for the job and I think from an efficiency point of view it's difficult at least in day this and day age to try to keep everything in. We do need to outsource, utilise the skills that are out there. It comes at a cost but it also comes at an efficiency so it's a matter of balance. Amelia Lorentson 12:00.904
Also organisational culture, our workplace culture has got to be some impact. Larry Sengstock 12:07.888
Absolutely. So again there's two sides to that one as well because if we try to keep everything in and we overload everybody then the culture suffers because everybody is so spent that if they can't deliver anyway so it becomes a negative effect on the culture whereas if we outsource it and get the other people to do it and you balance then the work across our resources then it's a much better model as well so it's a balance and I think there's times where we overload, no question about that, but we're getting better and more efficient at outsourcing where we need to. Thank you very much. Thanks Sarah. Deb 12:49.826
Okay so I'll just work through the following documents. So then when you look at attachment two, which I was referring to where the detail is which outlines every initiative, so this is all of the 149 initiatives and so you can see that in the number completed we went up by one and that was in our workplace health and safety system management plan, we actually completed that initiative, so that saw the completed initiatives increased by one. Those initiatives on track remain constant at 107. The minor disruption, an additional two projects did decrease in but and in the major disruption we had an increase by one so you're looking at the 11 previously it was 10 in the complete on the on track it was 107 constant in the minor disruption the previously it was 23 we now we only have 21 and in the major disruption previously we had 9 and now we've got 10 so just marginal movement in that you'll see the movement in the next quarter report when we're reporting against the end of the financial year that's where you see a significant difference in these figures Larry Sengstock 14:13.802
Yeah and where we say they're on track it's also relation in to the timelines some of these projects not all of them are due to finish on June 2 they're multi-year contracts or multi-year projects so we cater for that so if it's on track for the time that we are catering for that project that's still succeeding September Deb 14:33.070
There has been some impact um the period of the election and just leading up to the election there were some items that were sort of put on hold until the new Council um took office so there are a few initiatives that have been affected by that as well which wouldn't normally be the case so I'm just bringing your attention to that okay so then um going on to um attachment three and I identified in the report that um one Frank Wilkie 14:59.927
Of the major disruption disruptive projects was the SEMP shoreline erosion management plan we've got a new contract the Hall Contracting being engaged is it and work is well underway and it works progressing well we've got it as major disruption is it because of the false start with the previous contract yeah and the time the way again now Deb 15:21.215
Yeah yeah and the time factor yeah because it was to the 30th March, so at that time when this was the comments were made that's was the status you know thank you yeah okay so then just to talk about the key performance measures so there are a number of measures that we have reported over the years in and they cut across our people you know our customers and other systems and processes we are currently reviewing our performance measures are in the Corporate Plan which we're refining and we've done work recently to review all of our service profiles projects. And focus on looking at the efficiency and effectiveness measures for the different services of Council and those service profiles will come before Council along with the budget because that's normally when we report them we've got kind of got two extremes we've got the Corporate Plan measures which we're refining and then service measures and then the next focus is really clearly looking at the operational ones so making sure that we've got alignment of the measures the there is an this initiative operational this plan which is actually the development of the performance measurement framework which is in progress and that also includes looking at all of our performance measures it's quite a lengthy process to do this and we're also looking at the development and implementation of a new system corporate reporting system again that's taking time to so it is work working in progress but I did want to just bring to your attention we added four additional measures and they provide a further breakdown in the development approval in the plumbing area for councils information because the Director felt that it was um would be informative for Council to see the current months figures in the numbers of applications but also the ones that are meeting statutory timelines so there are four new ones in there and they've got a little enabled view on them just to bring them to your attention and they just support the existing measures um and they which uh are actually show performance over a number of years so it just provides a little bit more detail but going forward we will be reviewing these measures. Amelia Lorentson 17:31.231
Can I ask a question in relation to the review Deb? Yeah. Will the review be developed by Council or will the LGAQ or the office of the local government? Will they have any input on the framework or review of our framework? Deb 17:49.092
We are actually developing the frameworks ourselves and aligning it to our planning hierarchy for example Corporate Plan, operational branch plans as well. We do, we're taking on board, the State government is very interested in helping to promote councils to be sustainable going forward and have introduced some sustainability type measures, they're mainly in the financial type area and we have incorporated, we are incorporating those. They're really relevant at the service level so in the review of our service profiles and we're looking at efficiency and effectiveness measures that's where we've really taken that on board but of course these this framework and the measures will come back before Council for approval and endorsement but we are looking at what the State is doing and what they are implementing so that we make sure that we have got alignment and we will be sustainable going forward so yeah. Larry Sengstock 18:45.942
Any other questions? Only on the KPIs, they're excellent graphics, Frank Wilkie 18:51.682
Thank you. Why a spike in requests in January? Is that a traditional trend? Deb 18:59.830
I'm sorry, I probably don't have enough detail to be able to answer that question, I'd have to take that on notice. Are you talking about the customer service requests? Number of requests received by month. Will it race you? I was just thinking, yeah, rates, and were there any other. Yeah, and we might have already, were the dog. Registration, were there some other registrations possibly? I noticed there was a, just looking at the data, there are higher than average number of waste management inquiries. And also just how the general inquiries grew up for the you do tend to get that at the beginning of the year are coming out of Christmas and school holidays, and then everything's very topical. So yeah, it gets raised in the numbers of contacts. Yeah. Frank Wilkie 19:53.179
Okay. And then there's a percentage of building information requests completed within the statutory time frame. It says a downturn in application numbers has contributed to reduced processing time frame. Maybe I'm mis. Not reading the graph correctly, but if the green elements were higher, that means more would be processed within the correct time frame, is that correct? I'd have to refer to Richard these saying a downturn in application numbers has contributed to reduced processing time frames. You'd think the opposite would be the case. Richard MacGillivray 20:32.893
Yes- like fewer applications should lead to would lead to increase- improvements time frames there. I mean, the only comment I would make be to other work-related tasks that may have been taking up that extra capacity, but yeah, generally we would think that if we've got more capacity here, base applications and time frames should be increasing. I'll follow that up with policies in that particular Frank Wilkie 21:01.066
Thank you. And then the other new one of the new graphics about MCU development applications decided within the statutory time frame-hmm. Unless I'm misreading the colours, MCUs are the dark blue? I see. In and almost all cases, MCU applications are decided within statutory time frames. In February and March they were, but in January they weren't. Correct. Okay. So there were a few that didn't get decided. The staff on leave, for example? Richard MacGillivray 21:32.387
Potentially, and in some cases where the applicant doesn't agree to extend the timeframe. We also, we were about to lead into caretake at that stage as well, so that's possibly another. And sometimes when the consultants don't extend the application, it falls into, I guess, post-decision making period. We can still make the decision. Where it's an impact assessable application, it can be a deemed refusal, so yes, so generally an applicant won't seek to pose that. They'll just let that ride through until it's decided. Frank Wilkie 22:05.724
Thank you. There's a very interesting graphic about percentage of payments made electronically. It's almost 100%. We heard the other day 3% of all payments are still cash. And even though it's an extremely high number of electronic payments, there's no, suggestion this Council is ever going to move away from cash, accepting is there? That's what I was just saying. Not that I'm aware of. It's really interesting that about 97 are made electronically. Thank you. Brian Stockwell 22:42.429
So I'll follow on the question in regard to the new graph. The number of development applications decided in timeframes consistently concurrence agency, and I would presume that's the State government getting back to us. It's behind time. But then the other was minor changes at 21% or below. Is that because they're seen as a lower priority, or there can be more complications, or because the timeframes are very Richard MacGillivray 23:10.374
Relation to the concurrence agency referrals, they're actually usually the referrals from the building certified to Council. Has limited time, 10 business days to make a decision on those. Often we've found that can be extremely complex variations to the planning scheme, so that takes a lot longer for us to deliberate with the applicant back and forth with exchanges, but because we're bound to have 10 days to decide that, means that it's very difficult to provide it. A particular decision within that period of time. Often is the case too, there are GMOs very early, so without the building approval application process being lodged as well, so we're having a discussion internally around some of those be potentially revisited to be early pre-request response because the building application actually hasn't been lodged and we're assessing as part of that, so we're actually having look at that an internal discussion with our planning assessment team at the moment. The minor change ones yeah minor changes so there's 20 business days associated with minor changes. Again, we're finding a lot of situations where there is quite a bit to them and requiring a lot of assessment from referrals as well, some in cases external consultants assisting us on those reviews. So that's taking a little more 20 business days to make a decision on those particular applications, hence why the numbers are lower than desired. In terms of working on those, particularly around the concurrence agencies and minor changes to seek further information and more time for those decisions to be made. Karen Finzel 24:52.101
I just have a question. Thank you. So will that benefit us with the new corporate reporting system giving us more detail? Will that drill down on more of this information when we get the reports? Deb 25:06.982
Are Ultimately, it will give you more information, but it will take time to build the system, be picking up. It'll look very much like a traffic signal, if you like, in how we work and highlight those areas that sort of abnormalities. Or different or spikes, so to speak. But the data will be entered, for example, by the relevant area and then we'll be able to report differently. So it'll improve our reporting format, but there's still quite a bit of work to be done on data and connectedness within and across different modules, so will take some time to do that. Ultimately, definitely, but it build Brian Stockwell 25:49.311
Thank you any further questions? Would someone like to move the recommendation? Frank Wilkie 26:03.729
Staffing The quarterly report, the operational report, gives a good indication of how the organisation is moving and how hard it's working. And as you've said, there are many, challenges staff, and recruiting. We've had weather delays with a lot of programs as well. And any interested residents and ratepayers want to know how their ratepayer dollars are being spent, direct them towards quarterly report and the annual report. There are so many initiatives underway. It's good to see most of them are on track. And you've clearly articulated the reasons why there's major disruptions. It makes it readily understood why there are disruptions and a lot of those things are going to be addressed in the coming months. So please pass on our thanks again to the staff for how hard working they actually are. It's greatly appreciated. Tom Wegener 27:00.349
Just a comment. To me, you know, we have a lot things on the table here, really a lot of programs, and a very small handful of directors. So the directors wear a hat, the sub-directors, and we know that lots of hats are being worn by one person. And I think that when you look at some of these areas here, you know, there's so many things that are happening. For example, facilitate youth engagement is needs to be, you know, is in the yellow. Noosa Design Principles, revenue diversification, Reconciliation Action Plan. Those are things that we aspire to do. We want get to them. But in my opinion, where the lack of or trouble filling all these positions, actually, that's symptom of us wanting to get to these projects, but they're just filtered down at the bottom because the Director has so many hats on. They're just like, right, okay, I can't take that hat and pass it down to somebody because there's nobody, head down there to put it on. Is that accurate, Larry? Kind of an accurate kind of mental image of Council works? Larry Sengstock 28:06.456
Oh, absolutely. I think that's the piece we need to continue to bring back to the table. And this shows it is the complexity and the breadth of activities that we undertake as a local government. It's broader than any other business that you can find I think um and that's simple. Symptomatic of it and absolutely it then becomes a problem. Priority of where do we spend our time, because we've all got limited time. And we have to then try to just keep things moving along. So it's almost, in some respects, it's like, trying to push a log up a bench, push a little bit of money and just keep it moving. And that's sometimes what we need to do in order to do it, because we don't have the luxury of a massive staff base. Regardless, we're just not, in that position from the financial position and your resources. I mean, you're right, it is a very complex business and we are managing a whole lot of things a lot less. Deb 29:00.558
And we have an ambitious Corporate Plan and this operational plan is essentially the one year component of the five year plan. It's, when we go into our next it'll be the second year of operational plan for the Corporate Plan, but is very ambitious in what we said that we would deliver over five years. And a number of the initiatives you will see that, you know, they might be at an initial phase and then they might-- they'll move to a next stage year because it's not always-- everything is completed within financial year, especially with some of the complexities of projects. They go beyond one year and they then move over into another stage in the following year, which also then needs further consideration budget-wise. And then you have emerging issues on top of that. Amelia Lorentson 29:44.975
Yeah, so just sort of rephrasing but asking a question. So we have set overly ambitious goals and we potentially are overstretching our so understanding that now, what adjustments are we going to make next quarter to address these issues? Larry Sengstock 30:14.639
Well I don't think it's just next quarter. I think it's going forward in total. We have set a lot of things in motion and what we are looking to do, and this is part of our budget deliberations in the next financial year, is to finish the things we've started, that's the risk. And we're all guilty of it because we're all humans and we all want to do as much as we can for our community, so we're all prepared to take on more as it comes our way and see what we can do to try and help. We need to take a much more considerate view of some of these things and just say this we can't do anymore, any more we need to finish these off and before we move on to the next one and that's what we are trying to do and this report shows that we're on track to do that but everything takes resource and like I said at the start, even though they're green, not necessarily going to be finished. June 30 so we can move on to the next financial year. They're actually multi-year projects that continue. They're all on track but they're continuing so they're continuing to suck up resources and finances. But that's the plan is to deliver what we've got. And then be more considerate about what we can take on going into the future. Because we can't be everything to everybody all the time. Deb 31:31.446
And an additional item just further to what the CEO said is that we have acknowledged that we do need to consider what our finances are and what our people capacity are and a workforce plan has been identified as one of the initiatives as well to further look at our staffing resources and ability to deliver and similarly with our systems and with our finances as well. So that's the capability plan that was actually identified in the Corporate Plan but is also included in the operational plan. Amelia Lorentson 32:00.603
In terms of high risk priorities in Council, stormwater and ageing infrastructure, where is that identified in the operational plan? Deb 32:12.932
I'll focus, give you an example. A key one would be asset management. So that is actually identified in the operational plan. It's also identified in our strategic risk register and it's also something that we report regularly to the Audit and Risk Committee on because there was done of our asset management and there's a number of recommendations that we'll be moving to implement to approve there is also some other work being done particularly in community services where they're looking at maintenance requirements on some of the community buildings going forward so there is definitely a plan. Of the TAC in that space that's in relation to asset management and that's probably a big part of it really so yeah. Larry Sengstock 32:57.213
It sits within our strategic business Deb 32:59.353
Register yeah and which we review the executive team reviews regularly and we report to the as I said to the Audit and Risk Committee at least twice yearly on that and we have specific actions we're putting in place to address those and the development of a strategic asset management plan will be a key piece of work in that space Larry Sengstock 33:17.562
There is a piece as well to take the time to celebrate what done and we're doing what we've got in our books of all these things because we tend to sort of assume we finish something we just move on what's next and that just gets pushed aside or we start it and it's like great we've started what's next as opposed to really focusing on all the great things that we are delivering and doing over the course of the last two years three four years in terms of the cycle so I think that's really we do that as well because it's very easy to forget that we've built these roads we've built that roundabout we've done all that great work it's like yeah right what's next as opposed to that's fantastic and we recognise that there's more projects in train Amelia Lorentson 34:01.891
Quick question and this is maybe in terms of the review of our framework or additional kpis at like customers satisfaction with whether it's customer service we look at experience surveys do and I'm thinking of roads that we've just completed or whether it's stormwater do we ever consider whether the service is fit for purpose absolutely within Larry Sengstock 34:33.713
The restraints of what we can deliver yeah absolutely it's always going to be fit for purpose in my opinion but we can't always deliver some people's fit for purposes here and you know it's where that line is drawn but absolutely that should be our excellent thank you you're saying all Council works are according to designated standards that's it of course it's specific our community as well, with Deb 35:00.798
Their expectations. Brian Stockwell 35:02.818
Anyone you else must wish to talk to the motion just oh um you should talk I'll point to my thinking on this is when we look at the cause of the delays there's some that are outside our area of influence things like you know I think for the three months of this year in my recollection have probably got the most wet days that I've known for at least 40 years and we know the labour market is difficult in that we know that some of these key positions of course major delays we've advertised some of them three times and sometimes we get a applicant who accepts it and finds out about the housing market and that's the one I think that you know we have to look at systemically what do we change and then on today's agenda we in the confidential session two of the three items is about addressing that systemic issue we've got in terms of accommodation for key workers in the Shire so that will take years to work through the system but that's the sort of thing I think we should be looking at what are the large big-picture constraints on achievement of this organisation and the broader economy and how do we change that paradigm. So that in future it ceases to be such a large constraint. Tom Wegener 36:20.544
As a Mayor as maybe part of your new job you could be in charge of celebrations. Deb 36:32.344
It's really positive for culture. Amelia Lorentson 36:36.304
People and culture. I'd just like to acknowledge the staff and you Deb for you know you bring so much expertise and years of experience to Council and just acknowledge and thank staff for all their hard work. I think when you run through the report it's overwhelming how big a business we are and what we're actually got on our plate at Deb 37:04.353
For that. Thank okay. Thanks. Frank Wilkie 37:08.394
Thanks, Jeff. You thank like to close? Yes I will. You talked about capability plans being prepared which will give us a good insight into what the organisation is set up to actually deliver. When we're overstretching. But any Councillors who are concerned about overworking this organisation have got an opportunity in the upcoming budget not to overcommit to initiatives, capital works because we do have to sign off on the budget and also the operational plan for the next year. So all the initiatives this year we unanimously approved and we're going to have an opportunity to really set a regime of tasks that hopefully will be taken to account for things we've heard around the table today by June 30. Brian Stockwell 38:00.519
Thank you. Those in favour? That's unanimous. You, David. Thanks. Item is the financial report for April and we have to think. Pauline? Are you going to do the outline? Pauline 38:19.615
Absolutely I am. Good for me to go? Afternoon Councillors. So, year to date for April 2024. Operating revenues continue to outperform our forecast as well as operating expenditures are running. Under forecast to the end of April. Operating revenue is 2.1 million dollars above the budget and that's being predominantly driven by interest income of 1.5 million dollars and sales of goods and services of 1.4 million dollars from holiday parks, waste disposal fees and sports and cultural facilities. Other revenues half a million dollars above budget and that relates to plant recharging to capital projects particularly QRA as well as some commissions and royalties that we've received. However that's been offset by our lower than forecast Fees and Charges which is 1.3 million dollars below budget year to date. Our operating expenditure is $1.6 million under spent with $1.5 million of that relating to employee costs. Our materials and services expenditure is slightly under the forecast, which is $5,000. However, there is some offsets between legal services, which are actually over budget at the present time, offset against underspending contract services and consultancies. Tourism economic development expenditure continues to show that it's tracking against budget year to date. Most budget use is 8. Council's operating position at the end of April is $3.7 million above excluding disaster projects, Council has expended 53 of its full year capital program, which equates to $24.3 million of our full year $45.9 million capital program, with a further nearly $11 million. Committed year-to date we've spent $28.5 million on QRA funded disaster projects, however we are obviously running a little behind on our capital projects and some of that is to do with the weather that we've seen in the last three months. Council's cash holding at the end of April was $123.7 million. Actually relating to the capital program in the fact that it is delayed and we were expecting a lot more of expenditure to come through from the QRA projects than have. We currently have $30 million of those funds invested in term deposits. Overall, council's financial performance continues to be strong and it's forecasted to result in a surplus at the end of the year pending any accounting adjustments that may come through. Tom Wegener 40:59.080
Just seeing that this extra boom of $1.5 million from interest rates, so that is just such a bonus isn't it for us? It'll probably wind up by the end of this year do you think? Pauline 41:13.780
It will depend on the delivery of the QRA program that's where a lot of the funding comes from and the timing of delivery of those programs as well as capital program as well so there's some funds obviously with that whether it spreads into the next year as well but obviously are expecting that interest rates will decline coming but we haven't quite seen that just yet so while we can utilise funds and maximise the return to our ratepayers we will continue to do that and look at ways of doing that obviously however interest isn't an ongoing revenue stream and it will come down so it can't be used to fund ongoing projects and costs Tom Wegener 41:48.311
And then the next question because of these there's all that money in the bank account from that say Black Mountain Road eventually that's going to be an asset do we pay the depreciation on that asset as the Council or is that the State? Pauline 42:01.570
No so that part of that will become an asset some of it may not so there's parts that will be capitalised as an asset some that may be expended and but that asset becomes ours so where they're reconstructing road of Black Mountain that road is ours and we own that asset and it will depreciate through the accounts Tom Wegener 42:16.805
But okay sorry last question because of that it's such a huge project and it costs so much money right depreciation on that would be a lot but on the other hand it should last a really really long time Pauline 42:28.740
Yes and no how however not all of that particular project will necessarily end up as an asset so we don't as a Council generally value the land under a road and some of that construction is land under the road there's obviously pylons and gabions and all those sorts of assets so it really comes down to the components that are constructed and the elements that meet the criteria for capitalisation as an asset on our finances versus being expended and offset with the revenue that we've received from QRA they're the sort of assessments so that we do as part the end of year accounting with the auditors as well. Brian Stockwell 43:01.743
Other questions? Amelia Lorentson 43:08.443
Council elects to apply national competition policy reforms to waste management and holidays park. So from the wording, NCP is not compulsory. Or is it amongst local governments? I've always understood it should be compulsory, but the wording says otherwise. Can probably fix that one. You can. Trent Grauf 43:32.414
Sure. So the thresholds and the definitions of what constitute commercial activities is embedded in the Local Government Act. But what we need to do as a Council each year when you adopt the budget is you do adopt through that process the activities that fall into that threshold so what we're required to do each year as part of the budget is not just look at holiday parks and waste which are clearly above the threshold the revenue threshold of being considered commercial but have a look at everything we do so each year we do that assessment and there might be things at some point in the future that might trigger over we might do a major upgrade or of one of our sports or aquatic facilities and its revenue generation grows with that and so then we would need to do an exercise financially to assess whether we should be then considering aquatic centre or an upgraded day or any kind of facility like that might fall into that competition policy framework and we'd have to make sure that we do that extra due no anti-competitive pricing in our structures with those that's why we elect to it's part of the budget adoption this year in Frank Wilkie 44:47.462
Rates and levy section you've got eighty point nine million or a hundred percent of the budget has been earned in the comments general rate 123.6 above the year-to-date budget understand we are actually there was some we received less income to use on ratepayers behalf because there have been some property re-evaluations just explain how we reconcile that with the comments I've seen here please. Pauline 45:15.620
Some of those relate to some levy funds as well that have but there's also we did do an adjustment at the budget last review to accommodate that reduction or part of that reduction so it's not showing as over or under spend as it possibly would be have we not made that adjustment of the budget review that we adopted in January thank you that explains that and Through the Chair we're still continuing to see those revised valuations or the UCVs as we call them of land come through so our rates revenue is continuing to reduces as properties contest those valuations so it was just the assessment we took at the time at budget review to as to what that would land that by the end of financial year traditionally Frank Wilkie 45:58.566
This council's trying to bring in a budget a minimum general rate the rises no higher than CPI and I heard that's Federal CPI rate what 3.5 3.6 3 percent.6 3.6 but I understand we're still feeling the impacts of record high CPI Pauline 46:16.901
We are so I mean to talk to CPI so that's released is based on a set of standard expenditures so groceries milk fuel sorts of things and while that's representative of you and me at home that's not necessarily representative of the goods and services that councils procuring. Well the local government index is again another indicator but obviously you know roads, construction, asphalt, those sorts of items generally track a lot higher than the base CPI. We also have employee costs that are tied to a certified agreement and those have been higher than 3.6 that we're sitting at. So we had 4.2 in December that increased our employee costs. So we tend to, we run higher than necessarily the announced CPI by the ABS. But obviously we've historically adopted a track to try and tie rates to CPI but that has constrained us in our ability to continue to deliver those services and maintain that level of service. Frank Wilkie 47:22.966
And just a general question, the rating discount, financial rating Council has received from the State governments, was it financially sound with a neutral outlook? I understand sound is like five on a scale of seven. Can you just talk in broad terms for those who may be interested in listening or hearing what that means in terms of the way this Council is able to deliver services for its residents and ratepayers? Trent Grauf 47:48.113
Sure. Through the Chair, I can speak to that one. If you look at the scale, the first part of the scale, which is sound, we aren't a local government that generates robust or strong or significant operating services. We start the financial year targeting just above a break even. If we've got excess funds we look at whether we invest that services or reduce our rate accordingly, so we always target very lean financial position to start the year. Larger councils and those with the a more significant revenue and rating base, such as those in SEQ, might be looking at a larger operating surplus when they adopt their budget. So that's where the sound position comes from. We're one of the 20-odd councils in Queensland that are financially sustainable, so we have a sound position. A neutral outlook is, that, exactly as it says it's neutral, we're not declining, we're not significantly growing in our financial sustainability. It requires ongoing, astute financial decisions, not just or tomorrow or next month's Council meeting, but every Council meeting to ensure and every budget deliberation to ensure that your intergenerational financial sustainability remains over the next 10 or 20 years. So that's why long-term view is always important and knowing what your asset management planning is for example so that you know what you're funding for not just in one year or two years but in 10 years time and ensuring that you're funding that. So that's why the neutral outlook's there that we're looking at that long-term view and keeping it well balanced over that decade. Thank you. Brian Stockwell 49:35.828
I've got a couple of questions. It's around Fees and Charges. So obviously that's the area where there's the most deviation from the budget it. I know in the budget review we had a look at development assessment fees and building and plumbing compliance that were a similar level below then and we thought there was going to be some more movement. We've seen that more movement and it's coming in the last quarter or is it the mean that we really are seeing a downturn and the budget forecast was a bit ambitious Richard MacGillivray 50:05.199
I was going to say probably yeah as we mentioned it that the last month we are seeing a bit of a softening the market in terms of what the numbers aren't decreasing significantly the scale of the proposals coming in at the moment are not at the higher end so therefore fees not quite hitting probably the mark we were and I think that's to do with interest rates as well I think also a bit of the supplier piece as well so some projects are holding off we do have some large development applications that processed. At the moment that at the end of each financial year we can reconcile so basically we have unearned revenue that's held across from previous financial year so it's in large fees paid last financial year that have been held over so we'll notice that there'll be several hundred thousand dollars so that will significantly reduce by the time we get to the end of financial year so that gap is probably not quite as large as what it's showing on there because we've still got to do the reconciliation of unearned revenue and by but we have noticed that we're not getting as many of those big new development applications coming in right this moment and obviously that's showing on our bottom line at the moment. Brian Stockwell 51:20.163
And the other one, local laws and community facilities. Pauline 51:25.483
Yeah, please. So in terms, I can comment on some of that. Of the local laws, actually related to the camera car initiative that we're supposed to roll out. So there was an additional revenue stream added, obviously, as part of that. And that's obviously been delayed. So as a result, there's a bit of a compounding factor coming through from that. Community facilities predominantly relates to Noosa Seniors, and there has been a change in the manager, and I suppose strategy. They have had an offsetting expenditure as well. So even though their revenues down, their expenditure is down as well. Because that operation generally operates at a neutral position. And I think that was just some of the initiatives and maybe he was a little bit optimistic about what could be achieved in the financial year, but there was a change in manager during the year as well. Frank Wilkie 52:11.061
Sure, please speak. Mentioned, there's a comment in there, I can't find it at the moment, about the impact of the $2 million financial assistance grant. The timing of when the Council receives the money can affect the bottom line. Can you? Correct. Perhaps negatively. Can you explain that counter counterintuitive-intuitive comment? Pauline 52:32.572
Yes, I so we receive approximately $2 million in a financial assistance grant from the government and historically they have always prepaid it in June and last June they paid 100 of this year's financial assistance grant in June and under the accounting standards how that gets treated it gets recognised. In the prior year so in last year's financial statements. So depending on what happens this year in terms of whether they reduce that prepayment so whether that's a 50% 75% or 100% there may potentially is that fluctuation in what we've forecast so we've forecasted receive that 100% however we're really dependent on that announcement which we're waiting to hear and also about the amount that they allocate to us as well so our amount was supposed to decrease but actually slightly increased last year but until we get that notification we won't know that so it would essentially be if they put only paid 50 then we would have actually half of that one million. Trent Grauf 53:33.128
From a cash flow perspective we still end up at the same situation as roll through next year. It's just a case of when that hits our bank account and gets recognised. Karen Finzel 53:51.279
The Chair. Given, like, coming off the back of the bottom line, I'm just interested in moving forward, looking at the long-term view around our asset management planning and when we're converging. Conver. Converting the QRA projects into our asset moving forward, what's a reasonable time we can expect that conversion rate to take and then the benefits to our bottom line, guess like is that. Pauline 54:22.007
Well it really is dependent on the delivery completion of the project so there's sort of a cycle I suppose in terms of assets that they get constructed, they get completed, we then rely on the componentization of those assets that go on and then the financial side allocating the costs to that asset and reviewing what's there and what can be capitalised and what needs to be expensed. There are some projects that we actually. Like lot of the gravel roads works that were completed has been done but we don't have the component parts of those assets to finalise so that probably won't hit this year unless they get it to us very soon. So it'll fall into next year. But what happens with the. Roads, for instance, we would actually write off some of those gravel roads that they've repaired or replaced and then reinstate so there's kind of an in and out. So some of those renewal type works won't impact our bottom line but any of the new stuff particularly on the landslide like the gabions and those sorts of things would because they're potentially new assets and attract appreciation it probably I'm guessing here will be a couple of years before we start to see it. Brian Stockwell 55:23.338
Make it straight. Larry Sengstock 55:25.178
That's projects aren't finished until you go through the 12 month period after the project as well in terms of really taking it on and taking on our books. So there's that period and then there's a period of just assessing it. And getting on the books itself so takes time. Don't rush it, just keep pushing it out. Amelia Lorentson 55:52.164
A quick question Pauline and maybe even just a suggestion but I would love to see somewhere in the report like and maybe it's too simplistic but how our council's is distributed across areas in terms of how much do we actually allocate to infrastructure allocate to Council services and administrative costs just to have like a I don't know simplistic or an overview and that would also help me and maybe again too simplistic but what I read out of something like that is how we actually prioritise our funding. Does that then align to our Corporate Plan and more importantly our external auditing risk you know our high priority issues can we do that? Pauline 56:49.886
Or am I have I just done exactly to a certain point we could probably no that's okay. Yes we could do some allocations and I'll probably suggest maybe we would start as a quarterly update like we've done in the past with some of the other requests but I'd kind of need to get feedback from Councillors as to what sort of they would find useful and how sort of what to level you want that information and what we can also pull together within the system. Already do that to an extent when with the you're bug. In the budget workshops showing how much you expend on infrastructure, community involvement. Yeah, so it depends on how much you're wanting to see that. I mean, Councillor Amelia has just obviously talked about infrastructure and versus our services. So whether that's by department or some of the facilities, it's more just getting an understanding of to what level we need that and how quickly we could turn it around. Brian Stockwell 57:45.143
We have someone who wants to move the motion. I'll Councillor Councillor Wilkie and the seconder, Council Wegener. Wegener. And Councillor to Wilkie. Frank Wilkie 57:55.406
Thank you for the excellent report. Financial is essential to let us all know how the organisation is going. As Trent said, financial sustainability is nothing to be taken for granted given that we're one of 20 councils which is a minority that returns surpluses, there's 77 councils in Queensland. And it lays at the heart of being able to deliver services and infrastructure and programs for our community. Without financially sustainable practices, none of that can be delivered. With the relative ease with which Noosa Council is able to do it, despite the challenges of being a relatively small Council, so thank you for keeping us all on track with really good reporting. It's much appreciated. Amelia Lorentson 58:45.801
I'll quickly speak to it. Thank you again, great report, Pauline and Trent. My sort of take home with the report is that, and it's not scary, but it's a moment of pause where I keep going, what's changed over time in terms of our primary source of income for new Council. And we haven't changed. We haven't diversified. It's essentially rates. And my concern is given the high cost of living pressures and our obligation to spend money wisely and also reduce that impact of rate increases on our residents, we need to really be thinking heavily how we're going to diversify an income source without imposing rate increases and know discussion we've been having for quite some time but I think it's you know listening to Richard just before in terms of fees is just planning fees, a drop in planning fees. We've got to be a little bit more inventive than just raising fees and rates in getting more cash. Trent Grauf 01:00:02.388
Through the Chair you would have noted that in the operational plan update there is a revenue diversification strategy. On education strategy here. So short of simply saying watch this space, and the of living our obligation to spend money w we haven't diversified. It's essentially rates. And my concern is given the high cost of living pressures and looking at one year's worth of revenue generation. It's how do we deliver the ambitious Corporate Plan without it being burdened purely on the general rate. So that is key for the financial conversation over the next six months. Brian Stockwell 01:00:38.070
Yeah, I'll follow that one then, I'll be good. It's set of figures this time because the Fees and Charges from the traditional services of Council is significantly down 1.2 million below budget from now this year, yet our sales of goods and services will be up so we can see that well while the domestic low market, things like the holiday park revenue up by $660,000 which shows that the other source of revenue we can get is by our holiday parks and obviously there's opportunities, we've got another site that's already got planning approval, we've got some of the parks that could be upgraded with cabins. To me, historically when we've seen these downturns in construction and planning, we see a downturn in the local economy, but we've seen diversification through things like the Peregian Digital Hub evening out the process, but from a ratepayer perspective, we aren't going to have a population-led economic growth. We need to get that long-term strategy in place to ensure that as our population ages and our workforce increasingly comes from further afield, that we need to have these alternative sources of revenue. I think 660,000 would be a bet on the record. Frank Wilkie 01:01:53.899
Percent on the right side so so just a follow-up question on that. What's actually being done at the holiday parks to make them generate such. Being so successful in generating extra revenue? Trent Grauf 01:02:09.450
Primarily over the last couple of years it's been a range of things, one is occupancy rates are up, two is also efficient and effective management of maintenance structures so that it's not just about the revenue side it's also the cost side and how you sides of the P &L if you like so it's been a combined exercise there in terms of how we've structured tapping into the market and making sure occupancy rates are high but also making sure that our cost base is efficient and effective and it's a good customer experience. Frank Wilkie 01:02:42.786
Just to clarify, that extra $600,000 as Councillor Stockwell mentioned, $600,000 raised from other sources is equivalent to 1% rate rise. Don't have to impose on residents through the budget to get the equivalent. Pauline 01:03:03.600
I'd also like to flag that are additional costs that come with that $600,000, so we do pay commissions and other costs that relate to that, so the net probably isn't that $600,000, but yes, in theory. $600,000 is equivalent to that one cent. Sorry. I just wanted to flag it, but yeah. Tom Wegener 01:03:20.991
Anyone else wish okay, talk? Just a comment. I think you guys, what Frank just was talking about takes it to another level where our population is much older, 12 years older than the average. Our income is substantially lower and somehow we still are doing very well in our sustainability index, and we have these bonuses like the 1.5. Which is two rate points through the interest rates, and the holiday parks doing well, but in some ways I see ourselves, you know, really sailing a tight line, and so I'd just like to thank you guys and appreciate that. I think it's harder than it sounds. Amelia Lorentson 01:04:05.013
Yes. Yeah. It doesn't take much to deviate. Do you go to bed at night, Pauline, and just see numbers in your head all night? Yeah. They're at same point. Brian Stockwell 01:04:20.993
Okay, Councillor Wilkie, would you like to. Oh, and just to follow on, I'm sure I won't be speaking out of turn and saying that all Councillors would be working very hard to bring forward a budget that respects the constraints that you've raised. Very good. Thank you. Okay, all those in favour? That's unanimous. We now move on to item six three, which is planning applications decided by delegated authority for January, February, March and April 2024. Before we start that, I have an undeclaration to do. So so, Councillors, I'll start before I get to final point wording. Of order. In the last term, I declared conflict of interest in relation to Leigh McCready and also to her relationship with Altum Property Group. I wish to advise that the. This. Declared conflict relating to Leigh McCready and Altum Property Group. I think I lost myself again. Group relating to events in the lead up to the 2020 election. As this was prior and as I McCready advise, Lee no longer has an interest in the company it is not my intent to continue to make this declaration. Councils you'll be aware that the department suggested that was a wise thing to do if you were going to cease to declare. Do we or advices? Yes, I have one. Karen Finzel 01:06:13.346
That's new to my attention that when the Cree has. I've left the Altum Property Group, but based on advice around relevant term coming forward, I'd like to inform the meeting that I have a declarable conflict of interest in this matter in relation to applications MCU21/0228.01 OPW21/0364.014 combined with MCU21/0228.01 by Altum Property Group, which are items 7 and 22 in its delegated authority report. Leigh McCready who was associated with the applicant to the best of my knowledge, was involved in the volunteer capacity for my 2020 election campaign with Future Noosa, which is no longer an entity. As a result of my conflict of interest, I will now leave the meeting room while the matter is. And we started on it. Amelia Lorentson 01:07:13.651
Chair. Given that this is a noting report and not a decision-making report, is it necessary for Councillor Finzel to leave the room? Brian Stockwell 01:07:24.851
It's still up to her. Is only in clareville rather than a prescribed stratford. Conflict of interest. The Council of things ought to make her decision, if you can ask the interstate to do so. Karen Finzel 01:07:37.383
Given that we're waiting for information regarding the relevant term, I will leave the meeting room until we've had further workshop from the department regarding the matter in choose for consistency to leave as I have done in the past, until we get other information that will inform my decision. Thank you. Amelia Lorentson 01:08:11.837
I'm sorry. Also would like to declare I, Councillor Lorentson, inform the meeting that I have a declarable conflict of interest in relation to the application. Can I change that to a prescribed OPW21/0353.02 by Mark Bain which is item 13 in the delegated authority report. Due to my personal relationship with the applicant mark Bain and the Bain family who are family friends we attended social events and our children have attended school together. I will leave the meeting previously. Brian Stockwell 01:08:56.766
So if so so if I just, because you changed you to describe, yeah. There's nothing in the declaration that suggests it is prescribed? A close associate? Amelia Lorentson 01:09:11.989
No, actually it's not. A described conflict and I choose to leave it. Declarer. To the clericals, excuse me, Brian Stockwell 01:09:22.152
In the creating history of the first Councillor of the league, I've stood up. Frank Wilkie 01:09:32.172
Just a question to the Chair and the CEO. It, given that this report's is been for noted, noting, isn't this sort of declaration unnecessary, given that the decision's already been made? And are we being overly cautious? Doing exactly what we hope we wouldn't need to do? Without declarations. Brian Stockwell 01:09:55.050
I'll answer from perspective first. It's my understanding that the Standing Orders only relate to procedural motions. The procedure just because the noting isn't a procedural motion. There's a set number of procedural motions in the Standing Orders which you don't have to declare for. But noting report isn't one of those. So you do need to? In my view, it's still yes. Okay. Yeah. Very lucky. Whether we're decision, relating to that, our life. That's Frank Wilkie 01:10:28.785
There's more information needed perhaps. Larry Sengstock 01:10:30.409
Yeah, I think we will get some information, but those, both of those have been treated in the past as well, so I think it's just for my, a cautionary. Frank Wilkie 01:10:40.189
And the presentation from the department that was referred to, is that the presentation by the Office of the Independent Assessor? Or is there a different department? Presentation on the line? Larry Sengstock 01:10:56.124
It's a big question. I know we've got it coming, but I couldn't find it. Often need an interminable censor, think that's it's coming, a great idea. Brian Stockwell 01:11:02.905
Yeah. Okay. We Patrick joining us. Patrick Murphy 01:11:08.439
Thank you. Councillors. Cal. What you have before you is a report detailing the applications that have been decided by delegated authority for the period of January to April of this year. This is a bit different to the reports that would normally come before Council because it has four months worth of information in it. Normally it's just one month of reporting that is provided to Council and obviously that was due to the caretaker period where we're playing catch up in terms of the reports, so the format of the report for the Councillors that are new, you'll see that there's a table at the beginning of each month that details the types of applications that have been decided. The number were either approved or refused and then there's also a line item regarding determined by Council as well. So the purpose of the report is to provide clarity on the number applications that are decided. Historically in sort of the public eye were those applications that came before Council and this was to give the fuller picture to show the full range of decisions that would be made at officer level under delegation. Brian Stockwell 01:12:23.632
Do we have any questions? Tom Wegener 01:12:25.612
No, cancel right we'll get there. Number five on the first one, so just page. Building works accessible against the planning scheme code and so that's on 50 Noosa Parade? Yes. And it's just kind of strikes me if it's all these things if it says against code, dwelling house, a site cover, height, setback, and cut and fill. Patrick Murphy 01:12:56.104
Was that against the code or was that just how am I reading so this an application for new dwelling and those were the elements of the code which it was seeking variation so whilst you're seeing a number of aspects that they're seeking variations sometimes and generally they're very minor variations that are sought. Very small yes. There's a big variation would come before us probably. For a house generally not. Houses are due to time frames are generally decided on a delegation. We have delegation to decide those. So yeah. And then the certifier was it a private certifier that suggested that the house could just a little bit bigger than. This was an application that was lodged by planning consultants for a house that doesn't necessarily need to come from a certifier. This is not a concurrence agency request. This is a development approval issued by Council for the dwelling. In this instance, I must say that whilst there's a number of elements that were proposed to be varied, there was a lot of negotiation between the parties to reduce the extent of variation that was initially proposed to come up with something that we were satisfied with. Brian Stockwell 01:14:13.836
If I can clarify, is this where the building and design doesn't make the any difference? Acceptable solution, so they have to prove that it means a performance outcome? Richard MacGillivray 01:14:25.927
That's correct. Tom Wegener 01:14:31.127
Anybody else? Other questions? You go through these and you kind of, you just want to ask questions to see where things are going, if you could mentally process that trend of some sort. On 38 Eumundi Road, there's a smart hub on Gateway Drive, second to number one, so it is February. Is it going backwards or forwards? Patrick Murphy 01:15:07.860
The first report is for January, the second February. Tom Wegener 01:15:11.220
Yeah, so February number one. Sorry, you'd like some information? I'm just fascinated that there's a smart hub that I didn't know about. Well, this is what the developer is terming their development. So it's just the name smart hub, it's not like the Peregian Digital Hub? No, that's correct. It's just a private development and that's the name that they've given to it. Last one is the wedding chapel in the Botanic Gardens. Which number is that? Ah, we're at the very end. At the it's the last one, number five. Without page numbers, it gets Patrick Murphy 01:16:10.581
Remember the very specific details of the application, but from memory it was quite minor structures that were being developed. Just minor structures there. And who wrote the application? Was that Council? Yes, it would have been Council, it was the applicant. Okay, thank you. Brian Stockwell 01:16:30.640
Okay, there's no more questions. Would someone like to move the good motion for one of you Councillors to get their name in the Minutes? Yeah. Thanks. Councillor Phillips is moving and Councillor. Okay, Wilson. Second. Would you like to talk to the motion? Deb 01:16:50.790
No, thank you. Nicola Wilson 01:16:53.950
I just want to say thank you for maintaining all the work during that caretaker mode. There's obviously been a lot of work happening in that few months before we were aware of what actually goes on in Council. So thank you. Frank Wilkie 01:17:09.319
Just a comment. A lot of people question why we bring a report about decisions made under delegated authority planning. Decisions. It's to let the community know that there are, as Councillor Nicola alluded to, there are a lot of decisions, planning applications being approved that go below the radar, the ones that come to this chamber here and are often reported on are the ones that are high profile or contain conflicts with the planning scheme. Traditionally it's been about 96 of all planning applications are approved by Noosa Council. So it is a Council that says yes more often than no. Brian Stockwell 01:17:47.397
That's correct. I think that we should close. No, thank you. I I'll put the motion. All in favour? That's unanimous. Thank you Patrick. Back in the room. Our next session, the next item will be in confidential session, so we'll be moving a motion soon. And that will be the end of the public session. We will reconvene after we've gone into confidential session to make any resolution that comes out of the three items we discussed in the confidential session. You have a motion? Thank you Frank Wilkie 01:18:51.040
Do you want much. It the meeting be closed to the public pursuant section 254J3G of the Local Government Regulation 2012 for the purpose of discussing confidential not for public release endorsement of proposed amendments to the Noosa Plan public notification and community consultation. Another item not for the disposal of land for community housing. Another item for provision of street sweeping services. Okay, do we have a seconder? I'll speak to the motion. Look, the reason why we're doing this for the planning scheme amendments. Contain potential rezoning of land and the idea is that until they go to community consultation, none of us can have access to the information in case there's some preemptive buying, people profit from changes to zonings. Is a commercial and confidence arrangement with community housing provider and also the awarding of contract which is also commercial and confidence, but we will discuss the nuts and bolts of that in closed session, but when we come back out in the public session decisions made will be on the public record. Brian Stockwell 01:20:11.225
Does anyone else want to speak up? That would be 500 motions. Brian Stockwell 01:22:09.520
Okay welcome back. We're into open session and there is a recommendation in front of us in regard to disposable land for community housing and I am happy to move that motion as it is on the screen. I'll second that. By Councillor Lorentson. There's no need to discuss the matter from my perspective. Does anyone else want to say anything? No? Nicola Wilson 01:22:34.910
I just think it's really exciting enough. In our so early in our first term as this new Council to have such a project on the table and on a topic that I'm really passionate about. I just want to thank the staff for all the work that's gone in the last few years to get us to this place. Brian Stockwell 01:22:52.849
Thank you. Very good. And I'll put the motion to the vote. Those in favour? It's been noted that the confidential competition. Session, the Councillor Wilkie be left the meeting, so that makes the motion unanimous. That being the last item to deal with today, I declare the meeting closed at 3:59. Related Noosa Council Meetings
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