Services & Organisation Committee - June 2024
Date: Tuesday, 11 June 2024 at 1:30PM
Location: Noosa Shire Council Chambers , 9 Pelican Street , Tewantin , QLD 4565 , Australia
Organiser: Noosa Shire Council
Duration: 00:12:46
Synopsis: Renewed Five Restaurant Leases For 10 Years Under Tendering Exception, Brought Transfer Station In-House With 3 FTE, Expanded Panel And Participation, Added Theatre Technicians, Decisions Unanimous.
Meeting Attendees
Committee Members
Karen Finzel Jessica Phillips Frank Wilkie Nicola Wilson Non-Committee Members
Executive Officers
Acting Chief Executive Officer, Larry Sengstock Acting Director Infrastructure Services, Shaun Walsh Director Community Services, Kerri Contini Director Development & Regulation, Richard MacGillivray AI-Generated Meeting Insight
Key Decisions & Discussions Council resolved to renew five restaurant leases at The Sound Park, Quamby Place for 10 years with existing tenants under the s236(1)(c)(iii) exception to tendering (Item 5.1; 01:13–03:04). Leases approved: Lease A to C & S Webster; Lease Areas B–E to B A Ogilvie and P A Bacon; CEO authorised to finalise, vary, and sign (Item 5.1; 02:12–03:04). Added Theatre Technician Services to the Specialised Supplier List for the J theatre through 26 Oct 2024, citing market tightness and operational need (Item 5.2; 03:33–04:42). Approved refresh to Contract T000067 Register of Prequalified Suppliers (ROPS) for Trade Services, adding 22 suppliers for two years from 23 Jun 2024, with a possible two-year extension (Item 5.3; 05:39–09:38). Infrastructure noted the ROPS now totals ~60 suppliers, addressing gaps in painting and building categories and expediting compliant engagement (Item 5.3; 06:19–07:45). Local supplier participation reported at ~41% Noosa LGA and ~82% including Sunshine Coast and Gympie, aligning with “buy local” objectives (Item 5.3; 07:54–08:40). Council moved to bring the Eumundi–Noosa Road landfill transfer station operation in-house from Cleanaway under Infrastructure Services; CEO delegated to execute transition (Item 7.1; 10:39–end). Approved creation of three FTE Level 4 LAWA positions to operate the transfer station (Item 7.1; 10:39–end). All items carried unanimously; movers/seconders largely Crs Wilkie, Phillips, and Wilson, indicating strong consensus (Items 5.1–5.3, 7.1; multiple timestamps). Contentious / Transparency Matters Meeting was closed to the public under s254J(3)(g) LGR 2012 to discuss potential commercial negotiations for Item 7.1, then reopened before the resolution was adopted in open session (Item 7.1; 10:01–10:39). Minimal public debate recorded on lease renewals and supplier list, with reliance on prior workshops signalled by the Chair, limiting on-record scrutiny (Item 5.1; 02:12–02:38). No deputations or public submissions were heard, reducing external input on procurement and leasing decisions (Minutes Sections 3–4; 00:00–02:12). Use of the tender exemption for commercial leases without a market process can attract probity questions; Council cited the statutory renewal exception as its basis (Item 5.1; 01:13–03:04). Legal / Risk Leasing: Council expressly applied LGR 2012 s236(1)(c)(iii) to renew trustee leases to incumbents without tender; CEO authorised to negotiate and vary, concentrating decision rights in the executive (Item 5.1; 01:13–03:04). Confidentiality: Closure complied with LGR 2012 s254J(3)(g) for commercial negotiations; decision made publicly, maintaining minimum transparency threshold (Item 7.1; 10:01–10:39). Workforce/IR: Establishment of three Level 4 LAWA positions for transfer station creates ongoing obligations; delegation enables timely staffing but requires adherence to Council HR and budget frameworks (Item 7.1; 10:39–end). Procurement: ROPS refresh maintains prequalification shields (insurances/licences) to reduce contracting risk and speed response to urgent works (Item 5.3; 06:19–09:26). Specialised Supplier List: Time-limited addition for theatre technicians reflects scarcity; reliance must remain within procurement policy scope and end-date (26 Oct 2024) (Item 5.2; 03:33–04:42). Waste & Resource Recovery Operations Operation of Eumundi–Noosa Road transfer station transitioning from Cleanaway to in-house delivery under Infrastructure Services, likely improving direct control over service standards and costs (Item 7.1; 10:39–end). CEO empowered to negotiate all documents for transition, signalling an expedited timetable and centralised accountability (Item 7.1; 10:39–end). Staffing: Three FTE Level 4 LAWA roles approved to sustain operations, indicating an internalisation model rather than hybrid (Item 7.1; 10:39–end). Procurement & Local Supplier Engagement ROPS expansion by 22 suppliers addresses category shortfalls (painting/buildings) and aims for faster, compliant turnaround on maintenance/capital works (Item 5.3; 06:19–07:45, 08:56–09:26). Local content emphasized: ~41% Noosa, ~82% broader region, supporting economic benefits and response times (Item 5.3; 07:54–08:40). Chair highlighted ROPS’ role in delivering timely works to residents, citing Coolabah Drive as a recent rapid-response example (Item 5.3; 08:40–09:26). Property Leases at Quamby Place Clare advised five restaurant leases at The Sound Park expire in July after a 10-year term; renewal sought for a further 10 years under s236 exception (Item 5.1; 01:13–02:09). Frank Wilkie supported renewals as routine tied to businesses at Quamby Place and on a 10-year cycle (Item 5.1; 02:38–03:04). The J Theatre Technical Capacity Paul explained scarcity of specialised lighting/sound technicians and the need to secure regular providers for contractual obligations at the J (Item 5.2; 03:33–04:40). Frank Wilkie confirmed scope is limited to the J due to its higher technical requirements; motion carried unanimously (Item 5.2; 04:06–04:42).
Official Meeting Minutes
MINUTES Services & Organisation Committee Meeting Tuesday, 11 June 2024 1:30 PM Council Chambers, 9 Pelican Street, Tewantin Committee: Crs Karen Finzel (Chair), Jessica Phillips, Frank Wilkie, Nicola Wilson “Noosa Shire – different by nature” SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 11 JUNE 2024 1. ATTENDANCE & APOLOGIES COMMITTEE MEMBERS Cr Karen Finzel (Chair) Cr Jessica Phillips Cr Frank Wilkie Cr Nicola Wilson NON-COMMITTEE MEMBERS Cr Tom Wegener EXECUTIVE Acting Chief Executive Officer, Larry Sengstock Acting Director Infrastructure Services, Shaun Walsh Director Community Services, Kerri Contini Director Development & Regulation, Richard MacGillivray APOLOGIES Nil 2. CONFIRMATION OF MINUTES Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Jessica Phillips The Minutes of the Services & Organisation Committee Meeting held on 7 May 2024 be received and confirmed. Carried unanimously. 3. PRESENTATIONS Nil. 4. DEPUTATIONS Nil. 5. REPORTS FOR CONSIDERATION OF THE COMMITTEE 5.1. PROPOSED TRUSTEE LEASE RENEWALS - THE SOUND PARK QUAMBY PLACE Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Nicola Wilson That Council note the report by the Property Manager, Development and Regulation to the Services and Organisation Committee Meeting dated 11 June 2024 and: SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 11 JUNE 2024 A. Agree to enter into a 10 year commercial lease with C & S Webster for Lease A on Lot 32 N21854 in accordance with the terms generally outlined in this report; and B. Agree to enter into a 10 year commercial lease with B A Ogilvie and P A Bacon for Lease Area B on Lot 32 N21854, Lease Area C on Lot 32 N21854, Lease Area D on Lot 32 N21854 and Lease Area E on Lot 32 N21854 in accordance with the terms generally outlined in this report; and C. Apply the exception to the requirement for tendering of each lease under section 236 (1) (c) (iii) of the Local Government Regulation 2012 as the disposals are for the purpose of renewing the leases to the existing tenants of the land; and D. Authorise the CEO to negotiate, make, vary, sign and discharge the leases and any required variations of the lease on Council’s behalf. Carried unanimously. 5.2. NOOSA SHIRE COUNCIL SPECIALISED SUPPLIER LIST Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Jessica Phillips That Council A. Note the report by the Arts & Culture Manager to the Services & Organisation Committee Meeting dated 11 June 2024; and B. Add Theatre Technician Services to the Specialised Supplier List for the remaining term of the list’s validity period, being 26 October 2024. Carried unanimously. 5.3. CONTRACT NO. T000067 – REGISTER OF PRE-QUALIFIED SUPPLIERS FOR PROVISION OF TRADE SERVICES Committee Recommendation Moved: Cr Nicola Wilson Seconded: Cr Jessica Phillips That Council A. Note the report by the Buildings and Facilities Coordinator to the Services and Organisation Committee dated 11 June 2024; B. Approve the award of Contract No. T000067 for the Register of Prequalified Suppliers for the Provision of Trade Services {Refresh} for a period of two (2) years effective 23 June 2024 to the following suppliers that will be in addition to the existing list of suppliers on this ROPS: Advanced Buildings (Queensland) Pty Ltd Bailey and Dalton Electrical Pty Ltd Bertram and Son Services Pty Ltd Coast Life Painting, Ryan Charles Sawers t/as Coast Smoke Alarms, TTF McGrath Family Trust t/as CVSG Asset Services Pty Ltd SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 11 JUNE 2024 D2E Electrical Co. Pty Ltd Ecologic Energy Pty Ltd Energypro Pty Ltd Higgins Coatings Pty Ltd MDL Electrical Contracting Pty Ltd Nicholas Ashton Noosa Decorating, Christopher John McCann t/as Plumbing Bros Sunshine Coast, TTF Sinclair Plumbing Trust t/as Q - Main Pty Ltd Satisfied Plumbing and Gas Services T2 Electrical & Data Pty Ltd Kimini Constructions, TTF Hill Family Trust t/as HSCD, TTF Stower Business Trust t/as Bruff Painting, TTF The Brough Family Trust t/as Whelan Electrical Services Pty Ltd Yeti Services Pty Ltd C. Subject to satisfactory performance of the suppliers, authorise the CEO to approve the option to extend the contract at the expiry of this term for a further one (1) term of up to two (2) years ending on 22 June 2028. Carried unanimously. 6. REPORTS FOR NOTING BY THE COMMITTEE Nil. 7. CONFIDENTIAL SESSION 7.1. CONFIDENTIAL: EUMUNDI-NOOSA ROAD LANDFILL TRANSFER STATION - OPERATION BY NOOSA COUNCIL CLOSURE OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Nicola Wilson 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 the potential commercial negotiations in relation to Item 7.1 - Confidential: Eumundi-Noosa Road Landfill Transfer Station - Operation by Noosa Council. Carried unanimously. RE-OPENING OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Nicola Wilson That the meeting be re-opened to the public. Carried unanimously. SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 11 JUNE 2024 Committee Recommendation Moved: Cr Wilkie Seconded: Cr Phillips That Council A. Note the report by the Manager Resource Recovery to the Services and Organisation Meeting dated 11 June 2024 regarding the Eumundi-Noosa Road landfill transfer station; B. Approve the transfer of the operation of the Eumundi-Noosa Road landfill transfer station from the contractor (Cleanaway) to Infrastructure Services, Noosa Council; and C. Delegate to the Chief Executive Officer the power to: 1. Negotiate, finalise and execute all relevant documentation to facilitate the transfer of the operation to Infrastructure Services, Noosa Council; and 2. Approve the establishment of three full-time (Level 4 LAWA) resources to manage the operation of the Eumundi-Noosa Road landfill transfer station. Carried unanimously. 8. MEETING CLOSURE The meeting closed at 2.03pm.
Meeting Transcript
Karen Finzel 00:00.000
11Th of June 2024. I'd like to acknowledge the Kabi Kabi People, the traditional elders on the land on which we live, work and play, and acknowledge their inherent wisdom when it comes to care for country. Water and sky. So thank you today. We have all Councillors and the Mayor and the CEO present and accounted for. Welcome in the gallery to Councillor Tom Wegener and the staff that today. So as we proceed forward, we need, we're going to confirmation of events. Thank you. And who's seconding? Thank you. All in favour? Thank you. That's unanimous. Is there any presentations to the meeting? No presentations. Deputations? Reports for consideration of the meeting, we'll move on to that. The first report before us today, I'm just trying to work out the laptop. The proposed trustee for the lease renewals at The Sound Park. Quamby Place. That we have staff at the table. Can you please give us an overview please? Yep, Clint 01:14.082
Thank you. It's just quite simply Council administers five restaurant leases at The Sound Park. On the place and leases are due to expire in July after a ten-year term and the purpose of the report seeks to renew the leases to the existing lessees for a further ten years. So it's a requirement that this report comes and Council is seeking to dispose of an interest in land which includes the granting of a lease without completing the public tender process and there is an exception that we can apply under section 236 of the Local Government Regulation and we're not required to proceed to tender as the disposals are for the purpose of renewing the leases to the existing tenants of the land but we do require the resolution and still counts in consideration of the matter. Karen Finzel 02:05.843
Thank you. Anything further? You'd like to add to that? No, not in terms of an executive summary, no. Okay, thank you. Do we have any questions from the Councillors at the table? No. Too easy? Well we've given everyone's read the report. There's no questions. It seems like it's pretty straight straightforward. Forward. The Councillors did get a workshop on this matter and if we're all satisfied we'll take it to the vote. All in favour? I happen to move it. Oh, happy to move it? Do I have a seconder? I Thank you. SPEAKER_03 02:37.993
I'd just like to speak to. Oh, you'd like to comment? Thank you. For the report. This is renewal of the leases. That are attached specifically to these businesses at Quamby Place. Frank Wilkie 02:51.567
I think that it's pretty straightforward. They need to be renewed every 10 years and I support the recommendation. Karen Finzel 02:59.844
Thank you. And all in favour? Thank you. Thanks Clint. You. We'll move on to item 2, Noosa Shire Council Specialised Supplier List. We're welcoming stock. Staff to the table. Good afternoon Paul, Thank you. For your time this afternoon. Would you like to give us an overview? Paul 03:33.080
Yes, definitely. So The J, our theatre, this recommendation is looking to bring on to our special supply list a number of technicians that we regularly use just ensure that we have the technicians are needed for our shows and to be able to support the technical requirements for them. It's a very tight market at the moment for technicians, so by adding them to our special supply list that will give us a bit more peace of mind in regards to being able to access that list. Fantastic, Karen Finzel 04:03.021
Thank you. Anyone have questions to the staff regarding the matter? Any SPEAKER_03 04:06.941
Just a question, Paul, Theatre Technician Services, can you just flesh out what services they actually provide? Paul 04:13.101
Lighting and sound, so we have contractual obligations with suppliers of product, so when we have shows that come on, we need to engage external technicians to be able to operate the particular lighting and sound requirements and measure performance. And is it limited to just the or do they operate through other venues? Just a joke, you know, because the technical requirements requires of it. The J are the higher technical requirements happy to move it Madam Chair. Karen Finzel 04:41.655
Thank you very much. Do we have someone to second the motion? Thank you. Seconded by Councillor, sorry, thank you. We'll take it to the vote. All in favour? Thank you, that's unanimous. Thank you for your time this afternoon. Thank you. Moving on to number three contract number T000067 Register of Prequalified Suppliers for the Provision of Trade Services. Welcome to the table Can you please give us an overview of the report? Kristen 05:27.276
The trade services panel in June 2022 the Council approved contract 267 which is a register of suppliers for ROPS or trade services. assists Council in maintenance repairs and capital works across the Shire. So this is a pre-qualified suppliers that allows sort of flexibility within the procurement piece within Council and speeds up works for us as well. So we've recently went out for a review and to broaden the number of suppliers on the list. SPEAKER_04 06:08.840
They're local suppliers. It also helps us to Resolve any aspects a lot faster. We'll leave it at that. very interesting. So it's a pre-qualified supply list. So that's where it speeds up the process for us. So we've got things like insurances in play, licensing in play, so we can confidently engage quickly. As Kristen mentioned, this is a refresh. So we did this in June '22, where we added 41 supplies. This was a refresh to provide an opportunity for new supplies to come on, and the existing supplies just roll over. So we've been able to attract another 22 supplies to this arrangement. We did feel there was a bit of a shortcoming in the existing list in some categories, painting for one and buildings for another. Suppliers, so we're looking at about our 60 suppliers. In total in this arrangement. SPEAKER_03 07:06.800
May I ask a question now? Madam Chair? Karen Finzel 07:08.685
Certainly. SPEAKER_03 07:09.565
So since 2022, have many suppliers dropped off the list? SPEAKER_02 07:15.399
We've lost a couple, sorry. Where they've just become inactive and there could still be one or two more that might drop off. For example, we haven't heard from some suppliers that we haven't engaged with regularly. Evans painting, for example. And it could be that they've put up stubs and will become inactive as well. And we're able to turn them on and off within the benefit and portal that we use for procurement as they become inactive. So that is a good chance. Frank Wilkie 07:45.266
There's a lot of support and interest in keeping the money low. Local. So can you give us some indication of how many of these suppliers are from the Noosa Shire? SPEAKER_02 07:54.213
Yeah, I think there's about 40 suppliers that are Noosa LGA. And then there's a good proportion that are also Sunshine Coast so I think we're looking at 41% Noosa. And then when you include Sunshine Coast and Gympie, you're looking at about 82. Which is a pretty good turnout really. A lot of them, what would probably do have more than what we need is electrical plumbing and the like. And so it's still identified within this ROPS when we go out to market that we'll always prefer to use local suppliers. It makes sense to these trades to be engaging directly with local suppliers as opposed to going further afield, unless there's a specialised need. Karen Finzel 08:39.749
Thank you. And given the. You know, we've stretched our capabilities through the organisation because we have such a large program going forward. How does this then help your staff, know, do their job when we've got, like, this pre-approval list? What's the benefits back to them? Kristen 08:55.967
I think it comes down to the value of projects and works. So some of the procurement levels, we don't have to go out necessarily for a tender process, like a full-body tender process. We can respond pretty quickly in that fashion. An example of that would be a recent problem we had with Coolabah Drive. So it's quite a recipe we can prepare. We're able to use this process to speedily activate and respond. And it keeps it with the local contractor in the Shire as well. So, and those expertise. Karen Finzel 09:26.041
Yeah, fantastic. Well, that must give a surety to all our residents out there that Council can deliver on their projects in a timely manner. Thank you for your report this afternoon. Um, do we have a mover? Thank you. And seconder? We'll take it to the vote. All in favour? Thank you. That's unanimous. Enjoy your afternoon. So we are now moving into the conf. Yes, by the committee, and agenda item seven, which is a confidential so we need to close the meeting. Yes, we'll I'll move the motion. Frank Wilkie 10:18.290
Thank you. That the meeting be closed to the public pursuant to section 254J 3G of the local labour. The purpose of discussing the potential commercial negotiations in relation to item 7.1 to deal with the Eumundi-Noosa Road landfill Transfer Station, operation by Noosa Council. Karen Finzel 10:39.607
Thank you. Do we have a seconder? I'll Thank you. And all in favour? Thank you. Do I need to say we've voted to come back into live? Good afternoon and welcome back. We've just live onto the camera as we look at the motion before us. The current item 7.1, confidential, Eumundi-Noosa Road landfill, Transfer Station, operation by Noosa Council aid the recommendation that A. Note the report by the Manager, Resource Recovery to the Services & Organisation meeting dated 11th of June 2024 regarding the Eumundi-Noosa Road landfill Transfer Station. B. Approve the transfer of the operation of from the contractor Cleanaway to infrastructure services Noosa Council and Delegate to the Chief Executive Officer the power to: 1. Negotiate, finalise and execute all relevant documentation to facilitate the transfer of the operation 2. Approve the establishment of three full-time, level 4, LAWA resources to manage the operation of the Eumundi-Noosa Road landfill Transfer Station. I'll move. Thank you. Do we have a seconder? Thank you Councillor Phillips. All in favour? That's unanimous. Thank you. To the staff and your time and consideration. Again. Thank Related Noosa Council Meetings
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