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 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. 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 are with us today. So as we proceed forward, we need, we're going to confirmation of events. I'll move it. 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? Presentations. 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 Do you have any other questions? At the Sound Park, Quamby Place. I know that we have staff at the table. Can you please give us an overview please? Clare 01:13.835
Yep, thank you. It's just quite simply, Council administers five restaurant leases at The Sound Park, Quamby Place. And the 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 to Council when 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 we're not required to proceed to tender as the disposals for the purpose of renewing the leases to the existing tenants of the land. the land, but we do require the resolution and the Civil Council consideration of the matter. Karen Finzel 02:05.977
Thank you. Anything further you'd like to add to that? Clare 02:09.937
No, not in terms of an executive summary, no. Karen Finzel 02:12.577
Okay, thank you. Do we have any questions from the councillors at the table? Do you. No. No. Too easy? Well, we've given everyone's read the report. There's no questions. It seems like it's pretty straightforward. The councillors did get a workshop on this 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 second. Thank you. Frank Wilkie 02:38.004
I'd just like to speak to... Oh, you'd like to comment? Thank you. for the report. This is renewal of renewal of the leases that are attached specifically to these businesses at Quamby Place. I think that it's pretty straightforward. They need to be renewed every 10 years and I support the recommendation. Karen Finzel 03:04.040
And all in favour? No. Thank you. Thank you. No, thanks. Thanks, Clare. Thank you. Thank you. We'll move on to item two, Noosa Shire Council Specialised Supplier List. The welcoming staff at the table. Oh, good afternoon, Paul. Thank you. for the time this afternoon. Would you like to give us an overview? Paul 03:33.040
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 to ensure that we have the technicians that 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 a special supply list that will give of mind in regards to being able to access that list. Karen Finzel 04:02.151
Fantastic, thank you. Anyone have any questions to the staff regarding the matter? Frank Wilkie 04:06.711
Just a question, Paul. Theatre technicians, services, can you just flesh out Lighting and sound, so we have contractual obligations with suppliers of products, 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 is it limited to just the J, or do they operate through other venues that council owners? Paul 04:33.302
It's just the J, yeah, because the technical requirements of the J are the higher technical requirements. Frank Wilkie 04:40.162
Happy to move it Madam Thank you very much. Karen Finzel 04:42.702
Do we have someone to second the motion? Thank you. And seconded by Councillor, sorry, Councillor. Thank you. We'll take it to the vote. All in favour? Thank you, that's unanimous. Thank you for your time this afternoon. Larry Sengstock 04:56.902
Very good, very good. Thanks. Karen Finzel 05:00.122
Thank you. Now we're moving on to number three, contract number T triple zero. Hang on. register of pre-qualified suppliers for the provision of trade services welcome to the table this afternoon Thank you. uh can you please give us an overview of the report um the trade services panel um in June 2022 uh the council approved contracts to 60 267 which is a register of suppliers for ROPS or trade services. Kristen 05:39.617
The trade services panel assists council in maintenance, repairs and capital works across the Shire. So this is a pre-qualified suppliers that allows sort of flexibility within procurement piece within council and speeds up works for us as well. we've recently went out for a review to broaden the number of suppliers on the list, their local suppliers. It also helps us to resolve any aspects of the file, so I think that would be the edge. Shaun Walsh 06:19.516
So as the list suggests, 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... So we can confidently engage quickly. So as Kristen mentioned, this is a refresh. So we did this in June 22, where we added 41 suppliers. This was a refresh to provide an opportunity for new suppliers to come on and the existing suppliers just roll over. So we've been able to attract another 22 suppliers to this arrangement. We did feel did feel there was a bit of a shortcoming in the existing list in some categories, painting for one and buildings for another. And so we've been able to attract another 22 suppliers. So we're looking at about 60 suppliers in total in this arrangement. May I ask a question? Karen Finzel 07:08.663
Certainly. Frank Wilkie 07:09.583
So since 2022, have many suppliers dropped off the list? Shaun Walsh 07:15.386
We've lost a couple, sorry. We've lost a couple 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, like Evans Painting, for example, and it could be that they've put up stumps and will become inactive as well. And we're able to turn on and off within the Ben and Pam elite portal that we use for procurement as they become inactive, so that is a good chance. Frank Wilkie 07:45.270
And there's a lot of support and interest in keeping the money local. Absolutely, yeah. So can you give us some indication of how many of these suppliers? are from the Noosa Shire? Shaun Walsh 07:54.205
Yeah, I think there's about 40 suppliers that are Noosa LGA. And then there's a good proportion that are also Sunshine Coast of Gympie. So I think we're looking at 41% Noosa. And then when you include Sunshine Coast in Gympie, you're looking at about 82, which is a pretty good turnout really. A lot of what we probably do have more than what we need is electrical plumbing. 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 Karen Finzel 08:40.404
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, you know, do their job when we've got, like, this pre-approval list? What's the benefits back to them? Kristen 08:56.076
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 significant repair, but we were able to use this process to speedily activate and... speedily activate and respond so and it gives keeps it with a local contractor in the Shire as well so and those expertise. Karen Finzel 09:26.055
Yeah fantastic well I must give a surety to all our residents out there that council come to order on their projects in a timely manner so you for your report this afternoon. Do we have a mover? Frank Wilkie 09:38.583
Thank you and seconder? Thank you. and we'll take it to the vote. All in favour? Thank you that's unanimous. Thank you for your report. Enjoy your afternoon. So we are now moving into the confidential... Larry Sengstock 10:01.840
Yes, by the committee and we are now moving into agenda item 7 which is a confidential... Frank Wilkie 10:22.126
3G of the local government regulation 2012. The purpose of discussing the potential commercial negotiations in relation to item 7.1 to build the Eumundi-Noosa Road landfill transfer station operation by Noosa Council. Karen Finzel 10:39.452
Thank you. Do we have a seconder? I'll second. Thank you. And we'll take it to the vote. All in favour? Good afternoon and welcome back. We've just voted to come back 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. The recommendation the council A, note the report by the manager resource recovery to the services and organisation meeting dated 11th of 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 contract. From the contractor Cleanaway to Infrastructure Services Noosa Council and C, delegate to the Chief Executive Officer the power to, one, negotiate, finalise and execute all relevant documentation to facilitate the transfer of the operation to Infrastructure Services Noosa Council and two, 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. All in favour? That's unanimous. Thank you. to the staff and your time and consideration regarding that. Thank you. Related Noosa Council Meetings
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