Services & Organisation Committee Agenda, 12 November 2024
Date: Tuesday, 12 November 2024 at 1:30PM
Location: Noosa Shire Council Chambers , 9 Pelican Street , Tewantin , QLD 4565 , Australia
Organiser: Noosa Shire Council
Duration: 01:50:31
Synopsis: Strategic Land Activation Policy adopted, Capital Works reporting reset, Schedule with community sessions for 2025 endorsed, Property decisions made, Surf club funding progressed, Conflicts managed transparently.
Meeting Attendees
Committee Members
Nicola Wilson Karen Finzel Jessica Phillips Non-Committee Members
Amelia Lorentson Tom Wegener Executive Officers
Chief Executive Officer Larry Sengstock Director Development & Regulation Richard MacGillivray Director Corporate Services Trent Grauf Acting Director Infrastructure Services Shaun Walsh Apologies (Did Not Attend)
AI-Generated Meeting Insight
Key Decisions & Discussions Nicola Wilson: Chaired meeting due to online attendance by Karen Finzel ; committee endorsed 2025 meeting schedule with explicit commitment to hold Ordinary Meetings in the community by resolution where needed (Item 5.1; 01:34–09:27). Larry Sengstock: Clarified statutory need to publish schedules, and that community-based meetings will be promoted ad hoc; all councillors can amend at the Ordinary Meeting stage (03:31–09:04; Item 5.1). Committee: Managed a declarable conflict for Karen Finzel re Peregian Beach Surf Lifesaving Club (PBSLSC); resolved she may participate and vote as a reasonable person would trust a public-interest decision (Item 5.2; 10:08–12:19). Committee: Referred PBSLSC funding/update report to General Committee for further consideration (Item 5.2; 23:47–24:18). Committee: Adopted Strategic Land Activation Policy to standardise due diligence, merit assessment, whole-of-council review, and lessons-learned for council land (Item 5.3; 24:55–50:39). Committee: Noted Q1 status of 2024/25 Capital Works Program: $53.8m budget (incl. carry-forwards), 11% spend at 30 Sept; 127 projects; constraints in contractors/resources; shift to more measured reporting and procurement models (Item 6.1; 51:19–01:10:15). Committee: In confidential, resolved to decline a new State lease for Noosaville Slipway, 3 Mill St, and authorised CEO to advise Dept of Resources (Item 7.1; 01:47:17–01:48:00). Committee: In confidential, resolved to invite EOIs to lease 25–29 Jarrah St, Cooroy (Lots 6–8 SP262436) under s228(3)(a),(b) LGR 2012, with public-interest rationale; CEO to report shortlist outcomes (Item 7.2; 01:48:00–01:50:22). Contentious / Transparency Matters Tom Wegener: Questioned propriety of altering the recommendation at committee level (few councillors present) instead of at General/Ordinary; CEO confirmed later amendment rights remain (07:17–09:04; Item 5.1). Jessica Phillips: Emphasised visibility and accessibility of evening/community meetings to broaden participation (06:43–09:04; Item 5.1). Amelia Lorentson: Sought assurances of structured community engagement for land activation, especially where existing tenants/residents are affected; officers confirmed case-by-case engagement per Council policy and contractual notice obligations (40:31–44:20; Item 5.3). Committee: Closed meeting to public under s254J(3)(g) LGR 2012 for two property matters and reopened prior to decisions (01:12:18–01:12:50; Minutes 7. Confidential Session). Legal / Risk Karen Finzel: Declarable COI declared per Ch 5B Local Government Act 2009 regarding PBSLSC due to prior campaign volunteer relationship; Council permitted participation, ensuring procedural fairness (Item 5.2; 10:08–12:19). Committee: EOI for Jarrah St disposal by lease explicitly anchored in s228(3)(a),(b) LGR 2012 with public-interest factors to reduce bid costs, resource load, and enable capability filtering before selective tender (Item 7.2; 01:48:00–01:50:22). Officers: Land Activation Policy driven by internal audit/Audit & Risk concerns over absence of a framework for scarce land assets; policy imposes due diligence, cross-disciplinary review, and knowledge retention to mitigate inconsistent decisions (34:57–37:03; Item 5.3). Officers: Planning scheme/zoning remain determinative constraints; policy does not create new decision-making powers, reducing risk of ultra vires or inconsistent land-use outcomes (39:17–40:16; Item 5.3). Larry Sengstock: Contract management risk addressed via staff training, a dedicated contract superintendent, and strengthened in-house legal oversight to tighten contract drafting and administration (01:05:36–01:07:13; Item 6.1). Shaun Walsh: Identified optimism bias in capital reporting; instituting improved scheduling/reporting governance to present realistic multi-year delivery profiles, reducing funding/reputational risks (01:02:13–01:03:15; Item 6.1). Peregian Beach Surf Lifesaving Club – Funding & Operations Officers: PBSLSC seeks two more years’ Council funding of lifeguards for Saturdays/public holidays ($46k p.a.) as Club builds volunteer capacity; review to occur via annual reports and SLSQ liaison (12:35–18:11; Minutes 5.2 to General Committee). Nicola Wilson: Tested value-for-money: ~$1,200/day covers two lifeguards plus equipment (16:03–16:41; Item 5.2). Officers: Volunteer target of ~120 is SLSQ national benchmark for full weekend patrols; SLSQ must endorse any transition; Council funding sunsets May 2025 absent renewal (18:11–19:00; Item 5.2). Karen Finzel: Urged broader youth/community development linkages; officers to confer with Community Services re potential support pathways (21:00–23:00; Item 5.2). Officers: Club to submit building works plan and updated strategic plan; Council to investigate bin storage and stormwater impacts near village square with budget referrals as needed (12:35–15:47; Item 5.2). Strategic Land Activation Policy – Implementation Highlights Robyn Mercer: Policy is an operational toolkit: due diligence, merit assessment, cross-council working group, and lessons-learned repository to align land use with economic, social, and environmental goals (24:55–33:30; Item 5.3). Richard MacGillivray: Emphasised whole-of-organisation lens (infrastructure, property, sport/rec, arts/culture, environment, planning) to balance competing priorities and avoid siloed proposals (29:29–34:32; Item 5.3). Officers: Supports economic diversification per Economic Development Strategy by leveraging suitable zoned land for small-footprint, high-value industries (30:30–31:42; Item 5.3). Officers: Example future candidates include complex parcels like John’s Landing, requiring thorough assessment of constraints/opportunities; potential to “bank” land with documented rationale (44:24–47:09; Item 5.3). Capital Works Program – Capacity & Delivery Posture Officers: 127 active projects with 11% spend by Sept; underspend linked to halted VHS contract, delayed fleet, and optimistic forecasting; BR2 to recalibrate (54:08–55:03; Item 6.1). Larry Sengstock: Organisation historically geared for $25–30m p.a.; stimulus pushed to ~$50m with labour/market constraints; shifting to greater outsourcing/Design–Construct to match capacity (59:26–01:04:13; Item 6.1). Shaun Walsh: Next reports to present more realistic multi-year profiles for programs (e.g., MacDonald affordable housing, Leanfield camping) to avoid optimism bias and funding jeopardy (01:02:13–01:03:15; Item 6.1). Officers: Budgeting prioritises asset renewal via condition assessments, with limited new works; community-visible projects reflect the adopted capital program (01:07:59–01:09:09; Item 6.1). Conflicts of Interest Karen Finzel: Declared a declarable COI (PBSLSC president formerly volunteered on her 2020 campaign); Council resolved she may remain and vote; she abstained on the COI resolution itself (Item 5.2; 10:08–12:19).
Official Meeting Minutes
MINUTES Services & Organisation Committee Meeting Tuesday, 12 November 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 12 NOVEMBER 2024 1. ATTENDANCE & APOLOGIES COMMITTEE MEMBERS Cr Nicola Wilson (Chair) Cr Karen Finzel (via Microsoft Teams) Cr Jessica Phillips NON COMMITTEE MEMBERS Cr Amelia Lorentson Cr Tom Wegener EXECUTIVE Chief Executive Officer Larry Sengstock Director Development & Regulation Richard MacGillivray Director Corporate Services Trent Grauf Acting Director Infrastructure Services Shaun Walsh APOLOGIES Cr Frank Wilkie Committee Resolution Moved: Cr Nicola Wilson Seconded: Cr Karen Finzel That Cr Wilson be appointed as Chairperson of the meeting for this item as Cr Finzel is attending via Teams. Carried unanimously. 2. CONFIRMATION OF MINUTES Committee Resolution Moved: Cr Karen Finzel Seconded: Cr Nicola Wilson The Minutes of the Services & Organisation Committee Meeting held on 8 October be received and confirmed. Carried unanimously. 3. PRESENTATIONS Nil. SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 12 NOVEMBER 2024 4. DEPUTATIONS Nil. 5. REPORTS FOR CONSIDERATION OF THE COMMITTEE 5.1. COUNCIL MEETING SCHEDULE – 2025 Committee Recommendation Moved: Cr Nicola Wilson Seconded: Cr Karen Finzel That Council note the report by the Chief Executive Officer to the Services & Organisation Committee Meeting dated 12 November 2024 and A. Approve the Council Meeting schedule for January-December 2025 as set out in Attachment 1 to the Report; and B. Note Council's commitment to community engagement, and in particular holding Ordinary Meetings in the community. Times and venue of ordinary meetings may be changed by council resolution in order to facilitate this. Carried unanimously. 5.2. PEREGIAN BEACH SURF LIFESAVING CLUB - FUNDING REQUEST AND UPDATE ON OPERATIONS 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 relation to the Peregian Beach Surf Life Saving Club Community Grant Application, as Leigh McCready, who worked as a volunteer in my 2020 “Future Noosa” election campaign is the current President of the Peregian Beach Surf Lifesaving Club. As Mrs McCready is not a close associate or related party and has never given me a gift or a loan, I believe a reasonable person would agree that I able to make an impartial decision on the matter. Therefore, I will choose to remain in the meeting room. However, I will respect the decision of the meeting on whether I can remain and participate in the decision. Committee Recommendation Moved: Cr Jessica Phillips Seconded: Cr Nicola Wilson That Council note the declarable conflict of interest by Cr Finzel and determine that Cr Finzel participates and votes on this matter because Council believes that a reasonable person would trust that the final decision is made in the public interest. Carried unanimously. Cr Finzel did not vote on the above motion. SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 12 NOVEMBER 2024 Committee Recommendation Moved: Cr Karen Finzel Seconded: Cr Jessica Phillips That Services & Organisation Committee Agenda Item 5.2 be referred to the General Committee for further consideration. Carried unanimously. 5.3. ADOPTION OF NOOSA COUNCIL STRATEGIC LAND ACTIVATION POLICY Committee Recommendation Moved: Cr Nicola Wilson Seconded: Cr Jessica Phillips That Council note the report by the Director Corporate Services to the Services and Organisation Committee dated 12 November 2024 and adopt the Strategic Land Activation Policy, provided at Attachment 1 to the report. Carried unanimously. 6. REPORTS FOR NOTING BY THE COMMITTEE 6.1. CAPITAL PROGRAM 2024/25 DELIVERY STATUS Committee Recommendation Moved: Cr Nicola Wilson Seconded: Cr Karen Finzel That Council note the report by the Infrastructure Planning Design and Delivery Manager to the Services & Organisation Committee Meeting, 12 November 2024, providing an update on the delivery of the 2024/25 Capital Works Program as at 30 September 2024. Carried unanimously. 7. CONFIDENTIAL SESSION CLOSURE OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Jessica Phillips 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: Item 7.1 RENEWAL OF STATE LEASE FOR NOOSAVILLE SLIPWAY AT 3 MILL STREET, NOOSAVILLE SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 12 NOVEMBER 2024 Item 7.2 EXPRESSION OF INTEREST IN COUNCIL-OWNED INDUSTRIAL LAND Carried unanimously. RE-OPENING OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Jessica Phillips Seconded: Cr Karen Finzel That the meeting be re-opened to the public. Carried unanimously. 7.1. CONFIDENTIAL - NOT FOR PUBLIC RELEASE - RENEWAL OF STATE LEASE FOR NOOSAVILLE SLIPWAY AT 3 MILL STREET, NOOSAVILLE Committee Recommendation Moved: Cr Karen Finzel Seconded: Cr Jessica Phillips That Council A. Note the report by the Property Advisor to the Services & Organisation Committee dated 12 November 2024 regarding renewal of the State Lease for the Noosaville Slipway at 3 Mill St., Noosaville; B. Agree to decline the Department of Resource's offer to enter a new term lease for the site. C. Authorise the CEO to write to the Department advising it of Council's decision. Carried unanimously. 7.2. CONFIDENTIAL - NOT FOR PUBLIC RELEASE - EXPRESSION OF INTEREST IN COUNCIL-OWNED INDUSTRIAL LAND Committee Recommendation Moved: Cr Jessica Phillips Seconded: Cr Karen Finzel That Council note the report by the Director Corporate Services to the Services & Organisation Committee Meeting dated 12 November 2024 and; A. Invite Expressions of Interest (EOI) pursuant to section 228(3)(a) and (b) Local Government Regulation 2012 (Qld), to dispose (via lease) of 25-29 Jarrah Street, Cooroy (including Lots 6, 7 and 8 of SP262436). B. Note that it is in the public interest to invite expressions of interest before inviting written tenders for the following reasons: SERVICES & ORGANISATION COMMITTEE MEETING MINUTES 12 NOVEMBER 2024 1. It will allow all interested parties to express their interest in utilising the Land. 2. It enables Council to consider proposals that may be submitted by respondents with a demonstrated plan and capability to achieve Council’s desired outcomes for the Land before progressing to a select tender phase from a shortlist of EOI respondents. 3. For respondents it reduces the time and expense associated with preparing a full tender submission, as only those shortlisted from EOI will be invited to do so. 4. It maximises Council’s resources in the tender process by reducing the number of full tender submissions needing evaluations. C. Request that the CEO report to a future Council meeting detailing the outcomes of the EOI, including the recommendation of a shortlist from which to invite written tenders, for Council’s further consideration. Carried unanimously. 8. MEETING CLOSURE The meeting closed at 3:23 PM.
Meeting Transcript
Larry Sengstock 00:00.221
12Th of November 2024. As the CEO today, our normal Chair is unavailable for this meeting and so I will take the Chair initially. Just I think. We go with attendances and apologies. Do we have any apologies? And online. We've got Councillor Karen Finzel. Councillor Wilson got new morning. Karen, you there? Yes, good morning. Good afternoon. Karen Finzel 00:47.032
Oh, good- afternoon. Larry Sengstock 00:49.720
I know you're a long way away, but it's not that far away, right? Okay, so Karen, you're normally the Chair of this committee. However, being online, you've asked if we could have a separate Chair. So I'm cheering chairing for the moment, with our new Standing Orders, we don't have to have any resolution to have you as a- as attending the meeting online. So welcome online. In terms of- sorry, should also start by paying our respects to the custodians of the lands on which we meet today, the Kabi Kabi People and their leaders past, present and emerging. In terms of- can I ask then for a nomination for the Chair of the meeting? I'll nominate Councillor Nicola Wilson, thanks. Karen Finzel 01:38.463
And can I get a second on that? Happy to second that motion. Larry Sengstock 01:45.181
Right, okay. You happy to accept that nomination, Councillor? Karen Finzel 01:48.887
I am. Larry Sengstock 01:50.221
Put it to the- vote? All in favour? Great, thank you. Nicola. Thank you. I'll pass it over to you. Thank you. Nicola Wilson 01:59.597
Thank you. Welcome again to everyone. So, as the CEO said, we have myself, Councillor Finzel online, Councillor Phillips in the room, and we also have Councillors working out in the room. And Councillor Lorentson online as observers. I just also want to acknowledge the Traditional Custodians of the land and actually read a little extract from our Kabi Kabi Commitment that we signed you recently. This is the Noosa we all want. Place with water we can swim in, streams we can drink from, food that nourishes the body, oceans that replenish the soul and air that invigorates with every breath. A place of mutual flourishing where our natural world is as much a part of us as we are a part of it. Okay, we will start the meeting with confirmation of the Minutes of the last meeting. Karen Finzel 02:59.445
Happy to move. Nicola Wilson 03:00.809
Thank you. Next item on the agenda thank you. Is presentation next of the item next on the agenda is presentations. I believe we don't have any today. Item is deputations, and I believe we don't have any today. So we'll move straight into the reports for consideration of the meeting and we start with 5.1 Council meeting scheduled for 2025. Larry Sengstock 03:32.157
So, thank you. This is just a, obliged we're obliged as part of our rules and regulations is to provide a schedule of meetings for we've got our meetings up until the end of this year so this really is just outlining our meeting schedule for the following year running in line with our normal process of P&E, S&O meetings, General Committee Meeting and then ordinary committee meeting also would note that there will be times where we'll take some of our meetings out to outside of the chambers and out to the regional areas those will be done on an ad hoc basis as such we'll be addressed and promoted accordingly so I'll put this to the vote. Nicola Wilson 04:20.950
Thank you. Before I ask for someone to move this motion I have put forward a amendment an um yeah a new motion um that being that Council will note the report by the Chief Executive Officer to the Services & Organisation Committee Meeting dated 12th November 2024 and A approve the Council meeting scheduled for January to December 2025 as set out in the text set out in attachment 1 to the report and B note council's commitment to community engagement and in particular holding ordinary meetings in the community. Times and venue of ordinary meetings may be changed by Council resolution in order to facilitate this. Karen Finzel 05:03.116
Happy to move for the debate. Nicola Wilson 05:10.281
I'm having a second. Sorry. It's okay. I'll speak first to the motion then. Just a minor amendment here just to make sure that it's in the public view that we still intend to continue. Our community engagement by holding ordinary meetings in the community. So I just felt at the moment there was nothing that really captured that to be of that in writing if anyone was looking for that information. Jessica Phillips 05:44.955
To speak, question? Yeah. To the CEO, have we got a list please of the priority of where the meetings will be held next year when they go out? Is there an order of preference? Larry Sengstock 06:00.950
No, we haven't done that at this point in time. Karen Finzel 06:10.360
Yes, thank you to the Chair. Thank you, Councillor Nicola, for the recommendation. I support this. I think it's great to eliminate the need to keep our community on the journey with us. And have them included in this recommendation so that. They feel valued and we can take this opportunity to promote. Good governance through engendering trust and a goal towards excellence. Thank you for bringing this to the table. I support it. Jessica Phillips 06:44.263
I'll speak very quickly just saying thank you for bringing it as well because I think it's really important that we do take those ordinary meetings out to community it's been really good feedback to this point and I also think it shows community that we want to go out to them rather than always expecting them like that we're to into come us and I taking it to the evening to give us some variety so we're trying to meet the needs of you know the nine-to-five workers and everybody else so yeah I commend that we're going to continue that commitment thank you Larry Sengstock 07:17.630
Thank you any Councillors um wouldn't Tom Wegener 07:22.867
This be normally done in the General Committee moving this to the general so that all of the Councillors can vote on the um the new motion is that would that be standard procedure Larry Sengstock 07:35.224
No so just Through the Chair the this now gets recommended to the ordinary committee meeting yeah and it gets voted on that's where it gets so you've got the opportunity then as Councillors to all as one yeah endorse this schedule so this is only just in terms of the steps it gets endorsed or gets recommended from this one it doesn't get endorsed yet gets recommended and then gets endorsed at the ordering but the recommend that's not the same recommendation that I see on my screen we did it Nicola add a yes sure so Nicola has nikolai changed the recommendation that's on our screen. It was a motion. And I don't disagree with that I'm just questioning the timing of it because I think that's it seems to me that the kind of thing that if you're going to change the recommendation it should be done with all the Councillors in the General Committee and not done with three Councillors in the committee meeting. Is that right? At the Ordinary Meeting, Councillor, you've still got the opportunity to change it if you want to at that point if you don't agree you don't with it, so this is, again, the subcommittee makes a recommendation to the ordinary committee now for endorsement. So at that meeting, you've got the ability to pull it back out and readdress it if you think there's any need for change. Tom Wegener 08:57.479
Okay. Think a mistake, it's date, but this has never happened before, so this is a new one on me. Jessica Phillips 09:02.299
Okay. It's to clarify, this. To clarify, there's still an opportunity when it goes. This will be the recommendation that see at the General Committee, no, at the Ordinary Meeting, and there is an opportunity if there's changes, an amendment to the motion, that could be done. Larry Sengstock 09:19.428
You can pull it back out and re-debate it at that point as a full Council. Okay, thank you. Nicola Wilson 09:27.533
Anybody else, questions or comments? I'd like to make a correction. It was actually Noosa. No. and Finzel. Okay, I'll put that to the vote. All in favour? Yes. Thank you. Next item on the agenda is 5.2, Peregian Beach Surf Lifesaving Club, funding request and update on operations. There's two things we need to deal with here. There's a conflict of interest and there's a request to move to the General Committee. Larry Sengstock 10:03.265
Yes. So there's a conflict of interest, if we can deal with that. Thank Karen Finzel 10:09.770
Thank you, Mr CEO, and through the Madam Chair, I would like to declare this conflict. I, Councillor Finzel, inform this meeting that I have a declarable conflict of interest in relation to the Peregian Beach Surf Lifesaving Club community grant. Application. As Leigh McCready, who worked as a volunteer in my 2020 Future Noosa election campaign, is the current president of the Peregian Beach Surf Lifesaving Club. As Mrs. McCready is not a close associate, nor related party, and has never given me a gift or a loan. I believe that a reasonable person would agree that I am able to make an impartial decision on the matter. Therefore, I will choose to remain in the meeting room. However, I will respect the decision of the meeting on whether I can remain. And participate in the decision. Thank you. Jessica Phillips 11:15.970
I'm happy to move. That Council note the declarable conflict of interest by Councillor Finzel and determine stay that Councillor Finzel participates and votes on this matter because Council believes. Larry Sengstock 11:34.243
You can take out the stay. There's two options here for you. Jessica Phillips 11:39.585
A reasonable person will trust that the final decision is made in the public interest. Nicola Wilson 11:46.357
Have you said that? Thank you. Larry Sengstock 11:53.518
Oh, you're doing it. Oh, I'm stupid. Oh yeah, you can go through the pro- no, sorry, go through the process. Anyone else you need to speak and then take it to the vote. And so read to okay, that's unanimous. Karen Finzel 12:10.447
Okay, great. Knowing also that I didn't vote? Yes. Nicola Wilson 12:20.022
And the next items in a way that's a general way to do to be moved into meeting, can we vote on that? Larry Sengstock 12:24.601
Well, you can ask for a summary, if you'd like, first, or we want to move it straight to the. Nicola Wilson 12:28.802
Team is here, so I'd like to still hear the report. If she notes me, that might not be it. Especially noting at the law meeting. Unidentified Speaker 12:35.322
Okay, well, given the matter's been referred, I'll just read from the exec summary. Might be the easiest. At the April 2022 Ordinary Meeting, Council resolved to enter into negotiations for a 10-year lease to Peregian Beach Surf Lifesaving Club. The intent of the lease was to security of tenure to allow the club to establish operations and beach patrolling capacity. Given the surf club did not have capacity to undertake full weekend and public holiday beach patrols within the resolved to fund surpluses within September to May patrolling season. Council resolved to fund surpluses Surf Life Saving Queensland contract lifeguards to patrol saturdays and public holidays for a three-year period. This enabled the surf club to patrol sundays while it focused on establishing operations. Council's three-year arrangements funding arrangement expires in May 2025 and the surf club has requested a further two-year funding commitment from Council with the club again proposing to provide services on sundays and additionally all public holidays falling within the September to May season equating to an extra 11 days over the period this report recommends support consideration of the two-year funding proposal as part of the 2025-26 budget deliberations now I might add there that allocation is forty 46 six thousand dollars that allocation will assist service Peregian surf club to continue to build its full operational capacity this report also recommends a surf club submit a building works plan to allow coordinated approach to maintenance and develop development between the new club committee and Council and an updated strategic plan given the current plan expires in 2025 the surf club have raised concerns with the amenity and impact of the village square bin storage area and drainage and stormwater are also impacting club operations it is recommended Council also investigate these issues and work towards an appropriate outcome in consultation with the surf club with now going towards the resolution I think that exec summary has covered off all of those matters but in summary request, to this reports about the allocation of $46,000 for annually for two years commencing at the cessation of the 2025 season next year the club submitting a building works plan for the reasons that I've outlined so we have a coordinated approach to building works and also the submission of a strategic plan given plan 2024. That the current expires in 2025 and I also mentioned there about the bin storage and the stormwater and drainage issues any works that were coming out of those and investigations they'd also be referred to the budget deliberations as appropriate well that's it for a summary without going through the whole thing but I'm happy to take questions Nicola Wilson 15:47.915
That allocation of 46,000 that covers nine months' worth of saturdays, is that right? Unidentified Speaker 15:53.933
Sundays for nine months it's sundays and public holidays I'm sorry it is saturdays because the lifeguards are doing the saturdays. Sorry, you're right. Nicola Wilson 16:03.127
So it's about $1,200 a day. Can you just let me know how many people are on for each of those days? Unidentified Speaker 16:10.286
Many people are on patrol? Would be paid for out of pocket. So on the weekends, there's two lifeguards on patrol. So that also involves the equipment they need to use, so the four-wheel drive equipment, jet ski equipment, all their other rescue equipment that they need to provide the services, radio communications devices, the whole box and dice. Jessica Phillips 16:39.134
Thank you very much. I've got a question, please. Originally it was a three-year and now it's two-year. Can you talk me around and talk me through like decision-making around what went from three to two? Did they ask for two? They asked for two. Okay. The recommendation is what they've asked for. Yeah. Is there any point at the half-halfway through, at a one year, do we reassess? Does someone go to their meetings or just maybe some context around our involvement? Well, we're in pretty close contact with them anyway. There is a new committee down there, as I said, Unidentified Speaker 17:14.464
But they also have to submit annual reports and annual report updating. Their operations. So we also have monthly contract meetings with Surf Life Saving Queensland. So the Peregian surf club operations are always on that agenda for discussion with Surf Life Saving Queensland about how the club's going. So I'm fairly comfortable with our communication and our update of their operations. Richard MacGillivray 17:44.773
And the annual plan that they submit goes into their financials and also their membership. So in terms of their volunteers and those that are obviously undertaking patrols and things like that. So we can sort of monitor that each year I guess as well to make sure they're on track or how they're tracking as well. Nicola Wilson 18:03.096
And this is based on increasing the active volunteer base from 75 to 120, is that right? So that will trigger another review point. Unidentified Speaker 18:11.616
Well, the 120 is a national figure put forward by Surf Life Saving Queensland. Life savings to be able to get to full weekend patrols. There are other factors here as well. 75 is where they're at now, but if they were at 120 and there were still components of the club that, say the training component or whatever, was not up to scratch or was weak or there was gaps, then that would be subject to assessment. Then but going to full weekend patrols won't be a Council decision ultimately that will require endorsement from Surf Life Saving Queensland given that the club is affiliated with Surf Life Saving Queensland. Won't potentially be our decision to make we'll need to be endorsed by them first. Councillor Finzel, any questions? Karen Finzel 19:03.366
Yes please Through the Chair thank I like you for the report where we're heading with this with regards to strategic planning and keeping operational work on the radar I have a question regarding building community resilience and their capacity to actually grow their membership to promote the responsibilities of you know nippers and it, look after people and their membership can you tell me if Queensland surf lifesaving do they liaise them directly with the surf club to help build their membership or where's Council if we're involved what role do we Unidentified Speaker 19:44.931
Thanks, Karen we don't play a role in growing their membership the life Surf Life Saving Queensland will provide support through a governance practice support in terms of building committees and also training resources as well so they're actually you might note in the report as well there's input there from the Brisbane lifesaving service life so was in that was also initiated by Surf Life Saving Queensland as I understand it to support the operations there but it's fair to say that Surf Life Saving Queensland has been quite heavily involved particularly in the first few years of the club getting back on its feet so the idea of it now is for them to provide a framework for the club to be able to establish if you like and kick on but there it's a support mechanism, not actively running the does that answer your question Karen Finzel 20:58.509
Actually I'll just reframe it I guess given the growth of the membership will increase local community engagement hopefully through young families and people living in the area I see that as my opportunity to Council through community development to provide a collaborative approach or some ongoing assistance to help the social amenity I guess around the club that could include other people that are not necessarily like nippers or members to be Surf Lifesaving but actually to promote the social growth of the club and have inclusive and friendly neighbourhoods where people are welcome and things like that I was just thinking if Council community had any sort of appetite or space in there to help grow that capacity. Unidentified Speaker 21:53.137
Karen I don't have to take that question on notice all I can say to that is that Surf Life Saving Queensland I know the club's lifesaving I been very active in terms of recruiting members and group from the local community but also you might see in the report reference to the Nippers growing as well the growth of the Nipper program is quite crucial and you can see there's been a 19% increase in those numbers so leveraging the parental and carer can kind of care like or participation in those in that program is quite key to converting those people if you like into members of the club active members or playing a role on committees and etc but as to your question around community development's role in those broader aspects that's really a question for community services department Karen Finzel 22:57.946
Right thank you I appreciate taking that on notice then because I think given the issues around youth in Noosa Shire at the moment and beyond but we're you know trying to focus on positive community engagement for our young people so I'd really like to see this response back from our community because I see this is a great opportunity to help engage and grow a safe place where young people can participate and feel welcome. Thank you. Nicola Wilson 23:34.471
Other questions? That's all I can add? That's no, she's kept her word. So, we're on. Not moving recommendations? No, we've got a motion to move to 10. Yes, right. Okay. That's all right then. Thank you. No, isn't. The Services & Organisation Committee agenda item 5.2 be referred to the General Committee for further consideration. So we have. Happy to read it. Thank you. Councillor Finzel. You're welcome. Jessica Phillips 24:08.609
I'll second it. Nicola Wilson 24:10.010
Okay. Okay. And we'll put that to the vote. All in favour? Karen Finzel 24:18.761
Yes. Thank you. We will see you at the same meeting. Larry Sengstock 24:25.050
You. Nicola Wilson 24:25.863
You, everybody. Okay. Next item on the agenda is 5.3: adoption of Council Strategic Land Activation Policy. Very exciting. And we have Trent and Robyn okay, let's to present this report. Robyn Mercer 24:56.601
Good afternoon, Councillors, and thank you for the opportunity to present the Strategic Land Activation Policy for adoption by Council. Noosa Council is known for its aspirational vision and broad-ranging strategies and goals. Among our most valuable resources are our land assets, which have the potential to directly support and advance our strategic objectives. However, realising this potential requires a consistent best practice approach. The policy before you for adoption is designed as an operational guide and toolkit to bridge the gap between our assets and our ambitions. This policy is about making sure we're getting the most out of these assets in a way that benefits our region. Economically, socially and environmentally. The policy provides a practical step-by land activation framework to guide how we activate and develop our land thoughtfully and effectively. It's designed as tool a toolkit for staff and decision makers. Designed to ensure we approach each project with due diligence, thorough assessment and a solid understanding of potential benefits or constraints. Importantly, this policy doesn't create any new decision-making powers. Instead, it's focused on establishing a clear and consistent process to inform decision-making. We're also introducing an internal working group as part of the land activation framework that will have representation from across Council. And this group will ensure each proposal is carefully reviewed, making sure that we meet goals and align with our long for Council and for the region. By adopting this policy we're working towards a stronger foundation to make the best use of our resources. It also helps us avoid risks like inconsistent decision-making or missed opportunities and hopefully we'll create new avenues to grow our region's economy, enhance our community spaces and protect our environment. Thank you. Nicola Wilson 27:03.522
I'll start with a question. First of all, thank you for that report and thank you also for the journey that you've taken us on so far in your workshops and it's clear that there's a lot of work going into this policy and the documentation of the portfolio behind that as well. So we now have a really clear list of all the land that Council owns and lots of other data relating to all of that land so that we can make good lots of other data relating can make good decisions. In line with our Housing Strategy and also questions from the community about how we review all of the possible suitable land for potential housing, will this help us to actually identify land and then move forward with it? Robyn Mercer 27:47.075
Yeah, there's probably two parts to that question. Is identifying opportunities and the other is what happens when we have a piece of land and multiple opportunities for that site so addressing that first and I think that's one of the reasons that we've got a policy is we often end up in inertia because there's lots of ideas and we don't have it as like a process to follow a just to get to an end decision so the process of doing due diligence and then merit assessment and engaging across the Council is designed to draw out all those opportunities so then they can be workshopped at the officer level then and at leadership level and potentially workshopped with Council as well in terms of the question about identifying opportunities absolutely I think having an inventory and being able to search by land size or zoning or locality or weather sites or without the urban boundary will help us narrow down you know a short list of potential sites or also identify gaps where we have a strategic objective but we don't have the land to meet it which means then we may need to consider acquisition or partnerships elsewhere. Jessica Phillips 29:01.870
Thank you. Thanks for the report. Just a work. Question around the internal working group is it okay to tell me who would be on that or just Robyn Mercer 29:11.834
Yeah that's in work at the moment so I'm drawing up a charter and then from there I'll feed that through to my Director who would distribute probably that around to other directors and ask the nominations to ensure we get cross-representation. Trent Grauf 29:28.807
Through the Chair it's important that we ensure that when we're looking at potential opportunities that we have representation from infrastructure as well as property as well as sport and rec, arts and culture. Environment planning and housing because we've all got opportunities and options that we're looking at so we want to make sure that we're having that whole of organisation discussion about potential land parcels because there's so many competing opportunities or complementary opportunities on site so we want to make sure that we've got a really good representation across the organisation and from the technical experts but in the organisation of the office level. Robyn Mercer 30:12.813
May be that once that is firmed up and there's a proposed team we could feed that further up for review and consideration to make sure there's a comfort level there I Jessica Phillips 30:22.771
Think that would answer my question around so I could understand it that brings different parts in and that makes sense to me so thank you next question if you could just maybe expand on the opportunities that's listed in the report about the economic development maybe just give you a bit more of an idea of what that entails Robyn Mercer 30:41.095
Yeah so and without being in room but I guess it falls back on the economic development strategy which calls for a long-term plan to diversify our economy away from the long sort of standing pillars of tourism and construction sure make we maintain those but also diversify our economy away from those industries that are subject to macroeconomic conditions and that means looking at future focused industries or tech industries that have a small footprint but high value and also that offer higher value jobs with high skilled labour and the way that the strategic land policy provides opportunities is that we could look at land that has industrial zoning or suitable zoning and then look to develop those in a way that supports that strategy. Nicola Wilson 31:42.743
Councillor Finzel, any questions? Karen Finzel 31:45.356
Thank you, Through the Chair. Firstly, thank you to the staff. The workshops have been very informative and have brought a great opportunity to share with the Councillors where we're heading with this policy. I just have a question around how did this policy, in your opinion, or in a practical way support through land acquisition achieving our goals around attracting innovative business? What's the process to help guide anyone that might be looking towards moving to Noosa? To grow businesses. To and sustainable into the future? I think through the workshops you used a phrase something about we're going fishing but not catching. Can you just expand on that a little bit, thanks? Robyn Mercer 32:38.475
Certainly. So I might just quickly draw back on that the policy is an operational toolkit. At the officer level and it's just designed to put in place a consistent process in terms of activating land that's just one I guess that's one thing that would come out of the policy so so ideas such as Expression of Interest or putting land out more broadly to the market through a formal procurement process is how we would take a piece of land and then try to activate it in a way that meets our economic goals or attracts businesses into the region but the policy is very much in those earlier stages of getting to the point where we know what the opportunities are so it's about due diligence and merit assessment and collaboration across the organisation did you want to add anything to that Trent Grauf 33:33.788
I think you've clarified it for me is the main thing is the policy is ahead of power it's a procedural framework for us to adhere to that doesn't restrict us from how we approach the market or opportunities coming to us but it means when they do arise it's about getting it's about giving comfort that we've applied a very consistent approach across the organisation where the decision comes through to you for decision or consideration there's comfort that it's not just purely economic focused or it's not just purely environmental focused or not just purely community that we've considered how we can actually try to get overlap you know for example can we proper parcel of land to get financial return to Council but also diversify the economy at the same time whilst still meeting green economy targets as well that's the trick for us the challenge is how those you match those competing priorities Jessica Phillips 34:32.556
I just have one more question I really like what I'm reading thank you maybe understand just a little bit more for my own understanding what's the driver is it like an operational lens that says is making my job harder or is it we've seen another Council do it what kind of gives me Robyn Mercer 34:54.187
Yeah sorry so I can probably answer this one okay Trent Grauf 34:59.115
If I cast back two or three years we actually had the matter get raised through internal audit and through our Audit and Risk Committee that we don't have a thorough framework or strategy around our land or even a thorough audit on our land parcels and the risk is when you've got a limited like we do we don't have an abundance of greenfield land like our neighbouring councils where we can continue to grow and develop outwards there's a significant internal risk by not having that framework in place because it's a scarce resource you're managing. That was probably the key fundamental driver for us starting this project and how it ended up in the Corporate Plan three years ago was that process. Now as an organisation it's about that mix of economic, environment, social, competing priorities in the organisation that drives us internally but it was probably that order of the outcome that kicked it off initially Robyn Mercer 36:00.274
And then in terms of developing the process which does put requirements on to staff to follow to a degree that came from engaging with subject matter experts and legal minds I guess that have a lot of experience with local government and activating land all the way across Australia and Queensland so we undertook a process of reaching out to subject matter experts to say if we were to go about this what's best practice and what does that look like. They came and presented to about 16 teams across Council and from there we developed that process of going we actually really need to do a lot more due diligence and benefit assessment. Up front. And whilst that creates activities it builds a strong foundation and puts you in good stead to actually achieve the end outcome and so that's what sort of drove the policy having a process and step-by framework within it. Nicola Wilson 36:59.659
Any more questions? Karen Finzel 37:05.910
Um yes thank you Chair uh through the CEO if we have some active staff in the room or the CEO might be able to answer um given the alignment to bring everyone on board just for people listening at home and for us around the table um I'd like just a few comments if possible from Ed Dev to just give us a brief overview of the role that they um see that they take in this space and how the policy will benefit where they want to head with this aside from the acquisition. Larry Sengstock 37:52.367
Sorry, Councillor Finzel I think I can answer that by just saying that this policy is all about we've got passes of land that we currently have that are there and have sitting for a while and at various times on an ad hoc basis there's an idea comes along or somebody comes along with an idea to us or vice versa and we address it on an ad hoc basis the idea of this policy is to give us a framework so that when that happens we can either be proactive or when we are reactive we've got a framework to work through and work with so we get the best possible outcome for that piece of land so from an active perspective they would be involved in either bringing ideas to the table or when ideas come to the table they would be involved in making sure that we still they have their input to make sure we get the best outcome for that pocket piece of land or whatever it may be. So that's the idea of this is to give us a framework to work within so we're not doing the things piecemeal we've got a much better strategy and we've not got much better process exactly to what we need sure make that sure that outcome the is exactly what we need to make maximises that what we would like to achieve based on our overall strategies our corporate plans everything else it all gets incorporated into this and we have a we have a framework to make decisions on so that's really what it is so each piece each of the organisation would be involved appropriately in any decision making Robyn Mercer 39:18.656
If I may just quickly I think it's really relevant to just consider that the planning scheme and planning scheme and zoning and land designation and land use is really the governing space for what's allowable or accessible on a piece of land so you know some sites that are set aside for community aren't economic development sites so isn't sort of stepping above that this is with this is before that and a due diligence process would say well parcel X is actually zoned for this purpose which would then just like organically identify what would be allowable or potential uses for that site that may be active that may be environmental outcomes that may be community or sporting or rec just to note that zoning and our planning schema yeah sit overarching all of it. Nicola Wilson 40:17.396
Any other questions from committee members before I move on to the Councillors? Karen Finzel 40:22.262
No further questions. Thank you. For your responses to the staff. Ms. Lorentson? Amelia Lorentson 40:32.637
And apologies if this question has been asked or answered. I'm having some difficulty understanding and listening to the audio from where I'm sitting. My question is, in terms of so my question is in terms of community input and consultation, will there be structured opportunities for community consultation and input before any significant decisions are made and how will Council ensure that residents and small businesses that are already existing on some of our Council owned properties like the Sunrise Shopping Centre, how do we ensure that they can meaningful, contribute to council's policy planning and implementation stages? I just, I know that we'll do this well and I know just with recent events how excellent our Council staff were in meeting with you know our tenants but I just would love, Robin if you could answer that question and the importance I think also of a first approach. People in this policy. A commitment that our local residents and the small business owners have a voice over these strategic decisions. Robyn Mercer 41:59.633
Certainly, so I think there's probably two parts to that question. One is the consultation obligations that we have, and the other is how we handle existing contracting arrangements in place. So when we have tenants or land leases in place, we have contracts that govern that. Those contracts typically have clauses built in that place obligations on Council to provide reasonable notice periods about what our intentions are and what our contractual. Requirements are. So those arrangements are governed by their own contract and we have to oblige by our requirements there. This policy doesn't interrupt or disrupt or supersede any of those. And then in terms of our consultation obligations. Trent Grauf 42:49.438
I think from a consultation perspective obviously we have an engagement policy which deals more broadly with strategic matters or infrastructure related matters but in terms of on these types of strategic land projects that may arise over the next two three five ten years it will be a case-by basis you'll find that we might have some projects that are vacant land parcels there are no existing tenants it's proposed use may not be in any way shape or form in conflict to its existing use there'll be others that will require larger engagement and that should be considered at the planning stage of any project so as we go through you use the framework for example that exists in the policy as we go past that due diligence and that merit assessment stage to the point where Council is giving if you like a green light to a further business case or feasibility or viability assessment at that stage we should we be should be identifying the early stages of the project that this is a major change or a project that requires a level of broader engagement and that should be embedded in the project from the start for transparency and you thank you very much yeah and you see that for example with if it's project like Lake MacDonald Botanic Gardens Master Plan as an example of that for example appreciate being so thank you both Tom Wegener 44:22.617
Quickly there's a did you read this policy perhaps with Johns Landing in mind is that first step Trent Grauf 44:29.952
Through the Chair we have a we have a lot of priorities and we recognise that Johns Landing was a land parcel that was acquired with a commitment when Council actually endorsed the acquisition of that parcel that we would investigate through an assessment what could be used or activated for that site so your city is one of them that we would ensure that as we go through this process we've got a thorough due diligence it's a great example of a land parcel that has competing and complementary opportunities and constraints and it's a very unique location so that will be one of the more interesting ones that may come through the process over the next couple of that's Tom Wegener 45:15.290
Exciting and then last step eight so part two step eight knowledge based and lessons learned ongoing so as you go along with learning things that was a concept that was in part of the Noosa institute the concept that would kimberlin to talk about which is how do we maintain the learning that we've that's that already happening here so we don't double up or don't forget do you have an idea for how we probably going to do this with in this case Robyn Mercer 45:45.569
Yeah look I think what we need to do is establish a lessons learned framework that would be a series of questions and having it within the policy requires should require that it is done what will fall under the policy is a whole lot of templates and forms that actually help us execute each step so for lessons learned that would be following a process and asking questions getting everyone in the room together and committing to continuous improvement work well, how of what worked well what didn't well how do we put this in a place where it's accessible and we can draw on it when we're considering future projects Trent Grauf 46:24.227
Yeah just go ahead we read we recognise that as you know as our organisation grows and staff and Councillors change over terms and time that innate knowledge of what may have been assessed even at a desktop level to go I wonder if this is possible for that land parcel that type of knowledge can be lost we don't want to lose that we want to make sure that as we look at a land parcel we might decide to bank a land parcel it could be Johns Landing for another decade for future generations we want to make sure that future officers in future terms of Council have the discussion available here to help inform previous discussions I've already had on the site as opposed to having to rework and do that whole exercise again. Tom Wegener 47:10.201
I'm interested in watching that over the years because I think that's something that Council overall our whole organisation can perhaps. Learn from. Nicola Wilson 47:19.565
Thank you. I'm going to move to a motion. The Council note the report by the Acting Director Corporate Services to the Services & Organisation Committee. Dated 12th November 2024 and adopted Strategic Land Activation Policy provided as attachment one to the report. Do I have someone to second? No. Councillor Phillips. Thank you. I'll speak to the motion. This is a very future-focused policy. Thank you for all your work in getting us to this point and also, as I said, the work that you've gone through already to identify and document all of the land. And assets that the Council owns so that we can identify these opportunities. I'm really excited about the register of opportunities that we'll be able to manage in the future and also noting that this is about activating potentially underutilised under-utilised land at the moment, although there are other elements too, and in a time where we are very, very short on land in the Shire, this is an excellent tool to be able to both identify those opportunities, but then also make sure that across the organisation we've got consistency. Efficiency and equity as well, so not everything is about an economic outcome, as you said, it's definitely about community and recreation and all of those things too, so this is a really great starting point for the future to be able to manage our land and to be able to make sure um that there is equity across shore the Shire and to be able to manage all different departments and all different types of uses in the future. Thank you, and so yeah, I recommend the motion. Anybody else wanted want to speak? Jessica Phillips 48:57.102
Much took the words of my mouth because I had efficiency, so thank you for that. I liked anything that sounds like it'll streamline some efficiency, and I really like to hear that the internal working group has representation from across the Council, and thank you for making it easier for me to understand. And I also like trent's point about future focus with new Councillors, new staff, and making things, that makes a lot of sense to me, so thank you. Nicola Wilson 49:24.783
Councillor Finzel, would you like to speak to the motion? Karen Finzel 49:27.865
Yes, thank you Madam Chair. I'll be brief. Everything's been said. I'm excited about this idea of providing collaborative approach to leadership and good governance is fantastic. New Councillors, new I appreciate the diligence and the just excellence towards keeping our strategic planning really informative to help us make good decisions when it comes to future generations and how we've, for example, used our land and created opportunities for innovation. I think it's fantastic. I want to applaud all the staff and everyone that's worked on this. I think together we're heading towards the right direction and I think it's really good for the best use of our resources in providing a land activation policy that will be a guide to bridging assets and our ambition. Remembering we are of course Different by Nature so I think this is leading us towards a future that we all desire to see so thank you. Nicola Wilson 50:38.422
Thank you. I'll just close by saying it's always great to see best practice being implemented and be able to see what happens next with the guidelines and everything else as it is adopted and implemented. To the vote. All in favour? Thank you. That's unanimous. Thank you very much. You're welcome. Thanks Robyn, well done. Moving on to reports when noting the committee. 6.1 capital program 2024/5, deliverable status. Craig 51:19.777
Good afternoon Councillors. I just wanted to introduce the council officer who's in our project delivery team, project officer. I can give brief overview I can give a brief overview of the report. So the purpose of today's report is to provide a status update on the capital works program as of the 30th of September 2024. It excludes disaster recovery projects, improved capital works budget for 24-25 is 53.8 million inclusive of 22.4 million in carry forwards. Actual expenditure achieved to date which is 30th of September is 6 million or 11% with 9.3 remaining in commitments. There's currently 127 projects on the capital works program in varying stages of delivery. Projects continue to be managed overall within the budget and time limitations to the extent possible and we use PCG and CDWE and CWE to manage that. Process. Contractor resources and material availability remain a constraint and continue to drive up project costs. Infrastructure planning, design and delivery is making substantial progress on a restructure and with the restructuring aiming to create additional leadership, capacity, enhanced delivery efficiencies and maximise team output. However, it's not addressing the resource constraints that we're facing at the branches moment. IPDD branch is continuing to phrase to face ongoing resource constraints and challenges, as are all councils of Queensland, so it's not just unique to us. Enhancements in systems, tools and processes are continuously rolled out across the branch. Innovative strategies for project delivery are currently being explored, such as panels of contractors and optimising procurement packages. And using external resources to supplement our internal resources. The recommendation that Council note the report by the IPDD manager to the Services & Organisation Committee, providing an update on the delivery of the capital works program as of the 13th of September. Nicola Wilson 53:40.557
Thank you, Craig. This is a great report that has lots of good news stories in it, so really good to see some of these pictures as well of all the great work that's been happening, so good to share the good news stories of the things that have been completed. Obviously, this was the end of September, so we're now heading towards mid-November, and there was a bit of an underspend in the year to date as of September. Has there been any capture at all in October? Craig 54:08.691
I can't really talk about where we're at as at the moment, but Mel might be able to enlighten us a bit on that. But the challenges we faced in July, August and September is we had some key projects that indicated major spends, but there was changes in their projects. And one of them was the VHS project, where we thought we were going down this path, but we actually pulled halted that contract. Halt and we actually pulled out of that contract which has been a major change in that project, which we didn't foresee. So that's one of the areas of underspend. The other one was to do with fleet as well. So we anticipated that we were going to get to vehicles, but there's been delays in those vehicles. And I think to be transparent, there has been some optimistic forecasting by our project managers, but we've got an opportunity now to bring that back in. We've got BR2 coming up as well. Mel, did you have any current data at the moment? Mel 55:04.117
Yeah, so at the end of October, we were sitting at approximately $7.3 million to spend in the capital program, excluding disaster projects. I've got a few questions, please. I'll start with 127 projects in the report. Is that benchmarking over the years? Is that higher, lower on average? Craig 55:32.428
In my mind, I'd say it's higher. And some of the reasoning behind that is, I think it was two years ago, we had approximately $7 million Noosa Parade, and we had approximately $10 million, I think it was $9.8 million, for Beckmans Road. So between those two projects, you've got $20 million tied up in two projects. And that does take a lot of resources, but you've $20 million in two projects, whereas you could have $20 million spread across 45 projects. And obviously, you need a unique project manager on each of those projects. So having that number of projects is a challenge. Jessica Phillips 56:08.530
Yes. Thank you. The key word I've found quite a few times, and I just want to explore, is contractors. So can you talk me through, have we seen any increase in the organisation using contractors? Craig 56:26.914
Probably when we're referring to contractors there, we're more talking about external, actually delivery contractors. So we don't have a day labour workforce here at Council, which means that we're contracting out our delivery. We do have consultants assisting us in project management, but this year we haven't had those major projects. We had a consultant assist us two years ago on the Noosa Parade project. Assisted us on the Beckmans Road project and we supported that consultant project manager with an internal team, but this year we haven't had that opportunity as you've highlighted earlier because we've got all those little tiny projects which you know for the larger consultancies just start-up costs on you know those smaller projects is really going to hit us. I don't know if I explained it Jessica Phillips 57:17.847
It's no it does I guess what I'm wanting to know when we like just coming from the last report which was very forward thinking can you make maybe explain to me because the word over-optimistic just gives me a couple of flags around what in this space what are we doing about forward thinking so we don't sort of tend to see maybe projects that are not being delivered and Craig 57:44.179
Yeah and I can talk to that I attended a conference last week and there was an economic sort of talk around what all the councils are facing what we're seeing is there's a real push in energy water medical and education so over the next 10 years there's a real spend in those areas and that's not including transport or the Olympics so there have the resources to was a debate around do we to face the rest the infrastructure boom that's coming really it's about having people coming through and supporting and getting people to deliver the projects and to be honest my all the councils are facing these constraints there's ongoing costs there's constraints around getting and retaining people and also contractors so I hope I'm not saying pessimistic but there may be a strategy that we need to sort of start tailing our capital works program to our resourcing and what we can actually deliver and I hope I'm not sounding doom or gloom but I just really want to forecast what the industry is facing Queensland's facing because there's a big spend coming over the next 10 years you know we've got Lake MacDonald dam upgrade we've got the hydro project we've got the Olympics coming but as an organisation I think we need to be planning for that and that's part of the work Shaun and myself are doing that's restructure is trying to a part of this restructuring. Trying to build team, looking at smarter ways to deliver and contract but it is a challenge that Queensland's facing and it is a challenge that all of the councils are facing and I don't know if you wanted to add anything Larry if you've got any insight Larry Sengstock 59:26.352
When you say contractors we don't do we manage we plan and manage so everything we do pretty much is contracted out from a an IPDB perspective it's different for the outdoor workforce they do a lot of it so you know when you say that we do contract when we say our project managers are a little bit know um over enthusiastic sometimes of their ability to get these projects done some small projects look like they could be simple as we know it's not always that way there's always tricks to it and then they get pushed out from a time perspective so when you're dealing with 127 projects there's a lot of opportunity for that to happen even on small projects so that's where the guys are trying to, the guys and girls are looking at our projects and the ability to meet the timelines but sometimes we do contract it's out of their hands because stuff out as well that way as well so we're in the hands of the contractors so that's it an issue for us um and there's no no question that we were geared up in the past to deliver around 25 30 million dollars a year of capital works since covert since the um the injection of funds from state and Federal government to stimulus the injection of funds from state and as Federal government a to stimulus as a stimulus to the economy we've been up around the 50 million dollar mark a year dollar mark a year and to gear up to 50 million dollars in this economy is really difficult as well, because a lot of people, the project managers lot of people the project managers are wanting to go and work in and difficult to look up. We've got more work, more money to spend, less people to do it, or less people to be on the track to do it. So we're in this balancing act here now and we've there's no question we've got this wave of unfinished work that is still we're still carrying with we take on new work so it's trying to get ahead of that curve and that's why we are looking to change the way that we structure so we'll do more outsourcing so projects will be totally outsourced rather than us design it internally and then go through a whole process of tendering client. Actually tender to a contractor who can then do all that work for us and we just manage that from the side it's a lot simpler in terms of our time so we're looking to do all that and all councils are doing going through this whole thing as Craig just said are now looking to do better ways more efficient ways to do it rather than have a whole lot of staffing stuff in here it's better to be more managers and contracted out where it's appropriate to keep it in we're keeping it in so we're balancing that and it's not something you can flick a switch on either so we're working through that as a process. I know Shaun had his hand up as up. Just well. Shaun Walsh 01:02:14.413
Councillor Phillips, Answer back to Councillor Phillips' question about having confidence in the actual reporting, one of the reasons we've appointed Catherine to the role of actually really focusing on project scheduling and project reporting to get more confidence. And under Michael balestra's guidance about getting confidence in that monthly report coming through, there is an attitude at the moment, and you'll see this in the report, of overconfidence or over optimism of delivery. I can't agree. I completely be predicted the next time. Quarterly report and also the reports to CWE there's going to be a much more measured approach to programs like lack of affordable housing and also things like the camping program at the landfill site because they are just sorting programs at the moment and part of the perspective is the officers deliver it, might lose the office is thinking well if I don't say we can't lose funding so it's about readjusting their expectations and reporting faithfully on multi-year projects so alluding back to that restructure process Craig talked about that's to deliver exactly what you're asking which is better confidence in our reporting. Jessica Phillips 01:03:15.594
Yeah you I guess it's just an observation that I'm hoping we sort of maybe take on more like bite off what you can chew so to speak if that's a summary of Larry Sengstock 01:03:33.893
Absolutely let's speed up sorry yeah that's been an issue but that's something we've had to deal with when we took on the took the position of let's accept the grant funding and the opportunity to do more and for some reason that more has now become standard as opposed to dropping back to about 30 or 40 million dollars we've continued on that same path so that's something that we'll be discussing during the budget deliberations going forward as to what we want to actually physically take on. A we can take on as an organisation so that we can start to again get ahead of that curve. Nicola Wilson 01:04:13.979
We obviously we've had some setbacks due to the weather as well, so has having a dry period been able to, has that been a benefit this last quarter? Craig 01:04:22.469
I suppose you. Especially. Shaun Walsh 01:04:24.460
I'll tell you. Certainly to the disaster reconstruction program, which is reported separately, it hasn't, the project profiling, the weather hasn't been that significant impact in the last six months. I think Councillor Finzel's got her hand up as well. Karen Finzel 01:04:40.171
Yes, thank you, Shaun. A question to the CEO Through the Chair, following on from your comments around perspective, transparencies and efficiencies. You mentioned contracts. Can you speak to us a little bit about the benefits? Of having our in-house legal staff? We had a quick workshop the other day, which was quite comprehensive around the benefits back to Council. Can you just talk a little bit about that for those listening online when we're achieving these efficiencies around getting our contracts tight is going to provide that benefit and assurity back to everyone involved where the Council is as an organisation, you know, looking towards the future and becoming like, more efficient and providing really good governance. Thanks, Councillor Wilson. Larry Sengstock 01:05:37.045
Thanks, Councillor. Yes, there's probably twofold to that. There's, because we contract a lot of work out, we are essentially contract managers. And that's what our team are doing so there's the two parts to that then are training our staff to be better contract managers, which is just an ongoing process. Everybody needs development and training and enjoys training in that area. So we're very very conscious of making sure that our teams and we have a lot of young project managers in our groups are making sure that they're getting the appropriate training and skills and confidence to take that on. But then we're also supporting that with our own legal advice and legal internal legal Council to that. Gives us the confidence as well so if there are questions or there's an oversight of those contracts we're doing that in-house as opposed to having to go outsource every time to just to ensure that a contract is you know properly conceived and delivered. We were able to do that in the majority in-house and use that as a training exercise as well so our project managers are far more skilled in our overall confidence in delivering that and reducing the Councillors is Karen Finzel 01:06:54.971
Maintained or enhanced. Thank you Mr. Senator. Craig 01:07:01.139
I think also just to add to that we do have a dedicated role within IPDD, a contract superintendent role. It's really it's a contracts managers role and we have a very very very experienced officer in that role Larry Sengstock 01:07:14.370
So we're comfortable and confident that we're on the right path with our contract management. Nicola Wilson 01:07:20.283
Any further questions, do you have slide things up? No, Karen Finzel 01:07:24.036
Thank you Madam Chair. I've got a couple more, sorry. Jessica Phillips 01:07:27.391
Please, can I understand a little bit more around the capital works program compared to just sort of the things that communities see and maybe see as priority in what they would maybe think is more important. Does when does the delivery of our capital works impact what could be a driver to what communities see in like a small detail out in industries? Craig 01:08:00.003
Okay so each year we go through a budget process and we'll commence that budget process very soon where organisationally this very soon where organisationally office start submitting pids or bids for projects for next year they're based on infrastructure renewal and around good asset management so we have certain criteria that we need to allocate a percentage of funding to renew our assets before we can build new. So a lot of the programs are driven by condition assessments and asset renewal and then there's a small component that is new projects staff put that budget together we have a series of workshops we work it through with the executive and then that's presented to the Councillors and there's a series of workshops until finally a budget's adopted that's published externally, and that creates the capital works. Program we're then tasked with to deliver that program so what the community see being delivered is a result of that capital works process and the budget that's ultimately adopted by Council is there more that I should explain Jessica Phillips 01:09:06.011
Exactly what I needed to hear maybe more for people listening online about how we get to this is probably exactly what you did I wrote asset management because I wanted that to be explained a little bit more for anyone and it's great thank you thank Unidentified Speaker 01:09:21.892
Further questions from committee members if you want to open to other Councillors no thank you Madam Chair thank you Councillor Lorentson any questions no all good thank you on-screen you um time to move the motion um Nicola Wilson 01:09:40.619
The Council met the report by the infrastructure planning design and delivery manager to the Services & Organisation Committee Meeting 12th November 2024 providing an update on the delivery of the 2024-25 capital works program as of 30 September 2024 happy oh, I don't agree. Larry Sengstock 01:10:03.219
You believe it? They're both jumping at the same time. Who do you choose? Nicola Wilson 01:10:10.301
I'll this guy. Be I saw the flash before I saw can I say things though? Next time um I'll just speak to the motion quickly um as I mentioned before there's lots of good news in this report and I just want to remind anyone watching online that these reports are available to the public um I do see this update every month at the capital of work so it's always great to see the progress every month um but also to see everything that's been achieved in is pretty impressive I can imagine how difficult the reporting must be to manage all of these um projects and the vast expenditure uh so just to highlight a few of the things that are in this report major projects right across the Shire: Cooroy Sports Complex, Noosa Heads Dog Beach, Noosa Heads Lions Park, proud bridge Peregian Beach skate park um Sunrise Beach retaining wall um so there's a bit of information photos of each of those things we've had some emerging projects that are important and according to wanting, this 10 tenders out for various projects as well we've had reseal programs all around the Shire heavy patching programs as well as those more effective areas pathway programs some beautiful pathways being built all around the Shire so um yeah anyone to go and have a look at this it's been achieved the Biosphere Trails incredible amount of work so thank you to the team for all your work next item we need to move into a confidential session, so we'll just move the motion to that and we don't have any public headings in the room. Jessica Phillips 01:12:10.552
I'll move to close the meeting before you do okay. I'll move to close that the meeting be closed to the public pursuant to section 254J3G of the Local Government Regulation 2012, purpose of discussing item 7.1, renewal of the State lease for Noosaville Slipway at 3 Mill Street, Noosaville, and item 7.2, Expression of Interest in Council-owned industrial land. I'll second that. Karen Finzel 01:12:48.626
Thank you. Can I just put it in the room for the future? Larry Sengstock 01:12:53.441
You can put that skirt to the back. Can I start things over? Karen Finzel 01:13:04.190
Sorry, I just walked you there for a minute. Okay. Thank you so much. Karen Finzel 01:46:46.196
Okay, we Nicola Wilson 01:46:48.036
Okay, we've come back to the confidential session, and we now have two items to vote on to close out the session. Who would like to move the first item, 7.1? Happy to go do we need to read out the full recommendation? Councillor Finzel, can you read out the recommendation? Karen Finzel 01:47:18.175
Yes, of course. Thank you. Recommendation at Council A, note the report by the property advisor to the Services & Organisation Committee, dated 12 November 2024, regarding renewal of the State lease for the Noosaville Slipway at 3 Mill Street, Noosaville. B, agree to decline the Department of Resources offer to enter a new term lease for the site. C, authorise the CEO to write to the department, advising it of Council's decision. Nicola Wilson 01:48:01.023
Thank you. Anybody want to speak to the motion? I'm thinking of that. I'll stick it up to the vote. All in favour? Do you unanimous. Thank you. Know who is in here? We'll move to item 7.2. The Expression of Interest in Council owned industrial land. Can I have a mover for this one? Jessica Phillips 01:48:23.677
I'll move this one. Have a good day. Thanks. Recommendation that Council note the report by the Acting Director Corporate Services-- oh, sorry. To the Services & Organisation Committee Meeting dated 12th of November 2024 and A, invite expressions of questions of interest be pursuant sure to section 2283A and 2283B. 3, B, A and Local Government Regulation 2012, Queensland, to dispose by lease of 25 to 29 Jarrah Street, Cooroy, including lots 6, 7, 8-- 2624368 of SP, 262436. B, note that it is in the public interest to invite expressions of interest before inviting written tenders for the following reasons. One, it will allow all interested parties to express their interest in utilising the land. Two, it enables Council to consider proposals that may be submitted by respondents with a demonstrated plan and capability to achieve council's desired outcomes for the land before progressing to a select tender phase from a shortlisted of EOI respondents. Three, for respondents to it reduces the time and expense associated with preparing a full tender submission as only those shortlisted from the EOI will be invited to do so. Four, it maximises or council's resource in the tender process by reducing the number of full tender submissions needing valuations. C, request that the CEO report to a future Council meeting detailing the outcomes of the EOI including the recommendation of a shortlist from which to invite written tenders from the council's further consideration. Thank you. Any more wishes to speak to the motion? No thank you. Nicola Wilson 01:50:18.490
That's the vote then, all in favour? Yes. Thank you very unanimously. Excellent, that brings us to the end of the agenda items we will close the meeting. For today. Related Noosa Council Meetings
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