Services & Organisation Committee Agenda, 10 December 2024
Date: Tuesday, 10 December 2024 at 1:30PM
Location: Noosa Shire Council Chambers, 9 Pelican Street, Tewantin, QLD 4565, Australia
Organiser: Noosa Shire Council
Duration: 01:13:50
Synopsis: Strategic Asset Management Plan adopted, Privacy Policy updated incl. breach response, International delegation approved w/ minimal cost, Transport security role formalised, Asset and cyber risks addressed.
Meeting Attendees
Committee Members
Karen Finzel Jessica Phillips Frank Wilkie Nicola Wilson Non-Committee Members
Executive Officers
Chief Executive Officer Larry Sengstock Acting Director Infrastructure Services Shaun Walsh Director Community Services Kerri Contini Meeting Transcript
Karen Finzel 00:00.581
Good afternoon and welcome to the Noosa Shire Council Services & Organisation Committee, 10 December 2024. I'd like to note we have Councillor Wilkie, Councillor Wilson and Councillor Phillips all in attendance at the table today and in the gallery we have Councillor Lorentson and welcome to the staff that's joining us today in the gallery. Good afternoon Mr CEO. Larry Sengstock 00:25.494
You. Right so we have, we open the meeting at. Karen Finzel 00:30.434
1:00 P so we have, we open the meeting at 1 rght and I'd like to acknowledge, is that correct? Yes. We're good to go? Yes. I'd like to acknowledge the Kabi Kabi Elders past, present and emerging, and pay respects to the inherent wisdom and knowledge that they bring to our environment on this land and waters in which we live, work and play. So good we have afternoon and welcome. Everyone in attendance and there are no apologies. Can we have a confirmation of the Minutes please? Nicola Wilson 01:12.010
I'll move that. Karen Finzel 01:13.000
That's moved by Councillor Wilson. I'll have you to the second. Happy to have you to the Phillips. All in favour? Frank Wilkie 01:22.806
I don't believe I was there so I can't confirm. Karen Finzel 01:26.708
OK, so can you so confirm that? Can no, you can confirm. That? No, you can't confirm. Can I? Yes, because you could have written it. I was written. We hope you've have good you've written reason. Yeah. It. Yes. Right. Thank you. Right. Yeah. We have no. Are we ready to move on? We have no presentations and no deputations. We have reports for consideration to the committee. Larry Sengstock 01:53.968
All right. Technical you don't need. Karen Finzel 01:57.035
To get the job done. Sorry. Technical issues. Good? Larry Sengstock 02:13.599
Yes. Oh, right. Sorry. No. It's me that's presenting this one. Karen Finzel 02:18.149
Oh, right. Okay. So we thank you for your report Mr. Larry Sengstock 02:23.157
CEO. So thank you Councillors. This is just our report to confirm that the Council of Mayors South East Queensland that we're a part of is taking a delegation to overseas, to singapore, manchester. Wales. And Paris in February. And all the mayors are invited of the CoMSEQ group. And so we're just seeking approval for the Mayor to attend and represent Noosa Council on that the cost to do this travel is completely. Paid for by CoMSEQ, so the committee of mayors for South East Queensland. So there is no no direct cost to Council other than a few maybe sundry costs but nothing of any major. And the value of this that we are looking to get as Noosa being part of this is extremely important given that this is in the lead-up to 2032 Olympics and understanding what the some of the issues that we may we at this point eight years away from the games and what we should be looking to do and where Noosa fits into that and how we can benefit from it so it's really important that our Mayor Frank attends this trip, and as I say it's totally paid for by CoMSEQ so there's no real cost to Noosa Council so it's a yeah it's a great opportunity is what I believe but it's certainly up for Councillors to approve. Karen Finzel 04:03.102
Thank you, Mr. Senior. Any questions? Yes, thank you, Councillor Wilson. Tell us the significance of why manchester? Larry Sengstock 04:10.649
Well, manchester held the 2002 commonwealth games. I should know that. This is my history. I think I went to that. And also did a whole lot in terms a whole lot in terms of revamping, using it to remodel the city. So I know east manchester was used as a rebuild, same as what they did with London, with east London, I think it was east London, where they used it to really revamp their city and rebuild their whole city centre and all their sporting facilities and build their future, so that's what they're looking for in terms of how Brisbane and the city's using it from a legacy point of view, so it's not just a blip, you have the games and move on, it's actually building things that have got longer legacy and manchester were one of the first to. Really prosper from that. Karen Finzel 04:56.876
Fantastic, any further questions? Frank, any comments from you? Were the Mayor on the trip. I have no questions. Frank Wilkie 05:11.154
No, I'm happy for other Councillors. To move it and then I'll speak to it if needs be. Karen Finzel 05:20.114
Okay, so do we have a mover for the report? I'm happy to move. That's Councillor Phillips and do we have a seconder? Councillor Wilson. We'll take it to the vote. All in favour? That's unanimous. Sorry, I'm not speaking to it. Oh, sorry, you want to speak to it. Frank Wilkie 05:37.276
Yeah, look, the it's, um. Um, the purpose of it is fact-finding delegation for all the representatives from the south from 12 the-east Queensland councils to areas which have projects that, um, represent ideas and initiatives that we could benefit from as a region. South-east Queensland will end up to the 2032 Olympics. We'll be looking at projects like regional waste facilities. CoMSEQ is looking at investigating regional facilities to handle waste. We'll be looking at a few waste-to-energy projects. We'll be looking at water recycling projects. We'll be looking at athletes' precincts. We'll be looking at a the way waste-to-energy projects. The be city's way the greater city of manchester and Paris handed transportation and moved people around the games. We're looking at legacy projects for the games as well and how they approach that, how they approach the opportunity of a commonwealth and an Olympic games to benefit the communities in an ongoing way once the games have been over and in a way that doesn't overly burden the cities or the communities. I'll be doing a report on key learnings. I'll be applying a Noosa lens to that when I'm there and also certainly in my reporting back. Thank you. Well done. It's also important that we travel as a united delegation during this trip, representing the region as a whole. It's about regional collaboration is the most important thing. This is about positioning the South East Queensland region in a way that benefits the region in the lead up to the 2032 Olympic games and beyond. Possibly as the first carbon neutral Olympic games. We want to have a legacy of improved transportation, improved community facilities, improved waste facilities. Post 2032. Karen Finzel 07:58.766
Well it sounds like it'll be a wonderful opportunity and we're looking forward to the report and not only that we're looking forward to some great legacy projects for this Shire that benefit and are sustainable moving forward into the future. Frank Wilkie 08:13.140
Thank you Madam. Karen Finzel 08:14.302
Chair. Thank you Councillors. Thank you. We've put that to the vote. Yep that was unanimous. Post the vote. Moving to 7.2.7.2, Councillor attendance at the Sunshine Coast precinct transport security meeting. Now we have a report coming to us. Thank you. Good afternoon Councillors. Good afternoon, welcome to the table. Shaun Walsh 08:51.567
The purpose of the report is to appoint a Councillor to attend the Sunshine Coast precinct transport security meeting. This is held quarterly and attended by technical representatives from other councils, Queensland Transport and Main Roads, TransLink. Queensland police, as well as contracted public transport providers, particularly bus fleets. The meeting seeks a coordinated approach to security management, including information dissemination about incidents, analysis, as well as a common approach to security management across the public transport network. Our Council is a stakeholder because of our contracted arrangements under the Go Noosa Program, where we do actually provide a public transport service. There's no requirement for to actually have a Councillor at that meeting, but it's very interesting information from a security perspective, and we've had a Councillor express interest in attending the meeting. And to formalise arrangements, this is why this report's being presented to Council for the purposes Phillips of accountability and transparency. Councillor Phillips has expressed interest in attending due to her QPS background, and has attended a recent meeting and found it very useful. Thank you. Frank Wilkie 09:57.750
Madam Chair, I'd like to move that Councillor Jessica Phillips be appointed to attend the quarterly Sunshine Coast transport security precinct meetings. Karen Finzel 10:08.957
I'll second. So, no, that's been moved by Councillor Wilkie, seconded by Councillor Wilson. Frank Wilkie 10:16.341
Would you like Ms. to speak Mr. you, Madam Chair. Look, as said by the Acting Director of Infrastructure, Councillor Phillips has expressed an interest in security matters, interest in QPS matters, transport is part of that purview. It's not a not essential that a Councillor attend this, but I think any Councillor that shows the initiative and has the interest to go over and above the normal statutory duties, I think they ought to be applauded and supported. So hence the nomination. I believe Councillor Phillips has sought that out, so I haven't nominated her without her that knowing that this is going to happen. Unknown 10:57.020
Thank you, that was my next question. Jessica Phillips 10:58.686
I am happy to accept the nomination. I am, yes, thank you. I did seek it out. I'll speak to it when it's been. Karen Finzel 11:05.114
Fantastic. Is there any questions around that, Councillor Walsh? You. No. Jessica Phillips 11:10.666
Yeah, just happy to. Thank you for allowing me on the committee. Given my background in policing, I feel that it's a great opportunity to observe what's going on in the district, especially with our Go Noosa Program and hearing what's going on around the. So I look forward to coming to our CDF with a briefing or some information about what I've taken away. And yeah, just be able to listen and take on board some of the things that maybe are happening differently and I'm excited it's. Up my wheelhouse around what we can do to improve safety on buses and on our road network and things like that so it'll be really interesting moving forward what I take out of it. Karen Finzel 11:59.771
Thank you. Well thank you for taking that on board. I think we're all going to benefit from having you observe around the table and bring that back to Council through our CDF process which gives us opportunity to create change where needed or develop further policies or whatever so I think it's really good also for our community to have trust that when they travel on public transport that they can do so with confidence that they can do that with safety and security to the best of our ability. So Thank you. You're welcome. We'll take it to the vote then. Don't wish to close. Oh, you don't wish to close. Thank you, Mr. Mayor. We'll take it to the vote. All in favour? Yes, that's it. All in favour of that? So that's Councillor Councillor Wilkie, Councillor Wilson, Councillor Phillips. Councillor Finzel, Finzel. You're unanimous. Thank you. Sean. Thanks, Sean. Then we're moving on to the strategic asset management plan 2024. Thank you to the staff. Welcome to the table. Patrick Murphy 13:13.566
Good afternoon, Councillors. Karen Finzel 13:14.635
Good afternoon, Denise. Good afternoon. Would you like to give us an overview of the report? Patrick Murphy 13:20.800
Yes, sure. So this report is seeking. Adoption of the strategic asset management plan, and we've got a small presentation that we would like to put up, if that's okay. Thanks, Catherine. And just in ways of providing a bit about how we got to this point. Frank Wilkie 13:41.442
You going to take us on the Roadmap journey? Patrick Murphy 13:44.028
Oh, come on, that's my finishing don't line. Okay, get ahead of it. Okay, next slide, thanks. So, just in providing a bit of a background, Council's legislated to produce detailed asset management plans, and developing a strategic asset management plan and updating it is definitely part of that legislative requirements. We started our asset management framework in building it in 2015, when we did a capability assessment of our asset management activities, and it was really a gap analysis of where we're at and the continual improvement that we required to get to where we are today. Through that process in 2017, we drafted our first strategic asset management plan and from that point, we built some really strong governance around our asset management activities across Council, and that enabled us to produce a suite of detailed asset management plans for our asset classes, including our transport infrastructure assets, our parks and playgrounds, our buildings and facilities, and our stormwater drainage. And since then, we've done a number of really strong gut good governance activities, including proactive condition assessments and programs for our bridges, which has really given us great opportunities for funding for bridge renewal programs, our road continual road surveys where we run our reseal and heavy patching programs. We're 90% through our stormwater CCTV inspection programs and we have other in-house condition assessment condition activities with pathways, buildings and facilities, playgrounds and beach accesses as well to build and in the future to produce long-term renewal programs around those. Over the last so of years, moving forward in 2022, we had an asset management audit. Commissioned, which was done by KPMG. And from that audit, it was really another means of time to have a review of from the first time when we did our capability assessment and look at where we needed to update and improve our asset management framework for Council. So that review came with 38 recommendations and got us to the point where we are today in drafting a strategic asset management plan and that draft document I really need to acknowledge devin Wilson our asset systems coordinator who's pulled this all together. It is very an exhaustive document an exhaustive document and concise with from those recommendations and I'm going to hand over to devin now and she's going to go through a little bit of what she's done in updating the strategic asset management plan and what's different from the old one fantastic, thank you. Devon Wilson 16:55.520
Over to you. So the 38 recommendations the key piece was actually the revision and update of the strategic asset management plan and the associated Roadmap. It shows our commitment to continual improvement. And it's kind of the starting point from which all the other improvements were generated because we needed that for the building block before we could move on. And the strategic asset management plan is part of a hierarchy of documents and the top of the hierarchy is the asset management policy which presents the guiding principles for our asset management implementation and our asset management framework from that we create this or the strategic asset management plan which defines the asset management objectives of Noosa Council and how we were going to implement those and to detail of exact tasks and make key measurables as well so there's a lot of scope translating that. It also defines the scope, direction and details of our asset management plans and for Noosa Council we have revised our asset management plans to become total asset management plans in asset management classes and we have another hierarchy now which are the site-specific asset management plans. So we've revised our structure to get another level in there of the site-specific plans, the operational plans at that time, thank you. So all these documents are the framework for asset management. In Noosa Council and tell us how we can integrate asset management throughout the organisation for all of our activities. And some of the key things we've done of that how of the task so we can actually progress with asset management plan is firstly revised the asset management policy and that was endorsed earlier this year and was revised in line with the restructure the new Corporate Plan and our existing strategies and plans because the key is that everything needs to align with the Corporate Plan and our other key strategies and plans and that's the asset management framework makes sure we do have that alignment. We've also revised the governance structure to streamline it a little bit and the asset management steering committee are the decision-makers for anything to do with the asset management. Decisions so the rest with the asset management steering committee and under them are the asset specific working groups you can make decisions and escalate those to the asset management steering committee. We've also revised the responsibility matrix so we have an asset class responsibility matrix so at each stage of the asset life cycle know we who is responsible every single stage and that's been revised in cycle we know been revised in line with the strategies Corporate Plan and the restructure as well so a lot of line with the strategies Corporate Plan and the restructure updating but in addition to that then feeds into the creation of new Charters for the asset and into the creation of new Charters for the asset committee working group Charters and working group responsibility matrices for the working groups as well so everything leads into the other one so this you can see how the strategic asset management plan is then generating all of the additional work in the correct order so everything is aligned we have also looked at maturing our risk which is a risk management strategy for asset management in line with the corporate strategic risk and a risk management framework and we've done that by defining a risk management register for management a strategic asset management and the items in the Roadmap or the tasks that we're addressing as part of the Roadmap they're the controls or measures to minimise or reduce or eliminate those risks so that's particularly important in our risk management maturity another key item we've completed is the asset management communication and stakeholder engagement plan and that's also documented in the SAMP and that's because there's no point in developing all these things if you don't clearly indicate how you're going to communicate our framework our practices procedures and documents and any updates or feedback from stakeholders on that. So it's about having feedback on the document itself and also feedback from working groups and feeding to say other key stakeholders and contacts and consultants and that sort of thing so it's about setting that framework so that we there's better awareness communication updates and also training it also encompasses training as well so there's a lot of work here and these are just some of the key things already implemented and documented in the strategic asset management plan and of course there's then another five-year plan of some key tasks that we're going to complete in the next five years to address some of our the gaps in our asset management. Practices. The kit. Frank Wilkie 21:54.902
Sorry, can I just ask a question at this point, devin? Absolutely. That's a lot of excellent. Extensive, internally facing. Government's work is being done. Say I'm a lay person. A black pilot. There's a black pilot. Can you translate, how will that work translate to what a resident or rate payer is going to see happening with Noosa Shire's assets in terms of the way we look after the roads, parks, gardens, bridges? Do you want me to answer this? Patrick Murphy 22:30.683
Okay. Yeah. Councillor with that the strategic asset management plan sets us up for our individual asset classes and that's and those total asset management plans are the outward facing documents that would be better for our community in speaking and how we maintain and for example if we look at transportation how we maintain our roads bridges and pathways and that will be detailed in those documents so the strategic asset management plan sets up how often we should be providing and producing those documents and reviewing them and ensuring how we and making sure that we include all the financial and the condition elements of that asset so the strategy is really giving us the framework to produce those documents that will inform the community of our status of that each asset class. Frank Wilkie 23:25.321
Okay well given that. Community members aren't going to be reading those documents what they're going to be looking for is that the roads are more regular are maintained to a standard sure that parks and gardens are refreshed regularly that playground maintenance occurs before it needs to replace that equipment needs replacement bridges. Are replaced before they you know present the risk is that what all part of what this work is going to deliver for the community absolutely uh help staff keep staff on track to deliver better assets for the community. Patrick Murphy 24:01.093
So that can the main key with the strategic asset management plan is identifying what we're committing to proactive maintenance and renewal programs for each of our asset classes deliver exactly that. Yes part the of the elements of the individual asset classes is more detail about defining the levels of service and how frequently and how much funding we've got it's to enable us to do that and smooth those renewals out over time so to raise it or lower our levels of service depending on funding sources and opportunities for us as well and expanding our networks of assets as well could be the challenges there. Frank Wilkie 24:41.346
Too great so and you devin you also mentioned that not only would there be all these different working groups from these different classes of assets but there are site-specific working groups as well site. Specific management plans. So city asset management so for example the coastal and foreshore infrastructure working group would have site-specific. Management plans for say the Dog Beach correct. Patrick Murphy 25:08.654
That's yeah that's exactly what you know bridge yeah probably not just our Doonella Bridge is probably a little bit too micro that's the bridge working group yeah and a good example for that is that we are drafting and working at the moment in the Hastings Street precinct management plan as a starting point so so capturing all our activities that we do down in that precinct and the assets that we maintain and operate and defining the levels of service that we do and building up maintenance and renewal for that precinct mm. Frank Wilkie 25:41.866
Hmm thank you for the question we're taking the questions the thank you the I guess one. Devon Wilson 25:49.628
Guess one of the key takeouts take-outs from the strategic asset management plan is our commitment to continual improvement as a Council in our asset management practices and so part of the what we've come up with is a 10-year improvement plan for asset management and that begins with the strategic asset now once that's approved then we'll move on to doing the total asset management plans as a management information strategy and then we'll look at continually improving that so in 2028 we will have a new Corporate Plan so then 2029 we will request an additional internal audit of our asset management practices and our maturity level so that the recommendations from that internal audit could once again feed into a vision of the SAMP in 2030 and following that revision of the SAMP in 2030 that will move on to then another iteration of the total asset management plans etc so it's commitment over a long term to continue improvement and reviewing and updating our material as our community and our requirements change. So that's part of that commitment to continue improvement for Noosa Council. Patrick Murphy 27:02.000
Probably the most important out of that question that Councillor Wilkie asked was that in 2025 we'll be revising all the asset management plans which we now refer to as total asset management plans. Devon Wilson 27:15.974
And one of the key too things to in that in this document is that we are looking at tasks that look at okay well you know for our gravel roads for example, what do we need? What can we supply? What equipment do we need? All those so we're getting down to the nitty-gritty these projects to make sure we actually can deliver the services that we need to maintain. Patrick Murphy 27:40.889
So our next steps in our asset management journey is obviously after we've got the strategic asset management plan adopted is developing our asset management information system and that's really our record-keeping of how we structure our asset software and our data management and the way we collect it so that it can be I suppose extrapolated or reused. Or reloaded into other systems should we ever decide to change from our technology our corporate systems across giving us good solid foundations in our data management going forward well as our activities that we do in our practices for collecting condition assessment managing work orders and the like should be all be documented in that asset management information system and coinciding with that work will be doing our total asset management plans and developing them and on an a annual basis we'll also commence to start reporting state of the asset reporting that will be able to pull out of our system to give you Council and our community an understanding of the knowledge that we have on our assets on and the remaining lives and what our renewal programs will be over forecasting those for the 5-10 year periods and as I mentioned and met yet we're just starting to work on the Hastings Street precinct plan as one of those site-based plans that's more of an operational document that we use for in-house and collaborating across the different areas of responsibility in that precinct. Frank Wilkie 29:28.105
The 38 recommendations from KPMG according to this matrix look most of them have been implemented or addressed in I some way just have a question for example number 28 develop sorry develop update the asset management awareness training module and deliver the training program this is documented in the SAMP Roadmap does that mean that the training module. Is being delivered or will we do it. Patrick Murphy 29:58.904
So we're revising the training modules so we're it's to be delivered yes and part of that is staff inductions as well as and enrolling through and develop developing competency site training for the levels of staff within the organisation to ensure that they have a really good and solid practice of asset management within the organisation. Thank you. You're welcome. Jessica Phillips 30:26.950
I have a couple of questions. I'll start please. Thank you. With the 2022 is when KPMG have provided the initial report. We go back to them at any point with a review? I know we've got the internal at 2030, is there an opportunity at all or is it that they would ever review what they've suggested and that just as an outsider? Patrick Murphy 30:54.833
Yeah, cancel Councillor, we did consider that whether we would get an external to review the work that we've done to date but we've taken every recommendation on board and we've implemented that and you know we've got good asset management practitioners within the organisation to develop this and we felt that we've achieved what those recommendations are there is an Australian standard too so we're met confident that we've met and that there will be other reviews done through our finance area as well that will review our documents not just KPMG but we made the decision not to use any more funds for auditing purposes and get on with delivering the governance of and the recommendation from that report. Jessica Phillips 31:48.002
Thank you I like the continuous improvement part of it there was just another couple more questions sorry round this does the digital hub you spoke about data management is that do we ever include them in assisting in this space I just see them we've as a. Patrick Murphy 32:09.803
We don't know we don't we look at different technologies and if there's anything there that would be for asset management data collection and the like and we are looking at AI and its means of that which has been in the media of recent and but you know. Jessica Phillips 32:28.061
We don't and would you mind just talking me through the coastal canals and waterways just specifically sort anything there of so so maybe people watching know that we're not going to be monitoring like a state asset or something. Patrick Murphy 32:42.919
Sure in the coastal in that working group it's really around what Council's responsibilities are so they include beach accesses lock and weir revetment walls predominantly and our Noosa Main Beach and any other forms of infrastructure around there so it's dealing with those assets more so and how we will manage those and there are cross-area responsibilities with environment infrastructure services and also local laws that we work together Dog Beach is a really good example of that we've created a significant there and we are still developing our operational requirements around that because you know it's getting plenty of love and we're still working on access and revegetation and improving some infrastructure around that facility so and they're the sorts of examples that we use and talk about in that area other examples would be when we're doing we had the lock and weir renewal 18 months ago and we put that on the table and look at the challenges ahead of that with that particular infrastructure and get set the source expertise around the table on the right way forward for that as well. Karen Finzel 34:16.305
Thank you. You're welcome. Nicola Wilson 34:17.923
Yes, Councillor Nicholson. We talked about we've talked about the various works and teams and departments and branches that will need to be involved in this. Really is a whole of organisation approach. How will we kind of base the resources on this? Is there, do we have sufficient. Karen Finzel 34:36.569
Resources to be able to deliver the plan? And what other challenges might come in the way of implementation? That might be a better direction to start. Patrick Murphy 34:45.029
I can answer that one. It's okay. And it is really is, with asset management, it really is about a bottom up decision making and coming and bringing the expertise from the ground. And that's part of our position description. Is bringing asset management involved in a lot of our roles. A lot of that is that we have those people on the ground already. It's about our collaboration. So resourcing, yes, we always do need some resourcing in regards to getting bringing in some expertise. You know, we're a smaller Council. We do need to get, and we do call on consultants to help us with more detailed condition assessments and the like. And that's what those programs are within our couple works program with bridge level three bridge, inspections and getting consultants to do our consultants road surveys because they have rather than us maintain that data or collect by that equipment so we are looking at so so that's we feel that we've resourced okay at this point we also know that we're the world is changing and AI will look at us in regards to having to really engineer our functions in rather than collecting data we might be assessing data on what the you know the drone or you the device is collapsed. Is collected and we just be analysing the data as well as we can so so at this point we will pretty comfortable with the resources we've got I wouldn't say we're full deck of cards but you know when we're ready and we need we'll put our hand up. Nicola Wilson 36:28.741
One of the high risk areas was the capitalisation and the work which was given as a resource. Is there any plan on how we can start to do this? Patrick Murphy 36:39.000
One is a that one is a challenge and particularly it's in the finance field where we have the backlog here it's trying to recruit asset accountants so that's the challenge that the finance area has at the moment we have actually done a really great job from the infrastructure side in collecting and getting the data presented and loaded into the system right up to that stage gate of it then being written on financially and we need the financial accountants and that is a process that's heavily audited too so we do need the expertise there and don't I have the have answer the for this one for the finance team because they've been trying to recruit asset accountants for several years. Karen Finzel 37:37.082
Recruit to reiterate on that, means the work you've done will help us then have the data to recognise where the delays are occurring? Should do, yes, absolutely. Which is a really important piece of the work as well, isn't it? Patrick Murphy 37:52.962
Yes, definitely. Is there, definitely, and that audit obviously highlighted our challenges in that and our financial statements will tell us how much we haven't written on, what we've delivered and what we haven't written on. Frank Wilkie 38:04.040
Yes, thank you. Just to give a sense of the scale of. As the management plan seems to how encapsulate many assets are you charged? How many are you responsible for managing? Patrick Murphy 38:19.400
Well, that's the beauty of the responsibility matrix, that we share the love around on who's responsible. But the Council's responsible for a billion dollars worth of assets. And when we componentise those. There we go. And after the floods, our recovery has been increased, yes, absolutely. But there's hundreds of thousands of components that we've got in the system of assets. So it's not riding one bridge on, it's breaking that bridge down into components and from rail to wearing surface and breaking those structures down. So it's a massive job to do and Devon's team manage the data. Space and yeah it requires a great discipline for that too, so. Frank Wilkie 39:10.478
Devon, there's a lot of interest in the technology that's affixed to the front of the waste recovery, so the waste trucks that assess this. Conditions, the of the road. Can you talk a bit about how that's going and the value of that? Devon Wilson 39:31.388
I certainly can. Frank Wilkie 39:32.871
How it assists? Any challenges-election or any of the challenges that it are presented. Presents. Devon Wilson 39:39.795
So the cameras are picking up an incredible number of defects, some of which we will not necessarily do anything about because they're not something we would fix, but we would monitor them. They got worse, we would fix them. But it's things like potholes, faded signs, damaged signs, overhanging trees, litter, graffiti, damaged barriers. Guardrails. You know what is I'm anyone from all the garage trucks? No, just the recycling trucks. Just the recycle trucks? We've got one on the recycle truck and we want to roll out another recycle a truck and one on the e-scooter for the pathway inspection. So they are covering the whole Shire? Yes, they are. So this is for roads, it's currently covering the whole Shire. Child so we're getting quite a lot of information in and we've actually, we're feeding that out to our crews in several different ways, depending on the asset class. So exactly how that gets resolved depends on the asset class. And the capacity is all based on existing capacity. Backwards. So that's actually working really well at the moment. And the good thing is it's got the images. So if we send a defect to the signs crew, they don't actually have to go out to site and inspect. They've got a photo, they see here's the faded sign. Oh, it's a 60 kilometre speed sign. We'll actually order that, then go and replace it. They're not wasting time going out and coming back. They can see a pothole. They have a look at it on the photograph. Right, this is what we need. Oh, look where it is. We need traffic control. They can organise all of that. Without actually having to go and do the site inspection first. And that's creating greater efficiencies and helping us get ahead of the game because if a customer hasn't caught that one, we wouldn't necessarily know about it. Especially on some of our hinterland roads as well. Thank you. Jessica Phillips 41:30.889
Just last question. From here, what should I envision seeing before Councillors again out of this report? Patrick Murphy 41:41.541
Well, again, this documents the framework. So the next step for us is presenting total asset management plans on those asset classes and explaining our renewal programs for, and I'll use the example again for roads, bridges and pathways. And we'll be presenting them to you, to Council for endorsement. And again, they're a legislative requirement. They're a recommendation in that order that we need to do an update sooner rather than later. So that's what we're working on. As soon as we walk out of here, we'll be moving on to that as well as the asset management information system, which is our data management and our systems management process. So so there's still a little bit more governance work that we need to do. The other tail end of that is that when we do have those total asset management plans adopted, we'll have those levels of service clearly defined and that will help us with the levels of service documents we produce with the budget packs each year as well. Frank Wilkie 42:45.831
You very Brian, you mentioned that this is all part of, this is updating the strategic asset management plans to have part of the process to continue and improve, which is fantastic. Are there any, from your perspective, are there any areas that you're really hoping that this could help us better address? Areas where we are weak? Patrick Murphy 43:10.606
Well, the knowledge of data, the collection of data, is one thing. It's actually delivering of the renewal programs is the other. So, pulling together those renewal programs and ensuring that we've got good, solid, robust and ongoing renewals of our assets to ensure that we don't leave a backlogged legacy for future generations is the key here. So we're at that point in time where we're collecting a lot of data. So there will be the need for us to produce renewal programs and we'll probably have a backlog of work that should have been done a couple of years ago for particularly stormwater where we've had to deal with there's hundreds of thousands of stormwater assets alone that we're working through to produce and prioritise as well. We do have a methodology around that and we're trying to work within keeping in front of the Reseal Program so that we're not digging up any roads that we don't, that we've, you know, only resurfaced and the like too. So they're, just 101 practices that we, already are ahead of, but we want to make sure we're well, well advanced and very mature in that space going forward. So that's probably the biggest, scariest thing about, you know finding out what, we don't know. Yes. Because the previous asset management plans, a lot of the condition was modelled based on age or we, when we, how old we thought these assets were. To what they physically are now, so. And, now we're getting that actual physical condition assessment. So sometimes assets last longer than interest rate or. Absolutely. Less than interest rate. Correct, yeah. Thank you. Karen Finzel 44:54.358
Thank you. Other questions around the table? Amelia Lorentson 44:58.455
I've got a question. Thank you. Just in terms of the Dog Beach, an excellent asset to the Shire. Terms of continuous improvement, is inclusion of the Dog Beach asset management plan, is that a move to consider integrating natural assets into our asset management plan? Patrick Murphy 45:28.451
Uh. Answer the question, I don't think we can put our beach as a financial asset, so it's going to be an operating plan, Dog Beach, because it's our expenses and activities that we do around there to ensure that we keep a sand profile that's acceptable for the community, as well as their supporting infrastructure, car parks, public toilets and the like, and that's where we're finding the pressure of that doggy Dog Beach is. In putting onto on. The other assets, where we've got to get more regular servicing done around the toilet box and the garbage bins and the like, because it's well utilised. So it's not a financial asset, so it'll be an operating maintenance plan, essentially, for the doggy badge itself. Karen Finzel 46:22.682
And if I could get to the Chair and contribute to that, we're looking at putting it on the grid like that's in the new program, in terms of that's similar to what we do to the parish and works on Noosa Foreshore. And the canals. So actually, so one gets to the hope that it's staying stable, still being maintained and stuff, but really by profile and this year, you know, that's what we're trying to do with the system. Thank you. Don't happy to move at the moment, Chair. Seconder? Thank you. That's moved by the Mayor and do we have a seconder? Yeah. Yes. That's seconded by Council. Wilson. Would you like to. Frank Wilkie 47:15.435
Well, thank you very much for the work. Very comprehensive, very extensive. And for some reassurances, you've implemented the 38 recommendations by Council on G. And we look forward to ongoing progress reports on this journey. And we ask that you thank you for your time. It's a very important work, thank you. Karen Finzel 47:39.219
Yes, would you like to speak to that? Nicola Wilson 47:41.917
Thank you, Jim, for that. Great explanation, especially the hierarchies and methodology that we've gone through, which was in the summary of that report. Thanks, Brian, and the team as well for all the work in producing this. It's been a huge effort. As a member of the audit risk committee, I'm aware of the importance of this plan to ensure optimal management of our infrastructure and assets to meet the needs of the community and manage financial implications of maintenance, repair and replacement. It's great to see the government structure focusing our management eyes on the ground across all departments. This doesn't need to be a whole organisation approach to make sure all assets are logged and managed. I understand that challenges lay ahead, did its implementation in terms of. Resourcing and running processes and we need to be mindful of making sure all teams are supported to deliver this plan and the need for communication and training outlined in the report is really important. I'll also point out some of the financial management goals that are relevant here and indeed in all of our decision strategic-making. Ensuring adequate funding for maintenance, renewal and replacing to assets. Using lifecycle costing to inform budget decisions, so not just the acquisition cost which we may look at because we can grant fund those, but we also have to think of the whole of life cost implications. Meeting our local government sustainability indicators and evidence-based decision making, risk, demand, whole of life costs and community benefit defined. So these are all great aspects of this report but I look forward to seeing how they play out in the coming years. Unknown 49:15.858
Thank you. Do you want to make a comment? Jessica Phillips 49:18.952
A very quick point because this is exciting. Community, the first thing they see. Larry Sengstock 49:23.998
Is assets, don't they? Jessica Phillips 49:26.120
They say the river doesn't look, the Chair's broken or something. You know, the first thing they see when they're using the potholes and the roads and I think if anything it's worth celebrating. Through this is that they will see regular maintenance be able to be achieved before a delay in our asset management. So if anything I've taken it's exciting that community will hopefully see us be able to stay on top of that maybe better than what we the past, which is great in my mind. So thank you for the report and I'm looking forward to seeing what we actually see. Tangible outcomes from it will be great. Thanks. Karen Finzel 50:10.972
Thank you. I won't add further comment. I think it's all been said, but a really big thank you to everyone on the team. You can see the amount of work that's gone into that, the call and that work. I'm looking forward to seeing that come through, especially through area, which has been a big, a lot of questions have always asked about that conversion into our register, so I'm looking forward to seeing that move ahead. And also I'm excited about the improved communication between our stakeholders and our customers, which is really important, so I think that's a valuable contribution to meeting the expectations of our community out there and making that far more efficient for those inside the organisation and those outside so thank you very much for the work that's gone into this. Thank you. Madam Chair. Yes, I'll just read out the recommendation that Council make the report by the civil and asset operations manager to the services and organisations. Organisation committed data dated 10 December 2024 and adopt the strategic asset management plan as provided as attachment one to the report in line with the continuous improvement of the asset management functions across Council. We'll take it to the vote. Frank Wilkie 51:23.951
Thank you, Madam Chair. I will close. You did say it was a matter of continuous improvement and that's all you can hope for. That's fantastic. And we know that there are areas where we need to do better. We mentioned the stormwater assets. But I just recently. Karen Finzel 51:42.328
Been. Frank Wilkie 51:42.668
Many residents have been giving really good feedback about the standard of the roads, the gardens, the roundabouts, the assets that the Council was after. So I'd just like to pass a little positive feedback because it's good to pass that on when you do receive it. Thank you. Because, believe it or not, they don't hold back when we do something, a complaint. So I'd like to also forward this positive feedback that seems to be firing in about the way the Noosa Council team look after the assets. So please pass that on to the team. I will do it. Thank you Madam Chair. Take that to the vote. Karen Finzel 52:21.755
That's unanimous. All in favour? Thank you. Thank you staff. Thank you Councillors. Thank you. Back to the agenda. Now we're up to item 7.4, the privacy policy review. And we've got government staff here to answer any of our questions. Deanna Stewart 52:44.850
Thank you, Dean. All right, I'll take you through a summary of the report and the policy. So as you know, as you all know, the governance branch regularly reviews. Governance related Council policies and procedures for improvements, legislative compliance, to ensure they're fit for purpose and best practice. Recently, we focused on reviewing this year our existing 2014 privacy policy. To ensure Council continues to basically strengthen its governance framework and to deliver on its specific operational plan objective. Another key driver of the policy review are the recent privacy policy reforms specific specifically the Information Privacy and Other Legislation Amendment Act 2023 very long legislative name so I call it IPOLA which has come into effect. The first stage of these reforms are going to be coming into effect mid next year and we'll place new legislative requirements that obviously we must comply with. Following extensive internal and external review of the policy and consultation with law firms, local government sector and training specifically received on the IPOLA reforms from. Several key policy changes are proposed in this updated version. I'm just going to touch on some of them just to highlight those key changes so basically a new modern format and approach to make the content more user friendly for our community. In essence I acknowledge, and you've heard me say this many times, privacy law is a complex area of law. Therefore the changes proposed are all about placing the policy into new Q&A style format where questions are introduced that explain privacy law concepts to the everyday user so they can be more easily digested. Digestible and understood. For example, rather than simply stating that Council complies with the privacy principles, we go that step further. We explain how we're complying with those principles through that Q&A format so people can understand it. We've also aligned our new policy to Council's policy development framework that's just been launched and best practice model so that means you will see new elements in the privacy policy that the 2014 policy did didn't have, such as a new statement of intent, a clearer statement, a purpose and scope around the policy. We've also introduced a new section covering surveillance technology which you briefly spoke about in the last item as well to acknowledge the work and function Council this area and the impact it may have on privacy obligations in that space. We're also making it easier for the community to understand who and how to contact us if they have a query, a privacy query or a complaint or a concern and that previous policy really didn't have that. We need to have contact details. Our in policies for the community. And finally, we're now responding, to these new legislative reforms that are coming in as well. We're adding in particular items in there to address legislative requirements. So for instance, you're going to see seen new legal definitions that are now embedded in the policy. A new definition for personal information has been updated, for example, so it aligns with the new IPOLA reforms and other terms like privacy breaches is now in that policy version. We're also aligning to the new Queensland privacy principles. You'll see the term QPPs floating around a lot more in the near future, which replaces the former information privacy principles for Queensland. And we've also introduced, and this is the really critical part of it, an entire section on breaches, from privacy breaches to how we will respond specifically to a data breach. And this is a critical part of the law reforms that we've expanded in appendix A to the policy, so it's quite a large section in that area, but it really is in response to. And these new law reforms that state agencies, including Council, need to explain how we will respond to a privacy breach in that space. And finally, we are aware that further potential legislative changes. May require us to revisit. This policy work again in 2025-26 and undertake another review of this policy. However, upon the advice of external experts and the State regulator, we've started making staged changes now. Are proposed so that we are in step with our legislative obligations. That's it. Karen Finzel 57:42.472
Thank you. Jessica Phillips 57:42.816
Yes, after doing a lot of this legislation in the Queensland Police Service, just wondering how it affects it internally, like what training have our staff received around the implications of this in our organisation? Deanna Stewart 57:59.709
We've started introducing these concepts with some internal in-house training in conjunction with our legal counsel who's been Chris has been supporting me in that space so we've kind of introduced the concept and we've done who's been Chris has been supporting me in that space so we've kind of introduced the concept and we've done some online training as well but we are-house training are planning to really ramp that up once this policy is adopted so we have an entire suite of training proposed in the new year everything from face-to-face sessions to lunch sessions to online training as well so we will keep in that space they've come out with some fantastic training material and I've been attending obviously my role a lot of their sessions so we'll be using their resourcing as well to kind of work on a multi-faceted training model for all staff because this is really important so that they're comfortable with it and they know what the rules are and how they can appropriately manage personal information for the work. Jessica Phillips 59:06.920
A lot-up of question is um so we're doing our own local training in our organisation is it would um it be advantageous for LGAQ to get if every Council I'll get to my point sorry if every Council is doing their own thing but it's a state legislation um have we looked at is so we're not reinventing the wheel no um can you just tell me if yeah how that's working? Deanna Stewart 59:44.387
To roll out the training across all state departments as well as local governments. So it's kind of in their remit to roll it out. Having said that though, I do connect very closely with other local government groups. Um and definitely other governance teams across different councils and we are like basically talking um quite actively in this space um we may share training material that we create ourselves them and vice versa so we do collaborate a lot to help each other around so I foresee we'll continue doing that just to as you say why recreate the wheel if someone's already doing something out there um so yeah absolutely it'll be a combination of that yeah thank you. Karen Finzel 01:00:32.889
Thank you. Nicola Wilson 01:00:34.173
Yes um something that's quite topical at the moment and it is in the report but you might be able to give us a little overview is the data breach response strategy so for instance if Council's systems that happen towards another IT kind of breach you just could so you just the set some of the report but just for the benefit of anyone. Deanna Stewart 01:00:55.893
Watching could you just say absolutely so sorry, this is a new concept that you will start to see more and in other councils policies as we start as we start to tick off on the requirements of how we are going to respond to a data breach. I will say a data breach is if we do receive one at Council it is going the to collaboration and support of various teams across Council most importantly IT because of the steps that we need to follow in the management plan and step one is to identify a data breach we need to be really on the ball I think I believe in the report or I might have even discussed it with you guys the first 24 hours of any breach is critical and we need to hit the ground running and basically that's an operational response instantly from the IT department the other thing too that you'll see in these policies we rely on obviously our internal staff identifying a breach if it happens but equally if the public identify some sort of breach they need to contact us as well and that is in here our contact details are really so we do rely on their support as well in this space so step one is to identify the breach obviously step two is to contain it and this is the critical stage I cannot stress this enough basically the uh. Everyday operation around this is delegated to the Acting Director Corporate Services through Larry the CEO obviously he can't be everywhere so the Acting Director Corporate Services should hit the ground running with the IT and try and contain the breach as best they can depending on how serious the breach is there may be a different style of response but they may also need to use external support providers etc to manage it as best they can the data breach response plan for he could also be triggered in this space if the breach is identified to be quite serious so what that means is the Director would bring the team together with the roles that have been identified in the policy to start working on mitigation and management it of the as risk. Step three is assessing basically the risk for individuals associated with the breach assessing the breach in detail as well conducting an investigation basically and collecting information about the breach preserving evidence etc so it's that kind of step there. Step four is considering, so breach notification and importantly our communication strategy. So depending on the severity of the breach, you will see that we would contact the information commission and my team would probably be responsible for that, filling out a report. And with all the data sending it to them so they're alert and aware. Obviously in all this is what's important to note and you will see it in the stages that the individuals will also be contacted or will be considered and what the best appropriate way to handle that as well depending on the type of breach we deal with as well and obviously step five is all about reviewing lessons learned what could have we done better is there anything we can improve on etc the other thing too with review that you'll see in here is we will do regular testing and review of our plan as well internally to form part of our BCP business continuity planning so that you know we're prepared just in case an incident occurs so hopefully that gives you a bit of a summary thank you thank. Karen Finzel 01:04:46.351
Especially the review I think really important in training recently they said that we taking time to review is one a really high priority and definitely contribute to better and more productive organisations it's good to know so do we have any other further questions from the table- Oh, look, thank you Madam Chair. Frank Wilkie 01:05:09.784
Yes Di Thank you. For the report you mentioned here under the question and answer format what is privacy your privacy relates to the protection of personal information in accordance with the IP act and community expectations that's all about how Council treats this of personal information a of a resident or ratepayer anyone. Or once they have it one of the most common concerns is that of residents that make complaints to Council they're really concerned that their details will become public and not be made known to the person they may be making a complaint about what assurances can you give around the way that data is held that personal information is held. Deanna Stewart 01:05:57.387
For anyone who may be listening and have those concerns yeah I understand that we get that question a lot especially if a member of the public is concerned and wants to know before they tell us their concerns and the complaint what will happen personal information as you can see this policy is a very broad term and if someone makes a complaint to Council it is considered their personal information so it's classified as personal information of that person which means we must protect their information and preserve their privacy so we would not be advising anyone out there in the community which shouldn't you know who made a complaint about them that kind of thing that it's definitely not allowed it's protected under. Frank Wilkie 01:06:47.806
And can perhaps can you talk to the sort of. Penalties there may be for a bridge, breach? If a Council employee did reveal that information? Deanna Stewart 01:06:56.214
Yeah I think the member of the community if they feel that an officer has breached their privacy they should lodge a privacy complaint the governance branch so the process is in here as well and we would do an independent investigation into the matter and find out what's happened and provide the individual with a response within the timeframe that's in the legislation, which is 45 business days, if they're not satisfied with the response. An external review. So there's definitely that mechanism for people to raise kind of finances that they need to. Frank Wilkie 01:07:41.569
But the person who committed the damage is liable to prosecution. Deanna Stewart 01:07:54.108
Review it and could it and could take it to a tribunal and, you know, that kind of process. I know they're quite interested in mediating and exploring options. So it's not, you know, you don't just go straight to court for these things. You look at resolution between the parties, etc. on and forth. Guess the terms to the borders of any international organisations. Absolutely, yeah, there is, yeah, absolutely. There's obviously the Privacy Act here that is a deterrent, but there are other levers as well. We've got codes of conduct from. Our employees that talk about protecting and preserving people's personal information. We've also got the Local Government Act that has an offence, you know, if the information is considered confidential, you cannot, you know, breach that confidentiality. So there are definitely they legislative just live with levers for that as well. Frank Wilkie 01:08:48.740
And I would just like to say I know you and the Council are going to do this. Unknown 01:08:53.781
Great. No touches. I'm talking about hypothetical. Deanna Stewart 01:09:02.419
Absolutely. And we take. Information, you know, information privacy as a very serious. Of training for our staff. We roll out regular training to make sure that people are across the rules. They're reminded on a regular basis and they know that this is quite serious. And, you know, we're entrusted with so much as you've seen in policy and the workshops we've been through. We're entrusted with a lot of information, a lot of personal information because of the work we do. So it's really critical that staff feel comfortable. Understand the rules, are aware and know how to apply for it. Equally they know where to go to if they need advice. Frank Wilkie 01:09:48.139
And just as Councillor Wilson alluded to, is there going to be a threat to our privacy side? Saw the text yeah, absolutely. Was to in a while. Deanna Stewart 01:10:03.024
It's very intrinsically and closely linked to cyber threats and the discussions that we have as a Council around that. Data hacks, you know, that kind of thing. Not surprisingly, you are seeing more of that coming to other pieces of law like the privacy law to try and, you know, ensure that organisations at the end of the day are thinking about this and they're doing, you know, as many reasonable steps as they can to protect people's personal information. Thank you. Karen Finzel 01:10:42.314
Thank you for the report. We'll move to the recommendation that Council anote the report by the governance manager. The Services & Organisation Committee Meeting dated 10th December 2024 and b adopt the updated Council privacy policy provided as attachment 1 to the report to be removed. Thank you. That's moved by Councillor Wilson, seconded by Councillor Phillips. Would you like to speak too? Nicola Wilson 01:11:07.775
Thank you for bringing this to us today and it's a problem with the earlier questions about all of the digital assets. I think it's a really well written document, it's very clear, it's very user friendly. Things like, why does Council collect personal information and how is it used. So it's very kind of set it by step through to that. Really useful Council as well. I think we do get people, we get privy to this information all the time and then it just arises as well in how we use that. But yeah, for the community I think it's a great way of looking through. How information may be used and how they may be contacted. I think it's a great program, and I think it's a good school, and I think it's a good university. Thank you. Council, of course. Jessica Phillips 01:12:00.425
Just very quickly, I watched this legislation roll out. It was definitely ready for, I think, public sector agencies, not just Council, but. Specifically anyone that gets information that's quite. That can be quite confidential. It's good to give the community some real trust that you're all over it, because it is there fundamentally to protect individuals. So, yeah, the report's fantastic. Thank you. Karen Finzel 01:12:30.077
Thank you. And a big thank you to the team and the governance. People have done that, especially for all the staff. Have to take on this responsibility and do the training and that hopefully takes away off their mind as well knowing that they're getting the lightest training and being able to do their jobs with confidence. Thank you. So we'll take it to the vote. Frank Wilkie 01:13:00.862
Councillor Wilson said, it's very easy, by the way. You explained it very, very well. I appreciate it. Thank you. Karen Finzel 01:13:09.664
Thank you. And we don't even need to pause it. No, I don't need to pause it. To pause it. Fantastic. Let's take it to the fantastic. Let's take it to the vote. That's all in favour. Thank you, Cathy. Unidentified Speaker 01:13:22.510
Thank you, Diana. Go on, Judith. Karen Finzel 01:13:26.401
What are we up to now? Unidentified Speaker 01:13:27.382
Yes, reports are either here. Larry Sengstock 01:13:30.624
What are we up to? Yeah, number 8. Karen Finzel 01:13:33.046
Yeah, that's right. Number 9, confidential session. We're not having one. And number 10, the meeting is closed today at 2:44pm. Thank you. Mr. Mayor. Thank you, Madam Chair. Thank you to everyone. Related Noosa Council Meetings
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