General Committee - 20 January 2025
Date: Monday, 20 January 2025 at 12:30PM
Location: Noosa Shire Council Chambers , 9 Pelican Street , Tewantin , QLD 4565 , Australia
Organiser: Noosa Shire Council
Duration: 05:13:25
Synopsis: Transport: End free buses; extend Noosa Drive trial; parking reinstated, Budget: BR2 surplus, Waste: Landfill capping, Governance: Procurement transparency, Grants revised, Cooroy housing deferred.
Meeting Attendees
Councillors
Brian Stockwell Karen Finzel Amelia Lorentson Jessica Phillips Tom Wegener Frank Wilkie Nicola Wilson Executive Officers
Chief Executive Officer Larry Sengstock Director Infrastructure Services Shaun Walsh Director Strategy And Environment Kim Rawlings Director Development & Regulation Allan Hazell Director Corporate Services Margaret Gatt Director Community Services Paul Brinkman Deputations
Anne Kennedy Vivien Griffin Jennifer Clement AI-Generated Meeting Insight
Key Decisions & Discussions Shaun Walsh: Council to cease Free Weekend and Peak Season Go Noosa buses given State 50c fares; CEO to negotiate amended Translink agreement and jointly inform the community (Item 8.1; 17:15–22:13). Amelia Lorentson: Added commitment to reinstate general parking on Noosa Drive and to clearly mark/loading-only bays, responding to safety and business feedback; carried (Item 8.1; 31:35–35:39). Jessica Phillips: Three‑month extension of Noosa Drive/Hastings St traffic/parking trial to gather structured feedback via notices, Have Your Say, and on‑street engagement (Item 8.1; 22:13–24:14, 34:22–35:39). Council (unanimous): Refresh and expand Register of Pre‑Qualified Suppliers for Parks & Landscaping, adding 16 firms and delegating two 12‑month extensions to CEO (Item 8.2; 41:17–46:46). Council (unanimous): Approved revised Community Grants Policy; consolidates event categories, allows flexible rounds, improves governance alignment pending a new social strategy (Item 8.3; 53:11–59:34). Trent/Finance: Noted biannual disclosure of large contracts awarded under CEO delegation via Procurement Assessment Working Team; 9 awards totalling $4.1m (Item 8.4; 01:03:43–01:14:09). Paul Green: YTD Dec financials: $3m revenue above budget; operating expenditure $463k over; overall $2.6m favorable; materials/services pressures noted (Item 8.5; 01:20:13–01:27:18). Council (unanimous): BR2 shifts operating position from $140k deficit to $138k surplus; capital base program reduced to $46m with rescheduling/savings; 4 FTE net added, 1 temp (Item 8.6; 01:43:27–01:53:21). Development & Regulation: Noted November DA decisions under delegation; minor works, extensions, and Tewantin golf range netting; timeliness improving amid complex house code triggers (Item 8.7; 01:55:36–01:58:55). Krista Fitzsackerly: Legal Counsel role update: conservative cost savings >$200k (to 7 Nov 2024), risk reduction via contract reviews, training, and legal database; planning/prosecutions excluded (Item 8.8; 01:59:23–02:08:38). Confidential—Waste: Approved Tender Consideration Plan for integrated landfill capping of northern/eastern faces at Eumundi‑Noosa Rd landfill; CEO delegated to adopt; RFT outcomes to return to Council (Item 9.1; 05:10:51–05:12:11). Confidential—Cooroy: 62 Lake Macdonald Dr affordable housing project—decision deferred to 23 Jan 2025 Ordinary Meeting to obtain further information (Item 9.2; 05:12:26–05:12:50). Contentious / Transparency Matters Zero Emissions Noosa (ZEN): Deputation alleged governance shortfalls in transport policy implementation, levy fairness, and resident benefits; urged measurable outcomes, new funding and bold mode‑shift targets (Item 6.1; 01:45–16:44). Amelia Lorentson: Sought assurances on Noosa Drive trial data collection and broader community input, citing safety and early‑morning users; staff to run low‑cost, grounded engagement (Item 8.1; 22:13–24:14, 38:16–40:13). Procurement: Public noting of CEO‑delegated large contracts and web publication of large-size awards enhances visibility; officers discussed rare challenges resolved through independent review (Item 8.4; 01:13:25–01:14:09). Budget/Levies: Questioning on transparency of levy‑funded FTEs; officers confirmed internal detail exists and heritage levy FTE uplift, but no current public breakdown (Item 8.6; 01:47:13–01:48:39). Confidentiality: Meeting closure under Local Government Regulation 2012 s254J(3)(i),(g) for landfill tender plan and Cooroy subdivision; items re‑opened and resolved/deferred on record (Item 9; 05:10:30–05:12:50; Minutes 9.). Legal / Risk Council/Translink: Cessation of free services hinges on amended agreement; loop bus likely remains free to avoid fare/payment barriers; legal advice confirms non‑exclusive rights allow complementary services (Item 8.1; 37:07–38:16). Landfill Capping: Tender Consideration Plan approved under LGR 2012 s230; mitigates procurement risk for complex design‑supply‑install works while preserving evaluation transparency via future report (Item 9.1; 05:10:51–05:12:11). Procurement Probity: Independent review layer (Director Corporate Services, Procurement, Internal Audit) scrutinises CEO‑delegated awards between $200k–$1m; conflicts managed by step‑outs (Item 8.4; 01:06:16–01:12:50). Budget/Industrial: BR2 reserves upside for Certified Agreement outcomes; further BR3 likely; material/services volatility and disaster response pose emergent risks despite current surplus projection (Items 8.5–8.6; 01:25:24–01:26:59; 01:50:00–01:50:35). In‑House Legal: Reduced external spend and improved contract terms/education lower litigation/transactional risk; legal privilege tightly controlled; councillors excluded from operational legal database (Item 8.8; 02:05:03–02:07:30). Conflicts of Interest Brian Stockwell: Questioned on any declarable/prescribed conflict re 62 Lake Macdonald Dr and Coast2Bay; Council resolved he had no conflict and could participate; he abstained from that vote (Item 9.2; Minutes 9.2). Sustainable Transport, Parking & Funding ZEN (Vivien Griffin/Anne Kennedy/Jennifer Clement): Proposed non‑resident paid parking (e.g., Noosa Woods/Hastings St trials), differential business transport levy, people‑movers, smaller e‑buses, and e‑bike library to shift modes (Item 6.1; 09:14–16:44). Shaun Walsh: Reported 9% weekend/22% weekday patronage uplift since 50c fares; exploring a transport reserve to match State 50:50 bikeway grants (Item 8.1; 17:15–27:57). Council: Review of Council Cabs/Flexilink underway, benchmarking Translink on‑demand models in other LGAs; potential to partner nonprofits for behaviour‑change programs (Item 8.1; 19:04–30:07). Frank Wilkie: Supported reallocating freed transport levy to active transport and education priorities identified by Council and community (Item 8.1; 35:44–36:42). Planning Scheme & Development Activity Development Admin: Noted DA delegation outcomes; house code triggers commonly height/setbacks/overlays; applicant quality affecting timing; names removed to reduce conflict declarations (Item 8.7; 01:56:23–01:58:55). BR2: Introduced fee for applications seeking consideration under superseded planning scheme after Amendment No. 2 to Noosa Plan 2020 (Item 8.6; 01:43:27–01:46:11). Cooroy Project: Affordable housing subdivision layout revision deferred for further information; heightened public interest anticipated (Item 9.2; 05:12:26–05:12:50). Environment & Waste Waste Manager/ Council: Progressing engineered capping at Eumundi‑Noosa Rd landfill’s north/east faces to manage environmental risks and compliance, via tailored procurement pathway (Item 9.1; 05:10:51–05:12:11). Parks & Streetscapes: Expanded supplier panel improves resilience to weather‑driven arborist and maintenance surges and supports local economy (Item 8.2; 49:28–50:58).
Official Meeting Minutes
MINUTES General Committee Meeting Monday, 20 January 2025 12:30 PM Council Chambers, 9 Pelican Street, Tewantin Committee: Crs Brian Stockwell (Chair), Karen Finzel, Amelia Lorentson, Jessica Phillips, Tom Wegener, Frank Wilkie, Nicola Wilson “Noosa Shire – different by nature” GENERAL COMMITTEE MEETING MINUTES 20 JANUARY 2025 1. DECLARATION OF OPENING The meeting was declared open at 12.31pm. 2. ACKNOWLEDGEMENT OF COUNTRY Noosa Council respectfully acknowledges the Traditional Custodians of the lands and waters of the Noosa area, the Kabi Kabi people, and pays respect to their Elders, past, present and emerging. 3. ATTENDANCE & APOLOGIES COUNCILLORS Cr Brian Stockwell (Chair) Cr Karen Finzel Cr Amelia Lorentson Cr Jessica Phillips Cr Tom Wegener Cr Frank Wilkie Cr Nicola Wilson (via Microsoft Teams) EXECUTIVE Chief Executive Officer Larry Sengstock Director Infrastructure Services Shaun Walsh Director Strategy and Environment Kim Rawlings Acting Director Development & Regulation Allan Hazell Acting Director Corporate Services Margaret Gatt Acting Director Community Services Paul Brinkman APOLOGIES Nil. 4. CONFIRMATION OF MINUTES Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Tom Wegener The Minutes of the General Committee Meeting held on 16 December 2024 be received and confirmed. Carried unanimously. 5. PRESENTATIONS Nil. GENERAL COMMITTEE MEETING MINUTES 20 JANUARY 2025 6. DEPUTATIONS 6.1. DEPUTATION - SUSTAINABLE TRANSPORT APPLICANT: JENNIFER CLEMENT ON BEHALF OF ZERO EMISSIONS NOOSA SPEAKERS: ANNE KENNEDY, VIVIEN GRIFFIN AND JENNIFER CLEMENT 7. ITEMS REFERRED FROM COMMITTEES Nil. 8. REPORTS DIRECT TO GENERAL COMMITTEE 8.1. GO NOOSA INTERIM REPORT Committee Recommendation Moved: Cr Amelia Lorentson Seconded: Cr Jessica Phillips That Council note the report by the Director Infrastructure Services to the General Committee Meeting dated 20 January 2024 regarding the Go Noosa Program and A. Advise Translink that Council wishes to cease the Free Weekend Bus Services and the Go Noosa Free Bus service for peak seasons in light of 50cent fares and authorise the CEO to negotiate an amended Go Noosa agreement with Translink concerning remaining Go Noosa services; B. Undertake a community information program jointly with Translink to advise patrons of changes to the bus service; C. Note that a review has commenced of the Council Cabs and Flexilink services to assess their effectiveness and return on investment in preparation for 202526 financial year budget; and D. Note the proposed traffic management changes at the corner of Noosa Drive and Hastings Street as outlined in this report. E. Note that Council has committed to reinstate general parking bays on Noosa Drive to offset the loss of carparks from the proposed changes and ensure loading bays are clearly marked and used exclusively for loading. Carried unanimously. 8.2. CONTRACT NO. RP00073 REGISTER OF PRE-QUALIFIED SUPPLIERS FOR PROVISION OF PARKS AND LANDSCAPING SERVICES Committee Recommendation Moved: Cr Brian Stockwell Seconded: Cr Karen Finzel GENERAL COMMITTEE MEETING MINUTES 20 JANUARY 2025 That Council note the report by the Parks and Streetscapes Coordinator to the General Committee Meeting dated 20 January 2025 and A. Approve the award of Contract No. RP00073 for the Register of Pre-qualified Suppliers for the Provision of Parks and Landscaping Services {Refresh} for a period of twelve (12) months to 30 November 2025, and that the following suppliers will be in addition to the existing list of suppliers on this ROPS: Ace Landscapes Qld Pty Ltd Advanced Pump and Filtration Solutions Austspray Environmental Weed Control Pty Ltd Barung Landcare Assn Inc Coast Care Landscaping Co Pty Ltd Element Queensland Pty Ltd Global Turf Projects (Qld) Pty Ltd Living Turf New Start Australia Pty Ltd Palmwoods Revegetation The Pump House Group Pty Ltd Regal Innovations Pty Ltd Skyline Landscape Services (Qld) Pty Ltd South East Agricultural and Landscape Services Pty Ltd Suregreen Pty Limited Turf & Landscape Specialists Pty Ltd B. Subject to satisfactory performance of the suppliers, authorise the CEO to approve the option to extend the contract at the expiry of this term for a further two (2) terms of up to twelve (12) months each ending on 30 November 2027. Carried unanimously. 8.3. COMMUNITY GRANTS POLICY - REVISED Committee Recommendation Moved: Cr Karen Finzel Seconded: Cr Amelia Lorentson That Council note the report by the Community Connection Manager to the General Committee on the 20 January 2025 and approve the revised Community Grants Policy provided at Attachment 1 to the report. Carried unanimously. 8.4. PROCUREMENT ASSESSMENT WORKING TEAM - CONTRACT AWARDS UNDER CEO DELEGATION Committee Recommendation Moved: Cr Amelia Lorentson Seconded: Cr Tom Wegener That Council note the report by the Director Corporate Services to the General Committee dated 20 January 2025 regarding contracts awarded under CEO delegation, via the Procurement Assessment Working Team for the period 1 July 2024 to 31 December 2024. GENERAL COMMITTEE MEETING MINUTES 20 JANUARY 2025 Carried unanimously. 8.5. FINANCIAL PERFORMANCE REPORT – DEC 2024 Committee Recommendation Moved: Cr Amelia Lorentson Seconded: Cr Jessica Phillips That Council note the report by the Financial Services Manager to the General Committee Meeting dated 20 January 2025 outlining the December 2024 year to date financial performance against budget, including changes to the financial performance report with the inclusion of key financial sustainability indicators. Carried unanimously. The meeting adjourned at 2.04pm. The meeting resumed at 2.15pm. 8.6. BUDGET REVIEW 2 (BR2) FOR THE 2024/25 FINANCIAL YEAR Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Brian Stockwell That Council note the report by the Financial Services Manager to the General Committee Meeting dated 20 January 2025 regarding Budget Review 2 for the 2024/25 Financial Year and A. Approve the proposed changes to the budget for the 2024/25 financial year as outlined in the Revised Budget Financial Statements provided in Attachment 1 - 4 to the report; and B. Adopt the proposed general cost recovery fees and commercial charges schedule for Noosa Holiday Parks for the period 27 January 2026 to 13 July 2026, and the introduction of an application for consideration under the superseded planning scheme fee as detailed in the tables contained within the report. Carried unanimously. 8.7. PLANNING APPLICATIONS DECIDED BY DELEGATED AUTHORITY - NOVEMBER 2024 Committee Recommendation Moved: Cr Tom Wegener Seconded: Cr Amelia Lorentson That Council note the report by the Acting Development Assessment Manager to the General Committee Meeting 20 GENERAL COMMITTEE MEETING MINUTES 20 JANUARY 2025 January 2025 regarding applications that have been decided by delegated authority for November 2024 as per Attachment 1. Carried unanimously. 8.8. LEGAL COUNSEL UPDATE Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Karen Finzel That Council note the report by the Legal Counsel to the General Committee Meeting dated 20 January 2025 regarding an update on the new role of Legal Counsel and associated legal activities. Carried unanimously. 9. CONFIDENTIAL SESSION CLOSURE OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Brian Stockwell Seconded: Cr Karen Finzel That the meeting be closed to the public pursuant to section 254J(3)(i, g) of the Local Government Regulation 2012 for the purpose of discussing Item 9.1 - Integrated Landfill Capping Solution - Tender Consideration Plan; and Item 9.2 - 62 Lake Macdonald Drive, Cooroy - Revised Subdivision Layout. Carried unanimously. RE-OPENING OF THE MEETING TO THE PUBLIC Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Brian Stockwell That the meeting be re-opened to the public. Carried unanimously. 9.1. CONFIDENTIAL - NOT FOR PUBLIC RELEASE - INTEGRATED LANDFILL CAPPING SOLUTION - TENDER CONSIDERATION PLAN Committee Recommendation Moved: Cr Frank Wilkie Seconded: Cr Jessica Phillips That Council note the report by the Waste Manager to the General Committee Meeting dated 20 January 2025 and A. Approve the preparation of a Tender Consideration Plan, substantially in accordance with the draft plan in Attachment 1, for the design, supply and installation of the proposed integrated landfill capping solution for the northern GENERAL COMMITTEE MEETING MINUTES 20 JANUARY 2025 and eastern faces of the landfill at Eumundi-Noosa Road landfill site, pursuant to section 230 of the Local Government Regulation 2012; B. Delegate authority to the Chief Executive Officer to prepare, finalise and adopt the Tender Consideration Plan; and C. Request a report to a future Council Meeting detailing the evaluation outcomes of the proposed Request for Tender process for Council’s further consideration. Carried unanimously. 9.2. CONFIDENTIAL - NOT FOR PUBLIC RELEASE - 62 LAKE MACDONALD DRIVE, COOROY - REVISED SUBDIVISION LAYOUT As required under the Local Government Act, Cr Stockwell was questioned by other Councillors as to his involvement in this particular parcel of land at Cooroy, and his association with Coast2Bay. Cr Stockwell advised he did not have either a declarable or a prescribed conflict in this matter. Councillors questioned Cr Stockwell and staff about his involvement and the matter was put the vote as to whether Cr Stockwell did have either a declarable or a prescribed conflict of interest. Committee Resolution Moved: Cr Frank Wilkie Seconded: Cr Nicola Wilson That Cr Stockwell does not have a declarable or prescribed conflict of interest in this matter and therefore can participate in this matter. Carried unanimously. Cr Stockwell did not vote in this decision. Procedural Motion Moved: Cr Frank Wilkie Seconded: Cr Karen Finzel That Council A. Note the report by the Principal Strategic Planner to the General Committee dated 20 January 2025 regarding Cooroy Affordable Housing Project at 62 Lake Macdonald Drive, Cooroy; and B. Defer the decision on this matter to the Ordinary Meeting dated 23 January 2025 to allow Councillors and staff time to seek further information. Carried unanimously. 10. MEETING CLOSURE The meeting closed at 5.43pm.
Meeting Transcript
Brian Stockwell 00:00.000
All councillors present, although Councillor Wilson is attending by Microsoft Teams, to pay our respects to the traditional owners of the Shire, the Kabi Kabi people, to their ancestors and to the emerging leaders. And just because it is the first year, first meeting of the year, I thought I'd look at what the NAIDOC week theme is this year. And in 2025 it's celebrating 50 years of honouring and elevating Indigenous 50 years of honouring and elevating Indigenous forces, culture and resilience, and the theme is The Next Generation: Strengths, Vision and Legacy. Celebrating not only the achievements of the past, but the bright future ahead, empowered by the strengths of our young leaders, the visions We're seeing the benefit of that here at the moment with the native title declaration, we've also got a range of young land and sea rangers working on country both in our Shire and Sunshine Coast and others and that they are So we move on to the first item on the agenda which is attendance, confirmation of minutes. Do we have a seconder? Councillor Wegener. I presume there's no debate. All those in favour? And Councillor Wilson? Thank you, that carried unanimously. We have no presentations but we do have a deputation. And the deputation is in regard to sustainable transport and we will have speakers Anne Kennedy, Vivien Griffin and Jennifer Clement and they're from the Zero Emissions Noosa Group. Group. So welcome to the lectern. Welcome to the meeting. Anne Kennedy 01:45.315
Thank you Councillor Stockwell and councillors for the opportunity to talk to you about what we consider to be a really important issue for the Shire. I think all of you know me. I'd say we haven't met Councillor yet but we are going to see her soon for a briefing. We have Vivien Griffin with us who many of you know is a former Noosa and Sunshine Coast councillor and fierce advocate for Coast Council, a fierce advocate for sustainable transport. And Jenny Clement, who's our chair of our transport working group. So I'll hand over to Vivien to start. Vivien Griffin 02:16.616
Thanks, Anne, and thank you very much for the opportunity to... to make this presentation to you today. As you know, ZEN has worked in partnership with Noosa Council on many issues. We're greatly appreciative of that partnership. I'm going to set the scene just looking at the present and some of the challenges that we see at the moment. But ZEN has a reputation for always looking at the positives. It's easy in Noosa to be against. It's much more difficult to be focused on It's much more difficult to be focused on the future and be and what we are for in the future. But just in setting the scene with transport policy, your current policy situation, you will be well aware of this, but I'll just recap. You have the transport policy 10 years 2017 to 2027. It one desired outcome in that policy is that residents and workers of Noosa Shire are able to go about their everyday business without having to be reliant on private vehicles. Number one desired outcome. document, The other key policy... Noosa Cycling and Walking Strategy and Implementation Plan 2020 to 2040. I hope that 2040 has gotten worried. So that plan... lists 369 projects. Very thorough analysis of the walking and cycling needs in Noosa. 118 in the hinterland and that's Kin Kin, Cooroy, Pomona. Obviously you know where the hinterland is, three and so and 251 on the coast, so a total of 369. Only 38 are identified as low-cost or missing link projects, so the others have been identified as very important. Identified as very important so that cycling plan was not about responding to tourism congestion it's about responding to Noosa family everyday needs. Clearly needs a major focus to be delivered for benefit for residents across the Shire not just the tourism hotspots. So that's the policy situation if you have a look at the funding situation and we think our timings really good because you've got Shaun Walsh's report coming up after us so currently you've got the transport levy levy, $30 per rate payer, raising $939,000 per year. And interestingly, large businesses pay exactly the same as the family in Cooran. Point to think about. That's an interesting number. Go Noosa, as Shaun's report will identify, costs $1.017 million, so more than the transport levy is raised. And currently, primarily for the free buses. And great that Shaun has brought that report for consideration by council. The cycle path annual infrastructure commitment is $1.4 What progress has been made so far? Really, we have to ask that that serious question and ask, can councillors really say that one that 1.45 million is going to be enough to deliver those 118 hinterland and 251 coastal pathway projects, even if we're working on what I think is an unacceptable target of 2040? Interesting, again, that Shaun's report talks about the opportunities for e-bikes and e-scooters, and the need for looking at infrastructure to enable safe choices of of those lines to be made. So what do we see as the perceived problems? One is the policy document set up great intentions but we think there's a shortfall in implementation. The transport policy has those fine principles and outcomes but it's too broad, it doesn't contain measurable outcomes and there's no clear action plan. For those reasons we would say there is a failure of governance as a lack of measurable outcomes means it's virtually impossible to have meaningful progress reviewed. We think there's too little funding to deliver real change and arguably Noosa is going backwards in meeting current and future population pressures both within and from external pressures as well. Limited resources lead to a limited response and I know the difficulty about recruiting staff as well so Noosa Council has to look at how it becomes an employer of choice. So the major focus using those limited resources has been on tourism congestion with very little being delivered for local benefit for local residents meeting their daily transport needs. We think the combination of those factors means that Noosa reputation as a unique and liveable community is at risk for the future. So we've identified four identified four key desired outcomes, Anne is going to speak in detail to those, but we would identify them as development of measurable outcomes for what are excellent strategies at the moment. Development, once you have measurable outcomes, then you can have development of a review process through your quarterly operational plan review. Development of an additional funding stream, and Anne will speak to that. And importantly, the ten year vision for Noosa. Yours is the term of council that will set that foundation for where Noosa will be in those next ten years. So it's a terrific opportunity and I'll hand back to Anne. Thank you Vivien. Anne Kennedy 09:14.070
Noosa transport strategy 2017 to 2027 is a great plan and had great foresight. We see some green shoots. Like the great Noosa bus but that was initiated in 2001. The initiatives recently during the holiday period for around Noosa Drive and the Hastings Street intersection had some good results and it's great to see Stephanie's been founded as the new sustainable transport officer so we got to working with her. But this is only tinkering But this is only tinkering around the edges of a sustainable transport policy. As Noosa residents, we think residents are missing out on walking and cycling infrastructure in particular. We pay the levy, but we get very little benefit from the levy. It mainly benefits tourists. Is that fair? It's now 2025, only two years to go until 2027 when the transport strategy is to be partially implemented. Noosa needs to be bold, like places like Paris, Brussels and other cities and smaller towns that have reduced dependence on cars, increased public transport systems and their use, stations. So what will Noosa look like in 2032 for our visitors from the Olympics? We want our visitors to have a truly Noosa experience. So we're looking for something like big bold visions, like a 50% reduction in cars in Noosa villages, to be replaced by e-mobility, bikes, scooters and people movers. We suggest no cars in Hastings Street, The Spit, Park Road to the National Park, and that people would be moved from these key tourist destinations, and where locals like to go as well, in fun people movers on a continuous loop, taking people from those parking modes to Hastings and Noosa Junction. Ironically, this was first suggested in 1993 by some of the people in this room today. Smaller e-buses throughout the Shire would be great, and that's a constant feedback that we get as Zero Emissions Street, The Spit, the National Park. Zero emissions Noosa that the community is looking for. An integrated public transport system across all villages in the Noosa Shire and the incentive for people to reduce their car use by having continuous fun in public transport. So how do you pay for this? We've got two suggestions for additional funding streams. Firstly, paid car parking by non-residents, so opening Noosa Woods, for example, to paid car parking, just like the Lions Park is today, could be introduced in the 2025 budget. If this was carried out for 10 years, we've estimated there would be multi-million dollars coming in for transport initiatives. After 10 years, it would be returned to the community, because after all, it is community space. Number plate recognition could be used so residents don't have to pay trial. Should I be very daring and say trial paid parking could be considered for Hastings Street, for example, as part of a trial to perhaps be extended later into other areas. The other revenue source is a differential transport levy for businesses. Businesses pay, as Vivien has mentioned, the same levy as households. If businesses paid the levy based on the number of employees they have or the number of car parks they have, then that would help to increase the revenue stream. Incentives for businesses that have solar, electric, plug that have solar, electric plug-in hybrids and /or e-bike chargers could be put in place to encourage businesses to reduce the levy that they have to pay as well as all the other benefits that you get from having those. I'll now hand over to Jenny who's the chair of our transport working group. She's going to talk about some of the ZEN initiatives that we'll be doing in the first six months of the year. Jennifer Clement 13:32.650
So hi, I just wanted to build on what Anne and Vivien have said and as Anne said I'm going to mention what the ZEN transportation group is working on which I'm the coordinator of and through our programs I'm new to the job and my understanding is we've worked very closely with Council to progress sustainable transport and we want to keep doing that. You're probably aware of some of the projects we've had in particularly in active transport so in the past we had a we mapped cycling hotspots and that information still exists if the council would like to access that and our new exciting project which was starting up soon in the e-bike library where residents... bike library where residents will be able to borrow and try before they buy e-bikes so we're hoping to promote more active transport that way and in addition to that I'm sure you're all aware of the... the EV Expo that's on annually and we also have a team within our action group that's researching and advocating for better EV charger networks within the Shire. So to work towards, also to help us work towards our thinking on transport and hopefully to also share that with council is we plan to hold a series of community consultations. consultations over the next six months where we can talk to community members about our vision, about the priorities in the action plans and hopefully get people's enthusiasm and support along the way. So we're really happy So we're really happy to share any of the information about our projects and about those consultations with you, thank you. Anne Kennedy 15:19.773
And just to finalise, we'd like to issue a challenge to our councillors. As Noosa residents, we would like our councillors to continue to show leadership in the sustainable transport space. transport space. We would like them to be future focused and daring, to be innovative, to reach our net zero community emissions target, and to be a role model for biospheres, about how you can live in a biosphere. opportunities, for example, the 2025-26 budget, which is in the second year of this council term, is the ideal time to implement the recommendations that we've outlined in our transport paper, which we sent to you late last week and happy to resend again. If it's got lost in your email inbox. The five recommendations we suggest would jumpstart the transport strategy and walking and cycling strategies. We're very happy to continue working collaboratively with council and we really urge council to reinstate the transport reference group of a number of years ago. Because we think that gave really valuable community input into council's planning and progress on implementing the sustainable transport strategy. So thank you for your time today and the opportunity to outline these issues and hopefully some possible solutions for your attention. Jennifer Clement 16:44.300
Thank you. Brian Stockwell 16:49.140
So this is the first meeting. There was no reports referred from the two previous committees because we didn't have them. So we move on to item 1 in section 8 of reports directed to the general committee and I'd like to welcome up our director Shaun and transport officer Stephanie to give us an overview on the Noosa... Shaun Walsh 17:15.260
There's actually a joint report between the three of us, I'm just going to correct the time with the author. So councillors, you've been introduced to Dr. Stephanie Belon previously, our sustainable transport coordinator, so I'm very familiar with her. The report presented to you today is a monthly report. Every year we do present a very comprehensive annual report on the Go Noosa program, including use of buses and success of various trials such as the Hastings Street drop-off zone and the Noosa Headlands. This is a report in advance of that because of particular operational deadlines, one of which, the first part of the report, is about that Council needs to commit to the extension of the free bus program for next financial year now. So, in light of the fact that the State Government has committed to the 50 cent fares after the balance of its term, which is appropriate, it seems unwise seems unwise to commit to a free bus program when the State governors are subsidising 50 cent fares. We note that in support of that is that we've had significant uplift in public transport as a result of the 50 cent fares. With a 9% uplift on weekends and 22% on weekdays. So the report recommends in regard to that particular operational aspect that council authorise the CEO to negotiate with transit cease the 50 cent fees. The one exception that we're looking at is the free loop bus service that operates around the park and ride services at the AFL grounds and the J, which operates as an additional service. additional service to traditional Translink services. The next operational issue that we're asking to continue is just to remind Council that we're undertaking a review of the Council cabs and Flexilink services. Are there specific services that operate in our hinterland? Are there specific services that Flexilink services. This review was forecast in our report last year and noted that with competing services now provided by community and charitable groups and we also note that Translink and other localities such as Harvey Bay, Ipswich, Cornwall, Gold Coast and Logan actually operate small on-demand buses for small populations. for small populations. For some reason Noosa hasn't been considered for that. And there's also an opportunity to consider what subsidies are available for many passengers under ACAT programs and also NDIS programs which weren't report that we've been trialling some changes in Noosa Drive between Hastings Street and Noosa Parade with the repurposing of some car parking bays to pedestrian areas and relocation of loading bays and we've received very favourable feedback over that period over Christmas and we'd like to extend that trial for another three months to actually elicit further formal feedback from all stakeholders to actually make an ongoing decision about whether that makes sense we note that during the Christmas New Year period what that area does is it prevents people parking or stopping the laneways while people reverse and sometimes that delay of up to five to ten minutes they're waiting for people to unload causes significant traffic chaos down Hastings Street and also up the hill into Noosa Drive. So we think there's merit while we've got an active you know change in the parking arrangements to continue that profile and get really good feedback. The report notes, of course, that we'll also be undertaking a community information program about these relevant challenges. The report notes of course really good feedback. So, very much welcome to questions. Brian Stockwell 20:48.371
Questions of staff, anyone? Amelia Lorentson 20:51.332
Hey, Stephanie. Hi, In terms of the 50 cent bus fares, they were introduced in May, June of last year. Did Council attempt to negotiate their way out of the existing contract and were they able to? Shaun Walsh 21:10.348
We weren't able to negotiate our way out of the existing contract. The contract is signed, so it was also, you'll remember that that was in the lead up to the State election, so it was uncertain about whether those changes would be ongoing or not. And we also note that the new contract was about to basically kick in for this financial year and we needed to be very careful that we actually had a fleet of buses available to service, you know, passenger mobility over the Christmas Easter period. So we were basically waiting for confirmation that the 50 cent fares were going to be ongoing to be able to, you know, commence this process of contract negotiations. We were waiting for a commitment as the LNP, or the new state government, could have also withdrawn from that commitment. So we needed to ensure that we had the buses available to actually meet our mobility requirements. Jessica Phillips 21:58.806
Yes, thank you. Hi Shaun, good afternoon. Just in relation to the parking changes at Noosa Drive, can you tell me how we... are going to be collecting data to give us the three month trial and what will that look like? Shaun Walsh 22:13.046
We haven't put much thought into it as yet, so normally what we would do is a... similar to a works notice, we would actually do a delivery to each of the affected businesses around there. We'd also work with our community engagement team to post it on Have Your Say to see what submissions we get and we could also include... And then there's also a lot of benefit in actually walking the street and asking people what they think, so we're really waiting to see what the outcomes of this, you know, discussion in council for an appetite for trial to tell what that program looks like, but it'll be fairly low cost and very grounded. Karen Finzel 22:51.972
Thank you for the report. Given what we've just heard from the ZEN group, is this an opportunity for the consumer reference group for GO Transport to be reinstated? And if so, how... Shaun Walsh 23:06.593
In the event that council supports this resolution to look at ceasing the free bus program and lower the 50 cent fares, we'd actually first of all like to sit down with councillors to actually... We've already got a number We've already got a number of different desires on the table about loop, bus services, one-way traffic arrangements, e-transport, so the first one is we'd actually like to get a feeling from councillors about where you think resources, that's where staff and funding should be redirected to, and And start to prepare a draft action plan. We've actually already had on our agenda that we would actually like to reinstate the transport reference group. It fell away during COVID and as you're aware we've had significant resourcing issues in our transport and traffic area so we haven't been able to reinstate it. But we think it was a very valuable reference group prior to COVID and we think that you know if we come up with a draft action plan of how we'd like to redirect our resources in our focus areas that'd be our first point of call to actually you know road test it before we come we come back to council for adoption as the action plan for the next three years until we do a review of our transport strategy. Thank you. Brian Stockwell 24:14.979
Shaun, you mentioned in this report that this is only an interim report. It's going to be a more comprehensive report. Can you talk about the scope of a more comprehensive report and also how your ideas about how the freed up levy Shaun Walsh 24:41.820
Tracks all the passenger numbers on all the different services, so that's the first thing to see, you know, has it been successful? How many people, you know, moved into Hastings Street by public transport? And to see if we've had uplift or decline, so that we know that, you know, whilst we might have 14,000 cars coming into Hastings Street. Now, how many passengers did we have actually come in on public transport? Frank Wilkie 25:01.648
And translate to sharing that data? Shaun Walsh 25:02.948
Yeah, but it takes a while for them to actually gather that data until after Easter. So that's why we are unable to report that data at the moment. The other data that we present in that Noosa report is also, you know, car And this year we didn't do the car park tech trial, but certainly we'll be able to give the data of the Noosa Headlands Park, how many cars actually use the Noosa Headlands Overflow Park and how much, you know, is the financial arrangements based around that. And then we also give a current running tally of the costs associated with the Go Noosa program. And as referenced in the report... Use of the council. In terms of priorities moving forward, I think it would be really good timing that if at the same time we evaluated the Go Noosa program comprehensively with the data, we could also use that as a mechanism to actually present a action plan of redirection of our resources. Now, as referenced in the report, there was a couple of, certainly one notice of motion about e-transport education programs and safety. We also have another outstanding motion about one-way loop road arrangements. Around Noosa. And they're items that we think are really valuable to consider, but we haven't had the resources to be able to advance those, both time and staff as well as funding. I'm also interested also interested in, I note with our, for instance, our environment levy, we have reserve of funds that we use to acquire land, and we use that for matching funding for various environmental initiatives. One thing I'd be keen to explore with Council is the idea of a reserve for interested explore with council is the idea of a reserve for bikeways and pathways, because we know a lot of the funding that we get from the State is 50-50% matching funding, and without a reserve it makes us less attractive or less able to actually aggressively apply for grants, because if we had $1.5 million in reserve for transport projects for bikeways, that means we could get a grant from the State government for $1 So suddenly we've ended up with $3 million worth of bikeway, so we can advance those things by quite a bit further. So that was just an idea, but I just wanted to say that the amount that we're currently using to fund the Go Noosa free bus program is significant, and it will allow a significant redeployment of resources and funding into... new initiatives to help get people moving in Noosa. Frank Wilkie 27:57.371
And just a final question. Does the Translink data on bus patrons give us a breakdown or any indication of what percentage of patrons are locals versus visitors? No, it's just provide globals. Just numbers. Just numbers. Yeah. In terms of how many patronage your user have, user specific services like the 6, 27 and so on. So the only thing we could track is any increase in patronage. Thank you. Right. I have a couple of questions. In regards to, and I'm referencing the deputation made by Zero Emissions Noosa, how do we avoid duplication? They're doing similar works that what we're doing in terms of collating data for paid parking, community sentiment. Do we align our efforts with that of ZEN to avoid situations of duplications? Shaun Walsh 28:54.757
There's definitely opportunity to work together a lot closer and whilst I can't speak of Council's decision on how it works with ZEN Noosa, Council does does work collaboratively with a number of other community organisations to help achieve its collaborative outcomes so that could be open for discussion about how we better partner with and fund the various community groups to achieve sustainable outcomes and if I think some of the community outreach programs like the Go Noosa Schools program and we know that in our normal operating environment, non-holidays, our school roads at Beckmans Road, Ben Lexen Drive and Elm Street in Cooroy are our most congested locations. congested locations in Noosa are the traffic congestion and I joyfully travel through two of those each day so I experience them daily and getting parents to arrange their children to travel to school in another way other than private transport is a very good community education program and sometimes those community education programs are actually much better delivered by non-profit but for purpose organisations versus council offices because we tend to get drawn into the day-to-day bureaucracy of responding to T's and L's and yellow lines and the like if that makes sense so for car parking arrangements so there's certainly opportunity to explore that. Amelia Lorentson 30:07.020
Fantastic. And in terms of trials similar trials are we looking at exploring similar trials or putting the same sort of energy and focus in other hot spots traffic hot spots around spots around the Shire, including Peregian Beach, including Pomona, including our Hinterland areas. Is that something that we're considering for the future, rather than just Tasting Street? Well, Shaun Walsh 30:34.105
I look forward to having a workshop with Council to discuss different ideas that we can test. We note that a lot of our working population live in Hinterland, so their mobility is just as important as our coastal areas, and that's certainly worth exploring. So I think it's really an opportunity for further discussion on that. We do need to be cognisant of that one of the reasons we haven't advanced our transport and traffic arrangements as quickly as we Want to be, what I'd like to do is come up with an action list which is grounded and we can actually deliver it. With the new resources that we've certainly got. But at the same time I think we need to focus on a solution which is, one is coastal, one is riverine, like Noosaville, Tewantin, and one is hinterland. So that we've actually got balance in our actions and our efforts. Fantastic. Amelia Lorentson 31:35.279
I'd like to move an amendment if possible. Thank you Vicki. No one's moved. Do you want to move a motion? Oh okay, I'll move a motion just with an amendment. So I'd like to add to the recommendation in, note that Council has committed to reinstate parking bays on Noosa Drive to offset the loss of car parks from the proposed changes and ensure loading bays are clearly marked and used exclusively for loading purposes. I made the addition, and I note that Council are already in the process of doing both these actions, but I wanted to include it as part of the report to respond to a lot feedback that has been received during the process. There has been a loss of general car parking and the designated loading zones have not been used exclusively for loading and speaking to businesses delivery drivers have actually recorded probably one of the worst periods of actually loading and unloading I frequent that area I think I'm in and out of that precinct minimum two times a day five o 'clock in the morning and maybe late in the afternoon it's not been used It's not been used for the purpose designated, so clearly marking the base, and I was really encouraged when I spoke to Shaun and Larry that that's already been approved to happen, will make a huge difference. huge difference for the delivery drivers. And I also want to note that one of the primary reasons, and I think something that needs to be probably a little bit more clearly that needs to be probably a little bit more clearly articulated is the safety reasons for the continuation of this trial. Again, having witnessed myself, you know, it is really quite dangerous, that corner zone. So the addition is just a noting report which responds to feedback that has been already collated during the trial. Thank you. Frank Wilkie 34:22.890
Just a question to staff. What are your comments about the commitment to reinstate general parking bays on Noosa Drive? Whereabouts on Noosa Drive? Shaun Walsh 34:33.450
Well, firstly, there are a number of parking bays that need reinstatement, not just the three that are lost. So we firstly have three bays that are emergency vehicles, which is all about presenting the right image, particularly in the lead up to New Year's here, to actually moderate visitors' behaviour, that the area is closely monitored. So those three bays can be can be reinstated to normal parking, so that's certainly on the cards. And then the others which are lost for the purpose of the pedestrian bay, we can look at various options to do that. One that springs to mind at the moment is that there's some three 30-minute bays. There's some three 30-minute bays adjacent to the Noosa Heads bus station, and there's an opportunity to convert those to two hours, so to actually replace that length of time period. And then we could look at other opportunities for short-term parking. So we'd have to take it on notice the exact parameters, but I think that's a reasonable request that we could accommodate. Yes, correct. We've been looking at the net the net loss loss of of the the parking parking due due to to the the relocation of the bay and we were looking at reinstating three bays behind the bus stop. So the net loss will be only one parking bay. Amelia Lorentson 35:39.817
Excellent, thank you. Brian Stockwell 35:42.237
Anyone else wish to talk to the motion? Frank Wilkie 35:44.637
Oh, look, I will. Thank you very much for the report, the interim report. It's very timely. Given that 50 cent fares would likely be here to stay, there was considerable excitement when 50 cent fares were introduced last year and we were waiting to see whether they were going to be permanent or not. There's a general sense that there's no sense in continuing with the free bus service if the fares are only 50 cents and you don't need a go card, you just need an FPOS an FPOS card to tap on and tap off and the potential to free up a lot of the transport levy which is paid, a significant amount is paid by residents was very exciting and I'm looking forward to having discussions about how we can use that freed up transport levy to advance a lot of the initiatives that we heard Tom Wegener 36:42.100
Good question. So in the last meeting we discussed the loop bus, the free loop bus, but the issue was 50 cent fares wouldn't work on that because people hop in with a big family and each person has with a big family and, you know, each person has to have their own 50 cent card. Has there been any further development on a way to get the 50 cent for the loop bus? Shaun Walsh 37:07.042
Firstly, the indications report is we probably have to retain the loop bus, which is a supplementary service as a free service, so, and because 50 cents free is not really that much difference, and you're right, we couldn't really implement that for multiple passengers. But I will note that we discussed about whether Translink would allow Council to operate an independent service to its buses, and the legal advice indicates that it's not an exclusive no, we can actually work with exclusive no. We can actually work with Translink to actually provide an alternative service, providing we're not competing with their offer, but we need to negotiate with them and they'll be part of the negotiation terms. But that might allow us to actually run a totally different type of bus than what Translink does for us. It could be small smaller, more mobile, a different energy source, you know, to actually more attuned to the Noosa brand. So we look forward to pursuing those discussions with Translink about what options are available, you know, as part of a different make-up. But that loop service would definitely need to remain free to be attractive and Amelia Lorentson 38:16.680
I'll just close by saying that I'm actually really looking forward for the full report to come back to Council and also for the feedback from this three-month continuation. I believe I believe that we need to consider as part of the feedback the broader community and understand that at 5 o 'clock in the morning we've got our swimmers and our surfers and our runners and our That may be impacted by these changes and changes that we make in that precinct so that feedback is really critical and also critical and also critical is the feedback that I'm getting quite a lot is there are some excellent solutions out in community. So the community have clearly stated they want to be actively involved in finding solutions like blocking pedestrian access. There's some really great ideas there so I'd love to be able to capture that and maybe during the three-month trial we can ask that question you know this is the problem we're wanting to solve with these changes do you think there are better solutions but I just think involving the community and not necessarily just the community and not necessarily just the business precinct, the broader community. I think we may find some really great ideas floating out there. And just lastly, welcome on board Stephanie, really so exciting. I think I came and said hello to you for a lot of times at the start. I'm closing and thanking Stephanie for the report. Excuse me, Councillor Stockwell, what's not appropriate? Brian Stockwell 40:06.921
Your close has to be a reply to what has been raised in debate. debate, you were raised in the New York matter. Amelia Lorentson 40:13.141
I'm thanking Stephanie. Okay, thank you, Councillor Stockwell. I won't thank Stephanie next time. So in closing, thank you for the report, Stephanie, and happy to support the recommendation and the continuation of the trial and negotiation. Brian Stockwell 40:52.280
And that is contract number RP0073 for pre-qualified suppliers for the Division of Parks and Landscaping Services. Shaun Walsh 41:01.960
Okay, I'd like to cast us to introduce Geordie Lascelles, who's our Parks and Streetscape Coordinator. So, he's prepared this report with Brian O 'Connor and Brian White from Procurement. I'll get Geordie to present. Thank you. Geordie Lascelles 41:17.107
Thank you. Good afternoon, Councillors. This is in regards to a register of pre-qualified supplies for parks and landscaping services. In November 2022, approximately three years ago, Council approved a register to be formed, and there was 16 supplies on register who were pre-qualified to perform a number of services including landscape construction, landscape maintenance, landscape management, turf and turf care, irrigation and watering, and those supplies could be called on at any time to properly come and do some work for Council under their schedule of rates that's tendered at the time. So the 16 local supplies have been operating for the last three years. We're seeing it at the time that we really wanted to encourage local business to develop and support the development of local businesses and those new businesses that we've already got come to the area. So we want to expand our list of suppliers. So we went out to tender earlier, sorry, later last year, and we had 22 new respondents respond to that. We went through a evaluation, quite a complex evaluation, looking at their financial capabilities, technical capabilities, management, their workforce health and safety so that current supplies are already on didn't have to retender some did because they had some change of ownership so they wanted to update their schedule of rates or they wanted to change some of the details that were on the schedule but our recommendation is that those 16 essentially remain on the on the register and then we add a further 16 onto the pre-qualified supplier register for those services. So the recommendation is that council note the report and approve the contract RP00073 for the register of pre-qualified suppliers for parks and landscaping services. It will be for an additional 12 months to the 30th of November this year and after that 12 months approve the CDO to extend that for a further 12 months, conditional upon those suppliers being performing effectively. SPEAKER_04 43:47.866
Do we have questions? Frank Wilkie 43:48.724
So Geordie, just to clarify, was there, this is responding to interest in being part of the preferred supplier list from a lot of these contractors, plus also councils looking at boosting its capabilities? Geordie Lascelles 44:07.703
Yes, essentially both. In the last three years there has been a number of new suppliers have established in Noosa and also we just really wanted to expand the capabilities of the current register. So there was a number of services that we felt there was other suppliers in the market that could have performed those services and that we just wanted to give an opportunity for those new businesses that had started up but it really just enhances our really just enhances our capacity to be able to utilise multiple contractors for various projects and projects that we need. So being on the register doesn't guarantee that they're going to get work, any guaranteed work. It certainly means that if Council needed some work done, they've already submitted all of their insurance. All the things they need to do to get prompt work so we can engage them directly without having to go through all of that every time. Frank Wilkie 45:05.703
Can you talk about what weighting is given to their location, like being local for example? Geordie Lascelles 45:12.863
Yes, that's certainly one of the criteria that's been evaluated. The majority of the companies that have been put up are local suppliers or have a local component to their business and that was one of the... of the criteria, including workplace health and safety, the capabilities, technical capabilities, and then you have the local component as well. Thank you. Jessica Phillips 45:44.670
Just a couple of questions please. Just at the end you mentioned performance. How do we review performance? Geordie Lascelles 45:52.065
It's done on, it depends on the services that we get them to do. If it's a project, they are evaluated through that project, so the project manager will determine. performance for that project. Sometimes we'll engage them on a regular service, so it might be every month we want you to do X, Y, Z, and that will be evaluated at the end of the period that happens. So any of the suppliers that might not be prompting the delivery or this. There's questions over their work quality. That gets recorded and then we'll certainly liaise with those businesses throughout that time, but if it's unresolved then it's something that we can consider that their performance isn't good enough to have them included on the next extension. Jessica Phillips 46:46.620
I'll try and ask this without, this hasn't come from any community or anything, it's just my own background in policing. Let's say we have an area near a school, but one of these contractors may be attending for works. How do we go through blue card checks and make do we go through blue card checks and make sure that the relevant contractor has gone through, you know, safety checks just to go another level of governance? Generally the services that are provided under this contract won't be working with children, so blue cards are obviously more around working with children. working near children, so certainly a lot of these companies will be working in places where children may be, for example in parks, playgrounds, open spaces, public open spaces or near schools, but it doesn't necessarily mean they need the blue card to be undertaking those services, and I wouldn't think that even on those projects that we do and maintenance services that we do, there would really be any need to have interaction. Unknown 47:48.980
Thank you. Brian Stockwell 47:50.940
Questions? Amelia Lorentson 47:51.920
Will Council be reviewing whether some of these services, currently externally sourced, whether there's an opportunity for us to do it in-house through our parks and maintenance guys? Absolutely. Geordie Lascelles 48:08.280
There's a lot of services that we there's a lot of services that we currently already do in-house with our current staff and certainly if we've got the staff capacity and capability to do it ourselves, we'll do that and our staff are doing a great job doing that already. This is really for a lot of those projects and ongoing work that's really And ongoing work that's really outside of our capacity that the existing staff wouldn't have the capacity to be able to get to. But also some of the contractors that are on here have specialist equipment that we may not have on here. on hand as well. But in the first instance we'll be looking to try to utilise our own staff and keep our own staff at full capacity and with a workload before we utilise contractors and external Thank you. Karen Finzel 49:02.737
Thank you for the report. I just have a question regarding the expenditure in the report approximate historical expenditure for this ROPS as follows. I notice it's steadily increased as we go your report from 22 to 25. Is that Is that around about the same expenditure moving forward? Do you see another incremental increase as being consistent in the report? Geordie Lascelles 49:28.995
It would be hard to tell. I think that there would be some increases. some increases over time just because of the increase in landscape development over time, developer contributed areas, new areas that were developed over the time within council. We'll potentially increase the utilisation of these consultants and contractors for that. Probably to supplement that, we've also had a few years of quite extraordinary weather and growth. So some of these services are reactive. You know, where our own staff can't attend to maintenance of a particular thing, we've got a panel of suppliers who can step in and do work for us. And one of the areas that we're really feeling at the moment is arborist services or tree removal services because both the rain and the wind events we've had, you know, in recent years have meant we've had significant increase in tree removal. So we're hoping to have, you know, if we had a year of normal weather, I wonder where that is, maybe those costs would come down. And then furthermore to Geordie's comment, like if you think of some of the significant areas that we've taken on, such as the Hinterland Adventure Playground, you know, so that's a very good example where we've actually, you know, it's a great facility on behalf of the community, but it also requires specialist skills to maintain some aspects of that playground. So I think to support Geordie is probably a bit of both. Brian Stockwell 50:58.900
This is a fairly standard report dealing with the way we operate and just adds a little bit more diversity. and numbers into what is able to be used by our parks and garden staff to keep our parks and garden spaces looking good. So I support that. Frank Wilkie 51:20.939
I'm happy to support it as well and especially the element of having more locally based businesses involved. It's often been talked about in the community and within these councils. How can we better support local businesses? This is one way and it's encouraging to see so many new local businesses being established and being given an opportunity through this local government. Tom Wegener 51:49.754
I'll just quickly note that boy you know some of the guys out there do such a good job. I live in Cooroy and it is just so nicely kept. I'm so impressed with them at the playground and with you very much for the hard work for the team yeah can i just add to that too it's really noticeable when we've had community events i've really noticed that people have come in and done great jobs i think that it's really important that our parks and open spaces are kept at that high standard in terms of our health and well-being for our community and our visitors to the region Brian Stockwell 52:42.300
All those in favour yes that's carried unanimously Thank you. we now move on to community grants policy I'll see Clive and the manager, I'll see him coming up to talk to us about what you're doing, and talk to you as well. SPEAKER_15 53:11.024
Thank You councillors, I'm here today to present the new revised community grants policy so I just like to firstly thank the councillors the community and staff for helping us to pull this policy together so it's quite exciting to bring this together today to general committee so as you're aware the community grants program is a very competitive program often oversubscribed we have just under a million dollars worth of money in the community grants program we've been running its current format since 2014 we've received over 800 applications in that period of time so through the community grants program we've been able to deliver about a million dollars worth of funding to community It's very well the community really loved and embraced this particular program and the staff doing a great job administering the program we have a three-day week grants officer doing this administration but the team are supporting her but we also actually support community in terms of attracting external grants as well so when we looked at doing a review of the looked at doing a review of the community grants program one of the four areas that we really wanted to focus on is the government side of things the community effectiveness the efficient resource allocation noting the staffing that we have in place to help deliver this program and maximising the funding so again making sure that we tap into all those external grants that are out there's not just relying upon council internal grants so the main changes that were proposed grants so the main changes that we're proposing with the community grants policy is around the grants program changes so introducing a combined the signature community events in line with the festive season so having it one particular grant category and also then finally, we're just looking at cleaning up some of our procedural changes, so looking around our governments, making sure we're linking to relevant legislation and allowing flexibility with our policy to implement changes. Brian Stockwell 55:09.800
Do we have any questions? Thank you for the report. I just have a question around on page three of the report. The review identified some areas for improvement. It found that the community grants program is not fully aligned with the council's current priorities due to its reliance on the outdated social strategy. As everyone knows, this is a big focus of mine for this term to look at how we're going to get this strategy updated. And the question is what will it take to get our strategy up to speed so that we've got an officer now sitting in a department that will be making these decisions? My concerns are that with the outdated social strategy, how will the criteria for the weightings left delegated to staff get better informed if we had in front of us a strategy Karen Finzel 56:36.128
Cost for that? SPEAKER_15 56:38.308
We looked at it last year, it was around $150,000. We had two options, whether we engage a consultant or actually look at an internal staff member to deliver upon it. Karen Finzel 56:49.028
Okay, thank you. And do you think if we had a current strategy, how would that have informed this report before us today? SPEAKER_15 56:57.548
The current strategy would certainly highlight our priorities. And it'd be well informed by community engagement as well. So our 2015 was based on community engagement with the current population. So if we're looking at, you know, obviously our population's changed a lot since 2015 to current population. So we need to ensure that we are engaging with our current population and determining what the priorities are. So preparing and heading for a new community strategy will help us get better engaged with our community and current information about how the community feels now around social issues. Fantastic. Karen Finzel 57:38.472
Yes, absolutely. So would you consider that a priority? Absolutely. We're dealing with the grants. Yes, I'm just, I have made very clear. In short, Councillor Finzel, your question was if we had more up-to-date strategies that community grants could be focused on those priorities. SPEAKER_04 57:54.842
That is That is correct. Thank you. Brian Stockwell 57:58.595
Do we have other questions? Amelia Lorentson 58:00.995
Ali, you've identified as a risk that the amendment, amended policy, it's not well communicated. There's concerns that community groups may disengage. So my question is, have we actually run past the revised changes with community groups and what's their feedback been? SPEAKER_15 58:21.321
Yes, as part of the review of the community grants program, we engaged community and our not for profit sector in particular. So the changes that they put forward to us was considering one grant round per year and those quick response grants. However, as you know, our not-for-profit sector changes every AGM and so we just need to ensure that we are continually communicating with our not-for-profit sector and community and making sure they're aware of that change. So we have gone from two grant rounds per year for our community projects and now looking at going one. at going one grant round per year. However this policy allows that flexibility so if it doesn't work we see that there's absolutely a need to do two rounds per year or more or less we can have that flexibility. Amelia Lorentson 59:05.736
So that's my next question so when will it be reviewed at the end of 12 months? SPEAKER_15 59:12.298
So the policy itself would be reviewed every four years but in terms of our guidelines because we actually don't stipulate in our policy now whether it be one round, two rounds, three rounds, four rounds per year it allows that flexibility but our guidelines can change each year. Brian Stockwell 59:34.380
There's no first question. I'm happy to move. Moved by Councillor Finzel, seconded by Councillor Lorentson and Councillor Finzel. Karen Finzel 59:40.780
Yes, I think as always our community benefits greatly from these grants and moving forward I think it's great in alarm and also with the rattle around when you have these opportunities that community can reach in and the process expedite. meet emerging needs it's really good to see that we're heading towards a future that you know is responding to our community and that we're trying to remain current and keep things you know really flexible and providing opportunities for people to I guess minimise that whole red table. Slowdowns to keep our community really engaged and moving forward on the things that they'd like to see. I thank staff for doing a great job considering the deficiencies around the social strategies. So I think working together with the community and our staff and council to support these changes, I think the grants policy, the revised version is going to really project us forward to a future that Jessica Phillips 01:00:45.020
I'm just going to speak really quickly and say, Ali, thank you. My most favourite thing in the report is to, and I'm not sure who out of the team came up with this, but the review focused on several key areas, and my favourite being community effectiveness and efficiency, because those two, I believe, are critical. So, thank Frank Wilkie 01:01:07.427
Yeah, congratulations on the work that's gone into revising this policy. It was overdue, it was due I should say, and I'm particularly appreciative, and I know other councillors are, of the introduction of individual sports grants awards, which many of us have had requests over the years from parents usually, saying that their child is representing Noosa at a state level or at a national level. the State, at a national level, or even internationally, and is there any support available through council grants, and this is responding directly to that, and you've modelled that grant on what is happening in other councils, so it's well researched and I'm sure... Amelia Lorentson 01:02:01.600
I'd just like to add the importance, how important these community grants are to our community groups. I think we're all, we're all part of many, many community groups, all councillors, so we see firsthand the importance of the grants and how critical they are to delivering meaningful initiatives. that benefit the whole community and also fill in the gaps where council can't do the job, it's the community groups that can do the jobs and what it does is it talks to us as councillors by telling us what's really important. what's the community value. So thank you Ellie and team and it's really rewarding as a councillor and I know I speak on behalf of all the councillors it's really rewarding for us to support yourself and the community groups in delivering these grants. Thank you. Brian Stockwell 01:03:02.522
Speak? Councillor Finzel, would you like to... Karen Finzel 01:03:05.522
No, thank you Mr Chair. I think it's been well articulated. Brian Stockwell 01:03:09.942
I'll put the motion. Those in favour? Yes. That's unanimous. Thank you. We now move on to a report on procurement assessment working team contracts awards under the SPEAKER_13 01:03:43.220
Good afternoon councillors. A quick synopsis. The report for noting presented here today is a disclosure of all large-sized contract awards occurring under CEO delegation for the six months ended 31st December. This disclosure This disclosure follows a recent revision to our procurement policy, which we adopted as part of the budget in June 2024. This inclusion was part of a range of enhancements to procurement policy. improved our governance oversight and controls regarding our procurement processes, as well as balancing that with ensuring effective and streamlined processes. So given that was adopted six months ago, this is the first time you've seen this report presented through to Council. As noted in the report, as part of these changes, Council over the last few years has established an additional layer of independent probity or review of any large-sized contracts. We call this the Procurement Awards Contracts Team, or PCOR, as an acronym for short. Because we do like an acronym and like the government. This independent team comprises the Director of Corporate Services, Procurement Manager and the Executive Officer Internal Audit and Corporate Performance. Now on request it independently reviews all contract awards that are under the CEO delegation between the large size contract threshold of $200,000 and up to the delegation level of $1,000,000. dollars and the independent review occurs before any contracts are finalised and authorised by the CEO. I guess just to note this specifically excludes any awards that are direct to council so it's about that additional layer for officer awarded contracts. As noted in the report, only nine contract awards followed this process over the last six months with the value of $4.1 million. The full detail of these are included in attachment one to the report. And just before I close, just to note a typo in the report on page 34 of the full agenda section four, the amount stated there should read $200,000, 000 or more excluding GST added an extra zero in there, and it certainly is not $2 million or more. Apologies in the correction noted. Any questions, councillors? Brian Stockwell 01:06:16.743
In the attachment, we have nearly $1 million in workers' compensation insurance. I take it that's an annual payment. Is that paid lump sum, or is that an accrual over the year that we're acknowledging in the report? SPEAKER_13 01:06:30.619
Well, I would have to take on notice whether we pay that invoice periodically or... Paul Green 01:06:36.239
Sorry, Councillor. It's an annual invoice that's paid annually. Thank you. Brian Stockwell 01:06:42.979
Other questions, Councillor Lorentson? Amelia Lorentson 01:06:43.935
Do other councils have a procurement working assessment team or is this unique to our council? Trent, do other... SPEAKER_13 01:06:53.815
Through the Chair and I'm sure Scott will also clarify if he needs to about different councils. Different councils will operate differently in terms of award. Some councils will obviously not include... follow what we used to do previously, which would follow the delegation process only. It would either come straight through from the evaluation panel to either the CEO or the delegated authority on the financial delegation, or it would come through to council. So other councils, some councils will have a dedicated procurement panel, similar to the... way we have, for example, a couple of works executive, and that would be dedicated to reviewing those procurements through that award rather than through a council committee meeting process. So I guess to some extent we've met a middle ground recognising the importance of making sure that large size contracts and tenders come through. Council approval if they've gone through a formal tender and any of those expedited contracts or those that may have followed a panel arrangement are coming through for a disclosure process for you as well. So it is an additional aid that you won't see in most councils. Amelia Lorentson 01:08:06.942
So my next two questions is does the Director of Corporate Services, the Executive Officer of Internal Audit and the Corporate Performance Staff, have they sufficient time to dedicate to this team? And is participation in this team explicitly included in their job description? SPEAKER_13 01:08:31.602
Is it specifically included in the job description? No, but that given these are senior officers, as such we committed to a range of panels and review processes. Notwithstanding, as you know, with this role as Director of Corporate Services, that includes Capital Works Executive, the Executive Leadership Team, Capital Capital Audit and Risk Committee as participating members. So there's a range of committees that it's expected that an executive would sit on as part of that process. I'd probably just also clarify that there are any availability or conflict issues associated with the procurement occurring at the time, those members will step out and will find an alternative to step in to ensure that that process continues to remain independent. In terms of workflow, each of those procurement reviews is not significant. It doesn't is not significant. It doesn't have critical impact on workflow for the participating members. As you can see in the report, there's only been nine that have come through this year, so far, year to date. For some areas of the organisation who are regularly involved in procurement, for example, you'll see with our procurement, the evaluation criteria includes things like local economy, workplace health and safety, and environment. The officers involved in that are involved in each and every procurement that needs evaluation, so some of those officers can be working on an evaluation panel on a weekly basis, all year round, so it isn't a significant cost for us. Amelia Lorentson 01:10:07.213
So before this team was established, what probity processes were in place, or was that solely the role of The role of the CEO. I'm just trying to understand, I love this level of probity, but what existed before this? SPEAKER_00 01:10:28.909
Yeah, prior to the establishment of the team, which was originally back in 2017/18, the bulk of tenders would come through the council. So the team was established primarily to expedite those contract awards. Where it may not fall into the council meeting cycle to do so. That might be around, whether it's pricing validity, needing your order of goods, or it could be... SPEAKER_13 01:10:55.529
In addition to that, this doesn't recognise the baseline level of property that occurs as the procurement is occurring with the evaluation panel. So that process occurring by the officer that's undertaking the procurement, for example, it could be the work cover example, or there's a number of the number of others in that in that attachment, the officers are still under probity, they're, they're recognising their role on the panel, they're committed to their, their independence through that. Caring. Process, and the independent review that occurs by procurement through that entire process still continues. This is an added over and above layer for any of those large size contracts that have been That have been fast tracked or expedited due to time pressures. Thank you. Tom Wegener 01:11:45.772
Just a little observation. For the most part, the panel members are the Director of Corporate Services, the CEO, and Procurement Manager. Which is probably Scott. Is this a question? Yeah, just, are there other people that will fill in as well to that? Because there have been more on the panel than just the three of you, for the most part. SPEAKER_13 01:12:09.104
Through the Chair, there has been a couple of instances where I've been on leave, or Scott's been on leave, or there's been been on leave or there's been instances where there has been a perceived conflict if it's been through a supplier that may have involvement to say for example a former employer or consultancy firm where we have stepped out of the equation. And in those instances we've had a governance manager or another executive officer stand into the process. I think we've had two instances where that's occurred. So we do, we have built up that build capability to be part of the team and do the independent review and we're finding that's quite effective. Brian Stockwell 01:12:50.304
Wilkie, did you have a question? Frank Wilkie 01:12:52.184
Yes, you mentioned in the report that the reporting requirements is that the contracts worth $2,100,000 or more are published on Council's website after they're awarded. their award, and to provide additional disclosure, you also report to Council on a bi-annual basis. This is part of that? Correct. And the reporting around this has to be squeaky clean because it can be challenged, this contract. Has any ever been challenged? SPEAKER_13 01:13:25.328
Through the Chair, the report for noting here, all of these ones here in this attachment have already been executed. So in a similar way to you have another report on the agenda today about development approvals under delegation for those for those smaller size and scale DA applications, this is in the same vein. What we're providing here is to make sure there is complete transparency and disclosure of any large-sized that have not come through to Council for final endorsement. Frank Wilkie 01:13:57.455
I probably need to rephrase the question. There's a lot of probity and process and reporting around the awarding of these contracts. Have any of these contracts ever been challenged? SPEAKER_13 01:14:09.875
Through the Chair, we have had a couple of instances. But as we review these contracts and as our role as an independent process is to query and seek clarification where an evaluation panel may have had a preferred contractor as a result of the scoring and then our work is obviously to look at that multi-party evaluation and there's their assessment of price versus quality, scope, method etc and we have it a few occasions where we talk clarification and resolve that so in that instance it's shown that it is effective because it helps clarify and ensure that even in that independent view ensures that it is very cleanly aligned for the Reds. And did I hear correctly in saying this team has been... doing this work since 2017? Established in 2017? Through the chair, correct. Originally it was restricted to those few and far between instances where there was an expedited timeline requirement between council meeting and special meeting agendas and then we traditionally would only have a couple of those a year but as we brought in some of the definition of the procurement policy we've captured all of those instances so you're now seeing this come through as a more robust report thank you unless you're watching or reading minutes how would this process be communicated to the general public through the chair so each of these as they're awarded a bit like the one if it comes through council it would come through the council meetings but regardless it will still end up on our website large-size contracts so for these ones CEO has has authorised these ones under his delegation and we're still publishing them on councils websites we're still being clear this is just about that additional step to ensure that there is a noting noting of all of those coming through the table here today and obviously like all our procurement processes all submitters to the process whether they are through a tender or through a tender or quotation process are advised to the APCOV in terms of whether they're successful or not as well. SPEAKER_00 01:16:18.106
And just in addition we've included the role of the team in councils procurement policy which is available as well. Karen Finzel 01:16:30.680
Yeah I'm just a question giving with it conversations heading today with the question around procurement panel a question through the chair then to the CEO do you consider that there is when we look at continuous improvement and risk do you feel we have enough checks and balances and a robust process you know to give us confidence that we're we're not leaving ourselves open to any any type Geordie Lascelles 01:17:11.100
You can never say never, but this is certainly a higher level of risk mitigation than I've been involved in with other councils, in terms of having this mixed layer. It's certainly a comfort for me as a CEO, so that when it does come through, it's come through from the experts, so it's not just a grab a paddle off the street and… to grab a paddle off the street and do the checks of the tenders, they're experts in their own rights, they provide a very comprehensive report which then gets checked by this group which then comes up to me and I check it as well so it's a very robust process and I think it's a very useful process in that it helps us to keep the business running as Scott said, we use it... a lot it's it's the two hundred thousand to one million but it's also very useful for us in order to be able to award tenders and keep business running because again every month makes a hell of a difference delivery but also a hell of a difference in workloads of the actual suppliers so it's just really important that we are able to use this to keep the business going but we also put these really stringent checks in place to make sure that we're not just Amelia Lorentson 01:18:34.580
Just briefly, I, as a council, really appreciate and highly support the added layer of probity and oversight that this initiative team brings to our procurement processes. It reflects our commitment to, as Larry said, to reducing risk and ensuring transparency in how we operate, so as a councillor it makes me feel comfortable in the decisions we're making and as the chair of the Capital Works executive... again, it gives me a layer of security and confidence, so thank you. Tom Wegener 01:19:15.388
In the Audit and Risk Committee, we often talk about how many hats everybody wears, and this seems to be a new hat for you guys, but on the other I think it's really important because it's a good hat, because there's a balance between nimbleness and being able to act quickly versus having structure for decisions, and this seems like a really good balance between those two, being able to act quickly but still having structure in decisions and over... over Brian Stockwell 01:19:46.240
People wish to talk? Councillor Lorentson? I'll put the vote. Those in favour? Yes. That's unanimous. Trent, are you staying around for the next item? SPEAKER_13 01:20:02.216
I am, I may as well get comfortable. Brian Stockwell 01:20:05.256
And joined by the Manager of Finance Paul Green for the Financial Performance Report for December 2024. Paul Green 01:20:13.136
Afternoon councillors. So we are halfway through the financial year and overall financial performance year to date to December continues to be positive. With operating revenues outperforming our forecast, however this offset, this upside is offsetting an overspend in our expenditure line at this stage of the year. Councillors note that the December report is reflective of Budget Review 1 and does not incorporate any proposed changes outlined in Budget Review 2 that will be addressed later in this meeting. Operating revenue is $3 million above budget and this is being driven by $1.5 million in interest revenue, $684,000 from sales of goods and services, $780,000 and services: $780,000 from grant programs and $225,000 from other revenue sources. This has been offset however by lower than forecast rates and levies and fees and charges revenue. Operating expenditure is $463,000 over budget with employees costs marginally under budget year-to-date due to being offset by a vacancy dividend that was adopted as part of the budget process. Materials and services are $644,000 over budget at this point in the year with some of that relating to timing of delivery works with the largest component relating to civil operations. Overall Council's year-to-date operating position at December 2024 is $2.6 million above budget which will be utilised through fund emergent expenditure and offset forecast deficit the forecast deficit that was adopted at budget review one capital revenue is five million dollars above budget due to the timing of the receipt of curate disaster funded program and some other state and federal funded grant programs capital expenditure is behind budget twenty five point eight million dollars year-to-date with fifteen point six million relating to the curate disaster program and ten point one million dollars relating to councils based capital budget council is currently holding ninety four point four million dollars in cash reserves with thirty point five million dollars invested in high-yielding term deposits at this stage of the financial year council's financial performance remains on track subject to any emergent issues that might arise between now and the end of the financial year Questions? Tom Wegener 01:22:40.540
Just a quick question. I asked Polly Noosa an email about the vacancy savings and she gave me a very comprehensive response, so thank you. But again, I look at the vacancy savings and we had some tension at the meeting, just we're questioning should we be putting that towards other savings versus kind of subsidising our general rates and is that right, is that accurate? Paul Green 01:23:08.698
So in terms of how we developed our 2025 budget, there was an element of vacancy dividend that we took up, that helped to deliver some modernisation and ICT projects that the council was looking to implement to try and help the staff and help. That efficiency. The other part was also funding part general generate general rate funded expenditure. It's not something that we do lightly, we do have a turnover within the organisation and it does at times generate that. we took the opportunity to take that up. It is obviously something that we would assess each year whether that's actually a viable option depending on what vacancies council has at any given point in time. Particularly through the COVID in the last few years we have had some significant turnover which is why that was adopted. Tom Wegener 01:23:55.914
Yes but what I'm looking for is just is a way to find further savings you know and that seems to be one way. SPEAKER_13 01:24:06.537
Another way of looking at it is to look at our income statement of income expenditure. Our employee benefits budget is fifty two point six million dollars. Our full cost of salaries if we had no vacancies Salaries: If we had no vacancies during the year and if everyone was working and we had a full capacity of organisation, our full budget is $53.6 billion. So in budgeting we've reduced $1 million of our salary budget so we do not have a budget to fund all of the staff for a full year and we have utilised that elsewhere. If we set that cash aside we would be running it we would then be running the deficit because we've utilised that cash elsewhere so that's how we've also that one's the budget as well taking those savings and use them to fund other projects. Projects in the organisation without putting the rates up. There isn't a there isn't a cash available. Frank Wilkie 01:25:10.014
Thanks Pauline. You mentioned there was an overspend in materials and services is that correct? Correct, yes. My question is are we My question is, are we budgeting accurately and are we confident with budgeting for materials and services? Paul Green 01:25:24.393
Are we being conservative enough? So yes, obviously there's emergent stuff and timing of projects that come through. With respect to civil ops, a lot of that was around arborist services and parks and gardens and we're working with them to understand what's driving that, whether it's a timing issue, trying to get work done before the wet season comes, whether capital costs may have been captured in operational costs, so we are looking at that and reviewing it. We obviously have other areas of council areas of council that are behind in delivering some of those projects, but we will be spending more time on looking at that so we can get better clarification around it. We did actually cut back some of the Civil Ops budget as part of the budget process after discussions with... the area, but obviously with now full contingent, nearly on board although some movements, those new people are getting their head around those budgets and setting some service level expectations. Frank Wilkie 01:26:14.869
The price of materials the Council uses are they... we budgeting appropriately for them? Paul Green 01:26:21.484
So when we develop the budget we do buy an allocation to increase the cost of goods and services. We can only predict what that will look like and whether that's reflective in the actual contracts. We don't know until Frank Wilkie 01:26:53.257
Given that trend, the half year, do we need to reassess our estimates for materials and services? Paul Green 01:26:59.997
At this stage we don't have a sufficient view. We will do further investigations and review that at an additional budget review later in the year. But up until the point that we had prepared this budget review we were actually tracking behind budget, so it's only been over the Christmas period that this has kind of pumped up. And become more obvious. SPEAKER_04 01:27:18.143
Yeah. Thank you. Karen Finzel 01:27:20.803
Just on that line coming out of the parks and gardens and that, you know, increase that's coming up, they talked about disaster management. And whether there are events around that impacting that. How are we overall, I guess, in the budget? I don't know, trying to look at that disaster management and resilience in terms of, do we have a contingency for that or are we sort of estimating that percent? we have a contingency for that or are we sort of estimating that percentage of increase across the board around response to weather events and disaster management? Frank Wilkie 01:27:52.106
We have a contingency for that. So in terms of when we set the budget, do we allocate an amount specifically to manage potential disasters within the operational budget? No. Not specifically. That would be dependent on the business areas and they understand their areas better and what, you know, happens at different times when we've got rain and when we don't. We do have a natural disaster emergency reserve that should we get a natural disaster and we need to act quickly, we can fund it from that. That would obviously need to be topped back up in future years. Thank you. Amelia Lorentson 01:28:29.300
Pauline, so consistently we are above budget with from waste utility charges, holiday park revenue. Question is, are we considering adjusting the budgets or is this misalignment deliberate to help build cash reserves? set the base budget originally we will budget conservatively so that during the year if there are emergent issues that we can have the capacity to absorb those without additional rate increases or if there's an additional surplus at the end of that we will act a lot I suppose those those over that surplus funds would actually go into cash reserves for future use whether that's on new projects or co-contributions to grant so when Paul Green 01:29:11.333
Subjects or co-contributions to grant programs, those sorts of things. So we do conservatively budget. I would like you to note that with the holiday parts, there comes a cost that is associated with that. So while their revenue is up, their contract services is also up. And there is an adjustment in budget review too that actually reflects that. So just because the revenue is up doesn't mean that it's not. just because the revenue is up doesn't mean that it's not got a corresponding expense element to that as well. Amelia Lorentson 01:29:36.764
Can I ask you that question backwards? Sure. So if we were to adjust the budgets, what would be the potential implications? Paul Green 01:29:47.043
So you... Ed? Well it depends on market conditions. So let's take holiday parks. let's take holiday parks for example. So if we were to push their budgets and their revenue targets and there was, we saw a decline in the market or there was bad weather, any of those or another pandemic potentially, that we may not be able to achieve those revenue targets and therefore that, because they contribute a profit margin to our base budget, if we didn't achieve that then we would actually result in deficit position to Council. If we were not able to meet those targets, if we pushed them too hard. Thank you. Brian Stockwell 01:30:24.501
Anyone like to move to motion? Amelia Lorentson 01:30:26.140
I have another question. Thank you. Unity Water dividends. What's the actual cash dividend that we receive from Unity Water? Paul Green 01:30:38.015
So, it will fluctuate depending on the year. So, there's different components from the distributions that we get from Unity Water. Last year, I think, off the top of my head, it was about $2.3 million in cash dividend. Our equity share of profit that we recognise in our our annual annual reports report is a lot higher than that but is a representative of our share of the total profit that Unity Water earns or makes. So is that separate to the dividends? So essentially so I'm trying to simple put it terms so if you were running a business and you made a profit of a hundred thousand dollars but you only paid a dividend of fifty we would get fifty dollars but we would recognise the hundred in our accounts at the end of the year so there is a disparity that's not to say that in future years we wouldn't get increased distributions from Unity Water but the current arrangement we get essentially a fixed amount that we get each year. Amelia Lorentson 01:31:29.981
But the increase to align with Unity Water profits is reflected in our equity sheet? In our annual report, correct. They are not represented in our management reports that come to Council each month, they're purely only represented in our annual report. Appreciate the explanation, thank oh, my last question. What keeps you up at night? And I say this in light of the LA fires, the terrorist attacks in January, but seriously, Paul, Brian Stockwell 01:32:31.940
Would anyone like to move the recommendation? Councillor Lorentson as a seconder, Councillor as a seconder. Amelia Lorentson 01:32:40.260
Just again acknowledgement and gratitude to the people that we have in charge of our finances. I think we're in good hands. Thank you. Frank Wilkie 01:32:52.702
Yeah thank you for the comprehensive reports every month and you're very responsive if councillors want additional graphics to help help us understand what's actually going on you're more than willing to provide them so thanks again for the extensive and clear report. Brian Stockwell 01:33:18.380
Okay I'll put the motion. Those in favour? SPEAKER_04 01:33:22.000
Yes. Can we have a break? Brian Stockwell 01:33:29.000
We have been going for an hour and a half, are we happy to have a five minute break? Yes. Okay, welcome back to the meeting. We are now on to the sixth item in this session and it is budget review two for the 2024-25. I mean, to hear me, you know, to say the truth, I couldn't just hear it. Paul Green 01:43:27.801
Councillor, under the Local Government Act, Council is required to undertake regular reviews of our adopted budget to ensure it remains reflective of planned activities to be funded throughout financial... This is the second budget review for 24/25 financial year and incorporates any new or emergent issues or actions that arise from our operations or from Council resolutions. As are aware, the proposed budget review submissions have been subject to workshops with both the executive leadership team and Councillors. In summary, the budget review process proposes a net improvement of $278,000 to Council's operating position, with the current operating deficit of $140,000 improving to $138,000 surplus. This result includes range of emergent costs that have been funded through additional interest revenue and grants received or forecast to be received. Budget review two includes several operating submissions for new and extended positions Expenditure and extended positions as well as the permanent conversions of several temporary positions. These requests have increased Council's permanent establishment by four FTE bringing the total establishment to 449.21 FTE with one additional temporary position also requested. This budget review also includes proposed fees for the Noosa holiday parks for the period 27th of January 2026 to 12th of July 2026. Council adopts fees and charges for these parks in advance to allow for forward booking of sites up to 18 months in advance. Following the endorsement by Following the endorsement by council of amendment number two to the Noosa 2020 plan, a fee for different applications has also been requested when considering whether an application should be assessed under the superseded planning scheme. Council's base capital works program has decreased from 53.8 million dollars down to 46 million with 2.5 million in emergent works and project variations being recognised. This has been offset by 8.5 million dollars in multi-year projects rescheduled out to the 25 Rescheduled out to the 25-26 financial year and identified project savings of $1.6 million. The Cooroy disaster funder projects is sitting at $78 million, which makes the total capital $124.9 million. Capital revenue has decreased $2.5 million and this is due largely to the rescheduling of future projects which may have had grant funding attached to them. Will financial sustainability ratios are forecast to be met? And overall, this budget review continues to show Council in a positive financial position, obviously subject to any emergent or future issues that may arise between now and the end of the financial year. Brian Stockwell 01:46:11.058
Thank you. Disaster funding of Tom Wegener 01:46:18.458
$74 Million in the bank now. Any prospect of how soon that's going Any prospect of how soon that's going to be used by Black Mountain Road and all that? Paul Green 01:46:28.838
So in terms of, are you referring to cash holdings? Okay, so we currently are not holding $74 million, just to clarify, relating to QRA funded projects. The amount that we may we may hold at any point in time is significantly reduced because we're now on a month-to-month schedule, so we're actually doing the works and then being reimbursed on a monthly basis from the QRA disaster program. We are holding some funds in terms of carryovers from previous years that are still in progress and being delivered, but that's not... Amelia Lorentson 01:47:02.020
In terms of the new staff positions, how many are funded through levies and what are the specific reasons for this funding? Paul Green 01:47:13.060
So we have many, we have multiple different levies across Council. The heritage levy is the one that's proposed to increase the funding of FTE, so it's originally was fundable, historically has been funding 0.26 of FTE. Under this proposal, it will be funding 0.51 of an FTE, so that position would sit within the library, so historically that's been a heritage coordinator, that position has now been redesigned and will sit between both strategic planning and the libraries, so that it better reflects the functions that are needed across council. We also do currently fund positions through the environment levy and some of the sustainable transport levy as well. So the heritage leverage which is the one that's affected in budget review too, is probably on the lower side in terms of what's funding positions at this stage. Amelia Lorentson 01:48:08.345
Where would we find that level of detail? It's not sort of submitted at parts of our financial report. Do our annual reports break down? levy monies being spent? It wouldn't show you necessarily the detail that you're referring to. I don't believe it's currently published anywhere publicly but it But it was provided to councillors throughout the budget development process, so it was in the information packs that were provided to you. Thank you. Frank Wilkie 01:48:39.277
I have a technical question, just for the people who may be listening. The financial report we saw for the six months showed that we were tracking $2.6 million above budget, this budget review too has shown a $278,000 turnaround, taking us from a projected $140,000 deficit to $138,000. Can you just give us some idea how those two reports talk to each other? Correct, okay, sure. So what we haven't done in budget review too is taken all of the upside year to date in terms of the interest, particularly the interest revenue. Purely on the basis that we have still half a year left and we also have some emergent issues and renegotiations with certified agreement and we don't know the outcomes of those, we will be doing a budget review three, depending on where we're at in that stage of negotiation. depending we're at the in that stage of negotiation we will take up the additional revenue in that side so there's there is a timing issue we haven't taken out all of the up sign because we obviously are aware that they're potentially some emerging issues coming for the remainder of financial year which will correct, yes. Paul Green 01:50:00.926
And depending on the final result for the financial year, any surplus obviously would go into our cash reserves. Obviously we don't like to forecast for a deficit and hopefully that might be the outcome. Frank Wilkie 01:50:10.226
And not every year we have a budget or year three. Is that correct? Paul Green 01:50:14.038
Correct. We don't always do a budget review. It's really on a needs basis and depending on the issues that are facing council reviews that might require capital programs. And why do you have the sense that we might need one this year? Because we are currently in negotiations Because we are currently in negotiations with the certified agreement that is ending, so we will more than likely have one in April. Amelia Lorentson 01:50:35.970
Thank you. In terms of a certified agreement, Pauline, what stage are we up to with those and what are the anticipated impacts given we know they were quite significant a couple of years ago? Paul Green 01:50:53.447
Obviously, we are in negotiations with the unions right now. We have a further meeting next week. will be some counter offers happening, so until we really have a full idea of that, then we will bring that back to council. But we are still in a negotiation agreement. But it's safe to say that it will have an effect on the budget, is my question, with the cost of living and the need to support our staff, and that's something that we're very conscious of, and it's coming back the other way as well, so we need to strike that Thank you very much Trent and Pauline for the budget review too. As you said budget reviews are the opportunity for local governments to adjust and amend their budgets to accommodate emerging costs. You've done that in this one and also adopt the proposed general cost of public fees for our holiday parks for the year starting in January 2026. And that's especially the community engagement officer which is significant because we've had discussions about being more effectively able to engage with our community. We do have a well publicised program of community engagement coming up and there is a strong sense that we like to do panels a consultants. It is a temporary position and we'll see how that goes in the form of some time. Now looking, as has been mentioned, we have a certified agreement coming out which is going to have implications for the budget. I'm glad we're having a budget review through this year as well so we can capture any changes. Brian Stockwell 01:53:21.300
I think perhaps the amount of new staff is something that's a little bit out of the ordinary and the key message I got from our briefing was that the new staff that are focused on workplace health and safety is addressing what was seen to be a risk that was perhaps under addressed. And that this will provide us with a greater security that we won't have the future costs that incurred by Council as a result of the appropriate standards not being met and as Council will present the temporary position of community engagement. If that position works as we would hope it would see actually a reduction in our afterpaying consultants to provide certain services as part of the engagement process and bring it in house and with the number of strategies and plans we hope to continue on with this financial year or this calendar year it is a timely position to have. What else we should talk? Councillor O 'Keefe, you've got the right to reply. I don't want to reply. We'll put the motion. All those in favour? Yes. Thank you. Paul-Anne. And we invite to the table Acting Director, Allan Hazell, If I may, through the Chair and with the grace of Tom Wegener 01:55:29.420
The Acting Manager for this report, I'd like to acknowledge Mr Ray Kelly, Ex-Councillor, and Vivien Griffin, who were here earlier today. Allan Hazell 01:55:36.818
Okay. Hello. Well, it's very quick. Good afternoon, councillors. This is item seven, is a report just outlining the applications that have been decided by delegation for November. Eighteen applications were approved under delegation. They range from building work accessible against the planning scheme to nine minor scheme to nine minor changes for houses, several extensions, netting to the golf driving range at the Tewantin golf course. And that's about it. Have you any questions about those specific delegations? Frank Wilkie 01:56:23.790
Just how are you going to meeting the time frames for these? Allan Hazell 01:56:30.350
We have had some issues in terms of But we are generally I think around the 80% for several of them. We didn't do any reconfiguration of allots, but generally our reconfiguration of allot applications are pretty much on time. Our building ones have taken some, there have been some time, but we tend to go back and forth We tend to go back and forth with houses in terms of there's a lot of negotiations between the planners and the applicants and the certifiers and some of our applications that we're receiving could be better made from the other side. Brian Stockwell 01:57:08.638
Just to clarify what you're saying, houses only get to the requirement of the planning application if they don't meet all the requirements for the meeting? Allan Hazell 01:57:21.113
Got houses that are over height intrude into setbacks, also we have requirements if they're in a landslide hazard overlay, flood overlay, biodiversity overlay, that's when they trigger in terms of coming to us. So otherwise they're approved by Building Certificates? That's correct, yes, that's correct. Amelia Lorentson 01:57:40.968
Nadine, just a quick question, 16 Erding, Hastings Street, Noosa Noosa Heads, demolished and rebuilt unit 16, can I ask, are they the Gaggle Pool? That is correct, yes. Thank you. Tom Wegener 01:58:09.950
Thank you for your great work. Allan, thank you for standing in for Richard. Frank Wilkie 01:58:15.525
I'd just like to make a comment also, even though these reports were just a noting of issues, items that were approved previously, councillors would go to trouble. Quite onerous of declaring conflicts of interest, declaring conflicts of interest if they had any link to an applicant. The applicant's names have been removed from this reporting. So it takes away the need for councillors to declare a conflict of interest, even though the need was debatable in the first place. So I just want to thank you for having made that change to the report. Okay. Brian Stockwell 01:58:55.422
Anyone else wish to talk? Councillor Wilkie, do you want to close? All those in favour? Yes. SPEAKER_04 01:59:03.062
Thank you. I'll now invite up Diane, Manager of Governors, and I believe we have Chris. And this is a report. this is a report on the in-house councillors. Karen Finzel 01:59:23.316
Councillors, I've got Krista Fitzsackerly online, so she'll be presenting and providing you with a summary. Over to you, Krista. Krista Fitzsackerly 01:59:37.723
Hi, and apologies, I can't be in there today. Thanks, Diana. My name's Krista, for those that don't know yet. It was requested by council that I provide this report and give an update on this new role of in-house legal Council. It was requested by council... Since Noosa de-amalgamated a little over 10 years ago, there hasn't been an internal legal support within council, and this position commenced last December... Oh, sorry, December 2023. I'm providing this general report to give council some level of detail of the scope of my role, including excluded scope, the type of work I've been undertaking, and any benefits I have seen for council in having an internal legal service. The scope of my role includes the following legal support for council: commercial transactions and negotiations, and negotiations, which include reviews and internal legal services. which include reviews and internal legal services. and negotiations, which include reviews and internal legal services. and interpretations of agreements, MOUs, and interpretations of agreements, MOUs, and interpretations of agreements, MOUs, deeds, terms and conditions, etc, legislative deeds, terms and conditions, etc, legislative deeds, terms and conditions, etc, legislative interpretation and legal updates across interpretation and legal updates across interpretation and legal updates across council. Legal advice, both internal and external, in briefing external lawyers as required on various proposals, disputes and other general matters across council. Coordinating and oversight and tracking of litigation cases across council. Legal risk guidance, targeted legal education, training and awareness for staff. Legal review of all delegations and policies. There are some areas that are excluded from my scope and these include procurement, planning, building and plumbing and prosecutions on behalf of teams which is local law enforcement. This is due to This is due to the highly specialised nature of these areas. In 2024, I have seen key benefits realised and these include conservative cost savings of over $200,000 up to and including 7 November of last year, creating additional... resources for council including a legal advice database and an overall improvement in commercial processes and dealings which has thereby reduced risk. This has mainly been achieved by upskilling staff with education, training and targeted legal updates, reviews and legal advice. device. Ultimately the major benefit to Council I think since the implementation of this role has been a risk reduction and this has been achieved by upskilling staff, better contract terms and conditions and contract management and increasing knowledge, awareness and our legal resources. This is improving the quality and utility of any external legal advice requested and received. The intention is to provide this legal update on an annual basis moving forward. So thank you. Any questions? Brian Stockwell 02:02:55.940
And just before we go into questions, just remember our advice councils, we're asking questions that Frank Wilkie 02:03:06.934
Thank you, Chris. I was very interested in you saying how having the in-house legal council improves the utility of external legal advice gained. Can you just talk us through how that is achieved? Is that by you crafting a more specific brief for the information you're seeking? Krista Fitzsackerly 02:03:31.612
Yes, certainly. I won't go into any specific details, but how I think this is increased value is that... usually sit down with teams and get the full background of the matter, exactly what they're wanting from the advice and what questions they need answered, and then I assist in drafting that brief to its general lawyers. I also review the... material that comes back to ensure that the questions that we wanted answered are answered and they aren't always, so then liaising then with the external lawyers to make sure that we're getting what we have asked for. Frank Wilkie 02:04:10.246
So would you say there's better value for money in terms of the advice that we receive? Krista Fitzsackerly 02:04:18.766
Yes, I I think so. And also I sit with teams afterwards to ensure that they can interpret the advice, because that's not always an easy task, and then implement that advice in their processes. Thank you. Amelia Lorentson 02:04:36.373
Kirsta, does LGAQ have a legal database and precedent documents and templates that we can add to our resources? Brian Stockwell 02:04:52.180
The question was, does LGAQ have an existing database and resources that could be added to ours, or are you already linking into that? Krista Fitzsackerly 02:05:03.853
Yeah, we already link in and use those. This edition is actually our legal advice received from external lawyers and myself, so it's legally privileged material that we can then search on certain topics to make sure that there's not duplication in advice and that it's also forming a knowledge database for Council to use. locked down for security reasons because of the privilege but as that grows as the teams use that more that will grow in value as a resource as Karen Finzel 02:05:36.606
Well. So I'll just add to Krista's comment the LGAQ legal database is another layer of resourcing information that Krista taps into and can look at as well which is really beneficial for our council and others too that that don't have legal support they use that a lot as Amelia Lorentson 02:05:55.745
Well. And Krista is it intended for councillors to have access to that legal information as well? Can it be a resource for councillors or is it specifically Krista Fitzsackerly 02:06:14.160
For staff? I'm so sorry again I can't hear that whole question. Brian Stockwell 02:06:17.920
The question is whether the council's database is a resource that councillors can access or is it just for staff? Frank Wilkie 02:06:29.753
For legal advice. Krista Fitzsackerly 02:06:31.553
For legal advice. So no that's just for council staff operationally because it relates to the operational side of the business and we'll need that separation of powers especially. Karen Finzel 02:06:44.753
The other thing I'll add is the the legal each piece of advice that sits in the database is locked under legal professional privilege so not everyone across council has access to that information. We secure it down to the most appropriate officers in council you know that have requested the advice or have a dealing with the matter they're the ones that will have access only to the legal advice so we do protect it in accordance with the legal professional privilege requirements that Krista operates under as well as Frank Wilkie 02:07:30.680
Thank you very much for the report Krista as you mentioned the benefit to council is identification and reduction risk across the organisation there may not be the cost there's still cost savings but as you mentioned that the the areas where you don't go and where the areas of greatest cost to council are planning building and plumbing services so we still need specialised external and prosecutions external lawyers for that but it's certainly anything that identifies and reduces risk to councils also reduction of risk to ratepayers and that's a good thing so thank you for your work and I understand that you made one of the few special it's a very specialised area you've become a generalist I like that I'm a journalist. You may find yourself in high demand as someone who has a rare set of skills as a result Thank you. Krista Fitzsackerly 02:08:38.240
Thank you, appreciate it, it's a pleasure. Amelia Lorentson 02:08:41.940
Yes, when I joined council in 2020 I was a very strong 2020, I was a very strong advocate for an in-house legal council and at the time we had the CEO a lawyer, the Mayor a lawyer, myself and Tom a lawyer and I remember introducing this this, well, starting the discussion on in-house legal Council and it was actually received with quite a bit of hesitation in the beginning and finally it's here and I it's here and I think it's really clear that we made the right decision. I want to note that we are incredibly fortunate to have found Diana Stewart and Krista Waddell. Diana, with her governance and compliance and legal expertise, you were the ideal person to bring forward this initiative and I think You've introduced practical improvements and also helped build a culture of proactive risk management. I'm grateful for the report provided today and the hard work behind it. Thank you. Tom Wegener 02:10:26.026
I absolutely agree with Amelia and it seems that upskilling council with the staff brings a familiarity and they're not so intimidated by these issues and I think really lucky to have the personalities of yourself and Krista there which are very welcoming and warm people. Best team. Yeah, best team. SPEAKER_04 02:10:48.843
Thank you. Brian Stockwell 02:10:50.303
And you've got an early boy, don't you? Karen Finzel 02:10:53.900
It wouldn't be appropriate. Thank you, yeah, great report. We really welcome this. Councillor Lorentson is correct, we really advocated for that. in the last term, so it's great to get this report. You know, we talk about casting vision for the future and having legacy and I really love this because we see this accumulative knowledge and the value to council. our staff and our community. So I think it's really great that we've got staff that have really fulfilled the aspirations of the council to better provide support. to all those involved and yeah I'm looking forward to a really great future where we can build on this knowledge and future generations can benefit from the knowledge that we share in the organisation which ultimately benefits the community. Brian Stockwell 02:11:59.200
I did, look, initially it was, the start of the discussion was how can we reduce our legal appeals. Legal appeals were the focus, but the, once the investigation went about how a legal, in-house legal council could benefit us, we ended up where we are. That's been a worthwhile journey, even though the intention at the start Thank you to all of you for joining us on this journey, even though the intention at the start is not where we ended up, but it got us on the journey. So, thank you, Krista and Diane. Thank you. I'll put the vote. Those in favour? Yes. Okay, so the next two items are... We'll just fight until they can get ahead a little bit, right? Yep, that's right. I'm happy to move it that the meeting be closed for public pursuant to section 254J3IG of the local government regulation 2012 for the purpose of discussing in item 9.1 integrated landfill capping solution integrated landfill capping solution tender consideration plan and item 9.2, 62 Lake Macdonald Drive, Cooroy, revised subdivision layout. I think Councillor Finzel's got it. I think I need to discuss that on the stage a little bit. Any relevant tribunes in the legislation? No. Anyone else wish to speak to the motion? No. All those in favour? And Councillor Wilson? Yes. That's your hands. So if you're not a staff member, if you could... Now the discussion is all in favour? Councillor Wilson? SPEAKER_04 05:10:35.069
Yes. That was carried unanimously. I don't think we went. Um, who is... Brian Stockwell 05:10:51.948
We have to move and go back on. Karen Finzel 05:10:54.548
We raise this every meeting. We do this every meeting. Okay, I'll move that the council... By the Waste Manager to the General Committee meeting dated 20th of January 2025 and I approve the preparation of a tender consideration plan substantially in accordance with the draft plan in attachment 1 with the design, supply and installation of the proposed integrated landfill capping solution for the northern and eastern faces of the landfill at Eumundi-Noosa Road landfill site pursuant to section 238. landfill site pursuant to Section 230 of Local Government Regulation 2012. Delegate authority to the Chief Executive Officer to prepare, finalise and adopt the tender consideration plan. Request a report to a future Council meeting detailing the evaluation outcomes of the proposed request for tender process for Council's further consideration. Brian Stockwell 05:11:57.133
Do we have a second? I have a second. Councillor, do you wish to speak? I do not wish to speak. Does anyone wish to speak? No, thank you. Therefore I'll put to the vote those in favour. Krista Fitzsackerly 05:12:10.193
Yes. Brian Stockwell 05:12:11.293
That's carried unanimously. We move on to the next item which is in regard to 62 Lake Macdonald Drive. Frank Wilkie 05:12:26.380
I move that council note the report by the principal strategic plan to the general committee dated 20th of January 2025 regarding Cooroy affordable housing project at 62 Lake Macdonald Drive, Cooroy and B to further decision on this matter to the ordinary meeting dated 23rd of January 2025 to allow castles and staff time. and staff time to seek further information. Brian Stockwell 05:12:50.650
Seconded by Councillor Finzel. Anyone else wish to discuss the motion? I'll put the motion. Those in favour? Yes. That's also carried unanimously. That brings us to the end of today's meeting. I declare the meeting closed at 4. I'll go 5.43pm. Related Noosa Council Meetings
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