Item No.	Item Title	Page No.
1	Monthly Performance Report - July 2019	15
2	Report - Audit and Risk Management Committee No. 2019(09) of 28 August 2019	25
3	Assessment on Ipswich City Council's Progress Towards Implementing the Annual Operational Plan 2018-2019	31
4	Finalisation of Local Law Making Process - Local Law Review	73
5	Review of Policies - Development and Planning Policies of the Planning and Regulatory Services Department	368
6	Review of Policies - Compliance, Health and Animal Management Policies of the Planning and Regulatory Services Department	412
7	Review of Policies - Infrastructure and Environment Department	439
8	Review of Policies - Coordination and Performance Department	461
9	Review of Policies - Community Cultural and Economic Development Department	478
10	Adoption of amendments to the Operational Plan 2019-2020	578
11	Councillor Integrity Policy Package	605

Governance Committee NO. 9

10 September 2019

AGENDA

1. Monthly Performance Report - July 2019

This is a report concerning Council performance for the period ending 31 July 2019, submitted in accordance with section 204 of the Local Government Regulation 2012.

Recommendation

That the report be received and the contents noted.

2. Report - Audit and Risk Management Committee No. 2019(09) of
28 August 2019

This is the report of the Audit and Risk Management Committee No. 2019(09) of
28 August 2019 presented to the Governance Committee.

Recommendation

That the report of the Audit and Risk Management Committee No. 2019(09) of
28 August 2019 be received, the contents noted and the recommendations contained therein be adopted.

3. Assessment on Ipswich City Council's Progress Towards Implementing the Annual Operational Plan 2018-2019

This is a report concerning an assessment of Ipswich City Council’s 4^th quarter progress towards implementing the 2018-2019 Operational Plan.

Recommendation

That the report be received and the contents noted.

4. Finalisation of Local Law Making Process - Local Law Review

This is a report concerning the Local Law Review which is a sub-project of Council’s Transformational Project 9 (Review Policies, Procedures, Local Laws and the Committee Process and associated reporting). Following public consultation, state interest checks and anti-competitive provision tests, we now seek to finalise the Local Law making process, in accordance with the Local Government Act 2009 and Council’s Local Law making process Policy.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That it be noted that submissions were received during the public consultation period for the proposed Local Law amendments and submissions actioned as per the report by the Policy Officer dated 19 August 2019.

B. That it be noted that upon referral for State Interest Check, five state government agencies expressed an interest in the proposed Local Law amendments and comments were actioned as per the report of the Policy Officer dated 19 August 2019.

C. That it be noted that no submissions were received for the anti-competitive tests relating to Subordinate Local Law (Amending) Subordinate Local Law No. 3.1 (Commercial Licensing) 2019 and Local Law (Amending) Local Law No. 4 (Permits) 2019.

D. That it be noted that Local Law (Amending) Local Law No. 3 and Subordinate Local Law (Amending) Subordinate Local Law No. 3.1 has not been included in this report due to amendments requiring further public consultation.

E. That, following further public consultation, as detailed in Clause D, the General Manager – (Coordination and Performance) be requested to prepare a report to a future Governance Committee meeting to progress the proposed amendments to the final stage of the formal local law making process, in accordance with the Local Government Act 2009 and Council’s Local Law Making Process Policy.

F. That Council propose to make Local Law (Amending) Local Law No.1 (Administration) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

G. That Council propose to make Local Law (Repealing) Local Law No.2 (Council Meetings) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

H. That Council propose to make Local Law (Amending) Local Law No.4 (Permits) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

I. That Council propose to make Local Law (Amending) Local Law No.5 (Parking) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

J. That Council propose to make Subordinate Local Law (Amending) Subordinate Local Law No.5.1 (Parking) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

K. That Council propose to make Local Law (Amending) Local Law No.6 (Animal Management) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

L. That Council propose to make Subordinate Local Law (Amending) Subordinate Local Law No.6.1 (Animal Management) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

M. That Council propose to make Local Law (Amending) Local Law No.7 (Local Government Controlled Areas and Roads) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

N. That Council propose to make Subordinate Local Law (Amending) Subordinate Local Law 7.1 (Local Government Controlled Areas and Roads) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

O. That Council propose to make Local Law (Amending) Local Law No.8 (Nuisances and Community Health and Safety) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

P. That Council propose to make Subordinate Local Law (Amending) Subordinate Local Law No.8.1 (Nuisances and Community Health and Safety) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

Q. That Council propose to make Local Law (Repealing) Local Law No. 25 (Extractive Industries) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

R. That Council propose to make Local Law (Amending) Local Law No.49 (Vegetation Management) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

S. That Council propose to make Subordinate Local Law No.49.1 (Protection of Important Vegetation) 2019, as attached to the report of the Policy Officer dated
19 August 2019.

5. Review of Policies - Development and Planning Policies of the Planning and Regulatory Services Department

This is a report concerning the policies relating to the Development and Planning functions of the Planning and Regulatory Services Department undertaken in accordance with Council’s Policy and Procedure Management Framework adopted by Council on 16 July 2019.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policies detailed in Table 2, be adopted.

C. That the Planning and Regulatory Services Department and Community, Cultural and Economic Development Department work on the development and adoption of an Investment Attraction Incentives Policy by March 2020.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Population Growth Monitoring Policy	4 September 2012	1
Consideration of Infrastructure Contributions for Modified Developments Policy	30 May 2017	2
Statement of Policy - Coal Mining and Coal Seam Gas Policy	25 August 2017	3
Support for 4 to 5 STAR Quality Hotel Developments Policy	30 May 2017	4
Support for the Establishment of Olive Growing Policy	30 May 2017	5
Support for the Establishment of Viticulture, a Local Wine Making Industry and Related Business Activities Policy	30 May 2017	6
Infrastructure Contribution Relief or Exemptions for Non-residential Development Undertaken by Community Organisations Policy	30 May 2017	7
Support for the Reuse of Existing Non-residential Buildings Policy	30 May 2017	8
Framework for Development Applications and Related Activities Policy	16 April 2019	9

TABLE 2

Name of Policy	Attachment Number
Infrastructure Contribution Relief or Exemptions for Non-residential Development Undertaken by Community Organisations Policy	10
Support for the Reuse of Existing Non-residential Buildings Policy	11
Framework for Development Applications and Related Activities Policy	12

6. Review of Policies - Compliance, Health and Animal Management Policies of the Planning and Regulatory Services Department

This is a report concerning the policies relating to the Compliance, Environmental Health and Animal Management functions of the Planning and Regulatory Services Department undertaken with accordance with Council's Policy and Procedure Management Framework adopted by Council on 16 July 2019.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the policies detailed in Table 1, be repealed.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Bounty Payments for Wild Dog, Feral Dog, Hybrid or Dingo Scalps Policy	27 February 2018	1
Busking Policy	3 December 2013	2
Disability Parking Scheme Policy	27 February 2018	3
Eat Safe Ipswich Inspection Frequency, Administrative Review and Regrade Policy	27 February 2018	4
Fostering of Domestic Animals	27 February 2018	5
Parking Permits Policy	27 February 2018	6
Toilet Allocation for Events Policy	27 February 2018	7

7. Review of Policies - Infrastructure and Environment Department

This is a report concerning the adoption of the Infrastructure Asset Management Policy which is a deliverable of Business Transformation Project 4 Asset Management (TP4). This report also concerns the repeal of a number of existing policies, given their intent can be incorporated into the Infrastructure Asset Management Policy and all operational requirements have been included within the respective Asset Management Plans.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policy detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Upgrading of Unformed Roads	15 April 2011	1
Maintenance of Unformed Roads	15 April 2011	2
Parks and Recreation Asset, Inspection, Maintenance and Repair	25 February 2014	3
Prioritisation and Programming of Roads and Drainage Maintenance	26 May 2009	4
Prioritisation of Gravel Roads for a Maintenance Program	2 September 1998	5
Footpath Inspection and Maintenance	21 March 2014	6
Ipswich City Council Infrastructure Asset Management Policy	9 November 2010	7

TABLE 2

Name of Policy	Attachment Number
Infrastructure Asset Management Policy	8

8. Review of Policies - Coordination and Performance Department

This is a report concerning a review of policies relating to the functions of the Coordination and Performance Department undertaken in accordance with Council’s Policy and Procedure Management Framework adopted by Council on
16 July 2019.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policies detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Ipswich City Council Multicultural Access and Equity Policy	17 February 1999	1
Disability Access and Equity Policy	24 March 2009	2
Social Justice Policy	19 March 2013	3
Mayoress Administration and Expenses Policy	5 December 2017	6

TABLE 2

Name of Policy	Attachment Number
Disability Access and Equity Policy	4
Social Justice Policy	5

9. Review of Policies - Community Cultural and Economic Development Department

This is a report concerning a review of policies relating to the functions of the Community, Cultural and Economic Development Department undertaken in accordance with council’s Policy and Procedure Management Framework adopted by Council on 16 July 2019.

This report includes the Gifts, Benefits and Hospitality Policy and the ANZAC Day Commendation Policy which are managed by Corporate Services. These policies are linked with Community, Cultural and Economic Development due to the nature of the work performed by the City Events Team.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policies detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Ipswich Art Gallery Fundraising Activities Policy	27 January 2005	1
Ipswich Art Gallery Ticketing and Events and Exhibitions Policy	25 February 2014	2
Ipswich Art Gallery – Community Gallery Operations Policy	27 June 2007	3
Ipswich Art Gallery Opening Hours Policy	26 April 2007	4
Ipswich Art Gallery Corporate Sponsorship Policy	26 April 2007	5
Partnerships for Community Purpose Policy	24 July 2018	6
Community Planning Policy	1 July 1998	7
Historical Collection Guideline Policy	21 February 2001	8
Smart City Innovative Proposals Policy	8 November 2016	9
ANZAC Day Commemoration Policy	3 April 1996	10
International Relations Policy	19 March 2019	11
Ipswich City Council Advertising Spending Policy	26 April 2007	12
Event Sponsorship Policy	16 April 2019	13
Gifts, Benefits and Hospitality Policy	21 May 2019	14
Corporate Security Camera Policy	27 February 2018	15
Safe City Monitoring System Policy	27 February 2018	16

TABLE 2

Name of Policy	Attachment Number
International Relations Policy	17
Ipswich City Council Advertising Policy	18
Event Sponsorship Policy	19
Gifts, Benefits and Hospitality Policy	20
Corporate Security Camera Policy	21
Safe City Program Policy	22
Internal Event Services Policy	23
Civic Event Policy	24

10. Adoption of amendments to the Operational Plan 2019-2020

This is a report concerning the adoption of amendments to the Operational Plan 2019-2020 to align with current service framework.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the proposed amendments to the Operational Plan 2019-2020 be adopted.

11. Councillor Integrity Policy Package

This is a report concerning the introduction of a suite of policies intended to guide the Councillors and staff of the City of Ipswich in managing their various responsibilities and the amendment or repeal of existing policies to ensure that all Councillor related policies are appropriately aligned with relevant legislation.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the policy titled “Councillor-Staff Interaction Policy” as detailed in Attachment 1, be adopted.

B. That the policy titled “Representation of the City at Official Functions Policy” as detailed in Attachment 2, be adopted.

C. That the policy titled “Meetings Procedures Policy” as detailed in Attachment 3, be adopted.

D. That the policy titled “Investigations Policy” as detailed in Attachment 4, be adopted.

E. That the policy titled “Election Caretaker Period Policy, as detailed in Attachment 5, be adopted.

F. That the amended policy titled “Councillor Expenses Reimbursement and Administrative Support Policy”, as detailed in Attachment 6, be adopted.

G. That the amended policy titled “Councillor Contact with Lobbyists, Developers and Submitters Policy” as detailed in Attachment 7, be adopted.

H. That the amended policy titled “Councillor Capture and Retention of Public Records Policy” as detailed in Attachment 8, be adopted.

I. That the policy titled “Citywide and Divisional Allocations Policy”, as detailed in Attachment 9, be repealed.

J. That the policy titled “Councillors Acceptable Requests Guidelines for Advice or Information Policy”, as detailed in Attachment 10, be repealed.

K. That the policy titled “Teleconferencing Arrangements for Meetings of Council Policy”, as detailed in Attachment 11, be repealed.

L. That the policy titled “Floral Tributes Policy” as detailed in Attachment 12, be repealed.

** Item includes confidential papers

and any other items as considered necessary.

Governance Committee

Meeting Agenda

10 September

2019

Item 2 / Attachment 1.

Audit and Risk Management Committee NO. 2019(03)

28 August 2019

Report of the Audit and Risk Management Committee

for the Governance Committee

MEMBERS’ ATTENDANCE: Graeme Stratford (Chairperson and External Member), Greg Chemello (Interim Administrator), Robert Jones (Interim Management Committee), Stan Gallo (Interim Management Committee) and Dr Annette Quayle (External Member)

MEMBER’S APOLOGIES: Nil

OTHER ATTENDANCE: David Farmer (Chief Executive Officer), Andrew Knight (General Manager Corporate Services), Freddy Beck (Chief Audit Executive), Jeff Keech (Finance Manager), Lisa Fraser (Queensland Audit Office), Brett Davey (Acting General Manager Planning and Regulatory Services), Miranda Reis (Program Manager Business Improvement), Angela Harms (Corporate Governance Manager), Graeme McGinniskin (Risk Management Coordinator), Rob Stower (ICT Enterprise Architect), Lisa Fraser (Queensland Audit Officer), Patrick Fleming (Queensland Audit Office)

Presentation - Ipswich City Council's Business Tranformation Projects

The Program Manager – Business Improvement (Miranda Reis) provided a status update on Ipswich City Council’s Business Transformation Projects.

Recommendation

That the Program Manager – Business Improvement take on board the comments made by the members of the Audit and Risk Management Committee and ensure that this information is included in further presentations.

Dr Annette Quayle requested an update be provided in a future presentation in relation to culture and an insight into how it is progressing in the organisation.

Robert Jones stated that one of the major focusses for the Audit and Risk Management Committee was to understand any significant changes in control processes or perceived risks in major systems as the organisation progresses through the transformation.

1. Report - Audit and Risk Management Committee No. 2019(03) of 19 June 2019

This is the report concerning the previous report of the Audit and Risk Management Committee No. 2019(02) of 19 June 2019 for confirmation together with an extract of the Council Ordinary Meeting where the report was adopted.

Recommendation

That the report be received and the contents noted.

2. Update on QAO Recommendations (Planning and Regulatory Services Department)

This is a report concerning the Planning and Regulatory Services Department’s progress in complying with the Queensland Audit Office (QAO) recommendations outlined in ‘QAO 2018 Closing Report’ (adopted by Council on 4 December 2018). Specifically, - Internal Control Issues (items 1 to 3) relating to developer infrastructure contributions and fee variations.

Recommendation

That the report be received and the contents noted.

3. Corporate Services Updates to Management Responses for QAO Interim Report

This report provides updates in relation to the implementation of recommendations from the QAO 2019 interim management report tabled at the last Audit and Risk Committee dated 19 June 2019.

Recommendation

That the report be received and the contents noted.

4. Lost and Stolen Items Reports Raised and/or Received in the period 1 July 2018 - 30 June 2019

This is a report concerning assets/items reported to the Finance Branch as suspected of being stolen or missing during the financial year end 30 June 2019.

Recommendation

A. That the report be received and the contents noted.

B. That future reports of this nature only be presented to the Audit and Risk Management Committee if they meet the criteria of a monetary value above the set delegation threshold and/or a set number of lost/stolen items.

The committee discussed the benefit of receiving this report and it was determined that for future reports of this nature the criteria for a report to be submitted to committee be amended to include items above a set delegation threshold and a set number of items lost/stolen items identified.

5. ICT Controls Update

This is a report concerning an update in relation to ICT Controls. The Audit and Risk Management Committee should note an overall low score (below industry benchmark/average) for most ICT capabilities within the ICT Branch, including those associated with managing Information Risk. Particular Information Security (Infosec) weaknesses relate to identity, authorisation and access controls, and performance of outsourced services by DXC and Infosec capability in analysis, design and testing.

Monthly security reporting services are nearing 100% availability including security monitoring, managed firewalls, intrusion prevention and vulnerability management but affirmative action will be needed to continue to increase the effectiveness controls in this area.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the status of ICT Controls as they relate to information security, project governance and project/solutions development lifecycle, be noted.

B. That associated controls continue to be improved by ICT Branch through capability development and recruitment and through achieving improved vendor performance.

C. That the status of ICT Controls be included as a regular agenda item on the Audit and Risk Management Committee and the ICT Enterprise Architect ensure that the report submitted addresses the concerns raised by the committee.

Stan Gallo queried the process for addressing some of the downfalls of information security and requested that an update be provided through the Audit and Risk Management Committee on key risk areas and the short term prioritisations.

Robert Jones requested that this matter be carried forward as a regular item on the Audit and Risk Management Committee.

The confidential papers associated with Item 6 are confidential as they relate to the status of complaints currently under investigation by Ipswich City Council.

6. Integrity and Governance Section's Performance in relation to Legislative Compliance

This is a report concerning the performance of the Integrity and Governance Section (the Section) in relation to managing Council’s legislative compliance in the management of Complaints, Right to Information and Information Privacy functions for the period 1 April 2019 to 31 June 2019 (the Quarter).

Recommendation

That the report be received and the contents noted.

The confidential papers associated with Item 7 are confidential as they relate to the status of claims currently under investigation by Ipswich City Council.

7. Risk Management Update

This is a report concerning the status of work in relation to Transformational Project #7 Risk Management Framework (TP#7) and a presentation from representatives from Price Waterhouse Cooper (Mr Nick Potter and Mr David Hilly) providing an update on Ipswich City Council’s Enterprise Risk Management Framework and Fraud Risk Management.

Recommendation

That the report and presentation by Price Waterhouse Cooper representatives be received and noted.

Robert Jones queried the type of information from a risk perspective that the Audit and Risk Management Committee could expect to see moving forward. Mr David Hilly from PwC outlined that information supplied will be a perspective across the whole of council to support where council is at and the actions that need to be taken.

The Chief Executive Officer outlined that moving forward it would be useful to pick out two or three strategic or key risks and talk about the effectiveness of the controls in these areas, the emerging risks and drilling down to the strategic risks.

The Corporate Governance Manager commented that this would be a great opportunity for each of the General Managers to attend the Audit and Risk Management Committee and outline their journey in relation to risk.

The confidential papers associated with Item 8 are confidential as they relate to internal audits either being undertaken or that have been completed.

8. Internal Audit Branch Activities Report for the period 10 June 2019 to 16 August 2019

This is a report concerning the activities of Internal Audit undertaken since 10 June 2019 and the current status of these activities.

Recommendation

That the report be received, the contents noted and the recommendations in Attachments 3 and 4, be considered finalised and archived.

Rob Jones made comment that the future program for the Audit and Risk Management Committee may require some change in direction in terms of focus to address certain issues and recommended that a meeting be co-ordinated to discuss the program.

The confidential papers associated with Item 9 are confidential as they relate to the result of internal audit matters and proposed recommendations.

9. Summary of Recent Internal Audit Reports Issued

This is a report concerning recently completed internal audits and the subsequent reports released since the previous report dated 10 June 2019.

Recommendation

That the report be received and the contents noted.

The confidential papers associated with Item 10 are confidential as they relate to internal audit matters and proposed recommendations.

10. Overdue Recommendations as at 16 August 2019

This is a report concerning the status of each Department's progress in actioning the internal and external audit recommendations due or overdue for implementation.

Recommendation

That the report be received and considered.

The confidential papers associated with Item 11 are confidential as they relate to draft unaudited financial statements which have not been finalised.

11. Draft Unaudited 2018-2019 Annual Financial Statements

This is a report concerning the draft unaudited 2018-2019 Annual Financial Statements.

Recommendation

That the draft unaudited 2018-2019 Annual Financial Statements as detailed in Attachment A to the report be received and noted.

The Finance Manager advised that a meeting of the Audit and Risk Management Committee will be organised for mid-October for the presentation of the 2018-2019 Annual Financial Statements.

The confidential papers associated with Item 12 are confidential as the matters outlined in the report relate to outstanding matters for Ipswich City Council.

12. Queensland Audit Office Briefing Paper

This is a briefing paper submitted by Queensland Audit Office outlining an update on audit, performance and parliamentary reporting as well as Queensland Audit Office matters for the information of the Audit and Risk Management Committee.

Recommendation

That the report be received and the contents noted.

13. NEXT MEETING

The next meeting is scheduled for Wednesday, 6 November 2019 however a meeting will be called in mid-October for the Annual Financial Statements at a date to be determined.

PROCEDURAL MOTIONS AND FORMAL MATTERS

The meeting commenced at 1.04 pm.

The meeting closed at 3.06 pm.

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5668328

ITEM: 3

SUBJECT: Assessment on Ipswich City Council's Progress Towards Implementing the Annual Operational Plan 2018-2019

AUTHOR: Business Improvement Advisor (Policy)

DATE: 20 August 2019

Executive Summary

This is a report concerning an assessment of Ipswich City Council’s 4^th quarter progress towards implementing the 2018-2019 Operational Plan.

Recommendation/s

That the report be received and the contents noted.

RELATED PARTIES

There are no related party matters associated with this report.

Advance Ipswich Theme Linkage

Strengthening our local economy and building prosperity

Managing growth and delivering key infrastructure

Caring for the community

Caring for the environment

Listening, leading and financial management

Purpose of Report/Background

The 2018-2019 Operational Plan (the Plan) was formally adopted by Council on 26 June 2018. Section 174 of the Local Government Regulation 2012 states the Chief Executive Officer must present a written assessment of progress towards implementing the Plan at quarterly intervals to the local government.

An assessment of each department’s 4^th quarter progress, being 1 April 2019 – 30 June 2019, has been prepared and is contained in Attachments 1-7. In previous quarters Council’s Finance Branch has provided a high level report on the Financial Performance and Rates Arrears Indicators to support the assessments. The information previously contained in this report has been provided to the Governance Committee and Council as part of refined Monthly Financial Report and other statistical reports, following review through Transformational Project # 1 – Reporting Framework. In addition, as part of the adoption of the Annual Report the Financial Statements outlining the 2018-2019 FY result will be submitted to Council when the accounts are complete and audited by the Queensland Audit Office.

Financial/RESOURCE IMPLICATIONS

Resourcing and budgetary constraints have impacted Council’s ability to action a number of the deliverables identified in the 2018-2019 Operational Plan.

RISK MANAGEMENT IMPLICATIONS

Deliverables that fell within the “At Risk” category for the 4^th quarter of the financial year have been identified below with an explanation provided by the relevant department.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Regulation 2012

COMMUNITY and OTHER CONSULTATION

The content of this report has been formulated from commentary provided by each department. This commentary provides an update on Council’s 4^th quarter progress towards achieving the objectives of Council’s 2018-2019 Operational Plan.

4^TH QUARTER PROGRESS

Each department has provided comments on their progress during the 4^th quarter of the 2018-2019 financial year (refer Attachments 1-7). The table below provides an “at a glance” snapshot of the current positioning of each deliverable against target. To clarify the progress statements used in the table, please be advised:

STATUS	MEANING	COLOUR CODE
On Track	The project has commenced and is meeting milestones and budget	Green
Scheduled	Scheduled to commence later in the financial year	Yellow
Delayed Schedule	The date of commencement has passed and the project has not commenced	Amber
At Risk	The project has commenced but is not meeting milestones or budget	Red
Complete	The project has been completed	Blue

DEPARTMENT	ON TRACK	SCHEDULED	DELAYED SCHEDULE	AT RISK	COMPLETE	TOTAL DELIVERABLES
Arts, Social Development & Community Engagement	18	2	7	6	23	56
Economic Development & Marketing	36	3	4	2	0	45
Finance & Corporate Services	23	0	5	1	6	35
Health, Security & Regulatory Services	2	0	0	0	8	10
Infrastructure Services	4	0	1	0	2	7
Planning & Development	25	0	0	0	0	25
Works, Parks & Recreation	21	0	2	0	6	29
TOTALS	129	5	19	9	45	207

Arts, Social Development and Community Engagement Department had six (6) deliverables in the “At Risk” category during the last quarter of the 2018-2019 financial year.

1. “Develop and implement a Public Art Governance Framework.”

This deliverable will not be achieved in 18/19 due to competing priorities, unplanned work being scheduled and resource availability. A “request for quote” is being drafted for an external consultant to develop a Public Art Strategy which will inform the draft Public Art Governance Framework.

2. “Implement knowledge management methodologies to facilitate sharing of research outcomes across Council.”

This Deliverable will not be achieved in 18/19 due to competing priorities and unplanned work being scheduled. Further, the intent, purpose and necessity of this deliverable requires re-evaluation.

3. “Develop a methodology for online promotion of Council led community programs and initiatives.”

This Deliverable will not be achieved in 18/19 due to competing priorities and unplanned work being scheduled. Further, the intent, purpose and necessity of this deliverable requires re-evaluation.

4. “Develop and implement a program of work to deliver Council’s Arts and Cultural Strategy.”

5. “Develop an Advocacy Strategy for the Ipswich Performance Arts Complex.”

Advocacy strategy for the Ipswich Performance Arts Complex is on hold pending decisions regarding Council's longer term capital investment strategy. This is under consideration as part of Council's Transformational program of work.

6. “Deliver place-making public art in line with community aspirations.”

This Deliverable will not be achieved in 18/19 due to competing priorities, unplanned work being scheduled and resource availability. A “request for quote” is being drafted for an external consultant to develop a Public Art Strategy which will form a key component of the Ipswich Arts and Culture Strategy, and will guide investment, best practice commissioning practices and artistic development, and support the planning and implementation of public art within Ipswich.

Economic Development Department had two (2) deliverables in the “At Risk” category during the last quarter of the 2018-2019 financial year.

1. “Support the attraction and maximisation of a portfolio of major events across the city.”

As the notes on the attached spreadsheet indicate, a meeting was held to explore the purchase of 23 Champions Way. As a follow up to that meeting, the Chief Operating Officer (Works, Parks and Recreation Department) was to draft a business case to support the purchase. With the resignation of the Chief Operating Officer and the recent restructure of the Council departments, this business case in now in abeyance until the matter can be assigned to the appropriate General Manager for appropriate input.

2. “Support a citywide business awards program which recognises local business success.”

The Office of Economic Development has had ongoing discussions with local Chambers of Commerce regarding a citywide business awards program. Ipswich Chamber of Commerce has hosted an awards function that has been open to business across the Ipswich Region. Springfield Chamber of Commerce has announced that they will also host a business awards function in 2019. Ipswich City Council is reviewing its partnership arrangements with all Chambers of Commerce to enhance engagement and increase collaboration.

Finance and Corporate Services Department had one (1) deliverable in the “At Risk” category during the last quarter of the 2018-2019 financial year.

1. “Implement regular monitoring and reporting of strategic and operational risks.”

Council’s track record in the monitoring and management of risks is considered to be poor. To address these shortcomings and to create a roadmap moving forward, Transformational Project #7 – Risk Management Framework, was formed. This team is working with representatives of PwC to formulate a framework document that meets a high standard of accountability and good governance. The team is providing updates to Council’s Audit and Risk Committee on their progress.

Conclusion

The 2018-2019 financial year has seen Council move through a period of significant change after being placed into Administration during the first quarter of the financial year. Despite these challenges, each department has continued to work as a collective team to ensure that Council continues to achieve its goals. It is acknowledged that competing priorities, unplanned work being scheduled and resource availability has had an impact on Operational Plan outcomes. Nevertheless, Council’s percentage of achievability through these changes can still be regarded as being to an acceptable standard as follows:

Deliverables “On Track” - 62%

Deliverables “Scheduled” - 3%

Deliverables “Delayed” - 9%

Deliverables “At Risk” - 4%

Deliverables “Complete” - 22%

Attachments and Confidential Background Papers

1.	Arts, Social Development and Community Engagement Department ⇩
2.	Economic Development Department ⇩
3.	Finance and Corporate Services Department ⇩
4.	Health, Security and Regulatory Services Department ⇩
5.	Infrastructure Services Department ⇩
6.	Planning and Development Department ⇩
7.	Works, Parks and Recreation Department ⇩

Carol Dellit

Business Improvement Advisor (Policy)

I concur with the recommendations contained in this report.

Angela Harms

Corporate Governance Manager

I concur with the recommendations contained in this report.

Andrew Knight

General Manager - Corporate Services

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5730408

ITEM: 4

SUBJECT: Finalisation of Local Law Making Process - Local Law Review

AUTHOR: Policy Officer

DATE: 19 August 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

F. That Council propose to make Local Law (Amending) Local Law No.1 (Administration) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

G. That Council propose to make Local Law (Repealing) Local Law No.2 (Council Meetings) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

H. That Council propose to make Local Law (Amending) Local Law No.4 (Permits) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

I. That Council propose to make Local Law (Amending) Local Law No.5 (Parking) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

J. That Council propose to make Subordinate Local Law (Amending) Subordinate Local Law No.5.1 (Parking) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

K. That Council propose to make Local Law (Amending) Local Law No.6 (Animal Management) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

L. That Council propose to make Subordinate Local Law (Amending) Subordinate Local Law No.6.1 (Animal Management) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

M. That Council propose to make Local Law (Amending) Local Law No.7 (Local Government Controlled Areas and Roads) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

O. That Council propose to make Local Law (Amending) Local Law No.8 (Nuisances and Community Health and Safety) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

Q. That Council propose to make Local Law (Repealing) Local Law No. 25 (Extractive Industries) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

R. That Council propose to make Local Law (Amending) Local Law No.49 (Vegetation Management) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

S. That Council propose to make Subordinate Local Law No.49.1 (Protection of Important Vegetation) 2019, as attached to the report of the Policy Officer dated 19 August 2019.

RELATED PARTIES

There are no known related parties associated with this report.

No conflicts of interested were identified by any Council officer involved in this project.

Advance Ipswich Theme

Listening, leading and financial management

Caring for the community

Purpose of Report/Background

As per the ten reports from the Strategic Policy and Systems Manager dated 27 June 2019, Councils have the ability to make, amend and repeal local laws as per Chapter 3, Part 1 Local Laws (Sections 26 to 38B) of the Local Government Act 2009. As per Section 29, Councils may decide their own processes for making local laws for which Ipswich City Council has done in its policy “Local Law Making Process” which is available on Council’s website.

As per Section 29A of the Local Government Act 2009, a State Government interest check has occurred with Local Laws sent to all State Government agencies for their feedback during the consultation period, Wednesday 17 July 2019 – Wednesday 7 August 2019. Five State Government Agencies responded and comments actioned as per the following table:

State Government Agency	Summary of comments	Action
Department of Housing and Public Works	Subordinate Local Law (Amending) Subordinate Local Law No. 5 (Parking) – will impact social housing developments located in the Ipswich CBD area and ask that wording be amended to 20 or less for multiple residential parking permits	Wording amended to ensure the impact is minimal to social housing developments in the Ipswich CBD
Department of Environment and Science	Local Law (Amending) Local Law No. 1 (Administration) 2019, Local Law (Amending) Local Law No. 4 (Permits) 2019, Local Law (Amending) Local Law No. 8 (Nuisances and Community Health and Safety) 2019, Local Law (Repealing) Local Law No. 25 (Extractive Industries) 2019 - No specific concern, general comments provided Subordinate Local Law (Amending) Subordinate Local Law No. 7.1 (Local Government Controlled Areas and Roads) 2019 and Subordinate Local Law (Amending) No. 49.1 (Protection of Important Vegetation) 2019 - the inclusion of a reference to requirements under the Queensland Heritage Act 1992 to ensure property owners are aware of obligations	References added for Queensland Heritage Act 1992 to ensure property owners are aware of obligations
Department of Local Government, Racing and Multicultural Affairs	Local Law (Amending) Local Law No. 1 (Administration) 2019, Local Law (Amending) Local Law No. 3 (Commercial Licensing) 2019, Local Law (Amending) Local Law No. 4 (Permits) 2019, Local Law (Amending) Local Law No. 5 (Parking) 2019, Local Law (Amending) Local Law No. 6 (Animal Management) 2019, Local Law (Amending) Local Law No. 7 (Local Government Controlled Areas And Roads) 2019, Local Law (Amending) Local Law No. 8 (Nuisances And Community Health And Safety) 2019, Local Law (Amending) Local Law No. 49 (Vegetation Management) 2019 – Consistency and formatting changes suggested	Suggestions actioned
Department of Transport and Main Roads	Local Law (Amending) Local Law No. 4 (Permits) 2019 – Suggested amendment to references Local Law (Amending) Local Law No. 5 (Parking) 2019 and Subordinate Local Law (Amending) Subordinate Local Law No.5.1 (Parking) 2019 - asked to consider including a note with regards to the written permission of the chief executive of the Department of Transport and Main Roads being required for the management of certain activities on State-controlled roads (reference to section 66(51(b) of the Transport Operations Road Use Management Act 1995).	Reference amended and note added
Queensland Fire and Emergency Services	Subordinate Local Law No. 49.1 (Protection of Important Vegetation) 2019 – Change reference of Rural Fire Brigade to Queensland Fire and Emergency Services as there has been a change in the authorising environment within QFES, that incorporates the Rural Fire Service Queensland	Amendment made

Public consultation on the amended local laws and subordinate local laws was conducted during the consultation period, Wednesday 17 July 2019 – Wednesday 7 August 2019 to seek meaningful feedback. Three submissions were made and were actioned as per the following table:

Respondent	Local Law	Support/ Object/ Other	The facts and circumstances relied on in support of the grounds	Action
1	Local Law (Repealing) Local Law No. 25 (Extractive Industries)	Other - I support with conditions.	The overall intent of the amendment appears reasonable. New extractive industries should be managed through SARAH and DES and appropriate legislation, which appears to include greater opportunity for control of operations and management of impacts. I expect that Council may continue to gain contributions for road maintenance through conditions for operational works approval and/or as concurrence agent during DA processes for new applications. The local law however appears to include filling of voids with waste within the rehabilitation conditions.	No changes required – Supportive and doesn’t impact local law drafting. Concerns raised will be addressed separately.
2	Local Law (Amending) Local Law No.6 (Animal Management) 2019 and Subordinate Local Law (Amending) Subordinate Local Law No.6.1 (Animal Management) 2019	Other - There is no criteria of how a dangerous dog is declared	It is nice that a review of a dangerous dog decision can now be reviewed in a real Court. But the reviews are not done by dog experts. When people want a second review of a dangerous dog they want the dog assessed not the paperwork. Are internal reviewers like Ashley Ward and Laura Nicholls dog experts? Compare the Qld Act to the NSW Act, were an independent animal expert can be used. Ipswich has annual dog registrations, NSW has one for life. Some people consider QLD dog registrations purely for profit and as a quick way to find the nearest dogs to blame for an attack. For more information on what goes wrong under existing policies, see emails to Sheila Ireland, Paul Tully 14 and 15th Sep 2018. There is also a 50 page 482 paragraphs emailed to ICC that went to the CCC. There are two Statements of Evidence for GAR007-15. Why did a complaint to ICC end up as a prosecution? ICC has a Compliant Malmanagement System. This should be a Complaint Resolution System as per Section 268 of the LG Act. Resolve complaints before they escalate into Ombudsman and CCC matters. As this matter has failed 4 times to be resolved by ICC perhaps external third parties need to be involved. The option of Court review under the changes to Local Law 1 will help. Even Local Laws must comply with the Rules of Law and the CEO must ensured he actually has trained dog experts, not ones who have only done a one day course. The LG policy of declaring the dog dangerous and the owners having to prove they are innocent at QCAT are over. Known policies, procedures and criteria used to make decisions must be known and published otherwise people think LG AO's are just making decisions for profit. Internal investigations into allegations of fraud re decisions have failed at ICC. All that was asked for originally was an apology from a bullying Authorised Officer who does not know dog breeds. This is a short submission, more information can be provided on failures of ICC's administration. Just changing the laws is not enough.	No changes required – Criteria is prescribed under S89 of the Animal Management (Cats and Dogs) Act 2008. Council has also implemented a Complaints Management Framework to ensure complaints are managed in a consistent manner.
3	Local Law (Amending) Local Law No.1 Administration 2019	Other: Although 'the purpose of this local law is to provide a legal framework for the administration, implementation and enforcement', there has been in several past cases where checking of compliance and enforcement has been wanting. Non-compliance requires an appropriate penalty that is a deterrent to future breaches of the law.	As stated before, there has been several past cases where checking of compliance and enforcement has been wanting. It is useless having a law that is not enforced.	No Changes Required – No amendment suggested. Concerns raised are with implementation of enforcement activities
	Local Law (Amending) Local Law No.7 (Local Government Controlled Areas and Roads) 2019	Other: One purpose of this local law is to preserve the features and amenity of the natural and built environment under the local government's control, such as gazetted roads; and to protect the health and safety of persons using the local government controlled areas and roads. If this law is not enforced, which has not occurred in several cases in the past, people's health and safety is at risk; and the natural environment is destroyed.	This law has to be enforced to be effective, otherwise people's health and safety is at risk; and the natural environment is destroyed with no chance of regeneration.	No Changes Required – No amendment suggested. Concerns raised are with implementation of enforcement activities
	Local Law (Amending) Local Law No.49 (Vegetation Management) 2019	Other: The objective of this local law is to provide protection, management for significant vegetation; to enforce vegetation protection orders and to take appropriate action to reinstate vegetation damaged in contravention of this local law.	There are several cases in the past where this law has not been enforced. Checking of compliance and increased enforcement with an appropriate penalty is required as a deterrent to stop non-compliance. This local law has to be enforced if it is to achieve its objective.	No Changes Required – No amendment suggested. Concerns raised are with implementation of enforcement activities

Anti-competitive provisions were identified and included in the public consultation period, however no submissions were made concerning these. Anti-competitive provisions within amended local laws will be noted.

All submissions and how they were considered will be added to Council’s Local Law Review website page.

All Council departments were consulted to ensure initial inputs were captured appropriately. Staff have made submissions and were actioned as per the below:

Law

Suggestion

Action

Local Law (Amending) Local Law No. 3 (Commercial Licensing) 2019

Minor Amendments to Temporary Entertainment Event Impact Criteria to ensure assessment is based on risk and not number of attendees at an event

Formatting and consistency suggestions

Amendments made as per Attachment 15 and as such will require further public consultation to occur.

Suggestions actioned

Local Law (Amending) Local Law No.4 (Permits) 2019

Incorrect numbering identified

Suggestion Actioned

Amendment have been made to the draft Local Laws and Subordinate Local Laws as listed above and we now seek to proceed with the final step of the official Local Law making process as listed in the schedule below (Steps 6-10):

Local Law Review Schedule

Key Milestone	Planned Start Date	Planned Finish Date	Status
Stage 1 – Information Gathering	25/02/19	26/04/19	COMPLETED
Consultation with key internal stakeholders and staff on changes required to current local laws	25/02/19	29/03/19	Completed
Engagement of legal services to draft changes to laws	25/02/19	29/03/19	Completed
Engagement with Dept of Local Government on project and State Interest Check process	25/02/19	-	Completed
Consideration and finalisation of consultation submissions to develop complete list of changes required	29/03/19	26/04/19	Completed
Stage 2 – Development of draft laws	29/04/19	7/06/19	COMPLETED
Stage 1 outcomes to be given to legal services for drafting and finalizing drafts ready for stage 3	29/04/19	7/6/19	Completed
Consideration of public consultation requirements (campaign/community engagement)	29/04/19	7/6/19	Completed
Development of Council Committee Report	6/05/19	7/6/19	Completed
Stage 3 - Local Law Making Process and Public Consultation	09/07/19	1/11/2019	COMMENCED
Commence the local law making process as below:
Step 1 – Council resolution to make the proposed local laws; commencement date for new laws to be considered in this step.	July Committee Meeting 09/07/19	July Council Meeting 16/07/19	Completed
Step 2 – Undertake State Government Interest Checks for changes to Local Laws (checks are not required for Subordinate Local Law Changes)	17/07/19	7/08/19	Completed
Step 3 – Commence public consultation on all proposed local laws for a minimum of 21 days (see policy for requirements)	17/07/19	7/08/19	Completed
Step 4 – Anti-competitive provision check (steps 3 and 4 can be undertaken contemporaneously)	17/07/19	7/08/19	Completed
Step 5 – Accept and consider submissions properly made to the Council (see policy for criteria) + develop Council Committee report for step 6	8/08/19	30/08/19	Ready to commence
Step 6 – By Council resolution, decide to proceed/amend/cease local law making process (see policy for further info)	September Committee Mtg 10/09/19	September Council Mtg 17/09/19	Commenced
Step 7 – Let public know that the local law has been made with notice in accordance with Local Government Act 2009.	1/10/19	31/10/19	Ready to commence
Step 8 – make local laws available to the public	1/10/19	31/10/19	Ready to commence
Step 9 – Within 14 days of notice being published, complete Minister for Local Government requirements	1/10/19	31/10/19	Ready to commence
Step 10 – update the Council’s register of its local laws.		1/11/19	Ready to commence
PROPOSED COMMENCEMENT DATE 1 NOVEMBER 2019
Stage 4- Change Management Requirements	30/06/19	24/12/19
Establishment of Change Management project working group	-	30/06/19	Ready to commence
The above group to manage change of approved laws which includes – communications (for community and staff); delegations; authorizations; marketing and customer service collateral; website information; scripting; systems changes (CES, Pathway, Oracle)	1/7/19	01/11/19 for GO LIVE then ongoing support till 24/12/19	Not Started

Legal/Policy Basis

Local Government Act 2009

Local Government Regulation 2012

Ipswich City Council Policy “Local Law Making Process”

National Competition Policy: Guidelines for conducting reviews on anti-competitive provisions in local laws (Queensland State Government)

RISK MANAGEMENT IMPLICATIONS

The Transformation Project 9 (Review Policies, Procedures, Local Laws and the Committee Process and associated reporting) schedule requires amended local laws to commence prior to the end of the 2019 calendar year. Delays in approving the recommendations of this report will delay the commencement of the amended laws.

Financial/RESOURCE IMPLICATIONS

Associated operational budgets for the Local Law Review are contained within Transformation Project 9 (Review Policies, Procedures, Local Laws and the Committee Process and associated reporting). Costs will now be primarily across business areas responsible for the implementation of the amendments.

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with all Departments of Council, all State Government Agencies and the Public with recommendations actioned as per the report.

Conclusion

Public consultation, state interest checks and anti-competitive provision tests was conducted from Wednesday 17 July – Wednesday 7 August 2019. Submissions and comments were then actioned as per the report. We now seek to finalise the Local Law making process, in accordance with the Local Government Act 2009 and Council’s Local Law making process Policy. Local Law (Amending) Local Law No. 3 and Subordinate Local Law (Amending) Subordinate Local Law No. 3.1 has not been included in this report due to amendments requiring further public consultation.

Attachments and Confidential Background Papers

1.	Local Law (Amending) Local Law No.1 (Administration) 2019 ⇩
2.	Local Law (Repealing) Local Law No. 2 (Council Meetings) 2019 ⇩
3.	Local Law (Amending) Local Law No. 4 (Permits) 2019 ⇩
4.	Local Law (Amending) Local Law No. 5 (Parking) 2019 ⇩
5.	Subordinate Local Law (Amending) Subordinate Local Law No. 5.1 (Parking 2019 ⇩
6.	Local Law (Amending) Local Law No. 6 (Animal Management) 2019 ⇩
7.	Subordinate Local Law (Amending) Subordinate Local Law No. 6.1 (Animal Management) 2019 ⇩
8.	Local Law (Amending) Local Law No. 7 (Local Government Controlled Areas and Roads) 2019 ⇩
9.	Subordinate Local Law (Amending) Subordinate Local Law No. 7.1 (Local Government Controlled Areas and Roads) 2019 ⇩
10.	Local Law (Amending) Local Law No. 8 (Nuisances and Community Health and Safety) 2019 ⇩
11.	Subordinate Local Law (Amending) Subordinate Local Law No. 8.1 (Nuisances and Community Health and Safety) 2019 ⇩
12.	Local Law (Repealing) Local Law No. 25 (Extractive Industries) 2019 ⇩
13.	Local Law (Amending) Local Law No. 49 (Vegetation Management) 2019 ⇩
14.	Subordinate Local Law No. 49.1 (Protection of Important Vegetation) 2019 ⇩
15.	Temporary Entertainment Event Impact Criteria Amendments ⇩

Candice Johns

Policy Officer

I concur with the recommendations contained in this report.

Sean Madigan

General Manager - Coordination and Performance

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5673459

ITEM: 5

SUBJECT: Review of Policies - Development and Planning Policies of the Planning and Regulatory Services Department

AUTHOR: Senior Business Support Officer

DATE: 26 August 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policies detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Population Growth Monitoring Policy	4 September 2012	1
Consideration of Infrastructure Contributions for Modified Developments Policy	30 May 2017	2
Statement of Policy - Coal Mining and Coal Seam Gas Policy	25 August 2017	3
Support for 4 to 5 STAR Quality Hotel Developments Policy	30 May 2017	4
Support for the Establishment of Olive Growing Policy	30 May 2017	5
Support for the Establishment of Viticulture, a Local Wine Making Industry and Related Business Activities Policy	30 May 2017	6
Infrastructure Contribution Relief or Exemptions for Non-residential Development Undertaken by Community Organisations Policy	30 May 2017	7
Support for the Reuse of Existing Non-residential Buildings Policy	30 May 2017	8
Framework for Development Applications and Related Activities Policy	16 April 2019	9

TABLE 2

Name of Policy	Attachment Number
Infrastructure Contribution Relief or Exemptions for Non-residential Development Undertaken by Community Organisations Policy	10
Support for the Reuse of Existing Non-residential Buildings Policy	11
Framework for Development Applications and Related Activities Policy	12

RELATED PARTIES

There are no related parties associated with this report.

Advance Ipswich Theme Linkage

Managing growth and delivering key infrastructure

Purpose of Report/Background

The Planning and Regulatory Services Department has recently undertaken a review of policies which fall within its functional responsibility in accordance with the adopted Policy and Procedure Management Framework.

The Department has identified the following administrative directives/policies relating to Development and Planning for repeal and/or adoption:

Policy and Summary

Decision

Justification

Population Growth Monitoring Policy

Provides a consistent corporate approach to the monitoring and reporting of changes in the Local Government Area’s population

Repeal

Transition to an Administrative Directive for approval by CEO. Administrative Directive has been drafted for approval by the Acting General Manager Planning and Regulatory Services.

Does not meet the definition of a Policy under the Policy and Procedure Framework.

Consideration of Infrastructure Contributions for Modified Developments Policy

Policy clarifies that infrastructure contributions are capped at the rate that has been determined in an existing approval for the time period specified in that approval.

Repeal

No longer required.

Policy is not consistent with the Ipswich Adopted Infrastructure Charges Resolution or the recently adopted Infrastructure Charges Procedure.

Statement of Policy - Coal Mining and Coal Seam Gas Policy

Policy establishes a cohesive policy position with regard to coal mining and coal seam gas in the City of Ipswich.

Repeal

No longer required.

Enactment of the Regional Planning Interests Act and the 'declaration of South East Queensland as a Priority Living Area under the SEQ Regional Plan which strengthens the controls on the expansion of mining and coal seam gas exploration/ extraction in the Ipswich LGA.

Support for 4 to 5 STAR Quality Hotel Developments Policy

Policy to encourage the development of new high quality 4 to 5 STAR rated hotel accommodation within the Ipswich Local Government Area.

Repeal

No longer required.

Policy has only had limited use and was time limited. The policy lapsed in December 2018.

It is suggested that incentives of this nature should be reconsidered by CCED and PRS jointly.

Support for the Establishment of Olive Growing Policy

Policy provides guidance and indicates Council’s support for the establishment and development of olive growing.

Repeal

No longer required.

Policy has not been used and is no longer considered a priority to ‘incentivise’ olive growing.

Support for the Establishment of Viticulture, a Local Wine Making Industry and Related Business Activities Policy

Policy outlines Council’s support for the establishment of viticulture, a local wine making industry and related business activities.

Repeal

No longer required.

Policy has not been used and is no longer considered a priority to ‘incentivise’ viticulture and local wine making.

A. Infrastructure Contribution Relief or Exemptions for Non-residential Development Undertaken by Community Organisations Policy

Policy identifies community organisations that are eligible for infrastructure contribution relief.

Adopt new

Transition to new Policy format.

Existing policy content has been transitioned to the adopted template.

C. Support for the Reuse of Existing Non-residential Buildings Policy

Policy provides incentives for the reuse of existing non-residential buildings by providing relief from additional infrastructure contributions and parking requirements.

Repeal existing and adopt new

Transition to new Policy format.

Existing policy content has been transitioned to the adopted template. Amendments were made to clarify the intent based on advice from Property Services.

Framework for Development Applications and Related Activities

Policy provides Council with a governance framework for processing development applications and related activities which is lawful, transparent, accountable, effective, efficient and sustainable and maximises achievement of the Local Government principles.

Repeal existing and adopt new

Transition to new Policy format.

Existing policy content has been transitioned to the adopted template.

Financial/RESOURCE IMPLICATIONS

The review of all policies associated with the functions of the Planning and Regulatory Services Department are being managed as part of the Department’s operational budget for 2019-2020.

RISK MANAGEMENT IMPLICATIONS

The review of these policies has been undertaken in accordance with Council’s adopted Policy and Procedure Management Framework. Any delay in approving the recommendations of this report will potentially result in adopted Policies being inconsistent with the Council Framework.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Regulation 2012

Local Government Act 2009

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with relevant internal stakeholders in relation to the administrative directives/policies presented for repeal and/or adoption.

As changes to these policies are administrative to meet the requirements of the Policy and Procedure Management Framework, external stakeholder consultation was not undertaken. These policies will be reviewed within the next term of elected members and relevant external stakeholder consultation will occur at this time.

Conclusion

In accordance with Council’s adopted Policy and Procedure Management Framework, the Planning and Regulatory Services Department have undertaken a review of policies relating to its functions and are presented for Council’s consideration.

Attachments and Confidential Background Papers

1.	Population Growth Monitoring Policy ⇩
2.	Consideration of Infrastructure Contributions for Modifed Developments Policy ⇩
3.	Coal Mining and Coal Seam Gas ⇩
4.	Support for 4 to 5 Star Quality Hotel Developments Policy ⇩
5.	Support for Establishment of Olive Growing Policy ⇩
6.	Support for the Establishment of Viticulture, a Local Wine Making Industry and Related Business Activities Policy ⇩
7.	Infrastructure Contribution Relief or Exemptions for Non-Residential Development Undertaken by Community Organisations Policy ⇩
8.	Support for the Reuse of Existing Non-Residential Buildings Policy ⇩
9.	Framework for Development Applications and Related Activites Policy ⇩
10.	Infrastructure Contribution Relief or Exemptions for Non-Residential Development Undertaken by Community Organisations Policy (amended) ⇩
11.	Support for the Reuse of Existing Non-Residential Buildings Policy (amended) ⇩
12.	Framework for Development Applications and Related Activites Policy (amended) ⇩

Trish Standen

Senior Business Support Officer

I concur with the recommendations contained in this report.

Brett Davey

Acting General Manager - Planning and Regulatory Services

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5710668

ITEM: 6

SUBJECT: Review of Policies - Compliance, Health and Animal Management Policies of the Planning and Regulatory Services Department

AUTHOR: Policy Officer

DATE: 26 August 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the policies detailed in Table 1, be repealed.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Bounty Payments for Wild Dog, Feral Dog, Hybrid or Dingo Scalps Policy	27 February 2018	1
Busking Policy	3 December 2013	2
Disability Parking Scheme Policy	27 February 2018	3
Eat Safe Ipswich Inspection Frequency, Administrative Review and Regrade Policy	27 February 2018	4
Fostering of Domestic Animals	27 February 2018	5
Parking Permits Policy	27 February 2018	6
Toilet Allocation for Events Policy	27 February 2018	7

RELATED PARTIES

There are no identified external parties that should be affected by the amendments.

There are no declarations of a conflict of interest by an officer.

Advance Ipswich Theme Linkage

Caring for the environment

Listening, leading and financial management

Purpose of Report/Background

The report seeks Council’s approval to repeal and/or adopt policies relating to Compliance, Local Laws and Parking, Environmental Health and Animal Management functions.

COMpliance

The Department has identified the following policies relating to Local Laws and Parking for repeal and/or adoption as outlined below:

Policy and Summary

Decision Sought

Reason for Repeal – Justification

Disability Parking Scheme Policy

The policy outlines what exceptions parking permits for people with disabilities provide.

Repeal

No longer required.

Policy content covered by the Transport Operations Road Use Management Act; therefore, there is no need to have a policy. Scripting and web content includes all relevant advice contained in the policy

Parking Permits Policy

The policy provides a framework for the issuing of Parking Permits in accordance with Council’s Local Laws.

Repeal

No longer required.

Policy content reviewed as procedural and not current. A determination made that the policy does not meet the definition of a policy according to the ICC Policy and Procedure Framework. There is a current procedure that explains how to process a parking permit application which has been amended to reflect the changes to the new procedure template which is with the General Manager for approval.

Environmental Health

The Department has identified the following policies relating to Local Laws and Parking for repeal and/or adoption as outlined below:

Policy and Summary	Decision sought	Reason for Repeal - Justification
Busking Policy The policy provides a framework for the administration and procedures for council staff in the management of busking activities	Repeal	No longer required. Policy content reviewed, and determination made that a policy does not meet the definition of a policy and is more procedural according to the ICC Policy and Procedure Framework. Therefore the policy has been transitioned to a Procedure which is with the General Manager for approval.
Eat Safe Ipswich Inspection Frequency, Administrative Review and Regrade Policy The policy outlines the inspection frequency and provides guidelines for the Eat Safe Ipswich administrative review and reassessment procedures.	Repeal	No longer required. Policy content reviewed, and determination made that a policy does not meet the definition of a policy and is more procedural according to the ICC Policy and Procedure Framework. Therefore the policy has been transitioned to a Procedure which is with the General Manager for approval.
Toilet Allocation for Events Policy The policy provides a consistent approach to event organisers in determining toilet allocations for major events in Ipswich	Repeal	No longer required. Policy content reviewed, and determination made that a policy does not meet the definition of a policy and is more procedural according to the ICC Policy and Procedure Framework. Therefore the policy has been transitioned to a Procedure is with the General Manager for approval.

Animal Management

The Department has identified the following policies relating to Local Laws & Parking for repeal and/or adoption as outlined below:

Policy and Summary

Decision sought

Reason for Repeal - Justification

Bounty Payments for Wild Dog, Feral Dog, Hybrid or Dingo Scalps Policy

The policy provides a bounty payment scheme to persons who provide the council with wild dog scalps from dogs found within Ipswich City Council Area.

Repeal

No longer required.

The Biosecurity Act 2014 positions local government as the regulator, and places obligations on all landholders to manage invasive plants and animals. Paying incentives to encourage landholders to discharge their lawful obligations, reduces the organisation's regulatory capability, and may be inconsistent with the broader community’s expectations and values.

Fostering of Domestic Animals

The policy provides direction for the circumstances and conditions under which Council will allow the fostering of domestic animals (principally cats and dogs) by members of the public on behalf of welfare agencies within the Ipswich City Council area.

Repeal

No longer required

Policy content reviewed, and determination made that a policy is not necessary. This policy does not give foster carers any more rights than a normal resident under the Animal Management Act.

Financial/RESOURCE IMPLICATIONS

The review of all policies associated with the functions of the Planning and Regulatory Services Department is being managed as part of the Department’s operational budget for 2019-2020.

RISK MANAGEMENT IMPLICATIONS

The review of these policies has been undertaken in accordance with the Council’s adopted Policy and Procedure Management Framework. Any delay in approving the recommendations of this report will potentially result in adopted Policies being inconsistent with the Council Framework.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Local Government Regulation 2012

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with relevant internal stakeholders in relation to the policies presented for repeal and/or adoption. A list of the internal stakeholders are included below:

Compliance

· Branch and Section Managers within the Local Laws and Parking Section; Planning and Regulatory Services Department whom all agreed that the above policies should be repealed.

· All internal stakeholders support the presentation of the proposed redrafted procedures and associated recommendations, as outlined in this report.

Environmental Health

· Branch and Section Managers within the Environmental Health and Engineering Section; Planning and Regulatory Services Department whom all agreed that the above policies should be repealed.

· All internal stakeholders support the presentation of proposed redrafted procedure and associated recommendations as outlined in this report.

Animal Management

· Branch and Section Managers within the Animal Management Section; Planning and Regulatory Services Department who all agreed that the above policies should be repealed.

As the intent of those policies being presented for repeal and replaced with a procedure meet the requirements of the Policy and Procedure Management Framework, external stakeholder consultation was not undertaken. These procedures have been reviewed by the relevant internal stakeholder.

Conclusion

In accordance with the Council’s adopted Policy and Procedure Management Framework, the Planning and Regulatory Services Department have undertaken a review of the policies relating to its functions and are presented for Councils consideration.

Attachments and Confidential Background Papers

1	Bounty Payments for Wild Dog, Feral Dog, Hybrid or Dingo Scalps Policy ⇩
2	Busking Policy ⇩
3	Disabled Parking Scheme Policy ⇩
4	Eat Safe Ipswich Inspection Frequency, Administrative Review and Regrade Policy ⇩
5	Fostering of Domestic Animals Policy ⇩
6	Parking Permits Policy ⇩
7	Toilet Allocations for Events Policy ⇩

Liz Whelan

Policy Officer

I concur with the recommendations contained in this report.

Brett Davey

Acting General Manager - Planning and Regulatory Services

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5675028

ITEM: 7

SUBJECT: Review of Policies - Infrastructure and Environment Department

AUTHOR: Business Accounting and Asset Manager

DATE: 22 July 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policy detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Upgrading of Unformed Roads	15 April 2011	1
Maintenance of Unformed Roads	15 April 2011	2
Parks and Recreation Asset, Inspection, Maintenance and Repair	25 February 2014	3
Prioritisation and Programming of Roads and Drainage Maintenance	26 May 2009	4
Prioritisation of Gravel Roads for a Maintenance Program	2 September 1998	5
Footpath Inspection and Maintenance	21 March 2014	6
Ipswich City Council Infrastructure Asset Management Policy	9 November 2010	7

TABLE 2

Name of Policy	Attachment Number
Infrastructure Asset Management Policy	8

RELATED PARTIES

There are no identified external parties that should be affected by the amendments. Inter-department consultation has occurred on those identified as having an impact across Council.

Advance Ipswich Theme Linkage

Listening, leading and financial management

Managing growth and delivering key infrastructure

Purpose of Report/Background

Currently, Council has a number of polices that relate to the management and operations of Council’s Infrastructure Assets. These policies have been reviewed by the project teams for TP4 and Business Transformation Project 9 Policies, Procedures and Local Laws (TP9). It has been identified that the objectives of the existing polies can be and should be captured within the proposed new Infrastructure Asset Management Policy. All operational requirements are documented within the respective Asset Management Plan for the different asset classes.

This report seeks Council’s approval to repeal a number of polies and adopt a new Infrastructure Asset Management policy as shown in Tables 1 and 2 respectively.

The following policies have been identified for repeal

E. Policy	F. Reason for Repeal	G. Attachment
Upgrading of Unformed Roads	Objectives are included in the proposed new Infrastructure Asset Management Policy and operational requirements included within the Roads and Transport Asset Management Plan.	1
Maintenance of Unformed Roads	Objectives are included in the proposed new Infrastructure Asset Management Policy and operational requirements included within the Roads and Transport Asset Management Plan.	2
Parks and Recreation Asset, Inspection, Maintenance and Repair	Objectives are included in the proposed new Infrastructure Asset Management Policy and operational requirements included within the Parks and Recreation Asset Management Plan.	3
Prioritisation and Programming of Roads and Drainage Maintenance	Objectives are included in the proposed new Infrastructure Asset Management Policy and operational requirements included within the Roads and Transport Asset Management Plan.	4
Prioritisation of Gravel Roads for a Maintenance Program	Objectives are included in the proposed new Infrastructure Asset Management Policy and operational requirements included within the Roads and Transport Asset Management Plan.	5
Footpath Inspection and Maintenance	Objectives are included in the proposed new Infrastructure Asset Management Policy and operational requirements included within the Roads and Transport Asset Management Plan.	6
Ipswich City Council Infrastructure Asset Management Policy	Policy reviewed and updated to reflect outcomes of TP4 Asset Management	7

Financial/RESOURCE IMPLICATIONS

There are no identified financial or resource implications.

RISK MANAGEMENT IMPLICATIONS

The schedule for TP9 requires changes to policy to conclude prior to the end of the 2019 calendar year. Delays in approving the recommendation of this report will delay all steps of the process and ultimately the corrections to policy.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Local Government Regulation 2012

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with all key stakeholders of Council to determine the intent of the existing policies and what definition they satisfy under the new framework. From this consultation the proposed changes have been presented in this report.

Conclusion

The Infrastructure Asset Management policy is required for the effective management of Council’s infrastructure assets to ensure delivery of services to the community in a financially sustainable manner. This policy has been reviewed and updated through TP4. In addition to reviews through TP4 and TP9, there are a number of existing policies that need to be repealed as they have been included as part of the Infrastructure Asset Management policy or form part of operating procedures in the Asset Management Plans.

Attachments and Confidential Background Papers

1.	Upgrading of Unformed Roads Policy ⇩
2.	Maintenance of Unformed Roads Policy ⇩
3.	Park and Recreation Asset Inspection, Maintenance and Repair Policy ⇩
4.	Prioritisation and Programming of Roads & Drainage Maintenance Policy ⇩
5.	Prioritisation of Gravel Roads for a Maintenance Program Policy ⇩
6.	Footpath Inspection and Maintenance Policy ⇩
7.	Ipswich City Council Infrastructure Asset Management Policy ⇩
8.	Infrastructure Asset Management Policy ⇩

Shane Gillett

Business Accounting and Asset Manager

I concur with the recommendations contained in this report.

Tony Dileo

Infrastructure Planning Manager

I concur with the recommendations contained in this report.

Charlie Dill

General Manager - Infrastructure and Environment

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5705945

ITEM: 8

SUBJECT: Review of Policies - Coordination and Performance Department

AUTHOR: Business Systems and Support Coordinator

DATE: 6 August 2019

Executive Summary

RECOMMENDATION

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policies detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Ipswich City Council Multicultural Access and Equity Policy	17 February 1999	1
Disability Access and Equity Policy	24 March 2009	2
Social Justice Policy	19 March 2013	3
Mayoress Administration and Expenses Policy	5 December 2017	6

TABLE 2

Name of Policy	Attachment Number
Disability Access and Equity Policy	4
Social Justice Policy	5

RELATED PARTIES

There are no related parties associated with this report.

There are no declarations of a conflict of interest by an officers.

Advance Ipswich Theme Linkage

Caring for the community

Listening, leading and financial management

Purpose of Report/Background

The Coordination and Performance Department has recently undertaken a review of policies which fall within its functional responsibility in accordance with the adopted Policy and Procedure Management Framework.

This report seeks Council’s approval to repeal and/or adopt policies relating to Corporate/Social Planning and Councillor Support functions.

Corporate/Social Planning

The Department has identified four current policies relating to corporate/social planning for repeal and/or adoption as outlined below.

Policy	Decision Sought	Rationale for Decision	Attachment
Ipswich City Council Multicultural Access and Equity Policy	Repeal	Policy intent is addressed by Council’s Social Justice Policy including principles of access, equity and non-discrimination on any grounds, but including grounds to do with social disadvantage, race or ethnic background, cultural or religious belief.	1
Disability Access and Equity Policy	Adopt	Existing policy content has been transitioned reviewed for consistency with the adopted Framework and templates. Amendments have removed outdated references to Council’s Access Reference Group, and Equal Employment and Diversity Policy and Management Plan (while retaining intent of policy principles). New text was added to clarify policy statement, and add text to new sections scope, roles and responsibilities, monitoring and evaluation, definitions.	Current: 2 Proposed: 4
Social Justice Policy	Adopt	Existing policy content has been reviewed for consistency with the adopted Framework and templates. New text was added to clarify policy statement, and add text to new sections scope, roles and responsibilities, monitoring and evaluation, definitions. This policy captures the intent of the Multicultural Access and Equity Policy, which is proposed for repeal, as listed above.	Current: 3 Proposed: 5

Councillor Support

The Department has identified one policy relating to Councillor Support for repeal.

Policy	Decision Sought	Rationale for Decision	Attachment
Mayoress Administration and Expenses Policy	Repeal	Policy has been reviewed as Part of #13 BTP Project – Councillor Induction and is proposed for repeal as it is inconsistent with the legislation.	6

Financial/RESOURCE IMPLICATIONS

The review of all policies associated with the functions of the Coordination and Performance Department are being managed as part of the department’s operational budget for 2019-2020.

RISK MANAGEMENT IMPLICATIONS

The review of these policies has been undertaken in accordance with Council’s adopted Policy and Procedure Management Framework. Any delay in approving the recommendations of this report will potentially have adopted Policies inconsistent with Council Framework.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Local Government Regulation 2012

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with relevant internal stakeholders in relation to the policies presented for repeal and/or adoption. A list of the internal stakeholders are included below:

Corporate/Social Planning

· Transformational Project 9 Policies, Procedures and Local Laws Project Team Members

· Branch and Section Managers within Libraries and Customer Services; Community and Cultural Services and Economic and Community Development

Executive Services

· Transformation Project 13 Return to Elected Representation Project Team Members

As the intent of those policies being presented for adoption to meet the requirements of the Policy and Procedure Management Framework has not changed, rather the change is administrative (template), external stakeholder consultation was not undertaken. However, these policies will be reviewed within the next term of elected members and relevant external stakeholder consultation will occur at this time.

All internal stakeholders support the presentation of these policies and associated recommendations as outlined in this report.

Conclusion

In accordance with Council’s adopted Policy and Procedure Management Framework, the Coordination and Performance Department have undertaken a review of policies relating to its functions which are presented for Council’s consideration.

Attachments and Confidential Background Papers

1.	Ipswich City Council Multicultural Access and Equity Policy ⇩
2.	Disability Access and Equity Policy ⇩
3.	Social Justice Policy ⇩
4.	Updated Disability Access and Equity Policy ⇩
5.	Updated Social Justice Policy ⇩
6.	Mayoress Administration and Expenses Policy ⇩

Sharon Smith

Business Systems and Support Coordinator

I concur with the recommendations contained in this report.

Noelle Hudson

Social Policy and Strategy Manager

I concur with the recommendations contained in this report.

Sean Madigan

General Manager - Coordination and Performance

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5720411

ITEM: 9

SUBJECT: Review of Policies - Community Cultural and Economic Development Department

AUTHOR: Business Improvement Officer

DATE: 13 August 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1, be repealed.

B. That the policies detailed in Table 2, be adopted.

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Ipswich Art Gallery Fundraising Activities Policy	27 January 2005	1
Ipswich Art Gallery Ticketing and Events and Exhibitions Policy	25 February 2014	2
Ipswich Art Gallery – Community Gallery Operations Policy	27 June 2007	3
Ipswich Art Gallery Opening Hours Policy	26 April 2007	4
Ipswich Art Gallery Corporate Sponsorship Policy	26 April 2007	5
Partnerships for Community Purpose Policy	24 July 2018	6
Community Planning Policy	1 July 1998	7
Historical Collection Guideline Policy	21 February 2001	8
Smart City Innovative Proposals Policy	8 November 2016	9
ANZAC Day Commemoration Policy	3 April 1996	10
International Relations Policy	19 March 2019	11
Ipswich City Council Advertising Spending Policy	26 April 2007	12
Event Sponsorship Policy	16 April 2019	13
Gifts, Benefits and Hospitality Policy	21 May 2019	14
Corporate Security Camera Policy	27 February 2018	15
Safe City Monitoring System Policy	27 February 2018	16

TABLE 2

Name of Policy	Attachment Number
International Relations Policy	17
Ipswich City Council Advertising Policy	18
Event Sponsorship Policy	19
Gifts, Benefits and Hospitality Policy	20
Corporate Security Camera Policy	21
Safe City Program Policy	22
Internal Event Services Policy	23
Civic Event Policy	24

RELATED PARTIES

The Corporate Services Department are related parties as two of their policies are included in this report as they are linked with Community, Cultural and Economic Development.

Advance Ipswich Theme Linkage

Strengthening our local economy and building prosperity

Purpose of Report/Background

This report seeks council’s approval to repeal and/ or adopt policies relating to Community, Cultural and Economic Development functions and Corporate Services.

Art Gallery

The Department has identified six current policies relating to the Art Gallery to be repealed as outlined below.

Policy	Decision Sought	Rationale for Decision	Attachment
Ipswich Art Gallery Fundraising Activities Policy	Repeal	Policy content reviewed as not current. Ipswich Art Gallery Fundraising Activities falls under the Ipswich Arts Foundation Trusts which reports to Australian Securities and Investments Commission (ASIC), therefore no council policy is required.	1
Ipswich Art Gallery Ticketing for Events and Exhibitions Policy	Repeal	Policy content reviewed as not current and not consistent with ticketing approach for other council facilities and events. The public are informed of ticketing prices for selected exhibitions via the Galley’s communications and promotions.	2
Ipswich Art Gallery – Community Gallery Operations Policy	Repeal	Policy content reviewed and determination made that a policy is not necessary as it only outlines the functions of the community gallery space. The Community Gallery is one of several gallery spaces which are managed by the Galley within its normal operations. The Community Gallery scripting and web content includes all relevant advice from the policy.	3
Ipswich Art Gallery Opening Hours Policy	Repeal	Policy content reviewed and determination made that a policy is not necessary as it only outlines the Gallery opening hours. The Gallery’s standard opening hours are communicated via signage and the website. The Ipswich Art Gallery’s communications, scripting and web content is updated to include any variations to normal opening hours.	4
Ipswich Art Gallery Corporate Sponsorship Policy	Repeal	Policy content reviewed and determination made that a policy is not necessary. The corporate sponsorship of exhibitions at the Ipswich Art Gallery is managed by the Ipswich Arts Foundation Trusts, and therefore no council policy is required.	5
Historical Collections Guideline Policy	Repeal	Policy was last updated 21 February 2001. Content reviewed as no longer current with relevant aspects captured by City of Ipswich Collection Policy and Libraries Policy. Policy crosses-over with Planning and Regulatory Services regarding memorabilia and they also confirmed policy is redundant and should be repealed.	8

Community support

The Department has identified two policies relating to community support for repeal.

Policy	Decision Sought	Rationale for Decision	Attachment
Partnerships for Community Purposes Policy	Repeal	Policy content reviewed as not current and not applicable to council’s current strategic and operational content. Partnerships are currently managed through individual partnership agreements.	6
Community Planning Policy	Repeal	Policy content has been reviewed as procedural and not current. The function described in this policy is more aligned to Planning and Development function information, which will be guided by the New Ipswich Planning Scheme.	7

Economic Development

The Department has identified two policies relating to economic development for repeal and/or adoption.

Policy	Decision Sought	Rationale for Decision	Attachment
Smart City Innovative Proposals Policy	Repeal	Policy content reviewed and determination made by the Legal Team (City Solicitor) that the policy is non-complaint with Local Government legislation.	9
International Relations Policy	Repeal existing and adopt new	Existing policy content reviewed and no changes required. Policy has been transferred to the new policy and additional fields completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.	17

Safe City

The Department has identified two policies relating to Safe City for adoption.

Policy	Decision Sought	Rationale for Decision	Attachment
Corporate Security Camera Policy	Repeal existing and adopt new	Existing policy content has been reviewed for consistency with the adopted Framework and template. Policy intent hasn’t changed however new text added to include policy principles. New template sections completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.	21
Safe City Program Policy	Repeal existing and adopt new	Existing policy content has been reviewed for consistency with the adopted Framework and template. Policy name changed from ‘Safe City Monitoring System Policy’ to ‘Safe City Program Policy’. Policy intent hasn’t changed however new text added to include policy principles. New template sections completed which includes roles and responsibilities, monitoring and evaluation, key stakeholders.	22

Events

The Community, Cultural and Economic Development Department has identified three policies and Corporate Services have identified two policies relating to events for repeal and/or adoption.

Policy	Decision Sought	Rationale for Decision	Attachment
Events Sponsorship Policy	Repeal existing and adopt new	Section 5.0 Council acceptance of tickets/hospitality of the policy and the standards document was updated to address contradictory statements from the Gifts, Benefits and Hospitality Policy regarding the use of tickets obtained as part of a sponsorship agreement. Policy content was transferred to the new policy template and all new required sections have been completed.	19
Gifts, Benefits and Hospitality Policy	Repeal existing and adopt new	This policy is linked to the Events Sponsorship Policy. Minor updates to Section 1.8.7 Acceptance of Sponsorship Benefits/Community Memberships to include management of any tickets is governed by the guidelines outlined in the Events Sponsorship Policy and Section 194 Attendance of guests accompanying a Councillor or Council employee at an official function to include clarification around attendance of partners at events.	20
Internal Event Services Policy	Adopt	New policy created which clarifies and resets the role of the City Events team. Historically this team has been requested by council staff and councillors to regularly assist with duties falling outside the intent and scope of the team. These ad hoc approaches, often with minimal lead-time and without appropriate financial resourcing, place unnecessary pressure on the City Events team resources, which results in outcomes that do not meet council best practice and can be difficult to decline without a clear policy to support decision making. It is recommended that a policy and not a directive be established due to the number of out of scope requests and direct contact received from past councillors. A policy would assist event staff when challenged and pressured by councillors to comply with requests not within the scope of the team.	23
Civic Event Policy	Adopt	New policy created which replaces ANZAC Day Commemoration Day Policy. The Civic Event Policy defines the full scope of civic event services to be delivered by the City Events Team (in addition to the team’s role in ANZAC Day). Policy includes: Australia Day Awards, Citizenship Ceremonies and ANZAC Day Parade.	24
ANZAC Day Commemoration Policy	Repeal	Policy is no longer required as it has been amalgamated into the Civic Event Policy.	10

Marketing

The Department has identified the following marketing policy for adoption.

Policy	Decision Sought	Rationale for Decision	Attachment
Ipswich City Council Advertising Policy	Repeal existing and adopt new	Existing policy content has been reviewed to ensure it meets the legislative requirements relating to Section 197 of the Local Government Regulation 2012. Policy transitioned to the new policy template. Policy intent hasn’t changed however minor text added to scope, and new template sections completed.	18

Financial/RESOURCE IMPLICATIONS

The review of all policies associated with the functions of the Community, Cultural and Economic Development Department are being managed as part of the department’s operational budget for 2019-2020.

RISK MANAGEMENT IMPLICATIONS

The review of these policies has been undertaken in accordance with council’s adopted Policy and Procedure Management Framework. Any delay in approving the recommendations of this report will potentially have adopted policies inconsistent with the council framework.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with relevant internal stakeholders in relation to the policies presented for repeal and/or adoption as follows:

Ipswich Art Gallery policies -Fundraising Activities / Ticketing for Events and Exhibitions / Community Gallery Operations / Opening Hours / Corporate Sponsorship. Partnerships for Community Purpose / Community Planning / Historical Collections Guideline

· Consultation was carried out between the Community and Cultural Services Branch Manager, relevant Section Managers and related staff within Community, Cultural and Economic Development who all agreed that the above policies should be repealed.

Event Sponsorship Policy / Gifts, Benefits and Hospitality /Civic Events / ANZAC Day Commemoration

· In relation to the above policies, a meeting was held between the General Managers of Community, Cultural and Economic Development and Corporate Services and related staff within Community, Cultural and Economic Development, Corporate Services and Coordination and Performance and all changes were agreed and approved.

Internal Events Policy

· Consultation was undertaken between the Branch and Section Managers and related staff within Community, Cultural and Economic Development and the Coordination and Performance Department. All agreed and supported the new policy.

Smart City Innovation Proposals

Consultation was undertaken with the following stakeholders:

· The Legal Team - Corporate Services advised that the policy is non-complaint with Local Government legislation and should be repealed.

· Principal Engineer and the Commercial Finance Manager within Infrastructure and Environment agreed with this decision.

· Branch and Section Managers within Community, Cultural and Economic supported the Legal Team’s decision to repeal the policy.

Ipswich City Council Advertising

· As the above policy only required minor changes, consultation was only carried out between the Branch and Section Managers and related staff within Community, Cultural and Economic Development.

Corporate Security Monitoring System / Safe City Program

· The above policies were reviewed by the Community Safety and Innovation Manager and related staff within Community, Cultural and Economic Development. Further stakeholder consultation wasn’t required as changes to the policy content was minor.

International Relations Policy

· Policy was reviewed and updated early this year and as the change was administrative (template) stakeholder consultation was not undertaken. However, this policy will be reviewed within the next term of elected members and relevant stakeholder consultation will occur at this time.

Conclusion

In accordance with council’s adopted Policy and Procedure Management Framework, the Community, Cultural and Economic Development Department have undertaken a review of policies relating to its functions which are presented for council’s resolution.

Attachments and Confidential Background Papers

1.	Ipswich Art Gallery Fundraising Activities Policy ⇩
2.	Ipswich Art Gallery Ticketing and Exhibitions Policy ⇩
3.	Ipswich Art Gallery Community Gallery Operations Policy ⇩
4.	Ipswich Art Gallery Opening Hours ⇩
5.	Ipswich Art Gallery Corporate Sponsorship Policy ⇩
6.	Partnerships for Community Purpose Policy ⇩
7.	Community Planning Policy ⇩
8.	Historical Collection Guideline Policy ⇩
9.	Smart City Innovative Proposals Policy ⇩
10.	ANZAC Day Commemmoration Policy ⇩
11.	International Relations Policy ⇩
12.	Ipswich City Council Advertising Spending Policy ⇩
13.	Event Sponsorship Policy ⇩
14.	Gifts, Benefits and Hospitality Policy ⇩
15.	Corporate Security Camera Policy ⇩
16.	Safe City Monitoring System Policy ⇩
17.	International Relations Policy ⇩
18.	Ipswich City Council Advertising Policy ⇩
19.	Event Sponsorship Policy ⇩
20.	Gifts, Benefits and Hospitality Policy ⇩
21.	Corporate Security Camera Policy ⇩
22.	Safe City Program Policy ⇩
23.	Internal Event Services Policy ⇩
24.	Civic Event Policy ⇩

Anne Eves

Business Improvement Officer

I concur with the recommendations contained in this report.

Ben Pole

General Manager - Community, Cultural and Economic Development

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5733271

ITEM: 10

SUBJECT: Adoption of amendments to the Operational Plan 2019-2020

AUTHOR: Corporate Planning Officer

DATE: 20 August 2019

Executive Summary

This is a report concerning the adoption of amendments to the Operational Plan 2019-2020 to align with current service framework.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the proposed amendments to the Operational Plan 2019-2020 be adopted.

RELATED PARTIES

There are no related party matters associated with this report.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

In accordance with section 174 and 175 of the Local Government Regulation 2012 (the Regulation) a local government must, for each financial year, prepare and adopt an Operational Plan. The deliverables of the Operational Plan 2019-2020 have been developed to identify the activities that Council will undertake to progress the implementation of the 2017-2022 Corporate Plan during the next 12 month period and manage the operational risks associated with its implementation as required under section 175 of the Regulation.

Following adoption of the Operational Plan text in June 2019, while preparing the plan for publishing it was noted that the plan requires amending to align with the new service framework. This edit allows an opportunity for additional formatting and grammatical changes. The substantive change proposed is:

As adopted:

Theme: Listening, Leading and Financial Management

Goal 5: Visionary and accessible leadership is provided that consults and communicates on key decisions and delivers sound financial management and good governance outcomes

Strategy 1: The Mayor and Councillors represent the Ipswich community and provide strong visionary leadership

Key Action: 5.1 The accessibility to and the visibility of the Mayor and Councillors are maintained. (9.6/1.1)

Outcome: 5.1.2 Mayor’s office and electorate offices have capacity, resources and visibility within the community.

Deliverable: Provide support, resources, training and up to date information about Council activities and initiatives to electorate offices in order to maintain high standards of service delivery.

Suggested Change

Theme: Listening, Leading and Financial Management

Goal 5: Visionary and accessible leadership is provided that consults and communicates on key decisions and delivers sound financial management and good governance outcomes

Strategy 1: The Mayor and Councillors represent the Ipswich community and provide strong visionary leadership

Key Action: 5.1 The accessibility to and the visibility of the Mayor and Councillors are maintained. (9.6/1.1)

Outcome: 5.1.2 ~~Mayor’s office and e~~Elected members have capacity, resources and ~~visibility~~ are accessible within the community.

Deliverable: Provide support, resources~~, training~~ and up to date information about Council activities and initiatives to via multiple channels including Council’s online presence and physical Council facilities across the city ~~customer contact centres~~ in order to maintain high standards of service delivery.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

· Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

This amended report is to mitigate potential risk of an incorrect action being included in the Operational Plan 2019-2020.

Financial/RESOURCE IMPLICATIONS

There are no resourcing or budget implications.

COMMUNITY and OTHER CONSULTATION

The Operational Plan 2019-2020 deliverables were prepared in partnership with the General Managers from all departments. Feedback / advice regarding the proposed text edit was sought from the Manager, Executive Services, General Manager, Coordination and Performance and General Manager, Corporate Services. Response to this request provided the proposed text and support for the change.

Executive Services was consulted and approved the amendments to the wording of the action to align with current council process.

Conclusion

The Operational Plan 2019-2020 was developed in consultation with all Council departments. The proposed change to text is a result of Council’s new service framework. The proposed change is supported by internal stakeholders.

Attachments and Confidential Background Papers

1.	ICC Operational Plan 2019-2020 (amended) ⇩

Stephanie Hoffmann

Corporate Planning Officer

I concur with the recommendations contained in this report.

Noelle Hudson

Corporate Planning Manager

I concur with the recommendations contained in this report.

Sean Madigan

General Manager - Coordination and Performance

“Together, we proudly enhance the quality of life for our community”

Governance Committee

Meeting Agenda

10 September

2019

Doc ID No: A5750847

ITEM: 11

SUBJECT: Councillor Integrity Policy Package

AUTHOR: Manager Executive Services

DATE: 28 August 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

A. That the policy titled “Councillor-Staff Interaction Policy” as detailed in Attachment 1, be adopted.

B. That the policy titled “Representation of the City at Official Functions Policy” as detailed in Attachment 2, be adopted.

C. That the policy titled “Meetings Procedures Policy” as detailed in Attachment 3, be adopted.

D. That the policy titled “Investigations Policy” as detailed in Attachment 4, be adopted.

E. That the policy titled “Election Caretaker Period Policy, as detailed in Attachment 5, be adopted.

F. That the amended policy titled “Councillor Expenses Reimbursement and Administrative Support Policy”, as detailed in Attachment 6, be adopted.

G. That the amended policy titled “Councillor Contact with Lobbyists, Developers and Submitters Policy” as detailed in Attachment 7, be adopted.

H. That the amended policy titled “Councillor Capture and Retention of Public Records Policy” as detailed in Attachment 8, be adopted.

I. That the policy titled “Citywide and Divisional Allocations Policy”, as detailed in Attachment 9, be repealed.

J. That the policy titled “Councillors Acceptable Requests Guidelines for Advice or Information Policy”, as detailed in Attachment 10, be repealed.

K. That the policy titled “Teleconferencing Arrangements for Meetings of Council Policy”, as detailed in Attachment 11, be repealed.

L. That the policy titled “Floral Tributes Policy” as detailed in Attachment 12, be repealed.

RELATED PARTIES

There are no related parties identified in this report.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Transformation Project #13 – Return to Elected Representation has been given the responsibility to create leading practice frameworks and tools to best manage communication between Councillors, Council officers and the community, and how the new elected representatives could be most effectively serviced, from an administrative support perspective, by Council officers.

The review of current practices identified that a number of current policies required significant review or replacement to ensure that a clear alignment between the Local Government and Public Sector Ethics Principles and Council process exists.

In formulating these documents, significant research has been undertaken on similar documents throughout Australia, with the aim of ensuring that the new policies meet the standard of leading practice that Council is striving to achieve.

To complement the already adopted Councillor Code of Conduct, five (5) new policies and four (4) amended policies make up the Councillor Integrity Policy Package as follows:

New Policies

Attachment 1 - Councillor-Staff Interaction Policy

Attachment 2 - Representation of the City at Official Functions Policy

Attachment 3 - Meetings Procedures Policy

Attachment 4 - Investigations Policy

Attachment 5 - Election Caretaker Period Policy

Amended Policies

Attachment 6 - Councillor Expenses Reimbursement and Administrative Support Policy

Attachment 7 - Councillor Contact with Lobbyists, Developers and Submitters Policy

Attachment 8 - Councillor Capture and Retention of Public Records Policy

Gifts, Benefits and Hospitality Policy (to be considered as part of a separate report).

The amendments to the Gifts, Benefits and Hospitality Policy are being presented for Council consideration separately as part of a Community, Cultural and Economic Development report titled “Review of Policies – Community, Cultural and Economic Development” submitted to this round of Committee.

It was identified that a conflict will occur between the newly adopted Gifts, Benefits and Hospitality Policy and the “to be adopted” Event Sponsorship Policy regarding Council’s zero benefit stance on the acceptance and use of free tickets. The amendment to the Gifts, Benefits and Hospitality Policy will enable the consideration of acceptance and use of free tickets under specific circumstances as outlined in the Event Sponsorship Policy.

Policies for Repeal

As a result of the creation of these new policies, a number of older policies are now obsolete and may be repealed. See table below in support of the repeal of these policies:

POLICY NAME	JUSTIFICATION FOR REPEAL
Citywide and Divisional Allocations Policy	With the role of a Councillor being defined to set the strategic direction of the whole of the city and with further legislative changes to occur around discretionary funding, the requirement to allocate individual monetary capital budgets for each Councillor is no longer considered consistent with open and transparent governance.
Councillors Acceptable Requests Guidelines for Advice or Information Policy	A new policy “Councillor-Staff Interaction Policy” has been created. Refer Attachment 1.
Teleconferencing Arrangements for Meetings of Council	This policy has now been captured as part of the new Meetings Procedures Policy. Refer Attachment 3.
Floral Tributes Policy	There is no legislative requirement for Council to have a policy to manage the presentation of a Floral Tribute. This will be changed to an Administrative Directive.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Local Government Regulation 2012

Public Sector Ethics Act 1994

RISK MANAGEMENT IMPLICATIONS

The new integrity based policy package for Councillors sets leading practice standards for all incoming Councillors to ensure that good governance, ethical and legal behaviour standards and transparent and effective processes are in place, providing a clear benchmark for all interactions between Councillors, Council officers and members of the community.

The Crime and Corruption Commission Operation Windage report highlighted several areas of concern related to non-compliance with council policies and procedures. This integrity package addresses several of the findings made and places more appropriate and transparent controls around the risk areas. The Councillor Integrity Policy Package also further addresses Recommendation 2 contained within the report.

Without these leading practice standards in place there is a risk of incoming Councillors returning to the poor governance and corruption risks that ultimately led to the dismissal of the Ipswich City Council in August 2018.

Financial/RESOURCE IMPLICATIONS

The implementation of the Councillor Integrity Policy Package will see significant savings to the ratepayers of Ipswich in the form of:

· Centralised, shared administrative support to replace individual, high cost offices and all the associated staffing; equipment and stationery; rental and security costs.

· Appropriate allowance for vehicle usage that places a control on Council costs while ensuring that Councillors are able to select a vehicle to meet their personal needs and still be fairly compensated for their transportation costs as a Councillor. This also avoids issues relating to damage and customisation which had been the cause of expense and administrative cost in the past.

· Appropriate travel guidelines for Councillors to ensure that any travel for official business will provide a quantifiable benefit for the City of Ipswich.

COMMUNITY and OTHER CONSULTATION

With the Local Government principles of transparent and effective processes, and decision-making in the public interest at the forefront of any decisions, Council presented this suite of documents to the Transparent Governance Community Reference Group for consideration and feedback. The group was supportive of the content of the new policies with a general agreement that the documents provided an accountable and transparent set of guidelines for the incoming Councillors.

The Interim Administrator and Chief Executive Officer have been instrumental in the development of these policies for consideration.

The policy package has also been endorsed by the Executive Leadership Team.

Conclusion

Council is embracing leading practice by formulating a suite of policy documents that clearly outline the mechanisms that will be in place to support and guide all incoming Councillors in the execution of their duties as an elected representative for the City of Ipswich. The policy documents will assist all Councillors by clearly defining:

· what is considered to be an appropriate level of interaction between Councillors and Council employees and the level of support to be provided to assist with the execution of a Councillor’s duties;

· the Councillor’s responsibilities as they relate to the representation of the city at official functions;

· meeting protocol standards;

· processes that will apply to investigations and determinations of a complaint about the alleged inappropriate conduct of a Councillor that has been referred by the Independent Assessor; and

· the management of interactions with lobbyists, developers and submitters.

Most importantly, the Councillors Integrity Policy Package is a concise reference guide of policies that will ensure that Ipswich City Council and its elected representatives not only meets but can exceed the community’s high expectations as they relate to good governance, transparency and ethical behaviour, particularly the responsible management of public monies.

Attachments and Confidential Background Papers

1.	Councillor-Staff Interaction Policy ⇩
2.	Representation of the City at Official Functions Policy ⇩
3.	Meetings Procedures Policy ⇩
4.	Investigations Policy ⇩
5.	Election Caretaker Period Policy ⇩
6.	Councillor Expenses Reimbursement and Administrative Support Policy ⇩
7.	Councillor Contact with Lobbyists, Developers and Submitters Policy ⇩
8.	Councillor Capture and Retention of Public Records Policy ⇩
9.	Citywide and Divisional Allocations Policy ⇩
10.	Councillors' Acceptable Requests Guidelines for Advice or Information Policy ⇩
11.	Teleconferencing Arrangements for Meetings of Council Policy ⇩
12.	Floral Tributes Policy ⇩