IPSWICH

CITY

COUNCIL

 

 

AGENDA

 

 

of the

 

 

Governance Committee

 

 

Held in the Council Chambers

2nd floor – Council Administration Building

45 Roderick Street

IPSWICH QLD 4305

 

 

On Tuesday, 12 November 2019

At 12.30 pm or within any period of time up to a maximum of 10 minutes after the conclusion of the Environment Committee.


 

MEMBERS OF THE Governance Committee

Interim Administrator

Greg Chemello (Chairperson)

 

 


Governance Committee

Meeting Agenda

12 November

2019

 

Governance Committee AGENDA

12.30 pm or within any period of time up to a maximum of
10 minutes after the conclusion of the Environment Committee,

on Tuesday, 12 November 2019

Council Chambers

 

Item No.

Item Title

Page No.

1

Review of Policies - Infrastructure and Environment Department

12

2

Review of Compliance and Animal Management Policies - Planning and Regulatory Services Department

62

3

Review of Policies - Community, Cultural and Economic Development

73

4

2020 January to March Council and Committee Meeting Calendar

158

5

Monthly Performance Report - September 2019

162

6

Queensland Audit Office Final Management Report 2018-2019

172

7

Quote or Tender Consideration Plan: Cohga Spatial Software

193

8

Annual Land Valuations - Effective 30 June 2020

198

9

**Sale of Land for Overdue Rates and Charges GC 121119

202

10

**Contract for Telecommunication Services

207

** Item includes confidential papers

 


Governance Committee NO. 11

 

12 November 2019

 

AGENDA

 

 

1.             Review of Policies - Infrastructure and Environment Department

This is a report concerning a review of policies relating to Council’s management of key environmental and open space elements. This review was undertaken in accordance with Council’s Policy and Procedure 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A.             That the policies detailed in Table 1, be repealed.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.

 

2.             Review of Compliance and Animal Management Policies - Planning and Regulatory Services Department

This is a report concerning the policies relating to the Compliance, Health and Animal Management 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 following policies be repealed:

Name of Policy          

Attachment

Use of Offence Detection Cameras and Devices Policy

1

 

B:                   That the following policies be adopted:

Name of Policy          

Attachment

Animal Management Policy

2

Compliance and Enforcement Policy

3

 


 

3.             Review of Policies - Community, Cultural and Economic Development

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.

 

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 new policies detailed in Table 3 be adopted.

TABLE 1 – Policies to be repealed

Name of Policy

Adopted at Council

Attachment Number

Home Assist Operations Policy

17 August 2010

1

Home Assist Complaints, Disputes and Review of Decision Policy

24 May 2010

2

Home Assist Consumer Contributions Policy

24 May 2016

3

Home Assist Referral Policy

24 May 2010

4

Home Assist Lawn Maintenance Repayment Policy

18 November 2008

5

Home Assist Minor Home Maintenance Client Repayment Policy

2 July 2003

6

Home Assist Privacy and Confidentiality Policy

24 May 2010

7

Home Assist Refusal of Service Policy

17 May 2011

8

Home Assist Residential Tenancy, Rooming Accommodation and Boarding Policy

20 September 2011

9

Home Assist Secure Allocations Policy

24 May 2016

10

Cultural Policy for Ipswich Policy

21 February 2007

11

Community Facilities Policy

1 July 1988

12

W.G. Hayden Humanities Centre Operations Policy

24 May 2010

13

Community Centre Operating Model Policy

27 February 2018

14

Sport and Recreation Facility Use Management Policy

25 February 2014

15

TABLE 2 – Amended Policies

Name of Policy

Adopted at Council

Attachment Number

Customer Service Policy - Current

26 May 2015

16

Customer Service Policy - Proposed

 

17

Library Services Policy - Current

27 February 2018

18

Library Services Policy - Proposed

 

19

Ipswich Art Gallery Exhibitions Policy - Current

27 January 2005

20

Ipswich Art Gallery Exhibitions Policy - Proposed

 

21

City of Ipswich Collection Policy - Current

21 March 2014

22

Ipswich Art Gallery Collection Policy - Proposed

 

23

Volunteer Management Policy - Current

23 October 2015

24

Volunteer Management Policy - Proposed

 

25

TABLE 3 – New Policies

Name of Policy

Attachment Number

Arts and Cultural Policy

26

Communities Facilities and Operating Model Policy

27

 

4.             2020 January to March Council and Committee Meeting Calendar

This is a report concerning the meeting dates for council and committee meetings for January to March 2020.

 

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A.             That the 2020 Council and Committee Meeting Calendar dates, as detailed in Attachment 1, be adopted.

B.             That the Chief Executive Officer be authorised to amend the 2020 Council and Committee Meeting dates if required.

C.             That in accordance with section 277(1) of the Local Government Regulation 2012, the Committee Manager co-ordinate the submission of a public notice to appear in the local newspaper in December 2019 advising of the days and times of when Council’s Ordinary Meetings and Ordinary Meetings of its Standing Committees for January to March 2020 will be held.

 

5.             Monthly Performance Report - September 2019

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

 

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

 

6.             Queensland Audit Office Final Management Report 2018-2019

This is a report concerning the Queensland Audit Office findings and recommendations from the 2018-2019 audit of Ipswich City Council.

 

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the 2018-2019 final management report for Ipswich City Council, as detailed in Attachment 1 of the report by the Principal Financial Accountant dated 4 November 2019, be considered by the Governance Committee and referred to the Audit and Risk Committee and Chief Executive Officer for follow up and implementation of the recommendations.

 

7.             Quote or Tender Consideration Plan: Cohga Spatial Software

This is a report concerning a Quote or Tender Consideration Plan to identify providers that have been classified as a sole or unique service provider to Council.

 

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A.             That Council (Interim Administrator of Ipswich City Council) resolve to prepare a Quote or Tender Consideration Plan for Cohga (Weave) spatial software suite in accordance with section 230(1)(a) of the Local Government Regulation 2012.

B.             That Council (Interim Administrator of Ipswich City Council) resolve to adopt the Quote or Tender Consideration Plan for Cohga (weave) spatial software suite as outlined in the report by the Business Support Manager dated 16 October 2019 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

C.             That Council (Interim Administrator of Ipswich City Council) resolve to enter into a contract with Cohga P/L for the provision of the Weave application suite on the terms described in the report by the Business Support Manager dated 16 October 2019.

D.             That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with Cohga P/L to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

 

8.             Annual Land Valuations - Effective 30 June 2020

This is a report concerning advice from the Valuer-General regarding annual valuations effective 30 June 2020 for the Ipswich local government area.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

9.             **Sale of Land for Overdue Rates and Charges GC 121119

This is a report by the Treasury Accounting Manager dated 23 October 2019 concerning properties that are eligible for Sale of Land for overdue rates and charges under Chapter 4 –Rates and Charges, Part 12 – Overdue Rates and Charges, Section 140 of the Local Government Regulation 2012.

As part of the ongoing property rates arrears recovery activities, properties have been identified as being eligible for sale of land for overdue rates and charges.  The total overdue rates and charges associated with these properties is currently $81,165.

All attempts to resolve this matter for these properties has been unsuccessful to date.

 

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A.          That it is satisfied that:

i)     There are overdue rates or charges on the properties at:

a.        11 Belleglade Avenue, BUNDAMBA  QLD  4304; and

b.        142 Equestrian Drive, YAMANTO  QLD  4305; and

c.        8 McLeod Street, BASIN POCKET  QLD  4305; and

d.        2/45 Blaxland Crescent, REDBANK PLAINS  QLD  4301; and

e.        18 Whitehill Road, NEWTOWN  QLD  4305; and

f.         12 Marcel Street, EAST IPSWICH  QLD  4305; and

g.        38 Toongarra Road, LEICHHARDT  QLD  4305; and

h.        156 Old Ipswich Road, RIVERVIEW  QLD  4303; and

i.         19 Highbury Drive, REDBANK PLAINS  QLD  4301; and

j.         39-41 Duncan Street, CHUWAR  QLD  4306; and

ii)   The liability to pay rates or charges is not subject of court proceedings; and

iii)  Some or all of the overdue rates or charges have been overdue for at least 3 years.

B.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 11 Belleglade Avenue, BUNDAMBA QLD 4304 (more properly described as Lot 102 on Registered Plan 98668) in accordance with the Local Government Regulation 2012, as some or all of the overdue rates or charges have been overdue for at least 3 years.

C.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 142 Equestrian Drive, YAMANTO  QLD  4305 (more properly described, as Lot 178 Registered Plan 852417) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

D.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 8 McLeod Street, BASIN POCKET  QLD  4305 (more properly described, as Lot 29  Registered Plan 126794) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

E.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 2/45 Blaxland Crescent, REDBANK PLAINS  QLD  4301 (more properly described, as Lot 2 Survey Plan 198183) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

F.              That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 18 Whitehill Road, NEWTOWN  QLD  4305 (more properly described, as Lot 18 Registered Plan 24208) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

G.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 12 Marcel Street, EAST IPSWICH QLD 4305 (more properly described, as Lot 14 Registered Plan 80179 to depth 30.48m) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

H.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 38 Toongarra Road, LEICHHARDT  QLD  4305 (more properly described, as Lot 2 Registered Plan 85285) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

I.               That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 156 Old Ipswich Road, RIVERVIEW  QLD  4303 (more properly described, as Lot 2 Registered Plan 813070) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

J.              That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at, 19 Highbury Drive, REDBANK PLAINS  QLD  4301  (more properly described, as Lot 33 Registered Plan 198885) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

K.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 39-41 Duncan Street, CHUWAR (more properly described, as Lot 85 Registered Plan 133612) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

 

10.           **Contract for Telecommunication Services

This is a report by the Interim Information and Communications Technology Manager concerning the contractual arrangement for Telecommunications Services for Ipswich City Council (Council).

 

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A.             That Council (Interim Administrator of Ipswich City Council), in accordance with section 234 of the Local Government Regulation 2012 (exception for LGA arrangement), approve for the provision of Telecommunication Services with Telstra Corporate Limited as detailed in the report by the Business Support Manager 22 October 2019.

B.             That Council (Interim Administrator of Ipswich City Council) enter into a contract for the provision of Telecommunication Services with Telstra Corporate Limited as detailed in the report by the Business Support Manager dated 22 October 2019.

C.             That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

  

** Item includes confidential papers

and any other items as considered necessary.


Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5843209

 

ITEM:              1

SUBJECT:        Review of Policies - Infrastructure and Environment Department

AUTHOR:       Senior Planning Officer (Strategic Conservation Planning)

DATE:              15 October 2019

 

 

Executive Summary

This is a report concerning a review of policies relating to Council’s management of key environmental and open space elements. This review was undertaken in accordance with Council’s Policy and Procedure 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 – Policies to Repeal

Name of Policy

Adopted at Council

Attachment Number

Urban Forest Policy

13 May 2014

1

Ipswich Enviroplan Program and Levy Policy

4 December 2018

2

Desired Standards of Service for Leash Free Dog Areas

14 November 2017

3

Free Plant Policy

4 September 2012

4

Environmental Protection Policy

27 February 2018

5

Parks, Streetscapes and Open Space Irrigation Policy

15 August 2018

6

 

TABLE 2 – Policies to adopt

Name of Policy

Attachment Number

Urban Forest Policy

7

Ipswich Enviroplan Program and Levy Policy

8

Desired Standards of Service for Leash Free Dog Areas

9

 

RELATED PARTIES

There are no related parties associated with this report.

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

Advance Ipswich Theme

Caring for the environment

Purpose of Report/Background

The Infrastructure and Environment 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 managing key environmental and open space elements as outlined below.

Policy

Decision Sought

Rationale for Decision

Attachment

Urban Forest 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.

 

Policies were also reviewed as part of Business Transformation Project #13 and changes made to address Councillor involvement.

Current : 1

Proposed : 7

Ipswich Enviroplan Program and Levy Policy

Current: 2

Proposed: 8

Desired Standards of Service for Leach Free Dog Areas

Current: 3

Proposed: 9

Free Plant Policy

Repeal

Policy does not meet the definition of a policy, as outlined in the Framework. The existing policy content has been incorporated into an Administrative Directive using the new template. New text was added to clarify the directive statement, and add text to new sections scope, roles and responsibilities, monitoring and evaluation, definitions.

 

Provision of indoor plants for community functions has been removed based on consideration of the costs and benefits to Council.

 

In accordance with the Framework, the Chief Executive Officer will approve the new directive once the policy is repealed.

 

The new directive was developed with regard to Business Transformation Project #13 including removal of Councillor and Mayor discretionary allocation.

Current: 4

 

Environmental Protection Policy

 

 

 

Repeal

 

Policies do not meet the definition of a policy, as outlined in the Framework. The existing policy content has been incorporated into an Administrative Directive using the new template. New text was added to clarify the directive statement, and add text to new sections scope, roles and responsibilities, monitoring and evaluation, definitions.

 

In accordance with the Framework, the Chief Executive Officer will approve the new directive once the policy is repealed.

 

Policies were also reviewed as part of Business Transformation Project #13 and changes made to address Councillor involvement.

Current: 5

Parks, Streetscapes and Open Space Irrigation Policy

Current: 6

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions: Local Government Act 2009

Local Government Regulation 2012

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.

Financial/RESOURCE IMPLICATIONS

Associated financial implications for the governance document review and update are contained within operational budgets for the Infrastructure and Environment Department.

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:

 

·    Business Transformation Project #9 ‘Policies, Procedures and Local Laws’ team

·    Business Transformation Project #13 ‘Return to Elected Representation’ team

·    Branch and Section Managers and subject area experts from:

Works & Field Services

Environment & Sustainability

Infrastructure Strategy

City Design

Development Planning

Animal Management & Ranger Service

Performance

Business Services and Support

 

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

 

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 (e.g. 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.

Conclusion

In accordance with Council’s adopted Policy and Procedure Management Framework, the Infrastructure and Environment Department have undertaken a review of policies relating to managing key environmental and open space elements. Results of this review are summarised and presented for Council’s consideration. 

Attachments and Confidential Background Papers

 

1.

Urban Forest Policy

2.

Ipswich Enviroplan Program and Levy Policy

3.

Desired Standards of Service for Leash Free Dog Areas

4.

Free Plant Policy

5.

Environmental Protection Policy

6.

Parks, Streetscapes and Open Space Irrigation Policy

7.

Updated Urban Forest Policy

8.

Updated Ipswich Enviroplan Program and Levy Policy

9.

Updated Desired Standards of Service for Leash Free Dog Area

 

Darryl Porche

Senior Planning Officer (Strategic Conservation Planning)

I concur with the recommendations contained in this report.

Phil Smith

Acting Principal Officer (Natural Resources)

I concur with the recommendations contained in this report.

Kaye Cavanagh

Manager, Environment and Sustainability

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

12 November

2019

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Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5821626

 

ITEM:              2

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

AUTHOR:       Policy Officer

DATE:              24 October 2019

 

 

Executive Summary

This is a report concerning the policies relating to the Compliance, Health and Animal Management 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/s

That the Interim Administrator of Ipswich City Council resolve:

A.             That the following policies be repealed:

Name of Policy          

Attachment

Use of Offence Detection Cameras and Devices Policy

1


B:             That the following policies be adopted:

Name of Policy          

Attachment

Animal Management Policy

2

Compliance and Enforcement Policy

3

 

RELATED PARTIES

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

Advance Ipswich Theme

Listening, leading and financial management.

Purpose of Report/Background

 

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

 

The report seeks Council’s approval to repeal and adopt policies relating to Compliance, and Animal Management functions.

Animal management

The Department has identified the following policies relating to Animal Management for adoption as outlined below:

 

Policy and Summary

Decision Sought

Justification

Animal Management Policy

 

The policy applies to Council’s decision making based on principles of community safety, minimising nuisance and responsibly managing animals in our care.

New

New policy proposed

 

The Policy provides alignment between Council’s strategic goals that have been outlined in Advance Ipswich and the Corporate Plan, and the operational practices and processes relevant to the Animal Management service.

 

COMpliance

The Department has identified the following policies relating to Compliance functions for adoption and repeal as outlined below:

 

Policy and Summary

Decision Sought

Justification

Compliance and Enforcement Policy

 

The policy applies to the investigation and enforcement of alleged potential breaches of laws administered by Council.

New

New policy proposed

 

The policy will provide clear guidelines and protocols for council staff in the management of compliance activities.

Use of Offence Detection Cameras and Devices Policy

 

This policy applies to the use of offence detection cameras and devices for the purpose of gathering evidence relating to offences against the legislation.

Repeal

No longer required

Legislation and Council-wide policy exists about information privacy.

There is a current procedure relating to the installation of cameras which will be amended to reflect the changes to the new procedure template.

Legal/Policy Basis

 

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

Local Government Act 2009 & Local Government Regulation 2012

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.

There is a further risk in that the proposed repeal and adoption either leaves a policy framework gap, or does not provide the desired policy framework.  These recommendations have been reviewed by officers in consideration of these risks, and in the event that issues are identified in the future, further modifications may be required.

Financial/RESOURCE IMPLICATIONS

The financial and resource implications of the review of 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.

COMMUNITY and OTHER CONSULTATION

Consultation has been undertaken with all 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 Regulatory Services Branch, Development Planning Branch, and Engineering and Environmental Health Branch of the Planning and Regulatory Services Department, all of whom agreed that the Compliance and Enforcement Policy should be adopted.

·    All internal stakeholders support that the Use of Offence Detection Cameras and Devices Policy be redrafted into a procedure and associated recommendations as outlined in this report.

Animal Management

·    Branch and Section Manager within the Regulatory Services Branch of the Planning and Regulatory Services Department, both of whom agreed that Animal Management Policy should be adopted.

Conclusion

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

Attachments and Confidential Background Papers

 

1

Use of Offence Detection Cameras and Devices Policy

2

Animal Management Policy

3

Compliance and Enforcement Policy

 

Liz Whelan

Policy Officer

I concur with the recommendations contained in this report.

Graeme Kane

Compliance Manager

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

12 November

2019

Item 2 / Attachment 1

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Meeting Agenda

12 November

2019

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Meeting Agenda

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2019

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Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5857219

 

ITEM:              3

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

AUTHOR:       Business Improvement Officer

DATE:              22 October 2019

 

 

Executive Summary

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.

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

C.   That the new policies detailed in Table 3 be adopted

TABLE 1 – Policies to be repealed

Name of Policy

Adopted at Council

Attachment Number

Home Assist Operations Policy

17 August 2010

1

Home Assist Complaints, Disputes and Review of Decision Policy

24 May 2010

2

Home Assist Consumer Contributions Policy

24 May 2016

3

Home Assist Referral Policy

24 May 2010

4

Home Assist Lawn Maintenance Repayment Policy

18 November 2008

5

Home Assist Minor Home Maintenance Client Repayment Policy

2 July 2003

6

Home Assist Privacy and Confidentiality Policy

24 May 2010

7

Home Assist Refusal of Service Policy

17 May 2011

8

Home Assist Residential Tenancy, Rooming Accommodation and Boarding Policy

20 September 2011

9

Home Assist Secure Allocations Policy

24 May 2016

10

Cultural Policy for Ipswich Policy

21 February 2007

11

Community Facilities Policy

1 July 1988

12

W.G. Hayden Humanities Centre Operations Policy

24 May 2010

13

Community Centre Operating Model Policy

27 February 2018

14

Sport and Recreation Facility Use Management Policy

25 February 2014

15

TABLE 2 – Amended Policies

Name of Policy

Adopted at Council

Attachment Number

Customer Service Policy - Current

26 May 2015

16

Customer Service Policy - Proposed

 

17

Library Services Policy - Current

27 February 2018

18

Library Services Policy - Proposed

 

19

Ipswich Art Gallery Exhibitions Policy - Current

27 January 2005

20

Ipswich Art Gallery Exhibitions Policy - Proposed

 

21

City of Ipswich Collection Policy - Current

21 March 2014

22

Ipswich Art Gallery Collection Policy - Proposed

 

23

Volunteer Management Policy - Current

23 October 2015

24

Volunteer Management Policy - Proposed

 

25

TABLE 3 – New Policies

Name of Policy

Attachment Number

Arts and Cultural Policy

26

Communities Facilities and Operating Model Policy

27

 

 

RELATED PARTIES

There are no related parties associated with this report.

ADVANCE IPSWICH THEME

Caring for the community

Purpose of Report/Background

The Community, Cultural and Economic Development 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, amend and/or adopt policies relating to:

COMMUNITY DEVELOPMENT

The Department have identified eleven (11) policies relating to Community Development for repeal and/or adoption as outlined below:

 

 

Policy

Decision Sought

Rationale for Decision

Attachment

Home Assist Operations Policy

Repeal

The ten (10) Home Assist policies are to be repealed and replaced by the ‘Home Assist Administrative Directive’ which was endorsed by ELT on 30 October 2019 and with CEO approval confirmed on 1 November. 

Home Assist is funded entirely through external grants received from the State and Federal Governments, with current funding totalling approximately $1.4 million per annum as per the agreement. If the grant was to disappear council would not provide this service anymore.

Some of these policies are no longer reflective of service demand, or no longer require specific formal governance arrangements. Several other policies are considered to be better suited to a procedure format, which will allow for more responsive, flexible adjustment in accordance with client and community needs or contractual requirements.

1

Home Assist Complaints, Disputes and Review of Decision Policy

Repeal

2

Home Assist Consumer Contributions Policy

Repeal

3

Home Assist Referral Policy

Repeal

4

Home Assist Lawn Maintenance Repayment Policy

Repeal

5

Home Assist Minor Home Maintenance Client Repayment Policy

Repeal

6

Home Assist Privacy and Confidentiality Policy

Repeal

7

Home Assist Refusal of Service Policy

Repeal

8

Home Assist Residential Tenancy, Rooming Accommodation and Boarding Policy

Repeal

9

Home Assist Secure Allocations Policy

Repeal

10

 

 

 

Volunteer Management Policy

Adopt

Policy has been transferred to the new policy template and additional fields completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.

Current: 24

Proposed: 25

Ipswich Art Gallery

The Department has identified two (2) policies relating to the Art Gallery to be adopted.

Policy

Decision Sought

Rationale for Decision

Attachment

Ipswich Art Gallery Exhibitions Policy

Adopt

Policy was updated to bring it up to contemporary industry standards. Policy has been transferred to the new policy template and additional fields completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.

Current: 20

Proposed: 21

Ipswich Art Gallery Collection Policy

Adopt

Policy was updated to bring it up to contemporary industry standards.

 

Policy name changed from ‘City of Ipswich Collection Policy’ to ‘Ipswich Art Gallery Collection Policy’ as the name will align with contemporary standards at other public galleries and councils.

 

Policy has been transferred to the new policy template and additional fields completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.

Current: 22

Proposed: 23

Library and Customer Services

The Department has identified two (2) policies relating to Libraries and Customer Services to be adopted.

Policy

Decision Sought

Rationale for Decision

Attachment

Customer Service Policy

Adopt

Policy expanded to incorporate council’s commitment to their customers and what staff can expect from their customers.

Policy has been transferred to the new policy template and additional fields completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.

Current: 16

Proposed: 17

Library Services Policy

Adopt

Existing policy content reviewed and no changes required. Policy has been transferred to the new policy template and additional fields completed which includes roles and responsibilities, monitoring and evaluation and key stakeholders.

Current: 18

Proposed: 19

Sports and Recreation

The Department has identified five (5) policies relating to Sport and Recreation for repeal and/or adoption as outlined below:

Policy

Decision Sought

Rationale for Decision

Attachment

Community Facilities and Operating Model Policy

Adopt

New policy created to combine the  following policies:

·    Community Facilities Policy

·    W.G. Hayden Humanities Centre

·    Community Centre Operating Model Policy

27

Community Facilities Policy

Repeal

Policy content has been incorporated into the new ‘Community Facilities and Operating Model Policy

12

W.G. Hayden Humanities Centre

Repeal

Policy content has been incorporated into the new ‘Community Facilities and Operating Model Policy

13

Community Centre Operating Model Policy

Repeal

Policy content has been incorporated into the new ‘Community Facilities and Operating Model Policy

14

Sport and Recreation Facility Use Management Policy

Repeal

Policy information incorporated into the new Property Services ‘Tenure Over Council Property Policy’ which was adopted by Council on 29 October 2019.

15

Destination Development

The Department has identified two (2) policies relating to Destination Development for repeal and/or adoption as outlined below:

Policy

Decision Sought

Rationale for Decision

Attachment

Arts and Cultural Policy

Adopt

New policy created to support the city’s Arts and Cultural Strategy.

26

Cultural Policy for Ipswich

Repeal

Policy no longer required as information is captured in the Arts and Cultural Policy.

11

Legal/Policy Basis

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

Local Government Act 2009

Local Government Regulation 2012

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.

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.

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:

Home Assist Policies

·    Community Development Manager and the Home Assist Program Coordinator within Community, Cultural and Economic Development. Further stakeholder consultation was not required as the Home Assist Program is funded entirely through external grants received from the State and Federal Governments.

Volunteer Management Policy

·    Policy was reviewed by relevant staff within Community Development and the Volunteer Management Panel. Policy will be reviewed within the next term of elected members and relevant stakeholder consultation will occur.

Ipswich Art Gallery Exhibitions Policy, Ipswich Art Gallery Collection Policy

·    Ipswich Art Gallery Director and related staff within the Art Gallery. Further stakeholder consultation was not required.

Library Services Policy

·    Manager Libraries and Customer Services and relevant library staff. All agreed and supported the changes to the policy.

Customer Service Policy

·    All branch and Section Managers - Community, Cultural and Economic Development

·    Relevant staff – Libraries

·    Relevant staff - Customer Service Centre

·    Complaint Management Unit – Corporate Services

·    TP9 – Policies, Procedures and Local Laws

·    All agreed and supported the changes to the policy.

Arts and Cultural Policy/ Cultural Policy for Ipswich Policy

·    All branch and Section Managers and related staff within Community, Cultural and Economic Development.

·    TP9 – Policies, Procedures and Local Laws

·    All agreed with repealing the Cultural policy and supported the development of the new policy.

Communities Facilities and Operating Model Policy/Community Facilities Policy/W.G. Hayden Humanities Centre Operations Policy/Community Centre Operating Model Policy

·    Property Services – Corporate Services

·    Legal and Governance – Corporate Services

·    Community Development - Community, Cultural And Economic Development

·    Infrastructure Strategy and City Maintenance – Infrastructure and Environment

·    TP9 – Policies, Procedures and Local Laws

·    All agreed with repealing the related policies and supported the development of the new policy.

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 consideration.

Attachments and Confidential Background Papers

 

1.

Home Assist Operations Policy

2.

Home Assist Complaints, Disputes and Review of Decision Policy

3.

Home Assist Consumer Contributions Policy

4.

Home Assist Referral Policy

5.

Home Assist Lawn Maintenance Repayment Policy

6.

Home Assist Minor Home Maintenance Repayment Policy

7.

Home Assist Privacy and Confidentiality Policy

8.

Home Assist Refusal of Service Policy

9.

Home Assist Residential Tenancy Rooming Accommodation and Boarding Policy

10.

Home Assist Secure Allocations Policy

11.

Cultural Policy for Ipswich

12.

Community Facilities Policy

13.

W.G. Hayden Humanities Centre Operations Policy

14.

Community Centre Operating Model Policy

15.

Sport and Recreation Facility Use Management Policy

16.

Customer Service Policy - Current

17.

Customer Service Policy - Proposed

18.

Library Services Policy - Current

19.

Library Services Policy - Proposed

20.

Ipswich Art Gallery Exhibitions Policy - Current

21.

Ipswich Art Gallery Exhibitions Policy - Proposed

22.

City of Ipswich Collection Policy - Current

23.

Ipswich Art Gallery Collection Policy - Proposed

24.

Volunteer Management Policy - Current

25.

Volunteer Management Policy - Proposed

26.

Arts and Cultural Policy

27.

Communities Facilities and Operating Model 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

12 November

2019

Item 3 / Attachment 1.

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Governance Committee

Meeting Agenda

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2019

 

Doc ID No: A5869401

 

ITEM:              4

SUBJECT:        2020 January to March Council and Committee Meeting Calendar

AUTHOR:       Committee Manager

DATE:              29 October 2019

 

 

Executive Summary

This is a report concerning the meeting dates for council and committee meetings for January to March 2020.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

A.             That the 2020 Council and Committee Meeting Calendar dates, as detailed in Attachment 1, be adopted.

B.             That the Chief Executive Officer be authorised to amend the 2020 Council and Committee Meeting dates if required.

C.             That in accordance with section 277(1) of the Local Government Regulation 2012, the Committee Manager co-ordinate the submission of a public notice to appear in the local newspaper in December 2019 advising of the days and times of when Council’s Ordinary Meetings and Ordinary Meetings of its Standing Committees for January to March 2020 will be held.

RELATED PARTIES

Not applicable.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Each year council adopts a meeting calendar setting out the dates and times of all Council Ordinary Meetings and meetings of its Standing Committees.

As the local government elections are being held in March 2020, a calendar has been prepared to include meeting dates until this date. Any meetings beyond March 2020 will be decided by the new council and a report will be submitted to council at that time.

A point to note is that there will be no committee meetings held in January 2020 however in accordance with section 257 of the Local Government Regulation 2012, there will be an Ordinary meeting of council.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

Ordinary meetings of council are required to be held each month under the Local Government Regulation and meetings of council’s standing committees can be held at the times and places decided by the committee.

In accordance with section 277 of the Local Government Regulation 2012, Council is required to publish a notice of the days and times when its ordinary meetings and ordinary meetings of its standing committees will be held.

The risk involved in not adopting these meeting dates is that the community is not informed of future dates and staff will not have a guiding document by which to plan reports required to be adopted by council.

Financial/RESOURCE IMPLICATIONS

Not applicable.

COMMUNITY and OTHER CONSULTATION

The Chief Executive Officer and the Interim Administrator have been consulted in the preparation of this report including consultation in relation to the meeting dates.

Conclusion

The 2020 January to April Council and Committee Meeting Calendar has been prepared to inform staff and the community of meeting dates for the relevant period.

Attachments and Confidential Background Papers

 

1.

2020 Jan to April Council and Committee Calendar dates

 

Vicki Lukritz

Committee Manager

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

I concur with the recommendations contained in this report.

David Farmer

Chief Executive Officer

 

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


Governance Committee

Meeting Agenda

12 November

2019

Item 4 / Attachment 1.

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Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5880312

 

ITEM:              5

SUBJECT:        Monthly Performance Report - September 2019

AUTHOR:       Finance Manager

DATE:              4 November 2019

 

 

Executive Summary

This is a report concerning Council performance for the period ending 30 September 2019, submitted in accordance with section 204 of the Local Government Regulation 2012.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

RELATED PARTIES

There are no related party matters associated with this report.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

The attached report shows the financial results for whole of council for September. Overall the net operating results (excluding capital revenue) for the Year to Date (YTD) is a deficit of $2.4m against a budget deficit of $4.6m. Operating Revenues were on budget whilst operating expenses were under budget by $2.2m.

Commentary and analysis of the results is included in the report. Items to note include:

·    In addition to the impacts on revenue as a result of growth and utilities charges, town planning and development fees are below budget YTD by $634k (14%), partially offset by increases in other fees and charges.  Indications from the planning department is that this is a result of the downturn in the industry. Further analysis and monitoring will be undertaken with the planning department to further understand if this is likely to be a sustained position.

 

·    Material and services expenses make up the largest underspend to date and continues to relate to service contracts due to drier conditions.

 

·    Capital revenue from developer contribution and donated asset is still behind budget and will be monitored.

 

·    Capital expenditure on the CBD in the month exceeded the monthly budget due to the construction commencement and is now nearly in line with YTD forecast expenditure.

 

·    Cash held continues in line with forecasted cash balances.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

The implications of the financial results YTD will be monitored by management and any changes or risks to Council’s forecast position will be considered as part of Council’s budget amendments, including the previous risks highlighted in relation to rates growth, utility charges and town planning and development fees.

Financial/RESOURCE IMPLICATIONS

There are no specific financial implications as a result of this report.

COMMUNITY and OTHER CONSULTATION

The contents of this report did not require any community consultation. Analysis and explanations of the variances is undertaken in conjunction with the various Departments.

Conclusion

The monthly performance report for September 2019 is included at Attachment 1.

Attachments and Confidential Background Papers

 

1.

Monthly Performance Report - September 2019

 

Jeffrey Keech

Finance 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

12 November

2019

Item 5 / Attachment 1.

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Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5882977

 

ITEM:              6

SUBJECT:        Queensland Audit Office Final Management Report 2018-2019

AUTHOR:       Principal Financial Accountant

DATE:              4 November 2019

 

 

Executive Summary

This is a report concerning the Queensland Audit Office findings and recommendations from the 2018-2019 audit of Ipswich City Council.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the 2018-2019 final management report for Ipswich City Council, as detailed in Attachment 1 of the report by the Principal Financial Accountant dated 4 November 2019, be considered by the Governance Committee and referred to the Audit and Risk Committee and Chief Executive Officer for follow up and implementation of the recommendations.

RELATED PARTIES

There are no related parties.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

 

The Queensland Audit Office (QAO) has completed its audit of Ipswich City Council for the 2018-2019 financial year.  The Auditor-General has now written to the Interim Administrator providing a copy of the final management report comprising a summary of issues formally reported to management relating to internal controls and financial reporting matters for attention.

 

Section 213 of the Local Government Regulation 2012 provides as follows:

 

(1)      This section applies if the auditor-general gives the mayor of a local government a copy of the auditor-general’s observation report about an audit of the local government’s financial statements.

(2)      An auditor-general’s observation report, about an audit of a local government’s financial statements, is a report about the audit prepared under section 54 of the Auditor-General Act 2009 that includes observations and suggestions made by the auditor-general about anything arising out of the audit.

(3)      The mayor must present a copy of the report at the next ordinary meeting of the local government.

 

The management report for Ipswich City Council will be formally presented by the Interim Administrator at the next Council Ordinary meeting on 19 November 2019 as required by section 213 of the Regulation.  The summary of issues detailed in the final management report were also detailed in the Queensland Audit Office Closing Report presented to Audit and Risk Management Committee on the 9 October 2019 for their consideration and further recommendations as to follow-up action.

 

A significant deficiency was raised by QAO regarding guarantees provided by Ipswich City Council in relation to contractual arrangements entered into by Cherish the Environment Foundation Ltd in 2015 and that Council had not obtained the Treasurer’s approval to provide such guarantees under the Statutory Financial Arrangements Act.  Council acknowledges the issues raised by the QAO and that approval was not obtained by the former CEO before signing the guarantees in 2015. Council has drafted a letter to the Department notifying them of the arrangements and the issue raised by QAO.

Legal/Policy Basis

 

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

Local Government Act 2009

Local Government Regulation 2012

Australian Accounting Standards

RISK MANAGEMENT IMPLICATIONS

The QAO has raised the above significant deficiency and other internal control and reporting issues that require action and implementation by management to ensure effective controls, processes and procedures and continued improved governance, to minimise the risk of misstatement in the financial statements, non-compliance with policies and procedures or inappropriate use of public resources.

Financial/RESOURCE IMPLICATIONS

There are no budget implications as a result of this report.

COMMUNITY and OTHER CONSULTATION

The final management report for Ipswich City Council will be formally presented by the Interim Administrator at the next Council Ordinary meeting on 19 November 2019.

Conclusion

Following the annual audit of Ipswich City Council’s financial statements by the Queensland Audit Office the attached final management report is submitted to the Governance Committee for their consideration and further recommendations as to follow-up action.

The final management report includes observations and suggestions made by the auditor-general about anything arising out of the audit.

Attachments and Confidential Background Papers

 

1.

ICC - Final Management Report - 30 Oct 19 Final 002

 

Barbara Watson

Principal Financial Accountant

I concur with the recommendations contained in this report.

Jeffrey Keech

Finance 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

12 November

2019

Item 6 / Attachment 1.

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Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5845981

 

ITEM:              7

SUBJECT:        Quote or Tender Consideration Plan: Cohga Spatial Software

AUTHOR:       Business Support Manager

DATE:              16 October 2019

 

 

Executive Summary

This is a report concerning a Quote or Tender Consideration Plan to identify providers that have been classified as a sole or unique service provider to Council.

RECOMMENDATION

That the Interim Administrator of Ipswich City Council resolve:

A.             That Council (Interim Administrator of Ipswich City Council) resolve to prepare a Quote or Tender Consideration Plan for Cohga (Weave) spatial software suite in accordance with section 230(1)(a) of the Local Government Regulation 2012.

B.             That Council (Interim Administrator of Ipswich City Council) resolve to adopt the Quote or Tender Consideration Plan for Cohga (weave) spatial software suite as outlined in the report by the Business Support Manager dated 16 October 2019 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

C.             That Council (Interim Administrator of Ipswich City Council) resolve to enter into a contract with Cohga P/L for the provision of the Weave application suite on the terms described in the report by the Business Support Manager dated 16 October 2019.

D.             That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with Cohga P/L to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

 

RELATED PARTIES

 

Cohga Pty Ltd

405/443 Little Collins St, Melbourne VIC 3000

ABN 30 121 137 808

No conflict of interest/s declared by either party (Council and Cohga)

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

 

Over time, Council has made significant investment into ICT spatial information systems.  Council now boasts a robust and industry leading spatial platform which offers Council staff and customers a wide range of spatial functionality, that subsequently supports many aspects of Council services from strategic planning through to daily operations, as well as an increasing array of consumer solutions.

 

In 2016, as part of Council’s investment and rationalisation of its spatial suite, and in particular decommissioning of legacy applications, a highly functional platform was provisioned, capable of meeting Council’s current and future needs.

 

Over recent years, the benefits of and opportunities from access to rich information delivered spatially have come to the fore and Council has become more reliant on the ability to access information in this way on a day to day basis.  The legacy applications previously commissioned by Council were very limited with regard to how they were able to access and deliver information spatially, in a managed and efficient manner.  This resulted in a requirement for a more efficient and effective solution.

 

Council invested effort in investigating current industry options and application agnostic solutions to enable users to benefit from more efficient use of information through a spatial interface.  In addition, consideration was given to the ability of Council to continuously improve integration and access to location based information through the solutions implemented into the future.  The solution had to be capable of supporting increasing data sets and increasing use by large numbers of staff and external customers better than the historic proprietary based solutions.  Ideally the preference was for a solution that was efficient to use, low maintenance, application independent with an industry standard delivery method and a data management focus.

 

Council undertook a comprehensive market scan, approached a number of suppliers via an Expression of Interest (EOI), and completed a transparent evaluation process to determine the most cost effective provider.  Through the investigation process, it became evident that there were two standout solutions that were most suitable to Council’s requirements.  The solution chosen was Weave by Cohga, an integration suite with excellent opportunities to integrate with Council’s existing data and processes.  A Proof of Concept was undertaken to ensure that a good fit for the business was achievable and a full implementation ensued through 2016.

 

At the time, other options considered included Pitney Bowes – Exponare, Chartis Technologies – Intramaps and Google Earth.  The evaluation process defined a clear option for recommendation based on both cost and functionality.  The investment made to date into the Weave Suite is $227,230 ex GST, in addition to operational effort by the ICT Spatial Team.

 

The continued utilisation of the existing Weave Suite requires Council to renew the licensing maintenance and support agreement.  To achieve this, the Quote or Tender Consideration Plan for the Weave Spatial Software Agreement has been prepared in accordance with section 230(1) (b) of the Local Government Regulation 2012.

Legal/Policy Basis

 

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

 

The following general risks and mitigation strategies have been identified in relation to continuation of the annual maintenance agreement of the Weave Suite.

 

Financial Risk

Risk Level

Likelihood

Possible

Low

Consequence

Minimal

A financial risk exists in the event that the Vendor ceases product support.

Mitigation:

This product is industry best practice and is used by a large user base in many areas of government locally and internationally.  The likelihood that this will happen is very low.  Cohga has a world-wide reputation and is well respected in the industry.

 

Legal/ Governance Risk

Risk Level

Likelihood

N/A

N/A

Consequence

N/A

There is no perceived Legal/ Governance risk.

 

Political/ Reputation Risk

Risk Level

Likelihood

N/A

N/A

Consequence

N/A

There is no perceived Political / Reputation Risk

 

Environmental/ Public Health Risk

Risk Level

Likelihood

N/A

N/A

Consequence

N/A

There is no perceived Environmental or Public Health Risk

 

Workplace Health & Safety Risk

Risk Level

Likelihood

N/A

NA

Consequence

N/A

There is no WH&S Risk.

 

Service Delivery/ Business Continuity Risk

Risk Level

Likelihood

Unlikely

Low

Consequence

Minimal

There is a very low perceived delivery/ business continuity risk in relation to this suite, this has now been in use for three (3) years without significant concerns.

Mitigation: Not required.

 

Cyber Security, security & Confidentiality Risk

Risk Level

Likelihood

Unlikely

Low

Consequence

Minimal

There is no specific perceived Cyber Security, Security or Confidentiality Risk.

Mitigation:  

ICT practices and Firewalls provide sufficient mitigation for this application through our network security.

Financial/RESOURCE IMPLICATIONS

This Quote or Tender Consideration Plan presents the procurement objectives and recommendations to provide continued maintenance and support for the Suite, and seeks approval to enter into a continuing annual agreement with an existing industry specialist partner, with an expected value of $95,000 ex GST per annum as an ongoing operational cost.

No FTE implications, as is an implemented solution. 

COMMUNITY and OTHER CONSULTATION

The contents of this report did not require any community consultation.

Conclusion

A Quote or Tender Consideration Plan has been prepared for adoption by council for providers which have been identified as sole or unique suppliers

 

Fiona Byrnes

Business Support Manager

I concur with the recommendations contained in this report.

Tony Welsh

Interim Information and Communications Management and Support 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

12 November

2019

 

Doc ID No: A5857804

 

ITEM:              8

SUBJECT:        Annual Land Valuations - Effective 30 June 2020

AUTHOR:       Treasury Accounting Manager

DATE:              22 October 2019

 

 

Executive Summary

This is a report concerning advice from the Valuer-General regarding annual valuations effective 30 June 2020 for the Ipswich local government area.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

RELATED PARTIES

There are no related party issues to consider in relation to this report.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Valuations are determined by the Valuer General (VG) and are provided to Councils for rating purposes.  In July 2019 Ipswich City Council (Council) responded to a request from the VG seeking Council’s view on the need for an annual valuation effective 30 June 2020, for the Ipswich local government area.

As in previous years, Council responded to the VG, requesting that annual valuations be undertaken.  Council’s response highlighted that with the forecast levels of growth for the Ipswich area, that annual valuations will greatly assist Council in moderating the effects of valuation changes on ratepayers.

Council’s response also highlighted that the VG’s recent practise of only providing annual valuations every second year, which has been the case since 2013, has resulted in numerous Ipswich suburbs receiving significant movements in valuation but only every second year.  The effects of these large valuation movements may have been reduced had valuations been provided annually.

Attachment 1 is the response from the VG indicating his decision not to provide an annual valuation for the Ipswich local government area for 2020.  The decision of the VG is premised on a market survey for the local government area, Council’s response to the VG and consultation with appropriate local and industry groups.  The details of the consultation received from “appropriate local and industry groups” is not detailed in the letter from the VG.

Legal/Policy Basis

 

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

Land Valuation Act 2010

Local Government Act 2009

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

Council have made the VG aware that providing valuations annually would greatly assist Council in moderating the effects of valuation changes on individual ratepayers.

Whilst the valuations are provided by the VG to Council for the purposes of rating, it is Council who then carries the reputation risks that are associated with the variability in rating outcomes, which result from large and usually disproportionate valuation changes across the City.

To moderate impacts on ratepayers, Council will need to consider the continued use valuation Averaging and rate Capping in the development of the 2020‑2021 Budget.

Financial/RESOURCE IMPLICATIONS

There are no financial implications as a result of this report.  Existing valuations from 2019‑2020 will be used as the basis of calculation for the 2020‑2021 rates revenue.

COMMUNITY and OTHER CONSULTATION

The contents of this report did not require any community consultation.

Conclusion

Rates modelling for 2020-2021 will be developed using the valuations provided for 2019‑2020.  Capping and Averaging will again continue to be important considerations in the development of 2020-2021 rating policies.


 

 

Attachments and Confidential Background Papers

 

1.

Annual Valuation effective 30 June 2020 - Decision by the Valuer-General

 

Paul Mollenhauer

Treasury Accounting Manager

I concur with the recommendations contained in this report.

Jeffrey Keech

Finance 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

12 November

2019

Item 8 / Attachment 1.

PDF Creator 


Governance Committee

Meeting Agenda

12 November

2019

 

Doc ID No: A5861140

 

ITEM:              9

SUBJECT:        Sale of Land for Overdue Rates and Charges GC 121119

AUTHOR:       Treasury Accounting Manager

DATE:              23 October 2019

 

 

Executive Summary

This is a report by the Treasury Accounting Manager dated 23 October 2019 concerning properties that are eligible for Sale of Land for overdue rates and charges under Chapter 4 –Rates and Charges, Part 12 – Overdue Rates and Charges, Section 140 of the Local Government Regulation 2012.

As part of the ongoing property rates arrears recovery activities, properties have been identified as being eligible for sale of land for overdue rates and charges.  The total overdue rates and charges associated with these properties is currently $81,165.

All attempts to resolve this matter for these properties has been unsuccessful to date.

Recommendations

That the Interim Administrator of Ipswich City Council resolve:

A.          That it is satisfied that:

i)    There are overdue rates or charges on the properties at:

a.        11 Belleglade Avenue, BUNDAMBA  QLD  4304; and

b.        142 Equestrian Drive, YAMANTO  QLD  4305; and

c.        8 McLeod Street, BASIN POCKET  QLD  4305; and

d.        2/45 Blaxland Crescent, REDBANK PLAINS  QLD  4301; and

e.        18 Whitehill Road, NEWTOWN  QLD  4305; and

f.         12 Marcel Street, EAST IPSWICH  QLD  4305; and

g.        38 Toongarra Road, LEICHHARDT  QLD  4305; and

h.        156 Old Ipswich Road, RIVERVIEW  QLD  4303; and

i.         19 Highbury Drive, REDBANK PLAINS  QLD  4301; and

j.         39-41 Duncan Street, CHUWAR  QLD  4306; and

ii)   The liability to pay rates or charges is not subject of court proceedings; and

iii)  Some or all of the overdue rates or charges have been overdue for at least 3 years.

B.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 11 Belleglade Avenue, BUNDAMBA QLD 4304 (more properly described as Lot 102 on Registered Plan 98668) in accordance with the Local Government Regulation 2012, as some or all of the overdue rates or charges have been overdue for at least 3 years.

C.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 142 Equestrian Drive, YAMANTO  QLD  4305 (more properly described, as Lot 178 Registered Plan 852417) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

D.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 8 McLeod Street, BASIN POCKET  QLD  4305 (more properly described, as Lot 29  Registered Plan 126794) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

E.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 2/45 Blaxland Crescent, REDBANK PLAINS  QLD  4301 (more properly described, as Lot 2 Survey Plan 198183) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

F.              That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 18 Whitehill Road, NEWTOWN  QLD  4305 (more properly described, as Lot 18 Registered Plan 24208) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

G.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 12 Marcel Street, EAST IPSWICH QLD 4305 (more properly described, as Lot 14 Registered Plan 80179 to depth 30.48m) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

H.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 38 Toongarra Road, LEICHHARDT  QLD  4305 (more properly described, as Lot 2 Registered Plan 85285) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

I.               That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 156 Old Ipswich Road, RIVERVIEW  QLD  4303 (more properly described, as Lot 2 Registered Plan 813070) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

J.              That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at, 19 Highbury Drive, REDBANK PLAINS  QLD  4301  (more properly described, as Lot 33 Registered Plan 198885) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

K.             That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 39-41 Duncan Street, CHUWAR (more properly described, as Lot 85 Registered Plan 133612) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

RELATED PARTIES

For the purposes of related party disclosures the Interim Administrator and Senior Managers should consider the properties listed in Recommendation A.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

 

·        Under Part 12 – Overdue Rates and Charges, Division 3 – Selling or acquiring land for overdue rates and charges, of the Local Government Regulation 2012, the properties may now be sold by auction for the recovery of overdue rates and charges in terms of section 140(1)(c)(i).

·        Recovery action has been implemented in accordance with Council’s Rate Recovery Policy (reminder letters, contact letters, and telephone contact where able).  Legal action has been taken where deemed appropriate.

·        During the past quarter, several properties owned by pensioners are now such that the overdue of rates and charges have become greater than 3 years.  This report does not include any such pensioner owned eligible properties.  A review of the Rates Recovery Policy is currently being undertaken and any properties owned by pensioners with greater than 3 years of overdue rates and charges, will be considered following the completion of that policy review.

When Council resolves to sell land for overdue rates and charges the land owners are notified of such action by a ‘notice of intention to sell’ signed by the Chief Executive Officer. If the rates and charges remain outstanding 3 months after such notice was sent to the land owner, the Council is able to commence sale of the land.

Legal/Policy Basis

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

Local Government Act 2009

Local Government Regulation 2012

Rates Recovery Policy

RISK MANAGEMENT IMPLICATIONS

If the land is not sold at auction, or to the highest bidder by agreement after negotiation, the land is taken to have been sold to Council at the auction at the reserve price (section 143(4) of the Local Government Regulation 2012).

Council recognises that the sale of land for overdue rates and charges is an undesirable but at times a necessary process associated with its rating powers under the Local Government Act 2009.

The resolutions of this report could ultimately lead to the sale of properties, if all overdue rates and charges as well as expenses are not paid prior to the sale.  This represents a potential reputational risk for Council where the possible displacement of a property owner may be perceived as an unjust outcome.

In recent years it has been Council’s experience that where a property is the subject of a current mortgage, the mortgage holder will generally take steps to pay the overdue rate and charges to avoid the property being sold.  Noting that 8 of 10 properties recommended for sale in this report are the subject of a mortgage.

Financial/RESOURCE IMPLICATIONS

There are no significant financial implications as a result of this report.  Activities related to the sale of properties for overdue of rates and charges form part of the business as usual activities of the Finance Branch.  In the event that a property is sold for the recovery of overdue of rates and charges, Council is able to recover its costs of the sale process and the outstanding rates and charges.

As outlined in the risks, if the land is not sold at auction or after, Council is taken to have been sold the land which would have financial outlays to Council.

COMMUNITY and OTHER CONSULTATION

No community consultation has been undertaken in relation to this report as these matters are of statutory nature under the Local Government Regulation 2012.

Conclusion

Under the Local Government Act 2009, Council is empowered with the responsibility to levy and collect rates to fund the cost of providing services to the City.  The onus is on the registered owner of a property to ensure rates are paid.

As all previous efforts to resolve the matter of outstanding rates on properties referred to in the Confidential Background Papers (Attachments 1 and 2) have been unsuccessful, the sale of land process will ensure rates owing to Council are paid. 


 

 

Attachments and Confidential Background Papers

 

 

CONFIDENTIAL

1.

Background Information  

2.

Details of Rates  

 

Paul Mollenhauer

Treasury Accounting Manager

I concur with the recommendations contained in this report.

Jeffrey Keech

Acting General Manager - Corporate Services

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

12 November

2019

 

Doc ID No: A5857997

 

ITEM:              10

SUBJECT:        Contract for Telecommunication Services

AUTHOR:       Business Support Manager

DATE:              22 October 2019

 

 

Executive Summary

This is a report by the Interim Information and Communications Technology Manager concerning the contractual arrangement for Telecommunications Services for Ipswich City Council (Council).

RECOMMENDATION

That the Interim Administrator of Ipswich City Council resolve:

A.             That Council (Interim Administrator of Ipswich City Council), in accordance with section 234 of the Local Government Regulation 2012 (exception for LGA arrangement), approve for the provision of Telecommunication Services with Telstra Corporate Limited as detailed in the report by the Business Support Manager 22 October 2019.

B.             That Council (Interim Administrator of Ipswich City Council) enter into a contract for the provision of Telecommunication Services with Telstra Corporate Limited as detailed in the report by the Business Support Manager dated 22 October 2019.

C.             That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

 

RELATED PARTIES

There were no declaration of conflicts of interest.

Advance Ipswich Theme

Listening, leading and financial management

 

 

Purpose of Report/Background

 

A.                                    In September 2017, Council entered into a three (3) year contractual Business Services Arrangement (BSA) with Telstra Corporation Pty Ltd (Telstra) for Telecommunications Services, utilising Local Buy Contract BUS238-0813. 

B.                                     Following contract refresh activities conducted by Local Buy in 2019, a new Telecommunication Services contract has been established under contract number NPN1.18, with an updated BSA agreement applicable to this new contract. 

C.                                     Council’s current annual spend in the Telecommunications Services category is approximately $1.8 - $2 million/year covering the following services:

·    Fixed and Mobile Voice Services

·    Data Services

·    Mobile Radio Services

·    Internet Hosting Services

·    Telephony Products, and

·    Associated Professional Services

D.                                     

E.                                     Benefits of a New Agreement

F.                                      

G.                                    There are a number of advantages to Council entering into the revised BSA with Telstra, under the new Local Buy agreement NPN1.18, including a projected cost reduction across Opex and Capex by ~ $150,000/year.  These include:

·    Actual realised savings across the Mobile and Mobile data fleet (currently approx. 1000 services Council wide) – 10-15%

·    Increased data allowance for mobile phone and data plans, supporting an increasing mobile workforce, without incurring excess data charges.

·    Access to the Bluewater billing system included in the SIM cost per month.  Currently Council uses the TIF allowance for this subscription. Bluewater platform is an expense management and reporting tool for mobile devices, providing reporting and transparency for Council resources. This is ~ $60k/year benefit to ICC (Capex – as is an infrastructure fund). 

·    Increased data allowances across all data services, including NBN, with no associated increased cost.

·    Increased data allowance for Telstra Internet Direct (TID) services with no increased cost. 

·    Additional Intra account call cost reductions, reducing call costs to and from Council services ie. – desk phone to mobile

·    Allows Council to leverage additional innovative ICT technologies that are not available under the current contract.

·    Enables Council to access updated Telstra pricing, which will be applicable for the whole 3 years of this agreement, without the need to renew again within a shortened timeframes.

 


H.                                    Ongoing benefits also include:

·    Strengthening the mutually beneficial partnership with Telstra which has enabled Council to progressively reduce its Telecommunication costs, while increasing Service volume and value to Council and Community. 

·    Telstra continue to waive a number of monthly charges relating to 1300 diversion costs and GWIP fees for mobile technologies, saving ICC $8000/month.

·    Continued best service coverage for mobile phones in the remoter areas of the municipality,

·    Towers tested under disaster conditions with coverage considered to be adequate.

·    Minimise business disruption, including business critical functions such as internet and GWIP services, and

·    Leverage best in class industry leading technology.

·    Wavering of all cancellation fees of upgrading from old pricing to new pricing.

·    Ensures Ipswich City Council is more closely aligned with the timing of the latest prices offerings by Telstra.  Updated BSA will become available July 2022.  ICC agreement will be due to expire November 2022.

·    NPN 1.18 has additional benefits not offered in previous contracts, that all updated pricing is to flow through within the contract term, and not wait for the new BSA to be signed to achieve savings.

Legal/Policy Basis

 

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

I.                                        

J.                                      A risk analysis has been undertaken in relation to this report, with potential risks assessed identified as medium, due to the requirement for these services.  Risk is associated with the cost of the engagement, not the products, or requirement.

K.                                      

L.                                      The risk of not approving the recommendation is financial only, and not a level of service or service availability.  This financial risk will increase if there is a requirement to run dual services in multiple sites, as we begin to transition to the new Library/s, while still maintaining the current site/s.

Financial/RESOURCE IMPLICATIONS

M.                                   

N.                                    There are no financial implications.  The operational costs associated with this agreement is an existing item within the ICT operational budget.

O.                                     

P.                                     There is a projected savings of ~ $150,000/year by entering into the updated agreement.  This is a mixture of Opex and Capex savings.

Q.                                     

R.                                     Resource implications will be the ICT Business Support Manager who will oversee to ensure the correct pricing is applied and backdated to the Contract execution date.

COMMUNITY and OTHER CONSULTATION

The contents of this report did not require any community consultation.

Conclusion

S.                                      

T.                                     Council will achieve greater value for money by entering into the new 36 month BSA, leveraging new market offerings by Telstra utilising Local Buy Contract NPN1.18.  Although the current BSA does not expire until August 2020, Council will not incur any penalties and the additional service benefits can be realised immediately.

Attachments and Confidential Background Papers

 

1.

Confirmation of No Early Termination Payments by Telstra

2.

General Conditions of Contract for the Supply of Telecommunications Services LGA Arrangement NPN1.18 - letter for signing by the approved Delegated Authority

3.

Mobile phone fleet account analysis with projected savings for the Mobile component of the offering

4.

Whole Of Business Agreement between Local Buy and Telstra.  Outlines the service offerings, prices and terms and conditions

 

 

 

CONFIDENTIAL

5.

Correspondence with Legal outlining the requirements and recommendations  

 

Fiona Byrnes

Business Support Manager

I concur with the recommendations contained in this report.

Tony Welsh

Interim Information and Communications Management and Support 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

12 November

2019

Item 10 / Attachment 1.

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Governance Committee

Meeting Agenda

12 November

2019

Item 10 / Attachment 2.

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Governance Committee

Meeting Agenda

12 November

2019

Item 10 / Attachment 3.

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Governance Committee

Meeting Agenda

12 November

2019

Item 10 / Attachment 4.

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