Item No.	Item Title	Page No.
14	Review of Policies - Infrastructure and Environment Department	4
15	Review of Policies - Corporate Services Department	10
16	Review of Policies - People and Culture Branch, Corporate Services	86

Governance Committee NO. 12

3 December 2019

LATE REPORTS

14. Review of Policies - Infrastructure and Environment Department

This is a report concerning a review of policies relating to Council’s management of Council Fleet Assets. 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:

That the policies detailed in Table 1, be repealed.

15. Review of Policies - Corporate Services Department

This is a report concerning the review of policies relating to the functions of the Legal and Governance and Finance Branches of Corporate 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 adopted, as amended.

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

C. That the policies detailed in Table 3, be repealed.

16. Review of Policies - People and Culture Branch, Corporate Services

This is a report concerning the review of policies relating to the functions of the People and Culture Branch, Corporate Services, 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A. That the policies detailed in Table 1, be repealed.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 in Table 2, be adopted.

** Item includes confidential papers

and any other items as considered necessary.

Governance Committee

Meeting Agenda

3 December

2019

Doc ID No: A5917540

The Chairperson has determined this matter is of real urgency and approval has been given to refer this report to the Governance Committee as a late item.

ITEM: 14

SUBJECT: Review of Policies - Infrastructure and Environment Department

AUTHOR: Ipswich Fleet Manager

DATE: 20 November 2019

Executive Summary

RECOMMENDATION

That the Interim Administrator of Ipswich City Council resolve:

That the policies detailed in Table 1, be repealed.

TABLE 1 – Policies to Repeal

Name of Policy	Adopted at Council	Attachment Number
Ipswich City Council Light Vehicle Policy	19 July 2006	1
Private Use of Councils Motor Vehicles Policy	28 July 2015	2
Motor Vehicle Fleet – Replacement of Vehicles Policy	19 May 1999	3

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

Listening, leading and financial management

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.

The following policies have been identified for repeal:

Policy	Rationale for Decision	Attachment
Ipswich City Council Light Vehicle Policy	These policies do not meet the definition of a policy, as outlined in the adopted Policy and Procedure Management Framework. The existing policy content has been incorporated into an Administrative Directive that was endorsed by the Executive Leadership Team on 3 October 2019 and is now sitting with the Chief Executive Officer for final approval.	Current: 1
Private Use of Council Motor Vehicles Policy		Current: 2
Private Use of Council Motor Vehicle Policy		Current: 3

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:

o Fleet Services Branch

o Business Services and Support

o Business Accounting and Asset Management

All internal stakeholders support the presentation of these policies and associated recommendations as outlined in this report. There were no external stakeholders identified as requiring consultation.

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 Councils Fleet assets which are presented for Council’s consideration.

Attachments and Confidential Background Papers

1.	Ipswich City Council Light Vehicle Policy ⇩
2.	Private Use of Council Motor Vehicles Policy ⇩
3.	Motor Vehicle Fleet - Replacement of Vehicle Policy ⇩

Mark Sines

Ipswich Fleet Manager

I concur with the recommendations contained in this report.

Charlie Dill

General Manager - Infrastructure and Environment

I concur with the recommendations contained in this report.

Sean Madigan

General Manager - Coordination and Performance

I concur with the recommendations contained in this report.

Greg Chemello

Interim Administrator

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

Governance Committee

Meeting Agenda

3 December

2019

Doc ID No: A5921781

The Chairperson has determined this matter is of real urgency and approval has been given to refer this report to the Governance Committee as a late item.

ITEM: 15

SUBJECT: Review of Policies - Corporate Services Department

AUTHOR: Business Improvement Advisor (Policy)

DATE: 25 November 2019

Executive Summary

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

A. That the policies detailed in Table 1 be adopted, as amended.

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

C. That the policies detailed in Table 3, be repealed.

TABLE 1

Policy

Rationale for Decision

Attachment

Record Keeping Policy

The current Record Keeping Policy was adopted at Council on 4 December 2018. A review of the document has been undertaken with the current policy being transferred to the new template. The only additional information required to be completed was Clause 8 - Monitoring and Evaluation which is required to place the policy in line with the new template requirements.

Current – 1

Amended - 2

Public Interest Disclosure Policy	The current Public Interest Disclosure Policy was adopted at Council on 21 May 2019. A review of the document has been undertaken while being transferred to the new policy template. The only additional information required to be completed was Clause 8 – Monitoring and Evaluation which is required to place the policy in line with the new template requirements.	Current – 3 Amended - 4
Confidentiality Policy	The current Confidentiality Policy was adopted at Council on in 2016. The policy has been reviewed and placed on the new template. The only additional information required to be completed was Clause 8 – Monitoring and Evaluation which is required to place the policy in line with the new template requirements.	Current – 5 Amended - 6
Rates Concession Policy	The attached updates for the existing Rates Concession Policy and Pensioner Remission of Rates Policy are intended to: 1) bring these policies into line with Council new policy format; and 2) includes some minor edits to: a) reflect the requirements for the new policy format; b) update legislative and organisational references; and c) specifically remove references related to prior consultation with Councillors (Rates Concession Policy only).	Current 7 Amended 8
Pensioner Remission of Rates Policy		Current 9 Amended 10

TABLE 2

Policy

Rationale for Decision

Attachment

Information Systems Security (InfoSec) Policy

With this policy, Council seeks to establish and maintain an Information Security Management System (ISMS) that provides for appropriate security and confidentiality of information, information systems, applications and networks owned, leased or operated by all Council users, operations and entities as required to address corporate risks and to satisfy regulatory requirements.

This policy was presented to the ICT Steering Committee on 25 November 2019 and received its endorsement.

Reward for Information Offered by Council Policy

The Reward for Information on Illegal Dumping, Vandalism and Theft Policy has been re-written and re-titled. The current policy allows for residents to provide information to Council on an ad hoc basis and then apply for consideration of payment of a reward. The new policy removes this option. The decision to offer a reward for information will be made by Council following the submission of a committee report by the relevant Department recommending the offer of a reward via public notice. The policy highlights that the offer of a reward is at Council’s discretion.

It is considered that this approach will formalise the process and will provide transparency and accountability around the use of public monies for the provision of rewards.

TABLE 3

Policy	Rationale for Decision	Attachment
Reward for Information on Illegal Dumping, Vandalism and Theft Policy	This policy is to be replaced with the Reward for Information Offered by Council Policy.	13

RELATED PARTIES

There are no related parties associated with this report.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Corporate Services Department is continuing to review policies that fall within its functional responsibility to ensure that they meet the requirements of the Policy and Procedure Management Framework that was adopted by Council on 16 July 2019.

A number of policies only require minimal changes to provide content to new mandatory headings that feature in Council’s adopted policy template. These policies have been presented in Table 1 for amendment.

Two (2) new policies have been created and appear in Table 2 for adoption being:

· Information Systems Security (InfoSec) Policy; and

· Reward for Information Offered by Council Policy

With the Information Systems Security (InfoSec) Policy, Council seeks to establish and maintain an Information Security Management System (ISMS) that provides for appropriate security and confidentiality of information, information systems, applications and networks owned, leased or operated by all Council users, operations and entities as required to address corporate risks and to satisfy regulatory requirements.

The Reward for Information Offered by Council Policy will replace the Reward for Information on Illegal Dumping, Vandalism and Theft Policy and is designed to make this process transparent and accountable rather than having an adhoc approach to the payment of a reward.

Legal/Policy Basis

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

Local Government Act 2009

RISK MANAGEMENT IMPLICATIONS

Financial/RESOURCE IMPLICATIONS

The review of all policies associated with the functions of the Corporate 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 relevant internal stakeholders in relation to the policies presented for adoption.

Conclusion

In accordance with Council’s adopted Policy and Procedure Management Framework, the Corporate Services Department is continuing to review policies that fall within its functional responsibilities to ensure that they meet the standards of transparency, accountability and good governance. The policies presented in this report for Council consideration have been reviewed by internal stakeholders and are considered to meet the required standards.

Attachments and Confidential Background Papers

1.	Record Keeping Policy (Current) ⇩
2.	Record Keeping Policy (Amended) ⇩
3.	Public Interest Disclosure Policy (Current) ⇩
4.	Public Interest Disclosure Policy (Amended) ⇩
5.	Confidentiality Policy (Current) ⇩
6.	Confidentiality Policy (Amended) ⇩
7.	Rates Concession Policy (Current) ⇩
8.	Rates Concession Policy (Amended) ⇩
9.	Pensioner Remission of Rates Policy (Current) ⇩
10.	Pensioner Remission of Rates Policy (Amended) ⇩
11.	Information Systems Security (InfoSec) Policy ⇩
12.	Reward for Information Offered by Council Policy (New) ⇩
13.	Reward for Information on Illegal Dumping, Vandalism and Theft Policy (Repeal) ⇩

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

3 December

2019

Doc ID No: A5925780

The Chairperson has determined this matter is of real urgency and approval has been given to refer this report to the Governance Committee as a late item.

ITEM: 16

SUBJECT: Review of Policies - People and Culture Branch, Corporate Services

AUTHOR: People and Culture Advisor

DATE: 27 November 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 in Table 2, be adopted.

TABLE 1

Policy	Rationale for Decision	Attachment
Reimbursement of Interview Expenses Policy	To be repealed and will be replaced by the Administrative Directive ‘Reimbursement of Interview Expenses’. The replacement to an Administrative Directive was endorsed by ELT on 14 November 2019.	1
Removal Expenses Policy	To be repealed and will be replaced by the Administrative Directive ‘Removal Expenses’. The replacement to an Administrative Directive was endorsed by ELT on 14 November 2019.	2
Council Name Badge Policy	To be repealed and will be replaced by the Administrative Directive ‘Council Name Badge’. The replacement to an Administrative Directive was endorsed by ELT on 14 November 2019.	3
Christmas Leave Policy	To be repealed and will be replaced by the Administrative Directive ‘Christmas Closure’. The renaming and replacement to an Administrative Directive was endorsed by ELT on 14 November 2019.	4
Smoke Free Workplace Policy	To be repealed and will be replaced by the Administrative Directive ‘Smoke Free Workplace’. The replacement to an Administrative Directive was endorsed by ELT on 14 November 2019.	5
Council Corporate Uniform (Non-Compulsory) Office Based Staff Policy	This policy is proposed to be repealed and replaced by a re-written Administrative Directive. The replacement to an Administrative Directive was endorsed by ELT on 21 November 2019.	6
Determination of Department Structures, Descriptions and Position Outlines Policy	This policy is proposed to be repealed and replaced by a re-written Administrative Directive. The replacement to an Administrative Directive was endorsed by ELT on 21 November 2019.	7
Re-Employment of Employees Who Have Received a Termination Payment Under the Terms of the Redundancy Provisions of Council's Enterprise Bargaining Agreement Policy	This policy is proposed to be repealed and replaced by a re-written and renamed Administrative Directive. The existing title of this policy is too large and the current name has been referenced in the statement of the re-developed administrative directive. The renaming and replacement to an Administrative Directive was endorsed by ELT on 21 November 2019.	8
Working with Children Policy	It is proposed to repeal this existing policy as it is outdated and does not satisfy current legislation. It will be replaced by a policy in new format and will keep the same name. The replacement to an updated policy was endorsed by ELT on 21 November 2019.	9

TABLE 2

Policy	Rationale for Decision	Attachment
Working with Children Policy	It is proposed to repeal this existing policy as it is outdated and does not satisfy current legislation. It will be replaced by a policy in new format and will keep the same name. Refer to attachment 9 in regards to ELT endorsement provided.	10

RELATED PARTIES

There are no related parties with this report.

Advance Ipswich Theme

Listening, Leading and Financial Management

Purpose of Report/Background

The People and Culture Branch, Corporate Services Department, has recently undertaken a review of policies that fall within its functional brief.

Legal/Policy Basis

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

Local Government Act 2009

Equal Opportunity in Public Employment Act 1992 (Qld)

Industrial Relations Act 2016 (Qld)

Anti-Discrimination Act 1991 (Qld)

Tobacco and Other Smoking Products Amendment Act 2016 (Qld)

Tobacco and Other Smoking Products Regulation 2010 (Qld)

Tobacco and Other Smoking Products Act 1998 (Qld)

Work Health and Safety Act 2011 (Qld)

Public Sector Ethics Act 1994

Privacy Act 2009

Criminal Code Act 1995

Crime and Corruption Act 2001

Cybercrime Act 2001 (Cth)

SPAM Act 2003 (Cth)

RISK MANAGEMENT IMPLICATIONS

Financial/RESOURCE IMPLICATIONS

The review of all policies associated with the functions of the Corporate 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 relevant internal stakeholders in relation to the policies presented for repeal and/or adoption.

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 that time.

Conclusion

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

Attachments and Confidential Background Papers

1.	Reimbursement of Interview Expenses Policy ⇩
2.	Removal Expenses Policy ⇩
3.	Council Name Badge Policy ⇩
4.	Christmas Leave Policy ⇩
5.	Smoke Free Workplace Policy ⇩
6.	Council Corporate Uniform (Non Compulsory) Office Based Staff Policy ⇩
7.	Determination of Department Structures, Descriptions and Position Outlines Policy ⇩
8.	Re-Employment of Employees Who Have Received a Termination Payment Under the Terms of the Redundancy Provisions of Council's Enterprise Bargaining Agreement Policy ⇩
9.	Working with Children Policy (Existing) ⇩
10.	Working with Children Policy (Redeveloped) ⇩