Council

Meeting Agenda

25 February

2020

Unconfirmed Minutes of Council Ordinary Meeting

28 January 2020

Held in the Council Chambers, Administration Building

45 Roderick Street, Ipswich

The meeting commenced at 9.00 am

The Interim Administrator advised that he is bound to declare Conflict of Interests and potential Conflict of Interests.

ATTENDANCE AT COMMENCEMENT	Steve Greenwood (Interim Administrator)
WELCOME TO COUNTRY OR ACKNOWLEDGEMENT OF COUNTRY	Ipswich City Council respectfully acknowledges the Traditional Owners as custodians of the land upon which we meet. We pay our respects to their elders, past, present and emerging, as the keepers of the traditions, cultures and stories of a proud people.
OPENING PRAYER	Steve Greenwood (Interim Administrator) Let us in silence pray or reflect upon our responsibilities to the people of Ipswich. We meet today to serve our community, to use our resources wisely and well, to represent all members of our community fairly and to make decisions that promote the common good.
APOLOGIES AND LEAVE OF ABSENCE	Nil

Confirmation of Minutes

Confirmation of Minutes of Ordinary Meeting

The Interim Administrator of the Ipswich City Council resolves:

That the Minutes of the Ordinary Meeting held on 10 December 2019 be confirmed.

The motion was put and carried.

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

DECLARATION

The Interim Administrator informed the meeting that he has or could reasonably be taken to have a perceived conflict of interest in Item 25 titled Contract Award – No. 13087 Road Realignment and Signalisation – Marsden Parade, Ipswich.

The nature of the perceived interest is that the recommended tenderer is a member of the Queensland Futures Institute of which he is the Managing Director.

The Interim Administrator confirmed, that as there is no personal or financial benefit to the Interim Administrator, he would participate in the meeting in relation to the matter.

Officers’ Reports

1. Regional Arts Development Fund (RADF) Grant Applications

The Interim Administrator of the Ipswich City Council resolves:

A. That Council (Interim Administrator of Ipswich City Council) approve funding of $6,100 to Fusion Arts towards the development and presentation of the junior musical, The Little Mermaid, as outlined in the report by the Community Grants Coordinator dated 19 December 2019.

B. That Council (Interim Administrator of Ipswich City Council) approve funding of $5,000 to Eugene Gilfedder towards Stage 1 of the Legends of Cocky-Jerry-Jar project, as outlined in the report by the Community Grants Coordinator dated 19 December 2019.

C. That Council (Interim Administrator of Ipswich City Council) approve funding of $8,400 to THAT Production Company towards the Failure to Launch creative development project, as outlined in the report by the Community Grants Coordinator dated 19 December 2019.

The motion was put and carried.

2. Community Donations Report

The Interim Administrator of the Ipswich City Council resolves:

That the report be received and the contents noted.

The motion was put and carried.

3. Community Funding and Support Policy

The Interim Administrator of the Ipswich City Council resolves:

A. That the policy titled Community Grants and In-Kind Assistance Policy as detailed in Attachment 1 to the report by the Community Grants Coordinator dated 8 January 2020, as per Item No. 13 of the City Management, Finance and Community Engagement Committee No. 2018(06) of 19 June 2018, adopted at the Council Ordinary meeting on 26 June 2018, be repealed.

B. That the policy titled Community Donations Policy as detailed in Attachment 2 to the report by the Community Grants Coordinator dated 8 January 2020, as per Item No. 4 of the Governance Committee No. 2019(12) of 3 December 2019, adopted at the Council Ordinary meeting on 10 December 2019, be repealed.

C. That the policy titled Bursaries, Scholarships and Other Funding for Community Purposes Policy as detailed in Attachment 3 to the report by the Community Grants Coordinator dated 8 January 2020, as per Item No. 4 of the Governance Committee No. 2019(12) of 3 December 2019, adopted at the Council Ordinary meeting on 10 December 2019, be repealed.

D. That the policy titled Community Funding and Support Policy as detailed in Attachment 4 to the report by the Community Grants Coordinator dated 8 January 2020, be adopted.

DISCUSSION

The General Manager Community, Cultural and Economic Development provided an overview of the report outlining that this policy is an update to a previous policy. The recommendations are to repeal a number of existing policies that relate to community funding and support and replace those with an updated policy capturing the current intent of these programs. This is an outcome of the transformational projects and is a commitment from council that has been endorsed by the Executive Leadership Team and is the first step towards centralising and streamlining the funding and support programs of council. Listed in the report is a timetable of how council intend to not only streamline but increase the transparency and reporting nature of these programs. Continuing on from the adoption of this policy, will be the adoption of new procedures and a new framework and further public reports to council as to how to continually improve these processes.

The Interim Administrator queried if there would be some community engagement in relation to this policy as most consultation to date has been internal.

The General Manager Economic and Community Development stated that following internal consultation and following the use of a consultant to provide some best practice advice on how to set this up, the recommendations of the team will then be used for community consultation.

The motion was put and carried.

4. Advocacy for Regionally Significant Projects Policy

The Interim Administrator of the Ipswich City Council resolves:

That the Advocacy for Regionally Significant Projects Policy be adopted.

DISCUSSION

The General Manager Community, Cultural and Economic Development provided an overview of the report outlining that again this is an outcome from Business Transformation Project No. 18. He stated that this policy as well as the general procedure has been previously approved and endorsed by the Transformational Project Team , the Interim Management Committee as well as the Executive Leadership Team and that it was important to note that this is one mechanism in a broader framework of how council approach advocacy in the organisation. The policy outlines the priorities of council in this space and sets some expectations as to the roles and responsibilities of officers but also incoming council into the future. The procedure will be a sister component to this policy and will be adopted by the General Manager Coordination and Performance in the near future. They operate within a broader framework which has been previously supported and adopted by the Transformational Project Team as well as the Interim Management Committee.

The Interim Administrator stated that this is quite a significant policy and thanked the team involved who put a lot of work into the policy.

The motion was put and carried.

5. City Heart Cabs Program

The Interim Administrator of the Ipswich City Council resolves:

That the contents of the report by the Community Engagement and Development Manager dated 16 January 2020, be noted.

DISCUSSION

The General Manager Community, Cultural and Economic Development advised that this report was a follow up to a previous request from council to return with legal advice in relation to the continuation, in the interim, of the City Heart Cabs Program whilst a new model for that program is devised.

The motion was put and carried.

6. Moores Pocket / Tivoli Sports Complex

The Interim Administrator of the Ipswich City Council resolves:

That the previous recommendations A and B as per Item No. 8 and adopted at Council Ordinary Meeting 30 May 2017 - Refer: City Works, Parks, Sport and Environment Committee No. 2017(05) of 22 May 2017, be repealed.

DISCUSSION

The General Manager Community Cultural and Economic Development provided an overview of the report outlining that the report is requesting the repeal of a previous commitment of council. The commitment was given to proceed into discussions and negotiations. Advice from officers today is that based on a number of factors, it is not in the best interest of council or the community to continue in that direction.

The Interim Administrator stated that this is one of those situations where council started moving down a certain path some time ago under the previous council and have now had an opportunity to review and revisit that decision. As the report suggests it now may not be beneficial to continue on that path. He stated that this is not an easy decision as he is aware there were expectations created for some organisations in the community however council must make decisions on behalf of the community as a whole.

The motion was put and carried.

7. Delegation of powers to appoint two external independent members and nominate the Chairperson to the Audit and Risk Management Committee

The Interim Administrator of the Ipswich City Council resolves:

A. That the commencement of an external recruitment process for membership of the Audit and Risk Management Committee, be noted.

B. That the Interim Administrator and the Chief Executive Officer appoint two external independent members to the Audit and Risk Management Committee.

C. That the Interim Administrator and the Chief Executive Officer nominate and appoint the Chairperson (upon the retirement of the current Chair) to the Audit and Risk Management Committee from the independent external members.

D. That the current Chairperson be thanked for firstly serving from 2002 as an advisor, from 2010 as a full member and then from 2018 as the Chairperson of the Audit and Risk Management Committee and for his contribution to the organisation.

DISCUSSION

The Chief Audit Executive gave an overview of the report outlining that this report follows on from the newly adopted Audit and Risk Management Committee Charter that was adopted by Council in November. This recommendation is to appoint two members to the Audit and Risk Management Committee as an additional member is required and the current Chairperson is coming to the end of his term. This formalises the process of giving the Interim Administrator and the Chief Executive Officer the authority to proceed with the appointment.

The Interim Administrator stated that this is another process where council is tying up loose ends to ensure the newly elected council commences with a fully functioning Audit and Risk Management Committee. He outlined that this decision will allow the Chief Executive Officer and himself to select members so that the committee can continue running.

The motion was put and carried.

8. Human Rights Act 2019

The Interim Administrator of the Ipswich City Council resolves:

A. That the policy titled “Human Rights Act Policy” as detailed in Attachment 1, be adopted.

B. That the Complaints Management Framework be amended as outlined in Attachment 3.

DISCUSSION

The Acting General Manager Corporate Services provided an overview of the report outlining that the commencement of the Human Rights Act 2019 on 1 January 2020 places and obligation on council as a public entity to protect and promote human rights. She stated that this report recommends the adoption of a human rights policy and speaks to council’s intent and commitment to human rights and an amendment to the Complaints Management Framework to ensure compliance under the Act. The Acting General Manager Corporate Services also stated that there will be a further review process from the legal and governance area to identify other reports that will be impacted by this Act.

The Interim Administrator outlined that the commencement of the Act is a big step for Queensland and that there will be flow on implications moving forward.

The motion was put and carried.

9. Monthly Performance Report - November 2019

The Interim Administrator of the Ipswich City Council resolves:

That the report be received and the contents noted.

The motion was put and carried.

10. Beverage Supplies for Civic Centre - Section235 Other Exceptions Local Government Regulation

The Interim Administrator of the Ipswich City Council resolves:

A. That Council (Interim Administrator of Ipswich City Council) resolve it is satisfied under section 235(a) of the Local Government Regulation 2012 (Regulation) that the exemption under s235(a) of the Regulation applies and that Schweppes Australia, Coca-Cola and Australian Liquor Marketers are the only suppliers reasonably available to it to provide beverages to the Ipswich Civic Centre for the following reason:

1. Schweppes Australia and Coca-Cola are the manufacturer of a wide variety of beverages and therefore purchasing directly through the supplier delivers the best value for money. Similarly, Australian Liquor Marketers are a wholesaler where Council is able to purchase alcohol for the Ipswich Civic Centre at wholesale prices to achieve the best value for money and profit margins due to purchasing direct from the wholesaler.

B. That Council (Interim Administrator of Ipswich City Council) enter into a contract with Schweppes Australia, Coca-Cola and Australian Liquor Marketers for the provision of beverage supplies for a period of three (3) years.

C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract 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.

DISCUSSION

The Acting General Manager Corporate Services provided an overview of the report outlining that the report is seeking procurement action pertaining to sole providers that have been identified to service the Ipswich Civic Centre, specifically bar and canteen services, for functions and events. She stated that there is provision under s235(a) of the Regulation to enter into propriety arrangements to achieve the best value for money.

The motion was put and carried.

11. Regulatory Searches CITEC - Section 235 Other Exceptions Local Government Regulation 2012

The Interim Administrator of the Ipswich City Council resolves:

That Council (Interim Administrator of Ipswich City Council) resolve it is satisfied under section 235(a) of the Local Government Regulation 2012 (Regulation) that the exemption under s235(a) of the Regulation applies and that CITEC is the only supplier reasonably available to it to provide various regulatory services and or reporting for the following reason:

1. CITEC provide a one-stop-shop for the regulatory searches required by Council in the various business processes undertaken. CITEC is a business area of the Department of Housing and Public Works.

DISCUSSION

The Acting General Manager Corporate Services provided an overview of the report outlining that the report identifies a requirement to enter into a sole provider arrangement with CITEC who are responsible for managing and preserving access to Queensland public records and public access to the archival collection in supporting advisory services. She stated that CITEC is a business area of the Department of Housing and Public Works and are a one stop shop for this business critical requirement.

The Interim Administrator queried if there were other information providers other than CITEC like InfoTrack and if they could provide the same level of service. He noted that there was no analysis provided of other potential providers.

The Acting General Manager Corporate Services advised that it was her understanding that no other provider could provide the full suite of services for what council requires.

The Interim Administrator stated that because this is a significant decision in terms of entering into an arrangement with a sole provider, it would have been useful to have more analysis as to why council is not considering InfoTrack or at least InfoTrack for part of the information. He requested that in future the report should include more analysis around other solutions available.

The motion was put and carried.

12. Lease Renewal to the State of Queensland - Represented by The Public Safety Business Agency - Rural Fire Service - Part of Lot 2 Pine Mountain Road Pine Mountain

The Interim Administrator of the Ipswich City Council resolves:

A. That Council (Interim Administrator of Ipswich City Council) enter into a new lease agreement with The Public Safety Business Agency (PSBA) on behalf of the Rural Fire Service (RFS) over Lease A in Part of Lot 2 on SP102368 on SP130864 for a term of ten (10) years.

B. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract 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.

The motion was put and carried.

13. Cherish the Environment Foundation - Council Representative

The Interim Administrator of the Ipswich City Council resolves:

That Cherish the Environment Foundation Limited be advised that Council has nominated Steve Greenwood (Interim Administrator) as Council’s representative for the Cherish The Environment Limited board.

DISCUSSION

The Interim Administrator outlined that this is a temporary arrangement until a new council has been elected.

The motion was put and carried.

14. Rates exemption - Vedanta

The Interim Administrator of the Ipswich City Council resolves:

A. That the following recommendations 14 (F and G) made by the Governance Committee on 14 May 2019 and adopted at the Council Ordinary Meeting of 21 May 2019, be repealed.

F. That the property described in assessment 178542, Lot 2 SP 275460, not be exempt from rates, from 14 May 2015.

G. That the property described in assessment 178542, Lot 2 SP 275460, not be granted a concession for rates, from 14 May 2015.

B. That the property described in assessment 178542, Lot 2 SP 275460, be exempt from rates, from 5 June 2015.

C. That, subsequent to the property described in assessment 178542, Lot 2 SP 275460, being determined as exempt from rates, from 5 June 2015, that any residual interest charged on arrears of rates be written‑off.

DISCUSSION

The Acting General Manager Corporate Service provided an overview of the report outlining that this pertains to a rates exemption matter. Discussions have been ongoing since 2015 regarding eligibility of the property for a rates concession and\or an exemption. The matter was most recently considered by council at its ordinary meeting on 21 May 2019. She stated that additional information has been provided in the confidential background paper and it is recommended that exemption now be provided on the eligible properties contained in and subject to the confidential background paper. The Acting General Manager Corporate Services outlined that this decision does not alter the previous council resolutions made at its meeting on 21 May 2019 pertaining to the property described in assessment 178541 Lot 1 SP275460.

The motion was put and carried.

15. 13980 Register of Experts for the Independent Decision Review Panel

The Interim Administrator of the Ipswich City Council resolves:

That the report be received and the contents noted.

DISCUSSION

The Acting General Manager Corporate Services provided an overview of the report outlining that this pertains to the tender evaluation for the provision of a register of suppliers in urban planning and design, architecture, law, environmental sciences and engineering. Of the 70 responses, the evaluation committee has recommended that 62 suppliers be accepted. It should be noted that with the volume of contracts to be executed, award will be undertaken in stages to minimise business impact while improving access to expert suppliers and services mandated under the framework.

CONFLICT OF INTEREST

The Interim Administrator declared a perceived conflicted of interest in Item 15 titled 13980 Register of Experts for the Independent Decision Review Panel.

The nature of the interest is that almost all of the experts on the list is either known to the Interim Administrator or that he has had dealings with them on a professional basis over many years.

The Interim Administrator confirmed that, as there is no personal or financial benefit to the Interim Administrator he would participate in the meeting in relation to the matter.

The motion was put and carried.

16. 2019-2023 Asset Valuation - Land, Buildings and Infrastructure Assets - Appointed Valuer - Quotation Number: 14176

The Interim Administrator of the Ipswich City Council resolves:

A. That Request for Quotation 14176 for asset valuation services for land, building and infrastructure assets for the next four years be awarded to Cardno (QLD) Pty Ltd under the Local Buy Contract.

DISCUSSION

The Acting General Manager Corporate Services provided an overview of the report outlining that this pertains to the procurement and evaluation of quotes for asset valuation services of land, buildings and infrastructure assets for the next four years. She stated that Council’s five year contract recently expired and under the provision of section 104 of the Local Government Act 2009, quotations were sought to provide services for the next four years by the local buy panel. The full evaluation report and matrix is included. Council updated the original scope as set out in Attachment 1 and submissions to the original and revised scope are set out in Attachments 2 through 7.

The motion was put and carried.

17. 13274 - Locksmith Services

The Interim Administrator of the Ipswich City Council resolves:

A. That in accordance with s233 of the Local Government Regulation 2012, Council (Interim Administrator of Ipswich City Council) approve a Preferred Supplier Arrangement for the supply of Locksmith Services.

B. That Council (Interim Administrator of Ipswich City Council) resolve under s233(7) of the Local Government Regulation 2012, it is satisfied that it will obtain better value for money by entering into a Preferred Supplier Arrangement for a term of more than two (2) years.

C. That Council (Interim Administrator of Ipswich City Council) enter into a contract for the provision of Locksmith Services with the recommended Tenderer as detailed in the Evaluation Report for a period of two (2) years with the option to extend the contract by three (3) x further one (1) year periods.

D. That the Chief Executive Officer be authorised to negotiate and finalise the term of the contract 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.

The motion was put and carried.

18. Heritage and Monuments Advisory Committee Meeting NO. 212

The Interim Administrator of the Ipswich City Council resolves:

A. That the minutes of the Heritage and Monuments Advisory Committee No. 212 be received and noted.

B. That the Chairperson of the Heritage and Monuments Advisory Committee contact the General Manager (Infrastructure and Environment Department) to request a status update on the Indigenous Australian Memorial proposed for Queens Park.

The motion was put and carried.

19. Exercise Of Delegation Report

The Interim Administrator of the Ipswich City Council resolves:

That the report be received and the contents noted.

The motion was put and carried.

20. Court Action Status Report

The Interim Administrator of the Ipswich City Council resolves:

That the report be received and the contents noted.

The motion was put and carried.

21. Temporary Local Planning Instruments No. 1 and No. 2 of 2020 (Waste Activity Regulation)

The Interim Administrator of the Ipswich City Council resolves:

A. That Council make Temporary Local Planning Instrument No. 1 of 2020 (Waste Activity Regulation) as detailed in Attachment 1 to the report by the Manager, City Design, dated 10 January 2020.

B. That Council make Temporary Local Planning Instrument No. 2 of 2020 (Waste Activity Regulation) as detailed in Attachment 2 to the report by the Manager, City Design, dated 10 January 2020.

C. That Temporary Local Planning Instrument No. 1 of 2020 (Waste Activity Regulation) and Temporary Local Planning Instrument No. 2 of 2020 (Waste Activity Regulation) as detailed in Attachment 1 and Attachment 2 to the report by the Manager, City Design, dated 10 January 2020 be forwarded to the Minister for State Development, Manufacturing, Infrastructure and Planning, requesting the Minister approve the remaking of the TLPIs in accordance with the provisions of Section 23 of the Planning Act 2016 and the Minister’s Guidelines and Rules with an earlier effective day of 7 April 2020 in accordance with section 9(4) of the Planning Act 2016.

D. That Temporary Local Planning Instrument No. 1 of 2020 (Waste Activity Regulation) and Temporary Local Planning Instrument No. 2 of 2020 (Waste Activity Regulation) be forwarded to the Minister for Local Government, Racing and Multicultural Affairs, requesting the Minister approve the remaking of the TLPIs in accordance with the provisions of Section 90(B) of the Local Government Act 2009, as exceptional circumstances apply and it is in the public interest for Council to remake the TLPIs during or immediately after the caretaker period for local government elections (2020).

DISCUSSION

The General Manager Planning and Regulatory Services provided an overview of the report outlining that council has recognised that the first Temporary Local Planning Instrument (TLPI) will expire in early April. Given the transition to a new Council after the election, the timeframe would be very tight for having the matter revisited so the State Government have been approached about bringing forward the re-approval of TLPI 1. At the same time council has bundled TLPI 1 and TLPI 2 together to go back to the state to get them reapproved for a further period of time.

He stated that preliminary discussions with the state have indicated that there is no major concern with this occurring. The content, aims and objectives of the TLPI are staying the same as well as the terms so on that basis it should progress. The other option that is being outlined at the same time, as a precaution, is for Council to seek Ministerial Approval during the caretaker period.

The Interim Administrator agreed and stated that it would be a tight timeframe for this to be considered by the incoming council.

The motion was put and carried.

22. Draft SEQ Koala Conservation Strategy and Habitat Mapping

The Interim Administrator of the Ipswich City Council resolves:

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

B. That the contents of the report by the Manager, City Design dated 13 January 2020 be used to inform a submission in response to the State government’s draft South East Queensland Koala Conservation Strategy 2019-2024.

DISCUSSION

The General Manager Planning and Regulatory Services provided an overview of the report outlining that the state have had conversations with local government over the last period of time with respect to a range of issues relating to koalas and one of these has been the release of the draft SEQ Conservation Strategy. He stated that Council has been asked to provide comment on the document and mapping and that the issues are outlined in the report in respect to the mapping and how it needs a bit more fine tuning with respect to the Ipswich City Council area. He further stated that generally the principles within the draft strategy with regard to Koala conservation are fairly admirable and worthy of support. When the matter is translated into planning controls, as to how the koala protection areas will be addressed through the regulatory regime, this will still need to be worked through but at this present time council’s report back to parliament will be as outlined in the attached report.

The Interim Administrator stated that there is potential for a number of proposals from the state government to result in additional regulatory compliance activities for council.

The motion was put and carried.

23. Review of the Domestic Waste Collection Policy, Temporary Cancellation of the Domestic Refuse and Recycling Collection Services Policy and Use of Driveways as Turnaround Areas for Domestic Waste Collection Vehicles Policy

The Interim Administrator of the Ipswich City Council resolves:

A. That the policy titled ‘Domestic Waste Collection Policy’, as detailed in Attachment 2 to the report by the Senior Business Advisor dated 29 October 2019, as per Resolution No. 06.02 of the Health and Sport Committee of 20 January 1998, adopted at the Council Ordinary Meeting on 28 January 1998, be repealed.

B. That the policy titled ‘Domestic Waste Collection Policy’, as detailed in Attachment 3 to the report by the Acting Ipswich Waste Services Manager dated 29 October 2019, be adopted.

C. That the policy titled ‘Temporary Cancellation of the Domestic Refuse and Recycling Collection Service Policy’, as detailed in Attachment 4 to the report by the Senior Business Advisor dated 29 October 2019, as per Resolution No. 4 of the City Management and Finance Committee of 23 June 2015, adopted at the Council Ordinary Meeting on 30 June 2015, be repealed.

D. That the policy titled ‘Use of Driveways as Turnaround Areas for Domestic Waste Collection Vehicles Policy’, as detailed in Attachment 5 to the report by the Senior Business Advisor dated 29 October 2019, as per Resolution No. 3 of the City Management and Finance Committee of 12 February 2013, adopted at the Council Ordinary Meeting on 19 February 2013, be repealed.

DISCUSSION

The General Manager Infrastructure Services provided an overview of the report outlining that a review was undertaken in regard to policies relating to waste collection. The review was undertaken to gain alignment with current legislation, provide some clarity around terminology and process and to also consolidate some of the policies being utilised. Effectively the Domestic Waste Collection policy has been updated to include provisions so that the collection area can be designated which excludes dwellings that aren’t occupiable. The changes have been made so that the rate for the service is changed as an access or availability charge rather than a fee for service charge. The major significant change is that provisions from the Driveways and Turnaround Areas for Domestic Waste Collection Vehicles policy have been included in the new Domestic Waste Collection policy.

The motion was put and carried.

24. Addressing Congestion, Cross River Connectivity and Network Resilience in the Ipswich City Centre - Strategic and Preliminary Business Case

The Interim Administrator of the Ipswich City Council resolves:

A. That Council (Interim Administrator of Ipswich City Council) note and endorse the findings and recommendations of the Strategic Business Case and the Preliminary Business Case.

B. That Council (Interim Administrator of Ipswich City Council) support the submission of Option 8 for assessment under Council’s new ‘Regional Significant Project Prioritisation Process’.

C. That Council (Interim Administrator of Ipswich City Council) support the production of a newsletter and visualisation video based on the latest information from the Preliminary Business Case.

D. That Council (Interim Administrator of Ipswich City Council) support the submission of the Strategic Business Case and the Preliminary Business Case to the Department of Transport and Main Roads.

E. That Council (Interim Administrator of Ipswich City Council) support the submission of the Strategic Business Case and the Preliminary Business Case to Infrastructure Australia.

F. That Council (Interim Administrator of Ipswich City Council) seek funding and support from the Queensland and Australian Governments to undertake the Detailed Business Case stage.

G. That Council (Interim Administrator of Ipswich City Council) support the commencement of the Detailed Business Case to confirm the final preferred option.

DISCUSSION

The Manager Infrastructure Strategy provided an overview of the report outlining that this report concerns the development of a business case to address congestion, cross river connectivity and network resilience in the Ipswich City Centre. This project is referred to for planning purposes and known in the community as the Normal Street Bridge. The business case has been developed in accordance with Building Queensland business case framework and the strategic and preliminary stages of the business case are now complete. The preliminary business case recommends two new river crossing options be taken forward for further consideration into the third and final stage of the business case which is referred to as the detailed business case.

The Interim Administrator stated that taking into account council just adopted the Advocacy for Regionally Significant Projects policy and the political cycle that the state is currently in, this is the perfect opportunity to have the detailed business case funded.

The motion was put and carried.

25. Contract Award - No. 13087 Road Realignment and Signalisation - Marsden Parade, Ipswich

The Interim Administrator of the Ipswich City Council resolves:

A. That Tender No. 13087 Road Realignment and Signalisation – Marsden Parade Ipswich Project be awarded to BMD Pty Ltd under an AS2124 Lump Sum Contract.

B. That Council enter into a contract with BMD Constructions Pty Ltd for the sum of One million nine hundred and seventy-nine thousand five hundred and fifty-five dollars and three cents (Excl. GST) ($1,979,555.03) as per the proposed works as specified in the project documentation.

DISCUSSION

The General Manager Infrastructure Services provided an overview of the report outlining that the report is in relation to a capital project which is part of the 2019-2020 financial year program. It is the construction or upgrade of an intersection with the inclusion of signals. The intersection is at Brisbane Street, Gordon Street and Marsden Parade as part of council’s overall transport plan for the CBD area.

The motion was put and carried.

26. Brisbane Lions Lease of Development Area 22A and 22B - Northern Sportsfields

The Interim Administrator of the Ipswich City Council resolves:

A. That pursuant to Section 236 (1)(b)(ii)of the Local Government Act 2009, Council resolve that an exception is applicable for the disposal of valuable non-current assets, namely Development Areas 22A and 22B to a community organisation, namely the Brisbane Bear-Fitzroy Football Club Ltd, trading as the Brisbane Lions.

B. That Council enter into an agreement for lease and lease with the Brisbane Bear-Fitzroy Football Club Ltd, trading as the Brisbane Lions for Development Areas 22A and 22B.

C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the lease agreements for Development Areas 22A and 22B.

DISCUSSION

The General Manager Coordination and Performance provided an overview of the report outlining that the report relates to the Brisbane Lions Stadium and the community sporting fields referred to as the Northern sporting fields at Springfield.

He stated that Council entered into an MOU with the Brisbane Lions some years ago for the development of the stadium. There was a report put to council last year in relation to linking the two sports fields which are development areas 22A and 22B. 22A is the primary site of the Lions stadium and 22B will be a community use stadium but will be leased by the Brisbane Lions who will manage it and maintain it on behalf of council.

He outlined that as previously stated in the report this is a beneficial outcome for the community as the secondary field located on development area 22B will be developed ahead of schedule from a council perspective and to a higher standard for the community to use in that area. This is seeking an exception under the procurement rules as the assets are considered as valuable non-current assets. A resolution is sought from council to lease these to the Brisbane Lions as a community organisation without the requirement of going to a tender or auction for the disposal of those assets. The General Manager Coordination and Performance outlined that it was important to note that Brisbane Lions are considered a community organisation which is significant. Their charter states that they are a not for profit organisation. Even though they are a professional sporting team the organisation itself is not for profit and is considered a community organisation.

The motion was put and carried.

27. Tender Consideration Plan - Ipswich Central CBD Retail Operations Service Agreements Term of Engagement Extension

The Interim Administrator of the Ipswich City Council resolves:

A. That Council (Interim Administrator of Ipswich City Council) resolve to prepare a Tender Consideration Plan for the term of engagement extension of a number of Supplier Contracts or Agreements (to which Ipswich City Council is a party to the Contract or Agreement) 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 Tender Consideration Plan for the term of engagement extension of a number of Supplier Contracts or Agreements (to which Ipswich City Council are a party to the Contract or Agreement) as outlined in the report by the Project Manager dated 13 January 2020 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

C. That Council (Interim Administrator of Ipswich City Council) resolve to extend the term of engagement for four existing Supplier Contracts or Agreements (which Ipswich City Council is a party to the Contract or Agreement) as listed in Attachment 2 for works pertaining to the retail operations of the 2 Bell Street and Ipswich City Square properties on the terms described in the report by the Project Manager dated 13 January 2020.

D. That the Chief Executive Officer be authorised to negotiate and finalise the timeframe for the extension of the contracts executed with various suppliers as detailed in Attachment 2 and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

DISCUSSION

The General Manager Coordination and Performance provided an overview of the report outlining that this relates to a Tender Consideration Plan that has been prepared in relation to the provision to the services to the buildings that council owns in the Ipswich Central Precinct. He stated that this has come about due to the closure of Ipswich City Properties in June 2019. At that time there were approximately 20 to 30 providers to Ipswich City Properties. Those contracts were novated across to Ipswich City Council. The majority of those have been transferred across to council contracts under proper procurement processes however there are still four remaining that need to be tendered out and brought back in accordance with proper procurement processes. The General Manager Coordination and Performance stated that this Tender Consideration Plan seeks an extension for those on a month by month basis whilst council finalises the procurement processes for those services. He stated that these will be the final four steps of the closure of Ipswich City Properties.

The motion was put and carried.

28. Ipswich Central Program Report No. 19 to 11 December 2019 and Report No. 20 to 15 January 2020

The Interim Administrator of the Ipswich City Council resolves:

That the report on the Ipswich Central Program Report No. 19 effective to 11 December 2019 and Report No. 20 effective to 15 January 2020 be received and the contents noted.

DISCUSSION

The General Manager Coordination and Performance provided an overview of the report outlining that the Nicholas Street works have been completed. Ongoing works in terms of defects are being resolved however there are no significant defects. He stated that the library building is on track and the administration building is progressing well, on budget and currently ahead of time. The Administration building is scheduled for completion in July 2021.

The motion was put and carried.

MEETING CLOSED

The meeting closed at 10.03 am.

“These minutes are subject to confirmation at the next scheduled Council Ordinary Meeting”

Council

Meeting Agenda

25 February

2020

Communities Committee NO. 2020(01)

18 February 2020

Report of the Communities Committee

for the Council

ATTENDANCE: Interim Administrator (Steve Greenwood)

APOLOGIES: Nil

The Interim Administator advised that he is bound to declare conflict of interests and potential conflict of interests and that for this committee he has no conflict of interests.

1. Governance arrangements - foundation of the Ipswich Art Gallery

This is a report concerning the action to increase efficiency and reduce administrative requirements of the foundation of the Ipswich Art Gallery by changing the governance arrangement.

It recommends the winding up of the Ipswich Art Foundation entity to in effect merge the Ipswich Arts Foundation, which is an unincorporated association of council, and the Trust to reduce the costs and duplication of resources associated with operating two entities.

Recommendation

That the Interim Administrator of Ipswich City Council resolves:

A. That past and current Ipswich Art Foundation members and board members be acknowledged for their support for and work with the Foundation.

B. That the Board of the Ipswich Arts Foundation be appointed to conduct the winding up of the Ipswich Arts Foundation in accordance with the steps outlined in the report of the Ipswich Art Gallery Director dated 15 January 2020.

C. That it be acknowledged that the Ipswich Arts Foundation Constitution specifies how, in the event of the Foundation winding up, surplus funds are to be utilised:

Upon winding up of the Foundation, should there remain after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members of the Foundation but shall be given and transferred to the Council for use in any manner the Council may think fit for the benefit of the Ipswich Art Gallery. In considering such use or uses the council may in its sole discretion pay such regard as they consider appropriate to the purposes if known for which the remaining funds were raised or donated.

D. That it be acknowledged that the funds of the Ipswich Arts Foundation were raised and donated to purchase art work and items of cultural significance for the Ipswich Art Gallery Collection.

E. That the surplus funds be used for the purpose for which the funds were raised and donated.

F. That the surplus funds received from the Ipswich Arts Foundation be provided to the Ipswich Arts Foundation Trust for the purchase of art work and items of cultural significance for the Ipswich Art Gallery Collection.

2. Redbank Plains Community Centre Social Impact Assessment 12 Month Report

This is a report concerning the Redbank Plains Community Centre Social Impact Assessment.

The Redbank Plains Community Centre (the Community Centre) opened in May 2018, co-funded by Ipswich City Council and the Queensland State Government. The Community Centre is managed by Multicultural Australia Ltd.

Council, in partnership with Multicultural Australia Ltd, is undertaking a multi-year social impact assessment, to track the social impact of the Community Centre over time.

The social impact assessment has consisted of a baseline study conducted over June and July 2018 (see Attachment 1), a six-month study over December and January 2019 (see Attachment 2), and a twelve-month study, conducted over July and August 2019.

The twelve-month study has revealed that the Community Centre is having positive impacts upon users. By way of example, the twelve-month study has found that those community members who have visited and engaged with the Community Centre feel more welcome in the community than those who have not visited the Community Centre (70% compared to 29%). Furthermore, that those who visit the Community Centre have a significantly more positive view of cultural diversity than those who have not visited the Community Centre (83% compared to 50%).

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

3. Community Donations Report

This is a report providing detail about the year to date allocation of community donations as at 31 January 2020 (Attachment 1) and providing a summary of these community donations by recipient type (Attachment 2).

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

4. Community Engagement Strategy and Policy

This is a report concerning amendments to council’s Community Engagement Strategy and Policy.

Following a significant amount of work by council to strengthen its community engagement principles, operating model, systems and processes over the past
12 months, there is a need to update relevant documentation.

Amending this documentation through the Communities Committee and Ordinary Council Meeting ensures transparency and consistency.

All changes have been tracked and provided as attachments to this report, they are generally minor and textual or aesthetic in nature.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the strategy titled Public Participation and Engagement Strategy as detailed in Attachment 1 to the report by the Community Engagement and Development Manager dated 13 January 2020, as per Item No. 5 of the Communities Committee No. 2018(02) of 27 November 2018, adopted at the Council Ordinary Meeting on 12 December 2018, be repealed.

B. That the strategy titled Community Engagement Strategy as detailed in Attachment 3 to the report by the Community Engagement and Development Manager dated 13 January 2020, be noted.

C. That the policy titled Community Engagement Policy, as per Item No. 4 of the Governance Committee No. 2019(12) of 3 December 2019, adopted at the Council Ordinary Meeting on 10 December 2019, be amended as detailed in Attachment 5.

5. Community Reference Groups

This is a report concerning Council’s five Community Reference Groups and discusses the impact of Council’s Election Caretaker Period Policy on the operation of the Community Reference Groups.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the contents of the report by the Community Engagement and Development Manager dated 5 February 2020 be received and noted.

The confidential papers associated with Item 6 are confidential as they include commercial in-confidence information.

6. Ti Tree Bioenergy Payments

This is a report concerning the receipt and distribution of Ti Tree Bioenergy Payments, pursuant to a Planning and Environment Court development permit approval judgment on 29 May 2002 (see Attachment 1).

Historically, the Ti Tree Bioenergy Payments have been distributed through proportionate allocation of the payments received to each of the ten divisional community donation accounts and an additional allocation to the former Division 10 community donation account for specific projects nominated by the Willowbank Area Group Inc.

Changes to the Ipswich electoral divisions and potential compliance and governance risks associated with the allocation and distribution of the Ti Tree Bioenergy Payments leads this report to recommend the repeal of previous council decisions relating to the receipt and distribution of Ti Tree Bioenergy Payments.

This report recommends that the Infrastructure and Environment Department and Community, Cultural and Economic Development Department develop and implement an Administrative Directive and relevant associated procedures which detail a revised governance framework for the assessment and determination of suitable projects to ensure compliance with the Planning and Environment Court development permit approval judgment on 29 May 2002.

Ti Tree Bioenergy and Willowbank Area Group Inc would continue to be consulted on the allocation and utilisation of funds.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the decision of Council, as per the Finance and Special Purposes Committee Report No. 2003(03) of 5 March 2003 and adopted at the Council Ordinary Meeting of 12 March 2003, be repealed.

B. That the decision of Council, as per Item No. 09.02 of the City Management and Finance Committee Report No. 2004(10) of 16 November 2004 and adopted at the Council Ordinary Meeting of 14 November 2004, be repealed.

C. That the decision of Council, as per Item No. 02.13 of the Planning, Development and Environment Committee No. 2006(06) of 6 June 2006 and adopted at the Council Ordinary Meeting of 14 June 2006, be repealed.

D. That the decision of Council, as per Item No. 03 of the City Management, Finance and Community Engagement Committee No. 2018(03) of 20 March 2018 and adopted at the Council Ordinary Meeting of 27 March 2018, be repealed.

E. That the decision of Council, as per Item No. 02 of the City Management, Finance and Community Engagement Committee No. 2018(09) of 14 August 2018 and adopted at the Council Ordinary Meeting of 21 August 2018, be repealed.

F. That the Infrastructure and Environment Department and Community, Cultural and Economic Development Department develop and implement an Administrative Directive (“Directive”) and relevant associated procedures (“Procedures”). The Directive and Procedures will detail a governance framework for the assessment and determination of suitable projects to ensure compliance with Condition 8 of the 29 May 2002 Planning and Environment Court development permit approval for a material change of use for a waste disposal operation and ancillary activities on
Lots 1 and 2 on RP 24575, Lots 4 and 8 on RP 24574 and Lot 52 on SP 121407 at Champions Way, Willowbank.

PROCEDURAL MOTIONS AND FORMAL MATTERS

The meeting commenced at 9.00 am.

The meeting closed at 9.13 am.

Council

Meeting Agenda

25 February

2020

Governance Committee NO. 2020(01)

18 February 2020

Report of the Governance Committee

for the Council

ATTENDANCE: Interim Administrator (Steve Greenwood)

APOLOGIES: Nil

The Interim Administator advised that he is bound to declare conflict of interests and potential conflict of interests and that for this committee he has no conflict of interests.

1. Review of Policies - Corporate Services Department

This is a report concerning the review of policies relating to the functions of the 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 policy titled ‘Council Officers Addressing Community, Public, Professional and Educational Organisations”, as detailed in Attachment 1, be repealed.

B. That the policy titled ‘Provision of Information to Law Enforcement Agencies’, as detailed in Attachment 2, be amended as proposed.

C. That the policy titled ‘Councillor Expenses Reimbursement and Administrative Support’, as detailed in Attachment 3, be amended as proposed.

DISCUSSION

The Interim Administrator sought further information and clarification on the support staff for the Mayor. He queried the support staff that will be provided for the Mayor, and the term of their employment. He stated that it is unclear as to whether the support staff will be a council officer employed by council or employed by the Mayor.

The Chief Executive Officer advised that in line with proposed legislative changes currently under consideration the support staff will report to the Chief Executive Officer, however will work largely with the Mayor. The intention is for the Mayor to be part of the selection process. The support staff’s employment will be a fixed term of four (4) years, and are intended to be in place one (1) month after the election. If the Mayor returns at the subsequent election, then it would be the expectation that the support staff are retained.

2. Review of Policies - Corporate Services Department - Free Public WiFi and Open Data Policies

This is a report concerning a review of policies relating to the functions of the 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 repealed.

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

TABLE 1

Name of Policy	Adopted at Council	Attachment Number
Free Public WiFi Policy	6 December 2016	1
Open Data Policy	27 June 2017	2

TABLE 2

Name of Policy	Attachment Number
Free Public WiFi Policy	3
Open Data Policy	4

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

This is a report concerning a review of policies relating to the functions of the People and Culture Branch within the 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 policy titled ‘Officer Attendance at Inspections, Deputations, Conferences, Meetings, Training and Other Functions’, be repealed.

B. That the policy titled ‘Employment of Trainees’, be repealed.

4. Proposed Good Governance Policy

This is a report concerning the repeal of an existing policy and adoption of a Good Governance Policy that will guide both Councillors and employees of Ipswich City Council in managing their various responsibilities in accordance with Council’s commitment to good governance.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

A. That the policy titled ‘Governance’ as per City Management and Finance Committee No. 2004(09) of 26 October 2004 and adopted at Council on 3 November 2004, as detailed in Attachment 1, be repealed.

B. That the policy titled ‘Good Governance’ as detailed in Attachment 2, be adopted.

DISCUSSION

The Interim Administrator commented that this is a very significant policy, which was an outcome of a Business Transformation Project. He stated that it is very well written and hoped it would become a guiding resource for council. He congratulated all officers involved stating that this has now set the benchmark for all other councils.

5. Late Tenders

This is a report concerning the non-acceptance of late tenders/quotes under any circumstances for consideration in a procurement evaluation process.

Recommendation

A. That the Interim Administrator of Ipswich City Council resolve:

That the previous decision of Council, titled “Review of Council’s Tender Procedures” original Item/resolution No. 43.11 of the Corporate Services Committee No. 1 of 14 July 1999 (Attachment 1) and adopted at the Council Ordinary meeting of 21 July 1999, be repealed.

B. That Council adopt the following approach to managing tenders/quotes received after the closing time:

That Council will not accept late tenders (where a deadline is specified in the call) unless Council deems that the integrity of the process has not been compromised.

C. That the current applicable procurement documents (policy, framework and/or procedures) be amended and approved by the Chief Executive Officer, to accommodate this policy position, providing guidance for the acceptance of late tenders/quotes.

6. Operational Plan 2019-2020 Quarter Two (Q2) Performance

This is a report concerning an assessment of Ipswich City Council’s progress towards implementation of the 2019-2020 Operational Plan. Quarter two data as provided by departmental representatives is presented.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the report be received and the contents noted.

7. Monthly Performance Report - December 2019

This is a report concerning Council performance for the period ending 31 December 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.

PROCEDURAL MOTIONS AND FORMAL MATTERS

The meeting commenced at 9.30 am.

The meeting closed at 9.57 am.

Council

Meeting Agenda

25 February

2020

Doc ID No: A6051210

ITEM: 1.1

SUBJECT: Budget Amendment - December 2019

AUTHOR: Manager, Finance

DATE: 12 February 2020

Executive Summary

This is a report concerning amendment of the 2019-2020 budget, submitted in accordance with Section 170(3) of the Local Government Regulation 2012.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the proposed amended 2019-2020 Budget and Long Term Financial Forecast, as detailed in Attachments 1, 2 and 3, to the report by the Finance Manager dated 6 February 2020, be adopted.

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

Based on December 2019 YTD financial results, a budget review was undertaken to identify any proposed budget amendments affecting the year to date results and to estimate their likely full year impact. In accordance with Section 170(3) of the Local Government Regulation 2012, Council can resolve to amend its budget at any time during the financial year.

Council’s forecast 2019-2020 Net Result (Surplus), which includes capital revenue (donated assets and capital grants), is $168 million, an increase of $61 million compared to Council’s most recent adopted budget. The revised budgeted operating surplus excluding capital revenue is $3.3 million. The detail of the requested amendments from the departments is set out in Attachment 4.

Operating Revenue

Operating revenue has been forecast to increase by approximately a net $2.4 million due to the key revenue changes outlined below:

• In January the Queensland Urban Utilities interim dividend received was $2.1 million higher than budgeted and this has been included in the budget amendment.

• As mentioned in the monthly performance reports presented to Council, town planning fees have been below forecast as a result of a downturn in the development industry. Whilst it is difficult to forecast when development applications are lodged and fees charged, the Planning and Regulatory Services Department’s best estimate is that fees received will be $800,000 below the adopted budget by financial year end.

• Also as highlighted to Council in the monthly financial report, rates growth has been lower than forecast and accordingly the Rates and Utilities revenue is anticipated to be under budget by $600,000 which has also been reflected in this budget amendment.

· Additional grant funding received amounting to approximately $621,000. These grants include (but are not limited to): the First Start Grant $330,000; Natural Disaster Resilience Program $114,000; and the Ipswich Planning Scheme e-platform and Strategic Planning Framework $98,000.

• The CBD Retail operations budget was previously budgeted as a net expenditure position anticipating the wind up of ICP and integration of the CBD operations into Council. The budget amendment has been realigned to reflect the rental revenues being received forecast to be $712,000 which as mentioned is offset by the same increase in operating expenses resulting in no change in the overall net budgeted position.

• Council has received a surplus distribution relating to Workcover of $310,000.

· Additional interest revenue due to higher cash balances $228,000.

Operating Expenses

Operating expenses have been forecast to increase by a net amount of approximately $1.8 million including:

• As per the notes above and offsetting the increases in revenue, materials and services has been increased by $712,000 for the CBD retail operations and $114,000 for the Natural Disaster Resilience Program grant. Materials and Services has also been reduced by $380,000 in the Planning and Regulatory Services Department from the deferral of consultants for the planning scheme.

· Employee expenses are forecast to be over budget by year end due to additional contract labour to support the Waste operations, the impact of the EBA increase on employee leave entitlement balances and contractual payments. The total of these increases is approximately $1.1 million for which an amendment to the budget has been requested. In addition, to further support the organisation and to implement the recently approved People and Culture Strategic Plan, new additional positions are required in the People and Culture Branch. The cost impact of these positions in the 2019-20 financial year is an increase of $300,000.

• Other expenses are forecast to reduce by $93,000 resulting from reduced rent expenses following the closure of the Divisional Offices for part of the year.

Capital Expenditure

As a result of the deferral of expenditure on some capital projects to the 2020-2021 and future financial years, Council’s capital program (excluding the CBD Redevelopment) has been reduced by $29.2 million. The change in timing of the expenditure to future years is due to delays in service relocation designs and delivery by external parties, on-going property and access negotiations with land owners, review of project scopes from matters identified in the design phase and other design and contract delays.

The forecast timing of expenditure on the CBD Redevelopment Project (Nicholas St) for the Administration Building and Civic Space has been revised to align with the project schedule meaning that $31.4 million of expenditure currently forecast to be incurred in the 2019-2020 financial year is forecast to be incurred in the 2020-2021 year. This is due to the change in the construction commencement from May 2019 to September 2019. This has not resulted in any delays to the forecast completion dates that have been communicated recently.

The construction contract for the CBD Retail Buildings has not yet been awarded and will not be awarded during the caretaker period. The impact of this is that the forecast timing of expenditure on the retail assets, compared to what is originally phased in the current financial year, will result in an estimated $15.4 million being delayed until the 2020-2021 year.

Details of the requested capital amendments are detailed in Attachment 4.

Capital Revenue (Donated Assets)

Council receives donated assets from developers during the financial year, the timing and value of which is difficult to forecast and is dependent on the timing of developments. In addition on an ad-hoc basis Council will receive donated assets for large “one-off” projects. Recently a large stage of the Springfield Central Sports Fields was completed and transferred to Council. Whilst Council is still processing this donation and fully determining fair value, it is forecast that the value of these assets received (approximately $30 million) will be in addition to the current annual budget for donated assets. Accordingly it is recommended that the budget be amended to reflect this.

In addition, Council has been currently processing other donated assets received through its normal processes and current indications are that there are significant donated assets to be processed and recognised which is likely to again be in addition to Council’s current adopted budget. A further estimated $30 million increase of donated assets is included in the budget amendment. Council staff are currently reviewing processes to ensure any further assets donated are correctly processed on a timely basis.

The depreciation expense implications (non-cash expense) in the current financial year are yet to be fully analysed. The Long Term Financial Forecast model will increase depreciation in future years and this will be further updated as the specific classes of assets are known.

Cashflow

The proposed budget amendment results in an overall forecast cash position at year-end of $189.9 million which has increased primarily due to the deferral and re scheduling of the capital program.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

The above requested amendments reflect the financial risks to Council’s current budgeted position. Management will continue to monitor Council’s financial performance against the amended budget through its reporting processes including its monthly performance report. The Infrastructure and Environment Department and Coordination and Performance Department are continuing to review in detail and monitor the delivery of the CBD Redevelopment (Nicholas Street) and the broader capital program, including forecast expenditure to the end of the financial year.

Council is continuing to review and process donated assets received from developers which may impact further on the donated asset revenue and fixed assets balances.

Financial/RESOURCE IMPLICATIONS

The recommended budget amendments on Council’s 2019-2020 revised operating surplus excluding capital revenue will be an increase of $612,000. The 2019-2020 Capital program including CBD will reduce by $76 million.

COMMUNITY and OTHER CONSULTATION

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

Conclusion

A budget review was undertaken to identify any proposed budget amendments affecting the year to date results and to estimate their likely full year impact. The requested variations from the previous adopted budget are set out in this report and the attachments. As required by Section 169 of the Local Government Regulation 2012, the proposed amended Budget documents including the Long Term Financial Forecast, Council’s Revenue Policy and Revenue statement are attached (Attachments 1, 2 and 3) . There are no changes to the Revenue Policy and Revenue Statement compared to the documents adopted in Council’s annual 2019-2020 Budget.

Attachments and Confidential Background Papers

1.	Amended 2019-2020 Budget and Long Term Financial Forecast ⇩
2.	2019-2020 Revenue Policy ⇩
3.	2019-2020 Revenue Statement ⇩

	CONFIDENTIAL
4.	2019-2020 Detailed Requested Budget Amendments