Item No.	Item Title	Page No.
1	**Acquisition of Leasehold Land - Champions Way Truncation	16
2	**Acquistion of Land for INF02652 Springall Street Kerb and Channel Project	67
3	Disposal of Subterranean Land located at Lot 528 & 529 Daleys Road, Ripley	72
4	Renewal of Lease to Playgroup Queensland Ltd over 56 Harold Summervilles Road, Karalee	86
5	New Trustee Lease over Reserve for Heritage, Historical and Cultural Purposes - Rosewood Scrub Historical Society Inc - 73 Edmond Street, Marburg	95
6	Extension of contract with Envizi Australia Pty Ltd to continue to deliver the Sustainability Reporting Platform	103
7	**Tender No.13902 - Commercial Cleaning	108
8	**Contract - Library Systems - RFID	112
9	Contract - Monitor WA Engagement	116
10	**Concession for General Rates - Various Properties	119
11	Report on organisational structure, specifically on workplace culture, including the result of the pulse survey and on whistleblower provisions	132

Governance and Transparency Committee NO. 3

15 October 2020

AGENDA

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

1. **Acquisition of Leasehold Land - Champions Way Truncation

This is a report concerning acquisition and resumption of part of leasehold land located at 133 Champions Way, Willowbank and described as Lot 11 on SP108209. The part of the leasehold land to be taken is required for a road widening on the corner of Champions Way (as per attachment 1) as part of the approved development application over Lot 25 on RP217490. Council is the owner of the land, which is leased to Motorsport Queensland Ltd until 15 July 2027 plus a 30 year option thereafter.

Motorsport Queensland Ltd to date have not agreed to provide consent to the taking of part of the leasehold interest in the land of part of Lot 11 on SP108209.

Recommendation

A. That Council having considered the details contained in this report, support the acquisition for strategic road purposes, of the area of the leasehold interest in the land identified in Attachment 1 of this report, located at 133 Champions Way, Willowbank and described as part of Lot 11 on SP108209 (“the Land”) by way of resumption agreement with Motorsport Queensland Ltd (“the lessee”). If Council fail to make an agreement with the lessee, for Council’s acquisition of the land, recommendations B and D will apply.

B. That Council resolve to exercise its power as a constructing authority for strategic road purposes, under the Acquisition of Land Act 1967, and take the leasehold interest in the land (by way of resumption), the land being described as the area of leasehold interest in the land being identified in Attachment 1 of this report, located at 133 Champions Way, Willowbank and described as part of Lot 11 on SP108209 (“the Land”).

C. That Council resolve under s257 (1)(b) of the Local Government Act 2009 to delegate the power to the Chief Executive Officer to be authorised to negotiate any agreement with Motorsport Queensland Ltd for the amount of compensation payable by Council under any resumption agreement for part of the leasehold interest in part of the land.

D. That Council resolve under s257 (1) (b) of the Local Government Act 2009 to delegate the power to the Chief Executive Officer to be authorised to take the leasehold interest in the land for strategic road purposes (by way of resumption) at 133 Champions Way, Willowbank and described as the leasehold interest in part of Lot 11 on SP108209 (“the Land”) on behalf of Council, in its capacity as a constructing authority under the Acquisition of Land Act 1967.

2. **Acquistion of Land for INF02652 Springall Street Kerb and Channel Project

This is a report by the Senior Property Officer (Acquisitions and Disposals) dated
1 June 2020 concerning the acquisition of land for road purposes for the Springall Street Kerb and Channel Project (Project).

Recommendation

A. That Council having considered the details contained in this report, support the acquisition for strategic road purposes, of the area of vacant land identified in Attachment 1 of this report, located at 51 McGill Street, Basin Pocket and described as part of Lot 214 on RP24005 (“the Land”) by way of resumption agreement with (“ the landowner”). If Council fail to reach an agreement with the landowner for the acquisition of the land, recommendations B and D will apply.

B. That Council resolve to exercise its power as a constructing authority for strategic road purposes, under the Acquisition of Land Act 1967, and take the land (by way of resumption) the land being described as the area of vacant land being identified in attachment 1 of this report, located at 51 McGill Street, Basin Pocket and described as part of Lot 214 on RP24005 (“the Land”).

C. That Council resolve under s257(1)(b) of the Local Government Act 2009 to delegate the power to the Chief Executive Officer to be authorised to negotiate any agreement with the landowner for the amount of compensation payable by Council under any resumption agreement.

D. That Council resolve under s257(1)(b) of the Local Government Act 2009 to delegate the power to the Chief Executive Officer to be authorised to take the land for strategic road purposes (by way of resumption) at 51 McGill Street, Basin Pocket and described as part of Lot 214 on RP24005 (“the Land”) on behalf of Council, in its capacity as a constructing authority under the Acquisition of Land Act 1967.

3. Disposal of Subterranean Land located at Lot 528 & 529 Daleys Road, Ripley

This is a report concerning the proposed disposal of subterranean land located at Lots 528 and 529 Daleys Road, Ripley, described as Lots 528 and 529 CP S3157 (“Subterranean Land”) owned by Ipswich City Council (“Council”).

Recommendation

A. That Council declare the Subterranean Land located at Lots 528 and 529 Daleys Road Ripley described as Lots 528 and 529 CP S3157 (“the land”) surplus to Council requirements and available for disposal at the current market value.

B. That Council resolve pursuant to section 236(2) of the Local Government Regulation 2012 (the Regulation) that the exception referred to in section 236(1)(c)(iv) of the Regulation apply to the disposal of the subterranean land located at Lot 528 and 529 Daleys Road Ripley described as Lots 528 and 529 CP S3157 (“the land”) to William, Richard and Andrew Rawlings as:

i. the Subterranean Land is not suitable to be offered for disposal by tender or auction because of the size and location;

ii. it is in the public interest to dispose of the land without a tender process; and

iii. the disposal is otherwise in accordance with sound contracting principles.

C. That Council resolve under s257(1)(b) of the Local Government Act 2009 to delegate the power to the Chief Executive Officer, to be authorised to negotiate and finalise the terms of the disposal of the land (as described in recommendation B) to William, Richard and Andrew Rawlings.

4. Renewal of Lease to Playgroup Queensland Ltd over 56 Harold Summervilles Road, Karalee

This is a report concerning the proposed renewal of Lease over part of land located at 56 Harold Summervilles Road, Karalee described as Lease D in Lot 1 on RP170788 on SP216939 between Ipswich City Council (Council) and Playgroup Queensland Ltd (PQL).

Recommendation

A. That Council, resolve pursuant to the Local Government Regulation 2012 (the Regulation) that the exception under sections 236(1)(b)(ii) and 236(2) of the Regulation apply to the disposal of the leasehold interest located over part of
56 Harold Summervilles Road, Karalee described as Lease D on Lot 1 on RP170788 on SP216939 (“the land”), by way of a lease between Council and Playgroup Queensland Ltd for a consideration.

B. That Council enter into a Lease with Playgroup Queensland Ltd (“the lessee”) for a five (5) year term.

C. That under s257 of the Local Government Act 2009, Council resolve to delegate the power to the Chief Executive Officer to authorise and negotiate the terms of the Lease to be executed by Council with Playgroup Queensland Ltd and to do any other acts necessary to implement Council’s decision.

5. New Trustee Lease over Reserve for Heritage, Historical and Cultural Purposes - Rosewood Scrub Historical Society Inc - 73 Edmond Street, Marburg

This is a report concerning the proposed new Trustee Lease over part of land located at 73 Edmond Street, Marburg described as Lease B in Lot 388 on Crown Plan CC693 on SP307621, between Ipswich City Council as Trustee (Council) and Rosewood Scrub Historical Society Inc (Society).

Recommendation

A. That Council terminate the Maintenance Deed with the Rosewood Scrub Historical Society Inc located at 73 Edmond Street, Marburg described as Lease B in Lot 388 on Crown Plan CC693 on SP307621.

B. That Council, resolve pursuant to the Local Government Regulation 2012 (the Regulation) that the exceptions under sections 236(1)(b)(ii) and 236(2) of the Regulation apply to the disposal of the leasehold interest located over part of 73 Edmond Street, Marburg described as Lease B in Lot 388 on Crown Plan CC693 on SP307621 (“the trust land”), by way of a trustee lease between Council and Rosewood Scrub Historical Society Inc for a consideration.

C. That Council enter into a Lease with Rosewood Scrub Historical Society Inc (“the trustee lessee”) for a five (5) year term.

D. That Council resolve under S257(1)(b) of the Local Government Act 2009, to delegate the power the Chief Executive Officer, to be authorised to negotiate and finalise the terms of the Trustee Lease to Rosewood Scrub Historical Society Inc.

6. Extension of contract with Envizi Australia Pty Ltd to continue to deliver the Sustainability Reporting Platform

This is a report recommending the extension of Contract 12495 Sustainability Reporting Platform Contract with Envizi Australia Pty Ltd to enable continuity of sustainability data.

Council’s primary purpose for utilising a sustainability platform is to improve performance management across Council facilities and key business functions and to reduce consumption through informed decision-making; particularly in the areas of electricity, fuel, gas and water.

Council undertook a Request for Quote (RFQ) process in 2018 inviting quotes from suppliers for a Sustainability Reporting Platform. After an evaluation of the quotes received, Contract 12495 was entered into with Envizi Australia Pty Ltd from October 2018 to support delivery of a Sustainability Reporting Platform.

The contract with Envizi started in October 2018 with the design of the reporting structure and input of Council data, with the annual subscription commencing in December 2018 valued at approximately $32,000 (incl. GST) per year.

Due to data continuity and time and resources invested in setting up the system it is recommended that a further contract be entered into with Envizi Australia Pty Ltd in order to ensure value for money and return on investment.

This report recommends that Council resolve that the exception under s235(b) of the Local Government Regulation 2012 applies and that Council proceeds with the engagement of Envizi Australia Pty Ltd to provide a Sustainability Reporting Platform for up to four years to December 2024 for the estimated sum of one hundred and fifty thousand dollars excluding GST ($150,000) (total cost if all extensions are executed).

Recommendation

A. That Council note that a request for quote (RFQ) process was undertaken by Council in 2018 and after evaluating three quotes from suppliers, Contract 12495 was entered into with Envizi Australia Pty Ltd from October 2018 to support delivery of a Sustainability Reporting Platform.

B. That Council note advice set out in this report that given the specialised nature of the services provided it would be impractical or disadvantageous to Council to return to the market to again seek quotes from suppliers to support the Sustainability Reporting Platform.

C. That Council resolve it is satisfied that the exception set out in section 235(b) of the Local Government Regulation 2012 (Regulation) applies and that Envizi Australia Pty Ltd is a specialised service supplier able to continue to provide maintenance and support to Council’s Sustainability Reporting Platform.

D. That Council enter into a contract with Envizi Australia Pty Ltd for the provision of the Sustainability Reporting Platform for a period of two (2) years with the option to extend the contract by two (2) x further, one (1) year periods, for the estimated sum of one hundred and fifty thousand dollars excluding GST ($150,000) (total cost if all extensions are executed).

E. 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.

7. **Tender No.13902 - Commercial Cleaning

This is a report concerning the recommendation to award Tender 13902 Commercial Cleaning and seek Council’s approval to establish a Preferred Supplier Arrangement with Total Building Maintenance – Queensland for the provision of Commercial Cleaning.

After undertaking an open tender and receiving several competitive offers, the Evaluation Panel has identified the abovementioned supplier as the recommended preferred supplier. Total Building Maintenance – Queensland have demonstrated extensive experience providing the required services, offering an effective methodology which demonstrates a thorough understanding of the Council’s requirements.

Total Building Maintenance – Queensland highlight strong support for employing local staff and supporting local business, they are also located within the local government area promoting Council’s Buy Ipswich Approach.

The cost to provide Commercial Cleaning services relating to Council’s infrastructure and assets under this agreement are estimated to cost $6,936,740.79 for the total contract period of two (2) years with the option to extend the contract by
three (3) x further, one (1) year periods.

Recommendation

A. That in accordance with s233 of the Local Government Regulation 2012, Council approve a Preferred Supplier Arrangement for the supply of Commercial Cleaning.

B. That 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 enter into a contract for the provision of Commercial Cleaning with Total Building Maintenance - Queensland for a period of two (2) years with the option to extend the contract by three (3) x further, one (1) year periods, for the estimated sum of six million, nine hundred and thirty-six thousand, seven hundred and forty dollars and seventy-nine cents excluding GST ($6,936,740.79) (total cost if all extensions are executed).

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.

8. **Contract - Library Systems - RFID

This is a report seeking a Council resolution to continue the maintenance and support subscription for Council’s RFID Library Systems. This specialised software was purchased in 2016 through a procurement quote process and its continued use is considered essential. A resolution of Council is sought to proceed to enter into a Contract for the licensing maintenance and support with Bibliotheca RFID Library Systems Australia Pty Ltd (Bibliotheca) for the next ten (10) years expiring
18 November 2030.

Recommendation

A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (Regulation) that the exemption under s235(b) of the Regulation applies and that Bibliotheca is the only specialist supplier reasonably available to continue to provide maintenance and support to Council’s RFID Library Infrastructure and Systems for the following reason:

1. Due to the proprietary nature of the RFID Library Infrastructure and Systems there is no other Supplier that can provide the maintenance and support required for the service wide fleet of infrastructure that has been developed as each new Library site has extended the reach of this infrastructure and therefore dependency on the automation workflow and systems it supports. The RFID tags in use are also of a prescribed frequency that limits the total vendor pool.

B. That Council enter into a contract with Bibliotheca RFID Library Systems Australia Pty Ltd for the provision of RFID Library infrastructure and systems maintenance and support for a period of five (5) years with the option to extend the contract by five (5) x further, one (1) year periods, for the estimated sum of one million, nine hundred thousand dollars excluding GST ($1,900,000) (total cost if all extensions are executed).

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.

9. Contract - Monitor WA Engagement

This is a report concerning Council’s Libraries and Customer Services Branch use of Pharos UNIPRINT software licences and technology for customer printing facilities within the Ipswich City Council libraries. The report recommends Council enters into a contract with Monitor WA (Pharos nominated reseller in Australia) a sole supplier utilising an exemption from seeking quotes in s235 (a) of the Local Government Regulation 2012. There is considered to be no equivalent supplier capable of meeting these requirements and providing the software licencing and support. The report recommends that Council resolves to enter into a contract with Monitor WA for three (3) years for a total estimated cost of $20,000 ex GST. This amount will be funded in the annual budget of the Libraries and Customer Services Branch.

Recommendation

A. That 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 Monitor WA is the only supplier reasonably available to it to provide sales, support and maintenance for Pharos for the following reason:

1. Monitor WA is the Australian reseller of this software and services appointed by Pharos Pty Ltd.

B. That Council enter into a contract with Monitor WA for the provision of sales, support and maintenance for Pharos UNIPRINT software for a period of three (3) years at an estimated cost of $20,000.00 (GST exclusive).

10. **Concession for General Rates - Various Properties

This is a report concerning a request for a concession for general rates on the following properties:

Property Address	Owner details
9 Stanley Street, GOODNA QLD 4300	Endeavour Foundation
41 Waghorn Street, IPSWICH QLD 4305	St Vincent de Paul Society Queensland
76 Chermside Road, IPSWICH QLD 4305	Ipswich District Junior Tennis Association Inc
132 Eagle Street, REDBANK PLAINS QLD 4301	Al-Huda Educational Institute Limited
39 Chermside Road, EASTERN HEIGHTS QLD 4305	Ipswich Hospice Care Ltd
128 Briggs Road, RACEVIEW QLD 4305	The Uniting Church In Australia Property Trust (Q)
80 Jacaranda Street, EAST IPSWICH QLD 4305	The Uniting Church In Australia Property Trust (Q)
8 Teddy Place, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
9 Gonula Crescent, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
11 Gonula Crescent, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
26 Carpenter Drive, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
34 Carpenter Drive, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
10 Reed Street, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
12 Reed Street, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited

Recommendation

A. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 9 Stanley Street, GOODNA QLD 4300 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of acquisition 11 September 2018.

B. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 41 Waghorn Street, IPSWICH QLD 4305 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of acquisition 16 April 2019.

C. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 76 Chermside Road, IPSWICH QLD 4305 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to 1 July 2020.

D. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 132 Eagle Street, REDBANK PLAINS QLD 4301 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to 1 April 2020.

E. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 39 Chermside Road, EASTERN HEIGHTS QLD 4305 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year.

F. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 128 Briggs Road, RACEVIEW QLD 4305 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to 1 July 2020.

G. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 80 Jacaranda Street, EAST IPSWICH QLD 4305 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to 1 July 2020.

H. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 8 Teddy Place, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 23 July 2020.

I. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 9 Gonula Crescent, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 31 August 2020.

J. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 11 Gonula Crescent, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 21 August 2020.

K. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 26 Carpenter Drive, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 1 September 2020.

L. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 34 Carpenter Drive, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 12 August 2020.

M. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 10 Reed Street, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 5 August 2020.

N. That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 12 Reed Street, RIPLEY QLD 4306 be granted a 100% concession of the differential general rate for the 2020‑2021 financial year and backdated to the date of tenancy, 14 August 2020.

11. Report on organisational structure, specifically on workplace culture, including the result of the pulse survey and on whistleblower provisions

At its September 2020 meeting, Council resolved that a report be provided on organisational structure, specifically on workplace culture, including the result of the pulse survey and on whistleblower provisions.

In 2018 and 2019, under the leadership of the Interim Management Committee and the Interim Administrator, a Business Transformation Program was implemented including 18 Transformation Projects (TPs). The major deliverable of TP#2 People and Performance, was a People and Culture Strategic Plan 2019-2021 that included seven (7) strategic objectives and 23 initiatives to be delivered over that timeframe.

Following major recruitment to the People and Culture Branch between February and May 2020, good progress is now being made on the implementation of the People and Culture Strategic Plan 2019-2021, noting that it is a major program of work.

While there are many factors that contribute to workplace culture, the People and Culture Strategic Plan contains four initiatives for delivery against the Strategic Objective 2: Create a values based culture. This report notes key deliverables to date against this Strategic Objective.

Four (4) bi-monthly Workforce Pulse Surveys have been completed to date in 2020 and the themes that have arisen are summarised in this report.

The People and Culture Branch in Council supports leaders and employees in a range of ways, ranging from contemporary policies, administrative directives and procedures, through to workplace health, safety and wellbeing programs and initiatives, training and development and support for managers and employees in resolving workplace grievances and addressing any alleged conduct that does not align with the Code of Conduct.

This report also provides an outline of the Public Interest Disclosure Management Program, Policy and Procedure in place at Council.

Recommendation

That Council note the contents of this report on the implementation of the People and Culture Strategic Plan 2019-2021 including work to enhance workplace culture, results of the bi-monthly Workforce Pulse Surveys and the Public Interest Disclosure Management Program.

** Item includes confidential papers

and any other items as considered necessary.

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6478159

ITEM: 1

SUBJECT: Acquisition of Leasehold Land - Champions Way Truncation

AUTHOR: Property Services Manager

DATE: 10 September 2020

Executive Summary

Motorsport Queensland Ltd to date have not agreed to provide consent to the taking of part of the leasehold interest in the land of part of Lot 11 on SP108209.

RECOMMENDATION

RELATED PARTIES

There are no conflicts of interest to declare by current Council officers, however the former Chief Operating Officer of Works, Parks and Recreation Services at Council is now employed by Motorsport Queensland Ltd. That Council position was delegated with the power to give the general consent as the asset owner, which may be considered relevant to Council’s position in this matter if this individual is now acting on behalf of Motorsport Queensland Ltd (“lessee”).

Advance Ipswich Theme

Managing growth and delivering key infrastructure

Purpose of Report/Background

Council issued a decision notice on a development application over 3 Cocks Road, Ebenezer and described as Lot 3 on SP217490 on 21 September 2016. The development application encompasses a reconfiguration of one (1) lot into eight (8) lots for a future industrial estate. The decision notice was amended on 17 February 2017 which was subject to road truncation upgrades along Champions Way and Paynes Road, Willowbank. This impacted on a number of Council owned lots outlined in Attachments 2 and 3.

The landowner consent supporting the development application was provided by Council, however the consent by other interested parties, including the lessee of Lot 11 on SP108209 was not obtained. The lessee will not agree to provide consent to the road truncation which requires the taking of the leasehold interest in the land as per the proposed survey plans in Attachment 1.

Council officers have attempted to resolve the issue of consent with the lessee by agreement, however the lessee has refused to provide consent. Without the consent from all interested parties, the road truncation cannot be finalised and the applicant cannot complete the proposed development at 3 Cocks Road, Ebenezer. The below options were considered to resolve this matter;

1. Status Quo (do nothing) - This options leaves the matter unresolved and with uncertainty for the applicant to complete the proposed development and fulfil the requirements to upgrade Champions Way and Paynes Road, Willowbank.

2. Compulsorily acquire the required Leasehold interest in the Land - Issue a Notice of Intention to resume to the lessee to notify of the intention to resume the portion of leasehold land for road truncation purposes.

3. Redesign within Existing Road Reserve - The potential traffic generation along Paynes Road and Champions Way, Willowbank will create significant road safety and operations issues and a redesign within the existing road reserve is not sufficient.

4. Redistribute Traffic to Alternative Routes – Other traffic routes were considered to redistribute the higher traffic volumes away from the Willowbank Motorsport precinct, however there are no other suitable alternatives.

Following a review of the possible options, it is recommended that Council approve the action to compulsorily acquire the leasehold interest in part of the land as the other options considered are not feasible in resolving the matter. It is expected that from the time of issuing the Notice of Intention to resume to applying to the Minister for consideration of the taking of the land, will take up to nine months. The consideration of the application by the Minister could take up to 6 months and if the decision is supported, a notice in the Government Gazette will follow. Council can take the leasehold interest in the land on the day of publication of the Gazette notice.

Legal/Policy Basis

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

Local Government Act 2009, Local Government Regulation 2012 and Acquisition of Land Act 1967

RISK MANAGEMENT IMPLICATIONS

Financial – Minimal (1) – The proposed compulsory acquisition will incur costs of between $30,000 and possibly up to $100,000 for associated costs in the settlement of the land and engaging professional third party services.

Legal and Governance – Moderate (3) – The compulsory acquisition may be referred to the Land Court.

Financial/RESOURCE IMPLICATIONS

There are expected costs of between $30,000 and possibly up to $100,000 for obtaining a valuation and the settlement of the land taking. Additionally there is expected to be costs associated with legal representation and engagement of other professional services if required.

COMMUNITY and OTHER CONSULTATION

Consultation has occurred between the Council and the representatives of the development applicant being Baird and Hayes and PSA Consulting. Council has only consulted with the lessee to request consent for the truncation. Baird and Hayes and PSA Consulting have however been trying to negotiate a successful outcome with the lessee but have been unsuccessful.

Conclusion

It is recommended that Council support the compulsory acquisition of the leasehold interest in part of the land from Motorsport Queensland Ltd.

Attachments and Confidential Background Papers

1.	Champions Way, Willowbank - Contour and Detail Survey - Road Truncation ⇩
2.	Negotiated Development Application Decision Notice ⇩
3.	DA Plans ⇩
4.	Road Truncation Plan ⇩
5.	Ebenezer/Willowbank Future Traffic Routes ⇩
6.	Ebenezer Land Use Map ⇩

	CONFIDENTIAL
7.	Confidential Attachment 1
8.	Confidential Attachment 2
9.	Confidential Attachment 3

Brett McGrath

Property Services Manager

I concur with the recommendations contained in this report.

Tony Dunleavy

Manager Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6066853

ITEM: 2

SUBJECT: Acquistion of Land for INF02652 Springall Street Kerb and Channel Project

AUTHOR: Senior Property Officer (Acquisitions and Disposals)

DATE: 1 June 2020

Executive Summary

This is a report by the Senior Property Officer (Acquisitions and Disposals) dated 1 June 2020 concerning the acquisition of land for road purposes for the Springall Street Kerb and Channel Project (Project).

RECOMMENDATION

RELATED PARTIES

There have been no conflicts of interest declared in relation to the matter addressed in this report.

Advance Ipswich Theme

Managing growth and delivering key infrastructure

Purpose of Report/Background

The Project has been raised in previous undertakings by Council to install kerb and channel to areas where no kerb and channel exists. Springall Street, Basin Pocket was prioritised by Council’s Infrastructure and Environment Department Engineer (Hydraulics) to additionally address drainage problems.

Whilst the project is part of the kerb and channel sub-program, all related aspects of the street were investigated and included as part of the scope such as:

· Stormwater

· Road pavement condition

· Road alignment

The current road alignment at the corner of McGill and Springall Streets, Basin Pocket does not meet the current road design standards and will be widened.

The proximity of the existing property boundary of 51 McGill Street, Basin Pocket to both the existing and planned carriageway is within the minimum verge width of 4.25 metres. A proposed truncation of 51 McGill Street, Basin Pocket provides approximately 4.25 metres to the curve apex. The existing property boundary of 51 McGill Street, Basin Pocket is at 3.5 metres, but is consistent with the verge width for the remainder of the properties on the street and is not proposed to be realigned.

The proximity of the existing and proposed edge of the road to the current property of 51 McGill Street, Basin Pocket is very minimal, and does not allow for safe pedestrian movement. This poses a safety risk to the public and potential legal risk to Council. To facilitate the road widening and alignment of McGill and Springall Street, it has been identified that an acquisition of land will ensure that construction will meet road design standards and the safety risk to pedestrians is minimised.

To facilitate the required kerb and channel works an acquisition is required over the following property:

Part of Lot 214 on RP24005, 51 McGill Street, Basin Pocket

Legal/Policy Basis

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

Acquisition of Land Act 1967

Local Government Act 2009

RISK MANAGEMENT IMPLICATIONS

The risk of not acquiring the land will create a safety risk, as the sight distance requirements under the road design standards would not be met. Also, due to the proposed new road alignment, the footpath would have to be constructed almost on the current property boundary.

The project is also subject to external grant funding, including a grant from Roads to Recovery fund. If the property acquisition doesn’t proceed, the project cannot commence and our obligations under the terms of the funding would not be met.

Financial/RESOURCE IMPLICATIONS

Expenses relating to the resumption of land by agreement will form part of the project budget from the Capital Project Funding for the 2020-2021 and 2021-2022 budget.

If an agreement cannot be reached with the property owner and the property is resumed by Gazettal Notice, expenses relating to Land Court proceedings will also form part of the project budget.

COMMUNITY and OTHER CONSULTATION

At the time of the report no consultation has occurred specifically with the property owner or residents.

The proposed design has been reviewed at the 40% milestone stage in December 2019 by the following internal Council teams:

· Hydraulics, Traffic, Arboriculture, Asset, City Maintenance, Construction and Stakeholder.

Design is being finalised in the area on the outside of the curve in regards to fill batters, DDA compliance for realigning the existing path into Jack Perrett Park and stakeholder engagement with residents at 42 McGill Street, Basin Pocket in relation to landscaping on the road reserve and the Park.

Consultation with Property Services and the Infrastructure and Environment Department to commence discussions with affected owners will commence as soon as possible.

Conclusion

It is recommended that Council proceed with the compulsory acquisition of land over part of Lot 214 RP24005, as a “Constructing Authority” under the Acquisition of Land Act 1967.

In the first instance, Council will make all reasonable attempts to negotiate by agreement with the property owner, when Council issue the notice of intention to resume (NIR). Therefore, Council will seek to compulsory acquire by way of resumption agreement with the property owners. However, if this is unsuccessful, Council will exercise its power as a constructing authority under the Acquisition of Land Act 1967 and make application to the relevant Minister for the land to be taken.

Attachments and Confidential Background Papers

1.	Acquisition Plan - 51 McGill Street Basin Pocket ⇩

	CONFIDENTIAL
2.	Current Title Search - Lot 214 on RP24005

Alicia Rieck

Senior Property Officer (Acquisitions and Disposals)

I concur with the recommendations contained in this report.

Brett McGrath

Property Services Manager

I concur with the recommendations contained in this report.

Tony Dunleavy

Manager Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6205804

ITEM: 3

SUBJECT: Disposal of Subterranean Land located at Lot 528 & 529 Daleys Road, Ripley

AUTHOR: Senior Property Officer (Acquisitions and Disposals)

DATE: 1 August 2020

Executive Summary

Recommendation/s

i. the Subterranean Land is not suitable to be offered for disposal by tender or auction because of the size and location;

ii. it is in the public interest to dispose of the land without a tender process; and

iii. the disposal is otherwise in accordance with sound contracting principles.

RELATED PARTIES

Extent Pty Ltd
William Rawlings
Richard Rawlings
Andrew Rawlings

There was no declaration of any conflicts of interest.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

William, Richard and Andrew Rawlings (“Rawlings”) have made a request to Council to purchase the subterranean land. These lots are owned by Council in freehold and are below the depth of 21.336 metres from the surface. The surface land above the subterranean land described as Lots 328 and 329 CP S3157, located at 112-158 Daleys Road Ripley (“the Surface Land”) is owned by the Rawlings. The subterranean land is directly below the surface land.

The Rawlings are seeking agreement from Council to dispose of the subterranean land lots, so that it can be amalgamated with their surface land lots. Therefore, once the owner amalgamates the lots, the subterranean land will be extinguished.

The Subterranean Land is of no value to any other person or entity because there is no physical access to the subterranean land other than through ownership or tenure of the surface land. As the surface land is owned by the Rawlings, they would be the only interested party in the disposal of the subterranean land.

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

Council has no use for the subterranean land. There will be no impact to Council if the recommendations to dispose of the subterranean land is not resolved. However, this will prohibit the development of the surface land in the future.

Financial/RESOURCE IMPLICATIONS

There will be no costs related to the disposal of the subterranean land. Rawlings will be responsible for any costs associated with the disposal and amalgamation of the lots.

COMMUNITY and OTHER CONSULTATION

Internal consultation has occurred with Planning and Regulatory Services and Infrastructure and Environment (Transport Planning and Open Space & Facilities), all have advised they have no objection to the disposal of the subterranean land to Rawlings.

A number of searches associated with due diligence for the disposal have been completed. The subterranean land is not on the Environmental Management Register or the Contaminated Land Register. There is no Aboriginal or Torres Strait Islander cultural heritage values in the area. Council’s rating system shows that rates and charges for the surface land are currently paid up to date.

To determine the market value of the land, a valuation was undertaken by an independent registered valuer. Consultation with the Rawlings has occurred and agreement has been reached on a market value of $5,000 per lot.

Rawlings have also agreed that the disposal of the subterranean land from Council will be subject to the amalgamation of the subterranean land lots into the surface land lots by survey plan upon settlement at their cost. Council will not bear any costs associated with the preparation or registration of the survey plan.

It is proposed that Council declare the subterranean land surplus to Council requirements, and for its disposal to the owners of the Surface Land above, at the current market value.

Conclusion

It is recommended that Council approve the sale of the subterranean land to the owners of the surface land above, at the current market value.

Attachments and Confidential Background Papers

1.	Title Search - Subterranean Land - Lot 528 S3157 ⇩
2.	Title Search - Subterranean Land - Lot 529 S3157 ⇩
3.	Title Search - Surface Land - Lot 328 S3157 ⇩
4.	Title Search - Surface Land - Lot 329 S3157 ⇩
5.	Plan of Surface Land - Lots 328 & 329 on CPS3157 ⇩
6.	Plan of Subterranean Land - Lots 528 & 529 on CPS3157 ⇩

Paul Lee

Senior Property Officer (Acquisitions and Disposals)

I concur with the recommendations contained in this report.

Brett McGrath

Property Services Manager

I concur with the recommendations contained in this report.

Tony Dunleavy

Manager Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6026299

ITEM: 4

SUBJECT: Renewal of Lease to Playgroup Queensland Ltd over 56 Harold Summervilles Road, Karalee

AUTHOR: Senior Property Officer (Tenure)

DATE: 1 June 2020

Executive Summary

This is a report concerning the proposed renewal of Lease over part of land located at
56 Harold Summervilles Road, Karalee described as Lease D in Lot 1 on RP170788 on SP216939 between Ipswich City Council (Council) and Playgroup Queensland Ltd (PQL).

Recommendation/s

A. That Council, resolve pursuant to the Local Government Regulation 2012 (the Regulation) that the exception under sections 236(1)(b)(ii) and 236(2) of the Regulation apply to the disposal of the leasehold interest located over part of 56 Harold Summervilles Road, Karalee described as Lease D on Lot 1 on RP170788 on SP216939 (“the land”), by way of a lease between Council and Playgroup Queensland Ltd for a consideration.

B. That Council enter into a Lease with Playgroup Queensland Ltd (“the lessee”) for a five (5) year term.

RELATED PARTIES

Playgroup Queensland Ltd

There was no declaration of any conflicts of interest.

Advance Ipswich Theme

Caring for the community

Purpose of Report/Background

In 2008, PQL approached Council expressing an interest in leasing the Rob Thompson Hall (“the Hall”) located at 56 Harold Summervilles Road, Karalee (“the Freehold Land”) to expand their services to Ipswich families. It was resolved by Council that the PQL provides the best opportunity for the future use of the Hall.

PQL is a not-for-profit organisation and peak body for playgroups in the State, and acts as a voice and advocates to the government and the wider community for families who represent playgroups.

There are several different types of playgroups including Community, Supported, Specialist and Therapeutic. PQL’s Karalee Playgroup is classed as a Community type playgroup which offers a wide range of resources for babies, toddlers and pre-schoolers and is led by the parents.

PQL is a playgroup that offers early years’ programs and services from 0-5 years of age to assist in achieving optimal child well-being and development. This is gained by learning through play, building parenting skills and connecting families to create a strong and sustainable community. Karalee Playgroup is a dedicated playgroup centre set up with reading corners, craft areas and the like. Outdoor includes a play area with bikes, cars, sandpit and swings. Fees are charged at $3 per session.

PQL provides a much-needed platform for families to build lifelong friendships with parents and carers to support each other by sharing triumphs and challenges. Playgroups provide an environment for children to learn new skills required for their future.

Existing Lease terms:

Period:	5 Years
Commencement Date:	01/12/2013
Expiry Date:	30/11/2018
Options:	Nil
Rent:	$104 per annum if demanded (GST exclusive)
Permitted Use:	Playgroup Activities

The proposed new lease terms:

Period:	5 Years
Commencement Date:	01/11/2020
Expiry Date:	31/10/2025
Options:	Nil
Rent:	$1 on demand (excluding GST)
Permitted Use:	The provision of playgroup purposes and, administration and activities associated with that purpose.

The above proposed terms are subject to change.

In 2015, Council carried out an audit of its leases and specifically the rent charged. A delegated decision was made that all leases with a rental fee of $104.00 or less would be charged on a demand basis in Council’s commitment to sound financial management as the cost to Council to invoice, receipt and manage this money greatly outweighed the value of rent received.

In 2019, Council adopted the Tenure over Council Property Policy incorporating a new framework for the schedule of fees for different types of agreements. Council determine the category of a lease based on the use of the property by the community group/organisation and which category they fall under.

The existing lease between Council and PQL is currently operating under a ‘holding over’ provision on a month to month basis. It is recommended that Council enter into a new lease under the terms set out above, to ensure that Council complies with its obligations under its Tenure over Council Property Policy and any Regulatory Authority.

Legal/Policy Basis

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

Land Title Act 1994

Local Government Act 2009

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

There are low risk management implications pertaining to this lease as PQL are currently under a ‘holding over’ provision of the existing lease arrangement with Council. Council’s new lease agreement clearly sets out the Lessor’s (Council) and Lessee’s (PQL) maintenance responsibilities.

Financial/RESOURCE IMPLICATIONS

Council is responsible for reasonable wear and tear of the premises. Council will continue its responsibility to carry out repairs, renovations, maintenance or alterations to the premises. Upon termination of the existing or new lease the lessee must return the premises to Council in good repair and working order, with the exception of reasonable wear and tear.

Council don’t track the expenses for specific buildings. There is also no budget particularly assigned to specific parks and other facilities, however there is a budget for Parks in general.

As the renewal, upgrade, maintenance and operating expenditure relating to the buildings are not specifically catalogued to that building, it is unknown as to the historical cost and performance of that building and whether it is an efficient and sustainable asset for Council.

Council does not currently have a long-term financial forecast for its managed facilities. Long-term financial forecasting includes estimated capital expenditure for renewing, upgrading and extending each building and facility asset.

Under the Local Government Act 2009 it is mandatory for Council to have a long-term asset management plan (AMP) and a long-term financial forecast.

Council currently has a very high level AMP lacking detail. The development of a more informed AMP for buildings and facilities, including long-term forecasting of those will ensure decisions are informed and will optimise asset performance and value at both portfolio and individual facility level.

The Local Government Regulation 2012 sets out the requirements of the AMP:

- must be for 10 years or more;

- continues in force for the period stated in the plan unless a new AMP is adopted by Council;

- provide for strategies to ensure the sustainability of the management of assets outlined in Council’s asset register and Council infrastructure;

- state the estimated capital expenditure for renewing, upgrading and extending assets for the period stated in the AMP;

- be consistent with, and part of the long-term financial forecast.

COMMUNITY and OTHER CONSULTATION

Following Council’s review of the existing agreement, Council consulted with PQL to enter into a further lease over the Freehold Land. PQL have indicated their desire to enter into a lease renewal and are agreeable to the proposed new lease terms.

Internal consultation pertaining to the Hall was completed and the following was articulated below:

· Asset Management provided their consent to the new lease terms and associated maintenance schedule and advised there have not been any significant repairs and maintenance, other than fair wear and tear where required.

· Community, Cultural and Economic Development provided their consent to the new lease terms and advised no reported issues with PQL in their activation and use of the facility. Safe City provided further advice on the security component of the Maintenance Schedule to ensure the Hall is secured, alarmed and patrolled as required by Council.

Conclusion

It is recommended that Council apply the exception under the Local Government Regulation 2012 to enter into a lease with a community organisation, without going to tender or auction. The new lease between Council and PQL over 56 Harold Summervilles Road, Karalee will outline maintenance responsibilities by Council and PQL.

Attachments and Confidential Background Papers

1.	Title Search - Lot 1 RP170788 - 56 Harold Summervilles Road, Karalee ⇩
2.	Survey Plan SP216939 ⇩
3.	Property Plan - 56 Harold Summervilles Road, Karalee ⇩

Kerry Perrett

Senior Property Officer (Tenure)

I concur with the recommendations contained in this report.

Brett McGrath

Property Services Manager

I concur with the recommendations contained in this report.

Tony Dunleavy

Manager Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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 and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A5563765

ITEM: 5

SUBJECT: New Trustee Lease over Reserve for Heritage, Historical and Cultural Purposes - Rosewood Scrub Historical Society Inc -
73 Edmond Street, Marburg

AUTHOR: Senior Property Officer (Tenure)

DATE: 21 April 2020

Executive Summary

RECOMMENDATION

A. That Council terminate the Maintenance Deed with the Rosewood Scrub Historical Society Inc located at 73 Edmond Street, Marburg described as Lease B in Lot 388 on Crown Plan CC693 on SP307621.

C. That Council enter into a Lease with Rosewood Scrub Historical Society Inc (“the trustee lessee”) for a five (5) year term.

RELATED PARTIES

Rosewood Scrub Historical Society Inc

There was no declaration of any conflicts of interest.

Advance Ipswich Theme Linkage

Caring for the community

Purpose of Report/Background

In 1980 the Society was formed in response to the need for a volunteer association to preserve documents of historical value. The Society was formed for the collection and record of historical documents and photographs to preserve the region’s history and heritage. These historical documents are displayed in the hall located at 73 Edmond Street, Marburg (Trust Land) for public viewing.

On 14 June 2002 Council and the Society entered into a Maintenance Deed over the Trust Land on an ongoing basis. The Maintenance Deed allowed the Society to maintain a historical display in the hall, and Council to be responsible for structural repairs and other repairs to the building and mowing of the Reserve.

Following an internal review it has been noted that a Maintenance Deed is not a suitable agreement for tenure over the Trust Land under Section 57 of the Land Act 1994. The Land Act 1994 requires that Council enter into a Trustee Permit for short term agreements (<3 years) or a Trustee Lease (<30 years) for tenure over trust land.

It is recommended that Council terminate the existing Maintenance Deed with the Society and enter into a Trustee Lease to ensure that Council complies with its obligations as Trustee under the Land Act 1994. It is proposed that Council enter into a Trustee Lease for a term of five (5) years with the Society over part of the Trust Land, at the existing rent amount of nil.

The Trustee Lease must satisfy all requirements of the Land Act 1994, the Land Regulation 2020 and the State’s Operational Policy - Secondary Use of Trust Land.

Existing agreement terms:

Period:	5 Years
Commencement Date:	01/07/2002
Expiry Date:	Ongoing
Options:	Nil
Rent:	$1 per annum if demanded (GST exclusive)
Permitted Use:	To maintain an historical display

The proposed new lease terms:

Period:	5 Years
Commencement Date:	01/11/2020
Expiry Date:	31/10/2025
Options:	Nil
Rent:	$1 on demand (excluding GST)
Permitted Use:	To preserve, maintain and keep a record of all local information of heritage, historical or cultural importance and to display this information to the general public.

The above proposed terms are subject to change.

Financial/RESOURCE IMPLICATIONS

Council will continue its current responsibility for structural repairs to the building, maintenance, and mowing of the Trust Land. Council will continue to pay for all outgoings.

RISK MANAGEMENT IMPLICATIONS

The major risk is that Council is not complying with its obligation as Trustee of the Trust Land under the Land Act 1994. This includes providing the correct instrument for offering tenure over the Trust Land. The risk to Council will be removed by terminating the Maintenance Deed and entering into a new Trustee Lease. Council’s new lease agreement clearly sets out the Lessor’s (Council) and Lessee’s (Society) maintenance responsibilities.

Legal/Policy Basis

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

Land Act 1994

Local Government Act 2009

Local Government Regulation 2012

COMMUNITY and OTHER CONSULTATION

Following Council’s review of the existing agreement, Council consulted with the Society to enter into a more suitable agreement over the Trust Land. At a recent onsite meeting, the Society acknowledged the requirement to enter into a more suitable agreement, indicating their desire to continue with the management of the hall for a further five (5) year term, which was agreed by Council.

Internal consultation pertaining to the Trust Land was completed and the following was articulated below:

· Asset Management provided their consent to the new lease terms and associated maintenance schedule.

· Community, Cultural and Economic Development provided their consent to the new lease terms. Safe City provided further advice on the security component of the Maintenance Schedule to ensure the Hall is secured, alarmed and patrolled as required by Council.

Conclusion

A Trustee Lease in place of the Maintenance Deed will reflect the requirements of the Land Act 1994, Land Regulation 2020 and be consistent with the State’s Operation Policy - Secondary Use of Trust Land.

It is recommended that Council enter into a Trustee Lease with the Society over the Trust Land. The Trustee Lease will encompass the requirements of the Land Act 1994, the Land Regulation 2020 and the State’s Operational Policy – Secondary use of Trust Land.

Attachments and Confidential Background Papers

1.	Title Search - Lot 388 Crown Plan CC693 - 73 Edmond Street, Marburg ⇩
2.	Survey Plan SP307621 ⇩
3.	Property Plan - 73 Edmond Street, Marburg ⇩

Kerry Perrett

Senior Property Officer (Tenure)

I concur with the recommendations contained in this report.

Brett McGrath

Property Services Manager

I concur with the recommendations contained in this report.

Tony Dunleavy

Manager Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6405666

ITEM: 6

SUBJECT: Extension of contract with Envizi Australia Pty Ltd to continue to deliver the Sustainability Reporting Platform

AUTHOR: Contracts Officer

DATE: 5 August 2020

Executive Summary

This is a report recommending the extension of Contract 12495 Sustainability Reporting Platform Contract with Envizi Australia Pty Ltd to enable continuity of sustainability data.

RECOMMENDATION

C. That Council resolve it is satisfied that the exception set out in section 235(b) of the Local Government Regulation 2012 (Regulation) applies and that Envizi Australia Pty Ltd is a specialised service supplier able to continue to provide maintenance and support to Council’s Sustainability Reporting Platform.

RELATED PARTIES

There are no discernible conflicts of interest

Advance Ipswich Theme

Caring for the environment

Purpose of Report/Background

The purpose of the sustainability reporting platform is to provide Council with a reporting and performance management tool to enable the organisation to perform efficient resource/ utility management across multiple facilities and operations.

Ipswich City Council (ICC) is committed to managing the growth of Ipswich in a sustainable manner, this includes the sustainable management of ICC operations and associated resource consumption.

Council’s primary purpose for utilising a sustainability platform is to improve performance management across ICC facilities and key business functions and to reduce consumption through informed decision-making; particularly in the areas of electricity, fuel, gas and water. Through the sustainability reporting platform Council seeks the ability to:

a) Measure – resource consumption and associated costs;

b) Understand – analyse data in a meaningful way;

c) Respond – improve resource efficiencies and respond to incidents readily; and,

d) Communicate – our sustainability performance.

A Request for Quotation (RFQ) was undertaken in July-September 2018 to determine which sustainability reporting platform Council would proceed with. Previously, Council had been using the Trellis platform provided by Balance Carbon.

The RFQ received three quotations from the following providers:

1. Balance Carbon with the Trellis product

2. Envizi Australia with the Envizi product

3. Greensense (ERM Business Energy) with the Greensense View product

A full procurement evaluation process was undertaken by a panel of qualified Council officers to determine the best option for the sustainability platform. As a result, the Envizi platform was the successful product which was considered to provide the capabilities that were being sought and value for money. The contract with Envizi started in October 2018 with the design of the reporting structure and input of Council data, with the annual subscription commencing in December 2018 and is valued at approximately $32,000 (incl. GST) per year.

Council officers invested significant effort and time in migrating all of the historical sustainability data (energy, water, fuel) from Trellis into the new system and setting up automated processes to capture ongoing data. There has also been a great deal of work undertaken to improve the data integrity within the system to ensure there are no data gaps.

The sustainability platform serves as a point of truth for the sustainability reporting data. The Envizi platform also has the function to calculate a large proportion of Council’s carbon emissions that the sustainability team relies on for developing the carbon inventory in preparation to become carbon neutral as an organisation.

Given that an RFQ procurement process was undertaken to secure the services of Envizi Australia as Council’s sustainability platform provider less than two years ago, it is considered better use of available resources for the Envizi platform to remain in place for an extended period. This will better achieve value for money and return on investment for ratepayers of Ipswich.

The need to undertake another procurement process for this service at this point in time and only 18 months after contracting the platform and associated service, would be considered to be a risk to the continuity of accessing and reporting on sustainability data. Council officers are still learning the full capabilities of the Envizi platform and would like the opportunity to fully exploit these capabilities for the benefit of the community.

In addition, the sustainability team will be developing the revised sustainability strategy over the coming 18-months and would like to ensure that efforts can be directed towards strategy development and not duplicating efforts for sustainability data management.

Accordingly, this report recommends that Council approve an extension of the contract with Envizi Australia Pty Ltd in line with s235(b) of the Regulation, which operates as an exception to inviting quotes or written tenders for medium and large-sized contractual arrangements.

Legal/Policy Basis

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

Local Government Regulation 2012 s235 (b)

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council’s sustainability results against targets would not be available due and a new system and data set would need to be procured and established. This would result in sustainability reporting not being available and an inability to provide Council with timely information regarding the meeting of Sustainability targets.

Financial/RESOURCE IMPLICATIONS

Budget for the extension is approximately $32,000 (incl. GST) per year and budget is available.

COMMUNITY and OTHER CONSULTATION

Consulted with the Senior Sustainability Officer, Infrastructure and Environment Department who agrees with this recommendation.

Conclusion

Due to data continuity and time and resources invested in setting up the Envizi system, this report has been compiled in preparation for its adoption under s235 (b) of the Regulation. This report recommends the engagement of Envizi Australia Pty Ltd to provide a Sustainability Reporting Platform for up to four years to December 2024 for the estimated sum of one hundred and fifty thousand dollars excluding GST ($150,000) (total cost if all extensions are executed).

John O'Donnell

Contracts Officer

I concur with the recommendations contained in this report.

Samantha Smith

Coordinator (Sustainability)

I concur with the recommendations contained in this report.

Stephen Bailey

Principal Officer (Procurement and Contract Operations)

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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 and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6515825

ITEM: 7

SUBJECT: Tender No.13902 - Commercial Cleaning

AUTHOR: Goods and Services Category Specialist

DATE: 1 October 2020

Executive Summary

RECOMMENDATION

A. That in accordance with s233 of the Local Government Regulation 2012, Council approve a Preferred Supplier Arrangement for the supply of Commercial Cleaning.

RELATED PARTIES

There was no declaration of conflicts of interest

Advance Ipswich Theme

Managing growth and delivering key infrastructure

Strengthening our local economy and building prosperity

Purpose of Report/Background

Commercial Cleaning is an essential business requirement that covers a large asset base (which continues to grow) including community accessible public facilities, parks, open spaces and more. The contract covers nine (9) separable portions (SP) as listed below:

· SP1 – Public Toilet Blocks, BBQs, Shelters, Tables & Seats, Litter Removal, Memorials & Structures, Soft Fall and Park Bins

· SP2 – Ipswich CBD

· SP3 – Commercial Carpets

· SP4 – Commercial Kitchens

· SP5 – Roof Gutters

· SP6 – Pathways

· SP7 – Bus Stops

· SP8 – Emergency & Extra Cleaning

· SP9 – Biohazard Cleaning

The Council released a Request for Tender 13902 Commercial Cleaning on 15 August 2020 to the open market which closed on 8 September 2020. Council received eighteen (18) submissions. The Evaluation Panel undertook an evaluation of the submission as per Confidential Attachment 2: Commercial Cleaning (13902) – Strategy and Tender Evaluation Plan.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

The current agreement will expire on 1 December 2020, after exhausting all current extension options. A new agreement is required to be in place prior to the expiry of the current agreement to ensure continuity of services. Further details on risks and mitigations are available in Confidential Attachment 1: 13902 – Recommendation to Award – Commercial Cleaning.

Financial/RESOURCE IMPLICATIONS

The cost to provide Commercial Cleaning services relating to Council’s infrastructure and assets under this agreement are estimated to cost $6,936,740.79 (ex GST) for the total contract, including extensions. This represents a potential saving to Council over the full term of the contract estimated at $412,962.19 (ex GST). Further details on the financials are available in Confidential Attachment 1: 13902 – Recommendation to Award – Commercial Cleaning.

COMMUNITY and OTHER CONSULTATION

The Infrastructure and Environment Department, as the relevant contract owner, were consulted and have endorsed the recommendation to award.

Conclusion

This report seeks the Council’s approval to establish a Preferred Supplier Arrangement for the provision of Commercial Cleaning with Total Building Maintenance – Queensland. Their offer has been determined by the Evaluation Panel to offer the Council best value for money.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	13902 - Recommendation to Award - Commercial Cleaning
2.	Commercial Cleaning (13902) - Strategy and Tender Evaluation Plan

Cory Cavanagh

Goods and Services Category Specialist

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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 and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6516655

ITEM: 8

SUBJECT: Contract - Library Systems - RFID

AUTHOR: Acting ICT Category Manager

DATE: 1 October 2020

Executive Summary

RECOMMENDATION

A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (Regulation) that the exemption under s235(b) of the Regulation applies and that Bibliotheca is the only specialist supplier reasonably available to continue to provide maintenance and support to Council’s RFID Library Infrastructure and Systems for the following reason:

RELATED PARTIES

Bibliotheca RFID Library Systems Australia Pty Ltd.

No declaration of conflicts of interest.

Advance Ipswich Theme

Caring for the community

Purpose of Report/Background

Purpose

To deliver a contract for the continuation of maintenance and support of Library – RFID (Radio Frequency Identification) infrastructure and systems provided by Bibliotheca RFID Library Systems Australia Pty Ltd (Bibliotheca).

Background

In 2016 approval was sought from the Chief Financial Officer to engage a Systems Integrator to supply and install Radio Frequency Identification (RFID) and Automated Material Handling (AMH) Library automation infrastructure and systems to the three (3) Ipswich City Council Libraries (Ipswich, Redbank Plains and Redbank Plaza including the Mobile Library). This outcome would integrate RFID technology into the Library Management System workflows for physical and online services.

Council approached four (4) suppliers via a Request for Quote (RFQ) process. Three (3) suppliers submitted conforming responses and one (1) submitted a non-conforming response and was subsequently excluded from further evaluation. The Evaluation Panel selected Bibliotheca as the supplier that best met Council’s requirements. The former Chief Executive Officer, approved the engagement of Bibliotheca for the term and value (five (5) years (1 + 1 + 1 + 1 + 1) at $660,966) under a GITC arrangement (Council’s Contract 15-16-168 in Oracle).

In 2017 the ICT Procurement Team terminated 15-16-168 and created a new Contract, 10284 for Library Systems – RFID under the Local Buy arrangement BUS255-0116 Library Resources (Goods and Services) for the value of $360,000. There is no documentation available to explain why this occurred and the Procurement Team Members who completed this process are no longer employed at Council.

The term for 10284 was entered into Oracle as commencing 18 November 2016 and expiry 31 August 2020 (three (3) years, nine (9) months and thirteen (13) days), this date was not consistent with the expiry of the Local Buy contract expiry date of 18 November 2020. Procurement requested and gained approval from the current CEO, in August 2020 to extend the current arrangement to 18 November 2020 in-line with the Local Buy contract expiry date.

Since the engagement of Bibliotheca Council has invested approximately $1,900,000 for the purchase, implementation maintenance and support for Library – RFID Infrastructure and Systems.

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 risk to Council if the recommendation within this report is not approved is the Bibliotheca RFID system will not receive the necessary support and maintenance to maintain the purchased system in a proper operating condition. This will result in disruption to the business and will greatly impact Council’s Library functionality.

Financial/RESOURCE IMPLICATIONS

This report seeks approval to enter into a continuing annual agreement with an existing specialist Supplier with a value over the next ten (10) years of approximately $1,900,000 (ex GST). This is an average annual cost of approximately $190,000 (ex GST). The cost of this contract is included in current budget.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the Library Branch and the ICT Branch who support the recommendations of this report.

This report does not require Community consultation.

Conclusion

To enable Council to continue leveraging the specialised system purchased in 2016 a resolution of Council is sought to proceed to enter into a Contract for the maintenance and support of the RFID Library Systems for the next ten (10) years expiring 18 November 2030.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	15-16-168 Evaluation Memo
2.	Evaluation Scorecard
3.	10284 Contract executed
4.	10284 Library RFID Memo
5.	CEO Briefing Note extension to Nov 2020

Wanda Schoenfisch

Acting ICT Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6482032

ITEM: 9

SUBJECT: Contract - Monitor WA Engagement

AUTHOR: Procurement Manager

DATE: 14 September 2020

Executive Summary

RECOMMENDATION

1. Monitor WA is the Australian reseller of this software and services appointed by Pharos Pty Ltd.

RELATED PARTIES

Pharos Pty Ltd, Monitor WA, ICT Branch and Libraries and Customer Services Branch.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

The Pharos solution (UNIPRINT) provides the system through which customers are able to release print and photocopy jobs and make payment of these charges.

Council has had UNIPRINT since 2005. In 2016, the Library approached the market via a Request for quote process. In 2017-2018 the Library identified the need to upgrade the version of the software as they were out of date and on an unsupported version. Pharos Pty Ltd was represented in Australia by EEMS Technologies Pty Ltd. EEMS provided the upgrade and the annual subscriptions.

EEMS Technologies Pty Ltd entered Administration earlier this year and from that time Council has renewed the licences through Pharos Pty Ltd directly until they appointed a new reseller. Pharos Pty Ltd has now appointed Monitor WA to represent them in Australia.

In December 2019 Council undertook a significant project to upgrade all Library locations to the latest version (version 9) of Pharos (UNIPRINT) and to enhance the services and processes around the pay-for-print and copy service. Leveraging this project with on-going engagement with Pharos Pty Ltd through their nominated Australian reseller Monitor WA is important.

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

This engagement has been identified as a routine procurement matter with low risk to Council. The risks in not engaging with Monitor WA are lost costs of current investment and in issues arising with the pay-for-print system that are unable to be resolved without vendor support.

Financial/RESOURCE IMPLICATIONS

There are no anticipated increases in cost associated with Monitor WA. Therefore Council intends to enter into a contract with Monitor WA for three (3) years for an annual renewal of appropriate $6,599 and the total three (3) estimated cost of $19,797 (GST Exclusive).

COMMUNITY and OTHER CONSULTATION

Not required.

Conclusion

Contracting with Monitor WA represents a way to continue existing services and support arrangements for this application as this company are the appointed re-sellers in Australia. Due to the specialised nature of the services, that is Monitor WA are the nominated reseller within Australia for Pharos Pty Ltd UNIPRINT software and support, an exemption to the requirement to seek quotes is being sought.

Barbara Clarke

Procurement Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6403931

ITEM: 10

SUBJECT: Concession for General Rates - Various Properties

AUTHOR: Treasury Accounting Manager

DATE: 25 September 2020

Executive Summary

This is a report concerning a request for a concession for general rates on the following properties:

Property Address	Owner details
9 Stanley Street, GOODNA QLD 4300	Endeavour Foundation
41 Waghorn Street, IPSWICH QLD 4305	St Vincent de Paul Society Queensland
76 Chermside Road, IPSWICH QLD 4305	Ipswich District Junior Tennis Association Inc
132 Eagle Street, REDBANK PLAINS QLD 4301	Al-Huda Educational Institute Limited
39 Chermside Road, EASTERN HEIGHTS QLD 4305	Ipswich Hospice Care Ltd
128 Briggs Road, RACEVIEW QLD 4305	The Uniting Church In Australia Property Trust (Q)
80 Jacaranda Street, EAST IPSWICH QLD 4305	The Uniting Church In Australia Property Trust (Q)
8 Teddy Place, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
9 Gonula Crescent, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
11 Gonula Crescent, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
26 Carpenter Drive, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
34 Carpenter Drive, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
10 Reed Street, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited
12 Reed Street, RIPLEY QLD 4306	Churches Of Christ Housing Services Limited

Recommendation/s

RELATED PARTIES

Councillors and Senior Management should consider the listed property owners for the purposes of related party disclosures of any actual or potential conflicts of interest.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Council’s Rates Concession Policy allows for a 100% concession for general rates on properties that meet the criteria outlined in the policy (Attachment 1).

9 Stanley Street, GOODNA QLD 4300 -

Endeavour Foundation is a registered charity and not-for-profit organisation providing direct support for more than 3,000 people with a disability throughout Queensland and some locations in the Western suburbs of Sydney and Victoria.

The principal activities of the Group are to provide support to people with disabilities and their families and individuals and communities who have significant personal, social, economic and cultural disadvantage in accessing services and resources, through a range of flexible services, including residential accommodation, in-home support, adult education, lifestyle support, drug prevention and public safety programs, services for disengaged young people and people experiencing mental illness, supported employment services and apprenticeship and traineeship qualifications.

41 Waghorn Street, IPSWICH QLD 4305 -

St Vincent de Paul Society is a registered charity and public benevolent institution. The Society provides a ‘hand up’ to people in need. In the 2019 financial year, they provided $258 million in services and support to people in need in Queensland.

It also assists persons through its programs and special works, including home visitations, providing housing and homelessness support services and Centres of Charity.

76 Chermside Road, IPSWICH QLD 4305 –

Ipswich District Junior Tennis Association Inc are a non-profit organisation and current lessee of the Queens Park Tennis Courts. Their objective is to present a tennis program that will develop children’s tennis skills and at the same time provide enjoyment for them to participate in the game of tennis. A recent check of the land records identified that the lessee details were incorrect. For completeness and transparency, a fresh decision in regards to a rates concession was deemed appropriate. It can be noted that the Ipswich District Junior Tennis Association Inc have been a long-term lessee of this property and have received an annual rates concession in accordance with the Rates Concession Policy.

132 Eagle Street, REDBANK PLAINS QLD 4301 –

Al-Huda Educational Institute Limited is a not for profit organisation whose objects are:

a) To establish and manage a charitable fund for charitable work amongst the community

b) To establish and manage centres for educational activities

c) To establish and manage welfare organisations to undertake welfare work amongst the community.

Up until 1 April 2020 Al-Huda Educational Institute Limited was receiving a rates concession on 132 Eagle Street, REDBANK PLAINS QLD 4301. They had been deregistered as a charity due to their statutory reporting not being up to date. That matter has now been rectified with the regulator and a request has been made of Council to re-instate the concession back to 1 April 2020.

39 Chermside Road, EASTERN HEIGHTS QLD 4305 -

Ipswich Hospice Care Ltd are requesting a continuing concession on 37 and 39 Chermside Road, EASTERN HEIGHTS QLD 4305 due to a change of the name of the entity. 37 Chermside Road, EASTERN HEIGHTS QLD 4305 is currently exempt from the General rate as the property is a reserve. 39 Chermside Road, EASTERN HEIGHTS QLD 4305 is used for Administration and Bereavement Services.

Ipswich Hospice Care is a community organisation providing quality palliative care as well as grief and bereavement support to the community of West Moreton. Their mission is to provide a high standard of care for terminally ill people, their families and bereaved people in the community.

128 Briggs Road, RACEVIEW QLD 4305 and 80 Jacaranda Street, EAST IPSWICH QLD 4305 –

The Uniting Church in Australia Property Trust (Q) are part of Uniting Care Queensland, have included a list of 16 properties to be considered for rates concession. Of those, only 2 meet the criteria for rates concession. Of the remaining 14, 7 are already exempt from the general rate, 3 are vacant land and 4 are houses that are private rentals.

Through Blue Care and Lifeline, Uniting Care Queensland, plays a significant role within the Ipswich City Council area community. Blue Care provides services to approximately 2300 vulnerable locals and employ more than 700 people in the region annually.

Their vision is to be Australia’s most trusted and respected health and community services provider, delivering exceptional, values-based care to families in Queensland and the Northern Territory in every corner of the community, and globally recognised as a leading light in care model innovation for ageing people.

For the purpose of granting the concession to the above property owners, Council officers are satisfied that the properties are being used for an eligible purpose and it is appropriate for the concession to be backdated as highlighted in the recommendations of this report. Backdating of the concession is consistent with the previous application of the Rates Concession Policy.

8 Teddy Place, RIPLEY QLD 4306, 9 & 11 Gonula Crescent, RIPLEY QLD 4306, 26 &
34 Carpenter Drive, RIPLEY QLD 4306 and 10 & 12 Reed Street, RIPLEY QLD 4306

Churches of Christ Housing Services Limited, have requested a concession for general rates on 7 properties at Ripley as listed in the recommendations of this report. Churches of Christ Housing Services Limited are a registered Charity that work to build safe, inclusive and viable communities for their residents, providing access to:

• Quality and sustainable living environments

• Services to improve health and quality of life

• Opportunities to learn and work

For the purposes of granting concessions, the Churches of Christ Housing Services Limited have provided the first date of tenancy for each property. Council officers have untaken a review and are satisfied that the properties have been used for an eligible purpose from those respective dates and it is considered appropriate to backdate the concessions to those respective dates. Under these circumstances backdating of the concessions is consistent with the previous application of the Rates Concession Policy.

Legal/Policy Basis

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

Local Government Act 2009, Local Government Regulation 2012 and the Rates Concession Policy

RISK MANAGEMENT IMPLICATIONS

There are no risk management implications associated with this report.

Financial/RESOURCE IMPLICATIONS

Granting of these concessions will result in a reduction of general rates revenue of:

Property Address	New/Continuing Request	Amount per annum
9 Stanley Street, GOODNA QLD 4300	New	$2,414.60
41 Waghorn Street, IPSWICH QLD 4305	New	$8,496.40
76 Chermside Road, IPSWICH QLD 4305	Continuing	$1,687.80
132 Eagle Street, REDBANK PLAINS QLD 4301	Continuing	$4,554.00
39 Chermside Road, EASTERN HEIGHTS QLD 4305	Continuing	$4,840.80
128 Briggs Road, RACEVIEW QLD 4305	New	$12,335.40
80 Jacaranda Street, EAST IPSWICH QLD 4305	New	$7,113.20
8 Teddy Place, RIPLEY QLD 4306	New	$1,519.20
9 Gonula Crescent, RIPLEY QLD 4306	New	$1,519.20
11 Gonula Crescent, RIPLEY QLD 4306	New	$1,519.20
26 Carpenter Drive, RIPLEY QLD 4306	New	$1,519.20
34 Carpenter Drive, RIPLEY QLD 4306	New	$1,519.20
10 Reed Street, RIPLEY QLD 4306	New	$1,519.20
12 Reed Street, RIPLEY QLD 4306	New	$1,519.20

This provides ongoing concessions to the value of $11,082.60 per annum plus new concessions of $40,994.00 per annum.

COMMUNITY and OTHER CONSULTATION

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

Conclusion

The owners of the properties at:

9 Stanley Street, GOODNA QLD 4300

41 Waghorn Street, IPSWICH QLD 4305

76 Chermside Road, IPSWICH QLD 4305

132 Eagle Street, REDBANK PLAINS QLD 4301

39 Chermside Road, EASTERN HEIGHTS QLD 4305

128 Briggs Road, RACEVIEW QLD 4305

80 Jacaranda Street, EAST IPSWICH QLD 4305

8 Teddy Place, RIPLEY QLD 4306

9 Gonula Crescent, RIPLEY QLD 4306

11 Gonula Crescent, RIPLEY QLD 4306

26 Carpenter Drive, RIPLEY QLD 4306

34 Carpenter Drive, RIPLEY QLD 4306

10 Reed Street, RIPLEY QLD 4306 and

12 Reed Street, RIPLEY QLD 4306;

satisfy the requirements of the Rates Concession Policy as eligible property owners. Further, the properties are being used for purposes that are consistent with the requirements of the Rates Concession Policy, to be eligible for a 100% concession for general rates. The application of the Rates Concession Policy in these instances is consistent with Revenue Policy as well as the Budget and Rating Resolutions.

Attachments and Confidential Background Papers

1.	Rates Concession Policy ⇩

	CONFIDENTIAL
2.	Letter requesting Rates Concession 9 Stanley Street, GOODNA QLD 4300
3.	Letter requesting Rates Concession 41 Waghorn Street, IPSWICH QLD 4305
4.	Letter requesting Rates Concession 76 Chermside Road, IPSWICH QLD 4305
5.	Letter requesting Rates Concession 132 Eagle Street, REDBANK PLAINS QLD 4301
6.	Letter requesting Rates Concession 39 Chermside Road, Eastern Heights QLD 4305
7.	Letter requesting Rates Concession on Multiple Properties The Uniting Church In Australia Property Trust (Q)
8.	Letter requesting Rates Concession on 7 properties Churches of Christ

Paul Mollenhauer

Treasury Accounting Manager

I concur with the recommendations contained in this report.

Jeffrey Keech

Manager, Finance

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

15 October

2020

Doc ID No: A6507679

ITEM: 11

SUBJECT: Report on organisational structure, specifically on workplace culture, including the result of the pulse survey and on whistleblower provisions

AUTHOR: Acting Manager, People and Culture

DATE: 25 September 2020

Executive Summary

In 2018 and 2019, under the leadership of the Interim Management Committee and the Interim Administrator, a Business Transformation Program was implemented including
18 Transformation Projects (TPs). The major deliverable of TP#2 People and Performance, was a People and Culture Strategic Plan 2019-2021 that included seven (7) strategic objectives and 23 initiatives to be delivered over that timeframe.

Four (4) bi-monthly Workforce Pulse Surveys have been completed to date in 2020 and the themes that have arisen are summarised in this report.

This report also provides an outline of the Public Interest Disclosure Management Program, Policy and Procedure in place at Council.

Recommendation/s

RELATED PARTIES

There are no known conflicts of interest for this report.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

The purpose of this report is to deliver on a resolution of Council at its September 2020 meeting for a report on organisational structure, specifically on workplace culture, including the result of the pulse survey and on whistleblower provisions.

Background

During 2018 and 2019 while Ipswich City Council was under administration, a significant body of work was undertaken under the leadership of the Interim Management Committee and Interim Administrator.

The primary objective of the Interim Administrator’s ‘Vision2020’ was transforming the organisation to be an exemplar of good governance from which other Councils aim to emulate.

In order to achieve this, the Interim Administrator and Interim Management Committee defined 18 transformational projects looking to improve our processes and governance arrangements. These 18 were then defined under three separate themes: whole of Council, finance and reporting and risk and governance as set out in the table that follows:

The major deliverable of TP#2 People and Performance, was a People and Culture Strategic Plan 2019-2021 that included seven (7) strategic objectives and 23 initiatives to be delivered over that timeframe.

The seven (7) People and Culture Strategic Objectives are:

1. Build a credible and valued People and Culture Branch

2. Create a values-based culture

3. Develop capable and accountable leadership

4. Drive the effective management of change

5. Develop a capable and responsive workforce

6. Foster an environment where people feel valued and supported

7. Assist our people to stay healthy, safe and protected from harm.

Workplace Culture

1. Develop and implement a values and behaviour principles framework

2. Develop and implement a performance framework to create a culture of feedback

3. Review values and behaviour principles framework for ongoing relevance

4. Build and support employee engagement practices.

Key deliverables to date have included:

1. A Leadership Charter setting out the behaviours expected of leaders at all levels aligned to the organisation’s values

2. A performance framework has been developed and considered by the Executive Leadership Team at its July 2020 strategic meeting with further work to finalise and implement the framework underway

3. Design, implementation and analysis of the results of four bi-monthly pulse surveys of Council’s workforce in March, May, July and September 2020.

Vast amounts of academic research exists on the topic of workplace culture. Both the research and experience tells us that workplace culture takes many years to influence as it can be deeply embedded in the norms, values and behaviours in an organisation.

As is the case with many organisations, consistent focus and investment will be required to continue to enhance the workplace culture at Ipswich City Council.

Culture and Pulse Surveys

Ipswich City Council has conducted a range of engagement surveys in the past, including the 2016 Culture Survey, 2019 Culture Survey and 2020 Pulse Surveys. The Culture Surveys were managed by an external service provider and the Pulse Surveys are managed by the People and Culture Organisational Development Section.

The purpose of the engagement surveys are to conduct diagnosis and identify actions that will support organisational effectiveness and change.

The Culture Surveys in 2016 and 2019 utilised the Human Synergistics Organisational Culture Inventory (OCI) and Organisational Effectiveness Inventory (OCE) methodology. The survey aimed to build an understanding and comparison of behavioural styles and provide unique insights into the structures, systems, and skills that affect our culture. Following the 2016 Culture Survey, the Line of Sight Program (LOS) was initiated to drive the identified actions required for culture change. Despite progress and some success in the LOS, the results from the 2016 survey to the 2019 survey did not change significantly. The desired impact in shifting Council culture toward more constructive styles was not realised. Given all that was occurring within Ipswich City Council during these years (2016-2019) this result should not be unexpected.

The bi-monthly 2020 Pulse Surveys were introduced in March 2020 to help gain a timely understanding of employee sentiment across a defined range of organisational characteristics.

The surveys feature:

· three mandatory survey questions requiring a rating, with one of the questions featured in all surveys on organisational advocacy

· one optional free text question for additional comments, that is analysed against six interrelated factors of organisational effectiveness

· high level optional demographic questions, with a branch question featuring from surveys 3 to 5

Pulse Surveys 1 to 3 focused on team effectiveness and leadership and the focus for Pulse Surveys 4 and 5 is on performance, recognition, and staff development. The intention of the organisational advocacy question featured in each survey is to identify employee engagement and sentiment over time. Ideally this would be measured against benchmark data for similar organisations, however, LGAQ have advised that at this time, they do not have engagement benchmark information for local government in Queensland.

When analysing the results of the free text survey question it is done against six interrelated factors of organisational effectiveness and change, which include strategy, structure, systems, culture, staff and skills[1]. The research suggests that for an organisation to be successful these internal elements need to align.

Over the first three (3) surveys the feedback has remained consistent with majority of the themes centred on the culture and structure categories. The detailed analysis on the fourth pulse survey is currently being completed. Feedback to date points to the following themes and feedback from employees, with varying degrees of sentiment, including the need for:

· greater consistency in demonstrated leadership behaviours across the organisation in managing people and teams

· greater transparency in decision-making and communication from senior leaders

· employee recognition and getting the right resourcing and development in the teams

· enhanced communication and collaboration across the organisation

· more consistent application of flexible working arrangements, and

· more consistent application of new policies for interactions with elected representatives.

Support for Employees

The People and Culture Branch in Council supports leaders and employees in a range of ways, including through:

· a suite of contemporary policies, administrative directives and procedures

· contemporary pay, leave and benefits

· workplace health, safety and wellbeing programs and initiatives including (but not limited to) i-health initiatives, mental health first aid support network and employee assistance program

· training, learning and development programs and opportunities

· People and Culture Business Partners who work closely with departments

· new resolving workplace grievance administrative directive and procedure

· new investigation and management of disciplinary matters administrative directive and procedure, and

· supporting leaders to address behaviour and conduct that is alleged to be out of step with the Code of Conduct in a timely and effective way, including through disciplinary action.

In recent months, Council has introduced two key Administrative Directives and Procedures for the workforce in regard to Resolving Workplace Grievances and Investigation and Management of Disciplinary Matters. These documents provide clear information for all staff in regard to actions and steps to be followed in the event of a grievance or a disciplinary matter associated with the Code of Conduct.

The People and Culture Branch works closely with Managers and employees to address workplace concerns including interpersonal conflicts, performance management issues or any attendance or health and safety breach matters. Weekly case management meetings are held to keep matters on track, to ensure a consistent approach to managing disciplinary outcomes and to share knowledge with regard to resolution strategies.

At the time of writing this report, there are currently no workplace grievances being managed by the People and Culture Branch. Three (3) external investigations related to employee behaviour alleged to be contrary to the Code of Conduct have been conducted and concluded in 2020 with confidential outcomes.

Public Interest Disclosures (whistleblowing)

Council currently has a Public Interest Disclosure (PID) Management Program, Policy and Procedure in place. These documents enable Council to deliver on its obligations in line with the Public Interest Disclosure Act 2010.

The management program details Council’s organisational and senior management commitment to:

· encouraging internal reporting of wrongdoing

· identifying the value of PIDs

· supporting the proper management of all aspects of a PID case including supporting disclosers, identifying and managing potential reprisal and ensuring that subject officers are afforded natural justice throughout an investigation.

Council appointed the Governance and Public Interest Disclosure Coordinator in March 2020. This officer is responsible for operational oversight of the PID management program; implementation of processes to oversee PID assessments and the coordination of support and protections offered to disclosers and other persons associated with PIDs eg witnesses.

The Governance and Public Interest Disclosure Coordinator reports to the Integrity and Complaints Manager and has direct access to the CEO in relation to PID matters; the authority to manage PIDS and the delegation to deal with the Queensland Ombudsman’s Office in relation to PID matters.

Council’s Ethical Standards Manager, Chief Audit Executive and other senior officers are also available to the Governance and Public Interest Disclosure Coordinator as touchpoints for PID guidance.

All staff have access to PID related information, including educational resources created by the Queensland Ombudsman’s Office to help them understand the value to the organisation of reporting suspected wrongdoing. By allowing Council the opportunity to investigate and rectify issues that arise, the community can remain confident that Council is acting in an ethical and accountable manner.

Council also recognises that there are times where staff may feel uncomfortable reporting a matter directly to a supervisor, manager or the Governance and Public Interest Disclosure Coordinator, and to alleviate this concern Council has partnered with an external, independent and secure complaint intake provider. This service is provided by Faircall. Contact details for Faircall are clearly listed on Council’s intranet “report a concern” page and is available to all employees.

Being involved in an active PID case can be very stressful for both the discloser and the subject officer/s so Council encourages them to take advantage of the confidential counselling and support service provided free of charge through AccessEAP.

Since taking on the role in March 2020 to date, the Governance and Public Interest Disclosure Coordinator has had management of nine (9) cases. Employees are continuing to engage with the process which is an encouraging sign that the work that has been undertaken to raise awareness of the value of reporting suspected wrongdoing is becoming embedded within the organisation.

Legal/Policy Basis

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

Local Government Act 2009

RISK MANAGEMENT IMPLICATIONS

No specific risks are identified with this report, it is a report for noting.

Financial/RESOURCE IMPLICATIONS

Nil

COMMUNITY and OTHER CONSULTATION

Not applicable

Conclusion

That Councillors note the report and the positive actions being taken across the organisation in regard to prompt, transparent and appropriate management of employee grievances, employee complaints and Public Interest Disclosures.

Nick Sheehan

Acting Manager, People and Culture

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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