Item No.	Item Title	Page No.
	Confirmation of Minutes
1	Confirmation of Minutes of the Governance and Transparency Committee No. 2023(05) of 8 June 2023	13
	Officers’ Reports
2	**Flood Recovery Resilient Homes Fund - Voluntary Home Buy Back Proposed Property Acquisition	25
3	**Procurement: 20627 Electronic Security Services	30
4	**Procurement: 20224 Sealed Roads and Open Drainage Reconstruction Project	34
5	Procurement: ArcGIS Software Licencing, Maintenance and Online Credits (2023)	38
6	Procurement: Nearmap Subscription 2023	42
7	Procurement: Cohga Weave Mapping 2023	46
8	Procurement: Before You Dig Australia Subscription	50
9	**Surrender and Acquisition of Drainage Easement at 22 Hume Drive Bundamba	54
10	iVolve Program Governance and Transparency Committee 13 July 2023	58
11	iVolve Program - Strategic Advisor Report 13 July 2023	86
12	**QAO Management Letter and Draft Report to Parliament - Improving Asset Management in Local Government	90
13	**Queensland Audit Office 2023 Interim Audit Report	94
	Notices of Motion
	Matters Arising

Governance and Transparency Committee NO. 6

13 July 2023

AGENDA

Welcome to Country or Acknowledgement of Country

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

BUSINESS OUTSTANDING

Confirmation of Minutes

1. Confirmation of Minutes of the Governance and Transparency Committee No. 2023(05) of 8 June 2023

Recommendation

That the Minutes of the Meeting held on 8 June 2023 be confirmed.

Officers’ Reports

2. **Flood Recovery Resilient Homes Fund - Voluntary Home Buy Back Proposed Property Acquisition

This is a report concerning the proposed acquisition of various residential properties by Ipswich City Council for the purposes of the voluntary home buy-back program.

This initiative gets its funding from the jointly funded Commonwealth and Queensland Governments Resilient Homes Fund under the Disaster Recovery Funding Arrangements.

Recommendation

A. That Council resolve to purchase the properties listed in Confidential Attachment 1 for the purposes of the voluntary home buy-back program.

B. That Council resolve to authorise the Chief Executive Officer to take the necessary action in order to implement Council’s decision, including but not limited to making, amending and discharging the contractual arrangement/s.

C. That Council be kept informed as to the progress and the outcome of the purchases.

3. **Procurement: 20627 Electronic Security Services

This is a report concerning the establishment of a contractual arrangement for the provision of Electronic Security Services. Council’s Electronic Security Services applies to the supply, installation, and maintenance of all components / security infrastructure (including the associated network and security) and systems, including the Safe City Public Safety System, and consists of proactive maintenance, repairs, replacement, upgrades, and system additions / expansion. The report recommends engagement of Chubb Fire and Security Pty Ltd for an initial term of two years with options for three one-year extensions for a total contract value of approximately $8,000,000 (excluding GST) over the term of the agreement.

Recommendation

A. That pursuant to Section 233 of the Local Government Regulation 2012 (Regulation), Council establish Preferred Supplier Arrangement 20627 for the provision of Electronic Security Services with Chubb Fire and Security Pty Ltd.

B. That pursuant to Section 233(8) of the Regulation, Council resolve that it is satisfied that a term of longer than two (2) years will result in better value for Council.

C. That under the Preferred Supplier Arrangement, Council’s approximate spend will be $8,000,000.00 excluding GST over the entire term, being an initial term of two (2) years, with options for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms.

D. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

4. **Procurement: 20224 Sealed Roads and Open Drainage Reconstruction Project

This is a report seeking a resolution by Council to enter into contractual arrangements with three companies, Bellwether Contractors Pty Ltd, Durack Civil Pty Ltd and Naric Pty Ltd for the delivery of Sealed Roads and Open Drainage Reconstruction Projects for an approximate purchase price of $20,058,658.29 (excluding GST).

Recommendation

A. That pursuant to Section 234 of the (Regulation), Council utilise LGA Arrangement BUS270 Road, Water, Sewerage & Civil Works by Local Buy Pty Ltd for the provision of Sealed Roads and Open Drainage Reconstruction Project (Council file reference 20224) with the following suppliers who are a party to the LGA Arrangement:

· Bellwether Contractors Pty Ltd

· Durack Civil Pty Ltd

· Naric Pty Ltd

B. That under the LGA Arrangement, Council enter into separate contractual arrangements with the above-mentioned suppliers for an approximate combined purchase price of $20,058,658.29 (excluding GST), separated as follows:

· Bellwether Contractors Pty Ltd $7,341,516.88

· Durack Civil Pty Ltd $5,343,733.21

· Naric Pty Ltd $7,373,408.21

C. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

5. Procurement: ArcGIS Software Licencing, Maintenance and Online Credits (2023)

This a report seeking a resolution by Council to continue contractual arrangement 16591 with Esri Australia Pty Ltd for the provision of ArgGIS software licencing, maintenance and other related ancillary items that are operationally utilised as part of Council’s existing spatial services.

A Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies as the proprietary nature of the incumbent supplier’s products means that there is only one supplier who is reasonably available to provide the support and maintenance for the products. Further, due to the current implementation of an enterprise spatial solution by Council, it is more costly and disadvantageous to Council to tender for other software products when delivery of the enterprise spatial project will provide a replacement solution.

Recommendation

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of the ArcGIS licencing and maintenance of the software products and related ancillary items.

B. That the contractual arrangement 16591 with Esri Australia Pty Ltd for the provision of the licencing and maintenance of the ArcGIS software products and related ancillary items be continued for a further one (1) year at an approximate purchase price of $50,000.00 excluding GST.

6. Procurement: Nearmap Subscription 2023

This is a report seeking a resolution by Council to enter into a contractual arrangement with Nearmap Australia Pty Ltd for the provision of aerial imagery, datasets, locational services and software that is operationally utilised as part of Council’s existing spatial services.

A Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies to the specialised services provided by these operationally necessary products. The proprietary nature of the incumbent supplier’s products means that there is only one supplier who is reasonably available to provide the continued subscription to this suite of products.

Recommendation

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought it would be impractical and disadvantageous to invite quotes for the provision of aerial imagery, datasets, locational services and software.

B. That Council enter into a contractual arrangement (Council file reference number 21965) with Nearmap Australia Pty Ltd for the annual subscription to the Nearmap product suite as required for up five (5) years, at an approximate value of $522,000 (excluding GST) over the entire term if the subscriptions are continued for all five (5) years.

7. Procurement: Cohga Weave Mapping 2023

This is a report seeking a resolution by Council to enter into a contract with Cohga Pty Ltd for the provision of the Cohga Weave Mapping Solutions that are operationally utilised as part of Council’s existing spatial services.

This matter is required as officers seek Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies to the specialised services provided by these operationally necessary products. The proprietary nature of the incumbent supplier’s products means that there is only one supplier who is reasonably available to provide the continued subscription to this suite of products. Further, due to the current implementation of an enterprise spatial solution by Council, it is more costly and disadvantageous to Council to tender for other software products when delivery of the enterprise spatial project will provide a comparative solution.

Recommendation

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised AND/OR confidential nature of the services that are sought and it would be impractical and disadvantageous to invite quotes for the provision of the Weave Mapping Solution.

B. That Council enter into a contractual arrangement (Council file reference number 21966) with Cohga Pty Ltd on a yearly or shorter basis as required for up to one (1) year at an approximate purchase price of $165,600.00 excluding GST over the one (1) year period.

8. Procurement: Before You Dig Australia Subscription

This is a report seeking a resolution by Council to enter into a contractual arrangement with Before You Dig Australia Ltd for the provision of the single referral service for the excavation and asset-owning community relating to information regarding underground services and networks.

A Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the provision of services by Before You Dig Australia due to Before You Dig Australia being the sole Australian supplier for this single-source service.

Recommendation

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolves that the exception applies as it is satisfied that there is only one (1) supplier who is reasonably available for the provision of the pre-excavation information services.

B. That Council enter into a contractual arrangement (Council file reference 21708) with Before You Dig Australia for the annual subscription to the pre-excavation information services as required for up to five (5) years, at an approximate value of $90,000.00 (excluding GST) over the entire term if the subscriptions are continued for all five (5) years.*

9. **Surrender and Acquisition of Drainage Easement at 22 Hume Drive Bundamba

This is a report concerning the proposed surrender of existing Easement CA and Easement CC on SP319612 in Lot 540 on RP335462, located at 22 Hume Drive, Bundamba for drainage purposes and the acquisition of two (2) new easements for drainage purposes to align with the development activity occurring on the land.

Recommendation

A. That Council declare existing Easement CA and Easement CC on SP319612 in Lot 540 on RP335462, located at 22 Hume Drive, Bundamba, surplus to Council requirements and grant consent to the surrender of both easements.

B. That pursuant to Section 6(1) of the Acquisition of Land Act 1967, Council as a Constructing Authority” proceed to acquire two (2) new easements for drainage purposes (Council File Reference 6023) being part of Lot 540 on SP335462 located at 22 Hume Drive, Bundamba (New Easements).

C. The method of acquiring the new easements will be by agreement with the affected landowner in accordance with Division 3, Acquisition of Land Act 1967.

10. iVolve Program Governance and Transparency Committee 13 July 2023

This is a report concerning two (2) status reports for consideration from the most recent ICT Steering Committee update.

Recommendation

That the report titled iVolve Program Governance and Transparency Committee
13 July 2023 be received and the contents noted.

11. iVolve Program - Strategic Advisor Report 13 July 2023

This is a report concerning the iVolve Strategic Advisor Report which was submitted to the 7 July 2023 ICT Steering Committee.

Recommendation

That the report titled iVolve Program – Strategic Advisor Report 13 July 2023 be received and the contents noted.

12. **QAO Management Letter and Draft Report to Parliament - Improving Asset Management in Local Government

This is a report concerning the Management Letter and the draft report to Parliament received from the Queensland Audit Officer (QAO) regarding their improving asset management in local government.

Recommendation

That the QAO Management Letter and the draft report to Parliament on Improving asset management in local government, be received and the contents noted.

13. **Queensland Audit Office 2023 Interim Audit Report

This is a report concerning the Queensland Audit Office (QAO) 2023 interim audit report for the financial year ending 30 June 2023 detailing the results of QAO’s interim work performed between 6 March to 30 April 2023, including a review of relevant information systems controls.

Recommendation

That the Queensland Audit Office 2023 Interim Audit Report, as detailed in Attachment 1, be received and the contents noted.

NOTICES OF MOTION

MATTERS ARISING

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Governance and Transparency Committee NO. 2023(05)

8 June 2023

Minutes

COUNCILLORS’ ATTENDANCE: Councillor Jacob Madsen (Chairperson); Councillors Deputy Mayor Russell Milligan (Deputy Chairperson), Mayor Teresa Harding, Marnie Doyle and Kate Kunzelmann

COUNCILLOR’S APOLOGIES: Councillor Nicole Jonic

OFFICERS’ ATTENDANCE: Chief Executive Officer (Sonia Cooper), General Manager Planning and Regulatory Services (Peter Tabulo), General Manager Corporate Services (Matt Smith), General Manager Community, Cultural and Economic Development (Ben Pole), Acting General Manager Infrastructure and Environment (Graeme Martin), General Manager Environment and Sustainability (Kaye Cavanagh), Chief Financial Officer (Jeff Keech), Treasury Accounting Manager (Paul Mollenhauer), Property Services Manager (Alicia Rieck), Senior Property Officer Tenure (Kerry Perrett), Resource Recovery Manager (David McAlister), Chief of Staff - Office of the Mayor (Melissa Fitzgerald), Manager Media Communications and Engagement (Mark Strong), Manager Procurement (Richard White), Senior Communications and Policy Officer (Jodie Richter), Senior Media Officer (Darrell Giles), Senior Media Officer (Lucy Stone) and Theatre Technician (Harrison Cate)

Leave of Absence

Councillor Nicole Jonic requested a leave of absence from the Governance and Transparency Committee of 8 June 2023.

RECOMMENDATION

Moved by Councillor Jacob Madsen:

Seconded by Councillor Kate Kunzelmann:

That a leave of absence be granted for Councillor Nicole Jonic for the Governance and Transparency Committee of 8 June 2023.

Welcome to Country or Acknowledgement of Country

Councillor Jacob Madsen (Chairperson) delivered the Acknowledgement of Country

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

Nil

BUSINESS OUTSTANDING

Nil

Confirmation of Minutes

1. Confirmation of Minutes of the Governance and Transparency Committee No. 2023(04) of 11 May 2023

RECOMMENDATION

Moved by Deputy Mayor Russell Milligan:

Seconded by Councillor Marnie Doyle:

That the Minutes of the Governance and Transparency Committee held on 11 May 2023 be confirmed.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

Officers’ Reports

2. Annual Review of Delegations to the Chief Executive Officer

This is a report concerning the Annual Review of Delegations to the Chief Executive Officer as required under section 257(5) of the Local Government Act 2009.

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Deputy Mayor Russell Milligan:

That Delegations Del-0180 and Del-1478 be amended as detailed in Attachment 1 to the report by the Governance Project Officer dated 5 May 2023.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

3. Concession for General Rates - 13 Thorn Street, IPSWICH QLD 4305

This is a report concerning a request for a concession for general rates from Kummara Limited, for 13 Thorn Street, IPSWICH QLD 4305.

“The attachment/s to this report are confidential in accordance with section 254J(3)(d) of the Local Government Regulation 2012.”

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 13 Thorn Street, IPSWICH QLD 4305, be granted a 100% concession on the differential general rate from 2 March 2023, being the date of the original application.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

4. Concession for General Rates - 12 Coal Street, BUNDAMBA QLD 4304

This is a report concerning a request for a concession for general rates from The Salvation Army (Queensland) Property Trust, for 12 Coal Street, BUNDAMBA QLD 4304.

“The attachment/s to this report are confidential in accordance with section 254J(3)(d) of the Local Government Regulation 2012.”

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Deputy Mayor Russell Milligan:

That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the property at 12 Coal Street, BUNDAMBA QLD 4304, be granted a 100% concession on the differential general rate from 21 March 2023, being the date of application.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

5. Concession for General Rates - 377 Binnies Road, DEEBING HEIGHTS QLD 4306 and 239 Edwards Street, FLINDERS VIEW QLD 4305

This is a report concerning a request for a concession for general rates from Joii Limited, for 377 Binnies Road, DEEBING HEIGHTS QLD 4306 and 239 Edwards Street, FLINDERS VIEW QLD 4305.

“The attachment/s to this report are confidential in accordance with section 254J(3)(d) of the Local Government Regulation 2012.”

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Councillor Kate Kunzelmann:

That having satisfied the criteria in s120 of the Local Government Regulation 2012, as well as the Rates Concession Policy, the properties at 377 Binnies Road, DEEBING HEIGHTS QLD 4306 and 239 Edwards Street, FLINDERS VIEW QLD 4305, be granted a 100% concession on the differential general rate from
17 February 2023, being the date of application.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

6. Procurement - Supply and Delvery of Waste Collection and Compaction Trucks

This is a report concerning the procurement of an additional ten (10) waste collection and compaction trucks utilising the relevant LGA Arrangement. The additional trucks will complement the newly arriving fleet of waste trucks (in terms of vehicle standardisation and consistency), assist in service delivery accounting for the growth of required services and be utilised to support the successful city-wide Food Organics Garden Organics (FOGO) core collection service rollout.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Deputy Mayor Russell Milligan:

A. That pursuant to Section 234 of the Local Government Regulation 2012 (Regulation), Council utilise LGA Arrangement NPN04.13 Trucks (Cab-Chassis) by the Local Government Association of Queensland Ltd, for the provision of the Supply and Delivery of ten (10) waste collection and compaction trucks (Council file reference number 20844), with Volvo Group Australia Pty Ltd (Supplier) who is a party to the LGA Arrangement.

B. That under the LGA Arrangement with the Supplier, the approximate purchase price is $5,340,000.00 excluding GST over the entire term, the end date of the initial term being 15 months or until such time as Council accepts delivery of all ten (10) trucks, with no current options for extension.

C. That Council may enter into ancillary contractual arrangements with the Supplier, as allowed for by the LGA Arrangement.

D. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

7. Procurement - Indigenous Conservation and Land Management

This is a report concerning the engagement of Wirrinyah Pty Ltd as a local First Nations Conservation and Land Management Services provider. This partnership aims to undertake project services on Council’s Conservation Estates and Reserves that contain Cultural Landscape Values.

The report seeks Council’s resolution to apply an exception in the Local Government Regulation 2012, specifically section 235 (b), to engage Wirrinyah Pty Ltd for First Nations Conservation and Land Management Services for a period of three (3) years, based on the specialised nature of their services.

The report seeks Council’s approval to apply an exception in the Local Government Regulation 2012, specifically section 235(b), to engage Wirrinyah Pty Ltd for First Nations Conservation and Land Management Services due to the specialised and unique Cultural connections required to provide these services.

Council will seek to engage Wirrinyah Pty Ltd to undertake project works over the next three (3) years. The establishment of individual arrangements will depend on each engagement’s type, risk, and complexity. This recommendation aligns with Council’s obligations under the Ipswich City Council Indigenous Accord 2020 - 2025, particularly items 3.3.1, 3.3.2, 3.3.4, 4.1.1 and 4.1.2.

RECOMMENDATION

Moved by Deputy Mayor Russell Milligan:

Seconded by Councillor Kate Kunzelmann:

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical to invite tenders for the provision of Indigenous Conservation and Land Management Services.

B. That Council enter into a contractual arrangement 21610 Indigenous Conservation and Land Management Services with Wirrinyah Pty Ltd, at an approximate purchase price of $1,410,000 excluding GST over the entire term of three (3) years, with no options for extension.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

8. Disposal of Council Freehold Land - Bulk Decision for Nine (9) Lots Identified as Access Restriction Strips Within the Ipswich City Council Local Government Area

This is a report concerning the disposal for road purpose of an additional nine (9) Council owned freehold lots throughout the Ipswich City Council local government area that are identified as Access Restriction Strips, as outlined Attachment 1 to this report.

RECOMMENDATION

Moved by Councillor Kate Kunzelmann:

Seconded by Deputy Mayor Russell Milligan:

A. That unless otherwise determined in particular cases by the Chief Executive Officer, that Council declare surplus to Council requirements and available for disposal for road purpose, an additional nine (9) lots identified as Access Restriction Strips (ARS) within the Ipswich City Council local government area, more particularly described by lot on plan in Attachment 1.

B. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(b)(i) of the Regulation applies to the disposal of, for road purpose, the ARS’s as detailed in Attachment 1, because the State of Queensland (represented by the Department of Resources) (DoR) is a government agency.

C. That Council only dispose of the ARS’s detailed in Attachment 1, in the event that a development application is made that requires the disposal of an ARS for a road purpose or in the event that an application is made to Council requesting an ARS be opened as road.

D. That Council note that as disposals occur, lot on plan descriptions for the ARS’s can be reconfigured or changed if an ARS is partially disposed of. Recommendations A and B include any reconfiguration or change to the lot on plan descriptions for the ARS’s contained in Attachment 1.

E. That pursuant to section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer, the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

9. Disposal of Interest in Land for Easement Purpose Over Part of 64 Brisbane Terrace, Goodna

This is a report concerning the disposal of an interest in land to grant a new easement for sewerage purpose in favour of Central SEQ Distributor-Retailer Authority trading as Urban Utilities (Urban Utilities). This easement will be for the construction of a new sewer main to the Brisbane Terrace Sewerage Pump Station.

“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012.”

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

A. That Council resolve pursuant to section 236(2) of the Local Government Regulation 2012 (the Regulation) that the exemption referred to in section 236(1)(c)(iv) of the Regulation applies for the disposal of the easement interest of part of 64 Brisbane Terrace, Goodna, described as Lot 8 on SP234916 (“the Land”), by way of a new easement arrangement for sewerage purpose between Council and Urban Utilities.

B. That pursuant to section 257(1)(b) of the Local Government Act 2009 Council resolve to delegate the power to the Chief Executive Officer to be authorised to negotiate and finalise the terms of the proposed easement as detailed in Recommendation A of this report and to do any other acts necessary to implement Council’s decision.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

10. Leases for Renewal over Freehold and Trust Land to The Scout Association of Australia Queensland Branch Inc.

This is a report concerning the proposed new leases over the below land parcels between Ipswich City Council (Council) and The Scout Association of Australia Queensland Branch Inc. (Scouts);

1.	Bellbird Park	90-120 Jones Road	Lot 86	RP115331	Freehold	(Scouts Redbank Plains)
2.	Camira	46 Melinda Street	Lot 79	RP135548	Freehold	(Camira Scout Group)
3.	Chuwar	129 Allawah Road	Lot 256	SL6534	Reserve	(Allawah Scout Camp)

RECOMMENDATION

Moved by Councillor Kate Kunzelmann:

Seconded by Deputy Mayor Russell Milligan:

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception in section 236(1)(b)(ii) of the Regulation applies to the disposal of leasehold interest in land located at 90-120 Jones Road, Bellbird Park, more particularly described as part of Lot 86 on RP115331 and 46 Melinda Street, Camira, more particularly described as part of Lot 79 on RP135548 because The Scout Association of Australia Queensland Branch Inc. (Lessee) is a community organisation.

B. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council as Trustee for the State of Queensland resolve that the exception in section 236(1)(b)(ii) of the Regulation applies to the disposal of the Trustee leasehold interest in land, located at 129 Allawah Road, Chuwar, more particularly described as part of Lot 256 on Crown Plan SL6534 because The Scout Association of Australia Queensland Branch Inc (Trustee Lessee) is a community organisation.

C. That Council enter into the leases in accordance with recommendation A of this report, and a Trustee lease (Council file reference number 5962) in accordance with Recommendation B of this report, with the Lessee or Trustee Lessee:

(i) at a yearly rent of $1.00 excluding GST, payable to Council if demanded, and

(ii) for a term expiring 30 September 2027, with no options for extension.

D. That pursuant to section 64(1) and 64(2) of the Land Act 1994, Ministerial approval has been dispensed with (as per Attachment 1 of this report); and the campground purpose of the trustee lease is consistent with the purpose of the trust land.

E. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

11. iVolve Program Update

Please note that this report provides two (2) status updates. One for the iVolve program and one for the Oracle Fusion project.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That the report on the iVolve program update be received and the contents noted.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

12. iVolve Program - Strategic Advisor Report - May 23

This is a report concerning the iVolve Strategic Advisor Report which was submitted to the Audit & Risk Management Committee for May 2023.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That the iVolve Program Strategic Advisor Report for May 2023 be received and noted.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

13. Proposed Derivatives Policy

This is a report concerning a proposed policy regarding the use of derivatives to manage potential foreign exchange risks in applicable procurement contracts, in accordance with the Statutory Bodies Financial Arrangements Act 1982.

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Councillor Kate Kunzelmann:

That the proposed policy titled ‘Derivatives’, as detailed in Attachment 1, be adopted.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

notices of motion

Nil

MATTERS ARISING

Nil

Commencement of Next Meeting

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That the Community, Culture, Arts and Sport Committee commence at 10.39 am.

PROCEDURAL MOTIONS AND FORMAL MATTERS

The meeting commenced at 9.52 am.

The meeting closed at 10.09 am.

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A8941550

ITEM: 2

SUBJECT: Flood Recovery Resilient Homes Fund - Voluntary Home Buy Back Proposed Property Acquisition

AUTHOR: Program Manager (Flood Resilient Homes)

DATE: 2 June 2023

Executive Summary

This is a report concerning the proposed acquisition of various residential properties by

Ipswich City Council for the purposes of the voluntary home buy-back program. This

initiative gets its funding from the jointly funded Commonwealth and Queensland Governments Resilient Homes Fund under the Disaster Recovery Funding Arrangements.

RECOMMENDATION/S

A. That Council resolve to purchase the properties listed in Confidential Attachment 1 for the purposes of the voluntary home buy-back program.

C. That Council be kept informed as to the progress and the outcome of the purchases.

RELATED PARTIES

There is no declaration of conflicts of interest.

ifuture Theme

· A Trusted and Leading Organisation

· Safe, Inclusive and Creative

· Vibrant and Growing

Purpose of Report/Background

Through funding available from the Commonwealth and Queensland Governments’ Resilient Homes Fund, the State Government has established a program through which funding is available to assist eligible homeowners to seek a voluntary home buy-back of their property if their property was affected by the south-east Queensland rainfall and flooding event which occurred from 22 February to 5 April 2022, and the May 2022 event. Although the funding is provided from the Resilient Homes Fund, Council is the purchaser of properties under the program.

The State Government have commenced contacting registered owners to confirm their interest in the program through the Queensland Reconstruction Authority (QRA), with the QRA organising independent property valuation reports to enable written offers to be made to registered owner/s.

Valuations have commenced and it is expected that a Letter of Offer will be presented to homeowners from mid-July onwards. This list of properties is being referred to as Tranche 6.

Once a written offer from the QRA is accepted by an owner in Tranche 6, Council will be undertaking the conveyancing for the transaction. The REIQ Contract of Sale will be entered into by the registered owner/s of the property and Council.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

Land Act 1994

Property Law Act 1974

policy implications

There is no declaration of conflicts of interest.

RISK MANAGEMENT IMPLICATIONS

The risk of not being able to execute the Contract of Sale on the properties that accept the written offer made by the QRA is that there would be delays in Ipswich City Council formalising the Contract of Sale and completing the purchase, which could result in public scrutiny of Council’s participation in the program.

Delays could also have an impact on the participants in the program, as they may have made alternative living arrangements that depend upon the completion of the conveyance for their property. There may be additional financial and social impacts on the property owner/s, including a risk that the property owner/s are no longer eligible for the program, if there are delays in Council undertaking its obligations under the program.

Financial/RESOURCE IMPLICATIONS

Expenses relating to the acquisition of the property are included in funding available through the Resilient Home Program, which is jointly funded by the Commonwealth and Queensland Governments under the Disaster Recovery Funding arrangements.

Conveyancing and other associated costs will be recoverable costs through the fund.

Following the completion of the conveyancing transaction, Council is required to secure the property, and arrange for the residence on the property to be demolished, the land cleared and rehabilitation undertaken. This may be the subject of further separate reports to Council as the tranches progress.

COMMUNITY and OTHER CONSULTATION

The QRA will contact owners of all properties that meet the required guideline criteria for the Resilient Homes Fund to notify them of the program. Owners registered for inclusion in the program and were able to select from the following categories (more than one category can be selected):

· Voluntary Home Buy Back;

· Resilient Retrofit Program; and

· Home Raising Program.

Once the interest is registered, the State Government assesses those properties that are eligible and meet the guidelines for the Voluntary Home Buy Back program. The State Government will arrange for independent valuations to commence, following with the issuing of formal written offers to the registered owner/s of properties as listed in Confidential Attachment 1 (Tranche 6).

Ongoing consultation and advice is sought from Legal Services and Property Services to progress the necessary actions.

Relevant officers in Planning, Development, Community Development, Finance, Procurement, Works and Field Services, Corporate Government, Waste, Facilities and Assets, Security Services and Coordination and Performance areas of Council have been included in all discussions as recognised subject matter experts.

Conclusion

It is recommended that the Council resolve to acquire the properties listed in the Confidential Attachment 1 for the purposes of the voluntary home buy-back program (Tranche 6).

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION
	https://objprd.council.ipswich.qld.gov.au/id:A8941523/document/versions/latest
(a) What is the Act/Decision being made?	The acquisition of property by Council is via a voluntary buy -back program funded by the Commonwealth Government/Queensland Government Resilient Homes Fund. The decision that is required to be made is whether Council decides to acquire an interest in the properties selected by the Queensland Reconstruction Authority at times throughout the program. In effect, Council is undertaking the conveyancing transaction for properties that have been selected by QRA from those registered for the voluntary buy-back program, using funds provided by the QRA from the Resilient Homes Fund, so Council's discretion is limited.
(b) What human rights are affected?	Any potential affect on human rights is outside the discretion of Council, given that Council is undertaking the conveyancing transaction for properties that have been selected by the QRA from those registered for the voluntary buy-back program. The right to property will not be unreasonably infringed, as the owners of property voluntarily participate in the buy-back program.
(c) How are the human rights limited?	Not applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Identified Properties - Tranche 6
2.	Map 1
3.	Map 2
4.	Map 3
5.	Map 4
6.	Map 5
7.	Map 6
8.	Map 7
9.	Map 8
10.	Map 9
11.	Map 10
12.	Map 11
13.	Map 12
14.	Map 13
15.	Map 14
16.	Map 15
17.	Map 16

Melanie de Kleyn

Program Manager (Flood Resilient Homes)

I concur with the recommendations contained in this report.

Alicia Rieck

Property Services Manager

I concur with the recommendations contained in this report.

Kaye Cavanagh

General Manager (Environment and Sustainability)

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A8940554

ITEM: 3

SUBJECT: Procurement: 20627 Electronic Security Services

AUTHOR: Acting Category Specialist

DATE: 24 May 2023

Executive Summary

RECOMMENDATION

A. That pursuant to Section 233 of the Local Government Regulation 2012 (Regulation), Council establish Preferred Supplier Arrangement 20627 for the provision of Electronic Security Services with Chubb Fire and Security Pty Ltd.

B. That pursuant to Section 233(8) of the Regulation, Council resolve that it is satisfied that a term of longer than two (2) years will result in better value for Council.

C. That under the Preferred Supplier Arrangement, Council’s approximate spend will be $8,000,000.00 excluding GST over the entire term, being an initial term of two (2) years, with options for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms.

RELATED PARTIES

Chubb Fire and Security Pty Ltd (ACN: 000 067 541) and Ipswich City Council. There were no declarations of conflicts of interest declarations.

ifuture Theme

Safe, Inclusive and Creative

Purpose of Report/Background

The purpose of this report is to seek endorsement of the recommendation to enter into a contract for the for the provision of Electronic Security Services. The Procurement Branch released an open tender release to the market with the intention to engage a suitably qualified and experienced organisation / supplier to provide the specialised goods and services, under a preferred supplier arrangement (PSA) as set out in the Local Government Regulation, 2012 (Qld). The proposed contract will replace the recently expired contract: 11127.

The subject matter of the proposed contract (Electronic Security Services - Products and Services) applies to the supply, installation, scheduled and unscheduled maintenance, upgrades and expansion of all components / security infrastructure (including the network and security) and systems pertaining to:

· The Safe City Public Safety System (Safe City network consisting of public safety cameras throughout the Local Government Area).

· All Council Security and Access Systems.

· Monitoring and escalation of security and fire alarms.

The proposed contract contributes significantly to the objectives of the Safe City Program and Council asset protection activities of the Safe City and Asset Protection Branch. All tender submissions were evaluated by Council Officers being subject matter experts in the contract subject matter: refer to the attached confidential evaluation report for proposed contract 20628.

Legal IMPLICATIONS

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

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

Risk Management Implications were considered from a legal, insurance risk and commercial risk perspective. These risks, overall, were considered to be of a low nature. The biggest risk of not adopting the recommendations is the risk to business continuity of service delivery. If service delivery is impacted, this has the potential to contribute to the prevalence of safety and / or security risks.

Financial/RESOURCE IMPLICATIONS

The financial implications are set out above within the recommendations. The proposed estimated future spend is based on historical annualised spend data. Budget has been confirmed by the Safe City and Asset Protection Manager, Community, Cultural and Economic Development Department.

COMMUNITY and OTHER CONSULTATION

Service delivery is primarily focused on the Safe City Public Safety System and asset protection specific to Council’s physical assets throughout the Local Government Area. As such no community consultation was undertaken. The following internal stakeholders were consulted and support the recommendations:

· Manager, Procurement, Corporate Services.

· Program Coordinator, Asset and Infrastructure Services Department.

· Acting Safe City and Asset Protection Coordinator, Community, Culture and Economic Development.

· Safe City and Asset Protection Manager, Community, Culture and Economic Development.

Conclusion

It is recommended Council enter into a contractual arrangement with Chubb Fire and Security Pty Ltd, pursuant to Section 233 of the Local Government Regulation 2012 (Regulation), for Council’s Electronic Security Services. The term of the proposed contract will be for an initial period of two (2) years, with an option for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms. Financial terms, inclusive of all extensions if exercised, and risks associated with the recommendations are set out above.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendation to enter into a contract with Chubb Fire and Security Pty Ltd.
(b) What human rights are affected?	Not applicable.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	20627 - Recommendation to Award

Mark Benson

Acting Category Specialist

I concur with the recommendations contained in this report.

Juliana Jarvis

Goods and Services Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

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

13 July

2023

Doc ID No: A9048978

ITEM: 4

SUBJECT: Procurement: 20224 Sealed Roads and Open Drainage Reconstruction Project

AUTHOR: Category Specialist

DATE: 21 June 2023

Executive Summary

RECOMMENDATION

· Bellwether Contractors Pty Ltd

· Durack Civil Pty Ltd

· Naric Pty Ltd

· Bellwether Contractors Pty Ltd $7,341,516.88

· Durack Civil Pty Ltd $5,343,733.21

· Naric Pty Ltd $7,373,408.21

RELATED PARTIES

Ipswich City Council; and

· Bellwether Contractors Pty Ltd

· Durack Civil Pty Ltd

· Naric Pty Ltd

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

The purpose of this report is to seek approval to establish large-sized contractual arrangements in accordance with the recommendations while providing detail of the procurement process to arrive at the recommendations.

A closed tender was issued on 23 January 2023 to 29 tenderers on Local Buy’s pre-qualification list BUS270 – Road, Water, Sewerage & Civil Works with relevant local experience and capabilities. The tender process was run in parallel to damage inspections, so the extent of scope was not yet quantified, however unit rates aligned with Queensland Reconstruction Authority (QRA) treatment codes were requested. The tender closed on
17 February 2023, with three tender responses from Bellwether, Durack and Naric. All three contractors were shortlisted based upon documentation submitted and were provided treatment quantities for pricing confirmation on 23 March 2023. On 30 March 2023, final rates were received from all three contractors.

Legal IMPLICATIONS

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

Local Government Regulation 2012

Local Government Act 2009

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

Should the recommendation not be adopted by Council then the reconstruction of Council’s roads and open drainage assets will be delayed, and risk not being completed in accordance with the QRA key delivery dates. All roads and open drainage asset works must be completed by 30 June 2024.

Financial/RESOURCE IMPLICATIONS

Currently Council has not received all submission approvals from the QRA for all proposed works within this package. Therefore, if the QRA does not fully approve all of the projects within the package, there is a high probability that Council will also need to contribute a portion of costs towards these works.

If works within this program have not reached intervention level, they may be deferred to business as usual (BAU) for completion of work. This will be decided with the Capital Delivery team on a case-by-case basis.

COMMUNITY and OTHER CONSULTATION

External/Community consultation was undertaken in the form of a closed tender.

Internal consultation was undertaken with:

· Stream 1 Program Stakeholders of Council’s Flood Recovery Coordination Program

· Turner & Townsend Pty Ltd

· Procurement Branch of Corporate Services Department

Conclusion

This report seeks Council approval on the recommendation to enter into separate contractual arrangements for an approximate combined purchase price of $20,058,658.29 (excluding GST) with the below suppliers for the delivery of Sealed Roads and Open Drainage Reconstruction Project, separated as follows:

• Bellwether Contractors Pty Ltd $7,341,516.88

• Durack Civil Pty Ltd $5,343,733.21

• Naric Pty Ltd $7,373,408.21

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION
Link to checklist in Objective (internal use only)
(a) What is the Act/Decision being made?	Act/Decision being made is detailed in the recommendations within this report
(b) What human rights are affected?	The parties involved are companies/corporations and the subject matter of the proposed engagement, act or decision being assessed will not affect human rights and further consideration is unnecessary
(c) How are the human rights limited?	Not applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable
(e) Conclusion	Not applicable

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	20224 Recommendation to Award V1.0

David Niebling

Category Specialist

I concur with the recommendations contained in this report.

Marianne Young

Program Coordinator (Council Asset Flood Recovery)

I concur with the recommendations contained in this report.

Matthew Mulroney

Program Manager (Flood Recovery)

I concur with the recommendations contained in this report.

Wayne Bichel

Building Construction and Maintenance Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

I concur with the recommendations contained in this report.

Barbara Dart

Manager, Performance

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A9038869

ITEM: 5

SUBJECT: Procurement: ArcGIS Software Licencing, Maintenance and Online Credits (2023)

AUTHOR: Category Specialist

DATE: 19 June 2023

Executive Summary

This a report seeking a resolution by Council to continue contractual arrangement 16591 with Esri Australia Pty Ltd for the provision of ArgGIS software licencing, maintenance and other related ancillary items that are operationally utilised as part of Council’s existing spatial services.

RECOMMENDATION

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of the ArcGIS licencing and maintenance of the software products and related ancillary items.

B. That the contractual arrangement 16591 with Esri Australia Pty Ltd for the provision of the licencing and maintenance of the ArcGIS software products and related ancillary items be continued for a further one (1) year at an approximate purchase price of $50,000.00 excluding GST.

RELATED PARTIES

Esri Australia Pty Ltd

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

Esri Australia Pty Ltd (ESRI) is an international supplier of geographic information system software, web GIS and geodatabase management applications, headquartered in the USA, with a registered office located in Brisbane QLD. ESRI is a long established and well-reputed company, with its mapping & spatial analytics technology being widely known and used across the globe.

The supplier’s proprietary ArcGIS products have been in use at Council as part of Council’s spatial services tool suite since prior to June 2021, and the continued use of the current ArcGIS products utilised is required whilst awaiting implementation and rollout of the new enterprise spatial solution by Council.

As such, it would be counterproductive, costly and untimely to source and implement a new product when it is already intended that the current product be superseded by the new enterprise solution. This renders ESRI the only supplier reasonably available for the provision of the licencing, maintenance and other related ancillary items for the proprietary ArcGIS products currently in use by Council whilst awaiting final delivery of the enterprise solution.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue receiving the operational benefit of the ArcGIS key spatial products currently in use at Council until such time as an enterprise spatial solution is implemented.

The ArcGIS products have not been scoped as part of the core systems being addressed by Council’s iVolve Project, however the critical integration aspects of the replacement enterprise GIS system have been identified and form part of iVolve consideration to ensure optimal integration of the product into the core systems.

Accordingly, the risk of investing in this software at this time is low and can be addressed in the integration business requirements for the iVolve Project.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Esri Australia Pty Ltd ArcGIS software products and online credits	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the annual ArcGIS cost is budgeted as an operational expense within the ICT and Asset Services Branch Budgets.

The total value of the 16591 contractual arrangement will increase by an estimated $50,000 to approximately $132,100.00 + GST. There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the Asset Services Branch and the ICT Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to receive continued provision of the functions performed by the ArcGIS products as part of Council’s current spatial implementation, it is recommended that Council provide the requested approval to continue the current contractual arrangement with ESRI for one (1) further year.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A and B state that Council continue the existing contractual arrangement with ESRI for the continued provision of ArgGIS software licencing, maintenance and other related ancillary items.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Jacquie Whitham

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.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Raees Rasool

Acting Manager, Asset Services

I concur with the recommendations contained in this report.

Graeme Martin

Acting General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A9038901

ITEM: 6

SUBJECT: Procurement: Nearmap Subscription 2023

AUTHOR: Category Specialist

DATE: 19 June 2023

Executive Summary

RECOMMENDATION

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought it would be impractical and disadvantageous to invite quotes for the provision of aerial imagery, datasets, locational services and software.

B. That Council enter into a contractual arrangement (Council file reference number 21965) with Nearmap Australia Pty Ltd for the annual subscription to the Nearmap product suite as required for up five (5) years, at an approximate value of $522,000 (excluding GST) over the entire term if the subscriptions are continued for all five (5) years.

RELATED PARTIES

Nearmap Australia Pty Ltd

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

Nearmap Australia Pty Ltd (Nearmap) is a digital content company providing access to high resolution aerial imagery, city-scale 3D datasets, and integrated geospatial tools, headquartered in Barangaroo NSW. Established in 2007, it is a well-reputed company, with its product offerings being widely known and used across Australia.

The supplier’s products have been in use at Council as part of Council’s spatial services tool suite since 2011 and are provided to Council on a subscription basis. In the course of the Discovery phase of the new enterprise spatial solution it has been identified that there will be a continued need for the proprietary collection of electronic imagery and datasets provided by this supplier, and as such, the suite of imagery and datasets are unique to this supplier.

As this specialisation renders Nearmap the only supplier reasonably available for the ongoing provision of the selected imagery and datasets currently in use by Council, it would be costly and counterproductive to attempt to source a replacement product.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue receiving the operational benefit of the Nearmap products which form a key component of Council’s spatial toolset.

The Nearmap products have not been scoped as part of the core systems being addressed by Council’s iVolve Project, however the critical integration aspects of the replacement enterprise GIS system have been identified and form part of iVolve consideration to ensure optimal integration of the product into the core systems.

Accordingly, the risk of investing in this software for the proposed period is low as the product is required during the transition to the new spatial product and during the iVolve integration phase.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Nearmap Australia Pty Ltd Advantage LGA and Offline (AI) software products.	Low – not scoped as part of core systems	Low	Not identified as being in the Core system, and the product is required during transition and integration phases.

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the annual Nearmap subscription is budgeted as an operational expense within the ICT Branch Budget. There are no additional financial implications.

This report seeks a resolution of Council for an approximate total cost of five hundred and twenty-two thousand dollars ($522,000.00) excluding GST to enter into a contract for Nearmap products for a subscription term of up to for up five (5) years as required.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the Asset Services Branch and the ICT Branch who support the recommendations of this report. This report does not require community consultation

Conclusion

In order for Council to receive continued access to the necessary proprietary products provided by the Nearmap as part of Council’s current spatial solution, it is recommended that Council provide the requested approval to enter into a contractual arrangement with Nearmap for up to five (5) years

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A and B state that Council enter into a contractual arrangement for up to five (5) years with Nearmap Australia Pty Ltd for the continued provision of aerial imagery, datasets, locational services and software.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Jacquie Whitham

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.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Raees Rasool

Acting Manager, Asset Services

I concur with the recommendations contained in this report.

Graeme Martin

Acting General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A9038912

ITEM: 7

SUBJECT: Procurement: Cohga Weave Mapping 2023

AUTHOR: Category Specialist

DATE: 19 June 2023

Executive Summary

RECOMMENDATION

B. That Council enter into a contractual arrangement (Council file reference number 21966) with Cohga Pty Ltd on a yearly or shorter basis as required for up to one (1) year at an approximate purchase price of $165,600.00 excluding GST over the one (1) year period.

RELATED PARTIES

Cohga Pty Ltd

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

Cohga Pty Ltd (Cohga) is an IT solution company providing a vendor-independent, open systems technology business integration framework, Cohga Weave, that combines disparate information systems. Established in 2006, Cohga is headquartered in Melbourne VIC and is a well-reputed company, with its product offering being widely known and used across Australia.

The supplier’s proprietary Weave products have been in use at Council as part of Council’s spatial services tool suite since 2014 on an annual subscription basis, and the continued use of the current Cohga Weave products and services utilised is required whilst awaiting implementation and rollout of the new enterprise spatial solution by Council.

As such, it would be counterproductive, costly and untimely to source and implement a new product when it is already intended that the current product be superseded by the new enterprise solution. This renders Cohga the only supplier reasonably available for the ongoing provision of the spatial system integration solution currently in use by Council whilst awaiting final delivery of the enterprise solution.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue receiving the operational benefit of the Weave Mapping Solution currently in use at Council until such time as an enterprise spatial solution is implemented.

The Cohga Weave Mapping products have not been scoped as part of the core systems being addressed by Council’s iVolve Project, however the critical integration aspects of the replacement enterprise GIS system have been identified and form part of iVolve consideration to ensure optimal integration of the product into the core systems.

Accordingly, the risk of investing in this software for the proposed period of up to one (1) year is low as the product is required during the transition to the new spatial product and during the iVolve integration phase.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Cohga Weave Mapping Solutions (External and Internal).	Low – not scoped as part of core systems	Low	Not identified as being in the Core system, and the product is required during transition and integration phases.

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the Cohga Weave subscription is budgeted as an operational expense within the ICT Branch Budget. There are no additional financial implications.

This report seeks a resolution of Council for an approximate total cost of one hundred and five thousand dollars ($165,600.00) excluding GST if the subscription to the Cohga Weave Mapping Solution is continued as required for up to one (1) year.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the Asset Services Branch and the ICT Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to receive continued provision of the functions performed by the Cohga Weave Solution as part of Council’s current spatial implementation, it is recommended that Council provide the requested approval in relation to the proposed contractual arrangement with Cohga Pty Ltd for up to the next one (1) year to allow for completion of the enterprise spatial solution implementation and rollout.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A and B state that Council enter into a contractual arrangement on a yearly or shorter basis as required for up to one (1) year with Cohga Pty Ltd for the continued provision of the Weave Mapping Solution.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Jacquie Whitham

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.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Raees Rasool

Acting Manager, Asset Services

I concur with the recommendations contained in this report.

Graeme Martin

Acting General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A9039019

ITEM: 8

SUBJECT: Procurement: Before You Dig Australia Subscription

AUTHOR: Contracts Officer ICT

DATE: 19 June 2023

Executive Summary

This is a report seeking a resolution by Council to enter into a contractual arrangement with Before You Dig Australia Ltd for the provision of the single referral service for the excavation and asset-owning community relating to information regarding underground services and networks.

RECOMMENDATION

B. That Council enter into a contractual arrangement (Council file reference 21708) with Before You Dig Australia for the annual subscription to the pre-excavation information services as required for up to five (5) years, at an approximate value of $90,000.00 (excluding GST) over the entire term if the subscriptions are continued for all five (5) years.

RELATED PARTIES

Before You Dig Australia

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report

ifuture Theme

Safe, Inclusive and Creative

Purpose of Report/Background

Before You Dig Australia Ltd (BYDA), previously known as “Dial Before you Dig”, is a long-established organisation that is the recognised and endorsed provider of pre-excavation information services Australia-wide.

The supplier’s products have been in use by Council since 2007 and are provided to Council on a subscription basis. The services provided by BYDA consist of a centralised request for information about the location and owner of underground infrastructure assets to access plans and other vital information to prevent damage to assets or harm to the community.

BYDA is the only supplier of this service in Australia and is utilised by multiple LGA’s and other Government departments. The annual subscription fees are calculated based upon a nominal annual base membership fee and requested referral volume.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue receiving the operational and public-facing benefit of this pre-excavation information service which is a part of Council public offering toolset.

The BYDA subscription has not been scoped as part of the core systems being addressed by Council’s iVolve Project. Accordingly, the risk of investing in this subscription at this time is low and can be addressed (if required) by a yearly review as the iVolve Project progresses.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Before You Dig Australia online portal	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the BYDA subscription is budgeted as an operational expense within the ICT Branch Budget. There are no additional financial implications.

This report seeks a resolution of Council for an approximate total cost of ninety thousand dollars ($90,000.00) excluding GST to enter into a contract for the BYDA service for a subscription term of up to five (5) years as required.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the ICT Branch who support the recommendations of this report. This report does not require community consultation

Conclusion

As Before You Dig Australia is the sole supplier of this service, it is recommended that Council provide the requested approval in relation to the proposed contractual arrangement with Before You Dig Australia for up to five (5) years in order to continue receiving this vital service.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A and B state that Council enter into a contractual arrangement for up to five (5) years with BYDA for the continued provision of the pre-excavation information services.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Nicole Anderson

Contracts Officer ICT

I concur with the recommendations contained in this report.

Jacquie Whitham

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.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A8961421

ITEM: 9

SUBJECT: Surrender and Acquisition of Drainage Easement at 22 Hume Drive Bundamba

AUTHOR: Property Officer

DATE: 31 May 2023

Executive Summary

Recommendation/s

C. The method of acquiring the new easements will be by agreement with the affected landowner in accordance with Division 3, Acquisition of Land Act 1967.

RELATED PARTIES

GTP Platform Pty Ltd are the registered landowners of 22 Hume Drive, Bundamba.

DTS Urban Planning, Surveying and Development are the applicants on behalf of the landowners (the Applicant).

There was no declaration of conflicts of interest.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

The applicant has applied for the surrender of the existing drainage easements and the creation of two (2) new drainage easements to accommodate the construction of three (3) large warehouses on the land (the Project).

The easements to be surrendered are described as Easement CA and Easement CC on SP319612 located on the northern side of the property at 22 Hume Drive, Bundamba.

The Project has planning approval under 19895/2021/MAMC/A to reconfigure the land into one land parcel, the relocation of the easement will provide the required drainage for the new warehouses.

The surrender and acquisition of the easements will be accordance with Council requirements and the Acquisition of Land Act 1967 (the Act).

Legal IMPLICATIONS

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

Acquisition of Land Act 1967

Local Government Act 2009

Land Title Act 1994

policy implications

This report and the recommendations contained within are consistent with the Property Acquisition and Disposal Policy.

RISK MANAGEMENT IMPLICATIONS

This request has been initiated by the applicant, meaning that the risk to Council for not resolving to surrender Easement CA and Easement CC and acquire the new easements is minimal.

Financial/RESOURCE IMPLICATIONS

All associated works and expenses for the surrender and acquisition of the easements, including registration of a new survey plan and easement documents, will be borne by the landowner. Compensation will not be considered or sought by either party.

COMMUNITY and OTHER CONSULTATION

In May 2023, the applicant (on behalf of the landowner) requested consent from Council for the surrender of the existing easements and acquisition of two (2) new easements.

Internal consultation has occurred with members of the Open Space and Facilities, Road Corridor Management and Property Services Sections. Consultation occurred with the Planning and Regulatory Services Engineering Team to discuss the location and requirements of the easements.

The proposed location of the new easements has been supported by internal and external stakeholders. The finalised cadastral survey will be prepared by the Applicant and approved by Council prior to registration.

Conclusion

It is recommended that Council proceed with the surrender of Easement CA and Easement CC on SP319612 located at 22 Hume Drive, Bundamba, and acquisition of two (2) new easements in Lot 540 on SP335462 located at 22 Hume Drive, Bundamba.

Council will work with the Applicant to ensure all documentation for Titles Queensland meets both Council requirements and requirements under the Land Title Act 1994 and the Acquisition of Land Act 1967.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Surrender and acquisition of drainage easements over private property by way of negotiated acquisition under the Acquisition of Land Act 1967.
(b) What human rights are affected?	Section 24 – Property Rights
(c) How are the human rights limited?	This right is subject to an internal limitation. Cannot ‘arbitrarily’ be deprived of property. ‘Arbitrary’ conduct is conduct that is capricious, unpredictable, or unjust and includes inferences that are unreasonable in the sense of not being proportionate to the legitimate aim that is sought. Council can only acquire an easement for the purposes prescribed, and in the manner provided for, under the Acquisition of Land Act 1967. Council is only burdening the amount of land necessary to achieve its drainage easement purpose based on professional surveys. While the acquisition of the easement is interfering with the owner’s right to not be deprived of their property, it is arguably not ‘arbitrary’ interference as it is undertaken in accordance with the regulatory framework of the Acquisition of Land Act 1967 and in accordance with the law. The land is already burdened by an access easement and at the request of the owner is now being relocated to accommodate future development on the land.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Title Search 540SP335462 - 22 Hume Drive Bundamba
2.	Existing Easement CA, CB and CC on SP319612 as lodged
3.	DA 19895-2021-MAMC-A - Approved Plans

Judi Howard

Property Officer

I concur with the recommendations contained in this report.

Alicia Rieck

Property Services Manager

I concur with the recommendations contained in this report.

Anthony Dunleavy

Manager, Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A8957128

ITEM: 10

SUBJECT: iVolve Program Governance and Transparency Committee 13 July 2023

AUTHOR: Project Officer

DATE: 30 May 2023

Executive Summary

This is a report concerning two (2) status reports for consideration from the most recent ICT Steering Committee update:

· Attachment 1 – ICT Steering Committee - iVolve Program Status Report

· Attachment 2 – ICT Steering Committee- iVolve Fusion Project Status Report.

iVolve Program

The iVolve project is currently reporting a Red indicator for overall project health.

Business case update / project sequencing

Several discussions have been held across business areas (CX, Risk/audit/compliance, HR & Payroll, OH&S & Assets) to confirm scope, capture current software related concerns and evaluate business readiness. Some additional discussions are required to finalise the proposed sequencing of iVolve projects and updated Business Case, which will then be presented to the ICT Steering Committee for approval.

Change Management

Change management continues to be a focus area, with a new Change Lead commencing on 27 June.

Asset solution update

Procurement of an asset solution architect is currently being finalised. This role will assist with the definition of assets user requirement, procurement of the assets solution and alignment with the GIS system. Following completion of the user requirements and definition of the level 1 and 2 processes, a tender for the Enterprise Asset Management (EAM) software solution with be put to market.

Refer to Attachment 1 for the iVolve Program Status Report.

iVolve Fusion Project

The Fusion project is currently reporting an Amber indicator for overall project health.

The Oracle Fusion project is in “Design” phase with two weeks of further design workshops starting on Monday 26 June 23. The focus is on finalising key decisions and ensuring appropriate signoff of the solution design. Overall design sign-off is expected at the end of July. After this Mastek will be configuring the solution ready for Key User testing, followed by User Acceptance testing.

Go live is still on track for 6 November2023.

Refer to Attachment 2 for the iVolve Fusion Project Status Report.

Recommendation/s

That the report titled iVolve Program Governance and Transparency Committee
13 July 2023 be received and the contents noted.

RELATED PARTIES

· Fusion Project Control Group

· iVolve Program Board

· Executive Leadership Team

· Strategic Advisor

· Procurement Branch.

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

This report provides a summary of the iVolve Program and Oracle Fusion project. It also includes four (4) attachments:

Refer to Attachment 1 – iVolve Program Status Report

Refer to Attachment 2 – iVolve Fusion Project Status Report

Refer to Attachment 3 – iVolve Program Risk register

Refer to Attachment 4 – Fusion project Risk register

This report provides an opportunity for the Committee to ask clarification questions.

Legal IMPLICATIONS

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

Local Government Act 2009

policy implications

N/A

RISK MANAGEMENT IMPLICATIONS

Please refer to:

· Attachment 3 – Fusion project Risk register

· Attachment 4 – iVolve Program Risk register

Financial/RESOURCE IMPLICATIONS

The Oracle Fusion project budget has been segregated out of the iVolve budget to manage more specifically. This is reflected in the budget numbers below.

Figures are as of 21 June 2023.

Fusion Project Budget
Stage	Actuals / Forecast Budget	Actuals to Date	Estimate to Complete	Variance (Stage Budget v ETC Stage)
Fusion project - FY 22/23	$1,334.210	$761,993	$552,654^*1	$20,563
Fusion project - FY 23/24	$2,928,648	$0	$2,928,648	$0

^*1 Please note this includes some invoices due to be paid (but not yet) and have been carried over to the following month.

Figures are as of 21 June 2023.

Total iVolve Program Project Budget
Stage	Actuals / Forecast Budget	Actuals to Date	Estimate to Complete	Variance (Stage Budget v ETC Stage)
Program Stage 1&2 - FY21/22	$1,176,210	$1,176,210	$0	$323,790
Program Stage 3 - FY22/23	$1,323,790	$1,225,250	$0	$98,576
Program Stage 4 - FY22/23	$3,095,319	$193,441	$127,347	$2,774,531
Program Stage 4 - FY23/24	$1,152,957	$0	$1,152,957	$0
Program Stage 4 - FY24/25	$3,000,000	TBC	TBC	TBC
Program Stage 5 - FY25/26	$1,500,00	TBC	TBC	TBC

COMMUNITY and OTHER CONSULTATION

(a) iVolve Stage 3 Project Control Group

(b) Procurement Branch

(d) Media and Communications Branch

(e) Department Branch Managers

(f) Internal Audit

(g) Strategic Advisor – Strategic Directions

Conclusion

N/A

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS

RECEIVE AND NOTE REPORT

The Recommendation states that the report be received, and the contents noted. The decision to receive and note the report does not limit human rights. Therefore, the decision is compatible with human rights.

Attachments and Confidential Background Papers

1.	ICT Steering Committee - iVolve Program Status Report 07 July 2023 ⇩
2.	ICT Steering Committee - Fusion Status Report 07 July 2023 ⇩
3.	iVolve Fusion - Stage 4 - Project Register ⇩
4.	iVolve Program - Stage 4 - Project Register ⇩

Sasha Larkin

Project Officer

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A9054996

ITEM: 12

SUBJECT: QAO Management Letter and Draft Report to Parliament - Improving Asset Management in Local Government

AUTHOR: Asset Manager

DATE: 22 June 2023

Executive Summary

This is a report concerning the Management Letter and the draft report to Parliament received from the Queensland Audit Officer (QAO) regarding their improving asset management in local government.

Recommendation/s

That the QAO Management Letter and the draft report to Parliament on Improving asset management in local government, be received and the contents noted.

RELATED PARTIES

Related parties to the report are as follows:

· The Queensland Audit Office

· Queensland Parliament

The contents of this report and its attachments remain confidential under the requirements set out in the Management Letter (Attachment 1) until the QAO finalise and present the findings of the Improving asset management in local government draft report to Parliament (Attachment 2).

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

Background

Council was one (1) of six (6) government agencies selected for a Queensland Audit Office (QAO) performance review as part of their project to assess improving asset management in local government.

Council participated in activities to meet the requirements of the review with the QAO during 2022. In March 2023, the QAO released the results for the comparison of Local Government asset management maturity benchmark report (Attachment 3).

Following this, the QAO have issued to council the Benchmark Report, Management Letter and recommendations regarding improving asset management in local government. The QAO have also issued to council the draft report to Parliament on improving asset management in local government on 21 June 2023 for review and feedback.

Key issues:

The QAO issued the draft Management Letter to council on the 28 April 2023 and required council to provide a draft response by 12 May 2023, indicating if the recommendations relevant comments and actions are accepted.

The QAO then formally issued the management letter (Attachment 1) to council with the responses included on 16 May 2023.

The draft report summarising the results of the audit, as it relates to all councils, is planned to be tabled to parliament in late July 2023.

Follow-up:

A follow-up report to the Management Letter addressing to the outcomes of the recommendations from the QAO regarding asset management will be presented to the Audit and Risk Management Committee for 4 October 2023 meeting.

The recommendations of the Management Letter and the final report to Parliament on improving asset management in local government will be added to the audit system managed by the Internal Audit Branch and aligned to the Effective Asset Management project.

Legal IMPLICATIONS

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

Not Applicable

policy implications

Not applicable

RISK MANAGEMENT IMPLICATIONS

The Management Letter requires the recommendations to be added to organisations audit recommendation register.

If council does not address and respond to the recommendations, there is potentially an elevated level of risk that the organisation will not realise a greater position of maturity regarding asset management.

Financial/RESOURCE IMPLICATIONS

There are no financial impacts regarding this report.

COMMUNITY and OTHER CONSULTATION

The QAO engaged with council on numerous occasions through various formats regarding this performance review and the subsequent findings.

The QAO most recently met with council representatives from both the Asset Services and Finance Branches to discuss the Management Letter and the general findings.

Conclusion

Generally, the findings and the recommendations of the QAO as presented in the Management Letter are consistent with council’s current asset management journey. Council has accepted all the findings and formally provided a draft response to QAO on
12 May 2023.

Council has also been provided with the draft report to Parliament on improving asset management in local government. A response letter on how the recommendations will be addressed shall be prepared and submitted to QAO by 12 July 2023.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS

RECEIVE AND NOTE REPORT

The Recommendation A states that the report be received and the contents noted. The decision to receive and note the report does not limit human rights. Therefore, the decision is compatible with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	QAO Management Letter - Audit of Asset Management at Ipswich City Council
2.	Draft Report to Parliament - Improving asset management in LG - QAO
3.	Improving asset management in LG - Benchmark report Ipswich City Council_QAO

Alvin Valle

Asset Manager

I concur with the recommendations contained in this report.

Raees Rasool

Acting Manager, Asset Services

I concur with the recommendations contained in this report.

Graeme Martin

Acting General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

13 July

2023

Doc ID No: A9016870

ITEM: 13

SUBJECT: Queensland Audit Office 2023 Interim Audit Report

AUTHOR: Principal Financial Accountant

DATE: 16 June 2023

Executive Summary

Recommendation/s

That the Queensland Audit Office 2023 Interim Audit Report, as detailed in Attachment 1, be received and the contents noted.

RELATED PARTIES

Queensland Audit Office

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

QAO has now completed its interim audit of Ipswich City Council for the 2022-2023 financial year. The Auditor-General has now written to the Mayor providing a copy of the interim management report comprising issues formally reported to management.

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

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

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

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

During the interim audit QAO assessed the design and implementation of Council’s internal controls and whether they are operating effectively.

The QAO has raised three (3) new deficiencies in Council’s internal controls and one (1) new business improvement opportunity (other matter). There were no new significant deficiencies raised. Three (3) prior year deficiencies that were not fully resolved have been revised and re-raised in the current year.

Two (2) of the new deficiencies and the one (1) business improvement opportunity (other matter) were identified through the information security audit (IS Audit), which is part of the annual QAO scope.

The report also provides an update on previous matters raised and whether they have been resolved or are still work in progress.

Management’s initial responses and actions to the issues raised are included in the report and will continue to be monitored through regular updates to Internal Audit and the Audit and Risk Management Committee.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

Australian Accounting Standards

policy implications

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

RISK MANAGEMENT IMPLICATIONS

The QAO has raised internal control issues that require action and implementation by management to ensure effective controls, processes and procedures and continued improved governance, to minimise the risk of errors or misstatement in the financial statements, safeguarding of assets or non-compliance with policies and procedures.

Financial/RESOURCE IMPLICATIONS

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

COMMUNITY and OTHER CONSULTATION

No community consultation has been undertaken in relation to this report.

Conclusion

That the Queensland Audit Office 2023 interim audit report be received and the contents noted by council. Council is currently in the process of implementing corrective action that complies with QAO’s recommendations by the deadlines detailed in Attachment 1.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS

RECEIVE AND NOTE REPORT

The Recommendation states that the report be received and the contents noted. The decision to receive and note the report does not limit human rights. Therefore, the decision is compatible with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
2023	QAO Interim Management Report

Barbara Watson

Principal Financial Accountant

I concur with the recommendations contained in this report.

Jeffrey Keech

Chief Financial Officer

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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