Agenda of Finance and Governance Committee

Item No.	Item Title	Page No.
	Confirmation of Minutes
1	Confirmation of Minutes of the Finance and Governance Committee No. 2025(03) of 22 April 2025	9
	Officers’ Reports
2	**Proposed Agreement for Lease - Dress Circle, Brookwater	20
3	**Lease Renewal over Freehold Land at 7-9 John Street, Rosewood	25
4	Proposed Fees and Charges to apply from 1 July 2025	37
5	Monthly Financial Performance Report - April 2025	55
6	**Procurement - Infor Pathway Local Government Platform	66
7	Procurement - Online Community Engagement Platform	72
	Notices of Motion
	Matters Arising
	Questions / General Business

Finance and Governance Committee NO. 2025(04)

20 May 2025

AGENDA

Welcome to Country or Acknowledgement of Country

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

BUSINESS OUTSTANDING

Finance and Governance Committee 22 April 2025

QUESTION – Formal Business Plan

Mayor Teresa Harding stated that in the officer’s report for Item 8 it talks about the tenure

of property policy ordinarily requiring a business plan to be submitted in order to justify a

term of five (5) years in length and that Swifts have not provided a formal business plan.

Mayor Harding queried why a formal business plan has not been provided.

That the General Manager, Corporate Services provide the Mayor and Councillors

with the reason why a formal business plan has not been provided by Swifts.

RESPONSE

The following response to this question was provided to all councillors:

At present the Tenure of Property Policy does not specifically call out the format or

the specific content that a business case should address where a lease term of 5 years or greater is requested. It should also be noted that the current request relates to a variation of an existing lease rather than the grant of a new lease.

Swifts have provided explanations of their plans on occasion through the discussions, both prior to the resolution on 8 December 2022 and during more recent discussions. Whilst these have not taken the form of a traditional business case, they have identified their planned future use for the premise and provided some concept designs for the facility they are planning to construct.

Swifts have also flagged concerns regarding the commercial risk present in a

competitive market and are particularly apprehensive about any plans for future

development being made publicly available.

Based on the above, we are comfortable that the requirements of the Tenure of

Property Policy have been met.

Confirmation of Minutes

1. Confirmation of Minutes of the Finance and Governance Committee
No. 2025(03) of 22 April 2025

Recommendation

That the minutes of the Finance and Governance Committee held on 22 April 2025 be confirmed.

Officers’ Reports

2. **Proposed Agreement for Lease - Dress Circle, Brookwater

This is a report concerning a proposed Agreement for Lease in conjunction with future local recreation parks within the Dress Circle development at Brookwater.

Recommendation

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(b)(ii) of the Regulation applies to the disposal of interest in land at the Brookwater Dress Circle development, more particularly described as two (2) equivalent local recreation parks, to a community organisation, namely the Body Corporate for the Brookwater Dress Circle Home Owners Club (BDCHOC) Community Titles Scheme.

B. That Council enter into an agreement for lease and lease with the Body Corporate for the BDCHOC Community Titles Scheme, Springfield Land Corporation (No.2) Pty Limited and Springfield City Group Pty Limited.

C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the lease agreements for the future parks.

3. **Lease Renewal over Freehold Land at 7-9 John Street, Rosewood

This is a report concerning the proposed renewal over freehold land located at
7-9 John Street, Rosewood, described as part of Lot 9 on RP906761 (the Land), between Ipswich City Council (Council) and Robert David Carrbuthers (RDC).

Recommendation

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(c)(iii) of the Regulation applies to the disposal of interest in land at 7-9 John Street, Rosewood more particularly described as part of Lot 9 and Plan RP906761, for solicitor’s office purposes, because it is for renewal of a lease to the existing lessee.

B. That Council renew the lease (Council file reference number 6209 with Robert David Carruthers (Lessee):

(i) at a commencing annual rent of $18,500 excluding GST, payable to Council, and

(ii) for an initial term of five (5) years, with no options for extension.

4. Proposed Fees and Charges to apply from 1 July 2025

This is a report concerning the annual review of Ipswich City Council’s (Council) proposed commercial and cost recovery fees and charges, and the recommended pricing to commence with effect 1 July 2025.

Recommendation

That the proposed 2025-2026 Fees and Charges, as detailed in Attachment 1 (excluding the following pages:

pages 19 to 32 Sections 1 to 7.4
pages 34 to 39 Sections 1 to 7.1
pages 40 to 41 Sections 8 to 8.8
page    41 Section 9
page    41 Sections 10 to 10.2
pages   41 to 43 Sections 11 to 11.1.2                                                                               Page     114 Sections 1 to 1.3                                                                                              Pages   115 Section 3                                                                                                          Pages   116 to 117 Sections 3.2 to 3.2.4)

be adopted with an effective date of 1 July 2025.

5. Monthly Financial Performance Report - April 2025

This is a report concerning Ipswich City Council’s (Council) financial performance for the period ending 30 April 2025, submitted in accordance with section 204 of the Local Government Regulation 2012.

Recommendation

That the report on Council’s financial performance for the period ending
30 April 2025, submitted in accordance with section 204 of the Local Government Regulation 2012, be considered and noted by Council.

6. **Procurement - Infor Pathway Local Government Platform

This is a report seeking resolution by Council to enter into a contract with Infor Global Solutions (ANZ) Pty Limited for the provision of Infor Pathway, a Local Government Cloud Solution for a period of five (5) years at an estimated cost of $4,000,000 (ex GST), without inviting quotes.

The exception under section 235(b) of the Local Government Regulation 2012 applies as the services provided are of a specialised nature and it would be disadvantageous or impractical to invite tenders.

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 and it would be impractical and disadvantageous to invite tenders for the provision of Infor Pathway.

B. That Council enter into a contractual arrangement (Council file reference number 250226-000320) with Infor Global Solutions (ANZ) Pty Limited (ABN 25 003 538 314), at an approximate purchase price of $4,000,000 excluding GST over the entire term, being a term of five (5) years, with no options for extension.

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.

7. Procurement - Online Community Engagement Platform

This is a report concerning the continuation of a contract (#5079) with Social Pinpoint Pty Ltd (Social Pinpoint), for the provision of the Online Community Engagement Platform in accordance with section 235(b) of the Local Government Regulations, as it is impractical and disadvantageous to invite quotes or tenders for a new platform at this stage.

Recommendation

B. That Council continue the contractual arrangement with Social Pinpoint Pty Ltd, with an increase in purchase price of approximately $120,000 excluding GST over the additional term, being options for extension at the discretion of Council (as purchaser) of an additional three (3) X one (1) year terms. The total spend for the platform from 2018 to 2028 will be approximately $320,000 excluding GST.

C. That Council use the next 12 months to explore community engagement platform options that could integrate with Council’s new content management system.

NOTICES OF MOTION

MATTERS ARISING

QUESTIONS / GENERAL BUSINESS

Finance and Governance Committee

Meeting Agenda

20 May

2025

Finance and Governance Committee NO. 2025(03)

22 April 2025

Minutes

COUNCILLORS’ ATTENDANCE:

Councillor Paul Tully (Chairperson); Councillors Jacob Madsen (Deputy Chairperson), Mayor Teresa Harding, Deputy Mayor Nicole Jonic, Marnie Doyle, Andrew Antoniolli, Jim Madden, Pye Augustine (Observer) and David Martin (Observer)

COUNCILLOR’S APOLOGIES:

Nil

OFFICERS’ ATTENDANCE:

Chief Executive Officer (Sonia Cooper), General Manager Corporate Services (Matt Smith), General Manager Asset and Infrastructure Services (Seren McKenzie), General Manager Community, Cultural and Economic Development (Ben Pole), General Manager Planning and Regulatory Services (Brett Davey), Chief of Staff – Office of the Mayor (Melissa Fitzgerald), Acting Chief Information Officer (Fiona Bristow), Acting Chief Financial Officer (Christina Binoya), Manager, Media, Communications and Engagement (Mark Strong), Acting Manager Legal and Governance (General Counsel) (Allison Ferres-MacDonald), Senior Solicitor (Nicola Harris), Manager Procurement (Tanya Houwen), Senior Media Officer (Darrell Giles), Construction Manager (Pedro Baraza) and Theatre Technician (Thomas Haag)

Welcome to Country or Acknowledgement of Country

Councillor Paul Tully (Chairperson) invited Mayor Teresa Harding to deliver the Acknowledgement of Country

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

At Item 7 Councillor Andrew Antoniolli declared an interest

BUSINESS OUTSTANDING

Nil

Confirmation of Minutes

1. Confirmation of Minutes of the Finance and Governance Committee No. 2025(02) of 18 March 2025

Recommendation

Moved by Councillor Jim Madden:

Seconded by Councillor Andrew Antoniolli:

That the minutes of the Finance and Governance Committee held on 18 March 2025 be confirmed.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

Officers’ Reports

2. Strategic Contracting Procedures

This is a report concerning the adoption of ‘Strategic Contracting Procedures’ (SCP) from 1 July 2025 to Council contracts, as per the requirements of Chapter 6, Part 2 of the Local Government Regulations 2012 (LGR).

Recommendation

Moved by Councillor Andrew Antoniolli:

Seconded by Councillor Jim Madden:

A. That after:

(a) consideration of the costs and benefits of complying with Chapter 6, Part 2 of the Local Government Regulation 2012 (Regulation); and

(b) provision of the public notice of this proposed resolution which occurred on Wednesday 5 March 2025; and

(c) pursuant to section 218(1) of the Regulation,

Council decides to apply Chapter 6, Part 2 ‘Strategic Contracting Procedures’ of the Regulation to its contracts from 1 July 2025.

B. That prior to the date on which the Strategic Contracting Procedures are to apply, being 1 July 2025, a further report be presented to Council regarding the adoption of a Contract Manual and Contracting Plan, as are required by Chapter 6, Part 2 of the Regulation.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

3. Procurement - Civic Centre Ticketing Software

This is a report concerning the recommendation to approve the continuation of Contract 15-16-247 for the provision of a Ticketing Software solution with Vivaticket Pty Ltd (Vivaticket) until 6 June 2026, with one (1) x twelve (12) month optional extension, at an estimated cost of $110,000 (ex GST), without inviting quotes.

Section 235(b) of the Local Government Regulation 2012 allows a local government to enter into a large sized contractual arrangement, if the local government resolves that the services provided are of a specialised nature and it would be disadvantageous or impractical to invite quotes or tenders.

Recommendation

Moved by Councillor Andrew Antoniolli:

Seconded by Deputy Mayor Nicole Jonic:

B. That Council continue the contractual arrangement (Council file reference number 15-16-247) with Vivaticket Pty Ltd, at an approximate purchase price of $110,000 excluding GST for the extended term, being a one (1) year period, with one (1) additional option to extend of one (1) year at the discretion of Council (as purchaser).

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

4. Procurement - Amazon Web Cloud Computing Services

This is a report concerning the procurement and recommendation to negotiate and enter into a contractual arrangement under the Commonwealth Government Digital Transformation Agency’s (DTA) whole-of-government arrangement made with Amazon Web Services Australia Pty Ltd (WofGA 3.0), for the provision of the Amazon Web Cloud Computing Services requirements for Council.

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

Recommendation

Moved by Councillor Marnie Doyle:

Seconded by Councillor Andrew Antoniolli:

A. That pursuant to Section 235(f) of the Local Government Regulation 2012 (Regulation), Council utilise government agency contractual arrangement AWS 3.0 Agreement by the Commonwealth of Australia as represented by the Digital Transformation Agency for the provision of Amazon Web Service Offerings (Council file reference number 250207-000239), with the supplier listed as Tenderer A (Supplier) in Confidential Attachment 1.

B. That under the government agency contractual arrangement, Council’s approximate spend will be $9,500,000 excluding GST over the entire term, the end date of the initial term being 3 years after the commencement, with current options for extension at the discretion of the Commonwealth of Australia as represented by the Digital Transformation Agency of an additional one (1) x three (3) year term.

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.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

5. Procurement - Tender VP445749 - Purga School Road Bridge Replacement Works

This is a report concerning the approval for the award of tender VP445749 Bridge Replacement Works Purga School Road, Purga.

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

Recommendation

A. That Council note that Tender VP445749 was conducted pursuant to Section 228 of the Local Government Regulation 2012.

B. 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 award Tender VP445749 to one of the shortlisted Suppliers as detailed in Confidential Attachment 1, under the contract terms outlined in that same attachment.

Councillor Paul Tully proposed that this matter be referred to the next Council Ordinary meeting for further consideration.

Recommendation

Moved by Councillor Paul Tully:

Seconded by Mayor Teresa Harding:

*** That Item 5 be referred to the next Council Ordinary meeting for further consideration.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

6. Procurement - 5577 Adelong Avenue, Thagoona - Pavement Rehabilitation

This is a report concerning the recommendation to award Tender 5577 Adelong Avenue, Thagoona – Pavement Rehabilitation with the nominated supplier, as per confidential Attachment 1, to undertake the pavement rehabilitation works on Adelong Avenue, Thagoona.

After an open market request for tender process, the evaluation panel has recommended one supplier for the undertaking of the pavement rehabilitation works as set out in Recommendation B below. The recommendation has been determined by the evaluation panel to offer Council the best value for money.

If Council is satisfied with the nominated supplier, the name of the supplier will be included in the Council’s resolution at Recommendation B.

“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 Jim Madden:

A. That pursuant to Section 228 of the Local Government Regulation 2012 (Regulation), Council award Tender No. 5577 Adelong Avenue, Thagoona – Pavement Rehabilitation.

B. That Council enter into a contractual arrangement with the Supplier identified in confidential Attachment 1, for the lump sum amount of two million, eight hundred and eighteen thousand, three hundred and ninety-five dollars and forty-four cents ($2,818,395.44) excluding GST and the contingency amount as listed in confidential Attachment 1.

D. That owing to the confidential nature of the recommendations, that once adopted by Council, the recommendations be made public.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

In accordance with section 150EQ of the Local Government Act 2009, Councillor Andrew Antoniolli informed the meeting that he has a declarable conflict of interest in Item 7 titled Procurement – Contract Extension 13482 Grounds Maintenance and Associated Services.

The nature of the interest is that the owner of one of the companies (SAVCO) is a neighbour who lives in his street.

Councillor Andrew Antoniolli invited the other councillors to determine if he can continue to participate in the decision process.

It was moved by Councillor Paul Tully and seconded by Councillor Jim Madden that Councillor Andrew Antoniolli may participate in the meeting in relation to the matter, including by voting on the matter because there is no personal or financial benefit to the councillor and therefore a reasonable person would trust that the final decision is made in the public interest.

The eligible councillors present at the meeting decided that Councillor Andrew Antoniolli may participate in the meeting in relation to the matter, including by voting on the matter.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Madden

Councillor Andrew Antoniolli did not take part in the vote on this matter.

The motion was put and carried.

7. Procurement - Contract Extension 13482 Grounds Maintenance and Associated Services

This is a report concerning the extension of Contracts 13482-1, 13482-2, 13482-4 and 13482-5 Grounds Maintenance and Associated Services. The available contract extension was previously resolved in October 2024 to shorten to a six (6) month extension rather than the full available twelve (12) month term.

The contracts relating to this extension include:

13482-1 SKYLINE LANDSCAPE SERVICES (QLD) PTY LTD

13482-2 AUSTSPRAY ENVIRONMENTAL WEED CONTROL PTY LTD

13482-4 SAVCO VEGETATION SERVICES PTY LTD

13482-5 RIVERCITY GARDEN & LAWN PTY LTD

Approval is sought to vary the contracts of all four (4) 13482 Grounds Maintenance and Associated Services suppliers for the final six (6) months to allow additional time to finalise the specification requirements and then commence the contract renewal process including re-tendering, evaluation, and contract award.

Recommendation

Moved by Deputy Mayor Nicole Jonic:

Seconded by Councillor Jacob Madsen:

A. That the contractual arrangement Council contract (13482-1) with SKYLINE LANDSCAPE SERVICES (QLD) PTY LTD; (13482-2) with AUSTSPRAY ENVIRONMENTAL WEED CONTROL PTY LTD; (13482-4) with SAVCO VEGETATION SERVICES PTY LTD and (13482-5) with RIVERCITY GARDEN & LAWN PTY LTD (Suppliers) for Grounds maintenance and Associated Services be varied as follows:

(i) Add a final extension of all contracts for six (6) months (period from
25 July 2025 to 24 January 2026),

B. That Council enter into deed of variation with the Suppliers to appropriately amend the existing contractual arrangement.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

8. Amendment of Lease between Ipswich City Council (Lessor) and Swifts Leagues Club Ltd (Lessee) and entry into associated documentation

This is a report concerning an amendment to the lease that is proposed to be entered into between Ipswich City Council (‘Council’) as Lessor and Swifts Leagues Club Limited (‘Swifts’) as Lessee for part of 95a Brisbane Road, Booval, together with associated documentation for the amendment.

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

Recommendation

Moved by Councillor Marnie Doyle:

Seconded by Councillor Andrew Antoniolli:

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(c)(iii) of the Regulation applies to the disposal of interest in part of the land at 95a Brisbane Road, Booval more particularly described as part of Lot 169 on Registered Plan 24111, for the purpose of a Sports and Recreation Club, because it is for renewal of a lease to the existing lessee.

B. That Council vary the lease (Council file reference number L-6232) with Swifts Leagues Club Limited (Lessee) by entering into the Form 13 Amendment contained in Attachment 1 to this report, with options for extension of an additional three (3) x ten (10) year terms.

C. That Council enter into the associated documentation contained in Confidential Attachment 2 to this report.

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:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

Question on Notice

ITEM 8 - Amendment of Lease between Ipswich City Council (Lessor) and Swifts Leagues Club Ltd (Lessee) and entry into associated documentation

Mayor Teresa Harding stated that in the officer’s report for Item 8 it talks about the tenure of property policy ordinarily requiring a business plan to be submitted in order to justify a term of five (5) years in length and that Swifts have not provided a formal business plan. Mayor Harding queried why a formal business plan has not been provided.

That the General Manager, Corporate Services provide the Mayor and Councillors with the reason why a formal business plan has not been provided by Swifts.

9. Monthly Financial Performance Report - March 2025

This is a report concerning Ipswich City Council’s (Council) financial performance for the period ending 31 March 2025, submitted in accordance with section 204 of the Local Government Regulation 2012.

Recommendation

Moved by Deputy Mayor Nicole Jonic:

Seconded by Councillor Jacob Madsen:

That the report on Council’s financial performance for the period ending
31 March 2025, submitted in accordance with section 204 of the Local Government Regulation 2012, be considered and noted by Council.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

NOTICES OF MOTION

Nil

MATTERS ARISING

Nil

QUESTIONS / GENERAL BUSINESS

Nil

PROCEDURAL MOTIONS AND FORMAL MATTERS

The meeting commenced at 11.00 am.

The meeting closed at 11.28 am.

*** Refer Council Ordinary Meeting of 30 April 2025 for amendment

Finance and Governance Committee

Meeting Agenda

20 May

2025

Doc ID No: A11524645

ITEM: 2

SUBJECT: Proposed Agreement for Lease - Dress Circle, Brookwater

AUTHOR: Development Assessment East Manager

DATE: 30 April 2025

Executive Summary

This is a report concerning a proposed Agreement for Lease in conjunction with future local recreation parks within the Dress Circle development at Brookwater.

Recommendation/s

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(b)(ii) of the Regulation applies to the disposal of interest in land at the Brookwater Dress Circle development, more particularly described as two (2) equivalent local recreation parks, to a community organisation, namely the Body Corporate for the Brookwater Dress Circle Home Owners Club (BDCHOC) Community Titles Scheme.

C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the lease agreements for the future parks.

RELATED PARTIES

· Brookwater Dress Circle Home Owners Club (BDCHOC) Community Titles Scheme

· Springfield City Group Pty Limited

· Springfield Land Corporation (No.2) Pty Limited

ifuture Theme

A Trusted and Leading Organisation

Vibrant and Growing

Purpose of Report/Background

The Brookwater residential estate has been developing various stages of the development since approximately 2001. The titling arrangements associated with the residential development incorporates a layered community management scheme with the common property areas that are managed by a principal body corporate (otherwise known as the ‘Brookwater Home Owners Club’ (BHOC)) and a range of subsidiary body corporate schemes (such as the BDCHOC).

Since the commencement of the development, the BHOC or the subsidiary body corporate schemes have entered into a range of agreements with Council to maintain street verge areas and parts of local recreation parks which would typically be a Council responsibility. In turn, these areas have been embellished to a higher standard (e.g. more street trees or additional landscaping) for the community enjoyment. The BHOC also maintains their own private entry features and common property landscaped areas.

Council has previously agreed to leasing arrangements associated with a number of parks (e.g. Scenic Park, Peter Napier Park, Pieter Greef Park) and there are separate dealings that are currently underway in relation to leasing arrangements associated with Oakmont Park. These leases do not prevent the general public from accessing and utilising the park facilities. These last agreements were entered into some time ago, in some cases more than 10 years ago.

The Brookwater ‘Dress Circle’ residential development is currently under construction in the southern portion of the overall Brookwater residential estate. The approved Brookwater South Precinct Plan identifies that two (2) ‘equivalent’ local recreation parks will be constructed as part of the development to service the local community.

The developer of the Brookwater Dress Circle residential estate, Springfield City Group, is now seeking to enter into an Agreement for Lease for the two (2) ‘equivalent’ local recreation parks. The developer is proposing to embellish the facilities within the local recreation parks to a standard greater than Council’s standard park standards and following construction and acceptance by Council on-maintenance, the BHOC would maintain the relevant park. Council would subsequently provide an annual financial amount to the BHOC however it would be limited to the value of maintaining a Council standard park embellishment. Any additional costs associated with the maintenance of the park would be at the cost of the BHOC.

An Agreement for Lease has been drafted to reflect the arrangements and responsibilities of Springfield City Group, Springfield Land Corporation No. Pty Ltd, the body corporate and Council.

Legal IMPLICATIONS

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

Local Government Regulation 2012

The Local Government Regulation 2012 Section 236(1)(b)(ii) provides an exception for the disposal of valuable non-current assets other than by tender or auction if the organisation that is entering into the lease is a community organisation. A community organisation is defined in the Local Government Regulation 2012 as:

(a) An entity that carries on activities for a public purpose; or

(b) Another entity whose primary object is not directed at making a profit.

In this instance, the body corporate would be undertaking maintenance activities that typically Council would need to undertake for a standard recreation park and the primary object of the body corporate is to manage the maintenance standard for those areas with the residential estate for which they are responsible. This is also supported by the provisions of the Body Corporate and Community Management Act 1997 which prohibits body corporates from conducting business. This prohibition aligns with the requirement that a community organisation must operate on a not-for-profit basis. Therefore, it is considered that the body corporate qualifies as a community organisation.

policy implications

The outcomes of the recommendation do not impact upon any Council approved policies.

RISK MANAGEMENT IMPLICATIONS

If Council were to choose not to resolve that the exception under Section 236(1)(b)(ii) of the Local Government Regulation 2012 applies and therefore does not agree with the proposed Agreement for Lease, the developer would be required to redesign the local recreation park to meet Council’s minimum park standards. Council would subsequently need to allocate resources for the ongoing maintenance of the parks. The Agreement for Lease establishes minimum maintenance standards that the body corporate need to maintain the parks to and as such it is considered low risk in terms of Council’s reputation to proceed in accordance with the recommendations of this report.

Financial/RESOURCE IMPLICATIONS

In light of the above, there are no significant additional financial implications for Council in entering into agreement for lease (and subsequent lease agreements) with the body corporate that will maintain Council owned assets. Council would alternatively need to allocate budget and / or resources for the maintenance of a standard park.

It should be noted that any costs as a result of embellishments above Council’s standards will be borne by the body corporate. At the end of the lease term (21 years from the execution), and in the absence of any further ongoing arrangements, the body corporate is responsible for the removal of any ‘over-embellishments’ with Council’s minimum park embellishments at its own cost.

COMMUNITY and OTHER CONSULTATION

There has been no community consultation in relation to this report by Council.

Council’s Legal Services Section and various officers from both the Asset and Infrastructure Services Department and Planning and Regulatory Services Department have been consulted in relation to the preparation of the Agreement for Lease document.

Conclusion

The Local Government Regulation 2012 Section 236(1)(b)(ii) provides an exception for Council to dispose of a valuable non-current asset other than by tender or auction if the asset is disposed of to a community organisation. The Body Corporate for the BDCHOC Community Titles Scheme 52959 qualify as a community organisation. This report seeks the Council to resolve that the exception applies and authorise the Chief Executive Officer to negotiate and finalise the terms of the agreement for lease and the future leases for the local recreation parks within the Brookwater Dress Circle development.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A-C states that Council will enter into an Agreement for Lease and subsequent leases over two (2) equivalent local recreation parks with the Body Corporate for the BDCHOC Community Titles Scheme to maintain parks that are embellished to a higher standard.
(b) What human rights are affected?	No human rights are affected by this decision.
(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.	Draft Agreement for Lease - Dress Circle, Brookwater (under separate cover)

Tim Foote

Development Assessment East Manager

I concur with the recommendations contained in this report.

Brett Davey

General Manager (Planning and Regulatory Services)

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

Finance and Governance Committee

Meeting Agenda

20 May

2025

Doc ID No: A11466822

ITEM: 3

SUBJECT: Lease Renewal over Freehold Land at 7-9 John Street, Rosewood

AUTHOR: Senior Property Officer (Tenure)

DATE: 9 April 2025

Executive Summary

This is a report concerning the proposed renewal over freehold land located at 7-9 John Street, Rosewood, described as part of Lot 9 on RP906761 (the Land), between Ipswich City Council (Council) and Robert David Carruthers (RDC).

RECOMMENDATION

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(c)(iii) of the Regulation applies to the disposal of interest in land at 7-9 John Street, Rosewood more particularly described as part of Lot 9 and Plan RP906761, for solicitor’s office purposes, because it is for renewal of a lease to the existing lessee.

B. That Council renew the lease (Council file reference number 6209 with Robert David Carruthers (Lessee):

(i) at a commencing annual rent of $18,500 excluding GST, payable to Council, and

(ii) for an initial term of five (5) years, with no options for extension.

RELATED PARTIES

· Robert David Carruthers

· There was no declaration of conflicts of interest

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

RDC is the proprietor of Carruthers Solicitors, a law firm that provides a comprehensive range of legal services tailored to both personal and business needs. Carruthers Solicitors has been operating in this location since 2005.

Under Section 236(1)(c)(iii) of the Local Government Regulation 2012, an exception exists to the requirement for leasehold interest in land to be disposed of through tender or auction. This exception applies specifically to leases for renewal to the existing tenant. The Council may only approve the disposal of the interest in land if the consideration is equal to or exceeds the market value of the leasehold interest in the land.

To determine an appropriate rental value, Council engaged an independent registered valuer to provide a written market rental assessment. Following negotiations with RDC, an agreement subject to Council resolution was reached on a commencing annual rent of $18,500 (excluding GST) for the land. Property Services has assessed that the agreed rental amount, along with the proposed indexation rate, is consistent with current market conditions.

The proposed lease terms are as follows;

Lease Terms	Existing	Proposed
Period:	3 Years	5 Years
Commencement Date:	01/11/2017	01/07/2025
Expiry Date:	31/10/2019	30/06/2030
Options:	3 Years	Nil
Commencing Rent:	$16,085 (excluding GST)	$18,500 (excluding GST)
Existing Rent:	$17,415 (excluding GST)	-
Annual Increase:	CPI	3%
Permitted Use:	Solicitor’s Office	Solicitor’s Office

Legal IMPLICATIONS

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

Land Act 1994

Local Government Act 2009

Local Government Regulation 2012

policy implications

The lease terms proposed align with the Council’s approved Tenure over Council Property policy (the ‘Policy’).

RISK MANAGEMENT IMPLICATIONS

Risks of Renewing the Lease for Five Years

1. Property Maintenance Costs – The building is quite old and components of the building are nearing the end of its life. Ongoing maintenance and replacement post 5 years will start to become costly to Council.

2. Longer Term – Council have not considered renewing for longer than 5 years to allow further investigation and consideration of the future use of this building.

Risks of Alternative Recommendations

1. Shorter Lease Term – Offering a shorter lease term may provide flexibility but could result in frequent renegotiations and uncertainty for both parties.

2. Expression of Interest – Seeking a new tenant could introduce risks related to vacancy periods, tenant reliability, and the costs associated with marketing and lease setup.

Risks of Not Approving the Recommendation

1. Loss of Rental Income – If the lease is not renewed and no immediate alternative tenant is secured, the Council may face revenue loss due to property vacancy.

2. Community and Business Impact – The firm is a well-established presence in the area, and its removal could affect local business networks and legal service accessibility.

Financial/RESOURCE IMPLICATIONS

RDC is responsible for minor maintenance, replacement of flooring, and internal painting. The Council is responsible for general repairs and maintenance, addressing wear and tear, as well as end of life replacement.

COMMUNITY and OTHER CONSULTATION

There has been no community consultation in relation to this report by Council.

Following internal consultation, RDC have provided in principle agreement with the proposal outlined in this report. While RDC initially requested an option to renew for 1 x 4 years, discussions clarified that Council intends to investigate and further discuss the future use of this building.

The following internal branches have been consulted and provided the below responses:

(a) Property Services completed property due diligence.

a. Various searches and assessments were completed to ensure comprehensive understanding of the land and its constraints.

b. The land contains two (2) easements for right of way and electricity supply purposes.

(b) Community and Cultural Services agree with the proposal in this report.

a. The prospective tenant, as a commercial operator, should adhere to a standard tenancy schedule with an attached maintenance program.

b. The agreement and schedules should align with typical commercial leasing standards.

c. As this is a commercial arrangement, CCED holds no community interests in the leasing outcome and has no objections to renewing the lease, unless Council is required to seek additional interest or community feedback.

a. The maintenance schedule was reviewed accordingly, and a copy forwarded to Works and Field Services.

b. Significant rehabilitation works will be required in the next 5 years.

(d) Security Services

a. No response received.

(e) Infrastructure Strategy

a. No comments to extension of lease.

(f) Works and Field Services

a. Timber floor framing and low ground clearance pose a persistent high risk for termite infestation, despite regular treatments.

b. No crawl space access under the building prevents visual inspections.

c. Raised surrounding car park results in water pooling beneath the building during heavy rain, accelerating deterioration of timber stumps and floor framing.

d. Building lacks disability access and may be nearing the end of its usable lifespan.

e. Consideration should be given to the future of the building at this location or potential rehabilitation to mitigate these risks.

(g) Cultural Heritage and City Design

a. No issues from a heritage perspective.

Conclusion

It is recommended that Council applies the exception under the Local Government Regulation 2012 to proceed with a lease agreement renewal to RCD with for a part of
7-9 John Street, Rosewood.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendation A outlines Council will apply an exemption to dispose of a leasehold interest for the purposes of a solicitor’s office. Recommendation B outlines the terms that Council is applying to the disposal of leasehold interest.
(b) What human rights are affected?	Recognition and equality before the law (section 15) Protection from torture and cruel, inhuman or degrading treatment (section 17) Freedom of movement (section 19) Freedom of expression (section 21) Peaceful assembly and freedom of association (section 22) Privacy and reputation (section 25)
(c) How are the human rights limited?	The proposed decision to enter the lease will potentially interfere to restrict with the rights identified above because the lessee will have the power to eject persons in particular circumstances
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Yes. Ejecting a person in particular circumstances is a reasonable approach to ensure health and safety. Less restrictive means would be warnings, etc, but it is anticipated that these would be utilised prior to any ejection
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

1.	Lease Plan ⇩
2.	Property Plan ⇩
3.	Title Search ⇩

	CONFIDENTIAL
4.	Valuation Report

Kerry Perrett

Senior Property Officer (Tenure)

I concur with the recommendations contained in this report.

Alicia Rieck

Property Services Manager

I concur with the recommendations contained in this report.

Allison Ferres-MacDonald

Acting 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”

Finance and Governance Committee

Meeting Agenda

20 May

2025

Doc ID No: A11457068

ITEM: 4

SUBJECT: Proposed Fees and Charges to apply from 1 July 2025

AUTHOR: Treasury Accounting Manager

DATE: 29 April 2025

Executive Summary

Recommendation/s

be adopted with an effective date of 1 July 2025.

RELATED PARTIES

This report deals with the adoption of the pricing of fees and charges and does not specifically reference any third party. There have been no conflicts of interest declared as at the date of this report. Councillors should consider where fees and charges may impact on their other interests or activities.

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

Section 98 of the Local Government Act 2009 (LGA) requires Council to maintain a publicly available register of cost recovery fees. Council’s current register lists over nine hundred and thirty service offerings, encompassing cost recovery fees, commercial fees and services Council provides at no cost.

The proposed register is intended to capture all fees and charges, it does not capture or include general rates and charges, penalties, levies and commercial leases.

An annual review is undertaken prior to the start of each financial year as part of the budget process. While the annual review is coordinated by the Finance Branch, Departments remain responsible for developing recommendations to Council with regard to the proposed fees and charges.

A number of annual fees for licences and permits (for example, food business licences) require invoices to be issued by Council a minimum of 60 days ahead of the start of a financial year. To ensure that these renewals could be issued to customers in a timely manner in April, the relevant fee sections were approved by Council on 27 March 2025. The pre-approved fees are included within the attached register for completeness and do not require a further resolution to adopt.

Approval of the remaining fees is sought from Council in advance of 1 July, so as to give residents advance notice of the cost of the optional services available, and to allow sufficient time for invoices for remaining licence, permit and registration renewals to be issued ahead of the start of the new financial year.

In reviewing fees and charges, the Departments consider increases in the underlying costs of service delivery, consistency of the fees with Council policy and objectives, financial impact analysis and benchmarking of charges. Departments are also requested to take consideration of market conditions and stakeholder consultation where appropriate.

Section 97 of the LGA allows Council to set cost-recovery fees for a range of regulatory functions, specifically:

a) licences, permits, registration or approvals;

b) change of ownership of land;

c) giving of information kept under a Local Government Act;

d) seizing property or animals under a Local Government Act; and

e) performance of certain responsibilities under the Building Act or the Plumbing and Drainage Act.

The LGA requires that a cost-recovery fee be no more than the cost to the local government of taking the action for which the fee is charged. Where the fee is a cost recovery fee, it is identified within the register by the reference to the relevant paragraph of LGA s 97(2), and the head of power under which the service is offered. Approximately two-thirds of fees listed in the register are cost recovery fees.

In addition to cost recovery fees, there are a small number of fees which are set by, or based on, a pricing approach set by regulation. Such fees will typically relate to Planning and Development matters, or regulated services such as Right to Information charges.

The register also captures the fees and charges for Council’s commercially offered range of goods and services, such as venue hire, equipment hire and sporting facility use.

The proposed Fees and Charges register for 2025-2026 is provided at Attachment 1.

An outline of any notable fees and proposed changes within the register, by subject, is contained below.

A comparison of the existing Fees and Charges in place through 2024-2025 and the proposed Fees and Charges for 2025-2026, including details of new and discontinued fees, are listed in Attachment 2.

Overall, the service offerings for the 2025-2026 financial year are not proposed to be significantly changed from that of the current year.

The price of the majority of regulatory fees for permits, registrations, licencing and related services are proposed to increase in line with the forecast Council Cost Index (CCI), plus rounding.

The CCI is a specific indexation which reflects forecasted growth in the cost of Council service delivery, calculated on the basis of anticipated growth in wages, construction costs and the Consumer Price Index (CPI).

For 2025-2026, CCI was forecast at 4.0%. The applicable CCI is calculated using a medium term (two year) smoothed CPI forecast rather than a spot rate in order to moderate the impact of short term inflation spikes.

After rounding, the non-weighted average increase to cost recovery fees subject to CCI escalation for 2025-2026 (excluding outliers) is 4.6%.

Commercial fees, most of which relate to venue hire, have been reviewed in line with current market conditions and subject to increases where considered appropriate. There are a number of new commercial and community use booking options available for parks, sporting facilities and community facilities.

The fees and charges captured within the register represent standard or ‘business as usual’ pricing for services. In the event that a significant event prompts consideration of short-term variations to specific fees, such as flooding or other disaster events, Council may resolve to apply discounts, waivers or refunds to these fees.

Following their adoption, the Fees and Charges may be amended at any time by a resolution of Council.

Summary of notable fee charges and proposed amendments for 2025-26.

References to page number in this section relate to that of Attachment 2 only, not the page number of the full agenda papers.

Corporate Services and Information

• Corporate Documentation and Reports

No substantive changes are proposed in relation to Council’s corporate documents (Attachment 2, page 16). All documents are available free of charge in electronic form so as to facilitate public access to information.

Where a customer requests a hardcopy of a Local Law or Council meeting minutes, photocopy charges (at cost) will apply.

• Card Surcharges

A merchant service fee surcharge was introduced in 2024 – 2025 to high value Mastercard and Visa credit and debit card transactions at 0.68% for credit transactions over $50,000.

The Reserve Bank of Australia (RBA) guidance on merchant surcharges is that a merchant’s surcharge may not be greater that the average cost of acceptance for that card type.

A review of the annual Cost of Acceptance (COA) for credit card transactions has revealed the COA for credit cards has reduced to 0.67%. The surcharge for this transaction type is proposed to be reduced to 0.67% in line with statutory requirements for transactions over $50,000 (including GST), which are manually processed by phone or at a service counter.

A separate new fee is proposed for a merchant service fee for Mastercard and Visa debit card transactions of 0.38% for transactions over $50,000 (including GST) (Attachment 2, pages 18 and 19)

• Rates and Property Records

Rates enquiries, copies of current or unpaid rates notices, and access to rates information online via the eNotices portal remain at no charge to the registered property owner.

Provision of duplicate rates notices, and where rates have been paid or the customer is not the registered owner of the property, have been increased by CCI from $8.70 to $9.05 per notice. (Attachment 2, page 20).

The change of ownership fee is proposed to increase from $70 to $73, in line with costs (Attachment 2, page 21).

• Right to Information

The Right to Information fees are set under regulation by the Queensland Department of Justice and Attorney-General on an annual basis. The charges to apply for the forthcoming financial year are yet to be confirmed by the State. As a result, the draft report reflects the current financial year charges, with an acknowledgement that these charges will be updated upon confirmation by the State of the pricing to be applied from 1 July 2025 (Attachment 2, page 22).

• Property Services

Telecommunication companies can apply to lease Council owned or managed land to install a new telecommunications facility. Council receives a number of requests for consent, as the owner or trustee or manager of land, for access for the purpose of development or maintenance works. A nominal value of $200 was set as an introductory fee in 2023-2024 and increased to $250 last year. The fee is proposed to remain at $250 for 2025-2026 due to the 25% increase last year. This excludes statutory document registration costs which will be on-charged at cost. (Attachment 2, page 23).

Community Development and Services

The user contribution for Home Assist services is proposed to remain at the current rate of $64 per hour (Attachment 2, page 45). This fee is only applied where a client has requirements in excess of the funding already provided from within the scheme, and as such is rarely charged.

A fee increases of $7.00 from $173.00 to 180.00 is proposed in relation to the Ipswich Tourism Operators Network (ITON) located outside Ipswich City boundaries, the Ipswich Visitor Information Centre (Attachment 2, page 46).

Health and Regulatory Services

A number of fees under the Health and Regulatory Services section were subject to approval on 27 March 2025, in order to allow the issuance of licence renewals in April. This encompasses the following sections, which will not be addressed in this report:

1 Health and Regulatory Services Fee Policies (Attachment 2, page 47)

2 Application, Amendment and Inspection fees related to Health and Regulatory Services (Attachment 2, page 48)

3 Public Health (Attachment 2, pages 48 to 49)

4 Public Swimming Pools (Attachment 2, Page 51)

5 Caravan Parks, Camping Grounds and Tourist Parks (Attachment 2, Pages 52 to 53)

6 Food Businesses (Attachment 2, pages 53 to 55)

7 Heavy Vehicle Permit (Attachment 2, page 55)

8 Cemeteries (Attachment 2, pages 55 to 56)

The remaining permits, inspections and related services associated with entertainment events and traffic control (Section 4, Attachment 2, pages 49 to 51) are all subject to fee increases in line with CCI.

Ipswich Waste

A range of fees for Ipswich Waste Services are subject to recommended price rises as a result of overall service delivery cost increases, including the waste levy.

• Recycling and Refuse Centres

Tyre disposal fees are proposed to be increased by between $0.10 and $0.80 per tyre (Attachment 2, page 58). For example, disposal of a standard passenger tyre (excluding rim) will increase from $10.90 to $11.30 per tyre.

Waste disposal fees for Ipswich Residents at the Riverview Refuse and Recycling Centre and Rosewood Recycling and Refuse Centre are proposed to be increased from 1 July 2025 as per table 2, below.

For Ipswich residents, the first 500kg of waste is to increase from $18.00 to $21.00, with excess waste charged at $0.30 per kg thereafter at Riverview, and $40.00 per cubic metre or part thereof at Rosewood (Table 2 below, and Attachment 2, pages 59-61).

A new Pensioner General Waste fee is proposed for the Riverview and Rosewood Refuse and Recycling Centres which is 20% less than the General Waste fee (Subject to Rounding). The Pensioner General Waste fee is $17.00 for Riverview and Rosewood Refuse and Recycling Centres (Table 2 below, and Attachment 2, pages 59-61).

Services remain below cost recovery, and are in line with benchmarks of other providers, who are facing similar waste processing cost increases.

Table 2: Summary of general waste gate fees

	Current Fee	Proposed Fee	Increase ($)
	2024-2025	2025-2026	Increase ($)
Domestic Waste (General)
Riverview: first 500kg	$ 18.00	$ 21.00	$ 3.00
Riverview Pensioner: first 500kg	N/A	$ 17.00
Riverview: Excess (per kg over 500kg)	$ 0.25	$ 0.30	$ 0.05
Riverview: Excess Pensioner (per kg over 500kg)	N/A	$ 0.30
Rosewood: first 2 cubic metres	$ 18.00	$ 21.00	$ 3.00
Rosewood Pensioner: first 2 cubic meters	N/A	$ 17.00
Rosewood: Excess (per cubic metre)	$ 38.00	$ 40.00	$ 2.00
Rosewood Pensioner: Excess (per cubic metre)	N/A	$ 40.00

Non-Ipswich Residents / Commercial / Industrial Waste
Riverview: first 300kg	$ 76.00	$ 79.00	$ 3.00
Riverview: Excess (per kg over 300kg)	$ 0.25	$ 0.30	$ 0.05
Rosewood: first 2 cubic metres	$ 76.00	$ 79.00	$ 3.00
Rosewood: Excess (per cubic metre)	$ 38.00	$ 40.00	$ 2.00

Green waste

Disposal of a standard volume (up to first 500kg) of green waste is proposed to remain at the discounted price of $14.00 for Ipswich residents, with excess waste charges to remain at $0.22 per kg at Riverview, and $37.00 per cubic meter at Rosewood.

A new Pensioner Green Waste fee is proposed for the Riverview and Rosewood Refuse and Recycling Centres which is 20% less than the full Green Waste fee (Subject to Rounding). The Pensioner Green Waste fee is $11.00 for Riverview and Rosewood Refuse and Recycling Centres

Uncontaminated green waste disposal fees at the Riverview and Rosewood Recycling and Refuse Centres are outlined in table 3 below. (Attachment 2, pages 59-61)

Table 3: Summary of proposed green waste gate fees

	Proposed Fees 2025-2026
	Riverview	Rosewood
Green Waste – Domestic (Ipswich Residents)
Green Waste: Cars, vans and utilities, including trailers: First 500kg	$ 14.00	$ 14.00
Pensioner Green Waste: Cars, vans and utilities, including trailers: First 500kg	$ 11.00	$ 11.00
Green Waste: Cars, vans and utilities, including trailers: Excess over 500kg per kg	$ 0.22	$ 37.00
Pensioner Green Waste: Cars, vans and utilities, including trailers: Excess over 500kg per kg	$ 0.22	$ 37.00

Non-Ipswich Residents / Commercial / Industrial Waste
Green Waste: First 500kg or part thereof	$ 74.00	$ 74.00
Green Waste: Excess over 500kg (per kg)	$ 0.22	$ 37.00

• Domestic Bin and On-demand Services

The fee for an extra domestic wheelie bin service is proposed to increase by only $0.80 to $25.60 per service (Attachment 2, page 62).

The annual garden organics (green bin) waste bin service for tenants is proposed to be discontinued and will be priced within the proposed three bin kerbside service bundle.

Where fees are applicable for on-demand kerbside large waste collection, these have been increased in line with contract service costs and standard waste disposal charges. (Attachment 2, page 63). The free initial collection service remains at no charge.

Library Services

Library services are proposed to remain largely unchanged for the 2025-2026 financial year. (Attachment 2, pages 64-68). Fees are consistent for comparable facilities across Ipswich library branches. Most venues are available free of charge to library members for non-commercial purposes.

Parks, Sporting Grounds and Facilities

• Park Use

For commercial park hire, proposed cost increases are in line with CCI to keep pace with maintenance and materials costs. For example, the hourly rate per location for commercial hire (1-100 people) is proposed to increase from $82 to $86 per hour (Attachment 2, page 70).

Non-commercial use of parks remains free of charge for the community so as to encourage utilisation.

• Sporting Grounds and Facilities

Use of sporting grounds, sport and recreation clubhouses, and community and cultural centre hire, and associated bonds are proposed to increase by CCI (Attachment 2, pages 72 to 81).

Fees are proposed to be reinstated for the George Alder Tennis Centre due to the lease being handed back to Council. Proposed pricing is a 4% increase on 2022-2023 levels. (Attachment 2, page 77).

• Venue Use at the Council Administration Building - 1 Nicholas Street

The Commercial and Non-Commercial fee categories have been condensed into a single category for venue hire at 1 Nicholas Street. These fees have been reviewed in line with comparable benchmarks, with nominal increases (generally around 4%) proposed for meeting and function rooms (Attachment 2, pages 81 to 83).

• Civic Centre and other Venues and Services

Service offerings for events and venue hire at Ipswich Civic Centre have been increased with audio and visual packages available. The Rosewood Showground Cultural Centre has also been moved under the Ipswich Civic Centre Venue Hire category to align with administrative responsibilities. A standard CCI price increases of 4% has been applied to existing fees. (Attachment 2, pages 83 to 91). Support services, which are generally labour based (e.g.: floor setup, cleaning services) are similarly increasing at between 0-11%, in line with industry benchmarks.

A new fee structure is proposed for the Goodna Community Centre with pricing in line with existing community centres. (Attachment 2, pages 79 to 80).

• Ipswich Art Gallery

No changes are proposed to the existing charges listed in relation to the Ipswich Art Gallery Ticketed events, workshops and merchandise will continue to be offered on a retail basis. A new category and fee structure has been proposed for the Ipswich Art Workshop space. (Attachment 2, page 91)

• Camping fees

Camping fees for Harding’s Paddock and Rosewood Showgrounds are proposed to increase by $1 per site, per night for both powered and non-powered site options. (Attachment 2, page 92). With high demand for bookings and rising maintenance and management costs, a further nominal increase is considered appropriate. The proposed fees, outlined below, remain at the lower end of comparable camp site fees elsewhere and are consistent with remaining RV friendly site pricing.

Table 4: Camping Site Fees (per site, per night)

	Current	Proposed	Increase ($)	Increase (%)
	2024-2025	2025-2026	Increase ($)	Increase (%)
Harding’s Paddock
Camping fee – unpowered	$ 16.00	$ 17.00	$ 1.00	6.3%

Rosewood Showgrounds
Camping fee – powered	$ 19.00	$ 20.00	$ 1.00	5.3%
Camping fee – unpowered	$ 16.00	$ 17.00	$ 1.00	6.3%

Planning and Development

The Planning and Development fee structure have been updated to reflect the pending adoption of the new planning scheme (agenda item on the Infrastructure, Planning and Assets Committee of 20 May 2025).

Planning and Development Fees constitute approximately 50% of fees and charges revenue.

Fees associated with the new Planning Scheme are proposed to be escalated by 5.0% plus rounding from 1 July. This indexation is reflective of underlying cost increases, combined with additional resourcing being directed to inspecting works. Benchmarking exercises have been undertaken and have identified the proposed fees as comparable to market rates. (Attachment 2, pages 93 to 179).

The following is a summary of key changes related to the new planning scheme:

· A new Schedule of Uses – Material Change of Use table is required under section 4.1 Material Change of Use of Premises.

· Development types 1, 2 and 3 remain, however there is no longer a separation between Impact Assessable - Inconsistent Use and Consistent Use, but rather Impact Assessable only.

· Notifiable PDA Permissible Development has also been added to Types 2 and 3 Impact Assessable development to cover development within the Ripley Valley Priority Development Area.

· Due to terminology changes between the old and new Planning Schemes several fees have been removed and replacement fees added; the amounts charged are reflective of the similar fee previously charged and indexed by 5% plus rounding.

· Section 6 – Developer Contributions - Footpath, Kerb and Channel, and Vegetation Retention Contributions previously applicable within an Implementation Guideline will no longer exist with the new Planning Scheme and as such these sections and their associated fees have been removed.

· New section 6.2 Environmental Offsets has been added to reflect Environmental Offsets under the new Planning Scheme; the new fees are reflective of the work involved in the assessment of environmental offsets and are charged at similar rates by other Councils, after a benchmarking exercise was completed.

· Health and Regulatory services - Section 6 – Design Assessment and Initial Licence; and Annual Renewal fees no longer referred to as Caravan Parks and Camping Grounds, instead terminology changed to Tourist Park.

· Roads, Traffic and Parking - Section 4 – Driveway Crossing Permits now require an Operational Works application; this section has been removed and its associated fees have been replaced with Driveway Crossing - Operational Works to reflect this change.

· Roads, Traffic and Parking - Section 4 – Non-Standard Residential and Commercial and Industrial Driveway Application fees have been added, and fees benchmarked against the existing fee under Local Laws and against other Southeast Queensland Councils for similar works.

Section 4 Development Planning Application Fees

· New section 4.3.5 Development Information and Advice Services includes existing services previously not identified within the Register of Fees and Charges.

· New fee for Master Area Development Plans, Precinct Plans and amendments to the Springfield Town Centre Concept Plan, due to an increase in variation requests for minor application matters.

· PDA Compliance Assessments section previously under section 5.1.6 now moved to section 4.7

· New fee for Traffic Reports now under section 4.7 to cover the costs of work associated with the review of Traffic Reports required to be submitted/resubmitted for compliance assessment under the PDA.

· Inclusion of fees for Pre-Assessment of Technical/Specialist Reports, previously removed (incorrectly) from the 2024-2025 Register of Fees and Charges; the fees charged are consistent with the Post Assessment fees within section 5.3.1.

· New fee for bond administration Other than for Outstanding Works, such as Infrastructure Charges and Exchange/Transfer of Bonds.

o These fees are cost recovery and are associated with the lodgement, management, and release of bonds, the charge is consistent with Minor Alteration fees under 4.3.3 (c).

o New fee for Master Bond Arrangements based on the cost of preparation and execution of master bond agreements and ongoing maintenance of the register.

Section 5 Engineering and Environment Fees

· For consistency and clarity, fees previously duplicated in a number of sections have been consolidated and the duplicate sections removed, including Administration fees for bonding of outstanding works and re-inspection fees (resulting in some sections being renumbered and/or new sections added).

· Former section 5.1.6 now moved under new section 4.7 Priority Development Area (PDA) Compliance Assessment.

· Infrastructure Agreements and Infrastructure Charges Notices section now retitled to Infrastructure Credit and Infrastructure Offset Assessment (Market Cost, Early and Final Accrual) which is more reflective of activities involved.

· New fees for Traffic Signals, Electrical Reticulation, Stormwater Quality, Parks, Revegetation/Rehabilitation and Other Pre-Construction Submission fees, Earthworks added under PDA Self-Certification/Pre-Construction sections, these fees are reflective of the time and costs of assessing PDA work, in accordance with the Ripley Valley Improvement Plan, the Certification Procedure Manual and process practiced by Economic Development Queensland.

· New fees for Exchange or Transfer of Bonds and Master Bond Arrangements fees added and are consistent with section 4.8.6.

Section 6 Developer Contributions

Section 6.1 Voluntary Off-site Stormwater Quality Improvement Payment has been updated following the adoption of the Off-site Stormwater Quality Improvement Policy and supporting documentation, in December 2024. This reflects the new policy requirements as well as new fee of $48,532 per kg of Total Nitrogen (new approvals from 1/07/2025) and an increase in the per m2 charge to $1,844.22 (existing approvals prior to 30/06/2025), (Attachment 2, page 177).

Roads, Traffic and Parking

Council’s on-street metered parking fees have remained unchanged for 2025-2026. As the street meters continue to accept cash (coin) as well as electronic payments, it is a necessary to fix increases in increments of appropriate value, and apply increases periodically rather than small changes each year. (Refer to Attachment 2, page 181):

Table 5: Regulated Parking Meter Charges

Time restriction

2024-2025
Fee (incl. GST)

2025-2026
Fee (incl. GST)

½ Hour	$ 0.80	$ 0.80
1 Hour	$ 1.60	$ 1.60
2 Hour	$ 3.20	$ 3.20
3 Hour	$ 4.80	$ 4.80
4 Hour	$ 6.40	$ 6.40
9 Hour	$ 8.00	$ 8.00

Regulated Parking Permits for work zones and residents are proposed to be increased in line with the CCI, plus rounding (Attachment 2, page 181). Single and multiple residential parking permits have increased to $73.

• Road regulation, commercial use of roads fees and traffic control

Road regulation permit fees are recommended to be increased in line with the CCI plus rounding (Attachment 2, page 182). Fees for the commercial use of roads, including roadside vending, commercial touting and footpath dining were approved in March 2025 (Attachment 2, pages 182 to 183).

Permits and Use for Tulmur Place small and medium sites have remained unchanged for 2025 – 2026 to encourage use (Attachment 2, pages 184 to 186).

All other road regulation fees, including recovery of impounded goods, are proposed to increase in line with CCI, with no other material changes proposed (Attachment 2, pages 189 to 190).

Other Council Services (Miscellaneous)

• Sale of Plants (Nursery Operations)

Charges for plants at the nursery are priced to industry benchmarks. The use of minimums and maximum provides flexibility in pricing a variety of plant stocks (Attachment 2, pages 192 to 193). The minimum and maximum pricing for retail pots 100mm to 300mm has been decreased to align with the range based on retail pricing.

Table 6: Nursery Operations – Retail Sale of Plants

Nursery Fee Name

Current

2024-2025
Fee (incl. GST)

Proposed

2025-2026
Fee (incl. GST)

Price Reduction

Retail Pots 100mm to 300mm – Minimum Price	$ 8.65	$ 7.25	-$ 1.40
Retail Pots 100mm to 300mm – Maximum Price	$ 122.00	$ 74.00	-$ 75.00

• Access to Council Land

New fees for permits and inspections are proposed to apply in relation to commercial/construction access or vehicle use on Council owned land (Attachment 2, page 190). Council currently receives a number of requests per year, which to date have not been cost recovered. Fees are consistent with the expected processing effort, and similar Council permit processes. Bonds and key deposits may apply.

For residents seeking to move a boat or caravan across Council owned or controlled land, temporary access will continue to be at charge.

Legal IMPLICATIONS

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

Local Government Act 2009 s97 and 98

policy implications

Fees and charges are established in accordance with Councils Revenue Policy.

Some categories of fees and charges may also be subject to specific Council policies, for example, animal registrations. Where this is the case, the responsible Department will have considered the proposed fee or fee amendments in the context of the relevant policy.

No proposals for policy amendments have been raised as a result of this annual review of fees and charges.

RISK MANAGEMENT IMPLICATIONS

The primary financial risk in relation to fees and charges stems from externally driven demand for services. This is particularly the case for the Planning and Development related fees, which raises approximately $25 million of fees annually. Commercial offerings such as venue hire also continue to carry a level of vulnerability in the context of economic fluctuations.

Risks associated with individual service offerings are managed operationally by the responsible Department.

Where competition policy or cost recovery requirements apply, risks associated with this are mitigated through costing exercises and benchmarking (where appropriate) being undertaken by the responsible department as a part of this annual review process.

Financial/RESOURCE IMPLICATIONS

Approximately two thirds of Councils services listed within the fees and charges register are subject to pricing at or below cost recovery. Where there has been no material change in the nature of the service or manner of delivery, a percentage increase in the fee each financial year is considered appropriate to apply.

The forecast Council Cost Index (CCI), which takes into account the Consumer Price Index, Wage Growth Index and Construction Cost Index, is in general, a good proxy for average underlying service delivery cost increases. The high-level forecast for the 2025-2026 budget build is currently $46.2 million.

Discontinuation of fees has occurred where the service is rarely utilised and of low value, or the service is no longer intended to be offered by Council. The financial impact of discontinued fees is expected to be minimal.

Commercial fees have been reviewed and adjusted in line with market drivers of demand and willingness to pay along with competitive neutrality considerations. Externally driven demand is likely to continue to be the key driver of financial performance with respect to commercial fees.

The proposed fees and charges do not include any specific relief measures, similar to those implemented in previous years, for such circumstances as COVID-19 or flood relief. Such discounts or waivers can be applied by Council resolution during the year should local conditions warrant further assistance packages.

Other waivers of fees and charges or discounted prices for certain users, ie. community groups are as indicated in the relevant sections of the fees and charges.

COMMUNITY and OTHER CONSULTATION

Where applicable, Departments have undertaken stakeholder consultation with regard to the pricing of fees and scope of available services. The preparation of this report has been undertaken with input from all responsible areas of Council.

Conclusion

Council’s suite of fees and charges have been subject to review, with a revised register to take effect from 1 July 2025 provided at Attachment 1 for approval.

The range of fee based services Council offers is not proposed to be subject to any significant changes as of 1 July.

The price of the majority of regulatory fees are proposed to increase in line with a forecast CCI at 4.0%, plus rounding, and adjusted as appropriate for relevant benchmarking.

The sector most impacted by inflationary price pressure is waste disposal charges, which are affected by industry wide step increases in disposal costs.

The overall revenue budget for fees and charges for the 2025-2026 financial year is forecast to be $46.2 million. This is reflective of the combined effect of price growth, the availability of some new service offerings, and increased demand. As many Council fees are at or below cost recovery, price increases are reflective of an increase in the cost of delivery.

Commercial fees, particularly those of which relate to venue hire, have been maintained consistent with industry benchmarks with moderate increases.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendation 1 seeks Council approval for the proposed 2025-2026 Fees and Charges, as detailed in Attachment 1 to the report, to be adopted with an effective date of 1 July 2025.
(b) What human rights are affected?	This decision has the potential to impact human rights in relation to: - Recognition and equality before the law, and - Taking part in public life
(c) How are the human rights limited?	The application of fees and charges has potential to disadvantage some members of the community by limiting their ability to access Council services.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	The proposed fees and charges do not apply to core Council services or public goods. Fees and Charges apply to services and goods which are optional to take up and benefit an individual. Where charges are applied, this is enabled by, and governed by legislative provisions. For services which can be provided by a Local Government only, Council is required to charge not more than cost recovery. For market- based services, customers can utilise alternative providers if desired, and pricing is set so as to ensure there is no adverse impact on market competition. Where genuine hardship or equity considerations exist, there is provision in the fees and charges for discounts and waivers to ensure access to services is made as broadly available as possible, whilst balancing the regulatory pricing requirements noted above, and other social policy objectives such as the user pays principle.
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

1	Proposed Register of Fees and Charges to apply from 1 July 2025 (under separate cover)
2	Comparison of 2024-2025 and proposed 2025-2026 Fees and Charges (under separate cover)

Paul Mollenhauer

Treasury Accounting Manager

I concur with the recommendations contained in this report.

Christina Binoya

Acting 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”

Finance and Governance Committee

Meeting Agenda

20 May

2025

Doc ID No: A11518337

ITEM: 5

SUBJECT: Monthly Financial Performance Report - April 2025

AUTHOR: Financial Accounting Manager

DATE: 28 April 2025

Executive Summary

Recommendation/s

RELATED PARTIES

Not applicable

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

This report outlines the financial results for Council as at 30 April 2025. The financial results are reported against the amended budget which was approved by Council at the February meeting.

The total net result (including capital revenue) for Council as of 30 April 2025 is a surplus of $158.5 million compared to the year to date (YTD) budget surplus of $127.6 million.

Council’s YTD operating deficit (excluding capital revenue) is $1.9 million compared to the budgeted YTD deficit of $5.2 million. The explanations are outlined further in the report.

Overall, capital expenditure including the Nicholas Street Redevelopment YTD but excluding Asset donations, the Voluntary Home Buy Back and Disaster Recovery is $20.1 million below budget YTD. Asset donations as of 30 April 2025 are $28.5 million above the YTD budget.

Revenue

Operating revenue is $4.6 million above the YTD budget which is mainly due to fees and charges for animal management, waste services and planning and development, as well as programming and box office sales and additional Urban Utilities tax revenue.

Rates revenue continues to be below budget ($2.9 million) due to one-off valuation adjustments and lower growth than budgeted. This will continue to be monitored and poses a potential longer term risk should the trend be ongoing.

Capital Cash Contributions are currently above budget and are likely to increase as developers work to finalise transactions in the lead up to the end of financial year.

Expenses

Overall operating expenses are approximately $1.2 million above the YTD budget.

Employee expenses (including labour contracts) are over budget by $3.9 million which is due in part to greater than budgeted labour contracts as well as less labour charging to capital projects than budgeted. There was also an increase in overtime during March and April due to the extra resourcing required to cover the ex-tropical cyclone Alfred weather event which had not been budgeted for.

Materials and services (excluding labour contracts) are under budget by $8 million which is mainly due to the timing of expenditure. Whilst a portion of this variance will reduce prior to the end of the financial year, it is expected that materials and services will remain under budget at year end. Fuel costs, fleet maintenance and waste disposal costs are lower than budget, and there have been delays in the delivery of condition assessments and environment and sustainability works.

Depreciation is over budget by $2.1 million due to catch-up deprecation being recorded in March 2025. Depreciation will continue to be monitored during the financial year as capital works are undertaken and construction projects are capitalised.

Capital

The total YTD capital expenditure (including the Nicholas Street Redevelopment and excluding Asset donations, the Voluntary Home Buy Back and Disaster Recovery) is
$105.7 million compared to the YTD budget of $125.8 million.

The Nicholas Street Precinct Redevelopment is tracking under budget by approximately $9 million.

Asset and Infrastructure Services Infrastructure Program YTD capital expenditure (excluding Voluntary Home Buy Back and Disaster Recovery) is $74.4 million compared to budget of $78.1 million. This is under budget primarily due to delays in the asset rehabilitation program and delayed delivery of new trucks.

The full year capital expenditure, excluding voluntary home buy back and disaster recovery, is currently forecast to be $17.6 million under budget.

Cash Balances

Council’s cash and cash equivalents balance as at 30 April 2025 was $134.8 million and in line with forecasts.

Legal IMPLICATIONS

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

Local Government Regulation 2012

policy implications

Council’s financial position is managed in accordance with the Financial Management Policy.

RISK MANAGEMENT IMPLICATIONS

The favourable operating result of a $1.9 million deficit against a budgeted deficit of
$5.2 million is mainly driven by higher operating revenues and lower materials and services expenditure. Whilst some underspends in materials and services will be resolved over the coming months, there is a risk this underspend may continue.

Rateable property growth is presently below forecast and impacts for the coming years will need to be considered as part of ongoing budget discussions.

In the lead up to the end of financial year, the Finance Branch are preparing to process accounting adjustments which will result in transfers from capex to opex, particularly in the ICT area. These adjustments will be noted in the report as they occur. These risks will continue to be monitored as the year progresses.

Financial/RESOURCE IMPLICATIONS

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

COMMUNITY and OTHER CONSULTATION

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

Conclusion

Regular reporting and monitoring of Council’s financial position will continue during the financial year as part of Council’s regular governance and reporting process.

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.	Monthly Financial Performance Report - April 2025 ⇩

Hollie Rigby-Saltmarsh

Financial Accounting Manager

I concur with the recommendations contained in this report.

Christina Binoya

Acting 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”

Finance and Governance Committee

Meeting Agenda

20 May

2025

Doc ID No: A11509432

ITEM: 6

SUBJECT: Procurement - Infor Pathway Local Government Platform

AUTHOR: ICT Category Manager

DATE: 23 April 2025

Executive Summary

RECOMMENDATION

B. That Council enter into a contractual arrangement (Council file reference number 250226-000320) with Infor Global Solutions (ANZ) Pty Limited (ABN 25 003 538 314), at an approximate purchase price of $4,000,000 excluding GST over the entire term, being a term of five (5) years, with no options for extension.

RELATED PARTIES

Ipswich City Council

Infor Global Solutions (ANZ) Pty Limited (ABN 25 003 538 314)

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

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

· Background

Ipswich City Council entered a contract with GEAC Computers for the provision of the Pathway Local Government Platform (Pathway) in 2001. Pathway is a core business solution designed to support a wide range of property and citizen administration functions. It is extensively utilised by various branches within Council to enhance service delivery, ensure compliance with legislative obligations and improve operational efficiency.

In 2009 the agreement between GEAC and Council was assigned to GEAC subsidiary Infor Global Solutions (ANZ) Pty Limited. The agreement contained an automatic renewal provision, meaning it renewed annually unless terminated by either party.

In 2020, following a Council resolution, the parties agreed to terminate the existing contract and enter into a new agreement with supplier Infor Global Solutions (ANZ) Pty Limited (Infor) for the Licensing, Maintenance and Support of the proprietary Infor Pathway Local Government Platform system under section 230 of the Regulation. The contract term approved was for 3 years, commencing 1 July 2020 to 30 June 2023, for an amount of $1,118,316 (ex GST).

In March 2023 a subsequent resolution was approved to add an additional three (3) years to the contract increasing the total value of the contract to approximately $3,653,000 (ex GST) for the full 6-year term, expiring on 30 June 2026.

· Current contract concerns and risks

Council’s current Pathway platform is on-premises software, meaning it is installed and runs on Council’s servers. Over the past 24 years the Pathway platform has been customised to suit Council’s requirements and requires ongoing management and support from Infor to maintain the software and hardware. The current payment structure includes the following:-

· Software licenses, based on the number of rateable properties within the Local Government Area (LGA), calculated in bulk lots of 15,000 properties;

· Maintenance and support services;

· Ad hoc training for upgrades and new modules;

· Ad hoc consultant fees for upgrades, configurations and other technical expertise not included in the standard maintenance and support agreement.

A recent audit conducted by Infor has identified that the number of rateable properties within the Ipswich LGA has increased slightly beyond the allowable numbers available in the current license and an additional block of 15,000 licenses must be purchased, adding significant costs to Council’s Pathway costs.

In addition, Infor have advised Council that the on-premises version of Pathway will reach end of life (EOL) in November 2026, this means Infor will no longer provide updates or security patches for the software. Whilst Infor can still provide support for the on-premises software, the lack of updates and security patches may lead to the following implications:-

- Increased vulnerability, without security updates the software becomes more vulnerable to cyber threats.

- Compliance risks, continuing to use the EOL software may result in non-compliance with industry regulations and standards.

- Operational Challenges, no upgrades may lead to difficulty resolving technical issues, resulting in work arounds, and disrupting operations, impacting both internal and external users and customers.

· Options available and preferred option

The following options have been considered:-

1. Remain with Infor on-premises, Council has a final extension on the existing contract, which if exercised, is due to expire on 30 June 2026;

2. Remain with Infor and conduct an immediate upgrade to the SaaS version of Pathway UX;

3. Remain with Infor and conduct a staged upgrade to the SaaS version of Pathway UX;

4. Conduct a new tender process for an alternate Supplier/platform.

Cost consideration of options 1-3 have been further outlined in Confidential Attachment 1.

The preferred approach in this instance is to proceed as per Option 3, remain with Infor Pathway and commit to a staged upgrade to Pathway UX. The cost implications of this approach are outlined in Confidential Attachment 1. This approach is preferred for the following reasons:-

- Infor is a global leader in business cloud software products for companies in industry-specific markets. Infor builds complete industry suites in the cloud and efficiently deploys technology that puts the user experience first, leverages data science, and integrates easily into existing systems.

- Pathway is a proprietary product owned and developed by Infor, sold and supported in Australia by Infor Global Solutions (ANZ) Pty Limited.

- Infor Pathway is an established and proven solution used by over 70 LGA’s within Australia and New Zealand.

- Pathway is designed to support open and transparent service delivery, helping Council remain compliant with legislative obligations, provide excellent services to their customer, and generate income so we can make greater contributions to our communities.

- Pathway is a proven solution which has been embedded in Councils way of working and meeting Councils needs for over 20 years.

- The upgraded Pathway UX solution will provide better ways of working for Council, whilst retaining the familiarity for users they had with the existing software.

- Infor has been maintaining and supporting Councils system since 2009, they are familiar with Councils requirements, the established relationships between Council stakeholders and the Infor teams will support a smooth transition from Pathway On-Premises to Pathway UX.

- The cost to change solution and the impact on Council users would be significant.

- If Council transitioned to another solution, the legacy Pathway system would be required to be retained for a number of years due to the volume of information held in the system, resulting in payments for 2 solutions for a period of up to 5 years.

Due to the specialised nature of the services required and the extensive use of Pathway across various functions and branches within Council, it has been identified that inviting tenders for the provision of Infor Pathway would be impractical and disadvantageous.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

This report and its recommendation are consistent with Council’s Procurement Procedure.

RISK MANAGEMENT IMPLICATIONS

If the recommendation within this report is not approved, Council faces the following risks:-

- Council will be left with an End-of-Life system, exposing it to security and operational vulnerabilities;

- Council will incur additional fees to use the EOL system, due to the requirement to purchase an additional block of licenses due to the increase in the number of ratable properties within the LGA;

- Transition to a new provider and new solution will incur increased costs and place additional strain on resources, changing the way Council works and impacting both internal and external stakeholders.

Financial/RESOURCE IMPLICATIONS

There will be some resourcing implications. During the transition Council support and resources will be required to assist and participate in the design, migration, acceptance testing and training.

The licensing fees are budgeted as operational expenses in the ICT budget.

The upgrade to SaaS will be requested and budgeted in the 2026-2027 financial year as part of the modelled ICT Portfolio Budget.

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

In consideration of the above, inviting tenders for the provision of a Local Government Cloud Solution would be impractical and disadvantageous due to the specialised nature of the required services and the extensive use of Pathway across various functions and branches of Council.

Accordingly, it is recommended that Council resolves to approve entering into a contractual arrangement with Infor Global Solutions (ANZ) Pty Limited at an approximate purchase price of $4,000,000 (ex GST) over a 5-year term. This will allow for a staged upgrade to the SaaS version of Pathway UX, leveraging Infor's proven expertise and established relationships to ensure a smooth transition. This approach will maintain compliance, enhance service delivery, and improve operational efficiency while minimizing costs and disruptions.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A, B and C state that Council enter into a contractual arrangement with Infor Global Solutions (ANZ) Pty Limited for a period of five (5) years.
(b) What human rights are affected?	No human rights are affected by this decision as the contract 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.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Cost Considerations

Shyanne Ward

ICT Category Manager

I concur with the recommendations contained in this report.

Tanya Houwen

Manager, Procurement

I concur with the recommendations contained in this report.

Angela Jackson

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”

Finance and Governance Committee

Meeting Agenda

20 May

2025

Doc ID No: A11265575

ITEM: 7

SUBJECT: Procurement - Online Community Engagement Platform

AUTHOR: ICT Category Manager

DATE: 27 February 2025

Executive Summary

RECOMMENDATION

B. That Council continue the contractual arrangement with Social Pinpoint Pty Ltd, with an increase in purchase price of approximately $120,000 excluding GST over the additional term, being options for extension at the discretion of Council (as purchaser) of an additional three (3) X one (1) year terms. The total spend for the platform from 2018 to 2028 will be approximately $320,000 excluding GST.

C. That Council use the next 12 months to explore community engagement platform options that could integrate with Council’s new content management system.

RELATED PARTIES

Ipswich City Council

Social Pinpoint Pty Ltd (ABN 79 164 471 425)

There are no declarations of Conflict of Interest

ifuture Theme

Safe, Inclusive and Creative

Purpose of Report/Background

Social Pinpoint is a New South Wales based company who provides a comprehensive online platform for community engagement. Council utilises this platform for www.Shapeyouripswich.com.au, an interactive engagement platform that allows community members to share their views, ideas, and feedback on various Council projects and initiatives. The platform aims to foster two-way conversations between Council and the community, helping to shape the future of Ipswich based on residents' input.

Following a tender process, the platform was first introduced in 2018 as The HiVE. In 2023 Social Pinpoint merged with The HiVE to further innovate and strengthen their product offerings and Council have continued to utilise this platform as it is continuing to meet expectations. Providing a community engagement platform allows Council to meet Outcome 11 iFuture Theme 2, the community feels heard and engaged and we close the loop with our consultation. Social Pinpoint is continuing to meet the present needs of Council’s community engagement function and is also seeing increased membership activity year upon year. With 814 members in March 2020 compared to the 5311 members in March 2024.

Council is currently undertaking procurement activities for a Content Management System. Council is exploring opportunities to use this process to bundle Content Management System services with a community engagement platform, potentially enhancing value for money. Officers plan to explore this option over the next year before considering any further extension periods, ensuring the selection of the most appropriate and value for money solution.

The current platform is proprietary to Social Pinpoint, and the continued use of the current embedded Social Pinpoint platform will ensure seamless continuity of Councils community engagement. As such, it would be disadvantageous, costly, and untimely to invite quotes and implement a new product at this time, noting that options to bundle a content management system with a community engagement platform will be explored over the next 12 months, and that the proposed three by one year terms would give the flexibility to move to another supplier if this proved beneficial.

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 and Procurement Procedure. 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 to provide a Community Engagement platform to the residents of Ipswich.

The Community Engagement Portal application has not been identified as being affected by Council’s iVolve Project.

Accordingly, the risk of investing in this software 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
Community Engagement 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 Community Engagement Platform software renewal is budgeted as an operational expense within the Media, Communications and Engagement Branch Budget. Annual pricing has been in line with or less than CPI increases, and future annual increases have been indicated to remain within CPI. Market research also indicates that this supplier pricing is market competitive.

The total value of the contractual arrangement will increase by an estimated one hundred and twenty thousand dollars ($120,000) excluding GST to a total of three hundred and twenty thousand dollars ($320,000) excluding GST if all three (3) additional options are enacted. There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch have consulted with the Media, Communications and Engagement 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 Shape Your Ipswich Community Engagement Platform, it is recommended that Council provide the requested approval in relation to the contractual arrangement with Social Pinpoint Pty Ltd for a further term of up to three (3) 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 an initial term of one (1) year with options for extension at the discretion of Council, of an additional two (2) X one (1) year terms with Social Pinpoint for the continued provision of the Community Engagement Platform.
(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.

Shyanne Ward

ICT Category Manager

I concur with the recommendations contained in this report.

Mark Strong

Manager, Media, Communications and Engagement

I concur with the recommendations contained in this report.

Tanya Houwen

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.

Ben Pole

General Manager (Community, Cultural and Economic Development)

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