Minutes of Finance and Governance Committee

Seconded by Councillor Jim Madden:

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

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

Officers’ Reports

2. Information and Communications (ICT) Policy update

The ICT Policy is due for review, and the relevant council officers agree that the Policy is not required for effective Council oversight of ICT service delivery.

Recommendation

Seconded by Councillor Marnie Doyle:

That the Information and Communications Policy is repealed and not replaced noting the policy is operational in nature and that other governance mechanisms detailed in the Background of this report are in place providing oversight of ICT services.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

3. Right to Information Legislative Update

This is a report concerning updates to the Right to Information Act 2009 under the Information Privacy and Other Legislation Amendment Act 2023 (IPOLA). Effective from 1 July 2025, these amendments will enhance the application process for applicants and modify how the Council processes access requests for information.

Recommendation

Moved by Councillor Jim Madden:

Seconded by Mayor Teresa Harding:

That the Right to Information Policy (as set out in Attachment 1) be repealed.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

4. Establish Schedule of Trust for Road Purpose on proposed Lot 3 on SP349831 (currently Lot 1 on SP307972) in the Nicholas Street Precinct

This is a report concerning the establishment of a schedule of trust for road purpose over proposed Lot 3 SP349831 within the Nicholas Street Precinct. Ipswich City Council is currently the freehold owner of the land, which is to be reconfigured, and will also be the trustee. The schedule of trust for road purpose is to be established to satisfy a condition of development approval number 5201/2019/RAL and enable the registration of the subdivision plan to create the approved lots.

Although Ipswich City Council is currently the freehold owner of the land which is being reconfigured, establishing a schedule of trust for road purpose, for which Ipswich City Council is the trustee, is considered to be a change of ownership for the property (going from being for Ipswich City Council’s benefit absolutely to Ipswich City Council as trustee for a trust which limits how the land can be used). Accordingly, this will constitute disposal of a non-current asset, for which (pursuant to the requirements of the Local Government Regulation), a resolution of Council is required.

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

***Recommendation

Seconded by Deputy Mayor Nicole Jonic:

A. That Council resolves that the exception at section 236(1)(c)(i) of the Regulation applies to the disposal of an interest in land at part of 11 Nicholas Street, IPSWICH more particularly described as proposed Lot 3 on SP349831 (currently Lot 1 on SP307972) (Council Land) (Council file 6344) for road purpose, because the land will be non-rateable after disposal.

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 implement Council’s decision.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Harding

Madsen

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

4.1. Matter on Notice – iTEM 4

Mayor Harding queried the transparency of the decision making of the Trust in relation to Item 4.

That the Chief Executive Officer provide additional wording for consideration at the Council Ordinary Meeting for Item 4, as a separate recommendation, on what the future process would be regarding any decision making made by the Trust.

Adjourn Meeting

Recommendation

Seconded by Deputy Mayor Nicole Jonic:

That the meeting be adjourned at 10.02 am to reconvene at 10.20 am.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

The meeting reconvened at 10.20 am.

5. Disposal of Easement through Flinders-Goolman Conservation Estate for Access to Adjoining Land

This is a report concerning the disposal of an Easement interest traversing the Flinders-Goolman Conservation Estate. The Easement will provide access to the adjoining land-locked property being utilised as an environmental offset.

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

Recommendation

Seconded by Deputy Mayor Nicole Jonic:

A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(c)(iv) of the Regulation applies to the disposal of an interest in land (Easement) at
155-331 Spowers Road, Goolman, more particularly described as part of Lot 160 on Plan CH312094, because the disposal will be to an adjoining landowner.

B. That Council grant an Easement, for the purpose of Access (Council file reference 6180) to the Walker Corporation Pty Ltd (Grantee) for an approximate sum of $5,000 excluding GST payable to Council as consideration for the Easement.

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.

Deputy Mayor Nicole Jonic left the meeting at 10.21 am due to a previously declared interest in Item 6.

Move into Closed Session

Recommendation

That in accordance with section 254J(3)(g) of the Local Government Regulation 2012, the meeting move into closed session to discuss Item 6 titled Procurement – Contract 5601 – Garden Organic Material Processing.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Doyle

Antoniolli

Madden

All Councillors except Deputy Mayor Nicole Jonic were present when the vote was taken.

The motion was put and carried.

The meeting moved into closed session at 10.22 am.

Move into Open Session

Recommendation

Seconded by Councillor Jim Madden:

That the meeting move into open session.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Doyle

Antoniolli

Madden

All Councillors except Deputy Mayor Nicole Jonic were present when the vote was taken.

The motion was put and carried.

The meeting moved into open session at 11.01 am.

6. Procurement - Contract 5601 - Garden Organic Material Processing

This is a report concerning the establishment of a contractual arrangement for the provision of Garden Organic Material Processing.

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

Recommendation

Seconded by Mayor Teresa Harding:

A. That pursuant to Section 228 of the Local Government Regulation 2012 (Regulation), Council award Tender No. VP436292 for the provision of Garden Organic Material Processing to Remondis Australia Pty Ltd (Supplier).

B. That Council enter into a contractual arrangement with the Supplier at an approximate purchase price of $67,000,000 excluding GST over the entire term, being a term of three (3) years, with options for extensions by mutual agreement, of up to seven (7) years.

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

Doyle

Antoniolli

Madden

All Councillors except Deputy Mayor Nicole Jonic were present when the vote was taken.

The motion was put and carried.

Deputy Mayor Nicole Jonic returned to the meeting at 11.07 am.

Councillor Marnie Doyle advised that she may have a conflict in Item 7 titled Procurement – Preferred Supplier Arrangement for Provision of Electrical Trade Services however in order to disclose the conflict which relates to one of the suppliers of the preferred supplier arrangement which are confidential, the meeting would need to go into closed session.

Move into Closed Session

Recommendation

Moved by Mayor Teresa Harding:

Seconded by Councillor Jim Madden:

That in accordance with section 254J(3)(e) of the Local Government Regulation 2012, the meeting move into closed session to discuss the proposed conflict from Councillor Doyle in relation to one of the preferred suppliers being recommended for Item 7.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Antoniolli

Madden

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

The motion was put and carried.

The meeting moved into closed session at 11.11 am.

Move into Open Session

Recommendation

Seconded by Councillor Paul Tully:

That the meeting move into open session.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Antoniolli

Madden

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

The motion was put and carried.

The meeting moved into open session at 11.21 am.

In accordance with section 150EQ of the Local Government Act 2009, Councillor Marnie Doyle informed the meeting that she has a declarable conflict of interest in Item 7 titled Procurement – Preferred Supplier Arrangement for Provision of Electrical Trade Services.

The nature of the interest is that Councillor Doyle has a close association with a family member of one of the preferred suppliers.

Councillor Marnie Doyle disclosed in closed session the facts and the basis for which she is making the declaration.

Councillor Marnie Doyle invited the other councillors to determine if she can continue to participate in the decision process.

It was moved by Councillor Paul Tully and seconded by Councillor Andrew Antoniolli that Councillor Marnie Doyle 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 Marnie Doyle 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

Antoniolli

Madden

Councillor Marnie Doyle did not take part in the vote on this matter.

The motion was put and carried.

7. PROCUREMENT: Preferred Supplier ArranGEment for Provision of Electrical Trade Services

This is a report concerning the establishment of preferred supplier arrangements with one (1) Primary and two (2) Secondary companies for the provision of Electrical Trade Services to Ipswich City Council.

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

Recommendation

Seconded by Mayor Teresa Harding:

A. That pursuant to Section 233 of the Local Government Regulation 2012 (Regulation), Council establish Preferred Supplier Arrangements for the provision of Electrical Trade Services with the suppliers detailed in Attachment VP4296636 RTA - Electrical Trade Services of this report.

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

C. That under the Preferred Supplier Arrangement, Council’s approximate spend may exceed $8M excluding GST subject to Council’s annual adopted budget over the entire term, being an initial term of three (3) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X one (1) year terms, total term being five (5) years.

D. That Council may enter into a contractual arrangement with any of the aforementioned suppliers.

E. For those individual contractual arrangements that exceed $2,000,000 excluding GST, pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

8. Procurement - Whole of Government Banking Services (Corporate Purchase and Travel Cards)

This is a report concerning Whole of Government (WoG) banking services. Queensland Government, represented by Queensland Treasury, has recently completed an extensive tender process for banking services. The new Master Agreement (contract) for banking services includes allowance for other agencies, such as Ipswich City Council (Council), to enter into Agency Service Agreement/s (ASA) with the appointed service providers to procure banking services under the same terms.

Council’s banking services to date have been procured through such an arrangement to take advantage of the favourable terms negotiated by the Queensland Treasury. Council now has the option to sign a Service Order, and an ‘Accession Agreement’ to become a party to the agreement for Corporate Purchase Card and Travel Card services.

Recommendation

Seconded by Councillor Jacob Madsen:

A. That pursuant to Section 235(f) of the Local Government Regulation 2012 (Regulation), Council utilises government agency exception for the provision of Queensland Whole of Government Banking Services with Citibank, N.A. (ABN:34 072 814 058) (Supplier) who is a party to the government agency contractual arrangement.

B. That Council enter into a contractual arrangement with Citibank, N.A. (ABN:34 072 814 058), for a $0 (zero) value, over the entire term, being a term of five (5) years with two separate extension options both being three (3) years, at the discretion of The State of Queensland acting through Queensland Treasury

C. That Council may enter into ancillary contractual arrangements with the supplier, as allowed by the government agency contractual arrangement.

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

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Tully Nil

Madsen

Harding

Jonic

Doyle

Antoniolli

Madden

The motion was put and carried.

9. Plant Hire (Wet Hire) Services Increase Contract Spend

This is a report concerning an update on the increased expenditure associated with the recent extension for Preferred Supply Arrangement for Plant Hire (Wet Hire) Services completed in November 2024 under the final option term for Contract #13484.

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

Recommendation

Seconded by Councillor Jim Madden:

A. That Council note an increase in expenditure to Councils preferred supply arrangement for the provision of Plant Hire (Wet Hire) Services from $11,500,000.00 to $18,179,000.00 based on current spend to date and the forecasted spend anticipated during the final option term due to expire
29 November 2025.

B. That Council note the increase in expenditure with the attached suppliers with a cumulative spend with individual contractors greater than $2,000,000.00

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.

10. 2025-2026 Fees and Charges - early approval for Animal Management, Health and Regulatory Services and selected Road Regulation fees

This is a report concerning the fees for animal management, public health, food business and road regulation licences and associated services for the 2025-2026 financial year. It is proposed to adopt this selection of fees and charges ahead of the main budget process for the forthcoming financial year, so as to allow licence and registration renewals to be issued with 30-60 days advanced notice. All other fees will be submitted to Council for approval at the scheduled meeting of 29 May 2025.

Recommendation

That the proposed fees and charges for animal management, public health, food business and road regulation licences and associated services, as detailed in Attachment 1, be adopted with an effective date of 1 July 2025.

Councillor Paul Tully proposed an amendment to the following clauses in Attachment 1:

· That under 5 Dog Registration (Annual Fees), Clause 5.7 titled Qld Racing Integrity Commission Members be reworded to “Qld Racing Integrity Commission Registered Dogs”

· That under 3 Road Regulation – the word principals in the first sentence be amended to principles.

Recommendation

Seconded by Councillor Marnie Doyle:

· That under 5 Dog Registration (Annual Fees), Clause 5.7 titled Qld Racing Integrity Commission Members be reworded to “Qld Racing Integrity Commission Registered Dogs”.

· That under 3 Road Regulation – the word principals in the first sentence be amended to principles.

Councillor Andrew Antoniolli proposed that the dog registration for entire dogs under Clause 5.2 and 5.4 remain the same as the 2024-2025 year as follows:

· Clause 5.2 – Dog Registration per Entire Dog be amended by in the pay by date, deleting $202.00 and replacing with $193.00 and for the pay after date deleting $232.00 and replacing with $223.00.

Pay by date fee

Pay after date fee

Current 2024-2025

Proposed 2025-2026

Current

2024-2025

Proposed 2025-2026

Entire Dog – Standard

$193.00

~~$202.00~~

$193.00

$223.00

~~$232.00~~

$223.00

· Clause 5.4 – Dog Registration per entire dog – Pensioner be amended by in the pay by date deleting $97.00 and replacing with $92.00 and for the pay after date deleting $112.00 and replacing with $107.00.

Pay by date fee

Pay after date fee

Current 2024-2025

Proposed 2025-2026

Current

2024-2025

Proposed 2025-2026

Entire Dog – Pensioner

$92.00

~~$97.00~~

$92.00

$107.00

~~$112.00~~

$107.00

The mover and seconder of the original motion agreed to the proposed further amendments.

Recommendation