report - coordination committee meeting - 17 may 2016 · item 5.1 789 sue miller park, arana hills...

REPORT

Coordination Committee Meeting

Tuesday 17 May 2016 commencing at 11.00am

Strathpine Chambers 220 Gympie Road, Strathpine

CHAIRPERSON’S REPORT The recommendations contained within this report of the Coordination Committee meeting held 17 May 2016 are recommended to the Council for adoption. COUNCILLOR ALLAN SUTHERLAND (MAYOR) CHAIRPERSON COORDINATION COMMITTEE Membership = 13 Quorum = 7 Mayor and all Councillors

ENDORSED GM20160517

Adoption Extract from General Meeting – 17 May 2016 (Page 16/753) 12.1. Coordination Committee Meeting - 17 May 2016

(Pages 16/755 - 16/799) RESOLUTION

Moved by Cr Mick Gillam Seconded by Cr Matt Constance CARRIED 11/0

That the report and recommendations of the Coordination Committee meeting held Tuesday 17 May 2016 be adopted.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE a 17 May 2016 Report

COORDINATION COMMITTEE MEETING PAGE a 17 May 2016 Report

LIST OF ITEMS CLOSED SESSION (Confidential items)

ITEM C.1 – CONFIDENTIAL - NOW DEEMED NOT CONFIDENTIAL 757 MORETON BAY REGION INDUSTRY & TOURISM (MBRIT) MODEL - REGIONAL

COMMITTEE RECOMMENDATION

REPORT DETAIL

ITEM C.2 – CONFIDENTIAL 763 PILPEL BY THE SEA - LEASE PAYMENTS - DIVISION 6


ITEM C.3 – CONFIDENTIAL 764 LESSEE REQUEST FOR AMENDED LEASE TERMS - PLEXUZ MUSIC PTY LTD (ALBANY LINKS GOLF COURSE) - DIVISION 9


ITEM C.4 – CONFIDENTIAL 765 EXTENSION OF LICENCE TO OCCUPY COUNCIL OWNED LAND - DIVISION 4


1 GOVERNANCE SESSION (Cr Allan Sutherland, Mayor)

ITEM 1.1 766 SEQ COUNCIL OF MAYORS ANNUAL MEMBERSHIP - REGIONAL


REPORT DETAIL

ITEM 1.2 769 ATTENDANCE - 2016 LOCAL GOVERNMENT LEADERSHIP SUMMIT - REGIONAL


REPORT DETAIL

2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam)

3 CORPORATE SERVICES SESSION (Cr Allan Sutherland - Proxy)

ITEM 3.1 773 MONTHLY REPORTING PACKAGE - APRIL 2016 - REGIONAL


REPORT DETAIL

ITEM 3.2 776 QUARTER 3 OPERATIONAL PLAN AND BUDGET REVIEW - REGIONAL


REPORT DETAIL

4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery)

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE b 17 May 2016 Report

COORDINATION COMMITTEE MEETING PAGE b 17 May 2016 Report

ITEM 4.1 780 CLEANING OF BUILDINGS AND FACILITIES TENDER - REGIONAL


REPORT DETAIL

ITEM 4.2 784 STRATHPINE - COULTHARDS CREEK CHANNEL UPGRADE - DIVISION 9


REPORT DETAIL

5 PARKS, RECREATION & SPORT SESSION (Cr Denise Sims - Proxy)

ITEM 5.1 789 SUE MILLER PARK, ARANA HILLS - APPLICATION TO RENAME - DIVISION 10


REPORT DETAIL

ITEM 5.2 792 ELIZABETH ROAD RESERVE, GRIFFIN AND HENRY ROAD PARK, GRIFFIN - PROPOSED NAMING - DIVISION 4


REPORT DETAIL

6 LIFESTYLE & AMENITY SESSION (Cr Matt Constance)

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Julie Greer)

8 GENERAL BUSINESS

ITEM 8.1 799 THE HILLS CARNIVALE - DIVISION 10 (MC)


CLOSURE

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/755 17 May 2016 Report

COORDINATION COMMITTEE MEETING PAGE 16/755 17 May 2016 Report

ATTENDANCE & APOLOGIES Attendance: Committee Members: Cr Allan Sutherland (Mayor) (Chairperson) Cr Brooke Savige Cr Peter Flannery Cr Adam Hain Cr Julie Greer Cr James Houghton Cr Koliana Winchester Cr Denise Sims Cr Mick Gillam Cr Mike Charlton (Deputy Mayor) Cr Matthew Constance Officers: Chief Executive Officer (Mr Daryl Hitzman) Director Community & Environmental Services (Mr Bill Halpin) Director Engineering, Construction & Maintenance (Mr Tony Martini) Director Executive & Property Services (Ms Anne Moffat) Manager Financial & Project Services (Mr Keith Pattinson) Meeting Support Officer (Ms Judy Henry) Apologies: Cr Darren Grimwade Cr Adrian Raedel The Mayor is the Chairperson of the Coordination Committee. Coordination Committee meetings comprise of Sessions chaired by Council’s nominated Spokesperson (or Proxy) for that portfolio, as follows:

Session Spokesperson Proxy

1 Governance Cr Allan Sutherland (Mayor) Cr Mike Charlton (Deputy Mayor)

2 Planning & Development Cr Mick Gillam Cr Adam Hain

3 Corporate Services Cr Adrian Raedel Cr Allan Sutherland (Mayor)/ Cr Mike Charlton (Deputy Mayor)

4 Asset Construction & Maintenance Cr Peter Flannery Cr Allan Sutherland (Mayor)/ Cr Mike Charlton (Deputy Mayor)

5 Parks, Recreation & Sport Cr Darren Grimwade Cr Denise Sims

6 Lifestyle & Amenity Cr Matt Constance Cr Brooke Savige

7 Economic Development & Tourism Cr Julie Greer Cr Allan Sutherland (Mayor)/ Cr Mike Charlton (Deputy Mayor)

8 General Business Cr Allan Sutherland (Mayor) Cr Mike Charlton (Deputy Mayor)



CLOSED SESSION (Confidential items) (Resolution the meeting be closed under s275 of the Local Government Regulation 2012) CLOSED SESSION COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr Matt Constance CARRIED 11/0

That Committee move into closed session pursuant to the provisions of s275 (1) of the Local Government Regulation 2012 to discuss Items C.1 to C.4. Members of the press and public gallery left the Chambers. The closed session commenced at 11.00am. OPEN SESSION COMMITTEE RECOMMENDATION

Moved by Cr Mick Gillam Seconded by Cr Mike Charlton (Deputy Mayor) CARRIED 11/0

That Committee resume in open session and that the following recommendations be made. The open session resumed at 11.05am. Members of the press returned to the Chambers at that time.



ITEM C.1 – CONFIDENTIAL - now deemed not confidential MORETON BAY REGION INDUSTRY & TOURISM (MBRIT) MODEL - REGIONAL Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A13609222 : 11 May 2016 Responsible Officer: KH, Manager Economic Development and Events (PED Economic Development

& Events) Basis of Confidentiality Pursuant to s275 (1) of the Local Government Regulation 2012, clause (h), as the matter involves other business for which a public discussion would be likely to prejudice the interests of the Council or someone else, or enable a person to gain a financial advantage. Executive Summary Over the past two years, Council has been assisting and working collaboratively with Moreton Bay Region Industry and Tourism Limited (MBRIT), and prior to that, the entity from which MBRIT evolved, Our Village Foundation to deliver a range of destination management services, regionally significant events and support programs for business development and networking. Given the success of these activities, it is recommended that Council increase its support for this regionally beneficial enterprise while securing its desired outcomes from the enterprise through a service level agreement with MBRIT. COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr Matt Constance CARRIED 11/0

1. That the Council considers the activities and programs undertaken by MBRIT are directed to benefitting and can reasonably be expected to benefit the whole of the Council’s local government area.

2. That, subject to the service level agreement in recommendation 3 being executed, from 1 July 2016 the Council assist the beneficial enterprise conducted by MBRIT by contributing funds in the amount specified in the service level agreement.

3. That the Council enter into a service level agreement with MBRIT as described in this report.

4. That the Council authorise the Chief Executive Officer, in consultation with the Mayor, to negotiate and agree on the terms of the service level agreement and execute the agreement on the Council’s behalf.

5. That the Council make the contents of this report available to the public.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/758 17 May 2016 Report ITEM C.1 – CONFIDENTIAL - now deemed not confidential MORETON BAY REGION INDUSTRY & TOURISM (MBRIT) MODEL - REGIONAL - A13609222 (Cont.)


OFFICER’S RECOMMENDATION 1. That the Council considers the activities and programs undertaken by MBRIT are directed to

benefitting and can reasonably be expected to benefit the whole of the Council’s local government area.

2. That, subject to the service level agreement in recommendation 3 being executed, from 1 July 2016 the Council assist the beneficial enterprise conducted by MBRIT by contributing funds in the amount specified in the service level agreement.

3. That the Council enter into a service level agreement with MBRIT as described in this report.

4. That the Council authorise the Chief Executive Officer, in consultation with the Mayor, to negotiate

and agree on the terms of the service level agreement and execute the agreement on the Council’s behalf.

5. That the Council make the contents of this report available to the public. REPORT DETAIL 1. Background In June 2012 the Our Village Foundation, (OVF), was launched to provide a vehicle for local business to support community organisations by providing financial and in-kind support via a community grants program. During the evolution of this program it was identified that there was no regional tourism organisation to provide destination management solutions in the Moreton Bay Region. In 2014, OVF began the process of developing a new framework for an industry-led organisation that would deliver services that support destination marketing and management for the Moreton Bay Region. This resulted in the creation of MBRIT. MBRIT is a registered public company limited by guarantee. The objects for which the company is established are specified in its constitution and include:

• Encourage and facilitate economic development, tourism and destination marketing campaigns in the Moreton Bay Region;

• Bring business and stakeholders together with a common purpose to contribute to economic collaboration in the Moreton Bay Region and the building of strong industry sectors;

• Provide members with the ability to connect with projects, major events, festivals, community engagement and network ing events in the Moreton Bay Region; and

• Develop a primary platform for tourism, lifestyle campaigns and information for the Moreton Bay Region.

Under its constitution MBRIT must apply its income and property solely towards the promotion of its objects and it cannot pay or transfer that income or property to its Members or officers as a dividend, bonus or other distribution. Over the past two years, Council has assisted and worked collaboratively with MBRIT to deliver a range of destination management services, regionally significant events and support programs for business development and networking. Prior to that the Council assisted OVF to deliver some regionally significant events. The Council’s collaboration with and support of OVF and MBRIT has been successful and beneficial to the region. MBRIT has outlined plans to enhance and expand its activities in line with its objects. Given the Council’s past experience with OVF and MBRIT, MBRIT’s activities and undertakings can readily be seen to benefit the whole of the Council’s local government area. As such, MBRIT’s activities and undertakings can constitute a beneficial enterprise under the Local Government Act 2009.



2. Explanation of Item On 4 November 2015 [Minute Page: 15/1889], Council agreed to provide in-principle support to MBRIT to work collaboratively with Council and local businesses. This decision followed a 12-month period of collaboration between MBRIT and Council, wherein MBRIT established itself as a top-performing organisation, capable of delivering superior destination management services and quality events for the Moreton Bay Region. Events delivered by MBRIT have included the hugely successful Redcliffe Festival (incorporating Kite Fest and Bee Gees Way Official opening), as well as a number of business networking functions and the National Economic Development Conference. MBRIT’s success is seen largely to be related to its entrepreneurial approach and its strong connections with the business community. These attributes are more readily achieved by a private sector organisation, than a local government. Hence, a model which sees Council assisting the activities and undertakings carried out by MBRIT is likely to achieve the most beneficial outcomes for the Moreton Bay Region as a whole. MBRIT has indicated it is keen to enhance and expand its activities in the region. MBRIT’s plans over the next three years include:

• Management of the official destination marketing communication platforms including digital assets and printed publications, including, but not limited to:

• Visit Moreton Bay Region Website • Visit Moreton Bay Region Social Media Platforms • Regional Visitor Guide (Annual Publication) • Regional Lifestyle Magazine (Bi-Monthly Publication) • Regional Business Engagement Magazine (Quarterly Publication) • Regional Wedding Guide (Annual Publication)

• Deliver regional destination marketing campaigns to promote the regional destination brand and

maintain the visitor economy.

• Work in partnership with Council to ensure the Regional Visitor Information Centres (VIC’S) are kept up-to-date with the destination platforms to ensure consistent messaging is being delivered to visitors.

• Ongoing support of business and industry collaboration and the development of a Regional

Economic Development Strategy.

• Delivery of a calendar of regional events to drive economic growth to the regional visitor economy.

• Providing regional advocacy to support major projects and securing increased investment and recognition for the region.

• Promotion of Moreton Bay as a destination for investment and international engagement opportunities.



• MBRIT will deliver the following events as a contributor to the Regional Events Calendar: • Jetty-to-Jetty Fun Run • Redcliffe Festival • Pine Rivers Park Concert Series (two events per annum) • Christmas in the Moreton Bay Region (four major events per annum) • Business Networking Events (four events per annum) • Moreton Bay Region Innovation Awards • Festival of Sails • Australia Day in the Moreton Bay Region • Caboolture Town Square Event • Caboolture Family Fun Day • Hills Carnivale • What’s Cooking in the Garden

• Provide event delivery services and marketing support that will assist the attraction of new events

to the region.

• Work with the region’s Chambers of Commerce to encourage business networking and collaboration.

• MBRIT will work collaboratively with Council to deliver the Study Moreton Bay Region strategy to

support local student participation in education and to attract international students.

• MBRIT will provide support to the ongoing development of innovation in the region by providing communication and marketing support to the regional innovation awards program and network.

• MBRIT will seek further funding investment toward projects and programs that support regional economic development objectives and outcomes, from external sources such as state and federal government funding, grants and private investment.

To this end it is recommended that the Council contribute $2,228,000 in funds to the enterprise:

Annual Contribution (support tow ards tourism and economic development outcomes) $1,500,000 Sponsorship towards the following events:

Australia Day Events $35,000 Business Events x 4 $60,000 Caboolture Town Square Event $50,000 Caboolture Family Fun Day $50,000 Hill’s Carnivale $35,000 Jetty-to-Jetty Fun Run $10,000 Christmas Events x 4 $90,000 Festival of Sails $20,000 Innovation awards $35,000 Pine Rivers Park Concert Series x 2 $100,000 Redcliffe Festival (sponsorship) $185,000 What's Cooking in the Garden (sponsorship) $58,000

Total contribution $2,228,000



An increase in the level of the Council’s assistance should be supported by a service level agreement that will specify the outcomes the Council will require MBRIT to achieve in order to secure the Council’s continued assistance. The service level agreement must also clearly limit the Council’s liability to the amount of funds committed to the enterprise. As part of its 4 November 2015 decision, Council also agreed to work with MBRIT to review the structure of its board with a view to having community, industry and skills-based representation. During this time MBRIT sought outside professional advice to assist in the development of its organisation, business plan and corporate governance structure. The MBRIT board should be restructured to comprise nine directors with the current CEO, Shane Newcombe, holding one of the board positions as Chairperson. The remainder of the board will be constituted by four tourism industry leaders and four representatives from the MBRIT business membership base or the Moreton Bay Region business community. These last four directors will be recruited through an application process, with selections made by a panel which will include a Council staff representative. The service level agreement should specify that the Council’s continued assistance is dependent on the MBRIT board being restructured as indicated in this report within 12 months after the service level agreement is executed or such further time as the Council allows. 3. Strategic Implications 3.1 Legislative/Legal Implications

Under the Local Government Act 2009 a local government may conduct a beneficial enterprise. A beneficial enterprise is an enterprise that a local government considers is directed to benefitting and can reasonably be expected to benefit the whole or part of its local government area. A local government is conducting a beneficial enterprise if it is engaging in or helping the beneficial enterprise. In conducting a beneficial enterprise a local government must not enter into an agreement that does not limit its liability, as between the parties to the agreement, to the amount committed by the local government under the agreement.

3.2 Corporate Plan / Operational Plan Creating Opportunities: Tourism - attracting visitors and tourists to the region. Creating Opportunities: Business development - projects and activities that assist businesses and promote investment and job creation in the region.

3.3 Policy Implications There are no direct policy implications arising from this report.

3.4 Risk Management Implications There are no direct risk management implications arising from this report.

3.5 Delegated Authority Implications There are no direct delegated authority implications arising from this report.

3.6 Financial Implications Approval of this report will result in a contribution to MBRIT of $2,228,000 per annum. There are no financial increases that will impact on the budget as a result of this contribution.

3.7 Economic Benefit Partnering with MBRIT will help stimulate business attraction and investment, and support local jobs and business across the region.

3.8 Environmental Implications

There are no direct environmental implications arising from this report.



3.9 Social Implications

There are no direct social implications arising from this report.

3.10 Consultation / Communication MBRIT have been consulted during the preparation of this report. The ongoing partnership with MBRIT will be communicated via a range of communication channels, including via MBRIT itself, as well through Council channels. Further consultation will be undertaken by MBRIT with local businesses and across Council more generally.



ITEM C.2 – CONFIDENTIAL PILPEL BY THE SEA - LEASE PAYMENTS - DIVISION 6 Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A13601555 : 11 May 2016 Responsible Officer: AS, Acting Manager Property and Commercial Services (EPS Property &

Commercial Services) Basis of Confidentiality Pursuant to s275 (1) of the Local Government Regulation 2012, clause (h), as the matter involves other business for which a public discussion would be likely to prejudice the interests of the Council or someone else, or enable a person to gain a financial advantage. Executive Summary Pilpel on the Water Pty Ltd (trading as “Pilpel by the Sea”), as lessee and operator of the Suttons Beach Restaurant and Function Centre, has approached the Council, as lessor, for a rent reduction for the remainder of the current lease term. In recommending that the Council approve the request for a rent reduction, this report recognises the significant financial investment already made by the lessee in refurbishing the existing building and the contribution to the ongoing financial viability of the business that will arise from the completed works. COMMITTEE RECOMMENDATION

Moved by Cr Koliana Winchester Seconded by Cr Mick Gillam CARRIED 11/0

1. That Council agree to the rent reduction for Pilpel on the Water Pty Ltd (trading as “Pilpel by the Sea”), as lessee and operator of the Suttons Beach Restaurant and Function Centre as set out in this report.

2. That the Chief Executive Officer be authorised to do all things necessary to implement recommendation 1.



ITEM C.3 – CONFIDENTIAL LESSEE REQUEST FOR AMENDED LEASE TERMS - PLEXUZ MUSIC PTY LTD (ALBANY LINKS GOLF COURSE) - DIVISION 9 Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A13601249 : 11 May 2016 - Refer Confidential Supporting Information

A13601393 Responsible Officer: CP, Land and Leasing Coordinator (EPS Property & Commercial Services) Basis of Confidentiality Pursuant to s275 (1) of the Local Government Regulation 2012, clause (h), as the matter involves other business for which a public discussion would be likely to prejudice the interests of the Council or someone else, or enable a person to gain a financial advantage. Executive Summary The tenants of the Albany Links Golf Course have requested that Council consider a request for amendments to the current lease terms. Agreement with the proposed recommendations will provide Council with a positive financial return for the Albany Links Golf Course. COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr Adam Hain CARRIED 11/0

1. That Council offer the tenants of the Albany Links Golf Course the amended terms as set out in this report.

2. That the Chief Executive Officer be authorised to do all things necessary to implement recommendations 1 and 2.



ITEM C.4 – CONFIDENTIAL EXTENSION OF LICENCE TO OCCUPY COUNCIL OWNED LAND - DIVISION 4 Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A13601292 : 11 May 2016 - Refer Confidential Supporting Information

A13601319 Responsible Officer: AS, A/Manager Property and Commercial Services (EPS Property &

Commercial Services) Basis of Confidentiality Pursuant to s275 (1) of the Local Government Regulation 2012, clause (h), as the matter involves other business for which a public discussion would be likely to prejudice the interests of the Council or someone else, or enable a person to gain a financial advantage. Executive Summary This report seeks Council approval to extend the licence for a temporary staff and contractor car park over 28 North Lakes Drive, North Lakes to the Scentre Shopping Centre Management to ensure that the community has adequate parking during the ongoing IKEA construction works. COMMITTEE RECOMMENDATION

Moved by Cr Koliana Winchester Seconded by Cr Peter Flannery CARRIED 11/0

That, subject to the Licensee firstly obtaining all necessary planning approvals, Council approve the request for an extension of the term of the licence agreement with Scentre Group dated 25 November 2015 until 30 November 2016.



1 GOVERNANCE SESSION (Cr Allan Sutherland, Mayor) ITEM 1.1 SEQ COUNCIL OF MAYORS ANNUAL MEMBERSHIP - REGIONAL Meeting / Session: 1 GOVERNANCE Reference: A13587377 : 6 May 2016 Responsible Officer: AM, Director Executive and Property Services (EPS Directorate) Executive Summary The Council of Mayors (SEQ) was established in 2005 as an independent political advocacy organisation to represent the interest of South East Queensland. The role of the Council of Mayors (SEQ) is very similar to that of the Local Government Association of Queensland (LGAQ), resulting in many aspects of duplication. Council currently pays an annual membership fee of $190,000 to the Council of Mayors (SEQ). From time-to-time Council is also required to fund levy contributions over and above council’s annual membership (for special projects and initiatives). This cost is significant when considering Council also pays membership to the LGAQ. The LGAQ is the peak body for local government in Queensland. As a strategic reference group of the LGAQ, the Council of Mayors (SEQ) would have opportunities to better collaborate and partner with the LGAQ at both a strategic and operational level. This would improve the efficiency and effectiveness of the Council of Mayors (SEQ) operations. COMMITTEE RECOMMENDATION

Moved by Cr Mick Gillam Seconded by Cr Koliana Winchester CARRIED 11/0

1. That Council continue its membership of the Council of Mayors (SEQ) for the 2016/17 financial year.

2. That Council liaise with the LGAQ and other member councils to develop a proposal for the council of Mayors (SEQ) to be established as a strategic reference group of the LGAQ.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/767 17 May 2016 Report ITEM 1.1 SEQ COUNCIL OF MAYORS ANNUAL MEMBERSHIP - REGIONAL - A13587377 (Cont.)


OFFICER’S RECOMMENDATION 1. That Council withdraw from the Council of Mayors (SEQ)

2. That Council liaise with the LGAQ and other member councils to develop a proposal for the council

of Mayors (SEQ) to be established as a strategic reference group of the LGAQ. REPORT DETAIL 1. Background The Council of Mayors (SEQ) was established in 2005 as an independent political advocacy organisation to represent the interest of South East Queensland. Currently, the membership of the Council of Mayors (SEQ) consists of the Mayors representing Brisbane City, Lockyer Valley, Scenic Rim, Gold Coast, Ipswich, Logan, Redland, Toowoomba, Somerset and Sunshine Coast councils. Noosa Shire Council withdrew from the Council of Mayors (SEQ) in 2015. The role of the Council of Mayors (SEQ) is very similar to that of the Local Government Association of Queensland (LGAQ), resulting in many aspects of duplication. Council currently pays significant membership to both The Council of Mayors (SEQ) and the LGAQ. Moreton Bay Regional Council withdrew from the Council of Mayors (SEQ) in 2009, noting concerns about cost of membership. Membership was renewed in 2012. 2. Explanation of Item Council currently pays an annual membership fee of $190,000 to the Council of Mayors (SEQ). From time-to-time Council is also required to fund levy contributions over and above council’s annual membership (for special projects and initiatives). This cost is significant when considering Council also pays membership to the LGAQ. The role of the Council of Mayors (SEQ) is very similar to that of the Local Government Association of Queensland (LGAQ), resulting in many aspects of duplication. The LGAQ is the peak body for local government in Queensland. As a strategic reference group of the LGAQ, the Council of Mayors (SEQ) would have opportunities to better collaborate and partner with the LGAQ at both a strategic and operational level. This would improve the efficiency and effectiveness of the Council of Mayors (SEQ) operations. This proposal would also improve the LGAQ’s capacity to support and represent SEQ councils. 3. Strategic Implications 3.1 Legislative/Legal Implications

The Council of Mayors (SEQ) is a company limited by shares, and every council as shareholder holds one share and is entitled to appoint its Mayor as a Director to the Board. Accordingly, Council would need to formally resign from this role as per constitutional arrangements.

3.2 Corporate Plan / Operational Plan Council’s commitment to regional development is demonstrated in the Corporate Plan 2014-2017.

3.3 Policy Implications Councillors and staff are currently engaged in a range of policy development considerations through The Council of Mayors (SEQ). These policy considerations will need to be examined on a case-by-case basis and where necessary subject to a future council report.

3.4 Risk Management Implications There are no directly relevant risk management implications.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/768 17 May 2016 Report ITEM 1.1 SEQ COUNCIL OF MAYORS ANNUAL MEMBERSHIP - REGIONAL - A13587377 (Cont.)


3.5 Delegated Authority Implications

There are no directly relevant delegated authority implications.

3.6 Financial Implications Future savings associated with the Council of Mayors (SEQ) annual membership fee of $190,000 as well as further contributions.

3.7 Economic Benefit There are limited direct economic benefits derived from membership of the Council of Mayors (SEQ).


There are limited direct environmental implications arising from withdrawing membership of the Council of Mayors (SEQ).


There are limited direct social implications arising from withdrawing membership of the Council of Mayors (SEQ).

3.10 Consultation / Communication Council will continue to consult and engage with state and federal governments at a local level, as well as through the peak body for local government in Queensland, the LGAQ.



ITEM 1.2 ATTENDANCE - 2016 LOCAL GOVERNMENT LEADERSHIP SUMMIT - REGIONAL Meeting / Session: 1 GOVERNANCE Reference: A13608314 : 12 May 2016 Responsible Officer: HK, Meeting Support Officer (CEOs Office) Executive Summary This report seeks Council’s endorsement of attendance for Councillors/Officers at the 2016 Local Government Leadership Summit in Melbourne from 11-12 August 2016. COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr Julie Greer CARRIED 11/0

1. That Cr Adam Hain and Cr Koliana Winchester be nominated as delegates to attend the 2016 Local Government Leadership Summit in Melbourne from 11-12 August 2016.

2. That the Chief Executive Officer arrange for Officer attendance at this Summit as appropriate.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/770 17 May 2016 Report ITEM 1.2 ATTENDANCE - 2016 LOCAL GOVERNMENT LEADERSHIP SUMMIT - REGIONAL - A13608314 (Cont.)


OFFICER’S RECOMMENDATION 1. That Cr Adam Hain and Cr Koliana Winchester be appointed to attend the 2016 Local Government

Leadership Summit in Melbourne from 11-12 August 2016. 2. That the Chief Executive Officer arrange for Officer attendance at this Summit as appropriate. REPORT DETAIL 1. Background Advice has been received that the 2016 Local Government Leadership Summit is to be held in Melbourne, Victoria from 11-12 August 2016, with early bird registration closing Friday 20 May 2016. Cr Adam Hain and Cr Koliana Winchester has advised of their interest in attending. 2. Explanation of Item The Australian Local Government Leadership Summit is the largest gathering of senior Local Government leaders and managers. As requested by Local Government leaders, in 2016 the Summit will focus on exploring the key competencies and behaviours required for leadership excellence in the coming years, and enhancing collaboration between local government management, elected members, and business and community leaders. Drawing Local Government leaders from all parts of Australia and abroad, the Summit is shaped by the involvement of Local Government leaders and senior managers. Whilst the Summit is primarily structured for leadership performance enhancement, it is also an important opportunity for Local Government leaders to connect and establish purposeful friendships and alliances. 3. Strategic Implications 3.1 Legislative/Legal Implications

There are no legislation/legal implications

3.2 Corporate Plan / Operational Plan Strengthening Communities: Office of the CEO - overall leadership and coordination of council activities.

3.3 Policy Implications Arrangements will be made in accordance with Policy No: 10-2150-16 Conference, Seminar, Study Tour and Travel.

3.4 Risk Management Implications N/A

3.5 Delegated Authority Implications N/A

3.6 Financial Implications Funds have been provided in the Budget

3.7 Economic Benefit N/A


N/A 3.9 Social Implications

N/A

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/771 17 May 2016 Report ITEM 1.2 ATTENDANCE - 2016 LOCAL GOVERNMENT LEADERSHIP SUMMIT - REGIONAL - A13608314 (Cont.)


3.10 Consultation / Communication Consultation has been undertaken with Councillors, Chief Executive Officer and Director Executive and Property Services. Cr Adam Hain and Cr Koliana Winchester has advised of their interest in attending.



2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam) No items for consideration. ATTENDANCE Keith Pattinson attended the meeting at 11.11am for Items 3.1 and 3.2.



3 CORPORATE SERVICES SESSION (Cr Allan Sutherland - Proxy) ITEM 3.1 MONTHLY REPORTING PACKAGE - APRIL 2016 - REGIONAL Meeting / Session: 3 CORPORATE SERVICES Reference: A13593920 : 10 May 2016 - Refer Supporting Information A13593876 Responsible Officer: DW, Coordinator Accounting Services (CEO Accounting Services) Executive Summary That the Financial Reporting Package for the year to date period ending 30 April 2016 be received. COMMITTEE RECOMMENDATION

Moved by Cr Adam Hain Seconded by Cr Julie Greer CARRIED 11/0

That the Financial Reporting Package for the year to date period ending 30 April 2016 be received.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/774 17 May 2016 Report ITEM 3.1 MONTHLY REPORTING PACKAGE - APRIL 2016 - REGIONAL - A13593920 (Cont.)


OFFICER’S RECOMMENDATION That the Financial Reporting Package for the year to date period ending 30 April 2016 be received. REPORT DETAIL 1. Background The Financial Reporting Package for the month ending 30 April 2016 is contained within the supporting information to this report. This package contains a number of financial statements with relevant commentary to provide a breakdown of key financial data and includes. Financial Statements

o Statement of Comprehensive Income shows all income and expenditure as at the end of the April period along with the revised budget and comparative figures for 2014/15.

o The Statement of Financial Position highlights Council’s position at the end of April and itemises assets, liabilities and community equity.

o Statement of Cash Flows which represents the cash inflows and outflows during the month. One Page Statement by Fund

o A one page statement that shows the financial performance (including budget), capital expenditure and source of capital funds for the Council, General Fund and Waste Fund year to date.

Treasury Report

o The Treasury Report highlights key areas of performance and compliance relating to Council’s investments, borrowings and reserves.

2. Explanation of Item The financial results for the month of April are complete. A commentary is provided on significant matters that occurred during the month. 3. Strategic Implications 3.1 Legislative/Legal Implications

Part 9, section 204 of the Local Government Regulation 2012, (regulation) states the following: (1) The local government must prepare a financial report. (2) The chief executive officer must present the financial report—

(a) if the local government meets less frequently than monthly—at each meeting of the local

government; or (b) otherwise—at a meeting of the local government once a month.

(3) The financial report must state the progress that has been made in relation to the local government’s budget for the period of the financial year up to a day as near as practicable to the end of the month before the meeting is held.

3.2 Corporate Plan / Operational Plan

Enabling Services: Financial services - accounting and financial operations, corporate policy and performance activities.

3.3 Policy Implications Compliance to the Council’s Investment Policy is confirmed for the month of April.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/775 17 May 2016 Report ITEM 3.1 MONTHLY REPORTING PACKAGE - APRIL 2016 - REGIONAL - A13593920 (Cont.)


3.4 Risk Management Implications The Council is subject to numerous risks associated with revenue and expenses that can impact upon Councils financial performance and position. The quarterly operational plan and budget reporting process assists in minimising the financial risks.

3.5 Delegated Authority Implications Nil

3.6 Financial Implications As at the end of April 2016 Council’s operating surplus is $109.56 million and the capital expenditure incurred to date is $183.94 million.

3.7 Economic Benefit Nil


Nil 3.9 Social Implications

Nil

3.10 Consultation / Communication CEO, Manager Financial and Project Services, Accounting Services Manager.



ITEM 3.2 QUARTER 3 OPERATIONAL PLAN AND BUDGET REVIEW - REGIONAL Meeting / Session: 3 CORPORATE SERVICES Reference: A13587972 : 9 May 2016 - Refer Supporting Information A13596849 Responsible Officer: DW, Coordinator Accounting Services (CEO Accounting Services) Executive Summary The purpose of this report is to present and adopt the Quarter 3 Operational Plan and Budget Review for 2015/16. COMMITTEE RECOMMENDATION

Moved by Cr Adam Hain Seconded by Cr Matt Constance CARRIED 11/0

1. That the Quarter 3 Operational Plan and Budget Review as at 31 March 2016, along with the proposed budget amendments as contained within the supporting information to this report, be adopted.

2. That it be noted the revised budget is in a balanced position at the conclusion of the Quarter 3 Operational Plan and Budget Review.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/777 17 May 2016 Report ITEM 3.2 QUARTER 3 OPERATIONAL PLAN AND BUDGET REVIEW - REGIONAL - A13587972 (Cont.)


OFFICER’S RECOMMENDATION 1. That the Quarter 3 Operational Plan and Budget Review as at 31 March 2016, along with the

proposed budget amendments as contained within the supporting information to this report, be adopted.

2. That it be noted the revised budget is in a balanced position at the conclusion of the Quarter 3

Operational Plan and Budget Review. REPORT DETAIL 1. Background The operational plan review represents the Council’s opportunity to assess the progress and performance of its services according to its operational plan. The services listed have specific Key Performance Indicators (KPI’s) outlined for the 2015/16 financial year with accompanying commentary toward the achievement of those KPI’s as at the end of the third quarter. Information pertaining to the operational revenues and expenses of each service is provided along with details on the progress of any capital and/or operating projects. 2. Explanation of Item The third quarter budget review is the final chance to revisit the Council’s budget and propose amendments to services and projects as a result of events and circumstances that have occurred or are anticipated to occur over the remainder of the financial year given any change in priorities. Budget Synopsis

• The forecast revised operating surplus increases from $40.2 million to $42.2 million. • Capital expenditure decreases by $292,553. • Council’s budget at the end of Quarter 3 is balanced.

Budget Amendment Detail Operating Revenues Overall operating revenues are forecast to increase by approximately $1.8 million. This has primarily been driven by:

• increased activity in the level of building and plumbing applications ($500,000) • insurance monies received relating to costs associated with repairs of Council assets as a result of

April 2015 emergency weather event ($440,000) • increased activity in the level of administration fees ($200,000) • additional grant funds received for the immunisation program ($140,000) • additional fuel tax credits being received ($120,000)

Operating Expenditure Overall operating expenses are forecast to decrease by $209,231. The decrease is primarily due to:

• $370,000 in forecasted savings for employee entitlement costs • forecasted savings identified for petrol and diesel due to lower fuel costs of approximately $510,000

This has been offset by an increase of $500,000 due to the extent of expensed capital costs into operational expenditure.



Operating position The revised budgeted operating position of Council is now proposed to be a surplus in the amount of $42.2 million. Capital Revenue and Expenses Capital expenditure is proposed to decrease by $292,553. The decrease is generally attributable to numerous projects whereby additional funding has been requested so as to complete projects this financial year but offset by savings identified from completed projects. Infrastructure cash contributions have exceeded expectations this financial year and the budget has been revised upwards in the amount of $4 million. All infrastructure cash contributions are appropriated to reserve. Budget Position following the end of Quarter 3. At the conclusion of Quarter 3 the Councils budget is in a balanced position. 3. Strategic Implications 3.1 Legislative/Legal Implications

Chapter 5, Part 2, section 174 of the Local Government Regulation 2012, states the following: (2) The local government may, but need not, adopt the annual operation plan for a financial year at

the same time the local government adopts its budget for the financial year. (3) The chief executive officer must present a written assessment of the local government’s progress

towards implementing the annual operational plan at meetings of the local government held at regular intervals of not more than 3 months.

(4) A local government may, by resolution, amend its annual operational plan at any time before the

end of the financial year. (5) A local government must discharge its responsibilities in a way that is consistent with its annual

operational plan.

3.2 Corporate Plan / Operational Plan Enabling Services: Financial services - accounting and financial operations, corporate policy and performance activities.

3.3 Policy Implications Nil

3.4 Risk Management Implications Nil


3.6 Financial Implications The revised budgeted operating position of Council is a surplus in the amount of $42.2 million.




3.8 Environmental Implications Nil


Nil

3.10 Consultation / Communication Councillors, CEO, Directors, Managers and officers involved in the quarterly review process.

ATTENDANCE Keith Pattinson left the meeting at 11.13am after Item 3.2.



4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery) ITEM 4.1 CLEANING OF BUILDINGS AND FACILITIES TENDER - REGIONAL Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A13510895 : 21 April 2016 - Refer Confidential Supporting Information

A13351765 Responsible Officer: CB, Technical Officer (ECM Buildings & Facilities) Executive Summary Council contracts the cleaning of buildings and facilities across the region. This service is currently being delivered by TJS Services Queensland Pty Ltd for the Civic Centre and the Waste Building at Strathpine and Quad Services Pty Ltd across the remainder of the region. These service contracts expire on 30 June 2016. Tenders were called for the cleaning of buildings and facilities across the region and closed on 31 March 2016, with a total of 11 conforming tenders and two non-conforming tenders received. The term of the contract is for two years commencing 1 July 2016 and expiring 30 June 2018, with the option of two extension periods, each of one year’s duration. It is recommended that Council award the contract to Quayclean Australia Pty Ltd for the period of two years, commencing 1 July 2016 and expiring 30 June 2018, for an estimated value of $1,830,815.76 (exc. GST) for the two-year contract period, as this tender submission was evaluated as providing best overall value to Council. COMMITTEE RECOMMENDATION

Moved by Cr Denise Sims Seconded by Cr Brooke Savige CARRIED 11/0

That Council award the contract for the cleaning of Council buildings and facilities (MBRC004877 ) to Quayclean Australia Pty Ltd for a period of two years, commencing 1 July 2016 and expiring 30 June 2018, for an estimated value of $1,830,815.76 (exc. GST) for the two-year contract period.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/781 17 May 2016 Report ITEM 4.1 CLEANING OF BUILDINGS AND FACILITIES TENDER - REGIONAL - A13510895 (Cont.)


OFFICER’S RECOMMENDATION That Council award the contract for the cleaning of Council buildings and facilities (MBRC004877) to Quayclean Australia Pty Ltd for a period of two years, commencing 1 July 2016 and expiring 30 June 2018, for an estimated value of $1,830,815.76 (exc. GST) for the two-year contract period.

REPORT DETAIL 1. Background The existing contracts for cleaning of buildings and facilities across the region are due to expire on 30 June 2016.

A public tender was advertised for the provision of these services in accordance with Council’s Procurement Policy, and closed on 31 March 2016 with a total of 11 conforming tenders and two non-conforming tenders received. 2. Explanation of Item The tenders were assessed by the tender assessment panel in accordance with Council’s Procurement Policy and the selection criteria set out in the tender documents. The conforming tenderers’ final scores are outlined below ranked highest to lowest:

Rank Contractor Name Result

1 Quayclean Australia Pty Ltd 98.14

2 Biniris (Aust.) Pty Ltd 95.08

3 CMC Property Services Pty Ltd 91.62

4 Quad Services Pty Ltd 88.02

5 TJS Services Queensland Pty Ltd 83.84

6 Advanced National Services Pty Ltd T/A Advanced Cleaning 83.45

7 Harvent Pty Ltd T/A Total Building Maintenance - QLD 81.70

8 G & EM Cleaning Services 76.78 Rank Contractor Name Result

9 Storm International Pty Ltd 72.60

10 Gold Class Cleaning 71.98

11 Cleanworks Australia Pty Ltd 23.12 The following observations were made by the tender assessment team on the three highest scoring tenderers:

Quayclean Australia Pty Ltd received the highest overall score based on the selection criteria. The company offered the most competitive price and ranked second in the technical criteria. Established in 2002 and based at Tullamarine in Victoria, with a branch office in Tennyson, Queensland, Quayclean Australia Pty Ltd currently provides services to CBUS Super Stadium (Gold Coast) and H&M stores nationally, including Brisbane City, Indooroopilly, Mt Gravatt and Broadbeach.



Biniris (Aust.) Pty Ltd received the second highest score overall based on the selection criteria. The company ranked second in the price element and ranked third in the technical criteria. Established in 1986 and based at Fortitude Valley, Biniris (Aust.) Pty Ltd currently provide services to Rockhampton Regional Council, Livingstone Regional Council and Mackay Regional Council.

CMC Property Services Pty Ltd received the third highest overall score based on the selection criteria. The company ranked third in the price element and ranked fourth in the technical criteria. Established in 1994 and based at Hawthorn in Victoria, CMC Property Services Pty Ltd currently provide services to Mornington Peninsula Shire Council and Vodafone Australia. Two non-conforming tenders were received. The two tenderers were non-conforming due to the failure to submit the tender pricing schedule and not achieving a satisfactory financial standing and performance assessment. 3. Strategic Implications 3.1 Legislative/Legal Implications

Due to the value of the service being greater than $200,000 per annum, Council called a public tender for these services through the LG tender system in accordance with the Local Government Act 2009.

3.2 Corporate Plan / Operational Plan This project is consistent with the Corporate Plan outcome - Enabling Services: Building and facilities - maintenance services for council buildings and facilities.

3.3 Policy Implications

This contract has been procured in accordance with the provisions of the following documents:

• Council’s Procurement Policy 10-2150-006 • Local Government Act 2009 • Local Government Regulation 2012 Chapter 6.

3.4 Risk Management Implications The project risk has been assessed and the following issues identified. The manner in which the possible impact of these risks are minimised is detailed below.

Risk Mitigation

Attend all Council buildings within the periodic servicing timeframes considering the large geographical spread and number of buildings requiring service.

Quayclean Australia Pty Ltd confirmed their company will have the staff and resources available to meet the required standard at all sites within the region.

Efficient and effective response time in attending to emergency issues.

Quayclean Australia Pty Ltd use quick response teams equipped to respond and arrive onsite within one hour of notification of reactive service required.

Risk Mitigation

No Council attendance during cleaning to validate service completed.

In addition to the logging of Council swipe cards, Quayclean Australia Pty Ltd will submit daily quality control audits registering works completed and attendance times.



3.5 Delegated Authority Implications There are no delegated authority implications relating to this contract.

3.6 Financial Implications The term of the contract is for two years commencing 1 July 2016 and expiring 30 June 2018, with the option for two extension periods, each of one year’s duration expiring 30 June 2019 and 30 June 2020 respectively, based on satisfactory performance. Quayclean Australia Pty Ltd.’s estimated contract value is $915,407.88 per annum for the initial two-year period. The estimated contract value is within budget allocation. Quayclean Australia Pty Ltd achieved a rating of ‘satisfactory’ as to their financial standing/ performance.

3.7 Economic Benefit The Contract Manager nominated in Quayclean Australia Pty Ltd’s submission resides within the Moreton Bay Regional Council area. Quayclean Australia Pty Ltd has also confirmed that at least 75% of the cleaners required to service this contract will be sourced locally.

3.8 Environmental Implications Not applicable.


The cleanliness and hygiene of Council’s buildings and facilities are paramount to staff and community expectations.

3.10 Consultation / Communication Staff from the procurement team were involved during the evaluation of tenders.



ITEM 4.2 STRATHPINE - COULTHARDS CREEK CHANNEL UPGRADE - DIVISION 9 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A13559311 : 4 May 2016 - Refer Confidential Supporting Information

A13500543 Responsible Officer: NM, Senior Project Manager (ECM Project Management & Construction) Executive Summary Tenders were invited for the Strathpine - Coulthards Creek Channel Upgrade (MBRC005223) project. The tenders closed 12 April 2016 with 12 tenders received, 10 of which were conforming. It is recommended that Council award the contract to Auzcon Pty Ltd for the amount of $387,170 (excl. GST) as this tender was evaluated as representing the best overall value to Council. COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr James Houghton CARRIED 11/0

That the tender for Strathpine - Coulthards Creek Channel Upgrade (MBRC005223) project be awarded to Auzcon Pty Ltd for the amount of $387,170 (excl. GST).

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/785 17 May 2016 Report ITEM 4.2 STRATHPINE - COULTHARDS CREEK CHANNEL UPGRADE - DIVISION 9 - A13559311 (Cont.)


OFFICER’S RECOMMENDATION That the tender for Strathpine - Coulthards Creek Channel Upgrade (MBRC005223) project be awarded to Auzcon Pty Ltd for the amount of $387,170 (excl. GST). REPORT DETAIL 1. Background This project is a continuation of previous works undertaken in November 2014. The current project comprises the construction of a concrete invert channel to the existing stormwater drain extending from Leitchs Road bridge to join the existing channel previously constructed just west of the rail line. The works also include earthworks to reshape the channel to improve stormwater flow and improve maintenance operations. Council has been successful under the State Government’s 2015-2016 Community Resilience Fund in gaining 40% contribution towards eligible project costs, to a maximum amount of $230,800. Construction will commence in July 2016 with a construction period of ten weeks, weather permitting.

Figure 1: Locality plan

Figure 2: Typical section



2. Explanation of Item Tenders for the Strathpine - Coulthards Creek Channel Upgrade (MBRC005223) project closed 12 April 2016 with 12 tenders received, two of which were non-conforming. The tenders were assessed by the assessment panel in accordance with Council’s Purchasing Policy and the selection criteria set out in the tender documents. All tenders and their final weightings are tabled below (ranked from highest to lowest).

RANK TENDERER EVALUATION SCORE

1 Auzcon Pty Ltd 99.09

2 Pentacon Pty Ltd 96.54

3 Hazell Bros (Qld) Pty Ltd 95.16

4 Palmgrove Holdings Pty Ltd t/as Carruthers Contracting 95.00

5 Elite Retaining Systems Pty Ltd t/a Australian Marine and Civil 78.91

6 G&H Plant Hire Pty Limited t/a G&H Civil Contractors 78.08

7 Entracon Civil Pty Ltd 78.03

8 DCG Company Pty Ltd 67.98

9 Bonelli Constructions Pty Ltd 67.26

10 NF Corbett Pty Ltd 63.99

11 Foundation Supportworks Australia Pty Ltd Non-conforming

12 Brisbane Pump Action Pty Ltd Non-conforming

Tender clarification meetings were held with Auzcon Pty Ltd who scored the highest ranking by the assessment team and Palmgrove Holdings Pty Ltd who submitted the lowest tender price. Auzcon Pty Ltd received the highest ranking from the selection panel based upon the selection criteria. At the tender clarification meeting on 28 April 2016, Auzcon Pty Ltd demonstrated a thorough understanding of the project requirements, in particular how to manage major stormwater events and the day to day creek flows through the construction site. Auzcon Pty Ltd have also developed a special machine that can construct the concrete invert drain at the required grade of 0.2 percent. This machine has recently been successfully used on a recent similar project for Council. The construction period submitted is 10 weeks. Pentacon Pty Ltd submitted a comprehensive tender and demonstrated relevant project experience; however their tender price was not competitive. Pentacon Pty Ltd’s construction period of 21 weeks was significantly longer than several of the other submissions. Hazell Brothers (Qld) Pty Ltd submitted a comprehensive tender and demonstrated relevant project experience; however their tender price was not as competitive.



Palmgrove Holdings Pty Ltd submitted a competitive tender price. Their submitted methodology required clarification at a tender clarification meeting held on 28 April 2016. The evaluation panel did not consider that Palmgrove Holdings Pty Ltd’s methodology appropriately demonstrated the management of continual creek flows throughout the construction period, to adequately ensure the construction of the concrete invert channel to the low tolerances required or suitably manage the batter revegetation. Elite Retaining Systems did not submit a competitive tender price or a detailed construction methodology. The two non-conforming tenders were non-conforming as they did not provide the complete mandatory tender documentation and were therefore not included in the tender evaluation process. 3. Strategic Implications 3.1 Legislative/Legal Implications

Due to value of work being greater than $200,000 Council called a public tender for the work through the LG Tender system in accordance with the Local Government Act 2009.

3.2 Corporate Plan / Operational Plan This project is consistent with the Corporate Plan outcome - Valuing Lifestyle: Stormwater infrastructure - drainage and other stormwater infrastructure across the region.

3.3 Policy Implications This project has been procured in accordance with the provisions of the following documents:

• Council’s Procurement Policy 10-2150-006 • Local Government Act 2009 • Local Government Regulation 2012 Chapter 6.

3.4 Risk Management Implications The project has been assessed and the following issues identified. The manner in which the possible impact of these are minimised is detailed below. A third party review of the financial status was recently completed and the successful tenderer was rated “satisfactory and above” Construction risks a. The tendered methodology has been assessed and further discussed at a tender clarification

meeting with the successful tenderer to ensure works within a public space and stormwater flow path are understood and can be managed.

b. An environmental management plan is required to be submitted and approved prior to work commencing to ensure sediment and erosion can be successfully managed.

Workplace Health & Safety and risk to public: a. Prior to construction commencing on site, the contractor will be required to submit to Council, for

approval, workplace health and safety plans and pedestrian and traffic management plans. Regular audits of these plans will be undertaken by Council inspectors throughout the construction period to ensure compliance.

3.5 Delegated Authority Implications

There are no delegated authority implications associated with this project.



3.6 Financial Implications Council has allocated a total of $700,000 (excl. GST) for the construction in the 2016/17 Capital Works budget.

Council has been successful under the State Government’s 2015-2016 Community Resilience Fund in gaining funding for this project. The funding is for 40% of the project value to a maximum of $230,800. Tender price $ 387,170.00 Contingency (10%) $ 38,717.00 QLeave and supervision costs $ 20,000.00 ------------------ Total Project Cost $ 445,887.00 ========== The estimated ongoing operational/maintenance costs are $ 2,634 per financial year. The budget amount for this project is sufficient.

3.7 Economic Benefit The completion of the project will improve the flood capacity of the creek channel from the railway corridor to Leitchs Road and provide a system with adequate capacity to cater for larger catchment flows.

3.8 Environmental Implications Long grass and invasive species have become established in the floodway and the drainage reserve is difficult to maintain. The proposed works will allow better maintenance opportunities and the ability to control noxious weed infestation in the drainage reserve.


The project will provide improved flooding outcomes in the area. The proposed works will also improve maintenance of the drainage corridor allowing greater public usage opportunities.

3.10 Consultation / Communication Communication to residents and adjacent property owners will be undertaken utilising Council’s project update newsletter. The Divisional Councillor has been consulted and is supportive of the project



5 PARKS, RECREATION & SPORT SESSION (Cr Denise Sims - Proxy) ITEM 5.1 SUE MILLER PARK, ARANA HILLS - APPLICATION TO RENAME - DIVISION 10 Meeting / Session: 5 PARKS, RECREATION & SPORT Reference: A13272227 : 21 March 2016 Responsible Officer: BS, Technical Officer (ECM Engineering) Executive Summary A request has been received to amend a park name from “Sue Miller Park” to “Miller Park”. This report provides Council with background information relevant to the request and recommends that Council support the proposed park renaming. COMMITTEE RECOMMENDATION

Moved by Cr Matt Constance Seconded by Cr Adam Hain CARRIED 11/0

That Sue Miller Park in Cycas Street, Arana Hills be renamed “Miller Park”.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/790 17 May 2016 Report ITEM 5.1 SUE MILLER PARK, ARANA HILLS - APPLICATION TO RENAME - DIVISION 10 - A13272227 (Cont.)


OFFICER’S RECOMMENDATION That Sue Miller Park in Cycas Street, Arana Hills be renamed “Miller Park”. REPORT DETAIL 1. Background Pine Rivers Shire Council, at its General Meeting of Monday 17 March 1986, resolved that the area of parkland in Arana Hills known as “Grove Park”, be renamed “Sue Miller Park”.

Figure 1 - Extract from Council minutes 17 March 1986 In discussions with the former Division 10 Councillor, Brian Battersby, and Council officers, Sue Miller verbally requested the park be renamed “Miller Park” in recognition of her broader family. Although the request to amend the name is considered relatively minor, in accordance with the provisions of Council Policy No: 11-2150-039, Naming of Council Owned or Administered Buildings, Structures and other Assets (excluding roads), the matter requires consideration by Council.

Figure 2 - Sue Miller Park 2. Explanation of Item As the park was formally named by Council as ‘Sue Miller Park’, an amendment to the name requires consideration by Council.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/791 17 May 2016 Report ITEM 5.1 SUE MILLER PARK, ARANA HILLS - APPLICATION TO RENAME - DIVISION 10 - A13272227 (Cont.)


3. Strategic Implications 3.1 Legislative/Legal Implications

Nil

3.2 Corporate Plan / Operational Plan Valuing Lifestyle: Parks - opportunities for leisure activities through the provision of open space, parks and reserves.

3.3 Policy Implications The submitted application complies with and has all of the supporting documentation required under MBRC Policy No: 11-2150-039, Naming of Council Owned or Administered Buildings, Structures and other Assets (excluding roads).



3.6 Financial Implications The estimated cost to apply a veneer with the proposed name over the existing sign face is approximately $200.



Nil 3.9 Social Implications

Formal naming will provide improved awareness of, and the ability to recognise distinct locations within the region.

3.10 Consultation / Communication The proposed naming is supported by the Divisional Councillor.



ITEM 5.2 ELIZABETH ROAD RESERVE, GRIFFIN AND HENRY ROAD PARK, GRIFFIN - PROPOSED NAMING - DIVISION 4 Meeting / Session: 5 PARKS, RECREATION & SPORT Reference: A12349297: 6 May 2016 Responsible Officer: JS, Open Space Planning Officer (ECM Engineering) Executive Summary Council has purchased multiple parcels of land at Griffin for the primary purpose of establishing a district-level sporting facility. This report considers the formal naming of land described as Lot 1 RP30511, Lot 1 RP85288, Lot 2 RP85288 and Lot 415 S31135, currently known as the Elizabeth Road Reserve and Lot 2 RP139690, Lot 3 RP139690 and Lot 1 RP180245, currently known as Henry Road Park. The report recommends renaming the combined area covered by these lots as “Griffin Sports Complex” and “Griffin Environmental Reserve”, respectively. COMMITTEE RECOMMENDATION

Moved by Cr Julie Greer Seconded by Cr Koliana Winchester CARRIED 11/0

1. That subject to the outcome of public advertising, Council approves the naming of Lot 1 RP30511, Lot 1 RP85288, Lot 2 RP85288 and Lot 415 S31135 as the “Griffin Sports Complex”.

2. That subject to the outcome of public advertising, Council approves the naming of Lot 2 RP139690, Lot 3 RP139690 and Lot 1 RP180245 as “Griffin Environmental Reserve”.

3. That the proposal to name the parks be advertised in local newspapers with the opportunity for public submissions open for a period of 28 days.

4. That should adverse submissions be received following the advertised period, the matter be referred back to Council in a subsequent report.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 16/793 17 May 2016 Report ITEM 5.2 ELIZABETH ROAD RESERVE, GRIFFIN AND HENRY ROAD PARK, GRIFFIN - PROPOSED NAMING - DIVISION 4 - A12349297 (Cont.)


OFFICER’S RECOMMENDATION 1. That subject to the outcome of public advertising, Council approves the naming of Lot 1 RP30511,

Lot 1 RP85288, Lot 2 RP85288 and Lot 415 S31135 as the “Griffin Sports Complex”.

2. That subject to the outcome of public advertising, Council approves the naming of Lot 2 RP139690, Lot 3 RP139690 and Lot 1 RP180245 as “Griffin Environmental Reserve”.

3. That the proposal to name the parks be advertised in local newspapers with the opportunity for public

submissions open for a period of 28 days.

4. That should adverse submissions be received following the advertised period, the matter be referred back to Council in a subsequent report.

REPORT DETAIL 1. Background Council has purchased multiple parcels of land in Griffin for the establishment of a district-level sports facility. The land extends from Elizabeth Road to Dohles Rocks Road and includes frontage to Henry Road (Figure 1). The northern parcels identified as Lot 1 RP30511, Lot 1 RP85288, Lot 2 RP85288 and Lot 415 S31135RP85288 front Elizabeth Road and are currently referred to as Elizabeth Road Reserve. The southern parcels identified as Lot 2 RP139690, Lot 3 RP139690 and Lot 1 RP180245 have frontage to Henry Road and Dohles Rocks Road and are currently referred to as Henry Road Park. An historic search of both areas has been undertaken and there is no evidence of formal park naming of these sites. It can therefore be assumed that the existing names have been derived from the adjacent road names, which reflects the standard, ‘default’ naming convention.



Figure 1: Elizabeth Road Reserve and Henry Road Park locality plan The Griffin Local Area Plan identified an area of land generally corresponding with the above parcels, for the development of a local sporting facility. Through the subsequent acquisition of Lot 1 RP30511 in 2012, the site became suitable for the development of a district-level facility.



The Elizabeth Road Reserve (ERR) Master Plan has been finalised and will guide the development of a district sporting facility with a variety of passive recreation activities throughout the site (refer to Figure 2). Having regard for environmental and topographic restrictions associated with the land, the ERR master plan identifies two distinct areas; a northern active sports and recreation precinct and a southern passive recreation and environmental precinct.

As the next phase of planning continues for the facility, it is timely for Council to consider the formal naming of the site. 2. Explanation of Item The master plan identifies two major areas within the site and because of their distinct functions, it is recommended that the precincts have names that reflect their primary functions: • Northern Precinct:

o Function: Active sports and recreation o Lots: Lot 1 RP30511, Lot 1 RP85288, Lot 2 RP85288 and Lot 415 S31135 o Proposed Name: Griffin Sports Complex

• Southern Precinct:

o Function: Environmental protection and supporting passive recreation o Lots: Lot 2 RP139690, Lot 3 RP139690 and Lot 1 RP180245 o Proposed Name: Griffin Environmental Reserve

Figure 2: Elizabeth Road Reserve Master Plan



Figure 3: Precincts

Council Policy (11-2150-039) Naming of Council Owned or Administered Buildings, Structures and Other Assets (excluding roads) recommends that the locality of the land and the intended use be considered in relation to the naming of sporting complexes. 3. Strategic Implications 3.1 Legislative/Legal Implications

Nil

3.2 Corporate Plan / Operational Plan Valuing Lifestyle: Parks - opportunities for leisure activities through the provision of open space, parks and reserves.

3.3 Policy Implications MBRC Policy No: 11-2150-039, Naming of Council Owned or Administered Buildings, Structures and other Assets (excluding roads) provides guidelines for the naming of Council parks and facilities.




3.5 Delegated Authority Implications Subject to no adverse submissions being received, the matter is to be referred to the Director of Engineering Construction and Maintenance for implementation.

3.6 Financial Implications The following financial implications relate to naming of the areas and the provision of appropriate signage. The costs do not reflect the subsequent development of the areas. For the Griffin Sports Complex, the estimated cost of fabricating and installing a new sign, in accordance with the Park and Open Space Signage Guidelines, is approximately $6,500. This level of signage would only be required in conjunction with the construction of the first stage of works in the Griffin Sports Complex. For the Griffin Environmental Reserve, the estimated cost of fabricating and installing a new sign (Level 2), in accordance with the Park and Open Space Signage Guidelines, is approximately $2,500.


3.8 Environmental Implications Naming of the environmental reserve will increase public perception and awareness of the purpose of the reserve.


Formal naming will provide improved awareness of, and the ability to recognise distinct locations within the region.

3.10 Consultation / Communication The proposed naming is supported by the Divisional Councillor. The proposed naming will be advertised in local newspapers with a period of 28 days during which time public submissions can be made and will be received. If adverse comments are received, then the matter will be reported back to Council for final consideration and direction. Where no adverse comments are received, the matter will be delegated to the Director of Engineering Construction and Maintenance for implementation.



6 LIFESTYLE & AMENITY SESSION (Cr Matt Constance) No items for consideration.

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Julie Greer) No items for consideration.



8 GENERAL BUSINESS ITEM 8.1 THE HILLS CARNIVALE - DIVISION 10 (MC) Cr Matt Constance spoke in relation to ‘The Hills Carnivale’ held at George Willmore Park in Ferny Hills on Saturday 10 May 2016. The annual community event included live entertainment, food and market stalls, rides, kid’s activities and fireworks. Cr Constance advised that the event was well attended and was a great success. Cr Constance acknowledged the efforts of staff in the organisation of this event which contributed to the success of the day. COMMITTEE RECOMMENDATION

Moved by Cr Matt Constance Seconded by Cr Julie Greer CARRIED 11/0

That Council acknowledge the efforts of staff in the organisation of The Hills Carnivale over the preceding weekend. CLOSURE There being no further business the Chairperson closed the meeting at 11.24am.

report - coordination committee meeting - 17 may 2016 · item 5.1 789 sue miller park, arana hills...

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