report - moreton bay region · the queensland beef expo and farming field day is set to be southern...

REPORT

Coordination Committee Meeting

Tuesday 6 June 2017 commencing at 10.38am

Strathpine Chambers 220 Gympie Road, Strathpine

CHAIRPERSON’S REPORT The recommendations contained within this report of the Coordination Committee meeting held 6 June 2017 are recommended to the Council for adoption. COUNCILLOR ALLAN SUTHERLAND (MAYOR) CHAIRPERSON COORDINATION COMMITTEE Membership = 13 Quorum = 7 Mayor and all Councillors

ENDORSED GM20170606

Adoption Extract from General Meeting – 6 June 2017 (Page 17/1063) 12.2 Coordination Committee Meeting - 6 June 2017

(Pages 17/1064 - 17/1083)

RESOLUTION

Moved by Cr Mick Gillam Seconded by Cr Adrian Raedel CARRIED 13/0

That the report and recommendations of the Coordination Committee meeting held 6 June 2017 be adopted.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE a 6 June 2017 Report

COORDINATION COMMITTEE MEETING PAGE a 6 June 2017 Report

LIST OF ITEMS 1 GOVERNANCE SESSION (Cr Allan Sutherland, Mayor)

ITEM 1.1 1065 ATTENDANCE QUEENSLAND BEEF EXPO AND FARMING FIELD DAY - REGIONAL

COMMITTEE RECOMMENDATION

REPORT DETAIL

ITEM 1.2 1067 PROCUREMENT POLICY - REGIONAL

COMMITTEE RECOMMENDATION REPORT DETAIL

2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam)

3 CORPORATE SERVICES SESSION (Cr Adrian Raedel)

4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery)

ITEM 4.1 1071 REDCLIFFE - REDCLIFFE JETTY - FINGER AND PONTOON RENEWAL - DIVISION 6


REPORT DETAIL

5 PARKS, RECREATION & SPORT SESSION (Cr Darren Grimwade)

6 LIFESTYLE & AMENITY SESSION (Cr Matt Constance)

ITEM 6.1 1077 FEES AND CHARGES FOR VOLUNTEER-MANAGED COMMUNITY CENTRES AND HALLS - REGIONAL

COMMITTEE RECOMMENDATION REPORT DETAIL

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Julie Greer)

ITEM 7.1 1080 EXTENSION OF LEASE TERM FOR THE STATE OF QUEENSLAND (REPRESENTED BY THE DEPARTMENT OF HOUSING AND PUBLIC WORKS) OF “LEASE H” AT 199 GYMPIE ROAD, STRATHPINE - DIVISION 8


REPORT DETAIL

8 GENERAL BUSINESS

ITEM 8.1 1083 REGIONAL EVENTS

ITEM 8.2 1083 AUSTRALIAN SMART COMMUNITIES CONFERENCE

CLOSURE

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1064 6 June 2017 Report

COORDINATION COMMITTEE MEETING PAGE 17/1064 6 June 2017 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 Cr Darren Grimwade Cr Adrian Raedel Officers: Chief Executive Officer (Mr Daryl Hitzman) Director Community & Environmental Services (Mr Bill Halpin) Director Planning & Economic Development (Mr Stewart Pentland) Director Engineering, Construction & Maintenance (Mr Tony Martini) Director Executive & Property Services (Ms Anne Moffat) Manager Financial and Project Services (Mr Keith Pattinson) Meeting Support (Mr Taylor Davis) Apologies: Nil 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)



1 GOVERNANCE SESSION (Cr Allan Sutherland, Mayor) ITEM 1.1 ATTENDANCE QUEENSLAND BEEF EXPO AND FARMING FIELD DAY - REGIONAL Meeting / Session: 1 GOVERNANCE Reference: A15322685 : 30 May 2017 Responsible Officer: TD, Junior Executive Assistant (EPS Executive Services) Executive Summary This report seeks approval for the attendance of Councillors to the Queensland Beef Expo and Farming Field Days in Toowoomba from 30 August - 1 September 2017. COMMITTEE RECOMMENDATION

Moved by Cr Adam Hain Seconded by Cr Peter Flannery CARRIED 13/0

1. That Councillor Adam Hain be authorised to attend the Queensland Beef Expo and Farming Field Days in Toowoomba from 30 August - 1 September 2017.

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

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1066 6 June 2017 Report ITEM 1.1 ATTENDANCE QUEENSLAND BEEF EXPO AND FARMING FIELD DAY - REGIONAL - A15322685 (Cont.)


OFFICER’S RECOMMENDATION 1. That Councillor Adam Hain be appointed to attend the Queensland Beef Expo and Farming Field

Days in Toowoomba from 30 August - 1 September 2017. 2. That the Chief Executive Officer arrange for officer attendance at this event as appropriate. REPORT DETAIL 1. Background Advice has been received that the Queensland Beef Expo and Farming Field Days event will be held in Toowoomba from 30 August - 1 September 2017. Cr Hain has advised of his interest in attending. 2. Explanation of Item The Queensland Beef Expo and Farming Field Day is set to be Southern Queensland’s largest event , showcasing products and services used within the beef farming industry. The event will also showcase other products and services valuable to the farming and agricultural industry. 3. Strategic Implications 3.1 Legislative/Legal Implications

There are no direct legislation/legal implications arising from this report.

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 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 Funds have been provided in the Budget.

3.7 Economic Benefit It is envisaged that attendance at this event will help inform how this event may provide an economic generator for the Moreton Bay 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 Consultation has been undertaken with Councillors, Chief Executive Officer and Director Executive and Property Services. Councillor Adam Hain has advised of his interest in attending.

ATTENDANCE Keith Pattinson (Manager Financial and Project Services) attended the meeting at 10.42am for discussion of item 1.2.



ITEM 1.2 PROCUREMENT POLICY - REGIONAL Meeting / Session: 1 GOVERNANCE Reference: A15260626 : 18 May 2017 - Refer Supporting Information A15260571 Responsible Officer: CH, Financial Operations Manager (CEO Financial Operations) Executive Summary The purpose of this report is to adopt the reviewed Procurement Policy 2150-006. COMMITTEE RECOMMENDATION

Moved by Cr Adrian Raedel Seconded by Matt Constance CARRIED 13/0

That the Procurement Policy 2150-006 as amended, be adopted.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1068 6 June 2017 Report ITEM 1.2 PROCUREMENT POLICY - REGIONAL - A15260626 (Cont.)


OFFICER’S RECOMMENDATION That the Procurement Policy 2150-006 as amended, be adopted. REPORT DETAIL 1. Background In accordance with section 198 of the Local Government Regulation 2012, Council must adopt a policy about procurement, and review the policy annually. 2. Explanation of Item The procurement policy must include details of the principles, including the sound contracting principles that the local government will apply in the financial year for purchasing goods and services. Council’s Procurement Policy 2150-006 has been reviewed and some minor wording changes made. 3. Strategic Implications 3.1 Legislative/Legal Implications

In accordance with section 198 of the Local Government Regulation 2012:

(i) A local government must prepare and adopt a policy about procurement (a procurement policy).

(ii) The procurement policy must include details of the principles, including the sound contracting principles that the local government will apply in the financial year for purchasing goods and services.

(iii) A local government must review its procurement policy annually.

3.2 Corporate Plan / Operational Plan Strengthening Communities: Strong local governance - strong leadership and governance.

3.3 Policy Implications All purchases of goods and services by Council are to be in accordance with the Procurement Policy 2150-006.

3.4 Risk Management Implications Nil

3.5 Delegated Authority Implications Nil

3.6 Financial Implications Value for Money and Open and Effective Competition are two of the sound contracting principles of the policy.

3.7 Economic Benefit The Development of Competitive Local Business and Industry is one of the sound contracting principles of the policy.


Environmental Protection is one of the sound contracting principles of the policy. 3.9 Social Implications

Nil

3.10 Consultation / Communication The policy has been reviewed by the Legal Services Department.



ATTENDANCE Keith Pattinson (Manager Financial and Project Services) left the meeting at 10.44am after discussion of item 1.2.



2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam) No items for consideration.

3 CORPORATE SERVICES SESSION (Cr Adrian Raedel) No items for consideration.



4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery) ITEM 4.1 REDCLIFFE - REDCLIFFE JETTY - FINGER AND PONTOON RENEWAL - DIVISION 6 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A15263723 : 29 May 2017 - Refer Confidential Supporting Information

A15209903 Responsible Officer: NM, Senior Project Manager (ECM Project Management & Construction) Executive Summary Tenders were invited for the ‘Redcliffe - Redcliffe Jetty - Finger and Pontoon Renewal (MBRC006408 )’ project. The tender closed on 9 May 2017 with a total of seven tenders received, one of which was non-conforming. It is recommended that Council award the contract to Waterway Constructions Pty Ltd for the amount of $2,540,831.30 (excl. GST) as this tender was evaluated as representing the best overall value to Council. COMMITTEE RECOMMENDATION

Moved by Cr Koliana Winchester Seconded by Cr James Houghton CARRIED 13/0

That Council award the tender for the ‘Redcliffe - Redcliffe Jetty - Finger and Pontoon Renewal (MBRC006408)’ project to Waterway Constructions Pty Ltd for the amount of $2,540,831.30 (excl. GST).

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1072 6 June 2017 Report ITEM 4.1 REDCLIFFE - REDCLIFFE JETTY - FINGER AND PONTOON RENEWAL - DIVISION 6 - A15263723 (Cont.)


OFFICER’S RECOMMENDATION That Council award the tender for the ‘Redcliffe - Redcliffe Jetty - Finger and Pontoon Renewal (MBRC006408)’ project to Waterway Constructions Pty Ltd for the amount of $2,540,831.30 (excl. GST). REPORT DETAIL 1. Background This project is located at the Redcliffe Jetty, Redcliffe Parade, Redcliffe. The project scope includes the re-construction of the two fingers including renewal of the concrete decking and the pontoon system including the gangways. The works are programmed to commence at the end of the whale watching season. During construction, the jetty will remain open to the public to the eastern extent of the jetty head, with vessels relocating for the duration of the works. Demolition works on both fingers will be undertaken concurrently to allow the works to be completed prior to the next whale watching season and to minimise the closure duration of the jetty. The works are expected to commence in November 2017, following the whale watching season, and take 22 weeks to complete, weather permitting.

Figure 1 - Redcliffe Jetty site location



Figure 2 - Redcliffe Jetty - general arrangement

2. Explanation of Item Tenders for the ‘Redcliffe - Redcliffe Jetty - Finger and Pontoon Renewal (MBRC006408)’ project closed on 9 May 2017 with a total of six conforming tenders and one non-conforming tender received. 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 tenderers with their evaluation scores are tabled below (ranked from highest to lowest):

RANK TENDERER EVALUATION SCORE

1 Waterway Constructions Pty Ltd 97.84

2 Brady Marine and Civil Pty Ltd 95.82

3 Auzcon Pty Ltd 95.09

4 Ecospec Pty Ltd 90.03

5 The Marina Specialist Trading as The Jetty Specialist 73.57

6 The Marina Specialist (ALTERNATIVE) 68.15

7 Waterway Constructions Pty Ltd (ALTERNATIVE) Non-conforming



Waterway Constructions Pty Ltd submitted the second lowest tender price and received the highest total evaluation score from the assessment team based upon the evaluation criteria. A tender clarification meeting was held with Waterway Constructions Pty Ltd on 16 May 2017 at which Waterway Constructions Pty Ltd confirmed the company had a clear understanding of the construction requirements and had extensive experience on projects of a similar scale and complexity. Brady Marine and Civil Pty Ltd received the second highest total evaluation score and submitted the third lowest priced tender. A tender clarification meeting was held with Brady Marine and Civil Pty Ltd on 16 May 2017 at which Brady Marine and Civil Pty Ltd confirmed they had extensive experience on similar projects. The submission from Brady Marine and Civil Pty Ltd demonstrated the necessary experience to complete the job; however their submitted price was not as competitive. Auzcon Pty Ltd received the third highest total evaluation score from the assessment team. A tender clarification meeting was held with Auzcon Pty Ltd on 16 May 2017. Auzcon Pty Ltd demonstrated the company had limited experience completing comparable projects. Although Auzcon Pty Ltd submitted the lowest tendered price, the uncertainty and risk in their methodology and limited experience completing comparable projects resulted in a lower tender evaluation score. The non-conforming tender which provided an alternative construction method for pre-casting of the headstock is not endorsed by the design consultant as it would not provide adequate support for the existing piles. 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: Quality recreation and cultural opportunities - active recreation opportunities.

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 risk has been assessed and the following issues identified. The manner in which the possible impact of these risks are minimised is detailed below. Financial Risks: a. A third party review of financial status has been carried out and the recommended tenderer was

rated ‘sound’. Construction Risks: a. Council’s design consultant will be commissioned to undertake construction phase supervision to

provide RPEQ certification of the completed works. b. The proposed works will be undertaken in accordance with the associated approvals to ensure

compliance with the approval conditions. c. The contractor will provide a Construction Plan and associated program of works that will ensure

all works will be conducted in an appropriate manner and adhere to requirements of works within a marine park environment. Works will be coordinated in and around the whale watching season with alternative berthing arrangements to be implemented when necessary.

d. A site specific environmental management plan will be developed and submitted as a requirement of the Marine Parks Permit, for approval prior to commencing work on site. This plan will be monitored throughout the construction phase to ensure compliance permit requirements.



e. Whilst demolition is underway, all environmental controls will be in place to ensure demolition materials do not enter the water. These items will all be transferred via a tug and barge to the permanent Waterway yard in Murarrie and then unloaded onto trucks and taken to the concrete recyclers at Nudgee.

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 and pedestrian and traffic/marine vessel 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 $3,600,000 (excl GST) in the 2017/18 Capital Works Budget for this project, to be debited to budget number 45260. Tender price (construction) $ 2,540,831.30 Contingency (10%) $ 255,000.00 QLeave and consultant costs $ 43,000.00 --------------------- Total Project Cost $ 2,838,831.30 ============ As the works are a renewal project, there is no anticipated increase to the ongoing operational costs. The budget amount for this project is sufficient.

3.7 Economic Benefit The project will reduce current ongoing maintenance costs associated with maintaining the serviceability of the jetty fingers and pontoons, in particular the berthing piles on the northern finger.

3.8 Environmental Implications The project is located within the Moreton Bay Marine Park. A site specific environmental management plan will be required to be submitted to Council and the Department of National Parks Recreation, Sport and Racing (Marine Parks Permit) for approval prior to work commencing on site. This plan will be monitored throughout the construction phase to ensure compliance.

3.9 Social Implications

The project has positive social implications by reducing ongoing maintenance on the jetty which impacts the usability of the jetty fingers and pontoons.

3.10 Consultation / Communication Consultation has been undertaken with Brisbane Whale Watching regarding the timing of the works. In addition, notification will be provided to marine vessel operators who have mooring permits at the Redcliffe Jetty to seek alternative arrangements and relocate to alternative berthing facilities if required during construction. Project Notices will also be issued well in advance to advise the general public of the partial closure of the jetty. The jetty to the half-way house will remain open during construction. The Divisional Councillor has been consulted regarding this project and is supportive of the project and its outcomes.



5 PARKS, RECREATION & SPORT SESSION (Cr Darren Grimwade) No items for consideration.



6 LIFESTYLE & AMENITY SESSION (Cr Matt Constance) ITEM 6.1 FEES AND CHARGES FOR VOLUNTEER-MANAGED COMMUNITY CENTRES AND HALLS - REGIONAL Meeting / Session: 6 LIFESTYLE & AMENITY Reference: A14982324: 19 April 2017 - Refer Supporting Information A15118280 Responsible Officer: JH, Facilities Officer (CES Sport & Recreation) Executive Summary Community centre and hall management committees are required to provide council with an annual schedule of hire fees for endorsement under their management agreements. Council officers have been working with the management committees to standardise the fee structure across the region. The proposed 2017/18 schedule of hire fees is provided for council’s endorsement. COMMITTEE RECOMMENDATION

Moved by Cr Mick Gillam Seconded by Cr Koliana Winchester CARRIED 13/0

That Council endorse the 2017/18 schedule of hire fees for centres and halls provided by the various community centre and hall management committees appearing in Supporting Information #1.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1078 6 June 2017 Report ITEM 6.1 FEES AND CHARGES FOR VOLUNTEER-MANAGED COMMUNITY CENTRES AND HALLS - REGIONAL - A14982324 (Cont.)


OFFICER’S RECOMMENDATION That Council endorses the 2017/18 schedule of hire fees for centres and halls provided by the various community centre and hall management committees appearing in Supporting Information #1. REPORT DETAIL 1. Background Thirty-nine council community centres and halls are managed by volunteer management committees. The management agreements under which the committees operate require them to review and set hire fees and provide these annually to council for endorsement. There are some differences in how management committees structure their fees. Council officers having sought feedback from the management committees have developed a recommended fee structure. Where management committees adopt the recommended fee structure there is minimal impact on regular hirers. Management committees of twenty-four centres and halls have provided their 2017/18 fees in the recommended structure. Council officers will continue to work with the other committees to assist with transition to the new fee structure in future years. 2. Explanation of Item Management committees have submitted their 2017/18 financial year hire fees for council endorsement as per Supporting Information #1. Council officers have reviewed and support the proposed fees. Operating costs for community centres and halls vary due to the type of building, the level of amenity available and the location, with income dependant on levels of usage. The committees determine their fees to ensure adequate cover for operational costs and to meet management agreement responsibilities including cleaning, maintenance and electricity charges. Sound financial management can reduce Council’s ongoing costs in maintaining the buildings. 3. Strategic Implications 3.1 Legislative/Legal Implications

Under the terms of the management agreements, the committees are required to seek Council approval for proposed hire fees.

3.2 Corporate Plan / Operational Plan Valuing Lifestyle: Quality recreation and cultural opportunities - places to discover, learn, play and imagine.

3.3 Policy Implications There are no known policy implications.

3.4 Risk Management Implications There are no known risk management implications.

3.5 Delegated Authority Implications The CEO has delegated authority to approve amended fees if justified.

3.6 Financial Implications Income from fees cover management committee operational costs including cleaning, minor maintenance and electricity charges. Sound facility management by committees can reduce Council’s ongoing costs in maintaining the buildings.

3.7 Economic Benefit

There are no known economic benefit implications.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1079 6 June 2017 Report ITEM 6.1 FEES AND CHARGES FOR VOLUNTEER-MANAGED COMMUNITY CENTRES AND HALLS - REGIONAL - A14982324 (Cont.)


3.8 Environmental Implications There are no known environmental implications.

3.9 Social Implications

Well-managed and resourced community centres and halls benefit the community by providing local spaces for community activities and events.

3.10 Consultation / Communication All Divisional Councillors



7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Julie Greer) ITEM 7.1 EXTENSION OF LEASE TERM FOR THE STATE OF QUEENSLAND (REPRESENTED BY THE DEPARTMENT OF HOUSING AND PUBLIC WORKS) OF “LEASE H” AT 199 GYMPIE ROAD, STRATHPINE - DIVISION 9 Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A15301743 : 26 May 2017 - Refer Supporting Information: A15304022 Responsible Officer: C.P., Land and Leasing Coordinator (EPS Property & Commercial Services) Executive Summary The State of Queensland (represented by the Department of Housing and Public Works) (“DHPW”) currently lease the area known as “Lease H” at 199 Gympie Road, Strathpine (“the Premises”). The lease of the Premises (“the Lease”) is due to expire on 31 May 2017. DHPW have requested an extension of the Lease term. A resolution of Council is required to renew or extend the term of the Lease under the Local Government Regulation 2012 (“the Regulation”) other than by tender or auction. COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr Mick Gillam CARRIED 13/0

1. That Council approve the renewal of the lease described as “Lease H” at 199 Gympie Road, Strathpine to the State of Queensland (represented by the Department of Housing and Public Works) on the terms specified in this report.

2. That the exception contained in section 236(1)(c)(iii) of the Local Government Regulation 2012 applies to the Council on the disposal of the land referred to in recommendation 1.

3. That Council authorise the Chief Executive Officer to take all action necessary to complete the lease described in recommendation 1.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1081 6 June 2017 Report ITEM 7.1 EXTENSION OF LEASE TERM FOR THE STATE OF QUEENSLAND (REPRESENTED BY THE DEPARTMENT OF HOUSING AND PUBLIC WORKS) OF “LEASE H” AT 199 GYMPIE ROAD, STRATHPINE - DIVISION 9 - A15301743 (Cont.)


OFFICER’S RECOMMENDATION 1. That Council approve the renewal of the lease described as “Lease H” at 199 Gympie Road,

Strathpine to the State of Queensland (represented by the Department of Housing and Public Works) on the terms specified in this report.

2. That the exception in section 236(1)(c)(iii) of the Local Government Regulation 2012 may apply to the Council on the disposal of the land referred to in recommendation 1 other than by tender or auction.

3. That Council authorise the Chief Executive Officer to do all things necessary to implement recommendation 1.

REPORT DETAIL 1. Background DHPW has been a tenant of the Premises under the Lease, which commenced on 1 June 2011 and was due to expire on 31 May 2014. The Lease contained a 1 x 3 year option, which DHPW exercised, so that the Lease term was extended to 31 May 2017. DHPW have requested an extension of the Lease term by two years, so that the new expiry date of the Lease will be 31 May 2019. They have also requested a 2 x 1 year option, however they have indicated they would consider a 1 x 2 year option. An outline of the Premises is provided in Annexure #1. 2. Explanation of Item DHPW currently pays rent in an appropriate amount, and Council will renew the Lease for a period of 2 years with an option period totalling a further 2 years (the configuration of which will be as agreed by the Chief Executive Officer). 3. Strategic Implications 3.1 Legislative/Legal Implications

Under the Local Government Regulation 2012 (“the Regulation”), the Council must lease property pursuant to an auction or tender process unless a relevant exception to this general requirement applies. Section 236(1)(c)(iii) of the Regulation provides that the Council may renew a lease to an existing tenant of the land without firstly conducting an auction or tender process. The Council must resolve that the exception can apply to it prior to the lease being entered into.

3.2 Corporate Plan / Operational Plan Creating Opportunities: Well-planned growth - a sustainable and well-planned community.

3.3 Policy Implications There is no Council Policy which specifically deals with the leasing of tenancies. However, the provisions of the Regulation as referred to in paragraph 3.1 apply.

3.4 Risk Management Implications Nil.

3.5 Delegated Authority Implications As per the recommendation, the Chief Executive Officer be authorised to take all action necessary to complete the Lease.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 17/1082 6 June 2017 Report ITEM 7.1 EXTENSION OF LEASE TERM FOR THE STATE OF QUEENSLAND (REPRESENTED BY THE DEPARTMENT OF HOUSING AND PUBLIC WORKS) OF “LEASE H” AT 199 GYMPIE ROAD, STRATHPINE - DIVISION 9 - A15301743 (Cont.)


3.6 Financial Implications Council will continue to receive the appropriate rental for this tenancy.

3.7 Economic Benefit Council will continue to receive the appropriate rental for this tenancy.


Nil. 3.9 Social Implications

Nil.

3.10 Consultation / Communication Nil.



8 GENERAL BUSINESS ITEM 8.1 REGIONAL EVENTS Cr James Houghton reported on the opening of the new 71m2 jumping pillow at Scarborough Beach Park on Wednesday 31 May, sharing his excitement with fellow Councillors about the new and ongoing elements being added to the Moreton Bay Region. Cr Mick Gillam referred to the first-ever Movie-in-the-Park event held at Pine Rivers Park on Saturday 3 June, thanking Council staff for their efforts in organising the event. Cr Mike Charlton (Deputy Mayor) also extended his appreciation for the Council staff involved in the well-attended event. Cr Adam Hain acknowledged the well-attended Old Skool Cars ‘N Street Machines event held in Caboolture on Saturday 3 June. Cr Hain noted that Moreton Bay Region Industry and Tourism Limited (MBRIT) were currently promoting the Moreton Bay Motor Show on Saturday 18 June in Pine Rivers Park and asked his colleagues to show and share in the lead-up to this event, highlighting the significance of such events within the region. ITEM 8.2 AUSTRALIAN SMART COMMUNITIES CONFERENCE The Mayor (Cr Allan Sutherland) reported on his attendance at the Australian Smart Communities Conference in Adelaide between Monday 29 May - Wednesday 31 May, recognising the technological information and ideas provided at the conference could help and inspire Council and the University of the Sunshine Coast with opportunities for the incorporation of such technology in the new university campus at The Mill site. The Mayor thanked Cr Matt Constance, Cr Darren Grimwade and Council officers for accompanying him to the event and noted possible interest in hosting a Smart Cities Conference in this region. CLOSURE There being no further business the Chairperson closed the meeting at 10.56am.

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