Agenda

 

 

 

Ordinary Meeting

 

Thursday, 24 February 2022

 

commencing at 9:00am

Council Chambers, 1 Omrah Avenue, Caloundra

 

Ordinary Meeting Agenda                                                              24 February 2022

TABLE OF CONTENTS

 

ITEM                                                         SUBJECT                                              PAGE NO

 

1                Declaration of Opening.. 5

2                WELCOME AND Opening.. 5

3                Record of Attendance and Leave of Absence. 5

4                Receipt and Confirmation Of Minutes.. 5

5                Mayoral Minute. 5

6                INFORMING OF CONFLICTs OF INTEREST. 5

6.1            PRESCRIBED CONFLICTS OF INTEREST. 5

6.2            DECLARABLE CONFLICTS OF INTEREST. 5

7                Presentations / Councillor Reports.. 5

8                Reports Direct to Council. 7

8.1            Quarterly Progress Report - Quarter 2 2021/22. 7

8.2            Flood Mapping and Information Community Engagement Outcomes  61

8.3            Disposal of Land - Whitecross Road, Bli Bli 115

8.4            Budget Review 2 - 2021/22. 125

8.5            January 2022 Financial Performance Report. 127

8.6            Audit Committee Meeting 24 January 2022. 143

9                Notified Motions.. 173

10              Tabling of Petitions.. 173

11              Confidential Session.. 173

12              Next Meeting.. 173

13              Meeting Closure.. 173

 

Ordinary Meeting Agenda                                                              24 February 2022

 

1            Declaration of Opening

On establishing there is a quorum, the Chair will declare the meeting open.

 

2            WELCOME AND Opening

3            Record of Attendance and Leave of Absence 

4            Receipt and Confirmation Of Minutes

That the Minutes of the Ordinary Meeting held on 27 January 2022 be received and confirmed.

5            Mayoral Minute

 

6            INFORMING OF CONFLICTs OF INTEREST

6.1         PRESCRIBED CONFLICTS OF INTEREST

Pursuant to section 150EL of the Local Government Act 2009 (the Act), a Councillor who has a prescribed conflict of interest in an issue to be considered at a meeting of the local government must –

(a)     immediately inform the meeting of the prescribed conflict of interest including the particulars stated in section 150EL(4) of the Act and

(b)     pursuant to section 150EM(2) of the Act must leave the place at which the meeting is being held, including any area set aside for the public, and stay away from the place while the matter is being discussed and voted on.

6.2         DECLARABLE CONFLICTS OF INTEREST

Pursuant to section 150EQ of the Local Government Act 2009, a Councillor who has a declarable conflict of interest in a matter to be considered at a meeting of the local government, must stop participating in the meeting and immediately inform the meeting of the declarable conflict of interest including the particulars stated in section 150EQ(4) of the Act.

If the Councillor with a declarable conflict of interest does not voluntarily decide not to participate in the decision, pursuant to section 150ES(3)(a) of the Act the eligible Councillors must, by resolution, decide

(a)       whether the Councillor may participate in the decision despite the Councillors conflict of interest or

(b)       that the Councillor must not participate in the decision and must leave the place at which the meeting is being held, including any area set aside for the public and stay away while the eligible Councillors discuss and vote on the matter.

The Councillor with the declarable conflict of interest must comply with any conditions the eligible Councillors impose per section 150ES(4) and (5) of the Act.

7            Presentations / Councillor Reports

 

Ordinary Meeting Agenda                                                              24 February 2022

8            Reports Direct to Council

8.1         Quarterly Progress Report - Quarter 2 2021/22

File No:                        Council Meetings

Author:                         Coordinator, Corporate Planning and Performance

Office of the CEO

Appendices:                App a - Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22                                                                                                      13 ⇩

App b - Operational Plan Activities Report Quarter 2, 2021/22 35 ⇩

 

purpose

This report presents the Quarterly Progress Report for Quarter 2, 2021/22. The report covers the period 1 October to 31 December 2021 and seeks to inform Council and the community on the progress of implementation of operational activities, significant projects and service highlights from Council’s Operational Plan 2021/22.

 

Executive Summary

Each quarter, Council receives a progress report on the delivery of the Operational Plan 2021/22. Once adopted, the report is published and made available to the community.

The report comprises:

·        Appendix A – Chief Executive Officer’s Quarterly Highlights Report Quarter 2, 2021/22

·        Appendix B – Operational Plan Activities Report Quarter 2, 2021/22.

Below is a summary of key highlights achieved throughout Quarter 2, 2021/22, grouped according to corporate plan goals.

 

Our Strong Community

·        $1,194,982 million in community grants were awarded across 310 applications to support our community organisations to deliver a wide range of service outcomes

·        More than 200 attendees and 40 stallholders participated in the First Nations Supplier Day event in November 2021 to create opportunities for Sunshine Coast First Nations businesses to build community support, brand identity and establish relationships with potential clients

·        Council donated 51 retired company phones (in addition to 49 previously donated in early 2021) to DV Safe Phone, a local not-for-profit charity supporting domestic violence victims to access help when its needed most.

 

Our Environment and Liveability

·        Council formally acknowledged the existence of a state of climate emergency in November 2021 and agreed to prepare a progress report on the Zero-net Emissions Plan and develop a Regional Climate Action Roadmap, governance structure and framework to support a whole-of-council response

·        After having been considered by the Queensland and Australian governments, Council’s nomination for the region to become a UNESCO biosphere arrived at UNESCO in Paris in October 2021 for consideration

·        Council’s Sunshine Coast Recreation Parks Plan 2021-2031 was adopted in December 2021 and will provide the framework for the delivery and management of functional and affordable recreation parks as well as delivering spaces for our community to enjoy.

 

Our Resilient Economy

·        NEXTDC acquired Council’s International Broadband Submarine Cable landing station in December 2021, and in doing so will deliver unprecedented expertise and significant quality assurance for customers who store their data at the data centre and stimulate investment and job opportunities within the region

·        70% (or $70.3 million) of Council’s total available purchasing spend for the quarter went to local businesses

·        $15.8 million in estimated economic benefit was generated from 15 Sunshine Coast events with 37,500 guests attending.

 

Our Service Excellence

·        More than 50 environmental sensors were installed across the Sunshine Coast to research the effects of increasing heat in our urban and peri-urban areas, enabling us to improve future design decisions and develop better mitigation strategies for urban heat

·        $5.4 million was invested to rehabilitate and resurface 7.2 kilometres of local roads to improve the safety of these roads for our community (total area of 69,693m2)

·        68,706 customers were assisted through the development and customer contact centres.

 

Our Outstanding Organisation

·        In December 2021, Council agreed to retain the level 8 and level 9 of the Sunshine Coast City Hall.  Level 9 will be used for civic and community purposes providing opportunities for our community to connect through community events, citizenship ceremonies and engagement activities

·        Council coordinated several initiatives, events and competitions to engage with staff and celebrate safe behaviours as part of our commitment to wellbeing, health and safety during National Safe Work Month in October 2021

·        Council and Council staff received seven awards during this period, including:

o  Caloundra Main Street Urban Revitalisation project was awarded the National Landscape Architecture Award for Urban Design at the Australian Institute of Landscape Architects 2021 National Awards.

o  The Mooloolaba Foreshore Revitalisation project (boardwalk and parkland) was awarded for its excellence in environment responsibility in design by the Australian Institute of Horticulture Inc at the 2021 Annual Awards.

o  Council received three awards at the 2021 Institute of Public Works Engineering Australasia Queensland for the:

o  renewal of the Amarina Culvert at Mooloolaba in partnership with Interflow won best project under $1 million

o  Maroochy Groyne Project won the Excellence Award for best project between $1 million and $2 million and received a High Commendation for Coastal Engineering, and

o  Ross Ullman, Project Director Sunshine Coast Airport Expansion Sunshine Coast Council received the prestigious Excellence Award for the Engineer of the Year.

o  The Sunshine Coast Design Book (Yellow Book) was awarded a commendation in the Strategic Planning category at the Planning Institute of Australia 2021 Awards for Planning Excellence.

o  Warren Bunker, Group Executive, Liveability and Natural Assets Group, Sunshine Coast Council was awarded a Life Fellow of the Planning Institute of Australia.

 

Officer Recommendation

That Council:

(a)     receive and note the report titled “Quarterly Progress Report - Quarter 2 2021/22”

(b)     note the Chief Executive Officer’s Quarterly Highlights Report - Quarter 2, 2021/22 (Appendix A) and

(c)     note the Operational Plan Activities Report - Quarter 2, 2021/22 (Appendix B) reporting on implementation of the Corporate and Operational Plans.

Finance and Resourcing

This report is developed and funded within the current operational budget.

Financial reporting information is not included in this report. A Financial Performance Report is provided to Council each month covering operating revenue and expenses and capital programs.

 

Corporate Plan

Corporate Plan Goal:      Our outstanding organisation

Outcome:                         We serve our community by providing this great service

Operational Activity:       S30 - Governance – providing internal leadership, legal opinion, governance and audit functions ensuring legislative accountability, transparency and ethical obligations are supported.

Consultation

Councillor Consultation

This report has been discussed with Councillor J Natoli and Councillor E Hungerford as Portfolio Councillors for Our Outstanding Organisation prior to the Ordinary Meeting.

Internal Consultation

Consultation has occurred with relevant Coordinators, Managers and each Group Executive to provide accurate information on service delivery and operational plan activities.

This is a whole of Council report and consultation involves all Groups of Council:

·        Built Infrastructure Group

·        Business Performance Group

·        Customer Engagement and Planning Services Group

·        Economic and Community Development Group

·        Liveability and Natural Assets Group

·        Office of the Mayor and Office of the CEO.

 

External Consultation

There has been no external consultation in relation to this report.

Community Engagement

There has been no community engagement in relation to this report.

Proposal

Under section 174(3) of the Local Government Regulation 2012, the Chief Executive Officer is required to provide a regular report to a Council meeting outlining the progress in delivering on the outcomes in its operational plan.

Progress report

The Chief Executive Officer’s Quarterly Highlights Report – Quarter 2, 2021/22 (Appendix A) consists of a summary of achievements under each of the corporate plan goals, as reflected in the structure of Council’s Operational Plan 2021/22.

Operational Plan Activities Report - Quarter 2, 2021/22 (Appendix B) provides details on the implementation of the 70 activities outlined in Council’s Operational Plan 2021/22. It includes the status of each activity covering percentage complete, on time and on budget indicators as well as progress commentary.

Legal

This report meets the requirements of section 174(3) of the Local Government Regulation 2012.

Policy

There is no policy associated with the presentation of a quarterly progress report however it is a component of the Corporate Planning and Reporting Framework.

Risk

In accordance with Council’s Risk Management Framework, the risks and opportunities identified in relation to the quarterly progress report include:

·        reputation/public image: the report provides information on Council’s operational plan and service delivery with both qualitative and quantitative updates to the community

·        legislative: the report meets the legislative requirements of the Local Government Act 2009 and the Local Government Regulation 2012 and

·        business activity: the report keeps Council informed on the progress of the operational plan activities and risk associated with their budget and schedule.

Previous Council Resolution

Ordinary Meeting 10 November 2021 (OM21/106)

That Council receive and note the report titled “Quarterly Progress Report - Quarter 1 2021/22”.

Related Documentation

·        Corporate Plan 2021-2025

·        Operational Plan 2021/22

·        Financial information provided to Council in the Financial and Capital management report.

Critical Dates

Quarterly Progress reports are usually presented to Council within eight weeks of the end of the calendar quarter, subject to the scheduled meeting cycle. The Local Government Regulation 2012 requires the report to be presented to Council at intervals of not more than three months.

Implementation

The report will be published and available for community access via Council’s website and a digital copy will be provided to the State Library.

 

 

Ordinary Meeting Agenda

Item 8.1            Quarterly Progress Report - Quarter 2 2021/22

Appendix A     Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

24 February 2022

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 1

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 2

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 3

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 4

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 5

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 6

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 7

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 8

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 9

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 10

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 11

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 14

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 15

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 17

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 18

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 19

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 20

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

Page: 21

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Chief Executive Officer’s Quarterly Highlight Report Quarter 2, 2021/22

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Ordinary Meeting Agenda

Item 8.1            Quarterly Progress Report - Quarter 2 2021/22

Appendix B     Operational Plan Activities Report Quarter 2, 2021/22

24 February 2022

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

Page: 1

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

Page: 2

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

Page: 7

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

Page: 16

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

Page: 24

 

 

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Report: Quarterly Progress Report - Quarter 2 2021/22

Attachment: Operational Plan Activities Report Quarter 2, 2021/22

Page: 25

Ordinary Meeting Agenda                                                              24 February 2022

8.2         Flood Mapping and Information Community Engagement Outcomes

File No:                        Council meetings

Author:                         Coordinator Flooding and Stormwater

Built Infrastructure Group

Appendices:                App a - Maroochy River Flood Study (Under Separate Cover)...

App b - Mooloolah River Flood Study (Under Separate Cover)..

App c - Pumicestone Flood Study (Under Separate Cover).......

App d - Cornmeal Creek Flood Study (Under Separate Cover)..

App e - Addendum to Cornmeal Creek Flood Study (Under Separate Cover) 

App f - Doonan and Yandina Creek Flood Study (Under Separate Cover)      

App g - Obi Obi Creek Flood Study (Under Separate Cover)......

App h - Mary River Flood Study (Under Separate Cover)............

App i - Sunshine Coast Storm Tide Study (Under Separate Cover)

App j - Flood Modelling of Catchments Upstream of Ewen Maddock Dam (Under Separate Cover)...................................................................

App k - Alexandra Headland Master Drainage Study (Under Separate Cover)

App l - Caloundra Master Drainage Study (Under Separate Cover)        

App m - Landsborough Master Drainage Strategy (Under Separate Cover)    

App n - Nambour East Master Drainage Strategy (Under Separate Cover)     

App o - School Road, Maroochydore Master Drainage Study (Under Separate Cover).................................................................................................

App p - Cotton Tree to Picnic Point Master Drainage Plan (Under Separate Cover).................................................................................................

App q - Coolum Beach Master Drainage Study (Under Separate Cover)

App r - Kings and Shelly Beach Master Drainage Study (Under Separate Cover)                                                                                                            

App s - Maroochy North Shore Master Drainage Plan (Under Separate Cover)                                                                                                            

App t - Kawana Master Drainage Plan (Under Separate Cover).

App u - Maroochydore West Master Drainage Plan (Under Separate Cover)  

App v - Nambour West Master Drainage Plan (Under Separate Cover)  

App w - Beerwah Master Drainage Plan (Under Separate Cover)

App x - Nambour North Master Drainage Plan (Under Separate Cover) 

App y - SMDB Cane Drain Sizing Investigation (Under Separate Cover)

App z - Sunshine Coast Council Flood Risk Assessment Methodology (Under Separate Cover)................................................................................

Attachments:              Att 1 - Flood Mapping and Information Marketing and Engagement Report     73 ⇩

 

 

purpose

The purpose of this report is to advise on the outcomes of recent community engagement associated with Flood Mapping and Information and to seek Council’s endorsement of current flood study reports.

Executive Summary

On 19 August 2021 a report was presented to Council on Flood Mapping and Information and the recommendation to progress to community engagement was endorsed.

New content was prepared for the corporate website under the heading of Flood Mapping and Information. The layout of the website sought to anticipate typical themes of enquiry and direct people to supporting information prior to accessing the flood mapping. These themes of enquiry included:

·        Preparing for a flood event

·        Flood information relevant to building works

·        Land use planning and flood information relevant to development

·        Accessing flood and drainage study reports

·        Requesting data from flood models.

The flood mapping was provided in a Geographical Information Systems portal, and emergency preparedness content was replicated in Disaster Hub.

A Media Release was provided on 22 September 2021. Community engagement occurred from this date until 6 November 2021.

Community Engagement

The following is a summary of details presented in Attachment 1 – Flood Mapping and Information Marketing and Engagement Report.

Key Activities

A community engagement campaign was designed to support the release of new flood mapping and information. The primary purpose of the engagement was to promote the availability of the new and updated mapping products and to educate the community and industry in relation to the features and benefits of these products. The engagement was focussed around a campaign theme of ‘Helping our community understand flooding’.

Specific campaign branding for the community engagement was created, heavily based on the engagement branding developed for the Stormwater Management Strategy, to reinforce the link between flooding and stormwater.

Education material to support the mapping included diagrams, fact sheets, frequently asked questions, how-to videos and downloadable guides. This material was anchored in a newly created flood information page on Council’s corporate website. This page was promoted by paid advertising and through social media channels.

Customer Service staff were briefed and relevant InfoHub content pages were created or updated.

Unmanned information stalls were setup at the eight local libraries and were populated with bookmarks, brochures and fact sheets.

Community and Industry Groups as well as State and Federal Government elected representatives were contacted via email advising of the community engagement on new Flood Mapping and Information and offered briefing sessions. Building certifiers were additionally contacted via a Newsflash and were provided with specific details in relation to the proposed new Flood Hazard Area map for Building Regulation Purposes.

Engineers Australia facilitated a presentation to industry. Approximately 80 people attended.

A short 5-minute, 10 question survey was created to capture feedback on how easy the flood mapping and information was to use and interpret and seeking ideas on how it may be improved. Links to the survey were included in the various subpages of the Flood Mapping and Information website as well as in emails and quick response (QR) codes in briefing presentations.

Key Statistics

During the campaign period (22 Sept – 6 Nov 2021):

•        Flood Mapping and Information webpages were visited 12,186 times, including 8659 unique visits

•        flood mapping portal was accessed 3199 times

•        how-to videos were viewed a combined total of 306 times

•        111 paid adverts ran across three local radio stations

•        52 trackable links or quick response (QR) codes were used

•        Flood Mapping and Information story in the Our Sunshine Coast weekly newsletter received 301 unique clicks

•        two posts published on social media were displayed to 3385 users, with 77 users reading the post, 9 reacting to the post and 13 following through to the webpage

•        branded project bookmarks were popular at Library stalls, with more than 80% of bookmarks being taken at five out of eight libraries

•        Flood Mapping and Information pages consistently ranked within the top 50 pages viewed per week across the entire corporate website, through the period of the campaign

•        951 customer service enquiries were received that related to flooding or flood maps during the period of the campaign.

•        21 briefing sessions were held with industry and community stakeholders, the majority of which were online using Microsoft Teams.

•        the survey was accessed by 92 people. 11 responses were completed.

Outcomes

Metrics of the community engagement activities associated with the Flood Mapping and Information campaign demonstrates the significant effort invested in the campaign generated reasonable engagement interest within the community. This engagement interest only translated to a small number of completed surveys.

Stakeholders engaged in briefings were pleased to receive the information and had an expectation that Council would update mapping from time to time to ensure that the publicly available information remained accurate and relevant. Consultants, in particular, were pleased to have direct access to flood study reports and the existing case mapping from these reports. At the conclusion of briefings, stakeholders were asked and encouraged to provide feedback using the short online survey.

Whilst the lack of survey results is less than hoped for, the completed surveys indicated that respondents were generally satisfied. Further, it is considered that the limited survey response is an indication that people are generally satisfied. It is believed that had people perceived themselves to be adversely affected by the new mapping products, there would have been significant feedback. 

Next Steps

Should the recommendation be accepted by Council, it is proposed to:

1.       Continue to maintain and update public flood mapping products presented for community engagement, for consistency with contemporary methods and catchment conditions.

2.       Maintain Council’s Flood Mapping and Information webpages to serve as comprehensive explanatory supporting material for public flood mapping resources.

3.       Update the Insurance Council of Australia’s National Flood Information Database with flood data consistent with public flood mapping published by Council.

4.       Make Flood Studies and Master Drainage Planning Studies publicly available on Council’s website.

 

Officer Recommendation

That Council:

(a)     receive and note the report titled “Flood Mapping and Information Community Engagement Outcomes” and

(b)     note the outcomes of community engagement

(c)     endorse the following studies:

1.    Maroochy River Flood Study (Appendix A)

2.    Mooloolah River Flood Study (Appendix B)

3.    Pumicestone Flood Study (Appendix C)

4.    Cornmeal Creek Flood Study (Appendix D)

5.    Addendum to Cornmeal Creek Flood Study (Appendix E)

6.    Doonan and Yandina Creek Flood Study (Appendix F)

7.    Obi Obi Creek Flood Study (Appendix G)

8.    Mary River Flood Study (Appendix H)

9.    Sunshine Coast Storm Tide Study (Appendix I)

10.  Flood Modelling of Catchments Upstream of Ewen Maddock Dam (Appendix J)

11.  Alexandra Headland Master Drainage Study (Appendix K)

12.  Caloundra Master Drainage Study (Appendix L)

13.  Landsborough Master Drainage Strategy (Appendix M)

14.  Nambour East Master Drainage Strategy (Appendix N)

15.  School Road, Maroochydore Master Drainage Study (Appendix O)

16.  Cotton Tree to Picnic Point Master Drainage Plan (Appendix P)

17.  Coolum Beach Master Drainage Study (Appendix Q)

18.  Kings and Shelly Beach Master Drainage Study (Appendix R)

19.  Maroochy North Shore Master Drainage Plan (Appendix S)

20.  Kawana Master Drainage Plan (Appendix T)

21.  Maroochydore West Master Drainage Plan (Appendix U)

22.  Nambour West Master Drainage Plan (Appendix V)

23.  Beerwah Master Drainage Plan (Appendix W)

24.  Nambour North Master Drainage Plan (Appendix X)

25.  SMDB Cane Drain Sizing Investigation (Appendix Y) and

26.  Sunshine Coast Council Flood Risk Assessment Methodology (Appendix Z).

 

Finance and Resourcing

The communications planning and community engagement associated with the implementation of this report cost approximately $40,000 and was funded from operational budgets, over two financial years.

The investment in the flood studies and models that form the basis of the flood mapping and information presented in this report is around $2.5 million.

Corporate Plan

Corporate Plan Goal:      Our environment and liveability

Outcome:                         We serve our community by providing this great service

Operational Activity:       S14 - Sustainable growth and network planning – providing land use planning, social policy, infrastructure planning and charges, flood mapping, transportation planning and environmental initiatives.

Consultation

Councillor Consultation

A previous report on Flood Mapping and Information has been presented to Council on 19 August 2021 report (OM21/78) with the following consultation leading to the development of that report:

A Councillor workshop occurred on 10 May 2021.

Additional briefings were provided on:

·        20 May 2021 - Councillors T Landsberg, R Baberowski, J Natoli, T Hungerford and M Suarez

·        8th June 2021 - Councillor J O’Pray and Councillor P Cox

·        Following community engagement, as required by the 19 August 2021 Ordinary Meeting, follow up consultation for this report has been limited to the relevant Portfolio Councillor M Suarez and Councillor P Cox. The consultation was limited in recognition that community engagement did not require changes to the Flood Mapping and Information previously presented with the 19 August 2021 report.

Internal Consultation

The following Council officers have been consulted:

·        Coordinator, Planning Scheme and Projects, Strategic Planning Branch

·        Coordinator, Disaster Management, Built Infrastructure Group

·        Coordinator, Stormwater Services, Transport and Infrastructure Management Branch

·        Principal Development Engineer (Hydraulics), Engineering and Environmental Assessment, Development Services Branch

·        Coordinator, Planning Scheme Amendments, Strategic Planning Branch

·        Team Leader, Solutions Delivery, Digital and Information Services Branch

·        Communication Officer, Communications Branch.

External Consultation

Sunshine Coast State and Federal Government representatives were contacted via email and offered a briefing on the new Flood Mapping and Information, as part of the community engagement activities. The member for Maroochydore, Fiona Simpson MP, was the only representative to respond, request and be provided a briefing.

Community Engagement

Community engagement has occurred to support the release of flood mapping and information associated with this report. Attachment 1 – Flood Mapping and Information Marketing and Engagement Report provides further details of the community engagement.

Proposal

Flood Mapping and Information Community Engagement Campaign

On 19 August 2021 a report was presented to Council on Flood Mapping and Information and the recommendation to progress to community engagement was endorsed.

New content was prepared for the corporate website under the heading of Flood Mapping and Information. The layout of the website sought to anticipate typical themes of enquiry and direct people to supporting information prior to accessing the flood mapping, these themes of enquiry included:

·        Preparing for a flood event

·        Flood information relevant to building works

·        Land use planning and flood information relevant to development

·        Accessing flood and drainage study reports

·        Requesting data from flood models.

The flood mapping was provided in a Geographical Information Systems portal, as well as through Disaster Hub, for emergency preparedness content.

The technical nature of the content and terminology proved to be problematic for compliance with requirements for readability standards for publishing on Council’s corporate website. This delayed the media release and the community engagement. The media release occurred on 22 September 2021 and began the period of community engagement which continued until 6 The following is a summary of details presented in Attachment 1 – Flood Mapping and Information Marketing and Engagement Report.  November 2021.

Community Engagement

The following is a summary of details presented in Attachment 1 – Flood Mapping and Information Marketing and Engagement Report.

Key Activities

Significant community engagement activities occurred to support the release of new flood mapping and information. The primary purpose of the engagement was to promote the availability of the new and updated mapping products and to inform the community and industry in relation to the features and benefits of these products. The engagement was focussed around a campaign theme of ‘Helping our community understand flooding’.

Specific project branding for the community engagement was created, heavily based on the branding of the Stormwater Management Strategy, to reinforce the link.

Educational material to support the mapping included diagrams, fact sheets, frequently asked questions, how-to videos, downloadable guides and was anchored in a revised flood information page on Council’s corporate website. This page was promoted by paid advertising and through social media channels.

Customer Service staff were briefed, and relevant InfoHub content pages were created or updated.

Unmanned information stalls were setup at the eight local libraries and were populated with bookmarks, brochures and fact sheets.

Community and Industry Groups as well as State and Federal Government elected representatives were contacted via email advising of the community engagement on new Flood Mapping and Information and offered briefing sessions. Building certifiers were additionally contacted via a Newsflash and were provided with specific details in relation to the proposed new Flood Hazard Area map for Building Regulation Purposes.

Engineers Australia facilitated a presentation to industry. Approximately 80 people attended.

A short five-minute, nine question survey was created to capture feedback on how easy the flood mapping and information was to use and interpret and provide ideas on how it may be improved. Links to the survey were included in the various sub-pages of the Flood Mapping and Information website as well as in emails and quick response (QR) codes in briefing presentations.

Key Statistics

During the campaign period (22 Sept – 6 Nov 2021):

•        Flood Mapping and Information webpages were visited 12,186 times, including 8659 unique visits

•        flood mapping portal was accessed 3199 times

•        how-to videos were viewed a combined total of 306 times

•        111 paid adverts ran across three local radio stations

•        52 trackable links or quick response QR codes were used

•        Flood Mapping and Information story in the Our Sunshine Coast weekly newsletter received 301 unique clicks.

•        two posts published on social media were displayed to 3385 users, with 77 users reading the post, 9 reacting to the post and 13 following through to the webpage

•        branded project bookmarks were popular at Library stalls, with more 80% of bookmarks being taken at five out of eight libraries

•        Flood Mapping and Information pages consistently ranked within the top 50 pages viewed per week across the entire corporate website, through the period of the campaign

•        951 customer service enquiries were received that related to flooding or flood maps during the period of the campaign.

•        21 briefing sessions were held with industry and community stakeholders, the majority of which were online using Microsoft Teams.

•        The survey was accessed by 92 people. 11 responses were completed.

Outcomes

Metrics of the community engagement activities associated with the Flood Mapping and Information campaign demonstrate the significant effort invested in the campaign generated reasonable engagement interest within the community. This engagement interest only translated to a small number of completed surveys.

Stakeholders engaged in briefings were pleased to receive the information and had an expectation that Council would update mapping from time to time to ensure that the publicly available information remained accurate and relevant. Consultants, in particular, were pleased to have direct access to flood study reports and the existing case mapping from these reports. At the conclusion of briefings, stakeholders were asked and encouraged to provide feedback via the short online survey.

Whilst the lack of survey results is less than hoped for. The completed surveys indicated that respondents were generally satisfied. Further, it is considered that the limited survey response is an indication that people are generally satisfied. It is believed that had people perceived themselves to be adversely affected by the new mapping products, there would have been significant feedback provided via the survey, verbally or email.

Endorsement of Flood Study Reports

A number of Council commissioned flood studies is the basis for the flood mapping products recently published as part of the community engagement on Flood Mapping and Information.

The following table summarises the list of Flood Studies included as appendices to this report.

Flood Study Reports

Author

Year

Appendix

Maroochy River Flood Study

BMT WBM

2017

A

Mooloolah River Flood Study

Cardno

2015

B

Pumicestone Flood Study

BMT

2018

C

Cornmeal Creek Flood Study and Addendum

Cardno

2013

2017

D

E

Doonan and Yandina Creek Flood Study Upgrade (mapping revised in 2012 by HWMC)

JWP

2008

F

Obi Obi Creek Flood Study

Engeny

2013

G

Mary River Flood Study

DHI

2012

H

Sunshine Coast Storm Tide Study

Aurecon

2013

I

Flood Modelling of Catchments Upstream of Ewen Maddock Dam

HWMC

2020

J

Alexandra Headland Master Drainage Study

SMEC

2019

K

Caloundra Master Drainage Study

SMEC

2019

L

Landsborough Master Drainage Strategy

WMAwater

2018

M

Nambour East Master Drainage Strategy

WMAwater

2018

N

School Road, Maroochydore Master Drainage Study

SMEC

2018

O

Cotton Tree to Picnic Point Master Drainage Plan

Cardno

2020

P

Coolum Beach Master Drainage Study

SMEC

2020

Q

Kings and Shelly Beach Master Drainage Study

SMEC

2020

R

Maroochy North Shore Master Drainage Plan

SMEC

2021

S

Kawana Master Drainage Plan

PeakUrban

2021

T

Maroochydore West Master Drainage Plan

Cardno

2021

U

Nambour West Master Drainage Plan

Cardno

2021

V

Beerwah Master Drainage Plan

Water Technology

2021

W

Nambour North Master Drainage Plan

Cardno

2021

X

Endorsement of these studies and the associated mapping is sought from Council.

The endorsement of these flood studies formalises the use of these reports to:

·        inform Council’s flood information searches

·        inform Council’s free access public flood mapping available on MyMaps

·        inform flood mapping available on DisasterHub for preparedness purposes

·        inform land use planning and future planning scheme flood constraint mapping

·        inform Development.i site reports

·        inform development assessment conditioning

·        promote insurance affordability.

Legal

There are no legal implications relating to this report

Policy

This report supports the Flooding and Stormwater policy position of item 6.1(d) in the Environment and Liveability Strategy.

Risk

The risks of this report relate to the need for endorsed reports to be the basis of public mapping and development conditioning.

Previous Council Resolution

Ordinary Meeting 19 August 2021 (OM21/78)

That Council:

(a)     receive and note the report titled “Flood Mapping and Information”

(b)     receive the following studies:

1.    Maroochy River Flood Study (Appendix A)

2.    Mooloolah River Flood Study (Appendix B)

3.    Pumicestone Flood Study (Appendix C)

4.    Cornmeal Creek Flood Study (Appendix D)

5.    Addendum to Cornmeal Creek Flood Study (Appendix E)

6.    Doonan and Yandina Creek Flood Study (Appendix F)

7.    Obi Obi Creek Flood Study (Appendix G)

8.    Mary River Flood Study (Appendix H)

9.    Sunshine Coast Storm Tide Study (Appendix I)

10.  Flood Modelling of Catchments Upstream of Ewen Maddock Dam (Appendix J)

11.  Alexandra Headland Master Drainage Study (Appendix K)

12.  Caloundra Master Drainage Study (Appendix L)

13.  Landsborough Master Drainage Strategy (Appendix M)

14.  Nambour East Master Drainage Strategy (Appendix N)

15.  School Road, Maroochydore Master Drainage Study (Appendix O)

16.  Cotton Tree to Picnic Point Master Drainage Plan (Appendix P)

17.  Coolum Beach Master Drainage Study (Appendix Q)

18.  Kings and Shelly Beach Master Drainage Study (Appendix R)

19.  Maroochy North Shore Master Drainage Plan (Appendix S)

20.  Kawana Master Drainage Plan (Appendix T)

21.  Maroochydore West Master Drainage Plan (Appendix U)

22.  Nambour West Master Drainage Plan (Appendix V)

23.  Beerwah Master Drainage Plan (Appendix W)

24.  Nambour North Master Drainage Plan (Appendix X)

25.  SMDB Cane Drain Sizing Investigation (Appendix Y)

26.  Sunshine Coast Council Flood Risk Assessment Methodology (Appendix Z)

(c)     endorse the following maps for consideration in the New Sunshine Coast Planning Scheme Project:

1.      Flood Risk Map (Appendix AA) and

2.      Flood Storage Preservation Area Map (Appendix AB) and

(d)     endorse engagement with the community, promoting and educating in relation to the received flood study reports and associated flood mapping and report back to Council.

Related Documentation

The documentation of the Queensland Floods Commission of Inquiry 2012 is relevant to this report. The recent community engagement on Flood Mapping and Information associated with the provision of new public flood mapping is a demonstrable commitment to compliance with the recommendations of Queensland Floods Commission of Inquiry 2012.

Critical Dates

There are no critical dates associated with this report.

Implementation

Should the recommendation be accepted by Council, it is noted that the Chief Executive Officer will:

1.       Continue to maintain and update public flood mapping products presented for community engagement, for consistency with contemporary methods and catchment conditions.

2.       Maintain Council’s Flood Mapping and Information webpages to serve as comprehensive explanatory supporting material for public flood mapping resources.

3.       Update the Insurance Council of Australia’s National Flood Information Database with flood data consistent with public flood mapping published by Council.

4.       Make Flood Studies and Master Drainage Planning Studies publicly available on Council’s website.

5.       Where reasonable and required in order to achieve compliance with the Stormwater Management code, condition Development to deliver works and land contributions to ensure outcomes consistent with the holistic network planning of the Master Drainage Planning Studies.

 

 

Ordinary Meeting Agenda

Item 8.2            Flood Mapping and Information Community Engagement Outcomes

Attachment 1  Flood Mapping and Information Marketing and Engagement Report

24 February 2022

 

 

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Ordinary Meeting Agenda                                                              24 February 2022

8.3         Disposal of Land - Whitecross Road, Bli Bli

File No:                        F20/00235

Author:                         Property Officer

Office of the CEO  

 

purpose

This report seeks endorsement for disposal of Council owned land at Whitecross Road, Bli Bli, described as part of Lot 1 on RP92714 and part of Lot 968 on SP272653. The disposal is subject to a proposed land exchange with an adjoining property.

The proposed exchange results in a net increase of land area to Council of 0.357ha; comprising a loss of 0.303ha from Council owned Lot 1 on RP92714 and Council owned Lot 968 on SP272653 and gain of 0.660ha from privately owned Lot 1 on SP155405.

This report seeks an exception from Council, in accordance with Section 236 (1)(c)(iv) of Local Government Regulations 2012, from the requirement to undertake a tender or auction process for disposal of Council owned land, as the disposal of land is

·        in exchange for other land, and

·        is in the public interest to dispose of the land without tender or auction, and

·        is otherwise in accordance with sound contracting principles

 

Executive Summary

The landowner of 34 Whitecross Road, Bli Bli (Lot 1 on SP155405), has expressed a desire to realign the common property boundaries with two adjoining land parcels owned by Council, described as Lot 1 on RP 92714 and Lot 968 on SP272653. The parcels are located to the north west of Bli Bli township, at the fringe of the ‘Parklakes 1’ development.

Lot 968 on SP272653 is a 4ha parcel of vegetated land owned by Council under a Nomination of Trust for the purpose of Park and Recreation or other local government purposes. The land is referred to as Whitecross Road Environment Reserve. The parcel was contributed to Council in 2016 through a development application process as part of an earlier stage of the ‘Parklakes 1’ development. Refer Figure 2- Subject Lots.

Lot 1 on RP92714 is a 0.4ha parcel of partly vegetated land owned by Council in freehold. The parcel is zoned Open Space under the Sunshine Coast Planning Scheme 2014. The parcel contains telecommunications infrastructure and is subject to multiple telecommunications leases. The proposal outlined in this report relates to a vacant, unmaintained portion of the lot and does not affect any area subject to a telecommunications lease.

The proposed boundary realignment will result in the common boundary between the applicant’s Lot 1 and Council’s Lot 968 more appropriately following the contours of the land. Importantly, the realignment will add significant width to the existing Environment Reserve which contains an established walking trail. The western end of the walking trail currently passes through a narrow ‘pinch point’ between adjacent lots. The realignment would result in an expanded reserve area, a more practical lot configuration for Council to manage and provide an improved development configuration for the applicant’s lot.

The applicant possesses a current Reconfiguration of a Lot approval (refer REC15/0138) to develop Lot 1 on SP155405 into three residential lots. The proposal aims to achieve a positive planning outcome (access, amenity and bushfire management) at the frontage to Whitecross Road for the three approved residential lots. In exchange, Council will see an expansion of the existing environmental reserve at the rear.

 

 

Officer Recommendation

That Council:

(a)     receive and note the report titled “Disposal of Land - Whitecross Road, Bli Bli” and

(b)     resolve pursuant to section 236(2) of the Local Government Regulation 2012, that an exception to dispose of an interest in land over Lot 968 on SP272653 and Lot 1 on RP92714 other than by tender or auction applies, as the disposal  pursuant to section 236(1)(c)(iv) is in exchange for other land, and is in the public interest, and is otherwise in accordance with sound contracting principles.

 

Finance and Resourcing

Council has obtained an independent valuation of the land areas from valuation firm Acumentis, which confirms that the areas proposed to be exchanged are of equal market value.

The applicant is responsible for all costs related to the matter including legal, conveyancing, valuation and surveying.

Corporate Plan

Corporate Plan Goal:      Our service excellence

Outcome:                         We serve our community by providing this great service

Operational Activity:       S21 - Property management  –  comprehensive management of Council’s land and building assets to ensure that Council’s property dealings are optimised, centrally managed, and support Councils objectives.

Consultation

Councillor Consultation

Councillor M Suarez, as the Divisional Councillor, has been consulted regarding this proposal.

Internal Consultation

A Request for Comment was circulated for this proposal with the following areas providing feedback:

·        Strategic Planner, Strategic Planning

·        Coordinator, Open Space & Social Policy

·        Manager, Transport & Infrastructure Planning

·        Technical Officer Open Space Planning, Parks and Gardens

·        Project Officer, Environmental Operations

·        Natural Areas Manager, Environmental Operations

·        Team Leader Environment & Landscape, Engineering & Environment Assessment

·        Coordinator, Planning Assessment, Development Services

·        Solicitor, Legal Services

External Consultation

Acumentis valuers have provided a market valuation for the subject areas to confirm that the exchange is of an equitable value.

Community Engagement

There has been no specific community engagement undertaken in the preparation of this report.

Proposal

The landowner of 34 Whitecross Road, Bli Bli (Lot 1 on SP155405), has expressed a desire to realign the common property boundaries with two adjoining land parcels owned by Council, described as Lot 1 on RP 92714 and Lot 968 on SP272653. The parcels are located to the north west of Bli Bli township, at the fringe of the ‘Parklakes 1’ development.

Figure 1: Location of subject land

Lot 968 on SP272653 is a 4ha parcel of vegetated land owned by Council under a Nomination of Trust for the purpose of Park and Recreation or other local government purposes. The land is referred to as Whitecross Road Environment Reserve. The parcel was contributed to Council in 2016 through a development application process as part of an earlier stage of the ‘Parklakes 1’ development.

Lot 1 on RP92714 is a 0.4ha parcel of partly vegetated land owned by Council in freehold. The parcel is zoned Open Space under the Sunshine Coast Planning Scheme 2014. The parcel contains telecommunications infrastructure and is subject to multiple telecommunications leases. The proposal outlined in this report relates to a vacant, unmaintained portion of the lot and does not affect any area subject to a telecommunications lease.

Figure 2: Subject lots (Council owned and privately owned)

The cadastral boundaries between the applicant’s parcel and Council’s parcels are regular in shape and currently do not follow the landform, which is steep and contains multiple gullies. Existing cadastral boundaries are shown in the following image.

Figure 3: Existing cadastral boundaries

The proposed boundary realignment is shown in the image below. Areas which Council is proposed to lose are shown in red. Areas which Council is proposed to gain are shown in green. The proposal results in a net increase of land area to Council of 0.357ha.

Figure 4: Proposed boundary realignment depicting areas gained/lost

The proposed boundary realignment will result in the common boundary between the applicant’s Lot 1 and Council’s Lot 968 more appropriately following the contours of the land. Importantly, the realignment will add significant width to the existing Environment Reserve which contains an established walking trail. The western end of the walking trail currently passes through a narrow ‘pinch point’ between adjacent lots. The realignment would result in an expanded reserve area, a more practical lot configuration for Council to manage and provide an improved development configuration for the applicant’s lot.

The following image shows the proposed boundary realignment against contours of the subject lots.

Figure 5: proposed boundary realignment against land contours

The proposal has been referred through multiple Council areas for consultation including from Team Leader, Engineering & Environment Assessment, and Natural Areas Manager, Environmental Operations who are both supportive of the proposal. Specific advice from Environmental Operations includes:

·        The proposed boundary realignment will provide enhanced ecological and operational management outcomes, including improved fire management access and emergency response, both on private and Council land.

·        Fire management risk was considered by the fire management team for this property during discussions related to the boundary realignment and the proposed alignment was supported by the fire management team.

·        Council is currently establishing vehicle access to Lot 968 via Flooded Gum Court (to the north) for fire management and maintenance purposes. This access will connect with the existing recreational trail through delivery of a capital works project across 2021/22 and 2022/23 financial years.

·        Access from Whitecross Road is deemed unsuitable due to slope, boundary and vegetation constraints, however there may be benefit in securing an access agreement to access the existing maintenance track that runs along the rear of the private land (via Whitecross Road) for fire management reasons.

·        Fire management planning will be undertaken by Environmental Operations for Lot 968 for the reserve, taking into account he newly established access works and the revised boundary.

The applicant possesses a current Reconfiguration of a Lot approval (refer REC15/0138) to develop Lot 1 on SP155405 into three residential lots. A plan of the three new residential lots approved on the site is shown below:

Figure 6: Approved reconfiguration of Lot 1 on SP155405 into 3 lots

The proposal aims to achieve a positive planning outcome (access, amenity and bushfire management) at the frontage to Whitecross Road for the three approved residential lots. In exchange, Council will see an expansion of the existing environmental reserve at the rear, including an improved corridor for the formed walking trail.

The Coordinator, Planning Assessment has reviewed the proposal and advises that the proposed new boundary arrangements are not considered to compromise the intent of the existing approval. However, should the boundary realignment be supported, the applicant will need to submit a new development application (likely an ‘other change’ under the Planning Act 2016) to reflect the desired outcomes of the altered boundary arrangements and the existing development approval. Any development application involving Council owned land requires an external assessor (where exemptions do not apply). The applicant agrees to bear the costs of an external assessor for this proposal.

It should be noted that Council’s support for this proposal relates to the disposal of Council owned land and that the relevant exemption to Local Government Regulation applies. Council’s support does not infer support or approval for any future application made by the applicant.

The following images provide examples of the vegetation, terrain and topography of the subject land:

 

The proposal will remove the road frontage of Council owned Lot 968 on SP272653 from Whitecross Road. However, it is unlikely that Council will seek to formalise vehicular access from Whitecross Road due to the slope and terrain (shown in images above). It should be noted that lawful access to Lot 968 on SP272653 can still be gained from Whitecross Road via Lot 3 on RP222716, an adjoining State Reserve for Park & Recreation under Council control shown in Figure 7. Furthermore, Council is currently establishing vehicular access via Flooded Gum Court (to the north) as advised by Natural Areas Manager, Environmental Operations.

Figure 7: Council controlled land

Legal

Lot 968 on SP272653 is owned by Council under a Nomination of Trust for Park and Recreation or other local government purposes. Council as trustee has the power of sale, conveyance or transfer of all or part of the land.

Policy

The Sunshine Coast Planning Scheme 2014 Reconfiguration of a lot code generally seeks to achieve creation of regular shaped lots. However, there is merit and logic in the proposed boundary realignment following the steep landform for creation of improved access arrangements to the residential lots at Whitecross Road.

Risk

The Natural Areas Manager, Environmental Operations has been consulted to ensure the proposed boundary realignment achieves good bushfire hazard management for both the privately held lots and Council owned lots.

Previous Council Resolution

There are no previous Council resolutions associated with this report.

Related Documentation

There is no related documentation relevant to this report.

Critical Dates

The currency period for the applicant’s Reconfiguration of a Lot approval (REC15/0138) ends on 29 February 2022. The applicant has the further benefit of two 6-month extensions to their currency period because of the Queensland Government’s COVID-19 emergency applicable event notices.

Implementation

Should the recommendation be accepted by Council, it is noted that the Chief Executive Officer will delegate to Council’s Delegated Officer within the Strategic Property Team the necessary action required to affect the exchange of land outlined in this report.

 

 

Ordinary Meeting Agenda                                                              24 February 2022

8.4         Budget Review 2 - 2021/22

File No:                        Council Meetings

Author:                         Coordinator Financial Services

Business Performance Group

 

 

TO be provided

 

 

 

Ordinary Meeting Agenda                                                              24 February 2022

8.5         January 2022 Financial Performance Report

File No:                        Council Meetings

Author:                         Coordinator Financial Services

Business Performance Group

Attachments:              Att 1 - January 2022 Financial Performance Report........... 131 ⇩

Att 2 - 2021/22 Capital Grant Funded Project Report January 2022 141 ⇩

 

purpose

To meet Council’s legislative obligations, a monthly report is to be presented to Council on its financial performance and investments.

Executive Summary

This monthly financial performance report provides Council with a summary of performance against budget as at 31 January 2022 in terms of the operating result and delivery of the capital program.

Operating Performance

Table 1: Operating Budget as at 31 January 2022

 

Original
Budget
$000

Current Budget $000

Total Operating Revenue

498,433

498,628

Total Operating Expenses

479,602

484,168

Operating Result

18,832

14,460

Details of the monthly financial report are contained in Attachment 1.

 

Officer Recommendation

That Council receive and note the report titled “January 2022 Financial Performance Report”.

 

Finance and Resourcing

This report sets out the details of Council’s financial performance and investments for the month ending 31 January 2022 and meets Council’s legislative reporting requirements.

Corporate Plan

Corporate Plan Goal:      Our outstanding organisation

Outcome:                         We serve our community by providing this great service

Operational Activity:       S28 - Financial and procurement services – financial and procurement management and governance, ensuring effective business management and legislative compliance, coordination and development of Council’s budget process, administration of financial systems, sundry debtors, accounts payable, financial and asset accounting, treasury, procurement, contract and supply functions.

Consultation

Portfolio Councillor Consultation

Consultation has been undertaken with the Portfolio Councillor, E Hungerford.

Internal Consultation

This report has been written in conjunction with advice from:

·        Group Executive Business Performance

·        Chief Financial Officer

External Consultation

No external consultation is required for this report.

Community Engagement

No community engagement is required for this report.

Legal

This report ensures that Council complies with its legislative obligations with respect to financial reporting in accordance with Section 204 of the Local Government Regulation 2012.

Investment of funds is in accordance with the provisions of the Statutory Bodies Financial Arrangements Act 1982 and the associated Regulations and the Local Government Act 2009.

Policy

Sunshine Coast Council’s 2021/22 Investment Policy and

Sunshine Coast Council’s 2021/22 Debt Policy.

Risk

Failure to achieve the budgeted operating result will negatively impact Council’s capacity to complete its capital expenditure program.

Previous Council Resolution

Ordinary Meeting 16 September 2021 (OM21/87)

That Council:

(a)     receive and note the report titled “Budget Review 1 2021/22”

(b)     adopt Appendix A as tabled, pursuant to sections 169 and 170 of the Local Government Regulation 2012, Council’s amended budget for 2021/22 financial year incorporating:

(i)      the statement of income and expenditure

(ii)      the statement of financial position

(iii)     the statements of changes in equity

(iv)    the statement of cash flow

(v)     the relevant measures of financial sustainability

(vi)    the long term financial forecast

(vii)    the Debt Policy

(c)     note the following documentation applies as adopted 24 June 2021

(i)      the Revenue Policy

(ii)      the total value of the change, expressed as a percentage, in the rates and utility charges levied for the financial year compared with the rates and utility charges levied in the previous budget

(iii)     the Revenue Statement and

(iv)    the rates and charges to be levied for the 2021/22 financial year and other matters as adopted 24 June 2021 and

(d)     endorse the Minor Capital Works Program (Appendix B).

Special Meeting Budget 24 June 2021 (SM21/3)

That Council adopt Appendix A as tabled, pursuant to sections 169 and 170 of the Local Government Regulation 2012, Council’s budget for 2021/22 financial year incorporating:

i.        the statement of income and expenditure

ii.       the statement of financial position

iii.      the statements of changes in equity

iv.      the statement of cash flow

v.       the relevant measures of financial sustainability

vi.      the long term financial forecast

vii.     the Debt Policy (adopted by Council resolution on 27 May 2021)

viii.    the Revenue Policy (adopted by Council resolution on 27 May 2021)

ix.      the total value of the change, expressed as a percentage, in the rates and utility charges levied for the financial year compared with the rates and utility charges levied in the previous budget

x.       the Revenue Statement

xi.      Council’s 2021/22 Capital Works Program, endorse the indicative four-year program for the period 2023 to 2026, and note the five-year program for the period 2027 to 2031

xii.     the rates and charges to be levied for the 2021/22 financial year and other matters as detailed below in clauses 3 to 12

xiii.    endorse the 2021/22 Minor Capital Works Program

xiv.    establish a $5 million internally restricted Disaster Rehabilitation Reserve.

Related Documentation

2021/22 Adopted Budget

Critical Dates

There are no critical dates for this report.

Implementation

There are no implementation details to include in this report.

 

 

Ordinary Meeting Agenda

Item 8.5            January 2022 Financial Performance Report

Attachment 1  January 2022 Financial Performance Report

24 February 2022

 

 

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Ordinary Meeting Agenda

Item 8.5            January 2022 Financial Performance Report

Attachment 2  2021/22 Capital Grant Funded Project Report January 2022

24 February 2022

 

 

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Ordinary Meeting Agenda                                                              24 February 2022

8.6         Audit Committee Meeting 24 January 2022

File No:                        Council Meetings

Author:                         Acting Manager Audit & Assurance

Office of the CEO  

Appendices:                App a - Audit Committee Minutes - 24 January 2022......... 151 ⇩

 

purpose

To provide Council with a report on matters reviewed at the Audit Committee (“the Committee”) meeting held on 24 January 2022 and recommendations made by the Committee to Council.

This report is provided in fulfillment of Council’s obligations under section 105 of the Local Government Act 2009 and section 211 of the Local Government Regulation 2012.

This report also seeks Council’s consideration of a specific recommendation of the Committee that the number of independent members of that Committee be increased to three people.

 

Executive Summary

Under section 105 (2) of the Local Government Act 2009, Council is required to establish and maintain an Audit Committee.  Council’s Audit Committee is currently comprised of Mr Mitchell Petrie (Independent Chair), Mr Pat McCallum (Independent Member), Councillor E Hungerford and Councillor J Natoli.  Under Clause 6 of the Audit Committee Charter, the Committee meets (at a minimum) four times each year or as determined by Council or the Committee.

The agenda for the Committee meeting held on 24 January 2022 covered a wide range of matters including:

·        an update report from the Chief Executive Officer

·        a progress report on the Maroochydore City Centre project

·        an update on the review of Council’s asset management system

·        notification by the Queensland Audit Office (QAO) of the finalisation of the 2020-2021 Financial Statements Audit process and planning for the process to apply for the audit of the 2021-2022 Financial Statements

·        audit assurance reports and an assessment of the maturity of Council’s risk management framework

·        the outcomes of the self-assessment Audit Committee performance review

·        membership of the Audit Committee

·        the quarterly governance and risk report

·        reports on a revised strategic risk register and workplace health and safety and

·        an overview of the implementation of the recommendations arising from the Office of the Information Commissioner audit report.

 

The independent Chair of the Committee acknowledged the professional and comprehensive nature of the documents prepared for the meeting and thanked the Chief Executive Officer and Council staff for their efforts in this regard.

As part of its deliberations at this meeting, the Committee considered a review of the composition of Audit Committees in other south east Queensland Councils, in the context of the continuing growth trajectory of the Sunshine Coast and the increasing complexity of Council’s business activities and operations.  As a result, the Committee unanimously supported a recommendation to Council that the composition of the Committee be expanded to increase the number of independent members from two to three persons. 

 

Officer Recommendation

That Council:

(a)     receive and note the report titled “Audit Committee Meeting 24 January 2022”

(b)     endorse the Audit Committee Minutes 24 January 2022 (Appendix A)

(c)     approve an amendment to the composition of the Audit Committee to increase the number of independent members to three persons and

(d)     authorise the Chief Executive Officer to commence a process to recruit the additional independent member of the Audit Committee.

 

Finance and Resourcing

Costs incurred in the 2021-2022 Financial Year in relation to the recruitment and appointment of an additional Committee member will be met from the existing Audit and Assurance Unit budget.

Ongoing additional costs associated with the annual remuneration for an additional independent member for the Committee (which is estimated at approximately $8,250 excluding GST), will be considered as part of the 2022-2023 budget development process.

Corporate Plan

Corporate Plan Goal:      Our outstanding organisation

Outcome:                         We serve our community by providing this great service

Operational Activity:       S30 - Governance – providing internal leadership, legal opinion, governance and audit functions ensuring legislative accountability, transparency and ethical obligations are supported.

Consultation

Councillor Consultation

Councillors E Hungerford and J Natoli (as members of Audit Committee) were present at the 24 January 2022 Audit Committee meeting.  All Councillors received a copy of the Committee Agenda and papers in advance of that meeting.

Internal Consultation

·        The Chief Executive Officer and all Executive Leadership Team members were present – either in person or online – at the Committee meeting and contributed to the development of the Committee Agenda papers. 

·        Coordinator Financial Accounting

·        Coordinator Corporate Risk & Insurance

·        Coordinator Integrity Management

·        Manager Corporate Governance

·        Head of People and Culture

·        Manager Asset Management

External Consultation

The two independent members of the Committee and representatives of the QAO were present at the Committee meeting on 24 January 2022.

Proposal

Under section 105 (2) of the Local Government Act 2009, Council (as a large local government) must establish and maintain an Audit Committee.  The Act provides the Audit Committee has the following functions:

(a)  monitors and reviews—

(i)   the integrity of financial documents; and

(ii)  the internal audit function; and

(iii) the effectiveness and objectivity of Council’s internal auditors; and

(b)  makes recommendations to Council about any matters that the Committee considers need action or improvement.

The Committee has no delegated decision-making authority. The Committee is, however, a source of independent advice to Council and the Chief Executive Officer.

The Committee is currently comprised of Mr Mitchell Petrie (Independent Chair), Mr Pat McCallum (Independent Member), Councillor E Hungerford and Councillor J Natoli.

The overall objective of the Committee is to assist Council and the Chief Executive to discharge their responsibilities, in particular:

·        Corporate Governance and responsibilities in relation to the organisation’s financial reporting, internal control structure, risk management systems and the external and internal audit functions

·        maintain an independent and objective forum promoting transparency, accountability and an ethical culture throughout Council

·        maintain open lines of communications with Council, Executive Management, External Audit and Internal Audit, to exchange information and views

·        oversee and appraise the quality and efficiency of audits conducted by both the Internal and External Audit functions and

·        ensure both the Internal and External Audit functions are independent and effective.

 

Under section 211 of the Local Government Regulation 2012, the Committee must provide Council with a written report about the matters reviewed at its meetings and make recommendations to Council on any matters the Committee considers need action or improvement.  The Committee meets at least four times each year.

 

Audit Committee Meeting – 24 January 2022

The items of business reviewed by the Committee at its 24 January 2022 meeting are summarised in agenda sequence as follows:

 

Office of the CEO

 

Chief Executive Officer’s Update

The Chief Executive Officer provided an organisational performance update for the period since the September 2021 Committee meeting.  The report covers financial performance, operational plan activities and includes significant project achievements.

 

Maroochydore City Centre Project and Risk Management Update

The report provided an update on the Maroochydore City Centre Development Agreement executed on 18 November 2020, project risk, governance and a general project update.  The report also provided an overview of the recommendations of the recent governance review of the roles of Council and SunCentral Maroochydore Pty Ltd, which were endorsed by Council at its Ordinary Meeting on 9 December 2021.  It was agreed a progress report on the implementation of these recommendations would be provided to the Committee at its May meeting. 

 

Asset Management Update

The Committee has been progressively updated in relation to Council’s asset management activities, as well as the implementation of the Confirm Asset Information System Project. The last update to the Committee in September 2021 advised that an asset management review was in progress.  The Committee was advised at the meeting on 24 January 2022 that the review of Council’s asset management system has been finalised and an improvement plan has been developed. The Committee requested further status updates on the implementation of these recommendations at future meetings.

 

External Audit

 

Finalisation of Council’s 2020/21 Financial Statements Audit Process

The Committee was advised the QAO has carried out its audit of Council’s financial statements, including Council’s controlled entities, for the year ended 30 June 2021 and has issued an unmodified audit opinion.

 

Planning for the 2021/22 Financial Statements Audit Process

The Committee was advised the QAO conducted its 2021/22 Planning Audit during December 2021 and issued their 2022 Draft External Audit Plan for the Committee’s review and sign-off by the Chief Executive Officer.  The Draft External Audit Plan was accepted by the Committee.

 

Audit and Assurance

 

Payroll – Superannuation, Higher Duties and Secondments (BDO Review)

The Committee was advised the recent review conducted by BDO identified a strong control environment over the accuracy of superannuation payments and some minor procedural improvements around higher duties and secondments.

 

Audit and Assurance Status Report

The Committee was advised that as at December 2021, the Internal Audit Unit’s annual audit plan was around 40% complete. Three reviews have been finalised and three are underway. In terms of the status of 22 current audit recommendations, nine have exceeded their estimated completion dates. The Committee requested periodic status updates be provided by Council officers responsible for the implementation of recommendations when those recommendations become overdue.  

 

Audit Committee Performance Review – Self Assessment 

The Committee considered the results of the self-assessment evaluation, which indicate the Committee continues to operate at a high level with some potential to refine its composition, meeting administration and management information.

 

Audit Committee Membership 

Section 210 (1) of the Local Government Regulation 2012 and the Audit Committee Charter provide that the Committee must consist of at least three and no more than six members and:

·        should include one, but no more than two, Councillors, and

·        at least one member who has significant experience and skills in financial matters.

Currently, the Committee comprises four members - two Independent members and two Portfolio Councillors.

Recognising the forecast that the Sunshine Coast is projected to exceed 500,000 residents by 2041 and that this growth will increase the demand on Council services and operations, a review of audit committees across other south east Queensland (SEQ) Councils was conducted.  The review found the larger SEQ Councils had at least three independent members on their respective Audit Committees and the number of independent members always exceeded the number of Councillors.  In considering the outcomes of this review, the Committee determined unanimously to recommend to Council the number of independent members of the Sunshine Coast Council Audit Committee be increased from two to three persons.

 

Risk Maturity Assessment – LGMS

The Committee was advised of a high-level review of Council’s risk management framework and risk management maturity, which was undertaken in line with the Local Government Mutual Services Regional Risk Coordinator Program. Overall Council’s activities were determined to be adequate with some improvement recommendations designed to raise Council’s overall level of maturity across all elements.

 

Governance Reporting

Strategic Risk Register Report

The Committee was briefed on the approach to reviewing strategic risk and the development of an updated list of 11 strategic risks, which was presented to the Executive Leadership Team on 23 November 2021 and to Council during a recent strategic budget workshop.

Of the 11 strategic risks identified the following five were identified as high priority risk areas:

·        Asset Management

·        Population Growth

·        Major Projects Governance

·        Financial Sustainability

·        Natural Catastrophes / Climate Change

The Committee noted the intention to populate the revised risk register and the process of ongoing review with risk owners.  The Committee sought a future report on the approach that is being taken to embed the consideration of the strategic risks in relevant Council processes.

 

Governance and Risk Report

The Committee received the quarterly Governance and Risk report which noted:

·        Council’s overall approaches to organisational governance and risk management that are being pursued in the COVID-19 operating environment, including implementation of several awareness strategies and mitigation techniques which have enabled Council to continue to achieve positive results across a broad spectrum of activities delivered

·        An increase in the requests for further information and training from across the organisation under the Governance in Action Program, highlighting an alert organisation that is willing to ensure safe and appropriate processes and practices are followed  

·        Continuing monitoring of strategic and operational risks, including a recent review of Council’s operational risk registers

·        Updated complaints management data

·        the Office of the Information Commission Compliance Audit for the Right to Information Act 2009 and the Information Privacy Act 2009 has now been tabled in the Queensland Parliament (this was the subject of a separate agenda item).

 

Office of the Information Commissioner Compliance Audit Report – SCC Compliance with Right to Information Act 2009 and Information Privacy Act 2009

The Committee was advised that in May 2021, the Office of the Information Commissioner commenced an audit into Sunshine Coast Council’s compliance with the Right to Information Act 2009 and the Information Privacy Act 2009. The audit has been finalised and its key recommendations and findings relate to:

·        Council’s strategic information management maturity model and supporting documented plans, policies and procedures to drive right to information and information privacy aims

·        Staff training and education

·        Administrative actions around website publication, templates, information assets and disclosures

·        Privacy impact assessments and

·        A coordinated approach to managing its surveillance systems (e.g. body worn cameras, CCTV) and associated policies, procedures and practices.

The Committee noted the actions taken by Council in response to the audit recommendations and requested that progress reports to the Office of the Information Commissioner on the implementation of the recommendations be shared with the Committee.

 

Workplace Health and Safety

The Committee was informed that for the reporting period, 1 April 2021 to 30 November 2021, there had been no cases of COVID-19 reported by Council employees. The Committee was also advised that an ongoing review process of COVID-19 workplace policies and associated control mechanisms have continued to ensure safety measures remain relevant and responsive to Public Health Directives, including those relating to the opening of the Queensland borders. 

The Committee was also advised that in the reporting period from 1 July 2021 to 30 November 2021, there had been no Workplace Health and Safety Queensland Notifiable Incidents.  For the same period, Council recorded:

·        92 incidents resulting in an injury or illness

·        32 incidents with a potential major risk consequence and

·        2 incidents with an actual major risk consequence.

Legal

This report to Council has been developed in fulfillment of Council’s statutory obligations under the Local Government Act 2009 and Local Government Regulation 2012. 

Risk

Specific risks associated with each matter contained in the Committee Agenda reports have been raised and addressed in the briefings to the Committee.

Previous Council Resolution

Ordinary Meeting 12 November 2020 (OM20/124)

That Council:

(a)      receive and note the report titled “Audit Committee Meeting 6 October 2020” and

(b)      endorse the Audit Committee Minutes 6 October 2020 (Appendix A).

 

Related Documentation

·        Audit Committee Agenda (Confidential), which was distributed electronically to all Councillors on 14 January 2022.

·        Audit Committee Charter dated 11 August 2021

Implementation

Implementation of the Audit Committee resolutions, internal and external audit recommendations are overseen by the Chief Executive Officer and the Executive Leadership Team and monitored by the Audit Committee.

 

 

Ordinary Meeting Agenda

Item 8.6            Audit Committee Meeting 24 January 2022

Appendix A     Audit Committee Minutes - 24 January 2022

24 February 2022

 

 

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Report: Audit Committee Meeting 24 January 2022

Attachment: Audit Committee Minutes - 24 January 2022

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Attachment: Audit Committee Minutes - 24 January 2022

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Ordinary Meeting Agenda                                                              24 February 2022

9            Notified Motions

10          Tabling of Petitions

Petitions only eligible for submission if:

*      Legible

*      Have purpose of the petition on top of each page

*      Contain at least 10 signatures

*      Motion limited to:

·   Petition received and referred to a future meeting

·   Petition received and referred to the Chief Executive Officer for report and consideration of recommendation

·   Petition not be received

 

11          Confidential Session

 

12          Next Meeting

The next Ordinary Meeting will be held on 24 March 2022.

 

13          Meeting Closure