Ordinary Meeting Agenda 27 February 2025
Agenda
Ordinary Meeting
Thursday, 27 February 2025
commencing at 9:00am
Sunshine Coast City Hall Chamber, 54 First Avenue, Maroochydore
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
3 Record of Attendance and Leave of Absence
4 Receipt and Confirmation Of Minutes
6 Informing of Conflicts of Interest
6.1 PRESCRIBED CONFLICTS OF INTEREST
6.2 DECLARABLE CONFLICTS OF INTEREST
7 Presentations / Councillor Reports
8.1 Quarterly Progress Report - Quarter 2, 2024-25
8.2 Sunshine Coast Council Corporate Plan 2025-30
8.3 Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy
8.4 Audit Committee Meeting 10 February 2025
8.5 January 2025 Financial Performance Report
Ordinary Meeting Agenda 27 February 2025
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 30 January 2025 be received and confirmed.
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
8.1 Quarterly Progress Report - Quarter 2, 2024-25
File No: Council Meetings
Author: Manager, Strategy and Policy
Civic Governance Group
Appendices: App a - Chief
Executive Officer progress report - Quarter 2, 2024-25 13 ⇩
purpose
To present the Chief Executive Officer’s Progress Report for Quarter 2 of 2024-25 (Report) which covers the period from 30 September to 31 December 2024. The Report informs Council and the community on the progress of the implementation of the 86 activities in Council’s Operational Plan 2024-25.
Under section 174(3) of the Local Government Regulation 2012, the Chief Executive Officer is required to provide a regular report to Council at intervals of not more than three months, outlining progress in delivering its annual operational plan activities.
Executive Summary
· Two Brisbane 2032 Olympic and Paralympic Games activities have been impacted due to the caretaker period in the lead up to the Queensland State government elections and the subsequent 100-day review of all new, upgraded and temporary venues.
· Weather has impacted progress of the Honey Farm Road Sports Complex works and this is on watch for delivery timeframes.
· The Caloundra Transport Corridor project has been delayed, due to a referral under the Environment Protection and Biodiversity Conservation Act 1999 and requires a controlled action determination.
· Implementation of large-scale battery energy storage may require a bring forward of funds that are currently scheduled for 2025-26 to make the total allocated project budget available in the current year and align to project delivery timeframes.
· The evaluation of tenders for the Food Organics and Garden Organics Facility has continued, but with time delays due to project complexity and resourcing.
The Chief Executive Officer progress report (Appendix A) provides details of all 86 activities and their progress this quarter, under each of the Corporate Plan goals.
That Council:
(a) receive and note this Council report titled “Quarterly Progress Report - Quarter 2, 2024-25” and
(b) endorse the Chief Executive Officer’s Quarterly Progress Report - Quarter 2, 2024-25 (Appendix A).
Finance and Resourcing
Quarterly reports are developed and funded within the current operational budget and using existing resources.
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 E Hungerford and Councillor J Broderick as Portfolio Councillors for Our Outstanding Organisation.
Internal Consultation
All Groups across Council have been consulted on progress of their Operational Plan activities and Group Executives have approved the content which has informed the development of this report.
External Consultation
This is a statutory reporting requirement and does not require external consultation.
Community Engagement
This is a statutory reporting requirement, and no community engagement is required, although community engagement is an inherent part of progressing many of the activities in this report.
Legal
This report has been prepared in accordance with 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.
Previous Council Resolution
Ordinary Meeting, 21 November 2024 (OM24/105)
That Council:
(a) receive and note this Council report titled "Quarterly Progress Report - Quarter 1 2024-25" and
(b) endorse the Chief Executive Officer’s Quarterly Progress Report - Quarter 1, 2024-25 (Appendix A).
Related Documentation
Critical Dates
The Local Government Regulation 2012 requires progress reports to be presented to Council at intervals of not more than three months. Council meets these requirements by providing quarterly progress reports that are usually presented to Council within eight weeks of the end of the calendar quarter, subject to the scheduled Council meeting cycle.
Implementation
The Report will be published and accessible via Council’s website and a digital copy will be provided to the State Library of Queensland as required by legislation.
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Ordinary Meeting Agenda Item 8.1 Quarterly Progress Report - Quarter 2, 2024-25 Appendix A Chief Executive Officer progress report - Quarter 2, 2024-25 |
27 February 2025 |
8.2 Sunshine Coast Council Corporate Plan 2025-30
File No: Council Meetings
Author: Manager, Strategy and Policy
Civic Governance Group
Appendices: App
a - Sunshine Coast Council
Corporate Plan 2025-30..... 63 ⇩
purpose
To present Sunshine Coast Council’s Corporate Plan 2025-30 (Corporate Plan) for adoption and set the agenda for Council over the next 5 years, to achieve our vision as Australia’s most sustainable region. Connected. Liveable. Thriving.
Under the Local Government Act 2009 and Local Government Regulation 2012, Council is required to prepare a 5-year Corporate Plan that outlines the strategic direction of the organisation and be adopted to inform the annual operational planning and budget.
Executive Summary
The Corporate Plan establishes the vision and goals of the Council for the next 5 years, replacing the current Corporate Plan 2024-28.
The new Corporate Plan reflects feedback from our community obtained through a range of engagement activities and outlines the key themes we have heard and how Council is responding to them.
The new Corporate Plan includes:
· The vision as Australia’s most sustainable region has evolved to enhance the focus on being Connected. Liveable. Thriving.
· The three regional strategies continue to provide strong direction to the Corporate Plan, with Strong Community, Environment and Liveability, and Resilient Economy remaining as goals.
· A new goal has been established, Managing for Growth, to elevate key community engagement themes relating to transport and population growth and the criticality of land use and asset management planning as pathways to advance the vision.
· The Service Excellence and Outstanding Organisation goals have been combined into the new Organisational Excellence goal to provide a clear focus on the capability and capacity required for the future and ensuring that we are community and service focussed in everything we do.
· Community engagement themes that are linked to the strategic pathways within each corporate plan goal and illustrate how Council is responding.
· Greater clarity on Council’s role in delivering on each priority, recognising that achieving our goals and vision requires strong partnerships and collaboration.
· Improved readability with a more succinct document that provides greater focus on what we are doing and why, to provide our community, our employees and stakeholders a single view of what we seek to achieve over the next 5 years.
That Council:
(a) receive and note the report titled “Sunshine Coast Council Corporate Plan 2025-30” and
(b) adopt the Sunshine Coast Council Corporate Plan 2025-30 (Appendix A).
Finance and Resourcing
The Corporate Plan is developed through Council’s operating budget and drafting by Council officers.
A total cost of approximately $80,000 was used to leverage external expertise and independent input into the development of the new Corporate Plan as below:
· CSIRO delivered a workshop with Council on global megatrends, local impacts, and opportunities.
· URBIS Consulting facilitated a workshop that leveraged insights on the liveability of cities and regions to inform the development of the vision.
· Taverner Research conducted an independent Community Satisfaction Survey that provided insights into the importance, satisfaction, and utilisation of Council Services for consideration in the development of the Corporate Plan and future budgets.
In line with Council commitment to sustainability, the Corporate Plan will be accessible from Council’s website.
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
The Mayor, Deputy Mayor and Councillors were consulted through a series of workshops from June to December 2024, with discussions informing the development of the Corporate Plan.
Internal Consultation
The Executive Leadership Team were consulted along with relevant Managers, Coordinators and subject matter experts to develop proposed priorities.
External Consultation
External consultancies were utilised to ensure that the Corporate Plan considered global megatrends and leveraged liveability and urban planning learnings in its development.
Community Engagement
In developing the Corporate Plan, approximately 17,000 responses were considered, received through a range of engagement activities as outlined below:
· Community Satisfaction Survey
· Community Strategy Refresh
· Living on the Sunshine Coast Survey
· Environment and Liveability Strategy refresh
· Regional Economic Development Strategy refresh
· Community Connections Survey
· Sunshine Coast Planning Scheme.
Council has reviewed and analysed this feedback to ensure that we respond to what is important to our community. This has resulted in reshaping of the vision, goals and priorities in the new Corporate Plan.
Information on feedback received from the community and how this was addressed is included in the Community Engagement section of the Corporate Plan and is visually represented within the strategic pathway of each goal.
Proposal
It is proposed that Council adopt the Sunshine Coast Council Corporate Plan 2025-30 for implementation from 1 July 2025.
The Corporate Plan is focussed on:
· Enhanced alignment between Council’s long, medium, and short-term planning, from regional strategies through to the delivery of services and projects.
· Reflecting what we have heard from the community into key themes, and outlining how Council is responding with greater clarity on our role.
· Providing the priorities for the next 5 years that will be cascaded into the development of the annual operational plan and budget where funding is assigned towards delivery.
· Establishing the basis for monitoring progress over the next 5 years, through the annual and quarterly reporting processes.
Feedback from our community and Councillor workshops has resulted in changes to the Corporate Plan goals as below:
Goal consolidation - Organisational Excellence
The current Corporate Plan had Outstanding Organisation and Service Excellence as separate goals, which has often resulted in confusion, particularly in relation to the purpose of activities such as digital enablement and customer processes. These 2 goals have been combined into the Organisational Excellence goal to recognise service excellence is an integral part of being an outstanding organisation.
New goal – Managing for Growth
Our community has told us that transport and the effective management of population growth and the assets required to support it, are of critical importance over the next 5 years. The introduction of the new Managing for Growth goal brings into focus the importance of advocating for better transport options within the region, integrated transport and strategic land use planning to connect our communities with a strategic approach to managing Council’s assets on behalf of the community.
Monitoring Progress
The Corporate Plan informs and is implemented through the annual Operational Plan and budget, providing the basis to monitor progress through the subsequent annual and quarterly reports to Council that will be presented to an Ordinary Meeting and published on Council’s website.
Governance and portfolio responsibilities
The Council Portfolio System 2024 (adopted May 2024) provided for the review and revision of the portfolio model at any time during the term, should circumstances or corporate goals or priorities change.
The Council Portfolio System is aligned to each of the 5 goals of the current corporate plan. The changes within the new Corporate Plan will require an update of the current portfolio arrangements prior to the document coming into effect on 1 July 2025.
Legal
The Corporate Plan has been developed in accordance with the requirements of the Local Government Act 2009 and Local Government Regulation 2012.
Risk
The Corporate Plan is reviewed on a regular basis through an annual environmental scan as well as the quarterly progress and annual reports, to continue to mitigate and manage risks.
Previous Council Resolution
Ordinary Meeting 30 May 2024 (OM24/25)
That Council:
(a) receive and note the report titled “Council Portfolio System 2024”
(b) approve the following allocation of Sunshine Coast Regional Council portfolios to Councillors –
· Region Shaping Projects, Regional Advocacy and Intergovernmental Relations – Councillor Rosanna Natoli
· Strong Community – Councillor David Law and Councillor Taylor Bunnag
· Environment and Liveability – Councillor Maria Suarez and Councillor Tim Burns
· Resilient Economy – Councillor Terry Landsberg and Councillor Joe Natoli
· Service Excellence – Councillor Winston Johnston and Councillor Christian Dickson
· Outstanding Organisation – Councillor Ted Hungerford and Councillor Jenny Broderick
(c) approve the Sunshine Coast Regional Council 2024 Portfolio System and Protocols (Appendix A) to replace the Sunshine Coast Regional Council 2020 Councillor Portfolio System and Protocols
(d) approve the Sunshine Coast Regional Council 2024 Portfolio Responsibilities (Appendix B) to replace the 2020-24 Councillor Portfolios – Strategic Alignment Model and
(e) under section 210 (1) (b) (i) of the Local Government Regulation 2012 approve the appointment of Councillor Ted Hungerford and Councillor Jenny Broderick as members of the Sunshine Coast Regional Council Audit Committee.
Ordinary Meeting 14 December 2023 (OM23/147)
That Council:
(a) receive and note the report titled “Sunshine Coast Council Corporate Plan 2024-2028”
(b) adopt the Sunshine Coast Council Corporate Plan 2024-2028 (Appendix A) and
(c) authorise the Chief Executive Officer to make minor administrative amendments to Sunshine Coast Council Corporate Plan 2024-2028 prior to online publication (if required).
Related Documentation
Related documentation includes key strategies endorsed by Council – as identified under each of the goals in the Corporate Plan.
· Sunshine Coast Community Strategy 2019-2041 (2024 refresh)
· Sunshine Coast Integrated Transport Strategy
· Sunshine Coast Environment and Liveability Strategy (2023 edition)
· Resource Recovery Strategy 2023
· Coastal Hazard Adaptation Strategy
· Stormwater Management Strategy
· Regional Economic Development Strategy 2013-2033 (2023 refresh)
· Sunshine Coast Major Events Strategy 2018-2027 (2023 refresh).
Critical Dates
Section 165 (2) of the Local Government Regulation 2012 provides that a local government must adopt its 5-year corporate plan in sufficient time to allow an annual operational plan and budget to be adopted for the first financial year that is covered by the corporate plan.
Adoption of the proposed Corporate Plan at this meeting allows Council to consider capital and operating priorities and associated resources within the parameters of the new Corporate Plan; and for the forthcoming annual operational plan and budget to be finalised and considered by Council prior to 30 June 2025.
Implementation
Once the Corporate Plan 2025-30 is adopted by Council, a digital copy will be provided to the State Library of Queensland for record keeping, as required by legislation and Council’s web site will be updated with a copy of the Corporate Plan 2025-30.
The new Corporate Plan will be used to guide the development of the Operational Plan and Budget for 2025-26 that will come into effect on 1 July 2025.
A review of the Councillor Portfolio System will be undertaken with any required updates being made prior to 1 July 2025.
Further tools and messages will be developed to support internal and external implementation and communication.
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Ordinary Meeting Agenda Item 8.2 Sunshine Coast Council Corporate Plan 2025-30 Appendix A Sunshine Coast Council Corporate Plan 2025-30 |
27 February 2025 |
8.3 Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy
File No: F2024/6496
Author: Coordinator Integrity Management
Civic Governance Group
Appendices: App
a - Sunshine Coast Council
Complaints Management (Administrative Action) Strategic Policy............................................................ 99 ⇩
Attachments: Att 1 - Human
Rights Compatibility Assessment................. 123 ⇩
purpose
The purpose of this report is to seek endorsement of the Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy.
Executive Summary
In accordance with the Local Government Act 2009 (Section 268) (the Act), Queensland Local Governments must adopt a process for resolving complaints relating to administrative actions.
An administrative action complaint relates to an action taken by Council; for example:
(a) A decision, or a failure to make a decision, including a failure to provide a written statement of reasons for a decision
(b) An act, or a failure to do an act
(c) The formulation of a proposal or intention and/or
(d) The making of a recommendation.
Council’s existing Administrative Action Complaints Management Process incorporating Council’s policy position was adopted by Council on 22 May 2014. The revised policy will adopt a contemporary approach to how complaints are administered within Council and ensure compliance with the Act.
The proposed Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy is provided at Appendix A for Council’s consideration.
That Council:
(a) receive and note the report titled “Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy ”
(b) approve the Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy (Appendix A) to replace the Administrative Action Complaints Management Process as Council’s policy position in compliance with the Local Government Act 2009 and
(c) note that the Administrative Action Complaints Management Process will continue as an operational process for the management of complaints made to Council.
Finance and Resourcing
The costs associated with the development and management of this Policy are borne within the Civic Governance Group’s operational budget. The costs associated with specific investigations will, in the majority of cases be covered within Civic Governance Group’s operational budget or the budget of the operational area where the subject matter of the complaint originated.
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 responsible for the Governance Portfolio, Councillors J Broderick and E Hungerford have been consulted in relation to the proposed Policy.
Internal Consultation
· Chief Executive Officer
· Acting Group Executive, Civic Governance
· Ethical Standards Branch
· Governance Process & Policy.
External Consultation
The Office of the Queensland Ombudsman advocates for the community and provides advice to Council on the management of complaints. Outcomes of investigations and reviews undertaken by the Ombudsman have been considered in the review of this policy; including complainants’ external review rights.
Community Engagement
As this is an internal policy consistent with legislative requirements, direct community engagement is not required.
Feedback from community members about how complaints are managed by Council, including timeliness, effectiveness and documentation of outcomes and the identification of improvement opportunities, have been considered and reflected in this revised policy.
Proposal
The Complaints Management (Administrative Action) Strategic Policy, a statutory requirement within the Local Government Act 2009 (Section 268), has been reviewed in accordance with Council’s Policy Framework.
The main objective in reviewing Council’s policy position overseeing the management of complaints was to assist the community to have a better understanding of the process by:
· improving readability and application
· increasing transparency and accountability
· ensuring pathways for the contestability of decision and actions
· ensuring processes are contemporary and
· ensuring compliance requirements are met.
This policy demonstrates Council’s commitment to probity, accountability, transparency and ethical conduct. The following principles inform the application of this policy:
· Fair and equitable application – parties to a complaint are treated with respect, dignity and fairness. Council employees involved in the complaint process are trained to handle matters sensitively and with empathy.
· Zero tolerance of abuse – the safety of Council’s employees and community members is paramount and abuse, threats or intimidation of any kind will not be tolerated.
· Access and inclusion – all endeavours will be made to ensure that all parties have accessibility to assistance and advice during all stages of the complaints process.
· Objective and consistent – each complaint is assessed on its own merit, and consistency in decision making will be considered. All complaints are managed objectively and without bias. The principles of procedural fairness, natural justice and human rights are ingrained in all aspects of the complaint management process.
· Responsive and Efficient – Council is committed to striving for reasonable response times and to ensuring complainants are appropriately informed of the process at key milestones in the complaint process. Response timeframes will vary as they relate to the complexity of a complaint.
· Compliance with the law – Council is obligated to comply with the requirements of all legislation, specifically those Acts that apply to this policy. (Refer to related documentation)
Council manages a variety of complaints, with various legislative requirements in relation to processing, managing and reporting. All complaints will be administered in line with relevant legislative requirements and investigation will occur in accordance with any relevant Council related policy, guideline or procedure. The Policy outlines the categories of complaints administered by Council and the relevant legislation, policy or guideline.
In addition, this policy sets out:
· the lodgement of complaints
· how complaints may be declined
· management of privacy and confidentiality
· management of anonymous complaints
· conduct expectations
· provision of the outcomes of complaints
· review mechanisms
· details obligations for reporting wrongdoing and
· recordkeeping requirements.
Legal
The Human Rights Act 2019 requires Council to consider relevant human rights, and to act and make decisions which are compatible with the rights the Human Rights Act 2019 protects. Human Rights assessment (Attachment 2) has been completed and identifies that the decision to support this policy is compatible with the human rights legislation.
The Local Government Act 2009 (Section 268) prescribes that Council must adopt a process for resolving administrative action complaints. The consideration and approval of this policy positions Council to comply with this requirement. The Complaints Management (Administrative Actions) Strategic Policy and the supporting Administrative Actions Complaint Management Process will provide the community with the appropriate processes in responding to complaints.
Section 38 of the Crime and Corruption Act 2001 (Qld) obligates Council to notify the Crime and Corruption Commission if a complaint, information, or matter involves or may involve corrupt conduct. This proposed policy partners with the Crime and Corruption Commission’s ‘Corruption in Focus’, a guide to dealing with corrupt conduct in the Queensland public sector, to ensure that complaints are managed appropriately.
The proposed policy supports Council’s obligations under the Public Interest Disclosure Act 2010 (Qld) (Section 28) that requires Council to establish reasonable procedures to deal with public interest disclosures. The Complaints Management (Administrative Action) Strategic Policy and supporting process provides the mechanism for public interest disclosures to be submitted to Council.
Policy
The Complaints Management (Administrative Action) Strategic Policy is the overarching policy that provides direction to the community detailing how all types of complaints will be dealt with by Council. Supporting policies that complement the assessment and management of complaints include: the Complaints about the Chief Executive Officer; Public Interest Disclosure and Grievance Management Policies; and the Councillor Code of Conduct and the Employee Code of Conduct.
Risk
The proposed updated Policy and supporting processes provides a mechanism to mitigate risk in managing complaints. The principles of this policy complement Council’s risk management framework, including contributing to transparency in decision making and taking of actions.
Previous Council Resolution
Ordinary Meeting 22 May 2014 (OM14/73)
That Council:
(a) receive and note the report titled “Administrative Action Complaints Management Process”
(b) adopt the Administrative Action Complaints Management Process (Appendix A) and the Chief Executive Officer be authorised to make any necessary minor administrative amendments to the process
(c) note the previous General Complaints Management Process as superseded and (d) delete Delegation of Authority No. 2008-7 - General Complaints Management Process as this delegation is no longer required.
Ordinary Meeting 8 June 2011 (OM11/143)
That Council:
(a) note the report titled “General Complaints Management Process”; and
(b) adopt the amended General Complaints Management Process for the Sunshine Coast Council (Appendix A) and the Chief Executive Officer be authorised to make minor administrative amendments to the process.
Related Documentation
· Local Government Act 2009 (Qld)
· Local Government Regulation 2012 (Qld)
· Crime and Corruption Act 2001 (Qld)
· Public Interest Disclosure Act 2010 (Qld)
· Human Rights Act 2019 (Qld)
· Information Privacy Act 2019 (Qld)
· Right to Information Act 2009 (Qld)
Critical Dates
There are no critical dates relevant to this report.
Implementation
Should the recommendation be accepted by Council, it is noted that the Chief Executive Officer will:
· update the Policy Register and
· publish the Sunshine Coast Council’s Complaints Management (Administrative Action) Strategic Policy on Council’s website.
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Ordinary Meeting Agenda Item 8.3 Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy Appendix A Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy |
27 February 2025 |
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Ordinary Meeting Agenda Item 8.3 Sunshine Coast Council Complaints Management (Administrative Action) Strategic Policy Attachment 1 Human Rights Compatibility Assessment |
27 February 2025 |
8.4 Audit Committee Meeting 10 February 2025
File No: Council Meetings
Author: Manager Audit, Assurance and Risk Advisory Services
Civic Governance Group
Appendices: App
a - Minutes of the Audit
Committee meeting of 10 February 2025 135 ⇩
purpose
To provide Council with a report on matters reviewed at the Audit Committee (“the Committee”) meeting held on 10 February 2025 and recommendations made by the Committee to Council.
This report is provided to fulfil Council’s obligations under section 105 of the Local Government Act 2009 and section 211 of the Local Government Regulation 2012.
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 comprised of Mr Mitchell Petrie (Independent Chair), Mr Pat McCallum (Independent Member), Ms Sue Tindal (Independent Member), Councillor E Hungerford and Councillor J Broderick.
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 Audit Committee on 10 February 2025 covered the following:
· Meeting Minutes and Audit Committee Resolutions/Action Items
· Chief Executive Officer's Update
· Finance: Planning for the 2024/25 Financial Statements Audit Process
· Finance: Update on the independent review of the process to prepare the statutory financial statements
· Built Infrastructure/Business Performance: Report on the status of recommendations arising from the four asset management related reviews
· People: Wellbeing Health and Safety Report
· DIS: Cyber Security Report
· Governance: Operational Risk Update and Business Continuity Report
· Governance: Internal Audit Program of Work update
· Governance: Recommendation Monitoring
· Governance: Internal Audit Report: Transport Levy.
That Council:
(a) receive and note the report titled “Audit Committee Meeting 10 February 2025” and
(b) endorse the Minutes of the Audit Committee meeting of 10 February 2025 at Appendix A to this report.
Finance and Resourcing
There are no financial or resourcing issues specifically associated with this report. The report fulfils the statutory reporting obligations of Council.
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 J Broderick and E Hungerford attended and participated in the Audit Committee meeting on 10 February 2025.
All Councillors received the Audit Committee agenda papers prior to the meeting.
Internal Consultation
The Chief Executive Officer and other Executive Leadership Team (ELT) members participated in the Committee meeting and contributed to the development of the Committee agenda papers. Other officers consulted in the preparation of papers for consideration at the Audit Committee meeting on 10 February 2025 included:
· Manager Finance
· Coordinator Financial Accounting
· Asset Information Manager
· IT PMO Manager
· Wellbeing Health and Safety Lead
· Chief Information Officer
· A/Coordinator Corporate Risk & Insurance
· Principal Auditor
The Chief Executive Officer and all Group Executives received the Audit Committee agenda papers prior to the meeting.
External Consultation
The independent members of the Committee were present at the meeting on 10 February 2025.
All attendees received the Audit Committee agenda papers prior to the meeting.
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 comprised of Mr Mitchell Petrie (Independent Chair), Mr Pat McCallum (Independent Member), Ms Sue Tindal (Independent Member), Councillor E Hungerford and Councillor J Broderick.
The overall objective of the Committee is to assist Council and the Chief Executive Officer 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.
The most recent meeting of the Audit Committee took place on 10 February 2025. The minutes of the Committee meeting are provided at Appendix A to this report.
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 December 2024 (OM24/125)
That Council:
(a) receive and note the report titled “Audit Committee Meeting 25 November 2024” and
(b) endorse the Minutes of the Audit Committee meeting of 25 November 2024 at Appendix A to this report.
Ordinary Meeting 12 December 2024 (OM24/126)
That Council:
(a) receive and note the report titled “Appointment of Independent Audit Committee Member”
(b) approve the appointment of the independent Audit Committee member as recommended, for a term of four years from and including 1 January 2025 and concluding on 31 December 2028 and
(c) authorise the Chief Executive Officer to publicly release the name of the person appointed as a member of the Audit Committee, should Council endorse the recommendations in this report.
Ordinary Meeting 21 November 2024 (OM24/116)
That Council:
(a) receive and note the report titled “Audit Committee Meeting 29 October 2024” and
(b) endorse the Minutes of the Audit Committee meeting of 29 October 2024 at Appendix A to this report.
Ordinary Meeting 26 September 2024 (OM24/79)
That Council:
(a) receive and note the report titled “Audit Committee Meeting 2 September 2024” and
(b) endorse the Minutes of the Audit Committee meeting of 2 September 2024 at Appendix A to this report.
Ordinary Meeting 20 June 2024 (OM24/46)
That Council:
(a) receive and note the report titled “Audit Committee Meeting 23 May 2024”
(b) endorse the Minutes of the Audit Committee meeting of 23 May 2024 at Appendix A to this report and
(c) accept the recommendation of the Audit Committee dated 23 May 2024 and in doing so, approve the 2024 – 2025 Internal Audit Program of Work at Appendix B.
Ordinary Meeting 7 March 2024 (OM24/15)
That Council:
(a) receive and note the report titled “Audit Committee Meeting 26 February 2024” and
(b) endorse the Minutes of the Audit Committee meeting of 26 February 2024 at Appendix A to this report.
Related Documentation
There is no related documentation relevant to this report.
Implementation
Implementation of the Audit Committee and the internal and external audit recommendations are overseen by the Chief Executive Officer and the Executive Leadership Team and monitored by the Audit Committee.
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Ordinary Meeting Agenda Item 8.4 Audit Committee Meeting 10 February 2025 Appendix A Minutes of the Audit Committee meeting of 10 February 2025 |
27 February 2025 |
8.5 January 2025 Financial Performance Report
File No: Council Meetings
Author: Coordinator Financial Services
Business Performance Group
Attachments: Att
1 - January 2025 Financial
Performance Report............ 159 ⇩
Att
2 - January 2025 Capital Grant
Funded Project Report 171 ⇩
purpose
To meet Council’s legislative obligations, a monthly report must 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 2025, in terms of the operating result and delivery of the capital program.
Operating Performance
Table 1: Operating Budget as at 31 January 2025
|
|
Original |
Current Budget $000 |
|
Total Operating Revenue |
610,085 |
620,020 |
|
Total Operating Expenses |
587,086 |
616,224 |
|
Operating Result |
22,999 |
3,796 |
|
|
Year to Date |
Year to Date Budget |
Year to Date |
|
Total Operating Revenue |
319,393 |
544,061 |
545,701 |
|
Total Operating Expenses |
300,006 |
351,452 |
350,915 |
|
Operating Result |
19,386 |
192,609 |
194,787 |
|
|
|
|
|
|
Total Cash Balance |
139,014 |
123,576 |
127,429 |
Details of the monthly financial report are contained in Attachment 1.
Officer Recommendation
That Council receive and note the report titled “January 2025 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 2025, 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
Councillor Consultation
Consultation has been undertaken with the Portfolio Councillors, E Hungerford and J Broderick.
Internal Consultation
This report has been written in conjunction with advice from:
· Chief Executive Officer
· Acting Group Executive Business Performance
· Manager Finance.
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 2024-25 Investment Policy, and
Sunshine Coast Council’s 2024-25 Debt Policy.
Risk
The 2024-25 budget has been developed to ensure long term financial sustainability for the Sunshine Coast region. A key element to long term financial sustainability is achieving the targeted operating result.
Council’s operating result includes savings initiatives of $9.9 million, with $8.1 million attributed to the Employee Vacancy Rate. Failure to achieve the budgeted operating result will negatively impact Council’s financial sustainability both in the short term and long term.
Continued monitoring of the delivery of the capital works program within budgeted scope and cost.
Previous Council Resolution
Ordinary Meeting 12 December 2024 (OM24/124)
That Council:
(a) receive and note the report titled “Budget Review 2 2024-25”
(b) adopt Appendix A as tabled, pursuant to sections 169 and 170 of the Local Government Regulation 2012, Council’s amended budget for 2024-25 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) Council’s 2024-25 Capital Works Program, endorse the indicative four-year program for the period 2026 to 2029, and note the five-year program for the period 2030 to 2034
(viii) the Debt Policy
(c) note the following documentation applies as adopted 20 June 2024
(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, and
(iii) the Revenue Statement
(iv) the rates and charges to be levied for the 2024-25 financial year and other matters as adopted 20 June 2024
(v) the Strategic Environment Levy Policy
(vi) the Strategic Arts and Heritage Levy Policy
(vii) the Strategic Transport Levy Policy
(viii) Prescribed Services Charge Plan (No. 2) 2024-25 Financial Year and
(d) endorse the 2024-25 Minor Capital Works Program (Appendix B).
Ordinary Meeting 26 September 2024 (OM24/82)
That Council:
(a) receive and note the report titled “Budget Review 1 – 2024-25” and
(b) adopt Appendix A as tabled, pursuant to sections 169 and 170 of the Local Government Regulation 2012, Council’s amended budget for 2024-25 financial year incorporating:
i. the statement of income and expenditure
ii. the statement of financial position
iii. the statement of changes in equity
iv. the statement of cash flow
v. the relevant measurers of financial sustainability
vi. the long-term financial forecast
vii. Council’s 2024-25 Capital Works Program, endorse the indicative four-year program for a period 2026 to 2029, and note the five-year program for the period 2030 to 2034
(c) note the following documentation applies as adopted 22 June 2024
i. the Debt policy
ii. the Revenue policy
iii. the total value of 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
iv. the Revenue statement
v. the rates and charges to be levied for the 2024-25 financial year and other matters as adopted 22 June 2024
vi. the Strategic Environment Levy Policy
vii. the Strategic Arts and Heritage Levy Policy
viii. the Strategic Transport Levy Policy
ix. Prescribed Services Charge Plan (No. 2) 2024-25 Financial Year and
(d) endorse the Minor Capital Works Program (Appendix B).
Special Meeting 20 June 2024 (OM24/4)
That Council:
1. STATEMENT OF ESTIMATED FINANCIAL POSITION
receive and note Appendix A, pursuant to section 205 of the Local Government Regulation 2012, the statement of the financial operations and financial position of the Council in respect to the 2023-24 financial year.
2. ADOPTION OF BUDGET
adopt Appendix A as tabled, pursuant to sections 169 and 170 of the Local Government Regulation 2012, Council’s budget for 2024-25 financial year incorporating:
i. the statement of income and expenditure
ii. the statement of financial position
iii. the statement 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 30 May 2024)
viii. the Revenue Policy (adopted by Council resolution on 30 May 2024)
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 2024-25 Capital Works Program, endorsing the indicative four-year program for the period 2026 to 2029, and noting the five-year program for the period 2030 to 2034
xii. the rates and charges to be levied for the 2024-25 financial year and other matters as detailed below in clauses 3 to 10
xiii. the 2024-25 Minor Capital Works Program
xiv. the Strategic Environment Levy Policy
xv. the Strategic Arts and Heritage Levy Policy
xvi. the Strategic Transport Levy Policy and
xvii. Prescribed Services Charge Plan (No. 2) 2024-25 Financial Year.
Related Documentation
2024-25 Adopted Budget
Critical Dates
There are no critical dates for this report.
Implementation
There are no implementation details to include in this report.
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Ordinary Meeting Agenda Item 8.5 January 2025 Financial Performance Report Attachment 1 January 2025 Financial Performance Report |
27 February 2025 |
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Ordinary Meeting Agenda Item 8.5 January 2025 Financial Performance Report Attachment 2 January 2025 Capital Grant Funded Project Report |
27 February 2025 |
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
The next Ordinary Meeting will be held on 27 March 2025.
