Before the first item ¶
00:00:00 Councillor Finzel: Good afternoon and welcome to the Noosa Shire Council Services and Organisation Committee 10th of December 2024. I'd like to note we have Councillor Wilkie, Councillor Wilson and Councillor Phillips all in attendance at the table today. And in the gallery we have Councillor Lorentson and welcome to the staff that's joining us today in the gallery. Good afternoon Mr CEO. Right so we have, we open the meeting at 1.30 and I'd like to acknowledge, is that correct? Yes. We're good to go? Yes. I'd like to acknowledge the Kabi Kabi Elders past, present and emerging and pay respects to the inherent wisdom and knowledge that they bring to our environment. On this land and waters in which we live, work and play.
1 DECLARATION OF OPENING ¶
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2 ACKNOWLEDGEMENT OF COUNTRY ¶
00:01:00 So good afternoon and welcome. We have everyone in attendance and there are no apologies. Can we have a confirmation of the minutes please? Councillor Wilson: I'll move that. Councillor Finzel: That's moved by Councillor Wilson. I'm happy to second. Happy to second. Councillor Phillips. All in favour? It's unanimous. Mayor Wilkie: I wasn't, I don't believe I was there so I can't. Confirm. Councillor Finzel: Okay so can you confirm that. No you can. Mayor Wilkie: Can I? Yes. Yes because you could have written. Yeah I was written. Councillor Finzel: We hope you've written. That's totally fine. Mayor Wilkie: Yes. Councillor Finzel: Right. Mayor Wilkie: Yeah. Councillor Finzel: We have no, oh we're ready to move on. We have no presentations and no deputations. We have reports for consideration to the committee. Speaker 1: All right. You don't see the committee. Sorry. Councillor Finzel: Technical issues.
3 ATTENDANCE & APOLOGIES ¶
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4 CONFIRMATION OF MINUTES ¶
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5 PRESENTATIONS ¶
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6 DEPUTATIONS ¶
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7 REPORTS FOR CONSIDERATION OF THE COMMITTEE ¶
00:02:00 Are we all right? Yeah. We're good. Speaker 1: Yes. Oh right. Okay. Sorry. Yeah, yeah, yeah, no it's me that's presenting this one. Oh right. Councillor Finzel: Okay. So we thank you for your report Mr. CEO. Speaker 1: So thank you councillors. Um. This is just a report to confirm that the Council of Mayors South East Queensland that we're a part of is taking a delegation to overseas to Singapore, Manchester and Paris in February and all the mayors are invited of the ComSec group and so we are just seeking approval for the mayor to attend and represent New South Council on that. Thank you. The cost to do this travel is completely paid for by ComSec, so community mayors for South East Queensland so there is no direct cost to council other than a few maybe sundry costs but nothing of any major and the value of this that we are looking to get as NUSA being part of this is extremely important given that this is in the lead up to 2032 Olympics.
7.1 MAYOR'S ATTENDANCE AND REPRESENTATION OF COUNCIL – COUNCIL OF MAYORS SEQ, OVERSEAS DELEGATION 2025 (INTERNATIONAL TRAVEL) ¶
00:03:00 Mm hmm. The what some of the issues that we may we should be looking at this at this point eight out eight years away from the from the games and and what we should be should be looking to do when we're NUSA fits into that and how we can benefit from it so it's really important that that our mayor Frank attends this this this trip and again as I say it's totally paid for by ComSec so there's no real cost to to NUSA council so it's a yeah it's totally paid for by ComSec so there's no real cost to to NUSA council so it's a it's a it's a great opportunity is what I believe but it's certainly up for councilors to to approve.
00:04:00 Councillor Finzel: Thank you Mr. Senior. Any questions? Yes. Thank you Councillor Wilson. Tell us the significance of why Manchester? Speaker 1: Well Manchester held the 2002 Commonwealth Games. I should know that this is my history. Councillor Wilson: I think I went to that. Speaker 1: And and also did a whole lot in terms of revamping using it to remodel the city so I know East Manchester was was a big part of that. It was used as as a rebuild. Same as what they did with London with East London. I think it was East London. Where they used it to to to really revamp their city and and rebuild their their whole city centre and all their sporting facilities and and and build their their future so that's what you know they're looking for in terms of of how Brisbane and and the city's using it from a legacy point of view so it's not just a blip you have the games and move on. It's actually building things that have got longer legacy and Manchester were one of the first to to really prosper from that. Councillor Finzel: Fantastic.
00:05:00 Any further questions? Thank you. Frank is there any comments from you? You were the mayor on the trip. Mayor Wilkie: I have no questions. Councillor Finzel: Fantastic. Mayor Wilkie: No I'm no I'm I'm happy for other councilors to move it and then I'll speak to it if if needs be. Councillor Finzel: Okay. Thank you. So do we have a mover for the report? I'm happy to move. That's Councillor Phillips. And do we have a seconder? A second. Councillor Wilson. We'll take it to the vote. All in favour? That's unanimous. Sorry not speaking to it. Oh sorry. You want to speak to it? Mayor Wilkie: Yeah look it's the purpose of it is fact finding delegation for all the representatives from the 12 south east Queensland districts. We've got one from Queensland Councils to areas which have projects that represent ideas and initiatives that we could benefit from as a region south east Queensland to end up
00:06:00 to the 2032 Olympics. We'll be looking at projects like regional waste facilities. ComSec is looking at investigating regional facilities to handle waste. We'll be looking at a few waste to energy projects. We'll be looking at water recycling projects, water recycling projects, and a number of We've been looking at projects, we've been looking at athletes precincts, we've been looking at the way the cities, the greater city of Manchester and Paris handed transportation and moved people around the Games. We're looking at legacy projects for the Games as well and how they approach that, how they approach the opportunity of a Commonwealth or an Olympic Games to benefit the communities in an ongoing way once the Games have been over. And in a way that doesn't overly burden the cities or the communities. I'll be doing a report on key learnings, I'll be applying a Noosa lens to that when I'm there and also certainly in my reporting back.
00:07:00 Councillor Finzel: Thank you. Mayor Wilkie: And it's also important that we travel as a united delegation. Thank you. During this trip. Representing the region as a whole. It's about regional collaboration is the most important thing. Because this is about positioning the South East Queensland region in a way that benefits the region in the lead up to the 2032 Olympic Games and beyond. Possibly as the first carbon neutral Olympic Games. We want to have a legacy of improved transportation and improved transport. We want to have community facilities, improved waste facilities post 2032. Councillor Finzel: Well it sounds like it'll be a wonderful opportunity and we're looking forward to the report.
00:08:00 And not only that, we're looking forward to some great legacy projects for this Shire that benefit and are sustainable moving forward into the future. Thank you Madam Chair. Thank you councillors. Thank you. Thank you. Thank you. Speaker 1: We've put that to the vote. Councillor Finzel: We've put that to the vote. Yep, that was unanimous. Speaker 1: Post the vote. Councillor Finzel: Post the vote. Speaker 1: Post the vote. Yeah, post vote spoke. Councillor Finzel: Moving to 7.2. Council attendance at the Sunshine Coast Precinct Transport Security Meeting. Now, we have a report coming to us. Shaun? Shaun? Yes, thanks Shaun. Director Walsh: A good afternoon councillors. Councillor Finzel: Good afternoon, welcome to the table. Director Walsh: The purpose of the report is to appoint a councillor to attend the Sunshine Coast Precinct Transport Security Meeting. This meeting is held quarterly and attended by technical representatives from other councils,
7.2 COUNCILLOR ATTENDANCE AT SUNSHINE COAST PRECINCT TRANSPORT SECURITY MEETING ¶
00:09:00 Queensland Transport and Main Roads, Queensland Rail and Queensland Police, as well as contracted public transport providers, particularly bus fleets. The meeting seeks a coordinated approach to security management, including information dissemination about incidents, trend analysis, as well as a common approach to security management across the public transport network. Our council is a stakeholder because of our contracted arrangements under the GoNUSA program, where we do actually provide our public transport service. There's no requirement for council to actually have a councillor at that meeting, but it's very interesting information from a security perspective, and we've had the councillor express interest in attending the meeting. And to formalise arrangements, this is why this report has been presented to council, for the purposes of accountability and transparency. Councillor Phillips has expressed interest in attending due to her PPS background, and has attended a recent meeting and found it very useful. Thank you. Mayor Wilkie: Madam Chair, I'd like to move that Councillor Jessica Phillips be appointed
00:10:00 to attend the quarterly Sunshine Coast Transport Security Precinct Meetings. Councillor Finzel: I'll second. So, no, that's been moved by Councillor Wilkie. Seconded by Councillor Wilson. Yeah. Mayor Wilkie: Would you like to speak to that? Thank you, Madam Chair. Look, as said by the Acting Director of Infrastructure, Councillor Phillips has expressed an interest in security matters, interest in QPS matters, transport is part of that purview. It's not essential that a councillor attend this, but I think any councillor that shows the initiative and has the interest to go over and above the normal statutory duties, I think that ought to be applauded and supported. So, hence the nomination. I believe Councillor Phillips has sought that out, so I haven't nominated her without her knowing that this is going to happen. Councillor Finzel: Thank you, that was my next question. I am happy to accept the nomination.
00:11:00 I am, yes, thank you. Councillor Phillips: I did seek it out. I'll speak to it when it's been... Councillor Finzel: Fantastic. Is there any questions around that, Councillor Lorentson? No. So, yeah, just happy to... Councillor Phillips: Thank you for allowing me on the committee. Given my background in policing, I feel that it's a great opportunity to observe what's going on in the district, especially with our Go Nursing program and hearing what's going on around the coast. So, I look forward to coming to our CDF with a briefing or with some information about what I've taken away. And, yeah, just be able to listen and take on board some of the things that maybe are happening differently and I'm excited. It's definitely up my wheelhouse around what we can do to improve safety on buses and on our road network and things like that. So, it'll be really interesting moving forward what I take out of it. Thank you.
00:12:00 Councillor Finzel: Thank you. Well, thank you for taking that on board. I think we're all going to benefit from having you observe around the table and bring that back to Council through our CDF process, which gives us opportunity to create change where needed or develop further policies or whatever. So, I think it's really good also for our community to have trust that when they travel on public transport that they can do so with confidence, that they can do that with safety and security to the best of our ability. So, thank you. Thank you. You're welcome. We'll take it to the vote then. I don't wish to close. Oh, you don't wish to close. Thank you, Mr Mayor. We'll take it to the vote. All in favour? Yes. All in favour of that? Councillor Wilson: Yeah. You're able to vote. Speaker 5: Yes. Councillor Finzel: So, that's Councillor Wilkie, Councillor Wilson, Councillor Phillips, Councillor Finzel. Unanimous. Unanimous. Thank you. Thank you, Shaun. Mayor Wilkie: Thank you, Shaun. Councillor Finzel: Thanks, Shaun.
00:13:00 Then we're moving on to the Strategic Asset Management Plan 2024. Thank you to the staff. Welcome to the table. Speaker 4: Good afternoon, Councillors. Good afternoon, Denise. Councillor Finzel: Good afternoon. Would you like to give us an overview of the report? Yeah, sure. Speaker 4: So, this report's seeking adoption of the strategic asset management plan. And we've got a small presentation that we would like to put up, if that's okay. Mayor Wilkie: Thanks, Cathy. Of course. Speaker 4: And just in ways of providing a bit about how we got to this point. Mayor Wilkie: Are you going to take us on the roadmap journey? Speaker 4: Oh, come on. That's my finishing line. Okay. Mayor Wilkie: You don't get ahead of it, Frank. Speaker 4: Okay. Next slide. Thanks, Cathy. So, just in providing a bit of a background, Council's legislated to produce detailed asset management plans, and developing a strategic asset management plan and updating
7.3 STRATEGIC ASSET MANAGEMENT PLAN 2024-2030 ¶
00:14:00 it is definitely part of that legislative requirements. We started our asset management framework in building it in 2015, when we did a capability assessment of our asset management activities. And it was really a gap analysis of where we're at and the continual improvement that we required to get to where we are today. Through that process, in 2017, we drafted our first strategic asset management plan. And from that point, we built some really strong governance around our asset management activities across Council. And that enabled us to produce a suite of detailed asset management plans for our major asset classes, including our transport infrastructure assets, our parks and playgrounds, our buildings
00:15:00 and facilities, and our stormwater drainage. And since then, we've done a number of really strong good governance activities, including proactive condition assessments. And programs for our bridges, which has really given us great opportunities for funding for bridge renewal programs, our road, continual road surveys, where we run our reseal and heavy patching programs, we're 90% through our stormwater CCTV inspection programs. And we have other in-house condition assessment activities with pathways, buildings and facilities, playgrounds and beach accesses as well. To build and in the future to produce long term renewal programs around those. So moving forward in 2022, we had an asset management audit commissioned, which was done
00:16:00 by KPMG. And from that audit, it was really another means of time to have a review of from the first time when we did our capability assessment and look at where we need to go. And we needed to update and improve our asset management framework for council. So that review came with 38 recommendations and got us to the point where we are today in drafting a strategic asset management plan. And that draft document, I really need to acknowledge Devon Wilson, our asset systems coordinator, who's pulled this all together. It is very an exhaustive document and concise with from those recommendations. And I think it's a really good document. And I'm going to hand over to Devon now. And she's going to go through a little bit of what she's done in updating the strategic asset management plan and what's different from the old one. Speaker 5: Fantastic. Thank you. Over to you. Thank you. Next slide. Thank you. So of the 38 recommendations, the key piece was actually the revision and update of
00:17:00 the strategic asset management plan and the associated roadmap, which shows our commitment to continual improvement. And it's kind of the starting point from which all the other improvements were generated, because we needed that building block before we could move on. And the strategic asset management plan is part of a hierarchy of documents. And the top of the hierarchy is the asset management policy, which presents the guiding principles for our asset management implementation and our asset management framework. From that, we create the SAMP, or the Strategic Asset Management Plan. Which defines the asset management objectives of Noosa Council and how we were going to implement those, and to detail of exact tasks and key measurables as well. So there's a lot we can translate in that. It also defines the scope, direction, and details of our asset management plans.
00:18:00 And for Noosa Council, we have revised our asset management plans to become total asset management plans. In asset management classes. And we have another hierarchy underneath now, which are the site-specific asset management plans. So we've revised our structure to get another level in there of the site-specific plans, the operational plans. And that's fine, thank you. So all these documents are the framework for asset management in Noosa Council, and tell us how we can integrate asset management throughout the organisation for all of our activities. And some of the key things we've done. So the first of that how, of the tasks, so we can actually progress with that Strategic Asset Management Plan, is firstly we revised the asset management policy, and that was endorsed earlier this year. And it was revised in line with the restructure, the new corporate plan, and our existing strategies and plans. Because the key is that everything needs to align with the corporate plan and our other
00:19:00 key strategies and plans. And that's the asset management framework makes sure we do have that alignment. We've also revised the governance structure to streamline it a little bit. And the asset management steering committee are the decision makers for anything to do with asset management. So the decisions rest with the asset management steering committee. And under them are the asset-specific working groups, who can make decisions and escalate those to the asset management steering committee. We've also revised the responsibility matrix, so we have an asset class responsibility matrix. So at each stage of the asset life cycle, we know who is responsible for every single stage. And that's been revised in line with the strategies, corporate plan, and the restructure as well. So there's a lot of updating. But in addition to that, that then feeds into the creation of new charters for the asset management steering committee, working group charters, and working group responsibility matrices for the working groups as well. So everything leads into the other one. So you can see how the strategic asset management plan is then generating all of the additional
00:20:00 work in the correct order. So everything is aligned. We have also looked at maturing our risk management strategy for asset management in line with the corporate strategic risk and our risk management framework. And we've done that by defining a risk management register for asset management and strategic asset management. And the items in the roadmap, or the tasks that we're addressing as part of the roadmap, they're the controls or measures to minimise or reduce or eliminate those risks. So that's particularly important in our risk management maturity. Another key item that we've completed is the asset management communication and stakeholder engagement plan. And that's also documented in the SAM. And that's because there's no point in developing all these things if you don't clearly indicate how you're going to communicate our framework, our practices, procedures and documents,
00:21:00 and any updates or feedback from stakeholders on that. So it's about having feedback on the document itself and also feedback from working groups and feeding to, say, other key stakeholders and contacts and consultants and that sort of thing. So it's about setting that framework so that there's better awareness, communication, updates and also training. It also encompasses training as well. So there's a lot of work here. And these are just some of the key things already implemented and documented in the strategic asset management plan. And, of course, there's then another five-year plan of some key tasks that we're going to complete for the next five years to address some of the gaps in our asset management practices. Yes. The key... Mayor Wilkie: Sorry. Can I just ask a question at this point? Yes. Go ahead, Devin. Absolutely. That's for a lot of excellent, extensive, internally facing government's work is being
00:22:00 done. Say I'm a layperson, a ratepayer, a resident ratepayer. Can you translate... How will that work translate to what a resident or ratepayer is going to see happening with Noosa Shire's assets in terms of the way we look after the roads, the parking lot, the parks, gardens, bridges? Speaker 4: Do you want me to answer this? Sure. Sure. Okay. Yes. Councillor, with that, the strategic asset management plan sets us up for our individual asset classes. And those total asset management plans are the outward facing documents that would be better for our community in speaking and how we maintain. And for example, if we look at transportation, how we maintain our roads, bridges and pathways. And that will be detailed in those documents. So the strategic asset management plan sets up how often we should be providing and producing
00:23:00 those documents and reviewing them and ensuring how we... And making sure that we include all the financial and the condition elements of that asset. So the strategy is really giving us the framework to produce those documents that will inform the community of our status of each asset class. Mayor Wilkie: Okay. Well, given that community members aren't going to be reading those documents, what they're going to be looking for is that the roads are maintained to a standard, that parks and gardens are refreshed regularly, that playground maintenance occurs before it needs replacement, that equipment needs replacement, bridges are replaced before they present a risk. Is that all part of what this work is going to deliver for the community? Speaker 4: Absolutely. Mayor Wilkie: And to help staff, keep staff on track to deliver better assets for the community.
00:24:00 Speaker 4: So the main key with the strategic asset management plan is identifying what we're committing to proactive maintenance and renewal programs for each of our asset classes to deliver exactly that. Speaker 1: Yes. Speaker 4: Part of the elements of the individual asset classes is more detail about defining the levels of service and how frequently and how much funding we're going to need. Yes. To enable us to do that and smooth those renewals out over time. So to raise it or lower our levels of service, depending on funding sources and opportunities for us as well, and expanding our networks of assets as well could be the challenges there too. Great. Mayor Wilkie: So, and Devon, you also mentioned that not only would there be all these different working groups from these different classes of assets, but there are site-specific working groups as well. Speaker 5: Site-specific asset management groups. Mayor Wilkie: Site-specific asset management. So, for example, the Coastal and Foreshore Infrastructure Working Group would have site-specific
00:25:00 management plans for, say, the Delbridge. Speaker 4: Correct. That's exactly what we're talking about. Or Doonella Bridge. Mayor Wilkie: Yes. Speaker 4: Probably not just our... Doonella Bridge is probably a little bit too micro. Mayor Wilkie: That's the bridge working group. Yes. Speaker 4: And a good example for that is that we are drafting and working at the moment in the Hastings Street Precinct Management Plan as a starting point. So capturing all our activities that we do down in that precinct, and the assets that we maintain and operate, and defining the levels of service that we do, and building up maintenance and renewal programs for that precinct. Mayor Wilkie: Thank you for the question. You're taking the questions. No problem. Speaker 5: Thank you, Councillor. Mayor Wilkie: You're right to continue. Speaker 5: I guess one of the key take-outs from the Strategic Asset Management Plan is our commitment to continual improvement as a Council in our asset management practices.
00:26:00 And so part of what we've come up with is a 10-year improvement plan for asset management. And that begins with the Strategic Asset Management Plan now, and once that's approved, then we'll move on to doing the Treadle Asset Management Plan. And then we'll look at continually improving that. So in 2028, we will have a new corporate plan. So then 2029, we will request an additional internal audit of our asset management practices and our maturity level, so that the recommendations from that internal audit could once again feed into a revision of the SAMP in 2030. And following that revision of the SAMP in 2030, that will move on to then another iteration of the Treadle Asset Management Plan. So that's a commitment over the long term to continual improvement and reviewing and updating our material as our community and our requirements change. So that's part of that commitment to continual improvement for Noosa Council.
00:27:00 Speaker 4: Probably the most important out of that question that Councillor Wilkie asked was that in 2025, we'll be revising all the asset management plans, which we now refer to as total asset management plans. Speaker 5: And one of the key things, too, in this document is that we are looking at tasks that look at, OK, well, you know, for our gravel roads, for example, what do we need? What can we supply? What equipment do we need? All those. So we're getting down to the nitty-gritty in these projects to make sure we actually can deliver the service that we need to maintain. Speaker 4: Excellent. So our next steps in our asset management journey. is obviously, after we've got the strategic asset management plan adopted, is developing our asset management information system. And that's really our record keeping of how we structure our asset software and our data
00:28:00 management and the way we collect it so that it can be, I suppose, extrapolated or reloaded into other systems should we ever decide to change it. And coinciding with that work we'll be doing our total asset management plans and developing them and on an annual basis we'll also commence to start reporting state of the asset reporting that we'll be able to pull out of our system to give you, give council and our community an understanding of the knowledge that we have on our assets on their condition and the remaining lives and what our renewal programs will be over forecasting those.
00:29:00 For the 5-10 year periods and as I mentioned and yeah we're just starting to work on the Hastings Street precinct plan as one of those site-based plans that's more of an operational document that we use for in-house and collaborating across the different areas of responsibility in that precinct. Mayor Wilkie: The 38 recommendations from KPMG according to this matrix, most of them have been implemented or? Yes, they have been implemented and they have been addressed in some way. I just have a question, for example number 28, develop, sorry, develop, update the asset management awareness training module and deliver the training program. This is documented in the SAMP roadmap. Does that mean that the training module is being delivered or will be delivered? Speaker 4: So we're revising the training module so it's to be delivered.
00:30:00 Yes. Yes. Yes. Yes. Mayor Wilkie: Thank you. Speaker 4: You're welcome. Councillor Phillips: I have a couple of questions. I'll start please. Thank you. With the 2022 is when KPMG have provided the initial report, do we go back to them at any point with a review? I know we've got the internal at 2030. Is there an opportunity at all or is it that they would ever review what they've suggested and that just as an outsider? Yeah. Speaker 4: Councillor, we did consider that. I don't know whether we would get an external to review the work that we've done to date,
00:31:00 but we've taken every recommendation on board and we've implemented that. And we've got good professional asset management practitioners within the organisation to develop this and we felt that we've achieved what those recommendations are. There is an Australian standard too, so we're confident that we've met that and that there will be other reviews done. We've got a lot of work to do through our finance area as well that will review our documents, not just KPMG. But we made the decision not to use any more funds for auditing purposes and get on with delivering the governance and the recommendations from that report. Councillor Phillips: Okay. That's great. Thank you. I like the continuous improvement part of it. There was just another couple more questions. Sorry. Does the digital hub, you spoke about data management, do we ever include them in assisting
00:32:00 in this space? I just see them as a... Speaker 4: We don't know. We look at different technologies and if there's anything there, that would be for asset management, data collection and the like. And we are looking at AI as a means of that, which has been in the media of recent. And we are looking at AI as a means of that, which has been in the media of recent. Councillor Phillips: And would you mind just talking me through the coastal canals and waterways just specifically sort of so so maybe people watching know that we're not going to be monitoring like a state asset or something can you just sure uh in the coastal um in that working group it's really around what council's responsibilities are so uh they include beach accesses lock and wear revetment walls predominantly Speaker 4: and our Noosa main beach and any other forms of infrastructure around there so it's dealing with those assets more so and how we'll manage those and and there are cross-area responsibilities with environment infrastructure services and also local laws that we we work together doggy beach is a really good example of that we've created a a significant asset there
00:33:00 are still developing our operational requirements around that because um you know it's it's it's getting plenty of love um and and we're still working on access and re-vegetation and uh and improving some infrastructure around that that facility so and they're the sorts of examples that we use and talk about in that area um other examples would be uh when we're doing um we had had the lock and we're renewal um 18 months ago and um we've put that on the table and and look at the challenges to having that with that particular infrastructure and get um source uh the expertise around the table on the on the right way forward for that as well thank you you're welcome
00:34:00 Councillor Wilson: we've talked about various groups and teams and departments and branches that will need to be involved in this uh we're going to use a whole organization approach um how will we um and basically resourcing on this is there beyond sufficient resources to be able to deliver the money um and what the challenges might come in the way of implementation Speaker 4: i can i can answer that one it's okay um and and it is really is uh with asset management it really is about a bottom-up decision making and coming and bringing the expertise from the ground and and that's part of you know our position descriptions of bringing asset management involved in a lot of
00:35:00 our roles a lot of that is that we have those people on the ground already it's about our collaboration so resourcing yes we always do need some resourcing in regards to getting bringing in some expertise you know we're a smaller council we do need to get and we do call on consultants to help us with more detailed condition assessments and the like and that's what those programs are within our capital works program with bridge level three bridge bridge inspections and uh getting um consultants to do our road surveys because they have rather than us maintain that data or collect by that equipment um so we we are looking at um so so that's we feel that we're resourced okay at this point uh we also know that the world is changing and ai will look at us in regards to having to re-engineer our functions um in rather than collecting data we might be
00:36:00 assessing data um on what what's the you know the the drone or you know that device is collected and we'll just be analyzing the data as well as we can so so uh at this point we we will we're pretty comfortable with the resources we've got i wouldn't say we're uh we're full deck of cards but you know Councillor Wilson: we're when we're ready and we need we'll we'll put a hand up um one of the highest um areas was the capitalization and the work which should be in this resource is there any requirement Speaker 4: that one is a challenge and particularly um it's uh it's in the finance field um where we have the backlog uh here it's it's trying to recruit um asset accountants so that's that's the challenge that the finance area has at the moment we we have uh actually done a really great job from the infrastructure side in collecting and and getting the data
00:37:00 presented and loaded into the system right up to that um stage gate of it then being written on financially and and we need the financial accountants and and that is a process that's heavily audited too so we do need the expertise there and i don't have the answer for this one for the the finance team because they've been trying to recruit financial uh asset accountants Councillor Finzel: for um several years yeah it's a good question i'm just going to question that but just to reiterate on that that means the work you've done will help us then have the data to recognize where the delays are occurring should do yes Speaker 4: yes yes there definitely and and that audit obviously highlighted our challenges um in that and our financial statements will tell us how much we haven't written on that what we've delivered
00:38:00 Mayor Wilkie: and what we haven't written on so yeah thank you just to give a sense of the scar of the work that this asset management system encapsulates how many assets are you charged are you responsible for managing Speaker 4: well that's the beauty of the responsibility matrix that we hand we share the love around on who's responsible um but look council's responsible for a billion dollars worth of assets and when we componentize those there we go yeah and after the floods uh every recovery has been increased yes absolutely and um but there's hundreds of thousands of components that we've got in the system of assets so it's not riding one bridge on it's breaking that bridge down into components and from rail to wearing surface to structure and breaking those structures down so it is it's it's a massive job to do and
00:39:00 devon's team um manage the data in that space um and yeah it requires a great discipline for that Mayor Wilkie: too so there's a lot of interest in the technology that's affixed to the front of the waste recovery so there's a lot of interest in the technology that um assesses road conditions the condition of the road asset can you talk a bit about how that's that's going and the value of that I certainly can't how it assists in all the emotions or any any of the challenges that it presents Speaker 5: the so the cameras are picking up an incredible number of defects some of which we will not necessarily do anything about because they're not something we would fix but we would monitor them and if they got worse we would fix them but it's things like potholes faded signs damage signs overhanging trees litter graffiti
00:40:00 damage barriers waste no just recycle yeah we've got one on the recycle truck and we want to roll out another one on a recycle truck and one on the e-scooter for the pathway inspection so they are covering the whole yes they are yes so this is for roads it's currently covering the whole Shire so we're getting quite a lot of information in and we've actually we're feeding that out to our crews in several different ways depending on the asset class so exactly how that gets resolved depends on the asset class and the capacity is all based on the capacity of our crews so that's actually working really well at the moment and the good thing is it's got the images so if this if we send a defect to the science crew they don't actually have to site and inspect they've got a photo they say here's the faded sun oh it's a 60 kilometer speed sign we'll actually order that then go and replace it they're not wasting time going out and
00:41:00 coming back they can see a pothole they have a look at it on the photograph right this is what we need oh look where it is we need traffic control they can organize all of that without actually having to go and do the site inspection first and that's to be each other that's creating greater efficiencies and helping us get ahead of the game because if a customer hasn't caught that one we wouldn't necessarily know about especially on some of our hinterland roads as well Councillor Phillips: just last question from here what what should i envision seeing like before councillors again Speaker 4: out of this report like sure well again this documents the framework so the next step for us is presenting total asset management plans to on those asset classes and explaining our renewal programs for and i'll use the example again for roads bridges and pathways and we'll be presenting them to you uh to council uh for endorsement and um and again they're a legislative requirement and
00:42:00 they're a recommendation in that order that we we need to do an update sooner rather than later so that's what we're working on as soon as we walk out of here we'll be moving on to that as well as the asset management information system which is our data management and our systems management process so there's still a little bit more governance work that we need to do the other tail end of that is that when we do have those total asset management plans adopted we'll be have those levels of service clearly defined and that will help us with the levels of service documents we produce with the um budget packs each year as well Mayor Wilkie: thank you brian you mentioned that this is all part of this is updating strategic asset management plans to have part of the process to continue and improvement which is fantastic um are there are there any from your perspective are there any areas that you're really hoping that this could
00:43:00 help us better Speaker 4: address areas where we are well the knowledge of data the collection of data is is one thing it's actually the the delivering the renewal programs is the other so pulling together those renewal programs and ensuring that we've got good solid robust and ongoing renewals of our assets to ensure that we don't leave a backlog legacy for future generations is the key here so we're at that point um in time where we're collecting a lot of data so there will be the the need for us to produce renewal programs and we probably have a backlog of work that you know should have been done a couple of years ago for particularly stormwater where we've had to deal with you know there's hundreds of thousands of stormwater assets alone that we're working through to produce and prioritize as well
00:44:00 we do have a methodology around that and we're trying to work within keeping in front of the resale program so that we're not digging up any roads that we don't that we've you know only resurfaced and the like too so they're they're just 101 practices that we we already are ahead of but um we want to make sure we're well well advanced and very mature in that space going forward so that's probably the biggest scariest thing about you know finding out what what we don't know yes um because uh the previous asset management plans a lot of the condition was modeled based on age or we when we how old we thought these assets were to what they physically are and now we're getting that actual physical condition assessment so sometimes assets last Mayor Wilkie: longer and just pay it all absolutely less than just correct yeah thank you thank you any other Councillor Finzel: questions from the table um I had a question from Campbell Lawrence thank you hi um just in terms of
00:45:00 Speaker 2: doggy beach um an excellent asset um to the shire in terms of continuous improvement is the inclusion of the doggy beach as part of the asset management plan is that a move to consider integrating Speaker 4: natural assets into our asset management plan uh to answer the question I don't think we can put our our beach as a financial asset um so it's really the off it's going to be an operating plan doggy beach because it's our expenses and activities that we do around there to ensure that we keep a sand a profile that's acceptable for the community uh as well as um their supporting infrastructure car parks public toilets and the like and that's where we're finding the pressure of that doggy beach is putting back on um onto the other assets um where we've got to get more regular servicing done
00:46:00 around the toilet blocks and the garbage bins and the like because it's well utilized yeah so it's not a financial asset so it'll be an operating um maintenance plan essentially for the um for the Speaker 3: doggy beach itself I think if I could get to the chair and contribute to that we're looking at putting it on the green light that's in the new program in terms of that's similar to what we do in parish and we've got someone in this kind of offshore and anything else anything else so actually so why why it gets to the hope in the same state of us it will be maintained so they're really um quite profiled and seen you know that's what we're trying to do thank you Councillor Finzel: happy to move have you moved uh is that enough thank you that's a good one thank you thank you thank you
00:47:00 thank you okay we're happy to proceed forward okay thank you so it's moved by the mayor and do we have a seconder yeah that's seconded by councillor wilson would you like to Mayor Wilkie: well thank you very much for the work very comprehensive very extensive and for some reassurances you've implemented the 38 recommendations and um we look forward to to honour our progress reports on this journey and we ask them to manage them in the right way it's all Speaker 1: we really do Mayor Wilkie: thank you we really do very important work thank you Councillor Wilson: yes would you like to speak to that would like to yes uh thank you gentlemen for that um great explanation um especially the hierarchies and methodology that we've gone through which was in the right summary of that report um thanks Brian and then on the team as well for all the work in producing this so it's been a huge effort um as a member of the audit risk committee i'm aware of the importance of this plan um to ensure optimal management of our infrastructure and assets to meet the needs of the community and manage financial implications of maintenance to repair and replacement um it's great to see the government structure focusing on those with eyes on the ground across all departments uh this doesn't need to be a whole lot of organisation approach to make sure all assets are logged and managed i understand that challenges lay ahead um did its implementation in terms of resorting investment is a challenge but i understand the challenges lay ahead um did its implementation
00:48:00 processes and we need to be mindful of making sure all teams are supported to deliver this plan and i know the need for communication and training outlined in the report is really important i also point out some of our financial management goals that are relevant here and indeed in all of our strategic decision making ensuring adequate funding for maintenance renewal and replacement assets using life cycle costing to inform budget decisions so not just the acquisition cost which we may look at because we can grant bundles but we also have to think about the whole of life cost implications meeting our local government sustainability
00:49:00 indicators and evidence-based decision making risk demand whole of life costs and community benefit defined so these are all great aspects of this report but i look forward to seeing how they play out in the coming years thank you thank you Councillor Phillips: a very good point because this is exciting community the first thing they see is assets don't they they say that the river the chair's broken or something you know the first thing they see when they're using the potholes and the roads and i think um if anything worth celebrating through this is that they will see regular maintenance be able to be achieved before um a delay in in our um asset management so if anything i've taken it it's exciting that community will hopefully see us be able to um stay on top of that maybe better than what we we have in the past which is um great in my mind so thank you for them for the reporting i'm looking forward to seeing
00:50:00 what we actually see our tangible outcomes from it will be great thanks Councillor Finzel: thank you i won't pay for the comment i think it's always said but a really big thank you to everyone on the team you can see the amount of work that's gone into that uh the coin that we've put into that work i'm looking forward to seeing that um come through especially through the budget area which has been a big point of questions i've always asked about that conversion into our register so i'm looking forward to seeing that move ahead and also excited about the improved communication between our stakeholders and our customers which is really important so i think that's a very good contribution to to meeting the expectations of our community out there making that far more efficient for those inside the organisation and those outside the organisation so thank you very much for the work that's gone in thank you thank you thank you thank you uh yes i'll just read out the recommendation that council made the report by the civil and asset
00:51:00 operations manager to the services and organisation committed dated 10 december 2024 and adopt the strategic asset management plan as provided as attachment one to the report in line with the continuous improvement of the asset management functions across council we'll take it to the right Mayor Wilkie: thank you thank you uh you did say it was um a matter of continuous improvement and that's all you can do we hope that's that's fantastic and we know that there are areas where we need to do better we mentioned stormwater assets but um just just recently many residents have been giving feedback about about the standard of the roads the gardens the roundabouts the assets that the council was after so i just wanted to ask positive feedback because it's it's good to pass that on when you receive it um because people are not they don't they don't hold back when there's something
00:52:00 a complaint but so i'd like to also afford this positive feedback that seems to be flowing in about the the way the noosa council team look after the assets so please pass that on to the team well indeed thank you thank you for the vote Councillor Finzel: uh that's unanimous all in favor thank you thank you staff thank you council thank you thank you now we're up to item 7.4 the privacy policy review and we've got government staff here to answer any of our questions um thank you Speaker 6: all right i'll take you through a summary of the report and the policy so as you know as you all know the governance branch regularly reviews governance related council policies and procedures for improvements legislative compliance to ensure they're fit for purpose and best
7.4 PRIVACY POLICY REVIEW ¶
00:53:00 practice recently we focused on reviewing this year our existing 2014 privacy policy to ensure council continues to basically strengthen its governance framework and to deliver on a specific operational plan objective another key driver of the policy review are the recent privacy policy reforms specifically the Queensland information privacy and other legislation amendment acts 2023 very long legislative name so i call it ipola which has come into effect the first stage of these reforms are going to be coming into effect mid next year and will place new legislation requirements that obviously we must comply with following extensive internal and external external review of the policy and consultation with law firms local government sector and training specifically received on the ipola reforms from the office of the information
00:54:00 commissioner several key policy changes are proposed in this updated version i'm just going to touch on some of them just to highlight those key changes so the policy review will be available in the next few days so basically a new modern format and approach to make the content more user-friendly for our community in essence i acknowledge and you've heard me say this many times privacy law is a complex area of law therefore the changes proposed are all about placing the policy into a new q and a style format where questions are introduced that explain privacy law concepts to the everyday user so they can be more easy to understand and easily digestible and understood for example rather than simply stating that council complies with the privacy principles we go that step further we explain how we're complying with those principles through that q a format so people can understand it we've also aligned our new policy to
00:55:00 council's policy development framework that's just been launched and and best practice model so that means you will see new elements in the privacy policy that the 2014 policy um didn't have such as a new statement of intent a clearer statement a purpose and scope around the policy we've also introduced a new section covering surveillance technology which you've briefly spoken about in the last item as well to acknowledge the work and what function council does in this area and the impact it may have on privacy obligations in that space we're also making it easier for the community to understand who and how to contact us we have a query a privacy query or a complaint or a concern and that previous policy really didn't have that we need to have contact details in our policies for the community um and finally we're now responding we're now responding to these new legislative reforms that are coming in as well
00:56:00 we're adding in particular items in there to address legislative requirements so for instance you're going to see which you have seen new legal definitions that are now embedded in the policy a new definition for personal information has been updated for example so it aligns with the new bipolar reforms and other terms like privacy breaches is now in that policy version we're also aligning to the new Queensland privacy principles you'll see the term QPPs floating around a lot more in the near future which replaces the former information privacy principles for Queensland and we've also introduced a new statement about privacy and privacy principles in the new policy the really critical big part of it an entire section on breaches from privacy breaches to how we will respond specifically to a data breach and this is a critical part of the law reforms that we've expanded in appendix a to the policy so it's quite a large section in that in that area but it really is in response to the information commissioner and these new law reforms
00:57:00 that state agencies including council need to explain how we will respond to a privacy breach in that space and finally we are aware that further potential legislative changes may require us to revisit this policy work again in 2025-26 and undertake another review of this policy however upon the advice of external experts and the state regular regulator we've started making staged changes now that are proposed so that we are in step with our legislative obligations Councillor Phillips: yeah thank you questions please yes um after doing a lot of this legislation in the Queensland police service just wondering um how it affects internally like what um training have our staff received around the implications of this in our organization we've started introducing these
00:58:00 Speaker 6: concepts with some internal in-house training in conjunction with our legal counsel um who's been Krista's been supporting me in that space so we've kind of introduced the concept and we've done some online training as well but we are planning to really ramp that up once this policy is adopted so we have an entire suite of training proposed in the new year everything from face-to-face sessions to lunch sessions to online training as well so we will keep in touch very closely with what the information commissioner is doing in that space they've come out with some fantastic training material and i've been attending obviously my role a lot of their sessions so we'll be using using their resourcing as well to kind of work on a multi-faceted training model for all staff because this is really important so that they're comfortable with it and they know what the rules
00:59:00 are and how they can appropriately manage personal information for their work follow-up questions is um Councillor Phillips: so we're doing our own local training in our organization is it um would it be advantageous for lgaq to get if every council i'll get to my point sorry if every council is doing their own thing but it's a state legislation um have we looked at is so we're not reinventing the wheel no um can you just tell me if yeah how that's working yeah so um so the state regulator the information Speaker 6: commissioner is the one in the law uh mandated to roll out the training across all state departments as well as local governments so it's kind of in there kind of remit to roll it out um having said that though i i do connect very closely with other local government groups um and have been
01:00:00 definitely other governance teams across different councils and we are like basically talking um quite actively in this space um we may share training material that we create ourselves with them and vice versa so we do collaborate a lot to help each other around so i foresee we'll continue doing that just to as you say why recreate the wheel if someone's already doing something out there um so yeah absolutely it'll be a combination of that yeah thank you Councillor Finzel: that's all right thank you yes councillor um something that's quite topical at the moment Councillor Wilson: and it is in the report but you might be able to give us a little overview is the data breach response strategy so for instance if council's systems were hacked or some other um i.t kind of breach um could you just the steps are in the report but just for the benefit of anyone watching Speaker 6: could you just stand for that absolutely so this is a new concept that you will start
01:01:00 to see more and more in other councils policies um as we start to tick off on the requirements of how we are going to respond to a data breach um i will say a data breach is um if we do receive one at council it is going to require the collaboration and support of various teams across council most importantly i.t because of the steps that we need to follow in the in the council's management plan and step one is to identify a data breach we need to be really on the ball i think i believe in the report or i might have even discussed it with you guys the first 24 hours of any breach is critical and we need to hit the ground running um and basically that's an operational response instantly from the i.t department um the other thing too that you'll see in this policy is we rely on obviously our internal staff identifying your breach if that
01:02:00 happens but equally if the public identify some sort of breach um they they need to contact us as well and that is in here our contact details are really so we do rely on their support as well in this space um so step one is to identify the breach obviously step two is to contain it and this is the critical stage i cannot stress this enough um basically the um the everyday operation around this is delegated to the director of corporate services um through larry the ceo obviously he can't be everywhere so the director of corporate services should hit the ground running with the i.t team and try and contain the breach as best they can depending on how serious the breach is there may be a different style of response but they may also need to use external support providers etc to manage it as best they can um the data breach response plan for you could also be triggered in this space if the breach is
01:03:00 identified to be quite serious so what that means is the director would bring the team together with the roles that have been identified in the policy to start working on you know mitigation and management um step three is assessing um basically the risk for individuals associated with the breach assessing the breach in detail as well conducting an investigation basically and collecting information about the breach preserving evidence etc so it's that kind of step there step four is considering so considering breach notification and importantly our communication strategy so depending on the severity of the breach you will see that we would contact the information commissioner my team would probably be responsible for that filling out a report with all the details and sending it to them so they're alert and aware um obviously in all this as well it's important to note and you will see it in the stages that the
01:04:00 individuals will also be contacted or will be considered and what the best appropriate way to handle that as well depending on the type of breach we're dealing with as well and obviously step five is all about reviewing lessons learned what could have we done better um is there anything we can improve on etc the other thing too with review that you'll see in here is we will do regular testing and review of our plan as well internally it will form part of our bcp business continuity planning so that you know we're prepared just in case an incident occurs so hopefully that gives you a Councillor Finzel: bit of a summary thank you thank you especially the review i think that's really important in the training recently um they said that we taking time to review is one of a really high priority and uh will definitely um contribute to better and more productive organizations so it's good to know
01:05:00 so do we have any other further questions from the table oh look um thank you um madam chair um Mayor Wilkie: yes thank you thank you for the report um you you mentioned here under the question question and answer format uh what is privacy but privacy relates to the protection of personal information in accordance with the ip act and community expectations so it's all about how council treats this personal information of a resident or ratepayer or anyone once they have it um one of the the most common concerns is that of residents that make complaints to council they're really concerned that their their details will become public and not be made known to the person they may be making a complaint about what assurances can you give around the way that that data is held that personal information is held for anyone who may be Speaker 6: listening and have those concerns yeah i understand that we get that question a lot um especially if
01:06:00 a member of the public is concerned and wants to know before they tell us their concerns and complain what will happen um personal information as you can see this policy is a very broad term and if someone makes a complaint to council it is considered their personal information so it's classified as personal information of that person which means we must protect their information and preserve their privacy so um we would not be advising um anyone out there in the community and shouldn't um you know who made a complaint about them that kind of thing that it's definitely not allowed it's protected under and can perhaps can Mayor Wilkie: you talk to the sort of um penalties there may be for the people who are in the community who are responsible for a breach if a council employee didn't reveal that information yeah i think the Speaker 6: um the member of the community if they feel that an officer has breached their privacy um they
01:07:00 should lodge a privacy complaint to the government's branch so the process is in here as well and we would do an independent investigation into the matter and find out what's happened and provide the individual with a response within the time frame that's in the legislation which is 45 business days um if they're not satisfied with the response the the complainant then they have then the right to go to the information commissioner for an extra review so there's definitely that mechanism um for you know people to raise provenance if they want to Mayor Wilkie: for the person who uh committed a violation Speaker 6: um it's i'd say um the information commissioner will have a Commissioner would review it and could take it to a tribunal and that kind of process.
01:08:00 I know they're quite interested in mediating and exploring options, so it's not, you know, you don't just go straight to court for these things. You look at resolution between the parties, et cetera. I guess, are there, are there certain differences to the bodies of any of the reservations? Absolutely. There's obviously the Privacy Act here that is a deterrent, but there are other levers as well. We've got codes of conduct for our employees that talk about protecting and preserving people's personal information. We've also got the Local Government Act that has a fence, you know, if the information is considered confidential, you cannot, you know, breach that confidentiality. So there are definitely legislative levers for that as well. Mayor Wilkie: And then I'd just like to say, I'm aware that the Council in the room did this. Speaker 6: Great. No, it didn't.
01:09:00 Yeah, and, you know, oh, absolutely. And we, we take information, you know, information privacy as a very serious topic of training for our staff. We roll out regular training to make sure that people are across the rules. They're reminded on a regular basis. And they know that this is quite serious. And, you know, we're entrusted with so much as you've seen in policy and the workshops we've been through. We're entrusted with a lot of information, a lot of personal information because of the work we do. So it's really critical that staff, A, feel comfortable, understand the rules, are aware, and know how to apply. But equally, they know where to go to if they need advice. Mayor Wilkie: And just as Councillor Wilson alluded to, is there going to be a threat to privacy cyber attacks? Yeah. How do you think of the question about that?
01:10:00 Speaker 6: Absolutely. It's very intrinsically and closely linked to cyber threats, and the discussions that, you know, we have as a Council around that, data hacks, you know, data leaks, that kind of thing. Yeah. And not surprisingly, you are seeing more of that coming to other pieces of law, like the privacy law, to try and, you know, ensure that organisations at the end of the day are thinking about this. And they're doing, you know, as many reasonable steps as they can to protect people's personal information. Yeah. Councillor Wilson: Thank you. Thank you. Thank you. Councillor Finzel: Thank you for the report, Brian. Speaker 2: Thank you. Councillor Finzel: Thank you. Thank you.
01:11:00 Thank you. Thank you. Councillor Wilson: Thank you. Thank you. Mr P schmatt. Thank you. And may you continue the discussion as such for the next session. Ready to address any questions? I think it's really well in the document, it's very clear, it's very useful for me, things like why does council collect personal information, how does council collect personal information, and how is it used, so it's very kind of set it by set it through, you know, really useful for councils as well, I think we do get people, we get through these to people's information all the time, and it doesn't matter how we use that. But yeah, for the community, I think it's a great way of looking through how the information may be used, and how they may be contacted, so I think it's a great program in the interest of the school, and I think we'll be able to look into it. Thank you. Thank you. Council, of course. Thank you.
01:12:00 Councillor Phillips: Just very quickly, I watched this legislation roll out, it was definitely ready for, I think, public sector agencies, not just council, but specifically anyone that gets information that's quite, can be quite confidential, it's good to give community some real trust that you're all over it, because it is there fundamentally to protect individuals, so yeah, the report's fantastic. Thank you. Councillor Finzel: Thank you. And a big thank you to the team and the government's people who have done that, and especially for all the staff that had to take on this responsibility and do the training and that. It's... Hopefully it takes a lot off their mind as well, knowing that they're getting the blameless training and the ability to do their jobs with confidence. Thank you. So we'll take it to the vote. Mayor Wilkie: Thank you, Madam Chair. Thank you so much. Thank you so much. Thank you. Thank you.
01:13:00 Thank you. Thank you. Thank you. Councillor Wilson: Thank you. Thank you. Thank you. Thank you. Speaker 6: Thank you. Thank you. Councillor Wilson: Thank you. Councillor Finzel: Thank you, Mr. CEO. Thank you to everyone in attendance.
8 REPORTS FOR NOTING BY THE COMMITTEE ¶
Council's recording ends before this item. Where a meeting resolved to close its doors, that is what the end of the recording means — see what council discussed in private.
9 CONFIDENTIAL SESSION ¶
Council's recording ends before this item. Where a meeting resolved to close its doors, that is what the end of the recording means — see what council discussed in private.