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General Purposes Committee — 2020-05-19
1. RMPC Contract 25 - 2020-2021 and 2021-2022
Doc ID No: A6084502
ITEM: 1
SUBJECT: RMPC Contract 25 - 2020-2021 and 2021-2022
AUTHOR: Technical Officer (Maintenance Planning)
DATE: 26 February 2020
Executive Summary
This is a report concerning the implementation of the Road Maintenance Performance Contract (RMPC) for financial years 2020-2021 and 2021-2022 between Ipswich City Council (ICC) and the Department of Transport and Main Roads (DTMR). ICC have delivered this contract for the past 24 years primarily based through a sole invitee arrangement. All previous contracts have been one (1) year contracts however to provide better working efficiencies for both parties it has been agreed that a two (2) year contract is more prudent. ICC acts as the contractor providing a stewardship role for the road network on behalf of DTMR. Proposed funding for this contract is $6,621,369.00 ($3,246,946.00 for 2020-2021 and $3,374,423.00 for 2021-2022) excluding GST.
RECOMMENDATION
A. That Council enter into a contract with the Department of Transport and Main Roads for the 2020-2021 and 2021-2022 Road Maintenance Performance Contract for the sum of six million six hundred and twenty one thousand three hundred and sixty nine dollars excluding GST ($6,621,369.00) for a period of 24 months.
B. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009 .
RELATED PARTIES
This contract is a cost-sharing agreement between Ipswich City Council (contractor) and the State of Queensland Department of Transport and Main Roads (principal).
Advance Ipswich Theme
Managing growth and delivering key infrastructure
Purpose of Report/Background
The RMPC is a contract for routine maintenance activities carried out on state-controlled roads within the boundaries of the Ipswich Council region. The road network outline is tabled below.
Table A: Road Network
Routine maintenance activities covers all civil aspects of routine maintenance as well as maintaining green space areas.
Both DTMR and Council are responsible for a safe environment for the road user whilst integrating environmental considerations in line with the value for money objectives outlined in the Queensland Procurement Policy.
Road user satisfaction and public expectation are important drivers for the RMPC. It is essential that current specific assessment on the road network is measured and that feedback and information can be provided to the road user when required.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Transport Operations (Road Use Management) Act 1995
RISK MANAGEMENT IMPLICATIONS
The continuing support of the RMPC contract allows TMR to obtain best value in expenditure of maintenance funds on the state-controlled road network as well as providing quick resourcing assistance to TMR following any incident or natural disaster. Overall the RMPC allows Council to provide a professional cost effective service maintenance operation on the state-controlled network.
The risk of no contract would be borne out to the community with possible slower response time, higher costs and lack of engagement with the community. Historical evidence suggests that the engagement of Council for DTMR to undertake routine maintenance on the state-controlled network is well received and supported.
Financial/RESOURCE IMPLICATIONS
In the field, both day labour and contract resources are being employed to undertake the routine maintenance operations. Typically ICC have one (1) crew dedicated solely to the state-controlled network as well as numerous contractors undertaking activities ranging from pavement repairs to mowing grass. Other day labour crews are utilised at different times where necessary. In the Council office there are two (2) full time officers employed to manage the RMPC. The RMPC is an important contract that ensures Council maintains a viable workforce and equipment resourcing level whilst maintaining the skills necessary to perform necessary tasks. Whilst the proposed funding for 2020-2021 and 2021-2022 is generally an index growth from previous contract, it is essentially governed by a backlog of defect work as well as a joint assessment road report submitted and approved by DTMR.
COMMUNITY and OTHER CONSULTATION
The funding is controlled and approved via the State Government. Council’s primary role is as network steward managing and operating within the realms of the contract.
No other consultation required.
Conclusion
The RMPC is a benefit to the whole community ensuring the road network is maintained to a high level of service. It also allows smooth and efficient integration with Council roads which compliments the whole environment for the road user. The RMPC provides a consolidated document for which Ipswich City Council can apply an equitable and consistent approach to road network maintenance
Attachments and Confidential Background Papers
CONFIDENTIAL
1.
RMPC Contract 25 - 2020-2021 and 2021-2022
Cameron Hoger
Technical Officer (Maintenance Planning)
I concur with the recommendations contained in this report.
Colin Russ
Principal Officer (Roads and Drainage)
I concur with the recommendations contained in this report.
Charlie Dill
General Manager - Infrastructure and Environment
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich
2. South East Queensland Fire and Biodiversity Consortium Annual Contribution
Doc ID No: A6131786
ITEM: 2
SUBJECT: South East Queensland Fire and Biodiversity Consortium Annual Contribution
AUTHOR: Planning Officer (Natural Environment)
DATE: 24 March 2020
Executive Summary
This is a report concerning the ongoing financial contribution to and partnership with the South East Queensland Fire and Biodiversity Consortium (SEQFBC). This is a retrospective payment for the 2019-2020 financial year.
Recommendation/s
That Council provide a financial contribution of $7,713.47 (excl. GST), as detailed in the sponsorship letter from South East Queensland Fire and Biodiversity Consortium outlined in Attachment 1, to be funded through the 2019-2020 Enviroplan budget.
RELATED PARTIES
SEQFBC is hosted by Healthy Land and Water with the membership committee being made up of representatives from:
· Brisbane City Council
· The City of the Gold Coast
· Gympie Regional Council
· Ipswich City Council
· Lockyer Valley Regional Council
· Logan City Council
· Moreton Bay Regional Council
· Redlands City Council
· Scenic Rim Regional Council
· Somerset Regional Council
· South Burnett Regional Council
· Sunshine Coast Council Regional Council
· Toowoomba Regional Council
· Powerlink
· Queensland Fire & Emergency Services (including the Rural Fire Service Queensland)
· Queensland Parks and Wildlife Service
· Department of Transport and Main Roads - Darling Downs District
· Seqwater
Advance Ipswich Theme
Caring for the environment
Purpose of Report/Background
SEQFBC was established in 1998 and is a network of land managers and stakeholders devoted to providing a coordinated response and best-practice recommendations for fire management, fire ecology and the conservation of biodiversity in the South East Queensland (SEQ) region. SEQFBC is supported through sponsorship and in-kind funding arrangements with currently 19 supporting organisations including South East Queensland local councils, other government agencies, non-government organisations, Queensland Fire and Emergency Services and Powerlink.
Ipswich City Council has been a member of SEQFBC since 2000.
This partnership has enabled Ipswich to continue to advance the Natural Area Estate Fire Management Program through the most up to date fire ecology science and help to support the long-term conservation and biodiversity values contained within Ipswich and throughout South East Queensland.
The benefits to both Council and the community include:
· Fire Management Information - access to the most up to date information and research on fire management techniques and vegetation processes.
· Educational Information - access to all SEQFBC products and services, such as manuals, planning kits, information brochures and interpretive materials.
· Partnership Assistance - assistance with extension, through provision of information, recommendations and guidelines to landholders, such as facilitating workshops.
· Specialist Technical Advice - technical support regarding management of fire in bushland including appropriate monitoring techniques, operational and strategic planning guidance.
· Networking - access to a network of information regarding fire and management issues.
· Promotional Opportunity - promotion of Council’s activities through the Consortium.
· Council Involvement - representation at Consortium meetings including input into the direction of the Consortium’s activities to ensure maximum benefits to Council.
In addition to the broader benefits above, Council has worked continuously over the past 12 months with SEQFBC to ensure their services specifically address the practical requirements of the Natural Area Estate Fire Management Program. These specific outcomes are detailed in the attached sponsorship letter from SEQFBC (see Attachment 1), and will set up the basis for Council’s support in 2019-2020.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Queensland Fire and Emergency Services Act 1990
RISK MANAGEMENT IMPLICATIONS
The primary risk associated with not approving the recommendation is a disconnect with a key non-government network that provides support, services and training regarding best practice fire science from an International, National and Local perspective.
The payment is retrospective for the 2019-2020 financial year, due to continuing discussions with SEQFBC to build stronger alignment between their services and Council’s Natural Area Fire Management Program. These discussions will now place Council in a stronger position for next year’s program alignment.
Financial/RESOURCE IMPLICATIONS
The Consortium has sought stakeholder commitments for 2019-2020. An annual Council contribution of $7,713.47 (excl. GST) was requested as detailed in Attachment 1.
This financial contribution has been included within the Enviroplan budget for the 2019–2020 financial year.
COMMUNITY and OTHER CONSULTATION
No community consultation was required for this report.
Relevant internal stakeholders were consulted.
Conclusion
Council has been requested to provide a funding contribution to the SEQFBC for the 2019-2020 financial year. Council has continued to work with partners and SEQFBC to provide the necessary support for the important work that SEQFBC undertakes and which offers significant and direct benefit to Council. The commitment to funding aligns with actions identified in Ipswich City Council’s Nature Conservation Strategy 2015 and the Natural Area Estate Fire Management Program.
The many benefits from partnering with the SEQFBC ensures that Council continues to receive the latest fire research and management practices for the protection of life and property, as well as supporting the long-term conservation and biodiversity values contained within Ipswich and throughout South East Queensland.
Attachments and Confidential Background Papers
1.
SEQFBC Partner Letter ⇩
John Young
Planning Officer (Natural Environment)
I concur with the recommendations contained in this report.
Phil Smith
Natural Environment and Land Manager
I concur with the recommendations contained in this report.
Kaye Cavanagh
Manager, Environment and Sustainability
I concur with the recommendations contained in this report.
Charlie Dill
General Manager - Infrastructure and Environment
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 2 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich
3. Proposed New Trustee Permit over Reserve for Recreation Purposes - Anzac Park Sports and Recreation Club Incorporated - 1 Mill Street, Rosewood
Doc ID No: A5475324
ITEM: 3
SUBJECT: Proposed New Trustee Permit over Reserve for Recreation Purposes - Anzac Park Sports and Recreation Club Incorporated - 1 Mill Street, Rosewood
AUTHOR: Property Officer
DATE: 12 May 2020
Executive Summary
This is a report by the Property Officer concerning the proposed new Trustee Permit over part of land located at 1 Mill Street, Rosewood, described as Lease B in Lot 638 on SP157096 on SP307623 between Ipswich City Council as Trustee (Council) and Anzac Park Sports and Recreation Club Incorporated. (APSRCI).
Recommendation/s
A. That Council terminate the existing Contract with Anzac Park Sports and Recreation Club Incorporated located at 1 Mill Street, Rosewood, described as Lot 638 on SP157096 .
B. That Council as Trustee of the Reserve located at 1 Mill Street, Rosewood enter into a Trustee Permit with Anzac Park Sports and Recreation Club Incorporated (pursuant to section 236 (1)(c) (iii) and (2) of the Local Government Regulation 2012 (QLD)).
C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the Trustee Permit to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009 .
RELATED PARTIES
The parties related to this matter include:
· Community, Cultural and Economic Development Department (Internal)
Advance Ipswich Theme Linkage
Caring for the community
Purpose of Report/Background
APSRCI, an incorporated association, has been managing the operation of a public hall over part of a Reserve for Recreation Purposes located at 1 Mill Street, Rosewood (Trust Land) since 2003.
In September 2008, Council and APSRCI entered into a Contract on an ongoing basis for the management of the public hall. The Contract allowed APSRCI to manage the operation of the hall for community, sport and recreation purposes.
Following an internal review it has been noted that a Contract is not a suitable agreement for tenure over the Trust Land under Section 57 of the Land Act 1994. The Land Act 1994 requires that Council enters into a Trustee Permit for short term agreements (< 3 years) or a Trustee Lease (<30 years) for tenure over trust land.
It is recommended that Council terminate the existing Contract with APSRCI and enter into a Trustee Permit to ensure that Council complies with its obligations as Trustee under the Land Act 1994 . It is proposed that Council enter into a two (2) year Trustee Permit with APSRCI over part of the Trust Land, at the existing rent amount of Nil.
The Trustee Permit must satisfy all requirements of the Land Act 1994, the Land Regulations 2009 and the State’s Operational Policy - Secondary Use of Trust Land.
Financial/RESOURCE IMPLICATIONS
Council will continue its responsibility for structural repairs and other repairs to the hall, as per the maintenance schedule of the proposed Trustee Permit.
RISK MANAGEMENT IMPLICATIONS
The major risk is that Council is not complying with its obligation as Trustee of the Trust Land under the Land Act 1994 . This includes providing the correct instrument for offering tenure over the Trust Land. The risk to Council will be removed by terminating the Contract and entering into a new Trustee Permit.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Regulation 2012
Local Government Act 2009
Land Act 1994
COMMUNITY and OTHER CONSULTATION
Following Council’s review of the existing agreement, Council consulted with APSRCI to enter into a more suitable agreement over the Trust Land. At a recent onsite meeting, APSRCI indicated their desire to continue with the management of the hall for a further two (2) year term, which was agreed by Council.
Council will review the future use of this Trust Land within the two (2) year term.
Conclusion
It is recommended that Council enter into a Trustee Permit with APSRCI over the Trust Land. The Trustee Permit will encompass the requirements of the Land Act 1994, the Land Regulations 2009 and the State’s Operational Policy – Secondary use of Trust Land.
Attachments and Confidential Background Papers
1.
Survey Plan SP307623 ⇩
2.
Draft Trustee Permit for 1 Mill Street, Rosewood ⇩
Judi Howard
Property Officer
I concur with the recommendations contained in this report.
Brett McGrath
Principal Property Officer
I concur with the recommendations contained in this report.
Tony Dunleavy
Manager Legal and Governance (General Counsel)
I concur with the recommendations contained in this report.
Sonia Cooper
General Manager Corporate Services
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 3 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Item 3 / Attachment 2.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Mill Street · Rosewood · Ipswich
4. Fees and Charges for Animal Registrations and Permits 2020-2021
Doc ID No: A6051209
ITEM: 4
SUBJECT: Fees and Charges for Animal Registrations and Permits 2020-2021
AUTHOR: Treasury Accounting Manager
DATE: 11 May 2020
Executive Summary
This is a report concerning Ipswich City Council’s ( Council ) fees and charges for dog registrations and animal permits for the financial year commencing 1 July 2020.
Recommendation/s
That Council adopt the proposed fees and charges for dog registration and animal management permits, as detailed in Attachment 1, with an effective date of 1 July 2020 and that the ‘pay by’ date for dog registration and animal management permit renewals for 2020-2021 will be 1 August 2020.
RELATED PARTIES
There are no specific related parties associated with this report. The proposed fees and charges outlined in the report apply to all dog registrations and animal permits provided by Council.
Advance Ipswich Theme
Listening, leading and financial management
Purpose of Report/Background
In accordance with the Management (Dogs and Cats) Act 2008 , and Local Law No.6 (Animal Management) 2013, Council manages regulatory regimes for animal permits, dog registrations, and related services.
Whilst fees and charges can be amended at any time by Council resolution, those which relate to animal management services are reviewed prior to the start of each financial year to allow for the issue of annual renewal notices. Renewal notices are typically issued 30 days in advance of the due date.
The Local Government Act 2009 s97 requires that a fee for services of this nature be no more than the cost to the local government of taking the action for which the fee is charged. In reviewing these fees and charges, the Planning and Regulatory Services Department considers increases in the underlying costs of service delivery, consistency of the fees with Council policy and objectives, financial impact analysis and benchmarking of charges. The Department also undertakes stakeholder consultation where appropriate.
Animal management fees are typically set at or below cost recovery, balancing considerations regarding community services with the user pays principle. Lower fees are applied to registrations for:
a) desexed dogs; and/or
b) where the owner is a pensioner; and/or
c) for payments made by the due date.
The annual review has now been completed, and the proposed fees ready for Council consideration. Fees and charges are maintained in a public register in accordance with the requirements of the Local Government Act 2009 .
In the event that Council does not approve the proposed new fees and charges, the existing prices will remain in effect.
PROPOSED 2020-2021 FEES AND CHARGES:
The proposed 2020-2021 animal management fees and charges, as would appear in the public register are detailed in Attachment 1 . Attachment 2 provides a summary of the proposed 2020-2021 fees and charges in comparison to the existing approved fees.
Dog Registrations:
Animal Management fees were subject to a detailed review for the 2019-2020 financial year. There are only minimal changes proposed for 2020-2021. A standard increase of 2%, equivalent to the forecast Council Cost Index (plus rounding) is recommended for most fees. This increase is intended to keep pace with the current level of cost recovery.
Introductory dog registrations are proposed to remain unchanged at $20.00, with the low nominal cost intended to encourage dog registrations and responsible pet ownership.
Standard dog registrations for a desexed dog is proposed to increase from $37.00 by $1.00 to $38.00 for registrations paid by the due date, and is proposed to increase from $67.00 by $1.00 to $68.00 if paid after the due date.
The most common dog registration services are outlined in Table 1 below:
Table 1: Proposed annual dog registration renewal fees
Registration Type
2019-2020
Proposed
2020-2021
Increase
Introductory Dog Registration
$20
$20
$0
Introductory Dog Registration - Pensioner
$20
$20
$0
Dog Registration (desexed dog)
Pay By Date
$37
$38
$1
Dog Registration (desexed dog)
Pay After Date
$67
$68
$1
Dog Registration (entire dog)
Pay By Date
$171
$175
$4
Dog Registration (entire dog)
Pay After Date
$201
$205
$4
Dog Registration (desexed dog) - Pensioner
Pay By Date
$27
$28
$1
Dog Registration (desexed dog) - Pensioner
Pay After Date
$42
$43
$1
Dog Registration (entire dog) - Pensioner
Pay By Date
$78
$80
$2
Dog Registration (entire dog) - Pensioner
Pay After Date
$93
$95
$2
A reduction of $30.00 on standard registrations has historically been allowed by Council where the registration fee has been paid by the due date or “pay by date”. It is proposed that this reduced fee be continued for the 2020-2021 financial year. Pensioners’ registrations are eligible for a $15 pay by date reduction, in recognition of the lower initial fee.
Guide dogs, assistance dogs, dogs of Greyhound Racing Control Board of QLD Members, and reciprocal registrations are proposed to remain free of charge.
Non-commercial animal permits and licences
Non-commercial animal permits and licences may be required for the following:
· Ownership of 3 or more dogs or cats;
· Guard dogs or restricted dogs; or
· Poultry, horses and other animals such as cattle and sheep.
Permit fees apply in addition to any dog registration charges, and are proposed to be subject to a standard escalation of 2% plus rounding, in line with the forecast Council Cost Index.
Pay by dates
The pay by date for dog registrations and non-commercial animal licences and permits has typically been 1 July each year. In recognition of the potential impact of COVID-19 on some households, it is proposed that the pay-by date for dog registrations and non-commercial animal licences and permits be extended by a further month, to 1 August 2020.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Act 2009
The review of these fees and charges has been undertaken in line with Council’s Revenue Policy and in accordance with the Fees and Charges Procedure.
RISK MANAGEMENT IMPLICATIONS
There are no significant risk management issues associated with this report.
A communications strategy will be employed to ensure that residents are adequately informed of the due date for payment if allowed by Council.
Financial/RESOURCE IMPLICATIONS
Council processes approximately 32,000 dog registrations per year, with a budgeted revenue forecast of $1.73 million for the 2020-2021 financial year. Non-commercial animal permits and licences account for a relatively small number of applications. The proposed fee increases reflect standard forecast increases in underlying costs only.
Deferral of the pay by date to 1 August will have a small and manageable effect on Council’s cash flow for the start of the 2020-2021 financial year. It will not result in a net impact on revenue.
COMMUNITY and OTHER CONSULTATION
As these services are of an established nature and the proposed changes very minor, no public consultation process was undertaken as part of this review.
Conclusion
That fees and charges for dog registration and animal management permits be increased by 2% plus rounding, as detailed in Attachments 1 and 2, with an effective date of 1 July 2020, and with a pay-by date for annual renewals of 1 August 2020.
Attachments and Confidential Background Papers
1.
Proposed Animal Management Fees and Charges to apply 1 July 2020 ⇩
2.
Comparison of Proposed and Existing Animal Management Fees and Charges ⇩
Paul Mollenhauer
Treasury Accounting Manager
I concur with the recommendations contained in this report.
Peter Tabulo
General Manager (Planning and Regulatory Services)
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 4 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Item 4 / Attachment 2.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich
5. Amendment of Council's Meeting Procedures Policy
Doc ID No: A6226005
ITEM: 5
SUBJECT: Amendment of Council's Meeting Procedures Policy
AUTHOR: Committee Manager
DATE: 11 May 2020
Executive Summary
This is a report concerning the proposed amendment of Council’s Meeting Procedures Policy.
Recommendation/s
That the policy titled “Meetings Procedures Policy” adopted at the Council Ordinary Meeting of 25 February 2020 be amended as outlined in Attachment 2.
RELATED PARTIES
Councillors, the Chief Executive Officer and the committee section of council are all related parties to this report.
Advance Ipswich Theme
Listening, leading and financial management
Purpose of Report/Background
In accordance with section 150G of the Local Government Act 2009 council adopted its Meeting Procedures Policy on 25 February 2020. Since that time there have been a couple of matters identified that require amendment. These matters are outlined below:
(a) Under 8.4 Order of Business, the Declarations of Interest have been moved to sit immediately prior to the Confirmation of Minutes to allow for all declarations to be declared prior to other matters on the agenda.
(b) The term Standing Orders was replaced in the last amendment of this policy with the word Meeting Procedures to maintain consistency however there were a number of areas throughout the document where this wording was not picked up. These have now been identified.
(c) Section 9.8 of the policy titled Method of Taking Vote has been amended to include wording stating that all voting at Council meetings (including committee meetings) must be recorded in the minutes of the meeting with the names of councillors who voted for and against each motion or amendment. Additionally, the section has been amended to conform with the relevant sections of the Local Government Act 2009 and Local Government Regulation 2012 regarding the requirement to vote in the affirmative or the negative, and that a failure to vote, will be taken to be a vote in the negative.
Legal/Policy Basis
This report and its recommendations are consistent with the legislative provisions of the following Act and its supporting regulation and with the Department of Local Government, Racing and Multicultural Affairs Standing Orders for Council Meetings including Standing Committees Best Practice Guide:
Local Government Act 2009
Section 260 of the Local Government Regulation 2012 - Procedure at meetings states:
(1) Business may be conducted at a meeting of a local government only if a quorum is present.
(2) At a meeting of a local government—
(a) voting must be open; and
(b) a question is decided by a majority of the votes of the councillors present; and
(c) each councillor present has a vote on each question to be decided and, if the votes are equal, the councillor presiding also has a casting vote; and
(d) if a councillor present fails to vote, the councillor is taken to have voted in the negative.
RISK MANAGEMENT IMPLICATIONS
It was identified by the Mayor at the post-election meeting that council would amend its meeting procedures to include the matter of recording votes on every motion and therefore not undertaking this process would be in contravention of this.
Financial/RESOURCE IMPLICATIONS
There are no financial/resource implications associated with this report.
COMMUNITY and OTHER CONSULTATION
The Manager, Legal and Governance (General Counsel), General Manager Corporate Services and Chief Executive Officer have been consulted in the preparation of this report.
Conclusion
The amendments proposed to the Meeting Procedures Policy will support the Mayor’s proposal of updating the policy to record every vote on every motion, conform with the legislative provisions regarding the casting and recording of votes, as well as streamline the declarations of interest process so that declarations are made prior to any matters being considered.
Attachments and Confidential Background Papers
1.
Current Meeting Procedures Policy ⇩
2.
Tracked Meeting Procedures Policy ⇩
3.
Clean Meeting Procedures Policy ⇩
Vicki Lukritz
Committee Manager
I concur with the recommendations contained in this report.
Tony Dunleavy
Manager Legal and Governance (General Counsel)
I concur with the recommendations contained in this report.
Sonia Cooper
General Manager Corporate Services
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 5 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Item 5 / Attachment 2.
General Purposes Committee
Meeting Agenda
19 May
2020
Item 5 / Attachment 3.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich
6. Exercise Of Delegation Report
Doc ID No: A6219326
ITEM: 6
SUBJECT: Exercise Of Delegation Report
AUTHOR: Development Planning Manager
DATE: 7 May 2020
Executive Summary
This is a report concerning applications that have been determined by delegated authority for the period 6 March 2020 to 5 May 2020.
Recommendation/s
That the report be received and the contents noted.
RELATED PARTIES
There are no related parties associated with the recommendation as the development applications have already been determined.
Advance Ipswich Theme
· Strengthening our local economy and building prosperity
· Managing growth and delivering key infrastructure
· Caring for our community
· Caring for the environment
Listening, leading and financial management
Purpose of Report/Background
The following delegations (and associated sub-delegations) contain a requirement for the noting of applications determined by delegated authority:
· Approval of Plans for Springfield
· Determination of Development Applications, Precinct Plans, Area Development Plans and Related Matters
· Exercise the Powers of Council under the Economic Development Act 2012
· Implementation of the Planning and Development Program
· Exercise the Powers of Council under the Planning Act 2016
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Act 2009
Planning Act 2016
Economic Development Act 2012
RISK MANAGEMENT IMPLICATIONS
There are no risk management implications associated with this report.
Financial/RESOURCE IMPLICATIONS
There are no resourcing or budget implications associated with this report.
COMMUNITY and OTHER CONSULTATION
The contents of this report did not require any community consultation. In the event that the development applications listed in this report triggered ‘impact assessment’ pursuant to the Ipswich Planning Scheme, public notification was undertaken as part of the development application process in accordance with any legislative requirements and matters raised in any submissions and were addressed in the respective development assessment reports.
Conclusion
The Planning and Regulatory Services Department is responsible for the assessment and determination of development applications. Attachment 1 to this report provides a list of development applications that were determined by delegated authority for the period
10 February 2020 to 6 March 2020.
Attachments and Confidential Background Papers
1.
Exercise Of Delegation Report ⇩
Brett Davey
Development Planning Manager
I concur with the recommendations contained in this report.
Peter Tabulo
General Manager (Planning and Regulatory Services)
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 6 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich · Springfield
7. Court Action Status Report
Doc ID No: A6220516
ITEM: 7
SUBJECT: Court Action Status Report
AUTHOR: Development Planning Manager
DATE: 7 May 2020
Executive Summary
This is a report concerning a status update with respect to current court actions associated with development planning related matters including one other significant matter of dispute that the Planning and Regulatory Services Department is currently involved with.
Recommendation/s
That the report be received and the contents noted.
RELATED PARTIES
The related parties, being the appellants associated with any court actions, are detailed in the attachment to this report.
Advance Ipswich Theme
Strengthening our local economy and building prosperity
Managing growth and delivering key infrastructure
Caring for our community
Caring for the environment
Listening, leading and financial management
Purpose of Report/Background
In addition to the current court actions, there is one (1) other significant matter of dispute that the Planning and Development Department is currently involved with. At Council’s meeting on 13 November 2018, it was resolved to amend the Ipswich Planning Scheme (Planning Scheme Major Amendment Package 02/2018) by making amendments to Part 14 – Springfield Structure Plan. Springfield City Group has made representations to the State Government that the amendments, as adopted by Council, should not be approved and has suggested alternative wording regarding the rights and responsibilities of developers and land owners within the Springfield Structure Plan area.
As a consequence of this dispute, the State Government facilitated a without prejudice discussion on 28 February 2019 between Springfield City Group and Council officers.
The matter was not resolved at this meeting and it was determined that further discussions would be required prior to the State Government determining the outcome.
The formal process surrounding this is presently on hold whilst ongoing discussions occur.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Act 2009
Planning Act 2016
Planning and Environment Court Act 2016
RISK MANAGEMENT IMPLICATIONS
There are no risk management implications associated with this report.
Financial/RESOURCE IMPLICATIONS
There are no resourcing or budget implications associated with this report.
COMMUNITY and OTHER CONSULTATION
The contents of this report did not require any community consultation.
Conclusion
The Planning and Regulatory Services Department are currently involved with a number of current court related matters. Attachment 1 to this report provides a current status with respect to these matters.
Attachments and Confidential Background Papers
1.
Court Action Status Report ⇩
Brett Davey
Development Planning Manager
I concur with the recommendations contained in this report.
Peter Tabulo
General Manager (Planning and Regulatory Services)
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 7 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich · Springfield
8. Community Donation Request
Doc ID No: A6224446
ITEM: 8
SUBJECT: Community Donation Request
AUTHOR: Community Grants Coordinator
DATE: 8 May 2020
Executive Summary
This is a report concerning a community donation request from the Message of the Cross Ministries International Network.
Recommendation/s
That Council approve a community donation of $5,549.25 to the Message of the Cross Ministries International for the purchase of equipment for the Crossfire Support Service in Bell Street, Ipswich.
RELATED PARTIES
Louise De Busch – President
Markeesh De Busch – Secretary
Venus De Busch - Treasurer
There are no known related party matters or discernible conflicts of interest associated with this report.
Advance Ipswich Theme
Caring for the Community and Listening, Leading and Financial Management.
Purpose of Report/Background
Through the provision of community donations, Ipswich City Council seeks to support the role of community organisations and recognise the significant role they play in developing and delivering initiatives that encourage participation in community life, foster social cohesion, celebrate diversity, and contribute to a vibrant, healthy and sustainable city.
The Community Donations Program allows for funds to be allocated to not-for-profit community organisations for community purposes and supports community organisations to deliver initiatives that address identified local community needs.
Council’s Community Donations Program replaced the previous divisional discretionary funding program.
Community donation applications are independently assessed buy officers against weighted criteria as described later in this report.
Council’s Community Funding and Support Policy states that Councillors are responsible for approving discretionary funding expenditure.
With the transition of discretionary funding to community donations, council decided to maintain the approval process and the Interim Administrator has since been responsible for approving community donations based on the assessments provided by officers.
For transparency, each month a report of year-to-date approved community donations is also submitted to Council for noting and public dissemination.
With the return of Councillors, these community donation requests will now be provided to Council for approval, as well as the monthly report of year-to-date community donations.
Community Donation Request from the Message of the Cross Ministries International
Message of the Cross Ministries International is a Christian registered not for profit charity based in Ipswich, which was established in 2018. The organisation is reliant on membership fees, grants, donations and fundraising efforts, and has a small team of volunteers.
Funding is sought for equipment to furnish a shop front and outreach service in Bell Street, Ipswich, for the Crossfire Support Service which sits under the umbrella of the Message of the Cross Ministries International. Crossfire Support Service has been established to assist disadvantaged community members in times of crisis.
Community members who access the service will be assisted to connect to local support services, have a safe environment to discuss sensitive topics and be provided with discounted household items, foodbank products and street ministry.
The application included letters of support from Jennifer Howard, Member for Ipswich, and Five Bridges, a local not for profit organisation based in Ipswich to assist the local Aboriginal and Torres Strait Islander communities.
Quotes totalling $10,405.00 have been provided with the application which includes purchasing white ware, tables, shelving, work benches, storage tubs, cash register, security cameras, paint, hardware and clothes hangers.
Message of the Cross Ministries International is seeking a community donation of $7,399.00 towards those costs.
The application was received by Council in April and had stated the project start date as 27 April 2020. Due to the timing of the application and schedule of council meetings, the applicant has advised that the purchase of equipment will not commence until they are notified of the funding outcome.
Assessment Process
Community donation applications are assessed against weighted criteria including:
1. How the project/program aligns with Council’s Corporate Plan – weighting 15%
2. How the applicant determined the need for the project – weighting 35%
3. The expected outcomes of the proposed project – weighting 40%
4. The sustainability of the project beyond Council funding – weighting 10%
Scoring is outlined below:
Score
Explanation
1
Application is non-responsive to the question
2
Limited response to the question
3
Satisfactory response to the question
4
Strong response to the question
5
Outstanding response to the question
The score which an application receives out of 100 determines the amount of funding recommended as follows:
Score
Explanation
80-100
Recommended funding is 100% of the requested amount
60-79
Recommended funding is 75% of the requested amount
40-59
Recommended funding is 50% of the requested amount
Less than 40
Application is declined
In line with the Administrative Guidelines for the Community Donations Program, the application from Message of the Cross Ministries International has been independently assessed and scored by two council officers who have declared that they do not have a conflict of interest. The application scored 75, which relates to a recommendation of 75% of the eligible funding requested, to the amount of $5,549.25.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Act 2009 and Local Government Regulation 2012.
Specifically, section 109 of the Local Government Act 2009 provides local governments with the ability to utilise discretionary funds in accordance with the requirements prescribed under the Local Government Regulation 2012 .
Sections 201A, 201B, 202 and 202A of the Local Government Regulation 2012 prescribes a number of requirements for –
a) a local government for making discretionary funds available; and
b) a councillor for using discretionary funds.
Discretionary funds allocated are required to be publically reported under sections 202A of the Local Government Regulation 2012 .
RISK MANAGEMENT IMPLICATIONS
No risk management implications associated with this report have been identified.
Financial/RESOURCE IMPLICATIONS
The Community Development Section manages the receipt, assessment and allocation of funding applications received through the Community Donations Program in accordance with the Community Funding and Support Policy and associated Administrative Guidelines for the Community Donations Program.
Within the Community Development Section, the Community Grants Team is responsible for the management, coordination and acquittal of Council’s Community Donations Program. The Community Grants Team is a team of two (2) full-time staff.
Funding for the provision of community donations is contained within the Community Development Section 2019-2020 financial year budget.
COMMUNITY and OTHER CONSULTATION
The contents of this report were not deemed to require further community consultation.
Conclusion
Applications for funding through the Community Donations Program are assessed in accordance with the eligibility criteria and assessment process outlined in the Community Funding and Support Policy and associated Administrative Guidelines.
The Message of the Cross Ministries International has not received any other funding through the Community Donations Program in the current financial year.
Josie Berry
Community Grants Coordinator
I concur with the recommendations contained in this report.
Abbey Richards
Community Engagement and Development Manager
I concur with the recommendations contained in this report.
Ben Pole
General Manager - Community, Cultural and Economic Development
“Together, we proudly enhance the quality of life for our community”
General Purposes Committe
Mentions: Bell Street · Ipswich
9. Community Donations Report
Doc ID No: A6225215
ITEM: 9
SUBJECT: Community Donations Report
AUTHOR: Community Grants Coordinator
DATE: 8 May 2020
Executive Summary
This is a report providing detail about the year to date allocation of community donations as at 30 April 2020 (Attachment 1) and providing a summary of these community donations by recipient type (Attachment 2).
Recommendation/s
That the report be received and the contents noted.
RELATED PARTIES
There are no known related party matters associated with this report.
Advance Ipswich Theme
Caring for the Community and Listening, Leading and Financial Management
Purpose of Report/Background
Through the provision of community donations, Ipswich City Council seeks to support the role of community organisations and recognise the significant role they play in developing and delivering initiatives that encourage participation in community life, foster social cohesion, celebrate diversity, and contribute to a vibrant, healthy and sustainable city.
The Community Donations Program allows for funds to be allocated to not-for-profit community organisations for community purposes and supports community organisations to deliver initiatives that address identified local community needs.
Management and Coordination of the Community Donations Program
The Community Development Section manages the receipt, assessment and allocation of funding applications received through the Community Donations Program in accordance with the Community Funding and Support Policy and associated Administrative Guidelines.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Act 2009 and Local Government Regulations 2012
Specifically, section 109 of the Local Government Act 2009 provides local governments with the ability to utilise discretionary funds in accordance with the requirements prescribed under the Local Government Regulations 2012 .
Sections 201A, 201B, 202 and 202A of the Local Government Regulations 2012 prescribes a number of requirements for –
a) a local government for making discretionary funds available; and
b) a councillor for using discretionary funds.
Discretionary funds allocated are required to be publically reported under section 202A of the Local Government Regulation 2012 .
RISK MANAGEMENT IMPLICATIONS
There are no risk management implications associated with this report.
Financial/RESOURCE IMPLICATIONS
Within the Community Development Section, the Community Grants Team is responsible for the management and coordination of Council’s Community Donations Program and Community Grants and In-Kind Assistance Program. The Community Grants Team is a team of two (2) full-time staff.
Funding for the provision of community donations is contained within the Community Development Section 2019-2020 financial year budget.
There are no additional resourcing or budget implications associated with this report.
COMMUNITY and OTHER CONSULTATION
The contents of this report did not require any community consultation.
Conclusion
Applications for funding through the Community Donations Program are assessed in accordance with the eligibility criteria and assessment process outlined in the Community Funding and Support Policy and associated Administrative Guidelines.
This report provides detail about the allocation of community donations for the 2019-2020 financial year up to 30 April 2020 (Attachment 1), and provides a summary of these community donations by recipient type (Attachment 2).
Attachments and Confidential Background Papers
1.
2019-2020 Community Donations Report - 1 July 2019 to 30 April 2020 ⇩
2.
2019-2020 Community Donations Recipient Type - 1 July 2019 to 30 April 2020 ⇩
Josie Berry
Community Grants Coordinator
I concur with the recommendations contained in this report.
Abbey Richards
Community Engagement and Development Manager
I concur with the recommendations contained in this report.
Ben Pole
General Manager - Community, Cultural and Economic Development
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 9 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Item 9 / Attachment 2.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich
10. Ipswich Central Program Report No 23 to 3 April 2020 and No 24 to 8 May 2020
Doc ID No: A6224830
ITEM: 10
SUBJECT: Ipswich Central Program Report No 23 to 3 April 2020 and No 24 to 8 May 2020
AUTHOR: Business Support Officer
DATE: 8 May 2020
Executive Summary
This is a report concerning a monthly update of the Ipswich Central Program of Works.
Recommendation/s
That the report on the Ipswich Central Program Reports No 23 effective to 3 April 2020 and No 24 effective to 8 May 2020 be received and the contents noted.
RELATED PARTIES
Program Management Partner, Ranbury Management Group – for the Ipswich CBD Transformation Project.
Advance Ipswich Theme
Strengthening our local economy and building prosperity
Purpose of Report/Background
The report includes Monthly Program Reports No 23 effective to 3 April 2020 and No 24 effective to 8 May 2020. It is to inform the Committee of the progress of the redevelopment works, including status of design, procurement, programme, potential risks with related mitigation strategies, etc.
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Act 2009
RISK MANAGEMENT IMPLICATIONS
Not applicable.
Financial/RESOURCE IMPLICATIONS
Not applicable
COMMUNITY and OTHER CONSULTATION
Not applicable.
Conclusion
This report is provided as a monthly update on the Ipswich Central Program of Works.
Attachments and Confidential Background Papers
1.
Summary Report No 23 ⇩
2.
Summary Report No 24 ⇩
CONFIDENTIAL
3.
Executive Report No 13
4.
Executive Report No 14
Nicole Denman
Business Support Officer
I concur with the recommendations contained in this report.
Greg Thomas
Project Manager
I concur with the recommendations contained in this report.
Sean Madigan
General Manager - Coordination and Performance
“Together, we proudly enhance the quality of life for our community”
General Purposes Committee
Meeting Agenda
19 May
2020
Item 10 / Attachment 1.
General Purposes Committee
Meeting Agenda
19 May
2020
Item 10 / Attachment 2.
General Purposes Committee
Meeting Agenda
19 May
2020
Mentions: Ipswich
11. Funding Arrangements for Brisbane Lions Stadium, Springfield
Doc ID No: A6163407
ITEM: 11
SUBJECT: Funding Arrangements for Brisbane Lions Stadium, Springfield
AUTHOR: General Manager - Coordination and Performance
DATE: 9 April 2020
Executive Summary
This is a report concerning the timing of Ipswich City Council’s funding contribution to the Brisbane Lions for the construction of the Lions Stadium at Springfield. The report is seeking a Council resolution in relation to Council’s payments to the Brisbane Lions and to authorise the CEO to finalise the negotiations and enter into a funding deed with the Brisbane Lions.
The report also discusses the deeds proposed to be executed in relation to Springfield City Group’s (SCG) developer contributions towards the Lions project and the infrastructure credits associated with these contributions. The report seeks approval for the CEO to negotiate and finalise the terms of these deeds.
RECOMMENDATION
A. That Council enter into a funding deed with the Brisbane Lions for the construction of the stadium and the embellishment of the adjacent community sporting field.
B. That the Chief Executive Officer be authorised to finalise the negotiations and execute the deed to vary the Springfield Town Centre Infrastructure Agreement to recognise the transfer of credits for open space and transport between Springfield Town Centre and the balance of Springfield.
C. That the Chief Executive Officer be authorised to finalise the negotiations and execute the variation to the categorisation of rates dispute settlement deed with Springfield City Group.
D. That Council, pursuant to section 257 of the Local Government Act 2009 , delegate to the Chief Executive Officer the authority to negotiate and finalise the terms of the deeds with the Brisbane Lions and Springfield City Group and to do any other acts necessary to implement Council’s decision.
RELATED PARTIES
Brisbane Lions Australian Football Club
Springfield City Group
There are no known conflicts of interest in relation to this report.
Advance Ipswich Theme
Managing growth and delivering key infrastructure
Purpose of Report/Background
Funding Arrangements
On 10 December 2019 Council passed a resolution to provide funding to the Brisbane Lions for their stadium project and the embellishment of an adjacent community sports field identified as Development Areas 22A and 22B respectively. These two fields are known as the Northern Sportsfields. The report is titled ‘Brisbane Lions Stadium Funding Agreement’ and is attached to this report as Attachment 1.
The Lions stadium project will cost an estimated $59 million. The components of this funding are:
· $15 million Federal government grant
· $15 million Queensland government grant
· $10 million Australian Football League / Brisbane Lions
· $5.5 million private funding sources
The stadium, whilst funded as per above, will be a Council owned asset leased to the Lions for an initial 50 year term with a 49 year option to extend.
The stadium complex will also incorporate the following ancillary community use:
· Café / Bar
· Childcare centre run by Multicultural Development Australia (MDA)
· Club merchandise store
· Community access gymnasium including lap pool
· Retail tenancy for physiotherapy/scanning
· Youth outreach service to be run by MDA
On 10 December 2019 Council resolved to provide a total of $13,600,425 to the Brisbane Lions for them to complete the stadium project and for the Lions to also embellish the adjacent sports field for community usage. Council has since entered into an Agreement to Lease and a Lease with the Brisbane Lions.
A total of $9,046,264 of this funding is a developer contribution from Springfield City Group in lieu of their requirement to embellish the two sports fields under the conditions of the Springfield Town Centre Infrastructure Agreement (STCIA).
Council has since been in negotiations with both the Brisbane Lions and Springfield City Group in relation to the timing of the payment of SCG’s contributions and the Lions project cash flow requirements. Springfield City Group have advised they intend on paying their contributions as per the following timeline:
Payment 1: $3 million paid 30 June 2020
Payment 2: $3 million paid 30 June 2021
Payment 3: $3.046 million paid 30 June 2022
Council has conducted negotiations with SCG to change these timeframes to suit the Lions project cash flow requirements but SCG are unwilling to change this schedule.
The Brisbane Lions have advised that based on their cash flow projections for the project they require Council to provide its funding in accordance with the following timeframes:
Payment 1: $3 million 30 June 2020
Payment 2: $5 million 31 January 2021
Payment 3: $5.6 million 31 May 2021
These timeframes are proposed to be linked to key construction milestones and as such may be subject to minor changes.
Based on the timeframes provided by SCG and the Lions, Council would be required to fund the project in advance of the final two payment amounts from SCG.
Categorisation of rates dispute settlement
Council previously entered into a rates dispute settlement agreement with SCG in which Council committed to refund SCG $500,000 once a percentage of the embellishment of the Northern Sportsfields was completed. The Northern Sportsfields are now to be developed by the Brisbane Lions and as such there is no longer a requirement for SCG to embellish the fields. Based on this, it is proposed that Council refund SCG $500,000 upon execution of the two deeds attached to this report.
SCG Infrastructure Credits
As part of the deed documents attached, SCG are seeking to amend the STCIA to allow them to expand the usage of the infrastructure credits they will receive for their cash contributions to the Lions project, to the greater Springfield area.
The Springfield Town Centre Infrastructure Agreement requires that both contributions and credits within the town centre, for the purposes of providing Community Facilities Land, Transport Infrastructure and Open Space Land and Facilities, be quarantined within the town centre to deal with the implications of densification in the town centre. The intent of this was to ensure that as densification occurs, contributions are collected and banked within the town centre for the purposes of providing the necessary infrastructure and services to service the needs of future residents. Densification of the town centre is a long term project – potentially taking much more than 20 years to be fully realised. Each development within the town centre will be required to contribute to the provision of infrastructure to service future residents, and as infrastructure is provided by Springfield City Group, refunds of contributions collected will be provided to Springfield City Group to cover the costs of these improvements.
Community Facilities Credit Transfer
The deed signed by Springfield City Group proposes the unconditional ability to transfer all community facilities land credits accrued within the town centre, to be utilised outside of the town centre. The current IA states that credits must be contained within the town centre and used for development within the town centre. The proposal is to permit the transfer of credits to development outside of the town centre.
In operation, this means that if the developer dedicates land for community facilities, they will accrue a credit for that land (for example, $100,000.00).
The existing arrangement would quarantine that $100,000.00 until residential development was occurring in the town centre, and the developer would offset the $100,000.00 against any levied infrastructure charges. In theory, this works but there could be a significant delay in being able to utilise the credits.
What is proposed is that these credits could be used outside of the Town Centre, in the balance of Springfield. For example, the $100,000.00 could be used to offset the charges for the next stage of Brookwater. It is not considered that there are any adverse implications of such an
Mentions: Springfield · Ipswich · Brookwater
12. Tender Consideration Plan - Appointment of Retail Leasing Agent, Nicholas St - Ipswich Central Project
Doc ID No: A6217907
ITEM: 12
SUBJECT: Tender Consideration Plan - Appointment of Retail Leasing Agent, Nicholas St - Ipswich Central Project
AUTHOR: Project Manager
DATE: 6 May 2020
Executive Summary
This is a report concerning the Tender Consideration Plan for the appointment of a retail leasing agent for ongoing services for the Nicholas St – Ipswich Central Project (the “Project”).
A tender consideration plan is prepared and proposed for adoption by Council under the provisions of Section 230 of the Local Government Regulation 2012. This section provides Council’s with the ability to procure medium-sized and large-sized contracts without conducting a tender process. The legislation requires that Council resolve to prepare a tender consideration plan and prepare and adopt the plan.
Ranbury Property Services (Pty Ltd) (“Ranbury”) have been the retail leasing agent for the Project since early 2019, with the prior agreement with Ipswich City Council (“ICC”) expiring on 30 March 2020.
To ensure consistency in the delivery of the Project’s leasing strategy and to maintain market confidence in relation to the leasing opportunities and the broader Project, a detailed Tender Consideration Plan (“TCP”) has been prepared which details the reasons for ICC not undertaking a full tender process for the appointment of a retail leasing agent and recommends the reappointment of Ranbury.
The proposed contractual arrangements with Ranbury Property Services in regards to leasing have been changed from the original agreement following expert advice on standard industry practise. These changes are identified in the commercial in confidence terms of engagement attached to this report. Fundamentally, the changes maintain Council’s overall projected expenditure but reduce the risks to Council in terms of the timing of payments to Ranbury in terms of executing contractually binding lease agreements with tenants.
RECOMMENDATION
A. That Council resolve to prepare a Quote or Tender Consideration Plan for the appointment of a Retail Leasing Agent in accordance with section 230(1)(a) of the Local Government Regulation 2012 .
B. That Council resolve to adopt the Quote or Tender Consideration Plan for the appointment of a Retail Leasing Agent as outlined in the report by the Project Manager dated 6 May 2020 in accordance with section 230(1)(b) of the Local Government Regulation 2012 .
C. That Council resolve to enter into a contract with Ranbury Property Services Pty Ltd for Retail Leasing Agency Services on the terms described in the report by the Project Manager dated 6 May 2020 .
D. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with Ranbury Property Services Pty Ltd to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009 .
RELATED PARTIES
Ranbury Property Services Pty Ltd
Advance Ipswich Theme
Strengthening our local economy and building prosperity
Purpose of Report/Background
At the 27 June 2019 Special Council meeting, Council resolved to adopt a TCP to appoint Ranbury as the retail leasing agent for the Project. An agreement was then executed between ICC and Ranbury for retail leasing agency services, ending 30 March 2020. As this agreement has now expired, ICC is required to appoint or reappoint a leasing agent for the Project beyond this date.
The original agreement between ICC and Ranbury had an expiry date of 30 March 2020. The Master Program issued to ICC in June 2019 reflected Retail Development construction being completed by the end of Q2 2020. It was also envisaged that as of 30 March 2020, the majority of leasing opportunities would be identified and advanced to Agreement for Lease (“AFL”) stage and that as a result, Ranbury’s leasing services would no longer be required.
Since June 2019, there have been a number of factors which have resulted in significant delays to the Retail Development design and construction works program including:
· The preparation and adoption by Council at its 28 October 2019 Ordinary Meeting of a detailed development and divestment strategy for the various Project retail, commercial and entertainment assets (informed by market sounding and financial analysis conducted by KPMG). This report recommended funding the development of the retail, commercial and entertainment assets in a staged approach designed to achieve the key Project objectives;
· Following the retail strategy’s adoption, there was an ongoing process to review the most suitable construction procurement options for the retail works, with Hutchinson Builders considered to undertake the works as a variation to their existing contract with ICC;
· Impact of Covid-19 on new and ongoing negotiations with prospective future tenants to secure lease deals; and
· Delays in progressing the anchor tenant to AFL, a precursor to construction of the Retail Development commencing.
As of April 2020, the Project program reflects retail construction finalised and tenancies fitted out and open for trading by the end of June 2021. This timeline may extend further depending on developments with issues such as Covid-19 and the timing of commencement of Retail Development works.
To ensure continuity of the retail leasing program, if approved by Council, it is proposed that ICC enter into a new agreement with Ranbury to deliver the remaining Project retail leasing services. An interim engagement up to a maximum of three months (until 30 June 2020) is currently in place with Ranbury to provide continuity of retail leasing activities (limited to discussions and negotiations) with existing contacts and potential tenants.
To retain the momentum in the delivery of the leasing strategy and to maintain market confidence in relation to the leasing opportunities and the broader Project, a detailed TCP has been prepared. A Council adopted TCP will remove the requirement for ICC to undertake a full tender process and allow for the immediate appointment of Ranbury as leasing agent for a period encompassing leasing agency requirements for the Project.
Full details of the proposed arrangement and substantiation for the recommendation to Council to appoint Ranbury as retail leasing agent for the Project are set out in the TCP (Attachment 1).
Legal/Policy Basis
This report and its recommendations are consistent with the following legislative provisions:
Local Government Regulation 2012
RISK MANAGEMENT IMPLICATIONS
If a retail leasing agent is not appointed by ICC, then leasing opportunities in relation to the Project will not be able to be marketed and successfully progressed to lease, which will put the delivery of the retail strategy at risk. ICC does not hold the required leasing expertise or experience internally for the subject retail assets.
By reappointing Ranbury as retail leasing agent for the Project, ICC will avoid potential delays to the Project associated with undertaking a new tender process, and ICC will maintain the intellectual property, knowledge, etc. that Ranbury has brought to the arrangement/ developed through the process.
The updated remuneration model has addressed issues around financial risk to ICC in the attainment of an executed AFL/lease.
Financial/RESOURCE IMPLICATIONS
Funding for leasing agent payments is incorporated into the existing Project capital budget.
Resources to manage the services of Ranbury are provided within the ICC’s existing Project team.
COMMUNITY and OTHER CONSULTATION
Nil
Conclusion
To ensure continuity of the Project leasing strategy, prospective tenant engagement and market confidence in the Project, it is recommended that ICC appoint Ranbury Property Services Pty Ltd as the leasing agent for the Project for a 15 month engagement with a nine month option under the attached remuneration model (refer Confidential Attachment 2).
Attachments and Confidential Background Papers
1.
Tender Consideration Plan ⇩
CONFI
Mentions: Nicholas Street · Ipswich
13. Development Application Recommendation - 143, 143A, 163 Brisbane Street, 23, 24 Ipswich City Mall and 2 (Lot 1) Bell Street, Ipswich - 10301/2019/CA - Material Change of Use for a Business Use, Entertainment Use, Recreation Use & Shopping Centre
Doc ID No: A6207554
ITEM: 13
SUBJECT: Development Application Recommendation - 143, 143A, 163 Brisbane Street, 23, 24 Ipswich City Mall and 2 (Lot 1) Bell Street, Ipswich - 10301/2019/CA - Material Change of Use for a Business Use, Entertainment Use, Recreation Use & Shopping Centre
AUTHOR: Senior Planner (Development)
DATE: 1 May 2020
Executive Summary
This is a report concerning a development application seeking approval for a material change of use for a business use, entertainment use, recreation use and shopping centre, predominantly to be undertaken within existing, refurbished buildings, which forms part of the redevelopment of the Nicholas Street and Union Place precinct by Ipswich City Council.
The subject application requires review by the General Purposes Committee and determination by Full Council in accordance with the Framework for Development Applications and Related Activities Policy as the application has been made by Council, and does not relate to the provision of standard local government infrastructure. Further, the application is considered a Sensitive Development Matter and is required to be reviewed by an Independent Decision Review Panel.
The proposed development has been assessed with regard to the applicable assessment benchmarks. The proposed development generally complies with the assessment benchmarks or can be conditioned to comply as outlined in the attached Statement of Reasons.
Recommendation/s
That Council resolve to approve development application no. 10301/2019/MCU subject to conditions in accordance with section 60 of the Planning Act 2016.
RELATED PARTIES
· Ipswich City Council (Applicant and Landowner)
· Queensland Rail Ltd (Landowner)
· Cardno (Qld) Pty Ltd (Town Planning Consultant) – The directors of this company as extracted from the ASIC database are Peter Barker, Jesus Templado, Mark Richards, Natalie Muir and Robert Marshall. The primary contact is Leisa Sinclair.
· Ranbury Management Group Pty Ltd (Project Manager) – The directors of this company as extracted from the ASIC database are Ross Hunter, Brett Magnussen, Scott Kennelly, and Peter Driml. The primary contact is Bob Newberry.
· BVN Group (Architect)
· WSP (Acoustic Consultant)
· Dewpoint Group (Air Quality Consultant)
Advance Ipswich Theme
Managing growth and delivering key infrastructure
Purpose of Report/Background
SITE ADDRESS:
143, 143A, 163 Brisbane Street, 23, 24 Ipswich City Mall and 2 (Lot1 ) Bell Street, IPSWICH QLD 4305
APPLICATION TYPE:
Material Change of Use
PROPOSAL:
Business Use, Entertainment Use, Recreation Use & Shopping Centre
ZONE:
CBD Primary Retail
OVERLAYS:
OV5 (adopted flood regulation line), OV7A (building height restriction area 45m & transitional surface) and OV7B (8km existing committed urban townships buffer)
APPLICANT:
Ipswich City Council
OWNER:
Ipswich City Council Program 31
EXISTING OR PROPOSED TRADING NAMES:
Nicholas Street Ipswich Central
APPLICATION NO:
10301/2019/MCU
AREA:
29,181m 2
REFERRAL AGENCIES:
Department of State Development, Manufacturing, Infrastructure and Planning
EXISTING USE:
Shopping Centre
PREVIOUS RELATED APPROVALS:
2229/17/RAL 1 lot into 3 lots
4583/17/MCU Business Use and Community Use (Office Tower) – Council Administration Building
995/18/MCU Business Use (Cafe, Restaurant and/or Hotel) and Community Use (Library and Visitor Information Centre)
DATE RECEIVED:
11 December 2019
DECISION PERIOD START DATE:
29 April 2020
EXPECTED DETERMINATION DATE:
18 June 2020
SITE LOCATION:
Figure 1 - Site Locality
PROPOSAL:
The applicant seeks approval for a material change of use – business use, entertainment use, recreation use and shopping centre located at the Site Address referenced above. The proposed development forms an integral part of the overall Ipswich Central redevelopment project and will consist of four (4) defined precincts, as follows:
· Precinct A – 143 and 143A Brisbane Street;
· Precinct B – Venue;
· Precinct J – Metro B; and
· Precinct K – Metro A.
Notably, Precinct F – Library/Civic, which is wholly contained within Lot 1 SP300605 is included as part of the application, however, a previous development application (995/18/MAMC/A) has approved land uses in this area and the majority of the works are being undertaken as Municipal Works by Council and therefore do not require a development permit in accordance with the Planning Regulation. This property has been included as part of the application as it facilitates access between Nicholas Street and Union Place, and contains the existing car park and loading/unloading areas (accessed via Bremer Street), which service the buildings and uses subject to the application.
The proposal seeks to re-use and refurbish a number of existing commercial buildings, and includes the modernisation of building facades in Nicholas Street, Bell Street and Union Place to align with the overall intent of the wider Ipswich Central redevelopment. The proposal results in 2,564m 2 of additional Gross Floor Area (GFA), which is achieved primarily through the conversion of existing internal voids and mall areas to GFA, with one minor expansion to the building footprint proposed to remove the void between the site and the adjoining ICON building on Bell Street. It is likely that further changes to the internal layout of the buildings will occur as leasing is finalised and tenancies are sized and fitted out to suit user needs. The application approaches the use of the buildings with flexibility, and a number of land uses have been nominated for the tenancies within each precinct to assist with tenanting the buildings. The full suite of uses proposed within each tenancy are included in the set of recommended approved plans. The recommendation does not restrict the combination or GFA of any particular use operating at any one time from any of the buildings, and no limitations in this regard are required as all proposed uses are anticipated and encouraged within the zone, and are appropriately serviced by existing infrastructure. The proposed uses and precincts may be sequenced and delivered together or separately in any order and in any combination as the applicant chooses.
Figure 2 – Precinct Map
Figure 2 outlines each of the four (4) precincts relevant to this application. A detailed description of the assessable development in each precinct is set out below:
Precinct A
This precinct involves the reorganisation of the internal space on the ground floor of the existing building on the corner of Brisbane Street and Nicholas Street (Ipswich City Mall) to accommodate a new tenancy fronting Nicholas Street (Ipswich City Mall). This tenancy will be approved to be used for:
· various business uses such as cafe, fast food premises, office/professional office, restaurant or shop; or
· an indoor recreation use such as a gymnasium, personal training studio, learn to dance studio etc.
Figure 3 – New Tenancy in Precinct A
Precinct B
This precinct involves the reconfiguration of the lower floor (Nicholas Street level) of the existing building bound by Nicholas Street, Brisbane Street and Ellenborough Street to support the provision of a large new indoor recreation use, retention of the existing pharmacy and an additional tenancy. The intended tenant of the large indoor recreation use is an operator of an indoor go-kart facility. The fit out of this tenancy would involve the construction of an indoor track and supporting facilities (storage, servicing, and administration) that can accommodate a total of 16 karts at any time, as per Figure 4 below. The new tenancy will front Brisbane Street and will be approved to be used for:
· various business uses such as cafe, fast food premises, office/professional office, restaurant or shop; or
· an indoor recreation use such as a gymnasium, personal training studio, learn to dance studio etc; or
· an entertainment use such as a club, amusement parlour, theatre etc.
The large indoor recreation (go kart) tenancy involves the operation of mul
Mentions: Bell Street · Bremer Street · Brisbane Street · Ellenborough Street · Nicholas Street · Union Place · Ipswich
Source: Ipswich City Council meeting agenda (CC BY 4.0).