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Governance and Transparency Committee — 2021-04-15
1. iVolve Project Preliminary Business Case
Resolution: Moved by Councillor Nicole Jonic:
2. iVolve Project Preliminary Business Case
This is a report concerning the Preliminary Business Case for the iVolve Project. Delivery of the Preliminary Business Case is the major deliverable for Stage 2 (Preliminary Business Case) of the project. The Preliminary Business Case was endorsed by the ICT Steering Committee on 31 March 2021 and is submitted for consideration and approval by the Governance and Transparency Committee and Council.
The purpose of the Preliminary Business Case is to support Council in making an informed decision on a target state solution architecture to address the required outcomes of the iVolve Project.
RECOMMENDATION
Moved by Councillor Nicole Jonic:
Seconded by Deputy Mayor Marnie Doyle:
That the iVolve Project Preliminary Business Case be accepted and approved, and approval be given for the iVolve Project to progress to the next project stage - Stage 3 Final Business Case.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
2. Repeal of Previous Council Decision for New Trustee Permit Over Reserve for Recreation Purposes - Anzac Park Sports and Recreation Club Incorporated - 1 Mill Street, Rosewood
Resolution: Moved by Mayor Teresa Harding:
3. Repeal of Previous Council Decision for New Trustee Permit Over Reserve for Recreation Purposes - Anzac Park Sports and Recreation Club Incorporated - 1 Mill Street, Rosewood
This is a report requesting the repeal of a previous decision of the General Purposes Committee, Item No. 3 on the 19 May 2020 and adopted at the Council Ordinary meeting of 26 May 2020 to withdraw Anzac Park Sports and Recreation Club Incorporated (APSRCI) as Trustee over a reserve for recreation purposes located at 1 Mill Street, Rosewood and described as Lot 638 SP157096.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
That Council repeal its previous decision to enter a Trustee Permit with Anzac Park Sports and Recreation Club Incorporation (a decision of the General Purposes Committee, Item No. 3 on 19 May 2020) adopted at the Council Ordinary meeting of 26 May 2020 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Mill Street · Rosewood
3. Proposed Fees and Charges to apply from 1 July 2021
Resolution: Moved by Mayor Teresa Harding:
4. Proposed Fees and Charges to apply from 1 July 2021
This is a report concerning the annual review of Ipswich City Council’s ( Council ) proposed commercial and cost recovery fees and charges, and the recommended pricing to commence with effect 1 July 2021.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Kate Kunzelmann:
A. That the proposed 2021-2022 Fees and Charges, as detailed in Attachment 1 to the report by the Treasury Accounting Manager dated 27 March 2021, be adopted with an effective date of 1 July 2021.
B. That the amendments to Fees and Charges for 2021-2022, as detailed in Attachment 2 to the report by the Treasury Accounting Manager dated 27 March 2021, be received and noted.
C. That the extension of COVID-19 fee relief measures (waivers) for the 2021‑2022 financial year for footpath dining licence applications and renewals be adopted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Ipswich
4. Fees and Charges for George Alder Tennis Centre
Resolution: Moved by Deputy Mayor Marnie Doyle:
5. Fees and Charges for George Alder Tennis Centre
This is a report concerning the establishment of Fees and Charges for general and casual use of the George Alder Tennis Centre.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Mayor Teresa Harding:
A. That the proposed Fees and Charges for general and casual individual, social and coaching use court hire at the George Alder Tennis Centre, as detailed in Table 1 of the report by the Principal Officer (Sport and Recreation) dated 16 March 2021, be adopted with an effective date of 1 May 2021.
B. That the continuation of the proposed Fees and Charges for general and casual individual, social and coaching use court hire at the George Alder Tennis Centre, as detailed in Table 1 of the report by the Principal Officer (Sport and Recreation) dated 16 March 2021, during 2021‑2022, be noted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
5. Procurement - Cultural Landscape Values Investigation Agreement
Resolution: Moved by Mayor Teresa Harding:
6. Procurement - Cultural Landscape Values Investigation Agreement
This is a report concerning the engagement of Turnstone Archaeology for the purpose of undertaking Cultural Landscape Values audits of locations across various conservation estates and reserves.
The report seeks Council’s resolution to apply an exception in the Local Government Regulation 2012 , specifically section 235 (b), to engage Turnstone Archaeology for Cultural Landscape Values Audits for a period of three (3) years, based on the specialised nature of their services.
Council will engage Turnstone Archaeology to undertake one project per year over the next three years, with a maximum project budget of $100,000 ex GST. The maximum expenditure under this arrangement will be $300,000.00 ex GST.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
A. That pursuant to section 235(b) of the Local Government Regulation 2012 ( Regulation ) Council resolve it is satisfied that the exception referred to in section 235(b) of the Regulation applies and that Cultural Landscape Values Audits are of such a specialised nature that it would be impractical for Council to invite tenders or quotations.
B. That Council enter into a contract with Turnstone Archaeology for the provision of Cultural Landscape Values Audits for a period of three (3) years with the maximum expenditure under this arrangement over the three years to be $300,000 excluding GST.
C. 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 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put carried.
6. Procurement - Parking Machines and Communication and Management System
Resolution: Moved by Councillor Kate Kunzelmann:
7. Procurement - Parking Machines and Communication and Management System
This is a report recommending Council enter into a contract with Australian Parking and Revenue Control Pty Limited (APARC), as APARC is the only supplier reasonably able to provide continued servicing of the existing Parking Meter Systems installed throughout Ipswich with approximately 100 parking meters in operation.
The Council is required to consider and resolve that the exception set out in section 235(a) of the Local Government Regulation 2012 applies due to APARC parking systems proprietary nature. The cost of the arrangement is estimated to be $340,000 excluding GST per annum, for three (3) years to June 2024 for the estimated sum of $1,020,000 excluding GST.
RECOMMENDATION
Moved by Councillor Kate Kunzelmann:
Seconded by Councillor Russell Milligan:
A. That Council resolve it is satisfied that the exception in 235(a) of the Local Government Regulation 2012 applies and that Australian Parking and Revenue Control Pty Limited (APARC) is the only supplier reasonably available to provide maintenance for the current parking meter system.
B. That Council enter into a contract with APARC for the provision of maintenance for the current parking meter system for a period of one (1) year with the option to extend for an additional two (2) one (1) year terms, at an estimated cost of $340,000 excluding GST per annum, for three (3) years to June 2024 for the estimated sum of $1,020,000 excluding GST.
C. 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 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Ipswich
7. Procurement - Annual Support and Upgrade Renewal - Kronos Software
Resolution: Moved by Deputy Mayor Marnie Doyle:
8. Procurement - Annual Support and Upgrade Renewal - Kronos Software
This is a report seeking a resolution by Council to continue the annual support services and upgrade renewal for the Kronos application including software and equipment that is used for timekeeping activities to support the payroll function.
This matter is required to come to Council for resolution as officers seek Council resolution that the exception in section 235 (b) of the Local Government Regulation 2012 applies to the continuation of the specialised services provided.
Kronos Australia Pty Ltd (Kronos) is an American headquartered global company, with a registered office located in New South Wales, Australia. This proprietary product was purchased in 2017 through a procurement process and its continued use is considered essential to Council. The Kronos software and equipment form a critical timekeeping solution that is integrated into Council’s payroll system and embedded as part of Council’s current e-Hub and Human Resource Information System. Kronos is meeting Council’s performance expectations for the provision of the support services and upgrade for the Kronos software and equipment used by Council.
A resolution of Council is sought to allow the continuation of the renewals of the annual support services and upgrade for the Kronos software and equipment with Kronos for an initial four (4) month period from 23 May 2021 until 30 September 2021 to align to the dates of the originating contract and underpinning system, and then for up to three (3) further one (1) year periods to allow cover until
30 September 2024. This is an estimated total cost of up to $135,000 excluding GST if all annual renewal options are exercised up until 30 September 2024.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Mayor Teresa Harding:
A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (Regulation) that the exception under s235(b) of the Regulation applies and that because of the specialised nature of the services that are sought, namely Kronos software and equipment support services and upgrade, it would be impractical or disadvantageous for Council to invite quotes or tenders.
B. That Council resolve it is satisfied to continue with, and to renew, the annual support services and upgrade for the Kronos software and equipment with Kronos from 23 May 2021 until 30 September 2021 and then for up to three (3) further one (1) year periods to allow cover until 30 September 2024, for an estimated total cost of up to $135,000 excluding GST.
C. 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 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
8. Procurement - Enhancement, upgrade, support and subscription renewal of Objective Software
Resolution: Moved by Councillor Nicole Jonic:
9. Procurement - Enhancement, upgrade, support and subscription renewal of Objective Software
This report is seeking a Council resolution regarding the formation of a contract with vendor Objective Corporation Limited (Objective) under Local Buy arrangement (BUS274 – ICT Solutions and Services) as per section 234 of the Local Government Regulation 2012 (Regulation). The contract will be for the enhancement to, and the continuation of support, upgrade and subscription renewal for, the Objective Electronic Document and Records Management System (EDRMS) that is currently in use across the whole of Council.
Objective is an Australian company supplying globally and headquartered in NSW. This proprietary product was originally purchased in 2014 through a procurement and the current contract is due to expire on 30 June 2021 with no further extension options. Its continued use is considered essential to Council.
Objective is meeting Council’s performance expectations for the provision of the support, upgrade and subscription licencing for the Objective software used by Council.
The new contract to be entered into is intended to commence on 1 May 2021 in order to allow for required upgrade and new enhancement works to be carried out prior to the commencement of the continuing support, upgrade and subscription renewal period beginning on 1 July 2021. The contract shall be for an initial term of three (3) years and two (2) months, with up to two (2) further one (1) year extension options, ending on 30 June 2026 if all extension options are exercised.
A resolution of Council is sought to approve an estimated total cost of up to three million dollars ($3,000,000) excluding GST if all extension options of the proposed contractual arrangement are exercised.
RECOMMENDATION
Moved by Councillor Nicole Jonic:
Seconded by Mayor Teresa Harding:
A. That Council enter into a contract with Objective Corporation Limited for the provision of product enhancements, continued support, upgrade and subscription renewal under s234 of the Local Government Regulation 2012 for an estimated total cost of up to three million dollars ($3,000,000) excluding GST for the period commencing 1 May 2021 and ending 30 June 2026.
B. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract to be executed by Council (including all annual renewals) and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
9. Procurement - Renewal of Liquid Petroleum Gas (LPG) for Bundamba and Goodna Aquatic Centres
Resolution: Moved by Councillor Nicole Jonic:
10. Procurement - Renewal of Liquid Petroleum Gas (LPG) for Bundamba and Goodna Aquatic Centres
This report recommends the renewal of the supply agreement for Liquid Petroleum Gas (LPG) for Bundamba and Goodna Aquatic Centres with Origin Energy Retail Ltd to enable continuity of gas supply to these facilities.
Council’s primary purpose for the supply of gas is heating the water supplies for the two aquatic centres. Council commenced utilising LPG supplied by Origin Energy Retail Ltd in 2002 for the Goodna Pool and 2004 for the Bundamba pool. Origin supplied, installed and own the infrastructure for LPG at these sites.
This report recommends that Council resolve that the exception under section 235(b) of the Local Government Regulation 2012 applies and that Council proceeds with the engagement of Origin Energy Retail Ltd to provide a LPG Sale and Supply Agreement for Bundamba & Goodna Aquatic Centres for twelve (12) months for the estimated sum of one hundred and fifty thousand dollars ($150,000) excluding GST.
RECOMMENDATION
Moved by Councillor Nicole Jonic:
Seconded by Councillor Russell Milligan:
A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (regulation) that the exception under section 235(b) of the regulation applies and that Origin Energy Retail Ltd is the only supplier reasonably available to it to provide the LPG supply agreement for Bundamba & Goodna Aquatic Centres for the following reasons:
1. The number of suppliers for heating LPG is limited.
2. The equipment at the Council Aquatic Centres is owned by the supplier and Council pays a rent and supply of gas cost.
3. The cost to Council for a new supplier for the removal and replacement of the current infrastructure at the aquatic centres.
B. That Council enter into a supply agreement with Origin Energy Retail Ltd for the provision of the LPG sale and supply agreement for Bundamba & Goodna Aquatic Centres for a period of twelve (12) months for the estimated sum of one hundred and fifty thousand dollars ($150,000) excluding GST.
C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the agreement 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 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
10.1 New Item (Committees) - Matters taken on notice - Council's Pools
10.1. Matters taken on notice - Council's Pools
Councillor Kunzelmann requested information relating to what company is supplying liquid petroleum gas (LPG) to Council’s other pools.
Councillor Jacob Madsen requested information on whether all council’s pools are heated.
The Procurement Manager to provide a response to councillors on these matters.
NOTICES OF MOTION
Nil
MATTERS ARISING
Nil
PROCEDURAL MOTIONS AND FORMAL MATTERS
The meeting commenced at 11.34 am.
The meeting closed at 11.52 am.
Source: Ipswich City Council meeting minutes (CC BY 4.0).