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Governance and Transparency Committee — 2023-04-18
0 New Item (Committees) - Meeting Attendnace via Audio-Link
Resolution: Moved by Deputy Mayor Jacob Madsen:
Meeting AttendaNce via Audio-Link
Councillor Nicole Jonic requested attendance at the Governance and Transparency Committee No. 2023(03) of 18 April 2023 via audio-link.
RECOMMENDATION
Moved by Deputy Mayor Jacob Madsen:
Seconded by Mayor Teresa Harding:
That in accordance with section 254K of the Local Government Regulation 2012 and 9.6.2 of Council’s Meetings Procedure Policy, Councillor Nicole Jonic be permitted to participate in the meeting via audio-link.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Councillor Nicole Jonic did not take part in the vote on this matter.
The motion was put and carried.
0 New Item (Committees) - Leave of Absence - Councillor Kunzelmann
Resolution: Moved by Deputy Mayor Jacob Madsen:
Leave of Absence - Councillor Kunzelmann
RECOMMENDATION
Moved by Deputy Mayor Jacob Madsen:
Seconded by Councillor Russell Milligan:
That a leave of absence be granted for Councillor Kate Kunzelmann for the Governance and Transparency Committee.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Welcome to Country or Acknowledgement of Country
Deputy Mayor Jacob Madsen (Chairperson) delivered the Acknowledgement of Country.
DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA
Nil
BUSINESS OUTSTANDING
Nil
Confirmation of Minutes
1. Confirmation of Minutes of the Governance and Transparency Committee No. 2023(02) of 9 March 2023
RECOMMENDATION
Moved by Councillor Russell Milligan:
Seconded by Mayor Teresa Harding:
That the Minutes of the Governance and Transparency Committee held on 9 March 2023 be confirmed.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Officers’ Reports
2. Proposed Fees and Charges to apply from 1 July 2023
Resolution: Moved by Councillor Marnie Doyle:
2. Proposed Fees and Charges to apply from 1 July 2023
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 2023.
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Councillor Russell Milligan:
*** That the proposed 2023-2024 Fees and Charges, as detailed in Attachment 1 be adopted with an effective date of 1 July 2023.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Mentions: Ipswich
3. Procurement: Ticketing Software Platform - Extension to Contract 15-16-247
Resolution: Moved by Councillor Marnie Doyle:
3. Procurement: Ticketing Software Platform - Extension to Contract 15-16-247
This is a report seeking Council Resolution to undertake a direct engagement with Vivaticket Pty Ltd (Vivaticket). It is proposed, to extend the current contract for a further two (2) years on a 1+1 arrangement, for the continuation of the Ticketing Software Platform. This platform is to be reviewed as part of the CCED POS Upgrade Project currently underway by the ICT Projects Team. The ICT Projects Team expect to engage Procurement by the end of February 2023 however the due date of completion is not expected until the latter half of 2023. The current software platform has been used by the Civic Centre since 2016 for all ticketing requirements for events and functions. The current contract expires on 6 th June 2023.
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Councillor Russell Milligan:
A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised AND/OR confidential nature of the services that are sought and it would be impractical AND/OR disadvantageous to invite quotes OR tenders for the provision of the Ticketing Software Platform .
B. That Council enter into a contractual arrangement (Council file reference number 15-16-247 with Vivaticket Pty Ltd , at an approximate purchase price of $100 ,000.00 excluding GST over the entire term, being an initial term of one (1) year, with options for extension at the discretion of Council (as purchaser), of an additional one (1) year term .
C. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
4. Procurement: Contract 17437 - Infor Pathway Local Government Platform
Resolution: Moved by Mayor Teresa Harding:
4. Procurement: Contract 17437 - Infor Pathway Local Government Platform
This a report seeking a resolution by Council to vary contract 17437 with existing supplier Infor Global Solutions (ANZ) Pty Limited (Infor) to add three (3) further one (1) year extension options to continue the uninterrupted provision and servicing of critical Council systems whilst awaiting an iVolve outcome to be determined and actioned. The contract is for the provision of licencing, support, maintenance, professional services and other ancillary related items for Council’s core operational Local Government Platform, rates notice issuance.
This matter is required as officers seek Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the uninterrupted continuation of the key Local Government Platform and associated components for the operational functionality and compliance required. The complex integration of the platform provided by the incumbent supplier and niche functionality of the system peculiar to Council means that there is a limited supply market, and only one supplier who is reasonably available to continue providing the system at present. Further, due to the identified iVolve dependencies, it is more costly and disadvantageous to Council to tender for a different system until iVolve is able to deliver a final solution.
A resolution of Council is sought to vary the contractual arrangement with Infor for three (3) further one (1) year extension options. This will increase the total value of the contract to approximately three million, six hundred and fifty-three thousand dollars ($3,653,000.00) excluding GST for the full 6-year term of the contract if all extension options are exercised. The value of the proposed contract is determined based on previous base contract and project spend and utilises agreed rates while projecting for project cost requirements.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of the Pathway Local Government Platform and associated components.
B. That the contractual arrangement 17437 (formerly 08-09-213) with Infor Global Solutions (ANZ) Pty Limited (Supplier) for the Pathway Local Government Platform licencing, support, maintenance, professional services and other ancillary related items be extended by three (3) further one (1) year options at an approximate value of $2,044,000.00 + GST over the additional term (increasing the approximated contract value to $3,653,000.00 + GST over the full 6-year extended term of the contract if all options are utilised) .
C. That Council enter into a Deed of Variation with the Supplier to appropriately amend the existing contractual arrangement.
D. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
5. Procurement: Contract 11094 Human Resource Information System (HRIS) - SAP
Resolution: Moved by Councillor Russell Milligan:
5. Procurement: Contract 11094 Human Resource Information System (HRIS) - SAP
This a report seeking a resolution by Council to vary contract 11094 with existing supplier SAP Australia Pty Ltd (SAP) to add a further 16-month extension option to continue the uninterrupted provision and servicing of critical Council systems whilst awaiting an iVolve outcome to be determined and actioned. The contract is for the provision of a cloud-based subscription, support and maintenance and other related ancillary items for the payroll and job application components of Council’s core operational Human Resources Information System (HRIS).
This matter is required as officers seek Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the uninterrupted continuation of this key HRIS system and associated components for the operational functionality and compliance required. The complex integration of the solution provided by the incumbent supplier means that there is only one supplier who is reasonably available to continue providing the system. Further, due to the identified iVolve dependency of the Human Resources Information System, it is more costly and disadvantageous to Council to tender for a different system until iVolve is able to deliver a final solution.
A resolution of Council is sought to vary the contractual arrangement with SAP for a further sixteen (16) month extension option. This will increase the total value of the contract to approximately two million two hundred and forty thousand dollars ($2,240,000.00) excluding GST for the full 7-year term of the contract if all extension options are exercised. The value of the proposed contract is determined based on previous base contract spend and forward spend quote as provided by the supplier.
RECOMMENDATION
Moved by Councillor Russell Milligan:
Seconded by Councillor Marnie Doyle:
A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of the SAP HRIS system and associated components.
B. That the contractual arrangement 11094 with SAP Australia Pty Ltd (Supplier) for the SAP HRIS subscription, support, maintenance, professional services and other ancillary related items be extended for a further sixteen (16) months at an approximate value of $455,845.25 (excluding GST) over the additional term (increasing the approximated contract value to $2,240,000.00 (excluding GST) over the entire extended term of the contract if all options are utilised) .
C. That Council vary the contract with the Supplier to appropriately amend the existing contractual arrangement.
D. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
6. Procurement: Extension of Transparency and Integrity Hub (Open Ipswich) Platform Contract 14986
Resolution: Moved by Mayor Teresa Harding:
6. Procurement: Extension of Transparency and Integrity Hub (Open Ipswich) Platform Contract 14986
This a report seeking a resolution by Council to vary contract 14986 with Redman Solutions Pty Ltd (Redman) to add two (2) further one (1) year extension options to the term of the contract. The contract is for the provision of the Transparency and Integrity Hub (Open Ipswich) software licencing and maintenance and other related ancillary items.
This matter is required as officers seek Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the uninterrupted continuation of this public facing system for the transparency of Council procurement and financial activities. The complex integration and previous cost of implementation (approximately $150,000 ex GST) of the incumbent supplier’s product means that there is only one supplier who is reasonably available to continue providing the system. Further, due to Council’s current satisfaction with the product solution, it would be more costly and disadvantageous to Council to tender for other software products when current delivery of the solution is meeting Council’s needs.
A resolution of Council is sought to vary the contractual arrangement with Redman for two (2) further one (1) year extension periods, increasing the total term of the contract to five (5) years if all optional extension periods are used. This is an estimated additional cost of approximately one hundred and eighty-two thousand ($182,000.00) excluding GST for the additional extensions and five hundred and three thousand, two hundred and eighty dollars ($503,280.00) excluding GST for the full term of the contract if all extension options are exercised.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Marnie Doyle:
A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of Transparency and Integrity Hub (Open Ipswich) .
B. That Council extend a contractual arrangement (Council file reference Transparency and Integrity Hub (Open Ipswich) with Redman Solutions , at an approximate purchase price of $503,280.00 (excluding GST) over the entire term, being an initial term of three (3) years (already expended), with options for extension at the discretion of Council (as purchaser), of an additional two (2) X one (1) year terms.
C. That Council vary the contract with the Supplier to appropriately amend the existing contractual arrangement.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Mentions: Ipswich
7. Freehold and Trustee Leases owned or managed by Council due for expiry (2023 to March 2024)
Resolution: Moved by Councillor Marnie Doyle:
7. Freehold and Trustee Leases owned or managed by Council due for expiry (2023 to March 2024)
This is a report concerning tenure agreements, specifically freehold and trustee leases over land that are owned or managed by Council for sport, recreation, community, and commercial purposes expiring or due for expiry up until
31 March 2024.
“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012 .”
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Councillor Russell Milligan:
That the report be received and the contents noted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
8. Trustee Lease to the City of Ipswich Pipe Band Inc. Over Part of 42A Chermside Road, Ipswich (Limestone Park)
Resolution: Moved by Councillor Russell Milligan:
8. Trustee Lease to the City of Ipswich Pipe Band Inc. Over Part of
42A Chermside Road, Ipswich (Limestone Park)
This is a report concerning the proposed new trustee lease over part of trust land being Limestone Park located at 42A Chermside Road, Ipswich, described as part of Lot 2 on RP907847 (the Land), between Ipswich City Council (Council) and City of Ipswich Pipe Band Inc. (Pipe Band).
RECOMMENDATION
Moved by Councillor Russell Milligan:
Seconded by Mayor Teresa Harding:
A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council, as Trustee for the State of Queensland, resolve that the exception at section 236(1)(b)(ii) of the Regulation applies to the disposal of leasehold interest in land located at 42A Chermside Road, Ipswich (trust land), more particularly described as Lease B in Lot 2 on RP907847 on SP292790, because City of Ipswich Pipe Band Inc. (trustee lessee) is a community organisation.
B. That Council enter into a trustee lease (Council file reference number 5940) with the trustee lessee:
(i) at an annual rent of $1.00 excluding GST, payable to Council if demanded, and
(ii) for a term of five (5) years, with no options for extension.
C. That pursuant to sections 64(1) and 64(2) of the Land Act 1994 , Ministerial approval has been dispensed with (as per Attachment 4 of the report); and the provision of recreation activities and associated administration is consistent with the purpose of the trust land.
D. That pursuant to section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Mentions: Chermside Road · Ipswich
9. New Lease over part of 102 Champions Way, Willowbank (1SP308694) to Ipswich Kart Club Incorporated
Resolution: Moved by Councillor Marnie Doyle:
9. New Lease over part of 102 Champions Way, Willowbank (1SP308694) to Ipswich Kart Club Incorporated
This is a report concerning the proposed new lease over part of freehold land located at 102 Champions Way, Willowbank, described as Lease J in Lot 1 on SP308694 on SP234918 (the Land), between Ipswich City Council (Council) and Ipswich Kart Club Incorporated (IKC).
“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012 .”
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Councillor Russell Milligan:
A. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(b)(ii) of the Regulation applies to the disposal of interest in land at 102 Champions Way, Willowbank more particularly described as part of Lot 1 on Plan SP308694 , for kart race track activities and associated club facilities , because Ipswich Kart Club Incorporated (Lessee) is a community organisation.
B. That Council enter a lease (Council file reference number 5067 ) with the Lessee:
(i) at a commencing annual rent of $ 7,500 excluding GST, payable to Council, and
(ii) for an initial term of ten (10) years, with options for extension of an additional ten (10) years term.
C. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Mentions: Champions Way · Willowbank · Ipswich
10. Repeal of Previous Council Decision and Proposed New Trustee Lease over 135 Brisbane Terrace, Goodna to Goodna and Districts Rugby League Football Club Inc.
Resolution: Moved by Councillor Marnie Doyle:
10. Repeal of Previous Council Decision and Proposed New Trustee Lease over 135 Brisbane Terrace, Goodna to Goodna and Districts Rugby League Football Club Inc.
This is a report concerning the repeal of a previous decision of the Governance and Transparency Committee, Item No. 5 on the 11 August 2022, and adopted at the Council Ordinary meeting of 25 August 2022 and the renewal of the Trustee Lease over part of a Reserve located at 135 Brisbane Terrace, Goodna, described as Lease B in Lot 128 on SP178961, between Ipswich City Council ( Council ) as Trustee and Goodna and Districts Rugby League Football Club Inc. ( GDRLFC ).
Recommendation A resolved to apply the exception at section 236 (1)(c)(iii) of the Local Government Regulation 2012 to dispose of the leasehold interest over Lease B for a renewal to the Goodna and Districts Rugby League Football Club Inc. The recommendation should have resolved to apply the exception at section 236 (1)(b)(ii) for the disposal to a community organisation.
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Councillor Russell Milligan:
A. That the previous decision of Council, as per Item No. 5 of the Governance and Transparency Committee on the 11 August 2022 and adopted at the Council Ordinary meeting of 25 August 2022 , be repealed.
B. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council, as Trustee for the State of Queensland, resolve that the exception at section 236(1)(b)(ii) of the Regulation applies to the disposal of leasehold interest in land at 135 Brisbane Terrace, Goodna, more particularly described as Lease B in Lot 128 on SP178961, because the Goodna and Districts Rugby League Football Club Inc. (Trustee Lessee) is a community organisation.
C. That Council enter a Trustee Lease (Council file reference number 5400 with the Goodna and Districts Rugby League Football Club Inc. (Trustee Lessee):
(i) at a commencing annual rent of $11,250 ex GST, payable to Council, and
(ii) for a term of five (5) years, with no options for extension.
D. That pursuant to section 64(1) and 64(2) of the Land Act 1994 , Ministerial approval has been dispensed with (as per Attachment 6 of this report) and the purpose of the Trustee Lease (being ‘the provision of a community sports club including sporting events and administration and activities associated with that purpose’ ) is consistent with the purpose of the trust land.
E. T hat pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
Mentions: Brisbane Terrace · Goodna · Ipswich
11. Budget Amendment 2022-2023
Resolution: Moved by Mayor Teresa Harding:
11. Budget Amendment 2022-2023
This is a report concerning proposed amendment of the 2022-2023 budget, submitted in accordance with Section 170(3) of the Local Government Regulation 2012 .
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
That the proposed amended 2022-2023 Budget and Long-Term Financial Forecast, as detailed in Attachments 1, 2, 3 and 4 be adopted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Jonic
The motion was put and carried.
NOTICES OF MOTION
Nil
MATTERS ARISING
Nil
PROCEDURAL MOTIONS AND FORMAL MATTERS
The meeting commenced at 10.31 am.
The meeting closed at 10.49 am.
*** Refer Minutes of Council Ordinary Meeting of 27 April 2023 for amendment
Source: Ipswich City Council meeting minutes (CC BY 4.0).