ordinary council 11 december 2019 cd1 file no: 58196-2 …

ORDINARY COUNCIL 11 DECEMBER 2019

Report by: Corporate Governance Manager

CD1 File No: 58196-2 Id No: 13339871

CONDOLENCE REPORT

REPORT OF: CORPORATE GOVERNANCE MANAGER

Created: 03/12/2019

Council extends its condolences to the relatives and friends of the following: Bruce Richard Poole late of Logan Village William Koovousis late of Marsden Margaret Fay Calam late of Beenleigh Council meeting of 11/12/2019

MINUTES OF THE 268THSPECIAL COUNCIL MEETING

OF THE COUNCIL OF THE CITY OF LOGAN

HELD AT THE COUNCIL CHAMBERS,

CITY ADMINISTRATION CENTRE, LOGAN CENTRAL

WEDNESDAY, 4 DECEMBER 2019 ID 13362660

MEETING COMMENCED

11.30 am, 4 December 2019

PRESENT

Interim Administrator, Tamara O'Shea (Chairpers on)

IN ATTENDANCE

A/Chief Executive Officer S Trinca Director of Organisational Services R Strachan A/Director of Road & Water Infra structur e D Ross Director of Community Services K Barton -Harvey Director of Strategy & Sustainability DR Hansen Director of Innovation & City Transformation S Bourke A/Meetings Services Coordinator K Reddy Meetings Services Officer A Parry

ACKNOWLEDGEMENT OF COUNTRY

The Interim Adm inist rat or of the Logan City Council opened the meeting by acknowledging the Traditional Custodian s of the land on which the meeting was gathered, including Elders past, present and emerging.

PRAYERS

Venerable Miao Lai from Fo Guang Shan Chung Tian Temple Church led the Council in prayers .

The Interim Admi nist rator of the Logan City Council, Tamara O'Shea, moved a vote of thank s to Venerable Miao Lai.

COUNCIL REPORTS

SPECIAL COUNCIL MEETING REPORTS FOR THE MEETING HELD ON 4 DECEMBER 2019

187 /2019 The Interim Administrator of the Logan City Council resolved:

That the Special Council meeting agenda in respect of Item s SPl, SP2, SP3, SPS and SP6 inclusive be adopted.

Confirmed at the Ordinary Meeting of Council held on 11 December 2019

Chairperson........ .. ........................................................................

268THSPECIAL MEETING -2- 4 DECEMBER 2019

BALANCE OF THE SPECIAL COUNCIL MEETING REPORTS FOR THE MEETING HELD ON 4 DECEMBER2019

SP4 File No: 1137823- 1 Id No: 13318623 REVIEW PRIORITY POLICIES FOR TRANSPARENCY AND ACCOUNTABILITY

188/2019 The Interim Adm inistrator of the Logan City Council resolved:

AMENDMENT

1. That the following policies, as attached to the report of the Corporate Governance Manager dated 18 November 2019 (Id: 13318623), be adopted:

(a) Adm inistrati ve Access to Inform ati on;

(b) Adm inistrativ e Action Complaint s;

(c) Councillor Conduct Complaint s Invest igat ion;

(d) Councillor Expenses and Entitlements;

(e) Fraud and Corruption Prevent ion and Reporting;

(f) Information Privacy;

(g) Information and Records Management;

(h) Insurance and Indemnity for Councillors;

(i) Media Engagement;

(j) Public Interest Disclosure;

(k) Social Media; and

(I) Staff Interact ion and Acceptable Requests Guide lines.

2. That t he fol lowing policies, as attached to the report of t he Corporate Governance Man ager dated 18 November 2019 (Id: 13318623),be repealed:

(a) Adm inistrative Access;

(b) Admi nistrative Acti on Complaints - Complaint s Management Process;

(c) Councillor Conferences and Professional Development;

(d) Councillor Conduct Complaints Investigat ion;

(e) Expenses Reimbur sement;

(f) Fraud and Corr upt ion Prevention and Reporting;

(g) Insurance and Indem nit y for Councillors;

(h) Management of Confident ial and Sensitive Inform ati on;

(i) Management of Public Interest Disclosures - Public Interest Disclosure Process;

(j) Media Engagement;

Confirmed at the Ordinary Meeting of Council held on 11 December 2019 I

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268TH SPECIAL MEETING -3- 4 DECEMBER 2019

(k) Privacy Policy; and

(I) Use of Social Media .

The Media Engagement Policy was omitted from the list of Policies to be repealed as detailed in the report of the Corporate Governance Manager dated 18 November 2019 (Id: 13318623) , the Media Engagement Policy to be repealed is attached to the Special Council minutes held on 4 December 2019 (Id: 13362660).

3. That the Corporate Governance Manager be requested to update Council 's Policy Register in accordance with Clauses 1 and 2 above.

DISCUSSION

The Interim Administrator of the Logan City Council spoke to the Special Council Meeting :

"Good morning. When I was first appointed as Interim Administrator of Logan City Council, I took some time to carefully consider the approach I wanted to bring in my leadership during this time . For me, it was imperative that whatever changes, improvement s or new initiative s I was to oversee, that they we re founded on the principles of good governance, those being: transparency, accountability, integrity, due diligence, economy, efficiency and effectiveness.

Today's Special Council meeting was called to publicly recognise a significant milestone in the achievement of thi s objective, through a body of work known as the Transition to Council Plan. This plan has been overseen by my Interim Management Committee, and delivered by staff from across the organisation.

The vision of this plan is to restore the community's confidence in tho se elected to represent them by giving the next incoming Council the best possible platform from which to successfully lead the City of Logan.

From the outset, the Transition to Council Plan acknowledged that Logan City Council already had a strong foundation of policies, procedures and systems in place.

Notwithstanding this Interim Administration has presented an opportunity to not only make improvement s, but to seek to become a leader through the development of exemplary policies and frameworks .

Thanks to the tremendous efforts of all those invo lved in this work, I believe that much of what has been endorsed just now has the potential to be widely adopted as best-practice across local government.

We have had the rare opportunity during this time to consider a raft of improvements that will better prepare this organisation for the return of elected member s. It will also set the direction for a more transparent and accountable way of doing business beyond the Mar ch 2020 election.

The Transition to Council Plan was broadly separated into three areas -the key focus being projects within Good Governance, with additional work being undertaken in Integrated Planning and Performance, and Community Engagement.


Chairperson...... ..... .............. ........................................ .......... .......


I would like to share with you some more detail on those items endorsed today, as well as providing an update on the progre ss of projects still underway.

A large portion of the work in Good Governance has been to assess and review a suite of Council's policies -focussing particularly on those that have direct bearing on Councillors.

These policies are designed to promote better conduct and build stronger capacity of our councillors , while recognising their standing as democratically elected representatives who are primarily accountable to their communities.

There are quite a few items to mention today, however I will try to be succinct.

1.1 GOOD GOVERNANCE POLICIES

Many of the policies that have been reviewed were several years old and required updating to ensure compliance with new legislation. We also used this time to update the policies in order to strengthen Council's governance and integrity frameworks , and improve transparency and accountability.

As part of this work , today a range of existing policies have been repealed, as well as the adoption of 12 new and updated policies.

These include:

• Administrative Access to Information Policy

• Administrative Action Complaints Policy • Councillor Conduct Complaint s Investigation Policy • Councillor Expenses and Entitlements Policy • Fraud and Corruption Prevention and Reporting Policy

• Information Privacy Policy • Information and Records Management Policy

• Insurance and Indemnity for Councillor s Policy

• Media Engagement Policy • Public Interest Disclosure Policy

• Social Media Policy; and • Staff Interaction and Acceptable Requests Guidelines Policy

There are a few of these policies I would like to highlight.

The new Councillor Expenses and Entitlements Policy and Procedure provides the community with tran sparency about what Councillor expenses will be paid for using public funds. It also details the facilities and services that will be provided to Councillors.

Some examples of the changes include no longer providing Councillors with a car - they will now receive a vehicle allowance. There will no longer be a proliferation of Councillor branded merchandise, and ratepayers will no longer fund full -time free canteen food for Councillors.

We will, however, be providing Councillors with a new electronic package including a mobile phone, laptop and tablet as part of Council's commitment to being green and reducing waste as we move from away from a paper-based work environment.

Several of our policies and procedures, including the Information & Records

Management and Social Media policies, have been tested and endorsed by the Crime and

Confirmed at the Ordinary Meeting of Council held on 11 Decemb er 2019

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. Confirmed at the Ordinary Meeting of Council held on 11 December 2019

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Corruption Commission, the Office of the Independent Assessor, and the Queensland State Archiv ist to ensure they meet w ith the highest standards of integrity of accountability. Logan City Council shou ld be rightly proud and confident that this significant body of work will stand the new elected Council in very good stead.

We have also adopted a new and more rigorous Acceptable Request Guidelines and Staff Interaction Policy which confirm Council's commitment to courteous and respectful interactions between Councillors and Council employees, in a manner consistent with th e relevant codes of conduct .

It ensures this by clearly separating the strateg ic arm of Council (headed by the Mayor and Councillor s) and the operational arm of Council (headed by the CEO),and requires all Councillors and Council employees to act in a way consistent with the legislative requir ements and in the public interest.

I would like to emphasise at this point that the State Government's integrity reforms are ongoing and Council will likely have to implement further changes to this and other policies as required. Just last week a new bill was tabled in Parliament with several significant updates, that - if passed - will require the new Council to revisit some of this Transition to Council work. What I have endorsed today, is, and can only be, based on the legislative context that currently applies.

That said, I strong ly encourage the next Council when they are contemp lating amendments required to reflect any legislative changes to do so carefully and thoughtfully, and not undermine the work we have done to safeguard our new council's int egrity and uphold the high standards these policies require.

1.4 Committee Structure Review

At the Council meeting of 23 October this year, a new comm itt ee structure was endorsed to simp lify and streamline the work of these important decision making forums . Today's report finalises this change in stru cture with the endorsement of new Terms of Reference for each comm itt ee. As part of this item, Council has also developed a new Meetings Code - doing away with what was a complicated and disparate collection of policies and procedures, into one new streamlined document.

These are important rules for Councillors to know and understand, and this new format is designed to give them every opportunity to successfully navigate these processes.

1.5 Decision Making Framework

People expect organisations wi ll operate consistent ly and fair ly and that there are systems in place to ensure this happens. Good decision -making is integral to this process and it lies at the heart of a good organisation. Even a decision about a seemingly simple matter can have a serious impact on the community, so it is important to have systems in place to support our decision makers.

Councillors are elected to counci l to make decisions for, and act in the best interests of their community.

Being a counc illo r is a position of trust. In our city they wi ll have oversight for a budget worth close to one billion dollars and responsibility for assets with a net worth of almost 8.5 billion dollars. They wi ll be asked to make important decisions about the services to be provided and the revenue, through rates, needed to deliver these services. They do so

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268TH SPECIAL MEETING -6- 4 DECEMBER 2019

in a complex environm ent and under considerable scrutiny and obligation. In this climate, no newly elected Councillor can be expected to simp ly step into the role next year and make effective decisions without the right guidance and support. This is why it is cr iti cal that Councillors have the right tools to support them in making good decisions on behalf of the community they serve.

Coming into next year's local government elections, I am proud to say that Logan City Council has implemented a Decision Making Framework. This principle-based framework is, I believe, an Aust ralian-first in local government, drawing together key legal and good decision making principles.

As such, the Councillor s will be empowered to make their decisions with an open mind, and to make informed jud gements based on evidence and fact. Making decisions together as a group, our future Councillors will work to ensure that any decision they make is best for the future of the city as a whole.

In adopting this Decision Making Framework, residents should have confidence that future decisions wi ll be made in the public interest, driving new and improved levels of accountab ilit y and trust .

1.8 Controlled entities / Beneficial Enterprises

Beneficial enterprises can be a catalyst for unlocking opportunity and delivering public value.

Otherwise known as government-owned corporations, they are a standard feature of every level of government Austra lia-wide. In Queensland, local governments operate beneficial enterprises for a range of social and economic purposes.

In the intere sts of transparency and accountab ilit y, Council owes a duty to the public to ensure high standards of governance in the establishment and management of these entities. Establishing one, should be done with care and diligence .

With this in mind, I am very proud to introduce our Best Practice Framework for Beneficial Enterprises, which is a first for any local government in Queensland.

This framework will help Councillor s to establish the public need for any future beneficial enterprise and ensure best practice governance is achieved, in line with nationally recognised governance standards.

1.9 Review of Audit and Risk Systems

This project sees the implementation of a new Audit and Risk Committee Charter and Policy. These updates will ensure we meet our legislative obligations in relation to Audit and Risk, as we ll as promoting good corporate governa nce practices through the prov ision of .independent assurance, oversight, monitoring and review of matters relating to the integrity of financial documents, risk management, internal controls, int erna l and external audit, coronia l reports, the effective and efficient management of Council as well as legislative comp liance.

Robust audit and risk functions are essential to good governance and decision making. These important changes wi ll ensure the Audit and Risk Committee operates as an independent and objective forum to promote transparency, accountability, and ethical behaviour and culture within Logan City Council. It will enable counci l to provide


Chairperson................. T {~~ ··•···········································..·····...............

....... .............Confirmed at the Ordinary Meeting of Council held on 11 December 2019

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SPECIAL MEETING268TH S -7- 4 DECEMBER 2019

assurances to the community that critical processes and decisions have been subject to independent oversight and assessment.

2.1 & 2.2 Strategic Planning Framework & Performance Reporting

These projects have delivered a new Framework to inform and guide elected members and Council staff in better understanding the strategic alignment of planning documents and the flow-on effect that changes can have, through actions and decisions, on the endorsed objectives of those documents.

Although not a legislative requirement, the Framework has been developed to support all relevant elements of the Local Government Act 2009.

It is our intent that this framework will deliver important outcomes including improved:

• integration of Council's strategic planning, operational delivery and organisational reporting;

• Integrity and assurance of executive and management performance reporting and review; and

• Alignment with corporate goals and objectives.

Other Transition to Council projects

You will notice that there are still some Transition to Council plan items that have not been covered off in today's Special meeting, however I would like to provide a brief overview on the status of these projects:

• The Councillor Capability Framework is underway and it is our intent to have this ready to go by February Committees next year.

• In regards to our response to Belcarra reforms , we have already made many updates to policies, and we will continue to stay up-to -date on future iterations that roll out under the umbrella of Integrity reform.

• We have already undertaken a number of updates and reviews of our delegations , however a broader , more in-depth process will need to be continued under the direction of the next elected Council.

• Legislative changes to Councillor discretionary funding do not come into force until March next year, so it is our intent to bring updated policies in relation to this item, to the February Committees.

• We are also progressing a review of the systems and processes for executive recruitment and performance management and I expect this work to in place and ready for the new Council.

• Community Engagement

o The Transition to Council plan identifies an opportunity to not only review our current Community Engagement Strategy - but also to review our community engagement framework

o These review s are well underway and a draft framework and strategy is expected to be ready in February 2020 for consultation with staff and community .

o The responsibility for finalising this project will fall to the next elected Council.

There are only 16½ weeks now until the Local Government elections , and during this time we will continue to drive forward with these important projects.

..Confirmed at the Ordinary Meeting of Council held on 11 December 2019

.....................................Chairperson................. . .... ............ .......


The work endorsed today has been no mean-feat to deliver. Although many people have been involved in these projects, there are some that I would like to single out for acknowledgement.

My Interim Management Committee - Gary Kellar, Brent Lillywhite, Laurie Koranski and Jon Raven, as well as former members Darren Power and Lisa Bradley.

To Gary and Brent - thank you for bringing your tremendous talent to this work. Your experiences and knowledge have been invaluable in helping us to deliver such so many best-practice position s.

To Jon, Laurie, Darren and Lisa - I want to thank you for your considered contribution to many of the policies delivered today . The insights of your lived experiences have been so important in tempering some of the more ideali stic approaches put forward during our many workshops and briefings.

To Silvio and the ELT, particularly Robert Strachan, thank you for your leadership throughout this process and for your support in enabling the relevant staff to deliver so much of thi s work.

With Governance so high on the agenda in this Transition to Council Plan, it was inevitable that Council's Governance Branch was going to carry the lion' s share of this work. To Sue McDonald and the Governance team , including Kirsten Clayton, your considerable skills, expertise and tireless work has meant that today we were able to bring forward an immensely strong platform of governance policies to suppor t the next elected Council. I would also like to acknowledge Graham Duff and his team for their work on the Strategic Planning and Perform ance Management Framework. This integrated approach is a fir st for our Council and a much needed tool not just for the organisation, but into the future for the elected representatives.

To Emily Shafto , Stephen Ball, David Hansen and Brent Lillywhite (but particularly Emily) -the work you have done on the Decision Making Framework and the Best Practice Framework for Beneficial Enterprises is truly extraordinary. You have explored, analysed and made clear some very complex constructs, so that a future elected Council w ill be empowered to make better decisions. I have no doubt this work will make a profound and positive impact on not only our Council, but on Councils across Australia. You should all be very proud of this work.

So in conclusion, I believe Logan City Council is in excellent shape, and has now an even stronger foundation for the incoming Mayor and Councillors. I am confident that through the work already done, and the ongoing preparations, the next elected Council will have the tool s they need to operate with the greatest degree of transparency, accountability and integrity as they whole-heartedly serve the people of this great City of Logan."

The meeting terminated at 11.55 am.

BACKGROUND PAPERS

RECOMMENDATIONS OF THE MEETING OF THE SPECIAL COUNCIL MEETING4 DECEMBER 2019

REVIEW PRIORITY POLICIES FOR TRANSPARENCY AND ACCOUNTABILITY

(REFER ITEM SP4)

Last printed 4/12/2019 10:22:00 AM

Refer to the electronic document to ensure you have the latest version of this document.

Document #: 8727801

POLICY ‐ TO BE REPEALED

Date adopted: 30/05/2017

File no: 128815‐2

Minute number: 148/2017

Policy title: MEDIA ENGAGEMENT

Directorate: COMMUNITY SERVICES

Branch: MEDIA

Policy objective: To ensure Council’s profile and reputation is maintained and advanced through an effective and efficient media management process and to give guidance to elected members and staff.

Policy scope:

This policy is to be used for all corporate media liaison conducted on behalf of the organisation.

Policy statement:

The following procedure is to be undertaken for this policy:

1. The Media branch shall release media statements only on matters of approved policy, corporate decisions, or to clarify corporate direction to protect the reputation and uphold the integrity of the Council or Logan City as a whole to ensure transparency with the community.

2. The Media Manager, or nominee, may issue statements on behalf of the Council or act as an official spokesperson for the Council at the direction of the Chief Executive Officer.

3. The Mayor or relevant committee chair or advisory committee chair will be the spokesperson on all citywide matters relating to their portfolio, with the authority to delegate to or include the relevant divisional councillor, where appropriate. Specific spokespeople may be appointed to projects outside this scope, such as, but not limited to, the Local Disaster Management Committee, and these arrangements should be included in the relevant terms of reference. Divisional councillors will be the lead spokespeople on individually‐funded divisional projects or matters where they have provided the majority of the funding, with the relevant committee chair or advisory committee chair to be included if appropriate.

4. The following delegation of responsibility applies for the organisation when required: Mayor, Deputy Mayor, relevant committee chair (or acting chair), relevant divisional councillor. The Media branch will approach delegated spokespeople depending on the nature and urgency of the request and use discretion in deferring to the next spokesperson when spokespeople are not available.

5. Media release requests must be raised in accordance with the Media branch handbook. All requests will be assessed by the Media Manager, or nominee, and approved for release through the Mayor, relevant committee chair or councillor. The Chief Executive Officer will speak on behalf of Council when deemed appropriate. A maximum of three spokespeople will be included in media releases issued by the Media branch: the Mayor (or delegate), chairperson or divisional councillor (where appropriate). Best practice should have no more than three spokespeople.

Background Papers

MEDIA ENGAGEMENT 2

6. Elected members must comply with the media obligations outlined in the Councillors’ Code of Conduct.

7. Council staff are not permitted to talk to the media about any Council‐related matter without authority from the Media Manager. Staff are required to advise the Media branch immediately when approached by the media, even when ongoing authorisation has been provided.

8. No elected member, including the Mayor or employee shall make any statement to the media on the Council's behalf in any circumstance other than as prescribed in this policy.

9. Any issues relating to this policy should be raised with the Media Manager initially but can be escalated as required to the Director of Community Services or the Chief Executive Officer.

Related policies/legislation/other documents:

DOC ID DOCUMENT TYPE DOCUMENT NAME

8569183 Procedure Media Handbook for Logan City Council

Background Papers

Confirmed at the Ordinary Meeting of Council held on 29 January 2020

Chairperson ..................................................................................................................

MINUTES OF THE 767TH ORDINARY MEETING OF THE COUNCIL OF THE CITY OF LOGAN

HELD AT THE COUNCIL CHAMBERS, CITY ADMINISTRATION CENTRE, LOGAN CENTRAL


MEETING COMMENCED

10.00 am, 11 December 2019

PRESENT

Interim Administrator, Tamara O'Shea (Chairperson)

IN ATTENDANCE

A/Chief Executive Officer S Trinca A/Director of Organisational Services C Bugg A/Director of Road & Water Infrastructure D Ross Director of Community Services K Barton-Harvey Director of Strategy & Sustainability D R Hansen Director of Innovation & City Transformation S Bourke A/Meetings Services Coordinator K Reddy Meetings Services Officer A Parry

ACKNOWLEDGEMENT OF COUNTRY

The Interim Administrator of the Logan City Council opened the meeting by acknowledging the Traditional Custodians of the land on which the meeting was gathered, including Elders past, present and emerging.

PRAYERS

Imam Akram Buksh from the Australian Centre for Unity: Slacks Creek Mosque, led the Council in prayers. The Interim Administrator of the Logan City Council, Tamara O'Shea, moved a vote of thanks to Imam Akram Buksh.

767TH ORDINARY MEETING -2- 11 DECEMBER 2019


Chairperson ..................................................................................................................

CONDOLENCES

CD1 File No: 58196-2 Id No: 13339871 CONDOLENCE REPORT

The Interim Administrator of the Logan City Council advised that messages of sympathy have been forwarded to the following residents of Logan City: Bruce Richard Poole late of Logan Village. William Koovousis late of Marsden. Margaret Fay Calam late of Beenleigh. The meeting observed a moment’s silence in respect for the deceased.

CONFIRMATION OF MINUTES OF THE 268th SPECIAL MEETING HELD ON 4 DECEMBER 2019

189/2019 The Interim Administrator of the Logan City Council resolved:

That the Minutes of the 268th Special Meeting held on 4 December 2019 to be confirmed.

CONFIRMATION OF MINUTES OF THE 766TH ORDINARY MEETING HELD ON 20 NOVEMBER 2019


That the Minutes of the 766th Ordinary meeting held on 20 November 2019 be confirmed.

RECOMMENDATIONS OF THE CITY GOVERNANCE COMMITTEE MEETING HELD ON 4 DECEMBER 2019

GO11 File No: 877866-1 Id No: 13299413 EXTENSION OF LOGAN: CITY OF CHOICE INITIATIVE TO JUNE 2020


AMENDMENT:

That the current Logan: City of Choice Leadership Team membership term be extended to no later than 31 December 2020.

ADOPTION OF THE BALANCE OF THE RECOMMENDATIONS OF THE CITY GOVERNANCE COMMITTEE MEETING HELD ON 4 DECEMBER 2019


That the Committee’s recommendations in respect of Items GO1 to GO10 inclusive and Item GO12 be adopted.



Chairperson ..................................................................................................................

RECOMMENDATIONS OF THE CITY INFRASTRUCTURE COMMITTEE MEETING HELD ON 4 DECEMBER 2019

IN2 File No: 1131471-1 Id No: 13319896 Refer to Confidential Agenda in accordance with Section 275 (1)(e) of the Local Government Regulation 2012 WIS/33/2019 - LOGAN WATER INFRASTRUCTURE PROGRAM ALLIANCE AWARD OF CONTRACT


AMENDMENT:

1. That the tender for the Logan Water Infrastructure Program Alliance Contract (WIS/33/2019) be awarded to Downer Utilities Australia Pty Ltd with alliance sub-partners, WSP Australia Pty Ltd and Cardno (QLD) Pty Ltd.

2. That the Interim Administrator and the Acting Chief Executive Officer be delegated authority to execute the Logan Water Infrastructure Program Alliance Contract, as detailed in Clause 1 above, on behalf of Council.

3. That the confidential report of the Water Infrastructure Manager dated 14 November 2019 (Id: 13244004) and associated background papers be deemed confidential and treated as such in accordance with sections 171 and 200 of the Local Government Act 2009 and that documents remain confidential.

Statement from the Interim Administrator of the Logan City Council:

"In February this year Council resolved to go to market for a new alliance contract, to assist Council to deliver the water and wastewater infrastructure program and related services. The water infrastructure program has been delivered through this type of collaborative partnering model for the past 10 years over two contracts.

The tender process commenced in July this year, attracting a number of high calibre tenders from leading contractors and their consultants. The quality of the tenders from these high performing companies shows that they see Logan as a progressive Council and they are willing to commit to long term relationships.

This is the largest value contract Council has entered to date, being potentially nine years long (5 years + 2 x 2 year options) with approximately $1 billion worth of work including water and wastewater pipelines, pump stations, water reservoirs, wastewater treatment plants and associated services related to network operations and digital technologies.

Following a comprehensive and robust tender evaluation process, Downer Utilities Australia in consortium with consulting partners WSP Australia Pty Ltd and Cardno (QLD) Pty Ltd were assessed as the best value tender for Council.

Congratulations to all those involved in leading this very significant tender process."



Chairperson ..................................................................................................................

IN5 File No: 1127344-1 Id No: 13306361 COOMERA CONNECTOR


"In relation to Item IN5, I would like to note that following some additional community feedback in the past week, an amendment has been made to the Coomera Connector submission. We have now incorporated further environmental concerns raised by local residents into the submission and have pressed upon the state government that these issues should be properly considered as part of any review or future planning work."

ADOPTION OF THE BALANCE OF THE RECOMMENDATIONS OF THE CITY INFRASTRUCTURE COMMITTEE MEETING HELD ON 4 DECEMBER 2019


That the Committee’s recommendations in respect of Item IN1 and Items IN3 to IN5 inclusive be adopted.

RECOMMENDATIONS OF THE CITY PLANNING, ECONOMIC DEVELOPMENT & ENVIRONMENT COMMITTEE MEETING HELD ON 4 DECEMBER 2019


That the Committee’s recommendations in respect of Items PL1 to PL6 inclusive be adopted.

PL1 File No: 493998-1 Id No: 13289663 Refer to Confidential Agenda in accordance with Section 275 (1)(h) of the Local Government Regulation 2012 WHITEWATER PARK – SITE SELECTION


"I would like to make a short statement in relation to Item PL1 - Today marks an important milestone for council as we have now finalised the location of the White Water Park in Logan.

It was very pleasing to see earlier this week an announcement that South East Queensland is moving forward with the 2032 Olympic Bid. We will continue to engage with the State Government on this legacy project which will service the fast growing, young and active Logan community.

Council will submit its full business case for the white water park to the State Government in January, and in the meantime we are actively progressing our efforts to secure funding for this very exciting project."



Chairperson ..................................................................................................................

RECOMMENDATIONS OF THE CITY LIFESTYLE & COMMUNITY COMMITTEE MEETING HELD ON 4 DECEMBER 2019


That the Committee’s recommendations in respect of Items LI1 to LI4 inclusive be adopted.

COUNCIL REPORTS

CN1 File No: 1120260-1 Id No: 13354013 VOLUNTEER FRAMEWORK TRANSITION - PARKS VOLUNTEER PROGRAM


That the report be received and adopted.

GENERAL BUSINESS

There was no general business to discuss.

CLOSE

The meeting closed at 10.11 am.

RECOMMENDATIONS OF THE MEETING OF THE CITY GOVERNANCE COMMITTEE


MEETING COMMENCED


PRESENT


IN ATTENDANCE

A/Chief Executive Officer S Trinca Director of Organisational Services R Strachan Director of Strategy & Sustainability D R Hansen Director of Innovation & City Transformation S Bourke ................... 9.00 am - 9.06 am Administration Manager K Sullivan .................. 9.06 am - 9.14 am Finance Manager C Bugg ...................... 9.06 am - 9.14 am Corporate Governance Manager S McDonald .............. 9.06 am - 9.14 am A/Strategic Projects Manager A Stapleton .............. 9.00 am - 9.06 am A/Temporary Project Manager S Head ...................... 9.00 am - 9.06 am Advocacy Program Leader B Rogan .................... 9.00 am - 9.06 am A/Meetings Services Coordinator K Reddy Meetings Services Officer A Parry

MEETING TERMINATED


ORDER IN WHICH AGENDA ITEMS WERE CONSIDERED BY THE CITY GOVERNANCE COMMITTEE:

GO1, GO2, GO3, GO4, GO11, GO5, GO6, GO7, GO8, GO9, GO10, GO12

CITY GOVERNANCE 4 DECEMBER 2019

Page 2

GO1 File No: 1137381-1 Id No: 13339458 TOTAL ASSETS AND SERVICES MANAGEMENT PLAN 2019/2020

The Interim Administrator of the Logan City Council recommended:


GO2 File No: 1037350-1 Id No: 13263461 2020-2021 FEDERAL BUDGET SUBMISSION


"Thank you, could I request some minor amendments to the submission before full Council next week. Could you please add a statement noting that our submission is seeking an increase in funding for support services and that this aligns with the Government's own objectives for rehabilitation and improved employment opportunities." The Interim Administrator of the Logan City Council recommended:


GO3 File No: 1037515-1 Id No: 13319474 ATTENDANCE AT 2020 MEETING OF THE MINDS ANNUAL SUMMIT



GO4 File No: 1061135-1 Id No: 13316907 Refer to Confidential Agenda in accordance with

Section 275 (1)(c)(e) of the Local Government Regulation 2012 INNOVATION HUB LEASE/SUB-LEASE ARRANGEMENTS The Interim Administrator of the Logan City Council recommended:

1. That the Interim Administrator of the Logan City Council apply the exception in section 235(b) of the Local Government Regulation 2012 to approve the entry into an Agreement for Lease, as detailed in the confidential report of the Director of Innovation & City Transformation dated 18 November 2019 (Id: 13316627).

2. That the Interim Administrator of the Logan City Council resolves in accordance with section 228 2(b) of the Local Government Regulation 2012 to invite Expressions of Interest for sub-leases of the five designated spaces within the Co-Lab, as detailed in the report of the Director of Innovation & City Transformation dated 18 November 2019 (Id: 13316627).

3. That the Administration Manager be requested to negotiate the Agreement for Lease in accordance with Clause 1 above.

pcdocs://LCC_DOCS/13339458/1





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4. That the Chief Executive Officer be delegated authority to execute an Agreement for Lease and subsequent sub-lease in accordance with Clause 1 above.

5. That the Administration Manager be requested to administer the sub-lease entered into in accordance with Clause 1 above during its term.

6. That the Administration Manager be requested to undertake the expression of interest and tender process in accordance with Clause 2 above.

7. That the Chief Executive Officer be delegated authority to sign any sub-lease documents entered into in accordance with Clause 2 above.

8. That the Administration Manager be requested to administer the sub-lease(s) entered into in accordance with Clause 2 above during their terms.

9. That a Co-Lab Advisory Panel be established to act as an administrative committee to provide input into the strategic direction and on-going management and day to day running of the GO1 Co-Lab, as detailed in the confidential report of the Director of Innovation & City Transformation dated 18 November 2019 (Id: 13316627).

10. That, at the discretion of the Director of Innovation & City Transformation, the Corporate Governance Manager be requested to place the confidential report of the Director of Innovation & City Transformation dated 18 November 2019 (Id: 13316627) and associated background papers into the public records.

GO11 File No: 877866-1 Id No: 13299413 EXTENSION OF LOGAN: CITY OF CHOICE INITIATIVE TO JUNE 2020

The Interim Administrator of Logan City Council recommended:


GO5 File No: 1137505-1 Id No: 13321906 EXECUTIVE FINANCIAL PERFORMANCE REPORT OCTOBER 2019



GO6 File No: 622860-1 Id No: 13180571 ANNUAL REPORT TO COUNCIL FOR EXCEPTION FROM TENDERS OR QUOTATIONS

FOR NOMINATED SUPPLIERS The Interim Administrator of the Logan City Council recommended:


pcdocs://LCC_DOCS/13299413/R




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GO7 File No: 700265-2 Id No: 13169730 Refer to Confidential Agenda in accordance with

Section 275 (1)(h) of the Local Government Regulation 2012 PROPOSED LEASE OF COUNCIL LAND IN CORNUBIA The Interim Administrator of the Logan City Council recommended:

1. That the Interim Administrator of the Logan City Council apply the exception in section 236(1)(c)(iv) of the Local Government Regulation 2012 and approve the grant of a lease over Council property located in Cornubia, as detailed in the confidential report of the Administration Manager dated 24 September 2019 (Id: 12726216).

2. That the Interim Administrator of the Logan City Council approve the amendment of the constitution of Logandale Residents Limited, as detailed in the confidential report of the Administration Manager dated 24 September 2019 (Id: 12726216).

3. That the Administration Manager be requested to negotiate the lease, as detailed in Clause 1 above, on terms considered satisfactory to Council.

4. That the Administration Manager be requested to administer the lease granted under Clause 1 above during its term.

5. That, at the discretion of the Administration Manager, the Corporate Governance Manager be requested to place the confidential report of the Administration Manager dated 24 September 2019 (Id: 12726216) and associated background papers into the public records.

GO8 File No: 1152656-1, 1062491-1 Id No: 13298655 DIVISIONAL COUNCILLOR OFFICES


"The divisional councillor office project commenced in 2016 with a pilot office launching in Beenleigh in 2017. Further work was subsequently undertaken to investigate options for Divisional Councillor offices in Division 11 (Jimboomba) and Division 4 (Yarrabilba). I have carefully considered the cost implications of continuing this project, and have weighed this against the many other viable options available to Elected Members to ensure they are accessible to their constituents within their divisions.

It is my opinion that there are more cost effective means to achieve this than by establishing and running separate divisional councillor offices. It is important to remember that the responsibilities of councillors are both city-wide and serving their division. There are benefits for Councillors to be based in the same central location however also having full capability and support to be present in their divisions on a regular basis by making use of existing Council-owned spaces." The Interim Administrator of the Logan City Council recommended:





Page 5

GO9 File No: 1137097-1 Id No: 13309878 DIVISIONAL INFRASTRUCTURE AND CAPITAL IMPROVEMENTS PROGRAM



GO10 File No: 836655-3 Id No: 12999261 DELEGATION OF AUTHORITY REVIEW 2019


"I note that this is an annual update, and this iteration is mainly to ensure alignment with legislative changes and to make other administrative updates." The Interim Administrator of the Logan City Council recommended:


GO12 File No: 1137097-1 Id No: 13355600 DIVISIONAL INFRASTRUCTURE AND CAPITAL IMPROVEMENTS PROGRAM

The Interim Administrator of Logan City Council recommended:


CLOSE The meeting closed at 9.14 am.




RECOMMENDATIONS OF THE MEETING OF THE CITY INFRASTRUCTURE COMMITTEE


MEETING COMMENCED


PRESENT


IN ATTENDANCE

A/Chief Executive Officer S Trinca A/Director of Road & Water Infrastructure D Ross A/Water Business Manager D Moore Water Infrastructure Manager T Goodhew Road Infrastructure Planning Manager K Ranaweera Road Infrastructure Delivery Manager D Reilly Advocacy Program Leader B Rogan A/Meetings Services Coordinator K Reddy Meetings Services Officer A Parry

MEETING TERMINATED


ORDER IN WHICH AGENDA ITEMS WERE CONSIDERED BY THE CITY INFRASTRUCTURE COMMITTEE:

IN1, IN2, IN3, IN4, IN5

CITY INFRASTRUCTURE 4 DECEMBER 2019

Page 2

IN1 File No: 848734-1 Id No: 13308821 WATER SUB-METERING FOR MULTI-UNIT PROPERTIES POLICY



IN2 File No: 1131471-1 Id No: 13319896 Refer to Confidential Agenda in accordance with

Section 275 (1)( e) of the Local Government Regulation 2012 WIS/33/2019 - LOGAN WATER INFRASTRUCTURE PROGRAM ALLIANCE AWARD OF CONTRACT The Interim Administrator of the Logan City Council recommended:

That the matter be deferred to the Ordinary Council meeting to be held on 11 December 2019 for further consideration.

IN3 File No: 1116489-1 Id No: 13322557 PERMANENT ROAD CLOSURE TO PART OF ARMSTRONG ROAD, MEADOWBROOK



IN4 File No: 1145675-1 Id No: 13244413 STATEMENT OF INTENT FOR ROAD PAVEMENT ASSETS RENEWAL AND

REHABILITATION WORKS (2020/21 AND BEYOND) The Interim Administrator of the Logan City Council recommended:


IN5 File No: 1127344-1 Id No: 13306361 COOMERA CONNECTOR


"Thank you. I recently had the opportunity to meet with a resident in relation to their community's very considerable list of environmental concerns about the Coomera Connector project. I am also well aware of the economic consequences to Council in relation to its Tourism Precinct, amongst other flagship projects. I welcome the opportunity for Council's views to be conveyed to the State Government and to be placed on the record." The Interim Administrator of the Logan City Council recommended:







CITY INFRASTRUCTURE 4 DECEMBER 2019

Page 3


RECOMMENDATIONS OF THE MEETING OF THE CITY PLANNING, ECONOMIC DEVELOPMENT &

ENVIRONMENT COMMITTEE


MEETING COMMENCED


PRESENT


IN ATTENDANCE

A/Chief Executive Officer S Trinca .................... 9.36 am - 9.42 am Director of Strategy & Sustainability D R Hansen Development Assessment Manager S Ball ........................ 9.41 am - 9.42 am Economic Development & Strategy Manager D Radich ................... 9.34 am - 9.35 am Health, Environment & Waste Manager M Asnicar ................. 9.35 am - 9.41 am City Strategy & Policy Program Leader C Ross ....................... 9.34 am - 9.35 am Development Engineering Program Leader E Denman................. 9.41 am - 9.42 am Place Management Team Leader E Du Plessis .............. 9.34 am - 9.35 am A/Economic Development Team Leader R Rae ........................ 9.34 am - 9.35 am A/Meetings Services Coordinator K Reddy Meetings Services Officer A Parry

MEETING TERMINATED


ORDER IN WHICH AGENDA ITEMS WERE CONSIDERED BY THE CITY PLANNING, ECONOMIC DEVELOPMENT & ENVIRONMENT COMMITTEE:

PL1, PL2, PL3, PL4, PL5, PL6

CITY PLANNING, ECONOMIC DEVELOPMENT & ENVIRONMENT 4 DECEMBER 2019

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PL1 File No: 493998-1 Id No: 13289663 Refer to Confidential Agenda in accordance with

Section 275 (1)(h) of the Local Government Regulation 2012 WHITEWATER PARK – SITE SELECTION The Interim Administrator of the Logan City Council recommended:

1. That the Economic Development & Strategy Manager be requested to proceed with Logan West Parklands, 3793 – 3825 Mount Lindesay Highway Greenbank, for further detailed investigation via a Whitewater Park business case study to inform any future investment into the project by Council.

2. That, at the discretion of the Economic Development & Strategy Manager, the Corporate Governance Manager be requested to place the confidential report of the Economic Development & Strategy Manager dated 6 November 2019 (Id: 13289501) into the public records.


Section 275 (1)(h) of the Local Government Regulation 2012 JIMBOOMBA IMPLEMENTATION PLAN The Interim Administrator of the Logan City Council recommended:

1. That the Economic Development & Strategy Manager be requested to progress the following priority projects in Jimboomba for implementation, as detailed in the confidential report of the Economic Development & Strategy Manager dated 5 August 2019 (Id: 13032523), subject to a future budget allocation:

(a) Streetscape Masterplan for Jimboomba & Implementation of Stage 1 works;

(b) Decorative lighting for Cusack Lane & Key Streets;

(c) Improve and Increase Footpath Dining;

(d) Revitalise the disused railway corridor;

(e) Upgrade Directional & Wayfinding Signage in Jimboomba Town Centre;

(f) Develop a Place Activation and Night Time Economy Strategy;

(g) Place branding strategy;

(h) Create a Jimboomba Town Centre Working Group;

(i) and, should additional funding become available, the following additional priority projects be progressed for implementation:

(i) Deliver a gateway entry statement into the centre; and

(ii) Develop and Deliver Interesting Street Art & Public Art for Jimboomba.




Page 3

2. That the Economic Development & Strategy Manager be authorised to approve final detailed designs, cost estimates and project programs for the Jimboomba Priority Projects, as detailed in Clause 1 above.

3. That the Economic Development & Strategy Manager be requested to prepare a service enhancement in the 2020/2021 budget for the implementation of the Jimboomba Priority Projects, detailed in Clause 1 above.

4. That the Finance Manager be requested to include the service enhancement, as detailed in Clause 3 above, in the Future Budgets Register for further consideration, along with other budget matters, as part of the 2020/2021 budget process.

5. That the Jimboomba Implementation Plan, as detailed in the confidential report of the Economic Development & Strategy Manager dated 5 August 2019 (Id: 13032523), be endorsed.

6. That the Economic Development & Strategy Manager be requested to make the Implementation Plan, as detailed in Clause 1 above, publicly available.

7. That the Economic Development & Strategy Manager be delegated authority to make minor amendments to the Jimboomba Implementation Plans, as detailed in Clause 1 above, as part of the annual review of City Centre Implementation Plans.

8. That, upon final implementation of the Jimboomba Priority Projects and public release of the Jimboomba Implementation Plan, the Corporate Governance Manager be requested to place the confidential report of the Economic Development & Strategy Manager dated 5 August 2019 (Id: 13032523) and associated background papers into the public records.

PL3 File No: 1041205-1 Id No: 12960190 Confidential Deputation

Refer to Confidential Agenda in accordance with Section 275 (1) (c) of the Local Government Regulation 2012 INVEST LOGAN PTY LTD



PL4 File No: 727966-4 Id No: 13306544LOGAN CITY COUNCIL FLYING FOX MANAGEMENT STRATEGY 2019-2029



PL5 File No: 1156164-1 Id No: 13263734 CARBON OFFSET PURCHASE POLICY







Page 4


Section 275 (1)(f) of the Local Government Regulation 2012 LOGANHOLME STORMWATER REPORT The Interim Administrator of the Logan City Council recommended:




RECOMMENDATIONS OF THE MEETING OF THE CITY LIFESTYLE COMMITTEE


MEETING COMMENCED


PRESENT


IN ATTENDANCE

A/Chief Executive Officer S Trinca Director of Community Services K Barton-Harvey Libraries & Creative Industries Manager A Turner Sport, Leisure & Facilities Manager N Brown Parks Manager B White Graffiti and Pest Services Program Leader A Mayfield A/Meeting Services Coordinator K Reddy Meeting Services Officer A Parry

MEETING TERMINATED


ORDER IN WHICH AGENDA ITEMS WERE CONSIDERED BY THE CITY LIFESTYLE COMMITTEE:

LI1, LI2, LI3, LI4

CITY LIFESTYLE 4 DECEMBER 2019

Page 2

LI1 File No: 1113422-1 Id No: 13279295 ADOPTION OF THE STREET ART ON PRIVATE PROPERTY POLICY



LI2 File No: 1122709-1 Id No: 13298541 REGIONAL ARTS DEVELOPMENT FUND (RADF) ROUND 44 APPROVAL FOR

FUNDING PROJECTS The Interim Administrator of the Logan City Council recommended:


LI3 File No: 1123192-1 Id No: 13302962 PUBLIC ACCESS ARRANGEMENTS ON COMMUNITY LAND



LI4 File No: 128793-1 Id No: 13313672 Refer to Confidential Agenda in accordance with

Section 275 (1)(c) of the Local Government Regulation 2012 POLICY REPEAL – USE OF DEVELOPER CONTRIBUTIONS FOR PARKS The Interim Administrator of the Logan City Council recommended:

1. That the existing policy titled 'Use of Developer Contributions for Parks', as attached to the report of the Parks Manager dated 23 September 2019 (Id: 13162607), be repealed.

2. That the Corporate Governance Manager be requested to update Council's Policy Register in accordance with Clause 1 above.

3. That the Finance Manager be requested to make the necessary adjustments in the 2019/2020 budget, as detailed in Option 2 of the confidential report of the Parks Manager dated 23 September 2019 (Id: 13162607).

4. That the Finance Manager be requested to include the future funding of the Parks Major Projects Program, as detailed in the report of the Parks Manager dated 23 September 2019 (Id: 13162607), in the Future Budgets Register for future consideration, along with other budget matters, as part of the 2020/2021 budget process.

5. That, at the discretion of the Parks Manager, the Corporate Governance Manager be requested to place the confidential report of the Parks Manager dated 23 September 2019 (Id: 13162607) and associated background papers into the public records.





CITY LIFESTYLE 4 DECEMBER 2019

Page 3



Report by: Parks Operations and Maintenance Program Leader

CN1 File No: 1120260-1 Id No: 13354013

VOLUNTEER FRAMEWORK TRANSITION - PARKS VOLUNTEER PROGRAM

REPORT OF: PARKS MANAGER

Created: 02/12/2019

REPORT OVERVIEW

PURPOSE OF REPORT

The purpose of this report is to seek endorsement to amend the “Volunteers” Policy, repeal the “Honorary Park Rangers” Policy and amend the Local Law No. 5 (Parks, Jetties and Boat Ramps) 2011 to align with the proposed volunteer framework transition associated with the Parks Volunteer Program.

Criteria: Direction

CORPORATE PLAN PRIORITY

QL - QUALITY LIFESTYLES

QL1 Residents are active and healthy and have access to the services they need

REPORT DETAIL

BACKGROUND

Logan City Council has a long and positive history of working with volunteers through a number of engagement programs for the benefit of the community. The Parks Branch recognises that these programs have been in operation for many years and have recently identified an opportunity to undertake a review of the Parks Volunteer Framework for program optimisation, increased efficiencies, rationalisation of resources, modernising Health and Safety practices with an overall focus on improving the volunteer experience. Historically the Parks Branch registered volunteers within three programs; the BushCare program, the TrailCare program and the Honorary Park Ranger program.

BushCare Program

The BushCare program was formally established in 1998 and like other BushCare programs, Council provided training, education, resources and recognition for volunteers. The program has grown based on interest from the community and successful outcomes and currently has 13 groups and a total of 241 registered volunteers.

TrailCare Program

The TrailCare Program commenced in 2010 as a proactive engagement measure in response to the building of illegal trails in bushland parks and the enhancement of formal approved trails for the community. There are currently 3 TrailCare groups in the program with Parks Branch representatives working on a trial basis with 2 new TrailCare Groups. There are a total of 25 registered members.

Honorary Park Rangers Program

The Honorary Park Rangers (HPR) Program is a long-standing volunteer program that has spanned a number of decades. The HPR program was introduced as a response to community requests wanting to enhance the safety of Logan’s Park network and support the (at that time) one Council Park Ranger. Logan City now has 6 full time rangers and there are currently 22 volunteers in this group.


CN1 1File No: 1120260-1 Continued:

Report by: Parks Operations & Maintenance Program Leader

DISCUSSION

Framework Transition

The Park Volunteer Framework review commenced in April of 2019 by the forming of a working group consisting of Council staff and volunteer representatives. The working group was responsible for communicating progress updates, minutes of meetings and all relevant information to members to assist in the consultation and decision making process. Parks Branch Staff (including staff from the Community Engagement Program) and the working group carried out consultation and feedback opportunities with the current volunteers via a number of facilitated workshops, ‘mail outs’ and an opportunity to utilise the ‘Have Your Say’ website for input into the design of the new volunteer framework. The feedback was helpful in understanding the views of the volunteers and helped to inform the final outcome. Overall feedback was very positive with many members excited about the new direction of the program, however there were concerns received relating to the HPRs losing their “powers” as described in the local law. Following a number of workshops it was identified that transitioning all three programs into an overarching Park Volunteers Framework would improve the program and volunteer experience through:

• program optimisation; • increased efficiencies; • better use of resources; • improvement to Health and Safety management and culture; • integrated leadership; • increased face-to-face support; • training opportunities; and • stronger volunteer networking through cross program opportunities.

In terms of the Framework Sub-Group titles, the Bushcare and TrailCare programs are titles known Australia wide and have a well-known mandate amongst the community. Therefore, it was decided to keep these titles in place. The HPR title is not well known across Australia and has a strong alignment with the Parks Rangers implying a local law focus. This is not and should not be the intent of any council volunteer program moving forward. To transition the HPR’s into the new Park Volunteer Framework and associated Sub-Group branding, the program title will become ‘ParkCare’ to recognise the transition to an ‘Adopt-a-Park’ initiative. Many other Councils across Australia, have successfully used an Adopt-a-Park program; including Ipswich City Council, Blacktown City Council and Frankston City Council. Under the new Park Volunteer Framework structure, all volunteers will receive the same level of support from Council. All groups will operate under a volunteer Team Leader and Team Member model that has been successful within the BushCare and TrailCare programs. Furthermore, it will provide consistency of structure across the volunteer sub-groups allowing ease of transition between subgroups for volunteers who wish to volunteer in multiple areas.




A new Park Volunteers logo has been developed which incorporates all three programs under the Park Volunteers structure and symbolises a new future for volunteers in Parks. This symbol is displayed below:

If endorsement of this report is provided it is intended that the volunteer framework transition will commence in January 2020. Proposed Policy and Local Law Amendments

To be able to progress the Volunteer Framework Transition as described above, the following Policy and Local Law amendments are required:

1. Repeal of Honorary Park Rangers Policy (ID:5997865)

The Honorary Park Rangers will be transitioned to the ParkCare Program and no future HPR volunteer appointments will be made under this policy. Therefore, as the policy is redundant it is proposed that the policy be repealed.

2. Amend Volunteers Policy (ID:6062433)

The following 3 amendments are proposed:

• Policy Objective be amended from: “The purpose of this policy is to ensure that Council volunteers are valued and treated as equally and fairly.” to “The purpose of this policy is to ensure that Council volunteers are valued and treated equally and fairly.” Removing the “as” was requested by the People and Culture Branch to improve grammar.




• Policy Scope be amended from: “This policy applies to endorsed persons working as Home Library Service Volunteer Couriers, Logan Art Gallery Volunteers, Mayes Cottage House Museum Custodians, Beenleigh Visitor Information Centre Volunteers, Bushcarers and Honorary Park Rangers.” to “This policy applies to endorsed persons working as Home Library Service Volunteer Couriers, Logan Art Gallery Volunteers, Mayes Cottage House Museum Custodians, Beenleigh Visitor Information Centre Volunteers and Parks Volunteers.” Remove the words “Bushcarers and Honorary Park Rangers” and replace with “Parks Volunteers” which will accurately reflect the new Parks Volunteer framework.

• The table “Related policies/legislation/other documents:” be amended from:

DOC ID DOCUMENT TYPE DOCUMENT NAME 1489096 Procedure Library Community Services Procedure manual 6858415 Handbook Home Library Volunteer Handbook 6980563 Handbook Logan Art Gallery Volunteer Handbook

To

DOC ID DOCUMENT TYPE DOCUMENT NAME 1489096 Procedure Library Community Services Procedure manual 6858415 Handbook Home Library Volunteer Handbook 6980563 Handbook Logan Art Gallery Volunteer Handbook 13147098 Handbook Park Volunteer Manual

Addition of the reference to the Park Volunteer Manual.

3. Amend Councils Local Law No. 5 (Parks, Jetties and Boat Ramps) 2011

This will be required to align this local law with the policy direction and the future Park Volunteer Framework. As outlined above the Honorary Park Rangers will be transitioned to the ParkCare Program and no future HPR volunteer appointments will be made under this policy. Therefore, Council is no longer required to be provided with administrative powers to appoint HPR’s, and HPR’s are no longer required to be provided with powers as described within this local law. It is proposed that all reference to HPRs will be removed from this local law.

INTERNAL CONSULTATION

In relation to amendments to “Volunteers” Policy (ID:6062433), the People and Culture Branch were consulted as they are the policy owner. The People and Culture Branch have endorsed the proposed amendments.

In relation to repealing of the “Honorary Park Rangers” Policy (ID: 5997865), no internal consultation was undertaken with other branches as the policy is only relevant to the Parks Branch.











In relation to the proposed amendments to the Local Law No. 5 (Parks, Jetties and Boat Ramps) 2011, no internal consultation was undertaken with other branches as the amendments are only relevant to the Parks Branch.

CONCLUSION

Logan City Council has a long and positive history of working with volunteers however in recent times the Parks Branch identified an opportunity to review the current volunteer program for opportunities to improve and re-vitalise the program.

A working group made up of Council staff and volunteers reviewed the existing framework and have proposed amendments to improve the Parks Volunteer Programs for both council and the volunteer network.

The proposed new framework unites the volunteers under one overarching banner titled “Parks Volunteers” and unites three sub-groups BushCare, TrailCare and ParkCare through the use of a common title theme.

A request is made to support the Volunteer Framework Transition through the endorsement of administrative policy and local law amendments.

RECOMMENDATION

IT IS RECOMMENDED:-

1. That the policy direction to amend Local Law No. 5 (Parks, Jetties and Boat Ramps) 2011, asdetailed in the report of the Parks Manager dated 2 December 2019 (Id: 13354013), be adopted.

2. That the Corporate Governance Manager be authorised to instruct Council's solicitors tocommence drafting the legislative instruments to amend Council's local law in accordance withClause 1 above.

3. That the existing policy titled ‘Honorary Park Rangers’, as attached to the report of the ParksManager dated 2 December 2019 (Id: 13354013), be repealed.

4. That the amendments to the policy titled ‘Volunteers’, as attached to the report of the ParksManager dated 2 December 2019 (Id: 13354013), be adopted.

5. That the Corporate Governance Manager be requested to update Council’s Policy Register inaccordance with Clause 3 and 4 above.



Adopted by Council at its meeting of 11/12/2019 Minute No 197/2019

Last printed 5/12/2019 3:52:00 PM


Document #: 5997865

POLICY


File no: 128776-1


Policy title: HONORARY PARK RANGERS

Directorate: COMMUNITY SERVICES

Branch: PARKS

Policy objective: To establish guidelines for the appointment of volunteer

honorary park rangers.

Policy scope:

This policy will apply to persons wishing to be appointed as volunteer Honorary Park Rangers

(“HPR”).

Definitions:

Not applicable.

Policy statement:

The following procedure is to be undertaken for this policy:

1. Persons wishing to be appointed as HPRs shall apply in writing or by customer request

forwarded to the Senior Parks Ranger.

2. HPRs appointed will have jurisdiction over any designated park in the city.

3. Selection criteria for appointment as an HPR shall be as follows:

(a) suitability for nomination as an HPR as supported by appropriate references and initial

interview by a Park Ranger

(b) the applicant must have no previous criminal conviction

(c) applicant is required to possess, or have the ability to obtain, a 'Working with Children

Suitability Blue Card' for the application to proceed. The card must be obtained prior to

appointment as a HPR

(d) the applicant must be over 18 years of age

(e) the Applicant must satisfactorily complete the HPR Test Paper

(f) upon satisfactory completion of the criteria the HPR will be appointed by the Senior Park

Ranger.

4. HPRs appointed by the Council are encouraged to:

(a) monitor park use and advise the Council of any vandalism or facilities requiring

maintenance

(b) assist in ensuring appropriate use of the Council's parks in accordance with the Council's

local laws and subordinate local laws

(c) advise the Council regarding facilities that they believe may be required in parks

(d) promote community use and awareness of parks.

Background Papers

HONORARY PARK RANGERS 2

5. To assist appointed HPRs to fulfil this role, the Council shall provide training regarding:

(a) an HPR’s responsibilities, powers and appropriate actions to be taken in specific

circumstances

(b) requirements under the Council's local laws and subordinate local laws

(c) information available for the public about the Council's parks.

6. HPRs shall be provided with:

(a) suitable identification and badge

(b) an Honorary Park Rangers handbook

(c) copies of all relevant local laws and subordinate local laws

(d) copies of information available for the public.

7. Supervision, support and monitoring of HPRs shall be undertaken to ensure an effective

program.

8. HPRs shall be insured by the Council against personal injury while on duty.



Background Papers

Last printed 5/12/2019 3:55:00 PM25/09/2012 11:42:00 AM


Document #: 6062433

POLICY


File no: 486411-1


Policy title: VOLUNTEERS

Directorate: ORGANISATIONAL SERVICES

Branch: PEOPLE & CULTURE

Policy objective: The purpose of this policy is to ensure that Council

volunteers are valued and treated as equally and fairly.

Policy scope:

This policy applies to endorsed persons working as Home Library Service Volunteer Couriers, Logan

Art Gallery Volunteers, Mayes Cottage House Museum Custodians, Beenleigh Visitor Information

Centre Volunteers, Bushcarers and Honorary Park Rangers.and Park Volunteers.

Definitions:

TERM DEFINITION

Volunteer A person who provides time, skills and service to Council without financial

payment other than the option to claim mileage as a Home Library Service

volunteer. Duties are performed freely in designated volunteer positions only.

Policy statement:

1. Council acknowledges the contribution volunteers make to Logan City.

2. Council recognises the differing roles performed by volunteers and the diversity of the people

participating in voluntary work, namely their background, skills, expectations and motivations.

3. Volunteer staff will be provided with the current description of the duties and responsibilities

of the position to be filled by the relevant branch

4. Volunteers will not be exploited nor used as replacements for paid employees.

5. The position description will include:

(a) position title

(b) location of workplace

(c) designated supervisor (either volunteer or paid staff member)

(d) duties of the position

(e) skills, attributes and experience required for the position

(f) benefits of the position

(g) mandatory requirements (if any) of the designated position (e.g. Police Criminal History

Check, current driver’s licence, Blue Card for working with Children).

Background Papers

VOLUNTEERS 2

6. Prior to appointment, all volunteers will be personally interviewed by the branch's

representative (volunteer coordinator) of the program for which they apply. The interview will

assess the suitability of the applicant to perform the duties of the volunteer position. Those

under the age of eighteen years must have the written consent of their parent/guardian.

Volunteers must be aged at least 15 years of age. Volunteers will be recruited in accordance

with Logan City Council policy without regard to gender, age, race, religion, or other condition.

7. On official notification of appointment on Logan City Council letterhead by the relevant

branch, newly appointed volunteers will commence volunteer duties following the completion

of all relevant paperwork. Volunteers will be provided with a handbook by the responsible

branch. All volunteers will receive a briefing on Council’s expectations and of their rights and

responsibilities as volunteers. This briefing will include mandatory Workplace Health and

Safety requirements and Code of Conduct training.

(a) Branch representatives (volunteer coordinators) will maintain a confidential register of

the volunteer’s details. Personal details of the volunteer will not be released to any

other person without the prior approval of the volunteer. The register will be housed in

a secure location at Logan City Council and marked to indicate its confidentiality.

Records kept on Volunteers' personal details to comply with Logan City Council's

information privacy policy.

8. As volunteers are often the face of Council to Logan’s residents and visitors, Council will ensure

that all of its volunteers are:

(a) treated equally and fairly

(b) valued for their input

(c) given clearly defined roles

(d) provided with training to fulfil their roles eg. role specific training, emergency

evacuation training, code of conduct training

(e) provided with adequate resources to undertake their designated duties

(f) consulted on all matters that substantially affect the performance of their work

(g) given the opportunity to contribute to change management through their suggestions

(h) given the opportunity to provide feedback to their supervisor

(i) provided with the opportunity to discuss any concerns about their treatment by a

supervisor or any other Council officer with the relevant program leader.

(j) invited to an annual volunteer recognition event arranged and sponsored by Council

(k) reimbursed for any approved expenses incurred during the performance of volunteer

duties.

9. All volunteers will have a volunteer supervisor who is assigned the responsibility and authority

to organise, implement and maintain policies and procedures in their area of responsibility.

These policies and procedures will be reviewed and updated as necessary to ensure that they

conform to Australian National Standards for Volunteers, particularly in respect of workplace

health and safety, insurance, supervision and training.

10. Volunteers who act contrary to the standards and conditions of their appointment, or act in a

way that harms the image of Council will be required to demonstrate how their engagement as

a volunteer should be continued.

Background Papers

VOLUNTEERS 3

11. Possible reasons for not continuing in the role of volunteer include failure to attend work as

rostered without notifying their supervisor, breach of confidentiality on matters relating to

volunteer duties and failure to exercise care and workplace health and safety conditions in the

performance of volunteer duties.



1489096 Procedure Library Community Services Procedure manual

6858415 Handbook Home Library Volunteer Handbook

6980563 Handbook Logan Art Gallery Volunteer Handbook

13147098 Handbook Park Volunteer Manual

Background Papers

ordinary council 11 december 2019 cd1 file no: 58196-2 …

Documents