Get documents about "Customer and Corporate Services Committee Agenda for 19 August
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INDEX TO AGENDA
CUSTOMER & CORPORATE SERVICES COMMITTEE
9.00AM, WEDNESDAY, 9 SEPTEMBER 2009
CC1 File No: 371958-1 Id No: 6156778 2
SMOKE FREE WORKPLACE 2
REPORT OF: PEOPLE & CULTURE MANAGER 2
CC2 File No: 622860-1 Id No: 6198503 7
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REPORT TO QUALIFY TUTORING AUSTRALASIA PTY LTD AS A 7
SOLE SUPPLIER IN ACCORDANCE WITH THE LOCAL 7
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GOVERNMENT ACT 1993 7
REPORT OF: ADMINISTRATION MANAGER 7
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CC3 File No: 128746-2 Id No: 6218765 9
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PROPOSED AMENDMENTS TO POLICY TITLED, "USE OF CREDIT 9
CARDS AND OTHER CREDIT DEVICES" 9
REPORT OF: ADMINISTRATION MANAGER 9
CC4 File No: 490161-1 Id No: 6216399 15
COUNCIL PARTICIPATION IN THE ENERGEX 2009/2010 SUMMER 15
PREPAREDNESS PLAN 15
ry do REPORT OF: ADMINISTRATION MANAGER
CC5 File No: 544587-1 Id No: 6220990
Refer to Confidential Agenda in accordance with
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Section 463.(1) (h) of the Local Government Act 1993 17
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FLAGSTONE WATER MAIN - ACQUISITION OF PARTS OF LOT 1 17
ON RP 164903, LOT 1 ON RP 50517 AND PART OF LOT 2 ON 17
RP 50517, IN THE PARISH OF MACLEAN 17
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REPORT OF: ADMINISTRATION MANAGER 17
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC1 File No: 371958-1 Id No: 6156778
SMOKE FREE WORKPLACE
REPORT OF: PEOPLE & CULTURE MANAGER
Created: 21/07/2009
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BACKGROUND
Council at its meeting of 14 July 2009 resolved that the People & Culture Manager be
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requested to prepare a report to the Customer & Corporate Services Committee
investigating how other Councils approach workplace smoking bans and options for
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potential implementation at Logan City Council including Council's legal obligations and
existing policies that promote a smoke-free workplace for employees and customers.
For several years now Council has had in place a smoke free workplace policy. A copy is
attached in background papers.
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In June 2009, Logan City Council was jointly Regional Winner of the Inland (SEQ) Healthiest
Workplace Award. Council was a finalist at the State Awards held on 26 August 2009.
Team Top Health, who were the recipients of this award on behalf of Council, have had a
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range of "healthy workplace" programs running since 2003. Amongst the many health and
wellbeing initiatives was the facilitating of a Quit Smoking program for staff. This began as
a request from a group of outside workforce staff who sought assistance from Team Top
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Health to support them in liaison with the Cancer Council of Queensland.
Team Top Health provided this program which ran through the early part of 2006 and was
not satisfied with the support and delivery from the Cancer Council of Queensland and the
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somewhat adhoc approach of the programme roll out.
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On 1 July 2006, the State Government legislated a new set of rules relating to smoking bans.
These were implemented by Council with the greatest visual impact being on the entrance of
a building where smoking bans of four metres from the entrance were established. This was
further enhanced by a provision which bans smoking in outdoor eating or drinking places
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where a business is conducted for the consumption of food or drink.
Team Top Health has continued to monitor the level of smoking in the City Administration
Centres (CAC) designated area within the area colloquially known as "Jurassic Park" and
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also, unfortunately, to the many instances where smokers have gathered outside of Jurassic
Park, perhaps as a result of Jurassic Park being too full or too much in the public eye.
Complaints have been received that smokers have congregated in other areas not specifically
designated as a smoking zone.
It is clear that if Council is to wear the mantle of a Healthy Workplace with pride, action is
considered necessary to stem the growing tide of young smokers but at the same time send a
clear message to all staff that we care about their health and wellbeing. Equally, this is a
societal problem and there is only so much that should be expected of Council in this regard.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC1 File No: 371958-1 Continued:
Logan City Council continues to be recognised throughout Queensland and beyond as
setting future benchmarks for contemporary management practice and our approach to a
healthier workplace may be seen by many of our colleagues as a standard for future
workplaces, particularly the outstanding efforts of and events organised by Team Top
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Health.
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It is, therefore, considered appropriate that the announcement of Inland (SEQ) Healthiest
Workplace Award be used as the platform to create new momentum with respect to
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Council's focus on employee health and wellbeing. In order to determine how this new
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momentum may be characterised, some research from other Councils has been undertaken.
Other Council Research
Ten (10) Councils responded to our request for Workplace Health & Safety policies
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applicable to their workplace and the policies have been analysed for applicability to our
workplace and where our current Workplace Health & Safety Policies may be enhanced,
broadened or tightened.
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All of the 10 Councils have programs to encourage staff to quit smoking and provide a range
of financial and or promotional material incentives. Sadly, there is little evidence to suggest
that this is working and with respect to Logan City Council there is some suggestion that it is
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the "younger" staff who are starting up smoking, which has the potential for ongoing health
risks to the smoker over their life time and their health capability in performing work with
Council.
All Councils reflect on the negative public image and the productivity impacts where a
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significant number of staff smoke. The legislation prevents smokers from smoking at a
closer distance of 4 metres from the entrance of a building. All Councils display appropriate
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non smoking signage and reinforce non smoking promotional messages as do the State
Government.
Queensland Health Department was the only non-Council contacted, and due to the nature
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of their core business having a higher regard for non-smoking, and in addition to the
information supplied by the 10 councils offer the following:
• A smoking management policy. This policy outlines the rationale for creating a totally
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smoke free workplace in Queensland Health. To support this, the smoking management
policy provides a staff quit smoking program, identifies nominated smoking areas,
clearly identifies areas for non smoking activity, and outlines penalties for non
compliance ($200), and the application of a grievance process.
Legal Obligations
The following legislation applies to smoking in the workplace:
• Tobacco and Other Smoking Products Act 1998 and as amended 1 July 2006;
• Health Services Act 1991.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC1 File No: 371958-1 Continued:
This legislation covers the sale, advertising, display and promotion of tobacco products. It
has relevance to Council in so far as:
• reducing the public's exposure to environmental tobacco smoke; and
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• the display of mandatory signage such as quit smoking; and
• provision of smoke free outdoor public places such as commercial outdoor eating
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or drinking places.
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Existing Policies - Logan City Council
Council currently has a Smoke free Workplace Policy which needs to be updated to reflect
the latest legislative requirements and contemporary health and wellbeing initiatives.
Should Council endorse the options in this report going forward, it is proposed that a new
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Management Directive be developed. The new Smoke Free Workplace Management
Directive would be created to replace the existing smoke free workplace policy.
This directive will outline the rationale for promoting a smoke free workplace, provide a
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staff quit smoking program, identify nominated smoking places at each of Council's
facilities, identify areas for no smoking signage and outlines non compliance and grievance
processes.
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Options Going Forward for Potential Implementation of a Smoke Free Workplace for
Employees and Customers
In support of our Healthiest Workplace Award and consistent with Council's request to
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determine options for the potential for the smoke free work environment at Logan City
Council, the following strategy is submitted:
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Rationale in Support of Smoke Free Workplace Environment Strategy
Research identifies that tobacco kills 20,000 Australians each year, one Australian every 26
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minutes. This figure is more than car accidents, drugs, alcohol, homicide and suicide deaths
combined.
Studies confirm the harmful effects of both smoking and passive smoking. Non-smokers
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exposed to tobacco smoke may experience eye and nasal irritations, headaches and
coughing. These may trigger asthma attacks, cause chest infections, watery eyes and sore
throats. It has been further shown that passive smoking can cause lung cancer and heart
disease in non-smokers.
It is clear therefore that our strategy is based upon sound evidence that both active and
passive smoking is injurious to health and we therefore have an obligation to minimise this
risk.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC1 File No: 371958-1 Continued:
Given that smokers would require support to "Quit" it is proposed to undertake a 12 month
education and promotional program funded by Team Top Health and branch budgets for
individual treatments. The following promotional and educational activities will be
included in the program:
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1. Team Top Health will create a signature event focussed on "quit smoking". This
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signature event will involve experts in the field providing materials, displays and free
counselling advice to staff. This will include, but not limited to:
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(a) Production of operational guidelines on quit smoking to be readily available to
all employees. Supporting information such as brochures that explain the
relationship between smoking and health will also be made available. Employees
who genuinely want to give up smoking will be offered the following support:
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(i) A Queensland Cancer Fund Fresh Start seminar will be made available
during working hours to employees. This program is a single 1½ hour
session conducted at the workplace and participants may attend during
work time at no cost; or
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(ii) employees who nominate for and attend an alternative, recognised
smoking cessation program will be entitled to a maximum of three hours
paid leave. Council will also reimburse the cost of the program provided
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that it is comparable in cost and quality with other established programs;
or;
(iii) self-help "Quit Kits" will be made available through the Queensland
Cancer Fund.
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(iv) Fully subsidised lung cancer seminars for all smokers to attend during
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lunch breaks.
(v) A wellness initiative for fully subsidised chest x-rays as part of a wellness
checkup.
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(vi) Publishing success stories in newsletters, on the Council's intranet and
elsewhere where smokers have quit (and given their permission)
(vii) Publishing reports on the health dangers of smoking that are made
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available at State or Federal Government level.
2. In addition the following quit smoking options will be made available utilising
contemporary addiction breaking methodologies. These are:
• Acupuncture
• Hypnotism
• Nicotine Patch Application
(a) Issuing of the Management Directive on a smoke free workplace clearly outlining
Council's commitment to reducing smoking in the workplace. This Management
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC1 File No: 371958-1 Continued:
Directive will improve upon Councils current approach utilising the research
from the other Councils in the following manner:
(i) Clearly identifying non smoking areas, not only around the City
Administration Centre (CAC), but across all Depots and Council owned
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or leased premises including sporting clubs, parks, vehicles, enclosed car
parking areas and plant;
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(ii) Closing the designated smoking area in the City Administration Centre
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(Jurassic Park) together with the creation of a new designated smoking
area away from Jurassic Park;
Management Directive Content
The draft Management Directive will be developed based on the following two key
components:
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Smoke Free Areas
The following Council workplaces are declared smoke free i.e. smoking is prohibited:
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• Council offices and public buildings;
• Council depot buildings, workshops, stores areas, treatment plants, site sheds, and
other enclosed work areas;
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• Council vehicles including sedans, utilities, trucks and other plant;
• Enclosed spaces not otherwise mentioned;
• Within four (4) metres of any part of the entrance to a building;
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• Within ten (10) metres of any part of children's playground equipment situated at
a place that is ordinarily open to the public;
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• At a prescribed outdoor swimming area, adjacent to a pool or other body of water
used by the public for swimming;
• An outdoor eating or drinking place where a business is conducted for the
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consumption of food or drink provided from the business.
IT IS RECOMMENDED:-
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1. That the People & Culture Manager be requested to implement a Quit Smoking
education and support program for Logan City Council staff, as detailed in the report
of the People & Culture Manager dated 21 July 2009 (Id: 6156778).
2. That the People & Culture Manager be requested to set up a committee to assist with
the development of a Smoke Free Workplace Management Directive, as detailed in the
report of the People & Culture Manager dated 21 July 2009 (Id: 6156778).
3. That the Administration Manager be requested to investigate options for the closure of
the designated smoking area in the City Administration Centre, known as Jurassic
Park, and the subsequent development of an alternative area elsewhere in the precinct.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC2 File No: 622860-1 Id No: 6198503
REPORT TO QUALIFY TUTORING AUSTRALASIA PTY LTD AS A
SOLE SUPPLIER IN ACCORDANCE WITH THE LOCAL
GOVERNMENT ACT 1993
REPORT OF: ADMINISTRATION MANAGER
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Created: 17/08/2009
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PURPOSE
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To seek Council's approval to enter into a purchasing arrangement with Tutoring Australasia
Pty Ltd without inviting tenders or quotations in accordance with Section 486 of the Local
Government Act 1993.
BACKGROUND
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Logan City Council Libraries currently subscribes to "yourtutor" - an online tutoring service
for schools or libraries that operates over the web. Students log on through the library web
site and request an online tutor. The student is then matched with a tutor in their area of need.
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The company Tutoring Australasia was formed in 2003 and Logan City Council launched the
service in August 2005. Logan was the first public library to subscribe in Queensland. Logan
City Council Libraries have been subscribing ever since. The amount paid is based on the
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official population total and allows any member of the library access to the service from home
or the libraries computers from 4-8pm every Monday to Friday. Since amalgamation the
amount Council is required to pay has increased to cater for the current population total of
260,000. Reports are received each month listing the number of students that were helped.
The report for the month of July 2009 showed 100 students served in July with a total of
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1,161 sessions so far for 2009.
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This is a valued service to the community, funded from the Libraries and Cultural Services,
Books and Related Materials, budget. This is the only service of its kind in Australia. The
details of this service were presented to the Community Services Committee on 19 January
2009.
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In this circumstance the engagement of the supplier will incur costs exceeding $15,000.00 and
thus would normally require the invitation of three written quotations in accordance with
Section 485 of the Local Government Act 1993. This would be impractical to comply with as
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there is no alternative that can be identified.
Under Section 486 (1) (a) of the Local Government Act 1993, Council may enter into a contract
without inviting quotations or tenders if it resolves that it is satisfied that there is only one
supplier reasonably available to it.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC2 File No: 622860-1 Continued:
IT IS RECOMMENDED:-
1. That the nominated supplier, Tutoring Australasia Pty Ltd, be granted Sole Supplier
status for purchases associated with this specific service in accordance with Section 486
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(1) (a) of the Local Government Act 1993, as detailed in the report of the Administration
Manager dated 17 August 2009 (Id: 6198503).
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2. That the Sole Supplier status, as detailed in Clause 1 above, be effective from now until
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the end of September 2011.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC3 File No: 128746-2 Id No: 6218765
PROPOSED AMENDMENTS TO POLICY TITLED, "USE OF CREDIT
CARDS AND OTHER CREDIT DEVICES"
REPORT OF: ADMINISTRATION MANAGER
Created: 31/08/2009
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PURPOSE
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To obtain Council's approval to adopt proposed amendments to the Policy titled, "Use of
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Credit Cards and other Credit Devices".
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BACKGROUND
A review of Council's policy relating to the use of credit cards and other credit devices has
been undertaken. Items raised by Council's external auditors have also been addressed in
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the proposed amendments including the requirement for cardholders to maintain a
consistent level of documentation and authorisation in support of transactions. A copy of
the proposed amended policy is included in Background Papers.
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IT IS RECOMMENDED:-
1. That the amended policy titled " Use of Corporate Credit Cards and other Credit Devices",
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attached to the report of the Administration Manager dated 31 August 2009
(Id: 6218765), be adopted.
2. That the Governance Manager be requested to update Council's Corporate Registers in
accordance with Clause 1 above.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
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BACKGROUND PAPERS
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PROPOSED AMENDMENTS TO POLICY TITLED, "USE OF
CREDIT CARDS AND OTHER CREDIT DEVICES"
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(REFER ITEM CC3)
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Background Papers
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC4 File No: 490161-1 Id No: 6216399
COUNCIL PARTICIPATION IN THE ENERGEX 2009/2010 SUMMER
PREPAREDNESS PLAN
REPORT OF: ADMINISTRATION MANAGER
Created: 30/08/2009
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PURPOSE
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The purpose of this report is to seek Council's endorsement for the Logan Central City
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Administration Centre (CAC), Alfred Street Pump Station and the Loganholme Water
Pollution Control Centre (LWPCC) to participate in Energex's 2009/2010 Summer Preparedness
Plan and that Council enter into Network Support Agreements with Energex for these sites.
BACKGROUND
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Energex representatives have contacted the Administration Branch to seek an indication of
Council's intent for the above sites to participate in their 2009/2010 Summer Preparedness Plan.
Council has participated in the program since 2006/2007 at the CAC and LWPCC and also
through a Licence Agreement at the Alfred Pump Station in 2006/2007 and 2007/2008.
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The Summer Preparedness Plan assists in managing Energex's network risks during extreme
events (including storms and hot weather). For 2009/2010, the plan is scheduled to operate
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between 1 December 2009 and 31 March 2010 when extreme temperatures (trigger of 37oC)
may be expected and which will probably result in peak electricity demands only on
working week-days. Network support involves running the on-site generators and not
drawing power from the electricity network during an agreed period of time. The objective
for Energex is to provide the ability for them to shed the demand of selected large customers,
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such as Council, during periods of peak load when it is forecast the network may have
difficulty coping.
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It is normal practice for Energex to monitor forecast extreme temperatures during the
summer period in conjunction with peak loads. In previous years, the agreements require
Energex to provide Council with twenty-four (24) hours minimum notice prior to the need to
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enact the agreement. From discussions with Energex, the requirements for 2009/2010 would
be the same as those for previous years. Energex did not enact the agreements during the
2007/2008 nor 2008/2009 periods as there were no extreme temperature events.
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Network support agreements were previously executed for the CAC and the LWPCC sites.
Under the proposed 2009/2010 agreements Energex is proposing to pay Council an
Availability Fee of $3,324 per month per site plus a Network Support Fee of $429 per
megawatt hour when the generators are operational. For 2009/2010, Energex has applied a
two (2) percent increase on the 2008/2009 availability and network support fees and has
agreed to consider an additional increase in the network support fee to cover the cessation of
the diesel fuel rebate.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC4 File No: 490161-1 Continued:
Energex has previously tested the capacity of the participating sites to confirm the
performance of Council's generators to deliver the required amount of network load support.
IT IS RECOMMENDED:-
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That the participation of the City Administration Centre, Alfred Street Pump Station and the
Loganholme Water Pollution Control Centre sites in the Energex 2009/2010 Summer
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Preparedness Plan, be endorsed.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
CC5 File No: 544587-1 Id No: 6220990
Refer to Confidential Agenda in accordance with
Section 463.(1) (h) of the Local Government Act 1993
FLAGSTONE WATER MAIN - ACQUISITION OF PARTS OF LOT 1
ON RP 164903, LOT 1 ON RP 50517 AND PART OF LOT 2 ON
RP 50517, IN THE PARISH OF MACLEAN
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REPORT OF: ADMINISTRATION MANAGER
Created: 01/09/2009
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Submitted under separate cover is a confidential report in relation to this matter.
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For consideration.
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CUSTOMER & CORPORATE SERVICES 9 SEPTEMBER 2009
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BACKGROUND PAPERS
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Refer to Confidential Agenda in accordance with
Section 463.(1) (h) of the Local Government Act 1993
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FLAGSTONE WATER MAIN - ACQUISITION OF PARTS OF
LOT 1 ON RP 164903, LOT 1 ON RP 50517 AND PART OF
LOT 2 ON RP 50517, IN THE PARISH OF MACLEAN
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(REFER ITEM CC5)
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