791 governance and administration committee 23 july 2020 ... · 7/23/2020 · that the report of...

791 Adopted Report

of the

Governance And Administration Committee Meeting

held

Thursday 23 July 2020 at

2pm

City of Gold Coast Council Chambers 135 Bundall Road Surfers Paradise

791st Council Meeting 28 July 2020 2 Governance And Administration Committee Meeting 23 July 2020 Adopted Report

Index Adopted Report

Governance And Administration Committee Meeting Thursday 23 July 2020

Item Direct. File Page Subject

1 OCOO LG115/1328/01/2020(P1) 5 Governance And Administration Committee Action List And Forward Planning Schedule

2 OS LG314/254/16/062(P5) 6 Contract No. LG314/254/16/062 – Inspection And Maintenance Of Water Sensitive Urban Design Assets Urban Lakes And Vegetated Open Drains

3 OCEO LG115/1190/02/20/CF(P3) 10 Audit And Risk Committee Meeting – 29 June 2020

4 OCOO LG324/212/05/01(P2) 19 External Communication Policy Review

5 OCEO LG426/1364(P2) 75 Controlled Entities Policy

6 OCEO FN296/73(P12) 93 Proposed Amendment Of Local Area Works & Services Program Policy, Community Grants Policy And Event Assistance And Management Policy Proposed Introduction Of Discretionary Funds Policy

KEY: OCEO - Office of the Chief Executive Officer OCOO Office of the Chief Operating Officer EPE - Economy, Planning and Environment OS - Organisational Services LC - Lifestyle and Community TI - Transport and Infrastructure WW - Water and Waste

791st Council Meeting 28 July 2020 3 Governance And Administration Committee Meeting 23 July 2020 Adopted Report ADOPTED BY COUNCIL 28 JULY 2020 RESOLUTION G20.0728.043 moved Cr Owen-Jones seconded Cr Patterson That the Report of the Governance and Administration Committee Meeting held on Thursday 23 July 2020, covered by Recommendations numbered GA20.0723.001 to GA20.0723.006, be adopted with the exception of Recommendation Number GA20.0723.006 which was specifically resolved.

CARRIED UNANIMOUSLY ATTENDANCE Cr W M A Owen-Jones (Chairperson) Cr B A Patterson Cr M W Hammel Cr D Gates Cr R D Bayldon-Lumsden Cr D A Taylor Cr D I McDonald Cr PC Young (Visitor) Cr O'Neill (Visitor) Cr Caldwell (Visitor) Left the meeting at 2:38pm Mr D R Dickson Chief Executive Officer Mr A J McCabe Chief Operating Officer Ms J Collins Acting Manager Office of the Chief Executive Officer Mrs N Moore Coordinator Controlled Entities and Community Grants Mr H Kiddle Executive Coordinator Legal Services APOLOGY / LEAVE OF ABSENCE Nil PRESENTATIONS Nil

791st Council Meeting 28 July 2020 4 Governance And Administration Committee Meeting 23 July 2020 Adopted Report The information below is extracted from the Procurement Policy and Contract Manual. Refer to the Procurement Policy and Contract Manual for complete details. Local benefits Business categorisation for local business

For the purposes of competitive local business and industry, businesses supplying Council have been categorised as shown in Table 1 following.

Table 1: Business categorisation for competitive local business and industry

Category Description

A Gold Coast based business

B South East Queensland and Tweed Shire business

C Queensland business

D Australian business

E Overseas business

Applying the local benefit weightings For contracts where the expected worth is greater than $250,000 where competitive offers are mandatory a minimum of 20 per cent weighting will be included in Council’s capability scoring evaluation criteria. This percentage can be increased in line with the market conditions and procurement strategy developed.

Each procurement activity should consider the opportunity for local benefits as part of the sourcing strategy to identify any opportunity to benefit the local economy.

The local benefits capability score is an aggregated score based on the benefits that can be realised for local suppliers and the local economy. Measures for local benefit:

• Locally sourced services, manufactured or sourced goods • Local employment and local subcontracting • Local growth and development:

o Skills transfer, technology transfer, research and development transfer o Investment in local training, apprenticeships, trainee opportunities, certifications and

capability o Consortiums, joint ventures or strategic partnering with local firms o Participation in the Gold Coast Business Excellence awards and other industry

awards o Commitment to community and social development initiatives o Provision of new local jobs and career development opportunities

Procurement is to be consulted where other local benefit measures are considered with regard to the sourcing strategy developed. Local benefit weighting is determined in parallel with other selection criteria. The measures are scored and averaged to give a total local benefits score. All contracting activity must reflect the most advantageous outcome for local businesses and the local economy.

791st Council Meeting 28 July 2020 5 Governance And Administration Committee Meeting 23 July 2020 Adopted Report ITEM 1 OFFICE OF THE CHIEF OPERATING OFFICER GOVERNANCE AND ADMINISTRATION COMMITTEE ACTION LIST AND FORWARD PLANNING SCHEDULE LG115/1328/01/2020(P1) Item Action Officer

&/or Branch Action/Previous Resolution

(792) Governance And Administration Committee 20 August 2020

Proposed new Councillor Requests (For Assistance or Information) Policy and Guidelines

Office of the Chief Executive Officer

Proposed Amendment of Investigation (Inappropriate Conduct of Councillors) Policy

Office of the Chief Executive Officer

Travel and Travel Related Expenses – Councillors and Staff 1 April – 30 June 2020

City Procurement

2019-20 Debtor Management Quarter 4 Report Revenue Services Confidential Report

(793) Governance And Administration Committee 10 September 2020

City Operational Plan 2019-20: Performance Report Quarter Four

Office of the Chief Operating Officer

Corporate Plan GC2022 Performance Report 2019-20


Audit & Risk Committee Meeting 31 August 2020 Office of the Chief Operating Officer

(794) Governance And Administration Committee 22 October 2020

Annual Report 2019-20 Office of the Chief Operating Officer

Audit and Risk Committee Meeting – 28 September 2020


Proposal to amend Local Law No. 11 (Roads and Malls) 2008 and Subordinate Local Law No. 11.1 (Interference with a road) 2008

Lifestyle & Community

RECOMMENDATION It is recommended that Council resolves as follows: That the list of proposed Agenda Items for the Governance and Administration Committee be noted. Authorised by: Joe McCabe TRACKS REF: # 54648256 Chief Operating Officer COMMITTEE RECOMMENDATION GA20.0723.001 moved Cr Patterson seconded Cr Gates That the list of proposed Agenda Items for the Governance and Administration Committee be noted.

CARRIED

791st Council Meeting 28 July 2020 6 Governance And Administration Committee Meeting 23 July 2020 Adopted Report ITEM 2 ORGANISATIONAL SERVICES CONTRACT NO. LG314/254/16/062 – INSPECTION AND MAINTENANCE OF WATER SENSITIVE URBAN DESIGN ASSETS URBAN LAKES AND VEGETATED OPEN DRAINS LG314/254/16/062 (P1) 1 BASIS FOR CONFIDENTIALITY Not applicable. 2 EXECUTIVE SUMMARY Not applicable. 3 PURPOSE OF REPORT This report seeks approval to exercise under delegation, subject to operational need, the existing extension options of up to two by one year for preferred supplier arrangement LG314/254/16/062 for inspection and maintenance of water sensitive urban design assets, urban lakes and vegetated open drains. 4 PREVIOUS RESOLUTIONS Minute No. G17.0131.018/GA17.0125.006 (in part):

2. That Council adopts the City Contracting Plan 2016-17 (Attachment 2).

3. That a quarterly acquittal of procurement activity be submitted via the Governance and Administration Committee, and the annual results be incorporated into the City’s Value for Money Program acquittal.

5 DISCUSSION The Council of the City of Gold Coast (Council) requires one or more suitably experienced, qualified, and equipped contractors to inspect and maintain the water sensitive urban design assets, urban lakes and vegetated open drains and ensure it achieves its water quality objectives. Council has an existing contract in place - LG314/254/16/062 for inspection and maintenance of water sensitive urban design assets urban lakes and vegetated open drains with Activeco Pty Ltd and SEQ Sustainable Eco Enterprises Pty Ltd t/a Regen Australia. The contract entered into is nearing the end of the initial three year term the contract includes a provision of up to two by one year extension options at Council’s discretion. Council has determined that the current contractors are experienced in the type of work to be undertaken therefore the most advantageous and operationally suitable method of delivering the service is to extend the current arrangements utilising the extension provisions The current contracts were entered into via a Public Invitation to Offer process which was considered to be sufficiently extensive to have attracted competitive interest from the market. 6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN

791st Council Meeting 28 July 2020 7 Governance And Administration Committee Meeting 23 July 2020 Adopted Report ITEM 2 (Continued) CONTRACT NO. LG314/254/16/062 – INSPECTION AND MAINTENANCE OF WATER SENSITIVE URBAN DESIGN ASSETS URBAN LAKES AND VEGETATED OPEN DRAINS LG314/254/16/062 (P1) 7 FUNDING AND RESOURCING REQUIREMENTS Budget/Funding Considerations Council has expended $4,451,852 for the initial 3 years of the arrangement. The anticipated contract cost including the proposed extension options is estimated to be $7,419,753. Funding for the work will come from Budget and Cost Centres within CI2550, CI2550O003, CI2550O004, CI2550O007, including 1003132, 1003149, and 1003254. Sufficient funds remain in the Budget and Cost Centre(s) mentioned above for the 2019/2020 financial year to provide these services. Similar budgets will be submitted by the Asset Custodian to Council for approval, for each of the subsequent up to two financial years. These arrangements are Schedule of Rates contracts. Payments will be made to the Contractor based on the rates offered, multiplied by the actual quantum of work undertaken. People and Culture No extra staff will be required for this project. 8 RISK MANAGEMENT The project risks have been identified and relevant mitigation measures applied. The risk assessment is on file for reference. 9 STATUTORY MATTERS The invitation to offer process has been carried out in accordance with the Local Government Regulation 2012 which requires adherence to sound contracting principles. These principles are defined in Section 104(3) of the Local Government Act 2009 and are as follows. Value for money. Open and effective competition. The development of competitive local business and industry. Environmental protection. Ethical behaviour and fair dealing. These principles form part of the invitation to offer process and are reinforced within the evaluation criteria as appropriate. Section 233 of the Local Government Regulation 2012 provides for the creation of a preferred supplier arrangement for the supply of particular goods or services. 10 COUNCIL POLICIES The invitation to offer process has been carried out in accordance with the requirements of Council’s Procurement Policy and Contract Manual. 11 DELEGATIONS Not applicable.

791st Council Meeting 28 July 2020 8 Governance And Administration Committee Meeting 23 July 2020 Adopted Report ITEM 2 (Continued) CONTRACT NO. LG314/254/16/062 – INSPECTION AND MAINTENANCE OF WATER SENSITIVE URBAN DESIGN ASSETS URBAN LAKES AND VEGETATED OPEN DRAINS LG314/254/16/062 (P1) 12 COORDINATION & CONSULTATION The following internal and external stakeholders have been involved / participated in the proposal to date. Name and/or Title of the Stakeholder Consulted

Directorate or Organisation

Is the Stakeholder Satisfied With Content of Report and Recommendations

Director Transport and Infrastructure

Organisational Services Yes

Chief Procurement Officer Organisational Services Yes Executive Coordinator Category and Relationship Management


Coordinator Customer Relationship Management Procurement Asset Maintenance


Right to Information (RTI) and Information Privacy (IP) Legislation 2009 The RTI/IP considerations are as follows: Naming External Stakeholders (Personal Information):

Not applicable.

Naming Internal Stakeholders (Routine Personal Work Information):

Not applicable.

13 STAKEHOLDER IMPACTS External / community stakeholder Impacts No adverse impacts are expected to be experienced by external / community stakeholders during the undertaking of this work. Benefits include the following: Assisting Council achieve its water quality objectives.

14 TIMING The extensions will be exercised as renewal dates fall due. 15 CONCLUSION It is recommended that Council resolves that subject to operational need it is satisfied to approve the existing extension options of up to two by one year for preferred supplier arrangement LG314/254/16/062 for inspection and maintenance water sensitive urban design assets, urban lakes and vegetated open drains be exercised under delegation.

791st Council Meeting 28 July 2020 9 Governance And Administration Committee Meeting 23 July 2020 Adopted Report ITEM 2 (Continued) CONTRACT NO. LG314/254/16/062 – INSPECTION AND MAINTENANCE OF WATER SENSITIVE URBAN DESIGN ASSETS URBAN LAKES AND VEGETATED OPEN DRAINS LG314/254/16/062 (P1) 16 RECOMMENDATION It is recommended that Council resolves as follows: 1 That Council, subject to operational need, approves the extension provision under

delegation for a period of up to two by one years for the preferred supplier arrangement LG314/254/16/062, Inspection and Maintenance of Water Sensitive Urban Design Assets, Urban Lakes and Vegetated Open Drains as follows:

Separable Portion One

Water Sensitive Urban Design Assets Activeco Pty Ltd

Separable Portion Two Urban lakes Activeco Pty Ltd

Separable Portion Three

Vegetated Open drains

SEQ Sustainable Eco Enterprises Pty Ltd t/a Regen Australia

2 That it be noted that the contract will require funding over two financial years. A budget has been approved for the 2019-20 financial year and funds are available in CI2550, CI2550O003, CI2550O004, CI2550O007, 1003132, 1003149, 1003254. Similar budgets will be submitted by the Asset Custodian for approval for the two subsequent financial years. The total expenditure over the considered extended contract period is anticipated to be $2,967,901.

Author: Authorised by: Demetri Clifton Cath Drinkwater Snr Business Partner Procurement Acting Director Organisational Services 16 June 2020 #76461124 COMMITTEE RECOMMENDATION GA20.0723.002 moved Cr Patterson seconded Cr Gates 1 That Council, subject to operational need, approves the extension provision

under delegation for a period of up to two by one years for the preferred supplier arrangement LG314/254/16/062, Inspection and Maintenance of Water Sensitive Urban Design Assets, Urban Lakes and Vegetated Open Drains as follows:

Separable Portion One

Water Sensitive Urban Design Assets

Activeco Pty Ltd

Separable Portion Two Urban lakes Activeco Pty Ltd

Separable Portion Three

Vegetated Open drains

SEQ Sustainable Eco Enterprises Pty Ltd t/a Regen Australia

2 That it be noted that the contract will require funding over two financial years. A budget has been approved for the 2019-20 financial year and funds are available in CI2550, CI2550O003, CI2550O004, CI2550O007, 1003132, 1003149, 1003254. Similar budgets will be submitted by the Asset Custodian for approval for the two subsequent financial years. The total expenditure over the considered extended contract period is anticipated to be $2,967,901.

CARRIED


ITEM 3 OFFICE OF THE CHIEF EXECUTIVE OFFICER AUDIT AND RISK COMMITTEE MEETING – 29 JUNE 2020 LG115/1190/02/20/CF(P3) 1 BASIS FOR CONFIDENTIALITY Not Applicable. 2 EXECUTIVE SUMMARY Not Applicable. 3 PURPOSE OF REPORT To present to Council the Audit and Risk Committee’s recommendations arising from its general meeting held on 29 June 2020. 4 PREVIOUS RESOLUTIONS GA20.0611.002 (In Part)

“That Council adopt the recommendations of the Audit Committee determined at its meeting held on 13 May 2020 as follows:”

5 DISCUSSION The Audit and Risk Committee (ARC) met on 29 June 2020 (virtual meeting using Skype) to review and discuss a range of reports in line with the Audit and Risk Committee Charter. The following reports/updates were provided by executive officers for review and consideration by committee members:

• Member declarations and other position disclosures were reviewed and updated.

• The Minutes of the previous audit committee meeting were confirmed as having been endorsed by the Governance and Administration committee and resolved by Council.

• Action requests from prior meetings were reviewed and discussed, in particular: 7 Business Continuity plans

• CEO update on a range of current initiatives and emerging issues, including COVID 19 updates and future priorities.

• Presentation by the Director Water and Waste providing an overview of the Water and Waste Directorate.

• Legal update and status of the Corporate Compliance program from the City Solicitor.

• Update of Controlled entity transition arrangements and Major Events Gold Coast.

• Quarterly financial management update from the Manager Corporate Finance.

• 2019-20 Asset Revaluation progress update by Corporate Finance officers.

• Non-Current asset Accounting Policy Amendments presented by Corporate Finance Officers.

• Update on Cyber Security Maturity Assessment and the status of Cyber Security Assurance activities presented by the Acting Chief Information Officer.


ITEM 3 (Continued) AUDIT AND RISK COMMITTEE MEETING – 29 JUNE 2020 LG115/1190/02/20/CF(P3)

• Update on SAP Security and remediation plan presented by the Acting Director Organisational Services.

• Update from the Acting Chief Procurement officer on the status of actions from the Contract Governance Audit.

• Quarterly internal audit progress report by the Manager Corporate Assurance and

Executive Coordinator Internal Audit including discussion of final internal audit reports.

• Other Assurance activities report presented by the Manager Corporate Assurance • Presentation of the Draft Internal Audit plan for 2020-21 by the Executive Coordinator

Internal Audit.

• Committee meeting dates for the remainder of 2020. The meeting was also attended by representatives from the Queensland Audit Office (QAO) who discussed their 2019 – 20 Second Interim Management report and the matters noted in the QAO briefing paper including:

• Progress on the 2019/20 audit and on prior year issues, including monitoring of Active Infrastructure Charges;

• Key Milestones; • Recent reports to Parliament and other matters of interest.

The committee's specific recommendations resulting from their consideration of the above matters are included in the recommendations section of this report for resolution by Council. Committee members acknowledged and thanked Councillor Pauline Young for attending this meeting as an observer. 6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN The Audit and Risk Committee supports achievement of the following Corporate Plan 2020 outcomes:

We Manage the City Responsibly. Our stewardship of the city provides value for money for ratepayers. Program: Manage the short and long-term financial sustainability of the city through

prudent financial management and ensuring value for money.

Program: Managing risk exposure faced by the City of Gold Coast, including ensuring a safe working environment and that “Work Health and Safety is everyone’s business”.


ITEM 3 (Continued) AUDIT AND RISK COMMITTEE MEETING – 29 JUNE 2020 LG115/1190/02/20/CF(P3) 7 FUNDING AND RESOURCING REQUIREMENTS Funding for the operation of Council's Audit and Risk Committee was approved within

Responsibility Centre CE8120 – Corporate Assurance, Budget Centre CE8120O008 - Audit and Risk Committee.

8 RISK MANAGEMENT Council's Audit and Risk Committee promotes good corporate governance through

the provision of independent oversight and advice to Council and the Chief Executive Officer on matters relating to risk management, internal control, governance, compliance, audit and financial reporting.

9 STATUTORY MATTERS Local Government Act 2009 Local Government Regulation 2012 10 COUNCIL POLICIES Audit and Risk Committee Policy and Charter Internal Audit Policy and Charter 11 DELEGATIONS Not applicable 12 COORDINATION & CONSULTATION Name and/or Title of the Stakeholder Consulted

Directorate or Organisation

Is the Stakeholder Satisfied With Content of Report and Recommendations (Yes/No) (comment as appropriate)

Mitchell Petrie Audit and Risk Committee Chair

External Independent Member

Yes – recommendations only

Dale Dickson CEO Yes 13 STAKEHOLDER IMPACTS Directors and Council officers may need to respond to information requests from the Audit and Risk Committee as a result of this meeting. 14 TIMING This report is provided to the next available Council meeting following the Audit and Risk Committee meeting as required by legislation.


ITEM 3 (Continued) AUDIT AND RISK COMMITTEE MEETING – 29 JUNE 2020 LG115/1190/02/20/CF(P3) 15 CONCLUSION

This written report of the deliberations and recommendations of the Audit and Risk Committee from its meeting of 29 June 2020 is provided to Council in accordance with section 211(1)(c) of the Local Government Regulation 2012 for adoption. As evidenced by the specific recommendations contained in this report, committee members have reviewed and considered a wide range of reports and engaged in robust discussions with Council management, internal auditors and external auditors, across a range of matters. The detailed recommendations of the committee are included in this report for the consideration of Council, and incorporate specific recommendations on matters where the Audit and Risk Committee members felt Council may appreciate additional comment. 16 RECOMMENDATION It is recommended that Council resolves as follows: 1 That Council adopt the recommendations of the Audit and Risk Committee determined

at its general and planning meeting held on 29 June 2020 as follows: ARC20.0629.001 – Member Declarations and Other Position Disclosures a The Audit and Risk Committee confirms the completeness and accuracy of the

Register of Other Positions held by Independent External Audit Committee members.

ARC20.0629.002 – Minutes of Previous Audit and Committee Meeting b The Audit and Risk Committee notes that the recommendations of its meeting

held on 13 May 2020 were reported to the Governance and Administration Committee meeting on 11 June 2020 and Council’s subsequent meeting held on 18 June 2020.

ARC20.0629.003 – Audit and Risk Committee Action Requests Register Update c The Audit and Risk Committee notes the update on action requests arising from

prior committee meetings.

ARC20.0629.004 – CEO Current And Emerging Issues Update d The Audit and Risk Committee notes the update from the CEO, covering:

i COVID-19 Updates ii Future Priorities

ARC20.0629.005 – Water And Waste Directorate Presentation e The Audit and Risk Committee note the Directors’ presentation for Water and

Waste.

ARC20.0629.006 – Legal Services Update f The Audit and Risk Committee notes the update from the City Solicitor in relation

to legal and insurance matters. g The Audit and Risk Committee notes the update on the BAU Progress as part of

the Corporate Compliance program Implementation.



ARC20.0629.007 – External Audit Update h The Audit and Risk Committee notes the update from the Queensland Audit

Office on external audit related matters incorporating: i QAO Briefing Paper including:

a) Audit Progress b) Monitoring of Active Infrastructure Charges c) Key Milestones d) Reports to Parliament; and e) Other matters of interest

ii QAO Second Interim Management Letter 2019-20 ARC20.0629.008 – Major Events Gold Coast And Controlled Entity Transition Update i The Audit and Risk Committee notes the content of the report on controlled entity

transitional arrangements and progress made with regards to the implementation of Council’s Decision of 27 November 2018 (G18.1127.03).

j That copies of all reports presented to Council that relate to its controlled entities are provided to Council’s Audit and Risk Committee upon their adoption by Council.

ARC20.0629.009 – Financial Management Update k The Audit and Risk Committee notes the Quarterly Financial Management update

from the Manager Corporate Finance. ARC20.0629.010 – Progress Update – 2019-20 Infrastructure Revaluation Activities l The Audit & Risk Committee notes the Progress Update on the 2019-20

Infrastructure Revaluation Activities. ARC20. 0629.011 – Non-Current Asset Accounting Policy Amendments m The Audit and Risk Committee notes the amendments to Council’s Non Current

Asset Accounting Policy per the attached draft, in order for publication on Council’s Policy Register to be requested and subsequently actioned.

ARC20.0629.012 – Cyber Security Maturity Assessment Update n The Audit and Risk Committee note the contents of the report. o That the new Cyber resilience roadmap be brought back to Committee as part of

the next quarterly update.

ARC20.0629.013 – Status of Cyber Security Assurance Activity p That Audit and Risk Committee note the current approach of predominately

relying on risk and paper-based assurance while using targeted technical security testing for areas of concern.

q That the Audit and Risk Committee acknowledge the cyber security team’s prioritisation decision for investment in cyber risk and cyber culture rather than technical security testing services.

r That the Audit and Risk Committee forward agenda include a regular Annual Cyber Risk Report to be delivered following the end of each financial year and the report to detail Council’s cyber risk and cyber security strategy position.

s That the Audit and Risk Committee deems this year’s Annual Cyber Risk Report delivered by item #137 and #157.



ARC20.0629.014 – SAP Security and Remediation Plan t That the Audit and Risk Committee note the update on the Fujitsu SAP security

review and remediation plan provided by the Chief Information Officer. u That an independent audit (conducted by an external SAP security expert and

project managed by Internal Audit) of the City’s SAP Environment be conducted in 2nd Quarter of 20/21 and that results brought back to this Committee.

ARC20. 0629.015 – Procurement Update on Contract Governance Audit v The Audit Committee notes the update presentation provided by the Acting Chief

Procurement Officer. ARC20.0629.016 – Internal Audit Quarterly Report w The Audit and Risk Committee notes the Internal Audit Update Report presented

by the Executive Coordinator Internal Audit and Manager Corporate Assurance.

ARC20.0629.017 – Internal Audit Final Reports x That Audit and Risk Committee notes the provision of Internal Audit Executive

Summary Reports covering: i Insurance Claims Management ii Land Acquisitions iii Controlled Entities – Review of Biannual Reporting iv Rate Debtors - Follow up review v Payment Card Industry (PCI) Compliance vi Regulatory change compliance – Belcarra 1

ARC20.0629.018 – Other Assurance Activities – Internal & External y That the Audit and Risk Committee notes the update on other internal and

external assurance activities being monitored by the Corporate Assurance Branch provided by the Manager Corporate Assurance.

ARC20.0629.019 – 2020-21 Internal Audit Plan z That the Audit and Risk Committee endorses the 2020-21 Internal Audit Plan

presented by the Executive Coordinator Internal Audit and Manager Corporate Assurance.

ARC20.0629.020 – Audit & Risk Committee Meeting dates aa That the Audit and Risk Committee notes the proposed Audit Committee meeting

dates for the remainder of calendar year 2020. Author: Authorised by: Karen Farquhar Dale Dickson Acting Manager Corporate Assurance Chief Executive Officer 30 June 2020 # 76908040


ITEM 3 (Continued) AUDIT AND RISK COMMITTEE MEETING – 29 JUNE 2020 LG115/1190/02/20/CF(P3) COMMITTEE RECOMMENDATION GA20.0723.003 moved Cr Patterson seconded Cr Gates 1 That Council adopt the recommendations of the Audit and Risk Committee

determined at its general and planning meeting held on 29 June 2020 as follows: ARC20.0629.001 – Member Declarations and Other Position Disclosures a The Audit and Risk Committee confirms the completeness and accuracy of the

Register of Other Positions held by Independent External Audit Committee members.

ARC20.0629.002 – Minutes of Previous Audit and Committee Meeting b The Audit and Risk Committee notes that the recommendations of its meeting

held on 13 May 2020 were reported to the Governance and Administration Committee meeting on 11 June 2020 and Council’s subsequent meeting held on 18 June 2020.

ARC20.0629.003 – Audit and Risk Committee Action Requests Register Update c The Audit and Risk Committee notes the update on action requests arising from

prior committee meetings.

ARC20.0629.004 – CEO Current And Emerging Issues Update d The Audit and Risk Committee notes the update from the CEO, covering:

i COVID-19 Updates ii Future Priorities

ARC20.0629.005 – Water And Waste Directorate Presentation e The Audit and Risk Committee note the Directors’ presentation for Water and

Waste.

ARC20.0629.006 – Legal Services Update f The Audit and Risk Committee notes the update from the City Solicitor in relation

to legal and insurance matters. g The Audit and Risk Committee notes the update on the BAU Progress as part of

the Corporate Compliance program Implementation.

ARC20.0629.007 – External Audit Update h The Audit and Risk Committee notes the update from the Queensland Audit

Office on external audit related matters incorporating: i QAO Briefing Paper including:

a) Audit Progress b) Monitoring of Active Infrastructure Charges c) Key Milestones d) Reports to Parliament; and e) Other matters of interest

ii QAO Second Interim Management Letter 2019-20.



ARC20.0629.008 – Major Events Gold Coast And Controlled Entity Transition Update i The Audit and Risk Committee notes the content of the report on controlled entity

transitional arrangements and progress made with regards to the implementation of Council’s Decision of 27 November 2018 (G18.1127.03).

j That copies of all reports presented to Council that relate to its controlled entities are provided to Council’s Audit and Risk Committee upon their adoption by Council.

ARC20.0629.009 – Financial Management Update k The Audit and Risk Committee notes the Quarterly Financial Management update

from the Manager Corporate Finance. ARC20.0629.010 – Progress Update – 2019-20 Infrastructure Revaluation Activities l The Audit & Risk Committee notes the Progress Update on the 2019-20

Infrastructure Revaluation Activities. ARC20. 0629.011 – Non-Current Asset Accounting Policy Amendments m The Audit and Risk Committee notes the amendments to Council’s Non Current

Asset Accounting Policy per the attached draft, in order for publication on Council’s Policy Register to be requested and subsequently actioned.

ARC20.0629.012 – Cyber Security Maturity Assessment Update n The Audit and Risk Committee note the contents of the report. o That the new Cyber resilience roadmap be brought back to Committee as part of

the next quarterly update.

ARC20.0629.013 – Status of Cyber Security Assurance Activity p That Audit and Risk Committee note the current approach of predominately

relying on risk and paper-based assurance while using targeted technical security testing for areas of concern.

q That the Audit and Risk Committee acknowledge the cyber security team’s prioritisation decision for investment in cyber risk and cyber culture rather than technical security testing services.

r That the Audit and Risk Committee forward agenda include a regular Annual Cyber Risk Report to be delivered following the end of each financial year and the report to detail Council’s cyber risk and cyber security strategy position.

s That the Audit and Risk Committee deems this year’s Annual Cyber Risk Report delivered by item #137 and #157.

ARC20.0629.014 – SAP Security and Remediation Plan t That the Audit and Risk Committee note the update on the Fujitsu SAP security

review and remediation plan provided by the Chief Information Officer. u That an independent audit (conducted by an external SAP security expert and

project managed by Internal Audit) of the City’s SAP Environment be conducted in 2nd Quarter of 20/21 and that results brought back to this Committee.



ARC20. 0629.015 – Procurement Update on Contract Governance Audit v The Audit Committee notes the update presentation provided by the Acting Chief

Procurement Officer. ARC20.0629.016 – Internal Audit Quarterly Report w The Audit and Risk Committee notes the Internal Audit Update Report presented

by the Executive Coordinator Internal Audit and Manager Corporate Assurance.

ARC20.0629.017 – Internal Audit Final Reports x That Audit and Risk Committee notes the provision of Internal Audit Executive

Summary Reports covering: i Insurance Claims Management ii Land Acquisitions iii Controlled Entities – Review of Biannual Reporting iv Rate Debtors - Follow up review v Payment Card Industry (PCI) Compliance vi Regulatory change compliance – Belcarra 1

ARC20.0629.018 – Other Assurance Activities – Internal & External y That the Audit and Risk Committee notes the update on other internal and

external assurance activities being monitored by the Corporate Assurance Branch provided by the Manager Corporate Assurance.

ARC20.0629.019 – 2020-21 Internal Audit Plan z That the Audit and Risk Committee endorses the 2020-21 Internal Audit Plan

presented by the Executive Coordinator Internal Audit and Manager Corporate Assurance.

ARC20.0629.020 – Audit & Risk Committee Meeting dates aa That the Audit and Risk Committee notes the proposed Audit Committee meeting

dates for the remainder of calendar year 2020.

CARRIED


ITEM 4 OFFICE OF THE CHIEF OPERATING OFFICER EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2) Refer Attachments: A - External Communication Policy (Tracked Changes)

B – Proposed External Communication Policy 1 BASIS FOR CONFIDENTIALITY Not applicable. 2 EXECUTIVE SUMMARY Not applicable. 3 PURPOSE OF REPORT

The report seeks Council’s consideration, and adoption, of suggested changes to the existing External Communication Policy.

4 PREVIOUS RESOLUTIONS GA20.0611.006

“1 That the matter be deferred to the Governance and Administration Committee Meeting to be held on 23 July 2020 at 1pm for consideration.

2 That a workshop involving all Councillors be conducted in relation to the External Communication Policy prior to 23 July 2020.”

RESOLUTION G20.0527.001 “1 That the matter be deferred to the Governance and Administration Committee

Meeting to be held on 11 June 2020 at 1pm for consideration.

2 That a workshop involving all Councillors be conducted in relation to the External Communication Policy prior to 11 June 2020.”

RESOLUTION GA15.1126.010/G15.1201.019 “That Council retire the Election Period/Caretaker Period Policy. 1 That Council adopt the amendments as set out in Attachment A to the following

existing policies:

a Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy;

b Community Grants Policy; c Local Area Works & Services Program Policy; d Community Consultation Policy; e External Communications Policy; f Social Media Policy.

2 That the restrictions in relation to City of Gold Coast Policies align with the requirements contained in the Local Government Act 2009 ie Caretaker Period.”

RESOLUTION GA14.0529.012/G14.0603.019

“That Committee Recommendation be adopted, with an addition of 1d such that it reads in its entirety as follows:

1. That Council adopt the revised External Communication Policy (Attachment B) with the following amendments:


ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2)

a. In “Media” Section the word “solely” be deleted from the first sentence. b. In “Divisional Councillors” Section the first sentence to read as follows: “The Divisional Councillor is also the spokesperson on local divisional

issues.” c. In “Councillor Communications” Section delete dot point “seek to promote

a company, product, service or individual for monetary gain.” d. In “Pro Active Media Opportunities” Section change last sentence in

second paragraph to read as follows: “Equally, Councillors should as a courtesy advise the Mayor’s media staff of any media interviews they are undertaking on a City-Wide issue.”

2. That Council adopt the revised Advertising Spending Policy (Attachment C) with the “Standards” being changed to “Guidelines”.

3. That Council retire the Divisional Newsletter Policy noting that key components have been incorporated into the proposed revised Advertising Expenditure Policy.

4. That Council note that councillor offices can access a suite of Brand collateral (feathers, tablecloths, pull up lectern to assist with City Brand promotion for divisional activity) from Corporate Communication.”

5 DISCUSSION 5.1 Background The current External Communication Policy has been operational since 2014 and provides a protocol for promoting issues and initiatives in the media. Since 2014 the media landscape has continued to evolve, and several elements of the current policy require a review, including broadening the scope of the policy to include digital communications, to ensure the policy remains effective. Alongside the need for a review of the External Communication Policy the Queensland Government commenced a rolling reform agenda in the local government sector. 5.2 City reputation monitoring The City has experienced a significant improvement in City reputation sentiment. A summary below highlights the change in City sentiment comparing July – December 2017, 2018 and 2019. • The reactive media team, operational during the life of this policy, has assisted in

continuing to increase favourable media coverage. The team’s activities deliver against the objective of the policy, that is, clear and consistent messaging is provided to the community.

• Consistent positive statements to the media, both local and national, boosted the overall sentiment of media coverage and there continues to be a greater number of media reports conveying a positive tone.

• Average favourability has increased and been maintained above 53 per cent year on year with a current peak of 55.6 per cent.

• The rate of coverage demonstrates delivery of the objective: the community is aware of Council’s Corporate Plan, strategies, policies, services and decisions.


ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2) 5.3 Proposed changes to current External Communication Policy In February 2020, a review of the External Communication Policy, commenced to ensure compliance with evolving legislation. Several other updates are also recommended, as part this review, to ensure the policy remains an effective framework to promote a positive city reputation locally, nationally and internationally. In a continuously evolving media and external communication landscape, a key change to the External Communication Policy is the addition of Digital Communication Standards for Councillors. The standards were developed to support the use of digital communication channels for the Mayor and Councillors of the City of Gold Coast. Audiences prefer to use digital as their channel of choice and increasingly compare and expect the same personalised experience from their interaction with councils that they receive from other public and private sector providers, (KPMG Customer Experience Excellence 2019 report). Digital communication channels provide valuable opportunities to engage with the community. People who use digital platforms feel 25 per cent more connected. (ACCC Consumer Views and Behaviours Report 2018). These standards are intended to assist Councillors to use and manage digital channels in a way that minimises exposure of the City and Councillors to legal and reputational risk. The City’s digital communication platforms continue to grow at an average of 20 percent each year. The City now has 159,000 followers on Facebook and 62,000 on Instagram for example, and the City’s social channels in the six months from July to December 2019 saw a 10.1 million reach. There’s no doubt digital communication is a powerful medium. It stands to reason the platforms used by Councillors will also see increases in audience size and engagement rates. The Digital Communication Standards for Councillors aims to:

• support the use of digital communication channels for elected representatives • create a framework for external publication • support Councillors to undertake external digital communication activities • facilitate channels to engage with the local community. These standards cover digital communication channels, including social media (as defined below), with particular focus on Facebook, Twitter, YouTube, websites and electronic direct mail (eDM). They apply to platforms and channels that currently exist and those that may emerge in the future. The topics covered in the standards include:

• Digital communication channels available for Councillors • Managing accounts and resources • Record keeping • Practical tips • How to address complaints on digital platforms • Register of official accounts • Caretaker period and its application to digital communication • A summary of related resources.


ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2) The Corporate Communication and Web Services Branches can provide training and set-up advice for digital communication channels. The proposed revised External Communication Policy, including the Digital Communication Standards for Councillors, is shown as Attachment B, a summary of other changes is below:

Section Amendment

Policy

Objectives and policy statement

• Refined current objectives to ensure measurement and reporting.

• Guidelines changed to standards. Scope • Scope broadened to include digital media platforms

and publishing and distribution. Definitions • Caretaker period updated and election material

definition included to align with legislation changes. Supporting documents • Digital Communication Standards for Councillors

included. Creating a framework following the expanded remit of the policy.

External Communication Policy Standards

Caretaker period • Caretaker period amended to align with legislation changes.

• Direct mail during caretaker period clarified. Confidentiality • Section expanded to ensure clarity and alignment

with the Local Government Regulation 2012. Meeting propriety • Section prohibiting filming and audio recording

removed as not applicable to local government. • Addressed in Local Law No. 1 (Meetings) 2008.

Councillor communications • Amended to ensure alignment with the legislation changes including promotional material, expenses and inclusion of the Digital Communication Standards for Councillors.

Media enquiries to Council Officers

• Amended for clarity, officers can speak to media only following prior approval.

6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN Corporate Plan Prosperity builds on a strong, diverse economy 2.4 We are a city with a strong and globally competitive business environment 2.6 We have a positive global reputation People contribute to a strong community spirit 3.2 We are proud of our city And it supports endorsed City Reputation Strategic Plan.


ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2) Supporting the delivery of Gold Coast 2022 A We plan for the future of the city C We actively engage residents, customers and visitors. 7 FUNDING AND RESOURCING REQUIREMENTS Not applicable. 8 RISK MANAGEMENT Effective and managed External Communication Policy will ensure equitable and transparent communication of information to residents and visitors. 9 STATUTORY MATTERS Local Government Act 2009, Local Government Regulation 2012, Local Government Electoral Act 2011, Public Records Act 2002, The Code of Conduct for Councillors in Queensland. 10 COUNCIL POLICIES The External Communication Policy has interdependencies with a number of existing Council policies and protocols. These include but are not limited to: • Advertising Spending Policy • Code of Conduct for Employees • Communication Guide Policy • Community Consultation Policy • Disaster Management Policy • Entertainment & Hospitality Expenditure Policy and Procedures • Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy • Enterprise Risk Management Policy • Protective Security Policy • Information Management Policy • Information Privacy Policy • Procurement Policy and Contract Manual • Right to Information and Information Provision Policy • Social Media Policy • Signage and Brand Policy 11 DELEGATIONS Not applicable.


ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2) 12 COORDINATION & CONSULTATION The following table outlines key stakeholders consulted:

Stakeholder Consulted Directorate or Organisation

Is the Stakeholder Satisfied With Content of Report and Recommendations?

Joe McCabe Chief Operating Officer

Office of the Chief Operating Officer (OCOO)

Yes

Luke Wallace, Chief of Staff Office of the Mayor Yes Nicole Waters Executive Coordinator Corporate Communication

OCOO Yes

Sarah Wilton Manager Corporate Planning and Performance

OCOO Yes

Ross Giudice, Executive Officer

Office of the Chief Executive Officer (OCEO)

Yes

Katrina Jasper Coordinator, Governance, Strategic Planning and Policy

OCOO Yes

Carley Freeman Coordinator, Customer Management

Water and Waste Yes

Pat Fischer, ICT Governance and Policy Officer, BITS

Organisational Services (OS)

Yes

Dani Sargeant , Online Channel Coordinator

Customer Contact, OS Yes

Julie Collins, A/Manager

OCEO Yes

Peter Jasper, Coordinator Complaints and Projects

OCEO Yes

Hamish Kiddle, Executive Coordinator, Legal Services

OCOO Yes

13 STAKEHOLDER IMPACTS Not applicable. 14 TIMING The reviewed External Communication Policy will be effective from the date of Council adoption. 15 CONCLUSION The revisions recommended to the External Communication Policy create a robust framework and clear governance for Council to achieve the objective within the policy, that is, to ensure positive image and reputation is built through our external communications. The current policy maintains a clear focus on Council as a whole and the organisation’s responsibility to ensure the community is aware of Council’s Corporate Plan, strategies, policies, services and decisions of Council. Clear and consistent messaging is supported through the proposed revisions to the policy.


ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW LG324/212/05/01(P2) The current policy and approach is serving Council well with a sustained increase in average favourability of Council media coverage, there are no changes to these elements within the policy. Refined measurable objectives and performance measures enhance Corporate Communication’s ability to continually monitor and report against objectives and the organisations’ external communications activities. The addition of a Digital Communication Standards for Councillors aligns to the evolving landscape of external communication and the requirements of Councillors to communicate and engage with the local community. The standards create a framework to guide Councillors in this regard. 16 RECOMMENDATION It is recommended that Council resolves as follows: That Council adopt the revised External Communication Policy. Author: Authorised by: Renée Fry Joe McCabe Coordinator City Reputation and Multimedia Chief Operating Officer 12 May 2020 #76181500 COMMITTEE RECOMMENDATION GA20.0723.004 moved Cr Owen-Jones seconded Cr McDonald That the matter be deferred until the next meeting of the Governance and Administration Committee on 20 August 2020 with a workshop to be held prior to this date.

CARRIED

External Communication Policy

Printed copies are uncontrolled. It is the responsibility of each user to ensure that any copies of policy documents are the current issue

Page 1 of 2 1

DETAILS

DETAILS Council Admin Effective from: 11 August 2016May 2020 Contact officer: Manager Corporate Communication Next review date: August 2018May 2022 File reference: LG324/212/05/01 iSpot # This policy 2359873352052570

Value Proposition 52044360.

OBJECTIVES AND MEASURES

Objectives PositiveTo ensure positive image and reputationis built through our external communications The community is aware of Council of the City of

Gold Coast (Council) Satisfactory level of awareness of Council’s Corporate Plan, strategies, policies, servicesand decisions. Clear

Community has access to objectiveand balanced information aboutCouncil’s decisions, activities andservicesconsistent messaging isprovided to the community.

Performance measures Average favourability of Council printand social media coverage in the sixmonthly media analysis report

Degree of community awarenessand understanding as measuredfrom time to time by engagement viavarious channels, attendance atevents and behaviour change

Reduction in number of occurrencesof policy non-compliancy.

Annual Corporate Communicationsatisfaction survey.

Risk assessment High

POLICY STATEMENT This policy sets out how external communication is managed and approved at Council. The Manager Corporate Communication branch, in consultation with the Office of the Mayor and the Office of the Chief Executive Officer, is responsible for developing, authorising and distributing external communicationscommunication on behalf of Council and the City.

Corporate Communication must be consulted at the inception or as soon as possible after the inception of all projects requiring

Attachment A

791st Council Meeting 28 July 2020 Governance And Administration Committee Meeting 23 July 2020 ITEM 4 (Continued) EXTERNAL COMMUNICATION POLICY REVIEW

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media contact, social media interaction, digital communication public relations, marketing, graphic design, community consultation, photography, video production and external websites. or electronic communication (email) sponsorship of Council assets tender advertising contract development which includes signage, promotion, advertising, creative

design, marketing, media, photography, video etc. funding grant applications which include signage, promotion, advertising, creative

design, marketing, media, photography, video etc.

Corporate Communication will determine an appropriate course of action utilising branch service areas (creative arts, digital communications, marketing and consultation) in the first instance.

All external communications must comply with the provisions of the attached guidelinesstandards. The policy and guidelinesstandards:

provide direction for Councillors and CityCouncil officers, including contractors, oncontact with the media and issuing of public statements including on social media

clearly identify the official CityCouncil spokesperson under normal and extraordinaryconditions(e.g. disaster or emergency situations)

provide direction for City officers Council employees who are approached to speak inpublic

provide direction for Councillors in the preparation of material for Council-fundedpublications (such as Divisional newsletters)

provide direction to City officersCouncil employees who may be approached to providepublicity for suppliers

SCOPE This policy applies to all Councillors and Council employees when dealing with the media, interacting on any digital communication platforms and publishing or distributing external communications. It specifies who is authorised to act as a Council spokesperson and the procedures to be followed prior to the release of corporate information.


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This does not preclude Councillors from making their own statements which may conflict with Council’s position. This policy applies to all Councillors and City officers.


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However, Council employees and Council’s corporate resources are to be used only for issues which convey information on Council’s official stance, position, decisions and policy.

DEFINITIONS Councillors - means a councillor of the Council of the City of Gold Coast (including the Mayor)

Council employee - Includes permanent, fixed term and casual employees, trainees and apprentices.

Media - television, radio and print media, including specialist and trade publications and internet news services, their journalists, photographers and camera operators.

Digital communication– is a mode of communication where information is encoded digitally as discrete signals and electronically transferred to recipients. Digital communication is one of the most commonly used modes of communication.

External communications – is the transmission of information from Council to an audience external to Council’s environment.

Spokesperson – a person who speaks as a representative of Council

Corporate information –means knowledge communicated or received concerning Council business, however acquired.

Caretaker period - section– Section 90A of the Local Government Act 2009 provides that defines the caretaker period as

(1) The ‘caretaker period’ for a local government is the period during an election for a localgovernment that -

(a) starts on the day when public notice of the holding of the election is announcedbygiven under the Local Government Electoral Commission of QueenslandAct section25(1); and(b) ends onat the day on which the last declarationconclusion of the poll is displayed by theReturning Officer. election.

(2) There is no caretaker period during a by-election or fresh election.

Election Material -Section 90(D) of the Local Government Act 2009, defines election material as anything able to, or intended to: (a) influence an elector about voting at an election; or(b) affect the result of an electionExamples - a factsheet or newsletter that raises the profile of a councillor.

RELATED POLICIES AND DELEGATIONS Acceptable Request Guidelines Advertising Spending Policy Code of Conduct for Employees Communication Guide Policy Community Consultation Policy


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Disaster Management Policy Entertainment & Hospitality Expenditure Policy and Procedures Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy Enterprise Risk Management Policy Protective Security Policy Information Management and Policy Information Privacy Policy Procurement Policy and Contract Manual Right to Information and Information Provision Policy ICT Security – Information Security Classification Standards Procurement Policy and Contract Manual Advertising Spending Policy Social Media Policy Enterprise Risk Management Policy Disaster Management Policy Signage and Brand GuidePolicy Communication Guide Policy Community Consultation Policy

LEGISLATION Local Government Act 2009 Local Government Regulation 2012 Local Government Electoral Act 2011 Public Records Act 2002 The Code of Conduct for Councillors in Queensland See Section 3. www.digrma.qld.gov.au/resources/publication/local-government/code-of-conduct-for-queensland-councillors.pdf

SUPPORTING DOCUMENTS Attachment A – Operational Guidelines for External CommunicationsStandard (within policy) Attachment B – Digital Communication Standards for Councillors

RESPONSIBILITIES Sponsor Chief Operating Officer Owner Manager, Corporate Communication

VERSION CONTROL Document Date Approved

Amendment

23598733 v8 23598733 v7 11.08.16 COO iSpot #57358583 Minor amendment 23598733 v6 01.12.15 GA15.1126.010/G15.1201.019 Major change – Caretaker

Period 23598733 v5 03.06.14 G14.0603.019 Council resolution


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23598733 v4 29.09.08 Minor amendment 23598733 v3 GF08.0806.007 /

G08.0811.017 Council resolution

23598733 v2 04.07.03 23598733 v1 18.04.97


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Attachment A: Operational Standard

EXTERNAL COMMUNICATIONS This policy ensuresaims to limit risks of miscommunication by ensuring that Council presents clear and factual external messages without unnecessary confusion caused by individual perceptions and interpretations. All external communications must be prepared and issued in accordance with these guidelines.

scope This policy provides direction for Councillors and City officers when dealing with the media, interacting on social media and making external communications. They specify who ismade by authorised to act as a Council spokesperson and the procedures to be followed prior to the release of corporate information. persons using consistent and established protocols.

This does not preclude Councillors from making their own statements which may conflict with Council’s position. However, City officers and Council’s corporate resources are to be utilised only for issues which convey information on Council’s official stance, position, decisions and policy.

Operational guidelines

1.0 OPERATIONAL STANDARDS Communication and publicity stems from fivesix principal sources, as a result of:

opportunities generated by Corporate Communication requests from the Office of the Mayor decisions reached at Council meetings requests from a wide range of media outlets interactions on social media

Official spokesperson media enquiries

2.0 OFFICIAL SPOKESPERSON Only the official spokesperson is authorised to make statements on Council’s behalf.

Mayor The Mayor is the official spokesperson for Council on all issues.

Given the Mayor is elected by the whole of the City,; the Mayor is often requested to comment in addition to, or instead of, the relevant spokespersonother spokespeople (as listed below).

Deputy/Acting Mayor In the absence of the Mayor or at the request of the Mayor, the Deputy Mayor may beact as the official spokesperson. This arrangement also applies to any Councillor who may be appointed Acting Mayor in the absence of both the Mayor and Deputy Mayor. In the event the Mayor is absent from the


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City, the Mayor may still elect to be the official spokesperson on a particular matter. The Acting Mayor wouldwill be advised at the time. Committee Chairs The Mayor (or Acting Mayor) may designate athe Committee Chair as the official spokesperson for issues relating to and generated from their specific committee. During the Chair’s absence, the Deputy Chairperson may act as spokesperson on the relevant area of Committee responsibility. Given media is unlikely to attend committee, If required Corporate Communication will focus on preparing Key Messages/prepare key messages and / or a media statement to be issued (if required) post Full Council. . If a committee item is likely to attract media interest, Key Messages and a potential media statement will be prepared for the Committee Chair. If the Mayor intends to publicly speak on a Committee issue he/she will, where practical, advise the relevant committee chaira copy of the key messages will be provided to the Committee Chair before undertaking the interview. This where possible. When this is not always possible as media often ask questions without notice on a range of topics and may result in Key Messagespractical, key messages or Speaking Points having tospeaking points will be made available immediatelysoon after an interview has occurred. . Divisional Councillors The Divisional Councillor is also the spokesperson on local divisional issues. Divisional Councillors will be provided any information given to the media in relation to issues, or events, within their respective divisions. as soon as practically possible. Where a significant project is occurring within a division, Corporate Communication will provide any Key Messageskey messages or proposed media statement to the Councillor, as well as the Mayor. Examples may be major road upgrades, new community infrastructure, emerging issues, public safety or key events. Divisional Councillors may make personal statements on any issue. Councillors must clearly articulate that personal comments incongruent with Council’s position are theirs alone. Corporate resources are not available to generate media on grassroots divisional events, however, advice will be provided to the Councillor on the best approach to generating media interest via platforms such as social media. The Branch will provide social media training and updates on trends for Councillors as requested. Caretaker Period Section 90D of the Local Government Act 2009 prohibits the publication or distribution of election material during the caretaker period. Election Material -Section 90(D) of the Local Government Act 2009, defines election material as anything able to, or intended to:

(a) influence an elector about voting at an election; or (b) affect the result of an election

Examples - a factsheet or newsletter that raises the profile of a councillor


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Council and Councillors must not issue or produce direct mail bulk mail outs during caretaker period. Media releases during the caretaker period must be ofin the public interest, relate to day-to-day Council business, and must not be able to be reasonably construed as being “election material” of for political purposes. Media events (i.e. launch of an event) may be held during the caretaker period provided they relate to core Council business or an ongoing project and are not used for political purposes. If, at a media event, the Mayor and / or a Committee Chair are asked a political question, (their opinion on the upcoming related election), the Mayor and / or Committee Chair may respond in their capacity as a candidate. Chief Executive Officer The Chief Executive Officer, in consultation with the official Council spokesperson, may issue statements on corporate issues (such as staff/administrative matters). City officers City officersCouncil employees Council employees, including Directors, are not official Council spokespeople unless otherwise requested to comment by the Office of the Mayor, Office of the Chief Executive Officer and/or Corporate Communication. If approved, any comments are to be limited to factual information – not opinion or supposition. In times of disaster or other emergency, the Mayor, Chief Executive Officer and/or Corporate Communication Branch may nominate a CityCouncil officer to provide updates to the media and through Council’s own channels. Clarifications Where there is any doubt as to the official spokesperson, or the information to be released, the matter shall be referred to Office of the Chief Executive Officer for determination. The Office of the Chief Executive Officer, in consultation with the Mayor, is the ultimate arbiter in relation to the handling of media issues.

3.0 ATTRIBUTION A “Council spokesperson” should be attributed in external communicationscommunication where there is no other official spokesperson quoted.

Office of the Mayor The Mayor may nominate an advisorofficer from his/ or her office, or direct Corporate Communication, to issue statementsa statement on his/ or her behalf. With the approval of the Office of the Mayor, these comments may be attributable to the Mayor or a “mayoral spokesperson”.


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Office of the Chief Executive Officer The Manager Corporate Communication or delegate may issue statements on behalf of the Chief Executive Officer, and as an official spokesperson of the Chief Executive Officer at the direction of the Chief Executive Officer.

Approval process

4.0 APPROVAL PROCESS External communicationscommunication must be approved by Manager, Corporate Communication or delegate; the official Council spokesperson; and, for matters pertaining to corporate administration, the Office ofrelevant director or the Chief Executive Officer.

reports to council

Directors should liaise with Corporate Communication to determine the likely media interest in reports to Council and its committees. Where appropriate, Corporate Communication will prepare Key Messages for the Chairperson (and other Councillors, including the Mayor).

confidentiality

5.0 CONFIDENTIALITY Resolutions adopted by Council and recommendations adopted by Committee are public information and available to the media.

Notice that information/agenda items listed as confidential under the Local Government Act 2009 and the Local Government Regulation 2012 are to be discussed, is public information, but the actual information/agenda item, where it is deemed confidential must not be communicated under any circumstances.

Council’s A breach of the Local Government Act 2009 confidential information management policies applyprovisions included a release such as:

orally telling any person about the confidential information: providing the original or a copy of confidential documentation or any part of the

documentation that is marked confidential; paraphrasing – putting into their own words any confidential information and providing

that in writing or orally.

Council’s Information Management Policy applies to all external communicationscommunication by Councillors and City officersCouncil employees.

Meeting propriety

Taking pictures, videoing, or recording audio on the floor of Council Chambers during a meeting is not permitted unless approved by Corporate Communication, the Office of the

Mayor and/or Office of the Chief Executive Officer. Audio can be recorded from the media room however, television footage must not include audio.


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contact information

6.0 CONTACT INFORMATION External communicationscommunication promoting Council initiatives must feature official customer contact phone numbers, website addresses and email addresses. If the external communication is a City Reputation initiative (where GOLDCOAST

or Australia’s

GOLDCOAST is used as the branding) where appropriate the website url: wearegc.com.au must be

included.

7.0 MEDIA It is the responsibility of Corporate Communication to respond to media inquiriesenquiries about Council decisions and initiatives. The Office of the Mayor, responsible Director, and, where relevant, the appropriate divisional Councillor will be made aware of media inquiriesenquiries. The Office of the Chief Executive Officer and Directors should make every effort to assist, in a timely manner and mindful of deadlines, Corporate Communication in the preparation of responses including through research and technical advice. Media responses must be approved by the official spokesperson. Corporate Communication should give priority to proactive media opportunities that protect and enhance the City’s reputation, and the balance of inquiriesenquiries secondly.

8.0 MEDIA INQUIRIESENQUIRIES TO CITY OFFICERSCOUNCIL EMPLOYEES Without prior approval of:Unless otherwise approved by the Manager Corporate Communication and/or the Chief Executive Officer, Chief Operating Officer or relevant Director, City officersCouncil employees must decline media opportunities and refer the journalist to the media team as well as notifying the media team of the enquiry. If approval is provided, City officers can only give answers of fact and must not offer comments or opinions. The Chief Executive Officer, given the role, can provide greater detail when publicly discussing matters under his/her administration.

9.0 PROACTIVE MEDIA OPPORTUNITIES Corporate Communication is responsible for developing and executingfacilitating newsworthy media opportunities to reflect the priorities set out in the Budget and Corporate Plan, and in anticipation of significant Council decisions and projects. Proactive media opportunities should be organised to ensure the participation of the official Council spokesperson. Divisional Councillors will be extended an invitation to attend media events held within their respective divisions. Equally, Councillors should as a courtesy advise the Mayor’s media staff of any media interviews they are undertaking on a City-Wide issue. City officersCouncil employees are encouraged to contact Corporate Communication with items they believe merit media coverage and are consistent with Council’s priorities.


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10.0 COUNCILLOR COMMUNICATIONS External communicationscommunication prepared by Councillors to be issued by or published at any cost whatsoever to Council, including social media channels, must be in accordance with Council decisions and policies and not:

bring the City, Council, Councillors, CityCouncil officers into disrepute

defame an individual or group

contain information which is knowingly false or misleading

divulge confidential information (as determined by Council) contain direct personal promotion, such as election campaign material

contain content that can reasonably be considered self-promotion or used to raise the profile of a Councillor. This is particularly relevant with respect to newsletters and/or factsheets. Councillors should construct the communication to be informative, so as not to be seen as election material.

It is the responsibility of the author or authors of these materials to ensure accuracy, equity and fairness, and complycompliance with legislation and this Standard. Community Council Consultation by the Mayor or Councillors is to be undertaken in accordance with the requirements specified in the Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy and Community Engagement Policy. Councillor Divisional Newsletters, Mayoral Newsletters and bulk mail outs must be approved by Manager Corporate Communication and Executive Officer – Office of the CEO prior to printing. All distribution costs of Councillor Divisional Newsletters, Mayoral Newsletters and bulk mail outs must be funded as prescribed in the Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy – Attachment A - Standards 2.1.8 Printing, Stationery, Postage and Distribution. If a mail out is associated with a Council approved event, or capital work, printing and distribution costs may be funded from the relevant budget adopted for that purpose. Councillors are to manage their own social mediadigital communication platforms. Corporate Communication’s role is limited to Gold Coast Brand approval; supplying templates and training as required. Corporate Communication has no role in the creation or management of any of these sites. While Councillors are not covered under the Social Media Policy, they must be cognisant of their responsibilities under the Local Government Act (Division 6 -– Conduct and Performance of Councillors) and be aware that inappropriate use of the social media could be deemed Inappropriate Behaviourinappropriate behaviour conduct under the Local Government Act. Corporate Communication controls official social media channels for Council and websites, Twitter, Facebook and other sites published at a cost to Council, on behalf of the organisation. including wearegc.com.au. This includes content, unless otherwise agreed.

Representing council

City11.0 REPRESENTING COUNCIL


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Council officers must secure permission from the Chief Executive Officer and/or, Chief Operating Officer or relevant Director and/or(subject to advice from Corporate Communication if required) before accepting external speaking engagements. Where applicable, all presentations, videos, etc. must also be provided to the Chief Executive Officer and/or, Chief Operating Officer or relevant Director and(subject to advice from Corporate Communication for approval.if required).

This policy does not extend to day-to-day activities such as presenting to community groups and schools as part of the City’sCouncil’s on-going programming.

If a presentation is accepted by a CityCouncil officer as a private citizen, it must be made very clear to the audience that the comments are not related to the individual’s status as a CityCouncil officer. Refer to the Code of Conduct for Employees for further information.

Product Publicity

12.0 PRODUCT PUBLICITY City officers must abide by the following guidelinesrequirements in relation to suppliers wishing to obtain publicity from the fact that Council is using their products or services:

CityCouncil officers must refer all requests by suppliers for publicity to CorporateCommunication. This includes case studies and all external communicationscommunication.

CityCouncil officers should not offer testimonials for supplier products. This means that nophotographs of Council people (identified either by logo, name or position title) are to appear inany medium, and no Council person or contractor is to be quoted in any supplier story, ‘casestudy’ or advertisement relating to a product or service. The Chief Executive Officer and/or,Chief Operating Officer or relevant Director must approve exceptions, in liaison with CorporateCommunication.

Suppliers may issue media statements about Council using their product or service, but thesemust be written in the third person only. Any media statement written by a supplier mentioningCouncil must first be approved by the Chief Executive Officer and/or, Chief Operating Officer orthe relevant Director, in liaison with Corporate Communication.


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Attachment B Digital Communication Standards for Councillors

Table of Contents


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1.0 Introduction ................................................................................................................................................ 10

2.0 Definitions ................................................................................................................................................... 10

3.0 Digital communication channels ............................................................................................................... 11 3.1 Social media ............................................................................................................................. 11 3.1.1 Personal account(s) .............................................................................................................. 11 3.1.2 Councillor official social media account(s) ............................................................................. 12 3.1.3 Divisional social account(s) ................................................................................................... 12

3.2 Website / pages.................................................................................................................................. 13 3.2.1 Divisional official web page on corporate website ................................................................. 13 3.2.2 Councillor official website ...................................................................................................... 13

3.3 Electronic direct mail (eDM) ............................................................................................................... 14 3.3.1 Councillor official eDM ........................................................................................................... 14 3.3.2 Divisional eDM ...................................................................................................................... 14

4.0 Managing accounts and pages ................................................................................................................. 15 4.1 General information ............................................................................................................................ 15 4.2 Council resources ............................................................................................................................... 15

4.2.1 Councillor Support staff ......................................................................................................... 15 4.2.2 Other City staff ...................................................................................................................... 15 4.2.3 Personal accounts ................................................................................................................. 16 4.2.4 City photography and videography ........................................................................................ 16 4.2.5 Attributing content ................................................................................................................. 16

5.0 Recording keeping ..................................................................................................................................... 16

6.0 Practical tips ............................................................................................................................................... 16 6.1 Do … .................................................................................................................................................. 16 6.2 Do not … ............................................................................................................................................ 17

7.0 Complaints received via social media ...................................................................................................... 17

8.0 Register of official accounts ...................................................................................................................... 17

9.0 Caretaker period ......................................................................................................................................... 18 9.1 Corporate website ..............................................................

791 governance and administration committee 23 july 2020 ... · 7/23/2020 · that the report of...

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