REGIONAL ASSET MANAGEMENT GROUP

MINUTES

Meeting No 36 Meeting FNQ Regional Asset Management Group (RAMG) Date 6 August 2019 Time 10:00am Venue Boardroom – Shire Council Chambers (65 Rankin Street Mareeba) The meeting opened at 10:00am. 1. Attendance

Name Organisation Robert Jones Regional Council Steve Alberecht Cairns Regional Council Kaylee Catling Cairns Regional Council Jacqui Perkowicz Mareeba Shire Council Kayla Hales Mareeba Shire Council Perry Clum Mareeba Shire Council Glenda Kirk Mareeba Shire Council Gavin Brown Mareeba Shire Council(Presentation Only) Cassie Twine Tablelands Regional Council Kylie Hempel Tablelands Regional Council Tony Hughes Tablelands Regional Council Lachlan Rankine FNQROC Sandeep Tut Douglas Shire Council Colin Chalmers Douglas Shire Council

2. Apologies

Name Organisation Sam Wakeford Mareeba Shire Council Michael Czarnecki Cook Shire Council Martin Cookson Cook Shire Council Garry Pickering Croydon Shire Council David Munro Etheridge Shire Council Dawn Lake Yarrabah Aboriginal Shire Council Sarah Shorey Tablelands Regional Council Chris Mitchell Tablelands Regional Council Justin Fischer Cassowary Coast Regional Council Jason Hemingway Cassowary Coast Regional Council Michael Kriedemann Douglas Shire Council Simon Michie Douglas Shire Council Mark Crawley Carpentaria Shire Council Helius Visser Cairns Regional Council Michael Ringer Cairns Regional Council

FNQROC – FNQ Regional Asset Management Group (RAMG), Meeting Page 1 of 8 No.36 - 6 August 2019

Name Organisation Ian Pearl Cairns Regional Council Jodie Harpin Hinchinbrook Shire Council Monica Acconero Hinchinbrook Shire Council Joel Elkhorne Hinchinbrook Shire Council Claudia Doughboy Aboriginal Shire Council Peter West Wujal Wujal Aboriginal Shire Council Victor Mills Wujal Wujal Aboriginal Shire Council

3. Welcome

Lachlan welcomed attendees, thanked everyone for taking the time to attend the acknowledging those that had travelled to the meeting.

4. Acceptance of previous minutes – previous meeting No.35

No objections raised. 5. Actions from Previous Meeting No. No.35

ACTION ACTION OWNER NO. 34.1 All councils, to send their building condition summary databases - Hinchinbrook Shire Council to Lachlan for amalgamation into a single spreadsheet that all - Cairns Regional Council could use. Once amalgamated, Lachlan will re-distribute these to - Mareeba Shire Council councils to seek endorsement from respective council for use - Wujal Wujal Aboriginal Shire within their asset management departments. Based on these Council categories a condition rating guidance document will be - Tablelands Regional Council prepared - Cassowary Coast Regional Council - Cook Shire Council - Croydon Shire Council - Douglas Shire Council - Carpentaria Shire Council - Etheridge Shire Council - Yarrabah Aboriginal Shire Council - Hopevale Aboriginal Shire Council Item Update: Received from Hinchinbrook and Mareeba Shire Councils. Councils were requested to forward their building condition summary databases to Lachlan to allow compilation. 34.6 Regional Forward Revaluation Calendar - Lachlan to Emailed to councils 18 Oct develop/distribute 5 year calendar for councils to populate. 2018 &30 April 2019

All Councils to respond(ex MSC,CRC) Item Update: Emailed to councils 18 Oct 2018 &30 April 2019. Received from Mareeba Shire Council and Cairns Regional Council. Councils were requested to their relevant revaluation calendar updates to Lachlan.

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 2 of 8 Street Mareeba), Meeting No.36 - 6 August 2019

34.8 When requested, councils to provide Lachlan with an updates to FNQROC the useful life benchmarking spreadsheet. All Councils(ex MSC) Item Update: Received from MSC/CRC. Remaining councils outstanding. Councils were requested to forward their updates to the useful life benchmarking spreadsheet to Lachlan. 35.1 Lachlan to investigate funding for Australian Quality Training Lachlan Framework approved courses under SCDF Funding. Item Update: Councils discussed the specific training course (https://www.cqu.edu.au/courses/graduate- certificate-in-asset-and-maintenance-management) and advised that it aligns under the SCDF vision of capability development/capacity improvement of staff in one of the core functions, with a submission likely to be looked upon favourably. Lachlan indicated preliminary enquiries with TMR have indicated that this application would likely be supported, with the department providing ‘‘in principle” for 50% of the full amount required, then funds would be released as staff pass units, as an incentive to complete assessments. It is expected that this would be done on a group basis, rather than individually. 35.2 All councils to send their preferred reporting characteristics (for All Councils asset performance), and for FNQROC to draft a letter to the ALGA requesting review of the categories of information requested. Item Update: No Responses received. Councils were requested to forward their preferred reporting characteristics to Lachlan to allow a submission to be made. 35.3 Cairns to forward toilet strategy to Lachlan (subject to approval) Lachlan for distribution. Item Update: Item completed. Strategy sent to RAMG on the 8 May 2019.

35.4 TRC and MSC to forward their simplified versions of the RMPC TRC(Chris) and MSC(Jacquie) defect categorizations and weightings to Lachlan for Distribution. Item Update: It was noted that TechOne sample output reports had been received from MSC. Tabulated defect categories can be found in Appendix A. 35.5 Lachlan to approach Technology One for a process map of their Lachlan base methodology, for use by councils to develop/clarify their own business mapping/processes. Item Update: 5 Follow ups made (1&2/5/19(email and direct), 23/7, 24/7, 5/8/19). LR still awaiting advice from Technology one (Ian Dempsey). 35.6 Councils to send their current trigger levels for All Councils componentisation, and the categories of componentisation to Lachlan for collation Item Update: With the exception of MSC, whom advised of no specific financial threshold, Councils were requested to advise of their current componentization trigger levels (financial/structural et al.) for collation and RAMG discussion.

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 3 of 8 Street Mareeba), Meeting No.36 - 6 August 2019

6. Presentations:

Item Asset Management Planning – Case study of MSC Bridges Asset Management (Sub) Plan 36.1 Mareeba Shire Council presented on the structural changes being made to how their Strategic Asset Management plans are being put together, with the intent being a shorter, simpler, more succinct overarching document, with smaller, targeted, data rich sub plans being used for specific asset classes. It was noted that this was available on the website(www.msc.qld.gov.au). It was noted that ‘snapshot’ documents have been effective in engaging councillors on key information and concerns.

Covers traffic bridges, causeways, and major culverts(Dia>1800mm). Looks at strategic and legislative framework, asset management principles and how they apply in this subplans, identifies service levels and KPI’s, future expected demand, lifecycle management, financial summary, maturity analysis summary and improvement plan.

Specific queries were raised around Technology One interacts with the reporting process (prioritisation of works, methodology for capital renewal projects) namely, the data outputs integrate with this reporting.

Operational methodology was further discussed and it was noted that the information shared therein was sensitive in nature, however should any further information be required, to contact MSC Asset Management.

Item Technology One (T1) – Process flow – Defects to Work Orders (MSC) 36.2 A number of councils are currently at different stages of deliberation or implementation of various modules of T1. MSC discussed the development of their asset management systems and the details of how these are being implemented via T1. Specifically, MSC has recently implemented the Defect module of T1, with the discussion centring around the details of how this occurred. A share screen demonstration was undertaken as to how this occurs, with councils querying throughout.

Urgent -Work Order Defect Identified & Asset Class Spervisor Created Categorised as Logged Review & Prioritise for Non Urgent - Defects Urgent/Non Urgent (Internal/External) Urgency Aggregated to Single Work Order

With the each of the asset attributes - Councils can tailor defects to what each council wants to capture/report (20 user fields/selection codes globally (i.e. inclusive of asset register fields (up to 10 fields/ selection codes for defects within the defect module of T1). Consistency of user fields maintained between each defect/asset types (i.e. user field 10 as comments – to allow better data manipulation downstream). Work order priority categorised into 4 levels (Immediate Response\Required within a month\Capital Maintenance\Capital Works). Discussion was had around how costs are attributed to assets (and subsequent componentisation therein, this can be done manually, or auto allocation), and the ability to retrospectively attribute to assets (noting the financial impacts this has).

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 4 of 8 Street Mareeba), Meeting No.36 - 6 August 2019

Discussions identified that councils were using different applications in the capture data/asset information (i.e. Confirm/T1 Module) as a result of offline capability/mobility limitations in areas without mobile reception. MSC noted that his had been resolved within the T1 software.

A brief discussion was also undertaken as to how T1/XL1 support reporting and the preparation of reports (i.e. the ease of handling and isolation of data for report writing, it was noted that XL in particular provides a great amount of flexibility and support in this regard.)

Final comments indicated that for those looking at configurations of Townsville City Council have an extremely effective setup for water assets/defects and process flow. It was noted that this process is extremely similar to the process flow T1 now use(available for purchase.)

7. General Business

Item Major Culvert Definition 36.3 A brief discussion was undertaken as to what each council were defining as a ‘major culvert’ within their asset management plans. It was noted all councils present(excl. TRC) define a major culvert as having either a diameter or span > 1800mm or >3m2 in total cross sectional area. TRC are utilizing greater than > 1500mm or >3m2 in total cross sectional area (better aligning with TMR standards. It was noted this was changed as a result of OH&S requirements for inspections). 8. Points for noting to the FNQROC Board

None for Noting. 9. Next meeting

9 October 2019

10. Meeting Closed

With the exception of motions and explicit request to be named, this meeting operates under Chatham House Rule:

Everyone present is free to use the information received, but they cannot reveal the identity or affiliation of the speaker or any other participant.

The Chatham House Rule allows people to speak as individuals, and to express views that may not be those of their organisation. It encourages free discussion.

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 5 of 8 Street Mareeba), Meeting No.36 - 9 October 2019

11. Actions from Meeting No. No.35

ACTION ACTION OWNER NO. 34.1 All councils, to send their building condition summary - Hinchinbrook Shire Council databases to Lachlan for amalgamation into a single - Wujal Wujal Aboriginal Shire spreadsheet that all could use. Once amalgamated, Lachlan Council will re-distribute these to councils to seek endorsement - Tablelands Regional Council from respective council for use within their asset - Cassowary Coast Regional management departments. Based on these categories a Council condition rating guidance document will be prepared - Cook Shire Council - Douglas Shire Council - Carpentaria Shire Council - Etheridge Shire Council - Yarrabah Aboriginal Shire Council - Hopevale Aboriginal Shire Council 34.6 Regional Forward Revaluation Calendar - Lachlan to Emailed to councils 18 Oct 2018 develop/distribute 5 year calendar for councils to populate. All Councils to respond(ex MSC) 34.8 When requested, councils to provide Lachlan with an FNQROC updates to the useful life benchmarking spreadsheet. All Councils(ex MSC) 35.1 Lachlan to investigate funding for Australian Quality Lachlan Training Framework approved courses under SCDF Funding. 35.2 All councils to send their preferred reporting All Councils characteristics (for asset performance), and for FNQROC to draft a letter to the ALGA requesting review of the categories of information requested. 35.4 TRC and MSC to forward their simplified versions of the TRC(Chris) and MSC(Jacquie) RMPC defect categorizations and weightings to Lachlan for Distribution. 35.5 Lachlan to approach Technology One for a process map of Lachlan their base methodology, for use by councils to develop/clarify their own business mapping/processes. 35.6 Councils to send their current trigger levels for All Councils componentisation, and the categories of componentisation to Lachlan for collation

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 6 of 8 Street Mareeba), Meeting No.36 -

Appendix A

Bridge & Miscellaneous Structure Defects Bridge Defects General- Debris on Bridges Concrete Roadway, Culvert, Pipe, Pit & Floodway Cracks in Concrete Roadway Culvert, Pipe, Pit & Floodway Defects, Other Drainage Obstructed Spalling of Joints - Concrete Pavement Cracks in Bituminous Surface Bituminous Surface Cracks General Crocodile Cracking in Bituminous Surface Deformation and Potholes in Bituminous Surface Potholes/ Delamination in Bituminous Surface Ruts in Bituminous Surface Shoving of Pavement or Asphalt Very rough surface (Isolated sections) in Bitumen (pavement Edge Defects Bituminous Surface Edge Break in Bituminous Surface <150mm Edge Break in Bituminous Surface >150mm Edge Drop off in Bituminous Surface >100mm Edge Drop off in Bituminous Surface <100mm Other Bituminous Surface; Debris on Sealed Surface Depressions Service Reinstatement Grass on Sealed Roadway Loose Stones or Debris on Sealed Roadway Other Roadside Defects Litter on Road Reserve Roadside Vegetation Defects Grass, Trees and Shrubs in Sight Line Landscaping Defects Large Trees and Shrubs Close to Roadway Trees or Limbs Likely to Fall on Roadway Surface Drain Defects Surface Drain Defects Surface Texture Deficiencies Bituminous Surface Flushing, Bleeding Seal Other Bituminous Surface Texture Defects Ravelling or Stripping Seal Traffic Furniture Defects Guide Post or Delineator Defects Kerb or Dyke Defects

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 7 of 8 Street Mareeba), Meeting No.36 -

Traffic Marking Defects Missing or Faded Painted Road Lines and Markings Raised Pavement Marker Defects Traffic Sign Defects Missing or Defective Guide Sign Missing, Damaged or Dirty Reg, Warning or Hazard Sign Misalignment Unsealed Roadway Defects Loss of Pavement Running Course Potholes in Unsealed Roadways Wheel Ruts in Unsealed Roadways Unsealed Shoulder Defects Debris on Unsealed Shoulder Excessive Crossfall in unsealed shoulder Hazardous Dry Loose Material in Unsealed Shoulders Insufficient (Adverse) Crossfall Lateral Scour Channels in Unsealed Shoulders Reduced Shoulder Width in Unsealed Shoulders Ruts in Unsealed Shoulders Shoulder Defects, General

FNQROC – Boardroom – Mareeba Shire Council Chambers (65 Rankin Page 8 of 8 Street Mareeba), Meeting No.36 -