REGIONAL ASSET MANAGEMENT GROUP MINUTES Meeting No 36 Meeting FNQ Regional Asset Management Group (RAMG) Date 6 August 2019 Time 10:00am Venue Boardroom – Mareeba Shire Council Chambers (65 Rankin Street Mareeba) The meeting opened at 10:00am. 1. Attendance Name Organisation Robert Jones Cairns 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 Wujal Wujal 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