Precincts - Gardens Theatre Proposal for Change
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Precincts – Gardens Theatre
Proposal for Change
Change Sponsor: Profession Scott Sheppard; Deputy Vice-Chancellor and Vice-President
(International)
Version 1.0
16th Sept 2019
1Contents
1. Introduction ................................................................................................................................... 3
2. Background and Rationale for Change ........................................................................................ 3
2.1 Background ............................................................................................................................ 3
2.2 Rationale for Change and Impact ......................................................................................... 4
2.3 Current State .......................................................................................................................... 5
3. Proposal to mitigate adverse staff effects for current staff where possible ............................. 6
4. Transitioning staff to the new structure...................................................................................... 7
4.1 Timing .................................................................................................................................... 7
4.2 Transition Principles ............................................................................................................. 7
5. Engaging, Consulting and Supporting Staff ................................................................................. 8
5.1 Engaging and Consulting ...................................................................................................... 8
5.2 Supporting Staff and Building Capability ............................................................................ 9
6. Stakeholders and proposed timeline ......................................................................................... 11
Appendix 1: Proposed workforce profile impacts ............................................................................ 12
Table 1.1 Workforce profile impacts ............................................................................................. 12
21. Introduction
This Proposal for Change (‘Proposal’) outlines the proposed management of the impacts resulting
from the demolition and re-development of X Block GP for Gardens Theatre staff in the Division of
International in the following areas:
Dedicated Theatre Staff
The Events Team
The Conferences Team
This demolition is in accordance with the University’s Estate Master Plan (2018) which is a ten year
plan outlining the strategic framework for QUT’s build environment and landscapes.
In particular, the Proposal outlines:
1. The background and rationale for change; and
2. How the university proposes to:
mitigate adverse staff effects and minimise redundancy; and
ensure appropriate workload for remaining staff.
This proposal does not address other Professional or Academic staff currently located in X-Block.
Following consultation on this Proposal for Change, should it be determined that the change will
proceed as outline in the proposal, a draft Change Management and Implementation Plan (‘CMIP’)
will be prepared as per the Enterprise Agreement and released for consultation.
2. Background and Rationale for Change
2.1 Background
The QUT Precincts devise and conduct exhibitions, programs and performance for a range of QUT
and community audiences. They also provide specialist knowledge on the visual and performing arts
to QUT and the wider community.
Gardens Theatre Complex which is managed by QUT Precincts, is an inner-city performing arts
venue, with a 397-seat auditorium with Orchestra Pit, Front-of-House service, and backstage
facilities including a green room, dressing rooms, and a rehearsal/performance studio with sprung
floor. The theatre is equipped with AV capabilities.
On average the theatre hosts 200 events each year including internal and external performances and
functions.
The building is 47 years old and whilst still functional, does not optimize the potential of the unique
site which is possibly one of the most prominent locations on the Gardens Point campus and has
both cultural and historical significance.
There are three cohorts of staff that support, or in part support, the activities within Gardens
Theatre; Theatre Staff (Including technicians and front of house), the Events Team and the
Conferences Team.
32.2 Rationale for Change and Impact
The Estate Master Plan which was approved by University Council in December 2018, identifies the
Gardens Theatre Precinct as requiring major redevelopment in order to allow for the creation of a
new significant and signature building that will provide strong and innovative representation of QUT
and that supports a broad range of University, community and cultural issues.
The re-imagining of this site will also allow for the strengthening of the relationship between the City
Botanic Gardens, the campus and Riverstage.
This project forms part of a wider University aspiration to be an attractive study destination for local
and international students, and appealing place to work for academic and professional staff. It is the
University’s desire to have a built environment that reflects our ability to accommodate and
embrace new technologies and emerging trends whilst also supporting the local community needs
and recognizing the importance of its cultural heritage and importance.
Although the demolition of X Block is scheduled for December 2020 the University will immediately
cease programming productions for 2021 and beyond. Performance seasons are normally
programmed 12 to 24 months ahead. Accordingly, there will be a decrease in demand and use of the
Theatre which will directly impact upon the need for staff to support events both before, during and
after demolition due to:
A decrease in prospective performance bookings for the Theatre pending demolition as it
will not be available as a venue on a recurrent basis for future events;
The demolition of the Theatre will result in a decrease of events which need to be
supported by the University or staff; and
The demolition of the Theatre and construction of a new building is likely to negatively
impact on the demand for other nearby QUT venues. The demand for alternate venues
proximate to the Theatre (e.g. Room 360 and Old Government House) will decrease as the
demolition and construction will negatively impact on the desirability of these venues for
events such as functions and weddings.
The Gardens Theatre has a program of work for 2020 which will go ahead as scheduled.
This Change Proposal has been developed and released now for consultation with the effected staff
because the impact on the staff and resources required by the University to support the Theatre will
commence in early 2020.
42.3 Current State
Theatre Staff
Technicians: Currently there are two ongoing full time (2) Theatre Technicians that are responsible for
supporting functions, events and performances.
One (1) Senior Theatre Technician (HEW6) who is responsible for working in close collaboration with
external companies and staff to ensure the effective and efficient delivery of productions at Gardens
Theatre. This role is an outward facing position and is also required to supervise and direct other staff.
The position is also responsible for technical equipment within the Gardens Theatre.
One (1) Theatre Technician (HEW5) who is responsible for supporting the technical functions of
student and internal productions across the university, with a focus on supporting QUT Creative
Industries student productions taking place at “the Loft”, Kelvin Grove campus.
One (1) ongoing full time Front of House Officer* (HEW4) responsible for customer contact, ticketing,
licensed foyer bar operation and other production administration duties.
* the current incumbent for this position is on a secondment to a higher duties role until December
31st, 2019. The Front of House position is currently being filled on a fixed term basis until that time.
Events
Currently there are six (6) ongoing full time roles comprising:
One (1) Events and Client Services Manager (HEW9)
One (1) Customer Service Coordinator (HEW7)**
Two (2) Events Officers (HEW5)*
One (1) Event Sales Officer (HEW5)
One (1) Administration Officer (HEW4)
* One current incumbent is on secondment until July 2020
** Incumbent is on maternity leave
There is also:
Two (2) fixed term full time Events Officers (HEW5)*
One (1) fixed term full time Customer Service Coordinator (HEW7)**
* One role is backfilling an ongoing full time role incumbent who is on secondment
** This position is backfilling the ongoing incumbent who is on maternity leave
5Conferences.
One (1) ongoing full time role:
Events Protocol Coordinator (HEW8)
Six (6) fixed term full time roles comprising of:
One (1) Business Manager, Conferences (HEW9)
Three (3) Events Management Officers (HEW6)
Two (2) Events Officers (HEW5)
Three (3) fixed term part time roles:
Three (3) Events Officers (HEW5)
3. Proposal to mitigate adverse staff effects for current staff where
possible
The information below is also represented in Appendix 1 (Table 1.1).
Theatre Staff
Senior Theatre Technician: Due to the highly specialised nature of the work undertaken by this role
including the liaison with external production companies, and the ultimate cessation of ongoing work
utilising these skills, it is proposed to make this position redundant.
The proposed date of redundancy is 2nd Jan 2021.
Theatre Technician: It is proposed that this position will continue to support Creative Industries and
internal productions and events at The Loft. They may also be required to assume additional or
alternate duties consistent with the nature and classification level. Where appropriate, they will
receive training, instruction, and ongoing development for such tasks.
This proposed change will require a change of primary work locations from Garden’s Point to Kelvin
Grove campus.
Front of House Officer: It is proposed that this position will continue to support Creative Industries and
internal productions and events at The Loft. They may also be required to assume additional or
alternate duties consistent with the nature and classification level. Where appropriate, they will
receive training, instruction, and ongoing development for such tasks.
This proposed change will require a change of primary work locations from Garden’s Point to Kelvin
Grove campus.
6Events
All current ongoing events staff will be retained and will continue to support internal and external
events, performances, conferences and other activities across the university. Due to the expected
reduction in demand due to the closure of theatre there may be additional or alternate duties
consistent with the nature and classification of the role. Where appropriate, staff will receive training,
instruction, and ongoing development for such tasks.
This proposed change may potentially require a change of work locations.
The proposed date of commencement of transition is 2nd Jan 2020.
All fixed term contracts will be honoured.
Conferences
The current ongoing conferences staff member will be retained and will continue to support internal
and external events, performances, conferences and other activities across the university. Due to the
expected reduction in demand due to the closure of the theatre there may be additional or alternate
duties consistent with the nature and classification. Where appropriate, the staff member will receive
training, instruction, and ongoing development for such tasks. This proposed change may potentially
require a change of work locations.
All fixed term contracts will be honoured. However, given the decrease in work and demand it is
proposed that all fixed term contracts will not be renewed when they are scheduled to end.
Conferences will continue to be managed as they are now through:
internal staff; and
Professional Conference Organisations (PCOs) overseen by QUT.
Future conferences will be managed and overseen by the events team.
The proposed date of commencement of transition is 2nd Jan 2020.
4. Transitioning staff to the new structure
4.1 Timing
Following the consultation process, the University will finalise its change decision. If the decision is
made to proceed with the change, the new way of working will be progressively implemented from
the 2nd January 2020. A communications plan for informing and engaging with our key stakeholders
and clients will be developed. More detail regarding specific timing of key activities will be provided
in the Draft Change Management and Implementation Plan should the proposed change plan proceed.
4.2 Transition Principles
The University is committed to maximising the job security of all staff, where possible. This includes
ongoing and fixed-term staff.
7The following principles are proposed to meet this commitment to job security and to mitigate the
impact of the proposal on affected staff.
a. Ongoing staff (including ongoing staff on leave)
Ongoing staff will be considered in their substantive position at their substantive classification level.
For staff members who have a substantive position that is proposed to be discontinued but whom are
currently on secondment or on a concurrent fixed-term contract (and who do not secure a new role
in the structure), any Redundancy Date or Redeployment Date will be the date their secondment or
concurrent fixed-term contract ends. There will be no further extension to the secondment or
concurrent fixed-term contract.
b. Continuation in positions where possible
Ongoing staff whose positions are not affected (because there is no substantial change to their roles)
will continue in their substantive roles, notwithstanding that they may have a different reporting
structure or change to their duties consistent with their classification level.
d. Fixed-term and casual contracts
The current contracts of all fixed-term staff will be honoured.
Severance payments may be payable to fixed-term staff in accordance with the Enterprise Agreement.
e. Part-time staff (ongoing and fixed-term)
All part-time working arrangements for staff will be honoured to the current end date of their
arrangement. If the proposed changes proceed, staff are encouraged to discuss these arrangements
with their new supervisor.
f. Leave
All existing leave entitlements of staff in affected positions will be unaffected by the proposed
restructure.
5. Engaging, Consulting and Supporting Staff
5.1 Engaging and Consulting
The University’s aim is to engage with staff throughout the transformation process to unlock the value
and enhance the sustainability and performance of QUT’s operations. This will be achieved through
8the sharing of information, encouraging consultation and feedback, and providing opportunities for
active participation throughout this process.
The University encourages feedback from staff on the Proposal for Change. Staff members are invited
to provide comments or submissions to: gtfeedback@qut.edu.au.
All feedback will be considered by the Change Sponsor and will inform the final decision taken by the
University.
5.2 Supporting Staff and Building Capability
The University will continue to support staff and provide opportunities to build capability, to ensure
successful transformation underpinned by the following REAL World Capabilities:
• Agility and openness to change;
• Future focused thinking; and
• Leadership of strategy, action and others
A suite of career capability and support programs is running throughout the year for staff who are
interested. This link provides further information.
Useful contacts and support
You are encouraged to contact the following people for further information or support about the
change process:
Jill Standfield
Acting Executive Director
Ext: 84435
Email: j.standfield@qut.edu.au
Melissa Johnston
Manager HR Projects (Change)
Ext: 84162
Email: melissa.johnston@qut.edu.au
Jenny Browne
Senior HR Partner
Ext: 80750
Email: j.browne@qut.edu.au
As individual staff members respond to change in different ways, support is available through the
University’s free confidential counselling and support services provider, Assure Programs (1800 808
374). A dedicated Manager Hotline is also available. Further information is available from
www.assureprograms.com.au
910
6. Stakeholders and proposed timeline
NAME POSITION INTEREST IN THE PROJECT
Jill Standfield Acting Executive Director,
Precincts Change Sponsor
Associate Director, HR Client
Mr Brian Lovi Services HR Support
Melissa Johnston Manager – HR Projects HR Support
(Change)
Jenny Browne Senior HR Partner HR Support
All staff whose current roles All staff whose current roles All staff whose current roles
may be directly impacted by may be directly impacted by the may be directly impacted by the
the change change change
Union Representatives Consultation & Feedback
The proposed timeline for consultation on change is as follows:
Timeline Activity
18th Sept 2019 Proposal to staff released
2nd Oct 2019 Consultation on Proposal closes
16th Oct 2019 Draft Change Management and Implementation Plan (CMIP) released
30th Oct 2019 Consultation on Draft CMIP closes
13th Nov 2019 Final CMIP released
2nd Jan 2020 Implementation commences
11Appendix 1: Proposed workforce profile impacts
Table 1.1 Workforce profile impacts
Legend Fixed-term contract honoured Ongoing staff retained Discontinued
Current Position Current Current Proposed Position Indicative Status Type Proposed Impact
Title Classification Position Title Classification
Number
Senior Theatre HEWA6 111438 Position
Technician discontinued.
Theatre HEWA5 099976 Theatre HEWA5 OFT SUB No change to
Technician Technician position, location
will change to KG
Events and Client HEWA9 132759 Events and Client HEWA9 OFT SUB No change to
Services Manager Services Manager position, duties
may change in line
with classification
Administration HEWA4 162046 Administration HEWA4 OFT SUB No change to
Officer Officer position, duties
may change in line
with classification
Events Officer HEWA5 134685 Events Officer HEWA5 OFT SUB No change to
position, duties
may change in line
with classification
Events Officer HEWA5 266302 Events Officer HEWA5 FFT SUB Fixed-term
31/12/2019 contract will be
honoured
Events Officer HEW5 227750 Events Officer HEWA5 FFT SUB Fixed-term
26/11/2019 contract will be
honoured
Event Sales HEWA5 200601 Events Sales HEWA5 OFT SUB No change to
Officer Officer position, duties
may change in line
with classification
Events Officer HEWA5 221725 Events Officer HEWA5 OFT SUB No change to
position, duties
may change in line
with classification
Events Officer HEWA5 221725 Events Officer HEWA5 FFT SUB Fixed-term
15/07/2020 contract will be
honoured
Events Protocol HEWA8 091534 Events Protocol HEWA8 OFT SUB No change to
Coordinator Coordinator position, duties
may change in line
with classification
Customer Service HEWA7 167979 Customer Service HEWA7 OFT SUB No change to
Coordinator Coordinator position, duties
may change in line
with classification
Customer Service HEWA7 167979 Customer Service HEWA7 FFT SUB Fixed-term
Coordinator Coordinator 09/07/2020 contract will be
honoured
Front of House HEWA4 121302 Front of House HEWA4 OFT SUB No change to
Officer Officer position, location
12will change to KG
Front of House HEWA4 121302 Front of House HEWA4 FFT SUB Fixed-term
Officer Officer 31/12/2019 contract will be
honoured
Events Officer HEWA5 261910 Events Officer HEWA5 FPT SUB Fixed-term
31/12/2019 contract will be
honoured
Events Officer HEWA5 261910 Events Officer HEWA5 FPT SUB Fixed-term
23/09/2019 contract will be
honoured
Events Officer HEWA5 262350 FFT Fixed-term
31/12/2019 contract will be
honoured
Events Officer HEWA5 262558 FFT Fixed-term
31/12/2019 contract will be
honoured
Events HEWA6 262553 FFT Fixed-term
Management 31/12/2019 contract will be
Officer honoured
Events HEWA6 262554 FPT Fixed-term
Management 31/12/2019 contract will be
Officer honoured
Events HEWA6 262555 FFT Fixed-term
Management 31/12/2019 contract will be
Officer honoured
Business HEWA9 262220 FFT Fixed-term
Manager, 31/12/2021 contract will be
Conferences honoured
1314
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