monthly review report - november and december …...organisational services monthly review >...

Organisational Services

Monthly Review Report

> November & December 2015

Organisational Services Monthly Review > November & December 2015

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Contents Contents ............................................................................................................................................................................................ 2

EXECUTIVE SUMMARY ............................................................................................................................................................ 3

FINANCIAL SERVICES ..................................................................................................................................................... 4

1.1 Key Areas of Focus: ....................................................................................................................... 4

ASSET MANAGEMENT ..................................................................................................................................................... 5

2.1. Asset Management ......................................................................................................................... 5

GOVERNANCE AND SAFETY ..................................................................................................................................... 6

3.1. Workplace Health and Safety ...................................................................................................... 6

3.1.1. Management of Rehabilitation Claims .................................................................................... 7

3.1.2. Incident Reports ......................................................................................................................... 8

3.1.3. WHS Inductions Facilitated ..................................................................................................... 8

3.1.4. Worksite Hazard Inspections ................................................................................................... 9

3.1.5. LTIFR Comparison ................................................................................................................... 10

3.1.6. LTI Duration Rate Comparison .............................................................................................. 10

3.1.7. Mechanism of Incidents .......................................................................................................... 11

3.2. Corporate Governance ................................................................................................................ 11

3.3. Performance and Risk .................................................................................................................. 12

3.4. Internal Audit ................................................................................................................................. 13

PEOPLE AND CULTURE ............................................................................................................................................... 13

4.1. Key Areas of Focus: ..................................................................................................................... 13

PROCUREMENT & PLANT ........................................................................................................................................... 14

5.1. Projects progress and key areas of focus: ............................................................................... 14

PROPERTY SERVICES ................................................................................................................................................... 17

6.1. Operations ..................................................................................................................................... 17

6.2. Leases & Land Dealings .............................................................................................................. 18

6.3. Aquatic Facilities .......................................................................................................................... 19

NORTHERN AUSTRALIA SERVICES PARTNERSHIP ......................................................................... 22

7.1. Service Successes ....................................................................................................................... 22

7.2. Recruitment ................................................................................................................................... 22

7.3. Client Services .............................................................................................................................. 23

7.4. IS Requests ................................................................................................................................... 26


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EXECUTIVE SUMMARY

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Acting Director Organisational Services

This report is for Organisational Services for November and December 2015. Significant items in this period include:

o Preparation commenced on 2016/2017 budget. Improvement projects commenced for the HR chart and staff establishment to better account for these. Local spend report implemented to capture amount spent locally.

o Preparation commenced on the asset management strategy and framework. Implementation of the As Designed/As Constructed technical tools in development services to minmise duplication of data and streamline processes.

o Development and implementation of Safety Culture decision path program and WHS Management Plan for construction projects. Delegations were reviewed and implemented and eLearning package on fraud prevention and control to staff.

o Pulse Survey results implemented across organisation, continuous improvement projects implemented in workforce planning and metrics reporting and commenced in management contracts, recruitment process and remuneration review and framework.

o Development and implementation of projects including review plant hire rates and methodology, fleet ledger and financial reporting, utilisation reporting and enhancement of current GPS system,. Continuation of centre-led procurement project and finalisation of service overtime and commuter use reviews.

o Commencement of ICT strategy and IS function. Review of service level agreements, service standards, KPIS, key reporting metrics, governance matrix, performance management process, eLearning suite and regulatory services administration.


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FINANCIAL SERVICES

1.1 Key Areas of Focus:

• 2016/2017 Budget and Long Term Financial Forecast

Planning has commenced for the 2016/2017 budget and long term financial forecast. Capital submissions are being received and loaded in the forecast model. Development of timetable and process currently underway.

• Budget reviews

September budget review finalised and loaded into amended budget. Preparations underway for December budget review.

• Projects

Work continues on several projects including accounting for internal plant hire charges and corporate overhead model.

• Continuous improvement

Improvements being made to specialised reporting and data capture. This includes enhancements to the HR chart to better track professional development, professional memberships and training costs at a detailed level.

• Statutory Reporting

Mackay Region Enterprises Pty Ltd financial statements finalised for audit.

Local Government Data return completed and submitted.

• Financial Data

The following graph shows the Total interest on investments to date amounts to $1,847,034 compared with an YTD budget of $1,402,638. This is primarily due to higher rates received on investment

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Interest on Investments 2015/2016

Actual Budget


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Year to Date Local Spend $ 66,128,703

Year to Date Non Local Spend $ 28,374,443

Year to Date WROC $ 944,250

Year to Date Total $95,447,396

• 69% of Council’s total operating budget has been spent locally.

ASSET MANAGEMENT

2.1. Asset Management

• Strategic Asset Management Strategy and Framework

o Commencement of strategic asset management strategy and framework.

• Roles and Responsibilities

o Roles and Responsibilities completed within water and waste services. Further development within the other Asset classes has commenced.

• 2016 Valuation

o The asset valuation methodology for 2016 currently being reviewed and defined. o The land and investment property valuation is being prepared to be put out to tender.

• Stormwater

o Key areas were identified to focus while improving stormwater data which will enable the outcomes from by the Flood and Stormwater Strategy scoping.


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• As Designed as Constructed (ADAC)

o The Designed as Constructed (ADAC) technical tools have been developed and are now being tested internally at MRC.

• Audit and Risk Action Review Committee

o The audit action item has been completed while working with Development Services to implement an innovative solution to minimise the difference between the capitalisation date and the date council accepts responsibility for maintenance of donated assets.

o The minor asset policy has been circulated for review.

• Additional client support

o Road programs are being modelled and developed. o Asset data required for the Income tax equivalent statement was provided for Water, Waste, and

Sewer

GOVERNANCE AND SAFETY

3.1. Workplace Health and Safety

• Safety System Development

o Procedure and Take 5 reviews were completed for Risk Management, Fire Safety and Evacuation, Work in Occupied Areas, Work at Heights (Ladder) Safety, Non Work Related Injury Illness Rehabilitation, Safety Data Sheets, Lighting, and Electrical Test and Tagging.

o A draft Safety Culture Decision Path diagram was developed and distributed. o Development of a Working Alone or in Isolation Procedure. o In consultation with workgroups, site-specific hazard inspection checklists for Depot common

areas and beach lifeguard towers were developed. o The development of WHS risk profiles for each Department in consultation with Health and

Safety Committees continued. o A new WHS Management plan for construction projects was developed to support the federal

safety accreditation process. o Delivery of the WHS Obligations and Responsibilities training session for Supervisors. The

session provides practical guidance to Supervisors to assist in ensuring the health and safety of their work teams, and aids in enhancing Council’s safety culture.

• Enforceable Undertaking

o Third annual external audit as required by the Enforceable Undertaking was conducted by Verus Australia during the week 9-13 November. A draft audit report was received and is being considered. Audit recommendations and action plans will be determined and provided to Workplace Health and Safety Queensland.

o Other deliverables of the WHS Enforceable Undertaking are being actioned and are meeting appropriate timeframes.


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3.1.1. Management of Rehabilitation Claims

Council manages workers compensation claims, suitable duties plans and return-to-work programs for those workers who have suffered work related or non-work related injuries.

These graphs depict: claims made prior to November / December, which carried over and continued to be managed throughout the month; new claims received and managed; claims which were finalised; and the balance of claims open at the end of the month.


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3.1.2. Incident Reports

This graph depicts the number of WHS incidents which occurred in November and December. Data includes safety related incidents only.

Injury and near miss incidents include those that involved Council employees, contractors, volunteers, and work experience students.

3.1.3. WHS Inductions Facilitated

This graph depicts the total number of WHS inductions delivered by the WHS Team in November and December, including those which were delivered online to contractors, volunteers and work experience.


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3.1.4. Worksite Hazard Inspections

Matrix Scheduled Nov/Dec

Completed Nov/Dec

Outstanding Oct

Outstanding prior to Oct

ECI 26 22 0 0

ORG 7 4 0 0

CCS 4 3 1 outstanding/4 0

DEV 19 15 1 outstanding/9 1 outstanding/26

A hazard inspection is a regular planned examination of the workplace for the purpose of identifying and addressing hazards. They are scheduled and detailed on each Department’s hazard inspection matrix.

The graph depicts the number and percentage of inspections conducted in November and December, the percentage of scheduled inspections which were not carried out as scheduled in October (and which have still not been conducted) and the percentage of scheduled inspections which are outstanding prior to October. Additional workstation hazard inspections conducted during December are not included in this graph.


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3.1.5. LTIFR Comparison

Legend

MRC 2015/16 Year to date

MRC 2014/15

Group E Councils 2015/16 Year to date

Group E Councils 2014/15

As at 31 December, MRC had recorded five lost time injuries. Council’s LTIFR remains below both comparable Councils, and our recorded performance for the same timeframe last year.

3.1.6. LTI Duration Rate Comparison

Legend

MRC 2015/16 Year to date

MRC 2014/15

Group E Councils 2015/16 Year to date

Group E Councils 2014/15

As at 31 December, MRC had recorded a total of 87 lost days against the five lost time injuries. This has resulted in a duration rate higher than comparable Councils.


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3.1.7. Mechanism of Incidents

The graph categorises safety-related incidents in the months November and December. ‘Non staff members’ includes contractors, volunteers, work experience students, and members of the public.

3.2. Corporate Governance

• Delegations

o A review of Council's delegations was advanced with the delegation register being presented to Council for adoption on 16 December 2015.

• Right to Information

o An external review of a Right to Information decision is continuing o Five new Right to Information applications were received and one decision issued during

November 2015 o One new Right to Information application was received and four decisions were issued during

December 2015

• Complaints & Investigations

o Four Ombudsman’s referrals were received in November/December 2015 for investigation, two were completed.

o One new administrative action complaint was received and seven were finalised in November/December 2015, resulting in four active complaints still under investigation.

• Insurance

o 33 new insurance claims were received and processed during Nov/Dec 2015: o 17 Motor vehicle


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o 10 Public Liability Plant (broken windscreens and panel damage as a result of stones or foreign objects)

o 1 Public Liability Personal Injury o 2 Theft o 1 Public Liability o 2 Other

• General internal advice on corporate governance matters, above normal day to day activities for November and December 2015:

o 14 Delegation/Authorised Persons enquiries o 9 General insurance enquiries o 12 General governance enquiries o 17 General policy enquiries o 2 Qld Building Construction Commission enquiries o 5 Australian Standard enquiries o 3 Request for information from Queensland Police for an investigation o 2 General Right to Information inquiries o 3 General Local Law inquiries

• Fraud Prevention and Control

o A presentation was delivered to the Audit & Risk Advisory Committee (ARAC) meeting in December 2015

o The eLearning package was rolled out to staff in December 2015.

3.3. Performance and Risk

• Operational Plan

o The 2015/16 Operational Plan 1st Quarter Review report was adopted by Council on 25 November 2015.

o The 2015/2016 Operational Plan 2nd Quarter Review has commence, the review will be expedited this quarter for adoption by Council in February 2016.

• Strategic Risk

o The Strategic Risk Register Report was reviewed by SLPT and by ARAC in December 2015. o Planning has commenced for a review of the Enterprise Risk Management Framework. It is

proposed that scoping options will be prepared for consideration in early 2016.

• Business Continuity

o The review of business continuity arrangements including new business continuity framework and business continuity plans for Gordon Street, 42 Wellington Street and the Paget Depot was substantially progressed with further consultation underway with affected program areas.

• Integrated Planning and Performance Framework

o The framework is a Corporate Plan objective. The approach was discussed at SLPT in December 2015.

o Project planning and options for developing the framework, supporting resources/templates and a ‘pilot’ approach for implementation have commenced with further advice from key stakeholders to be sought in January 2016.


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• Workplace Health & Safety support initiatives:

o InControl o An upgrade to MRC’s Safety Risk and Incident Management System (InControl) was

completed in December 2015. o A post implementation review to seek feedback on the system implementation across

Council is planned for early 2016. o Emergency Control Organisation (ECO)

o The WHS Management Committee meeting held on 25 November supported a project management approach in conjunction with Property Services.

o The project aims to develop and implement tasks relating to ECO which meet compliance with AS3745-2010 (Planning for emergencies in facilities). The project will be initiated in January 2016 with updates to be provided at the next WHS Management Committee meeting in February 2016.

o Staff Immunisation o The WHS Management Committee meeting held on 25 November confirmed the direction

MRC would take in relation to staff immunisations and the positions proposed to be in-scope.

o The WHS team are preparing a draft procedure for release for consultation, in preparation for final approval to implement at the next WHS Management Committee meeting in February 2016.

3.4. Internal Audit o The following internal audit reports, undertaken in accordance with the approved internal audit

plan were presented at the ARAC meeting of 4 December 2015:- o Social Media o Corporate Travel and Authorisations o Trust Funds o Legislative Compliance o Outsourcing of Swimming Pools

o A draft ARAC induction kit was also endorsed by ARAC at this meeting. This induction kit has

been compiled by Internal Audit to provide information to new ARAC members regarding the role and responsibilities of the committee.

o Work is progressing on the internal audits of Contract Management and Infrastructure Charges, as well as fraud risk assessments for the top eleven high-risk areas.

PEOPLE AND CULTURE

4.1. Key Areas of Focus:

• 2015 EBA Negotiations

November the State Government appealed the Local Government Industry Award – State 2015 (LAIA). A Stay was lodged while the Appeal is being heard. Enterprise bargaining cannot proceed until matter is resolved.

• Performance Management Training

Miles Dolphin was awarded the contract to roll out Performance Management Training to the extended leadership team in early 2016.


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• Pulse Service Results

Pulse Survey Results were distributed to Managers in December to communicate results with their Employees.

• Workforce Data Reports

In conjunction with Information Services a new suite of workforce data reports have been compiled for Management. These reports will be rolled out to Management January 2016.

• Review of Management Contracts

The Management Contract Template has been reviewed and updated to ensure that our Contracts are in line with industry practice.

• Recruitment Process Review

A project to review the entire recruitment process from when a role becomes vacant to completion of the any probationary period commenced in December 2015 with expected completion date of April 2016.

• Remuneration Review & Framework

A remuneration review, framework and metholodly commenced in December 2015 to gain an insight into the Australian labour market to ensure that the remuneration offered to Management and Executive Management at Mackay Regional Council is fair and competitive.

PROCUREMENT & PLANT

5.1. Projects progress and key areas of focus: • The Procurement Operations assisted council departments with delivery of their program, prior to the

Christmas period, by finalising approximately 1600 purchase orders. Over 6800 invoices were processed for the months of November and December.

97

6

25

87

11

06

43

72

35

47

10

00

24

66

11

58

43

13

37

15

90

0

21

75

10

27

36

33

35

97

87

5

24

80

97

7

39

78

32

77

74

2

19

04

11

68

45

41

36

00

0

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

Purchase orders

raised

Lines incorporated

in

Purchase orders

raised

Purchase orders

receipted

Lines incorporated

in orders receipted

Invoices processed

August September October November December


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• The contracts team continue to process a high number of tenders and quotes from advertising to award stage, with payments for current contracts made during November and December equating to total payments of approximately $7,401,710.00 of which approximately $5,314,162.00 was paid to local contractors and suppliers.

• Council’s three workshops, located at Paget, Sarina and Mirani worked on 998 jobs during the months of November and December, servicing and maintaining Council’s fleet.

• Council’s Paget Depot front counter staff continue to work with Council’s Water program to manage use, repairs and payment of 77 standpipes.

3 9 5 55 13

10

610

5 8 73 8 13

13 11

9 10

0

2

4

6

8

10

12

14

Tenders issued Quotes issued Tenders evaluated Tenders awarded


52

1

46

2

12

0

41

9

47

3

40

3

13

3

41

3

49

2

43

8

90

43

3

54

9

51

6

11

0

45

1

44

9

42

7

18

1

37

0

0

100

200

300

400

500

600

Total jobs worked on

during the month

Total jobs booked in

during month

Jobs remaining open

from previous months

Jobs closed for the

month



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• Council continues to undertake the 2015 / 2016 year fleet replacement program with an estimated 40% of replacement items now complete. Decembers deliveries included 3 case backhoes, a number of motor vehicles and a new Argo.

o Development and implementation of continuous improvement projects including review plant

hire rates and methodology, fleet ledger and financial reporting, utilisation reporting and


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enhancement of current GPS system,. Continuation of centre-led procurement project and finalisation of service overtime and commuter use reviews.

PROPERTY SERVICES

6.1. Operations • Installation of new Air Conditioning plant at Community Halls – Celeber Drive and Bedford Road

to provide improved amenities for users.

• Application of Thermoshield roof coating to Bob Wood Hall Sarina to improve thermal qualities of the hall. Painting is underway.

• Installation of a breezeway roof at Midge Point SES.

• Business case and Briefing for Bluewater Lagoon Trigeneration Project presented to SLPT and Councillors.

• Works commenced on Greenmount Homestead (stairs and tankstand) after obtaining heritage approval.

• Replaced decking at Mackay Museum. Melba House deck on hold, pending review of suitbale material.

• Paget Depot main sign repaired after vehicle damage.

• Sarina clock replacement parts arrived and to be installed before February 2016.

0

50

100

150

200

250

300

Number of

requests

Building Maintenance Requests

Received

Closed


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6.2. Leases & Land Dealings

• Mackay North Horse and Pony Club Inc – issuing of new trustee lease for 10 year term in North Mackay.

• Mackay and District Australian South Sea Islander Assoc Inc – issuing of new trustee lease for 10 year term for Islander Hut in Botancal Gardens.

• Creative Edge Dance Studio – issued with new commercial lease for intial 1 year term with 2 options for further 2 year terms in Sarina.

• Surf Life Saving Qld – issuing of new trustee lease for a 10 year term in Slade Point. • Scout Assoc of Qld (Sarina Scouts) - seeking renewal of expired trustee lease at Sarina. • E O’Brien renewal lease. • Freehold land sale community consultation completed with review of comments being undertaken. • Habana Rural Fire Services granted permission to utilise the Council bore pump and equipment at

Habana reserve which will both expediate filling of fire tenders and provide an additional water supply.

• Assetic update – all freehold and reserve land and associated tenure now uploaded into Assetic with buildings now being completed. The system is now being used with it being the one stop shop for tenure and land information, therein eliminating the need for numerous spreadsheets in numerous folders.

0

2

4

6

8

10

12

Number of

requests

Pathway Requests

Received

Closed


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6.3. Aquatic Facilities

-

500,000.00

1,000,000.00

1,500,000.00

2,000,000.00

2,500,000.00

3,000,000.00

3,500,000.00

Bluewater

Lagoon

Memorial

Pool

Pioneer

Pool

Mirani

Pool

Sarina

Pool

Total

Am

ou

nt

$

Facility

Aquatic Facilities Operational Costs

2011/2012

2012/2013

2013/2014

2014/2015

2015/2016

-

20,000.00

40,000.00

60,000.00

80,000.00

100,000.00

120,000.00

140,000.00

160,000.00

180,000.00

200,000.00

Bluewater

Lagoon

Memorial

Pool

Pioneer

Pool

Mirani Pool Sarina Pool

Am

ou

nt

$

Facility

Aquatic Facilities Operational Costs

July 2015 - December 2015

July 2015

August 2015

September 2015

October 2015

November 2015

December 2015


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0

10000

20000

30000

40000

50000

60000

Aquatic Facilities Attendance Figures

Memorial

Pioneer

Mirani

Sarina

BWL

-

1,000

2,000

3,000

4,000

5,000

6,000

Mo

nth

ly T

ota

l

Month

Lap Swimmers Memorial Swim Centre

2014

2015


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Note: Lessee advised peak hours for lap swimming at both pools is from 6am-7am and 3pm-6pm and

10am-11am Monday to Friday. Saturday and Sunday 8am-10am.

Bluewater Lagoon

• Highest monthly attendance figures recorded since January 2011.

• Closed late July and August (attendance in August reflect contractor attendance).

Memorial Swim Centre

• Shade sails damaged by wind and rain in late December. To be removed and repaired.

• Closed May.

Pioneer Swim Centre

• Closed June, July and August.

Mirani Swim Centre

• Closed May, June, July and August.

Sarina Swim Centre

• Extended Council Active program is still very popular.

• Closed May, June, July and August.

-

500

1,000

1,500

2,000

2,500

Mo

nth

ly T

ota

l

Month

Lap Swimmers Pioneer Swim Centre

2014

2015


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NORTHERN AUSTRALIA SERVICES PARTNERSHIP

7.1. Service Successes • Streamlined the internal process for credit card payments over the phone, reducing the time taken to

process. • Electronic stamping process implemented, reducing reliance on paper-based system. • MiMaps updated with 2015 imagery ensuring our customers have access to up-to-date mapping

information.

7.2. Recruitment • Recruitment statistics for the month of December are listed below:

Staff Complement

Departures Positions Filled Total

Vacancies* Turnover

1,040 8 17 78 0.77%

*Excludes maternity leave, trainee & apprentice vacancies. 25 trainee & apprentice positions for 2016 have been approved – 24 of these have been filled and the vacancies closed, 1 is in progress and will be filled by the January trainee start date.

MRC Vacancies by Directorate


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7.3. Client Services

The decrease observed in Dec 15 can be attributed to the closures during the month (staff awards afternoon and 3 days after Christmas).

We saw a corresponding increase in calls taken by the after hours service during December, with 641 calls taken after hours, up from the average of 441 calls in prior months.


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The top 3 call types remain consistent and collectively account for 62% of calls taken during December.

The volume of cashiering transactions is expected to follow the pattern from Jan 15 and decrease in January 16.

Rates will go out in February, which is expected to lead to a subsequent increase in both transactions and call volumes at this time.


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This graph represents the volume of documents registered in ECM by the eContent team.

The steady decrease over time is attributed to the general decline in the economic environment, with the additional impact of an increase in online options for our customers. This has reduced the volume of manual applications and documents received by the eContent team.

These now go directly to the applicable area for processing, who then subsequently record them in ECM.


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7.4. IS Requests

Continuous Imprvement Projects

o Commencement of ICT strategy and IS function. Review of service level agreements, service standards, KPIS, key reporting metrics, governance matrix, performance management process, eLearning suite and regulatory services administration.

The ‘Other’ category is made up of 115 requests from 29 different categories, each with fewer than 10 requests in each.

monthly review report - november and december …...organisational services monthly review >...

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