Organisational Services Monthly Review > February 2014

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Organisational Services

Organisational Services Monthly Review > June 2015

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Contents

Organisational Services Monthly Review > June 2015

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Executive Summary

The number of planning applications received decreased this month but still is a continuation of the above the average long term trend. IDAS

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Significant items in this period include:

The Operational Plan 2015/2016 was finalised and adopted on 24 June 2015. The Plan incorporates all of the 2015/16 actions contained in the new 2015-20 Corporate Plan as well as a range of other strategies and actions that are important for Mackay Regional Council to deliver this financial year.

Significant effort went in to the development of the 2015/2016 annual budget which successfully responded to Council’s aim of a zero percent movement in the average residential rate

The progression toward our desired organisational culture has been reinfoced through a series of team briefings. We are currently about half of the way through a program to deliver team breifings to all staff. These have helped to increase leadership visibility, introduce Council’s new Corporate Plan and budget, and provide staff with the opportunity to raise issues and discuss significant current initiatives.

Office accomodation relocations to reflect the new organisaional arrangements continued with the relocation of the Governance and Saftey, and Asset Management Programs to the first floor of the main administration building.

Progress continued to be made to implement the new InControl safety incident reporting and management system. The project remains on-track for roll-out of the new system in August 2015 providing us with a means of better managing and reporting safety incidents.

Good progress was made by Internal Audit against the 2014/15 Internal Audit Schedule. The audit of social media is being undertaken by an external service provider due to the need for specialist skills.

Acting Director Organisational Services

Organisational Services Monthly Review > June 2015

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Asset Management

A review was conducted of the external draft roads valuation with Technical Services to ensure consistency across departments.

$57 million worth of Mackay Regional Council (MRC) constructed assets were captured in the asset register in June 2015. A further $11 million worth of assets are to be finalised in July in order to meet external auditor deadline.

Capitalisation of Subdivision assets is ongoing and will be completed to meet audit deadlines in late July.

Processing of road survey data for unsealed roads has commenced. The sealed road survey has been completed and data is expected in July 2015.

Recruitment for the Manager Asset Management was finalised with the new Manager Scott Cramer commencing on 6 July 2015.

The Asset Management Plans for buildings and for parks were advanced with a view to finalisation in July 2015.

Financial Services

Finalisation and adoption of 2015/2016 annual budget and long term financial forecast was completed in June. This was an extensive team effort to ensure delivery of Council’s aim of a zero percent movement in the average residential rate.

Preparation for the end of financial year processes was well advanced including the development of position papers to ensure compliance with accounting standards.

People and Culture

Key areas of focus: Team briefings commenced for all staff across the organisation, with approximately 50% completed.

Led by the relevant Director with the Manager in attendance, the team briefings are designed to increase leadership visibility, reiterate the concept of our modern council, introduce Council’s new Corporate Plan and 2015/16 Budget, and provide staff with the opportunity to discuss current significant initiatives such as Northern Australia Services and the Culture Development Plan.

The organisation of MRC’s Trainee and Apprentice intake for 2016 commenced with a total of 32 expressions of interest received from across council. SLPT has approved an intake of 22 trainees and 1 apprentice position, with 2 remaining apprentice positions unallocated at this stage.

Work commenced to review current workforce analytics reports, with the ultimate aim of making more reporting options available to the management team via iDash.

Recruitment

Total Vacant Positions - 79 (excluding maternity leave, trainee & apprentice vacancies)

Total Number of Positions Filled – 18

Departures – 15

Organisational Services Monthly Review > June 2015

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Jul 14 Aug 14 Sept14

Oct 14 Nov 14 Dec 14 Jan 15 Feb 15 Mar 15 Apr 15 May15

Jun 15

Recruitment Monthly Statistics

Total VacantPositions(excludingmaternity leave,trainees &apprentices)

Positions Filled

Monthly Turnover – 1.42%

Please note: Vacant positions are currently being reviewed by SLPT re the need to fill these positions.

Total Vacant Positions (excluding mat leave vacancies)

Positions Filled

Departures

Organisational Services Monthly Review > June 2015

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MRC Turnover Graph

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

2011 1.85% 2.35% 1.69% 1.21% 1.66% 2.15% 2.93% 1.44% 1.78% 1.60% 3.03% 2.47%

2012 1.64% 1.14% 1.89% 1.60% 1.22% 1.12% 1.41% 1.68% 1.57% 1.38% 1.56% 0.64%

2013 1.43% 1.87% 1.05% 1.23% 0.87% 1.58% 0.97% 1.17% 1.17% 1.46% 1.66% 0.36%

2014 1.03% 1.04% 0.84% 1.21% 0.66% 1.61% 1.04% 1.05% 0.94% 1.07% 1.06% 1.25%

2015 1.25% 1.68% 1.87% 1.13% 1.14% 1.42%

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MRC Turnover

2011

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2015

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Procurement & Plant

Projects progress and key areas of focus:

Procurement Operations and Contracts teams have been working diligently with all departments in MRC to finalise the delivery of invoices and review of current commitments in preparation for the end of financial year.

Fleet section is working on reviewing plant and equipment with outstanding services, in conjunction with the relevant departments, with the aim to have all equipment services or safety checked.

Warehouse staff have spent considerable time preparing for the end of financial year stocktakes at the Paget, Sarina and Mirani warehouses, conducted on 26 June 2015.

Front counter staff at Paget have been instrumental in assisting all departments within Procurement and Plant not only the standard level of work but also the overflow of workloads, while continuing to service both internal and external customers on a daily basis.

Property Services

Operations

End of year Budget finalisation procedures in place. On target for 100% Operating Expenditure spend.

The draft Asset Management Plan (Buildings) was completed in conjunction with Assetic Pty Ltd. Land asset data was loaded into the Assetic system.

Major air conditioning replacements were ordered for Gordon White Library, Gordon St Admin and Walkerston Library. Installation is to be undertaken in July.

The Air Conditioning Tender and the Service Personnel Tender pre-release review was undertaken in conjunction with Procurement officers

The recarpeting of Sarina Library was completed. The existing broadloom carpet was removed and replaced with new extra heavy duty commercial grade solution dyed nylon - approx. 200sqm.

Accommodation relocations continued with the relocation of Governance and Safety, and Asset Management Programs to the recently vacated first floor of the main admin building. This was undertaken by reusing existing furniture and partitions to suit each programs functional needs.

The installation of ceiling fans to City Library work area to improve air flow was completed. The exiting work room has no natural ventilation or windows which open, and the use of air conditioning with ceiling fans improves the climate for staff in a sustainable way without additional air conditioning loads or additional power loads.

A small public meeting room at the City Library was created.

The installation of the Emergency Lighting System into City Library was finalised. This has ensured that the building is compliant with current regulations and safer for all building users.

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The Land & Building Officer continues to deal with two Road Realignments and one Easement as part of the transitioning of work from Property Services to the Legal Counsel Team.

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Security Access Requests

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Leases

DETAILS

STAGE OF COMPLETION - %

Walkerston Library Council renegotiation a new lease agreement for the library premises in Walkerston.

20%

The Hair Cottage / Pioneer River Day Care

Lease tenures being investigated for renewal. 10%

Surf Life Saving Qld. Interest in tenure over 21 Wren Street, Slade Point. Being investigated including community consultation.

10%

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02468

101214161820

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Pathway Requests

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Aquatic Facilities

Pool closures:

Bluewater Lagoon Closed late July and August (attendance in August reflects contractors only on site)

Memorial Pool Closed May

Pioneer Pool Closed June, July August

Mirani Pool Closed May, June, July and August

Sarina Pool Closed June, July and August, September 2014, December 13 – 26 inclusive (Qld Education requirement)

Governance and Safety

Workplace Health & Safety (WHS)

PErforM (participative ergonomics for manual tasks) training sessions have been well received by staff with the annual target for 2015 of 100 already exceeded. These sessions provide for a practical approach to managing hazardous manual tasks – Council’s most common mechanism of injury. The WHS Team will continue to assist in identifying and facilitating PErforM risk assessments.

A review of the WHS Supervisor training session and accompanying participant handbook was completed, in anticipation of July training sessions. The session plan has been amended to more directly address Supervisor WHS obligations and responsibilities and promote Council’s safety culture.

A presentation was delivered at the Water Industry Operators Association (WIOA) QLD conference in Toowoomba. The paper, titled Our Journey: One Council’s Experience From a Serious Incident, focused on the serious trenching incident that occurred at Council in October 2010. It explores the key learnings that arose from the incident investigation, the preventive actions implemented, and the

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key steps taken to continually improve work health and safety performance at Mackay Regional Council.

Other activities in the month included:

Management of 11 Work Related compensation claims including 7 new claims with 5 claims being finalised. Management of 7 Non-Work Related Return to Work Programs including 3 new cases and 1 case being finalised.

Forty-three Incident Reports received, recorded and distributed for comment (40 staff, 3 Non Staff Members).

Provided 142 WH&S Inductions, 11 Staff, 114 Contractors, 6 Work Experience and 11 Volunteers.

Review and feedback on 3 Contractor (Infrastructure Delivery, Waste) Safety Management Plans.

Participated in 2 Worksite Hazard inspections in the Organisational Services and Civil Projects work groups.

Development of rectification action plan (RAP) registers for Development Services and Organisational Services.

Hazardous substances audit was conducted at the Sarina Sugar Shed.

LGW Data: 2014 - 2015 Year To Date Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC LTIFR YTD LGW Data.

12.4 9.5 6.3 7.9 6.3 8.4 11.7 10.2 9.8 9.5 9.7 10.5

Group E LTIFR YTD (Councils with wages > $50 mil)

5.6 7.4 8.84 11.1 12.2 11.8 12.4 12.6 12.8 13.3 13.7 13.9

MRC LTIs Cumulative 2 3 3 5 5 9 13 13 14 15 17 20

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LGW Data: 2014- 2015 YTD Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC Duration Rate YTD LGW data

6.0 9.7 23.0 20.2 21.6 14.4 17.7 20.0 22.7 24.4 21.7 18.5

Average duration rate for Group E (Councils with wages > $50 mil)

4.6 7.9 9.3 10.2 10.5 11.2 12.3 13.1 13.8 14.8 15.7 14.1

MRC Days Lost: Cumulative 12 29 69 103 108 150 230 260 328 366 369 390

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Governance

A report on the new LGM Asset Insurance Pool scheme went to Council for ratification on 10 June 2015.

A three-day course on ‘Investigating Fraud and Corruption’ was organised and held for 16 MRC officers from several programs including Governance and Safety. This training was part of the broader initiative of developing a Fraud and Corruption Prevention Framework for MRC.

All insurance renewals for 2015/16 were processed in order to meet renewal deadlines.

Discussions and various meetings in relation to the amendments to Local Law 5 (Parking) held in relation to the traffic area in the central business district. Legal Advice was also sourced regarding this matter.

A review of Council's delegations was commenced.

June was a busy time from a Right to Information and Internal Review Complaints perspective with officers processing these matters within timeframes.

o 10 Internal Review Complaints received for investigation with 2 Complaints in abeyance. o 2 Ombudsman Referrals under review and in abeyance. o 4 Right to Information Applications received during this period. o 3 Right to Information Applications completed and 1 was withdrawn. o 2 Right to Information Application external review received.

Eight new insurance claims were received and processed with a majority of them being Public Liability Plant (i.e. mowing claims & whipper snipper damage claims).

Internal advice on governance matters included: o 2 Policy o 3 Delegations o 24 Insurance o 8 General Governance o 1 Complaint

Performance and Risk

The Operational Plan 2015/2016 was adopted on 24 June 2015.

Business continuity planning is underway with the framework being reviewed and plans being developed.

Progress continued to be made to implement the new InControl safety incident reporting and management system. This month, training plans have been finalised and training scheduled. Procedures for the use of the application have also been drafted in preparation for the training sessions that will commence in July 2015. The project remains on track for roll out of the new system August 2015.

The roles and responsibilities for the custodianship of the Enterprise Project Management Framework to be taken on by Governance and Safety are nearing finalisation along with the frameworks reporting regime.

The following WHS initiatives were also progressed: o Emergency Control Organisation (ECO) requirements continue to be investigated with

the aim of implementing appropriate arrangements to WHS and fire safety requirements. o Further consideration given to positions identified at-risk and requiring immunisations. o The procurement processes required as part of the staff immunisation process review. o Development of WHS contractor management spot check procedures and supporting

tools. o Competency assessments for standard operating procedures continue to be developed

with a view to the implementation of the associated improvements throughout July 2105.

The requirements of the Enforceable Undertaking remain on track for compliance by November 2015, with 24 of 33 deliverables complete to date.

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Internal Audit

The table below details the status the 2014/15 Internal Audit schedule:

Audit Status - June 2015

Asset Management Framework Deferred to 2015/16

Delegations of Authority Completed

Contract Management Framework Field work for review is currently in progress – scheduled for completion in July 2015.

Human Resource process Completed

Infrastructure charging and calculation processes

Commenced; scheduled to be finalised in August 2015.

Plant utilisation Deferred to 2015/16

Outsourced management of swimming pools

Review completed – draft report being finalised

Managing social media risk Review is currently being undertaken by external service provider, with all components of the fieldwork phase currently underway.

Rates Commenced; scheduled for completion in July/ August 2015

Travel expenditure and authorisation Review completed; report being finalised

Good progress has been made against the 2014/15 Internal Audit Schedule; the 2015/16 scheduled will be developed in July.

Considerable amount of research continues to be undertaken by internal audit in regard to investigation of disclosure received through disclose.com.au external service;

Audit and Risk Advisory Committee (ARAC) self-assessment questionnaire was compiled and distributed to members for completion. Results of questionnaire will be collated and presented to next ARAC meeting on 04 September 2015.

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