corporate services - mackay council · 2014-07-09 · corporate services monthly review > april...

1 [Type the document title]

Corporate Services Monthly Review > April 2013


Director Corporate Services Corporate Services Management

§ Budget and Long Term Financial Strategy review meetings - 2013/2014, including management meetings.

§ Shared Services Committee Meeting; § Information Services Strategic Direction Working Group meeting. § Economic Recovery sub group meeting. § Business improvement meeting. § Rates Review & Alternative Sources of Revenue Working Group Meeting; § Attended local Govt Financial Summit. § Meeting with Garry Kellar re organisation Snapshot. § Developers Meetings. § Attend Growth Strategy workshop. § Pathfinder service review discussion. § Corporate Services Management meeting. § Asset Management working Group meeting.

Executive Management - Governance Group Governance § 2 RTI's received, 1 RTI refused and 1 RTI is currently being processed. § Briefings to Council for 3rd Quarter 2012/13 Operation Plan and proposed 2013/14

Operation Plan prepared. § 18 insurance claims lodged for April 2013. § Governance staff completed Information Privacy Training online through Office of

Information Commissioner Queensland and has been made available to all other departments.

Asset Management § Asset Management Working Group meeting held on 30 April 2013. KPI - Data collection and valuations § Buildings site inspections, condition rating and componentisation complete. § Parks, waste and site improvements, site inspections, condition rating and

componentisation underway. § Roads survey data received, to be uploaded into SMEC to enable update of road

conditions and produce revised capital works program. § Water and Sewerage - Review of existing data and componentisation underway -

planned for completion of data cleansing of both above ground and underground assets in May.

§ Valuations for buildings, site improvements and waste classes undertaken as data capture completed.


KPI - Asset Management Plans § Buildings - Core asset management plans reviewed, awaiting results of data

collection and valuation to update plan to advanced model. § Parks - Core asset management plans reviewed, awaiting results of data collection and

valuation to update plan to advanced model. § Roads - Asset Management plan reviewed as being advanced, awaiting updated road

survey results and unit rates to update. § Water & Sewer - Significant work around desired componentisation levels and reporting

requirements undertaken with Water Services and Assetic. Template for Asset Management Plan and unique asset identifiers developed, for population with data gathered as above for draft plan.

KPI - Project plan for Maintenance Management System § Arrangements being made with Technology 1 for presentation to Asset Management

Working Group, around scoping study of requirements for implementation of Works & Assts module.

Internal Audit § Continuation of Internal Audit program. Financial Services § Preparation of 13/14 Annual Budget. § Preparation of Long Term Financial Forecast. § Water meter reading continuing. § Preparation of Annual FBT Return.


Rates & Charges Report

Rates Outstanding

Outstanding Balance

Rates Levied

Annualised Percentage

Rates Outstanding 30.04.13 13,864,114 198,030,392 7.0%Prepayments -2,771,358Rates Overdue 9,763,725 4.9%Rates Overdue Last Month 13,283,838 197,943,370 3.4%

Rates Outstanding 30.04.12 12,218,808 183,115,560 6.7%Rates Overdue 8,951,674 4.9%

0

200000

400000

600000

800000

1000000

1200000

1400000

1600000

1800000

2011/2012 2010/2011 2009/2010 2008/2009 Older than 2008/2009

Aged Analysis for Prior Financial Years


Executive Management - Administration Services Administration Woodlands § Completion of civil works for Stages 4 and 5A have been completed with building works

expected to commence early May § Stage 2 civil works have commenced. § Monthly EDQ(ULDA)/JV meeting


My Place dwellings completed and Completed civil works for Stages 4 & 5A - occupied Woodlands within Stage 3 - Woodlands

Grants Grants applied for on behalf of Council during April § Department of Regional Australia, Local Government, Arts & Sports – Regional

Development Australia Fund – Round 4 - Application submitted for Mackay City Centre Public Realm Improvement/Pioneer Shire Building Refurbishment.

Successful funding notifications received during April § Emergency Management Queensland / OLGR - EMQ Community Benefit Fund /

Gambling Community Benefit Fund - Calen SES facility upgrade - Total project cost $52,468.80 – funding requested $35,000.

Information Services § MADI training has been provided for Sarina, Mirani and outside plumbing staff. § New layers on MADI: Telecommunication facility locations. § GIS has completed final round of Maps required for the draft planning scheme public

consultation stage. § Work on configuration and data cleanse of Infringements in Pathway is complete. § New Backup system project is completed. The final corporate system to be backed up

was Nearpoint (over ANZAC "break") Other Servers/Systems have successes and failures and working with Vendor to resolve as they occur.


IT Support Requests

Requests Completed - April 2013 Total records : 1019 From 01/04/2013 to 30/04/2013

Requests Completed - April 2013 (by category) Total records : 1019 From 01/04/2013 to 30/04/2013


Customer Service § A council-wide Service Delivery Review has commenced. An extensive communication

plan has been developed and rolled-out to ensure staff engagement in the review. § On -going engagement with W&WS in relation to improving Customer Request reporting

and processes for carbon tax collection. § A review of the Building Record Search process is being jointly conducted by Customer

Services and Development Services Business Support. § Preliminary investigations have begun into on-line ordering of drainage and sewerage

depth plans § Training provided to Development Services - Business Support staff in cash receipting

work processes § Customer Services welcomed a new experienced Team Leader for the call centre filling

a short term vacancy § A new process for tracking out-going mail has been developed with a view to reducing

council's postage charges § A record number of transactions were processed at the Bank of Queensland Transaction

Centre in Mirani - 1,068 for the month. § A range of processes have been reviewed in the call centre, with a view to reducing the

amount of after call work time for agents. § A portal has been developed for the Corporate Services Business Improvement Team, to

simplify the process of reporting on a tracking improvement projects. Two Business Improvement projects have been commenced jointly with Library Services - a review of corporate magazine and journal subscriptions and the internal mail service.


Procurement & Plant § Aquatic Facilities tender evaluation and drafting of recommendation report. § Road Design, Construction and Maintenance Review consultancy evaluation

coordination and presentations for Mackay and Rockhampton Regional Councils. § 13/14 draft operational budget preparation § GPS installation program continuation: § 149 standard units installed to date and data collection commenced. § Working alone units to be installed in early June 2013. § AS2124 Contract documentation updated and received from McCullough Robertson

Lawyers. § Sustainability Strategy reports drafting of inputs and amendments.

Human Resources Recruitment

§ Total Vacant Positions - 53 excluding mat leave vacancies § Total Number of Positions Filled – 35 (Including 9 Internal transfers) § Departures – 14 § Monthly Turnover – 1.23% Notes: Ø 9 Internal transfers (includes 3 trainees) Ø 5 extensions to temporary contracts / secondments


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

2010 1.54% 1.84% 1.43% 1.13% 2.64% 1.22% 1.14% 1.04% 2.09% 1.52% 1.12% 1.02% 17.35% 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% 25.21% 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% 16.39% 2013 1.43% 1.87% 1.05% 1.23%

Workplace Health & Safety

§ Management of 18 Work Related compensation claims including 7 new claims with 8 claims being finalised. Management of 4 Non-Work Related Return to Work Programs with 3 new cases and 3 cases being finalised.

§ 36 Incident Reports received, recorded and distributed for comment (29 staff, 7 Non Staff Members).

§ Provided 110 WH&S Inductions, 25 Staff, 59 Contractors, 1 Work Experience and 25 Volunteers.

§ Review and feedback on 3 Contractor (Civil Projects) Safety Management Plans. § Participated in 2 Worksite Hazard inspections in the Water Operations and Waste

Services work groups.


LGW Data: 2012 - 2013 Year To Date Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun MRC LTIFR YTD LGW Data.

0.0 6.6 15.4 16.5 18.4 19.8 16.9 17.3 16.1 16.5

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

4.0 13.1 15.3 16.3 16.9 17.2 16.8 17.7 17.9 17.5

MRC LTIs Cumulative 0 2 7 10 14 18 18 22 22 25

LGW Data: 2012- 2013 YTD Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

MRC Duration Rate YTD LGW data 0.0 9.5 7.0 5.9 13.0 10.8 12.4 13.1 13.2 13.4

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

4.3 6.2 8.7 11.3 13.2 13.3 14.8 15.3 15.7 17.1

MRC Days Lost: Cumulative 0 19 49 59 182 192 224 276 290 334


Corporate Communications

· Regular meetings with RSL to arrange community Anzac Day service - April 25 · Significant work by staff to finalise Festival of Arts booklet in time for early May

launch. Now developing advertising-marketing campaign for the July event · Closely working with Civil Projects in publicising ongoing road projects across the

region · Finalised Planning Scheme community engagement and advertising campaign for

the 10-week public liaison period in consultation with Strategic Planning · Staff member on 12 month secondment to Engineering Services in Community

Engagement role -- position filled with a casual Email footer and branding arranged for public consultation:

· Facility signage arranged and installed for City Library and Mirani Caravan Park · Signage orders placed for Cross City Link and Gooseponds Walk - part of Active

Towns project - to be installed in late May

· There were a number of media issues addressed - fluoride vote and investigation was key issue during late April.


Visits to all council websites - April

Facebook

Another 66 new likes to council Facebook page

Fans: 3904 (22.3% male, 76.6% female)

Page views: 1811

Twitter

Followers: 519

You Tube

Good viewing numbers for April Council Connect television segment. It featured the Baby Bounce sessions conducted by council libraries

104 views recorded.

eNewsletter Subscribers

All eNewsletters continued to show increased subscriptions during April

Largest numbers were for Planning Scheme - up 38

Council Connect - up 22

Libraries - up 22

There are a total of 7781 subscriptions for council's 10 eNewsletters

Artspace, 1,475

MECC, 11,413

Mackay City Centre, 17,374

Botanic Gardens, 1,069

Mackay Regional Council, 53,176

Sarina Sugar Shed, 402

Eco Mackay, 259

corporate services - mackay council · 2014-07-09 · corporate services monthly review > april...

Documents