council page 1 agenda 28 may 2019 item 11

COUNCIL AGENDA

PAGE 1 28 MAY 2019

ITEM 11.3

11.3 ANNUAL BUSINESS PLAN 2018/19 THIRD QUARTER PERFORMANCE

REPORT Report Author/Manager: Virginia Fisher / Kristen Manson General Manager: Wade Reynolds (Meeting Date: 28 May 2019) (Location: Council Wide) (Consultant Used: $0) PROPOSAL To provide a Third Quarter Performance Report summarising the progress made in relation to the Key Performance Indicators (KPIs) on the implementation of the 2018/19 Annual Business Plan (ABP) from 1 July 2018 and 31 March 2019 inclusive. BACKGROUND The 2018/19 Annual Business Plan and Budget was endorsed by Council at its meeting on 26 June 2018 and outlines projects, actions and services Council plans to complete over the 12 months (financial year) as we work towards our long term goals set out in our Strategic Management Plan and key performance indicators to measure performance. This Performance Report provides a summary of the year to date progress of the Annual Business Plan 2018/19. Attachments: A. Third Quarter Year to Date Performance Report STRATEGIC OBJECTIVES Goal 5 Continuous Organisation Improvement Strategy Objective 5.3 Efficient and Effective Organisation with a culture of positive change, process improvement and productivity gains. DISCUSSION The attached Performance Report summarises progress of the 2018/19 Annual Business Plan and provides Elected Members and the community updates on the status of key performance measures to date of the 2018/19 financial year, together with key highlights from each Division. This report is a summary of the reporting for the first three quarters of this financial year. Due to the transition from our legacy reporting system to the new TechnologyOne reporting solution, the first two quarterly reports have been combined into this year to date report. Additional updates to Council on the progress of the Budget and key projects in the Annual Business Plan have been provided through the Quarterly Budget Review process. In line with the Strategic Management Plan Review, a review of Council’s Performance Framework and Performance Measures will be undertaken and

COUNCIL AGENDA

PAGE 2 28 MAY 2019

ITEM 11.3

will include engagement with Elected Members, to develop measures that provide feedback on progress against agreed outcomes. Community Implications Progress reports provide transparency to the community on the performance of Council in delivering the Annual Business Plan activities and their contribution to the achievement of strategic goals and objectives. Environmental / Heritage Implications Environmental and heritage projects and actions are captured within the summary reports. Cost Shifting Implications / Legislative Cost Imposts Not applicable. Impact on Budget including Lifecycle Costing This report does not impact on the budget, however, performance against the budget is reported to Council through the Quarterly Budget Review process. Risk Management / WHS Assessment Visibility to performance in delivering the Annual Business Plan activities provides a lens to assist with identifying delivery risks. There are no work, health, safety implications. Legal / Policy Implications Performance reports assist in enabling Council to meet the requirements of the Local Government Act 1999 in assessing the performance of council against its objectives over the financial year. Engagement Performance data and commentary has been provided from across the organisation. CONCLUSION This report provides a progress update on the implementation of the 2018/19 Annual Business Plan between 1 July 2018 and 31 March 2019 inclusive. RECOMMENDATION – ITEM 11.3 That the report be received for information only.

Year to Date Annual Business Plan 2018/19 Council Performance Report - Prepared by Customer Experience

Page 1 of 36

dfd

COUNCIL PERFORMANCE REPORT

2018 / 19

For City Of Mitcham

Year to date progress update as at March 2019


Page 2 of 36

Executive Highlights

Corporate Services and Innovation Highlights

Section 7 Automation – implemented an automated process for Section 7s, making it quicker and easier for customers and providing ongoing savings for Council

Commenced delivery of Fund My Neighbourhood projects, including St Marys Park Clubrooms and Hewett Oval Clubrooms

Price Memorial Oval Upgrades to change rooms and renewal of storage and public toilets underway

Implemented the Enterprise Budgeting Project resulting in systems, process and capability improvements in financial management

Operational Service Reviews undertaken and implemented for Communications/Marketing and Consultation, Customer Service and Information Management (Records)

Efficiency and Effectiveness Savings total of $604,000 achieved at Budget Review 2 for 2018/19

Development and Community Safety Highlights

Implementation of food caddy Trial – Distribution of 5500 Caddy’s to the five participating suburbs: St Marys, Pasadena, Clapham, Eden Hills and Panorama.

Meningococcal B Trial Study – two year trial with 10 Schools across three years levels, delivered to in excess of 4500 students.

Development, Implementation and completion of Dog and Cat Management Plan 18-23 – A five year plan encouraging responsible pet ownership and Management.

Ongoing development of processes associated with Local Nuisance and Litter Control Act 16 in accordance with Legislative requirements.

Implementation of DACO (Dog and Cat Online) centralised system in accordance with Legislative requirements.

Spatial Vision endorsed February 2019

Growth Precincts Development Plan Amendment – received Ministers Authorisation to commence

Investigation as part of Growth Development Plan Amendment commenced

Building Services Team review commenced in preparation for transition into the new Planning Development and Infrastructure Act

Development Application numbers in line with operations however several large complex development applications received which is reflected in increased income.

Joint Event with Southern Business Connections – Shaping the Future of Mitcham held in September 2019


Page 3 of 36

Engineering & Horticulture Highlights

Safety award for the design of the Lynton gates

Safety award for best practice for formative pruning and return to work initiative

Crumb tyre rubber trail (road) at Stanlake Avenue, St Mary’s in conjunction with Top Coat Asphalt and Tyre Stewardship Australia.

Permeable crumb tyre rubber trial (carpark) at St Mary’s Park in conjunction with University of Melbourne.

Delivery of road reseal at Sargent Parade, Bellevue Heights as part of the Roads to Recovery Program.

Delivery of road reconstruction (seal, pavement and kerb & gutter) along Boothby Street, Panorama (between Eliza Place to Strathcona Avenue)

De-silting of Urbrrae wetlands to ensure stormwater quality and stormwater detention capacity is maintained.

Road seal preservation works was undertaken to 34 road segments.

Brownhill Creek Upgrade works delivered in Hawthorn Reserve

New Mitcham Reserve Playground installed

Completion of Councils 2018 Tree Planting Program

Organisational and Community Development Highlights

Three Citizenship Ceremonies held

Civic Reception Held for Australia and Queens Birthday Honours in July 2019.

Community Consultation undertaken for the Blackwood Community Hub and Waite Street Reserve Project

Civic Reception held for City of Mitcham Community Groups in September 2019

Elections Candidate Information Session held in September 2019

Meet the Candidate Information Sessions held for all Elections across September & August 2019

Conclusion of the 2019 Local Government Election in November 2019

Induction, Training & Development of Elected Members commenced in November and will continue ongoing

Carols at Kingswood Oval was held with approximately 4200 in attendance

Practical Completion and opening of the redeveloped Mitcham Memorial Library

Australia Day Citizenship and Awards Ceremony, welcoming 79 new citizens to our community

Mitcham Memorial Library – Family Fun Day, attended by approximately 3000 people

Two staff completed the Flinders New Venture Institute ‘Innovation for Transformation’ Professional Certificate. Award nominations for IPWEA and Parks and Leisure Australia (PLA) submitted – for the Mitcham Memorial Library and Brownhill Creek Project

Implemented the outsourced Community Wellbeing service contract with Southern Cross Care.


Page 4 of 36

1 Accessible & Connected Community

We are an accessible, connected and engaged community

Status:

None On target

Within tolerance

Attention required

1.1 People Friendly Transport Network

Our community is connected to places through a people friendly transport, cycling and pedestrian network which offers accessible, integrated and efficient transport options.

Key Performance Indicator Summary

KPI NAME KPI DESCRIPTION TEAM YEAR TO

DATE TARGET

UNIT YEAR TO DATE

ACTUAL CURRENT STATUS

COMMENT

Bridge Construction - New Percentage of new bridge construction works completed to date.

Engineering 75 % 75

Bridge Replacements Percentage of Bridges replacement works completed to date.

Engineering 75 % 10

Fyfe Avenue bridge works to be completed by year end.

Bus Shelter Replacements Percentage of Bus Shelter replacement works completed to date.

Engineering 75 % 100

Car Park Renewals Percentage of Car Park renewal works completed to date.

Engineering 75 % 50

Watahuna Avenue, Coromandel Valley currently under construction. Price Memorial Oval Entrance Road and Carpark will be deferred to 2019/20 financial year to ensure clubroom building works are completed prior to carpark works.

Footpath - Replacements Percentage of Footpath replacement works completed to date.

Engineering 75 % 75

Footpath Construction - New New Capital Program Footpath Construction - percentage completed to date.

Engineering 75 % 30

Station Avenue, Cypress Avenue and Hawthorndene Drive to be re-budgeted and completed in the 2019/20 FY.


Page 5 of 36

Footpath maintenance 100% of footpath maintenance customer requests completed within schedule timeframe.

City Maintenance

100 % 70

Council staff proactively scope paving defects throughout the city. All urgent paving defects are completed within the allocated time frames. Medium to high priority defects are not being actioned in time due to current workloads and priorities

Kerb and Watertable Replacements

Kerb and Watertable Renewal Capital Program completion status - percentage project progress completion

Engineering 75 % 75

Parking Complaints Reduce percentage of valid parking complaints received around schools, hospitals and shopping precincts.

Environmental Services & Community Safety

0.50 % 0.50

Requests for patrols in named areas have decreased considerably. Officers are tasked to be present at schools at drop and pick up times and an officer is based at the area around Flinders Medical.

Retaining Wall Replacements

Capital Program completion status - percentage project progress completion

Engineering 75 % 40

Tenders to be received.

Road 2 Recovery Program (Yr 3)

Percentage of Road 2 Recovery program completed to date.

Engineering 75 % 75

Road Maintenance Requests 100% of road maintenance customer requests completed by undertaking repairs or referral on for replacement

City Maintenance

100.00 % 70

All urgent and high priority requests are on track. Lower priority requests, works are not being actioned in time due to current workloads and priorities.

Road Repairs Percentage of road faults (potholes) repaired in accord with maintenance program and risk factors

City Maintenance

75 % 75

Council staff will make the pothole safe by using a bag of cold mix asphalt.

Road Replacement Percentage of road replacements completed to date.

Engineering 75 % 60

Norseman Court, Westbourne Park, Bideford Avenue, Clarence Gardens, Balham Avenue, Kingswood, Bradey Street, Mitcham and Price Avenue, Clapham are currently under construction or scheduled to be completed by end of June.

Road seal and pavement replacements

Percentage of road seal and pavement replacement works completed to date.

Engineering 75 % 50

Norseman Court, Westbourne Park, Bideford Avenue, Clarence Gardens, Balham Avenue, Kingswood, Bradey Street, Mitcham and Price Avenue, Clapham are currently under construction or scheduled to be completed by end of June.


Page 6 of 36

Road Seal Preservation Road Seal - Preservation Program Capital Program completion status - percentage project progress completion

Engineering 75 % 100

Sealed Roads - (seal, pavement and kerb & watertable renewal)

Percentage of road seal, pavement & kerb & watertable renewal works completed to date

Engineering 75 % 85

Gort Avenue, Clapham, Hereford Place, Colonel Light Gardens and Coromandel Parade / Brigalow Avenue, Blackwood are remaining to be completed. These projects are currently under construction or scheduled to be completed by end of June.

Traffic & Transport issues Number of outstanding requests as per Traffic Priorities Report yet to be processed

Engineering n/a # 54

345 requests have been received since 1/01/2019 with 314 completed. There is a downward trend with the number of outstanding requests being 54.



Status:

None On target

Within tolerance

Attention required

1.1 People Friendly Transport Network

Our community is connected to places through a people friendly transport, cycling and pedestrian network which offers accessible, integrated and efficient transport options.

Project Summary

PROJECT NAME PROJECT DESCRIPTION TEAM YEAR TO

DATE TARGET

YEAR TO DATE ACTUAL

CURRENT STATUS

COMMENT

City - Belair Bike Route Percentage of City – Belair Bike Route Project completed to date.

Engineering 75% 50

Design completed. Community engagement to be undertaken.

Implementation of the Integrated Transport Plan

Percentage of 2018/19 Integrated Transport Plan implemented to date.

Engineering 75% 100

Road Network Strategy developed.

Sturt Linear Park Trail Percentage of stage three implementation of the Sturt Linear Trail from the Institute Building on Main Road, Coromandel Valley to Coromandel Parade including three bridges implemented to date.

Natural Environments

75% 0

Joint project with the City of Onkaparinga. City of Onkaparinga have not completed the design.


Page 7 of 36

Way2Go Program Percentage of 2018/19 Way2Go Program implemented to date.

Engineering 75% 40

Design to be completed.

Action Summary

ACTION NAME ACTION DESCRIPTION TEAM YEAR TO

DATE TARGET

YEAR TO DATE ACTUAL

CURRENT STATUS

COMMENT

Contribute to feasibility study of Western Bypass

Contribute to feasibility study of Western Bypass Traffic & Transport

100% 20

Consultant engaged. Scheduled to be completed at EOFY.


Page 8 of 36



Status:

None On target

Within tolerance

Attention required

1.2 Accessible Services

Our community has convenient access to a diverse range of information, services, activities and facilities.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Library Borrowings Number of library items borrowed. Includes number of items checked out at the Mitcham library service and incoming transits checked out at the Mitcham Library Service but not outgoing transits to other libraries.

Library Services 800000.00 # 479,354

Reduced figure due to construction period of Mitcham Memorial Library.

Library Membership Maintain current membership numbers for the Mitcham Library Service


Library PC Usage Number of library personal computer sessions.


PC booking figures difficult to determine accurately due to network connectivity issues within the temporary Hawthorn Library, construction period of Mitcham Memorial Library and two extended periods of network issues recorded at Blackwood Library.

Library Visits Maintain number of people passing through library doors (including toy libraries) at current levels


No door counter available at temporary Hawthorn Library during construction period of Mitcham Memorial Library.

Meetings with Sporting Clubs

Number of meetings with sporting lease and license holders including workshops or

Property 25.00 # 35


Page 9 of 36

training during the year (target to meeting with half of the 49 clubs during the year).

Mitcham Community News

Publish 6 bi monthly editions of the Mitcham Community News annually

Customer Experience

4.00 # 4

Online Library Resource Access

Number of online library resources and catalogues access. Data includes access of Online Catalogue and Who Writes Like, What Next, Ancestry, Lynda Library and Overdrive. Zinio statistics not accessible.




Status:

None On target

Within tolerance

Attention required

1.2 Accessible Services

Our community has convenient access to a diverse range of information, services, activities and facilities.

Project Summary


DATE TARGET

YEAR TO DATE ACTUAL

CURRENT STATUS

COMMENT

Mortlock Park Public Toilets

Percentage of installation of public toilet at Mortlock Park completed to date.

Property 75% 25%

Builder has been appointed, construction to take place in June: Scheduled completion in August 2019.Project has been re-budgeted for 19-20.

Avenue Road Public Toilets

Percentage of installation of a public toilet at Avenue Road completed to date.

Property 75% 25%

Builder has been appointed, construction to take place in May: Scheduled completion in July 2019.Project has been re-budgeted for 19-20.


Page 10 of 36



Status:

None On target

Within tolerance

Attention required

1.3 Quality Community Spaces & Places

Our community has access to high quality, vibrant, well serviced places and spaces to meet, learn and recreate.


KPI NAME KPI DESCRIPTION TEAM YEAR

TO DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Building Capital Renewal Projects Percentage of building renewal works completed

Property 60 % 35

Numbers of projects are scheduled for completion before 30th of June. Remaining projects will be re-budgeted into 19-20.

Property Maintenance Program Percentage of scheduled property maintenance program completed each quarter

Property 90 % 90

Reactive Maintenance Services Council Buildings – Requests

Number of requests received in relation to Reactive Maintenance services for Council Buildings including public toilets, community centres and Council's operational buildings.

Property n/a # 591

Sports Facilities & Infrastructure - Sports Ovals

Sports Facilities & Infrastructure - Sports Ovals Replacement/renewals Capital Program completion status – percentage project progress completion


75 % 100%

All resurfacings completed

Sports Facilities & Infrastructure - Tennis Courts

Sports Facilities & Infrastructure - Tennis Court Renewals Capital Program completion status – percentage project progress completion


75 % 0%

Works awarded and commencing in May

Sports Facilities & Infrastructure Renewal Projects - Sports Lighting

Percentage of sports lighting projects completed to date.


75 % 75%

Mortlock Park Oval Lighting re-budgeted. AA Bailey and Manson completed


Page 11 of 36

Sports Facilities & Infrastructure Renewal Projects - Sports Ovals

Percentage of sports oval renewal projects completed to date.


75 % 100%


Sports Facilities & Infrastructure Renewal Projects - Tennis Courts

Number of tennis court renewals projects completed to date.


75 % 100%




Status:

None On target

Within tolerance

Attention required

1.3 Quality Community Spaces & Places

Our community has access to high quality, vibrant, well serviced places and spaces to meet, learn and recreate.

Project Summary

PROJECT NAME PROJECT DESCRIPTION TEAM

YEAR TO

DATE TARGET

YEAR TO DATE

ACTUAL

CURRENT STATUS

COMMENT

Install CC Hood Reserve Toilet

Percentage CC Hood Reserve Toilet installation project completed to date.

Property 75% 15

Project is currently out to tender with expected completion Aug/Sep 2019.Project has been re-budgeted for 19-20.

Mitcham Memorial Library Redevelopment

Percentage Mitcham Memorial Library building redevelopment completed to date.

Library Services 75% 100%

Completed

Open Space & Playground Strategy

Percentage Open Space and Playground Strategy completed to date.


0%

Not funded

St Marys Clubroom Upgrade Percentage Upgrade of the St Marys Clubrooms completed to date.

Property 75% 50%

Stage 1 completed Stage 2 currently underway expected completion November 2019.

Hewett Reserve Club Redevelopment

Percentage of Hewett Reserve Redevelopment completed to date

Property 50% 15%

Project is currently out to tender. Construction expected to commence in August 2019.Project has been re-budgeted for 19-20.


Page 12 of 36

Price Memorial New change rooms and Renewal of Storage and Public Toilets

Percentage of Price Memorial Works completed to date

Property 75% 20%

Waite Street Reserve Landscape Concept Plan

Percentage Waite Street Reserve Landscape Concept Plan completed.


75% 100%

This project is included in the Blackwood Community Hub project – with progress being reported under this project.


Page 13 of 36



Status:

None On target

Within tolerance

Attention required

1.4 Supported Community

Our community is strong, healthy, resilient and is supported in building connections amongst people, pursuing pathways to lifelong learning and personal growth.


KPI NAME KPI DESCRIPTION TEAM YEAR TO DATE

TARGET UNIT

YEAR TO DATE

ACTUAL

CURRENT STATUS

COMMENT

Community Wellbeing Service Targets

Percentage of Community Wellbeing service targets achieve in accord with Commonwealth and State funding agreements

Community Wellbeing

75.00 % 66.00

Events Survey on Connected Community

Percentage of people responding to an events or public programme survey either “agreeing” or “strongly agreeing” when asked the question “The event or programme helped me feel connected within my community”

Community Development

70.00 %

Have not implemented survey

Food Business Follow Ups

Percentage of food businesses identified to have critical or major issues followed-up through legislative means, including food complaints inspections.


100.00 % 100%

All critical and major issues have been addressed and resolved.

Immunisation Program Number of vaccines administered Environmental Services & Community Safety

4200.00 # 2976

This includes Men-B Trial, School Program and Community Clinics.

Resident Assistance Number of unique residents provided with Community

Community Wellbeing

1400.00 # 1,233

Current unique residents supported within 12% of annual target, tracking to achieve


Page 14 of 36

Wellbeing support for the financial year.

target in Q4 with a significant recorded increase in new referrals in Q3.

Youth Engagement with Schools

Number of key staff and student representatives from each of the nine secondary schools located within the Mitcham area engage on youth discussions to assist in schools having a voice on issues affecting youth in the City.


9.00 # 8



Status:

None On target

Within tolerance

Attention required

1.4 Supported Community

Our community is strong, healthy, resilient and is supported in building connections amongst people, pursuing pathways to lifelong learning and personal growth.

Action Summary

ACTION NAME PROJECT DESCRIPTION TEAM Planned % Complete

Actual % Complete

CURRENT STATUS

COMMENT

Implement Living Well Regional Health Plan

Progress on the implementation of the Regional Health Plan


100% 100%

Plan was reviewed accordingly in 18/19 and currently renewal of the plan is due Nov.19


Page 15 of 36



Status:

None On target

Within tolerance

Attention required

1.6 Engaged Community

Our community is actively encouraged and supported to have a voice and to participate in a meaningful way in shaping our City.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Volunteers Total number of volunteers People & Culture n/a # 370


Page 16 of 36

2 Sustainable City

We continually sustain and improve our natural and built environments for today’s and future generations.

Status:

None On target

Within tolerance

Attention required

2.2 Clean Energy

Our greenhouse gas emissions are minimised and our uptake of clean and renewable energy technologies is maximised.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Greenhouse Gas Emissions Tonnes of greenhouse gas emissions Environmental Services & Community Safety

n/a t 2,960

Trending down in comparison with previous years.

2.3 Water Conservation

Water sensitive urban design, and the use of alternative water sources to keep our natural and built environment green, is maximised.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Stormwater Drainage Works - New Percentage of re-budgeted new WSUD Stormwater projects completed to date.

Engineering 75 % 50


Page 17 of 36

2 Sustainable City


Status:

None On target

Within tolerance

Attention required

2.3 Water Conservation

Water sensitive urban design, and the use of alternative water sources to keep our natural and built environment green, is maximised.

Project Summary


DATE TARGET

YEAR TO DATE ACTUAL

CURRENT STATUS

COMMENT

Undertake Desilting of Urrbrae Wetlands

Desilting of Urrbrae Wetlands Natural Environments

75% 100


Page 18 of 36

2 Sustainable City


Status:

None On target

Within tolerance

Attention required

2.4 Waste Minimisation

Responsible consumption and conservation of natural resources and minimisation of waste through avoidance, reuse, recycling and composting is encouraged.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Domestic Waste Collection Percentage of putrescible domestic waste (blue) bins collected each week.

Operations Depot 100.00 % 99.91%

Response to Illegal Rubbish Dumping

Percentage of Customer Requests regarding illegally dumped rubbish responded to within 2 weeks.


100.00 % 100.00

Officers start the investigation process upon receipt of the task

Waste Diversion Rates Percentage of waste diverted from landfill


70.00 % 55.65

Actual figure is within usual diversion rate range. January is traditionally a high waste the landfill month due to Christmas/New Year.



Page 19 of 36


DATE TARGET

YEAR TO DATE

ACTUAL

CURRENT STATUS

COMMENT

Implement Trial Roll-out of Free Food Organics Collection System

Trial Roll-out of Free Food Organics Collection System


75% 100%

Rates for green waste and landfill on Thursday’s collection will be compared to access whether the trial rollout free food organics collection system is working efficiently. Trial suburbs are: 5,500 households within St Marys, Clapham, Panorama, Pasadena and Eden Hills. At this stage we do not have enough data from East Waste to adequately compare. Data to be obtained post 30 June 2019.


Page 20 of 36

2 Sustainable City


Status:

None On target

Within tolerance

Attention required

2.5 Resilience to Climate Change

Our community is resilient to climate change and the impacts of natural disasters.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Bushfire Prevention Percentage compliance with bushfire prevention legislation annually from the 1,200 targeted high risk bushfire properties audited.


100.00 % 100.00

Completed in time to ensure compliance and community safety

Fire Breaks on Council Reserves Percentage of Fire Breaks on Council reserves brush cut or slashed before the fire danger season.

City Maintenance 100.00 % 100 %

All fire breaks were cut before the fire danger season

Project Summary


DATE YEAR TO DATE

ACTUAL CURRENT STATUS

COMMENT

Implement Brown Hill Creek Soldiers Memorial Gardens Improvements Project

Percentage of Brown Hill Creek Soldiers Memorial Gardens Improvements Project completed to date.


75% 75%

Implement Brownhill Keswick Creek Project

Percentage of 2018/19 program for Brownhill Keswick Creek Project completed to date.


75% 75%

Mitcham Memorial Library Surrounds

Percentage of 2018/19 program for upgrade of Brown Hill Creek Channel and Landscaping outside the channel at Soldiers Memorial Gardens.

Engineering 75% 50


Page 21 of 36

2 Sustainable City


Status:

None On target

Within tolerance

Attention required

2.6 Sustainable Development

Developments in our City are sustainable and complement the natural environment.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Development Applications to CAP Number of development applications submitted to date to the Council Assessment Panel for decision

Planning & Building Services

n/a # 42

In line with expectations

Number of Development Applications

Number of development applications lodged to date with Council for assessment

Planning & Building Services

n/a # 981

In line with previous years



DATE TARGET

YEAR TO DATE

ACTUAL

CURRENT STATUS

COMMENT

Deliver Blackwood District Centre Planning Project

Blackwood District Centre Planning Project Executive Office – Development & Community Safety

75% 75%

Project continuing building fire safety & surveying being scoped/scheduled


Page 22 of 36

3 Dynamic & Prosperous Economy

Our community is economically strong and competitive.

Status:

None On target

Within tolerance

Attention required

3.1 Vibrant Places

We have attractive and vibrant precincts, places and spaces, supported by a variety of quality community facilities and retail, commercial and residential development.


KPI NAME KPI DESCRIPTION TEAM YEAR TO DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Community Centre Visits Total number of visitors to date to both Blackwood and Cumberland Park Community Centres


n/a # 55,706

There were 55,706 visits to the Blackwood (40%) and Cumberland Park (60%) Community Centres during the first three quarters of 2018/19 financial year.

Graffiti Removal Percentage of graffiti removed with 48 hours of it being reported

City Maintenance 100.00 % 95

Any graffiti that cannot be removed by in house staff is referred to a contractor and it might take up to 3 days to remove.

Project Summary


DATE TARGET

YEAR TO DATE

ACTUAL

CURRENT STATUS

COMMENT

Blackwood Hub Percentage Blackwood Hub project has been completed to date.

Property

Council has endorsed the project to proceed to detailed design and have provided funding for this work.

Implement Year 1 of City Image Project

Percentage Year 1 of the City Image Project has been implemented to date.

Executive Office - Development & Community Safety

75% 50%

Project on track consultants engaged, works scoped and planned, staff and EM workshops held


Page 23 of 36



Status:

None On target

Within tolerance

Attention required

3.3 Collaborative Organisation

We have attractive and vibrant precincts, places and spaces, supported by a variety of quality community facilities and retail, commercial and residential development.

Project Summary

KPI NAME KPI DESCRIPTION TEAM

YEAR TO

DATE TARGET

YEAR TO DATE

ACTUAL

CURRENT STATUS

COMMENT

Fund My Neighbourhood Projects - Property

Percentage of Property Fund My Neighbourhood projects completed to date.

Property 75% 25%

Builders have been appointed, construction to take place in June-July: Scheduled completion in August-September 2019.Project has been re-budgeted for 19-20.

Fund My Neighbourhood Projects – Engineering

Percentage of Engineering Fund My Neighbourhood projects completed to date.

Engineering 75% 0

Designs completed. Tenders received and in evaluation phase.


Page 24 of 36



Status:

None On target

Within tolerance

Attention required

3.4 Great Destination

We are a destination well regarded by residents and visitors for our heritage, natural environment, events, educational and medical facilities.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Contributors to Events Percentage of all event contributors who were either City of Mitcham residents or providers to the City's community.


70.00 % 85

Library Program & Event Attendance

Number of people attending library programs and events maintained at current levels.

Library Services 16000.00 # 19975


Page 25 of 36



Status:

None On target

Within tolerance

Attention required

3.5 Supported Businesses

We foster and support emerging and established businesses, entrepreneurs and innovators to grow and prosper.

Action Summary

ACTION NAME ACTION DESCRIPTION TEAM START DATE

DUE DATE Planned % Complete

Actual % Complete

CURRENT STATUS

COMMENT

Implement Economic Development (Business) Event

Economic Development (Business) Event

Executive Office - Organisational & Community Development

1/07/2017 30/06/2018 100


Page 26 of 36

4 Vibrant & Rich Culture

We share a vibrant and rich culture and have a strong sense of identity.

Status:

None On target

Within tolerance

Attention required

4.1 Sense of Place

We have special places, spaces and stories that create a strong sense of place and great experiences for our community.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Parks & Gardens Maintenance Percentage of community requests for parks and gardens maintenance assessed and prioritised within 10 business days.

Parks & Sports Ground Maintenance

100.00 % 100

On target

Parks Gardens & Open Space Asset Replacement

Percentage of parks, gardens & open space asset replacements completed to date.


75 % 85%

Parks Gardens & Opens Space Assets - New

Percentage of new parks gardens and open space asset projects completed to date.


75 % 30%

Sturt River Linear Park works delayed due to others

Playground Replacement Projects Percentage of Playground Replacement works completed to date.


75 % 50%

Due for completion in late Jun or early July

Playground Works - New Percentage of new Playground Works completed to date.


75 % 15%

FMNP projects delayed as tendered prices above budget Report to Council required to proceed


Page 27 of 36



Status:

None On target

Within tolerance

Attention required

4.3 Creative City

We are a City that encourages creativity and innovation in all its forms.


DATE TARGET

UNIT YEAR TO

DATE ACTUAL CURRENT STATUS

COMMENT

Award Community Art Prize Amount awarded for the annual Community Art Prize.


3,000 $ $0 $0 The Mitcham Arts Advisory Group (MAAG) is yet to determine the method for determining and promoting the Art Prize, therefore the prize was not awarded this Financial Year and was returned at Budget Review 2. Discussions commenced to be referred to Council for decision.

Award Community Art Grants Amount from the annual $25,000 Community Art Grant fund awarded to date.


25,000 $ $25,000 Project 2 Project were awarded $10,200 to produce artwork on the wall


Page 28 of 36

facing Newark Rd at the City of Mitcham Civic Centre titled ‘Pipe Dreaming’ and $12,000 to the Big Picture Fest for a mural to be placed on the Torrens Park Pump Station. Both works are expected to be completed by 30 June 2019.


Page 29 of 36



Status:

None On target

Within tolerance

Attention required

4.4 Liveable Neighbourhoods

We have neighbourhoods that are well designed, sustainable, liveable and complement their local character.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Dog and Cat Registration

Percentage compliance with dog and cat registration requirements from the 20% of dog and cat owners audited annually


100.00 % 100.00

New State wide registration process (DACO) allows for time efficient follow ups and audits

Dog Control Prosecutions

Number of dog control prosecutions Environmental Services & Community Safety

n/a # n/a

Nil, Year to Date

Food Business Inspections

Percentage of food businesses inspected complying with regulatory standards (ie no major breeches of legislation), including food complaints


100.00 % 100%


Health Premises Follow Ups

Percentage of Environmental Health premises identified to have critical or major issues followed-up through legislative means, including environmental health complaint inspections. Premises include swimming pools, spas, cooling towers, tattoo parlours, etc.


100.00 % 100%


Health Premises Inspections

Percentage of environmental health premises inspected as per required frequency based on risk. Premises include swimming pools, spas, cooling towers, tattoo parlours, etc. Numbers include complaints inspections.


90.00 % 85%

Any critical and major issues have been addressed and resolved.

Precinct Visits Number of precinct visits undertaken to date. City Maintenance 11 # 10

On target


Page 30 of 36

Public Lighting Number of outstanding requests yet to be processed Engineering n/a # 0

Wandering Dog Return Rate

Percentage of wandering dogs returned to owners Environmental Services & Community Safety

70.00 % 97.00

Return rate has again exceeded expectations by being around 97%



Status:

None On target

Within tolerance

Attention required

4.4 Liveable Neighbourhoods

We have neighbourhoods that are well designed, sustainable, liveable and complement their local character.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Implement Animal Management Plan

Percentage of 2018/19 Animal Management Plan implemented to date.


75 % 80

Have implemented DACO process, changes to Dog and Cat Management Act and currently developing Dog off leash enhancement process as required in first year of Plan.


Page 31 of 36



Status:

None On target

Within tolerance

Attention required

4.5 City Character

The strong characteristics of the City, including the natural and rural landscape character of the Mitcham Hills, the leafy streetscapes of the plains, and the heritage values of the City, are protected and enhanced.


KPI NAME KPI DESCRIPTION TEAM YEAR

TO DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Heritage Plans for Council Buildings

Percentage of Heritage Plans developed for heritage listed Council buildings as planned.

Property 75 % 75

Stage 2 of heritage plans completed.

New Tree retention Percentage loss of new trees planted to be less than 5%.

City Maintenance 5.00 % 3-4%

With the extremely dry season, we have only lost a small percentage of trees.

Tree Maintenance Requests Percentage of tree maintenance customer requests completed within the scheduled time frames


Council staff are currently catching up on all High priority Customer requests.

Tree Planting Percentage of Tree planting program completed by October


Tree planting program completed by mid-September. Approximately 1200 trees planted.

Tree Requests for Action Percentage of all tree related customer requests for action assessed and prioritised in accord with risk standards


On target


Page 32 of 36

5 Continuous Organisational Improvement

Improvements aligned to key focus areas of Customer, Culture, Digital and Efficiency and Effectiveness.

Status:

None On target

Within tolerance

Attention required

5.1 Excellence in Customer Service

Excellence in Customer Service to better meet customer needs and improve customer experience.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Customer Service Centre Call Resolution Rate

Average call resolution rate at first point of contact

Customer Service Centre

55.00 % 52

Customer Service Centre Service Satisfaction

Percentage of customers satisfied with the Customer Service Centre service

Customer Service Centre

80.00 % NA

Customer Survey being undertaken in May 2019

Section 7 Searches Number of section 7 search requests received Information Management

NA # 1,197 NA


Page 33 of 36



Status:

None On target

Within tolerance

Attention required

5.2 Positive Workplace Culture

Positive Workplace Culture with strong leadership that values people, customers and partners.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Lost hours through injury Number of work hours lost due to workplace injury

People & Culture n/a HRS 514.8

Number of Staff Separations Number of staff separations to date this financial year.

Finance & Rates n/a # 38

Inclusive of some

casuals that hadn’t

worked for

sometime

Percentage of female managers Percentage of female staff currently holding management positions (excluding Team Leaders)

Finance & Rates n/a % 33.3

Number based on total number of leadership positions

Percentage of female staff Percentage of female staff Finance & Rates n/a % 43

Based on headcount

Staff Retention Rate Percentage of staff retained in the work force People & Culture n/a % 90%

Excludes Casuals


Page 34 of 36



Status:

None On target

Within tolerance

Attention required

5.3 Efficient and Effective Organisation

Efficient and Effective Organisation with a culture of positive change, process improvement and productivity gains.



DATE TARGET

UNIT YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Annual Leave Liability Number of employees with annual leave of 40 days or more


Report provided to managers to undertake management and build plans with relevant employee

Asset Renewal Funding Ratio

Council's ability to generate enough cash over ten years to cover at least 100% replacement of assets.

Finance & Rates 100.00 % 94.18

10 year average which includes BR2.

Asset Sustainability Ratio

Amount spend on replacement of existing assets expressed as a percentage of the amount planned to be spent according to the endorsed Asset Management Plans and schedules.


Re-budgets from 2017-18.

Business Process Improvements

Number of Business processes defined and/or improved

Customer Experience

8.00 # 44

Confidential Items Number of items considered in confidence at Council meetings under the provisions of S90 of the Local Government Act 1999.

Governance n/a # 11

Consumable Plant Percentage of consumable plant items replacement schedule replaced to date.

City Maintenance 75 % 75

On target. Mainly Chainsaws and Blowers. There has been more requests from staff to battery-powered chainsaws for minor works. Light weight, minimal noise and no pollution.


Page 35 of 36

Debt repayment term Forecasted 10 year average of repayment term of debt

Finance & Rates 22.50 Year 29

Has increased due to new loans being taken out during 2017-18 year, including the library.

Freedom of Information Applications

Number of Freedom of Information Applications received to date

Information Management

n/a # 9

Interest coverage ratio Forecasted interest coverage ratio not to exceed 6%


Still well within target. Interest expenditure has increased for 2018-19 due to additional loans being taken out during 2017-18 including one for the library.

IT Systems Renewal Percentage of ICT renewal program complete

Information Technology

100.00 % 100%

Completed. No further comment.

Long Service Leave Liability

Number of staff with excess Long Service Leave.


Leave liability provided to relevant manager to establish a plan with employee.

Major Fleet Major Fleet Renewal Program completion status - percentage project progress completion

Operations Depot 75 % 54

Fleet renewals progressing well. Some re-budgets to 2019/20 for a variety of operational reasons.

Minor Fleet Minor Fleet Renewal Program completion status - percentage project progress completion

Operations Depot 75 % 78

Fleet renewals progressing well. Some re-budgets to 2019/20 for a variety of operational reasons.

Net Financial Liabilities Ratio

Articulates how much of Council's annual rates income would be required to repay debt if Council were to wind up.


Debt in 2017-18 increased due to new loans been taken out, including one for the building of the library.

Number of Full Time Equivalent Staff

Number of full time equivalent staff Finance & Rates 257.00 # 245

Total FTE calculated based on position FTE’s for active roles (excludes casuals) Refer to Sally

Number of Incidents & Accidents

Number of incidents and accidents People & Culture n/a # 139

This is the number of all events recorded in Skytrust

Operating Result Ratio Operating result as a percentage of Council’s rates.


Ratio has been updated from BR2. Is lower than the target but the surplus has increased since the original budget was adopted.

Personal Leave Average

Average personal leave days taken per employee

Finance & Rates n/a d 1.29

Refer to sally

Reporting Compliance (6 monthly)

Compliance with six monthly reporting responsibilities for funding and standards for safe and high quality assistance to residents.

Community Wellbeing

100.00 % 100.00

All State & Commonwealth reporting, acquittals and provider surveys submitted to 31 March 2019.


Page 36 of 36

Review of Council Decisions

Number of reviews of Council decisions commenced to date.

Governance n/a # 7

4 completed, 1 refused, 2 in-progress



Status:

None On target

Within tolerance

Attention required

5.3 Efficient and Effective Organisation

Efficient and Effective Organization with a culture of positive change, process improvement and productivity gains.


PROJECT NAME PROJECT DESCRIPTION TEAM

YEAR TO

DATE TARGET

UNIT

YEAR TO

DATE ACTUAL

CURRENT STATUS

COMMENT

Implement Engineering Infrastructure Asset Audit & Revaluation Project

Percentage of Engineering Infrastructure Asset Audit & Revaluation Project completed to date.

Engineering 75 % 50

Consultant engaged and scheduled to be completed at the EOFY.

Undertake external audit of financial systems and processes

Percentage of external audit of financial systems and processes project completed to date.

Finance & Rates 75 % 75

External auditors have completed one interim audit and will be doing another interim audit during May. Items mentioned in the management letter from the 2017-18 financial year are being progressively attended to throughout the year.

Undertaken Independent Insurance Review

Percentage of Independent Insurance Review Project completed to date.

Governance 75 % 10%

Planning has commenced and quotes being requested.

council page 1 agenda 28 may 2019 item 11

Documents